Minutes of Waitākere Ranges Local Board

Deputy Mayor

Penny Hulse

Waitākere Ranges Local Board

26 June 2014

1 Welcome

The Chairman opened the meeting and welcomed those present.

2 Apologies

Resolution number WTK/2014/77

MOVED by Deputy Chairperson DA Yates, seconded by Member NR Henderson:

That the Waitākere Ranges Local Board:

a) Accepts the apology from Member Saffron Toms for absence.

CARRIED

Secretarial Note: Apology form Councillor Linda Cooper for absence was noted.

3 Declaration of Interest

Members were reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

Specifically members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.

At its meeting on 28 November 2013, the Waitakere Ranges Local Board resolved (resolution number WTK/2010/5) to record any possible conflicts of interest in a register.

Board Member	Organisation / Position
Sandra Coney	· Waitemata District Health Board – Elected Member · Women’s Health Action Trust – Patron
Neil Henderson	· Portage Trust – Elected Member · West Auckland Trust Services (WATS) Board – Trustee/Director · Weedfree Trust – Employee
Greg Presland	· Portage Trust – Elected Member · Lopdell House Development Trust – Trustee · Titirangi Residents & Ratepayers Group – Committee Member
Steve Tollestrup	· Waitakere Licensing Trust – Elected Member · Community Waitakere – Trustee · West Auckland Trust Services (WATS) Board – Trustee/Director · Henderson Valley Residents Association – Committee Member
Saffron Toms	NIL
Denise Yates	· Ecomatters Environment Trust – Deputy Chair · Keep Waitakere Beautiful Trust – Board Member · Huia-Cornwallis Ratepayers & Residents Association – Co-chairperson · Charlotte Museum Trust – Trustee

Member appointments

Board members are appointed to the following bodies. In these appointments the board members represent Auckland Council.

Board Member	Organisation / Position
Sandra Coney	· Friends of Arataki Incorporated – Trustee
Neil Henderson	· Friends of Arataki Incorporated – Trustee · Living Cell Technologies Animal Ethics Committee – Member
Saffron Toms	· Ark in the Park – Governance Group Member

To provide greater clarification for the public, Item 3: Declaration of Interest, has been updated so that it now identifies board member’s appointments to bodies separately to those organisations where members are involved in as of their own right. The register was also updated for member Greg Presland as he no longer is the treasurer of Titirangi Residents & Ratepayers group and is now a committee member.

4 Confirmation of Minutes

Resolution number WTK/2014/78

MOVED by Deputy Chairperson DA Yates, seconded by Member SR Tollestrup:

That the Waitākere Ranges Local Board:

a) Confirms the ordinary minutes of its meeting, held on Thursday, 12 June 2014 and the extraordinary minutes of its meeting, held on Tuesday, 17 June 2014, including the confidential section, 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

Ian Graves

· Spoke about the lack of footpath along Landing Road

· Spoke about the speed limit along Huia Road

Resolution number WTK/2014/79

MOVED by Chairperson S Coney, seconded by Deputy Chairperson DA Yates:

That the Waitākere Ranges Local Board:

a) Receives the public forum submission.

CARRIED

10 Extraordinary Business

10.1

Community Safety Initiative: end of year budget update

Resolution number WTK/2014/80

MOVED by Chairperson S Coney, seconded by Member SR Tollestrup:

That the Waitākere Ranges Local Board:

a) Considers the report Community Safety Initiative: end of year budget update as an extraordinary business item as the issue has arisen since the agenda was prepared and cannot wait until the next meeting.

CARRIED

Secretarial Note: The reason the matter was not on the agenda was because the issue arose after the agenda was prepared. This could not wait until the next meeting to ensure it was within the 13/14 financial year. This item will be discussed as extraordinary business item 19.1.

11 Notices of Motion

There were no notices of motion.

Auckland Transport Update Report – Waitakere Ranges Local Board

Resolution number WTK/2014/81

MOVED by Chairperson S Coney, seconded by Deputy Chairperson DA Yates:

That the Waitākere Ranges Local Board:

a) Receives the Auckland Transport update report, with the correction (to page 12 of the agenda) that the local board provided feedback that it was not happy with the proposed works in Piha Road, nor how they were carried out.

