Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

03 December 2019

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Petitions 5

8 Deputations 5

8.1 Deputation - Papatoetoe Historical Society 5

8.2 Deputation - Pursuit of Excellence - Naketa Ikihele 6

9 Public Forum 6

10 Extraordinary Business 6

11 Governing Body Member Update 7

12 Chairperson's Announcements 9

13 December 2019 - Auckland Transport monthly update report to the Ōtara-Papatoetoe Local Board 11

14 Approval for a new road name at 55 Hillside Rd Papatoetoe 21

15 Landlord approval to paint a mural at 311 R Great South Road, Papatoetoe 29

16 New community lease for Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whanau) for Middlemore Park, 67R Swaffield Road, Papatoetoe 33

17 Ōtara-Papatoetoe Quick Response Round One 2019/2020 grant allocations 43

18 Proposed Manukau Central Business Association Inc Business Improvement District Programme expansion 53

19 Local board governance work management for the 2019-2022 triennium 63

20 Local board appointments and delegations for the 2019-2021 electoral term 69

21 Appointment of LB members to external community organisations 77

22 Reinstatement of the Manukau Harbour Forum 91

23 Process for appointment of Local Government New Zealand National Council representative 137

24 Urgent decision-making process 143

25 Annual Budget 2020/2021 consultation 147

26 Elected Members Expense Policy 2019 161

27 Auckland Council’s Quarterly Performance Report: Ōtara-Papatoetoe Local Board for quarter one 2019/2020 189

28 Adoption of a business meeting schedule 233

29 Urgent Decision regarding the naming of a new road at 25 Kautami Avenue, Papatoetoe 235

30 Local board resolution responses and information report 245

31 Governance Forward Work Calendar 261

32 Ōtara-Papatoetoe Local Board Workshop Notes 265

33 Consideration of Extraordinary Items

1 Welcome

2 Apologies

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

3 Declaration of Interest

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

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the minutes of its Inaugural meeting, held on Tuesday, 5 November 2019, as true and correct.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Deputation - Papatoetoe Historical Society

Te take mō te pūrongo / Purpose of the report

Jenny Clark from the Papatoetoe Historicial Society will be in attendance to present to the Board.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Jenny Clark from the Papatoetoe Historical Society for her attendance and presentation.

8.2 Deputation - Pursuit of Excellence - Naketa Ikihele

Te take mō te pūrongo / Purpose of the report

Naketa Ikihele, Pursuit of Excellence recipient will be in attendance to present to the Board on her attendance at The National Coaching Education conference held in August 2019.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Naketa Ikihele for her 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.

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Ōtara-Papatoetoe Local Board

03 December 2019

December 2019 - Auckland Transport monthly update report to the Ōtara-Papatoetoe Local Board

File No.: CP2019/19937

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. This month’s report includes information on:

· Update on Station / Shirley Roads and Gray Ave Roundabout

· Update on Puhinui Station Interchange upgrade

· Implementation of Dynamic Lanes for Redoubt Road, Manukau

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

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

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

Horopaki

Context

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

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

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

· be safe

· not impede network efficiency

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

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Transport Capital Fund

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

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

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

Ōtara Papatoetoe Local Board Transport Capital Fund Financial Summary
Amount committed to date on projects approved for design and/or construction from previous term	$2,648,127
Remaining Budget left from previous term	$167,035
Current 2019-2021 LBTCF allocation	$3,213,255
Total Funds Available in current political term	$3,380,259

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

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

Project	Description	Current status	Status change	Funds allocated
Footpath link from Belinda Ave to the existing Preston Road Reserve path north of Tangaroa College	Construct a new footpath link from Belinda Ave to existing footpath on Rongomai Park behind Tangaroa College	Current status: The resource consent application for tree removal and boardwalk in overland flow path was lodged on 17 September 2019. Next steps: Working drawings and tender documentation to be completed.	Yes	$176,000
Pedestrian Safety upgrades on East Tamaki Road	Upgrades to pedestrian crossing facilities to improve disability access crossing East Tamaki Road	Completed	Yes	$100,000
Upgrade of Hunters Corner Streetscape	Improving the amenity of Great South Road at Hunters Corner through street furniture upgrades	Physical works are currently underway with the first stages of concrete have already been laid. Works are expected to be completed before the Christmas.	No	$1,025,000
Completion of Rongomai Walkway	Complete footpath link from East Tamaki Road to Te Irirangi Road	Delivery by Auckland Council’s Community Facilities department. Design complete. Transpower refused to permit path under lines due to proposed works. The local board resolved at their April 2019 meeting to progress alternate route for footpath to a car park at a cost of $80,000. This section will be completed at the same time as the connection from the existing Preston Road Reserve path, north of Tangaroa to Belinda Ave. Current status: The resource consent application for tree removal and boardwalk in overland flow path was lodged on 17 September 2019. Next steps: Working drawings and tender documentation to be completed.	Yes	$80,000
Canopy for Ōtara Town Centre	Canopy to provide all-weather access from eastern car park to the library	Project delivered by Auckland Council’s Community Facilities department. In September, AC Community Facilities outlined options presented to the local board and identified a funding shortfall. The local board has confirmed the preferred concept design and the additional funding required to complete this design which added an additional $120,000 for a total of $382,000, including $90,000 for an art work. Next: Engage consultants to complete the detailed design documentation for building consent.	Yes	$382,000
Welcome to Ōtara signage	Place-making signage	Completed	No	$55,000
Footpath upgrade at Ōtara Town Centre	Upgrade of the footpath at the Ōtara Town Centre (along the southern side of town centre including 15-17 Fair Mall)	Design plan prepared. Consultation completed and work has been tendered. No bids received. The contract for this project has now been combined with the Hunters Corner Streetscape upgrade project and will be delivered within the next few months at the conclusion of the works at Hunters Corner.	No	$203,000
A path through Milton Park to Papatoetoe North School	Provide an alternate all-weather access for students from Papatoetoe North School	Completed	N/A	$112,000
All-weather footpath upgrade from East Tamaki Road to Lovegrove Crescent	Upgrade of the two paths connecting to the renewed Ōtara Creek Bridge - Greenway	This project is being delivered by Auckland Council’s Community Facilities Department. Funding agreement signed by AC. Public consultation to take place prior to design starting. Currently awaiting resource consent to be granted. Detailed design and contract specification are underway for sections that connect Hill St, Cosmo Place and East Tamaki Drive to the new bridge. Current status: Resource consent has been granted and contractor has been appointed. Paths will be completed as part of bridge upgrade project. Next steps: Start physical works.	No	$480,000
Projects from Previous term	N/A	N/A	No	$35,127

Local projects and activities

Improvements to the Station/ Shirley roads and Gray Ave intersection

10. The Station/Shirley/Gray Ave roundabout upgrade has been completed with only minor works required to finalise works to complete the project.

11. This intersection has historically had a number of serious accidents due to the road layout.

12. The local board have long been advocating to AT for improvements at this site to make it safer.

13. The improvements include pedestrian and cycling facilities, a raised speed table on the Gray Ave approach, and a roundabout to make it safer for users of the intersection.

14. Image below is the plan for the Station/ Shirley road/ Gray Ave intersection.

Puhinui Station Interchange

15. The Puhinui Station Interchange is the first stage of the early improvements works associated with the A2B - Airport to Botany Rapid Transit project. This project is led by Auckland Transport and forms part of the wider Southwest Gateway programme.

16. The existing station has been temporarily closed during construction, from Saturday, 28 September to early 2021.

17. To limit disruption during the station closure, a new, free Puhinui – Papatoetoe loop bus service runs every day, with services every 10 minutes during peak times, providing station users with southern and eastern train line connections from Papatoetoe Station. No fare or hop card required.

18. On the week of 19 November, the pedestrian overbridge has been re-opened to allow pedestrians cross from Puhinui Road over the rails to the opposite side.

Regional Projects

Auckland named a world leader in urban mobility

19. Auckland has been named as a world leader in urban mobility.

20. Out of 31 international cities, Auckland has ranked second on the City Mobility Index - according to Kantar's Mobility Futures study. This study measured the ease of movement around and through the urban area.

21. It considered income equality, transport costs versus income, public transport network versus population size, availability of public transport and motorisation rate.

22. The study was based on more than 20,000 commuter interviews across the 31 cities, along with in-depth interviews with 53 leading mobility experts from around the world.

23. The study aims to inform urban transport planning and help shape business strategies - for both new and existing players in the transport and mobility sectors.

24. Auckland Transport’s (AT) executive general manager of integrated networks, Mark Lambert, says that the report reinforces the view that the transport authority should become the shared mobility enabler and integrator.

25. “It is pleasing to see where Auckland ranked against some major cities in the world for urban mobility, on the back of recent significant change and investment in Auckland’s public transport.

26. “Cities need to focus limited resources - in terms of cost effective and efficient ways to progress urban mobility - including shared mobility. This is the approach AT has taken with the redesign of a connected and integrated public transport system across new bus services, along with the rail upgrade and the AT HOP ticketing system. This resulted in record increases in the use of public transport.”

27. To download the full report, see http://www.tnsglobal.com/what-we-do/by-sector/automotive/mobility-futures.

Public Transport Patronage growing in Auckland

28. To date, public transport patronage has been growing year on year in the Auckland Region.

29. To date, public transport totalled 101.8 million boardings for the 12 months to August 2019, an increase of 8.7%, or 8.2 million boardings, on the 12 months to August 2018.

30. Rail boardings totalled 21.5 million for the 12 months to August 2019, an increase of 5.8%, or 1.2 million boardings, on the 12 months to August 2018.

31. Bus boardings totalled 74.0 million for the 12 months to August 2019, an increase of 10.1%, or 6.8 million boardings, on the 12 months to August 2018.

32. Ferry boardings totalled 6.3 million for the 12 months to August 2019, an increase of 3.6%, or 0.2 million boardings, on the 12 months to August 2018.

