Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

21 November 2017

Release of business associations bulk funding 2017/2018

File No.: CP2017/20722

Purpose

1. To report back on 2016/2017 accountability reports from the Hunters Corner Town Centre Society Incorporated (HC), Ōtara Business Association Incorporated (OBA) and Papatoetoe Central Main Street Society Incorporated (PCMS) business associations.

2. To seek the release of bulk funding for Ōtara-Papatoetoe CCTV and town centre safety initiatives 2017/2018 to the above named business associations.

Executive summary

3. On 20 June 2017 the board approved the Arts, Community and Events 2017/2018 work programme 2017/2018 (OP/2017/98) which included the work programme activity: “Build Capacity: Business Improvement Districts (BID) safety activities for 2017/2018”.

4. The work programme included bulk funding grants totalling $360,000 to the Hunters Corner Town Centre Society Incorporated (HC), Ōtara Business Association Incorporated (OBA) and Papatoetoe Central Main Street Society Incorporated (PCMS) business associations, for crime prevention, safety and economic development initiatives. The resolution included the following condition:

“iv. funds will be released only after business associations provide accountability reports required under their 2016/2017 funding agreements, and the board accepts the reports as satisfactory. Note: the board will consider a report to be satisfactory if it adequately covers the points detailed in (iii) above.” (See attachment B Local Board resolution OP/2017/98)

5. Accountability reports for the 2016/2017 year are included as attachments C – E.

6. The required content of the reports was set out in funding agreements signed by each of the associations in 2016 (relevant portion in Attachments C - E).

7. The local board allocates annual bulk funding grants to the associations to partner with local commercial communities and provide resources to support local board and community outcomes of:

· community crime prevention activity

· local employment activity

· community perceptions of safety around town centres

· community events and development of a sense of pride in the culture of the area

· delivery of robust economic outcomes for the community.

8. Staff advise that the HC, OBA and PCMS business associations have provided sufficient accountability information and delivery on local board objectives to meet the requirements of the OPLB resolution OP/2017/98.

9. Staff have explained how the associations met the requirements of the funding agreements in Attachment A.

10. The staff view is that the reports contain sufficient content for the board to consider them satisfactory.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) accept the bulk funding accountability reports for 2016/2017 from Hunters Corner Town Centre Society Incorporated, Ōtara Business Association Incorporated and Papatoetoe Central Main Street Society Incorporated as satisfactory.

b) request staff to release bulk funding grants for 2017/2018 to Hunters Corner Town Centre Society Incorporated, Ōtara Business Association Incorporated and Papatoetoe Central Main Street Society Incorporated.

Comments

11. Accountability reports for the 2016/2017 year are included as attachments C – E.

12. Reports submitted from Hunters Corner Town Centre Society Incorporated (Attachment C), Ōtara Business Association Incorporated (Attachment D) and Papatoetoe Central Main Street Society Incorporated (Attachment E) were considered by staff to have reached an adequate standard for the board to consider.

13. The board now needs to determine whether it will accept the reports as satisfactory, and if so, whether to release the funding for 2017/2018.

14. Bulk funding grants are allocated to the associations for “crime prevention, safety and economic development initiatives.” With this in mind the board needs to consider whether the reports provide sufficient accountability.

15. Comments have been received from the Specialist Advisor, Community Empowerment Unit (Attachment A.)

16. The staff view is that the reports contain sufficient content for the board to consider them satisfactory.

Consideration

Local board views and implications

17. The local board needs to consider the outcomes detailed within this report against the requirements stated in the OPLB resolution OP/2017/98.

18. Staff advise that the appointment of the OBA manager to provide management services to the PCMS meets the requirements of Ōtara Papatoetoe resolution OP/2017/98 - “v. funds will not be released to a business association that does not have a manager employed at the time”.

Māori impact statement

19. The ethnic composition of the Ōtara-Papatoetoe Local Board area is 16 per cent Māori and 46 per cent Pacific, which is greater than the Auckland-wide average of 11 and 15 per cent respectively.

20. One hundred per cent of the long term unemployed provided with opportunities to become ambassadors are of Maori or Pacific Island descent. For many the ambassador programme is their first opportunity to train and pass a NZCA qualification. Between 75 and 80% of programme participants went on to find regular employment.

21. All local board investment in economic and social activity that promotes Māori cultural events, celebrates community diversity, increases perceptions of safety, delivers accessible community events, and provides opportunity for training and employment to Maori is of benefit to Māori and their families within the Ōtara Papatoetoe Local Board area.

Implementation

22. On acceptance by the local board of the accountability reports from the three Ōtara-Papatoetoe economic development areas and the release of bulk funding to the town centres, staff will prepare funding agreements and enter negotiations with the business associations regarding funding based on the outcomes and conditions specified in Ōtara-Papatoetoe Local Board resolution OP/2017/98 (Attachment B.)

23. Staff will continue to monitor the progress of the PCMS regarding appointment of a permanent manager.

Attachments

No.	Title	Page
a ⇩	Attachment A - CEU commentary; Release of business associations bulk funding 2017/2018	17
b ⇩	Attachment B - Otara Papatoetoe resolution	21
c ⇩	Attachment C Hunters Corner 2016/17	23
d ⇩	Attachment D Otara Business Association 2016/17	45
e ⇩	Attachment E Papatoetoe Mainstreet 2016/17	67

Signatories

Authors

Ayr Jones - Team Leader – Community Advisors South

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Disposals recommendation report

File No.: CP2016/24933

Purpose

1. This report seeks the Ōtara-Papatoetoe Local Board’s endorsement for Panuku Development Auckland (Panuku) to recommend to the Finance and Performance Committee the disposal of four council owned properties in the Ōtara-Papatoetoe Local Board area.

Executive summary

2. The council-owned sites at 22R Clyde Road, Ōtara, 66R Hallberry Road, Mangere East, 570 Great South Road, Papatoetoe and 139 Kolmar Street, Papatoetoe have been identified as potentially surplus to council requirements through a review process. Consultation with council departments and its CCOs, Iwi authorities and the Ōtara-Papatoetoe Local Board has now taken place. No alternative service uses have been identified for the properties through the rationalisation process. Due to this, Panuku recommends disposal of the sites.

3. A resolution is required from the Finance and Performance Committee before the proposed reserve revocation and divestment of 22R Clyde Road, Ōtara and 66R Hallberry Road, Mangere East and the proposed divestment of 570 Great South Road, Papatoetoe and 139 Kolmar Street, Papatoetoe can be progressed. In the event objections to the proposed reserve revocations are received during the public notification period, Panuku may also be required to make a recommendation to council’s Environment and Community Committee.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) endorse Panuku Development Auckland’s recommendation to the Finance and Performance Committee to revoke the reserve status and dispose of:

i) 22R Clyde Road, Ōtara; and

ii) 66R Hallberry Road, Mangere East;

b) endorse Panuku Development Auckland’s recommendation to the Finance and Performance Committee to dispose of:

i) 570 Great South Road, Papatoetoe; and

ii) 139 Kolmar Street, Papatoetoe.

Comments

4. Panuku and Auckland Council’s Stakeholder and Land Advisory team in Community Facilities work jointly on a comprehensive review of council’s property portfolio. One of the outcomes of the review process is to identify properties in the council portfolio that are potentially surplus to requirements and may be suitable to sell. The subject sites were identified as potentially saleable through the review process.

5. Once a property has been identified as potentially surplus, Panuku engages with council and its CCO’s through an expression of interest process, to establish whether the property must be retained for a strategic purpose or is required for a future funded project. Once a property has been internally cleared of any service requirements, Panuku then consults with local boards, mana whenua and ward councillors. All sale recommendations must be approved by Panuku’s Board before it makes a final recommendation to Council’s Finance and Performance Committee.

6. Site specific property information is contained in the property attachments to this report.

Consideration

Local board views and implications

7. Local boards are informed of the commencement of the rationalisation process for specific properties. Following the close of the expression of interest period, relevant local boards are engaged with.

8. This report provides the Ōtara-Papatoetoe Local Board with an opportunity to formalise its views regarding the subject sites.

9. Property specific feedback received is included in the local board views and implications section of the property attachments to this report.

Māori impact statement

10. The importance of effective communication and engagement with Māori on the subject of land is understood. Panuku has a robust form of engagement with mana whenua groups across the region. Each relevant mana whenua group is contacted independently by email based on a contact list which is regularly updated. Each group is provided general property details, including a property map, and requested to give feedback within 15 working days. Confirmation of any interest expressed is sent in writing and recorded for inclusion in the disposal recommendation report.

11. Panuku’s engagement directs mana whenua to respond with any issues of particular cultural significance the group would like to formally express in relation to the subject properties. We also request express notes regarding any preferred outcomes that the group would like us to consider as part of any disposal process.

12. Mana whenua groups are also invited to express potential commercial interest in any sites and are put in contact with Panuku’s Development team for preliminary discussions if appropriate to the property. This facilitates the groups’ early assessment of the merits of a development opportunity to their Iwi. In the event a property is approved for sale all groups are alerted of the decision, and all groups are alerted once a property comes on the market.

13. Consultation with mana whenua groups has now been completed. Property specific feedback received is included in the Mana Whenua Engagement section of the property attachments to this report.

Implementation

14. Following receipt of the Ōtara-Papatoetoe Local Board’s resolutions, these sites will be presented to the Finance and Performance Committee with a recommendation to divest of them. If the Finance and Performance Committee approves the proposed disposal of these sites, Panuku will seek to divest of these sites in a manner which provides an optimal outcome and return to council.

15. The terms and conditions of any disposal would be approved under appropriate financial delegation.

16. If approval is obtained to dispose of 22R Clyde Road, Otara and 66R Hallberry Road, Mangere East, the reserve status of these sites would need to be revoked. Final revocation of the reserve status will be subject to completing the statutory requirements of the Reserves Act 1977 and Local Government Act 2002, including public advertising.

