Agenda of Devonport-Takapuna Local Board

No.	Title	Page
a ⇩	21 May 2019 - Devonport-Takapuna Local Board - Notice of Motion - Deputy Notice of Motion - Auckland Transport	9
b ⇩	21 May 2019 - Devonport-Takapuna Local Board - Local Government (Auckland Council) Act 2009 - section 54	11

Devonport-Takapuna Local Board

21 May 2019

Lease and Land Owner Approval for Takapuna Beach Holiday Park

File No.: CP2019/06551

Te take mō te pūrongo

Purpose of the report

1. To request land owner approval for Auckland Council to enter into a lease with Takapuna Beach Holiday Park Limited (TBHPL) for an initial term of 20 years with a right of renewal for 10 years at the property known as Takapuna Beach Campground, located on the northern end of Takapuna Beach Reserve, 22 The Promenade, Takapuna, legally described as Lot 4-10 DP 18501.

2. To request land owner approval for Takapuna Beach Holiday Park Limited (TBHPL) to redevelop the site in accordance with the concept plans, subject to the detailed design being finalised through the regulatory consenting process.

Whakarāpopototanga matua

Executive summary

3. The holiday park is located at 22 The Promenade, Takapuna, which is also known as the northern end of Takapuna Beach Reserve. It is legally described as Lot 4-10 DP 18501, and is held in fee simple by Auckland Council as a classified recreation reserve subject to the Reserves Act 1977. The extent of the site is shown in Attachment A.

4. The local board is aware of the history of the site and previous resolutions supporting a redevelopment of the campground, further details of which are provided in the context section of this report.

5. As part of that process, Auckland Council has satisfactorily completed the required statutory processes of public notification, where there was extensive public support for retaining the holiday park and appropriate engagement with iwi regarding the council’s intention to grant a new commercial lease for the site.

6. On 19 September 2017, the local board resolved its intention to lease the footprint of the current campground site for an initial 20 years, with a further 10 year right of renewal for a new operator to develop an upgraded holiday park (resolution number DT/2017/217).

7. The local board confirmed that Panuku Development Auckland should proceed with an Expressions of Interest and Request for Proposals process to identify an operator with the right vision, capital and operational skills to redevelop and operate a holiday park to be aligned to the local board and community’s expectations. Three applications were received.

8. Panuku Development Auckland has now concluded negotiations with a suitable operator to redevelop the site in accordance with the design principles as previously determined by the local board and the community, subject to receiving the benefit of a lease term to allow a return on such investment.

9. Auckland Council has entered into an Agreement to Lease with the preferred operator that is conditional upon receiving land owner approval from the local board and Minister of Conservation approval, as required under the Reserves Act 1977.

10. Upon receipt of these approvals, Auckland Council will be authorised to enter into a Deed of Lease with Takapuna Beach Holiday Park Limited (TBHPL). The company will undertake the redevelopment works and operate the business on site for the term of the lease.

11. In order to redevelop the campground in accordance with the concept plans, the following works will be required:

(i) The current lessee is obligated to remove its own cabins, caravans and the office building, subject to land owner approval and the re-instatement conditions in the existing lease;

(ii) Panuku Development Auckland will remove or demolish the existing Auckland Council owned buildings (if required as part of the redevelopment site), subject to land owner approval. A plan showing the existing council assets is attached to this report as Attachment D

(iii) Panuku Development Auckland will prepare the underlying site to a standard that will allow for the redevelopment of the site to include a new stormwater swale (or similar) and associated cut and fill to re-contour the lower parts of the site to address the current coastal inundation issues. This will require land owner approval at a later date once the design has been finalised; and

(iv) Takapuna Beach Holiday Park Limited (TBHPL) will undertake the site landscaping works and construct the new buildings in order to provide the following amenities on the redeveloped site:

· camping / tent sites;

· campervan and / or caravan sites;

· small accommodation units;

· family accommodation units;

· communal kitchen, laundry, ablutions, reception office, and other supporting facilities; and

· landscaping, utility services and parking areas.

12. Permitting these activities is essential to give effect to the lease.

13. During the regulatory consent process for the works, the detailed design will be finalised and landlord and land owner approval sought.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) grant a lease to Takapuna Beach Holiday Park Limited (TBHPL) for the site of the Takapuna Beach Campground, located on the northern end of Takapuna Beach Reserve, 22 The Promenade, Takapuna, legally described as Lot 4-10 DP 18501, for an initial term of 20 years, with a further 10 year right of renewal for an upgraded holiday park.

b) grant land owner approval for Takapuna Beach Holiday Park Limited (TBHPL) to undertake works to redevelop the lease site, subject to compliance with the terms of the lease, land owner and regulatory approval processes.

Horopaki

Context

14. A holiday park has operated at the site on the northern end of Takapuna Beach Reserve, 22 The Promenade, Takapuna, for the past 100 years. The property was originally owned by E.W. Alison, the Mayor of Devonport and later Takapuna in the early 1900s and was known as Alison's Paddock. E.W. Alison transferred ownership to the Devonport Steam Ferry Company which he ran in 1912, and fourteen holiday cabins were subsequently built on the site. In 1929, L.L. Speedy purchased the property from the North Shore Transport Company and added nine flats, four sleeping lodges, an office, a caretaker's lodge and store. It was known as the 'Takapuna Tourist Court' and was sold in 1962 to New Zealand Breweries. Takapuna City Council purchased the land in 1977.

15. The current lease between Auckland Council and Real Kiwi Holiday Company expired on 31 March 2013. The tenant has continued to operate on a “holdover basis” consistent with the lease terms but varying the rent formula to be a percentage of turnover. The agreement to allow the tenant to remain on a month to month basis was to enable the council to undertake the required investigations as to the future use of the site.

16. On 15 November 2016, the local board resolved to confirm its support for “an upgraded beach holiday park and campground activity, in the same location on the same leased area, within the Northern Activity Zone of the Takapuna Beach Reserve” (resolution number DT/2016/200 & 201).

17. In March 2017, an Expression of Interest (EOI) and Request for Proposals (RFP) documents were developed to outline the design principles determined by the local board and the community.

18. On 19 September 2017, the local board resolved its intention to lease the footprint of the current campground site for an initial 20 years, with a further 10 year right of renewal for a new operator to develop an upgraded holiday park (resolution number DT/2017/217).

19. Panuku Development Auckland then proceeded with an EOI and RFP process that concluded in April 2018, resulting in three applications being received. Commercial negotiations with the first-ranked applicant commenced; however, that applicant withdrew from the process in late 2018. Panuku Development Auckland then entered into discussions with the second-ranked applicant which caused a subsequent delay in presenting further information to the local board.

20. Panuku Development Auckland has now concluded negotiations with Takapuna Beach Holiday Park Limited (TBHPL) for the lease and redevelopment of the site as per the concept plans attached to this report that were developed in accordance with the design principles.

21. On commencement of the lease it is intended that the campground operation will continue in a basic form whilst final design drawings are prepared, and regulatory approvals are sought. The content of the resource and building consent applications will be subject to approval by the council acting in its capacity as land owner, landlord and regulatory authority.

22. Once the regulatory consents are obtained, the site will be briefly closed to enable the underlying site preparation and redevelopment works to occur. The tenant will be required to complete the redevelopment before mid-2022 as per the lease obligations.

23. A table outlining the background and timeline of events to lease the reserve for an upgraded holiday park is attached to this report as Attachment C.

Tātaritanga me ngā tohutohu

Analysis and advice

Grant a lease of 22 The Promenade, Takapuna

24. To complete the Reserves Act 1977 process to issue a new lease (as outlined in the previous section of this report), the local board must grant land owner approval to enable council to enter into a lease with TBHPL on the footprint of the current campground site on the northern end of Takapuna Beach Reserve (22 The Promenade, Takapuna) for a term of an initial 20 years, with a further 10 year right of renewal for an upgraded holiday park

Land owner approval for physical improvement works and upgrades

25. The works to upgrade the holiday park include a number of proposed physical improvements to the site which require land owner approval from the local board. The improvement activities include:

· landscaping works to significantly improve storm water and run-off issues on the reserve;

· demolition and / or removing existing buildings; and

· construction of new, upgraded building, site utilities and hard paving / roads.

26. The benefits of permitting these activities are:

· that the landscaping improvements to the reserve may include new swales and associated cut and fill to re-contour the lower parts of the site. It will also address the current coastal inundation issues and run-off following major storm events; and

· the works will significantly improve the physical amenity of the reserve.

27. The tenant is committing significant investment into the site to include the upgrade of the facilities.

28. Panuku Development Auckland is funding the removal of existing council owned buildings to enable TBHPL to build new structures as part of the redevelopment.

29. Panuku Development Auckland will also fund the development of the swale (or similar).

30. This development maximises the upgrade potential and is aligned to the local board’s vision for the reserve.

31. On termination of the existing lease, the current lessee is obligated to remove their assets (i.e. the static caravans, cabins and office building). Subject to the condition of these structures and negotiation between the current and new operator, some of these structures may pass to the new operator and temporarily remain on site until the redevelopment occurs.

32. Permitting these activities is essential to give effect to the lease. Concept renders showing indicative perspective views of the proposed holiday park are included as Attachment B. These concept renders include provision for:

· camping / tent sites;

· campervan and / or caravan sites;

· small accommodation pod units;

· family accommodation units;

· communal kitchen, laundry, ablutions, reception office, and other supporting facilities; and

· landscaping, utility services and parking areas.

33. Alternate uses for the northern end of Takapuna Beach Reserve at 22 The Promenade have previously been considered and addressed throughout the Reserves Act 1977 statutory process. The recommendations in this report are consistent with the local board’s direction and objective to create an upgraded beach holiday park and campground activity, in the same location and on the current leased area.

34. It is recommended that the local board grant the lease and land owner approval to The Takapuna Beach Holiday Park Limited (TBHPL) so that the upgrade of the holiday park can commence.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

35. Panuku Development Auckland received advice as shown in paragraph 11 of this report from council’s Land Advisory Services team regarding the further land owner approvals required from the local board, prior to any regulatory consent applications being submitted for the swale (or similar), landscaping and redevelopment works.

36. Panuku Development Auckland has also worked closely with local board staff to ensure that the granting of the lease and land owner approval forming part of this report is aligned to the local board’s vision for the site.

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

Local impacts and local board views

37. The Devonport-Takapuna Local Board has been an integral part of and a driving force behind the holiday park lease process to date.

38. As outlined in the report, it is important to note that although Panuku Development Auckland is responsible for the management of commercial activities, such as the lease for the operation of a holiday park, final decision-making around leasing on local parks and reserves is allocated to the local board. Panuku Development Auckland will give effect to and implement the lease.

