Minutes of Great Barrier Local Board

Great Barrier Local Board

21 November 2013

1 Welcome

2 Apologies

There were no apologies.

Secretarial note: Councillor Mike Lee gave his apologies.

3 Declaration of Interest

Chairperson Fordham and Member Spence declared an interest in Item 14.

4 Confirmation of Minutes

Resolution number GBI/2013/211

MOVED by Member IM Fordham, seconded by Member SP Daly:

That the Great Barrier Local Board:

a) confirm the minutes of its extraordinary meeting, held on Saturday, 2 November 2013 as a true and correct record.

CARRIED

5 Leave of Absence

There were no leaves of absence.

6 Acknowledgements

There were no acknowledgements.

7 Petitions

There were no petitions.

8 Deputations

There were no deputations.

9 Public Forum

9.1	Becs Gibson - Department of Conservation
	Becs Gibson from the Department of Conservation was in attendance to provide the Great Barrier Local Board with an update regarding the proposed Great Barrier Island/Aotea conservation park.
	A document was tabled in respect of this item. A copy of the tabled document has been attached to the official copy of these minutes and can be viewed on the Auckland Council website.
	Resolution number GBI/2013/212 MOVED by Member IM Fordham, seconded by Member SP Daly: That the Great Barrier Local Board thank Becs Gibson for her Public Forum presentation. CARRIED

9.2

Angela Wright - Island Screens Incorporated

Angela Wright from Island Screens Incorporated was in attendance to present to the Great Barrier Local Board in respect of Island Screens Incorporated’s Accommodation Support Fund 2013/14 application.

Resolution number GBI/2013/213

MOVED by Member IM Fordham, seconded by Member SP Daly:

That the Great Barrier Local Board thank Angela Wright for her Public Forum presentation.

CARRIED

9.3

Karen Walker

Karen Walker was in attendance to present to the Great Barrier Local Board in respect of rubbish issues on Great Barrier Island.

Resolution number GBI/2013/214

MOVED by Member IM Fordham, seconded by Member SP Daly:

That the Great Barrier Local Board thank Karen Walker for her Public Forum presentation.

CARRIED

9.4

Bridget Grainey - Waste Educator, Great Barrier Island

Bridget Grainey, Great Barrier Island Waste Educator, was in attendance and presented to the Great Barrier Local Board in respect of rubbish issues and waste on Great Barrier Island.

Resolution number GBI/2013/215

MOVED by Member IM Fordham, seconded by Member SP Daly:

That the Great Barrier Local Board thank Bridget Grainey, Great Barrier Island Waste Educator for her Public Forum presentation.

CARRIED

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

Great Barrier Island Small Local Improvement Projects (SLIPs) Programme 2013/2014

Susan Thomas, SLIPs Project Portfolio Leader and Oliver Kunzendorff, Team Leader SLIPs were in attendance to speak to this item.

Resolution number GBI/2013/216

MOVED by Member IM Fordham, seconded by Member JJ Gilbert:

That the Great Barrier Local Board:

a) receives the Great Barrier Island SLIPs 2013/2014 programme update;

b) returns the following SLIPs project funds for reallocation:

No	Project description	Capex/ Opex	Budget value
1.	Rabbit Control - Kaitoke Beach Restoration Project 2012/13 – return funds for reallocation	Opex	-2500.00
2.	Double sided notice board for Claris air terminal project	Capex	-387.00
3.	Walking Festival Transport costs for reallocation	Opex	-9,800

c) approves the Port Fitzroy Nurses Home access ramp for scoping during the 2013/2014 financial year;

d) approves the following SLIPs projects for implementation during the 2013/2014 financial year:

No	Project description	Capex/ Opex	Budget value
1.	Plantation Reserve and Medlands Reserve concept plans	Opex	$6,100
2.	Port Fitzroy wharf mural restoration	Opex	$8,500
3.	Recreational Swimming pontoon – Port Fitzroy	Capex	$14,400
4.	Okiwi Park curved boardwalk	Capex	$11,600
5.	Okiwi Park Hardstand	Opex	$7,800
6.	Whangaparapara Wharf floating pontoon	Capex	$78,000
7.	Claris airfield remote aviation weather camera station	Capex	$10,000
8.	SLIPS View Shaft consent 13/14	Opex	$1,600

e) requests that the option for the Whangaparapara pontoon being constructed in a manner that is suitable for multiple use, including use by Auckland Seaplane, be investigated;

f) notes its sadness at Susan Thomas’ resignation and thanks her for all of her hard work and contribution to Great Barrier Island.

