Agenda of Henderson-Massey Local Board

1 Welcome / Karakia

2 Apologies

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

3 Declaration of Interest

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

BOARD MEMBER	ORGANISATION	POSITION	Updated
Shane Henderson (Chairman)	Waitakere Licensing Trust Waitakere Badminton	Elected Member Patron	13 December 2016
Peter Chan, JP (Deputy Chairman)	Cantonese Opera Society of NZ Asian Leaders Forum NZ-Hong Kong Business Association NZ-China Business Association Auckland Chinese Environment Protection Association (ACEPA) Whau Coastal Walkway Trust Auckland Asian Association	Member Member Member Member Advisor Trustee President	15 Nov 2016 21 Feb 2017
Brenda Brady, JP	Safer West Community Trust District Licensing Committee	Trustee Member	15 Nov 2016
Matt Grey	Zeal	CEO	15 Nov 2016 21 March 2017
Paula Bold-Wilson	Unitec Institute of Technology Community Waitakere Henderson Budgeting Services	Employee Board member Board member	15 Nov 2016 21 March 2017
Vanessa Neeson, JP	Village Green Quilters Ranui Advisory Group	Member Chairperson	15 Nov 2016 17 February 2017
Warren Flaunty, QSM	Westgate Pharmacy NorSGA Properties Westgate Pharmacy Ltd The Trusts Community Foundation Ltd Life North West Pharmacy Waitemata District Health Board Waitakere Licensing Trust Massey Birdwood Settlers Ass. Taupaki Residents & Ratepayers Ass.	Contractor Director Director Director Director Elected Member Elected Member Member Member	15 Nov 2016
Will Flavell	Te Atatū Tennis Club Asia New Zealand Leadership Network Rutherford College Waitākere Literacy Board	Member Member Employee Board Member	15 Nov 2016

4 Confirmation of Minutes

That the Henderson-Massey Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 21 March 2017, including the confidential section, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Ward Councillors’ Update

Ward Councillors are given an opportunity to update the meeting on regional issues that impact the local board.

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Henderson-Massey Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Waitakere Cricket Club request for support to renew artificial turf at the cricket nets on Te Atatu Park

Purpose

1. To request for funding support from the Henderson-Massey Local Board.

Executive summary

2. Waitakere Cricket Club recently led a consortium bid with our partners Te Atatu FC and Te Atatu Roosters RLFC to The Trust's Million Dollar Fund for a project to renew the turf at the cricket nets in Te Atatu Park and extend it to provide an all-weather artificial playing surface. Our bid was for $118k which included $15k for Council and professional fees.

Comments

3. Unfortunately our bid was not shortlisted and so we are now seeking the help of Henderson-Massey Local Board in renewing the decayed artificial turf at the cricket nets only as the cost is considerably less at some $38k.

4. The condition of the turf is very decayed which means that the health and safety of our players and the general public is being compromised.

5. The attached photos illustrate that as well as the protruding roots of a nearby tree, there are also a number of tripping hazards which seriously affect the bowler's run up. What's more, the surface is entirely worn away at a couple of the wickets, grass is encroaching on the lanes and the effects of the hotchpotch repairs that we have seen over recent years is clearly visible.

6. We have received a quotation from Tiger Turf who are the acknowledged experts in this field to dispose of the existing turf, remove the gum tree roots and renew the turf which is for $43,063.23 plus GST.

Proposed outcomes:

7. The nets are an integral part of the club's facilities and are used extensively. The 1000 plus senior and junior members of Waitakere Cricket Club will be direct beneficiaries of this project together with the schools and girls cricket teams that we also work with on an outreach basis. Club members come from all over West Auckland including Swanson, Waitakere and Henderson as well as Te Atatu. Local schools will also be direct beneficiaries as they regularly make use of the nets.

What's more

8. Facility is used and enjoyed by many of the general public, especially during the summer months.

9. In addition, being able to offer top-class facilities will help us to attract even more players to the club from across West Auckland, and will see more children and young people in particular, actively participating in sport. We currently have two junior girls cricket teams and one senior one and this season we hosted an all-girls 8 team primary school competition which Auckland Cricket is looking to use as a model throughout Auckland for girl’s cricket. We are keen to build on the great inroads we have made this season in developing girls cricket in particular in West Auckland. Improving our facilities with first-rate nets will be a great drawcard for the club to achieve just that.

Recommendation/s

That the Henderson-Massey Local Board:

a) Receives deputation from the following people:

- Greg Hill – Chair of the Board

- David Windler – Coach

- Helen Borich – Chair of the Junior Committee

Attachments

a Photos of the cricket turf...................................................................... 235

8.2 Deputation - Te Atatu Peninsula Business Association request for consideration of town centre upgrade in near future

Purpose

1. A deputation from Town Centre Manager Robynne Pringle, TAPBA Chair Stephen Engineer and TAPBA Treasurer Warren Brumby.

2. Points of discussion include: health and safety work planned for Taikata roundabout and crossings; footpath repair work; submission to Annual Budget and LTP 2018-28 submissions; and asking for consideration of a town centre upgrade to meet growth.

Recommendation/s

That the Henderson-Massey Local Board:

a) Receive the deputation from Town Centre Manager Robynne Pringle, TAPBA Chair Stephen Engineer and TAPBA Treasurer Warren Brumby.

Attachments

a Presentation from Te Atatu Peninsula Business Association.............. 241

b Submission to Annual budget by TAPBA............................................ 273

c Te Atatu Final Concept Plan - December 2008................................... 275

8.3 Deputation - Te Whare Hukahuka: Ka Eke Poutama Youth in Governance and Leadership programme

Purpose

1. To introduce Te Whare Hukahuka. and their activities to the Henderson-Massey Local Board and to request their future support of the Youth in Governance and Leadership programme they are to deliver.

Executive summary

2. Ka Eke Poutama is about building a generation of confident, capable and engaged rangatahi Māori to take on governance positions in our communities.

3. By 2019 we aim to have 800 rangatahi alumni of the programme, 80% holding governance positions in their local communities.

Recommendation/s

That the Henderson-Massey Local Board:

a) Receive the deputation from the Shay Wright from Te Whare Hukahuka.

Attachments

a Presentation from Te Whare Hukahuka.............................................. 343

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 one request for public forum had been received.

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Henderson-Massey Local Board

18 April 2017

Henderson-Massey Quick Response, Round Two 2016/2017 grant applications

File No.: CP2017/00010

Purpose

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

Executive summary

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

3. A total of $10,500 was allocated in local grants round one and $3,247 was allocated in quick response round one 2016/2017, leaving a balance of $109,753 for the remainder of the 2016/2017 financial year.

4. Twenty applications were received for Quick Response Round Two 2016/2017, with a total request of $32,430 (see Attachment B).

Recommendation/s

That the Henderson-Massey Local Board:

a) consider the applications listed in Table One below for Henderson-Massey Quick Response, Round Two 2016/2017 and agree to fund, part-fund or decline each application in this round.

Table One: Henderson Massey Quick Response, round two applications:

Application	Organisation Name	Project	Total requested
QR1705-201	Henderson Photographic Society	Towards venue hire, photograph matting supplies, food and beverage for volunteers, and advertising for event "Henderson Photographic Society Presents...” held 2 to 5 June 2017.	$2,000
QR1705-214	Brickworks Drama School	Towards costs for venue hire, costume and craft material for 'Brickworks Drama” October school holiday workshops for children and youth held from 2 to 6 October 2017.	$815
QR1705-225	Nandan (an Indian Bengali Association)	Towards costs of hall hire of the Waitakere Theatre Playhouse for rehearsal and the event 'Annual Arts and Cultural Festival' from 18 to 20 May 2017.	$1,965
QR1705-228	West City Band Incorporated	Towards registration fees for both adult and youth concert bands, all solo and ensemble performances of individuals participating in the 'National Concert Band Association National Festival' held from 3 to 5 August 2017.	$1,552
QR1705-205	Zeal Education Trust	Towards costs of accommodation, food, transport, resources and team building activities for a Youth development and leadership camp from 9 to 12 October 2017.	$2,000
QR1705-209	Fix Up, Look Sharp	Towards operational costs for “Fix Up, Look Sharp” service; including donation vehicle, phone contract and promotional tools from 3 July 2017 to 1 July 2018.	$2,000
QR1705-210	YMCA of Auckland	Towards costs of facilitator training, guest speakers and essential resources such as cleaning consumables and morning teas for weekly 'SPACE for you and your baby' sessions from 6 May 2017 to 16 December 2017.	$2,000
QR1705-211	New Zealand Family and FosterCare Federation Incorporated	Towards venue hire and guest speakers for the 'Auckland North Regional Hui' held on 26 May 2017.	$2,000
QR1705-215	Waitakere Japanese Supplementary School (WJSS) After-school Programme	Towards the cost of venue hire at Glen Eden Intermediate School for the 'Waitakere Japanese Supplementary School after-school programme, term two' from 1 May 2017 to 21 July 2017.	$1,150
QR1705-217	Waitakere Indian Assocation (WIA) Hindi Language and Cultural School	Towards teacher hours and school hall rental for weekly practice from 1 May 2017 to 3 June 2017 and for 'Charity Show' event.	$2,000
QR1705-220	Glendene Community Society Incorporated.	Towards food, drinks, plates and marketing material for 'White Ribbon Day Breakfast' held at Glendene School on 23 November 2017.	$748
QR1705-222	Waitakere Combined Club	Towards costs of bus hire for 'Fellowship Club' senior outings from 1 May 2017 to 7 March 2018.	$1,000
QR1705-223	Seed 2 Harvest	Towards stationary and food for 8 week 'Gems Well-Being programme' held 10 May 2017 to 30 June 2018.	$2,000
QR1705-224	The Crescendo Trust of Aotearoa	Towards costs for venue hire, Eftpos, security and training youth master of ceremonies and sound production assistant for monthly music performances held from 1 May 2017 to 24 February 2018.	$2,000
QR1705-226	Bhartiya Samaj Charitable Trust	Toward purchase of a camera to record events.	$1,500
QR1705-230	PHAB Association Incorporated	Towards volunteer expenses, youth worker wages and purchase of art and sporting equipment to run 'PHAB Henderson Social Clubs' from 1 May to 7 July 2017.	$1,000
QR1705-212	Ranui Community Centre	Towards costs of tools and materials to hold a series of workshops from May 2017 to May 2018.	$2,000
QR1705-204	Waitakere Orchid Club Incorporated	Towards advertising in the Chinese Herald, hire of an Eftpos machine and costs of engraving trophies for the event 'Waitakere Orchid Club Spring Show' held from 24 to 26 August 2017.	$700
QR1705-219	Corban Estate Arts Centre	Towards costs of tutor fees and materials for free hands-on activities and creative workshops for children, at the event: “Kids Arts Festival 2017 The Sky's the Limit' held on 13 May 2017.	$2,000
QR1705-218	Ranui Swanson Football Club	Towards purchase of three sets of junior football goals	$2,000
		Total Requested	$32,430

