Agenda of Howick Local Board

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

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

4 Confirmation of Minutes

That the Howick Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 15 April 2019, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Howick Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

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

9 Public Forum

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

9.1 Public Forum - Laurie Slee and Bruce Lotter, Integrated Residential Development on Sandspit Road.

Te take mō te pūrongo

Purpose of the report

1. Laurie Slee and Bruce Lotter will be in attendance to present to the Board on the Integrated Residential Development on Sandspit Road.

Whakarāpopototanga matua

Executive summary

2. Laurie Slee and Bruce Lotter will be in attendance to present to the Board on the Integrated Residential Development (IRD) on Sandspit Road.

3. Specifically, the residents who have been notified of the proposed IRD and are able to make submissions.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the presentation and thank Laurie Slee and Bruce Lotter for their attendance.

9.2 Public Forum - Laurie Slee, Chair of the Cockle Bay Residents and Ratepayers Association, Integrated Residential Development on Sandspit Road

Te take mō te pūrongo

Purpose of the report

1. Laurie Slee, Chair of the Cockle Bay Residents and Ratepayers Association will be in attendance to present to the Board on the Integrated Residential Development on Sandspit Road.

Whakarāpopototanga matua

Executive summary

2. Laurie Slee, Chair of the Cockle Bay Residents and Ratepayers Association will be in attendance to present to the Board on the Integrated Residential Development on Sandspit Road.

3. Specifically, on behalf of the residents who have not been notified of the proposed IRD and are excluded from making submissions.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the presentation and thank Laurie Slee for his attendance.

9.3 Public Forum - Matthew Brajkovich, Sewer Issue in Cockle Bay.

Te take mō te pūrongo

Purpose of the report

1. Matthew Brajkovich will be in attendance to present to the Board on the sewer issue in Cockle Bay in relation to the Integrated Residential Development on Sandspit Road.

Whakarāpopototanga matua

Executive summary

2. Matthew Brajkovich will be in attendance to present to the Board on the sewer issue in Cockle Bay in relation to the Integrated Residential Development on Sandspit Road.

3. Specifically, addressing the downstream environmental impacts.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the presentation and thank Matthew Brajkovich for his attendance.

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

No.	Title	Page
a ⇩	Report Back by Member Mike Turinsky on Local Government New Zealand Conference 2018	15

Howick Local Board

20 May 2019

Remuneration Authority - policy on child care allowances

File No.: CP2019/07424

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 Howick Local Board:

a) endorse the draft 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 $6,000 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, the cost to Auckland Council, if 6 per cent of members (10 members) claimed the allowance, 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 child care where that is 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.

These are supported.

18. 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.

19. 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.

20. 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

21. 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

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

Tauākī whakaaweawe Māori

Māori impact statement

23. 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

24. 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

25. 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

26. 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	21
b ⇩	Remuneration Authority draft policy - child care allowances - submission	29

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Louise Mason - GM Local Board Services

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Auckland Transport May 2019 update to the Howick Local Board

File No.: CP2019/07354

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. A decision is not required this month but the report contains information about the following:

· The wider ‘context’ involving a summary of the strategic projects or issues effecting the Howick area

· An update on the Local Board Transport Capital Fund (LBTCF)

· Progress on local board advocacy initiatives

· A summary of consultation about future Auckland Transport activities is included as an attachment.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) receive the Auckland Transport May 2019 update report.

Horopaki

Context

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

4. Auckland Transport continues to deliver a number of strategic projects in Howick, discussed below.

Road Safety and Speed Management

5. In 2018 the New Zealand Government committed to deliver a new road safety strategy in the Government Policy Statement on Land Transport, Auckland Transport has been focussed on supporting a Vision Zero approach to traffic safety.

6. The reason for this change is to address an increasing problem in Auckland, road safety (including in Howick) has deteriorated over the last five years. The reasons why include population growth, new demands on the road network, and more people walking, cycling and motorcycling. Auckland Council, central government and Auckland Transport are keen to address this situation and have a work programme that includes:

· Reviewing speed limits across the city and using the Speed Bylaw to reduce limits in high-risk areas

· Investing approximately $500 million over the next ten years building more traffic-calming infrastructure around the city

· Adjusting the focus of the Auckland Transport’s work to include more emphasis on safety generally.

7. The first major step is establishing a new Speed Bylaw that will consolidate speed limit changes on some streets in Howick. This will slow traffic down in high-risk areas.

8. Over time communities will also see an increase in speed humps and other traffic calming devices designed to slow down speeding vehicles. Some will be built in areas identified by local boards using their Community Safety Funds.

9. When submissions about the bylaw changes closed on 31 March, Auckland Transport had received 11,007 submissions. The Howick Local Board made a written submission. Auckland Transport is considering the information gathered during the consultation period.

10. The plan is that by June 2019 decisions can be made by Auckland Transport about the changes made in the Speed Bylaw.

Airport to Botany Rapid Transport Network (RTN)

11. New Zealand Transport Agency, Auckland Airport and Auckland Transport are working together to plan and build a bus or light rail link between Auckland Airport and Botany. This project will help deliver Auckland Transport’s public transport strategy, providing an east-west RTN that links Auckland Airport with Botany via Manukau.

12. The project also includes early improvements projects, including the new Puhinui Interchange.

13. Auckland Transport spent November and December 2018 discussing the project with the community. The information received has been reviewed and consolidated into the plan. The project team briefed the Howick Local Board about the results on 16 April 2019.

14. The aim is that by June 2019 the project team can discuss the project with Auckland Transport’s Board providing them with information from the consultation process and design process to consider then confirm the project direction. When this is finished the project team will come return to the effected local boards and provide more information including confirmation of preferred routes.

AMETI - Eastern Busway

15. AMETI – Eastern Busway is a $1.4 billion project to build New Zealand’s first urban busway providing congestion free ‘bus only’ lanes for commuters from Panmure to Botany.

16. The construction contract for the first part of the project, from Panmure to Pakuranga, was signed in January 2019 and construction work started with a ‘ground-breaking’ ceremony on 12 April 2019.

Figure 1: Elected Members at the AMETI-Eastern Busway Groundbreaking Ceremony

17. Over the Easter/ANZAC holiday period, Auckland Transport began construction on the Eastern Busway using the holiday period to get some of the more disruptive work completed while there was less traffic on the road.

18. In a ten-day window, contractors completed the initial work required to move underground utilities out of the way for construction of a new signalised crossing near Panmure and carefully removed the iconic Panmure Sign. It will be placed in storage and eventually, after consultation returned to a new location. The following statistics provide an insight into the scale of work completed:

· 1500m3 of earth removed from the roundabout, equivalent to 250 truckloads

· 750m3 of aggregate imported, the same as 52 truck and trailer loads

· 100m of new storm water network

· 400m of services including water mains, gas, communication & power lines

· The removal of 100m3 of solid basalt rock.

Figure 2: AMETI work in Panmure

19. Auckland Transport also installed a crash barrier outside 90 Pakuranaga Road, near the Pakuranaga / Ti Rakau intersection. Recent elected member advocacy had highlighted an issue with safety at this site. Although the AMETI-Eastern Busway project will re-model the Pakuranaga / Ti Rakau intersection making it safer, Auckland Transport installed temporary crash barriers to reduce risk.

20. Plans to reduce traffic through the construction area continue to progress. In April a new express bus service between Howick and Panmure started and is being well patronised already. The plan to install a temporary park and ride at Lloyd Elsmore Park and T2 lanes on Pakuranga Road continues to progress. The next step is Auckland Council issuing consent to use Lloyd Elsmore Park. Auckland Transport expects the park and ride and T2 lanes to be in service in June. When a confirmed date is available it will be well publicised.

21. In May Auckland Transport expects to start the following work:

· A retaining wall construction on Lagoon Drive

· A retaining wall near the Panmure Roundabout

· There will be more work around the Panmure Roundabout including some night work

· Earthworks and storm water work on Pakuranga Road between Kerswill Place and Williams Ave.

Tātaritanga me ngā tohutohu

Analysis and advice

Community Safety Fund

22. Established, in the 2018 Regional Land Transport Plan, the Community Safety Fund sees $20 million dispensed across all 21 local boards for road safety initiatives.

23. A local board’s share of the fund is based on a formula that assesses the number of deaths and serious injuries in that area. The Howick Local Board’s budget is $985,896.

24. The Community Safety Fund is a capital budget designed to deliver projects raised by the local board that will help to prevent, control or mitigate identified local safety hazards. Individual projects must cost less than $1 million, be best practice, not be already funded, and conform to Auckland Transport standards. Nor will projects containing unconventional or unproven components such as new trials or pilot projects.

25. On 16 April 2019 Auckland Transport workshopped with the Howick Local Board and provided advice regarding possible projects. The local board has asked that Auckland Transport investigate the following projects recommended by Auckland Transport:

· Stanniland Street Pedestrian Refuge - Installing a refuge island outside the retirement village to the south of Park Avenue

· Selwyn Road pedestrian Improvements - Improve pedestrian facilities at the Selwyn / Picton Road roundabout

· Fordyce Avenue /Suzetta Place / Stansfield Place Intersection Improvement - Modify the intersection to prevent dangerous U-turns.

26. The local board also has two projects that are currently being investigated for delivery using the LBTCF. The board has asked Auckland Transport to consider whether these projects can be delivered using the Community Safety Fund instead of the LBTCF.

· Botany Downs Secondary College Crossing Point – Improving the crossing facilities for student of Botany Downs Secondary College who need to cross Chapel Road

· Flatbush School Road Temporary Pedestrian Bridge – Building a temporary bridge over the Flat Bush Culvert (on Flatbush School Road) allowing pedestrians to cross the culvert more safely.

27. Auckland Transport is currently assessing all of these projects. At the time this report was written there was no information available but the process for decision-making will be:

· Auckland Transport responds with estimated costs and in the case of the Flatbush School Road Temporary Pedestrian Bridge project or, whether or not it can be funded from the Community Safety Fund

· The Howick Local Board decides which projects it wishes to use the Community Safety Fund to deliver by June 2019

· Auckland Transport develops a regional work programme for delivery of all Community Safety Fund projects over the next two financial years and reports back to local boards.

Local Board Transport Capital Fund

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

· Be safe

· Not impede network efficiency

· Be in the road corridor (although projects running through parks may be considered if they support a transport outcome).

29. The fund allows local boards to build transport focused local improvements in their areas. Howick Local Board’s total funding in this term is approx. $3.2 million (including new money allocated during Council’s 2018 budget process) and is shown in the ‘Financial Summary’.

30. The following table provides an overall summary of the current LBTCF position, including the increased LBTCF approved by council and applying from 1 March 2018.This summary does not show the $2 million the local board ‘ring-fenced’ or requested is held in reserve. This action is an internal administrative measure and money in this state is shown in formal reporting as ‘available’.

