Agenda of Ōtara-Papatoetoe Local Board - Tuesday, 19 October 2021

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

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

4 Confirmation of Minutes

That the Ōtara-Papatoetoe Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 21 September 2021, as true and correct.

5 Leave of Absence

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

6 Acknowledgements

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

7 Petitions

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

8 Deputations

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

8.1 Deputation - South Auckland Christian Foodbank

Te take mō te pūrongo / Purpose of the report

1. Ian Foster Chief Executive Officer for the South Auckland Christian Foodbank will be in attendance to present to the board.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Ian Foster from the South Auckland Christian Foodbank for his attendance and presentation.

8.2 Deputation - Community Leisure Management (CLM) Community Sport update

Te take mō te pūrongo / Purpose of the report

1. Bernie Tovio and Daniel Cork from Community Leisure Management (CLM) Community Sport will be in attendance to present to the board.

Ngā tūtohunga / Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) thank Bernie Tovio and Daniel Cork from CLM Community Sport for their attendance and presentation.

9 Public Forum

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

9.1 Public Forum - Kauri tree

Te take mō te pūrongo / Purpose of the report

Margaret Stonyer will be in attendance to speak to the board about protecting a Kauri tree at 58 Great South Road, Papatoetoe, should the property be developed.

Ngā tūtohunga / Recommendation/s

That Ōtara-Papatoetoe Local Board:

a) thank Margaret Stonyer for her attendance and Public Forum presentation.

Attachments

a Kauri tree Great South Road, Papatoetoe.................................................. 105

10 Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

No.	Title	Page
a ⇩	October 2021 - Auckland Transport Local Board Transport Capital Fund report for Otara-Papatoetoe Local Board	17

Ōtara-Papatoetoe Local Board

19 October 2021

Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022 grant allocations

File No.: CP2021/14669

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for the Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022. as provided in Attachment B.

3. The Ōtara-Papatoetoe Local Board adopted the Ōtara-Papatoetoe Grants Programme 2021/2022 on 20 April 2021 (OP/2021/40) as provided in Attachment A. The document sets application guidelines for contestable community grants submitted to the local board.

4. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $347,051 for the 2021/2022 financial year.

5. In July 2021 the Ōtara-Papatoetoe Local Board granted $10,000 to the Mayoral Relief Tornado response.

6. Ōtara-Papatoetoe Local Grant and Multi-Board Grant Round One 2021/2022 received a total 49 applications and a total of $392,251.58 requested. A total of $125,496.03 was allocated leaving $211,554.97 remaining.

7. Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022 received a total of 14 applications and a total of $27,828.20 requested.

Ngā tūtohunga

Recommendation/s

a) That the Ōtara-Papatoetoe Local Board:

agree to fund, part-fund or decline each application in Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022, outlined in Table One:

Table One: Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022 applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QR2213-120	B.M.A Sports Trust	Sport and recreation	Towards affiliation fees and referee fees at East Tamaki Rugby Club from 3 November 2021 to 19 February 2022	$2,000.00	Eligible
QR2213-108	Communicare	Community	Towards venue hire at Wesley Methodist Church from 1 November 2021 to 31 October 2022	$1,070.00	Eligible
QR2213-111	Connect & Empower	Community	Towards wages, facilitators, performers and advertising from 5 November 2021 to 31 December 2021	$2,000.00	Eligible
QR2213-119	Counties Manukau Touch Association Incorporated	Sport and recreation	Towards venue hire, food, sound system hire and presents at East Tamaki Reserve on 11 December 2021	$1,995.00	Eligible
QR2213-103	David Riley T/A Reading Warrior	Arts and culture	Towards book bundles at schools in Ōtara from 15 November 2021 to 10 December 2021	$2,000.00	Eligible
QR2213-112	Independent Living Service Trust	Community	Towards venue hire, petrol vouchers and admin costs at Te Puke O Tara Community Hall from 9 November 2021 to 31 May 2022	$2,652.50	Eligible
QR2213-104	Inner Wheel Club of Howick Charity Account	Community	Towards materials for care packages from 1 November 2021 to 31 October 2022	$1,000.00	Eligible
QR2213-110	Life Education Trust Counties Manukau	Community	Towards workbooks at Kedgley Intermediate from 8 November 2021 to 10 December 2021	$810.70	Eligible
QR2213-106	Manukau City Baptist Church	Community	Towards Christmas event at 9 Lambie Drive on 19 December 2021	$2,000.00	Eligible
QR2213-113	Auckland Kindergarten Association	Community	Towards transport and toys at Mayfield Kindergarten from 16 November 2021 to 25 March 2022	$1,300.00	Eligible
QR2213-102	Nex Group Limited	Sport and recreation	Towards truck hire, bins, barriers and portaloos at Kolmar Sports Centre from 17 December 2021 to 19 December 2021	$2,000.00	Eligible
QR2213-107	Rongomai Sports & Community Trust	Sport and recreation	Towards operational costs at Rongomai Sports Centre from 1 November 2021 to 28 February 2022	$2,000.00	Eligible
QR2213-101	The Upside Downs Education Trust	Community	Towards speech and language therapy from 1 November 2021 to 31 October 2021	$2,000.00	Eligible
QR2213-118	Youthline Auckland Charitable Trust	Community	Towards counselling, clinical supervision and advertising at the Youthline Centre at 145 St George St from 1 November 2021 to 30 June 2022	$5,000.00	Eligible
Total				$27,828.20

