I hereby give notice that an ordinary meeting of the Franklin Local Board will be held on:
Date: Time: Meeting Room: Venue:
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Tuesday, 26 June 2018 9.30am Local Board
Chambers |
Franklin Local Board
OPEN ADDENDUM AGENDA
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MEMBERSHIP
Chairperson |
Angela Fulljames |
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Deputy Chairperson |
Andrew Baker |
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Members |
Malcolm Bell |
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Alan Cole |
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Brendon Crompton |
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Sharlene Druyven |
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Amanda Hopkins |
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Murray Kay |
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Niko Kloeten |
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(Quorum 5 members)
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Denise Gunn Democracy Advisor - Franklin
20 June 2018
Contact Telephone: (09) 295 3706 Email: denise.gunn@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Franklin Local Board 26 June 2018 |
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Approval of the 2018/2019 Franklin Local Board Community Facilities Work Programme 5
Franklin Local Board 26 June 2018 |
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Approval of the 2018/2019 Franklin Local Board Community Facilities Work Programme
File No.: CP2018/10677
Te take mō te pūrongo / Purpose of the report
1. To approve the 2018/2019 Community Facilities Work Programme for the Franklin Local Board, including all physical works, leasing and operational maintenance projects delivered by Community Facilities.
Whakarāpopototanga matua / Executive summary
2. The Community Facilities department is responsible for the building, maintaining and renewing of all open spaces and community buildings. This includes the community leasing and licensing of council-owned premises.
3. The Franklin Local Board 2018/2019 Community Facilities Work Programme was developed using a combination of local board feedback, staff assessments of assets and key stakeholder input.
4. The following indicative costs have been identified in the 2018/2019 Community Facilities Work Programme:
i) $4,269,000 of asset-based services capital funding
ii) $17,500 of local board initiative capital funding
iii) $0 of local board initiative operational funding.
5. The work programme has been developed through a series of iterative workshops between key staff and local boards since October 2017. The programme provided in Attachment A and B reflects the agreed projects that were presented in the last local board workshop. This report recommends that the board approves the 2018/2019 Community Facilities Work Programme and associated budget.
6. Once approved by the Franklin Local Board, new work will commence from July 2018. Regular updates on the line items will be provided by the Community Facilities’ Stakeholder Advisors.
Horopaki / Context
7. Community facilities and open spaces provide important community services to the people of Auckland. They contribute to building strong, healthy, and vibrant communities by providing spaces where Aucklanders can participate in a wide range of social, cultural, art, and recreational activities. These activities improve lifestyles and a sense of belonging and pride amongst residents.
8. The 2018/2019 Community Facilities Work Programme detailed in the attachments contains information on all proposed projects to be delivered by Community Facilities, including capital works projects, leasing and operational maintenance.
Tātaritanga me ngā tohutohu / Analysis and advice
Capital works programme
9. Investment in the capital programme will ensure that council facilities and parks open spaces in Franklin Local Board remain valuable and well-maintained community assets that continue to meet the agreed levels of service. Asset-based services capital works includes Locally Driven Initiatives (LDI), renewals and growth and development projects.
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Locally Driven Initiative |
Renewal |
Growth and development |
Coastal Renewals |
Basis for amount of budget allocated to each local board |
As per the local board funding policy: · 90% population · 5% deprivation · 5% land. |
In proportion to assets in very poor and poor condition requiring renewal, limited to funding available. |
To specific projects identified as priority projects to meet the needs of new and future residents. |
To specific projects identified as priorities by the coastal specialist team. |
Type of projects that can be paid for |
Any projects that deliver a council owned asset or as a capital grant to an asset made available for public use. |
Renewal of existing assets on a “like for like” basis, taking into account current service standards where applicable. |
Development budgets are used for specific projects approved by the Governing Body. Growth budgets can only be used for specific projects that are required by and benefit new and future residents. |
Renewal of and enhancement where required, to existing coastal structures |
Degree of local board discretion on allocation to projects |
Full discretion |
Broad discretion - can be allocated to any renewal project |
Limited discretion – must be allocated to the specific project. Local board discretion on scope and design of project within available budget. |
Limited discretion – must be allocated to the specific project for the purpose of protecting our coastal assets. Please note that coastal renewals projects are allocated regionally. |
10. The 2018/2019 Community Facilities Work Programme has been created following a series of workshops with elected members from October 2017 to May 2018. All feedback gathered from the workshops has been taken into consideration throughout the process. The proposed work programme in Attachment A contains:
· Number of projects: 54
· Indicative cost for proposed projects: $8,546,576
Leasing work programme
11. Community leases are a valuable way in which the council provides support to community organisations across the region, commonly on public parks and reserves. These groups provide a wide range of community activities and services aligned with recognised local priorities and are a key part of the mosaic of community activity and infrastructure in Auckland.
12. The draft work programme provides a detailed list of the community leases and licences that will expire or are due for renewal over the 2018/2019 financial year. It also includes the additional leases and licences that will be deferred from the 2017/2018 financial year to the 2018/2019 financial year.