Table 1: Howick LBTCF Financial Summary

31. The projects that the board are working on including an outline of decisions made on 19 February 2018 are summarised in the table below:

Table 2: Local Board Transport Capital Fund Projects

General Overview
Project	Current Status	Discussion
Half Moon Bay Ferry Pier and Bus Turnaround		Completed
Howick Village Centre Plan		Supporting the Howick Village Centre Plan.
Cascades Walkway		Building a footpath on Cascades Road that will provide access under the bridge on the western edge of the golf course to the walking track that follows the stream.
Aviemore Drive Pathway		Building a walking and cycling pathway in reserve land running parallel with Aviemore Stream. Auckland Council leading planning and development of a cost estimate.
Footpath on The Parade		Raising the height of the footpath in the section ‘The Parade’ roughly opposite Numbers 15-19, to improve pedestrian amenity and to help prevent inundation during storms. Auckland Council leading planning and development of a cost estimate.
Botany Downs Secondary College Crossing		Improving the ability for Botany Downs Secondary School pupils to cross Chapel Road.
Te Uho o Te Nikau School		Improving pedestrian access to the new school on Flatbush School Road.
Pakuranaga Road Safety Fence		Completed
Notes: A ‘traffic light’ code is used to summarise the status of projects. The colours are used as follows: Green – Project progressing ‘on time’ and on budget. Orange – An issue has been identified that may need to be resolved. Red - A major issue has been identified that needs to be resolved.
Detailed Project Progress Report
Half Moon Bay Ferry Terminal Completed.
Howick Village Centre Plan Council has appointed a project manager and Auckland Transport representatives had an initial meeting with them in late December 2018. In March 2019, the Howick Local Board asked Auckland Transport to ‘ring fence’ $1 million dollars of their LBTCF as a reserve for future delivery of the project. In April 2019, Auckland Transport officers met with the project managers and discussed the considerations for use of the LBTCF. The project managers are workshopping with the local board and when they have clear picture of possible projects for investigation will share this with Auckland Transport.
Cascades Walkway This project’s cost increased unexpectedly. Auckland Transport reported this to the local board and said that it would pay for the tender process to be completed then decide if it would cover the extra cost. Last month Auckland Transport reported that it would cover the increase. This month Auckland Transport can report that work has started. Construction is expected to take about 60 days.
Aviemore Drive Pathway In March 2019, the Howick Local Board decided that this project should be completed as part of the Howick Walking and Cycling Pathways Plan. It is now being led by Auckland Council and will be removed from this table next month.
Footpath on The Parade In March 2019, the Howick Local Board decided that this project should be led by Auckland Council. It is now being led by Auckland Council and will be removed from this table next month.
Botany Downs Secondary College Crossing This project is progressing well. Auckland Transport engineers have visited the school and discussed the problems with the staff and this information has been shared with the project managers of the Community Safety Fund. Auckland Transport will report regarding whether or not this project qualifies for use of the Community Safety Fund. The aim being that at the June business meeting the local board can decide to; either · Use the Community Safety Fund to deliver a project; or · Use the LBTCF; or · Not deliver the project.
Te Uho o Te Nikau School In March 2019, Howick Local Board has asked Auckland Transport to commit $1,000,000 of their LBTCF as a reserve for future delivery of the project. The local board’s intent is to investigate use of the Regional Community Safety Fund in June 2019 and hold $1,000,000 in reserve in case this does not produce results. Auckland Transport engineers have discussed this problem previously and this information has been shared with the project managers of the Community Safety Fund. Auckland Transport will report regarding whether or not a temporary bridge can be built using the Community Safety Fund. Building a permanent bridge is too large a project for the Community Safety Fund. The aim is that at the June business meeting the local board can decide to; either · Use the Community Safety Fund to deliver a temporary bridge; or · Use the LBTCF to deliver a temporary or permanent bridge; or · Not deliver the project.
Pakuranaga Road Safety Fence After advocacy from local elected members, a temporary solution was found for this problem. The AMETI-Eastern Busway project with re-model the intersection within two years and until then Auckland Transport will provide a temporary safety barrier.

Local board advocacy

32. The following table is summary of Howick Local Boards Advocacy Initiatives and progress on them.

Table 3: Howick Advocacy Initiative Summary

Advocacy Initiative	Key Initiative	Status
A well-integrated efficient public transportation system	Advocate to Auckland Transport to maintain and upgrade existing transportation systems, including improving safety at congestion hot spots.	Since the last report Auckland Transport has supported this ‘Key Initiative’ by: · Howick Local Board advocacy led to an express bus service that is now operation between Panmure and Howick. · Stage One of the AMETI – Eastern Busway is planned to started month. · A temporary safety barrier has been installed at the Pakuranaga Road / Ti Rakau Drive Intersection after local elected members advocated for one.
Well designed and quality development in Howick	Continue to partner with Auckland Transport to develop the Half Moon Bay area as a transport hub.	Auckland Transport continues to develop its ferry strategy.
Well designed and quality development in Howick	Continue to develop integrated planning solutions which co-ordinate the planning, design and management of public spaces.	In April 2019, Auckland Transport officers met with the Council appointed project managers for this project.
Parks and open spaces allow for a wide variety of recreational activities.	Continue to extend existing walkways and cycle ways, including informative signage.	The Howick Walking and Cycling Pathway Plan is complete and Auckland Transport is working with Auckland Council to help support delivery.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. No impacts form this month’s report.

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

Local impacts and local board views

Auckland Transport consultations

34. Over the last reporting period, Auckland Transport invited the local board to provide feedback on one proposal that is included in Attachment A.

Traffic Control Committee resolutions

35. This section records Traffic Control Committee (TCC) decisions but in this reporting period are no TCC resolutions are recorded for Howick.

Tauākī whakaaweawe Māori

Māori impact statement

36. In this reporting period no projects required iwi liaison.

Ngā ritenga ā-pūtea

Financial implications

37. The status of the LBTCF is still the most significant financial implication this month because there is a significant amount of money in this fund. Approximately $3.2 million is not committed to projects that will be delivered.

38. Previously, the local board decided to ‘ring fence’ $2 million in reserve for projects that the members know will not be delivered this term. The implication of this decision is that the Howick Local Board has $1.2 million available for allocation to projects. It should still be noted that at the end of this term the board will have significantly underdelivered in its potential use of the LBTCF.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39. The proposed decision to receive the report has no risks. Auckland Transport has risk management strategies in place for all of its projects.

40. Previous reports have highlighted the risks associated with the large amount of LBTCF (approximately $3.2 million) still unallocated. Auckland Transport has suggested that the board consider steps to mitigate the risk of money being spent without due consideration, including a ‘freeze’ on use of the fund and the commitment of $2 million to reserve status does reduce the amount of unallocated LBTCF to approximately $1.2 million.

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Summary of Consultation Information Sent to the Howick Local Board in April/May 2019	41

Ngā kaihaina

Signatories

Author

Ben Stallworthy – Elected Member Relationship Manager, Auckland Transport

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manager, Auckland Transport

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Howick Local Grants Round Three and Multiboard Grants Round Two 2018/2019 grant allocations

File No.: CP2019/06544

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for Howick Local Grants Round Three and Multiboard Grants Round Two 2018/2019.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received for Howick Local Grants Round Three 2018/2019 (Attachment B) and Multiboard Grants Round Two 2018/2019 (Attachment C).

3. The Howick Local Board adopted the Howick Community Grants Programme 2018/2019 (Attachment A) on 16 April 2018. The document sets application guidelines for community contestable grants.

4. The Howick Local Board has set a total community grants budget of $395,000 for the 2018/2019 financial year. A total of $231,694 was allocated to Local Grants Round One, $48,501 was allocated to Local Grants Round Two and $38,500 was allocated to Quick Response Round One. Uxbridge Arts and Culture Trust (QR1907-119) refunded $1,500 as they were unable to deliver the Whare Tapere project. Shiloh Creative Life Centre (QR1907-125) refunded $500 as they were unable to deliver their “Back to Basics” project. Therefore, a total of $2,000 was added back into the 2018/2019 grants budget. This leaves a remaining balance of $78,305 to be allocated between local grants round three and quick response round two.

5. In addition, there is a further $26,700 underspend in the arts, community and events (ACE) budget from the Community Safety Initiatives, Healthy Howick Concept Plan and Event Partnership Fund project budgets that can be reallocated to increase the community grants budget. This would provide a total budget of $105,005 for local grants round three and quick response round two.

6. Forty-five applications were received for Local Grants Round Three 2018/2019, and 11 applications were received for Multiboard Grants Round Two 2018/2019, requesting a total of $1,313,836.06.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) agree to reallocate $7,700 from the Community Safety Initiatives, $15,000 from the Healthy Howick Concept Plan and $4,000 from the Event Partnership Fund project budgets to the community grants budget.

b) agree to fund, part-fund, decline or defer the decision on each application received in Howick Local Grants Round Three 2018/2019 listed in Table One.