39. The use of the reserve for the holiday park and associated camping activities is supported by the Devonport-Takapuna Local Board Plan 2017 Outcome: “Quality parks, beaches and open spaces that everyone can enjoy”, as it ensures there is open space for use and enjoyment of the growing population.

Tauākī whakaaweawe Māori

Māori impact statement

40. Prior to the statutory consultation process required for lease notification under the Reserves Act 1977, 19 iwi were invited to participate in a 1 August 2016 visioning workshop. The visioning workshop identified the strong desire by the stakeholders and mana whenua partners present on the day to ensure a strong cultural footprint is reflected in the upgraded facility.

41. Prior to the instigation of the lease notification process, council identified 13 mana whenua groups having an interest in the Devonport-Takapuna Local Board area as follows:

· Ngāti Whātua o Kaipara;

· Te Rūnanga o Ngāti Whātua;

· Ngāti Whātua o Ōrākei;

· Ngāi Tai Ki Tāmaki;

· Te Kawerau a Maki;

· Ngāti Tamaoho;

· Te Akitai Waiohua;

· Ngāti Te Ata Waiohua;

· Ngāti Paoa;

· Ngāti Maru;

· Ngāti Whanaunga;

· Ngāti Tamaterā; and

· Te Patukirikiri

Ngā ritenga ā-pūtea

Financial implications

42. Should the local board decline the land owner approval application and lease for Takapuna Beach Reserve, 22 The Promenade, it would result in the following:

· TBHPL will be unable to proceed with the site redevelopment and is likely to withdraw from the process;

· the local board will be required to provide further direction on the future use of the land, which may include another EOI or RFP process should a holiday park still be a preferred use;

· the timeframes for finding a suitable operator or alternative use will be extended, and will result in additional costs and delays to council; and

· delays to the redevelopment of the site will result in loss of rental and operational revenue for Auckland Council and will result in a vacant inaccessible site.

· the loss of faith and confidence in the processes of council within the community, who have been advocating for a long time for the retention and upgrade of a holiday park on that site.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. If the lease and land owner application is not approved, the risk is that:

· the tenderer will not be able to proceed;

· the current process will end, and the local board will need to commence further work to determine use and activities on the reserve;

· the current premises appear to have potential issues with greywater and/or wastewater from the site. The development of the new facility will include the upgrade to existing wastewater/greywater systems within the site, and hence eliminate these potential environmental issues; and

· the existing campground and facilities are approaching the end of their useful life and therefore require a timely decision to enable the upgrade in the short term to secure the involvement of TBHPL and allow work to occur between peak seasons where possible. If this did not occur Auckland Council would be liable for the removal of its campground assets and re-instatement to a council reserve.

44. By granting a long-term lease, the risks above are mitigated as the proposed operator will be able to manage the financial risks associated with the capital development costs over a 20 to 30-year period.

Ngā koringa ā-muri

Next steps

45. If the local board grants the land owner application, Auckland Council will enter into the deed of lease with TBHPL and seek final approval from the Minister of Conservation. Ministerial approval is held under delegated authority by the General Manager of Community Facilities, in accordance with the requirements of the Reserves Act 1977.

46. On receiving Ministerial consent, the Agreement to Lease will become unconditional. The following steps will then be undertaken:

· termination notice given to the current operator;

· the existing non-council owned assets may be removed from the site;

· the lease to TBHPL commences;

· holiday park closes for the remediation works (expected to take 3-6 months);

· further land owner approval from the local board is sought for the swale (or similar) and further works relating to those activities outlined in Attachment B;

· regulatory approvals obtained for works relating to those activities outlined in Attachment B;

· holiday park closes for two to three months to allow for the removal of the council owned assets, the creation of the swale (or similar) and the further works relating to the activities outlined in Attachment B;

· holiday park re-opens; and

· final landscaping completed.

47. The site will be fully redeveloped by 2022 as per the obligations within the lease.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site plan indicating location and extent of holiday park lease area	21
b ⇩	Concept renders showing proposed redeveloped holiday park (indicative only)	23
c ⇩	Table outlining background and timeline of events for establishing a new lease for the property	29
d ⇩	Existing site plan showing location of existing council owned assets	31

Ngā kaihaina

Signatories

Authors

Lucy Oliver - Commercial Property Manager

Raewyn Sendles - Land Use Advisor

Authorisers

Ian Wheeler - Director Portfolio Management, Panuku Development Auckland

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 May 2019

Business Improvement District Programme Compliance Report to Devonport-Takapuna Local Board for FY 2017-18

File No.: CP2019/05083

Te take mō te pūrongo

Purpose of the report

1. To seek the Devonport-Takapuna Local Board’s recommendation to the Governing Body to strike the BID (Business Improvement District) targeted rates for the Devonport, Milford Village and Takapuna Beach business associations for the 2019-2020 financial year.

Whakarāpopototanga matua

Executive summary

2. Auckland Council’s Business Improvement District (BID) programme supports business associations by collecting a targeted rate from commercial properties within a defined geographic area. The funds from the targeted rate are then provided by way of a grant to the relevant BID.

3. The BIDs are incorporated societies that are independent of council. For the council to be confident that the funds provided to the BIDs are being used appropriately, council requires the BIDs to comply with the Business Improvement District (BID) Policy (2016) (Hōtaka ā-Rohe Whakapiki Pakihi), known as the BID Policy.

4. The BID Policy was developed to encourage improved governance of BID committees and staff to improve financial management, programme delivery and transparency to their members.

5. This report indicates that the Devonport, Milford Village and Takapuna Beach business associations comply with the BID Policy. Information presented in this report is based on documents submitted by these business associations to council’s BID programme team.

6. Staff recommend that as the BIDs have met the requirements of the BID Policy, the Devonport-Takapuna Local Board should, therefore, recommend to the Governing Body to strike the targeted rates sought by the BIDs.

Ngā tūtohunga

Recommendation

That the Devonport-Takapuna Local Board:

a) recommends to the Governing Body to strike the targeted rate for inclusion in the Annual Budget 2019-2020 for the following Business Improvement District (BID) programmes:

i. $120,000 for Devonport Business Association;

ii. $137,332 for Milford Village Business Association; and

iii. $443,895.10 for Takapuna Beach Business Association.

Horopaki

Context

7. The council adopted the Business Improvement District (BID) Policy (Hōtaka ā-Rohe Whakapiki Pakihi) in 2016. This policy outlines the principles behind the council’s BID programme; creates the process for establishing, expanding, and disestablishing BIDs; prescribes operating standards and guidelines; and sets accountability requirements. Attachment A provides an overview of key elements of the BID programme.

8. BID targeted rates are applied to all commercially-rated properties within a designated area around a town centre or commercial precinct. Those funds are transferred to the business association operating the BID programme.

9. There are currently 48 BID programmes throughout Auckland which represent more than 25,000 businesses and a combined $17.7 million in targeted rates investment. Refer to Attachment B for current and proposed targeted rates budgets for all BIDs.

10. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BIDs. One of these is to annually recommend BID targeted rates to the Governing Body. The local board should recommend the striking of the targeted rate if it is satisfied that the BID is substantially complying with the BID Policy.

11. Recommendations arising from this report are put into effect with the Governing Body’s approval of the Annual Budget 2019-2020 and striking of the targeted rate.

12. This report is a requirement of the BID Policy (2016). The local board must decide whether to endorse the BID targeted rates.

Tātaritanga me ngā tohutohu

Analysis and advice

13. The council’s BID programme team monitors compliance with the BID Policy on an ongoing basis and provides governance advice to BID-operating business associations as needed or requested.

14. As BID programmes are operated by private independent societies, their programmes and services are provided according to their members’ stated priorities. In recognition of their independent corporate status, the policy does not prescribe standards for programme effectiveness. Staff, therefore, cannot base recommendations on these factors, but only on the policy’s express requirements.

Compliance with the BID Policy

15. The BID Policy is the means for council to ensure accountability for BID targeted rate funding and to encourage good governance. This is achieved by requiring regular reporting by BID-operating business associations specifically by providing to council the following documents, and staying in touch with their local board(s) at least once a year:

· Current strategic plan – evidence of achievable medium to long-term opportunities.

· Audited accounts – assurance that the BID-operating business association is managing its members’ BID targeted rate funds responsibly.

· Annual report on the year just completed – evidence that programmes are addressing priority issues that benefit BID targeted ratepayers.

· Business plan for the coming year – detailed one-year programme, based on the Strategic Plan, to be achieved and resourced.

· Indicative budget for the following year – Auckland Council’s Annual Budget requires targeted rates to be identified a year in advance to inform the Annual Budget process which sets all rates.

· Board charter – establishes guidelines for effective board governance and positive relationships between the association and its members.

· Annual accountability agreement – certification that these requirements have been met.

· Programme agreement – a good faith agreement between each BID-operating business association and council that sets basic parameters of the council-business association relationship.

16. The BID Policy (2016) requires each business association to ratify the BID grant amount/targeted rate and budget for the following financial year. The Devonport, Milford Village and Takapuna Beach business associations presented for members’ approval, their 2019-2020 BID grant amount/targeted rate and budget at their 2018 AGMs. Their 2018 AGM minutes show resolutions supporting this action and requesting the Devonport-Takapuna Local Board to recommend to the Governing Body the striking of the BID targeted rate for 2019-2020.

17. The Devonport, Milford Village and Takapuna Beach business associations comply with the BID Policy and, therefore, it is recommended that the Devonport-Takapuna Local Board recommends to the Governing Body the striking of the targeted rate relevant to these business associations.

18. The recommendation of this report is supported by evidence of compliance with the BID Policy by the Devonport, Milford Village and Takapuna Beach business associations. Refer to Attachments C, D, and E for details.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. The proposed decision does not impact other parts of the council group.

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

Local impacts and local board views

20. Recommending that the Governing Body strikes the targeted rates for the Devonport, Milford Village and Takapuna Beach business associations means that these BID programmes will continue to be funded from targeted rates on commercial properties in their districts; and provide services in accordance with their members’ priorities as stated in their strategic plans.

21. By continuing these services and programmes, the Devonport, Milford Village and Takapuna Beach business associations should better serve their town centres and members, and support business growth.

22. The BID programme team does not comment on the effectiveness of individual BID programmes as that is a matter for elected members to assess.

23. The Devonport-Takapuna Local Board approved a similar recommendation for the BID programmes last year (resolution number DT/2018/72), as did the other 17 local boards that have BID programmes operating in their areas.

