FINANCE AND OPERATIONAL PERFORMANCE … · There is no building file to accurately determine the date of construction of the house, however,

��

(The reports and recommendations contained in all agendas are reports and recommendations only and are not to be construed, in any way, as Council policy until adopted.)

NOTICE OF MEETING

FINANCE AND OPERATIONAL PERFORMANCE COMMITTEE

I hereby give notice that an Ordinary Meeting will be held on:- DATE: Thursday, 13 June 2002 TIME: 9.30 am VENUE: Civic Centre, 6 Waipareira Avenue, Lincoln, Waitakere City to consider the business as set out herein and to take any necessary action connected therewith.

7 June 2002 Sharon Simiona COMMITTEE SECRETARY

Telephone (09) 836 8000 extn 8820

MEMBERSHIP: Councillors JM Clews, QSO, JP (Chairperson)

BA Brady, JP (Deputy Chairperson) DQ Battersby, JP RP Dallow, QPM, JP AC Fenton OE Hoskin, JP PA Hulse JP Lawley GE Nash, JP VS Neeson, JP GB Presland GW Russell CA Stone DA Yates, JP

Mayor, Bob Harvey, QSO, JP (ex officio) (Quorum 5 members)

W A I T A K E R E C I T Y C O U N C I L

AGENDA FOR AN ORDINARY MEETING OF THE FINANCE AND OPERATIONAL PERFORMANCE COMMITTEE TO BE HELD IN THE CIVIC CENTRE,

6 WAIPAREIRA AVENUE, LINCOLN, WAITAKERE CITY, ON THURSDAY, 13 JUNE 2002

COMMENCING AT 9.30 AM.

TABLE OF CONTENTS ITEM PAGE NO. 1 APOLOGIES 1

2 URGENT BUSINESS 1

3 CONFIRMATION OF MINUTES 1

PART I - DEPUTATION

4 NICK MAWHINNEY 2

PART II - PRESENTATION

5 ENTERPRISE WAITAKERE 3RD QUARTER REPORT 2

PART III - PROPERTY

6 FUTURE OF OLD TITIRANGI COMMUNITY HOUSE 4

7 SALE OF ESPLANADE RESERVE 6

8 EXCHANGE AND DECLARATION OF LAND - TRAM VALLEY ROAD 9

PART IV - LEGAL AND CONSTITUTIONAL

9 AFFIXATION OF COMMON SEAL 10

PART V - FINANCE

10 OPERATING AND CAPITAL EXPENDITURE SUMMARIES 12

11 STATUS OF SPECIAL FUNDS 12

12 BORROWING AND INVESTMENT REPORT 13

13 ANNUAL REVIEW - PROPOSED AMENDMENTS TO THE BORROWING AND INVESTMENT POLICY 13

14 PAYMENTS FOR APPROVAL 14

15 RATING MODELS - BUSINESS SECTOR RATING DIFFERENTIAL 2002/2003 14

PART VI - GENERAL

16 WAITAKERE CITY HOLDINGS LIMITED - SHAREHOLDER REPRESENTATIVE 17

17 KEEP WAITAKERE BEAUTIFUL ANNUAL REPORT 2001 17

PART VII - SUBCOMMITTEE REPORTS

18 COMMUNITY SPORT FUND ALLOCATION SUBCOMMITTEE

1. COMMUNITY SPORT FUND ALLOCATION - MARCH 2002 21

2. OTHER MATTERS CONSIDERED 27

19 CREATIVE COMMUNITIES SCHEME ALLOCATION SUBCOMMITTEE

1. CREATIVE COMMUNITIES SCHEME ALLOCATION - APRIL 2002 29

2. OTHER MATTERS CONSIDERED 30

20 EMERGENCY SERVICES SPECIAL COMMITTEE 30

21 TENDERS SUBCOMMITTEE 31

PART VIII - CONFIDENTIAL ITEMS

22 NEW LYNN PROPERTY UPDATE 32

23 PROPERTY PURCHASE - REWA REWA CATCHMENT 32

PROCEDURAL MOTION TO EXCLUDE THE PUBLIC 32

W A I T A K E R E C I T Y C O U N C I L

AGENDA FOR AN ORDINARY MEETING OF THE FINANCE AND OPERATIONAL PERFORMANCE COMMITTEE TO BE HELD IN THE CIVIC CENTRE,

6 WAIPAREIRA AVENUE, LINCOLN, WAITAKERE CITY, ON THURSDAY, 13 JUNE 2002

COMMENCING AT 9.30 AM.

1 APOLOGIES

2 URGENT BUSINESS

Section 46A(7) and (7A) of the Local Government Official Information and Meetings Act 1987 provides that where an item of business is not on the agenda, it may only be dealt with at the meeting if: (i) the item is a minor matter; and (ii) the Chairperson has explained at the beginning of the meeting (when open to the

public) that the item will be raised for discussion, why the item is not on the agenda, and why it cannot be delayed until a subsequent meeting; and

(iii) the Committee resolves to deal with the item. No resolution, decision, or recommendation may be made in respect of the item except to refer the item to a subsequent meeting for further discussion. NOTE: Urgent Business need not be dealt with now and may be delayed until later in

the meeting.

3 CONFIRMATION OF MINUTES

Ordinary - Thursday, 16 May 2002 RECOMMENDATION That the minutes of the Ordinary Meeting of the Finance and Operational Performance Committee held on Thursday, 16 May 2002, including the Public Excluded Minutes as circulated, be taken as read and now be confirmed.

Agenda - Finance and Operational Performance Committee

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13 June 2002

PART I - DEPUTATION

4 NICK MAWHINNEY

Pursuant to Standing Order 37.1 the Chairperson has agreed to receive a Deputation from Mr Nick Mawhinney regarding rating of his properties. For the guidance of Councillors, Standing Orders have the following provisions in regard to deputations. 1) Unless the meeting determines otherwise in any particular case, a limit of ten

minutes is placed on a speaker making a presentation, or five minutes each if there are two members of the deputation addressing the meeting.

2) Except with the approval of the Committee, not more than two members of a deputation may address the meeting.

3) After a presentation is received members may put to the deputation any question pertinent to the subject heard, but no member shall express an opinion upon or discuss the subject until the deputation has completed making its submissions and answering questions.

4) The Chairperson may terminate a presentation in progress which is disrespectful or offensive, or where the Chairperson has reason to believe that statements have been made with malice.

PART II - PRESENTATION

5 ENTERPRISE WAITAKERE 3RD QUARTER REPORT

PURPOSE OF THE REPORT The purpose of this report is to present the 3rd Quarterly Report of Enterprise Waitakere to the Finance and Operational Performance Committee. This report is a requirement of the Funding and Service Agreement between Council and Enterprise Waitakere.

A1 - A15 The 3rd Quarterly Report submitted by Enterprise Waitakere, attached at pages A1 to A15 will be presented by the Enterprise Waitakere Chief Executive Officer, Mr Clyde Rogers. BACKGROUND Council provides a total of $460 000 funding to Enterprise Waitakere in the 2001/2002 financial year to provide a range of economic development services including; �� cluster development, �� strategic project support, �� business support, �� tourism development, �� employment and education initiatives, �� new technology projects, �� strategy, advocacy and networking activity.


