Rodney Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Rodney Local Board held in the Council Chamber, Orewa Service Centre, 50 Centreway Road, Orewa on Thursday, 15 June 2017 at 2.05pm.

 

present

 

Chairperson

Beth Houlbrooke

 

 

 

Members

Brent Bailey

 

 

 

 

Tessa Berger

 

 

 

 

Cameron Brewer

 

 

 

 

Louise Johnston

 

 

 

 

Allison Roe, MBE

 

 

 

 

Colin Smith

 

 

 

 

Brenda Steele

 

 

 

 

ABSENT

 

Deputy Chairperson

Phelan Pirrie

 

 

 

ALSO PRESENT

 

Deputy Mayor

Bill Cashmore

(until 3.30pm, item 13)

 

Councillor

Greg Sayers

 

 

 

 

 

 

 

 


Rodney Local Board

15 June 2017

 

 

 

1          Welcome

 

The Chairperson opened the meeting and welcomed those in attendance.

 

1.1

Deputy Mayor - Speaking Rights

 

The Chairperson acknowledged the presence of Deputy Mayor, Bill Cashmore,  at the meeting.

 

Resolution number RD/2017/93

MOVED by Member B Steele, seconded by Chairperson B Houlbrooke:  

That the Rodney Local Board:

a)         welcome Deputy Mayor, Bill Cashmore to the meeting and grant him             speaking rights at the meeting.

CARRIED

 

 

2          Apologies

 

Resolution number RD/2017/94

MOVED by Member B Bailey, seconded by Member C Brewer:  

That the Rodney Local Board:

a)         accept the apology from Deputy Chairperson P Pirrie for absence.

 

CARRIED

 

 

3          Declaration of Interest

 

There were no declarations of interest.

 

4          Confirmation of Minutes

 

Resolution number RD/2017/95

MOVED by Member B Bailey, seconded by Chairperson B Houlbrooke:  

That the Rodney Local Board:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 18 May 2017, as a true and correct record.

 

CARRIED

 

5          Leave of Absence

 

There were no leaves of absence.

 

 

 

 

 

 

 

 

6          Acknowledgements

 

6.1

Walking Access Commission - Margaret Horsburgh

 

Resolution number RD/2017/96

MOVED by Member B Steele, seconded by Member A Roe:  

That the Rodney Local Board:

a)      thank Margaret Horsburgh for her efforts with the Walking Access Commission upon her retirement.

 

CARRIED

 

7          Petitions

 

A petition will be presented under Public Forum by Ben Howson regarding the Snells Beach to Warkworth walkway.

 

8          Deputations

 

8.1

Snells Beach to Warkworth walkway

 

Gary Heaven and June Turner in attendance for this item. Mr Heaven gave a PowerPoint presentation, a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.

 

Resolution number RD/2017/97

MOVED by Member B Steele, seconded by Member A Roe:  

That the Rodney Local Board:

a)      thank Gary Heaven and June Turner for their update on the Snells Beach to Warkworth walkway proposal.

 

CARRIED

 

 

9          Public Forum

 

9.1

Snells Beach to Warkworth Walkway - Ben Howson

 

Ben Howson was in attendance to present a petition to the local board with regard to the Snells Beach to Warkworth walkway and in particular the link between Muncaster Road and Grange Street, Snells Beach. The petition has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.

 

Resolution number RD/2017/98

MOVED by Member B Steele, seconded by Member T Berger:  

That the Rodney Local Board:

a)         thank Ben Howson for the presentation of a petition on the Snells Beach to Warkworth walkway and in particular the link between Muncaster Road and Grange Street, Snells Beach.

 

CARRIED

 

Attachments

a     Petition - Snells Beach to Warkworth walkway

 

 

10        Extraordinary Business

 

There was no extraordinary business.

 

11        Notices of Motion

 

There were no notices of motion.

 

12

Puhoi to Pakiri Greenways Plan Adoption

 

Don Lawson (Parks and Places Specialist) in attendance for this item.

 

Resolution number RD/2017/99

MOVED by Member T Berger, seconded by Member A Roe:  

That the Rodney Local Board:

a)      adopt the Puhoi to Pakiri Greenways Plan dated May 2017 (Attachment A to the agenda report (under separate cover)).

