Agenda of Henderson-Massey Local Board

1 Welcome/Prayer

2 Apologies

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

3 Declaration of Interest

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

BOARD MEMBER	ORGANISATION	POSITION
Vanessa Neeson, JP (Chairman)	Ranui Sector Trial	Chair
Shane Henderson (Deputy Chairman)	Waitemata Community Law Centre	Employee
Brenda Brady, JP	Safer West Community Trust District Licensing Committee	Trustee Member
Peter Chan, JP	Cantonese Opera Society of NZ Asian Leaders Forum NZ-Hong Kong Business Ass. NZ-China Business Ass. Auckland Chinese Environment Protection Association (ACEPA) Whau Coastal Walkway Trust	Member Member Member Member Advisor Trustee
Warren Flaunty, QSM	Westgate Pharmacy NorSGA Properties Westgate Pharmacy Ltd The Trusts Community Foundation Ltd Life North West Pharmacy Rodney Local Board Waitemata District Health Board Waitakere Licensing Trust Massey Birdwood Settlers Ass. Taupaki Residents & Ratepayers Ass.	Contractor Director Director Director Director Elected Member Elected Member Elected Member Member Member
Will Flavell	Rutherford College Literacy Waitakere Board	Employee Board Member
Tracy Kirkley	District Licensing Committee Churches Education Commission St Dominic’s College, Henderson	Member Contractor Trustee
Luke Wilson	NZ Police D.A.R.E. - West Waitakere Rotary – Board member Silver Fern Motor Sports - Board	Employee Member Board member Board member

4 Confirmation of Minutes

That the Henderson-Massey Local Board:

a) Confirm the ordinary minutes of its meeting, held on Thursday 18 August 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

The Henderson-Massey Local Board acknowledges outstanding service of the following members of the New Zealand Police within the Henderson-Massey local board area:

Senior Constable Marty Spear, Henderson Community Constable

C/- Massey Community Policing Centre

390 Don Buck Road

Massey

Constable Jennifer Burgess, Ranui Neighbourhood Policing Team

C/- Henderson Police Station

7 Buscomb Avenue

Henderson

Police Employee Maree Manning, Massey Community Policing Centre

C/- Massey Community Policing Centre

390 Don Buck Road

Massey

7 Ward Councillor’s Update

Ward Councillor’s are given an opportunity to update the Henderson-massey local board on regional issues impacting the local board.

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 Henderson-Massey Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Gecko Trust - deputation

Purpose

1. To present an outline of the activities of Gecko NZ Trust to the Henderson-Massey Local Board.

Executive summary

2. Gecko NZ Trust works with neighborhoods to address neighborhood environmental quality issues by providing education, support and access to resources to remove environmental weeds and re-plant with native plants. Neighborhoods become connected places benefiting the local community, and local habitat and species begin to recover and flourish.

3. Gecko’s flagship programme is called “Living Neighbourhoods”.

4. Gecko facilitates and supports coordinators' to engage households in the planning process, identifying what neighborhood goals people are interested in and actions to be delivered to help achieve these goals.

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the deputation from Michelle Dawson, Warren Davies and Joan Davidson representatives of Gecko NZ Trust.

Attachments

a Presentation from Gecko Trust........................................................... 161

8.2 Deputation from YMCA (Massey)

Purpose

1. To speak to the Henderson-Massey Local Board on the proposed youth space within the Massey Leisure Centre.

Recommendation/s

That the Henderson-Massey Local Board:

a) Received deputation from representatives of YMCA (Massey).

8.3 Deputation from Ngati Whatua o Kaipara

Purpose

1. To present to the Henderson-Massey Local Board Ngati Whatua o Kaipara’s view on the proposed Westgate Town Centre naming.

Recommendation/s

That the Henderson-Massey Local Board:

a) Receives deputation from representatives of Ngati Whatua o Kaipara.

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.

Henderson-Massey Local Board

01 September 2016

Henderson Massey Local Grants Round One and Quick Response Round One 2016/2017

File No.: CP2016/16305

Purpose

1. The purpose of this report is to present applications received for Henderson-Massey Local Grants and Quick Response round one 2016/2017. The local board is required to fund, part-fund or decline these applications.

Executive Summary

2. The Henderson-Massey Local Board set a total local community grants budget of $123,500 for the 2016/2017 financial year.

