Agenda of Kaipātiki Local Board

Kaipātiki Local Board

15 May 2019

Landowner approval and design endorsement for Greenslade Reserve redevelopment

File No.: CP2019/06555

Te take mō te pūrongo

Purpose of the report

1. To seek landowner approval from the Kaipātiki Local Board for the proposed redevelopment and upgrade of Greenslade Reserve to become a multi-functional sport playing field, recreation space, stormwater detention facility, and water quality improvement asset.

2. To seek endorsement from the Kaipātiki Local Board for the proposed concept design for the Greenslade Reserve redevelopment.

Whakarāpopototanga matua

Executive summary

3. The redevelopment of Greenslade Reserve is an essential component of the ongoing programmes to regenerate Northcote’s town centre and adjacent residential neighbourhoods. The proposed redevelopment is described in this report and is detailed in Attachment A.

4. Redevelopment of the reserve as a multifunctional space will allow it to provide amenity across a range of local needs, including:

· stormwater detention

· improved playing field surfaces and drainage

· the provision of better spaces for public gathering and passive enjoyment

· water quality improvements through a small wetland area and daylighting a section of the Awataha Stream through the northern edge of the reserve

· new seating for sporting and other events taking place on the field.

5. The proposals have received feedback from Panuku’s Mana Whenua Project Working Group (PWG). Feedback included native planting advice, a focus on increasing the mauri of the environment, placemaking and spaces for whanau to BBQ and shelters. Where possible this feedback has been incorporated as detailed in the Māori Impact Statement of this report. The final proposals will be provided to the group on 13 May 2019.

6. This proposal has been discussed with the Kaipātiki Local Board over the past two years, including workshops on the initial concepts and preliminary design drawings in 2017 and 2018. Feedback has been included in the current approach including refuge and shelter from the elements as described in the ‘Local Board Views’ and ‘Local Impacts’ section of this report.

7. As the local board is responsible for decision making over local parks and reserves within their local board area, this report seeks formal landowner approval from the Kaipātiki Local Board for the redevelopment of Greenslade Reserve in general accordance with the attached plans and outcomes described in this report. Staff also recommend that the local board endorse the proposed concept design as included in Attachment A to this report.

Ngā tūtohunga

Recommendations

That the Kaipātiki Local Board:

a) grant landowner approval for the proposed redevelopment and upgrade of Greenslade Reserve as included in Attachment A to the agenda report.

b) endorse the proposed concept design for the Greenslade Reserve redevelopment as included in Attachment A to the agenda report.

Horopaki

Context

8. Greenslade Reserve forms part of the Northcote Awataha Greenway project.

9. In December 2017, the local board formally endorsed the Greenway Design Guide, which provides a high-level concept design vision for each area of the greenway (resolution number KT/2017/184). The design of the Greenslade Reserve redevelopment builds on the principles and concept design established in the Greenway Design Guide.

10. The local board endorsed the ‘Schools Edge’ greenway developed design in November 2018 (resolution number KT/2018/210).

11. Greenslade Reserve is currently regularly used as a rugby league training field and as a cricket pitch. The playing field is not constructed to a high standard and does not have sand carpet drainage installed. The existing concrete cricket pitch is a health and safety issue for rugby league players.

12. The reserve is also used less frequently by local residents and other occasional weekend users. A recent 2018 ‘place audit’ undertaken as part of a Public Life Survey by Aitken Taylor indicates that it is little used for any other recreational purposes or passive activities during the week.

13. The Northcote town centre shops and carpark are situated in a historic floodplain, and hydraulic modelling indicates that it would be subjected to fairly extensive flooding in a 1:100 year storm event.

14. There are also extensive existing flooding issues in the Tonar/Fraser Street area of Northcote. These have been partly improved through recent works in the Hillcrest Stream catchment, but further work is needed in the Awataha Stream catchment to reduce the frequency and severity of flooding in this downstream area.

15. The proposed redevelopment of Greenslade Reserve will provide significant improvements across all of the issues mentioned above.

Tātaritanga me ngā tohutohu

Analysis and advice

16. Healthy Waters has been aware of the existence of flooding issues in the Awataha Stream/Hillcrest Stream catchments for some time. A project to redevelop Greenslade Reserve to provide stormwater detention was identified some five-ten years ago.

17. With the recent accelerated proposals for redevelopment of the Housing New Zealand landholdings and the Unlock Northcote project, the implementation of the Greenslade Reserve stormwater detention has become a high priority.

18. With the proposed daylighting and development of the Awataha Stream and Greenway project, there is an opportunity to explore an extensive, multipurpose improvement to the reserve to address a range of amenity and functional issues. The proposed redevelopment will include:

· stormwater detention

· improved playing field surfaces and underlying drainage

· better spaces for public gathering and passive enjoyment

· water quality improvements such as a small wetland area and daylighting a section of the Awataha Stream through the northern edge of the reserve

· new seating opportunities for sporting and other events taking place on the field.

19. The proposed concept design includes a range of integrated planning to deliver a multipurpose and multi-functional new facility on Greenslade Reserve. These are shown in the set of design drawings in Attachment A:

· Landscaping design plan

· Engineering and services relocation design plan

· Image renders (for information)

· Flood plans, showing extent and depth of water retention in 2, 10, and 100-year storm events (for information).

20. Key features of the design include:

· integrated flood wall with areas for interaction/play for park users

· native planted wetland with terraced seating and steps (plant palette being developed adjacent to rest of Awataha Greenway with input from mana whenua)

· three metre minimum wide shared path around west and north boundaries

· shelter structure (design to be same as Awataha Greenway) with two BBQs, and seating area

· relocation of existing fitness equipment

· introduction of park walking 'loop' within Greenslade Reserve

· new entrances and seating areas around park

· new native planted connection from the Kaka Street extension to Greenway across Lake Road (west and north edge of park)

· relocation of native trees effected by works

· permanent stormwater diversions (wastewater, stormwater and power cables)

· allowance for place-making / iwi artwork. Opportunities include:

o two locations at inlet and outlet for a visual screen with integrated artwork
- Awataha signage at entrance to site - to be developed with mana whenua artist to include te reo

o 1 No. Tohu marker consistent with Awataha Greenway.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. Auckland Council’s Community Facilities and Community Services departments have been an integral part of the design process, with extensive input by Parks, Sport and Recreation to ensure that the redeveloped sports field is built to ensure a high standard of utility. This has included working closely with the parks maintenance team to ensure appropriate access for maintenance vehicles and other maintenance-related issues.

22. Staff in the Land Advisory Services unit have recommended that the local board support the landowner approval based on specialist support from the Sports Parks Specialist, Principal Sports Parks Advisor, Senior Arboriculture and Eco Advisor, Manager Landscape Architecture and Parks and Places Specialist.

23. Auckland Council’s Healthy Waters operations has been providing input to the design at key points, including feedback from a safety-in-design workshop and discussions around maintenance responsibilities for key asset components. Noting too that this is on an ongoing process.

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

Local impacts and local board views

24. The views of the Kaipātiki Local Board have been extensively canvassed over the past two years. Initial concepts and preliminary design drawings have been workshopped with the local board during 2017 and 2018. Feedback has been included, and is summarised below:

· Following feedback from the local board, it was requested to integrate a shelter for users of the park to take refuge. This has been included in the updated design, and aligns with mana whenua views for the reserve.

· It was mentioned to look at retaining the fitness equipment following the Haumaru boundary change, this has since been integrated into Stage 1, so we can future-proof the equipment at the earliest opportunity.

· Two other items were mentioned:

- Send arborist report (actioned); and

- Check fill disposal for use in Shoal Bay project – it was confirmed this project was only in the planning phases, so timelines not currently aligned. Further discussions are being held.

25. The main users of the sports field, the rugby league club, were involved throughout the design process and provided input to the layout and design of the playing surface and runout areas, to ensure that it is fit for purpose. The club recognises the benefit of having a much-improved playing surface and is fully supportive of the redevelopment proposals.

26. A secondary use of the playing field is as a cricket pitch. Whilst the existing concrete cricket pitch will need to be removed, for health and safety reasons for rugby players, it will be replaced with a ‘roll-out’ cricket pitch that will service the needs of the current cricket users.

27. Overall, the main sports user groups have been thoroughly engaged, and are very supportive of the design as proposed.

Tauākī whakaaweawe Māori

Māori impact statement

28. Mana whenua have been extensively involved over the past two years. Initial concepts and preliminary design drawings have been workshopped with Panuku’s Mana Whenua Project Working Group during 2017 and 2018. Feedback has been included, and is summarised below:

29. Greenslade Reserve received feedback from mana whenua following two workshops in 2018. Mana whenua expressed specific interest in the following:

· Native successional planting (transition exotic species to native over time):

- a desire was expressed to transition to native tree species over time. These specific works begin this process, but future park maintenance and management will be required to enable full transition.

· Provide space for BBQs, and shelter:

- BBQs have been provided for and integrated into a combined space adjacent the existing toilet block.

· Ensure plant palette increases mauri to its fullest potential:

- The plant palette is being developed alongside the Awataha Greenway project, this includes introduction of pa harakeke to allow for cultural practices such as weaving.

· Introduce wananga learning spaces:

- This has been allowed for in the combined area associated with the BBQs, toilets & shelter.

· Integrate artwork/interpretation to communicate function of Greenslade Reserve:

- Specific opportunities have been highlighted; marking the inlet and outlet locations with artwork, te reo signage at the park entrance, and inclusion of a tohu marker which is being developed alongside the Awataha Greenway project. These are indicative only, and will be further developed in conjunction with a nominated mana whenua artist, the Mana Whenua PWG, community facilities staff and the local board.

· Apply mauri indicator tool (Take Mauri Take Hono):

- An assessment to uplift the mauri of Greenslade Reserve has been undertaken but is yet to be approved by Mana Whenua. Early outcomes of this assessment have been integrated into the design, as noted previously.

30. A workshop is planned with the Panuku Mana Whenua Working Group on 13 May 2019 to seek final feedback on the proposed design.

Ngā ritenga ā-pūtea

Financial implications

31. Budget for the redevelopment of the reserve has been set aside by Healthy Waters and is funded through available regional budgets. The growth portion of the project will be partly funded through development contributions and other sources of developer finance.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. A detailed risk register has been developed, and a formal Safety-in-Design process has been followed to ensure that risks are identified early and mitigated during the design and construction phases.

Ngā koringa ā-muri

Next steps

33. Pending local board landowner approval, Healthy Waters will complete the detailed design by the end of May, and tender documents will be issued for pricing during June an or July 2019.

34. It is expected that works will commence on site at the beginning of September 2019. Most of the works should be completed by the end of summer 2020, with re-establishment of the playing surface grass to follow. Every effort will be made to minimise the time that the field is unavailable for sports users, and instant turf has been specified to be used if it will accelerate the process.

