Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

21 May 2019

Auckland Transport May 2019 to the Ōtara-Papatoetoe Local Board

File No.: CP2019/07716

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. This month’s report includes information on:

· Back to school marketing campaign

· Bus services affected by Employment Relations Act (ERA) amendments

· Airport Botany Rapid Transit – Puhinui Station.

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

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

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

Horopaki

Context

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

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

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

· be safe

· not impede network efficiency

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

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Transport Capital Fund

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

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

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

Ōtara Papatoetoe Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$2,815,162
Amount committed to date on projects approved for design and/or construction	$2,528,127
Remaining Budget left	$287,035

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

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

Project	Description	Current status	Status change	Funds allocated
Footpath link from Belinda Ave to Rongomai Park footpath	Construct a new footpath link from Belinda Ave to existing footpath on Rongomai Park behind Tangaroa College	Project set up complete, currently in design phase with construction expected to be completed in the 2019 summer construction period.	No	$176,000
Pedestrian Safety upgrades on East Tamaki Road	Upgrades to pedestrian crossing facilities to improve disability access crossing East Tamaki Road	Project is in the initial start-up phase.	No	$100,000
Upgrade of Hunters Corner Streetscape	Improving the amenity of Great South Road at Hunters Corner through street furniture upgrades	Board approved option and allocated funds. Plans have been redrawn and currently out for consultation.	Yes	$1,025,000
Completion of Rongomai Walkway	Complete footpath link from East Tamaki Road to Te Irirangi Road	Delivery by Community Facilities. Design complete. Transpower refused to permit path under lines due to proposed works. The local board resolved at their April 2019 meeting to progress alternate route for footpath to car park at a cost of $80,000 and balance of allocation, $100,000, to be reallocated to LBTCF.	No	$80,000
Canopy for Ōtara Town Centre	Canopy to provide all-weather access from eastern car park to the library	Project delivered by Community Facilities. New option for canopy being prepared to work in with adjacent building roof works.	No	$262,000
Welcome to Ōtara signage	Place-making signage	Sign under construction at workshop. Approval from Auckland Council has been obtained, currently confirming sign completion date from contractor. Next step installation date.	Yes	$55,000
Footpath upgrade at Ōtara town centre	Upgrade of the footpath at the Ōtara town centre (along the southern side of town centre including 15-17 Fair Mall)	Design plan prepared. Undergoing consultation with shop owners. Consultation completed, and work has been tendered. No bids received. Will re-tender after end of financial year.	Yes	$203,000
A path through Milton Park to Papatoetoe North School	Provide an alternate all-weather access for students from Papatoetoe North School	Local board approved this project in July 2018 and it has been allocated to AC CF. They have commenced design and identified a $25,000 shortfall. The local board allocated an additional $25,000 at its March 2019 meeting to address the shortfall.	No	$112,000
All-weather footpath upgrade from East Tamaki Road to Lovegrove Crescent	Upgrade of the two paths connecting to the renewed Ōtara Creek Bridge - Greenway	This project is being delivered by Community Facilities. Funding agreement signed by AC. Public consultation to take place prior to design starting.	No	$480,000
Projects from previous term	N/A	N/A	No	$35,127

Responses to resolutions

10. At the OPLB business meeting in April 2019, the local board passed the following resolution:

Resolution number OP/2019/43

That the Ōtara-Papatoetoe Local Board:

e) advocate to Auckland Transport to urgently review the public transport (bus) connection between Old Papatoetoe and Hunters Corner along Kolmar Road.

11. A formal response will be provided to the local board in the June report.

Local projects and activities

Airport Botany Rapid Transit – Puhinui Station

12. The Airport to Botany Rapid Transit project will deliver a new public transport link between the airport, Manukau and Botany, improving accessibility in the south-west, southern and eastern areas of Auckland. Puhinui station has been identified as an important public transport link to the rail network and as such, will be significantly upgraded.

13. The local board has been scheduled for a session utilising the virtual reality fly-through of the Puhinui Station on 21 May.

14. The local board chair has also been invited to a planned walk-thru of the Puhinui Station with the Mayor and Senior AT staff on 17 May as part of the formal launch of the Puhinui Station upgrade works

15. Public consultation on proposed early improvements is scheduled for later this year in May/June 2019.

Improvements to the Station/ Shirley roads and Gray Ave intersection

16. The Station/Shirley/Gray Ave roundabout upgrade is a safety project to improve safety at this intersection.

17. Historically, there have been a number of accidents at this intersection due to the roading layout, as well as congestion due to the right-hand turn onto Gray Ave.

18. Improved pedestrian and cycling facilities are included in the package of works for the upgrade. The roundabout will make it safer for vehicles entering and exiting Gray Ave and reduce congestion.

