Agenda of Howick Local Board - 12 December 2016

Howick Local Board

12 December 2016

Auckland Transport Update – December 2016

File No.: CP2016/24088

Purpose

1. Providing an update on transport matters for the information of the Howick Local Board and a register of transport issues in the Howick Local Board area currently being addressed by Auckland Transport’s Elected Member Relationship Manager (South).

Executive summary

2. This report covers matters of specific application and interest to the Howick Local Board and its community; matters of general interest relating to Auckland Transport activities or the transport sector; and Auckland Transport media releases for the information of the Board and community.

3. In particular, this report provides information on:

· the Howick Local Board’s transport capital fund

· New Half Moon Bay ferry pier update

· “Love Being a Local” speed awareness campaign for Pakuranga

· Quarterly report material for July-September 2016

· Schools recognised at Travelwise celebrations

· Child weekend fares.

Recommendation/s

That the Howick Local Board:

a) receive the report entitled ‘Auckland Transport Update – December 2016’ and the attached issues register from Auckland Transport’s Elected Member Relationship Manager (South).

b) endorse the provision of an expanded landside bus turnaround facility as part of the Half Moon Bay ferry pier project, based in concept on the plan shown at Attachment B.

Discussion

Howick Items

A1. Local board transport capital fund (LBTCF)

4. The Howick Local Board’s funding allocation under the LBTCF is $871,903 per annum.

5. The Board’s active projects are included in Table 1 below (NB: ROC = rough order of costs; FEC = firm estimate of cost):

Table 1:

ID#

Project Description

Progress/Current Status

009

Walkway and amenity improvements at Half Moon Bay (HMB) Marina

· Budget of $450,000 approved from LBTCF

· Final cost of $453,576

· Construction is complete, including the late addition of a bronze plaque

· Final costs reported as $453,576.

155

Burswood Business Area enhancements

· Budget of $307,770 approved from LBTCF

· Construction is complete.

· One item remains to pay on the contract, for maintenance of the plants, and also some staff time to process the final claim, asbuilts etc.

· Final costs are likely to be around $296,330.

217

Pigeon Mountain Road metering signals

· FEC estimate of $418,000

· Final cost of $416,017

· On 12-Oct-15, the Board approved construction based on the firm estimate of $418,000.

· Construction is complete.

· The final cost from the LBTCF is $416,017.

272

Bucklands Beach walkway improvements

· ROCs for various sections (as per July 2015 concept plans)

o A-B = $134,000

o B-C = $496,000

o C-D = $57,000

o D-E = $104,000

o E-F = $803,000 or $97,000*

o F-G = $324,000 or $115,000*

o G-H = $97,000

o H-I = $224,000

o I-J = $152,000

o J-K = $93,000

· Total ROC = either $2,484,000 or $1,569,000 with *alternate options

· Cost expended to date from LBTCF = $16,313

· On 14-Jul-14, the Board approved a Little Bucklands Beach walkway project to progress to detailed design and costing stage.

· On 8-Jun-15, the Board resolved to expand the scope of the project to include pedestrian improvements along the length of The Parade.

· On 13-Jul-15, concept plans showing the length of The Parade, itemising proposed pedestrian improvements in various sections and ROCs for each section were presented to the Board.

· Following public consultation, the Board announced it would proceed with providing a pathway between sections C-D.

· On 8-Aug-16 the Board resolved to approve the project for construction utilising funding from Council’s Community Facilities Department’s Greenway and Walkway Development budget. The project will be undertaken by AT.

· Detailed designs will be brought back to the Board prior to public consultation being undertaken.

396

Half Moon Bay (HMB) new ferry pier project

· Up to $2.5m originally allocated towards the initial project cost of $4.3m

· Revised project cost of $5.9m

· LBTCF contribution now $2.1m in total

· On 13-Oct-14, the Board allocated up to $2.5m towards a new $4.3m ferry facility at HMB.

· On 13-Jun-16 the total LBTCF contribution of $2.1m required towards the increased project budget of $5.9m was noted by Board resolution.

· A progress update is included at item A2 below.

6. The Howick Local Board’s transport capital fund to date is summarised below:

Howick Local Board transport capital fund summary:

Previous funding available ($871,903 p.a. across 5 FYs – 2012/13 to 2016/17)	$4,359,515
Final costs reported for completed projects (3x driver feedback signs; Ti Rakau & Cockle Bay bus shelters; Pedestrian improvements at Meadowlands/Whitford/Millhouse; Crooks Road streetscape improvements; The Parade footpath; Highland Park Adshel double bus shelter; Point View Drive footpath; East Tamaki streetlighting upgrade; Chapel Road pedestrian signals; HMB walkway/amenity improvements; Pigeon Mountain Road metering signals)	-1,927,153
Firm estimates for projects given construction approval (Burswood Business Area enhancements)	-307,770
LBTCF funding towards Half Moon Bay new ferry pier project	-2,100,000
LBTCF funding expended to date on Bucklands Beach walkway improvements	-16,313
*New 2017/18 to 2019/20 funding now accessible*	*+$2,615,709*
Total funding now available	$2,623,988

A2. New Half Moon Bay ferry pier update

7. Auckland Transport awarded the project contract to Downer Construction. Piling work began in June 2016 and is now complete, and eight swing moorings have also been relocated.

8. The pontoon has now been installed on site and marine piling works are underway. The canopy has been installed across 75% of the wharf and 50% of the roof is now in place. The wharf structure, roofing and glassing is due for completion by mid-December. The gangway (linking the wharf and pontoon) is due to be installed by the first weekend in December.

9. Detailed design for the landside works has been produced and issued to the contractor for pricing – as per Attachment A. However, as further funding has now become available, Auckland Transport has proposed a scope increase for the landside works to implement a larger facility to accommodate three bus stops on the south side of the road – similar in concept to the plan shown at Attachment B.

10. Broadly speaking, the main features of the expanded proposal would be:

· allows for three buses to lay down and drop off simultaneously

· relocates the bus canopies to the south side where the cliff provides additional shelter

· allows an area for buses to pull into, out of the way of any traffic heading to Waiheke

· provides kiss-and-ride drop off points for the general public

· requires the relocation/removal of a pohutukawa tree (unprotected)

· requires the removal of some car parking spaces on the south side of Ara-Tai.

11. Auckland Transport presented the two plans at Attachments A and B at a Howick Local Board workshop on 24 November and seeks the Board’s formal endorsement of the expanded proposal before proceeding with further design work. Auckland Transport does not seek any increased funding commitment from the Howick Local Board to implement the expanded landside works proposed. A draft resolution is provided for the Board’s consideration.

12. Illustrative panels have been identified for inclusion as artwork/cultural reflectance opportunities. An artist has been appointed and is working on design concepts.

13. Mana Whenua engagement continues with regard to other cultural narrative opportunities.

14. The overall project is progressing with completion of the wharf and ferry facility now scheduled for January 2017. The bus turning area timelines will need to be confirmed once the designs are approved.

15. The remaining high level programme for Half Moon Bay new ferry pier project is:

· Wharf and Pontoon – completion January 2017

· Landside works – Resource consent to be submitted before Christmas with completion mid next year (tbc)

· Relocation of ferry service – to be confirmed.

16. A photo update on progress of the Half Moon Bay new ferry pier project is included below.

Progress continues on Half Moon Bay new ferry pier (photo taken 28 November)

A3. “Love Being a Local” speed awareness campaign for Pakuranga

Pakuranga’s “Love Being a Local” speed awareness campaign

17. One of the tasks of Auckland Transport’s Community Transport team is to create initiatives that contribute to positive travel behaviour change in Auckland. One of those initiatives is the “Love Being a Local” speed awareness campaign, which focuses on leading local identities or groups encouraging other locals to slow down.

18. The Pakuranga area has been chosen for the latest campaign based on Police statistics for speed related deaths and serious injuries, which show a pocket of serious injury crashes in the area. The Pakuranga campaign will be based around the Pakuranga United Rugby Club, and junior players will be used as faces of the campaign to remind people travelling in the Pakuranga area to keep to the speed limit.

19. Auckland Transport will be launching the Pakuranga “Love Being a Local” campaign at the Lloyd Elsmore Leisure Centre’s fitness open day on Saturday 3 December, and engage with Pakuranga locals to raise awareness around speed issues in the area. Auckland Transport also plans to attend a training night at the Pakuranga United Rugby Club on 7 December, where an estimated 200-300 children will be at training, and engage with the many parents and families involved.

