Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

19 September 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

9 Public Forum 5

10 Extraordinary Business 5

11 Notices of Motion 6

12 Manukau Ward Councillors Update 7

13 Ōtara Papatoetoe Local Board members portfolio update 9

14 Colin Dale Park (motorsport precinct) implementation requirements. 13

15 Māori input into local board decision making 35

16 Release of business associations bulk funding 41

17 Te Puke o Tara Refurbishment Concept Plan 77

18 Papatoetoe Lions Club - request for financial assistance 81

19 The Otara-Papatoetoe local board to review the funds for the 2016, Fire Truck Convention and Papatoetoe Christmas Parade events. 85

20 Otara-Papatoetoe Local Grants and Quick Response Round One 2016/2017 93

21 Allocation of Funding for an Industry Pollution Prevention Programme - Wiri Industrial Area 103

22 Community Facilities Maintenance Contracts 2017 109

23 Temporary arrangements for urgent decisions and staff delegations during the election period 129

24 Regional Facilities Auckland - Fourth Quarter Report 2015-2016 133

25 Ōtara-Papatoetoe Local Board Plan – Achievements and Progress Update 153

26 Update - Community-led response to alcohol licensing 167

27 Community-led response to off-licence alcohol signage compliance upate 179

28 Ōtara-Papatoetoe Local Board Dog Access Hearing Panel 191

29 Ōtara-Papatoetoe Local Board Achievements Register 2013-2016 Electoral Term 205

30 For Information: Reports referred to Ōtara-Papatoetoe Local Board 209

31 Governance Forward Work Calendar 239

32 Ōtara-Papatoetoe Local Board Workshop Notes 243

33 Chairpersons Announcements 249

34 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday 15 August 2016, as a true and correct record.

b) confirm the ordinary minutes of the Dog Access Hearing Panel meeting, held on Wednesday 31 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

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Ōtara-Papatoetoe Local Board

19 September 2016

Ōtara Papatoetoe Local Board members portfolio update

File No.: CP2016/19742

Purpose

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

Executive Summary

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

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

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

· Provide clear steering of the relevant work programme

· Lift detailed discussion out of local board meetings and workshops

· Ensure key decisions go before the full local board

· Reduce or avoid delays in project delivery

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

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

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

· Maintain mutual trust

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

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

Recommendation/s

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

Attachments

There are no attachments for this report.

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers	Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Colin Dale Park (motorsport precinct) implementation requirements.

File No.: CP2016/19864

Purpose

1. To outline resource consent requirements for Colin Dale Park and seek approval of Terms of Reference for the Colin Dale Park Motorsport Management Committee, adopt the park operations management plan, and request $21,300 in 2016/2017 to complete landscape planning requirements.

2. To delegate landowner approval for the development of outdoor sports facilities on Colin Dale Park to the Manager Parks.

Executive summary

3. In 2003, Colin Dale Park was purchased to accommodate motorsport activities and community facilities. Resource consent was granted in December 2014 for the development of the site for motorsport.

4. Council has entered into agreements with five lessees and one licensee to develop buildings and outdoor sports facilities to enable motorsport activity.

5. Prior to any activity commencing on the park, Auckland Council, as consent holder, must fulfill the following requirements of the resource consent:

- establish a park management committee. The purpose of this group is to provide advice and to co-ordinate the operation and development of the park. Terms of reference have been prepared for board approval (Attachment 1). A stakeholder committee will also be formalised in early 2017 to provide a forum to engage with wider stakeholders and ensure integration between users of Colin Dale Park and the adjoining Puhinui Reserve.

- submit a park operations management plan to guide day to day activities and operation of the park (Attachment 2). The plan is presented for adoption by the board prior to submission to the regulatory authority.

- submit landscape plans, planting schedules and an ongoing monitoring and maintenance programme for plants. The cost of undertaking this work is $21,300 (excluding GST) and this report requests the local board consider funding this work from the 2016/2017 community response budget.

6. Eight permanent buildings are contemplated on the 2013 master plan for Colin Dale Park. Seven buildings require landowner approval and will be reported to the local board when they are ready. Coggan and Williams Ltd (jet sprint), was granted landowner approval for its building in July 2016.

7. The master plan also includes outdoor sports facilities such as race tracks. Other facilities including fences, gates and viewing platforms will be required to enable motorsport activity. All of these structures were contemplated as part of previous consultation processes. Therefore staff recommend landowner approval for the development of these structures be delegated to the Manager Parks.

Recommendations

That the Ōtara-Papatoetoe Local Board:

a) approve the Terms of Reference for the Colin Dale Park Motorsport Management Committee which will advise and co-ordinate the operation and development of the park.

b) adopt the Colin Dale Park Operations Management Plan which will be submitted to council’s regulatory authority for approval.

c) allocate $21,300 (excl GST) from the 2016/2017 community response budget to complete landscape plans and an ongoing monitoring and maintenance programme for planting.

d) confirm any further development on the park will be in accordance with the final landscape plans.

e) delegate landowner approval to the Manager Parks for outdoor sport facilities on Colin Dale Park as follows: pontoon, decks, picnic tables and other outdoor furniture, bike racks, fences and gates, concrete pads for wash down areas, finish poles/banner, footpaths, irrigation, pit areas, temporary toilets, temporary safety barriers, start gates, points hut, track boards, race track construction, starters box/safety stand, sheds less than 10m².

f) note permanent buildings included on the 2013 Colin Dale Park Master Plan will be reported to the local board at the time a lessee requests landowner approval.

Comments

8. In 2003, Manukau City Council purchased 57.6 ha at 87 Prices Road Puhinui for a park to accommodate motorsport activities and community facilities.

9. In December 2014, Auckland Council was granted resource consent to enable construction of a motorsport park.

10. Auckland Council has invested $5.49 million in 2015 and 2016 to complete earthworks, road access, car parking and stormwater treatment at Colin Dale Park.

11. Five lessees and one licensee will shortly occupy the motorsport park. They all intend to construct outdoor sports facilities such as race tracks and associated structures.

12. Prior to further development by lessees and the licensee or any activity commencing on the park, Auckland Council, as consent holder, is required to complete certain tasks and provide documents and plans in order to fulfil resource consent requirements. These include:

· establishing a management committee to oversee day to day park operations

· preparing a park operations management plan

· completing landscape plans and associated requirements such as planting schedules.

Lessees and Licensee

13. The lessees and licensee that will occupy the motorsport park are:

· Counties Manukau Off Road Racing Club Inc: agreement to Lease /Lease signed on 18 April 2016

· Kartsport Manukau Inc: the club is reviewing the draft Agreement to Lease /Lease

· Papakura City BMX Club Inc: the club is reviewing the draft Agreement to Lease /Lease

· Auckland Radio Control Car Club Inc: signed Agreement to Lease/Lease was returned in August 2016 and will be executed in September 2016

· Main Jet Events Ltd (motocross): lease signed on 4 April 2016

· Coggan and Williams Ltd (jet sprint): license signed on 24 May 2016.

14. Coggin and Williams Ltd (jet sprint) was granted landowner approval for its building under delegation in July 2016. This approval was made based on advice it was consistent with the intention of the 2013 master plan and to facilitate timely decision-making for the licensee to undertake its activity. The company expects to begin construction of the building in September 2016.

Park management committee and stakeholder committee

15. The resource consent requires that a park management committee be established and that there is wider stakeholder engagement as part of ongoing park management.

16. The Colin Dale Park Motorsport Management Committee has been established and meets once a month. Each lessee and the licensee have appointed a representative to be on the committee. The purpose of the management committee is to provide advice on park operations, co-ordinate activities and oversee the development of motorsport activity at Colin Dale Park.

17. Otara Papatoetoe Local Board resolved in November 2014 as follows:

f. request Local and Sports Parks report back on:

(i) the terms of reference and proposed membership of the Cooperative Park Management Committee, for approval by the Otara Papatoetoe Local Board prior to the occupation of Colin Dale Park by any motorsport lessee or licensee.

18. Terms of reference for the management committee have been prepared and are attached in Attachment 1. The committee’s responsibilities include:

· ensuring compliance with the Colin Dale Park Operations Management Plan

· ensuring compliance by all user groups with conditions of the resource consent, leases and licenses, hours of operation and the noise management plan

· preparing an annual events calendar and wider site co-ordination

· developing and implementing the Colin Dale Park Development Plan which will outline proposed development on the park.

19. A wider park stakeholder group met three times in 2015. In order to provide a forum for further engagement with wider stakeholders, it is intended that the stakeholder committee be formalised in early 2017. It will be known as the Colin Dale Park Motorsport Stakeholder Committee. This group will provide a forum to ensure there is integration between the users of the entire park and the adjoining Puhinui Reserve. Terms of reference will also be prepared for this group.

20. Together these two committees satisfy the condition of the resource consent which requires a group to be established to oversee operations and wider stakeholder involvement in council’s management of the park. Both groups are advisory with council retaining decision-making authority for the park.

Park Operations Management Plan

21. The resource consent requires that a park operations management plan be prepared and submitted to council’s regulatory authority for approval. The plan must specify information about how the park will be operated such as hours of operation, calendar of events, noise and traffic management.

22. Otara Papatoetoe Local Board resolved in November 2014 as follows:

f. request Local and Sports Parks report back on:

ii) the operational management plan for adoption by the Otara Papatoetoe Local Board prior to the use of Colin Dale Park by any motorsport lessee and licensee.

23. A park operations management plan has been prepared for the motorsport section of Colin Dale Park (Attachment 2). The plan will guide day to day operation of the park in accordance with resource consent conditions and council’s park management processes.

24. The plan was prepared with input from the Colin Dale Park Motorsport Management Committee, Parks Advisor and Monitoring Inspector.

25. In addition to the operational tasks specified in the resource consent, the plan includes sections on the events calendar, traffic management, noise management and landscape treatment. Development conditions are also included in order to provide the context for future park development and the associated operations and maintenance.

Landscape planning

26. Prior to construction of any buildings or permanent hard stand areas at the park, the resource consent requires a final landscape plan, planting schedules and monitoring and maintenance programme be submitted to the regulatory authority for approval.

27. Coggin and Williams Ltd (jet sprint) intends to commence building construction in September 2016. To satisfy the resource consent condition, the company engaged Bespoke Landscapes Ltd to prepare a landscape plan and planting requirements for the jet sprint site. This was completed in August 2016 and has been approved by the regulatory authority.

