1 Nau mai | Welcome

2 Ngā Tamōtanga | Apologies

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

3 Te Whakapuaki i te Whai Pānga | Declaration of Interest

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 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Māngere-Ōtāhuhu Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 21 September 2022, the extraordinary minutes of its meeting, held on Wednesday, 26 October 2022 and the extraordinary minutes of its meeting, held on Thursday, 17 November 2022, as a true and correct record.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

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

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | 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 Māngere-Ōtāhuhu 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 - Fungataua Trust Presentation

Te take mō te pūrongo

Purpose of the report

1. Sekisipia Tangi from The Fungataua Trust will be in attendance to present the Trust’s visions, aims, strategic plans and the community and social development work they are implementing for Māngere-Ōtāhuhu Pasifika communities.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakamihi / thank Sekisipia Tangi from The Fungataua Trust for his attendance and presentation.

8.2 Deputation - PJ Campbell - Tuia rangatahi

Te take mō te pūrongo

Purpose of the report

1. PJ Campbell, the local board representative on the Tuia Programme, will be in attendance to present his involvement and experiences in the programme.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakamihi / thank PJ Campbell from the Tuia Programme for his attendance and presentation.

8.3 Deputation - Albert Scott - Aorere Park Residents

Te take mō te pūrongo

Purpose of the report

1. Albert Scott from Aorere Park Residents Group will be in attendance to speak to the board about his organisation’s work in the community, issues with users, and levels of service.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakamihi / thank Albert Scott from Aorere Park Residents Group for his attendance and presentation.

9 Te Matapaki Tūmatanui | Public Forum

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

9.1 Public Forum - Ōtāhuhu United Association Football Club Inc

Te take mō te pūrongo

Purpose of the report

1. Stephen West, Chairperson for the Ōtāhuhu United Football club will be in attendance to update the board on infrastructure matters at Seaside Park.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakamihi / thank Stephen West from the Ōtāhuhu United Football club for his attendance and public forum presentation.

9.2 Public Forum - Māngere United Football club

Te take mō te pūrongo

Purpose of the report

1. Mohammed Imran, Chairperson for the Māngere United Football club will be in attendance to update the board on matters pertaining to the club and to thank the board for its support.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakamihi / thank Mohammed Imran from Māngere United Football club for his attendance and public forum presentation.

9.3 Public Forum - Lucie Newport

Te take mō te pūrongo

Purpose of the report

1. Lucie Newport, resident of Māngere Bridge will be in attendance to discuss social conduct issues at Māngere Bridge.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakamihi / thank Lucie Newport for her attendance and public forum presentation.

10 Ngā Pakihi Autaia | Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

No.	Title	Page
a ⇩	7 December 2022: Māngere-Ōtāhuhu Local Board – Item 13 - Chairpersons Report - Tauanu’u Nanai Nick Bakulich - report	15

No.	Title	Page
a ⇩	Auckland Transport – December 2022 - Update to Māngere-Ōtāhuhu Local Board: Responses on public nuisance at Coronation Road, Māngere Bridge	19

Māngere-Ōtāhuhu Local Board

07 December 2022

Approval for two new private road names and one public road name at 117 Coronation Road, Māngere Bridge (Development Stage 2 and 3)

File No.: CP2022/15645

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Māngere-Ōtāhuhu Local Board to name one public road and two new private roads, being commonly owned access lots (COALs), created by way of a subdivision development at 117 Coronation Road, Māngere Bridge.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Road Naming Guidelines (the Guidelines) set out the requirements and criteria for proposed road names. The guidelines state that where a new road needs to be named as a result of a subdivision or development, the subdivider /developer shall be given the opportunity of suggesting their preferred new road name/s for the local board’s approval.

3. On behalf of the developer and applicant, Oaks Property Management Ltd, agent Jaskirat Singh of Maven Associates Ltd has proposed the names presented below for consideration by the local board.

4. The proposed road name options have been assessed against the Guidelines and the Australian & New Zealand Standard, Rural and Urban Addressing, AS NZS 4819:2011 and the Guidelines for Addressing in-fill Developments 2019 – LINZ OP G 01245 (the Standards). The technical matters required by those documents are considered to have been met and the proposed names are not duplicated elsewhere in the region or in close proximity. Mana whenua have been consulted in the manner required by the Guidelines.

5. The proposed names for the new public and private roads at 117 Coronation Road are:

Road 1 (Public Road)

· Huri Street (applicant’s preference)

· Whakaata Street (alternative)

· Ika Street (alternative)

Road 2 (COAL)

· Tima Lane (applicant’s preference)

· Kopura Lane (alternative)

· Timotimo Lane (alternative)

Road 3 (COAL)

· Tukari Lane (applicant’s preference)

· Tuahu Lane (alternative)

· Ahu Lane (alternative).

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakaae / approve the names ‘Huri Street’ (Road 1) for the new public road, ‘Tima Lane’ (Road 2) and ‘Tukari Lane’ (Road 3) for the new private roads created by way of subdivision at 117 Coronation Road, Māngere Bridge, in accordance with section 319(1)(j) of the Local Government Act 1974 (road naming reference RDN90104103, resource consent references BUN60380373 and SUB60380375).

Horopaki

Context

6. Resource consent reference BUN60380373 (subdivision reference number SUB60380375) was issued in November 2021 for a three-stage subdivision, creating 226 lots, one public road and nine commonly owned access lots (COALs).

7. Stage 2 and 3 of the subdivision involves the creation of 187 lots, one public road and eight commonly owned access lots.

8. Site and location plans of the development can be found in Attachments A and B.

9. In accordance with the Standards, every public road and any private way, COAL, or right of way, that serves more than five lots generally requires a new road name in order to ensure safe, logical and efficient street numbering.

10. In this development the public road therefore requires a name and also two new COALs (Road 2 and Road 3) as they each serve more than five lots. The other COALs do not need to be named as they will have street numbers allocated off the newly named public road. This can be seen in Attachment A, where the roads that require a name are highlighted in yellow.

Tātaritanga me ngā tohutohu

Analysis and advice

11. The Guidelines set out the requirements and criteria for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across Auckland. The Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name/s for the local board’s approval

12. The Guidelines provide for road names to reflect one of the following local themes with the use of Māori names being actively encouraged:

· a historical, cultural, or ancestral linkage to an area; or

· a particular landscape, environmental or biodiversity theme or feature; or

· an existing (or introduced) thematic identity in the area.

13. Theme: The proposed names all reflect a historic link to the area:

Proposed name	Meaning (as described by applicant)
ROAD 1
Huri Street (applicant’s preference)	‘Huri’ is the seed tubers term for planting purposes, which is a historic link to the area, as this was used in the gardening practices of the early Māori settlers.
Whakaata Street (alternative)	‘Whakaata’ is translated to reflection, this has a historical link as Māngere Mountain is a place of reflection and people seek understanding, peace, healing, hope, and renewal.
Ika Street (alternative)	‘Ika’ translates to fish, which is a historic link to the area, as the early Māori settlers found the area of Māngere to be attractive for settlement due to the abundance of fish.
ROAD 2
Tima Lane (applicant’s preference)	‘Tima’ is the term for grubbers that were made from a forked branch, with a flattened blade and a round handle. This term is a historic link to the area, as the early Māori settlers used this tool for loosening soil when gardening.
Kopura Lane (alternative)	‘Kopura’ is the seed tubers term for planting purposes, which is a historic link to the area, as this was used in the gardening practices of the early Māori settlers.
Timotimo Lane (alternative)	‘Timotimo’ is the term for grubbers that were made from a forked branch, with a flattened blade and a round handle. This term is a historic link to the area, as the early Māori settlers used this tool for loosening soil when gardening.
ROAD 3
Tukari Lane (applicant’s preference)	‘Tukari’ is the term used to describe the formation of little hillocks in which tubers are planted, which is a historic link to the area, as this was used in the gardening practices of the early Māori settlers.
Tuahu Lane (alternative)	‘Tuahu’ is the term used to describe the formation of little hillocks in which tubers are planted, which is a historic link to the area, as this was used in the gardening practices of the early Māori settlers.
Ahu Lane (alternative)	‘Ahu’ is the term used to describe the formation of little hillocks in which tubers are planted, which is a historic link to the area, as this was used in the gardening practices of the early Māori settlers.

14. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the Guidelines and the Standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.

15. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable for use at this location.

16. Road Type: Both ‘Street’ and ‘Lane’ are acceptable road types suiting the form and layout of the respective roads.

17. Consultation: Mana whenua were consulted in line with the processes and requirements described in the Guidelines. Additional commentary is provided in the Tauākī whakaaweawe Māori section that follows.

Tauākī whakaaweawe āhuarangi

Climate impact statement

18. The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. The decision sought for this report has no identified impacts on other parts of the Council group. The views of council controlled organisations were not required for the preparation of the report’s advice.

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

Local impacts and local board views

20. This report seeks the local board’s decision and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

21. To aid local board decision making, the Guidelines include an objective of recognising cultural and ancestral linkages to areas of land through engagement with mana whenua, particularly through the resource consent approval process, and the allocation of road names where appropriate. The Guidelines identify the process that enables mana whenua the opportunity to provide feedback on all road naming applications and in this instance, the process has been adhered to.

22. On 14 June 2022, the applicant’s agent contacted mana whenua on behalf of the applicant, as set out in the Guidelines. Representatives of the following groups with an interest in the general area were contacted and asked to comment on a suite of names proposed by the applicant

· Ngāi Tai Ki Tāmaki (Ngāi Tai ki Tāmaki Tribal Trust)

· Ngāti Maru (Ngāti Maru Rūnanga Trust)

· Ngāti Pāoa (Ngāti Paoa Iwi Trust)

· Ngāti Pāoa (Ngāti Paoa Trust Board)

· Ngāti Tamaterā (Ngāti Tamaterā Settlement Trust

· Ngāti Te Ata (Te Ara Rangatu o Te Iwi o Ngāti Te Ata Waiohua)

· Ngāti Whanaunga (Ngāti Whanaunga Incorporated)

· Ngāti Whātua Ōrākei

· Te Ahiwaru – Waiohua (Makaurau Marae Māori Trust)

· Te Kawerau ā Maki

· Te Ākitai Waiohua (Te Ākitai Waiohua Iwi Authority)

· Waikato – Tainui (Te Whakakitenga o Waikato Incorporated)

· Ngāti Tamaoho.

23. On 15 June 2022, Ngāti Tamaoho provided the following response:

· “Ngāti Tamaoho defer the acceptance or not of the names to Te Ākitai Waiohua.”

24. On 22 June 2022 Te Ākitai Waiohua responded supporting the Te Reo names put forward and further gifted some additional alternatives.

25. Based on the feedback and naming suggestions from Te Ākitai Waiohua, the applicant has adopted a gifted name as their preferred option for each road. Some of the other names supported and gifted by Te Ākitai Waiohua have also been adopted as the alternative names.

26. To date (27 October 2022), no further responses, comments, or feedback have been received.

27. This site is not listed as a site of significance to mana whenua.

Ngā ritenga ā-pūtea

Financial implications

28. The road naming process does not raise any financial implications for the Council.

29. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once approval is obtained for the new road names.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30. There are no significant risks to Council as road naming is a routine part of the subdivision development process, with consultation being a key component of the process.

Ngā koringa ā-muri

Next steps

31. Approved road names are notified to LINZ and are recorded on its New Zealand wide land information database. LINZ provides all updated information to other users, including emergency services.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Report Attachment A - Site Plan	29
b ⇩	Report Attachment B - Location Map	31

Ngā kaihaina

Signatories

Author

Amy Cao - Subdivision Advisor

Authorisers

Trevor Cullen - Team Leader Subdivision

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Approval for a new private road name at 23 and 25 Sullivan Avenue, Māngere Bridge

File No.: CP2022/15909

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Māngere-Ōtāhuhu Local Board to name a new private road, being a commonly owned access lot (COAL), created by way of a subdivision development at 23 and 25 Sullivan Avenue, Māngere Bridge.

Whakarāpopototanga matua

Executive summary

3. On behalf of the developer and applicant, Nest or Invest Ltd, agent Vanessa Sader of Cato Bolam has proposed the names presented below for consideration by the local board.

5. The proposed names for the new private road at 23 and 25 Sullivan Avenue are:

· Kaaramuramu Lane (applicant preferred)

· Sully Lane (alternative)

· Lomandra Lane (alternative).

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakaae / approve the name Kaaramuramu Lane for the new private road created by way of subdivision at 23 and 25 Sullivan Avenue, Māngere Bridge, in accordance with section 319(1)(j) of the Local Government Act 1974 (Road naming reference RDN90102753, resource consent references BUN60382758 and SUB60382881).

Horopaki

Context

6. Resource consent reference BUN60382758 (subdivision reference number SUB60382881) was issued in February 2022 for the creation of 15 new residential lots and one commonly owned access lot (COAL).

7. Site and location plans of the development can be found in Attachments A and B.

8. In accordance with the Standards, any road including private ways, COALs, and right of ways, that serve more than five lots generally require a new road name in order to ensure safe, logical and efficient street numbering.

9. In this development, only one of the new COALs therefore requires a road name because it serves more than five lots. This can be seen in Attachment A, where the COAL that requires a name is highlighted in yellow.

Tātaritanga me ngā tohutohu

Analysis and advice

10. The Guidelines set out the requirements and criteria of the council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across Auckland. The Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred new road name/s for the local board’s approval

11. The Guidelines provide for road names to reflect one of the following local themes with the use of Māori names being actively encouraged:

· a historical, cultural, or ancestral linkage to an area; or

· a particular landscape, environmental or biodiversity theme or feature; or

· an existing (or introduced) thematic identity in the area.

12. Theme: The preferred name reflects a link to the existing road name associated with the development, and the alternatives reflect environmental links to the development and local area.

Proposed name	Meaning (as described by applicant)
Kaaramuramu Lane (applicant preferred)	Karamu is a native tree (Coposma robusta) which can be found on the eastern fields and above the old quarry on Māngere Mountain. Historically it is known for its medicinal use as its leaves could be boiled down and used to create a drink to help stomach and kidney troubles. Kaaramuramu was selected as the extended version of Karamu which was not available for use.
Sully Lane (alternative)	This name was selected as an ode to Sullivan Avenue being the location of the development.
Lomandra Lane (alternative)	Lomandra is a versatile, evergreen clumping plant. They are ideal for preventing erosion on embankments and as a habitat plant attract butterflies and lizards. It will be planted along the frontage of the units and common driveway.

13. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the Guidelines and the Standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.

14. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable for use at this location.

15. Road Type: ‘Lane’ is an acceptable road type for the new private road, suiting the form and layout of the COAL.

16. Consultation: Mana whenua were consulted in line with the processes and requirements described in the Guidelines. Additional commentary is provided in the Tauākī whakaaweawe Māori section that follows.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17. The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. The decision sought for this report has no identified impacts on other parts of the Council group. The views of council controlled organisations were not required for the preparation of the report’s advice.

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

Local impacts and local board views

19. This report seeks the decision of the local board and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

20. To aid local board decision making, the Guidelines include an objective of recognising cultural and ancestral linkages to areas of land through engagement with mana whenua, particularly through the resource consent approval process, and the allocation of road names where appropriate. The Guidelines identify the process that enables mana whenua the opportunity to provide feedback on all road naming applications and in this instance, the process has been adhered to.

21. On 30 May 2022 mana whenua were contacted by Vanessa Sader (agent) on behalf of the applicant, as set out in the Guidelines. Representatives of the following groups with an interest in the general area were contacted:

· Ngāi Tai Ki Tāmaki (Ngāi Tai ki Tāmaki Tribal Trust)

· Ngāti Maru (Ngāti Maru Rūnanga Trust)

· Ngāti Pāoa (Ngāti Paoa Iwi Trust)

· Ngāti Pāoa (Ngāti Paoa Trust Board)

· Ngāti Tamaterā (Ngāti Tamaterā Settlement Trust

· Ngāti Te Ata (Te Ara Rangatu o Te Iwi o Ngāti Te Ata Waiohua)

· Ngāti Whanaunga (Ngāti Whanaunga Incorporated)

· Ngāti Whātua Ōrākei

· Te Ahiwaru – Waiohua (Makaurau Marae Māori Trust)

· Te Ākitai Waiohua (Te Ākitai Waiohua Iwi Authority)

· Te Kawerau ā Maki

· Waikato – Tainui (Te Whakakitenga o Waikato Incorporated)

· Ngāti Tamaoho.

