Agenda of Kaipātiki Local Board - Wednesday, 17 May 2023

1 Nau mai | Welcome

The meeting will be opened with a Karakia.

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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.

The Auckland Council Code of Conduct for Elected Members (the Code) requires elected members to fully acquaint themselves with, and strictly adhere to, the provisions of Auckland Council’s Conflicts of Interest Policy. The policy covers two classes of conflict of interest:

i) A financial conflict of interest, which is one where a decision or act of the local board could reasonably give rise to an expectation of financial gain or loss to an elected member; and

ii) A non-financial conflict of interest, which does not have a direct personal financial component. It may arise, for example, from a personal relationship, or involvement with a non-profit organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help elected members understand the requirements of the Local Authority (Member’s Interest) Act 1968. The guidelines discuss both types of conflicts in more detail, and provide elected members with practical examples and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected Members and the Office of the Auditor General guidelines are available for inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed to the Local Area Manager in the first instance.

4 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Kaipātiki Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 10 May 2023, as true and correct.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

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

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Kaipātiki 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 Harbour Sport

Te take mō te pūrongo

Purpose of the report

1. The purpose of this deputation is to update the Kaipātiki Local Board regarding Harbour Sport.

Whakarāpopototanga matua

Executive summary

2. Mike Bishop - Harbour Sport CEO and Richard Casutt – Harbour Sport General Manager, will be in attendance to address the board on this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) receive the deputation from Harbour Sport and thank Mike Bishop and Richard Casutt for their attendance.

Attachments

a 17 May 2023 - Kaipātiki Local Board business meeting - Harbour Sport presentation....................................... 165

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.”

Kaipātiki Local Board

17 May 2023

Proposed new community licence to occupy to Windy Ridge Primary School at Windy Ridge Reserve playground, Glenfield

File No.: CP2023/04324

Te take mō te pūrongo

Purpose of the report

1. To grant a new community licence for a community garden to The Windy Ridge Primary School for a portion of the land at Windy Ridge Reserve playground located at 2 Windy Ridge Road, Glenfield.

Whakarāpopototanga matua

Executive summary

2. The Windy Ridge Primary School (group) seeks a new community licence for a community garden to commence occupation and operation from the council-owned land at Windy Ridge Reserve playground, 2 Windy Ridge Road, Glenfield.

3. The new community licence for this community garden was not identified by the original Community Facilities: Community Leases Work Programme. However, it is a direct result from the renewal of the playground identified through a condition assessment and approved by the local board as part of the 2021/2022 Customer and Community Services work programme (resolution number KT/2021/86) and approval of concept design for Windy Ridge Reserve playground renewal (resolution number KT/2021/202).

4. The aim of the group is to establish and maintain a community garden for various teaching gardening purposes and increase and enhance the social, cultural development of the local community.

5. These activities align with the Kaipātiki Local Board Plan 2020 outcomes. Outcome 1: Belonging and wellbeing and Outcome 2: Environment.

6. The group has provided all required information, including financials showing that it has sufficient funds and is being managed appropriately as a crown entity under the Ministry of Education. The group has all the necessary insurance cover, including public liability insurance, in place.

7. The proposed new community licence for a community garden to The Windy Ridge Primary School for a portion of the land at Windy Ridge Reserve playground was publicly notified. The notification appeared in the North Shore Times on 26 January 2023 and the Auckland Council’s website with a submission deadline for 27 February 2023. No submissions or objections were received.

8. Staff conducted a site visit on 6 December 2022 where it was found both site and improvements are ready and fit for purpose.

9. Staff engaged with the 12 Iwi groups identified for having an interest in the land in the Kaipātiki Local Board area.

10. Iwi were informed about the intention to grant a community licence for a community garden at Lot 42 DP 47831, which is held in fee simple by Auckland Council in Trust as a classified recreation reserve subject to the Reserves Act 1977. No objections were received from any Iwi groups.

11. This report recommends that a new community licence for a community garden be granted to The Windy Ridge Primary School for a term of five years commencing from 1 May 2023 with one five-year right of renewal.