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In addition to Council funding, Enterprise Waitakere attracts significant central government investment and other funding to deliver a range of business development programmes. STRATEGIC CONTEXT The creation of a strong local economy and more local jobs is Council’s number one strategic priority. Enterprise Waitakere is the primary mechanism for Council to fund the delivery of economic development services. ISSUES Highlights Third quarter highlights include; �� Opening of Enterprise Waitakere’s new Education and Employment Centre �� Establishment of an organics cluster development programme in collaboration with

Council �� Completion of the first phase report for the Waitakere Online project �� Establishment of a partnership with Auckland City Council to develop a film location

promotional DVD �� Completion and presentation of the Glen Eden Town Centre Plan to Council �� Presence at the Ellerslie Food and Wine Festival and the Easter Show for Waitakere

Tourism businesses These highlights will be expanded on during the presentation of this report. CONCLUSION The 3rd Quarterly Report of Enterprise Waitakere will be presented for the Committee’s consideration. RECOMMENDATION That the information be received.

Report prepared by: John Wadsworth, Partnerships and Advocacy Leader: Economic Development.


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PART III - PROPERTY

6 FUTURE OF OLD TITIRANGI COMMUNITY HOUSE

PURPOSE OF THE REPORT The purpose of the report is to seek the Finance and Operational Performance Committee’s recommendation to Council that the old Titirangi Community House be sold and also seeks its approval to lease this property on a short term basis. BACKGROUND The old Titirangi Community House is situated at 1 Rangiwai Road, Titirangi. It occupies an elevated north-west facing site adjacent to the Titirangi shopping village and has views over the surrounding residential area to the west. The building is a former four bedroom dwelling of approximately 160 square metres. It is situated on a corner parcel of land of 2,530 square metres to which access is gained by a steep driveway from Rangiwai Road. The site has a small area of lawn but is largely bush. The site – Lot 4, Deposited Plan 191856 – is freehold land owned by Council and is identified as Open Space Environment under the Proposed District Plan and also has a sensitive ridge line located on the site. The property was originally purchased by the Waitemata County Council in 1967 for use as a District Office. There is no building file to accurately determine the date of construction of the house, however, it is thought building would have begun sometime after the purchase of the property by Henry Atkinson in August 1945. It is one of the few houses left in existence designed by Tibor Doner, a Hungarian from the modernist school of architecture. The building does not have a heritage listing under the Proposed District Plan, but it has been suggested that it has historic or architectural merit that may warrant it being listed. A report on its heritage significance has now been commissioned.

A16 There are two adjacent pieces of land – Lots 3 on Deposited Plans 165430 and 191856 – owned by Council. Lot 3 on DP 165430 is designated as Open Space Environment under the Proposed District Plan, while Lot 3 on DP 191856 is designated as Bush Living Environment. Furthermore, both have a sensitive ridgeline located on the sites under the Proposed District Plan and are classified as Recreation Reserves under the Reserves Act 1977. A plan attached at page A16 shows the location of the community house and the two adjacent Council owned lots. In April this year the Titirangi Community House moved into its new premises on Titirangi War Memorial Park. STRATEGIC CONTEXT Relocation of the Titirangi Community House services was recommended by the Community Houses Review which was adopted by the Community Facilities and Recreation Committee in February 1999. As part of the 1999–2000 Annual Plan process, Council passed the following resolution:

“Council will proceed with the sale and relocation of the Titirangi Community House. Funding for relocation will come from sale proceeds”.

1585/99


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13 June 2002

ISSUES In line with the direction set by Council, it is proposed to sell the old Titirangi Community House. However, the identification of the property under the Proposed District Plan means that the property would not achieve the best possible price at present. The land is currently identified as Open Space Environment, which is the classification applied to Council held reserve land and other recreational space. Before the property is sold it would be appropriate to change its identification to Bush Living Environment in line with the surrounding privately held properties. This would help protect the property from development which might be out of character with its surroundings and the character of its neighbourhood. However, making the Proposed District Plan operative is the key focus of work on the Plan at present. Consequently, only District Plan variations of strategic importance are being implemented at this time. It is therefore anticipated that the process of changing the Human Environment identification of the old Titirangi Community House site will take some time. As the land’s present identification is one that is only applied to Council-owned park land and there is no guarantee of the outcome of the process to change this, it is likely that to sell the old Community House with its current identification could result in the land being sold at a significant undervalue. For this reason, it is recommended that the old Titirangi Community House should be set aside at present for commercial rental until the question of its identification change has been worked through, and then the property should be put up for sale. This delay will also enable the house’s heritage significance to be assessed before sale. For the sale to proceed the Committee must also recommend to Council that approval to the sale be given. The required public notice under Section 230 of the Local Government Act 1974 will be given of the time and place of the Council meeting and the purport of the resolution. Section 554 and Section 572 of the Local Government Act 1974 permit Council to lease this property for a dwelling or for commercial or industrial purposes. Any tenant’s use would have to conform with current Proposed District Plan limitations on its use. RESOURCES Although it was anticipated that the proceeds of the sale of the old Titirangi Community House would be used to immediately offset the costs of the new building and reduce borrowing, a delay in this sale will only forestall this outcome in the short term and should result in a better price being realised for the property. CONCLUSION Now that the Titirangi Community House has moved to its new location, it is recommended that the property be made available for commercial rental until the process of amending its identification under the Proposed District Plan has been completed and the property can be put up for sale.


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RECOMMENDATIONS 1. That the information be received.

2. That pending the sale of the old Titirangi Community House, the Chief Executive be authorised to negotiate and conclude a short term lease of the property under the Local Government Act 1974.

3. That it be recommended to Council that the sale of the old Titirangi Community House (Lot 4, Deposited Plan 191856) be approved, and that the Chief Executive be given authority to negotiate and conclude a sale of the property at an appropriate time.

Report prepared by: Alastair Dougal, Property Officer.

7 SALE OF ESPLANADE RESERVE

PURPOSE OF THE REPORT The purpose of this report is to seek the Finance and Operational Performance Committee’s recommendation to Council that it approve the sale of a small piece of esplanade reserve adjacent to 157 Tirimoana Road, Glendene, exempt the sale from the requirement to offer the land back to the original owner and approve the payment of the proceeds of sale into the reserves account. Further this report seeks this Committee’s recommendation to Council that it approve the Chief Executive applying to the Department of Conservation to revoke the reserve status of this small piece of esplanade reserve. BACKGROUND

A17 - A18 Council was approached by Mr and Mrs Alach of 157 Tirimoana Road, Glendene in 2000 about their encroachment on Meadow Glade Esplanade Reserve. They had become aware that the construction of a swimming pool, driveway and retaining wall undertaken by them in 1984 encroached in part on the adjacent reserve. The building and retaining work was undertaken without the appropriate building consents. Maps attached at pages A17 to A18 show the location and the area of the encroachment. This matter was put before the Henderson Community Board at their meeting in September 2000 and they resolved:

“1. That statutory advertising for the proposed reserve revocation of approximately 200 square metres of Meadow Glade Esplanade Reserve adjacent to 157 Tirimoana Road take place under the provisions of the Reserves Act 1977.

