Agenda of Ōtara-Papatoetoe Local Board

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

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

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 11 December 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 Ōtara-Papatoetoe Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Teaching Garden Trust

Te take mō te pūrongo / Purpose of the report

Members of the Teaching Garden Trust will be in attendance to present to the board.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank the members of the Teaching Garden Trust for their attendance and presentation.

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.

9.1 Public Forum - Pursuit of Excellence - Kobe Anitelea

Te take mō te pūrongo / Purpose of the report

Kobe Anitelea, Pursuit of Excellence Award recipient will be in attendance to speak to the board on his recent Trans Tasman Cup Water Polo Competition held in Sydney in December 2018.

Ngā tūtohunga / Recommendation/s

That Ōtara-Papatoetoe Local Board:

a) thank Kobe Anitelea for his attendance.

9.2 Public Forum - Pursuit of Excellence Awards - Candy Tusini-Rex

Te take mō te pūrongo / Purpose of the report

Candy Tusini-Rex, Pursuit of Excellence Award recipient will be in attendance to speak to the board on her attendance at the National Youth Development Conference held in Wellington in 2018.

Ngā tūtohunga / Recommendation/s

That Ōtara-Papatoetoe Local Board:

a) thank Candy Tusini-Rex for her attendance.

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.”

Ōtara-Papatoetoe Local Board

19 February 2019

Auckland Transport February 2019 report to the Ōtara-Papatoetoe Local Board

File No.: CP2019/00995

Te take mō te pūrongo

Purpose of the report

1. To update the Ōtara-Papatoetoe Local Board (OPLB) about transport related matters in its area including Local Board Transport Capital Fund.

Whakarāpopototanga matua

Executive summary

2. This months report includes information on:

· Update on Airport Botany Rapid Transit

· Improvements to the Station/ Shirley Roads and Gray ave intersection

· Middlemore & Papatoetoe Station Gating

· Progress update on Bairds road safety improvements

· Speed Management programme

· Red light running

· AT Local

· New Bus services

· New Board Directors appointed

· AT quarterly report from October to December.

3. This report also provides an update on various Local Board Transport Capital Fund (LBTCF)

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the report entitled ‘Auckland Transport February 2019 report to the Ōtara-Papatoetoe Local Board’.

Horopaki

Context

4. This report addresses transport related matters in the local board area and includes information on the progress of the LBTCF projects.

5. Auckland Transport (AT) is responsible for all of Auckland’s transport services, excluding state highways. It reports on a monthly basis to local boards as set out in the Local Board Engagement Plan. This monthly reporting supports the important engagement role local boards play within and on behalf of their local communities on transport matters.

6. The Local Board Transport Capital Fund is a capital budget provided to all local boards by Auckland Council and delivered by AT. Local boards can use this fund to deliver transport infrastructure projects that they believe are important to their communities but are not part of AT’s work programme. Projects must also:

· be safe

· not impede network efficiency

· be in the road corridor (although projects running through parks can be considered if there is a transport outcome).

Tātaritanga me ngā tohutohu

Analysis and advice

Update on Airport Botany Rapid Transit

Consultation

7. During November and December 2018, the Southwest Gateway (Airport to Botany Rapid Transit and 20 Connect) project teams attended nine community open days across south and east Auckland.

8. Approximately 850 people were engaged with around 500 written comments recorded.

9. The open days were held in spaces located central to the communities in the programme area. The project team also attended a community event at the Tupu Youth Library in Ōtara to broaden engagement reach following feedback from the Ōtara-Papatoetoe Local Board.

10. The engagement team included staff who spoke English, Tongan, Samoan, Maori, Chinese, Hindi and Urdu to ensure a variety of languages could be used to actively engage with the community.

11. Some of the key themes captured in the engagement feedback were: safety, connectivity and integration of projects with other infrastructure (current and proposed future) in the southeast and southwest Auckland, and growth and development.

12. There was also strong support for the future Rapid Transit Network route to run from Botany to the Airport. Technical work is ongoing to confirm the preferred rapid transit route alignment.

Early Improvements to Airport Access

13. Early improvements projects, including the proposed new Puhinui Interchange, remain closely integrated with the wider Airport to Botany Rapid Transit programme of works.

14. Puhinui Interchange:

· The project has progressed from concept to preliminary design, which is expected to be completed at the end February 2019.

· Early Contractor Involvement (ECI) tender was issued in January, with award expected in March 2019 to align with the beginning of developed design.

15. Other early improvements:

· Draft Concept designs for proposed Puhinui Road bus lanes and Mangere Walking & Cycling Projects commenced and completed in December 2018.

· Concept designs, development of cost estimates and draft Business Case to be completed first quarter of 2019.

Improvements to the Station/ Shirley Roads and Gray Avenue intersection

16. The Station/ Shirley /Gray Avenue roundabout upgrade is a safety project to improve safety at this intersection. Improved pedestrian and cycling facilities are included in the package of works and the roundabout will make it safer for vehicles entering and exiting Gray Avenue.

17. As reported in December 2018, the Station/ Shirley /Gray Avenue roundabout upgrade was put out to tender in November 2018. AT is expected to award the contract early February 2019.

18. AT is still on track to start construction in March 2019 and complete works by the end of the financial year in June 2019.

Middlemore and Papatoetoe Station gating

19. Auckland Transport is currently delivering a region-wide programme to install electronic ticket gates at selected stations on the rail network that include Papatoetoe, now mostly completed and Middlemore stations.

20. Delays in the programme mean that the gating at the Middlemore Station was expected to be operational by February 2019 but has been delayed.

21. The Gating of Middlemore Station and construction of an additional staircase access at Shirley Road side of the Papatoetoe Station are now due to be completed in September 2019.

Progress update on Bairds road safety improvements

22. The improvements to Bairds road are a programme of works to improve pedestrian safety along the length of the road from Preston road in the South to Wymondly road in the north.

23. Currently, the area of Bairds road, north of East Tamaki road (the town centre area and north of that) is currently in detailed design stage. Construction is expected to start in the 2019/2020 financial year.

24. The proposal for the town centre section may be brought forward for construction in this 2018/19 financial year.

25. Subsequently, the works around the intersection of Bairds and Hayman road may need to be put on hold due to a potential conflict with a development planned for an adjoining site, which at this stage has not lodged consents. AT is currently seekin a solution which allows us to progress while minmising overall risk to the project outcomes.

26. Bairds road to the south of East Tamaki road (the “residential section”) is currently in scheme design phase. AT is expecting to go out for public consultation in March/ April.

27. Construction is expected to be delivered next 2019/20 financial year.

Pedestrian Safety outside Papatoetoe North School

28. In relation to the requests from the representatives of Papatoetoe North School, AT and Auckland Council Stormwater are working to resolve the flooding issues at the main Graeme Avenue entrance of Papatoetoe North School.

29. Details of the storm water upgrades are being considered alongside the pedestrian safety investigation

30. As noted above, there is currently an AT investigation into safety at the Graeme Avenue entrance to the school. The investigation will include looking at the requests from the school including widening of the footpath, raising the crossing and installing a fence or guardrail to stop children from running onto the road.

31. Previously, AT had advised that a decision was to be provided to the local board in November 2018, but due to technical reasons, AT is having to redesign the pedestrian crossing area. The request form the school have been confirmed as out-of-scope by the project team.

Quarterly report on Auckland Transport projects and activities

32. Attached for the board’s information is a summary of Auckland Transport’s activities over the past quarter in the local board area as well as regionally. Attachment A is Auckland Transport activities in the Ōtara-Papatoetoe Local Board area and regionally for the October –December 2018 quarter. Attachment B is Travelwise Schools activities in the Ōtara-Papatoetoe Local Board area for the October – December 2018 quarter.

Other Auckland Transport news

Speed Management Programme

33. Auckland has a serious problem with people dying needlessly or being seriously injured on our roads. In 2017 alone, 64 people died and a staggering 749 others were seriously injured, a 70% increase since 2014.

34. AT is working to bring down this unacceptably high number of deaths and serious injuries. AT acknowledges that one of the fastest ways to reduce the trauma on our roads is to set safe and appropriate speeds. Speed determines both the likelihood of a crash occurring and the severity of the outcome.

35. Later in February, AT will be consulting on the Safe Speeds Bylaw and residents are being encouraged to participate in the consultation process.

36. To read more about the project and make a submission visit: https://at.govt.nz/projects-roadworks/reducing-speed-limits/

Red Light Running

37. AT launched an eight-week regional awareness campaign for Red Light running on 4 February 2019.

38. In Auckland between 2013 and 2017, running red lights at signalised intersections resulted in the deaths of seven people, with 93 people being seriously injured.

39. AT is substantially increasing its investment in safety and has a target of reducing deaths and serious injuries by 60% over the next ten years. This investment, including additional safety cameras, will improve high-risk routes and intersections, creating a more forgiving and safe road network.

40. This is relevant to the new memorandum of understanding recently signed between AT and the NZ Police for the ongoing enforcement of Auckland’s red-light safety cameras at high risk intersections.

41. The key objectives of the campaign are:

· To raise awareness around the dangers of running red lights and to change behaviour to help reduce the number of deaths and serious injury crashes at signalised intersections across the Auckland region.

· To encourage drivers to stop completely at red traffic lights, and to stop at amber traffic lights when it is safe to do so.

· To increase driver awareness regarding the serious consequences of red light crashes and reinforce that drivers should always stop at red lights.

· To encourage positive behaviour strategies relating to intersection safety, such as ‘Red means stop. No exceptions.’

42. The overall objective is to help contribute to the annual 2.6% reduction in deaths and serious injuries on the Auckland local network.

43. AT’s Community Transport staff will be involved in the campaign, engaging with drivers at events, shopping malls and universities to raise awareness of the risk of running red lights and to promote safe road user behaviour near high risk signalised intersections. Community Transport staff will also support NZ Police to deliver an intersection enforcement programme.

44. The target audience for the campaign is all road users in Auckland, with a primary focus on those aged between 20-39 years old, mostly in Auckland Central areas.

AT Local

45. A new on-demand ridesharing service, called AT Local, is now available on the lower Devonport Peninsula. AT Local uses electric vehicles and allows customers to share a ride between any two locations in the designated rideshare zone.

46. As more customers use AT Local, particularly for travel to and from the three ferry terminals, this helps reduce traffic in the local area during the busy morning and afternoon peak periods. Customers can also use AT Local for other trips in the local area, such as going to the shops, medical appointments and eating out. As part of the 12-month trial, AT will look at other parts of Auckland where AT Local could be introduced.

47. Download the AT Local app to book an on-demand trip, or schedule one up to 30 days in advance. For more information, including hours and area of operation, visit AT’s website.

AT Local car

New Board Directors Appointed

48. Auckland Council’s Appointments, Performance Review and Value for Money Committee appointed three new board directors to the boards of AT and Regional Facilities Auckland (RFA) at its December meeting.

49. Following a rigorous selection process, Dr Jim Mather was appointed as a director to the AT board, and Candace Kinser and Jennifer Rolfe were appointed as directors to the RFA board.

