The meeting will begin with a Karakia (prayer).

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

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

4 Confirmation of Minutes

That the Manurewa Local Board:

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

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 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 Manurewa Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Citizens Advice Bureau Manurewa update

Te take mō te pūrongo / Purpose of the report

1. Gordon Meyer, Chairperson, Citizens Advice Bureau Manurewa will give an update about the Citizens Advice Bureau Manurewa.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) thank Gordon Meyer, Chairperson, Citizens Advice Bureau Manurewa, for his update.

8.2 Deputation - Keys Down Real Talk: anti drink-driving campaign

Te take mō te pūrongo / Purpose of the report

1. Noma Sio-Faiumu will give a deputation about the Keys Down Real Talk: anti drink-driving campaign. The campaign is the result of a collaboration between 37 Hz, Anonymouz and DB Breweries.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) thank Noma Sio-Faiumu for her update about the Keys Down Real Talk: anti drink-driving campaign.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

No.	Title	Page
a ⇩	Schedule 7, Part 1, Clause 25 of the Local Government Act 2002	11

No.	Title	Page
a ⇩	Manurewa Youth Council October Update	15

No.	Title	Page
a ⇩	Member Ken Penney's Written Update - October 2018	21
b ⇩	Member Rangi McLean's Written Update - October 2018	23
c ⇩	Member Sarah Colcord's Written Update - October 2018	25
d ⇩	Member Stella Cattle's Written Update - October 2018	27

Manurewa Local Board

18 October 2018

Auckland Transport Update to the Manurewa Local Board – October 2018

File No.: CP2018/18792

Te take mō te pūrongo / Purpose of the report

1. To provide an update to the Manurewa Local Board on transport-related matters in its area, including Local Board Transport Capital Fund (LBTCF) projects.

Whakarāpopototanga matua / Executive summary

2. The Manurewa Local Board currently has the following five active LBTCF proposals underway.

i) Construction is expected to start in mid-October on the Hillcrest Grove pedestrian improvements.

ii) The building on the land at 286 Great South Road will be demolished at the end of October 2018.

iii) The Manurewa town centre clock has been reinstalled but further work on the clock case is needed to connect the clock to the dials, which is expected to start on 12 October.

iv) All poppy road name blades ordered have now been installed.

v) The two bollards in the Blanes Road to Reremanu Place walkway.

3. At the Manurewa station pedestrian overbridge, the installation of iwi artist-designed mesh has been completed and Civic Events is organising a blessing expected in late October 2018.

4. There remains $1,425,648 available to allocate in the current political term for new LBTCF projects in the Manurewa area. Refer to a separate report on this agenda regarding new LBTCF proposals.

5. An adult bike skills session will be held in Clendon on 14 November 2018 as part of Auckland Transport’s free spring bike skills programme.

6. Auckland Transport consulted the Manurewa Local Board on two proposals in its area over the last month, in Wattle Downs and Alfriston.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) receive the Auckland Transport Update to the Manurewa Local Board – October 2018.

Horopaki / Context

7. This report addresses transport-related matters in the local board area and includes information on the status of the Local Board Transport Capital Fund (LBTCF) and LBTCF projects.

8. 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.

9. Any LBTCF projects selected must be safe; must not impede network efficiency; and must be located in the road corridor or on land controlled by Auckland Transport (though projects running through parks can be considered if there is a transport outcome).

10. Auckland Transport is responsible for all of Auckland’s transport services, excluding state highways. Auckland Transport reports on a monthly basis to local boards, as set out in the 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 (LBTCF) update

11. The Manurewa Local Board’s transport capital fund is summarised in the table below.

Total Funds Available in current political term (includes 2019/20 FY)	$4,010,293
Amount committed to date on projects approved for detailed design and/or construction	$584,645
Capped contribution amount for Te Mahia station upgrade project	$2,000,000
Remaining budget left available to allocate by the end of the current political term	$1,425,648

12. The board’s current LBTCF projects are included in the table below (in which ROC = rough order of costs, and FEC = firm estimate of cost):

*ID#*	*Project Description*	*Progress/Current Status*
353	Hill Road pedestrian link: A project to improve pedestrian links on Hill Road between Great South Road and the Botanic Gardens · FEC = $525,000 · Spend to date = $431,522	· Construction approved in Nov-15 based on FEC of $575,000 (later reduced to $525,000). · Project completed except for one remaining site at the Hillcrest Grove intersection. · TCC approval for the final site was received on 7-Sep-2018. *Project update:* · Construction is expected to start in mid-October. · Defects/cracks that appeared in pram crossings at the initial four sites have been referred to AT. AT is working to resolve this issue.
354	Manurewa covered walkway: A project to improve connectivity between the Manurewa bus station, rail station, and Great South Road (through Southmall) by building a weather-proof canopy to link all three. · FEC = $1,172,000 · Spend to date = $1,110,889	· Project initiated in Oct-14 and construction approved in Nov-15. The FEC was adjusted a number of times due to scope changes. · Following a further request, ROCs were provided in Mar-17 for canopies over the station ramps – the ROC for a solid (metal) roof was $721,632 while the ROC for a structureflex roof was $795,072. · All requested physical works funded from the LBTCF have been completed. *Project update (for non-LBTCF component):* · The artist-designed mesh on the pedestrian over-bridge has now been installed. · Council’s civic events team is working with Mana Whenua and the board to plan a formal blessing, likely in late October.
546	Te Mahia station upgrade: A project to work in conjunction with AT to upgrade the station beyond the basic scope of works identified by AT · Capped allocation of $2m · Spend to date = $1,314,884	· On 16-Nov-2017, the board considered and endorsed a package of works to be funded by the LBTCF, and approved a maximum allocation of $2 million. · On 19-Apr-18, the board passed a resolution to include Mana Whenua signage at the station as part of its $2M package of works. · Settlement for the purchase of 286 Great South Road (GSR) occurred on 29-Jun-18. The Manurewa Town Centre (MTC) steering group will look to develop options for the site. *Project update (including AT funded works):* · A Block of Line (BOL) was held over 22/23-Sep during which the shelter frame and the new light masts and luminaires were installed. · The shelter to be installed will be a single shelter that will be extended utilising the funding from the board, not two separate shelters. · Fit-out of the shelter will occur during days and new CCTV and PA will be installed across the station. The target completion date is Nov-18. · Level crossing improvements are expected this financial year. In light of the purchase of the adjacent site at 286 GSR, which should allow a better alignment of the lead-up to the crossing, AT has commissioned an amended design over its previous concept design. · The existing building on 286 GSR will be demolished in late Oct-2018. Safety fencing provision will be discussed with the MTC. · AT provided a concept design for a future over-bridge and ramp to provide guidance to the MTC so that development on the site does not preclude future station requirements.
598	Manurewa town centre clock upgrade and refurbishment A project to upgrade and return the clock to good working order · FEC = $36,437 · Spend to date = $315	· On 19-Apr-2018, the board approved construction on a project to refurbish the Manurewa town centre clock and to upgrade with new clock case, dials, electrical and lighting, and replace glass viewing-panels at clock base. · The work is being undertaken by Precision Watch and Clock Repair Specialists and managed through the existing maintenance contract. *Project update:* · AT arranged and has covered the cost of providing a power feed to the clock pole. · The now-illuminated clock face was reinstalled on 20-Sep-18 and the works on 27-Sep-18. · While the clock is working well, it has not been connected to the dials as there is an issue with the column that takes the drive up from the movement to the dials. The issue is not difficult but cannot be resolved until the case maker returns from leave on 12-Oct-2018.
611	Poppy Places of Remembrance project A project to identify street names in Manurewa related to NZ’s overseas military history · FEC = $8,042	· On 21-Jun-2018, the board approved $8,041.93 for the purchase and installation of poppy road name blades along the following roads: Beatty Avenue, Jellicoe Road, Jutland Road, Sturdee Road, Churchill Avenue, Maich Road and Pedestal Lane. *Project update:* · The 7 incorrect signs that needed replacement have been covered by the manufacturer. · The signs were installed during the week beginning 17-Sep-18, and were completed on 21-Sep-18 with the installation at Pedestal Lane with local identity Peter Dilley. · Installation was undertaken by Downer at their expense given the significance of the project. · The invoice for the signs alone was $3,307.40. · Final costs to be reported.
622	Blanes-Reremanu walkway bollards A project to prevent vehicle access along a road-to-road walkway in Weymouth · Approved budget $1,500	· On 16-Aug-18, the board approved up to $1,500 to purchase and install two bollards in the narrow section of walkway between Blanes Road and Reremanu Place. *Project update:* · The two bollards were installed on 21-Sep-18. · Final costs to be reported.
	Exeloos photo film wrap A project to enhance the appearance of two public facilities on AT-controlled land	· Refer separate LBTCF report on this agenda.
	Wordsworth quadrant safety improvements A project to reduce speed and improve safety in the quadrant bounded by Browns, Roscommon, Wemouth and Russell Roads	· Refer separate LBTCF report on this agenda.

ID#

Project Description

Progress/Current Status

353

Hill Road pedestrian link:

A project to improve pedestrian links on Hill Road between Great South Road and the Botanic Gardens

· FEC = $525,000

· Spend to date = $431,522

· Construction approved in Nov-15 based on FEC of $575,000 (later reduced to $525,000).

· Project completed except for one remaining site at the Hillcrest Grove intersection.

· TCC approval for the final site was received on 7-Sep-2018.

Project update:

· Construction is expected to start in mid-October.

· Defects/cracks that appeared in pram crossings at the initial four sites have been referred to AT. AT is working to resolve this issue.

354

Manurewa covered walkway:

A project to improve connectivity between the Manurewa bus station, rail station, and Great South Road (through Southmall) by building a weather-proof canopy to link all three.

· FEC = $1,172,000

· Spend to date = $1,110,889

· Project initiated in Oct-14 and construction approved in Nov-15. The FEC was adjusted a number of times due to scope changes.

· Following a further request, ROCs were provided in Mar-17 for canopies over the station ramps – the ROC for a solid (metal) roof was $721,632 while the ROC for a structureflex roof was $795,072.

· All requested physical works funded from the LBTCF have been completed.

Project update (for non-LBTCF component):

· The artist-designed mesh on the pedestrian over-bridge has now been installed.

· Council’s civic events team is working with Mana Whenua and the board to plan a formal blessing, likely in late October.

546

Te Mahia station upgrade:

A project to work in conjunction with AT to upgrade the station beyond the basic scope of works identified by AT

· Capped allocation of $2m

· Spend to date = $1,314,884

· On 16-Nov-2017, the board considered and endorsed a package of works to be funded by the LBTCF, and approved a maximum allocation of $2 million.

· On 19-Apr-18, the board passed a resolution to include Mana Whenua signage at the station as part of its $2M package of works.

· Settlement for the purchase of 286 Great South Road (GSR) occurred on 29-Jun-18. The Manurewa Town Centre (MTC) steering group will look to develop options for the site.

Project update (including AT funded works):

· A Block of Line (BOL) was held over 22/23-Sep during which the shelter frame and the new light masts and luminaires were installed.

· The shelter to be installed will be a single shelter that will be extended utilising the funding from the board, not two separate shelters.

· Fit-out of the shelter will occur during days and new CCTV and PA will be installed across the station. The target completion date is Nov-18.

· Level crossing improvements are expected this financial year. In light of the purchase of the adjacent site at 286 GSR, which should allow a better alignment of the lead-up to the crossing, AT has commissioned an amended design over its previous concept design.

· The existing building on 286 GSR will be demolished in late Oct-2018. Safety fencing provision will be discussed with the MTC.

· AT provided a concept design for a future over-bridge and ramp to provide guidance to the MTC so that development on the site does not preclude future station requirements.

598

Manurewa town centre clock upgrade and refurbishment

A project to upgrade and return the clock to good working order

· FEC = $36,437

· Spend to date = $315

· On 19-Apr-2018, the board approved construction on a project to refurbish the Manurewa town centre clock and to upgrade with new clock case, dials, electrical and lighting, and replace glass viewing-panels at clock base.

· The work is being undertaken by Precision Watch and Clock Repair Specialists and managed through the existing maintenance contract.

Project update:

· AT arranged and has covered the cost of providing a power feed to the clock pole.

· The now-illuminated clock face was reinstalled on 20-Sep-18 and the works on 27-Sep-18.

· While the clock is working well, it has not been connected to the dials as there is an issue with the column that takes the drive up from the movement to the dials. The issue is not difficult but cannot be resolved until the case maker returns from leave on 12-Oct-2018.

611

Poppy Places of Remembrance project

A project to identify street names in Manurewa related to NZ’s overseas military history

· FEC = $8,042

· On 21-Jun-2018, the board approved $8,041.93 for the purchase and installation of poppy road name blades along the following roads: Beatty Avenue, Jellicoe Road, Jutland Road, Sturdee Road, Churchill Avenue, Maich Road and Pedestal Lane.

Project update:

· The 7 incorrect signs that needed replacement have been covered by the manufacturer.

· The signs were installed during the week beginning 17-Sep-18, and were completed on 21-Sep-18 with the installation at Pedestal Lane with local identity Peter Dilley.

· Installation was undertaken by Downer at their expense given the significance of the project.

· The invoice for the signs alone was $3,307.40.

· Final costs to be reported.

622

Blanes-Reremanu walkway bollards

A project to prevent vehicle access along a road-to-road walkway in Weymouth

· Approved budget $1,500

· On 16-Aug-18, the board approved up to $1,500 to purchase and install two bollards in the narrow section of walkway between Blanes Road and Reremanu Place.

Project update:

· The two bollards were installed on 21-Sep-18.

· Final costs to be reported.

Exeloos photo film wrap

A project to enhance the appearance of two public facilities on AT-controlled land

· Refer separate LBTCF report on this agenda.

Wordsworth quadrant safety improvements

A project to reduce speed and improve safety in the quadrant bounded by Browns, Roscommon, Wemouth and Russell Roads

· Refer separate LBTCF report on this agenda.

Local projects and activities

Free spring bike skills sessions

13. Spring is the perfect time to start riding and Auckland Transport is offering a variety of cycle skills sessions for all ages and abilities. More information is available at https://at.govt.nz/cycling-walking/courses-events/.

14. One of these spring events is scheduled in the Clendon area as follows:

o What: Bike skills and maintenance drop-in session for adults

o When: Wednesday 14 November 2018, 6pm to 8pm

o Where: Te Matariki – Clendon Library and Community Centre rear carpark.

A poster for the event is included at Attachment A.

15. This drop-in session is a flexible format where participants can take part in cycle skills lessons, bike maintenance, or a bit of both.

16. There will be 'learn to ride' instructions for new bike riders, while other participants can work with instructors to practice changing gears, braking and bike control. A mechanic will also be on site for anybody wanting to learn about bike maintenance.

17. This is also a good opportunity to come along and ask one of Auckland Transport’s regional coordinators for more information on bike riding locally.

18. Bikes are available on a first-come, first-served basis. There is no need to book for these sessions, but a reminder will be sent in advance for those participants who indicate their interest on Auckland Transport’s Facebook cycling events page below:

https://www.facebook.com/pg/aucklandtransportcycling/events/

Other transport news

Auckland Transport Annual Report

19. Auckland Transport has released its Annual Report which shows how the organisation has performed in 2017/18 against its Statement of Intent.

20. Some of the highlights from the 2017/18 year includes opening the 3.4 km Waterview Shared Path, launching the east and central new bus networks, opening the new $39 million Manukau Bus Station, launching two electric buses on the City Link service and opening the upgraded $16m Pukekohe bus and train station.

21. The updated Auckland Transport Alignment Project (ATAP) was also signed, which commits to a $28 billion investment in the transport network in partnership with the Government and Auckland Council.

22. Public transport has been a key focus of AT, and in the past year patronage has risen 4.4%. There were 92.3 million trips made on public transport in the 2017/18 year.

23. Walking and cycling infrastructure was also a priority, 38% of Aucklanders now ride a bike, which was shown in the Active Modes Research.

24. Another highlight was the Whangaparaoa Road dynamic lane trial that helps commuters get to work and back home faster by transforming the median strip to another traffic lane in the morning and afternoon. This increases the road’s capacity and reduces congestion during peak times.

25. Moving forward into next year, reducing death and serious injury is the number one priority, and Auckland Transport is committed to making the entire road network safe by moving towards a Vision Zero approach. To improve safety, congestion and lower emission levels, there also needs to be fewer single-occupant vehicles.

26. The full annual report can be found on:
https://at.govt.nz/about-us/reports-publications/annual-reports/.

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

27. Auckland Transport provides the Manurewa Local Board with the opportunity to comment on transport projects being delivered in the local board area.

28. The local board’s views on any proposed schemes are taken into account during consultation on those proposals.

Auckland Transport consultations

29. Consultation documents for the following proposals have been provided to the Manurewa Local Board for its feedback. The proposals are summarised below, as is any feedback received, and any response to that feedback, if available at the time of writing.

30. Proposed raised pedestrian crossing outside Reremoana School, Scotsmoor Drive, Wattle Downs – Auckland Transport is proposing to install a patrolled and raised zebra crossing on Scotsmoor Drive outside of Reremoana Primary School. The proposal also includes new signage, footpath improvements and new ‘No Stopping at All Times’ parking restrictions around the crossing. The proposed changes will provide a safe and controlled crossing point for school students. The board supported the proposal.

31. New rural intersection road markings and signage, Ranfurly Road and Mill Road intersection, Alfriston – Auckland Transport is improving road safety by installing white horizontal bar markings at selected rural crossroad intersections in south Auckland, including on the western arm of Ranfurly Road approaching the Mill Road intersection. New signage is also being installed to aid drivers approaching the intersection and road bends.

Traffic Control Committee (TCC) report

32. Resolutions passed by the TCC during the month of September 2018 affecting the Manurewa Local Board area are shown below.

Street/s (Suburb)	Type of Report	Nature Of Restriction	Decision
Hill Road, Grande Vue Road, Hillcrest Grove (Manurewa)	Permanent Traffic and Parking changes Combined	Lane Arrow Markings, No Stopping At All Times, Traffic Island, Give-Way Control, Stop Control, Flush Median, Edge Line	Carried

Tauākī whakaaweawe Māori / Māori impact statement

33. The proposed decision of receiving the report has no impacts or opportunities for Māori.

Ngā ritenga ā-pūtea / Financial implications

34. The proposed decision of receiving the report has no financial implications.

Ngā raru tūpono / Risks

35. No significant risks have been identified.

Ngā koringa ā-muri / Next steps

36. Auckland Transport provides the Manurewa Local Board with the opportunity to comment on transport projects being delivered in the local board area.

37. Auckland Transport will provide another update report to the board next month.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Manurewa adult bike skills session poster	37

Ngā kaihaina / Signatories

Author

Jenni Wild – Elected Member Relationship Manager (South); Auckland Transport

Authorisers

Ben Stallworthy – (Acting) Manager Elected Member Relationship Unit, Auckland Transport

Manoj Ragupathy – Relationship Manager Manurewa and Papakura

Manurewa Local Board

18 October 2018

Auckland Transport – Manurewa Local Board Transport Capital Fund: proposed new projects

File No.: CP2018/19725

Te take mō te pūrongo / Purpose of the report

1. To present proposals for new Local Board Transport Capital Fund (LBTCF) projects to the Manurewa Local Board.

Whakarāpopototanga matua / Executive summary

2. The Manurewa Local Board wants to make safety improvements in the “Wordsworth quadrant” (an area bounded by Browns, Roscommon, Weymouth and Russell Roads) to address public concern over traffic speeds and pedestrian safety.

3. On 24 September 2018, Auckland Transport staff met with the board to discuss its concerns and provide advice on potential safety improvements that could be implemented in the Wordsworth quadrant in the current financial year. The Manurewa Local Board indicated its willingness to allocate funding from its LBTCF to achieve safety improvements in the current financial year.

4. Short term safety improvements proposed by Auckland Transport in the Wordsworth quadrant include the installation of electronic driver feedback signage along Wordsworth Road and a number of raised speed tables/pedestrian crossings on Rowandale Avenue and Wordsworth Road. Cost estimates for these were not available at the time of writing but will be available for the meeting.

5. Auckland Transport has $1 million prioritised in the 2019/2020 year for a residential speed management (RSM) project in the Manurewa area. That project was intended to focus on an area between Weymouth and Mahia Roads east of Coxhead Road, but Auckland Transport proposes to shift it to the Wordsworth quadrant to address the board’s concerns.

6. The board also indicated its preparedness to fund detailed design in the current financial year on the RSM project within the Wordsworth quadrant, so that implementation of safety improvements can be expedited next financial year once Auckland Transport’s project funding becomes available. Detailed design for the project has been estimated at $500,000.

7. At a workshop session on 4 October 2018, the Manurewa Local Board considered a number of potential projects to fund utilising its LBTCF which has a remaining budget of $1,425,648.

8. At that workshop, the board confirmed that the Wordsworth quadrant safety improvements were its top priority. The board also supported a proposal to install decorative photo film wraps themed using old photos from the area on two existing Exeloos units in the town centre: at the Manurewa bus station and beside the Northcrest shops. The board also requested estimates for new bus shelters at a number of bus stops within its area.

9. A rough estimate of costs were not available at the time this report was written and are reflected as $XXX in the recommendations below. Estimates will be tabled at the 18 October 2018 Business Meeting.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) authorise construction for ‘Package 1’ of the Wordsworth quadrant safety improvements (comprising four solar-powered driver feedback signs on Wordsworth Road and a raised speed table at the existing zebra crossing on Rowandale Avenue outside Rowandale School), to be funded from the Local Board Transport Capital Fund based on the rough estimate of $XXX, and requests Auckland Transport to expedite implementation of this work as soon as possible.

b) request Auckland Transport to proceed to detailed design and costing on ‘Package 2’ of the Wordsworth quadrant safety improvements (comprising five proposed new raised tables/pedestrian crossings at 157 Wordsworth Road and on all four legs of the Wordsworth/Rowandale roundabout), to be funded from the Local Board Transport Capital Fund based on the rough estimate of $XXX.

c) request Auckland Transport to proceed to detailed design and costing on ‘Package 3’ of the Wordsworth quadrant safety improvements (being a residential speed management project for the quadrant as shown in the concept plan at Attachment A), to be funded from the Local Board Transport Capital Fund based on the rough estimate of $500,000.

d) authorise installation of photo film wraps on two Exeloos units located at the Manurewa bus station and the Northcrest shops on Great South Road, themed using old photos from the area as depicted in Attachment B, to be funded from the Local Board Transport Capital Fund based on the firm estimate of $10,500 + GST each ($21,000 + GST total).

e) request Auckland Transport to provide a rough order of costs for the installation of new bus shelters at the following bus stops:

i) Stop 2125 – 123 Weymouth Road

ii) Stop 2276 – 2 Riverton Drive

iii) Stop 6796 – Wattle Farm Road (opposite Ranger Place)

iv) Stop 2314 – 4 Turnberry Drive

v) Stop 2273 – 59 Browns Road

vi) Stop 2178 – 96 Browns Road

vii) Stop 2171 – opposite 98 Browns Road

viii) Stop 6383 – 41 Redoubt Road

ix) Stop 2457 – 99 Shifnal Drive.

Horopaki / Context

10. The Local Board Transport Capital Fund (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.

11. Any LBTCF projects selected must be safe; must not impede network efficiency; and must be located in the road corridor or on land controlled by Auckland Transport, though projects running through parks or reserves can be considered if there is a transport outcome.

12. The Manurewa Local Board has a remaining budget of $1,425,648 available to allocate in the current political term towards new LBTCF projects in its area.

Tātaritanga me ngā tohutohu / Analysis and advice

Road safety background in Manurewa

13. At the Manurewa Local Board’s 19 July 2018 business meeting, representatives from Auckland Transport presented on the Road Safety and Speed Management programme in Auckland.

14. In the past three years, deaths on Auckland roads due to crashes have increased at more than three times the rate of the rest of NZ and more than five times the growth of travel. Serious injury rates have increased by more than double and by more than four times the growth of travel.

15. In 2017, 64 people died on Auckland’s roads and a further 749 were seriously injured. On average, one person dies and 14 others are seriously injured every week.

16. While deaths and serious injuries (DSi) in the Manurewa Local Board area made up 7% of all Auckland DSi in 2017, they increased 124% from 25 in 2013 to 56 in 2017. While the Manurewa Local Board area recorded zero road deaths in 2017, it had the highest level of DSi among urban local boards in 2017 and the fifth highest rate of serious road injuries per capita out of the 16 urban local boards in 2016.

17. The map below illustrates fatal and serious crashes in the Manurewa area from 2013 to 2017, where the majority of crashes occurred midblock (i.e. not at intersections) and on straight roads. Within the board’s area, 46% of all DSi involved vulnerable road users.

18. Auckland Transport is investing in an ambitious road safety programme including safety engineering, speed management and behaviour change over the next ten years that will contribute towards a 60% reduction in road trauma across Auckland.

19. Auckland Transport is also willing to partner with local boards on road safety projects in their areas to achieve additional or expedited safety improvements.

Wordsworth quadrant safety improvements

20. In early August 2018, the Manurewa Local Board chairperson, its transport portfolio leader and Councillor Newman met with members of the community in the Wordsworth Road area to discuss their concerns over traffic speeds and pedestrian safety in the area.

21. Following that meeting, the board requested to meet with Auckland Transport to discuss possible solutions to improve safety in the wider “Wordsworth quadrant” (an area bounded by Browns, Roscommon, Weymouth and Russell Roads) and work together to achieve safety improvements.

22. On 24 September, Auckland Transport staff met with the board to discuss its concerns in the Wordsworth quadrant and propose potential safety improvements in the area.

23. The board expressed its concern to see safety improvements achieved in the Wordsworth quadrant as soon as possible. The board sought to partner with Auckland Transport and indicated it was prepared to allocate funding from its LBTCF to achieve the implementation of safety improvements sooner rather than later.

24. Auckland Transport has investigated the installation of a raised table at the existing pedestrian crossing outside Rowandale School on Rowandale Avenue, and prioritised implementation for the 2019/2020 financial year. This project could be brought forward into the current financial year and implemented relatively quickly if earlier funding were to be allocated by the board. The board supported the proposal.

25. The board asked for the installation of driver feedback signage on Wordsworth Road, which Auckland Transport advised could also be implemented relatively quickly. Auckland Transport undertook to investigate suitable sites and report back to the board.

26. The board wished to see the installation of speed tables on Wordsworth Road to reduce vehicle speeds and provide safer crossing facilities for pedestrians, particularly near 157 Wordsworth Road and near the Wordsworth Road intersection with Rowandale Avenue.

27. Auckland Transport advised that speed calming measures are best considered as part of an area-wide treatment rather than in isolation, but that raised tables at 157 Wordsworth Road and on all legs of the Wordsworth/Rowandale roundabout could form part of a wider residential speed management (RSM) project in the area. The proposals would need to be investigated, and take into consideration the current 362 bus route in the area.

28. Auckland Transport has $1 million funding prioritised in the 2019/2020 financial year for a residential speed management (RSM) programme in the Manurewa area. To identify priority areas for the RSM programme, Auckland Transport analysed the region’s residential areas in terms of crashes, safety risk, traffic speed, land use and concerns raised by local residents and their elected representatives.

29. The region-wide analysis showed that there were three blocks of residential zones in Manurewa which were priority candidates for area-wide speed-calming:

· The ‘Wordsworth’ quadrant bounded by Browns Road, Weymouth Road, Roscommon Road and Russell Road

· The ‘Christmas’ quadrant bounded by Weymouth Road, Mahia Road, Coxhead Road and Great South Road

· The ‘Jellicoe’ quadrant bounded by Browns Road, Weymouth Road, Russell Road and Great South Road

30. The Christmas quadrant was initially prioritised for delivery in 2019/2020 as it was considered feasible to deliver within the available $1 million budget. An RSM project in the larger Wordsworth quadrant was estimated to cost $3-4 million.

31. Given the board’s preparedness to provide funding, and to recognise its concerns in the Wordsworth quadrant, Auckland Transport proposed to shift its focus for the 2019/2020 RSM project in Manurewa from the Christmas quadrant to the Wordsworth quadrant.

32. Funding from the board could be utilised to bring forward detailed design for the RSM project into the current financial year. This would enable construction to be expedited in the next financial year when Auckland Transport’s $1 million budget becomes available. Implementation would then be staged in accordance with priority sites identified during detailed design utilising both Auckland Transport’s budget and any further funding allocated by the board.

33. The detailed design costs for the RSM project were roughly estimated at $500,000. The board agreed to fund detailed design in the current financial year.

34. In the current financial year, Auckland Transport also has an existing road safety project to deliver a number of safety improvements on Weymouth and Russell Roads, which have been previously presented to the board. It was agreed that these improvements should continue to be delivered by Auckland Transport as planned.

35. The board and Auckland Transport agreed to collate the proposals suggested above into three packages as detailed below, which the board indicated its commitment to allocate funding for.

36. ‘Package 1’ comprised the most immediate changes possible. Proposals included the installation of driver feedback signage along Wordsworth Road in suitable locations recommended by Auckland Transport. This has since been investigated. The installation of a raised table at the existing zebra crossing on Rowandale Avenue outside Rowandale School is also included in ‘Package 1’.

37. ‘Package 2’ comprised further raised tables (and potentially zebra crossings) on Wordsworth Road to slow vehicle speeds. The potential sites discussed were adjacent to the dairy at 157 Wordsworth Road and on all four legs of the Wordsworth Road/Rowandale Road roundabout. This package would require careful investigation due to the roundabout and bus routes.

38. ‘Package 3’ comprised detailed design only at this stage for an RSM project in the Wordsworth quadrant, covering all priority 1-3 roads as shown on the plan at Attachment A. The rough estimate for the design is $500,000.

39. Auckland Transport will provide cost estimates for all three packages above to enable the board to formally allocate the required funding.

4 October 2018 LBTCF workshop

40. On 4 October 2018, the Manurewa Local Board held a workshop session to consider potential new projects to fund utilising its LBTCF.

41. The projects prioritised by the board at that workshop are described below.

A. Wordsworth quadrant safety improvements

42. The board confirmed that the Wordsworth quadrant safety improvements were its top LBTCF priority and reiterated its intention to fund the three packages of safety improvements discussed with Auckland Transport (as described above).

43. Auckland Transport reported it had completed an initial exercise to determine possible locations for driver feedback signs on Wordsworth Road and had identified four locations as follows:

· Eastbound in the vicinity of no.197 before Pallant Street

· Eastbound in the vicinity of Bedlington Avenue

· Eastbound in the vicinity of no.39 soon after Beeston Crescent

· Northbound in the vicinity of Winsford Street.

44. These sites avoid the 40km/h school zones signage (to avoid causing confusion between both sets of electronic signage) and also the proposed raised tables/crossing sites in Package 2.

45. Auckland Transport also identified other possible locations on Rowandale Avenue and Burbank Avenue and suggested that the signs be rotated between the various sites every six months to maximise effectiveness. The signs could also be removed from the Wordsworth quadrant once the larger RSM project was implemented, and potentially installed within the Christmas quadrant instead.

46. The board supported the proposal of rotating the signs, and also suggested that solar-powered signs would be easier to rotate, and move to the Christmas quadrant in future, as no power connections would need to be provided.

47. An initial estimate suggests that the four feedback signs and sign rotation would cost in the order of $65,000. This will be confirmed in time for the meeting.

48. As the board wishes to complete the Wordsworth safety improvements as quickly as possible, Auckland Transport undertook to provide cost estimates in time for the board’s business meeting on 18 October for all three packages detailed in this report.

49. At the time of writing, the following estimates are available:

· Driver feedback sign and rotation: ~$65,000 (TBC)

· Detailed design for RSM: $500,000

50. Auckland Transport has engaged a consultant to estimate costs and begin the investigation and design work required for the raised speed tables/zebra crossings.

B. Exeloos photo film wraps

51. Planning is underway for the installation of a new Exeloos unit at Totara Park in the Manurewa Local Board area. That installation will include a decorative photo film wrap to enhance the appearance of the unit.

52. In June 2018, Auckland Transport completed the installation of a new three-bay Exeloos unit at the Manurewa bus station. There is also an older two-bay Exeloos unit located in road reserve by the Northcrest shops on Great South Road.

53. Given the plans for the new Exeloos unit at Totara Park, the board expressed an interest in funding the addition of decorative photo film wraps to the two existing Exeloos units mentioned in the paragraph above.

54. A representative from Exeloos attended a board workshop in September 2018 to discuss and respond to questions over the potential installation of photo film wrap on the two existing Exeloos units.

55. Exeloos advised that the normal price to install photo film wraps in the factory during production is $9,500 plus GST for a twin or triple unit. However, if the wraps are installed on site after production, Exeloos suggested an allowance of $1,000 to cover the cost of site fencing and cleaning of the unit before applying the film. The estimated cost is $10,500 plus GST for each unit, or $21,000 plus GST for both.

56. The board worked with staff from Auckland Council Libraries to identify old photos in its collection from the Manurewa area. Various photos were distributed to board members for consideration, and the preferred images were photoshopped onto the Exeloos units, as shown in the mock images included at Attachment B.

57. Any photos used must be acknowledged appropriately, and Auckland Council Libraries has provided the necessary acknowledgment details for the photos shown in the mock images.

58. The mock images have been distributed to Auckland Transport’s Rail Facilities team and the council’s Community Facilities team for feedback. No objection has been raised to the installation beyond queries about vandalism.

59. In relation to potential vandalism, it is noted that both sites are covered by CCTV which will discourage vandalism. The product has a graffiti guard treatment and carries a manufacturer’s warranty of five years.

60. Exeloos will need to confirm that the image quality of the photos selected by the board meet the requirements necessary for printing on the photo film wrap.

61. The board wishes to approve the project for construction as soon as possible so they can be installed ahead of Armistice Day celebrations in November.

C. Installation of new bus shelters at bus stops

62. At a previous workshop in September 2018, the Manurewa Local Board considered information supplied by Auckland Transport in respect of its new bus shelter request programme, including prioritisation factors and constraints. Auckland Transport noted it had over 150 bus shelter requests, but that there was currently no budget available for new bus shelters outside of its intensive New Network implementation programme.

63. The board expressed an interest in funding the installation of a number of bus shelters in its area, and sought confirmation of the number of requests received from the Manurewa area and passenger boarding statistics at each of the bus stops involved.

64. Bus shelter requests from the Manurewa Local Board area and the average boardings per weekday (Monday to Friday, excluding public holidays) for those stops was presented at the workshop on 4 October 2018 as follows:

Stop #	Stop location	Boardings
New	Corner of Browns Road and Roscommon Road	-
2471	Northcrest Way (near Maich Road)	16
2125	123 Weymouth Road	22
6988	522 Porchester Road	3
6744	36 Alfriston Road	11
6753	39 Alfriston Road	11
2276	2 Riverton Drive	18
6796	Wattle Farm Road (opposite Ranger Place)	5
2314	4 Turnberry Drive	20
2176	40 Browns Road	10
2273	59 Browns Road	79
2178	96 Browns Road	25
2171	opposite 98 Browns Road	55
6383	41 Redoubt Road	80
6933	35 Redoubt Road	20
6970	46 Stratford Road	10
6975	47 Stratford Road	11
2457	99 Shifnal Drive	20

65. Following discussion at the workshop, the board requested a rough order of cost for installing new bus shelters at the bus stop numbers above highlighted in blue. In deciding which bus stops to nominate, the board considered those stops with the highest recorded patronage and also a geographic spread.

66. The board has asked for further information on the patronage data and whether it includes school students on contracted Ministry of Education (MOE) school bus services. The patronage numbers highlighted in yellow above were not considered reflective of the number of students seen using those stops. This information will be provided to the board separately.

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

67. The information and recommendations contained in this report is consistent with discussions held with the board at its workshops on 24 September and 4 October 2018.

Tauākī whakaaweawe Māori / Māori impact statement

68. The proposed decision of approving either construction or detailed design and costing on elements of the Wordsworth quadrant safety improvement project will have no specific impact on Māori. The various safety proposals will generally benefit and improve safety for all residents within the Wordsworth quadrant.

Ngā ritenga ā-pūtea / Financial implications

69. The Manurewa Local Board’s transport capital fund to date is summarised below.

Manurewa Local Board transport capital fund financial summary

Funds available in current political term (includes 2019/2020 FY)	$4,010,293
Amount committed to date on projects approved for design and/or construction	$584,645
Capped contribution for Te Mahia station upgrade project	$2,000,000
Remaining budget left available to allocate by the end of the current political term	$1,425,648

70. The remaining budget includes increased LBTCF funding approved by Auckland Council that became available on 1 July 2018. The LBTCF is tied to political office terms rather than financial years. The board is requested to allocate the remaining budget to projects by 30 June 2019 to enable work to commence on those projects prior to the next election, which will secure those project budgets.

71. At the time of writing, cost estimates were not available for all the Wordsworth quadrant safety improvements packages outlined in this report. Any estimates not already provided in this report are expected to be tabled at the meeting for the board’s consideration. The board can then determine if it has sufficient resources to allocate funding to those proposals at the meeting.

Ngā raru tūpono / Risks

72. Resourcing issues may impact on the timely progression of the requested Wordsworth quadrant safety proposals. Auckland Transport may out-source work as required to ensure the projects are not overly delayed.

73. Project costs may increase during implementation for the Wordsworth quadrant safety improvements ‘Package 1’ after approval is given for construction. However, ‘Package 1’ is a limited package that would likely not be subject to significant cost increases. The board has also indicated it wishes this package to be implemented as speedily as possible, and that improving safety is its primary consideration, not cost.

74. Product availability may delay the installation of four solar-powered driver feedback signs (part of ‘Package 1’ of the Wordsworth quadrant safety improvements).

75. The availability of suitable contractors may delay the physical installation of the raised speed table at the existing zebra crossing outside Rowandale School on Rowandale Avenue (also part of ‘Package 1’).

76. Project estimates could increase for ‘Package 2’ of the Wordsworth quadrant safety improvements after approval is given for detailed design and costing. However, that package will be reported back to the board with firm cost estimates, and the decision will lie with the board whether to proceed further in in light of any reported increases in cost estimates.

77. If significant cost increases become apparent before the completion of detailed design and costing phase for ‘Package 2’, that information will be reported back to the board to obtain continued authorisation to proceed despite the increasing cost estimates.

78. ‘Package 3’ of the Wordsworth quadrant safety improvements is a design-only package at this stage. Given the sheer size of the Wordsworth quadrant, the greatest risk for the package will be the significant cost of implementation following the completion of detailed design.

79. In relation to the proposed Exeloos photo film wrap, the financial risk is considered low as the company has undertaken similar work previously and has a sound basis for the cost estimates provided.

80. In terms of the durability of the photo film wrap, the product has a graffiti guard treatment and carries a manufacturer’s warranty of five years. Exeloos advises that localised damage can often be patched easily (the sign writer retains the image files for this purpose) and that a single side or even a smaller section could be replaced relatively inexpensively if required. Both Exeloos units are covered by CCTV cameras which should discourage vandalism.

81. Exeloos has identified that the unit at the Northcrest shops has a decorative (textured) stainless steel cladding system, and notes that adhesion of the photo film wrap to the textured surface may not be as efficient as if it were a smooth finished surface. However, Exeloos also advises it has wrapped units with textured surfaces in the past and the installations have still performed well.

Ngā koringa ā-muri / Next steps

82. If approved for construction, Auckland Transport will proceed to implement ‘Package 1’ of the Wordsworth quadrant safety improvements, and contract Exeloos to install photo film wrap on the Exeloos units at the Manurewa bus station and Northcrest shops. Updates on progress will be reported to the board through Auckland Transport’s regular monthly update to the board.

83. If approved for detailed design and costing, Auckland Transport will proceed to detailed design on ‘Package 2’ and ‘Package 3’ of the Wordsworth quadrant safety improvements, and report back to the board following completion of detailed design.

84. Auckland Transport will report back to the Manurewa Local Board with a rough order of cost for the installation of bus shelters at those bus stops nominated in the recommendation, if passed.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	‘Wordsworth quadrant’ Residential Speed Management project concept	49
b ⇩	Exeloos photo film wrap mock images displaying preferred photos selected by the Manurewa Local Board	51

Ngā kaihaina / Signatories

Author

Jenni Wild – Elected Member Relationship Manager (South); Auckland Transport

Authorisers

Pragati Vasisht – Traffic Engineering Team Leader, Auckland Transport

Jonathan Anyon – Manager Elected Member Relationship Unit, Auckland Transport

Manoj Ragupathy – Relationship Manager Manurewa and Papakura

Manurewa Local Board

18 October 2018

Manurewa Local Board Quick Response Round One 2018/2019 grant applications

File No.: CP2018/18776

Te take mō te pūrongo / Purpose of the report

1. To fund, part-fund or decline applications for the Manurewa Local Board Quick Response Grant, Round One 2018/2019.

Whakarāpopototanga matua / Executive summary

2. The Manurewa Local Board adopted the Manurewa Local Board Grants Programme 2018/2019 on 19 April 2018 (resolution number MR/2018/46) as provided in Attachment B. The document sets application guidelines for contestable community grants submitted to the local board.

3. This report presents applications received for the Manurewa Local Board Quick Response Grant Round One 2018/2019 (see Attachment A).

4. The Manurewa Local Board has set a total community grants budget of $141,000.00 for the 2018/2019 financial year. An amount of $47,939.00 has already been allocated in the Local and Multiboard Grant Round One 2018/2019. This leaves an amount of $93,061.00 for the remaining grant rounds.

5. A total of 13 applications were received for the Manurewa Local Board Quick Response Round One 2018/2019, requesting a total amount of $25,079.00

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) agree to fund, part-fund or decline each application in Manurewa Local Board Quick Response Grant, Round One 2018/2019

Table One: Applications for the Manurewa Local Board Quick Response Round One 2018/2019

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QR1910-101	Toyakwai Karate Manurewa and Kids in Karate Manurewa	Community	Requesting venue hire costs for “Toyakwai Kids in Karate Manurewa”.	$1,000.00	Eligible
QR1910-102	Wattle Downs Residents and Ratepayers Association Incorporated	Events	Towards rock climbing, bouncy castle and face painting costs, performance band and sundry consumables costs for the community picnic.	$2,000.00	Eligible
QR1910-104	XLR8 Sports Trust	Sport and recreation	Towards medals for prizegiving, refreshments and spot prizes of the sports trust touch tournament day.	$1,880.00	Eligible
QR1910-106	Auckland Seniors Support and Caring Group Incorporated	Arts and culture	Towards the 2018 Christmas Party and Chinese Spring Festival celebration event costs.	$2,000.00	Eligible
QR1910-109	Connect Baptist Church	Community	Towards cost of the event "Christmas in the carpark" including sound system and bouncy castle, printing of promotional flyers and remembrance tree baubles.	$652.00	Eligible
QR1910-116	Life Education Trust Counties Manukau	Community	Towards life education trust children’s work booklets for St Anne's School.	$1,090.00	Eligible
QR1910-117	Manurewa Croquet Club Incorporated	Sport and recreation	Towards the cost of a new dish washer and materials towards the repair of the player shelter.	$2,000.00	Eligible
QR1910-121	Counties Manukau Kindergarten Association	Community	Towards the cost of a port-a-loo and stage cost of the whanau day at Counties Manukau Kindergarten.	$2,000.00	Eligible
QR1910-122	Dance Therapy New Zealand	Community	Towards venue hire, facilitation cost and art materials for the “arts 4 us” south workshops in Manurewa.	$1,982.00	Eligible
QR1910-124	The Mixit Charitable Trust	Arts and culture	Towards workshop costs including tutor fees, transport costs and food costs.	$1,350.00	Eligible
QR1910-125	Marewen Kiribati Cultural Group Incorporated.	Arts and culture	Towards a contribution to the venue cost for the Kiribati carol service at the Otahuhu Recreation Centre.	$2,000.00	Eligible
QR1910-126	All Seasons Community Sports Trust	Sport and recreation	Towards volunteer referee playing uniforms	$2,000.00	Eligible
QR1910-127	Auckland Wheelbreakers Incorporated	Sport and recreation	Towards club coaching fees for the junior playing teams.	$5,125.00	Eligible
Total				$25,079.00

Horopaki / Context

6. The local board allocates grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

7. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements.

8. The Manurewa Local Board adopted their grants programme for 2018/2019 on 19 April 2018 and will operate three quick response and two local grants rounds for this financial year.

9. The community grant programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks.

10. The Manurewa Local Board has set a total community grants budget of $141,000 for the 2018/2019 financial year.

Tātaritanga me ngā tohutohu / Analysis and advice

11. The aim of the local board grant programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations.

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

12. Local boards are responsible for the decision-making and allocation of local board community grants. The Manurewa Local Board is required to fund, part-fund or decline these grant applications in accordance with the local board priorities identified in the local board grant programme.

13. The board is requested to note that section 50 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.”

14. A summary of each application received through Manurewa Local Board Quick Response Grant, Round One 2018/2019 is provided (see Attachment A).

Tauākī whakaaweawe Māori / Māori impact statement

15. The local board grants programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes.

16. Five applicants applying to the Manurewa Local Board Quick Response Grant Round One indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea / Financial implications

17. The allocation of grants to community groups is within the adopted Long-Term Plan 2018-2028 and local board agreements.

18. The Manurewa Local Board has set a total community grants budget of $141,000.00

19. In the Manurewa Local Board Quick Response Grant Round One, 2018/2019 a total of 13 applications were received, requesting a total amount of $25,079.00

Ngā raru tūpono / Risks

20. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy and the local board grants programme. The assessment process has identified a low risk associated with funding the applications in this round.

Ngā koringa ā-muri / Next steps

21. Following the Manurewa Local Board allocating funding for quick response grant round one, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇨	Manurewa Local Board Quick Response Grant, Round One 2018/2019 grant applications (Under Separate Cover)

Ngā kaihaina / Signatories

Author

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Marion Davies - Grant Operations Manager

Shane King - Head of Operations Support

Manoj Ragupathy - Relationship Manager Manurewa and Papakura

Manurewa Local Board

18 October 2018

Healthy Environments Events Principles – Manurewa

File No.: CP2018/17467

Te take mō te pūrongo / Purpose of the report

1. To adopt the Healthy Environments Events principles and guide for Auckland Council funded or delivered events in the Manurewa Local Board area, as one part of the overall Healthy Environments Framework.

2. To endorse leisure centres as a second priority area for the Healthy Environments Framework.

Whakarāpopototanga matua / Executive summary

3. Healthy Families New Zealand is a major investment by government into reducing preventable chronic disease in New Zealand. It is based around a systems approach to health that addresses the environmental influences of health where people live, learn, work and play.

4. Healthy Families Manukau Manurewa-Papakura (MMP) has started developing a Healthy Environments Framework to support the council’s responsibility to provide spaces in the community that facilitate social, economic, environmental and cultural outcomes, including wellbeing. Potential areas of council operations that could be included in the overall framework include events, leisure centres, community facilities, leasing agreements and funding grants. This report seeks adoption of the principles and guide for events as part of the development of the overall framework.

5. The framework is intended to support Auckland Council staff, local boards and community to increase healthy choices and options through the availability and accessibility of healthy food and drink choices, reduced smoking and alcohol related harm, and increased opportunities that encourage movement.

6. Healthy Families MMP has developed four Healthy Environments Principles which is provided as Attachment A, and A Guide to Creating a Health Promoting Event provided in Attachment B, using a co-design methodology. These documents promote a range of options regarding wai (water), kai (food), smokefree, alcohol free and physical movement and has been endorsed by the Auckland Council Events team.

7. The report also seeks the local board’s endorsement of the council’s leisure centres as the second priority area for the Healthy Environments Framework. This will enable Healthy Families MMP to work with staff from the Parks, Sport and Recreation department and explore ways to make leisure centres healthier environments. The Auckland Council Parks, Sport and Recreation team supports the Healthy Environments Framework.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) adopt the Healthy Environments Events Principles in Attachment A and A Guide to Creating a Health Promoting Event in Attachment B for use at Auckland Council funded or delivered events in the Manurewa Local Board area commencing in the 2018/2019 events season

b) endorse leisure centres as the second priority area for the Healthy Environments Framework and request Healthy Families Manukau Manurewa-Papakura to work with the Parks, Sport and Recreation department to investigate how leisure centres can become healthier environments.

Horopaki / Context

8. A review of 55 studies on childhood obesity concluded that the most effective strategies to reducing obesity include improving the supply of healthier options, environments that support healthier options and reducing the promotion of unhealthy options.

9. Success in reducing obesity requires as many interventions as possible by a range of private and public agencies. Obesity is a major risk factor for a wide range of non-communicable disease, including heart disease, stroke, type 2 diabetes, cancer, osteoarthritis and depression.

10. The Agencies for Nutrition Action: Promoting Physical Activity at the Local Government Level (evidence snap shot; April 2015) highlights being physically active is a major contributor to an individual’s overall physical and mental health and wellbeing. The report also states that an incidental benefit is that there is an improved perception of community safety as there are more people using public places.

11. Māori and Pacific people have the highest rates of preventable disease in the Counties Manukau District Health Board area. Over half of Manurewa Local Board residents are of Māori and/or Pacific descent.

12. The Healthy Auckland Together 2018 monitoring report highlights that children residing in the highest deprivation areas were 22 per cent less likely to have healthy teeth and gums than those residing in the least deprived areas. Healthy teeth and gums can help prevent serious health problems such as tooth decay and gum disease.

13. There are clear disparities in health outcomes for Maori communities compared to other ethnic groups in New Zealand. Data from the 2014/2015 New Zealand Health Survey shows that 41% of children in the Manurewa and Papakura ward are overweight or obese.

Tātaritanga me ngā tohutohu / Analysis and advice

14. The Healthy Environments Framework is being developed using a co-design methodology which uses the lived experience of people to explore, imagine and test new ideas and involves the people closest to the issues. The co-design methodology also assisted staff to determine the scope of the Healthy Environments Framework and identified opportunities for collaboration. Potential areas of council operations that could be included in the overall framework include events, leisure centres, community facilities, leasing agreements and funding grants.

15. Events was identified as the first area of council operation where a Healthy Environments approach can be tested and implemented. The attached principles and guide support governors, staff and the public involved in delivering Auckland Council events, and provides easy to implement options, tips and resources.

16. Over the past year, Healthy Families MMP has been working with Auckland Council and community-led event organisers to test the Healthy Environments events principles. The following table provides an overview of activity:

Table 1: Co-design activity

FRAME

EXPLORE

IMAGINE

TESTING

Identified three local board funded events to test ways of improving access to healthy food and drink choices, reducing smoking and alcohol related harm and encouraging more movement.

Over a six-month period, staff worked with event organisers to understand what it would take to create a healthy environment at an event.

Event one was a large-scale event with 1,750 participants and over 2250 spectators

Event two was a small-scale event with 186 registered participants.

Event three was a medium-scale event with 1,500 participants.

Staff engaged with 653 different people and gained real time feedback from event attendees, event organisers and vendors.

From the feedback staff were able to make the necessary improvements for the next event. This approach enabled staff to adapt and learn quickly.

Ongoing learnings led to more efficient prototypes. These were tested during Auckland Council selected events. For example, staff adjusted the location of water to increase accessibility and uptake, prototyped types of water stations, and ensured promotion was clear and visible to event participants.

17. Healthy Families MMP understands the need to balance freedom of choice with offering healthy opportunities. It has sought to achieve the right balance that allows a common-sense approach and has taken this into consideration when applying the Healthy Environments lens over an event.

18. The benefits of adopting a Healthy Environments approach across a range of Auckland Council operations include:

· an increase in the availability and accessibility of healthy food and drink choices to reduce the risk of obesity and non-communicable diseases, and improve life expectancy of Manurewa residents

· reduced smoking and alcohol related harm to Manurewa residents

· increased opportunities that encourage movement for healthier living and a longer life.

19. A Healthy Environments approach will enable the Manurewa Local Board to support residents to live longer, healthier and more active lives in its local board area.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /

Local impacts and local board views

20. The Healthy Environments Framework is aligned to the Manurewa Local Board Plan and specifically contributes to Outcome 5: Manurewa is a place we feel connected, safe and valued. The board has indicated through the local board plan that it would like to partner with Healthy Families MMP to support healthy environments.

21. Healthy Families MMP sought local board input and feedback on the framework, principles and guide at a local board workshop on 11 July 2018. Feedback received at the workshop was positive and this report has taken into account all feedback received to date.

Tauākī whakaaweawe Māori / Māori impact statement

22. Healthy Families MMP has partnered with Māori during the development of the framework. Staff have been able to gather insights and learnings from participants and spectators who attended local events in the south (a combined audience of over 4000 people), of which a high number were Māori. These insights contributed to the development of the principles and guide.

23. The co-design process also used augmented reality technology to bring Māori knowledge and physical activity together and enabled participants to learn about some of the Manukau landmarks such as the Puhinui awa (stream) and the tohu (signs) of spring according to the Maramataka (Māori lunar calendar). This has been very successful and enabled the community to experience an interactive process that supports health and wellbeing from a Te Ao Māori perspective.

Ngā ritenga ā-pūtea / Financial implications

24. There are no financial implications associated with the Manurewa Local Board adopting the Healthy Environments events principles and guide. Healthy Families MMP will continue the design, development and evaluation of the principles and guide as it is embedded and used by operational staff across the organisation.

25. Healthy Families MMP will seek to learn from event organisers’ experiences by testing the principles and guide at an event in each of the four Healthy Families MMP local board areas over the 2018/2019 events season.

26. For the 2019/2020 financial year and beyond staff envisage local boards will have the Healthy Environments events principles and guide included in their event funding agreements. Community groups receiving local board funding for events will then implement the Healthy Environments events principles and guide as part of their funding agreement.

27. The Auckland Council Events team supports the Healthy Environments events principles and guide. It is possible the Manurewa Local Board may be approached in the future to support initiatives identified in the overall Healthy Environments Framework. All request for local board funding will be considered on a case by case basis.

Ngā raru tūpono / Risks

28. There are no risks associated with the actions recommended in this report. The local board is being asked to adopt the Healthy Environments events principles and guide for use at events in the Manurewa Local Board area funded or delivered by Auckland Council. Any operational matters associated with this will be supported and managed by staff.

Ngā koringa ā-muri / Next steps

29. Healthy Families MMP will identify and work with an event organiser involved in delivering an Auckland Council funded event in Manurewa who is willing to test and evaluate the Healthy Environments events principles and guide in 2018/2019.

30. Healthy Families MMP will initiate discussion with the Parks, Sport and Recreation department to create a Healthy Environments approach to leisure centres.

31. Healthy Families MMP will provide quarterly reports to the Manurewa Local Board regarding progress.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Healthy Environments Principles	65
b ⇩	Healthy Events Guide	71

Ngā kaihaina / Signatories

Author

Anna-Jane Jacob - Healthy Families Manager

Authorisers

Gael Surgenor - GM - Southern Initiative

Manoj Ragupathy - Relationship Manager Manurewa and Papakura

Manurewa Local Board

18 October 2018

Review of the Code of Conduct

File No.: CP2018/18678

Te take mō te pūrongo / Purpose of the report

1. To seek local board feedback on the draft Code of Conduct (code).

Whakarāpopototanga matua / Executive summary

2. The council’s initial code was prepared by the Auckland Transition Agency prior to Auckland Council commencing. It was last reviewed in 2013. The code has worked well but there have been a number of issues identified. The Governing Body agreed that the code be reviewed through the Joint Governance Working Party. Presentations were made to local board cluster meetings earlier this year.

3. Based on feedback to date, an amended code has been drafted and the Joint Governance Working Party has approved it to be reported to local boards for feedback. The proposals contained in the draft code address the issues that were identified.

4. A comparison of the draft code with the current code can be summarised as follows:

i) the code itself is more concise

ii) material breaches are defined

iii) here are separate complaint processes depending on whether a complaint relates to a non-material breach, a material breach or conflict of interest

iv) the current independent review panel is replaced by a Conduct Commissioner, who can impose sanctions

v) findings of the Conduct Commissioner (for material breaches) will be made public to assist compliance with sanctions imposed by the Conduct Commissioner

vi) there is no political involvement in determining a complaint or imposing sanctions

vii) related documents are bundled in with the code and key policies and protocols and adopted with the code:

a) Conflict of interest policy

b) Access to information protocol

c) Election year policy

d) Communications policy

e) Media protocols.

5. Local board feedback is being sought on the draft code.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) provide its feedback on the draft Code of Conduct attached to this report.

Horopaki / Context

What is the Code of Conduct

6. A code of conduct essentially sets out a council’s expectations about how members will conduct themselves. Every council is required to adopt a code of conduct (Local Government Act 2002, schedule 7, clause 15). It must set out:

“(a) understandings and expectations adopted by the local authority about the manner in which members may conduct themselves while acting in their capacity as members, including—

(i) behaviour toward one another, staff, and the public; and

(ii) disclosure of information, including (but not limited to) the provision of any document, to elected members that—

(A) is received by, or is in the possession of, an elected member in his or her capacity as an elected member; and

(B) relates to the ability of the local authority to give effect to any provision of this Act; and

(b) a general explanation of—

(i) the Local Government Official Information and Meetings Act 1987; and

(ii) any other enactment or rule of law applicable to members.”

7. Once adopted, a code of conduct requires a 75% majority to change it.

8. Members of local boards must comply with the code of conduct that is adopted by the Governing Body (Local Government Act 2002, schedule 7, clause 36B).

Reasons for reviewing the Code of Conduct

9. In working with the current code, council has experienced a number of issues:

i) It is not easy to follow. It includes principles, descriptions of roles and responsibilities and statements about relationships and behaviours. However, a complaint about a breach can only relate to the section on relationships and behaviours.

ii) Although a positive aspect of the current code is a focus, initially, on resolving complaints to the satisfaction of the complainant, it is not appropriate for an allegation about a conflict of interest to be resolved to the satisfaction of the complainant – conflict of interest allegations need to be tested against the law.

iii) The code does not distinguish between non-material and material breaches. All allegations of breaches are treated the same.

iv) The final point of escalation of a complaint is to the independent review panel which comprises three members. This process is valuable but is underused because it can be expensive with three members being required.

v) There needs to be a requirement that a complainant has tried to resolve their complaint prior to submitting it to the formal complaint process in the code.

vi) The code is underused because it is seen to “lack teeth”. There needs to be a review of available sanctions.

10. PWC were commissioned to review the current code and the Governing Body agreed at its February 2018 meeting that the current code should be reviewed. The Joint Governance Working Party is overseeing the development of the code.

Engagement to date

11. Staff made presentations to local board cluster meetings and a Governing Body workshop earlier this year. Among the issues discussed, was whether a revised code should be concise and principles-based or prescriptive.

12. The approach to the draft code was discussed with the Joint Governance Working Party, whose guidance included that there should be no political involvement in the determination of complaints and the imposition of sanctions.

13. A draft was presented to the Joint Governance Working Party on 12 September and was approved for reporting to local boards for their feedback.

Tātaritanga me ngā tohutohu / Analysis and advice

The draft code

14. The draft code is at attachment A.

15. The draft code is presented as two documents:

i) The code itself contains:

a) principles

b) descriptions of material breaches

c) the complaints process.

ii) The second document contains attachments which provide more detail:

a) Policies and protocols which are adopted along with the code and are an intrinsic part of the code. Elected members must abide by the conduct set out in these documents.

b) Description of applicable legislation which the Local Government Act requires all codes to contain

c) Documents which are described as “external” in the sense that they are agreed outside the code but are relevant to the conduct of members. An example is the Expenses Policy which is agreed by the Finance and Performance Committee and approved by the Remuneration Authority. It is useful to have these documents included for easy reference and to provide context to some aspects of the code.

16. The code describes two key principles – trust and respect. The principle of trust captures the expectations of the community in their elected representatives. The community trusts that members will act in the interest of the community and not their own interest, for example. This principle encompasses the ethical dimension of conduct.

17. The principle of respect captures the expectations members have of each other in terms of their conduct towards each other and towards the public.

18. The principles are written in a style which indicates personal commitment (“I will…”).

The complaints process

19. The draft code contains definitions of “material breaches”. This defines what the bottom line is and at what point a breach needs to be treated more seriously than other breaches. A complaint which relates to a material breach is treated differently to a complaint which relates to a non-material breach.

20. A complaint is lodged with the Chief Executive. A complaint must set out what part of the code has been breached, must provide evidence of the breach and evidence of attempts to resolve the breach. Where the code refers to chief executive this includes a nominee of the chief executive.

21. If the complaint relates to a conflict of interest, the Chief Executive will arrange for the member to receive advice from either Legal Services or Audit and Risk. The complainant has no further role. If the member does not comply with advice, the matter becomes a material breach for investigation by the Conduct Commissioner.

22. In other cases, the Chief Executive refers the complaint to an “Investigator”. An investigator is appointed by the Chief Executive and may be a staff member or external person.

23. The investigator conducts a preliminary assessment of the complaint and has the discretion to dismiss the complaint if it is frivolous or vexatious or without substance.

24. If the complaint relates to a non-material breach, the investigator may make non-binding recommendations, including a recommendation to apologise or undertake voluntary mediation.

25. If the complaint relates to a material breach, it is referred to a “Conduct Commissioner”. A Conduct Commissioner is a person of the calibre of a retired High Court judge and is selected from a list of such persons which has been approved by the Governing Body.

26. The Conduct Commissioner may direct mediation or conduct an investigation which may include a hearing.

Sanctions

27. The Conduct Commissioner has the power to impose sanctions, including a requirement to apologise, withdraw remarks or make a public statement. The report of the Conduct Commissioner is formal and made public, to promote compliance with the sanctions imposed by the Conduct Commissioner.

28. The Conduct Commissioner replaces the current independent review panel, which is not used frequently due to the cost associated with it having three members.

29. Staff had been asked to investigate whether there could be financial sanctions. The Remuneration Authority was asked whether it would agree to a reduction of salary paid to a member who breached the code. The reply included:

The Authority is often asked whether the performance of an individual or individuals is considered when making a determination. Performance does not feature in the list of criteria that the Authority is required to take into account. Therefore, it has no mandate to consider performance.

Section 14 (implementation of determinations) of the Remuneration Authority Act 1977 says that every determination issued by the Authority must be implemented according to their tenor and it is unlawful to act contrary to a determination. This prevents a council from making deductions from an elected member’s salary.

Attachments to the code

30. The attachments include:

i) Policies and protocols that are adopted along with the code:

· Conflict of interest policy

· Access to information protocol

· Election year policy

· Communications policy

· Media protocols.

ii) A description of legislation that is required by the Local Government Act 2002.

iii) Documents that are external to the code but are included because they are relevant to conduct:

· Guide to governance roles and responsibilities

· Guide to working with staff

· Expenses policy

31. The attached policies include the conflict of interest policy which has been rewritten and a new “Access to information protocol.” All other documents attached to the code are from existing sources and are not new.

Conflict of interest policy

32. The Conflict of Interest Policy has been updated to reflect the current legal position relating to conflicts of interest and pre-determination, as the current policy is out of date.

33. It remedies a current inconsistency between the treatment of financial and non-financial interests (being automatically disqualified from decision-making for a financial interest, but not for a non-financial interest).

34. It includes a new section on pre-determination, which is a separate legal concept to conflicts of interest.

35. It places stronger emphasis on the interests of the council in the probity and integrity of its decisions, as the consequences of failing to manage are more commonly borne by the council.

36. It is intended to be more user-friendly and accessible.

New protocol included – Elected Member Access to Information

37. Included in the policies and protocols attached to the Code of Conduct is a new ‘Access to information protocol’. This protocol puts a framework around elected members legal right to council information under the ‘need to know’ principle. This protocol is in addition to the existing ways that elected members can gain access to information. It is aimed at addressing circumstances where there has been lack of clarity over requests for information where it is not clear if it is or is not confidential.

The need to know principle for elected members

38. In addition to rights under LGOIMA, elected members have a legal right to council information under the “need to know” principle established by the common law. Under this principle, a good reason to access council information exists if an elected member shows that access to the information is reasonably necessary to enable them to perform their statutory functions as a member of the council. In some limited cases elected members may also be able establish a “need to know” council information relevant to their representative duties.

Why we are proposing a protocol

39. The purposes of the draft protocol are to:

i) Give effect to the legal ‘need to know’ principle.

ii) Enable elected members to properly perform their statutory functions as democratically elected local decision-makers; and to facilitate them in fulfilling their representative duties. This promotes democratic and effective local government.

iii) Provide elected members with better and more efficient access to Council information than is provided for LGOIMA, by reducing the number of withholding grounds that can apply to the information and the timeframes for response.

iv) Provide for transparent and impartial Chief Executive decisions on requests under this protocol, and a democratic mechanism for the reconsideration of such decisions.

v) To provide that confidential council information will be made available to elected members in a manner that reflects the council’s legal duty to protect the confidentiality of the information and does not prejudice the interests protected by LGOIMA.

40. We have agreed with the Chief Ombudsman that we will develop a protocol to better manage elected member access to information.

41. Because this is the first time that council is adopting such a protocol, staff are suggesting that it is revisited and reviewed within 18 months of its adoption to ensure that it is working effectively, enabling elected members to properly perform their statutory functions as democratically elected local decision-makers and facilitating them in fulfilling their representative duties.

Summary of suggested process in draft protocol

42. The protocol sets out a framework and process for elected member requests for council information. In summary, the process in the protocol is:

i) Elected members make a request for information held by Council and explain why they need the information.

ii) Chief Executive makes a decision on whether the information is reasonably necessary for the elected member to exercise their statutory functions or performance of their representative duties, and whether any of the limited reasons to withhold may apply (for example if personal information should be redacted for Privacy Act reasons).

iii) Decision and the provision of information to the elected member (with conditions if necessary for confidential information) within 5 working days.

iv) If an elected member is not happy with the Chief Executive decision, they can ask it to be reconsidered by the Audit & Risk Committee.

Local board feedback

43. Local board views are being sought on the proposed changes in the draft code and the supporting policies that will be adopted alongside the code. In particular:

· the principles based and positive intent in the drafting of the code

· defining material breaches and making the findings of complaints of a material breach public

· replacing the current independent review panel with an independent Conduct Commissioner, who can impose sanctions which means having no political involvement in determining a complaint or imposing sanctions

· support for the access to information protocol.

44. Feedback from local boards will be considered by the Joint Governance Working Party at its meeting on 31 October 2018. The working party will then recommend a final draft code to the Governing Body for adoption. Once adopted by the Governing Body, the code applies to all elected members.

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

45. Local board feedback will be reported to the Joint Governance Working Party. The code impacts local boards in that all members must abide by it.

Tauākī whakaaweawe Māori / Māori impact statement

46. The Code of Conduct is an internal procedural document. The principles and values expressed in the document provide for inclusivity and specifically disallow discrimination.

Ngā ritenga ā-pūtea / Financial implications

47. There may be financial implications if the investigator that the Chief Executive appoints is external. Escalation to the Conduct Commissioner will have lesser financial implications than referral to a full review panel as provided in the existing code, but because of the reduced financial cost, may be utilised more often.

Ngā raru tūpono / Risks

48. There is a risk that some elected members will not be fully socialised with the new code. Staff will investigate how best to ensure all elected members are fully aware of the new code.

Ngā koringa ā-muri / Next steps

49. The feedback from local boards will be reported to the meeting of the Joint Governance Working Party on 31 October 2018. The working party will then recommend a final draft code to the Governing Body for adoption.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Draft Code of Conduct	89
b ⇨	Draft Code of Conduct attachments (Under Separate Cover)

Ngā kaihaina / Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Manoj Ragupathy - Relationship Manager Manurewa and Papakura

Manurewa Local Board

18 October 2018

Draft Facility Partnership Policy

File No.: CP2018/18682

Te take mō te pūrongo / Purpose of the report

1. To seek local boards’ views on the draft Facility Partnerships Policy.

Whakarāpopototanga matua / Executive summary

2. A ‘facility partnership’ is where Auckland Council invests in a community facility alongside others. Done well, partnerships can enable and empower our communities, and help us provide more of the quality facilities Auckland needs, faster and more cost-effectively.

3. The council intends to meet more facility needs through partnerships in future, and a new regional policy (refer to Attachment B) has been developed to guide their selection and support.

4. Key policy positions outlined in the draft Facility Partnerships Policy and summarised in Attachment A include:

· a focus on shared outcomes

· partnerships that recognise, value and honour Te Ao Māori

· multiple partnership models, with fit-for-purpose arrangements

· ‘Proactive’ and ‘Responsive’ partnership tracks

· principles to shape eligibility and investment priorities

· valuing (and costing) in-kind support

· a stronger focus on the partnership relationship

· greater acknowledgement of the complexity of developing/managing assets.

5. During policy development, staff engaged with Māori to explore specific opportunities and barriers for facility partnerships with Māori. The findings from this engagement (refer Attachment C) have shaped a commitment in the draft policy to partner in ways that align with the Treaty Principles, and acknowledge the distinct characteristics of marae.

6. The draft policy was endorsed by the Environment and Community Committee in June 2018 for public consultation and formal engagement with local boards. The consultation activities carried out and the community feedback received are summarised in Attachment D. Public feedback was highly supportive of the draft policy overall.

7. Staff attended local board workshops on the draft policy during July and August. This report invites local boards to formally indicate their support for the proposed approach, and/or provide any additional feedback on the policy they would like the committee to consider.

8. A summary of all feedback and a final policy will be tabled for consideration and adoption by the Environment and Community Committee in November 2018.

9. Implementation of the new approach is expected to begin during the 2019/2020 financial year.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) support the adoption of the Draft Facility Partnerships Policy, and provide any additional feedback on the proposed approach for the Environment and Community Committee’s consideration.

Horopaki / Context

10. Auckland Council is a major provider of community, arts and sports facilities, but not the only provider. A ‘facility partnership’ is where the council invests in a community facility alongside others. Done well, partnerships can enable and empower communities, and help the council to provide more of the quality facilities Auckland needs, faster and more cost-effectively.

11. There are already around 300 of these arrangements in Auckland, and the council has signalled more facility needs will be met through partnerships in future. There is currently no regional policy to guide the selection and support of facility partnerships.

12. In 2016, a cross-council team began work on a new regional policy. The team met with a number of partners and experts to understand existing practice and how policy could improve decision-making in the partnering experience.

13. Findings from discovery work were shared in December 2016 at walk-throughs with elected members, staff and participating partners, and reported to the Environment and Community committee in February 2017 (resolution number ENV/2017/9).

14. A new approach was developed and tested at walk-throughs in February 2018. The committee endorsed the draft policy for public consultation and formal engagement with local boards in June 2018 (resolution number ENV/2018/74).

Tātaritanga me ngā tohutohu / Analysis and advice

Facility partnerships benefit the council and the community

15. Auckland Council supports facility partnerships because they can:

· leverage external investment and community effort

· empower communities, and help us respond to Auckland’s increasing diversity

· optimise the existing facility network and reduce the need for new facilities.

Facility partnership selection and management is ad-hoc and inconsistent

16. Discovery work in 2016 and into 2017 identified a range of issues that are preventing the council from realising the full potential of facility partnerships.

17. Currently, facility partnership decisions are made on an ad-hoc basis. Often the lifetime costs and benefits of the partnership have not been fully considered, or how these relate to network gaps and evolving community needs.

18. Investment opportunities and selection decisions lack transparency, and our management processes tend to be uncoordinated and inconsistent. Many partners report that they feel under-prepared and insufficiently supported by council to deliver successfully.

Proposed policy provides strategic approach with tailored process

19. Staff have developed a new policy (refer Attachment B) to respond directly to these findings.

20. This will enable the council and partners to make more informed and strategic investment decisions. Advice will be based on clearer evidence of need and impact and comprehensive costings and will emphasise viability and sustainability.

21. The new approach introduces a more transparent and contestable selection process. Requirements will be tailored to reflect the scale, complexity and risk of each proposal. The policy recognises the importance of quality relationships, and the need to better coordinate staff expertise and support to improve partners’ experience and build capability.

22. The draft policy proposes:

· a focus on shared outcomes

· partnerships that recognise, value and honour Te Ao Māori

· multiple partnership models, with fit-for-purpose arrangements

· ‘Proactive’ and ‘Responsive’ partnership tracks

· principles to shape eligibility and investment priorities

· valuing (and costing) in-kind support

· a stronger focus on the partnership relationship

· greater acknowledgement of the complexity of developing/managing assets.

23. A summary of key policy positions relating to these themes is provided as Attachment A.

Public engagement held during July and August 2018

24. Staff undertook public consultation and briefed interested advisory panels between June and August 2018. Public consultation activities included six drop-in consultation events across Auckland, and online submissions via the council’s ‘Have Your Say’ website.

25. Public feedback was highly supportive of the draft policy overall. Those providing feedback generally saw the value of having a policy for this activity, and were positive about its intent. Responses to questions about specific aspects of the policy were also strongly affirmative.

Public feedback shows strong support for new approach

26. Key themes that emerged from the public consultation are:

· Most respondents agree the new approach will better enable council to invest in the right facility partnerships, and ensure that partnerships work for both partners and council.

· The investment principles, the proposal to enable appropriate commercial activities in facilities, and the establishment of Lead Relationship Brokers were all positively received by the majority of respondents.

· The ‘Track, Type and Scale’ model was also welcomed for encompassing a wide range of facility partnerships, and the intention to ensure requirements are proportionate.

· Respondents hope the new approach will make it easier for partners to navigate the multiple council systems and processes involved, and get good support from staff.

· Using the Treaty principles to guide partnerships with Māori was welcomed by most, but this was acknowledged as a complex area.

· Respondents appreciated a more visually appealing document that is easier to navigate.

Most public concerns relate to application of policy

27. Concerns identified included:

· how the investment principles will be applied in practice, especially where they must be ‘traded off’ against each other

· whether some communities will be unfairly advantaged by the new approach

· whether the higher level of staff support will be properly resourced, and implemented as intended across all parts of council

· whether the process is flexible enough to respond to the ‘messy reality’ of partnerships.

28. A full summary of the public consultation activities to date and a more in-depth description of key feedback themes is provided as Attachment D for local board consideration.

29. Key national and regional stakeholders will also be briefed prior to the draft being finalised.

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

30. Local boards have a strong interest in facility partnerships and some decision-making responsibility in this area, including:

· determining local outcomes and advocating for local investment priorities

· governing local and sub-regional facility partnership relationships and agreements

· allocating local discretionary funding and community leases of council property.

31. Staff have engaged with local boards informally at various stages throughout the discovery work and subsequent policy development. Local board member views and concerns have helped shape the draft policy.

32. During July and August 2018, local boards were offered a workshop to hear an overview of the proposed policy approach and seek clarification on any areas of local interest or concern. Eighteen local boards requested a workshop.

Formal local board feedback sought September and October 2018

33. Community feedback has now been summarised for local boards’ consideration. Staff are seeking to understand local boards’ views on the new approach, and requesting a formal indication of support at local board business meetings during September and October 2018.

34. Staff would particularly value local board feedback on the following parts of the draft policy (refer Attachment B), which are likely to have the most bearing on local board decision-making:

· the Tracks, Types and Scales model (p.16-23) to differentiate partnerships and customise the partnership process

· the draft investment principles (p.26) and priorities (p.33)

· proposed eligibility criteria for investment (p.27-30)

· the proposal to allow facility partnerships to generate revenue through appropriate commercial activities (p.31)

· the focus on quality relationships, as outlined in the proposed partnering principles (p.35) and supported by allocation of a lead relationship broker (p.38).

Tauākī whakaaweawe Māori / Māori impact statement

35. Marae are a focal point for Māori social, economic, environmental and cultural development, and are identified in the Community Facilities Network Plan as potential facility partners.

Engagement to better understand facility partnerships and Te Ao Māori

36. In 2017, staff undertook additional engagement with Māori, with a focus on marae, to ensure that the new policy incorporates any special context, barriers or opportunities for facility partnerships with Māori. A summary of the findings is provided as Attachment C.

37. The draft policy reflects these findings and commits the council to partnering with Māori in ways which align with the Treaty Principles and reflect the distinct characteristics of marae.

38. The draft policy approach and the findings report will be shared at hui with interested marae during September, as part of initial discussions on a new Marae Investment Policy.

Ngā ritenga ā-pūtea / Financial implications

39. The Facility Partnerships Policy is not supported by a dedicated budget. Future investment in facility partnerships will be provided through existing budgets for facility development and operation, allocated through the Long-term Plan 2018-2028 and Annual Plan. Local boards may also award grants and community leases of council property to support facility partnerships.

Ngā raru tūpono / Risks

Risk	Mitigation
Adoption of a new policy may create expectations that there will be additional budget to support facility partnerships.	All public-facing communications and guidance about the new policy will reference the funding available from existing regional and local budgets and how this will be allocated.
Existing facility partners may be concerned that the new policy will impact arrangements already in place, or ongoing council investment.	The new policy will guide decisions on new facility partnerships only, unless an existing partnership is already scheduled for review, and guidance will clearly state this. Where existing partnerships are to be reviewed, staff will ensure partners are adequately supported to prepare.
The transition to the new policy approach will be operationally complex. It impacts multiple teams across the council, and new business processes, guidance and forms will need to be designed to support it.	Detailed implementation planning will be required to ensure the transition is as smooth as possible. Phased implementation over the first financial year (2019/2020) may be necessary to achieve this.

Ngā koringa ā-muri / Next steps

40. A summary of all feedback and a final policy will be tabled for consideration and adoption by the Environment and Community Committee in November 2018.

41. Implementation of the new approach is expected to begin during the 2019/2020 financial year.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Facility Partnerships Policy - summary of key policy positions	109
b ⇨	Draft Facility Partnerships Policy (Under Separate Cover)
c ⇩	Facility partnerships with Māori - Summary report	111
d ⇩	Draft Facility Partnerships Policy - Public feedback summary report	139

Ngā kaihaina / Signatories

Author

Rebekah Forman - Principal Policy Analyst

Authorisers

Kataraina Maki - GM - Community & Social Policy

Louise Mason - GM Local Board Services

Manoj Ragupathy - Relationship Manager Manurewa and Papakura

Manurewa Local Board

18 October 2018

Manurewa Local Board Governance Forward Work Calendar - October 2018

File No.: CP2018/18789

Te take mō te pūrongo / Purpose of the report

1. To present to the Manurewa Local Board the six months Governance Forward Work Calendar.

Whakarāpopototanga matua / Executive summary

2. This report outlines the Governance Forward Work Calendar which is a schedule of items that will come before local boards at business meetings and workshops over the next six months. The Governance Forward Work Calendar for the Manurewa Local Board is included in Attachment A.

3. The calendar aims to support local boards’ governance role by:

i) ensuring advice on agendas and workshop material is driven by local board priorities

ii) clarifying what advice is required and when

iii) clarifying the rationale for reports.

4. The calendar will be updated every month, be included on the agenda for business meetings and distributed to relevant council staff. It is recognised that at times items will arise that are not programmed. Board members are welcome to discuss changes to the calendar.

Ngā tūtohunga / Recommendation/s

That the Manurewa Local Board:

a) note the Governance Forward Work Calendar as at 8 October 2018.

Horopaki / Context

5. The council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. An initiative under this is to develop forward work calendars for Governing Body committees and local boards. These provide elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

6. There are no new projects in the Governance Forward Work Calendar. The calendar brings together in one schedule reporting on all of the board’s projects and activities that have been previously approved in the local board plan, long-term plan, departmental work programmes and through other board decisions. It includes Governing Body policies and initiatives that call for a local board response.

7. This initiative is intended to support the board’s governance role. It will also help staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it will allow greater transparency for the public.

8. The calendar is arranged in three columns, “Topic”, “Purpose” and “Governance Role”:

i) Topic describes the items and may indicate how they fit in with broader processes such as the annual plan.

ii) Purpose indicates the aim of the item, such as formally approving plans or projects, hearing submissions or receiving progress updates

iii) Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are tabled below:

Governance role	Examples
Setting direction / priorities / budget	Capex projects, work programmes, annual plan
Local initiatives / specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

9. Board members are welcome to discuss changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant council staff.

Tātaritanga me ngā tohutohu / Analysis and advice

10. This report is an information report providing the governance forward work programme for the next six months.

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

11. All local boards are being presented with a Governance Forward Work Calendar for their consideration.

Tauākī whakaaweawe Māori / Māori impact statement

12. The projects and processes referred to in the Governance Forward Work Calendar will have a range of implications for Māori which will be considered when the work is reported.

Ngā ritenga ā-pūtea / Financial implications

13. There are no financial implications relating to this report.

Ngā raru tūpono / Risks

14. This report is a point in time of the Governance Forward Work Calendar. It is a living document and updated month to month. It minimises the risk of the board being unaware of planned topics for their consideration.

Ngā koringa ā-muri / Next steps

15. Staff will review the calendar each month in consultation with board members and will report an updated calendar to the board.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Governance Forward Work Calender - October 2018	157

Ngā kaihaina / Signatories

Author	Sarah Butterfield - Democracy Advisor - Manurewa
Authoriser	Manoj Ragupathy - Relationship Manager Manurewa and Papakura

Chairperson	Angela Dalton
Deputy Chairperson
Members	Joseph Allan
	Stella Cattle
	Sarah Colcord
	Angela Cunningham-Marino
	Rangi McLean
	Ken Penney
	Dave Pizzini