Agenda of Ōtara-Papatoetoe Local Board

Ōtara-Papatoetoe Local Board

19 May 2020

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

File No.: CP2020/05023

Te take mō te pūrongo

Purpose of the report

1. To endorse the recommendation that the Governing Body set the targeted rates for the Otara, Papatoetoe Central, Hunters Corner, Manukau Central and Greater East Tamaki Business Improvement District (BID) programmes for the 2020/2021 financial year.

Whakarāpopototanga matua

Executive summary

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

3. Auckland Council supports business associations operating BID programmes 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 2019 Annual General Meeting 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. With the support of their members and based on approved business plans, one of the five BID-operating business associations within the Ōtara-Papatoetoe Local Board area propose increases to their BID targeted rates for the 2020/2021 financial year. Greater East Tamaki Business Association (GETBA) (up 9% to $545,000).

7. Otara Business Association (OBA) ($94,730), Papatoetoe Central Business Association (PCBA) ($100,692) and Hunters Corner Business Association (HCBA) ($126,590) proposed no increase to their current BID grant figures.

8. Manukau Business Association (MBA) members voted at their 2019 AGM to increase their BID boundary area. The successful BID expansion increased their BID grant for 2020/2021 to $510,000. Note: a separate report on the Manukau BID expansion will be presented to the local board.

9. The business associations operating BID programmes are incorporated societies that are independent of council. To sustain public trust and confidence in the council, however, there must be a balance between the independence of the business association and the accountability for monies collected by a public sector organisation.

10. 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.

11. 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.

12. Staff are satisfied the Otara, Papatoetoe Central, Hunters Corner, Manukau Central and Greater East Tamaki business associations, sufficiently comply with the BID Policy.

13. Staff propose the Ōtara-Papatoetoe Local Board receives this report and recommends to the Governing Body the setting of the BID targeted rates sought by the five business associations. Note: The Greater East Tamaki BID boundary overlaps the Ōtara-Papatoetoe and Howick Local Board areas.

14. 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, to allow the business associations to implement programmes that improve the local business environment – and reflect the economic aspirations of the Ōtara-Papatoetoe Local Board Plan.

15. Like all BID-operating business associations, Ōtara-Papatoetoe five BIDs 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/s

That the Ōtara-Papatoetoe Local Board:

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

i) $94,730 for Otara Business Association Incorporated.

ii) $100,692 for Papatoetoe Central Business Association Incorporated.

iii) $126,590 for Hunters Corner Business Association Incorporated.

iv) $510,000 for Manukau Central Business Association Incorporated.

v) $545,000 for Greater East Tamaki Business Association Incorporated.

Horopaki

Context

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

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

17. Business Improvement Districts (BIDs) are areas within Auckland where local business and property owners have agreed to work together, with support from the council, to improve their business environment and attract new businesses and customers.

18. BID programmes provide the opportunity for the council family to partner with business associations, including OBA, PCBA, HCBA, MCBA and GETBA, to seize on the opportunities from Auckland’s growth and respond locally to changing economic conditions.

19. 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 commercial precincts in a co-ordinated way.

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

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

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

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

22. 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.

23. 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.

24. 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

25. 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 operational management.

26. 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.

Diagram A: From calculation to approval, how the BID targeted rate is set.

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

27. Each business association operating a BID programme prepares an annual business plan for the following financial year that will deliver programmes based on the BID’s strategic priorities.

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

29. The 2019 Annual General Meeting (AGM) provides the forum when 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 board should recommend the setting of the targeted rate if it is satisfied that the BID is substantially complying with the BID Policy.

31. Rana Judge (Otara and Papatoetoe Central) and Donna Lee (Hunters Corner) have addressed the local board to update members on the progress towards achieving their respective BID’s business and strategic plans.

32. Kerry Burridge (Manukau Central) and Jane Tongatule (Greater East Tamaki) presentations were postponed due to COVID-19 and will be re-scheduled for June 2020.

33. The Ōtara-Papatoetoe Local Board approved a similar recommendation for the BID programmes last year (resolution number OP/2019/62), as did 17 other local boards that have BID programmes operating in their role.

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 (incorporated societies), 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 the business association members to determine. Staff, therefore, cannot base recommendations on these factors, but only on the policy’s express requirements.

All five business associations comply with the BID Policy.

37. Staff are satisfied the Otara, Papatoetoe Central, Hunters Corner, Manakau Central and Greater East Tamaki business associations have sufficiently complied with 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 rates 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 - in addition to the above, council receives 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 must inform the council of progress with other compliance requirements, including:

· Incorporated Society registration – a current registration of the business association and 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 the information to be forwarded to the council. The table below summarises the above requirements for the three BIDs within the Ōtara-Papatoetoe Local Board area as of 10 March 2020.

Table 1: Business associations’ compliance with BID Policy

Requirement FY 2018/2019			Hunters Corner Business Association
Strategic Plan	2017-2021	2015-2020	2016-2021	2017-2022	2017-2021
Audited financials
Annual Report
Business Plan
Indicative budget
Board Charter
Annual Accountability Agreement
Annual meeting w/ local board	11 Feb 2020	11 Feb 2020	11 Feb 2020	Postponed due to COVID-19	Postponed due to COVID-19
Programme Agreement	valid to December 2020	valid to December 2020	valid to September 2022	signed 2016, no expiry date	valid to June 2023
Inc. society registration
Key initiatives	Review and update BID strategic plan	Review and update BID strategic plan	Reproritised to COVID-19 recovery	Reproritised to COVID-19 recovery	Reproritised to COVID-19 recovery
2019 AGM minutes (prov)
Requirement FY 2018/2019			Hunters Corner Business Association
Resolving problems, issues	Working with ACE/CEU to improve management processes and reporting	Working with ACE/CEU to improve management processes and reporting	Nothing to record	Nothing to record	Nothing to record

41. As the Otara, Papatoetoe Central, Hunters Corner, Manukau Central and Greater East Tamaki business associations have sufficiently complied with the BID Policy, staff advise the local board to recommend to the Governing Body the setting of the targeted rates.

Two business association increased their BID grant, four maintain status quo.

42. As shown in Table 2 below, one of four BID-operating business associations still propose increases to their BID targeted rates for the 2020/2021 financial year. The increased revenue, supported by members at their respective AGMs, will fund a range of initiatives and service level improvements as indicated in Table 1 (key initiatives).

43. Greater East Tamaki Business Association’s 9% ($45,000) increase takes its 2020/2021 BID grant to $545,000.

44. At their 2019 AGM Manukau’s members supported a BID programme and boundary expansion to increase the BID grant to $510,000. Note: a separate report detailing the Manukau BID expansion will be presented to the local board at their May 19 business meeting.

45. Otara ($94,730), Papatoetoe Central ($100,692) and Hunters Corner $126,590) proposed no increase to their current BID grant amounts.

46. Of Tāmaki Makaurau’s 48 BID-operating business associations, most BIDs increased their targeted rates, ranging from 1.2% to 14.4%.

Table 2: Targeted rate comparisons: 2020/2021 c.f. 2019/2020

BID	2020/2021	2019/2020	Increase / %
	$94,730	$94,730	Nil LAST INCREASED: 2018
	$100.692	$100,692	Nil LAST INCREASED: 2016
Hunters Corner Business Association	$126,590	$126,590	Nil LAST INCREASED: 2017
	$510,000	$490,000	Increase is due to the successful BID expansion
	$545,000	$500,000	+$45,000 +9%

BID

2020/2021

2019/2020

Increase / %

$94,730

$94,730

Nil

LAST INCREASED: 2018

$100.692

$100,692

Nil

LAST INCREASED: 2016

Hunters Corner

Business Association

$126,590

$126,590

Nil

LAST INCREASED: 2017

$510,000

$490,000

Increase is due to the successful BID expansion

$545,000

$500,000

+$45,000 +9%

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

48. From running carbon-reducing ‘shop local’ campaigns to transitioning to energy-efficient lighting and championing waste reduction and recovery programmes, there are many and increasing 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

49. 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 the council group, including CCOs, on those plans, policies and programmes that impact them.

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

51. The BIDs also work constructively with both Panuku and Auckland Transport on often controversial proposals and projects.

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

Local impacts and local board views

52. The local board’s views are most frequently expressed by its appointed representative on the board (executive committee) 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.

53. Each BID values its strong and enduring governance-to-governance relationship with the Ōtara-Papatoetoe Local Board. The contributions by the local board’s ‘BID representatives’ have promoted mutual understanding, collaboration and aligned economic outcomes.

Visions, plans aligned.

54. Ōtara-Papatoetoe BIDs and local board share a keen interest in their roles and are ambitious for its future and its people. They also share goals that include economic prosperity, community identity and pride.

55. The five BID programmes tangibly support the aspirations of the Ōtara-Papatoetoe Local Board Plan 2017, specifically Outcome 1: Manukau transformation and Outcome 2: Revitalising town centres. From their constitutions to their activities, the BIDs exist to enhance their business districts and the economic viability of their targeted ratepaying members.

Local role, local funding, local benefit.

56. Recommending that the Governing Body strikes the targeted rates for the Otara, Papatoetoe Central, Hunters Corner, Manukau Central and Greater East Tamaki business associations 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.

57. Several local boards, including Ōtara-Papatoetoe, provide additional funding to local business associations, however accountability for those grants is set by funding agreements between the local board and the business association. Those contractual obligations are apart from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

58. At the 2018 Census, Māori make up more than 15.7% of the population living in the Ōtara-Papatoetoe Local Board area, compared to 11.5% 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 role.

Ngā ritenga ā-pūtea

Financial implications

59. 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 role. The council’s financial role is to collect the BID targeted rates and pass them directly to the association every quarter.

60. 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 past on to the business owners who occupy these properties. This cost may be harder to meet at a time when businesses are financially impacted by the Covid-19 pandemic. Council may be considering extending the rates remission policy to commercial property owners as part of the 2020/2021 annual plan. If approved, this would help mitigate impact of the targeted rate on ratepayers who are struggling financially.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

61. 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 five business associations.

62. To sustain public trust and confidence in the council, there should be a balance between the independence of the business association and the accountability for monies collected by a public sector organisation.

63. 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 the intended use, report on its activities to its members and to have its accounts audited.

64. 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.

65. The economic impact 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 three BID programmes in this local board area will, through business resilience and recovery initiatives, help to mitigate some of the economic effects of the pandemic.

Ngā koringa ā-muri

Next steps

66. 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.

