I hereby give notice that an ordinary meeting of the Hibiscus and Bays Local Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 16 November 2016

4.30pm

Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa

 

Hibiscus and Bays Local Board

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Julia Parfitt, JP

 

Deputy Chairperson

Janet Fitzgerald, JP

 

Members

Chris Bettany

 

 

David Cooper

 

 

Gary Holmes

 

 

Caitlin Watson

 

 

Vicki Watson

 

 

Mike Williamson

 

 

(Quorum 4 members)

 

 

 

Vivienne Sullivan

Local Board Democracy Advisor

 

10 November 2016

 

Contact Telephone: (09) 427 3317

Email: vivienne.sullivan@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 


Hibiscus and Bays Local Board

16 November 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

8.1     Hibiscus Rodders Festival                                                                                  5

8.2     Hibiscus and Bays Local Board Restoration Volunteer Group                     6

8.3     Deep Creek Restoration Plan                                                                             6

8.4     Parking in Central Boulevard, Silverdale                                                          6

9          Public Forum                                                                                                                  6

10        Extraordinary Business                                                                                                6

11        Notices of Motion                                                                                                          7

12        Grant of new community lease to Stoney Homestead Trust at 12 Galbraith Greens, Millwater                                                                                                                         9

13        Hibiscus and Bays Local Board Promotional Video Launch and Distribution Strategy                                                                                                                                       21

14        Hibiscus and Bays Volunteer Work Programme 2016/2017                                   25

15        Auckland Council Quarterly Performance Report: Hibiscus and Bays Local Board
Quarter One - 1 July - 30 September 2016                                                               
31

16        Capital Funding for Torbay Sailing Club Re-development Project                       69

17        Transfer of delegations from 2013-2016 and new delegations to minimise delays 85

18        Appointment of local board members to external organisations                          89

19        Hibiscus and Bays Local Board Meeting Schedule for the remainder of 2016 and 2017                                                                                                                                       93

20        Urgent Decision: Additional funding for Local Board Transport Capital Fund Project 091: Mairangi Bay Art Walk                                                                                                97

21        Urgent decision-making process for the 2016-2019 Triennium                           101

22        Ward Councillors Update                                                                                         105

23        Local Board Members Reports                                                                                107  

24        Consideration of Extraordinary Items 

PUBLIC EXCLUDED

25        Procedural Motion to Exclude the Public                                                               109

C1       Acquisition Of Land for Open Space - Millwater, Orewa South                          109  

 


1          Welcome

 

 

2          Apologies

 

An apology from Deputy Chairperson J Fitzgerald has 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 Local Board:

a)         confirm the ordinary minutes of its inaugural meeting, held on  held on Wednesday, 2 November 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 Local Board. 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.

 

8.1       Hibiscus Rodders Festival

Sharon Morris from Hibiscus Rodders has requested a deputation to make a presentation on the festival the Hibiscus Rodders will be holding in January 2017.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      thank Ms Morris for her presentation

 

 

 

8.2       Hibiscus and Bays Local Board Restoration Volunteer Group

Sally Cargill will be in attendance to update the local board on the work completed by the group in the last two years and the work planned in the future.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      thank Ms Cargill for her presentation.

 

 

 

8.3       Deep Creek Restoration Plan

Kevin Lowe has requested a deputation to make a presentation on the Deep Creek Restoration Plan.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      thank Mr Lowe for his presentation.

 

 

 

8.4       Parking in Central Boulevard, Silverdale

Mr Karl Hansen has requested a deputation to discuss parking outside the businesses at Central Boulevard, Silverdale.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      thank Mr Hansen for his presentation.

 

 

 

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 Local Board

16 November 2016

 

 

Grant of new community lease to Stoney Homestead Trust at 12 Galbraith Greens, Millwater

 

File No.: CP2016/22448

 

  

Purpose

1.       To grant a new community lease and landowner consent to the Stoney Homestead Trust at 12 Galbraith Greens, Millwater.

Executive summary

2.       The Stoney Homestead Trust has formally applied for a community lease for the council-owned buildings at 12 Galbraith Greens, Millwater known as Stoney Homestead. The  Stoney Homestead Trust will also require landowner approval to site its tin storage shed within the lease area. The Stoney Homestead Trust will operate a community hub from Stoney Homestead.

3.       The recommended term of the proposed community lease being five years plus one right of renewal for five years and the set annual maintenance fee of $500 are in accordance with the Auckland Council Community Occupancy Guidelines 2012.

4.       This report recommends the Hibiscus and Bays Local Board grant a new community lease to the Stoney Homestead Trust for the council-owned land and buildings and landowner approval for the Stoney Homestead Trust to site its tin storage shed within the lease area.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      grant a new community lease to Stoney Homestead Trust at 12 Galbraith Greens, Millwater, legally described as Lot 2 DP 438874 (Attachment A) subject to the following terms and conditions:

i)        commencing on date of execution of lease for one term of five years and one right of renewal for five years;

ii)       rent $1.00 plus GST per annum if requested

iii)      maintenance fee $500.00 per annum

iv)      the deed of lease will contain a separate maintenance schedule pertaining to the Trust-owned shed on the site

v)      the approved Stoney Homestead Trust Community Outcomes Plan be attached to the lease document

vi)      all other terms and conditions in accordance with Auckland Council Community Occupancy Guidelines 2012.

b)      approve the Stoney Homestead Trust Community Outcomes Plan as attached to the agenda report (Attachment B).

c)      grant landowner approval to Stoney Homestead Trust at 12 Galbraith Greens, Millwater, legally described as Lot 2 DP 438874 (Attachment A) for the siting of its tin storage shed.

 

 

 

Comments

Land and Buildings

5.       Millwater is located north-west of Silverdale (Attachment C) and is an area of rapid growth and extensive development.

6.       12 Galbraith Greens, Millwater legally described as Lot 2 DP 438874 is held in fee simple by Auckland Council under the Local Government Act 2002.

7.       Stoney Homestead is an historic farmhouse of regional and national significance built between 1858 and 1904. It is a protected heritage building that had fallen into a very poor condition. Works to restore Stoney Homestead have been undertaken in three stages:

·        stage one involved the exterior restoration of the building

·        stage two involved the restoration of the historic shed (the former stables) on the site and the removal of contaminated soil brought about by the historical land use activities

·        stage three works involved the internal fit-out and refurbishment of the interior, construction of a new ablution block, hard landscaping including a new car park and development of soft landscaping.

8.       The completion of the Stoney Homestead has delivered a fit-for-purpose fully developed property that will operate as a community hub. The project to redevelop the Stoney Homestead is listed as a key initiative under the “safe and supported communities” outcome in the Hibiscus and Bays Local Board Plan 2014.

9.       There are two heritage buildings on the site; the Homestead comprising the existing main building with minor additions (measuring approximately 272.6m²) and the out-building (the former stables, measuring approximately 79.2m²). The combined area of the buildings total 351.8m² which triggers a maintenance fee of $500.00 per annum in accordance with the Auckland Council Community Occupancy Guidelines 2012 (Attachment D).

10.     Subject to the local board granting landowner approval, the Stoney Homestead Trust (the Trust) will site a tin shed within the lease area for the purpose of storing its outdoor equipment. The indicative site for the shed is shown on Attachment A.

Stoney Homestead Trust

11.     The Trust was incorporated under the Charitable Trusts Act 1957 on 27 January 2012. The Trust was set up to support both the rehabilitation and the ongoing operation of Stoney Homestead and to work closely with council.

