Agenda of Kaipātiki Local Board - Wednesday, 21 June 2023

1 Nau mai | Welcome

The meeting will be opened with a Karakia.

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2 Ngā Tamōtanga | Apologies

At the close of the agenda no apologies had been received.

3 Te Whakapuaki i te Whai Pānga | Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

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

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

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

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

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

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

4 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Kaipātiki Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 17 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

6.1 Joan Lardner-Rivlin

Te take mō te pūrongo

Purpose of the report

1. To acknowledge the passing of prominent local Kaipātiki resident Joan Lardner-Rivlin on 10 June 2023 and express its sincere condolences to the Lardner-Rivlin family.

Whakarāpopototanga matua

Executive summary

2. Joan Lardner-Rivlin was awarded a Queen’s Service Medal for her service to seniors in the 2019 New Year’s Honours.

3. Joan Lardner-Rivlin worked with the Volunteer Community Coordinators programme with the Office for Senior Citizens from 2005 until 2014. She was Secretary of the Auckland District Council of Social Services (ADCOSS), through which she helped launch an Inner-City Network in partnership with the Waitematā Local Board and the Department of Internal Affairs to enable inner city residents to attend regular meetings to learn about resources and opportunities, or to share concerns about challenges they faced.

4. Joan Lardner-Rivline was Chairperson of Takapuna North Community Trust and worked on various community projects, including annual Intergenerational Dialogue forums on a range of topical issues.

5. Auckland Council’s Seniors Advisory Panel was established in May 2014 and Joan was an active member during the 2013-2016 and 2016-2019 term. This panel focused on better public transport services and accessible options for seniors, quality housing options, and culturally diverse programmes for senior communities.

6. Joan was also a member of Northcote Citizens Advice Bureau (CAB) and the North Shore CAB Board. Mrs Lardner-Rivlin was a Trustee of the Kaipātiki Community Facilities Trust, a member of the Birkdale Beach Haven Community Project and Age Concern, and Chairperson of the North Shore-based Our Women’s Network.

7. Joan was actively involved with PHAB and was very passionate with what PHAB were doing. It was 51 years ago that Joan along with Joyce Lavendar brought PHAB to New Zealand shores.

8. Joan Lardner-Rivlin, also began presenting on Radio Shalom in 1998 and served as both a programme maker and committee member for thirty years, many of them as Chairperson. Her love of radio centred around its ability to keep members of the community connected, for people to tell their stories and to share their music, enthusiasm and opinions.

9. Joan was a very respected and much-loved woman and will be greatly missed.

10. The Kaipātiki Local Board would like to acknowledge the passing of Joan Lardner-Rivlin and express its sincere condolences to the Lardner-Rivlin family.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) acknowledge the recent passing of Joan Lardner-Rivlin and express its sincere condolences to the Lardner-Rivlin family.

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Kaipātiki Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Big Brothers Big Sisters Auckland - Chelsey Harnell

Te take mō te pūrongo

Purpose of the report

1. The purpose of this deputation is to update the Kaipātiki Local Board regarding Big Brothers Big Sisters Auckland.

Whakarāpopototanga matua

Executive summary

2. Chelsey Harnell, Programme Manager and Katrina Parsonson, Fundraising Coordinator, will be in attendance to address the board on this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) receive the deputation from Big Brothers Big Sisters and thank Chelsey Harnell and Katrina Parsonson for their attendance and presentation.

Attachments

a 21 June 2023 - Kaipātiki Local Board business meeting - Big Brothers Big Sisters Auckland presentation........... 331

8.2 Havendale Loop - Neil Coleman

Te take mō te pūrongo

Purpose of the report

1. The purpose of this deputation is to update the Kaipātiki Local Board regarding the Havendale Loop.

Whakarāpopototanga matua

Executive summary

2. Neil Coleman, local resident and cyclist of Beach Haven, will be in attendance to address the board on this item.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) receive the deputation from Neil Coleman and thank him for his attendance and presentation.

Attachments

a 21 June 2023 - Kaipātiki Local Board business meeting - The Havendale Loop............................................................ 341

9 Te Matapaki Tūmatanui | Public Forum

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

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

10 Ngā Pakihi Autaia | Extraordinary Business

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

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

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

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

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

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

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

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

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

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

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

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

Kaipātiki Local Board

21 June 2023

Birkenhead War Memorial Kauri Dieback track upgrade - proposed changes to the project

File No.: CP2023/06985

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the detailed design and allocation of (ABS): Capex Local Renewal funding to renew track sections as part of the Birkenhead War Memorial Park kauri dieback track upgrade that are currently not funded by the Natural Environment Targeted Rate.

Whakarāpopototanga matua

Executive summary

2. Birkenhead War Memorial Park is in Birkenhead, North Shore and covers an area of approximately 30 hectares.

3. The Kaipātiki Local Board approved the Kauri Dieback Mitigation Work Programme as part of their Customer and Community Services Work Programme for 2022/2023 on 22 June 2022 (resolution number KT/2022/128). The Kauri Dieback Mitigation Work Programme is funded from the Natural Environment Targeted Rate (NETR) and aims to protect healthy kauri and prevent kauri dieback spread. Birkenhead War Memorial Park was identified by the local board as a possible joint funding opportunity.

4. NETR funding can only be used for kauri dieback track upgrades in the kauri forest area within the Birkenhead War Memorial Park track system. A local board renewal funding contribution is required for a step free connection, new tracks from the sports field to connect into existing track networks, and the removal of an old bridge that is no longer used and is now deemed unsafe.

5. The local board supported the Birkenhead War Memorial Park kauri dieback track upgrade as a priority project, and inclusion of the project into the existing project line item, ‘Kaipātiki - renew walking tracks 2022/2023’ which has $980,000 (ABS): Capex – Local Renewals budget allocated over four years. Staff are seeking local board approval for $408,041 to be allocated towards this project.

6. The local board requested staff to present a report for a formal decision on the contribution of (ABS): Capex – Local Renewals budget funding, once detailed designs were completed. The report has been delayed due to project timing, the 2022 local body elections and other priorities.

7. Local board members were supportive of the detailed design presented at a workshop on 14 December 2022. To ensure that this project retained momentum, staff requested separable portions of the track to be priced as part of the tender, to align with resolutions. Staff intend to incorporate all portions into one contract if the local board approves the allocation of (ABS): Capex – Local Renewals budget.

8. The contract has been awarded and resource consent granted, with physical works due to start in October 2023.

9. In January 2023, Auckland had a severe weather event which caused several slips within the Auckland region. Birkenhead War Memorial Park had two major slips, one of which occurred where the newly formed track from the cricket, athletics and rugby league field was proposed to be located. The detailed design has been updated to reflect this, and the new walkway will now align closely to the cricket field fence and connect to the existing track network.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) whakaae / approve the detailed design for the Birkenhead War Memorial Kauri Dieback Track Upgrade (refer to Attachment A of the agenda report).

b) whakaae / approve Asset Based Services (ABS): Capex – Local Renewals budget of $73,621 plus 15 per cent contingency (for tracks S6, S6A and S6B) to create new track alignments and connect into existing track, funded from the ‘Kaipātiki – renew walking tracks 2022/2023’ line in the 2021-2024 Customer and Community Services work programme.

c) whakaae / approve (ABS): Capex – Local Renewals budget of $212,197 plus 15 per cent contingency for realignment of the Birkenhead War Memorial Kauri Dieback track upgrade (track S10) to create a new high bridge with boardwalks to provide a step-free connection, funded from the ‘Kaipātiki – renew walking tracks 2022/2023’ line in the 2021-2024 Customer and Community Services work programme.

d) whakaae / approve Asset Based Services (ABS): Capex – Local Renewals budget of $69,000 plus 15 per cent contingency for the removal of the old bridge and unused structure (off track S10 - decommissioned), funded from the ‘Kaipātiki – renew walking tracks 2022/2023’ line in the 2021-2024 Customer and Community Services work programme.

e) tuhi ā-taipitopito / note that the above contribution of Asset Based Services (ABS): Capex – Renewals budget will work in conjunction with the Natural Environment Targeted Rate (NETR) to upgrade tracks at the Birkenhead War Memorial Park to Kauri Dieback track standards.

f) tautapa / delegate the chairperson or a local board member to amend the project including:

i) changes to project scope, budgets, timing.

ii) addition of new projects within available budget.

Horopaki

Context

10. Birkenhead War Memorial Park is in Birkenhead, North Shore and covers an area of approximately 30 hectares. The park can be accessed from the northern side through Park Hill Road, from the eastern side through Recreation Drive and from the southern side through the Birkenhead pool car park.

11. At least half of the park is covered with regenerating native bush, including mature kauri trees. The rest of the park contains playing fields, three historic cemeteries, a public swimming pool and leisure centre, and several diverse community facilities that cater to all age groups.

12. There are approximately 3.5 km of tracks throughout the park, which were constructed in the 1950s and 1960s to provide access through the forested areas. The tracks are mostly aggregate surfaced with some boardwalk areas with boxed steps, which have deteriorated in condition and are due for renewal.

13. Due to the spread of kauri dieback disease, some tracks within the park were closed in 2018. The local board, at their 17 October 2018 business meeting, endorsed the continuation of closures of identified tracks and requested that staff develop recommendations for the long-term management of tracks in the Kaipātiki Local Board area (resolution number KT/2018/186).

14. A previous access point from the cemeteries on Birkenhead Road was closed to protect the park’s kauri in the 2020/2021 financial year.

15. The Kaipātiki Local Board approved the Birkenhead War Memorial Park Masterplan in August 2019, which identifies the park as a priority greenway project. Identified opportunities included:

· improving the recreational value of the park

· providing mostly step-free all abilities access in parts of the park

· protecting against the spread of kauri dieback disease.

16. The Kaipātiki Connections Network Plan also identifies Birkenhead War Memorial Park as a priority greenway project that would improve access to local schools.