Table One: in Howick Local Grants Round Three 2018/2019

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG1907-336	Eastern Stars Band Incorporated	Arts and culture	Towards the cost of sheet music, tutors, and transportation to major events for the youth band.	$17,000.00	Eligible
LG1907-337	Russian Youth Cultural Centre	Arts and culture	Towards the venue hire, costume and theatrical property hire, advertising and volunteer costs to deliver a theatre production.	$7,077.00	Eligible
LG1907-341	David Riley	Arts and culture	Towards the cost of printing copies of the book, "Yvette Williams - Leaping into History."	$3,000.00	Eligible
LG1907-353	Manukau Orchestral Society Incorporated	Arts and culture	Towards the “Players as Mentors” programme.	$6,000.00	Eligible
LG1907-302	Auckland Seniors Support and Caring Group Incorporated	Community	Towards the venue hire at Pakuranga Community Hall, costume hire, table tennis fee, the purchase of two speakers and shipping costs.	$10,000.00	Eligible
LG1907-304	Asthma New Zealand Incorporated	Community	Towards the wages of three asthma nurse educators.	$5,000.00	Eligible
LG1907-305	CrossNet Incorporated	Community	Towards transportation costs and venue hire to run a senior programme.	$5,900.00	Eligible
LG1907-307	Rainbow Celebrating Life Trust	Community	Towards the venue hire, dance choreographer fees, advertising and insurance to run a dance fitness series.	$3,000.00	Eligible
LG1907-308	The GeneNow Financial Literacy Trust	Community	Towards the room hire, refreshments, sewing resources, facilitation fees and training to deliver a series of sewing workshops.	$3,045.00	Eligible
LG1907-310	Howick Baptist Healthcare Limited	Community	Towards the costs to deliver six events in conjunction with the launch of “Virtual Village Howick.”	$50,000.00	Eligible
LG1907-315	Bhartiya Samaj Charitable Trust	Community	Towards the cost of running an elderly support programme, including venue and bus hire, festival celebrations and recreational activities.	$6,020.00	Eligible
LG1907-320	Kids Safe With Dogs Charitable Trust	Community	Towards instructor wages, administration and printing of activity booklets for schools in Howick.	$8,575.00	Eligible
LG1907-321	Sunnyhills Primary School	Community	Towards the materials and labour costs of constructing a driveway for access to a bike storage container.	$20,200.00	Eligible
LG1907-323	No. 40 (Howick) Squadron ATC Trust	Community	Towards the purchase of bush craft equipment.	$4,635.00	Eligible
LG1907-324	Communicare Auckland Incorporated	Community	Towards the weekly venue hire at Te Tuhi.	$3,085.00	Eligible
LG1907-325	New Zealand Centre for Gifted Education Limited	Community	Towards subsidies for children to access the MindPlus programme.	$5,000.00	Eligible
LG1907-334	Life Education Trust Counties Manukau	Community	Towards the overall costs to deliver a health and well-bring programme to schools in the Howick area.	$22,274.00	Eligible
LG1907-335	CrossNet Incorporated	Community	Towards the project leader, school community worker and school community worker supervisor salaries for a youth resilience programme.	$29,825.00	Eligible
LG1907-343	Pakuranga Heights School	Community	Towards the installation of a canopy shade structure.	$100,000.00	Eligible
LG1907-344	Dance Therapy NZ	Community	Towards venue hire, marketing, programme facilitation, equipment, coordination and administration costs for the “STARS Pakuranga” programme.	$8,000.00	Eligible
LG1907-349	Howick Sea Scout Group under the umbrella of The Scout Association of New Zealand	Community	Towards the costs to obtain building consent for the construction of a storage shed.	$3,500.00	Eligible
LG1907-351	Young Life New Zealand Trust	Community	Towards the youth worker wages to deliver a nine-week youth development programme.	$6,750.00	Eligible
LG1907-352	Action Education Incorporated	Community	Towards the facilitator fees, administration and resources to deliver 15 spoken word poetry workshops at schools in the local board area.	$3,000.00	Eligible
LG1907-354	Youthline Auckland Charitable Trust	Community	Towards the overall costs to train, manage and supervise the volunteer counsellors.	$5,000.00	Eligible
LG1907-359	Cession Community Trust	Community	Towards the facilitation fees and advertising costs to deliver a series of four parenting and family seminars.	$3,206.00	Eligible
LG1907-360	Young Life New Zealand Trust	Community	Towards the registration, accommodation and travel costs to send 14 people to a three-day youth worker training course.	$8,579.00	Eligible
LG1907-361	Cockle Bay Playcentre	Community	Towards the cost to resurface the asphalt as part of the outdoor playground.	$10,365.00	Eligible
LG1907-314	Leigh Nicholson under the umbrella of Hanging Gardens	Environment	Towards the eastern beach planting project, including the purchase and labour to plant trees.	$80,000.00	Eligible
LG1907-340	Elm Park School	Environment	Towards three sets of rubbish and recycling bins.	$3,886.00	Eligible
LG1907-311	The Howick Childrens Charitable Trust	Events	Towards the overall costs to run the Howick Santa Parade, including traffic management, website build, setup and clean up, advertising, management and entertainment.	$40,198.00	Eligible
LG1907-328	Rotary Club of Pakuranga Trust	Events	Towards the overall costs to deliver a community firework display and festival.	$50,000.00	Eligible
LG1907-347	NewHope Community Church Trust	Events	Towards the infrastructure costs needed to deliver a Christmas event.	$55,000.00	Eligible
LG1907-350	Elm Park School	Events	Towards the overall costs to host the annual Koanga Festival.	$4,000.00	Eligible
LG1907-329	Howick and Districts Historical Society Incorporated	Historic Heritage	Towards the costs to repair the building foundations of De Quincey's Cottage and to stabilise the floor of Eckfords House.	$18,800.00
LG1907-330	Howick Village Business Association	Historic Heritage	Towards the artist costs, materials and installation of two sculptured carvings.	$12,000.00	Eligible
LG1907-301	Auckland Basketball Services Limited	Sport and recreation	Towards the hall hire for an after-school basketball programme and the fees for coaching in schools.	$10,000.00	Eligible
LG1907-303	Auckland Table Tennis Association Incorporated	Sport and recreation	Towards venue hire and wages for coaching in schools.	$7,500.00	Eligible
LG1907-316	Special Olympics Howick-Pakuranga	Sport and recreation	Towards the transport costs for athletes to attend regular training and competitions.	$7,000.00	Eligible
LG1907-319	Howick Gymnastic Club Incorporated	Sport and recreation	Towards the coaching costs for recreational and holiday programmes.	$15,000.00	Eligible
LG1907-326	Bucklands Beach Association Football Club	Sport and recreation	Towards turf hire at Macleans College.	$15,300.00	Eligible
LG1907-331	O.C. Unleashed Limited	Sport and recreation	Towards the purchase of fitness and sound equipment.	$5,255.00	Eligible
LG1907-332	Howick Bowling Club Incorporated	Sport and recreation	Towards the costs to construct canopies over two artificial bowling greens.	$500,000.00	Eligible
LG1907-333	John Walker Find Your Field of Dreams Foundation	Sport and recreation	Towards the costs to deliver water safety courses to secondary schools in Howick.	$18,000.00	Eligible
LG1907-339	Korean Positive Ageing Charitable Trust	Sport and recreation	Towards the court hire fees for weekly badminton classes.	$3,500.00	Eligible
LG1907-346	Auckland Badminton Association	Sport and recreation	Towards the court hire at Pakuranga College and the purchase of shuttlecocks.	$45,000.00	Eligible
Total				$1,248,475.00

c) agree to fund, part-fund or decline each application received in Howick Multiboard Round Two 2018/2019, listed in Table Two.

Table Two: Howick Multiboard Round Two 2018/2019

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB1819-254	Proudly Asian Theatre Limited	Arts and culture	Towards the costs to deliver the Filipino production, Pinay, including personnel, production and marketing.	$1,000.00	Eligible
MB1819-267	Manukau Orchestral Society Incorporated	Arts and culture	Towards the venue hire and multi-media costs for the winter dreams programme.	$4,580.00	Eligible
MB1819-205	The Reading Revolution	Community	Towards the costs to deliver the "Read to Lead" programme, including the managers salary from July 2019 to July 2020, venue hire (New Lynn Library) and 25 handbooks.	$5,000.00	Eligible
MB1819-209	Age Concern Counties Manukau Incorporated	Community	Towards the costs to deliver a counselling service.	$19,350.00	Eligible
MB1819-213	StarJam Charitable Trust	Community	Towards the costs to deliver a music workshop in Howick, including coordinator wages, tutor fees and venue hire.	$2,200.00	Eligible
MB1819-221	LifeKidz Trust	Community	Towards the purchase of play equipment and the cost of youth worker wages from 1 July 2019 to 31 January 2020.	$14,000.00	Eligible
MB1819-260	Children's Autism Foundation	Community	Towards the costs to deliver their outreach services for children with autism and their families, in south and west Auckland.	$2,400.00	Eligible
MB1819-261	Deaf Wellbeing Society Incorporated	Community	Towards costs for the art and craft drop in community centre, including art and craft supplies, venue hire co-ordinator fees and volunteer expenses from 5 June 2019 to 1 July 2020.	$2,000.00	Eligible
MB1819-220	Project Litefoot Trust	Environment	Towards the overall costs of Project Litefoot, including salaries, materials installed at the club, administration costs, travel costs, and promotion.	$3,247.95	Eligible
MB1819-233	Environmental Education for Resource Sustainability Trust	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.	$5,426.25	Eligible
MB1819-257	The Kids for Kids Charitable Trust	Events	Towards venue hire and production costs for the "Kids for Kids Aotearoa Big Aroha" event in south Auckland.	$6,156.86	Eligible
Total				$65,361.06

Horopaki

Context

7. 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.

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

9. 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.

10. The Howick Local Board adopted their grants programme for 2018/2019 (Attachment A) on 16 April 2018 and will operate two quick response and three local grants rounds for this financial year.

11. 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.

Tātaritanga me ngā tohutohu

Analysis and advice

12. 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

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

14. 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

15. Local boards are responsible for the decision-making and allocation of local board community grants. The Howick 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.

16. The local 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.”

17. A summary of each application received through Howick Local Grants Round Three 2018/2019 (Attachment B) and Multiboard Grants Round Two (Attachment C) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

18. 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.

19. Fifteen applicants from Howick Local Grants Round Three and five applicants from Multiboard Grants Round Two indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

20. The allocation of grants to community groups is within the adopted 2018-2028 Long-Term Plan and 2018/2019 local board agreement.

21. In addition, there is a further $26,700 from the ACE budget that can be reallocated to community grants from the following projects:

· $7,700 budget saving from the Community Safety Initiatives

· $15,000 budget saving from the Healthy Howick Concept Plan

· $4,000 budget saving from the Event Partnership Fund.

22. The Howick Local Board has set a total community grants budget of $395,000 for the 2018/2019 financial year. A total of $231,694 was allocated to Local Grants Round One, $48,501 was allocated to Local Grants Round Two and $38,500 was allocated to Quick Response Round One. Uxbridge Arts and Culture Trust (QR1907-119) refunded $1,500 as they were unable to deliver the Whare Tapere project. Shiloh Creative Life Centre (QR1907-125) refunded $500 as they were unable to deliver their “Back to Basics” project. Therefore, a total of $2,000 was added back into the 2018/2019 grants budget. This leaves a remaining balance of $78,305 to be allocated between local grants round three and quick response round two.

23. Forty-five applications were received for Local Grants Round Three 2018/2019, and 11 applications were received for Multiboard Grants Round Two 2018/2019, requesting a total of $1,313,836.06.

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 Howick Local Board allocation of funding for Local Grants Round Three and Multiboard Grants Round Two, Commercial and Finance staff will notify the applicants of the local board’s decision and facilitate payment of the grant

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Howick Local Board Grants Programme 2018/2019	55
b ⇨	Howick Local Grants Round Three 2018/2019 Grant Applications (Under Separate Cover)
c ⇨	Howick Multiboard Grants Round Two 2018/2019 Grant Applications (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Makenzie Hirz - Senior Community Grants Advisor

Authorisers

Marion Davies - Grant Operations Manager

Shane King - Head of Operations Support

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Business Improvement District Programme Compliance Report to Howick Local Board for FY 2017-2018

File No.: CP2019/06795

Te take mō te pūrongo

Purpose of the report

1. To seek the Howick Local Board’s recommendation to the Governing Body to strike the BID (Business Improvement District) targeted rates for the Greater East Tamaki and Howick 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 Greater East Tamaki and Howick business associations are in compliance with the BID Policy. Information presented in this report is based on documents submitted by the business associations to council’s BID programme team.

