Agenda of Waitematā Local Board - Tuesday, 16 May 2023

1 Nau mai | Welcome

Chair G Sage will welcome those present and begin the meeting 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 Waitematā Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 18 April 2023 and the extraordinary minutes of its meeting, held on Tuesday, 9 May 2023, including the confidential section, 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 Waitematā 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 - Jo Malcolm - National Erebus Memorial

Te take mō te pūrongo

Purpose of the report

1. To deliver a presentation to the board during the deputation segment of the business meeting.

Whakarāpopototanga matua

Executive summary

2. Jo Malcolm will be in attendance to present to the Local Board on the National Erebus Memorial.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) receive the presentation on the National Erebus Memorial and thank Jo Malcolm for her attendance.

8.2 Deputation - Rainbow Auckland organisation

Te take mō te pūrongo

Purpose of the report

1. To deliver a presentation to the board during the deputation segment of the business meeting.

Whakarāpopototanga matua

Executive summary

2. Representatives of the Rainbow Auckland organisation will be in attendance to present to the board regarding the application for a Waitematā Local Board community grant in funding round 2.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) receive the presentation and thank the Rainbow Auckland organisation representatives for their 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.”

No.	Title	Page
a	Member Alexandra Bonham Report May 2023
b	Member Richard Northey Report May 2023

No.	Title	Page
a	Chair Sage Board Report May 2023

Waitematā Local Board

16 May 2023

Approval of concept design for Basque Park at 17-23 Exmouth Street, Eden Terrace

File No.: CP2023/04281

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Waitematā Local Board for the concept design for Basque Park at 17-23 Exmouth Street, Eden Terrace and to progress the project to detailed design and construction.

Whakarāpopototanga matua

Executive summary

2. The renewal of Basque Park was identified via a strategic assessment in October 2019. The local board requested that staff review and refresh the Basque Park concept plan and align proposed renewal works and level of service upgrades with the concept plan to provide improved recreational facilities for the local community to enjoy.

3. The local board has allocated $30,000 of LDI Opex funding to the community consultation and development of a concept design. This work has now been completed.

4. The project will deliver on the Waitematā Local Board Plan Outcomes 2, 3 and 4 and was approved by the local board as part of the 2019/2020 Customer and Community Services Work Programme (resolution WTM/2020/186).

5. The strategic assessment was followed by iwi engagement in March/April 2021 and community consultation in April 2022. A concept design has been developed, incorporating the feedback from iwi, the Waitematā Local Board and community consultation.

6. Staff now seek approval of the final concept design which sets the long-term vision for the park. Elements of the concept plan will be developed as funding becomes available.

7. There is a risk following consultation that there will be expectations from the public around timeframes and outcomes, however this is being managed through careful communications regarding budget, and what outcomes can realistically be achieved in the short-term.

8. Following the approval of the proposed concept design, staff will prioritise works as budget becomes available. Initial quick wins include tree and shrub planting and can be achieved utilising funding allocated for Auckland’s Urban Ngahere (Forest) Strategy and Ecological Restoration budget. Council staff propose utilising City Rail Link funding to progress the project to the detailed design and consent stage, and for the provision of new seating areas.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) approve the concept design for Basque Park at 17-23 Exmouth Street as per attachment B of the agenda report and request staff to progress the project to detailed design and resource consent.

Horopaki

Context

9. Basque Park is in the centre of the suburb of Eden Terrace. The site forms an amphitheatre open to Fleet Street at the lower end and encircled by multi-level apartments and light industrial buildings.

Figure 1: Location of Basque Park 17-23 Exmouth Street, Eden Terrace

Map

Description automatically generated

Background

10. As a part of the Waitematā Local Board’s 2021/2022 Customer and Community Services Work Programme, the local board approved a project to develop a long-term aspirational concept design at Basque Park. There is currently no funding available for improvements at Basque Park, but the concept design will enable the local board to allocate and prioritise funding for park development over time.

Workshop Feedback

11. At a workshop on 24 November 2020, the local board gave initial feedback to explore the following features as part of the Basque Park Concept Design:

· drainage

· play assessment

· connecting footpath

· fence next to Exmouth Street

· rubbish bins

· carpark provision

· dogs – off-leash or on-leash

· trees on bank and potential no-mow zone

· natural amphitheatre for movies

· natural play

· community gardens

· commercial activity

· drinking fountains.

12. Staff noted that assets in the park are due for renewals, but that these would not be renewed until the concept plan was completed.

13. The board indicated a preference for a more focused approach to consultation and noted the following themes to consult on:

· importance of play and activation

· walking connectivity

· off-leash dog area

· natural environment

· community gardens

· commercial activity

· current factors that prevent use of the park.

Strategic Context

14. Strategic documents have been prepared for the Waitematā Local Board area with reference to the aspirations of Basque Park and inform the basis of the concept design.

Strategic Assessment (Attachment A)	The strategic assessment outlined opportunities for greater utilisation of the green space for apartment dwellers in the Newton and Eden Terrace area, improving accessibility and encouraging more park users and commuters to go into the space rather than around it.
Waitematā Open Space Network Plan (September 2019)	The Waitematā Open Space Network Plan prioritised Basque Park redevelopment to address growth in this area.
Waitematā play provision gap analysis	The Waitematā play provision gap analysis identified Basque Park as an area for activation for the older child age group.
Waitematā Local Board Plan 2020	The Waitematā Local Board Plan identified Basque Park as a location for park improvement and installation of a playground
Auckland's Urban Ngahere (Forest) Strategy 2019	The Urban Ngahere Action Plan identifies Basque Park as a location for trees for shade provision
Newton Eden Terrace Plan 2016-2046 (Part 1) Part 2	The underutilisation of Basque Park is a key focus of the Newton Eden Terrace Plan

Tātaritanga me ngā tohutohu

Analysis and advice

Consultation and Engagement

15. The local board was supportive of the community consultation document (Attachment B, Detailed report Basque Park HYS 090522) presented at the November 2020 workshop and requested that it be shared with the local community and mana whenua for feedback.

16. Contact was made with Ngāti Whātua Ōrākei at the project initiation stage, in March 2021. Feedback was received from Hinengarangi Makoare of Ngāti Whātua Ōrākei.

17. Consultation with the local community took place in April/May 2022 through the Auckland Council Have Your Say webpage, the local board Facebook page and via email.

18. Staff have closed the loop on the ‘Have Your Say’ campaign, sharing the results of the feedback received and imagery of the proposed design.

19. Consultation feedback is attached to the report (Attachment C) and is summarised below.

· Many submissions were in support of the unusual design with the water feature, rocks, and Nikau palms.

· The park is viewed as a relaxing, calm space and many submitters don’t want to see the park over-developed or over-programmed.

· There was strong support for:

o better accessibility into the park (i.e., ramps at some entries)

o a footpath

o maintaining an area for dogs

o additional trees for shade provision

o outdoor fitness facilities (i.e., equipment, basketball court)

o maintaining open green space.

· The feedback indicated a need for improved drainage.

· Many submitters were opposed to a formal playground or recreation activity that would dominate the space.

· The feedback indicated a preference for a perimeter path, rather than a central path breaking up the open green space.

20. A concept design was developed, including key aspects highlighted through community engagement process. The design includes:

· improved accessibility to entrances

· inclusion of concrete footpath through site

· low mow/meadow and tree planting

· retention of rock circles

· additional seating areas

· flexible open law space retained

· basketball court.

Inclusion of public toilets

21. Staff presented the draft concept design at a workshop on 28 February 2023 and a question was raised regarding the provision of a public toilet. The concept plan has allowed for this, however new public toilet facilities require significant investment for construction and ongoing maintenance, and this isn’t currently funded.

22. The principles used to identify appropriate locations for the development of new public toilets are as outlined below:

· The open space has a high level of visitation or is a destination space.

· Open space users stay within the park for a significant amount of time.

· The park holds organised sporting activity.

· The park provides a significant playground or play space for children.

· It is situated on an important active transport / walking route.

· There is a lack of other toilet facilities nearby (e.g., businesses, malls, sports clubs).

· There is an appropriate location at the site to ensure safety and security.

23. In line with these principles, the provision of public toilets is not currently a priority for this park. Public consultation revealed that most of the current visitors to the park are residents of the area or work locally. However, the proposed concept plan includes pathways and facilities which will make the park more accessible and encourage greater visitor numbers. Once the park improvements are established, the need for a toilet may be realised and can be reassessed.

Tauākī whakaaweawe āhuarangi

Climate impact statement

24. In June 2019, Auckland Council declared a climate emergency and a commitment to the community to look at ways in which we can consider climate implications in everything that we do.