CARRIED

13	Auckland Transport Quarterly Update to Local Boards
	Resolution number WTK/2014/82 MOVED by Member GB Presland, seconded by Member NR Henderson: That the Waitākere Ranges Local Board: a) Receives the Auckland Transport Quarterly Report. CARRIED
14	Waitakere Ranges Local Board Community Development, Arts and Culture Work Programme 2014 - 2015
	Resolution number WTK/2014/83 MOVED by Chairperson S Coney, seconded by Deputy Chairperson DA Yates: That the Waitākere Ranges Local Board: a) Receives the replacement version of the agenda report Waitakere Ranges Community Development, Arts and Culture Work Programme 2014-2015, including the updated budgets and attachments. b) Approves the high level Community Development, Arts and Culture work programme 2014-2015 (Replacement Attachment A). Noting that project outlines of key projects, as identified by the Chair Sandra Coney, Deputy Chair Denise Yates and Member Steve Tollestrup, are required to be endorsed by the local board before work commences. c) Approves the 2014-2015 term grants for the: i. Glen Eden Community House, $37,429 ii. Titirangi Community House, $37,429 iii. Hoani Waititi Marae, $64,183 d) Approves the community lease work plan for 2014-2015 (attachment B) e) Approves the recommended community and art facilities capital and renewals work programme 2014-2015 as listed in Attachment C and D i. delegates responsibility to Chair Sandra Coney, Deputy Chair Denise Yates and Member Steve Tollestrup to approve any moderate changes to the budget, in the event that there is a variation to identified costs for this capital and renewals work programme. ii. that council staff report on any reduction in project costs to enable a review of budget options. f) Endorses the scoping to develop integrated artwork at Glen Eden Library g) Approves the following community arts organisation funding allocations with inflated opex budgets: i. Waitakere Playhouse Theatre Trust, $17,057.00 ii. Going West Trust, $53,144.00 iii. McCahon House Trust, $20,408.00 iv. Titirangi Community Arts Council, $45,670.00 v. West Coast Community Arts Trust, $14,130.00 h) Approves the following community arts organisation funding agreements with inflated opex budgets subject to community outcomes statements and related programme information being endorsed by the local board i. Lopdell House Society Trust, $606,000 ii. Going West Trust (Shadbolt House), $10,000 CARRIED
	Attachments a Waitakere Ranges Local Board REPLACEMENT REPORT - Community Development Arts and Culture Work Programme 2014-2015 b REPLACEMENT ATTACHMENT A - CDAC - Work Programme FY15 - Waitakere Ranges
	Secretarial Note: An updated version of the report was tabled along with Attachment A was tabled at the meeting.

Approval of Renewal of Community Lease to The West Coast Community Arts Trust, 21 Seaview Road, Piha

Resolution number WTK/2014/84

MOVED by Member GB Presland, seconded by Deputy Chairperson DA Yates:

That the Waitākere Ranges Local Board:

a) Grants approval of the renewal of the lease specified in the Community Lease Renewals Schedule for The West Coast Community Arts Trust

b) Approves the variation to the renewal of lease to include the following clauses:

i) that The West Coast Community Arts Trust (the Trust) has been made aware that there is a risk of the building being flooded by rising stream levels from time to time during the term. The Trust accepts that it is taking on the renewed term of the lease on the basis that the building may well be damaged and become uninhabitable from time to time as a consequence of said flooding to the point where it may no longer be possible for occupation of the building by the Trust to continue, in which case council may terminate the lease immediately without payment of any financial compensation to the Trust for early termination the lease;

ii) that in the event of forced temporary or permanent vacation, as set out in ‘i’, the Local Board and/or Auckland Council shall be under no obligation to provide substitute premises to the Trust under a replacement lease;

iii) that the Trust indemnifies Auckland Council against any and all claims for damage or loss caused to the Trust’s fixtures, fittings, chattels and items held in its possession on trust (artworks owned by third parties on temporary loan or display);

iv) Auckland Council has adopted a Smoke-Free Policy to apply on Council land, which Policy the Lessee is obliged to abide by during the Term. The Lessee will use its best endeavours to ensure its members, employees, invitees, contractors and agents abide by the Policy;

c) Approves the variation to the renewal of lease to amend the lease and maintenance areas to The West Coast Community Arts Trust for the Old Piha Fire Station on part of Piha Domain, 21 Seaview Road, Piha, as shown outlined in yellow and blue on the site plan (Attachment C).

CARRIED

16	Fees and charges for the hire of community venues, centres and arts facilities - Waitakere Ranges
	Resolution number WTK/2014/85 MOVED by Deputy Chairperson DA Yates, seconded by Member SR Tollestrup: That the Waitakere Local Board: a) Notes the administrative changes to facilitate implementation. b) Delegates feedback on areas of priority discounts to the Chair to finalise. CARRIED
	Attachments a Appendix A - Principles for bookings, fees and discounts for Waitakere Local Board
	Secretarial Note: Amended Appendix A is attached to reflex resolution a).

Project Twin Streams CAPEX 2014/15 financial year - Waitakere Ranges

Resolution number WTK/2014/86

MOVED by Member GB Presland, seconded by Member NR Henderson:

That the Waitākere Ranges Local Board:

a) Approves the allocation of the Local Board Project Twin Streams CAPEX expenditure of $466,367.61 for the 2014/15 financial year as detailed in the comments section of this report.

CARRIED

Approval for carry forward: Project Twin Streams FY13/14 Waitakere Ranges further development activity

Resolution number WTK/2014/87

MOVED by Member NR Henderson, seconded by Member SR Tollestrup:

That the Waitākere Ranges Local Board:

a) Approves the carry forward of the Project Twin Streams 13/14 financial year allocated CAPEX budget of $39,045.91 to the 14/15 financial year.

CARRIED

19 Consideration of Extraordinary Items

19.1

Community Safety Initiative: end of year budget update

Resolution number WTK/2014/88

MOVED by Member SR Tollestrup, seconded by Deputy Chairperson DA Yates:

That the Waitākere Ranges Local Board:

a) Allocates a grant of $5,000 to the Glen Eden Business Association for assistance with the cost of fit out for moving into new shared office accommodations as part of the local boards safety initiative in Glen Eden.

CARRIED

Secretarial Note: Member Presland declared a conflict of interest and did not take part in the discussion or voting on this item.

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 Waitākere Ranges Local Board HELD ON

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

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

Chairperson	Sandra Coney, QSO
Deputy Chairperson	Denise Yates, JP
Members	Neil Henderson
	Greg Presland
	Steve Tollestrup