Agenda of Whau Local Board - Wednesday, 24 May 2023

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.

Specifically, members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.

The following are declared interests of elected members of the Whau Local Board:

Member	Organisation	Position
Kay Thomas	· New Lynn Citizens Advice Bureau · Western Quilters · Citizens Advice Bureau Waitākere Board · Literacy Waitākere · West Auckland Heritage Conference	Volunteer Member Chair Board member Committee member
Fasitua Amosa	· Equity NZ · Massive Theatre Company · Avondale Business Association	Vice President Board member A family member is the Chair
Ross Clow	· Portage Licensing Trust · Te Whau Coastal Walkway Environmental Trust · Bay Olympic Sports Club · Forest and Bird Society · Waitākere Ranges Protection Society · New Lynn Heritage Protection Society · Karekare Surf Lifesaving Club · Libraries	Trustee Patron Life Member Member Member Member Member A family member is a Librarian
Catherine Farmer	· Avondale-Waterview Historical Society · Blockhouse Bay Historical Society · Blockhouse Bay Bowls · Forest and Bird organisation · Grey Power	Member Member Patron Member Member
Sarah Paterson-Hamlin	· New Zealand Down Syndrome Association	Employee
Warren Piper	· New Lynn RSA · New Lynn Business Association	Associate member Member
Susan Zhu	· Chinese Women Association of New Zealand · Chinese Medicine Council of New Zealand	Member / Legal Advisor Member / Deputy Chair

Member

Organisation

Position

Kay Thomas

· New Lynn Citizens Advice Bureau

· Western Quilters

· Citizens Advice Bureau
Waitākere Board

· Literacy Waitākere

· West Auckland Heritage Conference

Volunteer

Member

Chair

Board member

Committee member

Fasitua Amosa

· Equity NZ

· Massive Theatre Company

· Avondale Business Association

Vice President

Board member

A family member is the Chair

Ross Clow

· Portage Licensing Trust

· Te Whau Coastal Walkway Environmental Trust

· Bay Olympic Sports Club

· Forest and Bird Society

· Waitākere Ranges Protection Society

· New Lynn Heritage Protection Society

· Karekare Surf Lifesaving Club

· Libraries

Trustee

Patron

Life Member

Member

A family member is a Librarian

Catherine Farmer

· Avondale-Waterview Historical Society

· Blockhouse Bay Historical Society

· Blockhouse Bay Bowls

· Forest and Bird organisation

· Grey Power

Member

Patron

Member

Sarah Paterson-Hamlin

· New Zealand Down Syndrome Association

Employee

Warren Piper

· New Lynn RSA

· New Lynn Business Association

Associate member

Member

Susan Zhu

· Chinese Women Association of New Zealand

· Chinese Medicine Council of New Zealand

Member / Legal Advisor

Member / Deputy Chair

4 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Whau Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 26 April 2023 and the extraordinary minutes of its meeting, held on Wednesday, 10 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 Whau 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.

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

9 Te Matapaki Tūmatanui | Public Forum

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

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

10 Ngā Pakihi Autaia | Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

No.	Title	Page
a ⇩	Whau Ward Councillor Kerrin Leoni - May Report	9

Whau Local Board

24 May 2023

Art Partners Interim Service and Funding Approach for 2023/2024

File No.: CP2023/05752

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. The Whau Local Board partners with arts organisations to manage venues through Asset-Based Services (ABS) 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. 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 Whau Local Board:

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

i. $20,712.63 to Te Toi Uku.

Horopaki

Context

5. Arts partners are funded through annual funding agreements.

6. 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.

7. 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.

8. 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.

9. 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

10. 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 Whau 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 one arts partner. 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.

11. 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.

12. 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.

13. 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.

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

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

Arts partner/venue

Interim payment

amount

Annual contract amount

Funding mechanism

Expiry

Budget source

Te Toi Uku

$20,712.63

$82,850.53

Funding agreement

2022/2023

ABS Opex

Tauākī whakaaweawe āhuarangi

Climate impact statement

16. 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

17. Connected Communities manages the relationships and contracts with arts partners. Subject to the outcome of this decision, staff will work with Parks & 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

18. Arts partners support the delivery the Whau Local Board plan, in particular:

· Outcome 1: Strong, resilient, and inclusive communities where local identity, diversity and creativity are nurtured

· Outcome 2: Māori aspirations are advanced and prioritised, and Māori history and identity are valued and reflected in our community spaces

· Outcome 3: Quality urban development and community facilities to meet the needs of our growing and changing population.

Tauākī whakaaweawe Māori

Māori impact statement

19. 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.

