Agenda of Hibiscus and Bays Local Board

1 Nau mai | Welcome

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 Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday 18 April 2023 and the ordinary minutes of its meeting, held on Tuesday 9 May 2023, as a true and correct record.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

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

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Hibiscus and Bays 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 - Supporters of Tiritiri Matangi

Te take mō te pūrongo

Purpose of the report

1. Juliet Hawkeswood has requested a deputation to introduce a new project and provide an update on the groups recent work.

2. A presentation has been provided and is available as Attachment A to the agenda report.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakamihi / thank Juliet Hawkeswood for her presentation and attendance at the meeting.

8.2 Deputation - Centennial Park Bush Society

Te take mō te pūrongo

Purpose of the report

1. Richard Hursthouse has requested a deputation to update the local board on their activities in the Hibiscus and Bays area.

2. A presentation has been provided and is available as Attachment A to the agenda report.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakamihi / thank Richard Hursthouse for his presentation and attendance at the meeting.

8.3 Deputation - Red Beach residents

Te take mō te pūrongo

Purpose of the report

1. Carol Jones and other residents from Marie Ave in Red Beach have requested a deputation to discuss their concerns in relation to the recent flood events.

2. Supporting information has been provided and is available as Attachment A to the agenda report.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakamihi / thank Carol Jones for her presentation and attendance at the meeting.

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.

9.1 Public Forum: Naming of local track in Torbay Heights Reserve

Te take mō te pūrongo

Purpose of the report

1. Warren McIver has requested public forum time to address the local board regarding his request to name a local track in the Torbay Heights Reserve (from Helen Ryburn Place to Glenvar Road) after Hugh Willis.

2. Supporting information has been provided and is available as Attachment A of the agenda report.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) thank / whakamihi Warren McIver for his attendance.

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.”

Hibiscus and Bays Local Board

23 May 2023

Endorsing the establishment of the Silverdale Area Business Association Business Improvement District programme and targeted rate 2023/2024

File No.: CP2023/01772

Te take mō te pūrongo

Purpose of the report

1. To approve the establishment of the new Silverdale Business Improvement District programme.

2. To provide information to assist Hibiscus and Bays Local Board to recommend that the Governing Body sets the targeted rate for the Silverdale Business Improvement District programme for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

3. Business Improvement Districts are areas within Auckland where local businesses and property owners have agreed to work together to improve their business environment and attract new businesses and customers.

4. Auckland Council supports business associations operating Business Improvement Districts programmes by collecting a targeted rate from commercial properties within a defined geographical area. The funds from the targeted rate are then provided by way of a Business Improvement Districts grant to the relevant business association.

5. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to Business Improvement Districts. This includes:

· the establishment of new programmes

· changes to existing programmes

· recommends the programmes targeted rate to the governing body.

6. The business associations operating Business Improvement Districts programmes are incorporated societies that are independent of council.

7. Auckland Council Business Improvement District Policy 2022 (Hōtaka ā-Rohe Whakapiki Pakihi), known as the Business Improvement Districts Policy, sets out the requirements to establish a new BID programme and boundary area, and the governance and reporting requirements of an operational Business Improvement Districts programme.

8. The Hibiscus and Bays Local Board approved the proposed Silverdale Business Improvement Districts establishment map, identified as Attachment A to the agenda report (Silverdale BID Map), at its business meeting held on 18 August 2022, (resolution HB/2022/111).

9. The council draft annual budget 2023/2024 and local board agreement consultation documents included the proposal to establish a new Silverdale Business Improvement District programme and targeted rate. This gave members of the public the opportunity to provide feedback on the proposal. No feedback was provided.

10. The Silverdale Business Improvement District programme will represent 1094 business ratepayers and owners, with a proposed Business Improvement District targeted rate collection mechanism utilising the hybrid mechanism set at a flat rate of $400 plus GST per rateable property, and a percentage multiplied by capital value per Business Improvement District rateable property, which will equate to a grant sum of $500,000, effective from 1 July 2023.

11. The Business Improvement District Policy sets out the mandate for a successful ballot; ballots must achieve a threshold of at least 25 per cent of the total voting forms returned. Of the returned votes, at least 51 per cent of the voters must support the proposition raised on the voting form.

12. 1094 ballot papers were sent out with 345 ballot papers returned (a 31.5 per cent return). Of these votes returned, 54.2 per cent (187) voted in support of the establishment of the new BID programme and targeted rate and 45.5 per cent (157 respondents) voted ‘no’.

13. Staff propose the local board approves establishment of the new Silverdale Business Improvement District programme and recommends the striking of the targeted rate. Staff are satisfied Silverdale Area Business Association has completed the requirements for establishing a new Business Improvement District programme as set out in the Business Improvement District Policy.

14. Staff will advise the Governing Body of the local board’s decision as part of the Annual Budget 2023/2024 deliberations in June 2023.

15. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly Business Improvement District targeted rate grants, effective from 1 July 2023, to allow Silverdale Area Business Association to implement programmes that improve the local business environment.

16. If the establishment of the Business Improvement District programme is approved, council staff will regularly monitor Business Improvement District Policy compliance and provide assistance to Silverdale Area Business Association as part of an active risk management programme set out in the Business Improvement District Policy.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakaae / approve the establishment of Silverdale Business Improvement District programme

b) recommend to the Governing Body to set the Silverdale Business Improvement District targeted rate as shown in the Annual Budget 2023/2024 at a flat rate of $400 plus GST per rateable property, equating to a Business Improvement District targeted rate grant of $500,000 for Silverdale Area Business Association Incorporated.

Horopaki

Context

17. Tāmaki Makaurau is projected to attract another one million people in the next 30 years. This level of growth will present challenges and opportunities for Auckland town centres and commercial precincts.

18. Business Improvement Districts (BID) are areas within Auckland where local businesses and property owners work together, with support from the council, to improve their business environment and attract new businesses and customers.

19. Business Improvement District programmes are operated by independent business associations (incorporated societies). Their programmes and services are provided according to their members’ stated priorities. In recognition of their independent status, the BID Policy does not prescribe standards for programme effectiveness. That is a matter for the business association members to determine. Staff, therefore, have no view on these factors. Staff assess whether the BID programme meets the BID Policy’s requirements.

20. Business Improvement District programmes provide the opportunity for the council family to work with business associations to seize on the opportunities from Auckland’s growth and respond locally to changing economic conditions.

21. Business Improvement District programmes encourage collaboration to achieve greater local outcomes. They provide a mechanism to enable local boards to engage with the business sector in local town centres and business areas in a co-ordinated way.

22. If Silverdale Area Business Association Incorporated (SABA) has its BID programme approved, they will be required to approve and sign the three year BID Targeted Rate Grant Agreement. This agreement, signed by both the council and the business association, requires the parties to follow the responsibilities, processes and reporting requirements outlined in the BID Policy.

Tātaritanga me ngā tohutohu

Analysis and advice

The BID Policy sets out the process for establishing a new BID programme

23. The BID Policy outlines the requirements behind the council’s BID programme; creates the process for establishing new programmes, expanding, and disestablishing existing BIDs and determines rating mechanisms.

24. Included in the BID establishment process are a range of outputs the business association must develop and agree on:

· a list of eligible BID voters

· a BID business plan and operating budget, including the annual BID grant income needed to deliver the BID programmes to BID area and BID members

· the BID boundary map area

· the rating mechanism to be used to calculate the targeted rate

· hosting at least three public meetings, encourage eligible voters to attend and take part in an information briefing and question-and-answer session

· hold an independent ballot to determine the level of support for the BID programme and targeted rate.

25. The BID Policy sets out the mandate for a successful ballot; ballots must achieve a threshold of at least 25 per cent of the total voting forms returned. Of the returned votes, at least 51 per cent of the voters must support the proposition raised on the voting form.

BIDs are funded by a targeted rate on commercial ratepayers

26. Business Improvement District programmes are funded by a targeted rate applied to all commercial rated properties within a designated area around a town centre or commercial precinct.

27. Auckland Council supports business associations operating BID programmes by collecting the targeted rates and providing these funds, in their entirety, by way of a BID targeted rate grant to the business association.

28. This revenue is paid to the business associations every quarter to provide a regular and sustainable income stream to implement an agreed work programme.

The Governing Body sets the targeted rate when it approves the Annual Budget

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

30. 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 BID programme targeted rates.

Silverdale Area Business Association Inc progress towards BID status

31. There has been a business association in the Silverdale area since 1986. SABA, in its present form, has been working towards the strengthening of a local business association and considering BID establishment since 2019.

32. Between 2019 and now, SABA has focused on identifying actions to be done to strengthen the establishment project and ensure there was a strong foundation for a successful ballot before 31 March 2023.

33. The SABA Annual General Meeting (AGM) held in August 2022 provided the forum for members to vote to approve the proposed BID area establishment map (Attachment A).

