Agenda of Waitākere Ranges Local Board

1 Welcome

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.

At its meeting on 28 November 2013, the Waitakere Ranges Local Board resolved (resolution number WTK/2010/5) to record any possible conflicts of interest in a register.

Board Member	Organisation / Position
Sandra Coney	· Waitemata District Health Board – Elected Member · Women’s Health Action Trust – Patron · New Zealand Society of Genealogists - Member · New Zealand Military Defence Society - Member · Cartwright Collective - Member · Titirangi RSA - Member
Neil Henderson	· Portage Trust – Elected Member · West Auckland Trust Services (WATS) Board – Trustee/Director · EcoMatters Environment Trust – Employee
Greg Presland	· Portage Trust – Elected Member · Lopdell House Development Trust – Trustee · Titirangi Residents & Ratepayers Group – Committee Member · Whau Coastal Walkway Environmental Trust – Trustee · Combined Youth Services Trust - Trustee
Steve Tollestrup	· Waitakere Licensing Trust – Elected Member · West Auckland Trust Services (WATS) Board – Trustee/Director · Waitakere Task force on Family Violence – Appointee
Saffron Toms	NIL
Denise Yates	· Friends of Arataki Incorporated – Committee member · EcoMatters Environment Trust – Trustee · Charlotte Museum Trust – Trustee

Member appointments

Board members are appointed to the following bodies. In these appointments the board members represent Auckland Council.

Board Member	Organisation / Position
Sandra Coney	· Friends of Arataki Incorporated – Trustee
Neil Henderson	· Friends of Arataki Incorporated – Trustee · Living Cell Technologies Animal Ethics Committee – Member · Rural Advisory Panel - Member
Saffron Toms	· Ark in the Park – Governance Group Member

4 Confirmation of Minutes

That the Waitākere Ranges Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 25 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 Update from Ward Councillors

An opportunity is provided for the Waitakere Ward Councillors to update the board on regional issues they have been involved with since the last meeting.

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

8.1 Aquatic development proposal for Parrs Park

Purpose

1. Auckland West Aquatic Sports Trust Inc. Would like an opportunity to talk to their submission to gain council approval on the following:

· to lease land for the above Trust to build an Aquatic facility west of the present Waterhole Swimming Centre

· to support and give the Trust 5 years to develop this project

· refurbish the existing complex as stage 2 on completion of stage 1 and within a 3 year period

· to have a workshop with the Waitākere Ranges Local Board regarding this project.

Recommendation/s

That the Waitākere Ranges Local Board:

a) receive the deputation presentation from Auckland West Aquatic Sports Trust Inc. and thank them for attending the Waitākere Ranges Local Board meeting.

8.2 Going West Trust - Shadbolt House

Purpose

1. A deputation from the Going West Trust will present on the background and future hopes for Shadbolt House, 35 Arapito Road. The South Titirangi property was purchased by council in 2006 with the aim of developing a writers’ residency. The trust has provided the following outline:

GOING WEST TRUST

Shadbolt House Project

History

Maurice Shadbolt resided at his home in Arapito Road, Titirangi for over 40 years. During that time he produced almost his entire canon of work, spanning ward winning fiction and non-fiction; notably the New Zealand Wars trilogy. He is considered to be one of New Zealand's greatest post-war writers.

Before his death in 2004, the Shadbolt family approached Waitakere City Council with a proposal that the house be purchased for a writers' residency in honour of their father's legacy. The property was purchased in 2006 for the sum of $550,000 for this purpose.

It was proposed at this time that a residency project be established based on the model of the successful McCahon House Residency project. In 2010 Waitakere Council passed a resolution delegating the development of a residency project to the Going West Trust and the setting up of a Memorandum of Encumbrance. It also approved a one-off grant of $50,000 to seed fund the development.

Although all resolutions in relation to the project were submitted to the Auckland Transition Authority prior to the establishment of the new council, they were not signed off due to an overload of requested approvals.

Between 2010 and 2013 the trust continued to develop the proposal using an annual grant of $10,000 to complete a full conservation plan, a research project in partnership with the NZ Society of Authors, a business plan (updated in 2016) and general research into existing literary residencies, funding sources etc. In the 2014/15 and 2015/16 years, council has withheld the annual grant and commissioned further site assessment and engineering reports and essential building repairs.

