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Maungakiekie Community Board
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OPEN AGENDA

I hereby give notice that a meeting of the

MAUNGAKIEKIE COMMUNITY BOARD

will be held as follows:

DATE: Thursday, 29 January 2009
TIME: 6:00 pm
VENUE: Onehunga Community Centre
  83 Church Street
  Onehunga
Eric Perry
DEMOCRACY ADVISOR

Members:

Ms Bridget Graham, QSM Chairperson
Mr Brett ClarkDeputy Chairperson
Ms Olga Brochner
Ms Lynn Messervy
Mr Simon Randall
Cr Peseta Sam Lotu-Iiga
Cr Richard Northey, ONZM

  1. Top APOLOGIES

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

  2. Top CONFIRMATION OF MINUTES

    The minutes of the Maungakiekie Community Board meeting held on Wednesday, 19 November 2008 to be confirmed as a true and correct record.

  3. Top 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."

  4. Top PUBLIC FORUM

    A period of time (approximately 20 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 5 minutes per item is allowed, following which there may be questions from members.

    The following request has been received to address the meeting:

    4.1. UNSUCCESSFUL APPLICATION TO LEASE AUCKLAND CITY COUNCIL'S COMMUNITY FACILITY - ANDY THOMPSON, MAUNGAKIEKIE EDUCATION AND COMMUNITY TRUST  

    Andy Thompson, secretary of the Maungakiekie Education and Community Trust will be in attendance to address the board regarding Maungakiekie Education and Community Trust's unsuccessful application to lease council's community facility at 3 Rowe Street, Rowe Reserve, Onehunga.

  5. Top REPORTS AND RESOLUTIONS FROM COMMUNITY SERVICES - COMMUNITY ASSISTANCE FUNDING REVIEW

    Eric Perry  
    Democracy Advisor 20 January 2009

    Attaching a report that was considered by the Community Services Committee at its meetings held on 3 December 2008 for the Board's information. The report provides the Board with the revised community group assistance policy.

    The Committee resolved as follows:

    1. That the Community Services Committee notes the community assistance funding review report presenting a revised Community group assistance policy and final recommendations on amendments to the council's community assistance mechanisms that focus on funding community group initiatives, activities, projects and events with deliverable outcomes and strong alignment with council's strategic priorities, developed in response to issues raised by the review which included:
      1. a lack of focus on strategic funding;
      2. a large number of small grants,
      3. a high proportion of funding allocated through the accommodation support fund;
      4. underuse of some funding streams; and
      5. lack of recognition for council's funding support.
    2. That the Community Services Committee approves:
      1. the revised Community group assistance policy; and
      2. that authority be delegated to the Chairperson of the Community Services Committee and General Manager - Art, Community and Recreation, to make and approve any minor amendments to the policy arising from the Committee meeting.
    3. That the Community Services Committee notes the reallocation of the available budget for the community grants programme to achieve a clear, simple and effective grants programme as follows:
      1. $680,000 per annum for the strategic relationship fund, noting that any unused funds can be transferred from one category of funding to another (with the exception of the community board discretionary funds);
      2. $450,000 per annum for the community group assistance fund;
      3. $510,000 per annum for the community board discretionary fund; and
      4. the residual being allocated to the community group accommodation support fund (i.e. $1,350,000 in 2009/10, $1,050,000 in 2010/11 and $700,000 per annum thereafter).
    4. That the Community Services Committee recommends to the Finance and Strategy Committee that the delegations register be amended to reflect the consolidation of the community board local and event funds into the community board discretionary fund.
    5. That the Community Services Committee agrees in principle to the establishment of 'hybrid leases' for community groups operating commercial activities from council facilities to reflect that council is not in the business of subsidising commercial activities, irrespective of the type of entity conducting those activities.
    6. That officers report back to the Community Services Committee in March 2009 with further information on the mechanisms to establish the new hybrid leases in the community and recreation lease policy, and that a formal review of the wider policy will be undertaken as part of the Community and library facilities plan, noting that the mechanism reported in March 2009 will address shortcomings in the current policy regarding community group use of council facilities for commercial purposes including issues around commercial product sales, alcohol sales and gaming machine proceeds.
    7. That officers continue to provide sufficient but reduced advice and support to community boards in their consideration of applications.
    8. That this new grants system be reviewed after 12 months, particularly regarding the appropriate extent and nature of staff support and advice.

    Recommending that the information be received.

