Agenda of Whau Local Board

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

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have. Specifically members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.

The following are declared interests of the Whau Local Board:

Member

Organisation

Position

Kay Thomas

· New Lynn Citizens Advice Bureau

· Friends of Arataki

· Western Quilters

Volunteer

Committee member

Member

Susan Zhu

· Chinese Oral History Foundation

· The Chinese Garden Steering Committee of Auckland

Committee member

Board Member

Fasitua Amosa

· Equity NZ

· Massive Theatre Company

· Avondale Business Association

Vice President

Board member

A family member is the Chair

Catherine Farmer

· Avondale-Waterview Historical Society

· Blockhouse Bay Historical Society

· Portage Licensing Trust

· Blockhouse Bay Bowls

· Forest and Bird organisation

· Grey Power

Member

Trustee

Patron

Member

Te’eva Matafai

· Pacific Events and Entertainment Trust

· Miss Samoa NZ

· Malu Measina Samoan Dance Group

· Pasifika Festival Village Coordinators Trust ATEED

· Aspire Events

Co-Founder

Director

Director/Founder

Chairperson

Director

Warren Piper

· New Lynn RSA

· New Lynn Business Association

Associate Member

Member

Jessica Rose

· Women in Urbanism-Aotearoa, Auckland Branch

· Kaainga ora

· Forest & Bird

· Big Feels Club

· Frocks on Bikes

· Bike Auckland

Committee member

Programme manager Sustainability

Member

Patron

Former co-chair

Former committee member

Member appointments

Board members are appointed to the following bodies. In these appointments the board members represent Auckland Council.

External organisation	Leads	Alternate
Aircraft Noise Community Consultative Group	Warren Piper	Catherine Farmer
Avondale Business Association	Kay Thomas	Warren Piper
Blockhouse Bay Business Association	Warren Piper	Fasitua Amosa
New Lynn Business Association	Susan Zhu	Kay Thomas Warren Piper
Rosebank Business Association	Fasitua Amosa	Warren Piper
Whau Coastal Walkway Environmental Trust	Fasitua Amosa	Jessica Rose

4 Confirmation of Minutes

That the Whau Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 6 May 2020, as true and correct.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

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

9 Public Forum

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

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

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

11 Notices of Motion

Under Standing Order 2.5.1 (LBS 3.11.1) or Standing Order 1.9.1 (LBS 3.10.17) (revoke or alter a previous resolution) a Notice of Motion has been received from <Member Names> for consideration under item 13.

No.	Title	Page
a ⇩	Notice of Motion: Member J Rose - Incentivise a Climate Resilient Water Strategy	11

Whau Local Board

27 May 2020

Auckland Transport Update Report for the Whau Local Board May 2020

File No.: CP2020/06318

Te take mō te pūrongo

Purpose of the report

1. To provide an update to the Whau Local Board (the local board) on Auckland Transport (AT) matters in its area and an update on its local board transport capital fund (LBTCF).

Whakarāpopototanga matua

Executive summary

2. Provide an Update on COVID-19 situation.

3. Progress on the local board’s LBTCF funded projects is noted.

4. Included is a list of the public consultations sent to the local board for May 2020 for comment and the decisions of the Traffic Control Committee of AT for April 2020 as they affect the local board’s area.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive Auckland Transport’s update for May 2020.

Horopaki

Context

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

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

· be safe

· not impede network efficiency

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

Tātaritanga me ngā tohutohu

Analysis and advice

COVID-19 update: Transport in Auckland under Alert Level 2

New Zealand moved to Alert Level 2 at 11:59pm on 13 May 2020. This is what it means in relation to transport related activities:

7. The Government has advised that the general rule for Alert Level 2 is to play it safe. This means that if you are feeling sick you should stay home. Do not go to work or school. Do not socialise, and if you are showing symptoms of COVID-19 you should avoid using public transport when travelling to a medical appointment.

8. Public transport services will return to normal levels while we are at Alert Level 2 so people can travel to where they need to go. However, please note that the Government has advised that you must not travel to events which do not meet the requirements for gatherings at Alert Level 2.

9. Aucklanders are also advised that fare collection on public transport, as well as the collection of parking fees and enforcement of time restrictions and special vehicle lanes will re-commence when we move to Alert Level 2.

10. Public transport users are also advised that passenger capacity on buses, trains and ferries will be significantly lower than what was available prior to COVID-19. This is because of the need to maintain physical distancing onboard public transport vehicles as required by the Government for Alert Level 2.

11. AT also encourages Aucklanders to consider travelling outside of usual peak hours (7:00-:00am and 3:00-7:00pm) where possible. This not only supports physical distancing as more people return to work, but also helps reduce peak congestion and the strain on public transport to make sure everyone can get to where they need to go quickly and safely.

12. Many Aucklanders chose to walk or cycle while we were at Alert Level 3 and 4 and we encourage people to continue doing so as this is a great option to maintain safe physical distancing. AT is in the process of reviewing the effectiveness of the temporary walking and cycling lanes that were introduced at Alert Level 3.Some of these lanes may continue to operate at Alert Level 2 in order to help ensure that people on bikes and walking can stay safe and maintain the physical distance requirements that are so important to helping us break the chain of COVID-19 infection.

Public transport

13. Public Transport will be operating to normal schedules and with fare collection resuming under Alert Level 2. Cash is still not being accepted.

14. Physical distancing must be observed on all bus, train and ferry services with one-metre distance required between other passengers. While we will be operating to normal schedules, we will be running at about 43% of normal passenger capacity while under Alert Level 2 to make sure safe physical distancing can be achieved. Please note that standing on buses, trains or ferries will not be allowed while we are at Alert Level 2.

15. There will be signage on board buses and trains to guide customers to where they can and cannot sit based on physical distancing restrictions.

16. Physical distancing of two metres must still be observed at all of our facilities such as stations, platforms and stops.

17. Customers may not be able to get on the bus, train or ferry that they want to because of available space to maintain safe physical distancing. To help with this, our AT Mobile app now displays how many people are on a bus or train service at any given time, so customers will know if one-metre distancing will be achievable before they board. In addition, all buses will display the number of people it can take with physical distancing restrictions in place. The AT Mobile app and journey planner on our website will also tell you when the next service is.

18. For the majority of buses, customers must use the rear door to get on and off the bus. This is to help ensure everyone is kept as safe as possible by minimising the physical contact between customers and bus drivers. In some rare cases, boarding will be necessary though the front door on small buses.

19. Customers who use a wheel chair or other mobility device or require driver assistance can still use the front door of buses. This also applies to vision impaired customers – we ask drivers to assist them through the front door.