 

CARRIED

 

 

13

Rodney Local Grants: Round Two 2016/2017 grant applications

 

Sonia Parra (Grants Advisor) and Maisha Bukhari (Grants Advisor) in attendance for this item.

 

Resolution number RD/2017/100

MOVED by Member B Bailey, seconded by Member A Roe:  

That the Rodney Local Board:

a)      agree to fund, part-fund or decline the following applications in local grants round two 2016/2017:

App. ID

Applicant

Project/
activity focus

Project

Amount allocated

LG1716-211

Vault Magazine

Arts and Culture

For the Vault magazine,
towards the cost of printing the issues three to six.

$0

Does not meet local board plan outcomes  and project dates are before the decision date

LG1716-231

Connected Media Charitable Trust

Arts and Culture

For the “Outlook for Someday” free one-day film-making workshop in Rodney
towards workshop facilitators, consumables, digital support, workshop coordination, workshop promotions and project management.

$0

Does not meet local board plan outcomes

LG1716-205

North Rodney Blue Light Ventures Incorporated

Community

Towards the costs of a community youth co-ordinator

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1716-206

Anglican Parish of Warkworth

Community

For the “Warkworth-Wellsford Seasons for Growth” project,
towards the salary of a team of trained coordinators that support students who are facing grief

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1716-213

Kawau Volunteer Coastguard Incorporated

Community

To provide safety equipment for volunteers
towards six pairs of reflective safety overalls and six Personal Locator Beacons (PLB), to be worn by crew members.

$2,190.00

LG1716-216

Royal New Zealand Plunket Society Incorporated

Community

For the upgrading of the Wellsford Plunket Room
towards installing a new outdoor shade sail, and a new heat pump for the main rooms.

$9,824.00

LG1716-218

Rodney Neighborhood Support Incorporated

Community

Towards the cost of the Rodney coordinator for the Safer Communities programme

$3,407.00

Note, this funding excludes volunteer salary payments

LG1716-222

Literacy Auckland North

Community

Towards tutor fees for the “Boosting confidence by improving  English and Computer Literacy skills” programme

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1716-224

The Kaipara Memorial Returned and Services Association (Incorporated)

Community

Towards the cost of a heat pump and the installation of curtains and window blinds, kitchen unit and audio unit.

$6,302.00  Towards the blinds and curtains (not the heat pump)

LG1716-233

Bays Youth Community Trust

Community

Towards the cost of venue hire

$0

Events takes place outside the local board area

LG1716-234

Victim Support (New Zealand Council Of Victim Support Groups Incorporated)

Community

Towards supporting the volunteer programme and salaries of local staff

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1716-237

North Shore Hospice Trust - Warkworth Wellsford Hospice

Community

Warkworth Wellsford Hospice building project towards the cost of installing a CCTV security system in and around the new hospice building

$12,872.00

LG1716-239

Youthline Auckland Charitable Trust

Community

Towards a salary towards mentoring and support for youth within the Rodney area

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1716-220

Warkworth War on Weeds

Environment

For the Warkworth “War on Weeds - Weed Amnesties” project
towards advertising, skip bin hire and weed disposal costs.

$2,396.00

LG1716-227

Gecko New Zealand Trust

Environment

For the Muriwai community pest control programme
towards project management to bring together Muriwai community groups and residents to undertake pulse pest control in 2017/2018, and to purchase pest control tools.

$0

Pest control has been funded with a grant to Muriwai Environmental Action Group

LG1716-229

Forest and Bird Warkworth Area

Environment

To install
interpretive plant signage

$3,200.00

LG1716-235

Pohutukawa Trust New Zealand

Environment

Towards the cost of labour and materials for the contracted hunters to carry a combined possum and wallaby cull on Kawau Island

$10,000.00

LG1716-246

Buckleton Beach Ratepayers and Residents Association

Environment

Towards rabbit control on the peninsula

$1,800.00

LG1716-249

Muriwai Environmental Action Community Trust

Environment

For the nursery
towards the materials needed to build the nursery: fence posts, shade cloth, wire, clips, strainers, nails, batons, tanalised timber, screws, nails and scoria for plant beds, locks and gates, irrigation system, decking, timber and hardware for potting benches, roofing materials for over deck for all-weather potting and also towards pest control

$13,050.00

Further funding has been allocated to Muriwai Environmental Action Community Trust to undertake pest control work rather than Gecko Trust.

