Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

18 April 2017

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Te Whare Hukahuka - Te Huia Taylor 5

8.2 Feed the Need Trust 6

9 Public Forum 6

10 Extraordinary Business 7

11 Notices of Motion 7

12 Manukau Ward Councillors Update 9

13 Board Members' Report 11

14 Chairperson's Announcements 13

15 Otara-Papatoetoe Local Board Community Grants Programme 2017/2018 15

16 Ōtara-Papatoetoe Local Grant Round Two and Quick Response Round Three 2016/2017 21

17 Otara Papatoetoe CCTV Maintenance 2016-17 27

18 Business Improvement District (BID) Programme Annual Report to Otara-Papatoetoe Local Board 31

19 Multi-premises lease for Auckland Citizens Advice Bureaux sites within the Ōtara-Papatoetoe Local Board area. 49

20 Otara Papatoetoe Greenways/Local Paths Plan 57

21 Auckland Transport Update – Ōtara-Papatoetoe Local Board April 2017 79

22 Panuku Development Auckland Local Board Six-Monthly Update 1 September 2016 to 28 February 2017 87

23 Otara-Papatoetoe and Manurewa Local Boards' Terms of Reference with Panuku Development Auckland in relation to Transform Manukau 97

24 Sandbrook Community Building 105

25 Approval of the draft Ōtara-Papatoetoe Local Board Plan 2017 139

26 Reinstatement of the Manukau Harbour Forum 143

27 PLACEHOLDER: Council submission on Urban Development Authorities Discussion Document 149

28 Community-led response to alcohol licensing update 151

29 Local Government New Zealand conference and Annual General Meeting 2017 155

30 Local Board representative invited to attend Papatoetoe Sports and Community Charitable Trust (Kolmar Centre) meetings 159

31 Funding for the "2017 Tuia Te Here Tangata" Leadership Development Programme 161

32 Ōtara-Papatoetoe Local Board - Additional Business Meeting 175

33 Governance Forward Work Calendar 177

34 Ōtara-Papatoetoe Local Board Workshop Notes 181

35 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

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

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

At the close of the agenda no requests to present petitions had been received.

8 Deputations

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

8.1 Te Whare Hukahuka - Te Huia Taylor

Purpose

1. To discuss potential collaboration between the local board and Te Whare Hukahuka regarding a youth governance programme.

Executive summary

2. Te Whare Hukahuka’s Ka Eke Poutama (KEP) starts in May 2017. Below is a brief about the programme.

ABOUT THE PROGRAMME

3. Ka Eke Poutama (KEP) is a response to the need to build up a generation of confident, capable and engaged rangatahi Māori to take on governance positions throughout our community. KEP is a practical four month governance programme combining: training, guest speakers, coaching sessions, networking and real-life board experience. KEP draws on stories and case studies from Māori organisations and top businesses, weaves in themes of innovation, entrepreneurship and leadership and connects rangatahi with experienced governors and business leaders.

4. There are three phases to the programme:

1. Self-discovery - participants learning about their strengths and personalities to know how they can best contribute in a governance situation

2. Preparation – teaching a range of best practice content around governance

3. Application - participants observe real governance situations, create a profile on Appoint (NZ's dedicated governance marketplace) and take on board roles.

5. From the 2016 pilot programme, rangatahi are being placed in governance roles, and feel equipped and confident enough to shake-up the organisations they work with and be a voice for Maori. Feedback received is that participants feel empowered by the learnings, and the KEP group of 45 alumni see a better future for Maori and want to influence change.

PROGRAMME PURPOSE & VISION

6. The programme purpose and vision is to see rangatahi building confidence and capability of governance principles and an increased participation in governance and leadership roles.

7. By 2019 KEP aims to have 1,000 rangatahi alumni of the programme, and with 80% of them holding governance positions in their local communities.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thanks Te Huia Taylor for her presentation on Ka Eke Poutama, a governance development programme for rangatahi.

8.2 Feed the Need Trust

Purpose

To enable Laurie Wharemate-Keung, Programme Director, Feed the Need Trust to make a brief presentation to the local board about the Trust’s proposal to occupy the Sandbrook Reserve buildings.

Recommendation/s

That the Ōtara-Papatoetoe Local Board thank Laurie Wharemate-Keung, Programme Director, Feed the Need Trust for her presentation.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

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

Ōtara-Papatoetoe Local Board

18 April 2017

Ōtara-Papatoetoe Local Grant Round Two and Quick Response Round Three 2016/2017

File No.: CP2017/04867

Purpose

1. The purpose of this report is to present applications received for Ōtara-Papatoetoe Local Grant Round Two and Quick Response Round Three 2016/2017. The local board is required to fund, part-fund or decline these applications.

Executive summary

2. The Ōtara-Papatoetoe Local Board adopted the Ōtara-Papatoetoe Local Grants Programme 2016/2017 on 16 May 2016. The document sets application guidelines for community contestable grants.

3. The local board is required to allocate grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of becoming the world’s most liveable city.

4. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $225,000 for the 2016/2017 financial year.

5. To date, the Ōtara-Papatoetoe Local Board has already allocated $94,320 through the Local Grant Round One and Quick Response Round One and Two. A total of $130,680 remains to be allocated across the 2016/2017 grant rounds.

6. In Local Grant Round Two, 26 applications were received, requesting a total of $233,052.63; see Attachment B. In Quick Response Round Three, five applications were received; requesting a total $6,584.00, see Attachment C.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) agree to fund, part-fund or decline each application in Local Grant Round Two, listed in Table One and Two.

Table One: Ōtara-Papatoetoe Local Grant Round Two Applications:

Application No.	Organisation Name	Project	Total Requested	Eligibility
LG1713-240	Zak Waipara	Towards a day-long showcase of Maori and Pacific writers and illustrators for children and young people, incorporating presentations, workshops, and an exhibition.	$2,000.00	Eligible
LG1713-207	Humans of South Auckland Trust (HOSA)	Towards the creation of a community mural based on local stories in South Auckland; specifically the cost for artists and videographer.	$6,000.00	Eligible
LG1713-204	David Riley	Towards the cost of obtaining 28 professionally illustrated images for the book - Cook Island Heroes.	$3,000.00	Eligible
LG1713-232	Accelerating Aotearoa Incorporated	Towards the operation of shared entrepreneurial workspace, "We Otara", and the series of youth mentoring workshops occurring on site from 1 June 2017 to 30 April 2018.	$40,000.00	Eligible
LG1713-228	KidsCan Charitable Trust	Towards providing food and basic goods to school children in need.	$5,000.00	Eligible
LG1713-226	South Auckland Christian Foodbank	Towards a family orientated financial capability course, run over six weeks.	$2,000.00	Eligible
LG1713-208	Faith City Trust Board	Towards the delivery of two Wy Educational Holiday Boot Camps.	$2,095.63	Eligible
LG1713-215	COMET Auckland	Towards a cross-sector, business-led initiative to support young people in developing soft skills required for success in the workplace.	$1,290.00	Ineligible
LG1713-227	Discovery Foundation	Towards providing scholarships for youths between the ages of 14 to 18 and their families to attend Discovery for Teens, a seven day residential life skills programme.	$2,000.00	Eligible
LG1713-236	PHAB Association Incorporated	Towards holding PHAB Social Clubs for Pasifika youth affected by disability, specifically various staffing costs, resourcing for the youth space, and mileage.	$5,000.00	Eligible
LG1713-213	Mangere/Papatoetoe Pasific Community Safety Patrol Trust	Towards the cost of patrolling Otara-Papatoetoe Local Board area, including parks, town centre, and homes of elderly residents.	$5,000.00	Eligible
LG1713-229	New Zealand Sikh Women's Association (Inc.)	Towards rental assistance.	$12,000.00	Eligible
LG1713-216	South East Auckland Senior Citizens' Association Inc.	Towards an overnight trip for 40 members to Rotorua to further understanding towards Maori culture.	$3,000.00	Eligible
LG1713-233	Sanatan Shivarchan Trust	Towards the floor replacement for the community hall.	$15,000.00	Eligible
LG1713-219	Woman Care Trust	Towards holding Ladies Culture Night 2017 at the Vodafone Event Centre, specifically the cost of video and photography, security, printing, advertisement, and hall hire.	$11,480.00	Eligible
LG1713-206	Pacific Fusion Fashion Show Ltd	Towards the infrastructure cost of hosting the Pacific Fusion Fashion show at the Otara Shopping Centre and Fresh Gallery.	$25,158.00	Eligible
LG1713-209	Mt Wellington Roller Sports Club (Inc.)	Towards stage two of feasibility study to identify appropriate sites and costs to establish an indoor roller skating facility in South Auckland.	$5,000.00	Eligible
LG1713-214	New Netball Team Limited	Towards hosting one home round robin netball matches in the ANZ Premiership in 2017, specifically the cost of hiring the Vodafone Events Centre.	$10,000.00	Eligible
LG1713-220	Samoan Methodist Churches of Samoa in New Zealand: Botany Parish	Towards fitness and sports activities, particularly the cost of venue hire at Otara Pool and Leisure Centre.	$5,635.00	Eligible
LG1713-238	Otara Business Association Incorporated	Towards the inaugural Otara Sports Awards and dinner taking place at Ferguson Intermediate School to showcase outstanding sports achievers in the area.	$15,050.00	Eligible
LG1713-230	John Walker Find Your Field of Dreams Foundation	Towards providing primary sports programme to primary schools in Otara-Papatoetoe and Mangere-Otahuhu local boards.	$25,000.00	Eligible
LG1713-221	Papatoetoe Gymnastic Club (aka GymCity Papatoetoe)	Towards the school holiday programme to take place between 10 July 2017 to 27 April 2018.	$4,900.00	Ineligible
LG1713-203	Project Litefoot Trust	Towards Project Litefoot Trust for the cost of salaries, materials installed at the club, administration costs, travel costs and promotion.	$4,253.00	Eligible
		Total requested	$209,861.63

Table Two: Ōtara-Papatoetoe Multiboard Applications:

Application No.	Organisation Name	Project	Total Requested	Eligibility
LG1713-202	Chinese New Settlers Services Trust	Towards the Connecting Kids, Connecting Families programme running from the CNSST Cultural Learning Centre in Manukau.	$8,191.00	Eligible
LG1710-212	Age Concern Counties/Manukau Incorporated	Towards counselling services for older adults across South Auckland; specifically the cost of salary and travel expenses.	$10,000.00	Ineligible
LG1720-207	Dress for Success Incorporated	Towards service delivery: rent, salary and general operating costs	$5,000.00	Eligible
		Total requested	$23,191.00

Table Three: Ōtara-Papatoetoe Quick Response Round Three Applications:

Application No.	Organisation Name	Project	Total Requested	Eligibility
QR1713-301	Communicare CMA (Auckland) Inc.	Towards the Papatoetoe friendship centre, specifically the annual hiring of Wesley Methodist Church hall.	$1,008.00	Eligible
QR1713-304	Papatoetoe Adolescent Christian Trust	Towards signwriting for the new van.	$820.00	Eligible
QR1713-305	Auckland Highland Games Association Incorporated	Towards the highland games held at Ellerslie Event Centre.	$2,000.00	Eligible
QR1713-307	South Auckland Senior and Youth Ass. Inc.	Towards IT equipment (laptop and camera) and activity costs (monthly venue hire and excursion trips for the members).	$1,765.00	Eligible
QR1713-309	OKE Charity	Towards the purchase of a heavy duty corded drill and driver to carry out working bees at primary schools for their fruit and vegetable garden projects.	$991.00	Eligible
		Total Requested	$6,584.00

Comments

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

8. 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.

9. The Ōtara-Papatoetoe Local Board will operate four quick response and two local grants rounds for this financial year.

10. 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.

11. For the 2016/2017 financial year, the Ōtara-Papatoetoe Local Board set a total community grants budget of $225,000 for the 2016/2017 financial year.

12. It is recommended that the board consider allocating up to $91,510 for Local Grant Round Two and $6,500 for Quick Response Round Three.

13. To date, the Ōtara-Papatoetoe Local Board has already allocated $94,320 through the Local Grant Round One and Quick Response Round One and Two. A total of $130,680 remains to be allocated across the 2016/2017 grant rounds.

14. In Local Grant Round Two, 26 applications were received, requesting a total of $233,052.63; see Attachment B. In Quick Response Round Three, five applications were received; requesting a total $6,584.00, see Attachment C.

