Hibiscus and Bays Facilities and Reserves Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Hibiscus and Bays Facilities and Reserves Committee held in the Council Chamber, Orewa Service Centre, 50 Centreway Road, Orewa on Friday, 15 August 2014 at 1.00pm.

 

present

 

Chairperson

Janet Fitzgerald, JP

 

 

 

Deputy Chairperson

Gaye Harding-Kirikiri

 

 

 

Members

Member David Cooper

 

 

 

 

Member Julia Parfitt, JP

 

 

 

 

Member Lisa Whyte

 

 

 

 

 


Hibiscus and Bays Facilities and Reserves Committee

15 August 2014

 

 

The Chairperson opened and adjourned the meeting until the completion of the Facilities and Reserves Workshop.

 

The meeting reconvened at 1.32pm

 

 

1          Welcome

 

The Chairperson welcomed those in attendance.

 

 

2          Apologies

 

There were no apologies.

 

3          Declaration of Interest

 

There were no declarations of interest.

 

4          Confirmation of Minutes

 

Resolution number HIB/2014/15

MOVED by Chairperson J Fitzgerald, seconded by Member JG Parfitt:  

That the Hibiscus and Bays Facilities and Reserves Committee:

a)         confirm the ordinary minutes of its meeting, held on Friday, 11 July 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

 

There was no public forum.

 

 

 

 

10        Extraordinary Business

 

10.1

Final Community Planting Day for the Weiti River Project

 

Conservation Volunteers NZ are holding their final community planting day at the Weiti River on Sunday, 31 August 2014.  Conservation Volunteers requested a grant from the local board to help fund a thank you to the volunteers for all the hard work completed on the Weiti Project.  As this planting day would have taken place before the next Facilities and Reserves Committee meeting it was agreed by the committee to consider this as a matter of urgency town. 

 

Resolution number HIB/2014/16

MOVED by Member JG Parfitt, seconded by Chairperson J Fitzgerald:  

That the Hibiscus and Bays Facilities and Reserves Committee:

 

a)            consider a request from Conservation Volunteers NZ to fund the final community planting day at item 12 of this agenda.  The matter was not on the published agenda as it was raised after publication of the agenda and the event would have taken place before the next Facilities and Reserves Committee meeting on 5 September 2014.

 

CARRIED

 

 

 

10.2

Stillwater Hall Project

 

Officers have requested the local board cover a  shortfall in funding to ensure the tender for the project can be completed and signed within one month of the negotiation period.  The negotiation period will expire before the next Facilities and Reserves Committee Meeting on 5 September 2014 and it was agreed by the committee to consider this as a matter of urgency.

 

 

Resolution number HIB/2014/17

MOVED by Chairperson J Fitzgerald, seconded by Member LM Whyte:  

That the Hibiscus and Bays Facilities and Reserves Committee:

 

a)            consider a request from officers for increased funding for the completion of the Stillwater Hall project as a matter of urgency at Item 12 of this agenda.  The matter was not on the published agenda because it has only just been raised with the Facilities and Reserves Committee so that the tender documents can be signed and the project commenced.

 

CARRIED

 

 

 

11        Notices of Motion

 

There were no notices of motion.   

 


 

12        Consideration of Extraordinary Items

 

12.1

Final Community Planting Day for the Weiti River Project

 

Resolution number HIB/2014/18

MOVED by Member JG Parfitt, seconded by Chairperson J Fitzgerald:  

That the Hibiscus and Bays Facilities and Reserves Committee:

 

a)            approve the sum of $300 as a grant to Conservation Volunteers NZ to help fund a thank you to the volunteers event on the final community planting day for the Weiti River project.

 

CARRIED

 

 

12.2

Stillwater Hall Project

 

Resolution number HIB/2014/19

MOVED by Member LM Whyte, seconded by Member JG Parfitt:  

That the Hibiscus and Bays Facilities and Reserves Committee:

 

a)            confirm the specified budget shortfall of $74,604 for the Stillwater Hall project and allocate this amount from the local board’s small local improvement projects (SLIPs) fund to ensure completion of this project.

 

b)            request that bi-monthly updates on progress and expenditure be reported back to the Facilities and Reserves Committee on the Stillwater Hall project.

 

c)            request that any Stillwater Hall project savings or unspent contingencies be returned to the SLIPs fund.

 

CARRIED

 

 

  

1.42 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 Facilities and Reserves Committee HELD ON

 

 

 

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

 

 

 

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