Agenda of Albert-Eden Local Board - Thursday, 25 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.

4 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Albert-Eden Local Board:

a) confirm the minutes of its ordinary meeting held on Thursday, 11 May 2023, as true and correct.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

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

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Albert-Eden 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.”

11 Ngā Pānui mō ngā Mōtini | Notices of Motion

Under Standing Order 2.5.1, a Notice of Motion has been received from Chairperson M Watson and Deputy Chairperson K Smith for consideration under item 12.

No.	Title	Page
a ⇩	Notice of Motion - Chairperson Watson – Ensuring protection of our city’s heritage assets	9

Albert-Eden Local Board

25 May 2023

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

File No.: CP2023/01858

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 Dominion Rd, Kingsland, Mt Eden Village and Uptown Business Improvement District (BID) programmes for the 2023/2024 financial year.

Whakarāpopototanga matua

Executive summary

BID-operating business associations within the local board

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

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

5. Albert-Eden 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
Dominion Rd Business Association	$255,000	$255,000	0%	2022, following a successful BID expansion
Kingsland Business Society	$ 245,067.90	$237,930	+ $7,137 + 5%	2021
Mt Eden Village Business Association	$94,035	$92,035	+ $2,000 +2.17%	2022
Uptown Business Association	$525,000	$350,000	+ $175,000 +50%	2022

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

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

· Dominion Rd, Kingsland, Mt Eden and Uptown have met the BID Policy annual accountability requirements.

· Staff are supportive of the local board approving Dominion Rd, Kingsland, Mt Eden and Uptown BIDs to receive their targeted rate grant for 2023/2024.

Regional overview

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

Ngā tūtohunga

Recommendation/s

That the Albert-Eden 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) $255,000 for Dominion Rd BID

ii) $245,067.90 for Kingsland BID

ii) $94,035 for Mt Eden Village BID

iv) $525,000 for Uptown BID.

Horopaki

Context

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

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

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

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

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

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

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

· Management Summary, signed by the BID manager/coordinator.

· 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.

· Attachment A Governance Summary – Dominion Rd BID

· Attachment B Governance Summary – Kingsland BID

· Attachment C Governance Summary – Mt Eden Village BID

· Attachment D Governance Summary – Uptown BID.

BID Programmes

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

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

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

Decision making

Auckland Council

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

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

Local Boards

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

Tātaritanga me ngā tohutohu

Analysis and advice

Dominion Rd, Kingsland, Mt Eden Village and Uptown BIDs

22. Dominion Rd, Kingsland, Mt Eden Village and Uptown BIDs 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	Dominion Rd Business Association Incorporated	Kingsland Business Society Incorporated	Mt Eden Village Business Association Incorporated	Uptown 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	Not submitted	ü	ü	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	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 *	2022-2025	Expired, currently under development	2022-2024	2020-2024

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

26. Using the documents and information submitted, the BID Team is satisfied that Dominion Rd, Kingsland, Mt Eden Village and Uptown BIDs have met the requirements of the BID Policy accountability reporting.

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

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

· Dominion Rd BID proposed BID targeted rate - $255,000

· Kingsland BID proposed BID targeted rate - $245,067.90

· Mt Eden Village BID proposed BID targeted rate - $94,035

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

29. Through targeted rate-funded advocacy and activities, BID-operating business associations promote and can facilitate environmental sustainability programmes and climate response where appropriate.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

32. The local board’s views are most frequently expressed by its appointed representative on the board of each BID-operating business association. This liaison board member (or alternates) can attend BID board meetings to ensure there is a direct link between the council and the operation of the BID programme.

33. Dominion Rd, Kingsland, Mt Eden Village and Uptown BID programmes tangibly support the vision and aspirations of the Albert-Eden Local Board Plan 2020, best expressed in Outcome 4: A strong local economy with thriving town centres.

Local rohe, local benefit, local funding

34. Recommending that the Governing Body sets the targeted rates for Dominion Rd, Kingsland, Mt Eden Village and Uptown business associations means that these BID programmes will continue to be funded from targeted rates on commercial properties in their respective rohe. They will provide services in accordance with their members’ priorities as stated in their strategic plans.

35. Albert-Eden Local Board is among several local boards which provides additional funding to local business associations, however accountability for any grants is set by funding agreements between the local board and each business association. Those contractual obligations are separate from the requirements of the BID Policy and are not covered in this report.

Tauākī whakaaweawe Māori

Māori impact statement

36. At the 2018 Census, Māori represented 7.1 per cent of the population living in the Albert-Eden 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 rohe.

Ngā ritenga ā-pūtea

Financial implications

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

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

39. If the Governing Body agrees with the BID targeted rate grants proposed by the business associations, the cost of grants will be met from the existing operational budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

40. There are no direct financial risks to the local board or the council that could result from this recommendation to endorse the BID targeted rate grants for these business associations.

41. To sustain public trust and confidence in the council, there needs to be a balance between the independence of the BID-operating business associations and the accountability for monies collected by a public sector organisation.

42. The requirements and obligations of the BID Policy are intended to help minimise the potential for business associations to misuse BID targeted rate grant funds by requiring each BID to plan for their intended use, report on its activities to its members and to have its accounts annually audited.

43. For the council to be confident that the targeted rate grant funds provided to the BID-operating business associations are being used appropriately, it requires the BIDs to fully complete all annual accountability requirements under the BID Policy.

44. The council staff regularly monitor compliance with the BID Policy and this report is part of an active risk management programme to minimise inappropriate use of funds. Compliance reports are provided in May annually to each of the local boards that have BID’s operating within their areas.

Ngā koringa ā-muri

Next steps

45. If the local board supports this report, it will recommend to the Governing Body that the BID targeted rates be set as part of the Annual Budget 2023/2024.

46. After the Annual Budget is approved, the council collects the targeted rate funds and distributes them in quarterly BID grant payments, effective from 1 July 2023 to Dominion Rd, Kingsland, Mt Eden Village and Uptown BIDs.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Dominion Rd Governance Declaration	21
b ⇩	Kingsland Governance Declaration	23
c ⇩	Mt Eden Village Governance Declaration	25
d ⇩	Uptown Governance Declaration	27

Ngā kaihaina

Signatories

Author

Claire Siddens - Principal Advisor

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Nina Siers - Local Area Manager

Albert-Eden Local Board

25 May 2023

Albert-Eden Quick Response Round Three 2022/2023 and the Accommodation Support Fund 2023 grant allocations

File No.: CP2023/04720

Te take mō te pūrongo

Purpose of the report

1. To fund, part-fund or decline the applications received for Albert-Eden Quick Response Round Three 2022/2023, and the Albert-Eden Accommodation Support Fund 2023.