12.     The Trust members will bring a wealth of experience and passion to the tasks involved in operating the heritage Stoney Homestead site as a community hub for the Millwater and wider areas. One member of the Trust is a “Stoney” descendant.

13.     The activities to be provided for at Stoney Homestead will include:

·        tea rooms

·        registered kitchen

·        individual and community activities (meetings, office space and administration, public displays and recreational activities)

·        events.

14.     Council staff have negotiated and agreed a community outcomes plan with the Trust (Attachment B) which, if approved by the Hibiscus and Bays Local Board will be appended as a schedule to the community lease.

Consideration

Local board views and implications

15.     At its business meeting of 15 June 2016, the Hibiscus and Bays Local Board resolved to;

a)      approve the 2016/2017 community lease work programme (HB/2016/107).

The proposed new lease to the Trust is listed on the community lease work plan 2016/2017.

16.     The Hibiscus and Bays Local Board has been closely involved in progressing the Stoney Homestead project. Completing the redevelopment of Stoney Homestead as a community facility is an identified outcome in the Hibiscus and Bays Local Board Plan 2014.

17.     The recommendations within this report fall within the local board’s allocated authority relating to local, recreation, sport and community facilities.

Māori impact statement

18.     Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi and its broader legal obligations to māori. The council recognises these responsibilities are distinct from the Crown’s Treaty obligations and fall within a local government Tāmaki Makaurau context. These commitments are articulated in the council’s key strategic planning documents the Auckland Plan, the Long-term Plan 2015-2025, the Unitary Plan and Local Board Plans.

19.     Support for māori initiatives and outcomes is detailed in Te Toa Takitini, Auckland Council’s Māori Responsiveness Framework. An aim of community leasing is to increase targeted support for māori community development projects. Additionally it seeks to improve access to facilities for māori living in the Hibiscus and Bays Local Board area.

Implementation

20.     The recommendations contained in this report do not trigger the Auckland Council Significance Policy.

21.     There are no direct cost implications for Auckland Council.

22.     Council’s community leases staff will work with the Trust to finalise the deed of lease.

 

Attachments

No.

Title

Page

a

Google aerial view showing lease premises to Stoney Homestead Trust

13

b

Stoney Homestead Trust Community Outcomes Plan

15

c

GIS aerial view of Millwater, Silverdale and southern end of Orewa

17

d

Page 14 of the Auckland Council Community Occupancy Guidelines 2012

19

      

Signatories

Authors

Karen Walby - Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

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Hibiscus and Bays Local Board

16 November 2016

 

 

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Hibiscus and Bays Local Board

16 November 2016

 

 

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Hibiscus and Bays Local Board

16 November 2016

 

 

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Hibiscus and Bays Local Board

16 November 2016

 

 

Hibiscus and Bays Local Board Promotional Video Launch and Distribution Strategy

 

File No.: CP2016/22626

 

  

Purpose

1.       To seek approval for a launch event for the Hibiscus and Bays promotional video, and for the video to be open sourced enabling it to be shared by any interested party. 

Executive summary

2.          Developing an eco-tourism strategy is a key outcome identified in the Hibiscus and Bays Local Board Plan. The local board has commissioned an initiative to promote the local board are, bring people together and initiate discussions with the tourism industry.

3.       A launch event has been planned to showcase the promotional video on 30 November 2016. The video will be launched on the Hibiscus and Bays facebook page, in conjunction with Logan Dodds who was commissioned for his experience in visitor economy and social influences.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      approve a launch event on 30 November 2016 organised by Auckland Tourism, Events and Economic Development at no cost to the local board

b)      agree that the video will be open sourced for any interested party to share for the purpose of promoting the area.

c)      delegate to the chairperson and deputy chairperson to confirm the final wording at the end of the video and associated facebook posts. 

 

 

Comments

4.       Developing an eco-tourism strategy is a key outcome identified in the Hibiscus and Bays Local Board Plan. The local board has commissioned an initiative to promote, bring people together and initiate discussions with the tourism industry. In order to realise this outcome, the Hibiscus Coast and Bays Local Board approved funding for the development of a promotional video by Logan Dodds[1] in May 2016 (resolution number HB/2016/81).

5.       On behalf of the local board Auckland Tourism Events and Economic Development (ATEED) facilitated the development of the promotional video to help showcase the Hibiscus and Bays Local Board area.

6.       The aims of the video are to:

·       Attract new resources and funding to the area

·       Help promote Hibiscus and Bays Local Board area to international visitors / students

·       Enhance existing engagement through schools / operators / local board

·        Promote Hibiscus and Bays Local Board area unique characteristics within Auckland

·        Build a bigger social network with which to communicate.

·        Use as promotional collateral.

 

7.       A launch event is planned for 30 November 2016, in conjunction with a business association networking event, the support of local papers, and social media sites.

8.       The video will also be launched on the local board web page, the Hibiscus and Bays Facebook page and other promotional collateral (e.g. Electronic and Digital Media campaigns).  The intended use is also:

·        For local schools to promote themselves to international markets

·        to Aucklander’s to promote walks, trails, and activity not promoted by tourism operators.

·        to promote proximity to the city for people moving or exploring the region – real estate agents, employers, accommodation providers

·        for local tourism operators and service providers to use as marketing collateral

·        for local accommodation providers to use for promotion

·        to build a larger social network for the Hibiscus and Bays Facebook page

 

9.       The local board has requested that the video is open source, i.e. for anyone to use as an original. This request is subject to a requirement to credit the Hibiscus and Bays Local Board (and Logan Dodds if he wishes).

10.     Logan Dodds will also post the video and promote it to his digital community.

·        Instagram :           29,900 Followers

·        Facebook:              7,725 Followers

·        YouTube:                           4,418 Subscribers

 

Consideration

Local board views and implications

11.     The proposed initiative aligns with the Hibiscus and Bays Local Economic Development Actions (2014-2017) and has been discussed with the local board at its workshop on 11  November 2015 and 29 March 2016.  Recommendations were agreed to in May 2016 and the launch strategy and video were discussed at a workshop on 3 November 2016.

12.     Member Cooper had queries/reservations around the target market this video will be used for and the legal responsibility of promoting the idea of activities like ‘cliff jumping’.

13.     The local board felt that the messaging at the conclusion of the video needed to be less prescriptive with more of a destination theme added.

14.     The local board also thought that it would be ideal if there was more of a visual que to where the Hibiscus Coast and East Coast Bays area is, relative to Auckland or New Zealand. 

 

Māori impact statement

15.     No impacts on Māori cultural or historical values are anticipated from the implementation of the project. However, it is noted that the there may be Māori operators or services included in the video.

 

Implementation

16.     The 30 November 2016 launch event will showcase the video at 3:30pm at Northern Union, Silverdale.

 

 

Attachments

There are no attachments for this report.

 

Signatories

Authors

Michael Goudie – Senior Advisor External Relations, Auckland Tourism Event and Economic Development  

Authorisers

John Norman – Strategic Planner Local Economic Development Relationship Manager - Auckland Tourism Event and Economic Development  

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Hibiscus and Bays Volunteer Work Programme 2016/2017

 

File No.: CP2016/22489

 

  

Purpose

1.       To seek approval to implement the proposed 2016/2017 Hibiscus and Bays Local Board Local Parks Volunteer Work Programme.