35. A communications plan will be developed to inform local residents of the works and timeframes e.g. mail drop to adjacent properties, onsite signage, social media and online channels, also staff will be available to provide information and respond to queries.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Greenslade Reserve Redevelopment - design drawing	13

Ngā kaihaina

Signatories

Authors

Gwilym van Hoffen - Northcote Project Contractor

Carlos Rahman - Senior Engagement Advisor

Authorisers

Barry Potter - Director Infrastructure and Environmental Services

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Two new community leases to Royal New Zealand Plunket Trust at 6 Drome View Place, Beach Haven and at the Birkenhead Library at 206 Hinemoa Street, Birkenhead

File No.: CP2019/06044

Te take mō te pūrongo

Purpose of the report

1. To grant two new community leases to the Royal New Zealand Plunket Trust for 6 Drome View Place, Beach Haven, and a dedicated space within the Birkenhead Library at 206 Hinemoa Street, Birkenhead.

Whakarāpopototanga matua

Executive summary

2. Royal New Zealand Plunket Trust holds an operative community lease for the site at 6 Drome View Place, Beach Haven. The lease expired on 30 April 2013 and remains operative on a month-by-month basis until a new lease is formalised.

3. Plunket has never had a formal agreement for the space within the Birkenhead Library.

4. Plunket has applied for two new community leases. The building and improvements in Beach Haven are owned by the group, whilst the rooms at Birkenhead are housed within a council-owned building.

5. After assessing the group’s new lease application, staff are satisfied that the requirements under the Auckland Council Community Occupancy Guidelines 2012 have been met.

6. This report recommends that the Kaipātiki Local Board grant a new community lease to Royal New Zealand Plunket Trust at Beach Haven for a term of 10 years commencing 1 May 2019, with one right of renewal for a further 10 years.

7. Additionally, this report also recommends that the Kaipātiki Local Board grant a new community lease to Royal New Zealand Plunket Trust at Birkenhead Library for a term of five (5) years commencing 1 May 2019, with one right of renewal for a further five (5) years.

8. The recommendations within this report align with the Kaipātiki Local Board Plan 2017 outcomes: “Our community facilities and infrastructure are high quality and well managed”, and “Services are well managed and meet community needs”.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) grant a new community lease to Royal New Zealand Plunket Trust at 6 Drome View Place, Beach Haven, described as Part Lot 8 DP 42517 (refer Attachment A of the agenda report) on the following terms and conditions:

i) term - 10 years commencing 1 May 2019, with one right of renewal for 10 years;

ii) rent - $1.00 plus GST per annum if demanded;

iii) approve The Royal New Zealand Plunket Trust - Beach Haven Community Outcomes Plan (refer Attachment B of the agenda report) which will be appended to the lease; and

iv) note that all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

b) grant a new community lease to Royal New Zealand Plunket Trust for the dedicated space within the Birkenhead Library, 206 Hinemoa Street, Birkenhead, described as Lot 1 DP 58992 (refer Attachment C of the agenda report) on the following terms and conditions:

i) term – five (5) years commencing 1 May 2019, with one right of renewal for five (5) years;

ii) rent - $1.00 plus GST per annum if demanded;

iii) operational fee - $1,225.00 plus GST per annum; and

iv) approve The Royal New Zealand Plunket Trust - Birkenhead Community Outcomes Plan (refer Attachment D of the agenda report) which will be appended to the lease.

c) note that all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Horopaki

Context

9. This report considers the two new community leases to Royal New Zealand Plunket Trust for its building at Beach Haven and dedicated space at Birkenhead Library.

10. The Kaipātiki Local Board has allocated decision-making authority relating to local, recreation, sport and community facilities, including community leasing matters.

11. In accordance with the requirements of the Reserves Act 1977, Auckland Council must engage with iwi on its intention to grant the proposed new community leases at both locations, as both land parcels are classified as local purpose (community buildings) reserve.

Beach Haven: Land and Buildings

12. Plunket holds an operative lease for its building and surrounding land located at 6 Drome View Place, Beach Haven. The land is legally described as Part Lot 8 DP 42517 comprising 1146 m² and is held in fee simple by Auckland Council as a classified local purpose (community buildings) reserve.

13. The building is owned by Plunket and a site visit on 14 January 2019 found the building to be very well utilised and maintained.

14. The proposed ground lease area is approximately 135m² (more or less) and is more accurately represented by the area as delineated in red on Attachment A.

Birkenhead Library

15. Plunket have had an informal arrangement for their dedicated space within the Birkenhead Library. Plunket occupy approximately 49m² (more or less) on the ground floor.

16. Under the community lease guidelines tenants occupying part of a council-owned building are charged $25m² to cover operational costs.

17. Birkenhead Library occupies the parcel of land legally described as Lot 1 DP 58992, and is currently held in fee simple by the Auckland Council as a classified local purpose (Public Library and Municipal Office) reserve.

18. The activities of both Plunket facilities align with the permitted use of the two land parcels.

Royal New Zealand Plunket Trust

19. The Royal New Zealand Plunket Trust has submitted a comprehensive application in support of two new community leases.

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

21. 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.

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

25. Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements.

26. Council staff are of the opinion that the Royal New Zealand Plunket Trust meet the requirements under the guidelines to qualify for new community leases, as evidenced below:

i) it is a registered incorporated society;

ii) it has complied with the terms of the operative lease;

iii) it has a history of delivering quality services to the local community;

iv) Plunket has provided a copy of its financial accounts, which indicate that its funds are sufficient to meets its liabilities and that it possesses adequate financial reserves; and

v) Plunket is managed appropriately as evidenced by its longevity and extent of programmes offered.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. The proposed leases to Plunket have no identified impacts on other parts of the council group. The view 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

28. The new leases to Royal New Zealand Plunket Trust are contemplated in the Kaipātiki Local Board Community Lease Work Programme 2018/2019 at lines 2494 and 2495.

29. The recommendations within this report fall within the local board’s allocated decision-making authority relating to local, recreation, sport and community facilities.

Tauākī whakaaweawe Māori

Māori impact statement

30. 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 Local Board Plans.

31. Support for Māori initiatives and outcomes are detailed in Te Toa Takitini, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase targeted support for Māori community development projects.

32. Iwi engagement has been undertaken and involved:

i) a presentation at the Mana Whenua Forum held at Orewa Service Centre on 6 March 2019; and

ii) email contact containing detailed information on The Royal New Zealand Plunket Trust proposed new leases, inviting iwi representatives to hui and/or a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

33. No objections were raised or requests for hui or kaitiaki site visits were received from any of the iwi groups who responded.

Ngā ritenga ā-pūtea

Financial implications

34. There are no financial implications in approving the new leases to Royal New Zealand Plunket Trust.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. Should the Kaipātiki Local Board resolve not to grant the two new community leases to Royal New Zealand Plunket Trust, this decision will materially affect the group’s ability to undertake its core activities. Additionally, the community benefits envisaged from Plunket’s activities may be lost.

Ngā koringa ā-muri

Next steps

36. Subject to the grant of the community leases, council staff will work with the group to finalise the new lease documents.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment A Site Plan Plunket Beach Haven	31
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment B Plunket Beach Haven Community Outcomes Plan	33
c ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment C Site Plan Birkenhead Library with Plunket Rooms	37
d ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment D Plunket Birkenhead Community Outcomes Plan	39

Ngā kaihaina

Signatories

Authors

Phillipa Carroll - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Classification of land at 152 Queen Street, Northcote Point and new community leases to Northcote Point Community Creché Incorporated at Northcote Point

File No.: CP2019/06049

Te take mō te pūrongo

Purpose of the report

1. To classify Lot 1 Allotment 53 Parish of Takapuna contained in NA/558/183 (Limited) as a local purpose (community buildings) reserve under section 16 (2A) of the Reserves Act 1977.

2. To grant two new community leases to the Northcote Point Community Creché Incorporated at Northcote Point, Auckland.

Whakarāpopototanga matua

Executive summary

3. Northcote Point Community Creché Incorporated holds an operative lease for a creché in the council-owned building at 152 Queen Street, Northcote.

4. The lease commenced on 1 May 1998 for 10 years, plus one 10-year right of renewal. The lease fully expired on 30 April 2018. The previous lease was erroneously formalised before the land parcel was classified.

5. The creché has since applied for a new community lease of the council-owned building and improvements on the site.

6. During assessment of the new lease, it was established that one of the parcels of land is unclassified. Prior to granting the new lease, land classification is required in terms of the Reserves Act 1977. This is in accordance with advice received from Legal Services

7. The creché occupies two land parcels as detailed below:

i) 152 Queen Street, Northcote Point, described as Lot 1 Allotment 53 Parish of Takapuna, and is an unclassified site for municipal offices and fire brigade station reserve, subject to the Reserves Act 1977.

ii) 2 Rodney Road, Northcote Point, described as Lot 2 Allotment 53 Parish of Takapuna, held under the Local Government Act 2002.

8. Classification of Lot 1 Allotment 53 Parish of Takapuna, is required prior to any new lease being granted.

9. As the two land parcels in question are subject to the requirements and provisions of two separate statutes, the one subject to the Reserves Act 1977 and the other subject to the Local Government Act 2002, separate resolutions must be passed for each parcel - one in terms of the Reserves Act 1977 and the other in terms of the Local Government Act 2002. While the Reserves Act 1977 and the Local Government Act 2002 contain different requirements respectively for the two land parcels subject to them, this will have no material impact on the creché.

10. In accordance with the requirements of both statutes, Auckland Council must publicly notify and engage with iwi on its intention to grant the proposed new community leases.

11. Staff recommend classification of Lot 1 Allotment 53 Parish of Takapuna, as a local purpose (community buildings) reserve. In addition, staff propose the granting of a new community lease to the creché for a term of five years commencing 1 April 2019, with one right of renewal for a further five years. This is the recommended term in accordance with the Auckland Council Community Occupancy Guidelines 2012 for council-owned building/s on council land.

