Agenda of Manurewa Local Board

A board member will lead the meeting in prayer.

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

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

4 Confirmation of Minutes

That the Manurewa Local Board:

a) confirm the extraordinary minutes of its meeting, held on Thursday, 31 October 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 Manurewa 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 - Wattle Downs Residents Association

Te take mō te pūrongo

Purpose of the report

1. David Hopkins, Chair of the Wattle Downs Residents Association will request the local board achieve best practice in stormwater management for Wattle Downs and Manurewa.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) thank David Hopkins 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 - Quentin Inston

Te take mō te pūrongo

Purpose of the report

1. Quentin Inston would like to speak to the board about trucks parking outside Weymouth Primary School.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) thank Quentin Inston for his attendance and presentation.

9.2 Public Forum - Florence Korokoro

Te take mō te pūrongo

Purpose of the report

1. Florence Korokoro would like to speak to the board about imposing a liquor ban at the end of Greers Road Foreshore, Weymouth.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) thank Florence Korokoro for her 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.”

No.	Title	Page
a ⇩	Auckland Transport update to the Manurewa Local Board - December 2019	17

Manurewa Local Board

05 December 2019

Manurewa Quick Response Grant Round One 2019/2020, grant allocations

File No.: CP2019/19490

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications for the Manurewa Local Board, Quick Response Grant Round One 2019/2020.

Whakarāpopototanga matua

Executive summary

2. The Manurewa Local Board adopted the Manurewa Local Board Grants Programme 2019/2020 on 21 March 2019 (refer Attachment A). The document sets application guidelines for contestable community grants submitted to the local board.

3. This report presents applications received for the Manurewa Local Board, Quick Response Grant Round One 2019/2020 (refer Attachment B).

4. The Manurewa Local Board set a total community grants budget of $170,000 for the 2019/2020 financial year.

5. A total of $62,102.60 was allocated in Manurewa Local Grant Round One and Multi-Board 2019/2020, leaving a total of $107,897.40 for the remaining grant rounds.

6. Thirty-three applications were received for Manurewa Local Board Quick Response Grant, Round One 2019/2020 requesting a total of $60,886.07.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) agree to fund, part-fund or decline each application in the Manurewa Local Board Quick Response Grant Round One 2019/2020

Table One: Manurewa Local Board Quick Response, Grant Round One 2019/2020 applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QR2010-101	Mele Taeiloa Under the umbrella of Te Kaha o te Rangatahi Trust	Arts and culture	Towards costs of international artists and promotions of hip hop dance workshops at Manurewa High School.	$1,940.00	Eligible
QR2010-105	Counties Manukau Quilters Guild Incorporated	Arts and culture	Towards costs of a quilting workshop, tutor fees, transport, and accommodation.	$1,700.00	Eligible
QR2010-107	Sonja Edwards	Community	Towards costs of the "Get Fit, Stay and Play" family community day at Totara Park, including prizes, food, generator costs and plants as gifts for volunteers.	$1,000.00	Eligible
QR2010-110	New Netball Team Limited	Sport and recreation	Towards venue hire costs for the "Northern Stars" home games.	$2,000.00	Eligible
QR2010-111	Achilles Trust New Zealand	Sport and recreation	Towards communication costs, database collection, flyers, power points and newsletters for the Achilles programme for disabled athletes in the local board area.	$2,000.00	Eligible
QR2010-112	Independent Living Charitable Trust	Community	Towards venue hire, transport and end of year celebration costs for the weekly Tai Chi programme.	$2,258.84	Eligible
QR2010-113	South East Auckland Senior Citizens' Association Incorporated	Community	Towards transport costs for a trip to Cape Reinga and the Waitangi Treaty Grounds.	$2,000.00	Eligible
QR2010-115	Tuatara Collective Limited	Arts and culture	Towards costs of a theatre production, advertising, actors and management fees.	$1,573.00	Eligible
QR2010-117	Erica Harris	Sport and recreation	Towards uniforms and entry fees for the “Mt Maunganui Half Marathon”.	$2,000.00	Eligible
QR2010-118	Youthline Auckland Charitable Trust	Community	Towards a contribution to the salary of the Youthline Manukau Centre Manager.	$2,000.00	Eligible
QR2010-120	Weymouth Playcentre Under the umbrella of New Zealand Playcentre Federation Incorporated	Community	Towards costs of art easels and toys for the Weymouth Playcentre.	$1,973.20	Eligible
QR2010-121	Guardians of our Children Charitable Trust	Community	Towards costs to run parenting workshops in Manu Tukutuku Manurewa.	$2,000.00	Eligible
QR2010-122	Manurewa Croquet Club Incorporated	Sport and recreation	Towards costs of new croquet balls for the Manurewa Croquet Club.	$2,000.00	Eligible
QR2010-123	Reina Vaai	Community	Towards costs for illustrations and the delivery of books to Manurewa children.	$990.00	Eligible
QR2010-124	Urbane Neighbours of Hope Trust	Community	Towards costs for the "Randwick Park Youth Club", venue hire, ten pin bowling, trampoline park and Massey swimming pool.	$2,000.00	Eligible
QR2010-126	Blue Light Ventures Incorporated	Community	Towards printing costs for the "Blue Light School Leavers Street Smart Handbook".	$1,960.00	Eligible
QR2010-129	Rainbow Celebrating Life Trust	Community	Towards venue hire choreographers’ fees and advertising costs for dance classes in Manurewa.	$2,000.00	Eligible
QR2010-130	Manurewa Playcentre	Community	Towards concrete paving costs for the Manurewa Playcentre.	$2,000.00	Eligible
QR2010-131	Auckland NZVIEW	Community	Towards transport costs that enable vision impaired women to attend programmes in Manurewa.	$750.00	Eligible
QR2010-134	Camille Lynn Daniels	Sport and recreation	Towards uniform costs for the under fourteens tag team to compete at the “Oceania Tag Tournament”.	$2,640.00	Eligible
QR2010-135	The Mixit Charitable Trust	Arts and culture	Towards costs of the stage manager and video and photo documentation of a stage production at the Nathan Homestead and Auckland Botanical Gardens, Manurewa.	$2,000.00	Eligible
QR2010-136	Mafutaga Samoa Manurewa Under the umbrella of ASA Foundation Trust	Community	Towards costs of training jackets and training t-shirts for volunteer trainers.	$1,970.00	Eligible
QR2010-137	International Federation of Bodybuilding of New Zealand Under the umbrella of ASA Foundation Trust	Sport and recreation	Towards costs of training jackets, training t-shirts and polo shirts for volunteer trainers.	$1,885.00	Eligible
QR2010-139	Interacting Theatre Trust	Arts and culture	Towards costs of film and drama classes for people with disabilities at the Nathan Homestead.	$2,000.00	Eligible
QR2010-140	Elvis in the Gardens Incorporated	Events	Towards a contribution towards costs for the "Elvis in the Gardens" event.	$2,000.00	Eligible
QR2010-141	Te Pou Herenga Waka Ama Club Incorporated	Sport and recreation	Towards accommodation costs to attend the "Waka Ama Nationals 2020" competition.	$2,000.00	Eligible
QR2010-143	What Hope Community Trust	Community	Towards venue hire costs for the “Youth Club".	$2,000.00	Eligible
QR2010-144	Totara Hospice Trust	Community	Towards costs for the patient care bags.	$554.03	Eligible
QR2010-148	Scout Association of New Zealand - Weymouth Sea Scouts Under the umbrella of The Scout Association of New Zealand	Sport and recreation	Towards costs for replacement of the pioneering equipment and first aid supplies, for the Weymouth Sea Scouts.	$1,692.00	Eligible
QR2010-149	Manurewa Amateur Athletics and Harrier Club	Sport and recreation	Towards costs of the 2019/2020 season prizegiving, trophies, awards, speakers and microphones.	$2,000.00	Eligible
QR2010-150	Life Education Trust Counties Manukau	Community	Towards work books for the Life Education Trust programme in Manurewa Schools.	$2,000.00	Eligible
QR2010-151	Children's Autism Foundation Incorporated	Community	Towards facilitation, venue hire, tea, coffee and administration costs for the "Autism Drop-In" coffee mornings.	$2,000.00	Eligible
QR2010-152	Teariki Tuiono Under the umbrella of Ma Christchurch Charitable Trust	Community	Towards costs for food for the "Te Manurewa o Tamapahore - official launch at Clendon Park School.	$2,000.00	Eligible
Total				$60,886.07

Horopaki

Context

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

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

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

9. The Manurewa Local Board adopted its grants programme for 2019/2020 on 21 March 2019 and will operate two quick response and two local grant rounds this financial year.

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

11. The Manurewa Local Board set a total community grants budget of $170,000 for the 2019/2020 financial year.

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

13. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options, home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

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

17. Staff will provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time.

Tauākī whakaaweawe Māori

Māori impact statement

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

19. Twelve applicants applying in the quick response grants round one indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

21. The Manurewa Local Board has set a total community grants budget of $170,000.00 for the 2019/2020 financial year.

22. A total of $62,102.60 was allocated in Manurewa Local Grant Round One and Multi-Board 2019/2020, leaving a total of $107,897.40 for the remaining grant rounds.

23. Thirty-three applications were received for Manurewa Quick Response Grant, Round One 2019/2020 requesting a total of $60,886.07.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

25. Following the Manurewa Local Board allocating funding for local grants round one, grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manurewa Local Board Grants Programme 2019/2020	31
b ⇨	Manurewa Local Board Quick Response Grant Round One, 2019/2020 grant applications (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Sarah McGhee - Acting Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Manurewa Youth Scholarships 2019/2020

File No.: CP2019/20125

Te take mō te pūrongo

Purpose of the report

1. To approve the Manurewa Rangatahi Youth Scholarships 2019/2020.

Whakarāpopototanga matua

Executive summary

2. Staff have received sixteen scholarship applications which align with the scholarship criteria and these are recommended to be approved for funding, totalling $25,000.

3. The aim of the Manurewa Rangatahi Youth Scholarships 2019/2020 is to support the development of local young people to develop and grow as leaders.

4. Funding these scholarships will enable the young people to move into further education, training or attend events that will develop their leadership potential.

5. Seventeen applications do not align with the scholarship criteria and are recommended to be declined for funding.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) approve the following Manurewa Rangatahi Youth Scholarship 2019/2020 applications:

Application ID	Requesting scholarship for	Recommended funding amount
Harleen Bhathal MANRAN01	Tokyo Experience Programme. 12 day cultural programme in Tokyo	$1,500
Tessa Shepherd MANRAN03	Bachelor of Medicine and Bachelor of Surgery (MBChB)	$2,000
Katarina Mahutot MANRAN04	Bachelor of Arts, double majoring in NZ Sign Language and Deaf Studies and Maori Development	$2,000
Keturah McKillop MANRAN08	Equine Behaviour Course	$1,500
Aaron Lew MANRAN09	Bachelor of Arts/Bachelor of Engineering (Honors) conjoint degree	$2,000
Melissa Wu MANRAN10	Bachelor of Nursing	$2,000
Nephi Popata MANRAN14	Praxis Youth work course	$1,050
Asofiafia Toleafoa MANRAN15	Bachelor of Education (primary teaching)	$1,500
Jayken Paul Vavia MANRAN16	Praxis youth work	$1,050
Thomas Gabriel Dela Cruz Trevilla MANRAN21	Bachelor of Urban Planning (Honours)	$1,500
Jordan Nawaqavanua MANRAN27	NZQA level 4 Youth work Course	$1,000
Manaia Tangaere MANRAN29	Bachelor of Education	$2,000
Terijean Murray MANRAN30	Bachelor of Arts Psychology and Criminology	$2,000
Daneka Geaney-Jones MANRAN32	Outward Bound	$1,000
Tiana Bishop MANRAN61	Bachelor of Communication Studies, majoring in Public Relations and Maori Indigenous Studies	$900
Rangipo Takuira-Mita MANRAN68	Kai Oranga Peru	$2,000
Total		$25,000

b) decline the following Manurewa Rangatahi Youth Scholarships 2019/2020 applications:

Application ID	Requesting scholarship for	Recommended funding amount
Ben Haurua MANRAN71	New Maori business venture - Te Reo Māori apparel	$0
Sharonika Prasad MANRAN13	Occupational Therapy	$0
Mina Kouch MANRAN19	Conjoint Bachelor of Commerce and Bachelor of Arts	$0
Afaf Elzayegh MANRAN33	Destination Dreaming Conference in Fiji	$0
Etuate Lufui MANRAN34	Bachelor of Fine Arts (Musical Theatre)	$0
Joephine Semi MANRAN40	Early Childhood Level 4	$0
Sara Abo-Nass MANRAN48	Future Problem Solving international conference (Boston, Massachusetts)	$0
Hakrit Singh MANRAN52	Future Problem Solving international conference (Boston, Massachusetts)	$0
Analina Namoa MANRAN57	Future Problem Solving international conference (Boston, Massachusetts)	$0
Nathan Jiu Teng MANRAN58	Bachelor of Engineering (Hon)	$0
Cyprus Iles MANRAN60	Bachelor of Art and Design	$0
Mathew Lay MANRAN63	Bachelor of Commerce and a conjoint with Global Studies	$0
Natalie Trinh MANRAN64	Future Problem Solving international conference (Boston, Massachusetts)	$0
Mikaera Lyronz Bristowe Hoeta MANRAN67	Kai Oranga Peru	$0
Kaiperiera Kyran Dejean Bristoe Hoeta MANRAN26	Kai Oranga Peru	$0
Total		$0

Horopaki

Context

6. The 2019/2020 work programme includes $25,000 for the Manurewa Rangatahi Youth Scholarships 2019/2020 (the scholarships).

7. The aim of the scholarships is to support the development of local young people to develop and grow as leaders.

8. The scholarships were advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications, radio, and community networks. A total of 33 applications have been received for the scholarships and are provided in Attachment A.

9. The applications were assessed by a panel of four local board members and two youth council representatives for their alignment to the following scholarship criteria:

· aged 14 to 24 years old

· New Zealand citizens or residents

· reside in the Manurewa Local Board area

· show leadership potential or have contributed to leadership/volunteer activities during the past 12 months that promote youth participation in the community

· have undertaken study at a tertiary or training institution in 2019, or have participated in a conference or event either in New Zealand or overseas that is significantly based on youth leadership and development.

Tātaritanga me ngā tohutohu

Analysis and advice

10. The assessment panel recommend that the following 16 applications align with the scholarship criteria and are recommended to be approved for funding:

Application ID	Requesting scholarship for	Requested funding amount	Recommended funding amount	Reason for recommendation
Harleen Bhathal MANRAN01	Tokyo Experience Programme. 12-day cultural programme in Tokyo	$1,500	$1,500	Meets local board priorities and aligns with the scholarship criteria
Tessa Shepherd MANRAN03	Bachelor of Medicine and Bachelor of Surgery (MBChB)	$2,000	$2,000	Meets local board priorities and aligns with the scholarship criteria
Katarina Mahutot MANRAN04	Bachelor of Arts, double majoring in NZ Sign Language and Deaf Studies and Maori Development	$2,000	$2,000	Meets local board priorities and aligns with the scholarship criteria
Keturah McKillop MANRAN08	Equine Behaviour Course	$1,500	$1,500	Meets local board priorities and aligns with the scholarship criteria
Aaron Lew MANRAN09	Bachelor of Arts/Bachelor of Engineering (Honors) conjoint degree	$2,000	$2,000	Meets local board priorities and aligns with the scholarship criteria
Melissa Wu MANRAN10	Bachelor of Nursing	$2,000	$2,000	Meets local board priorities and aligns with the scholarship criteria
Nephi Popata MANRAN14	Praxis Youth work course	$1,200	$1,050	Meets local board priorities and mostly aligns with the scholarship criteria
Asofiafia Toleafoa MANRAN15	Bachelor of Education (primary teaching)	$2,000	$1,500	Meets local board priorities and mostly aligns with the scholarship criteria
Jayken Paul Vavia MANRAN16	Praxis youth work	$2,000	$1,050	Meets local board priorities and mostly aligns with the scholarship criteria
Thomas Gabriel Dela Cruz Trevilla MANRAN21	Bachelor of Urban Planning (Honours)	$2,000	$1,500	Meets local board priorities around regeneration and mostly aligns with the scholarship criteria
Jordan Nawaqavanua MANRAN27	NZQA level 4 Youth work Course	$2,000	$1,000	Meets local board priorities and aligns with the scholarship criteria however the application did not provide sufficient information to fund the full requested amount
Manaia Tangaere MANRAN29	Bachelor of Education	$2,000	$2,000	Meets local board priorities and aligns with the scholarship criteria
Terijean Murray MANRAN30	Bachelor of Arts Psychology and Criminology	$2,000	$2,000	Meets local board priorities and aligns with the scholarship criteria
Daneka Geaney-Jones MANRAN32	Outward Bound	$1,000	$1,000	Meets local board priorities and aligns with the scholarship criteria
Tiana Bishop MANRAN61	Bachelor of Communication Studies, majoring in Public Relations and Maori Indigenous Studies	$2,000	900	Meets local board priorities and aligns with the scholarship criteria however only course fees are supported and therefore full requested funding is not recommended
Rangipo Takuira-Mita MANRAN68	Kai Oranga Peru	$2,000	2,000	Meets local board priorities and aligns with the scholarship criteria
Total		$29,200	$25,000

11. Funding these scholarships will enable the young people to move into further education, training or attend events that will develop their leadership potential. This will help to achieve educational aspirations identified in the local board plan and grow young leaders in the community.