2. That, in the absence of any submissions being made, it be recommended to Council that the reserve revocation of an area of approximately 200 square metres of Meadow Glade Esplanade Reserve adjacent to 157 Tirimoana Road, subject to the provisions of the Reserves Act 1977 be approved.

3. That in the Board’s opinion the basis of compensation should be current market value of the 200 square metres and a sum to cover the use of this land for the past 16 years of encroachment.”

3313/2000


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13 June 2002

The intention to revoke the reserve status of the area adjacent to the Alach’s property was publicly advertised in January 2001 and no objections or submissions were received. Further investigation into the extent of the encroachment revealed that Mr and Mrs Alach had in fact gone beyond the esplanade reserve and onto Crown land. Mr and Mrs Alach subsequently entered into negotiations with the Department of Conservation in an attempt to purchase the Crown land involved. However negotiations with the Crown have now broken down and Mr and Mrs Alach intend to remove the part of their driveway and pool surround that is on Crown land. STRATEGIC CONTEXT The Open Space Encroachment Policy was adopted in principle in March 2002 (383/2002). However, this encroachment was considered by the Henderson Community Board and community consultation was undertaken prior to the policy being adopted and therefore it is recommended that this case should be seen as standing outside the new policy. There are a large number of encroachments existing particularly in areas adjacent to the coast and the Parks Strategy does identify that public access to the coastline is an important issue for the Green Network. In addition the Glendene area is one which is identified as having a poor reserve provision overall, so a reduction in the area of the reserve is not considered desirable. The esplanade reserve at 157 Tirimoana Road is part of a potential coastal walkway linkage between the end of Tirimoana Road and Meadow Glade Reserve adjacent to the Whau River. ISSUES Despite the fact that Mr and Mrs Alach have encroached onto the potential esplanade linkage, there is a strip of approximately three metres between the encroachment and mean high water springs which will allow for the possibility of a future pedestrian linkage. This linkage will be improved further now that Mr and Mrs Alach intend to remove their drive and pool surround from that area of Crown land. For the sale to proceed the Finance and Operational Performance Committee must recommend to Council that approval to the sale be given, that authority be given to apply to the Department of Conservation for the revocation of the reserve classification of the area, that Section 40 of the Public Works Act 1981 shall not apply and that the proceeds of sale be paid into the reserves account. Section 40 of the Public Works Act 1981 provides that where any land held for a public work is no longer required for that public work, the local authority shall offer to sell the land to the person from whom it was acquired. However section 40 (4) provides that where the local authority believes on reasonable grounds that, because of the size, shape or situation of the land it could not expect to sell the land to any person who did not own land adjacent to the land to be sold, then the land may be sold to the owners of the adjacent land at a price to be negotiated. In this instance, it is submitted that because of the small size of the piece of esplanade reserve to be sold, the fact it is a strip adjacent to private land and that it contains portions of a driveway, swimming pool and pool surround constructed by Mr and Mrs Alach, that it is reasonable and appropriate to sell the area of the encroachment to the Alach's. Section 25 of the Reserves Act 1977 provides that where reserve land under the control of a local authority is to be disposed of, then the Minister of Conservation has the power to direct the manner and purpose of disposal. However this power has now been delegated to local authorities. As the esplanade reserve was vested in Council as the result of a subdivision, it is recommended that the proceeds of sale in this instance should be paid into Council’s reserves account.


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The Henderson Community Board recommended that the basis of compensation to Council should be not only the market value of the encroachment but also a sum to compensate for the Alach’s use of the land in the past. A registered valuer has fixed the price of the land at $25,000 and the compensation to Council for the use of the land for the past eighteen years at $11,000. Both sums are inclusive of Goods and Services Tax. The required public notice under section 230 of the Local Government Act will be given of the time and place of the Council meeting and the purport of the resolution. CONCLUSION As a result of an approach by Mr and Mrs Alach about their unauthorised encroachment onto a Council esplanade reserve, the Henderson Community Board recommended that the area of the encroachment be revoked as reserve and sold to Mr and Mrs Alach. For the sale to proceed Council must now approve the sale of the land, the Chief Executive must apply to the Department of Conservation to revoke the reserve status of the part of the esplanade reserve encroached upon by the Alach's. Further it must be determined that Section 40 of the Public Works Act shall not apply in this case and that the proceeds of sale shall be paid into the reserves account. It is recommended that the Finance and Operational Performance Committee make these recommendations to Council. RECOMMENDATIONS 1. That the information be received.

2. That it be recommended to Council that the Chief Executive be given authority to apply to the Department of Conservation for the revocation of the reserve classification of the area of approximately 165 square metres of encroachment onto the Meadow Glade Esplanade Reserve adjacent to 157 Tirimoana Road in order to sell this area to Mr and Mrs Alach.

3. That it be recommended to Council that subject to the consent of the Minister of Conservation to the revocation of the reserve status, approval be given to the sale of the area of esplanade reserve occupied by Mr and Mrs Alach and that the proceeds of sale be paid into the reserves account.

4. That it be recommended to Council pursuant to section 40 of the Public Works Act 1981 that because of the size, shape and situation of the area of esplanade reserve to be sold that Council could not expect to sell the land to any person who did not own land adjacent to the land to be sold, and the land may be sold to the owners of the adjacent land, Mr and Mrs Alach.

Report prepared by: Alastair Dougal, Property Officer.


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8 EXCHANGE AND DECLARATION OF LAND - TRAM VALLEY ROAD

PURPOSE OF THE REPORT This report seeks the Finance and Operational Performance Committee’s recommendation to Council that a piece of stopped road at Tram Valley Road, Swanson be exchanged by Council for four pieces of adjacent Crown land, and that the land received by Council in exchange be declared road. BACKGROUND

A19 During the course of road improvements at Tram Valley Road, it was found that in four places the formed road encroached onto the Swanson Stewardship Area, a piece of Crown land administered by the Department of Conservation under the Conservation Act 1987. A location plan is attached at page A19.

A20 After negotiations with the Department of Conservation it was agreed that the parts of the road that are encroaching would be transferred to Council in exchange for a piece of road, since stopped, which lies contiguous with the Swanson Stewardship Area. The plan attached at page A20 shows the land proposed to be acquired by Council as Sections A, B, C and D. The land to be transferred to the Crown is shown as Section F. A registered valuer’s report commissioned for the purpose of the proposed exchange values Council’s land at $15,265.00, and the four pieces of Crown land at $16,770.00. A payment of $1,500.00 by Council to the Crown is recommended by the valuer to give equality of exchange. There is provision in the Land Purchase 2001-2002 budget for this exchange. When the exchange is completed it will be necessary to have the newly acquired pieces of land declared road. LEGAL ISSUES The exchange is proposed to be carried out under Section 16A of the Conservation Act 1987 which provides that upon completion, the land acquired by Council ceases to be subject to that Act and that the “offer back” provisions in Section 40 of the Public Works Act 1981 do not apply. The public notification provisions contained in Section 230 of the Local Government Act 1974 are not applicable, as Subsection 8(c) exempts exchanges of former road disposed of under Section 345 of that Act. Section 114 of the Public Works Act 1981 provides for any land to be declared road by publication of a notice to that effect in the New Zealand Gazette. RECOMMENDATIONS 1. That the information be received.