12. The recommendations within this report align with the Kaipātiki Local Board Plan 2017 outcomes: “Our community facilities and infrastructure are high quality and well managed”, and “Services are well managed and meet community needs”.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the public notification of Auckland Councils intention to

i) reclassify Lot 1 Allotment 53 Parish of Takapuna, at 152 Queen Street, Northcote Point, from an unclassified site for municipal offices and fire brigade station reserve, to local purpose (community buildings) reserve under section 16 (2A) of the Reserves Act 1977.

ii) grant a lease to Northcote Point Community Creché Incorporated for 152 Queen Street, Northcote Point.

b) delegate to the Kaipātiki Local Board Chairperson to appoint a panel to consider submissions or objections received following the public notification of the intention to reclassify and grant a lease to Northcote Point Community Creché Incorporated for 152 Queen Street, Northcote Point, and for the panel to make a decision;

c) approve, subject to any submissions or objections being resolved, the classification of Lot 1 Allotment 53 Parish of Takapuna, at 152 Queen Street, Northcote Point, from an unclassified site for municipal offices and fire brigade station reserve, to local purpose (community buildings) reserve under section 16 (2A) of the Reserves Act 1977 (refer Attachment A to the agenda report).

d) grant, subject to any submissions or objections being resolved, a new community lease to Northcote Point Community Creché Incorporated under the Reserves Act 1977 for Lot 1 Allotment 53 Parish of Takapuna, being 514m² (more or less) at 152 Queen Street, Northcote Point (refer Attachment B to the agenda report), on the following terms and conditions:

i) term – five (5) years commencing 1 June 2019, with one five-year (5) right of renewal

ii) rent - $1.00 plus GST per annum if demanded

iii) maintenance fee - $500 plus GST per annum

iv) all other terms and conditions in accordance with Reserve Act 1977, and the Auckland Council Community Occupancy Guidelines 2012.

e) grant, subject to any submissions or objections being resolved, a new community lease to Northcote Point Community Creché Incorporated under the Local Government Act 2002 for Lot 2 Allotment 53 Parish of Takapuna, being 748m²(more or less) at 2 Rodney Road, Northcote Point (refer Attachment C to the agenda report), on the following terms and conditions:

i) term – five (5) years commencing 1 June 2019 with one five-year (5) right of renewal

ii) rent - $1.00 plus GST per annum if demanded

iii) all other terms and conditions in accordance with Local Government Act 2002 and the Auckland Council Community Occupancy Guidelines 2012.

f) approve the Northcote Point Community Creché Incorporated Community Outcomes Plan (refer Attachment D to the agenda report), that will be attached to the lease document.

Horopaki

Context

13. This report recommends granting the creché’s application for a new community lease.

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

The Land

15. The land at 152 Queen Street, Northcote Point, is legally described as detailed below:

· Lot 1 Allotment 53 Parish of Takapuna, is an unclassified site for municipal offices and fire brigade station reserve, subject to the provisions of the Reserves Act 1977.

· Lot 2 Allotment 53 Parish of Takapuna, is subject to the provisions of the Local Government Act 2002.

16. Classification of Lot 1 Allotment 53 Parish of Takapuna, is required prior to any new lease being granted. It is proposed to classify Lot 1 Allotment 53 Parish of Takapuna, as a local purpose (community buildings) reserve under section 16 (2A) of the Reserves Act 1977.

17. As the land is subject to two distinct pieces of legislation, separate resolutions must be passed, one in terms of the Reserves Act 1977 and the other in terms of the Local Government Act 2002. While the Reserves Act 1977 and the Local Government Act 2002 contain different requirements respectively for the two land parcels subject to them, this will have no material impact on the creché.

18. Public notification of council’s intention to grant any lease over land held under the Local Government Act 2002 is required under section 138 of the Act.

The Premises and Creché

19. The creché previously had a community lease from 1 May 1998 for 10 years, plus one 10-year right of renewal. The lease fully expired on 30 April 2018. Northcote Point Community Creché Incorporated has since applied for a new community lease.

20. The premises are used as a community creché run by the Northcote Point Community Creché Incorporated. The converted house and grounds are owned by Auckland Council. The creché is very popular within the community and has a full roll and waiting list.

21. Auckland Council and the creché are responsible for maintaining different areas of the site and building. A site visit on 10 August 2018 found the leased area and building very well maintained, and a proactive maintenance programme in place.

22. The site provides a unique opportunity for the children to view the activities of the surrounding community. Recently the creché invited some of the road crew working outside the creché to give a talk to the children on their activities.

23. The creché is open to all children within the 2-5-year age group and actively encourages parents and caregivers to be involved. The creché holds events after hours for parents and caregivers. This helps foster a sense of community and belonging for the whole family.

24. The creché covers all its running costs via Ministry of Education funding, donations and grants, in addition to having a reserve fund to undertake projects.

25. The creché is run by qualified staff who follow the Early Childhood curriculum, which incorporates Te Reo. The centre has the support of a Northcote Kapa Haka group, who provide workshops for the teachers.

26. Council staff have negotiated and agreed on a community outcomes plan with the creché. The creché is already working towards complying with all the outcomes.

Tātaritanga me ngā tohutohu

Analysis and advice

27. During assessment of the new lease, it was established that one of the parcels of land is unclassified and that the previous lease was erroneously formalised before the land parcel was classified.

28. In terms of the Reserves Act of 1977, Auckland Council has an obligation to classify all land administered by it under the Act. This is in accordance with advice received from Legal Services.

29. The options to address the unclassified land are:

	Option	Advice
A	Revoke the reserve status of Lot 1 Allotment 53 Parish of Takapuna and have the land designated under the Local Government Act 2002	Legal Services are refining their advice on the Reserves Act 1977. Currently, all proposed or potential revocations are on hold, therefore Lot 1 Allotment 53 Parish of Takapuna cannot be held under the Local Government Act 2002.
B	Changing the status of Lot 2 Allotment 53 Parish of Takapuna, from Local Government Act 2002 to a reserve under the Reserves Act 1977	Declaring Lot 2 Allotment 53 Parish of Takapuna to a reserve will limit activity on the land parcel and will negatively impact future use of the land, therefore this is not a viable solution.
C	Classify Lot 1 Allotment 53 Parish of Takapuna, from an unclassified site for municipal offices and fire brigade station reserve, to local purpose (community buildings) reserve under section 16 (2A) of the Reserves Act 1977	Due to the limitations described above the preferred way to progress the lease is to issue the new community lease for each separate parcel of land held under the respective statute, namely, Lot 1 Allotment 53 Parish of Takapuna subject to the Reserves Act 1977 and Lot 2 Allotment 53 Parish of Takapuna subject to the Local Government Act 2002.

30. The local board, in terms of section 16 (2), has the allocated decision-making authority to classify the land to one of seven reserve types, these being: nature, scientific, historic, recreation, local and government purpose.

31. To address the issue with the unclassified parcel, council staff recommend that Lot 1 Allotment 53 Parish of Takapuna, be classified as local purpose (community buildings) reserve.

32. Land classification requires iwi engagement in terms of Section 4 of the Conservation Act 1987.

33. Formal engagement informing mana whenua of the proposal concluded on 5 March 2019 and no objections were received.

34. Should the local board resolve on the proposed land classification, staff will publish the required notice in the government gazette, finalising the reserve classification.

New Community Lease to the Northcote Point Community Creché

35. The recommended procedure for a new lease of council-owned buildings is to call for expressions of interest from community groups. This allows an assessment of multiple proposals to ensure the best community outcomes are delivered.

36. Local boards, however, have discretion to forgo seeking expressions of interest, where existing groups already provide identified community outcomes. In the current case the incumbent group is needed in the area, is performing well, and satisfies the requirements under the Auckland Council Community Guidelines 20012. Additionally, the premises are suitable for its purposes.

37. The creché satisfies the required criteria specified in the guidelines in the following ways:

· It is a registered incorporated society

· It has complied with the terms and conditions of the current lease

· It has a history of delivering services to the local community

· The creché is well managed as evidenced by its longevity and roll

· The creché has provided a copy of its financial accounts, which indicate that its fund is sufficient to meet its liabilities and that it possesses adequate financial reserves

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

38. Advice from Legal Services require staff to classify unclassified land parcels prior to granting new community leases.

39. The proposed lease to the creché has no identified impacts on other parts of the council group. 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

40. The Tnew lease to Northcote Point Community Creché Incorporated is contemplated in the Kaipātiki Local Board Community Lease Work Programme 2018/2019 as line 2491.

41. A workshop was held with the local board on 14 November 2018 regarding the requirement to classify the land, whether to undertake an expression of interest process and the proposed new community lease. The board indicated support for the classification of the land and new community leases to the creché without the need for an expressions of interest process.

42. Additionally, the board indicated their preference to address the lease prior to the local park management plan adoption.

43. The recommendations within this report fall within the local board’s allocated authority. The creché’s activities align with the Kaipātiki Local Board Plan 2017 outcomes of “Our community facilities and infrastructure are high quality and well managed”, and “Services are well managed and meet community needs”.

Tauākī whakaaweawe Māori

Māori impact statement

44. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises that 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 Local Board Plans.

45. Support for Māori initiatives and outcomes are detailed in Te Toa Takitini, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase targeted support for Māori community development projects.

46. Engagement was undertaken in December 2018 and February 2019 with the 12 iwi groups identified as having an interest in land in the Kaipātiki Local Board area. Iwi were informed about the intention to classify Lot 1 Allotment 53 Parish of Takapuna as a local purpose (community buildings) reserve, under section 16 (2A) of the Reserves Act 1977, and the granting of two new community leases.

47. Iwi engagement involved:

i) presentation at the Mana Whenua Forum held at Orewa on 5 December 2018; and

ii) email contact containing detailed information on the land, the creché and inviting iwi representatives to hui or a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

48. No objections were raised from the any of the iwi groups who responded.

Ngā ritenga ā-pūtea

Financial implications

49. Public notification costs of the intention to grant a new community lease will be borne by Auckland Council’s Community Facilities unit.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

50. In terms of the Reserves Act 1977, Auckland Council, as a responsible administering body, has an obligation to classify the land parcels concerned.

51. Should the Kaipātiki Local Board resolve not to classify the land or grant new community leases to the Northcote Point Community Creché Incorporated, this decision will materially affect the group’s ability to undertake its core activities. Additionally, the community outcomes that are created by the group will be reduced.

Ngā koringa ā-muri

Next steps

52. Subject to the classification of Lot 1 Allotment 53 Parish of Takapuna, and the granting of new community leases, council staff will work with the creché to finalise the new lease agreements.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment A Siteplan for classification of 152 Queen Street, Northcote Point	51
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment B Site Plan for Northcote Creche Queen Street	53
c ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment C Site Plan for Northcote Community Creche Rodney Road	55
d ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment D Northcote Point Creche Community Outcomes Plan	57

Ngā kaihaina

Signatories

Authors

Phillipa Carroll - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

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

File No.: CP2019/06108

Te take mō te pūrongo

Purpose of the report

1. To seek the Kaipātiki Local Board’s recommendation to the Governing Body to strike the Business Improvement District (BID) targeted rates for the Birkenhead Town Centre Association and Northcote Town Centre Incorporated 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 Birkenhead Town Centre (branded as Birkenhead Village) and Northcote Town Centre business associations comply with the BID Policy. Information presented in this report is based on documents submitted by these business associations to council’s BID programme team to date.

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

Ngā tūtohunga

Recommendation

That the Kaipātiki Local Board:

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

· $187,000 for Birkenhead Town Centre Association; and

· $120,000 for Northcote Town Centre Incorporated.

Horopaki

Context

7. 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 to the agenda report 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 rate.

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. Officers, therefore, cannot base recommendations on these factors, but only on the policy’s express requirements.

Compliance with the BID Policy

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

· Current Strategic Plan – evidence of achievable medium to long-term opportunities.

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

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

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

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

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

· Annual Accountability Agreement – certification that these requirements have been met.

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

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

17. The Birkenhead Town Centre and Northcote Town Centre business associations substantially comply with the BID Policy and, therefore, it is recommended that the Kaipātiki Local Board recommends to the Governing Body the striking of the targeted rates relevant to these business associations.