50. Dr Jim Mather is of Ngāti Awa, Tūhoe and English descent. He has 25 years of leadership experience and is currently Chair of Radio New Zealand, Director of Ngāti Awa Group Holdings Limited and a member of the Ministry of Business, Innovation and Employment (MBIE) Risk and Advisory Committee.

51. Dr Mather previously led Māori Television and Te Wānanga o Aotearoa and was Chief Executive of the Pacific Business Trust from 2002 to 2005. He is also a qualified accountant and a member of the Chartered Accountants of Australia and New Zealand and the New Zealand Institute of Directors.

52. A former New Zealand Army officer, Dr Mather was awarded the Sword of Honour in recognition of his distinguished achievements in officer training.

Auckland Bike Challenge

53. AT is partnering with the Children’s charity Variety for the 2019 Auckland Bike Challenge. Variety’s Bikes for Kids Programme provides disadvantaged Kiwi children with their own new bike and helmet, allowing them to experience the freedom and independence that comes with owning a bike. Auckland Bike Challenge participants will be given the option of raising funds for Bikes for Kids at the same time as undertaking the challenge.

54. Those who meet fundraising targets will be invited to attend the presentation of bikes they have funded to the recipients. Prizes will also be awarded to the top three individuals who fundraise the most, and the top organisation within each size category.

55. The 2019 Auckland Bike Challenge will be the fourth time that AT’s Travel Demand team has delivered this annual challenge. This workplace challenge is aimed at encouraging people to cycle more, particularly for work. More than 4,300 people from 499 businesses in Auckland took part in the 2018 challenge, including almost 1,000 new riders.

56. Since the Challenge’s inception, over 17 of Auckland’s elected representatives have taken part. Each local board has a dedicated team within the Auckland Bike Challenge platform under Auckland Council. Governing Body members can sign up through the Governing Body team under Auckland Council.

57. The Challenge will run from 1 – 28 February. Further information on the Challenge is available at: https://www.lovetoride.net/auckland?locale=en-GB. To participate in 2019’s challenge, register online and cycle for at least 10 minutes anywhere, anytime during the month of February.

58. The Auckland Bike Challenge is part of a national campaign, the Aotearoa Bike Challenge, being run by the New Zealand Transport Agency, Love to Ride, councils and other local partners around the country.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

59. The impact of information (or decisions) in this report is/are confined to AT and do/does not impact on other parts of the Council group.

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

Local impacts and local board views

60. The LBTCF is a capital budget provided to all local boards by Auckland Council (AC) and delivered by Auckland Transport. Local boards can use this fund to deliver transport infrastructure projects that they believe are important but are not part of Auckland Transport’s work programme. Projects must also:

· be safe

· not impede network efficiency

· be in the road corridor (although projects running through parks can be considered if there is a transport outcome).

61. Through Auckland Council’s Long-Term Plan 2018-2028, LBTCF funding has been increased to a total of $20.8 million per annum across all 21 local boards.

62. The allocation for the Ōtara-Papatoetoe Local Board has also increased, with the updated figures for the remainder of this electoral term reflected in Table 1 below:

Table 1: Ōtara-Papatoetoe Local Board Transport Capital Fund Financial Summary

Ōtara Papatoetoe Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$2,815,162
Amount committed to date on projects approved for design and/or construction	$2,503,127
Remaining Budget left	$312,035

63. Table 2 below shows the status of projects to which LBTCF has already been committed.

Table 2: Status update on current Local Board Transport Capital Fund projects

Project	Description	Current status	Status change	Funds allocated
Footpath link from Belinda Ave to Rongomai Park footpath	Construct a new footpath link from Belinda Ave to existing footpath on Rongomai Park behind Tangaroa College.	Project set up complete, Funding Agreement sent to CF who will be delivering the project.	No	$176,000
Pedestrian Safety upgrades on East Tamaki Road	Upgrades to pedestrian crossing facilities to improve disability access crossing East Tamaki Road	Project is in the initial start-up phase.	No	$100,000
Upgrade of Hunters Corner Streetscape	Improving the amenity of Great South Road at Hunters Corner through street furniture upgrades	Board approved option and allocated funds. Follow up is currently underway with further detail to be provided to local board for approval.	Yes	$925,000
Completion of Rongomai Walkway	Complete footpath link from East Tamaki Road to Te Irirangi Road	Delivery by Community Facilities. Design complete. Transpower refused to permit path under lines due to proposed works. CF looking at alternative route.	No	$180,000
Canopy for Ōtara Town Centre	Canopy to provide all-weather access from eastern car park to the library	Project being delivered by Community Facilities. New option for canopy being prepared to work in with adjacent building roof works	No	$262,000
Welcome to Ōtara signage	Place-making signage	Sign under construction at workshop. An application for an exemption to sign bylaw has been prepared for approval by Council.	Yes	$55,000
Footpath upgrade at Ōtara Town Centre	Upgrade of the footpath at the Ōtara Town Centre (along the southern side of town centre including 15-17 Fair Mall)	Design plan prepared. Undergoing consultation with shop owners. Physical works contract being prepared.	Yes	$203,000
A path through Milton Park to Papatoetoe North School	Provide an alternate all-weather access for students from Papatoetoe North School	Board approved an option in July and allocated funds. Community Facilities have commenced design.	No	$87,000
All-weather footpath upgrade from East Tamaki Road to Lovegrove Crescent	Upgrade of the two paths connecting to the renewed Ōtara Creek Bridge - Greenway	This project is being delivered by Community Facilities. Funding agreement signed by AC. Public consultation to take place prior to design starting.	No	$480,000
Projects from Previous term	N/A	N/A	No	$35,127
			Total	$2,503,127

Local Board Advocacy

64. This section provides a regular report about how Auckland Transport is supporting the OPLB advocacy initiatives in the Local Board Plan, as outlined in the table below.

Table 3: Advocacy Initiative Status

Advocacy Initiative	Key Initiative	Status
Transform Manukau’s Metropolitan area through good planning and sustainable development.	Improve connectivity through providing public Wi-Fi and improving walking routes between Manukau Square and transport centre, Hayman Park, and public carparks.	Auckland Transport completed the $50m Manukau Bus Station in early April 2018. The bus station has been successfully operating for the past 6 months. Intercity buses have now moved from the eastern entrance of the Manukau Mall to the bus station, also improving the stations ability to service commuters. Putney way is now completed with the streetscape and connectivity between Manukau Square, Hayman Park, and the bus and train stations now better able to service customers.
Promote economic development and public safety in the town centres and strengthen their roles as community hubs.	Investigate opportunities for funding public facility improvements in town centres, e.g. toilets, footpaths, parking and public.	Auckland Transport is currently delivering, through the LBTCF, footpath upgrades in Ōtara Town Centre and streetscape upgrades in Hunters Corner, Papatoetoe to improve town centre amenity. AT is also currently progressing its road safety programme along Bairds road, which includes Ōtara Town Centre to improve pedestrian safety pedestrian safety through speed reduction and increased pedestrian facilities.
	Redesigning the entrances to Ōtara library and Ōtara Music and Arts Centre, including the courtyard between the council buildings in Ōtara Mall.	A new canopy linking the western car park to the courtyard between the council buildings in Ōtara Mall is currently being programmed for delivery and funded through the LBTCF.
	Advocate to AT to realign Station Road / Portage Road / Gray Avenue intersection.	Auckland Transport is in the process of upgrading the Portage Road and Station Road intersection by installing a roundabout to improve vehicle and pedestrian safety at this junction.
	Work with AT to allocate funding and develop priority routes through parks and other public spaces for cyclists and walkers, as identified in the Ōtara‑Papatoetoe Greenways Plan.	The local board is currently funding an upgraded section of the OPLB Greenways Plan from East Tamaki Road to Lovegrove Crescent in Ōtara via their LBTCF. Footpath links in Rongomai Park are also under development, which links Te Irirangi Drive to Preston Road.

Auckland Transport consultations

Local Board Transport consultations

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

66. In the reporting period for December 2018 to January 2019, no projects were put forward for comment by the Ōtara-Papatoetoe Local Board.

Traffic Control Committee resolutions

67. Traffic Control Committee (TCC) decisions within the Ōtara-Papatoetoe local board area are reported on a monthly basis. There were no decisions within the local area in December 2018 to January 2019.

Street name	Type of Report	Nature of Restriction	Committee Decision
Manukau Station Road, Osterley Way, Barrowcliffe Place, Putney Way, Davies Avenue, Wiri Station Road, Clist Crescent	Permanent Traffic and Parking changes Combined	Bus Lane, Cycle Lane, No Stopping At All Times, Lane Arrow Markings, U-Turn, Traffic Island, Traffic Signal Control, Give-Way Control, Flush Median, Edge Line, Shoulder Markings	Carried
Papatoetoe Railway Station Park & Ride Carpark	Permanent Traffic and Parking changes Combined	Parking Place, One-Way, No Stopping At All Times, P5 Parking, P2 Parking, Mobility Parking, Footpath, Speed Table, Pedestrian Crossing	Carried

Tauākī whakaaweawe Māori

Māori impact statement

68. The proposed decision of receiving the report has no impacts or opportunities for Māori. Any engagement with Māori, or consideration of impacts and opportunities, will be carried out on an individual project basis.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

70. The proposed decision of receiving the report has no risks. Auckland Transport has risk management strategies in place for the transport projects undertaken in the local board area.

71. In terms of its LBTCF, the local board currently has $312,035 of unallocated LBTCF funding for this electoral term. The local board can allocate this funding to projects prior to the end of their electoral term.

Ngā koringa ā-muri

Next steps

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

73. Discussions with the local board for the allocation of their LBTCF will be held over the upcoming months.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Auckland Transport activities in the Ōtara-Papatoetoe Local Board area and regionally for the October –December 2018 quarter	25
b ⇩	Travelwise Schools activities in the Ōtara-Papatoetoe Local Board area for the October – December 2018 quarter	37

Ngā kaihaina

Signatories

Authors

Kenneth Tuai - Elected Member Relationship Manager

Authorisers

Jonathan Anyon - Elected Member Relationship Team Manager

Rina Tagore – Relationship Manager

Ōtara-Papatoetoe Local Board

19 February 2019

Integrated services and community enterprise at Te Puke ō Tara Community Centre and Ōtara Pool & Leisure Centre complex

File No.: CP2019/00927

Te take mō te pūrongo

Purpose of the report

1. To note the integrated services approach to Te Puke ō Tara and Ōtara Pool and Leisure Centre and to approve occupancies by Pasifika Physio and Affirming Works Ltd.

Whakarāpopototanga matua

Executive summary

2. Following the redevelopment of Te Puke ō Tara Community Centre, Active Recreation and Community Places staff believe there are further opportunities to offer co-located benefits to the Ōtara community.

3. Active Recreation and Community Places have established a shared operating model for Te Puke ō Tara and the Ōtara Pool and Leisure Centre to improve community activation, grow programme delivery and to offer a wider range of community services and bookable spaces.