20. 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.

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

22. 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.

23. 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

24. The recommended options require a total commitment of $20,712.63 from the Whau 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

25. 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

Darryl Soljan - Manager Customer Experience - North & West Libraries

Authorisers

Mirla Edmundson - General Manager Connected Communities

Adam Milina - Local Area Manager

Whau Local Board

24 May 2023

Whau Local and Multiboard Grants Round Two 2022/2023 grant allocations

File No.: CP2023/05822

Te take mō te pūrongo

Purpose of the report

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

Whakarāpopototanga matua

Executive summary

2. This report presents applications received in 2022/2023 Whau Local Grant Round Two 2022/2023 (Attachment A) and Multiboard Grant Round Two 2022/2023 (Attachment B).

3. The Whau Local Board adopted the Whau Local Grant Programme 2022/2023 on 25 May 2022. The document sets application guidelines for contestable grants submitted to the local board (Attachment C).

4. The Whau Local Board originally set a total community grant budget of $102,457.00 for the 2022/2023 financial year. A total of $10,750.00 was allocated to Quick Response Round One. A total of $40,243.19 was allocated to Local Grants Round One and Multiboard Grants Round One. A total of $7,807.00 was reallocated to Community Grants Programme.

5. This leaves a total of $59,270.81 to be allocated to one Local and one Multiboard grant rounds, and one Quick Response round.

6. Nineteen applications were received for the Local Grants Round Two, requesting a total of $115,510.60. Thirty applications were received for the Multiboard Grants Round Two, requesting a total of $100,721.25.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) agree to fund, part-fund, or decline each application in 2022/2023 Whau Local Grant Round Two:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2321-203	Ryze Fitness Ltd	Sport and recreation	Towards fitness training equipment and boxing bags for use at Ryze Fitness Adaptive Studio	$8,000.00	Eligible
LG2321-204	Auckland Pilipino Trust	Arts and culture	Towards printing, sound system hire, decor, manpower/dancers, koha, catering, and flowers for Philippine Independence Day	$6,200.00	Eligible
LG2321-205	New Lynn Tennis Sports & Social Club	Sport and recreation	Towards providing affordable tennis coaching to young people (5-16 yo) at their tennis club from the 9th of October 2023 to the 17th of December 2023	$2,000.00	Eligible
LG2321-206	Kiribati Federation Aotearoa Incorporated	Arts and culture	Towards venue hire, KFA admin costs, catering, fabric, resources, finance management, project management, planning costs, and logistics support from 9th July 2023 to 16th July 2023	$5,990.00	Eligible
LG2321-210	Charlotte Museum Trust	Arts and culture	Towards rent, utilities, and boxes/packing costs at the Museum from 10 March 2023 to 31 May 2023	$8,000.00	Eligible
LG2321-211	She Sharp Charitable Trust	Community	Towards printed resources, audio, filmography, and catering costs at schools in the Whau area from 1 May 2023 to 30 September 2023	$7,540.00	Eligible
LG2321-212	Auckland Wu Zhi Xiu Arts Society Incorporated	Arts and culture	Towards costumes, props, dance teacher fee, and laptop purchase for a Chinese dance exhibition from 1 June 2023 to 31 December 2023	$7,554.00	Eligible
LG2321-213	Youthline Auckland Charitable Trust	Community	Towards the Whau share of training and providing clinical supervision for volunteer counsellor in the Whau area from 1 June 2023 to 31 December 2023	$5,000.00	Eligible
LG2321-214	Road Safety Education Limited	Community	Towards the delivery of their road safety programme, RYDA, to Kelston Girls College and Kelston Boys High School students from 16 June 2023 to 30 June 2023	$2,500.00	Eligible
LG2321-215	Green Bay High School	Arts and culture	Towards food, hangi pit preparation, food containers, refreshments, Tukutuku framing and materials for a Matariki hikoi and hangi and community tukutuku panel	$4,180.00	Eligible
LG2321-217	NZMA - Administration & Operations	Community	Towards planter boxes, water tanks, piping, fruit trees, topsoil, and LED lights for a sustainability project	$8,000.00	Eligible
LG2321-218	Avondale Business Assoc Inc	Community	Towards a Tilly bike port and a Tilly wall anchor for use at the Avondale town centre	$9,084.40	Eligible
LG2321-221	Shelby Kua	Arts and culture	Towards writer's fee for script development script, and mentor fee	$1,000.00	Ineligible
LG2321-222	Portage Ceramics Trust	Arts and culture	Towards costs of a programme coordinator, clay tutor, and materials from 17 July 2023 to 21 December 2023	$7,938.20	Eligible
LG2321-223	Melana Trust Incorporated	Community	Towards advertising, equipment, stationary, and training workshops from 1 June 2023 to 3 June 2023	$8,000.00	Eligible
LG2321-225	New Windsor School Board of Trustees	Sport and recreation	Towards uniforms for netball teams from 3 June 2023 to 9 September 2023	$2,322.00	Eligible
LG2321-226	Show me Shorts Film Festival Trust	Arts and culture	Towards venue hire at The Hollywood Cinema from 6 October 2023 to 10 October 2023	$7,286.00	Eligible
LG2321-228	Auckland Basketball Services Ltd	Sport and recreation	Towards delivering a junior development programme in the Whau area from 1 June 2023 to 28 February 2024	$6,916.00	Eligible
LG2321-230	Whau Coastal Walkway Environmental Trust	Environment	Towards professional water quality monitoring various locations in the Whau from 1 July 2023 to 30 June 2024	$8,000.00	Eligible
Total				$115,510.60

