Addendum Agenda of Puketāpapa Local Board

Puketāpapa Local Board

15 June 2017

Puketāpapa Local Board ACE work programme 2017/2018

File No.: CP2017/05844

Purpose

1. To approve the Arts, Community and Events 2017/2018 Puketāpapa Local Board work programme.

Executive summary

2. This report provides information to support the local board to make decisions required to approve the Arts, Community and Events 2017/2018 work programme.

3. The proposed ACE work programme provides a defined work programme for the 2017/2018 financial year. The work programme covers the following areas:

· Community Empowerment

· Arts and Culture

· Events

· Community Places.

4. The ACE work programme for the Puketāpapa Local Board aligns with the following 2014-2017 Puketāpapa Local Board Plan priorities:

· a strong sense of belonging and local identity

· people with a voice who can make a contribution

· healthy, safe people and places

5. Thriving local economy, good local jobs.

Recommendation/s

That the Puketāpapa Local Board:

a) approve the 2017/2018 Arts, Community and Events work programme (Attachment A).

Comments

6. The ACE work programme for 2017/2018 aligns to the following 2014-2017 Puketāpapa Local Board Plan priorities:

· a strong sense of belonging and local identity: the ACE work programme contains a number of projects that align with this priority such as placemaking activities and community events.

· people with a voice who can make a contribution: this will be achieved through projects that increase participation of seniors and youth in council decision-making and capacity-building initiatives.

· healthy, safe people and places: the ACE work programme supports this priority through the provision of community-led placemaking initiatives.

· thriving local economy, good local jobs: this priority will be met through the provision of community-focussed initiatives that boost the local economy and create employment opportunities.

7. The ACE work programme 2017/2018 for the Puketāpapa Local Board includes the following areas of activity:

· Community Empowerment: these projects and programmes aim to deliver a range of social outcomes for local residents. The projects include collaborating with several sectors to support youth from secondary education through pathways to employment and/or entrepreneurship. Other projects include supporting Neighbours Day events.

· Arts and Culture: this includes supporting arts and culture initiatives such as the Try a Craft event and providing James Wallace Arts Trist at Pah Homestead with operational funding to provide opportunities for the community to engage with the visual arts.

· Events: this work programme includes a range of community events such as the Youth with Disabilities Disco and Taste of Puketāpapa.

· Community Places: this includes delivering Wesley Market and providing a programme of activities at Wesley Community Centre and Roskill Youth Zone that meet the needs of the local board area’s diverse community.

8. The work programme includes scoped initiatives that align with local board priorities, as well as budget allocation and established timelines.

9. The local board considered the draft work programme at a workshop with ACE staff on Thursday 6 April. Staff incorporated the local board’s feedback into the work programme.

10. The local board is requested to approve the ACE work programme for 2017/2018. ACE staff will continue to work with the local board to ensure these projects are delivered.

Consideration

Local board views and implications

11. The local board considered the draft 2017/2018 work programme at a workshop on Thursday 6 April 2017. Staff considered the local board’s feedback and incorporated it into the local board work programme (Attachment A).

Māori impact statement

12. Improving Māori outcomes is a priority for the region. One of the Auckland Plan targets is to increase targeted support to Māori community development projects. A key objective of ACE is to deepen and integrate relationships with mana whenua, mataawaka and marae, in our everyday work.

Implementation

13. Once the work programme is approved, ACE staff will monitor progress throughout 2017/2018. The ACE work programme will be implemented within the annual plan 2017/2018 budget and updates on progress will be available at the end of each quarter.

Attachments

No.	Title	Page
a ⇩	Updated Puketāpapa ACE work programme 2017/2018 TO BE TABLED	7

Signatories

Authors

Chinwe Akomah - Advisor - ACE

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

15 June 2017

Puketāpapa Local Grants Round Two and Quick Response Round Four 2016/2017 grant applications

File No.: CP2017/10997

Purpose

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

Executive summary

2. The Puketāpapa Local Board adopted the Puketāpapa Local Grants Programme 2016/2017 on 12 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 Puketāpapa Local Board has set a total community grants budget of $72,000 for the 2016/2017 financial year. A total of $12,000, from this budget, was set for the four quick response grant rounds. A total of $60,000, from this budget, was set for the two local grant rounds.

