I hereby give notice that an ordinary meeting of the Ōtara-Papatoetoe Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 18 June 2019

5.00pm

Totara Room
Level 1, Manukau Civic Building
31-33 Manukau Station Road
Manukau

 

Ōtara-Papatoetoe Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Lotu Fuli

 

Deputy Chairperson

Ross Robertson, QSO, JP

 

Members

Apulu Apulu Reece Autagavaia

 

 

Dr Ashraf Choudhary, QSO, JP

 

 

Mary Gush

 

 

Donna Lee

 

 

Dawn Trenberth

 

 

(Quorum 4 members)

 

 

 

Carol McGarry

Democracy Advisor Otara-Papatoetoe

 

10 June 2019

 

Contact Telephone:  +64 27 591 5024

Email: carol.mcgarry@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

8.1     Deputation - Pursuit of Excellence - Papatoetoe Avengers Rugby Team     5

8.2     Deputation - Bottle store compliance with the Auckland Council Signage Bylaw                                                                                                                     6

8.3     Deputation - Holy Cross Catholic School                                                          6

9          Public Forum                                                                                                                  6

9.1     Public Forum - Wot It Iz Club                                                                              6

10        Extraordinary Business                                                                                                6

11        Notices of Motion                                                                                                           7

12        Notice of Motion - Chairperson, Lotu Fuli - Land Owner Approval application for container at Rongomai Park                                                                                         9

13        Governing Body Member Update                                                                              13

14        Board Members' Report                                                                                              15

15        Chairperson's Announcements                                                                                 17

16        Auckland Transport June 2019 report to the Ōtara-Papatoetoe Local Board      19

17        Ōtara-Papatoetoe Quick Response Grant, Round Three 2018/2019 grant allocations                                                                                                                                       27

18        Land owner approval for the temporary installation of a storage container at Rongomai Park  (Covering report)                                                                             39

19        Approval of the 2019/2020 Ōtara-Papatoetoe Local Board local environment work programme                                                                                                                   41

20        Ōtara-Papatoetoe Local Board Community Facilities Work Programme 2019 - 2022                                                                                                                                       57

21        Approval of the Ōtara-Papatoetoe  Local Board community services 2019/2020 work programme                                                                                                                   77

22        Ōtara-Papatoetoe Local Board 2019/2020 Local Economic Development Work Programme                                                                                                                   97

23        Changes to Local Board Standing Orders                                                              103

24        Governance Forward Work Calendar                                                                      109

25        Ōtara-Papatoetoe Local Board Workshop Notes                                                   115  

26        Consideration of Extraordinary Items 

 

 


1          Welcome

 

 

2          Apologies

 

Apology received from Member Donna Lee for absence.

 

3          Declaration of Interest

 

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

 

4          Confirmation of Minutes

 

That the Ōtara-Papatoetoe Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 4 June 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 Ōtara-Papatoetoe 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 - Pursuit of Excellence - Papatoetoe Avengers Rugby Team

Te take mō te pūrongo / Purpose of the report

Papatoetoe Avengers Rugby Team will be in attendance to present a deputation on their Pursuit of Excellence Grant that assisted their attendance at the New Zealand Junior Rugby tournament held in Taupo on 20 September to 23 September 2018.

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      thank Papatoetoe Avengers Rugby Team for their attendance and presentation.

 

 

 

8.2       Deputation - Bottle store compliance with the Auckland Council Signage Bylaw

Te take mō te pūrongo / Purpose of the report

Nathan Cowie, Health Promotion Advisor, Alcohol Healthwatch Trust will be in attendance to present to the Board on bottle store compliance with the Auckland Council Signage Bylaw in Ōtara -Papatoetoe.

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      thank Nathan Cowie for his attendance and presentation.

 

 

 

8.3       Deputation - Holy Cross Catholic School

Te take mō te pūrongo / Purpose of the report

Bruce Young, Principal of Holy Cross Catholic School will be in attendance to request support from the board for their request to Auckland Transport for a barrier at the roundabout to protect their children.

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      thank Bruce Young, Principal of Holy Cross Catholic School for his attendance and presentation.

 

 

 

9          Public Forum

 

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

 

9.1       Public Forum - Wot It Iz Club

Te take mō te pūrongo / Purpose of the report

Regan Wallace, Austin Satiu and Papa Siuki from the Wot It IZ Club will be in attendance to introduce themselves to the board and talk about what they do.  The Wot It Iz Club, is a community group for all ages.

 

Ngā tūtohunga / Recommendation/s

That Ōtara-Papatoetoe Local Board:

a)      thank Regan Wallace, Austin Satiu and Papa Siuki from the Wot It IZ Club for their attendance and presentation.

 

 

 

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.”

 

11        Notices of Motion

 

Under Standing Order 2.5.1 a Notice of Motion has been received from Chairperson Lotu Fuli for consideration under item 12.

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Notice of Motion - Chairperson, Lotu Fuli - Land Owner Approval application for container at Rongomai Park

File No.: CP2019/10155

 

  

 

Whakarāpopototanga matua

Executive summary https://acintranet.aklc.govt.nz/EN/workingatcouncil/techandtools/infocouncil/Pages/ExecutiveSummary.aspx

1.       Chairperson Lotu Fuli has given notice of a motion that they wish to propose.

2.       The notice, signed by Chairperson Lotu Fuli and Member Apulu Reece Autagavaia as seconder, is appended as Attachment A.

3.       Supporting information is appended as Attachment A.

 

Motion

That the Ōtara-Papatoetoe Local Board:

a)      consider the landowner application from AMMI for the temporary location of a container at Rongomai Park, including staff assessment if available.

b)      request staff to note and respect the local board’s direction that unless there is a concept or masterplan restricting sporting codes on a local park, all efforts should be made to ensure that a variety of codes and activities can be accommodated with priority to be given to those local sports and activities that our diverse communities who live locally want and chose to take part in.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Signed Notice of Motion - Land Owner application for a container at Rongomai Park

11

      

Ngā kaihaina

Signatories

Authors

Carol McGarry - Democracy Advisor Otara-Papatoetoe

Authorisers

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Governing Body Member Update

 

File No.: CP2019/02537

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       A period of time (10 minutes) has been set aside for the Manukau Ward Councillors to have an opportunity to update the Otara-Papatoetoe Local Board on regional matters.

 

 

Ngā tūtohunga / Recommendation/s

a)      That the Ōtara-Papatoetoe Local Board receive the verbal reports from the Manukau Ward Councillors.

 

 

Ngā tāpirihanga / Attachments

There are no attachments for this report.     

Ngā kaihaina / Signatories

Authors

Carol McGarry - Democracy Advisor Otara-Papatoetoe

Authorisers

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Board Members' Report

 

File No.: CP2019/02553

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       Providing board members with an opportunity to update the local board on the projects and issues they have been involved with since the last meeting.

 

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board;

a)      receive the board members’ written and oral reports.

 

 

Ngā tāpirihanga / Attachments

There are no attachments for this report.     

Ngā kaihaina / Signatories

Authors

Carol McGarry - Democracy Advisor Otara-Papatoetoe

Authorisers

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Chairperson's Announcements

 

File No.: CP2019/02558

 

  

 

Te take mō te pūrongo / Purpose of the report

This item gives the chairperson an opportunity to update the board on any announcements.

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      receive the chairperson’s verbal update.

 

 

Ngā tāpirihanga / Attachments

There are no attachments for this report.     

Ngā kaihaina / Signatories

Authors

Carol McGarry - Democracy Advisor Otara-Papatoetoe

Authorisers

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Auckland Transport June 2019 report to the Ōtara-Papatoetoe Local Board

File No.: CP2019/10286

 

  

 

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2.       This month’s report includes information on:

·    Hunters Corner Streetscape Upgrade update

·    Street Sweeps for Flatbush Road, Ōtara

·    Improvements to the Station/Shirley roads and Gray Ave intersection

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 June 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

Contract has been awarded. Awaiting approval of Traffic Management Plan (TMP). This project is expected to be completed this financial year but may be affected by delays to TMP approval.

 

Yes

$100,000

Upgrade of Hunters Corner Streetscape

Improving the amenity of Great South Road at Hunters Corner through street furniture upgrades

Plans have been updated and documentation is currently being prepared for procurement later this month.

 

Project is scheduled to start in September 2019 with construction starting in October. 

Yes

$1,025,000

Completion of Rongomai Walkway

Complete footpath link from East Tamaki Road to Te Irirangi Road

Delivery by Auckland Counicl’s Community Facilities department. 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. This section will be completed at the same time as the Footpath link from Belinda Ave to Rongomai Park footpath.

No

$80,000

Canopy for Ōtara Town Centre

Canopy to provide all-weather access from eastern car park to the library

Project delivered by Auckland Council’s Community Facilities department.

New option for canopy presented to the local board at workshop on 28 May 2019. Ōtara-Papatoetoe Local Board have asked that the option presented is revised as per local board’s brief.

Yes

$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.

No

$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.

No

$203,000

A path through Milton Park to Papatoetoe North School

Provide an alternate all-weather access for students from Papatoetoe North School

The 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 Ōtara-Papatoetoe Local Board business meeting in April 2019, the local board passed the following resolution:

Resolution number OP/2019/43

11.     That the Ōtara-Papatoetoe Local Board:

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

13.     Currently, there are no plans to provide services to Kolmar Road due to funding contraints. At this time, this service is considered a low priority on the network.

14.     Frequent services, every 10-15 minutes from 7am to 7pm, will continue to run at both ends of Kolmar Rd where the residents have a maximum 650m walk to a frequent bus route, with most being less than 500m away.

15.     An option the local board can consider is the initiative delivered in the Rodney area, where a targeted rate was taken from residents to fund three new bus services for three years. This was initiated by the local board.

16.     If the local board would like to consider a similar option, a workshop can be organised to provide further information on this initiative.

 

Local projects and activities

Street Sweeps for Flatbush Road, Ōtara

17.     In previous years, a local resident group on Flatbush Road raised concerns about excessive leaf litter along their street in Ōtara which resulted in flooding.

18.     AT and AC have been monitoring the situation and in recent years, have undertaken additional street sweeps to manage the impacts of the leaf litter, particularly at the start of winter when the majority of the impact occurs.

19.     AT will continue to monitor the situation over the next few months.

Improvements to the Station/ Shirley roads and Gray Ave intersection

20.     The Station/Shirley/Gray Ave roundabout upgrade is a safety project to improve safety at this intersection which historically had a number of accidents due to the road layout.

21.     The proposed improvements include pedestrian and cycling facilities, and a roundabout to make it safer for users entering and exiting Gray Ave and reduce congestion.

22.     The contract has been awarded and construction was expected to begin in late May/early June 2019. Further consideration, due to the weather conditions this winter, has meant the timeline has now shifted with enabling works now scheduled to start in September, with construction in October 2019. This will ensure that risk to construction quality are minimised.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23.     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

24.     This section provides a regular report about how AT is supporting the Ōtara-Papatoetoe Local Board 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 bus scheduling as part of a wider programme of public transport improvements.

