Agenda of Howick Local Board - Thursday, 12 December 2024

1 Nau mai | Welcome

The Chair opened the meeting and welcomed 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 November 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 – Richard Wagener - Stakeholder Representative: Proposing a Multisport racing track, as a potential development at Ostrich Farm, Flat Bush

Te take mō te pūrongo

Purpose of the report

1. Richard Wagener as group Stakeholder Representative will present to the Board a deputation on the topic of a Cycling, Running and Multisport 3km tarseal racing circuit track, (with flexible length options) as a potential development at Ostrich Farm, Flat Bush.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakamihi / thank Richard Wagener for his deputation and attendance.

8.2 Deputation - Pedestrian Crossing Proposal Kerrykeel Drive, Flat Bush

Te take mō te pūrongo

Purpose of the report

1. Mathew Johnson - Play Systems Advisor/Tamariki Lead for Sport Auckland and Heath McNeil - Principal of Ormiston Primary will present to the Board a deputation on the topic of a pedestrian crossing proposal for Kerrykeel Drive in Flat Bush, reflecting the value and impact the crossing will have on the community.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakamihi / thank Mathew Johnson and Heath McNeil for their deputation and attendance.

8.3 Deputation - Margaret Hawkeswood informally representing, (GCV's) Gold Card Volunteers and hirers of the Howick War Memorial Hall

Te take mō te pūrongo

Purpose of the report

1. Margaret Hawkeswood – informally representing the Gold Card Volunteers (GVC’s) and relatively new hirers of the Howick War Memorial Hall, will present to the Board a deputation on the topic of future improvements for the Howick War Memorial Hall.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakamihi / thank Margaret Hawkeswood 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 ⇨	12 December 2024, Howick Local Board: Chairperson's Report - Chair Light's Written Report

Howick Local Board

12 December 2024

Howick Quick Response Round One 2024/2025

File No.: CP2024/19939

Te take mō te pūrongo

Purpose of the report

1. To provide the Howick Local Board with information on applications in the Howick Quick Response round one 2024/2025; 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 2024/2025 on 13 June 2024 (Attachment A). The document sets application guidelines for contestable grants.

3. This report presents applications received in the Howick Quick Response round one 2024/2025 (Attachment B).

4. The local board has set a total community grants budget of $439.716.00 for the 2024/2025 financial year.

5. For the 2024/2025 financial year, there are a total of two Local Grant rounds and two Quick Response rounds.

6. Forty-one applications have been received for the Howick Quick Response round one, requesting a total of $117.644.85.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) agree to fund, part-fund, or decline each application in Howick Quick Response round one 2024/2025 listed in the following table:

Table One: Howick Quick Response Round One 2024/2025 grant allocations

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
QR2507-112	Abundance East Trust	Community	Towards the cost of rent at 272a Ti Rakau Drive	$3,000.00	Eligible
QR2507-127	Auckland East Chinese Society Incorporated	Community	Towards the cost rent	$3,000.00	Eligible
QR2507-133	Auckland Seniors Support and Caring Group Incorporated	Arts and culture	Towards the cost of venue hire	$3,000.00	Eligible
QR2507-132	Blue Light Ventures Incorporated	Community	Towards the costs of producing and printing 824 Street Smart Handbooks and app costs	$4,000.00	Eligible
QR2507-141	Botany & Flat Bush Ethnic Association Incorporated	Arts and culture	Towards the cost of venue hire, sound system and lights	$3,000.00	Eligible
QR2507-130	Botany Chinese Association Incorporated	Community	Towards the cost of bus hire, venue and projector hire, refreshments and instructor wages	$3,000.00	Eligible
QR2507-114	Bucklands Beach Yacht Club Incorporated	Sport and recreation	Towards the purchase of ten auto-inflatable life jackets	$1,434.78	Eligible
QR2507-135	Cockle Bay Residents and Ratepayers Association Incorporated	Environment	Towards the cost of artwork and frame installation of reserve signage	$3,000.00	Eligible
QR2507-151	Crescendo Entertainment Group Limited	Arts and culture	Towards the cost of administration and facilitators wages, communication costs, venue and projector hire fees, ticketing fees	$1,884.00	Eligible
QR2507-137	East Skate Club Incorporated	Sport and recreation	Towards the cost of skate ramps	$4,000.00	Eligible
QR2507-120	The Friends of Mangemangeroa Society Incorporated	Environment	Towards the cost of saw blades, a niwashi cutter, niwashi grubber, bamboo canes, blood and bone, potting mix, flagging tape, fluorescent paint, water crystals, seed raising mix, glyphosate granules and hedge cutters	$1,243.00	Eligible
QR2507-152	Harlequin Music Theatre Incorporated	Arts and culture	Towards the cost of a two-way walkie talkie system	$2,995.00	Eligible
QR2507-146	Highland Park Community Creche Incorporated	Community	Towards the cost of Microsoft office, a keyboard and two laptops	$2,542.70	Eligible
QR2507-119	Highland Park Sewing Group	Community	Towards the cost of fabrics, cottons, elastics, needles, and machine servicing	$1,000.00	Eligible
QR2507-150	Hockey New Zealand Incorporated	Sport and recreation	Towards the cost of venue hire and turf hire at the Auckland Hockey Club	$3,000.00	Eligible
QR2507-121	Howick Botany Neighbourhood Support Group	Community	Towards the cost of stationery and Woolworths gift cards	$1,000.00	Eligible
QR2507-125	Howick East Combined Probus Club	Community	Towards the cost of bus hire	$1,000.00	Eligible
QR2507-148	Howick Gymnastic Club Incorporated	Sport and recreation	Towards the cost of a new Samsung tablet and table case	$3,255.60	Eligible
QR2507-102	Howick Little Theatre Incorporated	Arts and culture	Towards the purchase and installation of security cameras, an LED monitor and brackets.	$2,800.00	Eligible
QR2507-139	Howick Netball Club Incorporated	Sport and recreation	Towards the cost of 20 Cloke Sideline Jackets with Club Logo	$2,990.00	Eligible
QR2507-145	Howick Pakuranga Netball Centre Incorporated	Sport and recreation	Towards the cost of replacing the clubs tables and chairs	$4,000.00	Eligible
QR2507-128	Howick Playcentre Incorporated	Community	Towards the cost of swing set repair	$1,820.30	Eligible
QR2507-138	Howick Sailing Club Incorporated	Sport and recreation	Towards the cost of icom IC-M37 floating handheld VHF radios	$4,000.00	Eligible
QR2507-113	Howick Squash Club Incorporated	Sport and recreation	Towards coaching costs	$2,500.00	Eligible
QR2507-118	Howick Village Association Incorporated	Arts and culture	Towards the costs of installation and removal of existing Matariki pole banners	$1,650.00	Eligible
QR2507-101	Inner Wheel Club of Howick	Community	Towards the purchase of yarn and fabric	$1,500.00	Eligible
QR2507-140	Mobility Assistance Dogs Trust	Community	Towards the cost of dog food	$4,000.00	Eligible
QR2507-109	New Zealand Multicultural Arts Association Incorporated	Arts and culture	Towards the cost of venue hire at Highland Park Community House	$3,000.00	Eligible
QR2507-107	New Zealand Multicultural Arts & Sports Centre Incorporated	Arts and culture	Towards the cost of venue hire at the Uxbridge Arts Centre and Glen House Hall	$3,000.00	Eligible
QR2507-154	Pakuranga Athletic Club Incorporated	Sport and recreation	Towards the cost of new gazebos	$3,842.74	Eligible
QR2507-103	Pakuranga Chinese Association Incorporated	Community	Towards the cost of venue hire at Pakuranga Leisure Centre	$4,000.00	Eligible
QR2507-111	PHAB Association Incorporated	Community	Towards the cost of venue hire, wages and taxi fees	$3,000.00	Eligible
QR2507-105	Rainbow Celebrating Life Trust	Events	Towards venue hire, stage, DJ, videography, security guards, and rubbish bins	$5,000.00	Ineligible
QR2507-115	Rainbow Celebrating Life Trust	Community	Towards the cost of venue and stage hire	$5,000.00	Ineligible
QR2507-116	Rainbow Celebrating Life Trust	Sport and recreation	Towards the cost of venue hire at Ormiston Activity Centre and instructor wages	$4,000.00	Eligible
QR2507-122	S & K Govender	Sport and recreation	Towards the cost of team shirts, hoodies and bags	$2,800.00	Eligible
QR2507-136	South Auckland Latin Dance	Arts and culture	Towards the cost of administration and advertising	$600.00	Eligible
QR2507-108	Sustain and Enable Limited	Community	Towards the cost of workshop delivery wages, venue hire and LED light bulbs	$3,068.00	Eligible
QR2507-124	Te Tuhi Contemporary Art Trust	Arts and culture	Towards the cost of festival coordinator fess performance fees, Kapa haka group and workshop material	$4,000.00	Eligible
QR2507-126	Warriors Community Foundation	Community	Towards the cost of sporting equipment including, balls, bibs, nets whistles	$774.73	Eligible
QR2507-123	Youthline Auckland Charitable Trust	Community	Towards the cost of telecommunication costs and volunteer training	$4,000.00	Eligible
Total				$117,644.85

Horopaki

Context

7. 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.

8. 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.

9. The Howick Local Board adopted the Howick Local Board Community Grants Programme 2024/2025 on 13 June 2024 (Attachment A). The document sets application guidelines for contestable grants.

10. 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

11. 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

https://acintranet.aklc.govt.nz/EN/workingatcouncil/techandtools/infocouncil/Pages/Climate-impact-statement.aspx

12. 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.

13. 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

https://acintranet.aklc.govt.nz/EN/workingatcouncil/techandtools/infocouncil/Pages/CouncilGroupImpactsAndViews.aspx

14. 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.

15. 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

16. 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.

17. 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”.

18. A summary of each application received through the Howick Quick Response round one, is provided (refer Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

19. 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.

20. Twelve applicants applying to the Howick Quick Response round one have indicated that their project targets Māori or contribute to Māori outcomes.

Ngā ritenga ā-pūtea

Financial implications

21. The allocation of grants to community groups is within the adopted Long-term Plan 2024-2034 and local board agreements.

22. The Howick Local Board adopted the Howick Local Board Community Grants Programme 2024/2025 on 20 July 2024 (Attachment A). The document sets application guidelines for contestable grants.

23. The local board has set a total community grants budget of $439.716.00 for the 2024/2025 financial year.

24. For the 2024/2025 financial year, there are a total of two Local Grant rounds and two Quick Response rounds.

25. On the 24 October 2024 eighteen applications from the Howick Local Grant round one was funded to a total of $160,472.90, leaving a remaining amount of $276,243.10.

26. On the 21 November 2024 business meeting (HW/2024/206) the deferred application LG2507-126 Sweet Art Limited applied for $3.000 from the Howick Local Grant round one and was deferred to the 12 December 2024 Business Meeting.

27. Forty-one applications have been received for the Howick Quick Response round one, requesting a total of $117.644.85.

28. 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

https://acintranet.aklc.govt.nz/EN/workingatcouncil/techandtools/infocouncil/Pages/Risks.aspx

29. 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

30. Following the Howick Local Board allocation of funding for the Quick Response round one 2024/2025, 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 2024/2025
b ⇨	Howick Quick Response round one - application summary

Ngā kaihaina

Signatories

Author

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Howick Local Grant Round One 2024/2025 grant allocations

File No.: CP2024/19809

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 one 2024/2025; 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 2024/2025 on 13 June 2024 (Attachment A). The document sets application guidelines for contestable grants.

3. This report presents applications received in Howick Local Grant round one 2024/2025 (Attachment B).

4. The local board has set a total community grants budget of $439.716.00 for the 2024/2025 financial year.

5. For the 2024/2025 financial year, there are a total of two Local Grant rounds and two Quick Response rounds.

6. Forty-one applications have been received for the Howick Local Grant round one, requesting a total of $345,058.36.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) agree to fund, part-fund, or decline each application in Howick Local Grants round one 2024/2025 listed in the following table:

Table One: Howick Local Grant round one 2024/2025 grant applications

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Eligibility
LG2507-136	Akal Foundation	Events	Towards the Hindu New Year, also called Diwali Festival Celebration	$10,000.00	Eligible
LG2507-113	Asthma New Zealand Incorporated	Community	Towards printing costs, 1000 spacers and fridge magnets	$3,806.00	Eligible
LG2507-143	Auckland East Chinese Society Incorporated	Community	Towards the cost of venue hire, sound and microphone hire	$8,000.00	Eligible
LG2507-115	Auckland Seniors Support And Caring Group Incorporated	Arts and culture	Towards the cost of venue hire at Nixon Park Community Hall and tutor costs	$3,500.00	Ineligible
LG2507-120	The Auckland Table Tennis Association Incorporated	Sport and recreation	Towards the cost of hall hire, coach wages and affiliation fees	$4,000.00	Eligible
LG2507-150	Bellyful New Zealand Trust	Community	Towards the operational costs for Bellyful	$4,000.00	Ineligible
LG2507-128	Botany Chinese Association Incorporated	Arts and culture	Towards the cost of venue hire at Pakuranga Baptist Church, Glen House Society and Te Tuhi	$3,000.00	Eligible
LG2507-102	East Skate Club Incorporated	Sport and recreation	Towards the cost of skate ramps	$11,732.75	Eligible
LG2507-144	East Volleyball Club Incorporated	Sport and recreation	Towards venue hire at the Howick Leisure Centre and volleyball equipment including volleyballs, volleyball bag, ball cart, antenna rods with velcro	$10,900.00	Eligible
LG2507-117	Guardians of Our Children	Community	Towards the cost of operational costs including wages, mobile phones, car insurances, sundries	$15,000.00	Ineligible
LG2507-152	Howick Pakuranga Netball Centre	Sport and recreation	Towards the cost of duffett doors and garage carpet at the Howick Pakuranga Netball Centre	$14,010.45	Eligible
LG2507-104	Howick Playcentre Incorporated	Community	Towards the cost of play consumables including flour, corn flour, oil	$3,493.03	Eligible
LG2507-107	Howick Squash Club Incorporated	Community	Towards replacing the clubs gas hot water system including draining and plumbing	$8,000.00	Eligible
LG2507-118	Howick Village Association Incorporated	Community	Towards the cost of stage and technical assistance for the Howick Village Christmas Fair on Friday 15 November 2024	$4,877.00	Eligible
LG2507-119	Howick Village Association Incorporated	Community	Towards the cost of a traffic management plan for the Cultural Food Festival 2025	$6,910.00	Eligible
LG2507-138	Ideaweb Technologies Limited	Community	Towards the costs of media production and airtime fees	$9,410.00	Eligible
LG2507-110	Kaleidoscope Fashion Events Limited	Community	Towards the cost of marketing, MC fees, wages, DJ and photography, catering and venue hire	$9,347.00	Eligible
LG2507-121	KiwiOra Community Trust	Arts and culture	Towards the cost of a salad tossing and lantern workshop, marketing costs and aprons	$3,312.75	Eligible
LG2507-133	Life Education Trust Counties Manukau	Community	Towards the cost of programme delivery at Macleans Primary and work books	$10,000.00	Eligible
LG2507-114	Lifekidz Trust	Community	Towards the cost of wages and salaries	$10,000.00	Eligible
LG2507-132	New Zealand Overseas Chinese Culture & Arts Centre Incorporated	Arts and culture	Towards the cost of venue hire and design and print cost for a Chinese exhibition	$3,000.00	Eligible
LG2507-139	Pakuranga Athletic Club Incorporated	Sport and recreation	Towards the costs of the Dick Quax Memorial meet 2024	$8,790.00	Eligible
LG2507-141	Pakuranga Inter-Church Charitable Trust	Community	Towards the cost of 100 subsidised counselling sessions for young people	$9,975.00	Eligible
LG2507-145	Pearl of the Islands Foundation Incorporated	Arts and culture	Towards the cost of an Art Masterclass for 80 people	$9,520.00	Ineligible
LG2507-149	Pregnancy Help Incorporated	Community	Towards the cost of coordinator wages for three months	$6,960.00	Eligible
LG2507-148	Rape Prevention Education Whakatu Mauri Trust	Community	Towards facilitation wages and travel costs	$9,856.00	Eligible
LG2507-140	Raukatauri Music Therapy Trust	Arts and culture	Towards the cost of 178 music therapy sessions	$9,480.00	Eligible
LG2507-131	Riverhills School Board of Trustees	Community	Towards the cost of outdoor staging and sound equipment hire	$4,698.20	Eligible
LG2507-147	Road Safety Education Limited	Community	Towards the cost of venue hire at the Pakuranga Rugby Club and facilitator fees	$4,150.00	Eligible
LG2507-106	South East Auckland Senior Citizens' Association Incorporated	Community	Towards the cost of venue hire at Texas Smokehouse, cleaning costs and sound and DJ hire	$5,000.00	Eligible
LG2507-126	Sweet Art Limited	Arts and culture	Towards the cost of an artist for a Howick Community Mural	$3,000.00	Eligible
LG2507-124	Te Tuhi Contemporary Art Trust	Arts and culture	Towards the cost of management fees, performances, sound system, workshop fees and marketing costs	$26,559.18	Eligible
LG2507-142	Te Tuhi Contemporary Art Trust	Community	Towards the cost of editing fees, design costs and printing costs	$15,000.00	Eligible
LG2507-153	Te Tuhi Contemporary Art Trust	Community	Towards the cost of rent at Te Whare Ora	$5,000.00	Eligible
LG2507-155	The Helping Paws Charitable Trust	Environment	Towards the cost of vet fees for de-sexing cats	$5,000.00	Eligible
LG2507-156	The Howick & Districts Historical Society Incorporated	Arts and culture	Towards the cost of Te Tiriti o Waitangi training for staff members and 10 Board members	$7,440.00	Eligible
LG2507-151	The Operating Theatre Trust	Arts and culture	Towards the cost of tickets for disadvantaged, neurodivergent or disabled children attend for free a theatre production of  'The Santa Claus Show ’24'	$6,522.00	Eligible
LG2507-154	Sustainable Coastlines	Community	Towards the cost of litter disposal	$4,900.00	Eligible
LG2507-105	Totara Park Riding for the Disabled Incorporated	Community	Towards the cost of wages for the Horse manager and second coach	$10,000.00	Eligible
LG2507-146	Warriors Community Foundation	Community	Towards the cost of wages for the community programme coordinator role	$5,832.00	Eligible
LG2507-130	Young Life New Zealand Trust	Community	Towards the cost of wages of youth workers facilitating and delivery of Young Life New Zealand Trust 9 week programme	$31,077.00	Eligible
Total				$345,058.36

Horopaki

Context

7. 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.

8. 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.

9. The Howick Local Board adopted the Howick Local Board Community Grants Programme 2024/2025 on 13 June 2024 (Attachment A). The document sets application guidelines for contestable grants.

Tātaritanga me ngā tohutohu

Analysis and advice

Tauākī whakaaweawe āhuarangi

Climate impact statement

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. 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

18. A summary of each application received through the Howick Local Grants round one is provided (refer Attachment B).

Tauākī whakaaweawe Māori

Māori impact statement

20. Twenty-four 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

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

22. The local board has set a total community grants budget of $387,220.00 for the 2024/2025 financial year.

23. Forty-one applications have been received for the Howick Local Grant round one, requesting a total of $345,058.36.

24. 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

25. 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

26. Following the Howick Local Board allocation of funding for the Local Grant round one 2024/2025, 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 2024/2025
b ⇨	Howick Local Grant round one - application summary (Sweet Art Ltd)

Ngā kaihaina

Signatories

Author

Arna Casey - Grants Advisor

Authorisers

Pierre Fourie - Grants & Incentives Manager

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Auckland Council’s Performance Report: Howick Local Board for quarter one 2024/2025

File No.: CP2024/19899

Te take mō te pūrongo

Purpose of the report

1. To provide the Howick Local Board with an integrated performance report for quarter one, 1 July – 30 September 2024.

Whakarāpopototanga matua

Executive summary

2. This report includes financial performance, progress against work programmes, key challenges the board should be aware of and any risks to delivery against the 2024/2025 work programme.

3. The key activity updates from this period are:

· #195 – Operational grant for community arts programmes – Arts Out East: Arts Out East delivered two programmes to 1,750 For one of the programmes, Arts Out East developed Tales of our Wāhine, a series of stories and portraits that highlight some of Aotearoa’s remarkable women. This series chronicles the legacy of 10 East Auckland wāhine, showcasing their pioneering spirit and leadership that have helped shape our communities. The exhibition’s opening event was a great success, attracting 250 attendees to the town centre. The evening also featured a performance by Owairoa Marae's waiata group, adding a special touch to the celebration of these extraordinary women.

· #198 – Howick Youth: Facility and Programmes: This facility has seen over 10,000 visitors since its opening. Various programmes have been delivered for rangatahi which includes physical activities such as hip hop, self-defence classes, circuit training and boxing. The Zine Festival team delivered a creative session engaging 20 young people. Various events were held including quiz nights, dictionary sessions, movie nights, and game sessions. During the school holidays a chess tournament and video game competition proved to be very successful.

· #201 - Healthy Howick: Social Cohesion and Inclusion: A funding agreement was signed with CAB Pakuranga to support them hosting a Howick Community Network hui. The first meeting in August attracted approximately 40 community organisations to share information and seek collaborative opportunities. A funding agreement was also signed with Music Association of Auckland (MAA) who will lead and coordinate the Matariki celebration. The programme covers education workshops, immersive cultural experiences, and a concert of Māori and ethnic music.

· #205 - Local implementation of Ngā Hapori Momoho (Thriving Communities strategic action plan) – Howick Local Board: staff have been working with various groups across the local board on different initiatives including Neighbourhood Support New Zealand, East Auckland Tourism and Pakuranga Chinese Association. Staff also liaised with police and council departments on issues of public littering and dumping and worked with Auckland Emergency Management on their plan and connected them to community.

· #30569 – Barry Curtis Park – renew play facilities: Following consultation the local board formally approved the plans for construction to commence.

· #30557 – Lloyd Elsmore Park Pool – renewals 2022/2023 to 2026/2027: physical works for the building management system upgrade, air ducting, sauna, change room and pool hall tiling refurbishment was all completed early September 2024.

4. All operating departments with agreed work programmes have provided an update against their work programme delivery. Activities are reported with a status of green (on track), amber (some risk or issues, which are being managed) or grey (cancelled, deferred or merged). The following activities are reported with a status of red (behind delivery, significant risk):

· #16641 – Ostrich Farm – sand slits, drainage and irrigation works: Detailed design for stage 1 is completed. The project has been put on hold until further funding has been confirmed in later financial years.

· #10946 – (OLI) Flat Bush – develop library and multi-use community centre: Current budget for resuming of works allocated to FY23/24. Current approval is being sought to include this project into the Risk Adjusted Programme for this financial year.

5. The financial performance report compared to budget 2024/2025 is attached. There are some points for the local board to note:

· Revenue at $1.2 million was $78,000 below the budget. Revenue from Lloyd Elsmore Park Pool and Leisure Centre was lower due to extended pool closure for maintenance and repainting of the air ducting. The pool reopened in mid-September.

· Expenditure of $10.3 million was above the budget by $973,000. The main expenditure was for open space, facility parks and building repairs and maintenance. In locally driven initiatives, expenditure of $506,000 was $39,000 below budget.

· Capital spends of $960,000 was on the local asset renewals programme such as renewal of Llyod Elmore Park Pool and Leisure Centre, renewal of play space and active recreation and Barry Curtis Park – renewal of Wetlands building.

· The Howick Local Board Financial Performance report is in Appendix C.

6. The Customer and Community Services capex budget has been revised to incorporate delayed delivery or earlier commencement of individual projects or other changes that are of material value.

7. The Performance Report for Quarter One 2024/25 has come back to the Board for its 12 December business meeting, as the Howick Village Business Improvement District (BID) presented a proposal on expanding the business district at a workshop on 28 November 2024. The BID requires funding of $26,000 to carry out the project from December 2024 to March 2026. The board was advised that $16,000 is required immediately to start the project, and the balance of $10,000 to be received in FY26.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakaae / approve the allocation of $8,574 of film revenue towards Howick Village BID - implement broadening the Howick BID boundary (ID 3860)

b) whakaae / approve the reallocation of $7,426 from work programme line Community Grants Howick (ID 216) to Howick Village BID – implement broadening the Howick BID boundary (ID 3860)

Horopaki

Context

8. The Howick Local Board has an approved 2024/2025 work programme for the following operating departments:

· Customer and Community Services

· Local Environmental

· External Partnerships

· Plans and Places

· Auckland Emergency Management

9. Since the approval of the work programmes, Council has undergone a restructure, resulting in changes to directorates and departments. These have been updated in the work programmes and the changes are outlined in the table below.

Table 1: Changes to departments and units in work programmes

Previous department / unit in work programme	Current department / unit in work programme
CCS: Active Communities – Leisure	Community: Pools & Leisure
CCS: Active Communities – Sport and Recreation	Community: Community Wellbeing - Sport and Recreation
CCS: Connected Communities – Community Delivery	Community: Community Wellbeing - Community Delivery
CCS: Grants	Group Finance: Grants and Incentives
CCS: PCF – Community Leases	Community: Parks and Community Facilities - Community Leases
CCS: PCF – Operations	Community: Parks and Community Facilities - Operations
CCS: PCF – Project Delivery	Community: Parks and Community Facilities - Project Delivery
CCS: PCF – Specialist Operations	Community: Parks and Community Facilities - Specialist Operations
CCS: RSS – Events	Community: Community Wellbeing - Events
CCS: RSS – Māori Outcomes	Community: Community Wellbeing - Māori Outcomes
CCS: RSS – Service and Asset Planning	Policy, Planning & Governance: Policy - Service and Asset Planning
CPO: Plans and Places	Policy, Planning & Governance: Planning & Resource Consents - Planning
GOV: Auckland Emergency Management	Resilience & Infrastructure: Auckland Emergency Management
GOV: External Partnerships	Group Strategy & CEs Office: External Partnerships
I&ES: Environmental Services – Natural Environment Delivery	Community: Environmental Services - Natural Environment Delivery
I&ES: Environmental Services – Sustainability Initiatives	Community: Environmental Services - Sustainability Initiatives
I&ES: Healthy Waters	Resilience & Infrastructure: Healthy Waters & Flood Resilience
I&ES: Resilient Land & Coasts	Resilience & Infrastructure: Engineering Assets & Technical Advisory
I&ES: Waste Solutions	Resilience & Infrastructure: Waste Solutions

10. The graph below shows how the work programme activities meet Local Board Plan outcomes. Activities that are not part of the approved work programme but contribute towards the local board outcomes, such as advocacy by the local board, are not captured in this graph. [standard paragraph]

Graph 1: Work programme activities by outcome

11. The Performance Report for Quarter One 2024/25 has come back to the Board for its 12 December business meeting.

12. In November 2024, the Howick Village Association Business Improvement District (BID) presented to Board Members at a workshop on their proposed BID expansion project, the work for which is set to take place between December 2024 and March 2026.

13. The Howick Village BID have requested $16,000 from the Board for the 2024/2025 financial year to fund the expansion project, and the balance of $10,000 for 2025/2026 financial year.

Tātaritanga me ngā tohutohu

Analysis and advice

Local Board Work Programme Snapshot

14. The graph below identifies work programme activity by RAG status (red, amber, green and grey) which measures the performance of the activity. It shows the percentage of work programme activities that are on track (green), in progress but with issues that are being managed (amber), and activities that have significant issues (red) and activities that have been cancelled/deferred/merged (grey).

Graph 2: Work programme by RAG status

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

Graph 3: Work programme by activity status and department

Key activity updates

· # 204 - The Howick Youth Council continue to develop and organise projects such as Cultural Showcase, Clothes Swap, Visual Arts Showcase and Mind Matters. They have also held elections for next year's leadership team and have started onboarding them with the assistance of their Auckland Youth Voice Network (AVYN) Facilitator and Mentors. This will ensure continuity and a smooth transition for next year's Council.

· # 192 - Operational grant to Uxbridge Arts and Culture – In Q1, Uxbridge delivered 224 programmes to 12,272 attendees. Programme highlights included successful school holiday programme including sold out workshops, strong support for musical performances with Vox Nova and Howick Brass Band playing to good audiences, and well attended exhibitions with The Howick Embroidery Guild's annual exhibition and the Howick Youth Council Visual Arts Showcase both doing well. Highlights in the theatre included the first night of Mel Parson's national tour and the NZ Spelling Bee competition.