12. The assessment panel recommend that the following 17 applications do not align with the scholarship criteria and are recommended to be declined for funding:

Application ID	Requesting scholarship for	Requested funding amount	Recommended funding amount	Reason for recommendation
Ben Haurua MANRAN71	New Maori business venture - Te Reo Māori apparel	$2,000	$0	Put in three applications for the same request with insufficient evidence and budget breakdown
Sharonika Prasad MANRAN13	Occupational Therapy	$1,599	$0	Use of funds towards laptop rather than fees
Mina Kouch MANRAN19	Conjoint Bachelor of Commerce and Bachelor of Arts	$2,000	$0	Does not align with scholarship criteria because application is to pay off student loan
Afaf Elzayegh MANRAN33	Destination Dreaming Conference in Fiji	$2,000	$0	More volunteering is needed, and insufficient information was provided
Etuate Lufui MANRAN34	Bachelor of Fine Arts (Musical Theatre)	$2,000	$0	Insufficient information was provided
Joephine Semi MANRAN40	Early Childhood Level 4	$2,600	$0	Meets criteria but board commented that the early childhood courses are already funded
Sara Abo-Nass MANRAN48	Future Problem Solving international conference (Boston, Massachusetts)	$2,000	$0	Eligible but staff will work with applicants’ school to support an application to the Manurewa Community Trust for the whole group
Hakrit Singh MANRAN52	Future Problem Solving international conference (Boston, Massachusetts)	$2,000	$0	Ineligible. Lives in Papakura. Could still be part of school group application to Manurewa Community Trust
Analina Namoa MANRAN57	Future Problem Solving international conference (Boston, Massachusetts)	$2,000	$0	Eligible but staff will work with applicants’ school to support an application to the Manurewa Community Trust for the whole group
Nathan Jiu Teng MANRAN58	Bachelor of Engineering (Hon)	$2,000	$0	Ineligible Does not meet scholarship criteria. Lacks volunteering
Cyprus Iles MANRAN60	Bachelor of Art and Design	$2,471	$0	Applicant did not provide sufficient evidence and lacks volunteering.
Mathew Lay MANRAN63	Bachelor of Commerce and a conjoint with Global Studies	$2,000	$0	Applicant did not provide sufficient evidence
Natalie Trinh MANRAN64	Future Problem Solving international conference (Boston, Massachusetts)	$5,405	$0	Eligible but staff will work with applicants’ school to support an application to the Manurewa Community Trust for the whole group
Mikaera Lyronz Bristowe Hoeta MANRAN67	Kai Oranga Peru	$2,000	$0	Ineligible due to being under 14
Kaiperiera Kyran Dejean Bristoe Hoeta MANRAN26	Kai Oranga Peru	$2,000	$0	Ineligible due to being under 14
Total		$34,075	$0

13. Staff will provide feedback to unsuccessful scholarship applicants about why they have been declined, so they can increase their chances of success in the future.

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. There are no identified climate impacts associated with this decision.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. The scholarships are managed and delivered by the Community Empowerment Unit with support from the grants and communications teams for marketing and promotion.

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

Local impacts and local board views

16. The scholarships contribute to the local board achieving the following 2017 Local Board Plan outcome: “A prosperous local economy supporting local people”.

17. The applications were presented to the local board at a workshop on 20 November 2019.

Tauākī whakaaweawe Māori

Māori impact statement

18. Targeted advertising and promotion of the scholarships was included for priority communities, including Māori and iwi organisations.

19. Sixteen of the applications received identify as Māori.

Ngā ritenga ā-pūtea

Financial implications

20. The 2019/2020 work programme includes $25,000 for the scholarships.

21. Thirty applications were received, totalling $63,275 in requested funding.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

22. There are no identified risks associated with this report.

Ngā koringa ā-muri

Next steps

23. Staff will notify applicants of the local board’s decision and process scholarship payments.

24. Scholarship recipients are required to acknowledge the local board on any publicity or promotional material and be available to work with council staff on media coverage.

25. Scholarship recipients will be invited to provide a verbal accountability report at a future local board business meeting.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manurewa Rangatahi Youth Scholarship 2019/2020 applications	43

Ngā kaihaina

Signatories

Author

Melissa Lelo – Advisor, Community Empowerment

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Proposed Manurewa Business Association Inc Business Improvement District programme expansion

File No.: CP2019/19146

Te take mō te pūrongo

Purpose of the report

1. To approve the proposed Manurewa Business Improvement District (BID) programme expansion map.

Whakarāpopototanga matua

Executive summary

2. The BID programme provides sustainable funding to business associations. The funding is raised by applying a targeted rate to commercial properties within a defined geographic area.

3. The Manurewa Business Association Inc (MBA) has been operating a BID programme since 2005 providing benefit to the Manurewa business community.

4. The Auckland Council Business Improvement District Policy 2016 (BID policy) requires the local board approve any changes to a BID programme boundary and recommend the Governing Body strike the targeted rate.

5. The MBA proposes to expand the geographic area that is part of its BID programme. The intention of this BID expansion is to better represent the business community and respond to an increasing demand from businesses outside the current BID area for services provided by the BID programme.

6. At the MBA annual general meeting on 21 October 2019 the proposed BID expansion map provided as Attachment A was presented and approved by the MBA membership.

7. Under the BID policy, the Manurewa Local Board must approve the proposed BID expansion map, as the expansion area is contained within the Manurewa Local Board area.

8. If the local board approves the expansion map the MBA will undertake a BID expansion project that will include a postal ballot of business ratepayers and owners located within the proposed BID expansion area to determine the level of support for the proposed BID expansion.

9. If the ballot is successful, the local board will be asked whether or not to approve the expansion. If the expansion is approved, the Manurewa BID programme will represent about 480 business ratepayers and owners, with a proposed BID targeted rate of $315,000, as at 1 July 2020.

10. Staff recommend approving the BID expansion map, which will allow the MBA to proceed with the expansion project, noting that the final decision on whether to expand the BID programme will be made by the local board in early 2020.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) approve the proposed boundary map expanding the Manurewa Business Improvement District (BID) programme, as shown in the map as Attachment A.

Horopaki

Context

11. The Manurewa Business Association Inc (MBA) has been a BID since 2005, and is one of 48 BID programmes operating across the Auckland Region.

12. The council approves and strikes the BID targeted rate for all 48 BID programmes through the annual budget process.

13. BID targeted rates appear in the local board budget report and these funds are paid, in the form of a BID grant, to MBA for the operation of its BID Programme.

14. The MBA signalled and approved the proposed BID boundary expansion map as provided in Attachment A, and its intention to expand its BID programme, at its annual general meeting on 21 October 2019.

15. Under the policy, local boards have allocated governance and decision-making to:

· approve BID programme boundary maps

· approve BID programme boundary expansions.

16. The local board is required to consider the proposed BID programme expansion map and its support for the expansion project.

17. All BID expansion projects require further local board approval after the BID expansion project, voter engagement and ballot have been completed. This ensures the local board has the opportunity to see the final outcome of the expansion project, review the ballot results, and is satisfied itself that the BID policy criteria for a BID expansion has been completed.

Tātaritanga me ngā tohutohu

Analysis and advice

BID expansion process

18. The decision to progress a BID expansion is the result of interest from businesses located outside the current BID boundary. The MBA has seen an increase in the number of businesses wanting to be part of the Manurewa BID programme and benefit from being part of a collective group.

19. The MBA has engaged with non-BID businesses over the past few years, building strong relationships, sharing information, developing joint project opportunities and advocating on behalf of all businesses located within the Manurewa business community.

20. The proposed BID expansion will mean all business-rated properties within the BID expansion area will be subject to the Manurewa BID targeted rate.

21. The properties located within the BID expansion area will add depth to the existing BID membership base. This will allow the MBA to develop its BID programme to deliver an increased range of business opportunities.

22. If the BID expansion project is successful, MBA will increase from 215 members to about 480. The BID targeted rate will increase from $157,000 to $315,000 as at 1 July 2020. This will be funded by the addition of new BID targeted rated members.

23. The expansion of the Manurewa BID programme and boundary supports the Manurewa Local Board Plan 2017 and contributes to the following Local Board outcome:

Outcome 1; a prosperous local economy supporting local people.

24. Council staff support this BID expansion project and recommend the Manurewa Local Board approve the proposed Manurewa BID expansion map. There is no reason under the BID policy not to support the proposed Manurewa BID expansion map.

Campaign, consultation and voter engagement

25. The MBA will implement a detailed communication plan to all eligible BID voters from the period November 2019 to the last voting date in March 2020. This is to ensure that all eligible voters receive a one-on-one visit or contact, are provided with detailed information on the proposal, and have the opportunity to find out more about the BID programme and ballot process.

26. The council BID policy requires MBA to host a minimum of three public meetings, inviting eligible voters to an information briefing and question and answer session. This policy requirement will be completed during the BID campaign process.

27. Election Services Ltd has been commissioned by the MBA to provide an independent polling service for the Manurewa BID expansion ballot.

28. The polling will be done via a postal ballot and each eligible voter will receive a ballot pack. The packs will be lodged with NZ Post Friday 21 February 2020. There will be postal and online voting available. The ballot period must be no less than four weeks and will start Friday 21 February and close 12 noon Friday 20 March 2020.

29. The ballot must achieve a return of votes of 25 per cent or more and 51 per cent of those returned need to be in support of the BID boundary expansion proposal for the ballot to be successful.

Tauākī whakaaweawe āhuarangi

Climate impact statement

30. There are no implications for the council as the Manurewa BID programme expansion has no specific impact on climate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

31. The MBA engages across the council and council groups. An expanded Manurewa BID programme provides a platform for the wider business community to be involved in this space.

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

Local impacts and local board views

32. Following approval by the Manurewa Local Board, staff will include the Manurewa BID expansion information in the 2020/2021 annual budget consultation and the Manurewa Local Board Agreement.

33. The results of the Manurewa Business Association Inc. BID expansion ballot will determine if there is a sufficient level of support for this BID expansion and associated BID targeted rate.

34. Manurewa Local Board has supported the BID approach in the past, as it brings together local businesses to invest collectively in improvements that enhance the local business environment such as better security for business centres. A BID can also advocate to and collaborate with the council on behalf of local businesses.

Tauākī whakaaweawe Māori

Māori impact statement

35. All businesses within the Manurewa BID expansion boundary will be included in the ballot process and BID policy requirements. There are no specific Māori impacts identified in regard to this decision.

Ngā ritenga ā-pūtea

Financial implications

36. The Manurewa BID targeted rate levied on business-zoned property owners will raise a BID targeted rate grant of $315,000 and fund the Manurewa BID programme. The programme will be cost neutral to the council and the local board.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. Council staff are satisfied all requirements of the BID policy have been completed up to this point by the MBA in relation to proposed BID expansion map and project.

38. There is a risk to MBA should the BID expansion ballot fail to reach the required mandate. If the BID ballot fails, the BID policy requires a two-year stand-down before any subsequent ballot can be held.

39. The funding for this 2020 BID expansion project was provided to the MBA by the Manurewa Local Board from their 2018/2019 work programme. The MBA would need to secure funding before considering a second project and ballot.

Ngā koringa ā-muri

Next steps

40. The table below shows the reporting path for a BID expansion project and indicates where this project currently sits in that process.

41. Council staff will advise the MBA of the Manurewa Local Board decision regarding the proposed Manurewa BID boundary expansion map.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manurewa BID expansion map	55

Ngā kaihaina

Signatories

Author

Claire Siddens - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Sarah McGhee - Acting Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Annual Budget 2020/2021 consultation

File No.: CP2019/19584

Te take mō te pūrongo

Purpose of the report

1. To approve local content and supporting information for consultation as part of the Annual Budget 2020/2021 process, along with a local engagement event.

Whakarāpopototanga matua

Executive summary

2. For each financial year, Auckland Council must have a local board agreement that is agreed between the Governing Body and the local board, for each local board area.

3. Annual Budget 2020/2021 consultation will take place from 21 February 2020 - 22 March 2020. Consultation on the proposed content of each local board agreement, which sets out the priorities for the next financial year, must be included as part of that consultation.

4. This report seeks approval from local boards on the local content and supporting information for consultation. It also seeks approval of the Have Your Say event that will be held in their local board area during the consultation period, to give Aucklanders an opportunity to provide face-to-face feedback.

5. It also seeks approval of their local content and supporting information for consultation. This includes the Manurewa Business Association’s proposed business improvement district (BID) programme boundary expansion, noting that if the council approves the BID programme boundary expansion the targeted rate will increase from $157,000 to $315,000 as of 1 July 2020.

6. The Governing Body and local boards will approve regional and local items respectively for consultation by 13 December. The regional and local consultation items will then be incorporated into the Annual Budget consultation document and supporting information, which will be adopted by the Governing Body on 12 February 2020.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) approve Attachment A local content for consultation and Attachment B local supporting information for consultation.

b) delegate authority to the local board chair to approve any final changes required to the local content and supporting information for the Manurewa Local Board for the Annual Budget 2020/2021 consultation, including online consultation content.

c) approve, for consultation, the Manurewa Business Association’s proposed business improvement district (BID) programme boundary expansion, noting that if the council approves the BID programme boundary expansion the targeted rate will increase from $157,000 to $315,000 as of 1 July 2020.

d) approve the following Have Your Say event in the local board area during the Annual Budget 2020/2021 consultation period:

i) Drop in style Have Your Say (existing event Totara Park Challenge), Saturday 7 March 2020, 11.30am to 2.00pm, Totara Park, Wairere Road, The Gardens, Auckland.

e) delegate authority to the local board chair to approve any final changes required to the Have Your Say event.

f) delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken (or New Zealand sign language) interaction” in relation to the local board agreement at the council’s public engagement events during the consultation period for the Annual Budget 2020/2021:

i) local board members and chairperson

ii) General Manager Local Board Services, Local Board Relationship Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor

iii) any additional staff approved by the General Manager Local Board Services or the Group Chief Financial Officer.

Horopaki

Context

7. For each financial year, Auckland Council must have a local board agreement that is agreed between the Governing Body and the local board, for each local board area.

8. Local board agreements set out (among other things) how the council will, in the year to which the agreement relates, reflect the priorities and preferences in the local board’s plan in respect of the local activities to be provided in the local board area.

9. The proposed content of each local board agreement must be included in the Annual Budget 2020/2021 consultation document.

10. Public consultation on the budget will take place from 21 February 2020 - 22 March 2020.

11. Aucklanders will be able to provide feedback during the consultation process through a variety of channels which include face-to-face (verbal), written and social media.

Tātaritanga me ngā tohutohu

Analysis and advice

12. Local boards held workshops during November to determine their priorities for their 2020/2021 local board agreement. Boards are now requested to approve their local content and supporting information for consultation, as attached in Attachment A and B.

13. During the document production stage if changes required to the local content and supporting information are identified these will be provided to the local board chair to approve.

14. Any new local Business Improvement District (BID) targeted rates must be consulted on before they can be implemented. Local boards are therefore also requested to approve any new proposals for consultation.