5. To date, the Puketāpapa Local Board has allocated $23,650 in local grants round one, quick response round one, two and three. A total of $48,350 remains to be allocated.

6. Eighteen applications were received for Local Grant Round Two, requesting a total of $192,804.20 (see Attachment B). In Quick Response Round Four, nine applications were received; requesting a total of $5,225 (see Attachment C).

Recommendation/s

That the Puketāpapa Local Board:

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

Application No.	Organisation Name	Project	Total Requested	Eligible/ Ineligible
LG1715-205	Sharu Loves Hats	Towards the development season of the “Dominion Road The Musical” at Crystal Palace in August 2017, specifically the cost of costume construction and venue hire for production.	$5,000.00	Eligible
LG1715-201	Chinese Senior Citizens Health Exercise Group Inc.	Towards the cost of hall hire to run 250 Tai Chi, Qi Gong and other exercise classes for Chinese seniors at the Fickling Convention Centre.	$4,000.00	Eligible
LG1705-208	Dance Therapy New Zealand	Towards drop-in dance therapy workshops for special needs teenagers, youth and adults in Central and West Auckland, at the Onehunga Community Centre and Hubwest between July to December 2017.	$1,866.20	Eligible
LG1715-208	Basava Samithi of Australasia (NZ Chapter) Incorporated, Auckland	Towards a series of events taking place from July 2017 to June 2018, including children's dance classes, ladies' Kasuti folk embroidery arts classes and the cost for members to attend training for First Aid Level One courses.	$5,000.00	Eligible
LG1701-238	Refugee Youth Action Network	Towards paint for Refugee Youth Action Network murals	$3,000.00	Eligible
LG1715-216	OUTLine New Zealand Incorporated	Towards providing a gender identity and sexual orientation 0800 helpline to the Puketapapa Local Board area.	$1,156.00	Eligible
LG1715-215	PHAB Association Incorporated	Towards the running of the Royal Oak social club, specifically the cost of venue hire, staffing, equipment and volunteers.	$4,100.00	Eligible
LG1715-214	Youthline Auckland Charitable Trust	Towards a salary contribution for the Auckland central youth development practise leader between the period of 1 July 2017 to 31 June 2018.	$10,000.00	Eligible
LG1715-218	The UMMA Trust	Towards recreational activities for 50 Muslim adults, children and youth in the Puketapapa Local Board area to participate in culturally appropriate community activities.	$23,400.00	Eligible
LG1715-217	Waikowhai Community Trust	Towards holding the Molly Green Community Day at Molley Green Reserve on 24 March 2018, specifically the cost of the sound system, generators, port-a-loos, fun activities, and waste management plans.	$4,580.00	Eligible
LG1715-210	New Zealand Centre for Gifted Education Limited	Towards educators' salary subsidies for the MindPlus programme for gifted six to 13 year olds, hosted in Waikowhai Intermediate.	$5,000.00	Eligible
LG1715-220	Auckland Somali Community Association Incorporated	Towards monthly strengthening families workshops for Somalian communities at Wesley Community Centre, between 30 June 2017 to 31 May 2018.	$19,000.00	Eligible
LG1715-207	Communities Against Alcohol Harm	Towards supporting local groups, communities and individuals to identify premises whose primary activity is gambling and object to the renewal of alcohol licenses.	$5,000.00	Eligible
LG1712-217	Victim Support (New Zealand Council of Victim Support Groups Incorporated)	Towards training 60 volunteers for frontline services offered within Central Auckland, to take place at the Ōrākei Marae from 12 August 2017 to 27 August 2018.	$4,182.00	Eligible
LG1714-213	Te Karanga Charitable Trust	Towards a four-term strength-based young leaders’ programme covering themes on leadership, community and youth development, from 24 July 2017 to 31 June 2018.	$20,000.00	Eligible
LG1715-202	Almanar Trust	Towards the bi-annual Eid celebration at Mt Eden stadium.	$26,000.00	Eligible
LG1707-229	Auckland Highland Games Association Incorporated	Towards the Auckland Highland Games and Gathering 2017, to be held at Ellerslie Events Centre.	$2,000.00	Eligible
LG1715-209	Auckland Indian Sports Club Incorporated	Towards the purchase of hockey goalie gear.	$2,315.00	Eligible
LG1715-206	Auckland Softball Association Incorporated	Towards the cost of the annual vehicle lease for Kiwisport staff.	$5,000.00	Eligible
LG1715-203	Roopa Aur Aap Charitable Trust	Towards the “Victory over Violence” programme, including family support services, intervention programmes, campaigns and workshops for South Asian families.	$30,758.00	Ineligible Application for the same project already submitted during 2016/2017
LG1715-204	Bhartiya Samaj Charitable Trust	Towards venue hire for fortnightly meetings, venue hire for celebrations, transport for seniors and volunteer reimbursement for the Elder Support Programme from July 2017 to June 2018	$10,000.00	Ineligible Application for the same project already submitted during 2016/2017
LG1715-213	James Wallace Arts Trust, TSB Bank Wallace Arts Centre	Towards Pah Homestead Community Day 2017.	$960.00	Ineligible Application for the same project already submitted during 2016/2017
LG1711-242	Aotearoa Urban Arts Trust	Towards Toi Talks	$487.00	Ineligible Application submitted after round closing date
		Total requested	$192,804.20

