Agenda of Hibiscus and Bays Local Board - Thursday, 18 August 2022

The chairperson wiillopen the meeting and nominate someone to say a karakia.

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 Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 21 July 2022, as a true and correct record.

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 Hibiscus and Bays 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: Jennifer van der Woerd - Raft Studios, Torbay

Te take mō te pūrongo

Purpose of the report

1. Jennifer van der Woerd and Helen Diley have requested a deputation to update the local board on Raft Studios processes and strategies for future funding and grant applications.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) Thank Jennifer van der Woerd and Helen Diley for their presentation and attendance at the meeting.

8.2 Deputation Deb Humphries - Bays In Action Collective Update

Te take mō te pūrongo

Purpose of the report

1. Deb Humphries has requested a deputation to update the local board on the Bays In Action Collective.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) Thank Deb Humphries for her presentation and attendance at the meeting.

Attachments

a Bays in Action - Our Story............................................................................ 105

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.”

Proposed new community lease to The Hibiscus Coast Community House Incorporated at 2a Centreway Road, Orewa

File No.: CP2022/10477

Te take mō te pūrongo

Purpose of the report

1. To seek approval to grant a new community lease to the Hibiscus Coast Community House for premises located at 2a Centreway Road, Orewa.

Whakarāpopototanga matua

Executive summary

2. The Hibiscus Coast Community House (the group) occupies two separate sites on Western Reserve:

· The first site holds council owned modcom buildings leased to the group.

· The second site holds group-owned buildings, two storage sheds and a council owned garage.

3. This report relates to the group’s lease application for their second site at 2a Centreway Road for their group-owned buildings.

4. The Hibiscus Coast Community House holds a community ground lease that reached final expiry on 28 June 2022. The lease will continue to roll over on a month-by-month basis until terminated or a new lease is granted.

5. The Hibiscus Coast Community House aims to serve and connect the local community so that people feel valued and supported. The group offers a variety of activities such as car seat rentals, operating a second-hand shop and their facilities help local community groups to gather, learn and connect with each other.

6. Staff have assessed the group’s comprehensive lease application, including financials, necessary insurance cover, and maintenance of the buildings and grounds.

7. As a group-owned building, they have an automatic right to reapply for a new lease at the end of their occupancy term.

8. The community ground lease application requires public notification and iwi engagement under the Reserves Act 1977. Public notification and iwi engagement was held between 16 June 2022 to 15 July 2022. No submissions or objections were received on the proposed new community ground lease.

9. This report recommends that a new community lease be granted to the group for a term of 10 years commencing from 1 September 2022 with one 10-year right of renewal.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) grant a new community lease to The Hibiscus Coast Community House for an area comprising approximately 1848m² located at 2a Centreway Road, Orewa on the land legally described as Lot 2 Deposited Plan 204342 (as per Attachment A to the Agenda Report – Site Plan), subject to the following terms and conditions:

i) term – 10 years, commencing 1 September 2022, with one 10-year right of renewal

ii) rent – $1.00 plus GST per annum if demanded

iii) Community Outcomes Plan - to be appended to the lease as a schedule of the lease agreement (as per Attachment B to the Agenda Report– Community Outcomes Plan)

b) approve all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012 and the Reserves Act 1977

c) note that public notification and iwi engagement for Auckland Council’s intention to grant a new community lease to the Hibiscus Coast Community House located at Western Reserve, 2a Centreway Road, Orewa has been undertaken between 16 June 2022 to 15 July 2022

d) note that no objections to the notified proposal of the new community lease were received.

Horopaki

Context

10. Local boards are the allocated authority relating to local recreation, sport and community facilities, including community leasing matters.

11. The Hibiscus and Bays Local Board approved the Community Facilities: Community Leases Work Programme 2021/2022 at their local board meeting on 17 June 2021 (Resolution number HB/2021/64/).

12. A new lease to The Hibiscus Coast Community House was part of the approved work programme for the local board.

Land, building/s and lease

13. The Hibiscus Coast Community House (group) holds a community ground lease for the site at 2a Centreway Road, Orewa as outlined in Attachment A-site plan.

14. The site is legally described as Lot 2 DP 204342 contained in Record of Title Na/133A/12 classified as a recreation reserve vested to Auckland Council in trust.

15. The site contains four buildings which comprise of:

a) a group-owned community house building (ex Titirangi post office)

b) two group-owned storage sheds

c) a council-owned garage

16. The building on this site has transitioned over time from an early childhood centre to a preschool and now serves as a community venue for local community groups. This venue runs at close to full capacity during the week.

17. The storage sheds house the group’s various resources such as car seats for the car seat rental programme and it is also used as an archive. The garage houses the group’s van.

18. The group have undertaken improvements to the building by replacing the roof, heat pumps and repainting the back half of the building. They intend to repaint the other half of the building once their new lease has been finalised.

19. The group covers all maintenance and operational costs for its buildings.

20. The group’s lease agreement expired on 28 June 2022. The lease will continue to roll over on a month-by-month basis on existing terms and conditions until the lease is terminated or a new lease is formalised.

Hibiscus Coast Community House

21. The Hibiscus Coast Community House (group) was established in 1990. It’s primary purpose is to connect with the community so people feel valued and supported.

22. The group has an open membership and is supported by 5 paid part-time staff, and 20 part-time volunteers.

23. The group offers various programmes for the community:

· a venue for meetings and courses at competitive prices

· low-cost clothing and household goods through their second-hand shop

· car seat rental

· foodbank and support to local families

· Breakfast in Schools

· funding to other community groups

· a jigsaw library

· a volunteer programme

· an Automated External Defibrillator (defibrillator) for medical emergencies.

24. Community groups like Plunket, Ember, Northtec, Restorative Justice, Dementia Auckland hire and use the group’s facilities for meetings and activities at a competitive rate. This helps other community groups to deliver social, cultural, health and education related activities and meetings for the benefit of the local community.

Tātaritanga me ngā tohutohu

Analysis and advice

25. Under the Community Occupancy Guidelines 2012, groups that own their own buildings have an automatic right to reapply for a new lease at the end of their occupancy term. The group is exercising this right by applying for a new lease.

26. The local board has discretion to vary the term of the lease if it wishes. However, the guidelines suggest that where the term is varied, it aligns to one of the recommended terms set out on page 11 of the Community Outcomes Guidelines (COG) 2012.

Public notification and engagement

27. As the land is classified as a recreation reserve and the applicant is a community group, public notification and iwi engagement was required under the Reserves Act 1977.

28. The proposed new community lease to the Hibiscus Coast Community House for the land at Western Reserve was publicly notified. The notification appeared in the North Shore Times on 16 June 2022 and the Auckland Council website’s Have Your Say webpage with a submission deadline for 15 July 2022.

29. The cost of the public notification was met by the Community Facilities department of the council.

30. No submissions or objections to the notified proposal were received.

Assessment of the application

31. The group has submitted a comprehensive application supporting the new lease request.

32. A site visit has been undertaken by staff and the facilities are well managed and maintained.

33. The group has provided all required information including financials, showing that it has sufficient funds and that it is being managed appropriately.

34. The group has all the necessary insurance cover, including public liability insurance in place.

35. The group is able to demonstrate its ability to deliver on the local board outcomes and a community outcomes plan has been agreed on with the group and attached as Attachment B to form part of the lease agreement.

36. Staff recommend that a new community lease be granted to the group for a term of 10 years commencing from 1 September 2022 with one-10 year right of renewal.

Tauākī whakaaweawe āhuarangi

Climate impact statement

37. To improve environmental outcomes and mitigate climate change impacts, the council advocates that the lease holder:

· use sustainable waste, energy and water efficiency systems

· use eco labelled products and services

· seek opportunities to reduce greenhouse gas emissions from lease-related activities.

38. All measures taken are aimed at meeting council’s climate goals, as set out in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan, which are:

· to reduce greenhouse gas emissions to reach net zero emissions by 2050 and

· to prepare the region for the adverse impacts of climate change.

39. Climate change has some potential to impact the lease, as the leased area is in a flood prone area but is not in a coastal inundation area.

Graphical user interface, application

Description automatically generated

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

40. Staff have engaged with various internal council stakeholders including Area Operations, Parks and Places Specialist, Facilities Manager, and the area’s Strategic Broker to obtain feedback on the proposed lease to the group. No objections were received on granting a new lease to the group.

41. The proposed new lease has no identified impact on other parts of the council group. The views of 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

42. This item is on the community facilities work programme for 2021/2022.

43. This item was discussed with the local board through a memorandum circulated to all elected members to comment and provide feedback. No concerns were raised on the proposed new lease.

44. The proposed lease activities align with the local board plan 2020 in supporting outcome 1- a connected community.

45. The recommendations within this report fall within the local board’s delegated authority relating to local, recreation, sport and community facilities, including community leasing matters.

Tauākī whakaaweawe Māori

Māori impact statement

46. Iwi engagement about council’s intention to grant a new community lease for the group at 2a Centreway Road, Western Reserve, Orewa was undertaken in June 2022, with 13 iwi groups identified as having an interest in land in the Hibiscus and Bays Local Board area.

47. An email was sent to all 13 iwi identified as having an interest in the area as captured in Attachment C to the Agenda Report, containing detailed information on the land, the lessee and the lease proposal as per Section 4 of the Conservation Act 1987. The period for engagement ran from 13June 2022 to 11of July 2022.

48. No objections or requests for hui or kaitiaki site visits were received from the iwi and mana whenua groups.

49. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its statutory obligations and relationship commitments to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context.

50. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2021-2031, the Unitary Plan, individual local board plans and in Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework.

51. Community leasing aims to increase Māori wellbeing through targeted support for Māori community development projects.

52. Community leases support a wide range of activities and groups. Leases are awarded based on an understanding of local needs, interests and priorities. The activities and services provided by leaseholders create benefits for many local communities, including Māori.

53. The lessee has agreed, via the Community Outcomes Plan, to deliver Māori Outcomes that reflect their local community as per Attachment B to the Agenda report. The lease will benefit Māori and the wider community through supporting opportunities that celebrate Māori identity and heritage such as Matariki and/or Māori language week events.

Ngā ritenga ā-pūtea

Financial implications

54. There are no cost implications for the local board approving the lease. The group will continue to take responsibility for all operational and maintenance costs involved with its building located at 2a Centreway Road, Orewa.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

55. Should the local board resolve not to grant the proposed community lease to the group this will affect the group’s ability to undertake its core activities which will have a negative impact on the local board outcomes.

