Agenda of Ōrākei Local Board - Tuesday, 16 May 2023

1 Nau mai | Welcome

Chairperson S Milne will welcome those present with 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 Ōrākei Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 20 April 2023 and the extraordinary minutes of its meeting, held on Thursday, 11 May 2023, 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 Ōrākei 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 - Terry Moore - Community Wellbeing

Te take mō te pūrongo

Purpose of the report

1. To provide an opportunity for individuals and groups to deliver a presentation to the board during the deputation segment of the business meeting.

Whakarāpopototanga matua

Executive summary

2. Terry Moore will be in attendance to present to the board on an Age-Friendly Action Feedback Roadshow project, and to provide a progress update on the formation of Auckland East Community Network incorporated society.

3. The Auckland Council Age-Friendly Action Plan is available on Auckland Council’s website: https://www.aucklandcouncil.govt.nz/plans-projects-policies-reports-bylaws/our-plans-strategies/topic-based-plans-strategies/community-social-development-plans/Pages/age-friendly-auckland.aspx

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) receive the presentation on an Age-Friendly Action Feedback Roadshow project and the formation of the Auckland East Community Network incorporated society and thank Terry Moore his attendance.

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.”

Ōrākei Local Board

16 May 2023

Ōrākei Local Grant Round Two and Multi-board Grant Round Two 2022/2023 grant allocations

File No.: CP2023/03807

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline the applications received for Ōrākei Local Grant and Multi-board Grant round two 2022/2023.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Ōrākei Local Grants round two 2022/2023 (Attachment A).

3. This report also presents applications received in Ōrākei Multi-board Grants round two 2022/2023 (Attachment B).

4. The Ōrākei Local Board adopted the Ōrākei Local Board Community Grant Programme 2022/2023 on 19 May 2022. The document sets application guidelines for contestable grants (Attachment C).

5. The local board has set a total community grants budget of $279,000 for the 2022/2023 financial year.

6. Thirty-six applications have been received for Local Grants round two 2022/2023 requesting a total of $225,564.40 and ten applications have been received for Multi-board Grants round two 2022/2023, requesting $36,493.00 from the Local Board and a total of $495,002.50.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) agree to fund, part-fund or decline each application received in Ōrākei Local Grant round two, listed in the following table:

