Agenda of Kaipātiki Local Board - Wednesday, 6 December 2023

1 Nau mai | Welcome

The meeting will be opened with a karakia.

A close up of a text

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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, 15 November 2023, and the ordinary minutes of its meeting, held on Wednesday, 29 November 2023, including the confidential section, as a true and correct record.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

6.1 Results of the General Election 2023

Te take mō te pūrongo

Purpose of the report

1. To acknowledge and congratulate the successful candidates of the recent Parliamentary General Election 2023.

2. To acknowledge and thank those who were unsuccessful or no longer standing for their services to the Kaipātiki community.

Whakarāpopototanga matua

Executive summary

3. The Kaipātiki Local Board would like to acknowledge and congratulate the successful candidates of the General Election 2023, Dan Bidois for Northcote, Mariameno Kapa-Kingi for Te Tai Tokerau and Cameron Brewer for Upper Harbour.

4. The Kaipātiki Local Board would like to thank Shanan Halbert, Vanushi Walters and Kelvin Davis for their services to the Kaipātiki community. Vanushi Walters served as MP for Upper Harbour from 2020 to 2023, Shanan Halbert served as an MP for Northcote from 2020 to 2023 and Kelvin Davis served as an MP for Te Tai Tokerau from 2014 to 2017, 2017 to 2020 and 2020 to 2023.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) acknowledge and congratulate the successful candidates of the Parliamentary General Election 2023, Dan Bidois for Northcote, Mariameno Kapa-Kingi for Te Tai Tokerau and Cameron Brewer for Upper Harbour.

b) acknowledge and thank Shanan Halbert, Vanushi Walters and Kelvin Davis for their services to the Kaipātiki community.

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.

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

9 Te Matapaki Tūmatanui | Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of three minutes per speaker 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

06 December 2023

Approval of concept design and additional funding for the playground renewal at Taurus Crescent Reserve, Beach Haven

File No.: CP2023/17025

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Kaipātiki Local Board of the concept design for the playground renewal at Taurus Crescent Reserve, located at 8 Taurus Crescent, Beach Haven, additional funding required, and to progress the project to detailed design and construction.

Whakarāpopototanga matua

Executive summary

2. The renewal of Taurus Crescent Reserve playground was identified in the Kaipātiki Play Provision and Sunsmart Study 2018. The Kaipātiki Local Board requested that staff look at the possibility of improvement to play and shade provision at the time of renewal to benefit the growth of population in Beach Haven.

3. The project was approved by the Kaipātiki Local Board as part of the 2023/2024 Customer and Community Services Work Programme (resolution number KT/2023/130).

4. The local board has allocated $457,000 made up of $360,000 from the ABS Renewals Capex budget, $30,000 from the Locally Driven Initiative (LDI) budget and $67,000 from the Sunsmart Priorities for Kaipātiki Playspaces project budget towards the renewal and upgrade of the playground.

5. Additional funding of $24,000 is requested to be allocated from the financial year 2024/2025 ABS Renewals Capex budget to complete the full delivery of the playground.

6. The project will deliver on Local Board Plan Outcome 1: Te whai wāhitanga me te oranga | Belonging and wellbeing and Outcome 3: Ngā wāhi me ngā takiwā | Places and spaces.

7. Feedback was sought from local residents via letter drop, local school engagement, Kainga Ora residents, and the Local Board Play and Sunsmart Provision report recommendations. A concept design has been developed, incorporating the recommendations from all parties.

8. Play equipment, is focused around providing dynamic, agility and strength-based pieces for children between 5 – 9 year olds as well as swings, slides music and nature play for toddlers.

9. Accessibility has also been a key focus for the overall design as well as provision of community spaces for families to enjoy.

10. Staff now seek approval for the final concept design and additional funding, before progressing the project to final consultation, detailed design, consenting and construction.

11. Subject to the local board approval of the proposed concept design, the final consultation process will begin including additional engagement with external stakeholders, iwi and the community. Physical works to undertake construction of the proposed design are expected to commence in September 2024.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) whakaae / approve the concept design (attachment A to this agenda report), request staff to proceed with the construction and installation of the playground at Taurus Crescent Reserve, Beach Haven.

b) whakaae / approve further funding of $24,000 from ABS Renewals Capex to meet the budget required to deliver the playground at Taurus Crescent Reserve, Beach Haven.

Horopaki

Context

12. The Kaipātiki Local Board approved the 2023/2024 Customer and Community Services Work Programme (resolution number KT/2023/130), which included the upgrade of the playground at Taurus Reserve.

13. The project funding is made up of $360,000 ABS Capex Renewals and $30,000 Locally Driven Initiatives (LDI) Capex.

14. Taurus Crescent Reserve is located at 8 Taurus Crescent in Beach Haven. It is on a corner lot and is characterised by a gently sloping grass area with residential properties on two sides. There are currently no trees planted in the reserve.

Image 1 -Taurus Crescent Reserve playground viewed from 7 Taurus Crescent facing North.

Image 2 -Taurus Crescent Reserve playground viewed from 99 Taurus Crescent facing West.

15. From the operational maintenance playground inspection report, the playground at Taurus Crescent is noted to be in ‘very poor’ condition. Equipment is often not operational, the safety surface is breaking apart and the flying fox does not meet current safety standards.

16. Kāinga Ora have undertaken redevelopment in the area by adding a significant number of new houses. This has increased the number of residents in the area and the use of the playground.

17. The Kaipātiki Local Board Play and SunSmart Provision report recommends improvements to the playground with the provision of additional collaborative play and painted games such as te reo Māori hopscotch and number trails. These elements have been incorporated into the concept design.

Tātaritanga me ngā tohutohu

Analysis and advice

Consultation

18. Feedback on the concept design was sought from the residents surrounding Taurus Reserve. There were delays to the onsite feedback event due to COVID-19 restrictions and a letter-drop survey was undertaken in 2022. Over 80 letters were dropped at houses on Taurus Crescent, Rangatira Road, Lysander Crescent, Mirage Place and Gemini Place.

19. Three surveys were returned to the council. All respondents were keen to see areas for structured and informal play, gathering, swinging, sliding, climbing jumping and creative play. Picnic tables and a basketball hoop were also requested.