Consideration

Local board views and implications

15. Local boards are responsible for the decision-making and allocation of local board community grants. The Ōtara-Papatoetoe Local Board is required to fund, part-fund or deadline these grant applications against the local board priorities identified in the local board grant programme.

16. 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.”

17. A summary of each application received through Local Grant Round Two is attached, see Attachment B.

18. A summary of each application received through Quick Response Round Three is attached, see Attachment C.

Māori impact statement

19. Community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori. As a guide for decision-making, in the allocation of community grants, the new community grants policy supports the principle of delivering positive outcomes for Maori.

Implementation

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

21. Following the Ōtara-Papatoetoe Local Board allocating funding for quick response round three, commercial and finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇨	Ōtara-Papatoetoe Local Board Grants Programme 2016/2017 (Under Separate Cover)
b ⇨	Ōtara-Papatoetoe Local Grant Round Two 2016/2017 Application Summary (Under Separate Cover)
c ⇨	Ōtara-Papatoetoe Quick Response Round Three 2016/2017 Application Summary (Under Separate Cover)

Signatories

Authors

Sara Chin - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Otara Papatoetoe CCTV Maintenance 2016-17

File No.: CP2017/03567

Purpose

1. To seek permission from the Ōtara-Papatoetoe Local Board to overspend, within overall discretionary budget limits, from the public safety cameras and town centre safety initiatives LDI budget allocation for 2016/2017.

Executive summary

2. Public safety cameras and town centre safety initiatives funding of $360,000 is allocated to Business Improvement Districts (BIDs) to support local economic development, community safety and crime prevention.

3. A sum of $50,000 is retained for public safety camera monitoring services and $34,997 is retained to cover maintenance contingency costs associated with council-owned camera assets.

4. Due to unanticipated levels of maintenance, staff expect the public safety camera maintenance funding for 2016/2017 will be exhausted before the end of the financial year.

5. Staff seek permission from the Ōtara-Papatoetoe Local Board to overspend, within overall discretionary budget limits, an additional contingency allocation of $5000 from the CCTV and town centre initiatives maintenance budget to continue to meet local town centre safety outcomes in the 206/2017 financial year.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approves additional contingency funding of up to $5000 from 2016/2017 Locally Driven Initiatives (LDI) funding line for CCTV and town centre safety initiatives to cover maintenance of public safety camera assets in Ōtara town centre, Hunters Corner and Papatoetoe mainstreet business areas.

Comments

6. Ōtara-Papatoetoe Local Board funds BIDs to support local economic development, community safety and crime prevention. Bulk funding of $360,000 from the local board’s LDI budget is provided for Ōtara town centre, Hunters Corner and Papatoetoe mainstreet business areas.

7. A sum of $34,997 is retained to cover the maintenance of 41 council-owned cameras, wiring, wireless connectivity and the digital monitoring platforms.

8. Based on the previous nine months maintenance requirements, public safety camera maintenance costs for the three business districts have averaged $3666 per month.

9. Due to this unanticipated level of maintenance, the 2016/2017 CCTV and town centre safety initiatives budget of $34,997 for the three BID areas is almost exhausted, as at the end of March 2017.

10. Unanticipated maintenance costs were due to extreme weather events, vandalism of two cameras and wiring, local area power spikes and ongoing construction work around the Papatoetoe mainstreet business area.

11. Maintenance costs in the 2016/ 2017 year included the upgrading and integration of the 31 Ōtara and Papatoetoe mainstreet public safety cameras. This required a significant upgrade to the recording platform, servers and recording equipment. Two older analogue cameras were also replaced as they were unable to operate on the new system.

12. A single maintenance call out can range between $150 and upwards of $2000 depending upon the location, labour and cost of parts or replacement. It is not possible to predict actual cost for any individual maintenance callout.

13. Factors such as cameras installed in high places or in areas where traffic or public safety may be impacted, require hireage of equipment to safely reach equipment or costs associated with traffic management and health and safety.

14. Staff anticipate exhausting the CCTV and town centre safety initiatives budget for 2016/2017 before the end of the financial year.

15. Staff believe that an additional $5000 will cover further maintenance of the public safety until 30 June 2017.

Local Board Funding Policy

16. The local board has authority regarding discretionary spending, to provide permission to overspend against current budget in accordance with local board funding policy. Any overspend will be recorded against the existing budget as overspend. Overspending will be balanced against underspending across other local board budgets.

17. Staff propose an additional contingency of $5000 for potential overspend against the current budget is required for public safety camera maintenance to 30 June 2017.

18. If maintenance funding for faulty equipment is not required by 30 June 2017, these funds will be returned as savings to the Ōtara-Papatoetoe Local Board.

19. Staff advise that annual budgeted maintenance funding is normally sufficient to maintain the current network on an annual basis.

Risks of not providing additional funding

20. Should additional maintenance funding not be made available there is the risk that the public safety cameras in the town centres will fail. Recordings of crime and antisocial behaviour will not be available to support police investigations when requested.

21. In March 2017, Counties Manukau East Police Area Commander Inspector Wendy Spiller commended Ōtara town centre for being the safest town centre in south Auckland. Public safety cameras and active monitoring contribute significantly to this outcome for the area. Failure of equipment due to funding shortfall could negatively impact the perception of the town centre as safe.

22. Expenditure on public safety camera maintenance

Table 1: Expenditure to date (GST exclusive) on public safety camera maintenance

Activity	Amount
Relocations of cameras	$1,800
Network costs	$2,300
Vandalism / damage	$2,500
General maintenance and replaced equipment	$27,150
Total Spent	$33,750
Balance remaining	$1,250
Total Budget	$35,000
Additional funding sought to 30 June 2017	$5,000

Consideration

Local board views and implications

23. Maintenance of public safety camera assets in the Ōtara-Papatoetoe town centres contributes to local board outcomes:

· town centre vitality

· thriving communities

24. By not making provision for additional funding of public safety cameras maintenance, it is possible that the local board plan safety outcomes will not be met.

25. Should maintenance not be required in the period of April 2017 to 30 June 2017, allocated contingency funding will be returned as savings to the Ōtara-Papatoetoe Local Board.

Māori impact statement

26. Research (http://www.teara.govt.nz/en/victims-of-crime/page-1) suggests that over 50% of crime is experienced by 6% of the population, and Māori are more likely to be victims than other New Zealanders.

27. Public safety cameras can assist police by providing evidence that supports bringing perpetrators to justice. The public safety camera system can contribute to reducing the impact on Māori, as victims.

Implementation

28. Should the local board approve additional contingency funding, staff will use the budget to continue to manage maintenance of the public safety camera monitoring system. Any unspent funds at the end of June 2017 will be returned to the allocated funding line.

Attachments

There are no attachments for this report.

Signatories

Authors

Ayr Jones - Team Leader – Community Advisors South

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Business Improvement District (BID) Programme Annual Report to Otara-Papatoetoe Local Board

File No.: CP2017/04042

Purpose

1. This report provides information to Otara-Papatoetoe Local Board regarding accountability for Business Improvement District programme targeted rate grant funding for the five business associations operating BID programmes in the board’s area.

2. The report is a requirement of the Auckland Council BID Policy (2016), which came into effect on 1 July 2016.

Executive summary

3. The 2016 Auckland Council BID policy was developed to encourage improved governance of BID committees and management, which will improve financial methods, programme delivery and transparency to their members.

4. This report indicates business associations’ compliance with the BID policy. Information presented is based on documents submitted by BID programmes to council’s BID team to date. The report recommends that the local board should recommend to the governing body to strike the targeted rate for BID programmes in their area in the coming financial year, based on their compliance with the policy.

5. The BIDs covered by this report are operated by:

· Greater East Tamaki Business Association (in part)

· Hunters Corner Business Association

· Business Manukau Association

· Old Papatoetoe Business Association

· Otara Business Association

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Recommends to the governing body to strike the targeted rate for the Greater East Tamaki BID programme for the 2017/18 financial year and include this amount in the 2017-2018 Annual Plan.

b) Recommends to the governing body to strike the targeted rate for the Hunters Corner BID programme for the 2017/18 financial year and include this amount in the 2017-2018 Annual Plan.

c) Recommends to the governing body to strike the targeted rate for the Manukau Central BID programme for the 2017/18 financial year and include this amount in the 2017-2018 Annual Plan.

d) Recommends to the governing body to strike the targeted rate for the Old Papatoetoe BID programme for the 2017/18 financial year and include this amount in the 2017-2018 Annual Plan.

e) Recommends to the governing body to strike the targeted rate for the Otara BID programme for the 2017/18 financial year and include this amount in the 2017-2018 Annual Plan.

Comments

6. The Council Business Improvement District (BID) Policy 2016 outlines the principles behind the council BID programme and establishes the process for establishing, expanding, and terminating BIDs, as well prescribing standards and guidelines for operating BIDs. Accountability requirements are a key part of these standards. Please see Attachment A for a description of key elements of the BID programme.

Local board allocated decision-making

7. Local boards are allocated a number of governance and decision-making responsibilities. One of these is annually recommending BID programme targeted rates to the governing body to allow collection of targeted rate revenue for business associations that operate BID programmes. This action assures that the local board and their BIDs are in alignment on their goals for town centre development in their respective areas.

8. Approval of specific dollar amounts of BID targeted rates for each BID rests with the governing body as part of its approval of the 2017-2018 Annual Plan.

9. A number of local boards provide additional funding to local BIDs but accountability for that funding is additional to the requirements under the BID policy. If a local board makes an additional grant to a BID, the accountability requirements pertaining to that grant should be agreed as part of that grant process, and are not included in this report.

Compliance with BID Policy

10. The Auckland Council BID Policy (2016) is the means for council to ensure accountability for targeted rate funding by requiring regular reporting. Specifically, BIDs are required to provide council the following documents as approved at their annual AGM:

· A current strategic plan – This shows that the BID has carefully considered medium to long term opportunities and has allocated resources to accomplished priorities.

· Signed audited accounts for the most recently completed fiscal year (required only every two years for smaller BIDs) - Provide assurance that the BID is managing its members’ targeted rates funds responsibly.

· A report on the year just completed. – Evidence that their programmes address priorities of the strategic plan and benefit ratepayers.

· A business plan for the coming year – Forward planning, based on the strategic plan, sets one-year goals.

· An indicative budget for the following year - The Council Annual Plan requires targeted rates be identified a year in advance to coincide with the Annual Plan process which sets all rates.

· Programme Agreement between each BID and council – This embodies basic parameters of the council/ BID relationship. It is renewed every three years, or a term mutually acceptable to council and the BID. A new Programme Agreement is required this year to correspond to the new 2016 policy.

11. All of the above BIDs are in compliance with the BID policy for the year 2015-2016 for the purpose of striking the BID targeted rate in the Annual Plan for 2017-2018. Manukau Central had chosen not to sign the Programme Agreement but their concerns have been addressed and it is anticipated that they will sign it soon. The level of compliance by the five Otara-Papatoetoe local board area businesses associations is shown in Attachments B - F.

12. Some BIDs are planning an increase in their targeted rates revenue this year. For a comparison of BID targeted rates please see Attachment G.

Consideration

Local board views and implications

13. Recommending that the governing body strike the targeted rate for BIDs in the Otara-Papatoetoe local board area means that those BID programmes will continue to raise funds from targeted rates on ratepayers in their districts, and provide services in accordance with their members’ priorities as stated in their Strategic Plans.

Māori impact statement

14. This decision will have no adverse effects on, or particular benefits to, the Maori population.

Implementation

15. If the local board accepts the recommendations of this report, it will recommend to the governing body that the targeted rates for each BID be struck as stated in the 2017-2018 Annual Plan. The governing body will approve specific dollar amounts for each BID as part of its approval of the Annual Plan.

Attachments

No.	Title	Page
a ⇩	Key Elements of the BID Programme	35
b ⇩	Greater East Tamaki BID Compliance Table	37
c ⇩	Hunters Corner BID Compliance Table	39
d ⇩	Manukau Central BID Compliance Table	41
e ⇩	Old Papatoetoe BID Compliance Table	43
f ⇩	Otara BID Compliance Table	45
g ⇩	Rates Comparison Table All BIDs	47

Signatories

Authors

Steven Branca - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Multi-premises lease for Auckland Citizens Advice Bureaux sites within the Ōtara-Papatoetoe Local Board area.

File No.: CP2017/05709

Purpose

1. To seek approval from the board for a multi-premises lease to Auckland Citizens Advice Bureaux for the sites at shops 1 & 2, 46 Bairds Road, Otara Town Centre and 35a St Georges Road, Papatoetoe.