13. Once the 2018/2019 Community Facilities Work Programme is approved, staff will be able to consolidate reporting on routine matters or use the streamlined process for straight forward renewals without variations whilst focusing attention on those community leases that are more complex.
Operational maintenance work programme
14. The regular maintenance of all council-owned built and open space assets plays an important part in:
· increasing the long-term durability of Community Facilities assets
· improving the safety of Community Facilities assets
· ensuring the enjoyment of Community Facilities assets by the users
15. Community Facilities launched ‘Project 17’ in July 2017 which created new bundled maintenance contracts across the Auckland region for full facility, ecological restoration and arboriculture maintenance contracts. The Finance and Performance Committee approved these contracts on 30 March 2017.
16. In the 2018/2019 Community Facilities Work Programme, there are three line items dedicated to all maintenance in the local board area:
· Full Facilities Maintenance Contracts – These contracts include all buildings, parks and open space assets, sports fields, coastal management and storm damage
· Arboriculture Maintenance Contracts – These contracts include all tree management and maintenance
· Ecological
Restoration Maintenance Contracts – These contracts include pest plant
and animal pest management within ecologically significant parks and reserves.
17. Staff will be able to provide regular reporting on maintenance through monthly updates to the local boards and through the quarterly report. Community Facilities is also providing additional weekly updates to all elected members on contractor performance.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
18. The Community Facilities Work Programme has been created through a combination of local board feedback, asset condition assessments and agreed levels of service.
19. The draft 2018/2019 Community Facilities Work Programme has been considered by the local board in a series of workshops from October 2017 to May 2018. The views expressed by local board members during the workshop have been adopted in the attached work programmes.
20. Projects approved for the 2017-18 year, which do not require additional budget, are not included in the attached physical works programme. Updates on these projects can be found in the quarterly reports.
21. At the local board workshop, held on 28 May 2018, the board asked that:
a) the sports fields at Karaka Sports Park be renewed. The fields are now being assessed and will be added to the 2019/20 proposed programme if necessary. Any health and safety issues will be attended to immediately
b) the Clevedon District Centre be repainted. The condition rating has come back as average (condition 3) so an exterior clean has been organised rather than a repaint.
22. Approval is sought for LDI allocation and project approval for the project, ‘Waiuku skate park and Clevedon skate park – install additional rubbish bins’. The work at Waiuku skate park was previously approved by Franklin Local Board, however, allocated budget was inadequate. This project reduces the scope to installation of a single rubbish bin at Waiuku skate park with an additional bin at Clevedon skate park. Savings through procurement will be sought, but should they not be available the price to deliver the installation will cost up to $5,000.
23. Approval is also sought for LDI allocation and project approval to undertake the design and consent for stage 2 of the walkway extension at Prospect Terrace. The walkway extension will connect stage 1 to the nearby car park and provide a pedestrian link for the community. Additional funding will be sought for construction following design and consenting.
24. The Community Facilities work programme supports the achievement of the following Franklin Local Board Plan 2017 priorities:
· A well-cared for natural environment
· Communities feel ownership and connection
· Growth is dealt with effectively.
Tauākī whakaaweawe Māori / Māori impact statement
22. The 2018/2019 Community Facilities Work Programme ensures that all facilities and open space assets continue to be well-maintained assets that benefit the local community, including Māori. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to mana whenua then appropriate engagement will be undertaken.
23. Staff are also attending mana whenua fora on a monthly basis to receive feedback on the 2018/2019 Community Facilities Work Programme.
Ngā ritenga ā-pūtea / Financial implications
24. The proposed 2018/2019 Community Facilities work programme will see the allocation of $17,500 of the board’s locally driven initiatives capital budget, $4,269,000 of the board’s asset-based services capital budget, and $4,060,076 of the board’s asset based operational budget. These amounts can be accommodated within the board’s total draft budget for 2018/2019. As such, the board’s approval will not have significant financial implications unless projects experience a significant overspend or underspend. Regular updates on projects will be provided to the board tracking expenditure and identifying any projects at risk of non-delivery, over or underspend.
Ngā raru tūpono / Risks
25. If the proposed Community Facilities work programme is not approved at the business meeting, there is a risk that the proposed projects may not be able to be delivered within the 2018/2019 financial year.
Ngā koringa ā-muri / Next steps
26. The work programme will be implemented as part of Community Facilities’ usual business practice.
27. Work programme implementation will be reported regularly by stakeholder advisors and quarterly through the performance report to the local board.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩ |
Franklin Local Board Community Facilities work programme 2018/2019 |
11 |
b⇩ |
Franklin Local Board Community Leases work programme 2018/2019 |
17 |
Ngā kaihaina / Signatories
Authors |
Hannah Alleyne – Principal Programmes Specialist |
Authorisers |
Rod Sheridan - General Manager Community Facilities Nina Siers - Relationship Manager |