· # 574 - Pest Free Howick Ward - Pest Free Howick Ward revamped its website and included a Chinese version for new migrant families. Working bees were conducted at Ōtara Creek with Enviro-Club students from Sancta Maria College and at Te Naupata Reserve with Ngāi Tai ki Tāmaki. Conservation Cadetship programs were delivered at Sunny Hills School, Mellons Bay School and Howick Primary. Ten schools registered for the Native Trees for Native Birds project and are working on their planting plans with support from the Pest Free Howick team. The Project Manager submitted an abstract to present at the Ecological Society conference and will attend if accepted in November.

· # 210 – Event Partnership Fund – Howick Village Hop took place on Saturday 12 October 2024 and saw thousands of people flocking to Howick Village on Picton Street to experience the wonder of the beautiful range of classic cars from far and wide.

Activities with significant issues

· #16641 Ostrich Farm – sand slits, drainage and irrigation works – the project is currently on hold until further funding has been confirmed.

· #10946 – (OLI) Flat Bush – develop library and multi-use community centre – This project requires funding, and approval is being sought include it into the Risk Adjusted Program for this financial year.

Activities on hold

16. The following work programme activities have been identified by operating departments as on hold:

· #4224 – Hawthornden Reserve – Howick Art Group Inc. lease – this project has been deferred to FY25/26 as the area operations project manager is undertaking renewal works in August FY25/26.

· #16213 – Flat Bush – develop walkway and cycleway paths – this project requires a signed Infrastructure Funding Agreement which is currently being negotiated with the site developer, along with funding being made available.

Changes to the local board work programme

Deferred activities

17. These activities are deferred from the 2024/2025 work programme:

· #4220 - Nixon Park – Howick Bowling Club Inc. lease – this lease renewal has been deferred to undertake a landowner approval application with the lease of additional premises to Howick Sailing Club.

· #4227 – Tiraumea Reserve – Pakuranga Outrigger Canoe Club and/or Portage Crossing Canoe (waka ama Club) potential licence to occupy – this lease renewal has been deferred to undertake a landowner approval application with the lease of additional premises for Fencibles United and Bucklands Beach Football Club.

Tauākī whakaaweawe āhuarangi

Climate impact statement

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

19. Work programmes were approved in June 2024 and delivery is underway. Should significant changes to any projects be required, climate change impacts will be assessed as part of the relevant reporting requirements. Any changes to the timing of approved projects are unlikely to result in changes to emissions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

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

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

Local impacts and local board views

21. This report informs the Howick Local Board of the performance for ending 30 September 2024.

Tauākī whakaaweawe Māori

Māori impact statement

22. #201 – Healthy Howick: Social Cohesion and Inclusion - A funding agreement has been signed with the Music Association of Auckland (MAA) who will lead and coordinate the Matariki celebration in the ethnic community. The programme covers educational workshops, immersive cultural experiences, and a concert of Māori and ethnic music. In FY 2024/25, the MAA will engage with student cultural clubs of local colleges to present Māori performances to the community.

23. #199 – Howick – Māori Engagement: Improving responsiveness to local Māori - In Q1 staff continued working with Te Tahawai Marae and Te Whare o Matariki supporting their education programme and engagement with wider communities. Staff are consulting with Māori Outcome and Area Operations and seeking to effectively engage with Ngai Tai ki Tāmaki.

Ngā ritenga ā-pūtea

Financial implications

24. This report is provided to enable the Howick Local Board to monitor the organisation’s progress and performance in delivering the 2024/2025 work programmes. There are no financial implications associated with this report.

Financial Performance

25. Overall operating result for the first three months of the year was thirteen per cent above the budget due to lower operating revenue and higher expenditure. Income was received from leases, venue for hire, libraries, and leisure centres. Expenditure for repairs and maintenance for buildings and open space were higher in this quarter and offset lower expenditure in locally driven Initiatives. Projects are in various stages of the delivery cycle and there are variations between actual and budget expenditure. Capital expenditure delivery was below budget in the local asset renewals programme.

Financial comments

· The Howick Local Board Financial Performance report is in Appendix C.

Revised Capex Budget

26. Capex budgets are revised to reflect changes in timing of delivery for individual projects.

27. Projects that were still in progress at 30 June 2024 have had their remaining required budget carried forward to the current or future financial years to fund the remaining works.

28. If a multi-year capital project was completed earlier than anticipated, the budget is reduced or brought forward to 30 June 2024 to reflect early completion.

29. Consideration is also given to the status of current capital projects and where required budgets are rephased in whole or part to outer years to reflect current timelines for delivery.

30. The net budgetary impact of these changes is reflected in the revised budget for the board.

31. The Customer and Community Services Capex work programme financial allocations have been updated in accordance with the carry forwards.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

32. While the risk of non-delivery of the entire work programme is rare, the likelihood for risk relating to individual activities does vary. Capital projects for instance, are susceptible to more risk as on-time and on-budget delivery is dependent on weather conditions, approvals (e.g. building consents) and is susceptible to market conditions.

33. Information about any significant risks and how they are being managed and/or mitigated is addressed in the ‘Activities with significant issues’ section

Ngā koringa ā-muri

Next steps

34. The local board will receive the next performance update for quarter two (October - December 2024), at the February business meeting.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Howick Local Board Quarterly Operating Performance Q1 FY 2024 Financial Appendix

Ngā kaihaina

Signatories

Author

Tracey Freeman - Acting Senior Local Board Advisor

Authorisers

Lou-Ann Ballantyne - General Manager Governance and Engagement

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Howick Domain - new lease for Howick Range Trust Incorporated Report

File No.: CP2024/19745

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Howick Local Board to grant a new community ground lease to the Howick Range Trust Incorporated located at 90R Wellington Street, Howick.

Whakarāpopototanga matua

Executive summary

2. Howick Range Trust Incorporated seeks a new community ground lease to continue occupation and operation from a group-owned building at Howick Domain, 90R Wellington Street, Howick.

3. The trust currently holds the lease for the ground which has reached final expiry on 30 September 2024. The lease is held over on a month-by-month basis on the same terms and conditions until terminated or a new lease is granted.

4. The new lease was identified and approved by the Howick Local Board as part of its Customer and Community Services: Community Leases work programme 2023/2024 at their 17 August 2023 meeting (resolution number HW/2023/126).

5. The trust aims to operate a purpose-built facility for smallbore (rifle) shooting where social, learning and competitive sessions are delivered from the premises. These activities align with the Howick Local Board Plan 2023:

· Our People – Supporting people in our diverse communities to be inclusive and healthy, and who actively participate to make our area a wonderful, safe place to live, and play.

· Our Places - Supporting our growth, and development by promoting key community facilities.

· Our Community - Supporting community participation with our services and facilities

6. The trust has provided all required information including financials, showing that it has sufficient funds. The trust has all the necessary insurance coverage, including public liability insurance, in place.

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

8. A site visit has been undertaken by staff and the facility appears to be well managed and well maintained.

9. A community outcomes plan has been completed to identify the benefits the trust will provide to the community which will be attached to the lease as a schedule of the lease agreement.

10. Public notification and iwi engagement on the proposed new lease took place between 13 November 2024 to 11 December 2024 and 1 November 2024 to 1 December 2024 respectively. No submissions or objections were received have been received up until the submission of the report.

11. Council staff from within the Community Directorate have been consulted. They are supportive of the proposed lease and no concerns were raised. The proposed new lease has no identified impacts on other parts of the council group.

12. This report recommends that a new community ground lease be granted to the Howick Range Trust Incorporated for a term of 10 years, commencing 1 January 2025, with one 10-year right of renewal.

13. If the local board decides to grant the lease, staff will work with the lessee to finalise the lease agreement.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakaae / grant, a new community ground lease to the Howick Range Trust Incorporated for an area comprising approximately 690m² located at 90R Wellington Street, Howick on the land legally described as Allotments 143 and 144 Village of Howick (Attachment A – Site Plan), subject to the following terms and conditions:

i) term – 10 years, commencing 1 January 2025, with one 10 year right of renewal.

ii) rent – $500 for the initial year increasing to $900 for the second year and $1300 from the third year onwards (all amounts are plus GST and per annum).

iii) community outcomes plan - to be appended to the lease as a schedule of the lease agreement (Attachment B – Community outcomes plan).

b) whakaae / approve all other terms and conditions in accordance with the Reserves Act 1977, Auckland Council Community Occupancy Guidelines 2012 (updated July 2023), and the Auckland Council standard form community lease agreement for a new community lease to the Howick Range Trust Incorporated for an area comprising approximately 690m² located at 90R Wellington Street, Howick.

c) tuhi ā-taipitopito / note that public notification for Auckland Council’s intention to grant a new community lease to Howick Range Trust Incorporated located at Howick Domain, at 90R Wellington Street, Howick, has been undertaken between 13 November 2024 to 11 December 2024. No submissions or objections have been received up until the submission of the report.

d) tuhi ā-taipitopito / note that iwi engagement for Auckland Council’s intention to grant a new community lease to Howick Range Trust Incorporated located at Howick Domain, at 90R Wellington Street, Howick, has been undertaken between 1 November 2024 to 1 December 2024. No submissions or objections have been received up until the submission of the report.

Horopaki

Context

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

15. The Howick Local Board approved the Customer and Community Services: Community Leases work programme 2023/2024 at their local board meeting on 17 August 2023 (resolution number HW/2023/126).

16. The progression of this lease to the Howick Range Trust Incorporated (the trust) at Howick Domain, 90R Wellington Street, Howick was part of the approved work programme. This report considers the new community lease as approved on the work programme.

Land, building and lease

17. Howick Domain is located at 90R Wellington Street, Howick (Attachment A - Site Plan). The land is held by the Crown through the Department of Conservation (DOC) as a classified recreation reserve subject to the Reserves Act 1977.

18. The land was vested in the Auckland Council, in trust, for recreation purposes. The land is legally described as Allotments 143 and 144 Village of Howick.

19. The underlying ownership of this land is Crown-owned and may be identified in the future for treaty redress by way of the Treaty of Waitangi Act 1975. A Treaty of Waitangi clause will be included within the proposed new lease to outline these implications upon granting the lease.

20. The trust holds a community lease for the group-owned building on the land. For a group-owned building, all operational and maintenance costs are borne by the lessee.

21. The tenant will undertake the following renewal/refurbishment work scheduled for the building:

a) Mid-December 2024 to 31 January 2025;

· clear the rubber butts out,

· waterblasted the entire range floor, both the upper and lower mounds and the patio and entrance ramp,

· perform a full wet clean of all surfaces within the facility, vacuum the entire facility, and remove any rubbish items,

· commercially steam clean shooting mats,

· replace the lounge carpet and more,

b) Late December 2024 to end of January 2025;

· install the fall netting.

22. The building is primarily used by the group to provide smallbore (rifle) shooting where social, learning and competitive sessions are being delivered from the premises. These activities provide sporting benefits for the community.

Howick Range Trust Incorporated

23. Howick Range Trust Incorporated was incorporated in 2003, and its primary purpose is to;

· operate a purpose-built facility for smallbore (rifle) shooting where social, learning and competitive sessions are safely delivered.

24. The trust has over 500 members aged between 14 and 90+. The building is open Monday to Sunday in the evenings and from morning to evening on the weekends. The trust co-uses the building with other community groups including the Howick Pistol Club and various cadet groups. The trust also makes its facility available for hire for corporate team building events.

25. The trust has been operating from the Howick Domain since October 2004. The trust has installed new curtains and a security system. The trust has also recently purchased an outside barbeque table and seating for facility users to use. The building and other improvements are owned by the lessee.

26. The trust’s current community lease with the council commenced on 1 October 2004 and has expired on 30 September 2024. The lease to the group is held over on a month-by-month basis on the same terms and conditions until terminated or a new lease is formalised.

Tātaritanga me ngā tohutohu

Analysis and advice

27. Under the Community Occupancy Guidelines 2012 (updated July 2023), groups that own their own buildings have an automatic right to re-apply for a new lease at the end of their occupancy term. The trust is exercising this right by applying for a new lease. The local board has the discretion to vary the term of the lease if it wishes. However, the guidelines suggest that where the term is varied, it aligns with one of the recommended terms.

Public notification and engagement

28. As there is no adopted reserve management plan, public notification and formal iwi engagement are required under the Reserves Act 1977 prior to any lease being granted.

29. The proposed new community lease to the trust for the land at Howick Domain was publicly notified. The notification appeared in the Eastern Courier on 13 November 2024 and the Auckland Council website’s Have Your Say webpage with a submission deadline of 11 December 2024.

30. The cost of the public notification was met by the Parks and Community Facilities department of the council.

31. No submissions or objections to the notified proposal were received up until the submission of the report.

Assessment of the application

32. The trust has submitted a comprehensive application supporting the new lease request and is able to demonstrate its ability to deliver social, learning and competitive smallbore (rifle) shooting and sessions.

33. The area proposed to be leased to the trust consists of approximately 690m² and is outlined in Attachment A – site plan.

34. The trust has provided financials which show that accounting records are being kept, and there are sufficient funds to meet expenses. The trust has noted it will look at increasing the hireage fees to regular groups.

35. The following table contains brief details on the trust’s latest financials:

Table 1: Financials for 2023-2024

Income	Expenses & Costs	Income less expenses
$ 34,476.81	$ 17,552.02	$16,924.79

36. The trust has all necessary insurance cover, including public liability insurance, in place.

37. A site visit has been undertaken by staff and the facility is well managed and appears to be well maintained. All management and operational costs are funded by the trust.

38. As mentioned above, the trust provides a valuable service to the local community by making its facility available for hire to help and support initiatives and activities within the local community, sports clubs and community organisations.

39. A community outcomes plan has been negotiated with the trust to identify the benefits it will provide to the community. This will be attached as a schedule to the lease agreement and is attached to the report as Attachment B.

40. Auckland Council’s Community Occupancy Guidelines 2012 (updated July 2023) sets out the requirements for community occupancy agreements.

41. Staff recommend that a new community lease be granted to the trust for a term of 10 years commencing from 1 January 2025 with one 10-year right of renewal.

Tauākī whakaaweawe āhuarangi

Climate impact statement

42. To improve environmental outcomes and mitigate climate change impacts, the council advocates that the leaseholder:

· use sustainable waste, energy and water efficiency systems

· use eco labelled products and services

· seek opportunities to reduce greenhouse gas emissions from lease-related activities.