25. The Parks and Community Facilities department is committed to the regional sustainability targets of Te-Tāruke-ā-Tāwhiri-Auckland's Climate Plan.

26. Any formal development of parks infrastructure will contribute to climate change through carbon emissions, particularly during construction and renewal phases, and through ongoing maintenance. This needs to be carefully considered when creating new parks assets.

27. The changes proposed for Basque Park consider future impacts of climate change, including sea level rise and erosion. The concept plan works to improve the resilience of this piece of land for the future and seeks to mitigate the effects of climate change through increased tree and shrub planting.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. The proposed concept was designed in collaboration with staff from across the council and will assist in the delivery of a holistic development of the park. Collaboration with staff will be ongoing to ensure that the development of the park is appropriately integrated into operational maintenance and asset management systems once completed.

29. The improvements outlined within the proposed concept design will assist staff across the council group when undertaking development within the park in the future, to deliver improved outcomes for the communities of the Waitematā Local Board area.

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

Local impacts and local board views

30. The park is located at 17-23 Exmouth Street and is the largest area of open space within the Newton area, providing a key focus and social gathering location for both Newton and Eden Terrace. The project will benefit the community by providing greenway and public transport connections, and a suburb-scale play space for all age groups, especially 9-17 years.

31. The concept design, incorporating changes requested by the local board and feedback received from stakeholders, iwi, and community groups, was presented to the local board at a workshop on 26^th July 2022. The local board indicated support for the revised concept design at that workshop.

32. The project aligns with the following Waitematā Local Board Plan 2020 outcomes and objectives:

Outcome	Objective
Outcome 2: Connected communities that are inclusive, accessible, and equitable	Everyone has a place to call home and be connected to their communities. There are abundant opportunities to participate in decision making and activities regardless of age, gender, culture, or ability.
Outcome 3: High quality urban development that has accessible, versatile, and sustainable public and private spaces.	We have a wide variety of community places and open spaces that are safe, accessible, and versatile. Our city centre and town centres are well designed, family friendly and are easy to move around. Our shared spaces and buildings showcase sustainable living.
Outcome 4: Waitematā is future-focused, green and resilient to climate change	Our natural environment is healthy with rich biodiversity, clean waterways and increasing urban forest. Our communities and businesses have the tools they need to thrive as we work towards a low carbon future.

Tauākī whakaaweawe Māori

Māori impact statement

33. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its statutory obligations and relationship commitments to Māori. These commitments are articulated in the council’s key strategic planning documents, the Auckland Plan, the Long-term Plan 2012-2022, the Unitary Plan, Whiria Te Muka Tangata Māori Responsiveness Framework and local board plans.

34. The development of Basque Park will benefit Māori and the wider community.

35. Engagement with mana whenua on this project has been undertaken as part of the consultation process. The concept design was discussed with local iwi at an onsite hui on 25 March 2021. Feedback from Ngāti Whātua Ōrakei was supportive of the project in principle.

36. The feedback noted opposition to the removal of vegetation, both native and non-native (with the exception of noxious weeds and harmful vegetation) unless it poses an imminent or immediate health and safety risk. Ngāti Whātua Ōrākei can offer experience and expertise in native planting and indicated an interest in tendering for contracts relating to weeding, plant supply, planting or bush maintenance work.

37. There will be further opportunities for mana whenua to be involved in the project through the detailed design phase and associated consultation process. Ngāti Whātua Ōrākei indicated a willingness to aid in the design of the park, in collaboration with other involved iwi.

Ngā ritenga ā-pūtea

Financial implications

38. Additional funding of $930,000.00 capex is estimated to be required in future to ensure delivery of all aspects of the project as per the preferred concept design. Prioritisation of this work will be discussed with the local board during future work programme development.

39. City Rail Link funding of $60,000.00 can be utilised for further investigation and design to bring the project to resource consent stage. The funding can also be used to procure park furniture.

40. Funding has been allocated through the Urban Ngahere project to plant an additional 18 trees in the reserve this planting season. Ecological restoration planting can also be achieved this financial year.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. Resource consent is required, and the preparation and processing of this consent may have an impact on the timeframe for construction.

42. Additional engagement with external stakeholders, iwi and the community will be undertaken as part of the resource consenting phase. Should any further concerns around the concept plan arise through this process, this may delay the project and result in additional costs through the resource consent and engagement stages. This risk is mitigated by the strong consultation undertaken to date with both mana whenua and the local community.

43. The following risks and mitigations have been considered:

Risks identified	Mitigation
Timeframe Resource consent	Preparation and processing of the consent may have an impact on the timeframes for construction. Staff will endeavour to meet the deadlines.
Health & Safety Construction phase	Access to the construction site will be restricted and regularly monitored.
Budget Budget availability	There is currently no budget allocated to complete this project. Staff have proposed a phased approach for construction over subsequent financial years.
Construction Delays due to weather	Construction methodology and programme will allow for wet weather disruptions.
Contamination Possible risk of ground contamination	Risk of ground contamination associated with the past use of the site as landfill. Geotechnical testing will be required as part of the developed design phase. If mitigation is required, this will impact construction costs and timeframes.

Ngā koringa ā-muri

Next steps

44. Subject to the local board’s adoption of the concept design, staff will include delivery of appropriately identified outcomes within the current approved projects. Progress updates on the projects will be provided to the local board as part of the monthly reports.

45. If adopted, the attached concept plan will enable future work programme development with the local board. All funding requirements to deliver the remaining identified improvements in the proposed concept will be discussed with the local board as part of their future Customer and Community Services work programme approval process.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Basque Park Concept with Funding Information
b	Detailed report Basque Park HYS 090522
c	Strategic assessment - Basque Park concept plan v2 (003)

Ngā kaihaina

Signatories

Authors

Cath Duncan - Project Manager (Ops)

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Glenn Boyd - Local Area Manager

Waitematā Local Board

16 May 2023

Proposed new community lease for Myers Cottage at Myers Park, 72 Greys Avenue, Auckland Central

File No.: CP2023/05586

Te take mō te pūrongo

Purpose of the report

1. To seek approval to grant a new community lease for Myers Cottage (the cottage) located at Myers Park, 72 Greys Avenue, Auckland Central.

Whakarāpopototanga matua

Executive summary

2. Myers cottage had been previously extensively damaged by a fire. The building was out of service and no community groups had previously held a lease for the building.

3. In 2018 the Waitematā Local Board requested community leasing staff gauge any potential community interests in the use of the cottage. The local board then requested that an expression of interest (EOI) process, inviting community groups to apply for a community lease to utilise the cottage, be initiated.

4. The local board specifically wanted the cottage to be used for activities appropriate to the location, to be activated throughout the day and to cater to the many different needs in the community.

5. The renewal of the cottage was completed in August 2022 and the cottage now consists of a kitchen, toilets, and larger rooms. Any new community lease agreement will contain clauses to ensure that the incoming tenant maintains and keeps the cottage, especially the interior, in a clean and tidy condition. It is especially important given the building will be handed over in a renewed and refurbished state. Given that the building is owned by Auckland Council, the majority of building maintenance responsibilities would be the Council’s.

6. The proposed new community lease for the cottage was identified and approved by the Waitematā Local Board as part of the Customer and Community Services Work Programme 2022/2023, at their 30 June 2022 local board meeting (resolution WTM/2022/123).

7. Staff undertook an expressions of interest process for the cottage. After the completion of the expressions of interest process, three applications were received, from Lifewise, Ngā Wātene Māori ō Akarana ki Tāmaki Mākaurau (Akarana Māori Wardens) and Mana Andhra Telugu Association (MATA) Incorporated.

8. All three groups aim to deliver services which ranged from preventing homelessness, needing a home base to respond to crisis, and providing activities for an ethnic community.

9. These activities align with the Waitematā Local Board Plan 2020 Outcome 2: Connected communities that are inclusive, accessible, and equitable.

10. The groups have provided all required information, including financials from two groups showing that they have sufficient funds and are being managed appropriately. The groups will have all the necessary insurance cover, including public liability and building insurance, in place.

11. Staff have assessed all three applicants and concluded Lifewise ranked the highest for a community lease and the specific requests of the local board of the cottage.

12. If approved the proposed new community lease to Lifewise for the building at Myers Park will be publicly notified. The notification will appear in the New Zealand Herald and the local Waitematā local board area newspapers.

13. A copy of the Community Outcomes Plan (COP) (Attachment B), containing measures Lifewise will deliver, will be attached to the lease agreement.

14. Leasing staff presented the cottage’s expressions of interest at a Central South Mana Whenua Forum on 24 February 2021. No objections or requests for a hui or kaitiaki site visit were received from the iwi and mana whenua groups who responded.

