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Hibiscus and Bays Local Board
OPEN MINUTES
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Minutes of a meeting of the Hibiscus and Bays Local Board held in the Local Board Office, 2 Glen Road, Browns Bay on Wednesday, 20 November 2013 at 4.30pm.
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Chairperson |
Julia Parfitt, JP |
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Deputy Chairperson |
Greg Sayers |
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Members |
David Cooper |
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Janet Fitzgerald, JP |
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Gaye Harding |
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Gary Holmes |
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Lovisa Kronqvist |
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Lisa Whyte (from 6.30pm) |
Item 8 |
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APOLOGIES
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Member |
Lisa Whyte for lateness |
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ALSO PRESENT
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Councillors |
Wayne Walker (from 5.05pm) |
Item 19 |
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John Watson (from 4.45pm) |
Item 14 |
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1 Welcome
The Chairperson welcomed those in attendance.
2 Apologies
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Resolution number HB/2013/233 MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a) accept the apology from Member Lisa Whyte for lateness.
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3 Declaration of Interest
There were no declarations of interest.
4 Confirmation of Minutes
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Resolution number HB/2013/234 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) confirm the minutes of its inaugural meeting held on Thursday, 7 November 2013, as a true and correct record.
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5 Leave of Absence
There were no leaves of absence.
6 Acknowledgements
There were no acknowledgements.
7 Petitions
There were no petitions.
10 Extraordinary Business
There was no extraordinary business.
11 Notices of Motion
There were no notices of motion.
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13 |
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Theresa Pearce, Relationship Advisor, was in attendance for this item.
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Resolution number HB/2013/235 MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a) receive the Infrastructure and Environmental Services update report.
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Councillor Watson present at 4.45pm
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14 |
Hibiscus & Bays Quarterly Performance Report for the quarter ended September 2013 |
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Jane Koch, Lead Financial Advisor was in attendance for this item.
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Resolution number HB/2013/236 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) receive the Quarterly Performance Report
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15 |
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Bridget Davey, Senior Local Board Advisor was in attendance for this item.
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Resolution number HB/2013/237 MOVED by Member GA Harding, seconded by Chairperson JG Parfitt: That the Hibiscus and Bays Local Board: a) appoint members Parfitt and Sayers to the Estuary Arts Extension Management Committee. b) delegate to Members Parfitt and Sayers the authority to make decisions in relation to the Estuary Arts Centre education wing development project, specified within the Management Committee Terms of Reference as follows: i) finance – Decision making and oversight in respect of expenditure within agreed project budget ii) decision making and oversight in respect of design areas iii) contribute to decisions and provide oversight in respect of the appointment of contractors/suppliers iv) approval of press releases v) media spokespersons (with liaison and support from the Local Board Communications Advisor) c) note that the Management Committee Terms of Reference also details those decisions which must come back to the full Hibiscus and Bays Local Board for approval.
CARRIED |
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16 |
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Leigh Radovan, Local Board Advisor in attendance.
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Resolution number HB/2013/238 MOVED by Member DR Cooper, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) appoint members Cooper, Fitzgerald, Harding, Parfitt and Whyte to the membership of the Facilities and Reserves Committee.
b) delegate to the Facilities and Reserves Committee decisions that are detailed in the attached Terms of Reference (Attachment A).
c) confirm that the Facilities and Reserves Committee will meet monthly as follows:
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17 |
Hibiscus and Bays Local Board Meeting Schedule for the remainder of 2013 and for 2014 |
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Resolution number HB/2013/239 MOVED by Chairperson JG Parfitt, seconded by Member AG Sayers: That the Hibiscus and Bays Local Board: a) adopt the meeting schedule for the remainder of 2013 and for 2014 as listed below: 2013
2014
b) note that the dates and times for hearings and deliberations for the Local Board Agreement 2014/2015 are not finalised and as such the meeting schedule may require alteration.
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18 |
Local board members portfolio allocation and urban design champion |
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Bridget Davey, Senior Local Board Advisor was in attendance for this item.
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Resolution number HB/2013/240 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) nominate the following local board members as lead and alternates for each portfolio area as follows:
b) appoint member Gary Holmes to provide input into notification decisions for resource consent applications that trigger local board input and member Janet Fitzgerald as an alternate. c) appoint member Gary Holmes as the Hibiscus and Bays Local Board’s representative as an urban design champion and member Janet Fitzgerald as the alternate representative.