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 its grants programme for 2021/2022 on 20 April 2021 (OP/2021/40) 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/2021/40).

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, and community networks and workshops.

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way.

15. 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. Staff will 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 the Ōtara-Papatoetoe Quick Response Round One 2021/2022 is provided in Attachment B.

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. This report presents applications received in Ōtara-Papatoetoe Quick Response Grants Round One 2021/2022 as provided in Attachment B.

23. The Ōtara-Papatoetoe Local Board has set a total community grants budget of $347,051 for the 2021/2022 financial year.

24. In July 2021 the Ōtara-Papatoetoe Local Board granted $10,000 to the Mayoral Relief Tornado response.

25. Ōtara-Papatoetoe Local Grant and Multi-Board Grant Round One 2021/2022 received a total 49 applications and a total of $392,251.58 requested. A total of $125,496.03 was allocated leaving $211,554.97 remaining.

26. Ōtara-Papatoetoe Quick Response Grant Round One 2021/2022 received a total of 14 applications and a total of $27,828.20 requested.

27. Relevant staff from Auckland Council’s Finance Department have been fully involved in the development of all local board work programmes including information in this report and have not identified any further financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

28. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Ōtara-Papatoetoe Local Board Grants Programme 2021/2022 (Under Separate Cover)
b ⇨	Otara-Papatoetoe Quick Round 1 2021-2022 Application Summary (Under Separate Cover)

Ngā kaihaina

Signatories

Author

James Boyd - Grants Advisor

Authorisers

Rhonwen Heath - Head of Rates Valuations & Data Mgmt

Manoj Ragupathy - Local Area Manager

No.	Title	Page
a ⇩	LG2013-228 Previous Application	35
b ⇩	Laptop quote for LG2013-228 repurpose	39

Ōtara-Papatoetoe Local Board

19 October 2021

Draft Business Improvement District Policy (2021) Kaupapa Here ā-Rohe Whakapiki Pakihi

File No.: CP2021/13791

Te take mō te pūrongo

Purpose of the report

1. To seek local board feedback on the draft Business Improvement District (BID) Policy (2021) and supporting documents. This report was deferred from the 21 September 2021 meeting.

Whakarāpopototanga matua

Executive summary

2. The BID Team has implemented a review of the Business Improvement District (BID) Policy (2016) Kaupapa Here ā-Rohe Whakapiki Pakihi and supporting documents, as advised in the memo to local board members dated 23 April 2021. The memo can be found on the Auckland Council website, InfoCouncil.

3. The review sought informal and formal feedback from local boards, BID-operating business associations, non-BID business associations, council-controlled organisations (CCOs), council departments and other external stakeholders.

4. The review has focused on strengthening those parts of the policy relating to issue resolution and, following local board feedback, the financial sustainability of BID programmes.

5. The review also focused on elected member needs and identifying any political risks and mitigations.

6. The draft BID Policy (2021) has been discussed with the Finance and Performance committee at a workshop on 18 August 2021. Feedback received has been incorporated into this version of the BID Policy (2021) and supporting documents.

7. Staff are now seeking formal feedback from local boards on the draft BID Policy (2021) provided as Attachment A.

8. Following formal feedback received from local boards, BID-operating business associations, non-BID business associations, CCOs, council departments and other external stakeholders, the final version of the BID Policy (2021) and support documents will be presented to the Finance and Performance Committee for adoption on 9 December 2021.

Ngā tūtohunga

Recommendation/s

That the Ōtara-Papatoetoe Local Board:

a) provide formal feedback on the draft Business Improvement District Policy (2021) and supporting documents by 1 October 2021.

