I hereby give notice that an ordinary meeting of the Kaipātiki Local Board will be held on:
Date: Time: Meeting Room: Venue:
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Wednesday, 17 May 2017 4.00pm Kaipātiki
Local Board Office |
Kaipātiki Local Board
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Danielle Grant |
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Deputy Chairperson |
John Gillon |
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Members |
Paula Gillon |
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Ann Hartley, JP |
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Kay McIntyre, QSM |
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Anne-Elise Smithson |
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Adrian Tyler |
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Lindsay Waugh |
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(Quorum 4 members)
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Blair Doherty Kaipātiki Local Board Democracy Advisor
10 May 2017
Contact Telephone: (09) 484 8856 Email: Blair.Doherty@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Kaipātiki Local Board 17 May 2017 |
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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 Pest Free Kaipātiki 5
9 Public Forum 6
10 Extraordinary Business 6
11 Notices of Motion 6
12 Kauri Glen walkway - partial section realignment and track closure. 7
13 Reinstatement of targeted rates and return of management role to Northcote Town Centre Business Improvement District 15
14 Kaipātiki Local Grants, Round Two 2016/2017 grant applications 23
15 Kaipātiki Quick Response, Round Four 2016/2017 grant applications 31
16 Allocation of Response Funds 2016/2017 53
17 Renewal of the community lease to the Northcote Birkenhead Rugby Union & Sports Club Incorporated, Birkenhead War Memorial Park, Recreation Drive, Birkenhead. 79
18 Kaipātiki Community Facilities Trust Quarterly Report 85
19 New Road Name Approval for a private accessway created by a way of residential subdivision by Housing New Zealand at 7-15 Haymand Place, 1 and 5a Mavis Place, Beach Haven 99
20 Auckland Council's Quarterly Performance Report: Kaipātiki Local Board for Quarter Three, 1 January - 31 March 2017 103
21 Local Board Services Monthly Report - May 2017 155
22 Governing Body and Independent Maori Statutory Board Members' Update 161
23 Members' Reports 163
24 Workshop Records - Kaipātiki Local Board Workshops - Wednesday 5 April 2017, Wednesday 12 April 2017 and Wednesday 26 April 2017 169
25 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.
The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:
i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and
ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.
The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.
Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.
Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.
4 Confirmation of Minutes
That the Kaipātiki Local Board: a) confirm the ordinary minutes of its meeting, held on Wednesday, 19 April 2017, including the confidential section, and the extraordinary minutes of its meeting, held on Wednesday, 3 May 2017, as true and correct records.
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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 Kaipātiki 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.
Purpose 1. The purpose of this deputation is to address the Kaipātiki Local Board regarding the regarding allocation of funding to the Pest Free Kaipātiki programme. Executive Summary 2. Janet Cole and Jo Knight of Pest Free Kaipātiki will be in attendance to address the Kaipātiki Local Board regarding the regarding allocation of funding to the Pest Free Kaipātiki programme.
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Recommendation/s That the Kaipātiki Local Board: a) receive the deputation from Janet Cole and Jo Knight of Pest Free Kaipātiki. b) thank Janet Cole, Jo Knight and Pest Free Kaipātiki for their attendance and presentation.
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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
There were no notices of motion.
Kaipātiki Local Board 17 May 2017 |
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Kauri Glen walkway - partial section realignment and track closure.
File No.: CP2017/08320
Purpose
1. To seek approval from the Kaipātiki Local Board for the closure of section 18 of the Kauri Glen walkway to comply with the biosecurity and Kauri Dieback Policy, and approve track realignment Option A.
Executive summary
2. The Kauri Glen Walkway realignment has been approved by the Kaipātiki Local Board through the 2016/17 Community Facilities renewals work programme.
3. The concept design has been developed, and staff require approval from the local board to proceed with Option A, which will result in the closure of the current track after the realignment has been completed.
4. Option A is the proposed realignment of section 18 of the track as shown in Attachment A. It is the preferred option of council staff as it will close the section of track which currently goes through the kauri tree grove.
5. The kauri trees are currently at risk due to the spread of Kauri Dieback Disease through the location of the current track and the realignment of the track will protect the tree grove.
6. A meeting was held 10 March 2017 with a working group, where it was agreed section 18 should be closed and a new track created. A site walkover was also undertaken on 5 April 2017 to agree the alignment of the new track and the location of the new viewing platform.
That the Kaipātiki Local Board: a) approve the closure of section 18 of the Kauri Glen Walkway to comply with Auckland Council’s Biosecurity and Kauri Dieback Policy. b) approve Option A for the Kauri Glen Walkway track alignment and new viewing platform, as presented in Attachment A to the agenda report.
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Comments
Kauri Glen walkway renewal
7. The Kauri Glen Walkway network renewal was approved by the Kaipātiki Local Board in the 2016/17 Community Facilities renewals work programme. This project will renew the track network in Kauri Glen Reserve to improve the track condition and user experience of the reserve.
8. Mapped options for the renewal of the Kauri Glen track network were undertaken by Frame Group Consultants, provided as Attachment A.
Closure of walkway section 18
9. There is a significant grove of kauri trees in the reserve that are currently healthy and show no sign of Kauri Dieback Disease. These trees are at risk of developing Kauri Dieback Disease should walkway section 18 remain open.
10. Auckland Council’s Biosecurity policy recommends that the track is closed to public access and a suitable alternative route away from significant kauri be identified.
11. Installing a boardwalk along walkway section 18 was considered by councils Community Facilities and Biosecurity staff, but was ruled out due the disturbance and methodology of installation and the risks associated with this for introducing Kauri Dieback Disease and causing damages to kauri tree roots.
12. At its 15 February 2017 business meeting, the Kaipātiki Local Board resolved (resolution number KT/2017/10) to establish a community working group to develop the realigned option.
Options for section 18 realignment
13. Council staff requested Frame Group consultants to provide options for realignment of section 18.
14. Two options were identified - a full alignment (Option A) and a partial alignment (Option B).
15. Option A alignment along offers step-free access that should benefit low mobility users and potentially bring new users into the reserve.
16. Both alignments continue to provide a walkway loop for park users to enjoy.
17. Option A provides an alternative walkway loop in this section of Kauri Glen Reserve that does not put existing kauri at risk to Kauri Dieback Disease.
18. Option B provides an alternative walkway loop that still passes significant kauri, some of which are not currently alongside a track, and so would put these kauri at risk of Kauri Dieback Disease.
Consultation for section 18 realignment
19. Auckland Councils Biosecurity team were consulted on the realignment options. Feedback received indicated that Biosecurity staff did not support Option B due to the new exposure of significant kauri to the risk of Kauri Dieback Disease.
20. In line with the Kaipātiki Local Board resolution (resolution number KT/2017/10), a community working group was established, and consisted of representatives from:
· Kauri Glen Bush Society;
· Birkenhead Town Centre Business Association;
· Northcote College;
· Kaipātiki Local Board;
· Auckland Council’s Community Facilities department; and
· Frame Group Consultants.
21. A meeting with the community working group was held on 10 March 2017 to discuss the realignment options. The realignment options for walkway section 18 (refer Attachment B), were provided and discussed at this meeting, where the following points were agreed:
· the proposed layout for Option A was the most suitable for realignment of walkway section 18;
· Option A alignment will be marked up on site at Kauri Glen Reserve and walked over with the working group to agree final alignment
· a viewing platform that would allow views of the kauri without putting them at risk should be included in Option A, with the group to be consulted on the final location;
· an educational and media campaign on why section 18 is being closed and realigned should be implemented
· further consultation is required with Northcote College on the location of access points from the school sports fields onto the new track;
· council staff will investigate further the feasibility of a link from City View Terrace as part of the wider network design, noting this would not be covered under the renewals budget; and
· council staff will investigate further options for including section 22 with the network design, noting this would not be covered under the renewals budget.
22. The community working group undertook a site walk on 5 April 2017 to better understand the proposed alignment of Option A and the potential locations for a viewing platform.
23. Additional feedback received during the site walk included:
· Request for council staff to include options and costs for using Northcote Colleges sports fields as part of the access route, where the alignment comes close to the field. This option would require approval from the Department of Conservation as the landowner and also an easement being put in place for access and use rights.