15. An email containing detailed information on the land, the proposed lessee and lease, as per Section 4 of the Conservation Act 1987, will be sent to iwi identified as having an interest in this land.

16. Council staff from within the Parks and Community Facilities operational management and maintenance teams, Community Delivery, Regional Safety and Grants teams have been consulted. No concerns regarding the preferred groups were raised.

17. It was noted that any group that provides protection to the cottage and provides more passive surveillance in Myers Park, as well as the new project in the underpass, would be beneficial.

18. This report recommends a new community lease to Lifewise for a term of five years from the 1 July 2023 or the date when Code of Compliance (CCC) is issued. Staff recommend only one five-year term to reflect the group is new to this location.

19. If the local board decides to grant the lease, staff will publicly notify this decision under the Local Government Act 2002. Should there be submissions, a hearings process will be set up with the local board to resolve these.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) grant, under Section 138 of the Local Government Act 2002, a new community lease to Lifewise for an area comprising approximately 127m² located at Myers Park, 72 Greys Avenue, Auckland Central, on the land legally described as Pt allot 8 Sec 29 City Auckland; Pt allot 17 Sec 29 City Auckland; Pt allot 15 Sec 29 City Auckland; Allot 15A Sec 29 City Auckland (as per Attachment A – Site Plan, of the agenda report), subject to the following terms and conditions:

i) term – five (5) years, commencing 1 July 2023 or the date when Code of Compliance (CCC) is issued

ii) rent – $1 plus GST per annum

iii) subsidised maintenance fee - $500 plus GST per annum

iv) note, that leasing charges will be reviewed in circumstances where there are changes to the community occupancy guidelines

b) approve all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012 and Local Government Act 2002.

c) note that public notification will be undertaken and iwi engagement will be completed relating to Auckland Council’s intention to grant a new community lease to Lifewise located at Myers Park, 72 Greys Avenue, Auckland Central.

d) appoint a hearings panel to consider any objections received through the public notification process in relation to granting a community lease at Myers Park, 72 Greys Avenue, Auckland Central.

e) note that a copy of the Community Outcomes Plan (COP) (Attachment B of the agenda report), containing outcomes that Lifewise will deliver, will be attached to the lease agreement.

f) note a Code Compliance Certificates (CCC) will be obtained before any new lease commences.

Horopaki

Context

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

21. The Waitematā Local Board approved the Customer and Community Services Work Programme 2022-2023 at their local board meeting on 30 June 2022 (resolution WTM/2022/123).

22. The progression of a new lease at Myers Park, 72 Greys Avenue, Auckland Central was part of the approved work programme. This report considers the new community lease.

Land, buildings, and lease

23. Myers Park is located at 72 Greys Avenue, Auckland Central (refer to Attachment A Site Plan). The land is legally described as Pt allot 8 Sec 29 City Auckland; Pt allot 17 Sec 29 City Auckland; Pt allot 15 Sec 29 City Auckland; Allot 15A Sec 29 City Auckland and is held in fee simple by Auckland Council under the Local Government Act 2002.

24. No group has held a lease for this building, it has been out of service due to extensive fire damage. Council has recently undertaken a project to renew and repair the fire damage to the cottage, making the building safe to occupy.

25. The renewal of the cottage was completed in August 2022 and the cottage now includes a kitchen, toilets, and larger rooms. Any new community lease agreement will contain clauses to ensure that the incoming tenant maintains the building and keeps it in a clean and tidy condition.

26. The area proposed to be leased is 127m² square meters (more or less) as outlined in Attachment A – Site Plan.

27. An annual subsidised maintenance fee for a council owned building is charged to the tenant.

28. If Lifewise is successful, the building will be primarily used by the group to collaborate with various stakeholders and the homelessness community to design and implement preventative measures against homelessness.

Tātaritanga me ngā tohutohu

Analysis and advice

29. In 2018, prior to the renewal of the cottage, the local board requested community leasing staff to gauge potential community interest in the use of the cottage. Many community groups expressed their interest.

30. The local board then requested that an expressions of interest process, inviting community groups to apply for a community lease to utilise the cottage, be initiated. The local board specifically wanted the cottage to be used for activities appropriate to the location, for the activities to take place throughout the day and to cater to the many different needs in the community.

31. The Expressions of Interest was sent to various community groups, including those who expressed an interest in using a cottage, the council’s Community Leasing register and groups that expressed an interest with the local board and Connected Communities. Only three groups applied for the use of the cottage.

Public notification and engagement

32. Under Section 138 of the Local Government Act 2002, Auckland Council must publicly notify its intention to grant a new community lease if the term is longer than six-months in duration.

33. The proposed new community lease to Lifewise for the building at Myers Park will be publicly notified.

34. The cost of the public notification will be met by the Parks and Community Facilities department of the council.

Assessment of the applications

35. Lifewise, Ngā Wātene Māori ō Akarana ki Tāmaki Mākaurau (Akarana Māori Wardens) and Mana Andhra Telugu Association (MATA) Incorporated have submitted comprehensive applications for a new lease, demonstrating their ability to deliver their services and or their proposed use of the cottage.

36. Lifewise and Mana Andhra Telugu Association (MATA) Incorporated have provided financials which show that accounting records are being kept and receipts of funds indicating that funds are being managed appropriately, and there are sufficient funds to meet liabilities.

37. The groups will have all necessary insurance cover, including public liability and building insurance, in place.

38. The groups provide valuable services to the local community by delivering the following benefits:

Applicant 1: Akarana Māori Wardens

39. The group was established in 2020 and became a charitable trust in 2022. Its objective is to provide services of community support, mediation, de-escalation in contentious settings, enabling community, connection and removing barriers that cause isolation.

40. The group currently has 10 full time and 29 part-time volunteers.

41. The group is currently operating from the Police kiosk in Mission Bay and the Avondale Community Hall.

Applicant 2: Lifewise

42. Lifewise traces their roots back over 150 years as part of the Methodist Church of New Zealand and provide a range of community and social services.

43. The group employs staff to work in the fields of family and housing services, health and disability, mental health and addiction, and enterprises.

44. The group is currently operating from 124 Vincent Street, Auckland Central.

Applicant 3: Mana Andhra Telugu Association (MATA) Incorporated

45. Established in 2020, MATA promotes multicultural events and activities that enrich the lives of Telugu speaking people.

46. The group has 15 part-time volunteers and one full-time volunteer.

47. The group is currently operating from members’ premises and community halls.

Assessment

48. Applicants were measured and scored using a table containing criteria derived from the application and utilising the Community Occupancy Guidelines 2012.

Applicant	Proposed use / activity	Summary against Community Occupancy Guidelines 2012 criteria	Ranking
Ngā Wātene Māori ō Akarana ki Tāmaki Mākaurau (Akarana Māori Wardens)	To use the space as a home base for wardens to respond to crisis, engage with street whanau, youth, Māori and Pasifika in the city centre 24/7. There will be 3 teams working 3 shifts a day.	- serves wider segments of the population - unable to share due to the nature of their work and customers - proposes to utilise the cottage 24/7 as a base where wardens would meet, then go out on the streets to respond to crises - a new entity so as yet no audited accounts - require a sign with their logo on the building - does not currently receive any funding from the council and works closely with the police	2
Lifewise	To use the space to collaborate with various stakeholders and the homelessness community to design and implement preventative measures against homelessness. To use the space for 30 hours a week - Monday to Friday.	- serves wider segments of the population - willing to share with groups that work for the best interest of the homeless community - audited accounts available - building size, configuration, location meets Lifewise’s needs fully - affiliated to a national/regional organisation(s)	1
Mana Andhra Telugu Association (MATA) Incorporated	To organise training - yoga and dance classes. Set up a small library containing books of different Indian languages. Conduct health camps. To use the space for more than 40 hours a week.	- serving the Telugu speaking people - willing to share, but are proposing to use the cottage from 9am to 5pm on weekdays and weekends - multiple funding streams and audited accounts - requires carparking which is not available at the cottage - affiliated to a national/regional organisation(s)	3

49. Given that the overall scores of Lifewise and Akarana Māori Wardens were quite close, and further feedback has now been received from staff from Regional Safety, Community Delivery around tenancy suitability, staff offer a comparison of between the two top applicants below.