33. Boardings on the rapid and frequent network totalled 50.2 million in the 12 months to August 2019, an increase of 19.0%, or 8.0 million boardings, on the 12 months to August 2018.

34. Year to date public transport punctuality was 97.1%, meeting the SOI target of 95.0%.

35. The total public transport farebox recovery ratio was 43.0% in August 2019, on the lower bound of the SOI target range of 43% to 46%.

Red light running – Signalised intersection campaign

36. Red light running has been identified as a significant road safety issue in New Zealand. Auckland Transport (AT) are launching an eight week regional awareness campaign for Red Light running from the 4th November 2019.

37. A new creative concept has been developed with a high focus on mostly outdoor media. The launch and execution of the campaign coincides with installation of 8 new red light cameras throughout Auckland. Due to the fact most media is traffic facing around key high risk signalised intersections, the concept needed to be very simple and within NZTA advertising guidelines for element count.

38. According to the ‘Auckland Road Safety Performance by Safe System Area 2014-2018’ document Red light Running related DSI is up, with 17 cases in 2018

39. In the next 10 years, AT are investing in 42 new red light safety cameras at high risk intersections. Red light safety cameras are funded in part by the Regional Fuel Tax. They are an effective tool to reduce red light running. Motorists receive a $150 infringement notice if they fail to stop at a red signalised traffic light and failed to stop at a yellow/amber signalised traffic light (unless they are so close to the intersection that they can't stop safely).

Tauākī whakaaweawe āhuarangi

Climate impact statement

40. The impact of receiving this report is not deemed to have any direct impact on climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

Local Board Advocacy

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

Table 3: Advocacy Initiative Status

Advocacy Initiative	Key Initiative	Status
Transform Manukau’s Metropolitan area through good planning and sustainable development.	Improve connectivity through providing public Wi-Fi and improving walking routes between Manukau Square and transport centre, Hayman Park, and public carparks.	AT is currently in the delivering the first stage of the Airport to Botany project (A2B) which will better connect Southern and Eastern Auckland to the Airport through improved public transport links. Work on the major upgrade of Puhinui Station has started. Manukau is a key link in the public transport network. As part of wider public transport improvements, AT has currently adopted peak-time bus lanes along Manukau Wiri Station Road to improve bus scheduling, as part of a wider programme of public transport improvements. AT completed the $50m Manukau Bus Station in early April 2018. The bus station has been successfully operating for over a year. The Intercity buses are now operating from the bus station, improving the station’s ability to serve commuters. Putney Way streetscape upgrades have been completed and are now operating, adding significantly to the streetscape link from Manukau Mall to the Bus and Train stations. The multi-coloured lighting funded by the local board and Panuku adds to the vibrancy of the area at night.
Promote economic development and public safety in the town centres and strengthen their roles as community hubs.	Investigate opportunities for funding public facility improvements in town centres, e.g. toilets, footpaths, parking and public.	AT is currently delivering footpath upgrades in Ōtara Town Centre and streetscape upgrades in Hunters Corner, Papatoetoe, which will improve both town centre’s visual amenity. AT is in the process of delivering a series of road safety upgrades along Baird’s road, including Ōtara Town Centre and a roundabout at the intersection of Baird’s road and Hayman street, which will significantly improve pedestrian road safety through speed reduction and increased pedestrian infrastructure.
	Redesigning the entrances to Ōtara Library and Ōtara Music and Arts Centre, including the courtyard between the Council buildings in Ōtara Mall.	A new canopy linking the Western carpark to the courtyard between the Council buildings in Ōtara Mall is currently being programmed for delivery and funded through the LBTCF.
	Advocate to AT to realign Station Road / Portage Road / Gray Avenue intersection.	AT has just completed the upgrade of the Portage and Station Road intersection by installing a roundabout to improve vehicle, cycle and pedestrian safety at this intersection.
	Work with AT to allocate funding and develop priority routes through parks and other public spaces for cyclists and walkers, as identified in the Ōtara‑Papatoetoe Greenways Plan.	The local board is currently funding an upgraded section of the Ōtara-Papatoetoe Local Board Greenways Plan from East Tamaki Road to Lovegrove Crescent in Ōtara via its LBTCF. Footpath links in Rongomai Park which link Te Irirangi Drive to Preston Road are also under development.

Auckland Transport consultations

Local Board consultations

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

44. The local board’s views on any proposed schemes are taken into account during consultation on those proposals.

45. In the reporting period from September to mid-November 2019, four proposals were put forward for comment by the FLB. The local board transport representative’s views and ongoing communication are recorded in the table below.

Table 3: Local Board Consultations

Location	Proposal	Details and Local Board Feedback
166 Kolmar Road, Papatoetoe	New raised pedestrian Crossing	This was circulated to the OPLB local board members on 9 September 2019. Local board members raised concerns about safety for vehicles turning right into Bisley Street which was forwarded to the project engineer. No objection was raised.

Traffic Control Committee resolutions

46. Traffic Control Committee (TCC) decisions within the Ōtara-Papatoetoe local board area are reported on a monthly basis.

47. There were no decisions for the reporting period of September or October 2019.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

51. AT will provide an update report to the local board in the New Year.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Kenneth Tuai – Elected Member Relationship Manager

Authorisers

Jonathon Anyon – Elected Member Relationship Team Leader

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Approval for a new road name at 55 Hillside Rd Papatoetoe

File No.: CP2019/19750

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Ōtara-Papatoetoe Local Board to name a new private road, being a jointly owned access lot, created by way of a subdivision development at 55 Hillside Road, Papatoetoe.

Whakarāpopototanga matua

Executive summary

2. Auckland Council has Road Naming Guidelines that set out the requirements and criteria of the Council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland Region.

3. The Applicant, RSVP Trustee Ltd, has proposed the following names for consideration by the local board:

· Infinity Court (Applicant Preferred)

· Mount Kailash Way (Alternative 1)

· Bodhi Tree Lane (Alternative 2)

4. Following consultation with iwi, Te Ahiwaru did not support any of the names proposed – instead suggesting some Maori name options be submitted to reflect the significance of Papa Toetoe (they did not provide any themselves).

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

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve a suitable name for the new private road created by way of subdivision at 55 Hillside Road Papatoetoe in accordance with section 319(1)(j) of the Local Government Act 1974 (resource consent reference BUN60325612).

Horopaki

Context

6. Resource consent BUN60325612 was issued on 1 March 2019 for the construction of sixteen two-storey dwellings configured in three terrace-style blocks, and one jointly owned access lot (JOAL).

7. The JOAL will serve all 16 dwellings.

8. In accordance with the National Addressing Standards for road naming (the AS/NZS 4819-2011 standard), the JOAL requires a road name because it serves more than 5 lots.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

- a historical or ancestral linkage to an area;

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

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

12. Theme: The applicant selected names due to significance of religious identities in Papatoetoe, namely Buddhism.

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

Proposed Names & Preferences	Meaning (as described by applicant)
(Infinity Court)	Infinity means time or space that has no end or a number that is larger than all other numbers. It is similar to endlessness, boundlessness, limitlessness, extensiveness, vastness etc.
(Mount Kailash Way)	It is a peak in China but Hindus pay reverence to Mount Kailash as a throne of Lord Shiva.
(Bodhi Tree Lane)	The Bodhi tree, a central symbol in Buddhism, is the tree under which the Buddha found enlightenment. The name bodhi or (also known as bo) means “awakening.” The scientific world recognizes the spiritual associations with this tree as its botanical name, ficus religiosa, means “religious fig.”

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

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

16. Road type: ‘Court, Way or Lane’ are acceptable road types for the new private road, suiting the form and layout of the road, as per the Auckland Council Road Naming Guidelines.

17. Iwi Consultation: All relevant local iwi were written to (via email) and invited to comment. Only Te Ahiwaru responded, encouraging some Maori name options be submitted to reflect the significance of Papa Toetoe, they did not provide any.

18. No objections or additional comments were raised by Mana Whenua for any of the other proposed names.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

21. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. There are no significant risks to council as road naming is a routine part of the subdivision development process, with consultation being a key part of the process.

Ngā koringa ā-muri

Next steps

25. Approved road names are notified to Land Information New Zealand who records them on their New Zealand wide land information database which includes street addresses issued by councils.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A - Site Plan	25
b ⇩	Attachment B - Site Location	27

Ngā kaihaina

Signatories

Author

Dean Dickson - Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Landlord approval to paint a mural at 311 R Great South Road, Papatoetoe

File No.: CP2019/19461

Te take mō te pūrongo

Purpose of the report

1. To consider the application for landlord approval made by Papatoetoe Adolescent Christian Trust (PACT) to paint a mural on the northern external wall of the building at 311R Great South Road, Papatoetoe.

Whakarāpopototanga matua

Executive summary

2. Papatoetoe Adolescent Christian Trust holds a current community lease for the council-owned building at 311R Great South Road, Papatoetoe. The lease commenced on 1 March 2002, was renewed in 2012 and will finally expire on 28 February 2022.

3. The trust has requested landlord approval to paint part of the northern external wall with a mural, to be designed by some of the young people who attend PACT. The wall is approximately 11 meters by three meters and faces onto the carpark for the Papatoetoe Recreation Grounds. The mural will be visible to users of the park and drivers on Great South Road.

4. Staff recommend that the local board approve the trust’s request for landlord approval, subject to the final design being approved by the local board.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a. approve the installation of a mural on the northern external wall of the council-owned building at 311R Great South Road, Papatoetoe, occupied by Papatoetoe Adolescent Christian Trust, with the following conditions:

i. the local board to be provided with the final design for their input and to delegate authority to approve the design to the Local Board Chairperson in consultation with local board members

ii. the mural to be coated with graffiti-guard protectant.

Horopaki

Context

5. This report considers the landlord approval request by Papatoetoe Adolescent Christian Trust (PACT) to paint a mural on the northern external wall of the building at 311R Great South Road, Papatoetoe.

6. The Ōtara-Papatoetoe Local Board is the allocated authority for local recreation, sport and community facilities; including community leasing matters.

