Agenda of Aotea / Great Barrier Local Board

1 Nau mai | Welcome

Chairperson I Fordham will open the meeting and welcome everyone in attendance. Deputy Chairperson P O’Shea will lead the meeting in a karakia.

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 Aotea / Great Barrier Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 28 March 2023, as true and correct.

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 Aotea / Great Barrier 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.

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

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.

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

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.”

Aotea / Great Barrier Local Board

18 April 2023

Aotea / Great Barrier Local and Capital Grants Round Two 2022/2023 grant allocations

File No.: CP2023/04002

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline the applications received for Aotea / Great Barrier Local and Capital Grants Round Two 2022/2023.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Aotea / Great Barrier Local and Capital Grants Round Two 2022/2023, (Attachment B). The local board had set a total community grants budget of $108,377 and a Capital budget of $252,000.

3. $3,000 is also available for the Local Grant budget from the Legacy Rates Grants budget, as all transitional rates have been allocated or discontinued. This amount is not included in the below figures.

4. The Aotea / Great Barrier Local Board adopted the Aotea / Great Barrier Local and Capital Grants Round One 2022/2023 on 24 May 2022 (Attachment A). The document sets application guidelines for contestable capital and community grants.

5. Aotea / Great Barrier Local and Capital Grants Round One 2022/2023 received six applications, with $65,421.79 requested in the community grants round and nine applications with $295,625.62 requested in the capital grants round. $50,881.67 was allocated in the Local Grant round and $204,815.04 in the Capital grant round, leaving $57,495.33 and $47,184.96 respectively.

6. $1,000 from the Legacy Rates was allocated on the 27 September 2022 business meeting (GBI/2022/105), leaving $2,000 that is accessible for the Local Grants budget.

7. An urgent decision was approved to allocate $6,295.04 from the Local grants budget to the Aotea Education Trust towards bathroom modifications to the Early Learning Centre, leaving $51,200.29 in the Local grant round.

8. The Aotea / Great Barrier Local and Capital Grants Round Two 2022/2023 received six grants requesting $41,370.96 in the Local round and seven grants in the Capital round requesting $95,795.83.

9. In the case of underspend in the Local grants round, the funding may be used to support Capital grants that meet the criteria of the Local grants round. $2,000 from the Legacy Rate Grants is still available and has not been included in the above figures.

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) fund, part-fund or decline applications received in this round.

Table One: Aotea / Great Barrier Local Grant applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2304-204	New Zealand Bluelight Ventures Inc	Community	Towards costs for the HUNTS course from 1 July 2023 to 15 December 2023	$3,371.11	Eligible
LG2304-205	Aotea Family Support	Community	Towards costs for three workshops at Claris Conference Centre from 2 May 2023 to 29 February 2024	$4,555.00	Eligible
LG2304-209	Great Barrier Island Sports & Social Club	Community	Towards rates at 19 Whangaparapara Rd from 2 May 2023 to 31 August 2023	$4,444.85	Eligible
LG2304-211	Great Barrier Island Environmental Trust	Environment	Towards wages for the Aotea Bird Count from 1 August 2023 to 31 March 2024	$4,000.00	Eligible
LG2304-216	Windy Hill Rosalie Bay Catchment Trust	Environment	Towards nursery manager and assistant wages at the Aotea Community Native Plant Nursery from 30 May 2023 to 30 April 2024	$15,000.00	Eligible
LG2304-221	Great Barrier Marine Radio Inc	Community	Towards wages, website design and Facebook set up from 1 May 2023 to 30 June 2023	$10,000.00	Eligible
Total				$41,370.96

Table Two: Aotea / Great Barrier Capital Grant applications:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2304-208	Motu Kaikoura Trust	Capital	Towards pontoon repair and upgrade at Motu Kaikoura from 1 May 2023 to 1 December 2023	$4,085.00	Eligible
LG2304-210	Tryphena Community Hall Incorporated Society	Capital	Towards electrical upgrade, water pump and driveway upgrade at Tryphena Community Hall from 1 May 2023 to 30 April 2024	$33,681.66	Eligible
LG2304-212	Ngatiwai O Aotea Kawa Marae Trust	Capital	Towards roof repair at Kawa Marae from 1 July 2023 to 30 June 2024	$19,212.90	Eligible
LG2304-214	Great Barrier Island Community Health Trust	Capital	Towards new inverter for the Nurse’s Cottage from 1 May 2023 to 14 July 2023	$5,234.10	Eligible
LG2304-215	Great Barrier Island Environmental Trust	Capital	Towards construction of the community hub finishing touches at Oruawharo Lane from 1 May 2023 to 30 April 2024	$4,438.38	Eligible
LG2304-217	Glenfern Sanctuary Trust	Capital	Towards solar panel purchase and installation at 20 Glenfern Road from 1 May 2023 to 30 June 2023	$12,651.00	Eligible
LG2304-227	Ngati Rehua Ngatiwai Ki Aotea	Capital	Towards office renovation at 90 Kaiaraara Bay Road from 1 May 2023 to 31 July 2023	$16,492.79	Eligible
Total				$95,795.83

Horopaki

Context

10. 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.