Executive summary

2. In August 2016, as the local board was considering a report recommending a multi-premises lease for Citizens Advice Bureaux (CABs) across the region, the Papatoetoe CAB closed temporarily while governance issues were considered and resolved.

3. The local board was reluctant to approve the recommendation in the August 2016 report in case there were subsequent implications. The concerns have been discussed further at a meeting with a local board member and we have received an update on progress to reopen the Papatoetoe CAB office.

4. This report recommends that the board reconsider and approve the recommendations presented at the 15 August 2016 business meeting.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)     approves the surrender of all leases and accommodation agreements to Auckland
        Citizens Advice Bureaux Incorporated and other associated societies of the Bureaux,
        within the respective local board area as specified in the Schedule Bureaux Sites
        (Attachment B).

b)     approve a new multi-premises lease to Auckland Citizens Advice Bureaux
        Incorporated for the premises within the respective local board area specified
        (Attachment B) subject to the following terms and conditions:

i) the lease term will be two years commencing on 1 July 2016, with two three year rights of renewal, with a final expiry of 30 June 2024, if all rights of renewal are exercised

ii) rent will be $1.00 plus GST per annum

iii) Auckland Citizens Advice Bureaux Incorporated will be responsible for all operational charges for each site throughout the term of the lease, as set out in the Bureaux Sites (Attachment B)

iv) that operational charges for any sites added during the term of the lease be at the rate prescribed by the community occupancy guidelines in effect at the time of addition, currently $25 per square metre of space occupied

v) the lease making provision to allow for the addition and removal of premises during the term of the lease

vi) provision to allow Libraries, where the space occupied by the Bureaux is required for library purposes, to relocate the Bureaux to another area within the same building upon six months’ notice

vii) the community outcomes plan provision be amended to refer to the revised strategic relationship agreement objectives to develop specific community outcomes between the Bureaux and each local board

viii) all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

Comments

5. At its business meeting on 15 August 2016 the board deferred consideration of the report for a multi-premises lease for CABs. (Attachment A).

6. The August report deals with two sites in the board’s area, the Otara CAB at Bairds Rd, Otara Town Centre and the Papatoetoe CAB at 35a St Georges Rd, Papatoetoe (attachment B).

7. Prior to consideration of the report, the Papatoetoe site closed temporarily while governance issues were considered and resolved. The board was reluctant to approve the recommendations in the report in case there were subsequent implications.

8. Staff and a representative from Auckland Citizens Advice Bureaux Incorporated (ACABx) met with Local Board member Gush on 6 October 2016 to review the circumstances around the temporary closure of the Papatoetoe site and the implications of that to the board.

9. The multi-premises lease is formatted so that over the duration of the lease, sites can be added or deleted as circumstances change. In this case, if the board wishes they can grant approval for a new lease for the two CAB sites in the board area and until the management and operation details for the Papatoetoe site are confirmed, reference to this site can be left out of the lease schedule and added later.

10. Staff received advice from ACABx that an expression of interest process has been completed and the new operator chosen for the Papatoetoe site. The bureau will be operated as an agency of the Mangere CAB. During the expression of interest process the potential to move the CAB office to Manukau was investigated but not progressed.

11. Reopening of the Papatoetoe CAB can occur almost immediately once the details of the receivership of the previous group are completed and access to the building is allowed.

Consideration

Local board views and implications

12. Council supports the activities of CABx by funding operational costs and providing accommodation. The strategic relationship agreement specifies the relationship between CABx, council and local boards. CABx are a valuable resource for the community especially those needing assistance.

Māori impact statement

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

14. Support for Māori initiatives and outcomes are detailed in Te Toa Takitini, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase targeted support for Māori community development projects. Additionally it seeks to improve access to facilities for Māori living in the local board area.

Implementation

15. Apart from any delay resolving the receivership of the previous group there are no implementation issues.

Attachments

No.	Title	Page
a ⇩	Attachment A Local Board Resolution	53
b ⇩	Attachment B Bureaux Sites	55

Signatories

Authors

Ron Johnson - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Otara Papatoetoe Greenways/Local Paths Plan

File No.: CP2017/05570

Purpose

1. For the Ōtara-Papatoetoe Local Board to adopt the Greenways/Local Paths Plan which provides a plan for a board-wide walking and cycling network through parks and road corridors.

Executive summary

2. The Ōtara-Papatoetoe Greenways/Local Paths Plan outlines a high-level vision for the development of a board-wide walking and cycling network. It aims to link parks and open space via road corridors within Ōtara-Papatoetoe Local Board, and neighbouring local board areas.

3. The Greenways/Local Paths Plan seeks to provide safe, enjoyable ways for people to travel and connect with their community and environment. It also identifies ecological enhancement opportunities.

4. Through consultation with the local board, stakeholders and the local community, a series of priority projects have been identified for delivery (attachment A).

5. Funding for delivery of priority projects will be sought through the local board’s Locally Driven Initiatives (LDI) capex fund and the Transport Capital Fund as part of annual work programming discussions. Further funding opportunities exist through the Annual Plan and Long Term (10 year budget) planning processes.

Recommendation/s

That the Ōtara-Papatoetoe Local Board adopts the Greenways/Local Paths Plan

Comments

6. The purpose of the Ōtara-Papatoetoe Greenways/Local Paths Plan is to identify suitable walking and cycling connections for recreation and commuting purposes throughout the local board area.

7. The plan also identifies potential ecological enhancement opportunities to create wildlife corridors and increase native planted areas.

8. The Ōtara-Papatoetoe Local Board funded the preparation of the Greenways/Local Paths Plan in 2016. This is a step towards the delivery of the aspiration outlined in the Ōtara-Papatoetoe Local Board Plan (2014) to provide ‘good transport connections’.

9. The plan identifies walking and cycling connections through:

· Local parks and reserves

· Road and motorway corridors

· Railway corridors.

10. Greenways pathways are high-amenity walking and cycling connections providing links to transport hubs, town centres, schools, parks and community facilities. A greenways pathway will provide:

· Safe recreational walking connections

· Safe recreational active transport connections (bicycles, scooters, long-boards etc)

· Improved community access to recreational facilities by linking parks and open space and creating slow-speed streets for informal recreation.

11. The primary driver for developing the plan is to increase walking and cycling connections for recreation and commuter purposes. These connections provide for a range of different users within the walking and cycling network and will be reflected within the plan through provision of the following elements.

12. On-street commuter path – These high-use connections provide preferential use for cyclists and make use of a variety of street furniture to separate cyclists from motor vehicles. The pathways provide direct links to local and regional centres.

13. Off-street commuter path – These high-use connections provide for both cyclists and pedestrian users and promote a ‘share with care’ approach.

14. Greenways street – Neighbourhood greenways are located on residential streets. They are designed to promote safer vehicle speeds, reduce non-local vehicle traffic and prioritise people over vehicles. Neighbourhood greenways streets can help to encourage more walking and cycling trips to local destinations.

15. Greenways open space – These are connections that are located in parks or private open space. They seek to connect with greenways streets, plus provide links to local centres and commuter connections.

16. Recreational trails – these are generally trails and pathways for recreational purposes. While they may form part of a person’s commute, they are not intended to create connections between destinations and often run in loops.

Greenways/Local Paths plan development and consultation

17. The greenways plan was developed via a desktop exercise which captured the local board feedback and identified commuter and recreational connections. Auckland Transport (AT) also provided oversight from a commuter perspective via on-road corridor links.

18. Network maps were produced and used to consult stakeholder groups and the local community to further refine the network and identify missing connections.

19. From information captured at the community and stakeholder consultation events, a series of priority projects were identified. These priority projects are considered to deliver on the local board aspiration of creating ‘good transport connections’ throughout Ōtara-Papatoetoe.

20. The priority projects captured in the Greenways/Local Paths Plan are:

· Ngati Ōtara Park to East Tamaki Road

· Ōtara Loop

· Ōtara Creek Reserve to Te Irirangi Drive

· Lower Ōtara Creek

· Ferguson Road to Rongomai Park

· Ferguson Intermediate School to Flat Bush

· Israel Drainage Reserve to Othello Drive

· Great South Road (AUT) to Manukau Velodrome and Manukau Sports Bowl

· Hunters Corner to Old Papatoetoe Town Centre

· Old Papatoetoe Town Centre to Papatoetoe High School

· Old Papatoetoe Town Centre to Middlemore Hospital

· Lendenfield Reserve and Kohuora Park Loop

· Aorere Park to Lendenfield Reserve

· Manukau Memorial Gardens

· Puhinui Peninsula.

Consideration

Local board views and implications

21. Ōtara-Papatoetoe Local Board have provided feedback on the Greenways/Local Paths plan through various project meetings including workshops in July 2016 and March 2017. The local board has indicated it is supportive of the development of a greenways plan as it seeks to deliver on Local Board Plan (2014) aspirations of providing ‘more dedicated greenways, with specially designed pathways for the exclusive use of cyclists and pedestrians’.

Māori impact statement

22. Parks and heritage is of fundamental importance to Tangata Whenua, their culture and traditions. Sites of significance to Tangata Whenua are an important part of their heritage, established through Whakapapa. The activities identified in the report will have an impact on Maori, and consultation with iwi will form a key part of the initial process for project delivery.

23. The development of the Greenways/Local Paths plan will benefit iwi as it will provide increased access to recreation. Delivery of the plan will provide opportunities for iwi to connect with parks, sporting hubs, community centres and transport links. The plan also seeks to provide increased ecological enhancement which include potential water quality outcomes.

24. Consultation with iwi will continue at a project level as discrete projects are identified for delivery and as Mana Whenua are engaged to assist in defining cultural requirements and outcomes.

Implementation

25. Funding for delivery of priority projects will be sought through the local board’s Locally Driven Initiatives (LDI) capex and the Transport Capital Fund to deliver priority projects. Further funding opportunities exist through the Annual Plan and Long Term (10 year budget) planning processes. It is recommended that the Ōtara-Papatoetoe Local Board advocates to the Governing Body to fund the implementation of priority connections outlined in the plan.

26. Connections identified within road, motorway and railway corridors will be managed through negotiations with the respective land owners’.

27. Author: Steve Owens – Parks and Places Specialist (please change signature)

Attachments

No.	Title	Page
a ⇩	Greenways Priority Connections	61

Signatories

Authors

Steve Owens - Parks Advisor - Papakura

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Auckland Transport Update – Ōtara-Papatoetoe Local Board April 2017

File No.: CP2017/06077

Purpose

1. The purpose of this report is to; provide an update on the current status of Local Board Transport Capital Fund (LBTCF), provide a summary of consultation material sent to the local board and, provide transport related information on matters of specific application and interest to the Ōtara-Papatoetoe Local Board and its community.

Executive summary

2. In particular, this report covers:

· Auckland Transport’s strategic alignment

· A Local Board Transport Capital Fund update

· Auckland Transport projects that are being delivered in Ōtara-Papatoetoe

Recommendation/s

That the Ōtara-Papatoetoe Local Board receive the Auckland Transport update April 2017 report.

Comments

Strategic alignment

3. In the local area, the roll out of the Southern New Network and construction of the Manukau Bus Station (see image below) and upgrade of Putney Way form part of the wider strategic plan for Manukau being led by Panuku Development Auckland. These projects align with the local board plan priority ‘to create a thriving heart for Manukau’, as well as the Auckland Plan priority to prioritise the development of ‘a transformational improvement in the speed, capacity, reliability and connectivity of the public transport system’ (chap. 13).

4. The roll-out of the Southern New Network was preceded by a number of major regional projects across Auckland which included:

· AT HOP: Introduction of the AT HOP card provided an efficient and simple system for transferring from bus to train or vice-versa. The system simplifies transfers to a card swipe to ‘tag-on / tag-off’.

· Development of new transport ‘hubs’ to better connect buses to trains: The New Network is based on the capacity of trains, as the backbone of the network, to efficiently move higher numbers of people around the city. Buses have more localised routes and connect to transport hubs where they can meet trains. A number of stations have been built or upgraded to create these ‘hubs’ and include:

o Manukau Bus Station located next to the existing train station

o Panmure Bus and Train Station

o Ōtāhuhu Bus Station, opened in October 2016 to improve connections between buses and trains.