Whakarāpopototanga matua

Executive summary

2. The Albert-Eden Local Board adopted the Albert-Eden Local Board Community Grants Programme 2022/2023 on 17 May 2022 (Attachment A). The document sets application guidelines for contestable grants.

3. This report presents applications received for the for Albert-Eden Quick Response Round Three 2022/2023 (Attachment B), and the Albert-Eden Accommodation Support Fund 2022 (Attachment C).

4. The local board has set a total community grants budget of $140,500 for the 2022/2023 financial year. A total of $126,418.60 was allocated in the previous grant rounds. This leaves a total of $14,081.40 to be allocated to one quick response round.

5. An additional fund of $24,479.17 was allocated to the grants budget (AE/2023/51).

6. Eighteen applications were received for Quick Response Round Three 2022/2023, requesting a total of $41,346.13.

7. The Albert-Eden Local Board has set a total accommodation budget of $171,158 for the 2022/2023 financial year, with one grant round.

8. Thirty applications were received for the Albert-Eden Accommodation Support Fund 2023, requesting a total of $367,194.82.

Ngā tūtohunga

Recommendation/s

That the Albert-Eden Local Board:

a) agree to fund, part-fund or decline each application in Albert-Eden Quick Response Round Three 2022/2023 listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QR2301-313	Euphoria Entertainment Inc	Arts and culture	Towards venue hire at Ferndale House from 29 July 2023 to 5 August 2023.	$3,000.00	Eligible
QR2301-332	Crescendo Trust of Aotearoa	Arts and culture	Towards concept and design work from 1 June 2023 to 31 December 2023	$2,560.00	Eligible
QR2301-335	Asian Comm Theatre	Arts and culture	Towards venue hire, light and sound hire, and staging costs from 19 August 2023 to 16 December 2023	$2,000.00	Eligible
QR2301-338	Action Education Incorporated	Arts and culture	Towards supervision, travel, administration, resources, and equipment for the delivery of spoken word workshops from 5 June 2023 to 15 December 2023	$3,000.00	Eligible
QR2301-301	Maungawhau Play Centre	Community	Towards carpentry cabinet replacement from 1 June 2023 to 30 June 2023	$2,815.93	Eligible
QR2301-303	AUCKLAND CENTRAL COMMUNITY SHED INCORPORATED	Community	Towards outdoor housing for 24/7 community AED access from 5 May 2023 to 30 May 2023	$654.99	Eligible
QR2301-319	Mt Albert Baptist Church General Account	Community	Towards games hire, bouncy castle hire, toy purchase, and game purchase on 31 October 2023	$1,200.00	Eligible
QR2301-321	Epilepsy Association of New Zealand Incorporated	Community	Funding to cover transport costs from 1 April 2023 to 31 March 2024	$500.00	Eligible
QR2301-324	BENEFICIARIES ADVICE MT ALBERT TRUST	Community	Towards IT consultant fees from 1 June 2023 to 31 July 2023	$3,000.00	Eligible
QR2301-336	Anthony Fong Fitness	Community	Towards workshop presenter fee and hall hire from 12 August 2023 to 13 August 2023	$2,280.00	Eligible
QR2301-340	Grow NZ Incorporated	Community	Towards digital marketing from 1 June 2023 to 31 May 2024	$3,000.00	Eligible
QR2301-341	Anxiety New Zealand Trust Auckland Donations	Community	Towards reception counter and rerun, an additional reception front, and standing desks from 1 June 2023 to 14 July 2023	$3,000.00	Eligible
QR2301-314	Re-Creators Charitable Trust	Environment	Towards creative host fees, admin, prep & design, marketing, materials, and project management from 3 July 2023 to 21 December 2023	$3,000.00	Eligible
QR2301-316	Juliet Dale	Environment	Towards Zoom membership, Koha for presenters, online advertising, and postage from 30 June 2023 to 31 July 2023	$1,000.00	Eligible
QR2301-323	Mind Over Manner	Environment	Towards facilitator and presenter fees, production costs, travel & accessibility costs, venue hire, marketing, and 5% contingency.	$2,847.10	Eligible
QR2301-326	Shannon Kenneth William Stone	Environment	Towards a hedge trimmer and tree cutter from 13 May 2023 to 23 August 2023	$4,000.00	Eligible
QR2301-320	Rocky Nook Bowls Inc	Sport and recreation	Towards new street flags from 3 June 2023 to 30 June 2023	$523.50	Eligible
QR2301-333	Badminton New Zealand Incorporated	Sport and recreation	Towards venue hire at the Auckland Badminton Stadium from 22 September 2023 to 24 September 2024.	$2,982.61	Eligible
Total				$41,346.13

b) agree to fund, part-fund or decline each application received in Albert-Eden Accommodation Support Fund 2023, listed in Table Three below:

Application ID	Organisation	Accommodation Location	Amount requested	Eligibility
ASF2301-145	Anxiety New Zealand Trust	77 Morningside Dr Mount Albert Auckland Auckland 1025 New Zealand	$20,000.00	Eligible
ASF2301-106	Asthma New Zealand Incorporated	581 Mount Eden Rd Mount Eden Auckland 1024 New Zealand	$20,000.00	Eligible
ASF2301-101	Auckland Basketball Services Limited	Level 4 Sport Auckland House, Greenlane Rd (West) Epsom Auckland 1051 New Zealand	$17,250.00	Eligible
ASF2301-141	Auckland Swords Club	Auckland Grammar School, Old Gym Gate 3 55 Mountain Road Epsom Auckland 1023 New Zealand	$11,000.00	Eligible
ASF2301-138	Auckland Youth Orchestra	C/- St Peter's Music Department 23 Mountain Rd Grafton Auckland 1023 New Zealand	$8,440.00	Eligible
ASF2301-114	Belong Aotearoa	875 New North Rd Mount Albert Auckland 1025 New Zealand	$17,442.00	Eligible
ASF2301-117	Big Buddy Mentoring Trust	300 Great South Rd Greenlane Auckland 1051 New Zealand	$9,000.00	Eligible
ASF2301-126	Carlton Croquet Club Incorporated	333 Manukau Rd Epsom Auckland 1023 New Zealand	$2,700.00	Eligible
ASF2301-133	Central Auckland Chinese Association	489 Dominion Rd Mount Eden Auckland 1024 New Zealand	$8,048.00	Eligible
ASF2301-142	Central United FC Incorporated	47A Kiwitea St Sandringham Auckland 1041 New Zealand	$19,562.25	Eligible
ASF2301-104	Disha New Zealand (NZ)	260 Balmoral Rd Sandringham Auckland 1025 New Zealand	$15,000.00	Eligible
ASF2301-139	Dress for Success Incorporated	128 Khyber Pass Rd Grafton Auckland 1023 New Zealand	$20,000.00	Eligible
ASF2301-132	Eden Epsom Tennis & Squash Club	1 Penrhyn Rd Mount Eden Auckland 1024 New Zealand	$2,500.00	Eligible
ASF2301-103	Friends of Oakley Creek Te Auaunga Incorporated	4/65 Woodward Rd Mount Albert Auckland 1025 New Zealand	$3,900.00	Eligible
ASF2301-128	Koha Apparel	955 New North Rd Mount Albert Auckland 1025 New Zealand	$15,814.56	Eligible
ASF2301-127	Love Somebody Charitable Trust T/A Love Somebody	197A Captain Springs Rd Onehunga Auckland 1061 New Zealand	$12,480.00	Eligible
ASF2301-136	Mt Albert Community Playgroup Incorporated	773 New North Rd Mount Albert Auckland 1025 New Zealand	$6,288.75	Eligible
ASF2301-140	New Settlers Family and Community Trust	14 Erson Ave Royal Oak Auckland 1061 New Zealand	$20,000.00	Eligible
ASF2301-143	New Zealand Nejashi Trust Inc	Top floor 166 Stoddard Rd Mount Roskill Auckland 1041 Mt Roskill Auckland 1041 New Zealand	$12,400.00	Eligible
ASF2301-131	Panacea Arts Charitable Trust	Fowlds Park Rocky Nook Ave Morningside Auckland 1022 New Zealand	$6,250.00	Eligible
ASF2301-137	Point Chevalier Tennis & Squash Club incorporated	335 Point Chevalier Rd Point Chevalier Auckland 1022 New Zealand	$2,834.47	Eligible
ASF2301-125	Ponsonby Community Toy Library	Subud Hall, 19 Formby Avenue Pt Chevalier Auckland 1022 New Zealand	$8,000.00	Eligible
ASF2301-102	Rape Prevention Education Whakatu Mauri Trust	Carr Rd Mount Roskill Auckland 1041 New Zealand	$10,709.79	Eligible
ASF2301-124	Recreate NZ	300 Great South Rd Greenlane Auckland 1051 New Zealand	$20,000.00	Eligible
ASF2301-116	Royal New Zealand Plunket Trust	Level 3, Simple House 40 Mercer Street Te Aro Wellington 6011 New Zealand	$4,000.00	Eligible
ASF2301-105	Script to Screen Te Tari Tuhi A Kupu Whakaahua	21 Taylors Rd Mount Albert Auckland 1025 New Zealand	$10,000.00	Eligible
ASF2301-135	Somerville Hockey Club Incorporated	3 Normandy Rd Mount Eden Auckland 1024 New Zealand	$20,000.00	Eligible
ASF2301-121	The Brain Injury Association Auckland Inc	207 Manukau Rd Epsom Auckland 1023 New Zealand	$20,000.00	Eligible
ASF2301-108	The Music Association Of Auckland	31 Dudley Rd Mission Bay Auckland Auckland 1071 New Zealand	$3,575.00	Eligible
ASF2301-147	Touch Compass Dance Trust	43A Linwood Ave Unit 4G-5G Mount Albert Auckland 1025 New Zealand	$20,000.00	Eligible
Total			$367,194.82

Horopaki

Context

9. 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.

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

11. The local board grants programme sets out:

· local board priorities

· lower priorities for funding

· higher priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close any additional accountability requirements.

12. The Albert-Eden Local Board adopted the Albert-Eden Local Board Community Grants Programme 2022/2023 on 17 May 2022 (Attachment A). The document sets application guidelines for contestable grants.

13. The community grants programmes have been extensively advertised through the council grants webpage, local board webpages, local board e-newsletters, Facebook pages, council publications and community networks.

14. The local board has set a total community grants budget of $140,500 for the 2022/2023 financial year. A total of $126,418.60 was allocated in the previous grant rounds. This leaves a total of $14,081.40 to be allocated to one quick response round.

15. An additional fund of $24,479.17 was allocated to the grants budget (AE/2023/51).

16. The Albert-Eden Local Board has set a total accommodation budget of $171,158 for the 2022/2023 financial year, with one grant round.

17. Thirty applications were received for the Albert-Eden Accommodation Support Fund 2023, requesting a total of $367,194.82.

Tātaritanga me ngā tohutohu

Analysis and advice

18. The aim of the local board grants programme is to deliver projects and activities which align with the outcomes identified in the local board plan. All applications have been assessed utilising the Community Grants Policy and the local board grant programme criteria. The eligibility of each application is identified in the report recommendations.

Tauākī whakaaweawe āhuarangi

Climate impact statement

19. The local board grants programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups with projects that support community climate change 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

· decreasing use of single-occupancy transport options

· home energy efficiency and community renewable energy generation

· local tree planting and streamside revegetation

· education about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20. 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.

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

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

Local impacts and local board views

22. Local boards are responsible for the decision-making and allocation of local board community grants. The Albert-Eden Local Board is required to fund, part-fund or decline these grant applications in accordance with its priorities identified in the local board grant programme.

23. Staff will provide feedback to unsuccessful grant applicants about why they have been declined, so they can increase their chances of success in the future.

24. A summary of each application received through Albert-Eden Quick Response Round Three 2022/2023 (Attachment B) and the Accommodation Support Fund 2023 (Attachment C) is provided.

Tauākī whakaaweawe Māori

Māori impact statement

25. 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 grants processes.

26. Four applicants applying to Albert-Eden Quick Response Round Three and ten applicants applying to Mulitboard Grants Round Two indicate projects that target Māori or Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

28. The local board has set a total community grants budget of $140,500 for the 2022/2023 financial year. A total of $126,418.60 was allocated in the previous grant rounds. This leaves a total of $14,081.40 to be allocated to one quick response round.

29. Eighteen applications were received for Quick Response Round Three 2022/2023, requesting a total of $41,346.13.

30. The Albert-Eden Local Board has set a total accommodation budget of $171,158 for the 2022/2023 financial year, with one grant round.

31. Thirty applications were received for the Albert-Eden Accommodation Support Fund 2022, requesting a total of $367,194.82.