20. Staff undertook consultation at Kauri Park School in February 2023 where 109 children participated.

Number of people	Items requested
74	Slides
51	Basketball hoop
48	Swings
42	Climbing tree pole
37	Play module for older children with slide, net and climbing activities
37	Balance beams
23	Musical bells
17	Painted games
11	Chin up bar
8	Natural play with sand

Table 1 – Shows the feedback from received from consultation at Kauri Park School

21. Subject to local board approval of the proposed concept design, the AK Have Your Say public consultation process will begin as well as an open day at Taurus Reserve Playground to enable the public to refine their desires for the park based on the concept.

Proposed concept design

Image 3 Proposed concept design showing different play levels, new tree shade (circles) and new shade sails (rectangles).

A diagram of a park

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Image 4 - Proposed concept design showing the 3-tiered levels to the playground.

Accessibility

22. The sloping site has been developed as three distinct areas connected by a central all weather accessible concrete path (as shown in Attachment A – Proposed Concept Plan for Taurus Crescent Reserve).

23. Retention of the existing concrete pavement adjacent to the entrance, in tandem with all-weather turf or wet pour ensures accessibility for all in the primary community gathering space.

24. Level access is provided to all key play equipment pieces, noting that more explorative / nature play areas and log scrambles require a higher level of mobility to access.

25. Musical equipment is also provided off the accessible entrance path.

Play activities

26. The overall design intent is to improve and enhance play provision within the local area targeting 5–9-year-olds, with supplementary play activities for 0-4. Due to slope conditions on site, the zones are tiered alongside an accessible pathway with timber edging. This will allow a relatively flat/gentle gradient within zones.

27. Additional areas around the zones will be planted to allow a buffer between the adjacent residential properties, as well as integrated with certain play elements for nature play opportunities. The landscape concept plan articulates development potential of this philosophy and is supported by alternative equipment selection options for consideration.

a) Zone 01. Paved surface to provide line marking/ball games to enable social and imaginative play with seating and shade provision. Also allow for community/family gathering space.

b) Zone 02. Use of existing timber post with integrated climbing elements for strength and agility with all-access wet pour rubber surfacing. The option for a basketball hoop is here however there will not be enough space for a half court and with the court already at Lysander Crescent playground, it’s proposed that this area is used for the requested climbing tree option.

c) Zone 03. All access spinning play element with wet pour rubber surfacing integrated with Zone 02 targeted to all ages.

d) Zone 04. Bark soft fall area with swinging and climbing elements with direct connection to accessible pathway, aimed to accommodate older children.

e) Zone 05. Integrated existing deck structure and other connecting elements for social, balancing, and creative play. Potential to include sound play activities to enhance social interaction.

f) Zone 06. Sliding element integrated with the embankment to accommodate the level changes. Equipment options in this area are limited due to slope gradient.

g) Zone 07. Balance / agility components on the slope connected to the accessible pathway. This is unlikely to change due to slope gradient.

28. Investigations were done to see if we could retain the existing flying fox however the site constraints don’t meet current playground code and it was not feasible. Staff have provided an alternative flying fox option in the Linley Reserve playground renewal project to maintain a flying fox play provision within the network.

Surfaces and colours

29. Three colour pallets have been provided that allow us to match the equipment with the wet pour and shade sail and compliment the surrounding area.

A screenshot of a color palette

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Image 5 - Proposed colour schemes.

30. Vibrancy of colour and design unity in repeating patterns with accents were also considered to offer play value and differentiate different play zones.

Landscape setting

31. Taurus Crescent Reserve playground was given a poor (4) assessment score for SunSmart shade provision and a high priority recommendation for hardy specimen trees and shade structures.

32. Four large shade sails have been designed for the areas of play where children will congregate for longer periods of time such as over the concrete pavement, spinning module, swings and balance beams.

33. Specimen trees and low native planting has been proposed as part of the concept design to provide amenity, shade, and a sense of enclosure over time. This planting will support the creation of exploration and nature play areas in tandem with play elements and agility trail. The planting will also provide a buffer to the street and residential boundaries.

34. Seating elements have been provided in the concept design at strategic locations and accommodated inherently in play features and retaining structures.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

36. It is anticipated that there will be an increase in carbon emission from construction, including contractor emissions. Staff will seek to minimise carbon and contractor emissions as much as possible when delivering the project. This can be achieved through a well-managed construction schedule to ensure minimal repetition of work or transportation as well as reusing the existing cushion fall on site for tree mulch.

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

38. The proposed concept design incorporates planting of eight new native trees and the addition of new fruit tree vegetation to ensure natural shade provision for park users and potential further reduction in greenhouse gas emissions.

39. Impacts from flooding and storms are unlikely to impact Taurus Crescent Reserve as it is on the highest part of the sloped site and is not located within a flood-sensitive or coastal inundation zone.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

40. Auckland Council staff from within the Customer and Community Services directorate have been consulted and are supportive of the installation as it will improve the service provision of the park and reduce the cost of maintenance.

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

Local impacts and local board views

41. The park and playground are located at 8 Taurus Crescent and offers important connections for the residents within the new Kainga Ora development.

42. The project will deliver to the community by providing an improved and enhanced play provision within the local area, targeting 5–9-year-olds with supplementary play for 0-4 years. The design provides a safe playground that is within walking distance from home and can provide connections for the whole family to sit and enjoy.

43. The local board provided feedback on the provided concept plan in June 2023 requesting that specimen trees be planted at Taurus Reserve Playground as well as a picnic table. These have been incorporated into the new plans.

44. The local board requested that consultation be undertaken with Beach Haven Primary School. Several attempts were made to facilitate a feedback day at Beach Haven Primary in the same way that was conducted at Kauri Park School however they weren’t available to undertake this. Alternatively, the school posted the concept on their Facebook page and in their newsletter and were provided with the opportunity to choose equipment and provide additional feedback. None was provided by Beach Haven School.

45. The project aligns with the Kaipātiki Local Board Plan 2020 Outcome 1: Te whai wāhitanga me te oranga | Belonging and wellbeing and Outcome 3: Ngā wāhi me ngā takiwā | Places and spaces.

Outcome	Objective
Outcome 1: Te whai wāhitanga me te oranga \| Belonging and wellbeing	Our people are involved in the community, socially connected to one another, and supported to be active, creative, resilient and healthy.
Outcome 3: Ngā wāhi me ngā takiwā \| Places and spaces	Our built environment is high quality, vibrant, well-maintained, reflects the culture and heritage of Kaipātiki, and meets our people’s needs.

Tauākī whakaaweawe Māori

Māori impact statement

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

47. Parks and reserves are taonga (treasure; anything highly prized) and hold significant importance to mana whenua. Developing a network of neighbourhood parks that provide for all ages and abilities will positively benefit the health and wellbeing of mana whenua and the wider community through increased recreation provision and reflection of their presence and stories.