18. The recommendation of this report is supported by evidence of compliance with the BID Policy by the Birkenhead Town Centre (branded as Birkenhead Village) and Northcote Town Centre business associations. Refer to Attachment C and D to the agenda report 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 Birkenhead Town Centre and Northcote Town Centre business associations means that these BID programmes will continue to be funded from targeted rates on commercial properties in their districts, and provide services in accordance with their members’ priorities as stated in their strategic plans.

21. By continuing these services and programmes, the Birkenhead Town Centre and Northcote Town Centre business associations should better serve their town centres and members, and support business growth.

22. Council’s BID programme team do not comment on the effectiveness of individual BID programmes, as that is a matter for elected members to assess.

23. The Kaipātiki Local Board approved a similar recommendation for the BID programme last year (resolution number KT/2018/95), as did the other 17 local boards that have BID programmes operating in their areas.

24. Several local boards provide additional funding to local business associations, however, accountability for that funding is set via 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

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - BID programme key elements	65
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - BID programme budgets	67
c ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Birkenhead Village	69
d ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Northcote Town Centre	71

Ngā kaihaina

Signatories

Authors

Paul Thompson - BID Programme Specialist

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Memorial Seat Application for Shepherd's Park

File No.: CP2019/05869

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Kaipātiki Local Board for installation of a memorial seat and plaque at Shepherd’s Park.

Whakarāpopototanga matua

Executive summary

2. An application has been received from Pauline Grant to install a memorial seat and plaque at Shepherd’s Park (refer Attachment A to the agenda report). The purpose of this application is to commemorate the life of Joyce Stephenson who was an active community member in the Kaipātiki Local Board area.

3. The delegation for approving memorial seats and plaques in a community park sits with the Kaipātiki Local Board.

4. It is recommended that the local board approves the application as it meets the protocols outlined in the Plaques and Memorials on Parks Guidelines, specifically: “An important historical figure or important person associated with the area” (refer Attachment B to the agenda report).

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the installation of a memorial seat and plaque at Shepherd’s Park, Beach Haven, to commemorate Joyce Stephenson.

Horopaki

Context

5. A request has been received to install a memorial seat and plaque at Shepherd’s Park to commemorate Joyce Stephenson, who was an active community member.

6. The application confirms that Joyce Stephenson previously sat on the Birkenhead City Council, assisted in arranging the establishment of the retirement village at John Bracken Way, Beach Haven, and was a committee member of ‘Friends of Shepherd’s Park’. In addition, Joyce was a life member of Birkenhead United Football Club and was key in the formation of the club at Shepherd’s Park. Joyce was also heavily involved in the Birkenhead Citizens Advice Bureau and Birkenhead RSA (refer Attachment A to the agenda report).

7. Staff support the application as it meets the generic protocols of the interim guidelines. Previously a park seat was removed from the proposed location and has not been replaced (refer Attachment C to the agenda report).

Tātaritanga me ngā tohutohu

Analysis and advice

8. The delegation for approving memorial seating in a community park sits with the Kaipātiki Local Board. Because memorials are not necessarily conducive to public use and enjoyment of the park and can create a feeling of exclusive ownership, applications that go before the board are measured against the Plaques and Memorials on Parks Guidelines.

9. The application meets the ‘Plaques and Memorials on Parks Interim Guidelines’ (refer to Attachment B). The generic protocols are:

i) An important historical figure or important person associated with the area;

ii) An important cultural location;

iii) An organisation or community group involved in the development of the area;

iv) Someone who has come to a misadventure on the park; or

v) A significant event.

10. The application was assessed against the first generic protocol. To meet this protocol the application must demonstrate either a historical figure associated with the park or area, alternatively an important person to the park or area, where they have made a significant contribution to warrant remembrance of their actions or life (For example, Fred Andersen, who gifted land to the local council to establish a reserve).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

11. Sports parks staff have been consulted and have no objection to the proposal.

12. Seating is considered appropriate at the proposed location as it will enable park visitors to sit and view the sports fields and enjoy the park.

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

Local impacts and local board views

13. The Kaipātiki Local Board and Local Board Services have been provided with a memo detailing the application to install a park seat with a memorial plaque at Shepherd’s Park. The local board has requested that this application be presented at a local board business meeting for a formal decision on the application.

Tauākī whakaaweawe Māori

Māori impact statement

14. Mana whenua seek to protect, preserve and enhance parks and reserves for the betterment of the community and Maori.

15. The installation of a park seat at Shepherd’s Park will encourage activation of the park and provide needed seating along a busy section of walkway.

Ngā ritenga ā-pūtea

Financial implications

16. The cost of installing the memorial seat and plaque is to be fully funded by the applicant, Pauline Grant. Installation will be managed by Auckland Council and delivered by approved contractors.

17. Future maintenance and repairs of the seat will be managed and funded by Auckland Council as part of the Full Facilities Contract. The applicant will be responsible for the maintenance or replacement of the plaque.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

18. The local board has previously received requests from local residents to install memorial seating in community parks. To ensure consistency in decision making it is recommended that the ‘Plaques and Memorials on Parks Interim Guidelines’ are used by staff to assess all applications (refer Attachment B).

19. Elderly and less mobile members of the community are more likely to use walkways with well positioned seating and rest areas. A seat installed at Shepherd’s Park will increase the usability of the park particularly for this section of the community.

Ngā koringa ā-muri

Next steps

20. If the local board approve the application for a seat and memorial plaque, the plaque, relevant text and seat design will be agreed with parks staff, noting that the design must be consistent with the Auckland Council park design standards.

21. The applicant will be responsible for sourcing and providing the memorial seat and plaque for Auckland Council contractors to install.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment A - Joyce Stephenson Application	77
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment B - Plaques and Memorials on Parks Guidelines	79
c ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment C - Proposed Memorial Seat Application	85

Ngā kaihaina

Signatories

Authors

George McMahon - Parks & Places Specialist

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Kaipātiki Local Parks Management Plan – scope and approval for intention to prepare the plan

File No.: CP2019/06411

Te take mō te pūrongo

Purpose of the report

1. To endorse the project scope, timeline, and engagement approach for the Kaipātiki Local Parks Management Plan, and to approve public notification of the intention to prepare the plan.

Whakarāpopototanga matua

Executive summary

2. The Kaipātiki Local Board has approved the development of the Kaipātiki Local Parks Management Plan (the local parks management plan).

3. The local parks management plan will provide a policy framework to manage use, protect and develop the Kaipātiki local parks network.

4. The development of the plan will follow the process outlined in the Reserves Act 1977.

5. Staff are seeking approval from the local board to notify the intention to prepare a plan and to invite written suggestions, pursuant to section 41(5) of the Reserves Act.

6. The public notices are likely to be published in early June 2019 and the deadline for written suggestions will be one month later.

7. The scope of the local parks management plan includes land where the local board has allocated or delegated decision-making authority, and includes land held under the Reserves Act 1977 and the Local Government Act 2002.

8. Out of scope are areas of open space that:

· are not owned or managed by Auckland Council; and

· where the local board does not have a decision-making role (e.g. regional parks, unformed legal road and drainage reserves).

9. For unformed legal roads and drainage reserves, the local board does have an advocacy role which can be expressed through the plan where these areas act as open space.

10. This report also outlines the engagement approach for the development of the local parks management plan, which provides engagement opportunities beyond the statutory requirements of the Reserves Act 1977, and seeks the local board’s endorsement for this approach.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the scope and engagement approach for the development of the Kaipātiki (omnibus) Local Parks Management Plan as outlined in Attachment A and Attachment B to this report.

b) approve public notification of its intention to prepare a combined (omnibus) Local Parks Management Plan for all local parks and reserves in the Kaipātiki Local Board area and invite written suggestions on the proposed plan.

Horopaki

Context

11. The local board has decision-making responsibility for 164 parks, reserves and other areas of open space in the Kaipātiki area. Ninety-three parks are covered by existing reserve management plans.

12. In June 2018, the local board approved work to develop an omnibus open space management plan for parks in the Kaipātiki area. The local board also established a political working group (PWG) to guide development of the management plan, and noted that all decisions regarding the plan would be taken by the local board at its business meetings (resolution number KT/2018/114).

13. This report outlines the scope of the omnibus open space management plan (local parks management plan) and presents an engagement approach for the local board’s approval.

14. This report also seeks approval to publicly notify the intention to prepare a local parks management plan, as required under section 41(5) of the Reserves Act 1988.

Tātaritanga me ngā tohutohu

Analysis and advice

What is in scope of the Kaipātiki Local Parks Management Plan?

15. Reserve management plans are mandatory for most reserves held under the Reserves Act 1988, but not for parks held under the Local Government Act 2002 (LGA).

16. It is proposed that the local parks management plan covers all local parks held under the Reserves Act and the LGA for which the Kaipātiki Local Board has decision-making responsibility; as the plan is intended to be the guiding policy framework for managing use, protection and development of the Kaipātiki local parks network.

17. The plan will include general management principles and policies which will apply to all parks or park types across the local board area, as well as park-specific policies and guidance where required, and will replace all existing reserve management plans for local parks in Kaipātiki.

18. There are some areas of land for which the local board does not have allocated or delegated decision making, but does have an advocacy role, especially where those areas act as park land. The objectives and policies will communicate the local board’s position on the management of those types of land and assist with local board advocacy. However, the final decision will rest with the Governing Body or the appropriate council-controlled organisation (CCO).

19. Examples of those areas acting as park land but not within local board allocated or delegated decision making are:

· Parts of some unformed legal roads/road reserve where they have a park function e.g. the wide road berm at Keith Smith Avenue, functioning as part of Alan Tanner Reserve.

· Road to road accessways; for example, between Fordham Street and Lanigan Street, Beach Haven; functioning as part of Rangatira Reserve.

· Stormwater reserves which also have a local park function e.g. Wairau Ponds.

What land is out of scope?

20. Park land that is out of scope of this plan includes:

· open space owned and managed by the Department of Conservation (DOC), where council does not have a management agreement with DOC;

· council owned sites lacking any public open space (e.g. entire park under lease agreement/s);

· legal roads or land held for roading purposes; and

· privately owned open space.

21. Attachment A gives an overview of areas within scope, out of scope and those areas where the local board does not have a decision-making role, but may wish to advocate for particular outcomes on their management through the local parks management plan.

Approval to notify the intention to prepare a local parks management plan

22. In the interests of developing an integrated local parks management plan compliant with both the Reserves Act and the LGA, it is prudent to prepare the plan utilising the procedures for developing reserve management plans set out in the Reserves Act (as outlined in Attachment B to the agenda report).

23. The process required under the Reserves Act includes two formal rounds of public consultation.

24. The purpose of the first round is to seek feedback to inform the development of a draft plan.

25. Staff are now seeking approval from the local board to publicly notify the intention to prepare the local parks management plan (as per section 41(5) of the Reserves Act).