Local boards have allocated authority

34. Under the Auckland Council shared governance arrangements, local boards are allocated several decision-making responsibilities in relation to BIDs. In the case of a new BID programme the local board:

· approves the establishment of new BID programmes, including BID programme boundary maps

· recommends the BID programmes targeted rate to the Governing Body.

35. The Hibiscus and Bays Local Board approved the proposed BID establishment map (Attachment A) at its meeting held on 18 August 2022 (resolution number HB/2022/111).

36. The table below shows the reporting path for a BID establishment project and indicates in black where this project currently sits in that process.

37. This report provides a summary of the completed SABA BID establishment process and, confirms if all aspects of the BID Policy have been successfully completed.

Silverdale Area Business Association BID establishment project

38. SABA will play a significant role in facilitating and creating local economic development in the Hibiscus and Bays Local Board area.

39. The decision to progress a BID establishment followed growing interest from the Silverdale business community, including business owners, keen to be part of a collective group.

40. SABA successfully executed a comprehensive project plan to engage with all eligible voters. The plan included:

· A communications programme to highlight the opportunities, and benefits of a BID programme to the wider Silverdale business community

· A detailed database of eligible voters (business owners and property ratepayers) located within the proposed BID programme boundary

· Consultation with council staff regarding the approach to the establishment project and ballot

· Holding the required number of public meetings, encouraging eligible voters to attend and take part in an information briefing and question-and-answer session.

41. Full details of the project are outlined in the SABA establishment report (Attachment B) to the agenda report.

SABA sets the BID boundary map, BID targeted rate mechanism and the BID targeted rate grant amount needed to deliver its work programme

42. The SABA board (executive committee) prepares the information for the new BID boundary map, the inaugural BID plan and operating budget for the following financial year, based on the feedback collected from those local businesses and property owners who qualify as eligible BID voters.

43. Staff worked within the BID Policy to help SABA to identify the BID establishment boundary map (Attachment A) which defines the BID programme and targeted rate area at the time of establishment. The purpose of the BID map is to capture:

· the geographical area council defines as the collection area for the BID targeted rate

· the ratable properties for striking the BID targeted rate – these are the properties currently zoned business/industrial who will be paying a business rate at the time of the BID ballot

· the BID eligible voter – being business/industrial zoned ratepayer and business owner only

· the delivery area of the BID programme.

44. Once the map was agreed, staff provided SABA with a rate modelling spreadsheet to help with their budget decision-making and identify the BID grant amount needed to deliver its work programme.

45. The spreadsheet models the BID targeted rate collection and includes options for changing the rating mechanism to see how each option would influence the BID targeted rate for the BID ratepayer who will pay it. When considering a BID grant amount and rating mechanism, SABA must consider:

· a fair and reasonable share of the targeted rate

· the benefit each BID member will receive from the BID programme spend

· what the local business and property owners can reasonably afford.

46. SABA BID programme will represent 1094 business ratepayers and owners, made up of 494 rateable properties and 600 business owners. The proposed BID hybrid rate mechanism of $400 + GST plus a percentage multiplied by capital value per rateable property, was agreed by members to set the maximum amount each BID rateable property will pay per annum. The hybrid rate mechanism will collect a BID grant of $500,000 excluding GST, effective from 1 July 2023.

Deciding on the hybrid rate mechanism

45. The BID Policy provides three targeted rate mechanisms for setting the BID targeted rate:

a) Flat rate – up to a maximum of $900 per BID rateable property.

b) Percentage against capital value of the commercial rated property – a calculation that identifies the rate in the dollar required to raise the BID grant amount.

c) Hybrid – a combination of the flat rate and percentage options – this is the preferred mechanism chosen by BID-operating business associations. This method manages the variances across property sizes/capital value and balances out the larger and smaller property BID targeted rates.

Option b and c above, allows the BID operating business associations to adjust (as per the BID Policy) their BID grant amount each year to better manage any increased costs to implementing and delivering their business plan and work programme.

46. Staff attended a workshop in June 2022 with SABA executive committee members to discuss the rate modelling spreadsheet and approach. SABA approved a target rate grant amount of $500,000 per annum.

The voting results achieved the required mandate supporting the establishment of the new BID programme and targeted rate.

47. Silverdale Area Business Association was responsible for distributing, sharing all relevant BID information, and managing the engagement process with all eligible voters to ensure they have the information to make an informed voting decision.

48 Election Services Ltd, the independent polling service provider, was commissioned by SABA to undertake the ballot. The ballot was held between 1 March and 28 March 2023.

49. The Silverdale Business BID ballot was conducted by postal and online voting. Voting envelopes were lodged with NZ Post on 28 February 2023 and electronic voting packs forwarded to voters on 1 March 2023.

50 The total number of votes sent out was 1094. Of the 345 votes returned, 51 votes were returned by post and 294 returned online.

51. Each envelope contained the following:

A SABA BID programme information booklet (included in Attachment B to the agenda report) highlighting:

a) the purpose of the ballot and the benefits of being part of the BID programme.

b) BID programme targeted rate information, the rating mechanism (a flat rate of $400 + GST per rateable property plus a percentage multiplied by capital value per rateable property.

c) draft 2023/2024 and 2024/2025 budget.

d) map of the Silverdale BID establishment area (Attachment A)

e) voting form.

f) information on voting online and a prepaid envelope for returning the ballot form.

g) contact details for eligible voters to seek further information.

52. The question on the SABA voting form asked: ‘Do you support the establishment of the Silverdale Business Improvement District (BID) programme delivered by Silverdale Business, and accordingly support the paying of a targeted rate?’

53. The result of the BID establishment ballot when voting closed at midday on 28 March 2023 showed that of a total of 345 of the 1,094 eligible voters (31.5 per cent) had returned their vote. One hundred and eighty-seven (54.20 per cent) voted yes to the question and 157 (45.51 per cent) voted no.

54. Election Services Ltd has provided a report (Attachment C to the agenda report) outlining the ballot process, results and voting documents.

SABA member approval

55. Following the close of the ballot, SABA arranged to hold a Special General Meeting (SGM)
on 21 April 2023 to present to SABA members for their approval, the ballot results and any amendments to the BID programme, the budget, and the BID boundary map.

56. The SGM agenda included the required special resolutions to approve the Silverdale BID establishment, the ballot result, all supporting documents including the BID boundary map.

57. The SGM agenda included a special resolution approving:

· the BID boundary map

· the 2023/2024 and 2024/2025 budget

· the BID rating mechanism of $400 plus GST and a percentage multiplied by capital value per rateable property

· the ballot results

· the BID programme supporting documents.

58. The SABA members passed the special resolutions and a copy of the SGM minutes are attached as Attachment D to the agenda report. A future SGM will need to be held to update the SABA constitution to be not inconsistent with the BID Policy prior to 1 July 2023.

59. The results of the SABA BID establishment ballot have identified there is a sufficient level of support from local businesses and property owners to establish this new BID programme and targeted rate.

61. Staff are satisfied SABA has met the requirements of the BID Policy, including achieving both the required mandate and a positive BID ballot result, and advise the local board to recommend to the Governing Body the setting of the targeted rate.

Tauākī whakaaweawe āhuarangi

Climate impact statement

62. There are no impacts on emissions or increase resilience of communities to climate change resulting from the decision to establish this new BID programme and recommend to the Governing Body to set the BID targeted rate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

63. Advocacy is a key service provided by business associations and those with BID programme-funded personnel are at an advantage. SABA BID programme will ensure the views of its members are provided to council teams, including council-controlled organisations, on those plans and programmes that impact them.

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

Local impacts and local board views

64. The new BID programme supports the Hibiscus and Bays Local Board Plan 2020 and will contribute, specifically Outcome 2: A strong local economy.

65. The proposed Silverdale BID establishment information was included in the annual budget 2023/2024 consultation documents and the Hibiscus and Bays Local Board Agreement. No feedback was received on the proposed BID establishment.

66. The Hibiscus and Bays Local Board approved the original proposed Silverdale BID establishment map at its business meeting on 18 August 2022 (resolution number HB/2022/111).

67. Recommending that the Governing Body strikes the targeted rates for the establishment of the Silverdale BID programme and targeted rate operated by SABA, means the new BID programme will be funded from targeted rates on commercial properties in their district, and provide services in accordance with their members’ priorities as stated in their BID programme plan.

68. The local board’s views will be expressed by its appointed representative on the board (executive committee) of the SABA. This liaison board member attends BID board meetings to ensure there is a direct link between the council and the operation of the BID programme.

69. Hibiscus and Bays Local Board has previously supported BID programmes, as it brings together local businesses to invest collectively in improvements that enhance the local business environment, such as improved security for business centres. A BID can also advocate to, and collaborate with, the council on behalf of local businesses.

Tauākī whakaaweawe Māori

Māori impact statement

70. Approving the new BID programme will have no adverse effects on, or benefits to, the Māori population.

71. At the 2018 Census, Māori make up more than 6.5 per cent of the population living in the Hibiscus and Bays Local Board area, compared to 11.5 per cent of Auckland. Individual business associations may, through operating their BID programme, identify opportunities for niche support or development of any Māori business sector in their role.