48. Additional community engagement and collaboration with iwi will be undertaken as part of the detailed design phase.

Ngā ritenga ā-pūtea

Financial implications

49. A total budget of $457,000 has been approved by the local board for this project in the following financial years:

Budget source	FY23/24	FY24/25	Total ($)
Renewals (playground and SunSmart)	54,000	373,000	427,000
LDI	30,000	0.00	30,000
Total allocated budget			$457,000
Budget required	84,000	397,000	$481,000
Deficit			-$24,000
Maintenance cost			$9,620

50. Further funding of $24,000 from ABS Renewals Capex is requested to meet the budget required to deliver the playground at Taurus Crescent Reserve, Beach Haven. This additional funding covers the cost of inflation from FY23/24 and FY24/25 and allows for contingency within the project build budget.

51. It is proposed that this funding is found through the Totaravale Reserve – renew playground and park amenities budget as this project will go on hold as this project will be impacted by the Making Space for Water works.

52. A reduction in scope could also reduce these budget constraints and the local board could consider the removal of the stepping log and log scramble zone to achieve the delivery of this project without the requested $24,000 from the ABS Renewals Capex budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

53. Additional engagement with external stakeholders, iwi and the community will be undertaken as part of the detailed design phase. There is a risk that individuals or groups within the community may not be in support. This may delay the project and result in additional costs through the resource consent and engagement stages.

54. The following risks and mitigations have been considered:

Risks identified	Mitigation
Health & Safety
Public are exposed to unsafe conditions during construction phase	The site will be fully fenced off from the public with signage alerting the people of work taking place.
Budget
Budget is not adequate	The local board is requested to approve further funding allocation of $24,000 from the ABS Capex Renewals budget.
Construction
Poor weather during construction may delay delivery	The construction programme is schedule for summer when ground conditions and the weather is suitable for installation.

Table 4 – Shows risks and mitigations for this project.

Ngā koringa ā-muri

Next steps

55. The table below summarises the anticipated next steps and estimated delivery timeframes for the project. The estimated timeframes assume successful and timely completion of each identified project step. Unforeseen delays in the procurement of a design and / or build partner have the potential to delay completion of the project beyond the identified timeframe.

Project phase	Planned completion timeframe
Detailed design Once the concept design option is approved by the local board, the development of the detailed design can be progressed. Additional community engagement and collaboration with iwi on the design will be undertaken a part of this phase.	November 2023 - January 2024
Procure physical works contractor/build partner The tender will be submitted to a suitable contractor as per the procurement guidelines.	March 2024
Physical works Accurate commencement and duration of the physical works is not known at this time and will be confirmed at a later stage, but is envisaged between the dates specified.	September 2024 – October 2024

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 November 2023 - Kaipātiki Local Board business meeting - Attachment A: Taurus Crescent Playspace_Concept Package	19
b ⇩	15 November 2023 - Kaipātiki Local Board business meeting - Attachment B: Taurus Reeserve Playspace_Shade Sail Study (Hyper Sails)	27

Ngā kaihaina

Signatories

Authors

Steph Westmore - Senior Project Manager (Ops)

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

Kaipātiki Local Board

06 December 2023

Approval of concept design and additional funding for the playground renewal at Linley Reserve, Hillcrest

File No.: CP2023/17009

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the concept design and additional funding from the Kaipātiki Local Board for the renewal of the playground at Linley Reserve, 5 Linley Place, Hillcrest and to progress the project to detailed design, consenting and construction.

Whakarāpopototanga matua

Executive summary

2. The renewal of the Linley Reserve playground was identified as part of the Kaipātiki Play Provision and SunSmart Study. The local board requested that staff look at the possibility of adding additional shade at the time of renewal to improve our SunSmart provision.

3. The local board has allocated $356,882 of ABS Renewals Capex funding towards the renewal of the existing playground and was approved by the local board as part of the 2023/2024 Customer and Community Services Work Programme (resolution number KT/2023/130).

4. An additional $57,000 is requested to be allocated from the financial year 2024/2025 ABS Renewals Capex budget to complete the full delivery of the playground.

5. The project will deliver on Local Board Plan Outcome 1: Te whai wāhitanga me te oranga / Belonging and wellbeing and Outcome 3: Ngā wāhi me ngā takiwā / Places and spaces.

6. A letter drop was undertaken in 2022 where 350 local residents were asked for feedback on what they would like to see in the playground. A concept design has been developed incorporating the feedback, and this was provided to the Friends of Linley Reserve community group who have provided support for the proposed design.

7. Staff now seek approval of the final concept design before progressing the project to public consultation, detailed design, consenting and construction.

8. Following the approval of the proposed concept design, the AK Have Your Say public consultation process will begin. Physical works to undertake construction of the proposed design are expected to commence in September 2024.

9. Progress updates on the project will be provided to the local board as part of the quarterly reports.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) whakaae / approve the concept design for renewal of the playground at Linley Reserve, 5 Linley Place, Hillcrest as per attachment A of the agenda report and request staff to progress the project to detailed design and construction.

b) whakaae / approve additional funding of $57,000 from ABS Renewals Capex to meet the budget required to deliver the playground at Linley Reserve, Hillcrest.

Horopaki

Context

10. Linley Reserve playground is located at 5 Linley Place, Hillcrest. The reserve forms a long forest and open green space break between residential properties and provides walkway connections to Hume Drive, Mountbatten Avenue, Eban Avenue, and Linley Place.

Image 1: Location plan of Linley Reserve. The current playground location is marked in dark blue.

11. As part of the Kaipātiki Local Board’s 2023/2024 Customer and Community Services Work Programme, the local board approved a project to develop the playground at Linley Reserve, Hillcrest. $356,882.26 was approved, made up of $95,000 Locally Driven Initiative (LDI) Capex funding and $261,882.26 from the ABS Capex Renewals budget.

12. From the operational maintenance playground inspection report, the playground at Linley Reserve is noted to be in poor condition with mostly old equipment and some more recently installed items (spinners and swings). Equipment is also standalone and lacks valuable or challenging climbing and role play experiences.

13. The Kaipātiki Local Board Play and SunSmart Provision report recommends improvements to the playground with the provision of additional multiuse play and improved climbing opportunities.

14. Due to the required removal of the flying fox in Taurus Crescent Reserve, staff have considered what increased play provision could be incorporated to improve this catchment area.

