Rodney Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Rodney Local Board held in the Council Chamber, Orewa Service Centre, 50 Centreway Road, Orewa on Monday, 16 November 2015 at 3.30pm.

 

present

 

Chairperson

Brenda Steele

 

 

 

Members

James Colville

 

 

 

 

Warren Flaunty, QSM

 

 

 

 

Thomas Grace

 

 

 

 

Beth Houlbrooke

 

 

 

 

John McLean

 

 

 

 

Phelan Pirrie

 

 

 

 

Greg Sayers

 

 

 

 

ABSENT

 

Deputy Chairperson

Steven Garner

 

 

 

ALSO PRESENT

 

Councillor

Penny Webster

 

 

 

 

 

 

 

 

 

 

 

 


Rodney Local Board

16 November 2015

 

 

 

1          Welcome

 

The Chairperson opened the meeting and welcomed those in attendance.

 

2          Apologies

 

Resolution number RD/2015/157

MOVED by Member JG Colville, seconded by Member AG Sayers:  

That the Rodney Local Board:

a)         accept the apology from Member SR Garner for absence.

 

CARRIED

 

 

3          Declaration of Interest

 

There were no declarations of interest.

 

4          Confirmation of Minutes

 

Resolution number RD/2015/158

MOVED by Member TP Grace, seconded by Member PM Pirrie:  

That the Rodney Local Board:

a)         confirm the ordinary minutes of its meeting, held on Monday, 19 October 2015, 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.

 

8          Deputations

 

There were no deputations.

 

9          Public Forum

 

There was no public forum.

 

10        Extraordinary Business

 

There was no extraordinary business.

 

11        Notices of Motion

 

There were no notices of motion.

 

12

Auckland Council's Performance Report for the Rodney Local Board for the period ending 30th September 2015

 

Jane Koch (Lead Financial Advisor), Jeff Lyford (Parks Advisor,) Guia Nonoy (Relationship Advisor), Tracy Tristram (Environmental Programmes Advisor) and Sue Dodds (Strategic Broker) in attendance for this item.

 

Resolution number RD/2015/159

MOVED by Member PH Pirrie, seconded by Member BP Houlbrooke:   

That the Rodney Local Board:

a)      receive the Auckland Council’s Performance Report for the Rodney Local Board for the period ended 30th September 2015.

b)      request updates on Warkworth Town Hall, Helensville War Memorial Hall, Waimauku clock, Kumeu Arts Centre and four year data on library usage information.

c)      request assurance that all funding granted to community projects is uplifted or funding agreements confirmed in any given year and advise the local board if any issues arise well in advance.

d)      request the Quarterly Report include ‘next steps’ to the watching brief updates.

 

CARRIED

 

 

13

Draft response to information request from Local Government Commission re Northern Action Group’s proposal for local government re-organisation in the North Rodney Area

 

Deborah James (Executive Officer), Phil Wilson (Governance Director), Kevin Ramsay (General Manager Corporate Finance and Property) and Linda Taylor (Manager, Mayoral Programmes) in attendance for this item.

 

Resolution number RD/2015/160

MOVED by Member PH Pirrie, seconded by Member WW Flaunty:  

That the Rodney Local Board:

a)      endorse the draft response to the Local Government Commission’s information request as attachments C-H to the agenda report.

 

CARRIED

 

 

 

 

 

 

 

 

 

 

 

14

Challenging Play Spaces Budget Allocation

 

Jeff Lyford (Parks Advisor) and Sue Dodds (Strategic Broker) in attendance for this item.

 

Resolution number RD/2015/161

MOVED by Member BP Houlbrooke, seconded by Chairperson BM Steele:   

That the Rodney Local Board :

a)      allocates the 2015/2016 financial year Local Discretionary Initiatives ‘Challenging Play Space’ budget of $100,000 to the Helensville, Leigh and Te Hana playgrounds.

b)      delegate final approval of the designs and specific siting of new play equipment related to the ‘Challenging Play Space’ budget to the Rodney Local Board Parks, Culture and Community Development Committee Chairperson and Deputy Chairperson for play equipment at Helensville, Leigh and Te Hana.

c)      delegate approval of the final distribution of ‘Challenging Play Space’ budget between the Helensville, Leigh and Te Hana playgrounds to the Rodney Local Board Parks, Culture and Community Development Committee Chairperson and Deputy Chairperson.

 

CARRIED

 

 

15

Transfer of community grant to Leigh Tennis Club Incorporated

 

Kim Hammond (Community Grants Advisor) in attendance for this item.

 

Resolution number RD/2015/162

MOVED by Member BP Houlbrooke, seconded by Chairperson BM Steele:   

That the Rodney Local Board:

a)      approves the transfer of the $15,000 allocated to the Leigh and Districts Ex-services and Community Club by the Rodney and Hibiscus Coast Subdivision Local Board Funding Subcommittee in 2014/2015 to be transferred to the Leigh Tennis Club Incorporated to commence the upgrade works on the Tennis Courts at Leigh Domain Recreation Reserve.

b)      note that the Hibiscus and Bays Local Board will also need to approve the transfer of the community grant to the Leigh Tennis Club.

 

CARRIED

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

16

Rodney Local Board Quick Response Grants: Round Two 2015-2016

 

Kim Hammond (Community Grants Advisor) in attendance for this item.

 

Resolution number RD/2015/163

MOVED by Member TP Grace, seconded by Member JG Colville:  

That the Rodney Local Board:

a)      agree to fund, part-fund or decline each application in this round as follows:

Table One: Rodney Local Board Quick Response, Round Two, Grants Applications

 

Organisation

Focus

Funding for

Amount Requested

Amount Allocated

Hoteo North School Society Incorporated

Environmental

Towards the purchase of native plant seedlings to be planted at Hoteo North Recreational Reserve between May 2016 to August 2016

$870.00

$0

Seek that that the

Volunteer Coordinator support the supply of plants

Mahurangi Community Sport and Recreation Collective Incorporated

Sport and recreation

Towards the cost of public, statutory and building insurance for the portacoms at the Warkworth Show Grounds between December 2015 to December 2016

$855.00

$855.00

 

Warkworth and District Museum

Historic Heritage

Towards hireage of a freezer container, purchase of calico and plastic wrap between December 2015 to February 2016

$1,571.00

$1,571.00

North West Orienteering Club Incorporated

Sport and recreation

Towards a contractor to prepare a base map, fieldwork and map drawings between January 2016 to May 2016

$2,000.00

$0

Does not meet local board plan

outcomes

 

Fiona McGeough (Matakana Community Group Incorporated)

Events

Towards the costs of artist/performers fees and sound production for the

Matakana Vintage Market and Sunday sessions between November 2015 to February 2016

 

 

 

 

 

 

$2,000.00

$0

Does not meet local board plan

outcomes

Snells Beach Ratepayers and Residents Association Incorporated

Events

Towards the costs of insurance, advertising, signage and advertising for the Snells Beach Family Gala 2016 in February 2016

$2,000.00

Ineligible as the  organisation has already received two grants from the Rodney Local Board in 2015/2016

Leigh Ex Services and Community Club Incorporated

Community

Towards the purchase of culvert piping, retaining wall timber, wood for posts, plants, mulch, weed mat and the costs to hire machinery for the upgrade of the Leigh Community Gateway entrance sign  between November 2015 to December 2015

$2,000.00

$2,000.00

Note that the applicant needs to engage with Auckland Transport in regard to doing the work.

SeniorNet Warkworth Incorporated

Community

Towards the purchase of a wireless receiver and microphone between February 2016 to March 2016

$1,623.00

$0

Does not meet local board plan

outcomes

The Helensville Railway Station Trust

Community

Towards the costs of replacing the toilets at the Helensville Railway Station in January 2016

$2,000.00

$0

Does not meet local board plan

outcomes

Earth Action Trust

Community

Towards the costs venue hire, purchase of sewing resources, repair of sewing machine, contractor fees and volunteer support costs for the Resource Recovery & Creative Sewing programme between December 2015 to November 2016

$2,000.00

Ineligible – project is taking place outside of the Rodney Local Board area

Helensville Women & Family Centre

Events

Towards the hireage of a bouncy castle, venue hire and the purchase of resources, arts and crafts, decorations, prizes and photocopying expenses for the Children’s Day Out event in March 2016

$2,000.00

$1,000.00

Excludes prizes, refreshments, coordinators time and travel

Hoteo North School Society Incorporated

Historic Heritage

Towards the purchase and installation of a new sign for the Hoteo North Hall between January 2016 to March 2016

$1,332.00

$1,332.00

Whangateau Hall

Community

Towards the costs of building a gate and the purchase of attaching hinges, latches, wheels for a gate at Whangateau Hall in December 2015

$2,000.00

$2,000.00

 

Kumeu Cricket Club

Events

Towards the purchase of uniforms and cricket bats and balls and trophies for the Kumeu Cricket “have a go at cricket” event between December 2015 to March 2016

$600.00

$600.00

 

 

TOTAL

 

$9,358.00

 

 

CARRIED

 

 

17

Annual Plan 2016/2017

 

Resolution number RD/2015/164

MOVED by Member PM Pirrie, seconded by Member BP Houlbrooke:  

That the Rodney Local Board:

a)      provides the following views  on potential Annual Plan 2016/2017 regional issues for the governing body to consider:

          i)     Rural rates – a greater differential for farms of over 50ha is supported,        however the local board has reservations about placing the cost on rural        lifestyle properties and supports the cost being shared across the entire        rating base.

          ii)    Uniform Annual General Charge (UAGC) – increasing the UAGC from $385        to a range between $450 and $500 is supported.

          iii)   Interim Transport Levy (ITL) Composition – an increase in the business        share of the ITL to the same as the business rates is not supported.

b)        agrees the following key advocacy issues for the Annual Plan 2016/2017:

i)       Requests that legacy levels of operational funding for arts facilities in Rodney, being $20,000, be reflected in Asset Based Services budgets.

ii)     Requests that resourcing be provided to enable a full time equivalent (FTE) parks volunteer co-ordinator solely for Rodney rather than the current share of one FTE with five boards given the geographic size of Rodney and the large number of volunteer groups in the area.

iii)   Requests that the lack of resources and support for local planning and transformation projects such as mainstreets is addressed, particularly in circumstances where local boards have allocated funding to progress projects.

iv)   Requests that the governing body ensures ‘ownership’ and delivery of projects, particularly needs assessments in Parks Sport and Recreation and Chief Planning Office departments. It is considered that if a project is in the Local Board Agreement then the governing body is agreeing that the organisation will deliver it, therefore officer resourcing should not be an issue once agreements are adopted. If there is a resourcing issue then the agreement should not be approved by the governing body and a discussion between the parties should occur.

v)    Request funding for the coastal priorities identified in the recently completed coastal strategy, including a clear and well-resourced coastal renewals programme.

vi)   Requests that pest management is a funding priority due to the increase in possum and rabbit numbers in Auckland which has resulted in significant damage to natural areas.

vii)  Requests that a council service centre be provided in the new Wellsford Library to service the community.

viii) Seek clarity regarding Drainage Board budgets, accountabilities and ongoing support for delivery.

ix)   Request funding and or resourcing to implement actions in the Community Facility Network Plan such as needs assessments and business cases, particularly those facilities which are a priority in the next Long-term Plan.

x)    Request that the Community Facility Network Plan recommendations and prioritised actions be reviewed based the recently released population figures Auckland as these figures may impact on the recommendations for projects such as the future extension of the Warkworth Library.

xi)   Seek acknowledgement of the role that private/community owned assets, such as community owned halls, play in contributing to the overall network of assets in the Community Facilities Network Plan.

xii) Request increased funding for renewals based on current asset condition information as the funding is insufficient. Of particular concern to the local board is the lack of funding for town centre toilet renewals.

xiii) Advocate for the base level of service for the maintenance of parks gardens to be reinstated by the governing body to provide for a monthly visit and mechanical edging (level SH4) rather than the new level of six visits per year and chemical edging (level SH7).

xiv) Seeks confirmation that the consequential opex on footpaths funded from the local board’s Locally Driven Initiative (LDI) budgets will be funded by Auckland Transport.

xv) Seeks consideration for an allocation of greenways funds for cycleways and walkways in Rodney Local Board area to enable the delivery of projects in current and future greenways plans.

xvi) Seeks consideration for an allocation of funding for walkways and cycleways to include peri-urban and semi-rural environments e.g. the proposed connection between Warkworth and Snells Beach.

 

CARRIED

 

 

18

Ward Councillor Update

 

Resolution number RD/2015/165

MOVED by Member TP Grace, seconded by Member JG Colville:  

That the Rodney Local Board:

a)      thank Cr Webster for her update to the Rodney Local Board on the activities of the governing body.

 

CARRIED

 

 

19

Deputation/Public Forum Update

 

Resolution number RD/2015/166

MOVED by Chairperson BM Steele, seconded by Member JG McLean:  

That the Rodney Local Board:

a)      receive the Deputation/Public Forum Update.

 

CARRIED

 

 

20

Rodney Local Board Workshop Records

 

Resolution number RD/2015/167

MOVED by Member BP Houlbrooke, seconded by Member JG Colville:   

That the Rodney Local Board:

a)      workshop record for Tuesday, 27 October and Monday, 2 November 2015 be accepted.

 

CARRIED

  

 

21        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

 

 

 

 

 

 

 

 

 

 

22        Procedural motion to exclude the public

Resolution number RD/2015/168

MOVED by Member WW Flaunty, seconded by Chairperson BM Steele:  

That the Rodney Local Board:

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

b)      agree that David Clelland (Manager Growth and Infrastructure) be permitted to remain for Confidential Item C1 Special Housing Areas: Tranche 9 after the public has been excluded, because of their knowledge of the matter which will help the Rodney 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       Special Housing Areas: Tranche 9

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)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

In particular, the report contains commercially sensitive information and information that could potentially give certain parties a commercial advantage if released.

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 commercially sensitive information and information that could potentially give certain parties a commercial advantage if released.

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

 

5.15pm            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.

 

5.55pm            The public was re-admitted.

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

Special Housing Areas: Tranche 9

 

c)         agree that the report and resolutions on the Special Housing Areas: Tranche 9 item remain in the confidential minutes until reasons for confidentiality no longer exist.

  

 

 

5.55 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 Rodney Local Board HELD ON

 

 

 

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

 

 

 

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