12. If the local board decides to grant the licence, staff will work with the lessee to finalise the licence agreement.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) grant, under the Reserves Act 1977, a new community licence for a community garden to The Windy Ridge Primary School for a 34 square meters (more or less) located at Windy Ridge Reserve playground, 2 Windy Ridge Road, Glenfield on the land legally described as Lot 42 DP 47831 (as per Attachment A – Site Plan Windy Ridge Primary School), subject to the following terms and conditions:

i) term – five years, commencing 1 May 2023, with one five-year right of renewal.

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

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

Horopaki

Context

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

14. The Kaipātiki Local Board approved the concept design for Windy Ridge Reserve playground renewal at their local board meeting on 17 November 2021 (resolution number KT/2021/202).

15. As a part of the Kaipātiki Local Board financial year 2021/2022 Customer and Community Services Work Programme, the local board approved a project to renew the playground at Windy Ridge Reserve.

16. The proposed community licence for a community garden to The Windy Ridge Primary School at Windy Ridge Reserve playground is as a result of the approved playground renewal project.

Land, building/s and lease

17. Windy Ridge Reserve is located at 2 Windy Ridge Road, Glenfield (refer to Attachment A – Site Plan Windy Ridge Reserve). The land is legally described as Lot 42 DP 47831 held in fee simple by Auckland Council in Trust as a classified recreation reserve subject to the Reserves Act 1977.

18. The Windy Ridge Primary School has applied for a community licence for a community garden for the council owned asset situated at Windy Ridge Reserve playground.

19. The area proposed to be licensed is 34 square meters (more or less) as outlined in Attachment A – Site Plan Windy Ridge Reserve.

20. The licence area at the reserve will be primarily used by the group to develop and maintain a community garden for various teaching gardening purposes on behalf of the local community.

21. This community garden initiative will:

i) Increase and enhance the social, cultural development of the local community

ii) Help engage the local community of all ages, cultures, skills and resources with a meaningful purpose.

Windy Ridge School

22. The Windy Ridge Primary School is a crown entity under the Ministry of Education. The school as the licence holder will be responsible for all maintenance costs.

23. School staff, volunteers and the pupils will make the garden accessible for the benefit of the wider community.

Tātaritanga me ngā tohutohu

Analysis and advice

24. This is a new licence opportunity created from a local board renewals project at the Windy Ridge Reserve playground.

Public notification and engagement

25. As there is no adopted reserve management plan, public notification is required under the Reserves Act 1977 prior to any licence being granted. Iwi engagement is also required under the terms of section 4 of the Conservation Act 1987 prior to any licence being granted.

26. The proposed new community licence for a community garden to The Windy Ridge Primary School for a portion of the land at Windy Ridge Reserve playground was publicly notified. The notification appeared in the North Shore Times on 26 January 2023 and the Auckland Council’s “Have Your Say” webpage with a submission deadline for 27 February 2023.

27. The cost of the public notification was met by the Parks & Community Facilities department of the council.

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

Assessment of the application

29. The group has submitted a comprehensive application supporting the new community licence request and is able to demonstrate its ability to deliver this community service.

30. The group has provided financials which show that accounting records are being kept, funds are being managed appropriately and there are sufficient funds to meet liabilities.

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

32. A site visit has been undertaken by staff and the facility is well managed and maintained.

33. The group will provide a valuable service to the local community by managing the garden for members of the community, having a common goal to live sustainably, connecting with people from all ages, cultures and skills, having a healthy lifestyle and interests that will benefit everyone.

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

35. Staff recommend that a new community licence for a community garden be granted to The Windy Ridge Primary School for a term of five years commencing from 1 May 2023 with one five-year right of renewal.

Tauākī whakaaweawe āhuarangi

Climate impact statement

36. It is anticipated that activation of the park will have “no impact” on greenhouse gas emission. A shared community space will however decrease overall energy use, as users will not consume energy while visiting the playground. The shared space at this playground and community garden will provide opportunities to enable people to enjoy positive healthy lifestyles and will increase capability and connections within the local community.

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

i) use sustainable waste, energy and water efficiency systems

ii) use eco labelled products and services

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

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

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

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

39. Climate change has an unlikely potential to impact the licence, as no part of the licensed area is located in a flood-sensitive or coastal inundation zone.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

40. Council staff from Area Operations and Park Specialists staff from Parks & Community Facilities, as well as the Strategic Brokers staff from Connected Communities have been consulted. They are supportive of the proposed licence as it will benefit the local community in creating healthy activities for all social, cultural development of all ages, cultures and skills.