Status Quo

Currently the Going West Trust has the proposal on hold pending a decision around a process to give formal entitlement either by lease or MoE to enable development to proceed. However, the trust remains committed to the Shadbolt House Residency project, both for its potential as part of the Titirangi Arts Precinct and the wider, national literary sector, and as a cultural heritage site of major significance.

Shadbolt House at 35 Arapito Street is listed in the Proposed Auckland Unitary Plan. It is shown on the maps and can be found in the text in Part 5 - Appendices, Appendix 9.1- Schedule of Significant Historic Heritage Places - as Item 0259. It was also listed in the Waitakere District Plan.

Recommendation

That the Waitākere Ranges Local Board:

a) receive the deputation from Going West Trust on Shadbolt House.

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

11.1 Notice of Motion: Support for a writers residency at Shadbolt House

Recommendations

That the Waitākere Ranges Local Board:

a) support the establishment of a writers’ residency programme at Shadbolt House, 35 Arapito Road, South Titirangi.

b) request officers report back within three months on timeframes, costs and options for establishing a writers residence in Shadbolt House, under a lease or similar arrangement with the Going West Trust.

Background

35 Arapito Road is scheduled as a historic heritage place, category II, because of its association with writer Maurice Shadbolt, who lived there for many years.

It was purchased in around 2006, by the then Waitakere City Council, with the intention of developing a writers residency that would celebrate the legacy of the prominent local author and the place where he lived and wrote.

The establishment of a writers’ residency at Shadbolt House is intended to contribute to the local board plan aim of making “arts and culture flourish” in the area, in complement with other local board supported arts activities and facilities. This includes Going West Books and Writers Festival, the McCahon House artists residencjy, and the redeveloped Lopdell Precinct, with Te Uru: Waitakere Contemporary Gallery, the Upstairs Gallery and Titirangi Theatre.

The Arapito Road property is currently managed as a private rental by the Auckland Council agency, Panuku Development Auckland, with the understanding that it will be transferred for use as a writers residency in future.

A recent memo to the local board from the Arts and Culture team is attached which outlines the background in more detail.

Attachments

a Memo on 35 Arapito Road to Waitakere Ranges Local Board, 23 August 2016...................................................................................................... 135

b Shadbolt House Heritage Report......................................................... 139

In accordance with Standing Order 3.11.1, the following Notice of Motion has been received from the Waitakere Ranges Local Board arts portfolio holder, Denise Yates, for inclusion on the agenda for the Waitākere Ranges Local Board meeting being held on day, Thursday, 8 September 2016:

Waitākere Ranges Local Board

08 September 2016

Disposal recommendation report - 1/16 Sarona Avenue, Glen Eden

File No.: CP2016/18110

Purpose

1. This report seeks the Waitakere Ranges Local Board’s endorsement for Panuku Development Auckland (Panuku) to recommend to the governing body the divestment of 1/16 Sarona Avenue, Glen Eden.

Executive Summary

2. The council owned site at 1/16 Sarona Avenue, Glen Eden has been identified as potentially surplus to council requirements through a review process.

3. The rationalisation process for this site commenced in May 2015. Consultation with council and its CCOs, iwi authorities and the Waitakere Ranges Local Board has now taken place. No alternative service uses have been identified for the subject site through the rationalisation process. The Waitakere Ranges Local Board has provided informal feedback that it is supportive of the proposed divestment on this site. Due to this, Panuku recommends the divestment of the subject site.

4. A resolution approving the disposal of these sites is required from the governing body before the proposed divestment can be progressed.

Recommendation/s

That the Waitākere Ranges Local Board:

a) endorses Panuku Development Auckland’s recommendation to the Finance and Performance Committee to dispose of 1/16 Sarona Avenue, Glen Eden.

Comments

5. Panuku and the Council’s Land Advisory Services team work jointly on a comprehensive review of council’s property portfolio. One of the outcomes of the review process is to identify properties in the council portfolio that are potentially surplus to requirements and that may be suitable to sell. This site was specifically identified as potentially saleable through a joint review process between the Land Advisory Services team (previously Auckland Council Property department) and the Animal Control team.