20. AT is ensuring all public transport is being cleaned throughout its daily service. Buses and trains are being spot checked, with surfaces being sanitised, and we have enhanced our cleaning regime to include antimicrobial protection fogging (spraying) of facilities and our fleet.

21. Cash is still not being accepted under Alert Level 2. We strongly recommend that you register your AT HOP card to help with contact tracing should it be required. This will also allow us to monitor passenger numbers and make fast adjustments to services if required due to changes in demand. We will be working to make those changes as quickly as possible and again advise customers to plan their journey ahead.

22. Those who do not already have an AT HOP card can find a retailer at: https://at.govt.nz/bus-train-ferry/at-hop-card/at-hop-retailers/

23. Our AT HOP free public Wi-Fi was disabled during Alert Level 3 to discourage people congregating at rail stations and bus interchanges. This will continue to be the case during Alert Level 2.

School buses

24. AT-contracted school bus services will operate during Alert Level 2. Following the Government’s guidelines, physical distancing measures will be different to our public transport services but standing on buses will not be permitted.

25. Working closely with the schools, AT has several measures to support contact tracing for all passengers. Hand sanitiser will also be made available for students boarding and departing the bus, in addition to the bus being cleaned in accordance with Government guidance.

Customer service centres

26. We still need to ensure there is managed interaction between our staff and customers under Alert Level 2.

27. During this time, we still recommend customers use self-service options such as ordering an AT HOP card online, setting up their account to auto-top up or simply going online to top-up an AT HOP card. Journey planning can also be done via the AT website or app.

28. Our call centres remain open and customers can speak to us by calling 09 366 6400.

29. If customers are unable to access self-service options, the following customer service centres will be open but will have reduced staff numbers:

· Britomart ticket windows

· Manukau Bus Station

· New Lynn ticket window

· Panmure

· Smales Farm

· Newmarket

· Albany

· Constellation

· Papakura Train Station.

30. The following customer service centres will remain closed while at Alert Level 2:

· Manukau Train Station

· New Lynn (ticket office windows will remain open and provide all services)

· Downtown ferry terminal

· AUT

· Botany.

31. At this stage we are still unable to accept cash payments for AT HOP card top-ups at customer service centres, however customers will be able to use EFTPOS.

Parking and outdoor activities

32. Paid parking will resume for both on and off-street parking under Alert Level 2. Enforcement of parking restrictions, bus lanes and other special vehicle lanes will also resume.

33. AT is in the process of reviewing the effectiveness of the temporary walking and cycling lanes that were introduced at Alert Level 3. Some of these lanes may continue to operate at Alert Level 2 in order to help ensure that people on bikes and walking can stay safe and maintain the physical distance requirements that are so important to helping us play it safe.

34. In addition, we are investigating providing temporary protection at existing painted cycle lanes at key locations to further improve safety for people on bikes.

35. Leisure boating and all water activities are now allowed under Alert Level 2.

36. Harbourmaster work under Alert Level 2 will include resuming maintenance of buoys and beacons, as well as the disposal of abandoned vessels and wrecks. Other usual business, such as compliance monitoring, will return to normal levels while maintaining physical distancing requirements.

Walking and cycling

37. Almost half of all Aucklanders (47%) are walking more than they did pre-lockdown with 14% cycling more often.

38. With that in mind we expect to continue to see more people walking or cycling as a transport choice to get to work, school or for local shopping trips when we move into Alert Level 2. We are also reminding people to look out for vulnerable road users when they travel.

39. Some of the pop-up spaces that were rolled out during Alert Level 3 may continue to operate for Alert Level 2 with the addition of some new spaces to allow for physical distancing, we ask that people use the pop-up spaces whenever possible. For more information on walking and cycling visit https://at.govt.nz/cycling-walking/

Construction sites

40. AT restarted work across 160 sites from Tuesday 28 April under Alert Level 3 restrictions. Each site has been operating under strict Health and Safety protocols based on Ministry of Health Guidance and industry best practice.

41. These measures will not change significantly under Alert Level 2 and will continue to include: physical distancing, compulsory personal protection equipment (PPE), hygiene practices, recording site entry and exit and separating teams into zones on our larger sites.

42. Although our aim is to return to normal levels of productivity as quickly as possible to minimise delays and help spur the local economy, our priority remains ensuring the safety of our workers and the general public. As such, the pace of work under Alert Level 2 may not be as rapid as it is under normal circumstances.

43. AT will continue to maximise opportunities to accelerate productivity where possible until we can return to normal conditions. These measures may include extending working hours and expanding work sites to take advantage of less traffic on the road.

44. All project timelines are under review pending an assessment of the impact of COVID-19.

Public engagement

45. Engagement (both informing and consulting communities on upcoming projects) will begin again under Alert Level 2 except for the following channels.

46. No drop-in sessions or public meetings.

47. No, or very limited, face-to-face meetings with members of the public, stakeholders or elected members.

48. Instead of face-to-face communication, AT will engage via channels such as telephone calls, conference calls, email, Facebook live and webcasts.

AT offices

49. All AT offices will re-open at Alert Level 2 but with only up to 25% of staff allowed in the building at any one time to maintain effective physical distancing measures. We will gradually increase the number of staff allowed within offices in the coming weeks and remaining staff will continue to work from home. During Level 2 external visitors are not encouraged to come into our offices unless absolutely essential. Any visitor that does enter an AT office will be asked to register their full contact details at reception areas and will be expected to comply with physical distancing measures that will be in place.

50. AT’s COVID-19 page, which includes up to date public transport timetables, is at: https://at.govt.nz/COVID-19

51. For any other queries the AT call centre is available 24 hours/ 7 days a week 09 355 3553.

Innovating Streets Fund

School Streets road closure and rapid active mode shift programme

52. We will be trialing a combined infrastructure/engagement/support model to rapidly shift children to active modes. This will take the form of the following activity at five Auckland schools:

· Closures of school streets during drop-off and pick-up time every weekday for up to a month

· Strategy to develop community social infrastructure to run active mode programmes – Bike Trains and Walking School Buses

· Competitive engagement by children over the month. Walking School Buses and Bike Trains will use an app to record use by children

· An 8am-8pm school street closure at each of the schools at the end of the month. This creates a ‘canvas’ for schools and communities to run their own school/play street events.

New Lynn - McCrae Way Shared Zone

53. McCrae Way is included in Tranche Two of AT’s Speed Bylaw review, for speed limit reduction to 10km/h. Design changes would be necessary to complement that. The current speed limit of 50km/h is inconsistent with AT’s design guides and standards, as well as other shared zones in the CBD which will shift to 10km/h limits in July 2020.We propose tactical interventions for a 12 month period, to promote lower speeds and discourage extraneous vehicular movement.