4. A community café and gathering space is proposed for the central foyer area.

5. A small contained space (with direct access to the foyer) has been identified as suitable for renting to Pasifika Physio, a local enterprise and Active Recreation community partner, that has supported the health, wellness and rehabilitation needs of Ōtara residents for eighteen years.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the terms of an occupancy agreement with Pasifika Physio for the space identified in the attached plan. These include general terms outlined in this report and the following terms;

i. occupancy a period of three years with no right of renewal

ii. an inclusive rental cost of $25,000 plus GST per year.

b) approve the terms of an occupancy agreement with Affirming Works Limited for the kiosk at Te Puke ō Tara Community Centre, 20 Newbury Street Ōtara and the café at Fresh Gallery, 46 Fair Mall, Ōtara. These include general terms outlined in this report and the following terms;

i. occupancy for a period of three years with no right of renewal

ii. an annual operating charge of $2,175 plus GST.

c) support the reclassification of Lot 54 DP55184 to be progressed in parallel with the approval for use of space at the centre for a café and Pasifika Physio.

Horopaki

Context

6. Active Recreation and Community Places have been working together to achieve greater collaboration and integration between Te Puke ō Tara and the Ōtara Pool and Leisure Centre. The catalyst for this collaboration has included the redevelopment of Te Puke ō Tara and the Together for Customers framework developed by Community Services.

Tātaritanga me ngā tohutohu

Analysis and advice

7. Staff have looked at opportunities to create a more unified community hub in Ōtara, under each of the 3 key pillars of the framework: people and culture, customer and community, and operational design.

Through the process the team have identified a number of opportunities that will add value to customers, enhance services to the community and realise the potential of being co-located and connected. These include:

i. Use of a single reception area for the complex, which will improve the customer experience, provide a single point of contact for customers, and support improved collaboration and integration between our teams. This is located at the existing leisure centre reception, hosted by the customer support team.

ii. Creation of a collaborative office space and staff area above Leisure reception. This will enable greater staff integration and collaboration and responds to Council’s wider workplace strategy, which aims to create hubs for staff to work in local communities.

iii. Inclusion of the Seminar Room (located in the leisure centre) in the integrated community programming/booking space. This will provide more variety, flexibility and capacity, and enable other spaces to be better utilised.

iv. Creating more activation, interaction and social enterprise opportunities in the complex – particularly around the shared foyer area – to enhance community engagement, provide a range of community focused services, make the overall cost of service more manageable and develop a sense of social involvement and belonging. These initiatives include:

· a community café

· seating, gathering and meeting spaces in the foyer

· a refreshed physio space

8. The guiding principles we have used to determine these improvement opportunities have been:

· The design of the complex will reflect the character and identity of the Ōtara community

· The complex will be easily accessible at peak and off-peak times

· The foyer area will be a central gathering and touch-down place to relax and enjoy, as well as providing transit to programmes and activities

· Ancillary services offered in the foyer will support local employment and local enterprise, and provide enhanced opportunities to advance our work on health promoting environments

· Usable community space will be maximised with a variety of practical spaces (for staff and customers) available across both facilities

· Council staff will work side by side to support our customers and community.

9. These initiatives have the support of the Community Services Lead Team, Community Facilities, Corporate Property, Active Recreation and Community Places.

Social Enterprise Café

10. The Fresh Café at Fair Mall, Ōtara became vacant in 2018 and the Te Puke ō Tara Community Centre refurbishment was completed later in the year. This gave council the opportunity to review how the spaces could be used in the future. Community engagement was done at Fair Mall and the results collated. There was a clear desire from local people for spaces that;

· added value to the community

· were fit for families

· reflected the cultural identity of the community

· represented local (locally grown, locally made, local businesses, local staff, local art and local music)

· and celebrated fresh and healthy.

11. The board agreed that the two spaces be offered with social and/or local enterprises, community groups and not-for-profit organisations invited to submit proposals for operating a food/cultural business from both sites.

12. A Request for Proposal process was undertaken to identify a potential operator for the café. All applicants were asked to explain how they would meet the requirements drawn from the public consultation process, the Ōtara-Papatoetoe Local Board Plan 2012 and the principles of a healthier environment

Four proposals were received and assessed by council staff.

i. Affirming Works Ltd

ii. Cook Islands Development Agency NZ

iii. Teresa Mokaraka

iv. Let’s Get Legal NZ (trading as The Community Builders NZ).

13. All four proposals were close following the assessment process but Affirming Works Limited was identified as the preferred operator because of their demonstrated success operating a café at Mangere Arts Centre, proven ability to engage with local youth and involve them in the café operation. It is recommended that Affirming Works Limited be offered an occupancy agreement for both spaces for a single term of three years at an annual operating charge of $25 per square meter plus GST for the exclusive space occupied. This is in line with that paid by community tenants. The exclusive spaces total 87 m²and an annual operating charge of $2,175 plus GST would apply.

14. The general terms of the proposed occupancy agreement are:

· Rental will be invoiced monthly and the rental will be reviewed yearly.

· Spaces is to be used for the sole purpose of delivering cafe services

· The term is for 3 years with the agreement to be reviewed before expiry. There is no right of renewal.

· The agreement to begin on 1 March 2019

· Occupancy would be maximum 6 days per week Monday to Saturday between the hours of 7am to 7pm. This is to align with the use of the leisure facility and centre.

· Fit out is at Affirming Works Ltd cost

· The hired space must be left in the same condition as found at occupation.

· Any external facing signage to be agreed with the Leisure Centre Manager and Community Centre Manager.

· Reporting requirements for the use of the spaces will be established.

· Acknowledgement that the Café service is in the space to complement the operation and outcomes of the Leisure Centre and Te Puke ō Tara Community Centre.

Physiotherapy service

15. An enclosed space in Te Puke ō Tara Community Centre, with direct access from the central foyer, has been identified as a suitable venue for Pasifika Physio to continue offering rehabilitaion services to our customers and community. Pasifika Physiotherapy has been based in the Ōtara community complex for nearly eighteen years and provide needed rehabilitation services to the local community. The practice provides Ōtara’s high needs residents with easy access to quality physiotherapy services equal to any other community in New Zealand. Their approach to community health, rehabilitation, wellness and active living complements and enhances council’s active recreation outcomes and our approach to developing health promoting environments.

16. It was agreed that the rental would be $25,000 plus GST per annum and this would be inclusive of power and water use.

17. The general terms of the proposed occupancy agreement are

· Rental will be invoiced monthly and the rental will be reviewed yearly.

· The space hired will be as identified on an attached plan

· Space is to be used for the sole purpose of delivering physio services

· The term is for 3 years with the agreement to be reviewed before expiry. There is no right of renewal.

· The agreement to begin on 1 March 2019

· Occupancy would be maximum 6 days per week Monday to Saturday between the hours of 7am to 7pm. This is to align with the use of the leisure facility and centre.

· Fit out is at Pasifika Physio’s cost

· The hired space must be left in the same condition as found at occupation.

· Any external facing signage to be agreed with the Leisure Centre Manager and Community Centre Manager.

· Reporting requirements for the use of the space will be established.

· Acknowledgement that the physio service is in the space to compliment the operation and outcomes of the Leisure and community centre

Reserves Act classification

18. Whilst exploring these occupancy opportunities a legacy issue was uncovered.Te Puke ō Tara and part of the Leisure Centre is sited on land that is recognised as “Reserves Act” but which has never been classified for a specific purpose. Lot 54 on which the centre is sited, is contained in the same title as that of Allotment 503. Lot 54 is not owned by Council but held by the Crown through the Department of Conservation. This issue needs to be addressed either through correctly classifying Lot 54 or revoking it so it can be held by Council under the Local Government Act.

19. The classification issue was discussed with the board at the 29 January 2019 workshop. The board indicated support for the taking action to correctly classify the land and for this to be progressed in parallel with the proposed occupancy agreements. Classification will take approximately 6 months to complete.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. This is a joint report prepared by Community Places and Active Recreation and responds to the Together for Customers framework developed by the Community Services Division. Direction has been received from the Director Community Services following input from Active Recreation, Community Facilities, Council Legal Services Issues and Community Places regarding the classification issue. Progressing the recommendations in the report will require the cooperation of these Council areas.

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

Local impacts and local board views

21. The integrated service approach and physio rental was presented and discussed in a workshop with the Ōtara-Papatoetoe Local Board on 14 August 2018 and a further workshop was held with the Board on 29 January 2019. The board indicated its support for the integrated service approach and entering into an occupancy agreement with Pasifika Physio and a café operating.

Tauākī whakaaweawe Māori

Māori impact statement

22. Community based recreation and leisure programmes, provided for local communities through Auckland Council leisure centres and recreation teams, contribute to improving wellbeing among Maori communities. Some programmes are intended to benefit local Maori as a targeted population.

Ngā ritenga ā-pūtea

Financial implications

23. Upgrading the shared office space and the seminar room was out of scope for the Te Puke ō Tara redevelopment project. But with the support of the Community Services Lead Team the project potentially has funding available from Community Facilities and Corporate Property.

24. Renting the proposed physio space will provide ongoing sustainable revenue, making the overall cost of service more manageable. Staff and Pasifika Physio have established a proposed annual rental of $25,000 plus GST inclusive of water and power. It is recommended that Affirming Works Limited be offered an occupancy agreement for a café operation at two spaces for a single term of three years and charged an annual operating charge of $25 per square meter plus GST of exclusive space occupied, an annual operating charge of $2,175 plus GST. This is in line with that paid by community tenants.

25. As there will be no net loss of community space available for hire, no adjustments to current revenue budgets is required

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. There will be no net loss of community space, as the leisure centre seminar room can be added as bookable space through Community Venues.

27. The proposed physio space has had a door added (see Appendix 1), which provides direct access to the foyer. Entry to the physio will not be through Te Puke o Tara’s shared community space.

28. The proposed café and physio space can be returned to their original condition if required.

29. Progressing occupancy agreements without the relevant classification risks non-compliance with the Reserves Act. However, the classification is being pursued in tandem because the cost of waiting outweighs the risks of progressing with occupancy of these spaces. The physio, for instance, is a service that is in demand in this area. Should there much public objection to the proposed classification and should it not be attained, any affected occupancy agreements will need to be revisited. The risk of this happening is negligible.

Ngā koringa ā-muri

Next steps

30. The leisure centre’s seminar room will be used to support integrated programming and added as a bookable space. This can happen immediately, but ideally requires investment to enhance the condition of the room and to fit swipe card access.

31. Occupancy agreements with Pasifika Physio for the proposed rehabilitation and treatment space and Affirming Works Ltd for the café spaces will be completed.

32. Progress the reclassification of the land occupied by the community centre (Lot 54). This process is anticipated to take approximately six months.

33. Develop proposal to refit office space, upstairs above reception (freeing up more bookable space in Te Puke ō Tara). Requires new investment but supports Council’s workplace strategy.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Te Puke ō Tara architectural plan, with proposed shared staff area, Seminar Room location of Pasifika Physio highlighted	45

Ngā kaihaina

Signatories

Authors

Peter Loud – Senior Advisor Community Places

Garth Dawson - Leisure Operations Manager

Authorisers

Kevin Marriott - Manager Community Places

Rina Tagore – Relationship Manager

Ōtara-Papatoetoe Local Board

19 February 2019

Auckland Council participation in Tuia Te Here Tangata 2019

File No.: CP2019/00739

Te take mō te pūrongo

Purpose of the report

1. The purpose of this report is to provide an update to Ōtara-Papatoetoe Local Board on Auckland Council’s participation in Tuia Te Here Tangata 2019.

