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, 21 May 2014 at 6.00pm.

 

present

 

Chairperson

Julia Parfitt, JP

 

 

 

Deputy Chairperson

Greg Sayers

 

 

 

Members

Janet Fitzgerald, JP

 

 

 

 

Gaye Harding

 

 

 

 

Gary Holmes

 

 

 

 

Lovisa Rasmussen

 

 

 

 

Lisa Whyte

 

 

 

 

 

 

 

 

 

APOLOGIES

 

Member

David Cooper

 

 

 

 


Hibiscus and Bays Local Board

21 May 2014

 

 

 

1          Welcome

 

The chairperson welcomed those in attendance.

 

 

2          Apologies

 

Resolution number HB/2014/72

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

That the Hibiscus and Bays Local Board:

a)         accept the apology from member Cooper for absence.

 

CARRIED

 

 

3          Declaration of Interest

 

There were no declarations of interest.

 

 

4          Confirmation of Minutes

 

Resolution number HB/2014/73

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

That the Hibiscus and Bays Local Board:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 16 April 2014, 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.

 

 

 

12

Public notification of the draft Mairangi Bay Beach Reserves Management Plan

 

Wendy Rutherford, Principal Policy Analyst, Louise Prew, Policy Analyst and Kim Brown, Manager Community Policy and Planning were in attendance.

 

 

Resolution number HB/2014/74

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

That the Hibiscus and Bays Local Board:

a)            approve the public notification of the draft Mairangi Bay Beach Reserves Management Plan for a period of not less than two months in accordance with sections 41(6)(a) and 119 of the Reserves Act 1977.

b)        appoint the local board members Cooper, Holmes, Parfitt and Whyte to the hearing committee  and the chairperson of the Facilities and Reserves Committee, member Fitzgerald to be the chairperson of the hearing committee.

           

CARRIED

 

Resolution number HB/2014/75

MOVED by Member GR Holmes, seconded by Member LM Whyte:  

That the Hibiscus and Bays Local Board:

a)         delegate to the chairperson of the local board and the chairperson of the Facilities and Reserves Committee to approve any minor changes that may be required to be made to the draft Mairangi Bay Beach Reserves Management Plan prior to public notification.

 

CARRIED

 

 

 

 

13

Bylaw review programme update - April 2014

 

Resolution number HB/2014/76

MOVED by Member GR Holmes, seconded by Member J Fitzgerald:  

That the Hibiscus and Bays Local Board:

a)      note the report on the progress of bylaw review and implementation and the forward programme that will complete the review of the legacy bylaws by 2015.

 

CARRIED

 


 

15

Quarterly Performance report for nine months to March 2014

 

Jane Koch, Business Performance Advisor was in attendance.

 

 

Resolution number HB/2014/77

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

That the Hibiscus and Bays Local Board:

a)      note the Quarterly Performance Report for the Hibiscus and Bays Local Board for the period ended March 2014.

CARRIED

 

 

16

Auckland Transport Update to Hibiscus and Bays Local Board, May 2014

 

Ellen Barrett, Elected Member Relationship Manager was in attendance.

 

 

Resolution number HB/2014/78

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

That the Hibiscus and Bays Local Board:

a)      receive the Auckland Transport Update to the Hibiscus and Bays Local Board for May 2014.

CARRIED

 

 

17

Auckland Transport Quarterly Update to Local Boards

 

Ellen Barrett, Elected Member Relationship Manager was in attendance.

 

 

Resolution number HB/2014/79

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

That the Hibiscus and Bays Local Board:

a)      receive the Auckland Transport Quarterly Report.

CARRIED

 

 

8          Deputations

 

8.1

Browns Bay Business Association

 

Mr Murray Hill from the Browns Bay Business Association updated local board members on the Browns Bay Business Association.

 

A powerpoint presentation was provided, a copy of which has been placed on file and will be available on the Auckland Council website.

 

 

Resolution number HB/2014/80

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:  

That the Hibiscus and Bays Local Board:

a)      thank Mr Hill for his attendance and presentation.

 

CARRIED

 

Attachments

a     Powerpoint Presentation

 

8.2

Raeburn House

 

Carol Ryan and Amberlee Wharton from Raeburn House were in attendance to update local board members on Raeburn House.

 

A powerpoint presentation was provided, a copy of which has been placed on file and will be available on the Auckland Council website.

 

 

Resolution number HB/2014/81

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:  

That the Hibiscus and Bays Local Board:

a)      thank Ms Ryan for her attendance and presentation.

 

CARRIED

 

Attachments

a     Powerpoint Presentation

 

 

9          Public Forum

 

There was no public forum.

 

 

20

Ward Councillors Update

 

Councillor John Watson gave an update on:

 

Why the purchase of the land at Helen Ryburn Place was not progressed.

 

The proposed Stadium strategy.