43. All measures taken are aimed at meeting the council’s climate goals, as set out in Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan, which are:

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

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

44. Climate change has an unlikely potential to impact the lease, as no part of the leased area is located in a flood-sensitive or coastal inundation zone.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

45. Council staff including the Parks and Places Specialists, Sports and Recreation, Area Operations and Community Broker have been consulted. They are supportive and have no concerns about the proposed lease.

46. The proposed new lease has no identified impact on other parts of the council group. The views of council-controlled organisations were not required for the preparation of this report’s advice.

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

Local impacts and local board views

47. The proposed lease will benefit the community by enabling initiatives that promote indoor sporting activities that will be delivered from the Howick Domain for the local board area and its surrounding communities.

48. The details of the application were sent to the local board on 29 October 2024. The local board indicated its in-principle support of the lease proposal.

49. The delivered activities align and support the Howick local board Local Board Plan 2023:

· Our People – Supporting people in our diverse communities to be inclusive and healthy, and who actively participate to make our area a wonderful, safe place to live, and play.

· Our Places - Supporting our growth, and development by promoting key community facilities.

· Our Community - Supporting community participation with our services and facilities

Tauākī whakaaweawe Māori

Māori impact statement

50. Iwi engagement about the council’s intention to grant a new community lease for Howick Domain, 90R Wellington Street, Howick was undertaken in November 2024 with the relevant iwi groups identified as having an interest in land in the local board area. The engagement involved an email to all iwi identified as having an interest in the area as captured in Attachment C, containing:

o detailed information on the land, the lessee, and the lease proposal as per Section 4 of the Conservation Act 1987

o an invitation to comment and provide feedback on the proposal.

51. No objections or requests for a hui or kaitiaki site visit were received from the iwi and mana whenua groups who responded.

52. The lessee has agreed, via a community outcomes plan, to deliver Māori Outcomes that reflect their local community as per Attachment B of this report. The lease will benefit Māori and the wider community by providing an indoor sport that supports the health and well-being of all that participate.

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

54. 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), individual local board plans and in Whiria Te Muka Tangata, Auckland Council’s Māori Responsiveness Framework.

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

56. Community leases support a wide range of activities and groups. Leases are awarded based on an understanding of local needs, interests and priorities. The activities and services provided by leaseholders create benefits for many local communities, including Māori.

Ngā ritenga ā-pūtea

Financial implications

57. All costs relating to the advertisement of the council’s intention to grant the proposed lease will be borne by the Parks and Community Facilities department of the council.

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

59. While the Governing Body adopted the amendments to the Community Occupancy Guidelines, local boards still hold the ability to vary staff recommendations relating to the rental amount for leased premises.

60. The Howick Local Board has on previous occasions resolved to incrementally increase rent, over a three-year period, with $500 for the initial year increasing to $900 for the second year and $1300 from the third year onwards.

61. If the local board chooses to vary the level of rent per annum, there will be no requirement for the local board to top up the community lease revenue budget. However, the local board will not have the benefit of the additional revenue.

62. The cost recovery increases for community lessees and licensees provide local boards with a financial lever to ease their respective budgetary constraints.

63. Staff have consulted with the Financial Advisory department of the council. No concerns were raised regarding the financial implications for the proposed new ground lease to Howick Range Trust Incorporated for their building at Howick Domain.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

64. Should the local board resolve not to grant the proposed community lease to Howick Range Trust Incorporated at Howick Domain, at 90R Wellington Street Howick, the trust’s ability to undertake all current and future activities will be negatively impacted. This will have an adverse impact on the achievement of the desired local board plan outcomes.

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

Ngā koringa ā-muri

Next steps

66. If the local board resolves to grant the proposed new community lease, staff will work with the Howick Range Trust Incorporated to finalise a lease agreement in accordance with the local board’s decision.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Site Plan
b ⇨	Community Outcomes Plan
c ⇨	Mana Whenua engagement email

Ngā kaihaina

Signatories

Author

Tsz Ning Chung - Community Lease Specialist

Authorisers

Kim O’Neill - Head of Property & Commercial Business

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Proposed policy refresh: Business Improvement District (BID) Policy (2022)

File No.: CP2024/18070

Te take mō te pūrongo

Purpose of the report

1. To seek feedback on proposed changes to the Business Improvement District (BID) Policy (2022) (Kaupapa Here ā-Rohe Whakapiki Pakihi).

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Business Improvement District (BID) programme team oversees the BID programmes ongoing development accountability and governance. The refresh process will not include a review of these roles or resources.

3. BID programmes provide sustainable funding to business associations by applying a targeted rate to business rated properties within a defined geographical area and granting these funds to the relevant business association.

4. BID-operating business associations sign a three-year targeted rate grant agreement which requires compliance with the Auckland Council Business Improvement District (2022) Policy (Kaupapa Here ā-Rohe Whakapiki Pakihi) (the Policy) as attached as Appendix A.

5. Staff are proposing changes to the BID Policy 2022 to clarify minimum requirements, including adding an issues resolution option (the ability to terminate funding agreements in cases of ongoing non-compliance where other concerns are evident), and a requirement for unallocated funds to be reported in the annual report for transparency. Additionally, the deadline for annual accountability reporting will shift from 10 March to 1 December. Other minor changes are also proposed. A summary of proposed changes as part of the policy refresh are attached as Appendix B.

6. Key stakeholders including local boards, BID-operating business associations and relevant council departments will be engaged in the process with feedback sought by 28 February 2025.

7. The updated policy is scheduled for submission to the Governing Body in April 2025 with implementation commencing on 1 July 2025.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whiwhi / receive the report and information regarding the proposed refresh of the BID Policy (2022) and agree to provide formal feedback on the changes proposed.

Horopaki

Context

Overview of the Auckland BID programme

8. BID-operating business associations are membership-based organisations independent of Auckland Council. The Auckland Council Business Improvement District (BID) Policy (2022) (Kaupapa Here ā-Rohe Whakapiki Pakihi) (the policy) sets out the framework for the governance, accountability, and management of a BID programme and targeted rate funding.

9. The policy supports the independent nature of the BID-operating business associations who are responsible for the BID programme delivery, its success, and are accountable to BID members/BID affiliates.

10. Local boards have the primary relationship with BID-operating business associations in their area:

· local boards and business associations have a vested interest in a particular place and share similar goals

· local boards have allocated decision-making responsibility for BID programme establishments, amending existing BID programmes, BID boundary changes, continuation/discontinuation, and issue resolution.

Auckland Council Business Improvement District Policy (Kaupapa Here ā-Rohe Whakapiki Pakihi)

11. The policy was last substantially reviewed and updated in 2021/2022 and approved by the Finance and Performance Committee on 26 July 2022. The policy will be approved for adoption by the Governing Body.

12. Auckland Council requires BID-operating business associations to fully comply with the policy and the three-year BID Targeted Rate Grant Agreement (Appendix A)

13. The policy describes the reason for the BID programme and sets out the process for:

· establishing, continuing/discontinuing BID programmes;

· changes to the BID programme boundary area/map;

· changes to the BID targeted rating mechanism;

· issue resolution;

· key stakeholder roles and responsibilities.

14. The policy sets out the engagement and reporting requirements for BID-operating business associations to ensure all BID members/BID affiliates have access to the relevant BID programme information. BID-operating business associations must use their Annual General Meeting (AGM) process to obtain formal member approval for the BID programme delivery, budget and to confirm their BID targeted rate grant amount for the following financial year.

15. The three-year BID Targeted Rate Grant Agreement sets out the conditions of the BID targeted rate grant funding and the relationship between Auckland Council and a BID-operating business association.

16. There are currently 51 BID programmes within the region.

BID Targeted Rate

17. BID programmes are supported by a BID targeted rate grant providing sustainable funding to BID-operating business associations. A BID targeted rate is applied to business rated properties within a defined geographic area. The rates collected are then provided to the relevant BID-operating business association via an annual grant.

18. The amount of BID targeted rate grant is decided each year at the BID-operating business associations annual general meeting (AGM) as part of the income and expenditure budget for the following financial year.

19. BID targeted rates are set according to the procedure defined in the Local Government (Rating) Act 2002, Section 23.

Local Board role with BID programmes

20. The policy recognises local board decision-making responsibilities in relation to:

· approval of the establishment of a new BID programme and boundary area

· approval of any changes to or amendments to an existing BID programme boundary area

· annually recommending BID programme targeted rate grant amounts to the Governing Body

· recommending to the Governing Body proposed changes to a BID targeted rating mechanism.

21. The BID Policy (2022) is an effective document and includes the provision for local boards to receive an annual BID compliance and accountability report (in May each year). The report provides the local board with information on any issues that may be impacting on the BID programme or BID-operating business association.

22. The May 2024 BID annual compliance report presented to local boards with BID programmes highlighted:

· compliance with the 10 March 2024 due date for accountability reporting was lower than previous years.

· fifty-one per cent (26) of BIDs successfully completed their annual accountability reporting by the due date of 10 March 2024

· forty-one per cent (21) were notified of missing information or documents and received an extension

· four BIDs failed to meet BID Policy Requirement 11 and did not complete annual accountability reporting.

23. These situations are of concern and undermines the BID Policy and the relationship between the organisations and Auckland Council. The BID-operating business associations that receive an allocation of public funds (BID targeted rate grants) should as a minimum reach the BID policy requirements.

24. Of the four BIDs that failed to meet the policy requirement 11, Hunters Corner and Māngere East Village BID were situations of continued non-compliance with the policy over multiple years.

Hunters Corner BID

25. For two years, the BID Team and the local board, dealt with a complex governance and management situation within the Hunters Corner BID involving:

· non-compliance with the BID Policy

· missing financial reporting and association financial records

· accumulating liabilities

· unauthorised changes to bank signatories

· absence of accountability reporting for grant funds received by the BID from local board and a CCO, over several years

· ineffective governance and management processes.

26. Whilst the existing policy issue resolution (section five) could have responded to these situations individually, the issues were long-term, undisclosed, and had no visibility due to governance practices within the business associations committee at the time. Once understood, these factors culminated in the need for effective and immediate decision making by Auckland Council.

27. The situation had moved beyond mere non-compliance with the BID Policy into actions that council deemed a significant risk to the funding and the associations obligations under the three-year BID Targeted Rate Grant funding agreement.

Māngere East Village BID

28. For the past 18 months, staff and the local board have been working through governance and management issues with this BID which has included continued non-compliance with the policy. The BID has also failed to undertake governance processes as set out in their constitution.

29. The outcome of this situation has been the delay of targeted rate payments to the BID due to the concern that BID rate payers (BID affiliates) are receiving no value from the BID programme. The executive committee of Māngere East Village BID has taken no actions to regain compliance with the BID Policy.

30. The local board has been involved in the process and has instructed staff, under resolution, to work with the association towards BID discontinuation from June 2025.

Broadening the definition of an “issue” to include other factors

31. The combination of circumstances in both the examples above have contributed to the need to refresh and add clarity to the issue resolution options in the ‘issues’ section of the policy (Section 5). The existing BID Targeted Rate Grant Agreement document allows for the option for council to not set the target rate and terminate the funding agreement.

32. The situations above (Hunters Corner BID and Mangere East BID) were more nuanced than purely non-compliance with the BID Policy. These situations were identified as:

· a failure to communicate relating to the non-compliance.

· debt accumulation with no actions towards reduction.

· disharmony within a business community.

33. The Introduction of the BID Policy (2022) notes that executive committees “must operate with the principles of trust, respect and democracy, and values of transparency and accountability, and good faith” (pg. 6). The lack of these factors is sometimes difficult to prove but their absence will have an impact on the reputation of a BID programme.

34. The purpose of the additional issue resolution option is to be able to consider factors other than non-compliance.

35. Feedback from local boards is particularly welcomed regarding what other circumstances could undermine the integrity of a BID programme and use of targeted rate.

36. The current policy notes that where an issue is identified, council will work with the BID to achieve compliance. Council staff will communicate with local boards when an issue is identified. This approach will remain unchanged.

37. The proposed new option for issue resolution aligns with current wording in the three-year grant agreement under the section ‘Termination”. The proposed policy wording would allow council to ‘Stop/ End’ (terminate) the three-year BID Targeted Rate Grant Agreement and/or not set the BID targeted rate for subsequent years.

38. The business association would no longer be considered as operating a BID programme under the policy.

39. The proposed additional resolution option should not be of any concern to BID programmes that are compliant with the policy and do not have other act or thing that council deems a significant risk to the associations funding or the associations obligations under this agreement.

BID Policy refresh

40. Communication about the refresh of the current policy began in October 2024 to all stakeholders involved in the management and operation of BID programmes across Tāmaki Makaurau. Stakeholders include all local boards, both BID-operating and non-BID business associations, council departments and interested parties.

41. This report is part of that process and seeks feedback from each local board. A summary of proposed changes to the BID Policy 2022 is attached as Appendix B. Although the refresh focuses on specific areas of the policy, feedback on any section of the policy is welcome.

42. The feedback period is open until 28 February 2025.

43. If approved by the Governing Body in April 2025, the 2025 BID Policy will become operational from 1 July 2025.

44. There are no expected additional financial costs associated with undertaking this refresh.

Tātaritanga me ngā tohutohu

Analysis and advice

Rationale for the refresh

45. The refresh process is based on observations and feedback from working with the policy (2022), annual compliance requirements reporting, and as noted, complex governance and management issues.

46. The aim of the refresh is to:

a) add in more content and clarification to sections of the policy regarding the minimum requirements, including the sections relating to establishments and expansion projects.

b) For clarity purposes, to strengthen parts of the policy (and appendix documents) relating to issue resolution (section five).

