1 Nau mai | Welcome
The meeting will open with karakia and the Chair will 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 Franklin Local Board:
a)
whakaū / confirm the ordinary minutes of
its meeting, held on Tuesday, 27 August 2024, including the confidential
section, as 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 Franklin 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.”
|
Franklin Local Board
17 September 2024
|
|
Pukekohe War
Memorial Town Hall - approval of the reallocation of the unallocated budget in
the work programme to renew and refurbish the Pukekohe War Memorial Town Hall
File No.: CP2024/13562
Te take mō te
pūrongo
Purpose of the report
1. To
seek approval for a variation to the 2025-2027 Customer and Community Services
work programme by way of allocating currently unallocated budget to project
ID20637– Pukekohe War Memorial Town Hall, so that staff
can award the physical works package to renew and refurbish the hall.
Whakarāpopototanga matua
Executive summary
2. The
Franklin Local Board’s Customer and Community Services work programme
contains the Pukekohe War Memorial Town Hall project, to be delivered by the
Parks and Community Facilities department. The local board allocated $5,060,256
of Local Renewal and Seismic Strengthening funding for this project.
3. Pukekohe
War Memorial Town Hall was assessed as being earthquake-prone following the
completion of a detailed seismic assessment in the 2021 financial year, with a
rating of 15% New Building Standard (NBS). An estimate of $4,500,000 was
provided in February 2024 for physical works (construction) strengthening to 67
per cent NBS.
4. The
condition of the Pukekohe War Memorial Town Hall was assessed throughout the
project scoping stages. Important renewal components such as roofing
replacements and interior refurbishments were identified and incorporated as
part of the works package. These works are crucial to the ongoing operations of
the buildings and ensuring the buildings are fit for purpose for all user
groups.
5. The
buildings within the Pukekohe War Memorial Town Hall footprint cater for a
mixed usage of Venue for Hire and the RSA. The renewal works associated with
the works package, ensures that the buildings continue to meet the community
needs and service requirements for the foreseeable future and extend the life
of a key asset within the Franklin Local Board area.
6. Seismic
strengthening works will be managed with the renewal works to reduce
operational disruption and provide overall cost savings.
7. During
June and July 2024, Auckland Council staff went out to tender for the full
physical works package. After an evaluation, a preferred supplier was selected
in August 2024.
8. A
workshop was held in August 2024 where staff presented the budget required to
deliver the physical works package and to discuss the possible shortfall
mitigations to the local board. These shortfall mitigations consisted of a
separable portion approach to the physical works, delivering works via stages,
reprioritisation of the current work programme and exploring conversations
formally with Eke Panuku to help with the shortfall.
9. The
budget required to deliver the full physical works is $6.19 million, leaving a
funding shortfall for the overall project of $1.89 million.
10. A
workshop was held in September 2024, where staff recommended that the required
budget of $1.89 million to be allocated to the Pukekohe War Memorial Town Hall
project from the unallocated budget available in the work programme from
financial years 2025-2027.
11. Staff
recommended awarding the full physical works package to avoid the risk of
increasing costs and to lock in pricing with the preferred supplier, which was
supported by the local board.
12. Staff
seek to award the physical works to the preferred supplier in September 2024
and request the Franklin Local Board endorse the reallocation of the
unallocated budget in the work programme from financial years 2025-2027 to
ensure the project is on track for delivery.
Ngā tūtohunga
Recommendation/s
That the Franklin
Local Board:
a) whakaae
/ approve the variation to its adopted Customer and Community Services work
programme, specifically:
i) allocation
of $1,890,000 of unallocated budget to the Pukekohe War Memorial Town Hall
project (project ID20637) over financial years 2025-2027
b) tono/
request staff to award the physical works package to renew and refurbish the
Pukekohe War Memorial Town Hall.
Horopaki
Context
13. The Pukekohe
War Memorial Town Hall (PWMTH) is a concrete structure with unreinforced
masonry infill walls and reinforced concrete walls. The building was originally
constructed in the 1950s with an RSA extension built in 1962. The building is
listed as a Category B historic heritage place in the Auckland Unitary Plan
Schedule of Historic Heritage (schedule no. 2234).
