Kaitake Community Board Agenda (10 February 2020) - Agenda
AGENDA KAITAKE COMMUNITY BOARD
Monday 10 February 2020 at 5pm
Hempton Hall, Okato
Chairperson Mr Doug Hislop Mr Graham Chard Mr Paul Coxhead Mr Paul Verić Cr Amanda Clinton-Gohdes
1 Kaitake Community Board Agenda (10 February 2020) - Agenda
Community Boards
Role of community boards (s52 Local Government Act 2002) a) represent, and act as an advocate for, the interests of its community; and b) consider and report on matters referred by the council and other matters of interest c) maintain an overview of services provided by the council within the community; and d) prepare an annual submission to the council for expenditure within the community; e) communicate with community organisations and special interest groups within the community; and f) undertake any other responsibilities that are delegated to it by the territorial authority.
Addressing the community board Requests for public forum and deputations need to be made at least one day prior to the meeting. The Chairperson has authority to approve or decline public comments and deputations in line with the standing order requirements.
Public Forum Public Forums enable members of the public to bring matters to the attention of the committee which are not contained on the meeting agenda. The matters must relate to the meeting’s terms of reference. Speakers can speak for up to 5 minutes, with no more than two speakers on behalf of one organisation.
Deputations Deputations enable a person, group or organisation to speak to the meeting on matters contained on the agenda. An individual speaker can speak for up to 10 minutes. Where there are multiple speakers for one organisation, a total time limit of 15 minutes, for the entire deputation, applies.
Purpose of Local Government The reports contained in this agenda address the requirements of the Local Government Act 2002 in relation to decision making. Unless otherwise stated, the recommended option outlined in each report meets the purpose of local government and:
Promote the social, economic, environmental, and cultural well-being of communities in the present and for the future.
Would not alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or transfer the ownership or control of a strategic asset to or from the Council.
END
2 Kaitake Community Board Agenda (10 February 2020) - Table of Contents
HEALTH & SAFETY
APOLOGIES
CONFLICTS OF INTEREST
PUBLIC COMMENT
DEPUTATIONS None advised
COMMUNITY BOARD MINUTES Recommendation That the minutes of the Kaitake Community Board extraordinary meeting dated 21 November 2019 and the proceedings of the said meetings, as previously circulated, be taken as read and confirmed as a true and correct record.
REPORTS
ITEMS FOR RECOMMENDATION TO COUNCIL
1 Zeal Contract for Service – Annual Report 2019
2 WHO Age Friendly New Plymouth Annual Report
3 Outcome of the NZTA Investment Audit
END
4 1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
ZEAL CONTRACT FOR SERVICE – ANNUAL REPORT 2019
PURPOSE
1. The purpose of this report is to provide Council with an annual report on the work of Zeal Taranaki (Zeal).
RECOMMENDATION That, having considered all matters raised in the report, the report be noted.
SIGNIFICANCE AND ENGAGEMENT
2. This report is provided for information purposes only, and has been assessed as being of some importance.
DISCUSSION
3. During the 2018-2028 Long Term Plan process, Council agreed to provide $100k funding per annum to contract the youth engagement provider, Zeal.
4. Zeal’s contract for service requires a six month and annual report to Council, outlining achievements and future projects.
5. The Contract’s KPIs are to:
purchase and fit out an events trailer;
hold at least one Community Partnership Event in each of Inglewood, Waitara and Ōākura;
hold at least five school events, including one at Waitara High School and one at Inglewood High School; and
report back to Council on the issues that are of concern to the youth who attend the events, as well as feedback on the events.
6. Zeal have outlined their achievements to date in the attached report (refer Appendix 1). Key points of interest are that:
Over the last 12 months, Zeal have engaged with 9,291 youth, used 264 youth volunteers and held 20 events across the district.
Zeal have purchased and fitted out the events trailer, and have used this at several events already.
5 1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Zeal has held events at three schools: Waitara High School; Sacred Heart Girls’ College; and Manukorihi Intermediate School. They have also engaged in two community partnership events, a dance party, and launch of their youth space.
Zeal secured a property on Cook Street in Marfell for their office, a youth space, and a meeting spot. This location was chosen as Marfell has been identified as an area with a specific need for youth engagement. Zeal had to move from their property in Marfell in November due to vandalism, and are currently looking for a temporary location.
7. Zeal have worked closely with Council to understand young people’s views on Council projects including:
the extension of New Plymouth's Coastal Walkway to Waitara;
Blip E-Scooters;
the NRB survey; and
surveys through Council’s Let’s Kōrero engagement.
8. Zeal have also engaged with youth on increasing young people’s engagement with the Local Body elections through a “Meet the Mayoral Candidates” meeting.
9. An example of Zeal’s impact includes their work engaging youth in the development of the Puke Ariki Library Strategy. This includes a newly created youth group tasked with establishing a stronger programme of youth activities, led by the Puke Ariki youth librarian. This initiative has resulted in increased youth attendance at the library.
10. Zeal’s internal survey feedback shows that the majority of youth are happy with what the district has to offer for them, however some felt that improvements could be made around youth “hang-out” spaces and assistance for youth with mental health issues (survey findings attached as Appendix 2).