6. Staff recommend that as the BID has met the requirements of the BID Policy, the Howick Local Board should, therefore, recommend to the Governing Body to strike the targeted rates sought by the BID.

Ngā tūtohunga

Recommendation

That the Howick Local Board:

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

· $500,000 for Greater East Tamaki Business Association

· $162,715 for Howick 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. Greater East Tamaki and Howick business associations presented for members’ approval, their 2019-2020 BID grant amount/targeted rate and budget at their 2018 AGM. The approval at the AGM by way of a resolution accepting the 2019-2020 BID grant amount/targeted rate enables the Howick Local Board to recommend to the Governing Body the striking BID targeted rates for 2019-2020.

17. The Greater East Tamaki and Howick business associations comply with the BID Policy and, therefore, it is recommended that the Howick 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 Greater East Tamaki and Howick business associations. Refer to Attachments C and D 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 Greater East Tamaki and Howick business associations means that these BID programmes will continue to be funded from targeted rates on commercial properties in their district and provide services in accordance with their members’ priorities as stated in their strategic plan, and support business growth.

21. Staff does not comment on the effectiveness of individual BID programmes as that is a matter for the members to assess.

22. The Howick Local Board approved a similar recommendation for these BID programmes last year (resolution number HW/2018/83) as did the 17 other local boards that have BID programmes operating in their areas.

23. Several local boards provide additional funding to local business associations, however, accountability for that funding is set by funding agreements between the 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

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

Ngā ritenga ā-pūtea

Financial implications

25. 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

26. 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.

27. 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

28. 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	63
b ⇩	BID programme funding	65
c ⇩	Greater East Tamaki BID Compliance Summary 2017-2018	67
d ⇩	Howick BID Compliance Summary 2017-2018	69

Ngā kaihaina

Signatories

Author

Steven Branca - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Auckland Council's Quarterly Performance Report: Howick Local Board for quarter three 2018/2019

File No.: CP2019/06222

Te take mō te pūrongo

Purpose of the report

1. To provide the Howick Local Board with an integrated quarterly performance report for quarter three, 1 January – 31 March 2019.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2018/2019 work programme. This is a retrospective report intended to provide a transparent overview and reflect the progress of how the Howick Local Board work programme is tracking at the end of quarter three 2018/2019.

3. The work programme is produced annually and aligns with the Howick Local Board Plan outcomes.

4. The key activity updates from this quarter are:

· The ‘Kiwi Anthems’ music event occurred in February at Lloyd Elsmore Park

· Two Chinese New Year events were delivered in Botany and Pakuranga respectively in February

· The upgrade of the interior of the Howick Library has commenced and is scheduled to be complete in early April 2019

· The installation of new flood lighting and promenade lighting at Barry Curtis Park is complete

· The installation of air-conditioning, new power outlets, new accessible doors and acoustic panels at the Uxbridge Arts and Cultural Centre are complete

· The repair of the Highland Park Library due to a roof leak is complete

· The replacement of the boat ramp and damage pontoons at Half Moon Bay is now complete.

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery. All activities are reported with a status of green (on track) or amber (some risk or issues, which are being managed). No activities are reported with a status of grey (cancelled, deferred or merged) or red (behind delivery, significant risk):

6. The financial performance report compared to budget 2018/2019 is attached. The highlights are:

· Overall operational net cost of service for the nine months ended on 31 March 2019 was $15.4 million, which was within 3 percent of the year to date budget

· Capital investment of $7 million took place in the Howick Local Board area during the first three quarters of the current financial year. Capital works as part of implementation of the Master Plan at Barry Curtis Park are progressing well. Coastal structure renewals at the Bucklands Beach and Howick Beach were completed during the third quarter.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

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

b) approve the retention of $7,364.48 of unspent grant funding by the Pakuranga Rotary Club provided for the delivery of the 2019 Pakuranga River Festival Event provided those funds are used for the delivery of the 2020 Event.

Horopaki

Context

7. The Howick Local Board has an approved 2018/2019 work programme for the following operating departments:

· Arts, Community and Events

· Parks, Sport and Recreation

· Libraries and Information

· Community Services: Service, Strategy and Integration

· Community Facilities: Build Maintain Renew

· Community Leases

· Infrastructure and Environmental Services

· Local Economic Development

· Plans and Places.

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

· Involved and connected communities

· Our future growth is managed effectively

· Valuing our cultural diversity

· A treasured environment

· Our people are active and healthy

· A prosperous local economy.

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

Graph 1: Howick Local Board work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

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

11. 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), and activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Howick Local Board work programme by RAG status

12. The graph below shows the activity status of activities in each departmental work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Howick Local Board work programme activity by activity status and department

Key activity updates from quarter three

13. The following activities are a snapshot of the key activities for last quarter:

· ID 130 - Music Concert Howick. The ‘Kiwi Anthems’ music event was delivered in February at Lloyd Elsmore Park. Entertainment was provided by The Jordan Luck Band, Annie Crummer and AutoMatic 80s. Approximately 2,500 people attended

· ID 1524 - Chinese New Year in Botany and Pakuranga. Two Chinese New Year events were delivered in Botany and Pakuranga in February. Approximately 850 people attended the Botany event and approximately 550 people attended the Pakuranga event

· ID 2336 - Comprehensive renewal and renew air conditioning. Physical works have commenced for the interior upgrade at the Howick Library. These works include carpet replacement, painting, electrical upgrade, seismic restraints and air conditioning replacement. Works are scheduled to be complete early April 2019

· ID 2757 - Barry Curtis Park: develop lighting (southern sector). The installation of flood lights to both training fields, the promenade lights along Flat Bush School Road, Chapel Road and the main access walkways are complete

· ID 3187 - Uxbridge Arts and Cultural Centre: install acoustic panels and air conditioning system. The installation of air-conditioning, new power outlets, new accessible doors and acoustic panels are complete

· ID 3241 - Highland Park Library: critical works to renew and repair roof leak issues. The work required to renew and repair the building due to a roof leak is complete. Additional works were also completed and included new planting to gardens, carpet replacement to the main entrance and renewal of staff room balcony

· ID 3263 – Half Moon Bay: renew coastal structures. The project to replace the boat ramp and damaged pontoons is now complete.

Activities with significant issues

14. There are no activities identified by the operating departments with a red RAG status.

Activities on hold

15. The following work programme activities have been identified by operating departments as on hold:

· ID 2351 – Ti Rakau Park Playground Renewal. This project is on hold until Community Services and Auckland Transport agree on best options for the playground renewal, taking into consideration the AMETI Stage 2 works, the playground strategy being developed for Howick Local Board area and the concept plans proposed by the Active Recreation Team

· ID 2758 - Barry Curtis Park - develop existing culture lawn Chapel Rd metal carpark. This project is on hold and is now been planned for the year 2024 to align with Barry Curtis Park Master Planning

· ID 3004 – Buckland Beach Develop Walkway. This project was placed on hold following Auckland Transport's one-way system feasibility study. Discussion is required with the board on how they wish to proceed with development of the walkway.

Changes to the local board work programme

Changed activities

16. We have been approached by the Pakuranga Rotary Club, about unspent funds from their Pakuranga River Festival Event that was held on 24 February 2019. The amount of unspent funds is $7,364.48. Staff in the Events and Grants Teams have considered two options which are to have the Pakuranga Rotary Club return the unspent funds or to retain them and put them towards next year’s event. The staff recommendation is that the club retain the funds.

Deferred activities

17. These activities are deferred from the 18/19 work programme :

· ID 2489 - 563R Pakuranga Road: Lease to The Scout Association of NZ (Minerva). At the request of the board this matter is deferred until at the start of the 2019/2020 financial year to allow the tenant time to re-establish themselves and submit and prepare an application for a new lease. Please also note this line item is no longer included in the Work Programme.

Cancelled activities

18. No activities have been identified by operating departments as having been cancelled from the 2018/2019 work programme.

Activities merged with other activities for delivery

19. No activities have been identified by operating departments as having been merged with other activities for efficient delivery.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. When developing the work programmes council group impacts and views are presented to the 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

21. This report informs the Howick Local Board of the performance for the quarter ending 31 March 2019.

Tauākī whakaaweawe Māori

Māori impact statement

22. This activity had a direct Maori outcome focus:

· ID 859 - Local Maori Responsiveness Plan Work Programme Activity. Te Tahawai Marae have completed their strategic plan and have presented this to the board.

23. This activity aligns with the local board plan:

· ID 1116 - Celebrating Te Ao Māori and strengthening responsiveness to Māori. Whakatipu i te reo Māori - Howick Work Programme Activity. Our Kia Māia te Whai programme offered options in full Te Reo which were embraced by one local family and the bicultural Māori-English programmes were very popular with most participants. The Howick Library partnered with the curators from Uxbridge Arts to lend Ngā pua o te Matauranga, the Māori Rain Cape designed and constructed by Wiremu Wilson, with the assistance of Alicia Courtenay, to the Gallery as a focal part of their current textile exhibition. The rain cape was presented at the opening of the current library on 22 October 2002 and has been on permanent exhibition there.

Ngā ritenga ā-pūtea

Financial implications

24. There is one matter with a financial implication proposed in this report. It relates to the proposal to allow the Pakuranga Rotary Club to retain $7,364.48 of unspent funds from their Pakuranga River Festival Event that was held on 24 February 2019.

Financial Performance

25. The Howick Local Board’s net cost of service for the March quarter was $15.4 million against a budget of $15.9 million.

26. Operating revenue of $3.8 million for the nine-month period is in line with budget. Early Childhood Education occupancy and holiday program enrolments have increased compared to previous year. This quarter Lloyd Elsmore Park Pool and Leisure Centre hit a new record for both memberships and group fitness attendance. There has been a slight decrease in fitness memberships at Howick Leisure Centre.

27. Operating expenditure for the nine months has been slightly less than budget. Slower than expected progress in a few of locally driven initiatives (LDI) work programs in local economic development and community services have resulted in the lower than budgeted expenditure. However, locally driven environmental projects have been moving along well and offset some of the underspend.

28. Capital investment of $7 million for the first three quarters of the current financial year, which equates to 64 percent of the full year revised budget. Capital works at Barry Curtis Park is moving forward well and has translated to higher than budgeted spend. Other major projects include renewals at the library and coastal assets renewals.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

31. The local board will receive the next performance update for quarter four following the end of the financial year (June 2019).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Howick Local Board Financial Report as at 31 March 2019	79

Ngā kaihaina

Signatories

Author	Stephen Hunt – Senior Local Board Advisor, Howick
Authoriser	Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Proposed Locally Driven Initiatives (LDI) Capital Work Programme

File No.: CP2019/04772

Te take mō te pūrongo

Purpose of the report

1. To approve, in principle, the proposed programme for Locally Driven Initiatives (LDI) capital works projects which will be incorporated in the 3-year Community Facilities work programme beginning with financial year 2019/2020.