 

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 Ōtara-Papatoetoe Local Board 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

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

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

Traffic Control Committee resolutions

27.     Traffic Control Committee (TCC) decisions within the Ōtara-Papatoetoe local board area are reported on a monthly basis. There are no decisions within the local board area for the period of May 2019, but last month the information for April was been provided. The table below notes the TCC decisions for April 2019.

Table 4: Transport Control Committee Decisions

Street name

Type of Report

Nature of Restriction

Committee Decision

Ronwood Avenue

 

Permanent Traffic and Parking changes Combined

No U-Turn

 

Carried

 Regional Activities

100 million public transport trips for Aucklanders

28.     Auckland is undergoing a quiet public transport revolution. This week, Auckland will reach an annual 100 million boardings across its bus, train and ferry network for the first time since 1951. 

29.     When more people use public transport there are simply fewer cars on the road, helping to manage congestion on our roads and making it easier for those that need to use private vehicles, and for small goods and services providers to get around.

30.     Everyday 270,000 customer trips are taken on Auckland public transport; reducing traffic, congestion and emissions. 400,000 people use Auckland’s buses, trains and ferries.  Perhaps for Auckland, public transport is becoming a ‘normal’ transport choice?

31.     Use of public transport in Auckland continues to increase; 38.5 million boardings in 1999, 58.7 million in 2009 and 100 million by June 2019. The average growth each year since 2010 was 5.5 percent, compounded to 70 percent over that time. In the 11 months to June 2019, growth is 9-10 percent per annum.

32.     The previous highest annual public transport use was in 1951 at 105 million and the highest ever in 1945 at 118 million, when the Auckland tram system was at its peak.

https://aucklandtransport.sharepoint.com/sites/engineroom/news/PublishingImages/public-transport/100million2.png?ctag=190606

33.     Growth in use is above the significant population growth with 62 annual boardings per person in the general population in 2019, compared to 45 in 2009 and 35 in 1999.

34.     Auckland’s increasing use of public transport put New Zealand third in the world in terms of growth in average public transport use.

35.     Getting the massive increase in numbers of people using buses, trains and ferries has come from years of strategy, planning and effective delivery, focused on enhancing the quality of the customer experience.

36.     The New Network brings a whole new transport philosophy to Auckland. Instead of long, direct routes, there are shorter, more frequent routes which connect with other bus, train and ferry services at interchanges.

37.     Planning continues on how we can continue to maintain and build the network over the next 10, 20 and 30 years.  AT and central Government has major improvements well underway as outlined in the Auckland Transport Alignment Project.

38.     There is a lot of work still to do, however, over the last decade Auckland has made the first step towards a public transport system that it deserves; contributing to placemaking and improving the city; becoming an increasingly recognised normal transport choice for more people.

Tauākī whakaaweawe Māori

Māori impact statement

39.     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

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

42.     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 Manager

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Ōtara-Papatoetoe Quick Response Grant, Round Three 2018/2019 grant allocations

File No.: CP2019/10457

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To fund, part-fund or decline applications received for the Ōtara-Papatoetoe Local Board Quick Response Grant Round Three 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 Quick Response Grant Round Three 2018/2019 (see Attachment B).

4.       The Ōtara-Papatoetoe Local Board 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 $11,550.00.  Ōtara-Papatoetoe Quick Response Round Two 2018/2019 allocated a total of $16,164.00 and the most recent Ōtara-Papatoetoe Grant Round Two allocated a total of $92,090.00.

7.       The total remaining funds available for allocation in Quick Response round three is $4,598.00.  Additional funds may also be allocated from the LDI Opex Y19 overall underspend.

 

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      agree to fund, part-fund or decline each application in Quick Response Grant Round Three 2018/2019, as outlined in Table One:

Table One: Ōtara-Papatoetoe Quick Response Grant Round Three 2018/2019 applications:

Application ID

Organisation

Main focus

Requesting

funding for

Amount requested

Eligibility

QR1913-301

Manukau Taniwha BMX Club

Sport and recreation

Towards fee cost of council land owner approval, for onsite BMX bike storage.

$658.00

Eligible

QR1913-302

Prudence Mann

Community

Towards talent quest cost, venue hire, prizes, DJ, a sound system, food and drink.

$1,000.00

Eligible

QR1913-303

Mrs Losalia Aleva

Arts and culture

Towards dance tutoring cost, venue hire, tutor fees and audio CD's.

$1,000.00

Eligible

QR1913-306

South Auckland Rangers Association Football and Sports Club Incorporated

Sport and recreation

Towards salaries of Junior Club Development Officer.

$5,000.00

Eligible

QR1913-307

South Auckland Rangers Association Football and Sports Club Incorporated

Sport and recreation

Towards salary of Youth Club Development Officer.

$5,000.00

Eligible

QR1913-308

Papatoetoe West School

Arts and culture

Towards school production cost, Technical direction, sound and lighting operator, choreography and vocal coaching.

$2,000.00

Eligible

QR1913-309

Communicare CMA (Ak) Incorporated

Community

Towards Papatoetoe friendship programme, venue hire cost

$1,070.00

Eligible

QR1913-310

Corina Grant

Community

Towards advertising material cost, flyers, envelopes and business cards.

$400.00

Eligible

QR1913-315

Royal New Zealand Plunket Trust

Community

Towards children’s’ play cost, toys, musical instruments, arts and crafts.

$1,830.00

Eligible

QR1913-317

South East Auckland Senior Citizens' Association Incorporated

Community

Towards Diwali festival event cost, venue hire, hall set-up, decorations, clean-up, entertainment and utensils.

$2,000.00

Eligible

QR1913-318

David Riley

Arts and culture

Towards book printing cost.

$2,000.00

Eligible

QR1913-320

Piripono Te Kura Whakahou ki Otara

Arts and culture

Towards e noho Marae cost, venue hire Ihumatao Marae.

$2,000.00

Ineligible

QR1913-321

Parenting Place Charitable Trust

Community

Towards salary cost for attitude presenters.

$2,000.00

Ineligible

QR1913-322

Auckland Wheelbreakers Incorporated

Sport and recreation

Towards Wheelbreakers basketball cost, venue hire.

$2,000.00

Eligible

QR1913-325

Icon Trampoline Club Incorporated

Community

Towards Icon Trampoline Club alarm system cost.

$2,000.00

Eligible

QR1913-326

Te Tumu

Sport and recreation

Towards equipment cost, waka blades and paddles.

$1,000.00

Eligible

QR1913-327

Life Education Trust Counties Manukau

Community

Towards work books for the Life Education Trust Counties Manukau programmes in schools.

$2,000.00

Eligible

QR1913-328

Papatoetoe Adolescent Christian Trust

Community

Towards volunteer training cost, training fees and catering.

$1,000.00

Eligible

QR1913-330

UpsideDowns Education Trust

Community

Towards professional cost, voice and speaking coaching fees.

$2,000.00

Eligible

QR1913-334

Youthline Auckland Charitable Trust

Community

Towards equipment cost, replacement of chairs for Youthline centre.

$1,110.00

Eligible

QR1913-335

Let’s Get Legal trading as The Community Builders NZ Trust

Community

Towards competition trip prize cost, van hire, accommodation, skyline, petrol and food.

$2,000.00

Eligible

Total

 

 

$39,068.00

 

 

 

 

Horopaki

Context

8.       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.

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

10.     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.

11.     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.

12.     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.

Funding allocations to date and available budget

13.     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. Leaving a total of $72,688.09.

14.     An amount of $10,000 unspent balance in the Community Response fund will be used for the Local Board Grant Round Two 2018/2019 allocation.  Ōtara-Papatoetoe Local Board Grant Round Two 2018/2019 allocated $92,090.00 resulting in an over allocation of $9,401.91.

15.     A discretionary Business Improvement District's event fund (BID’s) round allocated $15,000 leaving a total of $45,000 and $33,000 was allocated to the Business Improvement District's event fund (BID’s) round. The final Business Improvement District's event fund (BID’s) round closed without any applications. The remaining $12,000 from the Business Improvement District's event fund (BID’s) was allocated to the Grants budget.

16.     A total of $13,000 has been allocated to the Pursuit of Excellence Awards leaving an amount of $2,000.  The Pursuit of Excellence awards has closed for the 2018/2019 grant year.  The Pursuit of Excellence awards amount of $2000 remaining was reallocated to the Grants budget.

 

 

Budget

Amount allocated

Amount remaining to allocate

Contestable community grants budget

$254,000

LG1: $153,597.91

QR1: $11,550

QR2: $16,164

LG2: $92,090.00 including $10,000 from Community Response Fund

Total: $263,401.91

-($9,401.91)

Pursuit of Excellence Awards

$15,000

$13,000

$2,000

Business Improvement District event fund

$60,000

$48,000

$12,000

Available for allocation in Quick Response Round Three

$4,598.09

 

17.     Due to an internal calculation error, the available budget for Quick Response Round Three is lower than the board was advised. This error has been corrected by staff.

18.     Staff note that there is an anticipated underspend in overall local board budgets. Whilst we can’t confirm the scale at the time of this report, staff recommend utilising underspend from FY19 towards grant payments for this round, with additional budget, if needed from FY20 grants budget. 

Tātaritanga me ngā tohutohu

Analysis and advice

19.     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

20.     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.

21.     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

22.     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.

23.     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”.

24.     A summary of each application received through Ōtara-Papatoetoe Quick Response Grant Round Three (see Attachment B) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

25.     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.

26.     Four applicants applying to Ōtara-Papatoetoe Local Board Quick Response Round Three indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

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

29.     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.

30.     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. Ōtara-Papatoetoe Local Grants Round Two 2018/2019 allocated $92,090.00 including $10,000 from Community Response Fund.

31.     Twenty-One applications were received for Ōtara-Papatoetoe Local Board Quick Response Round Three 2018/2019, requesting a total of $39,068 for consideration by the Ōtara-Papatoetoe Local Board (see Attachment B).

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32.     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

33.     Following the Ōtara-Papatoetoe Local Board allocation of funding for Quick Response Grant Round Three 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

Ōtara-Papatoetoe Local Board Grant programme 2018/2019

35

b

Ōtara-Papatoetoe Local Board Quick Response Grant Round Three 2018/2019 (Under Separate Cover)

 

     

Ngā kaihaina

Signatories

Authors

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Fran Hayton - Principal Grants Advsr & Incentives TL

Shane King - Head of Service Support

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


 


 


 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Land owner approval for the temporary installation of a storage container at Rongomai Park  (Covering report)

File No.: CP2019/10492

 

  

 

Te take mō te pūrongo

Purpose of the report

 

Whakarāpopototanga matua

Executive summary

1.       This is a late covering report for the above item. The comprehensive agenda report was not available when the agenda went to print and will be provided prior to the 18 June 2019 Ōtara-Papatoetoe Local Board meeting in an addendum agenda.

Ngā tūtohunga

Recommendation/s

The recommendations will be provided in the comprehensive agenda report.