Tātaritanga me ngā tohutohu

Analysis and advice

Consultation / Engagement

15. Consultation with the local community took place in March 2022 through a letterbox drop to 350 residents who live within the vicinity of Linley Reserve. 33 submissions were returned, and provided the following feedback:

· Most of the respondents use the reserve either daily or a few times a week with four respondents using it monthly.

· The reserve is mostly used for children’s play, the natural environment, and for relaxing and socialising.

· Almost all respondents walk to the reserve. Seven respondents said they travel to the reserve by bike.

· The playground is mainly used by the age groups between 5-7 years old and under 5 years old.

· The most popular play activities identified are climbing, swinging, and sliding.

· A flying fox was suggested several times along with the need for monkey bars.

· Drainage was identified as a requirement to maintain the natural environment around the park including the stream, where people enjoy feeding the eels.

16. The Friends of Linley Reserve community group received the proposed concept design in June 2023 to share with residents, and provided the following feedback:

· There was a strong preference for a flying fox from both children and parents.

· The group raised concerns around the cushion fall maintenance, specifically around the poplar trees and under the swings.

17. Subject to local board approval of the proposed concept design, the AK Have Your Say public consultation process will begin.

Proposed concept design

A map of a park

Description automatically generated

Image 2 - Proposed concept design showing new footprint incorporating trees and shade sail option.

A collage of different types of playground equipment

Description automatically generated

Image 3 - proposed play equipment.

Play activities

18. The overall design intent is to improve and enhance play provision within the local area targeting 0–7 years, with improved functions to make the park more enjoyable for all members of the whānau.

19. The playground concept design provides five different types of play:

Junior play	this includes the two towers play module that provides climbing and slide elements.
Accessible play	the wet pour section, including the swings and spinners
Nature play	timber stilts, stepping logs, rope walk and monkey bars
Rotating equipment	includes the carousel in lieu of a flying fox which also replaces the flying fox from Taurus Crescent Reserve, which provides an inclusive play element for children and adults of all ages
Open lawn spaces	informal play such as running, ball kicking etc.

20. It is recommended that the local board approve the concept design, as attached to this agenda report (refer to Attachment A), to allow the project to continue to the detailed design stage, procurement, and construction.

Accessibility

21. The site lends itself to a gentle meander through the reserve which also benefits those with walking aids/wheelchairs.

22. The cushion fall around the swings and spinners has been replaced with wet pour that meets with the concrete footpath, for easy access for children with higher accessibility needs.

23. Extensions to the concrete pads around the seating has been incorporated to allow for walking frames, prams, and other walking aids/wheelchairs to be placed away from the walking space.

24. The picnic table beside the swings and spinners will also be an accessible design to allow those in wheelchairs to be included at the table with their whanau.

25. Arm rests are included on all seating to assist the elderly and those with injuries to be able to access comfortable resting places within the reserve.

Landscape setting

26. Linley Reserve playground was given an average score for SunSmart provision as part of the Play and SunSmart Provision report. The specimen trees have been considered an advantage to this space and the tables sitting within the sunny areas have been considered a disadvantage.

27. The proposed concept extends the footprint for the playground to under the trees which helps provide respite from the sun.

28. The local board have indicated their desire for shade sails within this playground and a proposal has been put forward over the climbing module. This shade sail is not recommended by staff as it will fill with leaves from the deciduous trees, provide minimal additional shade and is extremely costly at $27,000 to supply and install.

29. The inclusion of the specimen trees and low native planting has been proposed as part of the concept design to provide amenity, shade, and a sense of enclosure over time. This planting will support the creation of exploration and nature play areas in tandem to the stream adjacent to the playground.

30. A shade sail over the tower piece has been provided in the concept plan at the request of the local board. It will require an additional $30,000 funding from the Sunsmart Priorities for Kaipātiki Playspaces project budget however staff do not recommend this element is installed. The trees within the playground footprint offer significant shade across majority of the playground as it already stands. These trees are deciduous and will cause maintenance difficulties for the shade sails as the seasons change and degrade the shade sails, meaning a much lower life span for this asset.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

32. It is anticipated that there will be an increase in carbon emission from construction, including contractor emissions. Staff will seek to minimise carbon and contractor emissions as much as possible when delivering the project. This can be achieved through a well-managed construction schedule to ensure minimal repetition of work or transportation as well as reusing the existing cushion fall on site for tree mulch.

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

34. The proposed concept design incorporates the existing shade provided by trees within the footprint of the design to ensure natural shade provision for park users and potential further reduction in greenhouse gas emissions.

35. Impacts from flooding and storms have the potential to impact Linley Reserve. The site sits within a flood plain and the current playground becomes very wet and boggy.

36. The renewal will minimise maintenance by increasing the level of the playground and installing drainage around the surrounds to reduce the impacts of flooding and cushion fall degradation.

37. The new playground concept design has incorporated additional planting along the stream edge to improve the ecological connection to the stream. There are opportunities to incorporate community planting days within this project.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

38. Auckland Council staff from within the Customer and Community Services directorate have been consulted and are supportive of the installation as it will improve the service provision of the park and minimise maintenance.

39. Collaboration with staff will be ongoing to ensure that the development of the playground is integrated appropriately into the operational maintenance and asset management systems once completed.

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

Local impacts and local board views

40. The park is located at 5 Linley Place, Hillcrest and is well used by residents in the local neighbourhood. The project will deliver to the community by providing an improved and enhanced play provision within the local area, targeting 0–7 year-olds. The design provides a safe playground that is within walking distance from home.

41. The project aligns with the Kaipātiki Local Board Plan outcomes detailed in the table below:

Table 1: Kaipātiki Local Board Plan 2020 outcomes and objectives

Outcome	Objective
Outcome 1: Te whai wāhitanga me te oranga \| Belonging and wellbeing	Our people are involved in the community, socially connected to one another, and supported to be active, creative, resilient, and healthy.
Outcome 3: Ngā wāhi me ngā takiwā \| Places and spaces	Our built environment is high quality, vibrant, well-maintained, reflects the culture and heritage of Kaipātiki, and meets our people’s needs.

Tauākī whakaaweawe Māori

Māori impact statement

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

43. Parks and reserves are taonga and hold significant importance to mana whenua. Developing a network of neighbourhood parks that provide for all ages and abilities will positively benefit the health and wellbeing of mana whenua and the wider community through increased recreation provision and reflection of their presence and stories.

44. There will be further opportunities for mana whenua to be involved in the project through the detailed design phase and associated public consultation process.