Whakarāpopototanga matua

Executive summary

2. The 2019 pilot initiative is an Auckland Council initiative with several local boards participating including, Ōtara-Papatoetoe Mangere-Otahuhu, Papakura and Franklin.

3. Tuia Te Here Tangata is an intentional, long-term, intergenerational approach to develop and enhance the way in which rangatahi Māori contribute to communities throughout New Zealand. The programme looks to build a network of support for rangatahi to help them contribute to their communities through mentorship, local projects and building their leadership capability.

4. The programme has been in operation since 2011 and 2019 will be its ninth year in operation. The 2019 cohort will have an intake of 60 rangatahi with over 35 local government organisations participating in the programme.

5. The Southern Initiative has collaborated with Ōtara-Papatoetoe and Local Board Mangere-Otahuhu Local Board to participate in the Tuia programme over the past three years. It was identified that there was appetite to scale and expand the programme to other southern local boards. Through a partnership model between The Southern Initiative and Citizens Engagement and Insights, a pilot initiative is underway to test the effectiveness of a regional approach to delivering the Tuia programme.

6. It is intended that the programme can be extended across Auckland based on the outcomes and learnings of the 2019 pilot.

7. The total cost of the 2019 pilot is $40,000. This includes $7,500 per local board to cover relevant expenses and an additional $10,000 to support additional Council group shadowing opportunities.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive and accept the report;

b) note the updates in the report;

c) agree to participate in the regional pilot of the Tuia programme 2019;

d) agree to incorporate the Tuia programme into the Ōtara-Papatoetoe 2019 local board work programme.

Horopaki

Context

Background

8. To support the Auckland Plan 2050 vision of a thriving Māori identity is Auckland’s point of difference in the world – it advances prosperity for Māori and benefits all Aucklanders, Auckland Council has committed to supporting the advancement of Auckland rangatahi employment, leadership and participation in decision-making opportunities.

9. This is further supported by the co-designed objectives of Goal 7 in the I Am Auckland strategic plan, the Independent Māori Statutory Board’s Māori Plan rangatahi- focused objectives and the Te Toa Takitini Māori Outcomes portfolio rangatahi goals.

10. To achieve these outcomes the council is progressing a series of pilot programmes to further explore how we can activate and embed the role of rangatahi and their voice in leadership and decision-making for Tāmaki Makaurau, Auckland.

11. The Southern Initiative have collaborated Ōtara-Papatoetoe and Mangere-Otahuhu Local Boards to participate in the Tuia programme over the past three years. The two local boards have contributed to building the governance and leadership capability of four rangatahi Māori to date.

High level programme brief

12. Based on the benefits achieved through the participation in the Tuia programme, Auckland Council intend to scope and pilot a regional approach to delivering the programme with the Mangere-Otahuhu, Ōtara-Papatoetoe, Papakura and Franklin local boards participating in 2019.

13. As part of the pilot initiative, the local boards and the rangatahi will be exposed to governance, leadership and community opportunities at a national, regional and local level.

14. At a national level these opportunities include networking with other rangatahi from Aotearoa, New Zealand, exposure to mentorship from mayoral mentors and other community leaders, opportunities to enhance rangatahi understanding of the machinery of government, for example, attend events at Parliament. Rangatahi attend up to five wānanga (weekend workshops) across Aotearoa, New Zealand throughout the duration of the programme.

15. At a regional level these opportunities will include shadowing opportunities, such as, with council Governing Body, executive and/or senior leadership to support better understanding of the functions and services of the Auckland Council group. This includes a cohort-specific project to support further rangatahi interest and participation in local government.

16. At a local level rangatahi will meet regularly with their local board mentors to receive mentorship, exposure to community initiatives and regular support in delivering their chosen community project. The rangatahi will contribute 100 hours to their local community throughout their participation in the programme.

Roles and responsibilities

17. The requirements for the mentor include, to meet with the rangatahi at least once a month and involve them in community activities where appropriate. For example, planning meetings, council meetings, citizenship ceremonies or relevant field trips.

18. The requirements for the rangatahi include, be actively interested or engaged in contributing to the wellbeing of their community, be able to commit to the full programme including wananga over 12 months, deliver a community project or complete 100 hours of their time to their community.

19. As part of the regional pilot approach, the cohort of rangatahi will also participate in Council group shadowing opportunities and deliver a regional-focused project to promote rangatahi engagement and civic participation.

Future working model

20. It is intended that the regional model will be offered to other local boards across Auckland to participate in the programme throughout FY2020 and 2021. As the programme continues to expand across Tamaki Makaurau, Auckland, The Southern Initiative will continue to lead and support southern local boards in the delivery of the programme.

21. Additional council leads will need to be identified to support the delivery of the programme in North, East, West and Central Auckland.

22. Citizens Engagement and Insights will continue to support through funding, providing regional support to the cohort in accessing shadowing and mentorship opportunities in the Council group and coordination support to the cohort to deliver a regional-focused project to enhance rangatahi civic participation and leadership.

Tātaritanga me ngā tohutohu

Analysis and advice

23. It is suggested that participation in the Tuia programme has multiple benefits for all those involved. From qualitative insights, rangatahi who have participated in the programme not only gained valuable understanding of machinery of government, political mentorship and contribution to community. Many shared that the benefits of participating in the programme supported deeper understanding of themselves and unique learning experiences based on the kaupapa-Māori framework that the Tuia programme is founded upon.

24. For mentors, including mayoral mentors, some of the qualitative insights suggest many of the mentors gained valuable insights into youth perspectives, issues and opportunities for rangatahi Māori within their communities that they were previously not aware of. It was also suggested that many of the mentors experienced their own growth and learning, for example, many of the mentees have supported their mentors in building their understanding of te ao Māori, use of te reo Māori and confidence in Māori environments. In many cases the mentorship between mentors and mentees has continue after the programme finished.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

Strategic objectives

25. Auckland Council’s participation in the Tuia programme 2019 support several strategic objectives for Council group including the Mayor’s vision for Auckland to be a world class city and the Auckland Plan 2050 strategic commitments, particularly the Māori Identity and Wellbeing outcome, focus area three: strengthen rangatahi participation in leadership, education and employment. The intended outcomes align with the Independent Māori Statutory Board’s Māori Plan rangatahi- focused objectives and the Te Toa Takitini Māori Outcomes portfolio rangatahi goals.

Council performance objectives

26. The cross-council approach to delivering the 2019 programme also aligns with council’s three-year performance plan objectives, particularly engaging and enabling communities and building a high-performance culture. For example, the pilot demonstrates effective cross-council partnership model, delivering on shared strategic objectives and utilisation of funding.

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

Local impacts and local board views

27. The objectives of the programme aligns with outcome 5: Empowered, inclusive and prosperous communities of the Ōtara-Papatoetoe Local Board Plan 2017. It is noted that there is a specific objective to support capability and capacity building through rangatahi mentoring programmes which this initiative directly attributes to.

Tauākī whakaaweawe Māori

Māori impact statement

28. It is likely the impacts of the Tuia programme for Council group will contribute positively in supporting council to meet its Maori responsiveness goals, particularly goal two: effective Maori participation and goal three: strong Maori communities as the programme delivers clear civic participation and leadership outcomes for Māori at both a regional and local level.

Ngā ritenga ā-pūtea

Financial implications

29. The total cost to support the 2019 pilot initiative is $40,000. This includes, $7,500.00 per local board to cover costs associated with rangatahi travel to the five wānanga, contribution to the travel costs of the mentor to the mentorship training session and to contribute to the rangatahi-led community project.

30. The remaining $10,000 will support the Auckland cohort of rangatahi to partake in shadowing and professional development opportunities through the Council group and to contribute cohort-wide project costs to engage other rangatahi in local decision-making.

31. The funding for the pilot initiative has been sourced by Citizens Engagement and Insights as part of the Effective Māori Participation workstream, which is one of the funding outcome areas for Te Toa Takitini Māori Outcomes Portfolio for FY19/20/21. Based on the 2019 pilot outcomes, it is likely continued funding can be sourced to support the programme from multiple funding sources.

32. It is noted the costs associated with the programme are reasonable in line with other kaupapa-Māori based rangatahi programmes that require national and regional travel and contribution to project delivery costs.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33. It is noted that the local boards received late notice of acceptance on to the 2019 programme which has had some impact on the effectiveness of the promotion, logistics and recruitment for the programme. Moving forward, it has been agreed that the pilot programme leads, The Southern Initiative and Citizens Engagement and Insights will provide coordination support working with the relevant local board advisors to mitigate this in the future.

34. It is noted that in previous years the commitment of rangatahi to complete the programme has varied based on various factors, such as, capacity issues for rangatahi. This will likely be mitigated through effective recruiting processes and better programme coordination at both the regional cohort and local levels.

Ngā koringa ā-muri

Next steps

35. Confirm the partnership model between The Southern Initiative, Citizens Engagement and Insights with the participating local boards in the 2019 programme cohort by 20 February;

36. Selection and recruitment process of rangatahi to be completed 25 of February 2019;

37. Induction day for mentors is scheduled 6 March 2019;

38. Mentor and mentee first meeting February;

39. Auckland rangatahi cohort induction day for Council 1 March;

40. Tuia Te Here Tangata wānanga 1 15 – 17 March.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	The Tuia Te Herenga Tangata Prospectus 2019	53

Ngā kaihaina

Signatories

Authors

Te Aue Addison-Te Whare (Senior Rangatahi Engagement Programme Lead, Citizens Engagement and Insights)

Michelle Wilson (Project Manager, The Southern Initiatve)

Authorisers

Gael Surgenor – General ManagerM - Southern Initiative

Rina Tagore – Relationship Manager

Ōtara-Papatoetoe Local Board

19 February 2019

Release of community safety and economic development funding to Papatoetoe Central Main Street Society 2018/2019

File No.: CP2019/00546

Te take mō te pūrongo

Purpose of the report

1. To receive the bulk funding accountability report for 2017/2018 from Papatoetoe Central Mainstreet Society.

2. To approve the release of $83,000 to Papatoetoe Central Mainstreet Society as per the allocations in the Ōtara-Papatoetoe Local Board’s Arts, Community and Events (ACE) Work Programme 2018/2019.

Whakarāpopototanga matua

Executive summary

3. In 2017/2018, the local board funded Hunters Corner Town Centre Society Incorporated (HC), Ōtara Business Association Incorporated (OBA) and Papatoetoe Central Mainstreet Society Incorporated (PCMS) $103,000 each.

4. PCMS has provided an accountability report for their 2017/2018 funding agreement which demonstrates:

· how and where the local board funding was spent

· what local board plan outcomes were achieved

· what difference the local board funding made.