Local Board Transport Capital Fund update

Funds allocated in the last term to projects and carried forward into the 2019-2023 term for project completion:

54. A workshop is scheduled to be held with the Local Board on the 3 June 2020, where the local board can give further direction on which projects they would like to allocate to the next round of funding.

Total Funds – Committed & Available in current political term

$7,360,657

Amount committed to date on projects approved for design and/or construction

$4,156,543

Remaining budget left

$3,204,114

New Lynn to Avondale Shared Path Update – 18 May 2020

55. The contractor started back on site after the level 4 lockdown on 29 April and progress is going well.

56. Two of five piles have been installed and another two should be completed by the end of this week.

57. Work on the cycle path behind the RSA has started and good progress is being made.

58. The retaining wall at Portage Road is now complete.

Wolverton Street Culvert Project Update – 18 May 2020

59. The contractor started back on site after the level 4 lockdown on 29 April

60. The contractor is currently building temporary road lanes at each culvert site.

61. The main works, including the tidal flow traffic management system, starts on 3 June. This will be the most impactful point of the project in regards to community interaction. While there has been some minor traffic interruption during the initial works, once the main works begin there will be delays along Wolverton Street. However, we have developed a communications campaign to inform a range of stakeholders about the works and the traffic management plan has been developed to ensure delays are minimized.

62. Link to project video https://youtu.be/s-3OqWqaQcc

Avondale Streetscape Works – 18 May 2020

63. The Local Board at its meeting held on the 26th February Resolution number WH/2020/8 approved the allocation of funding to the Avondale Streetscape Works project.

64. Further concept development has since occurred based upon the local boards resolved feedback.

65. Auckland Transport is in the process of booking a workshop with the local board to present the updated final concept before going out for stakeholder consultation.

Tauākī whakaaweawe āhuarangi

Climate impact statement

AT engages closely with Council on developing strategy, actions and measures to support the outcomes sought by the Auckland Plan 2050, the Auckland Climate Action Plan and Council’s priorities.

66. AT’s core role is in providing attractive alternatives to private vehicle travel, reducing the carbon footprint of its own operations and, to the extent feasible, that of the contracted public transport network.

67. To this end, AT’s Statement of Intent (SOI) contains three performance measures:

Measure	2019/20	2020/21	2021/22
Number of buses in the Auckland bus fleet classified as low emission	5	25	55
Reduction in CO²e (emissions) generated annually by Auckland Transport corporate operations (from 2017/18 baseline)	7%	9%	11%
Percentage of Auckland Transport streetlights that are energy efficient LED	56%	66%	76%

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

68. The impact of information in this report is confined to AT and does not impact on other parts of the Council group. Any engagement with other parts of the Council group will be carried out on an individual project basis.

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

Local impacts and local board views

Consultation documents on proposed improvements

69. Consultation documents for the a proposal to remove a bus stop outside 34-40 Astley Avenue been provided to the Whau Local Board for its feedback and are summarised below for information purposes only.

70. After consultation, Auckland Transport considers the feedback received and determines whether to proceed further with the proposal as consulted on or proceed with an amended proposal if changes are considered necessary.

Auckland Transport’s Traffic Control Committee report

71. Decisions of the Traffic Control Committee during the month April 2020 affecting the Whau Local Board area are listed below:

Date

Street (Suburb)

Type of Report

Nature of Restriction

Decision

1 April 2020

Methuen Road / Bollard Avenue, New Windsor

Permanent Traffic and Parking changes

No Stopping At All Times / Traffic Island / Footpath / Roundabout / Edge Lines

CARRIED

1 April 2020

Delta Avenue, New Lynn

Permanent Traffic and Parking changes

No Stopping At All Times

CARRIED

1 April 2020

Trent Street / Blockhouse Bay Road, Avondale

Permanent Traffic and Parking changes

No Stopping At All Times / Road Hump

CARRIED

Tauākī whakaaweawe Māori

Māori impact statement

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

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

75. AT will provide another update report to the local board in June 2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Owena Schuster – Elected Member Relationship Manager (Whau Local Board)

Authorisers

Jonathan Anyon – Elected Member Relationship Team Manger

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

Whau Local Board

27 May 2020

Waka Kotahi New Zealand Transport Agency Innovating Streets for People pilot fund

File No.: CP2020/05927

Te take mō te pūrongo

Purpose of the report

1. To provide local boards with an overview of the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) Innovating Streets for People pilot fund (ISPF).

2. To request feedback on projects within your local board area that have been proposed by staff across Auckland Transport (AT), Auckland Council, and Panuku for inclusion in Auckland Council’s application to the ISPF.

Whakarāpopototanga matua

Executive summary

3. Waka Kotahi New Zealand Transport Agency (Waka Kotahi) announced a pilot fund in April 2020 that supports pilot projects and interim improvements for safe active transport. The Innovating Streets Pilot Fund (ISPF) is intended to help councils create more people-friendly spaces through the application of tactical urbanism techniques such as pilots, pop ups and interim projects. While the fund is intended to support pilots that can be rolled out rapidly and at relatively low cost, projects should also be able to demonstrate a pathway to more permanent status, should they prove successful.

4. Local boards have previously been invited to contribute localised strategic direction and guidance regarding projects that may be suitable to submit for funding. This guidance has been incorporated into the development of a list of potential projects that will be circulated to local boards by 25 May 2020.

5. Local boards are now invited to provide formal feedback on the list of potential projects within their local area, including their view of which projects are the highest priority.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) provide feedback on the list of local projects proposed as suitable for inclusion in Auckland Council’s application to the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) Innovating Streets Pilot Fund (ISPF) by 12pm on 29 May 2020.

Horopaki

Context

6. On 3 April 2020, Waka Kotahi announced the ISPF, which supports council projects that aim to transition streets to be safer and more liveable spaces. The fund encourages the use of ‘tactical urbanism’ techniques, such as pilots and pop ups - interim treatments that can be delivered within a short timeframe to test and help demonstrate the value of future permanent street changes that make walking and cycling easier. Projects that Waka Kotahi aims to support include:

· temporary, or semi-permanent, physical changes to streets

· improvements that test a permanent fix and prototype a street design

· activations that help communities re-imagine their streets.

7. There are two application rounds for the ISPF:

· The first round opened on 3 April and closed on 8 May 2020. Successful applicants are expected to be announced in June 2020.