Ngā ritenga ā-pūtea

Financial implications

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

73. There are no direct financial risks to the local board or council that could result from this recommendation to endorse the BID targeted rate for SABA.

74. The targeted rate is payable by the owners of the commercial properties within the geographic area of the individual BID programme. In practice, this cost is often passed on to the business owners who occupy these properties. This cost may be harder to meet at a time when businesses are financially impacted by high costs of living and overheads.

75. The governance and operation of the SABA BID programme will be subject to the BID Policy. The annual requirements of the BID Policy are intended to help minimise the potential for BIDs to misuse funds, by requiring each BID to plan for the intended use of funds, report on its activities to its members and members to receive annual financial statements and audited financial report.

76. The council staff will regularly monitor compliance with the BID Policy and provide an annual report to the local board as part of an active risk management programme to minimise inappropriate use of funds.

Ngā koringa ā-muri

Next steps

77. If the board support this report, it will recommend to the Governing Body that the BID targeted rate be set as part of the Annual Budget 2023/2024.

78. 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 SABA. This allows SABA to implement programmes that improve the local business environment and support business development.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Silverdale BID Establishment Map Sept 2022 (Under Separate Cover)
b ⇨	Election Services Limited Ballot Report (Under Separate Cover)
c ⇨	Silverdale Establishment Report (Under Separate Cover)
d ⇨	SGM Minutes 21 April 2023 (Under Separate Cover)

Ngā kaihaina

Signatories

Author

Gill Plume - BID Senior Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

23 May 2023

Endorsing Business Improvement District targeted rate grants for 2023/2024

File No.: CP2023/01854

Te take mō te pūrongo

Purpose of the report

1. This report confirms accountability for public funds received by the Business Improvement Districts 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 seeks support from the local board to recommend to the Governing Body the setting of the targeted rates for the Browns Bay, Mairangi Bay, Orewa and Torbay Business Improvement District programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

Business Improvement District -operating business associations within the local board

3. Business Improvement Districts 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. There is a transition period until 30 June 2023 for business associations that operate a Business Improvement District programme to achieve full compliance with the policy. Staff are aware some Business Improvement District s are still working towards achieving full compliance within this time period, however the annual accountability reporting due 10 March is a set requirement.

5. Hibiscus and Bays Local Board has four Business Improvement Districts. 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
The Browns Bay Business Association Inc	$160,000	$155,000	+ $5,000 + 3.2%	2022
Mairangi Bay Business Association Inc	$ 79,000	$69,000	+ $10,000 + 14.49%	2019
Mainstreet Orewa Incorporated	$290,681.55	$271,665	+ $19,016.55 +7%	2022
Torbay Business Association Inc	$19,283.25	$18,365	+ $918.25 +5%	2021

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

7. Council staff at the time of this report, confirm that Browns Bay, Mairangi Bay, Orewa and Torbay Business Improvement Districts have met the Business Improvement District Policy annual accountability requirements. Staff are supportive of the local board approving Browns Bay, Mairangi Bay, Orewa and Torbay Business Improvement Districts to receive their targeted rate grant for 2023/2024.

Regional overview

8. Across all Tāmaki Makaurau’s 50 Business Improvement District -operating business associations, 98 per cent (49 out of 50) completed the annual accountability reporting at the time of this report.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays 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 programmes:

i) $160,000 for Browns Bay BID

ii) $ 79,000 for Mairangi Bay BID

iii) $ 290,681.55 for Orewa BID

iv) $ 19,283.25 for Torbay 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 Chairperson.

15. 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.

16. The Chairperson 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 – Browns Bay BID

b) Attachment B Governance Summary – Mairangi Bay BID

c) Attachment C Governance Summary – Orewa BID

d) Attachment D Governance Summary – Torbay BID.

Business Improvement District 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

Browns Bay, Mairangi Bay, Orewa and Torbay Business Improvement Districts have met the BID Policy annual accountability requirements.

24. At the time of this report Browns Bay, Mairangi Bay, Orewa and Torbay BIDs have met the BID Policy annual accountability requirements. Staff recommend the local board approve and recommend to the governing body the striking of the Browns Bay, Mairangi Bay, Orewa and Torbay BIDs targeted rates on 1 July 2023.

Business Improvement District 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 Annual General Meeting (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	The Browns Bay Business Association Inc	Mairangi Bay Business Association Inc	Mainstreet Orewa Incorporated	Torbay Business Association Inc
Statement of financial/ performance reporting 2021/2022	ü	ü	ü	ü
Audited report/review 2021/2022	ü	ü	ü	ü
Audit Management Letter 2021/2022	Not submitted	ü	ü	ü
Chairs report (written) 2021/2022	ü	ü	ü	ü
Treasurers report (written) 2021/2022	ü	ü	Not submitted	ü
Manager’s report (written) 2021/2022	ü	Not submitted	ü	ü
Approved business plan for 18 months 2023/2024	ü	ü	ü	ü
Income and expenditure budget 2023/2024	ü	ü	ü	ü
Draft Minutes 2022 AGM	ü	ü	ü	ü
Financial/Audit reports posted to Companies Office website	ü	ü	ü	ü
Mandatory Management Summary – signed by manager	ü	ü	ü	ü
Mandatory Governance Summary – signed by Chair	ü	ü	ü	ü
Strategic Plan *	2019-2024	2023-2026 being developed.	2022-2024	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 Browns Bay, Mairangi Bay, Orewa and Torbay BIDs have met the requirements of the BID Policy accountability reporting.

29. Browns Bay Business Association did not present an Audit Management Letter which was part of their accountability requirements.

30. Orewa Business Association did not present a written Treasurers Report and have confirmed this will be included in their 2023 AGM agenda planning.

31. Mairangi Bay did not have a permanent manager at the time of their AGM. No Managers Report was presented at their 2022 AGM. Recruitment is currently taking place.

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

· Browns Bay BID proposed BID targeted rate - $160,000

· Mairangi Bay BID proposed BID targeted rate - $ 79,000

· Orewa BID proposed BID targeted rate - $290,681.55

· Torbay BID proposed BID targeted rate - $ 19,283.25.

Tauākī whakaaweawe āhuarangi

Climate impact statement

33. 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

34. 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 council-controlled organisations (CCOs), on those policies, plans, programmes, and projects that impact them.

35. BIDs work across several CCOs 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

36. 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.

37. Browns Bay, Mairangi Bay, Orewa and Torbay programmes tangibly support the vision and aspirations of the Hibiscus and Bays Local Board Plan 2020, best expressed in Outcome 2: A strong local economy.

Local rohe (area), local benefit, local funding

38. Recommending that the Governing Body sets the targeted rates for Browns Bay, Mairangi Bay, Orewa and Torbay 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.

39. Hibiscus and Bays 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

40. Māori make up more than 6.5 per cent of the population living in the Hibiscus and Bays 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

41. 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.

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

43. 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

44. 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.

45. 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.

46. 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.

47. 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.

48. 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

49. 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.

50. 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 Browns Bay, Mairangi Bay, Orewa and Torbay BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Governance Summary - Browns Bay BID	27
b ⇩	Governance Summary - Mairangi Bay BID	29
c ⇩	Governance Summary - Orewa BID	31
d ⇩	Governance Summary - Torbay BID	33

Ngā kaihaina

Signatories

Author

Gill Plume - BID Senior Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

23 May 2023

Hibiscus and Bays Local, Multiboard and Facilities Grants Round Two 2022/2023 grant allocations

File No.: CP2023/05445

Te take mō te pūrongo

Purpose of the report

1. To provide the Hibiscus and Bays Local Board with information on applications in the 2022/2023 Contestable Local and Multiboard Grants round two, and Facilities Grants, to enable a decision to fund, part fund or decline each application.

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in Hibiscus and Bays ContestableLocal Grants Round Two 2022/2023 (Attachment A to the agenda report), the Multiboard Grants Attachment B to the agenda report) and Facilities Grants (Attachment C to the agenda report).

3. The Hibiscus and Bays Local Board adopted the Hibiscus and Bays Local Board Grants Programme 2022/2023 and the Local Economic and Business Development Grants round on 19 May 2022 (Attachment D to the agenda report). The document sets application guidelines for these contestable grants.

4. The local board has set a total community grants budget of $401,968 for the 2022/2023 financial year with $50,000 set for the Local Economic and Business Development Grants and $150,000 of this set for the Facilities grants.

5. The Transitional Rates Grants budget for the 2022/2023 financial year is $57,472.

6. Twenty-five applications were received for the Local Grants Round One 2022/2023, requesting a total of $189,711.01. Five Transitional Rates grants applications were received requesting a total of $33,589.46 and four Local Economic and Business Development Grants were also received, requesting a total of $43,250.