32. 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

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

Ngā koringa ā-muri

Next steps

34. Following the Albert-Eden Local Board allocation of funding for round three of the quick response, and the accommodation support round, staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Albert-Eden Community Grants Programme 2022/2023	39
b ⇨	Albert-Eden Quick Response Round Three 2022/2023 - Application Summary (Under Separate Cover)
c ⇨	Albert-Eden Accommodation Support Fund - Application Summary (Under Separate Cover)

Ngā kaihaina

Signatories

Authors

Vincent Marshall - Grants Advisor

Moumita Dutta - Senior Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Nina Siers - Local Area Manager

Albert-Eden Local Board

25 May 2023

Proposed new community lease to Mt Albert Rugby League Football Club Incorporated at Fowlds Park, 50 Western Springs Road, Mount Albert

File No.: CP2023/05435

Te take mō te pūrongo

Purpose of the report

1. To grant a new community ground lease to Mt Albert Rugby League Football Club Incorporated for reserve land located at Fowlds Park, 50 Western Springs Road, Mount Albert.

Whakarāpopototanga matua

Executive summary

2. The Mt Albert Rugby League Football Club Incorporated (club) seeks a new community lease to continue occupation and operation from the group-owned building at, Fowlds Park, 50 Western Springs, Mount Albert. (Attachment A – site plan).

3. The club currently holds a community ground lease which has reached final expiry on 31 March 2023. The lease is holding 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 Albert-Eden Local Board as part of the Community Facilities: Community Leases Work Programme 2022/2023 at the 21 June 2022 Albert-Eden Local Board meeting (Resolution number AE/2022/103).

5. The club aims to encourage the participation in the game of rugby league which provides health, and recreational benefits and a sense of belonging within the community. These activities align with the Albert-Eden Local Board plan 2020 Outcome Five – parks and community facilities meet a wide range of needs.

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

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

8. Staff visited the site on 24 November 2022 and the facilities appear to be well utilised and maintained.

9. The club has recently commenced renovations and improvements to the building, this includes the opening of a tuck shop on the ground floor. One of the conditions of the Landowner Approval was specific operating guidelines for the tuck shop, and that these conditions were to be included in the new lease.

10. A community outcomes plan has been agreed and will be appended to the lease. (Attachment B – Community outcomes plan).

11. Public notification and iwi consultation is not required as the 1992 Fowlds Park Management Plan recognises the club and its activities.

12. Staff engaged with internal stakeholders on the proposed new lease. No objections were received.

13. The site does not lie in a flood prone area nor is it susceptible to coastal inundation.

14. This report recommends that a new community lease be granted to the club for a term of three years commencing from 1 May 2023 with one three years right of renewal in line with the Albert-Eden Leasing Policy 2017.

15. If the Albert-Eden Local Board decides to grant the lease, staff will work with the lessee to finalise the lease agreement.

Ngā tūtohunga

Recommendation/s

That the Albert-Eden Local Board:

a) grant, under Section 54 (1) of the Reserves Act 1977, a new community lease to Mt Albert Rugby League Football Club Incorporated for 500 square meters (more or less) located at Fowlds Park, 50 Western Springs Road, Mount Albert on the land legally described as Allotment 177 Section 10 Suburbs of Auckland held as a classified recreation reserve, subject to the provisions of the Reserves Act 1977 (as per Attachment A –Site Plan), subject to the following terms and conditions:

i) term – three years, commencing 1 May 2023, with one three-year right of renewal with final expiry 30 April 2029

ii) rent – $1.00 plus Goods and Services Tax (GST) per annum if demanded.

iii) Community Outcomes Plan - to be appended to the lease as a schedule of the lease agreement (as per Attachment B – Community Outcomes Plan).

iv) include an additional obligation in the lease agreement that the lease holder takes actions to reduce the greenhouse gas emissions related to their operations to reduce climate impact.

v) include landowner approval conditions as per letter to the group dated 13 April 2023 for the operating of the tuck shop in the specific amendments

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

c) noting lease charges shall be reviewed by the local board in circumstances where there are changes to the Community Occupancy Guidelines 2012.

Horopaki

Context

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

17. The Albert- Eden Local Board approved the Community Facilities: Community Leases Work Programme 2022/2023 at their local board meeting on 21 June 2022 (Resolution number AE/2022/103).

18. The renewal of this lease to the club at Fowlds Park, 50 Western Springs Road, Mount Albert was part of the approved work programme. This report considers the new community lease as approved on the work programme.

Land, building/s and lease

19. Fowlds Park, 50 Western Springs, Mount Albert refer to (Attachment A Site Plan), sits on land that is owned by council legally described as Allotment 177 Section 10 Suburbs of Auckland as a classified recreation reserve, subject to the provisions of the Reserves Act 1977.

20. The club holds a community ground lease on the council owned land and group owned building situated at Fowlds Park, 50 Western Springs, Mount Albert.

21. The Fowlds Park Management Plan recognises the club and its activities.

22. The area proposed to be leased is 500 square meters (more or less) as outlined in Attachment A – Site Plan.

23. For a group owned building, all operational and maintenance costs are borne by the lessee. These costs are funded from membership fees, grants, sponsorship, fundraising and hireage.

24. The building is primarily used by the group to provide a facility to encourage the participation in the game of rugby league. The facility is also used for other sports, including netball and touch football.

25. The facility is well maintained and well utilised and operates seven days a week.

26. The club have started renovations and improvements to the clubrooms which will improve usage and provide better facilities to the community.

27. Landowner approval has been granted and the project started in January 2023 and will be conducted over two years which includes:

· internal and external (recladding) alterations to the building,

· establishing a ground floor tuck shop, retractable awning and outdoor seating for use during club events only.

· installing a new footpath along the northern boundary of the building.

28. These programmes provide health, and recreational benefits and a sense of belonging within the community.

Mt Albert Rugby League Football Club Incorporated

29. The club was established in 1927 and its primary purpose of the club is for rugby league and team sports to flourish for both genders. A facility that is welcoming and inclusive for the entire community. The club is guided by their values of Nurture, Lead, Pride and Succeed.

30. The club provides sport and recreation opportunities for members (players, coaches, managers, volunteers, and whanau), and affiliated groups from aged four years old to 70 (Masters rugby league).

31. The club is operational 12 months of the year, in winter months with rugby league, rugby union (through Mt Albert Grammar and Marist College) and netball, and in summer with Touch, Tag, and Softball.

32. The club is well managed and has 890 members, which is made up of 66% male and 34% female. The ethnicity of the members is diverse and is well catered for Māori and Pacific Islanders.

33. The club is affiliated with both regional and National bodies including, New Zealand Rugby League, New Zealand Tag, Netball New Zealand.

34. The club has one paid part-time member and 44 part time volunteers.

35. The club through the upgrade of the facility is expecting to expand its use into a community sports facility and thereby provide use of the facility to other sports users.

36. The club’s current community lease with the council commenced on 1 April 2008 and has reached final expiry on the 31 March 2023. The lease to the group is holding over on a month-by-month basis on the same terms and conditions until terminated or a new lease is formalised.

Tātaritanga me ngā tohutohu

Analysis and advice

37. 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 club is exercising this right by applying for a new lease.