14. The
scope for the PWMTH project is to provide a comprehensive seismic strengthening
(to 67 per cent NBS) and renewal upgrade.
15. To
improve the seismic rating of the building to 67 per cent NBS and provide a
comprehensive renewal, the key works for PWMTH required
are seismic upgrade works to the entirety of the building, re-roofing the
entire complex, and renewals work.
16. The
seismic upgrade works include:
· Roof
bracing alterations to the main hall roof (R1)
· Replacement
of the roof structure to the small hall roof (R2)
· Addition
of steel beams into the RSA roof (R7-10)
· Addition
of sub-floor bracing to timber floors – Main Hall, Small Hall and RSA
floors
· Removal
of selected sections of brick walls to be replaced with reinforced concrete
(includes for supporting piles to be dug 7m into the ground)
· Insertion
of steel reinforcement into front façade of building (hidden from view
to heritage status)
· Additional
steel frame support to RSA storage room
· Replacement wall
and ceiling linings to RSA bathrooms, office and lobby spaces to brace line
linings.
17. Re-roofing to entire complex, which includes:
· R1
and R2 are full replacement including timber framing due to asbestos
contamination
· All
other roofs due to leaks and end of life
· Safety
support system using safety lines and monkey toe platforms
· Existing
HVAC to remain, but be re-seated on monkey toe platforms to keep new roofs in
good condition
· Renewal of
rainwater goods (all gutters, rainwater heads and downpipes).
18. Renewals work includes:
· Full
roofing replacement to all buildings due to the extensive deterioration and
weather tightness issues. The roofs on all buildings are considered end of life
and in need of a full renewal
· Conversion
of external west porch to internal lobby space between main hall and RSA (new
steel framed door and window joinery
· Refurbishment
of all existing steel and aluminium window joinery (repaint, re-putty, repair
steel sections and glazing as required)
· Refurbishment
of all existing exterior timber door joinery
· General
removal of asbestos items in addition to roof areas and main hall ceiling
· Emergency
lighting upgrading
· Passive
Fire Protections upgrading between stage area and RSA spaces
· Full
interior refurbishment, which includes:
o Main
Hall – wall panelling and ceiling to be replaced
o Small
Hall – new colour scheme, replacement carpet, revarnish timber floors,
wall and ceiling panelling
o RSA
– general refurbishment – refresh of paint to walls and ceilings,
new carpet scheme to floors
o All
bathrooms – general refurbishment
· All other spaces
will be repainted and areas where flooring has degraded will be refurbished.
19. The construction cost for the physical work package to be delivered
is $6.19 million. The total construction timeline will be 13 months.
Link to strategic documents
Table 1:
Strategic context
|
Strategic
document
|
Outcome
|
|
Franklin
Local Board Plan 2023
|
Local public
places are fit for purpose and affordable, and meet the needs of growing
communities
|
|
Auckland Unitary Plan
|
Future Growth Zone
|
|
Auckland Plan
|
Outcome: Homes
and Places
Direction 4:
Provide sufficient public places that are inclusive, accessible and
contribute to urban living
Outcome:
Environment and cultural heritage
Direction 1:
Ensure Auckland’s natural environment and cultural heritage is valued
and cared for
Outcome:
Belonging and participation
Direction 1:
Foster an inclusive Auckland where everyone belongs
|
Tātaritanga me ngā
tohutohu
Analysis and advice
20. Auckland Council has a legal obligation to seismically retrofit its
earthquake-prone building inventory within defined timeframes. The Building Act
2004 and the Building Regulations 1992 set the standards for buildings in New
Zealand and the Building (Earthquake-prone Buildings) Amendment Act 2016
introduced major changes to the way earthquake-prone buildings are identified
and managed under the Building Act.
21. Any building with a New Zealand Building Code New Building Standard
(NBS) score of 33 per cent or lower is defined as earthquake prone.
