Upper Harbour Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Upper Harbour Local Board held in the Upper Harbour Local Board Office, 30 Kell Drive, Albany on Tuesday, 15 November 2016 at 9.30am.

 

present

 

Chairperson

Lisa Whyte

 

 

 

Deputy Chairperson

Margaret Miles, JP

 

 

 

Members

Uzra Casuri  Balouch, JP

 

 

 

 

Nicholas Mayne

 

 

 

 

John McLean

 

 

 

 

Brian Neeson, JP

 

 

 

 

ABSENT

 

 

 

 

 

 

ALSO PRESENT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IN ATTENDANCE

 

 

 

 

 

 

 

 

 

 

 


Upper Harbour Local Board

15 November 2016

 

 

1          Welcome

 

2          Apologies

  There were no apologies.

3          Declaration of Interest

 

Member Balouch advised that she is a board member on the Albany Community Coordinator Board presenting today under item 8.1.

 

4          Confirmation of Minutes

 

Resolution number UH/2016/153

MOVED by Deputy Chairperson M Miles, seconded by Member J McLean:  

That the Upper Harbour Local Board:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 13 September 2016 and the extraordinary minutes of its meeting, held on Monday, 31 October 2016, including the confidential section, as a true and correct record.

CARRIED

Secretarial Note:      Member Mayne abstained from voting for the correctness of the minutes of the ordinary meeting of 13 September, as he was not an elected member at the time of the meeting.

 

5          Leave of Absence

 

There were no leaves of absence.

 

6          Acknowledgements

 

There were no acknowledgements.

 

7          Petitions

 

There were no petitions.

 

8          Deputations

 

8.1

Albany Community Coordinator Board

 

Resolution number UH/2016/154

MOVED by Chairperson L Whyte, seconded by Member N Mayne:  

That the Upper Harbour Local Board:

a)      thank Jenny Bassett from the Albany Community Coordinator Board for her attendance.

CARRIED

 

 

8.2

Albany Newcomers Network

 

Resolution number UH/2016/155

MOVED by Chairperson L Whyte, seconded by Member N Mayne:  

That the Upper Harbour Local Board:

a)      receive the presentation from Laure Romanetti from the Albany Newcomers Network and thank her for her attendance.

CARRIED

9          Public Forum

9.1

Julian Bartrom was in attendance to speak about weed spraying and table documentation about glyphosate.

 

Resolution number UH/2016/156

MOVED by Member N Mayne, seconded by Deputy Chairperson M Miles:  

That the Upper Harbour Local Board:

a)         receive the presentation from Julian Bartrom and thank him for his attendance.

CARRIED

 

Attachments

a     Information on glyphosate

 

10        Extraordinary Business

There was no extraordinary business.

 

11        Notices of Motion

There were no notices of motion.

 

12

Meeting Minutes Upper Harbour Local Board, Tuesday, 15 November 2016

 

The Upper Harbour Local Board note that the open unconfirmed minutes of the Upper Harbour Local Board extraordinary meeting held on Monday, 31 October 2016 are attached at item 12 of the agenda for the information of the board only, and will be confirmed under item 4 of the agenda.

 


 

13

Adoption of a business meeting and community forum meeting schedule

 

Resolution number UH/2016/157

MOVED by Chairperson L Whyte, seconded by Deputy Chairperson M Miles:  

That the Upper Harbour Local Board:

a)      adopt the business meeting schedule outlined below for the 2016-2019 electoral term, to be held at the Upper Harbour Local Board Office, Kell Drive, Albany Village:

Year

Date

 

2016

15 November

Tuesday

 

13 December

Tuesday

2017

16 February

Thursday

 

16 March

Thursday

 

20 April

Thursday

 

18 May

Thursday

 

15 June

Thursday

 

20 July

Thursday

 

17 August

Thursday

 

21 September

Thursday

 

19 October

Thursday

 

16 November

Thursday

 

14 December

Thursday

2018

15 February

Thursday

 

15 March

Thursday

 

19 April

Thursday

 

17 May

Thursday

 

21 June

Thursday

 