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Councillor W Walker present at 5.05pm
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19 |
Appointment of Board Members to Outside Organisations and Community Networks |
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Resolution number HB/2013/241 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) allocate local board members to outside organisations and community networks, as listed below:
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20 |
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Resolution number HB/2013/242 MOVED by Chairperson JG Parfitt, seconded by Member GA Harding: That the Hibiscus and Bays Local Board: a) establishes a Hibiscus and Bays Local Board Swimming Pool Fencing Exemptions Committee and delegate all decisions relating to applications for swimming pool fencing exemptions received under the Fencing of Swimming Pools Act 1987. b) appoints the following four members to the Hibiscus and Bays Local Board Swimming Pool Fencing Exemptions Committee: Julia Parfitt, Janet Fitzgerald, Gaye Harding and Lisa Whyte, with a minimum of two members providing a quorum for the committee. c) note that the first meeting is to be held on 6 December 2013 following the Facilities and Reserves Committee meeting. |
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21 |
Commitments and Funding Report for Hibiscus and Bays Local Board Key Projects |
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Leigh Radovan Local Board Advisor was in attendance
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Resolution number HB/2013/243 MOVED by Member GA Harding, seconded by Chairperson JG Parfitt: That the Hibiscus and Bays Local Board: a) confirm the allocation of $25,000 from the Local Discretionary budget to complete the Mairangi Bay Reserve Management Plan. b) confirm the allocation of $5,000 from the Local Board Discretionary budget to Paperspaces Landscape to complete a landscape plan for Te Herenga Waka o Orewa at the proposed new location at Silverdale. c) confirm the allocation of $4,500 from the Local Civic functions budget to provide an event to celebrate the building of the new toilet block at Mairangi Bay and the installation of the all abilities equipment at the Mairangi Bay playground. d) confirm the allocation of $3,000 from the Local Civic Functions budget to engage with the Stillwater community on the proposed Stillwater Hall and playground.
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22 |
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Resolution number HB/2013/244 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) agree to re-instate the Northern Joint Funding Committee for 2013/2014 to administer the legacy funds as per the Terms of Reference b) endorse the draft Terms of Reference for the Northern Joint Funding Committee c) appoint member Julia Parfitt, with member Greg Sayers as alternate, to the Northern Joint Funding Committee for 2013/ 2014 with appropriate delegated authority to bind the local board on decisions relating to the legacy community funding schemes made by the Committee d) note that a region-wide Community Funding Policy is being developed and will in time replace the current interim funding arrangements. Officers will engage with the board in the coming months. |
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23 |
Urgent Decision Process for the Hibiscus and Bays Local Board |
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MOVED by Member DR Cooper, seconded by Member LC Kronqvist: That the Hibiscus and Bays Local Board a) adopt the urgent decision process for matters that require a decision where it is not practical to call the full local 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 an urgent decision on behalf of the local board. c) request that all urgent decisions be reported to the next ordinary meeting of the local board.
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Ward Councillors Update |
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Councillors John Watson and Wayne Walker updated the local board members on the activities of the governing body and also briefly explained their own roles for this term.
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Resolution number HB/2013/246 MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a) thank Councillors Walker and Watson for their update to the Hibiscus and Bays Local Board on the activities of the governing body.
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Dinner adjournment 6.05pm – 6.30pm
Member Whyte present 6.30pm
8 Deputations
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8.1 |
Pauline Smith - Hibiscus Coast Forest and Bird Protection Society |
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Pauline Smith and Karen Field from the Hibiscus Coast Forest and Bird Protection Society was in attendance.
A copy of the tabled presentation has been placed on the file copy of the minutes and will be available on the Auckland Council website as an attachment to the minutes.
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Resolution number HB/2013/247 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) thank Ms Smith and Ms Field for their presentation.
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a Pest Free Peninsula |
9 Public Forum
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9.1 |
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Lorraine Sampson, Silverdale Commercial Ratepayers, was in attendance regarding the removal of a sign in Silverdale..
The Chairperson took the opportunity to thank Mrs Sampson for her help with Conservation Volunteers on the Weiti River Project.
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Resolution number HB/2013/248 MOVED by Chairperson JG Parfitt, seconded by Member LM Whyte: That the Hibiscus and Bays Local Board:
a) thank Mrs Sampson for her presentation. |
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9.2 |
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Mr and Mrs Rumble and Mr and Mrs Dyson were in attendance for this item.
The residents are objecting to the above application for the following reasons: Increased noise, impacts on traffic and parking, loss of privacy, visual appearance, discharge of stormwater/wastewater.
The residents would like to see the application notified so that affected parties have the opportunity to make a submission to the application.
Mr Rumble stated a number of questions they would like answered: Is Council aware of the full intentions of the development, even though it is not in the application and how can it be stopped? What information does the local board need to support the residents? How and what can they do to stop the resource consent in the short term? Are the residents able to receive a letter of support from the local board to submit to Council in support of this application being notified?
The residents were advised that the local board cannot provide a letter of support.
Local board members agreed that there were large areas of concern and that the application should go through a publicly notified process and at the least a limited notification should occur.
The residents were advised that the local board do not make the decision on notification but are able to comment on whether the application should be notified or not.
The residents were advised to approach the Citizens Advice Bureau for advice and they should seek professional advice on putting a submission together in “planning” speak.
The Democracy Advisor was requested to send the minutes of this item to the Resource Consent planner.
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Resolution number HB/2013/249 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board:
a) thank Mr and Mrs Rumble and Mr and Mrs Dyson for their presentation.
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9.3 |
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Mr and Mrs Hemmingson were in attendance regarding the removal of the “No Alcohol” sign in Manly Esplanade and also the noise and mess made by youths drinking at the northern end of Browns Bay Beach.
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Resolution number HB/2013/250 MOVED by Chairperson JG Parfitt, seconded by Member LM Whyte: That the Hibiscus and Bays Local Board:
a) thank Mr and Mrs Hemmingsen for their presentation. |
24 Consideration of Extraordinary Items
There was no consideration of extraordinary items.
7.40 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 Hibiscus and Bays Local Board HELD ON
DATE:.........................................................................
CHAIRPERSON:........................................................