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

Board Member

Organisation

Position

James Colville

St Marys Church Wellsford, Parish Council

Federated Farmers Auckland

Wellsford Drama Club

Wellsford Promotions

Landowners and Contractors Protection Assn.

Member

Warren Flaunty, QSM

Westgate Pharmacy Ltd

NorSGA Properties Ltd

The Trust Community Foundation Ltd

Henderson-Massey Local Board

Waitemata District Health Board

Taupaki Residents and Ratepayers Assn.

Contractor/Director

Director

Member

Elected Member

Member

Steven Garner

(Deputy Chairperson)

Mahurangi College Board of Trustee

Warkworth Tennis and Squash Club

Trustee

Member

Thomas Grace

Kumeu Rotary

South Kaipara Community Patrol

Rally New Zealand

Targa New Zealand

Waimauku Lions

Auckland Conservation Board

Federated Farmers

Northern Sports Car Club

Graceland Properties

Kumeu Community Patrol

President

Member

Director

Member

Beth Houlbrooke

Greater Auckland Chorus (Charitable Trust)

Sweet Adelines New Zealand (Charitable Trust)
ACT NZ

Baddeleys and Campbells Beach Residents and Ratepayers Assn.

Member

Contractor

Member

John McLean

Albany CoCo

De Paul House

Furniture for Schools Charitable Trust

Newpark Financial

Coatesville Residents and Ratepayers Association

Member

Supporter

Trustee

Shareholder

Member

Phelan Pirrie

Muriwai Environmental Action Community Trust

North West District Business Association

Muriwai Community Association

Muriwai Volunteer Fire Brigade

Best Berries (NZ) Ltd

Trustee

Member

Officer in Charge

Director/Shareholder

Greg Sayers

Rotary Club of Auckland

Neighbourhood Support Rodney

Member

Brenda Steele

(Chairperson)

Te Uri o Hau

Ngati Whatua o Kaipara

Woodhill School Board of Trustees

Beneficiary

Trustee

Rodney Local Board Parks, Culture and Community Development Committee

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

8 Deputations 5

8.1 Harbour Sport 5

8.2 Community Lease - Silverdale Pony Club 6

8.3 Warkworth Pipe Band 6

9 Public Forum 6

10 Extraordinary Business 6

11 Notices of Motion 7

12 Public notification and iwi consultation regarding council's intention to grant a new community licence to occupy to North Shore Model Aero Club Incorporated at 124 Green Road Dairy Flat 9

13 Public notification and iwi consultation required regarding council's intention to grant a new community lease and licence to occupy to North Harbour Pony Club Silverdale Branch Incorporated at 124 Green Road Dairy Flat 23

14 Community Partnership to Build a New Playground 37

15 Community Lease Work Programme 2016/2017 41

16 Rodney Local Board Community Facilities Renewals Work Programme 2016/2017 47

17 Rodney Local Board Libraries Work Programme 2016/2017 51

18 Parks, sport and recreation draft annual work programme financial year 2016/2017 55

19 Rodney Local Board Arts, Community and Events Work Programme 2016/2017 65

20 Rodney Local Grants, Round Two, 2015/2016 73

21 Special Exemption (Section 6) Fencing of Swimming Pools Act 1987 85

22 Rodney rural hall and reserve management 89

23 Sport and Recreation Investment - Community Access Scheme guidelines and future allocation of residual legacy Hillary Commission Community Sport Fund 95

24 Deputation/Public Forum Update 109

25 Rodney Local Board Workshop Records 113

26 Consideration of Extraordinary Items

PUBLIC EXCLUDED

27 Procedural Motion to Exclude the Public 121

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

a. 210 Glenmore Road, Coatesville 121

b. 73 Kaipara Portage Road, Riverhead 121

c. 32 Aroha Road, Te Arai Point 121

1 Welcome

2 Apologies

Apologies from Member JG McLean and Member PM Pirrie have been received.

3 Declaration of Interest

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

4 Confirmation of Minutes

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

a) confirm the ordinary minutes of its meeting, held on Monday, 11 April 2016, as a true and correct record.

5 Leave of Absence

At the close of the agenda no requests for leave of absence had been received.

6 Acknowledgements

At the close of the agenda no requests for acknowledgements had been received.

7 Petitions

At the close of the agenda no requests to present petitions had been received.

8 Deputations

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

8.1 Harbour Sport

Purpose

1. Representatives from Harbour Sport will be in attendance to outline the activities of Harbour Sport in the Rodney Local Board area in the last six months.

Recommendation/s

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

a) thank the representatives from Harbour Sport for their presentation.

8.2 Community Lease - Silverdale Pony Club

Purpose

1. Representatives from Silverdale Pony Club will be in attendance to discuss a proposed lease at Green Road, Dairy Flat.

Recommendation/s

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

a) thank the representatives from the Silverdale Pony Club regarding a proposed lease at Green Road, Dairy Flat.

8.3 Warkworth Pipe Band

Purpose

1. Representatives from Warkworth Pipe Band will be in attendance to outline their potential interest in leasing Shoesmith Hall in Warkworth.

Recommendation/s

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

a) thank the representatives from the Warkworth Pipe Band on their presentation regarding their potential interest in leasing Shoesmith Hall in Warkworth.

9 Public Forum

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

At the close of the agenda no requests for public forum had been received.

10 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

11 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Public notification and iwi consultation regarding council's intention to grant a new community licence to occupy to North Shore Model Aero Club Incorporated at 124 Green Road Dairy Flat

File No.: CP2016/10239

Purpose

1. To seek approval to publicly notify and consult with iwi for council’s intention to grant a new community licence to occupy to North Shore Model Aero Club Incorporated for a portion of Part Allotment 282 Parish of Pukeatua at 124 Green Road, Dairy Flat.

Executive summary

2. The council owned land at 124 Green Road Dairy Flat comprises two properties described as Part Allotment 282 Parish of Pukeatua and Lot 1 DP 365603 that are held in fee simple under the Local Government Act 2002.

3. The North Shore Model Aero Club Incorporated occupies part of the council owned land at 124 Green Road, Dairy Flat by way of an informal agreement. The club has applied to council for a community licence to occupy the land it occupies.

4. Council must publicly notify and consult with iwi of its intention to grant a new community licence to occupy to North Shore Model Aero Club Incorporated under the Local Government Act.

5. This report recommends that the Rodney Local Board Parks, Culture and Community Development Committee approve the public notification and consultation with iwi of council’s intention to grant a new community licence to occupy to North Shore Model Aero Club Incorporated for a portion of Part Allotment 282 Parish of Pukeatua at 124 Green Road, Dairy Flat.

Recommendation/s

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

a) approve the public notification of and consultation with iwi about council’s intention to grant a community licence to occupy to North Shore Model Aero Club Incorporated for a portion of Part Allotment 282 Parish of Pukeatua at 124 Green Road, Dairy Flat (Attachment A to the agenda report; GIS aerial view showing proposed new community licence to occupy as outlined red).

b) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process.

c) note that the terms of the proposed new community licence to occupy to be issued under the Local Government Act 2002 would be:

i) term – five years commencing from the date of final local board approval. This is subject to the satisfactory outcome of the public notification process and consultation with iwi

ii) rent - $1.00 plus GST per annum if requested

iii) note that all other terms and conditions would be in accordance with Auckland Council Community Occupancy Guidelines 2012.

d) request that council staff report back to the local board for a decision or final approval of the community licence to occupy to the North Shore Model Aero Club Incorporated following public notification and consultation with iwi of council’s intention grant a community licence to occupy for a portion of Part Allotment 282 Parish of Pukeatua at 124 Green Road, Dairy Flat.