· The second round opens on 8 June and closes on 3 July 2020 with successful applicants to be announced by the end of July 2020.

8. Qualifying projects are expected to be delivered by June 2021.

9. In addition to the two funding rounds, Waka Kotahi is offering support for interventions that specifically relate to Covid-19. Auckland Transport (AT) is leading an emergency response programme in conjunction with Auckland Council (AC) and are applying for a funding subsidy for the costs associated with Covid-19 measures which are already being implemented across Auckland.

10. The selection process for round one was led by AT. Due to tight timeframes for submission, consultation was not possible. Twelve projects were submitted to Waka Kotahi for consideration. All these projects come from existing programmes previously approved by Auckland Council and align well with Governing Body and local board strategic transport priorities.

11. If these projects are awarded funding from Waka Kotahi, comprehensive stakeholder engagement will occur throughout the planning and delivery of each project, as per Waka Kotahi’s selection criteria.

12. For round two ISPF funding, a project team has been established across Auckland Council, AT and Panuku, and a process developed to identify potential projects and take them through to a finished application.

13. On 8 May 2020, local boards were invited to contribute localised strategic direction and guidance regarding projects that may be suitable to submit for funding. This guidance has been incorporated into the development of a list of potential projects circulated to local boards on or before 25 May 2020.

Tātaritanga me ngā tohutohu

Analysis and advice

14. The ISPF provides an opportunity for Auckland Council and AT to catalyse positive change across Auckland in line with Auckland Council’s strategic goals of improving walking and cycling options, and creating more people-friendly spaces.

15. The techniques of tactical urbanism supported by the pilot fund represent an innovative change to the typical way in which projects are engaged upon, designed and delivered. Tactical urbanism entails piloting and testing key project elements on a temporary basis, that can generally be rolled out rapidly and at low cost. This constitutes a form of ‘engagement by doing’ and enables the relative success of ideas to be assessed before they are committed to more permanently.

Criteria for the assessment and prioritisation of projects

16. When providing feedback on the list of potential projects, local boards should keep the following criteria in mind, which will be used by the project team to finalise the list of projects to recommend to the Emergency Committee.

17. Prioritised projects will:

· improve transport choices and liveability of a place

· help mitigate a clear safety issue (related to Deaths and Serious Injuries at a specific location)

· be effective at:

o reducing vehicle speed (to 30km/hr or less), and/or

o creating more space for people on our streets, and/or

o making walking and cycling more attractive

· use temporary pilots, pop ups or treatments as a pathway to permanent change in the future

· contribute to more equitable access to opportunities and essential services, particularly in areas with low levels of travel choice

· support mode shift to low-carbon modes

· support Māori outcomes, i.e.:

o adopt a design or project approach founded on Māori principles

o help advance Māori wellbeing, e.g. active Māori participation, improved access to marae, kura, kohanga, papakāinga, employment

· test key elements or is designed to generate community support for the ‘parent’ project

· be part of an existing planned and budgeted project (AC projects only)

· demonstrate the importance of the project within the current AT work programme (AT projects only)

· demonstrate ability to deliver

· demonstrate strong likelihood of project delivery by June 2021

· demonstrate co-design approach involving key stakeholders and community, including:

o support from the relevant local board(s) and stakeholders

o support from local community/stakeholders (e.g. business association)

· display clear process, including milestones, cost, monitoring and evaluation, and identification of risks and mitigation

· demonstrate value for money

· demonstrate opportunity to improve efficiency, or reduce risks associated with future permanent upgrades.

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. The transport sector is the largest contributor to greenhouse gas emissions in the Auckland region with around 40 per cent of Auckland’s total emissions. Increased support and prioritisation of ‘no and low’ emissions modes of transport such as active transport, micro-mobility modes and public transport, will help reduce these emissions.

19. The interventions supported by the Innovating Streets for People pilot fund enable a reduction of transport emissions, which would support Auckland Council’s ability to achieve its climate goals and is well aligned with the draft Te Tāruke-ā-Tāwhiri: Auckland’s Climate Action Framework, and with the in-principle changes to this framework endorsed by the Environment and Climate Change Committee (resolution number ECC/2020/12).

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. Auckland Council and AT are following an aligned approach for the ISPF submission and are working together to develop joint application packages.

21. Relevant parts of the council, including Ngā Mātārae; the Auckland Design Office; the Development Programme Office; Libraries; the Southern Initiative; Arts, Community and Events; Parks, Sports and Recreation; Plans and Places, and Panuku, have been engaged to prepare and collate funding proposals for the second round.

22. If a project application is successful, there will be a need to implement, coordinate and monitor the outcomes of projects that are funded by the ISPF. This would be jointly coordinated by AT and staff from across the Auckland Council family.

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

Local impacts and local board views

23. Staff captured informal local board views earlier this month by inviting local boards to contribute localised strategic direction and guidance regarding projects that may be suitable to submit for funding. This guidance has been incorporated into the development of the list of potential projects.

24. The types of projects that Waka Kotahi seek to promote through this fund will have positive impacts on local communities in terms of the outcomes that are reflected in the assessment criteria.

Tauākī whakaaweawe Māori

Māori impact statement

25. Māori are likely to benefit from interventions that support safer and more accessible active transport in Auckland. This is because Māori are over-represented in pedestrian-related crashes and tend to live in parts of Auckland where travel choice is poorest. To ensure these interventions benefit Māori equitably, they need to be complemented by meaningful access to active modes such as bicycles and micro-mobility devices, as well as supporting infrastructure such as secure bicycle parking outside main destinations.

26. The Innovating Streets fund encourages community-led interventions to transform urban spaces into safe and liveable spaces for people. There are opportunities to tap into the creativity and local knowledge of Māori communities in Tāmaki Makaurau to create urban interventions that address community needs and provide a strong sense of place.

27. Ngā Mātārae, the Southern Initiative and the Independent Māori Statutory Board have been approached for their input into the proposed project list.

Ngā ritenga ā-pūtea

Financial implications

28. The proposed high levels of funding assistance from Waka Kotahi (up to 90 per cent of a project’s value) will potentially result in savings for both Auckland Council and AT on any projects that may already have been planned and funded prior to the pilot fund application.

29. The funding provided by Waka Kotahi for piloting or testing of temporary interventions is likely to reduce design time and increase financial security for permanent improvements in the future. Trialling of real-life options for more permanent activities can also reduce or avoid potential costs associated with the redesign of interventions in case desired outcomes could not be achieved.

30. There are no financial implications for local boards arising from providing feedback on the list of potential projects, except for those projects proposed by local boards, and which they have proposed to fund themselves.