Ngā koringa ā-muri

Next steps

56. Subject to the Hibiscus and Bays Local Board’s approval, staff will work with the group to finalise the lease agreement.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Site Map	15
b ⇩	COP for Hibicus Community House	17
c ⇩	Iwi contact	19

Ngā kaihaina

Signatories

Author

Chan Park - Community Lease Specialist

Authorisers

Taryn Crewe - General Manager Community Facilities

Lesley Jenkins - Local Area Manager

Proposed Silverdale Area Business Association Incorporated - Business Improvement District establishment project

File No.: CP2022/10280

Te take mō te pūrongo

Purpose of the report

1. To approve the proposed Silverdale Area Business Association Business Improvement District programme establishment boundary map.

Whakarāpopototanga matua

Executive summary

2. The Silverdale Area Business Association proposes to establish a new Business Improvement District. During the 2021/2022 financial year, Silverdale Area Business Association continued to operate as a voluntary business association building membership and support towards establishing a Business Improvement District programme. The association has developed a financial base from membership fees.

3. The Business Improvement District programme provides sustainable funding to business associations. The funding is raised by applying a targeted rate to business rated properties within a defined geographical area.

4. In accordance with the council’s Business Improvement District Policy, the Hibiscus and Bays Local Board must approve the proposed Business Improvement District establishment map that will identify the new Silverdale Business Improvement District programme prior to the Silverdale Area Business Association undertaking the Business Improvement District ballot stage of the establishment project. The Business Improvement District ballot is a vote of all the businesses within the establishment boundary map (not just those who are currently members of the Silverdale Area Business Association), seeking approval for establishing the Business Improvement District.

5. At the Silverdale Area Business Association annual general meeting on 3 August 2022, the proposed Silverdale Business Improvement District establishment boundary map, shown in Attachment A to the agenda report, was presented, and approved, by the Silverdale Area Business Association’s membership.

6. This report presents the proposed Silverdale Area Business Improvement District establishment boundary map, shown in Attachment A to the agenda report, to Hibiscus and Bays Local Board for their approval.

7. If the ballot is successful, the Silverdale Business Improvement District programme will represent approximately 1,400 business ratepayers and business owners and will start from 1 July 2023.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) Approve the proposed boundary map establishing the Silverdale Business Improvement District programme, as shown in the map in Attachment A to the agenda report.

Horopaki

Context

8. Silverdale Area Business Association (SABA) has been a registered incorporated society since 1986.

9. In 2021, the SABA board met with the council’s Business Improvement District (BID) team to discuss undertaking a BID establishment project.

10. SABA worked with the BID team developing the BID establishment project plan, project expenditure and timeline with the aim of implementing a BID ballot in March 2023.

11. SABA sought funding from Hibiscus and Bays Local Board to support their establishment process. They received funding in the 2021/2022 financial year of $20,000 and the 2022/2023 year of a further $20,000.

12. The BID team will schedule SABA to present the 2021/2022 accountability report and a project plan and budget for the 2022/2023 local board funding to the local board. These funds are intended to cover the remaining BID programme establishment requirements and costs.

The proposed Silverdale BID programme area map

13. SABA has worked to identify the proposed Silverdale BID establishment area boundary map with support from the BID team. The process has required SABA to consider how business ratepayers and owners located within the proposed BID boundary area map will receive benefit from a future Silverdale BID programme. SABA engaged with neighbouring business associations and BIDs (Business Whangaparaoa Incorporated and Destination Orewa) seeking feedback and an understanding of any future neighbouring new BID programmes and or BID expansions. SABA was aware when developing their BID programme boundary area map that consideration must be given to neighbouring business associations.

14. SABA presented to the Hibiscus and Bays Local Board Community Forum on 7 July 2022. Following the presentation, local board feedback and further discussions with the BID team, SABA amended the proposed BID map. The amended BID area map now represents the ‘core’ parts where SABA felt the BID programme would provide the most value for BID members.

15. The proposed Silverdale BID programme boundary area map includes:

Silverdale Village

Silverdale industrial commercial area

Silverdale central

Millwater commercial centre

Highgate commercial centre

16. At the SABA annual general meeting on 3 August 2022, the proposed BID establishment map (Attachment A) was presented, and approved, by the SABA membership. SABA membership also approved the continuation of investigating and implementation to establish a Silverdale BID programme.

BID Policy

17. Under the BID policy, local boards have been allocated governance and decision-making to:

· Approve new BID programme boundary maps

· Approve BID programme boundary expansions

· Recommend the striking of the targeted rate to the Governing Body

18. The Hibiscus and Bays Local Board must approve the proposed BID establishment map identifying the new Silverdale BID programme area before SABA carries out the next stages of their BID establishment project including undertaking a BID ballot.

19. All BID establishment projects require further local board approval after the BID establishment project, voter engagement and ballot have been completed. This ensure the local board can see the outcome of the establishment project, review the ballot results, and are satisfied the criteria for the BID establishment has been completed against the BID policy.

20. Council staff are seeking Hibiscus and Bays Local Board approval for the proposed Silverdale BID establishment boundary map (Attachment A to the agenda report).

Tātaritanga me ngā tohutohu

Analysis and advice

BID establishment project

21. The decision to investigate the establishment of a BID programme is a result of increasing interest from businesses who see the benefit from being part of a collective group.

22. SABA has engaged with its businesses over the past year building relationships, sharing information, and advocating on behalf of the businesses located within the Silverdale business community.

23. The proposed new BID programme will mean all business-rated properties within the BID establishment area will be subject of a new Silverdale BID targeted rate.

24. If the BID establishment project is successful SABA will have approximately 1,400 BID members. SABA has not yet identified the annual amount of proposed BID targeted rate grant to be collected via the Silverdale BID targeted rate. The SABA executive committee will work with the BID Team to identify the amount over the next month. Once the amount of proposed BID targeted rate grant has been identified, this information will be included in the projects communication and engagement material.

25. Council staff are working in support of SABA and their BID establishment project and recommend the Hibiscus and Bays Local Board approve the proposed Silverdale BID establishment map (Attachment A to the agenda report). There is no reason under the BID policy not to support the proposed Silverdale BID establishment map.

26. Below is a table showing the reporting path for a Silverdale BID establishment project an indicate where the project is at within the BID establishment process.

Text

Description automatically generated

Campaign, consultation, and voter engagement

27. The next stage for a BID project after approval of their proposed map by a local board is to develop a communications approach to ensure all eligible BID voters are aware of the proposed BID establishment, the amount of BID targeted rate grant, the rating mechanism used to calculate the grant amount and its implications for them. The approach must ensure all eligible voters receive a one-on-one visit or contact, are provided with detailed information on the proposal, and can understand how to find out more about the BID programme and ballot process.

28. The establishment process also requires the business association to host a minimum of three public meetings, inviting eligible voters to an information briefing and question and answer session. This policy requirement will be completed during the BID campaign process.

29. SABA will engage an independent organisation to manage the ballot requirements of the establishment process. The ballot period must be no less than four weeks. Voting must be completed before 31 March 2023.

30. The ballot must achieve a return of votes of 25 per cent or more and 51 per cent of those returned need to be in support of the BID programme establishment proposal for the ballot to be successful.

Tauākī whakaaweawe āhuarangi

Climate impact statement

31. There are no implications for council as the Silverdale BID programme establishment has no specific impact on climate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. As SABA engages across council and council groups, the Silverdale BID programme will provide a platform for the wider business community to be involved.

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

Local impacts and local board views

33. Following approval by the Hibiscus and Bays Local Board, staff will include the Silverdale BID establishment information in the 2022/2023 annual budget consultation and the Hibiscus and Bays Local Board Agreement.

34. The results of an establishment ballot will determine if there is a sufficient level of support for a new BID programme establishment and associated BID targeted rate.

35. Hibiscus and Bays Local Board has supported the Silverdale BID approach in the past, as it brings together local businesses to invest collectively in improvements that enhance the local business environment such as crime prevention or networking. A BID can also advocate and collaborate with the council on behalf of local businesses.

Tauākī whakaaweawe Māori

Māori impact statement

36. All businesses within the Silverdale BID establishment boundary area will be included in the ballot process and BID policy requirements. The new BID programme may identify opportunities for niche support or development of any Māori business sectors in the area.

Ngā ritenga ā-pūtea

Financial implications

37. The Silverdale BID targeted rate applied to business rated properties will fund the Silverdale BID programme. The programme will be cost neutral to the council and local board.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. Council staff are satisfied all requirements of the BID policy have been completed up to this point by SABA in relation to the proposed BID establishment map and project.

39. The BID Team has proposed a process where SABA will undertake a final review of whether to proceed with the ballot (GO/NO GO). A variety of information will be used to understand that businesses involved are aware of the process to establish and support the initiative.

40. There is a risk to SABA should the BID establishment ballot fail to reach the required mandate. If the BID ballot fails, the BID policy requires a two-year stand-down period before any subsequent ballot can be held.

Ngā koringa ā-muri

Next steps

41. Council staff will advise SABA of the Hibiscus and Bays Local Board decision regarding the proposed Silverdale BID boundary establishment map.

42. Following a successful outcome in the BID ballot, the results will be bought to the Hibiscus and Bays Local Board for consideration and recommendation to the Governing Body.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Proposed Silverdale BID Establishment Map	27

Ngā kaihaina

Signatories

Author

Gill Plume - BID Senior Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Grants Round One, Transitional Rates Grants and the Local Economic and Business Development Grants 2022/2023 grant allocations

File No.: CP2022/11315

Te take mō te pūrongo

Purpose of the report

1. To provide the Hibiscus and Bays Local Board with information on applications in Local Grants Round One 2022/2023, Transitional Rates Grants and the Local Economic and Business Development Grants applications, to enable a decision to fund, part fund or decline each application.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Hibiscus and Bays Local Grants Round One 2022/2023 (refer Attachment A to the agenda report), the Transitional Rates Grants (refer Attachment B to the agenda report) and Local Economic and Business Development Grants (Refer Attachment C to the agenda report).

3. The Hibiscus and Bays Local Board adopted the Hibiscus and Bays Local Board Grants Programme 2022/2023 and the Local Economic and Business Development Grants round on 19 May 2022 (Attachment D to the agenda report). The document sets application guidelines for these contestable grants.

4. The local board has set a total community grants budget of $401,968 for the 2022/2023 financial year with $50,000 set for the Local Economic and Business Development Grants and $150,000 of this set for the Facilities grants.