Horopaki

Context

Overview of the Auckland BID programme

9. BID-operating business associations are membership-based organisations independent of Auckland Council. The draft BID Policy (2021) supports the independent nature of the BID-operating business associations. They are responsible for the BID programme delivery, its success, and are accountable to BID members/BID affiliates.

10. Local boards have the primary relationship with BID-operating business associations in their area:

· Local boards and business associations have a vested interest in a particular place and share similar goals. Working collaboratively achieves greater outcomes.

· Local boards have significant allocated decision-making responsibility for BID programme establishments, amending existing BID programmes, BID boundary changes, continuation/discontinuation and issue resolution.

11. Auckland Council requires BID-operating business associations to fully comply with the Business Improvement District (BID) Policy (Kaupapa Hereā-Rohe Whakapiki Pakihi) (refer Attachment A).

12. The BID policy sets out the process for:

· establishing, continuing/discontinuing BID programmes

· changes to the BID programme boundary area/map

· changes to the BID targeted rating mechanism

· issue resolution

· key stakeholder roles and responsibilities.

13. The BID policy includes the engagement and reporting requirements for BID-operating business associations to ensure all BID members/BID affiliates have access to the relevant BID programme information. BID-operating business associations must use their Annual General Meeting (AGM) process to obtain formal member approval for the BID programme delivery, budget, and to confirm their BID targeted rate grant amount for the following financial year.

14. The BID policy describes the balance between the independence of the BID-operating business association and the accountability role council has for monies collected as a public sector organisation. This balance is necessary to sustain public trust and confidence with the Auckland Council BID programme.

The review

15. Commencing April 2021, the review of the current policy began with communicating with local boards and all stakeholders involved in the management and operation of BID programmes across Tāmaki Makaurau. This included both BID-operating and non-BID business associations, council departments and interested parties. The process to date has included informal feedback and comments on the current policy.

16. The review process focused on strengthening parts of the policy (and updating supporting documents) relating to issue resolution and, following local board feedback, financial sustainability of BID programmes.

17. The review has also provided the opportunity to clarify the documentation between Auckland Council (collecting the BID targeted rate and the funder) and the BID-operating business association relating to the BID Programme Agreement (2016) document.

Tātaritanga me ngā tohutohu

Analysis and advice

Rationale for the review

18. The primary objective for reviewing the current 2016 policy is a focus on the issue resolution sections. Experience in this space over the last five years has illustrated gaps in the usefulness of the current policy to address and resolve issues in a timely manner.

19. The review provided an opportunity to update parts of the policy relating to Auckland Council changes in operation, current business practices and where the advancement of technology has contributed to how business is done, for example, online meetings.

20. There was also an early opportunity to capture informal feedback from local boards and BID-operating business associations.

21. The information and informal feedback collected in May, June and July of this year has been incorporated into the draft BID Policy 2021 and supporting documents (Attachments A, B and C). A summary of the BID Policy (2021) requirements is provided with this report (Attachment D).

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

Participants in the review

23. In addition to local boards, there are a range of stakeholders involved in BID programmes, both internal and external to Auckland Council. The BID team set a programme of informal engagement, outlined in Table 1 below:

Table 1 – Key engagement activity

Stakeholder	Engagement	Dates
BID-operating business associations Business associations without BID programmes	BID communication including newsletters and emails: Sent to 50+ BID-operating business associations and other interested parties	March, April, May, June and July 2021
	Three network meetings	May, June and July 2021 An average attendance exceeded 20+ BID-operating business associations
	Four special workshops - topics included: issue resolution, conflict of interest and developing a board charter	June and July 2021 An average of 23+ BID programmes were represented at each workshop.
Local boards	18 local board workshop presentations	June and July 2021 Introduction memo and BID policy review information
Local boards	Three special topic workshops - topics included: issue resolution, conflict of interest and developing a board charter	June and July 2021 An average of 16 local board elected members attended each workshop
Local Board Services Department Lead team	Presentation and information feedback received	Presentation on 18 June 2021
Finance and Performance Committee	Memo on BID policy review project	April 2021
Council departments including: · Legal Services · Connected Communities · Ngā Mātārae · Risk and Assurance · Finance and Policy · Local Board Services	Regular meetings, engagement and feedback	May, June, and July 2021
Independent polling agent	Engagement and feedback regarding the ballot/polling process	June 2021
Finance and Performance Committee workshop	The draft BID Policy (2021) V1 and support documents were presented and feedback received	18 August 2021