Attachments

No.	Title	Page
a ⇩	22R Clyde Road, Otara property information	93
b ⇩	66R Hallberry Road, Mangere East property information	97
c ⇩	570 Great South Road, Papatoetoe property information	101
d ⇩	139 Kolmar Street, Papatoetoe property information	105

Signatories

Authors

Anthony Lewis - Senior Advisor Portfolio Review

Authorisers

Letitia McColl - Team Leader Portfolio Review, Panuku Development Auckland

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Ngati Ōtara Park multi-sport and cultural precinct project update.

File No.: CP2017/23717

Purpose

1. For the Ōtara-Papatoetoe Local Board to approve a staged delivery of Ngati Ōtara Park multi-sport and cultural precinct project.

Executive summary

2. On 16 May 2016, the Ōtara-Papatoetoe Local Board endorsed the approach with the Sport and Recreation Unit driving the Ngati Ōtara Park multi-sport and cultural centre project in partnership with Ōtara Rugby League Football Club Incorporated (ORFLC) and Ngati Ōtara Marae Society Incorporated (NOM)

3. A project team made up of representatives from ORLFC, NOM, council and community have been undertaking the project. Council is assisting by providing overall project management services and support.

4. The following five work-streams were identified:

· Community engagement – understanding needs and securing support for the project

· Planning and design – developing a new concept plan to fit the realistic funding

· Governance – determining the future governance structure for the facilities

· Operational – developing a sustainable business plan

· Funding – developing a clear funding strategy to secure $3 to $4 million of external funding.

5. At two workshops in August and September 2017, the local board has informally asked staff to explore ways of delivering the project sooner than currently anticipated. To do so, several options have been considered.

6. One of the options considered was also suggested at the workshops; to progress the project more quickly by staging of the two buildings, with the multi-sport facility to commence first (stage 1), followed by the marae (stage 2).

7. At a workshop on 5 September 2017, the local board indicated that it is willing to consider contributing a further $500,000 from its Locally Driven Initiatives (LDI) capex budget towards the multi-sport facility (stage 1).

8. The recommended option suggests that the project should progress contemporaneously until either the detailed design stage is completed, or relevant consents are obtained. Ngati Otara Marae will then have all the necessary requirements to apply for external funding.

9. Local board members met with Ngati Ōtara Marae representatives on 10 October 2017 to communicate support for the staged approach.

10. At the local board’s business meeting on 17 October 2017, the Ōtara-Papatoetoe Local Board Plan 2017 was adopted.

11. One of the adopted changes from the draft plan was the amendment of the Chair’s message, namely the list of the local board’s three top priority projects. Ngati Ōtara multi-sport complex is listed as the local board’s number one priority. (Resolution number OP/2017/187).

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approves the Ngati Ōtara Park multi-sport and cultural precinct staged project delivery option with the multi-sport facility constructed first (stage 1) followed by the marae (stage 2).

b) Allocates $500,000 from its LDI Capex fund towards stage 1 of the Ngati Ōtara Park multi-sport and cultural precinct project.

Comments

12. Ngati Ōtara Park is a 26 hectare park on Ōtara Road in Ōtara. The land is owned by the Crown and vested in council as a reserve.

13. The Ōtara Rugby League Football Club Inc. (ORLFC) and Ngati Ōtara Marae Society Inc. (NOM) are lease holders on the park since 1971 and 1982 respectively.

14. The Ngati Ōtara Marae is located on a former rubbish tip site and over recent years land subsidence has caused significant damage to the buildings. While the Wharenui (meeting house), Wharekai (dining hall) and the ablution block are still being used for community meetings, celebrations and tangi, the buildings are in a very poor condition and no longer fit for purpose. The Wharekai has been classified as near the end of its building life.

15. The ORLFC clubrooms are no longer fit for purpose as it is too small, poorly designed, cold, dark and failing to meet the needs of the many sport users on the park. While the club has maintained the facilities to the best of their abilities, the building is inadequate to meet community needs.

16. Over the last six years the ORLFC and NOM have been working in partnership with council, to plan for new multi-sport and marae facilities on the park. The collective aspiration is to provide opportunities for total community wellbeing including cultural, social, educational, recreational, environmental and economic development.

17. In May 2016 the local board resolved that the funding granted to ORFLC can be used to implement the partnership approach for Ngati Ōtara Park multi-sport and cultural centre project. Resolution number OP/2016/70:

18. That the Ōtara-Papatoetoe Local Board:

a) endorse the proposed approach with the Sport and Recreation Unit driving the Ngati Ōtara Park multi-sport and cultural centre project in partnership with Ōtara Rugby League Football Club Inc and Ngati Ōtara Marae Society Inc.

b) support the use of $48,500 grant to Ōtara Rugby League Football Club Inc to implement the proposed approach for Ngati Ōtara Park multi-sport and cultural centre project.

c) request that the planning and design work-stream include consideration of design features to minimise the on-going operational and maintenance costs of the buildings.

Update

19. Since 2016, a project team made up of representatives from ORLFC, NOM, council and community have been undertaking the project. Council is assisting by providing overall project management services and support.

20. The approach involves the following work-streams:

· Planning and Design – undertaking a review of needs, analysis of configuration and staging options, developing a new concept design and defining the statutory requirements for the project. The outcome will be a revised concept design costed within the realistic funding and an associated project execution plan.

· Governance – reviewing options for the future governance structure for the facilities. The outcome will be a clear governance structure with clear roles and responsibilities.

· Operational feasibility – assessing the anticipated revenue streams and likely expenditure for the future facilities. The outcome will be a sustainable business plan.

· Funding – developing a clear funding strategy and “case for support” to underpin securing $3 to $4 million of external funding. The outcome will be a funding strategy and securing the necessary funds.

· Community engagement – keeping the community engaged and informed with the project. The outcome will focus on securing wide community support and commitment.

21. Progress since the project team was established includes:

· Completion of a needs assessment which provides a clear outline of the spaces and activities the new multi-sport and cultural facilities need to fulfil.

· Presentation to and engagement with Otara Network Action Committee (ONAC) providing updates on the project and receiving feedback.

· Engagement with Manukau Institute of Technology (MIT) and Sir Edmund Hillary Collegiate (SEHC) on their involvement in the project going forward.

· Engagement of consultants to assist the project team in determining the governance model, developing the management model and business plan for the future facilities.

· Appointment of design consultants and the commencement of concept designs for both facilities.

Staging of project delivery options

22. At two workshops in August and September 2017, the local board has asked staff to explore ways of delivering the project sooner than currently anticipated. To do so, three options have been considered.

23. Three options for the local board to consider are:

a) Option 1 - Status Quo with detailed design completed in 2018. Consenting and potential build in 2020.

b) Option 2 – Staging of project with multi-sport facility constructed first (stage 1) followed by the marae (stage 2). Physical works for stage 1 (multi-sport) to commence in 2019.

c) Option 3 – Staging of project with marae constructed first (stage 1) followed by the multi-sport facility (stage 2). Physical works for stage 1 (marae) to commence in 2020.

Table 1 – Staging options analysis.

Option

Benefits/Advantages

Risks/Disadvantages

Comments

a) Option 1 - Status Quo with detailed design completed in 2018. Consenting and potential build in 2020

Continuity of project plan that was established since 2016.

Stakeholder confidence that agreed timelines are being adhered to.

Detailed planning and evaluating of governance and management and design options.

Greater likelihood of achieving project timelines and budgets required as per funding feasibility.

Community benefits from both multi-sport and marae facilities completed at the same time.

Delay in timeline of activities in work streams may delay the construction of facilities within LTP timeframes.

Further reduction or complete reallocation of LTP funding.

Community may not have fit for purpose facilities

Stakeholder and community fatigue

$3m - $4m still needs to sourced externally

The disparate nature of each facility doesn’t align to usual funder categories

The project team is currently in the second of its five identified work streams – Planning and design.

b) Option 2 – Staging of project with multi-sport facility constructed first (stage 1) followed by the marae (stage 2). Physical works for stage 1 (multi-sport) to commence in 2019.

Aligns more closely with the Local Board’s number one priority project in the Ōtara-Papatoetoe Local Board Plan 2017.

One component of the project will be delivered and a fit-for-purpose facility will be provided to a well-used park.

The local board could allocate $500k from its LDI Capex budget to fully fund the multi-sport facility.

The project could progress as planned until either the detailed design stage is completed, or relevant consents are obtained.

External funders are given options to support other stages of the project.

The majority of Ngati Ōtara Park is zoned for active recreation. The proposed multi-sport facility supports such use of the park.

Potential expectations on council to fund future stages.

Community and stakeholder concern over prioritisation of facilities.

May result in council fully funding and owning the facility.

Existing partnerships may be compromised.

Costs of maintaining existing marae facilities will continue until the new facility is available for use.

The cost of multi-sport facility construction may exceed current allocated budget.

No future funding secured for future stages.

External funders with specific grants for similar facilities could be explored.

Option

Benefits/Advantages

Risks/Disadvantages

Comments

c) Option 3 – Staging of project with marae constructed first (stage 1) followed by the multi-sport facility (stage 2). Physical works for stage 1 (marae) to commence in 2020.

Addresses the issue that both the wharekai and wharenui are built on a former rubbish tip site. Subsidence over the years has deemed both building no longer fit-for-purpose.

The local board responds to Maori needs in its community.

Ngati Otara Marae and the community have fit-for-purpose facilities to uphold tikanga.

No funding commitment from external organisations or council is confirmed.

Existing partnerships may be compromised.

Potential expectation that council may fund other marae projects.

The local board has maintained that funding sources be confirmed before development of marae facilities.

External funders with specific grants for marae or Maori could be explored.

24. Option 2 is recommended on the basis that:

· Existing LTP 2015-2025 funding could be committed within expected timeframes.

· Aligns with the local board’s number one priority project in the Ōtara-Papatoetoe Local Board Plan 2017.

· The multi-sport facility has funding support

· A partnership approach could still be undertaken until detailed design or consent stage.

· External funders are given options to support other stages of the project.

· The majority of Ngati Ōtara Park is zoned for active recreation. The proposed multi-sport facility supports such use of the park.

