Agenda of Howick Local Board - Thursday, 18 April 2024

1 Nau mai | Welcome

The Chair will open the meeting and welcome everyone present.

2 Ngā Tamōtanga | Apologies

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

3 Te Whakapuaki i te Whai Pānga | Declaration of Interest

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

4 Te Whakaū i ngā Āmiki | Confirmation of Minutes

That the Howick Local Board:

a) whakaū / confirm the ordinary minutes of its meeting, held on Thursday, 21 March 2024, as a true and correct record.

5 He Tamōtanga Motuhake | Leave of Absence

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

6 Te Mihi | Acknowledgements

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

7 Ngā Petihana | Petitions

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

8 Ngā Tono Whakaaturanga | Deputations

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

8.1 Deputation - Mark Craig of Auckland Rugby League and Mike Slater of the Pakuranga Jaguars Rugby League Club

Te take mō te pūrongo

Purpose of the report

1. Mark Craig of Auckland Rugby League and Mike Slater, (Chair) of the Pakuranga Jaguars Rugby League Club will present to the Board a deputation outlining the successes and challenges of the club over the past 24 months. They furthermore seek ongoing support for the renewal of the changing rooms and toilet blocks at Ti Rakau Park.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakamihi / thank Mark Craig and Mike Slater for their deputation and attendance.

8.2 Deputation - Janet Dickson of Howick Ratepayers and Residents Association

Te take mō te pūrongo

Purpose of the report

1. Janet Dickson of Howick Resident and Ratepayers’ Association will present to the

Board a deputation regarding the proposed renaming of sites across the Ward.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakamihi / thank Janet Dickson for her deputation and attendance.

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.”

No.	Title	Page
a ⇨	18 April 2024, Howick Local Board: Chairperson's Report - Chair Light's Written Report

Howick Local Board

18 April 2024

Howick Local Grant Round Two and Multi-board Grant Round Two 2023/2024 grant allocations

File No.: CP2024/03745

Te take mō te pūrongo

Purpose of the report

1. To provide the Howick Local Board with information on applications in Howick Local Grant round two and Multi-board Grant round two 2023/2024; to enable a decision to fund, part fund or decline each application.

Whakarāpopototanga matua

Executive summary

2. The Howick Local Board adopted the Howick Local Board Community Grants Programme 2023/2023 on 20 July 2023 (Attachment A). The document sets application guidelines for contestable grants.

3. This report presents applications received in Howick Local Grant round one 2023/2024 (Attachment B) and Multi-board Grants round one 2023/2024 (Attachment C).

4. The local board has set a total community grants budget of $387,220.00 for the 2023/2024 financial year.

5. On the 10 October 2023 $48,000.00 was taking from the Howick Community Grants budget to put towards the Howick Youth Facility and Programmes. This leaves a total amount of $339,220.00.

6. For the 2023/2024 financial year, there are a total of one Local Grant rounds, one Multi-board grant rounds and one Quick Response grant rounds.

7. Forty-five applications have been received for the Howick Local Grant round two, requesting a total of $445,614.25. Sixteen applications have been received in the Multi-board grant round one requesting a total of $842,808.92 and from the Howick Local Board $88,382.94.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) agree to fund, part-fund, or decline each application in Howick Local Grants round two 2023/2024 listed in the following table:

Table One: Howick Local Grant round two 2023/2024 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2407-230	All Together Multi-Culture Society Club NZ Incorporated	Community	Towards the cost of Spark phone costs, newspaper advertising	$5,000.00	Eligible
LG2407-263	Auckland Badminton Association Incorporated	Sport and recreation	Towards the cost of badminton nets, shuttlecocks and venue hire	$28,830.00	Eligible
LG2407-245	Auckland Basketball Services Limited	Sport and recreation	Towards the cost of wages and affiliation costs	$6,500.00	Eligible
LG2407-232	Auckland East Chinese Society Incorporated	Community	Towards the cost of venue hire, sound mixer and microphone	$7,000.00	Eligible
LG2407-271	Auckland Hockey Association Incorporated	Sport and recreation	Towards the cost of strengthening bleachers, balcony and bathroom repairs at Lloyd Elsmore Hockey Stadium	$30,000.00	Eligible
LG2407-258	Auckland Seniors Support And Caring Group Incorporated	Arts and culture	Towards the cost of venue hire and food from Costco	$4,000.00	Eligible
LG2407-248	Auckland Table Tennis Association Incorporated	Sport and recreation	Towards wages and affiliation costs	$5,500.00	Eligible
LG2407-259	Bhartiya Samaj Charitable Trust	Community	Towards the cost of wages, bus hire, venue hire, auditors fees, photography and videography costs	$10,000.00	Eligible
LG2407-257	Botany Chinese Association Incorporated	Community	Towards the cost of venue hire, bus rental, the purchase of gloves and rubbish bags and volunteer costs	$7,841.00	Eligible
LG2407-214	Botany Downs Secondary College	Arts and culture	Towards the cost of a pounamu and bone carving workshop for 40 year 11 and 12 students at Botany Downs Secondary College	$3,300.00	Eligible
LG2407-268	Bravo Company Charitable Trust	Community	Towards the cost of two defibrillators, first aid supplies, and two Missing in Aotearoa brand tents with stove	$6,108.29	Eligible
LG2407-267	Bucklands Beach Associated Football Club Incorporated	Sport and recreation	Towards the cost of football equipment for the 2024 Bucklands Beach football season	$3,000.00	Eligible
LG2407-208	Bucklands Beach Ohui-a-Rangi Playcentre	Community	Towards the cost of a water trough, mud kitchen, sand and water table	$4,000.00	Ineligible
LG2407-222	Dance Therapy NZ	Arts and culture	Towards the costs of equipment, and wages for 'Dance 4 Us Howick & STARS Pakuranga'	$7,999.00	Eligible
LG2407-236	Embraced NZ	Community	Towards the cost of venue hire, facilitation, stationery, resources, wages	$1,000.00	Eligible
LG2407-253	Harlequin Music Theatre Incorporated	Arts and culture	Towards the cost of microphone bodypacks	$8,879.45	Eligible
LG2407-265	Highland Park Community Creche Incorporated	Sport and recreation	Towards the cost of a new shed	$3,920.87	Eligible
LG2407-207	Howick Hornets Rugby League	Sport and recreation	Towards the cost of new windows	$43,750.00	Eligible
LG2407-247	Howick Pakuranga Chess Club Incorporated	Sport and recreation	Towards a new laptop	$4,050.00	Eligible
LG2407-205	Howick Playcentre Incorporated	Sport and recreation	Towards the cost of water play equipment, mud kitchen and shelving	$3,604.36	Eligible
LG2407-266	Howick Rhythmics Incorporated	Sport and recreation	Towards the cost of new HART mats and tape	$4,209.00	Eligible
LG2407-210	Howick Squash Club Incorporated	Sport and recreation	Towards replacing the clubs gas hot water system including draining and plumbing	$10,859.45	Eligible
