Agenda of Ōtara-Papatoetoe 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.

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 20 February 2018, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Presentation from the Life Education Trust

Te take mō te pūrongo / Purpose of the report

Lincoln Jefferson, General Manager, Life Education Trust Counties Manukau & Ponsonby Eden Roskill would like to make a presentation on the work that the Life Education Trust Counties Manukau has done in the schools in the Ōtara-Papatoetoe Local Board area over the last few years, and the steps they are taking to have even more influence within these schools. He would also like to explain the difference between the national (central) governing Life Education Trust and the work that they do as Life Education Trust Counties Manukau.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Lincoln Jefferson, General Manager, Life Education Trust Counties Manukau & Ponsonby Eden Roskill for his presentation.

8.2 Presentation from Feed The Need

Te take mō te pūrongo / Purpose of the report

1. Polar Rima from Feed The Need (FTN) is wanting to outline how they serve the community. FTN is seeking funding to progress their work which involves feeding the homeless and interacting with families in need.

2. FTN are most specifically seeking help with their weekly food drops. They feed 10+ families a week through the Care Ministry South Auckland page and are would like the local board’s support with this initiative.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Polar Rima from Feed The Need for her presentation.

8.3 Presentation from Rongomai Community and Sports Trust

Te take mō te pūrongo / Purpose of the report

1. Don Manase, Manager, along with Trustee, Shiu Singh, from the Rongomai Sport Club Trust (RSC) will provide an update to the local board on RSC Trust projects for 2018/2019.

2. The presenters are also seeking the local board’s guidance of and support for their initiatives, which are focused on increasing their capacity and effectiveness in meeting the sporting and recreational needs of the local community.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Thank Don Manase, Manager, and Trustee, Shiu Singh, from the Rongomai Sport Club Trust for their presentation.

8.4 Submission from the residents of Cooper Crescent, Otara

Te take mō te pūrongo / Purpose of the report

Swanie Nelson, on behalf of the residents of Cooper Crescent in Ōtara, will present a submission to the local board seeking upgrades to their local Cooper Crescent Park. =

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Swanie Nelson and the residents of Cooper Crescent, Otara for their submission.

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.

Ōtara-Papatoetoe Local Board

20 March 2018

Auckland Transport Update – March 2018 to the Ōtara-Papatoetoe local board

File No.: CP2018/03285

Te take mō te pūrongo / Purpose of the report

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

Whakarāpopototanga matua / Executive summary

2. A summary of information on the following matters are covered in this report:

a) Auckland Transport's draft Regional Land Transport Plan;

b) Manukau Bus Station project;

c) Putney Way streetscape upgrade and temporary road closure;

d) Papatoetoe & Middlemore train station gating project;

e) Progress on the current local board’s transport capital fund projects;

f) Decisions by the Transport Committee.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the Auckland Transport Update for March 2018.

Horopaki / Context

Regional Land Transport Program 2018

3. The Regional Land Transport Plan (RLTP) is a plan for how transport delivery agencies intend to respond to growth and other challenges facing Auckland over the next 10 years. It includes a 10-year prioritised delivery programme of transport services and activities.

4. Auckland Transport prepares the draft RLTP jointly with the NZ Transport Agency and KiwiRail.

5. The original intention was to consult on the plan alongside Auckland Council’s 10 year budget (Long Term Plan). However, the consultation has been “decoupled” and moved into April to ensure it is informed by, and strongly aligned with, the Government’s soon to be released Policy Statement on Transport and a refreshed Auckland Transport Alignment Project.

6. Details of the consultation, including opportunities for the Otara-Papatoetoe Local Board to discuss their key transport priorities with the Transport Committee will be confirmed shortly.

Manukau Bus Station

5. The new Manukau bus station will be at the heart of the new connected public transport network for south Auckland, connecting bus users to trains and other buses.

6. The station features:

· 23-bay bus station right next to the existing Manukau train station;

· 21 sawtooth bus bays and 2 parallel bus bays (for additional capacity);

· Built on part of the Civic Building car park, on Putney Way (between Davies Avenue and Osterley Way);

· Universally accessible;

· Bike parking racks, taxi parking and drop-and-ride area;

· Convenience kiosks and AT Metro customer service centre;

· 24-hour security, help points and CCTV;

· Real time passenger information;

· Waiting lounge, toilets, bus staff and office facilities.

7. This will significantly improve passenger transfer between bus-bus and bus-rail services whilst supporting the increased volume and movement of buses to and from Manukau and the wider network. This will also provide a key regional bus destination and will improve links to the local bus and rail networks transferring to a regional bus service.

8. This project is funded by Auckland Council and the Government through the NZ Transport Agency at the approximate construction cost of $35 million.

9. The initial design process began in 2014 and construction is due to be completed next month in April 2018.

10. Currently, the major works for the site are complete with only minor works remaining, including shop fit-outs for the retail operators.

11. The formal opening day for the station is set for the 7 April 2018 with a local board tour of the complex organised for the 3 April 2018. A tour for local key stakeholders including local businesses is also being scheduled for the same period.

Putney Way closure for upgrade

12. The Putney Way upgrade is a streetscape enhancement project that was advocated for by the Otara-Papatoetoe local board, supported by Council Controlled Organisations - Panuku Development Auckland and Auckland Transport through funding and delivery alongside the Manukau Bus Station.

13. In last month's report, it was noted that Putney Way streetscape upgrade was due to begin on 6 February 2018. This was delayed for a number of reasons with the physical closure of the road only occurring recently on the 6 March 2018 and expected to reopen on 6 April 2018.

Machine generated alternative text:

Updated photo of the Manukau Station from Putney Way – March 2018. Left is current photo and right is the concept for the completed street.

Electronic Gating Project – Papatoetoe & Middlemore train stations

14. The project is to install electronic gates at selected stations on the rail network. Middlemore and Papatoetoe Train Stations are to have electronic gates installed to improve safety and reduce fare avoidance. As part of the works, the pedestrian level crossing at the northern end of the Papatoetoe rail platform will be closed, as part of an ongoing effort to improve public safety at rail crossings throughout the region.

15. The Papatoetoe works are expected to be completed at the end of this month - March 2018 with the Middlemore station due to be fully operational by the end of April 2018.

Tātaritanga me ngā tohutohu / Analysis and advice

16. This section covers the analysis and advice related to the Local Board Transport Capital Fund Projects.

Local Board Transport Capital Fund:

17. The Ōtara-Papatoetoe local board has discretionary funding available for transport related capital projects in the Board area of approximately $600,000 per annum.

18. The Local Board’s current Local Board Transport Capital Fund projects are summarised in the table below:

Table 1 – LBTCF summary table

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 Ōtara-Papatoetoe local board in August 2017 – currently under investigation. A site visit was conducted on the 21 November 2017 with local board, community members and staff to confirm scope of project. Suggested sites have been provided by the Town Centre Committee and a further site visit with urban design specialist was undertaken to review suggested sites as part of the investigation. Subject to the results of the further investigation, results will be reported back to the Ōtara-Papatoetoe local board for their consideration as to progress this project to the next stage in the first quarter of 2018.
Completion of Rongomai Walkway	Incomplete pathway through Rongomai Park connecting to Te Irirangi Road.	‘Rough Order of Cost’ requested by the Ōtara-Papatoetoe local board in August 2017 The estimate for this project is $180k which allows for a 3m wide concrete path approximately 200m long. The local board resolved to progress this project at the February 2018 meeting and is currently underway with initial scoping and project development underway.
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 Ōtara-Papatoetoe local board in August 2017 – currently under investigation. Two options were to sought which included a functional canopy option and a ‘signature’ canopy - designed to reflect the canopy connecting the Mall to Watford Street/ west carpark. The costings were $215k and $262k respectively. The local board resolved at their February 2018 to progress this project with the signature canopy as the preferred option. This project is currently underway.
Welcome to Ōtara sign	Lack of distinctive signage identifying entry into Ōtara suburb.	‘Rough Order of Cost’ requested by the Ōtara-Papatoetoe local board 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. At the December 2017 meeting, the local board resolved to progress this project with an illuminated sign to be located in the areas of the Otara-Papatoetoe southbound off-ramp and East Tamaki road. At this stage, design work is well underway, with historical images and historical matter currently being sourced for the illuminated sign.
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 Ōtara-Papatoetoe local board in August 2017 – currently under investigation. Initial costings have been provided with a workshop to be organised with the local board to present the findings.

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

Consultations

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

20. In the reporting period for February 2018, no projects were put forward for comment by the Ōtara-Papatoetoe local board.

Traffic Control Committee (TCC) decisions

21. Traffic Control Committee (TCC) decisions within the Ōtara-Papatoetoe local board area are reported on a monthly basis. The decisions for the previous month are listed in the table below:

Table 2: Transport Control Committee Decisions in February 2018

Street name	Type of Report	Nature of Restriction	Committee Decision
ASB Polyfest - Boundary Road, Israel Avenue, Sandrine Avenue, Ulay Place, Sena Place, Coty Place, Townley Place, Diorella Drive, Sikkim Crescent, Shalimar Place, Leila Place, Constance Place	Temporary Traffic and Parking changes (Event)	Temporary Traffic and Parking restrictions	Carried
Krispy Kreme Opening - Ronwood Avenue	Temporary Traffic and Parking changes (Event)	Temporary Traffic and Parking restrictions	Carried

Tauākī whakaaweawe Māori / Māori impact statement

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

Ngā ritenga ā-pūtea / Financial implications

23. With regards to transport, the Ōtara-Papatoetoe local boards, only budget implications are related to the Local Board Transport Capital Fund. The current financial status of the Local Board is recorded below.

