Agenda of Kaipātiki Local Board

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

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

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Kaipātiki Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 13 December 2017, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

There were no notices of motion.

Kaipātiki Local Board

21 February 2018

Uruamo Marae Project Feasibility Study

File No.: CP2018/00962

Te take mō te pūrongo / Purpose of the report

1. To endorse the Uruamo Maranga Ake Marae (Beach Haven) Feasibility Study and support Shepherds Park Reserve being the preferred site option.

Whakarāpopototanga matua / Executive summary

2. The Uruamo Maranga Ake Marae Committee (the marae committee) met with the Kaipātiki Local Board in November 2015 to present their case for a marae in Beach Haven. Following this meeting the marae committee drafted an expression of interest to complete the study with support from staff.

3. The local board has allocated a total of $45,000 from its locally driven initiatives budget to fund a feasibility study for the development of a marae.

4. The study was to determine the feasibility of building a marae in the Beach Haven community. This was in response to a collective vision of local Māori who wished to develop a cultural heart for their wider community. In December 2016, Rau Hoskins of design TRIBE Limited was contracted to conduct the feasibility report.

5. The feasibility study covered site options, design and architectural form, project development, funding options, business planning with financial analysis, risks and mitigations and community consultation including mana whenua and iwi (refer Attachment A).

6. The study identified and investigated four sites in the Beach Haven area. A specific portion of Shepherds Park Reserve has been identified as the most suitable location for the marae.

7. The feasibility study shows there is a strong case for the development and build of a marae in the area and supports the next stage of marae development.

Ngā tūtohunga / Recommendation/s

That the Kaipātiki Local Board:

a) endorse the Uruamo Maranga Ake Marae Feasibility Study

b) support in principle the Uruamo Maranga Ake marae development project as outlined in the feasibility study as presented in Attachment A to the agenda report, and request staff work with the Uruamo Maranga Ake Marae Committee to investigate the preferred site option of Shepherds Park for the purpose of building a marae.

Horopaki / Context

8. On 8 June 2016 the Kaipātiki Local Board allocated up to $30,000 from its locally driven initiatives budget to the Kaipātiki Community Facilities Trust, as the umbrella organisation on behalf of Uruamo Maranga Ake, to complete an independent feasibility study of the proposed Beach Haven marae to be reported back to the board by March 2017 (resolution number KT/2016/53).

9. An expression of interest (EOI) was created to respond to a marae being established in response to a collective vision of local Māori aspirations (refer Attachment B).This EOI was conducted to find a suitable candidate to produce a feasibility study.

10. The four outcomes as part of the EOI were to:

· identify the architectural form and location of the marae that would meet demand and maximise opportunities and revenue for the services offered;

· identify all the costs associated with providing the architectural form of the marae that would maximise demand and how these costs can be met;

· understand the potential non-financial risk factors to the marae and provide guidance how to best mitigate these; and

· identify the management structure, timeline and process that will enable the marae to be built and managed to maximise its potential use.

11. In December 2016 design TRIBE Limited was contracted to conduct the study. Design TRIBE Limited identified the following three objectives to be addressed in their study:

· ascertain the need for the development of the proposed marae facilities;

· determine the scope and viability of the development; and

· propose a conceptual building design.

12. On 17 May 2017 the local board agreed to fund an additional $15,000 from its 2016/2017 locally driven initiatives operational response funds, to complete the feasibility study for the Beach Haven Marae project (resolution number KT/2017/54).

Tātaritanga me ngā tohutohu / Analysis and advice

The feasibility study

13. The key topics covered in the feasibility report are as follows:

· evidence of consultation with mana whenua to support the marae construction;

· the desire by local Māori to achieve cultural aspirations and community feedback ;

· evidence to support Shepherds Park Reserve as the preferred site;

· a visual design and architectural form of the marae with site configuration to include a whare hui, whare kai, whare wananga and potential use of waka;

· estimated costs for the build;

· business plan and revenue opportunities;

· potential funding opportunities; and

· income generating revenue options.