LG2407-238	Buddha Light International Association (North Island) Incorporated	Arts and culture	Towards the cost of exhibition panels, advertising, including TIMES advertising, and media costs	$15,000.00	Eligible
LG2407-237	Libretto Trust	Arts and culture	Towards the cost of surgical tape, batteries for microphones, 14 microphones, and a mixing console	$1,494.00	Ineligible
LG2407-243	Life Education Trust Counties Manukau	Community	Towards the cost of auditing fees	$4,100.00	Eligible
LG2407-249	LifeKidz Trust	Community	Towards the cost of an accessible swing including installation and first aid and seizure training for staff	$20,000.00	Eligible
LG2407-250	Mobility Assistance Dogs Trust	Community	Towards veterinary costs	$3,000.00	Eligible
LG2407-242	Naad Charitable Trust NZ	Arts and culture	Towards the cost of venue hire, sound hire, stage set up, videography and photography	$6,138.00	Eligible
LG2407-206	New Zealand Multicultural Arts & Sports Centre	Arts and culture	Towards the cost of venue hire and NZ Breakers basketball team diamond membership tickets	$4,904.00	Eligible
LG2407-215	Pakuranga and Howick Budgeting Service Incorporated	Community	Towards the cost of Countdown, Warehouse and MTA vouchers	$5,000.00	Ineligible
LG2407-255	Pakuranga Athletic Club Incorporated	Sport and recreation	Towards the cost of a electronic starter pistol, amplifier, tables, laser, tripods, bullseye level and hand timers	$7,465.00	Eligible
LG2407-244	Pakuranga Rahihi Playcentre	Sport and recreation	Towards the construction of a new bike track at the Pakuranga Rahihi Playcentre including concrete, painting of concrete and signage for the track	$6,857.45	Eligible
LG2407-233	Pakuranga Tennis Club Incorporated	Community	Towards the cost of rent for 2024/2025	$7,900.00	Eligible
LG2407-261	Roopa Aur Aap Charitable Trust	Community	Towards the cost of wages, petrol, car registration, sound, audio and photography costs, marketing and accountant fees	$10,000.00	Eligible
LG2407-223	South East Auckland Senior Citizens' Association Incorporated	Community	Towards the cost of venue hire, catering, cleaning, drinks, sound and dj hire as well as performers	$5,000.00	Eligible
LG2407-240	Sweet Art Limited	Arts and culture	Towards the cost of an artist fee	$3,100.00	Eligible
LG2407-226	Te Tuhi Contemporary Art Trust	Community	Towards wages and salaries	$15,000.00	Eligible
LG2407-246	The Helping Paws Charitable Trust	Environment	Towards vet costs	$9,500.00	Eligible
LG2407-269	The Howick & Districts Historical Society Incorporated	Historic Heritage	Towards the cost of scaffolding, mold removal and painting	$20,715.65	Eligible
LG2407-228	The Howick Little Theatre Incorporated	Community	Towards the cost of replacing the Howick Little Theatre roof	$60,000.00	Ineligible
LG2407-264	The Howick Tennis Club Incorporated	Sport and recreation	Towards the cost of tennis balls, six net cables, six centre bands and two windbreaker shades including delivery	$3,589.82	Eligible
LG2407-254	The Scout Association of New Zealand - Howick	Community	Towards the cost of nine kayaks and paddles	$9,484.36	Eligible
LG2407-231	The Toy Library Howick and Pakuranga Incorporated	Community	Towards the cost of one years rent from July 2024-June 2025	$7,200.00	Eligible
LG2407-262	Tread Lightly Charitable Trust	Environment	Towards the cost of wages and salaries	$5,258.00	Eligible
LG2407-256	Totara Hospice	Environment	Towards the cost of waste collection for six months from May 2024 to November 2024	$5,556.55	Eligible
Total				$445,614.25

