Ōrākei Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Ōrākei Local Board held in the St Chads Church and Community Centre, 38 St Johns Road, Meadowbank on Thursday, 17 May 2018 at 3.00pm.

 

present

 

Chairperson

Kit Parkinson

 

 

 

Deputy Chairman

Carmel Claridge

 

 

 

Members

Troy Churton

 

 

 

 

Colin Davis, JP

 

 

 

 

Toni Millar, QSM, JP

 

 

 

 

Ros Rundle

 

 

 

 

David Wong

 

 

 

 


Ōrākei Local Board

17 May 2018

 

 

 

1          Welcome

 

The Chairperson opened the meeting and welcomed those that were present.

 

2          Apologies

  

There were no apologies.

 

3          Declaration of Interest

 

Chairperson Parkinson declared an interest in item 13 – Business Improvement District (BID) Programme Compliance Report to Ōrākei Local Board for Financial Year 2016/2017.

 

4          Confirmation of Minutes

 

Resolution number OR/2018/77

MOVED by Member C Davis, seconded by Member R Rundle:  

That the minutes of the Ōrākei Local Board meeting, held on Thursday, 19 April 2018 and the minutes of its extraordinary meeting, held on Thursday, 10 May 2018, be confirmed as true and correct.

CARRIED

 

5          Leave of Absence

 

There were no leaves of absence.

 

6          Acknowledgements

 

6.1

Acknowledgements - Colin Davis

 

Resolution number OR/2018/78

MOVED by Chairperson K Parkinson, seconded by Member D Wong:  

That the Ōrākei Local Board acknowledge and thank the Chairman Emeritus, Davis for his outstanding leadership, service and dedication as the Ōrākei Local Board Chairman for the period from Thursday, 3 November 2016 to Wednesday, 16 May 2018.

CARRIED

 

7          Petitions

 

There were no petitions.        

 

8          Deputations

 

8.1

Deputation - Police update for the Ōrākei Local Board area

 

Senior Sergeant Steve Samuels and Sergeant Rhys Smith were in attendance to brief the Board on crime prevention and trends within the local board area.

 

Resolution number OR/2018/79

MOVED by Chairperson K Parkinson, seconded by Member T Churton:  

That the Ōrākei Local Board thank Senior Sergeant Steve Samuels and Sergeant Rhys Smith for their attendance and presentation.

CARRIED

 

9          Public Forum

 

9.1

Public Forum - Low Carbon Action Plan

 

Sarah Thomson was in attendance to discuss the Auckland Council Low Carbon Strategic Action Plan refresh and to encourage the Board to look at ways which the Board can incorporate carbon reduction strategies in its plans.

 

A document was tabled in support of this item. A copy has been placed on the official minutes and is available on the Auckland Council website.

 

Resolution number OR/2018/80

MOVED by Chairperson K Parkinson, seconded by Deputy Chairman C Claridge:  

That the Ōrākei Local Board thank Sarah Thomson for her attendance and presentation.

CARRIED

 

Attachments

a     Submission: Developing a low carbon action plan for Ōrākei  

 

 

9.2

Public Forum - Ellerslie Theatrical Society

 

David Blakey, the Secretary of the Ellerslie Theatrical Society, was in attendance to discuss the increase in the venue hire fees charged to the Ellerslie Theatrical Society for its use of the Ellerslie War Memorial Community Centre.

 

A document was tabled in support of this item. A copy has been placed on the official minutes and is available on the Auckland Council website.

 

Resolution number OR/2018/81

MOVED by Member C Davis, seconded by Member T Millar:  

That the Ōrākei Local Board:

a)       thank David Blakey for his attendance and presentation.

b)       request the Community Lease Advisor to investigate and advise the Board on the possibility of providing a community lease agreement to the Ellerslie Theatrical Society for the Ellerslie War Memorial Community Centre.

CARRIED

 

Attachments

a     Ellerslie Theatrical Society: Rental at Ellerslie War Memorial Community Centre

 

10        Extraordinary Business

 

10.1

Extraordinary Business - Land owner approval at 4 Victoria Avenue, Remuera

 

Work was recently done at 4 Victoria Avenue, Remuera on the shared driveway and carpark. Approval for this work was given by staff whereas the delegated authority rests with the Board. As soon as the Board was made aware of this, the Chairman immediately informed the appropriate managers of the correct procedure and delegations. Work is now proceeding to remedy some of the work.