Lifewise	Akarana Māori Wardens
Lifewise is financially stable in terms of audited accounts available. The group have been in operation for quite some time and are part of a larger organisation. Being more financially stable gives reassurance that they can pay associated costs and undertake the day-to-day maintenance of the cottage and the group has confirmed they wish to be considered for this lease despite any rent increases which will come into effect should the mayor’s proposal be adopted.	Akarana Māori Wardens asserted in their application that they will be able to pay the aforementioned costs with donations, and may need to apply for local board funding. It is likely that local board funding may not be available and therefore pose a risk to the board and also to the council, should the group be unable to afford any rent increases. If the mayor’s proposal is adopted, it is likely lease costs to community groups will increase.
The building location suits Lifewise’s needs in terms of proximity to their city office and the community of focus. Lifewise are part of a larger organisation that incudes a property arm. The group have the resources both physical and financial to maintain the cottage.	Akarana Māori Wardens wish to be in Myers Park as it will enable them to easily support the city’s needs, having a base for the wardens in their area of interest.
Lifewise’s Merge café is located close by at Karangahape Road and Auckland City Mission (the Mission) is also nearby. Both Lifewise and the Mission cater to the many different needs in the community.	Akarana Māori Wardens wanted a base and presence in the city centre community. Māori wardens are often based out of local police stations, but currently there are no police stations in or around Myers Park. Additionally, the police station in College Hill is unable to accommodate them. Akarana Māori Wardens will activate the cottage throughout the day and night. Both organisations cater to the many different needs in the community.
The building suits all of Lifewise’s needs in terms of: - size - transport links - security - facilities - signage Lifewise do not require any changes to the building.	Akarana Māori Wardens have indicated they would need to bring in an oven and install a sign displaying a logo on the cottage.
Lifewise is only proposing to use the cottage for 30 hours a week, hence is able and willing to share with groups that work for the best interest of the homeless community.	Akarana Māori Wardens have indicated they are not able to share the space due to confidentiality of their work, but they propose to utilise the cottage more often. The group will have three teams covering three shifts - morning, afternoon and evening. Akarana Māori Wardens will operate 24/7 from Monday to Sunday.
	Cottage may be unoccupied at times while wardens are out on duty.
Lifewise is part of a regional and national body which are the Methodist Northern group and their national property trust organization.	Akarana Māori Wardens are a standalone group but work closely with the NZ Police.
Lifewise wishes to use the space to collaborate with various stakeholders and the surrounding homelessness community to design and implement preventative measures against homelessness.	Akarana Māori Wardens wish to use the space as a home base for wardens to respond to crises, engage with street whanau; youth; and Māori and Pasifika in the city centre.
Potentially, they may be able to activate the site and park	Provide passive surveillance of the park.
Lifewise already has a proven track record of providing outcomes for their communities. Lifewise also lease a café on Karangahape Road.	Akarana Māori Wardens have been working in and around Karangahape Road and Ōrākei for some time. Akarana Māori Wardens works alongside the NZ Police and receive external funding.

50. Overall, staff have assessed Lifewise to be more appropriate for this site. The group’s financially stability helped them score highly. Staff also believe Lifewise have the potential to bring more community activity into the cottage and wider park.

51. A Community Outcomes Plan to identify the benefits that Lifewise will provide to the community will be attached as a schedule to the lease agreement, and is attached to the report as Attachment B.

52. Auckland Council’s Community Occupancy Guidelines 2012 sets out the requirements for community occupancy agreements.

53. Staff recommend that a new community lease be granted to Lifewise for a term of five (5) years, commencing from 1 July 2023 or the date when Code of Compliance (CCC) is issued, whichever is sooner.

54. Given that Lifewise are already an existing group providing community outcomes, staff recommend the aforementioned lease terms.

55. Generally, a lease of one year, with a one year right of renewal is recommended in accordance with the Community Occupancy Guidelines 2012 for new groups who have never held a community lease with Auckland Council. However, these are only guidelines and the local board has the discretion to grant longer term community leases.

Tauākī whakaaweawe āhuarangi

Climate impact statement

56. It is anticipated that activation of the building will result in an increase of greenhouse gas emissions.

57. To improve environmental outcomes and mitigate climate change impacts, the council advocates, via each lessee’s Community Outcomes Plans, that the lease holder:

· use sustainable waste, energy, and water efficiency systems

· use eco labelled products and services

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

58. Asset improvements and maintenance undertaken by the council will strive for maximum re-use and recycling of existing material. This will be in alignment with the waste management hierarchy (prevention, reduction, recycle), to ensure minimum impact on greenhouse gas emissions. Any asset improvements undertaken by the tenants should adhere to these same principles, as proposed asset improvements will be reviewed by council officers prior to approval to go ahead.

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

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

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

60. Climate change has an unlikely potential to impact the lease, as no part of the leased area is in a flood-sensitive or coastal inundation zone.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

61. Parks and Community Facilities operational management and maintenance, Community Delivery, Regional Safety, and Grants teams have been consulted.

62. Parks and Community Facilities operational management and maintenance noted that from a Crime Prevention Through Environmental Design (CPTED) point of view, any group that provides protection to the cottage and provides passive surveillance for Myers Park is beneficial. A recent Local Residents Survey also supported the presence of Police and or Wardens in the area. Furthermore, such passive surveillance would be beneficial to the new project in the underpass which Community Facilities know is a problematic spot.

63. Code of Compliance inspection for the cottage renewals work is booked for end of April 2023. Given this, and that a one-month public notification of the local board’s decision is required, and relevant lease documents prepared, a new tenant can occupy the cottage in early July 2023.

64. Community Delivery noted that Akarana Māori Wardens, further to operating at the Police kiosk in Mission Bay, and the Avondale Community Hall, also operate in Mt Albert.

65. Community Delivery believes Lifewise will bring more community activity into the cottage and wider park.

66. Lifewise receives the Waitematā Local Board’s accommodation funding for its Merge Café on Karangahape Road, and an outreach grant from Regional Grants. Akarana Māori Wardens have received Ōrākei Local Board funding.

67. Community Delivery believes that because Lifewise is part of three-armed structure which contains a property trust arm, that it will have access to that resource and be able to manage the cottage.

68. Based on the assessment of the preferred tenants, Lifewise is viewed as having a greater capacity for activating the immediate park surrounds, which will provide an opportunity to reduce anti-social behavior, provide passive surveillance, and generate positive experiences as per the guiding design principles of the Myers Park Development Plan, specifically that the park is a ‘Safe Place to Be’.

69. Lifewise has indicated a willingness to collaborate with other park and building users where appropriate and maintains existing connections within the social services community. The establishment of the new Kainga Ora precinct on Greys Avenue may provide additional opportunities for Lifewise to activate both the cottage and the park.

70. The proposed new lease has no identified impact on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

71. The proposed lease will benefit the community by enabling initiatives that promote the aforementioned services and programmes for the Waitematā Local Board area and its surrounding communities.

72. The assessment of the applications was workshopped with the Waitematā Local Board on 8 November 2022 and 26 April 2023. The local board considerations have been addressed in within the report.

73. The delivered activities align with the following Waitematā Local Board Plan 2020 outcome and objective:

Outcome	Objective
Outcome 2: Connected communities that are inclusive, accessible, and equitable.	Provide opportunities to connect communities, through creative and diverse arts, sports, events, and community activities.

74. The local board plan identified responding to homelessness as a key priority for the city centre. The consultation feedback also identified that there are community concerns about safety and antisocial behaviour in public and green areas.

75. The Myers Park Development Plan 2012 also identified anti-social behaviour and safety as a barrier to the use of the park. The plan suggests that increasing passive surveillance opportunities, bringing more people to the park, and improved relationships with police and residents, would help report and deter anti-social behaviour, and hence minimise the barrier to park use.

76. The recently conducted Central Auckland Residents survey showed residents major concern was feeling safe and having a more visible presence of wardens may be well received.

77. However, should the local board wish to undertake a further EOI process, it would be lengthy and time intensive. Furthermore, during the six to nine months of an EOI, the cottage will not be utilised.

78. Additionally, existing applicants may or may not wish to wait for another EOI round, as they need a space to undertake their activities. Therefore, the local board risks losing the ability to consider any of the three current applicants.

79. The local board enquired regarding the ability for a clause to be included in the lease agreement to enable the cottage to be part of the Heritage Festival tours each year. Under the community lease the tenant is entitled to quiet enjoyment of the premises without disruption. Therefore, staff advise a clause of this nature cannot be included in the community lease. It will be more appropriate to discuss with and request the tenant to be part of the festival, whilst acknowledging the tenant’s operations will be the priority.

80. At the board’s 26 April 2023 workshop, after discussions with staff, the board directed staff to seek further information on whether Lifewise and the Akarana Māori Wardens could share the cottage at different times of the day and the week. The Akarana Māori Wardens confirmed it is inappropriate for them to share occupancy of the cottage at different hours and they request the cottage for their proposed times and days.

Tauākī whakaaweawe Māori

Māori impact statement

81. Iwi engagement concerning the council’s intention to undertake Expressions of Interest for the cottage was undertaken with the iwi groups identified as having an interest in land in the Waitematā Local Board area. The engagement involved:

· a presentation at the Central South Mana Whenua Forum held on 24 February 2021.