31. Local boards that submit an expression of interest for a project need to demonstrate both the ability to fund the temporary project and, if the project does not link to an existing AT, Auckland Council or Panuku funded permanent project, that the local board is able to completely fund the permanent project as well.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. There is a risk that Auckland Council may not be able to afford the local share of 10 per cent of the project cost needed to implement interventions under the ISPF, particularly given the present circumstances and the need to significantly amend the draft Annual Plan 2020/2021. Note that while successful projects will require 10 per cent funding from council, they will bring the benefit of additional funding into Auckland. Similar financial constraints may also apply to AT and Panuku who are also potentially funding projects.

33. Another risk is the possibility that the implementation of successful Auckland Council projects under the pilot fund will not lead to the desired outcomes for Auckland. To mitigate this risk, staff have developed a set of assessment criteria for projects (see paragraph 17) to ensure strategic alignment with Auckland Council objectives before projects are submitted to Waka Kotahi.

34. Waka Kotahi’s Criteria 2: Ability to Deliver requires a co-design approach with community and key stakeholders in the development and delivery of projects. The possibility that unified community support for local interventions cannot be achieved through the co-design process within the required timeframe poses an additional risk.

Ngā koringa ā-muri

Next steps

35. Local boards are requested to provide feedback on the list of local projects proposed as suitable for inclusion in Auckland Council’s application to the ISPF by 12pm (midday) on 29 May 2020.

36. Each project will then be assessed against the criteria described above, and the project team will produce quality advice for endorsement from an Auckland Council committee.

37. AT projects will be presented to the AT Board on 3 June 2020 for endorsement.

38. All projects will be presented to an Auckland Council committee in early June 2020 following which, all interested parties will be notified whether their proposed project has been selected to proceed to an ISPF application.

39. Following this decision, further work will be undertaken to develop, prepare, and review each project that has been selected for submission to Waka Kotahi.

40. Completed applications will be submitted to Waka Kotahi prior to the closing date of 3 July 2020.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Kat Ashmead - Senior Pollicy Advisor

Authorisers

Megan Tyler - Chief of Strategy

Louise Mason – General Manager Local Board Services

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

Whau Local Board

27 May 2020

New community lease to Portage Ceramics Trust, 8 Ambrico Place, New Lynn

File No.: CP2020/05231

Te take mō te pūrongo

Purpose of the report

1. To grant a new community lease to Portage Ceramics Trust located on Ambrico Historic Reserve, 8 Ambrico Place, New Lynn.

Whakarāpopototanga matua

Executive summary

2. Portage Ceramics Trust holds a community lease entered into with the legacy Waitākere City Council for a term of five years commencing 12 March 2010. The lease contained one five-year right of renewal that reached final expiry on 11 March 2020.

3. Portage Ceramics Trust has applied for a new community lease. The building known as Ambrico Studio is owned by Auckland Council.

4. After assessing the trust’s application, staff are satisfied that the trust meets the requirements for a new lease under Auckland Council’s Community Occupancy Guidelines 2012.

5. At the expiry of a lease for a council owned building it is good practice to review alternatives for the use of the premises. An expression of interest process can be undertaken to gauge interest and best use. However, if the incumbent group is needed in the area and the group is performing well, the Whau Local Board has the authority to grant a new lease to the group without undergoing an expression of interest process.

6. The Whau Local Board has indicated support for a new community lease to Portage Ceramics Trust for a term of five years with one five-year right of renewal.

7. This report recommends the granting of a new community lease to Portage Ceramics Trust for five years commencing 12 March 2020 with one five-year right of renewal. This is the recommended term in the Auckland Council Community Occupancy Guidelines July 2012.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) approve public notification of Auckland Council’s intention to grant a lease to Portage Ceramics Trust for Ambrico Studio located on Ambrico Reserve;

b) delegate to the Whau Local Board Chair to appoint a panel to consider submissions or objections received, and for the panel to make a decision;

c) grant subject to any objections, or submissions being resolved, a new community lease to Portage Ceramics Trust for Ambrico Studio located at Ambrico Reserve, 8 Ambrico Place, New Lynn (Attachment A) on the following terms and conditions:

i) term: five years commencing 12 March 2020 with one five-year right of renewal

ii) rent: $1.00 plus GST per annum if requested

iii) maintenance fee: $500.00 plus GST per annum

iv) Portage Ceramics Trust Community Outcomes Plan as approved be attached to the community lease document (Attachment B).

d) all other terms and conditions in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012.

Horopaki

Context

8. This report considers a new community lease to Portage Ceramics Trust at Ambrico Historic Reserve, 8 Ambrico Place, New Lynn.

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

Tātaritanga me ngā tohutohu

Analysis and advice

Land, Building and Lease

10. Ambrico Historic Reserve located at 8 Ambrico Place New Lynn is made up of three parcels of land legally described as:

· Part Lot 3 DP 124443 held in fee simple by Auckland Council as an historic reserve under the Reserves Act 1977

· Lot 2 DP 206413 held in fee simple by Auckland Council as an unclassified recreation reserve under the Reserves Act 1977

· Lot 4 DP124443 held in fee simple by Auckland Council under the Local Government Act 2002.

11. At its business meeting of 26 February 2020, the Whau Local Board approved the classification of Part Lot 3 DP 124443 as an historic reserve in accordance with section 16(2A) of the Reserves Act 1977.

12. The name Ambrico came from the Amalgamated Brick and Pipe Company formed in 1929. With the outbreak of war in 1939 and import restrictions to New Zealand, the pottery works company now known as Crown Lynn began supplying both the NZ military and NZ Railways with their famous white cups and saucers.

13. The building, known as Ambrico Studio and located on Part Lot 3 DP 12443 is owned by Auckland Council. The studio has over the years been modified and improved by both the council and the Portage Ceramics Trust who holds a lease.

14. The proposed community lease for the studio is approximately 280m²(more or less) and is outlined in red and marked ‘A’ on Attachment A (site plan).

15. A site visit was conducted on 11 March 2020. The studio is well maintained by the trust. The trust is undertaking project works that will transform the space to a gallery/museum and improve visitor experience.

16. An asset assessment has been conducted to assess what maintenance works are required to maintain the building to an acceptable standard. The works have been identified and have been placed on a maintenance schedule to be actioned.

17. The trust holds a community lease entered into with the former Waitākere City Council for total term of five years commencing 12 March 2010 and reached final expiry on 11 March 2020.

18. At the expiry of a lease for a council owned building it is good practice to review alternatives for the use of the premises. An expression of interest process can be undertaken to gauge interest and best use. However, if the incumbent group is needed in the area and the group is performing well, the Whau Local Board has the authority to grant a new lease to the group without undergoing an expression of interest process.