b) agree to fund, part-fund, or decline each application in 2022/2023 Whau Multiboard Grant Round 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	$4,000.00	Eligible
MB2223-202	New Zealand Eid Day Trust	Events	Towards the cost of Venue and related cost, Furniture / Fixtures, Audio and visual, Entertainment, Electrical requirements, Volunteers training and food for the 2023 NZ Eid day from 29 June 2023 to 1 July 2023	$5,000.00	Eligible
MB2223-206	Waitakere City School of Dance	Arts and culture	Towards financial support to transport cost, accommodation, and entry fee to performing Arts Competitions Association of NZ (PACANZ) nationals event in Palmerston North (October 2023)	$2,000.00	Eligible
MB2223-207	David Riley	Arts and culture	Towards Eight bilingual Pacific superhero children's books and audiobooks from June 2023 to October 2023	$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)	$8,000.00	Eligible
MB2223-216	Babystart Charitable Trust	Community	Towards wages, packing, courier costs, baby clothing and care items from 1 June 2023 to 31 May 2024	$2,058.25	Eligible
MB2223-218	NZ Wushu Academy Limited	Sport and recreation	Towards expenses for Kung-Fu Wushu Experience Programme, including Coach fees, Administration fee and Mileage	$4,400.00	Eligible
MB2223-221	Auckland Softball Association Inc.	Sport and recreation	Towards ongoing operating expenses for facilitating softball leagues and tournaments in the Auckland Region from June 2023 to December 2023	$5,000.00	Eligible
MB2223-224	Bellyful New Zealand Trust	Community	Towards contribution to overall costs for meal production and service delivery from 1 June 2023 to 31 December 2024	$2,000.00	Eligible
MB2223-226	OutLine New Zealand Incorporated Donation Account	Community	Towards volunteer training and support, advertising costs, clinical supervision, insurance, office expenses, and operational IT costs	$2,000.00	Eligible
MB2223-227	Young Workers Resource Centre	Community	Towards education coordinator wages and teaching resources costs from June 2023 till May 2024	$1,500.00	Ineligible
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
MB2223-232	Zeal Education Trust - Waitakere	Community	Towards operational costs to deliver the West Auckland Street Youth Work Project and Community Activation programme from 1 July 2023 to 30 June 2024	$4,000.00	Eligible
MB2223-233	Supporting Families In Mental Illness NZ(SFNZ) Limited	Community	Towards the northern region manager's salary	$2,000.00	Eligible
MB2223-236	Pet Refuge New Zealand Charitable Trust	Community	Towards administration costs for the Pet Refuge from 5 June 2023 to 31 March 2024	$2,000.00	Eligible
MB2223-239	Age Concern Auckland Incorporated	Community	Towards costs of providing dedicated Asian services including salaries, venue and equipment hire, volunteer expenses, overheads, meeting, catering, and event costs	$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	$5,000.00	Eligible
MB2223-242	KidsCan Charitable Trust	Community	Towards administration costs from 5 June 2023 to 15 December 2023	$5,000.00	Eligible
MB2223-245	Kidz Need Dadz Charitable Trust NZ	Community	Towards the cost of an Education Consultant for the "Kidz Need Dadz Education Programme". from June 2023 to December 2023	$2,000.00	Ineligible
MB2223-246	Sport Waitakere Trust	Sport and recreation	Towards facilitator costs for online workshops from July 2023 to June 2024	$2,576.00	Eligible
MB2223-247	Deaf Action New Zealand Inc	Community	Towards NZ Sign Language Club venue hire, administration and Coordination, material and travel cost around Auckland from 3 June 2023 to 2 June 2024	$5,650.00	Eligible
MB2223-249	BirdCare Aotearoa	Community	Towards coordinator wages from 1 June 2023 to 31 May 2024	$5,000.00	Eligible
MB2223-252	The Operating Theatre Trust trading as Tim Bray Theatre Company	Arts and culture	Towards ticket purchase and bus costs from 24 June 2023 to 15 November 2023	$3,543.00	Eligible
MB2223-255	Fiji Girmit Foundation	Arts and culture	Towards cost to hold Fiji Girmit Commemoration/Remembrance Day event at Malaeola Community Centre on 14 May 2023	$5,000.00	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	$5,000.00	Eligible
MB2223-261	Kahui Tu Kaha - Operating Account	Arts and culture	Towards venue hire, catering costs, gardening materials, Pasifika craft and activity resources, gym and Hikoi resources, Māori crafts and activity resources, production and printing costs, and guest speakers	$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	$3,500.00	Eligible
MB2223-265	Anxiety New Zealand Trust	Community	Towards costs of the development, production and distribution of the brochures and cards; and the video-conferencing equipment and installation	$745.00	Ineligible
MB2223-273	Fair Food Trust	Community	Towards compost bins, tables, scales, mats, waste bins, volunteer training and reusable bags for the fair food warehouse from June 2023 to October 2023	$1,749.00	Ineligible
MB2223-274	Interacting	Events	Towards radio comms, face painters, bins, project manager, film tutor, jewellery making tutor, and mould making tutor at the Interact Festival from 30 October 2023 to 10 November 2023	$2,000.00	Eligible
Total				$100,721.25