2. That it be recommended to Council that the Council land at Tram Valley Road marked F on the plan be exchanged for the Crown land marked A, B, C and D on the plan, as agreed with the Department of Conservation.

3. That the sum of $1,500.00 be paid to the Department of Conservation on behalf of the Crown by way of equality of exchange.

4. That the land shown marked A, B, C and D on the plan then be declared road by publication in the New Zealand Gazette under Section 114 of the Public Works Act 1981.

Report prepared by: Maurice Hieatt, Property Officer.


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PART IV - LEGAL AND CONSTITUTIONAL

9 AFFIXATION OF COMMON SEAL

EXECUTION OF DOCUMENTS: 7 MAY 2002 – 31 MAY 2002 Nº NAME PARTICULARS 2265 WCC – Andrew Bilham Warrant of Appointment and Evidence of

Identity – No.177 2266 WCC – Boylan Properties

Limited Deed of Renewal of Lease for period 1/11/2001-30/10/2004 – 2 Ratanui Street – resolution 3499/95 – “Waitakere Community Resource Centre”

2267 WCC – Phill Evans Temporary Warrant of Appointment as an Enforcement officer

2268 WCC – Carld Entremont Temporary Warrant of Appointment as an Enforcement officer

2269 WCC – Mathew Parry Warrant of Appointment & Evidence of Identity – No.183

2270 WCC – Alan Duxfield Warrant of Appointment & Evidence of Identity – No.178

2271 WCC – ANZ Banking Group (New Zealand) Limited

Acceptance of Letter of Offer dated 2 April 2002 – Committed facilities

2272 WCC – Jack Burton Warrant of Appointment and Evidence of Identity – No.179

2273 WCC – Melinda King Warrant of Appointment and Evidence of Identity – No.180

2274 WCC – Grant Jennings Warrant of Appointment and Evidence of identity – No.181

2275 WCC – Peter Hansen Warrant of Appointment and Evidence of Identity – No.182

2276 WCC – Warren Ogilvie Warrant of Appointment and Evidence of Identity – No.184

2277 WCC – Kathryn Howard Warrant of Appointment and Evidence of Identity – No.185

2278 WCC – Westpac Trust Properties NZ Limited

Deed of Renewal of Lease and rent review

2279 WCC – The New Zealand Fire Service Commission

Deed of Lease pursuant to S.61 Reserves Act – 1282-1284 Huia Road, Lot 7 DP 45463

2280 WCC Application for Transmission – 2.7390 ha – CT.54A/1405 – Central Park Drive/Waitakere Stadium

2281 WCC – Fletcher Residential Limited

SPW 20656 – Declaration pursuant to S.111 Reserves Act 1977 that Lot 51 DP 48012 be road

2282 WCC – Willy Coenradi Warrant of Appointment and Evidence of Identity – No.187

2283 WCC – Andrea Johnston-Taylor Warrant of Appointment and Evidence of Identity – No.186

2284 WCC – JA & TM Paul Authority for Use of Dedicated Road – 9 Rayner Road, Piha


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Nº NAME PARTICULARS 2285 WCC – Land Projects Limited Partial discharge of Memorandum of

Encumbrance No.B126334.16 – Lot 213 DP 97341

RECOMMENDATIONS 1. That the information be received.

2. That the action taken in affixing the Common Seal on the documents as set out in the agenda report be adopted.

Report prepared by: Graham Wakefield, Manager: Legal Services.


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PART V - FINANCE

10 OPERATING AND CAPITAL EXPENDITURE SUMMARIES

PURPOSE OF THE REPORT The purpose of this report is to inform the Finance and Operational Performance Committee as to the level of the year to date operating and capital expenditure by Unit compared to budget and any subsequent forecasts. BACKGROUND This Unit summary report is produced on the months falling between the more formal “quarterly” reporting. Quarterly reporting is produced for the periods ending September 30, December 31, and March 31 within each financial year. This report covers expenditure for the 10 months ending 30 April 2002. Expenditure to date is compare against the original budget and the forecast to year end which was developed during the 3rd Quarter Review process.

A21 The financial summaries are attached at page A21. If you require any further information in respect of this report, other than of a general nature, please contact either the writer or the Director: Finance prior to the meeting to enable the query to be researched. RECOMMENDATION That the information be received.

Report prepared by: Alec Third, Chief Management Accountant.

11 STATUS OF SPECIAL FUNDS

PURPOSE OF THE REPORT The purpose of this report is to keep the Finance and Operational Performance Committee informed as to the status of Special Funds. FUNDS

A22 The summary of balances, transactions to 30 April 2002 and commitments for the balance of the year in respect of Special Funds is attached at page A22. If you require any further information in respect of this report, other than of a general nature, please contact either the writer or the Director: Finance prior to the meeting to enable the query to be researched. RECOMMENDATION That the information be received.

Report prepared by: Alec Third, Chief Management Accountant.


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12 BORROWING AND INVESTMENT REPORT

This report has been circulated separately with the agenda.

13 ANNUAL REVIEW - PROPOSED AMENDMENTS TO THE BORROWING AND INVESTMENT POLICY

PURPOSE OF THE REPORT The purpose of the report is to advise the Finance and Operational Performance Committee of recommended changes to the existing Borrowing and Investment Policy and seek the Committee’s approval to recommend the revised policy to Council. BACKGROUND The Council adopted the existing Borrowing and Investment Policy (“the policy”) in June 2000. The policy is required under the Local Government Act 1974 (amendment No. 3) Sections 122P, 122Q, 122R and 122S. Under clause 9.0 of Waitakere City Council’s existing policy, a review of the policy is required annually. Since the adoption of the policy, several structural and strategic changes have occurred that require a number of alterations to the policy. The annual review has been conducted with assistance from the Council’s external Treasury Advisors. PROPOSED ALTERATIONS The proposed new Borrowing and Investment Policy has been circulated separately to members. The proposed amendments reflect changes in financial markets, and risks associated with Local Governments in these markets. This review has been conducted to ensure compliance to the draft 2002/2003 Annual Plan. The key changes are: �� Alteration to the interest rate control limits. �� Alteration to the maturity profile and structure. �� Corrections to the Management authorities and structures. �� Recognition of the Finance and Operational Performance Committee. The Finance and Operational Performance Committee will receive a briefing on the recommended changes at the meeting. CONCLUSION The Borrowing and Investment Policy review has been completed, and the adoption of the recommended changes will better reflect existing circumstances. RECOMMENDATIONS 1. That the information be received.

2. That the revised Borrowing and Investment Policy be recommended to Council for adoption.

Report prepared by: Bruce Wilkin, Funds Accountant.