5. Staff have reviewed the accountability report and recommend that the 2018/2019 funding of $83,000 be allocated to PCMS.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive Papatoetoe Central Mainstreet Society’s bulk funding accountability report for 2017/2018.

b) approve the release of $83,000 to Papatoetoe Central Mainstreet Society from 2018/2019 work programme line 991, Capacity-Building for business associations operating Business Improvement Districts (BIDs).

Horopaki

Context

6. Business Improvement Districts (BIDs) encourage collaboration, partnering and connecting with community groups to achieve greater local outcomes, economic development and opportunities, to support the local business community.

7. The local board allocated $360,000 for BIDs’ safety activities in the ACE 2017/2018 work programme. HC, OBA and PCMS each received $103,00 and $51,000 was allocated to CCTV operation.

8. At the local board’s June 2018 meeting, the board resolved (OP/2018/106) to allocate $83,000 each to HC, OBA and PCMS to be used for the following community safety and economic development activities:

· part funding of ambassador programmes

· part funding of crime prevention officers

· community events

· street decoration

· public services and facilities

· activities benefiting the public identified in current BID plans

· activities in partnership with the local board that further the outcomes of the local board plan.

9. The 2017/2018 funding agreements require the business associations to provide accountability reports and for the local board to accept the reports as satisfactory, for the 2018/2019 funds to be released.

10. PCMS has provided an accountability report for their 2017/2018 funding agreement which demonstrates:

· how and where the local board funding was spent

· what local board plan outcomes were achieved

· what difference the local board funding made.

11. At a local board workshop on 29 January 2019, the accountability report was discussed with the managers of the business association, the PCMS chair and officers from the BID Partnership team and Community Empowerment Unit.

12. In addition to the local board funding in 2017/2018, the PMCS received $100,692 from the BID targeted rate.

13. Tables 1 and 2 detail local grants received by PCMS in 2017/2018 and in 2018/2019 to date.

Table 1. 2017/2018 local grants received by PCMS

Project title / Round	Allocation
Easter Celebration 2017/2018 Ōtara-Papatoetoe Local Grants, Round One	$2,000
Papatoetoe Santa Parade 2017/2018 Ōtara-Papatoetoe Local Grants, Round One	$24,000
Papatoetoe Seniors Christmas Party 2017/2018 Ōtara-Papatoetoe Local Grants, Round One	$6,500

Table 2. 2018/2019 to date, local grants received by PCMS

Project title / Round

Allocation

Papatoetoe Seniors Christmas Party

2018/2019 Ōtara-Papatoetoe Local Grants, Round One

$6,500

Papatoetoe Santa Parade

2018/2019 Ōtara-Papatoetoe Local Grants, Round One

$25,000

14. HC and OBA have both signed funding agreements of $83,000 each after the local board resolved at its 13 November 2018 meeting to approve the release of $83,000 to HC and $83,000 to OBA from 2018/2019 work programme line 991 [OP/2018/237].

Tātaritanga me ngā tohutohu

Analysis and advice

15. PCMS received $103,000 from the local board for placemaking, activation and safety activities in 2017/2018.

16. The accountability reports show that PCMS spent $130,155.51. The additional $27,155.51 was funded through the targeted rate.

17. The PCMS accountability report demonstrates how the BID responded to the board’s Local Board Plan 2017-2019 outcomes:

· Economic Development: Town Centre Vitality

· Community Safety: Town Centre Vitality

· Placemaking: Thriving Communities.

18. Table 3 highlights some key outcomes detailed in the 2017/2018 accountability reports and how they align or respond to local board outcomes.

Table 3. Highlights of outcomes achieved from 2017/2018 funding

Local board outcomes	Highlights of outcomes achieved from 2017/2018 funding
Economic Development Local board outcome: Town Centre Vitality	Events, cultural celebrations and activities bring more customers into the town centre creating more sales for retailers. A more positive perception of the Papatoetoe Town Centre to locals and visitors to the area. Improved relationships between retailers and customers.
Community Safety Local board outcome: Town Centre Vitality	Outcomes of the Ambassador Programme include: · less crime in the town centre · customer confidence is back · a visible presence creates a sense of safety for all who visit the town centre · graffiti/illegal rubbish dumping level is very minimal due to their presence · ambassadors pick up intelligence whilst out on patrols and work closely with Police in the sharing of intelligence regarding criminal activities in and around the town centre. · approximately 90 per cent of Ambassadors moved on to further employment after successfully completing their contracts · addressing issues such as lost children/property, anti-social behaviour, domestic violence, bike nuisances, intoxication and children left in cars · assist customers and retailers from time to time. Identification of community concerns and emerging trends including youth riding bikes in the town centre, cars stolen from New World carpark, anti-social behaviour, and the need for more CCTV cameras to cover entry points to the town centre carpark that are not already covered with current cameras.
Placemaking Local board outcome: Thriving communities	Family oriented promotions create happy environment for all. These included: · Easter Promotion. Families really appreciated rides for the kids as they could not normally afford to give them rides. · Christmas Celebration. Community really enjoyed diverse Ethnic Performances including some local Church Choirs. · Chinese New Year Celebration of local talent enjoyed by all. · The Senior Citizen Christmas Party was a great event. The elderly really enjoyed this event, and for some of them attending Fortuna, Sky City for dinner was a first-time experience. Identification of potential development of the Sunday market and installation of town centre directory board.

Local board outcomes

Highlights of outcomes achieved from 2017/2018 funding

Economic Development

Local board outcome:

Town Centre Vitality

Events, cultural celebrations and activities bring more customers into the town centre creating more sales for retailers.

A more positive perception of the Papatoetoe Town Centre to locals and visitors to the area.

Improved relationships between retailers and customers.

Community Safety

Local board outcome:

Town Centre Vitality

Outcomes of the Ambassador Programme include:

· less crime in the town centre

· customer confidence is back

· a visible presence creates a sense of safety for all who visit the town centre

· graffiti/illegal rubbish dumping level is very minimal due to their presence

· ambassadors pick up intelligence whilst out on patrols and work closely with Police in the sharing of intelligence regarding criminal activities in and around the town centre.

· approximately 90 per cent of Ambassadors moved on to further employment after successfully completing their contracts

· addressing issues such as lost children/property, anti-social behaviour, domestic violence, bike nuisances, intoxication and children left in cars

· assist customers and retailers from time to time.

Identification of community concerns and emerging trends including youth riding bikes in the town centre, cars stolen from New World carpark, anti-social behaviour, and the need for more CCTV cameras to cover entry points to the town centre carpark that are not already covered with current cameras.

Placemaking

Local board outcome:

Thriving communities

Family oriented promotions create happy environment for all.

These included:

· Easter Promotion. Families really appreciated rides for the kids as they could not normally afford to give them rides.

· Christmas Celebration. Community really enjoyed diverse Ethnic Performances including some local Church Choirs.

· Chinese New Year Celebration of local talent enjoyed by all.

· The Senior Citizen Christmas Party was a great event. The elderly really enjoyed this event, and for some of them attending Fortuna, Sky City for dinner was a first-time experience.

Identification of potential development of the Sunday market and installation of town centre directory board.

19. Based on the accountability report provided by PCMS, staff note that PCMS has provided satisfactory accountability information and delivery on local board objectives and recommend that the 2018/2019 funds to be released.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. At a local board workshop on 29 January 2019, the accountability report was discussed with the managers of the business association, the PCMS chair, officers from the BID Partnership team and Community Empowerment Unit.

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

Local impacts and local board views

21. At a workshop on 29 January 2019, the local board discussed the funding agreements with PCMS.

22. The PCMS chair and manager, as well as council’s BID Partnership team and Community Empowerment staff participated in the workshop.

Tauākī whakaaweawe Māori

Māori impact statement

23. In the local board area, 16 per cent of the population identify as Māori and 46 per cent identify as Pasifika, which is greater than the Auckland-wide average of 11 and 15 per cent respectively.

24. All of the long-term unemployed participants in the ambassador programme are of Māori or Pasifika descent. Between 75 and 80 per cent of programme participants went on to find regular employment. More than 40 per cent of the ambassadors who are or have been employed by PCMS identify as Māori.

25. All local board investment in economic and social activity that promotes Māori cultural events, celebrates community diversity, increases perceptions of safety, delivers accessible community events, and provides opportunity for training and employment to Māori is of benefit to Māori and their families within the local board area.

Ngā ritenga ā-pūtea

Financial implications

26. The 2018/2019 work programme line 991 allocated $83,000 each to HC, OBA and PCMS.

27. HC, OBA and PCMS have provided accountability reports for the 2017/2018 financial year.

28. Upon receipt and approval of the PCMS accountability report, $83,000 is to be released. The local board already allocated $83,000 each to HC and OBA on 13 November 2018.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. If the local board does not release the 2018/2019 funding to PCMS, the achievement of local board outcomes may be compromised.

30. PCMS reports that the future of the Ambassador scheme is unclear as Work and Income New Zealand (WINZ) has changed their policy on the Ambassador scheme and it is proving difficult for town centres to make up the shortfall in wages to sustain this programme into the future.

31. PCMS reports an annual shortfall of approximately $11,323.73 per ambassador employed must be met by the business association to meet their obligations as employers.

Ngā koringa ā-muri

Next steps

32. Staff will prepare 2018/2019 funding agreements with PCMS.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Natia Tucker - Advisor

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Rina Tagore – Relationship Manager

Ōtara-Papatoetoe Local Board

19 February 2019

Discretionary grant application outside funding round for Holi Papatoetoe 2019

File No.: CP2019/00619

Purpose of the report

1. To decide an application received outside funding round from Hunters Corner Town Centre Society Incorporated for Holi celebrations (festival of colours) in Papatoetoe.

Whakarāpopototanga matua

Executive summary

2. A grant application has been received from Hunters Corner Town Centre Society Incorporated towards Holi celebrations (festival of colours) in Papatoetoe.

3. The Community Grants policy acknowledges that from time to time, funding requests may be received from organisations seeking a grant outside of the normal contestable local community grant process. Those applicants will need to make a compelling case for urgent consideration.

4. If satisfied of the applicants’ exceptional circumstances the board can exercise its discretion to consider an application for funding on its merits and may award a discretionary grant outside of the normal contestable process.

5. Hunters Corner Town Centre Society Incorporated (applicant) has requested urgent consideration of a funding application. The reasons given for urgency is that the desired activity to celebrate the cultural festival of ‘Holi’ is based on particular calendar dates. As the festival and celebrations are to be in March, it would be too late to put in the application to the next local board funding round.

6. The local board was presented with this request at their workshop on 29^th January 2019 and have agreed to consider the application.

7. Following indication that the local board is prepared to consider this grant application, staff have undertaken an assessment and deem the activity eligible for funding. Details on the staff assessment are included in this report.

8. There are some risks associated with any application being considered outside advertised funding round. Staff recommendations on how these are to be managed for this application are outlined in this report.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) consider the application received for a contribution towards the Holi celebrations in Papatoetoe.