11. Zeal will use the feedback results when planning their work and direction in New Plymouth.
12. Feedback from the survey will also help guide Council’s approach towards youth engagement. This includes officers working with Zeal to create connections with social service providers that can provide assistance to vulnerable youth.
13. Vulnerable youth was an issue highlighted by Zeal by being located in Marfell. Zeal identified a need for food, clothing, and other support for youth within Marfell.
6 1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
14. Council’s service agreement with Zeal, to provide youth engagement in local government decision making, expires in 2022. Officers are working with Zeal to look at opportunities for youth engagement following the end of the current agreement. Any initiatives that are likely to increase youth engagement in local government decision making will be presented in a proposal for the next Long Term Plan.
Impact in the Community
15. Organisations partnering with Zeal have seen the positive impact they have on youth. Zeal’s work has been identified as a need within the community, and Council officers have received positive feedback from community organisations, schools and Police. Quantitative data to support social impact is often difficult to measure, however the qualitative feedback officers have received provides some confidence that Zeal are making an impact within the community.
FINANCIAL AND RESOURCING IMPLICATIONS
16. There are no financial or resourcing implications from this report. The report is for information purposes only.
IMPLICATIONS ASSESSMENT
17. This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002.
APPENDICES
Appendix 1: Zeal Taranaki End of Year Report for NPDC November 2019 (ECM 8194625)
Appendix 2: Zeal Survey Feedback 2019 (ECM 8194624)
Report Details Prepared By: Callum Williamson (Community Partnerships Lead) Team: Community Partnerships Approved By: Liam Hodgetts (Group Manager Strategy) Date: 11 December 2019 File Reference: ECM 8194634
------End of Report ------
7 1.1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019
Summary of Agreed Services
Scheduled Outcome: 11 Youth Events in Total Delivered Outcome: 19 Youth Events in Total 1. Zeal shall purchase and fit out an events trailer, an all-in-one 1. Funded by February. Completed build in August. mobile, customisable stage system which unfolds. 2. Nature and Purpose of an Event 2. a. Events attracted diverse groups of youth including those interested in a variety of music styles, dance, a. An Event can vary in size, it shall aim to attract the skateboarding and politics. opinions of and the issues facing diverse groups of youth. 2. b. Youth were engaged both formally and informally b. The purpose of an Event is to engage with youth to through 3 online surveys, 4 forums, an event to ask listen and understand the issues that are of concern questions of Mayoral Candidates and daily informal with those youth. conversations. 3. Type of Events 3. a. Partnered with Sport Taranaki on the Taranaki Youth Forum and Mitre 10 Rainbow Run, Waitara Night a. Community Partnership Event - an event that links Markets, Marfell Community Trust on the Zeal Loves in/partners with an existing community event. Marfell event, Puke Ariki on the Underground Dance b. School Event – to be held during the school calendar Battle and the Games Night, Northpoint Community year. Trust on the Light Party, Let’s Go on the Christmas Parade Party. 3. b. Engaged with Waitara High School, Sacred Heart Girls’ College, Inglewood High School, NPBHS, NPGC, FDMC, Spotswood College, Manukorihi Intermediate, Devon Intermediate, Highlands Intermediate & Puketapu Schools. 4. Number of Events: 4. a. Waitara Night Markets in March, Zeal Hits Inglewood in August, End of Summer Jams in Oakura a. At least one Community Partnership Event is to be scheduled for this coming February. held, separately, in each of the following towns: Waitara, Inglewood, and Oakura. 4. b. Taranaki Youth Forum, Empowering Young Leaders b. At least five School Events including one at Waitara Day, Paint Party, Dance Battle at SHGC, plus 9 other High School and one at Inglewood High School. school gigs & assemblies (including WITT). 5. Reporting: 5. a. 6 month report issued in April, this is the end of year report. a. Zeal is provide one verbal/written report 6 months after commencement of the contract and one 5. b. Zeal has worked alongside several NPDC verbal/written report at the end of the contract. departments to provide feedback from local young b. The Zeal report shall provide feedback to the Council people on a range of issues throughout the year. Zeal on the issues that are of concern to the youth who has also provided feedback directly from young people attended the Events as well as Zeal’s feedback on the through three online surveys. events.
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019 1
8 1.1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Event Highlights
Total Events: 20 Total Attendees: 9,291 Total Volunteers: 264 Total Performances: 242
Zeal Paint Party at Waitara High School Dance Battle Waitara 7th December 1st March Local young artists performed for the school, followed by a We provided 3.5 hours of entertainment at the Waitara ‘paint party’ where 350-400 students danced to a local DJ Night Markets, all led by local young emerging artists. A while being sprayed with paint. wide range of different musicians performed, including “The best school event we have had in a long time, it was singers, rappers and dancers followed by a dance battle awesome!” (Principal Daryl Warburton) of about 40-50 young people led by our dance instructor. “We had a lot more youth turn up, and it was awesome to see so many of them involved.” (Marina Healy, Waitara Night Markets Organiser)
Zeal Loves Marfell Empowering Young Leaders Day 11th May 22nd May We estimate that about 300 people came to celebrate the We hosted a leadership day for 200 youth from 9 different launch of our youth centre in Marfell. Roughly 20 young schools as part of Ara Taiohi Youth Week. The concept for people performed on stage including singers, rappers and the day was to have local people share how they have dancers. We were able to watch a mural by a local young overcome challenges in their lives and are now able to use artist emerge on the wall of our centre over the day. Youth those experiences to help others. Three of our speakers managed the sound, photography, information booth, BBQ, were young people themselves, one of which has already set up and pack down of the event. We were also grateful started their own business. There were also a number of to local Kaumatua for officially welcoming us to the area performances by young people throughout the day, and blessing our work there. including singer-songwriters and dancers.