22. The initial consultation request included a request for feedback on the following names: ‘Little Park Lane’, ‘Sully Lane’, ‘Corokia Lane’, ‘Lomandra Lane’, and ‘Field View Lane’.

23. On 31 May 2022 Te Ahiwaru replied:

“We do not support current names proposed, would like to suggest the inclusion of māori naming options, to reflect historical iwi presence in the area. Potential avenues to pursue this history are; Māngere Mountain education centre where Te Ahiwaru and Te Akitai histories are shared.”

24. On 1 June 2022 the applicant’s agent sent a second email to all iwi, including Te Ahiwaru, requesting feedback on the following names, which include new Māori names: ‘Matipou Lane’, ‘Kaaramuramu Lane’ ‘Corokia Lane’, ‘Sully Lane’ and ‘Lomandra Lane’.

25. On 1 June 2022 Waikato – Tainui, replied:

“Waikato-Tainui support local Mana whenua position on the proposed road names and the use of Maaori names that are suggested.”

26. On 1 June 2022 the following reply from Ngāti Paoa Trust Board was received:

“NPTB defers this kaupapa to the Iwi of the rohe.”

27. On 29 September 2022 Te Ahiwaru and Te Akitai were contacted again for feedback on the proposed names. Te Ahiwaru provided the following response:

“We are in strong support of Kaaramuramu as a preferred naming from those proposed.

The name respects Te Ahiwaru aspirations to restore native flora to our rohe in an alternative representation. It emphasizes the wealth of natural resource history required for cultural connectivity, health and vitality of Māngere.

In addition to this species here in Māngere are Puuriri and Rata species. Te Ahiwaru especially look to these species for tohu. I appreciate your engagement.”

28. No further responses, comments, or feedback were received by any iwi group.

29. Based on Te Ahiwaru’s feedback, the applicant prefers to name the road ‘Kaaramuramu Lane’.

30. This site is not listed as a site of significance to mana whenua.

Ngā ritenga ā-pūtea

Financial implications

31. The road naming process does not raise any financial implications for the Council.

32. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once approval is obtained for the new road names.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

33. There are no significant risks to Council as road naming is a routine part of the subdivision development process, with consultation being a key component of the process.

Ngā koringa ā-muri

Next steps

34. Approved road names are notified to LINZ and recorded on its New Zealand wide land information database. LINZ provides all updated information to other users, including emergency services.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Report Attachment A - Site Plan	39
b ⇩	Report Attachment B - Location Map	41

Ngā kaihaina

Signatories

Author

Amy Cao - Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Approval for a new private road name at 35-37 Walmsley Road, Māngere

File No.: CP2022/16204

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Māngere-Ōtāhuhu Local Board to name a new private road, being a commonly owned access lot (COAL), created by way of a subdivision development at 35-37 Walmsley Road, Māngere.

Whakarāpopototanga matua

Executive summary

3. On behalf of the applicant, Trans-Tasman Pacific Limited Partnership, Vanessa Sader of Cato Bolam has proposed the names presented below for consideration by the local board.

5. The proposed names for the new private road at 35-37 Walmsley Road, Māngere are:

· Kane Circle (applicant preferred)

· Furlong Loop (alternative 1)

· Pyrus Loop (alternative 2).

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakaae / approve the name Kane Circle (applicant’s preferred name) for the new private road created by way of subdivision at 35-37 Walmsley Road, in accordance with section 319(1)(j) of the Local Government Act 1974 (road naming reference RDN90099457, resource consent reference BUN60371651 and SUB60371654).

Horopaki

Context

6. Resource consent reference BUN60371651 and SUB60371654 was granted for the construction of 162 new residential freehold units and two commonly owned access lots (COAL).

7. Site and location plans of the development can be found in Attachments A and B.

9. While there are 2 roads requiring a road name in this development, the applicant has decided to only apply to name Road 1 which serves the allotments in Stage 1 of the development at this time as settlement for Stage 1 is March 2023. A name for Road 2 which serves the allotments in Stage 2 will be applied for separately and at a later time.

10. The COAL that requires to be named in Stage 1 is highlighted in yellow on the site plan which can be found in Attachment A.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The Guidelines provide for road names to reflect one of the following local themes with the use of Māori names being actively encouraged:

· a historical, cultural, or ancestral linkage to an area; or

· a particular landscape, environmental or biodiversity theme or feature; or

· an existing (or introduced) thematic identity in the area.

13. Theme: The proposed names fall into three different themes. One of the names has been proposed to reflect the landscape features within the development, one is to commemorate the family members of people who have contributed to the local community and the other name has been proposed as a good wish for the future occupiers of the development.

Proposed name	Meaning (as described by applicant)
Kane Circle (applicant preferred)	The Du Val Foundation was established by Du Val Group’s founders, Kenyon and Charlotte Clarke in 2016 and supports the company’s wellbeing and community goals through meaningful partnerships as well as programs that make a real difference to local communities. The Foundation has enhanced the well-being of children, especially within the South Auckland region. Kenyon’s father John [Kane] was a huge philanthropist and instilled in him the importance of giving back to the local community. The street name has been selected as a tribute to his father’s memory and to recognise the Clarke’s contribution to South Auckland.
Furlong Loop (alternative 1)	Selected in fond memory of the place of one of Kenyon’s childhood homes and as a good omen wishing the same for the young children and families within this development.
Pyrus Loop (alternative 2)	Derived from the use of the ornamental pear Pyrus calleryana ‘Aristocrat’ being used throughout the development. This plant has large white flowers in spring with glossy green leaves over summer turning striking red in autumn.

14. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the Guidelines and the Standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. The name Kane Circle is commemorating someone who has passed away and consent from family member has been obtained. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.

15. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable for use at this location.

16. Road Type: ‘Loop’ and ‘Circle’ are acceptable road types for the new private road, suiting the form and layout of the COAL.

Tauākī whakaaweawe āhuarangi

Climate impact statement

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

Local impacts and local board views

20. This report seeks the decision of the local board and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

22. On 08 July 2022 and 07 August 2022, the applicant has contacted the representatives of mana whenua with an interest in the general area. Feedback was received from representative of Te Ahiwaru indicating that Te Ahiwaru would appreciate seeing some Māori name options that reflect the historic presence of Waiohua in the rohe and that Te Ahiwaru could provide some suggestions. Upon receiving the feedback, the applicant has contacted Te Ahiwaru for recommended names. However, no response was received.

23. 25 October 2022, mana whenua was contacted via the Council Consultation Facilitation Service, as set out in the Guidelines. Representatives of the following groups with an interest in the general area were contacted:

· Ngāti Whātua Ōrākei

· Ngāi Tai Ki Tāmaki

· Te Kawerau ā Maki

· Ngāti Tamaoho

· Te Ākitai Waiohua

· Te Ahiwaru Waiohua

· Ngāti Te Ata Waiohua

· Ngāti Maru

· Ngāti Tamaterā

· Waikato-Tainui

· Ngāti Whanaunga.

24. By the close of the consultation period, no responses, comments, or feedback were received.

25. The applicant followed up with Mana Whenua on 18 October 2022 and 16 November 2022 for further feedback and recommended names. However, they have not received any response to date. The applicant has been advised to wait for recommended names from Te Ahiwaru. However, the applicant has determined to present the names as proposed to the local board for consideration due to the imminent settlement date of March 2023.

26. This site is not listed as a site of significance to mana whenua and no Te Reo Māori names have been proposed.

Ngā ritenga ā-pūtea

Financial implications

27. The road naming process does not raise any financial implications for the Council.

28. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once approval is obtained for the new road names.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. There are no significant risks to Council as road naming is a routine part of the subdivision development process, with consultation being a key component of the process.

Ngā koringa ā-muri

Next steps

30. Approved road names are notified to LINZ and recorded on its New Zealand wide land information database. LINZ provides all updated information to other users, including emergency services.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Report attachment A - Site Plan	49
b ⇩	Report attachment B - Location Map	51

Ngā kaihaina

Signatories

Author

Amy Cao - Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Local Board feedback on Auckland Unitary Plan changes 78-83

File No.: CP2022/16630

Te take mō te pūrongo

Purpose of the report

1. To seek feedback from the local board on Auckland Council’s notified plan changes and variations that implement:

· the National Policy Statement on Urban Development 2020 (NPS-UD)

· amendments to the Resource Management Act 1991 (RMA) requiring medium density residential standards (MDRS) be incorporated

· additions and amendments to the Historic Heritage and Notable Tree Schedules.

2. To provide an overview of submissions received from 18 August to 29 September 2022 on the council’s plan changes and variations.

Whakarāpopototanga matua

Executive summary

3. Decision-makers on the Auckland Unitary Plan (AUP) must consider local boards’ views on plan changes and variations if local boards choose to provide their views. This report is the mechanism for the local board to resolve and provide its feedback on the plan changes and variations that seek to implement the NPS-UD and RMA requirements.

4. The council’s response to the NPS-UD and RMA amendments are set out in plan changes 78-83 (PC 78–83) and in variations 4 and 5:

· PC 78 is the council’s intensification plan change, and is the main one that implements the NPS-UD and the RMA amendments

· PC 79 amends the AUP transport provisions to manage effects of intensification on the transport network. It includes provisions for pedestrian safety, lighting and electric vehicle re-charging stations for multi-unit development

· PC 80 amends the AUP’s Regional Policy Statement to align it with the NPS-UD

· PC 81 adds buildings to the AUP’s historic heritage schedule (Schedule 14)

· PC 82 amends details in the AUP historic heritage schedule (Schedule14), mainly by enlarging or reducing the size of historic places already scheduled

· PC 83 adds new notable trees and corrects errors in the AUP schedule of notable trees (Schedule 10)

· variation 4 relates to rezoning of some areas of open space already proposed to be re-zoned to residential land

· variation 5 relates to a site-specific rezoning (at Schnapper Rock Road in Greenhithe).

5. Some amendments to the AUP are mandatory. The council must change the AUP to implement the NPS-UD and amendments to the RMA. The NPS-UD also allows the council to make decisions on some other matters to help shape Auckland’s well-functioning urban environment. These include:

i) the size of walkable catchments, where enabling buildings of six storeys or more is required. These are the areas around the city centre, rapid transit stops, and the ten metropolitan centres (Albany, Takapuna, Westgate, Henderson, New Lynn, Newmarket, Sylvia Park, Manukau, Botany and Papakura)

ii) the building heights and density of urban form to enable residential development within and next to neighbourhood centres, local centres, and town centres

iii) The “qualifying matters” that will apply in some areas of Auckland that may allow the council to modify (or limit) the required building heights and density to the extent necessary to accommodate the qualifying matters.

6. Central government has identified potential qualifying matters in NPS-UD and RMA amendments. The council has included other ‘qualifying matters’ in PC 78 that are important for Auckland.

7. The plan changes and variations were open for submission over a six-week period, concluding on 29 September 2022. Submissions have now been coded and summarised, and further submissions may be lodged from 24 November to 8 December 2022. Further submissions can be made in support or opposition to an original submission but cannot introduce new matters.

8. Preliminary analysis of submissions identified these themes:

a) support and opposition to the zoning changes proposed

b) support or opposition for the extent of walkable catchments and related height/intensification

c) opposition to how qualifying matters have been applied, including opposition from large-scale developers to the application of the new Residential Low-Density zone as the way that some qualifying matters are implemented

d) support and opposition to special character as a qualifying matter

e) support for water and wastewater infrastructure as a qualifying matter in some locations e.g. Whangaparāoa, and opposition to this qualifying matter where landowners seek rezoning that increases the density of development on their site(s)

f) requests to rezone and apply MDRS to land in the light rail corridor which is excluded from PC 78.

9. Local boards are now invited to provide feedback on the council’s plan changes and variations which will be provided to the independent hearings panel for its consideration. These views must be the subject of a local board resolution.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakarite / provide feedback on PC 78, PC 79, PC 80, PC 81, PC 82, and PC 83

b) whakarite / provide feedback on variations 4 and 5

c) kopou / appoint a local board member to speak to the local board views at a hearing in 2023

d) tautapa / delegate authority to the chairperson of the local board to make a replacement appointment in the event the local board member appointed in resolution c) is unable to attend the hearing.

Horopaki

Context

Policy development

10. The NPS-UD and RMA amendments require that a proposed intensification plan change be notified by 20 August 2022. The Planning Committee and local board chairs (or their delegates) attended workshops and meetings throughout 2021 and 2022. Since October 2021, local boards and mana whenua have contributed to the development of the PCs 78-83, resulting in the approval of six plan changes and two variations to the AUP.

Decision-making authority

11. Each local board is responsible for communicating the interests and preferences of people in its area about the content of Auckland Council’s strategies, policies, plans, and bylaws. Local boards provide their views on the content of these documents. If the local board chooses to provide its views, those views will be provided in writing to the independent hearings panel.

12. Decision-makers must consider local boards’ views when deciding the content of these policy documents (as required by sections 15-16 Local Government (Auckland Council) Act 2009). PCs 78-83 and variations 4 and 5 will be included in the AUP, if approved.

13. An amendment to the RMA created a different hearings process for PC 78 and variations 4 and 5. The independent hearing panel makes recommendations to council about these. For PCs 79-83, the hearings panel is delegated responsibility to make the decisions on these, without reference back to council.

14. Local board members may then present the local board’s views at the hearing of the plan changes by the independent hearings panel. Local board views will be considered when the council makes decisions on the recommendations for PC 78 and Variations 4 and 5.

15. This report provides an overview of the plan changes and variations, and a preliminary summary of submissions’ key themes. Local board views must be the subject of a local board resolution(s) if those views are provided to the panel.

Tātaritanga me ngā tohutohu

Analysis and advice

16. Local board feedback on PCs 78-83 and variations 4 and 5 is now sought through resolutions at this meeting. This feedback will be forwarded to the independent hearings panel for its consideration.

17. Plan change provisions over which council has some discretion include the following key matters in PC78:

i) the extent of walkable catchments from the edges of the city centre and metropolitan centres and around rapid transit network stops (as required under NPS-UD Policy 3(c))

ii) the approach to, and extent of, intensification of areas within and adjacent to town, local and neighbourhood centres (as required under NPS-UD Policy 3(d))

iii) the selection of, and approach to, “any other qualifying matters” that limit the height and density that would otherwise be required by the NPS-UD Policy 3 and/or the medium density residential standards that must be applied to Auckland’s relevant residential zones.

18. Submissions were received on plan change matters that are mandatory in the NPS-UD and RMA amendments. Mandatory matters include the introduction of walkable catchments, the enablement of six storey buildings in all zones in walkable catchments, and the incorporation of MDRS in all “relevant residential zones” (Terrace Housing and Apartment Buildings zone, Mixed Housing Urban and Low-Density zone) outside walkable catchments. As these matters are mandatory, the independent hearings panel will be unable to recommend changes in response to these submissions.

19. All submissions have been numbered, organised and allocated to topics in the summary of decisions requested to enable evaluation and assessment by staff and the public. This information is available to local boards via the Auckland Unitary Plan webpage when it is publicly notified from 5 December 2022. It will also be provided to the independent hearings panel to assist the panel with understanding the public’s view of the council’s plan changes and variations, and with formulating arrangements for hearings in 2023. Table 1 provides the numbers of submissions received.

Table 1 Submissions received on PC 78 and related changes

Plan change number	Plan change name	Number of submissions received	Spatial application of the plan change
78	Intensification	2398	All Auckland except Hauraki Gulf Islands
79	Amendments to the Transport Provisions	128	All Auckland except Hauraki Gulf Islands
80	Regional Policy Statement Well-Functioning Urban Environment, Resilience to the Effects of Climate Change and Qualifying Matters	88	All Auckland
81	Additions to Schedule 14 Historic Heritage Schedule	53	Various locations, see Attachment A
82	Amendments to Schedule 14 Historic Heritage Schedule	33	Various locations, see Attachment A
83	Additions and amendments to Schedule 10 Notable Trees Schedule	25	Various locations, see Attachment A
Variation 4 to PC60	Open Space and Other Rezoning Matters	12	Various locations, see Attachment A
Variation 5 to PC66 (Private)	57 and 57a Schnapper Rock Road	5	Greenhithe, see Attachment A Upper Harbour Local Board

Tauākī whakaaweawe āhuarangi

Climate impact statement

20. Objective 8 and Policy 1 of the NPS-UD set out a policy framework that signals the need for decisions under the RMA to reduce emissions and improve climate resilience.

