I hereby give notice that an ordinary meeting of the Whau Local Board will be held on:
Date: Time: Meeting Room: Venue:
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Wednesday, 7 September 2016 6.30 pm Whau Local
Board Office |
Whau Local Board
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Catherine Farmer |
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Deputy Chairperson |
Susan Zhu |
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Members |
Derek Battersby, QSM, JP |
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Ami Chand, JP |
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Duncan Macdonald, JP |
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Ruby Manukia-Schaumkel |
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Simon Matafai |
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(Quorum 4 members)
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Glenn Boyd (Relationship Manager) Local Board Services (West)
Riya Seth Democracy Advisor
2 September 2016
Contact Telephone: (09) 826 5103 Email: riya.seth@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Whau Local Board 07 September 2016 |
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1 Welcome 5
2 Apologies 5
3 Declaration of Interest 5
4 Confirmation of Minutes 6
5 Leave of Absence 6
6 Acknowledgements 6
7 Ward Councillor’s Update 6
8 Deputations 6
9 Public Forum 6
10 Extraordinary Business 6
11 Notices of Motion 7
12 Whau Local Board Chairperson - Catherine Farmer's report 9
13 Whau Local Grants and Quick Response, Round One 2016/2017 11
14 Community Facilities Maintenance Contracts 2017 119
15 Consideration of Extraordinary Items
1 Welcome
Whakataka te hau ki te uru Cease the winds from the west
Whakataka te hau ki te tonga Cease the winds from the south
kia mäkinakina ki uta Let the breeze blow over the land
kia mätaratara ki tai Let the breeze blow over the ocean
E hï ake ana te atakura Let the red-tipped dawn come with a sharpened air
He tio, he huka, he hau hü A touch of frost, a promise of glorious day
Tihei Mauri Ora Let there be life
2 Apologies
At the close of the agenda no apologies had been received.
3 Declaration of Interest
Members were 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.
Specifically members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.
Members declared conflict of interests as below.
Register:
Board Member |
Organisation / Position |
Catherine Farmer |
· Avondale-Waterview Historical Society – Committee Member · Blockhouse Bay Historical Society – Member · Portage Licensing Trust – Trustee · Blockhouse Bay Bowls - Patron |
Susan Zhu |
· Chinese Oral History Foundation – Committee member · The Chinese Garden Steering Committee of Auckland – Board Member |
Derek Battersby |
· Whau Coastal Walkway Environmental Trust –Trustee · New Lynn Tennis Club – Patron · West Lynn Gardens – Patron · Tag Out Trust – Chairman |
Ami Chand |
· Kelston Community Trust – Trustee · Portage Licensing Trust – Deputy Chair · Rupa Aur Aap Trust – Trustee · Kelston Community Hub – Chair · Community Organisation Grants Scheme (COGS) Waitakere City Local Distribution Committee– Committee Member |
Duncan Macdonald |
· Avondale Business Association – Chairman · Avondale Community Society – Chairman · Avondale RSA – Committee Member · Historical Society - Member · Avondale Jockey Club – Member |
Ruby Manukia-Schaumkel |
· Problem Gambling Foundation – Board Member |
Simon Matafai |
· International Pacific Council – President · United for Education and Sustainable Futures – Ambassador · Global Youth Music Committee – Ambassador · Helping Youth Pursue Emancipation – Ambassador · Auckland City Peace Ambassador · Pacific Events and Entertainment Trust - Patron |
4 Confirmation of Minutes
That the Whau Local Board: a) confirm the ordinary minutes of its meeting, held on Wednesday, 17 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 Ward Councillor’s Update
An opportunity is provided for the Whau Ward Councillor to update the board on regional issues he has been involved with since the last meeting.
8 Deputations
At the close of the agenda no requests for deputations had been received.
9 Public Forum
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.
Whau Local Board 07 September 2016 |
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Whau Local Board Chairperson - Catherine Farmer's report
File No.: CP2016/19564
1. The highlights this month have been attending wonderful cultural festivals funded by our local board. We are continuing to support our diverse communities to be active and inclusive and reaching out to the wider community also.
Avondale Community Fale Opening:
2. This facility is now open for community activities. The central location of this community place is encouraging diverse groups to become active in Avondale.