Table 3 – Ōtara-Papatoetoe LBTCF financial summary table

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 · ‘Welcome to Otara’ illuminated signage	$55,000
· Completion of Rongomai Walkway	$180,000
· Canopy for Ōtara Town Centre	$262,000
Remaining Budget left	$1,383,041

24. Projects that are adopted by the local board through resolution at the March meeting of the local board will be reflected in next month’s report.

Ngā raru tūpono / Risks

25. No significant risks have been identified.

Ngā koringa ā-muri / Next steps

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

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

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

Ōtara-Papatoetoe Local Board

20 March 2018

Ōtara-Papatoetoe Open Space Network Plan: Adoption of key moves and prioritised actions

File No.: CP2018/00557

Te take mō te pūrongo / Purpose of the report

1. To adopt the key moves and prioritised actions for the development of the Ōtara-Papatoetoe Open Space Network Plan.

Whakarāpopototanga matua / Executive summary

2. To adopt the key moves and prioritised actions which will inform the development of an open space network plan for the Ōtara-Papatoetoe Local Board area.

3. The open space network plan will assist local board decision-making and provide a framework for the development of open space over the next ten years.

4. Staff recommend four key moves which focus on improving the quality of, and access to, open space in Ōtara-Papatoetoe. The key moves help to inform the actions which will be prioritised to assist local board decisions.

5. The local board and mana whenua have been engaged to develop the key moves and prioritised actions that will guide the network plan.

6. There is no funding to implement projects in the open space network plan beyond renewal of existing assets and planned capital expenditure.

7. The final plan will be reported to the local board for adoption in April 2018.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) adopt the key moves and prioritised actions to guide the development of the Ōtara-Papatoetoe Open Space Network Plan:

i. growth – to respond to urban intensification and the changing environment

ii. community parks – to respond to the needs and demands of a diverse and unique community

iii. connections – to develop walking, cycling routes and green networks that the community value

iv. healthy environment – to ensure that the local environment and biodiversity are protected for the future.

Horopaki / Context

8. An open space network is being prepared for the Ōtara-Papatoetoe Local Board area.

9. This open space network plan outlines the local board’s aspirations and priorities for the future development of local parks and open spaces. The plan responds to the cultural diversity and growth anticipated in the Ōtara-Papatoetoe area including changes in demographics and patterns of usage.

10. The open space network plan will set out the key moves and prioritised actions for the development of open space over the next ten years.

Tātaritanga me ngā tohutohu / Analysis and advice

Ōtara-Papatoetoe is a culturally diverse community

11. Staff have researched demographic data growth projections, and the current state of open space in the Ōtara-Papatoetoe area.

12. Ōtara-Papatoetoe had 86, 300 residents in the 2013 census. 42 per cent of local residents were born overseas, and of that group, 46 per cent had been in New Zealand for ten years or more. The largest numbers of overseas-born are from Fiji and Samoa, followed by India, Tonga and the Cook Islands.

13. In June 2016, it was estimated that 7,300 residents were aged 65 years and over, up seven per cent from 2013. There has been slower growth in the number of children 0 to 14, estimated in June 2016 at 20,900, an increase of less than one per cent since 2013.

14. The ethnic composition of the local board area is:

· 16 per cent identify as Māori

· 21 per cent identify as European

· 22 per cent identify as Indian

· 46 per cent identify as Pacific

Ōtara-Papatoetoe is anticipated to grow significantly

15. The census data from Statistics New Zealand (2013), records that the population growth and the net population growth of Ōtara-Papatoetoe is projected to increase to 105, 000 by 2038.

16. The provisions of the Auckland Unitary Plan allow for intensification of land use for residential areas and business development in Ōtara-Papatoetoe. The Ōtara-Papatoetoe area is a key growth area in the Auckland region. Substantial parts of this growth are expected to occur in Manukau Transform development area.

17. There will be an increase in number of residents due to the increased number of Special Housing Areas (SHAs) and other redevelopments within the Ōtara-Papatoetoe area. A large part of the area is zoned for increased density in the Auckland Unitary Plan which will put further pressure on parks and open space.

Open space provision

18. A combination of desk-top research, user surveys and discussions with key staff has been undertaken to understand the current state of open space in the Ōtara-Papatoetoe area.

19. The analysis has identified the following key messages about the existing open space network:

· total hectares of open space in the Ōtara-Papatoetoe local board area is 4,375 ha (includes 664 ha of water/harbour)

· open space network includes 579 ha of council-owned/managed parks

· there are 41 playgrounds in the Ōtara-Papatoetoe local board area

· walking and cycling access to a number of parks is compromised by transpower lines

· there is a good distribution of sport park provision in the established area with 14 parks

· 32 parks in the area have been identified as requiring further land to provide additional street frontage

· infrastructure projects are impacting on the use of some parks and sports codes (those affected will need to be relocated).

20. Ōtara-Papatoetoe is home to assets of potential regional significance such as the Colin Dale Motorsport park.

Ōtara-Papatoetoe is generally well provided for in terms of the quantify of open space

21. Neighbourhood parks provide basic informal recreation and social opportunities within a short walk of people's homes.

22. In high and medium density areas, the Open Space Provision Policy target is to provide access to a neighbourhood park within a 400 metre or five minute walk of every household.

23. Further land for neighbourhood parks is required in Ōtara, Papatoetoe, Manukau Central and Mangere East as these areas further develop.

24. Suburb parks provide a variety of informal recreation and social experiences and will often accommodate organised sport facilities, such as sports fields. The Open Space Provision Policy target is to provide suburb parks within a 1000 metre to 1500 metre walk of every household.

25. There are gaps in provision for suburb parks in Clover Park, Flatbush and East Tamaki as these areas develop.

26. The smaller gaps in the network include Ōtara-Papatoetoe Central, and pockets of the Rongomai boundary.

Residents are generally satisfied with open space quality

27. In 2014, the Parks and Recreation Policy Unit commissioned research to understand how people in the Ōtara-Papatoetoe Local Board area use and regard their local parks. The research found that 77 per cent of respondents were satisfied or very satisfied with their neighbourhood park.

28. The results indicated that people who visit parks in Ōtara-Papatoetoe enjoy a variety of activities as shown in Figure 1 below.

Figure 1: Otara-Papatoetoe neighbourhood park preferences

29. The main barriers preventing people from using parks more often include being short of time or busy with work, or concerns for personal safety or felt park maintenance could be improved.

30. The main reason for those visiting their neighbourhood park was for active pursuits and to use the playground, to take time out and relax, or for active pursuits.

31. Generally, visitors were satisfied or very satisfied with their neighbourhood park.

32. Suggestions for improvements generally related to:

· facilities (e.g. more or improved toilets, an increase in shade and seated areas)

· children and playgrounds (e.g. adding more activities to playgrounds)

· maintenance (e.g. less litter, cleaner toilets)

· security or personal safety.

Residents feedback on playground provision

33. There are approximately 41 playgrounds that vary in size in Ōtara-Papatoetoe. Research found that 56 per cent of respondents suggested improvements to local parks with bigger playgrounds, more or improved play facilities, picnic tables, bins and water fountains.

34. The lack of play provision, or a need for better play, was the main reason for low satisfaction for those families with children under five years or children over 12 years.

Greenways Plan identifies high priority connections for the networks

35. The primary driver for developing the greenways plan is to increase walking and cycling connections for recreation and commuter purposes.

36. The greenways actions in the draft Ōtara-Papatoetoe open space network plan seek to:

· improve footpaths, pedestrian and bike routes

· prioritise routes through parks and other public spaces for cyclists and walkers

· improve walking routes between Hayman Park, Manukau Square, Transport centre and public carparks

37. There may need to be some changes to update the document in response to growth in the local board area.

Key moves and prioritised actions

38. Four key moves have been identified to structure actions to develop Ōtara-Papatoetoe's open space network. They respond to the issues and opportunities identified through the current state analysis.

39. The key moves provide the framework for future development and management of Ōtara-Papatoetoe's open space network over the next ten years. The long term goal is for a sustainable quality open space network.

· Growth - to respond to urban intensification and the changing environment

· Community parks - to provide a variety of play experiences all the community

· Connections - to develop walking, cycling routes and green networks that the community value

· Healthy environment - to ensure that the local environment and biodiversity are protected for the future.

40. The following actions relate to projects that are Ōtara-Papatoetoe wide:

Table 1: Overview of Key Moves and Focus areas for Prioritised Actions

Key move	Focus areas
Growth	· Open space provision · Quality parks
Community Parks	· Passive and active recreation · Diversify play
Connections	· Way-finding signage · Greenways
Health environments	· Waterways · Riparian planting · Reduce plant and animal pests in parks

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

41. Staff presented the key moves and prioritised actions of the open space network to the local board on 27 February 2018.

42. Staff will continue to engage with the local board on the development of the plan until the target completion date of April 2018.

Tauākī whakaaweawe Māori / Māori impact statement

43. The provision of quality parks and open spaces help to facilitate Māori participation in sport and recreation.

44. Staff engaged with mana whenua in September 2017 and February of this year to seek their views and values in relation to the open space network in Ōtara-Papatoetoe. These views have been incorporated into the key moves and prioritised actions.

45. The key issues raised by iwi on 28 February 2018 are outlined below:

· Te Ākitai Waiohua recommends signage for storytelling and to capture the cultural significance of the local board area. Issues were raised around the process of dedicated signage and the Māori naming (dual naming) of parks and facilities.

· Ngāi Tai ki Tāmaki emphasised the need for aspirational prioritised actions that go beyond the provision of picnic tables, seating and bins. To maintain a high level of aspiration for the prioritised actions, the example of Splash Planet in Hastings was provided to inform the draft Open Space Network Plan actions. Splash Planet is New Zealand’s largest water park (Hastings District Council owned-operated).