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Approval of the 2019/2020 Ōtara-Papatoetoe Local Board local environment work programme

File No.: CP2019/08090

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve the 2019/2020 Ōtara-Papatoetoe local environment work programme, totaling $211,000 of locally driven initiatives operational expenditure.

Whakarāpopototanga matua

Executive summary

2.       The Ōtara-Papatoetoe Local Board identified an aspiration in its 2017 local board plan to achieve a ‘healthy natural environment’.

3.       To give effect to this aspiration, staff developed eleven options for projects for the board to consider supporting in the 2019/2020 financial year.

4.       The board provided feedback to council staff regarding which of these projects it would like to fund at its 12 March 2019 workshop. The board requested that the backyard gardens project option be replaced with a project to run Neat Streets events in Papatoetoe, and also requested that the budgets for two projects be amended as detailed in this report.

5.       The eleven projects supported by the board, which have a total budget of $211,000, are focused on improving water quality, reducing waste going to landfill, and working with schools to provide environmental education. These projects are outlined in the recommendations below and in the draft work programme in Attachment A.

6.       Staff recommend that the board approve this local environment work programme and associated budgets for delivery within the 2019/2020 financial year.

 

Ngā tūtohunga

Recommendation

That the Ōtara-Papatoetoe Local Board:

a)      approve the allocation of $211,000 for environmental projects to be delivered by the Infrastructure and Environmental Services directorate in 2019/2020 as summarised in the table below:

Project

Budget

Puhinui Reserve restoration

$20,000

Neat Streets Papatoetoe

$40,000

Building sustainable communities - Enviroschools year two

$41,000

Ōtara waterways coordinator

$15,000

Ōtara litter action plan

$40,000

Ōtara adopt a spot

$20,000

Ōtara community planting project

$10,000

Ōtara planting maintenance

$10,000

Ōtara Waterways and Lake Trust Communications

$2,000

Manukau Harbour Forum - Ōtara-Papatoetoe

$8,000

Tāmaki Estuary Environmental Forum - Ōtara-Papatoetoe

$5,000

Total

$211,000

 

 

 

Horopaki

Context

7.       In late 2018, in alignment to its local board plan outcomes, the Ōtara-Papatoetoe Local Board provided strategic direction to staff in regard to the projects it would like to fund in the 2019/2020 financial year. The board noted its strong commitment to the improving water quality, and in particular noted its:

·        concern regarding the Ōtara Lake and how regional projects can supplement community action being funded by the local board

·        interest in continuing to support the community to divert waste from landfill

·        support for joined up ecological restoration initiatives across council departments.

8.       In response to the direction set by the board, Infrastructure and Environmental Services staff provided a draft local environment work programme for the board’s feedback at a workshop on 12 March 2019.

9.       The board indicated its support in principle for the proposed projects, but requested that staff remove a new backyard gardens project proposal and replace it with a further Neat Streets Papatoetoe event, following the event that the board funded in the 2018/2019 financial year.

10.     The board also did not endorse the budget increases proposed by staff for Puhinui Reserve restoration and Ōtara adopt a spot projects, as it felt its previous level of annual investment had been sufficient in achieving environmental outcomes. The budget for Puhinui Reserve restoration was requested to be decreased from $40,000 to $20,000, and Ōtara adopt a spot project from $30,000 to $20,000. In response to this, staff have amended the proposed 2019/2020 work programme to reflect the board’s feedback (see Attachment A).

11.     Based on these workshop discussions, a total of eleven local environmental projects to be funded from the board’s locally driven initiatives operational budget are proposed. These will be delivered by the Infrastructure and Environmental Services directorate as part of the board’s 2019/2020 local environment work programme.

Tātaritanga me ngā tohutohu

Analysis and advice

12.     A brief description of each of the proposed projects for delivery as part of the board’s 2019/2020 local environment work programme is provided below. Further detail on these projects is provided in Attachment A.

Puhinui Reserve restoration - $20,000

13.     To achieve the local board plan key outcome, a ‘healthy natural environment’, the board has indicated it would like to continue supporting the Puhinui Reserve restoration project in the 2019/2020 financial year.

14.     At its June 2018 business meeting, the board allocated $20,000 of its 2018/2019 locally driven initiatives budget to support the Puhinui Reserve restoration (resolution OP/2018/104). This will be the second year the board supports the project which aims to restore the Puhinui Reserve wetland, a high value ecosystem, through planting of native trees, shrubs and grasses at the southern end of the reserve.

15.     At its 12 March 2019 workshop, the board indicated its support for this project, but requested that the proposed funding of $40,000 be reduced to $20,000 due to budgetary constraints. Staff advised the project will still be deliverable with a budget of $20,000 at a reduced level and less coverage of new plants.

16.     The board also requested that all planting areas proposed for funding in the 2019/2020 financial year be mapped to ensure no cross-over of efforts by department. This map was presented to the board at a May 2019 workshop. Environmental Services staff advised that efforts by community volunteer coordinators, community park rangers and community facilities staff were coordinated in the Puhinui Reserve during the 2018/2019 financial year to ensure value for money for local board investment as well as the best possible environmental outcomes.

Neat Streets Papatoetoe - $40,000

17.     To achieve the local board plan objective ‘minimise waste going to landfill,’ the board has indicated it would like to continue supporting the Neat Streets Papatoetoe project in the 2019/2020 financial year.

18.     At its June 2018 business meeting, the board allocated $40,000 of its 2018/2019 locally driven initiatives budget to support Neat Streets Papatoetoe (resolution OP/2018/104). This will be the second year the board supports the project which aims to raise public awareness of littering and illegal dumping, what they can do to prevent it and the impacts on the environment. 

19.     Funding during the 2019/2020 financial year will support the delivery of three Neat Streets events in the Papatoetoe area, which will have the following benefits for residents:

·        increasing the pride within the community and the connection they have to their local creeks

·        increasing the knowledge of residents of how to reduce waste and dispose of it responsibly

·        connecting the community to other services and sources of information that will help them reduce their waste

·        providing the community with tools to deal with littering and illegal dumping in their community.

Building sustainable communities - Enviroschools year two - $41,000

20.     To achieve the local board plan key outcome, a ‘healthy natural environment’, the board has indicated it would like to continue supporting the Enviroschools project in the 2019/2020 financial year.

21.     At its September 2018 business meeting, the board allocated $29,000 of its 2018/2019 locally driven initiatives budget and approved in principle allocation of $38,000 for the 2019/2020 financial year and $46,000 for the 2020/2021 (resolution OP/2018/166). The funding approved in principle for the 2019/2020 financial year is proposed to increase from $38,000 to $41,000, to allow the sustainable community coordinator to maintain 16 hours per week over the 40 week contract.

22.     This will be the second year of board support for the Enviroschools project which will follow an expanded but similar structure to the previous year. Funding for the 2019/2020 financial year will support:

·        the development of buddy relationships between new and established Enviroschools

·        the first Enviroschools teacher aide training cohort

·        a sustainable community coordinator with an increased focus on supporting and coordinating relationships

·        two school action days and a mini showcase

·        seven sustainability workshops for students

·        mana whenua engagement and development of a community reference group.

Stream restoration and community engagement projects - $97,000

23.     To achieve the local board plan objective ‘improve water quality in local streams’ the board has indicated that it would like continue to fund stream restoration and community engagement projects focussing on the Ōtara lake and surrounding waterways.

24.     This will be the fourth year of board support for stream restoration and community engagement projects, which have historically focussed on the development of the Ōtara Waterways and Lakes Trust, community riparian planting, development and implementation of the Ōtara litter action plan

25.     During workshops in 2018 the board requested that the Ōtara Waterways and Lake Trust seek funding from other sources to supplement local board funding and support. As a result, the group have sought equal funding from the Howick Local Board for the trust coordinator costs and were also successful in applying for the Auckland Council 2018/2019 Community Coordination and Facilitation Grant of $18,000 towards an Adopt a Spot Local ambassador and costs for the Stream Team apprentices.

26.     The proposed projects to be delivered by the Ōtara Waterway and Lakes Trust in 2019/2020 are detailed in Table 1 below:

Table 1. Summary of projects to be delivered as part of the stream restoration and community engagement programme

Project

Cost

Description

Ōtara Litter Action Plan

$40,000

This project will continue to implement the Ōtara Litter Action Plan. Project activities will include:
• two Neat Streets event
• two major creek clean-ups
• engagement with original Neat Streets sites from the 2018/2019 financial year to support good waste practices. 

Ōtara Adopt a Spot

$20,000

This project will continue to implement the Adopt a Spot programme in the Ōtara Creek Reserve. Project funding will contribute towards:
• an Adopt a Spot Coordinator
• a local ambassador to promote the initiative
• plants for planting season
• specialist contractors for work that cannot be undertaken by volunteers
• equipment and materials for site maintenance and planting

Ōtara Community Planting Project

$10,000

This project will implement stage three of the Preston Road Reserve planting project. Local schools will be engaged and the budget will cover event costs such as a community barbecue.

Ōtara Planting Maintenance

$10,000

Maintenance for Preston Road community planting stages one and two will be undertaken. This will include four rounds of maintenance and the planting of approximately 10 per cent replacement plants from the previous financial year. Maintenance at Springs Road Reserve and any other plantings will be undertaken by the Stream Team apprentices.

Ōtara Waterways and Lake Trust Communications

 $2,000

This project will continue the communication campaign for the Ōtara Waterways and Lake Trust. The campaign is targeted at encouraging people to register their interest in trust activities or become a member of the Friends of the Ōtara Waterways and Lake Trust. The campaign also aims to create a general awareness of the waterways and their importance. The budget will also support continued upgrade of the trust’s website to include upcoming events.

Ōtara Waterways Coordinator

 $15,000

This project will continue to engage a project coordinator for the Ōtara Waterways and Lake Trust. The coordinator will:
• lead the implementation of projects guided by the trust's strategic plan
• provide administration support to the trust
• coordinate projects being led by the trust
• support the trust to grow in capacity and ability to deliver projects.

Manukau Harbour Forum - $8,000

27.     To achieve the local board plan objective ‘improve water quality in local streams, the Manukau Harbour and Tāmaki Estuary’, the board has indicated that it would like to continue to fund the Manukau Harbour Forum in the 2019/2020 financial year. The board is one of nine local boards who make up the Manukau Harbour Forum (Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Puketāpapa, Waitākere Ranges, and Whau Local Boards).

28.     The board provided $10,000 towards the Manukau Harbour Forum’s work programme in the 2018/2019 financial year. It is recommended that the board allocate $8,000 of its locally driven initiatives operational budget towards the Manukau Harbour Forum in the 2019/2020 financial year. This budget will deliver several initiatives as will be recommended by the forum and detailed below. In February 2018 the forum provided direction to staff to host a symposium every second year as opposed to annually. Staff have recommended a slightly reduced budget for 2019/2020 as funding for that activity is not needed next year.

29.     At a workshop in May 2019, the forum indicated it would like to consider supporting the following initiatives in 2019/2020:

·        youth leadership programme

·        industry education programme

·        communications campaign

·        mana whenua engagement and support programme

·        a part-time community and stakeholder liaison resource.