Comments

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

6. 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.

7. The Henderson-Massey Local Board will operate two Local Grants and three Quick Response rounds for this financial year. The Quick Response round two closed 28 February 2017.

8. 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.

9. For the 2016/2017 financial year, the Henderson-Massey Local Board set a total community grants budget of $123,500. It is recommended that the board consider allocating up to 22% of this in this grant round.

10. Twenty applications were received for Quick Response Round Two 2016/2017, with a total request of $32,430 (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 Henderson-Massey local board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.

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 for quick response are 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 Māori. As a guide for decision-making, in the allocation of community grants, the community grants policy supports the principle of delivering positive outcomes for Māori. Sseven organisations have indicated their project targets Māori or Māori outcomes.

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

Attachments

No.	Title	Page
a ⇩	Henderson-Massey 2016/2017 Grants Programme	19
b ⇩	Quick Response, Round Two applications	21

Signatories

Authors

Caroline Teh - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Busola Martins - Local Board Democracy Advisor

Henderson-Massey Local Board

18 April 2017

Auckland Transport Update – April 2017 to the Henderson/Massey Local Board

File No.: CP2017/06039

Purpose

1. The purpose of this report is to; respond to resolutions and requests on transport-related matters, provide an update on the current status of Local Board Transport Capital Fund (LBTCF), request approval for new LBTCF projects, provide a summary of consultation material sent to the Board and, provide transport related information on matters of specific application and interest to the Henderson/Massey Ranges Local Board and its community.

Executive summary

2. In particular, this report covers:

· Progress report on the Board’s advocacy initiatives

· Progress report on the Board’s transport capital fund projects

· Consultation documents on proposed safety improvements

· Local Board requests on transport-related matters

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the Auckland Transport update March 2017.

Comments

Strategic alignment

3. The Henderson-Massey Local Board has outlined through its 2014-17 local board plan, that it has a strong interest in the role of transport and how it helps to create a connected community. This includes improving safety in our neighborhoods, improving the look of our town centres, as well as supporting people to get to the places they want to go for work and recreation.

4. The local board plan has a specific transport outcome in which Auckland Transport has a key role in bringing to life:

OUTCOME: REAL CHOICES BETWEEN WALKING, CYCLING, PUBLIC TRANSPORT AND CARS

· We (HMLB) have identified our transport priorities as increasing investment in walking and cycling infrastructure, improving public transport and reducing reliance on roads and cars.

Henderson-Massey Local Board Plan 2014-17 (Pages 38-41).

5. Auckland Transport is supporting the Local Board initiatives and delivering on its Statement of Intent themes, in the following ways:

· Auckland Transport is improving public transport with the implementation of the New Network Public Transport Network.

· Auckland Transport will work with the Local Board to identify suitable Trail Networks on Te Atatu Road and surrounding roads in the Peninsula.

· The Rathgar Road Cycleway project is currently in the investigation phase and Auckland Transport has presented the next stage to the Local Board. The Local Board is comfortable that until funding becomes available that this project can’t proceed.

· Auckland Transport will work with the Local Board to identify suitable feeder connections to the North Western Cycleway in conjunction with the development of a Greenways Plan.

· Auckland Transport is working with the Local Board to identify individual projects for the Henderson North, Home and School Zone initiative with further improvement to slow speed.

· Auckland Transport is working with the Local Board to investigate the potential of a shared space in the Henderson Shopping Area.

Transport capital fund update

Project	Description	Current Status
Glen Road Drainage Extension and Safety Improvement	The project is comprised of new kerb, channel, grassed swales and associated drainage works along Glen Road between Scarlett Drive and Waitamata Drive West, Ranui. This project also includes construction of rain gardens, outlet structures and ancillary works in Te Rangi Hiroa Park & Pony Club.	The construction of this project is complete. There is a few minor works that need to be done due to final inspection and from the weather over the last couples of weeks. Planting will be don’t in late April/May 2017.

Financials update

7. See attachment A for the financial update

Upcoming projects and activities

8. The New Westgate Town Center (Northwest) Update

· The new planter boxes are planned to be placed in the square by the end of February. These will be similar to the ones currently in Federal Street Shared Space in CBD. AT have taken into consideration the height of these planter boxes to ensure that there is sufficient inter-visibility provided between children and drivers.

· Auckland Transport are currently undertaking traffic assessments related to the temporary lane closures implemented on Fred Taylor Drive and Tawhia Drive. These assessments are being undertaken to understand any impacts on the surrounding road network in the future, if these closures are to be implemented permanently. The results of these assessments will be available and presented at the workshop planned in May.

· AT are also undertaking an independent road safety audit for this shared space. The results of this audit will be available and presented at the workshop planned in May.

· The results of the road safety audit along with the traffic assessment outcomes will help determine whether to implement these temporary lane closures on Fred Taylor Drive and Tawhia Drive on a permanent basis.

· AT are proposing having a meeting with the Local Board in May. By then we’ll have both the results of the traffic assessment and the road safety audit. Also, we will have monitored the operations of the shared space, with the new planters in place, for a few weeks.

Te Atatu Corridor Improvement Project Update – March 2017

9. A great deal of work has been completed or nearly completed in most sectors which will support construction of the new road surface. Services have been moved (whilst maintaining power, phone, gas, water, sewer service and property access), kerb and channel installed, road foundations laid with a concrete slab covered with initial layers of asphalt, footpaths have been installed and road levels at the roundabout raised to give a uniform level. Work at key intersections is either completed or nearing completion.

10. Relatively minor but time consuming works were awaiting completion. This includes finishing property boundaries (fences, walls, etc) and regrading driveways.

11. In March, however, contractors encountered a further difficulty with the moving of a major telecommunications link in Zone 6 (the Western side of Te Atatu Road from Vera Avenue to Royal View Road). This cable serves both Te Atatu South and the Peninsula and requires specialists to complete, with 800 individual joins each being reconnected by hand.

12. It was therefore agreed to re-organise resources to get as much of the rest of the corridor finished as quickly as possible. This includes many of the “finishing off” elements mentioned above. It may also enable Higgins to reduce the number of cones and safe-hits that are needed in the road. This has already started to happen.

13. The intention is to significantly reduce or eliminate as many of the sources of irritation for residents and road users, as possible, as soon as possible.

14. Higgins is working to achieve this objective as a priority during April. It will complete Zone 6 immediately the cable work is complete.

Traffic Control Committee (TCC) Report

15. Decisions of the TCC over the month of March 2017 affecting the Henderson/Massey Local Board Local Board area are shown below:

Larnoch Road / Powell Place	Henderson	No Stopping At All Times, Bus Stop, Bus Shelter
Rathgar Road / Edwards Avenue	Henderson	No Stopping At All Times, Traffic Island, Pedestrian Crossing, School Crossing Point, Stop Control, Flush Median, Edge Line
Don Buck Road	Westgate	No Stopping At Prohibited Times

Consultation documents on proposed safety improvements

16. Consultation documents for the following proposals have been provided to the Henderson/Massey Local Board for its feedback. As the Board’s transport portfolio holders provide feedback on the Board’s behalf, the material below is included for general information purposes only:

· Upgrades and proposed bus stops for New West Network - 1574 Central Park Drive, Henderson; 1538 Simpson Road, Henderson Valley; 1 Hetherington Road, Ranui

· Zebra Crossing Upgrade on Te Atatu Road, Te Atatu Peninsula

· Pedestrian Refuge on Kirby Street and Great North Road, Glendene

· 40 km/h Speed Zone on Swanson Road, Waitakere

· Speed Humps on Royal Road, Massey

· Temporary Bus Stop and Layover Spaces on Westgate Drive, Massey

· Two pedestrian refuge islands on Summerland Drive, Henderson

· Relocation of the bus stops on Metcalfe Road

· Proposed bus stops at No. 139 and No. 122-132 Swanson Road, Henderson

· Proposed bus stops on Forest Hill Road, Henderson

· Proposed bus stops on Universal Drive, Henderson

· Proposed bus stops on Central Park Drive, Henderson.