21. This framework is in line with the ‘built environment’ priority of Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan, which has a goal of achieving “A low carbon, resilient built environment that promotes healthy, low impact lifestyles”. The plan states that:

“To move to a low carbon and resilient region, climate change and hazard risks need to be integral to the planning system that shapes Auckland. Integrating land-use and transport planning is vital to reduce the need for private vehicle travel and to ensure housing and employment growth areas are connected to efficient, low carbon transport systems.”

22. Implementing the NPS-UD will enable additional residential intensification to occur in areas where jobs, services and amenities can be easily accessed by active modes and public transport. This will contribute to reducing greenhouse gas emissions and the more efficient use of land will reduce growth pressures in areas more susceptible to the effects of climate change. In some places, applying the MDRS required under the RMA amendments will also achieve this outcome. However, a key aspect of the council’s submission on the RMA amendments was that enabling three-storey medium density housing across Auckland’s urban environment, is likely to result in a greater number of people living in areas where it is extremely difficult to provide a high level of public transport service.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. All relevant council departments and some Council Controlled Organisations contributed to preparing the council’s plan changes to implement the NPS-UD and the RMA amendments. Auckland Transport and Watercare will have an ongoing role during the hearings, contributing to the council’s evidence presented to the independent hearings panel. Eke Panuku is a submitter, and so is not part of the council team that will prepare and present evidence to the independent hearings panel.

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

Local impacts and local board views

24. Local boards were briefed in October and November 2021 on the implications of the NPS-UD and local board chairs were invited to the series of Planning Committee workshops run in 2022 on the NPS-UD. Local boards also received a detailed briefing on the council’s preliminary response in March and May 2022.

25. Although not local board views, as these require a business meeting resolution, the following local boards provided local board input to Planning Committee regarding the government’s intensification directives:

· Ōrākei Local Board presented on the Resource Management (Enabling Housing and Others Matter) Bill on 4 November 2021, and on the National Policy Statement on Urban Development on 31 March 2022

· Albert-Eden, Devonport-Takapuna, Henderson-Massey, Kaipātiki, Māngere-Ōtāhuhu, Ōrākei, Puketāpapa, Waitematā, and Whau Local Boards all presented to the Planning Committee on NPS UD on 30 June 2022

· Manurewa Local Board presented regarding provision and protection of green space where intensification is planned on 4 August 2022, the meeting where the plan changes were approved for notification.

26. Factors the local board may wish to consider in formulating its view:

· interests and preferences of people in the local board area

· well-being of communities within the local board area

· local board documents, such as the local board plan and local board agreement

· responsibilities and operation of the local board.

Tauākī whakaaweawe Māori

Māori impact statement

Context

27. Auckland Council has obligations under Te Tiriti o Waitangi and council’s Significance and Engagement Policy to take special consideration when engaging with Māori and to enable Māori participation in council decision-making to promote Māori well-being. The Schedule of Issues of Significance is a statutory document that guides the Independent Māori Statutory Board’s advocacy to Auckland Council, local boards, and Council-Controlled Organisations, for and on behalf of Māori in Tāmaki Makaurau.

28. If the local board chooses to provide its views on the plan changes it includes the opportunity to comment on matters that may be of interest or importance to Māori People, well-being of Māori communities or Te Ao Māori (Māori worldview). More than 180,000 Aucklanders identify as Māori, as at the time of the 2018 census.

Potential impact of plan changes and variations for Māori

29. The NPS-UD provides for the interests of Māori through intensification to increase housing supply, alongside its identification of qualifying matters. The widespread intensification sought by the NPS-UD has the potential to affect Māori both negatively and positively. This includes with respect to culturally significant sites and landscapes, Treaty settlement redress land, the urban form as it reflects mātauranga Māori and accessibility, and Māori facilities where customs and traditions are observed (such as marae).

30. None of the plan changes or variations trigger an issue of significance as identified in the Schedule of Issues of Significance or Māori Plan (2017, Independent Māori Statutory Board).

Māori involvement and feedback

31. The relevant qualifying matters set out in the NPS-UD and RMA amendments include matters of national importance that decision-makers are required to recognise and provide for under section 6 of the RMA 1991, and matters necessary to implement, or to ensure consistency with, iwi participation legislation.

32. Policy 9 of the NPS-UD sets out requirements for local authorities as follows:

“Local authorities, in taking account of the principles of the Treaty of Waitangi (Te Tiriti o Waitangi) in relation to urban environments, must:

a) involve hapū and iwi in the preparation of RMA planning documents and any FDSs by undertaking effective consultation that is early, meaningful and, as far as practicable, in accordance with tikanga Māori; and

b) when preparing RMA planning documents and FDSs, take into account the values and aspirations of hapū and iwi for urban development; and

c) provide opportunities in appropriate circumstances for Māori involvement in decision-making on resource consents, designations, heritage orders, and water conservation orders, including in relation to sites of significance to Māori and issues of cultural significance; and

d) operate in a way that is consistent with iwi participation legislation.”

33. Policy 9 directs the council to involve iwi and hapū in the NPS-UD, during the preparation of planning documents, and to take into account the values and aspirations of hapū and iwi for urban development in the region. In the context of the NPS-UD, the council must involve mana whenua and mataawaka within the region.

34. Individual and collective engagement raised key themes relating to matters like the protection of scheduled and known cultural heritage and managing potential interface effects from new development with existing marae. This is supported by research undertaken by the council team in advance of these discussions with mana whenua. This has drawn on a wide range of council documents and publicly available information.

35. Common themes shared in hui include:

a) universal access to be provided in residential design for less able whānau members

b) access to open space for health and wellbeing

c) safe and connected whānau and communities

d) avoiding development in areas poorly served by infrastructure

e) access to affordable housing options

f) maintaining access to customary activities e.g. waka launching, kaimoana gathering

g) protection of Māori sites and places of cultural significance. Maintaining precincts that protect cultural values or are otherwise culturally sensitive (such as Ihumātao)

h) avoiding negative effects of intensive residential development on established cultural activities/facilities (such as marae)

i) provisions for Kohanga reo and Kura Kaupapa Māori in urban areas

j) use of Māori design concepts in the development of commercial centres and in large residential developments

k) use of mātauranga and tikanga Māori in the management of resources

l) the support of measures to maintain and improve water quality, ecological areas, volcanic viewshafts, and the coastline.

m) avoiding exacerbating natural hazard risks

n) maintaining the cultural significance of the Waitākere Ranges Heritage Area

o) concern that Future Urban Zone land will be prematurely rezoned.

Ngā ritenga ā-pūtea

Financial implications

36. NPS-UD implementation has been progressing within existing budgets. However, the RMA amendments resulted in a significant increase in the scale and complexity of the project, without any changes to the NPS-UD implementation timeframes. This requires a greater than anticipated level of change to the AUP, for example there are changes proposed to more than 60 AUP chapters.

37. The financial impact of these changes will affect the current 2022-2023 financial year, and potentially the following year. While it is expected that additional costs in the current financial year can be met through a re-prioritisation of work programmes within the Chief Planning Office, further costs (primarily relating to operation of an independent hearings panel and engagement of specialists) may require re-prioritisation of other work programmes from across the council. Any impacts will be of a scale that will not affect the council’s overall financial position, nor affect any boards’ assets or operations.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. There is a risk that, due to timeframes, the local board will be unable to provide its views and preferences on the plan changes and variations if it doesn’t pass a resolution. This report provides:

· the mechanism for the local board to express its views and preferences

· the opportunity for a local board member to speak at the relevant hearings.

39. If the local board chooses not to pass a resolution at this business meeting, these opportunities are forgone.

40. The power to provide local board views regarding the content of a private plan change cannot be delegated to individual local board member(s) (see Local Government Act 2002, Sch 7, cls 36D). This report enables the whole local board to decide whether to provide its views and, if so, to determine what matters those views should include.

Ngā koringa ā-muri

Next steps

Local board views

41. Resolutions of the local board will be provided to the independent hearings panel in the first quarter of 2023. The local board member delegated the authority to speak to local board views will be invited to the relevant hearings. Local board resolutions will also be reported to the Planning, Environment and Parks Committee for its decision-making on the recommendations it receives from the independent hearings panel.

Process for plan changes and variations

42. Staff continue to analyse the submissions received, and this analysis will be presented in evidence to the independent hearings panel during the hearing of submissions in 2023. A report to the Planning, Environment and Parks Committee will request a sub-group be established as decision-maker for policy shifts that may arise during the hearings (as decisions may be required more quickly than can be achieved by reporting to meetings in compliance with the Local Government Official Information and Meeting Act).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Local board areas in which changes are proposed for historic heritage or notable trees and variations	61

Ngā kaihaina

Signatories

Author

Eryn Shields - Team Leader Regional, North West and Islands

Authorisers

John Duguid - General Manager - Plans and Places

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Māngere-Ōtāhuhu Local and Multi-Board Round One 2022/2023 grant allocations

File No.: CP2022/15884

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline applications received for Māngere-Ōtāhuhu Local and Multi-Board Grants Round One 2022/2023.

Whakarāpopototanga matua

Executive summary

2. The Māngere-Ōtāhuhu Local Board adopted the Māngere-Ōtāhuhu Local Grants Programme 2022/2023 as presented in Attachment A. The document sets application guidelines for contestable community grants submitted to the board.

3. This report presents applications received in the Māngere-Ōtāhuhu Local Grants Round One 2022/2023 (Attachment B) and Multi-Board Grants Round One 2022/2023 (Attachment C).

4. The Māngere-Ōtāhuhu Local Board has set a total community grants budget of $191,953.00 for the 2022/2023 financial year. A total of $8,338.00 was allocated Quick Response Round One, $19,300.00 was reallocated to Māngere-Ōtāhuhu Youth Grants. This leaves a total of $164,315.00 to spend.

5. Twenty-five applications were received for Māngere-Ōtāhuhu Local Grants Round One, requesting $119,221.82. Five applications were received for Multi-Board Grants Round One 2022/2023, requesting $25,115.00.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) agree to fund, part-fund, or decline each application in the Māngere-Ōtāhuhu Local Grants Round One 2022/2023, listed in the following table:

Application ID	Organisation	Requesting funding for	Amount requested
LG2309-101	Blue Light Ventures Inc	Towards costs to print and produce Street Smart Handbooks to be distributed to Year 13 students in Māngere-Ōtāhuhu (December 2022 - March 2023)	$2,520.00
LG2309-102	Asthma New Zealand Inc	Towards Asthma-Emergency information fridge magnets	$3,645.00
LG2309-105	Auckland Table Tennis Association Inc	Towards development coach wages and table tennis tables in various areas in Māngere-Otāhuhu (December 2022 - June 2023)	$3,686.40
LG2309-110	Ambury Park Centre	Towards hay for horses at the Ambury Park Centre (December 2022 - March 2023)	$6,500.00
LG2309-112	Burn Support Group	Towards hygiene kit for burn survivors in the National Burn Centre, Middlemore Hospital (October 2022)	$1,400.00
LG2309-113	Auckland Basketball Services Limited	Towards coaching and administration costs to run the Junior Development Program in Māngere-Ōtāhuhu (June 2022 - February 2023)	$3,965.00
LG2309-114	Waatea School	Towards purchasing books for Waatea School Library from 19th August 2022 to 16th December 2022	$5,000.00
LG2309-115	The Helping Paws Charitable Trust	Towards food and kitty litter for the cats and kittens in Māngere-Ōtāhuhu foster family homes (December 2022 - November 2023)	$3,500.00
LG2309-116	Bridge Breakers	Towards venue hiring, market items and operational cost for Break Dancing Workshops and Competition project (December 2022 - February 2023)	$10,000.00
LG2309-118	Congregational Christian Church Samoa (EFKS) Māngere Bridge Trust Board	Towards bus hiring, official's fees, sports gears, Samoan product, refreshments for the Samoan Cultural Fun Day (January 2023)	$5,000.00
LG2309-119	Sharday Wong	Towards makeup kits, tables and chairs, photocopying costs for the pop-up beauty stalls in David Lange Park (January 2023)	$1,000.00
LG2309-120	Counties Manukau Sports Foundation	Towards venue hiring, catering, theming, trophies, decoration cost and photographer for Māngere Ōtāhuhu Junior Sports Awards (February 2023)	$6,000.00
LG2309-123	TOA Pacific Incorporated	Towards the venue hire, catering costs and event expenses of International Older Peoples' Day Celebration on 7 October 2022 in Māngere War Memorial Hall	$2,400.00
LG2309-126	Bhartiya Samaj Charitable Trust	Towards Videography, Photography, Subsidized Transport for seniors, Decoration, Volunteer Gift cards and Performer's Koha for Christmas Lunch at Chawla Restaurant Manukau on 5 December 2022	$3,700.00
LG2309-128	Sir Douglas Bader Intermediate School	Toward purchasing 3D printers for Sir Douglas Bader Intermediate School students (December 2022 - February 2023)	$3,498.00
LG2309-129	Graeme Dingle Foundation Auckland	Towards salaries of two trained Kiwi Can Leaders to deliver the Kiwi Can programme in Sutton Park Primary School (January 2023 - March 2023)	$7,000.00
LG2309-130	Taulanga U Trust	Towards purchasing water tank and water pump for kumara gardening project on Cleek Road (December 2022 - May 2023)	$4,348.00
LG2309-131	Youthline Auckland Charitable Trust	Towards a contribution of annual costs to supervise and train volunteers at the Youthline House in Papatoetoe (December 2022 - June 2023)	$7,500.00
LG2309-133	Whenua Warrior Charitable Trust	Towards materials to build 600 gardens for 600 South Auckland homes (January 2023 - December 2023)	$5,000.00
LG2309-134	Royal New Zealand Plunket Trust	Towards exterior preparation and painting cost at Māngere Bridge Plunket Rooms (1 December 2022 - 30 June 2023)	$5,290.00
LG2309-135	Bridge Court Community Group	Towards trestle tables, karaoke machine, microphone, and keyboard for the senior's community meetup at the Bridge Court Community Hall (February 2023 - June 2023)	$865.53
LG2309-137	Bridge Breakers	Towards venue hiring, renovation, and marketing materials at a shop on Coronation Road (December 2022 - June 2023)	$15,000.00
LG2309-138	Brain Play Limited	Towards equipment hiring for six STEM station event at local libraries and community spaces (January 2023 - March 2023)	$4,259.80
LG2309-141	Raukatauri Music Therapy Trust	Towards venue hiring for music therapy sessions at Māngere East Community Centre (December 2022 - November 2023)	$3,826.09
LG2309-143	Te Whakaora Tangata	Towards catering cost, venue hiring and technical services for Family Restoration Course (January 2023 - March 2023)	$4,318.00

Total			$191,221.82

b) agree to fund, part fund, or decline each application in the Māngere-Ōtāhuhu Multi-Board Grants Round One 2022/2023, listed in the following table:

Application ID	Organisation	Requesting funding for	Amount requested
MB2223-111	The Re-Creators Charitable Trust	Towards free or subsidised classes of Community Upcycling DIY Workshops in various locations in Auckland from October 2022 to May 2023.	$5,415.00
MB2223-115	African Film Festival New Zealand Trust	Towards film rights, website, and marketing of the African Film Festival online and in Rialto Cinemas Newmarket (September 2022 - December 2022)	$2,700.00
MB2223-128	Nightsong	Towards costs to present 30 performances of The Worm - 2023 Auckland Regional Tour in Bruce Mason Centre, Hawkins Theatre, Vodafone Events Centre, Māngere Arts Centre, Glen Eden Playhouse Theatre, and Herald Theatre (October 2022 - June 2023)	$10,000.00
MB2223-129	Habitat for Humanity Northern Region Limited	Towards costs to deliver the Healthy Home Intervention Programme in ReStore Otara (November 2022 - June 2023)	$2,000.00
MB2223-138	CNSST Foundation	Towards costs for coordination and implementation of five social work counseling cases, five social media publishing, three community workshops with individualised follow-up support services in various locations in South Auckland, and 10 community cultural days in Botany Town Centre (November 2022 - June 2023)	$5,000.00

Total			$25,115.00

Horopaki

Context

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

7. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

8. The Māngere-Ōtāhuhu Local Board adopted the Māngere-Ōtāhuhu Local Grants Programme 2022/2023 as presented in Attachment A. The document sets application guidelines for contestable community grants submitted to the board.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

11. The Local Board Grants Programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action.

12. 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.