b) agree to fund, part-fund, or decline each application in Multi-board Grants round two 2023/2024 listed in the following table:

Table Two: Multi-board Grant round two 2023/2024 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
MB2324-216	Age Concern Auckland Trust	Community	Towards wages at 57 Rosebank Road from 1 May 2024 to 30 April 2025	$57,571.00	Eligible
MB2324-273	Auckland Softball Association Inc.	Sport and recreation	Towards a proportion of annual operating expenses excluding salaries	$75,000.00	Eligible
MB2324-250	Big Buddy Mentoring Trust	Community	Towards accommodation, radio advertising, mentor manager wage and volunteers psychological screening for programme delivery from 30 September 2024 to 30 August 2025	$129,000.00	Eligible
MB2324-207	Body Positive Incorporated	Community	Towards billstickers, printing costs, facebook advertising, and film making costs	$11,780.00	Eligible
MB2324-234	Earth Action Trust	Community	Towards logistic support contractor, container rent, volunteer reimbursement, van cost to deliver TeamUp 2 CleanUp project from 1 June 2024 to 31 May 2024	$27,772.80	Eligible
MB2324-227	East Skate Club Incorporated	Sport and recreation	Towards programme delivery costs, which include food, drinks, equipment, professional skate coaches, PA system, and free skateboards for participants	$18,550.00	Eligible
MB2324-222	Environmental Education for Resource Sustainability Trust	Environment	Towards cost of native trees and classroom recycling bins to deliver Paper4trees Auckland from 1 April 2024 to 31 August 2024	$36,959.60	Eligible
MB2324-292	Feelings for Life Charitable Trust	Community	Towards the cost of graphic design, videographer, studio, editing, post production costs, autocue, director fees, wages, venue hire and catering costs	$13,660.00	Eligible
MB2324-218	New Zealand Eid Day Trust Board	Events	Towards venue hire, entertainment, games, operations, marketing, and misc costs for NZ Eid Al Adha 2024 at Eden Park Stadium	$35,000.00	Eligible
MB2324-257	NZ Children's Choral Academy	Arts and culture	Towards senior and junior choir musical directors, and venue hire for a Children's Choir Programme at Raye Freedman Arts Centre	$10,000.00	Ineligible
MB2324-217	NZ Council of Victim Support Groups	Community	Towards overall operational expenses	$56,456.02	Eligible
MB2324-221	The Operating Theatre Trust trading as Tim Bray Theatre Company	Arts and culture	Towards ticket cost for disabled or disadvantaged children to attend Mrs Wishy Washy show from 21 September 2024 to 26 October 2024	$83,155.50	Eligible
MB2324-252	Te Whakaora Tangata Trust	Community	Towards catering, resources, telecommunications and venue hire cost for Life Restoration Programme from 1 May 2024 to 31 November 2024	$15,600.00	Eligible
MB2324-236	The StarJam Charitable Trust	Community	Towards venue hire, tutor fee and Auckland regional programme coordinator salaries and levies to deliver Music Workshops, Community Social Events and Performances deliver from 1 May 2024 to 1 May 2025	$57,000.00	Eligible
MB2324-206	Unity Community Foundation	Sport and recreation	Towards venue hire, sports gear, office lease, sports trainers wages, office lease, computers, kitchenware, administrative expenses, furniture, and CEO salary, for establishing sport and recreation hubs across Auckland	$185,304.00	Eligible
MB2324-202	Youthline Auckland Charitable Trust	Community	Towards contractors' fee for volunteer training and supervision	$30,000.00	Eligible
Total				$842,808.92

Horopaki

Context

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

9. Auckland Council Community Grants Policy supports each local board to adopt a grants programme. The local board grants programme sets out:

· local board priorities

· higher priorities for funding

· lower priorities for funding

· exclusions

· grant types, the number of grant rounds and when these will open and close

· any additional accountability requirements.

10. The Howick Local Board adopted the Howick Local Board Community Grants Programme 2023/2024 on 20 July 2023 (Attachment A). The document sets application guidelines for contestable grants.

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

Tātaritanga me ngā tohutohu

Analysis and advice

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

Tauākī whakaaweawe āhuarangi

Climate impact statement

13. The Local Board Grants Programme aims to respond to Auckland Council’s commitment to address climate change by providing grants to individuals and groups for projects that support and enable community climate action. Community climate action involves reducing or responding to climate change by local residents in a locally relevant way.

14. Local board grants can contribute to expanding climate action by supporting projects that reduce carbon emissions and increase community resilience to climate impacts. Examples of projects include local food production and food waste reduction; increasing access to single-occupancy transport options; home energy efficiency and community renewable energy generation; local tree planting and streamside revegetation; and educating about sustainable lifestyle choices that reduce carbon footprints.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

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

Local impacts and local board views

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

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

19. A summary of each application received through the Howick Local Grants round two and the Multi-board round two is provided (refer Attachment B and C).

Tauākī whakaaweawe Māori

Māori impact statement

20. The local board grants programme aims to respond to Auckland Council’s commitment to improving Māori wellbeing by providing grants to individuals and groups who deliver positive outcomes for Māori. Auckland Council’s Māori Responsiveness Unit has provided input and support towards the development of the community grant processes.

21. Twenty-two applicants applying to the Howick Local Grant round one have indicated that their project targets Māori or contribute to Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

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

23. The local board has set a total community grants budget of $387,220.00 for the 2023/2024 financial year.

24. On the 10 October 2023 $48,000.00 was taking from the Howick Community Grants budget to put towards the Howick Youth Facility and Programmes. This leaves a total amount of $339,220.00.

25. For the 2023/2024 financial year, there are a total of one Local Grant rounds, one Multi-board grant rounds and one Quick Response grant rounds.

26. On the 23 November 2023 a total of $117,296.80 was granted to the Howick Local Grant round one and Multi-board grant round one applicants, leaving a remaining budget of $221,923.20.