30.     Detailed project options are being investigated by staff and will be presented to the forum for consideration early in the 2019/2020 financial year.

31.     The forum funded a governance and management support review as part of its 2018/2019 work programme. At the time of writing this report, the review was still underway with findings due to be presented to the forum in July 2019. The findings of the review are expected to assist in making the forum’s work programme more strategic and governance-oriented. These recommendations will have implications for the types of projects and initiatives to be funded by the member local boards in future financial years.

Tāmaki Estuary Environmental Forum – $5,000

32.     To achieve the local board plan objective to ‘improve water quality in local streams, the Manukau Harbour and Tāmaki Estuary’, the board has indicated that it would like to continue to fund the Tāmaki Estuary Environmental Forum in the 2019/2020 financial year. 

33.     The Tāmaki Estuary Environmental Forum was established in the 1980s as a joint community and political advocate for the environmental protection of the Tāmaki Estuary. The member boards include Maungakiekie-Tāmaki, Ōrākei, Howick, Māngere-Ōtāhuhu and Ōtara-Papatoetoe local boards.

34.     The board allocated $5,000 towards the forum in the 2018/2019 financial year to co-fund a coordinator for the group, as well as support volunteer clean-up events. Funding of $5,000 for the 2019/2020 financial year is sought to continue to fund a coordinator for 12 hours per week to support the forum and associated groups in progressing the vision for the Tāmaki Estuary. Remaining funds not used for the coordinator contract will be used to implement projects, such as beach clean-ups, which progress the vision of the forum.

35.     During the 2018/2019 financial year the group achieved approximately 296 volunteer hours, engaged 148 volunteers, held four events and worked together to remove 1066 kilograms of rubbish from the estuary and surrounding waterways.

Additional project option (not supported): Papatoetoe backyard garden project - $10,000

36.     To achieve the local board plan key initiative to ‘fund programmes to teach people how to grow food through’, staff proposed the Papatoetoe backyard garden project in the 2019/2020 financial year.

37.     The aim of the backyard garden project was to establish and support 100 backyard gardens across Papatoetoe with each recipient of a garden helping to establish someone else’s garden.

38.     Funding for the backyard garden project would be used to create a team of people from the community who would help each other to establish their own food producing gardens and compost. This includes sourcing material such as recycled material, topsoil, mulch, seedlings to build raised bed gardens and practical support from the Compost Collective.

39.     It was recommended that the board allocate $40,000 towards this project during the 2019/2020 financial year. At its 12 March 2019 workshop, the board indicated that it did not support the Papatoetoe backyard garden project in 2019/2020 due to other environmental priorities. The board instead requested that a Neat Streets Papatoetoe project be included in the local environment work programme, as detailed earlier in this report.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

40.     The draft 2019/2020 work programme has been developed in consultation with other council departments as part of the council’s integrated local board work programme approach. This approach aimed to improve the quality of advice for the local board through collaboration and understanding across departments.

41.     In particular, the council’s Parks, Sport and Recreation department were involved in the development of the Puhinui Reserve Restoration project and community planting associated with the water quality and community engagement projects. If approved, they will contribute towards the delivery of the project in the 2019/2020 financial year, by liaising with staff on specific areas for community planting to ensure that efforts from both departments are coordinated and achieve the best possible environmental outcomes for the local board area.

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

Local impacts and local board views

Local impacts

42.     The projects proposed for inclusion in the board’s 2019/2020 local environment work programme will have positive environmental outcomes across the Ōtara-Papatoetoe Local Board area. Focus areas for the 2019/2020 work programme include Puhinui Reserve, Preston Road Reserve and Springs Road Reserve. Further local areas will be determined as Neat Street event locations are confirmed during the 2019/2020 financial year.

Local board views

43.     The projects noted above align with the local board plan outcome ‘healthy natural environment’.

44.     The proposed local environment work programme was discussed with the board at a workshop on 12 March 2019. The board indicated its support of the proposed projects outlined in this report at the March 2019 workshop, subject to removing the Papatoetoe backyard gardens project and including Neat Streets Papatoetoe as a project, and budgetary changes as noted in the analysis section of this report.

Tauākī whakaaweawe Māori

Māori impact statement

45.     It is recognised that environmental management, water quality and land management have integral links with the mauri of the environment and concepts of kaitiakitanga.

46.     Table 2 below outlines how each of the projects contributes towards Māori outcomes.

Table 2. Māori impact assessment of proposed projects for inclusion in the Ōtara Local Board’s local environment work programme

Project

Māori impact assessment

Puhinui Reserve restoration

No direct Māori engagement will be undertaken as part of this project, however there is opportunity for local iwi such as Ngāti Te Ata, Te Ākitai Waiohua and Manurewa Marae to be involved in the project. For example, in 2018 representatives from Ngāti Te Ata, Te Ākitai Waiohua and Manurewa Marae attended and assisted with planting days at Puhinui Reserve. 

Neat Streets Papatoetoe

Local marae and iwi will be engaged to deliver this project in partnership with the council. It is also acknowledged that waste management practices have integral links with concepts of kaitiakitanga and the Māori world view, where people are closely connected to the land and nature.

Building sustainable communities - Enviroschools year two

The Enviroschools kaupapa and programme supports young people to foster a closer connection with Taiao - the world around us. Kaitiakitanga and Māori perspectives are integrated elements of Enviroschools kaupapa staff seek to activate and elevate.

Staff encourage Enviroschools to acknowledge and grow authentic relationships with mana whenua and those with traditional knowledge of land and sea.

Mana whenua involvement will be sought and established through hui, which will be funded by the project budget.

Ōtara stream restoration and community engagement projects

Specific consultation and engagement with mana whenua has not been carried out on creation of the coordinator role. However, this role is expected to contribute to Māori cultural outcomes through improving the mauri of the Ōtara Lake and Waterways.

The Adopt a Spot project has potential to contribute to Māori cultural outcomes by encouraging kaitiakitanga in the local community and through restoring the mauri of the Ōtara Lake and Waterways. Local iwi will be consulted when selecting the sites for riparian planting.

Local marae will be engaged in the delivery of the community litter action plan.

Manukau Harbour Forum - Ōtara-Papatoetoe

Mana whenua have expressed particular interest in improving the Manukau Harbour. In May 2019, the Manukau Harbour Forum indicated that it would like to fund a potential mana whenua engagement and support project to be delivered within the 2019/2020 financial year. This is being investigated by staff as part of the development of project options to be considered by the forum in early 2019/2020.

Tāmaki Estuary Environmental Forum - Ōtara-Papatoetoe

The forum’s terms of reference state that members include ‘local iwi with a historical relationship with the Tāmaki Estuary’. To date, local iwi have not participated in the forum. Local iwi will be invited again to participate in the 2019/2020 financial year.

 

Ngā ritenga ā-pūtea

Financial implications

47.     The proposed 2019/2020 local environment work programme requires the allocation of $211,000 of the board’s locally driven initiatives operational budget. This amount can be accommodated within the board’s total draft budget for 2019/2020. As such, the board’s approval will not have significant financial implications unless projects experience a significant overspend or underspend. Regular quarterly updates on projects will be provided to the board tracking expenditure and identifying any projects at risk of non-delivery, over or underspend.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

48.     If the proposed local environment work programme is not approved at the board’s June 2019 business meeting, there is a risk that the proposed projects may not be able to be delivered within the 2019/2020 financial year.

49.     The risks and proposed mitigation measures associated with each of the proposed projects have been outlined in Attachment B to this report.

Ngā koringa ā-muri

Next steps

50.     Subject to the board’s approval, the delivery of this work programme will commence in the new financial year (1 July 2019). Regular reporting on project delivery will be provided through the board’s quarterly performance report.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Proposed 2019/2020 local environment work programme

51

b

Risks of proposed 2019/2020 local environmental projects

55

     

Ngā kaihaina

Signatories

Authors

Madison Little - Relationship Advisor

Jaimee Maha - Team Leader Relationship Advisory

Authorisers

Barry Potter - Director Infrastructure and Environmental Services

Shirley  Coutts – Acting Relationship Manager

 



Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Ōtara-Papatoetoe Local Board Community Facilities Work Programme 2019 - 2022

File No.: CP2019/09140

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve the 2019 – 2022 Community Facilities Work Programme for the Ōtara-Papatoetoe Local Board.

Whakarāpopototanga matua

Executive summary

2.       The Community Facilities department is responsible for the building, maintaining and renewing of all open spaces and community buildings. This includes the community leasing and licensing of council-owned premises.

3.       The Ōtara-Papatoetoe Local Board 2019/2020 Community Facilities Work Programme was developed through a series of iterative workshops between key staff and local boards since October 2018. The projects identified in the work programme have been prioritised for investment based on a combination of local board feedback, staff assessments of assets and key stakeholder input.

4.       The work programme provided in Attachments A and B to this report reflect the projects that were presented in the last local board workshop with modifications based on feedback from the board, and with the inclusion of projects proposed to be funded from regional programmes.

5.       This report recommends that the board approves the 2019 - 2022 Community Facilities Work Programme and associated budget in full for projects commencing in the first year of the programme and in principle for subsequent two years.

6.       The work programme includes projects proposed to be funded from regional programmes, including local and sports field development (growth), coastal and slips prevention programmes. Inclusion of these projects in the local board work programme is subject to approval by the Environment and Community Committee in July 2019.

7.       It is recommended that the local board approve the inclusion of these projects in the work programme and provide feedback for consideration by the Environment and Community Committee.

8.       A number of projects have been identified in the work programme as “risk adjusted programme (RAP)” projects. These are projects that have budget allocated in the 2020/2021 financial year.

9.       Approval is sought for staff to commence work on these projects in the 2019/2020 year so that they can be delivered early in the event that other approved projects are delayed for any reason.

10.     In order to expedite delivery of the work programme, and to manage changes that may be required in a timely way, staff recommend that the board delegate decision making for amendments to the approved programme to the chair.

 


 

 

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      approve the 2019/2020 Community Facilities Work Programme as detailed in Attachment A – Build, Maintain, Renew and Attachment B – Community Leases to the agenda report

b)      approve in principle the 2020 – 2022 Community Facilities Work Programme (years 2 and 3) as detailed in Attachment A – Build, Maintain, Renew and Attachment B – Community Leases to the agenda report.

c)      approve the risk adjusted programme (RAP) projects identified in Attachment A to the agenda report as projects that may be delivered in advance of the expected delivery year, if required to meet expected financial expenditure for the 2019/2020 financial year.

d)      note that approval of budget allocation in the 2019/2020 year for multi-year projects may commit the board to the allocation of subsequent years budgets.

e)      note that the inclusion in the work programme of projects that are funded from the Coastal Renewals, Slips Prevention and Local Parks and Sports Field Development budgets are subject to approval of the identified budget allocation by the Environment and Community Committee in July 2019.

f)       provide feedback for consideration by the Environment and Community Committee in relation to the projects funded from the Coastal Renewals, Slips Prevention and Local Parks and Sports Field Development budgets.

g)      note that budget allocation for all projects in the 2019 – 2022 Community Facilities Work Programme are best current estimates, and amendments may be required to the work programme to accommodate final costs as the year progresses.

h)      delegate to the chairperson authority to approve minor amendments to the 2019 – 2022 Community Facilities Work Programme, following receipt of written advice from staff.

i)        delegate to the Manager Community Leases authority to use the agreed streamlined renewal process for lease renewals without variations.

j)        delegate to the chairperson authority to approve minor capital works projects, following receipt of written officer advice, in accordance with work programme item SharePoint identification number SPID 3211 activity name Ōtara-Papatoetoe - LDI minor capex fund FY20.