14. The key findings for this study were that:

· the Uruamo Maranga Ake marae design and development will address contemporary urban and traditional facility needs, car parking and waka culture;

· there has been substantial community consultation at this stage, which is in strong support of the marae in Beach Haven;

· the estimated costs for the entire marae complex is approximately $7 million (excluding Goods and Services Tax (GST));

· there are viable funding options pending the approval of the next stage of the marae build – including the Lottery Marae Heritage and Facilities Fund and Foundation North funding;

· there are many post-build revenue options for financial sustainability outlined in the study, which are from a variety of revenue sources. Research has shown that urban marae are self-sustaining financially; and

· the most suitable location for the marae is the portion of Shepherds Park Reserve at the Cresta Avenue entrance of the park.

15. The feasibility study outlines the information necessary for council staff to be confident to proceed forward to the next stage of marae development.

16. The following council departments or teams have been engaged for guidance and advice around the project: the Community Empowerment Unit in Arts, Community and Events, Parks, Sport and Recreation, Stakeholder and Land Advisory and Investigation and Design in Community Facilities, Infrastructure and Environmental Services and Te Waka Angamua (Māori Strategy and Relations.)

17. Staff are satisfied that the recommendations outlined by design TRIBE below which address the work to be covered in the next stage of the marae development project:

· Shepherds Park Reserve as the preferred site;

· a fundraising and funding strategy plan be developed;

· to constitute a marae development committee to oversee all legal, statutory, fundraising and consent processes are in place;

· that the marae development committee provide an elementary risk management plan;

· that there is robust governance and operational management systems in place;

· integrate accountability into planning;

· ensure that future fund prospecting is ongoing;

· progress review phases established at each stage of the project;

· schedule control mechanisms to optimise resources, in order to create flexibility in the workflow and address any gaps or issues throughout the project; and

· engage a project manager to support the next stage of the project.

18. Following analysis of the feasibility study and discussions with staff it is recommended that a project manager and planning consultant be engaged to support the next stage of the project. The marae committee has confirmed that this is a priority component to engage for the next stage of the project and that they have the required resources to engage both a project manager and a planning consultant. Support at a governance level was also discussed, and the committee is committed to instituting support of these roles.

Shepherds Park Reserve

19. The feasibility study identifies Shepherds Park Reserve as the preferred site option due to its location, access and size.

20. The site is currently occupied by Kaipātiki Community Facilities Trust, who have offered to vacate the existing depot on the provision that they would have access to a maintenance facility which would be integrated into the marae development.

21. Three other potential sites have been investigated previously: Eskdale Road Pony Club, Kahikatea Reserve and Tui Park. It was found that all three would be unsuitable because of existing occupants and infrastructure at each site.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

22. The marae development committee and design TRIBE presented the feasibility study at a local board workshop on Wednesday 31 January 2018.

23. At a local level the marae has been seen as a valuable investment in the Kaipātiki community. This has been noted through consultation with various community groups within the community and wider mana whenua groups in Auckland.

24. Council’s Paeurungi Te Waka Tai-ranga-whenua team supports the organisation to deliver on the Auckland Plan outcome: a Māori identity that is Auckland’s point of difference in the world.

25. Regionally there are ten marae identified that are located on reserve land, which provide a range of learnings. As part of the work being done by Te Waka Tai-ranga-whenua some of these learnings can be associated with:

· future proofing, for example papakaianga housing, including Reserves Act classification and Unitary Plan zoning ensure the regulatory and overall planning framework is looked into as part of marae development process;

· limitations of land use, which in this case can be investigated as part of the resource consenting process - especially in relation to housing, educational and health uses for the facilities;

· open space planning and Unitary Planning provisions are for reserve site use, which can enable or constrain reserve usage in the future;

· retrospective planning for things like parking consent and how this may or may not affect how the reserve space is used by marae, and how this can mitigated during the planning stage of the marae development;

· clear articulation of egress and access needs in relation to building design has been another area of problem solving for some other urban marae developments; and

· equity and opportunity for leasing of reserves for cultural activities and how this is defined by current council processes.

26. These learnings can support the local board in becoming familiar with the process and protocol of building a tikanga Māori driven facility on reserve land, and what some of the barriers and issues that can be faced, as well as the opportunities and social gain that can be given well out into the future from the establishment of the marae in Beach Haven.

27. The feasibility study aligns with the following Kaipātiki Local Board Plan 2017-2020 outcomes:

· outcome one: our people identify Kaipātiki as their kainga;

· outcome two: our natural environment is protected for future generations to enjoy; and

· outcome three: our people are active and healthy.