5. The Transitional Rates Grants budget for the 2022/2023 financial year is $57,472.

6. Twenty-five applications were received for the Local Grants Round One 2022/2023, requesting a total of $189,711.01. Five Transitional Rates grants applications were received requesting a total of $33,589.46 and four Local Economic and Business Development Grants were also received, requesting a total of $43,250.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) agree to fund, part-fund, or decline each application in Hibiscus and Bays Local Grants Round One 2022/2023, listed in Table One:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2306-103	East Coast Bays Cricket Club Incorporated	Sport and recreation	Towards coaches fees.	$10,000.00	Eligible
LG2306-104	The Pinc and Steel Cancer Rehabilitation Foundation Trust	Community	Towards costs of instructor’s fees and equipment hire for medical screening sessions, Stand up Paddle sessions and oncology rehabilitation sessions from 6th January 2023 till 22nd Dec 2023.	$10,000.00	Eligible
LG2306-107	Orewa Sea Scouts	Community	Towards costs of helmets, tents and ultra-high frequency radio equipment.	$10,000.00	Eligible
LG2306-110	The Vine Community Church Charitable Trust	Community	Towards the costs lighting, bouncy castles, signage and advertising of both Christmas on Canal 2022 and Gulf Harbour Easter 2023.	$8,400.00	Eligible
LG2306-111	Doughnut Economics Advocates New Zealand	Community	Towards the costs of venue hire, signage and some food for the monthly events.	$4,600.00	Eligible
LG2306-112	Youthline Auckland Charitable Trust	Community	Towards the counsellors fees for supporting volunteers.	$8,000.00	Eligible
LG2306-114	East Coast Bays Association Football Club Incorporated	Sport and recreation	Towards the directors fees and the coaches fees between 1st December 2022 to 30th June 2023.	$10,000.00	Eligible
LG2306-115	Friends of Okura Bush Society Incorporated	Environment	Towards weed control management plan shortfall.	$10,000.00	Eligible
LG2306-116	Blue Light Ventures Incorporated	Community	Towards costs of printing and production of Street Smart Handbook.	$2,100.00	Eligible
LG2306-117	Mounts to Sea Conservation Trust - Experiencing Marine Reserves	Environment	Towards costs subcontractor, equipment hire and administrative components for the Summer Series from 3rd December 2022 till 16th April 2023.	$9,829.00	Eligible
LG2306-118	Pupuke Golf Club Incorporated	Community	Towards costs of golf clubs and balls for Junior School Holiday Programme gold training between 3rd October 2022 and 14th October 2022	$3,659.00	Eligible
LG2306-119	Browns Bay Business Association Incorporated	Community	Towards costs of stage and band for Summer Spectacular.	$10,000.00	Eligible
LG2306-120	Auckland King Tides Initiative	Environment	Towards the costs of the design, production and installation of the Coast Snap device and its public launch.	$10,000.00	Eligible
LG2306-121	Silverdale Tennis Cub Incorporated	Sport and recreation	Towards costs of Junior development programme delivery `s subsidized coaching.	$8,400.00	Eligible
LG2306-122	Silverdale Squash Club Incorporated	Community	Towards costs of the automatic external defibrillator and the first aid training.	$3,200.00	Eligible
LG2306-123	Recreation Solutions Limited	Environment	Towards student leader training consultation for the Taiaotea Stream Daylighting Restoration Programme Activation Event and Education programme	$10,000.00	Eligible
LG2306-124	Silverdale Tennis Club Incorporated	Community	Towards a heat pump.	$5,573.62	Eligible
LG2306-126	Illuminate Community Trust	Community	Towards costs of website building.	$7,000.00	Eligible
LG2306-127	Mairangi Arts Centre Trust	Arts and culture	Towards the costs of marketing, resources, equipment and practitioners fee for Matariki Exhibition 2023	$7,790.00	Eligible
LG2306-129	2021 Softball Limited	Sport and recreation	Towards the softball kits and the bus hire charges for schools.	$4,000.00	Eligible
LG2306-130	North Shore Photographic Society Incorporated	Arts and culture	Towards costs of venue hire, awards, certificates, trophies and television rentals for the Salon photography event.	$9,770.00	Eligible
LG2306-131	Sir Peter Blake Marine Education and Recreation Board	Community	Towards costs of installing security system.	$9,889.39	Eligible
LG2306-133	Long Bay Baptist Church	Community	Towards costs of the "24-7 Youth Work Programme resources and materials".	$5,000.00	Eligible
LG2306-134	The Helping Paws Charitable Trust	Community	Towards costs of kitten food.	$2,500.00	Eligible
LG2306-135	Hibiscus Coast Association Football Club Incorporated	Sport and recreation	Towards sporting equipment of portable goals.	$10,000.00	Eligible
Total				$189,711.01

b) agree to fund, part-fund or decline each application received in Hibiscus and Bays Transitional Rates Grants Round 2022/2023, listed in Table Two:

Application ID	Organisation	Requesting funding for	Amount requested	Eligibility
LG2306-105	Nippon Judo Club Incorporated	Transitional Rates Grant 2022/2023	$2,849.00	Eligible
TRG22-001	Browns Bay Bowling Club Incorporated	Transitional Rates Grant 2022/2023	$16,287.60	Eligible
TRG22-002	The Girl Guides Association NZ Incorporated (known as GirlGuiding New Zealand)	Transitional Rates Grant 2022/2023	$2,000.44	Eligible
TRG22-003	Murrays Bays Sailing Club Incorporated	Transitional Rates Grant 2022/2023	$7,582.38	Eligible
TRG22-004	Murrays Bay Sailing Club Incorporated	Transitional Rates Grant 2022/2023	$4,870.04	Eligible
Total			$33,589.46

c) agree to fund, part-fund or decline each application received in Hibiscus and Bays Local Economic and Business Development Grants Round 2022/2023, listed in Table Three:

Application ID	Organisation	Requesting funding for	Amount requested	Eligibility
LEBG222301	The Browns Bay Business Association Incorporated	Local Economic and Business Development Grants	$5,250.00	Eligible
LEBG222302	Mairangi Bay Business Association Incorporated	Local Economic and Business Development Grants	$14,000.00	Eligible
LEBG222303	Torbay Business Association Incorporated	Local Economic and Business Development Grants	$9,000.00	Eligible
LEBG222304	Business Whangaparaoa Incorporated	Local Economic and Business Development Grants	$15,000.00	Eligible
Total			$43,250.00

Horopaki

Context

7. The Hibiscus and Bays Local Board allocate grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

8. Auckland Council Community Grant Policy supports each local board to adopt a grant programme.

9. The local board grant 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.

10. The Hibiscus and Bays Local Board adopted its grant programme for 2022/2023 on 19th May 2022 (see Attachment D to the agenda report). The document sets application guidelines for contestable grant.

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

Tātaritanga me ngā tohutohu

Analysis and advice

12. 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 Grant 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

13. The Local Board Grant 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 grant 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 Hibiscus and Bays Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the Hibiscus and Bays Local Board Community Grant Programme 2022/2023.

17. The local board is requested to note that section 48 of the Community Grant 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 Hibiscus and Bays Local Grant Round One (Attachment A), Transitional Rates Grants 2022/2023 (Attachment B), Local Economic and Business Development Grants (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 Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes.

Ngā ritenga ā-pūtea

Financial implications

20. The allocation of grants to community groups is within the adopted Long-term Plan 2021-2031 and local board agreements

21. This report presents applications received in Hibiscus and Bays Local Grants Round One 2022/2023 (refer Attachment A to the agenda report), the Transitional Rates Grants (Refer Attachment B to the agenda report) and Local Economic and Business Development Grants (Refer Attachment C to the agenda report).

22. The Hibiscus and Bays Local Board adopted the Hibiscus and Bays Local Board Grants Programme 2022/2023 on 19 May 2022 (Attachment D to the agenda report). The document sets application guidelines for contestable grants.

23. The local board has set a total community grants budget of $401,968 for the 2022/2023 financial year with $50,000 set for the Local Economic and Business Development Grants and $150,000 of this set for the Facilities grants.

24. The Transitional Rates Grants budget for the 2022/2023 financial year is $57,472.

25. Twenty-five applications were received for the Local Grants Round One 2022/2023, requesting a total of $189,711.01. Five Transitional Rates grants applications were received requesting a total of $33,589.46 and four Local Economic and Business Development Grants were also received, requesting a total of $43,250.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

27. Following the Hibiscus and Bays Local Board allocation of funding for Local Grants Rounds One, Transitional Rates Grants and the Local Economic and Business Development Grants 2022/2023, the grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Local Grants Round One 2022/2023 - Applications Summary (Under Separate Cover)
b	Transitional Rates Grants Applications (Under Separate Cover)
c	Local Economic and Business Grants Applications (Under Separate Cover)
d	Hibiscus and Bays Local Board Grants Programme 2022/2023 (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Ann Kuruvilla - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Lesley Jenkins - Local Area Manager

Auckland Council’s Quarterly Performance Report: Hibiscus and Bays Local Board for quarter four 2021/2022

File No.: CP2022/11549

Te take mō te pūrongo

Purpose of the report

1. To provide the Hibiscus and Bays Local Board with an integrated quarterly performance report for quarter four, 1 April to 30 June 2022 and the overall performance for the financial year against the approved 2021/2022 local board work programmes.

Whakarāpopototanga matua

Executive summary

2. This report provides an integrated view of performance for the Hibiscus and Bays Local Board and includes financial performance and delivery against work programmes for the 2021/2022 financial year (attachment A to the agenda report). The work programme is produced annually and aligns with Hibiscus and Bays Local Board Plan 2020 outcomes. The 2021/2022 local board work programmes were adopted in June 2021 (resolution number HB/2021/62-64).

3. One-hundred and thirty activities within the agreed work programmes were delivered including multi-year projects that have progressed as expected, one activity was undelivered, one activity was cancelled, and nine multi-year projects/activities have not progressed as expected during 2021/2022.