19. Prior to the granting of a lease over an Historic Reserve Auckland Council is required to engage with local iwi and publicly notify its intention to grant a lease. There is no cost to the local board for these two processes. It is recommended that the board delegate to the chair to appoint a hearings panel to hear any submissions received as a result of the public notification process and make a decision in that regard.

Portage Ceramics Trust

20. The trust was formed in 2005 in order to purchase and catalogue a large collection of ceramics and pottery-making equipment. This collection relates to Crown Lynn Potteries Limited, a highly successful New Zealand company which operated from 1948 until 1989. Their products were in virtually every New Zealand home.

21. The trust’s collection has expanded to include objects relating to the brick and pipe making industry of West Auckland.

22. The trust began operating from Ambrico Studio in January 2014, some four years after the lease commenced due to delays in the fit out of the building. Ambrico Studio is also known as Te Toi Uku Crown Lynn & Clay Works Museum. Te Toi Uku can be translated as ‘the art of clay’.

23. The museum is open to the public Tuesday to Friday from 10am until 4pm and on Saturday from 10am to 3pm.

24. The trust has undertaken upgrades and maintenance to the building with the most recent projects being a kitchen improvement and the building of an internal wall around the roller shelving space to create an office space and storeroom.

25. The trust has provided financial accounts which indicate that its funds are sufficient to meet its liabilities and are being managed appropriately. The trust has all necessary insurance cover, including public liability insurance, in place.

26. The trust was registered with the Charities Services on 30 June 2008. The trust’s objectives are to:

· The preservation, storage and display of ceramics that originate from the Auckland area

· To work with residents, communities and organisations involved in ceramics in order to achieve the objects of the trust.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

28. Climate change has the potential to impact the lease as the site is within a floodplain and flood prone area, predicted to be covered by flood water as a result of a 1-in-100-year rainstorm event (as shown below). However, the building floor level is higher than the road level.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

29. Staff from the Community Empowerment Unit, Heritage, Arts and Culture, Parks Sports and Recreation and Area Operations were consulted and support a new lease to the trust.

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

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

Local impacts and local board views

31. Council staff sought the views of the local board at a workshop on 18 September 2019 and 19 February 2020.

32. The local board indicated support for a new community lease to the trust without the need for an expression of interest process.

33. A community outcomes plan aligned to the Whau Local Board Plan 2017 has been negotiated with the trust and is attached for approval. (Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

34. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to Māori.

35. Iwi Engagement was undertaken in November and December 2019 and involved:

i) a presentation at the North-West Mana Whenua Forum held at Orewa Service Centre and;

ii) formal, written engagement detailing information on the land and New Zealand Playcentre Federation Incorporated’s proposed occupation was forwarded to Mana Whenua, inviting iwi representatives to hui and/or for a kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

36. There were no objections or requests for hui or kaitiaki site visit from the iwi groups who responded.

37. The trust has planned exhibition developments where they will tell the story of Maori and Pasifika workers employed in the Crown Lynn factories.

38. The trust’s community outcomes plan includes performance measures and targets around Maori initiatives and collaboration.

Ngā ritenga ā-pūtea

Financial implications

39. The cost of the public notification of the council’s intention to grant a lease to the trust estimated at $900 will be met by the Community Facilities Department of Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

40. Should the Whau Local Board resolve not to grant a community lease to Portage Ceramics Trust this decision will materially affect the trust’s ability to undertake its core activities.

Ngā koringa ā-muri

Next steps

41. Subject to there being no objections following the public notification process for the grant of a new community lease, council staff will work with the trust to finalise the new lease document.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site plan for Portage Ceramics Trust, Ambrico Studio, Ambrico Historic Reserve, 8 Ambrico Place, New Lynn	45
b ⇩	Portage Ceramics Trust Community Outcomes Plan	47

Ngā kaihaina

Signatories

Author

Donna Cooper - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

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

Whau Local Board

27 May 2020

Whau Local and Multiboard Grants Round Two 2019/2020 grant allocations

File No.: CP2020/04600

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

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

3. The Whau Local Board adopted the Whau Local Board Community Grants Programme 2019/2020 on 27 March 2019 (Attachment A). The document sets application guidelines for contestable grants.

4. The Whau Local Board has set a total community grants budget of $130,503 for the 2019/2020 financial year. A total of $79,228.49 has been allocated to Local Grants and Quick Response Round One 2019/2020. This leaves a total of $51,274.51 to be allocated to one local grant and one quick response round.

5. Fourteen applications were received for Local Grants Round Two 2019/2020, including twenty-three multiboard applications, requesting a total of $140,105.93.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) agree to fund, part-fund or decline each application received in Whau Local Grants Round Two, listed in Table One:

Table One: Whau Local Grants Round Two 2019/2020 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2021-214	NZ Korean Youth Community Trust	Arts and culture	Towards advertising costs to promote the Joyful Youth Orchestra	$4,200.00	Eligible
LG2021-204	Bhartiya Samaj Charitable Trust	Community	Towards transport services for the playgroup children between June 2020 to May 2021	$5,000.00	Eligible
LG2021-205	Afghan Funeral Services Charity in New Zealand	Community	Towards the purchase of grave plots, debt repayment, and operational costs	$4,000.00	Eligible excluding the debt repayment
LG2021-210	Green Bay Community House	Community	Towards the purchase of kitchen appliances and installation costs at the Green Bay Community House	$2,593.84	Eligible
LG2021-211	Badman Barbers Limited	Community	Towards barbershop rent, equipment and staff wages	$7,000.00	Eligible
LG2021-213	Big Buddy Mentoring Trust	Community	Towards the office rental costs from June 2020 to July 2021	$4,640.00	Eligible
LG2021-215	Youthline Auckland Charitable Trust	Community	Towards a contribution towards Youthline Helpline operations cost, volunteer triage support and supervision cost	$5,000.00	Eligible
LG2021-218	I Love Avondale under the umbrella of Avondale Community Action	Community	Towards the builder fees to install a wall, ceiling, and power point at Eastdale Hub	$5,000.00	Ineligible as a grant but can be allocated as a service agreement.
LG2021-220	New Windsor Playcentre	Community	Towards playcentre facility appliances, including a cordless phone, cat flaps, an alarm, blinds and digital keypad locks	$883.21	Eligible
LG2021-221	Pasifika Migrant Services Charitable Trust	Community	Towards travel, marketing, and administration costs for preparation for the Kiribati celebration held on 11 July 2020.	$4,772.50	Eligible
LG2021-223	Children's Autism Foundation	Community	Towards overall costs to deliver community workshops and outreach visits between June and December 2020.	$4,594.50	Eligible
LG2021-224	Communicare CMA Incorporated	Community	Towards the weekly venue hire at Blockhouse Bay and Avondale Baptist Church halls from June 2020 to May 2021	$2,258.00	Eligible
LG2021-225	YMCA North	Community	Towards the "Raise Up" programme including venue hire, marketing, prizes and refreshment costs between June to December 2020.	$3,000.00	Eligible
LG2021-207	Ryze Fitness	Sport and recreation	Towards the purchase of the gym equipment at Ryze Fitness facility	$5,000.00	Eligible
Total				$57,942.05