Comments

Background on land and legal requirements for licence to occupy

6. In April 2006, the former Rodney District Council acquired land at 124 Green Road, Dairy Flat from private landowners. The purpose of the acquisition was to establish the land as a sports park and reserve. The land comprises two properties described as Part Allotment 282 Parish of Pukeatua and Lot 1 DP 365603 (Attachment B).

7. The land sited at 124 Green Road Dairy Flat is located approximately 10 kilometres north of Albany Village (Attachment C) and currently held in fee simple by the Auckland Council under the Local Government Act 2002.

8. In October 2010 the former council prepared a comprehensive draft reserve management plan for the land, known as the “Green Road Reserve Management Plan.” To validate the plan, the land must be classified in accordance with the Reserves Act 1977 and the plan must be formally adopted by council.

9. Contained within the Rodney Local Board Plan dated 2014 is:

· outcome: Parks and Sports Facilities are easy to access and enjoy

· what the local board wants to achieve is “our people have the use of all-season facilities for sports activities”

· “work with neighbouring local boards to progress a reserve management plan for the future recreation reserve at Green Road, Dairy Flat.” This is itemised as a key initiative (advocacy).

10. Until council determines whether the two properties be declared to be a reserve or otherwise, a licence to occupy may only be granted under the Local Government Act. Under the Local Government Act, council must consult with iwi and notify the public when a lease is proposed for more than six months.

11. Whilst the Auckland Council Community Occupancy Guidelines 2012 contemplates a term of 10 years standard with a further 10 year right of renewal for a group owned building on council owned land, in this instance, the recommended term of the licence to occupy is for one term of five years. This should provide adequate time for council to make a decision with regard to a reserve management plan for the land at 124 Green Road and offer security of tenure in the interim for the club.

12. Staff recommend the local board grant a non-exclusive licence to occupy to the club. This recommendation is in light of the commercial licence to occupy already granted to a limited liability company for grazing purposes. This commercial licence was executed by Panuku Development Auckland and covers the majority of the land at 124 Green Road, Dairy Flat.

North Shore Aero Club Incorporated

13. The North Shore Model Aero Club Incorporated has been in existence for over 50 years having been originally domiciled at Barrys Point, in Takapuna. The club has occupied its current site at Green Road for close to 30 years by way of an agreement with the former landowner and latterly, an informal agreement with council. The club has applied to council for a community licence to occupy and is progressing with its registration as an incorporated society to ensure its eligibility to hold a formal occupancy arrangement with council.

14. The club currently has 73 members. The club’s national body is the New Zealand Model Aeronautical Association Incorporated (NZMAAI) and operates under the NZMAAI general rules and guidelines. The club abides by the New Zealand Civil Aviation Authority guidelines and also, the international standards of computational aero acoustics for aircraft noise prediction.

15. Club members fly varied types of remote controlled model aircraft including fixed wing, helicopters, gliders and rotocross (drone). The club does not require a resource consent or an airspace licence to undertake its activities as it is situated within a four kilometre radius of the North Shore Airfield. Given the close vicinity to the North Shore Airfield means that the club must exercise a 400foot maximum flight height ceiling restriction. This restriction is written into the club’s set of rules and exercised vigorously.

16. The club owns its improvements on the site comprising a storage container and a small timber shed on skids. At its own cost, the club has also constructed a driveway from the entrance on Green Road to the site it occupies. Having a formed driveway allows club members easy access to the site during the winter months. (Attachment D shows the club’s set up on the land it occupies at Green Road).

17. With regard to the commercial licence in place for grazing purposes, the club and the grazier have co-existed on the land for many years. Club members abide by stringent rules with regard to the livestock (i.e. ensuring gates are closed when entering and leaving the Green Road site and also being mindful of the ewes during the annual lambing season).

18. Council staff will prepare a draft community outcomes plan for negotiation with the club. Subject to the satisfactory outcome of the public notification and iwi consultation process, council staff will, in a subsequent report, recommend that the local board approve the plan.

Consideration

Local board views and implications

19. The Rodney Local Board Parks, Culture and Community Development Committee has delegated authority to approve public notification of council’s intention to grant a community licence to occupy.

20. At its workshop of 7 March 2016, the Rodney Local Board Parks Culture and Community Development Committee were presented with a memo on the proposal at which time informal support was given.

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

22. At its business meeting of 9 December 2013, the Rodney Local Board resolved to seek a report recommending community leases and formal agreements for current community users of the property at 124 Green Road being the North Shore Model Aero Club and the Silverdale Pony Club as interim measures until planning for the future sports park has been completed (Attachment E RD/2013/349).

Māori impact statement

23. Consultation with iwi as identified as having an interest in land in the Rodney Local Board geographical area is required regarding council’s intention to grant a community licence to occupy on a portion of Part Allotment 282 Parish of Pukeatua at 124 Green Road, Dairy Flat.

Implementation

24. The public notification of and consultation with iwi about council’s intention to grant a community licence to occupy will contain details of the proposed agreement. Any submissions will be presented to the Rodney Local Board Parks, Culture and Community Development Committee at the first available meeting to allow the committee time to fully consider any matters raised before making a final decision on the licence to occupy.

25. The costs associated with public notification and consultation with iwi is approximately $1,000.00. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

Attachments

No.	Title	Page
a View	GIS aerial view showing proposed licence to occupy area to North Shore Model Aero Club Incorporated	13
b View	GIS aerial view showing two properties legally described as Part Allotment 282 Parish of Pukeatua and Lot 1 DP 365603	15
c View	GIS aerial view showing locality of properties at Green Road Dairy Flat	17
d View	GIS aerial view showing North Shore Model Aero Club's set up at the Green Road property	19
e View	Resolution Number RD/2013/349	21

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Public notification and iwi consultation required regarding council's intention to grant a new community lease and licence to occupy to North Harbour Pony Club Silverdale Branch Incorporated at 124 Green Road Dairy Flat

File No.: CP2016/10827

Purpose

1. To seek approval to publicly notify and consult with iwi on council’s intention to grant a new community lease and licence to occupy to North Harbour Pony Club Silverdale Branch Incorporated for a portion of Lot 1 DP 365603 at 124 Green Road, Dairy Flat.

Executive summary

3. The North Harbour Pony Club Silverdale Branch Incorporated occupies part of the council owned land at 124 Green Road, Dairy Flat by way of an informal agreement. The club has applied to council to formalise its occupation through a community lease and a licence to occupy.

4. Council must publicly notify and consult with iwi on its intention to grant a new community lease and licence to occupy to North Harbour Pony Club Silverdale Branch Incorporated under the Local Government Act.

5. This report recommends that the Rodney Local Board Parks, Culture and Community Development Committee approve the public notification and consultation with iwi on council’s intention to grant a new community lease and licence to occupy to North Harbour Pony Club Silverdale Branch Incorporated for a portion of Lot 1 DP 365603 at 124 Green Road, Dairy Flat.