CARRIED

September Quarterly Performance Report

Resolution number GBI/2013/217

MOVED by Member JJ Gilbert, seconded by Member CA Spence:

That the Great Barrier Local Board:

a) receive the Quarterly Performance Report.

CARRIED

Great Barrier Accommodation Support Fund 2013/14

Chairperson Fordham declared an interest in this item and took no part in the discussion or voting on this matter.

Member Spence declared an interest in this item and took no part in the discussion or voting on this matter.

Resolution number GBI/2013/218

MOVED by Member JC Cleave, seconded by Member JJ Gilbert:

That the Great Barrier Local Board:

a) considers the advisor recommendations and agrees to fund the Accommodation Support Fund applications in this round as follows:

Organisation name	Funds required for	Amount requested	Amount recommended
Great Barrier Island Charitable Trust	towards regular room hire at the Claris Health Centre and the Claris Conference Centre	$500.00	$500.00
Island Screens Incorporated	towards rental at 21 Medland Rd	$1,920.00	$1,920.00
Total:		$2,420.00	$2,420.00

b) requests that Council officers promote the Accommodate Support Fund to applicable Great Barrier groups to enable the unallocated funds to be released as part of a future community grants funding round.

CARRIED

Establishment of the Great Barrier Environment Committee

Resolution number GBI/2013/219

MOVED by Member IM Fordham, seconded by Member CA Spence:

That the Great Barrier Local Board:

a) establishes an environment committee of the whole to be known as the Great Barrier Environment Committee;

b) adopts the terms of reference for the committee with paragraph a. amended to read as follows “the purpose of the Great Barrier Environment Committee is to provide the Great Barrier Local Board with a dedicated decision making forum to discuss and as appropriate advance matters relating to the protection and enhancement of the environment on Great Barrier Island…”. Any further additions or changes to the terms of reference to be considered by the committee once it has met;

c) delegates the committee to make decisions on all matters within its agreed terms of reference without further reference to the board;

d) confirms that the Great Barrier Environment Committee will hold its first business meeting on 11 December 2013 and resolves a schedule of committee meeting dates for the remainder of the board’s term including the date of the first committee meeting and minimum meeting frequency;

e) notes that the committee will confirm a chair and deputy chair at its first meeting.

CARRIED

Adoption of Great Barrier Local Board business meeting schedule 2013-2016

Resolution number GBI/2013/220

MOVED by Member IM Fordham, seconded by Member JC Cleave:

That the Great Barrier Local Board:

a) adopts the following meeting schedule for the 2013-2016 electoral term, with meetings to normally be held at the Claris Conference Centre, 19 Whangaparapara Road, Claris, Great Barrier Island:

i. Wednesday, 18 December 2013; Wednesday, 12 February 2014; Wednesday, 12 March 2014; Wednesday, 9 April 2014; Wednesday, 14 May 2014; Wednesday, 11 June 2014; Wednesday, 9 July 2014; Wednesday, 13 August 2014; Wednesday, 10 September 2014; Wednesday, 8 October 2014; Wednesday, 12 November 2014; Wednesday, 10 December 2014; Wednesday, 11 February 2015; Wednesday, 11 March 2015; Wednesday, 8 April 2015; Wednesday, 13 May 2015; Wednesday, 10 June 2015; Wednesday, 8 July 2015; Wednesday, 12 August 2015; Wednesday, 9 September 2015; Wednesday, 14 October 2015; Wednesday, 11 November 2015; Wednesday, 9 December 2015; Wednesday, 10 February 2016; Wednesday, 9 March 2016; Wednesday, 13 April 2016; Wednesday, 11 May 2016; Wednesday, 8 June 2016; Wednesday, 13 July 2016; Wednesday, 10 August 2016; Wednesday, 14 September 2016;

b) notes that during the term the Great Barrier Local Board will hold one meeting annually in the northern part of Great Barrier Island, one meeting in the southern part of Great Barrier Island, and one meeting in the greater Auckland region, with dates and locations to be confirmed at a later date;

c) notes that dates and times for hearings and deliberations for local board agreements and local board plans are yet to be finalised.

CARRIED

Allocation of portfolios to Great Barrier Local Board members

Resolution number GBI/2013/221

MOVED by Member JJ Gilbert, seconded by Member JC Cleave:

That the Great Barrier Local Board:

a) confirms the following portfolio areas and portfolio holder roles:

- planning, policy and bylaws portfolio – members Daly, Spence and Cleave;

- arts, culture and events portfolio – members Gilbert and Fordham;

- community development – members Gilbert and Spence;

- parks and recreation – members Daly and Fordham;

- tourism & economic development – members Cleave, Daly and Gilbert;

- transport and infrastructure – members Cleave, Gilbert and Spence;

- emergency management – member Fordham;

b) approves members Cleave and Spence’s attendance at the Making Good Decisions Accreditation Foundation training course in Auckland.