· Proposed bus stop upgrade outside No. 99 Hetherington Road, Ranui

Local Board Response

17. The Local Board were supportive of what is being proposed.

Consideration

Local board views and implications

18. The Board’s views will be incorporated during consultation on any proposed schemes.

Māori impact statement

19. No specific issues with regard to impacts on Maori are triggered by this report and any engagement with Maori will be carried out on an individual project basis.

Implementation

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

Attachments

No.	Title	Page
a ⇩	Financial update	95

Signatories

Authors

Owena Schuster, Elected Member Relationship Manager

Authorisers

Karen Lyons - General Manager Local Board Services

Jonathan Anyon, Manager Elected Member Relationship Unit

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

Henderson-Massey Local Board

18 April 2017

Panuku Development Auckland Local Board Six-Monthly Update 1 September 2016 to 28 February 2017

File No.: CP2016/25243

Purpose

1. To give the Henderson-Massey Local Board an overview of Panuku Development Auckland. The report also notes any major issues, projects and activities within the Local Board area for the six months 1 September 2016 to 28 February 2017.

Background

2. Panuku Development Auckland was established in September 2015 as a result of the merger of two CCOs – Waterfront Auckland and Auckland Council Property Limited (ACPL).

3. Panuku helps to rejuvenate parts of Auckland – from small projects that refresh a site or building, to major transformations of town centres or neighbourhoods.

4. Comprised of six Directorates, Panuku manages around $1.5 billion of council’s property portfolio, which we continuously review to find smart ways to generate income for the region, grow the portfolio or release land or property that can be better used by others.

5. Panuku works with government, iwi, not-for-profit and private organisations. We use our skills, knowledge and connections to bring land and resources together to create the best outcome for Aucklanders.

Recommendation/s

That the Henderson-Massey Local Board:

a) receive the Panuku Development Auckland Local Board Update 1 September 2016 to 28 February 2017

Local Activities

Portfolio Management

6. Panuku manages “non-service” property owned by the council and AT that are not currently needed for service or infrastructure purposes. These are properties that are not immediately required for delivery of a council service or infrastructure development but are being held for use in a planned future project such as road construction, the expansion of parks or development of future town centres.

7. The property portfolio comprises 1437 properties containing 1119 leases as at 28 February 2017. The current portfolio includes vacant land, industrial buildings, warehouses, retail shops, cafes, offices, medical centres and a large portfolio of residential rental homes.

8. The return on the property portfolio for the period ending 31 December 2016 was above budget with a net surplus to the Auckland Council (AC) and Auckland Transport (AT) shareholders of $3.9m ahead of budget.

9. The average monthly tenantable occupancy rate for the 6 month period is more than 98% which is above the SOI target of 95%.

Properties Managed in the Henderson-Massey Local Board Area

10. Panuku Development Auckland currently manages 29 commercial and residential properties within the Henderson-Massey Local Board area.

Commercial Properties	21
Residential Properties	8
Total Properties Managed	29

Business Interests

11. Panuku also optimises the commercial return from business interests it manages on council’s behalf. This comprises two forestry enterprises, two landfills and four quarries.

12. There are currently no managed business interests in the Henderson-Massey Local Board area.

Portfolio Strategy

Optimisation

13. The 2015-2025 Long-Term Plan reflects a desire of council to materially reduce or slow down expenditure and unlock value from assets no longer required or which are sub-optimal for service purposes. In response to this, prior to the establishment of Panuku, ACPL developed a new method of dealing with service property, called optimisation.

14. Asset optimisation deals with “service property”. It is self-funding, it maximises efficiencies from service assets, and maintains levels of service whilst releasing property for sale or development. A key element of optimisation is that the sale proceeds are locally reinvested to advance approved projects and activities on a cost neutral basis. It does not include the Auckland Transport portfolio. Panuku continues to advance this programme of work. This includes the development of a cross-council project to coordinate and execute asset sales and optimisation.

Portfolio Review and Rationalisation

Overview

15. Panuku is required to undertake ongoing rationalisation of the council’s non-service assets. This includes identifying properties from within council’s portfolio that may be suitable for potential sale and development if appropriate. Panuku has a particular focus on achieving housing and urban regeneration outcomes. Identifying potential sale properties contributes to the Auckland Plan focus of accommodating the significant growth projected for the region over the coming decades, by providing the council with an efficient use of capital and prioritisation of funds to achieve its activities and projects.

Performance

16. July 2016 to June 2017 Target

UNIT	TARGET	ACHIEVED	COMMENTS
Portfolio Review	$75m disposal recommendations	$35.5 million as at 28 February 2017	These recommendations include $13.25 million of sites that are identified for development projects.

17. Panuku works closely with the council and AT to identify potentially surplus properties to help achieve disposal targets.

18. July 2017 to June 2018 Target

UNIT	TARGET	COMMENTS
Portfolio Review	To be determined as part of the statement of intent with Council.	The target will include disposal recommendations and sales for sites that are identified for housing development and urban regeneration projects

Process

19. Once identified as a potential sale candidate a property is taken through a multi-stage Rationalisation Process. The agreed process includes engagement with: the council, CCOs, local board and Mana Whenua. This is followed by Panuku Board approval, engagement with local ward Councillors and the Independent Māori Statutory Board and finally a governing body decision.

Under review

20. Properties currently under review in the Henderson-Massey Local Board area are listed below. The list includes any properties that may have recently been approved for sale or development and sale by the governing body.

PROPERTY	DETAILS
5 Trading Place, Henderson	Transferred from council as non-service. Expressions of interest received from Auckland Transport, Planning, Community Policy and Planning, Healthy Waters and Henderson-Massey Local Board during internal consultation phase. Panuku is working through s40 Public Works Act offer-back considerations.
32 Harbour View Road, Te Atatu Peninsula	The former Waitakere City Council agreed to divest 32 Harbour View Road, Te Atatu Peninsula prior to the local authority amalgamation in 2010, with the disposal having been endorsed by the former Henderson Community Board. However the disposal and reserve revocation process was not able to be completed in accordance with transition arrangements prior to 1 November 2010. Panuku attended a workshop with the Henderson-Massey Local Board in February 2017. The Henderson-Massey Local Board provided informal feedback that it was supportive of the proposed disposal of the subject site.
343 Swanson Road, Ranui	Council’s parks department advised that it no longer required the site, as formal and informal recreation opportunities that better serve the local area exist in close proximity. Panuku attended a workshop with the Henderson-Massey Local Board in February 2017. The Henderson-Massey Local Board provided informal feedback that it was supportive of the proposed disposal of the subject site.
4A Lowtherhurst Road, Massey	Parts of Lowtherhurst Reserve have been transferred to the NZTA for motorway improvement works, which includes the construction of a wetland treatment pond with associated works. The land requirement and associated easements and temporary occupation licence were reviewed, considered and approved by the Henderson-Massey Local Board and the Parks Recreation and Sports Committee during 2016. The Parks Recreation and Sports Committee recommended that approval for any compensation received under the Public Works Act be made available to support the priorities identified in the Henderson-Massey Open Space Network Plan.

Acquisitions and Disposals

21. Panuku manages the acquisition and disposal of property on behalf of Auckland Council. We buy property for development, roads, infrastructure projects and other service needs. We manage the sale of properties that are surplus to Auckland Council requirements. These properties may be sold with or without contractual requirements for development.

Acquisitions

22. 12 properties have had purchase agreements signed this financial year for open space purposes around the region at a value of $19.1m, and three properties have been purchased for storm water purposes at a value of $16.2m.

23. No properties were purchased in the Henderson-Massey Local Board area during the reporting period.

Disposals

24. For the eight months to February 2017 the Panuku disposals team has achieved $17.94m of unconditional net sales proceeds from the sale of 10 properties against the 2016/17 disposals target of $20.0m for the year. The disposals target is agreed with Auckland Council and is reviewed on an annual basis.

25. No properties were sold in the Henderson-Massey Local Board area.

Housing for Older People

26. Council owns and operates 1412 units located in 62 villages across Auckland to provide rental housing to older people in Auckland. The Housing for Older People (HfOP) Project is a Council initiative that involves procuring a third party provider to partner with council in delivering the rental housing service.

27. Following the approval by the Panuku Board on 8 December 2015, the Auckland Development Committee noted that HfOP would be an Unlock project for Panuku and that Panuku would prepare a High Level Project Plan (HLPP) that provided the foundation for Panuku to develop and reposition the portfolio to better the needs of older people in Auckland.

28. The HLPP was approved by the Panuku Board in August 2016.

29. On 21 December 2015, Council announced that The Selwyn Foundation will be its preferred joint venture partner to manage the HfOP portfolio. Panuku has been negotiating a joint venture agreement with Selwyn. The Joint Venture Company (JVCo) will deliver the service and improve the housing portfolio.