· Simpler Fares: In August 2016 Auckland Transport introduced Simpler Fares that were based on zones rather than stages (map can be found at the following link - https://at.govt.nz/bus-train-ferry/fares-discounts/how-simpler-fares-work/#wherezones ). With Auckland Transport HOP card, instead of paying for each bus or train separately, you can make multiple transfers and pay a single trip.

· More AT HOP retailers: The number of retailers selling AT HOP cards has increased. This includes the recent move to stock AT HOP cards in supermarkets. The full list of retailers can be viewed at the following link - https://at.govt.nz/bus-train-ferry/at-hop-card/at-hop-retailers/#south

Auckland Transport’s actions against advocacy plans

5. This section provides a report about how Auckland Transport is supporting the Ōtara-Papatoetoe Local Board’s advocacy initiatives from the 2014 -17 Local Board Plan. The table below notes the local board’s key transport related advocacy initiatives:

Table 1: Advocacy Initiative Status

Advocacy Initiative	Key Initiative	Status
Manukau centre is a visitor destination of choice	Develop Manukau as a tourist destination	In-progress - Manukau Bus station is currently under construction. The station is due for completion in May 2018.
Town Centre Vitality	Improve Signage	Completed - Illuminated signage was completed first quarter of 2017 in Papatoetoe along East Tamaki Road.
Parks & Facilities	Streetscape programmes	Completed – footpath upgrades in Otara Town Centre & Old Papatoetoe.
Congestion is reduced on local roads	Realign Preston Road/ Ormiston Road and East Tamaki Road	Un-funded – Concept & initial design work been completed. At this stage, this project was not prioritised through the Regional Land Transport Plan.

Transport capital fund update

Updates

6. The Local Board Transport Capital Fund is a capital budget provided to all local boards and delivered by Auckland Transport. Local Boards can use this fund to deliver projects that they deem important but are not part of Auckland Transport’s work programme. The limitations being that the project must:

· Be safe

· Not impede network efficiency

· Be in the road corridor. Although projects running through parks can be considered if there is a transport outcome

7. Ōtara-Papatoetoe local board annual funding is approx:

· $44,045 carried over from 2016/17 financial year

· $594, 996 for the 17/18 financial year

· $612,251 for the 18/19 financial year

· $630,619 for the 19/20 financial year (although the election is in 2019 the 19/20 Financial Year starts before the election so this money can be spent by this term’s local board).

· The annual increase is because the fund will now be adjusted for inflation each year.

8. Local Boards can consolidate up to three years of the funding available to them in an electoral term to allocate to projects. For the Ōtara-Papatoetoe local board this means a total of approx. $1.8 million could be spent on transport projects in this electoral term.

9. Auckland Transport encourages all local boards to identify potential projects early in their electoral term to ensure that project planning, procurement and delivery can be undertaken within the current electoral term

Projects

10. The Ōtara-Papatoetoe Local Board is currently undertaking work to identify possible projects through planning workshops which were held on the 7 March 2017 with a follow up workshop booked for the 2 May 2017 to prioritise potential projects to be further investigated.

12. These will be formally reported so the local board can resolve those projects to be progressed.

Table 2: LBTCF – Current projects

Projects

Current Status

Problem or Opportunity Being Addressed

Current Status

Hunters Corner Street lighting

Improving lighting

‘Detailed Design’ authorised $280k by OPLB in Oct. 2014. Revised costings approved by OPLB in June 2015 for $292k. Further revised costings of $320k approved in Sept. 2015 to extend project area.

Currently, a major portion of the new lights are installed and working. Construction issues were identified and redesigned pole structures required.

At this time, four traffic signal poles are to be replaced/upgraded at 3 intersections (Kolmar, Sutton and Tui streets).

They are planned to be completed mid-April after which the old street light poles will be removed.

Notes:

A ‘traffic light’ code is used to summarise the status of projects. The colours are used as follows:

Green – Project progressing ‘on time’ and on budget.

Orange – An issue has been identified that may need to be resolved.

Red - An major issue has been identified that needs to be resolved

Black – The project has been investigated and the OPLB has decided not to pursue it at this time.

Manukau Bus Station

3. As noted in last month’s report, the Manukau Bus Station construction is progressing to plan and expected to open by May 2018.

4. The closure of Putney Way was expected to commence in April 2017 and is scheduled to be reopened in November 2017. As noted in last month’s report, current inclusion of Panuku’s contribution to the redevelopment of Putney Way, has had a slight impact on the road closure date which is now expected to commence in May 2017 and be completed by early 2018.

5. The signalisation of Davies Ave is currently underway and is due to be completed by May 2017.

6. A workshop is to be held with the local board to provide an update on the 18th April 2017.

Upcoming projects and activities

Consultations

7. Auckland Transport provides the Ōtara-Papatoetoe Local Board with the opportunity to comment on transport projects being delivered in this local board area.

8. In this reporting period for February, no projects were put forward for comment by the local board.

9. Traffic Control Committee (TCC) decisions are reported on a monthly basis. In March the TCC resolved on two sites in the local board area. These are noted below:

10. Table 3: Traffic Control Committee resolutions for Ōtara-Papatoetoe

Otara-Papatoetoe	Ryan Place / Jack Conway Avenue / Cavendish Drive	Permanent Traffic and Parking changes Combined	No Stopping At all Times, Parking Place, Loading Zone, Give-Way Control	Carried
Otara-Papatoetoe	Boundary Road / Israel Avenue / Sandrine Avenue / Sena Place / Townley Place / Diorella Drive / Sikkim Crescent / Shalimar Place / Leila Place / Constance Place / Coty Place / Ullay Place	Temporary Traffic and Parking changes (Event)	No Stopping At Prohibited Times, Authorised vehicles Only	Carried

Regional and sub-regional projects

Roads and Streets Framework (RASF) and Transport Design Manual (TDM)

11. Auckland Transport is reviewing the Auckland Transport Code of Practice (ATCOP) with the resulting outcome is its replacement with:

· A Roads and Streets Framework – That will guide decision-making in the road corridor to provide a better balance between local place-making and transport movement functions and priorities.

· A Transport Design Manual – That provides technical direction about design standards.

12. The aim is to make guidelines for road corridor infrastructure more flexible and responsive to local needs but still maintain high technical standards.

The sub-regional workshops were in late March 2017. They were well attended by Ōtara-Papatoetoe board members. A further workshop can be requested if local board members require.

Public Transport Supporting Events

13. The recent Adele concert demonstrated how an efficient public transport network contributes to making Auckland a better place to live. Due to the large numbers estimated to attend the three different concert dates, Auckland Transport provided additional bus and train services for people travelling to the concert.

14. Estimated figures Auckland Transport carried 80% of the crowd to the concert on trains and buses – 27,000 on trains and 7,600 on buses.

New Zealand Transport Agency (NZTA) Traffic Conditions Radio Station

15. Auckland Transport and NZTA have partnered to trial a short-range radio service for broadcasting travel information to motorists on route.

16. 102.2 OnRoute FM, will trial on-air for six months from March 2017 providing updates on transport network incidents, road works and other matters that affect people’s journeys on SH 1 and 20. Listeners will hear alerts and advisories from NZTA, Auckland Transport, Police and in an emergency Auckland Civil Defence. Commercial advertising is not permitted. The coverage area is shown below.

Figure 3: Coverage Area of Traffic Condition Radio Broadcasts

17. For more information visit www.nzta.govt.nz/onrouteFM or www.at.govt.nz/projects, or you can email onroutefm@nzta.govt.nz.

Consideration

Local board views and implications

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

Māori impact statement

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

Implementation

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

Attachments

There are no attachments for this report.

Signatories

Authors

Kenneth Tuai, Elected Member Relationship Manager

Authorisers

Jonathan Anyon, Elected Member Relationship Team Manager

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

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

File No.: CP2016/25244

Purpose

1. To give the Ōtara-Papatoetoe 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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe Local Board Area

10. Panuku Development Auckland currently manages 44 commercial and residential properties within the Ōtara-Papatoetoe Local Board area.

Commercial Properties	42
Residential Properties	2
Total Properties Managed	44

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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe 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
2R Carolyn Street, Papatoetoe	Strip of land that was transferred to the former Papatoetoe City Council upon subdivision in 1968. Transferred to Panuku in June 2015 after the Parks, Sports and Recreation department found it is not serving nor is likely to serve a parks function. The rationalisation process commenced in December 2015. No alternative service uses were identified during the internal consultation. The Ōtara-Papatoetoe Local Board endorsed the proposed disposal of 2R Carolyn Street, Papatoetoe at its 13 December 2016 business meeting.
129R Bairds Road, Ōtara	An unclassified reserve for off-street parking identified by Auckland Transport (AT) as not required for future service needs. No alternative service uses were identified during the internal consultation. The local board endorsed the proposed disposal of 129R Bairds Road, Ōtara at its 15 August 2016 business meeting.
6 Butler Avenue, Papatoetoe	An off-street car park identified by AT as not required for future service needs as it holds no strategic purpose to retain. No alternative service uses were identified during the internal consultation. Informal engagement has been undertaken with the local board regarding 6 Butler Avenue, Papatoetoe in February 2017. The feedback received is that the board supports the proposed divestment of the subject site given the long standing concerns regarding community safety issues associated with the property. A report was submitted to the local board’s 21 March 2017 business meeting and disposal was supported.
139 Kolmar Road, Papatoetoe	An off-street car park identified by AT as not required for future service needs as it holds no strategic purpose to retain. Internal, local board and iwi engagement to be undertaken in 2017

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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe Local Board area:

Village	Address	Number of units
Acacia Court	25 Kolmar Road, Papatoetoe	37
Hills Court	14 Hills Road, Ōtara	45
Otara Court	163 East Tamaki Road, Ōtara	61
Whitehaven Court	146 Kolmar Road, Papatoetoe	24

Development

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

34. 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.

35. The roles and responsibilities of Panuku are customised to each specific project initiative and location. A few are of high custodial nature, associated with urban renewal and are known as Transform or Unlock projects. Ōtara-Papatoetoe Local Board area currently hosts two urban regeneration projects of different scale and complexity that Panuku is leading.

36. Transform Manukau – In December 2015, the Auckland Development Committee (ADC) approved Manukau Metropolitan Centre as one of two new Panuku-led ‘transform’ locations. Manukau is also an Auckland Council Spatial Priority Area, as well as being the centre of The Southern Initiative (TSI). It is also a pilot focus area for a shared Panuku, Crown and Council initiative.

37. In April 2016 ADC approved a Transform Manukau HLPP produced by Panuku. This approval gave Panuku the mandate to leverage Council’s significant landholdings and facilities within a 600ha project area to bring about effective and coherent urban regeneration. This approval gave Panuku the mandate to commence work on a Framework Plan for the area.

38. A Framework Plan guides the proposed implementation programme for the project and was agreed by the Panuku Board in December 2016. Following this approval a detailed business case is now being developed and will be presented to the Finance and Performance Committee mid-2017.

The implementation programme includes the sale of specified sites, delivery of public realm projects, a place activation programme and on-going engagement work with Council, Crown and community in the Transform Manukau project area.

39. A number of the discrete projects listed below fall under the Transform Manukau projects detailed above.

40. Transform Manukau - 52 Manukau Station Road (S1 & S6) – The property will be presented to the market in August 2017 to seek a development partner to build 400 plus units on the site.

41. Transform Manukau - 50 Manukau Station Road (S17) - This is a car park adjacent to the police station with an individual title. The Transform Manukau Framework Plan proposes the site be used for commercial purposes. The property will be taken to the market in August 2017 to seek a development partner.

42. Transform Manukau - 31-33 Manukau Station Road (Lot 59) - This property contains the new bus terminal. The balance of the site will be developed with apartments, car parking and commercial space. The marketing of the site for the above uses will be undertaken in August 2017.

43. Unlock Old Papatoetoe – Old Papatoetoe represents an opportunity to provide for housing development at scale within a suburban town centre environment. Council owns 8.4 ha of land in the town centre. The transport links, local amenity, zoning, Local Board, Mana Whenua and wider community all support quality development in this location. It is expected that the desirability of Old Papatoetoe as a place to live and invest will continue to grow.

44. The Panuku board approved an HLPP for this project in March 2017. The HLPP will be presented to the Planning Committee for approval in May 2017. The project continues through the implementation phase which includes a programme business case detailing the strategic, economic, financial and commercial feasibility of sites. An execution plan will provide descriptions of the major phases and stages planned to be undertaken to complete the project, outline the schedule of the activities, tasks, durations, dependencies, resources and timeframes.