3. Twenty one applications and three multiboard applications were received for Local Grants round one, with a total requested of $131,373 (see Attachment B and C). Nine applications was received for Quick Response round one, with a total requested of $10,645 (see Attachment D)

Recommendation/s

That the Henderson-Massey Local Board:

a) Consider the applications listed in Table One and agree to fund, part-fund or decline each application in this round.

Table One: Henderson Massey Local Grants, round one applications:

Application Number	Focus	Organisation Name	Project	Total Requested
LG1705-122	Arts and culture	Zeal Education Trust	Exploring the creative potential of Henderson's young people	$4,917
LG1705-126	Arts and culture	Corban Estate Arts Centre	Kakano Youth Arts Collective	$3,880
LG1705-101	Community	Chinese New Settlers Services Trust (CNSST)	CNSST Cultural Learning Centre - West Auckland Education Programme	$5,000
LG1705-112	Community	CARE Waitakere Trust	Support for Community Services Coordinator	$5,000
LG1705-117	Community	Violence Free Communities (formerly Violence Free Waitakere)	Operating and administration costs	$10,000
LG1705-123	Community	West Auckland Historical Society	Heating for Mill Cottage	$3,415
LG1705-125	Community	Bhartiya Samaj Charitable Trust	Elder Support Programme	$2,650
LG1705-129	Community	Waitakere Japanese Supplementary School (WJSS)	WJSS after-school programme Term 4, 2016 and Term1, 2017	$2,300
LG1705-131	Community	Auckland Kids Achievement Trust	Kiwi Can programme	$12,500
LG1705-134	Community	Youthline Auckland Charitable Trust	West Auckland Youth Advisory Group Facilitation	$4,878
LG1705-103	Events	Lone Kauri Community School Trust	Karekare Beach Races	$5,000
LG1705-111	Events	Te Whanau O Waipareira Trust	Waipareira Youth Sports Challenge 2016	$5,000
LG1705-118	Events	Glendene Community Society Incorporated	Annual Glendene Santa Run	$2,100
LG1705-130	Events	Waitakere Arts and Cultural Development Trust	TEMP an outdoor public arts science multi-week free event	$15,000
LG1705-132	Events	Stride Holdings Limited	NorthWest Open Air Movies	$15,000
LG1705-102	Sport and recreation	OnBoard Skate Incorporated	Skate & ScootSafe Skateboard & Scooter Programmes	$2,500
LG1705-106	Sport and recreation	Oleksandr Babenko	Black Energy +	$4,321
LG1705-107	Sport and recreation	The Chariot Project	Towards The Chariot Project	$2,600
LG1705-109	Sport and recreation	Ranui Primary School Board of Trustees	Bikes in Schools at Ranui Primary	$5,000
LG1705-124	Sport and recreation	Touch New Zealand Incorporated	Ranui Touched	$6,000
LG1705-133	Sport and recreation	Tuvalu Auckland Community Trust	Increase Tuvalu youth and parent's participation through basketball and computers.	$6,009
		Total amount requested		$123,070

b) Consider the applications listed in Table Two and agree to fund, part-fund or decline each application

Table Two: Henderson-Massey Local Board Multiboard round one grant applications

Application Number	Focus	Organisation Name	Project	Total Requested
LG1705-128	Event	Body Positive Inc.	Towards costs for World AIDS Day	$2,000
LG1608-111	Event	The Korean Society of Auckland	Towards costs for the 2017 Korean Day	$800
LG1701-115	Community	OUTLine New Zealand Ltd	Training of volunteers for the Lesbian, Gay, Bisexual, Transgender and Intersex helpline	$2000
			Total	$4,800

c) consider the applications listed in Table Two and agree to fund, part-fund or decline each application in this round.

Table Two: Henderson-Massey Local BoardQuick Response round one grant applications

Application Number	Focus	Organisation Name	Project	Total Requested
QR1705-109	Arts and culture	Community Waitakere Charitable Trust	Henderson Stories: community access to community voices	$1,088
QR1705-110	Arts and culture	Catherine Tunks	Wahine of the Wild West Coast live in Henderson/Massey	$1,000
LG1705-128	Arts and culture	Brickworks Drama School	Brickworks Drama School Holiday Programme	$775
QR1705-115	Community	Auckland Young Women’s Christian Association (YWCA) Incorporated	Towards the Safe for Life programme	$1,600
QR1705-107	Community	Mobility Assistance Dogs Trust	Kennel Facility - crates for mobility dogs	$1,690
QR1705-108	Environmental	Ranui Community House Incorporated	Up-cycling film	$1,120
QR1705-103	Events	Glendene Community Society Incorporated	White Ribbon Day breakfast	$627
QR1705-113	Sport and recreation	Royal New Zealand Coastguard Boating Education Limited	Safe Boating	$1,745
QR1705-117	Sport and recreation	Massey Amateur Swimming Club Incorporated	Promotion of water safety in our community	$1,000
		Total amount requested		$10,645

Comments

4. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (see Attachment A).

5. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

6. The Henderson-Massey Local Board will operate two Local Grants and three Quick Response rounds for this financial year. The Local Grants and Quick Response round one closed 15 July 2016.

7. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks. .

8. For the 2016/2017 financial year, the Henderson-Massey Local Board set a total community grants budget of $123,500. It is recommended that the board consider allocating up to 45% of this in this grant round.

9. Twenty one applications and three multiboard applications were received for Local Grants round one, with a total requested of $131,373 (see Attachment B and C). Nine applications was received for Quick Response round one, with a total requested of $10,645 (see Attachment D)

Consideration

Local Board views and implications

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

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

12. A summary of each application for local grants and quick response are attached (see Attachment B, C and D).

Māori impact statement

13. 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 community grants policy supports the principle of delivering positive outcomes for Maori.

Implementation

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

15. Following the Henderson-Massey Local Board allocating funding for round one Local Grants and Quick Response; Commercial and Finance staff will notify the applicants of the local board decision.

No.	Title	Page
a View	Henderson-Massey 2016/2017 Grants Programme	15
b View	Henderson-Massey Local Grants, Round one applicaiton summaries	17
c View	Henderson-Massey Local Grant Round One 2016/2017 Multiboard application summaries	91
d View	Henderson-Massey Quick Response, Round one applicaiton summaries	103

Signatories

Authors

Fua Winterstein - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Henderson-Massey Local Board

01 September 2016

Temporary arrangements for urgent decisions and staff delegations during the election period

File No.: CP2016/18131

Purpose

1. The purpose of this report is to seek the local board’s approval for temporary arrangements during the election period for:

· urgent decisions

· decisions made by staff under delegated authority from the local board that require consultation with portfolio holders under delegation protocols.

Executive summary

2. Between the last local board business meeting of the current electoral term, and the first business meeting of the new term, there may be decisions needed or routine business as usual to process that cannot wait until after the incoming local board’s first business meeting in the new electoral term.

3. Temporary arrangements are therefore needed for urgent decisions of the local board, and decisions made by staff under existing delegated authority.

4. Between the last business meeting and the declaration of election results (likely to be 13 October), current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the chair and deputy chair the power to make urgent decisions on behalf of the local board during this period.

5. Following the declaration of results, the current members are no longer in office. New members come into office the day after the declaration of results, but cannot act until they give their statutory declaration at the inaugural meeting. During this period, urgent decisions will be made by the chief executive under his existing delegated authority.

6. All local boards have made a general delegation to the Chief Executive. This delegation is subject to a requirement to comply with delegations protocols approved by the local board, which require, amongst other matters, staff to consult with portfolio holders on certain matters. The most common area requiring consultation is landowner consents relating to local parks.

7. After the election, there will be no local board portfolio holders to consult until new arrangements are made at the first business meeting in the new term. During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval.

8. As a temporary measure, approval is sought from the local board to allow officers to continue to process business as usual decisions that cannot wait until after the local board’s first business meeting. This is irrespective of the requirements of the current delegation protocols to consult with the nominated portfolio holder on landowner consents.

9. Appointments made by the local board to external bodies will cease on the date of the election. New appointments will need to be made by the local board in the new term.

Recommendation/s

That the Henderson-Massey Local Board:

a) utilise the board’s existing urgent decision-making process OR Delegate to the chair and deputy chair the power to make, on behalf of the local board, urgent decisions that may be needed between the final local board business meeting and the commencement of the term of office of new local board members.

b) note that from the commencement of the term of office of new local board members until the inaugural meeting of the incoming local board, urgent decision-making will be undertaken by the Chief Executive under existing delegations.

c) approve that staff, as a temporary measure, can make business as usual decisions under their existing delegated authority without requiring compliance with the requirement in the current delegation protocols to consult with the nominated portfolio holder, from 8 October 2016 until new arrangements are made at the first business meeting in the new term.

d) note that existing appointments by the local board to external bodies will cease at the election and new appointments will need to be made by the local board in the new term.