Executive summary

2.       The Hibiscus and Bays Local Board, has allocated $70,000 from the 2016/2017 Locally Driven Initiative budget towards the ‘Hibiscus and Bays, Local Parks Volunteer Programme’ and a further $10,000 Locally Driven Initiative budget, specifically for additional ‘Centennial Park Volunteering’ activities.

3.       Attachment A proposes an indicative budget and allocation towards volunteer activities.  The attachment also provides an indicative allocation to each volunteer group.  Please note this is subject to change over the financial year, depending on various group requirements and establishment of additional volunteer groups.

4.       To demonstrate transparency, quarterly reporting by the Volunteer Coordinator, to the local board, on spend against each volunteer activity and group will occur during the 2016/2017 financial year.

5.       Planning of proposed spend of the Locally Driven Initiative allocation of $10,000 towards Centennial Park Volunteering activities will be discussed further with the Centennial Park Bush Society and Volunteer Coordinator.  The outcome of the discussion and details of a proposed programme, including indicative spend for this allocation, will be reported back to the local board.

6.       Local Parks staff appreciate the value, need and efficiency of working with key stakeholders represented by the Hibiscus and Bays Restoration Group. The Volunteer Coordinator will support this valuable stakeholder group through:

          a)           Regular attendance and reporting at their bi-monthly meeting;

          b)           Encourage new groups to attend;

          c)           Provision of meeting refreshments.

7.       To ensure added value, the Volunteer Coordinator will liaise with relevant representatives from Infrastructure and Environmental Services to maximise benefits and achievements through combined Hibiscus and Bays volunteer activities.

8.       It is also proposed that this programme will promote, where appropriate, the Hibiscus and Bays Local Board support for the volunteer programme e.g. Hibiscus and Bays Local Board branding on supplied tools, leaflets, letters, event promotional signs etc.

 

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      approves the proposed 2016/17, Hibiscus and Bays Local Parks Volunteer Programme and indicative spend as detailed in Attachment A.

 

Comments

9.       As of 1 July 2016 a Locally Driven Initiative (LDI) budget of $70,000 was allocated to the ‘Hibiscus and Bays Local Parks Volunteer Programme’.  An additional LDI budget of $10,000 has also been allocated towards ‘Centennial Park Volunteering’.

10.     The ‘Centennial Park Volunteering’ allocation is in addition to any proposed allocation from the ‘Hibiscus and Bays Local Parks Volunteer Programme towards Centennial Park.

11.     Planning of proposed spend of the LDI allocation of $10,000, towards Centennial Park Volunteering activities will be discussed in detail with the Centennial Park Bush Society and Volunteer Coordinator.  The outcome of the discussion and details of a proposed programme, including indicative spend for this allocation, will be reported back to the local board at the earliest opportunity.

12.     It is proposed that the Hibiscus and Bays Local Parks Volunteer Programme will facilitate similar projects and activities as in previous years.  Attachment A proposes an indicative budget and allocation towards volunteer activities.  The attachment also provides an indicative allocation to each volunteer group.  Please note the budget allocation details are subject to change over the course of the financial year; depending on various group requirements and establishment of additional volunteer groups.

13.     To demonstration transparency across both LDI allocations, quarterly reporting by the Volunteer Coordinator to the local board on spend against each volunteer activity and group will occur during the 2016/2017 financial year. In addition, end of year spend and outcomes against each volunteer activity and group, will be reported to local board members in August 2017.

14.     The Hibiscus and Bays Restoration Group is the key stakeholder group for volunteers in Hibiscus Coast and East Coast Bays.  Local Parks staff appreciate and acknowledge the value, need and efficiency of working with this stakeholder group. The Volunteer Coordinator will support this valuable group through:

a)      Regular attendance and reporting at their bi-monthly meeting;

b)      Encourage new groups to attend;

c)      Provision of meeting refreshments.

 15.    Local Parks staff recognise that Infrastructure and Environmental Services (I&ES) also run volunteer activities in the Hibiscus and Bays Local Board area.  There are potential synergies and efficiencies to be gained through regular contact and liaison with I&ES. During the course of the year, the Volunteer Coordinator will liaise with relevant representatives from IE&S and evaluate alignment of programmes and opportunities to maximise benefits and achievements through combined volunteer activities.

16.     In past years recognition of the promotion and support provided by the Hibiscus and Bays Local Board has been limited, therefore it is proposed that as part of the 2016/2017 volunteer programmes branding and promotion will be improved e.g. Hibiscus and Bays Local Board branding on supplied tools, leaflets, letter and event promotional signs.

Consideration

Local board views and implications

17.     The local parks volunteer programme for Hibiscus and Bays is supported through the Hibiscus and Bays Local Board Plan, local board agreement and Locally Driven Initiatives funding 2016/2017.  The proposed programme was presented to the local board at a workshop in July 2016.  Feedback from the workshop in the last term has been included in this report.

 

Māori impact statement

18.     The Hibiscus and Bays Local Board Plan recognises and supports local iwi and hapu in their role as kaitiakai.  The volunteer work programme aligns with the values of protecting and enhancing the mauri of reserves in the Hibiscus and Bays area. There is a commitment to consult and work with mana whenua on all projects to ensure the protection and restoration of sites of significance to māori.

 

 

Attachments

No.

Title

Page

a

Proposed 2016/2017 Volunteer Work Programme (Indicative Spend)

29

     

Signatories

Authors

Don Lawson - Parks Advisor

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

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Hibiscus and Bays Local Board

16 November 2016

 

 

Auckland Council Quarterly Performance Report: Hibiscus and Bays Local Board
Quarter One - 1 July - 30 September 2016

 

File No.: CP2016/22479

 

  

Purpose

1.       To provide an integrated quarterly performance report for Quarter 1, 2016/2017 against the Hibiscus and Bays Local Board Agreement work programme.

Executive summary

2.       This report, in a new format, provides an integrated view of performance for the Hibiscus and Bays Local Board, including financial performance, progress against local board key performance indicators, progress against each operating department work programme and any risks associated with delayed delivery against the Hibiscus and Bays 2016/2017 Work Programme.

3.       Of significance this quarter, the Hibiscus and Bays Local Board supported several events to engage with the community on the development of its Greenways Plan.  Also, a community-led workshop facilitated by Beacon Pathway and Milenko Matanovic from the Pomengranate Foundation was held with the Whangaparaoa 2030 group and interested community members to discuss activation of the public space outside Whangaparaoa Library.  The new Murrays Bay Wharf was officially opened at a low-key celebration on 26 September 2016.  The renewal of Murrays Bay Wharf has been a priority of the local board and it has been a key asset in the East Coast Bays area, offering residents and visitors a popular place to walk, sit, fish from and jump off.

4.       The Dashboard Summary for the Hibiscus and Bays Local Board (Appendix 1) shows a positive trend that overall delivery is meeting expectations, with a few exceptions.

5.       The operating net cost of service is over budget. Lower operating revenue due to a prior year revenue recognition adjustment has caused this variance and will remain for the year. Capital expenditure is tracking ahead of budget with further detail provided in Appendix 2.

6.       Key Performance Indicators (Appendix 3) for the Hibiscus and Bays Local Board show a trend that 65 per cent of measures will be achieved or substantially achieved by year-end.  This is explained in further detail in the Key Performance Indicators section.