· Further consultation with the community working group will be required to confirm the exact location of the walkway and viewing platform along the Option A route, once more detailed information is received from an arborist, ecologist and biosecurity.
· Some members in the working group have concerns the new aligned track runs too close to the boundary Northcote College.
· Some members in the working group have concerns that the new alignment does not provide people with the large kauri tree experience that the existing section 18 walkway provides.
Consideration
Local board views and implications
24. The Kaipātiki Local Board has approved the track renewal through the 2016/17 Community Facilities renewals work programme.
25. Members of the Kaipātiki Local Board were included in the community working group for the realignment of the walkway section 18.
26. The Kaipātiki Local Board Plan 2014, includes an outcome to provide green open spaces and environments that enable active and healthy lifestyles and protect the natural heritage. In this outcome, it commented that the local board was aware of the dangers of Kauri Dieback Disease to the native bush and would work with relevant agencies, volunteer groups and the community to prevent the disease from spreading into the local board area. The closure of the track and the approval of Option A will meet this outcome.
Māori impact statement
27. Local iwi will be engaged through the consenting process in late 2017.
Implementation
28. Option A (realignment of section 18 track) is estimated to cost $130,000 and can be funded through the Community Facilities renewals work programme.
29. If the local board approves the closure of the track, this will occur once the completion of the realignment of section 18 of the walkway has been completed.
30. If the local board approves Option A, as recommended by staff, work can commence on the design and consent of the track immediately, in consultation with the working group.
No. |
Title |
Page |
a⇩ |
Mapped options for the Kauri Glen Track Network |
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b⇩ |
Options for Section 18 realignment |
13 |
Signatories
Authors |
Rodney Klaassen - Relationship Advisor |
Authorisers |
Rod Sheridan - General Manager Community Facilities Eric Perry - Relationship Manager |
17 May 2017 |
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Reinstatement of targeted rates and return of management role to Northcote Town Centre Business Improvement District
File No.: CP2017/06909
Purpose
1. To advise the local board on progress to re-establish the Northcote Business Improvement District programme whilst under interim management by council.
Executive summary
2. Northcote Town Centre Incorporated (NTC) operates a Business Improvement District (BID) programme in Northcote.
3. NTC is one of 48 BIDs in the Auckland Council area which receive targeted rate funds from their members to provide services and programmes. All BIDs are bound to comply with the Auckland Council BID Policy as a condition of receiving targeted rates.
4. Compliance with the BID Policy is demonstrated by the BIDs preparing certain documents to be approved at their annual general meetings (AGMs), and providing these documents to council.
5. NTC failed to comply with the BID Policy for the 2015/2016 financial year, and failed to respond to requests from council to provide the required documents.
6. In response to these issues, at its 22 June 2016 meeting, the Kaipātiki Local Board resolved to withhold the Northcote BID targeted rate funds for the 2016-2017 financial year, and to transfer management of the Northcote BID programme to council. (resolution KT/2016/72)
7. Since that time, the BID programme in Northcote has been managed on an interim basis by the council BID team in partnership with NTC. Under council management, an interim manager has been selected by the NTC governing committee.
8. This report confirms that NTC has now fulfilled all requirements of the BID Policy for the year ending June 2016, and recommends the management of the Northcote BID programme be returned NTC.
9. NTC held its AGM on 27 April 2017. At this meeting a business plan and budget for 2017/2018 were adopted. The budget sought a BID targeted rate grant of $120,000 for 2017/2018.
That the Kaipātiki Local Board: a) transfers management of the Northcote Business Improvement District Programme from Auckland Council staff back to Northcote Town Centre Incorporated. b) recommend to the governing body the striking of the Northcote Business Improvement District targeted rate of $120,000 as included in the 2017-2018 Annual Plan. c) reinstate the payment of the Northcote Business Improvement District grant to Northcote Town Centre Incorporated effective from 1 July 2017.
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Comments
10. The Northcote Business Improvement District is funded from a BID targeted rate placed on commercial properties located within the Northcote town centre area. Council collects the rates then disburses these funds as a BID grant to Northcote Town Centre Incorporated (NTC), which uses the money to implement the Northcote BID business plan. This business plan includes programmes and activities to promote the town centre and provide enhanced security services.
11. All business associations that are part of the BID programme are bound to comply with the Auckland Council BID Policy as a condition of receiving targeted rates.
12. In the 2015-2016 financial year, NTC failed to comply with its obligations under the BID Policy (both the 2011 and 2016 versions), and demonstrated an inadequate level of separation between the management of the BID programme and governance functions of NTC.
13. At an extraordinary meeting on 22 June 2016, the Kaipātiki Local Board resolved to withhold the Northcote BID targeted rate grant of $120,000 for the 2016/2017 financial year, and to transfer management of the Northcote BID and the Northcote BID grant to council. (resolution KT/2016/72)
MOVED by Chairperson K McIntyre, seconded by Member L Pigg:
That the Kaipātiki Local Board:
a) notes its concern that the management of the Northcote Business Improvement District programme has reached this stage and agrees that immediate action is necessary to ensure accountability and prudent stewardship of ratepayer funds.
b) request that the Northcote Town Centre Incorporated meet all the accountability requirements of the operative Business Improvement District Policy (2011) by providing the following information in accordance with section 3.15 (2) of the policy:
i. audited accounts;
ii. an annual report for the previous year;
iii. a strategic plan covering the current three to five year period;
iv. an annual business plan; and
v. a budget for the following financial year.
and adhere to section 3.13 of the Business Improvement District Policy (2011) by showing a clear division between the governance of the Business Improvement District Partnership Programme and its management.
c) requests officers withhold the 2016/2017 Northcote Business Improvement District targeted rate grant payment of $120,000, designated for the Northcote Business Improvement District Partnership Programme until:
i. the requirements outlined in resolution b) above are fulfilled; and
ii. officers report back to a formal meeting of the board on progress and recommendations regarding the management of the Northcote Business Improvement District Partnership Programme.
d) requests council officers from the Auckland Council Business Improvement District Team provide interim management of the Northcote Business Improvement District Partnership Programme, including honouring current contractual obligations the Northcote Town Centre Incorporated has entered into under the Northcote Business Improvement District Partnership Programme (such as security contracts) over the 2016/2017 financial year, or until Northcote Town Centre Incorporated are able to meet the requirements of the operative Business Improvement District Policy (2011) as outlined in resolution b) and following the meeting referenced in resolution c).
14. Council staff began working with the NTC committee with the aim of restoring the committee to its proper governing role as defined in the association’s constitution, and bringing them into compliance with the BID Policy 2016 by the end of this financial year (30 June 2017).
15. Council accepted the unaudited financial accounts provided for the 2014-2015 financial year as being compliant for that year, but a strategic plan and business plan were not provided as required to meet the BID Policy 2016. It was noted that all future NTC financial accounts must be audited as a requirement of the BID Policy 2016.
16. Council staff provided a status report to the Kaipātiki Local Board meeting on 14 September 2016 seeking approval to continue to withhold the Northcote BID targeted rate grant and provide direct interim BID management. The local board approved that request. (resolution KT/2016/130)
MOVED by Chairperson K McIntyre, seconded by Member L Waugh:
That the Kaipātiki Local Board:
a) approves the continuation of withholding the 2016/17 Northcote Business Improvement District target rate grant payment as Northcote Town Centre Incorporated have not:
i. provided audited accounts for the 2014-2015 and 2015-2016 financial years; and
ii. been able to show a clear division between the governance of the Business Improvement District Partnership Programme and its management as required by section 3.13 of the Business Improvement District Policy (2011).
b) requests officers work with Northcote Town Centre Incorporated to review and amend the provided Northcote Business Improvement District Strategic Plan to account for the economic future for the area, to include:
i. a clearly articulated vision for the future of Northcote;
ii. a narrative as to how the collective targeted rate will be applied to assist business association members in achieving that vision;
iii. a plan for the economic future for the Northcote business community; and
iv. establishing the operational budget and activities, as per table one contained in the agenda report, for the remainder of the financial year.
c) approves Auckland Council staff to provide active interim management of the Northcote Business Improvement District programme which includes payment of ongoing contractual commitments, implementing a strategy to promote the town centre, and work collaboratively with the Northcote Town Centre Incorporated Executive Committee.
d) Requests staff to work closely with the businesses in Northcote to assist in developing the plan outlined in b) with a view to returning management of the Business Improvement District to the Northcote Town Centre Incorporated as soon as possible.
e) requests staff to provide an update report to the February 2017 local board meeting.