67. 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, to the OBA, PCBA, HCBA, MCBA and GETBA. This allows the BIDs to implement programmes that improve the local business environment , support businesses to recover from the COVID-19 pandemic and help address the climate change emergency.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

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

19 May 2020

Endorsing the expansion of the Manukau Business Improvement District (BID) programme and targeted rate 2020/2021

File No.: CP2020/05281

Te take mō te pūrongo

Purpose of the report

1. To approve the expansion of the Manukau Business Improvement District (BID) programme and boundary map.

2. To seek endorsement to recommend that the Governing Body sets the targeted rate for the Manukau BID programme and targeted rate for the 2020/2021 financial year.

Whakarāpopototanga matua

Executive summary

BID programmes

3. Business Improvement Districts (BID) are areas within Auckland where local business and property owners have agreed to work together to improve their business environment and attract new businesses and customers.

4. Auckland Council supports business associations operating BID programmes by collecting a targeted rate from commercial properties within a defined geographical area. The funds from the targeted rate are then provided by way of a BID grant to the relevant business association.

5. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BIDs. This includes:

· The establishment of new BID programmes.

· Changes to existing BID programme maps (the geographic area within which the targeted rate is collected); and

· Recommends the BID programmes targeted rate to the governing body.

6. The business associations operating BID programmes are incorporated societies that are independent of council.

7. Auckland Council’s Business Improvement District (BID) Policy (2016) (Hōtaka ā-Rohe Whakapiki Pakihi), known as the BID Policy, outlines the principles behind the council’s BID programme; creates the process for establishing new programmes, expanding, amalgamating and disestablishing existing BIDs (including a postal ballot); determines rating mechanisms; prescribes operating standards and guidelines; and sets accountability requirements.

Expanding the Manukau Business Association BID programme

8. Over the last two years the Manukau Business Association Inc (MBA) has received increasing requests from business owners outside the current BID boundary to be included in the Manukau BID programme and their successful crime prevention programme.

9. At their 2019 Annual General Meeting (AGM) held on 31 October 2019, MBA members voted to approve the proposed BID expansion into two areas (area 1 and 2), (Attachment A and B). The MBA members also approved two operational budgets (one for each area 1 and 2) for 2020/2021, setting the maximum requisite BID grant amount for the following financial year at $550,000.

10. The Manukau BID programme expansion will be located within the Ōtara-Papatoetoe Local Board boundary.

11. The Ōtara-Papatoetoe Local Board approved the proposed Manukau BID expansion map that included the two expansion areas (area 1 and 2), at its business meeting held on 3 December 2019, (resolution number OP/2019/179). The proposal to expand the Manukau BID programme and boundary was included in the draft annual budget 2020/2021 and local board agreement consultation documents.

12. In January 2020 the MBA board (executive committee) reviewed the BID expansion project and subsequently decided to expand the Manukau BID programme into one of the two areas, concentrating the expansion into area 1 (Attachment A).

13. The MBA has completed the requirements of the BID Policy for expanding their BID programme including holding a successful BID ballot, achieving a mandate from a total of 53 eligible voters, 14 (26.4%) returned their vote. 92.86% (13) voted yes to the question. 7.14% (1) voted no.

14. The expanded Manukau BID programme will represent 993 business ratepayers and owners and a BID grant sum of $510,000, effective from 1 July 2020.

Targeted rate 2020/21

15. Council staff regularly monitor BID Policy compliance and provide assistance to MBA as part of an active risk management programme to minimise inappropriate use of funds. This monitoring of compliance with the BID policy helps inform the decision whether or not to strike the targeted rate.

16. Staff propose the local board approves the Manukau BID programme boundary expansion map (area 1), (Attachment A), and recommends the striking of the targeted rate of $510,000 for the 2020/2021 financial year.

17. Staff will advise the Governing Body of the local board’s position as part of the Annual Budget 2020/2021 deliberations in June 2020.

18. 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, to allow MBA to implement programmes that improve the local business environment.

19. MBA, like all BID-operating business associations, will play an important role in helping local businesses recover from the economic impact created by the COVID-19 pandemic.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve the expansion of the Manukau Business Improvement District (BID) programme boundary expansion map (area 1), as shown in Attachment A.

b) recommend to the Governing Body to set the Manukau BID targeted rate for inclusion in the Annual Budget 2020/2021 at:

i) $510,000 for Manukau Business Association Incorporated.

Horopaki

Context

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

21. Business Improvement Districts (BIDs) are areas within Auckland where local business and property owners have agreed to work together, with support from the council, to improve their business environment and attract new businesses and customers.

22. BID programmes are operated by independent business associations (incorporated societies), 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 the business association members to determine. Staff, therefore, have no view on these factors, but only on if the programme meets the BID Policy’s requirements.

23. BID-programme operating business associations are encouraged to grow and expand their BID programme as a way of responding to local economic growth and new development opportunities taking place at the edge of their BID boundary.

The BID Policy sets out the process for expanding a BID boundary area.

24. The BID Policy outlines the principles behind the council’s BID programme; creates the process for establishing new programmes, expanding, amalgamating and disestablishing existing BIDs; determines rating mechanisms; prescribes operating standards and guidelines; and sets accountability requirements.

25. BID-operating business associations can make changes to their BID programme boundary in order to respond to economic growth and new development happening around the edge of their existing BID boundary and within their business community.

26. All BID-operating business associations prepare an annual business plan and expenditure budget for the following financial year that will deliver programmes based on the BID’s strategic priorities.

27. If the business association is embarking on a BID expansion project, they are also required to develop an extended BID programme plan and a second expenditure budget to cover the additional costs to deliver programmes into the current and expanded BID areas.

28. The plans and budgets that the BIDs board (executive committee) agrees, will be recommended for approval by the business association membership.

29. The BID expansion process set out in the BID Policy requires the business association to develop and agree on:

· a list of eligible BID voters located within the BID expansion area

· a BID business plan and operating budget, including the annual BID grant income needed to deliver the BID programmes to the wider area and additional BID members,

· the BID boundary map identifying the proposed expansion area,

· the rating mechanism to be used to calculate the targeted rate

· host at least 3 public meetings encouraging eligible voters to attend and take part in an information briefing and question-and-answer session.

· hold an independent postal ballot to determine the level of support for the BID programme and targeted rate.

30. The BID Policy sets out the mandate for a successful ballot; ballots must achieve a threshold of at least 25% of the total voting forms returned. Of the returned votes, at least 51% of the voters must support the proposition raised on the voting form.

Local boards have allocated authority on BID programme boundary expansions

31. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BIDs. In the case of a BID expansion the local board:

· Approves the expansion of the BID programme, including BID programme expansion boundary map

· Recommends the BID programmes targeted rate to the Governing Body

32. The Ōtara-Papatoetoe Local Board approved the initial proposed Manukau BID establishment maps (area 1 and 2) at its meeting held on 3 December 2019 (resolution number OP/2019/179).

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

34. This report provides a summary of the completed MBA BID expansion process, provides information on any subsequent changes to the BID ballot documents and confirms if all aspects of the BID policy have been successfully completed.

BIDs are funded by a targeted rate on commercial ratepayers

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

36. 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 business association.

37. 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 Governing Body sets the targeted rate when it approves the Annual Budget

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

39. In accordance with the provisions of the Local Government Act 2002 and the Local Government (Rating) Act 2002, the Governing Body is authorised to make the final decisions on BID programme targeted rates.

Tātaritanga me ngā tohutohu

Analysis and advice

Manukau BID to expand for a second time.

40. The Manukau Business Association Inc (MBA) has been a BID since 2007 and is one of 48 BID programmes operating across the Auckland Region.

41. MBA were successful with their first expansion and ballot in 2017, increasing their BID programme membership from 715 to 940 and an increase in their BID targeted rate from $217,957 to $490,000.

42. The decision to expand the Manukau BID programme and boundary for a second time followed growing interest from businesses located on the edge of the current BID boundary, keen to be part of a collective programme.

43. The MBA successfully executed a comprehensive BID expansion project plan to engage with all eligible voters. The plan included:

· A communications programme to highlight the opportunities, and benefits of a BID programme to the Manukau business community located within the BID expansion area;

· Compiling a detailed database of eligible voters (business owners and property ratepayers) located within the BID expansion area;

· Consultation with council staff regarding the approach to the expansion project and ballot; and

· Holding the required number of public meetings, encouraging eligible voters to attend and take part in an information briefing and question-and-answer session.

Full details of the project are outlined in the MBA report (Attachment C).

44. At their 2019 Annual General Meeting (AGM) held on 31 October 2019, members voted to approve the proposed BID expansion, expansion maps (area 1 and 2), operational budgets (area 1 and 2) for 2020/2021, setting the maximum requisite BID grant amount for the following financial year.

MBA sets the BID expansion boundary map, BID targeted rate mechanism and the BID grant amount needed to deliver its work programme

45. The MBA board (executive committee) prepares the information for the BID expansion boundary map, the BID plan and operating budget for the following financial year, based on the feedback collected from current BID members and those local businesses and property owners located within the BID expansion area.

46. Staff worked within the BID Policy to help MBA to identify the BID expansion areas which defines where the BID will expand. The purpose of the BID expansion map (area 1 and 2) is to capture:

· the geographical area that defines the collection of the BID targeted rate

· the ratable properties for striking the BID targeted rate – these are the properties currently zoned business/industrial located within the BID expansion area and who will be paying a business rate at the time of the BID ballot.

· the BID eligible voter – being business/industrial zoned ratepayer and business owners located within the BID expansion area. Note: existing BID ratepayer and business owners located within the current BID boundary do not vote in a BID expansion.

· the expanded delivery area of the BID programme

47. Once the maps were agreed, staff provided MBA with a rate modelling spreadsheet to help with their budget decision-making and identify the BID grant amount needed to deliver the expanded BID work programme. The spreadsheet models the BID targeted rate collection to show how the BID grant amount will influence the BID targeted rate for the BID ratepayer who will pay it. When considering a BID grant amount, the MBA must take into account:

· a fair and reasonable share of the targeted rate

· the benefit each BID member will receive from the BID programme spend

· what the local business and property owners can reasonable afford

48. In January 2020 the MBA board (executive committee) reviewed the BID expansion project and the two proposed expansion areas. After some discussion the board decided to undertake the expansion into one of the two areas, concentrating the expansion into area 1 (Attachment A) only.

49. The MBA BID programme currently represents 940 business ratepayers and owners and have a BID targeted rate grant of $490,000. This expansion will add a further 21 property owners and 32 business owners and increase the BID targeted rate grant from $490,000 to $510,000, effective from 1 July 2020.

The voting results achieved the required mandate supporting the expansion of the Manukau BID programme, boundary area and targeted rate

50. The MBA association was responsible for distributing, sharing all relevant BID information and manage the engagement process with all eligible voters to ensure they have the information to make an informed voting decision.

