I hereby give notice that an ordinary meeting of the Franklin Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 30 November 2021

9.30am

This meeting will proceed via MS Teams

videoconference. Either a recording or written

summary will be uploaded on the Auckland Council

website

 

Franklin Local Board

 

OPEN ADDENDUM AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Andrew Baker

 

Deputy Chairperson

Angela Fulljames

 

Members

Malcolm Bell

 

 

Alan Cole

 

 

Sharlene Druyven

 

 

Amanda Kinzett

 

 

Matthew Murphy

 

 

Logan Soole

 

 

(Quorum 5 members)

 

 

 

Denise Gunn

Democracy Advisor

 

26 November 2021

 

Contact Telephone: 021 981 028

Email: denise.gunn@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


Franklin Local Board

30 November 2021

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

 

12        Delivery of summer events within the COVID-19 Protection Framework               5

13        Franklin Strategic Partnerships Grant 2021/22 - to consider revoking or altering part of resolution FR/2021/157 from the previous meeting                                            11

 


Franklin Local Board

30 November 2021

 

 

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:

Level

If Vaccination Passes are used.

Events to have systems for managing vaccination pass validation, record-keeping, increased hygiene and face coverings.

If Vaccination Passes are not used.

Events to follow advice on record-keeping, increased hygiene and face coverings.

Green

Events can proceed with no limits

Restricted to a maximum of 100 people at the event.  They must be seated and maintain 1 metre physical distancing.

Orange

Events can proceed with no limits

No events

Red

Events can proceed with a maximum of 100 people and only if they can maintain 1 metre physical distancing.

No events

 

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

 

Option

Pros

Cons

Recommendation

Option 1:

 

Event budget increased to cover the new safety management costs

 

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.

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.

Movies in Parks at Clevedon Showgrounds Reserve proceeds as planned, with additional safety requirements and associated costs of up to $6,000.

 

 

 

 

Option

Pros

Cons

Recommendation

Option 2:

 

Event budget remains the same with new safety costs funded by reducing other elements within the event.

 

Compliance with government advice on delivering event safely.

 

No additional funding required.

 

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.

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.

Option 3:

 

Event is cancelled prior to the promotion of summer season commencing

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).

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.

Not recommended.

 

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

Author

Georgina Gilmour - Senior Local Board Advisor

Authoriser

Carol McKenzie-Rex - Local Area Manager Franklin Manurewa Papakura

 


Franklin Local Board

30 November 2021

 

 

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

ID

Organisation

Requesting for funding

Amount requested

Approved Grant 2021/22

Indicative and in principle 2022/23

Indicative and in  principle 2023/24

FSG22-101

Waiau Pa Hop Trust

Towards traffic management, waste management, event costs and advertising

$5,000.00

$5000.00

$5,000.00

$5,000.00

FSG22-102

Franklin Family Support Trust Board

Towards running free men’s courses, Pacifica courses and antenatal courses in the community

$35,208.00

$27,573.00

$10,000.00

$10,000.00

FSG22-103

Franklin Integration Project Reference Group

Towards Franklin Positive Ageing Expo

$8,000.00

$0 cancelled due to COVID19

$8,000.00

$8,000.00

FSG22-106

Manukau Beautification Charitable Trust

Towards the delivery costs of Eye on Nature at Botanic Gardens

$8,000.00

$8,000.00

$8,000.00

$8,000.00

FSG22-107

Franklin A & P Society

Towards entertainment, seating and shade requirements for the A and P show

$20,000.00

$20,000.00

$20,000.00

$20,000.00

FSG22-108

Counties Manukau Sports Foundation

Towards suppliers’ costs, venue hire and health and safety resources for the Franklin activities

$27,300.00

$27,300.00

$24,000.00

$24,000.00

FSG22-109

Rotary Club of Pohutukawa Coast Rotary Inc

Towards the delivery costs of  Maraetai Beachlands Trolley Derby at Omana Regional Park on 26 February 2022

$5,000.00

$5,000.00

$5,000.00

$5,000.00

FSG22-110

Clevedon Agricultural & Pastoral Assn

Towards promotion, infrastructure, and provide free ‘in show’ entertainment

$30,000.00

$0 cancelled due to COVID19

$20,000.00

$20,000.00

FSG22-111

Manukau Heads Lighthouse Trust

Towards operations, maintenance of lighthouse, promotion, and installation of solar panel gates.

$20,000.00

$20,000.00

$15,000.00

$15,000.00

FSG22-113

Clevedon Community Business Association Incorporated

Towards advertising, marketing, administration,workshop material, promotional updates, and signage

$12,826.45

$12,250.00

$12,000.00

$12,000.00

FSG22-115

Waiuku Family Support Network Community Trust

Towards lease, insurance, and rates

$24,065.77

$27,573.00

$10,000.00

$10,000.00

FSG22-117

YMCA North

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

$12,303.00

$12,303.00

$12,000.00

$12,000.00

FSG22-118

Takutai Community Charitable Trust

Towards project coordinator, banners, flags, printing and stationery, travel, and advertising.

$12,235.75

$0

Does not align with board grant priorities

 

$5,000.00

$5,000.00

Total

 

 

$219,939

$164,999

$150,000

$150,000

 

 

 

(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

Denise Gunn - Democracy Advisor

Georgina Gilmour - Senior Local Board Advisor

Authoriser

Carol McKenzie-Rex - Local Area Manager Franklin Manurewa Papakura