22. In 2017, the Building Act 2004 was amended to clarify Territorial
Authority and building owner obligations in relation to earthquake-prone
buildings. The Earthquake-Prone Buildings Methodology (July 2017) created by
the Ministry of Business, Innovation and Employment (MBIE) details the
operational basis for identifying earthquake prone buildings, assessing them,
and making decisions about how to proceed.
23. In Auckland, earthquake-prone building assessments must be completed
by 2032 to comply with the legislation. For any buildings that are identified
as earthquake-prone, in the low-risk Auckland/Northland zone, the building
owner has 35 years to remediate, after the Earthquake Prone Building Notice is
issued. As such, all seismic remediation of buildings must be complete by 2067
at the latest.
24. Auckland Council needs to proactively and strategically manage the
seismic retrofit of their building portfolio to meet legal obligations within
the timelines set. Auckland Council has identified many seismically vulnerable
(34-67 per cent NBS) and seismically prone (<34 per cent NBS) buildings in
their portfolio of buildings which are used to provide council staff premises,
and to provide services to Aucklanders.
25. The portfolio has a high number of heritage buildings. These are
predominantly unreinforced masonry which is one of the building forms most
vulnerable to seismic actions. The portfolio also includes buildings of
different sizes and scales, from toilets to large halls, sports centres, and
swimming pools.
26. In addition to the legal requirements for Auckland Council to
retrofit its seismically prone building portfolio, the Executive Leadership
Team has expressed its aspiration that all buildings owned or occupied by
Auckland Council to be retrofitted to a minimum NBS rating of 34 per cent.
Staff completed a DSA assessment and a conceptual retrofit design for 34 per
cent and 67 per cent NBS, and recommended that the Pukekohe War Memorial Town
Hall was upgraded to a rating of 67 per cent NBS.
27. Pukekohe War Memorial Town Hall is identified as a Category B historic heritage place in the Auckland
Unitary Plan heritage overlays with the building UP heritage schedule number
02234. The building is also recorded in Cultural Heritage Inventory (CHI) site,
having been allocated a CHI number of 19786.
28. The Pukekohe War Memorial Town Hall and RSA were assessed as being
earthquake-prone (notice number 1467) following the completion of the ISA
completed in 2020. A DSA was then undertaken in 2021. Based on the results from
the DSA the buildings are rated to 15 per cent NBS. These results indicate that
both fail to comply with the seismic legislative requirements.
29. The seismic upgrade and the additional refurbishment work will help
future-proof the facilities to ensure the buildings can remain fit for purpose
to the community needs for years to come.
30. Pukekohe War
Memorial Town Hall recently went through a tender process and
a preferred supplier has been selected. The Franklin capital delivery
team has been working closely with the stakeholders and suppliers and have
identified that the project has an overall budget shortfall of $1,890,000 due
to the following reasons:
· Increase
in cost
· The
original cost estimate was too conservative, and cost inflation added to cost
since last estimation
· Estimated
price for professional service increased due to inflation
· Additional
scope added to the project due to the asbestos ceiling in the main hall needing
to be replaced as it was identified as a risk.
31. After
releasing the project for tender and revisiting professional service costs,
staff recommend that additional budget of $1,890,000 to be allocated to this
project from the unallocated budget available in the Franklin Local
Board capex work programme for financial years 2025-2027 to renew and refurbish
Pukekohe War Memorial Hall
Tauākī whakaaweawe
āhuarangi
Climate impact statement
32. 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.
33. 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.
34. Maximising
the upcycling and recycling of existing material, aligned with the waste
management hierarchy (prevention, reduction, recycle), will also be prioritised
to ensure minimum impact
35. Mitigation of greenhouse gas emissions will be
achieved through sourcing of low-carbon material options (including
sourcing materials locally) and the use of
products with environmental declarations for embodied carbon reductions.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
36. Council
staff from within the Community directorate and Auckland Council Heritage team
have been consulted. This engagement will be ongoing throughout the project.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
37. The
project aligns and support the following Franklin Local Board Plan
2023: Local public places are fit for purpose and affordable, and meet the
needs of growing communities.