51. Election Services Ltd, the independent polling service provider, was commissioned to undertake the ballot. The ballot began on 3 March, and closed at 12 noon on 31 March 2020.

52, A total of 53 envelopes, representing 21 property owners and 32 business owners representing the eligible voters located within the proposed BID expansion area, were lodged with NZ Post on 28 February 2020.

53. Each envelope contained the following:

· an MBA BID programme information booklet (Attachment D) highlighting:

o the purpose of the ballot and the benefits of being part of the BID programme;

o BID programme targeted rate information, the rating mechanism (a percentage rate multiplied by capital value) and draft operational budget 2020/2021; and

o Proposed map of the Manukau BID expansion area 1.

· voting form;

· information on voting online and a prepaid envelope for returning the ballot form;

· contact details for eligible voters to seek further information.

54. The question on the MBA voting form asked: Do you support the expansion of the Manukau Business Improvement District (BID) programme delivered by Business Manukau (Manukau Business Association Inc) and accordingly support the paying of a targeted rate?

COVID-19 effect on voting.

55. In the early stage of the voting period feedback from voters was supportive of the proposed BID expansion. Towards the end of the balloting period and during the last two weeks of March 2020 it became evident the approaching COVID-19 virus was beginning to have an effect. As the country moved to Level 2 lockdown, the pending Level 3 and then Level 4 lockdown and State of National Emergency status commencing on 25 March distracted voters away from voting.

56. Despite this, the MBA managed to reach the required voting threshold of 25% of returned votes by the time the ballot closed.

57. The result of the BID establishment ballot when voting closed at midday on 31 March 2020 showed that of a total of 53 eligible voters, 14 (26.4%) returned their vote. 92.86% (13) voted yes to the question. 7.14% (1) voted no.

58. Election Services Ltd has provided a report (Attachment E) outlining the ballot process, results and voting documents.

MBA member approval.

59. Following the close of the ballot, MBA was required to hold a Special General Meeting
to present to the MBA members the ballot results and any amendments to the BID programme, budget or map identified during the balloting processes.

60. Due to the COVID-19 lockdown, the MBA was not able to hold the SGM, however an urgent BID board (executive committee) meeting was called and conducted via electronic means.

61. The BID board meeting agenda included special resolutions approving:

· the proposed BID expansion boundary map (area 1),

· the BID expansion operational budget 2020/2021 (area 1);

· the BID rating mechanism percentage multiplied by capital value (no change to the existing mechanism);

· the ballot results;

· the BID programme supporting documents.

62. The BID board (representing the MBA membership) met on 16 April via SKYPE and approved resolutions for the Manukau BID expansion, the ballot result and all supporting documents. A copy of the BID board meeting minutes attached as Attachment F.

63. The results of the BID establishment ballot has identified there is a sufficient level of support from local businesses and property owners to expand the BID programme and targeted rate.

64. Staff are satisfied MBA has sufficiently met the requirements of the BID Policy, including achieving both the required mandate and advise the local board to recommend to the Governing Body the setting of the targeted rate.

Tauākī whakaaweawe āhuarangi

Climate impact statement

65. Through targeted rate-funded advocacy and activities, the Manukau BID-operating business association promotes and often facilitates environmental sustainability programmes.

66. From running carbon-reducing ‘shop local’ campaigns to transitioning to energy-efficient lighting and championing waste reduction and recovery programmes.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

68. The Manukau BID works closely with Auckland Tourism Events and Economic Development (ATEED) on local economic development initiatives, events and sustainability programmes.

69. The Manukau BID also works constructively with both Panuku and Auckland Transport on often controversial proposals and projects.

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

Local impacts and local board views

70. The expanded Manukau BID programme supports the aspirations of the Ōtara-Papatoetoe Local Board Plan 2017, specifically Outcome 1: Manukau transformation and Outcome 2: Revitalising town centres.

71. The proposed Manukau BID expansion information was included in the annual budget 2020/2021 consultation documents and the Ōtara-Papatoetoe Local Board Agreement.

72. The Ōtara-Papatoetoe Local Board approved the proposed Manukau BID expansion map (area 1), (Attachment A) at its business meeting on 3 December 2019 (resolution number OP/2019/179).

73. Recommending that the Governing Body strikes the targeted rates for the expanded Manukau business association ($510,000) means the 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.

74. The local board’s views will be expressed by its appointed representative on the board (executive committee) of the MBA. This liaison board member attends BID board meetings to ensure there is a direct link between the council and the operation of the BID programme.

75. Ōtara-Papatoetoe Local Board has previously supported BID programmes, as it brings together local businesses to invest collectively in improvements that enhance the local business environment, such as improved security for business centres. A BID can also advocate to, and collaborate with, the council on behalf of local businesses.

Tauākī whakaaweawe Māori

Māori impact statement

76. Approving the expanded Manukau BID programme will have no adverse effects on, or particular benefits to, the Māori population.

77. At the 2018 Census, Māori make up more than 15.7% of the population living in the Ōtara-Papatoetoe Local Board area, compared to 11.5% 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 role.

Ngā ritenga ā-pūtea

Financial implications

78. 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 role. The council’s financial role is to collect the BID targeted rates and pass them directly to the association every quarter.

79. The targeted rate is payable by the owners of the commercial properties within the geographic area of the individual BID programme. In practice, this cost is often passed on to the business owners who occupy these properties. This cost may be harder to meet at a time when businesses are financially impacted by the Covid-19 pandemic. Council may be considering extending the rates remission policy to commercial property owners as part of the 2020/2021 annual plan. If approved, this would help mitigate impact of the targeted rate on ratepayers who are struggling financially.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

80. 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 MBA.

81. To sustain public trust and confidence in the council, there should be a balance between the independence of the business association and the accountability for monies collected by a public sector organisation.

82. 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 the intended use, report on its activities to its members and to have its accounts audited.

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

Ngā koringa ā-muri

Next steps

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

85. 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, to the MBA. This allows the MBA to implement programmes that improve the local business environment, support businesses to recover from the COVID-19 pandemic and help address the climate change emergency.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manukau BID expansion map area 1	33
b ⇩	Manukau BID expansion map area 2	35
c ⇩	Manukau Business Association BID expansion report	37
d ⇩	Manukau Business Association voting brochure	49
e ⇩	Election Services Ltd - Manukau BID ballot report	53
f ⇩	Manukau Business Association BID Board meeting minutes 16 April 20202020	63

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

19 May 2020

New community lease for Papatoetoe Athletics Club Incorporated at Omana Park, 23R Omana Road, Papatoetoe

File No.: CP2020/02280

Te take mō te pūrongo

Purpose of the report

1. To seek a new community building lease for Papatoetoe Athletics Club Incorporated at Omana Park, 23R Omana 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. Papatoetoe Athletics Club Incorporated has been operating from part of the council-owned building at Omana Park for many years without any formal agreement in place.

4. Staff have been working with the club and have received an application for lease for the part of the building that they occupy, and are satisfied that the group meets the standards specified in the Community Occupancy Guidelines 2012, and recommend that a lease be granted in accordance with these guidelines.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) take note of the public notification of Auckland Council’s intention to grant a new community lease to Papatoetoe Athletics Club Incorporated.

b) delegate to the Otara-Papatoetoe Local Board Chairperson, following public notification, the authority to appoint a hearings panel to consider objections, and to make a decision.

c) grant, subject to any objections being resolved, under section 138 of the Local Government Act 2002 and section 54(1)(b) of the Reserves Act 1977, a new community building lease to Papatoetoe Athletics Club Incorporated for the land at Omana Park, 23R Omana Road, Papatoetoe (as identified in Attachment A) and described as Part Lot 2 Deposited Plan 17528, comprising 215 square metres; and contained in Record of Title NA1540/6, and Lot 19 Deposited Plan 16884, comprising 1.0228 hectares, and contained in Record of Title NA3D/294 (Cancelled); subject to the following terms and conditions:

i) term – five (5) years commencing 1 April 2020 with a single five year right of renewal and final expiry on 31 March 2025

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

iii) permitted use – for the purposes and activities of an athletics club

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

d) support all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012, the Local Government Act 2002 and the Reserves Act 1977.

Horopaki

Context

5. This report considers the application for a new community building-lease to Papatoetoe Athletics Club Incorporated for part of the council-owned building at Omana Park, 23R Omana Road, Papatoetoe.

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

The land

7. Omana Park is located between the Royal Auckland and Grange Golf and Hunters Corner shopping precinct, on land describes as Part Lot 2 Deposited Plan 17528, comprising 215 square metres, and contained in Record of Title NA1540/6; and Lot 19 Deposited Plan 16884, comprising 1.0228 hectares, and contained in Record of Title NA3D/294 (Cancelled).

8. The land is held in fee simple by Auckland Council, with Part Lot 2 held subject to the provisions of the Local Government Act 2002, and Lot 19 held as a classified recreation reserve and subject to the provisions of the Reserves Act 1977, shown below:

Papatoetoe Athletics Club, Omana Park, 23R Omana Road, Papatoetoe

9. The use of the land is consistent with this classification and is anticipated within the adopted 2007 Manukau Combined Sports Park Management Plan. However, as part of the building is on land administered under the Local Government Act 2002, iwi engagement and public consultation of the intention to grant the lease is required.

10. The lease is for a portion of the building on Omana Park, the building also contains council change rooms and toilets that are available to the public. The leased area is detailed on the plan attached as Attachment A.

The club

11. Papatoetoe Athletics Club Incorporated registered with the New Zealand Companies office in June 2015. The club’s aim is to foster, practice and control athletics in Papatoetoe and offer a family-orientated club that encourages participation, enjoyment and personal development for their athletes. The club was first founded in 1929 and moved to Omana Park in 1979. Funding is raised through raffles, an on-site tuck shop and grants.

12. The club is affiliated with both Athletics Auckland and Athletics New Zealand and currently has around 225 members aged from pre-schoolers to those in their late 40s. Sixty percent of members identify as Pacific Island, 25% as Māori, 5% as European and 10% as other. Most members are aged between five and 13 years of age.

13. The club trains and supports members competing in athletic events including long-distance running, sprinting, long jump, high jump, discus and shot put. Members have been successful and hold records for Counties, Auckland and New Zealand organised athletic events.

Tātaritanga me ngā tohutohu

Analysis and advice

14. Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements. The procedure for a new lease of council-owned buildings is to call for expressions of interest from community groups. This allows an assessment of proposals to ensure the best community outcomes are delivered.