28. To address the landscape requirements of the resource consent, staff obtained a quote from Bespoke Landscapes Ltd for $21,300 (excluding GST), for the remaining five sites and common areas.

29. There is no operational budget available in 2016/2017 for expenses related to complying with the resource consent conditions. This report requests the local board consider funding this work from the 2016/2017 community response budget.

Landowner approval for park developments

30. Requests from customers for landowner approval vary in terms of their level of complexity from minor to complex. Staff have been looking at ways the customer experience could be improved for the lessees and the licensee that will be based at Colin Dale Park. Staff wish to ensure there are no unnecessary delays in obtaining landowner approval when lessees or the licensee develop their sites.

31. The local board has the authority to grant landowner approval for structures on the park. The current process for landowner approval which takes between two and four months regardless of the level of complexity, is as follows:

· application received and assessment undertaken by staff

· discussion and negotiation with applicant to obtain the best outcome

· workshop with the local board

· report to the local board for approval

· if the application is approved, staff provide terms and conditions to the applicant

· staff monitor implementation and ensure compliance with terms and conditions.

32. In November 2014 the local board delegated landowner approval to staff as follows:

g) delegate to the Manager of Local and Sports Parks (South), to provide land owner approval for the proposed lessees and licensee for works on the reserve, including: earthworks, lighting, stormwater and wastewater facilities, temporary structures, temporary storage facilities, viewing platforms and signage.

33. This resolution does not specifically include permanent buildings which were included on the 2013 master plan (Attachment 3). Following discussions with the local board, it was determined the local board wishes to review all permanent buildings illustrated on the 2013 master plan for the park. Coggan and Williams Ltd (jet sprint) was granted landowner approval for its building in July 2016. The remaining lessees are still in the process of developing plans for their buildings and these will be reported to the local board as they are ready.

Outdoor sports facilities and associated structures

34. The master plan also includes a range of outdoor sports facilities and associated structures which will also require landowner approval.

35. It is proposed the landowner approval for these structures is delegated to the Head of Parks. Most of these structures have been contemplated in the development of the master plan and the need for further consideration is low. Therefore delegating landowner approval will ensure these decisions are made quickly and will enable motorsport activity to progress without risk of delay.

36. Lessees and the licensee have waited several years to occupy the park and staff are mindful of the potential for delays due to workshop and reporting requirements. Should each individual outdoor sports facility and structure require a formal report to be presented to the local board, many reports will be required.

37. It is recommended that landowner approval be delegated to the Manager Parks for the following sports facilities and structures/items that will be required on the park: pontoon, decks, picnic tables and other outdoor furniture, bike racks, fences and gates, concrete pads for wash down areas, finish poles/banner, footpaths in leased/licensed areas, irrigation (with sprinklers), pit areas, temporary toilets, temporary safety barriers, start gate (BMX), points hut (BMX), track boards (motocross), race track construction, starters box/safety stand (off road racing), sheds less than 10m².

Consideration

Local board views and implications

38. A workshop was held with Otara Papatoetoe Local Board on 24 August 2016. The local board reviewed the terms of reference and draft operations management plan. No amendments were requested.

39. The local board discussed the permanent buildings as illustrated on the on the 2013 master plan. The board’s preference is that members would like the opportunity to consider each building on a case by case basis.

40. The local board discussed outdoor sports facilities such as race tracks, fences and gates. The board supported landowner approval for a variety of structures being delegated to the Manager Parks.

Māori impact statement

41. Te Ara Rangatu O Te Iwi O Ngati Te Ata Waiohua Inc signed an Agreement to Lease in October 2010 for 10.1 hectares of local purpose reserve on the western side of the park. This area adjoins the motorsport part of park. No facilities have been constructed on the local purpose reserve.

42. Resource consent conditions No. 24 to 26 specify the process that shall be followed should artefacts be discovered at the motorsport park during development. These conditions are included in the park operations management plan.

43. In addition to the Colin Dale Park Motorsport Management Committee, a wider stakeholder group will be formalised in early 2017. Wider stakeholders include Te Ara Rangatu O Te Iwi O Ngati Te Ata Waiohua Inc. Staff will facilitate stakeholder meetings to ensure there is integration between users of the entire park and the adjoining Puhinui Reserve and ensure the interests of Mana Whenua are addressed in the management and operation of the park.

Implementation

44. The Colin Dale Park Motorsport Management Committee will continue to meet once a month. Committee representatives will each sign the terms of reference, confirming their understanding of responsibilities and how the management committee will operate.

45. The park operations management plan will be used to guide the day to day park operations.

46. For buildings illustrated on the 2013 master plan, the local board will consider landowner approval at the time each lessee is planning a building.

47. It is proposed decision-making to grant landowner approval for a variety of structures and facilities including construction of race tracks, fences and gates is granted to the Manager Parks. This will facilitate timely development of the park and is consistent with the 2013 master plan.

48. Following completion of landscape plans and requirements such as planting schedules, the documentation will be submitted to council’s regulatory authority as required by the resource consent.

49. Staff are working with the lessees and the licensee on a park development plan to outline the further development of the park along with a funding and staging plan. Once this is finalised it will be reported to the local board.

50. Staff will also investigate any additional financial requirements for the operation, management and development of the park.

Attachments

No.	Title	Page
a ⇩	Attachment 1 -Terms of Reference for the Colin Dale Park Motorsport Management Committee	19
b ⇨	Attachment 2 - Colin Dale Park Operations Management Plan (Under Separate Cover)
c ⇩	Attachment 3 - Master Plan for Colin Dale Park (2013)	33

Signatories

Authors

Rose Ward - Sport and Recreation Advisor

Authorisers

Sharon Rimmer - Manager Sport and Recreation

Mace Ward - General Manager Parks, Sports and Recreation

Neil Taylor - Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Māori input into local board decision making

File No.: CP2016/18569

Purpose

1. This report seeks agreement to the recommendations from the Māori input into local board decision-making co-design group of mana whenua and local board representatives, as well as support for implementation.

Executive summary

2. Early in 2014 four Auckland Council southern local boards; Manurewa, Ōtara-Papatoetoe, Māngere-Ōtāhuhu and Papakura sought to engage with Māori to explore how they can best meet statutory obligations and to improve relationships with Māori.

3. Later in 2014, these local boards invited a working group consisting of mana whenua representatives and non-mana whenua Māori (mataawaka), to consider this matter and to report back to local boards.

4. The report to local boards recommended that mana whenua and local boards continue to work on this initiative together using a co-design approach to explore what it is they have in common, what is important to each about this and why, and how through real collaboration they might make positive outcomes for all Māori and non-Māori alike.

5. Subsequently, twelve hui were held over 2015 and 2016, between representatives of three local boards and mana whenua, concluding with eight recommendations for action which are outlined in paragraph 19.

- Mana whenua involved: Ngāti Te Ata, Te Ᾱkitai Waiohua, Te Rūnunga o Ngāti Whātua, Ngāti Paoa, Ngāti Tamaoho

- Local boards involved: Māngere-Ōtāhuhu , Manurewa and Ōtara-Papatoetoe

6. Details on the background, approach and progress of this project are outlined in Attachment A. The report at Attachment A has been prepared by the organisation contracted to provide coordination and facilitation of the co-design approach (Otara Health Charitable Trust).

7. This report seeks your consideration of and commitment to the recommendations from the Māori input into local board decision-making co-design group of mana whenua and local board representatives.

8. In addition, this report seeks consideration of a budget allocation to support implementation of the recommendations.

Recommendation/s

The Ōtara-Papatoetoe Local Board:

a) Support the Māori input into local board decision-making co-design recommendations presented by local board and mana whenua representatives to a hui of their respective organisations on 29^th August 2016 as follows:

i) Provide a representative mana whenua body for local boards to engage directly with at a local board governance level.

ii) Initiate Te Ao Māori 101 training for election candidates in the three local board areas.

iii) Involve mana whenua in the design and delivery of Te Ao Maori 101 training for local board members.

iv) Mana whenua to design and develop a toolbox resource, delivered by them, to support Te Ao Māori 101 training, and to serve also as a practical resource for local board members throughout their electoral term of office.

v) Invite and encourage mana whenua attendance and participation in local board workshops.

vi) Include Māori (mana whenua) seat(s) in the composition of local boards, in order to encourage more Māori to vote and participate in the election process.

vii) Convene a formal face to face hui between local board members and mana whenua at marae in their areas, at the start of each new electoral term - to set and agree expectations, identify common ground and opportunities for ongoing collaborative support and partnership.

viii) Invite and encourage local board member attendance and participation in mana whenua hui, to enable genuine collaboration and partnership on matters of common interest.

b) Agree to continue work with other local boards and mana whenua to progress these co-design recommendations.

c) Allocate $4,000 for the 2016/2017 financial year to implement the Māori input into local board decision-making project co-design recommendations from the XXXXXX budget.

d) Request a progress report in March 2017 on the Māori input into local board decision-making project.

Comments

Statutory mandate

9. This project was established to respond to the following obligations through the Local Government Act 2002. The act requires all councils to:

· Ensure processes are in place for consulting with Māori

· Consider ways to foster Māori contributions to local government decision-making processes

· Provide relevant information to Māori.

10. Taken as a whole, they are an obligation to consider what steps the council can reasonably take to encourage and assist Māori to participate in local affairs. These provisions do not confer special rights and privileges on Māori that are not accorded to other tauiwi (other members of the public).

Background

11. Early in 2014 four Auckland Council southern local boards; Manurewa, Ōtara-Papatoetoe, Māngere-Ōtāhuhu and Papakura sought to engage with Māori to explore how they can best meet statutory obligations and to improve relationships with Māori.

12. Later that same year (2014) local boards invited a working group consisting of mana whenua representatives and non-mana whenua Māori (mataawaka), to work on the matter of how to ‘improve Māori input into local board decision making'.

13. The mana whenua and mataawaka working group produced a submission to local boards requesting that together:

- mana whenua and local boards work on this initiative.

- prior to commencing a project aimed at 'improving Māori input into local board decision making', they first identify the purpose and tangible benefits for Māori and the wider constituency as a reason for doing undertaking this work.

- they explore what it is they have in common, what is important to each about this and why, and how through real collaboration they might make positive outcomes for all Māori and non-Māori alike.

14. Subsequently, twelve hui were held over 2015 and 2016, between representatives of three local boards and mana whenua, concluding with eight recommendations for action.