15. Aucklanders who wish to have their views on the proposed content of the local board agreement and Annual Budget 2020/2021 considered by Auckland Council should be provided a reasonable opportunity to present those views in a manner and format that is appropriate to the preferences and needs of those persons, including face-to-face.

16. The council provides for this through its ‘Have Your Say’ events where Aucklanders can have a face-to-face dialogue with elected members or other council representatives with an appropriate delegation. The Have Your Say event recommended to be held in the Manurewa Local Board area is:

i) Drop in style Have Your Say (existing event Totara Park Challenge), Saturday 7 March 2020, 11.30am to 2.00pm, Totara Park, Wairere Road, The Gardens, Auckland.

17. The consultation period does not begin for a couple of months. If circumstances change between now and the consultation period requiring any changes to the approved Have Your Say event these will be provided to the local board chair to approve.

18. Should a proposal that would require an amendment to the council’s long-term plan (10-year Budget) be identified during the Annual Budget 2020/2021 process, this would require use of the special consultative procedure. Where an amendment to the 10-year Budget is being consulted on at the same time as consultation on the Annual Budget, the Local Government Act 2002 requires the council to use the special consultative procedure in relation to both matters.

19. The special consultative procedure requires the council to provide an opportunity for Aucklanders to present their views to the council in a manner that enables “spoken (or New Zealand sign language) interaction” between the person and the council’s decision-makers, or their official delegates. The recommended Have Your Say events, along with the recommended delegation, provides for this spoken interaction.

Proposed boundary expansion to Manurewa Business Association Business Improvement District programme

20. As part of the Auckland Council Business Improvement District (BID) Policy the local board must approve the proposed BID programme boundary expansion.

21. The Manurewa Business Association Inc (MBA) has been operating a BID programme since 2005 providing benefit to the Manurewa business community.

22. The MBA proposes to expand the geographic area that is part of its BID programme. The intention of this BID expansion is to better represent the business community and respond to an increasing demand from businesses outside the current BID area for services provided by the BID programme.

23. If the council approves the BID programme boundary expansion, the Manurewa Business Association membership will also increase, and the BID targeted rate will increase from $157,000 to $315,000 as of 1 July 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

24. The decision to consult is procedural in nature and the small scale of the Have Your Say events mean any climate impacts will be negligible. These decisions are unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

25. However, where practicable, events proposed will be in locations accessible by public transport, to reduce car travel but also increase the opportunities for attendance.

26. Some of the proposed initiatives or projects included in the consultation content may have climate impacts. The climate impacts of any initiatives or projects Auckland Council chooses to progress with as a result of this consultation, will be assessed as part of the relevant reporting requirements.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. The Annual Budget 2020/2021 is an Auckland Council Group document and will include budgets at a consolidated group level.

28. Consultation items and updates to budgets to reflect decisions and new information may include items from across the group.

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

Local impacts and local board views

29. Local boards will have further opportunities to provide information and views as the council progresses through the Annual Budget 2020/2021 process.

30. Aucklanders will have the opportunity to give feedback on regional and local proposals contained in the budget. All feedback received from submitters residing in the local board area will be analysed by staff and made available for consideration by the board, prior to finalising their local board agreement.

Tauākī whakaaweawe Māori

Māori impact statement

31. Many local board decisions are of importance to and impact on Māori. Local board agreements and the Annual Budget are important tools that enable and can demonstrate the council’s responsiveness to Māori. Local board plans, which were adopted in September and October of 2017, form the basis for local priorities.

32. The approach to Māori engagement for the Annual Budget 2020/2021 will be finalised once consultation topics are confirmed, including development of bespoke materials subject to interest level of topics and confirmation of budget.

33. Regionally supported local Māori engagement in the South and West will be provided subject to interest level of topics and confirmation of budget; this will be integrated with local board plan pre-engagement.

34. There is a need to continue to build local board relationships with iwi and the wider Māori community. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in the council’s decision-making processes.

Ngā ritenga ā-pūtea

Financial implications

35. Event associated costs include venue hire (where council premises cannot be utilised) and catering.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

36. Local boards must approve their local consultation content and supporting information by December 13, in order for it to be formatted and reviewed in time to be incorporated into the Annual Budget 2020/2021 consultation document and supporting information.

Ngā koringa ā-muri

Next steps

37. The Governing Body will approve the consultation document, supporting information and consultation process for the Annual Budget 2020/2021 on 12 February 2020.

38. Following consultation, the Governing Body and local boards will make decisions on the budget and local board agreements respectively.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Local content for consultation	63
b ⇩	Local supporting information for consultation	65

Ngā kaihaina

Signatories

Authors

Beth Corlett - Advisor Plans & Programmes

Authorisers

Louise Mason - GM Local Board Services

Sarah McGhee - Acting Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

New community lease to Te Kohanga Reo National Trust Board at Mountfort Park, 25R Dr Pickering Avenue, Manurewa

File No.: CP2019/20079

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to Te Kohanga Reo National Trust Board at Mountfort Park, 25R Dr Pickering Avenue, Manurewa.

Whakarāpopototanga matua

Executive summary

2. Te Kohanga Reo National Trust Board (Trust) holds an operative community lease for the group-owned building located at Mountfort Park, 25R Dr Pickering Avenue, Manurewa.

3. The lease commenced on 1 July 2009 and reached final expiry on 30 June 2019. The lease is holding over on a month-by-month basis until terminated or a new lease is granted.

4. The Trust is a Māori development initiative, aimed at maintaining and strengthening Māori language and philosophies within a cultural framework inspired by Māori elders in 1982. The Trust is tasked with the role of kaitiaki (guardians) of Te Kōhanga Reo movement, which has been heralded as the most significant and effective initiative undertaken by Māori to secure their language and tikanga (customs).

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

6. This report recommends that the Manurewa Local Board grant a new community lease to Te Kohanga Reo National Trust Board in accordance with the terms and conditions of the Auckland Council Community Occupancy Guidelines 2012 and the Reserves Act 1977.

7. Iwi engagement has concluded and there were no concerns raised. Public notification will follow subject to Manurewa Local Board’s approval of the recommendation below.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) approve public notification of Auckland Council’s intention to grant a new community lease to Te Kohanga Reo National Trust Board at Mountfort Park, 25R Dr Pickering Avenue, Manurewa as provided in Attachment A

b) delegate to the Manurewa Local Board Chairperson the authority to appoint a hearings panel to consider any submissions or objections received, following the public notification, and for the panel to reach a decision.

c) grant, under Section 73(3) of the Reserves Act 1977, a new community lease to Te Kohanga Reo National Trust Board for the group-owned building comprising 2403 square meters (more or less) located at Mountfort Park, 25R Dr Pickering Avenue, Manurewa (outlined in red on Attachment A) on the land described as Part of Lot 1 Deposited Plan 115625 subject to the following terms:

i) term - 10 years commencing 1 July 2019, with one 10 year right of renewal

ii) final expiry - 30 June 2039

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

iv) all other terms and conditions to be in accordance with Auckland Council’s Community Occupancy Guidelines 2012 and the Reserves Act 1977

d) approve the Te Kohanga Reo National Trust Board Community Outcomes Plan for inclusion as the Third Schedule of the lease which is attached to this report as Attachment B.

Horopaki

Context

8. This report considers the new community lease to Te Kohanga Reo National Trust Board for its building located at Mountfort Park, 25R Dr Pickering Avenue, Manurewa.

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

Land, Building and Lease

10. The Trust holds an operative community lease over its building at Mountfort Park, Manurewa, described as Part of Lot 1 Deposited Plan 115625 comprising a total area of 13.4878 hectares, held in fee simple by Auckland Council as a classified recreation reserve and subject to the Reserves Act 1977.

11. The Trust’s activities are contemplated in the Manukau City Council Sports Management Plan relating to the park and adopted in 2007. Although its activities are not recreation in nature a lease can be granted to the group on recreation reserve under Section 73(3) of the Reserves Act 1977.

12. The area proposed to be leased to the Trust consists of approximately 2403 square meters and is outlined in red on Attachment A.

Te Kohanga Reo National Trust Board (Te Kohanga Reo o Tahuri Mai)

13. The Trust registered as an incorporated society on 4 January 1984 and as a charitable trust on 10 October 2007. The mission of the Trust is the protection of Te Reo Māori (Māori Language), Tikanga Māori (Māori Customs) me ngā Āhuatanga Māori (Māori Characteristics) by targeting the participation of mokopuna (young children) and whānau into the Kōhanga Reo movement. Its vision is to totally immerse Kōhanga mokopuna in Te Reo Māori, Tikanga Māori me ngā Āhuatanga Māori.

14. The Trust adopts a Tuakana/Teina (brother/sister) relationship with other local Kōhanga Reo in which sharing resources, information, as well as personal and strategic plans, helps accommodate the individual needs of each Kōhanga.

15. The Trust supports the local community by accompanying current students and their whānau to whakawhanaungatanga (networking) days held by other schools and organisations in the community in preparation for the Kōhanga students and their whānau transitioning from the Kōhanga into the primary school sector and environment.

16. The operating days and hours are Monday to Friday from 9:00am to 3:00pm. Furthermore, the Trust’s building and facilities are available for hire (when not in use by the Kōhanga and whānau) to help and support initiatives and activities pertaining to the local community, sports club and/or organisations.

17. The Trust has submitted a comprehensive application in support of a new community lease.

Tātaritanga me ngā tohutohu

Analysis and advice

18. The Trust’s new lease application was assessed against the criteria contained in the Community Occupancy Guidelines 2012 and the priorities set by the Manurewa Local Board Plan 2017.

19. Under the guidelines, groups that own their own buildings have an automatic right to re-apply for a new lease at the end of their occupancy term, a right which the Trust is exercising. It is recommended that a new lease be granted to the Trust for a term of 10 years, with one right of renewal for a further term of 10 years, in accordance with the guidelines.

20. Staff have determined that Te Kohanga Reo National Trust Board meets the requirements under the guidelines to qualify for a new community lease as evidenced below. The Trust:

· is registered as a charitable entity

· has complied with the terms of the operative lease

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

· is financially viable and audited accounts show proper accounting records have been kept

· is managed appropriately, as shown by its longevity.

21. The building is owned by the Trust who are responsible for all maintenance within the leased area. A site visit undertaken in June 2019 indicated that the building is well maintained.

22. The Trust has a scheduled maintenance programme in place and intend to make alterations in the near future by extending the kitchen area.

23. A community outcomes plan has been negotiated with the Trust that identifies the benefits the Trust will provide to the community. This will be attached as a schedule to the lease document.

Tauākī whakaaweawe āhuarangi

Climate impact statement

24. The designated impact level of the recommended decision on greenhouse gas emissions falls within the “no impact” category as the proposal continues an existing activity and does not introduce new sources of emissions.

25. Climate change impacts will need to be considered in any future planning for the park as a whole. While the Trust’s area does not sit directly within a flood plain or flooding zone of a 1-in-100 years rainstorm event by river or surface flooding, other areas within the park are within the zones (as shown below).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

26. Staff have obtained input from colleagues in the Community Empowerment Unit. No concerns were raised regarding the new lease to Te Kohanga Reo National Trust Board.

27. The proposed new lease has no identified impact on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

28. The assessment of the application was workshopped with the Manurewa Local Board on 27 June 2019. The local board gave informal support for the proposed new community lease to the Trust.

29. The recommendations in this report fall within local board’s allocated authority to grant leases within local community facilities in line with the Community Occupancy Guidelines 2012.

30. The recommendations within this report support the Manurewa Local Board Plan 2017 outcomes of:

· we treasure our home, our community (Outcome 5).

31. The proposed lease will benefit the local community in enabling initiatives that foster and nurture the teachings of Te Reo Māori, Tikanga Māori me ngā Āhuatanga Māori.

Tauākī whakaaweawe Māori

Māori impact statement

32. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi which are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan, the Unitary Plan and local board plans.

33. An aim of community leasing is to increase targeted support for Māori community development. This proposal seeks to improve access to facilities for all Aucklanders, including Māori living in the Manurewa Local Board area.

34. The Trust promote participation of Māori through local programmes and this will form part of their community outcomes plan commitments.

35. Staff presented the proposed lease at the regional Mana Whenua forum on Wednesday, 25 September 2019, there were no concerns raised by iwi at the forum. To fulfil the statutory requirements, staff emailed iwi representatives on Wednesday, 2 October 2019 allowing 20 working days to respond. There were no objections. Iwi representatives will also have an opportunity to provide feedback during the public notification process.

Ngā ritenga ā-pūtea

Financial implications

36. All costs involved in the preparation of lease documents are borne by Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. Should the Manurewa Local Board resolve not to grant a new community lease to Te Kohanga Reo National Trust Board, it will inhibit the Trust’s ability to undertake its core activities which will have a negative impact on the local board outcomes.

38. Additionally, there is risk in relation to the building passing with the land under the Property Law Act 2007 and Council may be liable for an asset where budget is neither allocated or identified in the Long-term Plan.

39. The new lease affords the Trust security of tenure, enabling them to attend to the scheduled maintenance of its facility. If the lease is not granted, the Trust’s ability to maintain its building will be severely impacted.

40. The Trust’s activity is identified in the reserve management plan and is specifically suited to activate Mountfort Park. A departure from the contemplated plan is likely to reduce the activation and outcomes sought from the space.

Ngā koringa ā-muri

Next steps

41. Subject to the local board’s approval, staff will work with Te Kohanga Reo National Trust Board to finalise the lease documentations.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site Plan	73
b ⇩	Community Outcomes Plan	75

Ngā kaihaina

Signatories

Author

Tai Stirling - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Elected Members Expense Policy 2019

File No.: CP2019/19693

Te take mō te pūrongo

Purpose of the report

1. To present the draft Auckland Council Elected Members’ Expense Policy 2019 and provide for the local board to record its feedback for consideration by the Governing Body.

Whakarāpopototanga matua

Executive summary

2. Each electoral term, the Remuneration Authority (the Authority) requires all councils to adopt an expense policy and forward the adopted policy to the Authority for its approval.

3. The expense policy provides the rules for elected members’ reimbursement for expenses they incur whilst performing their duties. The Authority has set parameters for the following expense reimbursements:

i) communications

ii) mileage

iii) travel time

iv) childcare.

4. The Authority has updated vehicle mileage allowance rates to reflect the new kilometre rates for self-employed people and employees published by the Inland Revenue Department on its website as at 7 June 2019.

5. There is a change to approval processes so that approval for mayor and deputy mayor expenses is now by the chair of the Audit and Risk Committee. There are no other changes to provisions for these expenses.

6. Reimbursement of childcare expenses is a new provision and the council has discretion around how this is applied, within the parameters set by the Authority.

7. In the previous term, a discussion paper about the proposed childcare allowance was published by the Authority and was reported to local boards. Most local boards were generally supportive. Based on that feedback, this report proposes rules for inclusion in the council’s Elected Member Expense Policy 2019.

8. The expenses policy also includes rules for the following, which relate to sensitive expenditure and there are no recommended changes to these rules:

i) travel

ii) accommodation

iii) professional development

iv) hospitality.

9. The draft Auckland Council Elected Members Expense Policy is attached in Attachment A.

10. The council’s Head of Assurance Services has reviewed the draft policy and is satisfied it is in compliance with the Local Government Members (2019/20) Determination and appropriate probity standards.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) provide feedback on the draft Auckland Council Elected Member Expense Policy 2019.

Horopaki

Context

11. The Authority sets remuneration for elected positions in local government annually. It also sets the rules for reimbursement of costs met by members in undertaking their duties.

12. Each electoral term, the Authority requires all councils to adopt an expense policy and forward the adopted policy to the Authority for its approval. The expense policy provides the rules for elected members’ reimbursement for expenses they incur whilst performing their duties.

13. The Authority sets some work-related expenses for elected members:

· the maximum allowances payable by councils to elected members for certain activities, such as transport and communications

· the criteria for and amounts payable to, elected members sitting on resource consent hearings.

14. The current policy was approved in November 2016. The Authority has requested the council provide an Elected Members’ Expense Policy to the Authority for its approval at the beginning of this term.