28. The local board has also included working with the community on the development of the marae in the local board plan.

Tauākī whakaaweawe Māori / Māori impact statement

29. Wide and deliberate consultation has been conducted and feedback collected through the study to be inclusive of local mana whenua and mataawaka views and aspirations during the entire process of the study.

30. Research findings were included in the study to understand the beneficial outcomes for communities in regards to an increasing and important role marae play in urban settings. This research also talks to the responsibility that can be taken through the establishment of marae to help connect a growing young urban Māori population. These findings were commissioned by the Lottery Grants Board in 2010/2011:

· providing a heart for a community; space for the community to be together, to relate to one another and to build community cohesion and enhance participation;

· retaining an essential, accessible service for the community to ensure ongoing community wellbeing;

· hope and revival of the marae; and

· Papatūānuku: connection to the land.

Ngā ritenga ā-pūtea / Financial implications

31. There are no financial implications for the local board in endorsing the feasibility study.

32. The return on investment for sponsoring the feasibility study has been outlined in the feasibility study in line with financial, cultural and social return.

33. The feasibility study outlines the potential revenue sources from operational activity to sustain the operating of the marae into the future.

34. Costs for next steps of the marae development, including the proposed project manager role, has been acknowledged by the marae committee. The costs will be covered by other funding options, including the council-led cultural initiative fund, which the committee was successful in securing $98,000 through Te Waka Angamua.

35. All appropriate development work, including business case development, will be considered and actioned during the planning phase of the development as expected of any major building project. These are articulated in the recommendations in the feasibility study.

Ngā raru tūpono / Risks

36. There are no risks associated with endorsing the feasibility study.

37. Risks associated with the marae development are outlined in the feasibility study as well as recommending that the marae development committee develop a risk management plan to inform the range of activities required to bring the project from a proposal to a built reality.

38. Without the support of the local board the marae committee will be unable to progress a landowner approval application for Shepherds Park Reserve.

Ngā koringa ā-muri / Next steps

39. If the local board agrees to support the next stage of the marae development the marae development committee will discuss the build process more thoroughly with appropriate council departments such as planning, recreation, parks, legal and land use advisory to proceed with the project.

40. The marae development committee will also:

· review partnering with a mana whenua group to tautoko this mataawaka groups project;

· consider the appointment of a Marae Project Manager and Planning Consultant; and

· provide six monthly updates to the local board.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Uruamo Maranga Ake Marae Feasibility Study FINAL 2018	13
b ⇩	EOI Beach Haven Marae	67

Ngā kaihaina / Signatories

Authors

Challen Wilson – Strategic Broker, Arts, Community and Events

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Eric Perry - Relationship Manager

Kaipātiki Local Board

21 February 2018

PDF Creator

Kaipātiki Local Board

21 February 2018

Local Board Services Monthly report - February 2018

File No.: CP2018/00910

Te take mō te pūrongo / Purpose of the report

1. The purpose of this report is to provide recommendations for matters requiring the board’s attention in the following areas:

· Transport

· Community Services, and

· Governance.

Whakarāpopototanga matua / Executive summary

2. The Regional Land Transport Plan (RLTP) is the key strategic document that sets out how transport delivery agencies intend to respond to growth and other challenges facing Auckland over the next 10 years. Auckland Transport is holding targeted consultation on the draft RLTP with key stakeholders on 7 and 9 March 2018. It is recommended that the Kaipātiki Local Board nominate a member, and an alternative, to present its indicative views on the draft RLTP on 7 March 2018.

3. The Kaipātiki Local Board supports the commemoration of Australia and New Zealand Army Corps (ANZAC) Day with three services in the Kaipātiki local board area. This report recommends that members are allocated to various roles at the respective services.

4. Council is in the process of developing its 10-year Budget 2018-2028 and it must be adopted by 30 June 2018. In order to meet the required timeframes for local board input it is recommended that the board agree to hold the following extraordinary meetings:

· 9:30am on 9 May 2018 at the Kaipātiki Local Board office (90 Bentley Avenue, Glenfield) for the purpose of considering 10-year Budget 2018-2028 consultation feedback and agreeing final Locally Driven Initiative funding priorities, advocacy points, and other related financial matters.

· 9:30am on 6 June 2018 at the Kaipātiki Local Board office (90 Bentley Avenue, Glenfield) for the purpose of agreeing the 2018/2019 local board agreement and fees and charges.