7.       All operating departments with agreed work programmes have provided a quarterly update against their work programme delivery (Appendix 4), with the majority of items reported as ‘green’ status (on track), except for seven items with ‘amber’ status (some delays).

 

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      receive the performance report for the financial quarter ending 30 September 2016.

 

 

Comments

8.       The Hibiscus and Bays Local Board has an approved 2016/2017 work programme for the following operating departments:

·        Arts, Community and Events, approved on 15 June, 2016

·        Parks, Sport and Recreation, approved on 15 June, 2016

·        Libraries and Information, approved on 15 June 2016

·        Community Facility Renewals, approved on 15 June 2016

·        Community Leases, approved on 15 June 2016

·        Infrastructure and Environmental Services, approved on 20 July 2016

·        Local Economic Development, approved 20 July 2016.

 

Key highlights for quarter one

 

9.       The Hibiscus and Bays Local Board has two key highlights to report from the Quarter 1 2016/2017 period;

·        The facility partnership for upgrading the Mairangi Bay Beach Volleyball Centre (ID#2614) - Project nearing completion. Kitchen, toilets and outside storage shed completed.

·        Graffiti Vandalism Prevention (ID#2319) - There were 878 graffiti incidents in the Hibiscus and Bays Local Board area between 1 July 2016 to 30 September 2016. This is a nine per cent decrease compared to the same period last year. The number of Requests for Service (RFS) graffiti decreased by 31 per cent, with all 20 being removed within the 24 hour target time (KPI). The graffiti prevention team continue to monitor trends in the local board area.

 

10.     The Dashboard Summary for the Hibiscus and Bays Local Board (Appendix 1) shows a positive trend that overall delivery is meeting expectations, with exceptions occurring in the following areas:

·        Community Capacity Building and Placemaking item (ID#747)

·        Long Bay Reserve 3 development (ID#3373)

·        Parks small enhancement initiatives (ID#504)

·        Stanmore Bay Leisure Centre upgrade stage 2 (ID#505)

·        Stanmore Bay Park 3 sandfield renewal (ID#3216)

·        Tindalls Beach Coastal Strucutre Renewals (ID#3202)

·        Waiake Beach Reserve Toilet Renewal (ID#3219).

 

Financial performance

 

11.     Financial performance of the local board against Quarter 1, 2016/2017 is on track overall (Appendix 2); however there are some points to be aware of:

 

·        Capital investment in the quarter totalled $3.2m. Most of this investment has been in the local parks, sport and recreation activity totalling $2.8m, with community services contributing $0.4m.

·        Net cost of service was $4.2m for the first quarter. The operating net cost of service is over budget. Lower operating revenue is the main cause of this variance due to a one-off accounting adjustment required to correct prior year revenue recognition for Stanmore Bay Leisure Centre.

 

·        The main Locally Driven Initiatives (LDI) spend in the first quarter is related to the contestable grants rounds with nearly half of the available grant pool allocated.

 

·        For the first time a Funding Impact Statement (FIS) is included in the quarterly report for each local board. The FIS is one of the key statements included in the Annual Plan. Essentially it pulls together all the information from each of the different groups of activities and sets out in a single statement the sources of both the operating and capital funding for everything that the local board does. The format of the FIS has been prescribed in legislation. The intention is that the FIS provides a more understandable picture of what the local board is spending money on and how expenditure is funded.

 

Key performance indicators

 

12.       In summary, key performance indicators (KPIs) show that:

 

·        Year-end outlook is for 65 per cent of measures to be achieved or substantially achieved.

·        The year-end outlook is below target for percentage of residents who visited a local park or reserve in the last 12 months. Promoting our parks and facilities is one strategy being used to help increase the proportion of the population who visit local parks.

·        Percentage of visitors satisfied with the library environment is on track to be achieved, as are the town centre safety measures. Peak and off-peak facility utilisation is tracking below target, but the digital booking system, which began recording bookings in FY17 Q1, is expected to improve customer experience and utilisation, by allowing customers better visibility of availability and better choice of booking times. 

Note: not all KPIs will have a quarterly performance indicator. Further detail is provided in Appendix 3.

 

Key initiatives updates from the 2016/2017 work programme

 

13.     All operating departments with an approved 2016/2017 work programme have provided performance report updates via SharePoint for quarter one (Appendix 4). The following are progress updates against key initiatives identified in the Hibiscus and Bays Local Board Plan:

·        Round one of Quick Response Grants ($200 to $2,000 per grant) and Local Grants ($2,000 to $10,000 per grant) has been completed.  Round two for Quick Response Grants opened for the period 12 September 2016 to 14 October 2016, with decisions made in December 2016. Round two for Local Grants will be open for the period 27 February 2017 to 14 April 2017 with decisions made in June 2017.

 

Consideration

Local board views and implications

14.     This report informs the Hibiscus and Bays Local Board of the performance to date for the period ending 30 September, 2016.

Māori impact statement

15.     Key initiatives in the local board plan that have an influence on achieving outcomes for Māori include:

16.     a)      continuing to support the relocation and development of Te Herenga Waka o Orewa Marae at Silverdale – council staff are being encouraged to use their staff-benefit community day to focus on the foundation work needed to create a ngahere (forest) with plant material focussed on rongoā (traditional medicinal treatments). The work will include mulching, some planting and possibly some building works (lining the whare nui)

b)      continuing to support the youth connections programme in our area – a funding agreement has been signed for the 2016/2017 year with Coast Youth Community Trust (CYCT) and grant funding has been provided to the Hibiscus Coast Youth Centre

c)      a range of environmental initiatives aimed at enhancing and protecting our rivers, streams and special areas that have high ecological value – work underway is focussed around the Love our Bays, Weiti River restoration, and North-West Wildlink programmes

d)      investigation and feasibility of a Hibiscus and Bays walkway – consultation has now been completed on the proposed Greenways Plan for Hibiscus and Bays.

Implementation

17.     The Senior Advisor Hibiscus and Bays Local Board will continue to facilitate performance updates to the local board.

 

 

Attachments

No.

Title

Page

a

Dashboard Summary 16/17 Q1

35

b

Financial Performance 16/10 Q1

37

c

Key Performance Indicators 16/17 Q1

43

d

Work Programmes 16/17 Q1 report

51

     

Signatories

Authors

Michelle Sanderson – Senior Local Board Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

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Capital Funding for Torbay Sailing Club Re-development Project

 

File No.: CP2016/22562

 

  

Purpose

1.       To consider a capital grant of $50,000 to the Torbay Sailing Club Incorporated towards the building re-development at Aicken Reserve, Torbay.

Executive summary

2.       The Torbay Sailing Club has requested that the local board consider the approval of a $50,000 capital grant towards the re-development of their club house building at Aicken Reserve, Torbay.

3.       The re-development of the club house has been a long term project which the Torbay Sailing Club has been committed to completing over a number of years.  The Auckland Council, the Hibiscus and Bays Local Board and the legacy North Shore City Council have contributed $290,000 over a number of years towards the $1.7m cost of the consenting and construction phases of the project.

4.       The request has arisen due to the Torby Sailing Club accepting the hosting of the 2016 Youth World Championships, replacing Oman as the venue, in December 2016.  The Torby Sailing Club is hosting the annual Sir Peter Blake Regatta in early December and is also the host venue for the 2017 World Master Games Yachting in April 2017.