- Mana Whenua involved: Ngāti Te Ata, Te Ᾱkitai Waiohua, Te Rūnunga o Ngāti Whātua, Ngāti Paoa, Ngāti Tamaoho.

- Local boards involved: Māngere-Ōtāhuhu, Manurewa and Ōtara-Papatoetoe.

15. The working group expressed the following statement to guide their discussions:

“As leaders within our respective rohe how will we enshrine Māori aspirations that drive local board decisions, whilst maintaining trust and respect for each other?" (Mana Whenua and Local Board Representatives Working Group).

16. Details on the background, approach and progress of this project are outlined in Attachment A, which has been prepared by Ōtara Health Charitable Trust, the organisation contracted to provide coordination and facilitation of the co-design approach.

Staff support

17. Staff from Local Board Services and Te Waka Angamua are supporting the project, with monitoring by the Independent Māori Statutory Board.

Consideration

Local board views and implications

18. The Ōtara-Papatoetoe Local Board representative on the Māori input into local board decision-making co-design group of mana whenua and local board members is Mary Gush. As a participant in this process; Mary Gush has expressed positive support for the project and project outcomes.

19. The co-design group of mana whenua and local board membersare seeking to have a positive influence on the following outcomes through this project:

· More Māori voting

· More Māori on boards

· More volunteers - more Māori engaged and helping

· More enrolled Māori voters

· More Māori standing for the local board

· Better information from Māori into local board impact statements

· Meeting with mana whenua more regularly face to face

· Relationship agreements

· Māori attending local board workshops

Māori impact statement

20. The impact for Māori was considered by the co-design group of mana whenua and local board members and measures were identified that can be tracked over time. The following measures were suggested in the report:

· % mana whenua fora held where local boards are formally represented

· % local board workshops held where mana whenua are formally represented

· % mana whenua members surveyed who feel they are able to influence local board decision making

· % mana whenua members surveyed who are participating in governance activities of any type, in any way, and anywhere

· % of mana whenua representatives surveyed who are satisfied with their engagement with local boards or local board members

· % of local board members surveyed who are satisfied with their engagement with mana whenua representatives

· % mana whenua members surveyed who say they know who the local board members are in their area

· % of mana whenua members surveyed who say they vote in central and local government elections

· % proposals submitted to local boards that carry a Māori impact statement endorsed and agreed by (affected) mana whenua representatives

Implementation

21. The co-design recommendations are to be presented by the local board and mana whenua representatives to a joint hui of their respective organisations on 29^th August, seeking consideration, input and agreement to continue to work together to:

- Provide a representative mana whenua body for local boards to engage directly with at a local board governance level

- Initiate Te Ao Māori 101 training for election candidates in the three local board areas

- Involve mana whenua in the design and delivery of Te Ao Maori 101 training for local board members

- Mana whenua to design and develop a toolbox resource, delivered by them, to support Te Ao Māori 101 training, and to serve also as a practical resource for local board members throughout their electoral term of office

- Invite and encourage mana whenua attendance and participation in local board workshops

- Invite and encourage local board member attendance and participation in mana whenua hui, to enable genuine collaboration and partnership on matters of common interest

- Include Māori (mana whenua) seat(s) in the composition of local boards, in order to encourage more Māori to vote and participate in the election process

- Convene a formal face to face hui between local board members and mana whenua at marae in their areas, at the start of each new electoral term - to set and agree expectations, identify common ground and opportunities for ongoing collaborative support and partnership

22. The next steps proposed by the co-design group of mana whenua and local board members are:

- Invite local board members (from participating local boards), mataawaka (from original focus group) and all mana whenua entities to a feedback presentation on the recommendations – 29 August 2016

- Seek a mandate from local boards (participating) and all mana whenua entities to implement the recommendation. (To be discussed at local board workshops and local board business meetings September 2016.)

- Secure a budget sufficient to form a project delivery team to plan and commence executing the recommendations, and establish the team with project management support

- Local boards (participating) and all mana whenua outline their commitment toward supporting implementing the recommendations. (This is envisaged through formal decision-making and confirmation in writing.)

- Nominate mana whenua members and local board members to serve as an initial project reference group to oversee the implementation and achievement of the recommendations

23. A financial allocation of $4,000 for the 2016/17 financial year is sought from the local board to progress implementation of the recommendations. It is proposed to seek external support for project management and on-going facilitation of local board and mana whenua representatives who will form a project reference group.

Attachments

No.	Title	Page
a ⇨	Improving Maori Input to Local Board Decision Making (Under Separate Cover)

Signatories

Authors

Roger Jolley - Kaiwhakatere Principal

Carol McKenzie-Rex - Relationship Manager

Rex Hewitt - Relationship Manager

Authorisers

Sarah Howard - Manager Effectiveness for Maori

Karen Lyons - Manager Local Board Services

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Release of business associations bulk funding

File No.: CP2016/20390

Purpose

1. To consider the release of bulk funding for 2016/17 to business associations.

Executive summary

2. On 18 July 2016 the board approved the Business Improvement District Programme draft work programme for 2016/17 (OP/2016/126).

3. The work programme included bulk funding grants totalling $360,000 to the Hunters Corner, Papatoetoe Mainstreet, and Otara business associations, for crime prevention, safety and economic development initiatives, with this condition:

"Funds will be released only after business associations provide accountability reports required under their 2015/16 funding agreements, and the board accepts the reports as satisfactory"

4. Council staff worked with the business associations to produce their accountability reports for 2015/16. Of the reports submitted, Hunters Corner (Attachment A) and Ōtara (Attachment B) reports were considered by staff to have reached an adequate standard for the board to consider. The Papatoetoe Mainstreet report is still a work in progress and missed the deadline for this agenda. It can be considered at a future board meeting.

5. The required content of the reports was set out in funding agreements signed by each of the associations in 2015 (relevant portion in Attachment C.) Neither of the reports exactly follows the prescribed content.

6. The board now needs to determine whether it will accept the reports as satisfactory, and if so, whether to release the funding for 2016/17.

7. The bulk funding grants were given by the board to the associations for “crime prevention, safety and economic development initiatives.” With this in mind the board needs to consider whether the reports provide sufficient accountability. The board should consider if there is a clear enough picture given of how the money was spent, and the outcomes achieved.

8. Comments have been received from the Operations Manager, Community Empowerment Unit (Attachment D.) He made these comments before the Hunters Corner Summary report (first three pages of Attachment A) were received. The Hunters Corner Summary contains success stories and supplies details of the Ambassadors programme, responding to the comments made by the Operations Manager on those points.

9. The staff view is that the reports contain sufficient content for the board to consider them satisfactory.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Accept the bulk funding accountability reports for 2015/16 from Hunters Corner Business Association, and Ōtara Business Association as satisfactory.

b) Request staff to release bulk funding grants for 2016/17 to Hunters Corner Business Association and Ōtara Business Association.

Attachments

No.	Title	Page
a ⇩	Hunters Corner report	43
b ⇩	Otara Business Association Report	57
c ⇩	Funding Agreement Reporting Requirements.	71
d ⇩	Memo from Operations Manager CEU on Funding Reports	73

Signatories

Author

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Te Puke o Tara Refurbishment Concept Plan

File No.: CP2016/18443

Purpose

1. To seek endorsement of the concept plan presented at the Ōtara -Papatoetoe Local Board Workshop on 2 August 2016 in order for the project team to progress into the following stages of developed design and detailed design.

2. To provide information on proposed project timelines.

Executive summary

3. Designers of the Te Puke o Tara refurbishment work have been engaged to progress from the previously approved feasibility study through concept, developed, and detailed design phases. The concept plan was presented to the board at a workshop on 2 August 2016. At the workshop the Board indicated their support for the scope and concept work undertaken and requested.

4. It is recommended that the local board endorse the concept plan, as presented, and to progress to subsequent stages of design based on the proposed timeline.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Endorse the concept plan for the refurbishment of Te Puke o Tara (attached).

Comments

5. The Ōtara-Papatoetoe Local Board funded a refurbishment study of Te Puke o Tara Community Centre in 2013. This involved a community consultation process and identified refurbishment options and the costs involved. At a meeting in October 2014 the local board confirmed its preference for a high level of upgrade as this would address all the expectations and issues raised through the community consultation. At a workshop on 2 August 2016 the board indicated their support for the scope and concept work undertaken.

6.       The budget of $1,627,863 in 2016/17, from the long term plan, will go towards the refurbishment of the facility that was guided by an earlier feasibility study. As outlined in the study the refurbishment will include:
i.      The configuration of spaces within the community centre which will make it more accessible and functional
ii.     The kitchen will be made fit for purpose with the obsolete chiller removed
iii.    The amenities will be refreshed and brought up to code where required and a new disabled toilet will be added
iv.    The thermal comfort of the main hall and the other multi-purpose rooms will be addressed.

7. The project is tracking as follows:

· October 2016 Developed design completion

· November 2016 Update to board

· Early February 2017 Detailed design completion

· February/March 2017 Tender

· April/May 2017 Award construction contract

Consideration

Local board views and implications

8. The proposed concept plan takes into consideration input from Member M Gush, subsequent to consultation held 20^th July 2016. The board indicated their support for the concept design at the workshop held on 2 August 2016.

Māori impact statement

9. The current concept plan recognises the need for a stronger Te Puke o Tara presence within the shared entrance (with Leisure) to emphasise Maori and Pasifika cultural identity. The project team will engage with local designers to progress ideas that will capture this within the final design.

Implementation

10. Developed and detailed design will follow the schedule outlined in point 7:

· October 2016 Developed design completion

· November 2016 Update to board

· Early February 2017 Detailed design completion

· February/March 2017 Tender

· April/May 2017 Award construction contract

11. Project updates will be provided to the board on a regular basis.

Attachments

No.	Title	Page
a ⇩	Te Puke o Tara Concept Plan	79

Signatories

Authors

Hannah Alleyne - Senior Programme Planner

Authorisers

Rod Sheridan - General Manager Community Facilities

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Papatoetoe Lions Club - request for financial assistance

File No.: CP2016/19437

Purpose

1. To approve a full subsidy of the hire fees relating to Papatoetoe Lions Club use of Acacia Court Hall, Papatoetoe.

Executive summary

2. The Papatoetoe Lions Club (the Club) has asked the Ōtara-Papatoetoe Local Board to waive the hire fees for its fortnightly meeting in the Acacia Court Hall. It has been experiencing static finances and membership, and is looking at ways to reduce operational costs. In recent years they have paid $75.60 each month for the use of the facility.