24. Several local boards provide additional funding to local business associations; however, accountability for that funding is set by funding agreements between the relevant local board and the business association. Those requirements are apart from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

25. BIDs work for the benefits of all members, including Māori businesses.

Ngā ritenga ā-pūtea

Financial implications

26. There are no financial implications for the local board. Targeted rates for BID-operating business associations are raised directly from commercial ratepayers in the district and used by the business association for improvements within that district. The council’s financial role is only to collect the BID targeted rates and pass them directly to the business association on a quarterly basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. There are reputational risks to the council if ratepayer funds are misused, but this is rare. Otherwise, there are no direct financial risks to the local board or council that could result from this recommendation to approve the BID targeted rates.

28. The requirements of the BID Policy are intended to help minimise the potential for BIDs to misuse funds, by requiring each BID to plan for the intended use of funds, report on its activities to its members, and to have its accounts audited.

Ngā koringa ā-muri

Next steps

29. If the board endorses this report, it will recommend to the Governing Body that the BID targeted rates be struck as part of its approval of the Annual Budget 2019-2020.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	BID programme key elements	37
b ⇩	BID programme budgets	39
c ⇩	Devonport	41
d ⇩	Milford Village	43
e ⇩	Takapuna Beach	45

Ngā kaihaina

Signatories

Author

Paul Thompson - BID Programme Specialist

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Eric Perry - Relationship Manager

No.	Title	Page
a ⇩	Auckland Transport May 2019 Report	49
b ⇩	AT Quarterly Report on activites in the Devonport-Takapuna Local Board Area	53
c ⇩	Travelwise School Activities	55

Devonport-Takapuna Local Board

21 May 2019

Devonport-Takapuna Local Grants Round Two 2018/2019 grant allocations

File No.: CP2019/05793

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for Devonport-Takapuna Local Grants Round Two 2018/2019 including multiboard applications.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received for Devonport-Takapuna Local Grants Round Two 2018/2019 (refer Attachment B) including multiboard applications (Attachment C).

3. The Devonport-Takapuna Local Board adopted the Devonport-Takapuna Local Board Community Grants Programme 2018/2019 on 23 May 2018. The document sets application guidelines for community contestable grants.

4. The local board has set a total community grants budget of $237,500 for the 2018/2019 financial year. A total of $87,461.99 has been allocated in previous grant rounds. This leaves a total of $150,038.01 to be allocated to one local grant round and one quick response grant round.

5. Thirty-four applications were received for Devonport-Takapuna Local Grants, Round Two 2018/2019, requesting a total of $260,063 and thirteen multiboard applications were also received requesting a total of $58,898.40.

Ngā tūtohunga

Recommendations

That the Devonport-Takapuna Local Board:

a) agree to fund, part-fund or decline each application in Devonport-Takapuna Local Grants Round Two 2018/2019 listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG1902-203	Depot Arts and Music Space Trust	Arts and culture	Towards the cost of replacement of software and recording equipment.	$6,000.00	Eligible
LG1902-205	Auckland Sinfonietta Trust	Arts and culture	Towards the travel expenses of 36 musicians for the “2019 Auckland Sinfonietta Concert Series two -Beethoven” on 24 August 2019.	$4,250.00	Eligible
LG1902-208	Losalio Milika Pusiaki	Arts and culture	Towards the cost of running a free 10 week Tongan dance class at the Mary Thomas Centre for Tongan youth in the Devonport-Takapuna Local Board area.	$2,000.00	Eligible
LG1902-223	Aotearoa Kinesthetic Educational Entertainment (Ltd)	Arts and culture	Towards the workshop tutor fees, puppet materials and labour costs of making puppets for workshops and production premiere season “Mama Long-fin” at the Pumphouse Theatre.	$6,000.00	Eligible
LG1902-229	Victoria Theatre Trust Board	Arts and culture	Towards the cost of venue hire, actors' and directors fee, rights, graphic design, script printing for the "Roger Hall Season" between 23 June 2019 to 7 July 2019.	$4,473.00	Eligible
LG1902-232	NZ Barok Incorporated	Arts and culture	Towards the cost of a free Baby Baroque concert in Takapuna on 12 July, specifically the cost of performers, venue hire and management, production and marketing.	$2,500.00	Eligible
LG1902-234	The Rose Centre Incorporated	Arts and culture	Towards the participation cost of a strategic planning and governance workshop for the Rose Centre board members.	$3,000.00	Eligible
LG1902-247	James Bell	Arts and culture	Towards the venue hire cost for “The Lion in Winter” production at the Rose Centre.	$1,000.00	Eligible
LG1902-206	Devonport Business Association Incorporated	Community	Towards the operating cost of “Devonport Visitor Information Centre” for the period of July 2019 to June 2020.	$8,700.00	Eligible
LG1902-211	Bays Youth Community Trust	Community	Towards the cost of staff training and supervision for the youth trust.	$5,000.00	Eligible
LG1902-215	Renew Rehabilitation Charitable Trust	Community	Towards the cost of delivering three six week mental health and wellbeing courses for free at the Devonport Community House.	$4,560.00	Eligible
LG1902-217	Kids Safe with Dogs Charitable Trust	Community	Towards printing, instructor facilitation, and administration costs for the Kids Safe programme.	$6,069.00	Eligible
LG1902-221	Transformation Academy Trust	Community	Towards the cost of volunteer support, venue hire, workshops, resource materials, stationery and training for the period of 1 June 2019 to 31 May 2020.	$27,000.00	Eligible
LG1902-228	Dance Therapy NZ	Community	Towards the cost of venue hire, marketing, programme facilitation, equipment, coordination and adminstration costs for ‘Dance 4 Us’ and ‘Stars’ north shore workshops between 25 July 2019 to 14 December 2019.	$5,000.00	Eligible
LG1902-242	Youthline Auckland Charitable Trust	Community	Towards the cost of volunteer training and the telecommunications for the Youthline free “24/7 Helpline” service.	$3,300.00	Eligible
LG1902-243	Devonport Community House Incorporated	Community	Towards the upgrade of the alarm system and the annual costs associated with monthly monitoring of the alarm system for the Devonport Community House between June 2019 to June 2020.	$2,032.00	Eligible
LG1902-244	YMCA North Incorporated	Community	Towards the “Raise Up North Shore” crew volunteer and event costs.	$4,000.00	Eligible
LG1902-218	The Centennial Park Bush Society	Environment	Towards costs for a contractor to remove and dispose of weeds from Campbells Bay School Bush and Greville Reserve.	$25,860.00	Eligible
LG1902-237	Restoring Takarunga Hauraki under the umbrella of Devonport Peninsula Trust	Environment	Towards plants, soil, volunteer costs and signage for the "Bayswater Primary Native Plant Restoration Project"	$2,600.00	Eligible
LG1902-238	Global Action Plan Oceania	Environment	Towards a part-time coordinator role and project costs for the group.	$30,000.00	Eligible
LG1902-216	Lions Club Of Devonport Charitable Trust	Events	Towards the compliance costs, specifically the cost of traffic management, medical services and road closure notices for the Devonport Lions Santa Parade on 1 December 2019.	$4,425.00	Eligible
LG1902-230	Takapuna Rocks Limited	Events	Towards the costs of a council permit, traffic management, waste management, stage sound and lighting, security, port-a-loos, insurance and bands for a community fundraising classic car show event in Takapuna on 26 October 2019.	$14,780.00	Eligible
LG1902-235	Michael King Writers' Studio Trust	Historic Heritage	Towards a kitchen floor upgrade at the Michael King Studio.	$1,983.00	Eligible
LG1902-204	Stanley Bowling Club Incorporated	Sport and recreation	Towards the cost of a greenkeeper, sand for levelling and aeration services for the green renovation at the Stanley Bowling Club between 3 June 2019 to 1 November 2019.	$3,000.00	Eligible
LG1902-209	Ngataringa Tennis Club Incorporated	Sport and recreation	Towards the cost of 300 electronic access tags for the Tennis New Zealand "Book a Court" project.	$4,320.00	Eligible
LG1902-219	Milford Tennis Club Incorporated	Sport and recreation	Towards the costs of a new club house fit-out and outdoor pergola.	$15,000.00	Eligible
LG1902-220	North Shore United Association Football Club Incorporated	Sport and recreation	Towards the cost of building materials and labour for the "Bayswater Park changing rooms maintenance".	$5,700.00	Eligible
LG1902-233	Nga Kaihoe o Aotearoa (Waka Ama New Zealand) Incorporated	Sport and recreation	Towards the venue hire and support boats costs for the 2020 Takapuna Beach Cup from 14 February to 16 February 2020.	$5,800.00	Eligible
LG1902-236	Gymnastics Community Trust	Sport and recreation	Towards the purchase of four floor rolls to cover the floor in the new room at the Eventfinda Stadium.	$9,800.00	Eligible
LG1902-245	Forrest Hill Milford United Association Football Club Incorporated	Sport and recreation	Towards the purchase of corner posts and goal nets for the Forrest Hill Milford United Association Football Club.	$3,868.00	Eligible
LG1902-248	Forrest Hill Milford United Association Football Club Incorporated	Sport and recreation	Towards the cost of the club's "Injury Prevention Programme".	$8,264.00	Eligible
LG1902-240	New Zealand Dance Advancement Trust	Arts and culture	Towards the artistic costs for the creation and delivery of Matariki for Tamariki.	$9,380.00	Ineligible
LG1902-246	North Shore Marathon Limited	Events	Towards the cost of traffic management and public notification for the "North Shore Marathon, half marathon, quarter marathon, five kilometre, kids marathon" on 8 September 2019.	$9,536.00	Ineligible
LG1902-210	Forrest Hill Milford United Association Football Club Incorporated	Sport and recreation	Towards the purchase of a dugout plus wheels for use at Becroft Park.	$10,863.00	Ineligible
Total				$260,063.00