15. In the previous term the Authority circulated a discussion paper seeking feedback on a proposed childcare allowance. When the Authority issued its formal 2019/20 determination it included the childcare allowance. The Explanatory Memorandum in the Determination includes:

“This year, for the first time, the Authority has introduced a childcare allowance for members who have responsibility for caring for children under the age of 14 years. The allowance is a contribution towards expenses incurred by the member for the provision of childcare while the member is engaged on local authority business. The allowance is capped and is subject to certain conditions outlined in clause 14 of this determination.

Payment of any or all of the allowances is at the discretion of each council. All the allowances included in this determination are reviewed annually.”

16. The actual rule about the childcare allowance in the Determination is:

14 Childcare allowance

(1) A local authority may pay a childcare allowance, in accordance with subclauses (2) and (3), to an eligible member as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business.

(2) A member is eligible to be paid a childcare allowance in respect of childcare provided for a child only if—

(a) the member is a parent or guardian of the child, or is a person who usually has responsibility for the day-to-day care of the child (other than on a temporary basis); and

(b) the child is aged under 14 years of age; and

(c) the childcare is provided by a person who—

(i) is not a family member of the member; and

(ii) does not ordinarily reside with the member; and

(d) the member provides evidence satisfactory to the local authority of the amount paid for childcare.

(3) A local authority must not pay childcare allowances to a member that total more than $6,000 per annum, per child.

(4) In this regulation, family member of the member means—

(a) a spouse, civil union partner, or de facto partner:

(b) a relative, that is, another person connected with the member within 2 degrees of a relationship, whether by blood relationship or by adoption.

17. The other change in the Determination relates to vehicle mileage allowance rates to reflect the new kilometre rates for self-employed people and employees published by the Inland Revenue Department on its website as at 7 June 2019.

Tātaritanga me ngā tohutohu

Analysis and advice

18. The major proposed change to the expense policy is to include a provision for childcare allowance in line with the new provision in the Authority’s Determination.

19. Prior to the Authority including this allowance in its Determination, it circulated a discussion paper for feedback. This was reported to local boards. The submission to the Authority was:

‘Auckland Council supports the Remuneration Authority in addressing this issue which has been raised by members of other councils through submissions to the Authority. The costs of childcare can be a barrier to people with families considering becoming candidates for local government elections. The council commends the authority for recognising such barriers and for acknowledging the need to address them.

The council’s view is that the proposed conditions to be placed in the authority’s determination are reasonable. It is concerned though that the description of the purpose of the allowance is too wide. The proposed wording is:

“A local authority may pay a childcare allowance, in accordance with subclauses (2) and (3), to an eligible member as a contribution towards expenses incurred by the member for childcare provided while the member is engaged on local authority business.”

The phrase “childcare provided while the member is engaged on local authority business” could include childcare that is incidental at the time the member is engaged on local authority. For example, a member may arrange childcare on a regular basis, irrespective of undertaking council duties, and on a particular occasion attends to council business papers while the children are at childcare. There could be uncertainty about whether this is claimable. The council understands that the purpose of the allowance is as a contribution towards the cost of childcare where this is an expense of undertaking council business and suggests that the wording should capture this sense of necessary expense in order to undertake council business.’

20. A summary of local board feedback on the submission is contained in Attachment B. Most local boards endorsed the submission.

21. The submission stated that the payment of a childcare allowance should recognise the additional cost that was caused by attending to council business rather than being paid if childcare was to be provided in any case. In other words, it was to be paid because child-care was caused by attending to council business. This point was not included in the Authority’s final Determination. However, any potential for over-use of the provision is controlled by the imposition of a cap of $6,000 per annum per child.

22. The proposed wording for the childcare allowance in the Expense Policy is:

Childcare allowance

1 Elected members who are the parent, guardian or usually have responsibility for the day to day care of the child may receive the allowance set out in the Remuneration Authority Determination for childcare provided while the member is engaged on local authority business. This is a contribution towards the expense and not intended as a full reimbursement.

2 The childcare allowance may only be claimed for childcare not provided by a family member (spouse, civil union partner or de factor partner or any relative that is connected to the members within 2 degrees of relationship, whether by blood relationship or by adoption) who does not ordinarily reside with the member

3 The allowance is only claimable:

a) for children under the age of 14 years

b) when attending official meetings or workshops of the council

c) only for actual (or part thereof) expenses that have been incurred, net of any subsidies

d) when elected members are not on recess

e) when no other childcare arrangements would normally be made.

4 The allowance rates are as follows:

a) For childcare services provided by a professional registered company, an hourly rate of up to $35 will be accepted with the receipt of a GST invoice

b) For childcare services provided via an informal arrangement, an hourly rate of up to $20 will be accepted with the receipt of an signed invoice or signed log book

c) The total Auckland Council may contribute is $6,000 per annum per child

5 On a case by case basis the General Manager Democracy Services and General Manager Local Board Services may make exceptions to the above provisions within the limits set by the Remuneration Authority.

23. The maximum hourly rates are based on an informal survey of current market rates.

24. Other changes in the draft expense policy are:

i) approvals for the mayor and deputy mayor travel expenses have been changed to the chair of the Audit and Risk Committee, on her recommendation

ii) an added section on health, safety and well-being which includes access to:

· flu vaccinations

· ergonomic assessments

· personal support services (Employment Assistance Programme, manawa rahi and the well-being portal).

25. The council’s Head of Assurance Services has reviewed the draft policy and is satisfied it is in compliance with the Local Government Members (2019/20) Determination and appropriate probity standards.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26. The adoption of the expenses policy is largely an administrative decision. Relevant to climate change is the statement in the policy (6.3): “Auckland Council promotes public transport and cycling as the preferred ways of moving around Auckland. Elected members are expected to use public transport in the first instance but may also use their private car or council vehicles when on council business.”

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. The Authority’s Determination and the Auckland Council Elected Member Expense Policy only affect elected Governing Body and local board members.

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

Local impacts and local board views

28. The feedback from local boards will be reported to the Governing Body when it decides the Auckland Council Elected Member Expense Policy.

Tauākī whakaaweawe Māori

Māori impact statement

29. The childcare allowance recognises that the cost of childcare deters some people from standing for election. The provision of the allowance may encourage more people, including Māori, to consider standing.

Ngā ritenga ā-pūtea

Financial implications

30. The number of Auckland Council elected members who will be eligible to claim this allowance is unknown. LGNZ statistics show that approximately 6 per cent of elected members are 40 years of age or below^{^[1]}. On that basis, the cost to Auckland Council, if 6 percent of members (10 members) claimed the allowance, would be $60,000 (assuming one child each).

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. The expenditure that is the subject of this policy is sensitive expenditure. The policy needs to withstand public scrutiny and where there is discretion there needs to be a conservative approach. Staff believe that the conditions placed on reimbursement and the processes for approval are appropriate in this context.

Ngā koringa ā-muri

Next steps

32. Feedback from all local boards will be reported to the Governing Body when it decides the Auckland Council Elected Members Expense Policy.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Draft Auckland Council Elected Member Expense Policy	83
b ⇩	Summary of local board feedback on the Remuneration Authority’s discussion paper on childcare allowances	101

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Local board governance work management for the 2019-2022 triennium

File No.: CP2019/19154

Te take mō te pūrongo

Purpose of the report

1. To outline the options for efficiently and effectively managing the governance work of the local board for 2019-2022 triennium.

Whakarāpopototanga matua

Executive summary

2. At the end of each triennium the Local Board Services (LBS) department delivers a review of local board work practices, including the organisational support they require and how well they support the boards in their governance role. The 2016-2019 triennium review gathered feedback from local board members, and staff from LBS and other council departments and Council-controlled Organisations (CCOs).

3. In response to the review, this report outlines a recommended approach for local boards to manage their governance workload as follows:

· maintain a key focus on annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings

· appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback on liquor licences and resource consents

· appoint nominated local board members to external organisations.

4. These practices support the local board to undertake their governance role in an efficient and effective way, reflect the priority work of the local board and help the organisation focus its resources. Some of these practices require a decision of the local board, such as specific appointments of local board members, and separate reports cover these recommendations and associated advice.

5. Local boards are also able to identify topic area leads who would act as a champion with the local board on specific topic areas. Leads would focus on work programme activities/ projects within their topic areas and understand relevant community needs and preferences enabling other members to focus their time on other parts of the board’s workload.

6. The review feedback suggests the following advantages for having a full board involved in direction-setting discussions on issues, rather than identifying topic area leads:

· staff are confident that the direction is the view of the whole board rather than one member

· knowledge and information is retained by the full local board rather than one member

· discussions with staff are less likely to enter into management or operational level detail

· it avoids inefficient duplication, when conversations are held between staff and a lead, and then repeated with the full local board.

7. The feedback from the review highlighted that if a board does appoint topic area leads, the risks should be mitigated by providing a clear scope for that role and ensuring it does not lead to inefficiency or adversely affect staff receiving clear direction from the full local board.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) endorse the following approach to effectively and efficiently manage the governance work of the local board for the 2019-2022 triennium:

i) maintain a key focus on annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings

ii) appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback on liquor licences and resource consents

iii) appoint nominated local board members to external organisations.

Horopaki

Context

8. The governance role of an elected member is to:

· set direction and policy

· set priorities

· make significant decisions

· test advice

· monitor performance and risk

· connect with and represent the community

· be accountable to the public.

9. At the end of each triennium the Local Board Services (LBS) department undertakes a review of the work practices of, and organisational support provided for, local boards and how this supports them in their governance role. Previous reviews have noted the progress the organisation has made in supporting the governance role of local boards over the past nine years. Improved support and delivery from the organisation have enabled local board members’ time to be used in a more effective and efficient manner as the governance model has matured.

10. During the 2016-2019 triennium review, feedback was gathered from local board members and staff from LBS and other council departments and council-controlled organisations (CCOs) who work with local boards.

11. Key themes from local board members related to having topic area leads. Both positives and negatives were identified.

12. Key themes from staff were that clear direction is given from the full local board and local board members operate at the governance level. Staff identified both positive and negatives aspects of having topic area leads.

13. The findings from the review have informed the content of this report.

Tātaritanga me ngā tohutohu

Analysis and advice

Work practices supporting the governance role of local boards (recommended approach)

14. There are established work practices in place which support the governance role of local boards as follows:

· Local boards adopt an annual work programme each June for implementation by the council organisation in the next financial year (July-June). Local boards maintain a key focus on these annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings.

· Local boards appoint a nominated local board member who will be consulted on landowner consents and events by staff carrying out their delegations. Local boards can also appoint a nominated local board member to provide feedback and attend hearings on liquor licences and notified resource consents to ensure that local board views are taken into account in these timebound processes. These appointments are made via a separate report.

· Local boards appoint nominated local board members to external organisations (via separate report) to exercise their role in the external organisation as per the relevant constitution on behalf of the local board.

15. Together these practices constitute the recommended approach for managing the governance work of the local board for the 2019-2022 triennium, reflect the priority work of the local board and are the focus of the organisation’s staff and resources.

16. This approach allows all members to have an overview and collective understanding of work programme matters, and for the whole local board to be able to provide direction to staff and track performance and delivery throughout the financial year. It also enables collective discussions that utilise individual member’s skills and knowledge and ensures elected member and staff time are used effectively and efficiently.

17. Transparency to the public is ensured by local board decisions occurring through the formal business meeting process with associated standing orders.

Optional addition: Topic area leads (not recommended)

18. An optional addition to the recommended approach is that the local board identifies topic area leads. Leads would:

· act as a champion for the topic area in full local board conversations

· focus on work programme activities / projects within their topic area

· maintain relationships with key stakeholders

· understand relevant community needs and preferences.

19. Leads may also:

· be appointed as the nominated local board member to provide feedback on behalf of the board on relevant matters (e.g. landowner consents) and appointed to related external organisations

· undertake learning and development opportunities and attend conferences (using their individual development budget provided as part of the Kura Kāwana development programme) relevant to the topic area

· highlight relevant issues and emerging priorities during local board plan and work programme development

· act as a key contact for community groups and members of the public on the topic area.

20. Topic area leads would enable individual local board members to use existing or build new knowledge and expertise in the topic area and enable other members to focus their time on other parts of the governance workload.

21. Should the local board identify topic area leads, there are the following risks to consider:

· a member may provide direction or views which do not reflect those of the full local board

· staff may seek direction from a topic area lead instead of the full local board, or seek direction from a topic area lead prior to the full local board, resulting in duplication of work

· key knowledge and information on a topic may be retained with the topic area lead and not shared with the whole local board

· a topic area lead may enter into discussions at the management or operational level if meeting regularly with staff without a clear governance purpose for the discussion.

22. These risks can be addressed by:

· using the workshop process as the mechanism for all local board members to receive updates and provide governance direction on approved work programme projects

· clarifying the limited resources available to any topic area lead.

23. Staff resourcing is focussed on work programme development and delivery, along with advice to support workshops and business meetings. Topic area leads can be supported by staff to undertake the following responsibilities:

· when issues arise at a full board workshop, the lead can be directed to meet with staff on that issue and explore solutions; staff would report back to the full board for direction, and the lead can assist with explanation and support during that discussion

· develop local board feedback on regional policies, plans and strategies relevant to the topic area, for full local board approval

· respond to constituent enquiries relevant to the topic area

· report back to the local board at workshops, and publicly via board member reports at business meetings, on the activities undertaken as the topic area lead.

24. If a local board does want to appoint topic area leads, it may wish to consider identifying alternates. The role of the alternate would be to support the topic area lead in their responsibilities and undertake any roles the lead has been formally appointed by the whole board when the lead is unavailable. Having an alternate means that the information, knowledge, skills and workload can be shared by more than one member, but it could also lead to confusion between the two roles where the alternate acts as a co-lead.

25. If a local board’s preference is to appoint topic area leads, this will require a local board decision via a resolution to this report.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26. This report is procedural in nature so does not have direct climate impacts. However, a key focus for the council in the current term will be how it responds to the climate emergency and this may be a consideration for how local boards manage their governance work.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. Feedback was gathered from staff from the LBS department, and other departments and CCOs who work with local boards, about practices to manage the local board governance work through the 2016-2019 triennium review.

28. The practices used by a local board to manage their governance work can impact on the efficiency of staff engagement with members. Some variation in practices is required to reflect local differences, but overall large differences in work practices is challenging and consistency is beneficial.

29. In light of this, Local Board Services has provided consistent advice and recommendations on work practices to all local boards to consider when making decisions on how they will manage their governance work for the 2016-2019 triennium.

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

Local impacts and local board views

30. Feedback was gathered from local board members about practices to manage local board governance work through the 2016-2019 triennium review. This included: a workshop attended by 13 local board members from 10 local boards; and a survey to all members, with responses provided by 29 members, from 13 local boards.

31. The practices used by a local board to manage their governance work can impact efficiency and effectiveness of engagement with communities and the opportunities that members have to provide local leadership beyond the formal decision-making process.

32. The topic of managing the governance work of the local board was discussed at a workshop on 7 and 14 November 2019, as part of the Manurewa Local Board induction programme for the 2019-2022 triennium. The board’s preference is to appoint topic area leads.

Tauākī whakaaweawe Māori

Māori impact statement

33. This decision is procedural in nature so does not have immediate impacts on Māori.

Ngā ritenga ā-pūtea

Financial implications

34. This decision is procedural in nature so does not have any financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. The risks and mitigations of having topic area leads are outlined in the ‘Analysis and Advice’ section of this report.

36. Risks relating to any specific decision required for the work practices that form the recommended approach are outlined in the respective separate reports relating to those decisions.

Ngā koringa ā-muri

Next steps

37. Staff from the Local Board Services department will work with staff from other departments and CCOs to ensure the practices of the local board are implemented.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Emma Reed - Local Board Advisor

Authorisers

Louise Mason – GM Local Board Services

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Local board appointments and delegations for the 2019-2022 electoral term

File No.: CP2019/19155

Te take mō te pūrongo

Purpose of the report

1. To recommend that the Manurewa Local Board appoints a local board member to:

· be the nominated local board member for landowner consents (including affected party approvals)

· be the nominated local board member for film applications

· be the nominated local board member for events

· provide formal reports on liquor licence applications and attendance at hearings

· provide formal views on whether a resource consent should proceed as a non-notified, limited notified or fully notified application

· provide formal views (feedback) on notified resource consents and attend the council hearings.