· Ngāti Maru recommends priority walking and cycling routes that connect schools and surrounding parks. It was suggested that using a standard template for all the open space network plans will ensure consistent in decision-making and readability. A request was made for the pocket parks that have been recommended for divestment or are potential candidates for optimisation.

· Ngāti Tamaoho expressed the need for updates on community projects related to riparian planting (Ōtara Waterways and Lake Trust). Tall trees beside water courses were advocated as a way to provide shade and improve water quality and biodiversity. In this way, trees provide a natural filter that reduces siltation and nutrient runoff in water courses. Further concerns were raised around which iwi are being consulted in story-telling signage. Mana whenua should be “in control” of the proposed names and the stories behind them. Comments were made on the process of deciding which iwi’s perspective is represented on dedicated signage. The history behind culturally significant areas can have multiple meanings depending on each tribal affiliation.

Ngā ritenga ā-pūtea / Financial implications

46. Actions identified within the network plan will have to be accommodated within existing budgets as no additional funds have been allocated.

Ngā raru tūpono / Risks

47. There is a risk that local residents’ expectations of identified actions within the network plan will not be achieved due to lack of funding.

Ngā koringa ā-muri / Next steps

48. The draft network plan is attached to this report for feedback.

49. The final plan will be reported to the local board for adoption in April 2018.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	The draft Network Plan	27

Ngā kaihaina / Signatories

Authors

Jacqueline Faamatuainu - Policy Analyst

Authorisers

Paul Marriott-Lloyd - Senior Policy Manager

Neil Taylor - Senior Local Board Advisor

Ōtara-Papatoetoe Local Board

20 March 2018

Variation of community lease at Robert White Park, 49R Pah Road, Papatoetoe

File No.: CP2018/03191

Te take mō te pūrongo / Purpose of the report

1. To seek approval for a variation of the community ground lease to Papatoetoe Softball Club Incorporated for the premises at Robert White Park, 49R Pah Road, Papatoetoe.

Whakarāpopototanga matua / Executive summary

2. Papatoetoe Softball Club is requesting a variation of their current ground lease to extend the hours the clubrooms may be used. Income from the hire of the facility for small events and from the bar generates needed finances for the club to help with the costs of individual representatives to attend tournaments throughout the country; and to purchase uniforms and equipment for the junior teams (catchers’ uniforms, bats, balls and helmets).

3. The club has a current ground lease with council for their building on Robert White Park, Papatoetoe. The current 10 year lease commenced on 1 July 2001 and the club exercised their right-of-renewal for a further 10 years from 1 July 2011. The lease will finally expire on 30 June 2021.

4. The club also hold a club licence that enables the sale of liquor from the premises. The current licence, issued in August 2016, will expire on 3 August 2019.

5. The hours of operation within the club’s lease determines the hours of operation allowed under the club’s existing club licence held under the Sale and Supply of Alcohol Act 2012. The club wishes to extend the hours of operation within the lease which will enable them to extend the hours of operation of their bar.

6. The board has considered the options at a board workshop and supports a minor change to the hours of operation to enable the club to open until 12.00am on Friday and Saturday. This option would enable the club to increase their income from a minor extension of their hours of operation and extend the ability of the club to utilize the building themselves and make it available for hire for special events while still in keeping with the family nature of the sport of softball and the mostly residential location of their club rooms.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve a variation of the community ground lease to Papatoetoe Softball Club Incorporated as follows:

i) Section 4 “Use” be amended to delete:

“4.3 Monday to Saturday 10:30pm

Sunday 8:30pm”

and replace with the text:

“4.3 Monday to Thursday 10:30pm

Friday and Saturday 12.00 am

Sunday 8.30pm”

Horopaki / Context

The Club

7. Papatoetoe Softball Club Incorporated was first registered as an incorporated society in November 1964 and is a member of the Auckland Softball Association. The club owns and occupies the building on Robert White Park, 49R Pah Road, Papatoetoe (Site Plan – Attachment A).

8. The club provides a summer sport opportunity for people from all backgrounds and ages to participate in softball. The club provides a family-orientated environment for around 450 members. Around 55 per cent of members are aged 20 years and over, with the remaining members aged up to 19 years old.

9. Currently club teams compete in the Auckland Softball Association’s age range competitions. Players aged under 10 years play in a rookie-grade competition; with those aged under eight years and those under six-years participating in separate non‑competition games. The club also provides T-ball and rookie league modules for younger players.

The Land

10. Robert White Park is in two land parcels and described as being Lot 14 Deposited Plan 40185 comprising 1300 square metres and Lot 34 Deposited Plan 13843 (NA1919/15 and NA631/47) comprising 8094 square metres. Both parcels are held in fee simple by Auckland Council, are classified as recreation reserves and subject to the provisions of the Reserves Act 1977.

The request

11. The club has written requesting a variation to the current lease to extend the hours of operation be no later than 12.00am Monday to Sunday. This would enable the club to open the bar more frequently for their regular after-match events and to have the building available for private hire. The increased revenue generated by an extension to the licensing hours will be used by the club to fund all individual junior and senior representative players to the numerous New Zealand softball tournaments. In future they also wish to fund all junior players’ uniforms and replacement gear (catcher’s uniforms, bats, balls and helmets) for each team.

Current situation

12. The lease, issued by the former Manukau City Council, provided an initial term of 10 years, with an additional 10 year right-of-renewal. The club exercised their right-of-renewal in 2011. The lease will expire on 30 June 2021.

13. Within the 2001 lease clause 4.3 states:

“The lessee will conduct the leased area in a quiet and orderly manner so as not to cause a nuisance or annoyance to the occupiers of any neighbouring premises and will ensure that use of the building ceases no later than the following times:

Monday to Saturday 10.30pm

Sunday 8.30pm”

14. Papatoetoe Softball Club holds a current club licence under Sections 53 and 114 of the Liquor Act 1989 that allows the club to sell liquor from their clubrooms. The hours of operation for this licence are determined by the permitted hours in the lease.

15. The club licence allows the sale or supply of alcohol for consumption on the club premises to members of the club, their guests and members of other clubs with reciprocal visiting rights (i.e. visiting members of other softball clubs).

16. The club also hires the clubrooms out for private functions; each event requires a special licence to allow the sale or supply of alcohol to anyone attending an event, private function, street party or sporting event. Special licences can be either ‘on-site’ for consumption on the premises, or ‘off-site’ for consumption elsewhere.

17. The current licence will expire on 3 August 2019. The hours within the current club licence are:

Monday to Friday 6.00pm to 10.30pm

Saturday and public holidays 2.00pm to 10.30 pm

Sunday 3.00pm to 7.30pm

18. The club holds a number of regular tournaments, (i.e. annual Easter Pōkai Tournament) and competitions (i.e. Ashes series) and they wish to be able to have their bar open longer after these events to socialise with team-mates and visiting players. They also hold prize giving events for members, when they wish to be able to serve drinks from the bar later than provided for under their current lease and club licence. Currently, if they wish to extend the hours for these events they apply for a special licence. The hours of use in the lease are the maximum that they can operate for.

19. They also hire the club rooms to individuals and outside groups for family functions and other events. During winter the clubrooms can be hired any day of the week and in summer can be hired Sunday to Friday (excluding Saturday). The additional revenue from the sale of alcohol enables the club to put this toward uniforms and equipment for junior teams and costs for individual junior and senior representative players at various New Zealand tournaments.

History

20. Between September 2016 and May 2017 council has received requests for landowner approval of 11 special licence applications covering 14 days.

21. Information from the Environmental Health Team shows that between March 2013 and April 2017 seven complaints were received - all relating to excess noise from the softball club rooms. One of these complaints (the Easter 2017 Pōkai Tournament) was for an event where a special licence had been issued. The other complaints were for evenings when the club was operating under its club licence.

Tātaritanga me ngā tohutohu / Analysis and advice

22. Five sporting clubs in the Ōtara-Papatoetoe Local Board area hold club licences that enable them to sell alcohol to members and their associates. Two of the five have the hours of operation detailed within their existing leases. The hours of the other three clubs have been set by the liquor licensing authority. The hours of operation/licence are varied with closing times between 6.30pm and 12.00am, as follows:

	Club Licence Hours		Lease Hours of Operation
Papatoetoe Softball Club	Monday - Friday	6.00pm - 10.30pm	Monday - Saturday	to 10.30pm
	Saturday & public holidays	2.00pm - 10.30pm
	Sunday	3.00pm - 7.30pm	Sunday	to 8.30pm

Club A	Monday - Friday	7.00am - 11.00pm	Monday - Friday	7.00am - 11.00pm
	Saturday	7.00am - 11.55pm	Saturday	7.00am - 11.55pm
	Sunday	8.00am - 6.30pm	Sunday	8.00am - 6.30pm

Club B	Sunday - Thursday	8.30am - 10.00pm	Sunday - Thursday	8.30am - 10.00pm
	Friday, Saturday & public holidays	8.30am - 12.00am	Friday - Saturday	8.30am - 12.00am

Club C	Monday - Wednesday	6.00pm - 10.30pm
	Thursday - Friday	6.00pm - 11.00pm
	Saturday	12.00pm - 12.00am
	Sunday & public holidays	12.00pm - 11.00pm

Club D	Monday - Friday	3.30pm - 11.30pm
	Saturday	2.30pm - 1.00am
	Sunday	12.00pm - 9.00pm

Club E	Monday - Friday	4.00pm - 11.30pm
	Saturday, Sunday & public holidays	12.00pm - 11.30pm

Options

23. The options for the board to consider include:

· Option A: Approve the request for increased hours of use for the softball clubrooms to 12.00am daily (Monday to Sunday).
The club would have an increased ability to raise funds for the purchase of uniforms and equipment for players and teams and for costs of individual representative players.
The increased hours are seen to be too extensive for a club in a largely residential area. This considerable increase in the hours of operation is seen as a quasi-on licence.