Whakarāpopototanga matua

Executive summary

2. The LDI capital fund was established to ensure that important and prioritised local improvement projects can be delivered within each local community. The type of projects that can be funded by the LDI capital fund include any projects that deliver a council owned asset or as a capital grant to an asset made available for public use.

3. As at 19 February 2019, the Howick Local Board’s unallocated LDI capital expenditure budget available to 30 June 2020 was approximately $4.1 million.

4. The proposed additions to the programme of LDI capital works projects was developed through a series of iterative workshops with the local board from November 2018 through March 2019. The proposed additions to the programme provided in Table A reflect the agreed priority projects that were presented in the local board workshop held 19 February, with the exception of the following projects; the Stockade Hill community notice board, the special needs park and playground and 34 Moore Street. The Stockade Hill community notice board will be progressed as a renewal project. The special needs park and playground is to be assessed in the Parks Service and Recreation work programme and the proposed work for 34 Moore Street will be considered separately.

5. The proposed LDI capital works programme includes 14 projects that are set out in Table A with an indicative total budget of $ 2,842,300.

6. A project plan will be developed for each project that will include detailed design and final costings. These project plans will then be reported to the Howick Local Board on an individual basis for final approval to proceed.

7. It is expected that the proposed programme for LDI capital projects will be subject to a degree of change as some projects may encounter delivery difficulties or new projects may emerge that the board wish to consider for inclusion in the programme.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) Approve, in principle, the inclusion of proposed LDI capital projects as shown in Table A to the 3-year Community Facilities work programme beginning with financial year 2019/2020.

Table A

Activity Name	Activity Description	Indicative Investigation and Design Budget	Indicative Physical Works Budget
1. Lloyd Elsmore Park multisport centre	Develop a multisport centre to improve and increase the recreational facilities in the park.	Funded by LDI Opex in the Parks Services and Recreation (PSR) programme	$1,400,000
2. Dog Exercise Areas in Howick, Pakuranga and Botany	Identify suitable open spaces to develop dog exercise areas in Howick, Pakuranga and Botany. This project is a local board priority.	$10,000	$150,000
3. Howick Recreation Centre Community Notice Board	Install a new community notice board at the centre.	Inclusive in physical works estimated budget	$10,000
4. Barry Curtis Park Shelter and Covered Seating	Design and construct a shelter and provide covered seating at the park. The shelter is to be in the vicinity of the activity centre and skatepark.	$20,000	$100,000
5. Barry Curtis Park Improved Event Infrastructure	Design and develop improved infrastructure at the park to support additional events to be held at the park.	$40,000	$350,000
6. Playspace Improvements and Enhancements	Implement play space improvements and upgrades, including shade provision and improved accessibility at appropriate sites as recommended by the PSR play space assessment.	To be confirmed	$150,000
7. Basketball Courts for selected parks	It is anticipated that the PSR play space assessment will help to inform and identify parks that may benefit from the addition of basketball courts. The local board has suggested Meadowland Park.	To be confirmed	$150,000
8. Improved Disabled Access to Stockade Hill	Improve accessibility to Stockade Hill for the disabled. Heritage implications will factor into any potential physical works.	$20,000	To be confirmed
9. Modular Cycling Pump Track	Develop pump track(s) at sites deemed appropriate. PSR will advise on potential locations and the recommended modular layout of the track and its targeted users.	$20,000	$100,000
10. Lloyd Elsmore Badminton Club Dividing Curtains	Discussion with the club is required to establish the current status of this project and consideration of the grant funding option.	N/A	$42,300 (to be confirmed if LDI funding is appropriate)
11. Simon Owen Reserve Footpath to Elim Christian College Junior Campus	This project arose as an Auckland Transports Community Transport Project, designed to better manage traffic volumes around Elim Christian College Junior Campus. It involves the construction of a 40 metre footpath through the reserve which is relatively straightforward. However, Auckland Transport will initially need to undertake a consultation exercise with the local residents.	To be confirmed	$60,000
12. Town Centre Festive Lighting	This project requires further direction from the local board on the desired locations. Whilst Stockade Hill is an established location for lighting in Howick, the sites in Pakuranga and Ormiston Town Centre are considered problematic.	Inclusive in physical works estimated budget	$50,000
13. Dick Quax Memorial Run	Proposed site for the memorial run is the Rotary Walkway. Way-markers and interpretative signage to be installed.	Inclusive in physical works estimated budget	$20,000
14. Mangemangeroa Reserve Plan Implementation	A new development concept plan for the reserve is nearing completion. Recommended development priorities, the scope of which are unknown at this stage, will require implementation in stages.	$50,000	$100,000
Total Indicative Budgets		$160,000	$2,682,300

Horopaki

Context

8. The LDI capital fund was established to ensure that important locally improvement projects can be delivered in the community.

9. At a workshop on 13 November 2018 the local board discussed several potential projects that could be funded from the LDI capital fund and that deliver on the outcomes contained within the Howick Local Board Plan.

10. A draft project list was developed that the local board were subsequently asked to review and prioritise.

11. At a further workshop on 19 February 2019, the local board agreed on a draft LDI capital work programme and confirmed indicative budgets based on the best available information.

12. This draft programme was set out in a memorandum to the board dated 22 March and was discussed at a direction setting workshop on 28 March.

13. At the 28 March workshop the board requested that the draft programme be reported to a business meeting for formal consideration and decision.

14. The board also supported a number of other projects, but with no budget allocation at this stage. They are recorded in Table B below for the sake of completeness. These projects can be considered for approval in a future work programme.

Table B

Activity Name	Comment
Barry Curtis Park Multisport Centre	This project is for future consideration when the development is better understood, and other potential funding sources are known
Greenmount (Styak Lushington Park) Development	This project is for future consideration when the development is better understood, and other potential funding sources are known.
Lloyd Elsmore Park Improved Event Infrastructure	This project is for future consideration.
Howick Walking & Cycling Network Plan	In October 2018 the local board adopted the plan and approved the following priority projects with indicative budgets: · Lloyd Elsmore Park (Route 1a $715k, Route 1b $640k) · Cascades Walkway (Route 2a $345k, Route 2b $285k, Route 2c $605k, Route 2d $208k) · Cascades to Burswood (Route 3 $770k) · Elm Park to Riverhills Park (Route 5 $1.35m) · Ti Rakau Drive to Smales Road (Route 6 $735k) However, the local board have requested more details on the options before making a budget allocation. This investigation is currently underway.
Improved Disabled Access to Public Toilets	This project is for future consideration

Tātaritanga me ngā tohutohu

Analysis and advice

15. Investment in the LDI capital works projects will ensure that the Howick Local Board will continue to support projects that deliver new council owned assets that can be made for public use and benefit the local community.

16. The unallocated LDI Capex budget is an accumulation over a number of years and it is recommended that it is allocated in principle now to allow for council to plan for the delivery of the proposed projects.

17. A second option is to not make the recommended allocations in principle now. The second option is potentially problematic and not recommended as it may become difficult for council to deliver into the future, without allowing adequate lead time for both planning and delivery. In addition, there is a potential risk that unallocated LDI Capex will at some point not be able to be carried forward.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. This report has been prepared as a collaborative effort by staff from Community Facilities, Parks, Sports and Recreation and Local Board Services.

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

Local impacts and local board views

19. The proposed programme for LDI capital works projects has been considered by the local board in a series of workshops from November 2018 to March 2019. The views expressed by local board members have been incorporated.

20. The proposed LDI capital projects the achievement of the following 2017 Howick Local Board Plan priorities:

· Involved and connected communities

· Our future growth is managed effectively

· A treasured environment

· Our people are active and healthy

· Valuing our cultural diversity.

21. Where the implementation of a project impacts on specific local communities, consultation with those communities will be undertaken.

Tauākī whakaaweawe Māori

Māori impact statement

22. The proposed programme for LDI capital works projects will be incorporated in the 2019/2020 Community Facilities work programme which ensures that all facilities and open space assets benefit the local community, including Māori. Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to mana whenua, appropriate engagement will be undertaken.

Ngā ritenga ā-pūtea

Financial implications

23. As at 19 February 2019 the unallocated LDI capital funding available to 30 June 2020 was approximately $4.1 million. The proposed programme for LDI capital works has an indicative total budget of $2,842,300. As such, local board approval will not have significant financial implications unless projects experience a significant cost estimate increase or decrease. Regular updates on projects will be provided to the board tracking expenditure and identifying any projects at risk of non-delivery.

24. Regular review of the proposed LDI capital works will allow the local board to advocate for the addition and/or removal of individual projects at the local board’s discretion.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. If the proposed programme for LDI capital projects is not approved in principle at this time, there is a risk that proposed projects may not be delivered within the 3-year Community Facilities work programme. As the individual projects proposed for LDI funding are implemented, the risks and mitigations associated with these projects will be addressed.

Ngā koringa ā-muri

Next steps

26. The proposed programme of LDI capital projects will be incorporated in the 3-year Community Facilities work programme beginning with financial year 2019/2020.

27. Implementation of the LDI capital projects will be reported regularly by staff through monthly and quarterly performance reports.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Jacqui Thompson Fell, Work Programme Lead

Authorisers

Rod Sheridan - General Manager Community Facilities

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Allocation of the Parks Reponse Fund, 2018-2019

File No.: CP2019/05921

Te take mō te pūrongo

Purpose of the report

To allocate the remaining $79,000 LDI opex from the Parks Response Fund.

Whakarāpopototanga matua

Executive summary

1. There is $79,000 LDI opex remaining in the Parks Response Fund for 2018-2019.

2. Staff recommend this is allocated to two projects.

3. A new board-wide Play Network Assessment is recommended to guide future investment in play experiences.

4. Assistance to Howick Gymnastics Club is recommended to ensure the viability of this club, which is an integral part of the new multi-sport project at Lloyd Elsmore Park (LEP).

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) allocate the remaining $79,000 LDI opex from the Parks Response Fund as follows:

· $39,000 for a Play Network Service Assessment

· $40,000 to assist the Howick Gymnastics Club.

Horopaki

Context

5. A fund of $105,000 was established at the start of this financial year as a Parks Response Fund.

6. The fund must be allocated this financial year or it will be offered as savings.

7. To date $27,000 has been allocated – $20,000 has been spent on geotechnical investigation at Mangemangeroa Reserve and $7,000 has been spent to upgrade the skate park custodian service at Barry Curtis Park.

8. Staff workshopped two options for allocation of the remaining $79,000 budget on 18 April 2019.

Play Network Service Assessment

9. In the 2016-2017 financial year staff produced a Play Network Analysis to determine the current level of service provision for play across Howick Local Board’s 69 playgrounds.