5.       While there is extensive support for the Torbay Sailing Club the financial commitment and increased costs has stretched their resources.  With the first event only eight  weeks away the Torbay Sailing Club is approaching every possible funder to ensure the Torbay Sailing Club complete their building and have the best possible venue for the national and international yachting events.

 

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      approve a capital grant of $50,000 from the Local Board Discretionary Initiative Capital Budget to the Torbay Sailing Club towards completion of the building re-development on the Aicken Reserve, Beach Road, Torbay.

 

 

Comments

Capital Grant Request

6.       The Torbay Sailing Club (the Sailing Club) has requested that the Hibiscus and Bays Local Board consider the approval of a capital grant towards the re-development of the Sailing Club building.  A copy of the request is attached in Appendix 1.  The Sailing Club leases land on the Aicken Reserve, Beach Road, Torbay and has approval to re-develop its club house on the reserve. 

7.       To date Auckland Council, the Hibiscus and Bays Local Board and the legacy North Shore City Council has contributed a total of $290,000 towards the re-development project since 2013.  The total cost of the re-development consent and construction phases $1.7m and a significant number of community trusts and funding organisations have provided funding as well as the Sailing Club’s own re-development fund. 

8.       Some unexpected cost increases have placed additional pressure on the total funding requirements and the Sailing Club have indicated that they have a current $100,000 shortfall to complete the building project.  An additional $100,000 is now being sought to complete the construction phase of the building.  Funding of $50,000 has recently been confirmed by New Zealand Community Trust (NZCT) and the Hibiscus and Bays Local Board is being asked to match that amount.

Sailing Club Re-development Project

9.       The Sailing Club is a multi-user community facility for junior, youth and family sailing on the north shore of Auckland.  The proposed new building is set to be an international sailing venue to showcase New Zealand to the world with the hosting of the 2016 Youth World Championships on the 14th to the 20th December and followed shortly after as the sailing venue for the World Master Games from the 21st to the 30th April, 2017.

10.     The proposed new Sailing Club building work commenced on 1st May 2016 with the target for the building to be fully completed for hosting the World Master Games in 2017.  However, in late May, World Sailing confirmed that Yachting New Zealand would host the 2016 Youth World Championships, replacing Oman as the venue due to political difficulties.  The Sailing Club agreed at very short notice to be the host venue for this prestigious event.

11.     The hosting of the world’s elite youth sailors has resulted in added pressure on the Sailing Club to complete its building re-development project and secure the necessary funding in time to properly host the youth sailing event.

12.     The Youth World Championships is supported by the Minister of Sport, New Zealand and Major Events, Auckland Tourism, Events and Economic Development (ATEED).  The Hibiscus and Bays Local Board has also supported the upgrade of the Waiake Reserve Toilet facility and a general tidy up of the reserve area to align with the hosting of these world events in addition to the annual Sir Peter Blake Regatta.  Both the Youth World Championships and the World Master Games are extremely prestigious events for the local board area, Auckland and New Zealand.

13.     The Sailing Club has been seeking funding support from numerous organisations and with council’s officers’ support recently secured $50,000 from the NZCT and are awaiting a decision from the Lion Foundation for a further $20,000 to $40,000. 

14.     The Hibiscus and Bays Local Board had indicated prior to the local government elections that they would consider providing a capital grant to support the building re-development project once the extent of other secured funding was confirmed.  The Sailing Club has requested that the local board consider providing a $50,000 capital grant to enable the building construction works to be completed in time for the Youth World event.  The building project would also enable the hosting of the annual Sir Peter Blake Regatta on the 3rd and 4th December 2016, which is an annual event that the local board has provided base funding towards, since 2011.

Consideration

Local board views and implications

15.     The report seeks consideration by the local board for a capital grant of $50,000 towards the re-development of the Sailing Club building at Aicken Reserve.  The grant funding would ensure the completion of the construction phase and guarantee that the building would be completed in time for the Youth World Championships in mid-December 2016.

16.     The Hibiscus and Bays Local Board supported the re-development project and also contributed annually to the running of the Sir Peter Blake Regatta.  The Hibiscus and Bays Local Board also indicated that the Sailing Club should secure funding from a number of other sources, evidence of which they have presented in their grant request. The grant request has come about as a result of unexpected increases in construction elements for the building.  The grant request to the Hibiscus and Bays Local Board will be matched by the confirmed funding from NZCT.

 

Māori impact statement

17.     Māori make up 5.8% of the Hibiscus and Bays Local Board area population. The Sailing Club is a multi-user community facility with a focus on junior, youth and family sailing. While not specifically stated in the application there are opportunities for all young sailors including Māori to participate in the Sailing Club’s activities.

Implementation

18.     Should the local board support the recommendation to approve the capital grant of $50,000 to the Sailing Club, requirements and outcomes will be included within a funding agreement between the local board and the Sailing Club.  This will set out the local board’s process for payment of the grant.  As the building work is at a critical stage every effort will be made to confirm the details as a matter of priority.

 

 

Attachments

No.

Title

Page

a

Torbay Sailing Club Funding Application

73

     

Signatories

Authors

Lesley Jenkins - Relationship Manager

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

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16 November 2016

 

 

Transfer of delegations from 2013-2016 and new delegations to minimise delays

 

File No.: CP2016/22472

 

  

Purpose

1.       To transfer working delegations from the previous term to minimise delays on current projects and work programmes and facilitate landowner and landlord approvals for certain activities.

Executive summary

2.       Elected members frequently agree to delegate authority to approve minor variations or to finalise aspects of projects in order to minimise delays and streamline delivery of local initiatives.

3.       The end of the 2013-2016 electoral term brings delegations within that term to an end. This report provides details of the working delegations from the 2013-2016 term relevant to the local board and requests that the local board transfers those delegations to the 2016-2019 triennium.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      delegate to the chairperson and deputy chairperson authority to approve the following matrix of previous delegations to remain in effect for the 2016-2019 triennium:

Relating to

Previous resolution

Allocation of the budget for “local civic functions” as and when necessary for the 2013-2016 electoral term.

HB/2015/115

Hibiscus and Bays Local Board Community Facility Fees and Charges:

(2014) delegate authority to local board members Parfitt and Fitzgerald to make decisions on the waiver or adjustment of fees charged to groups using the Orewa Community Hall.

(2015)

a) note that any discounts, waivers or adjustments of fees decided by delegated authority will in future be recorded in a quarterly report to the Hibiscus and Bays Local Board

c) note that approval under delegated authority has been given for a fee of $297.44 per month for the Hibiscus Coast Senior Citizens Association, for its regular use of the community centre

HB/2014/178

 

HB/2015/138

 

Western Reserve Artistic Enhancement of New Toilet and Revised Landscape Plan

h) Delegate to the Chairperson of the local board and Chairperson of the Facilities and Reserves Committee authority to approve any minor changes or decisions including details of planting plans in relation to the Western Reserve revised landscape plan and art work for the Western Reserve toilet and provide updates to the local board of any revisions.

HB/2015/194

 

Allocation of Unspent Locally Driven Initiatives for Hibiscus and Bays Local Board

c)  delegate to the Local Board Chairperson and Facilities and Reserves Committee chairperson authority to make any further decisions in relation to:

i)       Browns Bay Skatepark concept design

ii)      Signage assessment

iii)     Landscape plan for 36 Hibiscus Coast Highway

iv)     installation of bollards at Gulf Harbour

providing that these items have been work shopped with the local board or the Facilities and Reserves Committee prior to any decision.