Summary of proposed changes suggested for BID Policy (2025) and appendix documents

47. The key proposed changes proposed for BID Policy (2025) are set out in Table 1.

Table 1 - Key changes made to the BID Policy (2025) and appendix documents

Change from 2022 BID Policy	Description	Note	2022 section, Requirement
New Wording Proposed
Section 5 Issue resolution.	Clarifying what would be deemed an ‘issue’ in addition to non-compliance with the policy.	New wording for an additional option to strengthen this section. These changes should be of no concern to the majority of BIDs compliant with the policy.	Section 5 Requirement 22
	New wording added to: Requirement 22 ‘… or if Auckland Council becomes aware of any act or thing that is a significant risk to the funding or the obligations under the Three-year BID Targeted Rate Grant Agreement’.	Adding the ability for Auckland Council to act in situations where not only non-compliance with the policy is clear, but where there is a potential for serious risk to BID programme funding and the business associations obligations. Examples could include: · a failure to communicate relating to a non-compliance. · debt accumulation with no actions towards reduction. · disharmony within a business community. · a society not prepared to work with Auckland Council.
	‘Stop and End’ (terminate) the three- year target rate agreement and/ or not set the target rate for subsequent years.	‘Last case’ option for BIDs that are non-compliance and/ or with significant risk to the funding or the obligations under the Three-year BID Targeted Rate Grant Agreement.
New Section 2.6.3	Accumulated BID targeted rate grant/unspent BID targeted rate grant	To provide more clarity and transparency within the BID Treasurer report presented at the BID AGM. Treasurers report to include information on any BID targeted rate grant accumulated or unspent.	Added to Section 2.6
2.7	BID grant used to guarantee, secure, or repay borrowed or raised money. New wording to align with the Three-year BID Targeted Rate Grant Agreement.	Aligning the policy and the Three-year BID Targeted Rate Grant Agreement regarding the use of BID grant to guarantee, secure or repay borrowed or raised money.	Added to Section 2.6, and aligning with Requirement 6
Section 3, Table One	Updated tables - BID programme annual accountability reporting.	Table format updated, new headings and numbering. New wording to provide a better understanding of the minimum requirements and transparency of information reported.	Section 3
	New deadline for annual accountability reports to be with council	Change date of annual accountability reporting from 10 March to the earlier date of 1 December. BIDs can complete post AGM reporting within a shorter period. Enables better alignment between a) council confirmation of compliance with policy and b) council annual draft budget/10year plan engagement process.
4.1.2 and Requirement 14	Audit review option removed	Advice sought from Risk and Assurance Team recommended that all BIDs be required to undertake an annual full audit.	Section 4.1.2 and Requirement 14
Minor changes – to accommodate administration changes and updates, additional wording to provide clarification to support a better understanding of the requirements of the policy.
Various places in the policy		Updating references to the date of the Incorporated Societies Act 2022
	Removal of council website references	Information has been updated or is longer relevant.
	New wording or updated wording	Wording and sentence structure tidied up and align throughout the policy and appendix documents.
Section 3, Table One	Treasurer’s written report	Information transferred from Appendix D and amalgamated into Table One.	Section 3, Table One
4.1.2	Governance practices	New item due to changes within the Incorporated Societies Act 2022. New wording sets the notice requirements for AGM as a minimum of 14 days’ notice and SGM as a minimum of 21 days’ notice.	Section 4.1.2 and aligning with Requirement 13
Section 6	Table Three – BID ballot processes New Table Four – BID ballot process and mandate	Table Three captures information for the Eligible BID Voter list. New Table Four captures BID ballot process and mandate. Table format updated, wording added to tidy sentence structure and understanding of the processes associated with BID ballots.	Section 6.4, Table Three and new Table Four
Appendix A	Tidied up wording	To align with the policy
Appendix B	Tidied up wording	Tidied up form layout and sentence structure, wording and added in numbering
Appendix C	Tidied up wording
Appendix D	Removed	Information transferred and merged into Section 3, Table One
New Appendix D	Summary of policy requirements	Updated to align with policy
Appendix E	Abbreviation and definitions	Updated to align with policy

48. A detailed summary of the proposed changes to the policy and appendix documents is set out in Appendix B.

Draft BID Policy (2025) and appendix documents

49. The draft BID Policy (2025) and appendix documents will be presented to the Governing Body at the April 2025 meeting.

50. Once approved, BID Policy (2025), the appendix documents and changes document will be made available on the BID Auckland Council website www.bid.aucklandcouncil.govt.nz

Tauākī whakaaweawe āhuarangi

Climate impact statement

51. The BID Policy (2025) focuses on the governance and accountability for BID-operating business associations. Individually the BID programme, through targeted rate-funding, can focus on advocacy and activities relating to climate factors at the request of their members.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

52. Formal feedback will be sought from council teams and those who work and have an interest in the BID programme and business community space.

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

Local impacts and local board views

53. Local boards strongly contributed to the development of BID Policy (2022). The refresh process for the development of BID Policy (2025) presents an opportunity for local board feedback that can shape the content of the policy.

54. Local boards are asked to provide formal feedback on the changes proposed for BID Policy (2025). Local boards are encouraged to engage with BID-operating business associations in their local board area to help to inform this feedback process.

Tauākī whakaaweawe Māori

Māori impact statement

55. Officers are working with Auckland Council’s Ngā Mātārae Unit to ensure that the BID Policy (2025) aligns with the Auckland Council’s Kia Ora Tāmaki Makaurau performance measurement framework.

Ngā ritenga ā-pūtea

Financial implications

56. There are no financial implications for local boards under the refresh of the BID Policy (2022).

57. Targeted rates for BID-operating business associations are raised directly from business rated ratepayers and used by the business association for improvements within that rohe. The council’s financial role is to collect the BID targeted rates and pass them directly to the association every quarter.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

58. There are no direct financial risks to the local board or the council that could result from the refresh of the BID Policy (2022) and appendix documents.

59. The BID Policy describes the balance between the independence of the BID-operating business association, and the accountability role council has for monies collected as a public sector organisation. This balance is necessary to sustain public trust and confidence with the Auckland Council BID programme.

60. At the completion of the refresh, BID Policy (2025) and appendix documents will set out the requirements and obligations for BID-operating business associations and are intended to help minimise the potential for business associations to misuse BID targeted rate funds by requiring each BID to plan for their intended use, report on its activities to its members, to undertake and meet all requirements set out in the policy.

Ngā koringa ā-muri

Next steps

61. All BID-operating business associations and non-BID business associations will be advised of the refresh and invited to provide feedback on the changes proposed. The policy refresh, and engagement information will also be published on the council BIDs website www.bid.aucklandcouncil.govt.nz

62. Feedback from local board representatives on BID programmes is particularly valuable for policy development. Upon request, a workshop session could be organised. Appendix C details the stakeholders which the refresh will engage with.

63. Following formal feedback received from local boards, CCOs, BID-operating business associations, non-BID business associations, council departments, other external stakeholders, and those with an interest in BID programmes, the proposed BID Policy (2025) and appendix documents will be put before the Policy and Governing Body in April 2025 for approval.

64. The BID Policy (2025), if approved by the Governing Body, BID Policy (2025) would become operational on 1 July 2025.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Business Improvement District (BID) Policy (2022)
b ⇨	Changes between current Business Improvement District (BID) Policy and proposed BID Policy 2025
c ⇨	Stakeholder Engagement Programme

Ngā kaihaina

Signatories

Author

Claire Siddens - Principal Advisor Business Improvement District Programme (BIDs)

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Lou-Ann Ballantyne - General Manager Governance and Engagement

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Auckland Transport Kōkiri / Local Board Transport Agreement Quarterly Update - December 2024

File No.: CP2024/19769

Te take mō te pūrongo

Purpose of the report

1. To provide an update on projects in the local board’s Kōkiri / Local Board Transport Agreement 2024-2025 (Kōkiri Agreement).

Whakarāpopototanga matua

Executive summary

2. The Kōkiri Agreement 2024-2025 is a local board’s engagement plan with Auckland Transport’s (AT) work programme.

3. Developing the agreement is an annual process. During this process AT provides advice on its work programme, seeks feedback from the local board, responds to this feedback, and establishes an endorsed plan for engaging on work in the local board area.

4. This report provides an update on projects in the local board’s Kōkiri Agreement.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whiwhi / receive the December 2024 quarterly update on the Kōkiri / Local Board Transport Agreement 2024-2025.

Horopaki

Context

5. In mid-2023, development of the Kōkiri Agreement was initiated to build a more structured and supportive relationship between local boards and Auckland Transport. The Kōkiri Agreement is formed through an annual process that includes the following steps:

October/November	AT provides quality advice to local boards on the next financial year’s work programme.
March	Local boards provide their feedback, prioritise projects or programmes, and request levels of engagement for each project.
April/May	AT responds to that feedback, and a Kōkiri Agreement is written for each local board.
June/July	AT seeks formal endorsement of the Kōkiri Agreement from local boards.

6. AT reports quarterly on the prioritised projects and programmes listed in the local board’s Kōkiri Agreement.

7. This process provides a clear annual structure for engaging with AT. Local boards are able to influence Auckland Transport’s work programme through the annual Kōkiri Agreement process.

8. Kōkiri Agreements prioritise the projects or programmes that are of most interest to the local board. Clear local board prioritisation provides Auckland Transport with expectations of transport related objectives, in addition to the objectives provided in the local board plan. This information helps AT to either inform its planning or to offer better explanations for why certain projects or programmes cannot be delivered.

9. However, plans evolve and change, so AT reports quarterly on progress of projects in the Kōkiri Agreement. This means that local boards are kept informed and have a regular opportunity to provide formal feedback to AT about their work programme.

10. The levels of engagement in the Kōkiri Agreement are derived from the International Association for Public Participation’s (IAP2) doctrine and are as follows:

Collaboration	AT and the local board work together to deliver the project or programme. The local board leads the process of building community consensus. The local board’s input and advice are used to formulate solutions and develop plans. Local board feedback is incorporated into the plan to the maximum extent possible.
Consultation	AT leads the project or programme but works with the local board, providing opportunities to input into the plan. If possible, AT incorporates the local board’s feedback into the plan, and if it is not able to, provides clear reasons for that decision.
Informing	AT leads the project or programme informing the local board about progress. Local board members may be asked to provide their local knowledge and insight by AT, however there is no expectation that the project must be modified based on that input.

11. Attachment A provides updates about all projects and programmes currently listed in this local board’s Kōkiri Agreement 2024-2025.This report also includes the following attachments:

· Attachment B is a quarterly update on road maintenance activities

· Attachment C is a quarterly update on local road related deaths and serious injuries.

Tauākī whakaaweawe āhuarangi

Climate impact statement

12. This report does not have a direct impact on climate, however the projects it refers to will.

13. AT engages closely with the council on developing strategy, actions and measures to support the outcomes sought by the Auckland Plan 2050, the Auckland Climate Action Plan and the council’s priorities.

14. AT reviews the potential climate impacts of all projects and works hard to minimise carbon emissions. AT’s work programme is influenced by council direction through Te-Tāruke-ā-Tāwhiri: Auckland’s Climate Plan.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

15. The Kōkiri Agreement is a product of the Local Board Relationship Project. AT started the project in response to a 2022 ‘Letter of Expectation’ directive from the Mayor that stated in part that:

“The Statement of Intent 2023-2026 must set out how AT will achieve closer local board involvement in the design and planning stage of local transport projects that affect their communities.”

16. The Kōkiri Agreement gives effect to this intent. AT receives local board feedback via regular engagement. AT also surveys local board members quarterly about engagement, providing an indication of satisfaction.

17. The Kōkiri Agreement was developed working closely with Auckland Council’s Governance and Engagement Department.

18. The Kōkiri Agreement is reported to the Local Board Chair’s Forum on a regular basis.

19. This work relies on historical engagement with both Auckland Council and with other major council-controlled organisations (CCO) through the previous joint CCO engagement plans.

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

Local impacts and local board views

20. The local board endorsed the Kōkiri Agreement 2024-2025 at their July 2024 business meeting. This report provides a quarterly update on projects in the agreement.

Tauākī whakaaweawe Māori

Māori impact statement

21. Auckland Transport is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations in being more responsible or effective to Māori.

22. AT’s Māori Responsiveness Plan outlines the commitment to 19 mana whenua in delivering effective and well-designed transport policy and solutions for Auckland. We also recognise mataawaka and their representative bodies and our desire to foster a relationship with them. This plan is available on the Auckland Transport website - https://at.govt.nz/about-us/transport-plans-strategies/maori-responsiveness-plan/#about

23. The Kōkiri Agreement is focused on AT’s interaction with local boards, as such Māori input was not sought at a programme level. However, when individual projects or operational activities have impact on water or land, Auckland Transport engages with iwi to seek their views. These views are shared in reports seeking decisions from the local board.

Ngā ritenga ā-pūtea

Financial implications

24. Generally, this report has limited financial implications for the local board because Auckland Transport funds all projects and programmes. However, local boards do have a transport budget, called the Local Board Transport Capital Fund.

25. Updates about Local Board Transport Capital Fund projects are included in this report, but financial implications are reported separately, in project specific decision reports.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. If a local board provides any formal direction on changes to the Kōkiri Agreement, there are risks to consider. First, the local board needs to be able to commit to the time required for the level of engagement requested. If decisions are not able to be made or are slowed down by local board decision-making, there can be significant financial costs.

27. Auckland Transport suggests that this risk is mitigated by the local board providing sufficient workshop time to allow for timely discussion of activities listed in the Kōkiri Agreement.

Ngā koringa ā-muri

Next steps

28. After local boards receive this report, AT will respond to any additional resolutions.

29. The next quarterly report is planned for March 2025.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Schedule of Kōkiri Agreement updates
b ⇨	Road maintenance activities
c ⇨	Update on local road death and serious injury

Ngā kaihaina

Signatories

Author	Ben Stallworthy – Principal Advisor – Auckland Transport
Authorisers	John Gillespie, Head of Stakeholder and Community Communications

Howick Local Board

12 December 2024

Local Board Transport Capital Fund Projects

File No.: CP2024/19783

Te take mō te pūrongo

Purpose of the report

1. The purpose of this report is to seek a decision from Howick Local Board to authorise the Picton Street/Ridge Road project for delivery and for the local board to indicate any new projects it wishes to support with its local board transport capital funding (LBTCF).

Whakarāpopototanga matua

Executive summary

2. Auckland Transport (AT) seeks a decision for the Local Board Transport Capital Fund (LBTCF) project Picton Street and Ridge Road pedestrian improvement. The proposal is to make crossing this intersection safer for pedestrians to access Stockade Hill. The design has been workshopped several times with the local board over 2024 and the public have been engaged at an “Inform” level.

3. Construction of this project will capitalise on the LBTCF investment so far in design and consultation. AT’s advice is for the local board to authorise this project to move to detailed design and construction.

4. At its workshop on 28 November 2024, AT informed the local board that it had been allocated additional funding after the finalisation of the 2024-2025 Regional Land Transport Plan. Together with savings from currently active projects, the local board has additional funds of $1.535m to allocate to new projects.