7. $103,341.19 was allocated towards local grants, $49,269.05 was allocated towards Transitional Rates and $43,250 was allocated towards the Local Economic and Business Development Grants. A total of $298,626.81 remains to be allocated in one Local and Multiboard and one Facilities grant round.

8. Forty-two applications were received for the Local Grants round two, requesting a total of $264,309.95. Fourteen Multiboard applications were received requesting a total of $50,005.50. Twelve Facilities applications were received requesting a total of $362,684.50.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakaae / agree to fund, part-fund, or decline each application in Hibiscus and Bays Local Grants Round Two 2022/2023, listed in Table One:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2306-202	New Zealand Bai Yun Beijing Opera Society Incorporated	Arts and culture	Towards financial support to Opera costumes, musical instrument, office supplies, drama cosmetics, petrol fee to perform Beijing Opera and Chinese folk music across Hibiscus and Bays Community.	$5,250.00	Eligible
LG2306-205	New Zealand Guitar Ensemble Charitable Trust	Arts and culture	Towards costs for the venue hire and meal ingredients for New Zealand Guitar Ensemble running from 20/12/2023 to 22/12/2022	$2,000.00	Eligible
LG2306-206	Youth in Transition Charitable Trust	Community	Towards the costs of qualified counsellors and therapists who provide a specialist service to the “Journey Back to Awesome” programme between 1st June 2023 and 30th November 2023.	$10,000.00	Eligible
LG2306-207	Janie Davies	Arts and culture	Studio hire, Exhibition Costs and model fees for portraiture classes at Estuary Arts centre.	$8,750.00	Eligible
LG2306-210	Silverdale Tennis Club	Sport and recreation	Towards purchase of various types of tennis balls for the club tennis programmes	$3,804.34	Eligible
LG2306-211	Gutter Kitties	Community	Towards the costs of desexing and microchipping project between 1st July 2023 and 31st December 2023.	$10,000.00	Eligible
LG2306-212	Aroha Vietnam Incorporated	Events	Towards expenses venue hire, decorations, marketing materials, refreshments for the event of Mid-autumn Festival 2023	$3,350.00	Eligible
LG2306-213	The Raukatauri Music Therapy Trust	Arts and culture	Towards the facility hire at Estuary Arts Centre, travel costs and therapist costs to deliver the weekly music therapy Programme between 1st June 2023 and 31st May 2024.	$3,944.85	Eligible
LG2306-214	Hibiscus Mens Shed Trust	Community	Towards Installation of fire protection equipment from 12 June 2023 to 14 June 2023	$2,093.00	Eligible
LG2306-215	Abuse Prevention Services	Community	Towards Play Therapy sessions costs for Specialised Play Therapy for Tamariki Impacted by Family Violence Programme	$10,000.00	Eligible
LG2306-217	Harbour Hospice Trust	Community	Towards the venue hire, music, lighting, sound and entertainment, catering and decorations costs for a Harbour Hospice fundraising event.	$5,000.00	Eligible
LG2306-219	Taiaotea Air Scouts	Community	Towards heat pump, tents and a whiteboard at 702 Beach Road from 1 June 2023 to 31 May 2024	$10,000.00	Eligible
LG2306-220	Mairangi Arts Centre	Arts and culture	Towards costs of Artist Fee, Art Materials, Marketing and Coordinator/administrator fee to for the Collective Outdoor Art Installation project between 4th September 2023 and 2nd December 2023	$10,000.00	Eligible
LG2306-223	Lena Kovac/Sustainable Orewa	Environment	Towards wages, marketing and fuel vouchers from 1 June 2023 to 18 February 2024	$8,549.38	Eligible
LG2306-224	Marist North Harbour Rugby Club		Towards Development Coach and Club Administrator and Events Manager costs	$6,430.70	Eligible
LG2306-225	Illuminate Community Trust	Community	Towards entertainment and equipment hire to deliver "Glow Party" event on 31 October 2023	$3,750.00	Eligible
LG2306-226	Coast Community Trust	Community	Towards meal ingredients and venue hire costs for Meals & More project between 11 June 2023 and 10 December 2023	$4,244.00	Eligible
LG2306-227	Mairangi Bay Bowling Club Inc	Sport and recreation	Towards contribution for supply and installation of heat pumps for Mairangi Bay Bowling Club	$10,000.00	Eligible
LG2306-228	Coast Youth Community Trust INc	Community	Towards overall operational costs to run the Coast Mentoring Programme.	$5,000.00	Eligible
LG2306-229	Estuary Arts Charitable Trust	Arts and culture	Towards marketing, paint, exhibition costs and printing costs at Estuary Arts Centre from 6 June 2023 to 2 July 2023	$4,000.00	Eligible
LG2306-230	Friends of Okura Bush Incorporated	Environment	Towards purchasing cameras, sensors and traps to enhance the predator control programme in Okura Walkway from 01 June 2023 to 31 May 2024.	$9,848.00	Eligible
LG2306-232	Susannah Law / Red Beach Studio	Arts and culture	Towards labour costs for the installation of the Silverdale Pioneer mural from 04 September to 20 October 2023.	$6,550.00	Eligible
LG2306-234	Grant Wilson/Red Beach Squash	Sport and recreation	Towards court repair work at Red Beach Squash Club from 25 August 2023 to 10 September 2023	$9,500.00	Eligible
LG2306-236	Communities Against Alcohol Harm Incorporated	Community	Towards wages from 1 June 2023 to 31 December 2023	$9,936.00	Eligible
LG2306-237	Restore Hibiscus & Bays Incorporated	Environment	Towards plants and pest tree removal for the Restore Hibiscus & Bays planting program 2023 from 01 June to 30 September 2023.	$4,406.00	Eligible
LG2306-238	Mairangi Bay Playcentre	Environment	Towards build nature trail/bike path costs to deliver MBPC Nature Trail Revitilisation project	$10,000.00	Eligible
LG2306-239	Raft Studio NZ Trust Incorporated	Arts and culture	Towards materials, marketing, facilitator costs and studio hire at Raft Studios from 17 July 2023 to 17 July 2024	$4,122.00	Eligible
LG2306-240	UpsideDowns Education Trust	Community	Towards contribution for Speech and language therapy for Hibiscus and Bays’ children living with Down syndrome for one year.	$3,470.00	Eligible
LG2306-241	Youthline Auckland Charitable Trust	Community	Towards the counsellors fees for supporting volunteers.	$8,000.00	Eligible
LG2306-242	Business Whangaparaoa Incorporated	Events	Towards set up, marketing, printing and planning costs of the Buy Local Mid-year Christmas Festival from 01 August to 31 August 2023.	$3,015.00	Eligible
LG2306-243	PINC and STEEL CANCER REHABILITION TRUST	Community	Towards the costs of medical screenings, the "Next Steps" programme, Targeted Oncology Rehab group classes and the "Paddle On" programme	$10,000.00	Eligible
LG2306-244	North Shore Budget Service	Community	Towards purchase of Laptop and misc to equip a volunteer mentor to conduct an extra day clinic providing financial mentoring sessions at Orewa CAB.	$5,000.00	Eligible
LG2306-246	Whangaparaoa Hub Community Trust	Events	Towards Christmas event costs at 8 Stanmore Bay Rd from 1 June 2023 to 18 December 2023	$10,000.00	Eligible
LG2306-247	Red Beach Surf Lifesaving Club	Sport and recreation	Towards financial support to Surf sport equipment for the senior division.	$9,130.44	Eligible
LG2306-248	Business Whangaparaoa Inc	Events	Towards costs of print, event series branding, machine hire and event management for Whangaparaoa Fun Family Days events between 1st June 2023 and 2 December 2023	$2,680.00	Eligible
LG2306-249	Hibiscus Coast Grandparents Parenting Grandchildren Incorporated	Community	Towards coordinator wages from 1 July 2023 to 30 June 2024	$10,000.00	Eligible
LG2306-250	Panacea Arts Charitable Trust t/a Mapura Studios	Arts and culture	Towards facilitator wages, venue hire and travel costs at Estuary Arts from 17 July 2023 to 22 December 2023	$4,338.44	Eligible
LG2306-251	Open and Connect NZ	Community	Towards costs of Venue hire for meetings and events, volunteer training, marketing, and equipment of the 'We Meet NZ 'project	$2,180.00	Eligible
LG2306-252	Hibiscus Coast Branch of the New Zealand Society of Genealogists	Community	Towards purchase of a new laptop	$2,530.00	Eligible
LG2306-253	Families Growth and Thrive Charitable Trust	Community	Towards venue hire, staff salaries, purchase of promotion materials and accessories/tools for the Recycled coffee capsule craft project	$5,000.00	Eligible
LG2306-254	New Zealand Council of Victim Support Groups	Community	Towards overhead costs at Whangaparaoa Police Station from 3 July 2023 to 31 July 2023	$5,000.00	Eligible
LG2306-256	Feeling Fab Foundation	Community	Towards venue, food, materials, and some items costs to delivery Wellness Days for Mental Health between 20 April 2023 and 20 December 2023	$6,000.00	Eligible
LG2306-257	Hibiscus Coast Softball Club	Sport and recreation	Towards costs of the trophies to reward and acknowledge club members by acknowledging them at prize giving and cost of club Storage facilities.	$3,868.50	Eligible
Total				$264,309.95

