Hibiscus and Bays Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Hibiscus and Bays Local Board held in the Local Board Office, 2 Glen Road, Browns Bay on Wednesday, 20 November 2013 at 4.30pm.

 

present

 

Chairperson

Julia Parfitt, JP

 

 

 

Deputy Chairperson

Greg Sayers

 

 

 

Members

David Cooper

 

 

 

 

Janet Fitzgerald, JP

 

 

 

 

Gaye Harding

 

 

 

 

Gary Holmes

 

 

 

 

Lovisa Kronqvist

 

 

 

 

Lisa Whyte (from 6.30pm)

Item 8

 

 

 

APOLOGIES

 

Member

Lisa Whyte for lateness

 

 

 

ALSO PRESENT

 

Councillors

Wayne Walker (from 5.05pm)

Item 19

 

 

John Watson (from 4.45pm)

Item 14

 

 

 

 

 

 

 


1          Welcome

 

The Chairperson welcomed those in attendance.

 

2          Apologies

 

Resolution number HB/2013/233

MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper:  

That the Hibiscus and Bays Local Board:

a)         accept the apology from Member Lisa Whyte for lateness.

 

CARRIED

 

 

3          Declaration of Interest

 

There were no declarations of interest.

 

 

4          Confirmation of Minutes

 

Resolution number HB/2013/234

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:  

That the Hibiscus and Bays Local Board:

a)         confirm the minutes of its inaugural meeting held on Thursday, 7 November 2013,  as a true and correct record.

 

CARRIED

 

5          Leave of Absence

 

There were no leaves of absence.

 

 

6          Acknowledgements

 

There were no acknowledgements.

 

 

7          Petitions

 

There were no petitions.

 

 

10        Extraordinary Business

 

There was no extraordinary business.

 

 

11        Notices of Motion

 

There were no notices of motion.

 

 

13

Infrastructure and Environmental Services Update Report

 

Theresa Pearce, Relationship Advisor, was in attendance for this item.

 

 

Resolution number HB/2013/235

MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper:  

That the Hibiscus and Bays Local Board:

a)      receive the Infrastructure and Environmental Services update report.

 

CARRIED

 

Councillor Watson present at 4.45pm

 

14

Hibiscus & Bays Quarterly Performance Report for the quarter ended September 2013

 

Jane Koch, Lead Financial Advisor was in attendance for this item.

 

 

Resolution number HB/2013/236

MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald:  

That the Hibiscus and Bays Local Board:

a)         receive the Quarterly Performance Report

 

CARRIED

 

 

15

Estuary Arts Centre Education Wing Development

 

Bridget Davey, Senior Local Board Advisor was in attendance for this item.

 

 

Resolution number HB/2013/237

MOVED by Member GA Harding, seconded by Chairperson JG Parfitt:  

That the Hibiscus and Bays Local Board:

a)      appoint members Parfitt and Sayers to the Estuary Arts Extension Management Committee.

b)      delegate to Members Parfitt and Sayers the authority to make decisions in relation to the Estuary Arts Centre education wing development project, specified within the Management Committee Terms of Reference as follows:

i)       finance – Decision making and oversight in respect of expenditure within agreed project budget

ii)      decision making and oversight in respect of design areas

iii)     contribute to decisions and provide oversight in respect of the appointment of contractors/suppliers

iv)     approval of press releases

v)      media spokespersons (with liaison and support from the Local Board Communications Advisor) 

c)      note that the Management Committee Terms of Reference also details those decisions which must come back to the full Hibiscus and Bays Local Board for approval.

 

CARRIED

 

16

New Structure for Facilities and Reserves Committee

 

Leigh Radovan, Local Board Advisor in attendance.

 

 

Resolution number HB/2013/238

MOVED by Member DR Cooper, seconded by Member J Fitzgerald:  

That the Hibiscus and Bays Local Board:

a)         appoint members Cooper, Fitzgerald, Harding, Parfitt and Whyte to the membership of the Facilities and Reserves Committee.