CARRIED

Appointment of Great Barrier Local Board members to outside organisations

Resolution number GBI/2013/222

MOVED by Member CA Spence, seconded by Member JJ Gilbert:

That the Great Barrier Local Board:

a) appoints board members to the following organisations:

Organisation	Primary	Alternate
Hauraki Gulf Forum	Jeff Cleave	Judy Gilbert
Motu Kaikoura Trust	Susan Daly	Jeff Cleave
Destination Great Barrier Island	Judy Gilbert	Jeff Cleave
Local Government New Zealand	Izzy Fordham	Christina Spence

CARRIED

Urgent Decision Process for the Great Barrier Local Board

Resolution number GBI/2013/223

MOVED by Member IM Fordham, seconded by Member JJ Gilbert:

That the Great Barrier Local Board:

a) adopts the urgent decision 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) delegates authority to the Chair and Deputy Chair or any person acting in these roles to make an urgent decision on behalf of the local board;

c) requests that all urgent decisions be reported to the next ordinary meeting of the local board.

CARRIED

Central Facilities Partnership Committee

Resolution number GBI/2013/224

MOVED by Member IM Fordham, seconded by Member SP Daly:

That the Great Barrier Local Board:

a) agrees to re-establish the Central Facility Partnerships Committee with the Albert-Eden, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, and Waitemata Local Boards, to collectively administer the Facility Partnerships fund;

b) endorses the Terms of Reference for the Central Facilities Partnership Committee, which will be adopted by the Committee at its first meeting:

i. the Central Facility Partnerships Committee has a member from each of the following Local Boards: Albert-Eden, Great Barrier, Maungakiekie-Tamaki, Orakei, Puketapapa, Waiheke, Waitemata;

ii. the Central Facility Partnerships Committee has the authority to make funding decisions in 2013/2014 in relation to the Facility Partnerships Policy;

iii. the Central Facility Partnerships Committee will appoint and may remove its own chairperson and deputy chairperson;

iv. the Central Facility Partnerships Committee will meet as required. It is envisaged there will be one procedural meeting and no less than one funding decision meeting in each financial year;

c) appoints Board Member Spence, and Board Member Gilbert as alternate, to the Central Facility Partnerships Committee with appropriate delegated authority to bind the board on decisions relating to the legacy Facility Partnerships policy made by the Committee;

d) notes that the first meeting of the Central Facility Partnerships Committee will be held on 11 December 2013.

CARRIED

Appointment of Great Barrier Local Board member to the Central Joint Funding Committee

Resolution number GBI/2013/225

MOVED by Member JJ Gilbert, seconded by Member JC Cleave:

That the Great Barrier Local Board:

a) agrees to re-instate the Central Joint Funding Committee for 2013/ 2014 to administer the legacy funds as per the committee’s draft terms of reference;

b) endorses the draft terms of reference for the Central Joint Funding Committee;

c) appoints member Spence to the Central Joint Funding Committee for 2013/ 2014 and member Gilbert as alternate with appropriate delegated authority to bind the board on decisions relating to the legacy community funding schemes made by the committee;

d) notes that a region-wide Community Funding Policy is being developed and will in time replace the current interim funding arrangements and that officers will engage with the board on this in the coming months.

CARRIED

Correspondence

Resolution number GBI/2013/226

MOVED by Member IM Fordham, seconded by Member JC Cleave:

That the Great Barrier Local Board:

a) receives the correspondence for the month of November 2013;

b) notes that Auckland Council officers will coordinate a session for Great Barrier community groups on financial management matters.

CARRIED

Great Barrier Local Board Workshop Proceedings

Resolution number GBI/2013/227

MOVED by Member JJ Gilbert, seconded by Member CA Spence:

That the Great Barrier Local Board:

a) receive the workshop proceedings for the workshop held on 6 November 2013.

CARRIED

24 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

11.46 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 Great Barrier Local Board HELD ON

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

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

Chairperson	Izzy Fordham
Deputy Chairperson	Susan Daly
Members	Jeff Cleave
	Judy Gilbert
	Christina Spence

	Becs Gibson	Department of Conservation
	Angela Wright	Island Screens Incorporated
	Karen Walker
	Bridget Grainey	Waste Educator, Great Barrier Island