5. The local board were presented with a list of candidate projects at the 28 November 2024 workshop together with the indicative costs of the projects (Attachment A). The local board is now invited to allocate funding to any of these projects, noting that extra budget may be required for The Parade Stage 2 project depending on the final scope of that active project.

6. AT recommends that the local board prioritise allocating funding to both the Flat Bush School Road project and the Kerrykeel Drive project as these projects support local schools and they have already demonstrated a high level of community support.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) authorise Auckland Transport to upgrade the current pedestrian facility at the intersection of Picton Street and Ridge Roads as workshopped with the local board over 2024 and recorded in this report.

b) allocate local board transport capital fund to the following projects:

i) Flat Bush School Road, Flat Bush pedestrian safety improvements (Option 1) - $375,000

ii) Kerrykeel Drive, Flat Bush pedestrian safety improvements - $430,000

Horopaki

Context

7. AT manages Auckland’s transport network on behalf of Auckland Council. AT’s Kōkiri Agreement provides a structured annual process for local boards to engage with and influence transport projects and programmes. Every year local boards and AT work together to set ‘levels of engagement’ for projects and programmes that AT is delivering. This process clearly defines the board’s expectations and AT’s responsibilities.

8. The levels of engagement noted in the Kōkiri Agreement are derived from the International Association for Public Participation’s (IAP2) doctrine, were agreed between Auckland Council and Council Controlled Organisations in 2020; and are as follows:

Collaborate - AT and the local board are working together to deliver the project or programme. The local board leads the process of building community consensus. The local board’s input and advice are used to formulate solutions and develop plans. Local board feedback is incorporated into the plan to the maximum extent possible. The engagement level for the local board transport capital projects is Collaborate.

Consult - AT leads the project or programme but works with the local board providing opportunities to input into the plan. If possible, AT incorporates the local board’s feedback into the plan; and if it is not able to provides clear reasons for that decision.

Inform – AT leads the project or programme but works with the local board providing opportunities to input into the plan. If possible, AT incorporates the local board’s feedback into the plan; and if it is not able to provides clear reasons for that decision.

9. The local board transport capital fund is an AT fund established in 2012 to allow local boards to deliver small projects in their local area that would not normally be prioritised by Auckland Transport. Since 2020, when COVID 19 lockdowns impacted on Auckland Council’s revenue, the LBTCF has been reduced.

10. Last year, the total budget for all local boards was reduced from the indicative budget of $45m to $29.5m for the 3-year term. After the finalisation of the 2024-2034 Regional Land Transport Plan, this budget was increased to $48.7m, of which $17m is approved for the current FY25 and $20.4m is endorsed for FY26.

11. Therefore, the indicative budget for Howick Local Board has been increased from $3.726m to $4.902m for the 3-year term. The local board has allocated a portion of this budget to projects already, and these projects have either been constructed or are now construction ready.

12. With cost savings from the currently active projects of $360k, there is an indicative budget of $1.535m now available to the local board to allocate to new projects.

13. Through this report, AT is giving the local board an opportunity to allocate funds to new projects with an indicative cost (Attachment A), as discussed at the 28 November 2024 workshop.

14. This report also requests the local board to provide a decision relating to the delivery of the Picton Street and Ridge Road pedestrian improvements noted below.

Tātaritanga me ngā tohutohu

Analysis and advice

15. AT staff provided advice to the local board about this proposal, that aims to improve safety at the intersection of Picton Street and Ridge Road at various workshops on 25 January, 29 February, 28 March and 29 August 2024. AT subject matter experts (SME) discussed the options they had reviewed to achieve the project’s objectives. The SMEs also provided advice about how their engineering process balanced the advantages and disadvantages of the options.

16. Engagement with the community at an inform level is taking place. At the time of writing this report no feedback had been received.

17. This project is a LBTCF project, that is at ‘Collaborate’ level of engagement, so requires the board to authorise the proposed plan.

Figure 1 – Map of proposed works at Picton Street /Ridge Road

A map of a road with a road and a road

Description automatically generated with medium confidence

New LBTCF Budget

18. AT attended a workshop with the local board on 28 November 2024. At this workshop, AT confirmed that through the 2024-2034 Regional Land Transport Plan process, additional budget was now available for the board to allocate to new LBTCF projects.

19. With this new budget and savings from the current active projects, the local board now has an indicative budget of $1.535m.

20. At the workshop, AT presented a number of candidate projects with indicative costing for the local board to consider for funding (See Attachment A).

21. Also to note that further budget may be required for the active project “The Parade Stage 2” depending on which options the local board decides to proceed with. AT will report back to the local board on options for “The Parade Stage 2” in the first quarter of 2025 once further data is collected.

22. After discussion, the local board indicated that its priorities lay with the following projects:

· Flat Bush School Road, Flat Bush – Pedestrian Crossing (Option 1- $375k or Option 2 - $1m) potentially either a raised crossing or a pedestrian bridge to support Te Uho O Te Nikau Primary School

· Kerrykeel Drive, Flat Bush - pedestrian improvements ($430k) – potentially two flush zebra crossings and a refuge island to support Ormiston Primary School and Ormiston College ($430K)

· Tiraumea Drive, Pakuranga - pedestrian improvements - (Option 1 - $375k and Option 2 - $620k) – potentially either one or two raised crossings to support Macleans Primary School

· Sunnyview Avenue, Shelly Park - pedestrian improvement – potentially a kea crossing or side islands to support Shelly Park Primary School ($200k) and

· Stanniland Street, Sunnyhills - Pedestrian improvement – a refuge island to support retirement village residents to access a local shopping area ($150k).

23. The Howick Local Board is invited to allocate funding to any of the projects discussed on 28 November 2025 at the workshop.

24. AT’s recommendation is that the local board prioritises funding to the Flat Bush School Road project and the Kerrykeel Drive project as these projects support local schools and they have already demonstrated a high level of community support.

Tauākī whakaaweawe āhuarangi

Climate impact statement

25. AT engages closely with the council on developing strategy, actions and measures to support the outcomes sought by the Auckland Plan 2050, the Auckland Climate Action Plan and the council’s priorities.

26. AT reviews the potential climate impacts of all projects and works hard to minimise carbon emissions. AT’s work programme is influenced by council direction through Te-Tāruke-ā-Tāwhiri: Auckland’s Climate Plan.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27. The local board transport capital projects noted for decision do not impact on Council facilities.

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

Local impacts and local board views

28. The local board transport capital projects were workshopped with members prior to this report being submitted. At the 28 November 2024 workshop, local board members expressed support for the proposals outlined in Attachment A.

Tauākī whakaaweawe Māori

Māori impact statement

29. Auckland Transport is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations in being more responsible or effective to Māori.

30. AT’s Māori Responsiveness Plan outlines the commitment to 19 mana whenua tribes in delivering effective and well-designed transport policy and solutions for Auckland. We also recognise mataawaka and their representative bodies and our desire to foster a relationship with them. This plan is available on the Auckland Transport website - https://at.govt.nz/about-us/transport-plans-strategies/maori-responsiveness-plan/#about

31. In this case, neither decision involves a significant decision in relation to land or a body of water so specific Māori input was not sought.

Ngā ritenga ā-pūtea

Financial implications

32. The local board transport capital project decisions in this report do have financial implications, reducing the LBTCF by the following amounts:

· Flat Bush School Road Crossing (Option 1- $375k or Option 2 - $1m)

· Kerrykeel Drive pedestrian improvements ($430k)

· Tiraumea Drive pedestrian improvements (Option 1- $375k and Option 2 - $620k)

· Sunnyview Avenue pedestrian improvement (200K)

· Stanniland Street Refuge Island (150K)

33. If the local board allocates funding of $375,000 to Flat Bush School Road crossing (Option 1) and $430,000 to the Kerrykeel Drive pedestrian improvements, the total expenditure would be $805,000, leaving the local board a budget of $730,000 to allocate.

34. The local board may wish to prioritise other projects discussed on 28 November 2024, reserving some funding for The Parade Stage 2, or wait until the New Year to choose further new projects.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

35. The proposed decisions do have some risk, any construction project can be affected by a range of factors including weather, contract availability or discovery of previously un-identified factors like unmapped infrastructure.

36. The costs outlined in Attachment A are indicative costings and selected projects may cost more or less than the amount indicated. Once projects are selected, further investigation will confirm project costings.

37. AT manages risk by retaining a 10% contingency on the projects and historically there are several occasions that the organisation has used budget surpluses in other programmes to support delivery of the LBTCF. However, there is always a small risk that more money may be required from the LBTCF.

Ngā koringa ā-muri

Next steps

38. The following activities or actions are planned:

a) If the Howick Local Board resolves to authorise the Picton Street/Ridge Road project for construction, it is likely to be delivered in the first quarter of 2025.

b) If the Howick Local Board resolves to support new projects with its additional funds, AT will begin investigation and initial design and report back to the local board in 2025.

c) AT will also report back to the local board in the first quarter of 2025 to seek further direction on “The Parade Stage 2” project.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	LBTCF Workshop 4 dated 28 November 2024

Ngā kaihaina

Signatories

Author	Lorna Stewart - Elected Member Relationship Partner
Authorisers	John Gillespie - Head of Stakeholder and Community Engagement

Howick Local Board

12 December 2024

Request for change to local dog access rule

File No.: CP2024/20087

Te take mō te pūrongo

Purpose of the report

1. To seek a decision on whether to propose changes to local dog access rules in the local board area for the purposes of public consultation.

Whakarāpopototanga matua

Executive summary

2. The council has received requests to change local dog access rules in the local bord area.

3. An assessment against regulatory criteria in the Dog Control Act 1996 and Auckland Council Kaupapa mo ngā Kuri | Policy on Dogs 2019 found no structural problems with the current rules. Structural problems place responsible dog owners, their dogs, other people, animals or property at significant risk or unreasonably restrict responsible dog owner access.

4. The assessment findings that there are no structural problems, means the regulatory criteria to consider a change to local dog access rules have not been met. This means no further consideration of the requests are required.

5. Staff nevertheless have identified and assessed two options against legislative and Policy criteria:

· Option one (Status quo, no change to current local dog access rule)

· Option two (Amend local dog access rule).

6. Staff recommend Option One (Status quo). Taking this approach will better achieve the Policy to balance the needs of dogs, people, animals, the environment and property.

7. No significant risks have been identified with this decision.

8. If Option one is approved, no further action is required (no public consultation and no costs).

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) ohia / endorse the assessment findings of no structural problems with the local dog access rules in Attachment A of this agenda report.

b) whakaae / agree that Option One (Status quo) in Attachment A of this agenda report is the most appropriate response to the assessment findings.

Horopaki

Context

Council has received requests to change local dog access rules

9. Council has received requests to change local dog access rules in the local board area.

10. A summary of the requests is provided in Attachment A.

Local dog access rules provide spaces for dogs and their owners that are safe for everyone, are adopted by local boards and enforced by council staff

11. The Auckland Council Kaupapa mo ngā Kuri | Policy on Dogs 2019 (Policy) contains dog access rules that seek to provide a balanced use of public places for dogs and their owners that is safe for everyone. This includes people, animals, the environment and property.

12. The local board has delegated authority to decide dog access rules on local park, beach and foreshore areas in their local board area (GB/2012/157).

13. Council’s Animal Management Team enforces dog access rules with the power to issue $300 infringement fines. In practice, Animal Management adopts a modern regulator approach that focuses more on education than penalties to increase voluntary compliance, including through website information, signage and interactions with dog owners during patrols.

Deciding how to respond to a request requires assessments against criteria

14. A local board decision to change a local dog access rule must meet regulatory criteria in their delegated authority, Policy on Dogs 2019, Dog Control Act 1996 and Local Government Act 2002 (See Attachment B). For example, the local board cannot change any regional rule that applies on a local park (for example the ‘no dogs on playgrounds’ rule).

15. To assist the local board in deciding how to respond to requests for changes to local dog access rules, staff complete a two-part assessment against regulatory criteria to:

· find whether evidence associated with the request^{^[1]} relates to structural problems

· identify and assess options in response to the structural problems.

16. The focus on structural problems recognises that:

· dog access rules in Auckland have been established since 1996 with the opportunity for a comprehensive local board review occurring between 2013 and 2016

· the focus now is on managing change that supports responsible dog ownership, for example:

o identifying new opportunities for dog friendly access in neighbourhoods with limited off-leash areas

o only restricting access for new park developments, more people, increased presence of protected wildlife or new threats to natural habitat where the presence of dogs creates significant risk to people, stock, poultry, domestic animals, protected wildlife, natural habitat or property

· this approach means changes to local dog access rules are not used to address the actions of irresponsible dog owners or to reconsider previous decisions^{^[2]}

· the actions of irresponsible dog owners (for example failure to control their dog) are addressed by animal management officers (for example patrols, education and fines).

Any decision to change a current rule must use the special consultative procedure

17. Any decision to change a current local dog access rule must first be adopted as a proposal for public consultation using the Local Government Act 2002 special consultative procedure before a final decision is made.

Tātaritanga me ngā tohutohu

Analysis and advice

An assessment has found no structural problems with current local dog access rules

18. An assessment of the evidence against regulatory criteria included the identification of structural changes and significant risk factors or opportunities to determine whether there is a structural problem with current local dog access rules related to a request.

19. The assessment findings identified no structural problems with current local dog access rules. This means the regulatory criteria to consider a change to local dog access rules have not been met and that no further consideration of the requests are required.

20. A summary of the assessment is provided in Attachment A.

An options assessment recommends no change to current local dog access rules

21. While the assessment findings means no further consideration of the requests are required, staff have nevertheless identified and assessed two options against legislative and Policy criteria:

· Option one: Status quo – no change to current local dog access rule

· Option two: Amend local dog access rule

22. A comparative options assessment against criteria included a description of each option and its implementation, effectiveness, efficiency, validity and risks, and a recommendation.

23. Staff recommend Option One (Status quo) as it better achieves the Policy to balance the needs of dogs, people, animals, the environment and property.

24. A summary and detailed options assessment is provided in Attachment A.

Tauākī whakaaweawe āhuarangi

Climate impact statement

25. Environmental impacts were considered as part of the findings and options assessment. No climate impact was found relating to the change requests or the Proposal.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

26. Input from relevant council teams was sought to inform the findings and options assessment.

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

Local impacts and local board views

27. Local impacts of any change to dog access rules were examined during the findings and options assessment, and any notable impacts are discussed in Attachment A.