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019 2
9 1.1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Royale Rumble Dance Battle Zeal Hitz Inglewood 26th July 31st August The Royale Rumble was our biggest event to date, with Our 16 year old Gateway student Jayden was very 386 tickets sold to the dance party held at TSB excited to MC and help plan this event on his home turf of Showplace. Local young people Dayton Davis, Lucas Inglewood! Seven acts performed, including rappers, bands Coates, SWAVE, A.S.T.A.R., Shaquilla Buckley and Misfitiz and our Chosen Dance crew. Youth also manned the sound Dance Crew performed on the night. DJ Hurshii from Zeal desk and photographed the event. It was great to see local Kapiti and local DJ Moose had the crowd on their feet Inglewood youth there as well as youth coming out from until the end of the night. Local young volunteers helped to New Plymouth to support Jayden and the performers. run the sound, lighting, photography and videography.
Meet The Mayoral Candidates The Great Skate 30th September 5th October Five of the six mayoral candidates came to convince our We had a huge turn-out of over 300 people to our skate youth why they deserved the top job. Youth performed on comp at East End for 8-24 year olds. 45 entrants were the night and submitted a range of really interesting narrowed down to 3 winners: Sienna Toghill, Noah Forrest questions which our two 16 year old MC's put to the and Jackson Wilcox.. Live acts performed throughout the candidates. Many young people commented that it opened day and electoral officers helped people register and cast their eyes as to how important voting is. their votes in the local elections.
Other Events
Taranaki Youth Forum – 12th & 13th February Lock-In Dance Battle @ Puke Ariki – 5th July Zeal @ SHGC - 19th February Mid-Winter Christmas Party – 13th July Zeal @ Manukorihi – 29th March Afternoon Jamz with Zeal – 20th October Dance Battle @ SHGC – 2nd April The Light Party – 31st October Mitre 10 Rainbow Run – 7th April Christmas Parade Party – 30th November Zeal Hitz WITT (Youth Week – 3 Gigs) – 20th, 21st, 24th May
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019 3
10 1.1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Creative Programmes
Event Management Singer/Songwriter Workshops We have loved every minute of establishing and working Sixteen year old Hannah Collinson did an amazing job in alongside our core team of 32 youth volunteers (10 of running this three-day workshop which included everything these have become Zeal’s official school reps). These young from how to write their own material to tips for performing. men and women have done an awesome job in helping us We are really looking forward to Hannah running these put together and run our 19 events to date. sessions again in 2020.
Guitar Lessons Hip Hop Dance Classes These 60min classes run every Tuesday (term 2-4). They During terms 2 & 3 we ran two 60-120min classes per have been a real success, and many local youth (especially week. The first class was for females only, many of whom from the Marfell area) have either learnt the basics of were learning hip-hop for the first time. The second was for playing the guitar from scratch or grown in their ability. our Dance Crew Marfell Misfitz, which grew from 3 to 7.
Sound Engineer Training Photography Workshop Series Devon Welch from Zeal Kapiti came up to run sound A group of 13 youth have been learning about how to engineer training with some of our core youth. Three of take better photos on their phones by learning about these youth now assist with sound at our events. composition, lighting and editing. Life Skills programme at Spotswood College During Term 4 we have been working with a group of 10 students to develop tools around self-worth, positive self-talk, forming positive friendships, overcoming fears and navigating challenging home environments.
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019 4
11 1.1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Key Milestones
Employing Daniel Hartley Moved into 44 Cook st We employed Daniel in February as a part-time youth In February we moved into this space as a base for Luke worker. He has years youth work experience and an and Daniel to work from, mentoring youth, serving amazing story of how he overcame significant difficulties as breakfast, running programmes and small-scale events. a child. He is such an inspiration and positive influence in “We have been waiting for an organization like yours that the lives of the youth that we work with. offers opportunities for youth to be creative and express themselves, we are so glad that you are here.” (Julie Gunn, Landlord)
Serving Breakfast Build of Trailer Stage We saw a need in the community to provide healthy and We borrowed a trailer stage off Zeal Hawkes Bay for a nutritious breakfasts to local young people. Many of them few months and found it invaluable for running outdoor were struggling to attend school/course and by providing events. In August our own bigger and better trailer stage breakfast and rides to school/course we can help them was completed and enables us to set up and run outdoor increase their attendance and focus on their learning. events such as The Great Skate and the Christmas Parade Total attendees: 371 Party. We are looking forward to bringing the stage across Average attendees: 8.2 wider Taranaki next year, especially to smaller communities Referrals per interaction: 0.3 that don’t have many youth events. Total community connections: 100
Formation of Advisory Panel In March an Advisory Panel of local key stakeholders was formed to support Regional Manager Luke in strategic decision making specific to our region. The panel consists of Daryl Warburton (Principal of Waitara High School), Stacey Hitchcock (New Plymouth District Councillor), Michelle Ramage (Tu Tama Wahine) and Karen Venables (Director, Legal Solutions).