Horopaki

Context

9. The Community Grants policy which outlines factors to consider when assessing grant applications stipulates that most grants will be awarded through a contestable process which follows a schedule of funding rounds. The funding rounds allows for robust assessments and comparison of relative merits of funding proposals.

10. However, the policy also states that funding requests may be entertained outside the normal contestable process at the discretion of the local board. To be considered, the applicant would need to make a compelling case for an urgent decision and demonstrate that:

· their need (or opportunity) is immediate, and has arisen since the last scheduled funding round closed,

· consideration cannot wait until the next scheduled funding round, and

· the circumstances could not reasonable have been foreseen. (Clause 62, Community Grants Policy)

11. If satisfied of the applicants’ exceptional circumstances the board can consider an application for funding and make a decision based on the merits of the application. The local board may award a discretionary grant outside of the normal contestable process.

Tātaritanga me ngā tohutohu

Analysis and advice

Process matters – outside of funding round consideration

12. At their workshop on 29^th January 2019, the local board discussed the reasons for considering this application outside of the normal funding round and accepted the reasons given. Due to timing of the activity, the application would be ineligible if submitted to the next funding round. There also appeared to be a lack of clarity on the applicant’s part about timeframes relevant to the grants budget that have been ringfenced for business improvement districts organisations (BIDS).

Application assessment

13. A full copy of the application is attached to this report for the local board’s perusal.

14. Arts, Community and Events staff have assessed the application and have provided their assessment below for the local board’s consideration.

Criteria for contestable fund for Business Improvement Districts Approved Aug 2018	Staff assessment Does this meet the criteria?
A project or event of some scale that has demonstrable local community benefit, either economic or social	Yes. The event would be a signature event on the Hunters Corner calendar with an Indian flavour that appeals to the wider community as well.
Revitalised town centres in Ōtara, Old Papatoetoe and Hunters Corner will reinforce their place at the core of our communities.	Yes. Target audience: families, young people, diverse cultures Expected numbers: 2,000 to 10,000. As the event would be the first of its kind in the South, it is difficult to predict numbers. A similar event in West Auckland attracts thousands, as did the Diwali event held in Hunters Corner in 2018.
Promote economic development and public safety in the town centres and strengthen their roles as community hubs	Yes. The event has general appeal, especially to young people. Connected communities are safer communities. The Food Hub has indicated interest in supporting this event
Boost economic development by partnering with business associations to support community events and improve public safety	Yes.
Events, local economic development and Business Improvement Districts promotional activities (OP/2018/106)	Yes.
Celebrate heritage and cultural diversity of our communities	Yes. The proposed event aligns with Hunters Corner Strategic Plan 2016-2021, strategic thrust “Auckland’s Indian Precinct”.
Promote community economic wellbeing	Yes.

15. Arts, Community and Events staff have also assessed the application against general grants criteria and have provided their assessment below for the local board’s consideration.

Assessment criteria	Assessment Comments	Funding conditions (information as provided in application and grant assessment)
1.How the expression of interest positively contributes to support and grow the local economic development of its town centre.	Yes The proposed event aligns with Hunters Corner Strategic Plan 2016-2021, strategic thrust “Auckland’s Indian Precinct”. It would be a signature event on the Hunters Corner calendar with an Indian flavour that appeals to the wider community as well. Target audience: families, young people, diverse cultures Expected numbers: 2,000 to 10,000. As the event would be the first of its kind in the South, it is difficult to predict numbers. A similar event in West Auckland attracts thousands, as did the Diwali event held in Hunters Corner in 2018. [Additional source: telephone conversation BID manager & Specialist Advisor]	Revitalised town centres in Otara, Old Papatoetoe and Hunters Corner will reinforce their place at the core of our communities Celebrate heritage and cultural diversity of our communities Promote community economic wellbeing
2. Contribution towards the achievement of the Local Board Outcomes.	Yes	Celebrate heritage and cultural diversity of our communities in Papatoetoe
3. Viability of the project including the ability of the project delivery entity to successfully complete the project.	Awaiting project plan which will address: Proposed date – Saturday, 2 March (Holi is 20 and 21 March) Infrastructure – may need port-a-loos Health and safety planning – in talks with West Auckland organisers [Additional: telephone conversation BID manager & Specialist Advisor, face-to-face conversation Events Coordinator & Specialist Advisor]	Project plan incomplete – BID Advisor to request information
4. Total cost of the project, funding requested and if there is evidence of other investment or fundraising. "In kind" contributions are also valued as a valid contribution.	Advertising costs are high due to it being the inaugural event. [Sources: telephone conversation BID manager & Specialist Advisor, face-to-face conversation Events Coordinator & Specialist Advisor] Total Cost: $29,500	Stage, $12,000.00 Advertising flyers $2,000.00 Advertising - Radio Advertising $3,000.00 Advertising - Online Publicity $1,000.00 Advertising - Manukau Courier $1,000.00 Performances $5,000.00 DJ and Kids Entertainment $4,500.00 Colour for event $1,000.00
Financial assistance will only be available for a specific development project that either directly benefits businesses or increases connections with the neighbourhood through event or activities.	The proposed event aligns with Hunters Corner Strategic Plan 2016-2021, strategic thrust “Auckland’s Indian Precinct”. It would be a signature event on the Hunters Corner calendar with an Indian flavor that appeals to the wider community as well. [Source: telephone conversation BID manager & Specialist Advisor]
Evidence of collaboration with organisations, volunteers and other groups in the area for events or workshops	Organisers are seeking advice from West Auckland Holi event organisers The Food Hub has indicated interest in supporting this event [Source: telephone conversation BID manager & Specialist Advisor]	The application OPBID1819-0300002 does not identify collaborating organisations or individuals.
All successful applicants must acknowledge the support of the Otara- Papatoetoe Local board on any, advertising or other publicity material.	The Local Board logo will be on all printed material and event signage. The Local Board will be sent invitations to the event. All online publicity will also include the major sponsor i.e the Local Board. On the day of the event we will have the Otara-Papatoetoe Local Board banners out [Source: OPBID1819-0300002]	The Local Board logo will be on all printed material and event signage. The Local Board will be sent invitations to the event. All online publicity will also include the major sponsor i.e the Local Board. On the day of the event we will have the Otara-Papatoetoe Local Board banners out.

16. The proposed Holi festival event fits well with the agreed criteria of the BID Contestable Fund.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17. Council discourages applications outside of funding rounds due to perceptions of non-transparency. The Grants team are resourced to support the funding round processes so there are capacity constraints in dealing with outside of funding round applications.

18. However, the policy does allow for outside of funding round applications to enable responsiveness to genuine cases. Therefore, if the local board is satisfied that the application has merit and decides to grant, staff will reallocate resources to process this grant.

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

Local impacts and local board views

19. This application was socialised with the local board on 29^th January 2019. Some local board members were concerned about any perceptions of unfairness that may be associated with considering a proposal outside of advertised funding rounds.

20. The local board has approved other funding for BIDs to support activities at town centres to achieve outcomes about safety and local economic development that are in the local board plan. If the local board is supportive of the event but choose not to fund from the discretionary grants fund, they could encourage or require the Hunters Corner BID to consider providing for this event from the bulk funding allocation.

Tauākī whakaaweawe Māori

Māori impact statement

21. There is no impact of this decision on Māori. The activity which is the subject of the grant application will be open to all members of the community including Māori.

Ngā ritenga ā-pūtea

Financial implications

22. The local board set a total community grants budget for the current financial year is $329,000.00. An amount of $15,000 has been ring fenced for the Pursuit of Excellence Awards and $60,000.00 ringfenced BIDs events.

23. Two applications were received for the BIDs events funding during the discretionary grants first round. No grant was awarded, leaving a budget of $60,000.

24. This report presents to the local board a grant application for the Holi festival event Papatoetoe from the Hunters Corner BID that has been submitted outside of the advertised funding rounds. The applicant has requested an amount of $29,500.00. If granted in full, this will leave $30,500 available funds for the remainder of the term.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. The previous funding round closed in November 2018. The next funding round closes on 15 March for a decision on 21 May which is too late for an early March event.

26. During funding round 1 two applications from other BIDs were received in time. These were considered by the local board and declined for reasons noted below:

Applicant (BID)

Application for:

Reasons for declining

Otara Business Association

Towards the BID boundary expansion project

Insufficient information

OP/2018/236

Papatoetoe Main Street Society

Papatoetoe Christmas in the Park

Ineligible - Retrospective event application OP/2018/236

27. There is a risk that other two BIDs may perceive this as a late application and/or think this applicant is being given special treatment.

28. In addition, if approved, there is a risk that the other BIDs whose applications have recently been declined may perceive the local board is not acting fairly.

29. If the local board decides to grant this application, staff will ensure the other BID managers are advised of the balance of the ringfenced BID funding and offered some information about the Community Grants policy including an explanation about Clause 62 (provision for outside of funding rounds applications).

30. BIDs should be strongly encouraged to apply to advertised funding rounds and plan for all events and activities far ahead of time.

Ngā koringa ā-muri

Next steps

31. If approved, staff will inform the applicant and process a grant accordingly.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Holi celebrations Papatoetoe - Hunters Corner Town Centre Society Inc application	85

Ngā kaihaina

Signatories

Authors	Shirley Coutts - Senior Local Board Advisor
Authorisers	Rina Tagore – Relationship Manager

Ōtara-Papatoetoe Local Board

19 February 2019

Auckland Council Quarterly Performance Report: Otara-Papatoetoe for quarter two 2018/2019

File No.: CP2019/00636

Te take mō te pūrongo

Purpose of the report

1. To provide the Ōtara-Papatoetoe 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, key challenges the board should be aware of and any risks to delivery against the 2018/2019 work programme. This is a retrospective report intended to provide a transparent overview and reflect the progress of how the Ōtara-Papatoetoe Local Board work programme is tracking at the end of quarter two 2018/2019.

3. The work programme is produced annually, and aligns with the Ōtara-Papatoetoe Local Board Plan outcomes.

4. The key activity updates from this quarter are:

· Clover Park Community House- Let’s Get Legal (trading as Community Builders NZ) awarded the contract after being successful in the contestable process (ID 87)

· Venue Hire- Participant numbers and booking hours have increased significantly in this quarter (ID 749)

· Te Puke O Tara Community Centre Programme delivery a new dance programme (ELEI) for 7-12-year-old girls ID (ID 895)

· The Diversity Forum was successfully delivered with over 80 community participants from 14 different ethnicities (ID 996)

· Youth Connections delivery has changed from the Art, Culture and Events (ACE) department to The Southern Initiatives (TSI). (ID 1002)

· Otamariki Park playground renewal- physical work has commenced (ID 2947)

· Puhinui Reserve Restoration- the planting of 18,000 native trees and shrubs was completed (ID 604)

· Ōtara Littler Action Plan - The contracts for Neat Streets coordinators have been finalised and the first event at Velvet Crescent was held on 8 December 2018. (ID 606)

· The Learn to Ride programme engaged 150 participants, year five and six students from Puhinui School and Sir Edmund Hillary Collegiate. (ID 769)

5. Staff have identified a $12,000 underspend in ACE work programme ID 977. Direction is being sought from the local board on the reallocation of this budget to various activities.