26. Public notification of the intention to prepare the local parks management plan will invite written suggestions on the proposal to prepare a plan.

27. Notices are anticipated to be published in early June 2019. The deadline for written suggestions will be one month after the notification date.

Community engagement for the Kaipātiki Local Parks Management Plan – beyond statutory requirements

28. Staff are proposing to undertake consultation beyond the statutory requirements of the Reserves Act, by providing additional opportunities for key partner agencies and trusts, stakeholders and the wider community to provide suggestions. This is to ensure that as many people as possible will be given the opportunity to have their say.

29. Engagement activities will include opportunity for face-to-face discussions with staff, paper and online tools and the use of an innovative digital social mapping tool to capture informal comments and suggestions on individual parks. Attachment C gives an overview of the proposed engagement activities.

30. Staff will work closely with mana whenua and the local board on the development of the draft local parks management plan.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

31. The programme of work to develop local park management plans has been discussed widely with council units and council-controlled organisations, including Parks Sports and Recreation, Infrastructure and Environmental Services, Community Facilities (including Leasing), Community and Social Policy, Legal Services, Panuku Development Auckland, and Auckland Transport amongst others.

32. Staff will continue to work closely with council groups to draft the plan and to ensure that it is aligned with the council’s other plans where possible, and that any direction provided in the plan on council’s activities on parks is understood.

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

Local impacts and local board views

33. Public consultation on the intention to prepare a local parks management plan will help to ensure that the plan considers community views and park issues; and provides an appropriate planning response.

34. Staff met with the political working group (PWG) on 14 and 20 March, and 17 April 2019 to discuss the scope and the classification of reserves (refer ‘Next Steps’ section below).

35. The PWG have sought information on several matters including:

· the legalisation of unformed legal roads as park land through the management plan process;

· the inclusion of stormwater reserves into the scope of the plan;

· the criteria and process to transfer local parks to the regional park network; and

· the inclusion of park naming within the scope of the management plan.

36. Further information has been provided on these matters to the PWG. Attachment D to the agenda report includes advice related to legalisation of unformed legal roads as park land, considerations relating to stormwater reserves, and the transfer of local parks to the regional network.

37. As noted in paragraph 9 above, for unformed legal roads and drainage reserves, the local board has an advocacy role which can be expressed through the plan where these areas act as open space.

38. Consideration of options related to park naming is ongoing, and staff will continue to work with the PWG on this aspect.

39. A memo was provided to the local board on 18 April 2019 seeking feedback on the proposed scope, engagement approach and notification of the intention to prepare a plan. No feedback was received at the time of writing this report.

40. Further workshops will be held with the PWG throughout the development of the local parks management plan.

Tauākī whakaaweawe Māori

Māori impact statement

41. The Reserves Act is one of the Acts in the First Schedule to the Conservation Act 1987. Section 4 of the Conservation Act contains an obligation to give effect to the principles of te Tiriti o Waitangi/the Treaty of Waitangi (te Tiriti/the Treaty).

42. As such, in performing functions and duties under the Reserves Act, such as developing a reserve management plan, the local board must give effect to the principles of te Tiriti/the Treaty.

43. The principles of te Tiriti/the Treaty likely to be most relevant in making decisions on the Kaipātiki Local Parks Management Plan and classification work are:

· Partnership – mutual good faith and reasonableness;

· Informed decision making – being well-informed of the mana whenua interests and views. Consultation is a means to achieve informed decision-making; and

· Active protection – this involves the active protection of Māori interests retained under te Tiriti/the Treaty. It includes the promise to protect rangatiratanga and taonga.

44. The LGA also contains obligations to Māori, including to facilitate Māori participation in council decision-making processes (sections 4; 14(1)(d); 81(1)(a)).

45. Staff introduced mana whenua to the local parks management plan programme of works at the Parks, Sport and Recreation Mana Whenua Forum in March 2019.

46. Subsequently, mana whenua were invited to a series of hui relating to the classification workstream of this and two other local park management plan projects. Te Kawerau a Maki and Te Patukirkiri attended the hui for the Kaipātiki review. Staff subsequently followed up with other mana whenua who had expressed an interest in Kaipatiki but were unable to attend the hui.

47. Staff will continue to seek ongoing involvement of all interested mana whenua in the development of the local parks management plan in order to:

· enable te ao Māori to be incorporated into the management of the Kaipātiki local parks network; and

· provide an opportunity for mana whenua to express their kaitiaki role.

Ngā ritenga ā-pūtea

Financial implications

48. Costs for public notices and engagement activities will be accommodated within the project budget. The board has funded $80,000 of locally driven initiative (LDI) opex for Kaipātiki Open Space Management Plan, as part of Service Strategy and Integration (resolution number KT/2018/114).

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

49. There are no anticipated risks from making this decision.

Ngā koringa ā-muri

Next steps

50. Suggestions from the first round of consultation will be given full consideration in preparing the draft plan.

51. The second round of public consultation on the draft plan is anticipated to commence in February 2020.

52. Work has also progressed in reviewing the land status of local park land within the Kaipātiki Local Board area to ensure compliance with Reserve Act requirements prior to the creation of a management plan. The outcomes of that review will be included in a separate report in June 2019.

53. A high-level project delivery timeline including key project, consultation milestones and local board decision-making is outlined in Attachment E to the agenda report.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Park land in scope of the Kaipatiki Local Parks Management Plan	93
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Process to prepare a reserve management plan	95
c ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Proposed engagement approach	97
d ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Advice on matters related to plan scope	99
e ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Timeline for preparing the Kaipatiki Local Parks Management Plan	101

Ngā kaihaina

Signatories

Authors

Tania Utley - Service and Asset Planning Specialist

Authorisers

Lisa Tocker - Head of Service Strategy and Integration

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Approval for 3 New Roads at the Northcote development (Stage 2c)

File No.: CP2019/06912

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Kaipātiki Local Board to name three new public roads created by way of a subdivision development at the Northcote development (Stage 2c).

Whakarāpopototanga matua

Executive summary

2. Auckland Council has developed road naming guidelines that set out the requirements and criteria of the council for 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, Homes Land Community (HLC) Limited, has proposed the following names for consideration by the local board:

Table 1: Northcote development (Stage 2c) Applicant Preferred And Alternative Road Names
	APPLICANT PREFERRED		OPTION 2		OPTION 3
REF	PREFERRED NAME	TYPE	ALTERNATIVE NAME	TYPE	ALTERNATIVE NAME	TYPE
ROAD 1	Mōwai	Road	Moemoeā	Road	Tiakina	Road
ROAD 2	Whakamua	Road	Hangai	Road	Pae	Road
ROAD 3	Koeke	Road	Hariru	Road	Waioha	Road

4. The proposed road names have been assessed to ensure that they meet Auckland Council’s Road Naming Guidelines and the National Addressing Standards for road naming. Mana whenua were also consulted.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve three names for the following new roads within the Northcote development (Stage 2c), in accordance with section 319(1)(j) of the Local Government Act 1974 (resource consent references BUN60313122 & SUB60313149):

· ROAD 1: (local board to insert chosen name)

· ROAD 2: (local board to insert chosen name)

· ROAD 3: (local board to insert chosen name)

Horopaki

Context

5. Resource consent BUN60313122 & SUB60313149 was issued June 2018 for a two-phase subdivision, initially creating seven lots; and then within two of those lots, creating a further seven lots. Three public roads are to be created to service the dwellings proposed.

6. Site and location plans of the development can be found in Attachments A and B respectively.

Tātaritanga me ngā tohutohu

Analysis and advice

7. The Auckland Council Road Naming Guidelines allow that, where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name/s for the local board’s approval.

8. Auckland Council’s road naming criteria typically require that road names reflect one of the following local themes, with the use of Māori names being actively encouraged:

· a historical or ancestral linkage to an area;

· a particular landscape, environmental or biodiversity theme or feature; or

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

9. Theme: The applicant has proposed names around two themes: the first is around ‘new beginnings’ that a new home can offer – changes in direction/future/focus. The second theme is around what a (new) home means – a place to make new friends, grow old in, and is a safe haven.

10. The applicant’s proposed names and meanings are set out in the table below:

(alternative)

Table 2: Northcote development (Stage 2c) Preferred And Alternative Road Names & Meanings
Road Number	Applicant’s Proposed Names & Preferences	Meaning (as described by applicant)
ROAD 1:	Mōwai Road (Applicant preferred)	Maori word meaning: (verb) to be smooth, calm, solitary. The applicant has linked this to the Te Reo noun ‘Āhuru Mōwai’, which translates to a calm place, a sheltered haven.
	Moemoeā Road	Maori word meaning: (noun) dream, vision.
	Tiakina Road (alternative)	Maori word meaning: (verb) to look after.
ROAD 2:	Whakamua Road (Applicant preferred)	Maori word meaning: forward, ahead.
	Hangai Road (alternative)	Maori word meaning: (verb) in line with, focus.
	Pae Road (alternative)	Maori word meaning: (noun) direction.
ROAD 3:	Koeke Road (Applicant preferred)	Maori word meaning: (verb) to mature, grow old.
	Hariru Road (alternative)	Maori word meaning: (verb) to shake hands.
	Waioha Road (alternative)	Maori word meaning: greeting.

11. Assessment: The names proposed by the applicant have been assessed to ensure that they meet Auckland Council’s Road Naming Guidelines and the National Addressing Standards for road naming.

12. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable and not duplicated elsewhere in the region.

13. Road type: ‘Road’ is an acceptable road types for the new public roads, suiting the form and layout of the roads, as per the Auckland Council Road Naming Guidelines.

14. Iwi consultation: All relevant local iwi were written to (via email) and invited to comment. Nga Maunga Whakahii o Kaipara deferred to Ngati Whatua, who in turn deferred to other mana whenua entities who did not respond. Ngaati Whanaunga responded in support of all Maori names for all streets in Taamaki Makaurau.

15. No other responses were received.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

17. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

18. The decision sought from the Kaipātiki Local Board on this report is linked to the Auckland Plan Outcome “A Māori identity that is Auckland’s point of difference in the world”. The use of Māori names for roads, buildings and other public places is an opportunity to publicly demonstrate Māori identity.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

20. 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

21. 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 ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment A - Site Plan	107
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Attachment B - Location Plan	109

Ngā kaihaina

Signatories

Authors

Elizabeth Salter - Subdivision Technical Officer

Authorisers

David Snowdon - Team Leader Subdivision

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Kaipātiki Local Grants Round Three 2018/2019 grant allocations

File No.: CP2019/05675

Te take mō te pūrongo

Purpose of the report

1. The purpose of this report is to fund, part-fund or decline applications received for Kaipātiki Local Grants Round Three 2018/2019 including multiboard applications.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received for Kaipātiki Local Grants Round Three 2018/2019 (refer Attachment B) including multiboard applications.

3. The Kaipātiki Local Board adopted the Kaipātiki Local Board Community Grants Programme 2018/2019 on 17 April 2018. The document sets application guidelines for community contestable grants.