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

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

Local impacts and local board views

42. The proposed licence will benefit the community by enabling initiatives that promote teaching gardening activities to people of all ages and cultures, promote a healthy lifestyle and environmental awareness. The community working together to live sustainably benefits the Kaipātiki Local Board area and its surrounding communities.

43. The assessment of the application was presented via a Memorandum to the Kaipātiki Local Board on 6 December 2022. The local board indicated its in principle support of the community licence proposal.

44. The delivered activities align with the Kaipātiki Local Board Plan 2020 outcomes and objectives:

Table 1: 2020 Kaipātiki Local Board Plan outcomes and objectives

Outcome	Objective
Outcome 1: Belonging and wellbeing	Individuals and communities have a high level of wellbeing
Outcome 2: Environment	Our people are environmentally aware and work together to live sustainably

Tauākī whakaaweawe Māori

Māori impact statement

45. Iwi engagement about the council’s intention to grant a new community license for a community garden for a portion of the land at Windy Ridge Reserve playground, 2 Windy Ridge Road, Glenfield was undertaken in February 2023 with the 12 iwi groups identified as having an interest in land in the Kaipātiki Local Board area. The engagement involved:

i) an email to all iwi identified as having an interest in the area as captured in Attachment B, containing detailed information on the land, the licensee, the licence proposal as per Section 4 of the Conservation Act 1987.

ii) No objections or requests for hui or kaitiaki site visit received from the iwi and mana whenua groups who responded.

iii) Ngāi Tai ki Tāmaki provided their feedback to support the placemaking group’s community garden initiative.

46. 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.

47. 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.

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

49. 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

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

51. Staff have consulted with the Financial Strategy and Planning Department of the council. No concerns were raised regarding the financial implications for the new community licence for a community garden to The Windy Ridge Primary School.

52. Ongoing maintenance of the asset will be covered by the licensee who is funded by the group.

53. There are no cost implications for the local board approving a new community licence for a community garden to this group.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

54. Should the local board resolve to not grant the proposed community licence for a community garden to The Windy Ridge Primary School for a portion of the land at Windy Ridge Reserve, 2 Windy Ridge Road, Glenfield, the group’s ability to undertake future activities will be negatively impacted. This will have an adverse impact on the achievement of the desired local board plan outcomes.

55. The new community licence affords the groups security of tenure, enabling them to attend to the caring and ongoing maintenance of the community garden. Should the asset remain unoccupied, there is a risk associated with the lack of maintenance and possible improvements. Council will be liable for the asset regardless of whether budget is allocated to or identified for renewals. The renewal of the asset will also not appear in the annual work programme.

Ngā koringa ā-muri

Next steps

56. If the local board resolves to grant the proposed new community licence for a community garden, staff will work with The Windy Ridge Primary School to finalise the licence agreements in accordance with the local board decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	17 May 2023 - Kaipātiki Local Board business meeting - Attachment A Site Plan Windy Ridge Reserve	15
b ⇩	17 May 2023 - Kaipātiki Local Board business meeting - Attachment B Windy Ridge Reserve mana whenua interests	17

Ngā kaihaina

Signatories

Authors

Jeimy Figueros Meza – Community Lease Specialist

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

No.	Title	Page
a ⇩	17 May 2023 - Kaipātiki Local Board business meeting - KCFT work Schedule Y23 Q3 2023	23

No.	Title	Page
a ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Bayview Community Centre third quarterly report Jan - March 2023	35
b ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Birkdale Beach Haven Community Project third quarterly report Jan - March 2023	41
c ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Glenfield Community Centre third quarterly report Jan - March 2023	51
d ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Hearts and Minds third quarterly report Jan - March 2023	57
e ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Highbury House third quarterly report Jan - March 2023	59
f ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Kaipātiki Youth Development Trust third quarterly report Jan - March 2023	61

Kaipātiki Local Board

17 May 2023

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

File No.: CP2023/01860

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 Birkenhead and Northcote Business Improvement District (BID) programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

Te take mō te pūrongo

Purpose of the report

3. 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.