· Option B: Approve an increase in the hours of operation from those in the current lease for fewer hours than those requested.
The club would still be able to increase their income from extended hours for the club’s use and the hire of the building for special events.
This option gives the club some ability to increase their revenue for funding uniforms, equipment and representative players’ costs to attend tournaments throughout the country, while still in keeping with its location and nature of the sport.

· Option C: Delete the hours of operation from the lease.
At the next renewal date of the club licence (August 2019) the district licensing committee would determine the hours of operation of the bar, in line with other similar sporting organisations.
This would allow flexibility, but could be seen as too open-ended and not in the control of the local board.

· Option D: Status quo.
Decline the request and continue with the existing hours of use until the expiry of the lease in June 2021.
The club would have no ability to raise funds for the outfitting of players and teams; and for costs for representative players to attend national tournaments.
This could jeopardise the future of the club.

24. Following discussion at the local board workshops, Option B is recommended with operating hours extended to:

Monday to Thursday 10:30pm

Friday and Saturday 12.00 am

Sunday 8.30pm

25. This option would enable the club to increase their income from a slight extension of their hours of operation and ability for the club’s use and the hire of the building for special events while still in keeping with the sport of softball and the location of their club in a largely residential area.

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

26. Council staff sought input from the local board at its workshops on 31 October and 28 November 2017. The Ōtara-Papatoetoe Local Board signalled support to increase the current lease hours for fewer hours than requested and this is reflected in the recommendations made.

27. The recommendations within this report fall within local boards’ allocated authority relating to the local, recreation, sports and community facilities.

28. Additionally the recommendations support the Ōtara-Papatoetoe Local Board’s 2017 Plan Outcomes for “Parks and facilities that meet people’s needs”.

Tauākī whakaaweawe Māori / Māori impact statement

29. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. Support for Māori initiatives and outcomes are detailed in Te Toa Takitini, Auckland Council’s Māori Responsiveness Framework.

30. Community leases support a wide range of activities and groups and are awarded based on an understanding of local needs, interests and priorities. They create local benefits for many communities, including Maori. Approximately 50% of the club’s current members are Māori.

Ngā ritenga ā-pūtea / Financial implications

31. All costs involved in the preparation of lease documents are borne by Auckland Council.

Ngā raru tūpono / Risks

32. The risks in not approving an amendment to the hours of operation of the Papatoetoe Softball Club are that the club may find that they are unable to generate sufficient income to maintain their building and fund the operation of the club.

Ngā koringa ā-muri / Next steps

33. If the local board approves the recommendation a deed of variation will be prepared and sent to the club for signing and sealing. Once signed by the delegated council manager, one completed copy will be sent to the club and one copy will be retained on file at council.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Authors

Jenny Young, Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

20 March 2018

Ōtara Creek pedestrian bridge design approval

File No.: CP2018/03213

Te take mō te pūrongo / Purpose of the report

1. To seek approval for the developed design of the replacement pedestrian bridge over the Ōtara Creek.

Whakarāpopototanga matua / Executive summary

2. The developed design for the replacement pedestrian bridge over the Otara Creek is complete. It requires local board approval to enable the physical works phase of the project to commence.

3. The design with artistic input was presented and discussed at a workshop held on 9 May 2017 where the local board indicated their general support.

4. Staff recommend that the local board approve the developed design for the renewal of the bridge over Ōtara Creek.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the developed design (attachment A) for the replacement pedestrian bridge over Ōtara Creek.

Horopaki / Context

5. The current pedestrian bridge is a narrow timber structure on top of the large water supply pipe across Ōtara Creek.

6. The current bridge structure is failing. It needs to be replaced as it is not fit for purpose and does not meet current building and access standards. The bridge provides a connection over the creek for a well utilised route from the residential areas of Ōtara through the Ōtara Creek Reserve to the town centre, Manukau Institute of Technology and the industrial area of Lovegrove Crescent.

7. The renewal of the bridge has been provided for in the board’s 2017/2018 Community Facilities Work Programme with $220,000 of asset based services capex allocated for the current financial year. Funding for future years has been included in the draft 2018/2019 Community Facilities Work Programme which is due to be approved by the board in June.

Tātaritanga me ngā tohutohu / Analysis and advice

8. This bridge is on a route well utilised by the community so replacement is necessary.

9. Watercare no longer allows other infrastructure to be fixed to water pipes so a bridge structure over the pipe would need to be built a minimum of one metre from the existing pipe in all directions. Given that this is a major water supply pipe of two metres in diameter, a bridge above the pipe would need to be a minimum of four metres wide.

10. To meet council standards for a pedestrian bridge, a width of three metres is required. The cheaper option is to build a three metre bridge away from the pipe. This also has the advantage that it is a separate structure not impacted by pipe maintenance or replacement.

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

11. The bridge provides a connection across the Ōtara Creek and supports the pedestrian and cycling priority route identified in the Ōtara-Papatoetoe Greenways - Local Path Plan – approved by the local board in April 2017.

12. The new location for the replacement bridge was confirmed with the local board on 23 November 2015. At this time, the local board identified the opportunity for the bridge design to incorporate artwork.

Tauākī whakaaweawe Māori / Māori impact statement

13. The provision of a replacement bridge supports all members of the community, including the mana whenua, to utilise the pedestrian and cycling connection through the reserve.

14. Local iwi were approached at the initiation of the project to identify the level of involvement they sought. Representatives provided the brief for the artistic direction of the bridge design and a representative was on the selection panel for the artist.

15. The artists contributed to the overall form of the bridge, and design and colour palette for the balustrade and patterns for the decking and skirt of the bridge.

Ngā ritenga ā-pūtea / Financial implications

16. The cost estimate for the bridge is approximately $1.3 million (external quantity surveyor reviewed by internal quantity surveyor December 2017).

17. This will be funded as a renewal from the regional asset based services capital budget and the regional arts fund over financial years 2017/2018 and 2018/2019.

18. The new bridge, purpose designed and constructed for a minimum of a 50 year life span, will have reduced maintenance costs.

Ngā raru tūpono / Risks

19. Construction tender comes in higher than the cost estimate. However, a contingency sum has been allowed for in the budget.

Ngā koringa ā-muri / Next steps

20. The next stage is to complete tender documentation and start the procurement process for the bridge.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Otara Creek Bridge design	83

Ngā kaihaina / Signatories

Authors

Lucy Ullrich, Growth Development Specialist

Authorisers

Rod Sheridan - General Manager Community Facilities

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

20 March 2018

Corporate Accommodation Disposal Recommendation - 4 Osterley Way, Manukau

File No.: CP2018/03458

Te take mō te pūrongo / Purpose of the report

1. This report seeks the Ōtara-Papatoetoe Local Board’s endorsement for council to recommend to the Finance and Performance Committee the disposal of one council owned property, which is currently part of the Corporate Property Portfolio Strategy, in the Ōtara-Papatoetoe Local Board area.

Whakarāpopototanga matua / Executive summary

2. Auckland Council’s Corporate Property team has developed a Corporate Property Portfolio Strategy, which seeks to contribute to a more efficient Corporate Property network. This is a self-funding programme of works, which utilises the capital receipts from the divestment of property that is no longer required by the Corporate Property network. The council-owned property at 4 Osterley Way, Manukau has been identified as surplus to council’s requirements as part of the review of the Corporate Property Portfolio Strategy. Consultation with impacted council departments, Panuku Development Auckland (Panuku), iwi authorities and the Ōtara-Papatoetoe Local Board has now taken place. Corporate Property recommends disposal of the site to enable the Corporate Property Portfolio Strategy to be implemented.

3. A resolution approving the disposal of this site is required from the Finance and Performance Committee before the proposed divestment can be progressed.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) endorse Corporate Property’s recommendation to the Finance and Performance Committee to dispose of 4 Osterley Way, Manukau.

Horopaki / Context

4. On 6 August 2017 Regulatory Services announced that it would create efficiencies through an operating model that rationalises its teams to work from three major hubs in the North West (Albany/Westgate), City Centre (Bledisloe House) and the South (Manukau). Alongside this, Regulatory Services confirmed an approach of delivering more local services via a number of spokes (drop in spaces) across the region.

5. In response to the organisation’s goal to move to three hubs and a requirement for local spokes, Corporate Property developed the Corporate Property Portfolio Strategy, which describes how this organisational change would manifest in the property network. This includes establishing which locations will be retained and which were identified as surplus to requirements, and using existing council buildings such as libraries, leisure centres and local board offices where space was available for spokes. This strategy identified 4 Osterley Way, Manukau as surplus to our corporate accommodation requirements and as a potential site that could be sold to reinvest in the corporate network.

6. The sale of the sites in the Corporate Property Portfolio Strategy will contribute to a more efficient Corporate Property network aligned with the new organisational requirements and allow the proposed programme of works to be self-funding by utilising the proceeds of the sale.

7. There will be no change to customer service centres or local board accommodation functionality as a result of implementing this proposed strategy. Any local board office or customer service centre impacted by the proposed closure of a building, will be relocated to a suitable location within the area, in consultation with the appropriate local board.

8. Timing is critical in implementing this strategy, due to a number of major lease expiries over the next few years. Should we miss those lease expiries, then significant value locked up in any new leases will not be available to implement much need portfolio change.