4. Key activity achievements from the 2021/2022 work programme listed below contribute towards achieving four outcomes, out of five, within the Hibiscus and Bays Local Board Plan 2020: Outcome one: A connected community, Outcome two: A strong local economy, Outcome three: A projected and enhanced environment, and Outcome four: Spaces to enjoy, and meet the aspirations as detailed in the Hibiscus and Bays Local Board Agreement 2021/2022. These include:

i) ID 1191: HB: Activation of parks, places, and open spaces - The annual allocated budget was spent, and the activation programme was fully delivered with 68 activations across 13 locations with a total of 2247 attendees. Ninety eight percent of surveyed participants were either satisfied or very satisfied and 80 percent were first time attendees.

ii) ID 74: Pest plans on private land Ōkura - Friends of Ōkura Bush have fully completed eight pest plans. Two pest plans are drafted and awaiting finalisation and a further four sites have booked visits for pest plan evaluation. The second round of engagement has gone out to landowners to participate. COVID-19 has caused delays, Friends of Ōkura Bush had lost their main field officer, as the role was not funded. This resulted in the recruitment of a new field officer and subsequent training. Further support has been given to the local Rivercare group, including the laying out of traps and monitoring boxes for the involvement of Sea Scouts in the restoration of Tawa Esplanade Reserve.

iii) ID 1662: Supporting business associations - BID establishment – Silverdale Business Association has received the last tranche of 2021/2022 funding ($8,000). The funding allowed the business association to start preparing for the campaign period.

iv) ID 210: Activation of community places Hibiscus and Bays - Hibiscus Coast Youth Centre opened their Youth Chill Café with support from local businesses. The café is a great addition to the centre as it gives the Youth the opportunity to come in and chill out and provides training opportunities in hospitality.

5. Key activities not delivered/not progressed as expected include:

· ID 214: Event partnership fund Hibiscus and Bays

· ID 27992: Island View Drive - plant reserve vegetation

· ID 17932: 12 Hibiscus Coast Highway, Silverdale - renew facility

· ID 18544: East Coast Bays Community Centre building - refurbish facility

· ID 18071: Hibiscus and Bays - deliver Centre Plan improvements

· ID 31019: Manly Beachfront (East) - install bollards along The Esplanade

6. The financial performance report is provided in Attachment B to the agenda report but is excluded from the public. This is due to restrictions on releasing annual financial reports and results until the Auckland Council Group results are released to the NZX – on or about 29 August 2022.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) receive the performance report for quarter four ending 30 June 2022

b) note the financial performance report will remain confidential until after the Auckland Council Group results for 2021/2022 are released to the New Zealand’s Exchange (NZX) which are expected to be made public on or about 29 August 2022

Horopaki

Context

7. The Hibiscus and Bays Local Board has an approved 2021/2022 work programme for the following:

· Customer and Community Services

· Infrastructure and Environmental Services.

· External Partnerships; Business Associations

8. The graph below shows how the work programme activities meet local board plan outcomes. Activities that are not part of the approved work programme that contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph.

Graph 1: Work programme activities by outcome

Chart

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COVID-19 restrictions

9. Auckland has faced COVID-19 restrictions (Level 3 and 4) from 17 August to 2 December 2021, when all of New Zealand moved to the COVID-19 Protection Framework. Auckland went into traffic light red, moving to traffic light orange on 30 December 2021.

10. Auckland Council regional and community facilities were closed in Level three and four. Restrictions were slightly eased in Level 3, Step 2 and from mid-November 2021 libraries and the majority of arts and community centres were reopened. Pools and leisure centres were able to reopen from 3 December 2021 when New Zealand moved to the COVID-19 Protection Framework.

11. From 30 December 2022 until 13 April 2022, Auckland was in the red traffic light setting under the COVID-19 Protection Framework, which impacted council and community-delivered event planning and programming. From 13 April 2022 Auckland has been in the orange traffic light setting.

12. COVID-19 has also had an impact on the supply chain for capital projects materials causing delays.

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

13. The graph below identifies work programme activity by RAG status (red, amber, green and grey) which measures the performance of the activity. It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Work programme performance by RAG status

Chart, pie chart

Description automatically generated

14. The graph below shows the stage of the activities in each departments’ work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Work programme performance by activity status and department

Chart

Description automatically generated

Graph 4: Work programme performance by status

Chart, bar chart, histogram

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Key activity updates for quarter four

15. Key achievements in the delivery of the local board work programmes for quarter four include:

i) ID 30224: Ashley Reserve - renew goal posts – goal posts on all fields have been renewed. This project was completed in June 2022.

ii) ID 23659: Browns Bay Beach Reserve - Replace the Beachfront Lane pedestrian boardwalk, renew bollards and fencing around northern carpark. This project was completed in May 2022.

iii) ID 28178: Browns Bay Reserve - renew play space - Renew play space equipment including under surface where required. This project was completed in May 2022.

iv) ID 18079 Hibiscus and Bays - renew park play spaces. Renew play equipment at Everard Reserve. Brandon Reserve, Ferry/Hawaiian Road Reserve, Bayside Drive and the Orewa Beach Reserve Basketball Hoops. This project was completed in April 2022.

v) ID 29310: Outram Hall - refurbish building - Repaint the exterior of the building and renew light fittings throughout. This project was completed in June 2022.

vi) ID 25902: Pacific Parade Steps - install western staircase - Install handrails from the top of the cliff face to the landing platform, rock fall drapery with allowance for native tree preservation, and lower staircase replacement, to remediate the damage caused by a landslip. This project was completed in March 2022.

vii) ID 24311: Te Ara Tahuna Cycleway - renew structures - Renew accessway structures (3 bridges) and the walkway from Maori Hut Road to the Te Ara Tahuna Cycleway. This project was completed in March 2022.

viii) ID 28176: Woodridge Reserve - renew play space - Renew play space equipment including under surface where required. Completed in June 2022.

ix) ID 196: Operational grant to Centrestage Theatre and ID 200: Operational grant top up - In Q4 there were 7,858 participants at Centrestage with 26 programmes. An overarching highlight was welcoming audiences back, initially a 100-seat capacity for A Streetcar Named Desire, after 12 months in rehearsal. Seasons of Seussical and Xanadu from the Northern School of Performing Arts were delivered, auditions held for Motown Cabaret and the Middle Eastern Dance Association shows brought new audience. Rotary held a Mother’s Day High Tea, raising funds for Centrestage and the volunteer management group was re-established, increasing diversity of skill and talent. Theatre managers participated in Building Great Strategy series, specifically for council’s arts partners. A show directly targeted to an older, more vulnerable audience was the Roaring Twenties Cabaret. This was for vaccinated patrons only and became the theatre’s largest audience of the season. School tours for 120 students enjoyed the theatre environment, and a performance holiday programme took place. Older Youth Theatre students rehearsed Hello Dolly with 65 young people and auditions were held for Mary Pippins Junior, with over 50 auditioning.

x) ID 197: Operational grant to the Estuary Arts Centre and ID 198: Operational grant top up to the Estuary Arts Centre - In Q4 there were 10,040 participants and 99 programmes at Estuary Arts Centre. Harbour Hospice was supported to install works for their fundraiser and for Youth Week, staff assisted teens with prep for creating an outdoor mural. Schools’ engagement included Pinehurst School’s clay project, Kingsway School’s photography exhibition, plus regular term students. An exhibition by autistic artists and makers featured video, artwork, information displays and at the opening, young people shared their day to day lived experiences to 200 plus attendees. Silverdale Medical professionals enjoyed a mid-winter have-a-go art session. Much collaborative planning has gone into the July fashion extravaganza.

xi) ID 199: Operational grant to the Mairangi Arts Centre - In Q4 there were 4369 participants and 135 programmes at Mairangi Arts Centre. The 8th Hibiscus & Bays Art Awards Exhibition presented high calibre artworks. Torbay's Raft Studio, a walk in and create exhibition, enabled access to creative activities extending to textiles, sewing, needle crafts, macrame and crochet, while fostering well-being. Matariki was celebrated with Noho Tahi Tonu: Staying Connected, an exhibition and programme that was a collaboration with 13 local schools and community organisations along with iwi partner Te Herenga Waka o Orewa. Activity included Manu Aute (kite) making workshop sessions held for Wairau Valley students.

xii) ID 208: Local Contestable Grants and Facilities Grant Hibiscus and Bays – $77,165.87 has been allocated in Local Grants Round Two and $12,000.00 to the Multi-board Grants Round Two. $150,000 has been allocated to the Facilities Grant Round 2021/2022.

xiii) ID 3162: Legacy Rates Grants - Hibiscus and Bays - $50,961.55 has been allocated on nine applications in 2021/2022 Transitional Rates Grants.

xiv) ID 1719: Community Movie Events - A community movie event was delivered by Event Designers in April 2022. An accountability report is due on 30 June 2022 and a report will be provided to the local board.

Key activity achievements from the 2021/2022 work programme

16. Further key achievements in the delivery of the local board work programmes for 2021/2022 following on from point four in the executive summary include:

i) ID 788: HB: Urban Ngahere Growing FY22 - The Hibiscus and Bays planting plan development for 2021/2022 has been completed enabling 2022/2023 planting and handover to Community Facilities.

ii) ID 1249 HB: Local parks ecological volunteers and environmental programme FY22 - Volunteers donated 3,225 hours in Q4. Volunteer activity has been focused on planting preparation and planting for the winter season. Planting has occurred in the following reserves; Metro Park and Centennial Park. There have been three school plantings in Q4 at Metro Park, Karaka Cove and Stanmore Bay Park with a total of 2,100 plants planted and 310 student volunteer hours invested. Pest plant and animal pest control has now resumed as normal. New animal pest lines have been installed in the following parks; Red Beach Beachfront Reserve, Shadon-Springtime Reserve, Blake Greens Reserve, Alice Eaves Bush, Blue Heron reserve, and Rakauananga Point reserve (Gulf Harbour). Monitoring lines were installed in Metro Park and D’Oyly Reserve. A further twenty-one community plantings will take place over the winter planting season.

iii) ID 551: Restore Hibiscus and Bays Coordinator - Over this period the number of volunteers and community members directly engaged increased to 1,168 over the financial year achieving target to increase to over 30 per cent from baseline of 386. Restore’s wider engagement achieved average attendance of 30 at community hui’s. More than 10 new conservation projects established with new communities across Hibiscus and Bays. Restore successfully leveraged local board funding receiving an additional $150,000 in additional revenue. Four new staff roles generated from additional funding. The group delivered over 30 technical workshops for communities on pest control, indigenous forest restoration and water quality enhancement. Seven educational organisations (including schools) were supported, enabling ecological restoration and pest control with seven local educational providers. Over 5,000 native plants planted through projects directly supported by Restore. Most measures achieved for the financial year, with one or two outcomes with reduced results, with reasonable causes due to COVID-19 and staff changes.

iv) ID 864: Zero Waste Early Childhood Education Programme - Since its inception 36 Early Childhood Education centers have engaged with the programme. Following the second waste audits, the programme has finished in four centers. A brick making demonstration with used paper towels was shared with Adventure Kids and is proving a popular way to dispose of paper towels in some centers instead of landfilling them. Food scraps diversions have been put in place at several centers using the bokashi method. Most centres have opted for the City to Farm project to collect food scraps, with three centres self-managing via garden beds. Facilitators are working with Kakapo Creek (Torbay, rural site on East Coast Road) to set up food scraps diversions and garden beds at the site. Mat times continue to be an effective way of accessing centers and involving different waste related educational games which also upskill the staff. A new website will be created to market the programme and share resources for staff.

v) ID 873: Trash Free Taiaotea (Browns Bay Waste Minimisation Programme) - Five businesses received their Trash Free Taiaotea certification and two have close to zero certification. Partnerships have been developed with the 'Clean Up Crew' in the beach clean-up at Browns Bay, Hibiscus Coast Zero Waste to install a new veggie garden/soil science lab at Northcross Intermediate and a new partnership with Perfectly Imperfect (a social enterprise diverting food from landfill). The Waste Solutions team (the team) facilitated connection with Browns Bay School and two planting events at Long Bay Regional Park. This successfully diverted 45 kilograms of fruit and vegetables landfill. The team are working with the Browns Bay Business Association for the potential of a Perfectly Imperfect pop-up distribution shop to divert fruit and vegetables away from landfill. The team is also continuing to build relationship with East Coast Bays Library as a waste hub and progressing initiatives around battery recycling, worm farm and various waste reduction solutions and events.