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

Table Two: Whau Multiboard Local Grants Round Two 2019/2020 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB1920-274	The StarJam Charitable Trust	Arts and culture	Towards costs for the StarJam music workshops for young people with a disability, including venue hire, coordinator salary and tutor costs	$5,000.00	Eligible
MB1920-268	New Zealand Dance Advancement Trust (The New Zealand Dance Company)	Arts and Culture	Towards the “Youth and Community Engagement, Matariki for Tamaki Tour” programme and creative workshops from July 2020 onwards, including artist fees, workshop fees and camera hire	$2,000.00	Eligible
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 Kelston Girls High School, Edgewater College and Tangaroa College from 8 September to 30 October 2020	$6,000.00	Eligible
MB1920-2112	Fresh Movement Arts Trust	Arts and culture	Towards the Fresh Movement Arts tour in partnership with the Revo Tour in schools from 1 June to 30 October 2020	$2,000.00	Eligible
MB1920-2115	The Operating Theatre Trust, trading as Tim Bray Theatre Company	Arts and culture	Towards the 'Gift a Seat' outreach programme to enable children from low decile schools to experience live children's theatre from 21 September to 18 December 2020	$3,160.10	Eligible
MB1920-206	KidsCan Charitable Trust	Community	Towards programme items food, raincoats, shoes and socks for children attending KidsCan low decile partner schools within the Auckland region	$6,000.00	Eligible
MB1920-214	Asthma New Zealand Incorporated	Community	Towards costs for a portable “FeNO Lung-Function” machine to provide free Chronic Obstructive Pulmonary Disease tests for the community	$5,000.00	Ineligible
MB1920-243	Anxiety New Zealand	Community	Towards venue hire, psychologist fees, printed resources and administration costs to deliver “Community Education” workshops about anxiety	$2,550.00	Eligible
MB1920-281	Road Safety Education Limited	Community	Towards the company's operational costs to manage the delivery of the Road Safety Programme across Auckland	$630.21	Ineligible
MB1920-282	Zeal Education Trust	Community	Towards the "West Auckland Street Youth Work and Community Activation" project, including project management fees, activity costs, van hire and resources from 1 July 2020 to 30 June 2021	$3,685.65	Eligible
MB1920-286	Auckland Kids Advancement Trust	Community	Towards the programme coordinator wages for the delivery of "Project K" to schools in the local board area	$4,000.00	Eligible
MB1920-288	Garden to Table	Community	Towards the programme coordinator salary and mileage costs to deliver a food education programme to schools in the local board area	$3,000.00	Eligible
MB1920-292	The Crescendo Trust of Aotearoa	Community	Towards the 'Link Up' programme, including mentoring, administration and wellbeing support from 1 June 2020 to 2 February 2021	$1,875.00	Eligible
MB1920-294	Outline New Zealand Incorporated	Community	Towards operational expenses including telephone and internet costs, printing, insurance, clinical supervision wages, training fees and volunteer costs	$2,100.00	Eligible
MB1920-295	Waitakere Adult Literacy Incorporated trading as Literacy Waitakere	Community	Towards the "Whanāu Links" programme including venue hire, tutor and administration costs from 20 July to 4 December 2020	$4,000.00	Eligible
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	$2,345.00	Eligible
MB1920-216	The Recreators	Environment	Towards the delivery of online upcycling workshops	$5,000.00	Eligible
MB1920-2102	Odyssey House Trust	Environment	Towards the Odyssey Café social enterprise Kai Garden work training programme	$5,000.00	Eligible
MB1920-250	Interacting Charitable Trust	Events	Towards the "InterACT Festival 2020" for people with disabilities from 2 November to 6 November 2020	$5,000.00	Eligible
MB1920-259	The Kids for Kids Charitable Trust	Events	Towards the National Young Leaders Day and the "Kids for Kids" mass choir event, including venue hire from May to November 2020	$2,700.00	Eligible
MB1920-278	New Zealand Eid Day Trust	Events	Towards "New Zealand Eid Day 2020: Eid-ul-Adha" in July, including security, cleaning, and stage equipment	$5,000.00	Eligible
MB1920-257	Auckland United Softball Association Incorporated	Sport and recreation	Towards the operational costs and wages for the softball association	$2,117.92	Ineligible
MB1920-2114	Auckland Basketball Services Limited	Sport and recreation	Towards the junior coaching programme including coaching fees, promotion and administration from 1 July to 15 December 2020	$4,000.00	Eligible
Total				$82,163.88

Horopaki

Context

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

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

8. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

9. The Whau Local Board adopted the Whau Local Board Community Grants Programme 2019/2020 on 27 March 2019 (Attachment A). The document sets application guidelines for contestable grants.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

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

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

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

Tauākī whakaaweawe Māori

Māori impact statement

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

20. Five applicants applying to Whau Local Grants Round Two and eighteen applicants applying to Mulitboard Grants Round Two indicated that their project targets Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

22. The Whau Local Board has set a total community grants budget of $130,503 for the 2019/2020 financial year.

23. A total of $79,228.49 has been allocated to Local Grants and Quick Response Round One 2019/2020. This leaves a total of $51,274.51 to be allocated to one local grant and one quick response round.

24. Thirty-seven applications were received for Local Grants Round Two 2019/2020, including twenty-three multiboard applications, requesting a total of $140,105.93.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

26. Following the Whau Local Board allocation of funding for the Local Grants Round Two and Multiboard Grants Round Two, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Whau Local Board Grants Programme 2019/2020	61
b ⇩	Whau Local Grants Round Two 2019/2020 applications	65
c ⇩	Whau Multiboard Round Two 2019/2020 applications	125

Ngā kaihaina

Signatories

Authors

Erin Shin - Grants Advisor

Authorisers

Marion Davies - Grants and Incentives Manager

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

Whau Local Board

27 May 2020

Whau Local Board

27 May 2020

Endorsing the Business Improvement District (BID) programmes and targeted rate 2020/2021

File No.: CP2020/05336

Te take mō te pūrongo

Purpose of the report

1. To seek local board endorsement to recommend that the Governing Body set the targeted rates for the New Lynn, Blockhouse Bay, Avondale, and Rosebank Business Improvement District (BID) programmes for the 2020/2021 financial year.

