Minutes of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

17 September 2014

1 Welcome

The chairperson welcomed those in attendance.

2 Apologies

Resolution number HB/2014/160

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) accept the apologies from members Fitzgerald and Whyte for lateness.

CARRIED

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution number HB/2014/161

MOVED by Chairperson JG Parfitt, seconded by Member LC Rasmussen:

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 20 August 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.

10 Extraordinary Business

10.1

Stoney Homestead

Resource consent is required for the Stoney Homestead to be used as a multi-use community facility. Confirmation is required from the local board that it is their intention to recommend that the homestead will be used for community purposes. The matter is not on the published agenda as the local board have just been advised that a change of use is required to enable future planning and financial requirements. This will enable officers to commence the resource consent process. It was agreed to treat this as a matter of urgency.

Resolution number HB/2014/162

MOVED by Member J Fitzgerald, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) consider an extraordinary item regarding the change of use of the Stoney Homestead at item 28 of this agenda. This item is not on the published agenda as the local board have only just been advised that this change of use is required.

CARRIED

11 Notices of Motion

There were no notices of motion.

Summary of Weiti Wildlink Project 2013/2014 Financial Year

Theresa Pearce, Relationship Advisor, was in attendance for this item.

Resolution number HB/2014/163

MOVED by Chairperson JG Parfitt, seconded by Member GA Harding-Kirikiri:

That the Hibiscus and Bays Local Board:

a) receive the Summary of Weiti Wildlink Project 2013/2014 Financial Year report.

CARRIED

Allocation of 2014/2015 Environmental Management Programmes Budget

Theresa Pearce, Relationship Advisor, was in attendance for this item.

Resolution number HB/2014/164

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) agree to allocate the environmental management programmes budget 2014/2015 to the following projects:

Project	Estimated Cost ($)
Weiti Wildlink	25,000
Love Your Bays	45,000
North West Wildlink Prioritisation Report	15,000
North West Wildlink Assistance Programme	20,872
TOTAL	105,872

b) request that any significant changes identified during programme delivery be brought back to the Hibiscus and Bays Local Board for approval.

CARRIED

Member Fitzgerald present at 4.38pm

Assignment, renewal and variation of community lease to Browns Bay Bowling Club Incorporated, Freyberg Park, Browns Bay

Resolution number HB/2014/165

MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board approves:

a) the variation and assignment of the agreement originally held by the Browns Bay Women’s Bowling Club Incorporated executed on 2 November 2004 to the Browns Bay Bowling Club Incorporated.

b) the renewal of the lease to the Browns Bay Bowling Club Incorporated for Part Lot 4 DP 39141, Freyberg Park, Woodlands Crescent, Browns Bay subject to the following conditions:

i) Term – 10 years commencing 1 April 2014;

ii) Rent - $1.00 plus GST per annum if requested;

iii) The surrender of the car park to the south of the clubrooms. The lease area, following the variation, will comprise the footprint of the pavilion and the small area of garden to the western side of the building;

iv) The Browns Bay Bowling Club Incorporated Community Outcomes Plan as approved being attached to the lease document.

c) all other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012.

d) request that signs be erected in the carpark indicating that the carpark is now for the use of the general public.

CARRIED

East Coast Bays Community Project Final Report 2013/2014 and Funding Agreement 2014/2015

Karen Johns, Manager Community Development and Partnerships North was in attendance for this item.

Resolution number HB/2014/166

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

That the Hibiscus and Bays Local Board:

a) receive the schedule for delivery from the East Coast Bays Community Project Inc. that forms Schedule 2 of the 2014/2015 funding agreement.

b) approve the operational funding agreement for 2014/1015 of $70,647 for the East Coast Bays Community Project Incorporated.

CARRIED

Smoke-free Policy Implementation- Hibiscus and Bays Local Board

Resolution number HB/2014/167

MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board:

a) allocate budget for printing and installation of additional smoke-free signs in 13 high priority sites which include:

i) Silverdale War Memorial Park

ii) Stanmore Bay Park and Pool

iii) Victor Eaves Park

iv) Western Reserve

v) Orewa Community Centre

vi) Orewa Library

vii) Orewa Beach Front (i.e. recreation reserve area- playground, recreation space and boat club)

viii) Browns Bay Beach Reserve

ix) Whangaparaoa Library

x) East Coast Bays Library and Village Green

xi) Freybreg Park

xii) Mairangi Bay Playground

xiii) Mairangi Bay Park

b) promote the smoke-free status of smoke-free public places in Hibiscus and Bays as the local board deems appropriate

c) request that Ashley Reserve be added to the priority A list.