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

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

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

Local impacts and local board views

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

17. Staff will provide feedback to unsuccessful grant applicants.

18. A summary of each application received through 2022/2023 Māngere-Ōtāhuhu Local and Multi-Board Grants Round One is provided in Attachments B and C.

Tauākī whakaaweawe Māori

Māori impact statement

19. The local board grants programme aims to respond to the 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. This report presents applications received in the Māngere-Ōtāhuhu Local Grants Round One 2022/2023 (Attachment B) and Multi-Board Grants Round One 2022/2023 (Attachment C).

21. The Māngere-Ōtāhuhu Local Board has set a total community grants budget of $191,953.00 for the 2022/2023 financial year. A total of $8,338.00 was allocated Quick Response Round One, $19,300.00 was reallocated to Māngere-Ōtāhuhu Youth Grants. This leaves a total of $164,315.00 to spend.

22. Twenty-five applications were received for Māngere-Ōtāhuhu Local Board Grants Round One, requesting $191,221.82. Five applications were received for Multi-Board Grants Round One 2021/2022, requesting $25,115.00.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

24. Following the Māngere-Ōtāhuhu Local Board allocating funding towards 2022/2023 Māngere-Ōtāhuhu Local and Multi-Board Grants Round One, grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Māngere-Otāhuhu Local Board Grants Programme 2022/2023	73
b ⇨	Māngere-Ōtāhuhu Local Grants Round One 2022-2023 Grant Applications (Under Separate Cover)
c ⇨	Māngere-Ōtāhuhu Multi-Board Round One 2022-2023 Grant Applications (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Vincent Marshall - Grants Advisor

Amber Deng - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Māngere-Ōtāhuhu: Town Centres and Business Improvement Districts Contestable Grant Funding 2022/2023

File No.: CP2022/16255

Te take mō te pūrongo

Purpose of the report

1. To approve the funding for applications received through Expressions of Interest (EOI) for the Māngere-Ōtāhuhu Local Board: Town Centres and Business Improvement Districts - contestable grant funding 2022/2023.

Whakarāpopototanga matua

Executive summary

2. The 2022/2023 work programme line #242, Town Centres and Business Improvement Districts, has a total budget of $142,000. This is made up of $120,000 LDI allocation for the Town Centre and Business Improvement Districts contestable Expression of Interest (EOI) process, and $22,000 LDI carried forward from 2021/2022 for completion of projects to be delivered in 2022/2023.

3. The fund is available to community groups, business associations and social enterprises to activate and support the revitalisation of local town centres. It opened for applications on 29 August 2022 and closed on 7 October 2022.

4. Recommendations for funding allocation were presented to the local board at a workshop on 16 November 2022.

5. Fourteen applications were received totalling $228,376.22. Staff are recommending 11 applications identified as having high/strong alignment to the assessment criteria are recommended to receive funding.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) approve the following grant allocations received for the Town Centres and Business Improvement Districts project line in the 2022/2023 work programme:

Application number

Applicant Names

Purpose of funding

Amount

MO EOI 222301

Bridge Breakers

Break Dancing workshops and final event

Project outcomes:

· delivers 8 -10 break dancing workshops

· provides break dancing tuition to youth

· involves professional dancers

· delivers a break dancing event at the town centre.

$10,000

MO EOI 222304

Ōtāhuhu Business Association

Ōtāhuhu business short courses and training

Project outcomes:

· four workshop programmes to support local businesses

· provides training to 200 participants

· builds skills and capacity

· increases food handling grades and public safety

· delivers workshops on;

o first aid certification

o health and safety

o food handling certification

o employment contract coaching.

$30,000

MO EOI 222306

Many Streams of Our Community

Youth activation - 5 week summer series

Project outcomes:

· delivers five weeks of youth activation at the Māngere town centre

· programme runs twice weekly for 2-3 hours and activates area between the town centre and Art Centre

· activities include boxing, basketball, volleyball, hip hop, krumping, breakdancing, art, recycling & waste minimisation workshops

· provides barista training for youth – employment skills

· capacity builds sharable assets to encourage future pop up activations at the town centre.

$11,900

MO EOI 222309

Māngere East Village BID

Māngere East Village BID operational support

Project outcomes:

· provides grant support to the BID while funding is transitioned from an annual top up fund to a contestable fund

· supports funding shortfall for Māngere East Village BID operations

· supports core operational costs - insurance, accounting and compliance.

· BID income from targeted rates is $6,100

· grant supports the operational cost of maintaining the BID while the BID undertakes a review of current options under the new BID policy.

$5,000

MO EOI 222310

Māngere Town Centre BID Incorporated

Strategic Plans for Māngere Town Centre and Māngere East Village BID

Project outcomes:

· An allocation of $5,000 is recommended to engage an independent external provider, to engage with stakeholders and provide recommendations on options regarding future governance and management options for the Māngere East BID.

· Under the BID policy, BIDs receiving less than $120,000 in targeted rates have until 2028 to consider ways to increase their total income to over $120,000 pa. Māngere East BID needs to consider its future financial sustainability and options.

· Funding was sought to develop new strategic plans for the Māngere Town Centre and Māngere East.

· Recommend allocation with changes to outcome.

$5,000

MO EOI 222311

twosevenfive Barbershop

Twosevenfive Chess Club project

Project outcomes:

· weekly community chess workshops and activations

· project engages youth and locals, and is open for all ages

· encourages learning life skills and in person interaction through the game of chess

· project runs weekly from February 2023, at the Māngere Town Centre over 8 weeks during the school term.

$6,720

MO EOI 222313

Māngere Bridge Progressive Business Association

Māngere Bridge - multiple events and initiatives

Project outcomes:

· multiple projects to activate Māngere Bridge Village and Māngere Community

· resources community events and promotions to encourage people to the area

· projects proposed include:

o flagpole installation

o local shop promotion

o bridge kid’s coaches and fun run

o CCTV servicing

o multiple events and event organisation costs.

· delivers popular community events including;

o Bridge Fun Run

o Santa Parade

o Family Music Festival

o St Patricks day

o Teddy Bears Picnic

o Kids Markets /car boot sale (6 weeks).

$30,000

MO EOI 222315

Afakasi Artefacts

Afakasi Artefacts

Afakasi Artefacts Project

Project outcomes:

· delivers six weeks of creative workshops learning the cultural significance of Sifa Afi

· targets youth from 11 - 18 years old.

· builds skills of youth in art, design and engineering to create Sifa Afi

· develops new skills using wood, steel and different machines and tools

· youth will be creating customized Sifa Afi knives (Fire sticks) which will have designs etched on them that represent their culture, identity and community

· supports Samoan community / culture.

$5,080

MO EOI 222316

Māngere Town Centre BID

Māngere Town Centre Language Weeks 2023

Project outcomes:

· Māngere Town Centre Language Week celebrations, in conjunction with the library and community organisations

· supports six separate weeks of language week celebrations

· promotes Pacific culture and language.

$5,000

MO EOI 222317

To'utupu Tonga Trust

Project E.C.H.O

Project outcomes:

· provides workshops with youth and tutors that will involve artistic forms of expression such as dance, music, arts and crafts

· engages with primary bilingual schools.

· programme culminates in participation in Tongan Language Week at the town centre

· Tongan community and culture supported

· supports pacific dance, music and artwork

· targets primary bilingual children and youth groups.

$7,800

MO EOI 222320

EBM Artistry

Modelling workshops and pageant.

Modelling workshops and pageant

Project outcomes:

· provides coaching on modelling, building confidence, being yourself, runway coaching

· enables local talent within our community around modelling & pageants

· targeting community aged between 15 and 40

· provides entertainment through a fashion and modelling shows

· encourages talent development – potential for new models and basic training in modelling.

$3,500

Total Allocation

$120,000

Horopaki

Context

6. The purpose of the Town Centres and Business Improvement Districts work programme is to support delivery of the following Māngere-Ōtāhuhu Local Board Plan 2020/2023 outcomes:

· a confident and sustainable local economy

· building well connected, engaged and active communities

· celebrating our unique Tangata Whenua and Pasifika identities

· thrive and belong in safe, healthy communities.

7. The 2022/2023 work programme line #242, Town Centres and Business Improvement Districts has a total budget of $142,000, consisting of $120,000 LDI allocation and $22,000 LDI carried forward from 2021/2022 for completion of projects to be delivered in 2022/2023.

8. A budget of $120,000 is allocated to Town Centre and Business Improvement District contestable Expression of Interest (EOI) process, and was approved as part of the 2022/2023 annual local board work programme (resolution number MO/2022/85).

9. The intent of the contestable funding is to support the revitalisation of town centres and development of innovative community led approaches to resolving local issues. The fund is available for community led town centre placemaking and activation and is open to business associations, community organisations and social enterprise groups interested in activating local town centres.

10. In August 2022, the local board adopted a funding process change for business associations (MO/2022/108). This board agreed outcomes and assessment criteria that will qualify for funding and the agreed project criteria have been applied to the 2022/2023 contestable funding round.

11. Applications are expected to align to the following types of projects/ initiatives:

· neighbourhood or community events or activations in the town centre

· business development workshops that benefit local business owners

· safety initiatives

· mentoring on strategic thinking and planning for the business associations

· beautification of town centres

· cultural reflection of communities within the local board catchment area

· building kai resilience and support for our communities.

12. The EOI process was opened on 29 August 2022 and closed on 7 October 2022.

13. A total of 14 applications were received, requesting a total of $228,376.22.

14. Eleven applications are identified as having high/strong alignment to the assessment criteria and are recommended for funding.

15. Three applications are identified as having low/weak alignment to the assessment criteria or exceed the funding investment available and are not recommended for funding in this grant round.

16. The applications were presented to the local board at a workshop on 16 November 2022.

Tātaritanga me ngā tohutohu

Analysis and advice

17. Staff have assessed the applications received, based on the applicant’s capacity to deliver the proposed projects and the applicant’s alignment with the local board plan outcomes and project criteria.

18. Eleven applications are identified as having high/strong alignment to the assessment criteria.

19. Three applications are identified as having low/weak alignment to the assessment criteria or exceed the funding investment available and are not recommended for funding.

20. The recommended applications total $120,000.

21. Staff advise that the full amount recommended is granted to each successful applicant to enable them to fully deliver their project/initiative or deliver a part of their proposal as proposed/planned.

22. A detailed summary of each application has been provided in Attachment A - Application Analysis.

Tauākī whakaaweawe āhuarangi

Climate impact statement

23. The local board work programme supports individuals and groups with projects that deliver climate change and sustainability outcomes.

24. The grants enable projects that encourage the community to shop locally and improve connection with their town centres which can contribute towards reducing their carbon footprint.

25. The Many Streams of Our Community summer youth activation programme application includes coaching on re-using recycled materials and waste minimisation targeting youth.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

26. The 2022/2023 Town centres and business improvement districts contestable grant programme, including the relationships with business improvement districts and business associations, is managed by the council’s Connected Communities department with support and advice from the Business Improvement District (BID) External Partnerships Team.

27. Connected Communities staff and the Business Improvement District (BID) External Partnerships Team have been involved in the preparation of this advice and support the recommendations.

28. The assessment panel for the application review was made up of three staff members from Connected Communities, one staff member from the BID External Partnerships team and the Māngere Ōtāhuhu Economic Broker.

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

Local impacts and local board views

29. The outcomes achieved through this programme of proposed activity and events will benefit the local town centres in the Māngere-Ōtāhuhu Local Board area both socially and economically by encouraging community events and activations around town centres.

30. The local board discussed and provided feedback about the applications at a workshop on 16 November 2022. These views have not been included in this report, but any changes will be reflected during the business meeting on 7 December 2022.

Tauākī whakaaweawe Māori

Māori impact statement

31. The local board work programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups that deliver positive outcomes for Māori.

32. Māori make up 16.4 per cent of the Māngere-Ōtāhuhu population and are frequent users of local town centres and shopping areas. Activation of public spaces and local events provide opportunities for increased Māori participation and promotion of Māori culture within events and activations.

33. The Māngere Town Centre Language Weeks 2023 proposal directly meets Māori aspirations regarding promotion of Te Reo Māori. The applicant is a grass-roots Māori organisation that contribute to building the capacity to deliver on Māori aspirations

34. Three of the proposed projects provide rangatahi with opportunity to participate in community events, workshops and performance. Rangatahi are anticipated to be highly represented as participants in the Bridge Breakers Break Dancing, Many Streams of Our Community Youth Activation and Twosevenfive Chess Club activities.

Ngā ritenga ā-pūtea

Financial implications

35. The 2022/2023 work programme line #242, Town Centres and Business Improvement Districts has a total budget of $142,000, consisting of $120,000 LDI allocation and $22,000 LDI carried forward from 2021/2022 for completion of projects to be delivered in 2022/2023.

36. A budget of $120,000 has been allocated to the revitalisation of town centres and supports development of innovative community led approaches to resolving local issues. The local board has allocated this funding to support:

· neighbourhood or community events or activations in the town centre

· beautification of town centres

· business development workshops that benefit local business owners

· mentoring on strategic thinking and planning for the business associations

· safety initiatives

· building kai resilience and support for our communities.

37. The budget has already been approved and there are no further financial implications relating to the decisions sought in this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

38. The assessment process has identified that the associated applications pose a low risk to council reputation/financial accountability based on previous delivery and accountability.

39. Recommendations for EOI allocations are based on the agreed criteria as outlined in the context, against which all applications were assessed. Reductions or variations in recommended funding allocations may compromise the group’s ability to deliver.

40. If the delivery of projects or programmes is adversely affected by COVID-19 restrictions, any extensions of time or significant changes to the delivery will be re-negotiated with the successful applicants regarding delivery timeframes.

Ngā koringa ā-muri

Next steps

41. Following the decision by the local board, staff will administer funding to the successful applicants. A funding agreement will be developed to include measures and deliverables as defined by council officers to monitor progress.

42. All successful applicants will complete accountability reports upon delivery of the projects and initiatives to be reviewed by staff.

43. Funding recipients will be invited to present to the local board on how they are using their funding at a workshop in 2023.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Application Analysis	89

Ngā kaihaina

Signatories

Author

Ayr Jones - Specialist Advisor

Authorisers

Mirla Edmundson - General Manager Connected Communities

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Social Impact Fund Allocation Committee - re-establish a local board joint committee to make appointments

File No.: CP2022/16203

Te take mō te pūrongo

Purpose of the report

1. To agree to re-establish a joint local board committee and to make an appointment to it.

Whakarāpopototanga matua

Executive summary

2. The Social Impact Fund Allocations Committee (SIFAC) was established under conditions set by the Board of Inquiry into the proposed Wiri Men’s Correctional Facility in 2011. The SIFAC and its associated processes are administered by the Department of Corrections. The social impact fund is made available through the Department of Corrections. The social impact fund has $250,000 allocated to it each year and is capped at $500,000.

3. Auckland Council must make at least two appointments to the SIFAC. The Governing Body has delegated the power to make the two appointments to a joint committee of the Manurewa, Papakura, Māngere-Ōtāhuhu and Ōtara-Papatoetoe local boards.

4. The process under the Local Government Act 2002 to establish a joint committee requires that each participating entity must reach agreement with the other participating entities before making appointments. In the previous term, the four local boards agreed to the terms of reference and established the joint committee, which made two appointments to SIFAC. SIFAC meet once in the previous political term.

5. This report invites the local board to agree to re-establish the joint committee and appoint the chairperson to it. The terms of reference are in Attachment A.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakaae / agree to re-establish the Social Impact Fund Allocation Committee Appointments Committee as a joint committee with the terms of reference in Attachment A

b) whakaae / agree the Social Impact Fund Allocation Committee Appointments Committee terms of reference (attachment A to the agenda report)

c) kopou / appoint the chairperson and deputy chairperson as alternate to the Social Impact Fund Allocation Committee Appointments Committee

d) whakaae / approve the nomination of member XXX for consideration by the Social Impact Fund Allocation Committee Appointments Committee for appointment to the Department of Corrections Social Impact Fund Allocations Committee.