45. A number of the discrete projects listed below fall under the Unlock Old Papatoetoe projects detailed above.

46. Unlock Old Papatoetoe - 91 Cambridge Terrace, Papatoetoe – This is being considered as a potential residential site. Panuku are considering locations for the existing tenants and the outcome of the Tavern Lane site before commencing marketing.

47. Unlock Old Papatoetoe - Tavern Lane, Papatoetoe Town Centre – The site was marketed late 2016 to deliver a medium density apartment terraced house mixed development. No acceptable development proposals were received. Discussions continue with interested parties on alternative housing development solutions.

48. Unlock Old Papatoetoe - 17 St George Street, Papatoetoe – This site is currently awaiting clearance and the outcome of the Tavern Lane site negotiations. If not required as part of the Tavern site, it will be marketed for sale. The building requires earthquake upgrading.

49. Unlock Old Papatoetoe - 21 Wallace Road, Papatoetoe (Car park & Supermarket) - Evaluation of the car park tenders has been completed and a tender selected but not yet accepted. The intent was to commence the car park works in February 2016. A car park work commencement delay resulted from legal issues relating to the new roadway servicing the car park and New World site and the proposed Tavern Lane residential site - with Council requiring a legal road arrangement in preference to a right of way easement. Issues relating to the new roadway and its intended vesting as a legal road have been resolved with Engineering Plan Approval now received from Council. Updated Tender Issue Plans and a Schedule of Quantities have been prepared and are currently being repriced by the preferred civil contractor. The car park upgrading works are programmed to commence in the 2nd quarter of 2017.

50. Unlock Old Papatoetoe - 63-65 St George Street, Papatoetoe (Shopping Mall) - Resource consent for the Mall refurbishment has been issued. A building consent application was lodged on 22 February 2016 and work was expected to begin April / May 2016. The former tenants who were required to vacate to facilitate the works were given notice and the building has been vacant since March 2016. Work was delayed due to contractor issues. Aspec Construction has since been appointed as the main building contractor for the Mall refurbishment and work on-site commenced January 2017. The first stage will be completed in July 2017 with the second stage having a targeted completion date of January 2018.

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 Community Housing Provider, 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 Ōtara-Papatoetoe 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 12 having indicated an interest in Panuku lead activities within the Ōtara-Papatoetoe Local Board area.

60. Māori make up 16 percent of the Ōtara-Papatoetoe Local Board population, and there are five 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

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Otara-Papatoetoe and Manurewa Local Boards' Terms of Reference with Panuku Development Auckland in relation to Transform Manukau

File No.: CP2017/05854

Purpose

1. To seek Manurewa and Otara-Papatoetoe Local Boards approval for proposed Terms of Reference agreement that guides and develops the relationship between Panuku Development Auckland and the respective Local Boards specifically in relation to Transform Manukau.

Executive summary

2. Manukau is a Transform project location for Panuku – the highest project level. This status is the result of identification of significant partnership, public realm and property leverage opportunities in the area. Auckland Council last year named Panuku the lead agency and they mandated ring-fencing of funds in the project area. This means that Panuku has the mandate, and financial resource, to realise big ambitions in the Manukau city centre area. A Framework Plan for transformation was recently approved and the five key moves identified are ready to be progressed through implementation planning.

3. Panuku is committed to developing collaborative partnerships with Local Boards. A tailored approach to engaging at the local level is essential to developing a genuinely effective working relationship with these essential partners. We will work with the Otara-Papatoetoe and Manurewa Local Boards in a no surprises, collaborative way. This Terms of Reference lays the foundation and framework for that collaborative approach. It achieves this by identifying the way we will work together over the 20 year life of the project and it outlines the roles and responsibilities of both Local Boards, and Panuku Development Auckland.

4. The development of these Terms of Reference has occurred over the past 9 months in collaboration between Local Board staff and elected members, and Panuku staff. Each party has realised, through the previous local boards, and then again by new local board members, what best practice engagement between Panuku and the Local Boards will like through the life of the project. This is not a document to replace any mandated roles or responsibilities prescribed by the governing body, they are rather, self-governing guidelines for working in a transparent, respectful and collaborative way. The Terms of Reference have been workshopped with both local boards and the Panuku project team and we now look to confirm these Terms of Reference and to bring them to life by way of regular and ongoing communications and joint planning. This approach will lead to positive community outcomes as Panuku, and the Local Boards, plan for community in a holistic way and with a joined up approach.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

(a) Approve the Terms of Reference to set the stage for a collaborative tripartite approach to the Transform Manukau project.

(b) Approve the roles and responsibilities of the Local Boards and Panuku as set out in the Terms of Reference

(c) Endorse this approach to engagement between Panuku and the Local Boards in Transform project locations. Transform Manukau is one of two Panuku developed and lead Transform project locations and as such there is no existing precedence.

Comments

5. The Local Boards were first presented with the Terms of Reference in 2016 prior to the election. Since then both local boards have had the opportunity to revisit the terms with new local board members.

Consideration

Local board views and implications

6. The Local Boards were introduced to the concept of a tripartite Terms of Reference soon after the approval of the Transform Manukau High Level Project Plan and the idea was well received.

7. The Terms of Reference has been workshopped with both Local Boards before and after the 2016 election, views were considered and the document revised to reflect those views.

8. In early 2017 both Local Boards were asked to advise any additional changes or workshop requirements and none were forthcoming.

Māori impact statement

9. The Terms of Reference will support Māori through Local Board plan commitment to Maori, and Panuku commitment via the engagement to date on Transform Manukau, and a commitment from Panuku that we will remain open to opportunities for Māori advocacy via the Terms of Reference with the Local Boards.

Implementation

10. The Terms of Reference will take effect from date of approval of both the Otara-Papatoetoe and Manurewa Local Boards and will remain in effect through the life of the Transform Manukau project.

11. Panuku will look to both Local Boards to jointly define implementation of initiatives described in the Terms of Reference in a tailored way that works for each Board.

Attachments

No.	Title	Page
a ⇩	Terms of Reference	99

Signatories

Authors

Helga Sonier - Senior Engagement Advisor - Panuku Development Auckland

Authorisers

Toni Giacon - Team Leader Stakeholder and Community Engagement

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Sandbrook Community Building

File No.: CP2017/04902

Purpose

1. To report the outcome of the working party set up to consider options for the use of council facilities by Feed the Need, and to bring back deferred reports and recommendations about Sandbrook Reserve community building for decision.

Executive summary

2. In June 2016 the board received a deputation from Feed the Need Trust, who asked to occupy the community building on Sandbrook Reserve. The board resolved to request staff to report on suitable locations for Feed the Need to base its operations, and on the future of the building.

3. In July and August 2016 the board received reports advising the damaged condition of the building and recommending that the building be demolished and that a concept plan to be developed for Sandbrook Reserve.

4. The board deferred consideration of those recommendations, and set up a working party to explore options for the use of other facilities by Feed the Need.

5. The working party was not able to find a suitable space for Feed the Need at other council facilities.

6. The deferred reports are now attached and presented again with other information, for the board to make its decision.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the immediate demolition of the damaged Sandbrook community building at 47R Everitt Road, Otara at an estimated cost of $35,000, with funds held from insurance claims.

b) develop a Sandbrook Reserve concept plan, and include consideration of allocating $20,000 for this when finalising its 2017/18 LDI budgets.

c) Postpone consideration of any further construction on the reserve, pending completion of the concept plan.

Comments

7. The Sandbrook Community Building on Sandbrook Reserve (47R Everitt Road, Ōtara) has been on the reserve for many years. It was originally a Ministry of Education facility offering alternative education, with the two wings of the building being used as classrooms. More recently, it was taken over by the legacy council and occupied by CrossPower Ministries Trust. It has been vacant since December 2014, and has suffered significant damage from vandalism since then.

8. In June 2016 the board received a deputation from Feed the Need Trust, who asked to occupy the building. The trust proposed to repair the building, fit it out with a commercial kitchen, and use it as their base to make school lunches, for delivery out to schools. Their proposal included community use of part of the building.

9. The board resolved to:

· request a report from Community Facilities on the future of the former Crosspower building on Sandbrook Reserve, including the option of demolition.

· request a short report from Parks, Sports and Recreation outlining a long-term vision for the future use of Sandbrook Reserve.

10. The board subsequently received three reports about the Sandbrook Community Building. These reports are attached:

· Attachment A: Report from Community Services Department July 2016 – “Sandbrook Community Buildings - Future Use” (includes photos of building damage in mid-2016.)

· Attachment B: Report from Parks Sport and Recreation Department, August 2016 – “Sandbrook Reserve Safety.”

· Attachment C: Report from Community Empowerment Unit, August 2016 – “Suitability of existing facilities for Feed the Need Trust’s specific requirements”

11. Staff recommended, for reasons given in the reports:

· That the building be demolished;

· That a concept plan to be developed for Sandbrook Reserve.

12. The board deferred consideration of the recommendations and set up a working party. Attachment D sets out the full text of the relevant board resolutions.

13. The working party was asked to explore options for the use of Kolmar and Rongomai sports centres by Feed the Need and identify suitable accommodation space to meet community needs within existing facilities of the Southern Initiative (TSI) area.

14. The working party was to include Feed the Need, South Auckland Christian Foodbank, Affirming Works (AW), Kolmar and Rongomai sports centres, The Southern Initiative, and Council officers from Community Facilities and Parks, Sport and Recreation. The Strategic Broker was asked to facilitate the Working Party.

Working Party

15. Attachment E is a memo from the Strategic Broker (February 2017) advising the processes and outcomes of the working party.

16. Conclusions from the working party were that there are currently no council facilities meeting the particular requirements of the groups within The Southern Initiative (TSI) area. The Kolmar sports centre, Rongomai sports centre and Te Puke o Tara community centre were not available for consideration.

17. The local board Chair and four board members met with staff on 27 February 2017 and discussed the way forward. It was agreed to arrange a site visit for board members, staff, and the community groups interested in the building. Staff were also asked to report to the April business meeting of the board (this report).

18. The site visit was held, including six local board members, community group representatives and council staff on 21 March 2017.

Discussion

19. The staff recommendation is unchanged from the earlier reports: to demolish the building and develop a Sandbrook Reserve concept plan before there is any further construction on the reserve. The reasons are those given in the original reports.

20. The author of Attachment A has since left the council, and the author of Attachment B has transferred to a different role. However, their reasoning and conclusions remain valid and are maintained in this report.

21. Staff see a need for a concept plan to be developed for Sandbrook Reserve. A concept plan will describe the types of services and assets to be provided on the reserve, and their general location. It is an opportunity to consider the reserve as a whole. Population growth in the next decade makes it desirable to maximise the value the board gets from its open space resources. The reserve currently is under-utilised, partly because of the existence of this building.

22. The estimated cost to develop a concept plan is $20,000. At this stage of the year the board has time to consider the allocation of this sum from its 2017/2018 LDI budget.

23. A correction needs to be made in relation to the council’s insurance claims. Attachment A described two insurance claims, the first for $44,769, already accepted, and a second claim for approximately $100,000 relating to further damage in 2015. The second claim was not finalised, pending the board’s decision on demolition.

24. Staff now advise that a second claim has not materialised. The council has only $44,769 available from insurance at present. This money could be applied towards the repair or demolition of the building.

25. Some additional information has been gathered recently to assess the costs of various options for the treatment of the building. In summary the options and costing are:

Option	Proposed	Approx Cost (ex gst)
1	Demolish both buildings	$35,000
2	Demolish left hand building and renew remaining	$280,000
3	Refurbish external envelope only	$120,000
4	Demolish all existing buildings and construct new	$750,000
5	Demolish all existing buildings and install relocatable	$350,000

26. The particular reasons why the building should be demolished fall into three groups:

a) The adverse effects of the building on the reserve and its users:

· The reserve exists to provide public open space. Locking up this space in the past has come at a cost to the public. The public are excluded from the building and its yards and adversely affected in other ways.

· The building “casts a shadow” over the rest of the reserve, greatly reducing public use and enjoyment. This is because the building blocks sight lines into the reserve from the main driveway, and from the two early childhood centres in the vicinity. This makes the remainder of the reserve unsafe and unusable for many people.

· Effects of activities in the building (e.g. noise, traffic and parking congestion) adversely affect reserve users.

· Demolition now would unlock the space for public use, reversing unsound decisions from the past. Demolition gives the board an opportunity to take a fresh look at the future of the reserve, and develop a concept plan to develop it.