20. For the campaign, three billboard sites have also been selected on the Pakuranga Highway, Cascades Road and Aviemore Drive. A billboard example is included above.

A4. Traffic Control Committee (TCC) report

21. Decisions of the TCC during the months of September-November 2016 affecting the Howick Local Board area are shown on the list at Attachment C.

A5. Quarterly Report for July-September 2016 quarter

22. As previously advised in July 2016, Quarterly Report material is now being incorporated into monthly reports when available. The following reports are attached to this monthly report:

· Attachment D – report from Auckland Transport departments on their activities in the Howick Local Board area and regionally over the last quarter

· Attachment E – report on Travelwise Schools activities in the Howick Local Board area over the last quarter.

General Information Items

B1. Schools recognised at Travelwise celebrations

23. At a celebration held at Queens Wharf on 9 November, hundreds of children were recognised for their involvement in Auckland Transport’s Travelwise programme.

24. Auckland Mayor Phil Goff congratulated the children, parents and teachers for their work in making it safer and easier to walk or cycle to school.

25. Travelwise is an Auckland Transport programme working with local communities and partners including NZTA, Auckland Council and NZ Police to promote and encourage walking and cycling instead of using private vehicle trips to and from school. The objective is to improve safety and reduce traffic congestion.

26. To achieve this, Auckland Transport works with Travelwise schools on various initiatives like organising walking school buses, holding safety workshops, and implementing changes in the road corridor to improve safety.

27. At the celebrations, schools were awarded gold, silver or bronze status based on their level of engagement and commitment to the Travelwise curriculum. Of the 300 Auckland schools in the Travelwise programme, 62 were awarded gold status, 73 were awarded silver status and 96 were awarded bronze status.

28. Schools from the Howick Local Board area to receive awards were:

School	Award received
Elm Park School	Bronze
Ormiston Primary	Bronze
Pakuranga Heights School	Bronze

Bucklands Beach Primary School	Silver
Howick Intermediate	Silver
Howick Primary School	Silver
Macleans Primary School	Silver
Point View School	Silver
Somerville Intermediate School	Silver
Willowbank School	Silver

Baverstock Oaks School	Gold
Botany Downs School	Gold
Elim Christian College	Gold
Mission Heights Junior College	Gold
Mission Heights Primary School	Gold
Star of the Sea School	Gold

B2. Child weekend fares

29. Auckland Transport now has 99 cent weekend fares for children aged 5 to 15 travelling on an AT HOP card.

30. The 99 cent fare covers travel on buses and trains on weekends and during public holidays. To qualify for this fare, parents need to load a child concession on the AT HOP card and it needs to be registered.

31. Up to five bus or train trips can be made over a four-hour period with up to 30 minutes between each trip.

32. To find out more about Child Weekend Fares, visit www.AT.govt.nz/childweekendfares

B3. New speed management guide

33. On 10 November, Associate Transport Minister Craig Foss announced the release of a new Speed Management Guide that will modernise New Zealand’s approach to managing speed. The Speed Management Guide combines a wide range of information to help councils, the NZTA and other road controlling authorities decide where and when to make safety improvements or changes to speed limits. Changes made under the Guide may include altering road design, lowering speed limits, or in certain circumstances, raising them.

34. The Speed Management Guide will replace the speed setting guidance in the Land Transport Rule: Setting of Speed Limits 2003. Consultation on the changes will begin in early 2017.

35. In response to the proposed changes, Auckland Transport will be developing an Auckland Speed Management Plan until at least mid-2017, including consultation with local boards.

36. For more information on the new Speed Management Guide visit: http://www.transport.govt.nz/land/safety

B4. Motorcyle month

37. Motorcycle Month kicked off with Auckland Transport’s Motorcycle and Scooter Breakfast at the Auckland Fish Market on 19 November.

38. Crash data shows there were 113 death and serious injury (DSI) casualties from motorcycle crashes in Auckland for 2015. This was an 18% increase over 2014 and amounts to around 1 in 5 of all serious injury crashes in Auckland.

39. Auckland Transport is therefore working alongside Road Safety partners NZTA, ACC, the Motorcycle Advisory Council and NZ Police to support the new Motorcycle Safety Strategy, which aims to lower the number of motorcycle crashes and improve rider safety.

40. Over the summer there will be education checkpoints, high risk enforcement, training courses, promotions at rider events and a supporting media campaign. The aim is to encourage riders and drivers to be more vigilant and aware of each other.

41. Police will also be busy this summer working to increase motorbike safety – encouraging motorcyclists to drive smarter, recognise the limitations of their bikes, and be mindful of their vulnerability on a motorcycle.

B5. Chip sealing season now underway

42. Roads require periodic resurfacing (resealing) to keep the sealed surface waterproof and maintain good skid resistance. The bitumen in the surfacing oxidises over time causing it to become brittle and either crack, unravel or lose stone chip. Similarly, the stone chip can become polished and/or the road surface flushed, resulting in a loss of skid resistance over time.

43. If resurfacing is carried out at the right time then the surface remains waterproof, skid resistance is maintained and surface water does not penetrate the road pavement. Road resurfacing can be considered in much the same light as repainting a house – if it is left too long and water penetrates the surface, then much costlier repairs are required.

44. Roads are resurfaced using either a chip seal or a thin asphaltic concrete surfacing (AC or hotmix). Generally, chip seals have a life of 8-12 years while hotmix can be expected to last 10-14 years.

45. Chip seals are the most cost-effective method of resurfacing and in many situations are the only method that can practicably be used to restore the road surface to a suitable condition. Hotmix is generally only used on high trafficked roads (those carrying more than 10,000 vehicles per day) or in high stress turning areas such as at intersections or cul-de-sac heads.

46. Chip seals cost in the order of $4-8 per square metre while hotmix costs $20-30 per square metre depending on the type of mix used. Approximately 80% of the resealing carried out annually will be chip seals.

47. Chip Seals can be either single coat or two coat seals, though in most cases two coat seals are used as they are more resistant to turning stresses.

48. Prior to resurfacing, pre-seal repairs such as digouts, crack sealing and surface levelling are undertaken. There is also considerable effort made to coordinate the resurfacing works with other planned renewal and improvement works in the road corridor (both road and utility related) so as to ‘dig once’.

49. Each resurfacing site is subject to a specific seal design. The choice of surfacing and chip size used is dependent on factors such as the traffic volumes and loading, the existing surface texture and pavement strength, turning stresses etc.

50. Many resurfacing complaints arise when an aging hotmix surface is resurfaced with chip seal when the previous surface has reached the end of its service life. In residential neighbourhoods, hotmix surfaces are usually installed by developers at the time of subdivision and resurfacing in chip seal is often not welcomed by local residents. The need to periodically resurface the road to avoid water ingress into the road pavement is often not understood by local residents who consider the rougher chip seal surface to be inferior to that of the smoother hotmix.

51. Chip seals can also continue to shed excess chip for several months following resurfacing, which can be a nuisance for local residents and can create the mistaken impression that the new chip seal surface is defective. Following resurfacing, new chip seals and particularly two-coat seals can require 4-5 sweeps to remove excess chip from the surface.

52. It is also usual for the bitumen to soften during warm weather for several years following application until such time as the kerosene fully evaporates from the bitumen. At this time, it will be susceptible to scuffing from turning vehicles. These areas can be treated with the application of fresh chip.

Media Items

C1. A new Otahuhu Station

53. Auckland’s newest transport centre at Otahuhu Station was opened on Saturday 29 October.

54. A community day was held at the station as Transport Minister Simon Bridges opened the new building along with Auckland Mayor Phil Goff and Auckland Transport chairman Dr Lester Levy.

55. Completing the construction of the new station is a major milestone for Auckland Transport with the $28 million project being funded by Auckland Council and the New Zealand Transport Agency.

56. The station is pivotal to the new transport network in south Auckland, which sees frequent bus services on key routes running at least every 15 minutes, 7am to 7pm, seven days a week. The buses deliver commuters to stations like Otahuhu to continue their trip by train or on another bus.