3. The Club was the original owner of the hall, gifting it to Council in 2003. It continues to undertake activities that contribute to local board outcomes, such as organising scholarships for young people, providing transport and voluntary drivers to various community groups at different occasions and hosting events like the Safety Day in Papatoetoe.

4. The Club currently benefits from the maximum level of hire fee subsidy available within the Hire Fee Framework (a discount of 50% from the standard rate). Local boards have the discretion to provide further subsidies on top of this, provided Locally Driven Initiative (LDI) funding is used to underwrite the foregone revenue.

5. Staff have workshopped this request with local board members and there is informal support to fully subsidise the fee to the Club, noting its association with the building and its long standing and ongoing service to the local community and contribution to local board outcomes.

6. Given the indicated support, it is recommended that the board approve a further subsidy to the Club, to fully underwrite its annual costs of hiring the facility, based on the current patterns of use.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve Locally Driven Initiative funding of $908.00 to underwrite the full costs of the Papatoetoe Lions Club hiring the Acacia Court Hall during 2016/17.

Comments

The policy context

7. In 2014, council adopted the Hire Fee Framework, an operational policy which guides fee setting across the network of council operated community centres and venues for hire.

8. Fees are informed by the performance of three factors which customers told us they value highly;

· the condition of the facility,

· the level of amenity provided, and

· the presence of staff on site.

The framework also includes financial incentives aimed at enabling community outcomes, making more use of off-peak capacity and encouraging regular use of the facilities.

9. Council funds the provision of venues like Acacia Court Hall partly through user fees and partly through the general rate. This means there is an inherent subsidy within the fee users pay. The maximum subsidy contemplated within the Hire Fee Framework goes to those users who are strongly aligned to local priorities. These groups qualify for a 50 per cent discount from the standard rate.

10. Local boards have the discretion to provide further subsidies, beyond the 50 per cent discount, provided that they are underwritten using local board discretionary funding.

Request for assistance

11. The Club has asked the board to waive the hire fees for their fortnightly meetings in the Acacia Court Hall. The club has been experiencing static finances and membership, and is looking at ways to reduce their operational costs.

Current arrangements with Papatoetoe Lions Club

12. The Club undertakes a range of community activities that contribute to public good such as organising scholarships for young people, providing transport and voluntary drivers to various community groups at different occasions and hosting events like the Safety Day in Papatoetoe.

13. The Club originally raised funds and built the Acacia Court Hall. In 2003, it gifted the facility to the then Manukau City Council because it could not manage to fund ongoing and major maintenance requirements.

14. In 2012 the Acacia Court Hall was included into the venues for hire portfolio, and the Papatoetoe Lions Club became an ordinary hirer and currently pays a fee averaging $75.60 for their fortnightly meetings. This fee includes a 50% priority activity discount in recognition of contributions to local board community outcomes.

15. The Club has a schedule of bookings, and the attendance at the fortnightly meetings number about 25 members. It is one of the regular users of the facility with an exemplary record of compliance with all hire terms and conditions.

Discussion of request for full subsidy

16. The Club’s use of the Acacia Hall is typical of many community organisations across Auckland. The fee it currently pays has been properly assessed and is consistent with the Hire Fee Framework.

17. The local board has the discretionary to provide further financial assistance to the group. In considering whether to do so it should consider the circumstances of the group and the purpose of any additional support. This will help uphold the principles of fairness and transparency and enable other fee paying users to understand the rationale for any additional benefit.

18. Staff have previously indicated that the Club be considered as a programme partner. Having reviewed the nature of the Clubs activities, staff now advise that the request for further financial support be considered from the perspective of a facility hirer, not a programme partner. (OP/2016/55 refers.)

19. Staff have workshopped this request with local board members and there is informal support to fully subsidise the fee to the Club, noting its association with the building and its long standing and ongoing service to the local community.

20. Staff believe the existing subsidy provided to the group is appropriate and has been applied in accordance with the guidelines. It is recognised that the local board may wish to use its discretionary to provide additional financial support. There is a risk that in doing so a precedent may be established for this and other Clubs. Not providing the further assistance will most likely lead to a reduction in activities coordinated by the Club.

21. Should the Local Board choose to provide further support, staff recommend it be funded using Locally Driven Initiative (LDI) funding. An alternative would be to provide an annual grant to the Club. Providing a grant is feasible but requires more effort and expense to process and could need adjustment if the Club varies from the normal pattern of use.

Consideration

Local board views and implications

22. The Club’s activities align with the local board’s outcome ‘our communities work together to improve community safety and neighbourhood amenity’.

Māori impact statement

23. Providing further financial assistance to the Club will not have a direct impact on local Māori groups or iwi.

24. The Club provides a range of activities that are beneficial to the community. None of the programmes or projects are developed specifically for Māori.

Attachments

There are no attachments for this report.

Signatories

Authors

Kevin Marriott - Manager Community Facilities

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

The Otara-Papatoetoe local board to review the funds for the 2016, Fire Truck Convention and Papatoetoe Christmas Parade events.

File No.: CP2016/19949

Purpose

1. The purpose of this report is to provide further information for the local board to consider revoking and the reallocation of funds for the 2016, Fire Truck Convention and Papatoetoe Christmas Parade.

Executive summary

2. On 18 July 2016, Ōtara-Papatoetoe Local Board approved the Arts Community and Events (ACE) work programme for 2016/17 (OP/2016/124 and OP/2016/125).

3. The table below shows the events by line:

Event	Budget	Line item 2016/17
Otara Christmas Parade	$20,000	$20,000
Papatoetoe Christmas Parade	$24,000	$24,000
Papatoetoe Garden Competition	$ 2,500	$ 2,500
White Ribbon Event	$ 2,100	$ 2,100
Papatoetoe Diwali Event	$15,000	$15,000
Counties Manukau Sporting Excellent Awards	$ 3,000	$ 3,000
Fire Truck Convention	$ 3,200	$ 3,200
Movies in Parks (Auckland Council Events Delivery) up to$12,000	$12,000	$12,000
Empowered Workshop x2 (Strategic Broker) up to $5,000	$5,000	$5,000
Total Event Line items	$86,800	$86,800

4. The work programme gave the following providers:

“Fire Truck Convention (Papatoetoe Central Mainstreet Society Inc) $3,200”

“Papatoetoe Christmas Parade (TBC if Papatoetoe Santa Parade Inc. Soc) $24,000”

5. New information has now been provided regarding these two events, attachments A and B by the Team Leader Event Facilitation – South, and the board may wish to reconsider funding these events.

6. It should be noted, that board members who could have any perceived conflict in relation to these matters, through their connections to Papatoetoe Central Mainstreet Society, or Hunters Corner Business Association, or otherwise, should declare their interests and take no part in the discussion or voting on this item.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Note the information provided regarding the Fire Truck Convention and the Papatoetoe Christmas Parade.

b) Revoke the $3,200 funding allocated to the Fire Truck Convention, from the Arts, Culture and Events work programme (OP/2016/124), and to reallocate this amount to the board’s Local Grants programme 2016/2017.

c) Revoke the $24,000 funding allocated to the Papatoetoe Christmas Parade, from the Arts, Culture and Events work programme (OP/2016/124), and to reallocate this amount to the board’s Local Grants programme 2016/2017.

Comments

Fire Truck Convention

7. Attachment A to this report seeks to clarify the situation regarding the Fire Truck Convention and to provide options for the board to consider for the $3,200 currently allocated to the Papatoetoe Central Mainstreet Town Centre Inc.

Papatoetoe Santa Parade

8. The event organiser from the previous year is no longer be able to deliver this event. As a result, the event currently has no event organiser.

9. Attachment B to this report seeks to clarify the situation regarding the Papatoetoe Santa Parade and to provide options for the board to consider for the $24,000 currently allocated for the event delivery.

Attachments

No.	Title	Page
a ⇩	Fire Truck Convention	89
b ⇩	Papatoetoe Santa Parade	91

Signatories

Authors

Chade Julie - Team Leader Event Facilitation – South

Daniel Poe - Local Board Advisor

Authorisers

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Otara-Papatoetoe Local Grants and Quick Response Round One 2016/2017

File No.: CP2016/19175

Purpose

1. To present to the Ōtara-Papatoetoe Local Board, applications received for the 2016/2017 Local Grants and Quick Response round one. The local board is required to fund, part-fund or decline these applications

Executive summary

2. The Ōtara-Papatoetoe Local Board has a total community grants budge of $190,000 for the 2016/2017 financial year.

3. Twenty applications were received for Local Grants Round One, see Attachment B, with 10 multiboard applications requesting a total request of $401,692.74, see Attachment C. Seven applications were received for the Quick Response Round One, requesting a total of $11,594, see Attachment D.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve, grant or decline the applications listed in Table One.

