Agenda of Kaipātiki Local Board

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

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

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict of interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Relationship Manager in the first instance.

4 Confirmation of Minutes

That the Kaipātiki Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 11 May 2020, 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

6.1 William Tangariki (Matua Bill)

Te take mō te pūrongo

Purpose of the report

1. To acknowledge the passing of William Tangariki (Matua Bill) and express condolences to his family.

Whakarāpopototanga matua

Executive summary

2. William Tangariki (Matua Bill), passed away on Tuesday 10 March 2020. William Tangariki was a prominent member of the Kaipātiki community and was the kaumatua / cultural advisor for Kaipātiki Youth Development Trust since 2013. The Kaipātiki Local Board would like to express its condolences to William Tangariki’s family and friends.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) acknowledge the passing of William Tangariki (Matua Bill) and express its condolences to his family.

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 Kaipātiki 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 Renewal of Little Shoal Bay Parks and Reserves

Te take mō te pūrongo

Purpose of the report

1. The purpose of this deputation is to speak to the Kaipātiki Local Board regarding the submission on behalf of various groups in Kaipātiki local board area on the 2020/2021 budget review.

Whakarāpopototanga matua

Executive summary

2. John Brew, Project Group Coordinator for the Little Shoal Bay Renewal Working Group and Adrian Meys, Member of Little Shoal Bay Renewal Working Group, will be in attendance to address the board in support of this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) receive the deputation from The Little Shoal Bay Renewal Working Group and submission on behalf of the following groups in the Kaipātiki Local Board area:

i) Birkenhead Residents Association Incorporated

ii) Northcote Residents Association Society

iii) Little Shoal Bay Protection Society

iv) North Shore Cricket Club

v) Northcote Sea Scouts

vi) Tonga Methodist Church of Northcote; and

vii) Northcote Bowling Club.

b) thank John Brew and Adrian Meys for their attendance and presentation.

Attachments

a 20 May 2020 - Kaipātiki Local Board Business Meeting - Submission from The Little Shoal Bay Renewal Working Group.................................... 235

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.”

Kaipātiki Local Board

20 May 2020

New community lease and licence to occupy to Chelsea Pony Club Incorporated at Eskdale Reserve, R226 Eskdale Road, Birkenhead

File No.: CP2020/02958

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease and licence to occupy to Chelsea Pony Club Incorporated at Eskdale Reserve, R226 Eskdale Road, Birkenhead.

Whakarāpopototanga matua

Executive summary

2. The Chelsea Pony Club Incorporated seeks a new community lease and licence to occupy the land at Eskdale Reserve, R226 Eskdale Road, Birkenhead.

3. The club owns its clubrooms and associated improvements on the site.

4. The club’s licence expired in 1994 and remains operative on a month-by-month basis until a new lease or licence is formalised.

5. On 6 May 1997, the former Birkenhead/Northcote Community Board passed a resolution that recommended the council grant a new lease to the pony club.

6. The new lease was never formalised as council, through the Department of Conservation, were required to classify the land. This process was not completed.

7. Eskdale Reserve has a management plan which is now operative as the land has been classified as part of the current Kaipātiki land classification project.

8. The Eskdale Reserve Management plan will remain operative until a new local parks management plan is adopted.

9. Staff have assessed the club’s application and are satisfied the requirements for a new lease and licence under Auckland Council’s Community Occupancy Guidelines 2012 have been met.

10. Due to the different activities undertaken by the club on two different parcels of land, staff recommend that a new community lease and licence be granted to Chelsea Pony Club Incorporated for a term of 10 (ten) years commencing 1 May 2020, with one right of renewal for a further 10 (ten) years.

11. The recommendations within this report align with the Kaipātiki Local Board Plan 2017 outcomes: “Our community facilities and infrastructure are high quality and well managed”, and “Services are well managed and meet community needs”.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) grant a new community lease to Chelsea Pony Club Incorporated at Eskdale Road, R226 Eskdale Reserve, Birkenhead Part Allot 122 Parish of Takapuna SO 2473/B (outlined in red on Attachment A of the agenda report) on the following terms and conditions:

i) term - ten (10) years commencing 1 May 2020 with one right of renewal for a further term of ten (10) years

ii) final expiry – 30 April 2040

iii) rent - $1.00 plus GST per annum if requested.

b) grant a new community licence to occupy to Chelsea Pony Club Incorporated at Eskdale Reserve, R226 Eskdale Road, Birkenhead for Part Allot 122 Parish of Takapuna Section 2 SO 544917 (outlined in blue on Attachment A of the agenda report) on the following terms and conditions:

i) term - ten (10) years commencing 1 May 2020 with one right of renewal for a further term of ten (10) years

ii) final expiry – 30 April 2040

iii) rent - $1.00 plus GST per annum if requested.

c) approve Chelsea Pony Club Incorporated’s Community Outcomes Plan (Attachment B of the agenda report) to be appended to the deed of lease and licence.

d) note that all other terms and conditions will be in accordance with Auckland Council’s Community Occupancy Guidelines 2012 and the Reserves Act 1977.

Horopaki

Context

12. The existing licence to the club commenced in 1992 for an initial term of two years and provided for one right of renewal for a further two years. The licence fully expired in 1994 and the club requested a new lease. The licence remains operative on a month-by-month basis on its existing terms and conditions until a new lease or licence is granted.

13. The Kaipātiki Local Board holds allocated decision-making authority relating to local, sport and community facilities, including community leasing matters.

Land and Buildings

14. The land is legally described as Part Allot 122 Parish of Takapuna SO 2473/B. This parcel of land has been classified as a recreation reserve through Kaipātiki Local Board resolution KT/2019/134.

15. The land for the licence to occupy is legally described as Part Allot 122 Parish of Takapuna Section 2 SO 544917. This parcel of land was surveyed off via SO 544917 and classified as a recreation reserve through Kaipātiki Local Board resolution KT/2019/134.

