Agenda of Whau Local Board

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

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

Specifically members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.

The following are declared interests of the Whau Local Board.

Board Member	Organisation / Position
Tracy Mulholland	· New Lynn Business Association – Business Associate/Contractor
Susan Zhu	· Chinese Oral History Foundation – Committee member · The Chinese Garden Steering Committee of Auckland – Board Member
Derek Battersby	· New Lynn Tennis Club – Patron · West Lynn Gardens – Patron · Tag Out Trust – Deputy Chairman · New Lynn Bowling Club - Patron · New Lynn RSA - Member
Catherine Farmer	· Avondale-Waterview Historical Society – Member · Blockhouse Bay Historical Society – Member · Portage Licensing Trust – Trustee · Blockhouse Bay Bowls – Patron · Forest and Bird organisation – Member · Grey Power - Member
Duncan Macdonald	· Avondale Community Society – Chairman · Avondale-Waterview Historical Society - Member · Avondale Jockey Club – Member
Te’eva Matafai	· Pacific Events and Entertainment Trust - Co-Founder · Miss Samoa NZ - Director · Malu Measina Samoan Dance Group - Director/Founder · Pasifika Festival Village Coordinators Trust ATEED - Chairperson · Aspire Events – Director
David Whitley	· Rosebank Business Association - Member · REINZ - Member · Chamber of Trade - Mentor · Lopdell House - Trustee · Amalgamated Hardware Merchants (AHM) Apprenticeship Trust – Trustee · Rotary New Lynn – Head director of Public Relations New Lynn

4 Confirmation of Minutes

That the Whau Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 24 April 2019, as true and correct.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Deputation – Whau Youth Board

Te take mō te pūrongo

Purpose of the report

1. Members of the Whau Youth Board will be in attendance to introduce themselves to the Whau local board.

Whakarāpopototanga matua

Executive summary

2. The Whau Youth Board will be addressing the Whau local board members on the work they are doing to address the issues affecting young people in the local community.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive the presentation and thank members of the Whau Youth Board for their attendance.

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Whau Local Board

22 May 2019

Auckland Transport Update Report for Whau Local Board – May 2019

File No.: CP2019/07444

Te take mō te pūrongo

Purpose of the report

1. To respond to requests on transport-related matters, provide an update on the current status of the Local Board Transport Capital Fund (LBTCF), provide a summary of consultation material sent to the board and provide transport related information on matters of specific application and interest to the Whau Local Board and its community.

Whakarāpopototanga matua

Executive summary

2. In particular, this report:

· provides updates on the Local Board Transport Fund projects in the Whau Local Board area

· notes consultation information sent to the Board for feedback.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive Auckland Transport’s update for May 2019.

Horopaki

Context

3. This report updates the board on Auckland Transport (AT) projects and operations in the local board area, it updates the board on their advocacy and consultations, and includes information on the status of the Local Board Transport Capital Fund.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

· be safe

· not impede network efficiency

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

6. The Whau Local Board has allocated all their funding available.

Whau Local Board Transport Capital Fund Financial Summary
Total Funds Available in current political term	$5,160,346
Amount committed to date on projects approved for design and/or construction	$5,160,346
Remaining Budget left	$0

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

Local impacts and local board views

Local Board Issues Being Investigated

7. Auckland Transport has high volumes of requests for service at this time. This has made our standard timeframe to process requests longer than usual. The local board have requested the following issues be investigated and they have been recorded, entered and are in the initial investigation stage:

· Blockhouse Bay Beach Security

· Mitigation of the Old Friendship Garden.

Cars Parking on Cliff View Drive

8. Auckland Transport understands that vehicles parked for sale can be a nuisance, particularly if there are a number of such vehicles parked at a location. Auckland Transport considers that these do not cause an issue for road users if parked in a legal and safe manner.

9. There is no law that states a person cannot advertise a car for sale. A registered car with a current warrant of fitness and registration, which is parked in an unrestricted area, is parked legally, even if a ‘for sale’ sign is displayed. If any cars are not registered and/or do not have a current warrant of fitness, Auckland Transport can only issue penalty notices but not tow away.

Request for a pedestrian crossing near to the roundabout on St Georges Road, Avondale.

10. Auckland Transport has completed a pedestrian count in the area which indicates pedestrian numbers at this location are sufficient to justify the installation of a pedestrian crossing facility. Auckland Transport propose a pedestrian crossing facility for this location and will be put on the list to be considered as part of our ‘Minor Improvements Programme’.

11. This programme involves the collation of all proposed projects before ranking the sites based on their safety and operational issues. There are however a number of projects already awaiting prioritisation and delivery as part of this programme. Once funding has been provided each financial year Auckland Transport progress those projects within the available resources and funding. Due to this process Auckland Transport are unable to provide a timeframe for installation at this time.

12. However, the Whau Local Board could consider funding this from the Community Safety Fund.

Safety Improvements on Blockhouse Bay Roundabout

13. Our Road Safety team is investigating safety improvements at this roundabout. The scheme design is due to be completed very soon, and Auckland Transport should be able to present it to the local board in May.

New Lynn to Avondale Shared Use Path Timeline Update

14. Tendering and Award milestones

· 05 April 2019: Tender released for construction of all stages

· 15 May April 2019: Tender close

· June 2019: Tender award

15. Consents milestones

· 15 March 2019 lodged Resource Consents for Stage 3;

· 05 May 2019: Planned lodgment of Resource Consents for Stage 1

· TBC: Planned lodgment Resource Consents for Stages 2a and 2b;

Tauākī whakaaweawe Māori

Māori impact statement

16. 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

17. The impact of information in this report is confined to Auckland Transport and does not impact on other parts of the Council group. Any engagement with other parts of the Council group will be carried out on an individual project basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

19. The forward works programme in the Whau local board area could change from the advice provided here if circumstances change.