Table One: Ōtara-Papatoetoe Local Grants round one applications

Application Number	Applicant	Project	Amount Requested
LG1713-127	Crosspower Ministries Trust	Towards a second-hand public address system, van, two covered trailers and building refurbishment (plumbing, paint, mirrors) for the “Soar and Hood Beats Dance” programmes at 28 Lovegrove Crescent.	$43,972.74
LG1713-116	Accelerating Aotearoa Inc.	Towards costs (programme administration; design, activation, delivery; venue, staging; catering; office outgoings and rent) for a series of hands-on digital and youth workshops at Otara Town Centre and Lovegrove Crescent between October 2016 and April 2017.	$70,000
LG1713-122	Accelerating Aotearoa Inc.	Towards operational costs (administration, catering, design and development, marketing and promotion and delivery) for an “Access2Employment” (A2E) programme to be held at Otara Town Centre Library between October 2016 and September 2017.	$23,000
LG1713-126	Auckland Kids Achievement Trust (operating as Graeme Dingle Foundation)	Towards salaries of two Kiwi Can leaders at Papatoetoe West School from October 2016 to September 2017.	$10,000
LG1713-114	Auckland Regional Migrant Services Trust	Towards staffing and programme costs associated with running the Safari Multicultural Playgroup at 311 Great South Road, Papatoetoe	$27,289
LG1713-123	Resolute Focus Ltd	Towards costs for data analytics, server and back-end development of an application for grant processing.	$5,000
LG1713-124	Otara Business Association Inc.	Towards a salary for a crime prevention officer to work in the Otara and Old Papatoetoe business districts from November 2016 to October 2017.	$31,750
LG1713-129	Otara Network Action Committee Charitable Trust	Towards venue hire, catering, entertainment, gifts, security, cleaning, Master of Ceremonies (MC) and administration for the 2016 annual senior citizens Christmas dinner on 8 December 2016.	$6,500
LG1713-125	Papatoetoe Centre Main Street Society Inc.	Towards catering, entertainment and gifts for the annual Christmas dinner for 120-150 senior citizens' at Papatoetoe on 25 November 2016.	$6,000
LG1713-121	Papatoetoe Senior Citizens Club Inc.	Towards annual hire of Papatoetoe Town Hall for weekly meetings from October 2016 to September 2017	$3,730
LG1713-117	Royal New Zealand Foundation of the Blind	Towards the salary of a recreation and community advisor to work in Otara and Papatoetoe from December 2016 to July 2017.	$6,720
LG1713-102	Sistema Aotearoa Trust	Towards Otara Music Arts Centre and Te Puke O Tara venue hire costs for 2017.	$37,926
LG1713-104	The TYLA Trust	Towards costs (materials, equipment hire, plants) to establish a community garden at Fulton Crescent, Otara.	$8,200
LG1713-105	Hindu Heritage Research Foundation (NZ)	Towards printing, venue hire, performers and food for the Papatoetoe Deepavali Festival of Lights event on 14 October 2016 at Papatoetoe Town Hall.	$9,676
LG1713-111	Hindu Heritage Research Foundation (NZ)	Towards the costs (public address system, video, stage hire, toilet hire, printing, food, face painting and vouchers) for the Papatoetoe Family Fun Day at the Alan Brewster Recreation Centre on 19 November 2106.	$8,747
LG1713-113	Karl Tusini-Rex (under Hindu Heritage Research Foundation)	Towards entertainment, sound, barbecue, prizes, t-shirts, volunteer catering and bouncy castle hire for a Christmas event at Fergusson Oakes Reserve on 3 December 2016.	$8,000
LG1713-118	Otara Business Association Inc.	Towards the cost (performers, prizes, public address system hire, printing, advertising) for a Christmas event in Otara Town Centre from 14-24 December 2016.	$5,000
LG1713-119	Otara Business Association Inc.	Towards local music artist, music system hire, prizes and giveaways for a concert at Otara Town Centre to celebrate May 2017 New Zealand Music Month.	$3,500
LG1713-120	Otara Business Association	Towards an Easter event in Otara Town Centre in April 2017.	$3,500
LG1713-130	Crosspower Ministries Trust	Towards a portable boxing ring.	$13,960
		Total amount requested	$332,470.74

b) approve, grant or decline the applications listed in Table Two.

Table Two: Ōtara-Papatoetoe Local Grants round one multiboard applications

Application Number	Applicant	Project	Amount Requested
LG1703-105	Life Education Trust South Eastern Auckland (trading as Life Education Counties Manukau)	Towards the cost to deliver the Life Education programme to 10,000 children and youth in Franklin, Mangere-Otahuhu, Manurewa, Otara-Papatoetoe and Papakura between October and December 2016.	$10,000
LG1703-131	Elvis in the Gardens (umbrella group New Zealand Women Ltd)	Towards the cost of the Elvis in the Gardens event at the Manurewa Botanic Gardens on 26 February 2016.	$2,000
LG1714-109	Manukau Indian Association Inc.	Towards hall hire, equipment hire, light and sound, stage, artist fees, advertisement and printing for the 2016 Diwali, Garbha multi-cultural day to be held at the Vodafone Events Centre, Manukau on 29 October 2016.	$25,000
LG1707-102	Pakuranga Counselling Centre	Towards the cost to provide community workshops and counselling services between October 2016 - 30 June 2017	$1,000
LG1707-116	Manukau Beautification Charitable Trust	Towards costs for the” Eye on Nature” event	$10,000
LG1710-111	Zeal Education Trust	Towards hire costs (stage, audio equipment, staff, driver, artists, equipment) for a series of lunchtime concerts at local secondary schools during terms one and two 2017.	$8,322
LG1710-116	Hindu Heritage Research Foundation(NZ)	Towards hall decorations and food for the Deepavali Festival of Lights event at Papatoetoe Town Hall on 14 October 2016.	$8,000
LG1711-116	OKE Charity	Towards the event delivery cost of the fundraiser “2016 Hubbards Head2Head Walk” for event insurance, promotion, event and traffic management.	$2,500
LG1708-111	The Korean Society of Auckland	Towards hall hire and volunteer costs for the “2017 Korean Day” to be held at the North Shore Events Centre on 1 April 2017	$400
LG1701-115	OUTLine New Zealand Inc.	Towards the costs to train volunteers for the specialist lesbian, gay, bisexual, transgender, intersex and queer helpline between October 2016 - 30 September 2017	$2,000
		Total requested	$69,222

c) approve, grant or decline the applications listed in Table Three.

Table Three: Ōtara-Papatoetoe Quick response round one applications

Application Number	Applicant	Project	Amount Requested
QR1713-108	Auckland Young Women's Christian Association (YWCA) Inc.	Towards facilitator fees, project management and administration for two 'Safe for Life' workshops to be delivered for up to 60 women aged between 15 to 30 years in Otara and Papatoetoe between October 2016 and September 2017.	$1,600
QR1713-103	Inner Wheel Club of Howick	Towards wool, materials, toiletries and fleece blankets for making into baby clothes, dolls' 'cots' and bedding, filling of toilet, hygiene kits for mothers and children in Kidz First Middlemore Hospital during 2017.	$1,000
QR1713-111	Otara Business Association Inc.	Towards catering and entertainment for the community safety network lunch party, for up to 75 attendees, to be held at Te Puke Otara on 28 October 2016.	$2,000
QR1713-109	Power Up	Towards a portable sound system for use at weekly physical education classes and talent quests held at Te Tupu Youth Library and Tui Room, Otara.	$1,994
QR1713-112	Papatoetoe Central Main Street Society Inc.	Towards gifts, performers, MC, stage and sound hire for an event to be held at Papatoetoe Town Centre on 22 October 2016.	$2,000
QR1713-101	Willies Boxing Fitness Otara	Towards equipment (boxing gloves, medicine ball, focus pads, skipping ropes) for the boxing gym at Te Puke Otara Community Hall.	$1,000
QR1713-106	World Council of Sikh Affairs	Towards venue hire, refreshments for the religious diversity programme across the Auckland region between 03 September- 31 December 2016	$2,000
		Total requested	$11,594

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 Ōtara-Papatoetoe Local Board will operate two Local Grants rounds and four Quick Response rounds for the year. The Local Grants and Quick Response round closed 5 August 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 Ōtara -Papatoetoe Local Board set a total community grants budget of $190,000. It is recommended that the local board consider allocating up to 40 per cent of their budget for these grant rounds.

9. Twenty applications were received for Local Grants Round One, see Attachment B, with 10 multiboard applications requesting a total request of $401,692.74, see Attachment C. Seven applications were received for the Quick Response Round One, requesting a total of $11,594, 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 Ōtara-Papatoetoe Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

11. All the applications were considered by the board at a workshop held on 6 September 2016.

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

Māori impact statement

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

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

15. Two local grant applicant organisations have identified themselves as Maori. Seven applicants have indicated their project will target 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 Ōtara-Papatoetoe Local Board allocating funding for local grants round one, and quick response round one, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇩	Otara-Papatoetoe Local Board 2015/2016 Grant Programme	99
b ⇨	Otara-Papatoetoe Local Grants Round One application summaries (Under Separate Cover)
c ⇨	Otara-Papatoetoe Local Grants Round One multiboard 2016/2017 application summaries (Under Separate Cover)
d ⇨	Otara-Papatoetoe Quick Response Round One 2016/2017 application summaries (Under Separate Cover)

Signatories

Authors

Fua Winterstein - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Allocation of Funding for an Industry Pollution Prevention Programme - Wiri Industrial Area

File No.: CP2016/19480

Purpose

1. To allocate $20,000 to an Industry Pollution Prevention Programme project in the Wiri industrial area as part of the board’s 2016/2017 local environment work programme.

Executive summary

2. The Ōtara-Papatoetoe Local Board has identified an aspiration in their Local Board Plan 2014-2017 to achieve ‘healthy harbours and waterways’ in their board area.

3. To give effect to this aspiration the local board committed $111,000 to local environment projects in their locally driven initiatives (LDI) budget for 2016/2017 at their meeting held on 18 July 2016 (Resolution No. OP/2016/128).

4. At this meeting the board also considered funding an Industrial Pollution Prevention Programme project (IPPP) focused on the Wiri catchment. However, before making a decision, the board requested staff to provide a further report with additional information regarding the benefits of delivering IPPP in the local board area (Resolution No. OP/2016/128). This report fulfils that requirement. A workshop to discuss the project was also held with the board on 27 July 2016.

5. IPPP is an initiative in which an expert visits industry and business sites to inform them of impacts that their activities may be having on local waterways. Businesses are encouraged to make improvements to their practises where any potential water pollution issues are identified. The IPPP approach is proactive and non-regulatory and well suited to industrial areas close to waterways, such as the Wiri industrial area.

6. As part of this project, it is proposed that an expert will visit between 120-160 businesses in the board area in 2016/2017. A map of the area that will be targeted by the IPPP project is included in Attachment A. The timeframe proposed for the project is five months, from October 2016 to February 2017.

7. This project will complement work funded by the Manurewa Local Board in 2014/2015 and 2015/2016. Over these two years the Manurewa Local Board funded a total of $31,000 of works which resulted in visits to 250 sites in the Wiri catchment, with 152 recommendations for improved practise being given to businesses.

8. The Manurewa Local Board has approved a further $20,000 towards IPPP projects in the Wiri industry area in 2016/2017. Delivering this IPPP project in the Ōtara-Papatoetoe Local Board area will complement this work in the Manurewa Local Board area, meaning visits have been made to businesses within the entire Wiri catchment that drains into the Puhinui stream and Manukau Harbour.

9. It is recommended that the board allocate $20,000 for this collaborative IPPP project with the Manurewa Local Board for 2016/2017.

Recommendations

That the Ōtara-Papatoetoe Local Board:

a) Approve the allocation of $20,000 to fund the Industry Pollution Prevention Programme – Wiri Industrial Area.

b) Note this project will be included in their 2016/2017 local environmental work programme.