Table One: Ōrākei Local Grant round two 2022/2023 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2312-241	Akarana Marine Sports Charitable Trust	Community	Towards the cost of a drinking fountain including installation	$3,000.00	Eligible
LG2312-233	Auckland Basketball Services Limited	Sport and recreation	Towards venue of the Barfoot and Thompson Hall, affiliation fees and Glory League fees	$9,500.00	Eligible
LG2312-215	Auckland University Rugby Football Club Incorporated	Sport and recreation	Towards the cost of a new courtyard for the Auckland University Football club	$10,000.00	Eligible
LG2312-244	Auckland Water Ski Club Incorporated	Community	Towards the cost of bench removal and construction of a handrail	$10,000.00	Eligible
LG2312-211	Cheekee Hero Charitable Trust	Community	Towards the cost of a defibrillator, a weatherproof steel cabinet including installation at Kohimarama beach toilet and Land Owner Approval application cost	$5,895.00	Eligible
LG2312-240	The College Rifles Rugby Union Football & Sports Club Incorporated	Sport and recreation	Towards the cost of field and turf maintenance	$10,000.00	Eligible
LG2312-229	Communities Against Alcohol Harm Incorporated	Community	Towards the cost of building and maintaining networks, web and social media monitoring and community workshops	$3,116.50	Eligible
LG2312-202	Elaine Dai	Community	Towards venue hire cost	$1,000.00	Eligible
LG2312-237	Ellerslie Business Association	Events	Towards event management costs and portaloos for the Ellerslie Fairy Festival and Pirate Party	$10,000.00	Eligible
LG2312-217	Ellerslie Residents' Association Incorporated	Environment	Towards the cost of e-waste disposal	$6,000.00	Ineligible
LG2312-205	From the Deck	Environment	Towards the cost of pest control, replacing and tree planting	$10,000.00	Eligible
LG2312-218	Hannah Davey	Arts and culture	Towards the cost of film a photobook and photographer wages	$3,513.50	Eligible
LG2312-214	Happy Kids Face Painting Limited	Community	Towards the cost of venue hire, tea and snacks, ink and laminating pockets, paint, face painting kid and balloon twisting kit	$5,865.00	Eligible
LG2312-221	Kimberley Yong	Events	Towards the cost of social media advertising and signage	$2,000.00	Eligible
LG2312-223	Meadowbank Pony Club Incorporated	Sport and recreation	Towards the cost of first aid training and safety helmets	$6,638.12	Eligible
LG2312-216	Mission Bay Business Association Incorporated	Community	Towards the cost of four security cameras	$8,987.25	Eligible
LG2312-243	Mission Bay Kohimarama Residents Association	Environment	Towards the cost of three bench seats and paving of Hoggin Path as the Ronaki Reserve	$10,000.00	Eligible
LG2312-242	Mission Bay Kohimarama Residents Association	Community	Towards the cost of venue hire and marketing costs	$3,000.00	Ineligible
LG2312-204	Mission Bay Tennis Club Incorporated	Sport and recreation	Towards the cost of six mesh windbreakers for the clubs tennis courts	$3,055.00	Eligible
LG2312-209	Mobility Assistance Dogs Trust	Community	Towards the cost of veterinary costs for dogs	$3,000.00	Eligible
LG2312-210	New Zealand Alpine Club Incorporated	Environment	Towards the cost of native planting, a new pathway/walkway and hazard signage	$8,000.00	Eligible
LG2312-236	Remuera Business Association Incorporated	Community	Towards the cost of street light fairy lights on Airlie Court and the Coles Building	$9,000.00	Eligible
LG2312-213	Remuera Chinese Association Incorporated	Sport and recreation	Towards the cost of venue hire	$10,000.00	Eligible
LG2312-234	Road Safety Education Limited	Community	Towards the cost of venue hire and facilitator fees	$3,000.00	Eligible
LG2312-224	St Heliers and Glendowie Residents Association	Community	Towards the cost of venue hire and advertising	$833.00	Ineligible
LG2312-203	St Heliers Bay Croquet Club Incorporated	Sport and recreation	Towards the ongoing costs of lawn care and maintenance for the clubs croquet lawn	$6,959.00	Eligible
LG2312-227	St Heliers U3A	Community	Towards the cost of a new computer	$1,000.00	Eligible
LG2312-225	St Heliers Village Association Incorporated	Community	Towards the costs of rebranding	$10,000.00	Eligible
LG2312-246	Te Puawaitanga O Atareta Playcentre	Community	Towards the cost of a shade umbrella for the Te Puawaitanga o Atareta playcentre	$4,937.50	Eligible
LG2312-245	The Glendowie Boating Club Incorporated	Sport and recreation	Towards replacing a safety boat motor	$7,362.00	Eligible
LG2312-228	The Royal Akarana Yacht Club Incorporated	Sport and recreation	Towards the cost of lifejackets	$10,000.00	Eligible
LG2312-222	NZ Scout Association - Orakei Sea Scout Grou	Community	Towards the cost of helmets, an air compressor, a ladder and Jamboree costs	$4,209.53	Eligible
LG2312-226	UpsideDowns Education Trust	Community	Towards the cost of subsidising speech and language therapy	$6,693.00	Ineligible
LG2312-238	Youthline Auckland Charitable Trust	Community	Towards the cost of clinical staffing and triage, supervision and contract staff	$4,000.00	Eligible
LG2312-235	Youthline Auckland Charitable Trust	Community	Towards the cost of volunteer clinical supervision and training services	$5,000.00	Eligible
Total				$225,564.40

b) agree to fund, part-fund or decline each application received in Ōrākei Multi-board Grants round two 2022/2023, listed in the following table:

Table Two: Multi-board Grant round two 2022/2023 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB2223-224	Bellyful New Zealand Trust	Community	Towards contribution to overall costs for meal production and service delivery from 1 June 2023 to 31 December 2024	$50,000.00	Eligible
MB2223-215	Big Buddy Mentoring Trust	Community	Towards operational costs (such as wages, rent, transport, equipment) to recruit volunteer mentors for young boys with no father in their lives in Auckland (September 2023 - September 2024)	$160,000.00	Eligible
MB2223-231	Body Positive Incorporated	Community	Towards advertising costs including posters, street posters, magazine ads, and digital and social media advertising	$33,000.00	Eligible
MB2223-201	Fix Up Look Sharp	Community	Towards leasing costs of the 2 spaces in Onehunga and Avondale from June 2023 until June 2024.	$36,500.00	Eligible
MB2223-261	Kahui Tu Kaha - Operating Account	Arts and culture	Towards venue hire, catering costs, gardening materials, Pasifika craft and activity resources, gym and Hikoi resources, Maori crafts and activity resources, production and printing costs, and guest speakers	$40,000.00	Eligible
MB2223-226	OutLine New Zealand Incorporated Donation Account	Community	Towards volunteer training and support, advertising costs, clinical supervision, insurance, office expenses, and operational IT costs	$25,500.00	Eligible
MB2223-236	Pet Refuge New Zealand Charitable Trust	Community	Towards administration costs for the Pet Refuge from 5 June 2023 to 31 March 2024	$54,000.00	Eligible
MB2223-252	The Operating Theatre Trust trading as Tim Bray Theatre Company	Arts and culture	Towards ticket purchase and bus costs from 24 June 2023 to 15 November 2023	$59,252.50	Eligible
MB2223-228	The Reading Revolution	Community	Towards wages of the manager for the shared reading programme at local libraries and retirement villages and community hubs	$20,000.00	Eligible
MB2223-227	Young Workers Resource Centre	Community	Towards education coordinator wages and teaching resources costs from June 2023 till May 2024.	$16,750.00	Eligible
Total				$495,002.50

Horopaki

Context

7. 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.

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

9. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· higher priorities for funding

· exclusions

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

· any additional accountability requirements.

10. The Ōrākei Local Board adopted the Ōrākei Local Board Community Grants Programme 2022/2023 on 19 May 2022. The document sets application guidelines for contestable grants.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

13. The Ellerslie Residents' Association Incorporated’s application LG2312-217 is ineligible as stated in the Community Grants Programme, “Applicants can only apply for the same project or activity once in a financial year to the Ōrākei Local Board”.

14. The St Heliers and Glendowie Residents Association’s application LG2312-224 is ineligible as they have requested for funding below the minimum amount required in a Local Grant round.

15. The UpsideDowns Education Trust’s application LG2312-226 is ineligible as stated in the Community Grants Programme, “Applicants can only apply for the same project or activity once in a financial year to the Ōrākei Local Board”.

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 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 Ōrākei 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”.

21. A summary of each application received through Ōrākei Local Grant round two 2022/2023 (Attachment A) and the Multi-board Grant round two 2022/2023 (Attachment B) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

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

23. Twelve applicants applying to Ōrākei Local Grant round two 2022/2023 indicate their project or event target Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

24. The allocation of grants to community groups is within the adopted Long-term Plan 2018-2028 and local board agreements.

25. The local board has set a total community grants budget of $279,000 for the 2022/2023 financial year.

26. In September 2022 nineteen applications were received for Local Grants round two 2022/2023 requesting a total of $121,181.58 and four applications were received for Multi-board Grants round two 2022/2023, requesting a total of $228,100.00. $80,000.00 was allocated leaving $148,100 for future rounds.

27. In December 2022 twelve applications were received for the Ōrākei Quick Response and Tree Protection round two 2022/2023 requesting a total of $31,425.00. A total of $16,262.00 was allocated, with a remaining amount of 131,838.00.

28. Thirty-six applications have been received for Local Grants round two 2022/2023 requesting a total of $225,564.40 and ten applications have been received for Multi-board Grants round two 2022/2023, requesting $36,493.00 from the Local Board and a total of $495,002.50.

29. Relevant staff from Auckland Council’s Finance Department have been fully involved in the development of all local board work programmes, including financial information in this report, and have not identified any financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30. 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

31. Following the Ōrākei Local Board allocation of funding for the Local Grant and Multi-board Grant round two, Grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Ōrākei Local Grant Round Two - application summary
b	Ōrākei Multi-board Round Two - application summary
c	Ōrākei Community Grant Programme 2022/2023

Ngā kaihaina

Signatories

Author

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Glenn Boyd - Local Area Manager

Ōrākei Local Board

16 May 2023

Endorsing Business Improvement District (BID) targeted rate grants for 2023/2024

File No.: CP2023/05056

Te take mō te pūrongo

Purpose of the report

1. This report confirms accountability for public funds received by the Business Improvement Districts (BID’s) within the local board area for the 2021/2022 financial year and compliance with the Auckland Council BID Policy (Kaupapa Here ā-Rohe Whakapiki Pakihi) as of 10 March 2023.