Whakarāpopototanga matua

Executive summary

2. In order to enable effective and efficient decision-making, the council delegates some responsibilities to staff or individual elected members. This report seeks to appoint nominated local board members who will be consulted on landowner consents and events, and who will provide feedback on liquor licences and resource consents.

3. If local boards choose not to appoint a nominated board member for landowner consents staff will consult with the local board chairperson, as outlined in the Local Board Delegation Protocols.

4. District Licensing Committees consider, and grant or renew applications for liquor licences and manager certificates. These applications are publicly notified and local boards can provide views on an application to the District Licensing Committee. A delegation to a nominated local board member is recommended to allow local boards to provide formal views as part of the liquor licensing process.

5. Local boards can provide feedback on whether resource consent applications should be publicly notified. Local boards can also provide written feedback once the applications are notified and can subsequently speak to their feedback to support their views at the council hearing. A delegation to a nominated local board member is recommended.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) appoint a local board member and a local board member, as an alternate, the nominated local board member for landowner consents and authorise them to:

i) be the point of consultation for staff on all applications for landowner consent and, at their discretion, refer any application for landowner consent to the local board for a local board decision, and

ii) to be the point of consultation for staff on proposed asset renewal works and, at their discretion, refer any proposed asset renewal works to the local board for a local board decision

iii) receive staff notifications of areas that may involve reputational, financial, performance or political risk.

b) appoint a local board member and a local board member, as an alternate, the nominated local board member for events and authorises them to receive staff notifications of areas that may involve reputational, financial, performance or political risk

c) delegate to a local board member and a local board member, as an alternate, the authority to prepare and provide local board views and speak to those local board views at any hearings on applications for liquor licences

d) delegate to a local board member and a local board member, as an alternate, the authority to provide the local board views on whether a resource consent should proceed as a non-notified, limited notified or fully notified application

e) delegate to a local board member and a local board member, as an alternate, the authority to prepare and provide local board views and speak to those local board views at any hearings on notified resource consents.

Horopaki

Context

Background

6. Decision-making within Auckland Council is shared between the Governing Body and local boards. Local boards have made a general delegation to the Chief Executive of all of their responsibilities, duties and powers subject to the exclusions, restrictions and clarifications set out in the Chief Executive’s Delegations Register. The Chief Executive has in turn delegated those responsibilities, duties and powers to staff. The exercise of those responsibilities, duties and powers is subject to a set of delegation protocols. These protocols provide a set of expectations and directions to staff and require a number of actions that are relevant to all local activities. These delegations help Auckland Council to operate efficiently and effectively.

7. In some cases, delegations are given to individual local board members, usually due to short timeframes constrained by operational requirements, customer expectations and deadlines set by statute. Having a delegation in place to one local board member helps to ensure that council can continue to undertake its normal business practices without undue delays.

8. Local boards have allocated responsibility for decision-making with respect to local parks and have delegated landowner consent decisions to staff subject to a number of delegation protocols. The delegation protocols require that the nominated local board member is consulted on every landowner consent. Landowner consents encompass a broad range of activities, including affected party approvals, filming and events. Local boards are also able to provide their formal views in a report at liquor licence hearings.

9. Under the Local Government (Auckland Council) Act 2009 the Governing Body must consider any views and preferences expressed by a local board, where a Governing Body decision affects or may affect the responsibilities or operation of the local board or the well-being of communities within its local board area. Local boards’ ability to provide local views can be affected because of statutory timeframes or external agency deadlines. Delegating authority for providing local board views to individual members provides local boards the opportunity to give local views within prescribed timeframes.

Tātaritanga me ngā tohutohu

Analysis and advice

Landowner consents

10. Under Auckland Council’s Combined Chief Executive Delegations Register, council staff are delegated authority to approve landowner consents on behalf of local boards. This delegation is subject to the Local Board Delegations Protocols. These protocols require that before exercising their delegations, staff must consult with a nominated local board member for landowner consents. If required, by the nominated local board member, the staff member must refer the landowner consent decision to a local board business meeting for a decision.

11. It is therefore recommended that the local board appoint a nominated local board member for landowner consents to enable staff to exercise their delegation.

Landowner consents for filming

12. Screen Auckland (Auckland Tourism, Events and Economic Development) processes requests for filming in the Auckland Region, and seeks landowner consent from local boards. Over 600 permits are granted each year, with the largest number of permits being granted in Waitematā, Wāitakere Ranges and Rodney Local Board areas.

13. Screen Auckland must process the applications within three to five working days, and therefore require feedback from local boards within two working days. These timeframes are short because filming activities often have a fast turnaround for productions from concept to delivery. To keep filming in Auckland, in a competitive international market, film crews often have to work within short timeframes.

14. Due to the extremely short timeframes for film applications, where local boards have a large number of filming applications, it may be beneficial for this subset of landowner consents to be referred to a different nominated local board member, to manage workloads.

Events

15. Under the Local Board Delegations Protocols staff must consult with and obtain the views of the nominated local board member on:

· applications to hold events on council-owned land in the local board area that require regulatory approval and involve one or more of the following matters:

o complete or substantial closure of the public open space

o more than 500 people

o road closure

o liquor

o ticketed event.

· Any regulatory decision to set fees and charges for holding local events on council-owned local parks and reserve (and refer the matter to the local board to obtain local board views and input where required by the delegated local board member).

· Staff are also required to notify the nominated local board member of:

o areas that may involve reputational, financial, performance or political risk

o decisions to approve events on council owned land in the local board area.

16. The appointment of a nominated local board member for events is therefore recommended to enable staff to exercise their delegation.

17. Under the Local Board Delegations Protocols landowner consent is also required for all event proposals on local parks. To avoid double-handling of applications, it is recommended that the local board member nominated for events is the same as that local board member nominated for landowner consents.

Formal submissions at liquor licence hearings

18. District Licensing Committees consider, and grant or renew applications for liquor licences and manager’s certificates. When a business applies for an on-licence, off-licence, or club licence, new or renewed, they are publicly notified. On 25 September 2014, the Governing Body (GB/2014/103) agreed to a process where local boards can provide views on an application in a report to the District Licensing Committee. If the District Licensing Committee considers that the local board’s report has raised issues that it needs to hear more about, it can call a hearing and invite the local board to appear and talk to its report and respond to questions as a witness.

19. Once the public notice has been posted online, the local board has 15 working days to provide their report to the council.

20. This report recommends a delegation to a nominated local board member to allow local boards to provide formal views as part of the liquor licensing process.

Notified resource consents

21. Local boards can provide feedback, within the statutory timeframes, on whether resource consent applications should be publicly notified. This was resolved by the Governing Body on 28 July 2011 (GB/2011/156). Resource consent planners email the planning lead copies of applications that meet the triggers set by the local boards (last reviewed in 2017). The planning leads have three working days to provide comment on the matter of whether the application should be publicly notified or limited notified to particular persons who may be adversely affected by the proposal. Where comments are provided, these are included verbatim as part of the reporting planner’s notification report to the decision-maker.

22. Local boards can also provide written feedback once resource consent applications have been notified. Written feedback needs to be provided prior to the submission closing date (usually 20 working days after public notification). Local boards can subsequently speak to their feedback to support their views at any hearing.

23. This report recommends a planning lead for each local board to provide the local board’s formal views on whether or not resource consents should be notified or limited notified and to provide written feedback on notified applications and speak on the local board’s behalf at the council hearing.

Options considered

24. Options available for local boards to input into landowner consents, events, planning processes and liquor licences have been summarised in Tables 1 and 2.

25. It is recommended that local boards select both a nominated local board member and an alternate. The alternate is available to act when the nominated local board member is unable to act (eg leave of absence, illness) and has agreed (via written communication) that the alternate take the role of nominated local board member for a specified time period.

26. We recommend that local boards appoint one nominated local board member (and alternate). Appointing more than one nominated local board member increases administration for staff and can create unnecessary confusion where local board members provide differing views to staff.

Nominated local board members under the Local Board Delegations Protocol

27. The preferred option is that a nominated local board member is appointed for landowner consents and events (option two in Table 1). This option is preferred because it aligns with council’s existing delegations and local board delegation protocols and allows for council to undertake core business in a timely manner. There is reputational risk to council if it is unable to administer landowner consents in a timely manner.

Table 1: Options for local boards to address requirement for nominated local board members under the Local Board Delegations Protocol for landowner consents and events

Options

Pros

Cons

1. There are no nominated local board members and staff must consult with the local board chairperson as a primary point of contact

· The local board chairperson will become the subject matter expert for the local board on landowner approvals and events

· Local boards can provide their views in a timely way that better meets organisational deadlines

· The local board chairperson’s work-load will be increased

· Decisions are not made by the full local board

· Decisions are not made at a public meeting

2. Nominated local board members appointed for landowner consents and events (preferred option)

· The nominated local board member will become subject matter expert for local board on topic they are nominated for

· Local boards can provide their views in a timely way that better meets organisational deadlines

· Decisions are not made by the full local board

· Decisions made under delegation are not made at a public meeting

Notified applications (resource consents and liquor licences)

28. Local boards normally provide their formal views at business meetings (option two in Table 2). Because local board reporting timeframes do not usually align with process and statutory timeframes outlined above, in most instances reporting at a business meeting will not be a viable option. Providing a delegation to one local board member and one alternate (option three in Table 2) is considered the most efficient way of providing formal views for the matters discussed in this report.

Table 2: Options for local boards to provide their formal views on notification of resource consents and liquor licences

Options	Pros	Cons
1. No formal local board views are provided		· Local board views will not be considered by the hearing commissioners
2. Formal local board views are provided at a business meeting	· All local board members contribute to the local board view · Provides transparent decision making	· Local board meeting schedules and agenda deadlines are unlikely to align with statutory deadlines imposed by the planning process
3. Formal local board views are provided by way of delegation to one local board member for all applications (preferred option)	· Nominated local board member will become subject matter expert for local board on topic they are nominated for · Local boards can provide their views in a timely way that meets statutory deadlines · Any feedback can be reported back to the local board	· Decisions are not made by the full local board · Decisions made under delegation are not made at a public meeting (decisions are made public once submitted via the planning process)

Tauākī whakaaweawe āhuarangi

Climate impact statement

29. These decisions are procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

30. This report recommends the appointment of nominated local board members to ensure that council can undertake its operational and statutory duties in a timely manner, while receiving local board input and decision-making in matters that are of local importance.

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

Local impacts and local board views

31. This report seeks to appoint nominated board members to perform particular functions.

32. Any local board member who is appointed as a nominated board member should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori

Māori impact statement

33. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.

Ngā ritenga ā-pūtea

Financial implications

34. A decision of this procedural nature is not considered to have financial implications on Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. If local boards choose not to appoint a nominated board member for landowner consents (including film applications) and events, staff will need to seek feedback from the chairperson. This could potentially lead to a busy workload for the local board chairperson, in addition to their existing duties.

36. If local boards choose not to delegate to provide views on notified applications, there is a risk that they will not be able to provide formal views prior to submission closing dates and miss the opportunity to have their feedback presented and heard at a hearing.

37. If local boards choose not to delegate to provide their views on liquor licences, there is a risk that they will not be able to provide formal views prior to closings dates for submissions not coinciding with political meetings.

Ngā koringa ā-muri

Next steps

38. Nominated local board members providing feedback on landowner consents and events will engage with staff acting in accordance with the Local Board Delegation Protocols.

39. Training for local board members will be offered on the Resource Management Act 1991 and the preparation of effective feedback for applications notified as part of a Resource Management Act 1991 process.

40. Nominated local board members (and alternates) who are delegated to provide reports and speak at District Licensing Committee Hearings should sign-up to receive alcohol notices. This will ensure that they hear about new applications as soon as they are open for comment.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Carol Stewart - Senior Policy Advisor

Authorisers

Louise Mason - GM Local Board Services

Sarah McGhee - Acting Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Appointment of local board members to external community organisations and representatives for various council initiatives

File No.: CP2019/19156

Te take mō te pūrongo

Purpose of the report

1. To appoint local board members to external community organisations and representatives for various council initiatives relevant to the Manurewa Local Board area.

Whakarāpopototanga matua

Executive summary

2. Elected members participate as representatives of the local board on a number of external community organisations.

3. The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the board on those external organisations for the 2019-2022 triennium.

4. In addition, there are a small number of appointments due to legislation or the terms in a deed that are the responsibility of the Governing Body, but because the relationship between the council and the organisation is local, the Governing Body has delegated its responsibility to nominate an elected member to the relevant local board.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) appoint local board members to external community organisations and representatives for various council initiatives for the 2019-2022 triennium.

Horopaki

Context

5. A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.

6. At the commencement of each triennium, the Governing Body and local boards recommend appointments to external organisations.

7. As local board representatives, the nominated members represent the board, not in a personal capacity. Board members will provide updates at local board meetings to keep the board regularly informed of discussions and decisions made of their activities unless good reasons exist for confidentiality. These updates are in the form of business meeting reports which maintain public transparency.

8. The reasons for elected member participation in external organisations can be described in a number of ways:

· a trust deed, that requires Auckland Council to make an appointment to an organisation

· an organisation of interest to the local board is inviting elected member representation at its meetings

· associations entered into by the council which provide for elected member representation

· organisation governance, or project or programme oversight, such as regional or local parks management groups

· a statutory or regulatory provision (for example a regulation providing for a community liaison committee)

· a resource consent requiring the formation of a committee or hearing panel.

9. In making decisions about these appointments, it is suggested that the local board is mindful of:

· the elected members’ availability

· any conflict of interests, including whether the local board provides funding to the entity

· relevance

· historical relationship with the organisation and Auckland Council.

10. Members are delegated in their capacity as elected local board members. Should they no longer be a local board member, their nominations would be automatically repealed.

11. Board members may be part of any organisation in their private capacity and are encouraged to disclose memberships to external organisations in the conflict of interest register.

Tātaritanga me ngā tohutohu

Analysis and advice

Relevant external organisations

12. The details of the organisations relevant to the local board are detailed below.

Manurewa Business Improvement District and Wiri Business Improvement District

13. There are 48 Business Improvement District Partnership Programmes operating within the Auckland region. There are two local business associations or Business Improvement Districts (BID) in the Manurewa Local Board area.

14. The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme. The local board will work with the business associations to align the direction for the BID programme and local priorities expressed in the Manurewa Local Board Plan. The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives.

15. The business association may invite the appointed member onto the BID Governance Board or Executive Committee. The discretion on whether this member has voting rights will lie with the business association under the rules of their constitution.

16. The Manurewa and Wiri BIDs meet on a monthly basis.

17. The previous local board representative for the Manurewa Business Improvement District was Sarah Colcord with Stella Cattle as alternate. The previous local board representative for the Wiri Business Improvement District was Dave Pizzini with Angela Dalton as alternate.

18. It is recommended that the local board appoints a local board member and an alternate on each business association to represent the local board regarding all matters relating to the business association.

Aircraft Noise Community Consultative Group

19. The Aircraft Noise Community Consultative Group (ANCCG) was set up under the conditions of Auckland Airport’s designation in the Manukau Operative District Plan. It is an independently chaired group that makes recommendations to Auckland Airport on aircraft noise issues and concerns that arise from the airport’s operations and activities.

20. Membership of the group comprise an Auckland Council Governing Body representative, 12 local board representatives, and representatives from industry, mana whenua, the community, Airways, Board of Airline Representatives of New Zealand and Auckland International Airport Limited.

21. The group meets quarterly between 1pm to 3pm. The next meeting of the group has set for 9 December 2019.

22. The previous local board representative was Stella Cattle with Rangi McLean as alternate.

23. The local board is asked to appoint one member (and an alternate) to the Aircraft Noise Community Consultative Group.

Citizens Advice Bureau (CAB) Manurewa Management Committee

24. Each Citizens Advice Bureau (CAB) is an incorporated not for profit organisation, operated by local community volunteers. Each bureau has a Management Board of elected volunteers who plan, govern and promote their CAB.

25. The local board member’s role would be as a point of contact for the CAB to liaise with the local board.

26. The previous local board representatives were Stella Cattle with Sarah Colcord as the alternate.

27. The local board is asked to appoint one member (and an alternate) to the CAB Manurewa Management Committee.

Community Liaison Committee Whakatakapokai (Northern (Weymouth) Residential Centre)

28. Whakatakapokai (Northern (Weymouth) Residential Centre) is a care and protection residence located in Auckland which provides care for up to 20 children and young people aged from 10–16 years.