Overview of work programme performance

Customer and Community Services work programme

17. In the Customer and Community Services work programme, there are 46 activities that were completed by the end of the year or will be by end of June 2022 (green), nine activities that are in progress but are delayed (amber), one activity that is not being delivered (red), and one activity that has been cancelled in the period March to June 2022 (grey). Activities with significant impact are discussed below:

Table 1: Customer and Community Services activities with significant impact

· Activity name	· RAG status	· Activity status	· Explanation and mitigation
· ID 214: Event partnership fund Hibiscus and Bays	· Red	· Not delivered	· Every event was negatively impacted by COVID-19, resulting in funds being refunded, reallocated, or carried forward. · · Accountability reports, once received, will be made available to the local board with advice on future event partnerships.
· ID 27992: Island View Drive - plant reserve vegetation	· Grey	· Cancelled	· This project has been cancelled as the planting of this area will not provide any difference in the cliff coastal erosion and will only provide a limited difference in rate of ground movement. ·
· ID 831: HB: Te Kete Rukuruku (Māori naming of parks and places) tranche two	· Amber	· In progress	· Delayed due to slow progress on Tranche one. Workshop will be scheduled for Q2, financial year 2022/2023, to discuss selection of Tranche two sites.
· ID 1538: Mairangi Bay Beach Reserves Management Plan variation	· Amber	· In progress	· Due to reduced staff capacity, no activity in this quarter. Project delayed and will start in Q1, Financial Year 2022/2023.
· ID 16475: (OLI) Kohu Street to Marine View, Orewa Beach - renew northern seawall	· Amber	· In progress	· A procurement process to appoint a coastal engineer and designer is underway. The contract is due to be awarded in June 2022. · · Next steps: Site investigation and survey work will commence in July 2022.
· ID 17932: 12 Hibiscus Coast Highway, Silverdale - renew facility	· Amber	· On hold	· Project on hold and being deferred to financial year 2023/2024, as a Strategic Assessment will need to be prepared by the Parks, Sport and Recreation team. · · Next steps: Await direction from the above assessment.
· ID 18544: East Coast Bays Community Centre building - refurbish facility	· Amber	· On hold	· The Service Investment and Programming Team presented the Findings Report on a needs assessment for this building to the Hibiscus and Bays Local Board in the 28 April 2022 workshop. Funding for the project was approved in June 2022. · · Next steps: The assessment, local board input and consultation with the building's stakeholders will help to inform the scope of works that will be require within this project commencing in quarter one FY2022/2023.
· ID 15332: Hibiscus and Bays - actions from signage audit	· Amber	· In progress	· Installation of signage in progress across various reserves. · · Next steps: Continue to install approved signage in June. Close out project.
· ID 18071: Hibiscus and Bays - deliver Centre Plan improvements	· Amber	· On hold	· This project is on hold until future years.
· ID 31019: Manly Beachfront (East) - install bollards along The Esplanade	· Amber	· On hold	· Community consultation results have been presented to local board along with four options to proceed with the project. Project on hold until next steps are decided. · · Next steps: Local board approval of preferred option to proceed.
· ID 24085: Orewa Library - comprehensive renewal incl. roof	· Amber	· In progress	· Project is due to recommence in FY2022/2023. · · Next steps: Scoping and design work to commence in quarter one FY2022/2023.

Infrastructure and Environmental Services work programme

18. In the Infrastructure and Environmental Services work programme, 16 activities were completed in the approved work programme (green).

External Partnerships work programme

19. In the External Partnerships work programme, there is one activity that was completed in the approved work programme (green).

Deferred activities

20. The Lead Financial Advisors are identifying projects from the local board’s 2021/2022 Locally Driven Initiatives (LDI) operational budget which meet the criteria to be carried forward.

21. Qualifying budgets of unfinished activities will be carried forward into 2021/2022 work programmes. These will be added to the work programme to be delivered in 2022/2023.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.

23. Work programmes were approved in June 2021 and many projects have been delivered. For projects that have required significant changes, climate change impacts have been assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to have resulted in changes to emissions.

24. The local board is invested in several sustainability projects, which aim to build awareness around waste management, water harvesting, pest control, and changing behaviour at a local level. These include:

· ID 55: Restore Hibiscus and Bays Coordinator

· ID 75 Pest Free Hibiscus Coast

· ID 864: Zero Waste Early Childhood Education Programme

· ID 663 Eco Neighbourhoods Hibiscus and Bays

· ID 74: Pest plans on private land Okura

· ID 867: Ko te wai he taonga: Water is a treasure

· ID 1320: Taonga tuku iho - Legacy - we preserve our past, ensure our future (environment) Hibiscus and Bays

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. When developing the work programmes council group impacts and views are presented to the local board.

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

Local impacts and local board views

26. This report informs the Hibiscus and Bays Local Board of the performance for quarter four ending 30 June 2022 and the performance for the 2021/2022 financial year.

Tauākī whakaaweawe Māori

Māori impact statement

27. The Hibiscus and Bays Local Board Plan 2020 provides a commitment framework through the development of initiatives that respond to Māori aspirations. The following activities have a Māori outcome focus, and meet the aspirations as detailed in the Hibiscus and Bays Local Board agreement 2021/2022.

· ID 586 Te Ao Māori and community led conservation

· ID 207: Māori responsiveness Hibiscus and Bays

· ID 3109 and 831: Te Kete Rukuruku (Māori naming of parks and places) tranche one and two

· ID 1314: Whakatipu i te reo Māori

· ID 206: Apply the Empowered Communities Approach.

Ngā ritenga ā-pūtea

Financial implications

28. This report is provided to enable the Hibiscus and Bays Local Board to monitor the organisation’s progress and performance in delivering the 2021/2022 work programme

Financial Performance

1. Auckland Council (Council) currently has a number of bonds quoted on the NZ Stock Exchange (NZX). As a result, the Council is subject to obligations under the NZX Main Board & Debt Market Listing Rules and the Financial Markets Conduct Act 2013 sections 97 and 461H. These obligations restrict the release of annual financial reports and results until the Auckland Council Group results are released to the NZX – on or about 29 August 2022. Due to these obligations the financial performance attached to this report is excluded from the public.

2. Due to these obligations the financial performance attached to the quarterly report is under confidential cover.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

3. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Overview of work programme performance’ section.

Ngā koringa ā-muri

Next steps

4. Work programmes for 2022/2023 were approved at the local board’s business meeting in June 2022.

5. Deferral of budgets of unfinished activities will be added into 2022/2023 work programmes by quarter one reporting.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Work Programme Update Q4 (Under Separate Cover)
b ⇩	HBLB Quarterly Performance Report June 2022 (Under Separate Cover) - Confidential

Ngā kaihaina

Signatories

Author	Saskia Coley – Local Board Advisor
Authoriser	Lesley Jenkins - Local Area Manager

Local Government Electoral Legislation Bill

File No.: CP2022/11784

Te take mō te pūrongo

Purpose of the report

1. To provide feedback to the Governing Body for when it considers an Auckland Council submission on the Local Government Electoral Legislation Bill (the Bill).

Whakarāpopototanga matua

Executive summary

2. The Local Government Electoral Legislation Bill is an omnibus bill in that it amends several statutes. It:

· removes the restriction of 20 councillors on the Governing Body

· provides a revised process for establishing Māori wards

· allows minor changes to local board boundaries for the purpose of alignment between ward and local board boundaries

· provides a dedicated process for the reorganisation of local boards

· provides more flexibility for lodging candidate nominations (eg electronic nominations)

· provides more detail around resolving ties and conducting recounts

3. The provisions that relate to Auckland Council are in response to submissions the council has made previously. Staff recommend general support for the provisions relating to the number of councillors on the Governing Body, the alignment of boundaries and a separate process for the reorganisation of local boards (as in the proposed Schedule 3A).

4. The process for establishing Māori wards arises out of feedback from consultation on a discussion document. The proposed provisions generally align with the feedback provided by Auckland Council on the discussion document. Some local boards at that time raised the issue of Māori representation on local boards. That has not been addressed in the proposed provisions.

5. Staff recommend support for the provisions relating to candidate nominations, tied votes and recounts.

6. The Local Government Electoral Legislation Bill is attached as Attachment A to the agenda report. There is an explanatory note at the front of The Local Government Electoral Legislation Bill. There is additional information, including Cabinet papers and submissions on the previous discussion document, on the Department of Internal Affairs website: https://www.dia.govt.nz/maori-wards

7. Attachment B to the agenda report contains a comparison of proposed provisions for the reorganisation of local boards in Schedule 3A with the current provisions in Schedule 3.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) consider its feedback on the Local Government Electoral Legislation Bill.

Horopaki

Context

8. The Local Government Electoral Legislation Bill (the Bill) was introduced on 26 July 2022. It has had its first reading and has been referred to the Governance and Administration Committee. Submissions to the committee close on 14 September 2022.

9. The Bill is an omnibus bill and amends three statutes.

10. It amends the Local Government (Auckland Council) Act 2009 to remove the set number of councillors on the governing body for Auckland Council. Like every other council, the number of councillors on the governing body will be able to be reviewed to be between 5 and 29 total councillors. Auckland Council has been requesting this since 2015.

11. It amends the Local Electoral Act 2001 to:

a) provide a revised process for establishing Māori wards

b) allow minor changes to local board boundaries for the purpose of alignment between ward and local board boundaries, to be included in the council’s proposal when it conducts its review of representation arrangements

c) provide more flexibility for lodging candidate nominations (eg electronic nominations)

d) provide more detail around resolving ties and conducting recounts.