5. In accordance with the agreed meeting schedule, the April 2018 Community Forum meeting is to be held on the fourth Wednesday of the month, 25 April 2018. As this date is recognised as Australia New Zealand Army Corps (ANZAC) day, it is recommended that the board reschedule this meeting to the following evening, Thursday 26 April 2018, commencing at the ordinary time of 6:00pm.

Ngā tūtohunga / Recommendation/s

That the Kaipātiki Local Board:

a) nominate a member, and alternative, to present its indicative views on the draft Regional Land Transport Plan on Wednesday 7 March to representatives of Auckland Transport.

b) nominate members to prepare the board's views on the draft Regional Land Transport Programme, noting the board will have the opportunity to consider and resolve its formal feedback at its 21 March 2018 business meeting.

c) nominate a member for each of the following roles at the forthcoming Australia and New Zealand Army Corps Day services :

i) Birkenhead 10.00am - Master of Ceremonies and a wreath layer

ii) Northcote 10.45am - Master of Ceremonies and a wreath layer

iii) Glenfield 11.30am - member to read out the Australia New Zealand Army Corps Day Dedication and a wreath layer.

d) empower the Chairperson to appoint a replacement board member in the event that any member is unable to take their position at the Australia and New Zealand Army Corps Day services as outlined in recommendation c) above.

e) agree to hold an extraordinary meeting at 9:30am on 9 May 2018 at the Kaipātiki Local Board office,90 Bentley Avenue, Glenfield, for the purpose of considering 10-year Budget 2018-2028 consultation feedback and agreeing final Locally Driven Initiative funding priorities, advocacy points, and other related financial matters.

f) agree to hold an extraordinary meeting at 9:30am on 6 June 2018 at the Kaipātiki Local Board office, 90 Bentley Avenue, Glenfield, for the purpose of agreeing the 2018/2019 local board agreement and fees and charges.

g) agree to reschedule its 25 April 2018 community forum meeting to Thursday 26 April 2018, commencing at 6:00pm, as it is currently scheduled to be held on Australia and New Zealand Army Corps Day.

Horopaki / Context

6. This report addresses procedural matters that require local board direction.

Tātaritanga me ngā tohutohu / Analysis and advice

Draft Regional Land Transport Plan

7. The Regional Land Transport Plan (RLTP) is the key strategic document that sets out how transport delivery agencies (Auckland Transport, New Zealand Transport Agency and Kiwirail) intend to respond to growth and other challenges facing Auckland over the next 10 years. It sets out a programme of capital and operational projects to be delivered over the life of the RLTP.

8. A new RLTP will be adopted in 2018. The draft of the RLTP will be consulted on in parallel with Auckland Council’s 10-year Budget 2018-2018 in the period 28 February to 28 March. The local board will have the opportunity to consider and resolve its formal feedback at its board meeting on 21 March 2018.

9. Elected members attending local10-year Budget Have Your Say events may find the public may wish to present their views on the draft RLTP at these events. Such views will help inform the board’s own representations on behalf of its community.

10. Auckland Transport will also hold a targeted consultation with key stakeholders on 7 and 9 March 2018. The Kaipātiki Local Board has been offered a presentation slot of 3 pm (for 20 minutes) on Wednesday 7 March.

11. At the time of drafting this report the content of the draft RLTP in not known. The draft RLTP will be open for public consultation on the 28 February 2018. It may be challenging to understand the full implications for the Kaipātiki community prior to the 7 March key stakeholder consultation. Notwithstanding this the 2018 Kaipātiki Local Board Plan provides a strong basis from which to present the Kaipātiki community’s preferences and priorities for Auckland Transport. The Local Board Plan objectives under the outcome “Getting to and around Kaipātiki is easy” are:

· More people choose to take public transport, walk or cycle to get to work, school or go about their daily lives.

· Our public transport network is affordable, accessible, reliable and efficient – connecting our people to where they need to go.

· Our roads are well maintained and, where possible, prioritise cycling and pedestrian connection, buses and multi-purpose care use.

· The Kaipātiki Connections Network Plan delivers walking and cycling links through the local board area.