15. Local boards, however, have the discretion to forego seeking expressions of interest where suitable tenants are identified. Papatoetoe Athletics Club Incorporated satisfies the required criteria specified in the guidelines in the following ways:

i. it is a not-for-profit incorporated society

ii. it provides activities, services and programmes that align with, and promote strategic outcomes for the community as outlined in the Ōtara-Papatoetoe Local Board Plan 2017 outcome of parks and facilities that meet people’s needs

iii. it has a history of delivering services to the local athletic community of Papatoetoe

iv. it is managed appropriately, as evidenced by its longevity and financial accounts.

16. Under the guidelines, it is recommended that for leases over council-owned buildings the standard term be five (5) years with one five (5) year right of renewal, providing a total term of 10 (ten) years.

17. The local board has discretion to vary the term of the lease if it wishes. However, the guidelines suggest that where the term is varied, it aligns to one of the recommended terms within the Community Occupancy Guidelines 2012.

18. Where a community group occupies part of a council-owned building the guidelines state that an annual operational charge for the space occupied. The amount charged is based on recovery of the direct costs to council of providing the premises and consists of the following components:

· building insurance

· share of overheads incurred (including electricity and water charges)

· maintenance provided by council as outlined in the terms of the occupancy agreement.

19. The annual charge to Papatoetoe Athletics Club will be $3,000 (plus GST), invoiced monthly.

Public notification

20. Under section 138 of the Local Government Act 2002, all leases longer than six months require public notification. As part of the building is on land administered by the Local Government Act public notification of the intention to lease will be undertaken.

21. Public notification will be by way of an advertisement in the Manukau Courier, placement on the council website and other social media outlets. Submitters will have one month to make a submission or objection, and if any objections are received the local board will convene a hearings panel to consider and decide.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

23. Climate change has the potential to impact the lease as the site sits next to a flood plain area on the far edge of Omana Park. These areas are predicted to be covered by flood water (river or surface flooding) as a result of a 1‑in-100-year rainstorm event (as shown below):

Papatoetoe Athletics Club, Omana Park, 23R Omana Road, Papatoetoe

24. 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

25. In compiling the recommendations staff obtained input from Parks, Sports and Recreation unit. No concerns were raised, and new leases are supported.

26. 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

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

28. The local board was informed about the new lease to the Papatoetoe Athletics Club for Omana Park at the monthly community facilities workshop held on 23 July 2019, 25 February and 24 March 2020.

29. The recommendation supports the Ōtara-Papatoetoe Local Board Plan 2017 outcome of parks and facilities that meet people’s needs.

Tauākī whakaaweawe Māori

Māori impact statement

30. 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. Twenty-five percent of the members of the club identify as Māori.

31. Formal engagement with iwi is required as part of the building is on land administered under the Local Government Act 2002.

32. The proposed new ground lease and classification of a portion of the park was reported to the South-Central Mana Whenua Forum on 28 November 2019, no obligations were raised by forum members. As athletics is not contemplated in the reserve management plan, formal consultation with iwi will take place alongside the public notification of the intended lease.

Ngā ritenga ā-pūtea

Financial implications

33. All costs relating to the advertising of the intention to lease (and any resulting hearing); and preparation of the lease agreement will be borne by council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. If the Ōtara-Papatoetoe Local Board resolves not to grant the new lease to Papatoetoe Athletics Club, the club’s ability to undertake its core activities will be materially affected, which in turn will have a negative impact on the desired local board outcome.

35. If the athletics club is not granted a lease for the council-owned building, then they would have to find an alternative venue to operate from. (Omana Park is set-up for athletics with covered long-jump pits and a hammer cage). Also an alternative tenant for the building would need to be sought.

36. Additionally, the athletics club’s operation on Omana Park is identified in the adopted Sports Parks Management Plan and is specifically suited to activate the recreational potential of the park in a sustainable manner.

37. As there is no significant departure from the approved land use or change in activities there are no identified risks in granting the lease.

Ngā koringa ā-muri

Next steps

38. Subject to the local board granting the lease, advertising of this intention will take place.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site map and premises plan - Papatoetoe Athletics Club, Omana Park, 23R Omana Road, Papatoetoe	73
b ⇩	Community Outcomes Plan - Papatoetoe Athletics Club, Omana Park	75

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

19 May 2020

Grant of new community lease for the Hunters Corner Community Office at 63 East Tamaki Road, Papatoetoe

File No.: CP2020/03264

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the preferred occupant for a community lease of the Hunters Corner Community Office at 63 East Tāmaki Road, Papatoetoe and to grant a new community lease for the building and surrounds.

Whakarāpopototanga matua

Executive summary

2. The current tenant of the Hunters Corner Community Office does not have a signed lease agreement with council. The Ōtara-Papatoetoe Local Board asked staff to undertake an expression of interest (EoI) process for the property. Three applications were received.

3. The Hunters Corner Community Office is located at 63 East Tāmaki Road, Papatoetoe on land held in fee simple by Auckland Council under the Local Government Act 2002 and public notification and iwi consultation is required before granting a lease at the property.

4. The building has a small reception area, with adjoining toilet, a central space and small kitchen to the rear, with a small area of land surrounding the building. A site plan of the building is attached (Attachment A).

5. Three community groups applied for the lease. The applications were assessed against the following criteria:

· Eligibility, legal identity, primary purpose, open membership

· History and financial viability

· Best fit with the building configuration and size; extent and type of use; collaborative initiatives

· Alignment of programmes and services with the Ōtara-Papatoetoe Local Board Plan 2017 and the Auckland Plan.

6. The assessment panel advise that each of the groups would be a suitable tenant for the building and that each brings its own strengths and meets different needs. This report recommends that Mutalau Ululauta Matahefonua Trust is the preferred candidate as they would fit well with the building and have an identified need for a stable base.

7. Subject to successful public notification and iwi consultation staff recommend the Ōtara-Papatoetoe Local Board approve a new community lease to Mutalau Ululauta Matahefonua Trust for the Hunters Corner Community Office at 63 East Tāmaki Road, Papatoetoe for an initial term of five years with one further five-year right of renewal. This is the standard term for a council-owned building. A community outcomes plan will be negotiated with the successful group, to be approved by the Ōtara-Papatoetoe Local Board Chairperson, in consultation with the local board members, and attached to the lease document.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) note the public notification and iwi consultation of Auckland Council’s intention to grant a new community lease to Mutalau Ululauta Matahefonua Trust.

b) delegate to the Ōtara-Papatoetoe Local Board Chairperson, following public notification, the authority to appoint a hearings panel to consider objections, and to make a decision.

c) grant, subject to any objections being resolved, a new community lease to Mutalau Ululauta Matahefonua Trust to occupy the land and building, an area of 157 square meters (more or less), being Part Lot 1 Deposited Plan 49352 (Attachment A) at 63 East Tāmaki Road, Papatoetoe, on the following terms and conditions:

i) term - five (5) years commencing 1 June 2020 with one five (5) year right of renewal, final expiry 31 May 2030.

ii) rent - $1.00 per annum (plus GST), if requested.

iii) a subsidised maintenance fee of $500.00 plus GST per annum.

d) delegate to the Ōtara-Papatoetoe Local Board Chairperson, in consultation with the local board members, the authority to approve the Mutalau Ululauta Matahefonua Trust’s Community Outcomes Plan, which will be appended to the lease.

e) note all other terms and conditions will be in accordance with the Auckland Council Community Occupancy Guidelines 2012 and the Local Government Act 2002.

Horopaki

Context

8. The Hunters Corner Community Office building at 63 East Tāmaki Road, Papatoetoe is currently occupied by a tenant without a signed lease.

9. The Otara Papatoetoe Local Board requested staff undertake an expression of interest to identify a suitable occupant of the building.

10. Three applications were received. This report provides an analysis of the applications and recommends granting a lease to a suitable occupant subject to conditions.

Tātaritanga me ngā tohutohu

Analysis and advice

The property

11. The Hunters Corner Community Office is a small three-roomed space, formerly owned and occupied by the Royal New Zealand Plunket Society. It has been occupied by Niue Motu Maka Enterprises without a signed lease.

12. The property is located at 63 East Tāmaki Road, Papatoetoe on land described as Part Lot 1 Deposited Plan 49352 (NA1904/93) (Part-Cancelled) and is approximately 157 square meters in area (outlined in red on Attachment A).

13. The land is held in fee simple by Auckland Council under the Local Government Act 2002.

Lease term and costs

14. This report recommends that the Ōtara-Papatoetoe Local Board grant a new lease for 63 East Tāmaki Road, Papatoetoe for an initial term of five years with one further five-year right of renewal.

15. This is the recommended term for a community group occupying a council-owned building. A community outcomes plan will be negotiated with the lessee, to be approved by the local board chairperson, in consultation with local board members, and included as a schedule within the lease document.

16. This report recommends that Mutalau Ululauta Matahefonua Trust is the preferred candidate following assessment against the criteria listed in the Community Occupancy Guidelines 2012.

17. In accordance with the Auckland Council Community Occupancy Guidelines 2012 the recommended rent is $1.00 plus GST per annum, if requested. As this is an exclusive use premises there is an annual maintenance fee based on the size of the leased area. This fee covers building insurance, compliance costs: Building Warrant of Fitness, Health and Safety at Work Act 2015, fire and egress code compliance and maintenance provided by council as outlined in the terms of the lease agreement.

18. The property is approximately 157 square meters and the annual maintenance fee for leases between 100 and 500 square meters in area is $500.00 (plus GST) per annum. The tenant will be responsible for utilities (electricity and water) supplied to the building.

Expression of Interest

19. The request for expressions of interest was advertised in the Manukau Courier, the council website and through staff networks. Applicants on the Auckland Council community lease interest register were also advised. The facility was open for viewing by interested applicants by appointment.

20. Three community groups applied. The groups are:

i) Hindu Heritage Research Foundation (NZ)

i). Hunters Corner Town Centre Society Incorporated

iii) Mutalau Ululauta Matahefonua Trust

21. All three applications were assessed against the following criteria:

· Eligibility, open membership/users

· Financial stability, accounts, funding and sustainability

· Best fit with the building configuration and size; extent and type of community use, collaborative initiatives

· Need for the services provided in the area, services of complementary nature to those already in place

· Ability of the group to manage the rooms as community space able to be used by a wider range of people

· Alignment of programmes and services with the Ōtara-Papatoetoe Local Board Plan 2017 and the Auckland Plan.

Applicant groups

Hindu Heritage Research Foundation (NZ)

22. Hindu Heritage Research Foundation (NZ) was first incorporated as a charitable trust on 3 July 2008 and registered with the Charities Services on 7 April 2009.

23. The object of the trust is “to carry out the vision of cosmic interdependence of Human being and nature (including, plants, animals, mammals, fish and environments).”