b) agree to fund, part-fund or decline each application in Quick Response Round Four, listed in Table Two.

Application No.	Organisation Name	Project	Total Requested	Eligibility
QR1715-410	Chirag Jindal	Towards the “Into the Underworld” exhibition on lava caves of Auckland at Silo 6 from 7 July to 24 July 2017, specifically the production of archival-grade prints and cost of mounting the display.	$750.00	Eligible
QR1715-404	The Umma Trust	Towards the distribution of fruit and vegetables to refugee families living in the Puketapapa Local Board area; specifically volunteer petrol reimbursement.	$700.00	Eligible
QR1715-407	Earth Action Trust	Towards the monthly garage sale of recycled goods, specifically container storage racks.	$750.00	Eligible
QR1715-412	Jane Warren	Towards the “MRI” school film project including a group of students as part of Art Week, specifically towards the cost of two digital memory cards and two subscriptions for editing software.	$360.00	Eligible
QR1715-413	Nandan (an Indian Bengali Association) Incorporated	Towards six community engagement and welfare programmes from July 2017 to February 2018.	$600.00	Eligible
QR1715-403	Wesley Intermediate School	Towards setting up the community garden, including garden edging, wheel barrow, compost, hose, watering cans, gloves, and weed mat.	$615.00	Eligible
QR1715-408	African Communities Forum Incorporated	Towards the African Day Festival taking place on 27 May at Roskill Youth Zone, specifically the cost of waste management services and face painting for children.	$700.00	Ineligible Application for the same project already submitted during 2016/2017
QR1715-409	Action Education Incorporated	Towards spoken word poetry workshops in Puketapapa schools.	$750.00	Ineligible Application for the same project already submitted during 2016/2017
		Total Requested	$5,225.00

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 Puketāpapa 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. The Puketāpapa Local Board has set a total community grants budget of $72,000 for the 2016/2017 financial year. A total of $12,000, from this budget, was set for four quick response grant rounds. A total of $60,000, from this budget, was set for two local grant rounds.

12. To date, the Puketāpapa Local Board has allocated $23,650 in local grants round one, quick response round one, two and three. A total of $48,350 remains to be allocated.

13. In Local Grant Round Two, 18 applications were received, requesting a total of $192,804.20 (see Attachment B). In Quick Response Round Four, nine applications were received; requesting a total of $5,225 (see Attachment C).

Consideration

Local board views and implications

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

15. 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.”

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

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

Māori impact statement

18. 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

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

20. Following the Puketāpapa Local Board allocating funding for Local Grant Round Two and Quick Response Round Four, commercial and finance staff will notify the applicants of the local board’s decision.