38. 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.

39. On 24 May 2017 Albert-Eden Local Board resolved, under Resolution number AE/2017/52, on a community occupancy policy that outlines the standard terms for community leases and licence to occupy council sites in the Albert-Eden Local Board area for community owned buildings with a three-year standard term with a single three year right of renewal, giving a six-year term.

Public notification and engagement

40. Public notification and iwi consultation is not required as the 1992 Fowlds Park Management Plan recognises the club and its activities.

Assessment of the application

41. The club has submitted a comprehensive application supporting the new lease request and is able to demonstrate its ability to deliver a facility that encourages the participation in the game of rugby league, netball and touch which provides health, and recreational benefits and a sense of belonging within the community.

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

43. The club has all necessary insurance cover, including public liability and building insurance, in place.

44. A site visit has been undertaken by staff and the facility is well managed and maintained. The club is undertaking a major renovation to further enhance the facility.

45. A Community Outcomes Plan has been completed for the club 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.

46. 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.

47. Staff recommend that a new community lease be granted to the club for a term of three years commencing from 1 May 2023 with one three-year right of renewal.

Tauākī whakaaweawe āhuarangi

Climate impact statement

48. It is anticipated that continued activation of the building will not result in an increase of greenhouse gas emission. The group share their space which will however decrease overall energy use, as users will not consume energy at individual community spaces. The shared space will provide opportunity and enable people to enjoy positive healthy lifestyles and will increase capability and connections within local community.

49. 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.

50. 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.

51. Part of the upgrade of the building includes the installation of solar panels and a rainwater catchment system.

52. 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

53. Council staff from within the Customer and Community Services Directorate have been consulted. They are supportive of the proposed lease as it will include positive outcomes in the local community.

54. 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

55. The proposed lease will benefit the community by enabling initiatives that promote physical and social activities that will be delivered from Fowlds Park, 50 Western Springs Road, Mount Albert for the Albert-Eden Local Board area and its surrounding communities.

56. The assessment of the application was workshopped with the Albert-Eden Local Board on 23 February 2023. The local board indicated in principle support of the lease proposal.

57. The delivered activities align with the Albert-Eden Local Board Plan 2020 outcome and objective:

Table one: 2020 Albert-Eden Local Board Plan outcome and objective

Outcome	Objective
Outcome 5: Parks and community facilities meet a wide range of needs	Our people can live healthy active lifestyles.

Tauākī whakaaweawe Māori

Māori impact statement

58. Iwi engagement about the council’s intention to grant a new community lease for the club at Fowlds Park, 50 Western Springs Road, Mount Albert is not required as the 1992 Fowlds Management Plan recognises the club and its activities.

59. 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 through health and wellbeing benefits to Māori.

60. 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.

61. 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.

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

63. 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

64. 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 Fowlds 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.

65. Ongoing maintenance of the asset will be covered by the lessee.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

66. Should the local board resolve not to grant the proposed community lease to the club at Fowlds Park, 50 Western Springs Road, Mount Albert 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.

67. The new lease affords the groups security of tenure, enabling them to attend to the scheduled maintenance and improvements of the facility. Should the building become unoccupied, there is a risk associated with the lack of maintenance and possible improvements.

Ngā koringa ā-muri

Next steps

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A - Site plan	55
b ⇩	Attachement B - Community Outcomes Plan	57

Ngā kaihaina

Signatories

Author

Jo Heaven - Senior Community Lease Advisor

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Nina Siers - Local Area Manager

Albert-Eden Local Board

25 May 2023

Implementation of Albert-Eden Sport and Active Recreation Facilities Plan

File No.: CP2023/06296

Te take mō te pūrongo

Purpose of the report

1. To seek approval of $30,000 grant funding to the Mount Albert Rugby League Club Incorporated for the delivery of a priority project identified within the Albert-Eden Sport and Active Recreation Facilities Plan

Whakarāpopototanga matua

Executive summary

2. The Albert-Eden Local Board (the board) adopted the Albert-Eden Sport and Active Recreation Facilities Plan (SARFP) in December 2021 to provide strategic guidance on the provision of the local sporting facilities network [AE/2021/191].

3. The SARFP identifies a range of projects including planning/investigations, master planning/spatial analysis, repair/maintenance, and capital development. All projects were assessed and prioritised using a project assessment framework.

4. In June 2022, the board allocated $30,000 Locally-driven Initiatives (LDI) budget through the Customer and Community Services work programme to implement the findings of the plan, by way of grants to community led projects (AE/2022/104)

5. Three projects were considered for potential funding, all of which are deemed as high/medium priority within the plan.

6. Staff recommend that the $30,000 allocation be made as a grant to Mount Albert Rugby League Club Incorporated, which will support the renovations of its existing building at Fowlds Park, Mt Albert

Ngā tūtohunga

Recommendation/s

That the Albert-Eden Local Board:

a) grant Mount Albert Rugby League Club Incorporated $30,000 from the 2022/2023 Albert-Eden Sport and Active Recreation Facilities Plan implementation budget to support a project to address weather-tightness issues, accessibility and reconfiguration of changing facilities.

Horopaki

Context

Albert-Eden Local Board - Customer and Community Services Work Programme 2022/2023

7. On 21 June 2022 the board approved the 2022/2023 Customer and Community Services work programme which included item number 3006:

Activity Name: AE Sport and Active Recreation Facilities Plan Implementation

Activity Description: Support priority projects within the Sport and Active Recreation Facilities Plan. Assess implementation options for funding and allocation of grants based on criteria in the plan [AE/2022/103].

8. The board allocated $30,000 Locally-driven Initiatives operational budget for 2022/2023 with a further $150,000 indicatively for outer years.

Albert-Eden Sport and Active Recreation Facilities Plan 2021

9. The board adopted the SARFP in December 2021 [Resolution AE/2021/191].

10. The SARFP will assist the local board and all stakeholders in prioritising future investment into sport and active recreation facility projects. This approach looks to maximise the community impact of that investment.

11. Through the analysis stage of this plan’s development, a range of projects were identified including planning/investigations, master planning/spatial analysis, repair/maintenance, and capital development. All projects have been assessed using the project assessment framework.

Tātaritanga me ngā tohutohu

Analysis and advice

2022/23 Implementation of the Albert-Eden Sport and Active Recreation Facilities Plan 2021

12. The SARFP identifies 30 projects ordered by the asset owner (council, communities, and other/mixed) and each project is assigned a priority level (high, high-medium, medium, low). The priority level reflects the score each project received through the assessment process.

13. Priority projects identified in the development of the plan were assessed using four guiding principles, derived from Increasing Aucklanders’ Participation in Sport: Investment Plan 2019-2039 and supported by a series of components from The New Zealand Sporting Facilities Framework.