 

b)         delegate to the Facilities and Reserves Committee decisions that are detailed in the attached Terms of Reference (Attachment A).

 

c)         confirm that the Facilities and Reserves Committee will meet monthly as follows:

 

Date

Location

Workshop

Business Meeting

Friday, 6 December 2013

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

Friday, 14 February 2014

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

Friday, 14 March 2014

Local Board Office, 2 Glen Road, Browns Bay

10.00am

1.00pm

Friday, 11 April 2014

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

Friday, 16 May 2014

Local Board Office, 2 Glen Road, Browns Bay

10.00am

1.00pm

Friday, 13 June 2014

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

Friday, 11 July 2014

Local Board Office, 2 Glen Road, Browns Bay

10.00am

1.00pm

Friday, 15 August 2014

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

Friday, 12 September 2014

Local Board Office, 2 Glen Road, Browns Bay

10.00am

1.00pm

Friday, 17 October 2014

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

Friday, 14 November 2014

Local Board Office, 2 Glen Road, Browns Bay

10.00am

1.00pm

Friday,  12 December 2014

Council Chambers, Orewa Centre, 50 Centreway Road, Orewa

10.00am

1.00pm

 

 

CARRIED

 

 

17

Hibiscus and Bays Local Board Meeting Schedule for the remainder of 2013 and for 2014

 

Resolution number HB/2013/239

MOVED by Chairperson JG Parfitt, seconded by Member AG Sayers:  

That the Hibiscus and Bays Local Board:

a)      adopt the meeting schedule for the remainder of 2013 and for 2014 as listed below:

2013

 

DATE

TIME

VENUE

Business Meeting

Wednesday, 20 November 2013

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 11 December 2013

1.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 18 December 2013

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa


 

 2014

 

DATE

TIME

VENUE

Business Meeting

Wednesday, 19 February 2014

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 19 March 2014

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 16 April 2014

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 21 May 2014

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 18 June 2014

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 16 July 2014

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 20 August 2014

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday,17 September 2014

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 15 October 2014

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 19 November 2014

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 17 December 2014

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

 

b)      note that the dates and times for hearings and deliberations for the Local Board Agreement 2014/2015 are not finalised and as such the meeting schedule may require alteration. 

 

CARRIED

 


 

 

18

Local board members portfolio allocation and urban design champion

 

Bridget Davey, Senior Local Board Advisor was in attendance for this item.

 

 

Resolution number HB/2013/240

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:  

That the Hibiscus and Bays Local Board:

a)      nominate the following local board members as lead and alternates for each portfolio area as follows:

Local Board Portfolio

Portfolio holders

Lead

Alternate

Local planning, policy and governance

Julia Parfitt

Greg Sayers

Arts and culture

Greg Sayers

Julia Parfitt

Events

Greg Sayers

Julia Parfitt

Community services and facilities

Julia Parfitt

Janet Fitzgerald

Youth

Lovisa Kronqvist

Gaye Harding

Libraries

Lisa Whyte

Gaye Harding

Recreation services

Gaye Harding

Lisa Whyte

Parks

David Cooper

Janet Fitzgerald

Julia Parfitt

Lovisa Kronqvist

Built and natural environment

Janet Fitzgerald

Julia Parfitt

Economic development

Gary Holmes

Gaye Harding

Street environment and town centres

David Cooper

Gary Holmes

Janet Fitzgerald

Transport

David Cooper

Janet Fitzgerald

Gary Holmes

Greg Sayers

Civil defence and emergency management

David Cooper

Greg Sayers

Bylaws

Gaye Harding

Julia Parfitt

Communications and Engagement

Julia Parfitt

Lovisa Kronqvist

Finance

Lisa Whyte

Julia Parfitt

 

b)      appoint member Gary Holmes to provide input into notification decisions for resource consent applications that trigger local board input and member Janet Fitzgerald as an alternate.

c)      appoint member Gary Holmes as the Hibiscus and Bays Local Board’s representative as an urban design champion and member Janet Fitzgerald as the alternate representative.