Tauākī whakaaweawe
Māori
Māori impact statement
38. Auckland
Council is committed to meeting its responsibilities under Te Tiriti o Waitangi
and its statutory obligations and relationship commitments to Māori. These
commitments are articulated in the council’s key strategic planning
documents, the Auckland Plan, the Long-term Plan 2024-2034, the Unitary Plan
(operative in part), Whiria Te Muka Tangata Māori Responsiveness Framework
and local board plans.
39. The Pukekohe
War Memorial Town Hall project is considered to have low Māori outcomes
and iwi engagement was not required or anticipated.
Ngā ritenga
ā-pūtea
Financial implications
40. Identified
in the 2024-2027 Customer and Community Services Work Programme, the total
current budget allocation for the life of this project is currently $5,060,256
and is detailed in table 2 below:
Table 2: The
current budget allocated for the Pukekohe War Memorial Town Hall project
|
FY2023/2024 & prior
|
FY2024/2025
|
FY2025/2026
|
FY2026/2027
|
Total Cost
|
|
Actuals $551,863
|
$402,181
|
$2,324,608
|
$1,781.604
|
$5,060,256
|
41. Identified in the unallocated budget available in the
2025-2027 capex work programme, the total budget reallocation for the project
to be delivered is $1,890,000 and is detailed in brackets in the table below:
Table 3: The
proposed budget allocated for the Pukekohe War Memorial Town Hall project
|
FY2023/2024 & Prior
|
FY2024/2025
|
FY2025/2026
|
FY2026/2027
|
Total Cost
|
|
Actuals $551,863
|
$1,412,858
($1,010,677 inc.)
|
$2,324,608
($166,000 inc.)
|
$2,494,927
($713,323 inc.)
|
$6,950,256
|
42. Staff recommended that a total of $1,890,000 of the unallocated
budget available in the FY2025-2027 capex work programme be allocated to
the Pukekohe War Memorial Town Hall project to ensure its delivery.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
43. The following
risks and mitigations have been considered:
Table 4: Risks and mitigations for project
|
Risks identified
|
Mitigation
|
|
RSA (Onsite
Stakeholder)
|
Construction will be
carried out over a staged approach to ensure that the RSA is accommodated
onsite throughout the physical works
|
|
Asbestos
|
A thorough asbestos
refurbishment survey has been completed and any identified asbestos captured.
The main hall ceiling will be replaced throughout construction to ensure no
asbestos contamination risk through stage one of the physical works
|
|
Heritage
|
A heritage
management plan will be completed prior to construction starting and the
Auckland Council Heritage team will be incorporated in the onsite progress
meetings
|
Ngā koringa ā-muri
Next steps
44. Table
5 below summarises the anticipated next steps and estimated delivery timeframes
for the project.
Table 5: Project phasing and timelines
|
Project phase
|
Planned completion
|
|
Reallocation of the work programme
Staff will
seek approval of the reallocation of the unallocated budget within the work
programme via Extraordinary Business Meeting so staff can award physical
works
|
September 2024
|
|
Physical works
Construction
will commence onsite
|
October 2024
|
45. Progress updates on the project will be provided to the
local board as part of the Parks and Community Facilities quarterly reports.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
|
Authors
|
Sarah Ross - Senior Project Manager
|
|
Authorisers
|
Moushmi Sharan - Work Programme Lead
Manoj Ragupathy - Local Area Manager
|
|
Franklin Local Board
17 September 2024
|
|
Franklin
Local Board Annual Report 2023/2024
File No.: CP2024/13055
Te take mō te
pūrongo
Purpose of the report
1. To
seek local board adoption of the 2023/2024 Annual Report for the Franklin Local
Board, prior to it being adopted by the Governing Body on 26 September 2024.
Whakarāpopototanga matua
Executive summary
2. The
Auckland Council Annual Report 2023/2024 is being prepared and needs to be
adopted by the Governing Body by 26 September 2024. As part of the overall
report package, individual reports for each local board are prepared.
