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Franklin Local
Board
30 November
2021
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Delivery
of summer events within the COVID-19 Protection Framework
File No.: CP2021/18083
Te take mō te
pūrongo
Purpose of the report
1. To
seek direction on planning for the delivery of summer events within the
COVID-19 Protection Framework.
Whakarāpopototanga matua
Executive summary
2. The
Event Production Team is planning for a summer of free community events in
Auckland. These are likely to be delivered within the new COVID-19 Protection
Framework.
3. The
proposed COVID-19 Protection Framework intends to ease restrictions of access
for fully vaccinated people, including attending events.
4. To implement the framework at events, there will be planning and
cost implications for which the Event Production team seeks local board
direction, and prior to the end of November 2021 if possible.
5. The Event Production team is scheduled to deliver one event in the
Franklin Local Board area, a Movies in Parks event at the Clevedon Showgrounds
on 12 March 2022. This event is funded primarily by the Franklin Local Board as
part of its Customer and Community Services work programme.
Ngā tūtohunga
Recommendation/s
That the Franklin Local Board:
a) approve reallocation of up to
$6,000 from the board’s Community Grants programme (work
programme line 143) from within the 2021/22 operational work programme to Movies in Parks (work programme ID 141) to implement COVID-19
Protection Framework systems for Movies in Parks Clevedon, Saturday 12 March
2022.
Horopaki
Context
6. The
Event Production Team is planning for a summer of free community events across
Auckland. These are likely to be delivered within the new COVID-19 Protection
Framework.
7. The
general purpose of free local board events is to celebrate people and
communities by bringing people together and helping create pride of place.
Traditionally summer in Auckland is a busy and exciting time with hundreds of
local events each summer month.
8. Since
August 2021 COVID-19 alert restrictions have resulted in the cancellation of
local board events in Auckland, the most recent of these being the Christmas
events. The Event Production team investigated alternative Christmas
activations but unfortunately this has proven to be too difficult and high risk
given the uncertainty of the step-down timings in alert levels.
9. Movies in Parks is a regionally promoted series and the ‘go
live’ planning programme, which includes website publication, social
media, event listings and publicity, is 10 December 2021. The Music in
Parks series, which includes some local board events will also go live on this
date.
10. Direction
is needed from the board to enable event staff to prioritise where to invest
time, which is important for events that require high levels of community
participation, as well as to enable staff to carry-out supplier negotiations on
bulk hireage across all events.
COVID-19 Protection Framework and Events
11. Government advice is that Auckland will be moved to the new COVID-19
Protection Framework on 3 December 2021.
12. The
COVID-19 Protection Framework shifts focus to easing restrictions for fully
vaccinated people using a Vaccination Pass. The information available
currently indicates the following for events:
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Level
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If Vaccination Passes are used.
Events to have systems for managing vaccination pass validation,
record-keeping, increased hygiene and face coverings.
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If Vaccination Passes are not used.
Events to follow advice on record-keeping, increased hygiene and
face coverings.
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Green
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Events can proceed with no limits
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Restricted to a maximum of 100 people at the event. They
must be seated and maintain 1 metre physical distancing.
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Orange
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Events can proceed with no limits
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No events
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Red
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Events can proceed with a maximum of 100 people and only if they
can maintain 1 metre physical distancing.
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No events
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a) With the use of the Vaccination Pass at any level,
event organisers will need to establish a way to validate these prior to
allowing people access to the event.
12. For outdoor events this will mean creating a secure boundary of the
site with managed entry / exit points, as well as implementing systems for
validation. It is not yet clear what these systems will be.
13. At all times, Auckland Council will follow the guidance provided by
the Ministry of Health.
14. Auckland Council is creating specific vaccination
guidelines/policies for Elected Members, Staff & Volunteers, Procurements
& Suppliers and Customers. The Event Team will be required to follow
council guidelines/policies once implemented.
15. Staff acknowledge the short timeframe for providing direction. This
timeline is to ensure we do not launch the promotion of events which local
boards may wish to cancel if unable to fund the additional requirements.