Background

17. The local board approved the Kauri Dieback Mitigation Work Programme to protect healthy kauri and prevent kauri dieback spread in the Kaipātiki Local Board area, as part of their Customer and Community Services Work Programme.

18. At a workshop on 27 April 2022, the Birkenhead War Memorial Park kauri dieback track upgrade was identified by the local board as a joint funding opportunity. The local board requested that the staff investigate a detailed design to include a step free track and creation of a new track from the cricket, athletics and rugby league field to connect into the existing network, as well as the removal of an old bridge that is no longer used and is now deemed unsafe.

19. The NETR budget would fund all the kauri dieback track upgrades within the kauri forest area in the park. An (ABS): Capex - Renewals funding contribution is required for the other sections requested by the local board, as these cannot be funded through NETR.

20. Local board members were supportive of the detailed design presented at a workshop on 14 December 2022. To ensure that this project retained momentum, staff requested separable portions of the track to be priced as part of the tender. The contract has been awarded and resource consent granted, with physical works due to start in October 2023. Staff intend to incorporate all portions into one contract if the local board approves the allocation of (ABS): Capex – Local Renewals budget.

21. In January 2023, Auckland had a severe weather event which caused several slips within the Auckland region. Birkenhead War Memorial Park had two major slips. The first slip has been cleared so that the Birkenhead War Memorial Park Shared Path project could continue and be completed by 30 June 2023.

22. A second slip occurred where the proposed new tracks from the cricket, athletics and rugby league field were proposed to meander down the slope through the trees and connect into track S8 (see figures 1, 2 and 3). The new walkway (identified as tracks S6, S6A and S6B) will now align closely to the cricket field fence and connect to the existing track (identified as S8).

23. The geotechnical engineer has identified a palisade wall installed below the cricket fields which has prevented the slip from travelling further up the slope (see figure 4). This will provide protection for the newly created walkway.

Figure 1: Old alignment presented at 14 December 2022 workshop

A map of a golf course

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Figure 2: New alignment hugging the fence line and then connecting to existing track

Map

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Figure 3 & 4: Photos showing slips affecting the proposed location of the new tracks

A close-up of a cliff

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Figure 5: Palisade wall

24. At the time of the 14 December 2022 workshop, the tender was out for pricing and staff provided the engineer’s estimate of $419,615 required from the (ABS): Capex – Local Renewals budget. The tender has now been awarded, and final tender prices were below the engineer’s initial estimate. The final costs for the whole project and the breakdown of descriptions for both NETR and (ABS): Capex – Local Renewals budget contributions are noted in Table 1 below.

25. The local board (ABS): Capex – Local Renewals budget allocation of $408,041 (including 15 per cent contingency) is required from the ‘Kaipātiki - renew walking tracks 2023/2024’ project line item. The project includes an approved NETR contribution of $1,168,820 (including 15 per cent contingency costs).

Table 1: Description of works for Birkenhead War Memorial Park Kauri Dieback Track Upgrade

Description of Programme Work	Track	NETR		Asset Based Services (ABS): Capex - Renewals
Preliminary and General (P&G) including kauri hygiene requirements and ‘as-builts’.	P&G	$76,200
Clear vegetation to create new track alignment. Form a new 2m wide track.	S6/S6A/S6B			$73,621
Clear vegetation in track corridor on a new alignment. Reform track on existing alignment 2m wide.	S8	$37,940
Clear vegetation in track corridor on new alignment. Form track on new alignment to 2m wide.	S10 Track	$59,328
Remove and dispose of existing bridge. Supply and construct new 2m wide high boardwalk structure with driven pile foundations and install type 'A' barrier on bridge and high boardwalk.	S10 Structure			$212,197
Remove and dispose of existing track (boxed stairs etc.) Resurface existing track to 1.2m wide. Reform track on existing alignment to 1.2m wide. Supply and install 1.2m wide type 'A' boxed steps on existing alignment. Supply and construct 1.2m wide type 'A' no dig boxed steps on existing alignment.	S11 Tracks	$61,824
Supply and construct 1.2m wide low boardwalk with groundhog foundations. Supply and construct 1.2m wide low staircase and a handrail on staircase type 'B'.	S11 Structure	$38,005
Reform track on existing alignment to 2m wide. Supply and install 10m long timber post 2 rail fence.	S12	$45,887
Reform track on existing alignment to 2m wide. Form new ramped aggregate bridge approaches. Supply and construct new 2m wide low boardwalk structure with groundhog foundations with a type 'A' and 'B' barriers.	S14 Tracks	$264,979
Remove and dispose of existing 13.5m long timber bridge with 'A' barrier on both sides - including pipe infrastructure. Supply and install bridge foundation set Supply and install 2m wide bridge super-structure and install type 'A' barrier on bridge.	S14 Structure	$116,715
Remove and dispose existing boxed steps and boardwalk. Supply and construct new 2m wide high boardwalk structure with driven concreted pile foundations with type 'A' barrier.	S16	$231,270
Reform track on existing alignment to 2m wide. Supply and install geocell (MPI). Supply and install 16m long max 1.4 high retaining wall.	S18/S19	$81,217
Remove and dispose of 18m long x 3.5 steel beam timber superstructure in poor condition with 2 galvanized farm style gates on either side.	Removal of bridge			$69,000
SUB TOTAL			$1,016,365	$354,818
15% contingency			$152,454	$53,222
TOTAL BUDGET			$1,168,820	$408,041
Total Birkenhead War Memorial Budget for Upgrade of Track including 15% contingency:			$1,576,861

Tātaritanga me ngā tohutohu

Analysis and advice

26. The Kauri Dieback Mitigation programme is funded through NETR. The local board can decide to contribute their (ABS): Capex – Local Renewals budget to projects in the Kauri Dieback Mitigation programme to ensure cost efficiencies by combining renewals and NETR funded work for track upgrades at the same time. The NETR funding is only available for the next two years and will ensure that the tracks are upgraded to kauri dieback standards and can be re-opened to the community.

27. This project has been awarded to a contractor and resource consent has been approved. If the local board decides not to approve the allocation of renewals budget ($408,041) to this project in the financial year 2023/2024, staff will align with the NETR detailed designs and only upgrade the existing alignment to kauri dieback standards. To ensure that this project retained momentum, staff requested that separable portions of the track be priced as part of the tender to align with resolutions.

28. If the local board defers the (ABS): Capex – Local Renewals funding of this project rather than incorporating it into the current project and utilising the NETR funding, it will cost more in the future to cover the P&G, consultants, and project manager costs.

Risk adjusted programme

29. It is recommended that Birkenhead War Memorial Park kauri dieback track upgrade be identified in the work programme as a Risk Adjusted Programme (RAP) project. RAP enables select projects to be started early if another project stalls due to unforeseen circumstances.

30. Local board approval is sought for staff to commence work on track upgrades as a RAP project in the 2023/2024 financial year.

Delegation of approval of changes to the work programme

31. The delivery of the Birkenhead War Memorial Kauri Dieback Track upgrade (as part of the Kaipātiki Kauri Dieback Mitigation Work Programme) in an efficient and timely manner may require amendments to be made to the agreed project during the roll out. Such amendments could include:

· changes to project scope, budgets, timing

· addition of new projects within the available budget.

32. Any changes to the approved work programme will require approval from the local board. Approval would normally be sought through resolution at a business meeting.

33. Local boards can delegate authority to approve some or all amendments to the work programme to the chairperson or another member of the local board, or to staff. Such delegation would allow changes to be made without the timeframes required to provide formal reports and would support the efficient delivery of the work programme.

34. Should the local board choose to delegate authority to approve changes to the work programme, it is anticipated that any changes would be workshopped with the local board prior to any delegated decision being taken. Any changes made under delegation would be reported back to the local board in their quarterly report.

Tauākī whakaaweawe āhuarangi

Climate impact statement

35. Te Tāruke-ā-Tāwhiri: Auckland’s Climate Action Plan sets out two core goals:

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

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

36. The proposed walkway will have a positive impact on greenhouse gas emissions as the path will encourage walking and cycling, thereby contributing to a low carbon, safe transport system that delivers social, economic and health benefits.

37. Mitigation of greenhouse gas emissions will be achieved through sourcing of low-carbon material options (including sourcing materials locally) and the use of products with environmental declarations for embodied carbon reductions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

38. Council staff from within the Customer and Community Services Directorate (Parks and Community Facilities Operational Management and Maintenance, and Active Communities), have been consulted and are supportive of the project, as it will improve the tracks, help with ongoing maintenance, and provide a step free walking track for the community.

39. Collaboration with staff will be ongoing throughout the life of the project to ensure integration in the operational maintenance and asset management systems for this park.

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

Local impacts and local board views

40. The Kaipātiki Local Board adopted the Birkenhead War Memorial Park Masterplan in 2019. Key outcomes of the plan are to upgrade existing tracks to protect kauri, and to cater for walking and cycling in the park, as identified as a priority item in the Kaipātiki Connections Network Plan.

41. This park has a considerable number of mature kauri trees and has been identified as an area of significance by the Natural Environment Targeted Rate.

42. Staff have discussed this proposed renewal project with the local board at a workshop on 14 December 2022. The local board indicated support for the project in principle and requested a report to confirm the funding allocation.

Tauākī whakaaweawe Māori

Māori impact statement

43. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader obligations to Māori.

44. These commitments are articulated in the council’s key strategic planning documents, the Auckland Plan, the Long-term Plan 2021-2031, the Unitary Plan operative in part, Whiria Te Muka Tangata Māori Responsiveness Framework, Kia Ora Tāmaki Makaurau - Māori Outcomes Performance Measurement Framework and the Kaipātiki Local Board Plan 2020.

45. Māori have inhabited areas of the North Shore (Te Whenua roa o Kahu), including Birkenhead and Northcote, since the early 1700s. Fortified pa were located at Te Onewa / Northcote Point and Te Matarae o Mana / Kauri Point.

46. Engagement with mana whenua was initially undertaken at the Parks and Recreation Mana Whenua Engagement Forum on 9 September 2021. The Iwi representatives present at the forum agreed to defer decisions on the project to Te Kawerau ā Maki.