The matter is major because a governance function of the Board was omitted by processing staff. The matter is urgent because staff have and may continue to omit important Board approval requirements unless the Board makes an appropriate resolution now.

The reason this item was not included on the agenda is that the matter came to the Board’s attention during a previous extraordinary general meeting but after the close of the agenda.

 

Resolution number OR/2018/82

MOVED by Chairperson K Parkinson, seconded by Deputy Chairman C Claridge:  

That the Ōrākei Local Board approve an item of extraordinary business at Item 28 of this business meeting agenda to consider a matter relating to 4 Victoria Avenue, Remuera.

CARRIED

 

 

11        Notices of Motion

 

There were no notices of motion.

 

12

Rescind resolution OR/2016/124 and grant a new lease to the Ōrākei Tennis Club Incorporated, Kupe Reserve, 146 Kepa Road, Ōrākei

 

Ron Johnson, Senior Community Lease Advisor, was in attendance to speak to this report.

 

Resolution number OR/2018/83

MOVED by Chairperson K Parkinson, seconded by Member C Davis:  

That the Ōrākei Local Board:

a)       rescind resolution OR/2016/124 to grant a community lease to Ōrākei Tennis Club Incorporated for part of Kupe Reserve, 146 Kepa Road, Ōrākei  made by the Board at its meeting held Thursday, 1 September 2016.

b)       grant a new community lease to Ōrākei Tennis Club Incorporated for part of Kupe Reserve, 146 Kepa Road, Ōrākei (Attachment C) on the following terms and conditions:

i)       term – 10 years commencing 17 May 2018 with one 10-year right of renewal

ii)      rent - $1.00 plus GST per annum if requested

iii)     the Ōrākei Tennis Club Incorporated Community Outcomes Plan as approved be attached to the leased document.

c)       agree that all other terms and conditions will be in accordance with the Reserves
Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012.

d)       note that there is a concept plan to reconfigure the activities on Kupe Reserve and that the proposed community lease to Ōrākei Tennis Club Incorporated will reflect this.        

e)       note that the driveway and grassed area excluded from the lease area of the proposed community lease to Ōrākei Tennis Club Incorporated (as showing in Attachment C to the report) will now be available to all users of Kupe Reserve.

f)        request the Community Lease Advisor to follow up and ensure that the barbed wire installed at the top of the fence surrounding the Ōrākei Tennis Club courts is removed by the lessee during the first term of the lease.

CARRIED

 

Secretarial note:       Chairperson Parkinson declared an interest in item 13, Business Improvement District (BID) Programme Compliance Report to Ōrākei Local Board for Financial Year 2016/2017 with respect to his involvement as a shareholder in a business operating in the St Heliers BID area and took no part in the discussion or voting in the matter. The Chairperson vacated the chair in favour of the Deputy Chairman at 3.52pm.

 

13

Business Improvement District (BID) Programme Compliance Report to Ōrākei Local Board for Financial Year 2016/2017

 

Steven Branca, BID Partnership Advisor was in attendance to speak to this report.

 

Documents were tabled in support of this item. A copy has been placed on the official minutes and is available on the Auckland Council website.

 

Resolution number OR/2018/84

MOVED by Member C Davis, seconded by Member T Churton:  

That the Ōrākei Local Board:

a)       recommend to the Governing Body to strike the targeted rates for the Ellerslie BID Programme for the 2018/2019 financial year to achieve the amount of $152,000 for the Ellerslie Business Association and include this amount in the 2018/2019 Annual Plan/Budget.

b)       recommend to the Governing Body to strike the targeted rates for the Remuera BID Programme for the 2018/2019 financial year to achieve the amount of $242,564 for the Remuera Business Association and include this amount in the 2018/2019 Annual Plan/Budget.

c)       recommend to the Governing Body to strike the targeted rates for the St Heliers BID Programme for the 2018/2019 financial year to achieve the amount of $138,484 for the St Heliers Business Association and include this amount in the 2018/2019 Annual Plan/Budget.

d)       request in future, that the Business Associations ensure that they formally request the Board to pursue a quantified target rate to achieve their budget.

CARRIED

 

Attachments

a     Ellerslie Business Association

b     Remuera Business Association

c    St Heliers Village Association

 

Secretarial note:       The Chairperson resumed the chair at 4.11pm.

 

14

Request for an alcohol ban at Gollan Road, Mt Wellington

 

Paul Wilson, Team Leader Policies and Bylaws and Elizabeth Osborne, Policy Analyst were in attendance to speak to this report.