17. Since that time, council has directly managed the use of the 2016-2017 targeted rate collected ($120,000) on behalf of NTC. Outcomes of council management include:
· Council officers issued a request for proposal (RFP) to assist the NTC committee in retaining an interim BID manager to assist with the re-establishment of the Northcote BID Programme, to rebuild the NTC committee, and to engage and create interest from the Northcote business and property owners in a re-energised BID programme.
· Campaignz Ltd (Gary Holmes) was selected as interim BID manager by the NTC committee and appointed in November 2016.
· With council oversight, the interim BID manager provided all necessary support to the committee and membership, including: reconvening the committee, preparing a communication plan, holding a business networking meeting, drafting a strategic plan, completing the NTC website, investigating steps required to repair Northcote’s CCTV cameras, and other essential tasks including the preparing of documents for the AGM on 27 April 2017.
· Council staff ensured that all of NTC’s financial obligations were met.
· Panuku Development Auckland coordinated the hosting of the 2017 Chinese and Korean New Year Festival on January 28, which was attended by the Mayor and local board members. This event was supported by a Kaipātiki Local Board grant.
· Council staff provided a memo dated 15 March 2017 to the local board with updates on progress and next steps (refer Attachment A).
· The interim BID manager identified potential new members to serve on the NTC committee to be voted upon at the AGM on 27 April 2017.
18. NTC held their Annual General Meeting (AGM) on 27 April 2017 at which the following actions were taken:
· approval of 2016 financial report and audit;
· approval of the draft NTC strategic plan 2017-2020;
· approval of the income and expenditure budget 2017-2018, noting there will be no increase in the Northcote BID grant for the 2017-2018 year (it will remain at $120,000);
· approval of the Northcote business plan 2017-2018;
· approval and signing of the BID programme agreement; and
· election of new committee members.
19. These actions, and delivery of documents to council staff, bring the Northcote BID into compliance with BID Policy for the 2015-2016 financial year.
20. Council staff are satisfied that NTC, having complied with the BID Policy 2016, reconstituted its committee, and clarified distinctions between management and governance, should resume management and governance of the Northcote BID programme.
21. Pending local board approval, several steps will be taken to formally transfer the management of the Northcote BID programme from council back to the committee:
· staff will conduct a full reconciliation of the 2016-2017 Northcote BID grant and expenditures through the end of this financial year;
· staff will return management of the Northcote BID programme to the new NTC committee on or about 20 June 2017;
· staff will arrange for Northcote BID grant payments to be paid to NTC as of 1 July 2017, and each quarter of the financial year thereafter as provided for in the BID Policy;
· NTC will hire a permanent BID manager to start 1 July 2017;
· staff and Northcote interim BID manager will support the induction of the new committee, chair, treasurer and secretary; and
· staff will conduct an orientation and handover process as needed for the new BID manager and new committee.
22. Staff will monitor the activities of NTC to assure ongoing compliance with the BID Policy, and provide ongoing support to the NTC where necessary.
23. Ultimate oversight of the BID rests with ratepayer and business members of the association.
24. This report requests that the Kaipātiki Local Board transfer management of the Northcote BID programme to NTC and to recommend to the governing body the striking of the Northcote BID target rate amount of $120,000 for 2017-2018.
Consideration
Local board views and implications
25. At the 22 June 2016 Kaipātiki Local Board meeting the board resolved to withhold the Northcote BID targeted rate funds for the 2016-2017 financial year, and turn management of the Northcote BID over to council. (resolution KT/2016/72)
26. At the 14 September 2016, meeting the local board approved a council staff request to continue to withhold the Northcote BID targeted rate grant and maintain direct interim BID management by council. (resolution KT/2016/130)
Māori impact statement
27. These decisions will have no adverse effects on, or particular benefits to, the Maori population.
Implementation
28. The funding of the $120,000 Northcote BID target rate is identified in the Kaipātiki Local Board 2017/2018 budget.
29. Approving the reinstatement of the Northcote BID programme and targeted rate grant to NTC allows the association to resume direct management and provision of services to BID members, thus promoting and strengthening the Northcote town centre.
30. A handover process from council staff will support and assist the NTC to implement a staff recruitment process to secure a permanent BID manager to start 1 July 2017.
31. Following approval by the governing body to strike the Northcote BID target rate as per the annual plan process, council officers will inform NTC confirming the amount of BID target rate to be struck on 1 July 2017.
No. |
Title |
Page |
a⇩ |
Memo to Kaipātiki Local Board - Update on Northcote BID Progress, March 2017 |
21 |
Signatories
Authors |
Steven Branca - BID Partnership Advisor |
Authorisers |
Alastair Cameron - Manager - CCO Governance & External Partnerships Eric Perry - Relationship Manager |
17 May 2017 |
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Kaipātiki Local Grants, Round Two 2016/2017 grant applications
File No.: CP2017/04170
Purpose
1. The purpose of this report is to present applications received for the Kaipātiki Local Grants, Round Two 2016/2017 and Multiboard Round Two 2016/2017. The local board is required to fund, part fund or decline these applications.
Executive summary
2. The Kaipātiki Local Board has set a total community grants budget of $212,000 for the 2016/2017 financial year.
3. A total of $38,641 was allocated under Local Grants Round One and three Quick Response rounds in 2016/2017. A further $20,000 was allocated outside funding rounds, leaving a balance of $153,359 to be allocated for the remainder of the 2016/2017 financial year.
4. Thirty eight applications were received for Local Grants Round Two 2016/2017, with a total amount requested of $330,934. Nine multiboard applications were received in Local Grants Round Two 2016/2017, requesting a total of $151,646. Five applications were submitted to multiple local boards after the Kaipātiki Local Grants Round Two had closed requesting a further $16,229.
5. After the allocation of this round, there is one more quick response round remaining in 2016/2017. These applications appear as part of another report on this agenda.
That the Kaipātiki Local Board: a) consider the applications listed in table one below for Local Grants Round Two and agree to fund, part fund or decline each application in this round. Table one: Local Grants Round Two 2016/2017 applications
b) consider the applications listed in the table two below for Multiboard Round Two 2016/2017 and agree to fund, part fund or decline each application in this round.
c) consider the applications listed in the table two below for Multiboard Round Two 2016/2017 and agree to fund, part fund or decline each application in this round. Table three: Multiboard Round Two 2016/2017 applications - additional
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Comments
6. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (refer Attachment A).
7. The local board grants programmes sets out:
· local board priorities;
· lower priorities for funding;
· exclusions;
· grant types, number of grant rounds and when these will open and close; and
· any additional accountability requirements.
8. The Kaipātiki Local Board will operate two local grants rounds and four quick response rounds for this financial year. The Local Grants, Round Two closed on 17 March 2017.
9. Community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletter, Facebook pages, council publications, radio, and community networks.
10. For the 2016/2017 financial year, the Kaipātiki Local Board set a total grants budget of $212,000. A total of $38,641 was allocated through one local grant round and three quick response rounds in 2016/2017.
11. At its September 2016 meeting the Kaipātiki Local Board resolved (resolution number KT/2016/121):
g) allocates $10,000 from the Local Community and Events Budget to the Kaipātiki Project to support the Pest Free Kaipātiki Coordinator role.
h) allocates $10,000 from the Local Community and Events Budget to the Le Roys Bush and Little Shoal Bays Charitable Trust to support the Pest Free Kaipātiki Site Restoration role.
12. This leaves a balance of $153,359 to be allocated for the remainder of the 2016/2017 financial year.
13. Thirty eight applications were received for Local Grants Round Two 2016/2017, with a total amount requested of $330,934. Nine multiboard applications were received in Local Grants Round Two 2016/2017 requesting a total of $151,646. Five applications were submitted to multiple local boards after the Kaipātiki Local Grant Round Two had closed, requesting a further $16,229.