 

 

 

Horopaki

Context

11.     Community facilities and open spaces provide important community services to the people of Auckland. They contribute to building strong, healthy, and vibrant communities by providing spaces where Aucklanders can participate in a wide range of social, cultural, art and recreational activities. These activities improve lifestyles and a sense of belonging and pride amongst residents.

12.     Work programmes are presented to local boards for approval each year. The 2019 – 2022 Community Facilities Work Programme, detailed in the attachments, contains information on all proposed projects to be delivered by Community Facilities, including capital works projects, leasing and operational maintenance.

13.     Staff have engaged with the board in the development of the work programme through a number of workshops, including:

·    6 November 2018 where the board discussed their priorities for the future work programme

·    12 March 2019 where the board reviewed the first draft work programme and provided feedback

·    7 May 2019 where staff provided any further information requested in workshop 2 and reviewed the revised draft work programme.

14.     This year’s work programme is a three year programme to clearly demonstrate the phasing of project delivery and to enable the organisation to prepare for delivery.  The work programme is subject to a rolling review and each year the local board will be asked to approve a new three year work programme.

Tātaritanga me ngā tohutohu

Analysis and advice

Capital works programme

15.     Investment in the capital works programme will ensure that council facilities and open spaces in Ōtara-Papatoetoe Local Board remain valuable and well-maintained community assets.

16.     The overall capital works programme includes projects for which the board has discretion to allocate budget, referred to as the local programme, and projects from regional programmes. 

17.     Specific projects within the work programme may have budget allocated from two or more budget sources, including budgets from both local and regional programmes.

18.     The work programme includes both new projects and existing projects that have been continued from the previous financial year where those projects require multiple years for delivery (multi-year projects).

19.     Any projects that have budget approved in the current 2018/2019 financial year, but are unable to be delivered this year, will be deferred. Deferred budgets will be added to the work programme at a later date.

Local Programme

20.     The local programme includes those projects that the board is funding from its discretionary capex budgets, including:

·    Renewals
The board can allocate its renewals budget towards the renewal of any council owned asset.

·    Locally Driven Initiative (LDI)
The board has the discretion to allocate its LDI budget to any projects that deliver a council asset or as a capital grant to a third party to deliver an asset made available for public use.

21.     In preparing recommendations for the local programme a number of matters have been considered, including:

·    strategic documents (e.g. local board plan)

·    service assessment input from Community Services

·    asset condition assessments

·    input from operational maintenance teams and staff working within facilities

·    budget availability.

22.     The Community Facilities work programme supports the achievement of the following 2017 Ōtara-Papatoetoe Local Board Plan priorities:

·      Manukau transformation

·      Revitalising town centres

·      Parks and facilities that meet people’s needs

·      Healthy natural environment

·      Empowered, inclusive and prosperous communities

·      Honouring youth and seniors

·      It’s easy to get around

23.      The following Ōtara-Papatoetoe Local Board Plan outcomes have influenced the programme:

·      Parks and facilities that meet people’s needs - our communities have access to parks and recreational facilities that build a sense of identity and belonging, boost participation in sport and promote healthy, active lifestyles.

·      Thriving communities - our communities work together to improve community safety and neighbourhood amenity, promote leisure activities and the arts, and celebrate cultural heritage

·      Advocating for funding for the Ngati Otara multisport is a key initiative in the local board plan 

24.       Other strategic documents of particular relevance have included:

i)        The Māori Plan for Tāmaki Makaurau:

·      Contributing to the vision: Te Pai me te Whai Rawa o Tāmaki Māori. Healthy and Prosperous Tāmaki Māori. 

·      Develop Vibrant Communities - Māori communities are culturally vibrant across Tāmaki Makaurau 

·      Improve Quality of Life - Māori communities are culturally strong and healthy 

·      Promote Distinctive Identity - Māori heritage of Tāmaki Makaurau is valued and protected

ii)       Auckland Sport and Recreation Strategic Action Plan Contributing to the sport and recreation sector vision “Aucklanders: more active, more often”:

·      Action 2 – Implement initiatives that encourage children, teenagers (particularly girls) and young people to be more physical active now and throughout their lives.

·      Action 4 – Encourage recreation and sport opportunities that appeal to a diverse range of communities and bring communities together, particularly new migrants, older adults and people with disabilities.

·      Action 8 – Facilitate partnerships to make the most of local facilities and resources.

·      Action 15 – Develop the capability of recreation and sport organisations.

25.     These have influenced recommendations in the work programme through the development of a new multi-sport facility which will improve the capability of the recreation and sport organisations at Ngāti Ōtara Park thereby boosting local participation in sport and encouraging active healthy lifestyles. The marae redevelopment will allow for a culturally vibrant māori community through the continued delivery of services from the new facility. Ngāti Ōtara Marae contributes significantly to the cultural wellbeing of the community through delivery of a range of programmes and activities, as well as support systems based on traditional manaakitanga principles.

26.     Some of the key projects to be accommodated in the programme include The Chambers - internal refurbishment; Ngati Otara Park - develop multi-purpose facility and park; Te Puke O Tara sports park - develop change room; Aorere Park - renew amenity buildings and Otara Creek Esplanade Path Network.

27.     The phasing of projects over various years has been recommended to meet budget requirements.  In this regard careful consideration has been given to the delivery timing of Allan Brewster Recreation Centre - comprehensive renewal and Otara Creek Reserve - renew pedestrian bridge and path which has meant that The Chambers – reroofing and seismic strengthening and Tupu Library – internal renewal will be phased in later years.

28.     Of particular note in the work programme is dependency to work with multiple parties on the scale of the Papatoetoe Chambers building renewal and redevelopment.

29.     The proposed work programme in Attachment A contains:

·    Number of projects excluding leases and contract lines over three years: 47

·    Indicative cost for proposed projects in the 2019/2020 financial year: Indicative cost for proposed projects: $ 8,671,543

Regional Programme

30.     The Long-term Plan 2018 - 2028 includes budgets which support the delivery of regional programmes. These budgets are allocated to specific projects within a regional programme by the governing body.

31.     Where budget is allocated to a project in the regional programme that falls within a local board decision making allocation (e.g. a local park), that project is included in the local board work programme. The local board then has decision making responsibility for that project, within the parameters set by the governing body, namely location, scope and budget.

32.     Regional budgets include:

·    Local parks and sports field development (growth)

·    Coastal renewals

·    Slips prevention and remediation.

33.     Projects in these regional programmes are identified and prioritised based on consideration of a number of factors.

34.     For the local parks and sports field development programme, this includes:

·    Extent to which residential growth is generating demand for the project

·    Current levels of provision

·    Available budget.

35.     For coastal renewals and slips prevention and remediation this includes:

·    Asset condition

·    Relative hazard and risk

·    Available budget

36.     The allocation of budget to specific projects will be approved by the Environment and Community Committee in July 2019.

37.     The board has an opportunity to provide formal feedback, through resolution to this report, for consideration by the Environment and Community Committee prior to approval of the regional programmes.

 

 

Capital Programme Delivery

Cost estimates subject to change

38.     Budget allocations within the work programme are best estimates only. Project costings are subject to change and refinement as projects progress through the design and delivery process. Greater clarity will be determined around the specific work required and the cost of delivery of that work once the details are defined.

39.     The delivery of individual projects is managed within the overall work programme budget for each local board. Where significant changes to project budgets may need to be considered, or if new projects are added to the work programme, changes may be required to the programme to accommodate final project costs as the year progresses.

Risk adjusted programme

40.     A number of projects have been identified in the work programme as “risk adjusted programme (RAP)” projects.

41.     These are projects that have budget allocated in the 2020/2021 financial year (i.e. year two of the three year programme). Staff propose to commence work in the 2019/2020 year on the delivery of these risk adjusted projects.

42.     By progressing these identified projects alongside the 2019/2020 projects in the programme, it is intended that, should projects identified for delivery in year one of the work programme be delayed for any reason, staff will be able to proceed with agreed alternative projects to ensure that the full annual budget is delivered each year.

43      Approval is sought from the board for staff to commence work on those projects identified in the work programme as risk adjusted programme projects in the 2019/2020 year.

Delegation for approval of changes to the work programme

44.     The delivery of the proposed work programme in an efficient and timely manner may require amendments to be made to the agreed work programme during the course of the year. Such amendments could include:

·    changes to project scope, budgets, timing

·    addition of new projects within available budget

·    cancelling or putting approved projects on hold.

45.     Any changes to the approved work programme require approval from the board. Approval will normally be sought through resolution at a business meeting.

46.     Local boards are also able to delegate authority to approve some or all amendments to the work programme to the chair, to another member of the board, or to staff. Such delegation would allow changes to be made without the timeframes required to provide formal reports and would support the efficient delivery of the work programme.

47.     Should the board choose to delegate authority to approve changes to the work programme, it is anticipated that any changes would be workshopped with the board prior to any delegated decision being taken. Any changes made under delegation would be reported back to the board in their quarterly report.

Leasing work programme

48.     Community leases, commonly on public parks and reserves, are a valuable way in which the council provides support to community organisations across the region. These groups provide a wide range of community activities and services aligned with recognised local priorities and are a key part of the mosaic of community activity and infrastructure in Auckland.

49.     Attachment B – Community Leases provides a detailed list of the community leases and licences that will expire or are due for renewal over the 2019/2020 financial year. Following approval of the work programme staff will proceed with review and renewal of these leases and licences as appropriate during the course of the financial year.

50.     Two additional project lines include those leases and licences proposed to be progressed in the 2020/2021 and 2021/2022 financial years respectively. It also includes the additional leases and licences that will be deferred from the 2018/2019 financial year to the 2019/2020 financial year.

51.     Straight forward lease renewals without variations will be processed in accordance with agreed delegations with a written memo to the board providing the opportunity for the board to request further information or a formal report. More complex community leases will be reported to the board at a business meeting.

Operational maintenance work programme

52.     The regular maintenance of all council-owned built and open space assets plays an important part in:

·    increasing the long-term durability of Community Facilities assets

·    improving the safety of Community Facilities assets

·    ensuring the enjoyment of Community Facilities assets by the users.

53.     In the 2019 - 2022 Community Facilities Work Programme, there are three line items dedicated to all maintenance in the local board area:

·    Full Facilities Maintenance Contracts – these contracts include all buildings, parks and open space assets, sports fields, coastal management and storm damage response. From 1 July 2019 council is responsible for streetscapes maintenance from Auckland Transport.