6. Once a property has been identified as potentially surplus, Panuku engages with council and its CCO’s through an expression of interest process, to establish whether the property must be retained for a strategic purpose or is required for a future funded project. Once a property has been internally cleared of any service requirements, Panuku then consults with local boards, ward councillors, mana whenua and the Independent Maori Statutory Board. All sale recommendations must be approved by the Panuku Board before it makes a final recommendation to the Auckland Council governing body.

Property information

7. 1/16 Sarona Avenue is a vacant, landlocked parcel of land that comprises 957m² of the total land area of 1467m² at 16 Sarona Avenue, Glen Eden. It was acquired pursuant to the Public Works Act 1981 by the former Waitakere City Council in 1995 for the purpose of the Wairau Creek Catchment remedial works.

8. These remedial works have now been completed and the Stormwater unit has advised it has no strategic reason to retain this site. However an easement is required to protect the flood plain and prevent a dwelling being erected in it.

9. The Proposed Auckland Unitary Plan zoning of this site is Mixed Housing Urban. It has a 2014 capital value of $300,000.

Internal consultation

10. The rationalisation process for this property commenced in December 2015. No alternative uses were identified for 1/16 Sarona Avenue, Glen Eden.

Consideration

Local Board views and implications

11. Panuku attended a workshop with the Waitakere Ranges Local Board about 1/16 Sarona Avenue in October 2015. The Waitakere Ranges Local Board requested additional time to undertake a site visit and form a view. Further time was provided.

12. The Waitakere Ranges Local Board provided informal feedback to Panuku suggesting that 1/16 Sarona Avenue be retained and planted up as a streamside bush reserve to provide some green space and a wildlife link. It also queried if this site could be utilised as a communal space or community garden for surrounding residents, including the nearby Housing New Zealand units.

13. Panuku subsequently liaised with the Parks and Recreation Policy North/West team about this proposal, which advised that this site does not have a high priority rating when assessed against the Council’s Parks and Open Space Acquisitions Policy, which sets out the criteria for acquiring and retaining parks and open space.

14. Following receipt of the advice from Parks, Panuku held a further workshop with the Waitakere Ranges Local Board in August 2016. The Waitakere Ranges Local Board provided informal advice that it did not oppose the proposed divestment of this site, due to the landlocked nature of this site and the limited opportunities to utilise it for council purposes. The Waitakere Ranges Local Board noted that should this property be retained in council ownership, it would like to see the area tided up. This report provides the Waitakere Ranges Local Board with an opportunity to formalise its view and feedback.

Māori impact statement

15. Seven mana whenua iwi authorities were contacted regarding the potential divestment of 1/16 Sarona Avenue, Glen Eden. The following feedback was received.

a) Te Runanga o Ngāti Whatua

No site specific feedback received for this site, noting that as per earlier conversations with Te Runanga representatives, it is understood that any cultural significance considerations will be raised at hapū level and that all Ngāti Whatua hapū have been contacted about properties in their rohe.

b) Ngāti Whatua o Kaipara

No feedback received for this site.

c) Ngāti Whatua o Ōrakei

Ngāti Whatua o Ōrakei has expressed a potential commercial interest in this property.

d) Te Kawerau a Maki

No feedback received for this site.

e) Ngāti Tamaoho

No feedback received for this site.

f) Te ākitai - Waiohua

No feedback received for this site.

g) Ngāti Te Ata - Waiohua

No site specific feedback received for this site; however Ngāti Te Ata has expressed general cultural interest across Tāmaki Makaurau, has potential commercial interest in any council owned land that comes available for sale in their rohe and notes specific association with the south western area of Auckland, focusing around Manukau and the western coastline.

Implementation

16. 1/16 Sarona Avenue was acquired and held for a public work, being Stormwater remedial work purposes. If it is no longer required to be held for a public work, it must be offered back to the former owners or their immediate successors in accordance with section 40 of the Public Works Act 1981.