4. This report recommends to the Governing Body the setting of the targeted rates for the Birkenhead and Northcote Business Improvement District (BID) programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

BID-operating business associations within the local board

5. 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.

6. 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.

7. Kaipātiki Local Board has two 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

Birkenhead Town Centre Association Incorporated

$216,063

$206,167

+ $9,896

+ 4.8%

2022

Northcote Town Centre Association

$ 125,000

$125,000

+ $0

+ 0%

2020

8. 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.

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

· Birkenhead and Northcote have met the BID Policy annual accountability requirements. Staff are supportive of the local board approving Birkenhead and Northcote BIDs to receive their targeted rate grant for 2023/2024.

Regional overview

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

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) recommend 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) $216,063 for Birkenhead BID

ii) $125,000 for Northcote BID.

Horopaki

Context

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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 Chairperson.

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.

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

a) Attachment A Governance Summary – Birkenhead BID

b) Attachment B Governance Summary – Northcote BID

BID Programmes

18. 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.

19. 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.

20. 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

21. 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.

22. 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

23. 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

Birkenhead and Northcote BID have met the BID Policy annual accountability requirements.

24. At the time of this report Birkenhead and Northcote BID has met the BID Policy annual accountability requirements. Staff recommend the local board approve and recommend to the Governing Body the striking of the Birkenhead and Northcote BID targeted rates on 1 July 2023.

BID Policy – summary of annual accountability reporting requirements.

25. 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.

26. 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.

27. 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	Birkenhead Town Centre Association	Northcote Town Centre Association
Statement of financial/ performance reporting 2021/2022	ü	ü
Audited report/review 2021/2022	ü	ü
Audit Management Letter 2021/2022	ü	ü
Chairs report (written) 2021/2022	ü	ü
Treasurers report (written) 2021/2022	ü	Not submitted
Manager’s report (written) 2021/2022	ü	ü
Approved business plan for 18 months 2023/2024	ü	ü
Income and expenditure budget 2023/2024	ü	ü
Draft Minutes 2022 AGM	ü	ü
Financial/Audit reports posted to Companies Office website	Not completed	ü
Mandatory Management Summary – signed by manager	ü	ü
Mandatory Governance Summary – signed by Chair	ü	ü
Strategic Plan *	2017-2022 (to be updated 2024)	2020-2025

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

28. Using the documents and information submitted, the BID Team is satisfied that Birkenhead and Northcote BIDs have met the requirements of the BID Policy accountability reporting.

29. At the time of this report Birkenhead BID has not updated the Companies office with a copy of their June 2022 audited performance statements. Birkenhead BID has advised this will be completed as soon as possible.

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

· Birkenhead BID proposed BID targeted rate - $216,063.

· Northcote BID proposed BID targeted rate - $125,000.

Tauākī whakaaweawe āhuarangi

Climate impact statement

31. 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

32. 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.

33. 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

34. 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.

35. Birkenhead and Northcote programmes tangibly support the vision and aspirations of the Kaipātiki Local Board Plan 2020, best expressed in Outcome 5: Opportunity and Prosperity.

Local rohe, local benefit, local funding

36. Recommending that the Governing Body sets the targeted rates for Birkenhead and Northcote 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.

37. Kaipātiki 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

38. Māori make up more than 8.7% of the population living in the Kaipātiki Local Board area, compared to 11.5% of Auckland (SOURCE: 2018 CENSUS). 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

39. 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.

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

41. 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

42. 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.

43. 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.

44. 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.

45. 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.

46. 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

47. 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.

48. 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 Birkenhead and Northcote BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Governance Summary - Birkenhead BID	75
b ⇩	17 May 2023 - Kaipātiki Local Board Business Meeting - Governance Summary - Northcote BID	77

Ngā kaihaina

Signatories

Authors

Gill Plume - BID Senior Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Trina Thompson - Local Area Manager

Kaipātiki Local Board

17 May 2023

Kaipātiki Local Grants Round Three and Multiboard Grants Round Two 2022/2023 grant allocations

File No.: CP2023/05090

Te take mō te pūrongo

Purpose of the report

1. To provide the Kaipātiki Local Board with information on applications in Kaipātiki Grants, Local Grants Round Three and Multiboard Grants Round Two 2022/2023; to enable a decision to fund, part fund or decline each application.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Kaipātiki Local Grants Round Three 2022/2023 (refer to Attachment A of the agenda report) and Multiboard Grants Round Two 2022/2023 (refer to Attachment B of the agenda report).