Waitakere Ethnic Board Health Event New Lynn Community Centre:
3. Many of us attended a large event organised by the Waitakere Ethnic Board to activate interest in health and well-being. It was great to see a well-supported occasion with many participants.
The Whau Pacific Festival:
4. Creative Souls, Malcolm and Deahne Lakatani organised a very successful multi-day event. We attended the launch at Avondale Intermediate School, with musical events and traditional catering. Polyfest short movies screened at the Blockhouse Bay Community Centre, and a large audience enjoyed eating popcorn while being introduced to some very interesting short films. A large community gathering at the Avondale Community Centre brought in many supportive community members.
That the Whau Local Board: a) receive Whau Local Board Chairperson Catherine Farmer’s report. |
There are no attachments for this report.
Signatories
Author |
Whau Local Board Chairperson - Catherine Farmer |
Whau Local Board 07 September 2016 |
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Whau Local Grants and Quick Response, Round One 2016/2017
File No.: CP2016/16633
Purpose
1. The purpose of this report is to present applications received for Whau Local Grants round one and Quick Response round one 2016/2017. The local board is required to fund, part-fund or decline these applications.
Executive summary
2. The Whau Local Board set a total local community grants budget of $190,000 for the 2016/2017 financial year.
3. Twenty applications and four multiboard applications were received for Local Grants round one, with a total requested of $157,872 (see Attachment B). Thirteen applications was received for Quick Response round one, with a total requested of $18,221 (see Attachment C).
That the Whau Local Board: a) consider the applications listed in Table One and agree to fund, part-fund or decline each application in this round. Table One: Whau Local Grants, round one 2016/2017 applications:
b) consider the applications listed in Table Two and agree to fund, part-fund or decline each application in this round. Table Two: Whau Local Grants, round one 2016/2017 multiboard applications:
c) consider the applications listed in Table Three and agree to fund, part-fund or decline each application in this round. Table Three: Whau Local BoardQuick Response, round one applications
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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 Whau Local Board will operate two Local Grants and four Quick Response rounds for this financial year. The Local Grants round one closed 22 July 2016 and Quick Response round one closed 31 July 2016.
7. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.
8. For the 2016/2017 financial year, the Whau Local Board set a total community grants budget of $190,000. It is recommended that the board consider allocating up to 37% of this in this grant round.
9. Twenty applications and four multiboard applications were received for Local Grants round one, with a total requested of $157,872 (see Attachment B). Thirteen applications was received for Quick Response round one, with a total requested of $18,221 (see Attachment C).
Consideration
Local board views and implications
10. Local boards are responsible for the decision-making and allocation of local board community grants. The Whau local board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.
11. The board is requested to note that section 50 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.”
12. A summary of each application is attached for Local Grant Round One and Quick Response Round One (see Attachment B and C).
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.
Implementation
14. The allocation of grants to community groups is within the adopted Long Term Plan 2015-2025 and local board agreements.
15. Following the Whau Local Board allocating funding for round one Local Grants and Quick Response; Commercial and Finance staff will notify the applicants of the local board decision.
Title |
Page |
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a⇩ |
Whau Local Grants 2016/17 Grants Programme |
17 |
b⇩ |
Whau Local Grants Round One 2016/2017 application summaries |
21 |
c⇩ |
Whau Quick Response, 2016/17 Round One application summaries |
91 |
Attachments
Signatories
Author |
Fua Winterstein - Community Grants Advisor |
Authorisers |
Marion Davies - Community Grants Operations Manager Jennifer Rose - Operations Support Manager Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |
07 September 2016 |
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Community Facilities Maintenance Contracts 2017
File No.: CP2016/17879
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)
That the Whau Local Board: a) delegate 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. OR b) provide 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)
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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.
No. |
Title |
Page |
a⇩ |
Attachment One – Proposed geographical clusters |
123 |
b⇩ |
Attachment Two – Proposed service specifications |
125 |
c⇩ |
Attachment Three – Smart procurement principles |
133 |
d⇩ |
Attachment Four – Delivery model options for Gulf Islands |
137 |
Signatories
Author |
Kate Marsh - Financial Planning Manager - Local Boards |
Authorisers |
Rod Sheridan - General Manager Community Facilities Karen Lyons - Manager Local Board Services Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau |