Addendum Agenda of Devonport-Takapuna Local Board

Devonport-Takapuna Local Board

19 February 2019

Auckland Council's Quarterly Performance report: Devonport-Takapuna Local Board for quarter two 2018/2019

File No.: CP2019/00496

Te take mō te pūrongo

Purpose of the report

1. To provide the Devonport-Takapuna Local Board (the local board) with an integrated quarterly performance report for quarter two, 1 October – 31 December 2018.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, project issues and any risks against the 2018/2019 work programme.

3. The work programme is produced annually and aligns with local board plan outcomes and associated initiatives.

4. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery. Most activities are reported with green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged) status.

5. There are a number of notable and significant activity updates for quarter two, which include the:

· Milford Basketball Court was formally opened on 3 November 2018 with an engaging community day that included a mini basketball competition, interactive fire brigade demonstrations and children's play zone;

· Devonport-Takapuna Heritage Awards were held on 6 October 2018 at The Lakehouse;

· Younite delivered YOUthink, a youth-led workshop that supported a small group of young people from high schools across the Devonport-Takapuna area to re-imagine and re-design the places where they hang out;

· Devonport Peninsular Trust delivered the Devonport Christmas Parade, the Devonport Ethical Christmas market, Summer fun preschool play programmes, ecological restoration activity and provided communications and promotion of local events and activity over the holiday period;

· renewal of the carparks and fence at Allenby Reserve and Belmont Park began in December 2018;

· additional shade sails have been installed at Milford Reserve, Milford;

· tender process for the renewal of the Rahopara Pa Reserve toilets at Castor Bay is complete and physical works will be undertaken between February and April 2018;

· community-led Lyford Bush track is 90 percent complete, and due to open in time for term one of the school year;

· the contract for the landscaping and improvements (i.e. new plinths and signage to commemorate World War II) to Fort Takapuna Recreation Reserve has been awarded and works will be undertaken from January to March 2018;

· additional library ours continue to be well utilised, in particular by tourists visiting over the October to December periods.

6. The following key activities are reported with amber or red status (behind delivery, significant risk):

· Barry's Point Reserve – development (Korean Gardens) (ID 2833);

· 43 Vauxhall Road, Devonport - renew retaining wall (ID 1627);

· Claystore Heritage building - renew building structure & electricals - community workspace (ID 1635); and

· Devonport Yacht Club - renew wharf - King Edward Parade (ID 1638).

7. These projects, and their associated issues are detailed in the ‘Activities with significant issues’ section of this report.

8. Net operating expenditure at the end of the quarter was $5.2 million, which is a variance of $395,000 below budget.

9. Operating revenue year to date is in line with budget. Revenue from council managed venues for hire is tracking ahead of budget, which is primarily driven by higher than planned booking hours.

10. Total capital expenditure at the end of the second quarter is tracking well below budget at $1.4 million.

11. There are several significant capital projects in the work programme that have either just entered the construction phase or out for tenders. An increase in expenditure is expected in the next two quarters.

12. The full local board work programme and updates is included as Attachment A.

13. The financial performance report compared to budget 2018/2019 is included as Attachment B.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the performance report for the financial quarter ending 1 October – 31 December 2018.

Horopaki

Context

14. The local board has an approved 2018/2019 work programme for the following operating departments:

Date approved

Council department and resolution number

19 June 2018

· Local Economic Development (DT/2018/95)

· Infrastructure and Environmental Services (DT/2018/96)

· Community Services (includes Arts, Community and Events, Libraries and Information and Parks, Sport and Recreation) (DT/2018/97)

17 July 2018

· Community Facilities (includes Community Leases) (DT/2018/112)

15. Work programmes are produced annually to meet the local board outcomes identified in the three-year local board plan. The local board plan outcomes are:

· Quality parks, beaches and open spaces that everyone can enjoy;

· A place of natural beauty and rich culture;

· Efficient public transport and roads that keep people moving;

· Our communities are empowered, engaged and inclusive; and

Our area has a thriving local economy and vibrant, unique town centre

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

16. The work programme activities have two statuses: RAG status which measures the performance of the activity by colour (amber and red show issues and risks); and activity status which shows the stage the activity. These two statuses create a snapshot of the progress of the work programmes.

17. The graph below identifies work programme activity by RAG status (red, amber, green and grey). It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), activities that have significant issues (red), and activities that have been cancelled/deferred/merged (grey).

18. The graph below identifies work programme activity by activity status and department. The number of activity lines differ by department as approved in the local board work programmes.

Activity updates for quarter two

Key local board plan projects

19. The local board’s 2018/2019 work programme features a number of initiatives and priorities that were identified during the development of the local board plan. The following sections outline the key local board plan initiatives and their progress against the 2018/2019 work programme.

Outcome one: Quality parks, beaches and open spaces that everyone can enjoy

20. The Community Facilities and Community Services (Parks, Sport and Recreation) work programmes are primarily responsible for delivering the initiatives included in outcome one. Updates on key local board plan initiatives and projects that align to outcome one are as follows:

· Improve Gould Reserve and access to Takapuna Beach, based on the Takapuna Beach Reserve South Concept Plan

o ID 1666: Opus have now been engaged to work with stakeholders to investigate issues and develop options and costings. They have also briefed the local board and iwi on the project and scope and their ongoing involvement. A meeting with local residents was held on 19 December 2018 to keep them informed and updated on the project. Next steps include iwi engagement, which was scheduled for January 2019.

o Gould Reserve - renew toilets and changing rooms (ID 1649): A concept plan has been informally supported by the local board and the developed design is progressing. The on-site archeological investigation has been completed and staff are waiting for the results. Project delivery at this stage is forecast for April 2020.

· Provide quality park and local path amenities that meet your needs

o Milford Reserve - renew toilets and changing rooms (ID 1657): New concept designs are being developed to take into consideration feedback gathered from public consultation. The local board will be presented with a feedback summary and new concept designs at their March 2019 business meeting.

o Windsor Reserve - renew playground (ID 1671): The local board have approved the concept design in September 2018. The Bean Rock Tower contract has been awarded and detailed design of the foundations is underway. Additional equipment tendering is also underway. Construction is due to commence in May 2019.

· Investigate and deliver a dog park in our area

ID 416: Barry's Point Reserve has been identified as the primary site for the dog park. A refresh of a development plan for Barry's Point Reserve was adopted by the board in December 2018. This plan contemplates a dog park as an activity. A workshop with the board to discuss the location of the dog park will take place in quarter three of this financial year.

· Investigate developing a pump track in our area

ID 415: Woodall Reserve, Narrow Neck has been identified as the preferred site based on direction provided by the local board. Professional services will be engaged to provide high level options and carry out feasibility for local board consideration at a workshop in quarter three of this financial year.

· Deliver new local paths at Esmonde Road to Francis Street and Esmonde Road to Auburn Reserve

o Patuone Reserve - upgrade and renew walkway (ID 1659): Design and planning assessment is currently underway for a 2.5m wide boardwalk. Consultation with Bike Auckland and other stakeholders will be undertaken, followed by concept design, lodgement of consents and detailed design.

· Continue to support our sports clubs and recreation facilities

o Allen Hill Reserve - install irrigation and lighting on field one (ID 1628): Submissions for the resource consent closed on 18 December 2018. The local board will be presented an update on the outcomes of the consultation in quarter four of this financial year.

o Becroft Park - develop and renew hybrid fields two and three (ID 1632): The concept design has been received and highlights a sub-soil issue that negatively impacts the hybrid turf design option. It is recommended that hybrid turf not be installed and that the fields are renewed with a sand-carpet design only. A concept design has been presented to the local board, and the board has indicated support for council’s proposal to proceed with a like for like sand carpet renewal instead of hybrid. Next steps are to progress through to detailed design for completion by the end of February 2019.

o Sunnynook Park - upgrade various sport fields and lighting (ID 1664): The contracts for the sportsfields, path lights and sports lighting are now all underway on-site, with the aim of all work being completed by April 2018.(weather permitting).

Outcome two: A place of natural beauty and rich culture

21. The Infrastructure and Environmental Services, Community Facilities and Community Services (Parks, Sport and Recreation) work programmes are primarily responsible for delivering the initiatives included in outcome two. Updates on key local board plan initiatives and projects that align to outcome two are as follows:

· Support a community-led streamside restoration, weeding and planting programmes

Devonport-Takapuna North-West Wildlink Assistance Programme (ID 326): A new Devonport pest free coordinator was appointed in quarter two and the handover process is underway. The procurement for pest free Takapuna North is now complete and a contractor has started meeting with community groups and stakeholders to develop the plan.

· Keep our beaches, parks and reserves free of man-made litter

DT: Ecological volunteers and environmental programme FY19 (ID 13): Volunteer activities in Devonport-Takapuna local parks this quarter focused on rubbish clean-ups, weed control, planning with the groups for winter planting and ongoing animal pest control. One guided walk was also completed.

Outcome four: Our communities are empowered, engaged and inclusive

22. The Community Facilities, Community Services (Parks, Sport and Recreation, Libraries, Arts, Community and Events) work programmes are responsible for delivering the initiatives included in outcome four. Updates on key local board plan initiatives and projects that align to outcome four are as follows:

· Continue to support the delivery of place-shaping and activation of spaces to promote arts, culture and heritage

o The Depot (ID 238): The Depot ran 326 programmes, involving 2,515 participants, which were attended by a total of 5,012 visitors. Highlights included the Potpouri exhibition by lesbian art collective PulseArt, who have been working since 1999, as well as the Wukong the Monkey King exhibition, and the Big Little Show which involved 45 artists exhibiting 160 works. The Depot also launched a new website called Cultural Icons, documenting people from the arts community. Music projects included the recording of a six track EP by a Chinese Mandarin speaking band, all now living in New Zealand.

o The Lake House (ID 240): The Lake House ran 182 on-site and 332 off-site programmes, which were attended by a total of 14,837 visitors. Highlights included the very successful I Heart NZ exhibition, as well as the first inter-arts project Hitting The Boards, a collaboration with the Pumphouse Theatre. An art auction fundraiser for the Academy of Gifted Learning successfully raised over $8,000 for their school. Enrolments for holiday and school term programmes have increased, and the exhibition with Westlake Boys and Westlake Girls High Schools proved very popular. Our Te Reo Learning Group started its second term this quarter, and internship and volunteer programmes are ongoing.

· Work with our community houses, recreational facilities and leaseholders to ensure they are providing programming and initiatives that are fit-for-purpose

o Sunnynook Community House (ID 22): The school holiday programme continues to be well attended and enjoyed by the local community. A highlight in October 2018 was the new young leaders training session, which attracted a number of local young people to participate.

o Devonport Community House (ID 21): Highlights from quarter two include the relocation of the Zero Waste Devonport Community Fruit and Veggie stand from the recycling centre to the community house. This is proving to be a popular attraction and has brought wider benefits by bringing people to the centre.

· Continue to provide outdoor fitness activities for all ages as part of promoting healthy lifestyles

Parks for Physical Fitness Service Assessment (ID 418): Workshop held with the local board in quarter two on the scope of project, where further direction was required from the Local Board Chair and Deputy Chair. A further meeting was held where it was agreed that the scope of work would focus on community activation opportunities for local parks, in particular those with low utilisation.

· Support greater integration and inclusiveness of ethnic communities and older people by identifying service gaps across our area

o Capability and Capacity Building - Work with the Age Friendly community to develop solutions to gaps identified in research (ID 680): An interactive community forum was organised on 3 December 2018 and stakeholders (including local board members and key service providers) were invited to prioritise key actions and findings from the survey. Outcomes of the engagement forum and actions will be available to the local board in quarter three. Staff will then contract organisations in quarter three to deliver on priority actions.

o Ethnic and diverse communities: community mapping research and responding to needs and aspirations (ID 684): Staff are negotiating a service agreement with a highly experienced practitioner who specialises in the development of community networks and services for migrant and ethnically diverse communities. The practitioner will engage with local communities and service providers to map community needs and aspirations against current practice, and produce recommendations designed to inform future local board investment.

· Partner with local schools, churches and other organisations to make their spaces available for community use

Milford Tennis Club Facility Partnership Grant (ID 497): The grant for the Milford Tennis Club was released in accordance with the funding agreements in place. The project is moving forward into the build stage.

Outcome five: Our area has a thriving local economy and vibrant, unique town centres

23. The ATEED local economic development work programme is primarily responsible for delivering the initiatives included in outcome five. Updates on key local board plan initiatives and projects that align to outcome five are as follows:

· Partner with our business improvement districts to understand their priorities and identify opportunities to form strategic relationships

Support for business improvement districts (BIDs) – Devonport, Milford and Takapuna Beach (IDs 2455, 2456 and 2457): A proposal for the use of the allocated funds has been received from all three BIDs. A report will be presented to an upcoming business meeting for the local board to consider the proposed use of the funds, and if happy, approve the payment of the grant funding.

· Fund community-led economic and tourism development initiatives

Shore Coast Tourism (ID 325): A proposal for the use of the allocated funds has been received. A report will be presented to an upcoming business meeting for the local board to consider the proposed use of the funds, and if happy, approve the payment of the grant funding.

Other key work programme projects

24. The following table provides an update on other key work programme projects for quarter two:

Project	Update
139 Beach Road, Castor Bay - Old Barracks - repurpose for community space (ID 1626)	After presenting the local board with an update of this project in November 2018, the local board requested that a needs/strategic assessment be carried out as this was never completed for the asset. An assessment will help inform the way forward in terms of service requirements for the future. The asset has failed its initial seismic assessment (30 percent), therefore is now classed as 'Potentially Earthquake Prone'. Next steps include awaiting a response from the seismic team and start the procurement process for a needs assessment.
Kennedy Park - remedial work to reinstate staircase (ID 1651)	Resource consent was lodged and approved in quarter two. Rebuild of the steps is scheduled for late-February and will be completed by June 2019.
Plymouth Reserve – develop walkways and cycleways (ID 3149)	Detailed design and the preparation of the physical works tender documentation has been completed. The timing for the delivery of the physical works is being finalised. The local board will consider detailed design at a business meeting in quarter three of this financial year.
Lake Pupuke – develop walkways – northern parks (ID 3055)	The draft concept plan will be revised as per the results of the public engagement period and will again be refined with further consultation with the respondents. The resulting design options will be presented at a local board workshop in quarter three of this financial year.
Milford Reserve – renew toilets (ID 1657)	New concept designs are being developed to take into consideration feedback gathered. Next steps include presenting feedback summary and new concept designs to the local board for approval in March 2019.

Activities with significant issues

25. The following table provides an update on other work programme projects with issues that have been identified significant:

Project	Update
Barry's Point Reserve – development (Korean Gardens) (ID 2833)	Council staff and the Korean Garden Trust’s planners are working together to address the outstanding components (e.g. traffic management and contamination due to the site being a closed landfill) to enable the resource consent to be granted.
43 Vauxhall Road, Devonport - renew retaining wall (ID 1627)	Council’s Legal Services department is in communication with the neighbouring owners of the wall requesting them to remedy the issue. This process will likely continue into the 2019/2020 financial year. Legal Services has supplied the neighbouring property owners with a copy the retaining wall assessment, and they have been asked to seek their own assessments if required. Next steps: The retaining wall will be monitored for the next four months, and if no further problems present, it will be repainted.
Claystore Heritage building - renew building structure & electricals - community workspace (ID 1635)	An 'Initial Seismic Assessment' has been completed, and the building is below the current standard. This makes the building 'Potentially Earthquake prone'. Next steps include a requested detailed seismic assessment be conducted prior to any decision being made for any future development. In November 2018 the seismic team programmed and prioritized this asset for the initial and detailed seismic assessments.
Devonport Yacht Club - renew wharf - King Edward Parade (ID 1638)	Staff are currently working with the club, council’s coastal team and Community Services to work through options for the future of the structure. Next steps include agreeing and recommending a way forward by the end of this financial year.
Renew park lighting 2017/2018+ (ID 1642)	The final investigation report has been delayed due to contractor performance issues. A new contract will be carrying out an assessment and design work for this project.

Activities on hold

26. The following work programme activities are on hold:

· Lake Pupuke - renew northern parks foreshore structures (ID 1655): The lake levels are continuing to stay at record high levels. This project has been put on hold until the levels recede.

· Sunnynook Park - develop community area (ID 1665): This project is on hold and awaiting a strategic assessment from Community Services to confirm the outcomes for the project. The preliminary design was formally endorsed by the local board at the December 2018 business meeting. The assessment will be handed over to Community Facilities as part of their 2019/2020 work programme.

Changes to the work programme

Deferred activities

27. The following work programme activities have been deferred:

· Becroft Park Reserve - renew toilets (ID 3249): This project has been deferred and is subject to funding from future local board work programmes.

· Lease to Devonport Bowling Club (ID 2493): Club is no longer a legal entity and in breach of its lease conditions, and subsequently surrendered the lease and have largely vacated the site. Staff have undertaken a condition assessment, where it has been determined that the main building is in average condition; and other assets (such as the sheds) are in poor condition. Options for the site and building will be discussed at a local board workshop in early 2019.

Polly's Glade to Wesley Street - develop coastal walk (ID 1661) has been deferred from the 2018/2019 work programme. The local board deferred this project in August 2018 (DT/2018/144) to enable other priority projects to be resourced and delivered by the Community Facilities department. The $20,000 locally driven initiative capital fund budget was re-allocated by the local board in August 2018 (DT/2018/144) to fund the Korean Gardens project.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. When developing the work programmes, council group impacts and views are presented to local boards. As this is an information only report there are no further impacts identified.

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

Local impacts and local board views

29. This report informs the local board of the performance for quarter two, 1 October – 31 December 2018.

Ngā tohu tohu matua / Key performance indicators

30. As most of the 10-year Budget key performance indicators are annual measures and do not change quarterly, staff have removed them from the quarterly performance report and will present the key performance indicators only once in the annual report at the end of the year.

Tauākī whakaaweawe Māori

Māori impact statement

31. The local board’s work programme contains a number of projects which provide direct outcomes for Māori, these include:

· the local board’s grants programme provides a range of activities, events and programmes for both Māori community groups and organisations, and wider community groups who propose and promote broader Māori outcomes;

· providing programmes and activities at community houses that meet the needs of young Māori in the local board area; and

· as part of delivering the Local Maori Responsiveness Action Plan (ID 686), presentations have been delivered to provide a better understanding of Matariki, tikanga and other Maori protocols.

Ngā ritenga ā-pūtea

Financial implications

32. There are no financial implications associated with this report.

Financial Performance

Operational expenditure

33. Net operating expenditure at the end of the quarter was $5.2 million, which is a variance of $395,000 below budget.

34. Operating revenue year to date is in line with budget. Revenue from council managed venues for hire is tracking ahead of budget driven by higher than planned booking hours.

35. There have been mixed results for the Takapuna Leisure Centre in the quarter. Active visits were down compared to the same period the previous year, however membership numbers have increased slightly. Occupancy at Kauri Kids childcare centre has also increased. The pool closure in December affected aquatic revenue and the swim school needed to finish earlier than usual.

36. Overall operating expenditure is also tracking to budget. The $390,000 variance for community services is related to phasing of locally driven initiatives (LDI) budgets and lower than planned expenditure on parks maintenance. Contractor performance was at 93 percent for the 918 audits conducted this year.

37. LDI expenditure is tracking below budget. The board has allocated $20,000 to support businesses affected by the upgrade of Hurstmere Road. Staff are waiting for proposals to be submitted from the Takapuna Beach Business Association prior to seeking approval from the local board to utilise the funds. A risk has been flagged in relation to this project if suitable initiatives are not put forward or a need for the funds is not identified.

Capital expenditure

38. Total capital expenditure at the end of the second quarter is tracking well below budget at $1.4 million.

39. There are several significant capital projects in the work programme that have either just entered the construction phase or are out for tender. An increase in expenditure is expected in the next two quarters.

40. The Sunnynook Park sports field works are underway, and weather permitting works are planned to be completed for the winter sports season. Spend to date on the project is at $203,000.

41. Consent applications have been lodged for the upgrade planned for Allen Hill Reserve. The spend to date on this project is $181,000.

42. The Lyford Reserve track improvements have progressed in quarter two and will be completed shortly. The local board provided $355,000 towards this project from their LDI capital fund. The spend to date on the project is $140,000.

43. The upgrade of Hurstmere Road project is now in detailed design phase with an estimated start date of June 2019.

44. Please refer to Attachment B for the local board’s financial performance for quarter two.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

45. While the risk of non-delivery of the entire work programme is rare, the likelihood for risks relating to individual activities does vary. Capital projects, for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

46. Information about any significant risks and how they are being managed and / or mitigated is addressed in the Activities with significant issues section of this report.

Ngā koringa ā-muri

Next steps

47. The local board will continue to be updated on the progress and delivery of the 2018/2019 work programme through the local board workshop programme and reports at business meetings.

Ngā tāpirihanga

Attachments