Recommendation/s

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

a) approve the public notification of and consultation with iwi about council’s intention to grant a community lease and licence to occupy to North Harbour Pony Club Silverdale Branch Incorporated for a portion of Lot 1 DP 365603 at 124 Green Road, Dairy Flat (Attachment A GIS aerial view showing proposed new community lease area as marked blue and community licence to occupy area as outlined red)

b) nominate a hearings panel to consider and decide on any submissions or objections received following the public notification process

c) note that the terms of the proposed new community lease and licence to occupy to be issued under the Local Government Act 2002 would be:

i) term – five years commencing from the date of final local board approval and subject to the outcomes of the public notification process and consultation with iwi

ii) rent - $1.00 plus GST per annum if requested

d) request that council staff report back to the local board for a decision or final approval of the community lease and licence to occupy to the North Harbour Pony Club Silverdale Branch Incorporated following public notification and consultation with iwi of council’s intention grant a community licence to occupy for a portion of Lot 1 DP 365603 at 124 Green Road, Dairy Flat.

Comments

Land Background

7. The land sited at 124 Green Road Dairy Flat is roughly 10 kilometres north of Albany Village (Attachment C) and currently held in fee simple by Auckland Council under the Local Government Act 2002.

8. In October 2010 the former council prepared a comprehensive draft reserve management plan for the land known as the “Green Road Reserve Management Plan.” To validate the plan, the land must be classified in accordance with the Reserves Act 1977 and the plan must be formally adopted by council.

9. Contained within the Rodney Local Board Plan dated 2014 is:

· outcome: Parks and Sports Facilities are easy to access and enjoy

· what the local board wants to achieve is “our people have the use of all-season facilities for sports activities”

· “work with neighbouring local boards to progress a reserve management plan for the future recreation reserve at Green Road, Dairy Flat.” This is itemised as a key initiative (advocacy).

10. Until council determines whether the two properties be declared to be a reserve or otherwise, a community lease and licence to occupy may only be granted under the Local Government Act. Under the act, the council must consult with iwi and notify the public when a lease or licence is proposed for more than six months.

11. Whilst the Auckland Council Community Occupancy Guidelines 2012 contemplates a term of 10 years standard with a further 10 year right of renewal for a group owned building on council owned land, in this instance, the recommended term of the community lease and licence to occupy is for one term of five years. This should provide adequate time for council to make a decision with regard to a reserve management plan for the land at 124 Green Road and offer security of tenure in the interim for the club.

Auckland Equestrian Facilities

12. In 2012, Auckland Council requested a high level needs analysis for equestrian facilities and to work with the equestrian sport horse sector to identify priorities for future facility provision in Auckland. Pony clubs were in scope as part of this analysis.

13. With respect to the review of the current provision (2012), use of facilities and participation levels combined with information gathered as part of the Auckland equestrian sector workshops indicated that for future provision of pony clubs, findings included:

· Pony clubs will cater for localised use and entry level participation

· There is capacity for increased and wider use of some pony clubs with greater investment into all-weather surfaces; arena, parking, surrounds and open level cross country courses reducing the need to provide and maintain these facilities at all pony clubs

· Security of tenure is an issue for the network.

14. The Equestrian Sports NZ, New Zealand Pony Club Association, Auckland Polo and Counties Manukau Polo Crosse engaged Morvern Group to undertake a detailed assessment of the future facility requirements for their codes in Auckland. In October 2014 the Auckland Equestrian Facility Plan prepared by the Morvern Group Limited was published which identified what facilities would be needed for sport horse competition in the above disciplines and sought to guide investment in facility development for the next ten years.

15. With respect to the needs of pony clubs, relevant findings are as follows (Priority: secure, maintain and invest in existing network to maximise use):

· Work with Auckland Council to secure lease arrangements for pony clubs where there are none or they are due for renewal. Ensure new leases identify land area available (i.e. site plan) for pony club use and grazing access.

North Harbour Pony Club Silverdale Branch Incorporated

16. The North Harbour Pony Club Silverdale Branch Incorporated was formed in 1969 and occupied land behind the Silverdale Rugby Club at Silverdale War Memorial Park. In 1998 the club vacated its occupation of the Silverdale land to make way for the motorway extension.

17. The club has occupied its current site at Green Road since 2000 by way of an agreement with the former landowner and latterly, an informal agreement with council. The club has applied to council for a community lease for its storage shed and clubroom and a licence to occupy for the remainder of the area occupied.

18. The club was incorporated under the Incorporated Societies Act 1908 on 2 November 2010 and currently has 68 members. The club’s national body is the New Zealand Pony Club Association and it is affiliated with the Waitemata Rodney Area Pony Club, North Harbour District. Club members compete in equestrian events from entry level ribbon days through to National Agricultural and Pastoral competitions.

19. In 2015, the club purchased new grounds-keeping equipment and has improved the grounds to provide a safe riding environment. As a result of the improvements, the club has been able to offer other clubs the opportunity to hold a rally and dressage events.

20. Council staff will prepare a draft community outcomes plan for negotiation with the club. Subject to the satisfactory outcome of the public notification and iwi consultation process, council staff will, in a subsequent report, recommend that the local board approve the plan as a schedule to the recommended lease and licence to occupy.

Consideration

Local board views and implications

21. The Rodney Local Board Parks, Culture and Community Development Committee has delegated authority to approve public notification of council’s intention to grant a community lease and licence to occupy.

22. At its workshop of 7 March 2016, the Rodney Local Board Parks Culture and Community Development Committee were presented with a memo on the proposal and indicated informal support.

23. At its business meeting of 6 July 2015, the Rodney Local Board Parks Culture and Community Development Committee resolved to approve the 2015/2016 Community Development Arts and Culture work programme Resolution number RODPC/2015/31 and the community lease work plan for 2015/2016. The proposed new community lease and licence to occupy to the club is listed on the community lease work plan 2015/2016.

24. At its business meeting of 9 December 2013, the Rodney Local Board resolved to seek a report recommending community leases and formal agreements for current community users of the property at 124 Green Road being the North Shore Model Aero Club and the Silverdale Pony Club as interim measures until planning for the future sports park has been completed (Attachment E RD/2013/349).

Māori impact statement

25. Consultation with iwi as identified as having an interest in land in the Rodney Local Board geographical area is required regarding the proposal to grant a community lease and licence to occupy on a portion of Lot 1 DP 365603 at 124 Green Road, Dairy Flat.

Implementation

26. The costs associated with public notification and consultation with iwi about council’s intention to grant a community lease and licence to occupy is approximately $1,000.00. This cost will be borne by the Community Facilities Department. Should there be any submissions and or objections received during the public notification process, this may lead to a hearing process which in turn, may incur additional cost.

Attachments

No.	Title	Page
a View	GIS aerial view showing proposed new community lease and licence to occupy areas	27
b View	GIS aerial view showing two properties comprising the council owned park at 124 Green Road legally described as Part Allotment 282 Parish of Pukeatua and Lot 1 DP 365603	29
c View	GIS aerial view showing locality of council owned park at 124 Green Road Dairy Flat	31
d View	GIS aerial view showing North Harbour Pony Club Silverdale Branch Incorporated set up at the Green Road site	33
e View	Resolution number RD/2013/349	35

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Community Partnership to Build a New Playground

File No.: CP2016/10564

Purpose

1. To grant $100,000 to the Warkworth Lions Club Incorporated to build a new playground in Warkworth for older children.

Executive summary

2. The Rodney Local Board has allocated $100,000 in its 2015/2016 Locally Driven Initiative (LDI) budget and $100,000 in its 2016/2017 LDI budget for partnering with community groups to facilitate the design and build of new playgrounds in Warkworth and Kumeu/Huapai. The initiative focuses on funding a community group to design and build a playground themselves with support from the council.