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019 5
12 1.1 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Success Stories Lucas Lucas was walking past our centre in March when he knocked on the door to ask about who we are and what we did. He quickly started hanging out with us every day and we soon discovered he loves rapping and dancing. When he first started performing at our gigs, nerves meant he’d rap while reading the lyrics he’d written from his phone. A couple of months later, we challenged him to rap without his phone at an event 400 young people were going to be at. Not only did Lucas do it but he freestyled too! The phone hasn’t been back on stage since and Lucas is writing new material weekly. In an incredibly freeing experience, he even performed to over 1000 students with us at his old school where he’d previously been bullied. Lucas has become a core member of our volunteer team and we are incredibly proud of him. Jayden When we met Jayden at our event at Inglewood High School he was disengaged from school, hanging around with people that were negatively influencing his behaviour and lacked a sense of purpose in his life. He found belonging in the Zeal community and a passion for event management, sound and lighting and photography. After doing the Gateway programme through Zeal and helping out in a variety of roles at our events Jayden has now landed his dream part-time job at TSH. Business Partnerships We partnered with Amoore Coffee early in the year and they have been great supporters of Zeal. Three of our youth, Isiah, Kuru and Minarapa, have now gained training and employment with them.
Many other local business have been very supportive of Zeal. Some of them have helped local youth in practical ways through donating food and furniture among other things.
Looking Ahead
Our Marfell centre needs significant renovation to be operational in 2020. Along with the necessary structural work that needs to be done we would love to reconfigure a storage space out the back into a multipurpose workspace. Currently the size and nature of the programmes we can run is limited by the size and condition of the Marfell building. In the meantime we have temporary spaces to run our creative programmes from while we wait for the structural work to be done.
We see many needs among the local youth that we would love to have the ability to meet. We would love to have the staff to open the centre 3-6pm Tuesday-Friday to provide a safe space for local youth and more opportunities for mentoring.
Zeal Taranaki End of Year Report Nov 2018 – Nov 2019 6
13 1.2 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Zeal feedback on key issues concerning local youth
2b. The purpose of an Event is to engage with youth to listen and understand the issues that are of concern with those youth.
5b Zeal report shall provide feedback to the Council on the issues that are of concern to the youth who attended the Events as well as Zeal’s feedback on the events.
The Zeal team spoke to a large number of local youth at each of our 20 events over the past 12 months. The total attendees from these events was 9,291.
Our team asked local youth three main questions;
1) Is there anything missing in New Plymouth for your age group? 2) If so, what? 3) If you had the power to change anything effecting your age group in New Plymouth, what would it be?
Here are the main three answers to the above questions
1) - A Youth Space/A place for youth to ‘hang out’/A place ‘just for youth’ - Youth Events/Youth Gigs/Youth Festivals/Youth Parties - A Youth Centre
2) See above
3) A place for ‘youth to go’/’hang out’/Youth Centre More support for friends going through depression/anxiety/mental health issues youth poverty/inequality
14 1.2 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
As well as consulting local youth on key issues at our events, we also provided them with a chance to feedback to us through hosting breakfasts (three times a week), regular ‘Afternoon Hangz’, and through our creative programs (Event Management, Guitar Lessons, Singer/Songwriter sessions, Rap workshops, Hip-Hop Dance & Photography, Sound Engineer training).
Zeal also hosted four forums to provide youth with the opportunity to feedback on key issues:
1) Empowering young Leaders Day (22nd May) As per end of year report 2) Taranaki 2050 Youth Forum at Zeal (28th June) An opportunity for 30 youth to put forward their thoughts and ideas for the Taranaki 2050 Roadmap 3) Libraries Collaborative at Zeal (13th August) Zeal was very happy to provide library staff with the opportunity to hear thoughts and ideas from Zeal youth around what they would love to see available for youth from the library facilities. Zeal youth shared many creative ideas. We then formed an events committee of Zeal youth who would work alongside library staff in planning regular youth events and activities. Zeal’s Youth Worker Daniel Hartley also played a key role through providing youth with transport to and from the committee meetings as well assisting with the running of these. 4) Meet The Mayoral Candidates at Marfell School (September 30th) Zeal hosted this event to provide the opportunity for local youth (under 25) to put questions and share concerns/issues that are important to them to each of the Mayoral Candidates. (5 of the 6 candidates attended)
Youth of Marfell
Zeal set up a Youth Hub in Marfell at the start of this year. When we opened this space, the idea was that it would be an office for myself & Daniel, as well as a creative space that our core youth volunteer team could regularly meet, and plan for Zeal events and activities. However, through getting to know many local youth, it quickly became apparent that for many of them their basic needs were not being met; For a significant number of young people their situation was/is; - No food at home - Lack of clothing/no appropriate footwear - Unstable home environment (navigating family violence, drug/alcohol abuse in the home)
As a result of discovering these needs, Zeal worked alongside a team of generous locals to provide food, clothing and help meet other practical needs regularly throughout the course of the year (including sourcing and delivering beds, furniture, school supplies and regular food parcels).