16. The scope of this report is for Event Production work programme
items. The implications for civic events will be addressed with boards on a
case-by-case basis when the Civic Events team works with boards on event briefs
and scheduling
Tātaritanga me ngā
tohutohu
Analysis and advice
17. Event Production staff are looking into the operational requirements
and costs for implementing the vaccination checks and additional health
measures, such as
a) securing
the event site (security, fencing, barriers)
b) creating
multiple, controlled entrance/exit points
c) increased
security personnel and possibly wristbands or identifiers
d) introduction
of technology for certificate/pass validation
e) provision
of face-coverings
f) provision
of more hand-washing facilities or hand-sanitiser
18. These measures will incur costs which were not considered in the
original event budget when it was approved in the 2021/2022 work programme.
19. Estimates are that costs could be up to $6000 extra for some events.
20. Each event will have a tailored approach and costs will vary
depending on the expected audience size and park/location used. It will
take time for staff to work through every event on the summer schedule,
therefore we are requesting that boards consider allocating up to $6000 per
event to cover these additional measures.
21. Franklin Local board has confirmed in its 2021/2022 work programme
the delivery of one event to take place during the summer season (January to
March). This is:
· Movies
in Parks Clevedon, Saturday 12th March 2022.
22. Options for delivery of summer events
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Option
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Pros
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Cons
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Recommendation
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Option 1:
Event budget increased to cover the
new safety management costs
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Compliance with government advice on
delivering the event safely.
The event can be successfully delivered
as intended with no reduction in event offering.
Community sees local board taking safety
seriously but not at the cost of reducing community participation and
enjoyment.
By supporting these events, the board
will provide their communities with some sense of a return to normality, and
an opportunity to safely gather.
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Potential reputational risk if attendance
is low due to COVID uncertainty or other factors and people are against the
increased spend on events when funding could be placed elsewhere.
Events could be a target for protests
against the vaccination mandates, or those without a Vaccination Pass may try
to access the site and be declined causing upset.
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Movies in
Parks at Clevedon Showgrounds Reserve proceeds as planned, with additional safety
requirements and associated costs of up to $6,000.
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Option
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Pros
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Cons
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Recommendation
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Option 2:
Event budget remains the same with new
safety costs funded by reducing other elements within the event.
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Compliance with government advice on
delivering event safely.
No additional funding required.
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To afford safety measures programming is
reduced which could cause disappointment for those who engage and participate
in the event.
Reduction in offering will minimise
delivery on local board outcomes.
Events could be a target for protests
against the vaccination mandates, or those without a Vaccination Pass may try
to access the site and be declined causing upset.
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Not
recommended for movies.
Movies in
Parks budgets are not large enough to accommodate the anticipated extra costs
even with the removal of all pre-entertainment.
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Option 3:
Event is cancelled
prior to the promotion of summer season commencing
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With early cancellation no costs will be
incurred, the budget can be reallocated or put forward as savings.
This option avoids confusion with
community (event simply left off promotions rather than cancelled later).
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Not delivering agreed work programme.
Potential risk of losing momentum when
events miss a year. Attendance and profile need to be rebuilt in subsequent
years.
Disappointment by local community that
the event is not proceeding (another thing cancelled due to COVID).
Potential reputational risk for
cancelling when other local boards may choose to proceed.
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Not
recommended.
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Tauākī whakaaweawe
āhuarangi
Climate impact statement
23. The
proposed decision to implement vaccination checks and
additional health measures does not have direct impacts on greenhouse
gas emissions or climate
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
24. At all times, Auckland Council will follow the guidance provided by
the Ministry of Health.
25. Auckland Council is creating specific vaccination
guidelines/policies for Elected Members, Staff & Volunteers, Procurements
& Suppliers and Customers. The Event team will be required to follow
council guidelines/policies once implemented.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
26. Local Board views are being sought to enable event staff to
prioritise where to invest time, which is important for events that require
high levels of community participation, as well as enable us to carry-out
supplier negotiations on bulk hireage across all events.
Tauākī whakaaweawe
Māori
Māori impact statement
27. The Customer and Community Services work programme includes
activities that will have an impact on a service, facility, or location of
significance to Māori. In these situations, appropriate and meaningful
engagement and consultation is undertaken, including to meet our obligations
under Te Tiriti o Waitangi – Treaty of Waitangi.
28. Progress updates on delivery of Māori outcomes is provided to
the local board through quarterly performance reports.