3. The Warkworth Lions Club had previously approached the local board requesting that more playground equipment suitable for older children be installed next to the existing skate ramp.

4. Recent discussions with the Warkworth Lions on whether they would like the opportunity to design and build the playground themselves with input from the local community has met with a positive response and they are prepared to take on this project.

5. Staff recommend that the local board fund this project from the 2015/2016 budget, and advise that adequate staff resourcing and support has been made available by the relevant council departments.

6. A further $100,000 is available in the 2016/2017 LDI budget for partnering with community groups to facilitate the design and build of new playgrounds if a suitable community group is identified in Kumeu/Huapai.

Recommendation/s

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

a) allocate the 2015/2016 financial year Locally Driven Initiatives budget of $100,000 for ‘partnering with community groups to facilitate the design and build of new playgrounds in Warkworth and Kumeu/Huapai’ to the Warkworth Lions Club Incorporated to design and build a playground for older children in Warkworth.

b) note that the allocation is subject to the following:

i) The completion of a funding agreement between the Warkworth Lions and council setting out the roles and responsibilities of both parties, including that Warkworth Lions Club will engage and consult with the wider community (including iwi) regarding the design of the playground.

ii) The Warkworth Lions Club obtaining landowner approval from the local board to erect the playground on a local reserve, which includes final approval of the design and location of the play equipment as delegated to the chairperson and deputy chairperson of the Rodney Local Board Parks, Culture and Community Development Committee via an application to the Local Parks Advisor.

Comments

7. The Rodney Local Board Plan 2014 identified the need for more challenging play spaces in Rodney that would cater to older children and young people. In addition to allocating budget for more council-installed playgrounds, the local board also provided budget by way of community grant funding for communities to build skateparks and playgrounds themselves in the 2015/2016, 2016/2017 and 2017/2018 financial years.

8. This report refers to the LDI ‘partner with community groups to facilitate the design and build of new playgrounds in Warkworth and Kumeu/Huapai’ budget line. There is $100,000 available in 2015/2016 and $100,000 available in 2016/2017.

9. The local board’s intention for this budget was that it would be used to fund a community group (by way of a capital grant) to design and build a playground for their local community. Once constructed, the community group would hand the playground back to the council as an asset to be maintained by the council.

10. The Warkworth Lions Club (the Lions) approached the local board in 2013 requesting that a further play area for older children and young adults be built to complement the existing play area for younger children. They suggested that this could be built in the reserve adjacent to the skate ramp in the area bounded by Baxter Street and Lucy Moore Park. They also suggested that this space could be improved with more seating and barbecue areas for visitors and locals.

11. Council staff have had a number of recent discussions with the Lions to establish whether or not they would be interested in taking on the older children’s playground development as a project. They are very keen to do this and have identified a sub-group to progress the project and work with council.

12. The Lions have an established track record of driving and managing small physical infrastructure projects in Warkworth and have the skills and experience amongst their members to develop and oversee a project of this nature.

Ensuring the project is a success

13. Staff from the Community Empowerment Unit and Parks Sport and Recreation have identified a number of elements that are important to the success of this project:

· the project is driven and managed in a timely manner

· the design work is innovative, appropriate to the local environment and reflects good practice

· quality standards are met

· contractors are used who will take overall responsibility for health and safety and the quality of the work

· a partnering approach is used with young people that involves them in the design and development from the outset.

14. The Lions Club will need assistance with some areas of the project such as engagement with the wider community and with children and young people. It is important that the playground development is congruent with broader community aspirations for this part of the town.

15. Staff will be working to ensure that the playground design links in with community consultation on main street upgrades and town centre development work. Staff will also be assisting the Lions with the technical aspects relating to the design, build and quality of the playground.

Site for the playground

16. Parks, Sports and Recreation have identified a potential site for the playground adjacent to the existing skate ramp on the grass reserve area on Baxter Street. This is the site that the Lions suggested in their previous correspondence with the local board.

17. There is plenty of space for the playground as well as other activities in the future and it would be a good fit with the skate ramp that is already there. There is also potential for the new play space to better link this end of town with Lucy Moore Park.

Local board approval of location and design

18. If the local board approves funding for the project, staff will negotiate a funding agreement with the Lions that will clearly set out the respective roles and responsibilities of the parties including what support is available from council and council requirements in relation to community consultation, health and safety and quality standards.

19. As a part of constructing the playground, the Lions will be required to obtain landowner approval to erect a playground in a local reserve. This will include approval of the design and location of the play equipment. This decision sits with the Chairperson and Deputy Chairperson of the Rodney Local Board Parks, Culture and Community Development Committee, via an application to the Local Parks Advisor.

Consideration

Local board views and implications

20. Updates on this project have been provided to the local board at workshops in September 2015 and February 2016.

Māori impact statement

21. Local iwi will be asked how they would like to be involved with this project at the outset. It is hoped that there will be opportunities to incorporate and reflect iwi aspirations in the play experience. Iwi will also be consulted as appropriate in relation to physical works that will be required.

Implementation

22. The location and proposed grant recipient have been identified by the Parks Advisor, Asset Development Project Manager and the Strategic Broker. This initiative and the associated community engagement is considered feasible with the support of all staff concerned.

Attachments

There are no attachments for this report.

Signatories

Authors

Sue Dodds – Strategoc Broker

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Rodney Local Board Libraries Work Programme 2016/2017

File No.: CP2016/10804

Purpose

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

Executive summary

2. This report provides information to support Rodney 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 Rodney Local Board aligns with the following 2014-2017 Rodney Local Board Plan priorities:

· Arts, culture and events enhance our communities and express who we are

· Local halls and libraries are familiar, valued and well used community spaces

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

Recommendation/s

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

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

Comments

6. The Libraries work programme for 2016/2017 aligns to the Rodney 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 Rodney Local Board Plan priorities:

· Arts, culture and events enhance our communities and express who we are

· Local halls and libraries are familiar, valued and well used community spaces

8. The work programme includes library activities that align with the local board priorities and meet the needs of the Rodney 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 work programme also includes an activity funded from LDI opex; Additional support for volunteer library.

9. A workshop was held with the local board and Libraries staff on Monday, 18 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 Rodney Local Board is requested to approve the Libraries work programme for 2016/2017. Libraries’ staff will continue to work with the local board to ensure activities align with the local board priorities and meet the needs of the Rodney community.

Consideration

Local board views and implications

11. The draft 2016/2017 work programme was considered by the local board at a workshop on Monday, 18 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 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	Rodney Local Board Libraries Work Programme 2016/2017	53

Signatories

Authors

Darryl Soljan - Manager Customer Experience - North & West Libraries

Authorisers

Mirla Edmundson - General Manager Libraries & Information

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

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

File No.: CP2016/09969

Purpose

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

Executive summary

2. This report presents the PSR draft AWP 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 Rodney Local Board Parks, Culture and Community Development Committee.