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

83. Iwi engagement in terms of section 4 of the conservation act will be completed once the local board resolve on a new lease.

84. The lessee will, via the Community Outcomes Plan, deliver on Māori Outcomes.

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

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

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

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

Ngā ritenga ā-pūtea

Financial implications

89. All costs relating to the advertisement of the council’s intention to grant the proposed lease will be borne by the Parks and Community Facilities Department of Auckland Council.

90. Staff have consulted with the Financial Strategy and Planning Department of the council. No concerns were raised regarding the financial implications for the new lease to Lifewise for Myers Cottage (the cottage) located at Myers Park, 72 Greys Avenue, Auckland Central.

91. The proposed maintenance fee and charges are in accordance with the current Community Occupancy Guidelines 2012 (proposed changes to Community Occupancy Guidelines 2012, including fees and charges, are currently being consulted on and are yet to be approved and thereafter implemented).

92. Ongoing maintenance of the asset will be covered by the council which is accounted for in current and future budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

93. Should the local board resolve not to grant the proposed community lease to Lifewise at Myers Park, 72 Greys Avenue, the group’s ability to undertake all current and future activities will be negatively impacted. This will have an adverse impact on the achievement of the desired local board plan outcome.

94. The new lease affords the group security of tenure, to undertake their programmes. Should the building remain unoccupied, there may be a risk that the vacant building will be vandalised again due to the lack of use and passive surveillance.

Ngā koringa ā-muri

Next steps

95. If the local board resolves to grant the proposed new community lease, staff will publicly notify this decision under the Local Government Act 2002, and complete iwi engagement. Upon the completion of these, both of which will take approximately a month, should there be submissions, a hearings process will be set up with the local board.

96. Subject to the public notification and hearings process, staff will work with Lifewise to finalise the lease agreement in accordance with the local board decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Site Plan
b	Community Outcomes Plan

Ngā kaihaina

Signatories

Authors	Tsz Ning Chung - Community Lease Advisor
Authorisers	Glenn Boyd - Local Area Manager

Waitematā Local Board

16 May 2023

Waitemata Local Board 2022/2023 work programme budget reallocations

File No.: CP2023/05137

Te take mō te pūrongo

Purpose of the report

1. To approve reallocation of funding within the Waitematā Local Board’s 2022/2023 work programme.

Whakarāpopototanga matua

Executive summary

2. The Waitematā Local Board approved its work programme 2022/2023 on 21 June 2022 (resolutions WTM/2022/119, WTM/2022/120, WTM/2022/121, WTM/2022/122, WTM/2022/123).

3. As projects progress through the delivery process the specific work required and the cost of delivery can change. As a result, variations are sought to the work programme to ensure the local board’s locally driven initiatives operational budget is optimised.

4. On 18 April 2023, the Waitemata Local Board approved the reallocation of $56,530 from activities within the work programme that were tracking towards an underspend for the 2022/2023 financial year.

5. Staff have identified a further $5,000 available for reallocation from activity ID3002: Waitematā Regenerative Urban Farm Feasibility Study.

6. Operational expenditure can be reallocated across departments, but must remain as operational expenditure (i.e. it cannot not be used as capital expenditure), and should be reallocated on the basis that delivery can be achieved before the end of the financial year.

7. Staff have identified that additional budget reallocated to ID483 Community grants Waitematā can be delivered by the end of the 2022/2023 financial year.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) approve the reallocation of $5,000 underspend from the 2022/23 work programme budget towards ID483 Community grants Waitematā

Horopaki

Context

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

· Customer and Community Services

· Infrastructure and Environmental Services

· External Partnerships

· Auckland Emergency Management

· Tātaki Auckland Unlimited

9. The local board receives performance updates on the work programme throughout the year; the last report was presented at the 21 February 2023 business meeting.

10. As projects progress through the delivery process the specific work required and the cost of delivery can change. As a result, variations are sought to the work programme to ensure the local board’s locally driven initiatives operational budget is optimised

11. Operational expenditure can be reallocated across departments, but must remain as operational expenditure (i.e. it cannot not be used as capital expenditure), and should be reallocated on the basis that delivery can be achieved before the end of the financial year.

12. Any budget reallocated in the current financial year must be spent by 30 June 2023 otherwise it will be treated as savings.

Tātaritanga me ngā tohutohu

Analysis and advice

13. As part of the board’s 2022/2023 work programme, the Waitematā Local Board requested staff to investigate the viability for regenerative urban farming in the local board area and allocated $25,000 towards this activity.

14. The initial aim of the current feasibility study is to identify if there is local park or reserve land that could potentially accommodate a regenerative urban farm.

15. One of the key objectives in the Waitematā Local Board Plan (2020) is to implement programmes to support the local community’s transition to a low carbon lifestyle, and the desire for an urban farm was specifically noted.

16. The current feasibility study builds on the findings of an earlier assessment undertaken by the Low Carbon Living team in the 2020/2021 financial year. The findings from this previous study could not recommend a location for an urban farm.

17. At the 6 September 2022 workshop, staff discussed a shortlist of three potential sites which warranted further investigation.

18. On 18 April 2023, the Waitemata Local Board approved the reallocation of $20,000 from this activity leaving $5,000 to proceed with the next phase of the assessment.

19. Based on site criteria analysis, staff identified Jaggers Bush Reserve as having the most potential for an urban farm. However, the site required further investigation including external planning advice ($5,000), NESC soil contamination testing ($5,000 minimum) or detailed site investigation and soil testing ($10,000 to $30,000).

20. At the 26 April 2023 workshop, staff sought local board direction prior to proceeding with the next phase of the assessment. The local board did not want to proceed with further investigations for Jaggers Bush Reserve and requested to halt the feasibility study for establishing a regenerative urban farm on public open space. The local board requested that staff provide options to reallocate the remaining $5,000 budget.

21. Staff will continue to explore opportunities to enable collaboration between existing urban farms and community gardens across the local board area to collectively achieve desired low carbon results and improved food production and resiliency.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. One of the key objectives in the Waitematā Local Board Plan (2020) is to implement programmes to support the local community’s transition to a low carbon lifestyle, and the desire for an urban farm was specifically noted.

23. Staff will continue to explore opportunities to enable collaboration between existing urban farms and community gardens across the local board area to collectively achieve desired low carbon results and improved food production and resiliency.

24. If funding is put towards Community Grants, community partners have indicated their interest in applying for activities that will contribute towards climate action.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. When developing the work programmes council group impacts and views are presented to local boards. There are no further impacts to be considered with this reallocation of funding.

26. Relevant departments within Auckland Council have been consulted regarding the reallocations and no objections or concerns have been raised by delivery staff.

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

Local impacts and local board views

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

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

29. Staff will liaise with Organic Market Garden and For the Love of Bees to advise the groups of the project status.

Tauākī whakaaweawe Māori

Māori impact statement

30. 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.

Ngā ritenga ā-pūtea

Financial implications

31. On 23 February, the Governing Body passed a resolution that encouraged local boards to closely scrutinize and mange any spending, and where possible, consider stopping or limiting new discretionary spending (GB/2023/10).

32. The Group CFO also sent a note to all local board members that staff will check with local boards before commencing any new local projects or non-essential spending related to local activities.

33. Reallocation of funding is one option that the local board can take in order to optimise its locally driven initiatives (LDI) opex budget for the 2022/2023 financial year.

34. Should the local board choose not to support the reallocation of the funding from the initiatives identified above, the funding would be offered up as budget savings.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. There is a risk that despite the reallocation, some of the budget remains unspent at the end of the financial year. However, delivery staff from the believe it is feasible to deliver the activities within the timeframes required, and the risk of non-delivery is considered to be low.

Ngā koringa ā-muri

Next steps

36. The funding will be reallocated according to the local board’s resolution, and the relevant department will progress with the delivery of the next steps.

37. The Waitematā Local Board 2022/2023 work programme will be updated to reflect the board’s formal decisions and any variations will be reflected from the quarter four performance report onwards.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors	Caroline Teh - Local Board Advisor
Authorisers	Glenn Boyd - Local Area Manager

Waitematā Local Board

16 May 2023

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

File No.: CP2023/05033

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 Heart of the City, Karangahape Road, Newmarket, Parnell, Ponsonby, Uptown (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. Waitematā Local Board has six 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
Heart of the City Inc	$5,021,745	$4,782,614	+ $239,131 + 8%	2020
The Karangahape Road Business Association Inc	$504,073.50	$480,070	+ $24,004 + 5%	2022
Newmarket Business Association Inc	$1,938,946	$1,812,099	+ $126,847 +7%	2022
Parnell Business Association Inc	$1,032,145	$969,150	+ $62,995 +6.5%	2022
Ponsonby Business Association Inc	$759,490	$690,446	+ $69,044 +10%	2022
Uptown Business Association Inc	$525,000	$350,000	+ $175,000 +50%	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:

· Heart of the City, Karangahape Road, Newmarket, Parnell, Ponsonby, Uptown have met the BID Policy annual accountability requirements.

· Staff are supportive of the local board approving Heart of the City, Karangahape Road, Newmarket, Parnell, Ponsonby, Uptown 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 Waitematā 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. $5,021,745 for Heart of the City BID

ii. $504,073.50 for Karangahape Road BID

iii. $1,938,946 for Newmarket BID

iv. $1,032,145 for Parnell BID

v. $759,490 Ponsonby BID

vi. $525,000 Uptown 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 Summary, 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.

a. Attachment A Governance Summary – Heart of the City BID

b. Attachment B Governance Summary – Karangahape Rd BID

c. Attachment C Governance Summary – Newmarket BID

d. Attachment D Governance Summary – Parnell BID

e. Attachment E Governance Summary – Ponsonby BID

f. Attachment F Governance Summary – Uptown 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

Heart of the City, Karangahape Road, Newmarket, Parnell, Ponsonby, and Uptown BIDs

22. Heart of the City, Karangahape Road, Newmarket, Parnell, Ponsonby, and Uptown BID 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	Heart of the City Inc	The Karangahape Road Business Association Inc	Newmarket Business Association Inc	Parnell Business Association Inc	Ponsonby Business Association Inc	Uptown Business Association Inc
Statement of financial/ performance reporting 2021/2022	ü	ü	ü	ü	ü	ü
Audited report/review 2021/2022	ü	ü	ü	ü	ü	ü
Audit Management Letter 2021/2022	ü	ü	ü	ü	ü	ü
Chairs report (written) 2021/2022	ü	ü	ü	ü	ü	ü
Treasurers report (written) 2021/2022	ü	ü	ü	ü	ü	ü
Manager’s report (written) 2021/2022	ü	ü	ü	ü	Not submitted	ü
Approved business plan for 18 months 2023/2024	ü	ü	ü	ü	ü	ü
Income and expenditure budget 2023/2024	ü	ü	ü	ü	ü	ü
Draft Minutes 2022 AGM	ü	ü	ü	ü	ü	ü
Financial/Audit reports posted to Companies Office website	ü	ü	ü	ü	ü	ü
Mandatory Management Summary – signed by manager	ü	ü	ü	ü	ü	ü
Mandatory Governance Summary – signed by Chair	ü	ü	ü	ü	ü	ü
Strategic Plan *	2023-2026	2017-2022, to be updated 2023	2021-2026	2019-2023	2022-2025 (draft)	2020-2024

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 Heart of the City, Newmarket, Karangahape, Parnell, Ponsonby and Uptown BIDs have met the requirements of the BID Policy accountability reporting.

27. Ponsonby Business Association did not present a written Managers 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:

· Heart of the City BID proposed BID targeted rate - $5,021,745.

· Karangahape BID proposed BID targeted rate - $504,073.50.

· Newmarket BID proposed BID targeted rate - $1,938,9406

· Parnell BID proposed BID targeted rate - $1,032,145.

· Ponsonby BID proposed BID targeted rate - $759,490.

· Uptown BID proposed BID targeted rate - $525,000.

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. Heart of the City, Karangahape Rd, Newmarket, Parnell, Ponsonby and Uptown BID programmes tangibly support the vision and aspirations of the Waitematā Local Board Plan 2020, best expressed in Outcome 6: Waitematā businesses are innovative, sustainable and prosperous.

Local rohe, local benefit, local funding

34. Recommending that the Governing Body sets the targeted rates for Heart of the City, Karangahape Rd, Newmarket, Parnell, Ponsonby and Uptown 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. Waitematā 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 6.1% of the population living in the Waitematā Local Board area, compared to 11.5% 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 Heart of the City, Karangahape Rd, Newmarket, Parnell, Ponsonby and Uptown BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Heart of the City Governance Declaration
b	Karangahape Governance Declaration
c	Newmarket Governance Declaration
d	Parnell Governance Declaration
e	Ponsonby Governance Declaration
f	Uptown Governance Declaration

Ngā kaihaina

Signatories

Authors

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Glenn Boyd - Local Area Manager

Waitematā Local Board

16 May 2023

Waitematā Accommodation Support Fund 2022/2023 grant allocations

File No.: CP2023/04011

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline the applications received for Waitematā Accommodation Support Fund 2022/2023.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Waitematā Accommodation Support Fund 2022/2023 (Attachment A).

3. The Waitematā Local Board adopted the Waitematā Local Grants Programme 2022/2023 on 17 May 2022. The document sets application guidelines for contestable grants submitted to the local board (Attachment B).

4. The local board has set a total Accommodation Support Fund budget of $125,000.00 for the 2022/2023 financial year.

5. Twenty-five applications have been received for Accommodation Support Fund 2022/2023, requesting a total of $326,439.56.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) agree to fund, part-fund or decline each application received for the Waitematā Accommodation Support Fund, listed below:

Application ID	Organisation	Accommodation Location	Amount requested	Eligibility
ASF202308	AKSamba Incorporated	Auckland Bowling Club 100 Stanley Street Parnell Auckland 1010 New Zealand	$6,900.00	Eligible
ASF202343	Auckland Youth Orchestra Inc.	C/- St Peter's College Music Department 23 Mountain Rd Grafton Auckland 1023 New Zealand	$1,809.00	Eligible
ASF202338	Body Positive New Zealand Incorporated	1/3 Poynton Ter Auckland Central Auckland 1010 New Zealand	$20,000.00	Eligible
ASF202306	CNSST Foundation	15 Clifton Ct Panmure Auckland 1072 New Zealand	$11,400.00	Eligible
ASF202329	Fun and Games Toy Library Incorporated	446 Parnell Rd Parnell Auckland 1052 New Zealand	$5,820.00	Eligible
ASF202326	Indian Ink Trust	Level 1 323 Queen Street Auckland City Auckland 1010 New Zealand	$6,000.00	Eligible
ASF202339	New Zealand Dance Advancement Trust	113 Wellesley St W Auckland Central Auckland 1010 New Zealand	$17,422.00	Eligible
ASF202314	Nightsong	283 Karangahape Rd Conference Room Auckland Central Auckland 1010 New Zealand	$13,947.60	Eligible
ASF202333	No. 19 Squadron Air Training Corps	204 Great North Rd Grey Lynn Auckland 1021 New Zealand	$2,575.00	Eligible
ASF202312	Objectspace	13 Rose Rd Grey Lynn Auckland 1021 New Zealand	$16,460.00	Eligible
ASF202320	OutLine Aotearoa Incorporated	31 Hargreaves St St Marys Bay Auckland 1011 New Zealand	$15,000.00	Eligible
ASF202341	Rainbow Youth Incorporated	11 Edinburgh St Auckland Central Auckland 1010 New Zealand	$20,000.00	Eligible
ASF202323	The Raukatauri Music Therapy Trust	5 Carlton Gore Rd Grafton Auckland 1023 New Zealand	$19,990.00	Eligible
ASF202302	Screen Edge Limited (Doc Edge)	175 Khyber Pass Rd Grafton Auckland 1023 New Zealand	$20,000.00	Eligible
ASF202337	Show Me Shorts Film Festival Trust	147 Great North Rd 147 Great North Rd Auckland 1021 New Zealand	$7,360.00	Eligible
ASF202307	Tenants Protection Association (Auckland)	147 Great North Rd Grey Lynn Auckland 1021 New Zealand	$6,000.00	Eligible
ASF202334	The Actors` Program	283 Karangahape Rd Auckland Central Auckland 1010 New Zealand	$5,000.00	Eligible
ASF202303	Audio Foundation	4 Poynton Ter Auckland Central Auckland 1010 New Zealand	$12,000.00	Eligible
ASF202330	The Basement Theatre Trust	Level 1, 323 Queen Street Auckland City Auckland 1141 New Zealand	$10,000.00	Eligible
ASF202340	The Foundation for Peace Studies Aotearoa/New Zealand	78 Pitt St Level 2 Auckland Central Auckland 1010 New Zealand	$19,416.00	Eligible
ASF202313	The Lifewise Trust	124 Vincent St Auckland Central Auckland 1010 New Zealand	$20,000.00	Eligible
ASF202315	The Massive Company Trust	Suite 2, Level 2 10 New North Road Eden Terrace Auckland 1021 New Zealand	$12,480.00	Eligible
ASF202319	The Yes And Trust	54 MacKelvie St Grey Lynn Auckland 1021 New Zealand	$26,260.00	Eligible
ASF202344	Toi Ora Live Art Trust	6 Putiki St Grey Lynn Auckland 1021 New Zealand	$20,000.00	Eligible
ASF202331	Volunteering Auckland	Level 2 10 New North Road Eden Terrace Auckland 1021 New Zealand	$10,599.96	Eligible
Total			$326,439.56

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

8. The local board grants programme sets out:

· local board outcomes

· 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.

9. The Waitematā Local Board adopted their grants programme for 2022/2023 on 17 May 2022 and will operate one accommodation grant round for this financial year.

10. Community organisations can apply for Accommodation grant to cover rental and/or lease payments, Auckland Council rates and regular ongoing venue hire costs.

11. Accommodation costs applied for are for the following financial year starting 1 July 2023.

12. 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

13. 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

14. 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.

15. 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; decreasing access to single-occupancy transport options, home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and education about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

16. 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.

17. 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

18. Local boards are responsible for the decision-making and allocation of local board community grants. The Waitematā 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.

19. 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’.

20. A summary of each application received through Waitematā Accommodation Support Fund 2022/2023 is provided (refer Attachment A).

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. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes.

22. Fourteen applicants applying to the Accommodation Support Fund 2022/2023 have indicated that their organisation targets Māori and/or contribute to Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

24. The local board has set a total Accommodation Support Fund budget of $125,000.00 for the 2022/2023 financial year.

25. 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

26. 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 that a low risk associated with funding the applications in this round.

Ngā koringa ā-muri

Next steps

27. Following the Waitematā Local Board allocation of funding for the Accommodation Support Fund, staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Waitematā Accommodation Support Fund - Application Summary
b	Waitematā Community Grants Programme 2022/2023

Ngā kaihaina

Signatories

Authors

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Glenn Boyd - Local Area Manager

Waitematā Local Board

16 May 2023

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

File No.: CP2023/04541

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Waitematā Local Grant round two (Attachment A), and Multi-board Grant round two 2022/2023 (Attachment B).

3. The Waitematā Local Board adopted the Waitematā Community Grant Programme 2022/2023 on the 17 May 2022. The document sets application guidelines for contestable grants (Attachment C).

4. The local board has set a total community grants budget of $134,007 for the 2022/2023 financial year.

5. Twenty-five applications have been received for the Local Grant round two 2022/2023 requesting a total of $166,224.18 and thirteen applications have been received for Multi-board Grant round two 2022/2023 requesting a total from the Local Board of $59,581.20 and an overall total of $502,918.00.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

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

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

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2320-247	Action Education Incorporated	Arts and culture	Towards the cost of 20 spoken word workshops	$5,000.00	Eligible
LG2320-245	Auckland and District Pipe Band Incorporated	Arts and culture	Towards the cost of 20 bagpipe chanters and 20 sets of drone reeds	$3,626.00	Eligible
LG2320-217	Auckland Basketball Services Limited	Sport and recreation	Towards the cost of wages, and affiliation costs	$9,916.00	Eligible
LG2320-227	Auckland Indian Sports Club Incorporated	Sport and recreation	Towards new sports uniforms	$5,860.00	Eligible
LG2320-244	Auckland Library of Tools Incorporated	Community	Towards the cost of tools	$8,167.40	Eligible
LG2320-241	Auckland Table Tennis Association Incorporated	Sport and recreation	Towards the cost of development coach salaries and wages, and three table tennis tables	$6,250.00	Eligible
LG2320-237	Badminton New Zealand Incorporated	Sport and recreation	Towards the cost of venue hire and shuttlecocks	$10,000.00	Eligible
LG2320-202	Beautifully Frank Limited	Arts and culture	Towards installation costs of an embroidery made with recycled materials	$10,000.00	Eligible
LG2320-246	City Pathway Trust	Community	Towards venue hire, music equipment, organ tuning costs and marking costs	$3,900.00	Eligible
LG2320-231	Communities Against Alcohol Harm Incorporated	Community	Towards the cost of online workshops	$8,640.00	Eligible
LG2320-238	Conscious Kids Limited	Community	Towards the cost of venue hire	$1,490.00	Ineligible
LG2320-209	Remuera Residents Association Incorporated	Environment	Towards the cost of pest control, replacing and tree planting	$10,000.00	Eligible
LG2320-235	Grafton Residents Association Incorporated	Community	Towards the cost of an outdoor weatherproof lockable noticeboard	$3,381.00	Eligible
LG2320-233	Grafton Residents Association Incorporated	Community	Towards the cost of website redesign	$7,000.00	Eligible
LG2320-228	Holding Space Aotearoa Charitable Trust	Arts and culture	Towards the cost of Songwriters4ClimateAction project	$7,740.00	Eligible
LG2320-212	Mobility Assistance Dogs Trust	Community	Towards the cost of purchasing a puppy	$4,000.00	Eligible
LG2320-239	New Settlers Family and Community Trust	Community	Towards the cost of wages and food and drink	$10,000.00	Eligible
LG2320-224	New Zealand Comedy Trust	Arts and culture	Towards the cost of one years rent and two car parks	$10,000.00	Eligible
LG2320-218	New Zealand Vegetarian Society Incorporated	Events	Towards catering and an AV system	$8,315.50	Eligible
LG2320-226	Rainbow Auckland Incorporated	Community	Towards the cost of redesigning the Rainbow Auckland website, videography, marketing costs, venue hire and event costs	$8,500.00	Eligible
LG2320-223	The Raukatauri Music Therapy Trust	Community	Towards the cost of a fridge freezer, dishwasher, vacuum cleaner, desks and office chairs	$10,000.00	Eligible
LG2320-230	The Actors` Program	Arts and culture	Towards the cost of a lighting rig	$2,451.00	Eligible
LG2320-222	The Auckland Women's Centre Incorporated	Community	Towards self-defense classes, catering and wages	$4,096.28	Eligible
LG2320-229	The Massive Company Trust	Arts and culture	Towards the cost of venue hire and photography	$2,891.00	Eligible
LG2320-240	Youthline Auckland Charitable Trust	Community	Towards triage clinical training, triage supervision and triage contract staff	$5,000.00	Eligible
Total				$166,224.18

b) agree to fund, part-fund or decline each application received for the Waitematā Multi-board Grant round two, listed in the following table.

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

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB2223-265	Anxiety New Zealand Trust	Community	Towards costs of the development, production and distribution of the brochures and cards; and the video-conferencing equipment and installation	$15,510.00	Eligible
MB2223-216	Babystart Charitable Trust	Community	Towards wages, packing, courier costs, baby clothing and care items from 1 June 2023 to 31 May 2024	$28,815.50	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
MB2223-207	David Riley	Arts and culture	Towards Eight bilingual Pacific superhero children's books and audiobooks from June 2023 to October 2023	$23,190.00	Eligible
MB2223-247	Deaf Action New Zealand Inc	Community	Towards NZ Sign Language Club venue hire, administration and Coordination, material and travel cost around Auckland from 3 June 2023 to 2 June 2024	$33,900.00	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, Māori crafts and activity resources, production and printing costs, and guest speakers	$40,000.00	Eligible
MB2223-202	New Zealand Eid Day Trust	Events	Towards the cost of Venue and related cost, Furniture / Fixtures, Audio and visual, Entertainment, Electrical requirements, Volunteers training and food for the 2023 NZ Eid day from 29 June 2023 to 1 July 2023	$44,000.00	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
MB2223-266	Recreate NZ	Arts and culture	Towards youth programme costs, facilitation, and volunteer costs for the delivery of 40 youth events from 1 May 2023 to 30 April 2024	$20,000.00	Eligible
MB2223-233	Supporting Families In Mental Illness NZ(SFNZ) Limited	Community	Towards the northern region manager's salary	$16,000.00	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				$502,918.00

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

8. The local board grants programme sets out:

· local board priorities

· higher priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

9. The Waitematā Local Board adopted the Community Grant Programme for 2022/2023 on 17 May 2022 and will operate two Quick Response and two Local Grant and Multi-board rounds for this financial year.

10. 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

11. 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.

12. In addition to the eligibility criteria outlined in the Community Grants Policy, the Waitematā Local Board have indicated in the Local Board Grants Programme that they will not fund groups who request funding over the maximum amount set.

13. Application LG2320-238 is ineligible as the group has requested funding less than the minimum amount required to apply to a Local Grant round.

Tauākī whakaaweawe āhuarangi

Climate impact statement

14. The Local Board Community 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.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

17. 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

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

Tauākī whakaaweawe Māori

Māori impact statement

Ngā ritenga ā-pūtea

Financial implications

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

23. The local board has set a total community grants budget of $134,007 for the 2022/2023 financial year.

24. Sixteen applications were received for the Local Grant round one 2022/2023 requesting a total of $98,869.02 and eleven applications received for Multi-board Grant round one 2022/2023 requesting a total of $382,684.00. A total of $54,500 was allocated, leaving a remaining amount of $79,507 for one Local Grant and Multi-board round and one Quick Response round.

25. Thirty-seven applications were received for the Quick Response round one 2022/2023 requesting a total of $90,419.17. A total of $20,413.00 was allocated, leaving a remaining amount of $59,094.00 for one Quick response round.

26. On the 18 April 2023, an additional $10,620.00 was allocated to the Community Grants budget, which brings the total to $69,714.00.

27. Twenty-five applications have been received for the Local Grant round two 2022/2023 requesting a total of $166,224.18 and thirteen applications received for Multi-board Grant round two 2022/2023 requesting a total from the Local Board of $59,581.20 and an overall total of $502,918.00.

28. 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

29. 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 that a low risk associated with funding the applications in this round.

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Waitematā Local Grant round two - application summary
b	Waitematā Multi-board Grant round two - application summary
c	Waitematā Community Grant Programme 2022/2023

Ngā kaihaina

Signatories

Authors

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Glenn Boyd - Local Area Manager

No.	Title	Page
a	Auckland Light Rail - Urgent Decision
b	Auckland Light Rail - Feedback

Waitematā Local Board

16 May 2023

Urgent Decision - Local Board feedback on distribution method of the Local Crime Fund

File No.: CP2023/04907

Te take mō te pūrongo

Purpose of the report

1. To note the Waitematā Local Board use of an urgent decision to provide feedback on the preferred method for distribution of the Local Crime Fund.

Whakarāpopototanga matua

Executive summary

2. The Local Crime Fund is a one-off, $2 million central government allocation to Auckland Council for community safety and crime prevention initiatives.

3. Staff have developed a series of options for distribution of the funding, with input from key community safety stakeholders.

4. Feedback is being sought from all local boards on the preferred option for distribution of the funding by 28 April 2023.

5. The feedback will inform a report to the Regulatory and Safety Committee to approve the distribution method, scheduled to be presented on 30 May 2023.

6. The deadline for local board feedback to be incorporated into the council’s submission was 28 April 2023. As this deadline was before the next ordinary business meeting, the Waitematā Local Board provided feedback to council’s submission through an urgent decision.

Ngā tūtohunga

Recommendation/s

That the Waitematā Local Board:

a) note the urgent decision to approve the Waitematā Local Board feedback (Attachment B and C to the Agenda Report) on the preferred method for distribution of the Local Crime Fund.

Horopaki

Context

7. On 28 November 2022, the Prime Minister announced a multi-million-dollar funding package to address retail crime and reoffending throughout New Zealand.

8. Of that, $2 million was granted to Auckland Council to support crime prevention and youth engagement approaches or intervention programmes, referred to by council as the ‘Local Crime Fund’.

9. The Local Crime Fund was set up to assist with crime prevention with a focus on youth interventions and Crime Prevention Through Environmental Design (CPTED) measures such as patrols, street lighting, CCTV cameras, and planters, as well as community development. The CPTED guidelines have been provided in Attachment A (https://www.cpted.net/Primer-in-CPTED).

10. The Regulatory and Safety Committee, by its delegations, have the necessary authority to approve the distribution method of the funding on behalf of the Governing Body. A report outlining the options will be presented on 30 May 2023 for the committee to consider.

11. Local board views on the preferred option are being sought by 28 April 2023 to be included in the report to the Regulatory and Safety Committee.

Tātaritanga me ngā tohutohu

Analysis and advice

12. The funding will activate new or strengthen existing community-led partnerships that focus on youth crime prevention and town centre / retail crime prevention through a CPTED lens. It is a one-off fund that cannot be used to fund business-as-usual council operations.

13. Staff have engaged community safety stakeholders formally and informally during the development of options to distribute the Local Crime Fund. This includes, but is not limited to, New Zealand Police, community patrols, Māori wardens, Business Associations, outreach services, Auckland Transport, Regulatory and Compliance and Youth Empowerment teams.

14. Feedback from partners was key to ensuring there was alignment with existing initiatives and availability of partners to deliver on programme options.

15. Staff have identified four potential options for distribution and spending of this fund for the consideration of the committee.

Options

Mechanism

Benefits

1. Local board allocation – spend on local safety and youth initiatives

Funding would be included in the 2023-2024 local board work programme as a project line and earmarked for safety programmes, youth activation and town centre / retail safety CPTED outcomes.

Formula for funding allocation to be agreed.

· Existing structure in place for distribution

· Enables local responses and solutions to localised crime and youth offending issues.

· Flexibility in how the investment can be distributed across the CPTED / youth prevention areas.

· Opportunity to engage residents and businesses in community-led initiatives.

2. Regional Grants programme

Distribution will be via regional grants where town centre / retailers would be invited to apply for funding for CPTED initiatives.

Regional or sub-regional youth organisations would be invited to apply for funding for intervention programmes.

· Existing structures in place for distribution.

· A contestable process may encourage innovative programmes and experienced youth organisations to apply.

· Increases impact at subregional and regional level.

· Higher level of investment for individual programmes may lead to greater impact and scalability.

· Disbenefits include local and smaller groups missing out on funding and potential uneven distribution across region

3. Combination option

Part funding would be included in the 2023-2024 local board work programme as safety lines with youth activation and town centre / retail safety CPTED outcomes.

Regional or sub-regional youth organisations would be invited to apply for funding for intervention programmes.

· Existing structures in place for distribution.

· Provides both a local and regional response.

· Provides clearer differentiation between the two themes and processes.

· Feedback from community stakeholders has identified this as the preferred option.

4. Business Improvement Districts (BIDs) / Business Associations

Funding would be directly administered to BIDs and non-BID business associations for CPTED interventions and targeted youth initiatives.

Formula for funding distribution to be agreed.

· Existing contracts and relationships with BIDs and Business Associations are in place to support development of distribution.

· Low administration and grants management would be required for administration and distribution of funds.

· Accountability would be monitored via local board/BID and business meeting reporting processes.

16. For options one and three that recommend distributing funding through the local board work programme, relevant data is being reviewed to develop options on how funding could be distributed across all 21 local boards equitably.

17. Staff intend to present a formula for distribution to the committee that is based on the locally driven initiatives funding (LDI) formula and considers relevant crime statistics, such as retail and youth crime, in order to ensure there is an equitable allocation to areas with greater need.

18. Options to inform a decision on the formula for distribution via local boards are being worked on and will be presented alongside the relevant options in the report to the Regulatory and Safety Committee.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The decision at hand is an administrative matter and will not impact on greenhouse gas emissions. Concrete projects that will be funded in the future from this fund will be assessed individually for their impact on climate change when they are identified and approved.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. The impacts of this decision on the council group will be minimal. The options identified are designed to utilise existing mechanisms for efficiency purposes.

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

Local impacts and local board views

21. The feedback from local boards will inform a decision by the Governing Body through its Regulatory and Safety Committee on the administration of funding given to the council to address retail crime and reoffending in local communities. Local boards are being invited through this report to share their views and preferences on the options available to the committee.

Tauākī whakaaweawe Māori

Māori impact statement

22. The impact of the distribution of the Local Crime Fund on Māori has not been assessed. The overall purpose of the fund is to address crime and is therefore expected to have a positive impact on all communities including Māori.

Ngā ritenga ā-pūtea

Financial implications

23. There are no adverse financial implications of the decision being sought.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

24. There are no risks associated with the feedback decision being sought from local boards. Local board feedback will be shared with the committee for consideration in the making of their final decisions.

Ngā koringa ā-muri

Next steps

25. Feedback from local boards, if any, will be collated and included in the report to the Regulatory and Safety Committee under the local impacts and local board views section.

26. The decision of the Regulatory and Safety Committee will be available in the published minutes of the 30 May 2023 meeting.

27. The programme will be delivered during 2023/2024.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	Crime Prevention Through Environmental Design (CPTED) guidance
b	Distribution of the Local Crime Fund - Waitematā Local Board Urgent Decision
c	Distribution of the Local Crime Fund - Waitematā Local Board Feedback

Ngā kaihaina

Signatories

Authors	Katherine Kang - Democracy Advisor
Authorisers	Glenn Boyd - Local Area Manager

Chairperson	Genevieve Sage
Deputy Chairperson	Greg Moyle, (JP, ED)
Members	Alexandra Bonham
	Allan Matson
	Richard Northey, (ONZM)
	Anahera Rawiri
	Sarah Trotman, (ONZM)