 

Resolution number OR/2018/85

MOVED by Chairperson K Parkinson, seconded by Member T Churton:  

That the Ōrākei Local Board:

a)      adopt a 5pm - 7am daily alcohol ban (option two) on the car parking area at the end of the Gollan Road cul-de-sac, Mount Wellington as detailed in Attachment A to the report and to include the useable area at 37 Gollan Road, Mount Wellington.

b)      authorise the Board Chairperson, in conjunction with the Manager Social Policy and Bylaws, to make any minor edits or amendments to the alcohol ban on the car parking area at the end of the Gollan Road cul-de-sac, Mount Wellington, to correct any identified errors or typographical edits.

c)      allocate up to $1,000 from the Ōrākei Local Board signage budget to cover the installation cost of signage at the end of Gollan Road.

d)      request that the above resolutions be forwarded to the Maungakiekie-Tāmaki Local Board for its information.

CARRIED

 

 

15

Ōrākei Local Grants, Round Two 2017/2018 Grant Allocations

 

Resolution number OR/2018/86

MOVED by Chairperson K Parkinson, seconded by Member C Davis:   

That the Ōrākei Local Board:

a)       approve the following 2017/2018 Ōrākei Local Board Local Grants, Round Two grants:   

Applicant

Project and Conditions

Allocated

Ellerslie Theatrical Society

Towards the venue hire of Ellerslie War Memorial Hall for rehearsals and performances

$10,000

Remuera Chinese Association Incorporated

Towards venue hire at the Somervell Presbyterian Church for twice weekly meetings for retired Chinese immigrants

$2,000

Mission Bay Business Association Incorporated

Towards maintenance costs of the Selwyn Reserve tree lights and security cameras

$20,000

Eastern Bays Toy Library

Towards venue hire of Glendowie Community Centre

$1,300

Dance Therapy NZ

Towards programme facilitation, supervision for the art therapists, administration and equipment for the "Arts 4 Us" workshops

$1,200

Kids Safe With Dogs Charitable Trust

Towards the printing of activity booklets. Invitation to be extended to all schools in the Ōrākei Local Board area

$2,300

Eastern Bays Songbird Project Incorporated

Towards the programme manager fee for coordinating the 'Bringing back songbirds to the Eastern Bays through community action' project

$7,000

Ellerslie Business Association

Towards costs for the Ellerslie Fairy Festival, Ellerslie Santa Parade and ARTerslie 2019 events

$20,000

The Remuera Business Association Incorporated

Towards the promotion, entertainment and production costs of the Paws and Santa, Chinese New Year and Bastille Day events

$20,000

Parish of Ellerslie

For the full grant application amount of the secondary glazing installation and 50 per cent of the grant application amount for the belfry repairs of the church

$10,000

The Auckland Table Tennis Association Incorporated

Towards the cost of the development coach, who will teach table tennis to students in Ōrākei schools.

$1,500

Meadowbank Pony Club Incorporated

Towards the installation of a watering system in the arena

$10,000

 Total

 

$105,300

 

b)       approve the following multiboard application in 2017/2018 Ōrākei Local Board Ōrākei Local Grants:

Applicant

Project and Conditions

Allocated

Age Concern Auckland Incorporated

Towards the provision of health promotion, accredited visitor service and field social support services across West and Central Auckland

$5,000

 

c)       request all successful funding applicants to acknowledge Ōrākei Local Board support for their organisation and the event or project including the Ōrākei Local Board logo on marketing material, product and/or promotional media/statements.

d)       request that if funding relates to an event, an invitation needs to be extended to all Ōrākei Local Board members to attend.

e)       decline the following Ōrākei Local Grants Round Two 2017/2108 grant applications noting these applications were either ineligible as they did not meet funding criteria and/or for activities well outside the Ōrākei Local Board area:

Applicant

Project

Bach Musica NZ Incorporated

Towards weekly venue hire at Somervell Church for rehearsals

St Heliers and Community Support Trust

Towards the architect and project leader fees to obtain a funding plan, architect drawings and scale costs

Youthline Auckland Charitable Trust

Towards the wages of clinical counsellor staff to train the helpline volunteers and provide immediate support

Ellerslie Residents Association Incorporated

Towards ongoing operational expenses, including printing, accountancy, booking and website costs