15 1.2 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Zeal Update
Additional feedback on behalf of NPDC
At the request of NPDC, Zeal surveyed local youth on:
- Council Services & Facilities (March 2019) - Potential Foreshore expansion (April 2019) - Blip E-Scooter Trial (May 2019)
Results provided to relevant NPDC Dept after each survey was completed
Luke Galley Taranaki Manager E: [email protected] P: 021 190 2692
16 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2
WHO AGE FRIENDLY NEW PLYMOUTH ANNUAL REPORT
PURPOSE
1. This report provides an update on the age friendly activities the Council has delivered since the district’s accreditation as an age friendly community by the World Health Organisation (WHO) in December 2018.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted.
SIGNIFICANCE AND ENGAGEMENT
2. This report is provided for information purposes only, and is assessed as being of some importance.
DISCUSSION
3. In 2017, the New Plymouth Positive Ageing Trust developed the 2017 – 2027 Age Friendly New Plymouth Strategy (the Strategy) in line with WHO Age Friendly guidelines. The Strategy focused on the following eight domains, as highlighted by WHO:
a) Outdoor Spaces and Buildings;
b) Transportation;
c) Housing;
d) Social Participation;
e) Respect and Social Inclusion;
f) Civic Participation and Employment;
g) Communication and Information; and
h) Community Support and Health Services.
4. Research and development of the Strategy identified that Council has a role to play in many of the eight domains.
5. On 24 July 2018, Council resolved to endorse an application to become a WHO accredited age friendly community member. Part of this resolution was provision of an annual update report on Council’s age-friendly performance. Age friendly activities that the Council has delivered are listed in Appendix 1.
17 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2
6. Following the resolution, Council officers submitted a successful application to WHO, and in December 2018 New Plymouth became an accredited age friendly community. The WHO Age Friendly New Plymouth Steering Group was established. The Group includes the following organisations:
Taranaki District Health Board; Taranaki Regional Council; Age Concern Taranaki; CCS Disability Action; New Plymouth District Council; New Plymouth Positive Ageing Trust; Sport Taranaki; Taranaki Disability Information Centre Trust; Bishop’s Action Foundation; and Volunteering New Plymouth.
7. Key milestones over the past year are:
Acceptance by WHO as an accredited age friendly member in December 2018. Establishment of the WHO Age Friendly New Plymouth Steering Group. Development of an Age Friendly Action Plan. Securement of a $12k Community Connects Grant from the Office of Seniors to help deliver the Action Plan. Delivery of a number of action plan items.
8. Of the 15 actions identified in the Age Friendly New Plymouth Strategy which NPDC has responsibility for, eight have been completed, and seven are in progress. These are identified in the attachment to this report.
NEXT STEPS
9. Council officers will continue to provide key updates to the Age and Accessibility Working Party throughout the year, and will report back to Council in 12 months’ time.
FINANCIAL AND RESOURCING IMPLICATIONS
10. There are currently no foreseen financial or resourcing implications. The majority of the age friendly work Council is involved in is business as usual. Any future costs can be addressed through future Long-Term Plan processes.
18 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2
IMPLICATIONS ASSESSMENT
11. This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002.
APPENDICES
Appendix 1 Age Friendly New Plymouth Annual Report (ECM8199979)
Report Details Prepared By: Callum Williamson (Community Partnerships Lead) Team: Community Partnerships Approved By: Liam Hodgetts (Group Manager, Strategy) Ward/Community: New Plymouth District Date: 16/12/2019 File Reference: ECM 8198809
------End of Report ------
19 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2.1
Appendix
New Plymouth District Council WHO Age-Friendly Activities 2019
Outdoor Spaces and Buildings
Goal - Environments enhance physical wellbeing, promote independence, foster social interaction and enable people to conduct their daily activities.
Actions Progress Maintain and enhance a This is business as usual for Council. Council has Completed pedestrian network an upgrade programme in place, but also responds (including appropriate to particular service requests and schedules, and crossings) that is completes other upgrades when they are identified comprehensive and safely as necessary. located for all (particularly in communities where shops and services can be accessed without a vehicle).
Audit of pavements and This is business as usual for Council. This includes In progress crossings in key townships utilizing a 2016 accessibility audit of Fitzroy. and communities. Council routinely incorporates the findings and recommendations of audits into future pavement and crossing upgrades.
Increase the availability of Council’s Parks Team assesses requests for seating In progress seating, shade and toilets in and shade in public places. public spaces. Council has a Public Toilet Strategy regarding the number of toilets and their location. This Strategy is overdue for review.
Improve beach access for all NPDC’s re-instatement of the steps at Back Beach In progress mobility types. will aid beach accessibility. NPDC has approached Fitzroy Surf Lifesaving Club to see if they would like to work together to secure a beach mat. The mat would allow safer access to the beach for all.
Additional Actions NPDC is also investigating future upgrades to some playgrounds that could enable access for all.