24. The trust is acting as an umbrella organisation for the following groups:

· Papatoetoe Community Budgeting Service

· Swar Jhankar Sangeet Vidhaylay

· Shiv Shakti Mothers Club

· Papatoetoe Fiji Indian Youth Group

· Papatoetoe ESOL Facilitators

· Papatoetoe Senior Citizen’s Association

· Papatoetoe Migrant Settlement Service

· Papatoetoe Career Development Service

25. The trust currently operates a budget service from The Chambers at 35 St George Street, Papatoetoe and employs one full-time and two part-time staff. They also have eight full-time and 16 part-time volunteers. The trust provides services to 2,600 people from secondary school pupils to older adults.

26. The trust proposes that the seniors, mothers and youth groups utilise the building Monday to Sunday – mornings and afternoons. Monday to Saturday evenings would be taken by adult community education classes. All services are provided free to the community.

27. The trust is not willing to share the property with other organisations.

Hunters Corner Town Centre Society Incorporated

28. The Hunters Corner Town Centre Society Incorporated became registered as an incorporated society on 5 June 2001; was struck-off the register on 17 June 2004 and reinstated on 17 May 2005. The society’s stated purposes is to assist and guide the development and advancement of the commercial interests of businesspeople in the Hunters Corner Town Centre through co-ordinated, structured and measurable communications, marketing and economic development programmes. They partner with the local board to operate a Business Improvement District (BID) programme of promotions, events, marketing campaigns, business support and enterprise, crime prevention initiatives, local improvement projects, advocacy to local and central government and skill and enterprise development.

29. The society has operated their programmes from The Chambers at 35 St George Street, Papatoetoe. The society has 402 members and employs two full-time and three part-time staff. They propose to use the property Monday to Friday during the day, as a base for the town centre ambassadors and crime prevention officer. The Māngere/Papatoetoe Pacific Wardens would use the office in the evenings Tuesday to Thursday 7.00pm to 1.00am and Friday to Sunday 7.00pm to 3.00am.

30. The society is willing to share the property with other organisations.

Mutalau Ululauta Matahefonua Trust

31. Mutalau Ululauta Matahefonua Trust (MUMT) became incorporated as a charitable trust on 2 November 2004 and registered with the Charities Services on 30 June 2008. The trust’s primary purpose is to develop and manage projects for the advancement of the people with origins and connections from the Niue village of Mutalau, and other Niuean’s living in New Zealand.

32. The trust currently has no paid staff and operates with more than eight full-time and more than 30 part-time volunteers. They propose to fully utilise the building Monday to Sunday, during the day and in the evenings, for activities, meetings, administration, cultural activities, fundraising; bible study and services (the latter being a small part of the operation of the group).

33. MUMT works closely with the current tenant Niue Motu Maka Enterprises Trust, who will continue to use the building should Mutalau Ululauta Matahefonua Trust be successful with their application.

34. The trust is willing to share the property with other organisations.

Assessment of applications

35. All the applications received were assessed against the criteria contained in the Community Occupancy Guidelines 2012.

36. Assessing the three applications on a 100-point scale the following score were measured:

Group	Score (out of 100)
Mutalau Ululauta Matahefonua Trust	74
Hindu Heritage Research Foundation (NZ)	70
Hunters Corner Town Centre Society Incorporated	69

Public notification

37. Under section 138 of the Local Government Act 2002, all leases longer than six months must be publicly notified relevant local iwi consulted.

38. Public notification will be by way of an advertisement in the Manukau Courier, on the council website and via other social media outlets. Submitters will have one month to make a submission or objection. If any objections are received that request to be heard the local board will convene a hearings panel to consider and decide on the proposed lease.

39. Auckland Council’s Community Occupancy Guidelines 2012 sets out the criteria for community occupancy agreements. The procedure for a new lease of council-owned buildings is to call for expressions of interest from community groups. This allows an assessment of proposals to ensure the best community outcomes are delivered.

40. Under the guidelines, it is recommended that for leases of council-owned buildings the standard term is five (5) years with one five (5) year right of renewal, for a total term of 10 (ten) years.

41. The local board has discretion to vary the term of the lease if it wishes. However, the guidelines suggest that where the term is varied, it aligns to one of the recommended terms within the Community Occupancy Guidelines 2012.

Tauākī whakaaweawe āhuarangi

Climate impact statement

42. Climate change is not expected to impact this site as it is not near a waterway or the coast:

Hunters Corner Community Office, 63 East Tamaki Road, Papatoetoe

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

43. Staff have obtained input from the Arts, Community and Events unit. No concerns were raised, and the new lease is supported.

44. 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

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

46. The assessed applications were considered at the local board workshop of 25 February 2020. The board gave their support to the applicant ranked highest in the assessment against the criteria in the Community Occupancy Guidelines 2012.

47. The recommendation supports the Ōtara-Papatoetoe Local Board Plan 2017 outcome of empowered, inclusive and prosperous communities.

Tauākī whakaaweawe Māori

Māori impact statement

48. 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. The group have indicated: the ”Trust and all other groups are fully supportive and attuned to Maori as mana whenua. Activities include references to Maori arts and culture and use Maori words and concepts that are similar to Niue and other Pacific cultures.”

49. The proposed new building lease was reported to the South-Central Mana Whenua Forum on 25 March 2020, no obligations were raised by forum members. As the lease will be granted under the Local Government Act 2002, formal consultation with iwi will take place alongside the public notification of the intended lease.

Ngā ritenga ā-pūtea

Financial implications

50. All costs relating to the advertising of the intention to lease (and any resulting hearing); and preparation of the lease agreement will be borne by council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

51. If the Ōtara-Papatoetoe Local Board resolves not to grant the new lease to Mutalau Ululauta Matahefonua Trust, the club’s ability to undertake its core activities will be materially affected, which in turn will have a negative impact on the desired local board outcome.

52. If Mutalau Ululauta Matahefonua Trust is not granted a lease for the council-owned building, they will have to find alternative accommodation. Also, an alternative tenant will need to be found for the building.

53. As there is no significant departure from the approved land use or change in activities there are no identified risks in granting the lease.

Ngā koringa ā-muri

Next steps

54. Subject to the local board granting the lease, public advertising and formal iwi engagement of this intention will take place.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site map - Hunters Corner Community Office, 63 East Tamaki Road Papatoetoe	85

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

19 May 2020

Reclassification of a part of Papatoetoe Recreation Ground and new community lease for Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa (Papatoetoe) for Papatoetoe Recreation Ground, 295R Great South Road, Papatoetoe

File No.: CP2020/03992

Te take mō te pūrongo

Purpose of the report

1. To reclassify a portion of land, at Papatoetoe Recreation Ground, legally described as Lots 1, 5, 6 and 7 Deposited Plan 57875 NA11D/878, totalling 2,817 square meters (more or less), pursuant to Section 16 (2A) of the Reserves Act 1977.

2. To seek a new community ground-lease for the amalgamated Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa (Papatoetoe Playcentre) at Papatoetoe Recreation Ground, 295R Great South Road, Papatoetoe.

Whakarāpopototanga matua

Executive summary

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

4. The former Tamaki Playcentres Association Incorporated (now Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa) entered into a lease with the former Manukau City Council in August 2009 for the group-owned building and surrounding playground at what is now Papatoetoe Recreation Ground (formerly Kingswood Reserve) that houses Papatoetoe Playcentre. The lease finally expired on 31 July 2019 and is currently holding over on a month-by-month basis.

5. Four parcels of land containing the playcentre, Girl Guide hall, Manukau Radio Club rooms and Scout hall are currently on land classified as a recreation reserve. This classification allows sporting and recreation activities on the reserve. The most appropriate classification for the activities outlined is local purpose (community use) reserve. Therefore, the land requires reclassification prior to the issue of the lease.

6. Staff are satisfied they group meets the standards specified and recommends the lease is granted in accordance with the Auckland Council Community Occupancy Guideline 2012.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) approve, subject to any objections being resolved, under Section 16 (2A) of the Reserves Act 1977; the reclassification of Lots 1, 5, 6 and 7 Deposited Plan 57875 NA11D/878, totalling 2,817 square meters (more or less), contained in Record of Title 1845/74 (shown outlined in blue on Attachment A); as a local purpose (community use) reserve.

b) grant, under section 54 (1) (d) of the Reserves Act 1977, a new community ground lease to Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa (Papatoetoe Playcentre) for the land at Papatoetoe Recreation Ground, 295R Great South Road, Papatoetoe (marked in red and hatched on the map attached as Attachment B) and described as Part Lot 6 Deposited Plan 57875, being 761 square metres and is contained in Record of Title NA11D/879 and part of Lot 7 Deposited Plan 57875 being 903 square metres and is contained in Record of Title NA11D/880; 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) rent review date – on renewal

iv) permitted use – childcare and education facility for preschool children

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

c) note that all other terms and conditions to be in accordance with the Auckland Council Community Occupancy Guidelines 2012 and the Reserves Act 1977.

Horopaki

Context

7. This report considers the reclassification of a portion of Papatoetoe Recreation Ground; and the application for a new community ground lease from Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa (Papatoetoe Playcentre), for the group-owned building and the surrounds at Papatoetoe Recreation Ground, 295R Great South Road, Papatoetoe.

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

The land

9. The lease is on land described as part Lot 6 and Lot 7 Deposited Plan 57875 on Record of Tile NA11D/874 and is held in fee simple by Auckland Council as a recreation reserve. The land of approximately 900 square meters (more or less) includes the building, a garage and fenced outdoor play area, as shown in the aerial plan (Attachment B).

10. The playcentre is one of four buildings located on the north-west edge of the Papatoetoe Recreation Ground on land described as Lots 1, 5, 6 and 7 Deposited Plan 57875 NA11D/878, totalling 2,817 square meters (more or less) (outlined in blue on Attachment A) is held by Auckland Council as a recreation reserve. In order to grant a lease for the playcentre the land must be correctly classified. Therefore, staff recommend that all the relevant parcels of land be reclassified from a recreation reserve to a local purpose (community use) reserve.

The tenant

11. In May 2019 the High Court of New Zealand approved the amalgamation of 32 regional playcentre organisations with the New Zealand Playcentre Federation Incorporated which has taken over the property, rights, interests, powers, privileges, trusts, contracts, engagements and authorities, including the debts and liabilities, of the regional organisations. This means the new lease for the Papatoetoe Playcentre will be with the national federation that is now called Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa.