17. 1/16 Sarona Avenue is not one of council’s strategic assets to which the Significance Policy applies.

No.	Title	Page
a ⇩	Images of 1/16 Sarona Avenue, Glen Eden	15

Attachments

Signatories

Authors

Letitia McColl – Team Leader Portfolio Review, Strategy and Engagement, Panuku Development Auckland

Authorisers

Marian Webb – Manager Portfolio Strategy, Strategy and Engagement, Panuku Development Auckland

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

Waitākere Ranges Local Board

08 September 2016

Waitākere Ranges Quick Response Grants: Round One, 2016/17

File No.: CP2016/18518

Purpose

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

Executive summary

2. The Waitākere Ranges Local Board has set a total community grants budget of $74,500 for the 2016/2017 financial year.

3. Seven applications were received in this round, with a total requested of $9,562.00.

Recommendation/s

That the Waitakere Ranges 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: Waitakere Ranges Local Board Quick Response: Round One Grant Applications

App ID	Applicant	Project/ activity focus	Project	Requested	Eligibility
QR1719101	Piha Ratepayers and Residents Association	Community	Towards maintainence and improvement to the Piha Community Post Office including fixing outdoor public seating area, replacing one roof panel and clearing the guttering and spouting.	$1,500.00	Eligible
QR1719102	University of the Third Age (U3A)	Community	Towards venue hire and administration costs.	$914.00	Eligible
QR1719113	Youthline Auckland Charitable Trust	Community	Towards the purchase of Youthline branded high-visability vests for volunteers and staff to wear at local community events.	$1,500.00	Eligible
QR1719114	Peer Health Development Trust	Community	Towards a youth leadership workshop and co-ordinators cost.	$1,200.00	Eligible
QR1719115	Urban EcoLiving Charitable Trust	Environment	Towards operational costs for delivering the “TLC” programme to Kaurilands School over three days, including costs for an educator and an operational manager.	$1,095.00	Eligible
QR1719105	Piha Surf Life Saving Club Inc	Sport and recreation	Towards surf boards for the junior members.	$2,790.00	Eligible The amount requested exceeds the maximum amount for quick response grants. Recommend this application be transferred to Local Grants Round One.
GQR1719109	Waitakere Japanese Supplementary School	Sport and recreation	Towards the cost of hiring audio equipment for a health and sports day event.	$563.00	Eligible
			Total:	$9,562.00

Comments

4. The implementation of the new Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2015/2016 and review their programme each financial year. The Waitakere Ranges Local Board adopted its 2016/2017 grants programme on 12 May 2016 (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 Waitakere Ranges Local Board will operate four quick response rounds for this financial year. The first quick response round closed on 5 August 2016.

7. For the 2016/2017 financial year, the Waitakere Ranges Local Board set a total community grants budget of $74,500.

8. Seven applications were received in this round, with a total requested of $9,562.00.

Consideration

Local board views and implications

9. Local boards are responsible for the decision-making and allocation of local board community grants. The Waitakere Ranges 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.

10. 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

11. 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

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

13. Following the Waitakere Ranges Local Board allocating funding for quick response grants: round one, Commercial and Finance staff will notify the applicants of the local board decision.

Attachments

No.	Title	Page
a ⇩	Waitakere Ranges Local Board Grants Programme 2016/2017	21
b ⇩	Waitakere Ranges Quick Response Round One 2016/2017 application summaries	25

Signatories

Authors

Marion Davies - Community Grants Operations Manager

Authorisers

Jennifer Rose - Operations Support Manager

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

Waitākere Ranges Local Board

08 September 2016

Waitākere Ranges Local Grants: Round One 2016/17

File No.: CP2016/18519

Purpose

1. The purpose of this report is to present applications received for round one of the Waitākere Ranges Local Grants 2016/2017. The local board is required to fund, part-fund or decline these applications.

Executive summary

2. The Waitākere Ranges Local Board has set a total community grants budget of $74,500 for the 2016/2017 financial year.

3. Sixteen applications were received for Local Grants Round One, of which four are multi-board applications, with a total requested of $98,495.84.

Recommendation/s

That the Waitākere Ranges Local Board:

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

Table One: Waitakere Ranges Local Grants: Round One Applications

App ID	Applicant	Project/ activity focus	Project	Requested	Eligibility
LG1719-103	Bright Lights Little Village	Community	Towards the cost of the stage show and childrens entertainment.	$40,000.00	Eligible
LG1719-114	Royal New Zealand Foundation of the Blind	Community	Towards the costs for a recreation and community advisor to work with local clients in the Waitakere Ranges Local Board area.	$5,300.00	Eligible
LG1719-119	Peer Health Development Trust	Community	Towards information technology support, co-ordinator and volunteer expenses , venue hire and youth event facilitation costs.	$7,750.00	Eligible
LG1719-104	Friends of Arataki and Waitakere Ranges Regional Parkland Incorporated(Friends of Arataki)	Community	Towards the “Free Kids Day” event at the Arataki Visitors Centre.	$875.84	Eligible
LG1719-118	Henderson Riding for the Disabled Association Incorporated	Community	Towards administration and compliance costs.	$1,595.00	Eligible
LG1719-109	Konini Primary School	Environment	Towards the purchase and installation of a water tank and pump.	$2,688.00	Eligible
LG1719-115	Royal Forest and Bird Protection Society of New Zealand, Incorporated - Waitakere Branch	Environment	Towards Te Henga Wetland Australasian Bittern Survey 2016.	$1,500.00	Eligible
LG1719-106	Zeal Education Trust	Events	Towards hireage of the Zeal Event Box.	$2,497.00	Eligible
LG1719-111	Keep on keepin on - safer west community trust	Events	Towards the cost of the event, including bouncy castle, merry go round, ferris wheel, stage and sound equipment and advertising.	$3,000.00	Eligible
LG1719-116	Norwest Care Trust	Events	Towards the hireage of the bouncy castle and payment for the petting zoo.	$1,900.00	Eligible
LG1719-112	Titirangi Residents and Ratepayers Association Incorporated	Historic Heritage	Towards the cost of printing information booklets on a self-guided tour of Titirangi historical sites.	$3,000.00	Eligible
LG1719-107	Oratia Air Scout Group	Sport and recreation	Towards the cost of youth leaders.	$3,900.00	Eligible
			Total	$74,005.84

Table Two: Waitakere Ranges Local Grant Multi-board Applications

App ID	Applicant	Project/ activity focus	Project	Requested	Eligibility
LG1605-222	Gecko NZ Trust	Community	Towards Gecko NZ Trust for 'Living Neighbourhood' Hub establishment in the Waitakere Ranges, Henderson-Massey, Rodney and Hibiscus and Bays.	$11,425.00	Eligible
LG1611-245	Auckland Deaf Society Inc.	Community	Towards the purchase of computers and a tablet to deliver a programme to improve Sign Language and deaf awareness in workplaces.	$2,926.00	Eligible
LG1613-213	Diabetes New Zealand Inc. (t/a Diabetes NZ Auckland Branch)	Community	Towards the costs (promotional material, staff, travel, administration and management) to hold a series of up to 14 diabetes awareness expos in seven local board areas between July 2016 and June 2017.	$4,139.00	Eligible
LG1621-202	InterACT 2016!	Community	Towards the InterACT 2016 festival for the cost of the production manager and lighting and sound expenses.	$6,000.00	Eligible
			Total:	$24,490.00

Comments

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

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

5. The Waitākere Ranges Local Board will operate two local grants rounds for this financial year. The first local grant round closed on 5 August 2016.

6. 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.

7. For the 2016/2017 financial year, the Waitākere Ranges Local Board set a total community grants budget of $74,500.

8. Sixteen applications were received for Local Grants Round One, of which four are multi-board applications, with a total requested of $98,495.84.

Consideration

Local board views and implications

9. Local boards are responsible for the decision-making and allocation of local board community grants. The Waitākere Ranges 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.

10. 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, sothey will know what they can do to increase their chances of success next time.”

11. A summary of each local grant application is attached to this report (see Attachment B and C).

Māori impact statement

12. 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. There are no organisations applying in this round that have identified as Maori and 10 have indicated their project targets Maori or Maori outcomes.