Tauākī whakaaweawe Māori

Māori impact statement

28. Local dog access rules support whanaungatanga (vibrant communities), manaakitanga (quality of life) and kaitiakitanga (sustainable futures) in Houkura | the Independent Māori Statutory Board’s Māori Plan for Tāmaki Makaurau and Schedule of Issues of Significance by helping to protect the safety of people and the environment.

29. No particular impact on mana whenua and mataawaka have been identified. Staff will engage with mana whenua and mataawaka during the public consultative process to ensure Māori are able to provide their views on the proposal.

Ngā ritenga ā-pūtea

Financial implications

30. No financial implications identified for Option one (Status quo).

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

31. No significant risks have been identified for Option one (Status quo).

Ngā koringa ā-muri

Next steps

32. No further actions needed for Option one (status quo).

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Assessment of dog access rule change requests against regulatory criteria
b ⇨	Regulatory criteria related to local dog access rule change requests

Ngā kaihaina

Signatories

Author

Nancy Chu - Principal Policy Advisor

Authorisers

Paul Wilson - Senior Policy Manager (CSP Regulatory Practice)

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Approval for a new road name at 15 Flat Bush School Road, Flat Bush

File No.: CP2024/19044

Te take mō te pūrongo

Purpose of the report

1. To seek approval from the Howick Local Board to name a private road, being a commonly owned access lot created by a subdivision development at 15 Flat Bush School Road, Flat Bush.

Whakarāpopototanga matua

Executive summary

2. The Auckland Council Road Naming Guidelines set out the requirements and criteria of the council for proposed road names. The guidelines state that where a new road needs to be named as a result of a subdivision or development, the subdivider /developer shall be given the opportunity to suggest their preferred new road name/s for the local board’s approval.

3. The developer and applicant, Singyip Estate Limited has proposed the names presented below for consideration by the local board.

4. The proposed road name options have been assessed against the Auckland Council Road Naming Guidelines and the Australian & New Zealand Standard, Rural and Urban Addressing, AS NZS 4819:2011 and the Guidelines for Addressing in-fill Developments 2019 – LINZ OP G 01245. The technical matters required by those documents are considered to have been generally met and the proposed names are not duplicated elsewhere in the region or in close proximity. Mana whenua have been consulted in the manner required by the Auckland Council Road Naming Guidelines.

5. The proposed names for the new private road at 15 Flat Bush School Road, Flat Bush are:

· Bushland Drive (applicant’s preference)

· Hau Lane (alternative)

· Rahotu Lane (alternative)

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) approve the name Bushland Drive for a new private road created by way of subdivision undertaken by Singyip Estate Limited at 15 Flat Bush School Road, Flat Bush, by section 319(1)(j) of the Local Government Act 1974 (road naming reference RDN90119128, resource consent references BUN60380283 and SUB60380285).

Horopaki

Context

6. Resource consent reference BUN60380283 (subdivision consent reference SUB60380285) was approved for a development at 15 Flat Bush School Road, Flat Bush for the construction of 48 residential units and associated subdivision.

7. Site and location plans of the development can be found in Attachments A and B.

8. In accordance with Australian & New Zealand Standard, Rural and Urban Addressing, AS NZS 4819:2011 and the Guidelines for Addressing in-fill Developments 2019 – LINZ OP G 01245 (the standards), any road including private ways, COALs, and right of ways, that serve more than five lots generally require a new road name in order to ensure safe, logical and efficient street numbering.

9. In this development, the applicant would like to name part of commonly owned access lot 1 because the letter boxes and front doors of the dwellings will be from the commonly owned access lot instead of Flat Bush School Road and this commonly owned access lot will be serving more than six lots.

Tātaritanga me ngā tohutohu

Analysis and advice

10. The Auckland Council Road Naming Guidelines (the guidelines) set out the requirements and criteria of the council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming across the Auckland Region. The guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity to suggest their preferred new road name/s for the local board’s approval.

11. The guidelines provide for road names to reflect one of the following local themes with the use of Māori names being actively encouraged:

· a historical, cultural, or ancestral linkage to an area; or

· a particular landscape, environmental or biodiversity theme or feature; or

· an existing (or introduced) thematic identity in the area.

12. Theme: The proposed names reflect the landscape features in the area as well as reflecting connections to nature and the environment.

Proposed name	Meaning (as described by applicant)
Bushland Drive (applicant’s preference)	This name is proposed to highlight the natural bushlands in the area.
Hau Lane (alternative)	“Hau” means vital essence, vitality in Māori. This name is proposed to honor the vitality and spirit of the area. Road names often reflect cultural significance, history, or natural features, so “Hau” would imbue the road with a sense of energy and connection to the land.
Rahotu Lane (alternative)	The meaning of the name is “long for the sun”. The name is proposed to reflect a deep connection to nature and the environment.

13. Assessment: All the name options listed in the table above have been assessed by the council’s Subdivision Specialist team to ensure that they meet both the guidelines and the standards in respect of road naming. The technical standards are considered to have been met and duplicate names are not located in close proximity. It is therefore for the local board to decide upon the suitability of the names within the local context and in accordance with the delegation.

14. Confirmation: Land Information New Zealand (LINZ) has confirmed that all of the proposed names are acceptable for use at this location.

15. Road Type: ‘Drive’ and ‘Lane’ are acceptable road types for the new road, suiting the form and layout of the road.

16. Consultation: Mana whenua were consulted in line with the processes and requirements described in the Guidelines. Additional commentary is provided in the Tauākī whakaaweawe Māori section that follows.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17. The naming of roads has no effect on climate change. Relevant environmental issues have been considered under the provisions of the Resource Management Act 1991 and the associated approved resource consent for the development.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

18. The decision sought for this report has no identified impacts on other parts of the Council group. The views of council controlled organisations were not required for the preparation of the report’s advice.

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

Local impacts and local board views

19. The decision sought for this report does not trigger any significant policy and is not considered to have any immediate local impact beyond those outlined in this report.

Tauākī whakaaweawe Māori

Māori impact statement

20. To aid local board decision making, the guidelines include an objective of recognising cultural and ancestral linkages to areas of land through engagement with mana whenua, particularly through the resource consent approval process, and the allocation of road names where appropriate. The guidelines identify the process that enables mana whenua the opportunity to provide feedback on all road naming applications and in this instance, the process has been adhered to.

21. On 08 October 2024, mana whenua were contacted by council on behalf of the applicant, through the Resource Consent department’s central facilitation process, as set out in the guidelines. Representatives of the following groups with an interest in the general area were contacted:

· Ngāi Tai Ki Tāmaki

· Ngāti Tamaoho

· Te Ākitai Waiohua

· Te Ahiwaru Waiohua

· Ngāti Te Ata Waiohua

· Ngāti Paoa Iwi Trust

· Ngāti Maru

· Ngāti Tamaterā

· Waikato-Tainui

· Ngāti Whanaunga

· Te Patukirikiri

22. By the close of the consultation period (10 working days), no responses, comments, or feedback were received. Depending on the scale of the development and its level of significance, not all road naming applications receive comments from mana whenua however the developer wishes to proceed to a decision from the local board and with a preference for the English name, ‘Bushland Drive’.

23. This site is not listed as a site of significance to mana whenua.

Ngā ritenga ā-pūtea

Financial implications

24. The road naming process does not raise any financial implications for the Council.

25. The applicant has responsibility for ensuring that appropriate signage will be installed accordingly once approval is obtained for the new road names.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26. There are no significant risks to Council as road naming is a routine part of the subdivision development process, with consultation being a key component of the process.

Ngā koringa ā-muri

Next steps

27. Approved road names are notified to LINZ which records them on its New Zealand wide land information database. LINZ provides all updated information to other users, including emergency services.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Report Attachment A Site Plan
b ⇨	Report Attachment B Location Map

Ngā kaihaina

Signatories

Author

Amy Cao - Subdivision Advisor

Authorisers

David Snowdon - Team Leader Subdivision

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Annual Budget 2025/2026 - local board consultation content

File No.: CP2024/19272

Te take mō te pūrongo

Purpose of the report

1. To approve local consultation document content and supporting information as part of the Annual Plan 2025/2026 process, along with a local engagement event.

Whakarāpopototanga matua

Executive summary

2. Each financial year, Auckland Council must have a local board agreement that is agreed between the Governing Body and the local board in each local board area. These agreements set out local board priorities and the local activities to be provided for the year. The 21 local board agreements for 2025/2026 will be included in the Annual Plan 2025/2026.

3. Consultation on the Annual Plan 2025/2026 is planned to take place from late February – late March 2025. Content relating to each local board agreement must be included as part of that consultation.

4. This report seeks approval from the local board for local consultation content. It also seeks approval of a Have Your Say event to be held in the local board area to give Aucklanders an opportunity to provide face-to-face feedback during the consultation period.

5. The Governing Body will approve regional items for consultation on 4 December 2024. The regional and local consultation items will then be incorporated into the Annual Plan 2025/2026 consultation document and supporting information, which is planned to be adopted by the Governing Body on 19 February 2025.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whakaae / approve local consultation document content (Attachment A) and local supporting information content (Attachment B) for inclusion in the Annual Plan 2025/2026 consultation material.

b) tautapa / delegate authority to the local board Chair to approve any changes required to finalise the local consultation document and supporting information content for the Howick Local Board for the Annual Plan 2025/2026.

c) whakaae / approve the following Have Your Say event in the local board area during the Annual Plan 2025/2026 consultation period:

i) Drop in event, Auckland Brit & Euro Car Show, Sunday 2 March 2025, 10am to 3pm

d) tautapa / delegate authority to the local board Chair to approve any changes required to the Have Your Say event.

e) tautapa / delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken (or New Zealand sign language) interaction” in relation to the local board agreement at the council’s public engagement events during the consultation period for the Annual Plan 2025/2026:

i) local board members and Chair

ii) General Manager Governance and Engagement, Local Area Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor.

iii) any additional staff approved by the General Manager Governance and Engagement or the Group Chief Financial Officer.

Horopaki

Context

6. The Annual Budget 2025/2026 will contain the budget and funding impact statement for the year, identify any variations from the financial statements and funding impact statement in the 10-year plan for the relevant year, and provide for integrated decision-making and coordination of the council’s resources. The Governing Body is responsible for adopting the annual plan and will be adopting the Annual Plan 2025/2026 in June 2025.

7. Auckland Council is required to consult on the Annual Plan 2025/2026. The Budget Committee will be deciding on items for consultation for the Annual Plan 2025/2026 on 4 December 2024. Local Boards have the opportunity to provide input into the regional topics for consultation for consideration by the Budget Committee.

8. For each financial year, Auckland Council is required to have a local board agreement (as agreed between the Governing Body and the local board) for each local board area. These local board agreements are included in each year’s annual plan, or the 10-year plan (every three years).

9. Local board agreements set out how the council will reflect the priorities and preferences in the local board’s plan through the local activities to be provided in the local board area.

10. Content relating to each local board agreement must be included in the Annual Plan 2025/2026 consultation document and supporting information.

11. Public consultation on the Annual Plan 2025/2026 is planned to take place from late February to late March 2025.

12. Aucklanders will be able to provide feedback during the consultation period through a variety of channels, which include face-to-face (for spoken and New Zealand sign language interaction), written and social media.

Tātaritanga me ngā tohutohu

Analysis and advice

13. Local boards held workshops during November 2024 to determine their proposed priorities for their 2025/2026 local board agreement. Each local board is now requested to approve its local consultation document content and supporting information content for inclusion in the consultation material for the Annual Plan 2025/2026 (Attachments A and B respectively).

14. Should changes be required to the local consultation content during the document production, they will be provided to the local board chair for approval.

15. Aucklanders who wish to have their views on the proposed content of the local board agreement 2025/2026 and Annual Plan 2025/2026 considered by Auckland Council should be provided a reasonable opportunity to present those views in a manner and format that is appropriate to their preferences and needs.

16. The recommended Have Your Say events, along with the recommended delegation to elected members and staff to hear from the public ensures that the council is meeting its obligations relating to consultation.

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

· Drop in event, Auckland Brit & Euro Car Show, Sunday 2 March 2025, 10am to 3pm

18. Other Have Your Say events will also take place across the region along with a range of ways for people to engage with the council during the consultation period. There will also be online information available and the opportunity to submit written or digital feedback. Note that the proposed date for the Have Your Say event will be checked with Ward Councillor/s to ensure they are able to attend.

19. The consultation period does not begin for a couple of months. If circumstances change between now and the consultation period requiring any changes to the approved Have Your Say event, these will be provided to the local board chair for approval in line with the recommended delegation.

20. There are unavoidable material increases in the cost of delivering existing services in 2025/2026. The exact amount of cost pressures the local board is facing is currently unknown and will depend on final Governing Body decisions on allocation of funding to local boards. The local board may need to prioritise what they do and where they invest so that they manage spend within the available funding.

Tauākī whakaaweawe āhuarangi

Climate impact statement

21. The decision to consult is procedural in nature and the small scale of the Have Your Say events means any climate change impacts will be negligible. These decisions are unlikely to result in any identifiable changes to greenhouse gas emissions. The effects of climate change will not impact the decisions.

22. However, where practicable, events proposed will be in locations accessible by public transport, to reduce private vehicle travel and increase opportunities for attendance.

23. Some of the proposed initiatives or projects included in the consultation content may have climate change impacts. The impacts of any initiatives or projects Auckland Council chooses to progress as a result of this consultation will be assessed as part of the relevant reporting requirements.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24. The Annual Plan 2025/2026 is an Auckland Council group document and will include budgets at a consolidated group level.

25. Consultation items and updates to budgets to reflect decisions and new information may include items from across the group. This will be reflected in the report on regional consultation items going the Budget Committee on 4 December 2024.

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

Local impacts and local board views

26. Local board chairs have been invited to be involved in the development of the regional topics for consultation by attending Budget Committee workshops. Local board members were provided recordings of the Budget Committee workshops for the Annual Plan 2025/2026.

27. Local boards will have further opportunities to provide information and views as the council progresses through the Annual Plan 2025/2026 process.

28. Aucklanders will have the opportunity to give feedback on regional and local proposals through the public consultation on the Annual Plan 2025/2026. All feedback received from submitters that indicate that they reside in the local board area will be analysed by staff and made available for consideration by the local board, prior to the local board finalising its local board agreement.