27. On the 14 December 2023 a total amount of $34,909.28 was granted to the Quick Response round one applicants, leaving a remaining grant budget of $187,013.92.

28. Forty-five applications have been received for the Howick Local Grant round two, requesting a total of $445,614.25. Sixteen applications have been received in the Multi-board grant round one requesting a total of $842,808.92 and from the Howick Local Board $88,382.94.

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

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

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

Ngā koringa ā-muri

Next steps

31. Following the Howick Local Board allocation of funding for the Local Grant round two and Multi-board Grant round two 2023/2024, Commercial and Finance staff will notify the applicants of the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Howick Community Grant Programme 2023/2024
b ⇨	Howick Local Grant round two - application summary
c ⇨	Howick Multi-board Grant round two - application summary

Ngā kaihaina

Signatories

Authors

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Victoria Villaraza - Local Area Manager

Howick Local Board

18 April 2024

Review of the allocation table recording the allocation of decision-making responsibility for non-regulatory activities

File No.: CP2024/04136

Te take mō te pūrongo

Purpose of the report

1. To seek local board input into the current review of the allocation table, which records the allocation of decision-making responsibility for non-regulatory activities.

Whakarāpopototanga matua

Executive summary

2. The “Decision-making responsibilities of Auckland Council’s Governing Body and local boards” document (Attachment A) records the allocation of decision-making responsibilities for the non-regulatory activities of Auckland Council, as determined by the Governing Body. This document is also sometimes referred to as the “allocation table”.

3. The allocation table is being routinely reviewed as part of the Long-term Plan 2024-2034 process. In 2022, the allocation table was substantially reviewed to give local boards increased decision-making powers.

4. There does not appear to be any need for substantive changes to the allocation table at this time. Feedback suggests that some parts of the current allocations are not clear, and minor amendments can be made to support a better understanding of the respective governance roles and responsibilities between the Governing Body and local boards.

5. However, there is work needed on implementation actions to support the organisation to give better effect to the shared governance model. This is being advanced through the Joint Governance Working Party’s (JGWP) enquiry into the Mayor’s proposal for more empowered local boards.

6. Local boards are being asked to provide feedback on the review of the allocation table that will go to the Governing Body for consideration, prior to being adopted for inclusion in the Long-term Plan 2024-2034.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) provide its input into the current review of the allocation table, recording the allocation of decision-making responsibility for non-regulatory activities.

Horopaki

Context

7. The Local Government (Auckland Council) Act 2009 (LGACA) provides that both the Governing Body and local boards are responsible and democratically accountable for the decision-making of Auckland Council, and that where responsibility rests depends on the nature of the decision being made.

8. Section 15 of LGACA sets out the classes of decisions that the Governing Body make, and section 16 sets out the classes of decisions that local boards make. Both sections include a class of decisions in respect of non-regulatory activities of the council. LGACA requires that the Governing Body allocate decision-making responsibility for these non-regulatory decisions to either itself or local boards in accordance with the principles set out in section 17.

9. The “Decision-making responsibilities of Auckland Council’s Governing Body and local boards” (also known as the “allocation table”) records the allocation of decision-making responsibilities for the non-regulatory activities of Auckland Council, as determined by the Governing Body. The allocation table is included in the long-term plan and each year’s annual plan. The current allocation table is attached at Attachment A.

10. The overarching intent of the document is to empower local boards to make decisions that reflect the needs and preferences of diverse local communities while ensuring that the Governing Body is able to fulfil its statutory decision-making responsibilities and make decisions regionally, where to do so will better promote the well-being of communities across Auckland.

11. The allocation table is not intended to be an exhaustive list of all allocated decision-making because of the broad range of Auckland Council’s activities and the nuances within those. Allocation of decision-making is therefore applied on a case-by-case basis, with the allocation table used as a starting point.

12. The allocation table was last reviewed in 2022 where substantial updates were made to provide local boards with increased decision-making powers, in alignment with the Governance Framework Review work.

13. The allocation table is routinely reviewed as part of every long-term plan process and included in the final long-term plan. However, changes to decision-making responsibilities can be made at any time via a new allocation decision (by the Governing Body) or a delegation.