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14 PAYMENTS FOR APPROVAL

PURPOSE OF THE REPORT The purpose of this report is to advise of payments made by the Council. This is in accordance with Council policy and the Public Bodies Contracts Act. BACKGROUND The Public Bodies Contracts Act requires the reporting to the Council of payments made under delegation. This report provides details of payments made to external suppliers in excess of $5,000. In addition there is a summary listing, which aggregates payments made to various organisations and suppliers for the Committee’s information. These payments have already been processed as allowed by delegations approved by the Council. If any Councillor requires information regarding the nature of any payment, that information can be provided. PAYMENTS

A23 - A24 A summary schedule of payments made for the period 25 April to 23 May 2002 is attached at pages A23 to A24.

A25 - A28 A further schedule of all payments of $5,000 and above, together with the reason for the payment is attached at pages A25 to A28. If a committee member wishes to ask specific questions relating to any of these payments, prior to the meeting, then such questions can be directed to the Director: Finance. RECOMMENDATION That the information be received and that the contracts let, and the payments made, be approved.

Report prepared by: Andrew Pollock, Director: Finance.

15 RATING MODELS - BUSINESS SECTOR RATING DIFFERENTIAL 2002/2003

PURPOSE OF THE REPORT The purpose of this report is to provide information to assist the Finance and Operational Performance Committee in determining the level of rating for the Business Sector in the 2002/2003 year, and recommend changes to the ratios of cost components taken into account in assessing the costs of providing various services to this sector under the current funding policy, and to report on rating models previously considered by the Committee. BACKGROUND Council adopts land value systems as the foundation for apportioning rates to individual ratepayers. The ratio applied to calculate the amount of rates from each property is determined after sharing the total rates requirement between the business sector and the residential sector.


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Council determines the proportion of rates that needs to be collected from the Business Sector as a whole on the basis of the “beneficiary pays” principle, in accordance with the funding principles set out in the Local Government Amendment Act (No. 3) 1996. Each year the proportions of costs that relate to the services benefiting the Business Sector are analysed, and the Council decides the weighted average ratio of rates that is to be levied on Business Sector properties as a whole for the ensuing financial year. The actual rates on individual properties in each sector are then calculated on the basis of the land values. The types of costs to be allocated as set out in the Funding Policy are: �� Town Centre Revitalisation. 50% of these costs are allocated to the business

sector, based on Council’s determination that 50% of this service is to the business sector.

�� City image services in town centres. 50% of these costs are allocated to the business sector, consistent with the funding of Town Centre revitalisation.

�� Roading. Damage to the City’s roads caused by trucks is evaluated and charged to the business sector. (Currently 64% of road maintenance costs are due to trucks rather than cars).

�� Stormwater. Stormwater costs are allocated to the business sector based on an assessment of the proportion of commercial properties covered by impermeable surfaces (which generate runoff).

�� Wastewater. Costs of wastewater are allocated to the business sector based on that sector’s use of water.

Prior to the 1999/2000 year the Business Sector share of rates was 25%. The analysis of costs for the 1999/2000 year showed the Business Sector share of costs to be 19.23%. However, the Council resolved to set the Business Sector rates proportion at 21% for the 1999/2000 year. That level of contribution has continued up to and including the 2001/2002 year.

A29 At the meeting of the Committee held on 16 May 2002, a report was submitted providing examples of various rates models for residential properties showing the impact of changing the business sector differential. A copy of this report is attached at page A29. REVIEW OF COST ALLOCATION An analysis of the costs included in the 2002/2003 draft Annual Plan indicates that, on the basis of the current ratios applied to each cost component, the weighted average share of costs attributable to the business sector is 18.34%. However this probably understates the sector’s share of costs, as it does not fully take into account the less tangible external benefits that are generated by Town Centre Revitalisation and City Image Services in Town Centres, and other business development initiatives. A qualitative assessment of these spin-off effects tends to suggest that the proportion of costs allocated to the Business Sector from these cost components needs to be increased.

A30 Attached at page A30 is a summary of the allocation of costs to the Business Sector including a number of other identified costs. This shows that based on the draft 2002/2003 Annual Plan and the suggested revisions to the cost components, approximately 20% of the total rate requirement may be attributed to the business sector. According to the latest valuation, the business sector accounts for 7.62% of total land values. Council may modify, as provided in the Local Government Act 1996, the cost allocation calculated on the basis of “beneficiary pays” principle by taking into account considerations such as fairness and equity, Council policies, transitional impacts and the interests of residents and rate payers.


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These considerations need to be weighed against the potential financial, economic, social and environmental benefits that will accrue to the community from the development of the business activities in the City in the medium to long term. Economic development is a key strategic goal of the Council, and the development of the business sector plays a critical role in this regard. Without the growth of businesses it will not be possible to achieve a strong, adaptable and sustainable local economy that will create local jobs for the growing labour force. Creating more local jobs is also essential to realise the goals of the transport strategy, which encourages commuting to work by walking and reducing travel by motor vehicles. The development of the local business sector will broaden the rates base and generate a higher amount of rates and a whole range of benefits to the community in general (positive externalities) in the long term. On the other hand, the growth of the City and the enlargement of the local market, in turn, reinforce the business sector. Taking into account all these considerations, no modification to the cost allocation based on beneficiary pays principle is proposed. However in determining the appropriate level of rates to be levied on the business sector in the 2002/2003 year, the Committee may wish to take into account additional costs that may be attributed to the business sector.

A31 - A33 Attached at pages A31 to A33 are schedules showing the indicative rates for the business sector based on the 2002/2003 draft Annual Plan and the sector bearing alternatively 21%, 20% and19% of the rate requirement. CONCLUSION The costs included in the 2002/2003 draft Annual Plan indicate that, on the basis of the beneficiary pays principle, approximately 20% of the total rate requirement is attributable to the business sector. RECOMMENDATIONS 1. That the information be received.

2. That 20% of the rates requirement be collected from the business sector based on the economic analysis of costs and benefits.

Report prepared by: Andrew Pollock, Director: Finance.


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PART VI - GENERAL

16 WAITAKERE CITY HOLDINGS LIMITED - SHAREHOLDER REPRESENTATIVE

Waitakere City Holdings Limited is Council’s wholly owned local authority trading enterprise (LATE) formed to hold Council’s investments in Techscape Limited and Waitakere Properties Limited. Having earlier this year released $370,000 to Council, the holding company has advised that it has further funds available for distribution to Council as its sole shareholder. In order to approve such a release, a representative of Council will need to be appointed to execute the appropriate documents under the Companies Act 1993 (“Consent of Shareholder”). Previously, the shareholder representative has been the Chairperson of the Council Committee that holds the delegations for overseeing the holding company’s delegations. It is proposed that it be continued. RECOMMENDATIONS 1. That the information be received.

2. That the Chairperson of the Finance and Operational Performance Committee be designated as Council’s shareholder representative for the purposes of approving the dividend proposal of the Waitakere City Holdings Limited Board on Council’s behalf.

Report prepared by: Allan Rutledge, Director: City Enterprises.