30. Community Housing Provider (CHP) Application was submitted to MBIE by the JVCo on 20 December 2016.

31. Auckland Council has delegated Panuku to lead the development programme. A HLPP is being prepared by Panuku to cover the multi-year redevelopment of the network of village sites.

32. The following HfOP villages are located within the Henderson-Massey Local Board area:

Village	Address	Number of units
Flagstaff Court	6 Flagstaff Place, Massey	27
Jack Smyth village	14 Royal Road, Massey	20
Kaumatua Village	11 Kaumatua Place, Te Atatu	44

33. 21-33 Henderson Valley Road (ex Wilsher Village) – does not currently form part of the HfOP portfolio, and is considered a standalone project, albeit associated with provision of housing for older people.

34. Panuku will redevelop part of this site for housing for older people units, subject to Public Works Act obligations being worked through the remainder of the site will then be redeveloped for general housing purposes.

35. Housing for Older People Units – Panuku has worked with the Councils planning team on the draft Resource Consent lodged in December. The project was subject to Auckland Urban Design Panel review in February. The Resource Consent has been refreshed to include the feedback obtained and will be resubmitted early April 2017.

36. The Resource Consent application seeks approval to construct 40 housing for older people homes in a four-storey building on part of the Henderson Valley Road site. Upon completion the 40 Units will be managed by the Auckland Council/Selwyn Foundation Joint Venture Company – Haumaru Auckland Limited. Preliminary Design has been completed for the 40 homes and we are working through the detail to ensure the proposed designs work for the people who will live there. The Detail / Develop Design work will commence once the Resource Consent has been approved. We would like to be in a position whereby we obtain Resource Consent by end of June 2017.

37. Remainder of the Site – Panuku is working through what, if any legal obligations apply pursuant to the s40 Public Works Act in respect of the remainder of the site. We anticipate that the balance land will be held for housing development.

38. Panuku will be looking for a development partner to sell the balance of the Henderson Valley Road site to, with a clear requirement in the Development Agreement to deliver housing within an agreed timeframe. It is important that what is developed on the site enhances the community and is considerate to the 40 Housing for Older People homes to be developed, the Development Agreement will specifically address these desired community outcomes.

39. The proceeds of sale will be ring-fenced for re-investment into this site to fund the construction of the 40 HfOP homes. Additional funding has also been outlined in the council’s Long-Term Plan. Construction of 40 homes is estimated to start in early 2018 and ready for occupation in early 2019.

Development

40. Panuku is contributing commercial input into approximately 50 region wide council-driven renewal and housing supply initiatives.

41. Panuku works with partners and stakeholders over the life of projects. It also champions best practise project delivery to achieve best value outcomes within defined cost, time and quality parameters.

42. A high level update on the Unlock Henderson priority location below. Unlock priority locations are areas where Council is not necessarily the major land holder and have been identified as requiring Panuku to be the facilitator by using our relationships to break down barriers and influencing others including Council family organisations to create development opportunities.

43. Unlock Henderson – Henderson was chosen as an Unlock location as the result of a Council led assessment across the region’s urban centres that had development potential, including: scale and impact, key land holdings, commercial viability, partnership opportunities, leveraging off previous investment and proximity to public transport. The Unlock project area is generally aligned to the Metropolitan Centre zoning and is bounded to the north by Tui Glen Reserve, to the west by Waitemata Park, the south by the Film Studios site and to the east by the Waitakere Mega Centre.

44. Panuku has been working on a High level Project Plan (HLPP) for Henderson. A HLPP is a project initiation document used to detail the short, medium and long term goals for the area and seeks to obtain approval for any additional actions in Henderson. This includes site disposal approval and to undertake further detailed project planning, design and analysis to give effect to the HLPP.

45. The Panuku board approved the Henderson HLPP in March. It is now anticipated that the project will go straight into implementation phase. Development planning has already begun for the first two short term projects, which includes the northern car park of the Council Service Centre. Development associated place making and public good initiatives are being initiated.

46. There are 8 council properties identified in the Unlock Henderson HLPP with some development potential, key short and medium sites include:

47. 2-4 Henderson Valley Road (Council Service Centre’s Central one building and car park) – Due Diligence is underway to better understand the sites physical constraints. An indicative reference design scheme is to be prepared to establish what is possible on site for developer partner consideration later in the year.

48. Falls and Alderman car parks – These AT managed sites are designated for parking purposes. A study will be initiated to determine the best approach to centre wide parking provision and demand management to understand the development potential present in these two key sites.

49. 6 Henderson Valley Road Council Service Centre – This building currently houses council and AT staff. AT will vacate the site from October 2017. Once AT have vacated the site the council take the opportunity to complete some building services and climate control project before backfilling the building with other council staff. The building will continue to house council staff uses for the foreseeable 5 year+ future. Unlock Henderson will support the AT led project on the south car park to deliver a new train platform and two new rail lines as part of the City Rail Link (CRL) project. This will allow direct services from Henderson to Otahuhu and Onehunga when the CRL is planned to be open in 2023.

50. Public Good Initiatives – The HLPP proposes four supporting initiatives to support the development projects. These including investigating and planning the upgrade of Opanuku Park, this will enhance development amenity on 2-4 Henderson Valley Road and potentially plan for a new link to Corban Estate. The project will investigate options to better connect development sites to amenities and services, this including planning walking and cycling infrastructure where development sites adjoin the Twin Streams pathway.

Regional Activities

51. Good progress has been made in our priority development areas, with HLPPs being worked on for Onehunga, Papatoetoe, Avondale and Henderson. In Manukau and Northcote, leading on from the Council’s approval of the HLPP, Framework Plans (which are more detailed plans on the development of the locations, including reference plans for each development site) have been developed.

52. Often it is the smaller projects that can make a huge difference in a community over a relatively short period – the placemaking activities, the development of public space, or the optimisation of Council properties. Panuku is identifying these projects, and a key focus will be on delivering more of these projects within the locations that we work.

Highlights

53. The highlights for the last six months were:

a) Sir John Wells ended his term as Chair in November. Sir John has had a long association with the Council family, including being Chair of ACPL prior to its amalgamation into Panuku. Richard Aitken was appointed Chair to replace Sir John.

b) Roger MacDonald was appointed as the Chief Executive of Panuku, and he started in the role in November. Roger originates from the United Kingdom, and has delivered large scale urban redevelopment projects across the world, in Africa, the Middle East and in the UK.

c) The Panuku Board agreed that Barrowcliffe Place, Manukau is a “pilot project” to form a consortium comprising a CHP, with a Mana Whenua partner(s) and other suitable development and funding partner(s), to develop the site. The aim will be to deliver a mix of market and affordable housing where sustainable and accessible design components will be tested.

d) The first tenants have moved into the Mason Brothers building in the Wynyard Quarter. The building is part of stage one of Precinct Properties’ programme of developing the commercial sites in the Wynyard Quarter. The development of 12 Madden Street, which ATEED have taken the head lease for the establishment of Grid AKL, will be completed in July 2017.

e) Stage Two of the Hobsonville Airfields Development was tendered, and a preferred tenderer has been selected after a number of tenderers submitted strong bids. The due diligence process is underway. The 9.9ha site will see 500 homes of mixed typology constructed.

f) Lot 1, 187 Flat Bush Road was also tendered and a development agreement has been signed. 30 homes will be constructed on the 1.9 hectare site, with construction commencing within a year of the sale.

g) The ASB Waterfront Theatre was opened on 22 September 2016. Panuku (on behalf of Council) provided the site, contributed to the funding and provided design review and oversight for the project. The theatre is a key component of the activation of the Wynyard Quarter.

h) The Water Edge Symposium was held in November, with invited waterfront experts attending from the USA, Asia, Europe and the Pacific. As well as discussing international case studies, the symposium workshopped ideas about how to develop the Onehunga/Manukau harbour water edge, and this thinking is feeding into the planning for the Onehunga Transform project.

i) The Silo Park Summer Programme has seen thousands of people visit the waterfront over the summer period, to enjoy the night markets, catch movies at the Silo cinema, and enjoy the various forms of entertainment on offer, cementing the waterfront as the place to be in Auckland over summer.

j) After an audit of Panuku against ACC’s Workplace Safety Management Practices external accreditation, Panuku attained Tertiary standard, reflecting its commitment to continual improvement in health and safety.

Future outlook

54. Over the next few months, Panuku will:

k) Formalise the joint venture between the Council and The Selwyn Foundation (JVCo) to manage the Housing for Older People portfolio and tenants with legal agreements being negotiated and Community Housing Provider registration being prepared. JVCo will take over the management of the Housing for Older People portfolio in July 2017.

l) The lease of the Panuku office accommodations expires in mid-2017. Options are being considered, and it is likely that it will be more cost effective for Panuku to move to a modest-quality building in the CBD rather than remaining in its current building.

m) Tawera Group is marketing residential apartments to gather pre-sales for the redevelopment of the Civic Administration Building, which is part of the Civic Quarter development. This follows on from the signing of the Development Agreement between Panuku and the Tawera Group.

n) Panuku is working on a refresh of the Waterfront Strategy, which will frame future development within the CBD waterfront area. This work will be reported to the Council in March 2017, with draft Framework Plans reported in May 2017.

o) Panuku has been reviewing how to improve the transparency of its Board meetings and interactions with the media. Panuku will hold as many of its monthly board meetings in the open as possible. A public-excluded session will be held at each meeting to discuss confidential matters. Agendas for each meeting will continue to be posted on the Panuku website (panuku.co.nz) prior to the meeting. Board papers (with confidential information redacted) will also be posted online. Members of the public will be invited (via the Panuku website) to present to the Board on issues relevant to Panuku.