16. The topography of the land is such that it is not suited to a wide variety of activities. Major earthworks would be required to make the land suitable for use by other sports groups. The pony club leaves little or no footprint on the land.

17. Staff undertook a site visit on 3 March 2019 and established that the club’s building and improvements are well maintained and managed.

18. The proposed lease and licence areas are situated on both sides of Eskdale Road.

19. The club’s clubhouse and other small buildings are situated on the triangular shaped parcel of land situated to the south of Eskdale Road. This area is used for jumps, storing feed and equipment. This parcel of land is recommended as a leased area due to the club’s building, improvements and the nature of activities undertaken.

20. The parcel of land situated to the north of Eskdale Road is used occasionally for riding, and over the summer months some horses are kept on this piece of land for grazing. With the club having no permanent footprint on this side of Eskdale Road it is recommended that council grant a licence to occupy for this portion of land.

21. The classification aligns with the club’s activities.

Chelsea Pony Club Incorporated

22. The club’s purpose is to encourage young people to ride, learn and enjoy all levels of equestrian sports, provide instruction in riding, horsemanship, care of animals and to promote sportsmanship.

23. The club has been in operation since 1968 and moved to its current location in 1972. The grounds at the southern side of Eskdale Reserve feature a cross country show jumping course and small sectioned-off riding arena.

24. The club has 51 riding and non-riding members. Members are expected to do volunteer hours to help keep the club operating along with paying their fees.

25. The club’s operational costs are funded by fees, fundraising and grant money. The club’s accounts are audited on an annual basis and it maintains a small reserve fund in case of unforeseen expenditure.

26. The club collaborates with other community groups such as Pest Free Kaipātiki and Kaipātiki Project to help maintain the reserve.

Tātaritanga me ngā tohutohu

Analysis and advice

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

28. Under the guidelines, groups that own their own buildings have an automatic right to re-apply for a new lease at the end of their occupancy terms. As such, the club is exercising this right. It is recommended that a new lease and licence be granted to the club for a term of 10 (ten) years with one right of renewal for a further term of 10 (ten) years, in line with the guidelines.

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

30. Council staff are of the opinion that the club meet the requirements under the guidelines to qualify for a new community lease and licence to occupy as evidenced below:

i) it is a registered incorporated society

ii) it has complied with the terms of the operative licence

iii) it has a history of delivering quality services to the local community

iv) Chelsea Pony Club Incorporated has provided a copy of its financial accounts which indicate that its funds are sufficient to meet its liabilities and that it possesses adequate financial reserves

v) Chelsea Pony Club Incorporated is managed appropriately as evidenced by its longevity and programmes offered.

Tauākī whakaaweawe āhuarangi

Climate impact statement

31. Parks, Sport and Recreation and Park Specialists teams support the combination of community lease and licence agreements.

32. Staff have liaised with council’s Service Strategy and Integration team who are completing the required land classification work as part of the broader Kaipātiki Local Parks Management Plan.

33. The proposed new community lease and community licence to occupy align with the new land classifications and outcomes of the new proposed reserve management plan.

34. Staff members from land advisory, regulatory and park specialists also attended the site visit. A concern was previously raised over “earthworks” at the site. The club had removed a small section of topsoil and then back filled this to level out a small area and then replaced the top section of soil. Council’s Land Advisory and Regulatory teams found the earthworks to be minimal and did not require any consent.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

35. 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.

36. Climate change has an unlikely potential to impact the lease as the site does not sit in close proximity of the coast (refer Attachment C to the agenda report).

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

Local impacts and local board views

37. The new lease to Chelsea Pony Club Incorporated is contemplated in the Kaipātiki Community Lease Work Programme 2019/2020, which was approved by the board via resolution KT/2019/119.

38. At a local board workshop on 18 May 2019 a new proposed lease and licence were discussed, and all concerns raised were answered satisfactorily.

39. The recommendations within this report fall within the local board’s allocated decision-making authority relating to local, recreation, sport and community facilities.

Tauākī whakaaweawe Māori

Māori impact statement

40. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context.

41. Support for Māori initiatives and outcomes are detailed in Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase targeted support for Māori community development projects.

42. Iwi engagement has been undertaken and involved:

i) a presentation at the North-West Mana Whenua Forum held at Orewa Service Centre on 5 June 2019, to allow mana whenua representatives to raise any comments or issues.

43. No objections to the proposal were raised by mana whenua and the activity is contemplated in the now operative Eskdale Reserve Management Plan.

Ngā ritenga ā-pūtea

Financial implications

44. There are no cost implications to the local board approving a new lease and licence to occupy to Chelsea Pony Club Incorporated.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

45. Should the Kaipātiki Local Board resolve not to grant a renewal of the community lease to Chelsea Pony Club Incorporated this decision will materially affect the group’s ability to undertake its core activities.

Ngā koringa ā-muri

Next steps

46. Subject to the granting of a new community lease and licence to occupy staff will work with the group to finalise the lease agreement and licence.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Attachment A Chelsea Pony Club Site Plan	15
b ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Attachment B Draft Chelsea Pony Club-Community Outcomes Plan	17
c ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Attachment C Flood Plain oveview Eskdale Reserve	19

Ngā kaihaina

Signatories

Authors

Phillipa Carroll – Senior Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

20 May 2020

Allocation of available local renewal budget for 2019/2020 financial year

File No.: CP2020/05627

Te take mō te pūrongo

Purpose of the report

1. To seek local board approval to apply unallocated renewal budget to projects in this financial year 2019/2020.

Whakarāpopototanga matua

Executive summary

2. In September 2019, the Kaipātiki Local Board approved their kauri dieback mitigation programme which is funded from Natural Environment Targeted Rate (NETR) or a combination with local renewals budget.

3. The investment of Natural Environment Targeted Rate (NETR) has freed up $184,558 of renewal budget to reallocate in the current financial year 2019/2020 (refer to Attachment A).

4. A small amount of $3953 remains unallocated from the cancellation of the carpark renewal component of the Marlborough Park skate park and carpark renewal project.