20. Auckland Transport has risk management strategies in place for the transport projects undertaken in the local board area.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Owena Schusterr - Elected Member Relationship Manager (West)

Authorisers

Jonathan Anyon - Elected Member Relationship Team Manager

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

22 May 2019

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

File No.: CP2019/06962

Te take mō te pūrongo

Purpose of the report

1. To seek the Whau Local Board’s recommendation to the Governing Body to strike the Business Improvement District (BID) targeted rates for the Avondale, Blockhouse Bay, New Lynn, and Rosebank BIDs 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 Blockhouse Bay, New Lynn, and Rosebank business associations are in compliance with the BID policy. Avondale Business Association is not in compliance as they have not met two of the requirements 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 Blockhouse Bay, New Lynn, and Rosebank business associations as they have substantially complied with the policy.

7. Avondale Business Association is in discussions with Auckland Council regarding serious concerns about financial and governance matters. 2018-2019 BID targeted rates are being withheld pending the outcome of those discussions. It is recommended that targeted rates for an Avondale BID be struck for the 2019-2020 financial year but be withheld.

Ngā tūtohunga

Recommendation/s

That the Whau 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:

· $58,000 for Blockhouse Bay Business Association

· $185,325 for New Lynn Business Association

· $455,000 for Rosebank Business Association.

b) recommends to the Governing Body that the following targeted rate amount be struck for an Avondale BID but that council continues to withheld payment of the BID grant until such time as the serious concerns regarding the Avondale Business Association have been satisfactorily resolved:

· $154,000 for Avondale Business Improvement District.

Horopaki

Context

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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

14. 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.

15. 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

16. 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.

17. The BID Policy (2016) requires each business association to ratify the BID grant amount/targeted rate and budget for the following financial year. The Avondale, Blockhouse Bay, New Lynn, and Rosebank 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 Whau Local Board to recommend to the Governing Body the striking of BID targeted rates for 2019-2020.

18. The Blockhouse Bay, New Lynn, and Rosebank business associations comply with the BID Policy and, therefore, it is recommended that the Whau Local Board recommends to the Governing Body the striking of the targeted rates for these business associations.

19. It is recommended that targeted rates for an Avondale BID be struck for the 2019-2020 financial year but continue to be withheld. Auckland Council is in discussions with Avondale Business Association regarding serious concerns about financial and governance matters. 2018-2019 BID targeted rates are being withheld pending the outcome of those discussions. In the event serious concerns are not resolved to Council’s satisfaction it will be recommended to terminate the Avondale Business Association’s BID Programme.

20. The recommendations of this report are supported by evidence of compliance with the BID Policy by these business associations. Refer to Attachments C through F for details.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

21. 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

22. Recommending that the Governing Body strikes the targeted rates for Blockhouse Bay, New Lynn, and Rosebank 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. In the event that the Avondale BID targeted rates are reinstated, they will be expected to resume services to ratepaying members in keeping with their Strategic Plan and Council’s Business Improvement District Policy 2016.

23. Whau Local Board approved a recommendation for these BID programmes last year (resolution numbers WH/2018/50 and 51) as did the 17 other local boards that have BID programmes operating in their areas.

24. Whau Local Board passed resolution WH/2019/42 at their 24 April 2019 meeting to withhold payment of BID targeted rates from Avondale Business Association until serious concerns are addressed to Council’s satisfaction.

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

26. 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

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

Ngā ritenga ā-pūtea

Financial implications

28. 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

29. 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.

30. 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

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	21
b ⇩	BID programme funding	23
c ⇩	Avondale BID Compliance Summary 2017-2018	25
d ⇩	Blockhouse Bay Compliance Summary 2017-2018	27
e ⇩	New Lynn BID Compliance Summary 2017-2018	29
f ⇩	Rosebank BID Compliance Summary 2017-2018	31

Ngā kaihaina

Signatories

Authors

Steven Branca - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

22 May 2019

Approve Public Notification of Intention to Grant A New Community Lease for Clubrooms and Two Garage Spaces at Eastdale Reserve, 33-37 Eastdale Road, Avondale

File No.: CP2019/05568

Te take mō te pūrongo

Purpose of the report

1. To seek approval to publicly notify Auckland Council’s intention to grant a new community lease to Avondale Community Action for part of Eastdale Reserve, 33-37 Eastdale Road, Avondale.

Whakarāpopototanga matua

Executive summary

2. Located on Eastdale Reserve and advertised for lease, are two of the six garage spaces in the former groundsman shed and a two storey office space with 80m² of floor area that has been converted into clubrooms.

3. Two applications were received following advertising calling for expressions of interest to lease the facility.

4. An analysis and assessment of the applications has been undertaken. The result of the assessment is that Avondale Community Action is the preferred candidate to lease the facility.

5. Eastdale Reserve is held in fee simple by Auckland Council under the Local Government Act 2002. Prior to the granting of a lease under the Act that exceeds six months, Auckland Council must publicly notify its intention to grant a lease.

6. This report recommends the Whau Local Board approve the public notification of Auckland Council’s intention to grant a new community lease to Avondale Community Action for the clubhouse and two garage spaces at Eastdale Reserve.