3. The Kaipātiki Local Board adopted the Kaipātiki Local Grants Programme 2022/2023 on 20 April 2022. The document sets application guidelines for contestable grants submitted to the local board (refer to Attachment C of the agenda report).

4. Due to the timing of rates bills being delivered this financial year, the local board authorised applications for Transitional Rates Grants to be considered as part of both grant rounds one and two.

5. The local board has set a total of $146,642 for community grants from its Local Driven Initiatives Operational budget (LDI Opex) for the 2022/2023 financial year which covers three local grant rounds and two multi-board grant rounds and the Transitional Rates Grants.

· A total of $47,127.66 was spent towards Local Grants Round One at the 17 August business meeting.

· A total of $31,842.74 was spent towards Local Grants Round Two and Multi-Board Round One at the 7 December business meeting.

· A total of $6,000.00 was reallocated from Events to Community Grants.

This leaves a total of $73,671.60 to spend for Local Grants Round Three and Multi-Board Round Two.

6. Twenty-four applications were received for Kaipātiki Local Grants Round Three which includes one deferred application from Local Grants Round Two, requesting a total of $201,607.11 in this round. Fifteen applications were received for Kaipātiki Multi-Board Grants Round Two, requesting a total of $47,325.50.

7. The total amount requested, for the two grant rounds, is $248,932.61.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