5. A total of $188,511 is available for the local board to reallocate to other projects in the current financial year 2019/2020.

6. Staff recommend the allocation of the available budget to four projects that have been identified as needing additional funds as outlined in the table below:

Table 1: Projects requiring additional funds

Share Point ID	Project	Recommended budget allocation
3726	Beach Haven Sports Centre - roof repair	$65,000
2100	Le Roy’s Bush / Little Shoal Bay - renew tracks, signage and furniture - stage 1	$25,336
2515	Vandeleur Reserve - renew playspace and pathways	$75,000
3538	Jean Sampson Reserve - upgrade toddler park	$23,175
	Total	$188,511

7. The proposed allocation of available budget was discussed with the local board at a workshop in February 2020. Local board feedback has been incorporated in the report.

8. The report is for the allocation of renewals funding in the current financial year 2019/2020. Renewal budget available for future years will be considered as a part of local board renewal budget in the 2021–2023 work programme and will be allocated by the local board through that process.

9. There is a high financial risk associated with the unallocated budget. If it is not allocated in the current financial year it will be accounted as general savings at the end of the year. This is mitigated if the local board approves the reallocation of funding in the financial period 2019/2020.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the allocation of an available renewal budget of $188,511 for the 2019/2020 financial year to the following projects:

i) $65,000 towards roof repair work at the Beach Heaven Sports Centre

ii) $25,336 towards Le Roy`s Bush / Little Shoal Bay - renew tracks, signage and furniture - stage 1

iii) $75,000 towards Vandeleur Reserve - renew playspace and pathways

iv) $23,175 towards Jean Sampson Reserve - upgrade toddler park.

Horopaki

Context

Renewal budget available after Natural Environment Targeted Rate (NETR) investment

10. The Kaipātiki Local Board, at its 19 September 2019 meeting, approved their Kauri Dieback Mitigation Work Programme. The programme is funded from Natural Environment Targeted Rate (NETR) or a combination with local renewal budget.

11. The investment of Natural Environment Targeted Rate to the kauri dieback programme has freed up $184,558 of renewal budget for reallocation in the current financial year 2019/2020.

Marlborough park carpark project cancellation

12. At the same meeting of 19 September 2019, the local board resolved to remove the carpark renewal component from the Marlborough Park project, freeing up additional renewal funds of $530,000.

13. The local board have already reallocated 80 per cent ($426,047) of the available funds from the carpark project cancellation, 19 per cent will be available for allocation in the next financial year 2020/2021. Only $3953 remain unallocated in this financial year 2019/2020.

Amount available for reallocation in the current financial year 2019/2020

14. The total amount of funding available for reallocation in the current financial year is $188,511. Made up of $3953 left over from the cancellation of the Marlborough Park carpark project and $184,558 available as a result of Natural Environment Targeted Rate (NETR) investment.

Tātaritanga me ngā tohutohu

Analysis and advice

15. The report relates to the allocation of capital funding in the current financial year. Renewal budget available for future years will be considered as a part of local board renewal budget 2021-2023 work programme and will be allocated by the local board through that process.

16. Staff recommend allocating the unallocated funding of $188,511 to projects that have been identified as needing additional funding urgently.

17. Four projects have been assessed as having the highest need for additional funding to ensure they are delivered on time. The proposed projects are outlined in the table below.

Table 2: The project descriptions and recommended budget

Share Point ID	Project	Description and recommendation	Recommended budget allocation
3726	Beach Haven Sports Centre - comprehensive renewal	The project is on hold as a strategic assessment is underway. The facility roof is in poor condition and has been leaking, causing disruption to the activities of the squash club using the facility. Recommendation - allocate additional budget to repair the roof urgently before the start of the rainy season to maintain current service standards and mitigate further deterioration.	$65,000
2100	Le Roy’s Bush / Little Shoal Bay - renew tracks, signage and furniture - stage 1	Initially funded from renewals and NETR however, NETR cannot be used for the project as there are no kauri trees near the tracks to be renewed. Recommendation - allocate additional renewal budget to the project to ensure completion of all the work.	$25,336
2515	Vandeleur Reserve - renew playspace and pathways	The condition of the pathway from Verbena Street to the playground on Vandeleur Reserve has deteriorated faster than anticipated and needs to be urgently renewed. Recommendation - allocate more funding to deliver the full scope of the project including the pathway from Verbena Street.	$75,000
3538	Jean Sampson Reserve - upgrade toddler park	The upgrade of the toddler park is funded by local board Locally Driven Initiative (LDI budget). It has been identified as having insufficient budget. Recommendation - allocate renewal budget towards this project to bridge some of the funding gap.	$23,175
			$188,511

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. The allocation of budget to various project has no direct effect on climate change, however each project will need to be considered individually to assess impact on direct greenhouse gas emissions and the approach to reduce emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. The decision sought for the report has no direct impact on other parts of the council group. However, each project will be assessed individually to consider impacts on the council group.

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

Local impacts and local board views

20. The proposed allocation of budget was discussed with the local board at a workshop in February 2020. Feedback from the local board has been incorporated into the report.

Tauākī whakaaweawe Māori

Māori impact statement

21. The provision of quality play has broad benefits for Māori, including the promotion of good health, the fostering of strong family and community relationships and connection to the natural environment.

22. Engagement with mana whenua will be considered for each project on an individual basis.

Ngā ritenga ā-pūtea

Financial implications

23. If approved by the local board, $188,511 of renewals budget will be allocated to the four projects outlined in Table 2.

24. The allocation will not impact the delivery of any approved projects in the Kaipātiki local board Community Facilities Work Programme.

25. The unknown financial implication of COVID-19 pandemic could significantly change the allocation of budget for the Community Facilities Work Programme in the coming years.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. There is a risk that the COVID-19 pandemic will delay the delivery of the renewals projects. If the projects are not delivered in the expected timeframe the budget will be deferred at the end of the financial year.