Horopaki

Context

6. In 2011, a Board of Inquiry reported on its hearings in relation to the men’s prison at Wiri. An outcome of this process was the establishment of a “Community Impact Forum” and a “Social Impact Fund Allocations Committee”. The social impact fund is to be at least $250,000 annually.

7. The Community Impact Forum has the role of discussing impacts to the community arising from the corrections facilities and makes recommendations to the SIFAC which decides how the fund should be allocated.

8. In terms of the area that is impacted it is noted that the Board of Inquiry and subsequent Social Impact Monitoring Plans^{^[1]} defined two areas of social impact:

(i) a “local” area comprising the Manurewa Local Board area and Manukau Central (part of the Ōtara-Papatoetoe Local Board area)

(ii) a “wider” area comprising, in some social impact monitoring reports, the Manukau and Manurewa-Papakura wards, or, in other reports, the area known as Counties-Manukau.

9. The Board of Inquiry’s actual statement referred to the “immediately impacted community” and the “wider impacted community”:

“We have generally accepted the definitions of the impacted geographic communities Dr Stewart identified in her evidence. As we noted above the site is located in Counties-Manukau, broadly within a 25 square kilometre block that includes Clendon North and South, Burbank, Rowandale, Homai West and East, Manurewa Central, Hillpark, Wiri and Manukau Central (“the immediately impacted community”). The “wider impacted community” follows the boundaries of the Council’s Manukau and Manurewa–Papakura Wards (extending from Māngere Bridge and Ōtāhuhu in the north, to Ōtara and Flat Bush in the east, and to Papakura and Hingaia in the south).”^{^[2]}

10. The SIFAC has up to seven members:

· the chair is the chair of the Community Impact Forum

· at least two members appointed by the Minister of Corrections

· at least two members appointed by Auckland Council

· up to two members co-opted by the committee itself.

11. The Governing Body recognised that these appointments were not a regional matter and should be made by local boards. On 23 September 2021 the Governing Body resolved to delegate making the appointments to a joint local board committee (resolution GB/2021/121):

That the Governing Body:

a) delegate to a joint committee established by the Manurewa, Papakura, Māngere-Ōtāhuhu and Ōtara-Papatoetoe local boards, the power to make two Auckland Council appointments to the Wiri Prison Social Impact Fund Allocations Committee subject to:

i) southern ward councillors having attendance and speaking rights

ii) the Independent Māori Statutory Board having the ability to appoint two members.

b) agree that this delegation continues until it is revoked or changed by the Governing Body.

12. Schedule 7, clause 30, Local Government Act 2002, requires the participating bodies in a joint committee to reach agreement on certain matters. This is accomplished by each participating local board agreeing to the terms of reference, whose main points are:

a) the participating local boards will be the Manurewa, Papakura, Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards

b) each local board appoints its chair or deputy chair to the joint committee

c) the Independent Māori Statutory Board will be invited to appoint two representatives

d) the joint committee elects its own chair and deputy chair

e) Governing Body members are not members of the joint committee but have speaking rights

f) the terms of reference of the joint committee are to appoint the two Auckland Council members of the Social Impact Fund Allocations Committee

g) the power to make these appointments is delegated by the Auckland Council Governing Body

h) the agreement may be varied by the participating local boards (provided any variation is consistent with the delegation from the Governing Body).

Tātaritanga me ngā tohutohu

Analysis and advice

13. The joint committee was first established in the previous term. It appointed former Manurewa Local Board Deputy Chairperson, Melissa Moore, and Papakura Local Board member Felicity Auva’a to SIFAC.

14. The Corrections Department calls SIFAC to meet following the receipt of an impact report and recommendations from the Community Impact Forum. There was one meeting during the previous term.

15. It is necessary to re-establish the joint committee to make two appointments to SIFAC for the current term.

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. This report relates to the process for making two Auckland Council appointments. The issues around this process, as covered in this report, do not impact climate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17. Making two Auckland Council appointments to the SIFAC does not impact the wider council group.

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

Local impacts and local board views

18. The scope of the SIFAC is not regional but is sub-regional, being relevant to the Manurewa, Papakura, Māngere-Ōtāhuhu and Ōtara-Papatoetoe Local Boards. It is because of this that the report proposes a joint committee of the four local boards to make the two Auckland Council appointments.

19. Further detail around the impact on the wider community is contained in the ‘Context’ section above.

Tauākī whakaaweawe Māori

Māori impact statement

20. The proposed joint committee is deemed to be a committee of each participating local board and the proposal provides for two Independent Māori Statutory Board members.

21. The appointment process itself does not impact on the Māori community however the Social Impact Fund Allocations Committee will be considering applications for funding for projects which will have an impact on the Māori community. Mana whenua take part in the Community Impact Forum. There is also a Tangata Whenua Committee comprising representatives of affected iwi, which advises impacts on Māori to the Minister and also makes recommendations on projects for funding by the Social Impact Fund Allocations Committee.

Ngā ritenga ā-pūtea

Financial implications

22. There are no financial implications for Auckland Council resulting from this decision.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

23. There are no significant risks for Auckland Council resulting from this decision.

Ngā koringa ā-muri

Next steps

24. Each affected local board will be invited to agree to the terms and to appoint a member to the joint committee. Staff will then facilitate a meeting of the joint committee, which will make the Auckland Council appointments to SIFAC.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Social Impact Fund Allocations Committee Appointments Committee Terms of Reference	105

Ngā kaihaina

Signatories

Author

Warwick McNaughton - Principal Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Local board appointments and delegations for the 2022-2025 electoral term

File No.: CP2022/16627

Te take mō te pūrongo

Purpose of the report

1. To recommend the local board make internal appointments and delegations to manage the workload and enable the discharge of duties and responsibilities in a timely manner.

Whakarāpopototanga matua

Executive summary

2. Local boards are responsible for a wide range of council decisions. As per their legislative role, most of these decisions relate to non-regulatory responsibilities of the council allocated to local boards.

3. In the first term of Auckland Council, all 21 local boards (and the Governing Body) made a general delegation to the Chief Executive of all their responsibilities, duties and powers subject to the exclusions, restrictions and clarifications set out in the Chief Executive’s Delegations Register. The exercise of responsibilities, duties and powers delegated from local boards is subject to the Local Board Delegation Protocols (The Protocols). The Protocols require a range of decisions to be reported to the local board and require that certain decisions made by staff be subject to consultation with the local board, through a nominated local board member (or portfolio holder).

4. Local boards have also been delegated some decisions relating to regulatory processes from the Governing Body. These include giving input into the resource consent process and making objections to liquor licence applications. Some of these decisions are subject to statutory timeframes so having individual members take the lead on such matters ensures the local board can participate effectively in these processes.

5. To enable effective and efficient decision-making, it is appropriate that individual members undertake the following duties and responsibilities:

a) provision of local board views and feedback during staff consultation on general landowner approvals

b) provision of local board views and feedback during staff consultation on activities that are subject to regulatory approval e.g film applications and events

c) provision of formal feedback on resource consent-related matters, specifically input into resource consent notification decisions and provision of local board views, if any, on publicly notified resource consents; includes providing views, if required, on any council decisions relating to the COVID-19 Recovery (Fast-track Consenting) Act 2020

d) preparation of and submission of objections, if any, to liquor licence applications and authority to speak at relevant hearings, if required

e) representation at meetings of joint committees, working groups and other bodies which the local board is a party of or invited to.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) kopou / appoint a nominated contact, and an alternate, for staff consultations over landowner approval applications (excluding applications for filming and events)

b) kopou / appoint a nominated contact, and an alternate, for staff consultation on applications for filming, events and other activities on local parks and local facilities that also require regulatory approval

c) kopou / appoint a lead, and an alternate, for liquor licence matters and delegate authority to that member, including any alternate, to prepare and provide objections, if any, and speak to any local board views at any hearings on applications for liquor licences

d) kopou / appoint a lead, and an alternate, on resource consent matters and delegate authority to that member, including any alternate, to:

i) provide the local board views, if any, on whether a resource consent should proceed as a non-notified, limited notified or fully notified application

ii) prepare and provide local board’s views, if any, on notified resource consents and speak to those views at any hearings if required

iii) provide the local board’s views on matters relating to or generated by the COVID-19 (Fast-track Consenting) Act 2020 while this legislation remains in force

e) kopou / appoint a representative, and an alternate, to meetings of the Local Government New Zealand Auckland Zone and to take the lead on matters relating to this forum

f) tautapa / delegate authority to the chairperson to work with other local board chairpersons to select shared representatives to council working groups, working parties and other internal bodies, where there is a limited number of local board representatives to be selected from amongst all 21 or clusters of local boards

g) kopou / appoint a representative, and an alternate, to the Manukau Harbour Forum joint committee

h) kopou / appoint a representative, and an alternate, to the Ara Kōtui (formerly Māori input into local board decision-making political steering group)

i) kohuki / consider any other appointments and delegations that may be appropriate, to manage the workload and responsibilities of the local board.

Horopaki

Context

6. To enable the effective and efficient conduct of a local board’s business, the Local Government Act 2002 (the Act) provides that a local board may delegate to a committee, subcommittee, or member of the local board, or to an officer of council, any of its responsibilities, duties, or powers, except for the exceptions listed in clause 36D, schedule 7 of the Act. The responsibilities that cannot be delegated include the duty to identify and communicate the interests and preferences of the people in the local board area in relation to the content of the strategies, policies, plans and bylaws of Auckland Council.

7. It is standard practice for local boards to delegate responsibilities for specific tasks and duties to individual members, to enable those tasks and duties to be discharged in a timely manner.

8. Local boards have also made general delegations to the Chief Executive which enable staff to make a range of other decisions on behalf of the local board. Some decisions delegated to the Chief Executive are conditional on consultation with the local board, so this report includes appointments of representatives with whom staff can consult and seek local board views from.

Tātaritanga me ngā tohutohu

Analysis and advice

9. Local boards have been allocated decision-making responsibility for various non-regulatory activities including the use of and activities within local parks and local community and recreation facilities. Considering and determining requests by the public and other third parties for the use of these parks and facilities is therefore within the allocated responsibilities of local boards. Auckland Council refers to these decisions as “landowner consents” or “landowner approvals”.

10. Through the general delegation to the Chief Executive, all local boards have delegated landowner approval decisions to staff subject to consultation with the local board. This enables this customer-facing process to be administered efficiently.

11. The Protocols provide that the nominated local board member can request staff (who are undertaking the consultation) to refer the landowner approval applications to a local board business meeting for a decision. This approach is typically exercised sparingly and in relation to controversial issues of particular interest to the local board or local community. Referring the matter to the local board for decision adds a considerable amount of time and resource to the process as it requires staff to follow the reporting timeframes for business meetings and slows down council’s response to the customer.

12. Separately, Auckland Council takes regulatory decisions in relation to applications made under its Bylaws and the Resource Management Act 1991. Regulatory decisions sit with the Governing Body and are often delegated to staff or to independent commissioners. Before taking decisions, the Governing Body must consider the views and preferences expressed by a local board where the decisions affect the local board area.

13. This report recommends the appointment of local board members to take the lead on providing these approvals and views.

General landowner approvals

14. The role of the local board’s nominated lead for general landowner approvals is to be the point of consultation for staff. The lead’s responsibility is to:

· receive information about the proposed activity which requires landowner approval

· provide views, if any, about the impact of the proposal on the local park and the local community

· maintain a focus on governance matters noting that staff who maintain the park and undertake operational duties will be identifying the relevant operational issues

· ensure that reasons are given to support the views based on relevant and not irrelevant considerations

· consult other members of the local board, if appropriate, and collate their feedback, if any, to give to staff

· provide views, if any, in a timely manner (staff recommend nominated leads strive to provide feedback within five days, if possible)

· provide regular updates to the local board on landowner approval applications received as appropriate.

15. The exercise of council’s general powers to make landowner decisions is not unconstrained. Whether taken by staff or at the full local board level, decision-makers must ensure decisions are made in accordance with statutory and common and public law principles.

Filming

16. Screen Auckland (part of Tātaki Auckland Unlimited) is the agency in charge of permitting applications for filming in the Auckland region. They also facilitate the request for landowner approvals relating to film applications.

17. Due to recent growth in screen industry activity, Screen Auckland is now processing approximately 1000 permit applications per year. This number is predicted to continue to increase as the film industry recovers from COVID-19 restrictions.

18. Screen Auckland’s service level commitment is to process film applications within three to five working days. These timeframes reflect the nature of this industry and is in line with the ‘film-friendly’ direction in the Auckland Film Protocols but it adds pressure to internal consultation processes.

19. The recommended timeframe, for consulting with local boards on filming applications, is two working days. These tight timeframes also mean that referring the matter to the full local board will most likely result in cancellation of the application as applicants will likely opt for a different location. Therefore, to meet council’s service level commitments, local boards are encouraged not to refer film applications to the full local board for consideration.

20. The role of the local board’s film lead is to be the point of consultation for staff processing applications for film permits on local parks. The lead’s responsibility is to:

· receive information about filming applications on local parks

· provide views, if any, on how the activity may impact the local park and local communities

· maintain a focus on governance matters noting that operational staff will be identifying any operational issues

· ensure reasons are given to support the views and that these are based on relevant and not irrelevant considerations

· respond within two working days (staff will assume the local board does not have any feedback to give if there is no response received within this timeframe) and,

· provide updates to the local board on their nominated lead activities as appropriate.

Events

21. The Protocols require that a nominated local board lead be consulted, on behalf of the local board, on event applications that meet certain triggers. These triggers pertain to applications to hold events on Council-owned land in the local board area that require regulatory approval and involve one or more of the following matters:

· complete or substantial closure of the public open space

· more than 500 people

· road closure

· liquor

· ticketed event.

22. The role of the local board’s events lead is to be the point of consultation for staff processing event permits on local parks. The lead’s responsibility is to:

· receive information about event application on a local park, when the above triggers are met

· provide views, if any, on how the event activity may impact the local park and local communities

· maintain a focus on governance matters noting that staff who maintain the park and undertake operational duties will be identifying any operational issues e.g. need for traffic management etc

· ensure reasons are given to support the views and that these are based on relevant and not irrelevant considerations

· respond in a timely manner (staff recommend nominated leads strive to provide feedback within 5 days, if possible)

· provide updates to the local board on their nominated lead activities as appropriate.

23. Staff are also required under the Protocols to notify the nominated local board member of areas relating to the event that may involve reputational, financial, performance or political risk and decisions to approve events on council owned land in the local board area. The nominated lead will be the primary point of contact for these communications.

Liquor licence matters

24. The district licensing committees consider and grant or renew applications for liquor licences and manager’s certificates. When a business applies for a new liquor licence (on-licence, off-licence, club licence, or special licence) or a renewal, these applications are publicly notified.

25. The Governing Body has delegated to local boards the power to object to liquor licensing applications under the Sale and Supply of Alcohol Act 2012 (GB/2014/103).

26. Local boards have 15 working days from the date of a public notice of liquor licence applications (new or renewals) to provide an objection on the matter. The district licensing committee is required to convene a public hearing whenever an objection has been filed unless the application is withdrawn, the objector does not require a public hearing, or it believes that the objection is vexatious and based on grounds outside the scope of the Sale and Supply of Alcohol Act 2012.

27. As per the practice in previous terms, this report recommends delegating responsibility to an individual local board member to monitor public notices and lodge objections, if required, on time.

28. The nominated member’s authority extends to representing the local board at any public hearing that considers the local board’s objection. Where the nominated member is not available to attend a public hearing to speak to the local board’s objection, the alternate member or chairperson or other member agreed by the local board can represent the local board.

Input to resource consent matters

29. Decisions to grant resource consents are regulatory decisions of the council that sit with the Governing Body and are delegated to staff.

30. Governing Body has resolved that local boards will be given the opportunity, within the statutory timeframes, to provide feedback, if any, on whether resource consent applications should be publicly notified (GB/2011/156).

31. Local boards can also provide views on resource consent applications once they have been notified (and may speak to these views at hearings).

32. Resource consent processes are subject to statutory timeframes. To ensure the local board can participate effectively in this process, it is recommended that the local board appoint and authorise an individual member to take the lead in developing and providing feedback when applications are received.