12. Te Whānau Tupu Ngātahi O Aotearoa – Playcentre Aotearoa (previously New Zealand Playcentre Federation Incorporated) was first registered with the New Zealand Companies Office, under the Charitable Trusts Act 1957, in December 1947 and trades as Playcentre Aotearoa. Playcentre has a philosophy and practice based on "Whānau Tupu Ngātahi - Families Growing Together" that recognises parents as the first and most important educators of their children and supports them to educate their children. Playcentre provides early childhood education for children and parenting education for the caregivers of children from birth to school age. Playcentres implement the New Zealand Early Childhood Curriculum Te Whariki and receive funding from the Ministry of Education.

13. Papatoetoe Playcentre celebrated 60 years of operation in Papatoetoe in 2018. The group supports the local community by their involvement in the annual Papatoetoe Santa Parade and helping to keep local sports grounds clean. Many playcentre family members have succeeded in moving through the training levels to become teaching staff and undertake team roles, representing the organisation at local public events and institutions.

14. The centre currently has three part-time paid staff and seven part-time volunteers catering for seven families. The group holds good relationships with other local playcentres and are looking to increase the number of general play sessions per week. They also host a Space programme for first-time parents. Fifty percent of the children attending Papatoetoe Playcentre identify as European, 12% each for Māori, Indian and Asian and 24% as other race.

15. Funding for the centre is raised from grants, fundraising, koha from enrolled families, and government funding for sessions at the licensed centre.

Tātaritanga me ngā tohutohu

Analysis and advice

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

17. 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 the New Zealand Playcentre Federation Incorporated for a term of 10 years with one right of renewal for a further term of 10 years, in line with the guidelines.

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

19. Staff undertook a site visit of the premises on 7 August 2019. The building appears well-maintained and managed. A regular maintenance schedule for the building and grounds is in place and are planning to upgrade the bathroom facilities at the centre.

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

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

ii) New Zealand Playcentre Federation Incorporated are not in breach of the current occupancy agreement

ii). federation’s financial accounts have sufficient reserves to cover its operating costs with no declared contingent liabilities

iv) kōhanga reo funds its activities mostly by way of whānau fees, charitable grants and government subsidies

v) premises meet the needs of the local community.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

22. Climate change has minimal potential to impact the lease as the site sits adjacent to a flood plain outside the boundary of Papatoetoe Recreation Ground. These areas are predicted to be covered by flood water (river or surface flooding) as a result of a 1in-100-year rainstorm event (as shown below):

Papatoetoe Recreation Ground, 294 Great South Road, Papatoetoe

23. 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

24. 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.

25. Council’s Service Strategy and Integration team, Land Advisory unit and Parks Services Parks and Places Specialist support reclassification.

26. The proposed lease renewal 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

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

28. The lease was discussed with the local board at the monthly Mahi Tahi workshop on 27 August 2019, there were no objections to the grant of a new lease. The draft community outcomes plan, negotiated with the group, was reported to the local board workshop of 26 November 2019, no objections to the plan were raised by the members present.

29. The reclassification of the land was discussed with the local board at their 3 March 2020 workshop. There were no objections to the reclassification of the land.

30. The recommendation supports the Ōtara-Papatoetoe Local Board Plan 2017 outcome of honouring youth and seniors.

Tauākī whakaaweawe Māori

Māori impact statement

31. 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 Maori living in the Ōtara-Papatoetoe Local Board area. Twelve percent of the children attending the centre identify as Māori.

32. The proposed new ground lease was reported to the South-Central Mana Whenua Forum on 27 November 2019, no obligations were exercised by the forum members present. Engagement with mana whenua will take place in conjunction with the public notification of the reclassification of the land.

Ngā ritenga ā-pūtea

Financial implications

33. The cost of advertising the reclassification of the part of Papatoetoe Recreation Ground, and any resulting hearing will be borne by council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. If the Ōtara-Papatoetoe Local Board resolve not to grant a new lease to the New Zealand Playcentre Federation Incorporated for the Papatoetoe Playcentre, 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.

35. 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

36. Subject to the local board approval of the new lease, staff will advertise the proposed reclassification for public submissions or objections.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Land for reclassification - Papatoetoe Recreation Ground	93
b ⇩	Site map - Papatoetoe Playcentre	95
c ⇩	Community outcomes plan - Papatoetoe Playcentre	97

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

19 May 2020

Ōtara-Papatoetoe Local Board Grants Programme 2020/2021

File No.: CP2020/04696

Te take mō te pūrongo

Purpose of the report

1. To adopt the Ōtara-Papatoetoe 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 Ōtara-Papatoetoe Grants Programme 2020/2021 for adoption as provided in Attachment A to this report).

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) adopt the Ōtara-Papatoetoe Grants Programme 2020/2021.

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 Ōtara-Papatoetoe 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 Ōtara-Papatoetoe Grants Programme has been workshopped with the local board and feedback incorporated into the grants programme for 2020/2021.

10. The new grant programme includes a higher priority for applications which promote community resilience.

Tauākī whakaaweawe āhuarangi

Climate impact statement

11. 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

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

13. Based on the main focus of an application, a subject matter expert from the relevant council unit will provide input and advice. The main 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

14. 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

15. 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

16. The allocation of grants to community groups is within the adopted Long-Term Plan 2018 -2028 and the local board agreement that will be adopted for 20202/2021.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

17. 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

18. 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 ⇩	Ōtara-Papatoetoe Grants Programme 2020/2021	103

Ngā kaihaina

Signatories

Author

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

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

Ōtara-Papatoetoe Local Board

19 May 2020

Ōtara-Papatoetoe Local and Multi-Board Grant Round Two 2019/2020 grant allocations.

File No.: CP2020/04720

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for the Ōtara-Papatoetoe Local and Multi-Board Grant Round Two 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 Grant Round Two and Multi-Board Grant Round Two 2019/2020 (see Attachments B and C).

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. A total of $19,793 has been allocated for the Quick Response Grants Round One 2019/2020. This leaves and amount of $144,652 for the remaining grant rounds.

7. Sixty-seven applications in total were received for consideration by the Ōtara-Papatoetoe Local Board for the Local Grant Round Two and Multi-Board Grant Round Two 2019/2020 with a total requested amount of $453,507.011

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

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

Application ID	Organisation	Main focus	Requesting funding for	Amount requested
LG2013-201	Women’s Care Trust	Community	Towards the purchase of a food truck.	$20,000
LG2013-203	David Riley	Arts and culture	Towards children’s books for Flatbush Primary School in Otara.	$4,550
LG2013-205	Te Pua Inano Incorporated 2689211	Arts and culture	Towards arts and crafts materials, clothing dyes and fabric.	$1,500
LG2013-208	Tangaroa Community Thunder Incorporated	Sport and recreation	Towards venue hire costs for Tangaroa Community Thunder Basketball.	$5,000
LG2013-211	South East Auckland Senior Citizens' Association Incorporated	Community	Towards, venue hire, hall setup, decorations, rubbish removal, entertainment, equipment hire and hiring of performers.	$9,800
LG2013-212	The Rising Foundation Trust	Community	Towards operating costs of the programme co-ordinator in Sir Edmund Hillary Collegiate School.	$3,076
LG2013-215	Saanjh Sports and Cultural Club Incorporated	Community	Towards transport, sports uniforms, venue hire, tournament trophies, cultural activities, venue hire and sound costs.	$15,000
LG2013-216	Life Education Trust Counties Manukau	Community	Towards the running costs of the Life Education Trust mobile classroom, educational resources booklets, insurance and professional development of the teacher.	$10,696.96
LG2013-217	Auckland Kindergarten Association – Mayfield	Community, Environment	Towards garden and fale costs for the Mayfield Kindergarten.	$16,735.66
LG2013-218	‘Naad’ Charitable Trust (New Zealand)	Arts and culture	Towards sound costs for the Bhai Mardana Music Festival.	$5,000
LG2013-220	Papatoetoe Adolescent Christian Trust (PACT)	Community	Towards sports equipment costs for the kiwi games and PACT boxing programme.	$2,202.72
LG2013-221	Rainbow Celebrating Life Trust	Community	Towards venue hire, choreographer instructor fees, pull up banner and insurance costs.	$4,000
LG2013-222	Auckland Paraplegic and Physically Disabled Association Incorporated	Sport and recreation	Towards strength conditioning coaching costs.	$5,768
LG2013-224	Papatoetoe Garden and Floral Art Society Incorporated.	Community	Towards costs of the Papatoetoe Garden and Floral Art Societies 89th “Annual Rose and Open Floral Art Show” including venue hire, judges’ fees, advertising, set-up and pack down costs.	$2,000
LG2013-226	Manukau Beijing Opera Society Incorporated	Arts and culture	Towards venue hire costs for the Beijing Opera rehearsals.	$2,400
LG2013-227	Chanting Wheel Culture Exchange and Buddhist charitable organization	Arts and culture	Towards co-ordinator costs for the bilingual writing group.	$2,500
LG2013-228	De La Salle College	Community	Towards food costs for the “Mates” programme at De La Salle College	$2,000
LG2013-229	Tennis Auckland	Sport and recreation	Towards coaching costs for the "community play" tennis programme.	$7,440
LG2013-231	Tangaroa College Board of Trustees	Sport and recreation	Towards the inter secondary school sports competition transport costs.	$3,150
LG2013-232	Rākau Tautoko	Environment	Towards cost of the “Hub Zero” cafe promotions and marketing, facilitation, refreshments and volunteer petrol vouchers, training workshops, administration and venue hire.	$2,300
LG2013-233	Holistic Education Foundation (HEF) - All for One Education Charitable Trust (AFOE)	Community	Towards venue hire and web hire costs for the educational support programme in Papatoetoe.	$3,190.25
LG2013-235	Hunters Corner Town Centre Society Incorporated.	Community	Towards costs for veranda lights in the Hunters Corner Town Centre.	$41,500
LG2013-242	Pacifica Manukau	Community	Towards venue hire costs for the Pacifica Manukau office.	$2,000
LG2013-244	Kilas Style Trust	Community	Towards set up costs and rent of an office facility.	$25,000
LG2013-245	Habitat for Humanity Greater Auckland Limited	Community	Towards home maintenance and repair workshops for families in the Ōtara-Papatoetoe area.	$3,100
LG2013-246	New Zealand Continence Association Incorporated trading as Continence New Zealand	Community	Towards salary costs for co-ordinators and educators, and printing resources for workshop attendees.	$12,000
LG2013-247	Diabetes NZ - Auckland Branch	Events	Towards venue hire, face painting, bottled water, photography, entertainer costs, displays, banners and waste management costs.	$4,884.52
LG2013-248	Youthline Auckland Charitable Trust	Community	Towards Youthline Helpline volunteer triage support and supervision costs.	$4,000
LG2013-249	New Zealand Sikh Womens Association Incorporated	Events	Towards venue hire costs for the Vodafone Events Centre for the Mela Trinajna Da 2020 (Ladies night).	$5,000
LG2013-250	The Auckland Sikh Society Incorporated.	Community	Towards emergency preparation workshops for the Sikh communities in the local board area.	$3,500
LG2013-251	Papatoetoe Sports Awards Trust	Sport and recreation	Towards costs for the Papatoetoe Sports Awards night, including catering, guest speakers, complimentary tickets, signage, trophies venue hire and event management costs.	$18,350
LG2013-252	Auckland Basketball Services Limited	Sport and recreation	Towards basketball coaching, including hall hire at the Allan Brewster Stadium, promotion and administration of the local junior basketball programmes.	$10,000
LG2013-253	Mountains to Sea Conservation Trust - Experiencing Marine Reserves	Community	Towards costs for the “Experiencing Marine Reserves” programme, incl. planning, transport, equipment hire, administration, pool hire and staff costs.	$8,890
LG2013-254	Tread Lightly Charitable Trust	Environment	Towards school programme costs, including contractor wages, promotion materials and mileage, also food for the Dawson school programme.	$2,356
LG2013-255	Kolmar Charitable Trust	Sport and recreation	Towards canopy lights for the outdoor area at the Papatoetoe Hunters Corner bowling club.	$35,000
LG2013-256	South Auckland Christian Foodbank	Community	Towards salary and wages, transportation costs, storage hire and course related costs for the three step programme.	$5,000
LG2013-257	Guardians of our Children Charitable Trust	Community	Towards venue hire, food and resources, marketing, facilitation,food for the "Ifoga Meditation" and "Make Them Proud" parenting programmes.	$4,932
LG2013-258	Action Education	Arts and culture	Towards facilitation and resource costs for the spoken word programme in schools.	$3,000
Total				$316,822.11