27. A systematic review has identified three main risk areas associated with the unallocated budget as outlined in the table below.

Table 3: Risk assessment

Type of risk

Risk Level

Mitigation

Financial risk

IF the unallocated budget is not allocated in the current financial year 2019/2020

THEN the $188,511 will not be carried forward and will be accounted as general savings at the end of year.

High

This is mitigated if the local board approve the reallocation of $188,511.

Delivery risk

IF there is insufficient budget committed to the four projects identified in Table 2

THEN some of the projects may not be able to be delivered as currently scoped.

High

Staff could seek Local Board approval to defer some projects in the current financial year 2019/2020.

Asset risk

IF the assets are not renewed

THEN they may deteriorate further and need to close down.

High

Staff will undertake a site investigation to assess the immediate conditions of the assets.

Possible remedial or closure options can be considered once the investigation is completed.

Ngā koringa ā-muri

Next steps

28. If approved by the local board the budget amounts identified in Table 2 will be allocated to each project.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Attachment A: Renewal budget available from NETR (Kauri Dieback Mitigation Work Programme)	27

Ngā kaihaina

Signatories

Authors

Roma Leota - Policy Analyst

Authorisers

Rod Sheridan - General Manager Community Facilities

Eric Perry - Relationship Manager

Kaipātiki Local Board

20 May 2020

Endorsing Business Improvement District (BID) targeted rates for 2020/2021

File No.: CP2020/05109

Te take mō te pūrongo

Purpose of the report

1. To recommend to the Governing Body the setting of the targeted rates for the Northcote Town Centre and Birkenhead Village Business Improvement District (BID) programmes for the 2020/2021 financial year.

Whakarāpopototanga matua

Executive summary

2. Business Improvement Districts (BIDs) are rohe within Tāmaki Makaurau where local business and property owners have agreed to work together to improve their business environment, promote innovation and attract new businesses and customers.

3. Auckland Council supports business associations operating BID programmes, including Birkenhead Town Centre Inc (BTCI) and Northcote Town Centre Inc (NTCI), by collecting a targeted rate from commercial properties within a defined geographic area. The funds from the targeted rate are then provided by way of a BID grant to the relevant business association.

4. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BIDs. One of these is to annually recommend BID targeted rates to the Governing Body.

5. Each business association operating a BID programme sets the BID grant amount at its Annual General Meeting (AGM) when members vote to approve an operational budget for the following financial year. This budget funds the implementation of a business plan that delivers programmes based on each BID’s strategic priorities.

6. BTCI members voted to increase their 2020/2021 BID grant by $9,350, from $187,000 to $196,350. This 5% rise in the targeted rate, the association’s first increase for five years, will fund enhanced security around the town centre plus increased insurance and audit costs.

7. NTCI members approved a BID grant sum of $120,000 for 2020/2021, the same amount for the past 20+ years.

8. The business associations operating BID programmes are incorporated societies that are independent of the council. However , to sustain trust and confidence in the council, there needs to be a balance between the BIDs’ independence and the accountability for monies collected by a public sector organisation.

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

10. Council staff regularly monitor compliance with the BID Policy, and this report is part of an active risk management programme to minimise inappropriate use of funds.

11. Staff are satisfied both NTCI and BTCI sufficiently comply with the BID Policy.

12. Staff propose the Kaipātiki Local Board receives this report and recommends to the Governing Body the setting (striking) of the BID targeted rates sought by NTCI and BTCI.

13. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly BID grant payments, effective from 1 July 2020. This will enable the business associations to implement programmes that improve the local business environment while supporting the economic and placemaking aspirations of the Kaipātiki Local Board Plan 2017.

14. NTCI and BTCI, like all BID-operating business associations, will continue to play an important role in supporting their members facing two global challenges. Firstly, helping local businesses throughout the COVID-19 lockdown stages and, secondly, responding to the world’s climate change emergency with an increased focus on sustainability.

Ngā tūtohunga

Recommendation

That the Kaipātiki Local Board:

a) recommends to the Governing Body the setting (striking) of the targeted rates for inclusion in the Annual Budget 2020/2021 for the following Business Improvement District (BID) programmes:

i) $120,000 for Northcote Town Centre Inc.

ii) $196,350 for Birkenhead Town Centre Association Inc. (Birkenhead Village).

Horopaki

Context

BID programmes promote economic well-being and collaboration with the council

15. Tāmaki Makaurau is growing fast and is projected to include another one million people in the next 30 years. This level of growth presents challenges and opportunities for Auckland town centres and commercial precincts.

16. Business Improvement Districts (BIDs) are rohe within Auckland, including Birkenhead Village and Northcote Town Centre, where local business and property owners have agreed to work together, with support from the council, to improve their business environment, promote innovation and attract new businesses and customers.

17. BID programmes provide the opportunity for the council to partner with business associations, including NTCI and BTCI, to seize on the opportunities from Auckland’s growth, embrace the city’s rich ethnic and cultural diversity, and respond locally to changing economic conditions.

18. BID programmes encourage collaboration to achieve greater local outcomes. They provide a mechanism to enable local boards to engage with the business sector in local town centres and business areas in a co-ordinated way.

BIDs provide essential support in the economic recovery from COVID-19

19. The economy has been heavily impacted by the COVID-19 pandemic and related lockdown, including retail-based town centres.

20. BID-programme operating business associations now, more than ever, provide the local business leadership required to help businesses recover from the seismic economic shock and transition to a viable future state.

BIDs are funded by a targeted rate on business ratepayers within a set area

21. BID programmes are funded by a targeted rate applied to all commercially rated properties within a designated area around a town centre or commercial precinct.

22. Auckland Council supports business associations operating BID programmes by collecting the targeted rates and providing these funds, in their entirety, by way of a BID grant to the relevant business association.

23. This revenue is paid to the business associations every quarter to provide a regular and sustainable income stream to implement an agreed work programme.