Ngā ritenga ā-pūtea

Financial implications

45. A total budget of $356,882 has been approved by the local board for this project in the following financial years:

Table 2: Budget sources for FY2023/2024 and FY2024/2025

Budget source	FY23/24	FY24/25	Total ($)
ABS: Renewals	$210,000	$51,882	$261,882
Locally driven initiatives (LDI)	$95,000		$95,000
Total allocated budget			$356,882
Maintenance cost			$7,317

46. A total budget of $356,882 is allocated for the project over multiple financial years (2023 – 2025), however this allocation does not cover the entire cost of the project.

47. Additional funding of $57,000 of ABS Capex Renewals is estimated to be required to ensure delivery of all aspects of the concept design. This additional funding covers the cost of inflation from FY23/24 and FY24/25 and allows for contingency within the project build budget.

48. It is proposed that this funding is found through the Totaravale Reserve – renew playground and park amenities budget as this project will go on hold as this project will be impacted by the Making Space for Water works.

49. A reduction in scope could also reduce these budget constraints and the local board could consider the removal of the carousel and natural play elements to achieve the delivery of this project without the requested $57,000 from the ABS Renewals Capex budget.

50. The ongoing maintenance costs for the expected lifespan of the assets are $7,317 annually.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

51. Additional engagement with external stakeholders, iwi and the community will be undertaken as part of the detailed design phase. There is a risk that individuals or groups within the community may not be in support. This may delay the project and result in additional costs through the resource consent and engagement stages.

52. The following risks and mitigations have been considered:

Risks identified	Mitigation
Health & Safety
Public are exposed to unsafe conditions during construction phase	The site will be fully fenced off from the public with signage alerting people of work taking place.
Budget
Budget is not adequate	The local board is requested to approve further funding allocation of $24,000 from the ABS Capex Renewals budget.
Design
Flood prone area caused failure in playground	Playground lifted and drained in design phase to alleviate flooding problems.
Construction
Poor weather during construction may delay delivery	The construction programme is schedule for summer when ground conditions and the weather is suitable for installation.
Reputational
Residents adjacent to playground	Residents adjacent to the playground may find the noise difficult to manage with the carousel installation. This piece of equipment has been situated as far away to properties as possible whilst still in connection with the playground footprint.

Ngā koringa ā-muri

Next steps

53. Table 3 below summarises the anticipated next steps and estimated delivery timeframes for the project. The estimated timeframes assume successful and timely completion of each identified project step. Unforeseen delays in the procurement of a build partner may have the potential to delay completion of the project beyond the identified timeframe.

Table 3: Project phasing and timelines

Project phase	Planned completion timeframe
Detailed design Once the concept design option is approved by the local board, the development of the detailed design can be progressed. Public consultation on the approved concept design via AK Have Your Say survey will begin and collaboration with iwi on the detailed design will be undertaken as part of this phase.	November 2023 - January 2024
Procure physical works contractor/build partner The tender will be submitted to a suitable contractor as per the procurement guidelines.	March 2024
Physical works Accurate commencement and duration of the physical works is not known at this time and will be confirmed at a later stage but is envisaged between the dates specified.	September 2024 – October 2024

54. Progress updates on the project will be provided to the local board as part of the quarterly reports.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	15 November 2023 - Kaipātiki Local Board business meeting - Attachment A - Linley Reserve Playground Renewal - Draft Concept.pdf	39

Ngā kaihaina

Signatories

Authors

Steph Westmore - Senior Project Manager (Ops)

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

Kaipātiki Local Board

06 December 2023

Nell Fisher Reserve - Bloqx 2 installation

File No.: CP2023/17320

Te take mō te pūrongo

Purpose of the report

1. To seek approval of the concept design for the Kompan Bloqx 2 play equipment at Nell Fisher Reserve, Birkenhead, and to progress the project to construction.

Whakarāpopototanga matua

Executive summary

2. In October 2021, the Kaipātiki Local Board requested the installation of a Kompan Bloqx 2 or Bloqx 3 play equipment at Nell Fisher Reserve, Birkenhead.

3. The local board has allocated $65,000 of Locally Driven Initiatives (LDI) Capex funding towards the installation of the play equipment. The new senior climbing unit (Kompan Bloqx 2 or Bloqx 3) play equipment (or similar) will be located in the grass area away from the northern corner of the reserve which has a historic heritage extent of place overlay.

4. The project was approved by the local board as part of its 2023/2024 Customer and Community Services Work Programme on 19 July 2023 (resolution number KT/2023/130).

5. A quote of $38,961 for the Kompan Bloqx 2 and $50,470 for Kompan Bloqx 3 was obtained for the supply and installation of the play equipment

6. The concept designs for Kompan Bloqx 2 and Kompan Bloqx 3 were presented at a local board workshop on 5 July 2023, as shown in attachment A. The local board indicated support for the Kompan Bloqx 2 option at that workshop, and later confirmed a colour choice of orange and blue for the play equipment.

7. A cost of $31,425 will be spent to prepare the ground for installation of the Kompan Bloqx 2, provide a wetpour safety surface, apply for tree owner approval and staff costs. Additional Locally Driven Initiatives (LDI) Capex of $5,386 would be required on top of the approved budget of $65,000 to fully fund the project. LDI budget is available, and the additional amount required will not impact the current work programme.

8. The Birkenhead Library staff have indicated support for the play equipment installation. The Birkenhead Business Association are concerned about the loss of green space for village community events.

9. A historic heritage overlay sits north of the reserve and will not be infringed upon by the proposal, but a tree owner approval (TOA) is required due to the work being within the tree root zone of nearby trees on site.

10. The project aligns with the Kaipātiki Local Board Plan 2023 Outcome: Places and spaces, and the Objective - Our parks, playgrounds, and public spaces are fit for-service, accessible to all, SunSmart, well maintained, clean and tidy, and cost-effective.

11. Staff are now seeking approval of the concept design of the Kompan Bloqx 2 from the local board and the allocation of an additional $5,386 LDI capex before progressing the project to construction. Following the approval of the concept design and budget, the project will progress to physical works. The construction is expected to commence in December 2023.

12. Progress updates on the project will be provided to the local board as part of the quarterly reports.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) whakaae / approve the concept design and that the staff proceed with the installation of the Kompan Bloqx 2 play equipment on the grass area outside of the historic heritage extent overlay at Nell Fisher Reserve, Birkenhead, and progress the project to construction, utilising $65,000 from the Locally Driven Initiative (LDI) capital budget.

b) whakaae / approve further funding of $5,386 from Locally Driven Initiative (LDI) capital funding for the installation of the Kompan Bloqx 2 play equipment on the grass area away from the northern corner of the reserve which has a historic heritage extent overlay at Nell Fisher Reserve, Birkenhead.