·    Arboriculture Maintenance Contracts – these contracts include all tree management and maintenance

·    Ecological Restoration Maintenance Contracts – these contracts include pest plant management within ecologically significant areas and animal pest management across all parks and reserves

54.     Staff will be able to provide regular reporting on maintenance through monthly updates to the local boards and through the quarterly report. Community Facilities is also providing additional weekly updates to all elected members on contractor performance.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

55.     The 2019 - 2022 work programme has been developed in consultation with other council departments as part of the council’s integrated local board work programme approach. This approach aimed to improve the quality of advice for the local board through collaboration and understanding across departments.

56.     In particular, the council’s Community Services and Parks, Sports and Recreation department were involved in the development of the Hayman Park – develop park (stage1) and  Ngati Otara Park - develop multi-purpose facility and park project scope.

57.     Staff will be able to provide regular reporting on maintenance through monthly updates to the local boards and through the quarterly report. Community Facilities is also providing additional weekly updates to all elected members on contractor performance.

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

Local impacts and local board views

58.     The Community Facilities Work Programme has been created through a combination of local board feedback, asset condition assessments and agreed levels of service.

59.     The 2019 - 2022 Community Facilities Work Programme has been considered by the local board in a series of workshops from October 2018 to May 2019. The views expressed by local board members during the workshops have informed the recommended work programmes.

Tauākī whakaaweawe Māori

Māori impact statement

60.     The 2019 - 2022 Community Facilities Work Programme ensures that all facilities and open space assets continue to be well-maintained assets that benefit the local community, including Māori. When developing and delivering work programmes consideration is given to how the activities can contribute to Māori well-being, values, culture and traditions.

61.     Where any aspects of the proposed work programme are anticipated to have a significant impact on sites of importance to mana whenua then appropriate engagement will be undertaken.

62.     Staff are also attending mana whenua forum’s monthly to receive feedback on specific projects within the 2019 - 2022 Community Facilities Work Programme.

63.     Activities in the work programmes that are specific to Māori outcomes include:

Otara-Papatoetoe - Auckland Urban Forest (Ngahere) Strategy 2019-2020

Ngā ritenga ā-pūtea

Financial implications

64.     Table 1 below summarises the relevant budgets, proposed allocation and the balance of unallocated budget available.

 

Local Budgets

2019/2020

2020/2021

2021/2022

Renewals - Budget

$4,137,543

$6,000,000

$2,537,351

Renewals - Proposed Allocation

$4,137,543

$6,000,000

$2,537,351

Renewals - Unallocated budget

$0

$0

$0

 

 

 

 

Growth and Development - Allocation

 $4,135,000

$5,527,850

  $1,820,000

Coastal Renewals - Allocation

$0

$0

$0

Slips Prevention - Allocation

$0

$0

$0

 

 

 

 

LDI Capex - Proposed Allocation

$395,000

$0

$0

 

 

 

 

LDI Opex - Proposed Allocation

$4,000

$0

$0

 

65.     The proposed work programme can be accommodated within the available local board budgets. Approval of the work programme does not have significant financial implications, unless projects experience a significant overspend or underspend.

66.     Regular updates on the delivery of the programme will be provided to the board. These updates will identify progress of all projects and potential amendments to the approved programme including changes to budget allocation and timing.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

67.     Where a work programme activity cannot be completed on time, due to unforeseen circumstances, this will be signalled to the local board at the earliest opportunity.  The risk adjusted programme (RAP) will be used to progress those projects identified as ready to proceed under the RAP.

68.     If the proposed Community Facilities work programme is not approved at the business meeting, there is a risk that the proposed projects may not be delivered within the 2019/2020 financial year.

Ngā koringa ā-muri

Next steps

69.     Once approved, delivery of activities identified in the Community Facilities work programme will commence from 1 July 2019.

70.     The work programmes identify if further decisions are required for each activity. These will be brought to the local board when appropriate.

71.     Progress and updates on work programmes will be reported to the local board for each quarter of the financial year.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Otara-Papatoetoe Local Board Community Facilities 2019 – 2022 Work Programme – Build, Maintain, Renew

67

b

Otara-Papatoetoe Local Board Community Facilities 2019 – 2022 Work Programme – Leases

75

     

Ngā kaihaina

Signatories

Authors

Greg Hannah - Manager Project Delivery, Community Facilities

Authorisers

Rod Sheridan - General Manager Community Facilities

Shirley  Coutts – Acting Relationship Manager

 



Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 



Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Approval of the Ōtara-Papatoetoe  Local Board community services 2019/2020 work programme

File No.: CP2019/10038

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve the 2019/2020 community services work programme (Attachment A).

Whakarāpopototanga matua

Executive summary

2.       Each financial year, a work programme is developed that details the activities to be delivered in the local board area. The development process is supported by a series of workshops with the local board.

3.       To prepare for the 2019/2020 work programme staff representing relevant operational council departments worked together to ensure an integrated approach.

4.       This report presents the draft 2019/2020 community services work programme, which responds to Ōtara-Papatoetoe Local Board Plan 2017 outcomes and reflects the priorities that have been agreed by departments across council.

5.       Delivery of new activities in the work programme will commence from 1 July 2019. The local board will be updated quarterly on delivery progress, highlights, potential delays and budget implications.

 

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      approve the 2019/2020 community services work programme (Attachment A to the agenda report).

 

 

Horopaki

Context

6.       The local board decides which activities to allocate its annual work programme budget to in order to achieve the outcomes set out in its 2017 local board plan.

7.       The development of the 2019/2020 work programme has built on the approach piloted for 2018/2019, which enabled staff to work in a more integrated way across departments to improve local outcomes.

8.       In preparation for the 2019/2020 work programme process, an overview group was created from the following council departments to develop an agreed approach to achieve improved integration:

· Arts, Community and Events

· Community Facilities

· Libraries

· Infrastructure and Environmental Services

· Parks, Sports and Recreation

· Community Services - Service, Strategy and Integration.

9.       Teams made up of representatives from these departments were established to explore shared priorities and objectives for each local board area, and to develop the work programme in a collaborative way in response to local board plan outcomes.

10.     Table one shows the business objectives and strategic alignment for community services departments.

Table 1: Adopted community-based strategies and plans

Department

Business objectives

Strategies and plans

Arts, Community and Events

Provision of services, programmes, events and facilities that strengthen and connect communities and create a sense of belonging and pride

·  Hire Fee Framework

·  Events Policy

·  Toi Whītiki

·  Thriving Communities

Libraries

Provision of library services and programmes that support Aucklanders with reading and literacy, and opportunities to participate in community and civic life

·  Te Kauroa

 

Parks, Sports and Recreation

Provision of services to actively engage Aucklanders to lead healthy lives, connect with nature and value our cultural identity

·  Parks and Open Space Strategic Action Plan

·  Sport and Recreation Strategic Action Plan

·  Auckland Growing Greener Framework

·  Urban Ngāhere Strategy

Service, Strategy and Integration

Provision of service and asset planning advice and support more integrated delivery of community outcomes

·  Community Facilities Network Plan

·  Parks and Open Space Strategic Action Plan

 

Tātaritanga me ngā tohutohu

Analysis and advice

11.     The local board provided feedback on proposed activities for the new financial year at a series of workshops between September 2018 and May 2019.

12.     Initial workshops were an opportunity for the local board to communicate to staff its strategic direction. At subsequent workshops, the local board discussed its priorities for budget allocation and requested further scoping for existing and new activities.

13.     The activities in the work programme responds to the outcomes and objectives that the local board identified in its 2017 local board plan.

14.     The work programme is made up of approved activities from previous financial years, including annually occurring events or projects and ongoing programmes. It also includes new initiatives supported by the local board.

15.     Budget is allocated to activities for the 2019/2020 financial year. If zero-dollars is shown this reflects that the project is able to be delivered in-house with no additional external technical advice and support.

16.     Table two shows activities and allocated budget that are new in 2019/2020 or are significantly different to the 2018/2019 work programme.

Table 2: New and significant changes activities

Line number

Activity

Activity description

FY19
budget

FY20 budget

Local board plan outcome: Empowered, inclusive and prosperous communities

1005

(new)

Support customer and community connection and celebrate cultural diversity

Provide programmes to support the “International Year of Indigenous Languages 2019”.

$0

$5,000

1006

(new)

Student internship programme

Develop and trial a “paid” work experience programme for local college students at Tupu youth library.

$0

$10,000

Local board plan outcome: Manukau Transformation

609

(change)

Manukau Sports Bowl

Continue to work with Panuku Develop Auckland to prepare a masterplan for the Manukau Sports Bowl.

This line is for local board information and reporting only as the project is being led by Panuku.  

$20,000

$0

Local board plan outcome: Parks and facilities that meet people’s needs

1172

(change)

Learn to Ride (cycle) programme

Provide learn to ride cycle lessons to primary school children, aimed at increasing skills and confidence in bike riding.

Increasing the budget to deliver the programme across all primary schools. 

$30,000

$61,000

1227

(new)

Investigate community facility and open space provision to meet community needs in Papatoetoe

Community service assessment and investigating options for provision of services in Papaptoetoe.

$0

$0

1235

(new)

Increasing Community Voice - Clover Park Community House

Support building operational and organisational capacity and capability for new community centre operator

$0

$20,000

1258

(new)

Ngati Otara Park service assessment

Complete a service assessment to identify the sports and recreation outcomes to be provided on Ngati Otara Park.

$0

$0

1259

 (new)

 

Stadium Reserve service assessment

Prepare a service assessment to inform development of a concept plan as part of the Unlock Papatoetoe project.

$0

$0

3223

(new)

Puhinui Reserve service assessment

Prepare a service assessment for Puhinui Reserve based on mana whenua and local board aspirations to inform future park development

$0

$10,000

 

17.     The way in which Community Places activities are presented in the work programme has changed for 2019/2020. Work related to the operation of venues for hire, community centres, houses, hubs and rural halls will now be reported by the following levels of service: Access, Activation and Intervention Programming.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18.     The work programme has been developed by a collective of operational council departments.

19.     The interdepartmental connections made throughout the process will enable an integrated approach to delivery of the activities and allow for further collaboration throughout the year. These working relationships will also support an integrated approach to work programme development in future years.

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

Local impacts and local board views

20.     The local board provided direction and feedback on the draft work programme at a series of workshops.  

21.     These workshops provided an opportunity for staff to gain an understanding of local board strategic direction and priorities. Budget allocation, activity content and scoping were discussed and refined.

22.     The activities in the final work programme support achieving local board plan outcomes and objectives.

Tauākī whakaaweawe Māori

Māori impact statement

23.     Community services and Community Facilities have developed Karanga Atu! Karanga Mai!, a relationship approach which guides staff to deliver on agreed work programme activities and support the local board to achieve outcomes in its local board plan.

24.     The approach responds to Māori aspirations and delivers on council’s statutory obligations and relationship commitments to Māori.