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

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.	$2,000.00	Eligible
MB2223-215	Big Buddy Mentoring Trust	Community	Towards operational costs (such as wages, rent, transport, equipment) to recruit volunteer mentors for young boys with no father in their lives in Auckland (September 2023 - September 2024)	$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	$4,000.00	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
MB2223-228	The Reading Revolution	Community	Towards wages of the manager for the shared reading programme at local libraries and retirement villages and community hubs	$2,000.00	Eligible
MB2223-231	Body Positive Incorporated	Community	Towards advertising costs including posters, street posters, magazine ads, and digital and social media advertising	$5,362.50	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	$4,000.00	Eligible
MB2223-241	The StarJam Charitable Trust	Community	Towards workshops' costs of tutor fees, venue hire, tutor and volunteer training, regional programme coordinator`s salary and equipment between 5 June 2023 to 31st December 2023.	$3,100.00	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	$4,000.00	Eligible
MB2223-258	Road Safety Education Limited	Community	Towards the wage costs for the programme co-ordinator for the delivery of the Road Safety Programme across Auckland between 1 June 2023 to 31 May 2024.	$2,000.00	Eligible
MB2223-262	Showquest Charitable Trust	Arts and culture	Towards venue hire and related costs, and theatre production costs for hosting youth theatre performances	$5,000.00	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	$2,000.00	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	$2,500.00	Eligible
Total				$50,005.50

c) whakaae / agree to fund, part-fund or decline each application received in Hibiscus and Bays Facilities Grant Round One 2022/2023, listed in Table Three:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
HBLB FG-2303	Orewa Theatre Trust	Arts and culture	Towards installation of a motorised truss for raising and lowering the bars above the stage that hold lights, curtains and scenery	$50,000.00	Eligible
HBLB FG-2304	YMCA North Incorporated	Sport and recreation	Towards a concept design for the development of a multi-use sport and recreation community Superhub at Metro Park in Millwater	$30,500.00	Eligible
HBLB FG-2305	East Coast Bays Cricket Incorporated	Sport and recreation	Towards repairing cricket sightscreens	$24,312.00	Eligible
HBLB FG-2306	Mairangi Bay Tennis Club Incorporated	Sport and recreation	Towards replacement of Flood Damaged Courts	$48,830.00	Eligible
HBLB FG-2307	Estuary Arts Charitable Trust	Arts and culture	Towards upgrade of studio three	$50,000.00	Eligible
HBLB FG-2308	Silverdale and Districts Historical Society Incorporated	Historic Heritage	Towards re-piling two of the buildings at the Silverdale Pioneer Village	$31,475.00	Eligible
HBLB FG-2309	Stillwater Boating Club Incorporated	Sport and recreation	Towards expanding the Stillwater Boating Club's Existing Boat Trailer Parking Area	$50,000.00	Eligible
HBLB FG-2310	Hockey Hibiscus Trust Incorporated	Sport and recreation	Towards hockey ball safety fencing	$5,000.00	Eligible
HBLB FG-2311	Silverdale Tennis Club Incorporated	Sport and recreation	Towards repair of surrounding fence Silverdale Kindergarten	$50,000.00	Eligible
LG2306-218	Browns Bay Bowling Club Incorporated	Capital	Towards fence replacement costs to secure the club premises to enable members use in a safe environment	$2,567.50	Eligible
LG2306-231	Whangaparaoa Community Patrol	Capital	Towards costs for planning consultation and stage one installation of cameras for Whangaparaoa Peninsula	$10,000.00	Eligible
LG2306-233	Hibiscus Coast Community Patrol Charitable Trust	Capital	Towards installation of CCTV cameras from 1 July 2022 to 1 December 2023	$10,000.00	Eligible
Total				$362,684.50

Horopaki

Context

9. The Hibiscus and Bays Local Board allocate grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

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

11. The local board grant 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.

12. The Hibiscus and Bays Local Board adopted its grant programme for 2022/2023 on 19 May 2022 Attachment D). The document sets application guidelines for contestable grant.

13. The community grant programmes have been extensively advertised through the council grant 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 Grant 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 Grant Programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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 grant 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 Hibiscus and Bays Local Board is required to fund, part-fund or decline these grant applications against the local board priorities identified in the Hibiscus and Bays Local Board Community Grant Programme 2022/2023.

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

Tauākī whakaaweawe Māori

Māori impact statement

20. 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

21. The local board has set a total community grants budget of $401,968 for the 2022/2023 financial year with $50,000 set for the Local Economic and Business Development Grants and $150,000 of this set for the Facilities grants.

22. The Transitional Rates Grants budget for the 2022/2023 financial year is $57,472.

23. Twenty-five applications were received for the Local Grants Round One 2022/2023, requesting a total of $189,711. Five Transitional Rates grants applications were received requesting a total of $33,589. and four Local Economic and Business Development Grants were also received, requesting a total of $43,250.

24. $103,341 was allocated towards local grants, $49,269 was allocated towards Transitional Rates and $43,250 was allocated towards the Local Economic and Business Development Grants. A total of $298,626 remains to be allocated in one Local, Multiboard and Facilities grant round.

25. Forty-two applications were received for the Local Grant Round Two, requesting a total of $264,309. Fourteen Multiboard applications were received requesting a total of $50,005. Twelve Facilities applications were received requesting a total of $362,684.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

27. Following the Hibiscus and Bays Local Board allocation of funding for Local and Multiboard Grants Round Two and Facilities Grant 2022/2023, the grants staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Hibiscus and Bays Local Grants Round Two 2022 2023 Application Summaries (Under Separate Cover)
b ⇨	Hibiscus and Bays Multiboard Round Two 2022 2023 Application Summaries (Under Separate Cover)
c ⇨	Hibiscus and Bays Facilities Grants Round One 2022 2023 Application Summaries (Under Separate Cover)
d ⇨	Hibiscus and Bays 2022 2023 Community Grants Programme (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

James Boyd - Grants Advisor

Amber Deng - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

23 May 2023

Proposed new community lease to The Scout Association of New Zealand-Mairangi Bay Scout Group at 20 Hastings Road, Mairangi Bay Park

File No.: CP2023/05400

Te take mō te pūrongo

Purpose of the report

1. To grant a new community ground lease to The Scout Association of New Zealand - Mairangi Bay Scout Group for Mairangi Bay Park, located at 20 Hastings Road, Mairangi Bay.

Whakarāpopototanga matua

Executive summary

2. The Scout Association of New Zealand - Mairangi Bay Scout Group (the group) seeks a new community ground lease to continue occupation and operation from their group-owned building at Mairangi Bay Park, 20 Hastings Road, Mairangi Bay.

3. The group currently holds a ground lease which will reach final expiry on 30 November 2023. The lease is expected to hold over on a month-by-month basis until terminated or a new lease is granted.

4. The new lease was identified and approved by the Hibiscus and Bays Local Board as part of the Community Facilities: Community Leases Work Programme 2022/2023 at their 23 June 2022 local board business meeting (resolution HB/2022/80).

5. The group aims to empower youth through adventurous experiences to lead lives that make a positive difference. These activities align with the local board plan 2020 outcome 3 - protected and enhanced environment; and outcome 4 - open spaces to enjoy.

6. The group has provided all required information, including financials showing that it has sufficient funds and is being managed appropriately. The group has all the necessary insurance cover, including public liability and building insurance in place.

7. As a group-owned building, they have an automatic right to re-apply for a new lease at the end of their occupancy term.

8. Iwi engagement on the proposed new lease took place between 22 March 2023 and 21 April 2023. No submissions or objections were received.

9. Staff completed a site visit in February 2023 and found the facilities to be fit for purpose.

10. Staff from Park Specialists, Area Operations and Connected Communities have been consulted with no concerns raised on providing a new lease to the group.

11. This report recommends that a new community ground lease be granted to the group for a term of 10 years commencing from 1 December 2023 with one 10-year right of renewal.

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

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) grant, under Section 61(2A) of the Reserves Act 1977, a new community ground lease to The Scout Association of New Zealand - Mairangi Bay Scout Group for 166 square meters (more or less) located at 20 Hastings Road, Mairangi Bay on the land legally described as Part Lot 94 Deposited Plan 18893 (Part Allotment SE194 Parish of Takapuna) (Attachment A to the agenda report), subject to the following terms and conditions:

i) term – 10 years, commencing 1 December 2023, with one 10-year right of renewal

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

iii) Community Outcomes Plan - to be appended to the lease as a schedule of the lease agreement (Attachment B to the agenda report)

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

c) tuhi ā-taipitopito / note that iwi engagement for Auckland Council’s intention to grant a new community lease to The Scout Association of New Zealand- Mairangi Bay Scout Group located at Mairangi Bay Park, 20 Hastings Road, Mairangi Bay has been undertaken between 22 March 2023 till 21April 2023

d) tuhi ā-taipitopito / note that no objections to the notified proposal of the new community lease to The Scout Association of New Zealand - Mairangi Bay Scout Group at 20 Hastings Road, Mairangi Bay were received

e) tuhi ā-taipitopito / note lease charges shall be reviewed by the local board in circumstances where there are changes to the Community Occupancy Guidelines 2012.