10. Staff recommend updating and expanding the original play network assessment, and to include two focus areas: wheeled play and exercise equipment.

11. A Wheeled Play Assessment was suggested as a standalone line item in the upcoming Annual Work Programme (FY 2019-2020) but can be better incorporated into a wider play assessment. This will look at the service need for the development of wheeled play facilities to further enhance the play network.

Howick Gymnastics Club assistance

12. The Howick Gymnastics Club is a key group in the new LEP multi-sport project.

13. In the 2015-2016 financial year Howick Gymnastics were awarded $250,580 for the development of a new gymnastics facility (LEP multi-sport).

14. Howick Gymnastics Club presented to the Howick Local Board on Thursday 4 April. Their current landlord (Eastgate Christian Centre) has indicated they will be increasing rent by 7-10 per cent.

15. The club are currently already paying $115,000 per annum in rent and are unable to maintain this. The club have provided their recent financials which show they have been running at a deficit.

16. The club requested $50,000 per annum for 3 years from the board to allow them to continue operating.

Tātaritanga me ngā tohutohu

Analysis and advice

Play Network Service Assessment

17. The board have expressed an interest in several play related initiatives.

18. Play development projects can be significant investments, and a robust service assessment is required to ensure the best outcomes are achieved.

19. The final document will provide a future vision for Howick’s play network. The document can be adopted by the local board and will enable prioritisation of play development projects.

Howick Gymnastics Club assistance

20. Staff advise that the local board agree to allocate $40,000 to assist with the club’s rent for the first year, which can then be reviewed next financial year.

21. An increase to $125,000 in rent per annum will cause the club to fold. It is crucial the club survives until this facility is built.

22. Howick Gymnastics have confirmed this would be a lifeline and get them through the next year. Howick Gymnastics are willing to update the board at the board’s request

23. Howick Gymnastics has historically have been self-sufficient. They have not had usage of any council resources or council assistance, while others have.

24. In terms of equity, staff recommend Howick Gymnastics now receive assistance with their increase in rent until the new multi-sport facility has been completed and they have their own facility.

25. It should be noted that financial assistance to sports clubs from LDI opex is only considered under exceptional circumstances.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

26. The Play Network Service Assessment will help to guide the physical works programme of Community Facilities.

27. Community Facilities have been engaged on this proposal and understand the deliverables and timelines involved.

28. The proposed decision on the Howick Gymnastics Club assistance has been discussed with the Community Grants team as the club had also applied for grant funding.

29. The views of council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

30. The Play Network Service Assessment will help to ensure there is sufficient provision of play opportunities across the local board area.

31. Play is a key focus area for the board. Particularly, the board has expressed an interest in new wheeled play assets.

32. The Howick Gymnastics Club assistance will have a localised impact. However, the LEP multi-sport project is contingent on the club’s continued existent, and realising this asset is important for the whole board area.

33. The board indicated strong support for both these initiatives at a recent workshop.

Tauākī whakaaweawe Māori

Māori impact statement

34. The provision of quality play has broad benefits for Māori, including the promotion of good health, the fostering of strong family and community relationships and connection to the natural environment.

35. The assistance to the Howick Gymnastics Club will help to retain an important sporting/recreational opportunity in the area which can benefit the whole community, including Māori.

Ngā ritenga ā-pūtea

Financial implications

36. As the Parks Response Fund is LDI opex for the 2018-2019 financial year, if it is not allocated to specific projects it will be offered as savings.

37. The recommendations for the remaining $79,000 of the Parks Reponses Fund are considered a prudent use of LDI. The Play Network Assessment will ensure effective future investment. The assistance to Howick Gymnastics will ensure the club can continue to play an integral role in the new LEP multi-sport project. Should this project fold, the money already invested will be lost.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. There is a risk of the local board losing the remainder of the Parks Response Fund if this money is not allocated by the end of the financial year.

39. There are no perceived risks around the Play Network Service Assessment.

40. The assistance to the Howick Gymnastics Club may be seen as setting a precedent. However, it has been made clear that this is only offered under exceptional circumstances, for the reasons described above.

Ngā koringa ā-muri

Next steps

41. A workshop will be held with the board in June/July to agree the scope of the Play Network Assessment.

42. PSR will prepare a funding agreement to allow the budget to be allocated to the Howick Gymnastics Club.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Rob Gear - PSR Portfolio Manager

Authoriser

Mace Ward - General Manager Parks, Sports and Recreation

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

New road and private way names in the subdivision at 2A & 4 Greenhill Crescent, Pakuranga, by Meng Ao Investment Limited

File No.: CP2019/05800

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Howick Local Board for road names for a new public road and private way in the subdivision at 2 & 4 Greenhill Crescent, Pakuranga by Meng Ao Investment Limited.

Whakarāpopototanga matua

Executive summary

2. Auckland Council has road naming guidelines that set out the requirements and criteria of the Council for the proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland Region.

3. The Applicant has submitted the following names for consideration for the new public road and private way at 2A & 4 Greenhill Crescent, Pakuranga;

· Te Meng Ao Lane or Way

· Pikareka Lane

· Meng Ao Lane or Way

· Deer Lane or Way

· Daqing Mountain Terrace (or Lane or Way).

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) approve the new name ‘Te Meng Ao Lane’ for the new private way in the subdivision at 2 & 4 Greenhill Crescent, Pakuranga, in accordance with section 319(1)(j) of the Local Government Act 1974.

Horopaki

Context

4. An 11 lot residential of 2 & 4 Greenhill Crescent, Pakuranga was granted on 24 February 2015, referenced 45392 SP11533. Lot 11 will be the private way serving Lots 1 to Lot 9 (inclusive).

Tātaritanga me ngā tohutohu

Analysis and advice

5. Auckland Council’s road naming criteria typically require that road names reflect:

· A historical or ancestral linkage to an area;

· A particular landscape, environment or biodiversity theme or feature; or

· An existing (or introduced) thematic identity in the area.

6. The applicant has proposed the following names for consideration for the new road at 2A & 4 Greenhill Crescent, Pakuranga:

Preference	Proposed New Road Name (Road 2)	Meaning
Preferred Name	Te Meng Ao Lane or Way	The developer’s name – This has been suggested by Ngai Tai Tamaki as a modification to the proposal of Meng Ao Lane proposed by the applicant and which means “The World of Meng”.
First Alternative	Pikareka Lane or Way	This has been suggested by Ngai Tai Ki Tamaki and means Fallow Deer.”
Second Alternative	Meng Ao Lane or Way	This is the name proposed by the applicant and it’s the developer’s name.

7. The proposed suffixes of ‘Lane’ and ‘Way’ are deemed acceptable as they accurately describe the characteristics of the roads.

8. The names proposed by the Applicant are generally deemed to meet the road naming guidelines, although it is noted that ‘Meng Ao Lane or Way’ may not be appropriate due to their reference to the developer, hence the names ‘Te Meng Ao Lane or Way’ and ‘Pikareka Lane or Way’ may be a more appropriate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

9. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate impact on the Council.

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

Local impacts and local board views

10. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate impact on the community

Tauākī whakaaweawe Māori

Māori impact statement

11. The Applicant has consulted with local iwi, and a response was received from Ngai Tai Ki Tamaki with the two names that are of first and second alternative and which, the applicant has put forward for the proposed new private way.

Ngā ritenga ā-pūtea

Financial implications

12. The applicant has responsibility for ensuring that appropriate signage will be installed once approval is obtained for the new road name.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

13. There are no significant risks to council as road naming is a routine part of the subdivision development process with consultation being a key part of the process.

Ngā koringa ā-muri

Next steps

14. Approved road names are notified to Land Information New Zealand who records them on their New Zealand wide land information database which includes street addresses issued by councils.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Locality Plan	99
b ⇩	Scheme Plan	101

Ngā kaihaina

Signatories

Author

Toakase Akoteu-Tongotongo – Senior Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Proposal to classify a portion of Meadowlands Reserve and to grant a new community lease to Meadowlands Multisport Limited, 41R meadowland Drive, Howick

File No.: CP2019/06396

Te take mō te pūrongo

Purpose of the report

1. To endorse classification of Meadowlands Reserve as a classified recreation reserve subject to the provisions of the Reserves Act 1977.

2. To grant a new ground lease to Meadowlands Multisport Limited for the land at 41R Meadowland Drive, Somerville, Meadowland Reserve.

Whakarāpopototanga matua

Executive summary

3. Meadowlands Multisport Limited is an amalgamation of Howick Squash Club Incorporated, Cockle Bay Tennis Club Incorporated and Howick Softball Club (Fencibles) Incorporated.

4. Meadowlands Multisport Limited is an umbrella company formed to ensure the long-term maintenance and upkeep of the facility in order to provide a quality leisure and recreational facility for the community in the Howick and wider Pakuranga area.

5. Meadowlands Multisport Limited was incorporated as a company under the Companies Act 1993 on the 30 August 2010 and was then registered for charitable status on 4 February 2011.

6. Howick Squash Club Incorporated and Cockle Bay Tennis Club Incorporated have operative community lease agreements with Auckland Council for the land sited at 41R Meadowland Drive, Somerville, Meadowland Reserve.

7. The lease for Howick Squash Club Incorporated commenced 1 July 2000 and expired 30 June 2015. The lease has continued to roll over on a month by month basis.

8. The lease for Cockle Bay Tennis Club Incorporated commenced 1 May 2009 and will finally expire 30 April 2019.

9. Howick Softball Club (Fencibles) Incorporated does not have an operative lease agreement with council.

10. Meadowlands Multisport Limited has submitted a comprehensive application for a new community lease. The building and improvements on site are owned by Meadowlands Multisport Limited.

11. The Meadowlands Multisport Limited facility occupies a portion of Meadowland Reserve legally described as Lot 100 Deposited Plan 139785 comprising 3.5990 hectares contained in Part NA61C/518 (Cancelled) and Lot 101 Deposited Plan 148811 comprising 5,850 square metres and contained in NA87A/283. Both land parcels are unclassified recreation reserves subject to the provisions of the Reserves Act 1977.

12. Classification of these land parcels is required prior to a new lease being granted to Meadowlands Multisport Limited as per the provisions of the Reserves Act 1977.

13. This report recommends that the Howick Local Board exercise its delegated authority under Section 16 (2A) of the Reserves Act 1977 to classify all nine unclassified recreation reserve land parcels of Meadowlands Reserve as classified recreation reserve.

14. Subject to the classification being approved, this report also recommends the Howick Local Board grant a new ground lease to Meadowlands Multisport Limited.