Attachments

No.	Title	Page
a ⇩	Puketāpapa Local Board Grants Programme 2016/2017	17
b ⇩	Puketāpapa Local Grants Round Two 2016/2017 application summaries	23
c ⇩	Puketāpapa Quick Response Round Four 2016/2017 application summaries	103

Signatories

Authors

Sara Chin - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Jennifer Rose - Operations Support Manager

Victoria Villaraza - Relationship Manager

Puketāpapa Local Board

15 June 2017

Puketāpapa Local Board

15 June 2017

Project 17: Auckland Council Maintenance Contracts

File No.: CP2017/11546

Purpose

1. The purpose of this report is to seek agreement from the local board on:

· community and workforce priorities for this local board area (smart procurement); and

· site specific issues (if any) that are unique to the local board and may require particular attention over and above standard maintenance service specifications.

Executive summary

2. Auckland Council’s maintenance contracts for parks, buildings and open space expire on 30 June 2017. This has presented a unique opportunity to reconsider and reshape how council approaches the maintenance of Auckland Council’s assets and open spaces in the future.

3. At the end of March 2017, a new contract structure was approved by the Strategic Procurement Committee and Finance and Performance Committee, with contracts due to commence 1 July 2017.

4. One of the key performance indicators for each supplier is a Community Outcomes and Workforce Development Plan, which includes smart procurement measures and targets.

5. This report seeks formal feedback from the local board on community and workforce measures (smart procurement) that are a priority to this local board, noting that targets may be developed over the next six to twelve months as a baseline is established.

6. This report seeks formal feedback from the local board on site specific issues (if any) that are unique to the local board area and may require particular attention for 2017/2018, and is over and above standard service specifications.

Recommendation/s

That the Puketāpapa Local Board:

a) agree the following local priorities for year one (2017/2018) of new maintenance contracts:

· community and workforce priorities for this local board area (smart procurement) (Attachment A)

· site specific issues (if any) that are unique to the local board and may require particular attention over and above standard maintenance service specifications

b) note that community and workforce (smart procurement) targets may be developed over the next six to twelve months to establish a baseline.

c) note that Auckland Council will continue to encourage, support and work with volunteer and community groups across the region in alignment to the new maintenance contracts.

Comments

Background

7. Auckland Council’s maintenance contracts for parks, buildings and open space expire on
30 June 2017. This presented a unique opportunity to reconsider and reshape how we approach maintenance of Auckland Council’s assets and open spaces in the future.

8. Over the last twelve months, Community Facilities has engaged with local boards and the governing body to provide direction and shape up the procurement of a new contract structure. This included receiving formal feedback from all local boards in March 2017, prior to a decision being made.

9. At the end of March 2017, the new contract structure was approved by the Strategic Procurement Committee and Finance and Performance Committee, with contracts due to commence on 1 July 2017.

10. The new maintenance contracts incorporate three main service types for the Auckland region:

· Full Facilities – maintenance of parks, open spaces, sports fields, buildings, public toilets, cleaning (including toilets in town centres), locking and unlocking services of park gates and public toilets, rubbish bin emptying, weed control, mowing and maintenance of streetscape gardens

· Arboriculture - street tree pruning, park tree pruning, street tree and powerline clearance, species specific pruning, tree inspections and removals and planting/aftercare maintenance

· Ecological - pest animal and pest plant monitoring and control, ecological restoration, revegetation and enrichment planting and reactive pest control/monitoring

11. A key change to maintenance contracts is that the majority of service levels will now be outcome based (e.g. ‘rubbish bins shall not exceed the bin’s capacity and items shall not overflow’), as opposed to services that were previously prescriptive or frequency based (e.g. ‘rubbish bins are emptied once a day’).

12. Refer to Attachment B for the final version of the Full Facilities Service Specifications which outline agreed outcome statements that will apply across the Auckland region from
1 July 2017.

13. Arboriculture and ecological services are specialist contracts, largely based on compliance with legislation and policies. Specifications are detailed, technical and more prescriptive in nature.

Smart Procurement

14. Key performance indicators measure how well the supplier is doing to meet their contractual agreement with Auckland Council.

15. One of the key performance indicators for each supplier is a Community Outcomes and Workforce Development Plan. This outlines community and workforce measures and targets to be agreed with each supplier.

Community and Workforce

16. These key performance indicators include setting smart procurement targets that reflect the local character of each area, of which local boards play a key role in identifying.

17. Attachment A outlines a minimum set of community and workforce measures (smart procurement), noting that specific targets will be determined over the next six to twelve months as a baseline is established.

18. This report seeks agreement from the local board on identifying key community and workforce measures (smart procurement) to focus on for year one (2017/2018).