All media enquiries will be responded to in a timely fashion and all information is shared with the media unless it is of a confidential nature. Major projects are outlined on our website and all key documents (such as our Annual Report and the project plans for our development locations) are available online.

Consideration

Local board views and implications

55. This report is for the Henderson-Massey Local Board’s information.

56. Panuku requests that all feedback and/or queries you have relating to a property in your Local board area be directed in the first instance to localboard@developmentauckland.co.nz

Māori impact statement

57. Tāmaki Makaurau has the highest Māori population in the world with one in four Māori in Aotearoa living here.

58. Māori make up 12% of the region’s total population who mainly live in Manurewa, Henderson-Massey, Papakura, Ōtara-Papatoetoe, Māngere-Ōtahuhu and Franklin. Māori have a youthful demographic with 50% of Māori in Tāmaki Makaurau under the age of 25 years. 5% of the Māori population in the region are currently 65 years and over.

59. There are 19 Mana Whenua in the region, with 13 having indicated an interest in Panuku lead activities within the Henderson-Massey Local Board area.

60. Māori make up 16 percent of the Henderson-Massey Local Board population, and there is three marae located within the local board area.

61. Panuku work collaboratively with Mana Whenua on a range projects including potential property disposals, development sites in the area and commercial opportunities. Engagement can be on specific individual properties and projects at an operational level with kaitiaki representatives, or with the Panuku Mana Whenua Governance Forum who have a broader mandate.

62. Panuku will continue to partner with Māori on opportunities which enhance Māori social and economic wellbeing.

Implementation

63. There are no implementation issues.

Attachments

There are no attachments for this report.

Signatories

Authors

Sven Mol - Stakeholder Relations Coordinator - Panuku Development Auckland

Authorisers

Toni Giacon - Team Leader Stakeholder and Community Engagement

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

Henderson-Massey Local Board

18 April 2017

LDI Community Response Fund Opex 2016/2017 allocations

File No.: CP2017/06089

Purpose

1. To enable the consideration of allocation of $60,000 of LDI community response opex from the 2016/2017 financial year to four projects.

2. $8,000 for collaboration between Kakano Youth Arts Collective and Unitec Institute of Technology (Te Whare Wananga o Wairaka) to design, create and install a designed window film over the glass walls of the Henderson Train Station Skybridge.

3. $12,000 for YMCA supported Raise up Massey Youth Space Project to go towards creating a dedicated youth space at the YMCA in the Massey Leisure Centre.

4. $10,000 to McLaren Park Hub South for a youth voice initiative. MPHS have recently delivered a youth camp and from this camp there is a desire to take forward a wider youth voice initiative for Glendene, Te Atatu and Henderson, with invitations also being extended to Ranui and Massey to be involved. The current youth voice budget for 2016/17 has already been fully utilised and staff are supportive of a further budget allocation for this new initiative to be progressed while there is interest and momentum from the youth involved.

5. $30,000 to progress the next phase of the Henderson Value Proposition work. Through ATEED the local board have supported the development of an assessment of an economic value proposition to support the case for development across the Henderson metropolitan centre in alignment and conjunction with Panuku Development Auckland activity.

Executive summary

6. This report recommends that $60,000 of 2016/2017 unspent LDI community response opex is allocated:

· $8,000 to a protective window film design collaboration between Kakano Youth Arts Collective and Unitec Institute of Technology.

· $12,000 for a YMCA supported Raise up Massey Youth Space Project.

· $10,000 to McLaren Park Hub South for a youth voice initiative.

· $30,000 to progress the next phase of the Henderson Value Proposition work.

7. The Kakano/Unitec proposal on installing a designed window film is a cost effective and low maintenance option that would provide an improved environment on the Henderson Train Station Skybridge and act as a deterrent for vandalism of the glass surfaces. Introducing locally sourced design patterns to the space helps to brand Henderson Train Station as a gateway to a creative and vibrant metropolitan centre.

8. Raise Up is YMCA's youth development programme which aims to empower young people to foster a sense of pride and respect for themselves and their communities through personal ownership and leadership development. A request has been made for funding to enable the installation of a non-load bearing internal wall to enable the better utilisation of existing internal areas and creation of a specific youth space. It has been identified that there are no dedicated indoor youth spaces in Massey, the nearest being Zeal in Henderson and they need a space for youth focused events, workshops and activities.

9. MPHS have recently delivered a youth camp and from this camp there is a desire to take forward a wider youth voice initiative for Glendene, Te Atatu and Henderson, with invitations also being extended to Ranui and Massey to be involved. The current youth voice budget for 2016/17 has already been fully utilised and staff are supportive of a further budget allocation for this new initiative to be progressed while there is interest and momentum from the youth involved.

10. The Henderson Value proposition work aims to undertake the preparatory work in advance of the 2017/18 and picks up on what has been delivered to date. It aims to get value proposition and stakeholders and their work programmes in to a position where delivery of a visual identity and brand as well can be undertaken and tangible activity on the ground in support of the proposition can be delivered.

Recommendation/s

That the Henderson-Massey Local Board:

a) allocate $8,000 LDI community response opex from 2016/2017 to Kakano/UNITEC to enable the design and installation of window film over the glass walls of the Henderson Train Station Skybridge

b) allocate $12,000 LDI community response opex from 2016/2017 to YMCA Massey to support the implementation of the Raise up Massey Youth Space Project.

c) allocate $10,000 LDI community response opex from 2016/2017 to McLaren Park Hub South for support continued delivery of a youth voice initiative.

d) allocate $30,000 LDI community response opex from 2016/2017 to ATEED to progress the next phase of the Henderson Value Proposition work.

Consideration

Local board views and implications

11. The Henderson-Massey Local Board have previously accepted deputations on the Kakano and Raise Up proposals at business meeting in 2016 and received staff advice at subsequent workshops. The MPHS and Henderson Value Proposition work concepts have had early support from members to progress.

12. Members have indicated a general support for assistance to be provided noting both projects align with the 2014-2017 Henderson-Massey Local Board Plan particularly the outcomes of A good life for young and old; and A community where we know our neighbours and work together on issues and value diversity. The Henderson Value Proposition aligns with specific items in the Henderson-Massey LED Action Plan as well as the local board plan.

Māori impact statement

13. The proposed artworks for the Skybridge include Maori themes and involve local Maori youth in the design and implementation of the project.

14. The Henderson-Massey local board area has a higher proportion of Maori youth compared to Auckland as a whole, and the Raise Up youth group’s participation and MPHS programmes reflect this.

Implementation

15. There is to be an upgrade of the ticketing machines at the Henderson train station in May 2017. As part of this the Skybridge area will be cleaned and the old window images removed so this would be an ideal time to get the new artwork up. Therefore ideally the art work would be ready to install in early May.

Attachments

No.	Title	Page
a ⇩	Kakano Unitec Skybridge	173
b ⇩	Raise Up Massey Youth Space Project	181
c ⇩	Continuation of Henderson Value Proposition Work	201

Signatories

Authors	Tracey Wisnewski - Local Board Advisor
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 April 2017

2016 Elections – Highlights and issues

File No.: CP2017/03075

Purpose

1. To provide local board input into submissions to the Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”.

Executive summary

2. This report has been presented to the Governing Body which has agreed that the report will be presented to all local boards for their feedback on submissions to the Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”. The issues on which submissions might be based are outlined under the heading later in the report “Submission to Justice and Electoral Select Committee on legislative change”. Local board comments will be reported back to the Governing Body, to decide the final form of the submission.

3. Planning for the 2016 elections commenced at the end of 2014. Staff presented a report to the Governing Body in March 2015, which set out the areas of focus for achieving outcomes in terms of voter and candidate experiences and turnout.

4. This report:

(i) describes initiatives taken in the areas of focus

(ii) evaluates the achievement of the outcomes

(iii) notes other activities associated with the election, such as inaugural meetings

(iv) summarises the budget and forecast expenditure

(v) identifies issues for the council to follow up

(vi) proposes submissions to make to Parliament’s Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”

(vii) outlines the timetable for the review of representation arrangements leading up to the 2019 elections.

5. The 2016 elections were successful. Particular highlights were:

(i) a successful marketing campaign based on the ‘showyourlove’ brand

(ii) innovative approaches to engaging with the community, including through social media, websites and the Love Bus

(iii) increased participation in Kids Voting

(iv) personal assistance provided to the visually impaired

(v) increased turnout over 2013

(vi) the elections came within budget.

6. This report is presented to local boards to provide input to a submission to the Select Committee, with the final submission presented back to the Governing Body in May 2017. The submission needs to be lodged by December 2017.