29. Whakatakapokai’s purpose is to provide a safe and secure residential care to:

· support tamariki, whanau and victims

· restore mana

· reduce reoffending.

30. The local board member’s role would be a liaison point to discuss issues, trends, concerns and assist at a local body political level if possible.

31. The community liaison committee meets quarterly at Whakatakapokai Care and Protection, 400 Weymouth Road, Manurewa.

32. The previous local board representatives were Angela Cunningham-Marino with Rangi McLean as the alternate.

33. The local board is asked to appoint one member (and an alternate) to the Community Liaison Committee Whakatakapokai (Northern (Weymouth) Residential Centre).

Community Liaison Committee Korowai Manaaki Youth Justice Northern

34. The Korowai Manaaki Youth Justice Northern residence is a safe and secure place when young people have been placed into the care of Oranga Tamariki – Ministry for Children and cannot live in the community for a while.

35. Korowai Manaaki’s role is to also provide a supportive environment where young people can get their lives back on track and improve their prospects for the future.

36. Korowai Manaaki currently provides care for up to 46 young people aged between 14 and 17 years old.

37. The local board member’s role would be a liaison point to discuss issues, trends, concerns and assist at a local body political level if needed.

38. The Community Liaison Committee Korowai Manaaki Youth Justice Northern meets quarterly at 24 Kiwi Tamaki Rd, Wiri.

39. The previous local board representatives were Angela Cunningham-Marino with Rangi McLean as the alternate.

40. The local board is asked to appoint one member (and an alternate) to the Community Liaison Committee Korowai Manaaki Youth Justice Northern.

Friends of the Auckland Botanic Gardens Incorporated

41. Friends of the Auckland Botanic Gardens was formed in 1983 by people interested in promoting and supporting the development of the Auckland Botanic Gardens. The Friends is a 'non-profit' organisation with over 400 members enjoying the Botanic Garden’s programme of events. Members are encouraged to volunteer their time or expertise to support the Friends or to do volunteer work at the Gardens.

42. The local board member’s role is a liaison role, that is, a point of contact to talk through issues and champion concerns at a political level if required.

43. The trust meets on occasion when approval is needed for any expenditure over $15,000.

44. The previous local board representatives were Stella Cattle with Angela Cunningham-Marino as the alternate.

45. The local board is asked to appoint one member (and an alternate) to the Friends of the Auckland Botanic Gardens Incorporated.

Kohuora Auckland South Corrections Facility Community Impact Forum

46. The purpose of the Community Impact Forum (CIF) is to provide a forum for community and stakeholder involvement through which any issues of community interest or concern can be raised and responded to. The key focus for the CIF is to consider the effects of the Kohuora Auckland South Corrections Facility and Auckland Region Women’s Corrections Facility on the community.

47. The Community Impact Forum meeting is held at Auckland South Corrections Facility (Community Building outside the wire), 21 Kiwi Tamaki Rd, Wiri.

48. The previous local boards representative was Dave Pizzini with Rangi McLean as alternate.

49. The local board is asked to appoint one member (and an alternate) to the Community Impact Forum for the Kohuora Auckland South Corrections Facility.

Kohuora Auckland South Corrections Facility Social Impact Fund Allocation Committee

50. The Social Impact Fund Allocation Committee is administered by the Department of Corrections. Its purpose is to allocate, review and oversee the social impact fund. The Minister of Corrections makes $250,000 available annually to avoid, remedy or mitigate identified social and cultural effects directly attributable to the Kohuora Auckland South Corrections Facility (ASCF) and Auckland Region Women’s Corrections Facility (ARWCF). Any unused allocation accumulates to a maximum of $500,000.

51. Each triennium Auckland Council must appoint two representatives to the Kohuora Auckland South Corrections Facility Social Impact Fund Allocation Committee.

52. In the past the Governing Body delegated the appointment of the two Auckland Council representatives to an ad-hoc subcommittee comprising of the chair or deputy chairs of the Manurewa, Papakura, Ōtara-Papatoetoe and Māngere-Ōtāhuhu Local Boards and up to two councillors from the southern wards. The Independent Māori Statutory Board were also able to make two appointments to the subcommittee.

53. The previous local boards representatives were Angela Dalton with Rangi McLean as alternate.

54. The board is being asked to nominate its preferred candidate for consideration for the two Auckland Council representative roles on the Social Impact Fund Allocation Committee.

Council Initiatives

The Southern Initiative Joint Steering Group

55. The Southern Initiative (TSI) is a one of two big place-based initiatives in the Auckland Plan. The purpose of TSI is to plan and deliver a long-term, 30-year programme of coordinated investment and action that transforms and uplifts communities in South Auckland.

56. The purpose of the Sothern Initiative Joint Steering Group is to provide strategic oversight and direction to the development and implementation of the TSI work programme. The group also provides strategic advice on TSI to the organization and relevant governing body committee/s.

57. Meetings are held monthly and the board’s previous representative was Sarah Colcord with Rangi McLean as alternate.

Māori Input into local board decision-making

58. Māori input into local board decision-making political steering group (1 representative) – meetings were held monthly.

59. The previous representative was Rangi McLean.

One Local Initiative War Memorial Park Steering Group

60. One Local Initiative War Memorial Park Steering Group meets as required.

Manukau Harbour Forum

61. The Manukau Harbour Forum has a membership of the nine local boards that bound the Manukau Harbour.

62. The Manukau Harbour Forum vision is:

“The Manukau Harbour is recognised and valued as a significant cultural, ecological and economic asset, and through integrated management has a rich and diverse marine and terrestrial environment that is able to be enjoyed by all.”

63. The Manukau Harbour Forum meets monthly.

Puhinui Regeneration Project Steering Group

64. The Puhinui Regeneration Project Steering Group consists of representatives from local government, central government and Mana Whenua.

65. The project will create a beautiful backyard for the people of Manukau with more green spaces for children to play in, hear bird life and enjoy nature.

66. The groups next meeting is on 18 December 2019.

Manurewa Local Board Rangatahi Youth Scholarships Panel

67. The local board has approved $25,000 in the 2019/2020 work programme for Rangatahi Youth Scholarships.

68. The previous panel membership was the full board. The panel also included the Manurewa Youth Council Chairperson (or nominee) and the Manurewa Youth Council Deputy Chairperson (or nominee).

Lifelong Learning Funding Scheme Assessment Panel

69. The local board has approved $15,000 in the 2019/2020 work programme for Life Long learning for seniors in Manurewa.

70. The previous panel membership was the full board.

Volunteer Awards Panel

71. The board undertake a biennial volunteer awards ceremony to acknowledge the work of volunteers in the community.

72. The previous panel membership was the full board.

Tauākī whakaaweawe āhuarangi

Climate impact statement

73. This decision is procedural in nature and any climate impacts will be negligible.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

74. This report enables Auckland Council to meet its requirements or duties to have representation on external community organisations.

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

Local impacts and local board views

75. This report seeks the local board’s decision on representatives to external community organisations relevant to the local board area.

76. The topic of appointing local board members to external organisations and various council initiatives was discussed at a workshop on 7 and 14 November 2019, as part of the Manurewa Local Board induction programme for the 2019-2022 triennium.

77. Tauākī whakaaweawe Māori

Māori impact statement

78. This report has no specific impact on Māori. It covers appointments of local board members to external organisations and community networks to represent the view of local communities, including Māori communities.

Ngā ritenga ā-pūtea

Financial implications

79. There are no financial implications as a result of this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

80. Local board members may be part of any organisation in their private capacity. They are encouraged to disclose memberships of external organisations in the conflict of interest register.

Ngā koringa ā-muri

Next steps

81. Local Board Services staff will inform each external organisation of the name of the local board appointment. They will also inform the local board representative of the meeting time, date and location.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Carol Stewart - Senior Policy Advisor

Authorisers

Louise Mason - GM Local Board Services

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Process for appointment of Local Government New Zealand National Council representative

File No.: CP2019/19157

Te take mō te pūrongo

Purpose of the report

1. To approve the process for making the local board representative appointment to the Local Government New Zealand (LGNZ) National Council and inform elected members of changes to the LGNZ rules.

Whakarāpopototanga matua

Executive summary

2. Local Government New Zealand (LGNZ) amended its rules at its Annual General Meeting on 7 July 2019 and these were confirmed at a meeting of the LGNZ National Council in September. There are some key changes affecting Auckland.

3. There are now three dedicated seats on the LGNZ National Council for Auckland Council representatives. These will be filled by the Mayor of Auckland (or his alternate) and representatives to be appointed by local boards and the Governing Body. The LGNZ rules require these appointments to be made within eight weeks of the triennial local government elections.

4. This report outlines a process to appoint the local boards representative. Nominations will be open to all local board elected members and this can be done in mid-end November. Local boards are being asked to delegate authority to select the representative by nominating one of its members, preferably the chairperson, to be part of a local board selection panel. This process will enable the representative to be appointed as quickly as possible.

5. The LGNZ rules now excludes Auckland from LGNZ Zone 1. Although not officially a member of an LGNZ zone group, the expectation is that Auckland Council schedules regular meetings with the president and chief executive (or their representatives) of LGNZ and organise itself as if it were a zone group. These meetings could be co-chaired by the councillor and local board member who are appointed to the LGNZ National Council.

6. Other arrangements such as the sector-based groups remain unchanged. Auckland Council is eligible to be a member of the Metropolitan and Regional Groups and the Governing Body will be asked to select representatives to these groups.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) note the amended Local Government New Zealand (LGNZ) rules

b) endorse Option A (selection panel made up of representatives from each local board) as the process for appointing the local board representative to the LGNZ National Council

c) delegate to the chairperson to be part of the selection panel to appoint the local board representative to the LGNZ National Council

d) agree in principle to two annual meetings of Auckland Council and LGNZ (or their representatives), with the arrangements to be decided by the three Auckland Council representatives to the LGNZ National Council and staff.

e) endorse the proposal that the meetings of the Auckland Council/LGNZ meetings be co-chaired by the Governing Body and local board representatives appointed to the LGNZ National Council.

Horopaki

Context

Local Government New Zealand (LGNZ)

7. LGNZ is an incorporated society (New Zealand Local Government Association Inc) which represents the national interests of councils around New Zealand and leads best practice in the local government sector.

8. The objectives of LGNZ include promoting and advocating matters affecting the national interests of local government. LGNZ holds regular dialogue with government, parliamentarians and government agencies and provides thought leadership and research on matters of interest to local authorities.

9. LGNZ is governed by a national council made up of members elected to represent geographic zones, representatives of various sector groups, Chair of Te Maruata (LGNZ’s national collective of Māori in local government governance roles), the President and three seats reserved for representatives of Auckland Council.

10. The establishment of dedicated Auckland seats were made as part of amendments to the LGNZ Rules agreed at its AGM in July 2019 (available online). The amended rules stipulate that the composition of the National Council will include the Mayor of Auckland (or an alternate) and two further persons: one to represent the Governing Body and one to represent local boards. The appointments are for three years.

11. LGNZ members are organized in zones and sectors generally. These zones and sectors make appointments to the National Council, provide advice on issues affecting their geographical or sector areas and provide information to their members.

12. Auckland Council is no longer a member of any zone group. Due to its size and governance structure, it is expected that the council will organise itself as if it were a zone.

13. The amendments did not change arrangements for sector groups. Auckland Council remains eligible to be a member of the Metro Sector Group and the Regional Sector Groups. The Governing Body usually appoints Auckland Council’s representatives to these groups and will be asked to do so again.

14. Auckland Council’s benefits from its interactions with LGNZ include keeping abreast of national issues affecting local government, advocating for and influencing local government issues on the national agenda and providing a forum where elected representatives connect and network with their peers from across the country.

Tātaritanga me ngā tohutohu

Analysis and advice

Appointment of local board representative to LGNZ National Council

15. The appointment of a local board representative will need to be decided by local boards. This is outlined in LGNZ Rule E1A “(b) one person appointed by Auckland Council local boards, from Elected members of the local boards”.

16. The restricted timeframes (eight weeks from start of the term) requires an agile selection process. Staff considered several options and recommend Option A as detailed in the following table:

Process for selection of local board representative to the LGNZ National Council

Option

Process

Details of process

Selection panel made up of representatives from each local board

· Each local board delegates authority to one of their members to be part of a selection panel.

· The selection panel can be called to meet once all candidates are confirmed and they will agree the voting system to be used.

· One vote per local board is considered a fair way to select a single representative for all 21 local boards.

· Members can utilise an existing meeting to get the selection panel together (such as the Chair’s Forum).

· Process can start in mid-November with a two-week nomination period.

Reports to local boards seeking decision/preference (may require urgent decisions)

· This would involve seeking a vote/preference from each local board through a formal report and resolution.

· The report can only be produced once nominations have closed and the candidates list is available – this will delay the report to early December.

· Where there is a tie between candidates based on local board votes, staff will need to be delegated authority to resolve the candidate by lot or go back to local boards for a decision.

· This process is unlikely to produce an agreed appointment in a timely fashion.

17. Staff also considered the option of a popular vote of all local board members. This would involve setting up an online voting system, where each local board member would have one vote. However, this option may not comply with the LGNZ Rules which anticipates a selection by local boards rather than by individual members.

18. The recommended Option A will enable a fair process by giving each local board a vote and an opportunity for their representatives to properly consider each nominee. This selection can take place at the planned meeting of the Chairs’ Forum on 9 December 2019 to avoid arranging an additional meeting.

Nominations for the local board representative

19. The LGNZ anticipates that all local board elected members are eligible to be a candidate for the LGNZ National Council. The nominations process will therefore need to allow self-nominations.

20. To facilitate this process in the timeframes required, staff will call for nominations on Friday 15 November and will allow a two-week period closing on 29 November 2019.

Auckland Council / LGNZ meetings

21. The role of a zone includes receiving reports from LGNZ about matters of national interest to local authorities and communicating to LGNZ the issues and concerns. The key item of interest at Zone meetings is the national update from LGNZ. The president and chief executive of LGNZ (or their representatives) attend to present the update.

22. Auckland Council could continue to meet with the president and chief executive (or their representatives) of LGNZ on a regular basis. Although not expressly set out in the changes to the LGNZ Rules, there is an understanding that Auckland Council will continue with these meetings in order to ensure an ongoing regional dialogue and continue to identify and advise LGNZ on issues and concerns affecting the Auckland region.

23. Staff recommend these meetings are co-chaired by the councillor and local board member appointed to the LGNZ national council. A co-chair approach recognises the shared governance role of local boards. Following discussions with LGNZ, staff also recommend that the meetings be open to all elected members.

24. The proposed meeting dates for the Auckland Council/LGNZ meetings are 13 March 2020 and 11 September 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

25. These decisions are procedural in nature and any climate impacts will be negligible. Staff will look to schedule meetings of the Auckland/LGNZ on days where there are other city-based activities and meetings for elected members in order to minimise travel requirements. Staff will also explore the use of skype and livestreaming so elected members may choose to avoid travel.

26. Regarding engagement with the LGNZ, Auckland Council has declared a climate emergency, along with other councils around the country, so there will be an opportunity for partnership and joint leadership on this issue.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. Secretariat support for the Auckland Council/LGNZ meetings will be provided by the Governance Division.

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

Local impacts and local board views

28. The changes to the LGNZ Rules and the designated seat on the LGNZ National Council acknowledges the role of local boards and gives it greater recognition in LGNZ.

29. Local board chairs were briefed on anticipated changes at the May 2019 Chairs’ Forum.

30. The amended rules were confirmed at a meeting of the LGNZ National Council in September. Due to the elections and end of term timeframes, staff were unable to seek the views of local boards on the process for appointing a representative.

Tauākī whakaaweawe Māori

Māori impact statement

31. These decisions are procedural in nature and do not impact on Māori.

32. At the LGNZ level, the LGNZ has provided for representation on the National Council by the Chair of Te Maruata.

33. Te Maruata is LGNZ National Council sub-committee which has the role of promoting increased representation of Māori as elected members of local government, and of enhancing Māori participation in local government processes. They provide support for councils in building relationships with iwi, hapu and Māori groups and provides Māori input on development of future policies or legislation relating to local government.

34. Appointments to Te Maruata are not made by councils. In the previous term Councillor Alf Filipaina was invited to be a member of the sub-committee.

Ngā ritenga ā-pūtea

Financial implications

35. Membership of LGNZ incurs a cost to ratepayers. Auckland Council’s annual subscription to LGNZ in 2019/2020 is $340,148 excluding GST.

36. The establishment of Auckland Council/LGNZ meetings will incur expense currently unbudgeted for. Staff from the Governance Division will support the first meeting using existing resources.

37. As the Auckland Council/LGNZ meetings are expected to bring together all elected members from across the region including the islands, this will impact on governance administration budgets over time.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. The LGNZ rules require persons appointed to the LGNZ National Council to assume office within eight weeks of the triennial local government elections. This creates some difficulties in designing a process for all 21 local boards to agree their single representative. The recommended option (Option A) proposed in this report will enable the process to be completed as quickly as possible, on the first working day after the eight week period. The LGNZ secretariat has indicated this would be acceptable.

39. If all local boards do not endorse the same process (Option A), this would affect how quickly the appointment is able to be made.

Ngā koringa ā-muri

Next steps

40. The Governing Body will be making their appointment in November 2019 including appointment of Auckland Council representatives to the sector groups.

41. Appointments of Auckland Council seats to the LGNZ National Council will be communicated to the LGNZ by 6 December 2019.

42. Staff will work with the appointed representatives of Auckland Council to make arrangements for the first Auckland Council/LGNZ meetings.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - GM Local Board Services

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Urgent decision-making process

File No.: CP2019/19159

Te take mō te pūrongo

Purpose of the report

1. To seek the Manurewa Local Board’s agreement to use the urgent decision-making process when appropriate.

Whakarāpopototanga matua

Executive summary

2. The urgent decision-making process enables the local board to make decisions to manage unforeseen and urgent circumstances when it is not practical to call the full board together and meet the requirements of a quorum. By agreeing to this process, the local board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) adopt the urgent decision-making process for matters that require a decision where it is not practical to call the full board together and meet the requirements of a quorum.

b) delegate authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board.

c) agree that the relationship manager, chair and deputy chair (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off an authorisation memo.

d) note that all urgent decisions will be reported to the next ordinary meeting of the local board.

Horopaki

Context

3. The urgent decision-making process enables the chair and deputy chair, or any person acting in these roles, to make decisions to manage unforeseen and urgent circumstances when it is not practical to call the full board together and meet the requirements of a quorum. Examples include during the Christmas and New Year period or for providing input to the council’s central government submission process in tight timeframes.

4. By agreeing to this process, the board delegates decision-making authority to the chair and deputy chair, or any person acting in these roles during that period.

5. The Local Government Act 2002 provides for local boards to delegate to committees, members of the local board or Auckland Council staff any of its responsibilities and powers, with some specific exceptions (clause 32, Schedule 7). This legislation enables the urgent decision-making process.

Tātaritanga me ngā tohutohu

Analysis and advice

6. The urgent decision-making process provides an alternative decision-making mechanism to an extraordinary meeting. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled business meeting of the local board.

7. Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

8. All requests for an urgent decision will be supported by a memo stating the nature of the issue, reason for urgency and the decisions or resolutions sought.

9. The local board relationship manager will use the information in this memo to determine whether or not to authorise the urgent decision-making process.

10. A number of factors will be considered by the relationship manager before approval to use the urgent decision-making process is given, such as:

· the timing of the next scheduled meeting

· confirmation that the local board has the delegation to make the decision

· consideration of the rationale for the urgency

· the significance of the decision and whether the urgent decision-making process is appropriate.

11. Once the relationship manager authorises the use of the urgent decision-making process, the chair and deputy chair (or any person/s acting in these roles) also need to approve the use of the urgent decision-making process by signing the same memo.

12. Once the authorisation memo has been approved, the chair and deputy chair will refer to the substantive report for advice and staff recommendations to inform their decision. This report will meet Auckland Council quality advice standards and adhere to the report authorisation processes.

13. Any decision made using the urgent decision-making process will be reported as an information item to the next ordinary meeting of the local board and the signed approval memo will be attached.

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. This decision is procedural in nature and any climate impacts will be negligible. The decision is unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decision.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. The urgent decision-making process proposed in this report enables the council group to progress urgent decisions efficiently, when it is not practical to call the full local board together.

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

Local impacts and local board views

16. This report outlines the local board urgent decision-making process, and seeks the local board’s agreement to adopt this process.

Tauākī whakaaweawe Māori

Māori impact statement

17. A decision of this procedural nature is not considered to have specific implications for Māori, and the arrangements proposed in this report do not affect the Māori community differently to the rest of the community.

Ngā ritenga ā-pūtea

Financial implications

18. There are no financial implications arising from the procedural decision sought by this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

19. To mitigate any risk that the urgent decision-making process could be used inappropriately, the relationship manager will assess a number of factors including timing of the next scheduled meeting, the reason for urgency, and significance of the decision. If a matter is of major significance, an extraordinary meeting can be called instead.

Ngā koringa ā-muri

Next steps

20. If the local board adopts the use of the urgent decision-making process, the local board relationship manager and delegated members will execute the urgent decision-making process outlined in this report if the need arises.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Anna Bray - Policy and Planning Manager - Local Boards

Authorisers

Louise Mason - GM Local Board Services

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Reinstatement of the Manukau Harbour Forum

File No.: CP2019/19822

Te take mō te pūrongo

Purpose of the report

1. To approve the reconstitution of the Manukau Harbour Forum (the forum), including the Manurewa Local Board, for the 2019 to 2022 local government term, and confirm the Terms of Reference for the forum.

2. To nominate a board member, and an alternate, to represent the Manurewa Local Board on the forum.

Whakarāpopototanga matua

Executive summary

3. The Manukau Harbour Forum was established in 2012 as a joint committee of nine local boards bordering the Manukau Harbour. Member boards recognised the need for joint decision making and advocacy to achieve water quality improvements for the Manukau Harbour.

4. The committee ceases to exist at the end of every electoral term and can be reconstituted following agreement of the entities involved. This report invites boards to consider reconstitution of the forum, and to nominate a board member (and alternate) to represent this board on the forum.

5. The forum’s purpose is to champion a sustainable management approach for the Manukau Harbour. This is detailed in the attached Terms of Reference, which all nine of the member boards are asked to confirm.

6. A review of the forum was undertaken in mid-2019 to develop a future state direction and new three-year work programme. The review recommended the forum be continued but found that the forum is failing to achieve its vision due to a combination of factors, including resourcing and lack of an integrated strategic plan, and must be strengthened and appropriately resourced to deliver on the vision.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) agree to re-constitute the Manukau Harbour Forum Joint Committee with the Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Puketāpapa, Whau, and Waitākere Ranges Local Boards for the 2019/2022 electoral term

b) appoint one named member and one named alternate member to the Manukau Harbour Forum

c) note the first workshop and meeting of the Manukau Harbour Forum is scheduled for 10am – 1pm Friday 13December 2019 in Mangere

d) note that the reconstituted Manukau Harbour Forum will have two co-chairs one being a local board member and one being a Governing Body representative of the Manukau Harbour Forum. The local board co-chair representative will be elected by a majority of members at the first meeting. An invitation will be extended to the Governing Body to appoint two members noting one will act in a co-chair role

e) confirm the updated Terms of Reference for the Manukau Harbour Forum as outlined in Attachment A, noting they have been amended enabling two members of the Governing Body to be invited to join the forum, one of the Governing Body members will be co-chair of the forum

f) delegate authority to the Manukau Harbour Forum to make decisions within its Terms of Reference, noting that any significant or controversial decisions will only be made by the forum with the confirmation by resolution of all the member boards that would be affected by the decision and that the local board will reserve the right to hold and promote a different view to that of the forum on any issue that may impact the local board area

g) confirm that any further changes to the Manukau Harbour Forum’s Terms of Reference will be agreed first by the forum then recommended to the nine member boards for their approval, noting that resolutions must be identical

h) note that in order for the requirements of this agreement for the Manukau Harbour Forum to be reached, the resolutions of each of the nine member boards made in respect of recommendations a) - f) above (with the exception of b) where appointees are to be named) must be identical and that in the absence of identical resolutions by all member boards the forum will not meet the requirements under clause 30a of Schedule 7 to the Local Government Act 2002.

i) receive and note Attachment B Manukau Harbour Forum governance and management support review report.

Horopaki

Context

7. Nine local boards (Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Puketāpapa, Whau, and Waitākere Ranges Local Boards) together formed the Manukau Harbour Forum with the view to form a means of collective local board advocacy on common issues affecting the Manukau Harbour.

8. The Manukau Harbour Forum was constituted formally as a joint committee of nine local boards under standing orders 2.8.1 and 2.8.2. Standing orders 2.8.1 and 2.8.2 enable a local board to appoint a joint committee with another local board or boards. Being a joint committee enables the forum to conduct business more efficiently, as a local board joint committee can make decisions and provide direction to officers without seeking confirmation and/or ratification from the individual member boards. In accordance with clause 30(7) of the Local Government Act 2002, the Forum automatically dissolved following the 2019 local government elections.

9. An updated Terms of Reference for the Manukau Harbour Forum setting out the purpose and principles of the forum are presented in Attachment A. The purpose of the forum is to champion a sustainable management approach for the Manukau Harbour. Since its formation the Forum has:

· identified issues, such as mangroves, pacific oysters, coastal erosion, stormwater, recreational access/wharves and Maui Dolphin Sanctuary as high priority

· funded a work programme consisting of annual seminar, communications programme, and a business to business education programme

· developed a ‘Manukau Harbour Forum Vision and Strategy’, undertaken a comprehensive stocktake of all research pertaining to the Manukau Harbour and catchment, produced a set of maps and a list of stakeholders

· received regular updates on marine monitoring within the Manukau Harbour

· advocated to central government and Auckland Council (e.g. feedback on the Unitary Plan) on issues affecting the Harbour, including hydrodynamic modelling of sediment runoff

· identified areas of interest and potential projects that the local boards surrounding the Manukau Harbour could progress jointly and through funding from the member local boards’ budget, adopted a work programme to deliver the forum’s objectives.

Tātaritanga me ngā tohutohu

Analysis and advice

10. It is recommended that each constituting local board agrees to reinstate the Manukau Harbour Forum for another term and appoints one member plus an alternate to represent the board on the forum.

11. During the 2016/19 term of the forum a review was undertaken of the role of the forum in order to recommend a decision-making structure that will enable the objectives relating to the Manukau Harbour to be addressed effectively as shown in Attachment B.

12. The review recommended the continuation of the forum, but found that the forum is failing to achieve its vision and must be strengthened and appropriately resourced to deliver on the vision. The failure was found to be a combination of factors, including:

· inadequate resourcing through the current funding model and inadequate staffing resource

· lack of understanding of the health of the catchment and harbour, and absence of long-term integrated strategic planning

· lack of clear rationale or resourcing for mana whenua involvement

· a local board-focused work programme that does not address larger scale strategic issues.

13. The forum endorsed the key recommendations of the review at its meeting on 30 August 2019. The forum also resolved to invite Governing Body involvement via two councillor representatives to be appointed to the forum when reconstituted following the 2019 local body elections, including one as co-chair, and retaining local board membership as is (resolution number MHFJC/2019/29.

14. Staff have amended the Manukau Harbour Forum Terms of Reference in Attachment A to include two Governing Body representatives, at the request of the forum.

15. The chair and deputy chair of the forum presented the report to the Environment and Community Committee on 10 September 2019, which resolved (resolution number ENV/2019/146) to refer the recommendations and review report:

· to a workshop of the relevant committee in the new term of council

· to the Auckland Plan Strategy and Research department for evaluation and advice in the new term of council.

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. This decision is procedural in nature and any climate impacts will be negligible.

17. The purpose of the forum is to champion a sustainable management approach for the Manukau Harbour. The forum should have positive climate impacts. Climate impacts of any projects or initiatives to be progressed by the forum can be assessed individually.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. The forum has referred the recommendations and report from the 2019 review of the forum to the Governing Body for their consideration, which could result in resourcing impacts for the organisation if these are progressed.

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

Local impacts and local board views

19. Local boards have previously agreed, through adoption of the forum’s Terms of Reference, that the Manukau Harbour is a regional asset and it was appropriate that local boards collectively contribute to strategies and outcomes that enhance the social, economic, environmental and cultural well-being of the harbour.

20. The role of the forum is to champion the sustainable management of the Manukau Harbour and adjacent communities. It developed a vision and strategy in line with this which was adopted in September 2014.

21. In previous terms, the forum agreed a work programme following the ratification of each board allocating committed funding from its budget to implement a general work programme allocation to the Manukau Harbour Forum.

Tauākī whakaaweawe Māori

Māori impact statement

22. The Manukau Harbour Forum recognised mana whenua interest in Manukau Harbour.

23. While the forum did discuss a joint committee with mana whenua, or mana whenua representatives being appointed to the forum, it was agreed that this was inappropriate while treaty negotiations are pending. The forum anticipates receiving further advice and options as to how it interfaces with mana whenua as treaty settlement progresses.

24. Workshops of the Manukau Harbour Forum were held in 2015 to discuss the ongoing role of mana whenua in relation to the forum. Some minor changes were made to the forum’s Terms of Reference as a result of this to reflect the forum’s obligations under Te Tiriti o Waitangi/The Treaty of Waitangi, and its desire to work with mana whenua on an ongoing basis.

Ngā ritenga ā-pūtea

Financial implications

25. The nine member boards have previously provided funding of between $8,000 and $15,000 from their budgets to implement the forum’s work programme.

26. The forum has $70,000 allocated to it by members boards for the 2019/20 work programme. $48,000 has already been allocated as outlined below with the remaining balance to be given direction to by incoming members.

i) Delivery of a youth leadership sustainability wanānga ($15,000)

ii) Communications plans ($10,000)

iii) support for the Southern Auckland youth Environmentalists ($5,000)

iv) enabling Seaweek volunteer action across the Manukau Harbour ($18,000).

27. Member boards will be asked to continue their funding support to the forum for the triennium.

28. Acquiring adequate resourcing and operational support for delivery of activities within the Manukau Harbour is an action for the forum.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. There are no significant risks from reconstituting the forum. Any issues arising from the forum can be mitigated through operational management of the forum.

Ngā koringa ā-muri

Next steps

30. Arrangements for the meetings of the forum will be made once the forum is reconstituted, and staff will progress the Governing Body’s consideration of the review recommendations.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manukau Harbour Forum Terms of Reference	147
b ⇨	Manukau Harbour Forum Governance and Management Support Review (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Anna Bray - Policy and Planning Manager - Local Boards

Authorisers

Louise Mason - GM Local Board Services

Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Auckland Council’s Quarterly Performance Report: Manurewa Local Board for quarter one 2019/2020

File No.: CP2019/19890

Te take mō te pūrongo

Purpose of the report

1. To provide the Manurewa Local Board with an integrated quarterly performance report for quarter one, 1 July – 30 September 2019.

Whakarāpopototanga matua

Executive summary

2. This report includes progress against work programmes as provided in Attachment A, financial performance as provided in Attachment B, key challenges the board should be aware of and any risks to delivery against the 2019/2020 work programme.

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

4. Key activity updates from this quarter are:

· Community Volunteer Awards ceremony

· delivery of various programmes at Nathan Homestead and Manurewa’s libraries

· increase in attendance at Manurewa Leisure Centre

· physical works underway on Keith Park all-abilities playground

· twenty-eight young people undertook training through the Southern Initiative’s Youth Connections to connect them into employment

· ecological volunteers planted 1600 plants.

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

· Manurewa Coastal Walkway Network - develop walkways (Heron Point).

6. The financial performance report compared to budget 2019/2020 is attached. There are some points for the local board to note. Net financial operating performance for Manurewa local board area is six percent over budget for the quarter, with community facilities, active recreation, parks services and full facility contracts overall exceeding budget mainly in the costs of utilities, materials and response repairs. Locally driven initiatives projects are mostly in progress. Capital spend is slightly behind budget for the quarter, with delivery achieved mostly for ongoing and substantial renewal programmes.

7. The annual plan budget has been revised to incorporate delayed delivery or earlier commencement of individual projects or other changes that are of material value. The net effect of these changes is reflected in the full year revised budget. The work programmes have also been updated to reflect these changes, including recommendations for additional Risk Adjusted Programme (RAP) projects.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) receive the performance report for quarter one ending 30 September 2019

b) note that the Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme have been updated to reflect financial deferrals as a part of the Annual Plan process as shown in Attachment C

c) approve the amendment to the Community Facilities 2019-2022 work programme project ‘Weymouth Boating Club – renew and improve boat ramp’ SharePoint ID 2321 to amend the activity description to remove the words ‘Local Renewals contribution $100,000 FY19’ and replace it with ‘Maritime Recreation Fund contribution $100,000 FY19’’

d) approve changes to the Community Facilities 2019-2022 work programme to add the investigation and design stages of the following projects to the Risk Adjusted Programme:

i) Finlayson Community House - refurbish facility

SharePoint ID 2697

ii) Laurie Gibbons Memorial Park change rooms

SharePoint ID 2803

iii) Wiri Stream reserve – renew bollards

SharePoint ID 2822

iv) Renew park structures FY20/21 - Manurewa

SharePoint ID 2983

v) Renew walkways and paths FY20/21 – Manurewa

SharePoint ID 2744

e) reallocate $2000 from work programme item ‘CCTV and town centre safety initiatives’ (SharePoint ID 3509) to work programme item ‘Anzac Day Services – Manurewa’ (SharePoint ID 262).

Horopaki

Context

8. The Manurewa Local Board has an approved 2019/2020 work programme for the following operating departments:

· Arts, Community and Events

· Parks, Sport and Recreation

· Libraries and Information

· Community Services: Service, Strategy and Integration

· Community Facilities: Build Maintain Renew

· Community Leases

· Infrastructure and Environmental Services

· Plans and Places

· The Southern Initiative

· Auckland Tourism, Events and Economic Development.

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

· People in Manurewa are actively connecting everywhere, every day

· A prosperous local economy supporting local people

· Manurewa is well-connected and easy to move around

· Our environment is a source of pride and enjoyment for the community

· Manurewa is our home, our community.

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

Graph 1: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

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

Graph 2: Work programme by RAG status

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

Graph 3: Work programme by activity status and department

Key activity updates from quarter one

13. The following are key activity updates from quarter one. These are aligned to outcomes in the Manurewa Local Board Plan.

People in Manurewa are actively connecting everywhere, every day

· The Community Volunteers Award ceremony was successfully delivered on 6 September. Three hundred people attended the event, which was held at Manurewa Sports Centre. Eighty-two nominees received awards, with Jim Watkins receiving the Volunteer of the Year award in recognition of more than 60 years of voluntary service to the Manurewa community.

· Nathan Homestead delivered eight programmes this quarter, which included 46 programme sessions and received a combined total of 2,433 attendees and participants. Highlights included the following events and programmes:

· a series of weekend workshops called ‘Return to Power’ aimed at Pacific and Māori young people who have a passion for creative and performing arts

· Garth Steeper's 'For PBS' exhibition and Alfriston College's 'Ko Wai Tatou? Who Are We?' exhibition

· the introduction of 'Rei Niho Whale Bone Carving' and 'Whatu Kakahu' Māori Cloak Weaving courses.

· Highlights from programmes delivered by the libraries team in this quarter include:

· strong attendance at preschool storytime sessions

· celebrating Harry Potter’s birthday and Roald Dahl Day

· Comic Book Month, where a record number of entries into the Comic Book Month Take 3 competition were received

· regular visits by Children and Youth Librarians to Manurewa High School and James Cook High School where they meet with members of the Manga Clubs

· large numbers attending Te Epetoma o te Reo Māori Kūki ‘Airani / Cook Islands Language Week and Uike Katoanga'i 'o e Lea Faka-Tonga / Tongan Language Week special storytimes.

· Manurewa Leisure Centre has seen an increase in active visits, increasing by four per cent from same period last year (June to August). OSCAR registrations have improved from the same time last year and centre staff are now delivering a new programme providing physical education to South Auckland Middle School. Strength and Balance classes for seniors, facilitated by Age Concern, have been well patronised, resulting in an additional session being added to meet demand.

· Physical works commenced on the all-abilities playground at Keith Park in September. This is expected to be completed in December, with an opening event planned for 20 December.

A prosperous local economy supporting local people

· Visits to Manurewa Pool and Leisure Centre from groups benefiting from the board subsidising entry fees in quarter one included 3,064 aged 65 and over and 10,063 adults supervising children and people with disabilities.

· Certificate of Approval (COA) security training and a Noho-based training programme were delivered by The Southern Initiative in this quarter. Ten young people were provided with COA training through Smac Gym and C4 Security, with all ten achieving the training and certification. Four of the participants have subsequently found full time employment earning the living wage. Eighteen young people completed the five-day Noho-based training.

Our environment is a source of pride and enjoyment for the community

· The ecological volunteers and environmental programme saw a total of 506 volunteer hours recorded and 1600 plants planted this quarter. The Community Park Ranger organised events - two at Totara Park, one at Rata Vine Reserve and one at Wattle Farm Road Reserve.

Manurewa is our home, our community

· Libraries delivered a range of activities for adults and children during Whakatipu i te Reo Māori / Māori Language Week. Carvers from Rory Roi Toi Katipa's team provided sessions for both adults and tamariki where they were able to get a hands-on experience of carving. A large number of performers from local schools participated in a kapa haka event.

Activities with significant issues

· There is one activity with a significant issue:

· Manurewa Coastal Walkway Network - develop walkways (Heron Point): this project has been placed on hold. The project is funded from the Maritime Recreation Fund, which is currently being used for the Weymouth Boat Ramp renewal. On completion of the boat ramp remaining funds can be reconsidered for this project.

Activities on hold

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

· Manurewa Community Centre development: This project is currently on hold awaiting the result of a strategic assessment

· Clendon Community House, 60 Maplesden Drive: Lease to Clendon Residents Group Incorporated: This lease project is on hold pending confirmation of the head lease with Housing New Zealand for the Clendon Community House and Ratavine Community House

· Ratavine Community House, 1 Rata Vine Drive, Manukau Central: Lease to RaWiri Residents Association Incorporated: This lease project is on hold pending confirmation of the head lease with Housing New Zealand for the Clendon Community House and Ratavine Community House

· Manurewa Netball Complex, 1R Dalgety Drive, Manukau Central: Netball Manurewa Incorporated: Renewal of ground lease on hold pending completion of the service needs assessment and operational framework for multiple use of the building following the proposal to transfer the building to the council. Options will be presented to the board once the assessment is completed

· War Memorial Park, 16R Gibbs Road, Manurewa: Lease to Manurewa Association Football Club Incorporated: This lease project is on hold pending the completion of the detailed business case for the redevelopment of War Memorial Park

· Tadmor Park, 238R Great South Road, Manurewa: Lease to Senior Citizens Service Club of Manurewa Incorporated: This lease project is on hold while staff work with stakeholders to develop options to increase utilisation of the building

· Mountfort Park, 25R Dr Pickering Avenue, Manurewa: Lease to Manurewa Rugby Football Club Incorporated: This lease project is on hold pending the resolution of issues around outstanding building insurance charges.

Changes to the local board work programme

Deferred activities

16. There are no activities that have been deferred from the 2019/2020 work programme.

Cancelled activities

17. These activities are cancelled:

· CCTV and town centre safety initiatives: Responsibility for CCTV maintenance is now with Auckland Transport. CCTV monitoring is being funded through another activity line and responsibility for this rests with the Manurewa Business Association. The $2,000 budget is no longer required for CCTV and can be reallocated by the local board in quarter two.

· Staff recommend that these funds be reallocated to Anzac Day Services – Manurewa (SharePoint ID 262). In September 2019, the board approved the use of $1,574.53 from this budget line to manufacture and sign write 27 new crosses of remembrance to be used for Armistice and Anzac Day ceremonies. The board’s intention was to replace these funds through reallocation prior to Anzac Day. This reallocation will fulfil that intention.

Activities merged with other activities for delivery

18. There are no activities that have been merged with other activities for efficient delivery.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.

20. Work programmes were approved in June 2019 and delivery is already underway. Should significant changes to any projects be required, climate impacts will be assessed as part of the relevant reporting requirements.

21. The recommendations on amendments to timelines in the Community Facilities work programmes are unlikely to have climate impacts.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

23. This report informs the Manurewa Local Board of the performance for the quarter ending 30 September 2019.

Tauākī whakaaweawe Māori

Māori impact statement

24. Staff connected with Te Ora o Manukau, Mana Whenua and Mataawaka to explore opportunities for responding to Māori aspirations.

25. Staff co-facilitated a rangatahi co-design workshop to increase Māori voting representation and participation, in partnership with Te Ara Rangatahi and Te Kaha o te Rangatahi. This was an initiative supported and directed by the Māori Input into Local Board Decision Making (MIILBDM) project to strengthen engagement and responsiveness to Māori by southern local boards.

26. The funding agreement with Ōtara Health to administer the MIILBDM project will be signed and paid out in quarter two.

27. The Manurewa Marae funding agreement has been administered to support the Manurewa Marae with intergenerational programmes. This is a flow-on from the Relashing the Waka - Matariki Kaumatua / Kuia activation day held to celebrate seniors in Manurewa.

28. Nathan Homestead hosted a series of weekend workshops called ‘Return to Power’ aimed at Pacific and Māori young people who have a passion for creative and performing arts and introduced 'Rei Niho Whale Bone Carving' and 'Whatu Kakahu' Māori cloak weaving courses.

29. Libraries celebrated Whakatipu i te Reo Māori / Māori Language Week with various activities for children and adults.

Ngā ritenga ā-pūtea

Financial implications

30. There are no financial implications associated with this report.

Financial Performance

31. Operating expenditure for the quarter is $322,000 over budget. Asset Based Services (ABS) operating expenditure is $400,000 over budget with parks services, facility contracts and community facilities costs overall exceeding budget mainly in the costs of utilities, materials and response repairs. Locally Driven Initiatives (LDI) operating expenditure is $79,000 underspent overall with $71,000 of uncompleted projects carried over from last year. There are no material issues with LDI progress.

32. Operating revenue is almost on budget.

33. Capital expenditure of $757,000 is slightly behind budget for the quarter, with delivery mainly for parks assets and leisure building facility renewals.

Revised Budget

34. For quarterly reporting purposes, annual plan budgets are revised to reflect changes in timing of delivery for individual projects.

35. Projects that were still in progress at 30 June 2019 have had their remaining required budget carried forward to the current or future financial years to fund the remaining works.

36. If a multi-year capital project was completed earlier than anticipated, the annual plan budget is reduced or brought forward to 30 June 2019 to reflect early completion.

37. Consideration is also given to the status of current capital projects and where required budgets are rephased in whole or part to outer years to reflect current timelines for delivery.

38. The net budgetary impact of these changes is reflected in the revised budget for the board.

39. The Community Facilities Build Maintain Renew work programme financial allocations have been updated in accordance with the carry forwards as shown in Attachment C. Points to note, some of which require minor alterations to the work programme wording are as follows:

· SharePoint ID 2321 project ‘Weymouth Boating Club – renew and improve boat ramp’ includes an error in the activity description which currently reads ‘Local Renewals contribution $100,000 FY19‘ but should read ‘Maritime Recreation Fund contribution $100,000 FY19’. This is a typographical error as the project has never been funded by local renewals, and the correction should be made to reflect the accurate funding source.

Risk Adjusted Projects (RAP)

40. The approved Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme includes projects identified as part of the Risk Adjusted Programme (RAP). These are projects that the Community Facilities delivery team will progress, if possible, in advance of the programmed delivery year. This flexibility in delivery timing will help to achieve 100 per cent financial delivery for the 2019/2020 financial year, by ensuring that if projects intended for delivery in the 2019/2020 financial year are delayed due to unforeseen circumstances, that other projects can be progressed while the causes for delays are addressed.

41. Since approval of the local work programmes in June 2019 investigation and design (including forecasting of delivery) has commenced. As a result, it has become apparent that some projects that had been included for delivery in the 2019/2020 financial year may not be able to be progressed as quickly as anticipated. Reasons for delays include matters such consenting, heritage items identified, and consultation requirements. Therefore, in order to enable 100 per cent delivery to budget, Community Facilities request approval to RAP and progress the following projects:

· Finlayson Community House - refurbish facility SharePoint ID 2697

· Laurie Gibbons Memorial Park change rooms SharePoint ID 2803

· Wiri Stream reserve – renew bollards SharePoint ID 2822

· Renew park structures FY20/21 - Manurewa SharePoint ID 2983

· Renew walkways and paths FY20/21 – Manurewa SharePoint ID 2744.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

44. The local board will receive the next performance update following the end of quarter two, December 2019.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Work programme update	159
b ⇩	Financial performance report	175
c ⇩	Updated Community Facilities BMR Work Programme 19-22	181

Ngā kaihaina

Signatories

Author	Robert Boswell - Local Board Advisor - Manurewa
Authoriser	Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Manurewa Local Board

05 December 2019

Manurewa Local Board Governance Forward Work Calendar - December 2019

File No.: CP2019/20203

Te take mō te pūrongo

Purpose of the report

1. To present to the Manurewa Local Board the three months Governance Forward Work Calendar.

Whakarāpopototanga matua

Executive summary

2. The Governance Forward Work Calendar is a schedule of items that will come before the local board at business meetings and workshops over the next six months. The Governance Forward Work Calendar for the Manurewa Local Board is included in Attachment A.

3. The calendar aims to support local boards’ governance role by:

i) ensuring advice on agendas and workshop material is driven by local board priorities

ii) clarifying what advice is required and when

iii) clarifying the rationale for reports.

4. The calendar will be updated every month, be included on the agenda for business meetings and distributed to relevant council staff. It is recognised that at times items will arise that are not programmed. Board members are welcome to discuss changes to the calendar.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) note the Governance Forward Work Calendar as at December 2019.

Horopaki

Context

5. The council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. An initiative under this is to develop forward work calendars for Governing Body committees and local boards. These provide elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

6. There are no new projects in the Governance Forward Work Calendar. The calendar brings together in one schedule reporting on all of the board’s projects and activities that have been previously approved in the local board plan, long-term plan, departmental work programmes and through other board decisions. It includes Governing Body policies and initiatives that call for a local board response.

7. This initiative is intended to support the board’s governance role. It will also help staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it will allow greater transparency for the public.

8. The calendar is arranged in three columns, “Topic”, “Purpose” and “Governance Role”:

i) Topic describes the items and may indicate how they fit in with broader processes such as the annual plan.

ii) Purpose indicates the aim of the item, such as formally approving plans or projects, hearing submissions or receiving progress updates.

iii) Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are tabled below:

Governance role	Examples
Setting direction / priorities / budget	Capex projects, work programmes, annual plan
Local initiatives / specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

9. Board members are welcome to discuss changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant council staff.

Tātaritanga me ngā tohutohu

Analysis and advice

10. This report is an information report providing the governance forward work programme for the next six months.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

11. The council is required to provide a Governance Forward Work Calendar to the Manurewa Local Board for their consideration.

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

Local impacts and local board views

12. All local boards are being presented with a Governance Forward Work Calendar for their consideration.

Tauākī whakaaweawe Māori

Māori impact statement

13. The projects and processes referred to in the Governance Forward Work Calendar will have a range of implications for Māori which will be considered when the work is reported.

Ngā ritenga ā-pūtea

Financial implications

14. There are no financial implications relating to this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

15. This report is a point in time of the Governance Forward Work Calendar. It is a living document and updated month to month. It minimises the risk of the board being unaware of planned topics for their consideration.

Ngā koringa ā-muri

Next steps

16. Staff will review the calendar each month in consultation with board members and will report an updated calendar to the board.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	December 2019 - Manurewa Local Board Governance Forward Work Calendar	207

Ngā kaihaina

Signatories

Author	Rohin Patel - Democracy Advisor - Manurewa
Authoriser	Manoj Ragupathy - Relationship Manager Manurewa & Papakura

Chairperson	Joseph Allan
Deputy Chairperson	Melissa Atama
Members	Anne Candy
	Tabetha Gorrie
	Rangi McLean
	Glenn Murphy
	Ken Penney
	Dave Pizzini