33. Local boards, in previous terms, have identified a list of issues that automatically trigger their feedback on resource consent matters. When these issues or ‘triggers’ present themselves in a resource consent application, staff will email the nominated lead copies of applications for feedback. Local board leads are encouraged to provide comments on the matter within three working days.

34. Considerations by the lead, on behalf of the local board, should include how or if the proposed activity may adversely affect people in the local board area.

35. If the local board desires, the nominated lead for resource consent matters can also be the member in charge of assisting the local board in developing its feedback on other planning matters such as plan changes and notices of requirement. These matters cannot be delegated so feedback, if any, must be decided on by the full local board.

Auckland Zone/LGNZ

36. Local Government New Zealand (LGNZ) is an incorporated society (New Zealand Local Government Association Inc) which represents the national interests of councils around New Zealand and leads best practice in the local government sector.

37. The objectives of LGNZ include promoting and advocating matters affecting the national interests of local government. LGNZ holds regular dialogue with government, parliamentarians and government agencies and provides thought leadership and research on matters of interest to local authorities.

38. LGNZ members are organised in geographically based zones and sectors generally. In 2019, LGNZ Rules were amended to remove Auckland from Zone 1 with an expectation that Auckland Council, with its 21 local boards, will operate as its own zone group (Auckland Zone).

39. In the previous term, Auckland Zone held quarterly meetings with the LGNZ President and Chief Executive. These meetings were co-chaired by the councillor and local board member who are appointed to the Local Government New Zealand National Council. Each local board appointed a representative to attend meetings of the Auckland Zone and take the lead on all matters relating thereto.

Delegation to chairperson – selection of shared representatives

40. From time to time during the term, local boards may be invited to appoint a limited number of representatives to working parties, advisory groups, and other groupings that the Governing Body may set up. The selection of a small number of people to represent many local boards requires local boards to work together.

41. In the previous term, Chairpersons played a critical role in reaching these joint decisions. Chairpersons can work as a selection committee (utilising their monthly Chairs’ Forum) to discuss and agree jointly on shared representatives for all local boards as and when required. In the previous term, this was also process authorised by local boards for the selection of the single local board representative to the Local Government New Zealand National Council and a representative to the Establishment Unit Board for the light rail project.

42. As representatives of their local boards, chairpersons can also work together in clusters to select representatives from different parts of the region, where this is required.

Appointment to joint committees and other internal groups

Manukau Harbour Forum

43. The Manukau Harbour Forum is a joint committee established by the nine local boards surrounding the Manukau Harbour. The joint committee structure of this forum enables these local boards to engage in collective and collaborative action to achieve improvements in water quality and the natural biodiversity of the Manukau Harbour and agreed joint actions that help improve the amenity value of the harbour.

44. As appointing bodies of the Manukau Harbour Forum, the nine local boards and the forum itself work collaboratively with mana whenua, the government, non-government organisations, businesses and communities that live on the harbour and its contributing waterways and estuaries.

45. Each local board appoints a member who represents the local board at meetings of the forum and takes the lead on all matters relating to the forum. Appointing an alternate can ensure the local board will be able to have a representative at meetings of the Manukau Harbour Forum should the appointed member not be available.

Ara Kōtui (formerly Māori input into local board decision-making political steering group)

46. In 2014 four Auckland Council southern local boards; Manurewa, Ōtara-Papatoetoe, Māngere-Ōtāhuhu and Papakura sought to engage with Māori to explore how they can best meet statutory obligations and to improve relationships with Māori.

47. A working group consisting of mana whenua and local board representatives was formed to explore what they have in common, what is important to each about this and why, and how through real collaboration they might make positive outcomes for all Māori and non-Māori alike.

48. The board was last updated on the progress and achievements of the Ara Kōtui programme on 20 September 2022.

49. It is recommended that the board appoint up to 2 representatives for this steering group.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

50. This report recommends the appointment of nominated local board members to ensure that council can undertake its operational and statutory duties in a timely manner, while receiving local board input and decision-making in matters that are of local importance.

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

Local impacts and local board views

51. This report seeks to appoint nominated local board members to perform specific functions.

52. Any local board member who is appointed as a nominated board member should ensure that they represent the wider local board views and preferences on each matter before them.

Tauākī whakaaweawe Māori

Māori impact statement

53. A decision of this procedural nature is not considered to have a positive or negative impact for Māori.

Ngā ritenga ā-pūtea

Financial implications

54. A decision of this procedural nature is not considered to have financial implications on Auckland Council.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

55. If local boards choose not to appoint a nominated board member for landowner approvals, film applications and events, staff will need to seek feedback from the chairperson. This could potentially lead to a busy workload for the local board chairperson, in addition to their existing duties.

56. If local boards choose not to delegate to provide views on notified applications, there is a risk that they will not be able to provide formal views prior to submission closing dates and miss the opportunity to have their feedback presented and heard at a hearing.

57. If local boards choose not to delegate to provide their views on liquor licences, there is a risk that they will not be able to provide formal views prior to closings dates for submissions not coinciding with political meetings.

Ngā koringa ā-muri

Next steps

58. Nominated local board members providing feedback will engage with staff acting in accordance with the Local Board Delegation Protocols.

59. Training for local board members will be offered on the Resource Management Act 1991 and the preparation of effective feedback for applications notified as part of a Resource Management Act 1991 process.

60. Nominated local board members (and alternates) who are delegated the responsibility of preparing and providing objections and speaking to the local board’s objection at district licensing committee hearings should sign-up to receive alcohol notices. This will ensure that they hear about new applications as soon as they are open for comment.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Appointments to external organisations

File No.: CP2022/15557

Te take mō te pūrongo

Purpose of the report

1. To appoint elected members to external organisations and agree the process for appointing the single local board representative to the Local Government New Zealand National Council.

Whakarāpopototanga matua

Executive summary

2. Local boards have a statutory responsibility to communicate with community organisations and special interest groups within their local board area. These organisations range from business associations, statutory organisations, trusts, to entities for which the council has the right to appoint directors (known as council organisations (COs)). Elected members are often invited to participate in these external organisations in various capacities.

3. This report provides detail about these various categories of appointments to external organisations to inform appointments by the local board.

4. Attachment A to this report provides details of the external organisations that have existing arrangements with the local board or for which a relationship is prescribed in policy, such as business associations running Business Improvement District (BID) programmes. Local boards are being asked to make appointments to these organisations at this time and to consider any further appointments as part of their local board engagement plan and strategy for the term.

5. Local boards are also collectively required to appoint a single representative (to represent all 21 local boards) to the Local Government New Zealand (LGNZ) National Council, to fill one of three seats provided for Auckland Council. This report recommends a process for making a joint appointment.

6. Staff recommend that local boards consider appointing a lead and an alternate for various organisations for the 2022-2025 triennium. The function of the alternate representative is to act as a backup to and to perform the appointee duties, including attendance at meetings, in the appointee’s absence.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) kopou / appoint a representative and alternate to each of the external organisations listed in Attachment A for the 2022-2025 triennium

b) kopou / appoint a representative, and an alternate, to the Ōtāhuhu Town Hall Community Centre Incorporated Society joint committee

c) tautapa / delegate authority to the chairperson to work with other local board chairpersons to form a selection panel to appoint a local board representative to the LGNZ National Council as soon as possible.

Horopaki

Context

7. Participation in community organisations is an established part of an elected member's role and having a relationship with community organisations and interest groups is an important part of the local board role.

8. Several external organisations provide for the formal participation of representatives of the Auckland Council in their affairs. These can include arrangements via:

· a trust deed that provides for a council representative on an organisation’s board, committee, or other function

· provisions in law, policy or resource consent that require council representative arrangements. For example, a regulation providing for a community liaison committee or a resource consent requiring the formation of a committee with elected member representation

· other partnerships or associations entered into by the council which provide for elected member representation.

9. These arrangements often include other duties depending on the organisation, the nature of that organisation’s work and/or the relationship with the council.

Council organisations (COs) and other formal arrangements

10. Council organisations (COs) are companies or entities in which council has the right to appoint 1 or more of the trustees, directors, or managers (however described) of the company or entity, but council has less than 50% control. An ‘entity’ includes any partnership, trust, arrangement for the sharing of profits, union of interest, co-operation, joint venture, or other similar arrangement; but does not include a committee or joint committee of a local authority.

11. There are various other entities that have been set up for a specific purpose some of which are formal documents such as a resource consent. These includes consultative groups such as the Aircraft Noise Community Consultative Group, community forums, community impact forums (Department of Corrections) and others.

12. External organisations relevant to the local board are listed in Attachment A.

Representatives to business associations with Business Improvement District (BID) programmes

13. Business associations are independent organisations that are governed by their own constitutions but often work closely with the council because of the roles they play and interest in local business communities (town and commercial centres).

14. Some business associations participate in Auckland Council’s BID programme – which sets a framework to provide BID-operating business associations (BIDs) with BID targeted rate funding, so those business associations can act for the benefit of the specified business area. Business associations that operate a BID programme are also required to work with Auckland Council to ensure there is accountability for the BID targeted rates collected by the council.

15. Auckland Council’s BID Policy 2022 sets the framework for governance, accountability, and management of the BID programmes. The BID Policy outlines the role of the local boards and the local board representative in relation to BIDs. It recognises that within Auckland Council, local boards are the primary relationship lead with BIDs.

16. Local boards have allocated decision-making responsibilities relating to BID programmes, including, but not limited to:

· advising on BID programme strategic direction (with the business association) and providing feedback to the business association regarding its annual BID programme presentation to the local board

· approving establishment of new BID programme and boundary area within the parameters set by the Auckland Council BID policy

· approval of any changes or amendments to an existing BID programme boundary area

· recommending to the Governing Body BID programme targeted rate grant amounts and proposed changes to a BID targeted rate mechanism.

17. To manage the relationship with BIDs and ensure adequate information sharing between local boards and these entities, the BID Policy provide that local boards will appoint a local board to represent the local board and liaise (with the BID) on their behalf.

18. The local board representative role supports the governance-to-governance relationship between the two organisations and is not operationally focused. Only the local board representative, or the alternate representative if the appointed representative is not available, may represent the local board at BID executive committee and General Meetings, but this does not prohibit BIDs from engaging with other local board members. Depending on the relationship between the parties, the involvement of local board representatives on business associations may go further to include:

· an invitation that the local board representative be appointed to the business association executive committee with speaking rights

· bestowal of voting rights by the business association on the local board’s representative. The bestowal of voting rights is not recommended. This is to avoid any conflicts of interests (real or perceived), or disputes between the local board and the BID. However, provided the BID and the local board representative are comfortable that risks can be managed, the BID Policy does not prevent this.

Other business associations not running BID programmes

19. Often other business associations who are not running BID programmes find that having a dedicated liaison is helpful. This is especially useful if the business association intends to join the BID programme in the future. In that regard, local boards are encouraged to appoint a liaison representative, and an alternate if desired, for all business associations in its area.

20. The list of business associations relevant to this local board is included in Attachment A.

Local Government New Zealand (LGNZ) National Council

21. The LGNZ Rules were amended in 2019 to remove Auckland Council from Zone 1 and to provide for Auckland’s representation at the National Council. Given its sheer size and shared governance structure, Auckland will now operate as its own LGNZ ‘zone’ and of its three seats on the LGNZ National Council, one is earmarked for a representative that is appointed by the 21 local boards. The other seats are filled by the Mayor of Auckland (or his alternate) and a representative to be appointed by the Governing Body.

22. The LGNZ rules require appointments to the National Council to be made within eight weeks of the triennial local government elections.

23. In 2019, local boards agreed to delegate authority to the local board chairpersons and the 21 chairpersons formed a selection panel to appoint a single representative of the local boards to the LGNZ National Council. This process enabled a representative to be appointed within the necessary time and was an efficient and appropriate process for making shared decisions.

24. Staff are recommending a similar process for this term, whereby local boards delegate to chairpersons the power to form a selection panel and for the selection panel to collectively to make the LGNZ National Council representative selection at their meeting in early December 2022.

Appointments for the purpose of managing relationships and communications

25. The Local Government (Auckland Council) Act 2009 specifically provides that a local board must communicate with community organisations and special interest groups within its local board area (section 13(2)(c)). In the past few terms, some local boards appointed dedicated leads to manage these relationships and ensure good communication lines with specific organisations and interest groups. These members act as a liaison between the local board and these organisations or groups.

26. While appointing representatives is one way to maintain good relationships and open communication, it is important that this is not done in isolation from the work of the local board during the term. In that regard, staff consider that a conversation about the local boards engagement plan for the term can best inform decisions on appointments that are made purely for the purpose of engagement and communications. This would ensure there is strategic value in these appointments and that there is a clear distinction from other appointments being recommended in this report.

Tātaritanga me ngā tohutohu

Analysis and advice

27. The appointments outlined in this report are not all similar and the responsibilities and duties of an elected member will vary depending on the type of appointment and organisation. Key considerations for appointment decisions should include:

Ensuring appointees have the capacity and skills to undertake the responsibilities

28. This report attempts to outline the differences between the various appointments so that potential nominees can assess if they are the right fit. Some of the roles require members to represent the interests of the Council or perform governance functions. Others may require a lot of time commitment for meetings.

29. A great deal of appointments require attendance of members at either monthly or quarterly meetings of these external organisations.

30. Elected members are encouraged to consider taking on responsibilities only if they can commit to the time and effort that is required.

31. Any other additional considerations will be included in the list in Appendix A.

Managing conflicts of interests

32. The primary role of elected members appointed to external organisations is representing the council. However, depending on their activities, these arrangements may impact their decision-making role within the council.

33. Conflicts of interest can sometimes arise in relation to such appointments, for example where the appointment involves a legal duty to act in the organisation’s best interest (e.g. as a director or trustee). A conflict may also arise where the appointed representatives become heavily involved and very invested in the affairs and decisions relating to that external organisation. In these situations, a conflict could arise when the local board is making certain types of decision in relation to the other organisation.

34. In order to reduce the risk of conflicts, elected members should not take part in the management of these organisations. Unless there is a specific arrangement otherwise, the role as an appointee should be confined to attending meetings, voting at annual or general meetings and acting as a conduit of information.

35. From 20 November 2022 new amendments to the Local Government Act 2002 come into force and require elected members to make a pecuniary interest return within 120 days of coming into office and before the last day of February in subsequent years, which includes declaring all appointments that a member has by virtue of being an elected member. Having an interest does not necessarily mean there is a conflict, but it is important to be mindful of any perceptions of conflict if elected members are actively involved with community groups, even in their official capacity.

Accountability

36. Appointed representatives are strongly encouraged to make regular reports to the local board on their activities and as appropriate, progress made by that organisation on key issues that is relevant to the local board and council.

Official capacity

37. Elected representatives are delegated representation roles in their capacity as elected local board members. Should they cease to become an elected member, their appointment would be automatically repealed.

Tauākī whakaaweawe āhuarangi

Climate impact statement

38. This decision is procedural in nature and is not expected to result in any increase to greenhouse gas emissions nor will it be adversely impacted by the predicted effects of climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

39. Auckland Council staff support local boards in programmes and partnerships involving business associations and other external organisations that may be covered in this report.

40. Staff in the Governance Division provide support to members who are involved with the LGNZ National Council.

41. Other than that, these appointment decisions facilitate positive relationships with key partners and are not expected to have any significant adverse impact on the council group.

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

Local impacts and local board views

42. Local boards are generally committed to nurturing and maintaining relationships with key stakeholders. This report and recommendations align with what local boards want.

43. There may be an interest in making more appointments or arrangements of this nature for the purpose of managing relationships and ensuring key community groups have dedicated liaisons that make their engagement with the local board easier. Staff are supportive of this approach, however, in order to ensure these arrangements are meaningful and useful, the local board is strongly encouraged to consider making any additional appointments in the context of a discussion about its engagement strategy for the term.

Tauākī whakaaweawe Māori

Māori impact statement

44. This is a procedural decision that is not considered to have specific implications for Māori. Where relevant, any specific arrangements for Māori co-governance and co-management entities will be addressed in a dedicated report.

Ngā ritenga ā-pūtea

Financial implications

45. The decision to appoint elected members to outside organisations is procedural in nature so does not have any financial implications.