17 KEEP WAITAKERE BEAUTIFUL ANNUAL REPORT 2001

PURPOSE OF THE REPORT The purpose of this report is to inform the Finance and Operational Performance Committee of the key findings of the Keep Waitakere Beautiful Annual Report for 2001 which has been circulated separately to members. BACKGROUND Keep Waitakere Beautiful was established in 1993 as a Council – community partnership. A Council staff member was appointed to manage the programme and a Chairperson was recruited from the local community. A volunteer Keep Waitakere Beautiful Committee was formed, comprised of elected members and local residents. Council provides funding for the Keep Waitakere Beautiful programme on an annual basis through the Annual Plan process. Keep Waitakere Beautiful also receives financial support in the form of cash and in-kind sponsorship from the local community. The Keep Waitakere Beautiful Committee provides a governance role by ensuring that the aims and vision of Keep Waitakere Beautiful is translated through the annual work programme. The Committee also establishes the broad strategic framework for which the work programme is guided, in order to achieve Keep Waitakere Beautiful’s vision and goals. Council employed Officers, with the support of the Service Manager of the Landscape Development section, oversee the day-to-day management of the Keep Waitakere Beautiful


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13 June 2002

programme. This includes delivery of services, organisation of projects and management of financial, reporting, monitoring and information systems.


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13 June 2002

A partnership agreement between Keep Waitakere Beautiful and Council was developed and signed in November 2001 to manage the relationship between Keep Waitakere Beautiful and Council in regard to the delivery of the annual work programme of community based events and projects. The relationship exists between Keep Waitakere Beautiful and Council because both parties recognise the long-term value in community ownership of, and participation in community-based environmental initiatives. Objectives of the Keep Waitakere Beautiful -Council partnership are: 1. To provide the community with avenues for volunteer involvement in local

environmental initiatives. 2. To provide input into Council policy, service delivery and decision making by

community groups and residents with respect to environmental initiatives. 3. To provide a forum for consultation and communication between Council and

community groups and residents on environmental issues. 4. To enhance the community awareness of environmental issues through community

based programmes. 5. To increase volunteer involvement in Keep Waitakere Beautiful project activities long

term. STRATEGIC CONTEXT A requirement of the Partnership Agreement is for Keep Waitakere Beautiful to submit an Annual Report to the Finance and Operation Committee covering the period January to December One of the strategic Key Performance Indicators required by Council was an increase in volunteerism to Keep Waitakere Beautiful projects. ISSUES The Annual Report covers Keep Waitakere Beautiful’s governance capacity, strategic vision, objectives and 12 month project programme. The strategic framework forms the annual programmes and achievables. Keep Waitakere Beautiful delivered 15 projects over the calendar period 1 January 2001 to 31 December 2001. The 2001 Annual Report highlights that Keep Waitakere Beautiful have refocused activities and eliminated projects that have not performed or have completed their natural cycle. This has enabled Keep Waitakere Beautiful to concentrate resources on increasing the effectiveness and volunteer commitment on large projects such as War on Weeds (+86%), Clean Stream Waitakere (+463%) and Schools Assistance (+174%). Although nine of the 15 individual projects had increases in volunteer hours and numbers the reduction in Operation Spring Clean volunteers (down from 10, 600 in 2000 to 7,548 in 2001) has affected overall return. An independent survey of Waitakere residents by Phoenix Research (September 2001) demonstrated the high profile of Keep Waitakere Beautiful projects by identifying four out of the top five ‘most recognised events’ as being Keep Waitakere Beautiful initiatives . Keep Waitakere Beautiful has delivered all projects as agreed with Council for the year 2001, on time and within budget.


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13 June 2002

RESOURCES The 2001/2002 Annual Budget provided a budget of $188,780.00 for the Keep Waitakere Beautiful projects. In addition salaries were provided for 2 part time equivalent Officers. Keep Waitakere Beautiful provided an additional $48,500.00 in cash sponsorship, $147,360.00 in volunteer hours. $11,000.00 was contributed in in-kind sponsorship and $21,000.00 of in-kind media support. Overall Keep Waitakere Beautiful contributed $227,860 to the programme. This equates to a Cost Benefit Ratio of $1.20 for every $1.00 contributed by Council. CONCLUSION Although the Key Performance Indicators show a slight decrease in overall volunteer involvement most projects exceeded the previous year’s volunteer numbers. Keep Waitakere Beautiful has delivered all projects during the year 2001 on time, within budget and delivered a Cost Benefit Ratio of $1.20 for every $1.00 contributed by Council. Keep Waitakere Beautiful continues to initiate, motivate, and encourage community action and pride in Waitakere City by organising clean ups and plantings and providing education and publicity on the environmental health of our city. Keep Waitakere Beautiful has enjoyed enormous success since its inception 8 years ago due to the tremendous input from many thousands of residents who have volunteered their time to assist Keep Waitakere Beautiful in making Waitakere City a more attractive place to live and work. RECOMMENDATIONS 1. That the information be received.

2. That the Keep Waitakere Beautiful 2001 report be approved for general distribution.

Report prepared by: Andrea Johnston-Taylor, Co-Project Manager, Keep Waitakere Beautiful.


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PART VII - SUBCOMMITTEE REPORTS

18 COMMUNITY SPORT FUND ALLOCATION SUBCOMMITTEE

THE SUBCOMMITTEE SUBMITS THE FOLLOWING REPORT OF ITS ORDINARY MEETING HELD ON THURSDAY, 23 MAY 2002 AND RECONVENED ON THURSDAY, 30 MAY 2002

1. COMMUNITY SPORT FUND ALLOCATION - MARCH 2002

The Subcommittee Recommends: That the allocation of subsidies and loans of the Community Sport Fund Allocation March 2002 round, as set out below be approved.

APPCN NO

GROUP NAME PURPOSE OF GRANT

REQUESTED GRANTED CONDITIONS

LOANS

2. Te Atatu Tennis Club To resurface three of our five tennis courts.

$32,343 $21,000 Subject to the approval of the Chief Financial Accountant.

3. RNZAF Base Auckland Saddle Club

Purchase of a penned enclosed area.


4. RNZAF Base Auckland Saddle Club

Purchase of a kitset barn.


TOTAL LOANS $42,843 $33,000

SUBSIDIES

5. Sport Waitakere Volunteer training. $5,500 $4,000

6. Watersafe Auckland Inc. Training seminar costs.

$4,440 $4,440 Not to be used for catering.

7. Auckland Secondary School Heads Assn College Sport

Coaching officials. $2,574 $1,000

8. Westforce Lacrosse Club Development and training of coaches.

$2,000 $700 On confirmation of authorised use of Waitakere facilities.

9. Safe Waitakere Injury Prevention

Cycle safety training.

$3,000 $3,000

10. Sport Waitakere Coach and Training courses.

$10,000 $5,000

11. Auckland-Waitakere Regional Basketball Council

Provision of coach and referee courses.

$4,200 $2,500


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13 June 2002

APPCN NO



12. Netball Waitakere Incorporated

Attendance at Netball NZ Council meeting 2003.

$2,450 $2,450

13. Auckland Cricket Association

Coaching coaches programme.

$21,130 $2,000

14. Sport Waitakere To run two coaches club breakfasts.

$2,800 $1,600

15. Auckland Regional Association of the Spirit of Adventure Trust

Training of volunteers and voyage club crew.

$1,100 $1,100

16. Waitemata Rodney Counties Area Pony Club

To train and up-skill various volunteers.