b) agree to fund, part-fund or decline each application in Multi-Board Round Two 2019/2020, as outlined in Table Two:

Table Two: Ōtara-Papatoetoe Multi-Board Round Two 2019/2020 applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested
MB1920-206	KidsCan Charitable Trust	Community	Towards programme items including food, raincoats, shoes and socks for children attending KidsCan low decile partner schools within the Auckland region.	$3,000
MB1920-2100	The Kids for Kids Charitable Trust	Arts and culture	Towards the National Young Leaders Day and the "Kids for Kids" mass choir event, including venue hire from 8 to 11 November 2020.	$800
MB1920-2102	Odyssey House Trust	Environment	Towards costs for the Odyssey Café social enterprise kai garden work training programme	$2,685
MB1920-2105	Red Leap Theatre Charitable Trust Board	Arts and culture	Towards tutor fees for free workshops for school students to develop creative skills at Tangaroa College from 8 September to 30 October 2020.	$6,000
MB1920-2107	Whenua Warrior	Environment	Towards building materials, soil, seedlings, petrol, food, administration, printing and stationery costs.	$10,000
MB1920-2109	LifeKidz Trust	Community	Towards play equipment and support worker wages.	$2,000
MB1920-2110	Social Enterprise Auckland Incorporated	Community	Towards zoom webninar, venue hire, food and drink, administration, project managemnet, video editing and contractor costs.	$4,000
MB1920-2111	Deaf Wellbeing Society Incorporated	Community	Towards the fortnightly zero waste workshops at the Melville Cricket Pavillion from 6 August 2020 to 24 June 2021.	$2,345
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 childrens theatre from 21 September to 18 December 2020.	$3,000
MB1920-2116	PHAB Association (Auckland) Incorporated	Community	Towards youth worker wages, soil, seeds, seed trays, cooking supplies, administration and co-ordination costs.	$4,500
MB1920-2117	CLM Counties Manukau Limited	Sport and recreation	Towards a community hydrohub, a portable solar powered water dispenser.	$5,000
MB1920-2120	CLM Counties Manukau Limited	Sport and recreation	Towards the community connectedness programme, including salaries from 1 July 2020 to 30 June 2021	$4,000
MB1920-2121	New Zealand Council of Victim Support Groups Inc	Community	Towards a contribution to operational expenses of the volunteer support worker programme, including staff and volunteer expenses, information technology, administration, domestic travel, accommodation, fundraising, training and overheads.	$4,000
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
MB1920-213	Fix Up, Look Sharp	Community	Towards venue hire, transport, mobile phone and storage leasing costs.	$4,000
MB1920-248	Seed 2 Harvest Trust	Community	Towards salary costs for facilitators, laptop and projector costs.	$8,000
MB1920-257	Auckland United Softball Association Incorporated	Sport and recreation	Towards the operational costs and wages for the softball association	$5,300
MB1920-258	Te Whānau Tupu Ngātahi o Aotearoa - Playcentre Aotearoa	Community	Towards fees for a researcher to conduct research at five local board Early Childhood Education centres in south Auckland.	$3,000
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.	$12,250
MB1920-263	Parenting Place Charitable Trust	Community	Towards the delivery costs for life skills, mental health and wellbeing presentations.	$10,000
MB1920-267	Training and Budget Services Incorporated	Community	Towards rental costs for the organisations office space.	$5,000
MB1920-271	Counties Manukau Sports Foundation	Events, Sport and recreation	Towards venue hire and event co-ordinator costs for the 2020 Counties Manukau Sporting Excellence Awards.	$2,500
MB1920-279	Roopa Aur Aap Charitable Trust	Community	Towards counselling service costs, office rent, and social services costs.	$12,020
MB1920-282	Zeal Education Trust	Community	Towards the "West Auckland Street Youth Work and Community Activation" programme, including project management fees, activity costs, van hire and resources from 1 July 2020 to 30 June 2021	$3,685
MB1920-283	Auckland Cambodian Youth and Recreation Trust	Community	Towards volunteer costs, petrol reimbursement, stationary, printer toners and wages for staff.	$2,000
MB1920-287	David Riley	Arts and culture	Towards the publication of the book "How Taro came to Samoa" including development of an audiobook.	$1,500
MB1920-288	Garden to Table Trust	Community	Towards salaries for school co-ordinators and mileage costs.	$5,000
MB1920-290	Kiwi Harvest Limited	Community	Towards driver wages and operational expenses.	$4,000
MB1920-293	Age Concern Auckland Incorporated	Community	Towards salary costs, supervision, phone, vehicle and travel costs.	$6,000
Total				$136,585

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. 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 100 people can take place. Events and activities have been assessed according to these criteria.

14. 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

15. 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.

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 Grant Round Two and Multi-Board Grant Round Two 2019/2020 (see Attachments B and C) 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.

Ngā ritenga ā-pūtea

Financial implications

22. 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.

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

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

25. 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.

26. A total of $186,307 was allocated to local grants round one 2019/2020. A total of $19,793 has been allocated for to the Quick Response Grants Round One 2019/2020. This leaves and amount of $144,652 for the remaining grant rounds.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Ōtara-Papatoetoe Local Grants Programme 2019/2020	123
b ⇨	Ōtara-Papatoetoe Local Grants Round Two 2019/202 grant applications (Under Separate Cover)
c ⇨	Ōtara-Papatoetoe Local Grants Multi-Board 2019/2020 grant applications (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Helen Taimarangai - Senior Community Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

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

Ōtara-Papatoetoe Local Board

19 May 2020

Local board feedback on Plan Change 22 and Plan Modification 12 – additions of places of significance to Mana Whenua

File No.: CP2020/05745

Te take mō te pūrongo

Purpose of the report

1. To request the views of the local board on:

· Plan Change 22 (PC22) to the Auckland Unitary Plan (Operative in Part)(AUP)

· Plan Modification 12 (PM12) to the Auckland Council District Plan – Hauraki Gulf Islands Section 2018 (Inner Islands) (HGI).

Whakarāpopototanga matua

Executive summary

2. In 2014, in collaboration with 19 Mana Whenua entities, Auckland Council (the council) initiated the Māori Cultural Heritage Programme (MCHP) to improve the understanding and protection of Māori cultural heritage across the Auckland region.

3. As part of the implementation of the findings of the MCHP, the council has proposed two plan changes in order to appropriately recognise and protect culturally significant sites within both the AUP and HGI. These two plan changes form tranche one of what is intended to be a series of future plan changes to progressively identify and protect culturally significant sites.

4. Eleven Mana Whenua entities have completed assessments for sites in these plan changes. Thirty-three sites are proposed for scheduling: 30 sites in the AUP and four in the HGI. Note that one site, Te Rangihoua (Te Putiki o Kahumatamomoe), is included in both the AUP and HGI to represent its landward and coastal extents.

5. On 21 March 2019, PC22 and PM12 were originally notified. Following submissions and after further analysis, on 26 September 2019 a minor correction was made to PC22 to remove an incorrect reference. Due to technical and procedural issues, on 24 October 2019 a second amendment to withdraw the Te Wairoa River site was notified. On 11 February 2020, the plan changes were then re-notified to a limited number of directly affected parties.

6. The details of the sites related to the local board are listed in Attachment A.

7. Key themes of the submissions received are to:

· support PC22 as notified

· support PC22 with a minor amendments to Schedule 14.1 and a site description in Schedule 12

· oppose PC22 due to potential effects on houseboat activities

· support PM12 as notified

· support PM12 and apply the same approach to other reserves on Waiheke Island

· oppose PM12 for various other reasons.

8. On 8 August 2019, the Regulatory Committee appointed three independent hearing commissioners to hear and make decisions on PC22 and PM12 (REG/2019/49). This included at least two independent commissioners with expertise in planning and tikanga Māori.

9. This report is the mechanism for the local board to provide its formal views on PC22 and PM12 prior to the public hearing. Any comments received will be included in the planner’s hearing report and considered by the independent commissioners. Any local board views provided should be that of the local board, therefore no technical recommendations are made in this report.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) provide local board views on Plan Change 22 and Plan Modification 12.

b) appoint a local board member to speak on behalf of the local board views at a hearing on the plan changes.

c) delegate authority to the chairperson of the local board to make a replacement appointment in the event the local board member appointed in Resolution b) is unable to attend the plan change hearing.

Horopaki

Context

Decision-making authority

10. Each local board is responsible for communicating the interests and preferences of people in its area regarding the content of the council’s strategies, policies, plans, and bylaws. Local boards provide their views on the content of these documents.

11. In 2014, the council initiated a Māori Cultural Heritage Programme (MCHP) in collaboration with 19 Mana Whenua entities in the Auckland region with the purpose of improving the understanding and protection of Māori cultural heritage and to identify the best management options that recognise and protect the cultural values of these sites. To date 400 such sites of have been nominated by Mana Whenua for consideration.

12. The AUP currently contains 75 scheduled Sites and Places of Significance to Mana Whenua. There are no Māori Heritage sites currently identified in the HGI Plan.