Ngā tūtohunga
Recommendation/s
That the Franklin Local Board:
a) whai /
adopt the draft 2023/2024 Franklin Local Board Annual Report as set out in
Attachment A
b) tuhi ā-taipitopito
/ note that any proposed changes after the adoption will be clearly
communicated and agreed with the chairperson before the report is submitted for
adoption by the Governing Body on 26 September 2024.
Horopaki
Context
3. In
accordance with the Local Government (Auckland Council) Act 2009 and the Local
Government Act 2002, each local board is required to monitor and report on the
implementation of its Local Board Agreement. This includes reporting on the
performance measures for local activities and the overall funding impact
statement for the local board.
4. In
addition to the compliance purpose, local board annual reports are an
opportunity to tell the wider performance story with a strong local flavour,
including how the local board is working towards the outcomes of their local
board plan.
Tātaritanga me ngā
tohutohu
Analysis and advice
5. The
annual report contains the following sections:
|
Section
|
Description
|
|
Mihi
|
The mihi is an
introduction specific to each local board area and is presented in Te Reo
Māori and English.
|
|
About this report
|
An overview of what is
covered in this document.
|
|
Message from the
chairperson
|
An overall message
introducing the report, highlighting achievements and challenges, including
both financial and non-financial performance.
|
|
Local board members
|
A group photo of the local
board members.
|
|
Our area –
projects and improvements
|
A visual layout of the
local board area summarising key demographic information and showing key
projects and facilities in the area.
|
|
Performance report
|
Provides performance
measure results for each activity, providing explanations where targeted
service levels have not been achieved. Includes the activity highlights and
challenges.
|
|
Our performance
explained
|
Highlights of the local
board’s work programme which contributed to a performance outcome
|
|
Local flavour
|
A profile of either an
outstanding resident, grant, project or facility that benefits the local
community.
|
|
Funding impact
statement
|
Financial performance
results compared to long-term plan and annual plan budgets, together with
explanations about variances.
|
Tauākī whakaaweawe
āhuarangi
Climate impact statement
6. The
council’s climate change disclosures are covered in volume four of the
annual report and sections within the summary annual report.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
7. Council
departments and council-controlled organisations comments and views have been
considered and included in the annual report in relation to activities they are
responsible for delivering on behalf of local boards.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
8. Local
board feedback will be included where possible. Any changes to the content of
the final annual report will be discussed with the chairperson.
Tauākī whakaaweawe
Māori
Māori impact statement
9. The
annual report provides information on how Auckland Council has progressed its
agreed priorities in the Long-term Plan 2021-2031 over the past 12 months. This
includes engagement with Māori, as well as projects that benefit various
population groups, including Māori.
Ngā ritenga
ā-pūtea
Financial implications
10. The annual
report provides a retrospective view on both the financial and service
performance in each local board area for the financial year 2023/2024.
11. There are no
financial implications associated with this report.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
12. The annual
report is a legislatively required document. It is audited by Audit New Zealand
who assess if the report represents information fairly and consistently, and
that the financial statements comply with accounting standard PBE FRS-43:
Summary Financial Statements. Failure to demonstrate this could result in a
qualified audit opinion.
13. The annual
report is a key communication to residents. It is important to tell a clear and
balanced performance story, in plain English and in a form that is accessible,
to ensure that council meets its obligations to be open with the public it
serves.
Ngā koringa ā-muri
Next steps
14. The next
steps for the draft 2023/2024 Annual Report for the local board are:
· Audit
NZ review during August and September 2024
· report
to the Governing Body for adoption on 26 September 2024
· physical
copies provided to local board offices, council service centres and libraries
by the end of October 2024.
Ngā tāpirihanga
Attachments
|
No.
|
Title
|
Page
|
|
a⇩
|
Draft Franklin Local Board Annual Report 2023/2024
|
19
|
Ngā kaihaina
Signatories
|
Authors
|
Faithe Smith - Lead Financial Advisor
|
|
Authorisers
|
Hao Chen - Senior Finance and Performance Advisor
Manoj Ragupathy - Local Area Manager
|