Horopaki

Context

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

14. The Hibiscus and Bays Local Board approved the Community Facilities: Community Leases Work Programme 2022/2023 at their 23 June 2022 local board business meeting (resolution HB/2022/80).

15. A new lease to The Scout Association of New Zealand - Mairangi Bay Scout Group at 20 Hastings Road, Mairangi Bay Park, Mairangi Bay was part of the approved work programme. This report considers a new community lease as approved on the work programme.

Land, building and lease

16. The land occupied by The Scout Association of New Zealand - Mairangi Bay Scout Group (the group) is legally described as Part Lot 94 DP 18893 (Part Allotment SE194 Parish of Takapuna) and contained in record of title NA644/163, held by the Crown and subject to the Reserves Act 1977 (refer to Attachment A - Site Map).

17. The group holds a community ground lease for their group-owned building at Mairangi Bay Park.

18. The group’s lease agreement commenced on 1 December 2003 for a period of ten years with one right of renewal of 10 years. The lease is due to expire on 30 November 2023 and will hold over on a month-by-month basis until the lease is terminated or a new lease is granted to the group.

19. As a group-owned building, all operational and maintenance costs are borne by the lessee. These costs are funded by registration fees, grants and fundraising events.

20. The group-owned building at Mairangi Bay Park is comprised of two floors which contain a small kitchen, large hall and a basement area. The hall is used for group games, education, and activities whilst the basement stores the group’s tents and outdoor equipment.

21. The group complete repairs to the building as they arise, with the help from parents and volunteers. The exterior of the building has been repainted and the roof recently replaced.

22. The group has further advised the presence of asbestos on the exterior of the building prevents the group from undertaking major renovations due to funding restrictions and cost escalations relating to asbestos management. However, the building is still put to good use and provides a functional space for the group.

The Scout Association of New Zealand- Mairangi Bay Scout Group

23. The Scout Association of New Zealand was established in 1923 and its primary purpose is to empower youth through adventurous experiences to lead lives that make a positive difference. They provide comprehensive outdoor-based programmes, educating boys and girls aged 5 to 26 with a focus on life skills relating to problem-solving, teamwork, citizenship, and healthy living.

24. The Mairangi Bay Scout Group is one of 300 plus groups within the Scout movement, which educates more than 13,000 young people across New Zealand.

25. The Mairangi Bay Scout Group specifically has been operating for over 80 years in the Mairangi Bay region, and the group frequently goes camping and hiking in various local parks around the Auckland region. The hiking and camping trips provide opportunities for youth to learn how to cherish and respect the natural environment. The group participate in many local activities like Anzac Day and Santa parades. They also recently took part in cleaning up the Mairangi Bay beach area after the Auckland Anniversary weekend flood event.

26. The group are also open to sharing their facilities to support the local community. The North Shore Wargames club use the facilities on a regular basis.

Tātaritanga me ngā tohutohu

Analysis and advice

27. Under the Community Occupancy Guidelines 2012, groups that own their own buildings have an automatic right to re‑apply for a new lease at the end of their occupancy term. The group is exercising this right by applying for a new lease. The local board has discretion to vary the term of the lease if it wishes. However, the guidelines suggest that where the term is varied, it aligns to one of the recommended terms.

Public notification and engagement

28. As the group is contemplated under the Hibiscus and Bays Local Park Management Plan public notification is not required for granting a new lease to the group under the Reserves Act 1977.

Assessment of the application

29. The group has submitted a comprehensive application supporting the new lease request and is able to demonstrate its ability to deliver youth development services.

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 and building insurance, in place.

32. The activities of the group continue to align with the classification of land as a local purpose reserve.

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

34. The group have also undertaken improvements including replacing the roof and repainting the exterior of the building.

35. The group provides a valuable service to the local community by providing opportunities for youth to build life skills, problem solving, teamwork, and citizenship skills.

36. The group are also open to sharing their facilities to help support initiatives and activities within the local community, sport clubs and community organisations.

37. A Community Outcomes Plan has been negotiated with the group to identify the benefits it will provide to the community. This will be attached as a schedule to the lease agreement and is attached to the report as Attachment B.

38. Auckland Council’s Community Occupancy Guidelines 2012 sets out the requirements for community occupancy agreements and the community outcomes plan will be included as part of the lease agreement if approved by the local board.

39. Staff recommend that a new community lease be granted to the group for a term of 10 years commencing from 1 December 2023 with one 10-year right of renewal.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

· use sustainable waste, energy and water efficiency systems

· use eco labelled products and services

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

41. 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.

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

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Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

43. Staff from Park Specialists, Area Operations and Connected Communities have been consulted with no concerns raised regarding the proposed new lease to the group.

44. 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

45. The proposed lease will benefit the community by enabling initiatives that promote youth development that will be delivered from Mairangi Bay Park for the Hibiscus and Bays Local Board area and its surrounding communities.

46. The report follows a memo presented to the local board on 23 February 2023. The local board indicated its in principle support of the lease proposal.

47. The delivered activities align with the Hibiscus and Bays Local Board Plan 2020 outcomes and objectives:

Table A: 2020 Hibiscus and Bays Local Board Plan outcomes and objectives

Outcome	Objective
Outcome 3: A protected and enhanced environment	· Continue to align and support community and volunteer groups, schools, and iwi to enhance and protect our natural environment
Outcome 4: Open spaces to enjoy	· Provide a range of play and active recreation opportunities for all ages and abilities in our parks, reserves, and coastal environment

Tauākī whakaaweawe Māori

Māori impact statement

48. Iwi engagement about the council’s intention to grant a new community lease for the group at Mairangi Bay Park, 20 Hastings Road, Mairangi Bay was undertaken in March 2023 with 14 iwi groups identified as having an interest in land in the Hibiscus and Bays Local Board area.

49. The engagement involved an email to all iwi identified as having an interest in the area as captured in Attachment C to the agenda report, containing detailed information on the land, the lessee, the lease proposal as per Section 4 of the Conservation Act 1987.

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

51. The lessee has agreed, via the Community Outcomes Plan, to deliver Māori Outcomes that reflect their local community as per Attachment B of this report. The lease will benefit Māori and the wider community by supporting education and awareness of Māori culture and values, particularly to youth.

52. 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.

53. 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.

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

55. 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

56. Staff have consulted with the Financial Strategy and Planning Department of the council. While there are no financial implications for this new community ground lease to the group at Mairangi Bay Park, the 2023/2024 annual budget proposes changes to the rent levels within the Community Occupancy Guidelines 2012. As this is only a proposal it will not be operative until adopted.

57. The group will continue to take responsibility for ongoing maintenance of their building and improvements within their leased area at Mairangi Bay Park.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

58. The presence of asbestos on the exterior of the building has been noted by council staff and discussed with the group. An asbestos report completed by the group and by council suggests the asbestos is encapsulated, and the building is deemed safe to occupy and use. Although the presence of asbestos prevents the group from undertaking major renovations the building is still of good use and provides a functional space for the group.

59. As a group-owned building, the group are expected to mitigate any risks relating to asbestos under its lease terms and future serviceability of the building. The national property team at Scout Association of New Zealand have been advised of these risks and implications of this for their lease at 20 Hastings Road, Mairangi Bay.

60. Should the local board resolve not to grant the proposed community lease to the group at Mairangi Bay Park, 20 Hastings Road, Mairangi Bay, 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 outcomes.

Ngā koringa ā-muri

Next steps

61. If the local board resolves to the grant the proposed new community lease, staff will work with the group to finalise the lease agreements in accordance with the local board decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A-Site Map	61
b ⇩	Attachment B-Community Outcomes Plan	63
c ⇩	Attachment C-Iwi Engagement	65

Ngā kaihaina

Signatories

Author

Chan Park - Community Lease Specialist

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

23 May 2023

Memorial Park Bench Application at Long Bay Beach Road Reserve for David and Marie Gray

File No.: CP2023/05549

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Hibiscus and Bays Local Board for the installation of a memorial park bench, with plaques, at Long Bay Beach Road Reserve to commemorate the lives and work of David and Marie Gray.

Whakarāpopototanga matua

Executive summary

2. An application has been received from members of the Gray family requesting the installation of a park bench at Long Bay Beach Road Reserve, with plaques, commemorating the legacy of their parents David and Marie Gray (Attachment A to the agenda report).