LG1716-219

Kowhai Festival Society Incorporated

Events

Towards operational costs for the “Huge Day Out” such as stage and sound systems, traffic management, hire of equipment (portable toilets), insurance, marketing and promotion through the local newspapers and radio station, waste management, musical performers

$10,000.00

LG1716-201

Rawinia Henderson

Historic heritage

Towards the restoration and preservation of the William Sullivan’s Grave.

$7,965.00

LG1716-209

Warkworth and District Museum Society Incorporated

Historic heritage

Preserving important archival material through the purchase of acid free storage containers

$4,633.00

LG1716-242

Rawinia Henderson

Historic heritage

Towards the restoration and preservation of the Rawinia Roa headstone.

$0

Note, one headstone restoration has been funded; refer applicant to regional funding

LG1716-204

Kaukapakapa Residents and Ratepayers Association Incorporated

Sport and Recreation

Towards the Kaukapakapa nature playspace equipment

$20,000.00

Local board has considered the total funding required for this project and has agreed to increase the grant amount for this round

LG1716-208

Helensville Tennis Club Incorporated

Sport and Recreation

To contract an administrator for 12 months for the tennis club

$0

Does not meet local board plan outcomes as the guidelines preclude funding salaries

LG1716-215

Mahurangi Sport and Recreation Collective

Sport and Recreation

Towards the concept and design of the Mahu Bike and Skate Park

$12,000.00

Local board has considered the total funding required for this project and has agreed to increase the grant amount for this round

LG1716-217

Hibiscus Coast Youth Council Incorporated

Sport and Recreation

Towards “Competitive Youth Engagement” for  programmed youth activities and amateur sport, specifically for wages and room costs

$0

Applicant is not in the local board area

LG1716-223

Omaha Beach Community Incorporated. ('OBC')

Sport and Recreation

Towards the community 'GymGuru'
exercise station equipment and its installation

$0

The local board support the project in principle but, as it relates to the improvement of a council asset, current financial policy requires that this project proceed via a procurement process and not a grant. The local board recommend relevant staff work with the applicant to further this initiative via that process.

LG1716-226

Snells Beach Ratepayers Residents Association

Sport and Recreation

Towards Hamatana Road to Grange Street cycleway development, specifically
towards the fencing and track laying

$0

The local board support the project in principle but, as it relates to the improvement of a council asset, current financial policy requires that this project proceed via a procurement process and not a grant. The local board recommend relevant staff work with the applicant to further this initiative via that process.

LG1716-236

Coatesville Residents and Ratepayers Incorporated

Sport and Recreation

Towards the cost of a fitness station and its installation

$0

The local board support the project in principle but, as it relates to the improvement of a council asset, current financial policy requires that this project proceed via a procurement process and not a grant. The local board recommend relevant staff work with the applicant to further this initiative via that process.

LG1716-247

Punganui Station Limited

Sport and Recreation

Towards the cost of feasibility studies to join the greenways tracks and earthworks requirements for Punganui Station

$14,350.00

Local board has considered the total funding required for this project and has agreed to increase the grant amount for this round

 

 

Total

 

$133,989.00

 

b)      agree to fund, part-fund or decline the following applications in this round:

App. ID

Applicant

Project/
activity focus

Project

Amount allocated

LG1716-212

Auckland Youth Performing Arts Centre (trading as Joyful Youth Orchestra)

Arts and Culture

Towards the cost of  hall hire and lesson fees for music classes

$0

Applicant is outside the local board area

LG1705-240

Kumeu Brass Incorporated

Arts and Culture

Towards architect fees, consent costs and the building of the band room extension for the bandroom building extension on Waitakere Road

$10,000.00

LG1701-231

Dance Therapy New Zealand

Community

For the “Stars Dance Therapy” groups
towards therapist and assistants fees, programme delivery, administration and co-ordination costs for “Stars North Shore” from July to December 2017

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1702-237

Raeburn House (North Shore Community Health Network Incorporated)

Community

For development of a directory of support services 2017 to 2019: for North Shore, Rodney and Waitakere, specifically
towards information updating, data entry, printing, infrastructure and management, information technology services, graphic design, promotion and distribution.