57. Public transport patronage at Otahuhu Station had increased by 9% in the past 12 months with a total of 117,000 passengers using the station to board trains in the year to August.

58. The old Otahuhu Train Station was hidden behind a shipping container yard with poor access. The design of the new station reflects the history of the area and the site’s importance to local mana whenua as a historic portage for waka. Maori art and design is integrated throughout the station site with three key artworks integrated within the building.

59. Benefits of the new Otahuhu Station include:

· A high-quality, modern facility, with architecture reflecting local and historical narratives

· Better connectivity between bus and rail networks

· Covered bus platforms for passengers moving between bus and train services

· Improved facilities and access for cyclists and pedestrians

· Clear, safe separation of buses, trains, pedestrians, cyclists and other vehicles.

60. On 28 November it was separately announced that there has been a significant jump in the number of passengers boarding trains at Otahuhu since the opening of the new station and introduction of new bus services in south Auckland on 30 October. Immediately before the opening there was an average of 540 passengers getting on trains at Otahuhu on a weekday, but now there is an average of 1045 passengers boarding each business day.

61. For more information on Otahuhu Station, visit at.govt.nz/otahuhustation

C2. Southern New Network swings into action

62. One of the biggest changes in Auckland’s bus and train operations swung into action in South Auckland on Sunday 30 October with the launch of the southern New Network. A change of this scale has not been seen in Auckland before and it has been a massive effort.

63. The first trip of the day was the 380 Airporter bus scheduled at 4.40am, from Manukau to Onehunga. It is one of 39 new bus routes across South Auckland, Pukekohe and Waiuku.

64. A key feature of the changes is the introduction of three frequent bus routes which operate on key routes at least every 15 minutes, 7am to 7pm, 7 days a week.

65. Some teething problems were expected and Auckland Transport ambassadors and staff were at key bus stops and interchanges helping people with their new journeys over the first week of the new services.

66. Informing customers of the changes and getting them ready for day one has meant a busy few months for Auckland Transport. The public campaign included delivering an information pack and bus timetables to 119,000 letterboxes, holding 20 information events helping customers plan their journeys and posters at about 500 bus stops reaching 93% of passenger boardings.

67. Implementation of the New Network for other areas of Auckland will follow in phases.

68. For more information on the New Network visit https://at.govt.nz/projects-roadworks/new-public-transport-network/new-network-for-south-auckland/

C3. Dutch cycling experts visit Auckland

69. International cycling experts from the Dutch Cycling Embassy have given Auckland’s growing cycle network the seal of approval – particularly the pink Lightpath and the waterfront route.

70. The Embassy is a not-for-profit network of organisations, committed to promoting cycling throughout the world. While in Auckland in early November, the Embassy gave a presentation to a packed audience, held a workshop with Auckland Transport staff and went on a bike ride with three Auckland councillors.

71. The director of the Dutch Cycling Embassy said that before the Netherlands built its extensive cycle infrastructure, the country was a dangerous place to ride. But following the oil crisis more people started cycling and demanded better infrastructure. While the country made some mistakes in building that infrastructure, it means others can learn from those mistakes. The Embassy is very happy to review and give feedback on Auckland Transport cycling proposals sent to them.

72. It was also announced on 21 November that Auckland’s pink Lightpath (Te Ara I Whiti) was the winner of the transport category at the World Architecture Festival annual awards in Berlin. The pink Lightpath, which was built by connecting a new bridge to the unused Nelson Street motorway off-ramp, beat projects in Sweden, Chicago, Denmark and Taiwan to take out the ‘Transport – Completed Building’ category.

C4. Foundation work begins on the Manukau bus station canopy

73. On the week beginning 15 November, Auckland Transport and NZ Strong started work on the foundations for the canopy that will cover the pedestrian crossing between the Manukau Train Station/MIT building and the new Manukau Bus Station.

74. The foundation work is expected to be completed by the middle of 2017. As part of the work a new sewer main is also being installed.

75. The $35 million project is being delivered by Auckland Transport and is funded by Auckland Council and the Government through the NZTA. The bus station is expected to open in the second quarter of 2018.

76. For more information, visit at.govt.nz/manukaustation

C5. Pontoon floated to new Half Moon Bay ferry pier

77. Construction work on the Half Moon Bay ferry pier reached a milestone on 7 November with Auckland Transport floating in the new pontoon.

78. The pontoon was built at Westhaven and floated to Half Moon Bay. It closely matches the design of the existing Hobsonville Point wharf.

79. Project manager Greg McNeil said it took about four hours to move the pontoon from Westhaven to Half Moon Bay. “The unit doesn’t move at high speeds. The weather didn’t play out too great, it was a bit choppy and windy but they’ve had a great run and got it in on time.

80. “The new pier will make a huge difference, we’re increasing the numbers of ferries and the number of buses and this brings it all together and it will provide that extra level of service to get people from Half Moon Bay into the city.”

81. The $5.9 million project is being delivered by Auckland Transport in partnership with the Howick Local Board and the Government through the NZTA. The new ferry pier is expected to open in early 2017.

For more information visit at.govt.nz/projects-roadworks/half-moon-bay-ferry-pier

The new pontoon for Half Moon Bay being floated in on 7 November 2016

Issues Register

82. The regular monthly issues register is Attachment F to this report.

Consideration

Local Board Views

83. The Howick Local Board’s views will be incorporated during consultation on any proposed schemes.

Implementation Issues

84. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

No.	Title	Page
a ⇩	Current plan for landside works/bus turnaround area, Half Moon Bay ferry pier project	25
b ⇩	Concept plan of potential extended landside works/bus interchange area, Half Moon Bay ferry pier project	27
c ⇩	Traffic Control Committee decisions affecting the Howick Local Board area for September-November 2016	29
d ⇩	Auckland Transport activities in the Howick Local Board area and regionally for the July-September 2016 quarter	31
e ⇩	Travelwise Schools activities in the Howick Local Board area for the July-September 2016 quarter	47
f ⇩	Issues Register – Howick Local Board – December 2016	49

Signatories

Authors

Jenni Wild - Elected Member Relationship Manager (South), Auckland Transport

Authorisers

Jonathan Anyon - Manager Elected Member Relationship Unit, Auckland Transport

Debra Langton – Acting Relationship Manager

Howick Local Board

12 December 2016

Grant of new community lease for Stancombe Cottage, 160 Murphys Road, Flat Bush

File No.: CP2016/22964

Purpose

1. This report seeks approval from the Howick Local Board of a preferred candidate for the community lease of Stancombe Cottage and to grant a new lease over the building.

Executive summary

2. Stancombe Cottage is a historic single-storey building dating from 1875 and was originally built as part of the Baverstock Road School (later called East Tāmaki School). In 1893 the original school was joined onto John Stancombe’s farm cottage when the remaining part of the school was moved to become Flat Bush School. The school site became part of the grounds of the International Buddhist Trust of New Zealand property on the corner of Stancombe and Chapel roads. In 2012 the cottage was relocated to its current site on Murphy’s Road Reserve. The building has been refurbished and is available as a community lease property to a group that services the local community.

3. The cottage has two offices and three small ‘meeting’ rooms, a very small kitchenette and single disabled-access toilet. A site plan of the building is attached (Attachment A).

4. Stancombe Cottage is located on Murphy’s Bush Reserve at 160R Murphys Road, Flat Bush upon land held in fee simple by Auckland Council as a classified recreation reserve and subject to the Reserves Act 1977. Under Section 73(3) of the Reserves Act 1977, the community lease for this property would need to be publicly notified and iwi consultation undertaken.

5. A total of four community groups applied for the lease. The groups were considered by council staff from community facilities and property operations for assessment against the following criteria:

· Eligibility, legal identity, primary purpose, open membership

· History and financial viability

· Best fit with the building configuration and size; extent and type of use; collaborative initiatives

· Alignment of programmes and services with the Howick Local Board Plan and the Auckland Plan

6. It is assessed that each of the groups would be a suitable tenant for the building and that each brings its own strengths and meets different needs. This report recommends that the Korean Positive Ageing Charitable Trust is the preferred candidate as they would fit well with the building and have an identified need for a stable base. It is recommended the Howick Local Board approves a new community lease for Stancombe Cottage for a period of five years with one further five-year right of renewal. A community outcomes plan will be negotiated with the lessee, approved by the local board community facilities portfolio holder, and attached to the lease document.