14. $30,000 LDI OPEX funding is available funding in the 2022/2023 work programme to implement the findings of the plan for one year. Funds are to be allocated by way of grants to community led projects.

15. Three high/medium projects were considered as potentially suitable for investment in 2022/2023. Other projects identified in the plan are not considered suitable or priority for investment at this time as they are:

· planning projects which will have lower immediate impacts for the community.

· engage projects which do not require funding.

· community-led projects which are not at a stage where they require local board funding.

Options assessment

16. Three high/medium projects have been considered as potentially suitable for investment:

Table 1: Options for local board funding

Projects Considered	Information
Mount Albert Rugby League Football Club – Fowlds Park	Development of addressing weather tightness issues – remedial work on roof and cladding Physical accessibility – installation of lift and disabled toilet Reconfigure changing rooms to accommodate female member use.
Medium/High

Auckland Badminton Association, Auckland Table Tennis Association and Olympic Weightlifting Auckland – Pascoe Quarry Reserve	Auckland Badminton and Table Tennis site options assessment. Facilities have condition issues and demand pressures that will need to be addressed.
Medium/High

Marist Saints Rugby League Club – Murray Halberg Park	Potential opportunity for Marist Saints Rugby League Club to develop a community hub to replace the existing dilapidated clubrooms.
Medium/ High

17. Alternatively, a fourth option could be considered with a decision to not allocate the $30,000 LDI OPEX funding available.

Mount Albert Rugby League Football Club

18. Mount Albert Rugby League Football Club was founded in 1927 and has been incorporated since 1956. Currently boasting over 1000 players members through rugby league, netball, touch rugby and tag.

19. The recommendation supports a contribution towards the broader clubroom upgrades for the Fowlds Park based club. This involves weathertightness issues, physical accessibility, and the reconfiguration of the changing rooms to accommodate female members use. This is identified as a priority project in the plan.

20. Building consents were approved and issued by Auckland Council on 12 December 2022.

21. Mount Albert Rugby League has currently confirmed $670,000 towards the overall project from third party organisations including North South Trust, Four winds foundation, Grassroots trust and NRL Legacy fund.

22. Mount Albert Rugby League have applied to the Sport and Recreation Facilities Investment Fund for $900,000.

23. The project is already underway with construction starting on addressing the weather tightness and installing a disabled lift and toilet in the clubrooms. Upgrades to the changing rooms expected to begin in September 2023.

24. Mount Albert Rugby League can use the money immediately to deliver its project and begin achieving community outcomes.

25. Tenure expired 31 March 2023, with a renewal of lease lodged by Mount Albert Rugby League Football Club.

Auckland Badminton Association, Auckland Table Tennis Association and Olympic Weightlifting Association

26. Auckland Badminton Association, Auckland Table Tennis Association and Olympic Weightlifting Association in partnership to consider options to investigate and design a fit-for-purpose facility for their users.

27. On April 19, 2022, Albert-Eden Local Board approved the reallocation of underspend locally-driven initiatives through a new Customer and Community Services work programme activity: Sport and Active Recreation Facilities Plan Implementation - $120,000. (AE/2022/49) $80,000 was allocated to this project.

28. The project was successful in receiving $150,000 through the Sport and Recreation Facilities Investment Fund in September 2022.

29. Auckland Badminton Association (on behalf of the partners) is currently using existing funds to progress this project and does not currently require additional funds from Albert-Eden Local Board.

Marist Saints Rugby League

30. Marist Saints Rugby League Club are seeking to replace their existing clubrooms, with a potential opportunity to develop a community hub.

31. On April 19,2022, Albert-Eden Local Board approved reallocation of underspend locally driven initiative through a new Customer and Community Services work programme activity: Sport and Active Recreation Facilities Plan Implementation $120,000 (AE/2022/49), $40,000 was allocated towards Marist Saints Rugby League Club - Murray Halberg Park.

32. This funding supported a governance model review to be conducted to identify the best approach for the management and operations of the potential community hub and the development of foundation documents for the structure.

33. The review has been completed and the information will be shared with the local board.

34. Further information is needed to understand the direction of the project following recommendations from the governance work and confirmation of external funding sources or partnerships.

Recommendation

35. Given the above analysis staff recommend funding for Mount Albert Rugby League Football Club project at Fowlds Park.

Tauākī whakaaweawe āhuarangi

Climate impact statement

36. The project address weather-tightness and cladding issues and therefore will extend the life of the existing asset.

37. As part of the project, water tanks, solar panels and EV charging will be added to improve the sustainability of the existing building.

38. Staff will develop funding agreements which will outline the requirement to assess the environmental impact as part of the design, construction, and ongoing operational viability of any development concept.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

39. There are no implications on known plans or projects for the wider council whānau.

40. Staff continue to work in collaboration to analyse the inclusion of projects into the local board work programme and partner with community groups and external funding partners to progress community priority projects. The adopted plan has been shared with council teams working in the following areas:

· Area Operations

· Local Board Work Programme Planning

· Parks Maintenance

· Community Leasing

· Local Board Services.

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

Local impacts and local board views

41. Investment in the recommended project would support outcomes related to the Albert-Eden Local Board Plan including:

· Outcome 1: Resilient, connected and empowered communities who value diversity.

· Outcome 5: Parks and community facilities meet a range of needs.

42. The board adopted the Sport and Active Recreation Facilities Plan in December 2021 [AE/2021/191].

43. At the workshop on 11 May 2023 direction workshop the board noted general support for the Mount Albert Rugby League Club project for this round of funding and that other projects are considering for funding in subsequent years, should budget be allocated.

Tauākī whakaaweawe Māori

Māori impact statement

44. As part of the Mount Albert Rugby league club building project, contact and discussions have been held with the CEO of Ngāti Whātua Ōrākei and advice has been provided that supports the club.

45. The recommended project has a substantial number of members who are Māori and who will benefit from the renovations.

Ngā ritenga ā-pūtea

Financial implications

46. On 21 June 2022 the board approved the 2022/2023 Customer and Community Services work programme including item 3006, Albert-Eden Sport and Active Recreation Facilities Plan Implementation.

47. Activity Description: Support priority projects within the Sport and Active Recreation Facilities Plan. Assess implementation options for funding and allocation of grants based on criteria in the plan [AE/2022/103].

48. This item has $30,000 Locally-driven Initiatives operational budget allocated for 2022/2023. Recommendation proposes to spend the $30,000 on one project.

49. There are no financial implications in implementing this work programme item.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

50. The uncontestable nature of the funding coupled with the recommended projects brings some risks, as outlined below. The risk has been mitigated by committing through the plan to support other projects identified, as funding becomes available.