Table 2 – Forecasted timeline

Milestone	Forecast Dates
Strategic Assessment	Option 1	Option 2	Option 3
Strategic Assessment received	June 2017	June 2017	June 2017
Initiate	Multi-Sport and Marae	Multi-Sport and Marae	Multi-Sport and Marae
Professional services engaged	October 2017	October 2017	October 2017
Stakeholder engagement complete	December 2017	December 2017	December 2017
Draft concept complete	January 2018	January 2018	January 2018
Local Board approved	January/February 2018	January/February 2018	January/February 2018
Business Case Approved	March 2018	March 2018	March 2018
Final concept report complete	March 2018	March 2018	March 2018

Plan	Multi-Sport and Marae	Multi-Sport	Marae	Multi-Sport	Marae
Professional services engaged	May 2018	May 2018	May 2018	May 2018	May 2018
Detailed design approved	October 2018	October 2018	October 2018	October 2018	October 2018
Resource Consent Commenced	October 2018	October 2018	October 2018	October 2018	October 2018
Resource Consent Granted	December 2018	December 2018	December 2018	December 2018	December 2018
Detailed design approved	December 2018	December 2018	December 2018	December 2018	December 2018
Funding applications begin *	December 2018		December 2018	December 2018	December 2018
Funding approved **	January 2020		January 2020	January 2020	January 2020
Deliver	Multi-Sport and Marae	Multi-Sport	Marae	Multi-Sport	Marae
Physical works tender commenced	June 2020	January 2019	June 2020	June 2021	June 2020
Contract Awarded	June 2020	February 2019	June 2020	June 2021	June 2020
Physical works completed	March 2021	October 2019	March 2021	March 2022	March 2021

* While preliminary discussions and expressions of interest can be lodged, many funders require resource consent before an application will be received.

** Subject to available funding and funder requirements

Funding

25. Of the $6-7m project total estimated in the 2017 Needs Assessment Report, approximately $750k is estimated for concept design, developed design, tender documentation, consenting and construction monitoring.

26. Although more accurate cost estimates are not available until after the design process is completed, it is unlikely that the current budget of $3.72M will be sufficient to complete stage 1. To achieve the outcome of earlier completion of the multi-sport complex, further funding is likely to be required.

27. Long-Term Plan 2015-2025 allocated $514,583 per annum for years 2015/2016, 2016/2017 and 2017/2018 to Ōtara-Papatoetoe Local Board for their Locally Driven Initiatives (LDI) capex fund. The LDI capex fund is available to allocate to local capex projects and can be used to “top up” or enhance the service level of an existing capital project.

28. The Ōtara-Papatoetoe Local Board currently has $502k available in its current LDI Capex fund.

Consideration

Local board views and implications

29. Local board members attended a site visit to Ngati Ōtara Park on 14 February 2017 at which time views and aspirations were shared.

30. The views of the local board have been informally shared at workshops on 8 August 2017 and 5 September 2017.

31. Local board members met with Ngati Ōtara Marae representatives on 10 October 2017 to communicate support for a staged approach.

32. Local board members attended site visits to other multi-sport venues in Manurewa and Pukekohe on 24 October 2017 at which time they were able to view and discuss design and operational elements.

33. The Ōtara-Papatoetoe Local Board have informally indicated that they would consider allocating some LDI Capex fund towards stage 1 of the Ngati Ōtara Park multi-sport and cultural precinct staged project.

34. At the local board’s business meeting on 17 October 2017, the local board passed a resolution adopting the Ōtara-Papatoetoe Local Board Plan 2017 in which changes from the draft plan after community feedback were approved (Resolution number OP/2017/187).

35. One of the adopted changes was the amendment of the Chair’s message, namely the list of the local board’s three top priority projects. Ngati Ōtara multi-sport complex is listed as number one priority.

Māori impact statement

36. At the 2013 Census, Maori comprised 15.6% of the Ōtara-Papatoetoe Local Board population, which has dropped slightly since 2006 when the proportion was 17.9%.

37. Seven Mana Whenua groups are identified as having interest in Ngati Ōtara Park. Ngati Te Ata Waiohua, Ngati Tamaoho and Te Aakitai Waiohua have in the past supported the development of the park in principle. Key interests include the sustainability of the park developments, rehabilitation of the overall area and ongoing engagement in aspects which impact on the air, land and water.

38. The overall impact of this project for Maori is estimated as being high given the development of the marae facilities, the proportion of Maori residents and the high participation of Maori in local sports clubs. It is proposed leaders from Ngati Ōtara Marae will lead engagement with Mana Whenua and Mata Waka groups with support from council where required as the project progresses.

39. The recommended option in this report suggests that the marae facility should progress alongside the multi-sport facility until either the detailed design stage is completed, or relevant consents are obtained. Ngati Otara Marae will then have all the necessary requirements to apply for external funding.

Implementation

40. Sport and Recreation staff will continue to work with the project team and consultants to implement the identified workstreams in this project.

41. A report to the Environment & Community Committee may be required following the Ōtara-Papatoetoe Local Board decision.

42. Ongoing updates on governance, management, and design stages will be provided to Ōtara-Papatoetoe Local Board by Sport and Recreation staff through workshops and reports.

Attachments

There are no attachments for this report.

Signatories

Authors

Sanjeev Karan - Sport and Recreation Advisor

Authorisers

Dave Stewart - Manager Sport & Recreation

Mace Ward - General Manager Parks, Sports and Recreation

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Auckland Transport Update – November 2017 to the Ōtara-Papatoetoe Local Board

File No.: CP2017/24142

Purpose

1. This report:

a) Provides an update on the current status of Local Board Transport Capital Fund (LBTCF);

b) Responds to resolutions and requests on transport-related matters; and

c) Provides transport related information on matters of specific application and interest to the Ōtara-Papatoetoe Local Board (OPLB) and its community.

Executive summary

2. In particular, this report covers:

a) Progress on the current local board’s transport capital fund projects: a streetscape upgrade of Hunters Corner, completion of the Rongomai walkway, a canopy for Ōtara Town Centre, ‘Welcome to Ōtara’ signage, Footpath upgrade on East Tāmaki Road, Ōtara Town Centre;

b) Responses to resolutions made by the OPLB on 17 October 2017;

c) Update on the progress of Manukau Bus Station;

d) Update of Long Term Plan and Regional Land Transport Programme; and

e) AT Metro ‘Go’ Campaign.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the Auckland Transport update November 2017 report.

Comments

Transport capital fund update

Project Updates

Table 1: Local Board Transport Capital Fund– Current projects

Project Name	Problem or Opportunity Being Addressed	Current Status
Upgrade of Hunters Corner Streetscape	Degraded streetscape in Hunters Corner town centre, Papatoetoe.	‘Rough Order of Cost’ requested by the OPLB in August 2017 – currently under investigation. A site visit has been undertaken and workshopped with the OPLB. Guidance was provided at the workshop to meet with some of the OPLB members to better define the extent of the works to be costed. Subject to the meeting, findings will be reported back to the OPLB to determine this project will be progressed to the next stage in the process.
Completion of Rongomai Walkway	Incomplete pathway through Rongomai Park connecting to Te Irirangi Road.	‘Rough Order of Cost’ requested by the OPLB in August 2017 The estimate for this project is $180,000 which allows for a 3m wide concrete path approximately 200m long. This estimate doesn’t include any costs for consents if earthworks are required.
Canopy for Ōtara Town Centre	Canopy for area between Ōtara Music and Arts Centre and Fresh Gallery Ōtara.	‘Rough Order of Cost’ requested by the OPLB in August 2017 – currently under investigation. Findings will be reported back to the OPLB to determine whether this project will be advanced to the next stage in the process – Firm Order of Costs.
Welcome to Ōtara sign	Lack of distinctive signage identifying entry into Ōtara suburb.	‘Rough Order of Cost’ requested by the OPLB in August 2017. The estimate for a new welcome sign would cost in the order of $25,000 to $55,000 depending on the type and size of sign. A standard sign with no illumination would be in the order of $25,000 with an illuminated sign in the order of $55,000 Costs allow for all consultation, design, consenting and installation
Footpath upgrade on the East Tāmaki Road	Grade of footpath in this area does not match upgraded footpaths in town centre.	‘Rough Order of Cost’ requested by the OPLB in August 2017 – currently under investigation. Findings will be reported back to the OPLB to determine whether this project will be advanced to the next stage in the process – Firm Order of Costs.

Financials update: Table 2

Ōtara-Papatoetoe Local Board Transport Capital Fund financial summary
Total funds available in current political term	$1,880,041
Amount committed to date on projects approved for design and/or construction	$0
Remaining Budget left	$1,880,041

Responses to resolutions

3. The resolution is detailed below in italics followed by Auckland Transport’s response in normal font.

Resolution number OP/2017/160

c) request Auckland Transport to confirm the expected finish date for the bus station.

The Manukau Station is due to be completed and open to the public in the second quarter of 2018. This includes the completion of construction as well as driver training for the new facility.

Quarterly Report

4. Every quarter Auckland Transport provides reports about the organisation’s activities across the region. As part of this report, projects relevant to the local area are noted for general information and stated in the attachments to this report.

· Attachment A provides information about Auckland Transport’s regional and local activities.

· Attachment B provides information about Auckland Transport’s work with local schools.

Upcoming projects and activities of interest to the board

Manukau Bus Station

Figure 1 – Manukau Bus Station - concrete slab for bus manoeuvring noted in circle.

5. The project team hit a major milestone this month, with the completion of the exterior of the bus station building. In essence, the building is now structurally complete with the roof, concrete slabs, exterior glazing and plywood soffits installed.

6. Following months of preparation, construction crews have begun pouring concrete on the surface of the large bus manoeuvring area at the southern end of the station. This can be seen in Figure 1.

7. Throughout November and December, night work will be required to prepare and install the canopy structure between the bus station and the Manukau Institute of Technology/ Train Station building. Works will take place between 8pm to 4.30am in the morning.