b) agree to fund, part-fund or decline each application in Devonport-Takapuna Multiboard Round Two 2018/2019, listed in Table Two below:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB1819-225	The Kids for Kids Charitable Trust	Arts and culture	Towards venue hire and production costs of the "Kids for Kids" event in Takapuna.	$2,570.20	Eligible
MB1819-231	The Operating Theatre Trust	Arts and culture	Towards two productions "We're going on a Bear Hunt and "The Little Yellow Digger" including hosting volunteers, rehearsal room, venue and ticketing costs, costume and set materials held at The Pumphouse Theatre.	$10,000.00	Eligible
MB1819-206	North Shore Centres of Mutual Aid Incorporated	Community	Towards operational costs for the eight centres from 1 July to 31 December 2019.	$7,500.00	Eligible
MB1819-213	StarJam Charitable Trust	Community	Towards costs for StarJam Auckland: music performances for young people with a disability from 3 June 2019 to 3 February 2020.	$3,400.00	Eligible
MB1819-249	Children's Autism Foundation	Community	Towards the outreach service delivery for children with autism from 1 June 2019 to 1 May 2020.	$7,200.00	Eligible
MB1819-258	Neighbourhood Support North Shore	Community	Towards wages for a manager and operating expenses to maintain and grow neighbourhood support groups on the North Shore.	$5,000.00	Eligible
MB1819-263	PHAB Association (Auckland) Incorporated	Community	Towards wages and administration costs for the "PHAB diversity for all" project from 3 June 2019 to 20 December 2019.	$6,300.00	Eligible
MB1819-271	Hearts & Minds NZ Incorporated	Community	Towards updating and printing the Support Services Directory 2019 to 2021 for the North Shore, Waitakere and Rodney areas.	$3,000.00	Eligible
MB1819-220	Project Litefoot Trust	Environment	Towards a contribution for the overall costs of the project, including salaries, materials installed at the club, administration costs, travel costs, and promotion for Project Litefoot.	$3,247.95	Eligible
MB1819-233	Environmental Education for Resource Sustainability Trust Paper4trees	Environment	Towards the purchase and delivery of 7,433 native trees and to replace 825 classroom recycling bins in schools and preschools participating in the Paper4trees programme across Auckland.	$3,226.25	Eligible
MB1819-212	Harbour Sport Trust	Events	Towards costs to run the “Mud Rush” event in 2019, including toilets, changing rooms, stage, sound system, fencing, ambulance, printing costs, bins, generators and heaters, water truck, and photographer.	$4,000.00	Eligible
MB1819-238	North Harbour Hockey Association	Sport and recreation	Towards venue hire, programme coordinator fees and coaching costs for the fun sticks children’s hockey programme in 2019, for four to seven-year olds.	$1,454.00	Eligible
MB1819-214	Tuileapa Youth Mentoring Service	Community	Towards a contribution for salaries of mentors operating services for Pacific and Maori youth.	$2,000.00	Ineligible
Total				$58,898.40

Horopaki

Context

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

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

8. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

9. The Devonport-Takapuna Local Board adopted the Devonport-Takapuna Local Board Community Grants Programme 2018/2019 on 23 May 2018. The document sets application guidelines for community contestable grants.

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

11. The local board has set a total community grants budget of $237,500 for the 2018/2019 financial year. A total of $87,461.99 has been allocated in previous grant rounds. This leaves a total of $150,038.01 to be allocated to one local grant round and one quick response grant round.

12. Tātaritanga me ngā tohutohu

Analysis and advice

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. The main focus of an application is identified as arts, community, events, sport and recreation, environment or heritage. Based on the main focus of an application, a subject matter expert from the relevant department, will provide input and advice.

15. The grants programme has no identified impacts on council-controlled organisations and therefore their views are not required.

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

Local impacts and local board views

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

17. The board is requested to note that section 48 of the Community Grants Policy states; ‘we will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time’.

18. A summary of each application received through Devonport-Takapuna Local Grants, Round Two 2018/2019 and multi-board applications is provided in Attachment B and Attachment C.

Tauākī whakaaweawe Māori

Māori impact statement

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

20. Thirteen applicants applying to local grant round two, has indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

22. The local board has set a total community grants budget of $237,500 for the 2018/2019 financial year. A total of $87,461.99 has been allocated in previous grant rounds. This leaves a total of $150,038.01 to be allocated to one local grant round and one quick response grant round.

23. Thirty-four applications were received for Devonport-Takapuna Local Grants, Round Two 2018/2019, requesting a total of $260,063 and thirteen multiboard applications were also received requesting a total of $58,898.40.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

25. Following the Devonport-Takapuna Local Board allocating funding for round two of the local grants and multiboard, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Devonport-Takapuna Local Board Grants Programme 2018/2019	67
b ⇩	Devonport-Takapuna Local Grants Round Two 2018/2019 applications	71
c ⇩	Devonport-Takapuna Multiboard Grants Round Two 2018/2019 applications	205

Ngā kaihaina

Signatories

Author

Moumita Dutta - Community Grants Coordinator

Authorisers

Marion Davies - Grant Operations Manager

Shane King - Head of Operations Support

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 May 2019

PDF Creator

Devonport-Takapuna Local Board

21 May 2019

Remuneration Authority - policy on child care allowances

File No.: CP2019/07788

Te take mō te pūrongo

Purpose of the report

1. To provide feedback on the Remuneration Authority’s proposed policy on child care allowances.

Whakarāpopototanga matua

Executive summary

2. The Remuneration Authority has previously received submissions from members in other councils stating that if childcare were a claimable expense, then serving in local government might be a more realistic option for parents who are currently deterred from considering the role because of the costs of childcare. Some jurisdictions in other countries provide such allowances.

3. The authority has distributed its proposed policy in order to get feedback from councils and individual elected members. The proposed policy is in Attachment A. The authority has asked for feedback by 31 May 2019 and intends to include the provision in its determination that comes into force on 1 July 2019.

4. At present, the authority determines allowances for vehicle mileage, travel time and communications. Each individual council considers its approach to the expenses and allowances and writes its own policies within the upper limits set by the authority. If the authority determines that childcare allowances are permissible, the council could include, within the framework established by the authority, specific rules in the council’s expenses policy.

5. A draft submission on the proposed policy has been prepared and is attached as Attachment B. Elected members can provide individual comments to the Remuneration Authority if they wish by 31 May 2019.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) endorse the draft Auckland Council submission on the Remuneration Authority’s proposed policy on childcare allowances.

Horopaki

Context

6. Local Government New Zealand (LGNZ) has formed a Young Elected Members (YEM) committee with members representing LGNZ zones. These are elected members who are under the age of 40 years. The YEM network has raised the matter of childcare costs with the Remuneration Authority. They cite examples such as a member of a smaller council who is 24 years of age and on a salary of $18,707. Another, struggling to pay for childcare on her councillor’s salary of $20,634, opted instead to bring her child to meetings^{^[1]}.

7. The group makes the point that other costs of attending to council duties can be claimed, such as mileage and communications, but not the cost of childcare. The group is broadly interested in developing the ability of younger elected members.

8. The Remuneration Authority has researched childcare allowances and is now inviting feedback on its draft policy, which includes the eligibility and payment conditions which will be included in the authority’s formal determination.

Tātaritanga me ngā tohutohu

Analysis and advice

9. The Remuneration Authority has recognised the need to address childcare costs if those with families are not to be deterred from standing for local government office.

10. Salaries paid to Auckland local board members and Governing Body members are generally higher than in smaller council districts in New Zealand, where it is likely elected members particularly struggle to meet childcare costs from their salaries. Nevertheless, the provision of the allowance may encourage greater diversity in those standing for election in Auckland.

11. The cost to the council and the ratepayer is reasonable in terms of the total budget for elected members’ remuneration but is a significant help for the member who has to arrange childcare. The policy places a cap of $6000 per annum for any member. LGNZ statistics show that approximately 6 per cent of elected members are 40 years of age or below^{^[2]}. On that basis, if 6 per cent of members (10 members) claimed the allowance, the cost to Auckland Council would be $60,000.

12. The Remuneration Authority indicates it is in discussion with the Inland Revenue Department about how the allowance will be treated for tax purposes (as income or as an expense reimbursement). It is possible it will be taxed at source (that is by the council) prior to payment.

13. Payment of the allowance under the proposed conditions requires evidence of the expense incurred. This is supported.

14. The allowance cannot be paid to family members. This is supported.

15. The proposed conditions state that a local authority may pay the childcare allowance as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business. This wording may be too wide. Consider a member who has regularly arranged childcare, irrespective of undertaking council duties, deciding to spend two hours preparing for the next council meeting while the children happen to be in childcare. The member would be ‘engaged on local authority business’ and could claim the childcare cost of those two hours.

16. Staff researched conditions around payment by other councils in other jurisdictions. One council simply paid the full cost of child care. Another specified the meetings and events that could be claimed. Staff believe the intent of the provision is to make a contribution toward the cost of childcare where necessary in order for the member to undertake council duties, such as attend meetings. The wording should indicate more clearly that the payment is for childcare costs that are necessary in order for the member to undertake council duties, and are not simply childcare costs that are incurred at the same time the member is undertaking council duties and would have been incurred anyway, if the member was not attending to council duties.

17. Other conditions are:

(i) the child is under 14 years

(ii) payment cannot be greater than $15 per hour and cannot be greater than the actual expense

(iii) childcare cannot be for more than 8 hours in any 24-hour period.

18. These are supported.

19. Staff recommend that the council supports the proposed policy with the comment, outlined above, that the purpose should more clearly reflect that the expense is a necessary expense in order for the member to attend to duties.

20. Staff also note that the council itself will decide its own provisions to include in its expenses policy, within the framework set by the authority.

21. Members can provide individual comments to the Remuneration Authority if they wish, by 31 May 2019.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. The Remuneration Authority’s policy applies only to elected members and does not impact the group.

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

Local impacts and local board views

23. The policy affects all elected members, including local board members.

Tauākī whakaaweawe Māori

Māori impact statement

24. The Remuneration Authority’s policy may assist those in the Māori community who are potential candidates for election but are deterred by the costs of childcare.

Ngā ritenga ā-pūtea

Financial implications

25. There will be financial implications. As noted in the body of the report, the additional cost is likely to be less than $60,000 and will impact the cost centre for elected members’ remuneration.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. There is a small risk of the provision being abused (false claims submitted). The requirement for evidence of the amount paid will mitigate this risk.

Ngā koringa ā-muri

Next steps

27. This report is being presented to local boards for their feedback. It is also being circulated to Governing Body members for their feedback. The draft submission will be amended if there is a clear majority position in favour of an amendment.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Childcare allowance proposed draft policy paper	281
b ⇩	Remuneration Authority draft policy - child care allowances - submission	289

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 May 2019

New community lease to North Shore Bridge Club Incorporated, Killarney Park, 39 Killarney Street, Takapuna

File No.: CP2019/06978

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to North Shore Bridge Club Incorporated, for part of Killarney Park, 39 Killarney Street, Takapuna.

Whakarāpopototanga matua

Executive summary

2. North Shore Bridge Club Incorporated holds a ground lease with the former North Shore City Council for its clubrooms on Killarney Park. The club’s lease totalling 20 years reached final expiry on 31 March 2019. The club has requested a new community lease to continue its activities. The club is a well-run organisation that provides a competitive and social bridge playing environment for its members.