47. Representatives from Te Kawerau ā Maki attended in person meetings to discuss the Kaipātiki Kauri Dieback Mitigation Work Programme, including the Birkenhead War Memorial Track Upgrade, and provided their support in principle.

Ngā ritenga ā-pūtea

Financial implications

48. A total budget of $1,576,861 (including 15 per cent contingency) is required to complete this Birkenhead War Memorial Park kauri dieback track upgrade project, using a combination of NETR and (ABS): Capex - Renewals funding.

Table 2: Description of budget sources

Budget source	FY22/23	FY23/24	Total ($)
Asset Based Services (ABS): Capex – Renewals (requested)	$0	$408,041	$408,041
NETR Funding (allocated)	$219,906	$948,914	$1,168,820
Total Budgets (Inc 15% Contingency)			$1,576,861

49. This renewals funding requirement has been anticipated in the draft Parks and Community Facilities draft capex work programme 2023/2024 - 2024/2025. It is included in project 31723 Kaipātiki - renew walking tracks 2023/2024.

50. If the local board chooses not to allocate ABS: Capex – Renewals funding to this project, only the NETR funded sections will be completed and upgraded. The local board will then need to prioritise any of the proposed additional upgrades at a later stage. The cost of preliminary and general costs, project manager and consultant costs will need to be funded on top of the physical works component of this project at that time.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

51. The contractor is unable to start this project until July 2023. Staff have advised the contractor that they can work in non-kauri areas during winter, but work in the kauri area must be completed within the 1 September 2024 to 30 June 2025 period as per Ministry for Primary Industries guidelines.

52. Approval of the proposed works was sought from the council’s Closed Landfill Team, and the written approval and associated conditions will be provided to the awarded contractor.

Ngā koringa ā-muri

Next steps

53. If the local board approves the proposed changes to the project, the local board's work programme will be amended to reflect the decision.

54. The construction works are planned to commence in September 2023 and any updates on progress of the works will be noted in the Customer and Community Services quarterly reports provided to the local board.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	21 June 2023 - Kaipātiki Local Board business meeting - Birkenhead War Memorial Kauri Dieback Track Maps	19
b ⇩	21 June 2023 - Kaipātiki Local Board business meeting - Birkenhead War Memorial Kauri Dieback Track Upgrade - technical specifications	41

Ngā kaihaina

Signatories

Authors

Leigh Radovan – Senior Project Manager

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

Kaipātiki Local Board

21 June 2023

Appointments to external organisations for the 2022-2025 electoral term

File No.: CP2023/06904

Te take mō te pūrongo

Purpose of the report

1. To provide advice and seek agreement on the process to appoint a non-local board member to the Kaipātiki Community Facilities Trust and Glenfield Community Centre governance group for the 2022-2025 electoral term.

Whakarāpopototanga matua

Executive summary

2. Local boards have a statutory responsibility to communicate with community organisations and special interest groups within their local board area. These organisations range from business associations, statutory organisations, trusts, to entities for which the council has the right to appoint directors (known as council organisations (COs)). Elected members are often invited to participate in these external organisations in various capacities.

3. On 7 December 2022 the Kaipātiki Local Board resolved to appoint representatives to a number of external organisations for the 2022-2025 triennium.

4. At this meeting, further information was requested by the local board on the process to identify and appoint a non-local board member to the Kaipātiki Community Facilities Trust (KFCT) and Glenfield Community Centre Incorporated Governance Group for the 2022-2025 electoral term (resolution number KT/2022/239).

5. The Kaipātiki Community Facilities Trust deed provides for a liaison member of the Kaipātiki Local Board to be invited to attend and participate at KCFT meetings in a non-voting governance capacity. Member Paula Gillon was appointed to this role at the 7 December 2022 business meeting.

6. The KCFT Trust deed also gives the local board the right to appoint one trustee, as set out below. There is no requirement that this trustee is a board member:

“(b) (i) One trustee shall be that person from time to time nominated in writing by the Kaipatiki Local Board Auckland Council, which trustee shall hold office at the pleasure of the Kaipatiki Local Board and be replaced at the pleasure of the Kaipātiki Local Board subject to procedures herein contained.”

7. This right of appointment gives KCFT the status of a CO under section 6 (1) of the Local Government Act 2002. A CO is defined as one where the council has the right to appoint one or more directors (however defined). This is not the same as a council-controlled organisation, where council has the right to appoint 50 per cent or more of the directors.

8. The Appointment and Remuneration Policy for Board Members of Council Organisations, (refer to Attachment B) guides the process of this appointment, in particular section 3 as Kaipātiki Community Facilities Trust is classed as a Council Organisation under the LGA 2002.

9. There are potential conflicts of interest between a board member acting in the twin roles of local board member and KCFT trustee. As the board’s largest community partner, it is also important to both the local board and the wider community that the governance of KCFT is effective and efficient. It is recommended that the Board does not make an appointment from within its membership.

10. In December 2022 the local board was advised that they had the right to appoint two governance members to the Glenfield Community Centre, one of which must be a local board member. This suggested that the other position could be a non-local board member.

11. The Glenfield Community Centre trust deed specifies that the council is able to appoint up to two elected representatives of Council members, one of whom shall be a member of the Kaipātiki Local Board. This means that council can only appoint elected members as per 10.1 (b) Attachment A.

12. On 7 December 2022 the local board appointed Member Erica Hannan as the liaison for the Glenfield Community Centre. The appointments in the liaison role have agreed to avoid potential conflicts and elected members appointed to outside organisations do not exercise any voting rights conferred in these organisations.

13. At the 7 December 2022 meeting the Kaipātiki Local Board also agreed to exercise their power to leave vacant the position of a local board member to the governance group.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) agree to identify and appoint a non-local board to the Kaipātiki Community Facilities Trust for the 2022-2023 electoral term, guided by the Auckland Council Appointment and Remuneration Policy for Board Members of Council Controlled Organisations.

b) appoint an interview panel constituted by the Chair of the Kaipātiki Local Board, the Chair of the Kaipātiki Community Facilities Trust and a local board member, to agree on a skills matrix, agree on an advertisement, shortlist and interview candidates, and make recommendations to the local board on a candidate for nomination to the position of council-appointed trustee to the board of Kaipātiki Community Facilities Trust.

c) agree to not exercise its appointment powers to the Glenfield Community Centre governance group and leave vacant the appointment of a local board member to Glenfield Community Centre governance group for the 2022-2025 electoral term.

Horopaki

Context

14. Participation in community organisations is an established part of an elected member's role and having a relationship with community organisations and interest groups is an important part of the local board role.

15. Several external organisations provide for the formal participation of representatives of the Auckland Council in their affairs. These can include arrangements via:

· a trust deed that provides for a council representative on an organisation’s board, committee, or other function

· provisions in law, policy or resource consent that require council representative arrangements. For example, a regulation providing for a community liaison committee or a resource consent requiring the formation of a committee with elected member representation

· other partnerships or associations entered into by the council which provide for elected member representation.

16. These arrangements often include other duties depending on the organisation, the nature of that organisation’s work and/or the relationship with the council.

Council organisations (COs) and other formal arrangements

17. Council organisations (COs) are companies or entities in which council has the right to appoint one or more of the trustees, directors, or managers (however described) of the company or entity, but council has less than 50 percent control. An ‘entity’ includes any partnership, trust, arrangement for the sharing of profits, union of interest, co-operation, joint venture, or other similar arrangement; but does not include a committee or joint committee of a local authority.

Kaipātiki Community Facilities Trust (KCFT)

18. Kaipātiki Community Facilities Trust (KCFT) is a key community development organisation for the board area. KCFT and the local board had signed a partnership agreement in 2019. The Trust is also the local board’s largest community partner and received approximately $290,000 in funding from the local board in 2022/2023 financial year. KCFT also acts as an ‘umbrella’ group for unincorporated community groups to enable them to receive funding from the local board.

19. The KCFT Trust deed gives the local board the right to appoint one trustee, as set out below. There is no requirement that this trustee is a board member:

20. This right of appointment gives KCFT the status of a council organisation (CO) under section 6 (1) of the Local Government Act 2002. As the board’s largest community partner, it is also important to both the local board and the wider community that the governance of KCFT is effective and efficient.

21. Auckland Council’s policy in the Governance Manual for Substantive CCOs sets out the suggested appointment process for council organisations. This policy states that appointments to COs must be made by the responsible party in a manner that is consistent with the trust deed or constitution of the entity. In this case, the local board is the designated decision-maker. KCFT’s trust deed does not provide further guidance on trustee appointments beyond the clause stated above.

Glenfield Community Centre

22. Glenfield Community Centre focusses on recognising and responding to the social, cultural, recreational and educational needs of the Glenfield / Kaipātiki community and finding ways to meet these needs with special recognition for those who have the least opportunity to participate in decision-making in the community.

23. The Glenfield Community Centre trust deed specifies that the council is able to appoint up to two elected representatives of council members, one of whom shall be a member of the Kaipātiki Local Board.The time commitment is one meeting every two months, and the role is as a voting member of the governance group.

24. On 7 December 2022 the local board agreed to keep the local board appointment to the governance group as vacant to avoid real or perceived conflicts of interest. Instead, the local board appointed Member Erica Hannan as the liaison for the Glenfield Community Centre. The liaison role is a non-voting role but fulfils the role of acting as a liaison between the local board and the organisation.

25. On 7 December 2022 the local board also resolved to receive further advice on the process to appoint a non-local board member governance group member to the remaining vacant position on the Glenfield Community Centre Incorporated for the 2022-2025 electoral term (resolution number KT/2022/239).

26. The Glenfield Community Centre deed specifies that the only decision open to the Kaipātiki Local Board is to appoint elected members to the group, not independent members.

27. The local board may suggest, independent members, however it is possible for the Governance Group as a whole to co-opt an additional independent member(s) under 10.1 (d), but the power to make that appointment does not sit with the local board.