Horopaki

Context

7. The local board allocates grants to groups and organisations delivering projects, activities and services that benefit Aucklanders and contribute to the vision of being a world class city.

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

9. 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.

10. The Whau Local Board adopted its grant programme for 2022/2023 on 25 May 2022 (Attachment C) – resolution WH/2022/48. The document sets application guidelines for contestable grants.

11. 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

12. The aim of the Local Board Grant Programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community 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

13. 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 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

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

15. 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

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

17. 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”.

18. A summary of each application received through Whau Local Grant Round Two (refer Attachment A), and Multiboard Grant Round Two 2022/2023 (refer Attachment B) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

19. The local board grant 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 Ngā Mātārae has provided input and support towards the development of the community grant processes.

Ngā ritenga ā-pūtea

Financial implications

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

21. The Whau Local Board originally set a total community grant budget of $102,457.00 for the 2022/2023 financial year. A total of $10,750.00 was allocated to Quick Response Round One. A total of $40,243.19 was allocated to Local Grants Round One and Multiboard Grants Round One. A total of $7,807.00 was reallocated to Community Grants Programme.

22. This leaves a total of $59,270.81 to be allocated to one Local and one Multiboard grant rounds, and one Quick Response round.

23. Nineteen applications were received for the Local Grants Round Two, requesting a total of $115,510.60. Thirty applications were received for the Multiboard Grants Round Two, requesting a total of $100,721.25.

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25. 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

26. Following the Whau Local Board allocation of funding, the grant staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Whau Local Grants Round Two 2022-2023 Grant Applications (Under Separate Cover)
b ⇨	Whau Multiboard Grants Round Two 2022-2023 Grant Applications (Under Separate Cover)
c ⇩	Whau Local Board Grants Programme 2022-2023	31

Ngā kaihaina

Signatories

Authors

Vincent Marshall - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Adam Milina - Local Area Manager

Whau Local Board

24 May 2023

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

File No.: CP2023/02872

Te take mō te pūrongo

Purpose of the report

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

2. This report considers whether the local board should recommend to the Governing Body the setting of the targeted rates for the Avondale, Blockhouse Bay, New Lynn and Rosebank (BID) programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

BID-operating business associations within the local board

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

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

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

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

Incorporated Society Name	Proposed 2023/2024 Targeted Rate	Actual 2022/2023 Targeted Rate	Change from previous year dollars/ percentage	Last year target rate amount was increased
Avondale Business Association	$154,000	$154,000	0%	2019
Blockhouse Bay Business Association	$ 72,600	$66,000	+ $6,600 + 10%	2022
New Lynn Business Association	$216,806.62	$209,475	+ $7,331.62 +3.5%	2022
Rosebank Business Association	$495,000	$495,000	0%	2022

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

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

· Avondale, Blockhouse Bay, New Lynn and Rosebank have met the BID Policy annual accountability requirements.