Comments

10. Current elected members remain in office until the new members’ term of office commences, which is the day after the declaration of election results^{^[1]} (likely to be 13 October 2016).

11. The new members cannot act as members of the local board until they have made their statutory declaration at the inaugural local board meeting^{^[2]}.

12. Following the last local board meeting of the current electoral term, there may be decisions needed or routine business as usual to process that cannot wait until after the incoming local board’s first business meeting in the new electoral term.

13. Temporary arrangements need to be made for:

· Urgent decisions

· Decisions made by staff under delegated authority from the local board that require consultation with portfolio holders.

Urgent decisions

14. Between the last business meeting and the declaration of results (likely to be 13 October), current members are still in office, and can make urgent decisions if delegated to do so. If the board does not have an existing urgent decision-making process already in place, it is recommended that the board delegate to the chair and deputy chair the power to make urgent decisions on behalf of the local board during this period.

15. Between the declaration of results and the inaugural meeting, the current members are no longer in office, the new members cannot act until they give their statutory declaration, and new chairs and deputies will not be in place. During this period, urgent decisions will be made by the chief executive under his existing delegated authority (which includes a financial cap).

Decisions made by staff under delegated authority

16. All local boards have made a delegation to the Chief Executive. The delegation is subject to a requirement to comply with delegation protocols approved by the local board. These delegation protocols require, amongst other things, staff to consult with nominated portfolio holders on certain issues.

17. The most common area requiring consultation is landowner consents relating to local parks. The portfolio holder can refer the matter to the local board for a decision.

18. Parks staff receive a large number of landowner consent requests each month that relate to local parks across Auckland. The majority of these need to be processed within 20 working days (or less), either in order to meet the applicant’s timeframes and provide good customer service, or to meet statutory timeframes associated with resource consents. Only a small number of landowner requests are referred by the portfolio holder to the local board for a decision.

19. Prior to the election, staff can continue to consult with portfolio holders as required by the delegation protocols. However, after the election, there will be no portfolio holders in place to consult with until new arrangements are made at the first business meeting of the local board in the new term.

20. During this time, staff will need to continue to process routine business as usual matters, including routine requests from third parties for landowner approval such as commercial operator permits, temporary access requests and affected party approvals.

21. As a temporary measure, it is recommended that the local board allow staff to process routine business as usual matters without consulting with the nominated portfolio holder, where these matters cannot wait until new arrangements are made in the term.

Appointment to external bodies

22. Appointments made by the local board to external bodies will cease at the election. New appointments will need to be made by the local board in the new term.

Consideration

Local board views and implications

23. This is a report to all local boards.

Māori impact statement

24. These arrangements do not have specific implications for Māori.

Implementation

25. This decision will allow routine matters to be processed during the election period.

ADD: Carol McKenzie-Rex – Relationship Manager

Attachments

There are no attachments for this report.

Signatories

Authors

Felicity Prance - Policy Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

01 September 2016

Local Board member attendance at the (ANZEA) Aotearoa New Zealand Evaluation Association Workshop 2016

File No.: CP2016/06982

Purpose

1. To seek retrospective approval for the Henderson-Massey Local Board Chairperson, Vanessa Neeson attendance at the (ANZEA) Aotearoa New Zealand Evaluation Association Workshop which was held in Auckland on 29^th July 2016 at the School of Population Health, Tamaki Campus, University of Auckland.

Executive Summary

2. The (ANZEA) Aotearoa New Zealand Evaluation Association Workshop is an introductory session and assumes no prior knowledge. It is aimed at those who have very little experience of impact measurement, and is relevant for all not-for-profit organisations looking for guidance, building a measurement framework to demonstrate the difference you are making and an Introduction for not-for-profit organisations.

Recommendation/s

That the Henderson-Massey Local Board:

a) provide retrospective endorsement of Chairperson Vanessa Neeson’s attendance at the (ANZEA) Aotearoa New Zealand Evaluation Association Workshop in July 2016 with a registration cost of $275.00.

b) agree that any related expenses for attending the (ANZEA) Aotearoa New Zealand Evaluation Association Workshop be provided for in line with the latest Auckland Council's Elected Members' Expense Policy 2014.