Ngā ritenga
ā-pūtea
Financial implications
29. Option 1 will require reallocation of funds from elsewhere in the
2021/22 operational work programme to the Movies in Parks work programme line
(line 141). The local board will need to nominate the source of this
reallocation e.g. Community Grants (work programme line 143).
30. Option 2 has no financial implications.
31. Option 3 will create an underspend due to non-delivery. The local
board may choose to reallocate the $14,000 allocated to the Movies in Parks
event to another operational work programme area e.g. Community Grants.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
32. The Event Production Team does not have capacity to carry out
surveys of local board areas to determine how local communities feel about the
COVID-19 Protection Framework and if this will increase or decrease the
likelihood of them attending events. We cannot guarantee attendance.
33. We look to the local boards for guidance on how communities may
respond to physical barriers stopping Aucklanders who do not have a valid
Vaccination Pass attending local events and any potential political or
reputational risks associated with this.
34. Some of the areas of uncertainty to be aware of are outlined
below. When there is more clarity on these, Event staff may need to come
back to the board for further direction:
· How long Auckland will remain at each level of the new COVID-19
Protection Framework.
· Within the framework it mentions “Specified outdoor
community events” as places people “can go” with no
definition on what this means, and if this applies to free
community-orientated, local board events.
· The specifics around what the vaccination passes are, and what will
be required in validating these including medically exempt and people who were
vaccinated overseas.
· What the details are within the council vaccination
polices/guidelines currently being developed and how these will be applied to
events.
Ngā koringa ā-muri
Next steps
35. Local
board to provide direction to Event Production staff as soon as practical.
36. Staff
will continue to follow Ministry of Health requirements and cancel or plan the
events as directed by the local board. Staff will keep the local board informed
if Ministry of Health requirements, or council vaccination polices change and
impact further on the events.
37. Publicity
for Movies in Parks and Music in Parks (including local board events) will go
live on 10 December 2021.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
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Author
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Georgina Gilmour - Senior Local Board Advisor
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Authoriser
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Carol McKenzie-Rex - Local Area Manager Franklin
Manurewa Papakura
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Franklin Local
Board
30 November
2021
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Franklin Strategic Partnerships Grant
2021/22 - to consider revoking or altering part of resolution FR/2021/157 from
the previous meeting
File No.: CP2021/18188
Te take mō te
pūrongo
Purpose of the report
1. Pursuant to Franklin Local Board Standing Orders 1.10.4, this report
is for Franklin Local Board to consider revoking or altering part of resolution
FR/2021/157 from the meeting held on 23 November 2021, Item
11: Franklin Strategic Partnership Grants 2021/22, to ensure alignment with
grant policy, local board criteria and intent.
Whakarāpopototanga matua
Executive summary
2. The
following resolution was made by Franklin Local Board at Item 11 of the
business meeting on 23 November 2021:
Resolution number FR/2021/157
MOVED
by Member S Druyven, seconded by Member A Cole:
That
the Franklin Local Board:
a) approve funding for the
2021/22 financial year and signal indicative in-principle funding grants for
financial years 2022/23 and 2023/24 for the Franklin Strategic Partnership
Grant applications outlined in Tables One below:
Table
One: Franklin Strategic Partnership Grant applications
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ID
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Organisation
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Requesting
for funding
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Amount
requested
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Approved
Grant 2021/22
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Indicative
and in principle 2022/23
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Indicative
and in principle 2023/24
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FSG22-101
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Waiau Pa Hop Trust
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Towards
traffic management, waste management, event costs and advertising
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$5,000.00
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$5000.00
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$5,000.00
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$5,000.00
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FSG22-102
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Franklin Family Support Trust Board
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Towards
running free men’s courses, Pacifica courses and antenatal courses in
the community
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$35,208.00
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$27,573.00
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$10,000.00
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$10,000.00
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FSG22-103
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Franklin
Integration Project Reference Group
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Towards
Franklin Positive Ageing Expo
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$8,000.00
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$0
cancelled due to COVID19
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$8,000.00
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$8,000.00
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FSG22-106
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Manukau Beautification Charitable Trust
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Towards
the delivery costs of Eye on Nature at Botanic Gardens
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$8,000.00
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$8,000.00
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$8,000.00
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$8,000.00
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FSG22-107
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Franklin A & P Society
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Towards
entertainment, seating and shade requirements for the A and P show
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$20,000.00
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$20,000.00
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$20,000.00
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$20,000.00
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FSG22-108
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Counties Manukau Sports Foundation
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Towards
suppliers’ costs, venue hire and health and safety resources for the
Franklin activities
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$27,300.00
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$27,300.00
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$24,000.00
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$24,000.00
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FSG22-109
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Rotary Club of Pohutukawa Coast Rotary
Inc
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Towards
the delivery costs of Maraetai Beachlands Trolley Derby at Omana
Regional Park on 26 February 2022
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$5,000.00
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$5,000.00
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$5,000.00
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$5,000.00
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FSG22-110
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Clevedon Agricultural & Pastoral
Assn
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Towards
promotion, infrastructure, and provide free ‘in show’
entertainment
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$30,000.00
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$0
cancelled due to COVID19
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$20,000.00
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$20,000.00
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FSG22-111
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Manukau Heads Lighthouse Trust
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Towards
operations, maintenance of lighthouse, promotion, and installation of solar
panel gates.