· The building in its vandalised state is clearly unsafe. Glass and other building debris are strewn around. Demolition is the cheapest ($35,000) and fastest way to remove this hazard. It is not economic to secure the building more than at present.

b) The costs to the council of retaining or restoring the building

· The cost of a complete restoration will be high, although exact costs have not been fully quantified. Renewing just the right hand side (viewed from the driveway) and demolishing the rest is estimated to cost $280,000.

· The building has been a target for vandalism over time, and this can be expected to continue. The council as landlord would inevitably be liable for some of the cost of future damage, at least to the exterior.

Option of leasing the building to Feed the Need

27. In discussions with staff, the local board Chair has asked staff to give further consideration to the option of leasing the building to Feed the Need.

28. The presentation made by Feed the Need to the board in June 2016 offered to cover all the costs to restore the building, converting the north side into a production kitchen and installing commercial kitchen equipment, establishing extra security measures including corrugated iron roll down window covers, patrolled security alarm services, sturdy high perimeter fencing, and “double the standard maintenance fee.” Feed the Need proposed that council contribute its insurance pay-out, an extended lease term (10 + 10 years), mowing the grass before occupancy begins, and other standard [lessor] responsibilities.

29. Arguments in favour of a lease to Feed the Need:

· Feed the Need produces worthwhile community outcomes by making and distributing school lunches.

· Feed the Need has indicated that it would allow part of the building to be used for community activities, which could benefit the community, depending on the activities undertaken.

30. Arguments against a lease to Feed the Need:

· A lease to Feed the Need would prolong the adverse effects of the building on the reserve, and deny the use of the land by the wider community

· The council as landlord would incur some costs from future vandalism

· The high fence and window shutters proposed by Feed the Need, while practical measures to protect the building, would present a fortress-like appearance, detracting from the attractiveness of the reserve.

· Feed the Need’s lunch making and distribution activity will generate vehicle traffic to the site, including workers’ vehicles and delivery trucks and vans. The traffic will have adverse effects (noise, congestion, parking) on the immediate neighbours (houses and the ECEs) and nearby streets.

· Feed the Need’s activity appears to require resource consent under the Unitary Plan. While this is not a direct cost to the board, it means some months of uncertainty while an application is prepared and decided. During this period the building is likely to remain in its current unsafe state.

· The classification of the reserve under the Reserves Act is not compatible with the activity. The classification can be changed, but administrative costs of this would fall on the local board and take several months. It is a public submission process.

· The proposed term of 10+10 years would tie the site up for too long. Although Sandbrook Reserve is lightly used now, in less than 20 years it will be needed to serve the open space requirements of a larger local population.

· There is some evidence of subsidence on the site. This is mentioned in Attachment A. The risk has not been quantified, but this is another reason for council to be cautious, when considering whether to prolong the life of this building by entering a new lease.

Conclusion

31. Staff recommend demolition and a concept plan for the reserve. A lease to Feed the Need is not the best option, and is not recommended.

32. It is open to the board in its governance role to choose an option that is not recommended by staff. If the board chooses to offer a lease to Feed the Need, then it needs to consider the terms and conditions that would apply, to protect the interests of the council and the public. Legal advice should be obtained before any offer is made to Feed the Need.

33. The following terms and conditions are suggested as a guide to the board on the kinds of safeguards that would need to be part of any offer of a lease to Feed the Need:

· Feed the Need acknowledge that the building is currently unfit for their purpose and that the offer is for the building in its current state.

· Feed the Need accepts the risk of vandalism and subsidence. Feed the Need takes sole responsibility for the costs of defending the building, insuring and repairing any damage caused by third parties, or caused by subsidence, as well as building maintenance.

· Feed the Need agrees to carry out building work and other work (details to be developed by council staff) to make the building and grounds fit for purpose within two years. Feed the Need will pay the full costs of the work, including design, consenting, building and fit-out costs. The current building envelope cannot be expanded.

· The offer to lease expires if the building work is not completed within two years.

· If the building work is completed within two years, council will enter into a lease with Feed The Need subject to Council's standard conditions for community leases (e.g. 5 year term, rent one dollar per year if requested, council retains building ownership.)

· Any other terms and conditions recommended to the council by its legal advisors, before any offer is made to Feed the Need.

Consideration

Local board views and implications

34. The board has discussed this building at several business meetings and workshops in 2016 and had informal discussions and a site visit in 2017. No final decisions have been made.

Māori impact statement

35. The removal or retention of this building is not considered an issue with particular Māori significance. The report discusses benefits and costs identified for the whole community including Māori.

Attachments

No.	Title	Page
a ⇩	Report: Sandbrook Community Builidngs Future Use (July 2016)	111
b ⇩	Report: Sandbrook Reserve Safety (August 2016)	115
c ⇩	Report: Suitablity of existing facilities for Feed the Need (August 2016)	129
d ⇩	Local Board resolutions on Sandbrook Community Building (2016)	133
e ⇩	Memo to board members - Working Party Outcomes (February 2017)	135
f ⇩	Photos of Sandbrook Building (2016)	137

Signatories

Authors

Neil Taylor, Senior Local Board Advisor

Tracy Massam, Principal Facility Management Advisor, Community Facilities

Alison Farrell, Senior Maintenance Delivery Coordinator, Community Facilities

Jessica Morris, Stakeholder Advisor, Community Facilities

Jenny Young, Community Lease Advisor, Community Facilities

Debra Langton, PSR Portfolio Manager, Parks, Sports and Recreation

Tess Liew, Strategic Broker, Community Empowerment Unit.

Authorisers

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Approval of the draft Ōtara-Papatoetoe Local Board Plan 2017

File No.: CP2017/04551

Purpose

1. To approve:

· the draft Ōtara-Papatoetoe Local Board Plan 2017

· the Ōtara-Papatoetoe Local Board Plan summary for public consultation

· key engagement events to be held as part of the consultation.

Executive summary

2. Legislation requires that each local board complete a local board plan for adoption by 31 October 2017.

3. The draft plan and summary are attached to this report for the local board to approve for public consultation.

4. Consultation using the Special Consultative Procedure (SCP) will take place from 22 May to 30 June 2017.

5. The report recommends that the board conduct two “Pop Up” engagement events and one “Have your Say Event” during the consultation period. The board needs to consider whether to hold a hearing of submitters after submissions close, at a date to be set.

6. The board needs to approve the documents the go out for consultation, and the details of key engagement events.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approves the draft Ōtara-Papatoetoe Local Board Plan 2017 for public consultation using the Special Consultative Procedure.

b) Approves the Ōtara-Papatoetoe Local Board Plan summary.

c) Delegates to the Chair to work with staff as a matter of urgency in the event that minor edits are required to the draft local board plan or summary.

d) Approves the scheduled formal engagement events, as follows:

Event	Date &Time	Venue
“Pop Up” Event	Friday, 26^th May 2017 5.30pm to 9pm	Friday Night Market, Hunters Plaza, 217 Great South Rd, Papatoetoe, Auckland
“Have Your Say” Event	Monday, 29^th May 2017 6pm to 8pm	Manukau Room, Manukau Civic building, 31- 33 Manukau Station Road, Manukau
“Pop Up” Event	Saturday, 24^th June 8am to 11am	Otara Flea Market Newbury Street, Manukau

e) Determines that EITHER no hearing of submitters will be held/ OR that a hearing of submitters will be held on [insert date] /and that the draft plan and summary be worded accordingly.

Comments

7. The Local Government (Auckland Council) Act 2009 requires that each local board complete a local board plan for adoption by 31 October 2017.

8. The draft plan (Attachment A) and summary for distribution to households (Attachment B) are attached to this report for the local board to approve for public consultation. The plan contents were discussed at several board workshops between November 2016 and February 2017. Attachments A and B were workshopped on 11 April 2017.

9. Local board plans are strategic plans for the following three years and beyond. The plans reflect the priorities and preferences of the community. They guide how the local board:

· makes decisions on local activities and projects

· provides input into regional strategies and policies

10. The plans inform the development of council’s 10-year budget. They also form the basis for development of the annual local board agreement for the following three financial years and subsequent work programmes.

11. The local board is required to use the SCP to consult on the draft local board plan. The period for the SCP is from 22 May to 30 June 2017.

12. As part of meeting these SCP requirements, a full draft of the local board plan and summary will be made available on the Shape Auckland website, at local libraries, council service centres and the local board office. The summary will also be delivered to all households in the local board area, and engagement events will be scheduled during the SCP period of 22 May to 30 June 2017. These will be advertised on the Shape Auckland website, through local and regional publications, online and through social media.

13. Key features of the draft Ōtara-Papatoetoe Local Board Plan 2017 are a general continuation of the seven outcomes stated in the 2014 local board plan. A new approach to transforming the Manukau city centre is taken, closely aligned to the “Transform Manukau” proposals put forward by Panuku Development Auckland. Initiatives for programmes and projects have been completely revised across all seven outcomes.

Consideration

14. The draft plan has been developed by considering:

· previous community engagement

· regional strategies, including the Auckland Plan, Auckland Unitary Plan, Panuku Development Auckland plans for Manukau and Papatoetoe, Whiria Te Muka Tangata - the Māori Responsiveness Framework, research by The Southern Initiative.

· subject matter expert advice from council departments including Arts Community and Events, Community Facilities, Community Services, and Environment and Infrastructure.

· Mana Whenua and Mataawaka feedback.

Engagement

15. Consultation using the Special Consultative Procedure (SCP) is taking place from 22 May to 30 June 2017.

16. Board members have workshopped the engagement process to support the SCP. From this discussion, it is proposed that the board will conduct two “Pop Up” events and one “Have your Say Event” during the consultation period, in addition to on-line and other promotions, meetings and activities.

17. The details of the proposed events are as follows:

Event	Date &Time	Venue
“Pop Up” Event	Friday, 26^th May 2017 5.30pm to 9pm	Friday Night Market, Hunters Plaza, 217 Great South Rd, Papatoetoe, Auckland
“Have Your Say” Event	Monday, 29^th May 2017 6pm – 8pm	Manukau Room, Manukau Civic building
“Pop Up” Event	Saturday, 24^th June 8am to 11am	Otara Flea Market Newbury Street, Manukau,

18. The board needs to decide whether to hold a hearing of submitters after submissions close, and if so, set the date. Hearings may be scheduled between 31 July and 11 August 2017. Attachments A and B need to be reworded to reflect whether or not a hearing is planned.

19. Hearings used to be the norm, but are now optional under legislation. The “Have Your Say” event has been used more recently to gather public feedback directly, along with other engagement mechanisms. Have Your Say events can suit people who are confident to speak in a group setting.

20. The option of holding a hearing in addition to the planned Have Your Say event is to give board members an opportunity to understand submissions, especially by asking clarifying questions of submitters. Hearings can suit people who are comfortable delivering a prepared presentation in a formal setting.

21. The experience of Ōtara-Papatoetoe hearings in the past has been that only a few submitters have asked to be heard.

Local board views and implications

22. The local board’s views have driven the development of the draft plan attached to this report.

Māori impact statement

23. As part of pre-engagement on the draft plan, the board has:

· considered pre-existing feedback from Māori

· developed relationships with Mana Whenua and agreed actions by engaging through the ongoing Māori input into local board decision making project

· engaged with Mataawaka on 16 March 2017

24. During the development of the final plan, and throughout the rest of the term, the board also intend to:

· send a copy of the draft plan to Mana Whenua and Mataawaka for formal submission during the SCP

· conduct hui with Mana Whenua

· continue to develop relationships with Mataawaka by engaging in a further hui on 20 April 2017 and any subsequent follow-up requested

· continue to develop relationships with Mana Whenua by engaging through the ongoing Māori input into local board decision making process.

Implementation

25. Formal consultation for the draft local board plan will take place from 22 May to 30 June 2017.

· Amendments will be made to the final plan during August and September 2017.

26. The local board will adopt the final plan in October.

Attachments

No.	Title	Page
a ⇨	Draft Otara-Papatoetoe Local Board Plan (Under Separate Cover)
b ⇨	Otara-Papatoetoe Local Board Plan Summary (Under Separate Cover)

Signatories

Authors	Neil Taylor - Senior Local Board Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Reinstatement of the Manukau Harbour Forum

File No.: CP2017/05948

Purpose

1. To approve the reconstitution of the Manukau Harbour Forum (the forum), including the Ōtara-Papatoetoe Local Board, for the 2016 to 2019 local government term.