3. Registration is $275.00 per person

4. This report is requesting retrospective approval of the workshop costs as staff advised the chairperson of the workshop on 27 July 2016 which allowed insufficient time for a report requesting advance approval of the Chairman’s attendance to be presented at a prior local board business meeting.

5. Attendance at the workshop by the chairperson was recommended by staff as part of the board’s project to build community organisation capacity, particularly the more advanced skills that are required to raise significant funds. Two members of local board funded community organisations also attended with the chairman.

Implementation

6. Local Board Services has resources available to support board members learning and development through such activities as attendance to conferences/workshops which are related to their portfolios and responsibilities.

Attachments

No.	Title	Page
a View	Aotearoa New Zealand Evaluation Association Workshop	131

Signatories

Authors	Busola Martins - Local Board Democracy Advisor
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

01 September 2016

Chairperson's report

File No.: CP2016/18635

Purpose

1. To provide an opportunity to the Chairperson of Henderson-Massey Local Board to update the board on Snow in the park, her activities, projects and issues since 1 August.

Monday 1 August			Meeting to catch up on Henderson Lincoln BID establishment project
			Chair's catch-up

Tuesday 2 August			Arts Portfolio
			Pre-Dog Hearing - site visit (site visit will cover Harbourview-Orangihina walkway, all around to Te Atatu Peninsula to Henderson Creek (Moire Park))
			Henderson-Massey Local Board Workshop

Wednesday 3 August			Bluelight Annual Conference
			Henderson Lincoln Business Association Committee meeting
Thursday 4 August			Whenuapai Political Reference Group Mtg (update on consultation and next steps)
			Independent Hearings Panel recommendations: (Briefing session for local board members)
			Henderson-Massey Local Board Business Meeting
	Monday 8 August	Catherine Plaza Issues
		Clarification of developments for Te Rangi Hiroa
		Chair’s Catch-up
	Tuesday 9 August	Finance and Performance Committee
		Henderson-Massey Local Board Workshop
		Community Liaison Group - Causeway Upgrade Project
	Friday 12 August	Tat-Community Native Tree Nursery Recovery - Nursery Opening
		Events Funding 16/17
	Monday 15 August	Events Portfolio
		Catch-up with Irene Shepherd
		Catch-up with David Mather (Ranui - future development)
		Chairs catch-up
	Tuesday 16 August	Dog Access Review Hearing - Henderson-Massey
	Wednesday 17 August	Dog Bylaw Review Deliberations
		Te Atatu Business Association SUNA
	Thursday 18 August	Advisory Group Meeting - Ranui SST
		Discussion about venue hire fee at the Te Atatu Peninsula Community Centre
		HV Pony Club and RDA
		Henderson-Massey Local Board Business Meeting
		Tula'i Pasifika Youth Leadership Programme: Class of 2016 Graduation Ceremony
	Friday 19 August	Waitakere FV Taskforce - Special Hui
	Saturday 20 August	Snapshotwest - A showcasw of Youth Creativity
	Monday 22 August	Site visit - Family Action
		Chairs catch-up
	Tuesday 23 August	Parks Portfolio
		Community Places Portfolio
		Henderson-Massey Local Board Workshop
	Wednesday 24 August	Discussion regarding new community facilities maintenance contracts
		Te Atatu Business Association
		RBA contracts for WEST and West Means Business - discussions around Funding Agreements
		Lincoln Business Association
	Thursday 25 August	Citizens Advice Bureau Waitakere AGM
		Comedy Night (Ranui Primary School Fundraiser)
	Friday 26 August	Chairs forum agenda run through with Karen Lyons
		Chairs-only session
		Local Board Chairs Forum meeting SUNA
	Saturday 27 August	Site visit to Te Rangi Hiroa

Recommendation/s

That the Henderson-Massey Local Board:

a) Receives the Chairperson’s report.

Attachments

No.	Title	Page
a View	Snow in the park	137

Signatories

Authors	Busola Martins - Local Board Democracy Advisor
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

[1] Sections 115 and 116, Local Electoral Act 2001

[2] Clause 14, Schedule 7, Local Government Act 2002

Chairperson	Vanessa Neeson, JP
Deputy Chairperson	Shane Henderson
Members	Brenda Brady, JP
	Peter Chan, JP
	Warren Flaunty, QSM
	Will Flavell
	Tracy Kirkley
	Luke Wilson