28. For these purposes, staff advise against appointing a non-local board member governance group member to the remaining vacant position on the Glenfield Community Centre Incorporated governance group, as the local board may not be eligible to exercise any governance powers in this space and will be able to avoid any conflicts of interests (real or perceived).

Tātaritanga me ngā tohutohu

Analysis and advice

29. The process for appointing the members to these positions outlined in this report are similar, however staff advice is different for the two appointments due to the differences in the provisions of the two entities in their respective constitutional documents.

Kaipātiki Community Facilities Trust (KCFT)

30. The staff advise using the Auckland Council Appointment and Remuneration Policy for Board Members of Council Controlled Organisations as a guide for the process of appointment of a trustee to the Kaipātiki Community Facilities Trust for the 2022/2023 electoral term.

31. The process can be tailored to meet the local board needs but, in general, the process is as follows:

· appoint an interview panel constituted by the Chair of the Kaipātiki Local Board, the Chair of the Kaipātiki Community Facilities Trust and a local board member

· panel to agree on a skills matrix

· panel to shortlist and interview candidates and make recommendations to the local board on a candidate for nomination to the position of council-appointed trustee to the board of Kaipātiki Community Facilities Trust.

32. If appropriate, the panel could also include a member of another relevant community entity that may have a relationship with the Trust and the local board. The panel would be further supported by the local board advisor, and CCO Governance and External Partnerships senior advisor, or other relevant staff (e.g. People and Culture department).

33. The panel agrees a skills matrix by identifying the skills, knowledge and experience required for the overall Trust board. This would then allow the board to appoint a trustee whose skills complement and strengthen the skill mix on the remainder of the KCFT board, in collaboration with the Trust’s chairperson.

34. Applicants are sought through advertising, council’s trustee register/network, and from nominations from elected members and the chairperson of the Trust.

35. Where there is more than one candidate, the panel shortlists candidates for interview by assessing the submissions against the identified skills, knowledge and experience, and can take the following factors into account:

· governance experience;

· business strategy and planning;

· strong networks relevant to the trust's work (local board/council, community, other businesses);

· community/stakeholder engagement and communication (good relationship management skills).

· council’s policy to encourage demographic diversity and the appointment of more women to governance positions; and

· the capacity of candidates to attend regular meetings and fulfill other workload requirements.

36. Following interview of shortlisted candidates, the panel decides on the preferred candidate and makes a recommendation to the local board; as per the usual decision-making process. The panel’s recommendation would be put to the local board via a report by staff outlining the process and any other relevant information to assist the local board’s decision.

37. As per the trust deed, the local board’s decision would be to nominate the preferred candidate, and this nomination would then be provided in writing to the trust; this could be a local board chair’s letter.

38. From start to finish, the process can take at least three months.

39. The CCO, People and Culture recruitment team and external partnerships team is able to support this process on behalf of the board.

Glenfield Community Centre

40. The Glenfield Community Centre trust deed specifies that the council is able to appoint up to two elected representatives of council members, one of whom shall be a member of the Kaipātiki Local Board. This means that council can only appoint one elected member as per 10.1 (b) Attachment A

41. On 7 December 2022 the local board agreed to keep the local board appointment to the governance group as vacant to avoid potential conflicts and instead appointed Member Erica Hannan as the liaison for the Glenfield Community Centre. The liaison role is a non-voting role but fulfils the role of acting as a liaison between the local board and the organisation.

42. As Kaipātiki Local Board have completed the appointment to the liaison role, the Board have chosen to not exercise their powers to elect into this position and leave vacant the role of local board member to the Glenfield Community Centre, Governance Group.

43. It is recommended that the second elected member position also remains vacant to avoid any conflicts of interests (real or perceived).

Tauākī whakaaweawe āhuarangi

Climate impact statement

44. This decision is procedural in nature and is not expected to result in any increase to greenhouse gas emissions nor will it be adversely impacted by the predicted effects of climate change.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

45. Auckland Council staff support local boards in programmes and partnerships involving business associations and other external organisations that may be covered in this report.

46. These appointment decisions facilitate positive relationships with key partners and are not expected to have any significant adverse impact on the council group.

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

Local impacts and local board views

47. Local boards are committed to nurturing and maintaining relationships with key stakeholders.

Tauākī whakaaweawe Māori

Māori impact statement

48. This is a procedural decision that may be considered to have very few implications for Māori.

Ngā ritenga ā-pūtea

Financial implications

49. The decision to agree to appoint a trustee to the Kaipātiki Community Facilities Trust, and to seek the appointment of a local board member to the Glenfield Community Centre governance group for the 2022-2025 electoral term is procedural in nature so does not have any financial implications.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

50. There are no known reputational risks that may arise if there is decision to agree to a process to appoint a community member as the local board appointed trustee to the Kaipātiki Community Facilities Trust, and appointment of a local board member to the governance group of the Glenfield Community Centre Incorporated for the 2022-2025 electoral term as this is procedural in nature.

Ngā koringa ā-muri

Next steps

51. Once the Local Board provides its approval to this process of appointment, staff will prepare the advertisement or Expression of Interest to be communicated through the recruitment channel. Staff will come back to the Local Board to seek approval of the advertisement to be displayed on the Auckland Council webpage through a memorandum.

52. The recommendation from the appointment panel will be reported to the Kaipātiki Local Board to seek approval of an appointment.

53. Once the appointment is made, staff will prepare correspondence from the Chair to these external organisations to inform them of the appointed representatives for their organisation.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	21 June 2023 - Kaipātiki Local Board Business Meeting - Glenfield Community Centre Trust Deed	69
b ⇩	21 June 2023 - Kaipātiki Local Board Business Meeting - Appointment and Remuneration Policy for Board Members of Council Organisations	89

Ngā kaihaina

Signatories

Authors	Ann Kuruvilla - Local Board Advisor
Authorisers	Trina Thompson - Local Area Manager

Kaipātiki Local Board

21 June 2023

Auckland Council’s Performance Report: Kaipātiki Local Board for quarter three 2022/2023

File No.: CP2023/06896

Te take mō te pūrongo

Purpose of the report

1. To provide the Kaipātiki Local Board with an integrated 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 the 2020 Kaipātiki Local Board Plan outcomes.

4. Key activity achievements from quarter three of the 2022/2023 work programme include:

· completing the lighting and field drainage works of the Shepards park project for renewal of sports field lighting to LED.

· progressing the Beach Haven coastal connections project, including works at the Melba St entrance and viewing platform to align with the Women`s FIFA World Cup before 30 June 2023.

· completing the renewal of the play space at Nell Fisher Reserve in March.

· The Chelsea Estate Heritage Park tracks renewal project has now been completed.

· launching and co-ordinating Pest Free Kaipātiki’s ‘Reserves Task Force’ which aims at working with volunteers and Auckland Council to help repair reserves damaged in recent storms, wherein twenty-eight volunteers participated in the first event to repair damage at Rangatira Reserve.

· launching of the Kickstarts 2023 first event of the Young Enterprise Scheme for the Kaipātiki area, which was attended by 19 students from Glenfield College and 28 students from Northcote College.

· completing the remedial works to the wharf structure at Hilders Park.

· completing the Onepoto Domain pathway renewal.

· completing the Kaipātiki furniture renewal and fixtures at Totaravale Reserve, Adah Reserve (more sites to be confirmed), notice board signs at Glenfield Road (Oruamo Reserve), Glenfield Road (Glenfield War Memorial Hall and Domain Reserve), Archers Road (Marlborough Park) and Kaipātiki Road (Francis Kendall Reserve).

· Adoption of the Climate Action Programme – Kaipātiki.

· Recruitment of the Welcoming Communities coordinator.

5. All operating departments with agreed work programmes have provided an update against their work programme delivery (refer Attachment A to this agenda report). 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). The following activities are reported with a status of red (behind delivery, significant risk):

· Customer and Community Services: expression of Interest for youth providers to operate from Marlborough Park Youth Facility. A request from the KYDT Governance Board to terminate this agreement has not been received and without budget allocation this activity cannot continue and it is recommended to cancel

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

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

b) agree to cancel the activity: EOI for youth providers to operate from Marlborough Park Youth Facility due to there being no budget allocation to progress this work programme line item

Horopaki

Context

6. The Kaipātiki Local Board has an approved 2022/2023 work programme for the following operating departments:

· Customer and Community Services

· Infrastructure and Environmental Services

· Plans and Places

· Tātaki Auckland Unlimited

7. Graph 1 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

Storm events

8. 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 the 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.

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

10. The Birkenhead Pool and Leisure Centre was impacted by the January and February storm events, with extensive flooding to the pool and poolside building during the Anniversary weekend storm. The recreation centre was utilised by the Auckland Emergency Management team to serve as a Civil Defence Centre and therefore was closed for the first three weeks of term one.

11. Impacts of the two significant weather events on individual activities are reported in the work programme update (refer to Attachment A).

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

12. Graph 2 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), and activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Work programme by RAG status

13. Graph 3 below shows the activity status of activities, which shows the stage of the activity in each departments the work programmes. The number of activity lines differ by department as approved in the local board work programmes.