3. Killarney Park covers 4.8 hectares across 18 parcels of land within SO 69461. The North Shore Bridge Club Incorporated occupies part of Lot 1 DP66576 and being part Allotment 79 Parish of Takapuna, which is held in fee simple by Auckland Council as a classified recreation reserve, subject to the provisions of the Reserves Act 1977.

4. As provided in the Auckland Council Community Occupancy Guidelines 2012, groups owning their own buildings have an automatic right to apply for a new lease at the end of their occupancy term. There is no requirement to undertake an expression of interest process.

5. The recommended lease term for groups owning their own building on council land is an initial 10-year term with one right of renewal of 10 years.

6. The operative reserve management plan for Killarney Park (Lake Pupuke- Pupukemoana Reserve Management Plan) adopted in July 2005 contemplates a lease to the club for its clubrooms for the purposes of playing bridge. There are no changes to the leased area. This means public notification and/or iwi engagement prior to any new lease being granted is not required in accordance with section 54 (2A) of the Reserves Act 1977.

7. This report recommends that the Devonport-Takapuna Local Board grant a new community lease to North Shore Bridge Club Incorporated for the site it occupies on Killarney Park. The proposed term is an initial term of 10 years commencing 1 April 2019 with one 10 year right of renewal.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) grant a new community lease to North Shore Bridge Club Incorporated for 303m² (more or less) being part of Killarney Park, 39 Killarney Street, Takapuna, described as Lot 1 DP66576 and being part Allotment 79 Parish of Takapuna (refer Attachment A of the agenda report) subject to the following terms and conditions:

i) term: 10 years commencing 1 April 2019 with one 10 year right of renewal;

ii) rent: $1.00 plus GST per annum if requested; and

iii) the North Shore Bridge Club Incorporated Community Outcomes Plan as approved is attached to the community lease document (refer Attachment B of the agenda report),

b) note that all other terms and conditions will be in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012.

Horopaki

Context

8. The North Shore Bridge Club Incorporated occupies a 303m² (more or less) site on Killarney Park, 39 Killarney Street, Takapuna, with its own clubrooms under the terms of a community lease agreement (refer Attachment A). The ground lease was granted by the former North Shore City Council on 1 April 1999 for 20 years, which reached final expiry on 31 March 2019. There were no rights of renewal provided.

9. The group has formally requested a new lease to continue its activities.

Killarney Park

10. Killarney Park at Lake Pupuke covers 4.8 hectares consisting of, 18 parcels of land within SO 69461. The North Shore Bridge Club occupies part of Lot 1 DP66576 and being part Allotment 79 Parish of Takapuna which is held in fee simple by Auckland Council as a classified recreation reserve, subject to the provisions of the Reserves Act 1977. This classification supports the activities of the club.

11. The operative Lake Pupuke - Pupukemoana Reserve Management Plan adopted in 2005 describes the club’s various activities and contemplates a lease to the club as a formal use within the reserve for the purposes of playing bridge. The maintenance of all landscaping within the current and proposed leased area and the exterior and interior of the building is the responsibility of the lessee. There are no changes requested to the leased area. This means that public notification and/or iwi engagement prior to any new lease being granted is not required in accordance with section 54 (2A) of the Reserves Act 1977.

Tātaritanga me ngā tohutohu

Analysis and advice

North Shore Bridge Club Incorporated

12. The club has filed a comprehensive application in support of its application for a new community lease.

13. North Shore Bridge Club Incorporated was registered as an incorporated society on 1 July 1960 (No. 223458).

14. The objectives of the club are to:

· provide facilities for and to promote and encourage the playing of the game of contract bridge and other card games and in connection therewith to promote tournaments, championships and matches; and

· be and remain affiliated to New Zealand Bridge Incorporated and with the Auckland/Northland Regional Committee of New Zealand Bridge, and to comply with their rules and decisions as they affect the club.

15. The club has a strong, stable membership of over 330 members. Many are seniors over 50 and 17 are 22-50 years of age.

16. The club prides itself on being an important social connector for older people that provides fun, friendship and excitement for players of all abilities. The game provides mental stimulation and a sense of community and companionship. This is measurable by the healthy club membership which the club has maintained over many years.

17. Members compete in tournaments locally and at a national level, with one a member of the New Zealand Bridge Seniors Team that competes internationally.

18. The club runs social and competitive sessions and lessons for learners, thereby catering for people of all ages and abilities. The club also liaises with local groups to enhance community spirit, such as hosting ANZAC Day commemorations and Daffodil Day events in its clubrooms.

19. The financial accounts provided indicate that the club’s funds are sufficient to meet its liabilities and are being managed appropriately.

20. The club has all necessary insurance cover, including public liability insurance in place.

The building

21. The clubrooms were built in 1978 on Killarney Park, and are double storey providing a lounge, kitchen, toilets and administration space on the upper level, and a small room with kitchen on the lower level. This space is hired to various community groups (for example, Yoga, Tai chi, Keep Fit classes) for a nominal fee to cover electricity costs.

22. The building is well maintained as assessed by a site visit on 4 October 2018. The leased area is in a neat and tidy condition.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. As this is a new lease to an existing group there are no implications or impact on the council group.

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

Local impacts and local board views

24. The Devonport-Takapuna Local Board has allocated decision-making authority to approve community leases and licences.

25. At its business meeting on 17 July 2018, the Devonport-Takapuna Local Board resolved to approve the 2018/2019 Community Facilities work-programme (resolution number DT/2018/112). The proposed new lease to the North Shore Bridge Club Incorporated is listed on the Community Lease work programme 2018/2019.

26. A memo (dated 27 November 2018) on the proposal for a new lease was circulated to the Devonport-Takapuna Local Board for feedback. The board was also informed that public notification and iwi consultation is not required in the granting a new lease to the club. The board was satisfied with the recommendation that there were no concerns raised by council staff, and requested a report be prepared for a subsequent business meeting.

27. Community groups seeking a new lease are required to include a community outcomes plan as a schedule to the lease document. A Community Outcomes Plan has been negotiated and agreed with the club (refer Attachment B). The plan aligns with the 2017 Devonport-Takapuna Local Board Plan outcomes of:

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

· Our communities are empowered, engaged and inclusive.

Tauākī whakaaweawe Māori

Māori impact statement

28. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents: the Auckland Plan 2050, the Long-term Plan 2018-2028, the Unitary Plan and local board plans.

29. The operative reserve management plan for Killarney Park recognises the club and its activities. There are no changes to the leased area, use or operational activities on the land. Iwi engagement prior to any new lease being granted is not required in accordance with section 54 (2A) of the Reserves Act 1977. This was undertaken as part of the management plan preparation process.

30. Ensuring community facilities are well maintained and accessible for all members of the community will be of benefit to all, including Māori.

Ngā ritenga ā-pūtea

Financial implications

31. There are no known financial implications associated with granting a new lease to the club.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. There are no known risks associated with the club’s occupation. The North Shore Bridge Club is delivering community outcomes that are consistent with the 2017 Devonport-Takapuna Local Board Plan.

Ngā koringa ā-muri

Next steps

33. Subject to the grant of a new community lease, council staff will work with key representatives from the club to finalise the lease documentation.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A Site Plan	295
b ⇩	Attachment B Community Outcomes Plan	297

Ngā kaihaina

Signatories

Author

Ron Johnson - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Devonport-Takapuna Local Board

21 May 2019

Auckland Council’s Quarterly Performance Report: Devonport-Takapuna Local Board for quarter three 2018/2019

File No.: CP2019/05632

Te take mō te pūrongo

Purpose of the report

1. To provide the Devonport-Takapuna Local Board (the local board) with an integrated quarterly performance report for quarter three, 1 January to 31 March 2019.

Whakarāpopototanga matua

Executive summary

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

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

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

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

· arts and culture facilities (i.e. The Depot, the Pumphouse and the Rose Centre) continue to demonstrate strong operating performance through increased participation and attendance at shows and programmes;

· capacity building programmes undertaken by council staff and Auckland North Community and Development (ANCAD) are providing services such as community dinners, repair café clinics and addressing the needs of elderly communities;

· both community coordinators (Devonport and Takapuna North) have delivered their summer events programme and worked with local schools to participate in beach clean-ups;

· the renewal of the carpark, lighting and commemorative plinths at Fort Takapuna is complete;

· the renewal of the retaining wall, carpark and fence at Allenby Reserve is complete;

· the fence at the Tui Street end of Devonport Domain has been renewed;

· 2,590 volunteer hours were recorded this quarter, including a large schools beach clean-up day around Devonport and Takapuna where 1,500 students, parents and teachers attended. Volunteer activities focused mainly on clean ups, animal pest control, plant pest control and park maintenance;

· construction for the new Milford Tennis clubrooms commenced in quarter three and is expected to take six months to complete.

6. Net operating expenditure at the end of the quarter was $8.0 million, which is a variance of $95,000 below budget. Operating revenue was in line with budget, expenditure was $107,000 below budget mainly due to an underspend to date on locally driven initiative (LDI) projects.

7. Total capital expenditure of $3.0m at the end of the third quarter is tracking well below budget with a variance of $1.3m. The main underspend is related to slower delivery of renewals projects.

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

9. This report also recommends several financial changes to the work programme, these include:

· an approach to fund the delivery of a new toilet at Lake Town Green, Hauraki, a project identified by parks users and the local community. This includes:

o reallocation of $70,000 capital budget from the LDI minor capital fund, and $25,000 capital budget from the Parks officer capital fund; and

o allocation of $120,000 capital budget from the local board’s capital fund, which is available to be used towards local capital projects.

· deferral $20,000 operational funding from the heritage protection project to the 2019/2020 financial year, and reallocate and repurpose the budget to provide a discretionary grant for the three Business Improvement Districts to purchase Marketview data;

· allocation of $20,000 operational funding from the 2018/2019 locally driven initiatives operational budget towards a discretionary grant to the Milford Cruising Club for community access and hire of their clubrooms.

10. The following attachments are included to this report:

· Attachment A: full local board work programme and updates is included;

· Attachment B financial performance report compared for quarter three; and

· Attachment C: memo on discretionary grant to support community access at Milford Cruising Club.