2. This report considers whether the local board should recommend to the Governing Body the setting of the targeted rates for the Ellerslie, Remuera, and St Heliers Business Improvement District (BID) programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

BID-operating business associations within the local board

3. Business Improvement Districts (BIDs) are programmes where local business and property owners have agreed to work together to improve their business environment, encourage resilience and attract new businesses and customers.

4. Auckland Council approved changes to the BID policy in August 2022. These changes to the policy introduced new accountability requirements. There is a transition period until 30 June 2023 for business associations that operate a BID programme to achieve full compliance with the policy. Staff are aware some BIDs are still working towards achieving full compliance within this time period, however the annual accountability reporting due 10 March is a set requirement.

5. Ōrākei Local Board has three BIDs. Table 1 shows the amount of targeted rate each BID is seeking in 2023/2024.

Table 1: Amount of targeted rate for each BID in 2023/2024

Incorporated Society Name	Proposed 2023/2024 Targeted Rate	Actual 2022/2023 Targeted Rate	Change from previous year dollars/ percentage	Last year target rate amount was increased
Ellerslie Business Association Inc	$182,000	$172,000	+ $10,000 + 5.81%	2020
The Remuera Business Association Inc	$ 249,840	$242,564	+ $7,276 + 3%	2016
St Heliers Village Association Inc	$149,783.92	$144,023	+ $5,760 +4%	2022

6. BID targeted rate grants 2023/2024 - across all Tāmaki Makaurau’s 50 BID-operating business associations, 37 increased their targeted rates between 2% to 50% for 2023/2024, while 13 maintained the fiscal status quo.

7. Council officers, at the time of this report, confirm that:

· Ellerslie, Remuera, and St Heliers business associations have met the BID Policy annual accountability requirements.

· Staff are supportive of the local board approving Ellerslie, Remuera and St Heliers BIDs to receive their targeted rate grant for 2023/2024.

Regional overview

8. Across all Tāmaki Makaurau’s 50 BID-operating business associations 98% (49 from 50 BIDs) completed the annual accountability reporting at the time of this report.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) recommends to the Governing Body the setting of the targeted rates for inclusion in the Annual Budget 2023/2024 for the following Business Improvement District (BID) programmes:

i) $182,000 for Ellerslie BID.

ii) $249,840 for Remuera BID.

iii) $149,783.92 for St Heliers BID.

Horopaki

Context

Auckland Council Business Improvement District (BID) Policy and BID targeted rate grant agreement.

9. Auckland Council’s Business Improvement District (BID) Policy (2022) (Kaupapa Here ā-Rohe Whakapiki Pakihi) was approved by the Finance and Performance Committee and became operational on 1 August 2022. There is a ten-month transition period to allow all BIDS to become fully compliant with the current policy by 30 June 2023.

10. The policy ensures accountability for BID targeted rate funding and encourages good governance and programme management. It outlines the principles behind the council’s BID programme; creates the process for establishing, expanding, amalgamating, and disestablishing a BID programme; determines rating mechanisms; prescribes operating standards and guidelines; and sets accountability requirements.

11. The BID Policy does not prescribe standards for programme effectiveness. That is a matter for business association members to determine. Staff, therefore, cannot base recommendations on these factors, but only on the policy’s express requirements. The BID Team focus is on accountability for public funds received (targeted rate grant) and compliance with the BID Policy.

12. The BID Policy is supported by a BID Targeted Rate Grant Agreement, a three-year agreement signed by both Auckland Council and each BID-operating business associations executive committee. The agreement sets out the relationship between the parties, how payment will be made and that compliance with the BID Policy is mandatory. The agreement confirms the business associations independence from Auckland Council. All 50 BIDs have signed a BID Targeted Rate Grant Agreement for period 1 December 2022 to 30 December 2025.

13. Staff are aware some BIDs are still working towards achieving full compliance with the BID Policy by 30 June 2023. This report focuses on the BIDs annual accountability reporting due annually on the 10 March. This is a set requirement in the policy and has a direct link to council’s Annual Budget 2023/2024 approval process.

14. Two new documents are now part of the new BID Policy annual accountability process. These documents from each BID, confirms they have submitted their accountability reporting to Auckland Council.

a) Management Summery, signed by the BID manager/coordinator.

b) Governance Summary, signed by the Executive Committee Chair.

The Governance Summary includes the full resolution detailing the amount of BID targeted rate grant approved by association members at their 2022 AGM for the 2023/2024 financial year.

The Chair also agrees, by signing this document, to advise council of any perceived or real/current issues that can affect compliance with the BID Policy.

15. Completed and signed Governance Summary’s received from each BID within the local board area are attached.

· Attachment A Governance Summary – Ellerslie BID

· Attachment B Governance Summary – Remuera BID

· Attachment C Governance Summary – St Heliers BID

BID Programmes

16. Local BID programmes provide value to the collective business community by delivering a suite of economic activities that respond to local needs and opportunities and are agreed by the local business community. BID programmes also provide the opportunity to work with the council group and engage with local boards.

17. The BID programme does not replicate services provided by the council but channels the capabilities and knowledge of the private sector to improve economic outcomes and achieve common goals.

18. Each business association operating a BID programme sets the BID targeted rate grant amount at its Annual General Meeting (AGM) when members vote to approve a detailed income and expenditure operational budget for the following financial year. This budget funds the implementation of a business plan that delivers programmes based on each association’s BID strategic priorities.

Decision making

Auckland Council

19. The recommendation in this report is put into effect with the Governing Body’s approval of the Annual Budget 2023/2024 and its striking (setting) of the targeted rates.

20. In accordance with the provisions of the Local Government Act 2002 and the Local Government (Rating) Act 2002, the Governing Body is authorised to make the final decisions on what BID programme targeted rates, if any, to set in any particular year or property (in terms of the amount and the geographic area to be rated).

Local Boards

21. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BID programmes. One of these is to annually recommend BID targeted rates to the Governing Body if it is satisfied that the BID is sufficiently complying with the BID Policy.

Tātaritanga me ngā tohutohu

Analysis and advice

Ellerslie, Remuera, and St Heliers BIDs

22. Ellerslie, Remuera, and St Heliers BIDs have met the BID Policy annual accountability requirements.

BID Policy – summary of annual accountability reporting requirements.

23. The BID Policy and the BID Targeted Rate Grant Agreement set out the documents that form the annual accountability reporting documents for each BID. These documents confirm membership decision-making has taken place regarding the BID programme at the 2022 AGM.

24. Other reporting requirements such as the filing of annual financial statements with the Companies Office under the Incorporated Societies Act are included in this reporting.

25. The table below sets out the documents required. The table identifies where documents have not been submitted and or are not complete.

Table 2: Business associations compliance with the BID Policy.

Business Associations – documents submitted	Ellerslie Business Association Inc	The Remuera Business Association Inc	St Heliers Village Association Inc
Statement of financial/ performance reporting 2021/2022	ü	ü	ü
Audited report/review 2021/2022	ü	ü	ü
Audit Management Letter 2021/2022	ü	ü	ü
Chairs report (written) 2021/2022	ü	ü	ü
Treasurers report (written) 2021/2022	ü	Not submitted	ü
Manager’s report (written) 2021/2022	ü	ü	ü
Approved business plan for 18 months 2023/2024	ü	ü	ü
Income and expenditure budget 2023/2024	ü	ü	ü
Draft Minutes 2022 AGM	ü	ü	ü
Financial/Audit reports posted to Companies Office website	ü	ü	ü
Mandatory Management Summary – signed by manager	ü	ü	ü
Mandatory Governance Summary – signed by Chair	ü	ü	ü
Strategic Plan *	2023-2025	2023-2025	2022-2023

Note: * Current strategic 3-5 year plans to be available upon request.

26. Using the documents and information submitted, the BID Team is satisfied that Ellerslie, Remuera, and St Heliers BIDs have met the requirements of the BID Policy accountability reporting.

27. Remuera Business Association did not present a written Treasurer report, however, the BID has confirmed this will be included in their 2023 AGM agenda planning.

28. Staff advise the local board to recommend to the Governing Body the setting of the targeted rates for 2023/2024 as follows:

· Ellerslie BID proposed BID targeted rate - $182,000.

· Remuera BID proposed BID targeted rate - $249,840.

· St Heliers BID proposed BID targeted rate - $149,783.92.

Tauākī whakaaweawe āhuarangi

Climate impact statement

29. Through targeted rate-funded advocacy and activities, BID-operating business associations promote and can facilitate environmental sustainability programmes and climate response where appropriate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

30. Advocacy is a key service provided by business associations that operate a BID programme. BID-operating business associations ensure the views and ambitions of their members are provided to elected representatives and council teams, including CCOs, on those policies, plans, programmes, and projects that impact them.

31. BIDs work across several Council Controlled Organisations including Auckland Transport, Eke Panuku and Tātaki Auckland Unlimited.

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

Local impacts and local board views

32. The local board’s views are most frequently expressed by its appointed representative on the board of each BID-operating business association. This liaison board member (or alternates) can attend BID board meetings to ensure there is a direct link between the council and the operation of the BID programme.

33. Ellerslie, Remuera and St Heliers BID programmes tangibly support the vision and aspirations of the Ōrākei Local Board Plan 2020, best expressed in Outcome 5: Our town centres and local businesses are increasingly vibrant and prosperous.

Local rohe, local benefit, local funding

34. Recommending that the Governing Body sets the targeted rates for Ellerslie, Remuera and St Heliers business associations means that these BID programmes will continue to be funded from targeted rates on commercial properties in their respective rohe. They will provide services in accordance with their members’ priorities as stated in their strategic plans.

35. Ōrākei Local Board is among several local boards which provides additional funding to local business associations, however accountability for any grants is set by funding agreements between the local board and each business association. Those contractual obligations are separate from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

36. At the 2018 Census, Māori represented 5.7 per cent of the population living in the Ōrākei Local Board area, compared to 11.5 per cent of Auckland. Individual business associations may, through operating their BID programme, identify opportunities for niche support or development of any Māori business sector in their rohe.

Ngā ritenga ā-pūtea

Financial implications

37. There are no financial implications for the local board. Targeted rates for BID-operating business associations are raised directly from business ratepayers in the district and used by the business association for improvements within that rohe. The council’s financial role is to collect the BID targeted rates and pass them directly to the associations every quarter.

38. The targeted rate is payable by the owners of the business rated properties within the geographic area of the individual BID programmes.

39. If the Governing Body agrees with the BID targeted rate grants proposed by the business associations, the cost of grants will be met from the existing operational budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

40. There are no direct financial risks to the local board or the council that could result from this recommendation to endorse the BID targeted rate grants for these business associations.

41. To sustain public trust and confidence in the council, there needs to be a balance between the independence of the BID-operating business associations and the accountability for monies collected by a public sector organisation.

42. The requirements and obligations of the BID Policy are intended to help minimise the potential for business associations to misuse BID targeted rate grant funds by requiring each BID to plan for their intended use, report on its activities to its members and to have its accounts annually audited.

43. For the council to be confident that the targeted rate grant funds provided to the BID-operating business associations are being used appropriately, it requires the BIDs to fully complete all annual accountability requirements under the BID Policy.

44. The council staff regularly monitor compliance with the BID Policy and this report is part of an active risk management programme to minimise inappropriate use of funds. Compliance reports are provided in May annually to each of the local boards that have BID’s operating within their areas.

Ngā koringa ā-muri

Next steps

45. If the local board supports this report, it will recommend to the Governing Body that the BID targeted rates be set as part of the Annual Budget 2023/2024.

46. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly BID grant payments, effective from 1 July 2023 to Ellerslie, Remuera and St Heliers BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Ellerslie Governance Declaration
b	Remuera Goverance Declaration
c	St Heliers Governance Declaration

Ngā kaihaina

Signatories

Author

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Glenn Boyd - Local Area Manager

Ōrākei Local Board

16 May 2023

Ōrākei Local Board 2022/2023 Financial Year Operational Work Programme Reallocations

File No.: CP2023/05731

Te take mō te pūrongo

Purpose of the report

1. To seek approval to reallocate funding within the Ōrākei Local Board’s 2022/2023 operational work programme.

Whakarāpopototanga matua

Executive summary

2. The Ōrākei Local Board approved its operational work programme 2022/2023 on 16 June 2022.

3. As circumstances change, the local board’s work programme delivery priorities can shift. As a result, variations are sought to the work programme to ensure the local board’s locally driven initiatives operational budget is optimised.

4. Underspend must be reallocated to projects that can be completed by the end of the 2022/2023 financial year. Any underspend that is not allocated will be treated as savings by Auckland Council.

5. This report enables a reallocation of $15,800 from Local Civic events, with $5,200 allocated to the Ōrākei RSA for a mural on their building, $5,300 to the Ellerslie Business Association to go towards FIFA activity and $5,300 to Waka Ama New Zealand to develop a proposal for an international Waka Ama event.

6. These projects enable the reallocated funding to be paid out prior to 30 June 2023, and have been recommended due to their alignment with the local board’s priorities.

Ngā tūtohunga

Recommendation/s

That the Ōrākei Local Board:

a) approve the reallocation of $15,800 of funding from Local Civic events (Project ID 314) towards the following initiatives, which will be paid out as a discretionary grant to the individual organisations:

i) Ōrākei RSA Club (reallocation of $5,200) to go towards a mural on the building.

ii) Ellerslie Business Association (reallocation of $5,300) to support activations for the FIFA Women’s World Cup.

iii) Waka Ama New Zealand/Auckland/local club (reallocation of $5,300) to go towards the development of a proposal for an international standard locally held waka ama event.

Horopaki

Context

7. The Ōrākei Local Board has an approved 2022/2023 work programme for the following departments and council-controlled organisation, which was approved on 16 June 2022:

· Customer and Community Services

· Infrastructure and Environmental Services

· Tātaki Auckland Unlimited

8. The local board receives performance updates on the work programme throughout the year; the last report was presented at the local board’s 16 February 2023 business meeting.

9. Any underspend remaining as of 30 June 2023 will be treated as savings by Auckland Council.

10. Reallocation at this late stage of the year may often be difficult to resource and deliver on, however, the local board has indicated its strong preference to reallocate the funds and options have been identified which align with the local board’s priorities.

11. It is recommended that the local board reallocate the $15,800 from Local Civic events that the board has indicated it wants to reprioritise, towards three initiatives, specifically to Ōrākei RSA Club ($5,200) to have a mural painted on their building, Ellerslie Business Association ($5,300) to go towards activations for the FIFA Women’s World Cup and to Waka Ama New Zealand or alternate ($5,300) to develop a proposal for an international Waka Ama event.

12. It is worth noting that not all initiatives within this year’s work programme are a feasible option for reallocation. These specific initiatives are being recommended because they can be paid out within the necessary timeframe, and without compromising the quality of delivery of the initiatives. They also meet the requirements of operational funding.

Local Civic Events

13. Within the local board’s current 2022/2023 financial year operational work programme, $10,000 is allocated to Local Civic events with $5,800 carried over from the 2021/2022 financial year work programme.

14. Following discussions with the Civic events team, they identified an underspend of $15,800 that would not be delivered on before the end of the financial year. The local board has therefore expressed a desire to staff to reallocate the funding other projects.

Mural at Ōrākei RSA

15. The local board has indicated a desire to grant the Ōrākei RSA funding to go towards a mural on their building. Staff will engage with the RSA and young people from Ngāti Whātua Ōrākei to assist with mural designs.

16. It will be an opportunity to encourage young people to be active citizens, connected to their communities and celebrate their culture through design while adding to the vibrancy of the area.

FIFA Women’s World Cup Activations

17. With the upcoming FIFA Women’s World Cup, Michaels Ave in Ellerslie has been selected as the home base for the women’s Argentina team and the board have expressed the importance of welcoming the team and celebrating the tournament.

18. If reallocated by the local board, the $5,300 will be granted to the Ellerslie Business Association to go towards activations to acknowledge the significance of the tournament and welcome the international team.

Proposal development for an international standard Waka Ama Event

19. The local board area has prime seafront real estate as part of its topography and there is opportunity with space at The Landing to be the host site for a new international waka ama event that would bring significant tourism and economic benefits to the area and the city as a whole. It would also be an opportunity for collaboration with Ngāti Whātua Orākei, waka ama groups and other stakeholders.

20. If the board choose to reallocate $5,300 the money would go to Waka Ama New Zealand, Waka Ama Auckland or a local waka ama club to develop a proposal in conjunction with Auckland Unlimited around how to bring this event to the Ōrākei board area.

Tātaritanga me ngā tohutohu

Analysis and advice

21. Given the timeframes involved and the need for any reallocated funding to be committed by 30 June 2023, Customer and Community Services staff believe the reallocation of funds to the Ōrākei RSA, Ellerslie Business Association and Waka Ama New Zealand within the local board’s 2022/2023 work programme are viable options.

22. It is also felt that the reallocation of funds to these initiatives aligns with the Ōrākei Local Board Plan 2020. The mural aligns with the objective ‘Arts, local heritage and culture are reflected in our public facilities and places’, which sits under outcome one: Our communities are connected, engaged and resilient.

23. FIFA activations align with the objectives ‘all our town centres are attractive and bustling’ and ‘local and overseas visitors are attracted to our area’ which sit under the outcome ‘our town centres and local businesses are increasingly vibrant and prosperous’.

24. The development of a proposal to bring an international waka ama event to the area aligns with the objective ‘local and overseas visitors are attracted to our area under the outcome ‘our town centres and local businesses are increasingly vibrant and prosperous’ and the objective ‘marine and coastal activities are a strong part of the recreational opportunities our area has to offer’ under the outcome ‘all parks and open space areas are attractive and well-used places for both active and passive recreation’.

25. Reallocating the funding to these initiatives will also reduce the amount of funding required to carry out this work from within a future work programme.

26. It is therefore recommended that the Ōrākei Local Board supports the reallocation of funding from Local Civic events to the Orakei RSA mural, FIFA activations and waka ama event proposal development.

Tauākī whakaaweawe āhuarangi

Climate impact statement

27. The reallocation of funding between these initiatives is not expected to have a material effect on climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. Staff within Connected Communities, part of Customer and Community Services within Auckland Council, have been consulted for advice regarding the reallocations and they have advised that these initiatives are deliverable before the end of the financial year and that the work aligns with local board priorities.

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

Local impacts and local board views

29. The reallocation of funding within the local board’s operational work programme supports the delivery and optimisation of the local board’s available budget for 2022/2023.

30. The nature of the reallocation aligns with the local board’s work programme and the Ōrākei Local Board Plan 2020.

Tauākī whakaaweawe Māori

Māori impact statement

31. Where aspects of the proposed work programme are anticipated to have a significant impact on activities of importance to Māori then appropriate engagement will be undertaken.

32. The Ōrākei RSA mural project will seek to engage young Māori in the design.

33. The waka ama event will involve partnership with Ngāti Whātua Ōrākei for development of the proposal and event delivery.

34. The Community and Customer Services work programme ensures that all facilities and open space assets continue to be well-maintained to benefit the local community, including Māori.

Ngā ritenga ā-pūtea

Financial implications

35. Reallocation of funding is regarded as a prudent step for the local board to take to optimise its locally driven initiatives (LDI) opex budget for the 2022/2023 financial year.

36. Should the local board choose not to support the reallocation of the funding to the initiatives identified above, the $15,800 funding for the local civic events would be offered up as savings to Auckland Council given that the civic team will not be able to deliver events before the end of this financial year and that advice from council’s finance staff indicates that no carry forwards will be possible at the end of this financial year due to the constrained circumstances of council’s financial position.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. A risk exists that despite the reallocation of funding, the work is not able to be carried out this financial year leading to the loss of funding for the local board. This has been discussed with department staff and has been a key consideration of the initiatives put forward to the local board for consideration. Delivery staff from the Community and Customer Services department believe it is feasible to deliver these initiatives within the timeframe required, and the risk of non-delivery is considered low.

Ngā koringa ā-muri

Next steps

38. The funding will be reallocated according to the local board’s resolution, and the Customer and Community Services department will progress with the granting of the funds.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author	Ali Keiller - Local Board Advisor
Authoriser	Glenn Boyd - Local Area Manager

Chairperson	Scott Milne, JP
Deputy Chairperson	Sarah Powrie
Members	Troy Churton
	Angus McPhee
	Penny Tucker
	Margaret Voyce
	David Wong, JP

Author	Jade Grayson - Democracy Advisor
Authoriser	Glenn Boyd - Local Area Manager