Recommendation/s

That the Howick Local Board:

a) Grants a new community lease to the Korean Positive Ageing Charitable Trust to tenant Stancombe Cottage, located on Murphys Bush Reserve, 160R Murphys Road, Flat Bush on the following terms and conditions:

i) Term - 5 years commencing 1 January 2017 with one 5-year right of renewal

ii) Rent - $1.00 per annum (plus GST), if requested

iii) A subsidised maintenance fee of $250.00 per annum (+ GST)

iv) A community outcomes plan to be approved by a nominated member of the Howick Local Board and attached as a schedule to the lease document

v) Other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines 2012.

b) Notes that public notification of the new lease is required by section 73 (3) of the Reserves Act 1977.

c) Nominates a hearings panel to consider any submissions received following the public notification process and make a decision.

d) Support a recommendation to the relevant council committee (at the appropriate time) that a portion Murphys Bush Reserve 160R Murphys Road, Flat Bush of approximately 100m² being Part Lot 1 DP 69592 and marked “B” on SO 55031, comprising 2.1480 hectares and contained in CIR 632525 shown in Attachment A; be reclassified from Recreation Reserve to Local Purpose (Community Buildings) Reserve subject to Section 61 of the Reserves Act 1977.

Comments

7. Following the relocation of Stancombe Cottage from the property of the Buddhist Temple in Stancombe Road, Flat Bush to land within the Murphy’s Bush Reserve and the refurbishment of the building, the lease vacancy for the property was advertised in the Manukau Courier, the council website and through networks. Applicants on the Auckland Council community lease waiting list were also canvassed. The facility was open for viewing by interested applicants on 18 and 19 February 2016. Applications closed on 9 March 2016.

8. Four community groups applied for a lease over the facility. The groups were:

i. Joy to the Nations Trust

ii. Korean Positive Ageing Charitable Trust

iii. Zion Ministries Trust (Breakfast Club)

iv. Zoroastrian Community Trust NZ

9. All four applications were considered by council staff from community facilities and property operations for assessment against the following criteria:

· Eligibility, legal identity, primary purpose, open membership

· History and financial viability

· Best fit with the building configuration and size; extent and type of community use, collaborative initiatives

· Need for the services provided in the area, services of complementary nature to those already in place

· Ability of the group to manage the rooms as community space able to be used by a wider range of people

· Alignment of programmes and services with the Howick Local Board Plan and the Auckland Plan.

10. The applicant groups:

i. Joy to the Nations Trust

Joy to the Nations Trust was first incorporated as a charitable trust in November 1996 and registered with the Charities Services in May 2008.

The Trust is a Christian, religious-based organisation that together with teaching and modelling the Word of God, (the Old and New Testament Scriptures) also runs two OSCAR (Out of School Care and Recreation) programmes at Mission Heights Primary School (for 70 students) and Ormiston Primary School (with 35 children attending each afternoon). The group also holds a number of community events each year for the local communities (i.e. Easter egg hunt, Mission Heights Primary School girls’ and boys’ events, a Carnival of Colour and together with Ormiston Community Vision, Christmas in the Courtyard at Botany Town Centre).

The Trust currently operates from premises in Flat Bush and employs three full-time, 11 part time staff (working a total of 215 hours per week) and eight part-time volunteers (working a total of 20 hours each week). The group currently has 130 members, aged from pre-schoolers to older adults.

If successful Joy to the Nations Trust would use Stancombe Cottage during the week to provide SPACE (Supporting Parents Alongside Children’s Education) programmes – three times per week; new mothers’ support groups in conjunction with toddlers’ play groups – two sessions each week; knit-and-natter groups for mature women; ESOL groups each afternoon; workshops each evening with youth events each Friday evening. Saturdays would be health and fitness programme events (partnering with Faith City Trust); with periodic special events being held on Sundays.

The trust is happy to share the cottage with other organisations.

The Community Occupancy Guidelines 2012 suggest that “groups where religious worship … is the primary purpose” be excluded from consideration for a community occupancy agreement. The aims and objects contained in the group’s Deed of Trust lists their primary purposes as religious ministry although their application indicates the building would be used as a base for their community services and programmes that includes the Supporting Parents Alongside Children’s Education (SPACE) programme, new mums support groups, toddlers play groups, pre-marriage, marriage and parenting courses, ‘knot and natter’ groups, English as a second language groups, health and fitness and youth events.

ii. Korean Positive Ageing Community Trust

The Korean Positive Ageing Community Trust became incorporated as a charitable trust in June 2012 and registered with the Charities Services in October 2012. The Trust’s stated purposes are to deliver culturally appropriate, community-based support services for older people of Korean origin; to promote health awareness and positive ageing for older people and their families; to provide quality information and education to assist older Korean people and their families to settle well in New Zealand; to created opportunities for older people to participate in social, cultural, educational and physical activities with younger generations through contributing their life-skills and wisdom to New Zealand society; to advocate and work in collaboration with local communities towards the needs of Korean older people, to facilitate them to enhance Korean community strengths; and to help empower Korean people to achieve their true potential that enables them to contribute to New Zealand society.

The Trust has operated their programmes from community premises they hire on a weekly basis in Papatoetoe, Otara and Mangere. This is difficult as they cannot establish a firm location, find storage for their art equipment or build their programme to the extent that they would like to. They are committed to finding a more permanent base and to increase the reach of their programmes to people in need.

If successful, the trust would use Stancombe Cottage as an office base during the day for the manager and propose to employ a social worker and community support workers, who will work from the cottage. They also plan to use the premises as a meeting place for the board and volunteers and community classes during the evenings. They are also happy share the facility with other users on a permanent or casual basis. They also propose to work with the community group that manages the Flat Bush Old School Hall, hire facility when they need a larger space for programmes and events.

It is assessed that the Korean Positive Ageing Community Trust provides a service in keeping with the community service focus for the building and is a group in need of a more permanent base which will give them the stability to enable them to expand the services they provide to the local community. The group has expressed a willingness to work with the neighbouring Flat Bush Community Group Incorporated who manage bookings of the historical Flat Bush School Hall.

iii. Zion Ministries Trust

Zion Ministries Trust became incorporated as a charitable trust and registered with the Charities Services in August 2010. The Trust’s primary purpose is the promotion of the gospel of Jesus Christ and the Christian message; the provision of education in Christian theology, specifically on a Hebraic understanding of the Bible to youth adults, leaders, teachers, and other interested parties in order to facilitate a deeper understanding of the scriptures, Hebraic mind-set and various insights into the Bible; and to provide support to the community in areas of social welfare, spiritual and practical support and life-skills training.

The application to lease Stancombe Cottage is made on behalf of the community arm of the Trust – the Breakfast Club which is a community-based organisation meeting the needs of the poor, disadvantaged, distressed and those in need in the areas of mental, emotional and physical well-being.

• Providing breakfasts and lunches to students in decile one schools.

• Operating food banks, supplying food hampers to families in need and also supplying food to other Auckland food banks.

• School sports academies, sports retreats, sourcing coaching sessions for students in need.

• Arranging visits to the Breakers, Warriors, Eden Park, Silver Ferns, and Les Mills gyms for students in low decile schools.

• Providing for students at St Kentigern College on sports scholarships.

• Sourcing furniture, white-wear, clothing, toys, shoes and other practical items for families in need.

• Working with other like-minded people and organisations to facilitate individual and community growth, providing services and benefits to communities in need.

• In conjunction with Breakthrough Wellness Centre, Family Works and Life Impact Strategies, developing community support programmes and workshops.

The Trust currently operates groups from the private home-garage of one of the trustees, with meetings held in the home. They are looking for a leased space from which they can run their work in the community.

If successful the Zion Ministries Trust – Breakfast Club would use Stancombe Cottage Offices and base for Breakfast Club activities:

· The three offices would be used by the volunteer co-ordinator, Breakfast Club director, and separate counselling/consulting room, along with staff dining room.

· A location for regular meetings with various sponsors from the area.

· Volunteer gatherings and meetings.

· In conjunction with Breakthrough Wellness Centre, Family Works Northern and Manukau Police community small group training and workshops as required will be developed such as:

· Programmes to assist with depression

· Emotional Intelligence workshops

· Workshops that help build strong families that learn, grow and thrive

· Workshops to help victims of domestic violence

· Others as they are developed

· The venue is a discreet place to meet for those who are in need of special help, for example people caught in domestic violence situations.