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$20,000.00
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$20,000.00
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$15,000.00
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$15,000.00
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FSG22-113
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Clevedon Community Business Association
Incorporated
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Towards
advertising, marketing, administration,workshop material, promotional
updates, and signage
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$12,826.45
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$12,250.00
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$12,000.00
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$12,000.00
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FSG22-115
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Waiuku Family Support Network Community
Trust
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Towards
lease, insurance, and rates
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$24,065.77
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$27,573.00
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$10,000.00
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$10,000.00
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FSG22-117
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YMCA North
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Towards
training Hunua Falls Water Safety advisors, uniforms and staff costs of water
safety advisors being at the falls during necessary hours to keep community
safe
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$12,303.00
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$12,303.00
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$12,000.00
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$12,000.00
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FSG22-118
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Takutai Community Charitable Trust
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Towards
project coordinator, banners, flags, printing and stationery, travel, and
advertising.
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$12,235.75
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$0
Does
not align with board grant priorities
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$5,000.00
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$5,000.00
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Total
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$219,939
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$164,999
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$150,000
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$150,000
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(i) note that on the basis of further
information and advice received at the business meeting, the local board
reallocated potential grant funding for Takutai Community Charitable Trust for
the 2021/22 financial year in equal amounts to Franklin Family Support Trust Board and Waiuku
Family Support Network Community Trust.
CARRIED
Note: Pursuant to
Standing Order 1.9.7, Member Malcolm Bell requested that his dissenting vote be
recorded in relation to clause (i)
3. A
further resolution (FR/2021/158) at the 23 November 2021 Franklin Local Board
business meeting approved an additional $10,000 of 2021/22 Franklin
Strategic Partnership Grants for a total budget expenditure of $175,000
for the 2021/22 financial year, with in principle total grant funding of
$170,000 indicated for financial years 2022/23 and 2023/24.
4. An
outcome of Resolution FR/2021/157 (above) is that the local board grant to
Waiuku Family Support Network Community Trust is more than requested in their
application.
5. Staff
advice is that grant funding to organisations in an amount greater than
requested does not align with the Community Grants Policy (page 9), as the
policy seeks to ensure grant funding is tied to specific deliverables for audit
purposes. Further, a grant of more than that applied for may not have been the
local board’s intent.
6. Therefore,
this report is for the Franklin Local Board to reconsider Resolution number
FR/2021/157 and gives an opportunity for the board to reconfirm, revoke or alter part of resolution.
Ngā tūtohunga
Recommendation/s
That the Franklin Local Board:
a) consider, pursuant to Standing Order 1.10.4, revoking or
altering part of resolution FR/2021/157 from Franklin Strategic Partnership
Grants 2021/22, Item 11 at the business meeting held on 23 November 2021.
Ngā tāpirihanga
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
|
Authors
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Denise Gunn - Democracy Advisor
Georgina Gilmour - Senior Local Board Advisor
|
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Authoriser
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Carol McKenzie-Rex - Local Area Manager Franklin
Manurewa Papakura
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