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

Table One: Kaipātiki Local Grants Round Three 2022/2023 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2308-224	Glenfield Community Centre	Community	Towards Glenfield Community Centre Maintenance from 1 June 2023 to 31 May 2024	$6,178.51	Eligible
LG2308-302	Friends of Rodney Road Incorporated	Historic Heritage	Towards cost to refurbish the windows of a heritage hall on 14 Rodney Road from 1 June 2023 to 30 June 2023	$5,300.00	Eligible
LG2308-303	Glenfield Tennis Club Inc	Sport and recreation	Towards coach cost for Junior coaching programme at Glenfield Tennis Club from 14 October 2023 to 9 December 2023	$1,000.00	Eligible
LG2308-306	Auckland North Community and Development (ANCAD)	Community	Towards venue hire, marketing, catering, presenter fee, admin and travel cost to provide LiiFT Aotearoa programme in local board area from 1 August 2023 to 30 November 2023	$4,741.00	Eligible
LG2308-307	North Shore CMA	Community	Towards the operational cost to deliver strength and balance programme in Birkdale Community Hall from 1 June 2023 to 30 October 2023	$6,000.00	Eligible
LG2308-308	North Harbour Synchronised Swimming Club	Sport and recreation	Towards cost of travel and core training session at Glenfield Pool and Leisure Centre from 5 June 2023 to 31 May 2024	$3,060.00	Eligible
LG2308-309	Mayfield Scout Group	Sport and recreation	Towards purchasing camping tents for Mayfield Scout Group from 1 June 2023 to 29 September 2023	$8,152.00	Eligible
LG2308-310	Beach Haven Scout Group	Community	Towards cost covers twenty-one youth and seven leaders fee to attend 23rd Aotearoa New Zealand Scout Jamboree at Mystery Creek from 30 December 2023 to 7 January 2024	$30,555.00	Eligible
LG2308-311	Babylon Charitable Trust	Community	Towards venue hire and transportation cost to run Seniors Program at St Thomas More Hall from 1 June 2023 to 31 December 2023	$3,920.00	Eligible
LG2308-315	Northcote Toy Library Inc	Community	Towards rent and storage cost at 5a Akoranga Drive from 1 July 2023 to 31 December 2023	$4,883.13	Eligible
LG2308-316	Birkenhead Residents Association Inc	Community	Towards the administration, promotion and technical cost of the Birkenhead Photo Competition 2023 from 30 June 2023 to 18 December 2023	$7,530.00	Eligible
LG2308-317	Kauri Park School	Arts and culture	Towards pianist service, grant piano moving and tuning cost for Kaipātiki Choir Concert 2023 on 23 November 2023	$2,331.17	Eligible
LG2308-318	Aroha Vietnam Incorporated	Community	Towards cost to run Vietnamese senior person festival at Glenfield Community Centre from 5 October 2023 to 5 November 2023	$2,800.00	Eligible
LG2308-319	Birkdale Beach Haven Community Project	Community	Towards cost to run Whaia ngā Whetū - Follow the Stars (Matariki Program) at Birkdale Beach Heaven from 23 June 2023 to 21 July 2023	$11,025.00	Eligible
LG2308-320	Shore Rhythmic Gymnastics Club Inc.	Sport and recreation	Towards facility hire at Birkenhead College Gymnastics Club from 6 June 2023 to 23 September 2023	$6,480.00	Eligible
LG2308-321	Youthline Auckland Charitable Trust	Community	Towards a contribution of annual costs to supervise and train volunteers at the Youthline House in Milford from 1 June 2023 to 31 March 2024	$4,000.00	Eligible
LG2308-323	Kaipātiki Project EcoHub	Environment	Towards cost to run tree planting project from 21 April 2023 to 12 May 2023	$8,000.00	Ineligible
LG2308-324	North Shore Islamic Association	Events	Towards cost of activities, venue hire, games and cleaning to hold event Eid on the Shore 2023 in Kaipātiki area on 1 July 2023	$15,000.00	Eligible
LG2308-325	Onepoto Playcentre	Community	Towards facilitator wages to run Playcentre sessions at Onepoto Playcentre from 1 June 2023 to 31 March 2024	$2,604.00	Eligible
LG2308-327	Birkenhead Town Centre Association Inc	Community	Towards artworks on power transformers cost at multiple sites in Birkenhead town centres from 1 July 2023 to 30 June 2024	$4,350.00	Eligible
LG2308-329	Ms JI YEON JEONG	Arts and culture	Towards cost to run The Screen Road (Traditional Korean folding screen) - Walk Together event at AUT Stadium from 5 June 2023 to 30 October 2023	$22,889.99	Eligible
LG2308-330	Chelsea Regional Park Association Incorporated (CHERPA)	Community	Towards Chelsea Estate Heritage Park Community Place and Environment Package cost at the park and Chelsea Dams from 2 June 2023 to 31 May 2024	$31,700.31	Eligible
LG2308-331	Action Education Incorporated	Arts and culture	Towards operational cost to run twenty Spoken Word Workshop at Northcote College from 5 June 2023 to 15 December 2023	$5,000.00	Eligible
LG2308-332	Birkenhead Sea Scouts	Sport and recreation	Towards annual insurance cost at The Den of Birkenhead Sea Scouts from 1 June 2023 to 31 March 2024	$4,107.00	Eligible
Total				$201,607.11

b) agree to fund, part-fund or decline each application received in Multiboard Grants Round One 2022/2023, listed in Table Two:

Table Two: Multiboard Grants Round Two 2022/2023 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB2223-201	Fix Up Look Sharp	Community	Towards leasing costs of the 2 spaces in Onehunga and Avondale from June 2023 until June 2024.	$1,000.00	Eligible
MB2223-215	Big Buddy Mentoring Trust	Community	Towards operational costs (such as wages, rent, transport, equipment) to recruit volunteer mentors for young boys with no father in their lives in Auckland from September 2023 to September 2024	$10,000.00	Eligible
MB2223-224	Bellyful New Zealand Trust	Community	Towards contribution to overall costs for meal production and service delivery from 1 June 2023 to 31 December 2024	$2,000.00	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	$1,250.00	Eligible
MB2223-227	Young Workers Resource Centre	Community	Towards education coordinator wages and teaching resources costs from June 2023 till May 2024.	$500.00	Eligible
MB2223-231	Body Positive Incorporated	Community	Towards advertising costs including posters, street posters, magazine ads, and digital and social media advertising	$4,537.50	Eligible
MB2223-236	Pet Refuge New Zealand Charitable Trust	Community	Towards administration costs for the Pet Refuge from 5 June 2023 to 31 March 2024	$3,000.00	Eligible
MB2223-242	KidsCan Charitable Trust	Community	Towards administration costs from 5 June 2023 to 15 December 2023	$1,500.00	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	$3,543.00	Eligible
MB2223-257	Garden to Table Trust	Community	Towards salaries, mileage and home office cost to deliver Garden to Table Food Education Programme at 44 schools from 1 June 2023 to 31 May 2024	$4,500.00	Eligible
MB2223-259	YMCA North Incorporated	Community	Towards costs of delivering the Raise Up programme including events, activities, workshops, community outreach, and core volunteer expenses	$6,000.00	Eligible
MB2223-262	Showquest Charitable Trust	Arts and culture	Towards venue hire and related costs, and theatre production costs for hosting youth theatre performances	$3,000.00	Eligible
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	$1,495.00	Eligible
MB2223-267	North Shore Brass Inc	Arts and culture	Towards LED lighting, venue hire, marketing cost for Centennial Concert at Bruce Mason Centre and Taharoto Community Facility upgrade from 29 May 2023 to 23 October 2023	$1,000.00	Eligible
MB2223-270	PHAB Association (Auckland) Incorporated	Community	Towards activity cost, wage, facilitation and admin cost for Community Recovery and Revitalization - North project from 5 June 2023 to 29 March 2024	$4,000.00	Eligible
Total				$47,325.50