Implementation

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

14. Following the Waitākere Ranges Local Board allocating funding for round one local grants, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇩	Waitakere Ranges Grants Programme 2016/2017	55
b ⇩	Waitakere Ranges Local Grant Round One 2016/2017 application summaries	59
c ⇩	Waitakere Ranges Local Grants Round One Multiboard application summaries	97

Authors

Marion Davies - Community Grants Operations Manager

Authorisers

Jennifer Rose - Operations Support Manager

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

Signatories

Waitākere Ranges Local Board

08 September 2016

Community Facilities Maintenance Contracts 2017

File No.: CP2016/17890

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 Waitākere Ranges 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)

· Consis tency 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	117
b ⇩	Attachment Two – Proposed service specifications	119
c ⇩	Attachment Three – Smart procurement principles	127
d ⇩	Attachment Four – Delivery model options for Gulf Islands	131

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Matthew Walker - GM Financial Strategy and Planning

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

Waitākere Ranges Local Board

08 September 2016

Memo 23 August 2016

To: Waitakere Ranges Local Board

cc: Brett Lane, Local Board Advisor

Richard McWha, Manager Sector Engagement and Production, Arts and Culture

From: Philippa Wilkinson, Arts and Culture Advisor (West)

Subject: 35 Arapito Road

Purpose

To provide information on the suitability of 35 Arapito Road for the purpose of a writers’ residency potentially transferring from a Panuku Development Auckland asset to a community lease.

Background:

1. In May 2015 the WTR LB were provided with a Working Paper - Draft Options for the purposes of investigating 35 Arapito Road from which to operate a Writers’ Residency Programme. In that paper, two of the five presented options considered most preferred by the Local Board were to be explored further while three options were excluded.

2. In the working paper the financial implications (CAPEX and OPEX) along with option comparisons were outlined.

3. The five options previously reviewed are:

Option 1 explored further

The property is transferred from Panuku with a Memorandum of Encumbrance to the Going West Trust.

The Going West Trust operates a Writers’ Residency in 35 Arapito Road along the same model as the McCahon House Trust.

Option 2 explored further

The property is retained by Auckland Council.

The Going West Trust obtains a lease to operate a Writers’ Residency in 35 Arapito Road along the same model as the McCahon House Trust residency.

Option 3 excluded

The property is retained by Auckland Council.

Auckland Council administers a Writers’ Residency in the house.

Option 4 excluded

Shadbolt Writers’ Residency independent of 35 Arapito Road – ARC model

Option 5 excluded

Shadbolt Writers’ Award.

4. The Local Board funds a $10k annual Shadbolt Writers’ Award independent of any residency programme.

5. The paper stated that the house would need to be upgraded to attract residency applications to be of a consistent quality to other residencies and that this process, fundraising and upgrade, may delay a writers’ programme exclusively sited at 35 Arapito Road.

6. The board agreed to commission a condition report from Burgess Treep and Knight Architects Ltd. to further understand the baseline scope of works required to make 35 Arapito Road suitable for safe and habitable use as a writers’ residency. (Y14/15 Opex $10,000 Feasibility Study).

7. The summary of the condition report noted that there were insufficient funds allocated to complete an investigation of the onsite Studio due to the need for specialist geo technical advice on the land being required mid project by the structural engineer. The condition report was therefore limited to the main house and not the studio building.

8. The findings of the condition report were provided to the Local Board in May 2016.

9. In short the condition report states that the area currently rented is in a tidy condition however there are urgent requirements to address land retention, moisture control to the lower levels of the house (currently locked up) and structural work on the piling. The report states that immediate work is necessary on the basement area as the risk of further decay could leave to an unacceptable level of airborne fungal spores to the currently inhabited area.

10. Council's plan for future investment in community facilities is set out in the Community Facility Network Plan. This plan was developed over the past three years and was widely consulted on with all local boards and the governing body so its contents were well rehearsed and refined before adoption in the RSP committee. The current financial constraints mean that maintaining the current network as fit-for-purpose is unaffordable and there is a focus on an asset optimisation process while ensuring that Council is planning for Auckland’s projected growth. (That is, the plan is focused on us having the right assets in the right places.)