19 July

Thursday

 

16 August

Thursday

 

20 September

Thursday

 

18 October

Thursday

 

15 November

Thursday

 

13 December

Thursday

2019

21 February

Thursday

21 March

Thursday

18 April

Thursday

16 May

Thursday

 

20 June

Thursday

 

18 July

Thursday

 

15 August

Thursday

 

19 September

Thursday

b)      agree to commence business meetings at 9.30am noting that public forum and deputations will be scheduled in the early part of the business meeting.

c)      adopt the community forum schedule outlined below for the 2016-2019 electoral term, generally to be held at the Upper Harbour Local Board Office, Kell Drive, Albany Village, although these meetings may be relocated on occasion throughout the term:

Year

Date

 

2017

2 February

Thursday

2 March

Thursday

6 April

Thursday

4 May

Thursday

1 June

Thursday

6 July

Thursday

3 August

Thursday

7 September

Thursday

5 October

Thursday

2 November

Thursday

7 December

Thursday

2018

1 February

Thursday

1 March

Thursday

5 April

Thursday

3 May

Thursday

7 June

Thursday

5 July

Thursday

 

2 August

Thursday

 

6 September

Thursday

 

4 October

Thursday

 

1 November

Thursday

 

6 December

Thursday

2019

7 February

Thursday

7 March

Thursday

4 April

Thursday

2 May

Thursday

 

6 June

Thursday

 

4 July

Thursday

 

1 August

Thursday

 

5 September

Thursday

d)      agree to commence community forum meetings at 6.30pm, to enable wider community participation.

e)      note that 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.

CARRIED

 

14

Swimming pool fencing exemption applications

 

Resolution number UH/2016/158

MOVED by Chairperson L Whyte, seconded by Member U Balouch:  

That the Upper Harbour Local Board:

a)        agree to assess swimming pool fencing exemption applications as part of business meetings during the 2016/2019 term as the need arises.

b)        delegate the following two members to make site visits to residential swimming pools in accordance with local board responsibilities under Section 6 of the Fencing of Swimming Pools Act 1987, noting that those members delegated also have responsibility to make recommendations to the full board:

·         Member Neeson

·         Member McLean

CARRIED

 


 


15

Urgent decision-making process

 

Resolution number UH/2016/159

MOVED by Member J McLean, seconded by Member B Neeson:  

That the Upper Harbour 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 and where possible the Chairperson and Deputy Chairperson will liaise with other board members.

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 a number of factors will be considered before approval is given to use the urgent decision making process, such as:

i)     the timing of the next scheduled meeting;

ii)     confirmation that the local board has the delegation to make the decision;

iii)    consideration of the rationale for urgency; and

iv)    the significance of the decision and whether the urgent decision process is appropriate.

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

CARRIED

 

16

Appointments to external organisations

 

Resolution number UH/2016/160

MOVED by Deputy Chairperson M Miles, seconded by Member U Balouch:  

That the Upper Harbour Local Board:

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

External organisation

 

Lead

Alternate

Duties

Business North Harbour

Lisa Whyte      

Margaret Miles

Non-voting support. Provide advice and direction only.

Hobsonville Land Company Placemaking Advisory Committee

Brian Neeson

Nicholas Mayne           

John McLean

Be a member of the committee that provides input to the placemaking approach at Hobsonville Point and gives feedback on planned projects.

Rosedale Park Sports Charitable Trust

Margaret Miles

Lisa Whyte

Provide advice and direction on behalf of the board where required to ensure the Trust acts within means.

Albany Community Coordinator Board

Uzra Casuri Balouch

John McLean

Non-voting support. Provide advice and direction only.

North Shore Heritage Trust (joint appointment with Kaipātiki and Devonport-Takapuna)

Let this appointment lie until such time as funding is confirmed, as representation may no longer be required.

b)      recommend that to avoid potential conflicts of interest, elected members appointed to any outside organisation do not exercise any voting rights conferred by the organisation.

CARRIED

Secretarial note:        Item 16 was resolved after item 17.