3. The application has been assessed by the Parks and Places Specialist against the objectives and policies on memorials in parks, as set out in the Hibiscus and Bays Local Parks Management Plan.

4. The Parks and Places Specialist is recommending that this application is supported by the Hibiscus and Bays Local Board because it aligns with:

· Hibiscus and Bays Local Parks Management Plan policy I: In recognition of an historical figure or a person or group of particular significance to the park or locality

· Hibiscus and Bays Local Parks Management Plan objective II: To consider commemorative memorials, plaques, gardens, and structures associated with a person or event of particular significance.

5. The Gray family will pay for the park bench, plaques, concrete pad, and installation by an approved contractor with guidance from council staff.

6. The bench will be added to the asset register and future maintenance will be funded through consequential opex, as part of Asset Based Services funding.

7. Should the local board approve the installation of the memorial bench, a suitably qualified contractor will be engaged to construct the base and install the bench and plaques. There are no anticipated issues with implementation.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakaae / approve the installation of a memorial park bench for David and Marie Gray at Long Bay Beach Road Reserve, adjacent to the Marine Education and Recreation Centre.

Horopaki

Context

8. David Templeton Gray (C.N.Z.M., MBChB., MRNZCGP) and Marie Cordelia Gray have been long-time residents of Torbay and Long Bay.

9. Marie was born in Napier in 1929, married David in 1956 and is the mother of six daughters. She was a nurse and tutor at Napier Hospital and Immanuel Hospital in Bandung, Java, Indonesia for 12 years. Upon returning to New Zealand Marie was a Practice Nurse at Dr. Gray’s Clinic in Torbay for 18 years.

10. Marie is a writer who has had several books published including one on the Torbay-Long Bay local history. She has been involved with the Torbay Historical Society and Long Bay Baptist Church.

11. David qualified as a doctor at the Otago Medical College in 1954. He worked in hospitals in Auckland and then held a 12-year surgeon position at Immanuel Hospital in Bandung, Java, Indonesia.The family returned to New Zealand, settled in Torbay, and operated a General Practice in Torbay for the following 18 years.

12. David retired in 1989 to devote his energies to the development of The Marine Education and Recreation Centre (MERC) at Long Bay. The centre was later named after its deceased vice-patron, Sir Peter Blake. After 12 busy years of fundraising the MERC Centre was established in 1990.

13. MERC instigated and led the establishment of the Long Bay - Okura Marine Reserve in 1995 with input and support from the Auckland Māori Council. The Reserve is unique in New Zealand because of its proximity to a large population.

14. In 1997 David was awarded the C.N.Z.M. medal for services to youth and medicine, largely for his founding of the MERC Centre with the help of many other local supporters.

15. David Gray was an active board member for 40 years, and after the death of Sir Peter Blake was appointed Patron of the Centre in 2001. He has continued in that role to date.

16. MERC has become nationally recognised, as well as supporting local communities. The centre is well known for its primary vision ‘to enable children from the Auckland area and beyond to learn how to safely enjoy the sea around them and care for its unique creatures’.

17. In his work for MERC, David has been particularly sensitive to the cultural and spiritual connections of tangata whenua to Long Bay. Māori protocol has been included at all stages of the planning, design, and establishment of the centre to ensure it reflects a feeling of a marae, with appropriate pou and whakamahau (entranceway) which includes carvings of Tangaroa by Paora te Rangiuaia.

18. In addition to his work at MERC, David formed the Deep Creek Restoration Society volunteer group in 2015. This was in response to the degradation of the historically significant Deep Creek at Waiake in Torbay. The work of replacing destructive exotic species with native plants continues to this day, with the goal of restoring the once deep estuary to its original state.

Tātaritanga me ngā tohutohu

Analysis and advice

19. All memorial applications are assessed on a case-by-case basis by staff against existing policy. Advice is then given to the local board to assist with decision-making.

20. To minimise memorials within parks, and ensure equality and fairness for all applicants, policy around memorials on parks has been outlined within the Hibiscus and Bays Local Park Management Plan. The relevant part is section 11.2.7 “Plaques and memorials and the scattering of ashes”. The Objectives and Policies are outlined as follows:

a) Ngā Whāinga / Objectives

I. To generally not allow personal memorials or plaques to be located on parks.

II. To consider commemorative memorials, plaques, gardens, and structures associated with a person or event of particular significance.

III. To respect cultural sensitivities around the scattering of ashes on Hibiscus and Bays parks and ensure Reserves Act obligations to mana whenua are given effect to.

b) Ngā Kaupapa Here / Policies

‘The assessment of applications for plaques and memorial structures should consider the relevance of the objectives and authorisation assessment approach in section 11.2.2. They should not detract from the character of the park or enjoyment of the public and will generally be in recognition of:

I. an historical figure or a person or group of particular significance to the park or locality

II. a significant cultural landscape or place, or

III. a significant event.

21. The Parks and Places Specialist is recommending that this application is supported by the Hibiscus and Bays Local Board because it aligns with:

· Hibiscus and Bays Local Parks Management Plan policy I: In recognition of an historical figure or a person or group of particular significance to the park or locality

· Hibiscus and Bays Local Parks Management Plan objective II: To consider commemorative memorials, plaques, gardens, and structures associated with a person or event of particular significance.

22. The family have chosen a location for the bench at the end of Beach Road, overlooking the beach where the Awaruku Creek meets the sea. It would be positioned adjacent to an existing young Pohutukawa tree which will grow up to provide shade.

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23. The location is flat, easily accessible and is considered by the Parks and Places Specialist to be a great place to sit and connect with the outdoor environment. The proposed location is ideal for those who may have difficulty exploring the adjacent Long Bay Regional Park due to accessibility challenges. It would provide a good place for a ‘quick stop’ for those passing through, or as a pickup / drop off point for beach goers.

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24. There are no other park benches on this reserve, and the proposed bench would replace the informal and dated timber plank bench nearby, which is not fit for purpose.

25. The applicants have chosen the Parks and Community Facilities approved ‘Penrose Seat’ which will be positioned on a concrete pad for longevity and ease of maintenance. A picture containing bench, sitting, park, wooden

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26. Two plaques are to be included on the park bench.

Plaque 1: At the left end of the back of the seat:

David and Marie Gray

In all your ways acknowledge Him, And He will direct your paths

I ou ara katoa whakaaro ki a ia, a mana e whakatika ou huarahi

Proverbs 3 v6

Whakatauki 3 v6

Plaque 2: At the right end of the back of the seat:

Toitū te marae a Tane, Toitū te marae a Tangaroa, Toitū te iwi

If the Land is well, and the Sea is well, the people will thrive

Tauākī whakaaweawe āhuarangi

Climate impact statement

27. There are very minor climate impacts relating to the project in terms of the materials and energy inherently required for the bench fabrication and installation. The location of the bench may need to be reviewed at some point in the future in line with predicted sea level rise and within the dynamics of the coastal environment. This timeframe is beyond the asset life of the bench. Decisions on this could be made when the bench is due for renewal, when more information is available.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. The Parks and Places Specialist has discussed this application with the Parks and Community Facilities Operations manager, who has confirmed that the bench can be added to the asset register and ongoing consequential opex will be allocated as part of Asset Based Services funding.

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

Local impacts and local board views

29. A memo by the Parks and Places Specialist was circulated to the local board in February 2023 seeking direction on this proposal.

30. Feedback was received in written form, from the Hibiscus and Bays Local Board Office on 1 March 2023, which indicated that members were supportive of the proposal.

Tauākī whakaaweawe Māori

Māori impact statement

31. The adopted Hibiscus and Bays Local Parks Management Plan was developed in partnership with mana whenua. Mana whenua are supportive of the policies and objectives regarding memorials on reserves outlined within the plan.

Ngā ritenga ā-pūtea

Financial implications

32. The Gray family will pay for the park bench, plaques, and installation by an approved contractor with guidance from council staff.

33. The Parks and Places Specialist has discussed this application with the Parks and Community Facilities Operations manager, who has confirmed that the bench can be added to the asset register and ongoing consequential opex will be included as part of Asset Based Services funding.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. The application has been assessed against and found to be aligned with the objectives and policies on memorials in parks, as set out in the Hibiscus and Bays Local Parks Management Plan.

35. There are no other benches on this section of reserve land so there is no risk of cluttering the landscape with additional structures.

36. The family have agreed to pay for the installation of the bench so there is no financial risk to Auckland Council. The Parks and Community Facilities Operations manager has confirmed that the future maintenance of the bench can be covered with ongoing consequential opex as part of Asset Based Services funding.

Ngā koringa ā-muri

Next steps

37. Should the local board approve the installation of the memorial bench, a suitably qualified contractor will be engaged to construct the base and install the bench and plaques. There are no anticipated issues with implementation.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Gray Application Form	75

Ngā kaihaina

Signatories

Author

Matt Woodside - Parks & Places Specialist

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Lesley Jenkins - Local Area Manager

Hibiscus and Bays Local Board

23 May 2023

Art Partner Interim Service and Funding Approach for 2023/2024

File No.: CP2023/05744

Te take mō te pūrongo

Purpose of the report

1. To approve an interim service and funding approach for arts partners from 1 July 2023.

Whakarāpopototanga matua

Executive summary

2. The Hibiscus and Bays Local Board partners with arts organisations to manage venues through Asset-Based Services funding. Some of its funding agreements expire on 30 June 2023.