19. Currently, the contract has been awarded and construction is expected to begin in late May/ early June, barring any issues with traffic management or consenting approvals.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. A number of the LBTCF projects are being delivered by Auckland Council’s Community Facilities department. Some of these projects are taking longer than expected to deliver. AT will continue to track and report back on these projects through the local boards formal reporting process

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

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

Local impacts and local board views

Local Board Advocacy

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

Table 3: Advocacy Initiative Status

Advocacy Initiative	Key Initiative	Status
Transform Manukau’s Metropolitan area through good planning and sustainable development.	Improve connectivity through providing public Wi-Fi and improving walking routes between Manukau Square and transport centre, Hayman Park, and public carparks.	AT is currently in the process of planning for the Airport to Botany project which will better connect Southern and Eastern suburbs of Auckland to the Airport through improved public transport links. Manukau is a key link in that public transport networks, particularly from the East. As part of wider public transport improvements, AT has currently adopted peak-time bus lane along Manukau Wiri Station Road, to improve scheduling. AT completed the $50m Manukau Bus Station in early April 2018. The bus station has been successfully operating for nearly a year. The Intercity buses are now operating from the bus station, also improving the station’s ability to serve commuters. Putney Way streetscape upgrades have been completed and are now operating successfully. This links Manukau Mall, Manukau Square, Hayman Park, and the bus and train stations.
Promote economic development and public safety in the town centres and strengthen their roles as community hubs.	Investigate opportunities for funding public facility improvements in town centres, e.g. toilets, footpaths, parking and public.	AT is currently delivering, through the LBTCF, footpath upgrades in Ōtara Town Centre and streetscape upgrades in Hunters Corner, Papatoetoe, which will improve both town centres amenity. AT is in the process of delivering a series of road safety upgrades along Bairds road, including Ōtara Town Centre, significantly impact on pedestrian road safety, through speed reduction and increased pedestrian facilities.
	Redesigning the entrances to Ōtara Library and Ōtara Music and Arts Centre, including the courtyard between the Council buildings in Ōtara Mall.	A new canopy linking the Western car park to the courtyard between the Council buildings in Ōtara Mall is currently being programmed for delivery and funded through the LBTCF.
	Advocate to AT to realign Station Road / Portage Road / Gray Avenue intersection.	AT is in the process of upgrading the Portage Road and Station Road intersection by installing a roundabout to improve vehicle and pedestrian safety at this junction. Note timing of this project.
	Work with AT to allocate funding and develop priority routes through parks and other public spaces for cyclists and walkers, as identified in the Ōtara‑Papatoetoe Greenways Plan.	The local board is currently funding an upgraded section of the OPLB Greenways Plan from East Tamaki Road to Lovegrove Crescent in Ōtara via its LBTCF. Footpath links in Rongomai Park are also under development, which links Te Irirangi Drive to Preston Road.

Auckland Transport consultations

Local Board consultations

23. AT provides local boards with the opportunity to comment on transport projects being delivered in the Ōtara-Papatoetoe Local Board area.

24. In the reporting period for April 2019, no projects were put forward for comment by the Ōtara-Papatoetoe Local Board.

Traffic Control Committee resolutions

25. Traffic Control Committee (TCC) decisions within the Ōtara-Papatoetoe local board area are reported on a monthly basis. At the time of writing this report, decisions within the local board area for the period of April 2019 had not been provided. This information will be provided in the June report to the local board.

Regional Activities

Back to School Marketing Campaign, Term 2 2019

26. Auckland Transport delivers a quarterly regional speed campaign at the start of each school term to remind motorists to slow down around schools to keep our children safe. We are targeting all motorists across the Auckland region, particularly those driving past schools and parents who drive children to/from school.

27. Safety around schools is paramount and the issue of speed is an ongoing problem. Across the Auckland region speed related crashes are of a high concern due to the number of deaths and serious injuries resulting from these crashes. In Auckland between 2013 and 2017, there were 741 death and serious injury (DSI) speed related crashes. These crashes resulted in 96 deaths, with 645 people being seriously injured.

28. In 2015, 2016 and 2017 no children died whilst walking to/from school. However, over the past 5 years (2013-2017) serious injuries of school-aged children have been high and rising.

29. A total of 83 children were seriously injured 71% (59), and the injuries occurred between 3-6pm. The predominant behaviours were when coming home from school, crossing midblock between parked or stationary vehicles between 3-6pm.

30. Based on the success of the 2018 campaign, AT is using the existing campaign’s creative approach. Key results from the post-campaign evaluation report is as follows:

· On social media, we reached 663,296 Aucklanders 18-54 years old, up from previous posts by over 76,000 people.

· Radio advertisements reached 60 per cent of all Aucklanders 18+.

31. There is agreement this campaign is easy to understand, relevant and an important message to promote. Media channels (radio, bus backs, Adshels and social media) are successful to speak to motorists during key moments as they are driving past schools

32. The measures of success are to contribute to the target of reducing death and serious injuries by 60 per cent over the next ten years.

33. The measures of success are to contribute to the target of reducing death and serious injuries by 60 per cent over the next ten years.

Bus services affected by Employment Relations Act (ERA) amendments

34. Recent amendments to the ERA, aimed at improving working conditions, has resulted in changes to some of the bus services in the Auckland region, mainly due to rostering requirements. AT has worked closely with bus operators and unions to minimise disruptions to services.

35. The changes came into effect on Monday 6 May, and prescribe more regular work time breaks for bus drivers. This in turn means some timetable changes, or service cancellations.

36. The result of the cooperative approach with bus companies and unions means that less than one per cent of services will be affected (approximately 120 of the 13,043 services operated daily). Most of the affected services are off-peak.

37. Earlier in the week, AT announced that approximately 120 of the 13,043 services operated each day would be cancelled but that number is now down to 41 on a weekday and even fewer on the weekend.

38. AT Group Manager Metro Services, Stacey Van Der Putten, says there’s been a great collaborative effort. “In the past few weeks, we have worked closely with our operators, they have done a great job, helping us keep the impact very low. To have the number of affected services drop further this week is great news for our customers.”

39. All trips that are affected will be cancelled in our ‘Real time information services’ so that customers have the most up to date information both online, though the AT Mobile app and at bus stops.

40. Within the Ōtara-Papatoetoe Local board area, only the service on route no. 321 at 6.50pm - Britomart to Middlemore Station via Greenlane Hospital, has been impacted.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. The proposed decision of receiving the report has no risks.