HB/2016/91

 

Arts, Community and Events Work Programme 2016/2017

d) delegate to the local board chairperson and Facilities and Reserves chairperson authority to approve the allocation of the remaining $95,000 (ID2437) for community capacity building and placemaking initiatives providing the matter has been workshopped by the full local board or Facilities and Reserves committee as appropriate prior to any decision being made.

HB/2016/110

Parks, sport and recreation draft annual work programme financial year 2016-2017

b) delegate approval for any changes to the Parks, Sport and Recreation annual work programme 2016/2017 to the local board chairperson and the Facilities and Reserves Committee chairperson providing the matter has been workshopped prior to any decision.

HB/2016/111

2016/2017 local environmental work programme

b)  delegate to the local board chairperson and Facilities and Reserves chairperson authority to approve any changes to the work programme providing the matter has been workshopped by the full local board or Facilities and Reserves committee as appropriate prior to any decision being made.

HB/2016/128

2016/2017 Local Economic Development Work Programme

b)  delegate to the local board chairperson and the Economic Development Portfolio holder authority to approve any changes to the work programme providing the matter has been workshopped by the full local board prior to any decision being made.

HB/2016/130

Community Facilities Renewals Work Programme 2016/2017

b)   delegate to the local board chairperson and the Facilities and Reserves Committee chairperson, authority to approve any changes to the work programme providing the matter has been work shopped with the full local board or the Facilities and Reserves Committee as appropriate and prior to any decision being made

HB/2016/166

Browns Bay Centre Plan 2016

e)  delegate to the local board chairperson the authority to confirm the final changes, including minor editorial changes to the Browns Bay Centre Plan document

HB/2016/176

Metro Park East Walkway

delegate to the Chairperson of the Facilities and Reserves Committee and the Chairperson of the Local Board, authority to approve any minor changes to the design of the Metro Park East Walkway.

HIB/2016/8

Waiake Toilet Renewal

b) delegate to the local board chairperson and Facilities and Reserves Committee chairperson authority to approve the external façade of the Waiake Beach toilet facility, including the positioning of the outdoor showers and existing stainless steel art panels providing these items have been workshopped with the local board or the Facilities and Reserves Committee prior to any decision.

 

HIB/2016/14

Delegations to Hibiscus and Bays Facilities and Reserves Committee during the 2013-2016 electoral term

Terms of Reference:

Facilities and Reserves Committee

HB/2013/238 (Attachment 1)

 

b)      delegate to local board members Gary Holmes and Janet Fitzgerald authority to provide local board feedback on resource consent applications in the local board area

c)      delegate to local board members David Cooper and Janet Fitzgerald authority to provide feedback to Auckland Transport on local proposals in the local board area

d)      delegate to the chairperson and deputy chairperson all minor landowner approvals and landlord approvals providing that any requests that the chairperson and deputy chairperson consider are more than minor are referred back to the full local board for approval.

 

 

Comments

4.       During the 2013-2016 electoral term the Hibiscus and Bays Local Board set up a Hibiscus and Bays Facilities and Reserves Committee to deal with matters relating to local community facilities, parks and reserves.   The Facilities and Reserves Committee had Terms of Reference under which delegated powers included certain decision-making.  A copy of the Terms of Reference is included at Attachment 1. 

5.       At the end of the triennium those delegations ceased. 

6.       The local board also appointed local board members to portfolios which were essentially areas of particular interest to provide officers with a sounding board and to get a sense of local board members’ thinking.  Occasionally delegations were made to portfolio holders to provide feedback relating to their area of interest or to provide landowner approval for certain activities e.g. events or necessary drainage works required on local parks and landlord approval for minor alterations to leased facilities.

7.       During the 2016-2019 triennium the local board has chosen to follow best practice and have all matters come to the full local board for discussion rather than forming additional committees or portfolios.

8.       In order for current work programmes and project delivery to continue without delays caused by officers having to bring minor changes back to the local board for formal approval with a report to a business meeting, a delegation to the chairperson and deputy chairperson is recommended.

9.       It is proposed to transfer those relevant delegations that were in place at the end of the last triennium (which may have been to the local board chairperson and the facilities and reserves chairperson, or the chairperson and a portfolio holder, or simply the chairperson) to the local board chairperson and deputy chairperson.  Before requesting approval under this delegation officers are required to workshop the matter with the full local board if this condition was included in the delegation during the 2013-2016 term.

10.     In the absence of portfolios, it is also proposed to delegate authority for landowner approvals for events or works required on local parks or facilities and landlord approval for minor alterations to leased facilities, to the chairperson and deputy chairperson.

11.     Local board members may also wish to consider if they are interested in being the spokesperson for matters such as providing local board feedback on:

a)      resource consent applications within the local board area

b)      changes or initiatives proposed by Auckland Transport in the local area

12.     Ideally two local board members, one from each subdivision should be the appointed spokespeople for the Auckland Transport related matters.

13.     From time to time working groups with local board member representation may be set up for specific projects as necessary.

Consideration

Local board views and implications

14.     This report seeks the local board’s decision on delegations to simplify the process of minor variations to adopted work programmes and associated work and to streamline land owner and landlord approvals for certain activities in the local board area.

Māori impact statement

15.     This report has no specific impact on māori. It covers delegations to local board members in order to minimise unnecessary delays in the delivery of local board business in certain circumstances which may affect local communities, including māori communities.

Implementation

16.     There are no implementation issues as a result of the recommendations in this report.

 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Michelle Sanderson – Senior Local Board Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Appointment of local board members to external organisations

 

File No.: CP2016/22475

 

  

Purpose

1.       To appoint local board members to external community organisations relevant to the local board area.

Executive summary

2.       Elected members participate as representatives of the local board on a number of external community and national organisations.

3.       The beginning of the new electoral term generates the need for new appointments. This report provides details of the external organisations relevant to the local board and requests that the local board nominates a lead and alternate member to represent the local board on those external organisations for the 2016-2019 triennium.

4.       In addition, there are a small number of appointments due to legislation or the terms in a deed are the responsibility of the governing body, but because the relationship between the council and the organisation is local, the governing body has delegated its responsibility to nominate an elected member to the relevant local board.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      appoints the following local board members to the external community groups and organisations listed below:

External organisation

 

Lead

Alternate

Vaughan Homestead (Torbay Historical Society)

Julia Parfitt

Chris Bettany

Victor Eaves Reserve Management Trust

Mike Williamson

 

Destination Orewa Beach BID

Vicki Watson

David Cooper

Torbay BID

Chris Bettany

Julia Parfitt

Browns Bay BID

Gary Holmes

Chris Bettany

Mairangi Bay BID

David Cooper

Chris Bettany

 

 

 

Comments

5        A  number of external organisations provide for the formal participation of Auckland Council elected members in their affairs. Elected member appointees will have a variety of duties and liabilities depending on the individual organisation.

6.       At the commencement of each triennium, the governing body and local boards recommend appointments to external organisations.

7.       As local board representatives, the nominated members represent the local board, not in a personal capacity.  Local board members will provide updates at local board meetings to keep the local board regularly informed of discussions and decisions made of their activities unless good reasons exist for confidentiality.  Local board members will be required to formally report to the business meeting that follows each trust/society meeting to maintain public transparency.

