Agenda of Manurewa Local Board - Thursday, 18 May 2023

1 Nau mai | Welcome

A board member will lead the meeting in prayer.

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 Manurewa Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 11 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 Manurewa 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 - Te Whakaora Tangata and What Hope – Youth Talk

Te take mō te pūrongo

Purpose of the report

1. Shimal Ram from Te Whakaora Tangata and Kenneth Sin from What Hope will be in attendance to present a proposal for the development of the Clendon Community Centre Reserve to the board.

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) thank Shimal Ram from Te Whakaora Tangata and Kenneth Sin from What Hope for their attendance and presentation.

9 Te Matapaki Tūmatanui | Public Forum

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

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.”

Manurewa Local Board

18 May 2023

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

File No.: CP2023/01856

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

Whakarāpopototanga matua

Executive summary

BID-operating business associations within the local board

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

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

5. Manurewa 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

Manurewa Business Association

$346,500

$315,000

+ $31,500

+ 10%

2020

Wiri Business Association

$755,425

$755,425

2021

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

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

· Manurewa and Wiri have met the BID Policy annual accountability requirements.

· Staff are supportive of the local board approving Manurewa and Wiri BIDs to receive their targeted rate grant for 2023/2024.

Regional overview

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

Ngā tūtohunga

Recommendation/s

That the Manurewa 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) $346,500 for Manurewa BID

ii) $755,425 Wiri BID.

Horopaki

Context

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

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

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

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

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

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

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

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

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

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

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

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

a. Attachment A Governance Summary – Manurewa BID

b. Attachment B Governance Summary – Wiri 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

Manurewa and Wiri BIDs

22. Manurewa and Wiri 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	Manurewa Business Association Incorporated	Wiri Business 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	ü	ü
Mandatory Management Summary – signed by manager	ü	ü
Mandatory Governance Summary – signed by Chair	ü	ü
Strategic Plan *	2022-2025	2022-2027

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 Manurewa, and Wiri BIDs have met the requirements of the BID Policy accountability reporting.

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

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

· Manurewa BID proposed BID targeted rate - $346,500

· Wiri BID proposed BID targeted rate - $755,425.

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. Manurewa and Wiri BID programmes tangibly support the vision and aspirations of the Manurewa Local Board Plan 2020, best expressed in Outcome 5: Our prosperous local economy supports local people.

Local rohe, local benefit, local funding

34. Recommending that the Governing Body sets the targeted rates for Manurewa and Wiri 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. Manurewa 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. Māori make up more than 26 per cent of the population living in the Manurewa Local Board area, compared to 11.5 per cent 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

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 Manurewa and Wiri BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Manurewa Governance Declaration	19
b ⇩	Wiri Governance Declaration	21

Ngā kaihaina

Signatories

Author

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Carol McKenzie-Rex - Local Area Manager Franklin Manurewa Papakura

Manurewa Local Board

18 May 2023

Approval for a new private road name at 115 Maich Road, Manurewa

File No.: CP2023/05621

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Manurewa Local Board to name a new private road, being a commonly owned access lot (COAL), created by way of a subdivision development at 115 Maich Road, Manurewa.

Whakarāpopototanga matua

Executive summary

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

3. Developer and applicant, Sukhi Group Limited have proposed the names presented below for consideration by the local board.

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

5. The proposed names for the new private road at 115 Maich Road are:

· Sukh Lane (Applicant Preferred)

· Bataari Lane (Alternative 1)

· Kailay Lane (Alternative 2).

Ngā tūtohunga

Recommendation/s

That the Manurewa Local Board:

a) approve the name Sukh Lane (applicant’s preferred name) for the new private road created by way of subdivision at 115 Maich Road, Manurewa, in accordance with section 319(1)(j) of the Local Government Act 1974 (Road naming reference RDN90106588, resource consent references BUN60386561 and SUB60386563).

Horopaki

Context

6. Resource consent reference BUN60386561 (subdivision reference number SUB60386563) was issued in March 2022 for a 6-lot fee simple subdivision around the proposed new dwellings and one commonly owned access lot.

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

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

9. LINZ have advised that sub-addressing would be sufficient in this instance. However, the applicant wishes to proceed with naming the COAL.

10. The COAL that is proposed to be named is highlighted in yellow.

Tātaritanga me ngā tohutohu

Analysis and advice

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

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

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

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

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

13. Theme: The proposed names represent a cultural link to the site and to the local area – there is a large Indian population in the area.

Proposed name

Meaning (as described by applicant)

Sukh Lane

(Applicant preferred)

In the Indian/Punjabi culture ‘Sukh’ means happiness and peace.

Bataari Lane

(Alternative 1)

Bataari translates to battery in Somali.

Kailay Lane

(Alternative 2)

In the Indian/Punjabi culture ‘Kailay’ means being helpful and respecting everyone.

14. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the Guidelines and the Standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. It is particularly noted that in this instance there is no technical necessity for a road name, but rather the developer wishes to append a name in reflection of their cultural identity. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.

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

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

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

20. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

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

22. On 9 March 2023 mana whenua were contacted by the council on behalf of the applicant, through the Resource Consent department’s central facilitation process, as set out in the Guidelines. Representatives of the following groups with an interest in the general area were contacted:

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

· Ngāti Maru (Ngāti Maru Rūnanga Trust)

· Ngāti Tamaterā (Ngāti Tamaterā Settlement Trust

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

· Ngāti Whanaunga (Ngāti Whanaunga Incorporated)

· Te Kawerau a Maki

· Te Ahiwaru – Waiohua (Makaurau Marae Māori Trust)

· Te Ākitai Waiohua (Te Ākitai Waiohua Iwi Authority)

· Waikato – Tainui (Te Whakakitenga o Waikato Incorporated)

· Ngāti Tamaoho.

23. By the close of the consultation period, the following response was received:

Waikato – Tainui (Te Whakakitenga o Waikato Incorporated)

“Waikato Tainui support the use of local Maaori names for the road naming request.”

24. Waikato – Tainui were contacted on 6 April 2023 and on 11 April 2023 in attempt to consult with them regarding the names proposed for this development. To date, no response has been received. The applicant would now like to continue with their application in the absence of that feedback.

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

Ngā ritenga ā-pūtea

Financial implications

26. The road naming process does not raise any financial implications for the council.

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

29. Approved road names are notified to LINZ which records them on its New Zealand wide land information database. LINZ provides all updated information to other users, including emergency services.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Scheme Plan	31
b ⇩	Location Map	33

Ngā kaihaina

Signatories

Author

Amy Cao - Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Carol McKenzie-Rex - Local Area Manager Franklin Manurewa Papakura

Chairperson	Glenn Murphy
Deputy Chairperson	Matt Winiata
Members	Joseph Allan
	Heather Andrew
	Anne Candy
	Angela Cunningham-Marino
	Andrew Lesa
	Rangi McLean

No.	Report Title	Item no.	Meeting Date	Governing Body Committee or Council Controlled Organisation or Forum or Local Board
1	Local Board feedback on distribution method of the Local Crime Fund	19	27 April 2023	Albert-Eden Local Board resolutions circulated to all local boards for their information

No.	Title	Page
a ⇩	6 April 2023, Manurewa Local Board Workshop Record	49
b ⇩	19 April 2023, Manurewa Local Board Workshop Record	53
c ⇩	20 April 2023, Manurewa Local Board Workshop Record	55
d ⇩	27 April 2023, Manurewa Local Board Workshop Record	57

Author	Rohin Patel - Democracy Advisor
Authoriser	Carol McKenzie-Rex - Local Area Manager Franklin Manurewa Papakura