Recommendation/s

That the Henderson-Massey Local Board:

a) provide any comments to be reported back to the Governing Body for inclusion in the Auckland Council’s submission to the Justice and Electoral Select Committee’s “Inquiry into the 2016 local authority elections”.

Comments

Strategic approach

7. A report to the Governing Body in March 2015 set out the strategic approach to the 2016 elections. It identified the following areas of focus:

· communications and community engagement

· candidate awareness

· on-line voting

· optimum use of council resources.

8. Those areas of focus were to deliver the following outcomes:

· an excellent experience for candidates and voters

· a voter turnout of at least 40 per cent

· a candidate-to-member ratio of three

· user-centric, innovative and transparent local body elections.

9. The following sections describe initiatives taken in these areas of focus and the achievement of the outcomes.

Actions taken in areas of focus

Communications and community engagement

10. Voter participation statistics showed that previous participation rates were low among 18 - 39 year olds and this age group was a key focus for the Election Planning Team.

11. Initiatives included:

· a comprehensive marketing campaign based on the “showyourlove” brand

· advertising – billboards, adshells, bus backs, press, magazine, radio, digital, ethnic radio and newspapers

· heart ballot boxes

· digital bus shelter voting tallies

· targeted social media: videos and articles via VoteAkl social media sites, Facebook, Instagram, Twitter, YouTube

· “Our Auckland” council’s news channel

· Auckland Council channels for posters, such as libraries and service centres

· the Love Bus and community presentations

· showyourlove.co.nz web pages for information about candidates

· Kids Voting programme in schools.

12. The Election Team tested the “showyourlove” brand with audiences. Feedback, particularly from young people, has been very positive. Wellington City Council also developed its own brand, using our ‘love’ concept. Auckland Council and Wellington City Council experienced greater increases over 2013 turnouts than other metropolitan councils.

13. The Love Bus provided a visual reminder of the elections. It stopped at various locations where people gathered, such as at malls, and staff engaged with passers-by.

14. An engagement programme included making presentations to community groups:

· 80 events including: 22 Love Bus events, 11 English for Speakers of Other Languages (ESOL) events, 22 community presentations (total attendance at these presentations was approximately 800), three meetings or informal chats, five5 information stalls

· 10 of these events were run in conjunction with the Electoral Commission

· sessions were facilitated by the deaf community, Disability Network NZ, Tongan and Samoan churches and Korean Youth Leadership Institute independent of council support

· 24 engagement sessions included an interpreter for at least one language; interpreters for eight different languages, including New Zealand sign language, were used

· groups reached included faith communities (Jewish, Muslim), Rainbow communities, Youth, Korean, Chinese, African, Indian, Tongan, Samoan, Sri Lankan, Somalian, Ethiopian, Rwandan, Filipino, West Indian, Burmese, Cambodian and Japanese

· all advisory panels contributed to the elections programme

· engagement activities and events were run in 15 of the 21 local board areas

· approximately 24,000 Aucklanders were reached by engagement activities.

15. The showyourlove.co.nz website provided information about candidates for voters. People often state, when asked in surveys, the reason they do not vote is they lack information about candidates. This website was planned very carefully to ensure that council did not provide any candidate with an electoral advantage. All candidates were given the same opportunity to provide information in addition to the information in their candidate profile statements.

16. A survey conducted after the 2016 elections gauged the effectiveness of these initiatives. The sample size was 1,259 people.

17. Awareness and likelihood of voting:

· awareness of the elections rose from 83 per cent before the campaign to 93 per cent following the campaign

· before the election, 75 per cent intended to vote but after the election only 63 per cent (of the survey sample) actually voted

· of the 35 per cent who did not vote, 56 per cent intended to vote but did not

· reasons given for not voting by the 35 per cent who did not vote include:

o don’t know anything about the candidates (25 per cent)

o don't know enough about the policies (22 per cent)

o did not know when voting finished, missed deadline (18 per cent)

o forgot to vote (18 per cent)

o can't work out who to vote for (16 per cent)

o not interested in politics or politicians (14 per cent)

o didn’t think vote would make a difference (11 per cent)

o couldn’t be bothered voting (11 per cent)

o too much effort to select the candidate (10 per cent)

o had other commitments during that time (10 per cent).

18. Effectiveness of messaging:

· 53 per cent said the ads made them think of their community

· 44 per cent said the ads reminded them of what they love about their city

· 46 per cent said the ads made them more likely to vote.

19. 21 per cent used the web and social media for information about the elections – mostly the Auckland Council website.

20. Of those who intended to vote but did not vote, 25 per cent said on-line or app based voting would encourage them to vote.

21. 74 per cent said they would prefer on-line voting over postal voting with 18 per cent preferring postal voting; those who preferred on-line voting were spread amongst all age groups but were mainly in the younger age groups.

22. The Kids Voting programme was an on-line voting experience for students. Students cannot legally take part in the actual election, but Kids Voting creates awareness of the elections which often flows from the participating students to their families. The Election Team prepared teaching kits class teachers could use to explain how council works. There was a hypothetical referendum question that students voted on using the STV voting system. 11,730 students and 56 schools registered to take part, compared with 8,319 students and 44 schools in 2013. 4,748 students from 41 schools actually voted. The lessons provided to the schools by the Election Team were:

· an introduction to Auckland Council

· an introduction to elections and voting

· a real world on-line referendum case study

· Local boards, wards and local issues

· researching candidates.

Candidate awareness of election information

23. The council’s website provided information for candidates. This included:

· candidate information handbook

· candidate audio booklet

· FAQs

· research material

· how to be nominated

· election timetable

· video explaining Auckland Council

· posters on all Auckland Council channels

· ads in newspapers

· radio

· digital ads.

24. The Election Team focused on on-line content over hard copy booklets. It did not hold candidate information evenings following the experience in 2013 of twenty-eight information evenings gathering only small attendance.

25. Wellington City Council publicised community-based candidate meetings on its website which people apparently found useful. The council could consider this for 2019.

On-line voting

26. Prior to the elections, the Associate Minister of Local Government announced that trials for on-line voting would not take place for the 2016 elections.

27. The community expects to have an on-line option, provided concerns about the security of on-line voting are addressed. In the post-election awareness survey, 74 per cent said they would prefer on-line voting over postal voting.

28. The Finance and Performance Committee resolved in December 2016 to request the Minister of Local Government to explore a pilot trial of an electronic voting system including for by-elections.

Optimum use of council resources

29. Key areas of the council involved in the elections were:

· Democracy Services and Communications and Engagement

· libraries and service centres held election information, received nominations and issued special votes

· communications staff undertook advertising, branding, web content, social media with assistance from the design studio

· bylaws compliance staff enforced the Auckland Transport Elections Signs Bylaw

· Legal Services provided legal advice when required

· Research and Evaluation (RIMU) staff provided advice on demographic data and undertook research for the report on the order of names.

30. Elections planning staff worked closely with the Electoral Commission, Local Government New Zealand (LGNZ) and the Society of Local Government Managers (SOLGM).

31. Council’s election services provider (Independent Election Services Ltd) was based in the central business area, in Anzac Avenue, and was the main central city office. Staff later provided limited services at the Bledisloe service centre in response to demand.

Achievement of outcomes

32. The desired outcomes were:

· an excellent experience for candidates and voters

· a voter turnout of at least 40 per cent

· a candidate-to-member ratio of three

· user-centric, innovative and transparent local body elections.

Candidate experience

33. For the first time, the council conducted an on-line survey of candidates. 150 candidates took part. This feedback shows a positive candidate experience.

34. Key findings were:

· 76 per cent said it was easy, or very easy, to find information

· 88 per cent said that overall they could access the information they needed

· 87 per cent said they used resources on the Auckland Council website

· 83 per cent were aware of the “Love your Auckland – stand for council” campaign

· 80 per cent contributed to their information on the showyourlove.co.nz website

· 50 per cent said this was their first time standing for elected office with Auckland Council and 50 per cent said it was not their first time.

35. The Election Team has noted some candidate issues for following up or improvement:

(i) a couple of candidates were nominated for positions for which they did not intend to stand. In one case a number of candidates on the one ticket arrived at a service centre together, creating increased demand on staff at the last minute. In the future, the Election Team will co-ordinate with ticket campaign managers to help manage the processing of nominations and will provide additional briefings to staff helping at service centres. Legislative change to allow electronic submission of nominations to improve these processes will be sought.

(ii) there was a question whether a Samoan matai title could be used on the nomination form. The legislation prohibits “titles” but does not define “title”. The Electoral Officer, after receiving legal and cultural advice, allowed matai “titles” on the basis they were used more like names than titles. It would be helpful to have legislative guidance on this.

(iii) some candidates expressed concern about the requirement to state in the profile statement whether they lived in the area for which they were standing. The council previously submitted in opposition to this requirement.

Voter experience

36. The awareness survey showed that voters used on-line tools to find out about voting and about candidates.

37. Issues which negatively affected the experience of voters (some outside the control of council):

(i) a small number of voters in one area did not receive voting documents. The Electoral Officer received about 90 applications for special votes from voters in that area.