Tātaritanga me ngā tohutohu / Analysis and advice

9. 4 Osterley Way, Manukau comprises a five story building and provides 5,080m2 of office accommodation and Customer Service Centre on a 910m2 site.

10. The property was purchased by Auckland Council’s predecessors in 1941 (part site) and 1963 (part site).

11. The Auckland Unitary Plan zoning is Metropolitan Centre Zone. It has a 2017 capital valuation of $12,300,000.

12. The council-owned site at 4 Osterley Way, Manukau is not likely to be subject to offer back obligations to the former owner under section 40 of the Public Works Act 1981.

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

13. Corporate Property and Panuku attended a workshop with the Ōtara-Papatoetoe Local Board regarding the sale of 4 Osterley Way, Manukau in March 2018.

14. The Local Board requested engagement on the new Hub which was confirmed by Corporate Property.

15. This report provides the Board with an opportunity to formalise its views regarding the site.

Tauākī whakaaweawe Māori / Māori impact statement

16. 11 mana whenua iwi authorities were contacted regarding the potential sale of 4 Osterley Way, Manukau on 4 December 2017. The following feedback was received; noting that some feedback received is commercially sensitive and cannot be included in this report.

a) Te Kawerau a Maki

No feedback received for this site.

b) Ngāi Tai ki Tāmaki

No feedback received for this site.

c) Ngāti Tamaoho

No feedback received for this site.

d) Te ākitai - Waiohua

Te ākitai has expressed potential commercial interest in this property.

e) Ngāti Te Ata - Waiohua

Ngāti Te Ata has expressed a potential commercial interest and a desire to develop the property noting its close proximity to AUT and the train station.

f) Te Ahiwaru

No feedback received for this site.

g) Ngāti Paoa

No feedback received for this site.

h) Ngaati Whanaunga

No feedback received for this site.

i) Ngāti Maru

No feedback received for this site.

j) Ngāti Tamatera

No feedback received for this site.

k) Waikato-Tainui

No feedback received for this site.

Ngā ritenga ā-pūtea / Financial implications

17. It is proposed that the capital receipts from the sale of surplus Corporate Property properties contribute to the Corporate Property Portfolio Strategy so that the proposed new network can be implemented and self-funded. This will provide efficiencies to the Corporate Property network.

Ngā raru tūpono / Risks

18. If the sites identified in the Corporate Property Portfolio Strategy that are surplus to the council’s corporate accommodation requirements are not approved for sale, there is a strong risk to the successful implementation of the Corporate Property Portfolio Strategy which would not be self-funded and need to be funded separately.

Ngā koringa ā-muri / Next steps

19. Following receipt of the Ōtara-Papatoetoe Local Board’s resolutions, the Corporate Property Portfolio Strategy will be presented to the Finance and Performance Committee, along with an intended recommendation to divest of this site. If the committee approves the proposed disposal of the site, Corporate Property will work with Panuku who will seek to divest of the site in a manner that provides an optimal outcome and return to council. Funds realised will be ring-fenced to ensure the successful implementation of the Corporate Property Portfolio Strategy.

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

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

Authors

Stephen Greenhough, Project Director

Authorisers

Kevin Ramsay - General Manager Corporate Finance and Property

Neil Taylor, Senior Advisor

Ōtara-Papatoetoe Local Board

20 March 2018

Community Response Fund Allocations

File No.: CP2018/01774

Te take mō te pūrongo / Purpose of the report

1. To allocate funds from the community response fund to projects to be completed by 30 June 2018.

Whakarāpopototanga matua / Executive summary

2. The local board’s community response fund has a remaining balance of $132,000 still to be allocated in the current financial year. Projects considered for funding need to be completed by 30 June 2018.

3. At workshops on 20 February and 6 March 2018, staff presented to local board members proposals for projects that could be funded from the community response fund in the current financial year.

4. Projects that local board members received positively at the workshops are now recommended for approval.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Approve funding of $108,779 from the community response fund for the following projects to be completed by 30 June 2018.

b) Approve an additional work programme for Ōtara library for shelf castors, vinyl film and biopic local stories, as described in the report, with a total budget allocation of $20,000.

c) Grant $13,779 to Ōtara Business Association Incorporated for the outfitting and reopening of the Ōtara Senior Citizens Lounge at 161 East Tamaki Road, Ōtara.

d) Amend work programme 1487 Puhinui Stream and Walkway: support volunteers by adding “Support volunteer activity on the area from the Supacentre to Plunket Avenue, $15,000. Request that OPLB sponsorship be acknowledged.”

e) Amend work programme 1951 “Hayman Park: refresh masterplan” by deleting the allocated funding of $20,000 and reallocating this to work programme 1087 as amended in recommendation (f).

f) Amend work programme 1087 Out and About Active parks programme by adding: “deliver 16 free weekly fitness classes in a range of local parks throughout Otara and Papatoetoe, $20,000.”

g) Approve an additional work programme, “Boroughs Basketball – a series of 8 training sessions at Otamariki Park to increase fitness and develop basketball skills $1600; and 3x3 basketball competition at Otamariki Park $5000.”

h) Approve an additional work programme, “Skate workshops for teenage girls – a series of 8 workshops to be held in Otara and Papatoetoe to teach skating skills and encourage increased participation, $2400.”

i) Approve an additional work programme, “Maori Identity stage 1 - to undertake specialist research of existing names of local parks, including involvement with mana whenua, and developing communications materials, $10,000.”

j) Approve an additional work programme for Stitch ‘n Learn, as described in the report, with a total budget allocation of $9000.

k) Grant $2000 to the Auckland Teaching Gardens Trust for a Middlemore Teaching Garden Event.

l) Grant $5000 to Manukau Business Association Incorporated towards its CCTV audit, and advise the association that the local board does not commit to providing financial support for future CCTV development at Manukau.

m) Amend work programme 1069 to allocate an additional $5,000 for the Samoa Business Network (SBN) to undertake outreach, engagement and promotion work alongside Momentum NZ to deliver a successful Newly Arrived Business Resident support programme in Ōtara Papatoetoe.

n) Request further information about the possible relocation of Gymcity to Kingswood Reserve and before the local board considers funding, that a heads of agreement is signed by Kolmar Trust and Gymcity committing to the project, including a general indication of the site, scale and cost allocation.

Horopaki / Context

5. The local board’s community response fund has a remaining balance of $132,000 to be allocated in the current financial year.

6. At workshops on 20 February and 6 March 2018, local board members discussed staff proposals for projects that could be funded from the community response fund in the current year. Projects that local board members found satisfactory at the workshops are now reported with recommendations.

7. Proposals to support Ōtara BID expansion and Ōtara night market were identified as needing more detailed consideration. Staff were asked to develop draft work programmes for 2018/19 for these.

Tātaritanga me ngā tohutohu / Analysis and advice

Ōtara Library

8. Ōtara Library has been working on a project over the last 18 months to rethink customer interaction at Ōtara Library, specifically considering the Pacific worldview, to co-design services and programming offered by the Ōtara library. Auckland Libraries contracted Roots Creative Entrepreneurs to assist with the community engagement aspects of the project. The results of the consultation have been collated and some ideas to pilot arrived at.

9. Create more space by putting shelving on castors so that it can be easily moved to make the space more flexible. Shelving supplier, Hydestor have proposed to oversee the project with Libraries, Roots and the local community providing the labour. Cost: $7,500.

10. To highlight the Pasifika / Maori nature of the library and to create a more welcoming atmosphere for the local community it is proposed to install vinyl film with a Pasifika design on to some of the windows. It is proposed that the graphic for the film be designed by local artists. Cost: $4000.

11. Capture of "local stories" – local group LJ Production has shown interest in creating 4 biopic videos for the pilot. Advice on the best subjects for these stories would be sought from local board members and other community leaders. It is proposed to ask the subject 3 questions (What brought you to Ōtara?; what keeps you here in Ōtara?; what do you love about Ōtara?) The work has been quoted at $16,000 and libraries are seeking $8,500 to make a start on this work. Cost: $8,500.

12. Funding of $20,000 is requested to assist in implementation of some of the ideas to pilot for the transition of Ōtara Library to one that better reflects the local community. These are immediate priorities to pilot, and could be staged according to the funds available in priority order.

13. This project advances the local board plan objectives to ensure community facilities are fit for purpose and to celebrate cultural diversity.

Ōtara Senior Citizens’ Lounge

14. The hall is currently not occupied and will have renewal works undertaken shortly. In order to make the hall suitable for use by the local community, the Ōtara Business Association has made a request for a grant to outfit the hall with the furniture and equipment listed in the table below. The goods purchased will all stay in the hall for the use of any future new tenant group and will remain the property of council.

Item	Cost
Tables (10) and chairs (60)	$2,329
Smart television	$1,200
Gas barbeque	$700
Exterior decking	4,000
CCTV camera and monitoring set-up	$4,500
Internet networking services	$500
Catering for re-opening	$500
Koha for kaumātua	$50
Total	$13,779

15. This project would advance the local board plan objective to ensure seniors in our area have access to quality facilities.

Puhinui Stream and Walkway: support volunteers

16. The 2017/2018 work programme included $10,000 to work with volunteers to clean up and plant in parks and reserves along the Puhinui Stream (#1487.) This budget has been fully allocated for the year and staff have worked with community groups and business owners to clear pest plants, plant and mulch with the focus on the area behind the Supacentre.

17. In order to continue this work, from the Supacentre to the Plunket Avenue section of the stream, an additional $15,000 is recommended. This will enable site preparation, removal of pest plants, planting and working with the local businesses and community groups to undertake the work.