20 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2.1
Transport
Goal - A public, community, and volunteer transport mode enables all people to retain independence and social connections.
Actions Progress Increase in provision of NPDC currently install bus shelters where they are Completed public bus services and their required.
associated infrastructure Increase the availability of NPDC have commenced an accessible parking In progress accessible parking at key audit. The audit will assess whether mobility
locations. parks are in the correct location and being utilized
to their full potential.
Additional Actions Council are developing a District Transport Strategy that will include public transport and assist in making public transport more attractive to customers.
Housing
Goal - All people have choices to live independently and age well in a healthy, affordable home environment.
Actions Progress Increase the number and Council is currently working on a project to In progress quality of pensioner housing. understand the quality and suitability of housing
for the elderly, including whether it is fit for
purpose. There is no commitment to increase the
number of Council owned and operated pensioner
homes.
The Proposed District Plan provides more flexibility for different housing types and increased housing density, particularly in areas close to the city and town centres. This will benefit the elderly population and increase the vitality of the CBD. Homes of all elderly people A Council loan scheme allows people to install Completed to be insulated for free. clean heat products or insulation in their homes
with repayments through their annual rates, at a
low interest rate. Development of community/ The Proposed District Plan provides flexibility for Completed co-housing/kaumātua community/co-housing/Papakāinga housing
housing models across the models in residential and rural areas, and district. Papakāinga housing on Māori land and in Māori Purpose Zones.
21 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2.1
Encourage retirement home The Proposed District Plan encourages the Completed and village developments in location of retirement villages in residential areas
smaller communities, close to and in town and local centres. Consideration is
amenities and services. given to how the development provides for a range of housing choices and enhances social cohesion. Advocate Lifetime Design as Council acknowledges sustainability and Completed part of all new housing accessibility principles when consenting buildings.
developments. The Proposed District Plan allows for a range of houses and more medium-density development. The Proposed District Plan policies encourage universal design to cater for people of all ages and abilities.
Respect and Social Inclusion
Goal - All people are respected as valuable, contributing members of their communities.
Action Progress Set up an NPDC All Age Council has now set up the Age and Accessibility Completed Friendly Sub Committee Working Party.
Additional Actions NPDC runs ‘Welcome to the District’ events for residents new to New Plymouth. Work is also underway to establish community gardens. Council supports Community Taranaki’s Community Circle by providing free use of the Council Chambers.
Communication and Information
Goal - All people are well connected and have access to timely and relevant information.
Actions Progress Develop a directory of Council currently hosts the ‘Groups’ website which Completed services and other supports helps residents connect with community groups at community board or local throughout the district and region. neighbourhood level. Engage a dedicated resource Council have sought funding for an initial needs In progress to lead implementation of the assessment and for development of the Age
Age Friendly Strategy Friendly New Plymouth Strategy. Council will
continue to work with the WHO Steering Group to
secure funding for a steering group coordinator.
22 Kaitake Community Board Agenda (10 February 2020) - Recommendation - WHO Age Friendly Update 2.1
Community Support and Health Services
Goal - Appropriate community support and health services are available and accessible to those who need them
Actions Progress Complete emergency NPDC has begun this work in Inglewood and In progress management planning and Waitara. Emergency Management Plans for other
programmes at a Community communities will continue at a later stage.
Board level.
23 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
3
OUTCOME OF THE NZTA INVESTMENT AUDIT
PURPOSE
1. This report provides a summary of the recent investment audit of how NPDC is using the funding provided by the NZTA.
RECOMMENDATION That, having considered all matters raised in the report, the report be noted.
SIGNIFICANCE AND ENGAGEMENT
2. This report is provided for information purposes only, and has been assessed as being of some importance.
DISCUSSION
3. As part of its investment assurance programme, the NZTA conducts a routine programme of audits to ensure that their investments have been well managed and are providing value for money.
4. An audit of each organisation approved to receive financial assistance is carried out once every two to five years, depending on a risk assessment that considers such factors as:
The size of the NZTA’s investment
The complexity of the organisation’s work programme
Road network condition
The outcome of previous audits
5. NPDC currently receives a Financial Assistance Rate (FAR) of 51% for all of the road transportation activities it undertakes that meet the NZTA investment criteria.
6. The last investment audit undertaken by the NZTA was in the 2015/16 financial year.
7. This latest audit was completed on location at the NPDC offices during the period of 16 to 19 September 2019.
24 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
3
8. The focus of this audit was the effectiveness of the Council’s financial, procurement and contract management systems. It also sought assurance that the Council is appropriately managing risks associated with the NZTA’s investments.
9. In total seven contracts from the Transportation department were reviewed as part of this audit, including the Infrastructure Term Services contract recently awarded to Downer and the WSP Professional Services Contract which collectively account for more than $19 million of annual expenditure.
10. Overall, the Council’s land transport programme was determined to be well managed with good financial management procedures and documentation demonstrating compliance with the NZTA’s procurement procedures in place.
11. All focus areas of the audit report were graded as “Effective” which is the highest rating achievable under the NZTA’s auditing procedures.
12. It is important to note that, because this audit only assessed Transportation Contracts, the outcome is very different from the internal audits conducted by Deloitte that also covered procurement and contract management across the whole of the Council. This serves to highlight the fact that there are differential capabilities across parts of the Council and that there is a need for consistency of process supported by robust systems.