15. In accordance with the Reserves Act 1977 and Section 4 of the Conservation Act 1987, Auckland Council must publicly notify and engage with iwi on its intention to grant the proposed new lease.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) resolve pursuant to Section 16 (2A) of the Reserves Act 1977 to classify Lot 100 Deposited Plan 139785 and Lot 101 Deposited Plan 148811 and all other parcels comprising Meadowlands Reserve as classified recreation reserve.

b) subject to classification of the land being approved grant a new ground lease to Meadowlands Multisport Limited, for the land sited at 41R Meadowland Drive, Somerville, Meadowland Reserve on the following terms and conditions:

i) approve the public notification of Auckland Council’s intention to grant a new ground lease to Meadowlands Multisport Limited for the land at 41R Meadowland Drive, Somerville, Meadowland Reserve

ii) term – 10 years commencing 18 March 2019 with one 10 year right of renewal

iii) rent – $1.00 (plus GST) per annum if demanded

iv) delegate to the Chair to appoint a panel to consider submissions or objections received following the public notification of the intention to lease, and for the panel to decide in that regard

v) delegate to the Chair and Deputy Chair authority to approve the community outcomes plan to be attached to the lease as a schedule

vi) the operative community lease for Cockle Bay Tennis Club Incorporated will surrender upon a new lease being granted and executed to the Meadowlands Multisport Limited

vii) all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines 2012.

Horopaki

Context

16. This report considers classification of nine unclassified recreation reserve land parcels and a new ground lease to Meadowlands Multisport Limited.

17. A new community lease for Meadowlands Multisport Limited was discussed at a workshop with the Howick Local Board on 23 October 2018. No objections were raised at this time.

18. The Howick Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

The Land

19. The land occupied by Meadowlands Multisport Limited sited at 41R Meadowland Drive, Somerville, Meadowland Reserve, is legally described as Lot 100 Deposited Plan 139785 comprising 3.5990 hectares contained in Part NA61C/518 (Cancelled) and Lot 101 Deposited Plan 148811 comprising 5,850 square metres and contained in NA87A/283. Both parcels of land are held in fee simple by the Auckland Council as unclassified recreation reserves subject to the Reserves Act 1977 (Attachment A).

20. While Meadowlands Multisport Limited currently lease Lot 100 and Lot 101, council staff will recommend that all the following nine unclassified land parcels making up Meadowlands Reserve be classified as recreation reserve:

i) Lot 228 DP 156628 comprising 3770 square metres and contained in NA94A/629

ii) Lot 223 DP 159580 comprising 4122 square metres and contained in NA95D/963

iii) Lots 1 and 2 DP 157481 comprising 1693 and 1921 square metres respectively and both contained in NA94C/474

iv) Lot 221 DP 156911 comprising 2840 square metres and contained in NA94B/365

v) Lot 220 DP 155342 comprising 4291 square metres and contained in NA92D/608

vi) Section 1 SO 70179 comprising 9079 square metres and contained in NA134D/251

vii) Lot 101 DP 148811 comprising 5850 square metres and contained in NA87A/283

viii) Lot 100 DP 139785 comprising 3.5990 hectares and contained in Part NA61C/518 (Cancelled).

21. The Howick Local Board has delegated authority pursuant to Section 16 (2A) of the Reserves Act 1977 to classify unclassified recreation reserves.

22. Meadowlands Reserve is utilised by many recreation and sporting groups. Classifying these land parcels legitimises the permitted use of recreation actives on the land by Meadowlands Multisport Limited and other recreation users.

Tātaritanga me ngā tohutohu

Analysis and advice

The Facility

23. The facility is owned and managed by Meadowlands Multisport Limited. The facility is in excellent condition, fit for purpose.

24. The two-storey facility has a viewing platform that links the Howick Squash Club and Cockle Bay Tennis Club buildings together with an attached softball clubroom extension on the far-left side of the building.

25. The facility has eight synthetic grass tennis courts, four glass-backed squash courts, a Pro Shop catering for squash and tennis, office space, viewing deck, shower and toilet facilities, lounge and conference rooms, a commercial kitchen and separate kitchenette.

26. The facility supports the Howick Local Board Plan 2017 to provide access to quality leisure and recreational facilities for all ages and abilities and ensuring that our people are active and healthy.

Howick Squash Club Incorporated

27. The Howick Squash Club registered as an incorporated society on 25 February 1980.

28. The primary objective of the club is to provide the facilities to promote and encourage the playing of the game of squash.

29. The lease for Howick Squash Club Incorporated commenced 1 July 2000 and expired 30 June 2015. The lease has continued to roll over on a month by month basis.

30. The portion of the facility occupied by the squash club has four glass-backed squash courts that are well-lit and in excellent condition. It has two moveable walls that allow for doubles matches and tiered seating behind each court allows public viewing of tournaments and exhibition matches.

31. The club has a strong membership of over 400 members and continues to increase each year.

Cockle Bay Tennis Club Incorporated

32. The lease for Cockle Bay Tennis Club Incorporated commenced 1 May 2009 and will finally expire 30 April 2019.

33. Cockle Bay Tennis Club Incorporated was established in 1974 and registered as an incorporated society on 8 November 1978.

34. In 1988 the former Manukau City Council supported the club to expand its facilities at Meadowlands Drive, owning to rapid residential growth in the area. By 1993, six floodlit tennis courts and a small clubhouse were built. Two additional astro turf courts were later installed.

35. The clubs’ membership has continued to grow steadily with a significant jump in 2009 resulting from the transfer of approximately 100 members from the disbanding Macleans Tennis Club.

36. The current membership is in excess of 450 members, including approximately 200 juniors.

37. The club has achieved several accolades including Tennis Auckland’s Club of the Year award in 2010 as well as the Marketing, Promotion and Membership award in 2014.

Howick Softball Club (Fencibles) Incorporated

38. Howick Softball Club (Fencibles) Incorporated was established in the 1970s and registered as an incorporated society on 13 April 1973.

39. Meadowland Reserve accommodates six diamond pitches that are used to host national and regional tournaments.

40. The club has a paying membership of over 600 and more than 400 affiliated members.

41. The club reaches out to local schools to promote and recruit new members.

42. The activity of all three clubs, together with the use of the facility, supports the local board plan in that it serves the community’s need by providing quality recreation and leisure activities and facilities to people of all ages and abilities to use and responds to the needs of the growing community. It also encourages healthy and active lifestyles for the community.

Meadowlands Multisport Limited

43. The activities of all three sports groups align with the Howick Local Board Plan 2017 to provide quality leisure and recreational facilities for all ages and abilities and ensuring that our people are active and healthy.

44. To provide for the long-term maintenance and upkeep of the facility, the three clubs decided to form an umbrella organisation to manage it.

45. Meadowlands Multisport Limited was incorporated as a company under the Companies Act 1993 on the 30 August 2010 and registered for charitable status on 4 February 2011.

46. The recommended term for a lease where the tenant club owns the building is ten years with one ten year right of renewal in accordance with the Auckland Council Community Occupancy Guidelines 2012.

47. Council staff are negotiating a Community Outcomes Plan with Meadowlands Multisport Limited which the report recommends will be submitted to the Chair and Deputy Chair for approval to be attached as a schedule to the lease deed.

48. The financial accounts provided indicate that Meadowlands Multisport Limited funds are sufficient to meet its liabilities and are being managed appropriately.

49. Meadowlands Multisport Limited has all necessary insurance cover, including public liability insurance in place.

50. Council staff are required to undertake public notification and iwi engagement for both the classification of the reserve and new community lease in accord with the Reserves Act 1977 and the Conservation Act 1987.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

51. The proposed decision has no identified impacts on other parts of the council group. The views of the council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

52. The recommendations within this report fall within the local board’s allocated authority relating to local, recreation, sports and community facilities.

53. At its workshop on 23 October 2018, the local board expressed support for Meadowlands Multisport Limited and the proposed new lease.

Tauākī whakaaweawe Māori

Māori impact statement

54. 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, the Long-term Plan 2018-2028, the Unitary Plan and Local Board Plans.

55. Iwi engagement was undertaken between 25 February and 25th March 2019 with the iwi groups identified as having an interest in land in the Howick Local Board area.

56. Engagement included:

i. a mana whenua forum presentation held at the Auckland Council Manukau Civic Building

ii. written advice of the proposal to classify the land to recreation reserve and to grant a new ground lease to Meadowlands Multisport Limited was sent to iwi groups with an interest in the Howick Local Board area.

57. No objection to either proposal was received.

58. The above meets the requirements of Section 4 of the Conservation Act 1987 that council consult with iwi.

Ngā ritenga ā-pūtea

Financial implications

59. Once the classification approval is resolved by the board staff will arrange for publication of notice in the Gazette confirming the classification. The cost of this will be borne by Community Facilities.

60. Public notification costs of the intention to grant a new ground lease will also be borne by Community Facilities.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

61. Should the Howick Local Board resolve not to grant the Meadowlands Multisport Limited a new community lease, this decision may materially affect the group’s ability to undertake its core activities.

62. Provided there are no objections to the public notification to classify the land and grant a new ground lease, council staff advise that the benefits to the community as recommended outweigh any risks.

Ngā koringa ā-muri

Next steps

63. Subject to the grant of a new community lease, Auckland Council staff will work with Meadowlands Multisport Limited to finalise the lease documentation.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A - Site Plan and Lease Area	109

Ngā kaihaina

Signatories

Author

Tony Setefano - Community Facilities Graduate

Authorisers

Rod Sheridan - General Manager Community Facilities

Nina Siers - Relationship Manager

Howick Local Board

20 May 2019

Proposal to grant new community leases to The Royal New Zealand Plunket Trust and Pakuranga Rugby League Community Sports Club Incorporated

File No.: CP2019/06400

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to Royal New Zealand Plunket Trust at the Bucklands Beach and Eastern War Memorial Hall located at 48 The Parade, Bucklands Beach.

2. To grant a new community lease to the Pakuranga Rugby League Community Sports Club Incorporated at 27R William Roberts Road, Ti Rakau Park, Pakuranga.

Whakarāpopototanga matua

Executive summary

The Royal New Zealand Plunket Trust

3. The Royal New Zealand Plunket Trust (Plunket) seeks a new community lease to occupy the Plunket room at the Bucklands Beach and Eastern War Memorial Hall located at 48 The Parade, Bucklands Beach.

4. The hall is owned by Auckland Council and currently managed by Community Places.

5. Plunket had previously occupied the Plunket room but vacated the premises in late 2016 as the premises were unfit for their change of service from car seat operation to a clinic.

6. The Plunket room has undergone renewal works to ensure that it is fit for purpose. These works are now complete.

7. Plunket has indicated its desire to resume its occupation of the Plunket room under a community lease agreement rather than the current hire agreement. A community lease will provide Plunket with both secure and legal tenancy to occupy the space as a clinic on a long-term basis. The current booking method does not fit the service they provide to the community.