Recommendation/s

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

a) approve the Rodney Parks, Sport and Recreation draft Annual work programme 2016/2017 financial year as detailed in Attachment A to this report.

b) delegate 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 the chairperson and deputy chairperson of the Rodney Local Board Parks, Culture and Community Development Committee.

Comments

5. Staff discussed the scope of the PSR draft Annual work programme 2016/2017 at a workshop with the local board on 18 April 2016.

6. This report presents PSR 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 PSR draft AWP 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 PSR draft AWP 2016/2017 will be consulted with the local board’s Parks, Culture and Community Development Committee chairperson and deputy chairperson, who will make a decision on the proposed changes or decide whether it needs a decision by the local board’s Parks, Culture and Community Development Committee.

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 18 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 PSR draft AWP 2016/2017 will take place from 1 July 2016.

24. The progress of the PSR AWP 2016/2017 projects will be reported to the local board quarterly.

Attachments

No.	Title	Page
a View	Rodney Parks Sport and Recreation draft Annual work programme 2016-2017	59

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

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Rodney Local Board Arts, Community and Events Work Programme 2016/2017

File No.: CP2016/10938

Purpose

1. This report presents the Arts, Community and Events (ACE) 2016/2017 Rodney Local Board work programme for approval.

Executive summary

2. This report provides information to support local boards to make decisions required to approve the ACE 2016/2017 work programme.

3. The proposed ACE work programme aims to provide a defined work programme for the 2016/2017 financial year. The work programme covers the following areas:

· Community Empowerment

· Arts and Culture

· Events

· Community Places.

4. The ACE work programme for the Rodney Local Board aligns with the following 2014-2017 Rodney Local Board Plan priorities:

· arts, culture and events enhance our communities and express who we are

· communities are empowered and plan for their own futures

· local halls and libraries are familiar, valued and well used community spaces

· parks and sports facilities are easy to access and enjoy.

5. Local boards are being requested to approve the ACE work programme for FY 2016/2017.

6. Also included for approval are the following arts organisations:

i) Art Kaipara Trust, $20,000

ii) Kumeu Arts Centre, $40,000

Recommendation/s

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

a) approve the 2016/2017 Arts, Community and Events work programme (Attachment A to agenda report).

b) approve the following arts organisations:

i) Art Kaipara Trust, $20,000

ii) Kumeu Arts Centre, $40,000

Comments

7. The ACE work programme for 2016/2017 has been developed using a coordinated departmental approach. The programme reflects the community empowerment approach through a number of cross-unit and cross-departmental activities. Over time, the principles of community empowerment will drive the ACE work programme. Future work programmes will demonstrate a more joined-up departmental approach. Each ACE unit has aligned their projects and initiatives to the Auckland Plan directives and the Rodney Local Board plan 2014-2017.

8. The ACE work programme aligns to the following 2014-2017 Rodney Local Board Plan priorities:

· arts, culture and events enhance our communities and express who we are; supported through a variety of community events and funding for local arts facilities

· communities are empowered and plan for their own futures; by supporting increased consultation and the opportunity for community input into town plans, playground designs and other activities important to the Rodney community

· local halls and libraries are familiar, valued and well used community spaces; by implementing more customer-centric ways of working and transforming the former Wellsford library into a community run and managed community hub

· parks and sports facilities are easy to access and enjoy; through a partnership with community groups to facilitate the design and build of new skate parks in both Wellsford and Snells Beach.

9. The ACE work programme 2016/2017 for the Rodney Local Board includes the following areas of activity:

· Community Empowerment: These projects and programmes aim to deliver a range of social outcomes for local residents. This includes the development of the Rodney Youth Voice Plan, an iwi relationship and engagement plan, and a number of placemaking and capacity building initiatives

· Arts and Culture: This includes funding of the Helensville and Kumeu arts centres as well as an investigation into the feasibility of an expansion of the Kumeu Arts Centre

· Events: This work programme includes a range of community events such as Community Volunteer Awards, ANZAC services and the delivery of other local events

· Community Places: This includes the implementation of a more customer-centric venue for hire service delivery approach.

10. The work programme includes scoped initiatives that align with local board priorities, as well as budget allocation and established timelines.

11. The local board considered the draft work programme at a workshop with ACE staff on 16 May 2016. Staff incorporated the local board’s feedback into the work programme.

12. The Community Empowerment Unit is operationalising the Empowered Communities Approach, a new way of working. Community empowerment means communities having a sense of control over what happens at a local level and council fostering the conditions that support this. For 2016/2017 the unit is focused on delivery within four key areas:

· initiatives that are joined up and delivered with other departments of council and the CCOs and that support local board plans

· capacity building programmes and projects for the community and voluntary sector and residents

· initiatives designed to enhance participation and engagement in council decision making

· collaborative Auckland-wide initiatives that respond to complex issues where the advantage of council’s size will have a significant impact on outcomes.

13. The community-led development of Rodney’s new playgrounds and skate parks are a great example of the Empowered Communities Approach. The Community Empowerment Unit will work alongside Parks, community groups and Rodney residents to ensure that the community is involved in the design and build of the new playgrounds and skate parks. CEU will provide opportunities for community input and ensure their views are taken onboard.

14. Local boards are requested to approve the ACE work programme for 2016/2017. ACE staff will continue to work with relevant portfolio holders and the local board to ensure these projects are delivered and evaluated.

15. Also included for approval are the following arts organisations:

i) Art Kaipara Trust, $20,000

ii) Kumeu Arts Centre, $40,000

Consideration

Local board views and implications

16. The draft 2016/2017 work programme was considered by the local board at a workshop on 16 May 2016. Feedback from the local board was considered and incorporated into the local board work programme (Attachment A).

Māori impact statement

17. Improving Māori outcomes is a priority for the region. One of the Auckland Plan targets is to increase targeted support to Māori community development projects. A key objective of ACE is to deepen and integrate relationships with mana whenua, mataawaka and marae, in our everyday work.

18. ACE is committed to supporting strong Māori communities through engagement, capacity building and contributing to Māori well-being. The Community Empowerment Unit will work alongside the Local Board Engagement Advisor to develop and implement an iwi relationship and engagement plan. This plan will ensure there is an improved understanding of Māori aspirations and enhance the ability of staff to respond more effectively to Māori.

Implementation

19. Once the work programme is approved, ACE staff will monitor and evaluate progress throughout 2016/2017. Staff will continue to meet with portfolio holders to provide updates on the work programme and ensure it is progressed in a timely way. The ACE work programme will be implemented within the annual plan 2016/2017 budget and updates on progress will be available at the end of each quarter.

Attachments

No.	Title	Page
a View	Rodney Local Board Arts, Community and Events Work Programme 2016/2017	69

Signatories

Authors

Graham Bodman - General Manager Arts, Community and Events

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Rodney Local Grants, Round Two, 2015/2016

File No.: CP2016/07679

Purpose

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

Executive Summary

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

3. In the preceding Rodney grant rounds, the local board allocated $131,623.63, leaving a total of $117,376.37 to allocate for the remainder of 2015/2016.