18. If funding is allocated, this work can be completed prior to 30 June 2018. This programme would advance the local board plan initiative of planting along the banks of Puhinui Stream.

19. Local board members requested acknowledgement of OPLB sponsorship of the project in media stories.

Out and About active parks programme

20. The 2017/2018 work programme included $40,000 to deliver a range of “free to attend” events in local parks (#1087.) The majority of these have been held over the summer months in parks throughout the local board area. In order to respond to community feedback, and continue to encourage people to be more active, more often, an extended programme of outdoor fitness classes is recommended. The proposal is to run 8 fitness classes each week in Ōtara and 8 in Papatoetoe at a range of local parks. The classes will include access to the WellMe gym in a box – this is a shipping container based “pop up” fitness station. Classes will be tailored to the local communities and tailored to different audiences including families, seniors, corporate workers around Manukau Centre etc.

21. The classes (16 in total) will be held from March – May and funding of $20,000 is recommended. This programme would advance the local board plan objective to promote better health and wellbeing in the community.

Boroughs Basketball training and event

22. Basketball is a popular activity in the local board area and there are several opportunities to encourage wider use of the existing courts in local parks, as well as providing opportunities to develop further skills. The 2017/2018 work programme does not specifically include any initiatives related to basketball, but with its increasing popularity the following initiatives are recommended:

a. A series of sessions aimed at providing conditioning, increasing fitness and developing basketball skills. Eight sessions will be held weekly at Otamariki Park. Budget $1,600.

b. A 3x3 basketball competition to be held at Otamariki Park. This will be a one-off event in order to engage young people. A minimum of 8 teams of 3 is required. Budget $5,000.

23. If funding is allocated, this work can be completed prior to 30 June 2018. This programme would advance the local board plan objective to promote better health and wellbeing in the community.

Skate workshops for teenage girls

24. At the HERA Have a Go Day held in December 2017, skating was very popular with teenage girls in the local board area. In order to build on this, continue to develop skills, and encourage more teenage girls to skate, a series of workshops is recommended in both Papatoetoe and Ōtara. This would involve a series of weekly sessions in each area (4 in each area) during the April School Holidays. Any hard surface in parks can be used to teach basic riding skills, and the sessions can then move to Len Brown Skate Park, Allenby Skate Park and paths in parks. Budget $2,400.

25. If funding is allocated, this work can be completed prior to 30 June 2018. This programme would advance the local board plan objective to promote better health and wellbeing in the community.

Māori Identity – Park names

26. An initiative to work with mana whenua to identify opportunities for the naming/renaming of parks and facilities is proposed for each local board. The purpose of this initiative is to enhance Auckland’s Māori identity and Māori heritage. This is a two-staged process and stage one includes undertaking research on the existing names of parks and facilities, working with mana whenua and developing a communications approach for the local board. Stage one could be completed prior to 30 June 2018, which would enable stage 2 to be undertaken in FY19. Stage 2 involves working with mana whenua on the adoption of names by the local board, and communication re the names and their meanings and requires additional funding of approximately $23,000. Stage one, if completed this financial year, requires funding of $10,000.

27. Local board members expressed a preference not to reopen the naming of those parks already named after people, for example Noel Burnside Park, Hayman Park, and James Watson Park.

Stitch ‘n Learn

28. Several activities are included in this proposed new work programme:

a. To teach and apply sewing and creative skills to small groups of interested youth, adults and seniors so they can mend, upcycle and make clothes and furnishings for themselves and their whanau

b. To provide platform for experienced sewers to teach and tutor new learners of the craft

c. To provide a fun and safe way for youth, adults and seniors from diverse communities to socialise and support each other

d. To provide sewing machines for the use of learners and investigate an empowered process for those who wish to purchase their own machines

29. The budget is $9,000 ($3,500 for tutors for 5 five hours per week for 20 weeks @ $35 per hour; $2,100 for six sewing machines; $3,400 for sewing machine accessories, materials and attendant materials).

30. Project partners are Shunya Waste Solutions in collaboration with Indo New Zealand Senior Citizens Association and Maa Durga Temple. The timeframe is 20 weeks from end of May.

31. This work programme would advance the local board plan outcomes: Honouring youth and seniors; and Empowered, Inclusive and Prosperous communities.

Middlemore Teaching Garden Event

32. The Auckland Teaching Gardens Trust has requested funding of $2000 for neighbourhood events at Middlemore Park. The trust will use the funding:

a. to organise social events to engage with local residents and build/repair relationships

b. to promote gardening programmes and activities available for neighbours to join

c. to share ideas about new initiatives

d. share in bounty and fruits of the labour of the Middlemore “plotters.”

33. This work programme would advance the local board plan initiative to fund programmes to teach people how to grow food through teaching gardens.

CCTV Audit – Business Manukau

34. Manukau Business Association (“Business Manukau”) has requested the local board to fund half the costs of a proposed CCTV audit in the Manukau Business District. The audit will identify where cameras are currently installed and assess their technical specifications. Business Manukau state in their letter (Attachment A):

“This audit will pave the way for the introduction of a comprehensive, integrated CCTV system in our business district, which will make the area much safer for staff, shoppers, and business owners; this will in turn boost the local economy and generate more employment.”

35. A contribution towards CCTV would help to advance the local board plan objective to promote economic development and public safety in town centres. Staff support CCTV in principle, because it contributes to perceptions of safety.

36. This audit is likely to identify a need for substantial new investment in CCTV systems in Manukau. A similar audit in Papakura resulted in a proposal for $220,000 new investment in CCTV. A local board contribution to the audit could raise an expectation that the board will contribute to later developments.

37. If the board is willing to make a future investment, then provision for that could be considered in the 2018/19 work programmes. If the board is not willing to commit to further investment, then that should be communicated in its response to the current request.

38. The board has previously supported Business Manukau on specific projects. In 2015 the board made two grants of $25,000 each towards the costs of a crime prevention officer and the proposed BID expansion. The BID expansion took place on 1 July 2017, with the result that the association has now has a significantly strengthened financial position.

39. Business Manukau has requested $14,490 towards the CCTV audit. In workshop discussion, board members considered that a contribution of $5000 would be appropriate to the circumstances. Members did not support any future commitment for the expansion of CCTV in Manukau.

Economic development programme – newly arrived business residents

40. The board has supported a pilot project in its 2017/18 economic development work programme (ID 1069) to support newly arrived business residents to access business growth advice and be signposted to other support services that are available for businesses.

41. Two proposals were received from the four organisations invited and each had different but complementary strengths. A panel of three evaluated the proposals.

42. The proposal from Momentum NZ had a stronger approach in terms of providing the business growth advice, business planning and follow up support. The proposal from Samoa Business Network (SBN) demonstrated very strong links to the local community and in particular the business community. SBN have noted that while their focus is on the Samoan Community they have good links with a range of other groups and fully understand the need to engage with these through the project.

43. After discussion with the panel to appoint a contractor it was felt that the proposal offering stronger business growth and planning support and follow up should be the preferred option. It was also noted that an approach involving both organisations could be effective in providing quality business support while ensuring strong community engagement.

44. A request for $5,000 to support this additional engagement is being made.

45. Further discussion with Samoa Business Network to gauge interest in supporting this project identified that the SBN would very much welcome the opportunity to support the project as it aligns very well with their aims. It was identified that a small financial contribution to the SBN would help further its outreach, engagement and promotion work and that they would be keen to work alongside Momentum NZ to deliver a successful project in Ōtara Papatoetoe.

46. This project implements the local board plan objective to ‘promote economic community wellbeing by funding migrant business support programmes’. A strengthening of the community engagement focus of this project would be valuable, particularly as this initiative sits under Outcome 5 of the Local Board Plan, ‘Empowered, inclusive and prosperous communities’.

Kolmar Trust and Gymcity

47. The Kolmar Trust requested funding for three activities. Local board members did not support funding for operational support, or Kingswood changing rooms (which the board has funded separately), but were open to further consider the Gymcity proposal.

48. Local board members understood that Kolmar and Gymcity have discussed the development of a shared gymnasium and community facility on the site of the former rugby clubrooms on Kingswood Reserve. A development working party has been established by Kolmar with two representatives from Gymcity.

49. Local board members asked for further information. A heads of agreement between the parties was felt necessary to support the funding application. This would confirm the intent of the parties about the agreed site, scale and cost sharing, prior to incurring the expense of a needs analysis, feasibility study and concept planning.

Tauākī whakaaweawe Māori / Māori impact statement

50. The proposals in this report do not specifically target Māori. It is anticipated that the proposals will have positive outcomes all communities in the local board area, including Māori.

Ngā ritenga ā-pūtea / Financial implications

51. The local board has $132,000 to distribute. A total expenditure of $109,000 is recommended in this report, leaving a balance in the community response fund of $23,000.

52. An additional $20,000 is available to reallocate, having been released from the Hayman Park Refresh work programme (#1951) to review and update the masterplan for Hayman Park. Panuku Development Auckland will now fully fund the masterplan. The funding allocated by the board ($20,000) is no longer required and can be reallocated to other projects this financial year.

53. The possible funding to assist the Gymcity move to Kingswood Reserve has still to be considered by the local board. The available funding is ample to cover that project, if the board so decides, as well as any future contingencies and projects that come to light.

Ngā raru tūpono / Risks

54. The projects covered in this report are all of modest scale to be carried out by 30 June 2018. These projects do not present significant risks to the local board. It is considered that the projects involving public participation will have adequate lead time to attain their outcomes.