  6. Top REPORT AND RESOLUTIONS FROM COMMUNITY SERVICES - YOUTH COUNCIL ASSESSMENT

    Eric Perry  
    Democracy Advisor 20 January 2009

    Attaching a report that was considered by the Community Services Committee at its meeting held on 3 December 2008 for the Board's information. The report provides an assessment of Auckland City Youth Council.

    The Committee resolved as follows:

    1. That the Community Services Committee acknowledges the work already undertaken by the current Auckland City Youth Council, and approves a new meeting structure for the Youth Council to allow it to better reflect youth in schools and communities as follows:
      1. that youth councillors be nominated by school and community peers (one per secondary school, vocational or tertiary institution, youth organisation; or community network);
      2. that youth councillors be selected on their ability to demonstrate leadership, advocacy, governance and service skills;
      3. that a panel comprising a member of the Community Services Committee, a young person, a council officer and a youth organisation representative be established to select up to 25 youth councillors, noting that a young person nominated to Youth Council following an election at a school or tertiary institution will be selected for Youth Council in the normal course of events;
      4. that community boards invite Youth Council representatives to attend meetings where there are relevant items, which would be included in the Youth Council terms of reference;
      5. that the Youth Council meet quarterly; and
      6. that the matter of the term of the chairperson be an issue for the Youth Council to decide.
    2. That officers report on the progress of the new Auckland City Youth Council through the quarterly operations report.
    3. That the report of the Programme Adviser - Youth, dated 18 October 2008 and the above resolutions be forwarded to all community boards for their information.

    Recommending that the information be received.

  7. Top GRANT OF NEW LEASE SHANTI NIWAS CHARITABLE TRUST INC

    Kim O'Neill  
    Lease Coordinator 5 January 2009

    Reporting on the grant of a new lease to Shanti Niwas Charitable Trust Inc., at 3 Rowe Street, Rowe Reserve, Onehunga which was available to lease to a community group. The building is owned by the council and was advertised in the local papers and through a mailout to community groups. An assessment of the completed applications was undertaken and a thorough interval evaluation process was applied. The process involved assessing the group's fit with the lease policy, membership, sustainability, usage, group's purpose, financial sustainability, ability to share with other community groups and the best strategic fit for this facility.

    Recommending that the Maungakiekie Community Board recommends to the Arts, Culture and Recreation Committee the granting of a new lease to the Shanti Niewas Charitable Trust Inc., at 3 Rowe Street, Rowe Reserve, on the following terms and conditions:

    • Term - five years commencing 1 February 2009;
    • Rights of renewal - two rights of renewal each of five years;
    • Rent - $500.00 plus GST per annum;
    • All other terms and conditions per Auckland City Council's Community and Recreation Lease Policy.

  8. Top CHAIRPERSONS' REPORT

    Attaching for the Board's information a report from the Chairperson outlining the projects and issues she has been involved with since the November meeting.

    Recommending that the Chairpersons report be received.

  9. Top BOARD MEMBERS' REPORTS

    9.1. REPORT FROM BRETT CLARK

    Board member Clark will provide a verbal report at the meeting.

    Recommending that the verbal report from board member Clark be received.

    9.2. REPORT FROM SIMON RANDALL

    Board member Randall will provide a verbal report at the meeting

    Recommending that the verbal report from board member Randall, be received.

    9.3. REPORT FROM LYNN MESSERVY

    Board member Messervy will provide a verbal report at the meeting

    Recommending that the verbal report from board member Messervy, be received.

    9.4. REPORT FROM OLGA BROCHNER

    Board member Brochner will provide a verbal report at the meeting

    Recommending that the verbal report from board member Brochner, be received.

  10. Top COUNCILLORS' REPORTS

    10.1. REPORT FROM COUNCILLOR NORTHEY

    Councillor Northey will provide a verbal report at the meeting.

    Recommending that the verbal report from Councillor Northey be received.

    10.2. REPORT FROM COUNCILLOR LOTU-IIGA

    Councillor Lotu-Iiga will provide a verbal report at the meeting.

    Recommending that the verbal report from Councillor Lotu-Iiga be received.

    10.3. REPORT FROM COUNCILLOR BOYLE

    Councillor Boyle will provide a verbal report at the meeting.

    Recommending that the verbal report from Councillor Boyle be received.

    10.4. REPORT FROM COUNCILLOR CHRISTIAN

    Councillor Christian will provide a verbal report at the meeting.

    Recommending that the verbal report from Councillor Christian be received.

  11. Top REPORTS REQUESTING PENDING

    Eric Perry  
    Democracy Advisor 19 January 2009

    Reporting on the reports requested/pending list of the Democracy Advisor, dated 19 January 2008.