4. The local board has set a total community grants budget of $189,900 for the 2018/2019 financial year. A total of $20,000 was also reallocated to the community grants budget (resolution number KT/2018/223) at the November 2018 Kaipātiki Local Board business meeting. A total of $174,148.45 has been allocated in previous grant rounds, leaving a total of $35,751.55 to be allocated to local grant round three.

5. In addition, there is a further $23,000 from underspent locally driven initiatives (LDI) operational funding from the Sunnynook Plan ($8,000), Volunteer Awards ($10,000) and Naturalisation of Parks Service Assessment project ($5,000) that can be reallocated to increase the Community Grants budget. This would provide a total budget of $58,751.55 for local grant round three.

6. Twenty-nine applications were received for Kaipātiki Local Grants, Round Three 2018/2019, requesting a total of $165,512.00 and thirteen multiboard applications were also received requesting a total of $76,672.00 Two applications, deferred from local grants round one and two are also to be considered by the local board in this report. A total of $18,593.00 is requested for the two deferred applications.

Ngā tūtohunga

Recommendations

That the Kaipātiki Local Board:

a) approve the reallocation of $23,000 from within the Locally Driven Initiatives (LDI) budgets, from the Sunnynook Plan ($8,000), Volunteer Awards ($10,000) and Naturalisation of Parks Service Assessment project ($5,000) to the Community Grants budget.

b) agree to fund, part-fund or decline each application in Kaipātiki Local Grants Round Three 2018/2019 listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility

LG1908-301	The Upside Downs Education Trust	Community	To subsidise speech therapy and ten percent of the operational costs for two families in the Kaipātiki area for the 2019/2020 financial year.	$2,200.00	Eligible
LG1908-303	Age Concern North Shore Incorporated	Community	Towards operating expenses for the group from 1 June 2019 to 30 June 2020.	$30,000.00	Eligible
LG1908-304	Northart Society Incorporated	Arts and culture	Towards the tutor fees for "Gallery Time for Kids" programme from 1 June 2019 to 3 May 2020.	$3,080.00	Eligible
LG1908-305	Auckland Seniors Support and Caring Group Incorporated	Community	Towards rent and tutor fees for the older Chinese resident’s weekly group's activities.	$3,600.00	Eligible
LG1908-306	Whanau Marama Parenting Limited	Community	Towards tutor fees for the seven free parenting courses in three Kaipātiki libraries in term three and four in 2019.	$5,136.00	Eligible
LG1908-307	KidsCan Charitable Trust	Community	Towards raincoats, shoes health products and food for three schools in the Kaipātiki area, including Beach Haven, Northcote Intermediate and Onepoto School.	$5,000.00	Eligible
LG1908-309	Ares Artifex Limited	Arts and culture	Towards costs for a mural on 80 Mokoia Road Birkenhead including artist fees and paint.	$4,052.00	Eligible
LG1908-310	North Shore Concert Band Incorporated	Arts and culture	Towards the costs to enter the New Zealand Concert Band Festival in Epsom on 2 August 2019.	$2,000.00	Eligible
LG1908-311	Kaipātiki Community Facilities Trust	Arts and culture	Towards an event to showcase Kaipātiki musical talent including hall hire of Birkenhead College Theatre, advertising, sound and lighting and programming	$7,835.00	Eligible
LG1908-312	YMCA North Incorporated	Community	Towards the Raise Up Shore Youth programme co-ordinators salary.	$5,000.00	Eligible
LG1908-314	Highbury Community House Incorporated	Community	To purchase a marquee and noticeboards for the Highbury Community House.	$6,194.00	Eligible
LG1908-315	Northcote Toy Library Incorporated	Community	Towards rent for the toy library in terms two and three 2019.	$2,000.00	Eligible
LG1908-316	Kids Safe with Dogs Charitable Trust	Community	Towards the printing of material and paying instructors and administrators for the programme to keep children safe around dogs.	$4,887.00	Eligible
LG1908-317	Nepalese Cultural Centre, New Zealand Incorporated	Arts and culture	Towards the costs for cultural activities and dance classes for twenty children from 2 June 2019 to 31 May 2020.	$4,374.00	Eligible
LG1908-318	Asthma New Zealand Incorporated	Community	Towards the west and north shore asthma nurse educator wages from 27 July to 25 October 2019.	$5,000.00	Eligible
LG1908-319	The Scout Association of New Zealand Beach Haven Scout Group	Community	Towards costs for a large tent and marquee sides for the scout camping trips.	$3,751.00	Eligible
LG1908-320	Royal New Zealand Plunket Trust	Community	Towards wages for the Birkenhead playgroup and a 12-month contribution towards the venue costs for the Beach Haven and Birkenhead playgroups.	$7,700.00	Eligible
LG1908-321	60s-up Movement of New Zealand Incorporated	Community	Towards bus hire for the bus trips for older people in the Birkenhead community.	$4,760.00	Eligible
LG1908-323	Literacy Aotearoa Charitable Trust	Community	Towards tutor fees and fee for the driver licence fee for residents on a low income.	$3,022.00	Eligible
LG1908-325	Onepoto Playcentre	Community	Towards the purchase of play equipment, facepaint, Māori language puzzles, dolls, costumes, dolls clothes, ride-on toys, balance equipment.	$2,132.00	Eligible
LG1908-327	Dance Therapy New Zealand	Arts and culture, Community	Towards the Dance 4 us and the “STARS” programme including venue hire, marketing, co-ordination and equipment from July to December 2019.	$8,000.00	Eligible
LG1908-328	Shepherds Park Squash Club Incorportaed	Sport and recreation	Towards signage and brochures for the squash club to promote the pay to play facility.	$1,000.00	Eligible
LG1908-330	The Kaipātiki Public Arts Trust	Arts and culture	Towards costs for the Short Shorts film programme, including administrator wages, the final screening and prize-giving.	$6,000.00	Eligible
LG1908-331	Babylon Charitable Trust	Community	Towards costs for the senior’s programme, including transport, hall hire and volunteer reimbursement.	$5,830.00	Eligible
LG1908-332	Birkenhead Town Centre Association Incorporated	Arts and culture	Towards art works on power transformers at five locations on Rawene Rd, 184 Hinemoa Street, 77 Mokoia Road,and the post office and library at Birkenhead.	$10,000.00	Eligible
LG1908-334	Birkdale Beach Haven Community Project Incorporated	Events	Towards a Matariki event to showcase 16 kapa haka groups from local schools on 28 June 2019.	$4,959.00	Eligible
LG1908-335	Youthline Auckland Charitable Trust	Community	Towards costs for training, managing and supervising the Helpline volunteer counsellors from 1 June 2019 to 31 March 2020.	$5,000.00	Eligible
LG1908-336	Glenfield Tennis Club Incorporated	Sport and recreation	Towards costs for the replacement of three tennis courts.	$10,000.00	Eligible
LG1908-337	Rainbow Celebrating Life Trust	Arts and culture	Towards choreographers venue hire, insurance and advertising material for free dance classes.	$3,000.00	Eligible
Total				$165,512.00

c) agree to fund, part-fund or decline each application in Kaipātiki Multiboard Round Three 2018/2019, listed in Table Two below:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility

MB1819-206	North Shore Centres of Mutual Aid Incorporated	Community	Towards operational costs for the eight centres from 1 July to 31 December 2019.	$7500	Eligible
MB1819-212	Harbour Sport Trust	Events	Towards costs to run the Mud Rush event in 2019, including toilets, changing rooms, stage, sound system, fencing, ambulance, printing costs, bins, generators and heaters, water truck, and photographer.	$4,000.00	Eligible
MB1819-214	Tuileapa Youth Mentoring Service	Community	Towards a contribution for salaries of mentors operating services for Pacific and Maori youth	$4,000.00	Eligible
MB1819-225	The Kids for Kids Charitable Trust	Events	Towards venue hire and production costs of the "Kids for Kids" event in Takapuna.	$2,402.45.00	Eligible
MB1819-231	The Operating Theatre Trust	Arts and culture	Towards two productions "We're going on a Bear Hunt and "The Little Yellow Digger" including hosting volunteers, rehearsal room venue hire, ticketing costs, costume and set materials held at The Pumphouse Theatre.	$5,000.00	Eligible
MB1819-233	Environmental Education for Resource Sustainability Trust Paper4trees	Environment	Towards the purchase and delivery of 7,433 native trees and to replace 825 classroom recycling bins in schools and preschools participating in the Paper4trees programme across Auckland.	$4,381.25	Eligible
MB1819-238	North Harbour Hockey Association	Sport and recreation	Towards venue hire, programme co-ordinator fees and coaching costs for the fun sticks childrens hockey programme in 2019, for four to seven-year olds.	$1,438.00	Eligible
MB1819-248	New Zealand Muslin Association	Sport and recreation	Towards transport to fitness classes and instructor fees for older people.	$1250.00	Eligible
MB1819-249	Children's Autism Foundation	Community	Towards the outreach service delivery for children with autism from 1 June 2019 to 1 May 2020.	$6,000.00	Eligible
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
MB1819-258	Neighbourhood Support North Shore	Community	Towards wages for a manager and operating expenses to maintain and grow neighbourhood support groups on the North Shore	5,000.00	Eligible
MB1819-263	PHAB Association (Auckland) Incorporated	Community	Towards wages and administration costs for the "PHAB diversity for all" project from 3 June 2019 to 20 December 2019.	$4,500.00	Eligible
MB1819-270	Gymnastics Community Trust	Sport and recreation	Towards the school co-ordinator wages and new equipment for the gymnastic classes from 30 September 2019 to 30 March 2020,	$28,500.00	Eligible
Total				$74,971.70

d) agree to fund, part-fund or decline the deferred applications from Kaipātiki Round One and Two 2018/2019, listed in Table Three below:

Applicant ID	Applicant	Main focus	Requesting funding for	Amount requested	Eligibility
LG1908-131	Glenfield Community Centre Incorporated	Community	Towards the purchase and installation of a bike rack and repair station at the community centre	$5,363	Eligible
LG1908-223	Pest free Kaipatiki Restoration Society Incorporated	Environment	Towards tools, resources education and engagement for weed bins and administration.	$13,230.00	Eligible
Total				$18,593.00

Horopaki

Context

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

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

8. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

9. The Kaipātiki Local Board adopted the Kaipātiki Local Board Community Grants Programme 2018/2019 on 17 April 2018. The document sets application guidelines for community contestable grants.

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

11. The local board has set a total community grants budget of $189,900 for the 2018/2019 financial year. A total of $20,000 was also reallocated to the community grants budget (resolution number KT/2018/223) at the November 2018 Kaipātiki Local Board business meeting. A total of $174,148.45 has been allocated in previous grant rounds. This leaves a total of $35,751.55 to be allocated to local grant round three.

12. Tātaritanga me ngā tohutohu

Analysis and advice

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. 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.