Table 4: Risks and mitigations

Risks	Mitigations
Community groups who do not receive funding may feel aggrieved.	Recommendations support a priority project identified within the plan. Project has been independently assessed in alignment with council’s investment priorities for community sport.

Ngā koringa ā-muri

Next steps

51. Should the board approve the grant allocation staff will work with the recipient to set in place a funding agreement and project plan to achieve the desired outcomes.

52. A progress update will be provided to the board at a workshop and project updates provided through the board’s quarterly reports in FY2023/2024.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Yvaan Hapuku-Lambert - Sport & Recreation Lead

Authorisers

Dave Stewart - General Manager Active Communities

Nina Siers - Local Area Manager

Albert-Eden Local Board

25 May 2023

Approval of the draft Windmill Park concept plan for consultation

File No.: CP2023/06390

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the draft concept plan for Windmill Park (48 – 108 Windmill Road) and to progress the draft concept plan to public consultation.

Whakarāpopototanga matua

Executive summary

2. The preparation of the draft concept plan for Windmill Park was identified in the 2022/2023 Albert-Eden Local Board work programme. The local board requested that staff look at the possibility of providing recreational facilities for the local community to enjoy.

3. The local board has allocated $79,514.00 of Locally Driven Initiative (LDI) Capex funding towards the draft concept plan for Windmill Park. The project will deliver on the Local Board Plan Outcome “parks and community facilities meet a wide range of needs” and objective that “our parks and open space meet the needs of growing populations and diverse communities” and was approved by the local board as part of the 2022/2023 Customer and Community Services Work Programme (resolution number AE/2022/103).

4. Development of the draft concept plan has included asking the community how they used Windmill Park and what they thought about the potential ideas for the future. Through Auckland Council’s “Have Your Say” website, 283 online responses were received. Thirty-two people provided feedback at the park open-day, two written submissions were received, and six different groups interested in Windmill Park had face-to-face meetings.

5. Following presenting at the Iwi Mana Whenua Forum Te Ākitai Waiohua, Te Patukirikiri expressed an interest to be part of the draft concept plan’s development. Following a hikoi of the site with staff, staff held joint workshops with the local board to define the objectives for the draft concept plan to guide its development.

6. The draft concept design was presented to the local board at the 23 March 2023 workshop, and two prior workshops were held with the local board to share foundation documents as they were completed. The Windmill Park Summary of Engagement and Wider Needs Assessment (Attachment A) was presented on 13 September 2022 and the Windmill Park Draft Spatial Plan was presented on 8 December 2022. Feedback from local board workshops has been incorporated into the Draft Windmill Park Concept Plan (Attachment B).

7. Staff now seek approval for the draft concept plan for Windmill Park to be used in the next and final round of community engagement before seeking approval from the local board to adopt the concept plan for Windmill Park.

8. Public consultation on the draft Windmill Park Concept Plan will take place from mid-June until mid-July 2023. Staff will then have a stronger understanding of priorities from the community to assist future funding decisions by the local board.

9. The concept plan, once adopted, will include several enhancements to the park requiring funding over time.

10. Accurate commencement and duration of any physical works is not known at this time and will be confirmed as and when elements are included in future Customer and Community Services Work Programmes.

Ngā tūtohunga

Recommendation/s

That the Albert-Eden Local Board:

a) approve the Draft Windmill Park Concept Plan for use in public consultation.

b) approve the Windmill Park Concept Plan consultation pack for use in community engagement.

Horopaki

Context

11. Windmill Park is located at 48 – 108 Windmill Road. The park currently includes outdoor netball/tennis/futsal courts, open space with cricket pitches, a nature/off leash dog area, half-court basketball court, pétanque terrain and a public building with public toilets.

Figure 1: Windmill Park - Location

12. As a part of the Albert-Eden 2022/2023 Customer and Community Services work programme, the local board has requested that staff look at the possibility of providing recreational facilities for the local community to enjoy. The local board allocated $79,514.00 of LDI-capex funding towards the draft concept plan for Windmill Park and this was approved by the local board as part of the 2022/2023 Customer and Community Services Work Programme (resolution numberAE/2022/103).

13. Auckland Council engaged Bespoke Landscape Architects and Visitor Solutions to undertake a needs assessment and develop the concept plan for the park. The purpose of the needs assessment and concept plan are:

Engage partners, stakeholders, and the community to understand the current and future needs for Windmill Park and develop a concept plan responding to the identified needs and outline the future layout, priorities, and development of Windmill Park.

14. Vital to the development of the concept plan is a partnership approach to the delivery of the project with the Albert-Eden Local Board and mana whenua, represented by Te Ākitai Waiohua and Patukirikiri. This is intended to be an ongoing process that continues throughout the concept plan process and onwards in the realisation of physical changes within the park.

15. The drivers for undertaking a needs assessment and concept plan are:

· In 2016 a fire destroyed the grandstand adjoining the courts and in 2021 one of the clubroom buildings was demolished as it was no longer safe to occupy. This opened the opportunity to consider if/how these spaces could be utilised.

· In 2021, the Albert-Eden Indoor/Covered Court Study identified a potential opportunity for covered courts at the park which requires further investigation.

· There is a desire for more play and recreation opportunities in the park.

16. The needs assessment report provided an essential snapshot for Windmill Park that analysed the existing context of the park and highlighted the current trends, needs and wants of its stakeholders and users. A variety of engagement methods were employed by Visitor Solutions, including surveys, open days, workshops and focused meetings with key stakeholder groups.

17. Through the collation and analysis of the data received, it provided a detailed level of feedback to inform the development of the concept plan. This has been summarised to offer three park objectives and in relation to these three objectives, ten categories of key findings.

18. The park objectives are intended to guide the development of the concept plan but also provide the opportunity to explore the identified needs and acknowledge, protect and enhance iwi mana whenua cultural heritage in an ongoing collaborative process.

19. The Windmill Park concept plan objectives are:

· Protect and enhance views of the maunga: protect the viewshafts of Maungawhau and Maungakiekie from multiple vantage points in Windmill Park as the highest priority. Where possible, opportunities to enhance and expose new viewshafts should be explored.

· Balance between structured sport and informal recreation: balance the development of Windmill Park to provide equitably for structured sport and informal recreation. Provide for increased and diverse active participation at Windmill Park, but carefully consider the impact of any additional use on the wider community.

· Protect green open space cultural and historical values: protect the green open space, natural areas, geological and archaeological features within Windmill Park and enhance where appropriate both the cultural and historical interpretation, and environmental outcomes that Windmill Park can deliver.