· Staff are supportive of the local board approving Avondale, Blockhouse Bay, New Lynn and Rosebank BIDs to receive their targeted rate grant for 2023/2024.

Regional overview

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

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

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

i. $154,000 for Avondale BID

ii. $72,600 for Blockhouse Bay BID

iii. $216,806.62 for New Lynn BID

iv. $495,000 for Rosebank BID.

Horopaki

Context

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

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

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

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

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

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

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

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

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

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

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

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

a. Attachment A Governance Summary – Avondale BID

b. Attachment B Governance Summary – Blockhouse Bay BID

c. Attachment C Governance Summary – New Lynn BID

d. Attachment D Governance Summary – Rosebank BID

BID Programmes

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

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

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

Decision making

Auckland Council

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

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

Local Boards

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

Tātaritanga me ngā tohutohu

Analysis and advice

Avondale, Blockhouse Bay, New Lynn, and Rosebank BIDs

22. Avondale, Blockhouse Bay, New Lynn, and Rosebank BID have met the BID Policy annual accountability requirements.

BID Policy – summary of annual accountability reporting requirements.

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

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

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

Table 2: Business associations compliance with the BID Policy.

Business Associations – documents submitted	Avondale Business Association Incorporated	Blockhouse Bay Business Association Incorporated	New Lynn Business Association Incorporated	Rosebank Business Association Incorporated
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	ü	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	ü	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	Submitted, rejected as no quorum reached	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 *	2021-2023	2021-2026	Expired, currently under development	2023-2024

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

26. Using the documents and information submitted, the BID Team is satisfied that Avondale, Blockhouse Bay, New Lynn, and Rosebank BIDs have met the requirements of the BID Policy accountability reporting.

27. Blockhouse Bay Business Association did not achieve a quorum at their AGM. The BID will resubmit the AGM documents to their members for approval, including the BID accountability reports and the proposed 2023/2024 BID targeted rate grant amount, at the Special General Meeting (SGM), held before the end of May 2023.

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

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

· Avondale BID proposed BID targeted rate - $154,000.

· Blockhouse Bay BID proposed BID targeted rate - $72,600.

· New Lynn BID proposed BID targeted rate - $216,806.62.

· Rosebank BID proposed BID targeted rate - $495,000.

Tauākī whakaaweawe āhuarangi

Climate impact statement

30. 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

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

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

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

Local impacts and local board views

33. 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.

34. Avondale, Blockhouse Bay, New Lynn and Rosebank BID programmes tangibly support the vision and aspirations of the Whau Local Board Plan 2020, best expressed in Outcome 6: Thriving town centres, a strong local economy and neighbourhoods that are supportive and connected.

Local rohe, local benefit, local funding

35. Recommending that the Governing Body sets the targeted rates for Avondale, Blockhouse Bay, New Lynn and Rosebank 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.

36. The Whau 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

37. Māori make up more than 9.9 per cent of the population living in the Whau 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

38. 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.

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

40. 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

41. 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.

42. 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.

43. 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.

44. 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.

45. 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

46. 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.

47. 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 Avondale, Blockhouse Bay, New Lynn, and Rosebank BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Avondale Governance Declaration	45
b ⇩	Blockhouse Bay Governance Declaration	47
c ⇩	New Lynn Governance Declaration	49
d ⇩	Rosebank Governance Declaration	51

Ngā kaihaina

Signatories

Authors

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Adam Milina - Local Area Manager

Whau Local Board

24 May 2023

Auckland Council's Quarterly Performance Report: Whau Local board for quarter three 2022/2023

File No.: CP2023/05823

Te take mō te pūrongo

Purpose of the report

1. To provide the Whau Local Board with an integrated quarterly performance report for quarter three, 1 January – 31 March 2023.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2022/2023 work programme.

3. The work programme is produced annually and aligns with Whau Local Board Plan outcomes.

4. The key activities from this quarter were:

· ID 486 – Community Arts Broker Programme. Despite the severe weather and related impacts, the Whau Art Brokers managed to deliver a number of performances, workshops and events around the Whau.

· ID 488 - Operational grant for Te Toi Uku – the Portage Ceramic Trust delivered 10 programmes to a total of 785 participants and attendees in quarter three – passing on the heritage/stories of the clay industries that were unique to New Lynn.

· ID 1061 – Taonga tuku iho – Legacy – we preserve our past, ensure our future (Heritage) Whau – A selection of celebratory events were delivered in this period, injecting education, culture and enjoyment into daily lives.

5. All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery. Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). There are no activities with a red status this quarter.