7. Subject to the Whau Local Board approving the public notification and the satisfactory completion of the required statutory processes, council staff will, in a further report recommend the grant of a new community lease to Avondale Community Action for the clubhouse and two garage spaces at Eastdale Reserve.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) approve the public notification of Auckland Council’s intention to grant Avondale Community Action a new community lease to be issued under the Local Government Act 2002 for the council-owned clubrooms and two garage spaces being 122m² (more or less) located on the parcel legally described as Lot 1 on Deposited Plan 84147 at Eastdale Reserve, 33-37 Eastdale Road, Avondale (Attachment A) on the following terms and conditions:

i) term – one year with a one year right of renewal

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

iii) maintenance fee - $500 plus GST per annum.

iv) a community outcomes plan be agreed with Avondale Community Action;

b) delegate to the Whau Local Board Chair to appoint a panel to hear, consider and decide on any submissions or objections received following the public notification of process;

c) note that all other terms and conditions of the proposed new community lease would be in accordance with the Auckland Council Community Occupancy Guidelines 2012;

d) request that council staff report back to the local board following public notification for a decision or final approval of the proposed new community lease.

Horopaki

Context

8. This report considers the recommendation for a new community lease following an expression of interest process for the leasing of the council owned clubrooms and two garage spaces at Eastdale Reserve, 33-37 Eastdale Road, Avondale.

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

The Facility

10. Located on Eastdale Reserve, between the council owned residential property and the changing room and toilet block, is the council owned former groundsman shed comprising six garages and a two storey office space with 80m² of floor area that has been converted into clubrooms.

11. The clubrooms consist of a kitchen, bathroom facilities and meeting space. There is no lift access to the second floor. The two garage spaces available are the ones closest to the clubrooms and measure approximately 42m². There is no internal access between the garages and clubrooms. Auckland Council will retain the other four garage spaces for use by a full facility maintenance contractor.

The Expression of Interest Process

12. Advertisements calling for expressions of interest in leasing the facility were placed in the Western Leader, Central Leader and on Auckland Council’s website on 22 November 2018. The closing date for applications was 14 January 2019.

13. Notice was also forwarded to those groups listed on the community leasing interest register who had indicated they were looking for a facility in the west.

14. Staff were available on site to answer questions on 29 November 2018. Representatives of five community groups attended.

Tātaritanga me ngā tohutohu

Analysis and advice

Land

15. The clubrooms and garage spaces are located on Lot 1 on Deposited Plan 84147 of Eastdale Reserve, 33-37 Eastdale Road, Avondale. Lot 1 is held in fee simple by Auckland Council under the Local Government Act 2002.

Applications Received

16. At the end of the notification period applications were received from the following two groups:

· Charlotte Museum Trust

· Avondale Community Action jointly with I Love Avondale.

17. Charlotte Museum Trust and Avondale Community Action meet the eligibility criteria specified in the Auckland Council Community Occupancy Guidelines including:

· legal status

· meeting the definition of a community group

· provision of services and programmes that align with the local board plan

· provision of services and programmes that align with the local board plan.

18. I Love Avondale do not meet the criteria as it does not hold legal status.

Overview of Applicants

Charlotte Museum Trust

19. Charlotte Museum Trust is a charitable trust founded in 2006 and has moved location several times since then. It is currently located in Bentinck Street, New Lynn.

20. The museum’s focus is on making the collection of lesbian history and artefacts accessible, cataloguing and putting more of the collection online, and curating pop-up museums. The trust organises cultural events, workshops, performances, heritage walks and talks, educational activities, support and counselling and training of counsellors. The trust provides a positive and safe place for lesbians to celebrate their heritage as well as providing an interface for understanding and information for the general public.

21. In its application the trust indicated that the facility would be used by cataloguers, counsellor training, theatre/writing groups and artists, and open to the public three days per week if successful in securing a lease of this site.

Avondale Community Action

22. Avondale Community Action together with I Love Avondale (under the umbrella of Together We Are Avondale) have applied for a lease however it has been agreed between the two groups that any lease will be held in the name of Avondale Community Action.

23. Avondale Community Action is a charitable trust established in 2012 to be a source of local information, provide a voice for the community and help enable smaller emerging groups to get started.

24. Although Avondale Community Action plan to use the office and shed space as its base it will mainly work with other groups and individuals to utilise and activate the facility as a whole.

25. The group has had initial conversations with potential community partners regarding activating the space for recreational activities such as boot camps, bike hub, learn to ride as well as a space for youth to gather with mentoring and support sessions and workshops available. The group propose that the potential community partners will assist it in co-delivering these activities.

26. In 2015 the group secured government funding for two community developers commonly known as I Love Avondale. The community developers promote the Avondale neighbourhood, the people, stories, places and history.

Assessment of Applicants

27. Both primary applicants were assessed using a tool to rate a range of criteria including:

· the alignment with local board plan outcomes

· identified need and conversely, existing service provision in the locality

· organisational structure

· evidence of sound financial management

· partnership opportunities

· hours of use and staff numbers

· sharing opportunities.

28. The analysis and assessment was undertaken by the strategic broker and community lease specialist at a meeting held on 24 January 2019.

29. Applying the criteria in the assessment process Avondale Community Action scored the highest.

30. The applicants and assessment results were discussed with the local board at a workshop on 6 March 2019.

31. The applicants were invited to meet with the Whau Local Board for an informal meet and greet on 17 April 2019.

32. Council staff are recommending that the Whau Local Board grant a new community lease to Avondale Community Action. The reasons for this are:

· this group would ensure a variety of community and recreation uses from the clubrooms and garage space

· the variety of potential uses as outlined in paragraph 25 would complement Eastdale Reserve.

33. The Auckland Council Community Occupancy Guidelines 2012 recommends a lease term for council-owned land and building for a newly established community group, is one year with a further one year right of renewal.

