I hereby give notice that an ordinary meeting of the Ōtara-Papatoetoe Local Board will be held on:
Date: Time: Meeting Room: Venue:
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Tuesday, 21 August 2018 5.00pm Manukau
Chambers |
Ōtara-Papatoetoe Local Board
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Lotu Fuli |
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Deputy Chairperson |
Ross Robertson, QSO, JP |
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Members |
Apulu Reece Autagavaia |
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Dr Ashraf Choudhary, QSO, JP |
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Mary Gush |
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Donna Lee |
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Dawn Trenberth |
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(Quorum 4 members)
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Carol McGarry Democracy Advisor Otara-Papatoetoe
13 August 2018
Contact Telephone: +64 27 591 5024 Email: carol.mcgarry@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Ōtara-Papatoetoe Local Board 21 August 2018 |
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1 Welcome 5
2 Apologies 5
3 Declaration of Interest 5
4 Confirmation of Minutes 5
5 Leave of Absence 5
6 Acknowledgements 5
7 Petitions 5
8 Deputations 5
8.1 Deputation - Hemp growing prototype initiative 5
8.2 Deputation - AMMI Athletics Club Incorporated 6
8.3 Deputation - PHAB Pasifika 6
9 Public Forum 6
9.1 Public Forum - Papatoetoe North School 6
9.2 Public Forum - Auckland Indian Retailers Association 6
10 Extraordinary Business 7
11 Manukau Ward Councillors Update 9
12 Board Members' Report 11
13 Chairperson's Announcements 13
14 Auckland Transport August 2018 update: Ōtara-Papatoetoe Local Board 15
15 Maramataka Themed Activations 43
16 Hikoia Te Korero Parade in Manukau 49
17 Pursuit of Excellence 2018/19 55
18 New community lease to the Chaldean Society Incorporated for 23R Milton Road, Papatoetoe 59
19 Project Streetscapes 67
20 Local Board Annual Report 2017/2018 71
21 Auckland Council’s Quarter Four and Year End Performance Report: Ōtara-Papatoetoe Local Board 91
22 Local board resolution responses and information reports 137
23 Ōtara-Papatoetoe Local Board Workshop Notes 161
24 Governance Forward Work Calendar 171
25 Consideration of Extraordinary Items
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.
That the Ōtara-Papatoetoe Local Board: a) confirm the ordinary minutes of its meeting, held on Tuesday, 17 July 2018, as a true and correct record.
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At the close of the agenda no requests for leave of absence had been received.
At the close of the agenda no requests for acknowledgements had been received.
At the close of the agenda no requests to present petitions had been received.
Standing Order 7.7 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.
Te take mō te pūrongo / Purpose of the report Krissy Bishop and Stephanie Robb will be in attendance to make a presentation to the local board on a community driven initiative supported by the Southern Initiative. It is a community driven initiative regarding a potential hemp growing prototype focusing on the urban context – where it may help regenerate the soils of the area, as well as support improving water quality if it’s used for riparian planting.
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Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board: a) thank Krissy Bishop and Stephanie Robb for their presentation.
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Te take mō te pūrongo / Purpose of the report Peta Leitu, Club Secretary of the AMMI Athletics Club Incorporated will be in attendance to make a presentation to the local board on their request to lease a space as a club base at the Rongomai Sports Centre, Te Irirangi Drive, Flat Bush. |
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board: a) thank Peta Leitu for attendance and the presentation. |
Te take mō te pūrongo / Purpose of the report 1. Kerry Barnett and Kramer Hoeflich from PHAB Pasifika will be in attendance to speak to the board. |
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board: a) thank Kerry Barnett and Kramer Hoeflich from PHAB Pasifika for their presentation. |
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.
Te take mō te pūrongo / Purpose of the report 1. Peter Conroy, Principal Papatoetoe North School and parents will be in attendance to present to the board on the issues they would like to raise for safety measures around the school footpath area. |
Ngā tūtohunga / Recommendation/s That Ōtara-Papatoetoe Local Board thank Peter Conroy and the parent representatives from Papatoetoe North School for their attendance. |
Te take mō te pūrongo / Purpose of the report 1. Dr Preet, Chairman of the Auckland Indian Retailers Association will be in attendance to present to the board. |
Ngā tūtohunga / Recommendation/s That Ōtara-Papatoetoe Local Board thank Dr Preet, from the Auckland Indian Retailers Association, for his attendance. |
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.”
Ōtara-Papatoetoe Local Board 21 August 2018 |
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Manukau Ward Councillors Update
File No.: CP2018/08971
Te take mō te pūrongo / Purpose of the report
1. A period of time (10 minutes) has been set aside for the Manukau Ward Councillors to have an opportunity to update the Otara-Papatoetoe Local Board on regional matters.
Ngā tūtohunga / Recommendation/s a) That the Ōtara-Papatoetoe Local Board receive the verbal reports from the Manukau Ward Councillors.
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Ngā tāpirihanga / Attachments
There are no attachments for this report.
Ngā kaihaina / Signatories
Authors |
Carol McGarry - Democracy Advisor Otara-Papatoetoe |
Authorisers |
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Ōtara-Papatoetoe Local Board 21 August 2018 |
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File No.: CP2018/14215
Te take mō te pūrongo / Purpose of the report
1. Providing board members with an opportunity to update the local board on the projects and issues they have been involved with since the last meeting.
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board receive the board members’ written and oral reports.
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Ngā tāpirihanga / Attachments
There are no attachments for this report.
Ngā kaihaina / Signatories
Authors |
Carol McGarry - Democracy Advisor Otara-Papatoetoe |
Authorisers |
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Ōtara-Papatoetoe Local Board 21 August 2018 |
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File No.: CP2018/14217
Te take mō te pūrongo / Purpose of the report
This item gives the chairperson an opportunity to update the board on any announcements.
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board receive the chairperson’s verbal update.
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Ngā tāpirihanga / Attachments
There are no attachments for this report.
Ngā kaihaina / Signatories
Authors |
Carol McGarry - Democracy Advisor Otara-Papatoetoe |
Authorisers |
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Ōtara-Papatoetoe Local Board 21 August 2018 |
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Auckland Transport August 2018 update: Ōtara-Papatoetoe Local Board
File No.: CP2018/14905
Te take mō te pūrongo / Purpose of the report
1. To provide an update to the Ōtara-Papatoetoe Local Board on transport related matters in their area including the Local Board Transport Capital Fund (LBTCF).
Whakarāpopototanga matua / Executive summary
2. This month’s report includes the start of the work for Airport to Botany rapid transit project, the introduction of red light cameras to Manukau, updates on the electronic gating project at Papatoetoe Station, the reopening of Putney Way and responses to previous resolutions by the local board to Auckland Transport (AT).
3. This report also provides an update on the various LBTCF projects being delivered for the local board, which has $658,035 remaining in the fund. This can be spent by the end of current electoral term.
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board: a) receive the Auckland Transport August 2018 update report.
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Horopaki / Context
4. This report addresses transport related matters in the local board area and includes information on the status of the LBTCF.
5. The LBTCF is a capital budget provided to all local boards by Auckland Council and delivered by Auckland Transport. Local boards can use this fund to deliver transport infrastructure projects that they believe are important but are not part of Auckland Transport’s work programme. Projects must also:
· be safe
· not impede network efficiency
· be in the road corridor - although projects running through parks can be considered if there is a transport outcome.
6. Auckland Transport is responsible for all of Auckland’s transport services, excluding state highways. They report on a monthly basis to local boards, as set out in their Local Board Engagement Plan. This monthly reporting commitment acknowledges the important engagement role local boards play within and on behalf of their local communities.
Tātaritanga me ngā tohutohu / Analysis and advice
Local Board Transport Capital Fund
7. Through the long term plan, local boards have had an increase in available funding for their Local Board Transport Capital Fund. This has effectively doubled, with the total funding available to all 21 local boards now to $20.8m per year.
8. The allocation for the Ōtara-Papatoetoe Local Board, has increased to $1,071,075 per annum. The updated figures for the remainder of his electoral term are reflected in table 1 below.
Table 1: Ōtara-Papatoetoe LBTCF financial summary table
Otara Papatoetoe Local Board Transport Capital Fund Financial Summary |
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Total Funds Available in current political term |
$2,815,162 |
Amount committed to date on projects approved for design and/or construction |
$2,157,127 |
Remaining Budget left |
$658,035 |
9. The table below reflects the status of projects to which LBTCF has already been committed.
Table 2: Status update on current Local Board Transport Capital Fund projects
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Project |
Description |
Current status |
Has the status changed since last month’s update? |
Funds allocated |
Upgrade of Hunters Corner Streetscape |
Improving the amenity of Great South Road at Hunters Corner through street furniture upgrades |
Board approved option and allocated funds. Project set up completed, awaiting resource availability |
Yes |
$925,000 |
Completion of Rongomai Walkway |
Complete footpath link from East Tamaki Road to Te Irirangi Road |
Delivery by Community Facilities. In detailed design stage. |
No |
$180,000 |
Canopy for Ōtara Town Centre |
Canopy to provide all-weather access from eastern car park to the library |
Project being delivered by Community Facilities for delivery. Under review at present. |
No |
$262,000 |
Welcome to Ōtara signage |
Investigation of traffic calming devices in this area |
Decision required regarding consultation with Mana Whenua for the wording of the sign |
No |
$55,000 |
Footpath upgrade at Ōtara Town Centre |
Upgrade of the footpath at the Ōtara Town Centre to match recently upgraded sections of footpath (along southern side). |
Request for designs to be added received from board. |
Yes |
$133,000 |
A path through Milton Park to Papatoetoe North School |
Provide an alternate all-weather access for students from Papatoetoe North School |
Board approved an option in July and allocated funds. Project being set up and Funding Agreement being prepared to allow delivery by Community Facilities. |
Yes |
$87,000 |
All-weather footpath upgrade from East Tamaki Road to Lovegrove Crescent |
Upgrade of the two paths connecting to the renewed Ōtara Creek Bridge - Greenway |
This is an AC project being delivered by Community Facilities. Funding agreement signed by AC. |
No |
$480,000 |
Projects from Previous term |
N/A |
N/A |
No |
$35,128 |
Responses to resolutions
Papatoetoe Train Station Disability Access and Closure of pedestrian walkway
10. At the June meeting, resolution number OP/2018/99 – the Ōtara-Papatoetoe Local Board advocated to Auckland Transport to provide better disabled access to Papatoetoe Station, including lifts following the removal of the pedestrian level crossing, and requested a report back to the local board.
11. In response, Auckland Transport has looked into this, but at present has no plans to install lifts at Papatoetoe station largely due to funding constraints. In regards to disability access, the new footpaths at the Papatoetoe Station are compliant with the relevant New Zealand safety standards for access and mobility.
12. At the Papatoetoe Station, to help mitigate the access issues, Auckland Transport has located six disability carparks within the adjoining park and ride next to the new footpath to the Station Road ramp to the train station.
13. Pick-up and drop-off areas within the park and ride have also been relocated to improve commuter access.
14. At the request of the local board, AT is currently looking to relocate the existing pick-up and drop-off area on Shirley Road closer to the existing ramp and possible amendment to the timed car parking on the eastern side of the Shirley Road as an option to further improve access to the station.
15. Also, two (2) benches will be installed beside the rail station to provide resting areas for members of the public when travelling to and from the train station. One of the benches will be located beside Shirley Road, and the other located next to the new footpath beside Station Road. Please note that all access ramps and footpaths are New Zealand standards compliant and the Blind Foundation and various accessibility groups were made aware of the proposed changes at Papatoetoe Station.
16. At the time of writing of this report, over one month after the closing of the level crossing, there have been three recorded complaints regarding the closure of the crossing.
17. Also at the June meeting, a petition was presented to the local board from Henry Wallace which was referred onto Auckland Transport. The local board requested a report on the closing of the Papatoetoe train station pedestrian crossing.
18. This report back to the local board addresses the request from the petition. In response, the closure of the pedestrian level crossing at the Papatoetoe Station is in line with Auckland Transport/ NZTA and KiwiRail Policy, to close pedestrian crossings where a safer alternative is available. The Papatoetoe station has had a number of fatalities and near-miss incidents recorded in recent history and is prioritised as one of the top 5 high-risk Pedestrian crossings in the Auckland region and in the top 6 for NZ. The decision to permanently close the Pedestrian crossings at Papatoetoe will not be reconsidered as this is a safety issue and safety for our communities, particularly children, is a top priority for Auckland Transport and all our partner organisations.
19. In terms of the request to consult on the closure of the level crossing, AT will not be consulting on its reopening. As noted previously, the closure of the pedestrian crossings is a safety issue first and foremost. Data collected on near misses on the rail network highlight the fact that Pedestrian crossings pose greater risk to pedestrians than those stations with no Pedestrian crossings. This closure will improve pedestrian safety at the Papatoetoe Station.
20. Over the next five years the AT strategy is to either close, gate control or grade separate all remaining Pedestrian crossings in Auckland, where currently, AT are looking to close the Pedestrian crossings at Glen Innes in the next 12 to 18 months as part of a wider gating project.
21. Also worth noting, is that Rail Safety Week runs from 13 – 19 August 2018. This is an annual community awareness initiative led by KiwiRail and TrackSAFE NZ with support from NZ Transport Agency, Auckland Transport, NZ Police, Transdev Auckland, Transdev Wellington, Greater Wellington Regional Council and local councils around New Zealand.
22. This highlights the need to raise awareness of safety around railway tracks and trains Further information can be found at this link http://www.tracksafe.co.nz/media/rail-safety-week
Quarterly report on Auckland Transport projects and activities
23. Attached for the board’s information is a summary of Auckland Transport’s activities over the past quarter in the local board area as well as regionally:
· Attachment A – Auckland Transport activities in the Ōtara-Papatoetoe Local Board area and regionally for the April-June 2018 quarter
· Attachment B – Travelwise Schools activities in the Ōtara-Papatoetoe Local Board area for the April-June 2018 quarter
Local Board Advocacy
24. This section provides a regular report about how Auckland Transport is supporting the OPLB advocacy initiatives as recorded in the OPLB Local Board Plan. In this month’s report, the OPLB’s advocacy initiatives from the 2016-19 term have been recorded in the table below.
25. Table 3 – Advocacy Initiative Status
Advocacy Initiative |
Key Initiative |
Status |
Transform Manukau’s metropolitan area through good planning and sustainable development. |
Improve connectivity through providing public Wi-Fi and improving walking routes between Manukau Square and transport centre, Hayman Park, and public carparks. |
Auckland Transport has recently completed and opened the $50m Manukau Bus Station in early April 2018. We are also mostly completed the Putney Way upgrade which links Manukau Square to the transport centre and Hayman Park.
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Promote economic development and public safety in the town centres and strengthen their roles as community hubs. |
Investigate opportunities for funding public facility improvements in town centres, e.g. toilets, footpaths, parking and public.
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Auckland Transport is currently delivering, through the LBTCF, footpath upgrades in Ōtara Town Centre and investigating street furniture upgrades in Hunters Corner, Papatoetoe. |
Redesigning the entrances to Ōtara library and Ōtara Music and Arts Centre, including the courtyard between the council buildings in Ōtara Mall. |
A new canopy linking the western car park to the courtyard between the council buildings in Ōtara Mall is currently underway. |
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Advocate to AT to realign Station Road / Portage Road/ Gray Avenue intersection. |
Auckland Transport is in the process of upgrading the Portage Road and Station Road intersection by installing a roundabout to improve vehicle and pedestrian safety.
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Work with AT to allocate funding and develop priority routes through parks and other public spaces for cyclists and walkers, as identified in the Ōtara‑Papatoetoe Greenways Plan. |
The local board is currently funding an upgraded section of the OPLB Greenways Plan from East Tamaki Road to Lovegrove Crescent in Ōtara via their LBTCF. |
Other Auckland Transport news
Airport to Botany rapid transit
26. A key part of Auckland Transport’s public strategy is to provide an east-west Rapid Transit Network that links Auckland Airport with Botany via Manukau. This project will involve New Zealand Transport Agency, Auckland Airport and Auckland Transport working together over a number of years to plan and build a bus or light rail link between these points.
27. At this early stage of planning there are not many details, but the potential benefits for the OPLB area are easily appreciated. Faster and more reliable public transport between Botany, Manukau and the Airport will make commuting east-west across Auckland to employment hubs at the Airport or East Tamaki easier and provide more options for air travellers.
28. Within the OPLB area, the project will improve east-west connectivity allowing better access from Papatoetoe, Otara and East Tamaki to transport hubs in Puhinui and Manukau. At these hubs, travellers will be able to join the rail network for north-south journeys.
29. The thick red line in Figure 1 shows the approximate route and how it will link with existing and planned Rapid Transit Networks.
Figure 1: Potential Rapid Transit Network linking Auckland Airport to Botany
30. The project team has recently started discussing this plan with local boards and councillors and over time, the public will get opportunities to discuss the plan.
Rough sleeping initiative
31. On the 31 July, AT in partnership with the Salvation Army, started an initiative to utilise the Manukau Bus Station for homeless people, sometimes known as rough sleepers, during night-time hours.
32. Detailed operational planning by AT and partners, has to date resulted in the initiative successfully serving both transit customers and rough sleepers, without incident. Initially seven individuals stayed overnight, supervised by Salvation Army and Armourguard staff, with support from AT senior operational staff on-site.
33. As part of the health and safety plan, all rough sleepers are briefed in terms of expected behaviour and are provided with a fire induction briefing.
34. The Salvation Army provides a hot drink and light meal at night and in the morning before the rough sleepers leave.
35. Retailers on-site have also been supportive and have offered to provide food/nourishment to those staying over.
36. In its second week of operation, the initiative continues to operate well with an average of 10 rough sleepers per night, peaking at 17, with roughly double that number coming for the meal and leaving soon after.
37. This initiative is expected to run until early September, but at this time the end date has not been confirmed, though further details will be provided on an on-going basis.
Red light cameras in Manukau
38. Red light camera sites are being installed at high risk intersections in Auckland to reduce dangerous driving. This batch includes the following sites in the Ōtara-Papatoetoe Local Board area:
· Great South Road and Cavendish Drive – 2 sites
· Great South Road and Reagan Road
39. The other locations include Great North Road/ Rata Street in New Lynn and Te Irirangi Drive and Accent Drive. The six new site locations were chosen based on safety risk.
40. The new camera sites are funded by the regional fuel tax and will be in operation by October 2018, which will bring the total red light cameras operating in the region to 12.
41. Red light cameras have proven to reduce deaths and serious injury. A trial of red light cameras in Auckland between 2008 – 2010 produced a 43 per cent reduction in red light running and an average 69 per cent decrease in crashes attributable to red light running.
42. The new camera sites will add to the six existing camera sites that commenced enforcement in June of this year. When the new cameras are ready to go live, Auckland Transport will choose which six sites will be enforced with enforcement rotating between the 12 sites. This means cameras could be active at any site at any time.
43. Enforcement is undertaken by NZ Police and money from infringements goes to the Crown’s National Consolidated Fund.
Redoubt Road Congestion
44. At the board’s workshop on 7 August, members discussed the increasing peak traffic congestion on the lower end of Redoubt Road. Auckland Transport staff advised that no works are planned for Redoubt Road in the current year. The Mill Road project, which will include work on Redoubt Road is on hold.
Electronic Gating Project – Papatoetoe & Middlemore train stations
Table 4: Schedule of Electronic Gating Project operational dates
Station |
Enabling works commence |
Install ticket gates |
The ticket gating to be in use: |
Middlemore |
August |
September |
October |
Parnell |
September |
September |
September |
Papatoetoe |
April |
May |
Completed |
Papakura |
September |
October |
November |
45. Auckland Transport is currently nearing the completion of a region-wide programme to install electronic ticket gates at selected stations on the rail network that include Papatoetoe and Middlemore stations.
46. This work was initially delayed but has now been resolved and work completed at the Papatoetoe Station in July 2018.
47. Additional stairs will be installed on the Shirley Road side later this year, with a request from the local board to relocate short-term pick-up and drop-off parking along Shirley Road closer to the ramp being investigated by AT.
48. The local board has raised concerns relating to disability access from the new ramp on the Station Road side, responded to in the ‘responses to resolutions’ section of this report.
49. The Middlemore Station electronic gating has also been delayed, with it now due to be operational in October 2018.
Putney Way reopened
50. The Putney Way upgrade is a streetscape enhancement project supported by the Ōtara-Papatoetoe Local Board, Panuku Development and Auckland Transport.
51. Minor streetlights and minor footpath works will be completed by the end of August.
52. Panuku is planning events for the completion of the Putney Way upgrade after completion of the street lighting works, which is now planned for September.
53. Events are likely to be coordinated with other events in the civic square area. Further details on these events will be provided as they become available for the local board to attend.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
54. The proposed decision of receiving the report has no local, sub-regional or regional impacts.
Auckland Transport consultations
55. Auckland Transport provides local boards with the opportunity to comment on transport projects being delivered in the Ōtara-Papatoetoe Local Board area.
56. In the reporting period to June 2018, the following projects were put forward for comment by the Ōtara-Papatoetoe Local Board.
· Pedestrian crossing on Station Road in Papatoetoe
· Intersections improvements on Shirley Road and Station Road in Papatoetoe
· Pedestrian crossings, St George Street cluster in Papatoetoe
· Intersection improvements at Seymour and Maxwell Ave in Papatoetoe
57. A summary can be found in attachment C, appended to this report.
Traffic Control Committee resolutions
58. Traffic Control Committee (TCC) decisions within the Ōtara-Papatoetoe local board area are reported on a monthly basis. There were no decisions for the previous month for the local area.
Tauākī whakaaweawe Māori / Māori impact statement
59. The proposed decision of receiving the report has no impacts or opportunities for Māori. Any engagement with Māori, or consideration of impacts and opportunities, will be carried out on an individual project basis.
Ngā ritenga ā-pūtea / Financial implications
60. The proposed decision of receiving the report has no financial implications.
Ngā raru tūpono / Risks
61. The proposed decision of receiving the report has no risks. Auckland Transport has risk management strategies in place for the transport projects undertaken in the local board area.
62. In terms of its LBTCF, the local board currently has $658,035 of unallocated LBTCF funding for this electoral term. The local board has a number of projects seeking a ‘rough order of cost’ to be presented back to the local board in the upcoming months.
Ngā koringa ā-muri / Next steps
63. Auckland Transport will provide another update report to the local board next month.
64. Discussions with the local board for the allocation of their LBTCF will be held over the upcoming months.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Auckland Transport activities in the Otara-Papatoetoe Local Board area and regionally for the April-June 2018 quarter |
25 |
b⇩
|
Travelwise Schools activities in the Otara-Papatoetoe Local Board area for the April-June 2018 quarter |
35 |
c⇩
|
Auckland Transport consultations |
37 |
Ngā kaihaina / Signatories
Author |
Kenneth Tuai – Elected Member Relationship Manager |
Authorisers |
Jonathon Anyon - Elected Member Relationship Team Manager Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
File No.: CP2018/14852
Te take mō te pūrongo / Purpose of the report
1. To provide an overview of the prototype maramataka themed activations for 2018/19.
2. To request financial support for the delivery of the maramataka themed activations.
Whakarāpopototanga matua / Executive summary
3. This report presents a draft work programme (Attachment A) seeking funding support to prototype three community codesigned activations that are underpinned by the maramataka – the Māori lunar calendar.
4. The draft work programme proposes three prototype maramataka activations:
· a co - design wananga/workshop in partnership with Te Ora o Manukau, The Southern Initiative and Healthy Families Manukau Manurewa-Papakura to co-create a maramataka aligned community led activation calendar to engage with the green space of Hayman Park for health and well-being.
· a healthy food activation, including a possible popup garden.
· a reo Māori (Maori language) activation.
5. The draft work programme is one of several new work programmes considered by board members at a recent workshop. The budget proposed is $20,000. Funding is available from the board’s unallocated LDI Opex. The Southern Initiative will administer the work programme.
Horopaki / Context
6. We are seeking funding support to prototype three community co designed activations that are underpinned by the maramataka – the Māori lunar calendar. Our tipuna (ancestors) developed the maramataka based on their close relationship and understanding of their environment and the interconnectedness of the whenua (land), rangi (sky) and moana (seas). By closely observing their environment, they were able to identify days each month that were better suited for particular activities. We’ve been using the maramataka to help guide us in some of our project work activities.
7. There is currently a number of organisations across the community including marae, schools, kura Māori, whānau, etc that are utilising the maramataka in their respective activities. We are aware that a number of other cultures across the globe also reference a lunar calendar.
8. As the maramataka has various phases better suited to particular activities, we are seeking to facilitate community focussed activations that align with the different phases, essentially creating a maramataka influenced activation calendar. We would look to facilitate relevant activities aligned to the various phases of the maramataka including high energy, low energy, reciprocity or give back themed activations.
9. By being in tune with their natural environment our ancestors could predict the best days for specific activities such as when to fish, when to plant crops, when to harvest crops, when to organise high energy events, when to take time out to reflect and so on. With our intended activations we will be prototyping what can be achieved in a contemporary context using this traditional knowledge system. Aligning the maramataka with the Gregorian Calendar is challenging as they are based on different concepts.
10. We are requesting local board support to facilitate the following three prototype maramataka themed activations.
a) To run a co - design wananga/workshop in partnership with Te Ora o Manukau, The Southern Initiative and Healthy Families Manukau Manurewa-Papakura to co-create a maramataka aligned community led activation calendar to engage with the green space of Hayman Park for health and well-being. We intend to backbone a maramataka network of practice of organisations that sit within the vicinity of Hayman Park, which over time will eventually be co-designed and stewarded by the participants of the network group themselves. Through this process we will look to foster a collaborative cross sector environment through initiating maramataka innovation/activation groups that could include leading an activation around certain days of the maramataka.
b) A healthy food prototype activation – insight has shown that people connect Manukau’s identity to the foodcourt in the Westfield mall. How can we shift that impression, what does a local indigenous food culture look like based on the historical narratives of Manukau being a pataka o te ora/storehouse of health?
We are considering a popup garden prototype activation. We would seek to engage the relevant expertise to support this prototype such as the Auckland Teaching Gardens, Manukau Institute of Technology’s Horticulture Department, the Whenua Warrior (she’s played a key role in the roll out of the backyard gardens project across parts of South Auckland) and the ROOTS Collective. We have had conversations with Pam Wood (Horticulture Department – Manukau Institute of Technology) regarding the possibility of involving horticulture students in any horticulture related activation. She confirmed they’d be keen to be involved. This activation can support better health and wellbeing outcomes for whanau, and especially surrounding workplaces work wellness strategies engaging their staff in the Hayman Park greenspace.
c) Prototype a reo Māori (Maori language) activation. We are engaging a rangatahi (youth) group who are currently facilitating a ‘keepin it reo’ café concept – with the premise being to socialise te reo Māori in all places and spaces in the community. These young people are role models and are fluent speakers of te reo Māori and are committed to sharing te reo Māori with the wider community. This activation can help with (re)connection to cultural heritage, which in turn helps uplift one’s wairua. It can also help make it ‘more normal’ to speak and hear te reo Māori in our day to day lives. Te reo Māori can also provide a portal into te ao Māori (the Māori world).
11. We will look to continue working with Panuku’s South Placemaking team regarding Te Mata o Rehua market – 2019. We have (Panuku, Healthy Families, The Southern Initiative) prototyped the market concept this year and want to again hold a market in 2019. We will also assess the feasibility of hosting a marketplace kaupapa on a more regular basis in line with the maramataka.
12. A goal for our project team is to provide the tools in support of a localised maramataka eco-system which leverages ancestral practices to inform community-led solutions and enables whanau and community wellbeing.
13. These maramataka themed activations align with the following outcomes in the Local Board Plan:
Outcome 1: Manukau Transformation
Outcome 3: Parks and facilities that meet people’s needs
Outcome 5: Empowered, inclusive and prosperous communities
14. The three prototype activations will give intent to the board’s commitment to Whiria Te Muka Tangata / Māori Responsiveness Framework and also its ongoing support of mana whenua kaitiaki aspirations. This includes supporting their priorities for protecting and restoring sites of cultural significance, Manukau Harbour, Tāmaki Estuary and other waterways.
15. This project can help give intent to the vision (as stated on page 36 of the Manukau Framework Plan) of Manukau as the thriving heart and soul for the south – a meeting place and a hub for learning, leisure, cultural experiences; surrounding healthy neighbourhoods.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
16. Supporting this request will assist the board to meet its stated commitment to Whiria Te Muka Tangata/Māori Responsiveness Framework. It will help give effect to the board’s statutory obligations to Māori. The council is committed to meeting its responsibilities under Te Tiriti o Waitangi / the Treaty of Waitangi and its broader statutory obligations to Māori as iterated within the Ōtara-Papatoetoe Local Board Plan on page 42.
Tauākī whakaaweawe Māori / Māori impact statement
17. Maramataka provides a key point of difference for the Transform Manukau project. We have found that the maramataka can help us connect (or reconnect) with the environment, connect with our cultural heritage, and also with traditional indigenous knowledge systems, etc. Within the Transform Manukau project, the maramataka provides a catalyst to help embed an indigenous cultural narrative across the Manukau urban landscape. Maramataka can also help us tune in or align to the rhythms of the environment, and as such we can then try and align our activities with that rhythm or energy.
18. We have to date engaged mana whenua on four previous occasions. Our most recent engagement was at the Parks South mana whenua forum hui on Wednesday 25th July. They gave their support for our approach and how we wished to give effect to create a maramataka themed calendar of community focussed prototype activations that can enhance:
• te taha tinana (physical wellbeing),
• whānau (family wellbeing),
• te taha hinengaro (mental and emotional wellbeing) and
• te taha wairua (spiritual wellbeing)
Ngā ritenga ā-pūtea / Financial implications
19. In June 2018, the board asked council departments for proposals for additional work programmes after the Governing Body agreed to relieve the board of debt repayments in relation to Colin Dale Park. As a result, $169,000 of unallocated LDI budget was available for allocation to new work programmes.
20. Departmental proposals were considered by the board at a workshop on 31 July 2018. At the workshop, board members indicated preliminary support for work programmes from departments, with a total value of $105,000, and requested that these be reported to the board for formal approval. Each department will report separately.
21. The draft work programme for maramataka activations ($20,000) was workshopped and included in those considered on 31 July 2018. All three activations described above are included in one programme. The first element, the co - design wananga/workshop, will be influential in shaping the other two activations. Workshop discussion included Te Mata o Rehua market, but it is not part of this draft work programme. As mentioned in paragraph 8, the market is expected to continue, and will be led by Panuku.
Ngā raru tūpono / Risks
22. We have had support for this project from mana whenua, Taiohi Whai Oranga, Te Puni Kokiri, Te Roopu Waiora, Auckland Tourism Events and Economic Development (ATEED), Auckland University of Technology South, Manukau Institute of Technology, Te Ora o Manukau and also some local south Auckland schools.
Ngā koringa ā-muri / Next steps
23. The activations will be communicated through social media, television and radio as well as our e mail networks. Local board media input will be highlighted accordingly and in liaison with the relevant local board communications specialists.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
The Southern Initiative work programme for maramataka themed activations for 2018/19 |
47 |
Ngā kaihaina / Signatories
Authors |
David Rameka - The Southern Initiative Anaru Ah Kew - Healthy Families Manukau, Manurewa-Papakura Mason Ngawhika - Healthy Families Manukau, Manurewa-Papakura |
Authoriser |
Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
Hikoia Te Korero Parade in Manukau
File No.: CP2018/14196
Te take mō te pūrongo / Purpose of the report
1. To update the local board regarding the proposed Manukau-based Māori Language Week parade scheduled to be held on Friday 14 September 2018.
2. To request a financial contribution to support the delivery of the inaugural Hikoia Te Korero Parade in Manukau Central Business District.
Whakarāpopototanga matua / Executive summary
3. A parade at Manukau is planned to celebrate Māori Language Week (Te Wiki o Te Reo Māori): 10-16 September 2018. The Hikoia Te Korero Manukau Parade on Friday 14 September will be delivered by a partnership of Auckland Council, central government, corporates, Māori residents and schools.
4. The parade will help deliver on the Auckland Plan 2050 vision of “A thriving Māori identity is Auckland’s point of difference in the world – it advances prosperity for Māori and benefits all Aucklanders.” Local board support for the parade can help to realise that vision along with Ōtara-Papatoetoe Local Board Plan outcomes. A local board grant of $5,000 is requested, towards parade production and programming.
Horopaki / Context
5. Auckland Council was approached by Te Taura Whiri i te Reo Māori, the Māori Language Commission to lead the parade planned for Auckland’s and Manukau Central Business Districts. The event is in celebration of the national Māori Language Week (Te Wiki o Te Reo Māori) from 10-14 September 2018.
6. This year marks the 46th anniversary since a petition to establish reo Māori as an official language was delivered to the steps of parliament. The parade, as part of the annual Māori Language Week represents an opportunity to celebrate and value reo Māori across Tāmaki Makaurau. A collective partnership between Council, central government, Auckland’s corporate sector, its Māori residents and schools has been formed to deliver the Auckland central and Manukau parade. This year, Māori Language Week will be celebrated from 10-16 September under the tag-line, Kia Kaha te Reo Māori – Let’s Make the Māori Language Strong.
7. Celebrations are set be held across the country starting in Wellington on Monday, Auckland North Shore on Tuesday, Rotorua on Wednesday, Auckland Central Business District on Thursday and Gisborne and Manukau on Friday.
8. This event presents the opportunity for the local board to be visible in supporting the Manukau parade which helps deliver on council’s commitment to the Auckland Plan 2050 vision which is “A thriving Māori identity is Auckland’s point of difference in the world – it advances prosperity for Māori and benefits all Aucklanders”. This delivers on several of the Plan’s focus areas; namely, cross-sector collaboration opportunities to deliver outcomes for Māori and to advance te reo Māori so it is seen, heard, learnt and spoken across Tāmaki Makaurau.
9. Local board support for this inaugural event will help to strengthen the Local Boards Maori Responsiveness and Te Reo focus areas.
10. The Southern Initiative will manage the funds accordingly to ensure financial expenditure for the event is directly attributed to the programme and production costs associated with the Manukau event.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
11. Support for the event will ensure the local boards commitment to Working with Māori, delivering on Auckland Council’s commitment to Māori at a local level is a priority for local boards. The council is committed to meeting its responsibilities under Te Tiriti o Waitangi / the Treaty of Waitangi and its broader statutory obligations to Māori as iterated within the Ōtara-Papatoetoe Local Board Plan on page 42.
12. By supporting this event, Auckland Council and its local boards also delivers on its [Te] Reo Māori Policy and Māori Implementation Plan.
Tauākī whakaaweawe Māori / Māori impact statement
13. This inaugural event will assist council to honour its commitments to Māori, comply with legislation and provide our decision-makers with the knowledge to meet their obligations and make robust decisions. The successful delivery of this parade will provide further benefits and opportunities for Auckland Council and the local south Auckland communities such as:
· National reach and impact, showcasing south Auckland’s contribution to Māori Language Week
· Regional reach and impact through opportunities to collaborate with south Auckland’s public, private and community sectors, e.g. building closer relationships with local schools and Mataawaka organisations
· Council’s opportunity to support local Māori enterprise and entrepreneurship, by creating a platform to launch online products, applications and other start up ideas relating specifically to te reo Māori
· Lifting the profile of south Auckland’s unique identity by providing the city’s residents and visitors, hands-on opportunities to engage, learn and celebrate reo Māori in the Manukau Central Business District.
Ngā ritenga ā-pūtea / Financial implications
14. The Southern Initiative along with Te Waka Angamua has set a brief to attract 3,000 participants to take part in the Manukau parade which requires budget contribution in line with costings for similar events, such as south Auckland’s Waitangi Day Celebrations.
15. We are presently scoping cross agency financial and in-kind support and are requesting local board funding toward the parade to ensure we have local board visibility at the event, and that local boards are seen to be supporting Te Wiki o te reo Maori inaugural parade.
Ngā raru tūpono / Risks
16. We have had positive responses and support from Counties Manukau Police, Te Puni Kokiri, Auckland Tourism Events and Economic Development (ATEED), Auckland Transport, Manukau Institute of Technology, Te Haa o Manukau, Air New Zealand, Te Wananga o Aotearoa (TWOA), Radio Waatea, Maori Television, and Te Taura Whiri to support the inaugural Manukau event, and we want to ensure our local boards are seen to be in support of the inaugural parade and future annual events moving forward.
Ngā koringa ā-muri / Next steps
17. Financial support of $5,000 has been requested from the Ōtara-Papatoetoe Local Board for the inaugural Hikoia Te Korero Manukau Parade. This funding will be attributed to production and programming and used towards the hire of a canopy and staging, sound equipment and the activation of participating stall holders for entertainment, catering and health and safety marshals
18. The board’s community response fund has sufficient balance to cover this. The funding should go through a work programme, because it will be administered within Auckland Council by The Southern Initiative. The board has an approved work programme #1001 (Respond to Māori aspirations) that can be amended to include this funding. Consequential wording changes to the work programme columns would be needed.
19. The event will be communicated through social media, television, and radio. Any local board media input will be highlighted accordingly and in discussions with the relevant local board communications specialists.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Hikoia Te Korero Manukau Parade route |
53 |
Ngā kaihaina / Signatories
Author |
Michelle Wilson - Project Manager - Southern Initiative |
Authoriser |
Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
File No.: CP2018/13790
Te take mō te pūrongo / Purpose of the report
1. To present options to improve the delivery of the Pursuit of Excellence awards in 2018/2019.
Whakarāpopototanga matua / Executive summary
2. The local board allocated $15,000 for the Pursuit of Excellence awards in 2017/2018 (OP/2017/98) and the board granted $3,976.75 to three applicants.
3. The remaining $11,023.25 was distributed through the Quick Response grants.
4. Applications for the awards are considered throughout the year but at the previous round there were issues identified that affected the efficiency and effectiveness of the process.
5. Issues include that council stopped receiving payment requests after 15 June 2018, due to the end of financial year, and the minimum eight weeks processing time generates high operational cost.
6. The local board has allocated $15,000 for the awards for 2018/2019 (OP/2018/100).
Horopaki / Context
7. The awards provide financial assistance to Ōtara-Papatoetoe residents and groups who will represent the area to demonstrate their excellence at conference and events.
8. In September 2017 staff published a call for applications to be made via the SmartyGrants system. With support from council’s communications team the awards were promoted through social media, face-to-face engagement and community networks.
9. The following objectives and criteria are used to consider the applications:
· to increase the profile and image of the Ōtara-Papatoetoe Local Board area
· to assist applicants to build their capacity in serving the community
· to promote diverse participation in local government and civic life
· to foster the development of a sustainable workforce for local industry and surrounds
· to strengthen the development of community cohesion in Ōtara-Papatoetoe.
10. This scholarship is open to people who:
· are NZ Resident/Citizen living in the Ōtara-Papatoetoe Local Board Area
· show excellent and outstanding achievements
· demonstrate leadership potential or community contribution during the past 12 months
· have been accepted to attend a conference or event either in New Zealand or overseas that will develop their leadership potential.
Tātaritanga me ngā tohutohu / Analysis and advice
11. The following issues with delivery of the awards were identified in 2017/2018:
· the closing date for the processing of funding agreements and purchase orders was 15 June for 2017/2018. Any applications received after 15 June were not eligible for processing
· the process requires staff to present memos and reports to elected members, and prepare funding agreements, purchase orders and vendor creations after the decisions have been made - this process requires a minimum period of eight weeks to be completed
· the local board had to activate an urgent decision-making process for some applications to meet process deadlines
· there was no closing date for the awards and some applicants submitted applications later than the eight weeks required for processing.
12. Staff suggest the following three options for local board to review.
13. All options include the local board delegating a panel and making the final decisions on all applications:
Options |
Advantages |
Disadvantages |
Option 1: Align the awards with the Local and Quick Response grants and Community Grants team look after the awards and distribute in five grants rounds.
|
· Community Grants team will be able to process all the applications at the same time by utilising their expertise on promotion and history check · the five rounds of allocation would cover the need of applicants throughout the year · less memos and reports on single applications are needed · avoids urgent decision-making which may generate increased operational cost. |
· applicants need to plan their trips/events to make sure they align with the five grants rounds. |
Option 2: Entrust a credible community organisation to act as a fundholder to release payment (such as Friendship House Trust or other similar organisation). Staff will continue to process applications and present memos and reports to elected members for decision making.
|
· the fundholder will process the payments more quickly after elected members have made the decision than council systems which require longer time to finalise funding agreement, purchase order and vendor creation · fewer council teams involved and applicants will get payments immediately |
· may raise questions from the community on selection of fundholder (to be mitigated by following a fair and transparent process). |
Option 3: Maintain the status quo and resolve that the closing date for the awards will be 1 May of the financial year. |
· enable staff to have eight weeks to process applications. Council stops processing funding agreements and purchase orders on 15 June of the financial year. |
· applications after 1 May won’t be accepted · it may generate significant operational cost. In some cases, the cost may be greater than the allocated grant. |
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
14. The award scheme delivers on outcomes in the Ōtara-Papatoetoe Local Board Plan 2017:
· empowered, inclusive and prosperous communities
· honouring youth and seniors.
15. The awards also deliver on a key local board objective which is to promote youth leadership and participation in employment, education, training and business.
Tauākī whakaaweawe Māori / Māori impact statement
16. The local board area has a high percentage of Māori residents. Sixteen per cent of Ōtara-Papatoetoe population identify as Māori, compared to 10.7 percent in Auckland as a whole.
17. Two of the three successful applicants in 2017/2018 identified themselves as Māori.
Ngā ritenga ā-pūtea / Financial implications
18. The local board has allocated $15,000 for the 2018/2019 awards.
19. The umbrella organisation may charge administration costs for managing the funds – there will be a cost to the organisation for making the payments to successful grant recipients.
Ngā raru tūpono / Risks
20. If Option 2 is selected, a credible community organisation would need to be identified. The group would need to demonstrate a strong relationship with local board and good reputation in the community. It is still the local board who make decisions on grants allocation.
Ngā koringa ā-muri / Next steps
21. Staff will follow up to deliver the awards as per the chosen option.
22. New award applications will be accepted in August 2018 following the decision around delivery of the scheme.
Ngā tāpirihanga / Attachments
There are no attachments for this report.
Ngā kaihaina / Signatories
Authors |
Christine Gasparini - PA to Louise LaHatte Suzanne Shaw-Lentini - Business Coordinator |
Authorisers |
Graham Bodman - General Manager Arts, Community and Events Carol McKenzie-Rex - Relationship Manager |
Ōtara-Papatoetoe Local Board 21 August 2018 |
|
New community lease to the Chaldean Society Incorporated for 23R Milton Road, Papatoetoe
File No.: CP2018/14431
Te take mō te pūrongo / Purpose of the report
1. To seek approval to grant a new community ground lease for the land at Milton Park, 23R Milton Road, Papatoetoe, to the Chaldean Society Incorporated subject to public notification of Auckland Council’s intention to lease.
Whakarāpopototanga matua / Executive summary
2. Auckland Council owns the land at Milton Park, 23R Milton Road, Papatoetoe.
3. On 1 February 2008, the Chaldean Society Incorporated entered into a community lease with council for an initial term of 10 years. The lease expired on 31 January 2018 and has been holding over on a month-by-month basis.
4. The building is owned by the Chaldean Society Incorporated. As specified in the Auckland Council Community Occupancy Guidelines 2012, groups that own their buildings have an automatic right to re-apply for a new lease at the end of their occupancy. The Chaldean Society has made a formal application for a new ground lease for the building and outdoor area at 23R Milton Road, Papatoetoe (Attachment A – Site Map).
5. Staff recommend that, subject to public notification of the intention to lease, and resolution of any objections, the Ōtara-Papatoetoe Local Board grant a new community lease to the Chaldean Society Incorporated to occupy an area of 2115m2 (more or less) at 23R Milton Road, Papatoetoe, for 10 years commencing on 1 February 2018 with one 10 year right of renewal.
Horopaki / Context
The land
6. Auckland Council owns Milton Park at 23R Milton Road, Papatoetoe legally described as Lot 21 Deposited Plan 19344 and is held in fee simple by the Auckland Council as an unclassified recreation reserve.
7. Under section 24 of the Reserves Act 1977, granting of the lease is subject to iwi consultation and public notification of the intention to lease the property. The proposed lease will be issued under section 73(3) of the Reserves Act 1977.
The Chaldean Society
8. The Chaldean Society was incorporated on 14 October 1994. The group currently consist of 700 members that facilitate and organise social, educational and sporting activities for its members. Assistance is given to Chaldean refugees and new migrants from Iraq to support integration into New Zealand society, while also providing education on the Syriac language, customs and traditions.
9. On 1 February 2008, the former Manukau City Council entered into a ground lease with the Chaldean Society Incorporated for an initial term of 10 years with no right of renewal. The lease reached its final expiry on 31 January 2018 and has been holding over on a month-by-month basis under the same terms and conditions as the original lease.
10. The society own the building located within the leased area (Attachment A). The statement of financial position provided by the Chaldean Society as at 31 March 2017 indicates that the society’s funds are sufficient to meet its liabilities and are being managed appropriately.
11. The Chaldean Society has the necessary insurance cover, including public liability and building insurance, as required under the operative lease.
Tātaritanga me ngā tohutohu / Analysis and advice
12. Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements.
13. The Chaldean Society Incorporated satisfies the required criteria specified in the Community Occupancy Guidelines in the following ways:
· it is a registered incorporated society
· it has complied with the terms of the current lease
· it has a history of delivering its services to the local community
The lease
14. The standard terms for community leases, as outlined in the Auckland Council Community Occupancy Guidelines 2012, are:
i) Where a tenant owns the building on council land, the recommended term is 10 years, plus one 10-year right of renewal; providing a total term of 20 years
ii) An annual rent of one dollar ($1.00) plus GST per annum, if demanded
iii) A community outcomes plan that identifies the benefits that the group will provide to the community and the measures used to review the group’s performance against the plan over time. The community group is required to report annually against the agreed performance measures.
15. The local board has the discretion to vary the term if it wishes. However, the guidelines suggest that where the term is varied, it aligns to one of the recommended terms within the Community Occupancy Guidelines.
16. Any proposed lease to the Chaldean Society will require public notification and iwi consultation.
Options
Option 1: Grant the lease
17. Under the Community Occupancy Guidelines 2012, Auckland Council (as owner of the land) must grant a lease for any building on the land that is not used directly by council. Granting of this lease will enable the services of the Chaldean Society Incorporated to continue to be provided to the local community. This option is recommended.
Option 2: Decline the lease
18. If the local board does not grant this lease to the Chaldean Society Incorporated, then as owners of the building, the society may be required to remove the building from the land, demolish the building or sell the building to another community group subject to local board approval. Additionally, without the lease, the Chaldean Society will not be able to provide its services to the community.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
19. At its business meeting of 20 June 2017, the Ōtara-Papatoetoe Local Board resolved to approve the 2017/2018 Community Leases Work Programme (Resolution Number OP/2017/97). The proposed new lease to the Chaldean Society Incorporated is listed as item 1834 on the work programme.
20. The services provided by the Chaldean Society Incorporated align with the Ōtara-Papatoetoe Local Board’s 2017 Plan outcomes:
· “Outcome 5: Empowered, inclusive and prosperous communities”
· “Outcome 4: Healthy natural environment”
21. The recommendations contained in this report do not trigger the Auckland Council’s Significance and Engagement Policy.
Tauākī whakaaweawe Māori / Māori impact statement
22. Auckland Council is committed to meeting its responsibilities under the Te Tiriti o Waitangi and its broader legal obligations to Maori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tamaki Makaurau context. These commitments are outlined in the council’s key strategic planning documents the Auckland Plan, the 2015-2025 Long-term Plan, the Auckland Unitary Plan and local board plans.
23. Support for Māori initiatives and outcomes are detailed in Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase Māori wellbeing through targeted support for Māori community development projects. Additionally, it seeks to improve access to facilities and participation for Māori living in the Ōtara-Papatoetoe Local Board area.
24. The Chaldean Society Incorporated will host a minimum of two community events per annum to celebrate Māori culture. They also make the hall available for use by the community (including Māori) for social and cultural activities.
25. The proposed new lease to the Chaldean Society Incorporated was discussed at the South/Central Mana Whenua Forum of 28 March 2018, no objections were raised by those present. Mana whenua has the opportunity to formally object to the proposed lease when public notification is carried out.
Ngā ritenga ā-pūtea / Financial implications
26. There are no direct cost implications associated with the grant of a new community lease to Chaldean Society Incorporated.
Ngā raru tūpono / Risks
27. Should the Ōtara-Papatoetoe Local Board resolve not to grant the Chaldean Society Incorporated a new community lease, this decision may materially affect the group’s ability to provide its services to the local community. In addition, the group has invested significant funds in improving the premises to ensure that it creates an environment that is suitable for its members and local community.
Ngā koringa ā-muri / Next steps
28. Subject to the local board grant of a new community lease, council staff will work with the Chaldean Society Incorporated to formalise the lease document.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Milton Park, 23R Milton Road, Papatoetoe - Site Map |
63 |
b⇩
|
Chaldean Society Incorporated - Community Outcomes Plan |
65 |
Ngā kaihaina / Signatories
Authors |
Tony Setefano - Community Facilities Graduate |
Authorisers |
Rod Sheridan - General Manager Community Facilities Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
File No.: CP2018/14512
Te take mō te pūrongo / Purpose of the report
1. To seek feedback on Auckland Transport (AT) and Waste Solutions (WS) streetscape services in the Ōtara-Papatoetoe Local Board area. Streetscape services include:
· mowing and weed management of berms in urban and rural areas
· town centre cleaning and loose litter collection, including emptying litter bins.
Whakarāpopototanga matua / Executive summary
2. Streetscapes services are being transferred from Auckland Transport and Waste Solutions to Community Facilities’ Full Facilities suppliers. Streetscape services include mowing and weeding of berms, town centre cleaning and loose litter collection.
3. Community Facilities are seeking feedback from local boards on key local issues or priority areas with streetscape services in their local board area.
4. Where there are known issues, region wide trends can be identified. A strategy will then be developed to see how the assets/services can be brought to an acceptable standard before being transferred to Community Facilities in 2019.
Horopaki / Context
5. Auckland Transport and Waste Solutions have been managing streetscape services since amalgamation under contracts awarded in 2011/12.
6. Through Project 17 Full Facilities contracts were granted, which include services such as maintenance of local parks, buildings and open spaces. To ensure integration of services and to deliver value, the streetscape services are to be included in the Full Facilities contracts.
Tātaritanga me ngā tohutohu / Analysis and advice
7. The Streetscapes project has been set up to ensure the successful transfer of streetscape services from Auckland Transport and Waste Solutions to the Community Facilities’ Full Facilities suppliers. The streetscape services and when they will be transferred are listed in the table below:
What |
From |
To |
When |
All urban and rural berm mowing and weed management |
Auckland Transport |
Community Facilities |
1 April 2019 |
‘Streetscapes’ – town centre cleaning and loose litter collection, bin emptying |
Auckland Transport and Waste Solutions |
Community Facilities |
1 July 2019 |
8. When the streetscape services are transferred to Community Facilities, the Full Facilities suppliers will be expected to ensure that high levels of services are provided on assets that are of a good condition. The Full Facilities suppliers will need to meet stringent performance indicators.
9. For assets that are not in a good condition, Auckland Transport should upgrade the asset before it is transferred. An approach to address these assets, including how to bring them up to standard, will be discussed between Community Facilities and Auckland Transport. Local boards are being asked for their top ten issues with current streetscape services to inform these discussions.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe / Local impacts and local board views
10. Streetscape services are important locally as they impact on the cleanliness and tidiness of town centres and related areas. Local board views are being sought through this report to ensure that streetscape services are of a high standard.
Tauākī whakaaweawe Māori / Māori impact statement
11. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory obligations to Māori.
12. Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with Auckland Council to achieve better outcomes with Māori and for Auckland.
Ngā ritenga ā-pūtea / Financial implications
13. There is a strong likelihood that due to the improved Streetscape service standards, the current budgets being transferred from Auckland Transport to Community Facilities will not be sufficient.
14. Through negotiations with the Full Facilities suppliers, Community Facilities will strive to ensure that the new Streetscape services are within a suitable range of the current budgets. If additional funding is required, the Financial and Performance Committee will be advised and extra financial support will be requested.
Ngā raru tūpono / Risks
15. The delivery of streetscape services could be impacted if the Full Facilities suppliers take over Auckland Transport contracts which have issues which have not been identified before the transition period. This could mean that the Full Facilities suppliers could spend more time on addressing the problem areas, instead of delivering the new service specifications.
16. To mitigate this risk, local boards are being requested to provide input to known, problematic areas and / or streetscape services currently provided by Auckland Transport and / or loose litter collection.
Ngā koringa ā-muri / Next steps
17. Following input from local boards, negotiations with suppliers will take place in August /September 2018. Final decisions will be made by the Strategic Procurement and the Finance and Performance Committees in October 2018.
18. The local board engagement and input on the weed management methodologies and on the standardised levels of services will take place October / November 2018.
Ngā tāpirihanga / Attachments
There are no attachments for this report.
Ngā kaihaina / Signatories
Authors |
Cherie Veza - Stakeholder Advisor |
Authorisers |
Kim O’Neill - Head of Stakeholder and Land Advisory Louise Mason - GM Local Board Services Carol McKenzie-Rex - Relationship Manager |
Ōtara-Papatoetoe Local Board 21 August 2018 |
|
Local Board Annual Report 2017/2018
File No.: CP2018/14514
Te take mō te pūrongo / Purpose of the report
1. To seek local board adoption of the 2017/2018 Annual Report for the Ōtara-Papatoetoe Local Board, prior to it being adopted by the Governing Body on 27 September 2018.
Whakarāpopototanga matua / Executive summary
2. The Auckland Council Annual Report 2017/2018 is being prepared and needs to be adopted by the Governing Body by 27 September 2018. As part of the overall report package, individual reports for each local board are prepared.
3. This year there have been some changes to the way we are writing and publishing the reports, to make them more relevant to the local area, to express more strongly the local flavour, and to make them more accessible to residents of each local board area. These changes are outlined in the Tātaritanga me ngā tohutohu section below.
Horopaki / Context
4. In accordance with the Local Government (Auckland Council) Act 2009 and the Local Government Act 2002 each local board is required to monitor and report on the implementation of its Local Board Agreement for 2017/2018. This includes reporting on the performance measures for local activities, and the overall Financial Impact Statement for the local board.
5. In addition to the compliance purpose, local board annual reports are an opportunity to tell the wider performance story with a strong local flavour, including how the local board is working towards the outcomes of the Local Plan.
Tātaritanga me ngā tohutohu / Analysis and advice
6. This year there have been some changes to the way we are writing and publishing the reports, to make them more relevant to the local area, to express more strongly the local flavour, and to make them more accessible to residents of each local board area. The changes are:
· The local board annual report will be a standalone publication (rather than being a sub-section of an overall volume of all Local Board Annual Reports) so that the reports are far more accessible for residents.
· Each local board annual report is being written in plain English, with a more professionally designed layout.
· The Chairperson’s overview now incorporates a review of performance, highlights and challenges so that a more joined up performance story is told.
· There is a colour group photo of the local board, replacing the individual black and white photos used last year.
· There are two new sections that aim to emphasise the context of the local area that the local board represents:
o a double page layout of key demographic information which was included as part of the Local Board Plan
o A ‘Local Flavour’ section, which profiles either a local resident who does great things in the community, a grant that has benefited the community, or a significant project delivered in the community.
7. The report contains the following sections:
|
Section |
Description |
a) |
Local Board area demographics |
A demographic profile of the area (originally presented in Local Board Plans). |
b) |
Message from the chairperson |
An overall message introducing the report, highlighting achievements and challenges, including both financial and non-financial performance. |
c) |
Local Board group photo |
A group photo of the Local Board. |
d) |
Local Flavour |
A profile of either an outstanding resident, grant or project that has benefitted the local community. |
e) |
How we performed |
Provides performance measure results for each activity, providing explanations where targeted service levels have not been achieved. |
f) |
Funding Impact Statement |
Financial performance results compared to LTP and Annual Plan budgets, together with explanations about variances. |
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views
8. Local board feedback will be included where possible. Any changes to the content of the final annual report will be discussed with the Chairperson.
Tauākī whakaaweawe Māori / Māori impact statement
9. The Annual Report provides information on how Auckland Council has progressed its agreed priorities in the Long-term Plan 2015-2025 over the past 12 months. This includes engagement with Māori, as well as projects that benefit various population groups, including Māori.
Ngā ritenga ā-pūtea / Financial implications
10. The annual report reports on both the financial and service performance in each Local Board area.
Ngā raru tūpono / Risks
11. The annual report is a legislatively required document. It is audited by Audit New Zealand who assess if the report represents information fairly and consistently, and that the financial statements comply with PBE FRS-43: Summary Financial Statements. Failure to demonstrate this could result in a qualified audit opinion.
12. The annual report is a key communication to residents. Telling a clear and balanced performance story, in plain English, and in a form that is accessible, is important to ensure that council meets its obligations to be open with the public it serves.
Ngā koringa ā-muri / Next steps
13. The next steps for the draft 2017/2018 Annual Report for the local board are:
- Audit NZ review during August and September 2018
- report to Finance and Performance Committee on 19 September 2018
- report to the Governing Body for adoption on 27 September 2018
- release to stock exchanges and publication online on 28 September 2018
- physical copies provided to local board offices, council service centres and libraries by the end of October 2018.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
2017/2018 Ōtara-Papatoetoe Local Board Annual Report |
75 |
Ngā kaihaina / Signatories
Authors |
David Gurney - Manager Corporate Performance & Reporting |
Authorisers |
Kevin Ramsay - General Manager Corporate Finance and Property Louise Mason - GM Local Board Services Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
Auckland Council’s Quarter Four and Year End Performance Report: Ōtara-Papatoetoe Local Board
File No.: CP2018/14319
Te take mō te pūrongo / Purpose of the report
1. To provide the Ōtara-Papatoetoe Local Board (the local board) with an integrated report for quarter four, 1 April to 30 June, and the overall performance for the financial year, against the agreed 2017/2018 local board work programme.
Whakarāpopototanga matua / Executive summary
2. This report provides an integrated view of performance for the Ōtara-Papatoetoe Local Board and includes financial performance and delivery against work programmes for the 2017/2018 financial year.
3. 67% of the activities within the agreed work programmes were delivered including multi-year projects that have progressed as expected. 31 activities were undelivered, cancelled, put on hold or deferred and 17 multi-year projects/activities have not progressed as expected during 2017/2018.
4. Key highlights for quarter four include:
· Boundary Road Skill Shed (ID: 1840): expressions of interest have been completed and the local board has granted a new lease that was approved at the 19 June 2018 business meeting.
· Te Puke O Tara Community Centre - refurbish centre (ID:2272): major physical works were completed within this quarter. The official opening was held 21 July 2018 by the Ōtara-Papatoetoe Local Board and the Mayor.
· Adopt a Spot Project (ID:14): The Million Metres Campaign funded the Adopt a Spot project. The board funding for this project was redirected towards a community planting event at Preston Road Reserve on 23 June 2018.
· Event Partnership Fund- Ōtara-Papatoetoe signature event (ID: 248): the local board held their inaugural Diversity Festival in partnership with The World Council of Sikh Affairs delivering the festival.
5. Key activity achievements from the 2017/2018 work programme include:
· Ngāti Ōtara Park- Plan and develop multisport and Marae (ID:1473): the local board has approved the concept plan at the May business meeting. Design is to commence in the new financial year. Following approval of concept designs by the local board, procurement for professional services for the developed design and consenting phase will proceed. This next phase of work is expected to take approximately eight months meaning procurement for the multi-sport facility physical works is likely to begin early 2019.
· Hayman Park stage one - develop park (ID: 2282)- Quarter two saw the local board approve the concept plans for stage one of the Hayman Park Destination playground. This includes the construction of the playground (stage one), paths, toilets and kiosk. This project is one on the three key projects outlined in the Ōtara-Papatoetoe Local Board Plan 2017. Physical works are predicted to start before the end of the current calendar year.
6. Key activities not delivered / not progressed as expected include:
· Ōtara Creek Reserve- renew pedestrian bridge and path (ID:3147): Project on hold, undergoing safety review in the design which may delay the delivery timeline. The artistic towers on the side of the bridge are being reviewed by the artist as there is a possible safety issue with people climbing them. It is hoped these can be addressed with minor changes before a tender is awarded.
· Kingswood Reserve – install and maintain temporary toilets (ID:3541): This project has been cancelled due to the sports club's request to the local board. The local board has agreed to this request. This programme was initially a three-year programme. A report will come to an upcoming business meeting to rescind the proposed three-year programme.
· Papatoetoe and Ōtara Skill Shed- Install Fence (ID:3153): Project has been cancelled on the local board's request. The local board have rescinded the resolution and closed the project.
7. Financial operating performance is 14% unfavourable year to date with the majority being the RIMA facility contract and parks operations. Aquatics, fitness and leisure are also slightly overspent. Operating revenue is behind budget, particularly in recreation and leisure memberships which have not recovered and remain overall 18% below budget. Capital spend delivery for the full year is 89%. This last quarter major spend was a continuation of renewals projects, particularly Te Puke o Tara facility upgrade.
8. Performance measures results from the 10 Year Budget 2015-2025 were included in the previous quarterly performance reports. These are excluded this quarter as they will be presented to the board in Draft Annual Report 2017/2018. / The results are included as a separate agenda item entitled “Draft Annual Report 2017/2018 – Local Board report”.
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board: a) receive the performance report for the financial quarter and year ending 30 June 2018.
|
Horopaki / Context
9. The Ōtara-Papatoetoe Local Board has an approved 2017/2018 work programme for the following operating departments:
· Arts, Community and Events, approved on 20th June 2017
· Parks, Sport and Recreation, approved on 6th June 2017
· Libraries and Information, approved on 6th June 2017
· Community Facilities: Build Maintain Renew and Community Leases, approved on 20th June 2017
· Infrastructure and Environmental Services, 20th June 2017
· Local Economic Development, approved on 18th July 2017
Tātaritanga me ngā tohutohu / Analysis and adviceKey highlights for quarter four
10. The key achievements to report from the quarter four period include:
· Boundary Road Skill Shed (ID: 1840): expressions of interest have been completed and the local board has granted a new lease that was approved at the 19 June business meeting. The local board looks forward to this community house running innovative cross generational activities that will serve the local community.
· Te Puke O Tara Community Centre - refurbish centre (ID:2272): major physical works were completed within this quarter. The official opening was held 21 July 2018 by the Ōtara-Papatoetoe Local Board Chair and the Mayor. The board contributed $2.6m to the total cost of $3.1m.
· Adopt a Spot Project (ID:14): The Million Metres Campaign funded the Adopt a Spot project. The board funding for this project was redirected towards a community planting event at Preston Road Reserve on 23 June 2018. In preparation for the community planting event, students from Rongomai School and East Tamaki School took part in the ‘Great Drain Game’ which teaches children about wastewater and stormwater. Also, Ferguson Intermediate worked with an artist to produce fish for the footbridge. Over 80 volunteers attended the community planting event and 750 plants were planted.
· Event Partnership Fund- Ōtara-Papatoetoe signature event (ID: 248): the local board held their inaugural Diversity Festival in partnership with The World Council of Sikh Affairs delivering the festival. The event is due to be debriefed at an upcoming workshop by the organiser and the council events team. This event will be supported again next year by the local board with addition financial support provided.
Overall performance against the Ōtara-Papatoetoe Local Board 2017/18 work programme
11. 67% of the activities in the agreed work programme have been delivered as expected. This percentage includes multi-year projects/activities that have progressed as expected. 31 activities were undelivered, cancelled, put on hold or deferred.
12. The Red Amber Green (RAG) status reflects the delivery at the end of the financial year: Red = incomplete, Amber = multi-year project/activity which has not progressed as expected for 2017/2018, Green = activity delivered as expected or multi-year project/activity which has progressed as expected for 2017/2018. The year-end RAG status for each department work programme is shown in Table 1 below.
13. The snapshot (attachment A), shows overall performance against the Ōtara-Papatoetoe Local Board’s agreed 2017/2018 work programmes. Operating departments have provided a quarterly update against their work programme delivery (attachment B).
Table 1: End of year Local Board Work Programmes Activity Status
RAG |
Red |
Amber |
Green |
Percentage of activities delivered as expected (Green RAG status) |
|||
Activity Status |
On Hold, Deferred |
Cancelled* |
Not delivered |
Activity Status (multi-year activities not progressed as expected) |
Completed |
In progress (multi-year activities progressed as expected) |
|
ACE |
0 |
0 |
0 |
0 |
35 |
0 |
100% |
PSR |
1 |
1 |
0 |
0 |
9 |
3 |
86% |
Libraries |
0 |
0 |
0 |
0 |
11 |
0 |
100% |
CF |
9 |
2 |
0 |
16 |
8 |
12 |
43% |
Leases |
17 |
1 |
0 |
0 |
7 |
0 |
28% |
I&ES |
0 |
0 |
0 |
0 |
9 |
0 |
100% |
ATEED |
0 |
0 |
0 |
0 |
2 |
1 |
100% |
TOTAL |
27 |
4 |
0 |
16 |
81 |
16 |
67% |
*Note: During the delivery of the work programmes some activities have been combined together for efficiency of delivery. Where this is the case, progress for each of the combined activities has been reported against the primary activity in the quarterly update (Attachment B). The remaining of the combined activities are identified as cancelled with an amber RAG status to differentiate from other cancelled activities and are not included in the overall delivery performance figures or the snapshot (Attachment A).
Key activity achievements from the 2017/2018 work programme
14. The local board has progressed two major projects outlined within their local board plan. Hayman Park Destination Playground (stage one) and Ngāti Ōtara Multi-Sport Complex concept plans have been approved, and physical works should commence by early- mid- 2019.
15. Events funded through the Arts, Community and Events (ACE) work programmes included a range of successful events that reflected the diversity of the community, honour the achievements of our local people and building stronger neighborhoods. The events over year 2017/2018 work programme include:
· Diversity Festival
· Neat Streets
· Pacifica Fusion Fashion Show
· Papatoetoe Sports Awards
· Otara Sports Awards
Overview of work programme achievement by department
Arts, Community and Events work programme
16. The percentage of Arts, Community and Events work programme activities delivered is 100%. Highlights include:
· Diversity Festival
· Diversity Forum
· Sistema – operational support
· Supporting community-led initiatives through Community Grants
Parks, Sport and Recreation work programme
17. The percentage of Parks, Sport and Recreation work programme activities delivered is 86%. There are 2 activities that are Red / ‘Not delivered’ or ‘cancelled’. Activities that were not completed of progressed as expected (Red and Amber Rag status) are discussed below.
Activity name |
RAG status |
Activity status |
Explanation and mitigation |
Otamariki Park: Boroughs Basketball training (3521) |
Red |
Deferred |
Deferred delivery of the Jungle Steering Group led basketball workshops and event. These will take place when the weather improves. |
Hayman Park: refresh masterplan (1951) |
Red |
Cancelled |
The funding for this initiative was reallocated on 20 March 2018 business meeting to the Out and About park activities (OP/2018/31)
|
Libraries and Information work programme
18. The percentage of Libraries and Information work programme activities delivered is 100%. Highlights include:
· Children and Youth engagement- Ōtara-Papatoetoe: up and away" a fun science experiments initiative. Samoan Language Week the after-school kid's club learned how to perform a Siva Samoa, On Gamer Friday there has been a steady increase in participation. The "Ping Pong Championship" was held during the school holidays. Manukau has initiated an after-school programme as a pilot one afternoon per week.
· Supporting customer and community connection - Ōtara-Papatoetoe: Tea and Topics, Open Mic night was held during Music as well as Music in the Hood held at Tupu
Activity name |
RAG status |
Activity status |
Explanation and mitigation |
Information and lending services - Ōtara-Papatoetoe (1279)
|
Amber |
In Progress |
There is concern around the declining visitor and issue numbers. Libraries are exploring opportunities to work with local communities and design relevant programmes. Items borrowed continue to decline across all four libraries. Staff across the libraries are investigating opportunities to reverse these trends. |
Community Facilities: Build Maintain Renew work programme
19. The percentage of Community Facilities: Build Maintain Renew work programme activities delivered is 43%. There are 11 activities that are Red / ‘Not delivered’ and 16 activities that are Amber/ ‘In progress’ (multi-year projects that have no progressed as expected). Activities that were not completed of progressed as expected (Red and Amber Rag status) are discussed below.
Activity name |
RAG status |
Activity status |
Explanation and mitigation |
Otara-Papatoetoe - FY18 renew park signs (2290) |
Red |
On Hold |
Project on hold until outcome of region wide initiative. Board will be update at a workshop FY18/19 |
Otara Creek Reserve - renew pedestrian bridge and path (3147) |
Red |
On Hold |
Project is undergoing a safety in design review which may delay the delivery timeline. The artistic towers on the side of the bridge are being reviewed by the artist as there is a possible safety issue with people climbing them. It is hoped these can be addressed with minor changes before a tender is awarded. |
Papatoetoe Skills shed, and Otara Skills shed - install fence (3153) |
Red |
Cancelled |
Project has been cancelled on the local board's request. The local board have rescinded the resolution and closed the project. The budget will be reallocated. Report to come to board at an upcoming business meeting |
OMAC - investigate feasibility of canopy replacement and subsequent physical works (2268) |
Red |
Deferred |
Project to be carried forward into the new financial year for full delivery. Local Board Transport Capital Fund to be used to fund canopy. Officers recommending canopy replacement should coincide with roof replacement. |
Rongomai Walkway (3550) |
Red |
Deferred |
This project is now the responsibility of Auckland Transport. Funding is being sourced from the Local Board Transport Capital Fund. |
Red |
Deferred |
Official opening was held on the 21st July (FY 18/19). Minor wiring works to be completed but will be open for use. |
|
Kurt Elsa Park - renew playspace (2283) |
Red |
Deferred |
Project to be carried forward into the new financial year for full delivery. Physical works anticipated to be completed in August 2018. |
Milton Park - renew playspace (2285) |
Red |
Deferred |
This project was also held up in the design phase but is now back on track. A contract has been awarded and physical works will begin in spring. |
Otamariki Park - renew playground (2286) |
Red |
Deferred |
Project to be carried forward into the new financial year for full delivery. During the detailed design stage this project was delayed. Currently in the process of releasing the tender documentation for physical works. |
Otamariki Park - develop toilet and drinking fountain (3146) |
Red |
Deferred |
Toilet and drinking fountain development. There was a delay in the design phase of this project. Construction is planned for the summer. |
Te Pupu Tahi Tanga Otara Wardens Building - refurbish building (2267) |
Amber |
In Progress |
Pricing is being appraised, next step will be report for approval from the local board |
OMAC - renew co-located entrance and reception area (2269) |
Amber |
In Progress |
Business case is being developed to incorporate recommendations from the consultant on the approach of the required renewal / replacement works to incorporate findings from the roof assessment report. Preliminary discussion has happened with the local board regarding the potential plans and cost. The focus is now to look at the options with the Facilities Maintenance contractors and try to find a better approach before requesting additional funds and increasing the scope. The current plan is to re-roof part of the building but repair where possible. This is important before following through with any internal works. Next steps are to complete the engagement with the Facilities Maintenance contractors and prepare for delivery in December. |
Otara-Papatoetoe - renew libraries furniture, fittings and equipment (2273) |
Amber |
In Progress |
The items for Papatoetoe Library have been ordered. We are currently out to tender for an architect to specify the replacement furniture, fittings and equipment items for Manukau Library. The next step will be to prepare a preliminary design for Manukau Library. This project is scheduled to be delivered in financial year 2018/2019. |
Tupu Youth Library - replace roof (2274) |
Amber |
In Progress |
Final recommendation report is being prepared for the board to review. Currently investigating storm water drains to assess their suitability. This will be followed by stakeholder consultation and pricing estimates. |
Allan Brewster Recreation Centre - comprehensive renewal (2275) |
Amber |
In Progress |
These are part of multiple bundled projects for comprehensive renewals. Detail and design currently in progress. The physical works will commence in accordance to centre's schedule. |
Otara-Papatoetoe - FY18-20 renew park structures (2293) |
Amber |
In Progress |
Review of asset data and scoping of sites has been completed. The renewal of three assets has been confirmed with the Community Facilities Asset Management Intelligence Support Team. Two outstanding assets yet to be confirmed. Next steps will be to prepare a work programme, estimate costs and develop the business case. |
Otara-Papatoetoe - FY18-20 renew walkways and paths (2294) |
Amber |
In Progress |
Requesting quotes from contractor before scoping for Sandbrook Reserve and Papatoetoe Recreational Reserve |
Sunnyside Domain - renew road and carpark (3208) |
Amber |
In Progress |
Concept design is currently being revised due to needed changes. Also looking at further equipment options that provide more play value for the community. Once the concept plan is in order it will be presented at a local board workshop. |
Te Puke o Tara Sports Park - develop change rooms (3221) |
Amber |
In Progress |
This is a multiyear project, funding for the physical work is available in financial year 2019/2020. The scoping and design will begin in July 2018. |
Otara Town Centre - renew Fair Mall fish sculpture canopy |
Amber |
In Progress |
Consultants have produced a preliminary report outlining the required works. Costing has yet to be confirmed and stakeholders are yet to be notified. Next steps will be to notify stakeholders, determine budget and further details required from the consultant. |
Coombe Avenue - renew playspace (2278) |
Amber |
In Progress |
It is anticipated that the physical works will be completed early July 2018. |
Hayman Park - renew assets (2280) |
Amber |
In Progress |
Detailed design completed for the retaining wall, rubbish bin, seats and signs renewal, awaiting physical work to be awarded. |
Hayman Park - renew skate park (2281) |
Amber |
In Progress |
Consultant is currently working on design works. Following this tendering documentation are to be prepared. |
Hayman Park Stage 1 - develop park (2282) |
Amber |
In Progress |
The local board has approved detailed design and is now out to market to award physical works. |
Otara Creek Esplanade Path Network (2287) |
Amber |
In Progress |
Consultation about the upgrade of the local paths, started at a community cleanup of the Ōtara Creek Reserve and will be extended to a letter drop to immediate neighbors to the reserve. Consultation results to be feed into the design. |
Otara Papatoetoe - renew paving FY17 (3148) |
Amber |
Cancelled |
Project was merged with another activity line Ōtara Creek Esplanade Path Network Project was merged with Otara Creek Esplanade Path Network (ID:2287) |
Otara Papatoetoe - renew car parks FY17 (2288) |
Amber |
In Progress |
Work has been completed at the Papatoetoe Recreation Grounds, Robert White Park, Selfs Park, Waipapa Park. Physical work has started at Aorere Park which will see this programme complete. |
Community Leases work programme
20. The percentage of Community Leases work programme activities delivered is 28%. There are 18 activities that are Red / ‘Not delivered’ are discussed below.
Activity name |
RAG status |
Activity status |
Explanation and mitigation |
Counties Manukau Sports Foundation New lease for Manukau Sports Bowl (1856)
19R Boundary Road, Ōtara |
Red |
Cancelled |
The group is no longer wishing to lease a space at the velodrome. This group is no longer requesting space at Manukau Sports Bowl. |
Chaldean Society Inc. (1834) New lease for Milton Park, 23R Milton Road, Papatoetoe |
Red |
Deferred |
The activity/project was expected to be completed this year but has been deferred to 2018/2019. The agenda report for the local board to approve a new ground lease has been prepared for upcoming business meeting. |
Manukau Performing Arts Inc. (t/a Spotlight Theatre) (1835) Renewal of lease for Stadium Reserve, 27 St George Street, Papatoetoe |
Red |
Deferred |
Application currently being processed by staff, will be coming to an upcoming business meeting for approval.
|
Ngati Otara Marae Society Inc. (1836) New lease for Ngati Ōtara Park, 100R Ōtara Road, Ōtara |
Red |
Deferred |
A further reminder has been sent to the group requesting their application for a new community ground lease. |
Scout Association of NZ (Papatoetoe East) (1837) New lease for Kimpton Park, 108R Kimpton Road, Papatoetoe |
Red |
Deferred |
Contact has been made with the local scout group and a site visit at the hall undertaken on 22 June 2018. |
Te Kohanga Reo National Trust Board - Ki Papatoetoe (1838) New lease for 67R Swaffield Road, Papatoetoe |
Red |
Deferred |
The activity/project is due to be completed in 2018/2019. This lease is due to expire in April 2019. An application form will be sent to the group in 2018/2019. Auckland Transport is working with the trust over relocation of the kohanga reo due to the Airport to Puhinui rapid transit route. |
The Otara Rugby League Football Club Inc. (1839) New lease for Ngati Ōtara Park, 95R Ōtara Road, Ōtara |
Red |
Deferred |
A further reminder has been sent to the group requesting their application for a new community building lease. |
Vacant Sandbrook Reserve building (1841) |
Red |
Deferred |
Approval for agreement to lease granted by the local board in April 2017. Feed the Need have presented their proposal to the local board wishing to relocate a building onto another site on the reserve, this is currently in the hands of the Land Advisory team. The Feed the Need Trust are proposing to place a new building on the reserve. The approval for an agreement to lease will be led by the Land Advisory team. |
Tennis Auckland Region Inc. (1842) New lease for Manukau Sports Bowl, 19R Boundary Road, Ōtara |
Red |
Deferred |
New leases on Manukau Sports Bowl is pending decisions on the future use of the park and has been deferred. New lease for Manukau Sports Bowl, 19R Boundary Road is pending ongoing funding being secured. |
Cycling New Zealand - Auckland Inc. (1843) New lease for Manukau Sports Bowl, 19R Boundary Road, Ōtara |
Red |
Deferred |
New leases on Manukau Sports Bowl is pending decisions on the future use of the park New lease for Manukau Sports Bowl, 19R Boundary Road is pending ongoing funding being secured. |
46 Fair Mall - Advertised for expressions of interest (1844) |
Red |
Deferred |
New leases at Fair Mall have been deferred pending completion of building works to be undertaken to repair the building's roof. |
Niue Motu Maka Enterprises Inc. (1845) New lease for Hunters Corner, 63 East Tāmaki Road, Papatoetoe |
Red |
Deferred |
The Hunters Corner Business Association have not yet met with the Niue group to discuss possible sharing of the property. The business association is waiting for the outcome of board discussion on funding of business districts. |
Papatoetoe Athletics Club Inc. (1848) New lease for Omana Park, 23R Omana Road, Papatoetoe |
Red |
Deferred |
Contact has been made with the new club secretary who is working on the club's application. |
Puhinui Equestrian Trust (1849) |
Red |
Deferred |
The report for a new license to occupy for Puhinui Reserve is on hold awaiting the proposed rezoning of the reserve. |
Papatoetoe Panthers Rugby League Football Club Inc. New lease for Kohuora Park (1850) 44R Station Road, Papatoetoe |
Red |
Deferred |
The activity/project was expected to be completed this year but has been deferred to 2018/2019. Now that the training lights at Kohuora Park have been transferred to Council, a site visit will be arranged for 2018/2019 quarter one. |
The Chambers - To be advertised for expressions of interest (1852)
35 St George Street, Papatoetoe |
Red |
Deferred |
This project has been deferred pending completion of repair works on the building. New leases for The Chambers continue to be on hold awaiting seismic strengthening and repair works to the roof of the building. |
The Depot-expressions of interest called for (1853) 91 Cambridge Terrace, Papatoetoe |
Red |
Deferred |
The long-standing project to vacate this building to enable development of the site by Panuku Development Auckland remains on-hold. Therefore, new leases for tenants have not been progressed. New leases for The Depot are on hold pending future transfer of the property to Panuku Development Auckland. |
Vacant Manukau Central Toy Library Society Inc. New lease for Allan Brewster Centre, Stadium Reserve (1857) 27 St George Street, Papatoetoe |
Red |
Deferred |
The toy library has vacated the property and a condition report has been undertaken prior to any decision on the future tenant for this property. |
Infrastructure and Environment Services work programme
21. The percentage of Infrastructure and Environment Services work programme activities delivered is 100%. Highlights include:
· Adopt a spot
· Supporting the Ōtara Lakes and Waterways Trust
· Supporting the Tamaki Estuary Environment Forum
Local Economic Development work programme
22. The percentage of Local Economic Development work programme activities delivered is 100%. ATEED had 3 lines in the 2017/18 work programme as listed below:
· Migrant Business Support (ID:1069)
· Young Enterprise Scheme (ID:1108)
· Little India (ID:1928)
Deferred activities
23. As part of the local board funding policy, local boards have resolved to defer activities funded through the Locally Driven Initiatives (LDI) operating fund that were not delivered in 2017/2018.
24. $8000 LDI operational funded activities deferred from work programme 2017/18 to the follow financial years’ work programme from ID488 Local Civic Events-Ōtara-Papatoetoe
25. Undelivered Capex funded activities will be brought to the board by Community Facilities as part of their annual Capex carry forward process.
Financial performance
26. Operating expenditure is overall over budget. In Locally Driven Initiatives (LDI Opex) spend has achieved 99% delivery of this discretionary fund. In Asset Based Services (ABS) budgets are $1.48m overspent. The RIMA contracts in both the scheduled and the response maintenance areas has overspent budget year to date by $1.3m. Operational costs in all leisure, fitness and aquatics activities are slightly over budget.
27. Operating revenue was below budget by $540k continuing to prove challenging especially in recreation and leisure services but reducing to 14% below budget for the year.
28. Capital Expenditure of $4.6m has delivery against budget of 89%. Major spend this year has been Te Puke o Tara facility upgrade, pool and recreation renewals, survey consulting for Ngati Ōtara multi-sport facility, Hayman Park design consultancy, East Tamaki Reserve renewals, various parks asset renewals including signs, carparks and furniture, plus playgrounds including Coombes Ave and Kurt Elsa.
29. The Ōtara-Papatoetoe Local Board has fully allocated its 2016-2018 Locally Driven Initiative (LDI) Capex fund. For the incoming 2019-2021 term they have $1.688m.
30. The Ōtara-Papatoetoe Local Board Financial Performance report is in Appendix C.
Key performance indicators
31. Performance measures results from the 10 Year Budget 2015-2025 were included in the previous quarterly performance reports. These are excluded this quarter as they will be presented to the board in Draft Annual Report 2017/2018.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
32. This report informs the local board of the performance for the quarter ending 30 June 2018 and the performance for the 2017/2018 financial year
Tauākī whakaaweawe Māori / Māori impact statement
33. The four work programmes that specifically support Maori-
· ID 706- Apply the empowered communities approach- connecting communities
· ID 2001- Maori Responsiveness- Engaging with mana whenua, mataawaka and local board members to identify appropriate projects to respond to Maori aspirations in a practical and effective way
· ID 1284- Celebrating Te Ao Maori – Celebrating tea o with events and programmes including regionally coordinated and promoted programmes (Library)
· ID 1286- Celebrating cultural diversity and local communities – including Maori
· ID 3523- Creating a Maori identity- identify opportunities for park and facilities to be renamed or dual names
34. Planning for a hui took place in quarter four for delivery in the 2018/2019 financial year. The mana whenua hui with southern local boards were held with the intention to understand the aspirations of local iwi and future input into local decision making.
35. There were 2 mana whenua groups represented and a mana whenua collective that works with the district health boards, these groups are listed below:
· Ngāti Tamaoho
· Ngāti Whanaunga
· Mana Whenua I Tamaki Makaurau
36. The libraries in the local board area ran programmes and activities with quarter four as listed below:
· Staff from Ōtara and Tupu provided a presentation and talk at Papatoetoe Library on Te Whare Tapere about traditional Māori games and pastimes.
· Tupu Library played host to approximately 250-300 pre- and primary school students as they came to see a shadow puppet skit about the fairy people in the Waikato.
· Ōtara Library hosted the Te Reo Waenene o Tua 250 children and adults, Mana Wahine Collaboration with Fresh Gallery Ōtara 130 kids from Manurewa Intermediate and Yendarra, Matariki Story Time 87 Kids Kohanga and ECE from around Ōtara.
· For the start of Matariki Manukau Library worked co-operatively with Panuku and TSI on the project supporting the installation of stone carvings in the square outside the library.
· Park, Sports and Recreation are working to identify opportunities to reflect Maori heritage within parks and facilities. Research of existing names of reserves has been completed. A workshop is scheduled in July to introduce the local board to the project and seek feedback on key principles.
Ngā ritenga ā-pūtea / Financial implications
37. This report is provided to enable the Ōtara-Papatoetoe Local Board to monitor the organisation’s progress and performance in delivering the 2017/2018 work programmes and to report this to the public. There are no financial implications associated with the Ōtara-Papatoetoe Local Board receiving this report.
Ngā raru tūpono / Risks
38. Risks associated with the delivery and/or delay of work programmes have been addressed in the ‘Overview of work programme achievement by department’ section.
Ngā koringa ā-muri / Next steps
39. The Lead Financial Advisor will action the deferral of identified activities and departments will add these into their 2018/2019 work programmes.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Ōtara-Papatoetoe Q4_Attachment A Snapshot |
105 |
b⇩
|
Ōtara-Papatoetoe Q4_Attachment B WP |
107 |
Ngā kaihaina / Signatories
Author |
Albert Scott - Local Board Advisor |
Authoriser |
Carol McKenzie-Rex - Relationship Manager |
Ōtara-Papatoetoe Local Board 21 August 2018 |
|
Local board resolution responses and information reports
File No.: CP2018/14159
Te take mō te pūrongo / Purpose of the report
1. This report provides a summary of resolution responses and information reports for circulation to the Ōtara-Papatoetoe Local Board.
Peace City policy of Auckland Council
2. At its 19 June 2018 meeting the board requested a report back on the status of Peace City policy of Auckland Council. The attached memo provides an update on the status of Auckland as a City for Peace.
Rapid Transport Network: Airport to Botany
3. At its 18 July 2018 meeting, the Māngere-Ōtāhuhu Local Board resolved as follows:
Auckland Transport July 2018 update to the Māngere-Otāhuhu Local Board |
Resolution number MO/2018/113 MOVED by Chairperson L Sosene, seconded by Member C O'Brien: That the Māngere-Ōtāhuhu Local Board: a) receive the Auckland Transport July 2018 update report. b) support the Auckland Transport Alignment Project (ATAP) proposals to improve the transport system to the airport, as well as public transport accessibility for the south-west, southern and eastern areas of Auckland. c) request Auckland Council, Auckland Transport and New Zealand Transport Agency work with the southern local boards to deliver the Rapid Transport Network: Airport to Botany project as the southern area’s priority initiative, and develop a unified approach for local procurement to deliver this. d) strongly advocates for a minimum target of 5 per cent of local procurement for the Rapid Transport Network: Airport to Botany project. e) request this resolution be forwarded to the Howick, Ōtara-Papatoetoe, Manurewa, Papakura and Franklin local boards, seeking their advocacy to the Governing Body to direct that the Rapid Transport Network: Airport to Botany is delivered.
f) request a detailed update on the Ōtāhuhu Streetscapes project.
g) request that the local board be advised when the extra lighting will be installed at the Māngere Bridge causeway.
h) request that the road marking for no stopping at the Māngere Bridge causeway be progressed. CARRIED |
Ōtara-Papatoetoe Local Board Graffiti Vandalism Prevention Six Monthly Update4. The attached memo is an update on the graffiti eradication service from January to June 2018.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Update on the status of Auckland as a City for Peace. |
139 |
b⇩
|
Ōtara-Papatoetoe Local Board Graffiti Vandalism Prevention Six Monthly Update |
155 |
Ngā kaihaina / Signatories
Author |
Carol McGarry - Democracy Advisor Otara-Papatoetoe |
Authoriser |
Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
Ōtara-Papatoetoe Local Board Workshop Notes
File No.: CP2018/14222
Te take mō te pūrongo / Purpose of the report
1. Attached
are the notes for the Ōtara-Papatoetoe Local Board workshops held on
Tuesday,
3, 10, 24 and 31 July 2018.
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board receive the workshop notes from the workshops held on Tuesday 3, 10, 24 and 31 July 2018.
|
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Workshop Notes - 3 July 2018 |
163 |
b⇩
|
Workshop Notes - 10 July 2018 |
165 |
c⇩
|
Workshop Notes - 24 July 2018 |
167 |
d⇩
|
Workshop Notes - 31 July 2018 |
169 |
Ngā kaihaina / Signatories
Author |
Carol McGarry - Democracy Advisor Otara-Papatoetoe |
Authoriser |
Carol McKenzie-Rex - Relationship Manager |
21 August 2018 |
|
Governance Forward Work Calendar
File No.: CP2018/14224
Te take mō te pūrongo / Purpose of the report
1. To present the Ōtara-Papatoetoe Local Board with its updated governance forward work calendar.
Whakarāpopototanga matua / Executive summary
2. The governance forward work calendar for the Ōtara-Papatoetoe Local Board is in Attachment A. The calendar is updated monthly, reported to business meetings and distributed to council staff.
3. The governance forward work calendars were introduced in 2016 as part of Auckland Council’s quality advice programme and aim to support local boards’ governance role by:
· ensuring advice on meeting agendas is driven by local board priorities
· clarifying what advice is expected and when
· clarifying the rationale for reports.
4. The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public.
Ngā tūtohunga / Recommendation/s That the Ōtara-Papatoetoe Local Board: a) notes the Governance Forward Work Calendar.
|
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩
|
Governance Work Calendar |
173 |
Ngā kaihaina / Signatories
Author |
Carol McGarry - Democracy Advisor Otara-Papatoetoe |
Authoriser |
Carol McKenzie-Rex - Relationship Manager |