Ngā koringa ā-muri / Next steps

55. Staff will initiate the implementation of the relevant new work programmes and payment of grants to the recipient organisations, as appropriate. It is anticipated that staff will report back quarterly to the local board on the outcomes.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	CCTV Audit - Letter from Business Manukau	99

Ngā kaihaina / Signatories

Authors

Gill Pannell – Libraries Service Delivery manager

Jenny Young – Community Lease Advisor

Debra Langton – Parks Sport and Recreation Portfolio Manager

Tess Lieu – Strategic Broker, Community Empowerment

Jonathan Sudworth – Local Economic Development Advisor

Martin Devoy – Sport & Recreation Lead, Active Recreation

Neil Taylor - Senior Local Board Advisor

Authorisers

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

20 March 2018

Community-led response to alcohol licensing update

File No.: CP2018/02466

Te take mō te pūrongo / Purpose of the report

1. This report provides an update on the community-led response to alcohol licensing.

Whakarāpopototanga matua / Executive summary

2. The Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards have resolved to support their local communities to make objections to alcohol licence applications (work programme ID 2030.) This report is based on information supplied by Dr Grant Hewison, the consultant leading the implementation of this work programme.

3. A highlight in the last period has been objections to the renewal of tavern-style licences where the primary activity is gambling. The Sale and Supply of Alcohol Act requires that the business of a tavern must be principally providing alcohol and other refreshments and not gambling. An earlier decision of the Auckland District Licensing Committee (DLC), Copper Lounge (Q/ONL/2012/4632), refused to renew a tavern style licence because the premises were primarily for gambling and not providing alcohol and other refreshments. Members of the community have been making observations of taverns and objecting where the principal activity appears to be gambling. Objections and hearings have resulted in the closure of The Opal Lounge (South Otahuhu) and Graces Place (Mangere East). However, the decision in the Curlew Bar to allow a new pokie-tavern to open in place of The Opal Lounge has been very disappointing.

4. A further highlight has been the objections and further work of the Māori Wardens across both local board areas, especially in raising the negative harm caused by alcohol to the Māori community. The wardens have also lodged a claim to the Waitangi Tribunal that the Crown has not upheld its obligations under the Treaty of Waitangi to actively protect Māori in the Sale and Supply of Alcohol Act 2012. Again, the decision in the Curlew Bar has been very disappointing by saying that the obligations of the Auckland Council under the Treaty of Waitangi do not also bind the Auckland DLC.

5. After five years of development and hearings, on 12 October 2017, Auckland Council provided its amended Local Alcohol Policy to the Alcohol Regulatory and Licensing Authority. However, two appeals have been lodged. Council officers have indicated that the Auckland Local Alcohol Policy may not take effect until 2019.

6. A Private Member’s Bill, the Sale and Supply of Alcohol (Renewal of Licences) Amendment Bill has been drawn from the Parliamentary ballot. It provides that a licence may be refused and conditions imposed where the renewal of the licence would be inconsistent with any relevant Local Alcohol Policy. The local board may wish to make submissions to this Bill.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the report.

Background

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

8. In July 2014, the Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards resolved to support their local communities to make objections to alcohol licence applications (including new applications and renewals) with the idea of limiting new applications and seeking better conditions with regard to existing licences (such as a reduction in advertising and ‘no single sales’). In June 2017, the local boards resolved to continue this support for the period 1 July 2017 to 30 June 2018 (work programme ID 2030.)

9. In April 2017, the local board received a report on the activities of the community-led response to alcohol licensing for the prior year. This report provides an update.

Alcohol Licensing

10. Since March 2017, objections have been made to the following notifications made for new and renewal licences in the Ōtara-Papatoetoe Local Board area:

· New Tavern: Curlew Bar (6/628 Great South Road, South Otahuhu), 5 October 2017

· Renewal: Club Royalz (8/57 Cavendish Drive, Manukau), 16 November 2017

· Renewal: The Bar (1/5 Jack Conway Avenue, Manukau), 26 October 2017

· Renewal: Wanderers Bar (265 East Tamaki Road, Otara), 10 October 2017

· Renewal: East Tamaki Tavern (265 East Tamaki Road, Otara), 10 October 2017

· Renewal: Wymondley Discount Liquor (2C Larsen Street, Otara), 3 April 2017

· Renewal: Halavuna Bar (6/726 Great South Road, Manukau), 20 October 2017

11. The objections heard or negotiated (from March 2017 to March 2018) have been:

· Curlew Bar (6/628 Great South Road, South Otahuhu), 5 October 2017

· Wymondley Discount Liquor (2C Larsen Street, Otara), 3 April 2017

· Halavuna Bar (6/726 Great South Road, Manukau), 20 October 2017

12. Some of the decisions are available at:

http://temp.aucklandcouncil.govt.nz/EN/AboutCouncil/meetings_agendas/hearings/Documents/wymondleydecrpt20171211.pdf

The recent the decision in the Curlew Bar to allow a new pokie-tavern to open in place of The Opal Lounge has been very disappointing. That decision also said that the obligations of the Auckland Council under the Treaty of Waitangi do not bind the Auckland DLC.

Community Empowerment

13. A wide network of objectors has developed, with regular objectors covering Māngere, Ōtāhuhu, Ōtara and Papatoetoe. With repeated experiences of hearings, the skill levels and confidence of objectors has grown. In addition, objectors are now training each other, passing on experiences and supporting each other through the hearings processes.

14. All licence notifications are being identified and posted on Facebook, with people coming forward to make objections.

15. This experience, now over the past three years, has however, led to increasing frustration from the community and a view that the Sale and Supply of Alcohol Act 2012 has not led to any change from the previous Sale of Liquor Act 1989 in terms of off-licences.

Conditions and Undertakings

16. Following DLC decisions from late 2015, objectors had begun to take an approach of making an objection, but making it clear that the objection would be withdrawn if the applicant was willing to sign the usual undertakings. However, more recently the DLC has decided not to accept this approach. It seems the DLC is saying that unless there is direct and strong evidence of poor practices by the applicant they will not accept Undertakings. As a consequence, community objectors have stopped taking this approach. Nonetheless, where conditions were achieved, a similar approach is being taken to retain the conditions.

Supermarkets

17. Although objections have been made to a number of supermarket renewal licences, these have been on hold awaiting a Court of Appeal and a further High Court decision.

Auckland Provisional Local Alcohol Policy

18. Finally, hearings were held on the Auckland Provisional Local Alcohol Policy (PLAP), at which submissions were made by the Otara Gambling and Alcohol Action Group (OGAAG). The experiences of hearings, the skill levels and confidence of objectors developed through the community-led response to alcohol licensing made a significant difference in the evidence they could give.

19. On 12 October 2017, Auckland Council provided its amended Local Alcohol Policy to the Alcohol Regulatory and Licensing Authority. Attachment A is a memorandum setting out the changes and two appeals lodged subsequently. Council officers have indicated that the Auckland Local Alcohol Policy may not take effect until 2019.

20. A more recent update indicates that PLAP remains subject to appeals lodged in the Alcohol Regulatory and Licensing Authority and judicial review proceedings in the High Court.

21. Appeals filed in the Alcohol Regulatory and Licensing Authority will have a preliminary hearing on 13 April 2018.

22. Supermarket companies lodged the judicial review proceedings. They also intend to apply for a stay of hearings on the appeals until a determination has been made on the judicial reviews. (A stay of proceedings means that the Authority could not progress the appeal proceedings until given leave to do so from the High Court.) Any application for a stay would be heard on 12 April 2018.

Sale and Supply of Alcohol (Renewal of Licences) Amendment Bill

23. Louisa Wall MP’s Private Member’s Bill, the Sale and Supply of Alcohol (Renewal of Licences) Amendment Bill has been drawn from the Parliamentary ballot.

24. The Bill (Attachment B) provides that a licence may be refused where the renewal of the licence would be inconsistent with any relevant Local Alcohol Policy. In addition, it provides that conditions may be imposed consistent with any relevant Local Alcohol Policy on the renewal of a licence.

25. Ōtara-Papatoetoe Local Board has alcohol harm minimisation as a key advocacy issue, and may consider supporting the Bill. A submission would need to be co-ordinated with the views of other local boards and Governing Body.

26. As the explanatory note of the Bill says, there is no rational base on which existing off-licence renewals should not be assessed against a local alcohol policy (LAP) or for conditions to be imposed to bring the operation of a licence into conformity with a local alcohol policy; that is trading hours, particular licences, and one-way door restrictions.

27. Under the bill, consideration of a LAP will be one of a number of factors to be considered by a district licensing committee (DLC) on renewal of a licence. It will not be the only factor, nor is it likely to be the dominant factor. In practice, it means that district licensing committees can take the LAP into account when assessing renewals. The board put a lot of input to the LAP, and would likely want DLC to heed the LAP.

28. With regard to section 133(2) of the bill, while it is similar to the existing section, it is still useful in that it more clearly provides that DLCs may impose particular conditions on any licence renewed if the renewal without those conditions would be inconsistent with a local alcohol policy (LAP).

29. The Bill also offers the community and council the ability to raise concerns through submissions more generally about the LAP process and DLC processes with Parliament.

Conclusions

30. Community members, supported by the local boards, have achieved success together with Auckland Council alcohol inspectors in opposing tavern licences where the main activity is actually gambling/pokies.

31. However, the recent the decision in the Curlew Bar is a major setback. There also remains frustration from the community at the slow progress of the Auckland Local Alcohol Policy. There are also concerns that the Sale and Supply of Alcohol Act 2012 has not led to any change from the previous Sale of Liquor Act 1989 regarding off-licences.