· Surrounding grassed area for Breakfast Club community events and BBQ's

The Community Occupancy Guidelines 2012 suggest that “groups where religious worship … is the primary purpose” be excluded from consideration for a community occupancy agreement. The aims and objects contained in the group’s Deed of Trust lists their primary purposes as religious ministry; although their application indicates the building would be used as an office base for their breakfast club and for small group workshops, meetings, training sessions, family counselling and community help services.

iv. Zoroastrian Community Trust of New Zealand

Zoroastrian Community Trust of New Zealand registered with the Charities Services in November 2007, the group is not an incorporated society or charitable trust registered with the New Zealand Companies Office. The Trust’s primary purpose is the advancement of Zoroastrian culture, religion and purposes beneficial to the Zoroastrian community in New Zealand. Only Parsee and Iranian Zoroastrians are able to belong to the organisation. Parsee Zoroastrians are people descended from Persian Zoroastrians who emigrated to the Indian subcontinent sometime between the 8^th and 10^th century to escape religious persecution and Iranian Zoroastrians are those who have lived in Iran, or are the descendants of people who have emigrated from Iran to other countries, and are professing the Zoroastrian religion.

The guidelines also indicate that groups should be registered with the New Zealand Companies Office as an incorporated society of charitable trust. The group is not registered in this way, although they are registered with the Charities Services, which does confer legal status.

11. Application assessment

All the applications received were assessed against the criteria contained in the Community Occupancy Guidelines 2012. Officers scored the information provided in the applications as below:

Stancombe Cottage, Cranford Drive, Flat Bush
	Maximum Score	Joy to the Nations	Korean Positive Ageing	Zion Ministries (Breakfast Club)	Zoroastrian Community
Eligibility
Volunteer/non profit	5	4	4	4	2
Open membership/users	5	4	4	4	1
Group Details
Financial stability - accounts, funding	5	5	4	3	3
Best Fit
Use of space	5	2	5	3	1
Purpose
Suitable primary purpose	5	1	4	1	1
Alignment with Howick Local Board Plan	5	1	4	2	1
Alignment with Auckland Plan	5	4	4	1	1
	35	21	29	18	10

12. The purpose or aims and objectives contained in the deeds of trust of three of the four groups that applied for the lease have religious worship as their primary reason for establishment. Although the building would not be used for worship, the Community Occupancy Guidelines 2012 excludes consideration for a community occupancy agreement to groups where religious worship is the primary purpose.

The property

13. Stancombe Cottage is a historical single-storey building that was originally. It has two or three offices, two small meeting rooms a very small kitchen and single disabled toilet.

14. Stancombe Cottage is located on Murphys Bush Reserve at 160R Murphys Road, Flat Bush upon land described as Part Lot 1 DP 69592 and marked “B” on SO 55031, comprising 2.1480 hectares and contained in CIR 632525.

15. The land is held as a classified recreation reserve under the Reserves Act 1977. The building and activity do not align with this classification. To enable the provision of community services from the cottage it is requested the board grant a lease for the building under Section 73(3) of the Reserves Act 1977. This will enable the tenant to provide services to the local community. The board is asked to support the reclassification of the land to Local Purpose (Community Buildings) reserve to more permanently accommodate the proposed activity.

16. Public notification of the proposal to issue a lease is required and will provide the public and iwi the opportunity to provide input. If public notification results in no objections, an agreement to lease, under Section 73(3) of the Reserves Act 1977, can be issued. If submissions against the proposal are received, the board is requested to nominate a hearings panel to deal with these submissions.

Lease term and costs

17. This report recommends that the Howick Local Board approves a new lessee for Stancombe Cottage and grants a lease for a period of five years with one further five-year right of renewal. This is the recommended term for a community group occupying a council-owned building. A community outcomes plan will be negotiated with the lessee, approved by the local board community facilities portfolio holder and attached to the lease document. This report recommends that Korean Positive Ageing Charitable Trust is the preferred candidate following assessment against criteria stated in the Community Occupancy Guidelines 2012.

18. In accordance with the Auckland Council Community Occupancy Guidelines 2012 the recommended rent is $1.00 (+ GST) per annum, if requested. As this is an exclusive use premise there is an annual maintenance fee based on the square metre measurement of the leased space. This covers building insurance, compliance costs (Building Warrant of Fitness, Health and Safety in Employment Act, fire and egress codes and maintenance provided by council as outlined in the terms of the occupancy agreement. The building is comprised of approximately 95.85 m² and the annual fee for building of less than 100 m² is $250.00.

Consideration

Local board views and implications

19. The recommendations within this report fall within the local board’s allocated authority relating to local, recreation, sports and community facilities.

20. The applications were discussed at a local board portfolio holders’ meeting on 24 May2016 and at the local board’s workshop of 10 November 2016.

21. The recommendations contained in this report do not trigger the Auckland Council Significance Policy.

Māori impact statement

22. The local board’s support of community leases ensures benefits to the local community, which includes Māori. Consultation on the proposed new lease will be held with local iwi alongside the public notification process.

Implementation

23. The cost of public notification, hearings panel (if required), iwi consultation and lease execution will be met by council.

Attachments

No.	Title	Page
a ⇩	Site Paln - Stancombe Cottage	63

Signatories

Authors

Jenny Young - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Debra Langton – Acting Relationship Manager

Howick Local Board

12 December 2016

Approval of temporary community lease - 115 Picton Street, Howick

File No.: CP2016/23095

Purpose

1. To seek approval for a short-term lease with Frith Jenkins for the former Save the Children premises at 115 Picton Street, Howick.

Executive summary

2. The lease to Save the Children New Zealand was surrendered early this year and the room at 115 Picton Street, Howick is currently vacant and available for leasing.

3. A local business owner, Frith Jenkins, and fellow mosaic artist, Toni Mason, have approached the council requesting use of the room for six months to enable them to complete repairs to two of the existing Howick mosaic murals in Moore Street, and to create new pieces. Members of the community will be able to come and view the works in progress on site.

4. The room is scheduled to be repainted before a new tenant is installed. The repainting can be delayed until July 2017.

5. The Howick Local Board has decided not to proceed with the Expression of Interest (EoI) process because of the proposed short term lease but has requested that the EoI process is to commence during the first half of 2017 to ensure that a new permanent tenant is ready to take possession of the room once the proposed temporary lease has expired and the room is repainted.

Recommendation/s

That the Howick Local Board:

a) Approve a short-term lease to Frith Jenkins for the property at 115 Picton Street, Howick (coloured red in Attachment A) on the following terms and conditions:

· term: Six months commencing 15 December 2016 and terminating on 14 June 2017

· extensions: None

· price: One dollar ($1.00) plus GST, if demanded

· maintenance fee: based on twenty five dollars ($25.00) per square meter per annum

· the Lessee agrees and understands that due to the surrounding circumstances in granting the lease, the lease will not be renewed and the Lessee will vacate the room on or before the expiration date.

Comments

Land Background

6. The room is Part Lots 2 and 3 DP 31428 with a combined area of 1356 m² - NA15C/258 and 259. The land is held in fee simple by Auckland Council under the Local Government Act 2002.

7. The property was previously leased by Save the Children New Zealand. They surrendered the lease earlier this year. The room is scheduled for repainting before the next permanent tenant takes possession. The operational management and maintenance team have indicated that painting can be delayed until July 2017, if this tenancy is approved.

The Project

8. Frith Jenkins is a local business owner and mosaic artist who, together with Toni Mason have been commissioned by the Howick Village Business Association to repair and replace two mosaics representing historical scenes of Howick's Fencible history. Parts of one of these mosaics are falling off and causing a threat to public safety and the other artwork also needs dismantling and replacing as it is now in poor condition. Both mosaics were installed many years ago.

9. Frith and Toni are currently working on the mural repairs. They have observed the vacant room at 115 Picton Street and have approached the council with a view to leasing the space for up to six months to give them space to work on the murals. By basing themselves in the centre of Howick they are making their community project open to the community to come and view the works in progress.

10. The mosaic artists have agreed to ensure that the carpet is covered during their tenure and will ensure that it is not damaged by their work.