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

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

Local impacts and local board views

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

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

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

Tauākī whakaaweawe Māori

Māori impact statement

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

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

Ngā ritenga ā-pūtea

Financial implications

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

22. The local board has set a total community grants budget of $189,900 for the 2018/2019 financial year. The local board has set a total community grants budget of $189,900 for the 2018/2019 financial year. A total of $20,000 was also reallocated to the community grants budget (resolution number KT/2018/223) at the November 2018 Kaipātiki Local Board business meeting. A total of $174,148.45 has been allocated in previous grant rounds leaving a total of $35,751.55 to be allocated to local grant round three.

23. In addition, there is a further $23,000 from underspent locally driven initiatives (LDI) operational funding from the Sunnynook Plan ($8,000), Volunteer Awards ($10,000) and Naturalisation of Parks Service Assessment project ($5,000) budgets that can be reallocated to increase the Community Grants budget. This would provide a total budget of $58,751.55 for local grant round three.

24. Twenty-nine applications were received for Kaipātiki Local Grants, Round Three 2018/2019, requesting a total of $165,512.00 and thirteen multiboard applications were also received requesting a total of $76,672.00 Two applications, deferred from local grants round one and two are also to be considered by the local board in this report. A total of $18,593.00 is requested for the two deferred applications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. 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

26. Following the Kaipātiki Local Board allocating funding for round three of the local grants and multiboard, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	15 May 2019 - Kaipātiki Local Board Business Meeting - Kaipātiki Grant Programme 2018/2019 (Under Separate Cover)
b	15 May 2019 - Kaipātiki Local Board Business Meeting - Kaipātiki Local Grant and Multiboard Round Three 2018/2019 grant applications (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Marion Davies - Grant Operations Manager

Authorisers

Shane King - Head of Operations Support

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

Remuneration Authority - policy on child care allowances

File No.: CP2019/07436

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 Kaipātiki Local Board:

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

Horopaki

Context

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

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

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

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

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

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

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

17. Other conditions are:

(i) the child is under 14 years

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

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

18. These are supported.

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

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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

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

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Childcare allowance proposed draft policy paper	139
b ⇩	15 May 2019 - Kaipātiki Local Board Business Meeting - Remuneration Authority draft policy - child care allowances - submission	147

Ngā kaihaina

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Eric Perry - Relationship Manager

Kaipātiki Local Board

15 May 2019

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

File No.: CP2019/07414

Te take mō te pūrongo

Purpose of the report

1. To provide the Kaipātiki 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 Kaipātiki 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 Kaipātiki Local Board Plan outcomes.

4. The key activity updates from this quarter are:

· Movies in Parks at Birkenhead War Memorial Park held in February 2019

· Placemaking pilot commenced

· Dudding Avenue Reserve tracks renewed

· Beach Haven Community House and Creche kitchens refurbished

· Beach Haven Kauri Kids playground fence and soft matting renewed

· Birkenhead Pool and Leisure Centre failed flooring repaired

· Hilders Park play boat moved safely onto Larking’s Landing

· Birkenhead War Memorial Park draft master plan approved for public consultation

· Tamahere Reserve play space completed

· Visits to 121 sites in Wairau were undertaken as part of the Industry Pollution Prevention Programme

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (see Attachment A). Most activities are reported with a status of green (on track). Some activities are reported with a status of amber (some risk or issues, which are being managed) and two are reported with a status of grey (cancelled, deferred or merged). The following activities are reported with a status of red (behind delivery, significant risk:

· CS: ACE: Events - Community Volunteer Awards - Kaipatiki

· CF: Investigation and Design - Birkenhead War Memorial - renew tracks

· CF: Investigation and Design - Birkenhead War Memorial Park - renew car parks

6. The full financial performance report compared to budget 2018/2019 is provided as Attachment B. There are some points for the local board to note:

· The overall net operational expenditure was $9.6m, a variance of $133,000 below budget. Operating revenue is tracking at 4 per cent above budget.

· Expenditure on capital projects is $1.5m below budget. The spend this quarter has gone toward the renewal of the flooring at Birkenhead Leisure Centre, Tamahere Reserve play space renewal and Dudding Ave Reserve track renewal.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

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

Horopaki

Context

7. The Kaipātiki 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 Kaipātiki Local Board outcomes identified in the three-year Kaipātiki Local Board Plan. The local board plan outcomes are:

· Our people identify Kaipātiki as their kāinga (home) / He kāinga a Kaipatiki ki tō tātou iwi o reira

· Our natural environment is protected for future generations to enjoy / Kei te tiakina tō tātou taiao hei painga mō ngā uri whakaheke

· Our people are active and healthy / He ngangahau he ora tonu ō tātou iwi

· Getting to and around Kaipātiki is easy / He māmā te haere atu me te haereere noa i Kaipātiki

· Our urban centres are vibrant / He wāhi hihiri te pokapū tāone

· Our community facilities and infrastructure is high quality and well managed / He rangatira, he tōtika te arataki i ō tātou urunga hapori me ōna kaupapa whakahaere

· Services are well managed and meet community needs / He tōtika te arataki i ngā ratonga kia eke ai ngā hiahia o te hapori

9. Graph 1 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: Kaipātiki 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 (Red, Amber, Green) 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. Operating departments have provided a quarterly update against their work programme delivery and this is provided is Attachment A.

12. Graph 2 below identifies work programme activity by RAG status (red, amber, green and grey). It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Kaipātiki Work Programme by RAG status

13. Graph 3 below identifies work programme activity by activity status and department. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Kaipātiki work programme activity by activity status and department

Key activity updates from quarter three

14. The key activity updates to report from the quarter three period are as follows:

Activity name	RAG status	Activity status	Quarter 3 update
Movies in Parks - Kaipatiki	Green	In Progress	During Q3, the Movies in Parks "Smallfoot" was screened on Friday, 1 February 2019 at Harvey Wright Sports Field, Birkenhead with approximately 2,200 people in attendance and enjoyed the pre-entertainment and activities provided. A detailed debrief report will be presented in Q4.
Placemaking pilot	Green	In Progress	Staff commissioned a placemaking specialist from Catalyse, utilising the strong delivery links with Inspiring Communities. Catalyse started a comprehensive exploration of groups and areas interested in being involved in placemaking. Areas of interest identified by the local board will be investigated. This activity will discover local motivations, existing capacity and gather ideas to undertake local activation. In Q4, a local strategy and action plan will be developed which will seek to connect with and leverage resources and relationships within and beyond Kaipātiki. Catalyse will organise high visibility activation projects in partnership with local people, develop some larger activities that enable local people to be part of making their local places the places they want them to be and activate local forums such as Neighbourly, Kaipātiki Project, local groups’ Facebook pages and newsletters. This activity will progress through to October 2019. In November 2019, through data gathering, reflection and review of processes, an assessment of performance, progress and outcomes will be developed to identify learnings, challenges and discover new possibilities for action utilising the proposed 2019/2020 work programme allocation.
Dudding Avenue Reserve - renew tracks	Green	Completed	Current status: The renewal works were completed by the February 2019, allowing the track to be reopened for use. Additional handrails will be installed in a few weeks to provide support on the steps down from Dudding Avenue, and planting along the new boardwalk will be undertaken in the planting season - in May or June 2019. Next steps: Project closure documents to be completed.
88-94 Bentley Avenue, Glenfield - replace HVAC R22 and roof	Amber	In Progress	Current status: The full remedial design scope for the library has now been reduced to addressing active moisture ingress and temporary repairs to extend the building’s life. This will need a constant maintenance review three monthly to carry the building forward by approximately five years. The HVAC replacement will not be undertaken, ongoing servicing is maintaining the system as fit for purpose. Next steps: Professional services for site scoping remedial methodology and roof repair design is underway. Building consent is not required for the works, maintenance work and repairs are expected to start August 2019.
Beach Haven Community House and Creche - refurbish kitchens	Green	Completed	Project completed
Beach Haven Kauri Kids - renew playground fence and soft matting	Green	Completed	Project completed January 2019.
Birkenhead Pool and Leisure Centre - replace failed flooring	Green	In Progress	Current status: Stage one work was completed early in January 2019 and the rock climbing area is now open to the public. The building consent was delayed and was only issued late in January 2019. Stage two work (re-pitch roof, re-route down pipes and new concrete apron and retaining wall) commenced mid-February 2019 and is scheduled to be complete by end March/beginning April 2019. Next steps: Complete exterior work.
Hilders Park – renew play boat	Green	In Progress	Current status: Total Marine Services were successful in moving the boat from the beach onto Larking Landing Reserve for free for the community on the morning of Friday 22 March 2019. Next steps: Build the cradle for the boat, commence landscaping and playground works.
(OLI) Birkenhead War Memorial Park - deliver master plan	Green	Approved	Current status: The draft masterplan has been approved for public consultation on 20 February 2019. Next steps: Public consultation will be undertaken during March 2019. A review of feedback will be undertaken in April 2019 and any amendments will be made to the draft master plan during May 2019. Project completion is anticipated for August 2019.
Tamahere Reserve - renew and improve play space area	Green	Completed	Project completed March 2019.
Fordham and Lanigan Street Bridge - renewal due to fire damage	Green	In Progress	Current status: We have received an options report from the engineer which identified four possible bridge types, each with its associated advantages and disadvantages. We are currently working through these options and will make a decision on the preferred option by mid-March 2019. Next steps: Instruct the engineer to proceed with the detailed design of the preferred option.
Industry Pollution Prevention Programme	Green	In Progress	A presentation of final project results was provided to the board at a workshop on 13 March 2019. In summary, a total of 121 sites were visited and 31 sites had recommendations made to mitigate risks of contamination of stormwater. Follow-up visits showed that 60 per cent of the recommendations were adopted within three months. The board has indicated that it would like to increase investment in this project for this financial year to deliver additional site visits in the Wairau Valley. The funding for this expansion will be confirmed with the board in quarter four.

Activities with significant issues

15. The following work programme activities have been identified by operating departments as having significant issues as of 31 March 2019:

Activity name	RAG status	Activity status	Quarter 3 update
Community Volunteer Awards - Kaipatiki	Red	Cancelled	Planning did not commence in Q2. A workshop will be held with the local board to progress in Q3. Feedback from workshop was that this initiative would be cancelled and the budget can be reallocated.
Birkenhead War Memorial Park - renew tracks	Red	On Hold	Project has been placed on hold as instructed until development plan for reserve is complete. Current status: Project has been placed on hold. Assessment of quality and costs are complete. Next steps: Awaiting completion of Birkenhead War Memorial Park Development Plan.
Birkenhead War Memorial Park - renew car parks	Red	On Hold	Risks/ issues: The masterplan needs to be completed prior to renewing the carpark Current status: This project is on hold until the master plan for the Memorial Park and grandstand is complete. Next steps: The outcome of the master plan will determine the way forward.