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

7. The financial performance report compared to budget 2018/2019 is attached. There are some points for the local board to note.

8. Financial net operating performance is less than two per cent below budget. This is partly underspend in Locally Driven Initiative (LDI) for town centre safety initiatives payments slightly delayed, plus grants and events still to be progressed. Underspend is partially offset by overspend in Asset Based Services (ABS) for seasonal response maintenance and staff costs. Operating revenue is behind budget, over active recreation, venues for hire and arts centres, while aquatics revenue is better than budget. Capital expenditure is ahead of budget and has achieved delivery against the full year of forty-two per cent.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) receive the performance report for the financial quarter ending 31 December 2018

Horopaki

Context

9. The Ōtara-Papatoetoe Local Board has an approved 2018/2019 work programme for the following operating departments:

· Arts, Community and Events

· Parks, Sport and Recreation

· Libraries and Information

· Community Facilities: Build Maintain Renew

· Community Leases

· Infrastructure and Environmental Services

· Local Economic Development

· The Southern Initiative (TSI)

10. Work programmes are produced annually, to meet the Ōtara-Papatoetoe Local Board outcomes identified in the three-year Ōtara-Papatoetoe Local Board Plan. The local board plan outcomes are:

· Manukau transformation

· Revitalising town centres

· Parks and facilities that meets people’s needs

· Healthy natural environment

· Honouring youth and seniors

· It’s easy to get around

11. The graph below shows how the work programme activities meet Local Board Plan outcomes. Activities that are not part of the approved work programme but contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph.

Graph 1: work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

12. The work programme activities have two statuses; RAG status which measures the performance of the activity (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.

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

Graph 2: Ōtara-Papatoetoe Work Programme by RAG status

14. 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

Graph 3: work programme activity by activity status and department

Key activity updates from quarter two

Art, Culture and Events

15. Clover Park Community House (ID 87)

· Let’s Get Legal (trading as Community Builders NZ) was successful in their application to operate and manage Clover Park Community House. This will commence 1 July 2019 for 3 years.

16. Venue Hire (ID 749)

· Participant numbers and booking hours have increased significantly by more than double compared to the same period, this has been attributed to the re-opening of Te Puke O Tara Community Centre.

17. Te Puke O Tara Community Centre Programme Delivery (ID 895)

· Te Puke O Tara Community Centre Programme Delivery- ELEI, a new dance programme for 7-12-year-old girls focusing on developing confidence, character and leadership skills while learning old-folk Siva Samoa (Samoan traditional dancing). ELEI stands for Empower, Leadership, Excellence and Integrity. This 10-week programme commenced on 15 October 2018 and was originally intended for 25 girls but due to strong interest, started with 63 girls. About 30 families that would not normally set foot in TPOT, are now utilising the centre on Monday’s.

18. Empowering Diverse Communities (ID 996)

· Staff delivered the second Diversity Forum in November 2018 which was attended by 80 community participants from more than 14 ethnicities.

19. Youth Connections (ID 1002)

· Youth Connections has been transferred from ACE to TSI

20. Capacity Building Neighbourhood development (underspend) (ID 997)

· Part of the budget allocated for this activity was ear marked for continuation of some capacity building programmes that were delivered by Ngati Tamaoho. The group have confirmed that they will not be requiring additional funding towards these programmes in this financial year.

21. Staff will discuss options for reallocation of existing funds from ID 997 at the local board workshop on 12^th February. These could include:

· A contribution of (approx. $2000) to enhance neighbourhood initiatives delivered by The Ōtara-Papatoetoe Squad (TOPS). Increasing the budget from $2000 to $4000 will enable delivery into the Papatoetoe area.

· A contribution (up to $10,000) towards the Poly-cycle, an activation programme at Polyfest focused on recycling that is aligned with the ocean theme of the 4-day event. The activity will promote recycling and create artworks including a seascape mural and a giant artwork that will be constructed from the waste being collected and recycled during the event. Activities will be recorded with a time lapse camera for use for awareness work to promote social change that is required to restore the health of our oceans.

Community Facilities

22. Otamariki Park playground renewal (ID 2947)

· Physical work has commenced, anticipated to finish end of March 2019.

Infrastructure and Environmental Services

23. Puhinui Reserve Restoration (ID 604)

· The planting of 18,000 native trees and shrubs was completed in quarter two through a combined corporate and community planting event.

24. Ōtara Littler Action Plan (ID 606)

· The contracts for Neat Streets coordinators have been finalised. The first event at Velvet Crescent was held on 8 December 2018. Over 40 volunteers from community and church groups supported the event which saw the sorting of 27,565kg of landfill waste, 18 cubic metres of metal, 1,590kg of wood and more. The event engaged 54 households and the neat streets team will support ongoing engagement with the Velvet Crescent and Lawrence Place community.

Parks Sport and Recreation

25. Learn to Ride programme (ID 769)

· The programme had 150 participants, year five and six students at Puhinui School and Sir Edmund Hillary Collegiate. Teacher professional development was provided for six teachers. Planning is underway to expand the programme to Flat Bush School, Yendarra School, Dawson Primary School and Papatoetoe North School in Term one in 2019.

Activities RAG status amber

26. Signature Diversity Event (ID 141)

· Event Facilitation Team have started working with the Otara Business Association on their event permit application and have offered further workshops to assist them in the development of their Health and Safety Plan, Waste Management Plan. The organisers are also working closely in with the Healthy Families team. The funding for this event will be paid in quarter three. The event will take place 6 April 2019 (quarter four).

27. Ōtara Creek bridge and path (ID 2083)

· The project was held up in quarter one due to health and safety issues with the design of the bridge (Poe were to high). This issue has been addressed and the physical works tender has been concluded. Currently negotiation with a preferred contractor is in progress.

28. Milton Park playground renewal (ID 2046)

· completion date was set for December, however wet weather has pushed out the completion date to the end of January.

29. Enviroschools (ID 2835)

· Consultation has begun with community partners to identify where to source a suitable coordinator. The job description for the coordinator will be circulated for appointment at the start of quarter three. A meeting was held for the principals and teachers of the mentor and new schools to organise the process and projects to develop the Enviroschool kaupapa.

30. Library Services Papatoetoe (ID 1152)

· Due to the New World supermarket rebuild at Papatoetoe customers are going to other areas to shop which accounts for a decrease in visitors as customers like to combine their library visit with the daily shopping. Staff continue to actively promote the library services at events and through outreach visits.

31. Otara Rugby League Football Club Incorporated (ID 2591)

· Granting of a new lease to the rugby league club is on hold pending construction of a new multi-sport building on Ngāti Ōtara Park; due to begin October 2019.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. This report updates the local board on the implemnation of the local work programme that have been set by and are within the local boards decision making authority. There are no impacts on regional work programmes or work that is being delivered by other parts of the council group.

33. Updates on other work taking place in the local are that are being led by other parts of the Council groups e.g. Transform Manukau, transport projects can be found in other reports including reports from council-controlled organisations.

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

Local impacts and local board views

34. This report informs the Ōtara-Papatoetoe Local Board of the performance for the quarter ending 31 December 2018

Tauākī whakaaweawe Māori

Māori impact statement

35. Respond to Maori aspirations- Maori Responsiveness (ID 1001)

· Staff have had a meeting with Ngāti Ōtara Marae, Foundation North, Te Puni Kokiri and Internal Affairs to investigate options to raise funds for the Ngāti Ōtara Maraes physical build. CEU will work with council's Marae Development team to help coordinate a working group of representatives from potential funders to help progress fund-raising activities for the marae.

36. Maori input into decision making (ID 2874)

· Staff are working with Mana Whenua on the following initiatives:

o Increase Maori voter participation in the urban south

o Explore opportunities for elected members and officers to be educated on cultural awareness

o Working together to explore holding swearing-in ceremonies for the new local board members on local marae in November 2019, to commence a strong partnership in the new electoral term.

37. Celebrating Te Ao Māori and strengthen responsiveness to Māori. Whakatipu i te reo Māori (ID 1156)

· Tupu Library ran a Kirihimete storytime with Ngā Kō hanga Reo ō Ōtara based on the book "Kuwi's very shiny bum" by Kat Merewether, there were 55 attendees. Ōtara have begun a "Kōrero corner" with staff holding a monthly kōrero for those in the community interested in speaking entry level Te Reo Māori.

38. Ōtara-Papatoetoe naming of reserves and facilities Phase two (ID 582)

· Mana Whenua have attended the monthly hui for the Te Kete Rukuruku programme and continue to work with staff on the partnership programme for Māori naming of parks and places. Historical research findings and Parks data have been completed and are to be distributed to the local board. Workshop a scheduled to discuss the historical research findings, parks data and the communications approach for the programme.

Ngā ritenga ā-pūtea

Financial implications

39. Capacity Building for neighbourhood development (ID 997) is expected to be underspent by $12,000 by the end of the financial year due to programme funding this is not required. Staff will discuss options for reallocating this budget at a workshop on the 12^th February.

Financial Performance

40. Operating expenditure is overall less than 3 per cent below budget.

41. Locally Driven Initiatives (LDI Opex) spend is $417,000 underspent mostly in BID Town Centre initiatives ($158,000 variance). Accountability reports have been received by the local board and Y19 funds are due to be paid in quarter three. No other projects report significant variances or potential non-delivery

42. Asset Based Services (ABS Opex) spend is $179,000 over budget for the half year to date. Active recreation services overall are below budget mainly in repairs, while scheduled repairs at Cambria House/Aged Concern are over budget. Other community centres, halls and leases and libraries are over budget. Arts facilities are better than budget especially in staff allocation and outsourcing service costs. Parks services and facility contracts are $155,000 over budget mostly in response repairs.

43. Operating Revenue is overall behind budget by $114,000. Leisure, fitness and recreation services are behind budget in entrance fees, sales and memberships, and aquatics activities are ahead of budget in sales revenue. Ōtara Music and Arts Centre (OMAC) is below budget in venue hire, while library services overall have additional revenue mostly in information and copying services.

44. Capital Expenditure is ahead of revised budget by $123,000 and has achieved delivery against the full year of forty-two per cent.

45. Locally Driven Initiative (LDI) Capex unallocated budget balance at 31 December for the years 2019-2021 is $1.8 million.

46. The Ōtara-Papatoetoe Local Board Financial Performance report is in Appendix C.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

47. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk 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.

48. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section

Ngā koringa ā-muri

Next steps

49. The local board will receive the next performance update following the end of quarter three (March 2019).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Work programme Update	103
b ⇩	Operating Performance Summary	131

Ngā kaihaina

Signatories

Authors	Albert Scott - Local Board Advisor
Authorisers	Rina Tagore – Relationship Manager

Ōtara-Papatoetoe Local Board

19 February 2019

Feedback on draft Increasing Aucklanders’ participation in sport: Investment Plan 2019-2039

File No.: CP2019/00839

Te take mō te pūrongo

Purpose of the report

1. To seek local board feedback on the draft Increasing Aucklanders’ participation in sport: Investment Plan 2019-2039.

Whakarāpopototanga matua

Executive summary

2. To respond to population growth and demographic change, Auckland Council has developed a plan for how it will invest in sport for the next 20 years.