8. Community Places has confirmed that they have no alternative use for the Plunket room and have agreed to enter into a five-month temporary agreement with Plunket until Community Leasing staff have the opportunity to discuss the occupancy with the Howick Local Board.

9. Community Leasing and Community Places support transferring management of the Plunket room from Community Places to Community Facilities and to operate using a community lease agreement.

10. The recommendation aligns with the Howick Local Board Plan 2017 outcome: involved and connected communities.

Pakuranga Rugby League Community Sports Club Incorporated

11. The Pakuranga Rugby League Community Sports Club Incorporated (PRLCSC) seeks a new community lease for the land at 27R William Roberts Road, Ti Rakau Park, Pakuranga. The lease commenced 1 April 2009 and expired 31 March 2019. It is currently on a month by month roll over.

12. This report recommends the Howick Local Board grant new community leases to Plunket and PRLCSC.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) endorse the transfer of management of the Plunket room at Bucklands and Eastern Beach War Memorial Hall from Community Places to Community Facilities.

b) grant a new community lease to Royal New Zealand Plunket Trust for the Plunket room at 48 The Parade, Bucklands Beach on land legally described as Lot 3 Deposited Plan 16356, comprising 799 square metres, and contained in Certificate of Title NA454/13 (refer to Attachment A) subject to the following terms and conditions:

i) term – initial term of five years commencing 20 May 2019 with one five year right of renewal with final expiry 19 May 2029

ii) rent – one dollar ($1.00) plus GST per annum if requested

iii) maintenance fee – $250.00 plus GST per annum

iv) delegate authority to the Chair and Deputy Chair to approve the Community Outcomes Plan to be attached to the lease as a schedule

v) all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines 2012.

c) grant a new community lease to Pakuranga Rugby League Community Sports Club Incorporated for the land comprising 520m² (more or less) of the land at 27R William Roberts Road, Ti Rakau Park, Pakuranga legally described as Lot 1 DP 51777 comprising 5.9273 ha and contained in NA21A/916 (Part-Cancelled) (refer to Attachment B) subject to the following terms and conditions:

i) approve the public notification of Auckland Council’s intention to grant a new ground lease to Pakuranga Rugby League Community Sports Club for the land at 27R William Roberts Road, Ti Rakau Park Pakuranga

ii) term – initial term of 10 years commencing 20 May 2019 with one 10-year right of renewal with final expiry 19 May 2039

iii) rent – one dollar ($1.00) plus GST per annum if requested

iv) delegate authority to the Chair and Deputy Chair to approve the Community Outcomes Plan to be attached to the lease as a schedule

v) all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines 2012.

Horopaki

Context

13. This report considers new community leases to Plunket and PRLCSC.

14. The Howick Local Board is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tātaritanga me ngā tohutohu

Analysis and advice

The Royal New Zealand Plunket Trust

15. The Buckland’s and Eastern Beach War Memorial Hall is managed by Community Places as a venue for hire.

16. The Plunket room is located on land legally described as Lot 3 Deposited Plan 16356, comprising 799 square metres, and contained in Certificate of Title NA454/13. Lot 3 is currently held in fee simple by the Auckland Council as a classified local purpose (community buildings) reserve and subject to the provisions of the Reserves Act 1977.

17. The Plunket room is approximately 50 square metres (more or less).

18. Plunket had previously occupied the Plunket room as a clinic but was later used by their car seat rental operation. When the car seat service ceased to operate in late 2016, Plunket staff advised the interior of the room was not suitable for clinical or community services until it has been refurbished.

19. Plunket indicated its desire to resume occupation of the Plunket room and to use it as a clinic once the interior has been refurbished. Renewal works were completed on 21 December 2018.

20. Plunket is currently occupying the Plunket room on a four-month service agreement with Community Places for the period between 31 January and 31 May 2019.

21. Community Places has confirmed it has no alternative need for the Plunket room area and it is not space they hire out.

22. Council staff propose that the Howick Local Board endorse the change of management for the space occupied by Plunket at the Buckland’s and Eastern Beach War Memorial Hall from Community Places to Community Facilities. The space will be managed by Community Facilities and occupied using a community lease agreement.

23. Plunket has submitted a comprehensive application in support of a new community lease.

24. Plunket is a national not-for-profit organisation, community-owned and governed, and is the leading provider of well child and family health services.

25. The Plunket programmes are designed to support families with young children by offering a range of activities including clinical health services, support groups and initiatives, educational courses and health promotion.

26. The programmes provide practical help, inform and support, and where necessary links families to more specialised help within the community. These programmes also include free home and clinic visits.

27. The clinics also inform families on other Plunket services provided such as car seats, play groups, toy libraries, parents groups, and family centres.

28. Plunket are committed to providing universal access to services for all children and families regardless of ethnicity, location or financial means.

29. The recommended term for a group occupying a council-owned building is an initial term of five years with one five-year right of renewal in accordance with the Auckland Council Community Occupancy Guidelines 2012.

30. Council staff are negotiating a Community Outcomes Plan with Plunket which the report recommends will be submitted to the Chair and Deputy Chair for approval to be attached as a schedule to the lease deed.

31. The financial accounts provided indicate that Plunket funds are sufficient to meet its liabilities and are being managed appropriately.

32. Plunket has all necessary insurance cover, including public liability insurance in place.

Pakuranga Rugby League Community Sports Club Incorporated

33. The PRLCSC was established in 1968 and registered as an incorporated society on 27 August 1970.

34. The primary objective of PRLCSC is to promote, foster and grow the game of rugby league football.

35. The lease for PRLCSC commenced 1 April 2009 and expired 31 March 2019. It is currently on a month by month roll over.

36. The land at Ti Rakau Park occupied by PRLCSC is legally described as Lot 1 DP 51777 comprising 5.9273 ha and contained in NA21A/916 (Part-Cancelled). The land is held in fee simple by the Auckland Council as a classified recreation reserve.

37. There is no Reserve Management Plan for Ti Rakau Park so before granting a new lease public notification and iwi consultation is required to be undertaken.

38. The clubroom is owned by PRLCSC and comprises a large open floor space, a kitchen, toilet and storage areas and disability access. The building is in excellent condition, fit for purpose.

39. The clubroom is also used by a senior citizens group, a Cook Islands dance class, a gymnastics group and is hired out every year to host Diwali and Chinese New Year celebrations. The hiring out of the clubroom assists with fundraising efforts.

40. Ti Rakau Park is used by PRLCSC to host rugby league and tag football games in the winter and touch rugby in the summer. It is also used as training grounds for the club every day.

41. PRLCSC is managed by four part-time staff and 10 part-time volunteers with a paid membership of 620 members.

42. PRLCSC is affiliated with Auckland Rugby League (ARL). The ARL strategic plan focuses on five key pillars, being; profile, relationship, funding, growth and facilities. These five pillars aim to grow its rugby league community by providing pathways and leadership that fosters life-long involvement.

43. The activity of the PRLCSC, together with the clubroom and use of Ti Rakau Park Reserve supports the local board plan in that it serves the community’s need by providing quality recreation and leisure facilities to people of all ages and abilities to use and responding to the needs of the growing community.

44. The recommended term for a tenant owned building is an initial term of 10 years with one 10-year right of renewal in accordance with the Auckland Council Community Occupancy Guidelines 2012.

45. Council staff are negotiating a Community Outcomes Plan with PRLCSC which the report recommends will be submitted to the Chair and Deputy Chair for approval to be attached as a schedule to the lease deed.

46. The financial accounts provided indicate that PRLCSC funds are sufficient to meet its liabilities and are being managed appropriately.

47. PRLCSC has all necessary insurance cover, including public liability insurance in place.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

The Royal New Zealand Plunket Trust

48. The proposal to grant a new community lease to Plunket has been discussed with Community Places.

49. Community Places has confirmed it has no alternative need for the Plunket room and it is not a space which they hire out.

50. Community Leasing and Community Places support transferring management of the Plunket room from Community Places to Community Facilities and to occupy on a community lease agreement.

Pakuranga Rugby League Community Sports Club Incorporated

51. The proposal to grant a new community lease to PRLCSC has been discussed with Parks Sport and Recreation and Auckland Transport in regard to the Eastern Busways Project (the project).

52. Leasing staff and Auckland Transport held consultation sessions with PRLCSC to discuss the impact of the project primarily on Reeves and William Roberts Roads.

53. The project will not affect the lease area, which is the footprint of the clubroom (refer to Attachment B).

54. PRLCSC have contemplated the impact of the project against their current operations and identified parking and access to the facility as an issue, especially during the initial construction phase.

55. PRLCSC and council staff advise that the club can maintain their current operations in the long-term.

56. Before granting a new lease, public notification and iwi consultation is required as there is no Reserve Management Plan for Ti Rakau Park.

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

Local impacts and local board views

57. At its workshop on 28 February 2019, the local board expressed support for both community groups and the proposed new leases.

58. The recommendations within this report fall within the local board’s delegated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tauākī whakaaweawe Māori

Māori impact statement

59. 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, the Long-term Plan 2015-2025, the Unitary Plan and individual local board plans.

60. Support for Māori initiatives and outcomes are detailed in Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase Māori wellbeing through targeted support for Māori community development projects. Additionally, it seeks to improve access to facilities and participation for Māori living in the Howick Local Board area.

61. Iwi engagement was undertaken between 5 March and 8 April 2019 with the iwi groups identified as having an interest in land in the Howick Local Board area.

62. No objection to the proposal to grant new community leases to either group were received.

Ngā ritenga ā-pūtea

Financial implications

63. Public notification costs of the intention to grant a new ground lease to PRLCSC will be borne by Community Facilities.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

64. Should the Howick Local Board resolve not to grant either community group with a new community lease, this decision will materially affect their ability to provide services to the Howick community.

65. Provided there are no objections to the public notification to grant a new ground lease to PRLCSC, staff advise that the benefits to the community of granting the new leases as recommended outweigh any risks.

Ngā koringa ā-muri

Next steps

66. Subject to the local board approval to grant new community leases to both community groups, council staff will work with the groups to formalise the lease documents.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A - The Royal New Zealand Plunket Trust Site Plan and Lease Area	117
b ⇩	Attachment B - Pakuranga Rugby League Community Sports Club Site Plan and Lease Area	119

Ngā kaihaina

Signatories

Author

Tony Setefano - Community Facilities Graduate

Authorisers

Rod Sheridan - General Manager Community Facilities

Nina Siers - Relationship Manager

Chairperson	David Collings
Deputy Chairperson	Katrina Bungard
Members	Garry Boles
	Jim Donald
	John Spiller
	Mike Turinsky
	Adele White
	Bob Wichman
	Peter Young, JP

Author	Vanessa Phillips - Democracy Advisor
Authoriser	Nina Siers - Relationship Manager