Graph 3: Work programme by activity status and department

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Key activity updates

14. The key achievements from quarter three 2022/2023 are outlined in Table 1 below:

Table 1: Key activity updates from quarter three 2022/2023

Activity Name	RAG Status	Activity Status	Q3 2022/2023 update
Shepherds Park - renew sports field lighting to LED	Green	In progress	Current Status: Lighting and field drainage works complete. Next Steps: Issue practical completion for the lights. Field in grow in phase, which requires ongoing water, fertiliser, fungicides and mowing to ensure best turf health before handover to Maintenance provider.
Beach Haven - renew coastal connections	Green	In progress	Current status: Stage Two - Physical works has started in the Melba entrance into the carpark, the viewing platform, and the upgrade of the track to the Shepherds Carpark to ensure it is ready for the Women's FIFA World Cup before 30th June 2023. Next steps: Physical works is progressing well with the Birkenhead Football Club upgrades. The contractor is on track to complete the first stage by 30 June 2023. Stage two will have a pre-start closure, when stage one is nearing completion.
Nell Fisher Reserve - renew and enhance the play space	Green	Completed	Project completed March 2023.
Chelsea Estate Heritage Park - renew tracks	Green	Completed	Project completed in November 2022 and will be moved to close.
Pest Free Kaipātiki strategy implementation	Green	In progress	The Buffer Weeds Project continued this quarter with over 200 properties surveyed. Pest Free Kaipātiki’s ‘Reserves Task Force’ was launched with the aim of working with volunteers and Auckland Council to help repair reserves damaged in recent storms. Twenty-eight people attended the first event to repair damage at Rangatira Reserve. A community meeting, attended by 58 people, was organised to share people’s experiences of recent storm damage in reserves and to discuss next steps. A new Schools' Moth Plant Competition launched in March and will continue into May. Further group working bees will be arranged for the Reserves Task Force. The Big 5 Reserves project, focusing on strategic reserve management with volunteers and supported by Auckland Council, will continue and increase activity across the target reserves. Many events and volunteering activities in this quarter have been reduced or cancelled due to the extreme weather.
Young Enterprise Scheme (KT)	Green	Completed	In February, Auckland Business Chamber YES Team held their first event of the year – Kickstarts 2023. This event was held over five days in three different locations. Tīmataga Days gave students the opportunity to get familiar with the support available to them throughout the year as well as participate in interactive workshops to allow them to brainstorm potential ideas for their YES business. The event attracted a great number of attendees, but due to the new Education Outside the Classroom ruling, many schools could not attend as they were not given permission to. 19 students from Glenfield College and 28 students from Northcote College attended the event.
Hilders Park - remedial works to wharf structure	Green	Completed	This project is complete
Onepoto Domain - renew pathway	Green	Completed	Project completed January 2023.
Kaipātiki - renew furniture and fixtures 2021/2022 -Renew fixtures and furniture at various locations in the local board area: - Totaravale Reserve - Adah Reserve (more sites to be confirmed) Notice boards signs at: - Notice boards signs at: - Glenfield Road (Oruamo Reserve) - Glenfield Road (Glenfield War Memorial Hall and Domain Reserve) - Archers Road (Marlborough Park) - Kaipātiki Road (Francis Kendall Reserve) FY21/22 - investigation and design. FY22/23 - physical works.	Green	Completed	Project completed February 2023.
Climate Action Programme - Kaipātiki	Green	In progress	The plan was adopted by the local board at the business meeting on 15 March 2023. Staff attended workshops with the local board and made changes to the Climate Action Plan in response to local board feedback. The board also endorsed the staff recommendation to re-allocate $20,000 of climate action budget to non-contestable community grants for climate action initiatives. Staff will work with the community groups which have received funding to ensure their projects are delivered and reported on.
Apply the empowered communities approach – connecting communities Kaipātiki	Green	In progress	The Community Broker attended four network meetings this quarter. Staff assisted Auckland Emergency Management at the Civil Defence Centres during Cyclone Gabrielle. Brokering Activities in Q3 included: Identifying and bringing together key internal staff to develop a coordinated response to social issues (i.e. stabbing in Beach Haven). Connecting Te Puni Kokiri with internal staff to explore engagement and partnering opportunities for local Maori businesses. The recruitment process for the Welcoming Communities coordinator was completed in Q3. The next step is finalising the coordinator and start planning for activation delivery in Q4. Supported the Annual Budget public engagement by connecting internal staff with local residents/groups. Connecting external stakeholders to community centres regarding the totara project.

Activities with significant issues

15. The following work programme activities have been identified by operating departments as having significant issues as of 31 March 2023:

Table 2: Update of activities with significant issues in quarter three 2022/2023

Activity name	RAG status	Activity status	Quarter three 2022/2023 update
EOI for youth providers to operate from Marlborough Park Youth Facility	Red	Approved	The Marlborough Park Youth Facility is managed by Kaipātiki Community Facilities Trust (KYDT) and is currently on a Community Centre Management Agreement until June 2024. A request from the KYDT Governance Board to terminate this agreement has not been received. Without a budget allocation this activity cannot continue and it is recommended to cancel.

Activities on hold

16. The following work programme activities have been identified by operating departments as being on hold as of 31 March 2023:

Table 3: Update of activities on hold in quarter three 2022/2023

Activity name	RAG status	Activity status	Quarter three 2022/2023 update
(OLI) Birkenhead War Memorial Park - deliver master plan One Local Initiative	On Hold	Amber	Project on hold - Part of a multiyear activity/project that was expected to continue into next year which has not progressed as expected for 2020/2021. Future funding from the One Local Initiative programme for design and construction of a new multi-use facility is uncertain. Options that are achievable within the renewal budget will be investigated. Temporary toilets and changing room facilities was workshopped with the local board and a report is being delivered in April.
Celeste Reserve - renew playground	On Hold	Amber	Current status: Updated costings and options being prepared to present to the local board for a decision on the way forward. Next steps: If project is to proceed then present concept to the local board.
Glenfield Pool Boiler Replacement	On Hold	Amber	Project on hold. Project not in the pipeline for Financial Year 2023.
Glenfield Pool and Leisure Centre - renew pool plant, fire safety and squash courts	On Hold	Amber	Project on hold. This project will be scoped for works to commence in future years.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

18. Work programmes were approved in June 2022 and delivery is underway. Should significant changes to any projects be required, climate change impacts will be assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to result in changes to emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19. When developing the work programmes council group impacts and views are presented to the boards. As this is an information only report there are no further impacts identified.

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

Local impacts and local board views

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

Tauākī whakaaweawe Māori

Māori impact statement

21. A number of the activities in the local board work programmes positively impact Māori. Table 4 below provides updates on the activities that have a direct Māori outcome focus.

Table 4: Update of activities with a direct impact on Māori in quarter three 2022/2023

Activity name	RAG status	Activity status	Quarter two 2022/2023 update
Manaakitanga Kaipātiki	Green	In progress	KCFT is reviewing the process of employment for the replacement of the Kaiawhina role with their local Māori support team. The Mau Raku Programme is on hold until a tutor is appointed. Due to Gabrielle cyclone and flooding a planned Waitangi event was cancelled. The Community Broker partnered with community groups to plan Taiao Ora activation and Kaihaka Customary Maori Practices workshops - Ngaa Taonga Tuku iho programmes for Q4 delivery.
Whakatipu i te reo Māori - we grow the Māori language Celebrating te ao Māori and strengthening responsiveness to Māori - Kaipātiki	Green	In progress	Our libraries continue to embed Te reo within our programme delivery and within our teams. We have waiata in our children's programmes and when we introduce speakers to our community. We are continually encouraging and supporting each other’s learnings by regular waiata, karakia and korero where & when possible.
KT: Te Kete Rukuruku (Māori naming of parks and places)	Amber	In progress	New timeline finalised. Names due Q4. Adoption will occur in the next financial year.
Kaipātiki - Te Kete Rukuruku - Māori naming of parks and places	Green	In progress	Current status: Finalising the program and procurement for design. Next steps: Awaiting name to be gifted by mana whenua.

Ngā ritenga ā-pūtea

Financial implications

22. This report is provided to enable the Kaipātiki Local Board to monitor the organisation’s progress and performance in delivering the 2022/2023 work programmes.

Financial Performance

23. The Kaipātiki Local Board has invested nearly $11.9 million in net operating expenditure for nine months ended 31 March 2023, which is nearly 12 per cent below the year-to-date budget. This is due to higher operating revenue and lower operating expenditure compared to year-to-date budget. Operating Revenue of nearly $4.4 million is 29 per cent or $982,000 above the year-to-date budget, mainly due to increases in revenues in the following areas:

· Glenfield fitness ($275,000)

· Glenfield aquatics ($28,000)

· Learn to swim ($219,000)

· Leisure facilities recreation ($47,000)

· ECE Operations ($145,000 i.e. grant and subsidy revenue); and

· Lease rentals ($109,000, mainly commercial and residential leases)

24. The revenue budget was reduced in the 2022/2023 annual plan as a result of COVID-19 impact cost pressure assumptions but these centres are performing better than expected. Operating expenditure of nearly $16.3 million is $715,000 or 4 per cent below year to date budget overall.

25. Locally Driven Initiatives (LDI) operating expenditure of $1.2 million is 2 per cent above year to date budget. The main expenditure this quarter include ecological volunteers environmental programme, top up to community houses, climate action, community engagement and heritage trail. A reallocation of $6,000 was made from events budget to local grants.

26. Asset Based Services (ABS) operating expenditure is $15.1 million is nearly 5 per cent or $737,000 below year to date budget, which is on target. The main expenditure areas include full facilities parks contracts, arboriculture services, libraries, community centres and houses, leisure facilities, citizenship ceremonies and local board relationship. The financial report for the nine months ended 31 March 2023 for the Kaipātiki Local Board area is in Attachment B.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27. 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.

28. 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.

29. 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

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

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	21 June 2023 - Kaipātiki Local Board Business Meeting - Kaipātiki work programme update, quarter three 2022/2023	141
b ⇩	21 June 2023 - Kaipātiki Local Board Business Meeting -Kaipātiki financial performance update, quarter three 2022/2023	195

Ngā kaihaina

Signatories

Authors	Ann Kuruvilla - Local Board Advisor
Authorisers	Trina Thompson - Local Area Manager

Kaipātiki Local Board

21 June 2023

Art and Community Partners Interim Service and Funding Approach for 2023/2024

File No.: CP2023/05399

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

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

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

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

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

i) $23,256.10 to Northart

b) approve Community Centre Management Agreements or Service Agreement with Bayview Community Centre Associated Incorporated, Glenfield Community Centre Incorporated, Birkdale Beach Haven Community Project Incorporated, Highbury Community House Incorporated for a term beginning 1 July 2023 and ending 30 June 2024, with the associated funding:

i) $41,734 to Bayview Community Centre

ii) $53,253 to Glenfield Community Centre

iii) $39,451 to Beach Haven Community House

iv) $39,451 to Birkdale Community House

v) $41,496 to Highbury Community House.