12. It is recommended that the Kaipātiki Local Board nominate a member, and an alternative, to present its indicative views on the draft RLTP on Wednesday 7 March to representatives of Auckland Transport. It is also recommended that the board nominates members to prepare the board's views on the draft RLTP in advance of the 7 March presentation, noting the board will have the opportunity to consider and resolve its formal feedback at its 21 March 2018 business meeting.

Australia New Zealand Army Corps Day Services 2018

13. The Kaipātiki Local Board supports the commemoration of Australia and New Zealand Army Corps (ANZAC) Day with three services in the Kaipātiki local board area. The detail of each service, including the roles required to be fulfilled by board members, is outlined below:

· Birkenhead 10.00am - Master of Ceremonies and a wreath layer

· Northcote 10.45am - Master of Ceremonies and a wreath layer

· Glenfield 11.30am - member to read out the ANZAC Day Dedication and a wreath layer.

14. This report recommends that members are allocated to each of the roles as outlined above.

10-year Budget 2018-2028

15. Council is in the process of developing its 10-year Budget 2018-2028. Public consultation will occur between 28 February and 28 March 2018. The 10-year Budget 2018-2028 must be adopted by the governing body by 30 June 2018.

16. Following public consultation and prior to the adoption of the 10-year Budget, the board is required to resolve a number of matters as part of 10-year Budget process. Many of these must fall within specific timeframes and as such fall outside of the ordinary meeting schedule. It is therefore recommended that the board agree to hold the following extraordinary meetings:

· 9:30am on 6 June 2018 at the Kaipātiki Local Board office (90 Bentley Avenue, Glenfield) for the purpose of agreeing the 2018/2019 local board agreement and fees and charges.

17. Local Board workshops relating to the 10-year Budget 2018-2028 have been scheduled at the following times to discuss the following topics:

· 28 March 2018 - Draft work programmes by activity.

· 11 April 2018 – Fees and charges and Performance measures.

· 2 May 2018 – Consultation feedback, local board agreements and advocacy.

· 23 May 2018 – Work programmes by activity.

· 30 May 2018 – 2018/2019 Local Board Agreement.

Community Forum meeting – April 2018

18. In accordance with the agreed meeting schedule, the April 2018 Community Forum meeting is to be held on the fourth Wednesday of the month, 25 April 2018. As this date is recognised as Australia New Zealand Army Corps (ANZAC) day, it is recommended that the board reschedule this meeting to the following evening, Thursday 26 April 2018, commencing at the ordinary time of 6:00pm.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

19. Local board views are sought via this report.

Tauākī whakaaweawe Māori / Māori impact statement

20. There are no specific impacts on Māori arising from this report.

Ngā ritenga ā-pūtea / Financial implications

21. There are no financial implications arising from this report.

Ngā raru tūpono / Risks

22. The content of this report is primarily procedural in nature. Failure to follow the recommendations may result in financial and/or reputational risk for the local board.

Ngā koringa ā-muri / Next steps

23. Local Board Services staff will undertake the required meeting scheduling arising from this report and assist members fulfil responsibilities as per their nominated roles.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Authors	Paul Edwards - Senior Local Board Advisor - Kaipātiki
Authorisers	Eric Perry - Relationship Manager

Kaipātiki Local Board

21 February 2018

Auckland Council’s Quarterly Performance Report: Kaipātiki Local Board for quarter two, 1 October - 31 December 2017

File No.: CP2018/00912

Te take mō te pūrongo / Purpose of the report

1. To provide the Kaipātiki Local Board with an integrated quarterly performance report for quarter two, 1 October - 31 December 2017.

Whakarāpopototanga matua / 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 is the completion of the Birkenhead War Memorial skate park, Island Bay seawall and community projects at Beach Haven Tennis Club and Birkdale Primary.

4. Performance against the agreed 2017/2018 work programmes is tracking positively as indicated in the snapshot provided as Attachment A.

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (refer Attachment B). The majority of activities are reported with a status of green (on track) or amber (some risk or issues, which are being managed). The following activities are reported with a status of red (behind delivery, significant risk):

· CF: Investigation and Design - 15 Chartwell Ave, Glenfield – demolish and rebuild garage

· CF: Investigation and Design - Norman King Building - renew heating & ventilation - first floor

· CF: Investigation and Design - Shepherds Park - renew coastal walkway

· CF: Investigation and Design - Birkenhead War Memorial – renew tracks

· CF: Investigation and Design - Birkenhead War Memorial Park - renew car parks, and

· CF: Community Leases - Use of Northcote War Memorial Hall.