 

CARRIED

 

 

Councillor W Walker present at 5.05pm

19

Appointment of Board Members to Outside Organisations and Community Networks

 

Resolution number HB/2013/241

MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald:  

That the Hibiscus and Bays Local Board:

a)      allocate local board members to outside organisations and community networks, as listed below:

Organisation

Primary

Alternate

Estuary Arts Charitable Trust

 Greg Sayers

 

Vaughan Homestead (Torbay Historical Society)

 Julia Parfitt

 

Victor Eaves Management Committee

 Gaye Harding

 

 

 

 

Mainstreet or Business Improvement District

Primary

Alternate

Destination Orewa Beach

Gaye Harding

Greg Sayers

Torbay

David Cooper

Julia Parfitt

Browns Bay

Gary Holmes

Julia Parfitt

Mairangi Bay

David Cooper

Lisa Whyte

Local Government New Zealand

Primary

Alternate

Zone 1 Representative

Janet Fitzgerald

Julia Parfitt

 

 

 

 

 

CARRIED

 

 

20

Establishment of Swimming Pool Fencing Exemption Committee

 

Resolution number HB/2013/242

MOVED by Chairperson JG Parfitt, seconded by Member GA Harding:  

That the Hibiscus and Bays Local Board:

a)      establishes a Hibiscus and Bays Local Board Swimming Pool Fencing Exemptions Committee and delegate all decisions relating to applications for swimming pool fencing exemptions received under the Fencing of Swimming Pools Act  1987.

b)      appoints the following four members to the Hibiscus and Bays Local Board Swimming Pool Fencing Exemptions Committee: Julia Parfitt,  Janet Fitzgerald,  Gaye Harding and Lisa Whyte, with a minimum of two members providing a quorum for the committee.

c)      note that the first meeting is to be held on 6 December 2013 following the Facilities and Reserves Committee meeting.

CARRIED

 

 

 

 

21

Commitments and Funding Report for Hibiscus and Bays Local Board Key Projects

 

Leigh Radovan Local Board Advisor was in attendance

 

 

Resolution number HB/2013/243

MOVED by Member GA Harding, seconded by Chairperson JG Parfitt:  

That the Hibiscus and Bays Local Board:

a)         confirm the allocation of $25,000 from the Local Discretionary budget to complete the Mairangi Bay Reserve Management Plan.

b)         confirm the allocation of $5,000 from the Local Board Discretionary budget to Paperspaces Landscape to complete a landscape plan for Te Herenga Waka o Orewa at the proposed new location at Silverdale.

c)         confirm the allocation of $4,500 from the Local Civic functions budget to provide an event to celebrate the building of the new toilet block at Mairangi Bay and the installation of the all abilities equipment at the Mairangi Bay playground.

d)         confirm the allocation of $3,000 from the Local Civic Functions budget to engage with the Stillwater community on the proposed Stillwater Hall and playground.

 

CARRIED

 

 

22

Northern Joint Funding Committee

 

Resolution number HB/2013/244

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:  

That the Hibiscus and Bays Local Board:

a)      agree to re-instate the Northern Joint Funding Committee for 2013/2014 to administer the legacy funds as per the Terms of Reference

b)     endorse the draft Terms of Reference for the Northern Joint Funding Committee

c)      appoint member Julia Parfitt, with member Greg Sayers as alternate, to the Northern Joint Funding Committee for 2013/ 2014 with appropriate delegated authority to bind the local board on decisions relating to the legacy community funding schemes made by the Committee

d)      note that a region-wide Community Funding Policy is being developed and will in time replace the current interim funding arrangements. Officers will engage with the board in the coming months.

CARRIED

 

 

23

Urgent Decision Process for the Hibiscus and Bays Local Board

 

Resolution number HB/2013/245

MOVED by Member DR Cooper, seconded by Member LC Kronqvist:  

That the Hibiscus and Bays Local Board

a)      adopt the urgent decision process for matters that require a decision where it is not practical to call the full local board together and meet the requirement of a quorum.

b)      delegate authority to the Chairperson and Deputy Chairperson or any person acting in these roles to make an urgent decision on behalf of the local board.

c)      request that all urgent decisions be reported to the next ordinary meeting of the local board.