46. Where financial decisions relating to these external organisations are taken, the implications of those decisions and these appointments, where appropriate and relevant, will be assessed accordingly.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

47. There are some reputational risks that may arise if elected members appointed to external organisations do not meet the expectations for their role. These include attendance at meetings and making themselves available or accessible to the groups to which they are appointed. To manage these risks, elected members are encouraged to carefully consider these roles and requirements and only take these commitments on if they can honour them.

48. To mitigate the risk of actual and perceived conflicts when can undermine decisions of the council, elected members are required to include the appointments made in this report in their annual declarations.

Ngā koringa ā-muri

Next steps

49. Once appointed, staff will prepare correspondence from the chairperson to these external organisations introducing the new local board and informing them of the appointed representatives for their organisation.

50. Following the delegation of authority to the chairperson, provided all local boards agree to this recommendation, staff will bring the matter of the LGNZ National Council appointment to the next meeting of local board chairpersons for a decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Māngere-Ōtāhuhu Local Board external organisations appointments list	123

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Arrangements for making urgent decisions

File No.: CP2022/16628

Te take mō te pūrongo

Purpose of the report

1. To endorse a decision-making arrangement for use by the local board when urgent decisions are required but it is not practicable to convene a meeting.

Whakarāpopototanga matua

Executive summary

2. Local boards hold decision-making meetings as regularly as they consider appropriate to discharge their responsibilities. A monthly (ordinary) meeting schedule helps staff schedule reports and decisions during the term and ensures elected members' attendance. When a need for an urgent decision arises outside of this schedule, the law allows for extraordinary or emergency meetings.

3. Extraordinary meetings require the chief executive to provide each local board member with three working days’ notice (or if the meeting is called by resolution, within a lesser period of notice as specified in the resolution, being not less than 24 hours). Emergency meetings require the person calling the meeting (or a person acting on their behalf) to provide 24 hours of notice to local board members and the chief executive. Extraordinary or emergency meetings are often not practicable to organise, and the short notice period may result in failure to achieve a quorum. In these circumstances, an arrangement for decision-making without a meeting is necessary to enable the local board to deal efficiently with urgent matters.

4. In the last few terms, all 21 local boards adopted an urgent decision-making arrangement which consisted of a conditional delegation to the chairperson and deputy chairperson to make urgent decisions on behalf of the local board when it cannot meet to make them. The exercise of this delegation has previously been subject to authorisation, to confirm that the decision requested is urgent and that it is not practicable to call an extraordinary or emergency meeting.

5. Staff recommend that this process is adopted in the current term for use as and when required.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) tautapa / delegate authority to the chairperson and deputy chairperson, or any person acting in these roles, to make urgent decisions on behalf of the local board, if the local board is unable to meet

b) whakaū / confirm that the Local Area Manager, chairperson, and deputy chairperson (or any person/s acting in these roles) will authorise the use of the local board’s urgent decision mechanism by approving the request for an urgent decision in writing

c) tuhi ā-taipitopito / note that all urgent decisions made, including written advice which supported these decisions, will be included on the agenda of the next ordinary meeting of the local board.

Horopaki

Context

6. The Local Government Act 2002 (LGA) provides that a local authority must hold the meetings it needs for the good government of its area.

7. The LGA also provides that local boards may delegate to committees, other subordinate decision-making bodies, staff, or members of the local board any of its responsibilities and powers for the purposes of efficiency and effectiveness in the conduct of local board business.

8. The LGA clarifies that some local board decisions are not able to be delegated, including the duty to identify and communicate the interests and preferences of the people in its local board area in relation to the content of the strategies, policies, plans and bylaws of Auckland Council (clause 36D, schedule 7 LGA).

Tātaritanga me ngā tohutohu

Analysis and advice

Urgent Decisions delegation

9. The recommended arrangement is one that local boards have had in place over the past few terms. This arrangement has generally worked well to enable responsiveness to situations requiring decisions that arise over the Christmas/New Year holiday period, emergency decisions during the COVID-19 pandemic, and other unforeseen circumstances. This mechanism has enabled timely submissions to central government consultations, something that is usually subject to very constrained timeframes.

10. The urgent decision-making arrangements involve a delegation to the chairperson and deputy chairperson (subject to the authorisation process set out below), to make urgent decisions required before the next meeting if it is not practicable to hold an extraordinary or emergency meeting.

Authorisation

11. The delegation to make urgent decisions is subject to authorisation. The authorisers will approve the use of the urgent decision mechanism if they are satisfied that:

a) the decision is required urgently, i.e., before the next planned meeting of the local board, and

b) it is not practicable in the circumstances to call an extraordinary or emergency meeting of the local board.

12. The authorisers will include the chairperson, deputy chairperson and the Local Area Manager (or their nominee). Their considerations should include the significance of the decision, including whether this is likely to be controversial or not, and the ability to meet statutory and logistical requirements for an extraordinary or emergency meeting in the particular circumstances.

Request for urgent decision

13. Requests for an urgent decision should outline:

a) the decisions or resolutions sought

b) the nature of the issue

c) the reason for urgency.

Decision-making requirements

14. Elected members exercising the urgent decision delegation must make their decision in accordance with the decision-making principles and requirements in the LGA and Local Government (Auckland Council) Act 2009 and they must determine the best way to fulfil the requirements laid out in that legislation. These requirements include:

· identifying and assessing all reasonably practicable options for achieving the decision’s purpose and assessing those options in terms of their advantages and disadvantages (s 77 LGA)

· if it is a significant decision in relation to land or a body of water, considering the relationship of Māori and their culture and traditions with ancestral lands, water, sites, waahi tapu, valued flora and fauna, and other taonga (s 77(1)(c) LGA)

· considering the views and preferences of people likely to be affected by, or have an interest in, the decision (s 78 LGA).

15. Elected members require quality advice to inform good decisions. Where the request for an urgent decision has come from staff, staff should provide their advice in the Auckland Council report format. It may not always be possible for staff to produce comprehensive reports within constrained timeframes, so in such circumstances they should endeavour to provide sufficient information in an appropriate format, such as a memorandum.

Public accountability

16. Urgent decisions made under delegated authority should be published on the agenda of the next ordinary meeting of the local board. The information to be published must include the urgent decision and all relevant information provided to the decision-makers, provided it is not confidential.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17. This decision is procedural in nature and is not affected by climate impacts nor will it result in any changes to greenhouse gas emissions.

18. The urgent decision mechanism enables urgent decisions to be made in a timely manner and this makes it a useful tool for responding to any climate change-related emergency.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. The urgent decision-making mechanism proposed in this report enables the council group to respond to situations requiring urgent decisions in a timely manner when it is not practical to call the full local board together.

20. These decisions include, for example, local board input to council submissions that are provided whenever there is a central government consultation. The timeframes for these submissions can be very constrained and it is crucial that local board input is provided sooner rather than later, so that it can be considered by the Governing Body (or its committees) who adopt the submission on behalf of Auckland Council.

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

Local impacts and local board views

21. This report outlines the local board urgent decision-making arrangement that can be used when it is not practical to call the full local board together.

Tauākī whakaaweawe Māori

Māori impact statement

22. This report concerns a procedural matter and is not considered to have any specific implications for Māori.

23. When making urgent decisions under the delegation, decision makers will need to consider the impact of each decision on Māori, their land and other taonga, as appropriate.

Ngā ritenga ā-pūtea

Financial implications

24. There are no financial implications arising from the procedural decision sought through this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. The authorisation step provides an opportunity to assess and confirm the urgency and to decide if it is practicable to have an extraordinary or emergency meeting. This step is intended to help ensure the delegation to the chairperson and deputy chairperson is used in appropriate circumstances.

26. The chairperson and deputy chairperson are strongly encouraged to seek views from other local board members when making urgent decisions to ensure the urgent decision reflects those views to the extent possible.

Ngā koringa ā-muri

Next steps

27. If the local board adopts the urgent decision-making mechanism proposed in this report, this will provide a process that will be used as and when required.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Shirley Coutts - Principal Advisor - Governance Strategy

Authorisers

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Adoption of a business meeting schedule

File No.: CP2022/16656

Te take mō te pūrongo

Purpose of the report

1. To adopt the Māngere-Ōtāhuhu Local Board meeting schedule for the 2022-2025 electoral term.

Whakarāpopototanga matua

Executive summary

2. The Local Government Act 2002 (LGA) and the Local Government Official Information and Meetings Act 1987 (LGOIMA) have requirements regarding local board meeting schedules. In particular, clause 19, Schedule 7 of the LGA on general provisions for meetings requires the chief executive to give notice in writing to each local board member of the time and place of meetings. Sections 46, 46A and 47 in Part 7 of LGOIMA require that meetings are publicly notified, agendas and reports are available at least two working days before a meeting, and that local board meetings are open to the public.

3. Adopting a meeting schedule helps with meeting these requirements. It also allows for a planned approach to workloads and ensures that local board members have clarity about their commitments.

4. A draft meeting schedule for the 2022-2025 electoral term has been developed and is included below for adoption by the local board.

5. Frequency: One business meeting per month (excluding January) is sufficient for formal business to be considered. There are some instances for which the local board may need to have additional meetings for important decisions such as local board plans, local board agreements or to provide input into regional strategies, policies and plans. Local board meeting schedules will be updated with any additional meetings once those details are confirmed. Outside of its scheduled meetings, local boards can call extraordinary and/or emergency meetings as and when required.

6. Timing: The standard practice in previous terms is to hold the monthly ordinary meeting in the final half of the month (weeks three or four) which enables local boards to prepare for any workshop items for these meetings in the first half of the month.

7. Other matters: Commencing the business meeting during business hours will enable meetings to be productive, maximise access to staff and ensures best use of resources. Having the meetings in a set location ensures consistency and ability to use technology that is built into council facilities as required. This can include the use of screens, speakers and Wi-Fi connections that enable remote attendance.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) adopt the meeting schedule outlined below for the 2022 to 2025 electoral term:

Year	Date
2023	15 February
	15 March
	19 April
	17 May
	21 June
	16 August
	20 September
	18 October
	15 November
	6 December
2024	21 February
	20 March
	17 April
	15 May
	19 June
	21 August
	18 September
	16 October
	20 November
	4 December
2025	19 February
	19 March
	16 April
	21 May
	18 June
	20 August
	17 September

b) agree to commence business meetings at 5pm to be held at the Māngere-Ōtāhuhu Local Board Office, Shop 17B, 93 Bader Drive on Wednesday. Public forum and deputations will be scheduled in the early part of the business meeting, to enable participation by the public and stakeholders in the democratic process

c) agree to a two-week recess in the middle of July each year with no business meeting that month

d) note the dates and times for business meetings to make decisions on local board plans and local board agreements are yet to be scheduled.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Jacqueline Robinson - Democracy Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Māngere-Ōtāhuhu Local Board Quarterly Performance Report - Quarter 1

File No.: CP2022/16168

Te take mō te pūrongo

Purpose of the report

1. To provide the Māngere-Ōtāhuhu Local Board with an integrated performance report for quarter one, 1 July – 30 September 2022.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2022/2023 work programme.

3. The key activity updates from this period are:

· ID# 29: Toia Pool and Leisure Centre: Operations

· ID# 237: Operational expenditure for Māngere Arts Centre - Ngā Tohu o Uenuku (Council facility)

· ID# 238: Māngere-Ōtāhuhu Community Arts Broker programme

· ID# 240: Māngere Arts Centre Business Plan Initiatives

· ID# 246: Build Capacity: Community-led response to alcohol licensing and advertising.

· ID# 251: Programming of community places Māngere-Ōtāhuhu

· ID# 263: Community grants Māngere-Ōtāhuhu

· ID# 632: Bike Hub Māngere

· ID# 640: MO: Ecological and environmental volunteers programme FY23.

4. All operating departments with agreed work programmes have provided an update against their work programme delivery. Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). The following activities are reported with a status of red (behind delivery, significant risk):

· ID# 3, Pukaki Crater access easement.

5. The financial performance report compared to budget 2022/2023 is attached. There are some points for the local board to note:

· in the three months ended 30 September 2022, operating expenditure of $4.9 million is 16 percent below budget and operating revenue of $348,000 is 14 percent above budget

· capital expenditure spend totalling $1.1million is ahead of budget.

6. The Customer and Community Services capex budget has been revised to incorporate delayed delivery or earlier commencement of individual projects or other changes that are of material value.

7. Mana whenua have advised that the project to establish a permanent easement at the Pukaki Crater be put on hold. The board therefore has a budget of $10,000 for reallocation in this financial year.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whiwhi/receive the performance report for quarter one ending 30 September 2022

b) tuhi ā-taipitopito/note the financial performance report in Attachment B of this agenda report

c) tuhi ā-taipitopito/note the available budget of $10,000 for the board to reallocate in the current financial year due to the deferring of the ‘Pukaki Crater access easement’, ID# 3.

Horopaki

Context

8. The Māngere-Ōtāhuhu Local Board has an approved 2022/2023 work programme for the following operating departments:

· Customer and Community Services

· Infrastructure and Environmental Services

· Plans and Places

· Auckland Unlimited.

9. Since the work programmes were approved, the Customer and Communities Services directorate has been restructured. Regional Service Planning, Investment and Partnerships was renamed Regional Services and Strategy, and two new departments were created - Parks and Community Facilities and Active Communities. Units from the previous departments Community Facilities and Parks, Sports and Recreation were incorporated into the two new departments. The table below shows the distribution.

Table 1: Changes to Departments in Customer and Communities Services directorate.

Previous Department – Unit	Current Department – Unit
Parks, Sports and Recreation – Active Recreation	Active Communities – Leisure
Parks, Sports and Recreation – Active Recreation	Active Communities – Sport and Recreation
Community Facilities – Operations	Parks and Community Facilities – Operations
Community Facilities – Project Delivery	Parks and Community Facilities – Project Delivery
Parks, Sports and Recreation – Park Services	Parks and Community Facilities – Specialist Operations

10. The graph below shows how the work programme activities meet Local Board Plan outcomes. Activities that are not part of the approved work programme but 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, bar chart

Description automatically generated

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

11. 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), and activities that have significant issues (red).

Graph 2: Work programme by RAG status

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

Graph 3: Work programme by activity status and department

Key activity updates

13. Ōtāhuhu Pool and Leisure has started this quarter positively, with visitation growing. The centre is delivering a full range of programmes and services including group fitness, sports leagues, swimming lessons, after school care, birthday parties, group bookings, and swimming. Fitness membership is now 700 because of the promotion of a non-fixed term membership option. Group fitness classes continued to be popular.

14. Operational expenditure for Māngere Arts Centre - Ngā Tohu o Uenuku (Council facility) ID# 237:During the first quarter of the financial year, exhibitions were Awakening the Taniwha and Whakamata. Attendance numbers for July/August were 3414. Theatre shows include Bad Jelly the Witch, Dust Palace, Massive Theatre: What we're made of, Koe Po Hiva Tuufonua Fakatonga: Night of Tongan Music, My Grandfather is a Canoe, Flip the Script: Bader Intermediate. Theatre attendance was 5877.

15. Māngere-Ōtāhuhu Community Arts Broker programme ID# 238: In first quarter, the proposed Māngere-Ōtahuhu Art Broker programme was presented to the local board. A total of 17 proposals were received with 12 receiving funding. Six of the proposals are new to this programme, four of which include Māori outcomes, and nine of which have been developed with a focus on children and youth. All projects have public access components such as performance or exhibition.

16. Māngere Arts Centre Business Plan Initiatives ID# 240: In the first quarter, various events have been delivered for Samoan, Tongan, Kiribati, Cook Island and Tuvalu language weeks which included various workshops, whanaungatanga and cultural performances. Participants totalled approximately 1100 across all activations.

17. Build Capacity: Community-led response to alcohol licensing and advertising ID# 246: The Māngere-Ōtāhuhu Local Board aspires to minimise the impact of alcohol-related harm and has contracted services to support this. During this quarter, the contractor has undertaken capacity building through hosting three online monthly meetings and attending local networking hui. Support was provided to the ‘Communities Against Alcohol Harm’ Facebook page and a trial of a localised Facebook page. Twenty-eight liquor licence applications were identified through public notices and evaluated.

18. Programming of community places Māngere-Ōtāhuhu ID# 251: Quarter one has been a very productive start to the new financial year at Whare Koa. All Pacific Language Weeks were celebrated with activations at Whare Koa with an increasing popular online Kahoot Competition to engage with our local community via social media. From 25 online registrations to participate in June to over 300 registrations at the end of quarter one, there was increased community engagement via social media. As a result, the school holiday programme in July proved to be very popular with new families coming into Whare Koa for the first time after connecting online. The free two-week holiday programme was jammed packed with arts and crafts, cooking, gardening, zumba and movie time.