12. It amends the Local Government Act 2002 to include a new Schedule 3A. The current schedule 3 deals with the reorganisation of councils (establishment, abolishment, amalgamation) and any reorganisation of local boards would currently have to be conducted under those provisions. The proposed schedule 3A provides a process specifically for unitary authorities which have local boards.

13. The Governing Body will consider a submission from Auckland Council at its meeting on 25 August 2022.

Tātaritanga me ngā tohutohu

Analysis and advice

Local Government Auckland Council Act 2009

14. The amendment to the Local Government Auckland Council Act 2009 to remove the restriction on the number of councillors on the Governing Body has been requested previously by the council. It will allow the council to review the total number of members when it conducts a representation review for the 2025 elections.

15. Every other council in New Zealand is able to review the number of councillors between a minimum of five and maximum of 29. In reviewing the number of councillors, Auckland Council will be able to consider Auckland’s growing population. It will also take into account that the number of members elected from Māori wards is proportional to the total number of councillors.

16. Staff propose that the Auckland Council supports this provision in line with its previous submissions.

Local Electoral Act 2001 – Māori wards

17. The proposed process for establishing Māori wards has two-steps:

a) A council decides whether it should have Māori representation

b) If a council resolves to have Māori representation, then it must provide for Māori wards when it conducts its representation review.

18. The Bill requires a council to consider Māori representation at the following times:

a) If the council did not have Māori wards for the previous two elections, it must consider Māori representation for the next election

b) If the council did have Māori wards for the previous two elections, then it may consider Māori representation for the next election.

19. Before a council decides whether to have Māori representation it must engage with Māori and other communities of interest and take their views into account.

20. The decision on whether to have Māori representation must be made by 20 December two years prior to an election. The review of representation arrangements takes place in the year prior to an election year, following the decision on Māori representation.

21. Auckland Council’s submission on the discussion document that preceded the bill reflected the position of the Governing Body that Māori representation in local government should be modelled on Māori representation in Parliament. The Parliamentary Māori electorate provisions are contained in legislation – the Electoral Act 1993. Any legislation, before it is made, must provide for public consultation through a select committee. Once enacted, legislation remains in place until Parliament chooses to review it.

22. The proposed process requires councils to consider Māori representation if they do not already have it, including engagement with Māori and the community. There is no requirement on councils to resolve to have Māori representation. However, if a council has Māori representation, then it is not required to reconsider Māori representation though it may if it chooses. Staff consider that the proposed process is in line with the previous position of the Governing Body and recommend support for the process.

23. Staff propose that Auckland Council supports these provisions.

24. Some local boards, in their feedback on the previous discussion document, advocated for Māori representation on local boards (the local board equivalent to a Māori ward would be a Māori subdivision). The Bill does not address this. Although possibly out of scope of the current proposals, local boards who feel strongly about Māori representation on local boards might consider advocating for this.

Local Electoral Act 2001 – minor changes to local board boundaries as part of a representation review

25. When a council establishes wards one of the principles it must observe is fair representation. This principle requires that each councillor represents the same number of people as the average across the whole of Auckland, within a 10 per cent margin. The Local Government Commission may approve exceptions to this requirement based on maintaining communities of interest. However, when ward boundaries have to change to meet the fair representation requirement, they get out of alignment with local board boundaries.

26. The Governing Body, at its meeting on 30 July 2015, aware of the potential for such misalignments to occur, resolved to:

“seek legislative change that provides the Local Government Commission the power to determine a change to a local board boundary where the key purpose is to achieve alignment with a ward boundary that is changed as a result of a review of representation; provided that either the change is minor or, if not minor, the change:

(i) ensures effective representation of communities of interest within both the local board area and the ward, and

(ii) is supported by the affected local boards, and

(iii) was publicly notified as part of the representation review.”

(GB/2015/1)

27. The advice received back at the time was that the Minister declined to take this forward. The Bill picks this issue up again but in a slightly different way.

28. Presently the boundaries of local boards can only be altered through a reorganisation process. This is a resource intensive process which means it is unlikely to be used to make minor changes to local board boundaries.

29. The Bill provides that a unitary authority, when it proposes its representation arrangements, is able to include proposals for adjusted local board boundaries in order to maintain alignment with ward boundaries where these are minor. The extent of permissible adjustment will be defined in regulations in terms of the maximum population transfer permitted. Staff expect this quantity to be low.

30. Such changes would need to result in boundaries that enable democratic local decision making by, and on behalf of, communities of interest throughout the district and enable equitable provision to be made for the current and future well-being of all communities of interest within the affected area. They would also, so far as practical, coincide with ward boundaries.

31. Staff consider that this provision will most likely be rarely used but support its inclusion as an option available to the council when it conducts its review of representation arrangements. The provisions in the Bill mean that any proposal to change local board boundaries will be included in the council’s initial proposal. The Governing Body has, in the past, consulted with local boards on any matters it includes in the council’s initial proposal that affect local boards. Following public notification of the initial proposal, the public and local boards can make submissions and the Governing Body then decides the council’s final proposal which is publicly notified for objections and appeals. The Local Government Commission determines any objections and appeals. There is therefore ample opportunity for consideration of a proposal to change local board boundaries to align with ward boundaries, with local boards and the public able to make their views known.

32. There are operational costs associated with changes to local board boundaries and these would need to be considered as part of any change to local board boundaries. For example, records on council’s property database include a local board field. A change to a local board’s boundaries would require changes to affected property records.

33. Staff propose that the Auckland Council supports these provisions.

Local Electoral Act 2001 – ties and recounts

34. The Bill provides that rather than resolving a tie by lot, a judicial recount is held. A council cannot be sworn in until recounts are resolved, but an urgent meeting may be held if necessary.

35. Staff propose that the Auckland Council supports this provision.

Local Electoral Act 2001 – candidate nominations

36. The Bill provides for candidates to submit nominations in a manner approved by the Electoral Officer (such as electronically).

37. Staff propose that the Auckland Council supports this provision.

Local Government Act 2002 – Schedule 3A - Establishment or reorganisation of local board areas in unitary authority districts

38. Currently any reorganisation of local boards would have to be carried out under the provisions relating to reorganisation of local authorities (Schedule 3 of the Local Government Act 2022). Because of this, these provisions are cumbersome when used solely to address local board numbers and boundaries within a single unitary authority. For example, they provide for dealing with assets and for transition committees, which are not relevant to local board reorganisation.

39. The Bill proposes a new Schedule 3A as a replacement for Schedule 3 when being used to address local board numbers and boundaries within a single unitary authority. It retains the two alternative processes for determining a reorganisation plan, but removes unnecessary requirements:

a) The Local Government Commission conducts an investigation, on receipt of a re-organisation initiative or a request for an investigation, and, as a result, adopts a re-organisation plan

b) A unitary authority adopts a re-organisation plan which the Local Government Commission must approve if the requirements in the Bill are met.

40. Attachment B contains a table comparing the current process under Schedule 3 with the proposed process under Schedule 3A. This shows the process the council would use for a reorganisation of local boards without a legislation change compared to the process with the legislation change.

41. The following describes the key elements of the process in Schedule 3A.

First process

42. Under the first process, a unitary authority or group of 10 per cent or more of electors (of the affected area), or the Minister, may submit a reorganisation initiative or request for an investigation. Before making a decision on whether to investigate the Commission must consult the unitary authority and any affected local board. If the Commission decide to investigate, it must adopt a process. The process must include consultation.

43. The Commission must take into account how best to achieve all of the following objectives:

a) enabling democratic decision making by, and on behalf of, communities within the local board area

b) better enabling the purpose of local government to be given effect to within the local board area

c) efficiencies and cost savings

d) assurance that a local board has the resources necessary to enable it to effectively perform or exercise its responsibilities, duties, and powers in respect of any local board area established or change

e) effective responses to the opportunities, needs, and circumstances of the affected areas

f) better alignment of local board areas with communities of interest

g) enhanced effectiveness of decision making for non-regulatory activities of a unitary authority

h) enhanced ability of local government to meet the changing needs of communities for governance and services into the future

i) effective provision for any co-governance and co-management arrangements that are established by legislation (including Treaty of Waitangi claim settlement legislation) and that are between local authorities and iwi or Māori organisations.

44. The Commission may then adopt a reorganisation plan. In deciding whether to adopt a reorganisation plan the Commission must have regard for:

a) the scale of the potential benefits of the proposed changes in terms of the objectives set out in the previous paragraph and the likelihood of those benefits being realised

b) the financial, disruption, and opportunity costs of implementing the proposed changes at the proposed time

c) the risks and consequences of not implementing the proposed changes at the proposed time

d) existing communities of interest and the extent to which the proposed changes will maintain linkages between communities (including iwi and hapū) and sites and resources of significance to them

e) the degree and distribution of demonstrable public support for the proposed changes within communities in the affected area

f) the degree and distribution of any public opposition to the proposed changes within communities in the affected area.

45. A reorganisation plan specifies:

a) the name of the district of the unitary authority

b) the number and names of local board areas within the district

c) the boundaries of—

(i) each local board area

(ii) electoral subdivisions, if any, of each local board area

d) the number of elected members of the local board for each local board area and, if a local board area is subdivided for electoral purposes, the number of members to be elected by the electors of each subdivision

e) whether each local board may include members appointed by the governing body of the unitary authority

f) for each local board, whether the chairperson of the local board is to be—

(i) elected by the members of the local board from among themselves using one of the systems of voting set out in the Local Government Act 2002; or

(ii) directly elected to that office by the electors of the local board area.

46. The provision in e) is relevant to local boards established under the Local Government Act 2002 and does not apply to Auckland Council local boards (Auckland Council local boards are established under the Local Government (Auckland Council) Act 2009). It allows a unitary authority to appoint ward councillors to local boards.

47. The provision in f) is also relevant to local boards established under the Local Government Act 2002 and not Auckland Council local boards.

Second process

48. The second process is termed a unitary authority-led reorganisation application. A unitary authority may adopt a reorganisation plan as if it were the Commission and then submit it to the Commission for approval.

49. Before submitting a unitary authority-led reorganisation application, the unitary authority must consider any views and preferences expressed by any local boards that would be affected by the reorganisation plan.