25.     Table three outlines the activities in the 2019/2020 work programme where Māori responsiveness is the primary outcome.


 

 

Table 3: Māori impact of proposed activities

Line number

Activity

Māori impact

130

Respond to Māori aspirations - Māori responsiveness

Continue to build and strengthen relationships with local Māori manawhenua and mataawaka groups in order to understand their priorities, advocate for and promote these widely with local board and the wider community so as to increase their capacity and capability to influence community decision-making and outcomes.

355

Te Kete Rukuruku (Māori naming of parks and places)

Māori naming (and associated story telling) of parks and places in partnership with mana whenua to value and promote Auckland’s Māori identity and use of te reo Māori.

1003

Celebrating Te Ao Māori and strengthening responsiveness to Māori. Whakatipu i te reo Māori - Ōtara-Papatoetoe

Celebrating te ao Māori with events and programmes including regionally coordinated and promoted programmes:

 

3223

Puhinui Reserve service assessment

Kaitiakitanga – reflect mana whenua aspirations for the park.  

 

Ngā ritenga ā-pūtea

Financial implications

26.     Activities are funded from one or multiple budget sources which include: Asset Based Services (ABS) Opex; Locally Driven Initiatives (LDI) Capex and Opex.

27.     Each activity line has a budget allocation, which covers the delivery for the 2019/2020 period. Where activity lines show a zero-dollar budget, this reflects that the implementation costs are met through staff salary or other funding sources.

28.     The proposed local board LDI budget allocation for work to be undertaken by Community Services in the 2019/2020 financial year is $1,484,000.

29.     Where activities are cancelled or no longer required, the local board can reallocate the budget to an existing work programme activity or to create a new activity.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30.     The key risks for activities that are managed through the work programme are non-delivery, time delays and budget overrun. The local board will be updated quarterly on delivery including highlighting any potential delays and budget implications.

31.     As the work programme includes ongoing activity and annually occurring events or projects, the associated risks have been identified and managed in previous years. Additional risk management for these activities is ongoing and can be reported quarterly.

32.     Risks and mitigations for new activity lines were considered during the scoping phase. There may be risks associated with trialling a new activity for the first year. These will be continually assessed and reported to the local board through quarterly reporting when required.

Ngā koringa ā-muri

Next steps

33.     Delivery of approved activities will commence at the beginning of the financial year, 1 July 2019 and progress will be reported to the local board for each quarter.

34.     The work programme identifies further decisions and milestones for each activity, these will be brought to the local board when appropriate.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Ōtara-Papatoetoe  community services 2019/2020 work programme

83

     

Ngā kaihaina

Signatories

Authors

Graham Bodman - General Manager Arts, Community and Events

Mirla Edmundson - General Manager Libraries & Information

Mace Ward - General Manager Parks, Sports and Recreation

Lisa Tocker - Head of Service Strategy and Integration

Authorisers

Ian Maxwell - Director Community Services

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

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Ōtara-Papatoetoe Local Board 2019/2020 Local Economic Development Work Programme

File No.: CP2019/09803

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve the Ōtara-Papatoetoe local economic development programme for the 2019/2020 financial year.

Whakarāpopototanga matua

Executive summary

2.       This report introduces the proposed 2019/2020 financial year local economic development work programme for the Ōtara-Papatoetoe Local Board as set out in attachment A.

3.       The proposed work programme comprises Little India Promotion ($20,000), Business Sustainability Development Programme ($20,000), PopUp Business School ($7,500) and the support of Young Enterprise Scheme ($3,000).

4.       The total value of the Local Economic Development programme is $50,500.

5.       The board is being asked to approve the 2019/2020 local economic development programme.

 

 

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      approve 2019/2020 local economic development work programme as presented in attachment A to this report:

 

 

Horopaki

Context

6.       This report provides the local board with the proposed local economic development work programme for the coming financial year.

Tātaritanga me ngā tohutohu

Analysis and advice

7.   The 2019/2020 local economic development work programme has been developed having regard to the local board’s priorities for local economic development set out in the Ōtara-Papatoetoe Local Board Plan 2017.

Little India Promotion ($20,000)

8.   Hunters’ Corner Business Association is interested in further promoting Hunters Corner as the 'Little India' of Auckland, an authentic Indian shopping and dining destination.

9.   The ‘Little India’ promotion initiative seeks to leverage the area's Indian businesses and community events to increase economic vitality and viability while retaining and attracting other businesses to the area.

10. The 2019/20 promotion aims to highlight the area’s unique Indian culture with other strands woven in. The collective vision for Hunters Corner is built on three themes including Indian retail (clothing, jewellery and food), places of worship (temples and churches) and historical heritage of the area.

11. The promotion will target the domestic visitor market and Auckland residents, though not exclusive of international guests, to showcase businesses in Hunter’s Corner.

Business Sustainability Development Programme ($20,000)

12. ATEED will work local business associations to provide local business access to information on the latest sustainability trends, research and expert advice with a focus on the practical solutions they need to become more sustainable.

13. The programme aims to encourage local businesses working collaboratively together to become more sustainable, with seminars designed to allow businesses to share their sustainability goals and experiences, along with presentation from expert speakers on sustainability topics most relevant to businesses.

14. It is envisaged that four seminars will be organised in collaboration with local business associations.

15. The seminars are anticipated to provide participants useful information including sustainable business trends, alternative packaging solutions after the plastic bag ban in New Zealand, climate change & impact on local business and becoming zero waste business.

PopUp Business School ($7,500)

16. The PopUp Business School provides a free 10-day business school to provide education and support for local people interested in starting their own business. Previous Auckland events have had 50-60 attendees and have had positive results in terms of the numbers of businesses established.

17. Events in 2018/19 have been funded in partnership by adjacent local boards, Ministry of Social Development and ATEED, with each contributing a share of the total cost of $25,000 plus venue costs.  In 2018/19 Ōtara-Papatoetoe Local Board contributed $5,000 alongside Māngere-Ōtāhuhu Local Board to help support an event held at Te Haa O Manukau. The total cost of that event was $29,000 with ATEED and Ministry of Social Development funding the outstanding $19,000. 

18. Fifty-eight people attended that 2-week event, half of those were from the two funding local board areas.  Seventy per cent of attendees were Māori or Pacific peoples. 

19. For 2019/20 the cost of the PopUp Business School has increased to $30,000.  ATEED and Ministry of Social Development are committed to providing further funding to help bring the PopUp Business School to different parts of Auckland in 2019/20.

20. Promotion of the PopUp Business School events will be targeted locally, and local residents will be prioritised for attendance to ensure local participation is in line with the share of the funding provided by local boards. In addition, for 2019/20 we will programme the PopUp Business School events well in advance and promote them jointly so that local people are made aware of when a PopUp Business School event will take place nearest them so that we can promote more local attendance.  In 2018/19 this was not possible as funding was not all in place at the start of the financial year.

21. By supporting local residents by providing entrepreneurial training the generation of local businesses will be increased and local employment opportunities provided.

 

Young Enterprise Scheme ($3,000)

22. Auckland Business Chamber, on behalf of the Young Enterprise Trust, delivers the Young Enterprise Scheme (YES) in Auckland. YES is a practical, year-long programme for year 12 and 13 students.

23. Fostering youth entrepreneurship is a key requirement for developing an innovative economy and creating employment pathways for our young people. Through the programme, students develop creative ideas into actual businesses, complete with real products and services and real profit and loss. Students learn key work skills and business knowledge including: business fundamentals, planning, interpersonal relations, financial, decision making, reporting, risk management and team work. YES helps create a culture of innovation and entrepreneurship amongst Auckland’s young people.

24. The funding from the local board will support the delivery of the overall YES program, including the Kick Start days in February 2020 where we will specifically acknowledge local board support. The Kick start days are held in sub-regions (North, South, East, Central/West) and are the first day students get to meet the Young Enterprise team, and find out about their 2020 year, what YES is about, and what is in store for them. All schools in the local board area that have shown an interest in YES are invited. In addition the invite is extended to those schools who have not shown an interest to enable them to make a decision as to whether to participate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. The Local Board Economic Development Work Programme will be managed on behalf of the local board by ATEED.

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

Local impacts and local board views

26. The projects noted above align with the local board plan outcome ‘empowered, inclusive and prosperous communities’ and ‘revitalising town centres’.

27. The proposed local economic development work programme was workshopped with the local board on Tuesday 12 March 2019, and a final draft was presented on Wednesday 7 May 2019 Ōtara-Papatoetoe workshop. Edits have been made to reflect the direction received at the workshops.

Tauākī whakaaweawe Māori

Māori impact statement

28. There are no direct impacts as a result of this report on Māori. However, in implementing the programme consideration will be given to the need to consult with Iwi and consider any impacts on Māori arising from the specific projects being undertaken.

Ngā ritenga ā-pūtea

Financial implications

29. The proposed 2019/2020 local economic development work programme will see the allocation of $50,500 of the board’s locally driven initiatives operating expenditure budget. This amount can be accommodated within the board’s total draft budget for 2019/2020.

30. The local economic development work programme progress will be reported directly to the local board as part of the quarterly local board work programme report produced by Local Board Services.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. The PopUp Business School has run successfully before in Auckland, once in the South Auckland area.  Each time the target number of registrations has been exceeded. As we are reliant on other local boards allocating funding there is a risk should some not support the project financially that the planned number of events for 2019/20 will need to be reviewed.  However, ATEED and Ministry of Social Development funding contributions mitigate this risk.

32. There is a risk that the budget remains unspent as a result of the fact that initiatives supported in the financial year do not require the full amount allocated or following the agreement of the programme external partners do not in turn proceed with the project.

Ngā koringa ā-muri

Next steps

33. Following approval by the local board the Local Economic Development team at ATEED will begin to implement the programme from 1 July 2019. Where there is a need for further scoping of activities this will be undertaken and presented back to the local board as required.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Ōtara-Papatoetoe local economic development programme for the 2019/2020

101

     

Ngā kaihaina

Signatories

Authors

Luo Lei – Local Economic Development Adviser

Authorisers

John Norman – Strategic Planning Manager-Local Economic Development ATEED

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Changes to Local Board Standing Orders

File No.: CP2019/09810

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide information about the implications of the Local Government Regulatory Systems Amendment Act 2019 and to recommend changes to the Ōtara-Papatoetoe Local Board’s standing orders to align with the change in the legislation.

Whakarāpopototanga matua

Executive summary

2.       The Local Government Regulatory Systems Amendment Act 2019 (LGRSAA) makes changes to various statutes, including the Local Government 2002 Act (LGA), Local Government Official Information and Meetings Act 1987 (LGOIMA), the Local Electoral Act 2001, the Dog Control Act 1996, the Local Government (Rating) Act 2002 and the Rates Rebate Act 1973.

3.       Prior to the legislation change, the LGA provided for an extraordinary meeting where:

(a)  It could be called by resolution, or by requisition by the mayor or one third of the members

(b)  The notice period was three days (unless it was called by resolution in which case the notice period could be not less than 24 hours)

(c)  If it needed to be called earlier it could be called by the mayor, or, if the mayor was unavailable, the chief executive. The notice period could be not less than 24 hours.