The BID Policy is the mechanism to ensure accountability for BID targeted rates

24. Auckland Council’s Business Improvement District (BID) Policy (2016) (Hōtaka ā-Rohe Whakapiki Pakihi) ensures accountability for BID targeted rate funding and encourages good governance and programme management.

25. The policy outlines the principles behind the council’s BID programme; creates the process for establishing, expanding, amalgamating, and disestablishing BIDs; determines rating mechanisms; prescribes operating standards and guidelines; and sets accountability requirements. Refer to Attachment A of the agenda report for a diagram showing how the BID targeted rate is set, from calculation to approval.

The business association sets the BID grant amount to deliver its work programme

26. BID-operating business associations are provided with a rate modelling spreadsheet to help with their budget decision-making. The spreadsheet models any proposed changes to their current BID grant amount and, most importantly, how that influences the BID targeted rate for everyone who will pay it. When considering a change to the BID grant amount, BIDs must take into account what the local business and property owners can afford.

27. Each BID prepares an annual business plan for the following financial year that will deliver programmes based on their strategic priorities and financial parameters.

28. The cost of implementing that business plan is set out in an annual budget that the BID’s board (governing committee) agrees will be recommended for approval by the business association membership.

29. The Annual General Meeting (AGM) provides the forum where members vote to approve the operational budget and, in doing so, set the requisite BID grant amount for the following financial year.

Local boards are responsible for recommending the targeted rate if a BID complies with the BID Policy

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

31. Northcote Town Centre BID programme manager Gary Holmes addressed the local board on 5 February 2020 to update members on the progress towards achieving that BID’s business and strategic plans.

32. Birkenhead Village BID programme manager Kae Condon was due to present to the local board on 1 April 2020, however the COVID-19 lockdown has meant her presentation has been delayed.

33. The Kaipātiki Local Board approved a similar recommendation for the two BID programmes last year (resolution number KT/2019/67), as did 17 other local boards that have BID programmes operating in their areas.

The Governing Body sets the targeted rate when it approves the Annual Budget

34. The recommendation in this report is put into effect with the Governing Body’s approval of the Annual Budget 2020/2021 and its setting (striking) of the targeted rates.

35. In accordance with the provisions of the Local Government Act 2002 and the Local Government (Rating) Act 2002, the Governing Body is authorized to make the final decisions on what BID programme targeted rates, if any, to set in any particular year or property (in terms of the amount and the geographic area to be rated).

Tātaritanga me ngā tohutohu

Analysis and advice

36. BID programmes are operated by independent business associations, and their programmes and services are provided according to their members’ stated priorities. In recognition of their independent status, the BID Policy does not prescribe standards for programme effectiveness. That is a matter for business association members to determine. Staff therefore cannot base recommendations on these factors, but only on the policy’s express requirements.

Northcote Town Centre and Birkenhead Village comply with the BID Policy

37. Staff are satisfied NTCI and BTCI have both sufficiently met the requirements of the BID Policy.

38. Staff require BID-operating business associations to provide to the council the following documents, and stay in touch with their local board at least once a year:

· Current strategic plan – evidence of achievable medium to long-term opportunities.

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

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

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

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

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

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

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

· AGM minutes – the provisional minutes of each business association’s 2019 AGM meetings which contain the resolution, voted on by members, confirming the BID grant amount for the following financial year.

39. In addition, BID-operating business associations are required to inform the council staff of progress with other compliance requirements, including:

· Incorporated Society registration – a current registration of the business association along with all required documents up to date.

· Key initiatives – activities identified to be advanced in the next financial year.

· Resolving problems or issues, if any – problems or issues that have an impact on the governance or operation of the BID programme.

40. The BID Policy sets an annual compliance deadline of 10 March for this information to be forwarded to the council. The table below summarises the requirements for the two BIDs within the Kaipātiki Local Board area as of 10 March 2020.

Table 1: Business associations’ compliance with the BID Policy

Requirement Financial Year 2018/2019
Strategic Plan	under review	expires 2022
Audited financials
Annual Report
Business Plan
Indicative budget
Board Charter
Annual Accountability Agreement
Annual meeting w/ local board	5 Feb 2020	COVID-19 delay
Programme Agreement	valid to Nov 2023	valid to Nov 2023
Incorporated society registration
Key initiatives being advanced	Supporting business recovery throughout lockdown stages
Key initiatives being advanced	working with Panuku on Unlock Northcote; multi-lingual marketing; increased security	Increased security/CCTV; working with CCOs on infrastructural upgrades; digital marketing
2019 AGM minutes (provisional)
Resolving problems or issues	Nothing to record	Nothing to record

41. As NTCI and BTCI have both complied with the BID Policy, staff advise the local board to recommend to the Governing Body the setting (striking) of the targeted rates.

Northcote retains the same BID grant for 2020/2021, Birkenhead’s up by 5 per cent

42. Northcote Town Centre’s proposed BID targeted rate for 2020/2021 - $120,000 - is unchanged from 2019/2020 and for more than 20 years.

43. BTCI members supported a 5 per cent ($9,350) increase to achieve a BID grant of $196,350 for the next financial year. This rate increase, the association’s first for five years, will fund enhanced security around the town centre plus increased insurance and audit costs.

44. While many among Tāmaki Makaurau’s 48 BID-operating business associations reaffirmed decisions to increase their 2020/2021 targeted rates, with rises ranging from 1.2 per cent to 14.4 per cent, eight BIDs rescinded their AGM rate resolutions in the wake of the pandemic-related economic downturn, and opted to retain their current, 2019/2020 BID grant levels.

Tauākī whakaaweawe āhuarangi

Climate impact statement

45. Through targeted rate-funded advocacy and activities, BID-operating business associations promote and often facilitate environmental sustainability programmes.

46. From running carbon-reducing ‘shop local’ campaigns to transitioning to energy-efficient lighting and championing waste reduction and recovery programmes, there are many examples of BIDs within this local board area and beyond responding to the climate change emergency.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

47. Advocacy is a key service provided by business associations and those with BID programme-funded personnel are at an advantage. The BIDs ensure the views and ambitions of their members are provided to staff across the council group, including CCOs, on those plans, policies, programmes and projects that impact them.