34. Local boards, however, have discretion to vary the term of the lease if it wishes. The guidelines suggest that where a term is varied, it aligns to one of the recommended terms contained in the Community Occupancy Guidelines 2012.

Public Notification

35. Prior to the granting of a lease under the Local Government Act 2002 that exceeds six months, Auckland Council is required to engage with local iwi and publicly notify its intention to grant a lease. There is no cost to the local board for these two processes. It is recommended that the local board delegate to the Chair to appoint a hearings panel to hear any submissions received as a result of the public notification process and make a decision in that regard.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

36. In compiling the recommendations contained herein staff have obtained input from colleagues in Parks, Sports and Recreation, Community Development and Operational Management and Maintenance. No concerns were raised regarding the proposed lease to Avondale Community Action.

37. The proposed new lease has no identified impact 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

38. This is an approved item on the Community Facilities Work Programme for 2018/2019.

39. The recommendations in this report were workshopped with the local board on 6 March 2018.

40. At the request of the local board the applicants were invited to attend an informal meet and great on 17 April 2019.

41. The recommendation for a new lease to Avondale Community Action supports the Whau Local Board Plan 2017 outcomes:

· Great neighbourhoods with strong community connections, capacity and voices

· Strong local businesses and more quality local jobs

· Celebrating our creative edge in our streets, neighbourhoods and communities.

Tauākī whakaaweawe Māori

Māori impact statement

42. 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.

43. Engagement was undertaken in September 2018 with 13 mana whenua groups identified as having an interest in land in the Whau Local Board area about a proposed new community lease.

Engagement involved:

· a presentation at the North West Mana Whenua Forum held in Orewa

· email contact containing detailed information on the reserve, the group and inviting iwi representatives to hui and or for a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

44. No objections were raised by the five mana whenua representatives who responded.

Ngā ritenga ā-pūtea

Financial implications

45. The costs associated with the public notification of council’s intention to grant a new community lease Avondale Community Action is approximately $1850.00. This cost will be borne by the Community Facilities Department.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

46. If the Whau Local Board resolve not to grant the new lease to either of the applicants the council-owned building will remain vacant which in turn will have a negative impact on the desired local board outcomes.

47. Buildings that are left vacant are more susceptible to being vandalised.

Ngā koringa ā-muri

Next steps

48. Subject to the local board approving the recommendations, staff will undertake public notification of the intention to grant a new community lease to Avondale Community Action.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site plan of proposed area for lease of two garage spaces and clubrooms located on Eastdale Reserve, 33-37 Eastdale Road, Avondale	39

Ngā kaihaina

Signatories

Authors

Donna Cooper - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

22 May 2019

Whau Local Grant Round Two 2018/2019 Grant Allocations

File No.: CP2019/05811

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for the Whau Local Grant Round Two 2018/2019.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in round two of the Whau Local Grants 2018/2019 (refer Attachment B).

3. The Whau Local Board adopted the Whau Local Grants Programme 2018/2019 on 18 April 2018 (refer Attachment A). The document sets application guidelines for contestable grants submitted to the local board.

4. The Whau Local Board has set a total community grants budget of $150,000 for the 2018/2019 financial year. A total of $52,522 has been allocated in one local grant and two quick response rounds, leaving a total of $97,478 to be allocated to one local grant round and one quick response grant round.

5. Twenty five applications were received for Whau Local Grants Round two 2018/2019, requesting a total of $127,842, and seventeen multiboard applications were received, requesting a total of $56,076.23.

Ngā tūtohunga

Recommendations

That the Whau Local Board:

a) agree to fund, part-fund or decline each application in round two of the Whau Local Grants 2018/2019 listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG1921-202	Kelston Girls' College	Arts and culture	Towards the marketing, set up and facilitators' costs for "ArtWest 2019".	$8,784.00	Eligible
LG1921-209	Auckland Malayali Samajam Incorporated	Arts and culture	Towards venue hire, sound system, and certificate printing costs for the "Art Festival" held on 06/07/2019	$1,437.00	Eligible
LG1921-223	Action Education Incorporated	Arts and culture	Towards the facilitator fees to deliver 15 "Spoken Word Poetry" workshops at schools in Whau area between 1/6/2019 and 1/6/2020	$3,000.00	Eligible
LG1921-229	Waitakere Auckland Brass Band	Arts and culture	Towards the installation of a heatpump for the "Waitakere Auckland Brass Band" rehearsal venue.	$10,500.00	Eligible
LG1921-201	Titirangi Baptist Church	Community	Towards the "Breakfast" and "Live for Tomorrow" programmes including food, cutlery, plates, art supplies and equipment for murals between 03/6/2019 and 13/12/2019.	$1,200.00	Eligible
LG1921-204	Kids Can Charitable Trust	Community	Towards purchase of food for the “Food for Kids” programme	$10,000.00	Eligible
LG1921-210	Auckland Refugee Council Incorporated t/a Asylum Seekers Support Trust	Community	Towards the purchase of bikes, locks, helmets and a bike stand for the Auckland Refugee Council Incorporated.	$1,670.00	Eligible
LG1921-211	Royal New Zealand Plunket Trust	Community	Towards first aid courses, venue hire costs and teacher's wages at Kelston-New Lynn Plunket Playgroup.	$6,900.00	Eligible
LG1921-212	New Zealand Centre for Gifted Education Limited	Community	Towards salary and operational costs to run “New Zealand Centre for Gifted Education's MindPlus” programme from 4/6/2019 to 30/4/2020.	$4,000.00	Eligible
LG1921-213	Ranibow Celebrating Life Trust	Community	Towards "The Dancing Wonders" including the choreographer's costs, venue hire, and insurance from 1/6/2019 to 7/12/2020.	$3,000.00	Eligible
LG1921-214	Kids Safe With Dogs	Community	Towards instructors fees and printing costs for "Kids Safe With Dogs" from 22/07/2019 to 20/12/2019.	$4,887.00	Eligible
LG1921-216	Asthma New Zealand Incorporated	Community	Towards the purchase of three tablet devices and 26 expiratory muscle trainer devices for "Asthma and Chronic Obstructive Pulmonary Disease Education and Awareness"	$5,000.00	Eligible
LG1921-221	West Auckland Community Toy Library	Community	Towards seven months venue hire for "West Auckland Community Toy Library" premises	$4,550.00	Eligible
LG1921-222	The Crescendo Trust of Aotearoa (CTOA)	Community	Towards the educators' contract fee for the "CTOA pathway programme" from 1/6/2019 to 1/6/2020.	$4,320.00	Eligible
LG1921-224	Beacon BHB	Community	Towards “Beacon BHB's” coordination fees, signage hardware costs and printing costs from 1/6/2019 to 1/2/2020.	$4,500.00	Eligible
LG1921-230	Youthline Auckland Charitable Trust	Community	Towards operational costs for "Youthline Youth Helpline" from 1/7/2019 to 31/3/2020	$5,000.00	Eligible
LG1921-232	Bhartiya Samaj Charitable Trust	Community	Towards "Children Learning Support Programme" including tutors' salaries, purchase of resources, and refreshments from 09/06/2019 to 31/05/2020.	$4,800.00	Eligible
LG1921-233	Community Waitakere Charitable Trust	Community	Towards costs of the "Social Kelston - pilot program and activations" including costs of arts classes, equipment, marketing materials and management fee from 17/6/2019 to 23/09/2019.	$6,500.00	Eligible
LG1921-236	Sport Waitakere Trust	Community	Towards operational costs for the "Collaborative Marketplace" from 03/06/2019 to 31/07/2020.	$8,000.00	Eligible
LG1921-215	Lions Club of New Lynn Incorperated	Community, Events	Towards the "New Lynn Lions Santa Parade" including costs of road closure, advertising and administration.	$5,000.00	Eligible
LG1921-217	Blockhouse Bay Business Association	Environment	Towards reusable bags	$5,000.00	Eligible
LG1921-205	New Zealand Eid Day Trust	Events	Towards entertainment expenses at the “New Zealand Eid Day 2019” held between 2 May to 2 June 2019.	$5,000.00	Eligible
LG1921-228	Hollywood Avondale under the umbrella of Sea of Trees Limited	Historic Heritage	Towards installation of strip lights on the steps of the cinema.	$5,000.00	Eligible
LG1921-234	Western Elite Throws Academy Athletics Club Incorporated	Sport and recreation	Towards basic athletics equipment including for “Western Elite Throws Academy Athletics Club”.	$4,927.00	Eligible
LG1921-231	The Whau River Catchment Trust		Towards tools and equipment for volunteers.	$4,867.00	Eligible
Total				$127,842.00

b) agree to fund, part-fund or decline each application in round two of the Whau Multi-board Grants 2018/2019 listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB1819-205	The Reading Revolution	Community	Towards the costs of the managers and trainers salary from July 2019 to July 2020 for the "Three Days Read to Lead" programme including venue hire (New Lynn Library) and 25 handbooks from "The Reader Organisation"	$5,875.00	Eligible
MB1819-213	StarJam Charitable Trust	Community	Towards costs for StarJam Auckland: music performances for young people with a disability from 3 June 2019 to 3 February 2020.	$3,700.00	Eligible
MB1819-214	Tuileapa Youth Mentoring Service	Community	Towards a contribution for salaries of mentors operating services for Pacific and Maori youth	$2,000.00	Eligible
MB1819-226	Fix Up, Look Sharp	Community	Towards operational costs for the "supporting men access jobs" programme from 8 June 2019 to 6 June 2020.	$2,000.00	Eligible
MB1819-236	Auckland Kids Achievement Trust	Community	Towards wages for the Kiwi Can leaders in schools from 1 June to 31 December 2019.	$5,000.00	Eligible
MB1819-245	Zeal Education Trust	Community	Towards the "West Auckland Street Youth Work and Community Activations" including project manager wages, activity costs, van hire and resources from 1 July 2019 to 30 June 2020.	$3,275.67	Eligible
MB1819-255	Waitakere Adult Literacy Incorporated	Community	Towards the "Whanau Links" programme including tutor fees and venue hire from 22 July to 29 November 2019.	$4,000.00	Eligible
MB1819-260	Children's Autism Foundation	Community	Towards extending the outreach service delivery for children with autism and their families, in south and west Auckland.	$2,400.00	Eligible
MB1819-261	Deaf Wellbeing Society Incorporated	Community	Towards costs for the art and craft drop in community centre including art and craft supplies, venue hire co-ordinator fees and volunteer expenses from 5 June 2019 to 1 July 2020.	$2,000.00	Eligible
MB1819-265	PHAB Association (Auckland) Incorporated	Community	Towards project coordination and activity costs including, external facilitators, support staff and administration cost for the "Diversity for all" project from 3 June to 20 December 2019.	$1,800.00	Eligible
MB1819-271	Hearts & Minds NZ Incorporated	Community	Towards updating and printing the Support Services Directory 2019 to 2021 for the North Shore, Waitakere and Rodney areas.	$3,000.00	Eligible
MB1819-220	Project Litefoot Trust	Environment	Towards a contribution for the overall costs of the project, including salaries, materials installed at the club, administration costs, travel costs, and promotion for Project Litefoot.	$1,623.98	Eligible
MB1819-225	The Kids for Kids Charitable Trust	Events	Towards venue hire and production costs of the "Kids for Kids" event in Takapuna.	$143.75	Eligible
MB1819-237	Interacting Theatre Trust	Events	Towards the "InterACT Festival 2019" for people with disabilities, including St Johns, portaloos, entertainment and venue hire from 23 October to 25 October 2019.	$1,909.50	Eligible
MB1819-223	Auckland Basketball Services Limited	Sport and recreation	Towards the West Auckland Junior Development Programme including venue hire (Trusts Arena), administrator fees from 4 June to 17 December 2019.	$6,000.00	Eligible
MB1819-248	New Zealand Muslin Association New Zealand Islamic Organisation	Sport and recreation	Towards transport to fitness classes and instructor fees for older people.	$1,250.00	Eligible
MB1819-275	Te Kura O Hoani Waititi Marae	Sport and recreation	Towards costs of Te Wikihakinakina 2019	$10,098.33	Eligible
Total				$56,076.23