14. After the allocation of this round, there is one more quick response round remaining in 2016/2017.
Consideration
Local board views and implications
15. Local boards are responsible for the decision-making and allocation of local board community grants. The Kaipātiki Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.
16. The local 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 is attached (refer Attachment B, C and D).
Māori impact statement
18. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes and activities that benefit a wider range of individuals and groups, including Māori. As a guide for decision-making in the allocation of community grants, the Community Grants Policy supports the principle of delivering positive outcomes for Māori. One organisation applying in this round has identified as Māori and nine applicants have indicated their project targets Māori or Māori outcomes.
Implementation
19. The allocation of grants to community groups is within the adopted Long-term Plan 2015-2025 and local board agreements.
20. Following the Kaipātiki Local Board allocating funding for Local Grants Round Two and Multiboard Grants Round Two, Commercial and Finance staff will notify the applicant of the local board’s decision.
No. |
Title |
Page |
Kaipātiki Grants Programme 2016/2017 (Under Separate Cover) |
|
|
Applications - Kaipātiki Local Grants, Round Two (Under Separate Cover) |
|
|
Applications - Multiboard Grants, Round Two (Under Separate Cover) |
|
|
Multiboard Applications - additional to Local Grants Round Two (Under Separate Cover) |
|
Signatories
Authors |
Caroline Teh - Community Grants Advisor |
Authorisers |
Marion Davies - Community Grants Operations Manager Jennifer Rose - Operations Support Manager Eric Perry - Relationship Manager |
Kaipātiki Local Board 17 May 2017 |
|
Kaipātiki Quick Response, Round Four 2016/2017 grant applications
File No.: CP2017/08002
Purpose
1. The purpose of this report is to present applications received for the Kaipātiki Quick Response, Round Four 2016/2017. The local board is required to fund, part fund or decline these applications.
Executive summary
2. The Kaipātiki Local Board has set a total community grants budget of $212,000 for the 2016/2017 financial year.
3. A total of $38,641 was allocated under Local Grants Round One and three Quick Response rounds in 2016/2017. A further $20,000 was allocated to environmental projects in the Kaipātiki Local Board September 2016 meeting, leaving a balance of $153,359 to be allocated for the remainder of the 2016/2017 financial year.
4. Five applications were received for Quick Response Round Four 2016/2017, with a total amount requested of $3,088.
5. In addition to Quick Response Round Four 2016/2017, there is one local grant round remaining to be allocated for 2016/2017. These applications appear as part of another report on this agenda.
That the Kaipātiki Local Board: a) consider the applications listed in table one below for Quick Response Round Four 2016/2017and agree to fund, part fund or decline each application in this round.
|
Comments
6. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme (refer Attachment A).
7. The local board grants programmes sets out:
· local board priorities;
· lower priorities for funding;
· exclusions;
· grant types, number of grant rounds and when these will open and close; and
· any additional accountability requirements.
8. The Kaipātiki Local Board will operate two local grants rounds and four quick response rounds for this financial year. The Quick Response, Round Four closed on 29 April 2017.
9. Community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletter, Facebook pages, council publications, radio, and community networks.
10. For the 2016/2017 financial year, the Kaipātiki Local Board set a total grants budget of $212,000. A total of $38,641 was allocated through Local Grants Round One and three quick response rounds in 2016/2017.
11. At its September 2016 meeting the Kaipātiki Local Board resolved (resolution number KT/2016/121):
g) allocates $10,000 from the Local Community and Events Budget to the Kaipātiki Project to support the Pest Free Kaipātiki Coordinator role.
h) allocates $10,000 from the Local Community and Events Budget to the Le Roys Bush and Little Shoal Bays Charitable Trust to support the Pest Free Kaipātiki Site Restoration role.
12. This leaves a balance of $153,359 to be allocated for the remainder of the 2016/2017 financial year.
13. Five applications were received for Quick Response Round Four 2016/2017, with a total amount requested of $3,088 (refer Attachment B).
14. In addition to Quick Response Round Four 2016/2017, there is one local grant round remaining to be allocated for 2016/2017.
Consideration
Local board views and implications
15. Local boards are responsible for the decision-making and allocation of local board community grants. The Kaipātiki Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the local board grant programme.
16. The local 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 is attached (refer Attachment B).
Māori impact statement
18. The provision of community grants provide opportunities for all Aucklanders to undertake projects, programmes and activities that benefit a wider range of individuals and groups, including Māori. As a guide for decision-making in the allocation of community grants, the Community Grants Policy supports the principle of delivering positive outcomes for Māori. There are no organisations applying in this round that have identified as Māori and one applicant has indicated their project targets Māori or Māori outcomes.
Implementation
19. The allocation of grants to community groups is within the adopted Long-term Plan 2015-2025 and local board agreements.
20. Following the Kaipātiki Local Board allocating funding for Quick Response Round Four 2016/2017, Commercial and Finance staff will notify the applicant of the local board’s decision.
No. |
Title |
Page |
a⇩
|
Kaipātiki Grants Programme 2016/2017 |
35 |
b⇩
|
Applications - Kaipātiki Quick Response Round Four |
39 |
Signatories
Authors |
Caroline Teh - Community Grants Advisor |
Authorisers |
Marion Davies - Community Grants Operations Manager Jennifer Rose - Operations Support Manager Eric Perry - Relationship Manager |
17 May 2017 |
|
Allocation of Response Funds 2016/2017
File No.: CP2017/07713
Purpose
1. The purpose of this report is to present proposals received from council staff looking to utilise the board’s unallocated 2016/2017 locally driven initiatives (LDI) operational budget. The Kaipātiki Local Board is required to fund, part-fund or decline these proposals.
Executive Summary
2. The Kaipātiki Local Board has a total of $360,000 remaining in their 2016/2017 locally driven initiatives (LDI) operational budget. It is expected that $155,000 of this budget will be expended through the final community grants round. The majority of the remaining budget sits within the Community, Parks, and Planning and Development Response funds however there is a smaller amount unspent in other project lines.
3. Local board members and council staff were provided the opportunity to identify projects that may be investigated to utilise the remaining 2016/2017 LDI operational budget. Projects needed to align with existing local board outcomes and be able to have funding committed by the end of the 2016/2017 financial year. Ten proposals have been received from council staff, totaling $326,000.
4. Two of the proposals are similar to what the board has already budgeted and are recommended to be funded by repurposing this funding rather than utilising the unallocated LDI operational budget.
That the Kaipātiki Local Board: a) considers the proposals listed in the table below and agrees to fund, part fund or decline each proposal using its operational budget.
b) agrees to repurpose $20,000 within the 2016/2017 top up asset based services : Community Houses project line to support the below proposal instead of using this funding to support Highbury House operations in the 2017/2018 financial year:
c) agrees to repurpose $4,000 within the 2016/2017 Christmas events project line to support the below proposal as this funding was not required for Christmas flag installation for Christmas 2016:
|
Comments
Background
5. Each local board is allocated an annual operational budget to undertake activities that are local priorities. This budget is named locally driven initiatives (LDI) and is allocated at the beginning of each financial year. In 2016/2017 the Kaipātiki Local Board had $1,363,000 of LDI budget to allocate.
6. In addition to allocating LDI budget to specific activities, the local board set aside a total of $212,000 in response funds should the need to respond to unforeseen circumstances occur. Response funds set aside at the beginning of the financial year per activity were:
Operational Expenditure |
2016/2017 |
Local Community Services |
|
Community response fund |
$164,000 |
Local Parks, Sports and Recreation |
|
Parks response fund |
$6,000 |
Local Environment Management |
|
Environment response fund |
$12,000 |
Local Planning and Development |
|
Planning and Development response fund |
$30,000 |
Total |
$212,000 |
7. An update of unspent funds was provided to the board at their March and April 2017 business meetings. At its 17 March 2017 business meeting, the board was advised an amount of $189,000 was yet to be allocated to specific activities. The total amount of both allocated and unallocated budgets still to be spent at that point was $428,000.