Comments

10. The purpose of the Industry Pollution Programme (IPPP) is primarily educational. It aims to inform industry and business of the impacts that their activities may be having on local waterways if they are not managed well and to encourage improvements to be made where any issues are identified.

11. The IPPP approach is proactive and non-regulatory, with an expert visiting each site, conducting a site inspection, talking to the business owners about potential issues and then following up with a recommendations report to the business if changes are needed.

12. This approach is recommended in areas where there is a concentration of industry and business close to water bodies, including streams and harbours. The programme involves a GIS mapping exercise to ensure that commercial businesses understand the stormwater network connections in relation to local waterways.

13. The Wiri industrial area is well suited to this approach as it is one of the heavy industrial areas in the Auckland region and experiences a number of water pollution events from industrial sources. It is characterised by a relatively large number of high risk businesses including a tannery, chemical manufacturing plants and oil recycling plants.

IPPP project in the Ōtara-Papatoetoe Local Board area

14. The timeframe for delivery of this project is five months from October 2016 to February 2017. It is planned to visit between 120-160 businesses. A map of the area that will be targeted through the IPPP project is included in Attachment A.

15. The programme will carry on the work started in the Manurewa Local Board area (MR/2015/49) to visit businesses within the entire catchment that drains into the Puhinui stream and Manukau Harbour.

16. The key programme milestones include:

	Description	Estimated Timeframe
Milestone One	Complete consultation with stakeholders prior to programme start. Develop leave-behind information flyer including GIS map of stormwater connections waterway in conjunction with the project manager and the council’s communications team.	October 2016
Milestone Two	Complete first phase of site visits – between 60 and 80 sites, write reports with recommendations to necessary sites.	November 2016
Milestone Three	Complete second phase of site visits – between 60 and 80 sites, write reports with recommendations to necessary sites.	December 2016
Milestone Four	Follow up sites visits completed, final presentation of results given and data base of visits and reports handed over.	February 2017

IPPP in the Manurewa Local Board area

17. The Manurewa Local Board have funded a total of $31,000 of IPPP programmes in the last two years and for 2016/2017 they have approved a further $20,000 of works.

18. The Manurewa Local Board first funded this project in 2014/2015, with a focus on businesses in the Wiri catchment. In 2015/2016, the board continued their investment in the IPPP programme with visits to a further 134 businesses in the Wiri catchment.

19. Recommendations on improvements to site practices were provided to half of all businesses visited. These recommendations included actions such as introducing a spill response plan or better storage of industrial chemicals. Revisits to these sites are proposed for the 2016/2017 financial year to monitor uptake of the recommendations.

Benefits of IPPP

20. IPPPs have now been implemented over eight catchments across five local board areas. In total, over 1,000 business have been engaged, over 300 reports recommending changes in business practice produced, over 100 spill kits delivered to companies and more than 100 “Drains to Sea” stencils painted on commercial properties.

21. In addition the IPPP has a proven track record of preventing pollution incidents. For example a freight management company who recently participated in the programme avoided $1,000 litres of wood treatment chemicals (including copper, chrome and arsenic) going into the stormwater drain and subsequently the Manukau Harbour, from interventions identified in the IPPP.

22. The business owner reported that being made aware of the risk led to their chemicals being stored correctly and as far away from the stormwater outlet as possible. Updating spill response procedures also directly contributed to the spill being contained.

Consideration

Local board views and implications

23. The project is aligned with the local board environmental outcome of ‘healthy harbours and waterways’ identified in the Ōtara-Papatoetoe Local Board Plan.

24. The project was initially proposed as part of the 2016/2017 environmental and development work programme and was discussed with the board at a workshop held on 25 May 2016.

25. The workshop feedback was incorporated into a report outlining the board’s environmental work programme which was considered by the board on 18 July 2016. At this meeting the board requested a further report with additional information on the benefits of (IPPP) in the local board area (Resolution number OP/2016/128). This report fulfils that requirement.

Māori impact statement

26. The outcomes of the project include:

· enabling, empowering and respecting tangata whenua in their kaitiaki role through work focused on maintaining balance of the mauri of waterways and harbour

· acknowledging and incorporating matauranga Māori in the delivery of the programme

· respecting the customary authority of mana whenua.

27. Staff will engage with Ngāti Tamaoho in the Wiri area as the council has done previously for the IPPP programmes delivered in the Manurewa Local Board. Iwi will be involved in developing educational handout materials for businesses. They may also attend site visits.

Implementation

28. There are no additional implementation issues arising from this report. Regular reporting on project implementation will be provided through quarterly reports to the board on their local environmental work programme or as required.

Attachments

No.	Title	Page
a ⇩	Otara-Papatoetoe IPPP Area	107

Signatories

Authors

Desiree Tukutama - Relationship Advisor

Authorisers

John Dunshea - General Manager Development Programmes Office

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Community Facilities Maintenance Contracts 2017

File No.: CP2016/17877

Purpose

1. The purpose of this report is to seek local board feedback on proposed maintenance service specifications where they may have an impact on levels of service for local activities, to inform a Request for Proposal to the supplier market (due to be published in early October 2016).

Executive summary

2. The majority of Auckland Council’s existing contracts to maintain buildings, grounds, open space and parks amenities expire on 30 June 2017. A Request for Proposal process is planned to be underway in October 2016 followed by contract negotiations, to determine new maintenance contracts to take effect from 1 July 2017.

3. The Governing Body is responsible for procurement decisions of major service delivery contracts. Local boards set, and can increase levels of service for local activities subject to minimum levels of service set by the Governing Body.

4. Local boards play a key role in providing input to proposed maintenance service specifications where they may have an impact on levels of service for local activities. This report is seeking feedback from local boards by 23 September 2016 to inform a Request for Proposal to the supplier market, including the following:

· Proposed geographical clusters for community facilities maintenance contracts (Attachment A)

· Proposed service specifications by asset group (Attachment B)

· Smart procurement principles (Attachment C)

· Delivery model options for Gulf Islands (Attachment D)

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Delegates authority to the Chair and Deputy Chair to provide the board’s feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts by 23 September 2016.

b) Provides feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts, including:

· Proposed geographical clusters for community facilities maintenance contracts (Attachment A)

· Proposed service specifications by asset group (Attachment B)

· Smart procurement principles (Attachment C)

· Delivery model options for Gulf Islands (Attachment D)

Comments

Background

5. Auckland Council currently has 38 Community Facilities contracts to maintain buildings, grounds, open space and parks amenities. The majority of these contracts are scheduled to expire on 30 June 2017.

6. A project has been setup to implement new facilities maintenance contracts to serve the Auckland region from 1 July 2017.

7. The Governing Body is responsible for procurement decisions of major service delivery contracts. Local boards set, and can increase (with Locally Driven Initiative funding), levels of service for local activities subject to minimum levels of service that are set by the Governing Body.

8. Local boards play a key role in providing input to proposed maintenance service specifications where it may have an impact on levels of service for local activities.(e.g. “neighbourhood parks – lawns are presented in a way that encourages general walkability and allows for passive recreational activity”)

9. The objectives of this project include implementing:

· standardised contracts, but with flexibility to accommodate local board governance decisions (e.g. change the use of an asset, increase baseline service levels through locally driven initiative funding)

· outcomes that reflect local character and social outcomes (e.g. promote local employment, support local design of facilities)

· Smart procurement outcomes (e.g. sustainability)

· consistency in service delivery across the Auckland region

· value for money

· improved contract performance and auditing

· improved local board reporting to inform governance decision making

10. A Procurement Working Group consisting of 12 local board chairs has provided regular direction and guidance over the last four months on this project’s strategy and intent.

11. Cluster workshops were held throughout August with all local boards to discuss this project’s intent and direction and obtain informal feedback. Formal feedback is now sought from all 21 local boards by 23 September 2016, on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts prior to finalising a Request for Proposal to the supplier market in early October 2016.

In Scope

12. This will include the following services:

· Cleaning (including all toilets and car parks)

· Facilities management (all buildings including toilets, clocks)

· Green maintenance (parks, gardens, streets, mowing, Healthy Waters green assets)

· Outdoor leisure amenities and equipment (e.g. playgrounds, skate facilities, courts, park structures)

· Hard surfaces (e.g. park paths, boardwalks)

· Beach, coastal assets (beach furniture / paths, boat ramps & seawalls)

· Access management (gates and toilets)

· Loose litter collection

· Pest control (in and around a building)

· Lighting (internal and external amenities)

13. The following specialist services require niche suppliers and will be considered throughout this process, but may be contracted separately to minimise risk in the provision of these services:

· Arboriculture

· Ecological restoration and external / environmental pest control

· Sports fields renovations and upgrades

· Painting

· Pool plants, water features, fountains

Out of Scope

14. Services excluded from this project include general building compliance maintenance work as follows, as existing contracts do not expire for another two years:

· Building Warrant of Fitness management

· Fire evacuation schemes and training

· Fire alarm monitoring

· Fire systems maintenance

· Lift maintenance

· Security systems maintenance

· Small water professional services

· Rubbish collection and recycling from Council buildings

Proposal

15. To maximise economies of scale whilst still providing a local flavour, staff propose to create five facility maintenance contracts across each of the geographical cluster areas outlined in Attachment A.

16. Proposed baseline service specifications defining outcomes expected across a range of asset groups are outlined in Attachment B.

17. Smart procurement outcomes identified as important to local boards, that will be considered in the procurement of each facility maintenance contract are outlined in Attachment C.

18. Council is exploring the possibility of directly engaging Great Barrier and Waiheke maintenance service providers to deliver services on the islands. Proposed procurement models are outlined in Attachment D.

Consideration

Local board views and implications

19. A Procurement Working Group consisting of 12 local board chairs was setup to provide direction and advice over the last four months on this project’s strategy and intent.

20. Workshops were held with each of the proposed geographical cluster groups in August 2016 to outline proposed service specifications, proposed structure of new maintenance contracts and to obtain verbal feedback.

Māori impact statement

21. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory obligations to Māori.

22. Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with council to achieve better outcomes with Māori and for Auckland. This will include:

· Building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua

· Significantly lift Māori social and economic well-being

· Building Māori capability and capacity

Implementation

23. A Request for Proposal for facility maintenance contracts is due to be published to the supplier market in early October 2016 with contract negotiations formally concluded in April 2017.

24. A transition period will be in place before new contracts take effect from 1 July 2017 to ensure a smooth implementation.