4. The Rodney Local Board allocated $75,000 from their Locally Driven Initiatives (LDI) budget for consequential opex for the construction of footpaths in the Rodney Local Board area. As these footpaths will not be constructed this financial year the consequential opex will not be spent. Councils Financial Planning team have advised the RLB can off-set the consequential opex through the allocation of grants money. Should the local board do this then the total budget available to allocate on grants will be $192,376.37.

5. Forty-seven applications were received in this local grants round, with a total requested of $321,156.21.

Recommendation/s

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

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

Applicant and application number	Main focus	Funding for	Amount requested
Coatesville Playcentre LG1616-205	Arts and culture	Towards the costs of removing, disposing and replacing the roofing at 12 Mahoenui Valley Road, Coatesville in January 2017	$3,950.00
Leigh Volunteer Fire Brigade LG1616-225	Arts and culture	Towards the printing costs of 200 books on the history of the Leigh Volunteer Fire Brigade between September to November 2016	$2,559.00
Kumeu Arts Centre LG1616-232	Arts and culture	Towards the cost to subsidise gold card holders to attend the Open Clay Day in August 2016	$1,273.00
North Rodney Community Arts Council LG1616-242	Arts and culture	Towards the advertising costs, venue hire, purchase of banners and printing of North Rodney Community Arts Council business cards for the Art competition and exhibition in September 2016	$2,613.74
Art Centre Helensville LG1616-246	Arts and culture	Towards the purchase of a projector, blue ray player, receiver, round system, amplifier, speakers, cables and installation equipment for the Helensville Art Centre between July to August 2016	$4,352.32
Art Centre Helensville LG1616-257	Arts and culture	Towards the purchase of garden materials and art materials for the beautifying of the garden banks at 49 Commercial Road, Warkworth in August 2016	$1,832.00
Ngati Whatua o Kaipara Nga Rima Charitable Trust LG1616-202	Community	Towards the costs of the Kai Tec, Kai Mahi and Maori sports programmes between July to December 2016	$32,200.00
Literacy North Shore Incorporated LG1616-209	Community	Towards the contractor fees, photocopying, room rental and internet for the Learner Driver’s License and Digital Literacy Group courses between August to December 2016	$4,965.00
Te Hana Community Development Charitable Trust LG1616-210	Community	Towards the costs of removing and replacing the pataka (house roofs) at 311 State Highway, Te Hana and the purchase of computers and software programmes, television display and wall mount between July to August 2016	$6,320.00
Motutara Waimauku Scout Group LG1616-214	Community	Towards the costs to purchase four new tents between July to November 2016	$9,640.00
North Rodney Blue Light Ventures Incorporated LG1616-215	Community	Towards the wages for the Community Youth Coordinator between July 2016 to June 2017	$10,000.00
Port Albert Temperance Hall Lecture & Reading Room Association LG1616-219	Community	Towards the publicity (including printing and distribution), hire of kitchen equipment, purchase of prizes and purchase of t-shirts between July 2016 to May 2017	$1,000.00
Lions Club of Warkworth LG1616-221	Community	Towards the cost to upgrade the steps, produce board walks, metal the track and put in culverts in wet areas for the Kowhai Park Track between July 2016 to June 2017	$8,730.00
Kaukapakapa Playcentre LG1616-228	Community	Towards the purchase of equipment and toys between July to October 2016	$1,899.00
South Kaipara Men's Trust LG1616-229	Community	Towards the costs to purchase and build resources and materials, advertising, administration costs, rent and power between July 2016 to May 2017	$10,000.00
Helensville Women & Family Centre LG1616-234	Community	Towards the venue hire, facilitator contract fees, resources, administration costs and purchase of food between July 2016 to June 2017	$7,744.00
Parentport North Incorporated LG1616-237	Community	Towards the wages and petrol costs for staff between November 2016 to November 2017	$10,000.00
Leigh Ex Services and Community Club LG1616-238	Community	Towards the costs of materials, machine hire and professional labour costs for the upgrade of the walking track between Wonder View Road and Kyle Street, Leigh between November to December 2016	$10,000.00
Matakana Community Group LG1616-239	Community	Towards the purchase of materials for contractor fees and concrete and boxing to upgrade the pathway near Takatu between November to December 2016	$8,750.00
Matakana Community Group LG1616-240	Community	Towards the costs to contract professionals to investigate, install and monitor the use of OTTA (roading material) in Matakana between July 2016 to March 2017	$7,500.00
Age Concern Rodney - Charitable Trust LG1616-241	Community	Towards the costs of venue hire of Centrestage Theatre, coordinators wages, purchase of resources, catering, koha for guest speakers and technical assistance for the Christmas concert between December 2016 to November 2017	$8,676.25
North Shore Hospice Trust - Warkworth Wellsford Hospice LG1616-243	Community	Towards the costs of waterproofing Tui House, Glenmore Drive, Warkworth between May to June 2016	$10,000.00
Kumeu Huapai Residents and Ratepayers Association LG1616-244	Community	Towards the costs for roading engineer fees, data collector fees and upgrades to the website between July to October 2016	$10,000.00
Hestia Rodney Women's Refuge LG1616-250	Community	Towards the venue hire, facilitator costs and purchase of resources for Te Roopu Kaha support group in Wellsford between July to December 2017	$5,000.00
Royal New Zealand Plunket Service Waitemata Area Incorporated LG1616-255	Community	Towards the maintenance of the plunket rooms, including painting, carpet cleaning, purchasing blinds, installing a screen on the deck and replacing the boundary fence at 90 Rodney Street, Wellsford between July to December 2016	$6,192.00
Children's Autism Foundation LG1616-256	Community	Towards the costs of venue hire and contracting facilitators for the community support programmes between July to December 2016	$9,325.00
T&M Stazyk Partnership CUE Haven LG1616-203	Environment	Towards the costs to plant trees at 2704 Kaipara Coast Highway, Araparera, between July 2016 to October 2016	$10,000.00
Hollie Willering LG1616-223	Environment	Towards the costs of fencing at 68 Ararimu Valley Road, Waimauku between July 2016 to April 2017 *funds are required to be paid retrospectively	$1,000.00
Baddeleys and Campbells Ratepayers Association LG1616-224	Environment	Towards consenting costs, removal and stump grinding of trees and the replanting of native vegetation at Baddeleys Beach Recreation Reserve between September 2016 to July 2017	$2,250.00
David Redpath LG1616-247	Environment	Towards the costs to wire post and batten fencing for the fence at 289 Inland Road, Helensville between July to December 2016 *funds are required to be paid retrospectively	$2,089.00
Eloise Stevenson LG1616-248	Environment	Towards the costs for planting trees and shrubs at 64 Cottle Road, Taupaki between July to October 2016 *funds are required to be paid retrospectively	$1,835.00
Project Litefoot Trust LG1616-251	Environment	Towards a contribution to the administration of LiteClub implementation for the Kaipara Flats Sports Club, Omaha Beach Golf Club, Puhoi Sports Club, and Wellsford Rugby Football Club between July to August 2016	$6,061.00
Warkworth Scout Group LG1616-217	Events	Towards the costs of sending 12 scouts and leaders from Warkworth Scout group to the 21st Scout Jamboree between December 2016 to January 2017	$5,000.00
Kowhai Festival Society Incorporated LG1616-226	Events	Towards the musical performers, hireage of the stage, public announcement system, water slide, open air cinema, portable toilets, costs for media coverage and miscellaneous costs for the “Huge Day Out” event in October 2016	$10,000.00
Wellsford Agricultural and Pastoral Society Incorporated (Wellsford Country Show) LG1616-249	Events	Towards the costs of hireage of the portaloo's, marquees, children's entertainment, public announcement system, security and costs for marketing, administration and public liability for the Wellsford Country show in November 2016	$8,963.00
Warkworth Agricultural & Pastoral Society LG1616-254	Event	Towards the hireage of marquees, portaloo’s, generators, table and chairs, public announcement system for the 150^th Warkworth Annual Agricultural and Pastoral Show in January 2017	$10,000.00
Mahurangi Presbyterian Church LG1616-227	Historic Heritage	Towards the costs of materials and painting the Mahurangi Presbyterian Church at 5 Pulham Road, Warkworth between October 2016 to August 2018	$9,000.00
Omaha Beach Bowling Club Incorporated LG1616-204	Sport and recreation	Towards the costs of repairing the retaining wall at 1-7 North West Anchorage Road, Omaha between August to September 2016	$9,836.00
Helensville Tennis Club Incorporated LG1616-208	Sport and recreation	Towards the contract fees for the Helensville Tennis Club between November 2015 to August 2016	$8,000.00
Kumeu Cricket Club LG1616-230	Sport and recreation	Towards the purchase of cricket equipment, administration and prizes between August to November 2016	$3,500.00
Omaha Beach Surf Life Saving Club LG1616-233	Sport and recreation	Towards purchasing of 30 body boards and eight paddles boards between September 2016 to April 2017	$8,150.00
Huapai Reserve Advisory Committee LG1616-236	Sport and recreation	Towards the purchase of materials and construction costs of large scale fitness stations and seating between November 2016 to October 2017	$3,500.00