8. In order to allocate the remaining budget, Local Board Services staff advised of discussions with various council departments to understand what activities could be achieved within the remaining months of the current financial year. The offer was made to local board members to identify any projects that could be investigated by staff to be brought back as a proposal.
9. It was anticipated that the proposals would be presented to the board at its April 2017 business meeting for consideration; however due to the timing of the contestable grant round, Local Board Services staff decided to present proposals at the same meeting as the grant applications.
Remaining budget
10. The budget remaining to spend in the 2016/2017 financial year is provided in the table below and totals $360,000. It should be noted that a significant portion ($155,000) of the budget remaining to spend is within the board’s community grants project line. The local board is considering applications for this funding through another report on this agenda and it is expected that this funding will be expended.
Operational Expenditure |
Budget 2016/2017 |
Allocated 2016/2017 |
Remaining Budget |
Local Community Services |
|
|
|
Community response fund |
$170,000 |
$0 |
$170,000 |
Local community and events grants |
$192,000 |
$37,000 |
$155,000 |
Local civic functions |
$7,000 |
$2,000 |
$5,000 |
Local Parks, Sports and Recreation |
|
|
|
Parks response fund |
$6,000 |
$4,000 |
$2,000 |
Parks volunteers |
$133,000 |
$107,000 |
$26,000 |
Local Environment Management |
|
|
|
Environment response fund |
$12,000 |
$10,000 |
$2,000 |
Local Planning and Development |
|
|
|
Planning and Development response fund |
$30,000 |
$0 |
$30,000 |
Economic development initiatives |
$30,000 |
$20,000 |
$10,000 |
Total |
$520,000 |
$160,000 |
$360,000 |
Proposals
11. Council staff were provided the opportunity to identify projects that may be investigated to utilise the remaining 2016/2017 LDI operational budget. Staff were required to demonstrate project alignment with existing local board outcomes and the ability to have funding committed by the end of the 2016/2017 financial year.
12. Ten proposals have been received from council staff, totaling $326,000 (refer Attachment A). A summary of the proposals is provided in the table below.
Proposal name |
Funding to |
Amount requested |
Highbury House |
Cover operational deficit, professional development for the governance board and the establishment of a trial ‘Repair Café’. |
$23,000 |
Kaipātiki community-led facility manual |
Collate and create an operational manual and guide for the community-led facilities located within the Kaipātiki Local Board area. |
$15,000 |
Kaipātiki Flag project |
Purchase flags for use in the Kaipātiki Local Board area, to support event activities and to sit alongside flags which mark a significant cultural or historical occasion. |
$5,000 |
Kaipātiki Parks and Reserves signage audit |
a) Provide an audit assessment on all signs within the Kaipātiki Local Board area to determine old signs that require removal and where new signs are required and to prioritise spending in future years. |
$24,000 |
Kaipātiki Local Board Play space |
b) Identify play opportunities within the Kaipātiki Local Board area by expanding on the proposition that play equipment age provisions are adequate and appropriate to current requirements. |
$24,000 |
Kaipātiki sun-smart audit |
c) Identify opportunities to implement sun-smart improvements in all play space areas within the Kaipātiki Local Board area. |
$15,000 |
Norman King Community Hub |
d) Support the ongoing development of the Norman King Community Hub, with a specific focus on ensuring that the principle of cultural inclusion is strongly embedded into all community initiatives and activities. |
$20,000 |
Pest Free Kaipātiki |
e) Partner with and enable community groups to implement the Pest Free Kaipātiki Strategy developed to protect and enhance the local board’s ecological diversity and natural treasure. |
$165,000 |
Uruamo Maranga Ake |
f) Complete the feasibility study for the Beach Haven Marae project. |
$15,000 |
Xero |
g) Support the transfer and implementation of Xero accounting systems for community organisations located within the KaipātikiKaipātiki Local Board area. |
$20,000 |
|
TOTAL |
$326,000 |
13. Two of the proposals are similar to what the board has already budgeted and would be able to be delivered through a repurposing of existing budget rather than utilising unallocated LDI operational budget. These proposals are for Highbury House and for the Kaipātiki Flag project.
14. Highbury House – Highbury House has $20,000 allocated within the 2016/2017 top up asset-based services (ABS): Community Houses project line to support Highbury House operations for the upcoming 2017/2018 financial year. The 2016/2017 allocation could be repurposed to fund the attached proposal to cover operational deficit, professional development for the governance board and the establishment of a trial ‘Repair Café’. Support for the Highbury House operations in the 2017/2018 financial year can be funded from the 2017/2018 top up asset-based services (ABS) Community Houses project line.
15. Kaipātiki Flag project – The Kaipātiki Community Facilities Trust was allocated $4,000 for the installation costs of Christmas flags for Christmas 2016. Flags were not able to be installed for Christmas 2016 and therefore this funding is available to be repurposed for the Kaipātiki Flag project.
Consideration
Local Board views and implications
16. Members of the Kaipātiki Local Board were asked in March 2017 to identify any projects to be investigated. A workshop with the local board was held on 26 April to provide the local board with the opportunity to review the proposals and seek any additional information required.
Māori impact statement
17. The proposals attached outline how each project impacts on Māori outcomes.
Implementation
18. There are no implementation issues identified in this report.
No. |
Title |
Page |
a⇩
|
Proposals for remaining locally driven initiative budget 2016/2017 |
59 |
Signatories
Authors |
Paul Edwards - Senior Local Board Advisor - Kaipātiki |
Authorisers |
Eric Perry - Relationship Manager |
17 May 2017 |
|
Renewal of the community lease to the Northcote Birkenhead Rugby Union & Sports Club Incorporated, Birkenhead War Memorial Park, Recreation Drive, Birkenhead.
File No.: CP2017/07940
Purpose
1. To seek approval from the Kaipātiki Local Board for the renewal of the community lease to Northcote Birkenhead Rugby Union & Sports Club Incorporated for part of Birkenhead War Memorial Park, Recreation Drive, Birkenhead (refer to Attachment A for location map and leased area).
Executive summary
2. The Northcote Birkenhead Rugby Union & Sports Club Incorporated (the Club) had a community lease entered into with the former Birkenhead City Council for the site occupied at Birkenhead War Memorial Park for a period of 33 years, commencing 1 December 1982 with one right of renewal for the further term of 33 years effecting final expiry on 30 November 2048. The building and improvements on the site are owned by the Club.
3. The land occupied and used by the Club comprises 17.2904 hectares of Part Allotment 152 held in fee simple by the Auckland Council as a classified recreation reserve and subject to the provisions of the Reserves Act 1977. The activity is contemplated in the operative reserve management plan for Birkenhead War Memorial Park.
4. This report recommends that the Kaipātiki Local Board grant a renewal of the community lease to The Northcote Birkenhead Rugby Union & Sports Club Incorporated for 33 years commencing 1 December 2015 with the final expiry on 30 November 2048.
That the Kaipātiki Local Board: a) approve a renewal of the community lease to The Northcote Birkenhead Rugby Union and Sports Club Incorporated for Part Allotment 152 held in fee simple by the Auckland Council as a classified recreation reserve under the Reserves Act 1977 (refer to Attachment A of the agenda report) subject to the following terms and conditions: i) term – 33 years commencing 1 December 2015 with the final expiry on 30 November 2048; and ii) rent - $1.00 plus Goods and Services Tax per annum if requested. b) approve all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012 and Birkenhead War Memorial Park Management Plan as approved by the Birkenhead/Northcote Community Board in October 2003.
|
Comments
5. Northcote Birkenhead Rugby Union and Sports Club Incorporated (the Club) has been based at the Birkenhead War Memorial Park, Recreation Drive, Birkenhead since 1984.
6. The Club owns the improvements on the land comprising of the main clubrooms building and office, changing rooms, toilets, function rooms, covered outdoor area and a storage shed. The improvements are well utilised and maintained.
7. The Club holds a valid liquor license which expires on 9 July 2018.
8. The Club was incorporated on 14 February 1955 under the Incorporated Societies Act 1908. Contained within its 2015-2019 strategic plan are its objectives which include the following:
· to increase community based participation in Northcote Birkenhead Rugby Union & Sports Club;
· to be a fully utilised integrated community facility;
· to foster a strong healthy team environment;
· to develop a sustainable player base;
· to be a financially viable and sustainable sports and community club; and
· to improve the existing facility.