Ngā tūtohunga

Recommendation/s

That the Devonport-Takapuna Local Board:

a) receive the performance report for the financial quarter ending 31 March 2019,

b) request an update at an upcoming local board workshop on the progress of the following work programme items:

i. ID 1626: 139 Beach Road – Old Barracks – repurpose of community space;

ii. ID 1627: 43 Vauxhall Road – renew retaining wall;

iii. ID 1628: Allen Hill Reserve – install irrigation and lighting on field one;

iv. ID 1635: Claystore Heritage building – renew building structure;

v. ID 1638: Devonport Yacht Club – renew wharf;

vi. ID 3062: 18 Richards Avenue, Forrest Hill – renew roof;

vii. ID 3224: Ngataringa Park – renew skate park drainage

c) request the outputs of the community engagement being undertaken for ID 1649: Gould Reserve – renew toilets and changing rooms be presented at an upcoming workshop.

d) recommend that no works be undertaken for ID 1669: Takapuna Pool and Leisure – comprehensive renewal until the local board has provided input and approved a concept design.

e) recommend to the Environment and Community Committee that the growth programme prioritise funding in the 2019/2020 financial year for:

i. ID 3149: Plymouth Reserve – develop walkways and cycleways; and

ii. ID 1628: Allen Hill Reserve - install irrigation and lighting on field 1.

f) recommend that the delivery of a new toilet at Lake Town Green, Hauraki be funded from the following budget sources:

i. reallocation of $70,000 capital budget from the locally driven initiatives (LDI) minor capital fund

ii. reallocation of $25,000 capital budget from the Parks officer capital fund; and

iii. allocation of $160,000 capital budget from the local board’s locally driven initiatives (LDI) capital fund.

g) defer $20,000 of operational funding from the heritage protection project to the 2019/2020 financial year, and reallocate and repurpose the budget to provide a discretionary grant for the three Business Improvement Districts to purchase Marketview data, as follows:

i. $5,000 to the Takapuna Beach Business Association;

ii. $5,000 to the Milford Business Association;

iii. $5,000 to the Devonport Business Association

h) recommend that that the surplus $5,000 operational funding from the heritage protection be allocated to the 2019/2020 community grants budget;

i) allocate $20,000 of operational funding from the 2018/2019 locally driven initiatives operational budget towards a discretionary grant to the Milford Cruising Club for community access and hire of their clubrooms.

Horopaki

Context

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

Date approved

Council department and resolution number

19 June 2018

· Local Economic Development (DT/2018/95)

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

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

17 July 2018

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

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

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

· A place of natural beauty and rich culture;

· Efficient public transport and roads that keep people moving;

· Our communities are empowered, engaged and inclusive; and

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

Tātaritanga me ngā tohutohu

Analysis and advice

Local board work programme snapshot

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

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

15. 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.

Key activity updates from quarter three

Key local board plan projects

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

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

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

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

o ID 1666: Staff and Opus (the external contractor) have completed their engagement with local residents and iwi. Opus have developed three options which will be presented to a local board workshop in April 2019 for input and direction to guide next steps. Next steps: Options and recommendations to be presented to local board at their June 2019 business meeting.

o ID 1667: Works to rehabilitate the grass on the surrounding areas of the playground has been scoped and will begin in early May 2019.

o Gould Reserve - renew toilets and changing rooms (ID 1649): Staff have completed an on-site archaeological investigation, where no issues have been reported. Targeted community engagement on the proposed design will be undertaken in quarter four, followed by detailed design and an expected build in April 2020.

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

o Milford Reserve - renew toilets and changing rooms (ID 1657): Consultation on new concept design has been undertaken with the Milford Residents Association. Next steps: Present feedback summary and new concept designs to the local board for approval in quarter four.

o Windsor Reserve - renew playground (ID 1671): A site visit between local board members, council staff and staff from the Devonport Peninsular Trust and Devonport Business Association was held to finalise the viewshafts from the library and the final site for the playground. Construction is due to commence in late-May 2019 and expected to be completed by October 2019.

o Wairau Estuary – develop boardwalk (ID 2112): A site visit between with iwi representatives, consultants, community groups and local board members was held in March 2019. The site investigation process and the next steps has been shared with the groups. Next steps: reviewing ecological reports, geotech investigation and site surveys to define proposed boardwalk alignment.

o Sunnynook Wheeled Sports Service Assessment (ID 420): Service assessment underway and high-level options to be presented to local board for consideration in quarter four.

· Investigate and deliver a dog park in our area

ID 416: The service assessment to determine a dog park is complete, with the confirmation that Barry’s Point Reserve as most the appropriate location. The project will be handed over to the Community Facilities department, who will commence detailed design and build phases over the 2019/2020 and 2020/2021 financial years.

· Investigate developing a pump track in our area

ID 415: A site visit was held in January 2019 with Devonport Rotary Club, a local board member, council staff and community stakeholders to discuss progress, expectations and community led delivery. A concept plan is underway for the local board to consider at a workshop in quarter four.

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

o Patuone Reserve - upgrade and renew walkway (ID 1659): In quarter three Community Facilities and Local Board Services staff explored financial options to potentially widen the boardwalk to 3, or 3.5 metres. Options included the reallocation of local board capital and renewal budgets, as well funding from external agencies such as Auckland Transport and the New Zealand Transport Agency. None of these options were available or feasible, so the boardwalk will continue to be designed at 2.5 metres. Next steps include detailed design and lodging the necessary consents.

o Esmonde Road to Francis Street boardwalk: Auckland Transport staff, with consultants from AR & Associates and Bespoke Landscapes have undertaken initial assessments and concept design development. These components will be presented to the local board at a workshop in quarter four, and will continue in the 2019/2020 financial year.

· Continue to support our sports clubs and recreation facilities

o Becroft Park - develop and renew hybrid fields two and three (ID 1632): Detailed design, specifications and schedules have all been completed. The project has been handed over to Project Delivery who have prepared a tender package with the aim of awarding a contract by the end of April 2019.

o Allen Hill Reserve - install irrigation and lighting on field 1 (ID 1628): project is experiencing delays due to finding identifying issues such as blocked storm water pipe which require fixing before continuing with the resource consent. Due to this delay, the hearing has been rescheduled until quarter four. I

o Sunnynook Park - upgrade various sport fields and lighting (ID 1664): The contracts for the sportsfields, path lights and sports lighting is progressing well. The upper sportsfield is complete and one of the three lower fields has been built and the grass has been sown. The lighting bases are all in place and cabling works are progressing quickly. Staff are still working towards the goal to have all work completed by the winter sports season if the weather permits, but there will be turf renovations over next summer to ensure better turf establishment. The next steps include completing the physical works over the 2019/2020 financial year.

o Third Party Facility Sport and Recreation Service Assessment (ID 401): The procurement has been completed and a consultant engaged to deliver the service assessment. The consultant is currently undergoing the engagement phase of the service assessment. A draft report will be presented to the local board in quarter four for feedback once completed.

Outcome two: A place of natural beauty and rich culture

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

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

o North-West Wildlink Assistance Programme (ID 326): The contractor for Pest Free Takapuna held two community meetings in quarter three and has brought together a community steering group to progress the strategy. Quarter four will involve bringing together the collective goals and outcomes for the Takapuna North community in a community pest free plan. Street captains will be set up in Devonport to lead coordinated rat trapping in local neighbourhoods.

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

o Ecological volunteers and environmental programme FY19 (ID 13): 2,590 volunteer hours recorded this quarter, including a large schools beach clean-up day around Devonport and Takapuna whereby 1,500 students, parents and teachers attended. Volunteer activities focused mainly on clean ups, animal pest control, plant pest control and park maintenance. One guided walk took place at Kennedy Park/Rahopara Pa in celebration of Parks Week 2019. Three volunteer training days took place: First Aid, Growsafe and Risk Assessment. Planning for the 2019 planting season is underway.

Outcome four: Our communities are empowered, engaged and inclusive

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

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

o The Depot (ID 238): In quarter three, the Depot had a combined total of 5,105 participants and attendees. An upgrade of the Depot Sound Studio 2 was completed in January 2019. Exhibition highlights included the Pre-loved Re-loved exhibition, which involved finding homes for artworks by those moving in to retirement homes. The Te Kuia Moko exhibition of prints by artists Harry Sanal proved to be very popular and has been profiled on Maori television, as well as by Kim Hill on Radio NZ.

o The Rose Garden Community Centre and Theatre (ID 239): In quarter three, the Rose Garden ran 23 programmes with a combined total of 1,962 participants and attendees. Highlights included the Youth Holiday Acting programme, the Ryman retirement show featuring pianist Carl Doy, and Sasha Zdor’s Russian play. The resident’s theatre company are currently rehearsing for the upcoming show Stones In His Pockets.

o The Lake House (ID 240): In quarter three, the Lake House had a combined total of 6,727 attendees and participants. Programmes included exhibitions, classes, workshops, hui, concerts and podcasts. Highlights included the Takapuna Trust Preschool Art and Activities collaboration, a Matariki Artists hui, a jazz concert by Vox Nova Gypsey, and the Orienteering Art Sculpture Secondary School event. February 2019 also saw the opening of the new Art Shop, Atea.

o Support customer and community connection and celebrate cultural diversity and local places, people and heritage (ID 1088): Libraries celebrated Lunar New Year with Tai chi demonstrations and an Asian network meeting talk on diabetes. Author events at both libraries have commenced with the launch of NZ Poetry Yearbook 2019, attended by over 170 people and Sarah Ell's recently published book Ocean was featured with the author reading excerpts from the book.

o Additional hours to network standard (ID 1085): the additional opening hours for both libraries continuing to be well patronised and enjoyed by the community.

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

o Sunnynook Community House (ID 22): The centre's strong performance with bookings this year has continued. Staff have introduced a 'Board Games' afternoon which has proven to be popular. They are excited about the diversity of the activities on offer, which include sign language classes, Korean Health and Parenting workshops have started and are very popular. Chinese New Year was celebrated, and many other cultural groups have also been delivering programmes on behalf of the community centre.

o Devonport Community House (ID 21): The focus of the community house throughout quarter three has been working through the impact of the fruit fly quarantine. Other quarter three highlights include the return of the Devonport Craft and Fine Food market at the house and the increase of the use in the Kowhai Room, which is used mostly by counsellors.

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

o Capability and Capacity Building - Work with the Age Friendly community to develop solutions to gaps identified in research (ID 680): In quarter three, the Auckland University of Technology finalised a report collating outcomes and recommendations drawn from the December 2018 engagement forum held with key providers and community representatives in the Devonport Takapuna area. An update on the forum and report was presented at a local board workshop in March 2019, along with key recommendations and proposed next steps. Age Concern North Shore will implement the findings of the report.

o Ethnic and diverse communities: community mapping research and responding to needs and aspirations (ID 684): This initiative is planned to take place across the local board area. It will include active social and service groups in Devonport-Takapuna. Communities of interest will be noted and recommendations will be made on how the needs of these minority communities can best be served, working in conjunction with key community partners like the Devonport Community Trust and Takapuna North Community Trust. The project will also help inform the work of Age Friendly Devonport-Takapuna, through recognition of older adults in local minority communities.