2. To nominate a board member, and an alternate, to represent the Ōtara-Papatoetoe Local Board on the forum.

Executive summary

3. The Manukau Harbour Forum was established in 2012 as a joint committee of nine local boards bordering the Manukau Harbour Member boards recognised the need for joint decision making and advocacy to achieve water quality improvements for the Manukau Harbour.

4. The committee ceases to exist at the end of every electoral term and can be reconstituted following agreement of the entities involved. This report invites boards to consider reconstitution of the forum, and to nominate a board member (and alternate) to represent this board on the Forum.

5. The Forum’s Terms of Reference outlines the purpose. The report also notes that a review of the forum will be undertaken in the next twelve months to develop a future state direction and new three year work programme.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) agree to re-constitute the Manukau Harbour Forum joint committee with the Franklin, Mangere-Otahuhu, Manurewa, Maungakiekie-Tāmaki, Papakura, Puketapapa, Whau, and Waitakere Ranges Local Boards for the 2016/19 electoral term;

b) appoint one named member and one named alternate member to the Manukau Harbour Forum;

c) confirm that the chairperson and deputy chairperson of the Manukau Harbour Forum will be elected by a majority of members at the first meeting of each electoral term;

d) confirm the Terms of Reference for the Manukau Harbour Forum as outlined in Attachment A;

e) delegate authority to the Manukau Harbour Forum to make decisions within its terms of reference, noting that any significant or controversial decisions will only be made by the forum with the confirmation by resolution of all the member boards that would be affected by the decision and that the local board will reserve the right to hold and promote a different view to that of the forum on any issue that may impact the local board area;

f) confirm that any changes to the forum’s terms of reference will be agreed first by the forum then recommended to the nine member boards for their approval, noting that resolutions must be identical;

g) note that in order for the requirements of this agreement for the Manukau Harbour Forum to be reached, the resolutions of each of the nine member boards made in respect of recommendations a) (b)-(f) above (with the exception of (b) where appointees are to be named) must be identical and that in the absence of identical resolutions by all member boards the Forum will not meet the requirements under clause 30a of Schedule 7 to the Local Government Act 2002.

Comments

6. Nine local boards (Franklin, Mangere-Otahuhu, Manurewa, Maungakiekie-Tamaki, Otara-Papatoetoe, Papakura, Puketapapa, Whau, and Waitakere Ranges Local Boards) together formed the Manukau Harbour Forum with the view to form a means of collective local board advocacy on common issues affecting the Manukau Harbour.

7. The Manukau Harbour Forum was constituted formally as a joint committee of nine local boards (Franklin, Mangere-Otahuhu, Manurewa, Maungakiekie-Tamaki, Otara-Papatoetoe, Papakura, Puketapapa, Whau, and Waitakere Ranges Local Boards) under standing orders 2.8.1 and 2.8.2.

8. Standing orders 2.8.1 and 2.8.2 enable a local board to appoint a joint committee with another local board or boards. Being a joint committee enables the Forum to conduct business more efficiently, as a local board joint committee can make decisions and provide direction to officers without seeking confirmation and/or ratification from the individual member boards. In accordance with Clause 30(7) of the Local Government Act 2002, the Forum automatically dissolved following the 2016 Local Government elections.

9. The Terms of Reference for the Manukau Harbour Forum setting out the purpose and principles of the forum setting out the purpose and principles of the forum are presented in Attachment A. The purpose of the Forum is to champion a sustainable management approach for the Manukau Harbour. Since its formation the Forum has:

· identified issues, such as mangroves, pacific oysters, coastal erosion, stormwater, recreational access/wharves and Maui Dolphin Sanctuary as high priority;

· funded a work programme consisting of annual seminar, communications programme, and a business to business education programme;

· developed a ‘Manukau Harbour Forum Vision and Strategy’, undertaken a comprehensive stocktake of all research pertaining to the Manukau Harbour and catchment, produced a set of maps and a list of stakeholders;

· received regular updates on marine monitoring within the Manukau Harbour;

· advocated to central government and Auckland Council (e.g. feedback on the Unitary Plan) on issues affecting the Harbour, including hydrodynamic modelling of sediment runoff;

· identified areas of interest and potential projects that the local boards surrounding the Manukau Harbour could progress jointly and through funding from the member local boards’ budget, adopted a work programme to deliver the forum’s objectives.

10. It is recommended that each constituting local board agrees to re-instate the Manukau Harbour Forum for another term and appoints one member plus an alternate to represent the board on the Forum.

11. During the 2016/19 term of the Forum, it is recommended to undertake a review of the role of the Forum in order to recommend a decision-making structure that will enable the objectives relating to the Manukau Harbour to be addressed effectively.

Consideration

Local board views and implications

12. Local boards have previously agreed, through adoption of the forum’s terms of reference, that the Manukau Harbour is a regional asset and it was appropriate that local boards collectively contribute to strategies and outcomes that enhance the social, economic, environmental and cultural well-being of the harbour. The forum has been seen as an effective mechanism to achieve this.

13. The role of the forum is to champion the sustainable management of the Manukau Harbour and adjacent communities. It developed a vision and strategy in line with this which was adopted in September 2014.

14. In the last term, the forum agreed a three year work programme. Following the ratification of this work programme by member boards, each board committed between $8,000 and $15,000 from its budget to implement that work programme.

Māori impact statement

15. The Manukau Harbour Forum recognised mana whenua interest in Manukau Harbour. During the last term, the forum agreed to hold up to three hui per financial year with mana whenua.

16. While the forum did discuss a joint committee with mana whenua, or mana whenua representatives being appointed to the forum, it was agreed that this was inappropriate while treaty negotiations are pending. The forum anticipates receiving further advice and options as to how it interfaces with mana whenua as treaty settlement progresses.

17. Workshops of the Manukau Harbour Forum were held on 13 April and 8 June 2015 to discuss the ongoing role of mana whenua in relation to the forum. Some minor changes were made to the forum’s terms of reference as a result of this to reflect the forum’s obligations under Te Tiriti o Waitangi/The Treaty of Waitangi, and its desire to work with mana whenua on an ongoing basis.

Implementation

18. Local Board Services provide governance advisory and support services to the Forum. Co-ordination and delivery of the work programmes adopted to date are led by Infrastructure and Environmental Services. It is recommended that the role of Infrastructure and Environmental Services (I&ES) to administer the entire work programme be considered during the proposed review.

19. I&ES has provided full technical support to the forum since its inception It is recommended that as part of the forum’s review, consideration be given to how other council teams can offer support to the forum. I&ES will continue to engage with the forum as an important stakeholder group in the development of an integrated watershed management plan for the Manukau catchment.

Attachments

No.	Title	Page
a ⇩	Manukau Harbour Forum Terms of Reference	147

Signatories

Authors

Carmen Fernandes - Democracy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Community-led response to alcohol licensing update

File No.: CP2017/04987

Purpose

1. This report is to:

· provide an update on the community-led response to alcohol licensing

· seek the local board’s consideration of additional funding of $3000 for continuation of the project until the end of this financial year (30 June 2017)

Executive summary

2. The Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards has resolved to support their local communities to make objections to alcohol licence applications.

3. The information in this report is sourced from the progress update of the contractor (Grant Hewison and Associates Ltd), providing policy support and advice to members of the community engaged in alcohol licensing advocacy and objections.

4. A network of objectors has developed from Māngere, Ōtāhuhu, Papatoetoe and Ōtara. With repeated experiences of hearings, the contractor reports that skill levels and confidence of objectors has grown. In addition, objectors are now training each other, passing on experiences and supporting each other through the processes. The Facebook page also appears to be an effective means of keeping the community informed of notifications.

5. Some frustration has been expressed by community participants and a view that the Sale and Supply of Alcohol Act 2012 has not changed much from the previous Sale of Liquor Act 1989.

6. A central issue for frustrated community participants is reported as being that for almost all licence applications, including new applications, the Police, Medical Officer of Health and Council Inspector do not oppose the application. The implication is that these officers seek a very high level of local and direct evidence of alcohol-related harm in the locality where the licence applies to oppose a new licence. And where there are no adverse comments by these reporting agencies, it appears unlikely that an objector will satisfy the District Licensing Committee (DLC) that an application should be declined. With renewals, it is proving virtually impossible for community objectors to raise issues unless there is direct evidence such as photographs, and even where there is evidence, such as a sale to a minor, this tends not to be seen as being serious enough to warrant refusal of a licence or even restrictions on the length of the licence period.

7. Community objectors are suggesting the Act needs to be amended to address these concerns.

8. Nonetheless, the contractor reports that members of the community are continuing to make objections and attend hearings. Since October 2016, 11 objections have been made to off-licences and on-licences. Several other applications were notified to the community and assessed, with no objections being made. There have been hearings of Super Liquor Great South Road (743 Great South Road, Papatoetoe), Super Liquor Manukau (6/726 Great South Road, Manukau), Super Store Liquor (28 Avenue Road, Otahuhu), Thirsty Liquor Wickman Way (18 Wickman Way, Mangere East), Discount Liquor East Tamaki (1 Birmingham Road, East Tamaki), Bargain Liquor (26A Salesyard Road, Otahuhu) and Phoenix Tavern (26 Avenue Road, Otahuhu).

9. Following DLC decisions from late 2015, objectors had begun to take an approach of making an objection, but making it clear that the objection would be withdrawn if the applicant was willing to sign undertakings - such as no single sales. However, more recently the contractor reports that the DLC has decided not to accept this approach. It seems the DLC is saying that unless there is direct and strong evidence of poor practices by the applicant they will not accept undertakings. As a consequence, community objectors have stopped taking this approach.

10. A highlight, mentioned in the contractor’s report, is the objections and further work of the Turehou Māori Wardens based in Otara, but working across both local board areas. Faced at their first hearing with an objection from the council inspector that they did not have an interest greater than the public generally, the wardens successfully argued that they did have a right to object and this was accepted by the District Licensing Committee. Subsequently the wardens challenged the Police, Medical Officer of Health, Council Inspectorate and the District Licensing Committee that they were not upholding obligations under the Treaty of Waitangi. The wardens have also since lodged a claim to the Waitangi Tribunal that the Crown has not upheld its obligations under the Treaty of Waitangi to actively protect Māori in the Sale and Supply of Alcohol Act 2012.

11. The contractor also reports that hearings of the Auckland Provisional Local Alcohol Policy (PLAP) have been held, at which community members from Mangere and Otahuhu gave evidence for Alcohol Healthwatch and submissions were made by the Otara Gambling and Alcohol Action Group (OGAAG). The contractor says the skill levels and confidence of objectors developed through the community-led response to alcohol licensing made a significant difference in the evidence they gave at PLAP hearings.

12. The local board allocated $10,000 to this project for contracted services to provide technical expertise in support of community-led objections to liquor licences, to manage a social media page and to provide policy advice to the local board on specific, related matters during the 2016/17 year. The sum is substantially based on an estimate of the number of likely objections and hearings to be serviced, and the estimate has been exceeded in the current financial year. This report seeks the board’s consideration of a top-up to continue the project through to the end of June 2017.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Receive the community-led response to alcohol licensing update report.

b) Consider an additional funding allocation of $3000 for this project from the Community Response Fund, to enable advice and support for community objections to be available throughout the rest of the 2016/17 financial year.

Comments

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

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

15. In October 2016, the board received a report on the previous six months of activity on the community-led response to alcohol licensing.

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

Renewal Off-Licence:

· Discount Liquor East Tamaki (1 Birmingham Road), 25 November 2016

New Premises:

· Super Liquor Manukau (6/726 Great South Road, Manukau), 20 October 2016

Renewals:

· Shooters Snooker & Pool (57 Cavendish Drive, Manukau), 20 October 2016

· JJs Liquor Centre (130B Dawson Road, Clover Park), 20 October 2016

· Liquor Legends East Tamaki (186a Te Irirangi Drive, East Tamaki), 13 October 2016

· Thirsty Liquor Gilbert Road (Shop 2, 20 Franich Street, Otara), 13 October 2016

17. The objections heard (from October 2016 to March 2017) have been:

· Super Liquor Great South Road (743 Great South Road, Papatoetoe)

· Super Liquor Manukau (6/726 Great South Road, Manukau)

· Discount Liquor East Tamaki (1 Birmingham Road, East Tamaki)

18. The Decisions are available at:

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

http://www.aucklandcouncil.govt.nz/EN/AboutCouncil/meetings_agendas/hearings/Pages/districtlicensingcommitteehearings2017.aspx

Consideration

Local board views and implications

19. Ōtara-Papatoetoe Local Board has continued to support individuals or organisations within its communities to object to liquor license applications on a case by case basis throughout 2016/17.