9. The Club is a community sports club which caters to the local community including a significant number of Māori and Pacific Island groups. This includes the involvement at senior, social and junior level with teams in the North Harbour Rugby Union region.
10. Apart from the approximate 700 playing members the Club has a significant supporter network which has built up over its almost 90 year history.
11. Northcote Birkenhead Rugby Union and Sports Club Incorporated and its premises are utilised by the community in providing three different meeting areas. The organisations that use the meeting areas include trade unions, sports teams and the general public for social functions.
12. The Club has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately.
13. The Club has the necessary insurance cover in place, including public liability insurance.
14. The site is held in fee simple and managed under the Reserves Act 1977.
Consideration
Local board views and implications
15. The renewal of the lease to Northcote Birkenhead Rugby Union and Sports Club Incorporated is contemplated in the Community Lease Work Programme 2016/2017. The Kaipātiki Local Board approved the work plan at its meeting held on 8 June 2016 (resolution number KT/2016/57).
16. The recommendations contained in this report fall within the local board’s delegated authority relating to local, recreation, sport and community facilities.
Māori impact statement
17. 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 2015-2025, the Unitary Plan and local board plans.
18. 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 Kaipātiki Local Board area.
Implementation
19. The recommendations contained in this report do not trigger the Auckland Council Significance and Engagement Policy.
20. Council staff will work with the Club to finalise the deed of lease.
21. There are no cost implications for Auckland Council.
No. |
Title |
Page |
a⇩
|
Location Map and Leased Area |
83 |
Signatories
Authors |
Elena Malkova - Community Lease Advisor |
Authorisers |
Rod Sheridan - General Manager Community Facilities Eric Perry - Relationship Manager |
17 May 2017 |
|
Kaipātiki Community Facilities Trust Quarterly Report
File No.: CP2017/06066
Purpose
1. The purpose of this report is to update members on the schedule of work achieved and completed by the Kaipātiki Community Facilities Trust (KCFT), aligned to Schedule 1 of the Kaipātiki Local Board contract delivery partnership.
Executive Summary
2. The attached report provides members with an oversight of Kaipātiki Local Board and Auckland Council’s shared community development partnership with the Kaipātiki Community Facilities Trust (KCFT). The Kaipātiki Community Facilities Trust leads and supports collaborative responses to improve community wellbeing in the Kaipātiki Local Board area.
That the Kaipātiki Local Board: a) receive the Kaipātiki Community Facilities Trust Quarter Three report. |
No. |
Title |
Page |
a⇩ |
Kaipātiki Community Facilities Trust Quarter Three report |
87 |
Signatories
Authors |
Blair Doherty - Kaipātiki Local Board Democracy Advisor |
Authorisers |
Eric Perry - Relationship Manager |
Kaipātiki Local Board 17 May 2017 |
|
New Road Name Approval for a private accessway created by a way of residential subdivision by Housing New Zealand at 7-15 Haymand Place, 1 and 5a Mavis Place, Beach Haven
File No.: CP2017/07213
Purpose
1. The purpose of this report is to seek approval from the Kaipātiki Local Board, for a new road name for a new private accessway created by way of a subdivision at 7-15 Haymand Place, 1 and 5a Mavis Place, Beach Haven.
Executive summary
2. Auckland Council has road naming guidelines which set out the requirements and criteria of the council for naming a road or private accessway. These requirements and criteria have been applied in this situation to ensure consistency of road naming for the Auckland Council.
3. Following assessment against the road naming criteria, the proposed name ‘Kupenga Lane’ was determined to meet the road naming policy criteria.
4. Local iwi groups were consulted with the road names proposed. No objections or alternative suggestions have been provided from the iwi.
5. The proposed name ‘Kupenga Lane’ is recommended to the local board for approval.
That the Kaipātiki Local Board: a) ,pursuant to section 319(1)(j) of the Local Government Act 1974, considers for the approval, the road name ‘Kupenga Lane’ proposed by the applicant, for the new private accessway created by way of subdivision at 7-15 Haymand Place, 1 and 5a Mavis Place, Beach Haven.
|
Comments
6. The Auckland Council Road Naming Guidelines allow that where a new road or private accessway needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road names for the relevant local board’s approval.
7. Housing New Zealand (the applicant) has proposed ‘Pipi Lane’ as a a preferred name and two alternative names (‘Kupenga Lane’ and ‘Tāruke Lane’) for a private accessway created by the subdivision.
8. The site is located at 7-15 Haymand Place, 1 and 5a Mavis Place, Beach Haven. Council granted consent on 2 February 2016 to subdivide and construct 20 dwellings/lots and a private accessway. As the accessway serves more than 5 dwellings/lots, naming of the private accessway is required. This road naming application relates to the private accessway (see Figure 1 below).
9. The applicant has proposed the following names for consideration for the accessway created as part of the development, which have been assessed against the criteria set out in the Auckland Council Road Naming Guidelines.
Proposed road names |
Meaning |
Rationale |
Pipi (preferred) |
Māori name for bivalve mollusc shellfish known as paphies australis |
Pipi lane exists within Auckland. Does not meet the criteria. |
Kupenga (second preference) |
Māori name for fishing net |
This name meets council road naming guidelines and also is acceptable to Land Information NZ and NZ Post. |
Tāruke (third preference) |
Crayfish trap |
This name meets council road naming guidelines and also is acceptable to Land Information NZ and NZ Post. |
Figure 1: Location of the private accessway to be named
10. The proposed use of ‘Lane’ accurately reflects the type of private accessway being named.
11. As the applicant’s preferred name (Pipi) has already been used in Auckland, the second preferred name (Kupenga) is recommended for consideration for approval.
Consideration
Local board views and implications
12. The decision sought from the Kaipātiki Local Board for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.
13. The cost of processing the approval of the proposed road name and any installation of road name signage is recoverable in accordance with Auckland Council’s Administrative Charges Policy.
14. The decision sought from the Kaipātiki Local Board for this report is not considered to have any legal or legislative implications.
Māori impact statement
15. The decision sought from the Kaipātiki Local Board on this report is linked to the Auckland Plan outcome, ‘A Maori identity that is Auckland’s point of difference in the world’. The use of Maori names for roads, buildings and other public places is an opportunity to publicly demonstrate Maori identity.
16. Housing New Zealand has consulted the proposed names with the local iwi- Te Rūnanga o Ngāti Whātua, Ngāti Whātua o Kaipara, Ngāti Whātua o Ōrākei, Ngāi Tai Ki Tāmaki, Te Kawerau a Maki, Te Akitai Waiohua, Ngāti Te Ata Waiohua, Ngāti Paoa, Ngāti Maru, Ngāti Whanaunga, Ngāti Tamaterā, Te Patukirikiri.
17. An email was sent to all the local iwi on 22 March 2017. Ngāti Whātua o Kaipara and Ngāti Whātua Ōrākei confirmed that the site is outside their areas of primary interest by emails on 22 March 2017 and 24 March 2017 respectively. Ngāti Te Ata Waiohua confirmed that they have no objection to all names proposed by an email dated 22 March 2017.
Implementation
18. The Resource Consent Project Management team is involved in ensuring that appropriate road name signage will be installed accordingly once an approval is obtained for the new road name.
There are no attachments for this report.
Signatories
Authors |
Jian Chen - Senior Subdivison Advisor |
Authorisers |
Ian Smallburn - General Manager Resource Consents Eric Perry - Relationship Manager |
Kaipātiki Local Board 17 May 2017 |
|
Auckland Council's Quarterly Performance Report: Kaipātiki Local Board for Quarter Three, 1 January - 31 March 2017
File No.: CP2017/07703
Purpose
1. To provide the Kaipātiki Local Board members with an integrated quarterly performance report for quarter three 2016/2017, against the local board agreement work programme.
Executive summary
2. This report provides an integrated view of performance for the Kaipātiki Local Board, including; financial performance, progress against local board key performance indicators, progress against each operating department work programme, key challenges the board should be aware of and any risks associated with delayed delivery against the Kaipātiki 2016/2017 Work Programme.