13. The audit report makes one recommendation for the Council to ensure that road safety exemption declarations are completed when it considers a Road Safety Audit is not required for improvement projects.
14. A copy of the draft audit report was received by NPDC management for comment prior to it being finalised by the audit team. The NPDC management team provided comments which included the acceptance of the recommendation outlined above.
15. A copy of the final audit report is included in Appendix A of this report.
FINANCIAL AND RESOURCING IMPLICATIONS
16. The issues raised in the audit report have low cost implications that will be accommodated within the existing Transportation budgets.
25 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
3
IMPLICATIONS ASSESSMENT
17. This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:
Council staff have delegated authority for any decisions made; Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter; Council staff have considered how the matter will promote the social, economic, environmental, and cultural well-being of communities in the present and the future. Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan; Any decisions made are consistent with the Council's plans and policies; and No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.
APPENDICES
Appendix A – Final NZTA Investment Audit Report (ECM 8206654)
Report Details Prepared By: David Langford (Infrastructure Manager) Team: Infrastructure Approved By: Kelvin Wright (Chief Operating Officer) Ward/Community: District Wide Date: 03 January 2020 File Reference: ECM 8206653
------End of Report ------
26 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
3.1
December 2019
NZ TRANSPORT AGENCY INVESTMENT AUDIT
FINAL REPORT
Monitoring Investment Performance
Report of the investment audit carried out under section 95(1)(e)(ii) of the Land Transport Management Act 2003.
Approved Organisation (AO): New Plymouth District Council NZ Transport Agency Investment Budgeted programme $27,382,500 (2018 – 2021 NLTP) Date of investment audit: 16-19 September 2019 Investment Auditor: Glenn McGregor
Report No: RAGMI - 1944
OBJECTIVE The objective of this audit is to provide assurance that the New Zealand Transport Agency’s investment in New Plymouth District Council’s land transport programme is being well managed and delivering value for money. The audit focuses on the effectiveness of Council’s financial, procurement and contract management systems. We also seek assurance that the Council is appropriately managing risk associated with the Transport Agency’s investment. We recommend improvements where appropriate. Refer Appendix A for the audit programme.
EXECUTIVE SUMMARY New Plymouth District Council’s land transport programme is well managed. Council has good financial management procedures in place to support the programme’s delivery. There is also good documentation to show compliance with the Transport Agency’s procurement procedures. A new Infrastructure Term Services contract that encompasses most of the Transport Agency’s financially assisted activities commenced 1 July 2019. While not formally an alliance contract, Council’s transport staff will be collocated with the contractor. This will require a different management / governance approach by Council. New Plymouth District Council needs to ensure that road safety exemption declarations are completed when it considers that a road safety audit is not required for improvement projects.
27 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
AUDIT RATING ASSESSMENT
Issue Rating Assessment* 2 Financial processes Effective
3 Procurement procedures Effective
4 Contract management Effective
5 Professional services Effective
Overall rating Effective
* Key to rating assessment – refer appendix B
RECOMMENDATIONS The table below captures the audit recommendations. Agreed dates are provided for the implementation of recommendations by the approved organisation.
Implementation We recommend that New Plymouth District Council: Date
4. Ensures that road safety exemption declarations are completed Immediate when it considers a road safety audit is not required for improvement projects and documents any action taken to address recommendations contained in independent road safety audit reports.
Report Number: RAGMI-1944
28 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
FINDINGS
1: What issues, if any, remain unresolved from the previous audit?
Findings There were two issues identified during the previous investment audit in November 2015. The first, relating to the journaling of expenditure between work categories has been addressed. The second concerns the inconsistent undertaking of road safety audits, which is being addressed. This issue was also identified during the recent March 2019 technical investment audit (see section 4 below). New Plymouth Agree to immediate commencement of Road Safety Audits in DC response accordance with NZTA procedures for projects guidelines.
* * *
Effective 2: Financial processes
Findings New Plymouth District Council has effective financial processes to manage the land transport disbursement account. • Funding claims were reconciled to Council’s general ledger (2015/16, 2016/17, 2017/18, 2018/19) • Expenditure claimed was eligible for funding assistance • Allocation for professional services and administration overheads is supported by robust methodology • Activity on a sample of retentions was validated to the contract retentions account. There were no old or excessive amounts being withheld. The account is monitored monthly and being well managed. New Plymouth DC response
* * *
Effective 3: Procurement procedures
Findings Six physical works contracts and one professional services contract were reviewed for compliance with the Transport Agency’s approved procurement procedures (see Appendix C). All complied. The Transport Agency worked with Council on the development of the RFP for the Infrastructure Term Services contract. One notable feature of the contracts reviewed was the focus on quality rather than lowest price. This was evidenced by the relatively low weighting assigned to price compared to quality attributes in the tender evaluation process. The Transport Agency supports this approach, on the basis that it is intended to result in a higher quality land transport network.