Tātaritanga me ngā tohutohu

Analysis and advice

Consultation / Engagement

20. In July 2022, staff asked the community how they used Windmill Park and what they thought about the potential ideas for the future of the park. The online survey was completed by 283 people. Thirty-two people engaged with staff at the park open-day, two written submissions were received, and stakeholder meetings were held with Auckland Netball Centre, Auckland Tennis, Auckland Basketball, Auckland Cricket, Epsom and Eden District Historical Society Inc and Epsom Eden Tennis and Squash Club.

Themes from engagement

21. From the July 2022 engagement staff heard:

· Windmill Park is well used and a highly valued park for sport and recreation.

· It is important to find a balance to protect everything special about the park and make improvements to enable more people to enjoy the park, especially as the local area grows.

· Most people thought the facilities at Windmill Park are good quality except for the toilets and seating.

· Many users and neighbours said the parking associated with use of the park is a concern.

· There is support for a range of potential improvements including:

o providing some shelter from the wind, rain and sun and introducing a cover for some courts

o introducing some play opportunities for children and families

o installing a water fountain and providing better toilets, seating and planting

o providing some historical interpretation of the park.

22. Detailed stakeholder and community feedback is attached to the report as Attachment A - Windmill Park Summary of Engagement and Wider Needs Assessment.

Options assessment

23. A summary of possible improvements for Windmill Park is outlined in Attachment B - Draft Windmill Park Concept Plan. An explanation of why some ideas is included in draft concept plan and some are not is outlined in Attachment C - Windmill Park Draft Concept Plan Consultation Pack.

Tauākī whakaaweawe āhuarangi

Climate impact statement

24. The council’s climate goals as set out in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan 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.

25. Where the draft concept plan includes development of new elements, it is anticipated that there will be an increase in carbon emission from construction, including contractor emissions. Staff will seek to minimise carbon and contractor emissions as far as possible when delivering the project.

26. Maximising the upcycling and recycling of existing material, aligned with the waste management hierarchy (prevention, reduction, recycle), will also be prioritised to ensure minimum impact.

27. Windmill Park is not in a flood zone.

Figure 1: Windmill Park – Surrounding Flood Zone

A picture containing map, aerial photography, urban design, bird's-eye view

Description automatically generated

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. Windmill Park is a local park that provides amenity to the surrounding community. Elements identified to improve aspects of the park are supported by staff in the Parks and Community Facilities department.

29. Collaboration with staff will be ongoing to ensure that development elements of the final concept plan is appropriately integrated into the operational maintenance and asset management systems once completed.

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

Local impacts and local board views

30. The park is surrounded by Nicholson Park, Mt Eden Tennis Club, the University of Auckland Epsom Campus, Melville Park and the Eden Epsom Tennis and Squash Club. These open park spaces and clubs offer a range of informal and formal recreation and sport opportunities.

31. Local board members met with representatives from Te Patukirikiri Trust and Te Ākitai Waiohua on two occasions and staff presented to the board through workshops on three further occasions. At the 13 September 2022 workshop staff presented the Windmill Park Summary of Engagement and Wider Needs Assessment, at the 8 December 2022 workshop staff presented the draft spatial plan and at the 9 March 2023 workshop staff presented the draft concept plan for Windmill Park.

Table 1: 2020 / 2023 Local Board Plan outcomes and objectives

Outcome	Objective
Outcome 5: Parks and community facilities meet a wide range of needs	Our parks and open space meet the needs of growing populations and diverse communities

Tauākī whakaaweawe Māori

Māori impact statement

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

33. Engagement with mana whenua on this project has been undertaken as part of the consultation process. The intention to prepare a concept plan for Windmill Park was presented to the Auckland Council Parks and Recreation Mana Whenua North / West Forum on 9 June 2022.

34. Of the members present at the presentation and who the presentation was circulated to, staff had three responses, from Ngāti Tamaoho Trust, Te Patukirikiri Trust and Te Ākitai Waiohua. While Ngāti Tamaoho expressed concern around the impact of contaminants from internal combustion engine vehicles on stormwater quality, only Te Patukirikiri Trust and Te Ākitai Waiohua expressed an interested in attending a hikoi of the park on 16 June 2022.

35. Representatives from Te Patukirikiri Trust and Te Ākitai Waiohua met two further times with local board members and staff on 19 August and 29 November 2022 respectively to discuss objectives for the concept plan that would guide its development.

36. Cultural heritage feedback is detailed the Windmill Park Summary of Engagement and Wider Needs Assessment (Attachment B).

37. There will be further opportunities for mana whenua to be involved when elements affirmed through the concept plan are progressed in the future.

Ngā ritenga ā-pūtea

Financial implications

38. A total budget of $79,514.00 has been approved by the local board for this concept plan across the current and following financial year.

39. The concept plan, once adopted, will include a number of enhancements to the park requiring funding over time. Following community engagement on the draft concept plan, staff will have a stronger understanding of priorities from the community to assist future funding decisions by the local board.

40. Funding allocation for the renewal and development of the reserve is in the following financial years:

Budget source	FY23/24	FY24/25	FY25/26	FY26/27	Total ($)
Renewals	$948,866.00 (in delivery)				$948,866.00
Long Term Plan
LDI Capex		$60,000.00			$60,000.00
Growth
Total allocated budget					$908,866.00
Maintenance cost	TBC	TBC	TBC	TBC	TBC

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

41. The following risks and mitigations have been considered:

Risks identified	Mitigation
Timeframe	Following community engagement on the draft concept plan, staff will have a stronger understanding of priorities from the community to assist future funding decisions by the local board.
Budget	The local board will look to fund development elements through future Customer and Community Services work programmes.
Dependencies on any other project / department	None at this time.
Reputational	None at this time. This report is for approval from the local board to engagement and consult with the community on the draft Windmill Park Concept Plan.

Ngā koringa ā-muri

Next steps

42. Table 1 below summarises the anticipated next steps and estimated delivery timeframes for the concept plan.

Table 1: Project phasing and timelines

Project phase	Planned completion timeframe
Public consultation of the draft Windmill Park Concept plan	June / July 2023
Concept plan approval by Albert-Eden Local Board Once the concept plan is approved by the local board, the development elements identified in concept plan can be prioritised with the local board. Development elements identified in the concept plan are currently unfunded and will need to be considered through future Customer and Community Services work programmes.	September 2023
Physical works Accurate commencement and duration of any physical works is not known at this time and will be confirmed as and when elements are included in future Customer and Community Services work programmes.	TBC

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Attachment A - Windmill Park Summary of Engagement & Wider Needs Assessment	75
b ⇩	Attachment B - Draft Windmill Park Concept Plan	137
c ⇩	Attachment C - Draft Windmill Park Concept Plan Consultation Pack	173