50. The reorganisation plan must be accompanied by—

a) a statement that

· explains how the plan will achieve the objectives (as set out above for an investigation by the Commission)

· provides a balanced assessment of the reorganisation plan and outlines the advantages and disadvantages of the plan.

b) a report from the affected unitary authority, adopted by that unitary authority, that records—

(i) unconditional support for the plan from the Governing Body of the unitary authority

(ii) any views and preferences expressed by any local boards that would be affected by the reorganisation plan

(iii) the public consultation undertaken by the unitary authority

(iv) the themes and outcomes of that consultation.

51. The Local Government Commission must not approve the reorganisation plan if:

a) the reorganisation plan is not accompanied by the required documentation; or

b) the Commission considers, on reasonable grounds, that—

(i) the provisions for adopting reorganisation plans, their notification and content, were not complied with; or

(ii) the unitary authority has not complied with the requirement to consider the views of affected local boards; or

(iii) the plan does not have the support of affected communities.

Submission

52. Staff consider the council should support a streamlined process defined for the reorganisation of local boards within a single unitary authority. The proposed process maintains the essence of the current process but provides a process that is more fit for purpose for local boards and requires a unitary authority to consider the views and preferences of affected local boards.

53. There has been longstanding provision for reorganising community boards as part of the review of representation arrangements conducted by a territorial authority. Community boards may be established and disestablished as a part of such a representation review. An option might be to deal with the reorganisation of local boards through a representation review similarly to community boards. Staff consider that this would not be appropriate. Local boards are a part of the shared decision-making governance of Auckland Council and not just a means of increasing representation at the community level. It is more appropriate for the reorganisation of local boards to be dealt with as if they were local authorities rather than as if they were community boards but the processes for reorganisation should be simpler than those for local authorities – as being proposed in Schedule 3A.

Tauākī whakaaweawe āhuarangi

Climate impact statement

54. The proposals being considered in this report are neutral in terms of impact on climate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

55. The outcome of a change in representation arrangements or the organisation of local boards would have implications for the group. However, the proposed legislative change is about the process for deciding the outcomes and not about the outcomes themselves.

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

Local impacts and local board views

56. The provisions relating to the alignment of local board and ward boundaries and the provisions for the reorganisation of local boards are of major significance to local boards. Local boards will be supported by local board staff with feedback or drafting their own submissions for attachment to the Auckland Council submission approved by the Governing Body.

57. The provisions relating to Māori wards are of significance to those local boards who consider there needs to be Māori representation on local boards (Māori subdivisions).

Tauākī whakaaweawe Māori

Māori impact statement

58. Staff are currently engaging with mana whenua and mataawaka on Māori representation. The models being considered are the ‘Parliamentary’ model (which the current legislation provides), the ‘Royal Commission’ model (which provides for an appointed mana whenua councillor as well as two elected members) and other less-developed models.

59. The current position of the Governing Body is to support the Parliamentary model but the Independent Māori Statutory Board has asked the Governing Body to also consider the Royal Commission model. The incoming Governing Body will reconsider its position based on feedback from the engagement in December 2022.

Ngā ritenga ā-pūtea

Financial implications

60. There are no financial implications surrounding the decisions to make a submission.

61. The proposed legislative provisions may or may not have financial implications. Engaging with the community on establishing Māori wards will have a cost. Increasing the number of councillors will have costs associated with councillor support and corporate property and technology assets. The reorganisation of local boards will have an associated cost.

62. Increasing the number of councillors is likely to have an impact on the remuneration of councillors under current Remuneration Authority determination framework.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

63. With all submissions to Parliament the time frame is constrained and there is a risk that local boards and the Governing Body do not have sufficient time to consider all the ramifications. Usually, this risk is mitigated in the sense that all other councils, Local Government New Zealand and Taituarā also make submissions – any aspect that is missed by one may be picked by another. However most other councils will not be interested in the provisions that apply only to Auckland or that apply only to unitary authorities. The mitigation here is that there has been good communication between the Department of Internal Affairs and Auckland Council at staff level.

Ngā koringa ā-muri

Next steps

64. Staff will be reporting the Bill to the Governing Body on 25 August 2022 and seeking approval for a submission to the Select Committee.

65. Boards who wish their feedback to be reported to the Governing Body should provide it by Monday 22 August 2022. Staff will recommend that the Governing Body delegates further consideration of local board feedback to the mayor and deputy mayor following the Governing Body meeting, then those boards who cannot meet the 22 August 2022 deadline have until Friday 26 August 2022.

66. The deadline for submissions to the select committee is 14 September 2022.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Local Government Electoral Legislation Bill (Under Separate Cover)
b	Comparison of current Schedule 3 and proposed Schedule 3A (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Warwick McNaughton - Principal Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Carol Hayward - Team Leader Operations and Policy

Lesley Jenkins - Local Area Manager

Local board feedback on the proposed Auckland Climate Grant programme 2022/2023

File No.: CP2022/12007

Te take mō te pūrongo

Purpose of the report

1. To seek local board feedback on the proposed new Auckland Climate Grant, including grant programme scope and criteria, priority action focus areas and timing of funding rounds.

Whakarāpopototanga matua

Executive summary

2. Budget for a climate grant programme was allocated through the 10-year Budget 2021-2031.

3. In 2021/2022 these additional funds were distributed through the existing Regional Environment and Natural Heritage grant while staff worked to establish a new grant scheme.

4. Staff have now developed a proposal for a new Auckland Climate Grant. This has been developed with feedback from mana whenua and community group stakeholders.

5. In 2022/2023 the Auckland Climate Grants programme has a budget of $400,000.

6. The purpose of the grant scheme is to support projects that will:

· reduce greenhouse gas emissions through community-based action

· build community resilience to climate change impacts

· support Māori-led responses to climate change.

7. Key priority areas for funding for the grant in 2022/2023 have been identified, based on the priorities in Te Tāruke-ā-Tāwhiri and an analysis of other available grants. They are:

· Transport: Projects that support a low carbon and safe transport system

· Built Environment and Energy: Projects that support a built environment and energy system that provides for a low carbon, climate disaster resilient Auckland

· Food: Projects that support a low carbon, resilient, local food system and enable Aucklanders to make sustainable and healthy food choices

· Māori-led projects: Projects that build Māori capacity to respond to climate impacts and support mana whenua and mātāwaka to reduce emissions and build community resilience.

8. All local board feedback received by 26 August 2022 on the proposed Auckland Climate Grant will inform the recommendation to the Environment and Climate Change Committee.

9. The proposed Auckland Climate Grant will be presented to the Environment and Climate Change Committee for approval on 8 September 2022.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) provide feedback on the proposed Auckland Climate Grant.

Horopaki

Context

New funding for a climate grant scheme

10. Budget for a climate grant programme was allocated through the 10-year Recovery Budget 2021-2031. The grant was intended to provide increased investment to support local community-based climate projects that would:

· reduce emissions

· increase community resilience to climate impacts

· generate more community-based climate action projects, reaching at least 20,000 Aucklanders over 10 years.

11. Previously support for regional sustainable living projects has been allocated through the Regional Environment and Natural Heritage (RENH) grant programme.

12. In 2020/2021 staff distributed the increased funding for community climate projects through the RENH. This allowed funds to be allocated rapidly to the community by December 2021, after the adoption of the Recovery Budget in July 2021.

13. While funds were being allocated in this fashion, staff carried out a review of the current processes used to distribute climate and sustainability grants through the RENH along with the other priorities it covers such as conservation, water quality and kaitiakitanga.

14. The review showed that there are various disadvantages to continuing to use the existing Regional Environmental and Natural Heritage Grant to distribute climate and sustainability projects. These include that:

· the existing process covers many priorities with less clear guidance about what type of climate projects to fund than might be expected from a stand-alone climate grant

· assessment processes are more complex and time consuming for staff due to the wide range of priorities – they require various moderation and review workshops to ensure that grants are being compared fairly across the range of priority areas.

15. Staff determined that creating a stand-alone climate grant would provide a better experience for applicants and simplify and improve the grant assessment process.

Stocktake of existing grants and analysis of allocations

16. To develop a new climate grant, staff carried out a review of other grants that are available to fund projects which have climate outcomes. Grants identified include the:

· RENH – provides funding for conservation projects

· Community Coordination and Facilitation grant – supports capacity building for conservation groups

· Waste Minimisation and Innovation Fund

· Love Food Hate Waste

· Auckland Transport Community Bike Fund

· Ngā Tiriti Ngangahau - The Vibrant Streets Programme

· local board grants to projects with climate outcomes.

17. Grants external to Auckland Council, such as those offered through Foundation North were also considered. This process aimed to avoid the grant ‘duplicating’ or ‘replacing’ other potential sources of funding for community groups.

18. Staff also analysed allocations from regional and local grants to over 200 projects with climate outcomes over the last five years. This review yielded insights into which areas the community are already active and working in (and seeking funding in). It also identified that some Aucklanders are being under-served by our current grants processes.

19. The proposed new climate grant aims to expand areas of community enthusiasm for climate action and to make the grant process more accessible to some under-served groups (including Māori, Pacific people, other diverse ethnic groups and youth-led organisations).

20. Three online workshops were also held to get feedback from community group stakeholders and previous grant applicants in May 2022.

Tātaritanga me ngā tohutohu

Analysis and advice

21. An outline of the proposed grant purpose, priorities, criteria, activities that are in scope and exclusions are provided below for local board members to review.

Proposed grant purpose

22. For the 2022/2023 pilot year the Auckland Climate Grant programme has a proposed purpose of supporting projects that:

· reduce greenhouse gas emissions through community-based action

· build community resilience to climate change impacts

· support Māori-led responses to climate change

23. The Auckland Climate Grant programme will support community projects focused on providing resources, education, and opportunities that result in more Aucklanders engaging with climate change issues. It will support Aucklanders to make behaviour changes in areas with the greatest greenhouse gas emissions reduction potential.

24. Projects that support reductions in greenhouse gas emission will be the focus for the 2022/2023 funding allocations with a target allocation of 70 per cent of grants. This allocation target will be reviewed annually. This 70 per cent may also include projects that are Māori-led (the purpose statements are not exclusive).

25. The Auckland Climate Grant programme will also support projects that build community resilience to respond to the impacts of climate change. Projects should focus on giving Aucklanders a voice in proactive community resilience planning and climate adaptation, particularly communities who will be the most vulnerable to climate impacts and have traditionally been under-served by the council.

26. By building stronger connections between neighbours and within neighbourhoods, at key community sites, and with community-based organisations, projects can create resilience against climate-related stresses with a focus on food and energy.

27. The Auckland Climate grant programme will also aim to support projects that enable mana whenua and mātāwaka to respond to climate change. The allocation of funding will recognise the partnership between the council and Māori-led organisations – particularly mana whenua in the council’s role as a partner under Te Tiriti o Waitangi.