Ngā koringa ā-muri

Next steps

44. AT will provide another update report to the board at the next monthly meeting.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Kenneth Tuai - Elected Member Relationship Manager

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manager

Rina Tagore - Relationship Manager Mangere-Otahuhu & Otara-Papatoetoe

Ōtara-Papatoetoe Local Board

21 May 2019

Ōtara-Papatoetoe Local Board Grant Round Two,2018/2019, including multiboard applications and Business Improvement District Event Fund Round Two 2018/2019 grant allocations

File No.: CP2019/05585

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for the Ōtara-Papatoetoe Local Board Grant Round Two 2018/2019, including multi-board applications and Business Improvement District (BID) Event Fund Round Two 2018/2019.

Whakarāpopototanga matua

Executive summary

2. The Ōtara-Papatoetoe Local Board adopted their Local Grants Programme 2018/2019 on the 17 April 2018 (see Attachment A). The document sets application guidelines for contestable community grants submitted to the local board.

3. This report presents applications received for the Ōtara-Papatoetoe Local Board Grant Round Two 2018/2019 including multi-board applications (see Attachment B).

4. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $329,000 for the 2018/2019 financial year.

5. A total of $15,000 has been ring fenced for the Pursuit of Excellence Awards and $60,000 set for the Business Improvement District's (BID’s) event fund. This leaves an amount of $254,000 available for contestable grants.

6. Ōtara-Papatoetoe Local Grants Round One 2018/2019 allocated a total of $153,597.91. Ōtara-Papatoetoe Quick Response Round One allocated a total of $11,550, leaving a total of $88,852.09. Ōtara-Papatoetoe Quick Response Round Two 2018/2019 allocated a total of $16,164.

7. At the August 2018 Ōtara-Papatoetoe Local Board business meeting, grants budget a total of $111,000 (OP/2018/105) was reallocated to the grants budget. This leaves a total of $183,688.09 for the remaining two grant rounds.

8. Forty applications were received for Ōtara-Papatoetoe Local Board Grant Round Two 2018/2019, requesting a total of $404,187 and 15 multi-board applications were received, requesting a total of $80,805 for consideration by the Ōtara-Papatoetoe Local Board (see Attachment B).

9. This report also presents six applications received for the BIDs Event Fund Round Two 2018/2019. An amount of $15,000 was allocated in the BIDs Event Fund Round One (OP2019/12), leaving an amount of $45,000 for the remaining rounds.

10. The six applications have requested a total of $84,000. (see Attachment C)

Ngā tūtohunga

Recommendation/s

a) agree to fund, part-fund or decline each application in Local Grants Round Two 2018/2019, as outlined in Table One:

Table One: Ōtara-Papatoetoe Local Board Round Two 2018/2019 applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG1913-202	Papatoetoe Adolescent Christian Trust (PACT)	Community	Towards a contribution for youth worker wages for the PACT school leavers programme.	$4,000	Eligible
LG1913-203	Ema Tavola	Arts and culture	Towards exhibition costs, venue hire, advertising, project management, facilitation and art framing.	$5,825	Eligible
LG1913-205	NZ Barok Incorporated	Arts and culture	Towards performance costs, facilitation fees, venue hire, book printing, story writing, sound equipment and marketing.	$2,500	Eligible
LG1913-206	The TYLA Trust	Community	Towards garden programme costs, including topsoil, a lawnmower, greenhouses, trees, vegetables and planter boxes.	$2,500	Eligible
LG1913-210	Auckland Seniors Support and Caring Group Incorporated	Community	Towards the seniors’ programme, including venue hire and audio equipment costs.	$10,000	Eligible
LG1913-211	Auckland Seniors Support and Caring Group Incorporated	Sport and recreation	Towards coaching costs for the junior basketball programme in schools.	$8,625	Eligible
LG1913-214	KidsCan Charitable Trust	Community	Towards costs of food for the ‘food in schools’ programme.	$10,000	Eligible
LG1913-218	Asthma New Zealand Incorporated	Community	Towards a contribution for the asthma educator wages.	$5,000	Eligible
LG1913-220	The Rising Foundation Trust	Community	Towards a contribution for coordinator wages in schools programme.	$5,000	Eligible
LG1913-223	The Community Builders NZ Trust	Community	Towards the “Winter Wonderland” event costs, snow machines, trucking hire, hire of the loader, digger, snow globe, picket fence, sound hire, face painter, traffic control, prize giveaways, sausage sizzle, signage and printing.	$48,300	Eligible
LG1913-224	Willies Boxing Fitness Otara	Sport and recreation	Towards costs of boxing gloves and mitts for the fitness programme.	$1,000	Eligible
LG1913-225	Tangaroa College Board of Trustees	Sport and recreation	Towards transport costs for the student sport programme for the school.	$5,520	Eligible
LG1913-226	Te Pua Inano Incorporated	Arts and culture	Towards craft show materials, including clothing dyes and fabric costs.	$2,000	Eligible
LG1913-227	New Zealand Continence Association Incorporated, trading as Continence New Zealand	Community	Towards workshop costs, venue hire, information packs, coordinator and educator salary.	$5,500	Eligible
LG1913-228	All for One Education Charitable Trust	Community	Towards venue hire costs for the education support programme.	$2,000	Eligible
LG1913-230	Chanting Wheel Culture Exchange and Buddhist Charitable Organization	Arts and culture, Community	Towards the Chinese language co-ordinator costs for the bilingual writing group.	$2,400	Eligible
LG1913-234	Sistema Aotearoa	Arts and culture	Towards the Sistema rehearsal and performance costs, including administration, venue hire transport, music arrangement, and food.	$2,344	Eligible
LG1913-236	Manukau Beijing Opera Society Incorporated	Arts and culture	Toward venue hire costs for opera rehearsals.	$5,504	Eligible
LG1913-240	Papatoetoe Garden and Floral Art Society Incorporated	Community	Toward gardening competition costs, advertising, judges, venue hire, hall setup, printing and stationary, prizes, trophy engraving and gifts for judges.	$2,000	Eligible
LG1913-241	Uniting Christian Church Papatoetoe	Community	Towards marquee and resin chair costs for the church activities.	$5,000	Ineligible as the project is fan exclusion under the Grants Policy
LG1913-242	John Walker Find Your Field of Dreams Foundation	Sport and recreation	Towards primary sport costs and school coordinator wages.	$25,000	Eligible
LG1913-244	Papatoetoe Gymnastic Club	Community, Sport and recreation	Toward activity and transport costs, including entry fees and van hire.	$2,400	Eligible
LG1913-246	Kolmar Charitable Trust	Sport and recreation	Towards demolition costs for the removal of unused rugby club rooms.	$83,840	Eligible
LG1913-247	Life Education Trust Counties Manukau	Community	Towards life education programme costs, including wages, administration, school printing and transport.	$10,000	Eligible
LG1913-248	Belong Aotearoa (Formerly known as Auckland Regional Migrant Services Charitable Trust)	Community	Towards project costs, materials, koha, travel, venue hire, phone costs, professional development, printing, stationary and insurance.	$6,000	Eligible
LG1913-249	Joy Teremataora Hala	Sport and recreation	Towards a contribution for registration fees and uniform costs for the junior sports team.	$1,000	Eligible
LG1913-250	Safe man safe family Charitable Trust	Community	Towards facilitator salaries, for the violence prevention workshops.	$5,000	Eligible
LG1913-251	Kids Safe with Dogs	Community	Towards printing, instructor facilitation and administration costs for the school programme.	$8,575	Eligible
LG1913-252	Manukau Taniwha BMX Club	Sport and recreation	Towards a storage container and generator for bikes and equipment.	$21,500	Eligible
LG1913-256	Ngahere Communities Limited	Community	Towards membership fees for the resident entrepreneur to participate in the ‘Thriving Entrepreneurs’ programme.	$5,400	Eligible
LG1913-257	The Dawson Trust	Events	Towards the Christmas event, including stage, sound and artist costs.	$14,537	Eligible
LG1913-258	Woman Care Trust	Community	Towards Zumba instructor fees, aquacise fees, venue and sound system hireage.	$8,726	Eligible
LG1913-259	Papatoetoe Sports Awards Trust	Sport and recreation	Towards sport awards costs, including catering, guest speaker fees, complimentary tickets, signage, trophies and venue hire.	$18,000	Eligible
LG1913-264	Diabetes NZ - Auckland Branch	Events	Towards promotion costs, venue hire, waste management, gazebos, health and safety planning, sound system hire, entertainers, master of ceremonies fee, photography, advertising and giveaways.	$6,469	Eligible
LG1913-265	Dance Therapy New Zealand	Community	Towards dance programme costs, including venue hire, marketing, facilitation, equipment, coordination and administration.	$5,000	Eligible
LG1913-266	Youthline Auckland Charitable Trust	Community	Towards Youthline volunteer training costs, including supervisors, co-ordinator and administration costs.	$5,000	Eligible
LG1913-267	Onehou Strickland	Arts and culture	Toward film costs, including editing recording, sound, composition, licensing fees, editing facility hire and actors fees.	$4,000	Eligible
LG1913-268	Urban EcoLiving Charitable Trust	Environment	Towards contractor, education assistant and manager fees, mileage and towage costs for the tread lightly caravan programme.	$1,363	Eligible
LG1913-269	South Auckland Chinese Senior Friendship Club Incorporated	Events	Towards the “Mid- Autumn Festival” event costs, including venue hire, catering, printing of flyers, mileage, stationary and phone costs.	$3,144	Eligible
LG1913-270	Papatoetoe Avengers Rugby U13s Restricted Team	Sport and recreation	Towards competition fees and uniform jackets for the junior rugby team.	$2,035	Eligible
LG1913-271	Hunters Corner Town Centre Society Incorporated	Community	Towards the cost of installation of lights in the Hunters Corner Town Centre.	$36,680	Eligible
Total				$404,187

b) agree to fund, part-fund or decline each application in Multi-Board Round Two 2018/2019, as outlined in Table Two:

Table Two: Ōtara-Papatoetoe Multi-Board Round Two 2018/2019 applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB1819-209	Age Concern Counties Manukau Incorporated	Community	Towards costs for counselling services, wages, travel supervision and overheads.	$12,900	Eligible
MB1819-211	New Zealand Kiribati National Council	Arts and culture	Towards event costs for the Kiribati stick dance performance. Including venue hire, kaumatua and pastor donations, petrol vouchers, contractors, catering, public address system trophies, and project manager fees.	$1,000	Eligible
MB1819-221	LifeKidz Trust	Community	Towards the cost of play equipment and youth worker wages.	$3,500	Eligible
MB1819-233	Environmental Education for Resource Sustainability Trust Paper4trees	Environment	Towards the purchase and delivery of native trees and classroom recycling bins in schools and preschools.	$5,151	Eligible
MB1819-236	Auckland Kids Achievement Trust	Community	Towards a contribution to wages for the Kiwi Can leaders in schools.	$5,000	Eligible
MB1819-244	Woman Care Trust	Events	Towards event costs of the “Woman Care Trust, Ladies Cultural Night 2019” including venue hire, stage, sound, lighting, projector, disc jockey, video, promotions, security, printing, decorations and crowd control barriers.	$6,344	Eligible
MB1819-247	Counties Manukau Sports Foundation	Sport and recreation	Towards the junior sport awards, coaches, interns, venue hire, advertising, photography, public address system, gazebo and co-ordinator costs.	$22,000	Eligible
MB1819-250	360 Community Trust	Community	Towards operational costs of the “Learning for life” programme, including venue hire, stationary, transport, administration, conference costs, laptops and volunteer costs.	$3,000	Eligible
MB1819-257	The Kids for Kids Charitable Trust	Events	Towards venue hire and production costs for the Kids for Kids concert in south Auckland.	$862	Eligible
MB1819-260	Children's Autism Foundation	Community	Towards contractor costs to extend the outreach service delivery in south and west Auckland.	$2,400	Eligible
MB1819-261	Deaf Wellbeing Society Incorporated	Community	Towards costs of the “Art and Craft Drop in” community centre, including venue hire, art supplies, a computer, co-ordinator, petrol vouchers, catering, artist fees, artist supplies.	$2,000	Eligible
MB1819-266	Physically Disabled and Able Bodied (PHAB) Association Incorporated	Community	Towards wages and administration costs for the “PHAB diversity for all” project.	$8,100	Eligible
MB1819-267	Manukau Orchestral Society Incorporated	Arts and culture	Towards venue hire and multi-media costs for the winter dreams programme of the Manukau Orchestral Society Incorporated.	$1,288	Eligible
MB1819-269	New Zealand Council of Victim Support Groups Incorporated	Community	Towards the costs of recruitment, training, expenses and supervision for the volunteer support workers	$2,000	Eligible
MB1819-273	Sisters United Trust	Arts and culture	Towards venue hire, facilitator, resources and catering costs for the Sisters United Girls Conference.	$5260	Eligible
Total				$80,805.00

c) agree to fund, part-fund or decline each application in the Business Improvement District Events Fund Round Two 2018/2019, as outlined in Table Three:

Table Three: Ōtara-Papatoetoe Business Improvement District Events Fund Round 2018/2019 applications:

Application no.	Organisation	Main focus	Requesting funding for:	Amount requested:
OPBID1819-02 -0003	Otara Business Association	Business	Matariki	$5,000
OPBID1819-02 -0004	Otara Business Association	Business	Proudly Otara	$6,000
OPBID1819-02 -0005	Otara Business Association	Business	Digital Sign	$6,000
OPBID1819-02 - 00006	Papatoetoe Central Main Street Society	Business	Digital Sign	$25,000
OPBID1819-02 - 00006	World Council of Sikh Affairs (WCSA	Business	Baisakhi Mela	$20,000
OPBID1819-02 - 00008	Hunters Corner Town Centre	Business	Food Festival	$22,000
Total				$80,805

Horopaki

Context

11. 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.

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

13. 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.

14. The Ōtara-Papatoetoe Local Board adopted their grants programme for 2018/2019 on 17 April 2018 and will operate three quick response and two local grant rounds for this financial year.

15. 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, community networks and workshops.

Tātaritanga me ngā tohutohu

Analysis and advice

16. 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

17. 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.

18. 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

19. Local boards are responsible for the decision-making and allocation of local board community grants. The Ōtara-Papatoetoe 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.

20. The local board is requested to note that section 48 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applications about why they have been declined, so they will know what they can do to increase their chances of success next time”.

21. A summary of each application received through Ōtara-Papatoetoe Local Board Grant Round Two and Multi-Board Round Two 2018/2019 (see Attachment B) is provided.

22. A summary of each application received for the BIDs Event Fund Round Two 2018/2019. (see Attachment C) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

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

24. Sixteen applicants applying to Ōtara-Papatoetoe Local Board Grant Round Two, six multi-board applicants and one BID Event applicant indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

26. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $329,000 for the 2018/2019 financial year.

27. A total of $15,000 has been ring fenced for the Pursuit of Excellence Awards and $60,000 set for the Business Improvement District's (BID’s) event fund. This leaves an amount of $254,000 available for contestable grants.

28. Ōtara-Papatoetoe Local Grants Round One 2018/2019 allocated a total of $153,597.91. Ōtara-Papatoetoe Quick Response Round One allocated a total of $11,550, leaving a total of $88,852.09. Ōtara-Papatoetoe Quick Response Round Two 2018/2019 allocated a total of $16,164.

29. At the August 2018 Ōtara-Papatoetoe Local Board business meeting, grants budget a total of $111,000 (OP/2018/105) was reallocated to the grants budget. This leaves a total of $183,688.09 for the remaining two grant rounds.

30. Forty applications were received for Ōtara-Papatoetoe Local Board Grant Round Two 2018/2019, requesting a total of $404,187 and 15 multi-board applications were received, requesting a total of $80,805 for consideration by the Ōtara-Papatoetoe Local Board (see Attachment B).

31. An amount of $15,000 was allocated in the BIDs Event Fund Round One (OP2019/12), leaving an amount of $45,000 for the remaining rounds.

32. This report also presents six applications received for the BIDs Event Fund Round Two 2018/2019. The six applications have requested a total of $84,000 (see Attachment C).