24. The process to undertake the review of the current policy (2016) takes place from February 2021 to June 2022. Progress to date is set out in Table 2 below:

Table 2 - Progress to date

Date	Progress
2021 Feb/March	· Project planning, stakeholder communications
April to July	· Directed consultation with local boards and stakeholders on the current BID policy and identified themes o issue resolution o conflicts of interest o board charter development
May/June	· Cross council, external engagement and feedback
June/July	· Draft BID Policy (2021) and supporting documents created
August 18	· Finance and Performance Committee workshop
August/September	· Distribution of draft BID Policy (2021) for formal feedback

Informal local board feedback

25. Discussions with local boards during workshops centred around:

· issue resolution – how to do this fairly and in a timely manner

· operational issues – relating to management and governance of BID-operating business associations

· opportunities for collaboration and cost savings between BIDs

· elected members involvement with BID-operating business associations

· growth opportunities for BID-operating business associations

· continued dependence on local board funding.

Seeking local board formal feedback on the draft BID Policy (2021) and support documents

26. Local boards are now being asked to provide formal feedback on a revised draft policy (2021) and support documents (Attachments A, B and C). Local boards are encouraged to engage with BID-operating business associations in their local board area (where relevant/possible) to help to inform this feedback process.

27. Any feedback from local boards will help the further development of BID Policy (2021). It would be, however, particularly useful to get local board views on proposed changes set out in Tables 3 and 4 below.

28. Feedback from local boards, external stakeholders and any further feedback from BID-operating business associations will be reviewed by staff and this will help inform the final version of the policy. Formal feedback can be sent to bids@aucklandcouncil.govt.nz.

Draft BID Policy (2021) and support documents

29. Once the BID Policy 2021 is approved, other support material will be made available on the BID Auckland Council website www.bid.aucklandcouncil.govt.nz and include:

· BID-operating business association constitution (template 2021)

· BID-operating executive committee board charter (template 2021)

· individual BID programme area maps

· BID affiliate/BID business association membership qualification diagram

· local board BID representative position description

· template documents, including:

o AGM agenda

o AGM minutes

o BID programme income and expenditure budget (for BID grant of $120,000).

Summary of changes made to the draft BID Policy (2021) and support documents

30. The key proposed changes incorporated into the draft BID Policy (2021) are set out in Table 3:

Table 3 - Key changes made to the draft BID Policy (2021) and support documents

Key change from current policy	Description	Note	2021 section, page
Issue resolution	Improving the ability to resolve issues with a clear process in a timely manner	An issue is identified as non- compliance with the BID policy	3.5, Requirement 24
BID Programme Funding Agreement (2021) Attachment B	Replaced BID Programme Agreement (2016)	Clarifies the relationship between the parties	3.1, Requirement 18
Size and scale of BID programmes Minimum BID targeted rate grant $120,000 No change from 2016	Minimum BID targeted rate grant $120,000 remains A new requirement for legacy BID programmes (11 in total) that currently receive less than $120,000pa to increase their targeted rate up to that amount over the next five years A variety of options are suggested to achieve this	This requirement is a result of local board feedback on concerns to continually fund non-financially sustainable BID programmes	1.4, Requirement 3 and 4
Exceptional or unexpected circumstances	Council may, at its discretion, depart from the requirement set out in section 2.4 (25% of total voting forms must be returned for the ballot to be valid	Council will consider evidence of support to date, what is fair and any impact from amending the voting threshold mandate	3.4.2
BID operating business association constitution (template 2016)	This supporting document was included as part of the current policy and now removed from the BID Policy (2021)	This allows the business association to amend their constitution to suit their local needs, on the basis it’s not inconsistent with the BID policy A template document is provided on the www.bid.auckland.govt.nz website	1.1, 2.3.2 Requirement 12
BID operating executive committee board charter (template 2016)	This supporting document was included as part of the current policy and now removed from the BID Policy (2021)	This allows the business association to amend their board charter to suit their local needs, on the basis it’s not inconsistent with the BID policy A template document is provided on the www.bid.auckland.govt.nz website	1.1, 2.3.2 Requirement 12

31. Minor changes made to the draft BID Policy (2021) are set out in Table 4 below:

Table 4 - Minor changes made to the draft BID Policy (2021) and support documents