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

· Milford Tennis Club Facility Partnership Grant (ID 497): The Milford Tennis Clubroom build is underway. An update to the local board will be provided in quarter four. Demolition of the existing clubrooms is expected to take place on completion of the clubroom build.

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

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

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

o Support for business improvement districts (BIDs) – Devonport, Milford and Takapuna Beach (IDs 2455, 2456 and 2457): At its February 2019 business meeting, the local board agreed to provide the allocated funding following consideration of the proposal submitted by the three business associations. A funding agreement has been drafted and once signed the funds will be paid quarter four.

· Fund community-led economic and tourism development initiatives

o Shore Coast Tourism (ID 325): At its February 2019 business meeting, the local board agreed to provide the allocated funding following consideration of the proposal submitted by the three business associations. A funding agreement has been drafted and once signed the funds will be paid quarter four.\

Other key work programme projects

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

Project	Update
139 Beach Road, Castor Bay - Old Barracks - repurpose for community space (ID 1626)	Initial cost estimations have highlighted the requirement for major remedial work and associated costs to the asset. This asses has also failed its initial seismic assessment. The seismic team have added the chimney into their detailed seismic assessment priority programme. Safety fencing has been installed around the perimeter of the building under the area of the chimney as a precautionary measure.
Kennedy Park - remedial work to reinstate staircase (ID 1651)	Resource consent for the geotechnical measures has been lodged and the tendering processes underway. Some physical works on cliff stability works are expected to begin in late March 2019 with completion expected in August 2019.
Plymouth Reserve – develop walkways and cycleways (ID 3149)	Detailed design is complete and is ready to be approved by the local board, however staff advise that the growth funding cannot be brought forward from the 2021/2022 financial year, due to other priority growth projects across the region.
Lake Pupuke – develop walkways – northern parks (ID 3055)	The local board informally endorsed an updated concept plan, and further community engagement was undertaken in quarter two to obtain feedback. Staff are currently engaging the community again on the updated concept design. All feedback will be compiled and reviewed with the lead designer. The local board will consider the final concept design at a business meeting in quarter four.
Lake Pupuke - renew and develop south walkways and foreshore structure (ID 1656)	The tender for the construction contract has been released with construction expected to get underway in quarter four. Next steps include completing the tender process and award physical works contract.
Sunnynook Park – develop community area (ID 1665)	The preliminary design was formally endorsed by the local board at their December 2018 business meeting. A report has been commissioned to look into how to implement the plan, including estimated costs for physical works and consent requirements. Next steps include confirming options for implementation and a business case.
Killarney Park – renew park path and safety barrier (ID 1654)	Staff, local board members and community stakeholders held an on-site meeting in quarter three to discuss and agree options to improve safety aspects and upgrade the path. Design options will be presented to the local board in quarter four.

Activities with significant issues

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

Project	Update
Barry's Point Reserve – development (Korean Gardens) (ID 2833)	Council staff and the Korean Garden Trust’s planners are working together to address the outstanding components (e.g. traffic management and contamination due to the site being a closed landfill) to enable the resource consent to be granted.
43 Vauxhall Road, Devonport - renew retaining wall (ID 1627)	Council’s Legal Services team are in communication with the neighbouring owners of the wall requesting them to remedy the issue. Staff throughout quarter three have monitored the wall and advise that if there is no movement or additional cracking that minor repairs can be made.
Claystore Heritage building - renew building structure & electricals - community workspace (ID 1635)	A provisional seismic assessment has been completed, and the building is below the current safety standard, which makes the building potentially Earthquake prone. Next steps include undertaking a detailed seismic assessment prior to any decision being made for any future development.
Devonport Yacht Club - renew wharf - King Edward Parade (ID 1638)	Staff are currently working with the club, council’s coastal team and Community Services to work through options for the future of the structure. Next steps include agreeing and recommending a way forward by the end of this financial year.
Renew park lighting 2017/2018+ (ID 1642)	The final investigation report has been delayed due to ongoing discussions between council and the contractor’. A new contract will be carrying out an assessment and design work for this project.
Lake Pupuke - renew northern parks foreshore structures (ID 1655)	Lake levels have started to recede but with winter approaching it is expected that these will rise again, so the project will not begin before next summer at the earliest. Next steps include continuing to monitor lake levels and initiate the project again when the levels recede.
Takapuna Pool and Leisure Centre - comprehensive renewal and upgrades (ID 1669)	Budget may not be sufficient to undertake the renewal. Quantity surveyors estimate has been reviewed by the Active Recreation team, the Pools and Water Features team and Renewals. Due to a recent large water leak through the south facing block retaining wall into the centre, an external building engineer has been approached to provide an assessment and options for the wall. Next steps include a site visit with the building engineer to assess the water ingress issue and prepare repairs to the wall.
18 Richards Avenue, Forrest Hill - renew roof and reclad exterior (ID 3062)	This asset has failed its seismic assessment. The updated quantity surveyor estimate is now $1.25 million for demolition and rebuild. Due to the current state of the building and resulting significant renewal requirements and costs, this project has been handed back to Community Services for strategic assessment. This will allow an informed decision to be made in relation to the future of the building and surrounding grounds. Next steps include undertaking a strategic assessment and discuss options with the local board.
Ngataringa Park - renew skate park drainage (ID 3224)	Concept design documentation has been received and was reviewed by the Contaminated Land team. Detailed design work is currently underway by an external contractor. Next steps include creating a business case and progress to delivery.

Activities on hold

23. The following leases in the Community Leases work programme are on hold due to council’s Service Strategy & Integration team undertaking an investigation into the service delivery options and optimisation opportunities in Takapuna:

· Citizens Advice Bureau North Shore - Room 6 Level 1 Mary Thomas Centre, Gibbons Road (ID 2504);

· North Shore Library Foundation, The Strand Takapuna (ID 2542);

· 7 The Strand, Age Concern Positive Aging Centre (ID 2551);

· North Shore Centres of Mutual Aid Inc. Mary Thomas Centre, Gibbons Road (ID 2553);

· North Shore Housing Trust Inc. (ID 2554);

· Auckland North Community and Development Inc. (ID 2556);

· Citizens Advice Bureau North Shore - Room 7 Level 1 Mary Thomas Centre (ID 2563);

· Takapuna Citizens Advice Bureau (ID 2565); and

· Citizens Advice Bureau North Shore, The Strand Takapuna (ID 2572).

24. This matter is anticipated to be finalised in quarter four but is dependent on the optimisation project being undertaken, as noted above.

Changes to local board work programme

Deferred activities

25. Polly's Glade to Wesley Street – develop coastal walk (ID 1661) has been deferred from the 2018/2019 work programme. The local board deferred this project in August 2018 (DT/2018/144) to enable other priority projects to be resourced and delivered by the Community Facilities department.

26. The $20,000 locally driven initiative capital fund budget was re-allocated by the local board in August 2018 (DT/2018/144) to fund the Korean Gardens project.

Cancelled activities

27. The following work programme projects are cancelled:

· Bond Reserve - renew lamp posts (ID 1634): This project has been cancelled due to lamp post maintenance being part of the lease requirements; and

· Aramoana Reserve - renew seawall and boat ramp (ID 2997): This project has been bundled into work programme item 1631.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

29. This report informs the local board of the performance for quarter three ending 31 March 2019.

Tauākī whakaaweawe Māori

Māori impact statement

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

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

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

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

Ngā ritenga ā-pūtea

Financial implications

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

Financial Performance

32. The local board’s net operating expenditure at the end of the second quarter was $8.0m, a variance of $95,000 below budget.

33. Operating revenue year to date is in line with budget. Visits at Takapuna Leisure Centre were down in the quarter, but this was expected due to the shutdown of the facility for maintenance purposes. Kauri Kids occupancy continues to improve, with enrolments up by 33 percent. Revenue from council managed venues for hire is also ahead of budget.

34. Operating expenditure is tracking $107,000 below budget. The lower expenditure is mainly related to locally driven initiative (LDI) operational budgets. There is approximately $150,000 of budget to allocate towards community grants. The Korean Garden grant of $150,000 remains in the budget yet to be paid. The $30,000 budget set aside for Shore Coast Tourism is expected to be issued next quarter. The proposal from the Takapuna Beach Business Association in relation to support for businesses during the Hurstmere Road upgrade is being considered, if approved the $20,000 of funding will be released.

35. Total capital expenditure to date of $3.0m is $1.6m below budget.

36. The Sunnynook Park upper sports field has been completed. The contracts for the sports fields, path lights and sports lighting are progressing.

37. Landscaping and signage works at Fort Takapuna are progressing well with an expectation works will be completed in April. The Belmont Park carpark renewal is also expected to be completed in April.

38. Current forecasts indicate an underspend in the full year renewals budget due to slower than expected delivery mainly of renewals projects.

Reallocation of locally driven initiative capital budgets

39. As part of the Community Facilities work programme, the local board allocated two capital funds which were originally intended for staff to have access to funding to deliver improvement projects (outside of maintenance or renewals) in a fast and effective manner. These funds, and their allocated budgets are:

· Local driven initiative (LDI) minor capital fund: $70,000; and

· Parks officer capital fund: $25,000.

40. To date, staff have not been able to identify suitable projects which are not being delivered by either renewals or maintenance. As a result, staff advise that both funds can be reallocated towards other projects identified by the local board.

41. It is proposed that the budgets associated with the two funds be reallocated to assist funding the delivery of a new toilet at Lake Town Green, Hauraki, a project identified by parks users and the local community. Staff advise that the cost estimate for a new toilet at the park is $255,000. This includes design work, consenting, the unit, and other services (i.e. drainage, installation and connecting paths).

42. It is proposed that funding the new toilet at Lake Town Green be based on the following:

· reallocating $70,000 capital budget from the LDI minor capital fund, and $25,000 capital budget from the Parks officer capital fund; and

· allocating $160,000 capital budget from the local board’s capital fund, which is available to be used towards local capital projects.

43. It should be noted that if the local board support funding the toilet at Lake Town Green, $16,000 remains available in their capital fund to use towards other capital projects.

Reallocation of locally driven initiative operational budgets

Funding Marketview data in the 2019/2020 financial year

44. As part of the 2019/2020 work programming process, the local board has indicated support to provide a discretionary grant for the three Business Improvement Districts (BIDs) to purchase Marketview data. This would provide additional funding to the BIDs to purchase and receive information on retail spend for the respective areas.