Tauākī whakaaweawe Māori

Māori impact statement

29. Many local board decisions are of importance to and impact on Māori. The local board agreement and Annual Plan 2025/2026 are important tools that enable and can demonstrate the council’s responsiveness to Māori. The local board plan adopted in November 2023 forms the basis for local priorities.

30. The approach to Māori engagement for Annual Plan 2025/2026 will be finalised once consultation topics are confirmed, including development of bespoke materials.

31. There is a need to continue to build local board relationships with iwi and the wider Māori community. Ongoing conversations will assist the local board and Māori to understand each other’s priorities and challenges.

Ngā ritenga ā-pūtea

Financial implications

32. There may be marginal costs associated for Have Your Say events including venue hire (where council premises cannot be utilised).

33. After consultation local boards will make decisions on local spending in the local board agreement with financial impacts that affect local communities.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

34. The Local Government (Auckland Council) Act 2009 requires content relating to each local board agreement to be included in the Annual Plan 2025/2026 consultation document. Under the Local Government Act 2002, the consultation document for the Annual Plan must be audited. The draft consultation document (including local consultation content) will be prepared by staff and audited in December and January ahead of adoption by the Budget Committee in mid-February. Therefore, local boards need to approve their local consultation content for inclusion in the draft consultation document by the beginning of December 2024.

Ngā koringa ā-muri

Next steps

35. The Budget Committee will agree items for consultation and approve the consultation approach for the Annual Plan 2025/2026 on 4 December 2024.

36. Following the decisions of the local board to approve local consultation content, and the decisions of the Budget Committee on regional items for consultation, staff will prepare the consultation document and supporting information for the Annual Plan 2025/2026. These will be adopted by the Budget Committee in mid-February 2025.

37. Following consultation, the Governing Body and the local board will make decisions on the Annual Plan 2025/2026 and local board agreements respectively in June 2025.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇨	Howick Local Board Consultation Document content
b ⇨	Howick Local Board Supporting Information content

Ngā kaihaina

Signatories

Author

Phoebe Peguero - Senior Advisor Operations and Policy

Authorisers

Lou-Ann Ballantyne - General Manager Governance and Engagement

Victoria Villaraza - Local Area Manager

Howick Local Board

12 December 2024

Initiation Report: Ngā Tikanga Hopu Wakaahua i te Rohe o Tāmaki Makaurau - Auckland Film Protocol

File No.: CP2024/18491

Te take mō te pūrongo

Purpose of the report

1. To provide a project initiation briefing to local boards on the Auckland Film Protocol Refresh, including the approach to engagement.

Whakarāpopototanga matua

Executive summary

2. The Auckland Film Protocoloutlines the commitments, conditions and guidelines for filming in Tāmaki Makaurau. The objective of the Auckland Film Protocol is to create a film-friendly culture within Auckland Council, council-controlled organisations, and Tāmaki Makaurau to support, attract and retain screen production business. It provides a one-stop shop and a comprehensive reference document for filming in Tāmaki Makaurau, including all the information needed to understand the requirements for filming and meet the needs of several audiences.

3. The refresh commenced in September 2024 and will take approximately 12 months. Screen Auckland will seek final approval of the refreshed protocol from the Policy and Planning Committee in July 2025. Local board views will inform any recommended changes when committee considers approving refreshed Auckland Film Protocol.

4. The refresh does not seek to change the requirements for filming. It will focus on outdated or missing information, including any new requirements, and identify opportunities for streamlining the document to clarify responsibilities and commitments.

5. Given the short timeframe for the refresh and budget constraints, Screen Auckland is seeking to engage with local boards in clusters rather than individually. This approach will provide sufficient opportunity for input recognising the limited scope of the refresh.

Ngā tūtohunga

Recommendation/s

That the Howick Local Board:

a) whiwhi / receive the initiation report on the Auckland Film Protocol Refresh

b) whakarite / provide any views on the engagement plan, including a local board cluster approach.

Horopaki

Context

Purpose of Auckland Film Protocol

6. Originally developed in 2013 and revised in 2019, the objective of the Auckland Film Protocol is to create a film-friendly culture within Auckland Council, council-controlled organisations, and Tāmaki Makaurau to support, attract and retain screen production business. It provides a one-stop shop and a comprehensive reference document for filming in Tāmaki Makaurau, including all the information needed to understand the requirements for filming and meet the needs of several audiences. The Auckland Film Protocol outlines the commitments, conditions and guidelines for filming in Tāmaki Makaurau.

7. A key role of the Auckland Film Protocol is to set out the rules for filming in public places supporting the film permit requirements established under Te Ture ā-Rohe Tauhokohoko Whakahaerenga me te Tango Kiriata Tūmatanui - Public Trading, Events and Filming Bylaw, which was updated in 2022. A total of 687 film permits were issued in 2022/2023 and 631 in 2023/2024.

8. Screen Auckland, as part of Tātaki Auckland Unlimited, operates as Auckland’s Regional Film Office supporting New Zealand’s film industry and administers the film permit process to enable filming in public places. Screen Auckland is responsible for the Auckland Film Protocol and will lead the refresh.

Tātaritanga me ngā tohutohu

Analysis and advice

Reasons for refresh

9. When the current Auckland Film Protocol was adopted in 2019, it was agreed to review it at least every five years to ensure it remains up to date with relevant policies and regulations.

10. A refresh is required to incorporate new processes around consultation and permitting that have emerged from collaborative work with mana whenua and the screen industry around filming on Sites and Places of Significance to Mana Whenua.

11. The refresh will involve stakeholder engagement and buy-in to support the aspirations of the Auckland Film Industry. Engagement will be undertaken with the screen industry, iwi and hapū, wider Auckland Council whānau and the public.

12. A timeframe of 12 months is identified for the refresh, which commenced in September 2024. Engagement with local boards is required as part of the refresh because the Auckland Film Protocol guides filming in public places. Local boards decide on landowner approvals for filming in public places.

13. The Auckland Film Protocol was last reviewed in 2017/2018 with a focus on updating the content and style as well as strategic requirements. The current refresh does not seek to change the requirements for filming which are working well. It will focus on outdated or missing information, including any new requirements, and identify opportunities for streamlining the document to clarify responsibilities and commitments.

14. Refreshing the document will address the following matters:

a) clarify purpose and objectives

b) streamline the document (e.g. translating content into diagrams or flow charts)

c) remove or update outdated information

d) provide clear language and reduce detail

e) strengthen Māori lens to include Māori outcomes and Sites and Places of Significance to Mana Whenua

f) reflect recent policy or regulatory changes.

15. The refresh will not alter the current film permit process, including local board engagement and landowner approval requirements.

16. In addition, the following matters are identified as out of scope for the refresh because they have been considered through different processes or formed part of the previous review:

a) overall purpose of the document

b) requirement to obtain film permits under the Bylaw

c) Tūpuna Maunga Authority film permit process

d) film permit fees

e) the requirements for filming

f) the process for filming on Sites and Places of Significance

g) international and national comparators review

h) alterations to council bylaws, policies and plans.

Timeline and approach to engagement

17. The refresh commenced in September 2024 and will take approximately 12 months. Table 1 outlines the key milestones and indicative timing of engagement.

Table 1 Auckland Film Protocol Refresh Engagement Milestones

Milestones	Indicative timing
Engage with key internal and external stakeholders to inform the refresh	September – November 2024
Brief the Policy and Planning Committee and local boards of the refresh	November - December 2024
Workshops and report to Policy and Planning Committee for approval of documentation for public consultation	February 2025
Consult with public and key stakeholders	February – April 2005
Report back to local boards	May – June 2025
Report back to Policy and Planning Committee	July 2025
Close the loop – communicate the outcomes of the refresh and promote the refreshed Auckland Film Protocol	August 2025
Evaluate	August 2025

18. Engagement will utilise a range of methodologies to ensure opportunity for input from key stakeholders and the public. An engagement plan is being prepared by Tātaki Auckland Unlimited.

19. A survey went out in early October to those who have applied for a film permit in the last two years, seeking feedback on how the Auckland Film Protocol is used and what’s working and what’s not working. An update on the responses to this survey will be provided at the initiation meeting. Screen Auckland intends to go out for public consultation in February 2025.

Local board engagement approach

20. Given the short timeframe for the refresh and budget constraints, Screen Auckland is seeking to engage with local boards in clusters rather than individually. This approach will provide sufficient opportunity for input recognising the limited scope of the refresh. The previous review required engagement with each of the 21 local boards, including workshops and meetings, significantly adding to the time and costs of the project.

21. Screen Auckland is in the initial phase of the refresh, seeking feedback from internal stakeholders on what information needs to be updated. Screen Auckland is providing an update to local boards on the refresh content and process prior to the public consultation phase. Local board feedback will be sought on recommended amendments prior to seeking approval from the Policy and Planning Committee to adopt the refreshed protocol in July 2025.

Tauākī whakaaweawe āhuarangi

Climate impact statement

22. The New Zealand screen sector recognises its role in addressing climate change, with Screen Auckland serving as a vital connector, focusing on strategy development, implementation tools and practical steps for the sector.

23. Following a study by Arup in 2022 on New Zealand’s baseline emissions of the screen sector, the sector embraces a vision that aligns with te ao Māori worldview for a sustainable, low-carbon future. This commitment extends beyond local environmental stewardship to international production competitiveness, as the sector implements six key recommendations ranging from purposeful climate action to developing a detailed carbon reduction roadmap and maintaining robust data collection systems.

24. Refreshing the Auckland Film Protocol will provide an opportunity to address any potential policy gaps in the current framework and integrate Te Tāruke-ā-Tāwhiri: Auckland’s Climate Plan priorities for climate change mitigation and adaptation.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

25. Staff from the following business units and council-controlled organisations will be engaged through the refresh to ensure they are aware of the impact of the Auckland Film Protocol and have the opportunity to input:

· Planning and Resource Consents (including Heritage)

· Building Consents

· Environmental Services

· Parks and Community Facilities (including Co-governance and Tūpuna Maunga Authority)

· Regulatory Practice (bylaws)

· Auckland Transport (including Harbourmaster)

· Eke Panuku Development Auckland

· Screen Auckland.

26. Initial contact has been made with some of these business units with engagement progressing through October and November 2024.

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

Local impacts and local board views

27. The Auckland Film Protocol outlines the code of conduct that enables filming in public places. A core commitment of the document is that Auckland Council and members of the wider council organisation will say yes to filming unless there are good reasons not to.

28. Local boards decide on landowner approvals for filming in public places. Authority to grant film permits under the Public Trading, Events and Filming Bylaw is delegated to Screen Auckland.

29. Once approved, a film permit grants use of a public place to an agreed level of access. Continued public access, to the extent that is possible and reasonable, while filming is underway is required. Screen Auckland acts as the ‘go-between’ for production companies and the local boards to obtain landowner approvals.

30. A survey of Auckland Council’s People’s Panel in June 2023 indicates the Auckland Film Protocol is working well:

a) 87 per cent agreed filming creates job opportunities

b) 81 per cent agreed it’s good for tourism

c) Seven out of 10 (70 per cent) would like more professional film productions in Auckland

d) 85 per cent of those who encountered filming were either not impacted or positively impacted by the most recent filming encountered

e) For those negatively impacted, common pain points were limited access to a public area (46 per cent), road closures/having to use alternative route (44 per cent), and parking being blocked (43 per cent)

f) Comments for reducing negative impacts included improved signage, more notice, and taking up less parking

g) Residents identified that they would like to be contacted with information on days/times the production will be there (91 per cent), contact details if there are any issues (76 per cent), what impacts to expect (76 per cent).

Tauākī whakaaweawe Māori

Māori impact statement

31. Refreshing the Auckland Film Protocol will provide an opportunity to:

· strengthen the Māori lens to reflect mana whenua consultation requirements

· incorporate the new film permit process developed for filming on Sites and Places of Significance to Mana Whenua.

32. Engagement with mana whenua will continue in the collaborative manner undertaken to develop Proposed Plan Change 106 Filming on Sites and Places of Significance to Mana Whenua notified on 26 September 2024. Through engagement on the plan change, a new process has been established for consultation with mana whenua for film permit applications, with supporting email templates to notify mana whenua of all filming activities and require engagement on certain filming activities. Further refinement of the specific film permit process for Sites and Places of Significance will be an outcome of this refresh.

33. Many Māori are involved in the screen industry both in front and behind the camera, and the film industry provide opportunities for Māori to share their stories both locally and internationally. Engagement with the screen industry will include Ngā Aho Whakaari Māori in Screen.

34. Screen Auckland has been working with Te Kawerau ā Maki to develop a cultural competency course as a pilot programme to support Māori location/production managers in engaging with local iwi and hapū. This course helps to support better outcomes for mana whenua by ensuring that appropriate tikanga is followed.

Ngā ritenga ā-pūtea

Financial implications

35. The refresh will be undertaken within current budgets and includes budget for a consultant to assist in the refresh including engagement.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

36. Potential risks and mitigations are outlined below:

If…

Then…

Level

Possible mitigations

Engagement focus takes a long time

Increases the timeframe for completing the project

Likelihood rating is unlikely

Moderate

· a well-developed approach including indicative timeframe goals that are articulated to all parties

· remain flexible in approach due to nature of engagement

Stakeholders do not agree with the merits and/or timing of a refresh

Scope of the refresh increases requiring more time, engagement and resources to complete the project

Likelihood rating is possible

Moderate

· a well-developed vision proposition and communications planning

· a clear stakeholder engagement plan

· be clear on scope and deliverables

· important that a change process is followed with all required approvals

Ngā koringa ā-muri

Next steps

37. Screen Auckland will attend a local board briefing in December 2024. A draft document will be taken to Policy and Planning Committee for approval prior to going out for public consultation. Local boards will be engaged to provide formal feedback on any changes to the film protocol before final approval by the Policy and Planning Committee in July 2025.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author	Marie Jenkins - Project Manager, Screen Auckland
Authorisers	Lou-Ann Ballantyne - General Manager Governance and Engagement

[1] Evidence could include information provided in the request and from site visits and readily available data and insights from specialised teams across council including Animal Management, Natural Environment, Parks and Community Facilities, Environmental Services and Regional Services and Strategy.

[2] While not everyone may agree with a rule, a local dog access rule is only made after public consultation. This means unless there is a structural problem, there is no need to review the rule.

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

Author	Claire Bews - Democracy Advisor
Authoriser	Victoria Villaraza - Local Area Manager