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 Whau Local Board adopted their grants programme for 2018/2019 on 18 April 2018 and will operate three quick response and two local grants rounds for this financial year.

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. Whau Local Board has set a total community grants budget of $150,000 for the 2018/2019 financial year. A total of $52,522 has been allocated in one local grant and two quick response rounds, leaving a total of $97,478 to be allocated to one local grant round and one quick response round.

Tātaritanga me ngā tohutohu

Analysis and advice

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

13. According to the main focus of the application, each one has received input from a subject matter expert from the relevant department. The main focuses are identified as arts, community, events, sport and recreation, environment or heritage.

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

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

Local impacts and local board views

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

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

17. A summary of each application received through round two of the Whau Local Grant 2018/2019 is provided (refer Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

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

19. Twenty one applicants applying to local grant round two, have indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

21. The Whau Local Board has set a total community grants budget of $150,000. A total of $33,000 was allocated in Local Grants Round One 2018/2019, leaving a total of $117,000 to be allocated. A total of $13,888 was allocated in Quick Response Grants Round One 2018/2019, leaving a total of $103,112 to be allocated. A total of $5,634 was allocated in Quick Response Grants Round Two 2018/2019, leaving a total of $97,478 to be allocated to one local grant and one quick response grant rounds.

22. In Whau Local Grant Round Two 2018/2019, twenty-five applications were received requesting a total of $127,842, and seventeen multiboard applications were received, requesting a total of $56,076.23.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

23. 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

24. Following the Whau Local Board allocating funding for round two of the local grants, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Whau Local Board Grants Programme 2018/2019	53
b ⇩	Whau Local Grants Round Two 2018/2019 Applications	57
c ⇩	Whau Multiboard Grants Round Two 2018/2019 Applications	165

Ngā kaihaina

Signatories

Authors

Erin Shin - Community Grants Coordinator

Authorisers

Marion Davies - Grant Operations Manager

Shane King - Head of Operations Support

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

22 May 2019

Whau Local Board

22 May 2019

Whau Local Board

22 May 2019

Auckland Council’s Quarterly Performance Report: Whau Local Board for Quarter Three 2018/2019

File No.: CP2019/07266

Te take mō te pūrongo

Purpose of the report

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

4. The key activity updates from this quarter are:

· Movies in Parks – approximately 2,000 people attended "Incredibles 2" at Brains Park, Kelston on 1 March 2019.

· New Lynn Community Centre renewal – the local board allocated significant budget to this project in March 2019 enabling preliminary design and scoping to progress.

· Te Toi Uku – March 2019 saw the largest monthly number since May 2018 including around 270 year-five children from Arahoe School.

· Increase diverse participation – staff supported the West Auckland Pasifika Forum in preparation of the Tula'i youth leadership programme. Seventy students and teachers from eight west Auckland schools and elected members attended the summit launch event in March 2019.

· In February 2019, due to an increase in unsafe and antisocial behaviour by rough sleepers and others in the former New Lynn Friendship Garden, a decision was taken under urgency to clear the site under the leadership of Community Facilities.

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.

7. Whau Local Board capital investment for the period was $2.995m and net operational cost of service was $9.922m. Operating expenditure is 4.1% below budget the main driver relates to property related costs being coded regionally in error and some Locally Driven Initiatives (LDI) projects delayed due to scoping or timing issues.

8. Operating revenue is 13% over budget due to unbudgeted sales of printing/copying services at Libraries. Capital expenditure was 22% below budget mainly due to LDI capital projects either at consent, strategic assessments or in design phase and development at Archibald Park and Sandy Lane reserve at design/consent phase.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

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

Horopaki

Context

9. The Whau 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.

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

· Well-planned towns, facilities and housing

· Great neighbourhoods with strong community connections, capacity and voices

· It’s 20 minutes to all we need by walking, cycling and public transport

· Enhanced natural environment

· Strong local businesses and more quality local jobs

· Celebrating our creative edge in our streets, neighbourhoods and communities

· Our heritage is known, protected and our stories are shared.

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

Graph 1: Whau work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

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

13. The graph below identifies work programme activity by RAG status (red, amber, green and grey). 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: Whau Work Programme by RAG status

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

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

Key activity updates from quarter three

15. Movies in Parks – "Incredibles 2" was screened on 1 March at Brains Park, Kelston, including face painting and a new 30-metre long inflatable obstacle course with approximately 2,000 attendees.

16. New Lynn Community Centre renewal – the local board allocated significant budget to this project in March. Staff are working with the architect on preliminary design and scope, work in progress and fee proposals. Discussions with sustainability team for funding for electrical and heating, ventilation and air conditioning components were held. Next steps will include commencement final design work and the tendering phase.