The land

7. The council-owned building is located on the south east edge of Papatoetoe Recreation Reserve on land described as Part Lot 14 Deposited Plan 3156 shown as "A" on SO 66214, comprising 472 square meters; Part 161/290 and Part 1 Deposited Plan 44224 and shown as "B" on SO 662214, comprising 307 square meters. The land marked "A" is held in fee simple by the Auckland Council as a classified local purpose (community buildings) reserve; with the area marked "B" held by Department of Conservation as a classified local purpose (community buildings) reserve and vested in the Auckland Council, in trust, for that purpose.

8. The current lease is for land of 773 square meters (more or less) comprising the building and outdoor area, as shown in the aerial plan (Attachment A).

The tenant

9. Papatoetoe Adolescent Christian Trust was registered with the New Zealand Companies Office as a charitable trust on 20 January 1995. The aims of the trust are to work with adolescents and their families from the Papatoetoe and Ōtara areas, particularly those at-risk, using a holistic approach (physical, mental, social, emotional and spiritual).

10. The group has leased the council-owned building on Great South Road since early 2002, entering into a 10-year lease with the former Manukau City Council from 1 March of that year. The lease will finally expire on 28 February 2022.

The project

11. Papatoetoe Adolescent Christian Trust has asked for approval from the local board, as landlord, for the installation of a mural on part of the northern external wall of the building.

12. PACT anticipate that the project will take up to one year from approval (if granted). This time will include two workshops (externally run) with local young people who will be asked to contribute to the final design (originally planned for October 2019 and April 2020 school holidays). It is now expected that the mural would be completed by October 2020. The final design will be presented to the local board for input.

13. The group have contacted Manukau Beautification Trust, who have advised that they can supply paint and brushes for the mural. If the project is approved by the local board, the trust will apply to funders for grants to cover the cost of an artist who will turn the young people’s suggestions into a full-size mural.

14. Once the design of the mural is finalised it will take a few weeks for the chosen contracted artist to paint; this will depend on weather and allows time for any final design details to be clarified.

15. The mural will include a base-coat overlaid with a graffiti weather proofing guard that is expected to last for 10 years before resealing will become necessary. The contracted artist will also be available for any touch-ups that may be required over time. The mural will be maintained by the trust.

16. Applicants for landlord approval of works are advised, via the application form, that all physical works must be carried out in accordance with the requirements of the Health and Safety at Work Act 2015. The applicant must ensure that any contractors undertaking works on council-owned land comply with all necessary statutory and council health and safety standards.

Site of proposed mural, 311R Great South Road, Papatoetoe

Tātaritanga me ngā tohutohu

Analysis and advice

17. PACT has submitted an application for landlord approval to paint a mural on the northern wall of the building.

18. The trust is not in breach of their current lease and appears to be well managed.

19. Staff recommend that the application be approved with conditions that allow for local board input to the design and the covering of the mural with graffiti-guard to help protect it from damage.

Tauākī whakaaweawe āhuarangi

Climate impact statement

20. The designated impact level of the recommended decision on greenhouse gas emissions is “no impact” because the proposal continues an existing activity and does not introduce any new sources of emissions.

21. Climate change has an unlikely potential to impact the lease as the site does not sit within a flooding zone, or in close proximity of the coast:

PACT building, 311R Great South Road, Papatoetoe

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. The proposed mural has been discussed with the Senior Maintenance Delivery Co-ordinator and the Parks and Places Specialist who have no concerns regarding the proposal.

23. There are no identified impacts on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report.

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

Local impacts and local board views

24. The recommendations in this report fall within the local board’s delegated authority relating to local community facilities, sports and recreation.

25. It is expected that the mural will give the young people involved in its development a sense of pride in creating something positive and long lasting that promotes the local community. In a practical sense, the mural is also expected to deter graffiti.

26. The local board were asked to consider the application in August 2019, by way of a memorandum under existing delegation protocols. The local board had the option to request more information, a workshop with the community lease specialist or a formal report. A workshop and formal report requested. The workshop was held on 26 November 2019, after the closing of the agenda for this meeting.

27. The project supports the Ōtara-Papatoetoe Local Board Plan 2017 outcomes of:

a. revitalising town centres - with public art

b. empowered, inclusive and prosperous communities - by encouraging people to get more involved with their communities and providing for initiatives that support local artists and reflect the areas’ diversity

c. honouring youth and seniors – by tapping into the local young people as a rich source of talent, ideas and new energy.

Tauākī whakaaweawe Māori

Māori impact statement

28. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader statutory obligations to Māori. Support for Māori initiatives and outcomes are detailed in the Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework.

29. There is no requirement to consult with mana whenua on landlord approval of works.

Ngā ritenga ā-pūtea

Financial implications

30. If the project is approved by the local board, the trust will apply to funders for grants to cover the costs associated with the project.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. If the Ōtara-Papatoetoe Local Board resolve not to grant approval to Papatoetoe Adolescent Christian Trust for the installation of a mural at 311R Great South Road, Papatoetoe, the project will not proceed.

Ngā koringa ā-muri

Next steps

32. If the local board approves this request a letter of approval, subject to any conditions specified, will be prepared and sent to the trust.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Jenny Young - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

New community lease for Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whanau) for Middlemore Park, 67R Swaffield Road, Papatoetoe

File No.: CP2019/19434

Te take mō te pūrongo

Purpose of the report

1. To seek a new community ground-lease for Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whanau) at Middlemore Park, 67R Swaffield Road, Papatoetoe.

Whakarāpopototanga matua

Executive summary

2. Community leases are one of the ways in which the council provides support to local community organisations, assisting them to sustain the activities and experiences they provide in alignment with recognised local priorities.

3. Te Kōhanga Reo National Trust Board entered into a lease with the former Manukau City Council in May 2009 for the group-owned building and surrounding playground at Middlemore Park that houses Te Kōhanga Reo Ki Papatoetoe Whanau. The lease term was for 10 years with no right of renewal. The lease finally expired on 30 June 2019 and is currently holding over on a month-by-month basis.

4. Under council’s Community Occupancy Guidelines 2012, a group that owns its improvements has an automatic right to reapply for a new lease at the end of the occupancy term. The trust has exercised this right.

5. Staff are satisfied that the group meets the standards specified and recommend the lease be granted in accordance with the Auckland Council Community Occupancy Guidelines 2012.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a. grant a new community ground lease under section 61 (2A) of the Reserves Act 1977 to Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whanau) for the land at Middlemore Park, 67R Swaffield Road, Papatoetoe, (marked in red and hatched on the map attached as Attachment A), and described as Part Lot 237 Deposited Plan 43645 marked "A" on SO 65821, comprising 6421 square meters, CIR 637146; subject to the following terms and conditions:

i. term – ten (10) years commencing 1 May 2019 with a single 10-year right-of-renewal and final expiry on 30 April 2039

ii. rent – one dollar ($1.00) plus GST per annum, if requested

iii. permitted use – childcare and education facility for preschool children, teaching te reo Māori and ancillary activities

iv. the approved community outcomes plan (Attachment B), to be included in the lease agreement as Schedule 3.

b. all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012\ and the Reserves Act 1977.

Horopaki

Context

6. This report considers the application for a new community ground lease to Te Kōhanga Reo National Trust Board for the group-owned building and surrounds at Middlemore Park, 67R Swaffield Road, Papatoetoe, that operates as Te Kōhanga Reo Ki Papatoetoe Whānau.

7. The Ōtara-Papatoetoe Local Board is the allocated authority for local, recreation, sport and community facilities; including community leasing matters.

Land

8. The kōhanga reo is located on the north east corner of Middlemore Park on land described as Part Lot 237 Deposited Plan 43645 marked "A" on SO 65821, comprising 6421 square meters, CIR 637146. The land is held in fee simple by Auckland Council as a classified local purpose (marae) reserve. The use of the land is consistent with this classification and no public consultation of the intention to grant the lease is required.

9. The current lease is for land of approximately 810 square meters, encompassing the existing building and fenced outdoor area, as shown in the aerial plan (Attachment A).

Tenant

10. Te Kōhanga Reo National Trust Board was incorporated with the New Zealand Companies Office as a charitable trust on 4 January 1984. The aims of the trust are to promote, support and encourage the use and retention of Te Reo by total immersion in Te Reo Māori and administration of the national network of nga kōhanga reo.

11. The aim of Te Kōhanga Reo Ki Papatoetoe Whānau is the rebirth of Te Reo Māori as an equal, but separate, element of New Zealand society. Te kaupapa of nga kōhanga reo is education for life and covers cultural, social, economic and educational aspects. Nga kōhanga reo looks to reaffirm tikanga Māori through whānau development, restoring Māori rangatiratanga. It aims to achieve this goal through the organisation of kōhanga reo on a whānau model.

12. Te Kōhanga Reo Ki Papatoetoe Whānau was established in 1986 with four tamariki. The group moved to the current location some time later. The kōhanga reo provides total immersion learning to tamariki aged from birth to five years old. Whānau are encouraged to learn alongside the tamariki and understand wairua, tikanga and ahuatanga Māori.

13. Currently 11 children are enrolled at the kōhanga reo, supported by 17 adult whanau. Fifty percent of the roll is identified as Māori, 30% as Pacific Island and 20% European.

Tātaritanga me ngā tohutohu

Analysis and advice

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

15. Under the guidelines, the kōhanga reo trust has an automatic right to reapply for a new lease at the end of its occupancy term, a right which it is exercising. It is recommended that a new lease be granted to Te Kōhanga Reo National Trust Board for a term of 10 years with one right of renewal for a further term of 10 years, in line with the guidelines.

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

17. Staff undertook a site visit of the premises on 29 May 2019. The building appears well-maintained and managed. A regular maintenance schedule for the building and grounds is in place and no major alterations are planned.