 

CARRIED

 

 

12

Ward Councillors Update

 

Councillors John Watson and Wayne Walker updated the local board members on the activities of the governing body and also briefly explained their own roles for this term.

 

 

Resolution number HB/2013/246

MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper:  

That the Hibiscus and Bays Local Board:

a)      thank Councillors Walker and Watson for their update to the Hibiscus and Bays Local Board on the activities of the governing body.

 

CARRIED

 

 

Dinner adjournment 6.05pm – 6.30pm

 

 

Member Whyte present 6.30pm

 

 

8          Deputations

 

 

8.1

Pauline Smith - Hibiscus Coast Forest and Bird Protection Society

 

Pauline Smith and Karen Field from the Hibiscus Coast Forest and Bird Protection Society was in attendance.

 

A copy of the tabled presentation has been placed on the file copy of the minutes and will be available on the Auckland Council website as an attachment to the minutes.

 

 

Resolution number HB/2013/247

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:  

That the Hibiscus and Bays Local Board:

a)      thank Ms Smith and Ms Field for their presentation.

 

CARRIED

 

Attachments

a     Pest Free Peninsula

 


 

 

9          Public Forum

 

 

9.1

Silverdale Town Centre - Signage

 

Lorraine Sampson, Silverdale Commercial Ratepayers, was in attendance regarding the removal of a sign in Silverdale..

 

The Chairperson took the opportunity to thank Mrs Sampson for her help with Conservation Volunteers on the Weiti River Project.

 

 

Resolution number HB/2013/248

MOVED by Chairperson JG Parfitt, seconded by Member LM Whyte:  

That the Hibiscus and Bays Local Board:

 

a)         thank Mrs Sampson for her presentation.

CARRIED

 

 

9.2

LAN 59670 – 43 Matai Road, Stanmore Bay

 

Mr and Mrs Rumble and Mr and Mrs Dyson were in attendance for this item. 

 

The residents are objecting to the above application for the following reasons:

Increased noise, impacts on traffic and parking, loss of privacy, visual appearance, discharge of stormwater/wastewater.

 

The residents would like to see the application notified so that affected parties have the opportunity to make a submission to the application.

 

Mr Rumble stated a number of questions they would like answered:

Is Council aware of the full intentions of the development, even though it is not in the application and how can it be stopped?

What information does the local board need to support the residents?

How and what can they do to stop the resource consent in the short term?

Are the residents able to receive a letter of support from the local board to submit to Council in support of this application being notified?

 

The residents were advised that the local board cannot provide a letter of support.

 

Local board members agreed that there were large areas of concern and that the application should go through a publicly notified process and at the least a limited notification should occur.

 

The residents were advised that the local board do not make the decision on notification but are able to comment on whether the application should be notified or not.

 

The residents were advised to approach the Citizens Advice Bureau for advice and they should seek professional advice on putting a submission together in “planning” speak.

 

The Democracy Advisor was requested to send the minutes of this item to the Resource Consent planner.

 

 

 

Resolution number HB/2013/249

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:  

That the Hibiscus and Bays Local Board:

 

a)         thank Mr and Mrs Rumble and Mr and Mrs Dyson for their presentation.

 

CARRIED

 

 

 

9.3

No Alcohol Signs - Manly Esplanade, Browns Bay

 

Mr and Mrs Hemmingson were in attendance regarding the removal of the “No Alcohol” sign in Manly Esplanade and also the noise and mess made by youths drinking at the northern end of Browns Bay Beach.

 

 

Resolution number HB/2013/250

MOVED by Chairperson JG Parfitt, seconded by Member LM Whyte:  

That the Hibiscus and Bays Local Board:

 

a)         thank Mr and Mrs Hemmingsen for their presentation.

CARRIED

 

 

 

24        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

 

7.40 pm                                              The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Hibiscus and Bays Local Board HELD ON

 

 

 

DATE:.........................................................................

 

 

 

CHAIRPERSON:........................................................