17. Te Toi Uku – March 2019 saw 476 visitors, which is the largest monthly number since May 2018. This included around 270 year-five children from Arahoe School. The children learned about the history of clay in the region and how Crown Lynn became a successful local enterprise. There was an opportunity to handle clay and participate in a scavenger hunt. The museum co-curated a Crown Lynn display at Arahoe School as part of their outreach. Quarter three also saw the preparation of a new exhibit featuring clay-works from year seven New Lynn School students to be displayed over Easter.

18. Increase diverse participation – The West Auckland Pasifika Forum (WAPF) has progressed towards their goal of becoming a charitable entity by 30 June 2019. Staff provided support to the WAPF operational planning team in preparation of the Tula'i youth leadership programme. The programme will run during the 2019 academic year. Seventy students and teachers from eight west Auckland schools and elected members from the Whau, Henderson-Massey and Waitākere Ranges Local Boards attended the summit launch event in March 2019.

19. In February 2019, due to an increase in unsafe and antisocial behaviour by rough sleepers and others in the former New Lynn Friendship Garden, a decision was taken under urgency to clear the site under the leadership of Community Facilities.

Activities with significant issues

20. No work programme activities have been identified by operating departments as being on hold or having significant issues in this quarter. However, several activities currently have an amber RAG status, indicating that there are some issues, delays or risks.

· Avondale Racecourse – renew underground toilet block: this activity has not progressed due to uncertainty around the future of the racecourse.

· New Lynn Transit Laneway – Stage 2: this activity has been subject to significant delays. In recent months issues have been identified with underground infrastructure which is privately owned. Until these issues have been resolved this project is unlikely to proceed.

· Rewarewa pathways – design phase: Community Facility staff have recommended transferring the LDI Capex funds currently allocated here to Auckland Transport to deliver pedestrian access from Rewarewa boardwalk to Rewarewa bridge via the existing McNaughton Way. Board members have asked for more options to consider.

· Local Economic Development (LED) Plan – options for review and implementation of the Whau LED Plan will be developed by staff in Quarter four but there is a risk of non-delivery for this activity.

· Carpark renewals in Blockhouse Bay Recreation Reserve, Mason Park Golf Road Domain and Wingate Reserve: progress on these renewals is being held up due to increases in estimated budget and other process-related delays.

Changes to the local board work programme

Deferred activities

21. No activities were deferred from the 18/19 work programme:

Cancelled activities

22. The town centre redevelopment activity, which included significant budget carried over from previous years, was re-allocated by resolution of the local board in March to a range of initiatives. This cancellation is not reflected in the Quarter three work programme update (Attachment A) due to timing issues and will be reflected in Quarter four reporting.

23. The initiatives to which this budget was reallocated fall under existing work programme activities, including significant additional activation and community development initiatives, additional support to three of the Whau’s business associations, and disestablishment and permanent reinstatement of the former New Lynn Friendship Garden. Implementation for these initiatives will progress in Quarter four.

Activities merged with other activities for delivery

24. No activities were merged with other activities

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 Whau Local Board of the performance for the quarter ending 31 March 2019.

Tauākī whakaaweawe Māori

Māori impact statement

27. Celebrating Te Ao Māori and strengthening responsiveness to Māori (Whakatipu i te reo Māori – Whau). Council staff across Whau are continuing to strengthen their Te Reo Māori. Slide shows were run in Avondale to promote basic Te Reo with English translations. Displays across the Whau acknowledged and promoted awareness of Te Tiriti o Waitangi. Te Reo Māori greetings are used by staff on the phone and in person. Māori collections and resources are prominently situated promoted

28. Event Partnership Fund – Whau supported the successful delivery Waitangi Day celebrations on 6 February 2019. Other events covered by this fund will also be delivering activations that encourage cross culture participation in Whau.

29. E Tu – responding to the key aspirations and priorities for Maori in the Whau.

· Waitākere ki tua has now been completed and was adopted by the local board in March with an additional allocation of funding to enable immediate some of the report’s key findings to progress without delay. A shared broker across the three western local boards is one of the key components of Waitākere ki tua to be implemented in the 2019/2020 financial year.

· Staff have been in regular contact with the Kelston Deaf Marae Committee around a range of issues including its new marae. This marae is now completed and is ready to open subject to receiving code of compliance certification. Planned activities for the remainder of this financial year and beyond include forming stronger connection between the Kelston Deaf marae committee, students, staff and Maori across the Whau.

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 $431,000 under budget. The majority of the under spend relates to a number of Locally Driven Initiatives(LDI) projects delayed due to scoping or timing issues totalling $167,000 and property related costs coded regionally in error.

32. Operating revenue is $23,000 over budget due to unbudgeted sales of printing/copying services at Libraries.

33. Capital Expenditure of $2.995 million is $850,000 below budget, mainly due to LDI capital projects either at consent, strategic assessments or in design phase ($729,000). Archibald Park – design and construction of waka ama storage shed-detailed design work about to commence and Sandy Lane reserve at design/consent phase. These are partly offset by overspend to date on Local asset renewals programmes.

34. The Whau Local Board Financial performance report is appended in Attachment B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. 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.

36. 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

37. 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 ⇩	WLB Q3 Work Programme Update	251
b ⇩	WLB Q3 Operating Performance Financial Summary	281

Ngā kaihaina

Signatories

Authors	Mary Binney - Senior Local Board Advisor - Whau
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

22 May 2019

Approval for Four New Road Names at Thom Street, New Lynn

File No.: CP2019/07282

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Whau Local Board to name 4 new private roads, each being a commonly owned access lot, created by way of a subdivision development at Thom Street, New Lynn. The extension of an existing road also requires approval.