The following activities are reported as cancelled with a status of red as they have either been delivered or merged with another activity line:

· CF: Investigation and Design - Larking's Landing - renew furniture and fixtures

· CF: Investigation and Design - Kaipātiki - renew minor park buildings 2018-19

· CF: Investigation and Design - Lysander Crescent Reserve – renew paths and structures

· CF: Investigation and Design - Tuff Crater - upgrade track

· CF: Investigation and Design - Hilder Park – renew fixture and furniture

· CF: Investigation and Design - Onepoto Domain - repile AFL building, and

· CF: Project Delivery - 47 Jacaranda Ave remove tree and repair beach access walkway.

6. The overall financial performance for quarter two 2017/2018 is unfavourable compared to the budget. There are some points for the board to note:

· the overall operational net cost of service was $5.8m, a variance of $673k above budget; the main driver for this variance is related to parks maintenance costs

· capital invested to date is $4.4m, 42% of the annual budget

· in the Locally Driven Initiative (LDI) operational budget $89k remains unallocated in the community response fund

· operating revenue targets (asset based services) unlikely to be met, and

· the full year capital spend forecast is in line with the full year budget.

7. The key performance indicators show a trend of delivery that is meeting the indicators, with the exceptions being being those measures that have year-end outlook based on the results of 2016/17. These are explained further in detail in Attachment D.

Ngā tūtohunga / Recommendation/s

That the Kaipātiki Local Board:

a) receive the performance report for the financial quarter ending 31 December 2017.

Horopaki / Context

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

· Libraries and Information; approved on 21 June 2017

· Infrastructure and Environmental Services; approved on 21 June 2017

· Parks, Sport and Recreation; approved on 21 June 2017

· Community Facilities: Build Maintain Renew; approved on 19 July 2017

· Community Leases; approved on 19 July 2017

· Arts, Community and Events; approved on 19 July 2017, and

· Local Economic Development; approved on 19 July 2017.

9. The work programmes are aligned to the 2014 Kaipātiki Local Board Plan.

Tātaritanga me ngā tohutohu / Analysis and advice

10. Performance against the agreed 2017/2018 work programmes is tracking positively as indicated in the snapshot provided as Attachment A.

11. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (refer Attachment B).

Key achievements for quarter two

12. The Kaipātiki Local Board has a number of key achievements to report from the quarter two period, which include:

· CF: Project Delivery - Birkenhead War Memorial Park - renew skate park incl park to pool access - stage 1: renewed skate park component of project opened for public use 15 November 2017 with local board blessing ceremony.

· CF: Project Delivery - Island Bay – renew seawall - Project completed October 2017.

· CS: PSR: Active Recreation - Beach Haven Tennis Club: Court Renewal Grant – Project completed.

· CS: PSR: Active Recreation - Birkdale Primary School: Grant for Outdoor Court Renewal – Project completed.

Key project updates from the 2017/2018 work programme

13. The following are progress updates against key projects identified in the Kaipātiki Local Board Plan and/or Local Board Agreement:

CS: ACE: Community Empowerment Increase diverse participation: Kaipātiki Community Facilities Trust

· Staff completed the 2017/2018 funding agreement for KCFT. The funding enables KCFT to undertake a variety of activities in 2018 that connect communities, help improve perceptions of safety and increase the participation of diverse groups in community activities:- Neighbourhood connectedness is being supported by KCFT and the local policing team, who are sharing intelligence around crime and safety within the area and solving incidents very quickly- KCFT will deliver community activities (helping achieve neighbourhood connectedness) from the Northcote Citizens Centre- KCFT will plan hui with various groups, agencies, mana whenua and Mātāwaka, all aimed around ensuring people are connected as one and proud to live in Kaipātiki- The Uruamo Maranga Ake Trust are continuing to meet monthly, gaining funding which will be used for the resource consents for the marae in Beach Haven. In Q2, two community network meetings, HNZC managers /community constables network meetings, two Northcote tasking project meeting, two Kaipātiki Restoration Network meetings and the Kaipātiki MAST network meeting were held.