Horopaki

Context

13. Nell Fisher Reserve is located at the corner of Hinemoa Street and Rawene Road, Birkenhead. The proposed location for the Bloqx 2 play equipment is on the grass area opposite the Birkenhead Library as shown below in figure 1.

Figure 1: Location plan of Bloqx 2.

14. As part of the Kaipātiki Local Board’s financial year 2023/2024 Customer and Community Services Work Programme, the local board approved a project to install a new senior climbing unit (Kompan Bloqx 2 or Bloqx 3) play equipment (or similar) in the grass area away from the northern corner of the reserve which has a historic heritage extent of place overlay. A budget of $65,000 LDI Capex was approved for the project.

15. A workshop to receive feedback on the concept design for the Bloqx 2 and Bloqx 3 was held with the local board on 5 July 2023. The local board were supportive of the installation of the Bloqx 2 play equipment and its proposed location on the grass area.

Tātaritanga me ngā tohutohu

Analysis and advice

16. Two options were presented to the local board at the July 2023 workshop. An assessment of each option and estimated costs for installation was tabled and discussed at the workshop and shown in table 1 below. Following the workshops further work was undertaken to confirm the costs for site preparation to give the full picture of the overall costs involved.

Table 1: Cost estimates for installation of Bloqx 2 and 3

	Kompan Bloqx 2	Kompan Bloqx 3
Bloqx supply and installation cost	$38,961 (ex GST)	$50,470 (ex GST)
Dimensions: (L x W x H)	299 x 180 x 171cm	375 x 213 x 300cm
Max fall height	1.71m	3.0m
Safety surfacing area	23.8m²	33.9m²

Preferred option

17. The cost of the Kompan Bloqx 2 play equipment is within the approved project budget of $65,000. The dimensions are suitable for the proposed location and the fall height of 1.71m is lower than the larger 3m height of the Kompan Bloqx 3.

18. The Kompan Bloqx 2 play equipment combines two climbing elements suitable for teenagers and older children. The geometric shaped blocks have different climbing angles with varied grips and panels for climbing, crawling, and balancing as shown in figure 2 below. The panels are also designed with a unique pattern that provides a nonskid surface texture.

19. The varied grip and panel positions help to develop muscle strength and motor skills: cross-body coordination, proprioception and spatial awareness, having a positive impact on concentration skills and social-emotional skills such as consideration.

Kompan Bloqx 2 play equipment image and dimensions

No description available. A diagram of a hexagonal structureDescription automatically generated with medium confidence

Figure 2: Kompan Bloqx 2 play equipment image and dimensions

Consultation / Engagement

20. The Birkenhead Business Association have expressed concerns about the potential loss of green space. The area proposed for the location of the Kompan Bloqx 2 play equipment is used to place a 6m x 9m tent during village community events.

21. The Birkenhead Library manager and staff have indicated support for the installation and location of the play equipment.

Specialist feedback

22. Council’s Events team are in support of the installation and location of the Bloqx 2 play equipment.

23. Planning advice has confirmed that no historic heritage rules will be infringed upon by the project. However, the extent of the excavation required to install the footing for the Bloqx 2 equipment means a tree owner approval (TOA) is needed due to the proximity to nearby trees.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

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

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

25. It is anticipated that there will be an increase in carbon emissions from construction, including contractor emissions. Staff will seek to minimise carbon and contractor emissions as much as possible when delivering the project.

26. The Kompan Bloqx products are built of molded polypropylene panels which consist of 75 per cent recycled post-consumer ocean waste and 25 per cent virgin material. Not only are the products made with environmentally friendly materials, but they also emit the lowest possible CO2e emissions.

27. Climate change is unlikely to negatively impact the asset, as Nell Fishier Reserve is not located with-in a flood-sensitive or coastal inundation zone.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

28. Council staff from within the Customer and Community Services (Parks and Community Facilities operational management and maintenance, Regional Arborist and Ecological and Senior Planner) have been consulted. They are supportive of the installation as it will improve the quality of the park and reduce the cost of maintenance.

29. Collaboration with staff will be ongoing to ensure that the installation of the new Kompan Bloqx 2 play equipment is appropriately integrated into the operational maintenance and asset management systems once completed.

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

Local impacts and local board views

30. The play equipment will be installed at Nell Fisher Reserve, Birkenhead, and will provide for the needs of older children and teenagers in the surrounding area. The recently renewed playground next to the library provides for younger children.

31. The Kompan Bloqx 2 concept option was presented to the local board on 5 July 2023 workshop along with cost estimates. The local board indicated support for the play equipment in the orange and blue colour palette.

32. The project aligns with the Kaipātiki Local Board Plan 2023 Outcome: Places and spaces, and the Objective - Our parks, playgrounds, and public spaces are fit for-service, accessible to all, SunSmart, well maintained, clean and tidy, and cost-effective.

Tauākī whakaaweawe Māori

Māori impact statement

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

34. Parks and reserves are taonga and hold significant importance to mana whenua. Developing a network of parks will positively benefit the health and wellbeing of mana whenua through increased recreation provision.

35. There was no opportunity for mana whenua to provide input into design requirements. This was due to the play equipment being ready-made. The Kompan Bloqx 2 comes in two specific geometric shaped blocks ready for installation.

Ngā ritenga ā-pūtea

Financial implications

36. A total LDI budget of $65,000 has been approved by the local board for this project in the 2023/2024 Customer and Community Services Work Programme. However, this allocation does not cover the entire cost of the project.

37. Additional work is required to prepare the site for the installation of a safety l surface. The estimated cost to prepare the site, including the installation of a wetpour safety surface, application for tree owner approval, compliance and staff costs is $31,425 as shown in table 2 below.

38. The total estimated cost of the project is $70,386. This consists of the supply and installation of the play equipment for $38,961, and preparation of the site, including additional costs, at a cost of $31,425.

39. Additional funding of $5,386 from the local board’s Locally Driven Initiatives Capex budget is estimated to be required to ensure delivery of all aspects of the project. There is $13,406 of unallocated LDI capex budget available to cover the additional amount of $5,386 required. The additional funding presents minimal risk to other projects in the work programme.

Table 2: Cost to prepare the surface for the Bloqx 2 installation.