Lease Process

11. It is proposed that the Expression of Interest process is undertaken during the first half of 2017, with the local board deciding on the new permanent tenant before the end of June. This will mean the new group is ready to take possession of the room once this proposed temporary lease has expired and the room is repainted. The room will still be available for prospective tenants to view (at a time to be agreed) during the Expression of Interest process.

Consideration

Local board views and implications

12. This proposal was discussed at the Howick Local Board’s workshop held on 10 November 2016 when members were supportive of the proposal.

Māori impact statement

13. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2012-2022, the Unitary Plan and Local Board Plans.

14. Support for Māori initiatives and outcomes are detailed in Te Toa Takitini, Auckland Council’s Maori Responsiveness Framework. An aim of community leasing is to increase targeted support for Maori community development projects. Additionally it seeks to improve access to facilities for Maori living in the Howick local board area. Although this project is not a direct Māori initiative, it will be open for all residents and visitors to the township to view.

Implementation

15. Any costs incurred in the preparation of the lease deed will be borne by Auckland Council.

Attachments

No.	Title	Page
a ⇩	Site Map - 115 Picton Street, Howick	69

Signatories

Authors

Jenny Young - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Debra Langton – Acting Relationship Manager

Howick Local Board

12 December 2016

Howick Local Board Quick Response Grant, Round Two, 2016/2017

File No.: CP2016/24104

Purpose

The purpose of this report is to present applications received for Howick Quick Response Round Two 2016/2017. The local board is required to fund, part-fund or decline these applications.

Executive summary

1. The Howick Local Board has set a total community grants budget of $435,000 for the 2016/2017 financial year.

2. To date, the Howick Local Board has allocated $57,340 through the Local Grant and Quick Response Round One 2016/2017. A total of $377,660 remains to be allocated across the 2016/2017 grant rounds.

3. Twenty-four applications were received for the Quick Response Round Two 2016/2017, requesting a total of $48,885, see Attachment B.

Recommendation/s

That the Howick 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: Howick Quick Response Round Two Applications:

Application No.	Organisation Name	Project	Total Requested	Eligibility
QR1707-201	Mellons Bay School	Towards the cost of opening the school pool for public usage outside of school hours.	$2,000	Eligible
QR1707-202	The Girl Guides Association of New Zealand Incorporated	Towards the cost of hireage of three venues in Howick for the Girl Guides meetings.	$3,000	Eligible
QR1707-203	Matalena Venasio Lipa Patau	Towards the cost of the weekly weight loss training sessions and the “end-of-challenge” recognition event.	$980	Ineligible as training sessions have already taken place
QR1707-205	Howick East Combined Probus Club	Towards the cost of ten subsidised outings for retirees in the Howick area between February to November 2017.	$3,000	Eligible
QR1707-206	Albert Kwok	Towards holding ten financial capability building workshops, specifically the cost of printing 200 guidebooks to be distributed.	$2,254	Eligible
QR1707-209	Howick Christmas Lights Charitable Trust	Towards the costs of the traffic management plan.	$481	Ineligible as local board have already provided funding for this event.
QR1707-211	Multiple Sclerosis Auckland	Towards the annual Lloyd Elsmore Pool hire for weekly hydrotherapy sessions.	$520	Eligible
QR1707-212	The Auckland Asthma Society Inc.	Towards providing on-going services of a nurse, including home visits and community awareness-raising about asthma.	$1,500	Eligible
QR1707-217	Lions Club of Howick	Towards the cost of hosting a water safety picnic, including costs for traffic control, permits, hireage of kayaks, the Howick Radio caravan and marquee, and attendance fee for WaterSafe members	$2,000	Eligible
QR1707-218	Dance Therapy NZ	Towards the cost of holding 16 therapy sessions for children on the Autism Spectrum at Te Tuhi, from February to April 2017.	$2,850	Eligible
QR1707-221	CrossNet Inc	Towards the cost of reviewing and updating policies and procedures.	$3,000	Eligible
QR1707-222	Connect Supporting Recovery	Towards providing a mindfulness and resilience programme for adolescents in two Howick secondary schools for seven weeks.	$3,000	Eligible
QR1707-225	Youthline Auckland Charitable Trust	Towards the facilitation of “Youth Health Councils” in three Howick secondary schools in 2017.	$3,000	Eligible
QR1713-209	Auckland Seniors Support and Caring Group	Towards the cost of hosting a Spring Festival Show for elderly living alone and people with disabilities.	$1,000	Eligible
QR1707-208	Howick Village Business Association	Towards the cost of traffic management.	$3,927	Ineligible as the event has already occurred.
QR1707-224	Emote Trust	Towards the production costs of holding “Dancing in the Park” in Howick.	$3,000	Eligible
LG1703-131	NZ Women Ltd	Towards the cost of the Elvis in the Gardens event at the Manurewa Botanic Gardens on 26 February 2017.	$ 2,000	Eligible
QR1707-210	Lindsay Olliff	Towards the purchase of locally eco-sourced plants and protective fencing.	$3,000	Eligible
QR1707-207	Pakuranga Athletic Club	Towards the costs of hosting the Pakuranga Open Day at Lloyd Elsmore Park.	$1,378	Eligible
QR1707-213	East Auckland Netball Group	Towards the overall cost of preparing and entering two teams into World Masters netball tournament.	$875	Eligible
QR1707-216	Latched Touch Team	Towards playing kits for the touch modules to run throughout the summer for boys under the age of ten.	$1,035	Eligible
QR1707-219	Kim Hillgrove	Towards accommodation costs to attend the North Island Leisure Marching Display Day in Napier.	$1,485	Ineligible as the event has already occurred.
QR1707-223	Manukau Orchestral Society Incorporated	Towards rent for office and storage space at Te Tuhi, between January to June 2017.	$3,000	Eligible
QR1707-220	Howick Brass Inc.	Commissioning of the composer Yvette Audain to arrange a version of 'Te Harinui' for Howick Brass to perform at their free public event ‘Carols by Candlelight'.	$600	Ineligible as the composition has already occurred.
		Total Requested	$ 48,885

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 Howick Local Board will operate four quick response and two local grants rounds for this financial year.

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 Howick Local Board set a total community grants budget of $435,000. It is recommended that the board consider allocating up to 12 percent of the budget for this grant rounds.

9. To date, the Howick Local Board has already allocated $57,340 through the Local Grant and Quick Response Round One. A total of $377,660 remains to be allocated across the 2016/2017 grant rounds.

10. Twenty-four applications were received for the Quick Response Round Two requesting a total of $48,885, see Attachment B.

Consideration

Local board views and implications

11. Local boards are responsible for the decision-making and allocation of local board community grants. The Howick 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.

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.”

13. A summary of each application is attached, see Attachment B.

Māori impact statement

14. 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

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

16. Following the Howick Local Board allocating funding for round two quick response, Commercial and Finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇩	Howick Local Grants Programme 2016-2017	77
b	Howick Quick Response Round Two 2016-2017 application summaries (Under Separate Cover)

Signatories

Authors

Sara Chin - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Debra Langton – Acting Relationship Manager

Howick Local Board

12 December 2016

Auckland Council's Quarterly Performance Report: Howick Local Board for Quarter One, 1 July - 30 September 2016

File No.: CP2016/23088

Purpose

1. To provide the Howick Local Board members with an integrated quarterly performance report for quarter one 2016/17, against the Local Board Agreement work programme.

Executive summary

This report is the first in a new format, to provide an integrated view of performance for the Howick Local Board, including; financial performance, progress against local board key performance indicators, progress against each operating department work programme, key challenges the board should be aware of and any risks associated with delayed delivery against the Howick 2016/17 Work Programme.

2. Of significance this quarter, on 8^th August, the Howick Local Board approved the concept plan for the former Greenmount Landfill to be developed as a local park, and on 12^th September the Howick Heritage Plan was adopted to “ . . . create a guiding document that enables the continuing assembly, preservation and recording of heritage items, be they of contemporary or historical relevance, and make them readily accessible to those who wish to discover and celebrate Howick’s unique heritage.”