20. The contractor reports that members of the community supported by the local boards are acting as an important check and balance on the system. At minimum, community-based objections are testing the legal framework, the evidence presented by applicants, the views and evidence of the Inspectors, Police and Medical Officer of Health and the judgment of the DLC. In the absence of a Local Alcohol Policy, this would appear to be the only way for community members to influence alcohol licences.

Attachments

There are no attachments for this report.

Signatories

Authors	Neil Taylor - Senior Local Board Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Local Government New Zealand Conference and Annual General Meeting 2017

File No.: CP2017/05351

Purpose

1. To inform local boards about the Local Government New Zealand (LGNZ) Annual General Meeting (AGM) and conference in Auckland from Sunday 23 July to Tuesday 25 July 2017 and to invite local boards to nominate representatives to attend.

Executive summary

2. The LGNZ annual conference and AGM takes place at SkyCity from 3pm on Sunday 23 July to 2:15pm on Tuesday 25 July 2017.

3. The AGM takes place on the last day of the conference. Auckland Council is entitled to four official delegates at the AGM, one of whom is the presiding (or voting) delegate. The Governing Body considered this at its meeting held on 23 March 2017. The four official delegates are the Mayor as a member of the LGNZ National Council (or his nominee), the Deputy Mayor as the Mayor’s alternate for this position, Cr Penny Hulse as the Chair of LGNZ Zone One and a member of LGNZ National Council, and a Local Board member.

4. In addition to the official delegates, local board members are invited to attend. Historically, given the cost of elected member attendance at the conference it was recommended that one member per local board attend. In 2017, due to the cost savings associated with the conference being held in Auckland, two members per local board can be funded from the elected member development programme budget.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) nominate two representatives to attend the Local Government New Zealand 2017 Conference and Annual General Meeting from Sunday 23 July to Tuesday 25 July 2017

b) confirm that conference attendance including travel and accommodation will be paid for in accordance with the current Auckland Council Elected Member Expense Policy

c) note that any members who wish to attend the AGM must provide their names to the Kura Kāwana project team as soon as possible to ensure that they are registered with LGNZ.

Comments

5. The 2017 LGNZ Conference and AGM are being held in Auckland. The conference commences with a powhiri and opening ceremony on Sunday 23 July at 3pm and concludes with the LGNZ AGM at 11:15am on Tuesday 25 July (AGM concludes at 2:15pm).

6. The theme of this year’s conference is “Creating pathways to 2050: Liveable spaces and loveable places”. The programme includes:

· Rt Hon Dame Patsy Reddy (Governor-General of New Zealand) will give the opening keynote address on how involving communities in shaping their local places can build a strong sense of local pride, identity and connection.

· Dr David Warburton (Chief Executive, Auckland Transport) and Mayor Lianne Dalziel, (Christchurch City Council) will look at the role of technology in transport and how smart technology can be integrated in councils future plans. Learn about the practical technology trials underway to understand why New Zealand is a world leader in the implementation of Smart City technology.

· Mayor Craig Little (Wairoa District Council) Mayor John Forbes (Opotiki District Council) and Chris Whelan (Chief Executive, Wellington Regional Economic Development Agency) will discuss attracting inward investment to boost local economy. These three councils will share best practice examples of how their approach has opened the door to investment, strengthening the resilience of their local economy.

· Sir Bob Harvey (Champion for Auckland, Auckland Council) Ludo Campbell-Reid (Design Champion and General Manager, Auckland Design Office, Auckland Council) and Viv Heslop (former Sustainability Lead, Panuku Development Auckland) on bringing together policy, practice and research to inform our council leaders on how they can champion change to create and sustain liveable spaces and loveable places.

· A panel discussion on managing community expectations and delivering the Government's objectives for freshwater water quality which is a challenge facing all of New Zealand. Mark Sainsbury will chair this session with Stuart Crosby (Bay of Plenty Regional Councillor) Rahui Papa (Te Arataura Chairman, Waikato Tainui and a representative of the Iwi Chairs Forum) and Ken Taylor (Director, National Science Challenge, Out Land and Water).

· Holly Ransom (futurist and global strategist) will give the closing keynote address presenting views on how and why we must adapt and be future-ready in a period of unprecedented technological, environmental, and demographic change.

Annual General Meeting

7. The AGM takes place on the last day of the conference. Auckland Council is entitled to have four delegates to the AGM, one of whom is the presiding (or voting) delegate. The four official delegates are the Mayor (or his nominee), the Deputy Mayor, Councillor Cr Penny Hulse (as Chair of Zone One) and a Local Board member.

8. The Mayor is a member of the LGNZ National Council, the Deputy Mayor is the Mayor’s alternate for this position and Auckland Council’s representative on the Regional Sector Group, Cr Penny Hulse is the Chair of LGNZ Zone One and a member of LGNZ National Council. The Governing Body considered an item on AGM attendance at its meeting on 23 March 2017.

9. LGNZ requires prior notice of which local board members plan to attend the AGM. Members wishing to attend are asked to register their intention with the Kura Kāwana project as soon as possible so that this information can be collated and provided to LGNZ.

Costs

10. Historically, given the cost of elected member attendance at the conference it was recommended that one member per local board attend. In 2017, due to the cost savings associated with the conference being held in Auckland, two members per local board can be funded from the elected member development programme budget.

11. Conference registration includes attendance at all conference business sessions (Sunday - Tuesday), a satchel and contents, daily catering, the Simpson Grierson welcome reception and the Fulton Hogan conference dinner and EXCELLENCE Awards function.

12. The council hosted tours on Sunday 23 July 2017 are not included in the conference registration. Local board members are welcome to attend these at their own cost.

Consideration

Local Board views and implications

13. This is a report to the 21 local boards.

Māori impact statement

14. The Local Government NZ conference will better inform local boards and thereby support their decision making for their communities including Maori.

Implementation

15. The Kura Kāwana programme will co-ordinate and book all conference registrations, as well as requests to attend the AGM.

Attachments

There are no attachments for this report.

Signatories

Authors

Helen Dodd - Local Board Strategic Advisor

Authorisers

Lou Lennane, Business Improvements Manager, Local Board Services

Karen Lyons - General Manager Local Board Services

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

18 April 2017

Funding for the "2017 Tuia Te Here Tangata" Leadership Development Programme

File No.: CP2017/04866

Purpose

1. To seek local board approval of funding for the 2017 TUIA Te Here Tangata rangatahi leadership mentoring programme for the Ōtara-Papatoetoe Local Board (OPLB) area.

Executive Summary

2. TUIA, previously known as the Tuia Rangatahi Leadership Programme aims to provide an intentional, long term, intergenerational approach to developing the leadership capacity of young Māori in communities throughout New Zealand.

3. TUIA was initially set up and supported under the umbrella of the Mayor’s Taskforce for Jobs. It involves local Mayors selecting a young Māori from their district to mentor on a one-to-one basis, to encourage and enhance leadership skills. More information on this programme can be found in the 2017 Prospectus of TUIA which is at Attachment A.

4. Since 2016, in Auckland Council, this opportunity has been offered to local board Chairs to mentor a rangatahi (young person) in their local board area. The previous Chair of OPLB participated in this programme in 2016 and the current OPLB Chair has indicated that she supports this initiative and an opportunity to mentor a rangatahi for the OPLB area for 2017.

5. As part of the programme, there is an expectation that resources will be provided to support the selected rangatahi to attend five three-day wānanga (leadership retreats) per year which cost approximately $3,000, depending on location and transportation costs.

6. The Chair has agreed to participate in this opportunity and requests the local board to consider approval of up to $3,000 from the Community Response Fund to enable the rangatahi to participate in the wānanga as required.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) supports the local board Chair in her participation as a mentor in the TUIA Te Here Tangata rangatahi leadership mentoring programme for the Ōtara-Papatoetoe Local Board area in 2017.

b) approves up to $3,000 from the Community Response Fund to cover the cost of five three-day wānanga (leadership retreats) to enable the rangatahi/young person to attend as part of their mentoring programme.

Comments

7. TUIA is an established programme and has been supported by a number of Mayors and councils around New Zealand. It provides a unique leadership opportunity for local youth in a proven programme.

8. The opportunity to widen TUIA to local board Chairs was considered to enable a wider number of Auckland youth engaging with the programme and reaping the benefits of subsequent leadership development. The costs are considered to be reasonable and conservative for the likely value and development that is commonly evidenced by participants in the programme.

9. A letter from the Chair of OPLB seeking nominations for a rangatahi was widely circulated to community groups, schools, tertiary education providers and iwi in the local board area,. The criteria for the rangatahi are outlined in the nomination letter which is at Attachment B. The nominations closed on Friday 26 February 2016, and the Chair selected a rangatahi from the nominations received.

10. The selected rangatahi is Atarau Pouwhare-Ellis who is the Youth Engagement Officer and will undertake and record a community service project of 100 hours within the Ōtara-Papatoetoe community.

11. The Chair will meet with the rangatahi at least once a month and involve her in community and local board activities that will assist her development as a leader.

12. The rangatahi has opportunity to attend five three-day wānanga (leadership retreats) per year.

Consideration

Local Board views and implications

13. TUIA programme ties in with the OPLB Plan Outcome: Thriving Communities – “The young are our future and we want to give them the best start in life.”

14. The Lead Financial Advisor has advised there is $29,500 remaining in the Community Response Fund.

Māori impact statement

15. TUIA is a leadership development programme aimed at developing the leadership capacity of young Māori in communities throughout New Zealand.

Implementation

16. This programme will be undertaken in 2017 in the OPLB area and involves the rangatahi undertaking a community service project of 100 hours within the Ōtara-Papatoetoe community.

17. As part of the programme, resources need to be found to support the selected rangatahi to attend five three-day wānanga (leadership retreats) per year which costs up to $3,000.

18. The administrative support for this programme will be provided by Local Board Services.

Attachments

No.	Title	Page
a ⇩	Attachment A: 2017 Te Tuia Prospectus	163
b ⇩	Attachment B: Letter seeking nominations	173

Signatories

Authors	Carmen Fernandes - Democracy Advisor
Authorisers	Carol McKenzie-Rex - Relationship Manager

Chairperson	Lotu Fuli
Deputy Chairperson	Ross Robertson, QSO, JP
Members	Apulu Reece Autagavaia
	Dr Ashraf Choudhary, QSO, JP
	Mary Gush
	Donna Lee
	Dawn Trenberth

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2013-2016 Strategic Plan in effect. 2017-2020 in draft.
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 Otara-Papatoetoe Local Board and business association board.	Compliant	Meeting held 16 February 2017
BID Programme Agreement	Compliant	Provided
Summary	Recommend Targeted Rate	Staff are satisfied that Greater East Tamaki BID is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report.

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2016-2021 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 Otara Papatoetoe Local Board and business association board.	Pending	All BIDs are advised that this meeting must be scheduled before the end of this fiscal year.
BID Programme Agreement	Compliant	Provided
Summary	Recommend Targeted Rate	Staff are satisfied that Hunters Corner BID is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report, and that the local board reporting meeting will be held in a timely manner.

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2012-2017 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 Otara Papatoetoe Local Board and business association board.	Pending	All BIDs are advised that this meeting must be scheduled before the end of this fiscal year.
BID Programme Agreement	Pending	Not provided.
Summary	Recommend Targeted Rate	Staff are satisfied that Business Manukau BID is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report, and that outstanding actions will be completed in a timely manner. Recommendation based on prior good performance. If there is delay in reporting the local board will be consulted.

Requirement FY 2015-2016	Status	Comments
A strategic plan for next 3 – 5 years - reviewed every 3 years.	Compliant	2015-2020 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 Otara-Papatoetoe Local Board and business association board.	Pending	All BIDs are advised that this meeting must be scheduled before the end of this fiscal year.
BID Programme Agreement	Compliant	Fully signed agreement provided.
Summary	Recommend Targeted Rate	Staff are satisfied that Old Papatoetoe BID is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report, and that the local board reporting meeting will be held in a timely manner.

Otara - Papatoetoe	Otara	Shops 1 & 2 46 Fair Mall Bairds Rd Otara Town Centre	$0	$1	$3,875	$3,876
Otara - Papatoetoe	Papatoetoe	35a St Georges Rd Papatoetoe	$0	$1	$4,100	$4,101