(ii) voters outside the area during the voting period either could not vote or had to apply for a special vote. An example was a voter who was overseas and who had arranged for a special vote to be posted to them but who could not meet the deadline for posting it back from overseas. An ability to supply the voting documents electronically would assist

(iii) an issue which continues to affect the voter experience is the mixture of different voting systems on the one voting document and different orders of candidate names.

38. Ten staff volunteered to assist blind people with their voting. This was arranged in partnership with the Blind Foundation and the volunteers were trained and made declarations as electoral officials. The volunteers visited voters at their residences and help them mark their voting documents. The Auckland Branch of Blind Citizens NZ wrote an appreciative letter to the mayor and chief executive.

Voter turnout

39. The council aimed for a 40 per cent turnout. The turnout was 38.5 per cent, an increase of 3.7 per cent over the 2013 turnout.

40. Across all of New Zealand, there was a slight increase over 2013:

2010

2013

2016

Change

National voter turnout %

49.0

41.3

42.0

+0.7

41. Across metropolitan councils, Auckland and Wellington achieved the two highest increases:

Voter turnout % - Metro	2010	2013	2016	Change %
Auckland	51.0	34.9	38.5	+3.7
Christchurch City	52.2	42.9	38.3	-4.6
Dunedin City	53.0	43.1	45.2	+2.1
Hamilton City	37.8	38.3	33.6	-4.7
Hutt City Council	40.4	36.6	37.8	+1.2
Nelson City	52.2	52.2	52.1	-0.1
Palmerston North City	43.2	38.7	39.1	0.4
Porirua City	39.1	36.6	38.0	+1.5
Tauranga City	43.8	37.8	38.0	+0.2
Upper Hutt City	44.3	40.8	41.0	+0.2
Wellington City	40.0	41.5	45.6	+4.1
Total	45.0	38.0	39.3	+1.3

Candidate to member ratio

42. The target was three candidates per position.

43. There were 19 candidates for mayor. In 10 out of 13 electoral ward issues for councillors, the ratio of candidates to positions was 3 to 1, or greater.

44. There were 32 local board electoral issues (there are 21 local boards but elections in some local board areas are on a subdivision basis). In 9, the ratio of candidates to positions was 3 to 1 or greater. For a local board that is not divided into subdivisions, it is harder to achieve the ratio because the number of positions is greater.

45. Overall, there were 468 candidates for 170 positions, which is a ratio of 2.8 to 1.

User-centric, innovative and transparent local body elections

46. The key ‘users’ in an election are the candidates and the voters. Feedback shows:

· candidates got the information they needed

· compared to previous elections voters could find out more about candidates, through the “showyourlove” website

47. Assistance was provided to voters who were blind. Blind Citizens NZ communicated its appreciation back to the council.

48. The report details above a number of innovative activities such as the Love Bus and Heart Ballot Boxes.

49. Aspirations to have on-line voting were not met. There is a need to provide a user-friendly option for voters who do not use postal services. Voters who are not in the area during the voting period also have issues. If a voter is overseas, by the time voting documents have been posted to them (if they have a reliable postal address) there is not sufficient time to post them back. The ability to download blank forms, and to scan and email completed forms, should be investigated.

50. For candidates, there is only the one option of paper-based nomination forms. Submitting nominations electronically needs to be investigated.

51. The communications and community awareness programmes were innovative and received positive feedback, as noted above under “Communications and Community Engagement”.

52. Ensuring candidates and voters had sufficient information assisted the transparency of the elections.

Other activities relating to the elections

53. The Executive Leadership Team adopted a staff policy around political neutrality and involvement in the election process outside of work hours. The Governing Body adopted an elected members’ policy dealing with issues such as the use of council resources by incumbent members. The policy required close management of council communications during the sensitive period and a panel met weekly to monitor this.

54. Council staff enforce the Auckland Transport Election Sign Bylaw and dealt with 162 complaints. Earlier in the year there was media coverage about the use of commercial billboards. This will be addressed in a review of the Auckland Transport bylaw.

55. Following each election there are a number of activities arranged for elected members:

(i) induction sessions for members

(ii) refreshing the technology provided to members

(iii) powhiri for all members

(iv) inaugural meetings of the governing body and the local boards at which members make their statutory declarations.

Cost of the election

56. Summary of budget and expenditure:

Budget	Planned	Actual (at 31/01/17)	Forecast	Comments
Election Services - IES	$4,893,000	$4,515,500	$4,653,490	Amount payable to IES as per contract plus a 10 per cent buffer for variable costs to be determined at wash-up in Feb ’17, Whilst costs are currently forecast to arrive over contract amount, these are expected to be within budget (including buffer).
Communications & Engagement (internal charge)	$1,221,000	$1,160,960	$1,221,498	Expected to meet budget once final costs are confirmed.
Staff	$620,000	$659,637	$669,637	Slight over-spend in staff due to increased programme scope and staff turnover.
Kids Voting	$50,000	$49,424	$49,424	Steering Group approved exceeding budget for increased number of participating schools and students. This includes $30,000 for IES for on-line voting capability.
Community Engagement	$40,000	$27,441	$27,441	Initial Elections budget had no allocation for Community Engagement hence in 2016 $40k was reallocated from other items. Under-spend here due to final budget being confirmed after a lower cost engagement schedule was already planned. $10k for translations and accessibility was covered by C&E budget.
Governing Body Inaugural Meeting	$57,000	$49,661	$52,697	Initial budget had allocated $81,000 for post-election costs of which specifics were not known to Elections team. This was reduced to cover Inaugural Meeting only and then further to fund Community Engagement. In 2013, Inaugural Meeting cost was $57,000.
Local board inaugural meetings	$129,300	$97,921	$129,300	The budgets for travel and equipment hireage were not fully utilised.
Research	$20,000	$6,404	$8,700	This amount was reduced from $30,000 to fund Community Engagement.
Pre-election IES, DDB & Buzz	$0	$48,980	$48,980	Unplanned costs for development of elections strategy were funded by Democracy Services in 2015.
Miscellaneous	$0	$9,244	$9,244	Includes judicial recount, costs associated with services at libraries and service centres, other programme-wide costs and office expenses.
Recoveries - DHBs & LTs	-$1,500,000	-$622,500	-$1,517,964	Full recoverable amount will be determined at wash-up in February 2017. Current estimates expect to meet planned amount.
Total	$5,530,300	$6,002,672	$5,352,447	Overall budget under-spend expected once wash-up is confirmed in February 2017.

57. The costs of the Howick by-election ($104,000) will be absorbed in the budget if possible.

Issues to progress further

Howick by-election

58. A member of the Howick Local Board resigned at the inaugural meeting of the board. The council held a by-election at a cost of $104,000, which the Finance and Performance Committee has approved as unbudgeted expenditure. The committee considered the council should have the option of appointing to a vacancy that occurs within six months of an election and that the council should have the option of conducting a by-election on-line. The committee resolved:

“That the Finance and Performance Committee:

…

c) agree that the Mayor will write to the Minister of Local Government requesting, among other amendments to the Local Electoral Act 2001 necessary to improve the conduct of local elections, an amendment to section 117 to allow a local authority using the first past the post electoral system to determine by resolution whether to fill an extraordinary vacancy which occurs up to six months after the previous triennial local government election either by appointing the highest polling unsuccessful candidate from the previous triennial local government election, or by holding a by-election.

d) request the Minister of Local Government to explore a pilot-trial of an electronic voting system including by-elections.”

(Resolution number FIN/2016/1)

59. Both of these issues are discussed further in this report.

On-line voting

60. Survey results show the community prefers on-line voting. The government previously established a working party which made recommendations for a staged approach with trials in 2016. The government supported this and set out the requirements to be met for a council to establish a trial. Auckland Council was considered to be too large for a trial and was not eligible. In April 2016 the Associate Minister of Local Government announced the trial would not proceed as requirements had not been met.

61. The government wants local government to lead on-line voting, subject to its requirements being met. LGNZ should co-ordinate the local government sector’s development of on-line voting and Mayor Goff and Councillor Hulse will be pursuing this with the Local Government New Zealand National Council.

Voter participation

62. In order to prepare for the 2019 elections a voter participation project has been established. The main aims of the project are to reduce barriers to participation, encourage diversity and increase awareness and understanding of council and local elections.

63. The planning team for the 2016 elections has now completed its task and has been disbanded, however a position of Senior Advisor, Voter Participation, has been established within Democracy Services to provide continuity between the work that was carried out for the 2016 elections and the engagement that needs to occur for the 2019 elections.

Research on order of names

64. An analysis of the 2010 and 2013 election results was undertaken so that the council could decide whether the order of names on voting documents should be alphabetical or random. Further research will be undertaken and provided to the council when it next makes a decision on the order of names.

Review of Auckland Transport Election Signs Bylaw

65. Auckland Transport has undertaken to review the bylaw. The review will take place in time for implementation for the 2017 parliamentary election.

Submission to Justice and Electoral Select Committee on legislative change

66. The Justice and Electoral Select Committee conduct an enquiry following each election. Submissions on the inquiry into the 2016 elections will close in December 2017.

67. This report seeks input from local boards for the submission, particularly on the following issues. A proposed submission will be reported to the governing body later in 2017.