Horopaki

Context

8. 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.

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

10. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· exclusions

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

· any additional accountability requirements.

11. The Kaipātiki Local Board adopted its grants programme for 2022/2023 on 20 April 2022 (refer to Attachment C of the agenda report). The document sets application guidelines for contestable grants.

12. The Kaipātiki Local Board grants programme 2022/2023 states that the local board will accept applications for Transitional Rates Grants in round one only. Due to the timing of rates bills being delivered this financial year, the local board authorised at its 17 August 2022 business meeting for these to be accepted for staff processing and consideration of the local board as part of round two (resolution number KT/2022/180).

13. 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

14. 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

15. 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.

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

19. Local boards are responsible for the decision-making and allocation of local board community grants. The Kaipātiki Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the Kaipātiki Local Board Community Grant Programme 2022/2023.

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

21. A summary of each application received through Kaipātiki Local Grants Round Two 2022/2023 (refer to Attachment A of the agenda report) and Multiboard Grants Round One 2022/2023 (refer to Attachment B of the agenda report) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

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

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 of $146,642.00 for community grants from its Locally Driven Initiatives Operational budget (LDI Opex) for the 2022/2023 financial year which covers three local grant rounds and two multi-board grant rounds and the Transitional Rates Grants.

· A total of $47,127.66 was spent towards Local Grants Round One on 17 August business meeting.

· A total of $31,842.74 was spent towards Local Grants Round Two and Multi-Board Round One on 7 December business meeting.

· A total of $6,000.00 was reallocated from Event to Community Grant.

This leaves a total of $73,671.60 to spend for Local Grants Round Three and Multi-Board Round Two.

25. Twenty-four applications were received for Kaipātiki Local Grants Round Three which includes one deferred application from Local Grants Round Two, requesting a total of $201,607.11 in this round. Fifteen applications were received for Kaipātiki Multi-Board Grants Round Two, requesting a total of $47,325.50.

26. 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

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

Ngā koringa ā-muri

Next steps

28. Following the Kaipātiki Local Board allocation of funding for Local Grants Round Three 2022/2023 and Multiboard Grants Round Two 2022/2023, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a	17 May 2023 - Kaipātiki Local Board business meeting - Kaipātiki Local Grants Round Three Application Summary 2022-2023 (Under Separate Cover)
b	17 May 2023 - Kaipātiki Local Board business meeting - Kaipātiki Multi-Board Grants Round Two Application Summary 2022-2023 (Under Separate Cover)
c ⇩	17 May 2023 - Kaipātiki Local Board business meeting - Kaipātiki Local Board Grant Programme 2022-2023	89

Ngā kaihaina

Signatories

Authors

Amber Deng - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Trina Thompson - Local Area Manager

Chairperson	John Gillon
Deputy Chairperson	Danielle Grant, JP
Members	Paula Gillon
	Erica Hannam
	Melanie Kenrick
	Tim Spring
	Dr Janet Tupou
	Adrian Tyler

Authors	Jacinda Gweshe - Democracy Advisor
Authorisers	Trina Thompson - Local Area Manager