Environmental

19. Each supplier is also required to develop an environmental management system that monitors, measures and sets goals. At a minimum the following will be measured – local boards will have the opportunity to identify (at a later date) what measures they seek regular reporting on:

· energy conservation

· water conservation

· waste management and recycling

· chemical use

· Scope 1 and Scope 2 greenhouse gas (GHG) emissions

20. Environmental key performance indicators will track progress of these goals, noting that this specifically includes targets for suppliers to annually reduce their carbon footprint and annually reduce use of agri-chemicals (as outlined in Auckland Council’s Weed Management Policy).

Local Service Level Variations

21. Feedback received from local boards indicates the following most common and typical maintenance issues experienced in their area, which is largely due to the prescriptive nature of the previous contract model:

· Toilets not being clean

· Rubbish bins overflowing

· Grass in parks getting too long

22. New maintenance contracts intend to address these common issues through an outcome based model, as outlined in the background section above.

23. In some cases, there may be some site specific issues, or a common maintenance problem, that is unique to the local board area and requires particular attention. For example a 100% spray free reserve, overflowing bins near tourist beaches, litter caused from freedom campers in a particular location.

24. This report seeks agreement from the local board on site specific issues (if any) that are unique to the local board area and may require particular attention for 2017/2018, and is over and above standard service specifications.

Asset Data

25. Over the last six months, Auckland Council’s asset data team conducted a full system review of asset information to support the development of new maintenance contracts.

26. Attachment C outlines an updated asset list for this local board area as at 2 June 2017.

27. Note that asset data is continually updated to reflect council decisions and asset assessments, and that new maintenance contracts have flexibility to accommodate changes.

Volunteers and Community Groups

28. Auckland Council values the huge number of volunteer and community groups across the region, who undertake a significant amount of work over many years to shape and maintain the beauty of Auckland.

29. Council will continue to encourage and support volunteers, community empowerment initiatives and local community groups where they align to council’s objectives and enhance our community.

30. Under the new maintenance contract model, council does not expect volunteers to have to undertake work to address poor performance in contract delivery, such as cleaning up litter where the supplier has a responsibility to do so.

31. It is acknowledged that many volunteer and community groups achieve a sense of pride, value and enjoyment in supporting maintenance work, such as restoration, garden maintenance and pest control. Council will continue to work with these groups and with suppliers to support them as best as possible in these activities.

32. Over the next few months council staff will be in contact with key volunteer and community groups where maintenance related work is undertaken, to ensure alignment of objectives and determine how council and suppliers can best support this work.

Consideration

Local board views and implications

33. Project 17 has engaged with local boards through various channels including:

o Local Board Chairs Procurement Working Group;

o Local Board Chairs Forum presentations;

o memorandums;

o cluster workshops;

o individual local board workshops; and

o business meeting reports.

34. Community Facilities is now seeking agreement from local boards on smart procurement priorities and local service level variations (if any) for 2017/2018, prior to new contracts commencing on 1 July.

35. This information will be provided to suppliers and Community Facilities before new contracts commence.

Māori impact statement

36. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory obligations to Māori.

37. Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with council to achieve better outcomes with Māori and for Auckland. This will include:

o Building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua;

o Significantly lift Māori social and economic well-being; and

o Building Māori capability and capacity.

38. Through these contracts, opportunities to support local community outcomes and economic development include (but are not limited to):

o Providing employment opportunities, in particular for local people and for youth;

o Increasing capability and capacity (apprenticeships, cadetships or equivalent) in particular for youth;

o Building on community and volunteer networks;

o Focusing on smart procurement initiatives that support Maori outcomes

Implementation

39. Mobilisation is currently underway with suppliers to prepare for 1 July 2017 (day one). This includes finalising processes, implementing systems, recruiting staff, purchasing equipment, creating health and safety plans and developing work schedules.

40. Local boards are meeting new suppliers in June 2017 and will have the opportunity to present and discuss local priorities with the supplier.

41. Reporting requirements for local boards on local service levels and contractor performance is currently underway.

42. New maintenance contracts take effect on 1July 2017, noting that there may be up to twelve months to bed in changes, particularly with regards to systems and reporting.

Attachments