CS: PSR: Park Services - Kaipātiki local parks: Ecological volunteers and environmental programme FY17/18

· Ongoing support provided to volunteers for ecological restoration projects including animal and plant pest management, planting and waste removal. Total volunteer hours for this quarter: 1200 hours. The 2017 planting season was a success with a total of 4695 plants planted. 2840 plants were funded through the LDI budget and a further 1855 were funded by North Shore Forest and Bird for Tuff crater planting. Community plantings took place at the following reserves this winter: Hinemoa, Willow Bay, Birkenhead War Memorial Park, Hadfield, Tuff Crater, Eskdale, Charcoal Bay, Dudding Reserve- Seaview Ave, Little Shoal Bay, Le Roy's Bush, Fernglen Gardens, Onepoto Domain, Onepoto Esplanade and Shepherd's Park. The Community Ranger, Parks Services is working closely with the newly appointed Pest Free Kaipātiki coordinator and restoration advisors as well as volunteers across Kaipātiki to implement pest free initiatives on parks. In October the 'PFK predator blitz' was launched at several parks across Kaipātiki, many local volunteers signed up to be involved. Other community events to note include a Birkenhead Junior Youth Group beach clean up at Little Shoal Bay on the 12 November (15 people attended), the annual Northcote Point Residents Association coastal clean up at Little Shoal Bay on the 25 November (30 people attended) and a Church of God working bee/clean up at Stancich Park on the 3 December (50 people attended).

I&ES: Environmental Services - Pest Free Kaipātiki Strategy Implementation Programme

· The Pest Free Kaipātiki project has recently formed an incorporated society. As a result, a funding agreement will be completed to enable the project to deliver agreed outcomes. Council staff continue to support the project with technical and strategic advice to ensure the adoption of best practice and integration with other environmental programmes in the local board area.

Key performance indicators

14. 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 Kaipātiki Local Board’s measures, showing how we are tracking after the second quarter of FY18.

15. The year-end outlook is that 32 per cent of measures will not achieve target.

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

17. 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.

18. Attachment D contains further detailed key performance indicator (KPI) information.

Financial performance

19. Kaipātiki Local Board’s net cost of service to 31 December 2017 was $5.8 million, a variance of $673,000 above budget.

20. Operating revenue was below budget for Early Childhood Education Centres (ECE) and Learn to Swim. ECE revenue is down due to lower enrolment numbers at both Beach Haven and Birkdale.

21. Asset based services expenditure was ahead of budget and the main driver for the overall variance is related to parks maintenance costs.

22. Locally driven initiatives (LDI) expenditure is tracking well against budget. The board still has $89,000 unallocated in its response fund. The board should prioritise the allocation of these funds to initiatives to ensure delivery by the end of the financial year.

23. Capital investment for the quarter was $4.4 million. Asset renewals have the largest budget allocation overall this year and this is where most of the spend has taken place to date.

24. Attachment C contains further detailed financial information.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

25. This report informs the Kaipātiki Local Board of the performance for the quarter ending 31 December 2017.

Tauākī whakaaweawe Māori / Māori impact statement

26. A number of the activities in the local board work programmes positively impact Māori. Below are the updates on the activities that have a direct Māori outcome focus:

CS: ACE: Community Empowerment - Local Māori Responsiveness Action Plan (KT)

· In Q2, the strategic broker have initiated and started working in different spaces with various council departments and staff to progress Māori responsiveness overall impact including potential for engagement with mana whenua and Kaipātiki Local Board e.g. Personalised letter to all mana whenua in the new year with the local board plan working with Uruamo Marae Committee (aka Beach Haven marae group) to present the Feasibility Study in Q3 (Board Report included), push forward with the next phase of the marae project plan and coordinate governance training for 2018. A collaborative approach to use options from monolingual Māori through to bi-lingual (Māori and English) signage in parks is in progress with Devonport-Takapuna and Upper Harbour local boards and Sports Parks and Recreation supporting the mana whenua relationship agreement process coordinated by Te Waka Anga Mua and Te Kawerau a Makipreparing to present to the local board in Q3 on Māori responsiveness plan for Kaipātiki including options that embrace a multi-layered connection with mataawaka and mana whenua groups, which may include various organisations eg. Whanau Marama Parenting and storytelling.

CS: Libraries & Information - Celebrating Te Ao Māori and strengthening responsiveness to Māori – Kaipātiki

· In November we welcomed Leilani Maclean into the new role of Kaikokiri Ratonga Māori with a mihi whakatau. Staff are improving their Te Reo Māori skills and using more reo in their communications. Kia Māia te Whai booklets incorporate te reo as a matter of course.