Report Number: RAGMI-1944
29 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
Council’s Procurement Strategy has recently been endorsed by the Transport Agency. New Plymouth DC response
* * *
4. Contract management Effective
Findings The key Infrastructure Term Services contract commenced 1 July 2019. It is too early to form a view on how successful Council has been in achieving value for money from this investment. However, the CEMAR contract management documentation tool does appear comprehensive in providing Council with useful management information. Regular meetings with the contractor supported by Council’s own road inspectors supplements this. The contract covers most land transport activities being delivered by Council (plus parks and two waters) and therefore its success is critical in the delivery of Council’s Transport Agency funding assisted land transport activities. The impending move of eight Council staff into the Downer offices while improving communication will require a different management /governance approach. Two examples of independent (BECA) road safety audits were provided. While being comprehensive neither showed what action Council intended taking in relation to each audit reports recommendations. Council is also reminded to complete road safety exemption declarations when it considers that a road safety audit is not required. There are good processes in place for the development and delivery of the low cost / low risk programme. One contributor to the programme are interventions to remedy sites of serious injury crashes. Council’s ability to review the potential road environment contribution to these crashes in the District is, at times, hampered by a lack of timely information.
Recommendation That the New Plymouth District Council ensures that road safety exemption declarations are completed when it considers a road safety audit is not required for improvement projects and documents any action taken to address recommendations contained in independent road safety audit reports.
New Plymouth DC Agree to immediate commencement of Road Safety Audits in response accordance with NZTA procedures for projects guidelines.
* * *
Report Number: RAGMI-1944
30 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
5. Professional services Effective
Council has good processes in place to ensure that it is getting value Findings for money from its delivery of professional services. The majority of professional services are provided by Opus, supplemented by internal services as appropriate. Council has recently renewed its professional services contract with Opus for a further two years. Internal overhead charges associated with professional services provided by NPDC staff are eligible for funding assistance and within the accepted charge out parameters.
New Plymouth DC response
Report Number: RAGMI-1944
31 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
APPENDIX A
Investment Audit Programme
1. Previous audit outcomes - November 2015 2. Land Transport Disbursement Account 3. Final claims for 2015/16, 2016/17, 2017/18, 2018/19 4. Reconciliation between ledgers supporting final claim and the audited financial statements 5. Transactions (accounts payable) 2018/19 6. Retentions Account 7. Procurement Procedures 8. Contract Variations 9. Contract Management 10. Professional Services 11. Other issues that may be raised during the audit 12. Close out meeting
Report Number: RAGMI-1944
32 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
APPENDIX B
AUDIT RATING TABLE
Rating Definition
Investment management – effective systems, processes and management practices used. Effective Compliance – Transport Agency and legislative requirements met. Findings/deficiencies – opportunities for improvement may be identified for consideration.
Investment management – acceptable systems, processes and
management practices but opportunities for improvement. Some Compliance – some omissions with Transport Agency requirements. No Improvement known breaches of legislative requirements. Needed Findings/deficiencies - error and omission issues identified which
need to be addressed
Investment management – systems, processes and management
practices require improvement. Significant Compliance – significant breaches of Transport Agency and/or Improvement legislative requirements. Needed Findings/deficiencies – issues and/or breaches must be addressed or
on-going Transport Agency funding may be at risk.
Investment management – inadequate systems, processes and management practices.
Compliance – multiple and/or serious breaches of Transport Agency or Unsatisfactory legislative requirements.
Findings/deficiencies – systemic and/or serious issues must be urgently addressed or on-going Transport Agency funding will be at risk.
Report Number: RAGMI-1944
33 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
APPENDIX C
(From Question 3)
CONTRACTS AUDITED
Contract Tenders Date Description Contractor Number Received Let Physical Works 17/RC03 1 Mar Snapper Flat Road armour Fleming Estimate $69,658 2018 protection Contractors Let Price $69,658 Final Cost $63,609 17/RM14 2 Mar Devon Street East Downer Estimate $615,300 2018 pavement rehabilitation Let Price $609,837 Final Cost $594,820 17/RM36 3 Jan Manutahi Road and Inland Whitaker Estimate $570,000 2018 North Road AWPT Civil Let Price $728,686 Engineering Final Cost $641,543 17/RM37 4 May Otaraoa Road slope Taranaki Estimate $523,599 2019 stability improvements and Civil Let Price $479,352 AWPT Construction Final Cost Not yet completed 18/RM02 4 Feb Mangorei Road seal Downer Estimate $770,000 2019 widening and minor safety Let Price $812,197 improvements – Stage 2 Final Cost Not yet completed 19/RM01 2 Feb Infrastructure Term Downer Estimate $157,000,000 2019 Services Let Price $155,669,586 Final Cost Not yet completed
Professional Services 16/RP01 4 May Professional Services Opus Estimate $6,650,000 2016 Let Price $3,596,821 Final Cost Not yet completed
Report Number: RAGMI-1944
34 Kaitake Community Board Agenda (10 February 2020) - Recommendation - Outcome of NZTA Investment Audit
Audit: New Plymouth District Council 3.1
December 2019
Investment Audit of New Plymouth District Council Report No: RAGMI-1944
Prepared by: Glenn McGregor, Senior Investment Auditor
Approved by: Richard Leverington, Senior Manager, Risk and Assurance
Report Number: RAGMI-1944
35