Minor changes to current policy	Description	Note	2021 section, page
Other council funding	Organisational view on risk regarding BID-operating business association receiving other council funding	The draft BID policy acknowledges other council funding grants allocated to BID-operating business associations	2.3.4, Requirement 16
Local boards – other roles	Updated	Refer to elected member conflicts of interest policy A link to these documents can be found here	2.5.3
BID Annual Accountability Report (2021) Attachment C	Name change from BID Annual Accountability Agreement (2016)	To include BID targeted rate grant amount and copy of AGM resolution	3.2, Requirement 22, Table 2, item 9
Audit – provision for a review audit or full audit	Recognition of increased risk and increased reporting requirement based on the amount of targeted rate received	Set as a sliding scale BID targeted rate grants less than $200,000pa must commission a review audit BID targeted rate grants more than $200,000pa must commission a full audit	3.2, Requirement 23, Table 2, item 4
Rating mechanism - flat rate	Lifted the maximum flat rate amount from $500 to $900 per rateable property	To provide more flexibility for BID-operating business associations when considering BID programme budgets and the impact of BID targeted rates on ratepayers	3.1.2

Tauākī whakaaweawe āhuarangi

Climate impact statement

32. The BID Policy (2021) focuses on the governance and accountability for BID-operating business associations. Individually the BID programme, through targeted rate-funding, can focus on advocacy and activities.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

33. Formal feedback will be sought from other council teams including CCOs and those who work and have an interested in the BID programme and business community space.

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

Local impacts and local board views

34. Local boards have engaged with the review of the BID Policy (2016) and their informal feedback has been incorporated into the draft BID Policy (2021) and support documents. Table 1 outlines local board engagement to date.

Tauākī whakaaweawe Māori

Māori impact statement

35. Officers are working with Auckland Council’s Ngā Mātārae Unit to ensure that the BID Policy (2021) aligns with the Auckland Council Māori Responsiveness Framework.

Ngā ritenga ā-pūtea

Financial implications

36. There are no financial implications for local boards under the draft BID Policy (2021).

37. Targeted rates for BID-operating business associations are raised directly from commercial ratepayers in the district and used by the business association for improvements within that rohe. The council’s financial role is to collect the BID targeted rates and pass them directly to the association every quarter.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. There are no direct financial risks to the local board or the council that could result from the draft BID Policy (2021) and supporting documents.

39. The policy describes the balance between the independence of the BID-operating business association and the accountability for monies collected by a public sector organisation.

40. The draft BID Policy (2021) and support documents set out the requirements and obligations for BID-operating business associations and are intended to help minimise the potential for business associations to misuse BID targeted rate funds by requiring each BID to plan for their intended use, report on its activities to its members, and to undertake and meet all requirements set out in the policy.

Ngā koringa ā-muri

Next steps

41. Following formal feedback received from local boards, CCOs, BID-operating business associations, non-BID business associations, council departments, other external stakeholders and those with an interest in BID programmes, the final BID Policy (2021) and support documents will be updated and the steps outlined in Table 5 below will be completed by the BID team:

Table 5 - Progress to completion

Date	Progress
2021 August	· Draft BID Policy (2021) and support documents updated to post Finance and Performance Committee workshop feedback
Mid-August to 1 October	· Draft BID Policy (2021) and support documents distributed to local boards, BID-operating business associations, council departments, CCOs and other stakeholders for formal feedback · Update www.bid.aucklandcouncil.govt.nz website with feedback link · Feedback open 24 August to 1 October
October	· Update draft BID Policy (2021) and supporting documents incorporating formal feedback
9 December	· Presentation of final version of BID Policy (2021) and support documents to Finance and Performance Committee meeting
2022 January/February	· Post Finance and Performance approval actions, communications with local boards, BID-operating business associations, all stakeholders, and update www.bid.aucklandcouncil.govt.nz website
March to June	· BID Policy (2021) communication, support and advice · The BID team will provide assistance to the 50 BID-operating business associations to comply with the BID Policy (2021), including guidance with aligning their individual constitutions and governance documents to meet the timing of their 2022 AGM timeframes

42. The BID Policy (2021), if approved by the Finance and Performance Committee in December 2021, would become operational on 1 July 2022.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Draft BID Policy (2021)	51
b ⇩	BID Funding Agreement	73
c ⇩	BID Annual Accountability Report	85
d ⇩	Draft BID Policy requirements	87

Ngā kaihaina

Signatories

Author

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Louise Mason - GM Local Board Services

Manoj Ragupathy - Local Area Manager

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

Author	Carol McGarry - Democracy Advisor
Authoriser	Manoj Ragupathy - Local Area Manager