Empowering Local Boards

14. Consequently, allocated decision-making will continue to be considered in the context of the “More Empowered Local Boards” workstream, which is being led by the Joint Governance Working Party (JGWP) and reported recently to local boards. This recognises that empowerment includes allocated decision-making, but that there are other levers to consider, including:

· delegated and statutory decision-making powers

· how well information and advice enable governors to utilise their powers

· the skills and knowledge staff need to give effect to the governance model

· whether updates are required to other policies, systems and processes to reflect more empowered local boards.

15. Local boards resolved their feedback related to empowerment at their March business meetings and this will be reported to the JGWP’s 6 May meeting. Feedback related to the allocation of decision-making responsibility will be considered within the scope of this current review.

Tātaritanga me ngā tohutohu

Analysis and advice

16. Informal feedback on the current allocation table from elected members and relevant business units was used to identify the scope of the review. Feedback suggests that the allocation table is still leading to confusion around governance roles and responsibilities. In practice many activities require both regional and local decisions, and there is actual and perceived complexity in giving effect to allocated decision-making.

17. Aside from an anomaly related to disposal decisions, the current review does not recommend any substantive changes to decision-making allocation. Some amendments are proposed to the text to help aid interpretation and flow. These include:

· refining the introductory text

· minor wording amendments to help make more explicit the governance roles and responsibilities

· closely aligning activity descriptions to the Groups of Activities in the long-term plan.

18. A key focus is on implementing the allocation table to help the organisation give better effect to allocated decision-making in practice. This includes:

· reviewing other relevant documents that may require updates

· considering training and guidance needs for staff

· awareness raising through communications and engagement.

19. Local board delegations are also scheduled to be reviewed separately.

Further consideration is required for some parks disposals

20. An issue has been raised with decision-making around some parks disposals. Table 1 shows the current position in terms of decision-making around different types of parks-related decisions.

Table 1: Decision-making responsibility for asset acquisitions and disposals

Type of decision	Current decision-maker	Basis for decision-making	Current constraints / process
Acquisition
Acquisition of local community assets (e.g. local parks, local community facilities)	Local boards	Allocation	Subject to budget parameters agreed with Governing Body
Acquisition of regional assets (e.g. stormwater assets, regional parks, regional facilities)	Governing Body	Allocation	Decisions made by relevant committee (as per GB terms of reference)
Disposal
Disposal as part of land exchange	Needs to be clarified
Disposal of service properties	Local boards	Delegation (from GB – statutory responsibility)	Service property optimisation framework
Disposal of non-service properties	Governing Body	Statutory responsibility	Asset recycling programme

21. The report to the Governing Body in 2021 [GB/2021/67] provided the policy intent of the changes to the current allocation table which was to allow local boards to make decisions relating to acquisition of new assets.

22. Historically, disposal decisions have been treated as sitting with the Governing Body (as a statutory responsibility). But this is difficult in practice where local boards make acquisition decisions as part of a land exchange, but not the related disposal decision.

23. Work is underway to consider whether, from a policy perspective, local boards should be able to make both the acquisition and disposal decision as part of land exchanges, and whether this should be allocated or delegated.

Clarifying decision-making over stormwater activities in relation to local parks activities

24. Current landowner approvals processes for council-led stormwater activities do not align with the existing allocation table and the LGACA. This has contributed to inefficiencies where a part of council wants to undertake a stormwater activity on council land.

25. Council’s stormwater, flood resilience and water quality activities are generally regional in nature. As per the current allocation table, decision-making for all these activities sits with the Governing Body to ensure a coordinated, consistent approach across the network and integration with other regulatory related decisions. This position remains the same regardless of how the land is held – whether as a regional or local asset.

26. Under the allocation table, local boards are allocated decision-making responsibilities for local parks. Staff are not proposing any changes to the allocated responsibilities of local boards and consider that the explanatory note in the allocation table adequately explains how the overlap in responsibilities will be managed. This states “[t]he decision-making of local boards in relation to local parks may be constrained where decisions relate to council stormwater management activities, including the stormwater network”.

27. Under the local board delegation protocols, Land Advisory staff have been delegated responsibility for land use consents. Staff have interpreted this mandate to be broad, because of the broad responsibilities of local boards for determining ‘use of and activities within local parks’. The delegation protocols require that staff consult with local boards before making these decisions and refer the matter to them if the local board calls the delegation in as the “landowner”.