48. The BIDs work closely with Auckland Tourism Events and Economic Development (ATEED) on local economic development initiatives, events and sustainability programmes.

49. NTCI has also worked constructively with Panuku for many years on the town centre’s transformation programme.

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

Local impacts and local board views

50. The local board’s views are most frequently expressed by its appointed representative on the board of each BID-operating business association. This liaison board member can attend BID board meetings to ensure there is a direct link between the council and the operation of the BID programme.

51. Both BIDs value their strong and enduring governance-to-governance relationships with the Kaipātiki Local Board. The contributions by the local board’s ‘BID representatives’ (and alternates) have, for many years, promoted mutual understanding, collaboration and aligned economic outcomes.

Visions, plans aligned

52. Kaipātiki’s BIDs and local board share an interest in the local rohe and are ambitious for its future and its people. They also share goals that include economic prosperity, community identity, placemaking and pride.

53. The two BID programmes tangibly support the aspirations of the Kaipātiki Local Board Plan 2017, most notably in Outcome 5: Our urban centres are vibrant.

54. From their constitutions to their activities, the BIDs exist to enhance their business districts’ shopping experience as well as sustaining the economic viability of their targeted ratepaying members.

Local rohe, local benefit, local funding

55. Recommending that the Governing Body sets the targeted rates for NTCI and BTCI means that these BID programmes will continue to be funded from targeted rates on commercial properties in their districts, and provide services in accordance with their members’ priorities as stated in their strategic plans.

56. Several local boards, including Kaipātiki Local Board, provide additional funding to local business associations, however accountability for any grants is set by funding agreements between the local board and the business association. Those contractual obligations are separate from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

57. At the 2018 Census, Māori represented 8.7 per cent of the population living in the Kaipātiki Local Board area, compared to 11.5 per cent of Auckland. Individual business associations may, through operating their BID programme, identify opportunities for niche support or development of any Māori business sector in their rohe.

Ngā ritenga ā-pūtea

Financial implications

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

59. The targeted rate is payable by the owners of the commercial properties within the geographic area of the individual BID programmes. In practice, this cost is often passed on to the business owners who occupy these properties. This cost will be harder to meet at a time when businesses are financially impacted by the COVID-19 pandemic and lockdown restrictions. The council may consider extending its Rates Remission and Postponement Policy to commercial property owners as part of the Annual Budget 2020/2021. If approved, this would help mitigate the impact of the targeted rate on those who are struggling financially.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

60. There are no direct financial risks to the local board or the council that could result from this recommendation to endorse the BID targeted rate for the two business associations.

61. To sustain trust and confidence in the council, there needs to be a balance between the independence of BID-operating business associations and the accountability for monies collected by a public sector organisation.

62. The rules and obligations of the BID Policy are intended to help minimise the potential for BIDs to misuse funds by requiring each BID to plan for their intended use, report on its activities to members and have its accounts audited.

63. The council staff regularly monitor compliance with the BID Policy and this report is part of an active risk management programme to minimise inappropriate use of funds.

64. The economic shockwaves created by the COVID-19 global pandemic are being felt everywhere, including Auckland’s town centres and business precincts. The BID programme is an internationally proven approach to engage and empower local businesses. The two Kaipātiki-based BID programmes can, through business resilience and recovery initiatives, help to mitigate some of the economic effects of the pandemic.

Ngā koringa ā-muri

Next steps

65. If the board supports this report, it will recommend to the Governing Body that the BID targeted rates be set as part of the Annual Budget 2020/2021.

66. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly BID grant payments, effective from 1 July 2020. This will allow NTCI and BTCI to implement programmes that improve the local business environment, support businesses to recover from the lockdown and help address the climate change emergency though sustainability initiatives.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - From calculation to approval, how the BID targeted rate is set	37

Ngā kaihaina

Signatories

Authors

Paul Thompson - BID Programme Specialist

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Eric Perry - Relationship Manager

Kaipātiki Local Board

20 May 2020

Kaipātiki Local Grants Round Three and Multiboard Grants Round Two 2019/2020 grant allocations

File No.: CP2020/05347

Te take mō te pūrongo

Purpose of the report

1. To provide the Kaipātiki Local Board with information on applications in Kaipātiki Local Grants Round Three and Multiboard Grants Round Two 2019/2020; to enable a decision to fund, part fund or decline each application.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Kaipātiki Local Grants Round Three 2019/2020 (refer Attachment B) and Multiboard Grants Round Two 2019/2020 (refer Attachment C).

3. The Kaipātiki Local Board adopted the Kaipātiki Local Grants Programme 2019/2020 on 17 April 2019. The document sets application guidelines for contestable grants submitted to the local board (refer Attachment A).

4. The local board has set a total community grants budget of $151,400 for the 2019/2020 financial year under line 340 of its 2019/2020 Arts, Community and Events Work Programme. A total of $76.845.50 was allocated in Local Grants Round One and $50,721.40 was allocated in Local Grants Round Two, leaving a total of 23,833.10 available for allocation in Local Grants Round Three and Multiboard Grants Round Two.