$700 $700

17. Auckland Touch Association

Coach and volunteer training.

$1,403 $1,403

18. Sport Waitakere Sports First Aid courses.

$2,230 $3,480 On condition that programme is offered free of charge.

19. United Soccer Federation One

Coaching the Coaches.

$5,135 $1,000

20. Waitakere Badminton Association

Officials training. $900 $900

21. Auckland Area - The Scout Association of NZ

Attendance at Viewpoint 2002.

$1,080 $500

22. Glenora Rugby League Club

Coaching Courses. $2,000 $1,500

23. Guides Auckland Leaders training. $2,678 $500

24. Waitakere Junior Cricket Club

To Train Coaches and Manager.

$2,100 $1,500

25. Auckland Trampoline Association

Coach training. $1,377 $600

26. Extreme Trampoline Volunteer training. $2,978 $800

27. Massey Leisure Centre To train volunteer to be mini-ball referees and coaches.

$1,460 $1,460

28. Waitakere Gymnastic Club Coaching and Judging Courses.

$2,040 $1,000

30. Piha Surf Life Saving Club Inc.

On-going training and coaching of life saving skills.

$2,300 $1,300

31. Te Atatu Association Football Club

Coach and volunteer training.

$800 $400


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13 June 2002

APPCN NO



32. Kereru-Massey Scout Group

Training programme for Leaders.

$1,310 $500

33. Edmonton Scout Group Leader training. $920 $400

34. Te Pai Park Tennis Club Coaching Course. $470 $200

35. West Harbour Sheriffs Coach and referee courses.

$2,500 $800

36. Wild Coast Boardriders Club - Piha

Upskill of Volunteer Coaches and judges.

$8,500 $500

37. Glenburn Figure Skating Club

Harness Training for Coaches.

$2,700 $1,000

38. Auckland Swimming Association

Coach training. $1,104 $500

39. 13th Waitakere Girls Brigade Co.

Leadership Training.

$1,640 $500

40. Whenuapai Aviation Sports Club

Attendance at Annual Conference.

$800 $400 Subject to budget details being provided.

41. 10th Waitakere Girls Brigade

Leadership Training.

$780 $400

42. Titirangi Air Scout Group To train adult and youth leaders.

$3,152 $400

43. Northern Region Diving Coaching Clinics. $500 $500

44. Sport Waitakere Provision of a Coaches Expo.

$2,800 $1000

45. Squash Auckland Inc. Delivery of coaching courses.

$1,500 $300

46. Waitakere Junior Badminton Association

Coach and Volunteer Training.

$748 $500

47. Western Softball Trust Coaching of players.

$8,000 $2,000

48. North Western Indoor Bowls Association

Introduce indoor bowls to junior schools.

$2,500 $800


Training School in school holidays.

$2,200 $1,100

50. Auckland Tuvalu Society Youth Association

Set up costs for a youth programme.

$3,410 $500

51. Youthline Waitakere Purchase equipment.

$2,204 $1,687 To be used to purchase life jackets.


Up-skill women’s cricket teams.

$900 $500


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APPCN NO



53. Te Atatu Pony Club 2 Day training course for riders and instructors.

$630 $630

54. NZCCS-Auckland To establish a recreation programme.

$4,520 $2,000


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13 June 2002

APPCN

NO GROUP NAME PURPOSE OF

GRANT REQUESTED GRANTED CONDITIONS

55. Lynndale Junior Badminton Club

Coaching Only programme.

$457 $457

56. Auckland Cricket Association

Cricket Development Programme in schools and clubs.

$21,708 $2,000 To benefit Waitakere City residents only.

57. Auckland Yacht & Boating Association Inc.

Improving club services.

$1,200 $600

58. Auckland Hockey Association

Coaching and development programme.

$3,825 $1,500

59. Auckland Bowls Inc. Delivery of Challenge of Change programme.

$7,600 $1,500

60. New Lynn Bowling Club Inc.

Introducing bowls to secondary schools.

$9,516 $2,000

61. Suburbs New Lynn Cricket Club Inc.

2002/2003 Coaching Programme.

$4,500 $2,000 Not to be spent on uniforms.


To upskill both coaches & players.

$2,210 $1,210

63. Auckland Rugby League Inc.

To run off season training and coaching camps.

$2,735 $800

64. Te Atatu Association Football Club

Mini World Cup Open Day.

$2,367 $1,300 To be used for officials expenses and promotion only.

65. Auckland Chinese Education Society Inc.

Sports activities at the Community Centre.

$6,000 $800

66. Team Matipo Sport Specialist coaches to provide training sessions.

$1,151 $1,000

67. Crosstown Camping Trust Sporting component at holiday programmes.

$2,140 $1,500

68. Iranian Community Trust To improve our community soccer teams.

$4,426 $2,000

69. Auckland Swimming Association

To run a series of technique clinics.

$8,185 $800

70. Waitemata Rodney To assist with costs $1,320 $800 To be used to deliver


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13 June 2002

APPCN NO



Counties Area Pony Club of developing Squad Training.

programmes in Waitakere.

71. Wild Coast Boardriders Club - Piha

Skills workshop and Equipment Purchase.

0 $655 To purchase one set of equipment.


Coaching of junior players.

$1,000 $500

73. Roaring 40s Surf Event Year 2003 Roaring 40s Surf Event.

$6,100 $600

74. Titirangi Badminton Club Junior member recruitment programme.

$2,677 $1,000

75. West Auckland District Pony Club - Henderson Valley Branch

Coaching Fees for Dressage, Horse Mastership at a high level.

$2,500 $2,000

76. Waitakere Homeschool Support Group

Provision of sports programme.

$2,000 $1,000 Subject to Hillary Commission approval.

77. Karekare Surf Lifesaving Patrol

Training Programme.

$3,840 $2,000

78. Northern Region Diving Diving camps. $5,500 $700


Waitakere International Tournament.

$1,200 $400

80. The Brain Injury Association (Auckland) Inc.

Outdoor Pursuits Weekend.

$500 $500


Coaching Fees. $1,025 $200

82. Auckland Womens Bowling Association Inc.

Hirage Fees. $1,000 $600 For equipment purchase only.

84. Pirates Ice Hockey Team Training Costs. $2,000 $500

86. Te Atatu Ladies Badminton Club

New member recruitment.

$1,115 $300 To be used for tutor expenses only.

87. Sport Waitakere Purchase Junior Sport equipment.

$4,500 $500

88. Massey Rugby Union Football & Sports Club Inc.

To purchase training gear.

$3,000 $800

89. Te Atatu Rugby League & Sports Club Inc.

Equipment purchase.

$6,277 $1,500 To benefit women's teams only.

90. Adventure Specialties Trust Replacement of Wetsuits and Snorkelling Gear.

$2,809 $800

91. Lynndale Amateur Athletic & Harrier Club Inc.

Purchase of equipment for a

$2,250 $1,600


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13 June 2002

APPCN NO



new gym.

92. Waitakere Niue Sports Purchasing of Uniforms and equipments.

$9,370 $1,000 To be spent on equipment only.

93. Auckland Refugee Council (Inc.)

Equipment purchase.