Reallocation of funds

6. Two areas have identified underspends in quarter three.

· ID 1304 - Community Response – Minor Heritage Activations. $3,000 has been spent in this financial year. Staff recommend that the board reallocate the remaining budget of $7,000.

· ID 501 – Event Partnership Fund. The Indian Kite Festival was cancelled, leaving an unspent figure of $3,250. Staff recommend that the board reallocate this budget.

7. Customer and Community Services: Connected Communities/Community Delivery staff have confirmed that they have the capacity to utilise the underspend within their work programme prior to the end of this financial year.

Ngā tūtohunga

Recommendation/s

That the Whau Local Board:

a) receive the performance report for quarter three ending 31 March 2023.

b) approve the reallocation of 2022/2023 locally driven initiatives funding as follows:

i) $7,000 from Work Programme ID 1304 Community Response - Minor Heritage Activations, to Work Programme ID 492 Placemaking: Neighbourhood and town centre development Whau.

ii) $3,250 from Work Programme ID 501 Event Partnership Fund, to Work Programme ID 1280 Age Friendly Whau Seniors.

Horopaki

Context

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

· Customer and Community Services.

· Infrastructure and Environmental Services.

· Plans and Places.

· Auckland Unlimited.

9. The graph below shows how the work programme activities meet Local Board Plan outcomes. Activities that are not part of the approved work programme but contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph.

Graph 1: Work programme activities by outcome

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Storm events

10. On Auckland anniversary weekend, an unprecedented storm event caused flash floods and other impacts on lives, homes, possessions and businesses. This led to the declaration of a local State of Emergency on 27 January. On 12-14 February, another major storm event, Cyclone Gabrielle, followed. A National state of emergency was invoked as thousands of people were displaced, with widespread damages across large parts of the North Island.

11. A National State of Emergency was declared on 14 February, with the region transitioning to recovery mode from Friday, 3 March.

12. Impacts to individual activities are reported in the work programme update (attachment A) and a brief summary of impacts is outlined below:

· Storm response and evacuation centres were set up at New Lynn Community Centre and Kelston Hub to support those impacted and displaced. The Community Broker and several local board members got involved in activations which included filling medical prescriptions, connecting people to Ministry of Social Development, Kainga Ora, accommodation options and advocating for funding and resources.

· Kelston Hub provided quick response to a community in need by setting itself up as an emergency centre during the Cyclone Gabrielle floods. Having already established itself as a fundamental part of the community, it was a natural go-to hub for those in need of assistance.

· Whau libraries also supported the community through the storm events by staffing civil defence shelters and hubs and when the libraries re-opened, acted as information hubs for the affected communities.

· In Community Facilities, normal operations mainly in the open space areas ceased due to the adverse weather conditions. A number of teams were redirected to assess damages across Auckland and report back through the proper channels to ensure appropriate response prioritisation. Assessment and recovery work has continued beyond quarter three. Whau’s biggest areas of impact were the wetland reserves, coastal walkways and track networks such as Gittos Domain which, by the end of quarter three, were still undergoing assessment and may not be open or operational for some considerable time.

· Te Whau Pathway Stage 1B - Rizal and Sandy Lane Reserves - install footpath connections. The section of this project behind Tamora Lane sustained some flood damage and contractors have been reengaged to undertake remedial work.

· Tahurangi Crum Park – the park development timeline has been pushed out slightly with a new anticipated completion date of April 2023.

· Buildings were only marginally affected and are all operational with minor repairs to take placed on weather tightness. There is ongoing delays in open space vegetation and mowing activities due to the excess rain and warmer weather; staff are working toward acceptable tolerances.

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

13. The graph below identifies work programme activity by RAG status (red, amber, green and grey) which measures the performance of the activity. It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey). Whau’s quarter three report identifies twelve projects as Amber and are listed below, with fuller details in Attachment A. The rest are Green, or on track. There are no red or grey flags.

· 17819 Blockhouse Bay Community Centre - renew car park

· 17967 Avondale - develop new community centre and library

· 31990 Gardner Reserve - toilet exterior wrap

· 24181 Avondale Central Reserve - upgrade playground and associated park furniture

· 24184 Arthur Currey Reserve - develop park for recreation

· 24210 Miranda Reserve - renew playground and associated park furniture

· 24382 Olympic Park - renew velodrome

· 27861 Whau - provide built shade at suburb parks

· 28690 Archibald Park - install basketball half courts and seat

· 23906 Tahurangi Crum Park - install footpath on eastern side of practise field

· 706 Te Kete Rukuruku (Māori naming and places) Tranche Two

· 1332 Olympic Park Masterplan.