8.       The reasons for elected member participation in external organisations can be described in a number of ways:

·        a trust deed, that requires Auckland Council to make an appointment to an organisation

·        an organisation of interest to the local board is inviting elected member representation at its meetings

·        associations entered into by the council which provide for elected member representation

·        organisation governance, or project or programme oversight, such as regional or local parks management groups

·        a statutory or regulatory provision (for example a regulation providing for a community liaison committee) or

·        a resource consent requiring the formation of a committee or hearing panel

9.       In making decisions about these appointments, it is suggested that local boards are mindful of;

·        the elected members availability

·        any conflict of interests, including whether the local board provides funding to the entity

·        Relevance to the local board

·        historical relationship with the organsation and the Auckland Council

10.     Members are delegated in their capacity as elected local board members. Should they no longer be a local board member, their nominations would be automatically repealed.

11.     Local board members may be part of any organisation in their private capacity and personal interests and are encouraged to disclose memberships to external organisations in the conflict of interest register.

 

Relevant external organisations

12.     The details of the organisations relevant to the local board are detailed below.

 

Estuary Arts Charitable Trust

13.     Estuary Arts Charitable Trust have advised they do not require an elected representative on the Trust.

 

Vaughan Homestead (Torbay Historical Society)

14.     The local board is asked to appoint one member (and an alternate) to the Vaughan Homestead (Torbay Historical Society).

 

Victor Eaves Reserve Management Trust

15.     A condition of the Assignment of Lease to the Sharks Sports Club Incorporated is that the council and the tenant will jointly maintain a management committee to oversee the management and control of the lease area and facilities.  The committee will comprise one council officer, one member of the Hibiscus and Bays Local Board, one member of the Hibiscus Cricket Club and two members of the Sharks Sports Club Incorporated.  The function of the committee is to oversee and control all issues arising from the use of the site and the facilities on it including, but not limited to supporting the ongoing operations of the facility and activities.

16.     The previous local board representative was Gaye Harding-Kirikiri.

17.     The committee meets twice per annum at which the council officer in attendance will lead and minute the meeting.  The date of the next meeting is to be advised.

18.     The local board is asked to appoint one member (and an alternate) to the Victor Eaves Reserve Management Trust.

 

Destination Orewa Beach, Torbay, Browns Bay, and Mairangi Bay Business Improvement Districts

19.     There are 46 Business Improvement District Partnership Programmes operating within the Auckland region. There are four local Business Improvement Districts (BID) in the Hibiscus and Bays Local Board area.

20.     The local board has a day-to-day relationship with the business associations as a joint partner in the BID Partnership Programme. The local board will work with the business associations to align the direction for the BID programme and local priorities expressed the local board plan. The local board will receive regular reporting on the BID Partnership Programme and review progress against objectives.

21.     The business association may invite the appointed local board member onto the BID Governance Board or Executive Committee. The discretion on whether this local board member has voting rights will lie with the business association under the rules of their constitution.

22.     It is recommended that the local board appoints a local board member and an alternate on each business association to represent the local board regarding all matters relating to the business association.

 

Consideration

Local board views and implications

23.     This report seeks the local board’s decision on representatives to external community organisations relevant to the local board area.

Māori impact statement

24.     This report has no specific impact on māori. It covers appointments of local board members to external organisations and community networks to represent the view of local communities, including māori communities.

 

Implementation

25.     There are no implementation issues as a result of the recommendations in this report.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Michelle Sanderson – Senior Local Board Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Hibiscus and Bays Local Board Meeting Schedule for the remainder of 2016 and 2017

 

File No.: CP2016/22468

 

  

 

Purpose

1.       This report recommends the meeting schedule for the Hibiscus and Bays Local Board for the remainder of 2016 and for 2017.

Executive summary

2.       Local board meetings are open to the public and will be notified through public notices in appropriate media. It is prudent for the local board to adopt a meeting schedule as it ensures local board members have clarity about their commitments, gives an indication to the public of when meetings are to be held and meets the requirement of clause 19(5)(b), schedule 7 of the Local Government Act 2002. It also allows for a planned approach to workloads and ensures clarity about diary commitments.

 

3.       A meeting schedule for each local board is adopted to schedule the meetings for the upcoming year.  It is recommended that the Hibiscus and Bays Local Board adopt the proposed schedule.

 

4.       The specific times and dates for the meetings, public engagements and any hearings which may be required for matters such as local board plans and local board agreements are yet to be finalised.  Local board meeting schedules will therefore need to be updated and provision made if hearings are proposed.

 

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      adopt the meeting schedule for the remainder of 2016 and for 2017 as listed below:

2016

 

DATE

TIME

VENUE

Business Meeting

Wednesday, 16 November 2016

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 14 December 2016

4.30pm

Local Board Office

2 Glen Road

Browns Bay


 

 

 2017

 

DATE

TIME

VENUE

Business Meeting

Wednesday, 15 February 2017

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 15 March 2017

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 19 April 2017

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 17 May 2017

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 21 June 2017

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 19 July 2017

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 16 August 2017

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday,20 September 2017

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 18 October 2017

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

Business Meeting

Wednesday, 15 November 2017

4.30pm

Local Board Office

2 Glen Road

Browns Bay

Business Meeting

Wednesday, 13 December 2017

4.30pm

Council Chamber

Orewa Service Centre

50 Centreway Road, Orewa

 

b)      Notes that the dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements are yet to be finalised and as such the meeting schedule may require alteration in the future. 

 

 

Comments

5.       Clause (5)(d), schedule 7 of the Local Government Act 2002 requires a local board to adopt a schedule of business meetings at its first meeting in the electoral term.

6.       Adopting a meeting schedule allows for a planned approach to workloads and ensures local board members have clarity about their commitments. It also gives an indication to the public of when meetings are to be held and meets the requirement of clause 19, schedule 7 of the Local Government Act 2002.

7.       Each local board develops a local board agreement annually and a local board plan every three years. Both documents are subject to public consultation, as part of the special consultative procedure process. The local board may hold hearings for the local board agreement and annual plan to give submitters the opportunity to express their views verbally.

8.       The specific times and dates for the hearings process for the local board plan and agreements are yet to be finalised.  Local board meeting schedules may therefore need to be updated and provision made for hearings, once details are confirmed.

9.       In addition to local board meetings, local boards will hold workshops that are closed to the public. The proceedings of every workshop are recorded and considered and confirmed at the next business meeting of the local board in accordance with current local board standing order provisions.

Consideration

Local board views and implications

10.     This decision falls under the local board’s delegated authority.

Māori impact statement

11.     There is no specific impact for Māori arising from this report.

General

12.     Clauses 19(4), 19(5) and 19(6), schedule 7, of the Local Government Act 2002 states that:

“(4) A local authority must hold meetings at the times and places that it appoints.

(5) Unless clause 22 (extraordinary meeting) applies, the chief executive must give notice in writing to each member of the time and place of a meeting -

(a) not less than 14 days before the meeting; or

(b) if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.”

(6) If a local authority adopts a schedule of meetings, -

(a) the schedule –

(i) may cover any future period that the local authority considers appropriate; and

(ii) may be amended; and

(b) notification of the schedule or of any amendment to that schedule constitutes a notification of every meeting on the schedule or amendment.”

13.     Similarly, the statutory requirement pursuant to clauses 46, 46(A) and 47 of the Local Government Official Information and Meetings Act 1987 mentions that:

·          meetings of a local authority are publicly notified

·          agendas and reports are available at least two working days before a meeting

·          local board meetings are open to the public.