17

Auckland Council’s Quarterly Performance Report: Upper Harbour Local Board
For Quarter One, 1 July – 30 September 2016

 

Resolution number UH/2016/161

MOVED by Chairperson L Whyte, seconded by Deputy Chairperson M Miles:  

That the Upper Harbour Local Board:

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

b)        request corrections be made within the reporting tool to amend spelling and grammatical errors, as well as ensuring that correct reference is made to assets, e.g. (page 55) ‘Albany Village Hall’ should read ‘Albany Coronation Hall’, as there is a reputational risk involved in publishing poorly presented information.

c)         provide the following comments regarding the new approach to quarterly reporting:

i)        shifting responsibility of managing reporting to Local Board Services further removes accountability and responsibility of reporting away from the departments of council, which in the board’s view is not in keeping with the spirit of council’s shared governance model;

ii)         responsibility to report progress to local boards against work programmes that have been funded and approved by the local board should lie with the department(s) tasked with the delivery of specified plans, projects and initiatives; and

iii)       the information currently and historically presented to local boards through the quarterly report is by nature retrospective, which does not assist the local board in understanding predicted or expected future trends that would help the board in being able to proactively set budgets and corresponding work programmes.

d)        request the ability to work with the staff responsible within the organisation to improve the quality of future reporting to address the matters raised in resolution c) above, with the aim of finding a practical and efficient solution for both the local board and the organisation.

CARRIED

Secretarial note:        Item 17 was resolved after item 23.

 

18

New road name approval for a shared accessway created by a subdivision at 150‑170 Buckley Avenue, Hobsonville

 

Resolution number UH/2016/162

MOVED by Deputy Chairperson M Miles, seconded by Member B Neeson:  

That the Upper Harbour Local Board:

a)         approve the road name proposed by the applicant, ‘Airmens Lane’, for a shared accessway created by way of a subdivision at 150-170 Buckley Avenue, Hobsonville.

CARRIED

 

19

New road name approval for a shared accessway created by a subdivision at Tuatua Road, Hobsonville

 

Resolution number UH/2016/163

MOVED by Member J McLean, seconded by Member B Neeson:  

That the Upper Harbour Local Board:

a)         approve the road name, ‘Perch Lane’, proposed by the applicant, for the shared accessway of a residential development at Tuatua Road, Hobsonville in Catalina Precinct.

CARRIED

 

20

New road names approval for roads and accessways created by a way of a subdivision at Hobsonville Road, Hobsonville

 

Resolution number UH/2016/164

MOVED by Chairperson L Whyte, seconded by Member N Mayne:  

That the Upper Harbour Local Board:

a)         approve the use of the existing road name, ‘Mapou Road’ for the new extension of the road.

b)        approve the following new road names proposed by the applicant, for six new roads and two accessways created by way of a subdivision at Hobsonville Point in the Buckley Precinct:

i)        Sidney Wallingford Way;

ii)         David Carnegie Road;

iii)       Ian Morrison Road;

iv)       Malcolm Calder Road;

v)         Walter Merton Road;

vi)       Eyton Kay Road;

vii)      William Stratton Lane; and

viii)       Shrub Lane.

CARRIED

 


 

21

Record of the Upper Harbour Local Board workshops held on Tuesday, 16 August and Tuesday, 6 September 2016

 

Resolution number UH/2016/165

MOVED by Deputy Chairperson M Miles, seconded by Chairperson L Whyte:  

That the Upper Harbour Local Board:

a)      receive the record of the Upper Harbour Local Board workshops held on Tuesday, 16 August and Tuesday, 6 September 2016.

CARRIED

 

22

Board Members' Reports

 

Resolution number UH/2016/166

MOVED by Chairperson L Whyte, seconded by Member J McLean:  

That the Upper Harbour Local Board:

a)      receive the verbal board members’ reports from Members Neeson, Mayne, Balouch, Chairperson Whyte, and Deputy Chairperson Miles.

CARRIED

 

23        Consideration of Extraordinary Items

There was no consideration of extraordinary items.  

 

 

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

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Upper Harbour Local Board HELD ON

 

 

 

 

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

 

 

 

 

 

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