8. As noted earlier in this report, this project is on target to be completed on schedule in the 2^nd quarter of 2018.

Regional and sub-regional projects

Long Term Plan and Regional Land Transport Programme

9. Auckland Transport is a ‘delivery agency’ of Auckland Council and operates, maintains and builds Auckland’s transport infrastructure. Auckland Transport is funded by Auckland Council, by our commercial operation and by central government. The recent national election and forthcoming Long Term Plan discussion will have major effects on what projects and service are delivered.

10. Later this year and early into the next year, Auckland Transport and Auckland Council will be working with all elected members and the community to discuss and plan budgets for the next 10 years with a specific focus on the next three years. Auckland Transport advises all local boards to carefully consider their key issues and to engage in these processes because this is their key opportunity to inform which projects are funded to Auckland Council’s Governing Body. It is therefore very important that any transport related issues or concerns are raised so that they can be considered at the time when there is greatest flexibility in allocating funding.

AT Metro ‘Go’ Campaign

11. Aucklanders are increasingly using public transport and record numbers of people are choosing to use public transport. In August this year Auckland’s commuter train network surpassed all its passenger forecasts to record 20 million train trips in one year, a mark that the network wasn’t expected to hit for another three years in 2020. This meets the strategic goals originally set for Auckland Transport in the Auckland Plan and re-iterated in successive ‘Statements of Intent’.

12. Part of this success is the development of Auckland’s public transport infra-structure. Electrification, new stations, new bus networks and AT HOP all contribute but it is also a product of regular promotional activities. The latest of which is the ‘Go’ campaign. In coming months’ posters and promotions like the one below will start to be seen around the City all contributing towards Auckland Transport’s work to get more people using public transport.

Figure 2: Example ‘Go’ campaign poster

Consultation

13. Auckland Transport provides local boards with the opportunity to comment on transport projects being delivered in this OPLB area.

14. In the reporting period for October 2017, no projects were put forward for comment by the OPLB.

Traffic Control Committee (TCC) decisions

15. Traffic Control Committee (TCC) decisions within the OPLB area are reported on a monthly basis. The decisions for the previous month are listed in the table below:

Table 3: Transport Control Committee Decisions in October 2017

Street name	Type of Report	Nature of Restriction	Committee Decision
Middlemore Crescent	Permanent Traffic and Parking changes Combined	No Stopping At All Times, P120, Give-Way	Carried
Chestnut Road	Permanent Traffic and Parking changes Combined	No Stopping At All Times, Angle Parking, Traffic Island, Road Hump, School Crossing Point, School Patrols, Edge Line	Carried
Milan Road	Permanent Traffic and Parking changes Combined	No Stopping At All Times, Road Hump, Pedestrian Crossing, School Crossing Point, School Patrol	Carried

Consideration

Local board views and implications

16. The OPLB views will be taken into account during consultation on any proposed schemes.

Māori impact statement

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

Health and safety implications

18. Health and Safety is an inherent part of all Auckland Transport projects. Any specific concerns will be covered as part of individual project reporting.

Implementation

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

Attachments

No.	Title	Page
a ⇩	Auckland Transport activities over the July - September 2017	125
b ⇩	Otara-Papatoetoe Local Board Report - AT School Community Transport	135

Signatories

Authors

Kenneth Tuai – Elected Member Relationship Manager

Authorisers

Jonathan Anyon, Manager Elected Member Relationship Unit

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Community Grants multiboard and quick response applications 2017/2108

File No.: CP2017/22683

Purpose

1. The purpose of the report is to the present two applications received for Otara-Papatoetoe Local Board local grants and quick response rounds for 2017/2018. The local board is requested to fund, part-fund or decline the application.

Executive summary

2. The Otara-Papatoetoe Local Board has set a total community grants budget of $204,000 for the 2017/2018 financial year.

3. The Otara-Papatoetoe Local Board allocated a total of $15,000 to the Pursuit of Excellence Awards; and $161,717.25 in quick response round one and local grants round one, leaving a remaining budget $42,282.75. There are a further two quick response rounds and one local grant round for the financial year 2017/2018.

4. One local grant multiboard application has been received, within the closing date for Howick Local Grants Round Two 2017/2018, to be considered by the Otara-Papatoetoe Local Board. However, the event will occur before the decision date for the next community grant round on 13 December 2017.

5. Another application for the White Ribbon event has been received for Quick Response Round Two 2017/2018. However, the event is also due to be held before the next decision date of 13 December 2017. Therefore the local board is requested to accept and consider these two applications at the November 2017 business meeting.

6. The October 2017 meeting of the Otara-Papatoetoe Local Board resolved (OP/2017/178) to award a grant as follows:

LG1813-137

Karl Tusini-Rex under the umbrella of Kagoukiwi Connection Trust

Towards the delivery of Dawson Lights up at the Fergusson Oaks Reserve on 2 December 2017, specifically the cost of entertainment, prizes, giveaways, food, sound gear, marquee, stalls, and activities.

$7,500.00

7. However, the umbrella organisation should have been stated as Good Seed Trust. The local board is now requested to amend the resolution so the umbrella group for Karl Tusini-Rex, is the Good Seed Trust.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) accept the application from Hindu Heritage Research Foundation (New Zealand) for Local Grants Round One 2017/2108 for consideration

b) accept the application from The Salvation Army Manukau City Community and Family Services for Quick Response Round Two 2017/2018 for consideration

c) consider the applications listed in Table One and agree to fund, part-fund or decline this application.

Table One: Otara-Papatoetoe Local Grants, and Quick Response 2017/2108 grant applications

Application ID	Applicant	Main focus	Project	Amount requested	Eligibility
LG1807-205	Hindu Heritage Research Foundation (New Zealand)	Events	Towards the Papatoetoe Family Fun Day 2017 on 9 December 2017	$5,875.00	Eligible
QR1813-200006	The Salvation Army Manukau City Community and Family Services	Events	Towards the White Ribbon High School Breakfast on 24 November 2017	$3,000	Eligible
Total				$8,875.00

d) amend the name of the umbrella group for application number LG1813-137 from Kagoukiwi Connection Trust to Good Seed Trust as per resolution (OP/2017/178) to read as per table two:

Table Two: Corrected details for LG1813-137

LG1813-137

Karl Tusini-Rex under the umbrella of Good Seed Trust

$7,500.00

Attachments

No.	Title	Page
a ⇩	Otara-Papatoetoe Grant Programme 2017/2018	139
b ⇩	Hindu Heritage Research Foundation (New Zealand) grant application	143
c ⇩	The Salvation Army Manukau City Community and Family Services grant application	147

Signatories

Authors

Marion Davies - Community Grants Operations Manager

Authorisers

Shane King - Operations Support Manager

Neil Taylor – Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Input to the Review of Citizens Advice Bureaux services

File No.: CP2017/23810

Purpose

1. To seek local board feedback on the draft options for supporting the future provision of Citizens Advice Bureaux services to Auckland’s communities.

Executive summary

2. Auckland Council is reviewing Citizens Advice Bureaux services in Auckland following a resolution by the Regional Strategy and Policy Committee in April 2016.

3. The review will determine the appropriate level of Auckland Council support for Citizens Advice Bureaux services from 2018/2019 onwards.

4. Thirty-one Citizens Advice Bureaux operate in the Auckland region.

5. Auckland Council fund Auckland Citizens Advice Bureaux Incorporated $1.839 million a year which then distributes the funds to bureaux.

6. Local boards have provided input to the review on the local relationships, services and funding. Staff have developed draft options to address the issues and opportunities raised. The options are in the table below:

Option 1: Enhanced status quo	Enhancements are a refined funding model, reporting improvements and strengthened local relationships
Option 2: Locally driven	Transfers responsibility for existing budget to local boards
Option 3: Regional service provision	Collective review of funding levels and number and location of service sites

7. Staff consider Option 3 to be the best option to achieve consistent regional service delivery. If CABx and CABNZ do not agree with Option 3, then Option 1 provides for greater consistency of service delivery than Option 2.

8. Staff will incorporate feedback from local boards on the draft options in to the review findings to be reported to the Environment and Community Committee in early 2018.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) provide feedback on the draft options for supporting the future provision of Citizens Advice Bureaux services to Auckland’s communities by 1 December 2017.

Comments

Background

9. On 7 April 2016 the Regional Strategy and Policy Committee resolved to:

“seek information from staff regarding a review of the service after consultation with the 21 local boards on the issues raised by the Māngere-Ōtāhuhu Local Board regarding Auckland Citizens Advice Bureaux Incorporated (ACABx) funding, to achieve greater equity and fairness, taking into consideration social issues in local communities across Auckland.” (REG/2016/22)

10. The review scope includes:

· alignment to council policy, strategic priorities, local board plans and policies

· equitable service provision – Aucklanders having access to the services they need across the region, responding to growth and change in Auckland’s communities

· equity of funding for bureaux across Auckland – the basis for how funding is distributed

· how Auckland Council interacts and engages with bureaux across Auckland

· communicating the impact and value of Citizens Advice Bureaux (CAB) services

· council’s governance needs and role with regard to reporting and accountability.

11. Since 2013 Auckland Citizens Advice Bureaux Incorporated (ACABx), a board made up of representatives from across Auckland bureaux, has been distributing the council funding to bureaux using a population-based funding model which replaced previous funding arrangements by legacy councils.

12. ACABx received $1.839 million for 2017/2018, which includes an annual inflation provision. This expenditure is included in the Long-term Plan 2015-2025.

13. Some local boards provide funding to their local bureaux in addition to the core funding allocated through ACABx. Local boards provide support to CAB through accommodation as the majority of bureaux are located in council facilities.

14. ACABx distributes funds to local CAB so that communities are provided with access to information, advice, referral and client advocacy services.

Current Auckland CAB services and alignment with local board plans and council strategies

15. Currently there are 31 Auckland CAB sites in 18 local board areas, with over 900 trained volunteers fielding approximately 300,000 enquiries per annum; 75% of the service is delivered face-to-face.

16. Support for CAB services aligns with the following:

· local board plan outcomes, such as connected communities, employment and housing

· Auckland Plan (strategic direction one): to create a strong, inclusive and equitable society that ensures opportunity for all Aucklanders

· Empowered Communities Approach, where individuals, whānau and communities have the power and ability to influence decisions.