11. The Auckland Council Community Grants Policy supports each local board to adopt a grants programme.

12. 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.

13. The Aotea / Great Barrier Local Board adopted the Aotea / Great Barrier Local Board Community Grants Programme 2022/2023 on 24 May 2022 (Attachment A). The document sets application guidelines for contestable grants.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. 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. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

18. 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

19. Local boards are responsible for the decision-making and allocation of local board community grants. The Aotea / Great Barrier Local Board is required to fund, part-fund or decline these grant applications in accordance with its priorities identified in the local board grant programme.

20. The local board is requested to note that section 48 of the Community Grants Policy states “We will also provide feedback to unsuccessful grant applicants about why they have been declined, so they will know what they can do to increase their chances of success next time”.

Tauākī whakaaweawe Māori

Māori impact statement

21. The local board grants programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Ngā Mātārae has provided input and support towards the development of the community grant processes.

Ngā ritenga ā-pūtea

Financial implications

22. The local board had set a total community grants budget of $108,377 and a Capital budget of $252,000.

23. $3,000 is also available for the Local Grant budget from the Legacy Rates Grants budget, as all transitional rates have been allocated or discontinued. This amount is not included in the below figures.

24. The Aotea / Great Barrier Local Board adopted the Aotea / Great Barrier Local and Capital Grants Round One 2022/2023 on 24 May 2022 (Attachment A). The document sets application guidelines for contestable capital and community grants.

25. Aotea / Great Barrier Local and Capital Grants Round One 2022/2023 received six applications, with $65,421.79 requested in the community grants round and nine applications with $295,625.62 requested in the capital grants round. $50,881.67 was allocated in the Local Grant round and $204,815.04 in the Capital grant round, leaving $57,495.33 and $47,184.96 respectively.

26. $1,000 from the Legacy Rates was allocated on the 27 September 2022 business meeting (GBI/2022/105), leaving $2,000 that is accessible for the Local Grants budget.

27. An urgent decision was approved to allocate $6,295.04 from the Local grants budget to the Aotea Education Trust towards bathroom modifications to the Early Learning Centre, leaving $51,200.29 in the Local grant round.

28. The Aotea / Great Barrier Local and Capital Grants Round Two 2022/2023 received six grants requesting $41,370.96 in the Local round and seven grants in the Capital round requesting $95,795.83.

29. In the case of underspend in the Local grants round, the funding may be used to support Capital grants that meet the criteria of the Local grants round. $2,000 from the Legacy Rate Grants is still available and has not been included in the above figures.

30. Appropriate staff in the finance division have been consulted on this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. 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

32. Following the Aotea / Great Barrier Local Board allocation of funding for Local and Capital Grants Round Two 2022/2023, Commercial and Finance staff will notify the applicants of the local board’s decision and facilitate payment of the grant.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Aotea / Great Barrier 2022 2023 Grants Programme	13
b ⇩	2022 2023 Aotea Great Barrier Local and Capital Grants Round Two Application Summary	21

Ngā kaihaina

Signatories

Author

James Boyd - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Jacqui Fyers – Acting local area manager – Aotea / Great Barrier & Waiheke Local Boards

Aotea / Great Barrier Local Board

18 April 2023

Council-controlled organisation forward work programme and engagement approach for Quarter Four (April-June 2023)

File No.: CP2023/03885

Te take mō te pūrongo

Purpose of the report

1. To provide the Aotea / Great Barrier Local Board with the council-controlled organisation (CCO) forward work programme and engagement approach in its area for Quarter Four (April-June 2023).

Whakarāpopototanga matua

Executive summary

2. The 2022/2023 CCO Local Board Joint Engagement Plans were adopted in June 2022. These plans record CCO responsibilities and local board commitments with Auckland Transport, Tātaki Auckland Unlimited, Eke Panuku Development Auckland and Watercare.

3. Local boards and CCOs are expected to review the joint engagement plans (CCO responsibilities and local board commitments) in June 2023.

4. CCOs provide local boards with the CCO work programme in their area. Each work programme item lists the engagement approach with the local board, activity status, updates and milestones anticipated for the next quarter.

5. Providing local boards with the CCO work programme addresses the 2020 CCO Review’s recommendation to coordinate CCO actions better at the local level.

6. As per the 2022/2023 CCO Local Board Joint Engagement Plans:

· CCOs, when creating their work programme, consider the priorities identified in the local board plan and any relevant strategies or policies specific to the local board area

· Local boards advise CCOs of issues or projects of significance, communicate the interests and preferences of their communities and allow for flexibility in terms of engagement, recognising differing levels of interest.