Kohimarama Bowling Club Incorporated

Towards the cost to sand and varnish existing floors

Glendowie Tennis Club Incorporated

Towards the cost of hedge trimming on the club grounds

Chinese New Settlers Services Trust

Towards advertising and tutor fees for dance, painting, Kungfu and chess sessions

Project Litefoot Trust

Towards the overall cost of the LiteClub project, specifically salaries, materials, equipment, advertising and promotion

Kelly Group NZ Limited

Towards coaching fees and resources kits to deliver a traditional Maori games programme to 29 schools in Auckland

 

f)        reallocate $11,401 from its Local Economic Development Initiatives 2017/2018 budget to cover the shortfall in the Local Contestable Grants Fund 2017/2018 budget following the Ōrākei Local Grants Round Two 2017/2018 grant allocations.

g)       note that there is $0 remaining in the Local Contestable Grants Fund 2017/2018 for the Ōrākei Local Board.

CARRIED

 

 

16

Auckland Transport Update to the Ōrākei Local Board – May 2018

 

Felicity Merrington, Elected Member Relationship Manager was in attendance to speak to this report.

 

Resolution number OR/2018/87

MOVED by Deputy Chairman C Claridge, seconded by Member R Rundle:  

That the Ōrākei Local Board receive Auckland Transport’s May 2018 update report.

 

CARRIED

 

 

17

Review of Auckland Council’s representation arrangements for the 2019 elections

 

Resolution number OR/2018/88

MOVED by Member C Davis, seconded by Deputy Chairman C Claridge:  

That the Ōrākei Local Board:

a)       provide feedback on the review of Auckland Council’s representation arrangements for the 2019 elections as follows:

            i.       General feedback

The Board supports the general approach to the review of Auckland Council’s representation arrangements for the 2019 elections for the Governing Body’s ward boundaries, which is to make changes on an issue-by-issue basis and to not seek significant change.  However, it is not clear whether the review was intended to include both the Governing Body arrangements and Local Board boundaries, given that local boards are legislatively part of the Auckland Council and no there has been no specific consultation with each local board on its boundary and membership.  Accordingly, it cannot be considered a review of Auckland Council’s representation arrangements. The Board’s feedback is based solely on Governing Body ward boundaries.

The Board does not consider that ward boundaries need to align with local board boundaries at all times and supports the Governing Body seeking legislative change to allow it to review the number of Governing Body members as this would enable the better management of the Fairness of representation requirements in the Local Electoral Act 2001.

           ii.       Waitematā and Gulf ward and Ōrākei ward

The Board’s preferred option to address the variance of 43 per cent for the Waitematā and Gulf ward is for the Governing Body to seek legislative change to allow it to review the number of Governing Body members as this change would enable the addition of a second Governing Body member to the Waitematā and Gulf ward which in turn would result in minimal changes to the rest of the isthmus wards.

Should this preferred approach not be successful, the Board supports a variation to Option 2 in the report as follows:

o    The addition of Parnell to the Ōrākei ward because it shares a similar history, character and heritage buildings as other parts of the ward and the residents have a similar socio-economic status. Parnell shares a common boundary with Hobson Bay, so including Parnell will ensure that the planning and development of the Hobson Bay area and Tamaki Drive is integrated. The Parnell boundary should also be extended down to the start of Tamaki Drive in the vicinity of the Port area, not including the Port or the heliport, but including Teal Reserve, as there is a community of interest for this area with Parnell.

o    Newmarket should remain with the Waitematā ward as it shares characteristics with Grafton and the CBD so would best remain with that community of interest.

o    There is a stronger community of interest between Stonefields and St Johns than between Glen Innes and St Johns so St Johns should remain with the Ōrākei ward. In addition Colin Maiden Park should remain within the Ōrākei ward as most of the users come from the Ōrākei ward so there is a distinct community of interest for St Johns with the Ōrākei ward.

o    Ellerslie is a community which has been split across two wards since 2010 as it is bisected by the motorway and railway and its school and some places of worship are not within the present Ōrākei ward. It would be sensible to join up the two parts of Ellerslie into one ward and one local board area and the Board acknowledges that in order to address the Ōrākei ward variance it may be that Ellerslie has to move to the Maungakiekie-Tāmaki ward. However, if Ellerslie is to move to the Maungakiekie-Tāmaki ward the Grand View Drive side of Ellerslie racecourse and then across to Abbotts Way should be on the Ōrākei ward side of the boundary. In addition, the Board notes that many residents of the Ōrākei ward use community facilities in Ellerslie, such as those at Michael’s Ave Reserve, so moving these assets into another Ward will split a community of interest.

b)      delegate authority to the Chairperson and the Chairman Emeritus to represent the Board’s views on the review of Auckland Council’s representation arrangements for the 2019 elections, should the Joint Governance Working Party seek further engagement with and/or feedback from the Board, prior to reporting to the Governing Body with a proposal in July 2018, or during the consideration of submissions following public notification.