17. The first annual review of the Auckland Council-ACABx Strategic Relationship Agreement (2016-2018) noted the following achievements and issues:

· agreed relationship principles, established a governing group and secured CAB New Zealand (CABNZ) involvement to support the relationship

· work is still in progress to improve measurement and the CAB reporting model

· both parties acknowledged that the current arrangements limit the collective ability to achieve regional level change, including closure, rationalisation or new sites and influencing local service provision

· currently ACABx will not address the overall number and location of service sites operated by member bureaux, which is based on legacy council models. They will not consider opening new sites unless there is an increase in the overall funding envelope. Based on current information shared by CAB it is difficult to determine the value of the service in order for the council to review its funding commitment.

The review of CAB Services in Auckland

18. Local boards provided input to the review during July and August 2017. A comprehensive information pack was provided to resource and support their input. The full summary of local board input is provided in Attachment A.

19. Feedback from boards highlighted what is working well:

· Most boards consider the services are of high value to the community.

· Leverage of council funding as services are delivered by well trained, approachable, multi-lingual and knowledgeable volunteers.

· Connecting people with information and services otherwise out of reach, especially for migrants, older people, international students and lower socioeconomic groups.

20. The review has identified a number of issues, including:

· Inequity in funding of bureaux and service provision across the region – service needs to be responsive to growth and community need.

· The need for better connections between local boards and bureaux to support improved two-way communication.

· The need for bureau data and information on trends and emerging issues at regional and site level.

· Future service sustainability, including awareness of service and better outreach to targeted groups that currently are under-represented as users (e.g. Māori, some migrant groups, young people, rural communities).

21. Some local boards have raised deprivation as a factor that should be taken into account in allocating funding to bureaux. These boards consider that areas of high deprivation should get more funding as there is increased and more complex need. Further investigation is needed and staff are seeking evidence from CAB on what they deliver and from which sites, and where their clients live before deprivation can be considered within the funding model.

Draft options for feedback

22. Three draft options have been developed that respond to the issues and opportunities raised by local boards and the review of the Strategic Relationship Agreement.

Table 1: Review of CAB services: Draft options

Option

Description

Pros

Cons

Implementation

Option 1: Enhanced status quo

· Overall funding envelope unchanged

· Governing Body remains the decision maker for funding

· Council has funding agreement with ACABx

· The funding agreement includes:

- A review of the population-based funding model with up-to-date local board population estimates, current CAB sites and exploring the use of deprivation as a proxy for need

- Improved reporting with consistent trend information at regional and site level

- A local relationship framework developed to support strengthened and more strategic relationships between local boards and bureaux

· Valued community service is maintained

· Continued contribution to regional strategies and improved contribution to local board plan outcomes

· Updated funding model to include some aspects of need, including population growth and potentially deprivation

· Improved reporting on the use and value of the service regionally and locally (who is using the service, why and where)

· Community intelligence is shared to support local decision making and advocacy

· Efficient bulk funding model because Governing Body would allocate bulk funding to ACABx to distribute to the bureaux

· No change to the fixed funding envelope

· Does not address the overall number and location of service sites or opening of new sites in high growth areas

· No strategic approach to the region’s service needs

· Does not address that some local boards are providing additional funding for bureau services from LDI budgets

· Does not address the CAB as a largely passive service with limited resources to undertake outreach to vulnerable groups that are currently underrepresented as users

· Does not address responsiveness of the service to changing demographics and evolving community needs

· Could be implemented for 2018/2019 with a two-year funding agreement (July 2018 - June 2020)

· This is the most achievable of the options

Option 2: Locally driven

· CAB operates as a local service rather than a regional service

· Governing Body transfers responsibility for existing budget to local boards. Locally driven initiatives (LDI) budgets adjusted accordingly

· It would be up to each local board to decide if local bureaux are funded and to what level. From the bureaux perspective, their funding agreement would be with Auckland Council instead of ACABx

· Local boards govern the relationship with bureaux

· The funding agreement includes:

- Meeting local board priorities

- Improved reporting and local relationship framework as under Option 1

· Opportunity to strengthen alignment of bureaux services with local board plan outcomes and with other local community services

· Local boards and bureaux work together to respond to growth and local changes

· Council funding of the service can be more responsive to local need, e.g. seek rationalisation of bureau sites at a local or cluster level, outreach to vulnerable groups that are currently underrepresented as users

· Boards can direct funding to providers best placed to serve the local community

· Improved reporting on the use and value of the service regionally and locally (who is using the service, why and where)

· Community intelligence is shared to support local decision making and advocacy

· The fixed funding envelope constrains the ability to open new sites

· No strategic approach to the region’s service needs

· Significantly higher administrative burden on CAB which will need to seek local board support for funding arrangements

· Would require increased dedicated resource from council (Community Empowerment Unit) to administer multiple funding agreements and accountability reports

· Could be implemented for 2018/2019

· Funding could be ring fenced for the 2018/2019 during phased implementation

· From 2019-2021, local boards could fund on an annual or multi-year basis and could also fund on a local board cluster basis

· This option is achievable but would require significant change for bureaux and local boards

Option 3: Regional service provision

· Assessment undertaken to understand the value of the service which would also determine the appropriate level of Auckland Council support required

· This option requires active participation from CABNZ and Auckland bureaux

· Regional Network Provision Framework developed by council, CABNZ and bureaux that reviews the location of bureau sites across the region to address service gaps and opportunities around accommodation

· Could also include potential for a single CAB entity for whole of Auckland with a mandate to develop the service regionally – requires major constitutional change for bureaux

· Comprehensive review of the CAB service going forward and role for Auckland Council in supporting the service

· Only option that allows for a review of the level of council funding for the service

· Strengthened contribution to regional strategies and local board plan outcomes

· Only option that would be able to comprehensively address the overall number and location of service sites, including new sites

· Strategic approach to the region’s service needs and addresses responsiveness of local service delivery

· Requires significant commitment and change from a volunteer-based organisation

· Relies on substantial council involvement and increased dedicated resource

· The new approach would be developed during 2018/19 and implemented in 2019/2020

· Enhanced status quo would apply in 2018/2019

· This option is the most difficult to achieve and would require long term commitment from all parties and council resourcing to implement

23. Overall Option 3: Regional service provision provides the most likelihood of achieving regional consistency of service delivery to meet changing community need and for this reason staff consider this to be the best option. However, without the agreement of the CABx and CABNZ Option 3 is not achievable. Discussions between council staff, the ACABx board and CABNZ are still ongoing.

24. If Option 3 is not achievable Option 1: Enhanced status quo will provide for greater consistency of service delivery than Option 2: Locally driven.

Consideration

Local board views and implications

25. Local boards have detailed knowledge of both local bureau delivery and of their local communities’ needs. Boards have provided input to the review on their relationship with the local bureau, services and funding, indicating that for most boards there is good alignment of the CAB services with local board plan outcomes.

26. Staff have developed draft options that respond to the issues and opportunities raised by local boards and are seeking feedback on these options.

27. Under Option 1 (Enhanced status quo) the funding model is reviewed and an improved local relationship framework would be available to support reporting and discussions between boards and bureaux. Under Option 2 (Locally driven), boards would take on responsibility for funding local bureaux. Under Option 3 (Regional service provision) a fuller assessment would be undertaken with board involvement to determine a new approach for future CAB service provision across the region.

Māori impact statement

28. For 2016/2017, Māori users of CAB services comprised between 2.5% of users in the central Auckland/Waiheke cluster to 13.2% in south/east Auckland cluster (Source: ACABx Accountability Report to Auckland Council July 2016-June 2017).

29. Options 2 and 3 are more likely to improve Māori engagement with CAB services as they would support more responsive local service provision.

Implementation

30. Staff request local boards provide feedback on the draft options by 1 December 2017. Staff will incorporate this feedback in to the review findings which will be reported to the Environment and Community Committee in early 2018.

Attachments

No.	Title	Page
a ⇩	Summary of local board input July - August 2017	157

Signatories

Authors

Carole Blacklock - Specialist Advisor - Partnering and Social Investment, Community Empowerment Unit, Arts, Community a

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Carol McKenzie-Rex - Relationship Manager

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Amendment of the Auckland Transport Election Signs Bylaw 2013 and its impact on local parks

File No.: CP2017/23248

Purpose

1. The purpose of this report is to:

· update the Ōtara-Papatoetoe Local Board on the changes to the Auckland Transport Election Signs Bylaw; and

· propose a nine week time restriction on public election sign sites.

Executive summary

2. On 1 August 2017 the Auckland Transport Board amended the Auckland Transport Election Signs Bylaw 2013 (“the Bylaw”) which removed the nine week time restriction on the display of election signs. This change came about due to concerns that the time restrictions may limit the right to freedom of expression in the New Zealand Bill of Rights Act 1990 (“BoRA”).

3. Due to the Bylaw amendment, public sites, including those in local parks and reserves, can now be used for election signs for longer than nine weeks. Signs must relate to a specific election, and must be removed prior to the day of the election. However, there is no limit on the length of time that they can be erected prior to the election.

4. Under section 14 (freedom of expression) of the BoRA everyone has the right to freedom of expression. Under section 5 (justified limitations) of the BoRA the rights and freedoms contained in the Bill of Rights may be subject only to such reasonable limits prescribed by law as can be demonstrably justified in a free and democratic society.

5. Local boards must balance the need to provide adequate advertising locations to allow the democratic process to run smoothly, while ensuring that parks and reserves are not overly encumbered with election signage.

6. Election signs restrict the public use of parks, have an impact on amenity and create potential safety issues. Increasing the amount of time that election signs can be erected for will lead to additional compliance and maintenance costs.

7. Staff recommend that local boards limit the time period for election signs on parks and reserves to a nine week period. This option would still provide for election signs in parks and reserves and meet community expectations. These changes would apply to the upcoming by-elections in February 2018 and any future elections, unless the decision is revisited.