3. The Kaipātiki Local Board has an approved 2016/2017 work programme for the following operating departments:
· Arts, Community and Events, approved on 13 July, 2016;
· Parks, Sport and Recreation, approved on 8 June, 2016;
· Libraries and Information, approved on 8 June, 2016;
· Community Facility Renewals and Community Leases, approved on 10 August 2016; and
· Infrastructure and Environmental Services and Local Economic Development, approved on 13 July 2016.
4. All operating departments with agreed work programmes, have provided a quarterly update against their work programme delivery (refer Attachment B), with the majority of items reported as ‘green’ status (on track) and some with ‘amber’ status (some risk or issue being managed). The following items have been reported as a ‘red’ status (behind delivery, significant risk).
· Community Facilities: Project Delivery - Glenfield Cemetery Pathways;
· Community Facilities: Project Delivery - Glenfield Pool and Leisure Centre – Filtration Refurbishment to Splash Pool;
· Community Facilities: Project Delivery Greenslade Reserve Fixture and Furniture Renewals;
· Community Facilities: Project Delivery - Manuka Reserve Playspace Renewal;
· Community Facilities: Project Delivery - Witheford Reserve Track Renewals; and
· CCO: Auckland Tourism, Events and Economic Development (ATEED) - Impact assessment of infrastructure investments in Highbury.
5. Overall, the financial performance of the board against quarter two, 2016/2017 is on track; however, there are some points for the board to be aware of:
· Kaipātiki Local Board’s net operating expenditure of $7.8 million at the end of March 2017 is 3% over budget;
· Operating revenue is below the year to date budget and forecast to remain below budget at year end;
· Operating expenditure for asset based services is $219,000 below budget;
· The locally driven initiatives (LDI) operational budget to date is tracking in line with budget; and
· Capital expenditure is ahead of budget.
6. The year-end outlook for key performance indicators (KPI’s) for the the Kaipātiki Local Board is 45 per cent of measures to not achieve target. Measures that are not on track to be achieved include:
· percentage of visitors satisfied with the library environment;
· percentage of Aucklanders that feel their local town centre is safe, during the day and at night; and
· proportion of local programmes that deliver intended environmental actions and/or outcomes.
7. Performance against KPI’s are explained further in detail in Attachment D
8. The overall snapshot for the Kaipātiki Local Board indicates performance in the Kaipātiki Local Board area is tracking positively (refer Attachment A).
That the Kaipātiki Local Board: a) note the Auckland Council's Quarterly Performance Report: Kaipātiki Local Board for Quarter Three, 1 January - 31 March 2017
|
Comments
9. The Kaipātiki Local Board has a number of achievements to report from the quarter three period, including the following key achievement:
· Summer reading programme - Kia Māia Te Whai, Dare to Explore summer reading programme gave many tamariki the opportunity to read, learn and participate in Te Reo Maori as booklets were available in English or Maori or both languages (bilingual). A total of 479 registrations were recorded across the three libraries in Kaipātiki.
Key project updates from the 2016/2017 Work Programme
10. All operating departments with an approved 2016/2017 Work Programme have provided performance report updates for quarter three (refer Attachment B). The following are progress updates against key projects identified in the Kaipātiki Local Board Plan:
· Community Events – The community partnered event funding has been fully expended. The Birkdale/Beach Haven March Madness series concluded the events this quarter.
· 136 Birkdale – Tender negotiations concluded and the first stage of development of 136 Birkdale Road commenced in April 2017.
Risks identified in the 2016/2017 Work Programme
11. The following are risks that have been identified by operating departments where the progress and performance indicator has been set to ‘red’ – significantly behind budget/time or achievement of outcomes.
Community Facilities: Project Delivery - Glenfield Cemetery Pathways
· Insufficient budget for scope of works.
Community Facilities: Project Delivery - Glenfield Pool & Leisure Centre – Filtration Refurbishment to Splash Pool
· Cancelled as no longer required, may become a larger project further down the track.
Community Facilities: Project Delivery Greenslade Reserve Fixture and Furniture Renewals
· On hold pending further details about re-development of the site by council’s Healthy Waters team.
Community Facilities: Project Delivery - Manuka Reserve Playspace Renewal
· Change of scope identified that requires extensive additional budget. Local board approval outstanding.
Community Facilities: Project Delivery - Witheford Reserve Track Renewals
· Current walkway is adequate for another few years, therefore renewals funding has been reprioritised. Project on hold as not considered a priority.
CCO: Auckland Tourism, Events and Economic Development (ATEED) - Impact assessment of infrastructure investments in Highbury
· Late opening of the cafe facility and the fact that Highbury corner works have yet to be undertaken means that there is little value in undertaking this piece of work in the current financial year. The local board has requested that the budget be carried forward to next financial year.
Financial performance
12. Kaipātiki Local Board’s net operating expenditure of $7.8 million at the end of March 2017 is 3% over budget.
13. Operating revenue is below the year to date budget and forecast to remain below budget at year end. Glenfield and Birkenhead Leisure Centres have had their revenue targets increased considerably (10% increase) this year and both centres are unable to meet the optimistic targets. Glenfield Leisure Centre continues to perform well with both fitness and aquatics activities remaining profitable.
14. Operating expenditure for asset based services is $219,000 below budget. This variance is related to lower library staffing costs reported across the region to date and also the Northcote BID related payments due to council’s involvement with the management of the BID.
15. The locally driven initiatives (LDI) operational budget to date is tracking in line with budget. There are still unallocated funds in the total budget, but there are a large number of grant applicants and initiatives to be considered that will utilise any remaining budget.
16. Capital expenditure is ahead of budget. The Marlborough Park Youth Facility has been completed and opened. The capital budget for this project requires re-phasing as approximately 50% of the budget is allocated in the next financial year. Investment in renewals of parks assets continues to track ahead of budget with expenditure to date of $2.2 million which is well ahead of the full year budget.
17. The full summary of financial performance information is provided in Attachment C.
Key performance indicators
18. The local board agreements include level of service statements and associated performance measures to guide and monitor the delivery of local services. This report provides interim performance results and outlook information for Kaipātiki Local Board’s measures, showing how the board is tracking for the third quarter of FY17.
19. The year-end outlook is for 45 per cent of measures to not achieve target.
20. The local planning and development measure is on track, but there are performance gaps across the other three groups of activities.
21. Measures that are not on track to be achieved include:
· Percentage of visitors satisfied with the library environment - In FY16, feedback indicated issues including lack of seating and parking, and the need for better signage and separate spaces for computer users. Furniture and fittings renewals at Birkenhead Library are underway.
· Percentage of Aucklanders that feel their local town centre is safe, during the day and at night - This measure is influenced by a number of elements such as crime rates, the built environment, and socioeconomic and other similar factors. The redevelopment of Northcote town centre is expected to improve the perception of safety in the area over time.
· Proportion of local programmes that deliver intended environmental actions and/or outcomes - The council may have to undertake remedial work to the Lauderdale Road Environment Centre, which would require the Kaipātiki Project to move out of the building. The timing and duration of work is not known at this stage, but may impact on the delivery of courses and volunteer programmes during the fourth quarter of FY17. The year-end outlook is based on one project which is at risk of delays.
22. The full summary of performance information is provided in Attachment D.
Consideration
Local board views and implications
23. This report informs the Kaipātiki Local Board of the performance to date for the period ending 31 March 2017.
Māori impact statement
24. A number of the activities in the local board work programmes positively impact Māori. One project of particular impact is that of the Beach Haven Marae. A preferred supplier for the Beach Haven Marae feasibility study was selected this quarter. The study is currently being developed and will be used to support the potential development of a marae commencing late 2017.