7. CCOs and local boards workshop the CCO work programme and engagement approach regularly to identify and maximise opportunities for good community outcomes within the local board area.

8. This report provides a formal update of the CCO forward work programme, engagement approach and anticipated milestones for Quarter Four (April-June 2023). This report also includes the status on CCO work programme items since the last report in September 2022.

9. The Aotea / Great Barrier Local Board will receive the next CCO work programme and engagement approach report in June 2023 which will include an update on projects from Quarter Four (March-June 2023) and expected milestones for work in Quarter One (July-September 2023).

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) receive the council-controlled organisations forward work programme and engagement approach for Quarter Four (April-June 2023).

Horopaki

Context

What are CCO Local Board Joint Engagement Plans?

10. The 2020 Review of Auckland Council’s council-controlled organisations recommended that CCOs and local boards adopt an engagement plan to:

· help cement CCO and local board relations

· agree on a common understanding of accountability between CCOs and local boards

· coordinate CCO actions better at the local level.

11. These plans record the commitment between Auckland Transport, Tātaki Auckland Unlimited, Eke Panuku Development Auckland, Watercare and the local boards to work together.

12. Each local board adopted their 2022/2023 CCO Local Board Joint Engagement Plans in June 2022. These plans include CCO responsibilities and local board commitments.

13. This report does not update the CCO responsibilities and local board commitments. Local boards are expected to revise these in their next engagement plans in June 2023.

What are the CCO work programme items?

14. CCOs provide local boards with a work programme that lists the different CCO projects happening in the local board area.

15. The work programme is not a full list of projects in the Aotea / Great Barrier Local Board area. It includes work programme items for engagement purposes. Providing local boards with the CCO work programme addresses the 2020 CCO Review’s recommendation to coordinate CCO actions better at the local level.

16. As per the joint engagement plans:

· CCOs, when creating their work programme, consider the priorities identified in the local board plan and any relevant strategies or policies specific to the local board area

· Local boards advise CCOs of issues or projects of significance, to communicate the interests and preferences of their communities and to allow for flexibility in terms of engagement, recognising differing levels of interest.

17. Each work programme item records an engagement approach with the local board, activity status, updates and milestones anticipated for the next quarter.

18. The CCO work programme is intended to be reported through a local board business meeting quarterly for clarity and transparency. These updates may include the following types of changes:

· new work programme items and proposed engagement level

· changes to the engagement approach with the local board

· updates to status or anticipated milestones during the next quarter.

19. The work programme and engagement approach are workshopped regularly between CCOs and local boards to identify and maximise opportunities for good community outcomes within the local board area.

20. The engagement approach is based on the International Association for Public Participation (IAP2) standards which are provided in Table 1 below.

Table 1: International Association for Public Participation (IAP2) Engagement Approach Levels

CCO engagement approach	Commitment to local boards
Inform	CCOs will keep local boards informed.
Consult	CCOs will keep local boards informed, listen to and acknowledge concerns and aspirations, and provide feedback on how local board input influenced the decision. CCOs will seek local board feedback on drafts and proposals.
Collaborate	CCOs will work together with local boards to formulate solutions and incorporate their advice and recommendations into the decisions to the maximum extent possible.

21. Local boards received the last update to the CCO work programme and engagement approach in September 2022. CCOs have been updating local boards on their work programmes through induction workshops since November 2022.

Tātaritanga me ngā tohutohu

Analysis and advice

22. The following sections list changes since September 2022 to the CCO work programme for any:

· completed work programme items

· new work programme items

· changes to engagement levels.

23. Key highlights across the CCOs’ work programme include:

· Auckland Transport completed two projects titled Public Transport (PT) investigation and Road Safety Programme: Rural Marae

· Tātaki Auckland Unlimited completed one project titled Rangatahi youth enterprise summit.

· Eke Panuku Development Auckland added a new project to the work programme called Cost reduction to mitigate budget challenges.

24. Watercare have no projects in the Aotea / Great Barrier Local Board area and therefore no CCO work programme for Aotea.

25. More detailed updates to the CCO work programme are provided in Attachments A-C.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26. This report does not have a direct impact on climate, however the projects it refers to will.

27. Each CCO must work within Te Tāruke-ā-Tāwhiri: Auckland's Climate Action Framework. Information on climate impacts will be provided to local boards on a project or programme basis.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. Auckland Transport, Tātaki Auckland Unlimited, Eke Panuku Development Auckland and Watercare have been conducting induction sessions with local boards since late 2022 to overview their CCO’s purpose and work programme.

29. Local boards advise CCOs of issues or projects of significance, communicate the interests and preferences of their communities and allow for flexibility in terms of engagement, recognising differing levels of interest.