(i) Matai names

1. The Local Electoral Act 2001 prohibits the use of official titles when listing candidate names on the voting document. Names that can be used include a registered name or a name by which the candidate has been commonly known for the six months prior to an election. Although sometimes referred to as ‘matai titles’, legal advice provided to staff is that these are more in the nature of names than of a title denoting the holding of some sort of office. To avoid doubt, the legislation should give guidance.

(ii) Vacancies occurring within six months of an election

2. Since the 2016 elections were held, three vacancies have occurred – Auckland (resignation of local board member), Bay of Plenty Regional Council (death) and Waikato Regional Council (death). When considering the budget for the Howick by-election, the governing body resolved to seek a law change allowing a local authority using the first past the post electoral system to appoint the highest polling unsuccessful candidate to a vacancy occurring within six months of an election.

(iii) Legal requirement for candidate to state whether residing in area

3. Some candidates complained about this requirement. The council has previously submitted in opposition to it and may consider doing so again. Following the 2013 elections, the select committee recommended that the requirement be removed and noted that candidates for parliamentary elections did not have to make a similar statement. However, it has not yet been removed.

(iv) Timing of school holidays

4. The school holidays overlap with the postal voting period. Many people go out of the area during school holidays and do not vote. Currently local government elections are on the second Saturday in October. Moving election day to the first Saturday in October would provide one week before election day that would not overlap with school holidays. This still gives time to adopt the annual report and it provides an additional week between the elections and the end of the year for the new council to attend to business, such as a draft annual plan.

(v) Electronic transmission of voting documents to and from voters overseas

5. Voters who are overseas during the postal voting period often do not have enough time to post back voting documents prior to election day, after receiving their voting documents in the post. The select committee has previously recommended electronic transmission. The government has supported sending blank voting documents electronically but has opposed the return of completed votes electronically. On-line voting would also solve this issue.

(vi) Electoral Officer to have access to the supplementary roll

6. The processing of special votes relies on the Electoral Commission checking that voters are on the electoral roll. If the EO had access to the supplementary roll, the EO could do this, with the potential to speed up the counting of special votes. This has previously been supported by the select committee and the government.

(vii) Access to data associated with electoral roll

7. It is a concern that local government election turnouts are low. Having access to statistical data associated with the electoral roll, such as age groups of electors, would be helpful when planning election awareness campaigns. Currently the Electoral Act only allows this information to be supplied for research into scientific or health matters.

(viii) Electronic nominations and candidate profile statements.

8. The option to submit nominations electronically would benefit the candidate experience and it would lead to more accurate representation of candidate profile statements. Currently there are over 600 profile statements to be typed, from copy supplied by candidates, and then proof-read. Occasionally this leads to mistakes.

(ix) Legislative confirmation that local authorities may promote elections

9. Legislation should give a clear mandate to local authorities to promote elections. This is to avoid any uncertainty about public funds being used for election promotion purposes.

(x) Time period for printing electoral rolls

10. Electoral rolls were not printed in time for the start of candidate nominations because the legislated time period is too short. Extend time period for printing. This corrects a previous change to timeframes which shortened the time for printing the rolls.

(xi) Electronic access to electoral rolls for election staff

11. When processing candidate nominations, staff at service centres need to check whether nominators are on the electoral roll for the specified area. They may only have one hard-copy version to share between staff processing nominations for different candidates. It would be more efficient to access the current roll electronically.

(xii) Close of voting time

12. Extend voting later into the last day and create one full 'voting day'. The Electoral Officer received 18,000 votes on the Saturday morning via our ballot boxes. Extra time on the final Saturday would give voters more time to vote and could help turn the final Saturday into a voting day celebration.

(xiii) Discourage inappropriate use of elections

13. There were 19 candidates for mayor. Clearly some of these had no chance of being elected but presumably used the opportunity to promote their cause. Consideration could be given as whether this is an issue that needs to be addressed.

(xiv) Separation of DHB elections.

14. A variety of election issues on the one voting document together with different voting systems and ordering of names confuses voters. It would be better to hold DHB elections on a separate time, for example a separate year, or with the parliamentary elections. However, this would increase the cost of an election to Auckland Council, which currently receives $1.5 million in recoveries from DHBs and Licensing Trusts.

(xv) Candidate information in different languages

15. Candidate profile statements are limited to 150 words. If a candidate profile statement is provided in English and Māori, then each version may have 150 words as Māori is an official language. If a candidate profile statement includes English and a language other than Māori it is limited to 150 words in total. Consideration could be given to other options for candidates to provide information in languages relevant to their constituents.

(xvi) Consistency between Electoral Regulations and Local Electoral Regulations

16. The Electoral Regulations include provisions that would be helpful to local elections such as:

· Telephone dictation for voters with disabilities

· Receipt of special votes electronically.

(xvii) Relationship with Electoral Commission

17. Some voters, confused about who was responsible for running the council elections, contacted the Electoral Commission. The Electoral Commission typically referred callers to the council and enquirers ended up calling the council call centre only to be referred on to Independent Election Services. There should be consideration to jointly promoting awareness about who enquirers should contact with queries about local elections. This does not require a legislative change but could be implemented through Local Government New Zealand.

Timetable for 2019 elections

18. Electoral system

68. If the council wishes to change the electoral system from First Past the Post to Single Transferable Vote, a resolution is required by 12 September 2017. Such a resolution might then be subject to a petition for a poll. Alternatively the council could conduct a poll.

19. Māori wards

69. If the council wishes to establish Māori wards, a resolution is required by 23 November 2017. Such a resolution might then be subject to a petition for a poll. Alternatively the council could conduct a poll.

20. Review of representation arrangements

70. The council is required to review:

· whether the election of councillors is on a ward basis or at large and, for each local board, whether election of board members is on a subdivision basis or at large

· the number of members in each local board within a minimum of five and a maximum of twelve

· if there are wards or subdivisions, what the boundaries are and how many members there are in each

· the names of wards, subdivisions and local boards.

71. Unlike other councils, the council cannot review the number of members of the Governing Body because the legislation sets this at 20 members.

72. The statutory timetable for the review is:

Due dates	Requirement
No earlier than 1 March 2018	A council resolution setting out the council’s initial proposal
Within 14 days of resolution but no later than 8 September 2018	Public notice of the resolution, providing at least one month for submissions
Within 6 weeks of close of submissions	The initial proposal may be amended after considering submissions. Public notice of the final proposal
20 December 2018	Appeals from those who submitted on the initial proposal and fresh objections to any amendments are received
15 January 2019	Appeals and objections are forwarded to the Local Government Commission
11 April 2019	Appeals and objections are determined by the Local Government Commission, which may conduct hearings in order to do this

73. The review will be conducted as one component of the wider governance framework review reported to the Governing Body last December. The Governing Body established a political working party comprising 7 governing body members and 7 local board members.

Consideration

Local board views and implications

74. The report is being presented to all local boards for their views, before being presented back to the Governing Body to finalise a submission to the select committee.

Māori impact statement

75. Initiatives that encourage the community to engage with elections will have a positive impact on Māori. There are activities associated with elections that are particularly significant to mana whenua, such as the pōwhiri to welcome all elected members following the elections.

76. The survey of candidates asked candidates to identify their ethnicities. Ten per cent of candidates were Māori, compared to 9 per cent of the total Auckland population. As a result of the election, 7 per cent of elected members are Māori (115 of 170 elected members replied to the survey).

77. There will be an opportunity to consider the establishment of Māori wards for the 2019 elections.

Implementation

78. This report will be presented to local boards for their comments, to be included in a report back to the Governing Body so that the Governing Body can finalise its submission to the select committee.

Attachments

There are no attachments for this report.

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

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

Karen Lyons - General Manager Local Board Services

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2016-2019 Strategic Plan in effect.
Audited financial accounts and audit management letter.	Compliant	Provided
Business plan including: · A minimum of three key performance indicators and budget allocations for programme areas.	Compliant	Provided
Annual review report: · Achievement of previous year’s objectives against business plan.	Compliant	Provided
2017-2018 Indicative Budget	Compliant	Provided
Annual BID programme reporting and alignment meeting between Henderson-Massey Local Board and business association board.	Compliant	Meeting held 15 September 2016
BID Programme Agreement	Compliant	Fully signed agreement provided.
Summary		Staff are satisfied that Te Atatu BID is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report.

Name and Location of Land/Facility	Covil Park, 56A Covil Avenue, Te Atatu South
Name of the Community it serves	Waitakere
Local Board Area	Henderson-Massey
Name of Community Group	NZ Ethnic Social Services Trust
Contact person	Ali Boorooni
Name of Community Lease Advisor	Michelle Knudsen

Name and Location of Land/Facility	Lincoln Park , 5 Sunpark Avenue, Massey
Name of the Community it serves	Waitakere
Local Board Area	Henderson-Massey
Name of Community Group	Te Akoranga Playcentre Association Incorporated
Contact person	Elise McClennan – Property Convenor
Name of Community Lease Advisor	Michelle Knudsen

Governance role	Examples
Setting direction/priorities/budget	Capex projects, work programmes, annual plan
Local initiatives/specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

Chairperson	Shane Henderson
Deputy Chairperson	Peter Chan, JP
Members	Paula Bold-Wilson
	Brenda Brady, JP
	Warren Flaunty, QSM
	Will Flavell
	Matt Grey
	Vanessa Neeson, JP