Horopaki

Context

7. Arts partners are funded through annual funding agreements and community partners are funded to manage access and activation of community centres and halls through Community Centre Management Agreements (CCMAs) or Service Agreement (SA), which usually have a tenure of three to five years.

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

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

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

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

Tātaritanga me ngā tohutohu

Analysis and advice

Interim service delivery for arts partners

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

Table One: Options for an interim service approach to arts partners in the Kaipātiki 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.

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

14. A proportionate interim payment (12 weeks of the annual agreed 2022/2023 amount) to the arts partner would allow them time to respond to any funding changes after the local board work programme for 2023/2024 is approved in July 2023.

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

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

Table Two: Current funding arrangements and proposed interim funding amounts for arts partners in the Kaipātiki Local Board

Arts partner/venue

Interim payment

amount

Annual contract amount

Funding mechanism

Expiry

Budget source

Northart

$23,256.10

$93,024.4

Funding agreement

FY22/23

ABS opex

Interim service delivery for community partners

17. Community partners are funded under a Community Centre Management Agreement (CCMA) or a Service Agreement (SA) with a term that tends to be between three and five years.

18. A refreshed approach to partnering with community groups is being developed to be implemented in 2024/2025. This will involve regularly reviewing partnerships once CCMA and SA terms have ended and undertaking procurement processes that drive for change. Therefore, a different approach is required for the continuity of service for community partners from 1 July 2023.

19. Options have been developed for an interim service approach to community partners.

Table Three: Options for an interim service approach to community partners for the Kaipātiki Local Board

Options	Option 1: Status quo	Option 2: Provide funding for first quarter of 2023/2024 pro rata	Recommended approach Option 3: Provide funding and certainty to community partners for a further 12 months
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 for the first quarter of 2023/2024 (12 weeks of the annual amount)	Enter a new Community Centre Management Agreement (CCMA) or Service Agreement (SA) with community venue partners for a term of 12 months and undertake a procurement process within the 12-month term
Funding	No interim funding would be required	Funding required to cover quarter one of 2023/2024 (12 weeks of the annual amount) Interim amounts would be based on approved 2022/2023 budgets	Funding required for community venue partners under a CCMA or a SA of 12 months
Implications	· Lack of certainty that partners can provide a service to the community from 1 July 2023. · By deferring a decision until late July 2023, there may be a gap in service provision. · If funding for partners is discontinued in 2023/2024, partners may not be able to work through timely and appropriate employment processes in the first quarter of the financial year.	· Provides partners with the certainty that they can follow appropriate employment procedures in the first quarter of 2023/2024 if staffing is impacted by reduced or discontinued funding. · Provides minimal certainty for partners and the community about continuity of service.	· Provides certainty of service provision · Allows staff to provide quality and timely advice to the local board on the upcoming procurement programme. · A procurement process can be undertaken within the 12-month term to review the funding amount, the current partnerships, and the best use of assets and service delivery model. · This timeline will be more appropriate considering local board and staff capacity.

20. At present, Kaipātiki Local Board partners with four community organisations who manage five council-owned community centres and halls under a CCMA or a SA.

Table Four: Community partners managing venues in Kaipātiki Local Board with contracts expiring 30 June 2023

Partner	Venues they manage	Current CCMA or SA term	Funding they receive over 12 months * based on 22/23 funding allocation
Bayview Community Centre Associated Incorporated	Bayview Community Centre	3 year CCMA	$41,734
Glenfield Community Centre Incorporated	Glenfield Community Centre	1 year SA	$53,253
Beach Haven Community House Project Incorporated	Beach Haven Community House	3 year CCMA	$39,451
Beach Haven Community House Project Incorporated	Birkdale Community House	3 year CCMA	$39,451
Highbury Community House Incorporated	Highbury Community House	3 year CCMA	$41,496

21. The recommended approach will enable community partners to continue to manage access and activation to their venues from 1 July 2023 to 30 June 2024, to ensure continuity of service for the community.

22. During the 2023/2024 financial year, staff will develop a procurement programme and return to the local board with options and advice regarding the future use of these community venues, and a corresponding procurement process to confirm the best partner to support local board aspirations.

Tauākī whakaaweawe āhuarangi

Climate impact statement

23. 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

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

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

Local impacts and local board views

25. Arts and community partners support the delivery the Kaipātiki Local Board plan, in particular:

· Outcome 1: Te whai wāhitanga me te oranga | Belonging and wellbeing Community participation and wellbeing

· Outcome 3: Ngā wāhi me ngā takiwā | Places and spaces.

Tauākī whakaaweawe Māori

Māori impact statement

26. 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.

27. 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. 

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

29. A Community Centre Management Agreement or a Service 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.

30. 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

31. The recommended options require a total commitment of $238,641.10 from the Kaipātiki Local Boards 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 and 1 July 2024 for community 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

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

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Jamie Adkins – Place and Partner Specialist

Kevin Marriott - Head of Community Delivery

Authorisers

Mirla Edmundson - General Manager Connected Communities

Trina Thompson - Local Area Manager

Kaipātiki Local Board

21 June 2023

Adoption of the Kaipātiki Local Board Agreement 2023/2024

File No.: CP2023/07315

Te take mō te pūrongo

Purpose of the report

1. To adopt the local content for the Annual Budget, which includes the Kaipātiki Local Board Agreement 2023/2024, the message from the chair, and local board advocacy.

2. To adopt a local fees and charges schedule for 2023/2024.

3. To approve some work programme items that rely on funding in July 2023.

Whakarāpopototanga matua

Executive summary

4. Each financial year, Auckland Council must have a local board agreement, as agreed between the Governing Body and the local board, for each local board area.

5. From 28 February to 28 March 2023, council consulted on the proposed Annual Budget 2023/2024. Local boards considered this feedback and then held discussions with the Governing Body on 17 May 2023 on regional issues, community feedback, key local board initiatives and advocacy areas.

6. Local boards have now considered local content for the Annual Budget 2023/2024 which includes a local board agreement, a message from the chair, and local board advocacy, as well as a local fees and charges schedule for 2023/2024.

7. Early adoption of some work programme items that rely on funding in July 2023 are also outlined.

8. On 29 June 2023, the Governing Body will meet to adopt Auckland Council’s Annual Budget 2023/2024, including 21 local board agreements.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) adopt the local content for the Annual Budget, which includes the Kaipātiki Local Board Agreement 2023/2024, the message from the chair, and approved local board advocacy (refer to Attachment A).

b) adopt a local fees and charges schedule for 2023/2024 including the criteria for community discount for Active Communities Bookable Spaces (refer to Attachment B).

c) approve the following activities in the Infrastructure and Environmental Services work programme 2023/2024 for environmental groups who rely on funding in July 2023:

i) ID#997, Kaipātiki Project, LDI:Opex $100,000, for a period of 12 months starting 1 July 2023

ii) ID# 998, Pest Free Kaipātiki strategy implementation, LDI:Opex $200,000, for a period of 12 months starting 1 July 2023.

d) delegate authority to the Chairperson to make any final changes to the local content for the Annual Budget 2023/2024 (the Kaipātiki Local Board Agreement 2023/2024, message from the chair, and local board advocacy).

e) note that the resolutions of this meeting will be reported back to the Governing Body when it meets to adopt the Annual Budget 2023/2024, including each Local Board Agreement, on 29 June 2023.

Horopaki

Context

9. Local board plans are strategic documents that are developed every three years to set a direction for local boards. Local board plans outline the priorities and preferences of the communities within the local board area in respect of the level and nature of local activities to be provided by the Auckland Council over a 3-year period, and provide the basis for the development of annual local board agreements. For each financial year, Auckland Council must also have a local board agreement, as agreed between the Governing Body and the local board, for each local board area.

10. Throughout the development of the Annual Budget 2023/2024, local board chairs (or delegated local board representatives) have had the opportunity to attend Governing Body workshops on key topics and provide local board views on regional issues being considered as part of the Annual Budget 2023/2024.

11. Auckland Council has faced ongoing budget challenges, and recent and rapid increases in inflation and interest rates have placed significant pressure on the council’s financial position.

12. From 28 February to 28 March 2023, the council consulted with the public on a proposal to address the forecasted budget deficit of $295 million in the council’s Annual Budget 2023/2024. The council’s proposed response to mitigate the budget pressures for 2023/2024 included a proposed reduction of $16 million to local board operational funding – this would require the Kaipātiki Local Board to reduce its planned operating spend by $667,000.

13. One locally hosted event was held in the Kaipātiki Local Board area to engage with the community and seek feedback on both regional and local proposals.

14. A report analysing the feedback on local board priorities, as well as feedback from those living in the local board area related to the regional issues, was included as an attachment on the 10 May 2023 business meeting agenda.

15. Local boards considered this feedback, and then held discussions with the Governing Body at a workshop on 17 May 2023 on regional issues, community feedback and key local board initiatives and advocacy areas.

16. The Kaipātiki Local Board also approved advocacy initiatives for the Annual Budget 2023/2024 at its10 May 2023 business meeting (resolution number KT/2023/71).

17. At its 9 June 2023 meeting, the Governing Body made decisions on the Annual Budget – including a reduction of $4 million to local board operational funding – this requires the Kaipātiki Local Board to reduce its planned operating spend by $192,492 (Giving the Kaipātiki Local Board $473,769 more funding than proposed in consultation).

Tātaritanga me ngā tohutohu

Analysis and advice

Local board agreement

18. Both staff and the local board have reviewed the local feedback received as part of consultation on the Annual Budget 2023/2024 and local boards have received a report analysing the local feedback. It is now recommended that local boards adopt local content for the Annual Budget 2023/2024 (Attachment A), including the Local Board Agreement 2023/2024, the message from the chair, and local board advocacy.

Local Fees and Charges

19. The review of local fees and charges for Active Communities services has been split into two phases due to its size and complexity. The first phase was for bookable spaces for hire for council managed sites. This process will standardise the variations and inconsistencies in the existing pricing and discount frameworks currently inherited from legacy councils.

20. The discount structure was simplified to enable discounts to be targeted to specific community outcomes (e.g., youth focus, disability focus, community groups, etc.). The criteria for the standardised community outcome discounts are established and guided by the relevant local board. The proposed discount structure is aligned to the existing framework that is well known and has successfully operated as part of the Venue Hire portfolio for several years.

21. Fee changes are usually implemented in February each year, as customers are more likely to book spaces at the beginning of the calendar year. However, no changes to Active Communities fees were made in February 2023 as consultation on the proposed changes was taking place at that time. It is proposed that the adopted changes are implemented from 1 July 2023.

22. This proposal will ensure that those hiring facilities are treated fairly across the city and provide a baseline for the second phase of the review that considers the appropriate level of cost recovery. The overall revenue impact of the changes is small. While some increases are high in percentage terms, they are small in absolute dollar value and relative to the scale of the facility being hired e.g., an entire pool.

23. All other local fees and charges increase by an inflationary adjustment of 7.5 per cent.

24. It is recommended that local boards adopt the local fees and charges schedule for 2023/2024 including the criteria for community discount for Active Communities Bookable Spaces (Attachment B).

Early adoption of work programme activities

25. Local board work programmes outline activities, projects, budgets and timelines. Work programmes are usually approved in June for delivery at the start of the financial year (1 July 2023).

26. Due to the proposal in the Annual Budget consultation document to reduce local board funding, the budget available for local board work programmes was not confirmed until the Governing Body decision on 9 June 2023. To allow time for advice to be prepared after this decision, this year the work programmes will be approved in July.

27. The local work programme activities that impact the targets of performance measures in the local board agreement, or require an early decision for security of funding, are recommended for approval in this report, ahead of the remaining work programme decisions in July 2023.

28. For work programme activities that impact targets of performance measures, it should be noted that due to the disruption of the council-led Movies in Parks event over recent years, as well as the late confirmation of local board budget allocation from the Governing Body, the target in the attached draft local board agreement for the number of attendees at council-led community events has been set at zero. Should the local board decide to fund this event at its July 2023 meeting when it considers its work programme, this change will need an explanatory note included in the Annual Report 2023/2024.

29. For work programme activities that require an earlier decision to provide security of their Asset Based Services (ABS) funding, it should be noted that a separate report is included on this meeting’s agenda containing advice on the early approval of work programme activities for community and arts groups that rely on funding in July 2023.

30. There are two environmental groups who rely on Locally Driven Initiatives (LDI) funding in July 2023 that aren’t included in this separate report as they are covered by a different directorate.

31. The key concerns outlined for the community and art groups also apply to environmental groups, and they include:

· 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.

32. Funding community and environmental groups was a priority identified in the Kaipātiki Local Board consultation content of the Annual Budget 2023/2024, and the majority (80 per cent) of local respondents supported all or most of the local board priorities for 2023/2024.

33. The advice and options outlined in the community and art group report also apply to the environmental groups. These options are included in table one below. The earlier the local board decides the funding for these groups, and the greater the length of this funding period, the greater certainty the groups will have of their funding and service delivery expectations. The implication however, is that the local board will have committed a greater proportion of its operational LDI funding prior to considering the remainder of its work programme, so will have less flexibility to manage the required operating savings of $192,492.

Table 1: Options for an interim service approach to environmental groups for the Kaipātiki Local Board

Options

Option 1:

Status quo

Option 2:

Provide funding for first quarter of 2023/2024 pro rata

Recommended approach

Option 3:

Provide funding and certainty to environmental groups for a further 12 months

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 for the first quarter of 2023/2024 (12 weeks of the annual amount)

Enter a new agreement with environmental groups for a term of 12 months.

34. The work programme activities recommended for early approval by the Kaipātiki Local Board through this report are:

· Infrastructure and Environmental Services, ID#997, Kaipātiki Project, LDI:Opex $100,000, 12 months

· Infrastructure and Environmental Services, ID# 998, Pest Free Kaipātiki strategy implementation, LDI:Opex $200,000, 12 months

35. More information on these activities is available in Attachment C.

Tauākī whakaaweawe āhuarangi

Climate impact statement

36. The decisions recommended in this report are procedural in nature and will not have any climate impacts themselves.

37. Some of the proposed projects in the Local Board Agreement may have climate impacts. The climate impacts of any projects the council chooses to progress with will be assessed as part of the relevant reporting requirements.

38. Some of the proposed projects in the Local Board Agreement will be specifically designed to mitigate climate impacts, build resilience to climate impacts, and restore the natural environment.

39. Local boards worked with council departments to develop their local board work programmes for 2023/2024 that will be adopted at July business meetings. The draft local board work programmes help inform the local board agreements.

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

Local impacts and local board views

40. This report seeks local board adoption of its content for the Annual Budget 2023/2024 and other associated material, including the Local Board Agreement 2023/2024.

Tauākī whakaaweawe Māori

Māori impact statement

41. Many local board decisions are of importance to and impact on Māori. Local board agreements and the Annual Budget are important tools that enable and can demonstrate the council’s responsiveness to Māori.

42. Local board plans, which were developed in 2020 through engagement with the community including Māori, form the basis of local priorities. There is a need to continue to build relationships between local boards and iwi, and where relevant, the wider Māori community.

43. Of those who submitted on the Annual Budget 2023/2024 from the Kaipātiki Local Board area, 106 identified as Māori. These submissions were provided to the local board for consideration at local board workshops during the development of their local board agreement.

44. Ongoing conversations will assist local boards and Māori to understand each other’s priorities and issues. This in turn can influence and encourage Māori participation in the council’s decision-making processes.

Ngā ritenga ā-pūtea

Financial implications

45. The local board agreement includes the allocation of locally driven initiatives (LDI) funding and asset-based services (ABS) funding to projects and services for the 2023/2024 financial year.

46. LDI funding is discretionary funding allocated to local boards based on the Local Board Funding Policy (included in the10-year Budget 2021-2031), which local boards can spend on priorities for their communities. Local boards can also utilise LDI funding to increase local levels of service if they wish to do so.

47. Funding for ABS is allocated by the Governing Body to local boards based on current levels of service to run and maintain local assets and services including parks, pools and recreation facilities, community facilities, and libraries.

48. A local fees and charges schedule for 2023/2024 is adopted alongside the Local Board Agreement 2023/2024. The fees and charges have been formulated based on region-wide baseline service levels and revenue targets. Where fees and charges are amended by a local board that results in lower revenue for the council, the shortfall will need to be made up by either allocating LDI funds or reducing expenditure on other services to balance overall budgets.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

49. Decisions on the local content of the Annual Budget 2023/2024, including the Local Board Agreement 2023/2024 and a local fees and charges schedule for 2023/2024, are required by 22 June 2023 to ensure the Governing Body can adopt the final Annual Budget 2023/2024, including each Local Board Agreement, at its 29 June 2023 meeting.

Ngā koringa ā-muri

Next steps

50. The resolutions of this meeting will be reported to the Governing Body on 29 June 2023 when it meets to adopt the Annual Budget 2023/2024, including 21 local board agreements.

51. It is possible that minor changes may need to be made to the attachments before the Annual Budget 2023/2024 is adopted, such as correction of any errors identified and minor wording changes. Staff therefore recommend that the local board delegates authority to the Chair to make any final changes if necessary.

52. Local board agreements set the priorities and budget envelopes for each financial year. work programmes then detail the activities that will be delivered within those budget envelopes. Work programmes will be agreed between local boards and operational departments at business meetings in July 2023.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	21 June 2023 - Draft Kaipātiki Local Board Agreement 2023/2024	215
b ⇩	21 June 2023 - Draft Kaipātiki Local Board Fees and Charges 2023/2024	225
c ⇩	21 June 2023 - Kaipātiki Local Board Work Programme 2023/2024 - Activities for early approval	237

Ngā kaihaina

Signatories

Authors	Paul Edwards - Senior Local Board Advisor
Authorisers	Trina Thompson - Local Area Manager

Kaipātiki Local Board

21 June 2023

Draft Kaipātiki Local Board Plan 2023

File No.: CP2023/07320

Te take mō te pūrongo

Purpose of the report

1. To adopt the statement of proposal for the Local Board Plan 2023, which includes the draft Local Board Plan 2023 and adopt the summary of the statement of proposal.

Whakarāpopototanga matua

Executive summary

2. The Local Government (Auckland Council) Act 2009 requires that each local board adopt a local board plan by 31 October of the year following the triennial general election, using the special consultative procedure (SCP) to engage with their communities.

3. A draft Kaipātiki Local Board Plan has been developed following a period of early engagement with the community (refer to Attachment A). The plan is structured around five key strategic areas – Belonging and wellbeing, Environment, Places and spaces, Transport and connections, and Opportunity and prosperity. There are also two priorities – Māori outcomes, and climate action – being addressed in separate sections, as well as being integrated within the five key strategic areas of the plan.

4. The consultation period for the SCP will take place from 13 July to 14 August 2023.

5. The draft Kaipātiki Local Board Plan 2023 has been developed using feedback from the Annual Budget 2023/2024 consultation but before the Annual Budget 2023/2024 decisions were made.

6. The consultation process will seek the views and preferences of the public to inform the final plan.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) approve the draft Kaipātiki Local Board Plan 2023 for inclusion in the statement of proposal. (refer to Attachment A).

b) adopt the statement of proposal for public consultation using the special consultative procedure (refer to Attachment C).

c) adopt the summary of the statement of proposal (refer to Attachment B).

d) approve the questions to be asked as part of the public consultation (refer to Attachment D).

e) approve the following Have Your Say event during the consultation period:

i) Hearing style event – Wednesday 9 August, 6pm, Kaipātiki Local Board Office

f) delegate to the following elected members and staff the power and responsibility to hear from the public through ‘spoken’ (or New Zealand sign language) interaction, at the council’s public engagement events, during the consultation period for the local board plan:

i) local board members and Chairperson

ii) General Manager Local Board Services, Local Area Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor

iii) any additional staff approved by the General Manager Local Board Services or the Group Chief Financial Officer.

g) delegate authority to the Chairperson to approve final changes to the draft Kaipātiki Local Board Plan 2023, statement of proposal, the summary of the statement of proposal, and Have your say event details.