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

 

LG1720-207

Dress for Success Incorporated

Community

Towards
service delivery: rent, salary and general operating costs for employment dressing and job retention support

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1716-202

Project Litefoot Trust

Environment

Towards the costs of salaries, materials installed at the club, administration costs, travel costs, and promotion of LiteClub Rodney.

$0

Does not meet local board plan outcomes and the guidelines preclude funding salaries

LG1708-229

Gymnastics Community Trust

Sport and Recreation

Towards the wages for the recreational gymnastics coaches across Glenfield, Hibiscus Coast and Orewa sites to enable recreational gymnastics growth.

$0

Applicant is outside the local board area and the guidelines preclude funding salaries

LG1708-236

Harbour Sport Trust

Sport and Recreation

Towards programme delivery costs, coordinator wages and subsidies for participants for the “Learn to Ride” school holiday programme from July 2017 to April 2018.

$10,821.00

Note: coordinator wages are excluded from the funding allocated as funding should be used for resources and other deliverables

 

 

LG1708-237

Badminton North Harbour

Sport and Recreation

Towards replacement of equipment, technical support in the installation and upgrade of new hardware.

$0

Applicant is outside the local board area

 

 

Total

 

$20,821.00

 

CARRIED

 

Resolution number RD/2017/101

MOVED by Member C Brewer, seconded by Member B Steele:  

That the Rodney Local Board:

b)        accept the late grant applications for funding from Riverhead Beautification Society towards planting projects at Victoria Street Road Reserve and Wharf Road Reserve, and Riverhead Community Courts Club towards restoration and repair work on the sash windows of the courts building in Riverhead.

c)         allocate $8,500 to Riverhead Beautification Society towards planting projects in the Victoria Street Reserve and Wharf Road Reserve in Riverhead and $5,000 to Riverhead Community Courts Club for restoration and repair work on the sash windows of the courts building in Riverhead.

 

CARRIED

 

Attachments

a     Riverhead Beautifying Society application

b     Riverhead Community Courts Club application

 

Secretarial Note:         Information on the late applications from Riverhead Community Courts Club and Riverhead Beautification Society was tabled at the meeting. The applications have been placed on the file copy of the minutes and can be viewed on the Auckland Council website.

 

The meeting adjourned at 3.32pm for the Rodney Local Board Parks and Recreation Committee meeting. The Rodney Local Board meeting reconvened at 4.20pm.

 

 

14

Rodney Local Board 2017/2018 Community Facilities Work Programme

 

Karen Walby (Community Lease Advisor) and Sarah Jones (Principal Project Manager – Park Amenities) in attendance for this item.

 

Resolution number RD/2017/102

MOVED by Member B Bailey, seconded by Member C Smith:  

That the Rodney Local Board:

a)      approve the Rodney Local Board 2017/2018 Community Facilities Work Programme as detailed in Attachment A to the agenda report with the following amendments:

          i)              amend the wording for all those lines in the work programme which                  refer to “grant” for lease to “process” lease or similar wording.

b)      acknowledge that the new leases or changes to leases requested by the community will be incorporated into the work programme throughout    the year.

c)      approve in principle the Rodney Local Board 2017-2020 Community Facilities Capital Works Programme as detailed in Attachment B to the agenda report.

d)      note the delegated approval to the Rodney Local Board Transport, Infrastructure and Environment Committee Chairperson and Deputy Chairperson for any variances in the scope of the projects identified within the 2017/2018 Community Facilities Work Programme (RODTP/2017/20).

e)      note that the 2017/2018 asset-based services capital works funding envelope, identified for the work programme, is indicative to deliver the work and any budget variances will be managed within the total region-wide asset-based services funding envelope.

f)       request that staff investigate an amendment to the scope of item 2636 in the Community Facilities work programme to include the preparation of the surface and underpinnings at the adjacent courts currently leased to Helensville Tennis Club so that these may be made ready for the club to resurface the courts with Astroturf (or similar) in the future, and report back to the local board on the relevant impact and viability of such a change in scope as soon as practicable. Note: the lease agreement to the Helensville Tennis Club is currently silent on maintenance of the tennis courts.

g)      note that an additional item will be inserted into the work programme for $50,000 LDI Capex for the creation of active recreation spaces, with specific wording to be approved by the Rodney Local Board Transport, Infrastructure and Environment Committee Chairperson and Deputy Chairperson and staff.

h)      note that the $100,000 LDI opex for the planning and design of town centre improvements is not included in the work programme and request staff to have this item inserted as soon as practicable.