$2,890 $1,000 Not to be spent on football boots or pool table.

94. Bible College of New Zealand Students Assn.

Sports Equipment. $2,250 $400 Not for uniforms or pool table repairs.

95. Massey Christian Church Youth Group

Purchase of sports equipment.

$1,020 $330

96. Te Atatu Judo Club To purchase a reliable set of scales.

$1,086 $1,000

97. Tomotuki Sports Group Equipment purchase.

$629 $629

98. Western Wildcats Inline Hockey Club Inc.

Safety Equipment. $5,000 $1,130 For equipment purchase only.

99. Bethells Beach Surf Lifesaving Patrol

Equipment Purchase.

$6,875 $2,000

101. Glenleigh Guards Marching Teams

Marching Tutor. $2,675 $550 Not to be spent on uniforms.

102. Henderson Mid Week Badminton Club

Purchase of equipment.

$1,100 $500

103. Glen Eden United Sports Club

Facility upgrade and Equipment purchase.

$6,476 $600 For equipment purchase only.

104. Henderson Croquet Club Inc.

Equipment purchase.

$1,200 $800

TOTAL SUBSIDIES $311,367 $108,311

2. OTHER MATTERS CONSIDERED

A34 - A44 The Subcommittee dealt with a number of items for which it has delegated powers to act and a copy of the minutes of the meeting is attached at pages A34 to A44. The Subcommittee Recommends: That the Ordinary meeting report of the Community Sport Fund Allocation Subcommittee held on Thursday, 23 May 2002 and Reconvened on Thursday, 30 May 2002 be received.

BA Brady, JP CHAIRPERSON


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19 CREATIVE COMMUNITIES SCHEME ALLOCATION SUBCOMMITTEE

THE SUBCOMMITTEE SUBMITS THE FOLLOWING REPORT OF ITS ORDINARY MEETING HELD ON WEDNESDAY, 22 MAY 2002 AND RECONVENED ON TUESDAY, 28 MAY 2002

1. CREATIVE COMMUNITIES SCHEME ALLOCATION - APRIL 2002

The Subcommittee Recommends: That the Creative Communities Scheme Allocation - April 2002 grants as set out below be approved.

GROUP NAME APPCN NO PURPOSE OF GRANT AMOUNT

REQUESTED AMOUNT

ALLOCATED

Auckland Philharmonia Orchestra Society

1 Musicians in Schools $6,100 $3,000

Avondale Kindergarten 2 Culturally focused art experiences $2,515 $500

Bronwyn Healy and Khady Harvey

13 Sculptural Form for building $5,000 $1,000

Class Act Opera 14 School Opera Tour $3,000 $2,000

Iranian Community Trust 17 Community TV Programme $6,680 $1,000

Jan Simmons 3 Art Classes $1,585 $750

Jason Burgess 18 Corban Estate Arts Centre

Photographic and Video Project $4,416 $1,500

Lincoln Christian Life Centre 4 Waitakere Bigtop Battle of the

Bands $4,450 $3,000

Living Theatre 5 To run workshops in Open Form

Theatre $5,000 $2,000

Lopdell House Gallery 23 Facilitated Workshop in Costume

Design $1,225 $750

Nor-Western Cook Islands Taokotai Inc.

6 To make vases through crochet work

$2,416 $1,000

Pandemonium Theatre Company

7 Theatre Workshops $2,880 $1,500

Playhouse Theatre 24 Workshops to Train Volunteers $1,925 $1,000

Shirley Furneaux 20 Community Art Exhibition $1,100 $900

Storylines Festival / Children's Literature Foundation of NZ Inc

8 Story Bus Tour $2,000 $2,000

Te Atatu South Kindergarten 9 Dramatic Play $500 $500

Te Roopu Kapahaka O Te Atatu

10 Festival $1,996 $800

Tomorrows Revelation Dance Company

11 Performance $1,026 $500


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13 June 2002

GROUP NAME APPCN NO

PURPOSE OF GRANT AMOUNT REQUESTED

AMOUNT ALLOCATED

Waitakere Arts & Cultural Development Trust

21 Creative Careers Day $5,000 $1,000

Waitakere Arts & Cultural Development Trust

12 Trash to Fashion Children's Workshops

$2,900 $1,500

Waitakere Multicultural Society Inc.

22 Mulitcultural oral history project $4,400 $2,000

TOTAL $66,114 $28,200

2. OTHER MATTERS CONSIDERED

A45 - A50 The Subcommittee dealt with a number of items for which it has delegated powers to act and a copy of the minutes of the meeting is attached at pages A45 to A50. The Subcommittee Recommends: That the Ordinary meeting report of the Creative Communities Scheme Allocation Subcommittee held on Wednesday, 22 May 2002 and Reconvened on Tuesday, 28 May 2002 be received.

VS Neeson, JP CHAIRPERSON

20 EMERGENCY SERVICES SPECIAL COMMITTEE

THE SPECIAL COMMITTEE SUBMITS THE FOLLOWING REPORT OF ITS ORDINARY MEETING HELD ON TUESDAY, 4 JUNE 2002

MATTERS CONSIDERED

A51 - A52 The Special Committee dealt with a number of items for which it has delegated powers to act and a copy of the minutes of the meeting is attached at pages A51 to A52. The Special Committee Recommends: That the Ordinary Meeting report of the Emergency Services Special Committee held on Tuesday, 4 June 2002 be received.

DQ Battersby, JP CHAIRPERSON


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21 TENDERS SUBCOMMITTEE

THE SUBCOMMITTEE SUBMITS THE FOLLOWING REPORT OF ITS ORDINARY MEETINGS HELD ON FRIDAY, 17 MAY 2002 AND FRIDAY, 31 MAY 2002

MATTERS CONSIDERED

A53 - A58 The Subcommittee dealt with a number of items for which it has delegated powers to act and a copy of the minutes of the meetings are attached at pages A53 to A58. The Subcommittee Recommends: That the Ordinary Meeting reports of the Tenders Subcommittee held on Friday, 17 May 2002 and Friday, 31 May 2002 be received.

JM Clews, QSO, JP CHAIRPERSON


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PART VIII - CONFIDENTIAL ITEMS

22 NEW LYNN PROPERTY UPDATE

23 PROPERTY PURCHASE - REWA REWA CATCHMENT

These items will be considered in the Confidential Supplement of the agenda, and have been circulated to members separately with this agenda. PROCEDURAL MOTION TO EXCLUDE THE PUBLIC

That the public be excluded from the following part of the proceedings of this meeting, namely New Lynn Property Update and Property Purchase - Rewa Rewa Catchment. The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation of the matters, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of the matters to be considered.

Reason for passing this resolution in relation to the matters.

Ground(s) under Section 48(1)(a) for the passing of this resolution.

�� New Lynn Property

Update �� Property Purchase -

Rewa Rewa Catchment

The withholding of information is necessary in order to: �� Enable the local authority

holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 7(2) (i) of that Act which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public as follows: �� The reports contain information which if released would affect the Council’s

negotiations.

Documents

FINANCE AND OPERATIONAL PERFORMANCE … · There is no building file to accurately determine the date of construction of the house, however,