18. After assessing the lease application and meeting with the tenant, staff have determined that the group qualifies for a new community lease because:

i the activity of the kōhanga reo supports the Ōtara-Papatoetoe Local Board Plan 2017 outcome: empowered, inclusive and prosperous communities

ii. Te Kōhanga Reo National Trust Board are not in breach of the current occupancy agreement

iii. the trust’s financial accounts have sufficient reserves to cover its operating costs with no declared contingent liabilities

v. the kōhanga reo funds its activities mostly by way of whānau fees, charitable grants and government subsidies

vi. the premises meet the needs of the local community.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. There is no impact on greenhouse gas emissions as the proposal does not introduce any new source of emissions.

20. Climate change has the potential to impact the lease as the site sits within a flooding plain in an area predicted to be covered by flood water as a result of a 1-in-100-year rainstorm event by river or surface flooding (as shown below):

Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whānau),
Middlemore Park, 67R Swaffield Road, Papatoetoe

21. Note: A flood happens when heavy rainfall overwhelms the capacity of natural or designed drainage systems. Floods become dangerous if the water is very deep or travelling very fast or if the flood waters have risen very quickly, or if they contain debris like tree branches and sheets of iron.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

22. Staff have obtained feedback from the local Parks and Places Specialist and the sport and recreation lead. No issues or concerns regarding the group were raised.

23. The proposed new lease has no identified impacts on other parts of the council group. The views of council-controlled organisations were not required for the preparation of the advice in this report.

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

Local impacts and local board views

24. The recommendation within this report falls within the local board’s allocated authority relating to local recreation, sports and community facilities.

25. The proposed new lease was discussed with the local board at the monthly Community Facilities Mahi Tahi workshop on 27 August 2019, there were no objections to the granting of a new lease.

26. The recommendation supports the Ōtara-Papatoetoe Local Board Plan 2017 outcome of empowered, inclusive and prosperous communities with the board stating their commitment to strengthening Māori communities and their wellbeing.

Tauākī whakaaweawe Māori

Māori impact statement

27. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader statutory obligations to Māori. Support for Māori initiatives and outcomes are detailed in Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework, the Auckland Plan, the Long-term Plan 2018-2028, the Unitary Plan and local board plans.

28. 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 Ōtara-Papatoetoe Local Board area. Fifty percent of the children attending the centre are identified as Māori.

29. The proposed new ground lease was conveyed to the South-Central Mana Whenua Forum for comment in August 2019, no obligations were exercised by the forum members.

Ngā ritenga ā-pūtea

Financial implications

30. There are no financial implications associated with the granting of this community ground lease.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. If the Ōtara-Papatoetoe Local Board resolve not to grant a new lease to Te Kōhanga Reo National Trust Board for the Ki Papatoetoe Whānau Te Kōhanga Reo, the centre’s ability to undertake its core activities will be affected, which in turn will have a negative impact on the desired local board outcomes. In addition, the local Papatoetoe community will likely lose access to the services provided by the centre.

32. As there is no significant departure from the current land use, or change in activities, there are no identified risks in granting the new lease.

Ngā koringa ā-muri

Next steps

33. Subject to the local board approval of the new lease, staff will prepare the lease agreement for the trust to sign.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site map - Middlemore Park, 67R Swaffield Road, Papatoetoe - Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whanau)	39
b ⇩	Community Outcomes Plan - Te Kōhanga Reo National Trust Board (Ki Papatoetoe Whanau)	41

Ngā kaihaina

Signatories

Author

Jenny Young - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Ōtara-Papatoetoe Quick Response Round One 2019/2020 grant allocations

File No.: CP2019/19394

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. The Ōtara-Papatoetoe Local Board adopted the Ōtara-Papatoetoe Local Grants Programme 2019/2020 on 19 March 2019 (see Attachment A, OP/2019/83). The document sets application guidelines for contestable community grants submitted to the local board.

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

4. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $360,000 for the 2019/2020 financial year.

5. A total of $9,248 has been allocated for the Ōtara-Papatoetoe Local Board Excellence Awards. This leaves an amount of $350,752 available for contestable grants.

6. A total of $186,307 was allocated to Local Grants Round One 2019/2020. This leaves an amount of $164,445 for the remaining grant rounds.

7. Twenty-three applications were received for consideration by the Ōtara-Papatoetoe Local Board for the Ōtara-Papatoetoe Local Board Quick Response Grant, Round One 2019/2020 with a total requested of $38,102.00.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) agree to fund, part-fund or decline each application in Quick Response Grant Round One, 2019/2020, as outlined in Table One:

Table One: Ōtara-Papatoetoe Quick Response Grant Round One 2019/2020 applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested
QR2013-102	Edith Lee Naketa Ikihele	Arts and culture	Towards costs for a cultural immersion programme in Otara, including venue hire and food.	$770.00
QR2013-104	Rainbow Celebrating Life Trust	Community	Towards venue hire costs, choreographers’ fees and advertising, for community dance classes.	$2,000.00
QR2013-105	Catherine King	Community	Towards wool and knitting costs for new-born baby hats for Middlemore Hospital.	$999.00
QR2013-106	Life Education Trust Counties Manukau	Community	Towards work books for the Life Education Trust programme in Otara-Papatoetoe schools.	$2,000.00
QR2013-107	New Netball Team Limited	Sport and recreation	Towards venue hire costs for the “Northern Stars" home games.	$2,000.00
QR2013-114	Losalia Aleva	Arts and culture	Towards venue hire and tutor fees of the "Fii-E - Fii-A Arts, Dance and Culture" programme.	$1,000.00
QR2013-116	Woman Care Trust	Community	Towards Zumba instructor fees, for women’s classes.	$1,820.00
QR2013-117	Papatoetoe Adolescent Christian Trust (PACT)	Community	Towards costs of t-shirts for the "Kiwi Games" programme volunteers.	$1,000.00
QR2013-118	The TYLA Trust	Community	Towards the TYLA leadership camp costs, including venue hire, kayak hire, food and transport.	$1,970.00
QR2013-119	OKE Charity Trust	Community	Towards the purchase of a tunnel house - for the outdoor learning programme in Papatoetoe Intermediate.	$1,670.00
QR2013-120	The United Buddhist Youth Association of Auckland Incorporated	Community	Towards costs for the family fun day at the Buddhist Temple and Allenby Park Papatoetoe, including venue hire, food, stationery, publicity and facilitation.	$1,800.00
QR2013-121	Tuatara Collective Limited	Arts and culture	Towards theatre production costs, including actors, stage manager, production manager and counsellor fees, sound, lighting, technical set up, venue hire, and advertising.	$1,773.00
QR2013-122	Youthline Auckland Charitable Trust	Community	Towards a contribution to the salary of the Youthline Centre Manager.	$2,000.00
QR2013-123	Kolmar Charitable Trust	Sport and recreation	Towards membership fees for children to participate in sport at the local sports clubs over the summer season.	$2,000.00
QR2013-124	Dream Big Trust	Community	Towards costs of the afterschool programmes in local parks, including advertising, sports equipment and sports coaching.	$2,000.00
QR2013-126	Blue Light Ventures Incorporated	Community	Towards printing costs of the "Blue Light School Leavers Street Smart” handbook.	$1,960.00
QR2013-127	Guardians of our Children Charitable Trust	Community	Towards costs to run parenting workshops in Otara-Papatoetoe.	$2,000.00
QR2013-128	Clean Plate Limited	Community	Towards costs for the "Clean Plate Less Waste Lunchbox" workshops, venue hire, facilitation and resources.	$1,600.00
QR2013-130	Trukat Group Incorporated	Sport and recreation	Towards costs of the "HoodBeats - Green Machine" holiday programme, food and prizes.	$2,000.00
QR2013-131	Totara Hospice Trust	Community	Towards costs for the Totara Hospice fridge magnets.	$540.00
QR2013-132	Children's Autism Foundation Incorporated	Community	Towards costs of facilitation, venue hire, tea, coffee and administration of the " Autism Drop in Clinics" in the local board area.	$2,000.00
QR2013-133	Mafutaga Samoa Otara under the umbrella of ASA Foundation Trust	Community	Towards training jackets and t-shirts for the volunteer fitness trainers.	$1,970.00
QR2013-134	Margaret Perry	Arts and culture	Towards crafts, tapestry, fabric and faux fur costs for the "Aroha Ki Te Taonga" Maori arts and crafts programme.	$1,000.00
Total				$38,102.00

Horopaki

Context

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

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

10. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

11. The Ōtara-Papatoetoe Local Board adopted their grants programme for 2019/2020 on the 19^th of March 2019 (OP/2019/83) and will operate three quick response and two local grant rounds for this financial year. This includes the Ōtara-Papatoetoe Local Board Excellence Awards, which are open all year round (OP/2018/144).

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change 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; decreasing use of single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and education about sustainable lifestyle choices that reduce carbon footprints.

15. One applicant in this grant round has indicated that their project supports climate change outcomes.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

16. 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.

17. 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

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

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

20. A summary of each application received through Ōtara-Papatoetoe Local Board Quick Response Grant Round One 2019/2020 (see Attachment B) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

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

22. Thirteen applicants applying to Ōtara-Papatoetoe Local Board, Quick Response Grant Round One, indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

23. The Otara-Papatoetoe Local Board adopted the Ōtara-Papatoetoe Local Grants Programme 2019/2020 on 19 March 2019 (see Attachment A). The document sets application guidelines for contestable community grants submitted to the local board.

24. This report presents applications received for the Ōtara-Papatoetoe Local Board Quick Response Grant, Round One 2019/2020 (see Attachment B)

25. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $360,000 for the 2019/2020 financial year.

26. A total of $9,248 has been allocated for the Ōtara-Papatoetoe Local Board Excellence Awards. This leaves an amount of $350,752 available for contestable grants.

27. A total of $186,307 was allocated to local grants round one 2019/2020. This leaves an amount of $164,445 for the remaining grant rounds.

28. Twenty-three applications were received for consideration by the Ōtara-Papatoetoe Local Board for the Ōtara-Papatoetoe Local Board Quick Response Grant, Round One 2019/2020 with a total request of $38,102.00.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

30. Following the Ōtara-Papatoetoe Local Board allocation of funding for Quick Response Grants Round One, staff will notify the applicants of the local board’s decision and facilitate payment of the grant.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Otara-Papatoetoe Local Board Grants Programme 2019/2020	49
b	Otara-Papatoetoe Local Board Quick Response Grant Round One 2019/2020 applications (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Andrew Clark - General Manager Commercial and Finance

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Proposed Manukau Central Business Association Inc Business Improvement District Programme expansion

File No.: CP2019/19168

Te take mō te pūrongo

Purpose of the report

1. To approve the proposed Manukau Central Business Improvement District (BID) programme expansion maps.

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 Manukau Central Business Association (MCBA) has been operating a BID programme since 2005 providing benefit to the Manukau Central business community.

4. In 2017 the MCBA was successful in expanding the geographic area of the Manukau Central BID programme, and therefore the properties that are subject to the BID targeted rate. The MCBA is looking to further expand the geographic area covered by the BID programme.

5. The intention of this next BID expansion is to better represent the wider 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 MCBA annual general meeting on 31 October 2019 the proposed BID expansion maps (Attachment A and B) were presented, and approved by the MCBA membership.

7. The Auckland Council Business Improvement District Policy 2016 (BID Policy) requires the local board approve any changes to a BID programme boundary, and recommending to the Governing Body whether or not to strike the targeted rate.

8. The expansion includes two separate areas currently not included in the Manukau BID programme. These two areas are contained within the Otara-Papatoetoe Local Board area (see the plans at Attachment A and B).

9. If the local board approves the expansion maps, a postal ballot of business ratepayers and owners located within the proposed BID expansion areas will be held to determine the level of support for each of the proposed BID expansions. The results of this postal ballot will inform the final decision made regarding the expansion of the BID programme.

10. If expansion goes ahead, the Manukau BID programme will represent about 1160 business ratepayers and owners, with a combined BID targeted rate of up to $550,000, as of 1 July 2020.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the proposed boundary map expanding the Manukau Central Business Improvement District (BID) programme, as shown in the maps. Attachment A and B.

Horopaki

Context

11. Manukau Central Business Association Inc (MCBA) has been a BID since 2005 and is one of 48 BID programmes operating across the Auckland Region. The services provided by the MCBA include advocacy, networking opportunities, and marketing and promotions.

12. The council approves and strikes the BID targeted rate for all 48 BID programmes through the annual budget report 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 MCBA for the operation of its BID Programme.

14. MCBA successfully completed a BID expansion project and ballot in 2017.

15. This 2020 proposed expansion project will include two separate geographic areas, and a separate ballot for each area. The results of each ballot will help determine if the proposed BID expansion area will be added to the current Manukau BID programme.

16. MCBA signalled and approved the proposed BID boundary expansion maps (Attachment A and B) and their intention to expand their BID programme, at their annual general meeting on 31 October 2019.

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

· approve BID programme boundary maps

· approve BID programme boundary expansions

18. The local board is required to consider a resolution on the proposed BID programme expansion maps and their support for the expansion project.

19. 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 be satisfied that the criteria for a BID expansion (contained in the BID Policy) have been met.

20. Council staff are seeking Otara-Papatoetoe Local Board approval for the proposed Manukau BID expansion maps (Attachment A and B).

Tātaritanga me ngā tohutohu

Analysis and advice

BID expansion process

21. The decision to progress a BID expansion is a result of increased interest from businesses located outside the current BID boundary. MCBA has received an increase in the number of businesses wanting to be part of the Manukau BID programme and benefit from being part of a collective group.

22. The MCBA have engaged with these 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 Manukau business community.

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

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

25. If the BID expansion project and the two ballots successful, MCBA will increase from 940 members to about 1160. The BID targeted rate will increase from $490,000 to $550,000 as at 1 July 2020. This will be funded by the addition of new BID targeted rated members.

26. The expansion of the Manukau BID programme and boundary supports the Otara-Papatoetoe Local Board Plan 2017 and contributes to the following Local Board outcome:

Outcome 1; Manukau transformation.

27. Council staff support this BID expansion project and recommend the Otara-Papatoetoe Local Board approve the proposed Manukau BID expansion maps (Attachment A and B). There is no reason under the BID policy not to support the proposed Manukau BID expansion maps.

Campaign, consultation and voter engagement

28. The MCBA will implement a professional and detailed communication plan to all eligible BID voters within each separate area from the period December 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.

29. The BID policy requires MCBA 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.

30. The MCBA will undertake two separate ballots for area A and B.

31. Election Services Ltd has been commissioned by the MCBA to provide an independent polling service for the two separate Manukau BID expansion ballots.

32. The polling for both ballots will be done via a postal ballot, each eligible voter will receive a ballot pack. The packs will be lodged with NZ Post in February 2020. There will be postal and online voting available. The ballot period must be no less than four weeks closing 12 noon Tuesday 31 March 2020

33. Each ballot must separately 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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

35. The MCBA engages across council and council groups, an expanded Manukau BID programme provides a platform for the wider business community to be involved.

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

Local impacts and local board views

36. Following approval by the Otara-Papatoetoe Local Board staff will include the Manukau BID expansion information in the 2020/2021 annual budget consultation and the Otara-Papatoetoe Local Board Agreement.

37. The results of the MCBA BID expansion ballots will determine if there is a sufficient level of support for each BID expansion area and associated BID targeted rate.

38. Otara-Papatoetoe 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 and collaborate with the council on behalf of local businesses.

Tauākī whakaaweawe Māori

Māori impact statement

39. All businesses within the Manukau BID expansion boundary areas will be included in the ballot process and BID policy requirements.

Ngā ritenga ā-pūtea

Financial implications

40. The Manukau BID targeted rate levied on business-zoned property owners will raise a BID targeted rate grant of up to $550,000 and fund the Manukau BID programme. The programme will be cost neutral to the council and local board.

41. The Manukau BID targeted rate amount for 2019/2020 is $490,000. If only map A ballot is successful, the BID targeted rate amount for 2020/2021 will be $510,000. If only map B is successful, the BID targeted rate amount for 2020/2021 will be $530,000. And if both map A and B are successful the BID targeted rate amount for 2020/2021 will be $550,000.

42. Staff will be reporting to the Otara-Papatoetoe Local Board in April/May 2020 with the results of the Manukau BID expansion and confirm the Manukau BID targeted rate amount to be recommend to the Governing Body for the striking of the targeted rate on 1 July 2020.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

44. There is a risk to MCBA should one or both BID expansion ballots fail to reach the required mandate. If a BID ballot fails, the BID policy requires a two-year stand-down before any subsequent ballot can be held.

45. The funding for this 2020 BID expansion project is being covered by the MCBA from within existing funds.

Ngā koringa ā-muri

Next steps

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

47. Council staff will advise the MCBA of the Otara-Papatoetoe Local Board decision regarding the proposed Manukau BID boundary expansion maps.

48. If the local board supports the expansion project, council staff will assist the MCBA to comply with council’s BID Policy requirements.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manukau BID expansion map A	59
b ⇩	Manukau BID expansion map B	61

Ngā kaihaina

Signatories

Author

Claire Siddens - BID Partnership Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Local board governance work management for the 2019-2022 triennium

File No.: CP2019/19099

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 understanding 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 Ōtara-Papatoetoe 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 15 and 22 October 2019, as part of the Ōtara-Papatoetoe Local Board induction programme for the 2019-2022 triennium. Key points noted by the board are as follows:

· Overall the board favour the practices of the previous term.

· Prior reading and preparation is critical for members to gain oversight of topics and issues.

· The workshops allow members to come to fuller understanding of topics before business meetings; discussions at workshops supported by presentations are useful in considering different aspects of topics and issues along with officer advice.

· The board would like to continue the practice of having workshops for oversight of approved work programmes three times a month, on Tuesdays, from 9.30 am to 12.30 pm. The time will be extended only under exceptional circumstances when projects or matters need to be discussed.

· The board prefers to continue to hold its business meeting once a month, on the third Tuesday of each month, starting at 5 p.m.

· The board are favourable to the idea of recess weeks once a year and this coincides with school-holidays. The intention is that these two weeks are free of workshops as well as business meetings, noting there will be no business meeting in July. The dates for the next term are as shown in the table below:

No.	Year	Proposed recess
1	2020	6 to 17 July 2020
2	2021	12 to 23 July 2021
3	2022	11 to 22 July 2022

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

Rina Tagore - Senior Advisor, Otara-Papatoetoe Local Board

Authorisers

Kerri Foote, Operations and Improvements Manager

Oliver Roberts, Central Teams Manager

Louise Mason – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Local board appointments and delegations for the 2019-2021 electoral term

File No.: CP2019/19096

Te take mō te pūrongo

Purpose of the report

1. To recommend that the Ōtara-Papatoetoe 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’s 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 Ōtara-Papatoetoe Local Board:

a) appoint XXXX and XXXX, as an alternate, the nominated local board member for landowner consents (excluding landowner consents for filming) 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 XXXXXX and XXXXXX, as an alternate, the nominated local board member for landowner consents for filming and authorises them to:

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

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

c) appoint XXXXXX and XXXXXX, 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.

d) delegate to XXXXXX and XXXXX, 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.

e) delegate to XXXXXX and XXXXX, 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.

f) delegate to XXXXXX and XXXXX, as an alternate, the authority to prepare and provide local board views and speak 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 also are 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 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 (e.g. 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 workload 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 – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Appointment of LB members to external community organisations

File No.: CP2019/19330

Te take mō te pūrongo

Purpose of the report

1. To appoint members of Otara-Papatoetoe Local Board to represent the board at groups, meetings and activities relevant to the work of the local board.

Whakarāpopototanga matua

Executive summary

2. Elected members participate as representatives of the local board on a number of internal, external, community and national 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 members to represent the board for the 2019-2022 triennium.

4. There are a small number of appointments due to legislation or the terms in a deed 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 Ōtara-Papatoetoe Local Board:

a) appoint the following board members to the external community groups and organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Aircraft Noise Community Consultative Group
Community Impact Forum for Kohuora Corrections Facility (previously Wiri Mens Prison)
Greater East Tamaki Business Association (GETBA)
Hunters Corner Town Centre Society Incorporated
Kolmar Centre (Papatoetoe Sports and Community Charitable Trust)
Maori Input into local board decision making political steering group
Manukau Central Business Association Incorporated
Otara Business Association Incorporated
Otara Lake and Waterways Community Panel
Papatoetoe Central Main Street Society Incorporated
Tamaki Estuary Environmental Forum
The Southern Initiative (TSI) Steering Group
Youth Connections (South) Local Governance Group

b) delegate decision making to award Pursuit of Excellence grants up to $2,000 per grant to a panel consisting of the Chair and Deputy Chair and one member as an alternate. The grants awarded under the delegation are reported at the following business meetings.

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 responsibilities 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 workshops and meetings to keep the board regularly informed of discussions in their activity area unless good reasons exist for confidentiality, and these updates also include the use 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) or

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

9. In making decisions about these appointments, it is suggested that local boards are 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 cancelled.

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

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

Community Impact Forum for the Kohuora Auckland South Corrections Facility

13. The local board is asked to appoint one member (and an alternate) to Community Impact Forum for the Kohuora Auckland South Corrections Facility (previously Wiri Men's Prison.)

14. The purpose of the Community Impact Forum 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 forum is to consider the effects of the Kohuora Auckland South Corrections Facility and Auckland Region Women’s Corrections Facility on the community. Refer to attachment A for more information about the CIF’s terms of reference and purpose.

15. The next Community Impact Forum meeting is scheduled for Wednesday 14 December, 3.30pm – 5.30pm at Auckland South Corrections Facility (Community Building outside the wire), 21 Kiwi Tamaki Rd, Wiri.

Business Associations

16. There are 48 Business Improvement District Partnership Programmes operating within the Auckland region. Five Business Improvement Districts (BID) operate in the Otara-Papatoetoe Local Board area. These are Manukau Central, Hunters Corner, Papatoetoe Central, Otara, and Greater East Tamaki (“GETBA” – one quarter in this board area, with the rest being in Howick Local Board area.)

17. Each BID is operated by an incorporated society (business association), governed by an executive committee. The rules of each business association provide for the executive committee to invite a local board representative onto the executive committee. The discretion on whether this member has voting rights will lie with the business association under the rules of their constitution.

18. The local board therefore has an opportunity to nominate a board member to represent it with each business association. In the past two terms, the board has nominated representatives and alternates for each of the five business associations.

19. The role of the local board representative is to work with the business associations to align the direction for the BID programme and local priorities expressed the local board plan. The local board should receive regular reporting on the BID programme and review progress against objectives.

20. The local board has a varying day-to-day relationship with the business associations. All the business associations play a significant role in the local community and economy, and it is important for the board to interact with them. Close contact with the Otara, Hunters Corner and Papatoetoe business associations is especially important, because they receive significant annual funding from the board. (Occasional funding has been given to Manukau Central and nothing to GETBA in recent years.)

21. It is recommended that the local board appoints a local board member for each business association to represent the local board regarding all matters relating to the business association. The board might consider whether alternates are needed, given that in recent times alternates seem to have played only a minor role at most.

Otara Lake and Waterways Community Panel

22. In the last term, an interim steering group was supported by the board to promote the Otara Lake and Waterways Vision, and to set up an independent trust, Otara Waterways and Lake Trust. The trust has now been set up to take the vision forward. The board does not have direct representation on the trust.

23. Separate from the trust, there is now Ōtara Lake and Waterways Community Panel. The purpose of this panel is to provide strategic advice, assistance and meaningful contribution to the purpose of the Otara Waterways and Lake Trust. The community panel also has the power to appoint and to reappoint up to two trustees and has the sole power to remove at any time any trustee appointed by the community panel. The community panel exercised this power with the appointment of the two original trustees.

24. The local board is asked to appoint one member (and an alternate) to Ōtara Lake and Waterways Community Panel.

25. The next meeting of the panel is scheduled for Wednesday 11 December 2019, Midday - 2pm, Manukau Civic (Annex Ground floor).

Pursuit of Excellence – Otara-Papatoetoe Local Board

26. Ōtara-Papatoetoe Local Board set up the Pursuit of Excellence Award to:

· support local residents and organisations who will represent the area to demonstrate their outstanding achievements in their chosen field

· recognise and celebrate the contributions of the local applicants

The aim is also to:

· increase the profile and image of the Ōtara-Papatoetoe Local Board area

· assist applicants to build their capacity in serving the community

· promote diverse participation in local government and civic life

· foster the development of a sustainable workforce for local industry and surrounds

· strengthen the development of community unity in Ōtara-Papatoetoe.

More details on https://www.aucklandcouncil.govt.nz/grants-community-support-housing/grants/local-board-grants/otara-papatoetoe-local-board-grants/Pages/grant-details.aspx?itemID=63

27. In the previous term the board delegated the decision making to a Panel, comprising the Chair and Deputy and one member as an alternate, to award grants up to $2,000 per grant following assessments. The grants are a part of the annual work programme, approved by the board. The grants awarded under the delegation are reported at following business meetings.

Tamaki Estuary Environmental Forum

28. The Tamaki Estuary Environmental Forum is an informal liaison group involving local board and community representatives. It meets regularly, usually quarterly. It is suggested that there would be value in the member chosen for the Otara Lake and Waterways Community Panel also being the board’s representative on the Tāmaki Estuary Environment Forum, because some issues will be common to both bodies.

Manukau Harbour Forum

29. A separate report to the board will discuss appointments to the Manukau Harbour Forum.

Youth Connections South Local Governance Group

30. On 14 May 2012, Auckland Council launched a new initiative called Youth Connections across Auckland, in collaboration with the Mayor’s Taskforce for Jobs, the Tindall Foundation, Auckland Airport Community Trust and several other key stakeholder organisations.

31. In June 2012, the Ōtara-Papatoetoe and Māngere-Ōtāhuhu Local Boards decided to work collaboratively in the governance and delivery of the Youth Connections project. A local governance group, consisting of three members from each board, was set up.

32. In the new electoral term in November 2013, both the Local Boards reconfirmed their support to Youth Connections and requested that the Terms of Reference be updated. Updated Terms of Reference were approved by the board in March 2016 (please see attachment B.)

33. The terms of reference provide for each local board to appoint three members and one alternate to the Youth Connections South Local Governance Group (LGG). It is recommended that the board appoint the full complement of members and alternate for the new term.

34. In the last term, the LGG often struggled to achieve a quorum for its meetings. When considering appointment of members for the next term, it is recommended that the availability and capacity of members to attend meetings be considered.

35. Last term, the board also renewed a delegation to the members of the LGG to make all decisions for the youth connections project, and it is recommended that this be renewed, to maintain the efficiency of the LGG. Part of the budget of the LGG is money allocated by each of the local boards, and this part of the budget will be decided annually by the local boards. The delegated authority of the LGG relates to the use of the money it receives from all sources, including the boards and philanthropic funders.

Maori input into local board decision-making political steering group

36. In 2014 four Auckland Council southern local boards; Manurewa, Ōtara-Papatoetoe, Māngere-Ōtāhuhu and Papakura sought to engage with Māori to explore how they can best meet statutory obligations and to improve relationships with Māori.

37. A working group consisting of mana whenua and local board representatives was formed to explore what they have in common, what is important to each about this and why, and how through real collaboration they might make positive outcomes for all Māori and non-Māori alike.

38. In September 2016 the boards received a progress report. At that time the board resolved to support continuation of the work in the new term.

39. It is recommended that the board appoint representatives for this steering group.

Aircraft Noise Community Consultative Group

40. The Aircraft Noise Community Consultative Group was set up to consider, and where appropriate, make recommendations to Auckland International Airport Limited (AIAL), on aircraft noise issues and concerns that arise from the operation and activities at Auckland International Airport. It arose from AIAL‘s application to designate the second runway at the airport, and concerns about the aircraft noise implications. Six local boards with areas within the flight path, including Ōtara-Papatoetoe, appoint representatives and alternates to the Group. Further information is here: https://corporate.aucklandairport.co.nz/corporate-responsibility/managing-aircraft-noise/being-a-good-neighbour/auckland-noise-community-consultative-group.

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

42. The next ANCCG meeting has been scheduled for Monday 9 December 2019, 1-3pm, Pavilion Room III, Sudima Hotel, 18 Airpark Drive, Auckland Airport.

Miscellaneous roles

43. There are many community groups, not mentioned above, that have occasional interactions with the board. Often the interactions will be mainly a matter of information-sharing. No specific board representatives were appointed to these groups last term. No appointments are recommended for this term.

44. These relationships can continue to be managed within the general role of the Chair as spokesperson for the board and first contact point for communities. The Chair (or deputy, as appropriate), can deal with routine interactions, including occasional meetings, to receive information and advise the community groups about the board‘s policy on relevant matters.

45. Where an issue emerges that requires a greater response from the board, the board can take the load off the Chair by allocating responsibility to a member or working party to address the issue.

Tātaritanga me ngā tohutohu

Analysis and advice

46. A number of external organisations provide for the formal participation of Auckland Council elected members in their affairs.

47. The appointments to external organisations and groups is a means for the local board to manage and maintain working relationships with some key stakeholders in the local area. The details of each of the 13 organisations or groups are explained earlier under the Context section of the report.

48. The nominated board members represent the board’s views in the working relation with the external organisations. Keeping the full board upraised of important and relevant activities of the organisations is also through member reports at the monthly business meetings.

49. Youth Connections (South) Local Governance Group (LGG) and the delegated Panel for Pursuit of Excellence Award are not external groups.

50. The LGG is comprised of representation from Ōtara-Papatoetoe and Mangere-Otahuhu Local Boards, specifically for a work programme for Youth Connections funded by the two local boards and external funding. The programme is managed by The Southern Initiative, Auckland Council.

51. The Panel for Otara-Papatoetoe Pursuit of Excellence Awards is constituted by delegation. As the award is open throughout the year, to allow speedy response, based on assessment of applications and recommendations to the panel. In the previous term the delegation was to the Chair and Deputy and an alternate. All decisions by the Panel are reported at the next business meeting of the Ōtara-Papatoetoe Local Board.

Tauākī whakaaweawe āhuarangi

Climate impact statement

52. 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. This may be a consideration for how the local board manage their governance work, deliver the variety of duties and responsibilities and how nominated members represent views of the board.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

53. There are no known impacts associated with the 13 organisations or entities to which the board is to nominate board representation. There are ongoing working relationships and/ or funding relationships with some of the organisations/ groups listed. These are managed through the annual budget and annual work programme process.

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

Local impacts and local board views

54. The Ōtara-Papatoetoe Local Board had an opportunity to discuss the appointments at a workshop on 19 November 2019. They discussed the experiences of the previous term, interests of board members and requirements from the different organisations, frequency of meetings and time commitments. They also discussed lead and alternate nominated for each organisation and the spread of responsibilities across the board.

Tauākī whakaaweawe Māori

Māori impact statement

55. This decision is procedural in nature so does not have immediate impacts on Māori. It is relevant to note that the Ōtara-Papatoetoe Local Board Plan states that a commitment to Māori at a local level is a priority. The board supports Whiria Te Muka Tangata / Māori Responsiveness Framework. This ensures the council’s policies and actions recognise and protect Māori rights and interests, and address and contribute to the needs and aspirations of Māori.

56. Of relevance is also a joint-initiative, ‘Māori input into local board decision-making’, of three southern area local boards (see para 34) that started in 2015. It forms the basis of a shared work programme between participating mana whenua and local boards.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

59. Following the Ōtara-Papatoetoe Local Board’s confirmation of nominations and delegations, the external groups or organisations will be informed of appointments.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Terms of Reference - Community Impact Forum	85
b ⇩	Terms of Reference - Youth Connections LGG - 2016	87

Ngā kaihaina

Signatories

Authors

Carol Stewart - Senior Policy Advisor

Rina Tagore - Senior Advisor, Otara-Papatoetoe Local Board

Authorisers

Louise Mason – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Reinstatement of the Manukau Harbour Forum

File No.: CP2019/19831

Te take mō te pūrongo

Purpose of the report

1. To approve the reconstitution of the Manukau Harbour Forum (the forum), including the Ōtara-Papatoetoe 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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe Local Board:

a) agree to re-constitute the Manukau Harbour Forum Joint Committee with the Franklin, Manurewa, Maungakiekie-Tāmaki, Māngere-Ōtāhuhu, Papakura, Puketāpapa, Whau, and Waitākere Ranges Local Boards for the 2019/22 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 13^th December 2019 in Māngere.

d) note that the reconstituted 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) (b)-(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 (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 (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.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

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 as needed.

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 ⇩	Terms of Reference for the Manukau Harbour Forum	97
b ⇩	Manukau Harbour Forum governance and management support review report	99

Ngā kaihaina

Signatories

Author

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

Authorisers

Louise Mason – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Process for appointment of Local Government New Zealand National Council representative

File No.: CP2019/19095

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 Ōtara-Papatoetoe 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 – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Urgent decision-making process

File No.: CP2019/19093

Te take mō te pūrongo

Purpose of the report

1. To seek the Ōtara-Papatoetoe 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 Ōtara-Papatoetoe 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 – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Annual Budget 2020/2021 consultation

File No.: CP2019/19566

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 Manukau Central 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 $490,000 to $550,000 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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe Local Board for the Annual Budget 2020/2021 consultation, including online consultation content.

c) approve, for consultation, the Manukau Central 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 $490,000 to $550,000 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) The Have Your Say event hosted by Ōtara-Papatoetoe Local Board is to take place on Tuesday 3rd March 2020, 6.00pm to 7.30pm at the Local Board Diversity Forum, Manukau Room, Manukau Civic Building, Auckland Council.

e) approve the engagement approach to utilize multiple spoken interaction opportunities at planned local board events:

· Papatoetoe Network – Thursday, 12 March 10.00am to 12.00noon

· ONAC Network meeting – Wednesday 26 February, 10.00am to 1.00pm

· Thriving Otara Network meeting - tbc

f) note that additional communications efforts will be made through local media channels such as Radio Waatea, Pasifika radio and social media such as Facebook.

g) 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.

17. The Have Your Say event recommended to be held in the Ōtara-Papatoetoe Local Board, details in bullet point below:

· Tuesday 3rd March 2020, 6.00pm to 7.30pm at the Local Board Diversity Forum, Manukau Room, Manukau Civic Building, Auckland Council.

Approve the engagement approach to utilize multiple spoken interaction opportunities at planned local board events:

· Papatoetoe Network – Thursday, 12 March 10.00am to 12.00noon

· ONAC Network meeting – Wednesday 26 February, 10.00am to 1.00pm

· Thriving Otara Network meeting – to be confirmed (tbc)

18. The Ōtara-Papatoetoe Local Board will also utilise multiple spoken interaction opportunities at planned local board events which are detailed in the bullet points below:

· Papatoetoe Network – Thursday, 12 March 10.00am to 12.00noon

· ONAC Network meeting – Wednesday 26 February, 10.00am to 1.00pm

· Thriving Otara Network meeting – tbc

(Refer to attachment ‘C’ for Engagement plan for the Annual Budget)

19. 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.

20. 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.

21. 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 Manukau Central Business Association Business Improvement District programme

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

23. The Manukau Central Business Association (MCBA) has been operating a BID programme since 2005 providing benefit to the Manukau Central business community.

24. In 2017 the MCBA was successful in expanding the geographic area of the Manukau Central BID programme, and therefore the properties that are subject to the BID targeted rate. The MCBA is looking to further expand the geographic area covered by the BID programme.

25. The intension of this next BID expansion is to better represent the wider business community and respond to an increasing demand from businesses outside the current BID area for services provided by the BID programme.

26. At the MCBA annual general meeting on 31 October 2019 the proposed BID expansion maps were presented and approved by the MCBA membership.

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

28. The expansion includes two separate areas currently not included in the Manukau BID programme. These two areas are contained within the Otara-Papatoetoe Local Board area.

29. If the local board approves the expansion maps, a postal ballot of business ratepayers and owners located within the proposed BID expansion areas will be held to determine the level of support for each of the proposed BID expansions. The results of this postal ballot will inform the final decision is made regarding the expansion of the BID programme

30. If the council approves the BID programme boundary expansion the Manukau Central Business Association membership will also increase, and the BID targeted rate will increase from $490,000 to $550,000 as of 1 July 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

31. 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.

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

33. 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

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

35. 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

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

37. 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

38. 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.

39. 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.

40. 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.

41. 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

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. 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

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

45. 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 ⇩	Ōtara-Papatoetoe consulation document	153
b ⇩	Ōtara-Papatoetoe Local Board supporting information	155
c ⇩	Engagement Plan OPLB Annual budget 20-21	157

Ngā kaihaina

Signatories

Authors

Beth Corlett - Advisor Plans & Programmes

Albert Scott - Local Board Advisor

Authorisers

Louise Mason – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Elected Members Expense Policy 2019

File No.: CP2019/19679

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 Ōtara-Papatoetoe 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	167
b ⇩	Summary of local board feedback on the Remuneration Authority’s discussion paper on childcare allowances	185

Ngā kaihaina

Signatories

Authors

Warwick McNaughton - Principal Advisor - Democracy Services

Authorisers

Marguerite Delbet - General Manager Democracy Services

Louise Mason - GM Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

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

File No.: CP2019/19614

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

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

4. The key activity updates/highlights from this quarter are:

· WPID 284- Sunnyside Domain Playground opening

· WPID 348- Funding signature local events through the Community Grants

· WPID 1078/1079- Programming at Clover Park Community House & Te Puke Ōtara Community Centre (ELEI)

· WPID 1006- Student Internship – Libraries

· WPID 842- Ōtara Creek clean up

· WPID 407 /408 / 409 – Active visits to leisure centres in the local board area have increase except for Allen Brewster Leisure Centre due to disruptions caused by the fire.

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). There are no activities with a red status this quarter. However, there are two activities that activity status is amber and one grey. The following work programme lines are amber and grey:

· WPID 704- Fresh Gallery signage project (amber)

· WPID 2863- Manukau/ South Research Centre renewal- work programme duplication, proposed reallocation to be advised by Community Facilities (amber)

· WPID 313- Youth Connections- low programme participation in IT Business Experience course

· WPID 129- Teaching Gardens- This programme has been merged with WPID 537 in the Park Sport and Recreation department (grey)

6. The financial performance report compared to budget 2019/2020 is attached. There are some points for the local board to note: Net operating performance this quarter for Ōtara-Papatoetoe local board area is twelve per cent over budget, with community facilities, active recreation, parks services and full facility contracts overall exceeding budget, mainly in the costs of utilities and response repairs. Locally driven initiatives work programmes are mostly in progress including uncompleted projects carried forward into this year. Operating revenue is slightly ahead of budget. Capital expenditure is ahead of budget for the quarter as major renewals projects continue to be delivered.

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 Ōtara-Papatoetoe Local Board:

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

b) note that the Community Facility 2019/2020 work programme and 2020-2022 indicative work programme has 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 2019/2020 work programme and 2020-2022 indicative work programme to add the following projects to the Risk Adjusted Programme:

i) WPID 2236 Tupu Youth Library – replace roof

ii) WPID 2353 Otara Town Centre – renew fish canopy

iii) WPID 2892 Te Puke O Tara Community Centre – rood renewal

iv) WPID 2934 Tupu Youth Library – Internal Renewal

v) WPID 3066 Kohuora Park toilet and changing rooms – renewal

vi) WPID 3207 Papatoetoe Adolescent Christian Trust (PACT) Building (ex St Johns Hall) – roof renewal

vii) WPID 2747 Otara Pool and Leisure Centre – comprehensive renewal

viii) WPID 2589 Cambria House – renew homestead heritage chimney

Horopaki

Context

8. The Ōtara-Papatoetoe 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

· The Southern Initiative

· ATEED.

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

· Manukau transformation

· Revitalising town centres

· Parks and facilities that meet people’s needs

· Healthy natural environment

· Empowering, inclusive and prosperous communities

· Honouring youth and seniors

· It’s easy to get around

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

Graph 1: Work programme activities by outcome

Tātaritanga me ngā tohutohu

Analysis and advice

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 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 table below identifies highlights from the quarter.

Activity name	WPID	Commentary
Sunnyside Domain Playground opening	284	The opening of this park was attended by approximately 120 people. Feedback from the event and from community has been very positive.
Community Grants	348	This grant round the board had spent $186,000 support community groups and events in the local area. The events supported include: · Papatoetoe Santa Parade · Ōtara Sports Awards · Light Up Dawson event
Clover Park Community House & ELEI	1078/1079	Clover Park community house have been delivering programmes through new partners Community Builders Trust. Programme include: · AWHI health housing service, · Beginner Te Reo Classes, · Food bank services through the Pataka community pantry · Māori arts and crafts workshops. ELEI continues to grow with 190 young girls enrolling in the programme. Approximately 2000 people attended the Fiafia night where the girls showcased what they had learnt during the programme.
Student Internship – Libraries	1006	Two year 13 students from Tangaroa College have been selected to be a part of this programme. Student have spoken about how they have grown in confidence because the opportunity.
Ōtara Creek clean up	842	The Ōtara Creek Clean Up event was held. Highlights include: · 60 volunteers · 40 bags of rubbish collected, · 1 shopping trolley and various other items.
Active visits to leisure centres in the local board area have increase except for Allen Brewster Leisure Centre due to disruptions caused by the fire.	407 /408 / 409	Active visits are up compared to the same time as last year. · Ōtara 3.2% · Papatoetoe Centennial Pools – 14% Allan Brewster visitation numbers have dropped. This can be attributed to the recent fire.

Activities not progressing as anticipated

14. The activities below have been identified as RAG status amber and grey.

Activity name	WPID	RAG status	Activity status	Explanation and mitigation
Fresh Gallery signage project	704	Amber	In Progress	Consultation for the new sign occurred during this period because of the feedback received from the community. Staff have gone away to repackage the proposal with new options.
Manukau/ South Research Centre renewal- work programme duplication, proposed reallocation to be advised by Community Facilities	2863	Amber	In progress	This is a duplication in the work programme. Community Facilities will be coming back with options to reallocate these funds.
Youth Connections- low programme participation in IT Business Experience course	313	Amber	In progress	Participation Allowances for IT Business Experience course by Mission Ready HQ have provided the opportunity for 15 young people to get an allowance to support them take part on the IT experience course. This course will give them a good opportunity to upgrade their IT skills as well as be involved with the industry to secure potential employment and references. However, staff have found it challenging to get the participants for this programme from the Local Board area. So far only two young people have been given this allowance. Out of the two one person completed the programme successfully
Teaching Gardens	129	Grey	Merged	This programme has been merged with WPID 537 in the Park Sport and Recreation work programme.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

16. 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.

17. 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

18. When developing the work programmes, council group impacts and views were presented to the boards.

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

Local impacts and local board views

19. This report informs the Ōtara-Papatoetoe Local Board of the performance for the quarter ending 30 September 2019.

Tauākī whakaaweawe Māori

Māori impact statement

20. The table below identifies initiatives supported by the local board the directly impact Maori or promote a Maori worldview.

Activity name	WPID	Explanation and mitigation
Maori responsiveness	130	Workshops and events were held to involve local rangatahi in the local government elections. This included: · Supporting rangatahi with key messaging to promote voter participation and collaboration on one-stop-shop events · Collaboration with council departments and partnering effectively with the incoming local board and local Māori · Use of tikanga and the Empowered Communities Approach to communicate key messages for the local elections · Approaching mataawaka groups to strengthening relationships · Work together on an engagement plan with Te Ora O Manukau to support Māori.
Celebrating Te Ao Māori and strengthen responsiveness to Māori. Whakatipu i te reo Māori - Ōtara-Papatoetoe	1003	Kaikōkiri Ratonga Māori staff from Tupu and Ōtara libraries provided a bilingual puppet show during Matariki. This was an opportunity for children to listen to Te Reo Māori and see the stories acted out. Manukau hosted a session on traditional Maori healing and herbal remedies.
Te Kete Rukuruku	365	Mana whenua have identified all overlapping mana whenua interest for naming in the Ōtara-Papatoetoe Local Board area and are currently working through the naming process for parks in tranche one.

Ngā ritenga ā-pūtea

Financial implications

21. Operating expenditure overall is $551,000 over budget.

22. Locally Driven Initiatives (LDI Opex) is $156,000 underspent, however there are no material issues with the work programme progress.

23. Asset Based Services (ABS Opex) spend is $706,000 over budget for the quarter as major items include maintenance of facilities and parks, including arboriculture at $330,000 over budget. Libraries, halls, art facilities and active recreation facilities are a further $280,000 over budget in repairs and maintenance. As Auckland continues to grow, we can expect to see further pressure on response maintenance costs through increased usage and a growing asset base.

24. Operating Revenue is ahead of budget by $21,000.

25. Capital Expenditure of $1.56 million for the quarter is ahead of revised budget by $168,000 continuing to progress some major asset renewals.

26. The Ōtara-Papatoetoe Q1 financial report is in attachment B

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

28. 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.

29. 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.

30. 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. The table below reflects the projects described above.

Activity name

WPID

Commentary

Hayman Park Stage 1 - develop park’

2085

Hayman Park playground (stage one phase one) has been completed ahead of time and funding planned in future years has been spent in advance. The budget will remain in the original allocated year as it was committed.

Otara Creek Esplanade Path

2030

Otara Creek Esplanade Path Network’ includes a funding deferral into FY2019/2020.

This is due to delays which occurred at initiation stage of the project where the project was placed on hold pending confirmation of the design for the Otara Creek Bridge.

Physical works is planned to commence in FY2019/2020 onwards. This is not expected to impact delivery at this stage

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

32. The Community Facilities Build Maintain Renew work programme financial allocations have been updated in accordance with the carry forwards (refer attachment C).

Risk Adjusted Projects (RAP)

33. 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 years capital budget, 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.

34. 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 project:

· WPID 2236 Tupu Youth Library – replace roof

· WPID 2353 Otara Town Centre – renew fish canopy

· WPID 2892 Te Puke O Tara Community Centre – rood renewal

· WPID 2934 Tupu Youth Library – Internal Renewal

· WPID 3066 Kohuora Park toilet and changing rooms – renewal

· WPID 3207 Papatoetoe Adolescent Christian Trust (PACT) Building (ex St Johns Hall) – roof renewal

· WPID 2747 Otara Pool and Leisure Centre – comprehensive renewal

· WPID 2589 Cambria House – renew homestead heritage chimney

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

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

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	A-Ōtara-Papatoetoe Q1_Attachment A WP	199
b ⇩	B- Otara-Papatoetoe LB Q1 Financial Report Sep 2019	219
c ⇩	C- Ōtara-Papatoetoe Community Facilities BMR Work Programme 19_22	225

Ngā kaihaina

Signatories

Author	Albert Scott - Local Board Advisor
Authorisers	Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Ōtara-Papatoetoe Local Board

03 December 2019

Adoption of a business meeting schedule

File No.: CP2019/19094

Te take mō te pūrongo

Purpose of the report

1. To adopt the Ōtara-Papatoetoe Local Board meeting schedule for the 2019-2022 electoral term.

Whakarāpopototanga matua

Executive summary

2. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules. In particular, clause 19, Schedule 7 of the LGA on general provisions for meetings requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Sections 46, 46(A) and 47 in Part 7 of LGOIMA require that meetings are publicly notified, agendas and reports are available at least two working days before a meeting, and that local board meetings are open to the public.

3. Adopting a meeting schedule helps with meeting these requirements. Adopting a business meeting schedule also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

4. A draft meeting schedule for the 2019-2022 electoral term has been developed and is included below for adoption by the local board.

5. Commencing the business meeting during business hours will enable meetings to be productive and ensures best use of resources.

6. One business meeting per month is sufficient for formal business to be considered. There are some instances for which the local board may need to have meetings in addition to this schedule. The specific times and dates for meetings for matters such as local board plans and local board agreements are yet to be finalised. Local board meeting schedules may need to be updated once these details are confirmed.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) adopt the meeting schedule outlined below for the 2019-2022 electoral term:

Year	Date
2020	18 February
	17 March
	21 April
	5 May
	19 May
	16 June
	18 August
	15 September
	20 October
	17 November
	8 December
2021	16 February
	16 March
	20 April
	18 May
	15 June
	17 August
	21 September
	19 October
	16 November
	7 December
2022	15 February
	15 March
	19 April
	17 May
	21 June
	16 August
	20 September

b) agree to commence business meetings at 5pm to be held at the Manukau Chambers, Level 1, Manukau Civic Building, 31-33 Manukau Station Road, Manukau. Public forum and deputations will be scheduled in the early part of the business meeting, to enable participation by the public and stakeholders in the democratic process.

c) note the dates and time for meetings for local board plans and local board agreements are yet to be finalised.

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Signatories

Author

Anna Bray - Policy and Planning Manager - Local Boards

Authorisers

Louise Mason – General Manager Local Board Services

Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards

Chairperson	Lotu Fuli
Deputy Chairperson	Dr Ashraf Choudhary, QSO, JP
Members	Apulu Reece Autagavaia
	Dr Ofa Dewes
	Swanie Nelson
	Ross Robertson, QSO, JP
	Dawn Trenberth

Authors	Carol McGarry - Democracy Advisor Otara-Papatoetoe
Authorisers