Graph 2: Work programme performance by RAG status

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14. The graph below shows the stage of the activities in each departments’ work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Work programme performance by activity status and department

Key activity updates from quarter three

15. ID 486 – Community Arts Broker Programme. A busy quarter three, with brokers delivering a number of performances, workshops and events around the Whau. Highlights included:

· The three-week long installation “Inhabit”, held at the community fale in Avondale, invited people to explore postpartum or postnatal care. This was delivered through an exhibition supported by a series of parent focused conversations that shared experiences and hence normalised those experiences. This was featured on the high-profile Saturday Morning show on Radio New Zealand.

· An immersive theatre / film show “Minema”, was delivered in New Lynn on a Sunday in February. The event was touted as “(Definitely) a WORLD CLASS CINEMA coming to the land of New Zeal for one day only to the bustling metropolis of New Lynn. Cordially hosted by the Usherettes with (in)famous reputations honed in the film festivals of Venice, Cannes, Berlin and Sunjazz. Bonbon Belushi (UK) Candy Floss (NZ) and Viva L’Odeon (Europe).” The event was fully attended and well received.

· The Nikau Superette mini-exhibition project was launched via an abandoned community noticeboard in a diary in Kelston; there have now been three exhibitions of artists’ works.

· The Art brokers supported Blockhouse Bay Community Centre to design a new mural for the centre, scheduled for painting in mid-2023; they also attended the event “Ask Away Avondale” at Avondale Library, in which locals were invited to meet, socialise and ask questions about Census, Council budget cuts, Avondale future plans etc.

16. ID 488 Operational grant for Te Toi Uku – the Portage Ceramic Trust delivered ten programmes to a total of 785 participants and attendees in quarter three. Two holiday activities, a clay workshop for 8–12-year-olds and a Scavenger Hunt, were a collaboration with New Lynn Community Hub. Highlights were visits from Motat Society, Selwyn Retirement Village, Bike Owairaka, workshops with New Lynn Primary School classes focused to curriculum units on Māori urbanisation, and an off-site talk for West Auckland Heritage Society.

17. ID 1061 – Taonga tuku iho – Legacy – multiple celebratory events were delivered with the aim of supporting the Whau Local Board’s initiative to preserve our past and ensure our future (Heritage). Activities in quarter three included:

· Lunar New Year on 4 February at New Lynn Hub – celebrated with performance by the E-PACS Lion and Dragon Dance Group, Lunar red pocket making and storytime.

· Pasifika Month in March involved local artist Jasmine Tuia hosting a Siapo Painting Workshop in the New Lynn library.

· Blockhouse Bay held a book-mending workshop where people learnt how to repair books, utilizing withdrawn books as well as their own books.

· Through the local board funded Ecofest 2023, Blockhouse Bay library delivered a Lotions and Potions Workshop via The ReCreators where participants learnt sustainable beauty techniques and made a range of beauty products.

Reallocation of funds

18. Two areas within the work programme have identified underspends in quarter three.

· CPO: Plans and Places. Work Programme ID 1304 - Community Response – Minor Heritage Activations. This project was originally allocated a budget of $10,000 to respond to heritage-based initiatives. To date this work programme line has been used to contribute to the West Auckland Heritage Conference and for the Avondale Main Street historic articles. In March, an article on Avondale heritage trail and the new Walk Auckland app was published in the Avondale Mainstreet Magazine. A total sum of $3,000 has been spent in this financial year. Staff recommend that the board reallocate the remaining $7,000.

· Customer and Community Services: RSS – Events. Work Programme ID 501 – Event Partnership Fund. The Indian Kite Festival planned for 2023 was cancelled, leaving an unspent figure of $3,250. Staff recommend that the board reallocate the budget.

19. Customer and Community Services: Connected Communities/Community Delivery staff have confirmed they have the need and capacity to utilise the underspend within their work programme prior to the end of this financial year and their recommendation is outlined in the table below:

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Tauākī whakaaweawe āhuarangi

Climate impact statement

20. Receiving performance monitoring reports will not result in any identifiable changes to greenhouse gas emissions.

21. Work programmes were approved in June 2022 and delivery is already underway. Should significant changes to any projects be required, climate impacts will be assessed as part of the relevant reporting requirements.

22. The Whau Local Board investments in sustainability projects are predominantly delivered by the Infrastructure and Environmental Services department, several in partnership with external parties such as Eco Matters Environment Trust. These projects aim to build awareness around individual carbon emissions and changing behaviour at a local level. Three examples are summarised below. More detail and other projects can be found in Attachment A.