Ngā raru tūpono me ngā whakamaurutang

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

34. Following the Ōtara-Papatoetoe Local Board allocation of funding for Local Grants and Multi-Board Grants Round Two, and BIDs Event Fund Round Two 2018/2019, Commercial and Finance staff will notify the applicants of the local board’s decision and facilitate payment of the grant.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Otara-Papatoetoe Local Board Grant Programme 2018/2019	35
b	Otara-Papatoetoe Local Board Two and Multi-Board Two 2018/2019 grant applications (Under Separate Cover)
c	Otara-Papatoetoe Local Board BIDs Event Fund Round Two 2018/2019 grant applications (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Marion Davies - Grant Operations Manager

Shane King - Head of Operations Support

Rina Tagore - Relationship Manager Mangere-Otahuhu & Otara-Papatoetoe

Ōtara-Papatoetoe Local Board

21 May 2019

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

File No.: CP2019/07730

Te take mō te pūrongo

Purpose of the report

1. To provide the Ōtara-Papatoetoe Local Board with an integrated quarterly performance report for quarter 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 Ōtara-Papatoetoe Local Board work programme is tracking at the end of quarter three 2018/2019.

3. The work programme (WP) is produced annually and aligns with the Ōtara-Papatoetoe Local Board Plan outcomes. Each work programme item has an allocated numerical reference number. An update against each work programme item can be found in Attachment A.

4. The key activity updates and achievements from this quarter are:

· completion of summer events and other civic events – a movie in the park at Papatoetoe (145), Milton Park playground opening (152), multiple ethnic open days (996), community event for Clover Park community at Kia Aroha College (997), Civic Leadership Awards and Prefects events (999), Milton Park playground opening (152), multiple Neat Street events (606, 2441), Polycycle project at Polyfest completed (3327)

· completion of construction projects such as Otamariki Park playground (2971)

· significant progress made in key projects such as Hayman Park destination playground construction (2076)

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

6. The financial performance report compared to budget 2018/2019 is attached. There are some points for the local board to note including underspent budget lines that may be able to be reallocated.

7. Financial net operating performance of $10.9 million is four per cent over budget. There is partly underspend in Locally Driven Initiative (LDI) for Youth Connections and Environmental projects. The local board will consider recommendations for any unallocated spend, over quarter four. This underspend is partially offset by overspend in Asset Based Services (ABS) for seasonal response maintenance, recreation facility security, and staff costs. Operating revenue is behind budget, over active recreation and arts centres, while aquatics revenue is ahead of budget. Capital expenditure is ahead of budget and has achieved spend against the full year of eighty-seven per cent.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

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

b) note recent staff update that the local board contribution towards the Poly-cycle recycling initiatives at Polyfest (resolution OP/2019/13, work programme item 3327) was not fully spent and that unspent budgets ($3,000) will be returned to ACE work programme item 997 for neighbourhood development capacity building initiatives.

c) note recent staff update that the budget for work programme line (no.143) on event partnership is underspent by $3,000

d) allocate unspent budgets in work programme items 143 and 997 towards issues/needs that have arisen this quarter to be identified at the local board workshop on 14 May 2019.

e) approve $6,100 of LDI capex to top up earlier allocation (OP/2018/215) for the construction of a high security fence around Charntay Park teaching gardens (3336).

Horopaki

Context

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

· Arts, Community and Events;

· Parks, Sport and Recreation;

· Libraries and Information;

· Community Facilities: Build Maintain Renew;

· Community Leases;

· Infrastructure and Environmental Services;

· Local Economic Development

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

· Manukau transformation

· Revitalising town centres

· Parks and facilities that meets people’s needs

· Healthy natural environment

· Honouring youth and seniors

· It’s easy to get around

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

Graph 1: work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

Graph 2: Ōtara-Papatoetoe Work Programme by RAG status

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

Graph 3: work programme activity by activity status and department

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14. Arts, Community and Events

· Item 145: Movies in the Park was held on the Saturday February 2^nd at Kingswood Reserve in Papatoetoe. There were approximately 3,200 people that turned up to the event. This was increase from last years estimate of 2,200 in attendance

· Item 152: The renewal of Milton Park Playground was completed early February and the officially opened by the board was held on the 23^rd February.

· Item 996 Multiple Ethnic Open Days- Two open days were hosted by The United

Buddhist Youth Association (Vietnamese) and the Tzu Chi Compassion Foundation (Taiwanese). The open day at the Papatoetoe Sikh Temple will be held in April 2019.The third Diversity Forum is being planned in May 2019

· Item 999 Otara-Papatoetoe Youth Council (TOPS) have delivered the Civic Leadership Awards Dinner with five of the schools represented at the event at the MIT Pasifika Community Centre. TOPS have delivered their annual Prefect event for 2019.

· Item 997 A community BBQ for the Clover Park Community has been set for Saturday 18^th May. This event has come as a result of meeting which included the Police, Mayor Phil Goff, Chair Lotu Fuli and Councillor Alf Filipaina about the recent shootings in the Clover Park area. The event is to promote safety, connectedness and ways for the police and community to work better together to report and deal with issues.

15. Community Facilities

· Item 2076 Hayman Park destination playground is one of the main priorities mentioned within the Local board plan. Construction is on track to be completed in quarter four.

16. Infrastructure and Environmental Services

· Item nos. 606 & 2441 Pearl Baker and Gifford Road (included Margaret Road and Millennium Place) were held in this quarter. The events were a success with several volunteers in Papatoetoe coming from the nearby Church (The Church of Jesus Christ Latter Day Saints).