3. The Increasing Aucklanders’ participation in sport: Investment Plan 2019-2039 seeks to:

· increase participation in sport by targeting communities of greatest need and addressing disparities

· deliver a broad range of programmes, services and facilities that respond to the diverse needs of Auckland’s communities

· address population growth and changing sport preferences through regular assessments of, and changes to, programmes, services and facilities to maximise participation.

4. The draft plan was endorsed by the Environment and Community Committee in December 2018 for public consultation [CP2018/07771].

5. This report invites local boards to formally indicate their support for the draft plan and any additional feedback on the draft plan they would like the committee to consider prior to the plan’s adoption.

6. Staff have engaged with local boards informally at various stages throughout the development of the plan. Local boards members’ views and concerns have helped shape the key components of the plan.

7. A summary of consultation feedback will be prepared for the Environment and Community Committee for consideration. Final decision on the adoption of the plan will be sought in May 2019.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) endorse the draft Increasing Aucklanders’ participation in sport: Investment Plan 2019-2039 and provide any additional feedback for consideration of the Environment and Community Committee.

Horopaki

Context

The plan sets out a new investment approach, which better responds to growth and the changing needs of Aucklanders

8. Auckland is experiencing rapid population growth and social change. Our diverse communities have different preferences and requirements for sport and recreation activities.

9. The draft Increasing Aucklanders’ participation in sport: Investment Plan 2019-2039 is the council’s response to these changes. It sets out a new approach to regional investment in sports facilities, programmes and services for Aucklanders over the next 20 years.

10. The plan will:

· target communities of greatest need and address disparities

· deliver a broad range of programmes, services and facilities that respond to the diverse needs of Auckland’s communities

· address population growth and changing sport preferences through regular assessments of, and changes to, programmes, services and facilities.

11. The draft plan has three main sections:

· Section one: ‘Why we invest’ explains the reasons for having an investment plan and the strategic context.

· Section two: ‘What we invest in’ explains the outcomes sought from the council’s sports investment, the scope and focus of that investment and the principles that will guide future investment decisions.

· Section three: ‘How we will work’ explains the investment framework that will be adopted to achieve the outcomes.

12. The development of the draft plan involved several Governing Body decisions, local board engagement, public consultation and research. The attached draft plan provides the chronological timeline for developing the plan.

Tātaritanga me ngā tohutohu

Analysis and advice

Adoption of the plan will contribute to multiple strategic outcomes

13. Sport is one of the key areas the council invests in to deliver on the ‘Belonging and Participation’ outcome in Auckland Plan 2050.

Belonging and Participation

· Focus Area 7 – Recognise the value of arts, culture, sports and recreation to quality of life

· Direction 1 – Foster an inclusive Auckland where everyone belongs

· Direction 2 – Improve health and wellbeing for all Aucklanders by reducing disparities in opportunities.

14. The draft plan focuses on delivering a single outcome: increasing Aucklanders’ participation in community sport. This aligns with the vision of the Auckland Sport and Recreation Strategic Action Plan 2014-2024: ‘Aucklanders: more active, more often.’

15. The multiple benefits delivered to local communities through increased sport participation will also contribute directly to the health, social and economic outcomes for Aucklanders as set out in the local board plans.

Achieving the desired outcomes requires putting people at the heart our investment

16. The plan sets out a targeted, people-centric approach to increase sport participation in Auckland. Future sport investment will focus on meeting the needs of three distinct groups of people:

1.	People who already play sport:
	There will be more fit-for-purpose facilities and programmes to keep them actively involved in sport.
2.	People who play a new sport (like futsal)
		Currently there are limited opportunities to play, but in the future, there will be more fit-for-purpose facilities and programmes that cater to new and emerging sports.
3.	People who currently do not participate in sport
	Auckland Council will create more opportunities and make it easier for them to take up sport.

17. A key step towards increasing sport participation rates in these targeted groups is through addressing disparities.

18. Decision-makers will use a set of principles to prioritise multiple investment projects. ‘Equity’ has the highest weighing to ensure all Aucklanders enjoy the same outcomes. The full list of principles includes:

· Equity (40 per cent of assessment) – Sport investment should ensure equity of outcomes across the population regardless of age, gender, ethnicity, socio-economic status or where people live.

· Outcome-focused (30 per cent) – There needs to be a clear line of sight between each investment and the outcomes it delivers.

· Financial sustainability (30 per cent) – Investment decisions need to be financially sustainable for council and sports organisations.

· Accountability (10 per cent) – Auckland Council has responsibility to act in the best interests of Auckland.

There will be changes to the way we currently invest in sport

19. The draft plan sets out four key shifts in our approach as illustrated in Figure 1 below.

Figure 1: Key shifts

20. Figure 2 below explains the reasons for these key shifts, the problems they will tackle and the benefits for Aucklanders.

Figure 2: Intervention logic map

21. The plan will ensure robust, evidence-based decision-making and ongoing monitoring of benefits delivered to our communities.

22. Performance data will be collected to measure the return on investment. This will be shared with investors and ratepayers.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. Once adopted, the plan will have a direct impact on council’s internal investment processes, particularly regarding how future projects will be assessed and monitored.

24. Parks, Sport and Recreation staff have been engaged throughout the development of the draft plan. Their feedback, particularly regarding how the proposed changes can be adopted in practice, has helped shape the investment framework and the scenarios in the draft plan.

25. Parks, Sport and Recreation staff have also facilitated the council’s engagement with the sport sector through Aktive, the council’s strategic partner for sport. The general feedback is supportive of the new investment approach to improve participation and deliver better outcomes for Aucklanders.

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

Local impacts and local board views

The local boards have an important role to play in shaping the draft plan

26. The local boards have an important role to play in the council’s sport investment. They:

· set outcomes and priorities for local sport investment through local board plans

· identify local sports facility and programmes needs and advocate for investment through the Long-term Plan and Annual Budget processes

· have allocated decision-making responsibility for local sport facilities and initiatives including:

- the specific location, design, build and fit-out of new local sports facilities within budget parameters agreed with the Governing Body

- the use of local sport facilities and initiatives including leasing and changes of use

- local recreation and sports programmes

· manage local and sub-regional facility partnership relationships, funding or lease agreements and performance reporting

· work together to support facilities that benefit several local board areas.

27. Staff have engaged with local boards informally at various stages throughout the development of the draft plan. Local boards members’ views and concerns have helped shape the key components of the plan.

Previous engagement with local boards showed general support for an investment plan

28. Staff met with local boards between February and April 2018 and sought informal feedback on the key components of the plan.

29. Feedback from local boards was generally supportive of a new investment plan for sports facilities to ensure consistency, efficiency, transparency and outcome delivery.

30. Challenges relating to population growth, land supply and budgetary constraints were highlighted. Local boards also noted challenges specific to their areas and populace.

31. Feedback showed a strong preference to have a flexible approach to accommodate diverse local needs.

Formal local board feedback is sought between February and March 2019

32. Staff are seeking to understand local boards’ views on the draft plan and request a formal decision at local boards’ business meetings during February and March 2019.

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

· the key shifts in the council’s future investment approach in sport (page 4)

· the benefits of sports to Auckland communities, particularly Te Ao Māori (page 9)

· the difference between equity and equality in the context of sport investment (pages 22-23)

· the proposed investment framework (pages 24-36).

Tauākī whakaaweawe Māori

Māori impact statement

34. Sport participation contributes directly to the following ‘Māori Identity and Wellbeing’ outcome in Auckland Plan 2050:

Māori Identity and Wellbeing

· Direction 1 – ‘Advance Māori wellbeing’

· Focus area 1 – ‘Meet the needs and support the aspirations of tamariki and their whanau’

35. According to Sport New Zealand data weekly sport participation of Māori in Auckland (76.8 per cent) is similar to European (76.3 per cent), but higher than Asian (70.7 per cent) and Pasifika (69.1 per cent).

36. Research also show pockets of sedentary Māori who do not have adequate opportunities to participate in sport. They will be a target group for investment.

37. Feedback from the Mana Whenua Forum and Aktive Māori Advisory Group during public consultation on the discussion document informed the development of the plan.

38. A key area of focus was the delivery of outcomes through increased Māori participation. Means of achieving this goal include partnerships with iwi and Māori organisations, to manage demand efficiently and to use sports programmes and facilities as a social hub to strengthen cultural and community connections.

39. Partnerships will draw on Māori-centric models and collective models of learning so that key Māori concepts become embedded in sport service design and delivery.

40. Staff will seek further feedback from the Mana Whenua Forum and Aktive Māori Advisory Group as part of the consultation on the draft plan.

Ngā ritenga ā-pūtea

Financial implications

41. Once adopted, the plan will guide all council investment in sport.

42. An immediate focus will be to establish a clear and contestable process for the allocation of the $120 million Sport and Recreation Facilities Investment Fund established in the Long-term Plan 2018-2028.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. Staff have identified reputational and operational risks associated with the adoption of the draft plan. These risks will be mitigated through regular communication and engagement with key stakeholders.

Type

Risk

Mitigation

Reputational

Some people might worry the plan will change arrangements already in place, or ongoing council investment.

Clear communication with key stakeholders and funding recipients that the plan will guide decisions on future investment only, unless a current project is already scheduled for review.

Operational

The transition to the new investment 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. Changes will be phased in over the next three to five years.

Ngā koringa ā-muri

Next steps

44. Staff will undertake public consultation from February to March 2019.

45. The consultation will be conducted in various forms:

· local boards will be asked to formally indicate their support for the draft plan during business meetings and provide any additional feedback

· the public will be invited to submit their feedback via ShapeAuckland

· targeted interviews will be conducted with community groups including Māori, Pasific and Asian people

· the sport sector will be invited to provide their formal views through Aktive.

46. A summary of consultation feedback and a final plan will be prepared for consideration and adoption by the Environment and Community Committee around May 2019.

47. Implementation of the plan will occur in stages over the next three to five years, depending on council budgetary and planning processes. An indicative timeline of the potential changes is presented in section three of the draft plan.

48. Figure 3 below shows the next steps in a flow chart.

Figure 3: Next steps

This plan will inform the development of other investment plans

49. The draft plan sets out an overarching investment framework to help decision-makers prioritise investment between different sports.

50. Separate, but related plans are being developed to guide council’s investment in golf and play facilities. These plans will be consistent with the overarching framework set out in Increasing Aucklanders’ participation in sport: Investment Plan 2019-2039.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Draft Increasing Aucklanders’ Participation in Sport: Investment Plan 2019-2039	147

Ngā kaihaina

Signatories

Authors

Nancy Chu - Principal Policy Analyst

Authorisers

Paul Marriott-Lloyd, Senior Policy Manager, Parks and Recreation Policy

Lesley Jenkins, RM – Rodney, & Hibiscus & Bays, Acting GM – Local Board Services

Rina Tagore Relationship Manager

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

Authors	Carol McGarry - Democracy Advisor Otara-Papatoetoe
Authorisers