Items	Cost estimate
Site preparation	$16,703
Wetpour supply and install	$8,925
Arborist assessment including TOA application	$1,997
Compliance assessment	$1,800
Staff & project management costs	$2,000
Total	$31,425

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

40. The following risks and mitigations have been considered:

Risks identified	Mitigation
Health & Safety
Public are exposed to unsafe conditions during construction phase	The site will be fully fenced off to the public, with signage alerting the people of work taking place.
Budget
Budget is not adequate	The local board is requested to approve a further funding allocation of $5,386 from its Locally Driven Initiatives capital budget.
Construction
Poor weather during construction may delay delivery	The construction programme is schedule for summer when ground conditions and the weather is suitable for installation.

Ngā koringa ā-muri

Next steps

41. Subject to the local board’s decision, staff will procure a physical works contractor and confirm a construction programme for the installation of the Kompan Bloqx 2 play equipment at Nell Fisher Reserve, Birkenhead.

42. Progress updates on the project will be provided to the local board as part of the quarterly reports.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	6 December 2023 – Kaipātiki Local Board business meeting - Attachment A_Location of Bloqx 2.pdf	51

Ngā kaihaina

Signatories

Authors

Roma Leota - Project Manager

Authorisers

Taryn Crewe - General Manager Parks and Community Facilities

Trina Thompson - Local Area Manager

Kaipātiki Local Board

06 December 2023

Kaipātiki Local Board - Community Led Partners Contracts for 2023-2025

File No.: CP2023/17568

Te take mō te pūrongo

Purpose of the report

1. To approve the terms of contract agreements for five community led partners in the Kaipātiki Local Board area.

Whakarāpopototanga matua

Executive summary

2. The Kaipātiki Local Board partners with community organisations to manage venues through Asset-Based Services (ABS) funding. Community led partners are funded to manage access and activation of community centres and halls through Community Centre Management Agreements (CCMAs) or Service Agreement (SA).

3. Community led partners support the delivery of the Kaipātiki Local Board 2023 plan, in particular:

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

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

4. In May 2023 to provide certainty to partners and to ensure continuity of service, the local board agreed (resolution number KT/2023/130) to interim payments and extension of contracts for six months from 1 July 2023 to 31 December 2023 to the current Community Centre Management Agreements (CCMA’s) and Service Agreements (SA).

5. The local board has approved a further six months variation to agreements from 1 January 2024 to 30 June 2024 as part of the Customer and Community Services 2023-2024 work programme, line 223 ‘Activation of community led venue partners Kaipatiki’ (resolution number KT/2023/130). These funding amounts include the consumer price index (CPI) adjustments.

6. Options have been developed for an interim funding approach for contract agreements with four community led partners: Bayview Community Centre Association Incorporated, Glenfield Community Centre Incorporated, Birkdale Beach Haven Community Project Incorporated, and Highbury Community House Incorporated.

7. Staff recommend that the local board enter into a new Community Centre Management Agreement (CCMA) or Service Agreement (SA) with community venue partners for a term of 18 months from 1 January 2024 to 30 June 2025.

8. The recommended option requires a total funding commitment of $336,000.60.

9. Of this $336,000.60, ABS Opex budget of $114,154.05 has already been approved in the 2023/2024 work programme (resolution number KT/2023/130).

10. The remaining $221,846.55 needs to be approved in principle by the local board and will be allocated from the Kaipātiki Local Board ABS Opex budget in advance of the approval of the 2024/2025 local board work programme.

11. If the local board agrees with the staff recommendation, Community Centre Management Agreements or Service Agreements will be signed, and allocation of funding will be administered.

12. A procurement process will be instigated by staff in quarter three of financial year 2024/2025 to ensure continuity of service in financial year 2025/2026 and beyond.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) whakaee / approve Community Centre Management Agreements or Service Agreements with Bayview Community Centre Association Incorporated, Glenfield Community Centre Incorporated, Birkdale Beach Haven Community Project Incorporated, Highbury Community House Incorporated for a term beginning 1 January 2024 to 30 June 2025, with the following associated funding:

i) $65,105.04 to Bayview Community Centre

ii) $83,074.68 to Glenfield Community Centre

iii) $61,543.56 to Birkdale Community House

iv) $61,543.56 to Beach Haven Community House

v) $64,733.76 to Highbury Community House

b) tuhi / note that the recommended option requires a total commitment of $336,000.60. $114,154.05 was previously approved in the 2023/2024 work programme (resolution number KT/2023/130).

c) whakaee / approve in principle the allocation of $221,846.55 from the Kaipātiki Local Board ABS Opex budget in advance of the approval of the Customer and Community Services 2024/2025 local board work programme.

Horopaki

Context

13. The Kaipātiki Local Board partners with community organisations to manage venues through Asset-Based Services (ABS) funding. Community led partners are funded to manage access and activation of community centres and halls through Community Centre Management Agreements (CCMAs) or Service Agreement (SA).

14. Due to major financial challenges, Auckland Council needed to overcome a budget shortfall of $295 million for the 2023/2024 financial year. To respond to this, the Governing Body proposed to reduce local board operating funding by $16 million.

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

16. Therefore, the local board approved (resolution number KT/2023/130) interim payments and extension of contracts for six months in May 2023 from 1 July 2023 to 31 December 2023 to the current Community Centre Management Agreements (CCMA’s) and Service Agreement (SA) for the following community led partners:

· Bayview Community Centre (Bayview Community Centre Association Incorporated)

· Glenfield Community Centre (Glenfield Community Centre Incorporated)

· Birkdale Community House (Birkdale Beach Haven Community Project Incorporated)

· Beach Haven Community House (Birkdale Beach Haven Community Project Incorporated)

· Highbury Community House (Highbury Community House Incorporated).

17. The local board has also approved a further six months variation agreement from 1 January 2024 to 30 June 2024 as part of the Customer and Community Services 2023/2024 work programme, line 223 ‘Activation of community led venue partners Kaipatiki’. These funding amounts include the consumer price index (CPI) adjustments (resolution number KT/2023/130).

18. Table 1 shows the funding each community led partner received.

1. Table 1: Community led partners funding amounts for financial year 2023/2024

Tātaritanga me ngā tohutohu

Analysis and advice

19. 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 change.

20. Options have been developed for an interim funding approach for community led partners in Table 2 below until the new procurement program has been developed and can be implemented.