· Item 3327 The Polycycle event was meant to be a two-day event over PolyFest weekend, however day two of PolyFest was cancelled. This was due to security reason following the terrorist attack in Christchurch.

17. Libraries

· Item 1157- Tupu played 'host' to TV3's The Project hosts, Jesse Mulligan and Kanoa Lloyd were the 'Living Legend' speakers. Jesse and Kanoa spoke about their personal journey's and stressed the importance of reading and dreaming big. At the end of their talk, Jesse and Kanoa asked Tupu if they would come in and be the studio audience for one of their shows. On February 18th, Tupu staff and some of the youth, were able to make their way to The Project studio's and enjoy the live-studio audience experience.

18. Parks, Sport and Recreation

· Item 769 Learn to Ride programme is being delivered at East Tamaki School to four classes and teachers. In term two the programme will be delivered in Papatoetoe West School. Yet to get confirmation from Yendarra School, Mayfield School and Dawson Primary School for Term 2 delivery.

· Item 582 Tranche one of the Maori naming project has been adopted by the board at the April 2019 Business meeting. There are minor delays from the original timeline.

19. Community Facilities: Leases

· Item 2591 Ngāti Ōtara Park lease is on hold until works begin on the new Multisport Complex and Marae

Activities on hold/ not to original timeframes

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

· Item 143- there will be one final ‘Empowered Events’ workshop held in quarter four. It is forecast that there will be an underspend of $3,000 within this budget line, these funds will be reallocated to the community grants.

· Item 2971- Otamariki Playground was expected to be completed mid-March but due to complications with fitting the ‘Big Slide’ it pushed the completion date to Mid-April

· Item 916- Manukau Harbour Forum governance and management review, which was due to begin in quarter three, will begin in April 2019. Planning is underway for a one-day symposium event to be held in June 2019.

· Item 2101- Puhinui Reserve new tracks and crossing physical works delayed due ground conditions. Work is likely to start late autumn early spring.

· Item 2835- Enviroschools timelines were pushed back due to delays in the procurement process. All allocated Budget has been allocated and will be spend within this financial year.

· Item 1152- New World Papatoetoe being closed has attributed to lower than normal visitation at the Papatoetoe Library.

· Item 3288- Sporting programmes including basketball coaching session, learn to swim for teenage girls and Softball skills were anticipated to be delivered within the quarter, these will now be delivered in the following quarter.

Changes to the local board work programme

New work programme lines

21. Item 3336: Following a resolution of the local board in quarter two to allocate $10,000 LDI capex to construct a fence for the teaching gardens at Charntay Park, staff have now included new work programme line 3336 in your work programme.

22. Item 3327: Following a grant to enable Polycyle activities at Polyfest, staff have now included new work programme line 3327 in your work programme.

Deferred activities

23. Activities that are not complete by the end of June 2019 will be deferred to the following year. In this quarter, staff identified the following projects require to be deferred.

· Item 2103 Te Puke O Tara Park Changing Rooms/ Toilet has been deferred. This is a multiyear project, physical works schedule for FY19/20.

Changes to existing activities

24. A couple of work programme lines are tracking to be underspent by the end of the financial year. Underspent operational expenditure (opex) budgets that do not meet criteria for deferral will be part of organisation savings unless they are spent or reallocated to an existing project. The activities which staff have identified savings in this quarter are:

· Item 143 Event partnership fund – staff have indicated that they expect $3000 of savings from the budget allocated for events workshops

· Item 997 Staff have indicated that due to partial cancellation of the Polyfest event, the $10,000 grant that was approved to be paid (from savings in line 997) towards the Polycycle activity (Item 3327) will not be fully spent. It is expected that $3,000 in savings will be returned to Council. This amount will be available for reallocate to other activities in line 997.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. 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

26. This report informs the Ōtara-Papatoetoe Local Board of the performance for the quarter ending 31 March 2019.

Tauākī whakaaweawe Māori

Māori impact statement

27. Item 1001- Staff are continuing to work to support the Komiti of the Ngāti Ōtara Marae to explore ways to attain funding for the proposed new Marae.

28. Item 2874- The current focus is increasing Maori participation (voting) during the elections. Marae are also being strongly being considered as venues for swear in ceremonies.

29. Item 1156- Toro Pikopiko Puppets had show’s at Papatoetoe and Tupu Library. The children were invited to help animate eighty rock-art puppets, learning about New Zealand's rock-art heritage. Ōtara also ran its regular Wednesday "Ako Te Reo Māori" class that has encouraged group members to continue studying tertiary level, speak with confidence on their Marae and help link non-Māori student back to their Cook Island culture and language.

Ngā ritenga ā-pūtea

Financial implications

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

Financial Performance

31. Operating expenditure is overall less than one per cent over budget.

32. Locally Driven Initiatives (LDI Opex) is $357,000 underspent and the local board will consider recommendations for any unallocated spend,

33. Asset Based Services (ABS Opex) spend is $547,000 over budget for the year to date with major items being active recreation security and wages, and parks facility maintenance and contracts.

34. Operating Revenue is overall behind budget by $219,000. This is mainly for leisure, fitness and recreation services which are ten per cent behind budget in entrance fees, hire fees, sales and memberships.

35. Capital Expenditure of $5.3 million year to date is ahead of revised budget by $1.2 million and has achieved spend against the full year of eighty-seven per cent.

36. Locally Driven Initiative (LDI) Capex unallocated budget balance at 31 March for the years 2019-2021 is $1.8 million. Spend this year has been on the Otamariki Park toilets.