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

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Memo - Changes to Provisional Local Alcohol Policy	105
b ⇩	Sale & Supply of Alcohol Renewal of Licences Amendment Bill	107

Ngā kaihaina / Signatories

Authors

Grant Hewiison, Consultant

Neil Taylor - Senior Local Board Advisor

Authorisers

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

20 March 2018

2018 Local Government New Zealand Conference and Annual General Meeting

File No.: CP2018/02972

Te take mō te pūrongo / Purpose of the report

1. To inform local boards about the Local Government New Zealand (LGNZ) Annual conference and General meeting (AGM) in Christchurch Sunday 15 July to Tuesday 17 July 2018 and to invite local boards to nominate elected members to attend.

Whakarāpopototanga matua / Executive summary

2. The Local Government New Zealand Annual conference and General meeting take place at Christ’s College from 12 noon on Sunday 15 July to 1pm on Tuesday 17 July 2018.

3. Local board members are invited to attend the conference. In 2018, with the venue in Christchurch and given the cost of elected member attendance, staff recommend that one member per local board attend.

4. In addition to the official delegates, LGNZ requires prior notice of which local board members plan to attend the AGM. Members wishing to attend are asked to register their intention with the Kura Kāwana programme by Friday 13 April so that this information can be provided to LGNZ.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) Nominates one elected member to attend the Local Government New Zealand 2018 Conference and Annual General Meeting from Sunday 15 July to Tuesday 17 July 2018.

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

c) Notes that any members who wish to attend the AGM must provide their names to the Kura Kāwana project team by Friday 13 April to ensure that they are registered with Local Government New Zealand.

Horopaki / Context

5. This year the LGNZ conference and AGM will be held at the Christ’s College, Christchurch, from Sunday 15 July to Tuesday 17 July 2018. The AGM will commence at 12.00pm on Sunday 15 July 2018 with the conference programme commencing at 4.15pm on Sunday 15 July and concluding at 1.00pm on Tuesday 17 July.

6. The conference programme has the theme “We are firmly focused on the future: Future-proofing for a prosperous and vibrant New Zealand”. The full programme is attached as Attachment A.

7. The AGM takes place on the first day of the conference. The LGNZ constitution permits the Auckland Council to appoint four delegates to represent it at the AGM, with one of the delegates being appointed as presiding delegate.

8. Elected members who hold LGNZ roles are:

Mayor Phil Goff	Metro Sector representative on the National Council
Councillor Penny Hulse	Chair of Zone One and Zone One representative on National Council, Member Conference Committee
Deputy Mayor Bill Cashmore	Auckland Council representative on Regional Sector
Councillor Wayne Walker	Auckland Council representative on Zone One
Councillor Alf Filipaina	LGNZ Te Maruata Roopu Whakahaere
Councillor Richard Hills	Member Policy Advisory Group
Waitemata Local Board Chair Pippa Coom	Member Governance and Strategy Advisory Group

9. Traditionally the four AGM delegates have been the Mayor, the Chief Executive and two Governing Body members who hold LGNZ roles.

10. The Governing Body will consider an item on AGM attendance at its meeting on 23 March 2018 which includes the recommendation that Mayor Phil Goff be the presiding delegate and the other three delegates be comprised of either:

· two members of the Governing Body who hold a formal representation role with LGNZ and the Chief Executive; or

· one member of the Governing Body who holds a formal representation role with LGNZ and the Chief Executive, and a local board member.

11. Delegates in 2017 were:

· Mayor Phil Goff

· Deputy Mayor Bill Cashmore

· Councillor Penny Hulse

· Local board chair Pippa Coom

12. The Governing Body will also consider an item on conference attendance at its meeting on 23 March 2018 which includes the recommendation that Mayor Phil Goff and the other Governing Body members chosen to be the delegates to the AGM be approved to attend the conference, and that other councillors be chosen to attend so that up to a total of six Governing Body members can attend the conference.

Tātaritanga me ngā tohutohu / Analysis and advice

13. Local board members are invited to attend the conference. In 2018, with the venue in Christchurch and given the cost of elected member attendance, it is recommended that one member per local board attend.

14. This means that a maximum of 27 Auckland Council elected members would attend the conference.

15. Delegates who attend are encouraged to report back to their local boards.

16. In addition, local board members can attend the AGM as observers, or as a delegate (depending on the Governing Body decision), provided their names are included on the AGM registration form, which will be signed by the Mayor.

17. LGNZ requires prior notice of which local board members plan to attend the AGM. Members wishing to attend are asked to register their intention with the Kura Kāwana programme by Friday 13 April so that this information can be collated and provided to LGNZ.

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

18. The LGNZ Annual conference has relevance to local board members and their specific roles and responsibilities.

Tauākī whakaaweawe Māori / Māori impact statement

19. The LGNZ National Council has a sub-committee, Te Maruata, which has the role of promoting increased representation of Māori as elected members of local government, and of enhancing Māori participation in local government processes. It also provides support for councils in building relationships with iwi, hapu and Māori groups. Te Maruata provides Māori input on development of future policies or legislation relating to local government. Councillor Alf Filipaina is a member of the sub-committee. Te Maruata will hold a hui on 14 July 2018.

Ngā ritenga ā-pūtea / Financial implications

20. The normal registration rate is $1,410 (early bird) or $1,510 (standard).

21. Costs of attendance for one member from each local board are to be met from the elected members’ development budget as contained in the Kura Kawana Programme.

Ngā raru tūpono / Risks

22. The key risk is of delayed decision making impacting costs – the sooner the registration for the nominated local board member can be made, the more likely it is that Auckland Council can take advantage of early bird pricing for the conference and flights.

Ngā koringa ā-muri / Next steps

23. Once members are confirmed to attend, the Kura Kāwana programme will co-ordinate and book all conference registrations, as well as requests to attend the AGM.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Conference Programme	115

Ngā kaihaina / Signatories

Authors

Linda Gifford, Kura Kāwana Programme Manager

Authorisers

Kerri Foote, Local Board Services Improvements Manager

Louise Mason, General Manager Local Board Services

Carol McKenzie-Rex - Relationship Manager

Ōtara-Papatoetoe Local Board

20 March 2018

Additions to the 2016-2019 Ōtara-Papatoetoe Local Board meeting schedule

File No.: CP2018/03186

Te take mō te pūrongo / Purpose of the report

1. Seeking approval for two additional meeting dates to be added to the 2016-2019 Ōtara-Papatoetoe Local Board meeting schedule in order to accommodate the 10-year Budget 2018-2028 timeframes.

Whakarāpopototanga matua / Executive summary

2. The Ōtara-Papatoetoe Local Board adopted the 2016-2019 meeting schedule on Tuesday, 13 December 2016.

3. At that time the specific times and dates for meetings for local board decision making in relation to the local board agreement as part of the 10-year Budget 2018-28 were unknown.

4. The board is being asked to approve two meeting dates as additions to the Ōtara-Papatoetoe Local Board meeting schedule so that the 10-year Budget 2018-2028 timeframes can be met.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve two meeting dates to be added to the 2016-2019 Ōtara-Papatoetoe Local Board meeting schedule to accommodate the 10-year Budget 2018-28 timeframes as follows:

· Tuesday, 8 May 2018, 12.30pm

· Tuesday, 5 June 2018, 12.30pm.

b) note the venue for both meetings will be the Woodside Room, Level 1, Manukau Civic, 31-33 Manukau Station Road, Manukau.

Horopaki / Context

5. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules.

6. In summary, adopting a meeting schedule helps meet the requirements of:

7. Clause 19, Schedule 7 of the LGA on general provisions for meetings, which requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Such notification may be provided by the adoption of a schedule of business meetings.

8. Sections 46, 46(A) and 47 in Part 7 of the LGOIMA, which requires that meetings are publicly notified, agendas and reports are available at least two working days before a meeting and that local board meetings are open to the public.

9. The Ōtara-Papatoetoe Local Board adopted its business meeting schedule at its Tuesday, 13 December 2016 business meeting.

10. The timeframes for local board decision making in relation to the local board agreement which is part of the 10-year Budget 2018-28 were unavailable when the meeting schedule was originally adopted.

11. The board is being asked to make decisions in early May and early June to feed into the 10-year Budget 2018-2028 process. These timeframes are outside the board’s normal meeting cycle.

Tātaritanga me ngā tohutohu / Analysis and advice

12. The board has two choices:

i) Add the two meetings as additions to the meeting schedule; or

ii) Add the two meetings as extraordinary meetings.

13. For option one, statutory requirements allow enough time for these meetings to be scheduled as additions to the meeting schedule and other topics may be considered as per any other ordinary meeting. However there is a risk that if the 10-year Budget 2018-2028 timeframes change or the information is not ready for the meeting there would need to be an additional extraordinary meeting scheduled anyway.

14. For option two, only the specific topic 10-year Budget 2018-2028 may be considered for which the meeting is being held. There is a risk that no other policies or plans with similar timeframes or running in relation to the 10-year Budget 2018-2028 process could be considered at this meeting.

15. Since there is enough time to meet statutory requirements, staff recommend approving these meetings as additions to the meeting schedule as it allows more flexibility for the board to consider a range of issues.

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

16. This report requests the board’s decision to schedule two additional meetings and consider whether to approve them as extraordinary meetings or additions to the meeting schedule.

Tauākī whakaaweawe Māori / Māori impact statement

17. There is no specific impact for Māori arising from this report. Local boards work with Māori on projects and initiatives of shared interest.

Ngā ritenga ā-pūtea / Financial implications

18. There are no financial implications in relation to this report apart from the standard costs associated with servicing a business meeting.

Ngā raru tūpono / Risks

19. There are no significant risks associated with this report.

Ngā koringa ā-muri / Next steps

20. Implement the processes associated with preparing for business meetings.

Ngā tāpirihanga / Attachments

There are no attachments for this report.

Ngā kaihaina / Signatories

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

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