Whakarāpopototanga matua

Executive summary

2. Auckland Council has 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, Housing New Zealand, has proposed the following names for consideration by the local board:

Table 1: Thom Street, New Lynn Development Proposed Road Names
Road Reference	Preferred Names	Road Type
Public Road (Extension) Proposed to retain existing name	Thom	Street
COAL 1	Matapaia	Lane
COAL 2	Kaikawaka	Lane
COAL 3	Paeroa	Lane
COAL 4	Pekapeka	Lane
Pool of Alternative Names for Thom Street, New Lynn Development:
These alternative names can be used for any of the roads listed above, except the Public Road (Extension of ‘Thom Street’), as this existing road name is proposed to be retained.	Matuaiwi	Lane
	Kiwakiwa	Lane
	Ngāokeoke	Lane
	Pereti	Lane

4. Any of the proposed road name options would be acceptable for the local board to approve for use in this location, having 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 Whau Local Board:

a) approve the retention of the existing road name ‘Thom Street’ for the public road to be extended in the Thom Street development site, pursuant to section 319(1)(j) of the Local Government Act 1974

b) approve the following four names for the following new roads Thom Street development site, in accordance with section 319(1)(j) of the Local Government Act 1974 (resource consent references BUN30575930 (LUC-2016-1285, SUB-2016-1287)):

· COAL 1: Matapaia Lane

· COAL 2: Kaikawaka Lane

· COAL 3: Paeroa Lane

· COAL 4: Pekapeka Lane.

Horopaki

Context

5. Resource consent BUN30575930 (LUC-2016-1285, SUB-2016-1287) was issued 15 September 2016 for the construction of 82 new dwellings and four commonly owned access lots (COAL), under the Housing Accords and Special Housing Area Act 2013 (HASHAA).

6. An existing public cul-de-sac road, currently named ‘Thom Street’, will become an extended open-ended roadway, connecting Thom Street with Margan Avenue. HNZ requests to retain the existing road name out of respect for the existing residents, and to avoid any confusion of addressing along the continuous roadway.

7. In accordance with the National Addressing Standards for road naming (the AS/NZS 4819-2011 standard), the COALs require road names because they each serves more than 5 lots.

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

Tātaritanga me ngā tohutohu

Analysis and advice

9. 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.

10. Auckland Council’s road naming criteria typically require that road names reflect one of the following local themes, with the use of Maori 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.

Theme

11. The applicant has proposed names that are associated with the New Lynn’s history with the Crown Lynn & Clayworks Museum and the Waitakere Ranges, which are both in proximity to the development.

12. The applicant has proposed a road name (‘Kaikawaka’) where LINZ has accepted it for use, but has also noted its similarity to another road name in the Auckland Region. As referenced in the Auckland Council Road Naming Policy and Guidelines, a new road name should not be similar in spelling and in sound of an existing road name. It is therefore recommended that the name ‘Kaikawaka Lane’ not be approved.

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

Table 2: Thom Street, New Lynn Development Preferred Road Names & Meanings
Road reference	Preferred Name	Meaning (as described by applicant)
COAL 1	Matapaia Lane	Maori word meaning: (noun) pottery clay, clay work, pottery.
COAL 2	Kaikawaka Lane	Maori word meaning: NZ Cedar – tall native tree with cone-shaped head of heavy branches
COAL 3	Paeroa Lane	Maori word meaning: (noun) range of hills, mountain range
COAL 4	Pekapeka Lane	Maori word meaning: (animal) Bats

14. HNZ has provided a pool of names that can be used as alternatives for Thom Street, New Lynn Development:

Table 3: Thom Street, New Lynn Development Pool of Alternative Names (To be used for COAL 1 – 4 only)
Proposed Name	Meaning (as described by applicant)
Matuaiwi Lane	Maori word meaning: (noun) main range of hills, row of hills.
Kiwakiwa Lane	Maori word meaning: (noun) Creek fern – a common fern found in damp shady areas of bush throughout Aotearoa.
Ngāokeoke Lane	Maori word meaning: (noun) peripatus, velvet worm, Peripatoides.
Pereti Lane	Maori word meaning: (noun) plate, platter, crockery, pottery.

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.

Confirmation

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

Road type

16. ‘Lane’ is an acceptable road type for the new private roads, suiting the form and layout of the roads, as per the Auckland Council Road Naming Guidelines.

Iwi Consultation

17. All relevant local iwi were written to (via email) and invited to comment. Only Ngai Tai ki Tamaki responded, noting their support for the applicants proposed names. No other responses were received.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. 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

19. 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

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

Ngā ritenga ā-pūtea

Financial implications

21. 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

22. 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

23. 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 ⇩	Site Plan	291
b ⇩	Location Plan	293

Ngā kaihaina

Signatories

Authors

Elizabeth Salter - Subdivision Technical Officer

Authorisers

David Snowdon - Team Leader Subdivision

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Whau Local Board

22 May 2019

Remuneration Authority – Policy on Child Care Allowances

File No.: CP2019/07362

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 Whau 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	299
b ⇩	Remuneration Authority draft policy - child care allowances - submission	307

Ngā kaihaina

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet – General Manager Democracy Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Chairperson	Tracy Mulholland
Deputy Chairperson	Susan Zhu
Members	Derek Battersby, QSM, JP
	Catherine Farmer
	Duncan Macdonald, JP
	Te'eva Matafai
	David Whitley

Authors	Vera Ganason - Democracy Advisor - Whau
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Authors	Suad Allie - Governance Advisor
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau