I hereby give notice that an ordinary meeting of the Hibiscus and Bays Facilities and Reserves Committee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 27 July 2016

12.30pm

Local Board Office
2 Glen Road

Browns Bay

 

Hibiscus and Bays Facilities and Reserves Committee

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Janet Fitzgerald, JP

 

Deputy Chairperson

Gaye Harding-Kirikiri

 

Members

Member David Cooper

 

 

Member Julia Parfitt, JP

 

 

Member Lisa Whyte

 

 

(Quorum 2 members)

 

Quorum 2 members
1 member from Hibiscus Coast Subdivision
1 member from East Coast Bays Subdivision

 

Vivienne Sullivan

Local Board Democracy Advisor

 

19 July 2016

 

Contact Telephone: (09) 427 3317

Email: vivienne.sullivan@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 



Hibiscus and Bays Facilities and Reserves Committee

27 July 2016

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

10        Extraordinary Business                                                                                                5

11        Notices of Motion                                                                                                          6

12        Approval of new agreement to lease to Te Herenga Waka o Orewa Incorporated at Wade Landing Reserve Tavern Road Silverdale                                                                  7

13        Approval to revoke part of resolution number HIB/2016/19 with regard to a community lease to Hibiscus Mens Shed Trust at Silverdale War Memorial Park                  19

14        Record of Workshop Meeting                                                                                    27  

15        Consideration of Extraordinary Items 

 

 


1          Welcome

 

 

2          Apologies

 

At the close of the agenda no apologies had been received.

 

3          Declaration of Interest

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Confirmation of Minutes

 

That the Hibiscus and Bays Facilities and Reserves Committee:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 22 June 2016, as a true and correct record.

 

 

5          Leave of Absence

 

At the close of the agenda no requests for leave of absence had been received.

 

6          Acknowledgements

 

At the close of the agenda no requests for acknowledgements had been received.

 

7          Petitions

 

At the close of the agenda no requests to present petitions had been received.

 

8          Deputations

 

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Hibiscus and Bays Facilities and Reserves Committee. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

 

At the close of the agenda no requests for deputations had been received.

 

9          Public Forum

 

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

 

At the close of the agenda no requests for public forum had been received.

 

10        Extraordinary Business

 

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

 

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“Where an item is not on the agenda for a meeting,-

 

(a)        That item may be discussed at that meeting if-

 

(i)         That item is a minor matter relating to the general business of the local authority; and

 

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

 

(b)        no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

11        Notices of Motion

 

At the close of the agenda no requests for notices of motion had been received.

 


Hibiscus and Bays Facilities and Reserves Committee

27 July 2016

 

 

Approval of new agreement to lease to Te Herenga Waka o Orewa Incorporated at Wade Landing Reserve Tavern Road Silverdale

 

File No.: CP2016/15219

 

  

Purpose

1.       To approve a new agreement to lease to Te Herenga Waka o Orewa Incorporated for a term of one year.

Executive summary

2.       At its business meeting of 20 March 2013 the Hibiscus and Bays Local Board approved an agreement to lease to Te Herenga Waka for two years to relocate its Marae buildings and develop its Marae site at Wade Landing Reserve (resolution number HB/2013/57).

3.       The agreement to lease period will expire 5 August 2016 and up until very recently, Te Herenga Waka has been unable to secure adequate funding to complete the project. Te Herenga Waka has formally requested the Hibiscus and Bays Local Board grant a new agreement to lease for a term of one year.

4.       This report recommends that the Hibiscus and Bays Local Board Facilities and Reserves Committee approve a new agreement to lease to Te Herenga Waka o Orewa Incorporated for a term of one year.

 

Recommendation/s

That the Hibiscus and Bays Facilities and Reserves Committee:

a)      approve a new agreement to lease to Te Herenga Waka o Orewa Incorporated for a portion of Wade Landing Reserve comprising parts of; Allotment 31 Parish of Okura, Allotment 235 Parish of Okura, Allotment 345 Parish of Okura and all of Allotment 256 Parish of Okura situated at Tavern Road, Silverdale (Attachment A) to enable it to complete the development of its Marae site. The terms of the new agreement to lease will reflect those contained within the existing agreement excepting:

i)        term – one year commencing 6 August 2016

 

 

Comments

Existing agreement to lease and requirement for new agreement

5.       By way of resolution number HB/2013/57 (Attachment B) the Hibiscus and Bays Local Board approved an agreement to lease to Te Herenga Waka for a period of two years commencing 6 August 2014. This was to enable Te Herenga Waka to relocate its buildings and improvements from Foundry Road, Silverdale and develop its site at Wade Landing Reserve. Contained within the agreement to lease is a community ground lease effective on the issue of code compliance certificate for the development works. 

6.       The two year agreement to lease period will expire 5 August 2016.

7.       Te Herenga Waka applied to ASB Trust/Foundation North for a total of $359,000 and was successful in its application. To date, ASB Trust/Foundation North has distributed $169,000 (of the $359,000) to Te Herenga Waka. As a condition of the funding, Te Herenga Waka must secure other external funding in the amount of $190,000 to “unlock” the outstanding $190,000 pledged by ASB Trust/Foundation North.

8.       In early July 2016, Auckland Council advised Te Herenga Waka that it will support it to “unlock” the remaining funding from Foundation North in the amount of $190,000.

9.       Te Herenga Waka has formally applied to council for a new agreement to lease (Attachment C). The purpose of this is to enable it adequate time to complete and develop Te Herenga Waka o Orewa Marae.

  Te Herenga Waka Marae project works

10.     Te Herenga Waka has to date raised $634,000.00 for its Marae project and has completed the following works:

·        Relocating its buildings and improvements

·        Internal fit-out for ablutions

·        Office

·        Internal fit-out of wharekai (no appliances)

·        Internal fit-out of health facility

·        Exterior decks on all buildings.

 

11.     The following works  to be undertaken:

·        Appliances and floor coverings to wharekai

·        New transformer to accommodate power requirements

·        Covering the walkways around the buildings

·        The wharenui.

Land status considerations to new to agreement to lease

12.     Wade Landing Reserve contains multiple land parcels (Attachment D). The four parcels designated to provide a site for the Marae are all held in fee simple by Auckland Council under the Local Government Act 2002 and legally described as:

·        Allotment 31 Parish of Okura

·        Allotment 235 Parish of Okura

·        Allotment 345 Parish of Okura

·        Allotment 256 Parish of Okura.

13.     The proposed new agreement to lease will effect a three year agreement to lease period. Once the Marae site is developed and on issue of a code compliance certificate, a community ground lease will be executed for one term of 10 years with two rights of renewal for 10 years each. The resulting agreement to lease and community ground lease period will equate to a total of 33 years. Under the provisions of the Local Government Act, this is an allowable lease period.

Consideration

Local board views and implications

14.     The Hibiscus and Bays Local Board Facilities and Reserves Committee are the allocated decision making authority to grant a new agreement to lease.

Māori impact statement

15.     Te Herenga Waka as a community Marae supports all people in the Hibiscus Coast and surrounding areas with their physical, social and cultural needs.

Implementation

16.     Subject to the Hibiscus and Bays Local Board Facilities and Reserves Committee approval to grant the new agreement to lease, council staff will prepare the necessary deed. There is no direct cost to council involved in this process.

 

Attachments

No.

Title

Page

aView

GIS aerial view of Wade Landing Reserve outlined in blue. Lease area to Te Herenga Waka o Orewa Incorporated outlined in red

11

bView

Resolution number HB/2013/57 from Hibiscus and Bays Local Board business meeting of 20 March 2013

13

cView

Te Herenga Waka o Orewa Incorporated letter formally requesting a new agreement to lease

15

dView

GIS aerial view showing Wade Landing Reserve outlined in blue and the four parcels of land to provide for the site for the Marae outlined in red

17

      

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Facilities and Reserves Committee

27 July 2016

 

 

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Hibiscus and Bays Facilities and Reserves Committee

27 July 2016

 

 

Approval to revoke part of resolution number HIB/2016/19 with regard to a community lease to Hibiscus Mens Shed Trust at Silverdale War Memorial Park

 

File No.: CP2016/15359

 

  

Purpose

1.       To revoke clause f) of resolution number HIB/2016/19 granting a community lease to Hibiscus Mens Shed Trust for the council-owned Skyline shed at Silverdale War Memorial Park.

Executive summary

2.       At its business meeting of 22 June 2016, the Hibiscus and Bays Local Board Facilities and Reserves Committee granted a community lease to Hibiscus Mens Shed Trust for the council-owned Skyline shed at Silverdale War Memorial Park.

3.       The Hibiscus Mens Shed Trust has subsequently advised that given a review of all issues pertaining to the council-owned Skyline shed, that it will not proceed with the lease.

4.       This report recommends the Hibiscus and Bays Local Board Facilities and Reserves Committee revoke part of resolution number HB/2016/19 with regard to the grant of a community lease to the Hibiscus Mens Shed Trust for the council-owned Skyline shed at Silverdale War Memorial Park.

 

Recommendation/s

That the Hibiscus and Bays Facilities and Reserves Committee:

a)      revoke clause f) of resolution number HIB/2016/19 granting a community lease to Hibiscus Mens Shed Trust for the council-owned Skyline shed at Silverdale War Memorial Park as shown in Attachment A to this report.

 

 

Comments

5.       By way of resolution number HIB/2016/19 the Hibiscus and Bays Local Board Facilities and Reserves Committee granted landowner approval, new community leases and a licence to occupy to the Hibiscus Mens Shed Trust (the Trust) at Silverdale War Memorial Park (Attachment B).

6.       The resolution granted the following:

·        Landowner approval, agreement to lease and licence to allow the Trust three years to secure funding, consents and build its “mens shed” and sealed driveway with parking pad

·        Community lease for the “mens shed” and licence to occupy for the sealed driveway with parking pad on completion of the project

·        Community lease for the council-owned Skyline shed.

7.       Council staff drafted the relevant deeds and delivered them to the Trust.

8.       The Trust signed and sealed the deed relating to the agreement to lease and licence for the “mens shed,” sealed driveway and parking pad, plus community lease and licence on completion of the project.

9.       The Trust, on review of the deed of lease for the Skyline shed and after significant discussion, consideration and agreement, formally advised council that it no longer wishes to lease the shed (Attachment C).

10.     A resolution by the Hibiscus and Bays Local Board Facilities and Reserves Committee to revoke clause f) of resolution number HIB/2016/19 granting a community lease to the Trust for the council-owned Skyline shed at Silverdale War Memorial Park is required.

Consideration

Local board views and implications

11.     The Hibiscus and Bays Local Board Facilities and Reserves Committee have the allocated decision making authority to approve the revocation of part of resolution number HIB/2016/19.

Māori impact statement

12.     There are no changes in use or operational activities being conducted on the land.

Implementation

13.     Subject to the resolution by the Hibiscus and Bays Local Board Facilities and Reserves Committee to revoke clause f) of resolution number HIB/2016/19, council staff will not proceed with the execution of the lease for the shed and record this on the Trust’s file, accordingly.

 

Attachments

No.

Title

Page

aView

Hibiscus and Bays Local Board Facilities and Reserves Committee resolution number HIB/2016/19 f)

21

bView

Hibiscus and Bays Local Board Facilities and Reserves Committee resolution number HIB/2016/19

23

cView

Hibiscus Mens Shed Trust letter dated 8 July 2016 to formally advise council that it will not proceed with the lease for the council-owned Skyline shed

25

     

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Facilities and Reserves Committee

27 July 2016

 

 

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Hibiscus and Bays Facilities and Reserves Committee

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27 July 2016

 

 

Record of Workshop Meeting

 

File No.: CP2016/13233

 

  

 

Executive Summary

1.       The Hibiscus and Bays Facilities and Reserves Committee held workshop meetings on 8 April 2016, 13 May 2016, 10 June 2016 and 8 July 2016.  Copies of the workshop records are attached.

 

 

Recommendation/s

That the Hibiscus and Bays Facilities and Reserves Committee:

a)      endorse the record of the workshop meetings held on 8 April 2016, 13 May 2016, 10 June 2016 and 8 July 2016 .

 

Attachments

No.

Title

Page

aView

Workshop Record, 8 April 2016

29

bView

Workshop Record, 13 May 2016

31

cView

Workshop Record, 10 June 2016

33

dView

Workshop Record, 8 July 2016

35

    

Signatories

Authors

Vivienne Sullivan - Local Board Democracy Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


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27 July 2016

 

 

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