3. The Howick Local Board has an approved 2016/17 work programme for the following operating departments:

· Arts, Community and Events, approved on 13 June, 2016

· Parks, Sport and Recreation, approved on 13 June, 2016

· Libraries and Information, approved on 5 July, 2016

· Community Facility Renewals, approved on 13 June 2016 (all except PSR) and 8 August, 2016 (PSR)

· Infrastructure and Environmental Services, approved on 13 June 2016

4. All operating departments with agreed work programmes, have provided a quarterly update against their work programme delivery, with all items reported as ‘green’ status (on track) except for the following which have a ‘red’ status (behind delivery, significant risk):

· Parks, Sport and Recreation – Howick Playground Strategy

5. Overall, the financial performance of the board in quarter one for 2016/17 is on track. However there are some project underspends and overspends and the details of these are provided in further detail in attachment C.

6. The Key Performance Indicators for the Howick Local Board show a trend of delivery that is meeting most indicators, with the exceptions being; Percentage of residents who visited a local park or reserve in the last 12 months, Percentage of visitors satisfied with the library environment, Percentage of Aucklanders that feel connected to their neighbourhood and local community, and Percentage of attendees satisfied with council delivered and funded local events. These are explained further in detail in the report, with the full results in attachment D.

7. The overall dashboard for the Howick Local Board indicates performance in Howick Local Board area is tracking positively (attachment A.)

Recommendation/s

That the Howick Local Board:

a) receive the performance report for the financial quarter ending 30 September 2016

Comments

8. The Howick Local Board has a number of key achievements to report from the Quarter One period, which include:

· Concept plan for the development of the former Greenmount landfill approved

· Howick Heritage Plan adopted

· Howick Local Grants and Quick Response Applications Round One, $57,340 funding approved to 18 organisations

· Second year of Fruit Trees in Schools initiative launched, with 24 participating schools

Key Project updates from the 2016/17 Work Programme

9. All operating departments have provided performance report updates via SharePoint for quarter one (attachment B). The following are progress updates on key work programmes as identified by the operational departments:

· Graffiti Vandalism prevention

o There were 412 graffiti incidents in the Howick Ward in the first quarter. This represents a 16% decrease compared to the same period last year. The number of Requests For Service also decreased by 42% (down to 26 requests), with all requests being addressed within the 24 hour target time

· Events in Local Parks

o Education programmes and ranger guided walks:

§ Mangemangeroa Valley – 20 people

§ Parks Heritage Bus Tour – 49 people

§ School Discovery Walks – 25 people

§ In school talks – 150 students

§ Valderama Reserve planting – 90 students

o Adopt a Park school scheme

§ Eight schools

§ 395 students

§ 1395 student volunteer hours

o Out and About programmes

§ 1631 attendees

§ 25 events and programmes, eg:

o Park Fun Howick Domain – 307

o Cockle Bay kite days - 205

Risks identified in the 2016/17 Work Programme

10. The following are risks that have been identified by operating departments where the progress and performance indicator has been set to ‘amber’ or ‘red’.

a) Arts, Community and Events.

Arts & Culture – Uxbridge (AMBER)

· Continuing funding issues with regard to project and ongoing running costs

· Management of Uxbridge are warning that the centre is potentially only viable for the next twelve months given current circumstances.

Community Places – funding agreement, Anchorage Park House and Highland Park Community House (AMBER)

· Funding agreement approved in the first quarter, but not scheduled to be paid until the second quarter

b) Local Parks

Project Delivery – Murphy’s Bush Reserve development (AMBER)

· Budget and scope still to be finalised

· Works need to be integrated with development of ostrich farm and Flat Bush Town Centre

Parks, Sport and Recreation – Howick Playground Strategy (RED)

· Project cancelled and budget reallocated

· Any future playground developments to be developed in accordance with Council’s draft play strategy

c) Development Projects

Flat Bush Multi-purpose Facility (AMBER)

· Space diagrams and circulation sketches prepared based on the updated schedule of spaces and the updated concept design

· Scope rationalization has taken place to determine the “Bare Minimum Adequate” scope. Considering current construction market, additional funds are likely to be required to deliver the project

· Delays due to alignment with Todd Properties timelines may occur

· Assumption that carpark will be provided elsewhere in town centre by Todd Properties

· Earthworks are also assumed to be carried out by Todd Properties (at no cost to project)

d) Community Facilities: Renewals

Flat Bush Aquatic Centre (AMBER)

· Funding needs to be brought forward to ensure deadlines are met

· Work being scoped

Financial Performance

11. The capital program to date has seen the continued implementation of the Master Plan for Barry Curtis Park with a spend to date of $671k. Other projects include the Uxbridge Art Centre redevelopment ($289k) and the Flat Bush library development ($54k). Parks asset renewals should ramp up in the second and third quarters with a number of projects still in the planning or design phase in the first quarter. The net cost of service is in line with budget.

Key Performance Indicators

Performance Breakdown by Activity

(YE outlook as at Q1)

Performance Trend

· Year-end outlook is for 74 per cent of measures to be achieved or substantially achieved.

· The year-end outlook is below target for percentage of residents who visited a local park or reserve in the last 12 months. Promoting our parks and facilities is one strategy being used to help increase the proportion of the population who visit local parks.

· Percentage of visitors satisfied with the library environment is unlikely to be achieved, but the outlook may improve after renewal works at Botany and Highland Park libraries, and furniture and fittings replacement at Botany and Howick libraries.

· The town centre safety targets are on track to be achieved, as are those for peak and off-peak facility utilisation.

Consideration

Local board views and implications

12. This report informs the Howick Local Board of the performance to date for the period ending 30 September, 2016.

Māori impact statement

13. No specific initiatives in the work programme contribute to specific Maori outcomes in the local board plan. Iwi are consulted as part of the development and implementation of projects.

Implementation

14. The Senior Advisor Howick Local Board will continue to facilitate performance updates to the local board.

Attachments

No.	Title	Page
a ⇩	Attachment A Howick Dashboard 2016-17 Q1	85
b ⇩	Attachment B Howick Q1 Report	87
c ⇩	Attachment C Howick Quarterly Performance Report September 2016 - Financial Appendix	111
d ⇩	Attachment D Howick Q1 KPI Report	119

Signatories

Authors

Ian Milnes - Senior Local Board Advisor Howick

Authorisers

Karen Lyons - General Manager Local Board Services

Debra Langton – Acting Relationship Manager

Howick Local Board

12 December 2016

Annual Budget 2017/2018

File No.: CP2016/23693

Purpose

1. This report requests that local boards consider proposed locally driven initiative (LDI) allocations for 2017/2018, key advocacy issues, and any local targeted rate proposals and business improvement district (BID) targeted rates.

2. It also requests the adoption of local content for consultation as part of the annual budget process.

Executive summary

3. Legislation governing the annual budget process has changed, and there is no longer the requirement to produce a draft annual budget. Instead, the council will be producing a consultation document which will cover:

· any significant or material changes proposed to the Long-term Plan 2015-2025 (LTP)

· content relating to local board agreements.

4. Consultation on the Annual Budget 2017/2018 will take place in February and March of 2017.

5. This report seeks agreement from local boards on their proposed LDI allocations for 2017/2018 and key advocacy issues, recommendations as to any local targeted rate proposals and BID targeted rates and adoption of local content for consultation.

6. These will be considered by the governing body prior to finalising annual budget consultation topics and adoption of the consultation document and supporting information.

Recommendation/s

That the Howick Local Board:

a) agrees indicative locally driven initiative allocations for 2017/2018 (Attachment A).

b) agrees key advocacy issues.

c) recommends local targeted rate proposals (if any) for consultation.

d) recommends business improvement district targeted rates (if any) for consultation.

e) adopts local content for consultation (Attachment B).

f) agrees that the chairperson be delegated the authority to make any final minor changes to local consultation content for the Annual Budget 2017/2018 prior to publication, including online consultation content.

Comments

7. As part of the Annual Budget 2017/2018 process, the council will be producing a consultation document. This will cover any significant or material changes proposed to the LTP and content relating to local board agreements.

8. Public consultation will take place in February and March of 2017, and will include information on local board issues and priorities.

9. As such, local boards are requested to agree their indicative LDI allocations for 2017/2018 (Attachment A) and adopt local content for consultation (Attachment B). Note: Attachments A and B will be tabled at the meeting on 12 December 2016.

10. Any new local targeted rates and/or BIDs must be consulted on before they can be implemented. Local boards are therefore also requested to agree any new proposals for consultation.