19. Community grants Māngere-Ōtāhuhu ID# 263: The board granted $8,338 to support six applications during the Quick Response Grant Round One.

20. Youth Grants – Māngere-Ōtāhuhu ID# 3474: The board reallocated $19,300 to MO Youth Grants line #3474 from MO Community Grants line #263 (MO/2022/133) – which enabled the board to grant $29,288.90 to support 20 applications during the youth grants round.

21. Bike Hub Māngere ID# 632:The funding agreement was signed with the Time To Thrive To Stay Alive charitable trust to operate the Māngere bike hub through the 2022/2023 financial year. During quarter one, the Māngere bike hub was open for 48 days. During this time the bike hub had 863 visitors, 255 bikes fixed, 24 bikes gifted to members of the community and 73 bikes were received. This activity was supported by 50 volunteer hours. Events held during the first quarter include a Matariki evening celebration, Cook Island language week ‘Bike Ride to the Cook Islands’, Ngā Hau Māngere opening and several community rides.

22. Ecological and environmental volunteers programme FY23 ID# 640: For the first quarter, 413 volunteer hours recorded, with 800 plants planted at Sturges and Portage Canal Foreshore.

Activities with significant issues

23. Pukaki Crater access easement ID# 3: At the May 2022 Co-Management Committee Meeting, mana whenua advised that the project to establish a permanent easement at the crater be put on hold while the refresh of the 2009 Co-Management Agreement and the dam investigations are prioritised. On this basis the project will stop for the time being and the budget of ($10,000) is attached to this work programme line and is available to reallocate in this financial year subject to further advice from staff.

Activities are delayed for delivery

24. The following work programme activities have been identified by operating departments as amber (delayed for delivery)

· Placemaking: community-led activation of community spaces and neighbourhoods Māngere-Ōtāhuhu ID# 241: Due to the "Revitalising town centres" grants programme being undertaken for the first time in Māngere-Ōtāhuhu, all discussions with business associations and community groups are on hold until this grants process is complete.

· Local employment ID# 3509: This programme has been delayed due to the sudden passing of the Ministry of Social Development (MSD)/Employment manager. Plans are now underway to meet with the new MSD/Employment manager and revisit scope and delivery of the programme.

· Walter Massey Park - develop new walkway and upgrade playground ID# 15706: Final arborist report is being prepared to lodge resource consent and have approval ready for when sufficient funding is available in future years.

· Māngere-Ōtāhuhu - renew park roading and car parks ID# 18730: Designer has been engaged and the works have commenced. Once the designs are ready, the work will proceed with the construction procurement phase.

· Māngere Bridge Library - comprehensive renewal ID# 20552: Awaiting a meeting with the stakeholders and library staff to establish a clear scope of works for the comprehensive renewal.

· Ngā Puna / Cyclamen Park – upgrade playground ID# 26140: As this is a risk adjusted project, it

· will be scoped for works to commence in future years.

Changes to the local board work programme

Activities merged with other activities for delivery

25. These activities have been merged with other activities for efficient delivery:

· Māngere-Ōtāhuhu Aquatic (Toia-Ōtāhuhu Pool Leisure Centre and Moana-Nui-A-Kiwa) - renew pool plant ID# 31759 to be bundled with Moana-Nui-A-Kiwa Leisure Centre - renew critical asset components ID# 28325.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

27. Work programmes were approved in June 2022 and delivery is underway. Should significant changes to any projects be required, climate change impacts will be assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to result in changes to emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. When developing the work programmes council group impacts and views are presented to the boards. As this is an information only report there are no further impacts identified.

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

Local impacts and local board views

29. This report informs the Māngere-Ōtāhuhu Local Board of the performance for ending 30 September 2022.

Tauākī whakaaweawe Māori

Māori impact statement

30. The local board has a number of initiatives that promote Maori outcomes as detailed below.

31. Māori Responsiveness Māngere-Ōtāhuhu, ID# 253: Engage with mana whenua, mataawaka and local board members to identify appropriate projects that respond to Māori aspirations in a practical and effective way, engage and build relationships with local marae, engage with mana whenua and mataawaka to identify projects that respond to local Māori aspirations.

32. Māngere-Ōtāhuhu Pop-Up Activations, ID# 262: Fund the delivery of a series of pop-up events that are free to attend and celebrates Māori and Pasifika culture, and activate the courtyard at Māngere Arts Centre - Ngā Tohu o Uenuku.

33. Pest Free Ihumātao, ID# 661: To continue to empower iwi to implement restoration activities to protect the key taonga such as Ōruarangi Awa, Ōtuataua Stonefields and Ihumātao Papakāinga. This will include Makaurau Marae undertaking regenerative restoration, native plant services, biosecurity control and monitoring, biodiversity surveys, community engagement and waste minimisation practices.

34. Te Kete Rukuruku (Māori naming of parks and places), ID# 2831: Māori naming (and associated story telling) of parks and places in partnership with mana whenua to value and promote Auckland’s Māori identity and use of te reo Māori, the outcome being a dual Māori/English name or a sole Māori name

Ngā ritenga ā-pūtea

Financial implications

35. This report is provided to enable the Māngere-Ōtāhuhu Local Board to monitor the organisation’s progress and performance in delivering the 2022/2023 work programmes. There are no financial implications associated with this report.

Financial Performance

36. For the three months ended 30 September 2022:

· operating expenditure relating to Asset Based Services (ABS) is below budget by $567,000, and the Locally Driven Initiatives (LDI) operational expenditure is $280,000 below budget

· operating revenue is $348,000 and above budget by $49,000

· capital expenditure of $1.1million includes $516,000 for the renewal of local assets, $280,000 for Māngere Centre Park upgrades and $14,000 on LDI capital projects

· the complete Māngere-Ōtāhuhu Local Board financial performance report can be found in Appendix B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk relating to individual activities does vary. Capital projects for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

38. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section.

Ngā koringa ā-muri

Next steps

39. The local board will receive the next performance update following the end of quarter two, December 2022.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Work Programme Performance report - Q1 Māngere Ōtāhuhu (Under Separate Cover)
b ⇩	M-O Quarterly Operating Performance Q1 FY23 Fin Appendix	143

Ngā kaihaina

Signatories

Author	Noha Zaki - Local Board Advisor
Authoriser	Manoj Ragupathy - Local Area Manager

Māngere-Ōtāhuhu Local Board

07 December 2022

Annual Budget 2023/2024 - feedback on regional topic for consultation

File No.: CP2022/16859

Te take mō te pūrongo

Purpose of the report

1. To seek input on the proposed regional consultation content for the Annual Budget 2023/2024 from the local board.

2. To recommend an additional meeting between 7 and 9 February (to approve local consultation content and a local engagement event).

Whakarāpopototanga matua

Executive summary

3. Auckland Council will be consulting on both local and regional content as part of the Annual Budget 2023/2024 consultation. This is planned to take place from late February – late March 2023.

4. This report seeks the views of the local board on priority regional topics that will be included in the Annual Budget 2023/2024 consultation. This includes the four levers that can be used to mitigate council’s operating budget challenge. These four levers are: debt, general rates, operating expenditure, and assets.

5. The Governing Body will agree regional consultation items on 15 December 2022. Local boards will be asked to approve local consultation content (that is, content relating to the proposed local board agreements) between 7 and 9 February 2023.

6. The local consultation content will then be incorporated into the Annual Budget 2023/2024 consultation document and supporting information, which is planned to be adopted by the Governing Body in February 2023.

Ngā tūtohunga

Recommendation/s

That the Māngere-Ōtāhuhu Local Board:

a) whakarite / provide feedback on potential regional consultation topics and policies for the Annual Budget 2023/2024

b) whakarite / provide feedback on proposed changes to fees and charges in Active Communities – bookable spaces including on the following:

i) the establishment of standardised baseline fees for services in the Active Communities – Bookable Spaces portfolio across Auckland

ii) the proposed discount framework across Auckland for:

A) a consistent peak / off-peak discount;

B) a consistent discount for regular hirers vs. casual hirers

C) a standardised community outcomes discount with criteria guided by relevant local boards

c) whakaae / approve an additional meeting between 7 and 9 February 2023 to approve local consultation content for the Annual Budget 2023/2024 if required.

Horopaki

Context

7. Auckland Council is required to adopt a 10-year budget every three years and an annual budget in the intervening years.

8. Each year, every local board makes an agreement with the Governing Body for the delivery and funding of services in the local area. These local board agreements are included in both the 10-year budget and each annual budget.

9. Auckland Council is required to consult the public on the annual budget (or 10-year budget every three years). The consultation content consists of regional content decided by the Governing Body and local content decided by each local board.

10. Before the regional consultation content is decided by the Governing Body, local boards have the opportunity to provide their input.

11. The local consultation content relating to each local board agreement must be included in the consultation document.

12. Public consultation on the Annual Budget 2023/2024 is planned to take place from late February to late March 2023.

13. Aucklanders will be able to provide feedback during the consultation period through a variety of channels, which include face-to-face (for spoken and New Zealand sign language interaction) and written.

Tātaritanga me ngā tohutohu

Analysis and advice

14. The local board is asked to provide feedback on potential levers to mitigate the budget gap for the Annual Budget 2023/2024 consultation. The feedback from the local boards will be collated and provided to the Governing Body to consider when agreeing regional items for consultation on 15 December 2022.

Budget Challenge

15. For the 2023/2024 financial year, Auckland Council is facing a $295 million operational expenditure challenge.

16. The Governing Body is considering potential levers that can be used to balance the operating budget: debt, general rates, operating expenditure, and assets.

17. The Mayoral Proposal will outline the proposed balance of these levers for consultation.

Financial policies for Annual Budget 2023/2024

18. The local board is asked to provide feedback on potential annual budget-related policies for the Annual Budget 2023/2024 consultation. The feedback from local boards will be collated and provided to the Governing Body to consider when approving annual budget-related policies for consultation on 15 December 2022.

Fees and Charges

19. A three-year cycle of fee reviews was introduced in the Annual Budget 2022/2023. The reviews will ensure that the cost recovery decisions previously made by the council continue to be met.

20. In year two of the fee review cycle, a number of fees and charges were reviewed, and changes are proposed to the following:

· animal management fees

· some building and resource consenting fees

· other regulatory fees such as food licensing registration, micro-mobility operator fees and swimming pool inspections

· cemetery fees (stage two - to ensure an appropriate level of cost recovery is in place for cemetery services. Some further standardisation was also considered.)

· bookable spaces in council managed pool and leisure facilities.

21. The review of fees and charges for the Active Communities service has been split into two phases due to the number and complexity of the fees. The existing pricing and discount frameworks currently in place for Active Communities contain variations and inconsistencies for customers interacting with the service.

22. In the first phase, fees for use of bookable spaces in council-managed pool and leisure facilities have been reviewed, with a focus on standardisation. The second stage, planned for 2024/2025, will include a review of the remaining fees for Active Communities services, including the appropriate level of cost recovery for all fees.

23. Active Communities – Bookable Spaces includes land and aquatic bookable spaces, such as basketball courts, squash courts, badminton courts, swimming pools, dive pools, stadiums, recreational halls, and rooms available at sites within the Active Communities business.

24. The purpose of this review is to provide:

a) A standardised baseline fee rate for like services

b) A standardised discount framework with:

o a consistent peak / off-peak discount

o consolidation and standardisation of Casual/Regular and Standard/User Group hire rates

o simplification of the discounts targeting specific community outcomes (e.g. youth focus, disability focus, community groups, etc).

25. Some local boards may not have these facilities in their local board area but may still want to provide feedback on their nearest bookable spaces.

26. As provided for in the Revenue and Financing Policy, other regulatory fees and charges will increase in line with the council’s cost inflation where necessary to maintain cost recovery.

Other rating matters

27. The following rating issues and policies are also being presented to the Governing Body for consideration for consultation, and not all these issues will be relevant to all local boards:

· amendment to Community Occupancy Guidelines

· targeted rate charges for non-standard refuse bins (in the former Auckland (ACC) and Manukau (MCC) city councils areas)

· introduction of a fee for swapping bin sizes

· rollout of food scraps service and further standardisation of waste services and targeted rates

· changes to Waste management targeted rates

· support for papakāinga development on general title land

· changes to swimming/spa pool inspections targeted rate and fees

· changes to the Rodney Drainage District Targeted Rate

· changes to the Climate Action Targeted Rate.

Local Consultation Content

28. Local boards will be asked to approve local consultation content between 7 and 9 February 2023. This will allow time for local boards to consider any impacts of the proposed regional consultation content on the local board area.

29. If the local board does not have a meeting scheduled in this time, an additional meeting will be required.

Tauākī whakaaweawe āhuarangi

Climate impact statement

30. The decision to consult is procedural in nature, meaning any climate change impacts will be negligible. These decisions are unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

31. Some of the proposed initiatives or projects included in the consultation content may have climate change impacts. The impacts of any initiatives or projects Auckland Council chooses to progress as a result of this consultation will be assessed as part of the relevant reporting requirements.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

32. The Annual Budget 2023/2024 is an Auckland Council group document and will include budgets at a consolidated group level.

33. Consultation items and updates to budgets to reflect decisions and new information may include items from across the group. This will be reflected in the report on regional consultation items going to the Governing Body on 15 December 2022.

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

Local impacts and local board views

34. Local board members were invited to attend two Annual Budget 2023/2024 briefings summarising topics discussed at Governing Body workshops. Local board chairs have been invited to the Governing Body Annual Budget workshop on 7 December 2022.

35. Local boards will have further opportunities to provide information and views as the Annual Budget 2023/2024 process progresses.

36. Aucklanders will have the opportunity to give feedback on regional and local proposals contained in the budget. All feedback received from submitters residing in the local board area will be analysed by staff and made available for consideration by the local board, prior to the local board finalising its local board agreement.

Tauākī whakaaweawe Māori

Māori impact statement

37. Many local board decisions are of importance to and impact on Māori. The local board agreement and Annual Budget 2023/2024 are important tools that enable and can demonstrate council’s responsiveness to Māori. The Local Board Plan adopted in November 2020 forms the basis for local priorities.

38. The approach to Māori engagement for Annual Budget 2023/2024 will be finalised once consultation topics are confirmed, including development of bespoke materials.

39. There is a need to continue to build local board relationships with iwi and the wider Māori community. Ongoing conversations will assist the local board and Māori to understand each other’s priorities and challenges.

Ngā ritenga ā-pūtea

Financial implications

40. The local board provides input to regional plans and proposals. There will be information in the council’s consultation material for each plan or proposal with the financial implications of each option outlined for consideration.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. There is a statutory requirement for content relating to each local board agreement to be included in the Annual Budget 2023/2024 consultation document. The local board must approve its local consultation content by close of business on 9 February 2023 in order for it to be formatted and reviewed in time to be incorporated into the Annual Budget 2023/2024 consultation document and supporting information.

Ngā koringa ā-muri

Next steps

42. The Governing Body will adopt the consultation document and supporting information material and approve the consultation approach for the Annual Budget 2023/2024 in February 2023.

43. Following consultation, the Governing Body will agree the local board agreements with the local boards and adopt the final Annual Budget 2023/2024 in June 2023.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Renee Burgers - Lead Advisor Plans and Programmes

Phoebe Peguero - Senior Advisor Operations and Policy

Authorisers

Louise Mason - General Manager Local Board Services

Manoj Ragupathy - Local Area Manager

Chairperson	Tauanu’u Nanai Nick Bakulich
Deputy Chairperson	Harry Fatu Toleafoa
Members	Joe Glassie-Rasmussen
	Makalita Kolo
	Christine O'Brien
	Papaliitele Lafulafu Peo
	Togiatolu Walter Togiamua

No.	Title	Page
a ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 7 September 2022	155
b ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 14 September 2022	157
c ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 2 November 2022	159
d ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 9 November 2022	161
e ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 16 November 2022	163
f ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 23 November 2022	165
g ⇩	Māngere-Ōtāhuhu Local Board Workshop Record, 30 November 2022	167

Autho	Jacqueline Robinson - Democracy Advisor
Authoriser	Manoj Ragupathy - Local Area Manager