Implementation

14.     Meetings of the local boards are supported by Auckland Council’s Local Board Services Department.

 


 

 

Attachments

There are no attachments for this report.    

 

Signatories

Authors

Vivienne Sullivan - Local Board Democracy Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Urgent Decision: Additional funding for Local Board Transport Capital Fund Project 091: Mairangi Bay Art Walk

 

File No.: CP2016/22447

 

  

Purpose

1.       To acknowledge the urgent decision that was made on 28 September 2016 to approve the allocation of further funding from the Local Board Transport Capital Fund to Project 091, Mairangi Bay Art Walk.

Executive Summary

2.       The Hibiscus and Bays Local Board allocated a total of $206,508.00 from its Local Board Transport Capital Fund to Project 091, Mairangi Bay Artwalk.  This included funding for asphalting and colouring of the slip lane which extends from the driveway servicing the properties at 2-16 Hastings Road, Mairangi Bay.

3.       The colour, Sandstone, has proved to be unsatisfactory as vehicles entering and existing the properties accessed via the slip lane continue to leave black tyre marks and the mosaics do not stand out sufficiently from the sandstone colour.

4.       There has also been a request to colour the concrete footpath which extends from the driveway servicing 16 Hasting Road, Mairangi Bay, to the parking area servicing the Mairangi Arts Centre.

5.       ASCO Asphalt Supply Company have provided a quote of $15,207.95 (ex GST) to do the work required.

 

Recommendation/s

That the Hibiscus and Bays Local Board:     

a)       receive the urgent decision to approve the allocation of a further $15,207.95 of its Local Board Transport Capital Fund to Project 091, Mairangi Bay Art Walk, to repeat the coloration of the existing asphalt surface on the slip lane servicing the properties 2 – 16 Hastings Road, Mairangi Bay, and the concrete footpath that extends from 16 Hastings Road, Mairangi Bay, into the car park area of Mairangi Bay Arts Centre at 63 Maxwelton Drive, Mairangi Bay.

 

 

Attachments

No.

Title

Page

a

Copy of Signed Urgent Decision

99

    

Signatories

Authors

Vivienne Sullivan - Local Board Democracy Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Page_000001


Page_000002


Hibiscus and Bays Local Board

16 November 2016

 

 

Urgent decision-making process for the 2016-2019 Triennium

 

File No.: CP2016/22458

 

  

Purpose

1.       To seek the Hibiscus and Bays Local Board’s agreement to use the urgent decision-making process when appropriate.

Executive summary

2.       The urgent decision-making process enables the local board to make decisions without calling the full local board together and meeting the requirement of a quorum. By agreeing to this process, the local board delegates decision-making authority to the chairperson and deputy chairperson, or any person acting in these roles.

3.       At times, such as during the Christmas and New Year period, it is not practical to call the full local board together and meet the requirements of a quorum. This is an example of when the urgent decision-making process would be used.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      adopt the urgent decision-making process for matters that require a decision where it is not practical to call the full 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 urgent decisions on behalf of the local board for the 2016 to 2019 triennium

c)      agree that the relationship manager, chairperson and deputy chairperson (or any person/s acting in these roles) will authorise the urgent decision-making process by signing off the authorisation memo

d)      note that all urgent decisions will be reported to the next ordinary meeting of the local board.

 

 

Comments

What an urgent decision is

4.       The urgent decision-making process enables the chairperson and deputy chairperson, or any person acting in these roles, to make urgent decisions on behalf of the local board when it is not practical to call the full local board together and meet the requirement of a quorum. Examples include during the Christmas and New Year period or for participating in a council submission process.

5.       The Local Government Act 2002[2] provides for local boards to delegate to committees, sub-committees, members of the local board or Auckland Council staff, any of its responsibilities, duties and powers, with some specific exceptions. This legislation enables the urgent decision-making process.

6.       The urgent decision-making process provides an alternative decision-making mechanism to an extraordinary meeting. An extraordinary meeting is called when an urgent decision is required on matters that cannot wait until the next scheduled business meeting of the local board. 

7.       Urgent decisions are different from emergency decisions, which are only made if there is a risk to public health and safety.

The urgent decision-making process

8.       All requests for an urgent decision will be supported by a memo stating the nature of the issue, reason for urgency and what decisions or resolutions are required. 

9.       The local board relationship manager will use the information in this memo to determine whether or not to authorise the urgent-decision making process.

10.     A number of factors will be considered by the relationship manager before approval to use the urgent decision-making process is given, such as:

·          the timing of the next scheduled meeting

·          confirmation that the local board has the delegation to make the decision

·          consideration of the rationale for the urgency

·          the significance of the decision and whether the urgent decision-making process is appropriate.

11.     Once the relationship manager authorises the use of the urgent decision-making process, the chairperson and deputy chairperson (or any person/s acting in these roles) also need to approve the use of the urgent decision-making process by signing the same memo.

12.     Once the authorisation memo has been approved, the chairperson and deputy chairperson will refer to the substantive report for advice and staff recommendations to inform their decision.  This report will meet Auckland Council quality advice standards and adhere to the report authorisation processes.

13.     Any decision made using the urgent decision-making process will be reported as an information item to the next ordinary meeting of the local board and the signed approval memo will be attached.

Consideration

Local board views and implications

14.     This report outlines the local board urgent decision-making process, and seeks the local board’s agreement to adopt this process.

Māori impact statement

15.     There is no specific impact for Māori arising from this report.

Implementation

16.     This report outlines how the local board relationship manager and elected members will execute the urgent decision-making process when the need arises. Paragraph four outlines the implications of this for local boards.

17.     The local board relationship manager can provide advice as to what might constitute an urgent decision.

 

 

 

 

 

 

Attachments

There are no attachments for this report.    

 

Signatories

Authors

Felicity  Prance - Policy Advisor

Authorisers

Karen Lyons - General Manager Local Board Services

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Ward Councillors Update

 

File No.: CP2016/22485

 

  

 

Executive Summary

1.       The Hibiscus and Bays Local Board allocates a period of time for the Ward Councillors, Cr Wayne Walker and Cr John Watson, to update them on the activities of the governing body.

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      thank Councillors Walker and Watson for their update.

 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Vivienne Sullivan - Local Board Democracy Advisor

Authorisers

Lesley Jenkins - Relationship Manager

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Local Board Members Reports

 

File No.: CP2016/22486

 

  

 

Executive Summary

1.       This is an opportunity for local board members to update the Hibiscus and Bays Local Board on projects and issues they have been involved with.

 

 

Recommendation/s

That the Hibiscus and Bays Local Board:

a)      receive the information.

 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Vivienne Sullivan - Local Board Democracy Advisor

Authorisers

Lesley Jenkins - Relationship Manager

      

 


Hibiscus and Bays Local Board

16 November 2016

 

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

That the Hibiscus and Bays Local Board:

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

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       Acquisition Of Land for Open Space - Millwater, Orewa South

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)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

In particular, the report contains information about land that council may acquire for open space purposes

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

In particular, the report contains information about land that council may acquire for open space purposes

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.

 

   



1.     Logan Dodds is a Hibiscus Coast resident from Red Beach, now a full-time travel photographer and videographer with a very strong social media presence, including 5 million YouTube hits of a video of his OE released in October 2015. Logan enjoys a broad audience and growing following, with a core audience of experience-seeking millennials in New Zealand, Australia and internationally. 

 

[2] Part 1A, Schedule 7, 36D Local Government Act 2002