13. The Auckland Council’s Planning Committee resolution (PLA/2017/39) approved engagement with Mana Whenua and landowners in order to develop draft plan changes to add qualifying sites to the AUP and the HGI plan. The criteria to identify and evaluate these sites are contained within the Auckland Regional Policy Statement section of the AUP.

14. On 27 November 2018, the Planning Committee resolved to approve the proposed plan changes for notification (PLA/2018/128).

15. The plan changes propose:

i) The addition of 30 sites to the AUP’s Sites and Places of Significance to Mana Whenua Overlay, as identified in Chapter L Schedule 12. There are also consequential changes to Schedule 6 (Outstanding Natural Features) and Schedule 14.1 (Historic Heritage Overlay) to reflect the cultural significance of the identified sites; and

ii) The addition of four sites to the HGI Plan. There are also changes to the explanatory text of the plan to clarify the criteria by which sites are identified and evaluated.

16. If the local board chooses to provide its views, the reporting planner will include those views in the hearing report for these plan changes. Local board views will be included in the analysis of the plan changes and submissions received.

17. If the local board chooses to provide its views, local board members will be invited to present the local board’s views at the hearing to commissioners, who make the decision on the plan changes.

18. This report provides an overview of PC22 and PM12 and gives a summary of the key themes which have arisen through submissions. This report does not include a recommendation. The planner cannot advise the local board as to what its views should be, and then evaluate those views.

Tātaritanga me ngā tohutohu

Analysis and advice

Plan change overview

19. The AUP and the HGI plans contain objectives, policies, and rules to manage and protect both Sites and Places of Significance to Mana Whenua (AUP), and Māori Heritage sites (HGI). The proposed plan changes do not alter any of the existing objectives, policies, rules or resource consent assessment criteria set out in the two plans.

20. PC22 proposes the following changes:

· The addition of 30 Sites and Places of Significance to Mana Whenua (SSMW) to Schedule 12 of AUP.

· The addition of a ‘significance of the site to Mana Whenua’ evaluation criterion (criterion k) to eight sites already listed in Schedule 6 – Outstanding Natural Features Overlay of the AUP.

· The addition of the ‘significance of the site to Mana Whenua’ evaluation criterion (criterion c) to five sites already listed in Schedule 14.1 - Schedule of Historic Heritage Overlay of the AUP(OiP).

· The addition of the sites to the AUP viewer (the online tool to view the AUP maps).

21. PM12 proposes the following changes:

· The addition of four Māori Heritage Sites (MHS) to Appendix 1f of the HGI.

· The addition of explanatory text to Appendix 1f, Appendix 4 and Part 7.13 of the HGI – Māori heritage to include references to the criteria for the identification and evaluation of MHS.

· The addition of the sites to the HGI planning maps.

Further discussion:

22. There are 33 sites proposed across both PC22 and PM12. These sites cover a wide range of zones including open space, coastal marine area, and transport corridor zones.

23. The sites are owned by or designated by Auckland Transport, Department of Conservation, Auckland Council, CRL Ltd, Ports of Auckland, The NZ Transport Agency, Watercare, LINZ, Ministry of Education, Transpower NZ Ltd and First Gas Limited.

24. By scheduling the sites, there will be greater awareness and weight placed on existing objectives, policies and methods within the plans for protecting cultural heritage when considering applications for resource consent, private plan changes, designations and policy development in both plans.

25. In the AUP, scheduling introduces more restrictions on activities within the sites with respect to disturbance in the coastal marine area, temporary activities, new buildings and structures, new alterations and additions to existing buildings, and subdivision.

26. In the HGI, scheduling will remove permitted levels of ground disturbance within scheduled sites, making all ground disturbance activities require resource consent. Resource consent will also be required for establishing toilets and changing facilities within scheduled sites.

Themes from submissions received

27. On 21 March 2019, PC22 and PM12 were originally notified. Following submissions and after further analysis, on 26 September 2019 a minor correction was made to PC22 to remove an incorrect reference. Due to technical and procedural issues, on 24 October 2019 a second amendment to withdraw the Te Wairoa River site was notified. On 11 February 2020, the plan changes were then re-notified to a limited number of directly affected parties.

28. Following the processes outlined above, a total of seven primary submissions and two further submissions have been received for PC22. Six primary submissions and three further submissions have been received for PM12. The following key themes have been identified in the submissions received:

· support PC22 as notified

· support PC22 with minor amendments to Schedule 14.1 and a site description in Schedule 12

· oppose PC22 due to potential effects on houseboat activities

· support PM12 as notified

· support PM12 and apply the same approach to other reserves on Waiheke Island

· oppose PM12 for various other reasons.

29. Minor amendments identify a technical error in the plan change where an evaluation criterion has been omitted from one of the schedules. They also propose additional wording to one of the site descriptions to include reference to bird roosting/gathering sites.

30. Effects on existing houseboat activities in Putiki Bay (Waiheke Island) are of concern to two houseboat owners. Heritage scheduling which is outside the proposed plan change area is of concern to one submitter opposing PM12.

31. One submitter is opposing the scheduling of Rangihoua Park / Onetangi Sports Fields on Waiheke Island as part of PM12 on the basis that they feel the scheduling would place unrealistic conditions on the continued use and development of these activities. This was supported by one further submission with 92 co-signatories.

32. On 26 March 2020, the latest summary of the decisions requested by submitters on PC22 was notified and is available on the council’s website at the following link: https://www.aucklandcouncil.govt.nz/plans-projects-policies-reports-bylaws/our-plans-strategies/unitary-plan/auckland-unitary-plan-modifications/proposed-plan-changes/pc22summarydecisions/summary-of-decisions-requested-and-submissions.pdf

33. On 26 March 2020, the latest summary of the decisions requested by submitters on PM12 was notified and is available on the council’s website at the following link: https://www.aucklandcouncil.govt.nz/plans-projects-policies-reports-bylaws/our-plans-strategies/unitary-plan/auckland-unitary-plan-modifications/proposed-plan-changes/docspc22/pm-12-renotification.pdf

Tauākī whakaaweawe āhuarangi

Climate impact statement

34. The decision whether to provide local board views:

· will not lead to increased greenhouse gas emissions and negatively affect the approach to reduce emissions.

· will not be impacted by a climate that changes over the lifetime of that decision.

35. This is because the plan changes do not promote new activities within the sites and, by their nature of protecting Māori cultural heritage, are unlikely to encourage a greater intensity of development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

36. As mentioned previously, the 33 sites covered by these two plan changes cover a range of environments. These include roads, carparks, publicly owned parks and lakes, rivers and streams. They are also subject to a number of designations.

37. During the development of the plan changes, relevant council departments and Council Controlled Organisations (CCO) were consulted. With respect to council internal departments, the sites have particular relevance to the council’s Customer and Community Services Department. This department includes the Community Facilities, Parks, Sports and Recreation, and Service Strategy and Integration teams.

38. Many of the proposed sites contain leases which are managed by the above department. The strategic management of public open spaces is also managed by these teams through the use of reserve management plans as well as other open space and recreation planning tools.

39. The Customer and Community Services Department has been actively involved in the plan changes during their development and notification. None of these teams have raised opposition to the proposed scheduling.

40. From a CCO perspective, Auckland Transport has been involved in the development of the plan changes as they apply to public roads and parking infrastructure. Auckland Transport is not opposed to the plan changes.

41. One of the sites, Te Puna Wai a Hape (Site 091), schedules land currently owned by Watercare Services Limited. Watercare has been involved during the development of the plan changes and is not opposed to the scheduling.

42. No CCO has made a submission or further submission on PC22 or PM12.

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

Local impacts and local board views

43. Further detail such as a map showing the location of the sites relevant to the local board and previous involvement by the board are in Attachment A.

44. The main impact of PC22 and PM12 is to place greater recognition on the cultural significance of identified sites. This is likely to increase the need for consultation with affected Mana Whenua when considering activities within the sites. The scheduling places greater restrictions on some land use activities and coastal activities as outlined previously.

45. A summary here of what local board engagement was undertaken during the development of this plan change is included in Attachment A.

46. Factors the local board may wish to consider in formulating its view are as follows: interests and preferences of people in the local board area; well-being of communities within the local board area; local board documents, such as the local plan and local board agreement; responsibilities and operation of the local board.

47. This report is the mechanism for obtaining formal local board views so the decision-makers on PC22 and PM12 can consider those views.

Tauākī whakaaweawe Māori

Māori impact statement

48. This report addresses matters that relate to two plan changes to protect and manage new nominated sites and places of cultural significance to Mana Whenua. All Mana Whenua entities have been invited to participate in this process and 11 Mana Whenua entities have actively contributed to these plan changes.

49. Recognising and protecting Mana Whenua cultural heritage is identified as an issue of regional significance in the Auckland Unitary Plan Regional Policy Statement (RPS). Policies in the RPS specifically provide for the identification, protection and enhancement of the tangible and intangible values of identified Mana Whenua cultural heritage.

50. In November 2018, a governance hui was conducted where staff briefed all 19 Mana Whenua entities on the feedback received from the 14 affected local boards and of the landowner engagement. The IMSB has also been kept informed of these plan changes and has participated in their approval for notification.

51. Some iwi authorities have made submissions in support of these plan changes.

Ngā ritenga ā-pūtea

Financial implications

52. The local board is not exposed to any financial risk from providing its views.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

53. The power to provide local board views regarding the content of a plan change cannot be delegated to individual local board member(s). This report enables the whole local board to decide whether to provide its views and, if so, to determine what matters those views should include.

Ngā koringa ā-muri

Next steps

54. Any views provided by the local board will be included in the planner’s hearing report. The local board will be informed of the hearing date and invited to speak at the hearing in support of its views. The planner will advise the local board of the decision on the plan change by memorandum.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Sites proposed in the local board area and local board views	135

Ngā kaihaina

Signatories

Author

Matthew Gouge - Planner AUPIHP

Authorisers

John Duguid - General Manager - Plans and Places

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

No.	Title	Page
a ⇩	Ōtara-Papatoetoe Local Board Workshop Record, 7 April 2020	147
b ⇩	Ōtara-Papatoetoe Local Board Workshop Record, 14 April 2020	149
c ⇩	Ōtara-Papatoetoe Local Board Workshop Record, 21 April 2020	151
d ⇩	Ōtara-Papatoetoe Local Board Workshop Record, 28 April 2020	153

Author	Carol McGarry - Democracy Advisor Otara-Papatoetoe
Authoriser	Victoria Villaraza - Relationship Manager, Mangere-Otahuhu and Otara-Papatoetoe Local Boards