· The Bike Hub operates the repair centre for second-hand bikes at the EcoMatters precinct. This includes delivering bicycle skills programmes in conjunction with partner organisations, and developing a bike hire service that educates users about active transport.

· Climate Action Network - is comprised of individuals, households, groups and businesses operating within the local board area. A broker is engaged to build and co-ordinate the network by supporting and amplifying events aimed to connect groups and members to work together to promote, support and implement community level low carbon activities.

· Annual Eco Festival Out West – delivers a community-based environmental festival with access to free public events around sustainable living, marketing the festival to businesses, institutions and community groups, promoting the festival in ways that target the diversity and distribution of the population, and working with other agencies who may be delivering similar events in the other sub-regions at the same time.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

23. When developing the work programmes council group impacts and views are presented to the local board.

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

Local impacts and local board views

24. This report informs the Whau Local Board of the performance for quarter three ending 31 March 2023.

Tauākī whakaaweawe Māori

Māori impact statement

25. Māori stories of Tāmaki Makaurau / Auckland is a partnership, led by mana whenua, between Auckland Council and all 19 mana whenua groups that have interests across the region. In August 2018 the Whau Local Board resolved (WH/2018/88) to invite mana whenua to name 99 parks in the Whau local board area, as part of the programme. From that list 23 sites were adopted in tranche one, on October 2020 (WH/2020/119).

26. Tranche two of the programme saw Te Kawerau ā Maki, Ngaati Te Ata Waiohua and Ngāti Tamaoho present further names to the local board at a hui tuku ingoa on 14 December 2022. This led to the February 2023 Whau local board adoption of a further 25 gifted names, as well as Māori names for Blockhouse Bay Library (Te Pātaka Kōrero o Te Whau) and New Lynn Library (Te Pātaka Kōrero o Te Rewarewa).

27. Dual signage will be installed at the identified parks as they become due for renewal in future years.

28. Full list of names and narratives may be viewed in the Whau Local Board minutes of October 2022 and February 2023, accessible on the Auckland Council website.

29. Whau, Henderson-Massey and Waitakere Ranges local boards (the three west local boards) hold quarterly hui with Te Kawerau a Maki. The February 2023 hui was dedicated to Te Kawerau a Maki’s priorities in the context of the local board plan. An immediate concern after the flooding and cyclone Gabrielle was community wellbeing and stormwater infrastructure.

30. A mataawaka hui for all three boards at Hoani Waititi marae in early March highlighted the desire for a united west Auckland voice – suggesting that local board boundaries should not affect delivery on the aspirations of the Māori community in the west. Barriers to engagement in the democratic process was identified as a concern for participants.

Ngā ritenga ā-pūtea

Financial implications

31. This report is provided to enable Whau Local Board to monitor the organisation’s progress and performance in delivering the 2022/2023 work programmes. There are no financial implications associated with this report.

Financial Performance

32. Net operational financial performance of the local board is three percent under budget for the nine months ended March 2023. Operating expenditure of $11.5 million is under budget by three percent and operating revenue of $226,000 is running at 29 percent under planned budget levels to date. Capital expenditure is approximately 58 percent below budget for the nine months to March 2023 due to project delays mainly on Te Whau Pathway.

33. Operating expenditure overall of $11.5 million is three percent under budget. Asset Based Services operating expenditure is $300,000 above budget. This is primarily due to lower building maintenance and utility expenses of our community/leased assets. Locally Driven Initiatives operating expenditure is in line with budget.

34. Operating revenue of $226,000 is $93,000 below budget. The shortfall is mainly in venues for hire with New Lynn Community Centre accounting for 40 percent of the total with shortfall in Library revenue down by 29 per cent and lower property lease rental than planned of approximately $19,000.

35. Capital Expenditure of $4.2 million is below budget by $5.9 million (58 percent) year to date. The underspend to date was mainly due to delays mainly on Te Whau pathway and work on Te Hono in relation to funding issues.

36. The financial report for the nine months ended March 2023 for the Whau local board area is in Appendix B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk relating to individual activities does vary. Capital projects for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

38. The approved Customer and Community Services capex work programme include projects identified as part of the Risk Adjusted Programme (RAP). These are projects that the Community Facilities delivery team will progress, if possible, in advance of the programmed delivery year. This flexibility in delivery timing will help to achieve 100 per cent financial delivery for the financial year if projects intended for delivery in the current financial year are delayed due to unforeseen circumstances.

39. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section.

Ngā koringa ā-muri

Next steps

40. The underspent funds will be re-allocated according to the local board’s resolution.

41. The local board will receive the next performance update following the end of quarter four (30 June 2023).

Ngā tāpirihanga

Attachments