25. Local boards will have the opportunity to set local performance targets for 2017/2018 as part of the Annual Planning process in early 2017. Staff will provide clear and concise information enabling the local board an opportunity to allocate locally driven initiative (LDI) funding to increase maintenance service specifications between March and May 2017.

26. Facility contract terms and conditions will be negotiated in early 2017 and will enable the ability for local boards to increase local maintenance service levels through the annual planning process each year.

Attachments

No.	Title	Page
a ⇩	Attachment One – Proposed geographical clusters	113
b ⇩	Attachment Two – Proposed service specifications	115
c ⇩	Attachment Three – Smart procurement principles	123
d ⇩	Attachment Four – Delivery model options for Gulf Islands	127

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

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

File No.: CP2016/17987

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 Ōtara-Papatoetoe 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.

Attachments

There are no attachments for this report.

Signatories

Authors

Felicity Prance - Policy Advisor

Authorisers

Karen Lyons - Manager Local Board Services

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Ōtara-Papatoetoe Local Board Plan – Achievements and Progress Update

File No.: CP2016/19952

Purpose

1. To update the Ōtara-Papatoetoe Local Board on achievements and progress of the Ōtara-Papatoetoe Local Board Plan 2014.

Executive summary

2. The Ōtara-Papatoetoe Local Board adopted the current local board plan in October 2014 after significant community engagement.

3. The local board plan contains community and local board aspirations for the local board area. It also contains a list of projects and initiatives that were envisioned and/or had been scoped at the time of writing and an indicative budget.

4. During the term a range of projects were delivered with available funding. Other projects are still in progress, or not yet achieved. The Council’s annual plan process identifies the particular projects that proceed each year.

5. This report gives a status update on all projects that were pursued during the electoral term in order to progress the aspirations and objectives set by the local board plan.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) notes the Ōtara-Papatoetoe Local Board Plan Achievements and Progress Update.

Comments

6. Local Board Plans are key strategic documents, introduced as part of Auckland Council’s system of co-governance. They are required by legislation to cover a three year period but can include aspirational proposals for the next 5 – 10 years. They are the vehicles through which local needs and aspirations feed into the development of the Council’s Long Term Plan.

7. The Ōtara-Papatoetoe Local Board adopted the Ōtara-Papatoetoe Local Board Plan 2014 in October 2014 following consultation with their local communities and stakeholders. It encapsulates aspirations of the local communities and the local board for the Ōtara-Papatoetoe local board area. It also contains a list of projects and initiatives that were envisioned and/or had been scoped at the time of writing and an indicative budget.

8. The local board plan proposals are set out in seven themes or outcome areas. They are:

Outcome 1 - A heart for Manukau

Outcome 2 - Town Centre Vitality

Outcome 3 - Parks and facilities that meet people’s needs

Outcome 4 - Healthy harbours and waterways

Outcome 5 - Thriving communities

Outcome 6 - Age-friendly communities

Outcome 7 - Good transport connections

9. During the term, a range of projects were delivered within available funding envelopes. They mainly consisted of projects and initiatives identified in the local board plan but they also included other projects that were developed during the term in order to better contribute to the local board plan outcomes.

10. Some aspirations in the local board plan were not achieved as the local board did not receive (adequate) funding due to financial constraints of the Council. Some of these projects are listed in the attachments as having a status of ‘Not Achieved’.

11. The final list of projects pursued was consulted on and confirmed every year as part of the Council’s annual plan process.

12. Attachment A gives a status update on all projects that were overseen, delivered by or funded by the local board in order to progress the outcomes, initiatives and objectives set by the Local Board Plan 2014.

13. This report can enable the local board to update their local communities on the progress of the local board plan at the end of their term, as well as providing a starting point for development of the new local board plan in 2017.

Local board views and implications

14. The board discussed and reviewed its local board plan at workshops in August 2016. Some of the board’s achievements were highlighted in addition to the information attached in this report.

15. The workshops also noted that engagement will include a range of methodologies to develop the next local board plan. ‘Pop-ups’ and formal hearings were both valued when comments were sought from the local board area. The need to avoid community consultation fatigue when engaging on the new plan was identified as an issue.

16. The board discussed innovation to support its priorities and will require community support. The board’s local targeted rate to fund adult entry to swimming pools is an example of this.

17. Other comments from the workshops were that the new local board plan will need to consider predicted population growth and needs to contain realistic numbers of outcomes to reflect broad issues in the community.

18. The current board would like to request that the incoming board, at its discretion, continue supporting initiatives and advocacy items like, Colin Dale Park motorsport development, a skill shed in Papatoetoe, Te Puke o Tara Community Hall refurbishment, Sutton Crescent corner/Kolmar development, Ngati Otara multisport project, and improvements to local sports fields, and those identified in attachment A.

Māori impact statement

19. There are a number of projects and initiatives that have specific components relevant to Maori. Details of these projects can be found in the local board’s work programme.

Implementation

20. This is an end-of-term report and it does not require further implementation.

Attachments

No.	Title	Page
a ⇩	Ōtara-Papatoetoe Local Board Plan Achievements and Progress Update	157

Signatories

Authors	Daniel Poe - Local Board Advisor
Authorisers	Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Update - Community-led response to alcohol licensing

File No.: CP2016/19937

Purpose

1. This report provides an update on the local board’s community-led alcohol licensing project for the Ōtara-Papatoetoe Local Board area, for the six months April to September 2016. The information in this report is sourced from the progress update of the contractor (Grant Hewison and Associates Ltd), providing policy support and advice to members of the community engaged in alcohol licensing advocacy and objections.

Executive summary

2. The project contractor reports a wide network of objectors has developed from Papatoetoe and Ōtara. With repeated experiences of hearings, the skill levels and confidence of the objectors has grown significantly. In addition, objectors are now training each other, passing on experiences and supporting each other through the processes. This network grew notably through the alcohol ban review process. The Community Action Against Alcohol Harm Facebook page, is proving an excellent means of keeping the community informed of notifications.

3. The contractor reports since March 2016 six objections have been made to off-licences in the Otara Papatoetoe Local Board area. Several other applications were notified to the community and assessed, with no objections being made. Only one hearing has been held concerning Thirsty Liquor Everitt Road.

4. Members of the community have successfully sought a range of conditions or undertakings in licences. The contractor reports following District Licensing Committee decisions from late 2015, objectors had begun to take an approach of making an objection, but making it clear that the objection would be withdrawn if the applicant was willing to sign the usual undertakings. Details are shown on Attachments A and B.

5. The contractor reports that more recently the District Licensing Committee has decided not to accept this approach. As a consequence, community objectors are re-assessing this method.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the community led response to alcohol licensing update for the six months April to September 2016.

Background

6. On 18 December 2013, the Sale and Supply of Alcohol Act 2012 (‘Act’) came into force. The Act gives communities more of a voice over the sale and supply of alcohol in their area. In particular, it expands the criteria upon which communities may object to a licence application.

7. In July 2014, the Ōtara-Papatoetoe and Māngere-Ōtāhuhu Local Boards resolved to support their local communities to make objections to alcohol licence applications (including new applications and renewals) with the idea of limiting new applications and seeking better conditions with regard to existing licences (such as a reduction in advertising and ‘No Single Sales’). In June 2016, the Ōtara-Papatoetoe and Māngere-Ōtāhuhu Local Boards resolved to continue this support for the period 1 July 2016 to 30 June 2017.

8. In March 2016, the board was updated on the previous six months of activity on the community-led response to alcohol licensing.

Comments

Alcohol Licensing

9. Since March 2016, objections have been made to the following notifications made for new and renewals of licences in the Ōtara-Papatoetoe Local Board area:

Renewal: Swaffield Wines and Spirits (26 Swaffield Road, Papatoetoe), 14 April 2016.

Renewal: Opal Lounge (628 Great South Road, Papatoetoe), 17 May 2016

Renewal Off-Licence: Papatoetoe Cosmopolitan Club (52 Rangitoto Road, Papatoetoe), 16 June 2016

Renewal Off-Licence: New World Papatoetoe (65 St George Street, Papatoetoe), 21 July 2016

Renewal Off-Licence: Ranfurly Liquor Centre (17A Ranfurly Road, Papatoetoe), 28 July 2016

New Owner: Thirsty Liquor Bairds Road (2/28 Bairds Road, Otara), 25 August 2016

10. The only objection heard (from March to August 2016) was:

· Thirsty Liquor Everitt Road

o objection to closing hours, ‘No Single Sales, excessive advertising, suitability

11. Two hearings were scheduled in August 2016, however the objectors were unable to attend and as a result withdrew their objections. Objectors have requested for hearings to be held in the evenings or weekends to allow objectors work during the day to attend. To date this has not been possible.

The cancelled hearings were:

Ōtara-Papatoetoe Local Board - Swaffield Wines & Spirits

Māngere-Ōtāhuhu Local Board - Mangere Discount Liquor Centre

12. The Decisions are available at:

http://www.aucklandcouncil.govt.nz/EN/AboutCouncil/meetings_agendas/hearings/Pages/districtlicensingcommitteehearings2016.aspx

Consideration

Issues – Observations from the project contractor

13. The project contractor (Grant Hewison and Associates Ltd) has reported the following issues and observations of the process over the past six months:

Community Empowerment

14. The contractor reports a wide network of objectors has developed, with regular objectors covering Māngere, Ōtāhuhu, Ōtara and Papatoetoe. With repeated experiences of hearings, the skill levels and confidence of objectors has grown. In addition, objectors are now training each other, passing on experiences and supporting each other through the hearings processes. This network has grown notably through the alcohol ban review process.

15. All licence notifications are being identified and posted on the Community Action Against Alcohol Harm Facebook page, enabling people coming forward to make objections. The contractor reports in a recent posting, regarding the failed controlled purchase operations (CPO) by Thirsty Liquor Wickman Way, the Facebook page achieved very significant levels of interest.

Conditions and Undertakings

16. The contractor reports members of the community have successfully sought a range of conditions or undertakings in licences. These have typically been:

· There is not to be any sale of single units of beer, cider or RTDs in less than 445ml packaging with the exception of boutique and handcrafted beer and cider.

· 50% clear visibility through the front windows of the premises.

· No sandwich board signs on the footpath advertising alcohol products.

· Persons in School Uniform are not to enter onto, or remain on the premises at any time (where the premises are located close to a school).