CS: PSR: Park Services - KT: Creating a Māori Identity

· Workshops with eight participating Local Boards and Manurewa Local Board to introduce them to the Māori naming of reserves and facilities programme to seek feedback on the approach for each Local Board area. Research of existing reserve names is 50% complete for the eight participating Local Boards. Milestones for Q3: work with local historians to review the list of reserves to identify historical names and report back to the local board; draft Communications Plan to be prepared for consultation with Local Boards in February/March.

Ngā ritenga ā-pūtea / Financial implications

27. This report is for information only therefore has no financial implications.

Ngā raru tūpono / Risks

28. The following risks have been identified by operating departments where the progress and performance indicator has been reported as red – significantly behind budget/time or achievement of outcomes:

CF: Investigation and Design - 15 Chartwell Ave, Glenfield – demolish and rebuild garage

· Proposed solution is more than renewal. Occupants need to formalise lease arrangements before project can progress any further. Current status: project is on hold until lease is in place and scope is confirmed. Next steps: group to obtain lease before project progresses any further.

CF: Investigation and Design - Norman King Building - renew heating & ventilation - first floor

· Project not required due to future demolition plans of the building by Panuku Development Auckland. Current status: project cancelled - not required due to future demolition plans of the building by Panuku.

CF: Investigation and Design - Shepherds Park - renew coastal walkway

· Council is currently investigating upgrading the walkway. This project has been cancelled as its outcomes are dependent on the larger upgrade project.

CF: Investigation and Design - Birkenhead War Memorial – renew tracks

· Project has been placed on hold as instructed until development plan for reserve is complete. Current status: project has been placed on hold. Assessment of quality and costs are complete. Next steps: awaiting completion of Birkenhead War Memorial Park Development Plan.

CF: Investigation and Design - Birkenhead War Memorial Park - renew car parks

· Risks/ issues: Whole of park plan needs to be completed prior to renewing the carpark Current status: this project is on hold until the master plan for the Memorial Park and Grandstand is complete. Next steps: the outcome of the master plan will determine the way forward.

CF: Community Leases - Use of Northcote War Memorial Hall

· This project has been handed over the Auckland Council Venue Hire team. They are currently investigating the use of ground floor space.

29. The following activities have been cancelled and are reported with a status of red as they have either been delivered or merged with another activity line:

· CF: Investigation and Design - Larking's Landing - renew furniture and fixtures

· CF: Investigation and Design - Kaipātiki - renew minor park buildings 2018-19

· CF: Investigation and Design - Lysander Crescent Reserve – renew paths and structures

· CF: Investigation and Design - Tuff Crater - upgrade track

· CF: Investigation and Design - Hilder Park – renew fixture and furniture

· CF: Investigation and Design - Onepoto Domain - repile AFL building, and

· CF: Project Delivery - 47 Jacaranda Ave remove tree and repair beach access walkway.

Ngā koringa ā-muri / Next steps

30. The Kaipātiki Local Board will receive the next performance update following the end of quarter 3, March 2018.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Local Board Work Programme Snapshot 2017/2018 Q2	167
b ⇩	Work Programme 2017/2018 Q2 Report	169
c ⇩	Financial Performance summary	201
d ⇩	Kaipātiki Performance Measure Outlook	209

Ngā kaihaina / Signatories

Authors	Paul Edwards - Senior Local Board Advisor - Kaipātiki
Authorisers	Eric Perry - Relationship Manager

Chairperson	Danielle Grant
Deputy Chairperson	John Gillon
Members	Paula Gillon
	Ann Hartley, JP
	Kay McIntyre, QSM
	Anne-Elise Smithson
	Adrian Tyler
	Lindsay Waugh

No.	Title	Page
a ⇩	Bayview Community Centre quarterly report	93
b ⇩	Birkdale Beach Haven Community Project quarterly report	95
c ⇩	Glenfield Community Centre quarterly report	99
d ⇩	Highbury House quarterly report	101
e ⇩	Marlborough Park Youth Facility quarterly report	111

Authors	Blair Doherty - Kaipātiki Local Board Democracy Advisor
Authorisers	Eric Perry - Relationship Manager