Implementation
25. The Senior Advisor for Kaipātiki Local Board will continue to facilitate performance updates to the local board.
No. |
Title |
Page |
a⇩
|
Kaipātiki Work Programme Snapshot Quarter Three, 2016/2017 |
109 |
b⇩
|
Kaipātiki Work Programme Update Report Quarter Three, 2016/2017 |
111 |
c⇩
|
Kaipātiki Financial Appendix Quarter Three, 2016/2017 |
137 |
d⇩
|
Kaipātiki Key Performance Indicators Report Quarter Three, 2016/2017 |
147 |
Signatories
Authors |
Paul Edwards - Senior Local Board Advisor - Kaipātiki |
Authorisers |
Eric Perry - Relationship Manager |
17 May 2017 |
|
Local Board Services Monthly Report - May 2017
File No.: CP2017/07706
Purpose
1. The purpose of this report is to provide an update on the key activities of the Kaipātiki Local Board during April 2017, and to provide recommendations for matters requiring attention.
2. The updates in this report relate to the following areas:
· Finance;
· Policy and Planning; and
· Governance.
Executive summary
3. Changes are required to upcoming meeting schedules. An extraordinary meeting to agree the annual agreement is required to be held prior to 20 June 2017. The community forum scheduled for 28 June 2017 is required to be cancelled to accommodate a special ‘Have Your Say’ community forum focused on the draft Kaipātiki Local Board Plan.
4. The governance forward work calendar aims to support the local boards' governance role. The May 2017 governance forward work calendar for the Kaipātiki Local Board is provided as Attachment A.
That the Kaipātiki Local Board: a) agree to cancel the ordinary community forum meeitng scheduled for 6pm, 28 June 2017 to accommodate a special ‘Have Your Say’ community forum focused on the draft Kaipātiki Local Board Plan. b) agree to hold an extraordinary meeting at 11.00am on 7 June 2017 at the Kaipātiki Local Board office (90 Bentley Avenue, Glenfield) for the purpose of agreeing the local board agreement. c) note the Kaipātiki Local Board governance forward work calendar – May 2017. |
Comments
5. In April 2017, the Kaipātiki Local Board held three workshops. Records of these workshops are attached to a separate report on this agenda.
6. The following regional and sub-regional briefings/meetings took place in April 2017:
· Planning Committee Auckland Plan Refresh 5 Workshop – 3 April 2017;
· Planning Committee Auckland Plan Refresh 6 Workshop – 5 April 2017;
· Health and Safety Workshop – 5 April 2017;
· Planning Committee Auckland Plan Refresh 7 Workshop – 6 April 2017;
· National Disaster Resilience Strategy Workshop – 6 April 2017;
· An overview of Communications and Engagement – 7 April 2017;
· Chairs Forum – 10 April 2017;
· Regional/Sub-Regional Workshop – 10 April 2017; and
· Quarterly Independent Commissioners Forum – 26 April 2017.
7. The board's May workshops are scheduled for 10 and 24 May 2017.
Finance
Locally Driven Initiatives (LDI) financial update
8. There is a separate report on this month’s agenda dealing with the unspent locally driven initiatives (LDI) budget.
Policy and Planning
Local Board Plan
9. At its 17 April 2017 business meeting, the local board approved the draft Kaipātiki Local Board Plan 2017 for public consultation. The board also approved the following formal engagement events.
· ‘Have Your Say’ drop in event at 4.00pm on Thursday 15 June 2017 at the Birkenhead Library; and
· ‘Have Your Say’ community forum event at 1.00pm on Wednesday 28 June 2017 at the Kaipātiki Local Board office 90 Bentley Avenue, Glenfield.
10. The ‘Have Your Say’ community forum event is scheduled on the same day as the local board’s ordinary Community Forum meeting. It is likely that the ‘Have Your Say’ will continue beyond 6pm, which is the scheduled start time of the ordinary Community Forum meeting. It is therefore recommended that the ordinary Community Forum meeting on 28 June is cancelled.
Annual Agreement 2017/2018
11. The board is required to agree its annual agreement with the governing body prior to 20 June 2017. As there is no ordinary meeting scheduled within this timeframe, an extraordinary meeting is required. It is recommended that this extraordinary meeting be held at 11:00am on 7 June 2017 following on from a scheduled workshop.
Governance
Governance Forward Work Calendar
12. The governance forward work calendar was introduced in 2016 as part of Auckland Council’s quality advice programme. The calendar aims to support local boards’ governance role by:
· ensuring advice on meeting agendas is driven by local board priorities;
· clarifying what advice is expected and when; and
· clarifying the rationale for reports.
13. The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public. The calendar is updated monthly, reported to local board business meetings, and distributed to council staff.
14. The May 2017 governance forward work calendar for the Kaipātiki Local Board is provided as Attachment A.
Consideration
Local board views and implications
15. Local board views are sought via this report.
Māori impact statement
16. There are no specific impacts on Māori arising from this report.
Implementation
17. There are no implementation issues arising from this report.
No. |
Title |
Page |
a⇩
|
Kaipātiki Local Board governance forward work calendar |
159 |
Signatories
Authors |
Paul Edwards - Senior Local Board Advisor - Kaipātiki |
Authorisers |
Eric Perry - Relationship Manager |
17 May 2017 |
|
Governing Body and Independent Maori Statutory Board Members' Update
File No.: CP2017/07808
Executive summary
An opportunity is provided for Governing Body and Independent Maori Statutory Board members to update the board on Governing Body or Independent Maori Statutory Board issues, or issues relating to the Kaipātiki Local Board.
That the Kaipātiki Local Board: a) receive the Governing Body and Independent Maori Statutory Board members’ verbal updates. |
There are no attachments for this report.
Signatories
Authors |
Blair Doherty - Kaipātiki Local Board Democracy Advisor |
Authorisers |
Eric Perry - Relationship Manager |
Kaipātiki Local Board 17 May 2017 |
|
File No.: CP2017/07809
Executive summary
1. An opportunity is provided for members to update the Kaipātiki Local Board on the projects and issues they have been involved with since the last meeting.
2. Member Anne-Elise Smithson has submitted a written report (refer Attachment A).
That the Kaipātiki Local Board: a) receive the report from Member Anne-Elise Smithson. b) receive any verbal reports of members. |
No. |
Title |
Page |
a⇩
|
Members report - Anne-Elise Smithson |
165 |
Signatories
Authors |
Blair Doherty - Kaipātiki Local Board Democracy Advisor |
Authorisers |
Eric Perry - Relationship Manager |
17 May 2017 |
|
Workshop Records - Kaipātiki Local Board Workshops - Wednesday 5 April 2017, Wednesday 12 April 2017 and Wednesday 26 April 2017
File No.: CP2017/07810
Purpose
1. The purpose of this report is to record the Kaipātiki Local Board workshops held on Wednesday 5 April 2017, Wednesday 12 April 2017 and Wednesday 26 April 2017.
Executive Summary
2. At the workshop held on Wednesday April 2017, the Kaipātiki Local Board had briefings on:
· Libraries work programme;
· Parks, Sports and Recreation work programme work programme;
· ATEED work programme;
· Infrastructure and Environmental Services work programme;
· Arts, Culture and Events work programme;
· Chief Planning Office work programme; and
· Local Board Plan engagement activities.
3. At the workshop held on Wednesday 12 April 2017, the Kaipātiki Local Board had a briefing on:
· Fees and charges, Advocacy and Locally Driven Initiatives in the Annual Budget;
· Community Facilities work programme;
· Bartley Street Toilets;
· Glenfield Road Cycleway Project; and
· Mana Whenua relationship.
4. At the workshop held on Wednesday 22 March 2017, the Kaipātiki Local Board had briefings on:
· Kaipātiki project environment centre options assessment;
· Pest free Auckland;
· Consideration of Annual Plan consultation feedback;
· Community Facilities Update; and
· LDI Operation Expenditure.
5. The workshop records are attached to this report.
That the Kaipātiki Local Board: a) receive the records for the Kaipātiki Local Board workshops held on Wednesday 5 April 2017, Wednesday 12 April 2017 and Wednesday 26 April 2017. |
No. |
Title |
Page |
a⇩ |
Kaipātiki Local Board workshop record - Wednesday 5 April 2017 |
171 |
b⇩ |
Kaipātiki Local Board workshop record - Wednesday 12 April 2017 |
175 |
c⇩ |
Kaipātiki Local Board workshop record - Wednesday 26 April 2017 |
177 |
Signatories
Authors |
Blair Doherty - Kaipātiki Local Board Democracy Advisor |
Authorisers |
Eric Perry - Relationship Manager |