Activities on hold

16. The following work programme activities have been identified by operating departments as on hold as of 31 March 2019:

Activity name	RAG status	Activity status	Quarter 3 update
Kaipatiki - install dog agility equipment	Amber	On Hold	The extent of the scope for this project was questioned, and until such time when the scope is confirmed and finally approved, the project cannot progress further. Due to this, the project will not be delivered by the end of this financial year but will carry over into the next financial year. Current status: A presentation was given to the local board at the March 2019 workshop and the scope of the project was questioned. A report with further details on options for locations of both installation of dog agility equipment or dog parks is being prepared for consideration by the local board. Next steps: Once the local board has reviewed the report and confirmed the scope for this project, a suitable site can be determined and the concept design can be developed further.
Beach Haven Sports Centre - comprehensive renewal	Amber	On Hold	Understand potential future options for the use of the facility is largely based on strategic assessment, as well as the extensive renewal work required throughout the building. Initial building reports and options analysis for the comprehensive renewal are required to be completed in order to establish future use. Maintenance still needs to be carried out during investigation period. Current status: Service Strategy and Integration team is undertaking strategic assessment of the service requirements and needs assessments within the local board area, including community places, active recreation centers and Kauri Kids. Awaiting the outcome of this assessment before progressing comprehensive renewal of this facility. This will delay the project progress and decision has been made to place on hold until outcome has been received. Next steps: Awaiting outcome of strategic assessment.
Birkdale Community Hall - rebuild facility	Amber	On Hold	Awaiting completion of Strategic Assessment Service Strategy and Integration to inform next project steps. Current status: Service Strategy and Integration team is undertaking strategic assessment of the service requirements and a needs assessment within the local board area including community places, active recreation centers and Kauri Kids. The project is on hold until the strategic assessment is available. Next steps: Awaiting outcome of strategic assessment.
Birkdale Kauri Kids - renew facility	Amber	On Hold	Two options for concept design of rebuild underway. High level cost estimates will be available once concept completed. Service Strategy and Integration is completing Service Assessment - Awaiting outcome of service assessment to help make a final decision on renewal project. Current status: Service Strategy and Integration team is undertaking strategic assessment of the service requirements and a needs assessment for active recreation centers, including Kauri Kids. Next steps: Awaiting outcome of strategic assessment.
Birkenhead War Memorial Park - renew tracks	Red	On Hold	Project has been placed on hold as instructed until development plan for reserve is complete. Current status: Project has been placed on hold. Assessment of quality and costs are complete. Next steps: Awaiting completion of Birkenhead War Memorial Park Development Plan.
18 Denby Lane, Northcote Point - reroof building and renew electrical board	Amber	On Hold	The initial seismic assessment found significant issues. Staff were advised not to continue with the replacement of the roof until such time as the detailed seismic assessment has been done. The detailed assessment was completed in August 2018. This report will likely recommend some significant work that needs to be undertaken as part of the roof replacement project. Current status: A workshop was held with the local board in February 2019. The recommendation was to demolish the building. The local board had various questions that staff will have to further investigate and come back for second workshop. Next steps: Schedule a second workshop with the local board.
Birkenhead War Memorial Park - renew skate park, including park to pool access - stage 2	Amber	On Hold	Risks/issues: On hold awaiting outcome of Park Master Plan to be completed Current status: Draft detailed design is nearly complete but on hold until the Park Master Plan refresh is completed and whether the top car park may change. The retaining wall and access ramp has been consented as part of the consent for the skate park renewal. Next steps: Receive the information from the completed Park Master Plan refresh to determine if the current draft detailed requires amending to take into account any proposed changes to the top car park.
Birkenhead War Memorial Park - Service Road (Recreation Drive to Mahara Avenue)	Amber	On Hold	Current status: Project on hold as other parks project required first. Next steps: dependencies around other internal reserve roads require resolution
Birkenhead War Memorial Park - renew car parks	Red	On Hold	Risks/ issues: The masterplan needs to be completed prior to renewing the carpark Current status: This project is on hold until the master plan for the Memorial Park and grandstand is complete. Next steps: The outcome of the master plan will determine the way forward.
Kaipatiki - install dog agility equipment	Amber	On Hold	The extent of the scope for this project was questioned and until such time when the scope is confirmed and finally approved, the project cannot progress further. Due to this, the project will not be delivered by the end of this financial year but will carry over into the next financial year. Current status: A presentation was given to the local board at the March 2019 workshop and the scope of the project was questions. A report with further details on options for locations of both installation of dog agility equipment or dog parks is being prepared for consideration by the local board. Next steps: Once the local board has reviewed the report and confirmed the scope for this project, a suitable site can be determined and the concept design can be developed further.
Jessie Tonar Reserve, 20 Kaka Street, Northcote: Lease to New Zealand Ki Society Incorporated	Amber	On Hold	The land occupied by the New Zealand Ki Society is part of a wider rejuvenation project. The new lease to the group will be progressed once the full impact of the project has been assessed. Memo drafted, waiting on overall plan before presenting at a workshop.

Changes to the local board work programme

Deferred activities

17. The following activities have been deferred from the 2018/2019 work programme in quarter three:

Activity name	RAG status	Activity status	Quarter 3 update
Birkenhead War Memorial Park, 48 Mahara Avenue, Birkenhead: Lease to Birkenhead City Cricket and Sports Club Incorporated	Grey	Deferred	Birkenhead War Memorial Hall is part of the overall plan to renovate the entire park and the new lease application will be progressed when the full impact of the project has been assessed. This item has been deferred pending completion of a plan for the Birkenhead War Memorial Hall.

Cancelled activities

18. The following activities have been cancelled from the 2018/2019 work programme in quarter three:

Activity name	RAG status	Activity status	Quarter 3 update
Community Volunteer Awards - Kaipatiki	Red	Cancelled	Planning did not commence in Q2. A workshop will be held with the local board to progress in Q3. Feedback from workshop was that this initiative would be cancelled and the budget can be reallocated.

Activities merged with other activities for delivery

19. There are no activities that have been merged with other activities.

Activities changed under delegation of the local board Chairperson

20. There are no activities that have been changed under delegation of the Chairperson since the quarter two 2018/2019 report.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. 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

22. This report informs the Kaipātiki Local Board of the performance for the quarter ending 31 March 2019

Tauākī whakaaweawe Māori

Māori impact statement

23. A number of the activities in the local board work programmes positively impact Māori. Below are the updates on the activities that have a direct Maori outcome focus:

Activity name	RAG status	Activity status	Quarter 3 update
Manaakitanga	Green	In Progress	During Q3, staff met with the following various groups in Kaipatiki: Te Raki Pae Whenua Māori Committee, Awataha Marae, Uruamo Marae committee, Kaipatiki Project, Hearts and Minds and Birkdale Beach Community Project, to discuss status of the Kaipātiki Māori aspirations and how organisations could be best supported for kaupapa Māori. It was identified that workshops in te reo, tikanga, storytelling and increasing civic participation were priority areas to develop. These will be delivered in Q4.
Celebrating Te Ao Māori and strengthening responsiveness to Māori. Whakatipu i te reo Māori - Kaipātiki	Green	In Progress	Toro Pikopiko Puppet theatre interactive productions presented a drama at Glenfield and Northcote Libraries. Te Wānanga O Aotearoa promoted their courses in council libraries. The Kaikokiri Rātonga Māori based in Northcote, Leilani Mclean, has sadly had to resign from her role. Two applicants have been short-listed and will be invited to interview - the focus is finding a proactive networker with proficiency in Te Reo Māori ready to help build and strengthen connections with Māori in Kaipātiki while championing the library space and resources.
KT: Māori Naming of Reserves and Facilities Phase Two	Amber	In Progress	The programme is making progress but has experienced some time delays against original plan; however these are being managed and it is expected that the first tranche of names will be delivered in 2019. During the third quarter a new Te Kete Rukuruku project manager has been appointed. Work has focussed on managing overlapping interests and getting mana whenua access to GIS systems. Of note is that January is down time for mana whenua and council, so time in this quarter has been limited. The naming programme has generally taken longer than hoped, and it is currently forecast that there will be new names and a workshop before the end of the financial year. Reporting and adoption of names will not occur until later in 2019.

Ngā ritenga ā-pūtea

Financial implications

24. This report is for information only and therefore there are no financial implications associated with this report.

Financial Performance

25. Kaipātiki Local Board’s net operating expenditure at the end of the third quarter was $9.6m; a variance below budget of $133,000.

26. Operating revenue is tracking 4 per cent above budget. The early childhood centres have continued their improved performance when compared with last year, all three centres achieving revenue above budget. Active recreation revenue for the quarter has improved, this can be attributed to the reopening of the rock wall and gym at the Birkenhead Centre. Learn to swim at Glenfield Leisure Centre has had an 11 per cent increase on enrolments when compared to the same period the previous year and reflected in higher revenue achieved against budget. Operating expenditure overall was in line with budget.

27. The boards LDI operational spend to date was $60,000 below budget. The Open Space Management Plan project is showing the largest variance with no spend against the $80,000 allocated to the project. The funding for the Birkenhead Christmas parade is still being held until all accountability requirements are fulfilled. There is opportunity for the local board to reallocate the budgets available for the volunteer awards ($10k – event cancelled) and the Sunnynook Plan ($8k savings). The local community grants budget would be an option for these budgets to be reallocated to due to the high number of grant applications compared to the available budget of $36,000.

28. Expenditure on capital projects is $1.5m below budget. The variance relates to underspend in renewals expenditure of $1.0m and $500,000 in LDI capital expenditure.

29. The renewal of the flooring for the Birkenhead Leisure Centre rock wall area was completed ($472,000). The exterior works required to the building is planned for completion in April 2019. The Tamahere Reserve play space renewal was completed in March 2019 ($167,000), as was the renewal of the Dudding Avenue Reserve tracks ($85,000). Other projects completed included:

· Kitchen installation at Beach Haven Community House; and

· Beach Haven Kauri Kids play area fencing renewal.

30. Some of the larger capital projects funded from the LDI budget are still in concept or design phase. Once physical works are underway the budget will be utilised. Normanton Reserve nature play space and Monarch Park toilet development are projects funded from LDI that have physical works under way.

31. The full financial performance report compared to budget for quarter three 2018/2019 is provided as Attachment B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. 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.

33. 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

34. The local board will receive the next performance update following the end of quarter four (June 2019).

Ngā tāpirihanga

Attachments

No.	Title	Page
a	15 May 2019 - Kaipātiki Local Board Business Meeting - Kaipātiki work programme update, quarter three 2018/19 (Under Separate Cover)
b	15 May 2019 - Kaipātiki Local Board Business Meeting - Kaipātiki financial performance, quarter three 2018/19 (Under Separate Cover)

Ngā kaihaina

Signatories

Authors	Paul Edwards - Senior Local Board Advisor - Kaipatiki
Authorisers	Eric Perry - Relationship Manager

Chairperson	John Gillon
Deputy Chairperson	Danielle Grant
Members	Paula Gillon
	Ann Hartley, JP
	Kay McIntyre, QSM
	Anne-Elise Smithson
	Adrian Tyler
	Lindsay Waugh

Authors	Jacinda Short - Democracy Advisor - Kaipatiki
Authorisers	Eric Perry - Relationship Manager