 

Proposed development at 20 Link Drive, Whangaparaoa

 

 

Resolution number HB/2014/82

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:  

That the Hibiscus and Bays Local Board:

a)      thank Councillor Watson for his update to the Hibiscus and Bays Local Board on the activities of the Governing Body.

 

CARRIED

 

 

 

14

Hibiscus and Bays Local Board Community Group Funding, Applications for round two, 2013/2014

 

Kim Hammond, Community Grants and Support Officer West was in attendance.

 

 

Resolution number HB/2014/83

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:  

That the Hibiscus and Bays Local Board:

a)      agree to either fund, partially fund or not fund an application in this round as detailed in the amount allocated column.

Table 1 – Hibiscus and Bays Local Board Community Funding Applications

 

 

Organisation

Application purpose

Request

Amount Allocated

1

East Coast Bays Community Project

Prince George’s birthday party

$300

Refer to Events Funding

2

East Coast Bays Community Project

Have-a-Go day for Older people

$250

Refer to Events Funding

3

East Coast Bays Community Project

Matariki Celebration

$720

$720

4

YMCA of Auckland Inc

Replacement of safety helmets and boat/sails for Shakespeare Lodge

$7,336

$2,336

5

Sir Peter Blake Marine Education and Recreation Centre

Recarpeting student accommodation

$7,531

$2,000

6

Hibiscus Coast Grandparents Parenting Grandchildren

Purchase of baby supplies

$10,000

$2,000

Baby supplies only

7

The Parenting Place – Toolbox Division

Funding to run 13 Toolbox parenting programmes in the Hibiscus and Bays Local Board area

$2,418

$2,000

8

North Harbour Bays Athletics Club Inc

Funding for membership fees to the AUT Millennium Institute for 12 months for club members

$5,750

No

Send to Strengthening Communities Fund

9

Project Litefoot

Implementation of LiteClub project in the Whangaparaoa Golf Club

$2,873

$2,000

10

Orewa Theosophical Society

Purchase of a new Dishwasher for the Orewa Lodge

$1,800

No

Advise of other funding groups

11

Kingsway Community Preschool (Kingsway Community Trust)

Purchase and installation of blinds for Silverdale Community Preschool

$24,626

No

12

Community Fruit Harvesting Charitable Trust

Purchase of fruit picking tools, print costs, t-shirts and sugar for the harvesting project

$2,850

$2,850

13

Get in2life Youth Development

Funding for six “underground Street Play” sessions in Hibiscus and Bays

$3,288

$3,250

Report back on which six local board parks are to be used

14

Raeburn House

Funding for resilient community worker and resilient community leader toolkits

$4,716.04

$4,250

15

North Harbour Hockey Association

Funding for turf hire at Orewa College

$1,950

$1,250

16

Coast Youth Community Trust

Service provision, training and camp costs

$15,000

$10,000

17

Hibiscus Coast Community Learning

Funding for booklet

$10,100

$5,000

18

Mairangi Arts Centre Trust

To fund a comprehensive report  on the Centre’s website/database integration project

$2,300

$2,300

19

Royal New Zealand Coastguard Boating Education

Safe boating programme at Stanmore Bay Leisure

$7,380

$5,000

20

East Coast Bays Coastal Protection Society inc

Purchase of equipment

$17,861

$5,000

Advise to see if they can access regional funds

21

Torbay Business Association

funding to increase branding

$2,730

$2,000

22

Wider Horizon

Entertainment costs for the programme for the elderly

$1,000

$1,000

23

Hibiscus Coast Youth Council

Funding for youth events, overhead expenses in relation to the internet café

$55,088

$5,000

 

 

Total

$187,867.04

$57,956

 

b)            agree that the balance of $14,370 unallocated funding be transferred to the Hibiscus and Bays Local Board Discretionary budget.

c)            consider the Prince George celebration as part of the discretionary fund deliberation as this event will occur before the next events grant round is considered.

d)            consider the Mairangi BID’s application for funding once it is received.

CARRIED

 

 

 

18

Rodney and Hibiscus Coast Subdivision Local Board Funding Subcommittee

 

Resolution number HB/2014/84

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

That the Hibiscus and Bays Local Board:

a)      confirm members Fitzgerald and Sayers to the Rodney and Hibiscus Coast Subdivision Local Board Funding Subcommittee to determine the Rodney District Council legacy funding applications to the Large Grants Fund (community), Large Grants Fund (recreation), Large Grants Fund (youth), Community Grants Scheme, Small Grants Fund (youth), Rodney Natural Heritage Fund and Rodney Heritage Item Assistance Fund, as delegated by the Northern Joint Funding Committee.

b)      confirm member Harding as an alternate member of the Rodney and Hibiscus Coast Subdivision Local Board Funding Subcommittee.