b) consider the multiboard applications listed in the table below and agree to fund, part-fund or decline each application:

Woodhill School LG1616-218	Arts and culture	Towards the costs of the Matariki celebration programmes at Woodhill School and Western Heights School in June 2016	$2,500.00
Youthline Auckland Charitable Trust LG1617-210	Community	Towards the preparation and repair of a building to create a North Auckland Youthline Community Centre between June and December 2016	$2,650.00
Gecko New Zealand Trust LG1605-222	Community	Towards the costs of facilitators wages, resource development, communication, weed bin bags to develop the Living Neighbourhoods Hubs at Muriwai between July 2016 to June 2017	$10,000.00
Kaipatiki Project Environment Centre LG1608-212	Environment	Towards wages for the event manager, marketing manager and advertising and publicity for “Ecofest North” between 1 October 2016 and 31 October 2016	$10,000.00
Baseball New Zealand LG1605-225	Sport and recreation	Towards the wages of the coach and purchase of Kiwiball playing equipment between October 2016 to March 2017	$2,500.00

Comments

6. The implementation of the new Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2015/2016 and Rodney Local Board adopted its grants programme on 9 May 2015 (refer Attachment A).

7. The local board grants programmes sets out:

· local board priorities;

· lower priorities for funding;

· exclusions;

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

· any additional accountability requirements.

8. The Rodney Local Board will operate two local grants rounds for this financial year. The second local grant round closed on 1 May 2016.

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

10. In the preceding Rodney grant rounds, the board allocated $131,623.63, leaving a total of $117,376.37 to allocate for the remainder of 2015/2016.

11. The Rodney Local Board allocated $75,000 from their Locally Driven Initiatives (LDI) budget for consequential opex for the construction of footpaths in the Rodney Local Board area. As these footpaths will not be constructed this financial year the consequential opex will not be spent. Councils Financial Planning team have advised the RLB can off-set the consequential opex through the allocation of grants money. Should the local board do this then the total budget available to allocate on grants will be $192,376.37.

12. Forty-seven applications were received in this round, with a total amount requested of $321,156.21.

Consideration

Local Board views and implications

13. Local boards are responsible for the decision-making and allocation of local board community grants. The Rodney Local Board Parks, Culture and Community Development Committee is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

14. The local board is requested to note that section 48 of the Community Grants Policy states “(Council) 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. Four applicants applying in this round that have identified as Maori, and sixteen applicants have indicated their project targets Maori or Maori outcomes.

Implementation

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

17. Following the Rodney Local Board Parks, Culture and Community Development Committee allocating funding for round two local grants, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a View	Rodney Local Board Grants Programme 2015/2016	81
b	Rodney Local Grants Round Two 2015/2016 application summaries (Under Separate Cover)

Signatories

Authors

Kim Hammond - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

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

File No.: CP2016/09675

Purpose

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

Executive Summary

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

· 210 Glenmore Road, Coatesville

· 73 Kaipara Portage Road, Riverhead

· 32 Aroha Road, Te Arai Point

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

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

Recommendation/s

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

a) grant the application for special exemption as sought for 210 Glenmore Road, Coatesville with the following conditions:

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

ii. that the spa remain in this location.

b) grant the application for special exemption as sought for 73 Kaipara Portage Road, Riverhead with the following conditions:

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

ii. the spa pool remain in this location.

c) grant the application for special exemption as sought for 32 Aroha Road, Te Arai Point with the following conditions:

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

ii. the spa pool remain in this location.

Comments

Background

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

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

Legislative implications

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

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

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

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

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

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

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

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

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

Consideration

Local board views and implications

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

Before making an exemption, the local board must consider:

· the particular characteristics of the property and the pool

· any other relevant circumstances

· conditions that it may consider necessary to impose.

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

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

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

Maori impact statement

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

Implementation

19. The decision must be made by resolution.

Attachments

No.	Title	Page
a View	210 Glenmore Road, Coatesville (Under Separate Cover) - Confidential
b View	73 Kaipara Portage Road, Riverhead (Under Separate Cover) - Confidential
c	32 Aroha Road, Te Arai Point (Under Separate Cover) - Confidential

Signatories

Authors

Phillip Curtis - Senior Swimming Pool Specialist

Authorisers

Sally Grey - Manager Weather Tightness & Compliance

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

Rodney rural hall and reserve management

File No.: CP2016/11464

Purpose

1. This report seeks Rodney Local Board approval to operation and management models for its halls and reserves.

Executive summary

2. In 2015 the local board commenced its review of Rodney hall and reserve management and operation. The approach included a community consultation to identify what the hall and reserve advisory groups are currently doing and develop options for future hall and reserve governance and management.

3. A community-led incorporation hall management model allows existing hall advisory groups to take on more responsibility; and the Coatesville Hall and Reserve Advisory Group want to transition to this model. Further work is required by council on a community partnership model to enable existing hall advisory groups to retain their current roles but remain unincorporated.

4. An interim council managed model is proposed for the Warkworth Town Hall while council staff work with the fundraising trust and the local community to define a long term community-led model.

5. A proposed Reserves Charter that recognises the willingness of the community to input and have their say on how their reserves are maintained and managed was well received by the community and reserve users during consultation.

Recommendation/s

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

a) endorse a three model governance and management approach for its rural halls and reserves as follows:

i) Reserve charter

ii) Community-led incorporation

iii) Community partnership

b) approve the operation of the Warkworth Town Hall as a council-led venue for hire for an interim period of up to two years while council staff work with the local board, the Warkworth Town Hall Restoration Trust and the local community to define a long term community-led model.

c) approve the deployment of the Reserves Charter (Attachment A to the agenda report) as the approach for working with reserve advisory groups in the Rodney Local Board area.

d) approve a community-led incorporation model for the Coatesville Settlers Hall whereby a hall committee manage and operate the hall.