11. This triennium we are considering a long term approach in respect of local board priorities / advocacy initiatives. Such an approach seeks to better utilise, in an integrated way, the annual budget, LTP and local board plan processes.

12. It is proposed that, as part of the Annual Budget 2017/2018 process, local boards begin narrowing the range of their advocacy initiatives - and agree their key advocacy issues for further research and consideration. Council departments will then provide local boards with in depth information to help inform their position on these issues. Based on this information, local boards identify one to two key priorities to develop further in the local board plan process and discuss with the governing body through the next LTP process.

13. This should enable realistic and genuine discussions and engagement between local boards and the governing body.

Consideration

Local board views and implications

14. Local board decisions are being sought in this report.

15. Local boards will have further opportunities to provide information and views as council progresses through the annual budget process.

Māori impact statement

16. Many local board decisions are of importance to and impact on Māori. Local board agreements and the annual budget are important tools that enable and can demonstrate council’s responsiveness to Māori. Local board plans, which were developed in 2014 through engagement with the community including Māori, form the basis of local priorities.There is a need to continue to build relationships between local boards and iwi, and where relevant the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in council’s decision-making processes.

Implementation

17. The governing body will adopt consultation material for the Annual Budget 2017/2018 in early February 2017.

18. Following consultation, a local board agreement with the governing body for 2017/2018 will be developed.

Attachments

The attachments will be tabled at the meeting on 12 December 2016.

Signatories

Authors

Mark Purdie – Planning Lead – Local Boards

Authorisers

Christine Watson - Manager Financial Advisory Services – Local Boards

Karen Lyons - General Manager Local Board Services

Debra Langton – Acting Relationship Manager

Allocation of 2016/2017 Community Response Fund

File No.: CP2016/24139

Purpose

1. To allocate funding from the 2016/2017 community response fund for the development of the Howick Village Centre Plan.

Executive summary

2. The Howick Local Board has a community response fund of $167,000 (operational funding) for the 2016/2017 financial year. The fund can be used at the local board’s discretion.

3. At the time of writing, no funding has been allocated from the community response fund.

4. At a workshop on 7 June 2016, staff from Plans and Places [Chief Planning Office] provided information about the way forward for a Centre Plan in the Howick Village area.

5. At a subsequent workshop on 15 September, the key drivers for this project were agreed with the local board. These included:-

· Build on the work already carried out to date on the Howick village

· Create a cross –council working group to steer the project and shape the plan

· To build on relationships already formed by the local board with key stakeholders including Howick Village Business Association

· To develop a long term vision and a short term action plan for the village

6. A timeline and a stakeholder list were agreed. It is anticipated that a draft of the centre plan will come back to the local board in March 2017 and be adopted by the local board in June 2017.

7. A further workshop was held with the local board on 24 November 2016. Staff updated the local board on the study area, engagement to date, initial feedback on key themes and provided information on the draft concepts. At the workshop, the board provided feedback and gave direction that it supports the development of the above centre plan.

8. In order to finalise concepts and prepare consultation material, the board is now being asked to allocate funding of up to $15,000 from its community response fund for the plan’s development. This will then become part of the local planning and development work programme and regular updates will be provided to the local board.

Recommendation/s

That the Howick Local Board:

a) allocate up to $15,000 from its 2016/2017 community response fund for the development of a centre plan for Howick Village.

b) transfer funding of up to $15,000 from the community response fund to the local planning and development activity for Integrated Planning Solutions and the 2016/2017 work programme is updated to include this project to enable implementation and reporting.

Attachments

There are no attachments for this report.

Signatories

Authors	Vanessa Leddra - Senior Local Board Advisor
Authorisers	Debra Langton – Acting Relationship Manager

Howick Local Board

12 December 2016

Adoption of the Howick Local Board business meeting schedule for the 2016-2019 Triennium

File No.: CP2016/22860

Purpose

1. To seek the adoption of the local board meeting schedule for the 2016-2019 electoral term.

Executive summary

2. A draft meeting schedule for the 2016-2019 electoral term has been developed and is included for adoption by the local board.

3. The specific times and dates for meetings, public engagement and any hearings, which may be required for matters such as local board plans and local board agreements, are yet to be finalised. Local board meeting schedules may therefore be updated once these details are confirmed.

Recommendation/s

That the Howick Local Board:

a) adopt the meeting schedule outlined below for the 2016-2019 electoral term.

Year	Date	Location
2017	Monday, 20 February	Howick Local Board meeting room Pakuranga Library Complex 7 Aylesbury Street Pakuranga
	Monday, 20 March
	Monday, 10 April
	Monday, 15 May
	Monday, 19 June
	Monday, 17 July
	Monday, 21 August
	Monday, 18 September
	Monday, 16 October
	Monday, 20 November
	Monday, 11 December

2018	Monday, 19 February	Howick Local Board meeting room Pakuranga Library Complex 7 Aylesbury Street Pakuranga
	Monday, 19 March
	Monday, 16 April
	Monday, 21 May
	Monday, 18 June
	Monday, 16 July
	Monday, 20 August
	Monday, 17 September
	Monday, 15 October
	Monday, 19 November
	Monday, 10 December

2019	Monday, 18 February	Howick Local Board meeting room Pakuranga Library Complex 7 Aylesbury Street Pakuranga
	Monday, 18 March
	Monday, 15 April
	Monday, 20 May
	Monday, 17 June
	Monday, 15 July
	Monday, 19 August
	Monday, 16 September

b) agree to commence business meetings at 6pm, noting public forum and deputations will be scheduled in the early part of the business meeting, to enable the democratic process.

c) note that dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements are yet to be finalised.

Comments

4. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules.

5. In summary, adopting a meeting schedule helps meet the requirements of:

· clause 19, Schedule 7 of the LGA on general provisions for meetings, which requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Such notification may be provided by the adoption of a schedule of business meetings.

· sections 46, 46(A) and 47 in Part 7 of the LGOIMA, which requires that meetings are publicly notified, agendas and reports are available at least two working days before a meeting and that local board meetings are open to the public.

6. Adopting a business meeting schedule also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

7. Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

8. There are some instances for which the local board may need to have meetings in addition to this schedule. For example, the local board plans (developed every three years) and local board agreements (developed annually). The specific times and dates for those meetings, public engagement and any hearings process for these matters are yet to be finalized and are therefore not included in the schedule above.

9. The proposed Manurewa Local Board schedule of meetings is listed below:

Year	Date	Location
2017	Monday, 20 February	Howick Local Board meeting room Pakuranga Library Complex 7 Aylesbury Street Pakuranga
	Monday, 20 March
	Monday, 10 April
	Monday, 15 May
	Monday, 19 June
	Monday, 17 July
	Monday, 21 August
	Monday, 18 September
	Monday, 16 October
	Monday, 20 November
	Monday, 11 December

2018	Monday, 19 February	Howick Local Board meeting room Pakuranga Library Complex 7 Aylesbury Street Pakuranga
	Monday, 19 March
	Monday, 16 April
	Monday, 21 May
	Monday, 18 June
	Monday, 16 July
	Monday, 20 August
	Monday, 17 September
	Monday, 15 October
	Monday, 19 November
	Monday, 10 December

2019	Monday, 18 February	Howick Local Board meeting room Pakuranga Library Complex 7 Aylesbury Street Pakuranga
	Monday, 18 March
	Monday, 15 April
	Monday, 20 May
	Monday, 17 June
	Monday, 15 July
	Monday, 19 August
	Monday, 16 September

Consideration

Local board views and implications

10. The implication of this report is to ensure that the local board meets its legislative responsibility, as outlined in paragraph five.

Māori impact statement

11. There is no specific impact for Māori arising from this report. Local boards work with Māori on projects and initiatives of shared interest.

Implementation

12. If there is any need to depart from the resolved dates, Auckland Council will publically notify the updated details. Local Board Services Department staff support local board business meetings.

Attachments

There are no attachments for this report.

Signatories

Authors

Carol McGarry - Democracy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

Debra Langton – Acting Relationship Manager

Chairperson	David Collings
Deputy Chairperson	Katrina Bungard
Members	Garry Boles
	Jim Donald
	John Spiller
	Adele White
	Bob Wichman
	Peter Young, JP