 

CARRIED

 

 

19

Hibiscus and Bays Local Board Plan 2014 hearing dates

 

Resolution number HB/2014/85

MOVED by Member GR Holmes, seconded by Member LC Rasmussen:  

That the Hibiscus and Bays Local Board:

a)      approve the Hibiscus and Bays Local Board Plan 2014 hearings dates as follows:

i)       Hearing:  Wednesday, 10 September 2014, at 9.00am

ii)      Reserve day:  Thursday, 11 September 2014, at 9.00am

          to be held in the Council Chamber, Orewa Service Centre, 50 Centreway Road, Orewa.

b)      consider the Hibiscus and Bays Local Board Plan 2014 for adoption at the  Hibiscus and Bays Local Board business meeting scheduled for Wednesday, 15 October 2014 at 4.30pm in the Council Chamber, Orewa Service Centre, 50 Centreway Road, Orewa.

 

CARRIED

 


 

 

21

Local Board Members Reports

 

Local board member Holmes reported on a meeting he had had with Bonnie Hill. Resource Consents Team Manager and Steve Goeldner, Team Leader Resource Consents regarding the resource management comment process.

 

 

Resolution number HB/2014/86

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

That the Hibiscus and Bays Local Board:

a)      receive the information.

 

CARRIED

 

 

22

Minutes of Hibiscus and Bays Facilities and Reserves Committee Meeting 11 April 2014

 

Resolution number HB/2014/87

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

That the Hibiscus and Bays Local Board:

a)      receive the minutes of Facilities and Reserves Committee Meetings of 11 April 2014.

 

CARRIED

 

 

23

Record of Workshop Meetings

 

Resolution number HB/2014/88

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

That the Hibiscus and Bays Local Board:

a)      endorse the records of the workshop meetings held on 28 March 2014, 2, 9, 23 and 30 April 2014.

 

CARRIED

  

 

24        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.

 

 

26

Commitments and funding report for Hibiscus and Bays Local Board key projects for 2013/2014

 

The Team Leader Event Facilitation (North/West) has advised that the banner system has been transferred to Auckland Transport who have not as yet decided on what system they will use.  A joint communication from Auckland Council and Auckland Transport will be coming out to local boards. 

 

 

Resolution number HB/2014/89

MOVED by Member LM Whyte, seconded by Member LC Rasmussen:  

That the Hibiscus and Bays Local Board:

a)         confirm the 2013/2014 allocation of budgets of:

i)          $19,000 for a Youth Connections Work Expo for youth, businesses and Industry Training Organisations, utilising unspent funds from the “Promote school opportunity programme” budget ($5,000) and the “Youth Programmes Community Development” fund ($14,000).

ii)         $34,500 for the Youth Connections project, utilising unspent funds from “Community Co-ordinator (Hibiscus Coast) fund ($16,000) and from the “Local Discretionary budget” fund ($13,500) and the “Local Civic Events” fund ($5,000).

iii)        $15,000 for a Hibiscus Coast Community Development Needs Assessment, utilising unspent funds from “Community Co-ordinator (Hibiscus Coast) fund ($15,000).

iv)        $10,000 for a landscape design plan for the Sherwood Reserve, utilising unspent funds from “Community Co-ordinator (Hibiscus Coast) budget ($10,000).

v)         $4,690 for a stakeholder meeting to inform and engage community organisations on the local board plan, utilising unspent funds from “Local Civic Functions” ($4,690).

b)                    delegate to the chairperson and deputy chairperson the allocation of $40,570 ($26,000 and $14,370) for projects or programmes that further support the local board key priorities for youth employment, town centre projects and the environment before the end of the financial year.

 

CARRIED

  

 

 

25        Procedural motion to exclude the public

Resolution number HB/2014/90

MOVED by Chairperson JG Parfitt, seconded by Member LC Rasmussen:  

That the Hibiscus and Bays Local Board:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

b)      agree that Mace Ward, Manager Regional and Specialist Parks, Siani Walker, Policy Analyst and Mark Sly, Legal Counsel, be permitted to remain for Confidential Item C1 Te Tiriti/Treaty Settlement Update after the public has been excluded, because of their knowledge of the subject under discussion, which will help the Hibiscus and Bays Local Board in its decision-making.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

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 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       Te Tiriti / Treaty settlement update

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

In particular, the report contains information provided by the Crown to council in confidence on the understanding the information is negotiation sensitive between Hapū / Iwi and the Crown. If confidential information is made available, it will prejudice both those negotiations and the provision of similar information to council in the future.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

 

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

 

CARRIED

 

8.05pm            The public was excluded.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

 

8.25pm            The public was re-admitted.

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

Te Tiriti / Treaty settlement update

 

That these decisions and report should not be restated in the open section of the minutes until advised by the Crown that the obligation of confidentiality is removed.

  

 

 

8.25 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:........................................................