28. However, this is contrary to the LGACA, where decision-making responsibilities are allocated for particular activities (as opposed to categories of land) and the land remains owned by Auckland Council.

29. Therefore, in line with the allocation table, Healthy Waters, instead of Land Advisory, will now seek the views of local boards before taking a decision on whether to proceed with the proposed stormwater works. The experience of local boards should not be different to consultations over landowner approval applications. The only difference will be the local board’s ability to ‘call in’ a decision.

30. This revised process is consistent with the allocation of decision-making responsibility for stormwater activities to the Governing Body (and Healthy Waters under delegation).

31. When a stormwater activity is proposed to occur on a local park, staff will carefully consider the views and preferences of local boards and will be mindful of other local activities on parks when making decisions, consistent with the process previously undertaken by Land Advisory. Similarly, there is still potential for escalation of decision-making where the proposal is not supported by the relevant local board. Diagram 1 outlines this process.

Diagram 1: Decision-making process for stormwater activities

32. Staff recommend that this process be reviewed with local boards in six months’ time. Any issues arising will be considered through the next annual review of the allocation table or, through the local board delegation protocols which are due to be reviewed later this year.

Tauākī whakaaweawe āhuarangi

Climate impact statement

33. There are no climate impacts associated with local boards providing their feedback.

34. Climate impacts for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

35. Feedback was sought from relevant business units who give effect to the allocation of non-regulatory activities through provision of advice.

36. Key themes from their feedback are as follows:

· The need to be more explicit on the extent of the local board / Governing Body role, where there are overlaps and limitations are not made clear.

· Some activities could be further specified e.g. priority locations for development, place-shaping vs place-making etc.

· Work to ensure staff understand where decision-making responsibility sits, and how best to give effect to the shared governance principles in practice.

· More guidance and definitions would help to understand the nature of decision-making.

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

Local impacts and local board views

37. Local board views are being sought through this report.

38. Local impacts for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Tauākī whakaaweawe Māori

Māori impact statement

39. There are no Māori impacts associated with local boards providing their feedback.

40. Māori impacts for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Ngā ritenga ā-pūtea

Financial implications

41. There are no financial implications associated with local boards providing their feedback.

42. Financial implications for individual decisions by way of the application of non-regulatory decision-making are determined on a case-by-case basis.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

43. There are limited risks associated with local boards providing their feedback. The main risks are outlined in Table 2 below.

Table 2: Risk identification and mitigation

Main risks	Consequence	Likelihood	Comments and risks management strategies
Delay in adoption of the refreshed allocation table	Medium	Low	The allocation table must be adopted by the Governing Body by the end of May to meet the LTP timeframes. Careful project management is in place to ensure milestones are met.
Local boards are not satisfied with the scope of their decision-making powers	Medium	Medium	Local board views will continue to be considered as part of the “Empowering Local Boards” workstream. A range of levers will be considered as to how to empower local boards. This includes, but is not limited to, allocated decision-making.

Ngā koringa ā-muri

Next steps

44. Local board feedback will be assessed to inform final recommendations on the review of the allocation table.

45. All feedback will be reported to the Governing Body for their consideration, before the Governing Body is asked to adopt the refreshed allocation table at their meeting on 30 May.

46. The allocation table will be included in volume two of the Long-term Plan 2024-2034.

47. Staff will implement activities that support the organisation to give effect to the allocation table. These activities include developing guidance, considering learning and development needs, and outreach to relevant business units via communications and engagement.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Decision-making responsibilities of Auckland Council's Governing Body and local boards

Ngā kaihaina

Signatories

Authors

Christie McFadyen - Senior Local Board Advisor

Authorisers

Louise Mason - General Manager Local Board Services

Victoria Villaraza - Local Area Manager

Chairperson	Damian Light
Deputy Chairperson	Bo Burns
Members	Katrina Bungard
	David Collings
	Bruce Kendall
	John Spiller
	Mike Turinsky
	Adele White
	Peter Young, JP

Authors	Claire Bews - Democracy Advisor
Authorisers	Victoria Villaraza - Local Area Manager