11. 35 Arapito Road does not meet the local siting requirements for a new asset and its merits lie largely with the ‘retreat’ aspect of the site. The property is not accessible and would not be suitable for visits by or residencies of wheelchair users. Parking is very limited at the site.

12. In the Community Facility Network Plan, and given the recent $22 million capital investment in Lopdell Precinct, no provision gap has been identified in the Waitakere Ranges local board area. There is also no budget in the LTP for supporting the development of a further new arts asset in the Waitakere Ranges, and there is no other available "sources" for non-priority (from a regional network perspective) local community facilities or community-led local activities, other than what the local board can provide through their LDI and discretionary CAPEX funding. The development of 35 Arapito Road therefore would appropriately sit as a local discretionary activity.

Financial Implications and risks of options one and two:

13. The Financial Implications and risks as presented for discussion, May 2015, remain unchanged.

13. The burden of financial cost will lie with the organisation that holds the title to the property. In both options one and two the current revenue generated by Panuku would be lost.

14. If option one was entered into the transfer from Panuku to the Going West Trust would need to be contingent on the residency programme being delivered or the house being renovated to allow this to happen. There are financial implications if Auckland Council gifts the house to the Trust, forgoing income and the Trust in turn uses it as an income generating rental property.

15. When a Memorandum of Encumbrance was entered into with another trust operating under the same model the agreement was purportedly contingent on the trust not needing further support from council. Since amalgamation the subsequent requests for this trust have gradually increased over time. Currently they receive a local board funding agreement and lease support for office space. The same could be expected for the operations of a residency at 35 Arapito Road.

16. CAPEX spend on 35 Arapito Road: 35 Arapito Road is currently a residential rental property in a tidy condition. To attract residency applications and be of a consistent quality to other residencies the house requires an upgrade. The fundraising for such an upgrade may delay a writers’ programme if it was exclusively sited at 35 Arapito Road.

17. OPEX spend on Going West Trust in relation to the Shadbolt Writers’ programme: To date the OPEX grant has been used for things such as a conservation report on 35 Arapito Road and general development costs. It is understood that there is a reserve fund for future operations/ development of the programme. Releasing further money to the Trust should be done contingent on a clear understanding of what community outcomes it will deliver.

Intervention Logic

18. The social history of 35 Arapito Road in relation to Maurice Shadbolt is significant and well documented. A retention and development of the site would be made in the interests in recognising this history and the contribution Maurice Shadbolt made to the literary landscape of New Zealand.

19. Understanding local histories and making connections between significant figures in New Zealand arts sector aids in place-making and local identity.

20. As an artist residency the property has some merits; it is quiet and contemplative but also pretty ordinary and remote. If the social history was not present the house falls significantly short of the merits of McCahon House or the Michael King Writers’ centre.

21. The purchase of 35 Arapito Road by the Waitakere City Council was made with the intention of converting it into a writers’ residency. A desire to fulfil this aspiration has been repeatedly affirmed.

22. Other non-residency based options for a writer programme to recognise Shadbolt have been rejected by the Board so an asset based solution has been progressed in Option one and two.

Next Steps

23. Of the two options explored option two remains the most achievable; delivering a writers’ programme (once building issues are resolved) whilst also retaining the asset and recognising the local history of Maurice Shadbolt.

24. Staff will contract Tattico Limited to further investigate the condition of the property and execute the immediate work required on the basement area (Y15/16 Opex $27,000). The contract will cover the following services:

· Engage a Quantity Surveyor to respond to the Baseline Scope of Works outlined in the condition report provided by Burgess Treep and Knight Architects Ltd.

· Execute remedial work to the basement area to make good as described in the scope of works.

· If budget allows, engage professional services to investigate the work required to preserve the writers’ studio, including a coastal erosion survey.

26. The outcomes of this work will be reported back to the WR Local Board on completion.

Chairperson	Sandra Coney, QSO
Deputy Chairperson	Denise Yates, JP
Members	Neil Henderson
	Greg Presland
	Steve Tollestrup
	Saffron Toms