8. A nine week period is also consistent with the Electoral Act 1993, which provides that no limitation contained in a bylaw restricts election advertising for a period of nine weeks prior to a general election. This legislation contemplates that local authorities may seek to limit the display of election signs, but provides an override for a nine week period. Further, a nine week restriction for public sites has been in place in Auckland since the bylaw was made in 2013, and therefore continuation of this restriction is in line with community expectations. The complaint to the Minister of Transport in 2016 concerned private sites, which are not affected by the proposal to reintroduce a time restriction on public sites.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) amend landowner approvals for election signs to provide a nine week time restriction on local parks and reserves identified in the List of Election Sign Sites.

b) request that Auckland Transport’s Traffic Control Committee provide a nine week time restriction for election signs on road reserve to provide a consistency for public sites across Auckland.

c) request that Auckland Transport’s Traffic Control Committee consider updating their List of Election Sign Sites to reflect these time restrictions in accordance with clause 6 of the Election Signs Bylaw 2013.

Comments

Background

9. On 1 August 2017 the Auckland Transport Board amended the Auckland Transport Election Signs Bylaw 2013 (“the Bylaw”). This amendment, among other things, removed the nine week time restriction on the display of election signs.

10. During the 2016 local body election, a private citizen requested the Minister of Transport to disallow the Bylaw under the provisions of the Land Transport Act 1998. This was due to the time restrictions on the display of election signs, the Bylaw breached the right to freedom of expression in the New Zealand Bill of Rights Act 1990 (“BoRA”). The Minister took no action at the time, but required Auckland Transport to review the time restriction in 2017.

11. Prior to the amendment, Auckland Transport consulted with the public and stakeholders. Of the 51 submissions received, 40 disagreed with the proposed removal of the time restriction. They raised concerns over visual pollution issues (loss of amenity if signs remained longer than a nine-week period) and increased safety risk associated with the lack of maintenance and the temporary nature of such signage and supporting structures.

12. Auckland Transport specifies which public sites are suitable for the display of election signs. The report to the Auckland Transport Board (1 August 2017) concluded that time restrictions could be imposed through this process (by only permitting public sites to be used for limited periods of time). This was thought sufficient to address concerns raised by submitters on this issue. Auckland Transport will be seeking feedback from local boards on signage sites prior to the 2019 local body elections. The Auckland Transport website provides a list of the current election sign sites (https://at.govt.nz/about-us/bylaws/election-signs-bylaw/#v).

13. Local Boards have the jurisdiction of local parks and reserves. Prior to the 2016 local body elections, Auckland Transport sought feedback from local boards about the use of local parks and reserves for the use of temporary election signs. Auckland Transport updated the List of Election Sign Sites (located on the Auckland Transport website) following consideration of local board feedback. Due to the Bylaw amendment, these sites, including those in local reserves, can now be used for election signs for periods longer than nine weeks, and this needs review.

Existing issues caused by election signs

14. During the run up to the 2017 general election (1 July 2017 to 29 Sep 2017), council received 131 complaints about election signs. Of those complaints received 63 were about signs being placed in the wrong location, 20 were about oversized signs, 17 raised maintenance issues and 11 complaints were about early placement. There were also a small number of complaints about signs being erected on private property without permission, multiple signs being located on one site and safety hazards. Twenty percent of the complaints were associated with signs on parks and reserves. Community Facilities noted that existing issues with election signs relate to broken signs, which are often abandoned and become an eyesore or hazard.

15. Council staff anticipate that if election signs are erected for a period longer than nine weeks, there will be additional issues with amenity and safety. Safety concerns include risks associated signs collapsing or blowing down and broken hoardings creating hazards like sharp edges.

16. There will also be additional complaints and increased council costs associated with compliance and park maintenance.

Freedom of expression

17. The following analysis of considerations under BoRA has been prepared by council’s Legal and Risk Department.

18. Under section 14 (Freedom of expression) of the BoRA everyone has the right to freedom of expression, including the freedom to seek, receive, and impart information and opinions of any kind in any form. Restricting the time period that parties and candidates for election can erect signs promoting their election campaigns restricts the freedom of expression.

19. Under section 5 (Justified limitations) of the BoRA the rights and freedoms contained in the Bill of Rights may be subject only to such reasonable limits prescribed by law as can be demonstrably justified in a free and democratic society.

20. The section 5 inquiry has been summarised in a leading Supreme Court case (R v Hansen [2007] NZSC 7) as follows:

(a) does the limiting measure serve a purpose sufficiently important to justify some limitation of the right or freedom?

(b) If so, then:

(i) is the limit rationally connected with the objective?

(ii) does the limit impair the right or freedom no more than is reasonably necessary for sufficient achievement of the objective?

(iii) is the limit in due proportion to the importance of the objective?

21. In considering the approach to determining whether a limiting measure impairs a right "no more than is reasonably necessary", the Court of Appeal in Ministry of Health v Atkinson [2012] 3 NZLR 456 endorsed the following approach from a Canadian case:

"The law must be carefully tailored so that rights are impaired no more than necessary. The tailoring process seldom admits of perfection and the courts must accord some leeway to the legislator. If the law falls within a range of reasonable alternatives, the courts will not find it overbroad merely because they can conceive of an alternative which might better tailor objective to infringement. On the other hand, if the government fails to explain why a significantly less intrusive and equally effective measure was not chosen, the law may fail."

22. The Court of Appeal agreed that if there is an alternative option that will have less impact, it does not follow that the option adopted is necessarily outside the range of reasonable alternatives.

Purpose of restriction

23. The purposes of the proposed time restriction on public sites are set out above and can be summarised as:

· minimising the risk to public safety (e.g. signs collapsing or blowing down, broken hoardings creating hazards like sharp edges);

· allowing the public to have access and use of public reserves with minimal disruption;

· maintaining visual amenity in public places; and

· limiting the amount of public expenditure that must be spent on compliance monitoring and enforcement, and the maintenance of parks and reserves.

24. These are legitimate concerns that justify some limitation on the freedom of expression.

Connection with objective

25. The proposed time restrictions are rationally connected with the achievement of these purposes. Limiting the amount of time that an election sign may be displayed (and therefore limiting expression on such signs) is intended to promote and protect public safety and/or amenity, protect access to public parks and reserves, and minimise expenditure on compliance and maintenance.

Restriction no more than reasonably necessary

26. The proposed nine week restriction is a reasonable limit on the freedom of expression for signs in public places. The restriction applies only to signs on the designated public sites. Elections signs may be displayed without time restriction on any private property (including commercial billboards and poster board sites). Further, the election signs to which the restriction applies are located in public places, where there is no general right to have the structure in any event - the bylaw therefore effectively authorises the sign (and the expression) when it would not otherwise be allowed.

27. Election signs are only one means of advertising a candidate or party in an election. Other options open to candidates include the internet (e.g. social media advertising), radio or television advertising, pamphlets, letterbox drops, public meetings, and advertising on vehicles.

28. A nine week period is also consistent with the Electoral Act 1993, which provides that no limitation contained in a bylaw restricts election advertising for a period of nine weeks prior to a general election. This legislation contemplates that local authorities may seek to limit the display of election signs, but provides an override for a nine week period. Further, a nine week restriction for public sites has been in place in Auckland since the bylaw was made in 2013, and therefore continuation of this restriction is in line with community expectations. The complaint to the Minister of Transport in 2016 concerned private sites, which are not affected by the proposal to reintroduce a time restriction on public sites.

29. Given the wide range of advertising and promotional opportunities open to candidates, the proposed restriction on public parks and reserves does not restrict the freedom of expression more than reasonably necessary.

Proportionality

30. Overall, the proposed time restriction is not considered to be a disproportionate limit on freedom of expression, given the importance of the objectives. Ensuring the public safety of park users is a matter of very high importance, and there is also a high amenity value in regulating the proliferation of election signage that occurs prior to every election. A reasonably high level of interference with freedom of expression might therefore be justifiable. In fact, however, the time restriction involves only a reasonably modest limit on freedom of expression. It is a measured response, far from being a blanket ban, and candidates can still promote or otherwise express themselves using other means. The proposed restriction is consistent with community expectations and the Electoral Act, and many other councils around New Zealand similarly restrict election signage, suggesting the proposal is not out of step with what is considered reasonable regulation of election signs that are in or visible from public places.

31. The proposed time restriction is therefore not considered to be inconsistent with the BoRA. Such limits as there are on freedom of expression are reasonable and "can be demonstrably justified in a free and democratic society", in terms of section 5 of that Act.

Options

32. Local boards have the following options available to them, which are discussed in more detail below:

· continue without a time limit on public election signs;

· amend landowner approvals to limit the time period to nine weeks prior to an election;

· amend landowner approvals to limit the time period of shorter or longer than nine weeks; or

· revoke landowner approval for election signs on parks and reserves.

33. The pros and cons of each approach are provided in Table 1.

Option 1 - Continue without a time limit on public election signs

34. Under the do nothing option, local boards would continue to allow use of the parks and reserves as provided for in the List of Election Sign Sites. There would be no time limit on how long the signs could remain on parks and reserves. Staff do not recommend this option.

Option 2 - Limit time period to nine weeks on parks and reserves

35. Under this option, election signs on parks and reserves would be limited to a time period of nine weeks before the election date. This would be consistent with the timeframes that local boards agreed to when Auckland Transport sought feedback on the sites in the List of Election Sign Sites. It is also consistent with the time limitations imposed during the general elections. This option would still provide for election signs in parks and reserves and meet community expectations (as the nine week time period has been past practice).

36. If this option was selected, local boards would need to request that Auckland Transport to resolve to update the list sites that are suitable for the display of election signs under clause 6 of the Bylaw.

37. Staff recommend that the Local Board adopt this option.

Option 3 - Amend landowner approvals to limit the time period of shorter or longer than nine weeks

38. Under this option election signs on parks and reserves would be limited to a time period, with the length determined by the local board. The key disadvantage of this proposal is that if different sites have different time limits, this could lead to confusion for candidates and the public and lead to inadvertent non-compliance, therefore it is not recommended

39. As with option two, local boards would need to instruct Auckland Transport to resolve to update the list sites that are suitable for the display of election signs under clause 6 of the Bylaw.