Table 2: Options for funding approach to community led partners for the Kaipātiki Local Board

Options	Option 1: Status quo	Option 2: Recommended approach Provide funding for 18 months	Option 3: Provide funding for 30 months
Detail	Enter a new Community Centre Management Agreement (CCMA) or Service Agreement (SA) with community led partners for a term of 6 months 1 January 2024 -30 June 2024. Local board has already approved, resolution number KT/2023/130	Enter a new Community Centre Management Agreement (CCMA) or Service Agreement (SA) with community venue partners for a term of 18 months from 1 January 2024 to 30 June 2025	Enter a new Community Centre Management Agreement (CCMA) or Service Agreement (SA) with community venue partners for a term of 30 months from 1 January 2024 to 30 June 2026
Funding	No additional funding decision to be approved	Funding required for community venue partners under a CCMA or a SA for 18 months	Funding required for community venue partners under a CCMA or a SA for30 months
Implications	· Lack of certainty that partners can provide a service to the community from 1 July 2024.	· 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 18-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 the local board and staff capacity.	· 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 30-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 the local board and staff capacity.

21. Staff recommend Option 2, providing funding for 18 months, which will provide certainty of service provision and funding, until 30 June 2025, for community led partners.

22. The recommended option requires a total commitment of $336,000.60 ABS Opex, $114,154.05 which has already been approved as part of the 2023/2024 work programme, and $221,846.55 which will require approval in principle by the local board in advance of the approval of the 2024/2025 local board work programme.

23. This option allows staff to provide quality and timely advice to the local board on the upcoming procurement programme for implementation as part of the 2025/2026 work programme.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Connected Communities manages the relationships and contracts with 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

26. Community partners support the delivery the Kaipātiki Local Board 2023 plan, in particular:

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

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

Tauākī whakaaweawe Māori

Māori impact statement

27. Te Kaunihera o Tāmaki Makaurau is committed to meeting its responsibilities under Te Tiriti o Waitangi and its statutory obligations and relationship commitments to Māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context.

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

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

30. 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.

Ngā ritenga ā-pūtea

Financial implications

31. Table 3 shows the financial breakdown for each of the three options.

32. The recommended option requires a total commitment of $336,000.60.

33. Of this $336,000.60, $114,154.05 has already been approved in the 2023/2024 work programme (resolution number KT/2023/130).

34. The remainder $221,846.55 needs to be approved in principle by the local board and will be allocated from the Kaipātiki Local Board ABS Opex budget in advance of the approval of the 2024/2025 local board work programme.

Table 3: Financial breakdown for each of the three options

Community led centres	Option 1 six-month CCMA or SA - 1 January 2024 to 30 June 2024	Option 2 18 months CCMA or SA 1 January 2024 to 30 June 2025	Option 3 30 months CCMA or SA - 1 January 2024 to 30 June 2026
Bayview Community Centre	$22,119.02	$65,105.04	$108,091.06
Glenfield Community Centre	$28,224.09	$83,074.68	$137,925.27
Birkdale Community House	$20,909.03	$61,543.56	$102,178.09
Beach Haven Community House	$20,909.03	$61,543.56	$102,178.09
Highbury Community House	$21,992.88	$64,733.76	$107,474.64
Total	$114,154.05	$336,000.60	$557,847.15

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

Risk	Mitigation
A decision could preempt significant budgetary decisions.	The recommended approach provides time for decisions as part of the local board work programme development to be actioned 1 July 2024 for community partners.

Ngā koringa ā-muri

Next steps

35. If the local board agrees with the staff recommendation, CCMAs or SAs will be signed, and allocation of funding will be administered.

36. If the local board agrees with the staff recommendation a procurement process will be instigated by staff in quarter three of financial year 2024/2025 to ensure continuity of service in financial year 2025/2026 and beyond.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Authors

Jamie Adkins – Place and Partner Specialist, Connected Communities

Authorisers

Darryl Soljan – Head of Community Delivery, Connected Communities

Trina Thompson - Local Area Manager

Kaipātiki Local Board

06 December 2023

Workshop Records - Kaipātiki Local Board - November 2023

File No.: CP2023/18058

Te take mō te pūrongo

Purpose of the report

1. The purpose of this report is to record the Kaipātiki Local Board workshop held on Wednesday 1 November 2023, Wednesday 8 November 2023, Wednesday 15 November 2023 and Wednesday 22 November 2023.

Whakarāpopototanga matua

Executive summary

2. At the workshop held on Wednesday 1 November 2023, the workshop session was on:

· Parks and Community Services – Parks and Community Facilities

- Waimanawa / Little Shoal Bay asset renewal feasibility

· Understanding local board priorities for Auckland Transport’s 10-year programme for the 2024 Regional Land Transport Plan (RLTP)

· Auckland Transport – AT Forward Works programme

· Kaipātiki Local Board 2023/2024 play advocacy update and activities.

3. At the workshop held on Wednesday 8 November 2023, the workshop session was on:

· Customer and Community Services – Connected Communities

- Kaipātiki Local Board Crime Prevention Fund Proposal

- Community Led Funding

- Manaakitanga

· Service Property Optimisation

· 2023/2024 Kaipātiki Local Grant & Multiboard Grant Round One

· Infrastructure and Environmental Services

- Para Kore Zero Waste Northcote.

4. At the workshop held on Wednesday 15 November 2023, the workshop session was on:

· LB Annual Planning workshop 3 – recap LTP regional topics – PUBLIC EXCLUDED.

5. At the workshop held on Wednesday 22 November 2023, the workshop session was on:

· Customer and Community Services – Active Communities

- Beach Haven Sports Centre

· 2023 Annual Business Improvement District (BID) presentations

· Local Board Annual Planning workshop 4 – 10-year budget 2024-2034 local consultation content

· Infrastructure and Environmental Services

- Making Space for Water – PUBLIC EXCLUDED.

Ngā tūtohunga

Recommendation/s

That the Kaipātiki Local Board:

a) note the record for the Kaipātiki Local Board workshop held on Wednesday 1 November 2023, Wednesday 8 November 2023, Wednesday 15 November 2023 and Wednesday 22 November 2023.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	6 December 2023 - Kaipātiki Local Board business meeting - 1 November 2023 workshop record	69
b ⇩	6 December 2023 - Kaipātiki Local Board business meeting - 8 November 2023 workshop record	73
c ⇩	6 December 2023 - Kaipātiki Local Board business meeting - 15 November 2023 workshop record	75
d ⇩	6 December 2023 - Kaipātiki Local Board business meeting - 22 November 2023 workshop record	77

Ngā kaihaina

Signatories

Authors

Jacinda Gweshe - Democracy Advisor

Authorisers

Paul Edwards - Senior Local Board Advisor

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