17. Off-licences where Conditions have been included on licences, Undertakings have been given and off-licences where no Conditions or Undertakings have been given, but where there are reduced opening hours from the 7am to 11pm hours allowed under the Act are shown in Attachment A.

18. Details of all the Conditions that have been included on licences and where Undertakings have been given are shown in Attachment B.

Negotiated Approach

19. The contractor reports that following District Licensing Committee decisions from late 2015, objectors had begun to take an approach of making an objection, but making it clear that the objection would be withdrawn if the applicant was willing to sign the usual Undertakings.

20. In two recent objections, applicants had agreed to the undertakings and the objection was withdrawn, but the District Licensing Committee still called a hearing (see Swaffield Wines & Spirits and Mangere Discount Liquor Centre). As the objectors were unavailable for the hearings, the objections were withdrawn unconditionally.

21. The contractor reports what also seems to have emerged is that the District Licensing Committee (DLC) has started to not accept objections being made and then withdrawn (if the applicant signs the usual Undertakings) without any oversight by the DLC. Instead, the DLC is setting these matters down for a hearing. The DLC appears to have taken a view that it will not accept any undertakings agreed between the parties or between an applicant and inspector, unless there is evidence of the applicant making sales to minors, effecting local amenity and good order, etc. They have referred to an ARLA decision, Malone’s Ltd 2016, although that case involved conditions not undertakings. See the link below for a recent decision of the DLC in this regard. As a consequence, community objectors are re-assessing their approach.

Link to ARLA decision, Malone’s Ltd, 2016 http://www.nzlii.org/cgi-bin/sinosrch.cgi?meta=%2Fnz&mask_path=nz%2Fcases%2FNZLLA%2Bnz%2Fcases%2FNZARLA&method=auto&results=20&query=NZARLA+PH+274-275

Supermarkets

22. With regard to Supermarkets, the contractor reports objectors have often been able to achieve agreement to earlier closing hours (e.g. 10pm rather than 11pm) and that partitions are placed between the entrance/exit and alcohol area (if it is adjacent to the alcohol area) so that the alcohol section is not visible from the entrance/exit. This approach is still being pursued.

Local board views and implications

23. Ōtara-Papatoetoe Local Board has continued to support individuals or organisations within its communities to object to liquor license applications on a case by case basis throughout 2015/16.

24. The contractor reports that the community, supported by the Local Board, are acting as an important ‘check and balance’ on the whole licensing system. At a minimum, a number of Decisions have recognised this role being played by the community, with Conditions being imposed with better outcomes than if no objection had been made at all.

Attachments

No.	Title	Page
a ⇩	Off-Licence conditions and undertakings	171
b ⇩	Copies of Undertakings and conditions	173

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers	Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

Community-led response to off-licence alcohol signage compliance upate

File No.: CP2016/19946

Purpose

1. This report provides an update on the local board’s community-led off-licence alcohol signage compliance effort in the Ōtara-Papatoetoe Local Board area.

Executive summary

2. The information in this report is sourced from the progress update of the board’s contractor to 30 June 2016.

3. The contractor reports there have been, and remain, wide-spread community concerns that off-licence alcohol signage is having a significant negative effect on amenity in the local board area. Particular issues include:

· ‘Woodstock’ and other alcohol brand signage on verandah, fascia, window and wall spaces

· boarding over by owners of window glazing

· use of brightly contrasting colours (such as the ‘Thirsty Liquor’ orange and black, ‘Liquor Spot’ yellow and black, etc.) and dominance of this signage in neighbourhood shopping centres.

4. In July 2015, the Ōtara-Papatoetoe Local Board resolved to support local communities to make complaints to Auckland Council concerning widespread non-compliance by off-licence premises with signage requirements. In response to these complaints, compliance staff from Auckland Council initiated a graduated compliance process.

5. The contractor reports that almost all the ‘Woodstock’ and other alcohol brand signage has been removed or covered over and that this aspect of the complaints has been largely successful. However, what this has exposed is that there is a considerable level of boarding over by owners of window glazing. This has correspondingly seriously reduced the amenity of stores and also the surrounding shops.

6. The issues in relation to boarding over of window glazing and colours of alcohol outlets are not yet resolved, and it is suggested that advice on these be requested by the board.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the community-led response to off-licence alcohol signage report.

b) thank the Auckland Council compliance staff for their work to date in reducing the level of non-compliance by off-licence premises, especially the removal of alcohol product brand signage, and request them to continue their good work on this.

c) request advice from compliance staff about whether the widespread boarding over of window glazing complies with relevant council regulations.

d) request advice from compliance staff about whether brightly contrasting colours in signage by off-licence premises is subject to council regulatory controls.

Comments

Background

7. The board has retained Grant Hewison and Associates Ltd (the contractor), to provide policy support and advice to members of the community engaged in alcohol licensing advocacy and objections. The information in this report is sourced from the progress update of the contractor to 30 June 2016.

8. In July 2015, the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards resolved to support their local communities to make complaints concerning widespread non-compliance by off-licence premises with signage requirements.

9. This was sparked by community concern that off-licence alcohol signage in the Ōtara-Papatoetoe Local Board area is having a significant adverse effect on the amenity of some shopping centres. Of particular concern was the use by off-licence premises of ‘Woodstock’ or other alcohol brand signage on verandah, fascia, window and wall spaces.

10. Concerns were also expressed about the boarding over of window glazing and the use of brightly contrasting colours (such as the ‘Thirsty Liquor’ orange and black, ‘Liquor Spot’ yellow and black, etc.). An example of Thirsty Liquor Everitt Road, Otara (2015) is provided below:

11. The legal framework for control of signs by Auckland Council comprises the Signage Bylaw 2015, the operative Manukau District Plan and the proposed unitary plan.

12. Individuals and community groups in the Local Board areas have made complaints to Auckland Council and the local boards about off-licence premises that have been non-compliant with signage rules.

13. In response, staff from the Auckland Council compliance team initiated a graduated compliance process, first by sending letters to owners and then following up with abatement notices as required. Reports were presented to the board in May 2016. Significant gains were reported in terms of removal of non-complying signs.

14. The contractor reports observations by members of the community are that almost all the ‘Woodstock’ and other alcohol brand signage has been removed or covered over by the premises. This aspect of the complaints has been largely successful, although there remain some exceptions that the community is following up. The photos above and below of Thirsty Liquor Everitt Road show the changed appearance before and after removal alcohol brand signs. Other examples are given in Attachment A.

Consideration

15. However, the contractor also notes that removal of signage has led to a considerable level of boarding over by owners of window glazing. This appears to have been done by owners to both create more private space within their stores to stock more alcohol and reduce damage to glazing. The photo of Thirsty Liquor Everitt Road above demonstrates this. Despite the removal of alcohol brand signs, the store still has amenity impacts on the surrounding shops and nieghbourhood.

16. By contrast, the example of Thirsty Liquor (2/28 Bairds Road, Otara) below, which now has clear glazing shows positive effects on amenity. Members of the community have asked that the Local Boards seek advice from Council officers about whether the widespread boarding over of window glazing or replacement of window glazing with wooden boards complies with regulatory requirements.

17. With regard to the use of brightly contrasting colours (such as the ‘Thirsty Liquor’ orange and black, ‘Liquor Spot’ yellow and black, etc.), community members have asked that the local boards seek advice from council officers about whether any regulation applies. They are concerned that the brightly coloured signage does not fit in with or complement the character of their surroundings, are visually dominant and do not respect the amenity of the area in which they are located.

18. It is suggested that compliance staff be asked to advise whether the boarding of the window glazing, and bright colour schemes breach any Auckland Council regulatory controls.

19. Finally, members of the community have identified a liquor store in Hall Avenue, Māngere, as a good example that could be recommended to other outlets. This store has changed its signage to fit in with and complement the character of the surrounding shops. It is not visually dominant, has attractive glazing and respects the amenity of the area in which it is located. This is what members of the community would like to see from all liquor stores in the Local Board areas.

Attachments

No.	Title	Page
a ⇩	Photos showing brand signage removed	183

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers	Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

19 September 2016

For Information: Reports referred to Ōtara-Papatoetoe Local Board

File No.: CP2016/19970

Purpose

1. This report provides a summary of information-only reports, memos and resolutions for circulation to the Ōtara-Papatoetoe Local Board.

2. The Parks, Recreation and Sport Committee passed resolutions PAR/2016/63 and PAR/2016/64 regarding the Parks’ Growth Programme – FY15/16 AND FY16/17 and Community and School Partnership Project at their 2 September 2016 business meeting. The Parks, Recreation and Sport Committee reports is Attachment A to this report.

3. Parks’ Growth Programme – FY15/16 AND FY16/17

Resolution number PAR/2016/63

MOVED by Chairperson CE Fletcher, seconded by Cr AM Filipaina:

That the Parks, Recreation and Sport Committee:

a) endorse the Growth Programme outlined within the report for delivery within FY16/17.

b) approve the circulation of the report to Local Boards for their information.

CARRIED

4. Community and School Partnership Project

Resolution number PAR/2016/64

MOVED by Cr WD Walker, seconded by Member G Wilcox:

That the Parks, Recreation and Sport Committee:

a) endorse the Community and School Partnership project to improve access for Aucklanders to sport and recreation facilities by fostering opportunities for investment and greater sharing of school and community assets.

b) endorse the investigation of the following pilot community and school partnerships:

· Western Springs College – indoor court facility

· Kingsway College – artificial turf and lighting

· Orminston Campus – cricket nets and hockey turf

· Devonport-Takapuna area – sports fields

· Birkdale Primary School – outdoor courts

c) support in principle council investment in community and school partnerships to realise the significant benefits and better value achieved from combined investment and collaborative provision of sport and recreation facilities.

d) note a further report on funding of pilot community and school partnerships will be reported in early 2017 once investigations are further progressed, with any investment sourced from reviewing priorities of existing budgets or separate business case.

e) note that the report will be circulated to all local boards for their information.

CARRIED

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the Parks, Recreation and Sport Committee resolutions PAR/2016/63 and PAR/2016/64 regarding the Parks’ Growth Programme – FY15/16 and FY16/17 and Community and School Partnership Project at their 2 September 2016 business meeting.

Attachments

No.	Title	Page
a ⇩	Parks, Recreation and Sport Committee Reports	211

Signatories

Authors	Carol McGarry - Democracy Advisor
Authorisers	Neil Taylor – Acting Relationship Manager

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

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

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