Option 4 - Revoke landowner approval for election signs on parks and reserves

40. Under this option, landowner approval for election signs on parks and reserves would be revoked. While this option would remove the impacts of election signs on parks and reserves, it would also reduce the available locations for election signs, therefore it is not recommended.

Table 1 – Pros and cons of options for election signs on parks and reserves

Pros

Cons

Option 1 – Continue without a time limit on public election signs

· Consistent administration of the Bylaw across local boards

· Opportunity to update time limits is provided when Auckland Transport undertakes a review of public election sign sites.

· Provides the opportunity for candidates to erect signs at any time, and retain them there until the day prior to the election.

· Potential to “privatise” parks and reserves where signage is located over extended periods of time.

· Potential to increase maintenance costs (e.g. mowing around signage).

· Potential to increase the compliance costs of administering signage under the Bylaw.

· Increased risk to safety due to the temporary nature of signage and decay of signs over time.

· Increased opportunity to progressively impact on amenity, where signs become scruffy from prolonged exposure to the elements.

· Increased chance of public dissatisfaction and complaints.

Option 2 - Limit time period to nine weeks on parks and reserves

· Continues the status quo (prior to the Bylaw change), and is consistent with community expectation.

· Limits the adverse impacts of signage (visual amenity, safety).

· Limits the impact on maintenance contracts (e.g. mowing around signs).

· Limits safety and amenity concerns to a nine week timeframes.

· Consistent with the nine week Electoral Act timeframe.

· Small loss of amenity and use of parks and reserves due to election signage over a short period of time.

· Needs Auckland Transport to also impose a nine week time limit on road reserve to ensure consistency.

Option 3 - Amend landowner approvals to limit the time period of shorter or longer than nine weeks

· Limits the adverse impacts of signage (visual amenity, safety).

· Limits the impact on maintenance contracts (e.g. mowing around signs).

· Limits safety and amenity concerns to a short timeframe.

· Inconsistent timeframe across local board areas would be confusing for candidates, the public and council staff.

· If the timeframes are shortened significantly, there may be freedom of expression implications under the BoRA.

Option 4 - Revoke landowner approval for election signs on parks and reserves

· Removes any effects caused by election signs on parks and reserves.

· The number of public places for election signs is decreased across the Auckland region.

· If there are very limited election sign locations, there may be freedom of expression implications under the BoRA.

41. Option 2 is the preferred option because it continues to provide for election signs on parks and reserves and is consistent with what local boards have previously agreed when making previous decisions on placement of election signs.

42. The inclusion of a nine week time limit provides some consistency with the Electoral Act. During the nine weeks before polling day the display of election advertisements are not subject to prohibitions imposed in other enactments or in bylaws imposed by local authorities.

43. Staff also consider that a consistent approach to time limits across all local board areas is important. This is because it will provide consistent rules and messaging across the region for candidates, the public and council staff.

Consideration

Local board views and implications

44. This report seeks direction from the local board on whether or not to impose a timeframe on election signs in parks and reserves under the Auckland Transport Election Signs Bylaw 2013. All local boards are considering the report to ensure there is a consistent set of rules for election signs across Auckland.

Māori impact statement

45. The impacts associated with election signs are considered to have a similar impact on Māori compared to the general population. There has been no specific engagement with iwi or mana whenua as part of this report.

Implementation

46. Information provided to candidates for the upcoming February 2018 by-elections will include the location of public election sign sites and time restrictions agreed by local boards and Auckland Transport.

47. These changes would apply to the upcoming by-elections in February 2018 and any future elections, unless the decision is revisited.

Attachments

There are no attachments for this report.

Signatories

Authors

Carol Stewart - Principal Policy Analyst

Authorisers

Anna Bray - Policy and Planning Manager - Local Boards

Carol McKenzie-Rex – Acting Local Board Service Manager

Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

Auckland Council’s Quarterly Performance Report: Ōtara-Papatoetoe Local Board for quarter one, 1 July - 30 September 2017

File No.: CP2017/22413

Purpose

1. To provide Ōtara-Papatoetoe Local Board with an integrated quarterly performance report for quarter one, 1 July to 30 September 2017.

Executive summary

2. This report includes financial performance, progress against local board key performance indicators, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2017/2018 work programme.

3. Of significance this quarter,

· The Ōtara Cube was activated by a number of artists.

· At Fresh Gallery, highlights included a Korowai weaving workshop held by Kimberley Inoca during Matariki festival.

· Ōtara Town Centre is now the safest centre in South Auckland (based on police intelligence). This is attributed to active CCTV monitoring, the ambassador programme and the efforts of the Otara Town Centre management team.

· The funding agreement with the Papatoetoe Historical Society for 2017/2018 was executed.

· The four libraries worked together to deliver programmes for the July school holiday activities with the theme "What lies beneath.”

4. The snapshot (Attachment A), indicates performance against the agreed 2017/2018 work programmes is tracking positively, at this early stage of the year.

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (Attachment B). Most items are reported as ‘green’ status (on track). Eleven items have ’amber’ status (some risk or issues, which are being managed). Five have a ‘red’ status (behind delivery, significant risk), of which the most significant are:

· 2290 FY18 renew park signs - ($14,040): This project has been deferred to future years as there was insufficient budget to deliver it within this financial year.

· 2280 & 2281 Hayman Park - renew assets ($174,000) and skatepark ($245.000): On hold pending timeframe for development of wider playspace.

· 2284 Manukau Sports Bowl - renewals ($245,460.) The renewal of the velodrome and future of the Manukau Sports Bowl is being reviewed by stakeholders and Panuku Development Auckland.

6. Financial operating performance is over budget year to date particularly in operating expenditure for the Rima parks contract. Operating revenue is unfavourable in recreation and leisure, as memberships and revenues have continued to under-perform, and compared to this quarter last year, there is a 9.2% decrease in attendance. Capital spend is behind budget delivery following a particularly wet winter causing some delays. Spend so far is a continuance of projects, particularly Te Puke Ōtara facility upgrade, Colin Dale Park development and the East Tāmaki Reserve renewals. Attachment C contains further detailed financial information.

7. For quarter one, a year-end outlook is provided, based on the results of 2016/17 or any changes to the outlook based on results available. These are explained further in the report.

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the performance report for the financial quarter ending 30 September 2017

b) approve the implementation plan for 2017/18 ACE work programme #620 Capacity building - neighbourhood development, and release the funds accordingly.

Comments

8. The Ōtara-Papatoetoe Local Board has an approved 2017/2018 work programme for the following operating departments:

· Arts, Community and Events; approved on 20 June 2017

· Parks, Sport and Recreation; approved on 6 June 2017

· Libraries and Information; approved on 6 June 2017

· Community Facilities: Build Maintain Renew; approved on 20 June 2017

· Infrastructure and Environmental Services; approved on 20 June 2017

· Local Economic Development; approved on 18 July 2017.

Key achievements for quarter one

9. The Ōtara-Papatoetoe Local Board has a number of key achievements to report from the quarter one period, which include:

· The Ōtara Cube was activated by Pascal Atiga-Bridger’s live demonstration and flag making workshop, John Crouch’s installation of paintings, MIT student Teaui Wichman-Rairoa’s use of digital and screen printing to create prints and t-shirts, and local artist Ropati Perry Ah Chong’s "Land of Milk and Money" that made a bold statement by utilising the Cube and medical centre windows to illustrate the power of money.

· At Fresh Gallery, highlights included a Korowai weaving workshop held by Kimberley Inoca during Matariki festival, a month long school holiday arts workshop, and a VIP event for the Pacific Fusion Fashion Show.

· Otara Town Centre is now the safest in South Auckland (based on police intelligence). This is attributed to active CCTV monitoring, the ambassador programme and the efforts of the Otara Town Centre management team in actively addressing local safety issues.

· The funding agreement with the Papatoetoe Historical Society for 2017/2018 has been executed. During Q1, 942 people participated in 27 programmes delivered by the society, 1 of which had a Maori outcome.

· The four libraries worked together to deliver programmes for the July school holiday activities with the theme "What lies beneath."

Key project updates from the 2017/2018 work programme

10. The following are progress updates against key projects identified in the Ōtara-Papatoetoe Local Board and/or Local Board Agreement:

a) Installation of field lighting at James Watson Park (item 3025.) This project has been completed.

b) Business Improvement District bulk funding (item 621): during quarter one staff worked with BIDs to develop their accountability reports for 2016-2017. These will be reported to the board in quarter two.

c) Community Facilities Maintenance Contracts (item 1706): The new full facilities contract started on 1 July. The relatively high rainfall (e.g. July 120-149 per cent of norm) has presented some challenges, including preparing for the summer sports season. There have also been ongoing challenges with security gates and litter bins, which staff are focusing on resolving. Replacement tree planting was completed over July/August. The first quarter saw commencement of site assessments and the preparation of restoration plans for sites of ecological high value, working with other council departments and understanding volunteer activity on sites.

Risks identified in the 2017/2018 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, or ’amber’ status – some risk or issues, which are being managed. Items on track are ‘green.’

12. For quarter one, there are five red items, eleven amber, and all the rest are green. The red and amber items are:

Red

a) 2290 FY18 renew park signs – ($14,040): This project has been deferred to future years as there was insufficient budget to deliver it within this financial year. Staff will still try to deliver them earlier if it’s possible under the risk adjusted programme.

b) 2280 & 2281 Hayman Park - renew assets ($174,000) and skatepark ($245.000): On hold pending timeframe for development of wider playspace, taking into account the staged development of Hayman Park.

c) 2284 Manukau Sports Bowl – renewals ($245,460.) The renewal of the velodrome and future of the Manukau Sports Bowl is currently being reviewed by stakeholders and Panuku Development Auckland. Renewal to be programmed for future years.

d) 3148 Otara Papatoetoe - renew paving FY17 ($22,000.) This item has been bundled with Otara Creek Esplanade, now in Item 2287.