Horopaki

Context

5. The Local Government (Auckland Council) Act 2009 states that each local board must:

· adopt their local board plan by 31 October of the year following an election

· use the special consultative procedure (SCP) to engage with their communities.

6. Local board plans are strategic documents developed every three years. They set a direction for local boards and reflect community priorities and preferences. They provide a guide for local board activity, funding and investment decisions. They also influence local board input into regional strategies and plans, including annual budgets.

7. The plans inform the development of the council’s 10-year budget. They also form the basis for development of the annual local board agreement for the following three financial years and subsequent work programmes.

8. The financial outlook for the council has been impacted by ongoing broad economic factors such as rising inflation, higher interest rates, supply chain difficulties and a labour market squeeze as well as the COVID-19 pandemic impacts. The council consulted with the public in March 2023 on a proposal to address the then forecasted budget deficit of $295 million in the council’s Annual Budget 2023/2024, including a proposal to reduce local board funding.

Tātaritanga me ngā tohutohu

Analysis and advice

9. The draft Kaipātiki Local Board Plan 2023 (refer to Attachment A) has been developed considering:

· previous engagement with community and mana whenua, including engagement on the Annual Budget 2023/2024

· subject matter expert advice from the council and other council organisations.

10. Early engagement was also undertaken from February to April 2023 through various activities with the community. This included engagement feedback ‘postcards’ (available electronically or in hard copy at a libraries or community venues), a stall at the community celebration event of Te Ara Awataha, a Have your say event at the Birkdale Beach Haven Residents Hall, and a hui with local Māori.

11. The draft Kaipātiki Local Board Plan 2023 has been developed while the Annual Budget 2023/2024 was also being developed. It is possible that some of the priorities and preferences may need to change as a result of changes to local board funding.

Key features

12. The structure of the 2023 round of local board plans is outlined in figure 1 below. The key features to this structure are:

· Māori outcomes and climate action are addressed in separate sections, but also integrated within the five key strategic areas of the plan

· Each strategic area has a vision or mission statement to describe the outcome that the local board is seeking in relation to that area.

· Objectives are the state that boards are trying to achieve. The key initiatives are the actions that the local board intends to undertake to achieve those objectives

· Objectives and initiatives are focused on areas where the local board have decision making authority over and they are accountable for delivering. Where the local board aren’t the decision makers, these initiatives are included in an advocacy section.

Figure 1: Local Board Plan structure

13. The five key strategic areas of the draft Kaipātiki Local Board Plan 2023 are outlined in figure 2 below:

Figure 2: Draft Kaipātiki Local Board Plan 2023 structure

Engagement approach for the SCP

13. The consultation period will run from 13 July to 14 August 2023.

14. The Have Your Say event recommended to be held in the Kaipātiki Local Board area is:

· Hearing style event – Wednesday 9 August, 6pm, Kaipātiki Local Board Office

15. The special consultative procedure requires the council to provide an opportunity for people to present their views to the council in a manner that enables ‘spoken (or New Zealand sign language) interaction’ between the person and the council’s decision-makers or their official delegates. The recommended Have Your Say events, along with the recommended delegation to elected members and staff to hear from the public in relation to the local board agreement, provides the opportunity for this spoken interaction.

16. As part of the SCP on the draft local board plan, there is an opportunity to ask targeted questions to gather community views on both specific and general aspects of the draft plan. The purpose of these questions is to help check with the community and stakeholders on whether the plan has accurately captured the essence of what we have heard and seek support for the proposed direction over the next three years.

17. Some possible consultation questions have been workshopped with the local board and these are included as Attachment D to this report. These are currently being reviewed by the Auckland Insights team so any changes will be raised at the meeting for local board consideration.

Consultation documentation and translations

18. To support people to be able to provide feedback in a way that suits them, information will be provided online and in hard copy.

19. Hard copies and feedback forms will be available at all libraries and service centres or on request by calling 09 301 0101.

20. The draft local board plan will be available to view online at akhaveyoursay.aucklandcouncil.govt.nz/hub-page/local-board-plans-2023.

21. To enable a wide reach across diverse communities, the feedback form and the summary of the statement of proposal will be translated into Simplified Chinese, Korean, Tongan, and Samoan.

Methods for obtaining feedback

20. Feedback will be gathered through the channels described below:

· online submission via akhaveyoursay.aucklandcouncil.govt.nz/hub-page/local-board-plans-2023.

· Have Your Say face-to-face engagement events (spoken interaction)

· written submissions, for example pro formas and letters received by post or email

· verbal submission through telephone by calling 09 301 0101

· partnerships with community partners to obtain feedback from our diverse/hard to reach communities.

Processing feedback

21. Feedback will be analysed and collated for local board members to consider prior to making decisions on the final local board plan.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. The draft Kaipātiki Local Board Plan 2023 reflects the impacts of predicted climate change. It considers such impacts as increasing temperatures, rising sea levels and changing rainfall patterns on the local board area.

23. The plan includes a section for Climate Action, as well as these considerations being addressed throughout the plan. Specific objectives and initiatives in the plan include:

· Develop a programme of funded tree plantings

· Investigate installing solar on facilities with significant solar potential

· Champion opportunities for improved active travel

· Fund the establishment of a community climate activation programme

· Support community-led low carbon food initiatives

· Build relationships with mana whenua as a foundation for future co-delivery of te taiao projects.

24. The impact on the climate from the process of engagement has been considered. Digital feedback will be encouraged where possible, and printing of hard copies will be limited. The ability to provide feedback from any location reduces the need to travel to a specific location.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. The approval of the Kaipātiki draft Local Board Plan 2023 for public consultation will provide the local board with feedback on the communities’ aspirations on the direction the local board intends to take. Planning and operational areas of the council have taken part in the development and review of the draft plans.

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

Local impacts and local board views

26. The local board’s views have informed the development of the draft Kaipātiki Local Board Plan 2023 through a series of workshops from November 2022 to June 2023.

Tauākī whakaaweawe Māori

Māori impact statement

27. Staff engaged with mana whenua using a coordinated, region-wide approach, enabling all 19 Tāmaki mana whenua to be involved during the early engagement phase of the Local Board Plans project, commencing late 2022.

28. This engagement approach has been developed in close consultation with Ngā Mātārae, council’s Māori outcomes directorate.

29. During early engagement in February 2023, all mana whenua were asked to indicate which local areas they were specifically interested in, and the way they preferred to engage. The mana whenua that showed an interest liaised with the associated lead Engagement Advisor for the purposes of relationship building.

30. In preparation for the SCP, a consultation letter was sent to all Tāmaki mana whenua as a reminder of the Local Board Plan and a prompt to indicate which local boards they are interested in, if they had not already done so.

31. The letter also included invitations to two online information sessions about the local board plans which are taking place Thursday 8 June and Tuesday 13 June in the hopes to connect mana whenua with staff in a more personable manner.

32. The following mana whenua have, to date, indicated an interest in engaging with the Kaipātiki Local Board on its draft local board plan:

· Ngāti Manuhiri

· Rūnanga o Ngāti Whātua

· Te Kawerau ā Maki.

33. Key aspects of the engagement approach have included the commencement of early engagement on local board plan development, the Annual Budget consultation and early engagement on draft local board plans, which is currently under way.

34. Engagement with mataawaka has been conducted in-line with engagement plans, developed and delivered by Local Board Engagement Advisors.

35. The following engagements with mataawaka have taken place:

· Co-board whakawhanaungatanga hui at Northcote with the Devonport-Takapuna and Kaipātiki Local Board.

36. The local board and local board staff have considered existing feedback on several matters from mana whenua and mataawaka and this has included reviewing past mana whenua and mataawaka submissions to Auckland Council, including the recent Annual Budget 2023/2024 submissions.

37. Mana whenua and mataawaka aspirations and priorities that are included in the plan are outlined in figure 3 below:

Figure 3: Initiatives identified to deliver on the aspirations of Māori in Kaipātiki

38. These views have been considered in the draft Kaipātiki Local Board Plan 2023. An additional hui is being planned with mataawaka in July 2023 to talk about Māori priorities locally for the next three years and to understand how the board can support Māori aspirations.

39. Mana whenua are currently being invited to provide feedback on draft local board plans both directly to local boards and via the SCP. Mataawaka are being encouraged to make formal submissions via the SCP.

Ngā ritenga ā-pūtea

Financial implications

40. Budget to implement initiatives and projects is confirmed through the annual plan budgeting process. The local board plans inform this process.

41. The total engagement budget for Kaipātiki Local Board is $5000, which is provided for in the Local Board Services group budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

42. There is a risk in approving the draft Kaipātiki Local Board Plan 2023 for public consultation while the full social and economic effects of any operational funding reductions on the community are not yet determined. The consultation process will seek the views and preferences of the public to inform the final plan.

Ngā koringa ā-muri

Next steps

43. Following adoption, the statement of proposal, including the draft Kaipātiki Local Board Plan 2023, will be available for public consultation from 13 July to 14 August 2023.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	21 June 2023 - Draft Kaipātiki Local Board Plan 2023	247
b ⇩	21 June 2023 - Statement of Proposal for the draft Kaipātiki Local Board Plan 2023	291
c ⇩	21 June 2023 - Summary of the Statement of Proposal for the draft Kaipātiki Local Board Plan 2023	293
d ⇩	21 June 2023 - Consultation questions for the draft Kaipātiki Local Board Plan 2023	303

Ngā kaihaina

Signatories

Authors	Paul Edwards - Senior Local Board Advisor
Authorisers	Trina Thompson - Local Area Manager

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

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