45. Due to the local board’s operational budget being oversubscribed for the 2019/2020 financial year, staff propose to:

· defer $20,000 operational funding from the ‘heritage protection project’, an initiative which was delivered by a community grant rather than council project in the 2018/2019 work programme; and

· reallocate and repurpose the budget to provide a discretionary grant for the three Business Improvement Districts to purchase Marketview data, as part of the 2019/2020 work programme.

46. It is proposed that $5,000 operational funding be allocated to the each of the three BIDS, and the surplus funding will be allocated to the 2019/2020 community grants budget.

47. This approach will ensure the three BIDs can purchase and utilise Marketview data for their individual business associations, as well as the Explore North Shore initiative.

Discretionary grant towards community access at Milford Cruising Club

48. The local board has a strategic objective to address community service provision in the Milford area, and has been identifying opportunities to partner with community groups and organisations to provide community access for hire at a subsided rate.

49. The Milford Cruising Club (the club), located at Milford Reserve are undertaking a significant redevelopment and upgrade of their clubrooms, and includes the addition of a meeting / training room which can also be used a space for hire.

50. The redevelopment also includes provision of disabled facilities, lift and toilets as well as provision of disabled facilities, lift and toilets, as well as increased secure storage area at the front of the building for junior boat storage. In addition, the club currently hire out their upstairs clubrooms to community groups for use.

51. The club has commenced the redevelopment of their clubroom and is expected to be completed by June 2019. The total cost of the project is $449,625. This figure includes a 10 percent contingency.

52. To date the club has raised $403,250, and is comprised from the following funding sources:

· Lion Foundation: $5,000;

· New Zealand Lotteries: $86,250;

· Foundation North: $100,000;

· Southern Trust: $30,000

· New Zealand Community Trust: $75,000;

· Art Show fundraiser: $42,000;

· Pub Charity: $15,000; and

· bank debt (i.e. a loan): $50,000.

53. The club has agreed to make their new downstairs meeting room space available to the community, and are willing to enter an agreement for up to 10 years to secure community access to the meeting room space at a community rate of $15 per hour.

54. The local board’s $20,000 discretionary grant will ensure the proposed meeting room space would be available for hire for approximately 65 hours per week as follows:

· Monday, Wednesday and Friday: 9am to 9pm;

· Tuesday: 9am to 6pm;

· Saturday and Sunday: 9am to 7pm.

· The meeting room space will not be available for hire on Thursdays., due to scheduled club activities.

55. The club had also requested that any agreement and pricing be reviewed annually.

56. Staff advise that based on project underspends across the entire local board 2018/2019 work programme, that there is sufficient operational budget to provide a discretionary grant to the club.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Work programme update for quarter three	333
b ⇩	Financial update for quarter three, 2018/2019 financial year	367
c ⇩	Memo - discretionary grant to support community access at Milford Cruising Club	373

Ngā kaihaina

Signatories

Author	Tristan Coulson - Senior Local Board Advisor Devonport-Takapuna
Authoriser	Eric Perry - Relationship Manager

Chairperson	George Wood, CNZM
Deputy Chairperson	Dr Grant Gillon
Members	Mike Cohen, QSM, JP
	Jennifer McKenzie
	Jan O'Connor, QSM
	Mike Sheehy

Requirement FY 2017-2018	Received	Comments
A Strategic Plan for next 3 – 5 years - reviewed every 3 years	a	2017-2022 Strategic Plan on file
Audited financial accounts	a
Business plan	a
Annual review report: · Achievement of previous year’s objectives against business plan	a
2019-2020 Indicative Budget	a
Annual BID programme reporting and alignment meeting between Devonport-Takapuna Local Board and business association	a	BID programme manager Toni van Tonder co-presented with Milford and Takapuna Beach business associations on 4 December 2018.
Annual Accountability Form	a	This is the annual checklist which brings together in one place all the accountability and reporting requirements.
Board Charter	a
Recommendation and Findings	Recommend Targeted Rate	Staff are satisfied that the Devonport Business Association is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report.

Requirement FY 2017-2018	Received	Comments
A Strategic Plan for next 3 – 5 years - reviewed every 3 years	a	NEW - 2019-2024 Strategic Plan
Audited financial accounts	a
Business plan	a
Annual review report: · Achievement of previous year’s objectives against business plan	a
2019-2020 Indicative Budget	a
Annual BID programme reporting and alignment meeting between Devonport-Takapuna Local Board and business association	a	BID programme manager Murray Hill co-presented with Devonport and Takapuna Beach business associations on 4 December 2018.
Annual Accountability Form	a	This is the annual checklist which brings together in one place all the accountability and reporting requirements.
Board Charter	a
Recommendation and Findings	Recommend Targeted Rate	Staff are satisfied that the Milford Village Business Association is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report.

Requirement FY 2017-2018	Received	Comments
A Strategic Plan for next 3 – 5 years - reviewed every 3 years	a	2017-2020 Strategic Plan on file
Audited financial accounts	a
Business plan	a
Annual review report: · Achievement of previous year’s objectives against business plan	a
2019-2020 Indicative Budget	a
Annual BID programme reporting and alignment meeting between Devonport-Takapuna Local Board and business association	a	Takapuna Beach BID programme manager Terence Harpur co-presented with Milford and Devonport business associations on 4 December 2018.
Annual Accountability Form	a	This is the annual checklist which brings together in one place all the accountability and reporting requirements.
Board Charter	a
Recommendation and Findings	Recommend Targeted Rate	Staff are satisfied that the Takapuna Beach Business Association is in substantial compliance with policy reporting requirements for the purpose of the recommendation of this report.

Date:	4 December 2018
Applicant:
Name/Organisation:		Jan Gopperth
Position title:
Contact number:		021 526467
Email address:		jan@gopperth.nz
Commemorating:
Person/group or event:		Brian Osborne
Reason:		Brian was a long-term resident of the North Shore. He lived in Hurstmere Road and prior to that in Earnoch Avenue. He loved his local neighbourhoods of Takapuna and Milford. He had a special connection with the local beaches and walked daily along the coastal walkway between Takapuna and Milford until his illness prevented it. At the very end, just days before his death, he was determined to make his daily walk. He decided that walking to the end of O’Neills Avenue and sitting on the bench seat watching the ocean was a pretty good effort. It was one of his many attempts to convince his Oncologist to give him more chemo, even though he had been told there was no hope and that, in fact, it was likely to speed up his death. Brian loved his local community and spent many years at my side, working with the Save Takapuna Beach Holiday Park supporters group. He gave his unwavering support over 5 years to save our beloved campground and to prevent development of the northern reserve. He wanted to help ensure that the children and grandchildren of our community, and further afield, could continue to experience the joy of campground holidays that he had the privilege to enjoy when he was a child. He worked away quietly behind the scenes and never expected any recognition for his efforts. He printed out flyers on his home printer and hand delivered hundreds of them to households in Milford and Takapuna. He wrote speeches and presented them at Local Board meetings. He helped on Takapuna Beach and at the Takapuna markets to collect signatures for the Council’s feedback poll. Brian was a driving force behind the Holiday Park Working Bee in September 2015 when he helped to facilitate a massive clean-up. He sat through many Board Meetings and Commissioner’s Hearings to help ensure that the local community was heard. Brian spent hours watching the ocean and he especially loved watching fishing boats launch off Takapuna Beach and the various ocean activities and water-sports. He was always picking up litter, especially broken glass, from the beach, anxious that a small child might cut their feet. He especially enjoyed watching locals fishing off the black rocks in front of Audrey Road. Over the years Brian would take our grandchildren on his favourite walk and share his knowledge of the local area. He taught them about the fossil forest in front of the holiday park and the Lake Pupuke eruption. He taught them about the ocean and tides and the creatures that lived there and in the rock pools by Milford Beach. Our grandchildren were most entranced by Merksworth Castle, the Giant’s Chair and the swimming pool made of black rock and the captivating story that their Grandad told about how they came to exist. Our grandchildren now pass the story along to visitors that they take on the coastal walkway. Brian battled terminal cancer for two years after an initial prognosis of 6 months. He was a fighter. He died at North Shore Hospice in June this year. He was cremated and asked for his ashes to be scattered at sea in the future, together with mine. The family would all very much value a place to sit and remember Brian – husband, father, uncle and Gran Beanie, as the children called him, and remember him at his favourite spot. Brian was not a notable local figure. He was a family man, a local resident. Someone who loved his community and worked quietly behind the scenes, always lending a helping hand to friends and family. He was greatly respected. On 23 November this year his business clients and friends organised the Brian Osborne Memorial Golf Tournament, held in his honour. This will be an annual fund-raising event, with the proceeds donated to North Shore Hospice in Brian’s name. We were able to make a sizeable donation to the Hospice this year in Brian’s name, following the tournament. Brian was well travelled but he felt most at home on the rocky Takapuna – Milford coastal walkway, with the waves splashing at his feet and the smell of the ocean breaking over the black rocks of Milford Beach. We do hope you can grant this request for a memorial seat, not only for the family, but also for the use of our community and other travellers to take a short break and enjoy our beautiful ocean and views of Rangitoto.




Plaque		Text:	In memory of Brian Osborne, local resident, who loved this spot (1952 – 2018)

Memorial		Type:
Furniture		Description:		Memorial Park Bench
Tree		Species:
Ceremony				None
Preferred location:		Takapuna Beach Reserve, Takapuna. There is an existing park bench on Takapuna beachfront that has no plaque that would be a lovely spot. It was somewhere that Brian loved to walk, especially as it has an outlook over the boat ramp and he enjoyed watching the activity there. Please see attached photos for specific location
NB: Photo must be attached.

Author	Rhiannon Foulstone-Guinness - Democracy Advisor
Authoriser	Eric Perry - Relationship Manager

Author	Maureen Buchanan - Local Board Advisor
Authoriser	Eric Perry - Relationship Manager

Memorandum	7^th May 2019
To:	Devonport Takapuna Local Board
Subject:	1. Milford Cruising Club
From:	2. Laura Bertelsen 3.

Funding source	Amount
Lion Foundation	$5,000
NZ Lotteries	$86,250
Foundation North	$100,000
Southern Trust	$30,000
NZCT	$75,000
Art Show fundraiser	$42,000
Pub Charity	$15,000
Bank debt	$50,000

Monday	9am – 9pm
Tuesday	9am – 6pm (existing community bookings 6pm-10pm)
Wednesday	9am – 9pm
Thursday	N/A
Friday	9am – 9pm
Saturday	9am – 7pm
Sunday	9am – 7pm