Amber

e) 1088 Leisure facilities operation programme: Ōtara Pool and Leisure Centre has experienced a 9.2% decrease in visitor numbers for Q1 in comparison to this time last year. Fitness, recreation and aquatic visits have decreased. Te Puke o Tara has closed for refurbishment and will reopen early 2018. This has meant less foot traffic in the centre and has impacted visitor numbers. Recreation programmes and pre-school swimming lessons have reduced due to a diarrhoea outbreak in the local area.

f) 1473 Ngati Otara Park: multisport and Marae facility ($921,398): See separate report asking local board for direction on a proposed change in the staging of the project.

g) 3153 Papatoetoe Skills shed and Otara Skills shed - install fence ($107,000): Delay due to service requirements needing to be defined by Community Services.

h) 2282 Hayman Park Stage 1 - develop park ($1,000,000.) Physical works budget to be confirmed, and reported back to the local board for the programme to commence. Next steps: Finalise the design and confirm budget requirements. Present to local board for approval. Secure funding from Panuku.

i) 1279 Information and lending services - The number of library items borrowed has decreased by 13 per cent. The number of eBook and eMagazine issues continue at a regional level of 11 per cent of items borrowed regionally.

j) 1288. Manukau Harbour Forum ($8,000.) The forum is yet to agree its full work programme. A report was to be considered by the forum at its meeting on 20 October 2017.

k) 1847 Ōtara Senior Citizens Club Hall – Leasing on hold until renewal of the kitchen is completed this financial year. Contractor has viewed the property, discussed the scope of works and is working on costings for consideration.

l) 1837 Scout Association of NZ (Papatoetoe East): Leasing on hold, until staff are able to meet with the new National Property Manager regarding a multi-premises lease.

m) 1852 The Chambers, 35 St George Street, Papatoetoe – Expression of interest process undertaken and initial assessments of applications done. Renewal project to be undertaken in 2018 so leasing of the spaces is now on hold.

n) 1853 The Depot, 91 Cambridge Terrace, Papatoetoe - Local board direction on interim lease arrangements is requested. This will be reported separately.

o) 1854 Vaka Manu’kau Niue Community Trust – Leasing on hold awaiting renewal of land owner approval for the proposed new community building (reported to board October 2017).

Implementation plan for #620 Capacity building - neighbourhood development

13. ACE work programme #620 (Capacity building - neighbourhood development - $36,000) is to fund community organisations and networks to develop their capacity and capability to respond to identified local needs and aspirations; promote neighbourhood development; and co-ordinate community-led solutions to local needs and aspirations.

14. The board asked for an implementation plan, to be approved by the board before the work proceeds. Attachment E contains a draft implementation plan for the board’s consideration.

15. The implementation plan sets out the description, benefits, deliverables, timeframes, costs and measures for the 2017/18 ACE work programme activities for item 620.

16. Community Empowerment Unit staff presented the draft implementation plan at the local board workshop on 3 October. The plan reflects and addresses all comments and requests received from the local board members, summarised in the table:

Local board comment / request	Addressed in implementation plan
Possible overloading of one person	All recipients are required to provide a list of their office bearers (see “Measures” in plan)
Where does the money go / indication of where money is spent	All recipients are required to provide budgets with clear accountability of expenditure (see Measures)
Neighbours Day could be combined with Neat Streets, across LB area	Negotiations with 3^rd Avenue encourage wider collaboration eg Neat Streets (Quarter Two)
Environment and Infrastructure Dept to be invited and kept up-to-date with community meetings	All recipients are required to provide schedules of community events forwarded to local board members (see Measures)

17. Community Empowerment Unit staff believe this to be a great opportunity for new and established local community organisations and networks to build their capacity and neighbourhoods in line with the empowered communities approach.

Financial performance

18. Operating expenditure is 9% over budget. In Locally Driven Initiatives (LDI Opex) community services, there is underspend overall with no current issues as some projects are yet to commence. In Local parks, budgets are 25% overspent mainly for the Rima parks contract. This is the first set of accounts for this project and it is expected that it will take at least a full year to collect stable and more predictable costings for budgets for the Long Term Plan. Over the 21 local boards there are variances both under and over budget producing a favourable variance.

19. Revenue in leisure and recreation services continues to struggle, and for the fitness, recreation and aquatics areas is 12% below budget. ECE subsidies are down $28%.

20. Capital spend for the year is behind budget delivery. Spend so far is a continuance of projects, particularly Te Puke o Tara facility upgrade, Colin Dale Park development and the East Tamaki Reserve renewals.

21. There is $502,000 of Locally Driven Initiative Capex funding still to be allocated by the local board. Options are under consideration.

22. The Ōtara-Papatoetoe Local Board Financial Performance report is in Appendix C.

Key performance indicators

23. 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 information on the performance measure year-end outlook for Otara-Papatoetoe Local Board's measures, showing how we are tracking after the first quarter of FY18.

24. The year-end outlook is that 60 per cent of measures will not achieve target.

25. Currently all performance measures are being reviewed as part of the development of the 2018-2028 Long Term Plan.

26. For the first and second quarter we will be providing the year-end outlook based on the results of 2016/17 or for any changes to the outlook based on results available. In the third quarter we will be in a better position to accurately project the year-end outlook for all measures. This is because the frequency of most measures is annual as data is collected through surveys.

LDI Capex programme update

27. Attachment F is an update on the board’s Locally Driven Initiative Capex (LDI) programme. The update covers the board’s three year LDI capex programme from FY2015/16 through to the end of October FY2017/18.

28. It provides an update on each formally resolved LDI capital funded project and a summary of proposed projects. These proposed projects will come back to the board for either approval to progress the scoping phase or to seek formal approval of LDI funding to progress delivery.

Consideration

Local board views and implications

29. This report informs the board of the performance for the quarter ending 30 September 2017.

Māori impact statement

30. In September 2016 the board resolved to support in principle the recommendations from the Māori input into local board decision making co-design group of mana whenua and local board representatives, and allocated funding to support implementation. This will support the local board and mana whenua to engage positively and in collaborative partnership. Implementation work is ongoing.

Implementation

31. The Local Board will receive the next performance update following the end of quarter 2, December 2017.

Attachments

No.	Title	Page
a ⇩	Work programme snapshot	231
b ⇩	Work programme update	233
c ⇩	Financial performance	253
d ⇩	Key performance indicators	261
e ⇩	Implementation plan #620 Neighbourhood development	263
f ⇩	LDI Capex programme update	265

Signatories

Authors	Neil Taylor – Acting Relationship Manager
Authorisers	Neil Taylor - Acting Relationship Manager

Ōtara-Papatoetoe Local Board

21 November 2017

LDI Allocation: CEU 2017/2018 Ōtara-Papatoetoe – 620 Capacity building – Neighbourhood development

Initiative name	Build capacity – Neighbourhood development	Lead	Natia Tucker
Date prepared	10/10/2017	Lead / Manager	Manu Pihama

Description	Fund community organisations and networks to: · Develop their capacity and capability to respond to identified local needs and aspirations · Promote neighbourhood development · Co-ordinate community-led solutions to local needs and aspirations
Benefits	· increased capacity and capability of communities to lead and do for themselves · more connected communities · communities will participate more actively in community life and local matters of interest
Deliverables	· Regular community network meetings held in Ōtara and in Papatoetoe · Neighbourhood development activities to connect up community residents in Otara and in Papatoetoe · 1 x series of capacity building workshops · Neighbours Day events in 2018
Timeframe	· Quarter one: · Develop an implementation plan and submit to the local board for feedback in October 2017. · Finalise funding to Ōtara Network Action Committee (ONAC) and Age Concern Counties Manukau for community network hui and programmes in Ōtara and Papatoetoe respectively. · Quarter two: · Present implementation plan to be included in a report from Neil Taylor and secure local board resolution for initiative to proceed. · Negotiate to include local board specifications with Thriving Ōtara Collective for the Ōtara neighbourhood development and finalise funding agreement. · Negotiate to include local board specifications into funding agreement with Indian Wardens for Papatoetoe neighbourhood development to include list of office bearers and to finalise funding agreement. · Negotiate to include local board funding specifications with Ngāti Tamaoho for the series of capacity building workshops, and to finalise funding agreement. · Negotiate to include local board funding specifications with 3^rd Avenue to empower The Ōtara-Papatoetoe Squad (TOPS) for delivering to the Neighbours Day work programme line and to encourage wider collaboration e.g. Neat Streets. Finalise funding agreement with 3^rd Avenue. · Regular scheduled catch-ups with contractors to monitor progress of work programme. · Quarter three: · Deliver the series of capacity building workshops. · Deliver Neighbours Day work programme line. · Regular scheduled catch-ups with contractors to monitor progress of work programme. · Quarter four: · Receive final accountability reports from ONAC, Age Concern Counties-Manukau, Thriving Ōtara Collective, Indian Wardens, Ngāti Tamaoho, 3^rdAvenueby 31^st August 2018) · Regular scheduled catch-ups with contractors to monitor progress of work programme.
Cost / Resources	· $1,000 to ONAC to deliver on regular Ōtara community network meetings · $1,000 to Age Concern Counties-Manukau for Papatoetoe community network meetings · $10,000 to Thriving Ōtara Collective for delivering to neighbourhood development in Ōtara. · $10,000 to Indian Wardens for Papatoetoe neighbourhood development · $10,000 to Ngāti Tamaoho for delivering on series of capacity building workshops · $4,000 to 3^rdAvenue for Neighbours Day Aotearoa activities · Total $36,000
Measures	· Budgets with clear accountability for expenditure; schedules of community events forwarded to local board members, lists of contractors’ office bearers · Participant numbers and feedback from all activities hosted by contractors

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

No.	Title	Page
a ⇩	Workshop Notes - 3 October 2017	285
b ⇩	Workshop Notes - 10 October 2017	289
c ⇩	Workshop Notes - 24 October 2017	293
d ⇩	Workshop Notes - 31 October 2017	297

Authors	Carmen Fernandes - Democracy Advisor
Authorisers	Neil Taylor - Acting Relationship Manager