30. The joint engagement plans and work programme items are shared with the integration teams that implement local board work programmes and give council staff greater ongoing visibility of CCO work programmes.

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

Local impacts and local board views

31. This report on the CCO work programme items ensures the communication of clear, up-to-date information from CCOs to local boards on projects in their area.

32. As per the joint engagement plan, CCOs, when creating their work programme, consider the priorities identified in the local board plan and any relevant strategies or policies specific to the local board area.

Tauākī whakaaweawe Māori

Māori impact statement

33. This report does not have a direct impact on Māori, however the projects it refers to will.

34. Local boards and CCOs provide opportunities for Māori to contribute to their decision-making processes. These opportunities will be worked on a project or programme basis.

Ngā ritenga ā-pūtea

Financial implications

35. This report does not have financial impacts on local boards.

36. Any financial implications or opportunities will be provided to local boards on a project or programme basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. Due to local elections, local board induction, and summer closedown, some local boards may not have workshopped with CCOs on the work programme and engagement approach.

38. Not having a workshop risks the local board’s ability to fulfil their commitment to advise CCOs of issues or projects of significance and to communicate the interests and preferences of their communities.

39. This report addresses this risk by providing the current CCO work programme and engagement approach to provide clarity and transparency.

40. If local boards prefer a more formal commitment for workshops with their CCOs, this arrangement can be addressed through revision of the next CCO Local Board Joint Engagement Plans (CCO responsibilities and local board commitments) in June 2023.

Ngā koringa ā-muri

Next steps

41. The local board will receive the next CCO forward work programme report in June 2023 which will include an update on projects from Quarter Four (March-June 2023) and expected milestones for work in Quarter One (July-September 2023).

42. CCOs and local boards will have an opportunity to workshop the CCO forward work programme through April and May before the next report in June 2023.

43. CCOs and local boards are expected to revise their next joint engagement plans (CCO responsibilities and local board commitments) in June 2023.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Auckland Transport forward work programme items for Q4 2023	79
b ⇩	Tātaki Auckland Unlimited forward work programme items for Q4 2023	81
c ⇩	Eke Panuku Development Auckland forward work programme items for Q4 2023	85

Ngā kaihaina

Signatories

Author

Maclean Grindell - Senior Local Board Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Jacqui Fyers – Acting local area manager – Aotea / Great Barrier & Waiheke Local Boards

Aotea / Great Barrier Local Board

18 April 2023

Hōtaka Kaupapa (Policy Schedule)

File No.: CP2023/03874

Te take mō te pūrongo

Purpose of the report

1. To present the Aotea / Great Barrier Local Board Hōtaka Kaupapa (Policy Schedule).

Whakarāpopototanga matua

Executive summary

2. The Hōtaka Kaupapa (Policy Schedule) is appended to the report as Attachment A.

3. The policy schedule is updated monthly for business meetings and distributed to council staff for information only.

4. The Hōtaka Kaupapa aims to support the local board governance role by:

· ensuring advice on meeting agendas is driven by local board priorities

· clarifying what advice is expected and when

· clarifying the rationale for reports.

5. The schedule also aims to provide guidance for staff supporting the local board and greater transparency for the public.

6. The Aotea / Great Barrier Local Board adopted its 2022-2025 meeting schedule on 6 December 2022, resolution GBI/2022/126.

7. At that time the specific times and dates for meetings for local board decision making in relation to the local board agreement as part of the Annual Budget 2023/2024 and Local Board Plan 2023 were unknown.

8. The local board is being asked to approve an extraordinary meeting date as an addition to the Aotea / Great Barrier Local Board meeting schedule so that the modified Annual Budget 2023/2024 and Local Board Plan 2023 timeframes can be met.

Ngā tūtohunga

Recommendation/s

That the Aotea / Great Barrier Local Board:

a) note / tuhi ā-taipitopito the Hōtaka Kaupapa (Policy Schedule) for the political term 2022-2025 as at April 2023.

b) whakaae / approve the addition of an extraordinary meeting date to the 2022-2025 Local Board meeting schedule to accommodate the Annual Budget 2023/2024 and Local Board Plan 2023 on Tuesday 12 September 2023 at 1.00pm to be held at the Aotea / Great Barrier Local Board office, 81 Hector Sanderson Road, Claris.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	April 2023 Aotea / Great Barrier Local Board Hōtaka Kaupapa (Policy Schedule)	89

Ngā kaihaina

Signatories

Author	Guia Nonoy - Democracy Advisor
Authoriser	Jacqui Fyers - Acting local area manager – Aotea / Great Barrier & Waiheke Local Boards

Chairperson	Izzy Fordham
Deputy Chairperson	Patrick O'Shea
Members	Laura Caine
	Chris Ollivier
	Neil Sanderson