37. The Ōtara-Papatoetoe Local Board Financial Performance report for Q3 is in Appendix B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. 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.

39. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Ōtara-Papatoetoe Q3_Attachment A WP Update	47
b ⇩	Otara-Papatoetoe Q3 Operating Performance Summary	77

Ngā kaihaina

Signatories

Authors	Albert Scott - Local Board Advisor
Authorisers	Rina Tagore - Relationship Manager Mangere-Otahuhu & Otara-Papatoetoe

Ōtara-Papatoetoe Local Board

21 May 2019

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

File No.: CP2019/06943

Te take mō te pūrongo

Purpose of the report

1. To seek the Otara-Papatoetoe Local Board’s recommendation to the Governing Body to strike the BID (Business Improvement District) targeted rates for the Greater East Tamaki, Hunters Corner, Manukau Central, Otara and Papatoetoe Central Mainstreet business associations for the 2019-2020 financial year.

Whakarāpopototanga matua

Executive summary

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

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

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

5. This report indicates that the Greater East Tamaki, Hunters Corner, Manukau Central, and Otara business associations are in compliance with the BID policy. Papatoetoe Central Mainstreet Association is not in compliance as they have not met one of the requirements – providing a business plan for 2018-2019 - of the BID policy. Information presented in this report is based on documents submitted by the business associations to council’s BID programme team.

6. Staff recommend that the local board should recommend to the Governing body to strike the targeted rates sought by the Greater East Tamaki, Hunters Corner, Manukau Central, and Otara business associations as they have substantially complied with the policy. Despite Papatoetoe Central Mainstreet Association not being in full compliance, it is recommended that targeted rates be struck for this business association based on a history of good performance.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

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

· $500,000 for Greater East Tamaki Business Association

· $126,590 for Hunters Corner Business Association

· $490,000 for Manukau Central Business Association

· $94,730 for Otara Business Association

· $100,692 for Papatoetoe Central Mainstreet Association

Horopaki

Context

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

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

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

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

Compliance with the BID Policy

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

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

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

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

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

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

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

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

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

16. The BID Policy (2016) requires each business association to ratify the BID grant amount/targeted rate and budget for the following financial year. The Greater East Tamaki, Hunters Corner, Manukau Central, Otara, and Papatoetoe Central Mainstreet business associations presented for members’ approval, their 2019-2020 BID grant amount/targeted rates and budgets at their 2018 AGM. The approval at the AGM by way of a resolution accepting the 2019-2020 BID grant amount/targeted rate enables the Otara-Papatoetoe Local Board to recommend to the Governing Body the striking of BID targeted rates for 2019-2020.

17. The Greater East Tamaki, Hunters Corner, Manukau Central, Otara business associations comply with the BID Policy and, therefore, it is recommended that the Otara-Papatoetoe Local Board recommends to the Governing Body the striking of the targeted rates for these business associations.

18. Despite Papatoetoe Central Mainstreet Association not being in full compliance, it is recommended that targeted rates be struck for this business association based on a history of good performance.

19. The recommendation of this report is supported by evidence of compliance with the BID Policy by these business associations. Refer to Attachments C, D, E, F and G for details.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. 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

21. Recommending that the Governing Body strikes the targeted rates for the Greater East Tamaki, Hunters Corner, Manukau Central, Otara and Papatoetoe Central Mainstreet business associations means that these BID programmes will continue to be funded from targeted rates on commercial properties in their district and provide services in accordance with their members’ priorities as stated in their strategic plan, and support business growth.

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

23. The Otara-Papatoetoe Local Board approved a similar recommendation for these BID programmes last year (resolution number OP/2018/76) as did the 17 other local boards that have BID programmes operating in their areas.

24. As the Greater East Tamaki BID is partially in the Howick Local Board area, that local board passed a similar resolution last year as well. (Resolution number HW/2018/83). Greater East Tamaki is also included in the Howick Local Board report on BID compliance this year.

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

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

28. 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.

29. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	BID programme key elements	89
b ⇩	BID programme funding	91
c ⇩	Greater East Tamaki BID Compliance Summary 2017-2018	93
d ⇩	Hunters Corner BID Compliance Summary 2017-2018	95
e ⇩	Manukau Central BID Compliance Summary 2017-2018	97
f ⇩	Otara BID Compliance Summary 2017-2018	99
g ⇩	Papatoetoe BID Compliance Summary 2017-2018	101

Ngā kaihaina

Signatories

Authors

Steven Branca - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Rina Tagore - Relationship Manager Mangere-Otahuhu & Otara-Papatoetoe

Ōtara-Papatoetoe Local Board

21 May 2019

Remuneration Authority - policy on child care allowances

File No.: CP2019/07375

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 Ōtara-Papatoetoe Local Board:

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

Horopaki

Context

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

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

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

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

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

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

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

17. Other conditions are:

(i) the child is under 14 years

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

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

These are supported.

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

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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

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

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Childcare Allowance Proposed Draft Policy Paper	107
b ⇩	Remuneration Authority draft policy - child care allowances - submission	115

Ngā kaihaina

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Louise Mason - GM Local Board Services

Rina Tagore - Relationship Manager Mangere-Otahuhu & Otara-Papatoetoe

Ōtara-Papatoetoe Local Board

21 May 2019

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

Authors	Carol McGarry - Democracy Advisor Otara-Papatoetoe
Authorisers

Authors	Janette McKain - Local Board Democracy Advisor
Authorisers	Rina Tagore - Relationship Manager Mangere-Otahuhu & Otara-Papatoetoe