Whakarāpopototanga matua

Executive summary

2. Business Improvement Districts (BIDs) 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 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, two of the four BID-operating business associations within the Whau Local Board area proposed changes to their BID targeted rates for the 2020/2021 financial year. They are New Lynn (up 8.5% to $201,078) and Blockhouse Bay (down 3% to $56,000).

7. In the wake of COVID-19 disruption, one business association rescinded decisions to increase their BID levies taken at their respective AGMs. Instead, New Lynn will reduce the increase to 4% to $192,738, Blockhouse Bay ($56,000), Avondale ($154,000) and Rosebank ($455,000) maintain the status quo.

8. 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.

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

10. 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.

11. Staff are satisfied the New Lynn, Blockhouse Bay, Avondale, and Rosebank business associations have sufficiently comply with the BID Policy.

12. Staff propose the Whau Local Board receives this report and recommends to the Governing Body the setting of the BID targeted rates sought by the four business associations.

13. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly BID grant payments, effective from 1 July 2020, to allow the business associations to implement programmes that improve the local business environment – and reflect the economic aspirations of the Whau Local Board Plan.

14. Like all BID-operating business associations, Whau’s four 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 Whau 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. $192,738 for New Lynn Business Association Incorporated

ii. $56,000 for Blockhouse Bay Business Association Incorporated

iii. $154,000 for Avondale Business Association Incorporated

iv. $455,000 for Rosebank Business Association.

Horopaki

Context

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

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

16. 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.

17. BID programmes provide the opportunity for the council family to partner with business associations, including New Lynn Business Association (NLBA), Blockhouse Bay Business Association (BBBA), Avondale Business Association (ABA), and Rosebank Business Association (RBA) to seize on the opportunities from Auckland’s growth and respond locally to changing economic conditions.

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

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

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

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

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

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

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

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

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

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

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

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

26. 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.

27. 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.

28. 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

29. 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.

30. COVID-19 has disrupted the ability for New Lynn, Blockhouse Bay, Avondale and Rosebank business associations’ BID programme managers to update members on the progress towards achieving their respective BID’s business and strategic plans within the annual BID compliance deadline. The business associations’ BID managers are due to address the local board at an upcoming workshop scheduled for June 2020.

31. The Whau Local Board approved a similar recommendation for the BID programmes last year (resolution number WH/2019/61), 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

32. 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.

33. 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

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

All four Whau business associations comply with the BID Policy

35. Staff are satisfied the New Lynn, Blockhouse Bay, Avondale, and Rosebank business associations have sufficiently complied with the BID Policy.

36. 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.

36. 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.

37. 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 BID’s within the Whau Local Board area as of 10 March 2020.

Table 1: Business associations’ compliance with BID Policy

Requirement FY 2018/2019			Avondale Business Association
Strategic Plan	2018-2020	2016-2021	2017-2020	2019-2022
Audited financials
Annual Report
Business Plan
Indicative budget
Board Charter
Annual Accountability Agreement
Annual meeting w/ local board	Postponed due to COVID-19	Postponed due to COVID-19	Postponed due to COVID-19	Postponed due to COVID-19
Programme Agreement	signed 2017, no expiry date	valid to June 2023	valid to Oct 2020	valid to Dec 2022
Inc. society registration
Key initiatives	Branding, shop local and reproritised to COVID-19 recovery	Branding, shop local and reproritised to COVID-19 recovery	Review and update strategic plan. New branding, shop local and reproritised to COVID-19 recovery	Business support and assisance under COVID-19 recovery
2019 AGM minutes (prov)	*Rate rise amended
Resolving problems, issues	Nothing to record	Nothing to record	Staff monitoring, providing support and guidence to the new committee to rebuild confidence and reputation of the BID programme	Nothing to record

38. As the New Lynn, Blockhouse Bay, Avondale and Rosebank 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.

One business association increased their grant, one decreased their grant and two maintain status quo

39. As shown in Table 2 below, one of the 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 AGM, will fund a range of initiatives and service level improvements as indicated in Table 1 (key initiatives).

40. At its 2019 AGM, New Lynn Business Association members supported an 8.5% ($15,752.62) increase to raise the amount of $201,078. This decision was later rescinded in the wake of the COVID-19 caused economic downturn. New Lynn will reduce the increase to 4% ($7,413) and a BID grant amount at $192,738 for 2020/2021.

41. At its 2019 AGM, Blockhouse Bay Business Association members supported a decrease of 3% (-$2,000) to lower the BID grant amount to $56,000.

42. At its AGM, Avondale, proposed no increase to its current figure of $154,000.

43. And neighboring Rosebank also proposed no increase to its current figure of $455,000.

44. 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 / %

$192,738

(rate rise reduced)

$185,325

$7,413 +4%

$56,000

$58,000

-$2,000 -3%

Avondale Business Association

$154,000

$154,000

Nil

LAST INCREASED: 2018

$455,000

$455,000

Nil

LAST INCREASED: 2018

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

49. 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

50. 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.

51. Each BID values its strong and enduring governance-to-governance relationship with the Whau Local Board. The contributions by the local board’s ‘BID representatives’ (and alternates) have, for many years, promoted mutual understanding, collaboration and aligned economic outcomes.

Visions, plans aligned.

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

53. The four BID programmes tangibly support the aspirations of the Whau Local Board Plan 2017, specifically Outcome 5: Strong local businesses and more quality local jobs. From their constitutions to their activities, the BIDs exist to enhance their business districts and grow Auckland’s GDP and sustain the economic viability of their targeted ratepaying members.

Local role, local funding, local benefit.

54. Recommending that the Governing Body strikes the targeted rates for the New Lynn, Blockhouse Bay, Avondale and Rosebank 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.

55. Several local boards, including Whau, 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

56. At the 2018 Census, Māori make up more than 9.9% of the population living in the Whau 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

57. 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.

58. The targeted rate is payable by the owners of the commercial properties within the geographic area of the individual BID programmes. In practice, this cost is often passed on to the business owners who occupy these properties. This cost 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

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

60. 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.

61. 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 of those funds, report on its activities to its members and to have its accounts audited.

62. 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.

63. 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

64. 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.

65. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly BID grant payments, effective from 1 July 2020. This will enable the four 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