Comments

6. Between June and July 2015 council staff made contact with existing and past hall advisory groups and reserve advisory groups to communicate the local board’s desire to review rural hall and reserve management and understand the roles and responsibilities of current hall advisory groups.

7. A formal community engagement process commenced in August 2015 and included four public meetings in Wellsford, Warkworth, Riverhead and Helensville to encourage local people to have their say on hall/reserve management structures and roles and responsibilities. The purpose of the meetings was to find out what the hall and reserve advisory groups are currently doing, identify what is working well, what needs to change or improve and explore potential options for future hall and reserve governance and management. All four meetings were well attended and there was good community engagement. The consultation period closed on 25 September 2015 with a total of 69 submissions received.

Reserve management

8. A proposed Reserve Roles and Responsibilities Charter (“Charter”) and reserve management approach was discussed at each public meeting.

9. The Charter proposed where a hall committee exists on a reserve, this should be the representative group that council consults with on matters relating to the management, maintenance and development of the reserve and adherence to policies within the reserve management plan. Where no hall exists and there is no recognised reserve advisory group, the resident and ratepayers association or equivalent wider local community group, shall be invited to act as the reserve advisory group.

10. Overall, the Charter was well received by the community and the majority of reserve advisory groups were comfortable with the status quo of maintaining the advisory role to Council on reserve matters.

Hall management

11. The majority of the current Rodney Hall Advisory Groups (“the Groups”) are non-incorporated volunteer organisations.

12. A total of 65 submissions were received. The consultation findings in relation to hall management indicate that:

· the majority of the Groups want to continue with their current roles and responsibilities

· some would like to take on more responsibility but many do not

· most do not want to become incorporated societies or charitable trusts

· they would all like improved communications and a better relationship with council

· they want more clarity about their roles and responsibilities and more information from council about areas such as finances.

13. At a local board workshop on 12 October 2015 council staff recommended that the local board support the following three management models. This recommendation was based on Council’s legal advice at the time, which was that roles and responsibilities must sit either with council or community, not a mixture of both.

Model	Description
Council managed and operated	Council responsible for operations, capital expenditure and renewals
Council managed through a charter	Council responsible for operations Community hold advisory role
Community-led incorporation	Community attains incorporation status and is responsible for public liability insurance, retains hall revenue to offset hall operating costs Council responsible for capital expenditure and renewals

14. The local board requested the development of a new model for the management and governance of Rodney’s halls that would be flexible and able to be tailored to meet the requirements of the different types of halls and communities across Rodney and reflect what the communities had told the board they wanted. It would also need to accommodate council’s health and safety requirements and responsibility for being accountable for public money.

15. A large number of hall advisory group representatives attended a community workshop with council staff on 10 February 2016 to generate ideas for different hall management options and models that would meet the requirements of both the community and council. Hall advisory group representatives attending this workshop supported the following hall management approaches:

a) Community-led incorporation model

A Group can choose to become an incorporated society or charitable trust; or alternatively operate as a sub-committee of an existing incorporated society such as a residents & ratepayers association. This option provides:

· Maximum opportunity for the local community to govern, operate and manage their hall.

· Clearly defined roles and responsibilities in the incorporated society constitution or trust documentation and in Council’s Licence to Manage & Occupy Premises along with a requirement for consistent reporting.

· Ability for the local board to have oversight through the monitoring and reporting requirements of council’s Operating Agreement.

b) Community partnership model

In this model an existing hall advisory group will retain their current roles and responsibilities and operate under a memorandum of understanding (MOU) with council. Council staff are working on a suitable MOU and have commenced an assessment of what is required to operationalise this model.

Risk to existing hall advisory groups who remain unincorporated

16. The most recent advice on the duties and potential liability of council under the new health and safety legislation in relation to volunteers (i.e. the Groups) is:

· Council will owe the same duty to any directly engaged volunteers as it does to its employees.

· Council will also have a duty to ensure, as far as is reasonably practicable, the health and safety of volunteers whose activities are influenced or directed by council.

· Council is probably also required to indemnify the volunteers for damage or loss they suffer in the course of providing the services (depending on circumstances and excluding any illegal or deliberate acts).

17. The liability of volunteers/council in situations where a volunteer causes damage is still being clarified with council’s risk staff. As the Groups are acting as volunteers, it is likely council will absorb that liability within defined boundaries.

18. The legacy hall operating guidelines will require updating and modernising to reflect the new operating environment. It will pay particular attention to the need for council to provide very good ongoing training and support for the Groups on health and safety policy and practice.

Warkworth Town Hall

19. An interim venue fee hire management model is proposed for the Warkworth Town Hall while council staff work with the fundraising trust and the local community to define a long term community-led model. The proposed venue for hire model will be in place from the hall’s opening day and bookings and fee payments will be via the council service centres and the digital booking system. Council will have responsibility for operating expenses and capital/renewals costs. The establishment of an interim venue for hire management model along with the employment of a custodian will enable council to gain a picture of the type of utilisation the hall will attract.

Consideration

Local board views and implications

20. The local board is aware that the Coatesville Hall and Reserve Advisory Committee (CHARAC) have the capacity and capability required to operate under the incorporation model and wants to move to this by 1 July 2016. Under this model, future hall hire revenue will not appear in the local board budget as this will be retained by the hall committee to offset operating costs. However council will still be responsible for hall capital expenditure and renewals.

Māori impact statement

21. Maori, as stakeholders in the council are affected and have an interest in any changes to the governance of halls and reserves. However these proposed models do not impact on specific outcomes or activities. As such, these models have no particular benefit to, or adverse effect on Maori.

Implementation

22. The Coatesville Settlers Hall sits on reserve land and as it is in conformity with and contemplated by the Coatesville Recreation Reserve Management Plan a lease can be granted by the council over the hall under the Reserves Act.

Attachments

No.	Title	Page
a View	Proposed Reserves Charter	93

Signatories

Authors

Tracy Mossman - Project Manager

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Kathryn Martin – Acting Relationship Manager

Rodney Local Board Parks, Culture and Community Development Committee

13 June 2016

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

File No.: CP2016/09828

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. Eleven 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 and seeks local board feedback of the draft Community Access Scheme guidelines (the Guidelines) (Attachment A). It further provides options and seeks feedback 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 Rodney Local Board Parks, Culture and Community Development Committee:

a) provide 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

Future use of Hillary Commission Funding

17. 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.

18. 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.

19. 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.

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

21. 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.

22. 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.

· Option 1: 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.

· Option 2: 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.

· Option 3: Allocate towards the implementation of 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.

Option 4: 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.

23. 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.

24. 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

25. 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.

26. 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.

27. 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 western communities.

28. 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

29. 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.

30. 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.

31. 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

32. 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.

33. 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.

34. 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.

35. 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	101
b View	Sport and Recreation Investment diagram	105
c View	Options Analysis for residual Hillary Commission fund	107

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

Kathryn Martin – Acting Relationship Manager

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

Authors	Raewyn Morrison - Local Board Democracy Advisor
Authorisers	Kathryn Martin – Acting Relationship Manager