 

CARRIED

 

 

18

Auckland Council's Quarterly Performance Report: Ōrākei Local Board for quarter three, 1 January - 31 March 2018

 

Hayley King, Local Board Advisor was in attendance to speak to this report.

 

Resolution number OR/2018/89

MOVED by Chairperson K Parkinson, seconded by Member D Wong:  

That the Ōrākei Local Board receive the performance report for the financial quarter ending 31 March 2018.

CARRIED

 

 

19

Chairman's report - Colin Davis

 

Resolution number OR/2018/90

MOVED by Member C Davis, seconded by Member R Rundle:  

a)      That the report be received.

b)      That the Ōrākei Local Board Plaques and Memorials in Parks and Reserves Policy and Guidelines be adopted.

CARRIED

 

Secretarial note:       Member Millar requested her vote against item 19, resolution b) be recorded.

 

20

Board Member Report – Kit Parkinson

 

Resolution number OR/2018/91

MOVED by Chairperson K Parkinson, seconded by Member T Churton:  

That the report be received.

 

CARRIED

 

 

21

Board Member Report - Troy Churton

 

Resolution number OR/2018/92

MOVED by Member T Churton, seconded by Member C Davis:  

a)       That the report be received.

b)       That the Ōrākei Local Board request Auckland Transport to reintroduce the use of the parking permit system for elected members.

CARRIED

 

Secretarial note:       Deputy Chairman Claridge requested her vote against item 21, resolution b) be recorded.

 

22

Board Member Report – Carmel Claridge

 

Resolution number OR/2018/93

MOVED by Deputy Chairman C Claridge, seconded by Member R Rundle:  

a)      That the report be received.

b)      That the Ōrākei Local Board formally endorse its feedback to Auckland Transport on the Meadowbank Rd / St Johns Rd intersection (attachment A to the report).

c)      That the Ōrākei Local Board request Auckland Transport to reassess the safety feasibility of the Ladies Mile Cycleway and provide advice to the Board on alternative routing.

d)      That the Ōrākei Local Board request Auckland Transport to provide the Board with options for a pedestrian refuge midway on the segment of St Johns Rd between Meadowbank Shopping Centre and the Truman St/ St Johns Rd intersection.

CARRIED

 

 

23

Board Member Report – Ros Rundle

 

Resolution number OR/2018/94

MOVED by Member R Rundle, seconded by Member T Millar:  

That the report be received.

CARRIED

 

 

24

Board Member Report – David Wong

 

Resolution number OR/2018/95

MOVED by Member D Wong, seconded by Member R Rundle:  

That the report be received.

CARRIED

 

 

25

Governance Forward Work Calendar

 

Resolution number OR/2018/96

MOVED by Chairperson K Parkinson, seconded by Member D Wong:  

That the Ōrākei Local Board draft Governance Forward Work Calendar be noted.

CARRIED

 

 

26

Ōrākei Local Board Workshop Notes

 

Resolution number OR/2018/97

MOVED by Chairperson K Parkinson, seconded by Deputy Chairman C Claridge:  

That the Ōrākei Local Board workshop notes for the workshops held on 5, 12 and 26 April 2018 be noted.

CARRIED

 

27

Resolutions Pending Action

 

Resolution number OR/2018/98

MOVED by Chairperson K Parkinson, seconded by Member C Davis:  

That the Ōrākei Local Board resolutions pending action report be noted.

 

CARRIED

  

 

28        Consideration of Extraordinary Items

 

28.1

Consideration of Extraordinary Items: 4 Victoria Ave, Remuera

 

Resolution number OR/2018/99

MOVED by Member T Churton, seconded by Member C Davis:  

That the Ōrākei Local Board request that the General Managers of both Regulatory Services and Community Facilities circulate a memo to all processing staff regarding protocols for all Board landowner approvals.

 

CARRIED

 

 

 

 

5.11 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 Ōrākei Local Board HELD ON

 

 

 

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

 

 

 

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