 

CARRIED

 

 

15

Adoption of Local Board Agreement 2017/2018

 

Michelle Going (Lead Financial Advisor) in attendance for this item. Ms Going tabled a Funding Impact Statement which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.

 

Resolution number RD/2017/103

MOVED by Member B Bailey, seconded by Member C Brewer:  

That the Rodney Local Board:

a)      adopt local content for the Annual Budget 2017/2018 (Attachment A to the agenda report), including:

i.          a Local Board Agreement 2017/2018

ii.         a message from the Chairperson

iii.        local board advocacy

iv.        local activity budgets

v.         local performance targets

b)      adopt local fees and charges schedules for 2017/2018 (Attachment B)

c)      note:

i.        that the local activity budgets have been updated to reflect final budget decisions made by the governing body on 1 June 2017;

ii.       that if there are outstanding (not yet agreed) matters in the local board agreement, the local board should include an explanation of these matters in the Chair’s message at the front of the local board agreement;

iii.      that the resolutions of this meeting will be reported back to the governing body when it meets to adopt the Annual Budget 2017/2018 on 29 June 2017.

d)      delegate authority to the chairperson to make any final minor changes to the local content for the Local Board Agreement 2017/2018

 

CARRIED

 

Attachments

a     Funding Impact Statement

 

 

 

 

 

16

Project 17: Auckland Council Maintenance Contracts

 

Resolution number RD/2017/104

MOVED by Member B Bailey, seconded by Member C Smith:  

That the Rodney Local Board:

a)      agree the following local priorities for year one (2017/2018) of new maintenance contracts:

·    community and workforce priorities for the Rodney Local Board area (smart procurement)

o   local employment: percentage of staff living within contract area and local board area

o   local impact assessment

o   number of subcontractors and suppliers sourced by contract area and local board area

o   estimate of subcontractor and supplier spend by contract area and local board area

o   percentage of workforce under the age of 25 who were not previously in education, employment or training

b)      note that community and workforce (smart procurement) targets may be developed over the next six to twelve months to establish a baseline.

c)      note that Auckland Council will continue to encourage, support and work with volunteer and community groups across the region in alignment to the new maintenance contracts. 

 

CARRIED

 

 

17

Ward Councillor Update

 

Cr Greg Sayers was in attendance for this item. Cr Sayers updates for April-May and May-June have been placed on the file copy of the agenda and can be viewed on the Auckland Council website.

 

Resolution number RD/2017/105

MOVED by Chairperson B Houlbrooke, seconded by Member B Bailey:  

That the Rodney Local Board:

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

 

CARRIED

 

Attachments

a     Councillor Update April - May

b     Councillor Update May - June

 

 

 

 

 

 

 

 

 

 

18

Governance Forward Work Programme

 

Resolution number RD/2017/106

MOVED by Member B Steele, seconded by Member A Roe:  

That the Rodney Local Board:

a)      note the governance forward work calendar.

 

CARRIED

 

 

19

Deputation/Public Forum Update

 

Resolution number RD/2017/107

MOVED by Member T Berger, seconded by Member C Smith:  

That the Rodney Local Board:

a)      note the Deputation/Public Forum Update for the Rodney Local Board.

 

CARRIED

 

 

 

20

Rodney Local Board Workshop Records

 

Resolution number RD/2017/108

MOVED by Chairperson B Houlbrooke, seconded by Member B Bailey:  

That the Rodney Local Board:

a)      note the workshop record for Thursday, 1 June 2017.

 

CARRIED

 

 

21

Rodney Local Board Chairperson's Report

 

Resolution number RD/2017/109

MOVED by Chairperson B Houlbrooke, seconded by Member C Brewer:  

That the Rodney Local Board:

a)      note the chairperson’s report.

 

CARRIED

  

 

22        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.   

 

 

 

 

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

 

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

 

 

 

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

 

 

 

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