4.       As a result of the change, the meeting called under (c) above is referred to as an ‘emergency meeting’ rather than an’ extraordinary meeting’.

5.       There is a change to the definition of public notice – which requires notification on a council’s website in addition to a newspaper.

6.       There is a change to the definition of ‘working day’ to exclude a province’s anniversary.

7.       Staff are taking the opportunity, while considering changes to standing orders, to propose an unrelated change to the current standing orders regarding attendance by electronic link. The current standing order requires a member seeking to attend by electronic link to be representing the council and unable to attend. The proposed change removes the requirement to be representing the council.

8.       As detailed in LGA Schedule 7 clause 27 (3), a change to standing orders requires a 75 percent majority vote. The Ōtara-Papatoetoe Local Board’s standing orders need to be changed to reflect the changes in the law.

 

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      Note the new statutory responsibility of the chief executive:

facilitating and fostering representative and substantial elector participation in elections and polls held under the Local Electoral Act 2001;

b)      Amend standing order 2.3.3 by replacing:

Calling an extraordinary meeting at earlier time

The mayor or chairperson, or if they are unavailable, the chief executive, may call a meeting for an earlier time if this is necessary to deal with the business.

The person calling such a meeting must give each member and the chief executive notice of the time and place of the meeting and the matters in respect of which the meeting is being called, by whatever means is reasonable in the circumstances, at least 24 hours before the meeting.

with:

Calling an emergency meeting

The mayor or chairperson, or if they are unavailable, the chief executive, may call an emergency meeting for an earlier time than is provided in Standing Order 2.3.2 if this is necessary to deal with the business.

The person calling such a meeting must give each member and the chief executive notice of the time and place of the meeting and the matters in respect of which the meeting is being called, by whatever means is reasonable in the circumstances, at least 24 hours before the meeting.

c)      Amend standing order 7.2.3 by replacing:

Notification of extraordinary meetings

Where the council calls an extraordinary meeting but cannot give public notice to the extent required in Standing Order 7.2.1, the council must publicly notify the meeting, and the general nature of business to be considered at it, as soon as reasonably practicable before the meeting.

with:

Notification of extraordinary / emergency meetings

Where the council calls an extraordinary or emergency meeting but cannot give public notice to the extent required in Standing Order 7.2.1, the council must publicly notify the meeting, and the general nature of business to be considered at it, as soon as reasonably practicable before the meeting. If it is not practicable to publish a notice in newspapers before the meeting, the council must publicly notify the meeting as soon as practicable on the council’s website and in any other manner that is reasonable in the circumstances.

d)      Amend standing order 9.4 (Definitions) by replacing:

Extraordinary meeting has the meaning defined in clause 22 of Schedule 7 of the Local Government Act 2002.

with:

Emergency meeting has the meaning defined in clause 22A of Schedule 7 of the Local Government Act 2002.

Extraordinary meeting has the meaning defined in clause 22 of Schedule 7 of the Local Government Act 2002.

e)      Amend standing order 9.4 (Definitions) by replacing:

Meeting means:

(a)  any first or ordinary or extraordinary meeting of the local board

with:

Meeting means:

(a) any first or ordinary or extraordinary or emergency meeting of the local board

f)       Amend standing order 9.4 (Definitions) by replacing:

Publicly notified means notified to members of the public by a notice printed in appropriate newspapers circulating in the Auckland region.

with:

Publicly notified means made known to members of the public by a notice on the council’s website, until any opportunity for review or appeal has lapsed, and by a notice printed in appropriate newspapers circulating in the Auckland region.

g)      Amend standing order 9.4 (Definitions) by replacing:

Working day means any day of the week other than:

(a)  Saturday, Sunday, Waitangi Day, Good Friday, Easter Monday, ANZAC Day, the sovereign’s birthday and Labour Day

(b)  a day in the period commencing with 25 December in any year and ending with 15 January in the following year.

with:

Working day means any day of the week other than:

(a)  Saturday, Sunday, Waitangi Day, Good Friday, Easter Monday, ANZAC Day, the sovereign’s birthday and Labour Day

(b)  Where Waitangi Day or ANZAC Day falls on a weekend, the following Monday

(c)  Auckland Anniversary Day

(d)  a day in the period commencing with 20 December in any year and ending with 10 January in the following year.

h)      Amend the following standing orders:

i)        SO 2.3:

replace the heading “Extraordinary meetings” with “Extraordinary and emergency meetings”

ii)       SO 7.2.

replace the heading “Extraordinary meetings” with “Extraordinary and emergency meetings”

iii)      SOs 1.1.3, 2.4.1, 2.4.2, 7.3.2:

replace the words “extraordinary meeting” with “extraordinary or emergency meeting”

i)        Amend standing order 3.3.3 to remove the requirement to be representing the council:

Conditions for attending by electronic link

The local board or its committees may give approval for a member to attend meetings by electronic link, either generally or for a specific meeting. Situations where approval can be given are: 

a)   where the member is representing the council at a place that makes their physical presence at the meeting impossible or impracticable

b)   to accommodate the member’s illness or infirmity

c)   in emergencies.

a)      The member who is seeking to attend by electronic link may not take part in the vote to give approval. The only exception is where there is an emergency, in which case the member seeking to attend by electronic link can take part in the vote.

 

 

Horopaki

Context

9.       The LGRSAA came into force on 21 March 2019.  The Act is an omnibus Act in that it makes minor amendments to several pieces of legislation.

10.       The LGRSAA amends the Local Electoral Act 2001 to include a new principle for “representative and substantial electoral participation in local elections and polls”, and imposes a new responsibility on the Chief Executive of the council by amending the Chief Executive’s responsibilities in the LGA s 42(2)(d):

(da)   facilitating and fostering representative and substantial elector participation in elections and polls held under the Local Electoral Act 2001;

11.     It amends the definition of “public notice” and “publicly notified” under the LGA and the LGOIMA to require notification both on the council’s website and in newspapers.

12.     It creates a new category of council meeting called an “emergency meeting”, separate from “extraordinary meeting”.  Previously, extraordinary meetings had two types of notice requirements.  Where the more urgent form of notice is used, the meeting is now referred to as an emergency meeting.  This applies to giving notice to members under the LGA and to public notices under LGOIMA.

13.     It amends the definition of working day under the LGA and LGOIMA to exclude a province’s anniversary day being counted as a “working day”.

14.     It makes minor amendments to The Dog Control Act 996, the Local Electoral Act 2001, the Rates Rebates Act 1973 and makes changes to the LGA by specifying timeframes for making certain documents publicly available. These legislative changes are minor in nature and do not impact on local board standing orders.

Tātaritanga me ngā tohutohu

Analysis and advice

15.     The changes made by the LGRSAA are minor in nature, nevertheless it is necessary to amend the Ōtara-Papatoetoe Local Board’s standing orders to align the language to reflect current legislation.

16.     The Ōtara-Papatoetoe Local Board may also wish to consider a change to standing orders which is not related to LGRSAA.   Standing order 3.3.3 provides conditions for attending a meeting by electronic link:

Conditions for attending by electronic link

The local board or its committees may give approval for a member to attend meetings by electronic link, either generally or for a specific meeting. Situations where approval can be given are: 

a)   where the member is representing the council at a place that makes their physical presence at the meeting impossible or impracticable

b)   to accommodate the member’s illness or infirmity

c)   in emergencies.

The member who is seeking to attend by electronic link may not take part in the vote to give approval. The only exception is where there is an emergency, in which case the member seeking to attend by electronic link can take part in the vote.

17.     This standing order was adopted in 2015.  Since that time the technology has improved, and remote attendance to most local board business meetings is now possible. However, the conditions in the standing order are very limiting and do not allow attendance by a member who is out of Auckland for non-council reasons. 

18.     Staff recommend amending the standing order by removing the requirement to represent the council in SO 3.3.3 (a):

a)   where the member is representing the council at a place that makes their physical presence at the meeting impossible or impracticable

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19.     The changes to the standing orders do not impact on the wider council group.

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

Local impacts and local board views

20.     This is a report to 21 local boards. All local boards need to make changes to align their standing orders to LGRSAA.

Tauākī whakaaweawe Māori

Māori impact statement

21.     The changes to standing orders brought about through the LGRSAA do not impact on the Māori community.

Ngā ritenga ā-pūtea

Financial implications

22.     There are no financial implications to making these changes to standing orders.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

23.     LGA Schedule 7 clause 27 (2) states that the standing orders of a local authority must not contravene the LGA or any other Act. If local board standing orders are not aligned to changes in the legislation, there is a risk that the local board may act inconsistently with the legislation by relying on standing orders that are not up to date.

Ngā koringa ā-muri

Next steps

24.     Following the Ōtara-Papatoetoe Local Board resolution to amend the standing orders, staff will make the appropriate changes and recirculate the updated standing orders.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Polly Kenrick - Business Process Manager

Authorisers

Kerri Foote, Operations and Improvements Manager, Local Board Services

Louise Mason – General Manager Local Board Services

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Governance Forward Work Calendar

 

File No.: CP2019/02570

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To present the Ōtara-Papatoetoe Local Board with its updated governance forward work calendar.

Whakarāpopototanga matua / Executive summary

2.       The governance forward work calendar for the Ōtara-Papatoetoe Local Board is in Attachment A. The calendar is updated monthly, reported to business meetings and distributed to council staff.

 

3.       The governance forward work calendars were introduced in 2016 as part of Auckland Council’s quality advice programme and aim to support local boards’ governance role by:

·    ensuring advice on meeting agendas is driven by local board priorities

·    clarifying what advice is expected and when

·    clarifying the rationale for reports.

 

4.       The calendar also aims to provide guidance for staff supporting local boards and greater transparency for the public.

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      note the Governance Forward Work Calendar.

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Governance Work Calendar

111

     

Ngā kaihaina / Signatories

Authors

Carol McGarry - Democracy Advisor Otara-Papatoetoe

Authorisers

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


 


 


 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 

Ōtara-Papatoetoe Local Board Workshop Notes

 

File No.: CP2019/02580

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       Attached are the notes for the Ōtara-Papatoetoe Local Board workshops held on Tuesday,
7, 14, 21 and 28 May and 4 June 2019.

 

 

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a)      note the workshop notes from the workshops held on Tuesday 7, 14, 21 and 28 May and 4 June 2019.

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Workshop Notes - 7 May 2019

117

b

Workshop Notes - 14 May 2019

119

c

Workshop Notes - 21 May 2019

121

d

Workshop Notes - 28 May 2019

123

e

Workshop Notes - 4 June 2019

125

     

Ngā kaihaina / Signatories

Authors

Carol McGarry - Democracy Advisor Otara-Papatoetoe

Authorisers

Shirley  Coutts – Acting Relationship Manager

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


Ōtara-Papatoetoe Local Board

18 June 2019

 

 


 


Ōtara-Papatoetoe Local Board

18 June 2019