5. Fifteen applications were received for Kaipātiki Local Grants Round Three and an additional 14 multiboard applications were received for Multiboard Grants Round Two, requesting a total of $164,207.33.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) agree to fund, part-fund, or decline each application in Kaipātiki Local Grants Round Three 2019/2020 listed in the following table:

Table One: Kaipātiki Local Grants Round Three 2019/2020 grant applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2008-319	Action Education Incorporated	Arts and culture	Towards workshop costs for Action Education.	$3,000.00	Eligible
LG2008-302	Kaipātiki Project Incorporated	Community	Towards costs for a specialist to deliver a project for local people living with physical and/or mental health disability to volunteer at the native plant nursery in Birkdale.	$5,000.00	Eligible
LG2008-304	North Shore Woodturners Guild Incorporated	Community	Towards the costs of an Automated External Defibrillator.	$4,915.10	Eligible
LG2008-306	Auckland North Newcomers Network under the umbrella of Birkdale Beach Haven Community Project Incorporated	Community	Towards venue hire costs for shared office space and hall at Birkdale House from 1 July 2020 to 30 June 2021.	$6,550.00	Eligible
LG2008-307	Totaravale Playcentre under the umbrella of Te Whānau Tupu Ngātahi o Aotearoa – Playcentre Aotearoa	Community	Towards wages for a “Big Kids” session facilitator from 1 June 2020 to 31 May 2021.	$4,662.00	Eligible
LG2008-309	Auckland Sexual Abuse Help Foundation Charitable Trust	Community	Towards delivery costs for the “We Can Keep Safe” programme in local Early Childhood Centres.	$4,222.00	Eligible
LG2008-310	Northcote Point Community Creche Incorporated	Community	Towards the supply and installation of safety glass at the creche.	$7,828.00	Eligible
LG2008-311	The Scout Association of New Zealand Beach Haven Scout Group	Community	Towards an outboard motor for the group's safety boat.	$3,873.34	Eligible
LG2008-313	Youthline Auckland Charitable Trust	Community	Towards training, triage support and supervision of volunteer counsellors.	$5,000.00	Eligible
LG2008-314	Children's Autism Foundation	Community	Towards workshops, outreach sessions and office costs associated with the delivery of the programme.	$6,613.00	Eligible
LG2008-315	Presbyterian Support (Northern)	Community	Towards the refuge power and phone costs.	$5,000.00	Eligible
LG2008-316	Blue Light Ventures Incorporated	Community	Towards ticket costs for the “Blue Light Rainbows End Funday.”	$1,967.16	Eligible
LG2008-312	Birkdale Beach Haven Community Project Incorporated	Events	Towards costs associated with the Birkdale Beach Haven Matariki Kapa Haka Festival 2020.	$4,274.15	Eligible
LG2008-317	Birkenhead Town Centre Association Incorporated	Historic Heritage	Towards website redevelopment, heritage plaques, performance reporting and art trail costs.	$17,500.00	Eligible
LG2008-318	Shepherds Park Squash Club Incorporated	Sport and recreation	Towards fridge replacement and marketing brochures.	$2,558.00	Eligible
Total				$82,962.75

b) agree to fund, part-fund or decline each application received in Multiboard Grants Round Two, listed in Table Two:

Table Two: Multiboard Grants, Round Two 2019/2020 grant applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB1920-2115	The Operating Theatre Trust, trading as Tim Bray Theatre Company	Arts and culture	Towards the 'Gift a Seat' outreach programme to enable children from low decile schools to experience live children’s theatre from 21 September to 18 December 2020.	$3,160.00	Eligible
MB1920-2122	Action Education Incorporated	Arts and culture	Towards the annual cost of office rent from 1 June 2020 to 31 May 2021.	$1,000.00	Eligible
MB1920-206	KidsCan Charitable Trust	Community	Towards programme items, food, raincoats, shoes and socks for children attending KidsCan low decile partner schools within the Auckland region.	$4,000.00	Eligible
MB1920-235	North Harbour Community Patrol	Community	Towards the purchase of uniform, annual car insurance, and fuel costs from 1 June 2020 to 1 June 2021	$1,000.00	Eligible
MB1920-262	North Shore Centres of Mutual Aid Incorporated	Community	Towards a proportion of operational costs, excluding wages, for eight centres in the North Shore.	$10,000.00	Eligible
MB1920-281	Road Safety Education Limited	Community	Towards the company's operational costs to manage the delivery of Road Safety Programme across Auckland	$402.03	Ineligible
MB1920-294	OUTLine New Zealand Incorporated	Community	Towards a portion of general operating expenses including telephone and internet costs, printing, insurance, clinical supervision wages, training fees and volunteer costs.	$1,050.00	Eligible
MB1920-297	PHAB Association Incorporated	Community	Towards the social connection and wellness programme.	$3,000.00	Eligible
MB1920-2124	Neighbourhood Support North Shore	Community	Towards manager salary and operational costs	$5,000.00	Eligible
MB1920-216	The ReCreators	Environment	Towards online workshop cost including materials, webinar costs, tool usage, design, advertising, registration and preparation for all the events	$5,000.00	Eligible
MB1920-260	Environmental Education for Resource Sustainability Trust	Environment	Towards the purchase and delivery of 7953 trees and 64 plants, 635 classroom recycling bins and administration expenses, for the Paper4Trees programme in schools throughout Auckland.	$9,306.55	Eligible
MB1920-259	The Kids for Kids Charitable Trust	Events	Towards the National Young Leaders Day and the "Kids for Kids" mass choir event, including venue hire and production costs from May to November 2020	$6,000.00	Eligible
MB1920-242	North Harbour Hockey Association Incorporated	Sport and recreation	Towards the "fun sticks" programme for five to seven-year olds, including coach and co-ordinator fees for the school terms two and three 2020.	$1,326.00	Eligible
MB1920-291	Gymnastics Community Trust trading as North Harbour Gymnastics	Sport and recreation	Towards the coaching salaries and rent from 1 June to 31 August 2020 for the Gymnastics Trust.	$27,000.00	Eligible
Total				$77,244.58

Horopaki

Context

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

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

8. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

9. The Kaipātiki Local Board adopted its grants programme for 2019/2020 on 17 April 2019 (refer Attachment A to the agenda report). The document sets application guidelines for contestable grants.

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

Tātaritanga me ngā tohutohu

Analysis and advice

11. 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.

12. Due to the current COVID-19 crisis, staff have also assessed each application according to which alert level the proposed activity is able to proceed. For example, under alert level two, only gatherings of up to 500 people outdoors and up to 100 people indoors, can take place. Events and activities have been assessed according to these criteria.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

16. Local boards are responsible for the decision-making and allocation of local board community grants. The Kaipātiki Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the Kaipātiki Local Board Community Grant Programme 2019/2020.

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

18. A summary of each application received through Kaipātiki Local Grants Round Three 2019/2020 (refer Attachment B), and Multiboard Grants Round Two 2019/2020 (refer Attachment C) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

19. 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 grant processes.

Ngā ritenga ā-pūtea

Financial implications

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

21. The local board has set a total community grants budget of $151,400 for the 2019/2020 financial year. A total of $76.845.50 was allocated in Local Grants Round One and $50,721.40 was allocated in Local Grants Round Two, leaving a total of 23,833.10 available for allocation in Local Grants Round Three and Multiboard Grants Round Two.

22. Fifteen applications were received for Kaipātiki Local Grants Round Three and an additional 14 multiboard applications were received for Multiboard Grants Round Two, requesting a total of $164,207.33.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

24. Following the Kaipātiki Local Board allocation of funding for Local Grants Round Three and Mulitboard Grants Round Two, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Kaipātiki Local Board Grants Programme 2019/2020	47
b ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Kaipātiki Local Grants Round Three 2019/2020 applications	51
c ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Kaipātiki Multiboard Round Two 2019/2020 applications	121

Ngā kaihaina

Signatories

Authors

Mary Kienholz - Senior Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Eric Perry - Relationship Manager

Kaipātiki Local Board

20 May 2020

PDF Creator

Kaipātiki Local Board

20 May 2020

PDF Creator

Kaipātiki Local Board

20 May 2020

Kaipātiki Local Board Grant Programme 2020/2021

File No.: CP2020/03986

Te take mō te pūrongo

Purpose of the report

1. To adopt the Kaipātiki Local Board Community Grants Programme 2020/2021.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Community Grants Policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

3. The Community Grants Policy supports each local board to review and adopt their own local grants programme for the next financial year.

4. This report presents the Kaipātiki Grants Programme 2020/2021 for adoption (refer Attachment A of the agenda report).

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) adopt the Kaipātiki Local Board Community Grants Programme 2020/2021 as included as Attachment A to the agenda report.

Horopaki

Context

5. The Auckland Council Community Grants Policy guides the allocation of local, multi-board and regional grant programmes to groups and organisations delivering projects, activities and services that benefit Aucklanders.

6. The Community Grants Policy supports each local board to review and adopt its own local grants programme for the next financial year. The local board grants programme guides community groups and individuals when making applications to the local board.

7. The local board community grants programme includes:

· outcomes as identified in the local board plan

· specific local board grant priorities

· which grant types will operate, the number of grant rounds and opening and closing dates

· any additional criteria or exclusions that will apply

· other factors the local board consider to be significant to their decision-making

8. Once the local board grants programme 2020/2021 has been adopted, the types of grants, grant rounds, criteria and eligibility with be advertised through an integrated communication and marketing approach which includes utilising the local board channels.

Tātaritanga me ngā tohutohu

Analysis and advice

9. 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. The new Kaipātiki Local Board Grants Programme has been discussed with the local board at a workshop on Wednesday 12 February 2020, with the feedback incorporated into the grants programme for 2020/2021.

10. The proposed 2020/2021 grant programme includes, as a lower priority, applications from organisations who have already applied for a grant within the same financial year.

11. The local board may wish to consider the inclusion of a tree protection grant round in the grant programme for 2020/2021, if the grants budget has sufficient funds. This grant round would aim to ensure tree retention and maintenance for scheduled and notable trees in the local board area. The grant round would be open to landowners who wish to ensure the long-term health of an identified tree. Currently the Orakei Local Board has a Tree Protection grant round and the criteria is included in Attachment B of the agenda report. A tree protection round could be run concurrently with the local grant rounds.

12. The local board may wish to focus their grants programme on broader based support and enable the recovery and reconnection of the community. Staff are therefore, not recommending the inclusion of a Tree Protection grant round in the 2020/2021 grant programme.

Tauākī whakaaweawe āhuarangi

Climate impact statement

13. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change action. Local board grants can contribute to climate action through the support of projects that address food production and food waste; alternative transport methods; community energy efficiency education and behaviour change; build community resilience and support tree planting.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

16. The grants programme has been developed by the local board to set the direction of its grants programme. This programme is reviewed on an annual basis.

Tauākī whakaaweawe Māori

Māori impact statement

17. All grant programmes respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to organisations delivering positive outcomes for Māori. Applicants are asked how their project aims to increase Māori outcomes in the application process.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

19. The allocation of grants occurs within the guidelines and criteria of the Community Grants Policy. Therefore, there is minimal risk associated with the adoption of the grants programme.

Ngā koringa ā-muri

Next steps

20. An implementation plan is underway, and the local board grants programme will be locally advertised through the local board and council channels, including the council website, local board Facebook page and communication with past recipients of grants.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Kaipatiki Grants Programme 2020/2021	193
b ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Tree Protection Grant eligibility and criteria	197

Ngā kaihaina

Signatories

Authors

Mary Kienholz - Senior Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

Eric Perry - Relationship Manager

Chairperson	John Gillon
Deputy Chairperson	Danielle Grant, JP
Members	Paula Gillon
	Ann Hartley, JP
	Melanie Kenrick
	Cindy Schmidt
	Andrew Shaw
	Adrian Tyler

No.	Title	Page
a ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Bayview Community House third quarterly summary (January - March 2020)	201
b ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Birkdale Beach Haven Community House third quarterly summary (January - March 2020)	205
c ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Glenfield Community Centre third quarterly summary (January - March 2020)	207
d ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Hearts and Minds third quarterly summary (January - March 2020)	213
e ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Highbury House third quarterly summary (January - March 2020)	215
f ⇩	20 May 2020 - Kaipātiki Local Board Business Meeting - Kaipātiki Youth Development Trust third quarterly summary (January - March 2020)	221

Authors	Jacinda Short - Democracy Advisor - Kaipātiki
Authorisers	Eric Perry - Relationship Manager