3. Due to current Auckland Council budget constraints, the nature of these arrangements going forward are ambiguous while the local board work programme 2023/2024 is being developed. Therefore, key concerns for partners are:

· council’s expectation of service delivery from 1 July 2023

· levels of activity they will deliver

· funding they will receive from 1 July 2023

· their responsibilities as employers, especially if funding levels (and consequently staffing levels) change.

4. Connected Communities is establishing a refreshed approach to procure community venue partners to ensure the council partners with groups who can drive change and best deliver to the council’s strategies. This programme is being developed and will be ready for local board decision making in 2024.

5. The recommended approach for community partners is to clarify services should continue until at least 30 June 2024 when a procurement process can take place, through Community Centre Management Agreements with a 12-month term for 2023/2024.

6. The recommended approach for arts partners is to provide clarity that services should continue from 1 July 2023 to at least 30 September 2023 by providing an interim payment covering the first quarter of 2023/2024.

Ngā tūtohunga

Recommendation/s

That the Hibiscus and Bays Local Board:

a) whakaae / approve interim payments covering the first quarter of 2023/2024 be made to the following arts partners:

i) $4,482.25 to Estuary Arts Charitable

ii) $5,830.50 to Centrestage Theatre Company

iii) $22,661.26 to Mairangi Arts Centre.

Horopaki

Context

7. Arts partners are funded through annual funding agreements.

8. Auckland Council is facing major financial challenges and needs to overcome a budget shortfall of $295 million for the 2023/2024 financial year. To respond to this, the Governing Body approved a proposal to reduce local board operating funding by $16 million.

9. While the annual local board work programme for 2023/2024 is being developed, there is uncertainty amongst partners and the community over whether funding and services will continue from 1 July 2023.

10. A reduction or discontinuation of funding would have a significant impact on current services, and partners would require time to communicate any change with their customers and community.

11. Partners are also employers and their ability to pay wages could be impacted if funding is changed from 1 July 2023. To follow good practice, partner organisations will require time and funding to follow appropriate employment processes, if required.

Tātaritanga me ngā tohutohu

Analysis and advice

Interim service delivery for arts partners

12. Options have been developed for an interim service approach for arts partners to provide clarity to partners and the community about expected service levels from 1 July 2023.

Table One: Options for an interim service approach to arts partners in Hibiscus and Bays Local Board.

Options	Option 1: Status quo	Option 2: Provide arts partners with pro-rata funding for first quarter of 2023/2024 Recommended
Detail	Take no action and defer funding decision until the local board approves its work programme for 2023/2024 in July 2023	Provide a proportionate interim payment (12 weeks of the annual amount) for arts partners, covering the first quarter of 2023/2024
Funding	No interim funding would be required	Funding required to cover the first quarter of 2023/2024 for three arts partners. Interim amounts would be based on approved 2022/2023 budgets
Implications	· this does not provide partners with the certainty they can attend to employment procedures in a timely way, if required · this does not provide partners and the public clarity and certainty that the service will continue from 1 July 2023.	· this will ensure continued service can be provided to the community and can bridge the gap between a change in service (if there is change in the annual plan) · this provides partners adequate time to respond to change in funding levels.

13. The recommended approach enables arts partners to continue delivering the agreed services from 1 July 2023 to 30 September 2023, and will ensure continuity of service for the community. This will also allow time for arts partners affected by a reduction or discontinuation of funding (if any) to appropriately undertake any operational and governance procedures required.

14. A proportionate interim payment (12 weeks of the annual amount) to all arts partners would allow partners time to respond to any funding changes after the local board work programme for 2023/2024 is approved in July 2023.

15. Following approval of the local board work programme in July 2023, staff will adjust funding agreements for partners to reflect the funding decisions for the remaining three quarters of 2023/2024.

16. Below is a table outlining the arts partners who would receive an interim payment for the first quarter of 2023/2024:

Table Two: Current funding arrangements and proposed interim funding amounts for arts partners in Hibiscus and Bays Local Board.

Arts partner/venue	Interim payment amount	Annual contract amount	Funding mechanism	Expiry	Budget source
Estuary Arts Centre	$4,482.25	$17,929	Funding agreement	FY22/23	ABS Opex
Centrestage Theatre Company	$5,830.50	$23,322	Funding agreement	FY22/23	ABS Opex
Mairangi Arts Centre	$22,661.26	$90,645	Funding agreement	FY22/23	ABS Opex

Additional budget allocations in FY2022/2023 for Estuary Arts and Centrestage Theatre community partners

17. The Hibiscus and Bays Local Board approved its 2022/2023 Customer and Community Services Work Programme in June 2022 (resolution HB/2022/80).

18. 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.

19. Underspent 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.

20. Over the course of the financial year a number of underspends were identified, and the Hibiscus and Bays Local Board reallocated these underspends to two community partners operational top up work programme lines (under the local boards LDI budget), Centrestage Threatre Company and Estuary Arts Centre.

21. The exact amounts awarded to these organisations in the re-allocation of funds was made proportionately based on the current financial year totals, Centrestage Theatre Company received $19,800 and Estuary Arts Centre received $33,000 from the FY2022/2023 reallocations.

22. The local board approved these reallocations to address the risk of future budget constraints limiting budget allocations to these groups and impacting on their capacity to sufficiently cater to local board community needs in FY2023/2024.

23. Both Estuary Arts Centre and Centrestage Threatre Company have the ability to utilise the top up funds received in FY2022/2023 to cover their operational costs for the first quarter should the local board decide not to provide them with an interim ABS Opex payment.

Tauākī whakaaweawe āhuarangi

Climate impact statement

24. Local community services and venues create a stronger sense of place and foster localism and place-based approaches. This has a positive impact on our resilience to climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Connected Communities manages the relationships and contracts with arts partners. Subject to the outcome of this decision, staff will work with Parks and Community Facilities to manage implications for council owned assets.

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

Local impacts and local board views

26. Arts partners support the delivery the Hibiscus and Bays Local Board plan, in particular:

· Outcome 1: A connected community.

Tauākī whakaaweawe Māori

Māori impact statement

27. Te Kaunihera o Tāmaki Makaurau 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.

28. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan 2050, the 10-year Budget Plan 2021-2031 (Long-term Plan), the Auckland Unitary Plan, individual local board plans and in Whiria Te Muka Tangata, the council’s Māori Responsiveness Framework.

29. Partner-led arts and community services enable locally responsive activities, promoting participation, inclusion, and connection for all Aucklanders, including Māori.

30. A Community Centre Management Agreement includes key performance indicators (KPIs), which require community partners to engage with Māori, and where appropriate support the delivery of programmes that local iwi may wish to run in the facility.

31. Toi Whītiki, Auckland’s Arts and Culture Strategic Action Plan requires arts partners to support and align delivery to Goal 5: Auckland celebrates a unique cultural identity, and the objective to celebrate Māori and their culture as a point of difference.

Ngā ritenga ā-pūtea

Financial implications

32. The recommended options require a total commitment of $32,974.01 from the Hibiscus and Bays Local Board’s ABS Opex budget in advance of the approval of the 2023/2024 local board work programme.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

Risk	Mitigation
A decision could preempt significant budgetary decisions	This is an interim approach and leaves room for decisions pending local board work programme approval to be actioned from 1 October 2023 for arts partners
The recommended approach may not provide sufficient certainty for partners	Staff will maintain regular communication with partners, providing updates on the annual plan process and outcomes so that they will have at least three months (i.e. the first quarter of 2023/2024) to prepare for any changes

Ngā koringa ā-muri

Next steps

33. If the local board agrees with the staff recommendation, funding agreements will be signed, and funding will be administered.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Xanthe Jujnovich - Arts and Culture Advisor

Darryl Soljan - Manager Customer Experience - North & West Libraries

Authorisers

Mirla Edmundson - General Manager Connected Communities

Lesley Jenkins - Local Area Manager

Chairperson	Gary Brown
Deputy Chairperson	Julia Parfitt, JP
Members	Jake Law
	Sam Mills
	Alexis Poppelbaum, JP
	Victoria Short
	Gregg Walden
	Leanne Willis

Author	Matthew Kerr – Senior Local Board Advisor
Authoriser	Lesley Jenkins - Local Area Manager

Author	Saskia Coley - Local Board Advisor
Authoriser	Lesley Jenkins - Local Area Manager

Author	Saskia Coley – Local Board Advisor
Authoriser	Lesley Jenkins - Local Area Manager

Author	Louise Healy – Democracy Advisor
Authoriser	Lesley Jenkins - Local Area Manager