Scope and criteria

28. Projects supported through the Auckland Climate Grant programme should meet one or more of the following criteria:

· result in new or expanded climate action activity, either by implementing new initiatives, or by significantly expanding the scope or coverage of existing activities

· support mana whenua and mātāwaka to reduce carbon emissions and build community resilience to climate related impacts

· provide support and resources to Māori organisations and community groups to build organisational capacity and capability, develop strategic plans and develop sustainable funding models, increasing the total funding or support secured for climate projects in Auckland

· increase participation in climate action activity in high emission communities (generally, higher income communities) targeting the highest emitting behaviours

· increase participation in activities that build community resilience in under-served communities who most need our support to respond to climate impacts

· support Aucklanders of different ages, abilities and ethnicities to take climate action.

Climate action priority areas

29. Projects supported through the climate grant may address a wide range of the priorities included in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan including built environment, energy, transport, communities and coast, food, and Te Puawaitanga ō te Tātai.

30. For the 2022/2023 pilot year priority will be given to applications under the transport, energy and food themes and to Māori-led projects. This will include:

· Transport: Projects that support a low carbon, safe transport system that delivers social, economic and health benefits for all.

· Food: Projects that support a low carbon, resilient, local food system that provides all Aucklanders with access to fresh, sustainable, affordable and healthy food and projects that support Aucklanders to make sustainable dietary choices.

· Energy: Projects that support a built environment and energy system that provides for a low carbon, climate disaster resilient Auckland.

· Māori-led projects: Projects building Māori capacity to respond to climate change and supporting mana whenua and mātāwaka to reduce emissions and build community resilience.

31. Some projects that support other priorities in the plan may also be funded. These include:

· Built Environment: Projects that support a low carbon and resilient built environment.

· Communities: Projects that support communities to increase awareness of climate change and to prepare for changes in our climate and coastline and projects that support Aucklanders to understand their carbon footprints and changes they can made to reduce these.

32. Applicants will be directed for future guidance on what types of activities to support through these priorities to Auckland Council’s Live Lightly website, which provides advice and information for individuals and community groups on climate change: https://livelightly.nz/

33. Priority areas will be updated on an annual basis.

Exclusions

34. General grant programme exclusions outlined in the Community Grants policy will apply to the Auckland Climate Grants. In addition, specific exclusions for the Auckland Climate Grants programme are:

· climate action projects focused on the natural environment, industry and the economy are out of scope for the Auckland Climate Grant programme – this will avoid duplication with other funds such as the RENH and Climate Connect, the new climate innovation hub being developed by Tātaki Auckland Unlimited

· projects with a focus on the circular economy, food waste, composting, upcycling, recycling, repair and reuse should apply through the Waste Minimisation and Innovation Fund

· activities whose primary purpose is the private gain or advancing of private business interests without a significant public good component

· purchase of vehicles and any related ongoing maintenance, repair, overhead costs or road user charges

· conference fees and costs

· funding for existing roles or organisational costs

· subscription services where these are ongoing and not associated with a specific event or outcome

· replication of council services

· websites and electronic platforms.

Applicants

35. The grant will be open to community groups, neighbourhoods, mana whenua and mātāwaka applicants, social enterprises, businesses, business improvement districts and education providers (early childhood centres, schools, kura and tertiary institutions).

36. Staff propose to hold several response grants rounds which are intended to make the application process quicker, simpler and easier for community groups and increase the volume of successful applications from under-served groups.

Types of grants available

37. Grants from $1,000 up to $50,000 will be offered, with both response grants and strategic grants available as shown in Table 1 below.

Response grants ($1,000 - $15,000)

38. These grants seek to grow community participation in climate action, and amplify existing community action, particularly among under-served communities such as youth, Pacific peoples and Māori-led groups.

39. Applications will be encouraged from groups that have not previously engaged with climate action activity or are rapidly building capacity in this area.

40. Staff propose that for these smaller grants, allocation decisions will be made by the General Manager of Environmental Services.

Strategic grants ($15,000 – $50,000)

41. These grants seek to support programmes and activities aligning with the Auckland Climate Grant purpose, scope and priority actions. Strategic grants will be expected to have more significant impacts than response grants. They could potentially be used to either expand best practise projects or develop innovative new responses to the climate challenge.

42. Staff propose that allocation decisions for strategic grants could be made by the Environment and Climate Change Committee (or equivalent committee) in future years.

43. In 2022, because of the timing of the proposed grant adoption decision in early September, staff propose that decision-making for the strategic grant be delegated to the General Manager Environmental Services for this year. This will provide continuity of funding for community groups by December 2022.

44. If grants are approved by a committee of council, it will not be possible for them to be allocated to community groups until May 2023 due to the timing of the election and the Christmas and New Year holidays.

Table 1. Timing of grants rounds

Open

Close

Decision date

Response grants

September 2022

February 2023

April 2023

October 2022

March 2023

May 2023

November 2022

April 2023

June 2023

Strategic grants

September 2022

October 2022

December 2022

Tauākī whakaaweawe āhuarangi

Climate impact statement

45. The Auckland Climate Grant will support projects that lead to community climate change action to reduce carbon emissions and increase community resilience to climate impacts. The provision of grants through the Auckland Climate Grant programme contributes towards Te Tāruke-ā-Tāwhiri: Auckland's Climate Plan action area C4: Remove barriers and support community initiatives that reduce emissions and build resilience in a fair way.

46. Individual projects supported through the Auckland Climate Grant programme may respond to a range of action areas within Te Tāruke-ā-Tāwhiri: Auckland's Climate Plan including:

· Action area T3: Increase access to bicycles, micro-mobility devices and the safe, connected and dedicated infrastructure that supports their use.

· Action area C1: Work together to strengthen the resilience of our communities, people and places.

· Action area F4: Increase supply and demand for local, seasonal and low carbon food.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

47. The Auckland Climate Grants may potentially impact work within the Waste Solutions and Customer and Community Services departments, and the existing support provided to community-led food initiatives. Input from the Waste Solutions department and Regional Service Planning, Investment and Partnerships team within Customer and Community Services was sought during the development of the Auckland Climate Grant and their views on relevant applications will be sought during the delivery of the 2022/2023 pilot grant rounds.

48. The Auckland Climate Grants support of community-led transport initiatives may have an impact on Auckland Transport. Input from Auckland Transport was sought during the Auckland Climate Grant development and their views on relevant applications will be sought during the delivery of the 2022/2023 pilot grant rounds.

49. Input into the Auckland Climate Grant was sought from Tātaki Auckland Unlimited. These grants will not overlap with support provided through Climate Connect and there is no impact on Tātaki Auckland Unlimited.

50. The Environment Climate Committee decision is not a strategy, bylaw, policy or plan so the local board’s feedback can be made under delegated authority if needed (Local Government Act 2022, schedule 7 clause 36D (1) (a)).

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

Local impacts and local board views

51. Equitable geographical distribution of grant allocations across different local board areas will be considered alongside other factors when setting funding recommendations for the Auckland Climate Grants.

52. Information on funding allocation and successful applicants will be provided to all relevant local boards following the approval of grant recommendations by the General Manager Environmental Services or Environment and Climate Change Committee.

53. Local boards have the ability to operate their own local grants programmes and may choose to fund local climate action projects and activities, some of which may complement the grants provided at a regional level, or vice versa.

54. Local board views are being sought on the proposal to establish the Auckland Climate Grant programme. Local board feedback will inform the recommendation to the Environment and Climate Change Committee on 8 September 2022.

Tauākī whakaaweawe Māori

Māori impact statement

55. Staff presented to the Infrastructure and Environmental Services Mana Whenua Hui seeking feedback from mana whenua kaitiaki representatives on aspects of the grant development.

56. Key feedback points included the need for the grant process to be easy and accessible to mana whenua organisations and for the grants to build capacity of mana whenua to respond to climate change.

57. From December 2021 to March 2022, Māori specialists in the Community Climate Action team also met with each of the 19 iwi to seek their feedback on climate priorities that they would like to see advanced through the sustainable and resilient marae project. Feedback from mana whenua through this process has informed the priorities identified in the grant scheme, particularly in relation to Māori-led climate action.

Ngā ritenga ā-pūtea

Financial implications

58. Budget for the Auckland Climate Grants was allocated through the 10-year Recovery Budget 2021-2031. For 2022/2023 financial year there is $300,000 available for allocation.

59. As climate projects had historically been supported through the Regional Environment and Natural Heritage (RENH) grant programme, $100,000 from the RENH grant budget will be used to support grant allocations through the Auckland Climate grant.

60. Grant allocations through the Auckland Climate grant response and strategic grant rounds will be managed within the $400,000 total grant budget. The majority of funds will be allocated through the strategic grants round.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

61. A risk assessment has only identified two low level risks associated with the adoption of the Auckland Climate Grant programme. These are listed below along with the mitigations:

· Low reputational risk – applicants may query the grant scope, priorities and decision making and feel these are inconsistent or unfair. This risk is mitigated through the grant development process seeking community input and the transparent evaluation and assessment process applied to guide decision making.

· Low financial risk – insufficient applications of sufficiently high quality will be received to fully allocate available funds. This risk is mitigated through grant programme promotion and applicant support. Support with the application process will be available from Auckland Council staff and community contractors involved with delivery of other areas of the Community Climate Action Team local and regional work programme.

62. Once grant allocation decisions are made, staff will maintain regular contact with grant recipients during project implementation to follow up on progress and make sure any risks of individual projects are properly addressed.

Ngā koringa ā-muri

Next steps

63. All local board feedback received by 26 August 2022 on the proposed Auckland Climate Grant will be considered before an updated version is presented to committee.

64. Staff will present the proposed Auckland Climate Grant to Environment and Climate Change Committee for approval on 8 September 2022.

65. Once guidelines for the Auckland Climate Grant have been approved, staff will start the promotion and delivery of 2022/2023 Auckland Climate Grant funding rounds.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Emma Cowie-Dixon - Principal Advisor

Jacob van der Poel - Advisor Operations and Policy

Authorisers

Carol Hayward - Team Leader Operations and Policy

Louise Mason - General Manager Local Board Services

Lesley Jenkins - Local Area Manager

Chairperson	Gary Brown
Deputy Chairperson	Victoria Short
Members	Andy Dunn
	Janet Fitzgerald, JP
	Gary Holmes
	Julia Parfitt, JP
	Alexis Poppelbaum
	Leanne Willis

Author	Charlie Inggs - Democracy Advisor
Authoriser	Lesley Jenkins - Local Area Manager