CARRIED

16	Hearing panel recommendations on review of local dog access rules
	Paul Wilson, Principal Policy Analyst, was in attendance for this item.
	Resolution number HB/2014/168 MOVED by Deputy Chairperson AG Sayers, seconded by Member GA Harding-Kirikiri: That the Hibiscus and Bays Local Board: a) receive and adopt the Hibiscus and Bays Hearing Panel decision report titled “Hearing Panel Report on Dog Access Rules in Hibiscus and Bays Local Board Area 2014” (Attachment A). b) adopt the amendments to the Auckland Council Policy on Dogs 2012 as contained in hearing panel decision report in (a) pursuant to section 10 of the Dog Control Act 1996 with a commencement date of 25 October 2014 (the Saturday of Labour Weekend). c) request the governing body to give effect to the amendments in (b) by making the necessary amendments to the Auckland Council Dog Management Bylaw 2012 in accordance with section 10(6) of the Dog Control Act 1996. d) request the Manager Animal Management to report to the Hibiscus and Bays Local Board about the provision of animal management services in the Hibiscus and Bays Local Board area. e) authorise the Manager Policies and Bylaws in consultation with the Hibiscus and Bays Local Board chairperson of the Hearing Panel to make any minor edits or amendments to (a) and (b) to correct any identified errors or typographical edits. CARRIED
	Resolution number HB/2014/169 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) thank the hearings panel and council staff for their contribution to the process. CARRIED

Review of Alcohol Control Bylaw - Proposed bylaw for local board feedback

Paul Wilson, Principal Policy Analyst, was in attendance for this item.

Resolution number HB/2014/170

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:

That the Hibiscus and Bays Local Board:

a) provide formal feedback (by passing resolutions) on the proposed Auckland Council Alcohol Control Bylaw to the hearing panel, including whether the local board wish to meet with the hearing panel

b) advise the review of alcohol local bans is to be undertaken by the full board

c) delegate to the chairperson of the local board the power to make a replacement appointment to the review panel in the event that any member appointed by the local board under resolution (b) is unavailable

d) provide the following feedback on the proposed Auckland Council Alcohol Control Bylaw to the hearing panel:

i) that the Hibiscus and Bays Local Board support the proposed delegation to local boards to make decisions on permanent and temporary alcohol bans in places of local significance

ii) that the Hibiscus and Bays Local Board support the proposed criteria in clause 7(2) of the proposed bylaw, including the discretion to use a different type of alcohol ban to those provided in clause 7(2)(f) of the proposed bylaw

e) note the intention to delegate proposed powers to make decisions on alcohol bans to a committee of the local board.

CARRIED

Auckland Transport Update to Hibiscus and Bays Local Board, September 2014

Ellen Barrett, Elected Member Relationship Manager, was in attendance for this item

Resolution number HB/2014/171

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

That the Hibiscus and Bays Local Board:

a) resolve to proceed to detailed design, at a cost of approximately $10,000, for the provision of lighting along a section of Te Ara Tahuna walkway in Western Reserve, Orewa, based on a total rough cost estimate of $110,000 for the project.

CARRIED

New Road Name - Sunshine Terrace

Resolution number HB/2014/172

MOVED by Member LC Rasmussen, seconded by Member GA Harding-Kirikiri:

That the Hibiscus and Bays Local Board:

a) approve the new road name of Sunshine Terrace for the Kensington Park Holdings Limited subdivision off Centreway Road, Orewa, Council reference R61512.

CARRIED

Hibiscus and Bays Local Board Scholarships

Resolution number HB/2014/173

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

That the Hibiscus and Bays Local Board:

a) confirm that $2,000 be allocated to the secondary schools in the Local Board area, namely: Wentworth (1), Whangaparaoa (2), Orewa (2), Kingsway (1) and Long Bay (1) colleges and instructs local board staff to advise the secondary schools of the 2013 scholarship process

b) request that $1,000 be re-allocated from the Local Board Discretionary Fund to top up the total scholarship fund to $14,000 for 2013

c) confirm that local board members be delegated the authority to confirm the recipients of the scholarship in association with the following secondary schools:

§ Orewa College – Janet Fitzgerald and Greg Sayers

§ Kingsway College – Lovissa Rasmussen and Greg Sayers

§ Wentworth College – Greg Sayers and Gaye Harding-Kirikiri

§ Whangaparaoa College – Gaye Harding-Kirikiri and Janet Fitzgerald

d) confirm the approved recipients to the Relationship Manager - Rodney and Hibiscus and Bays Local Boards as soon as the decisions have been approved and authorise payment to the secondary schools in accordance with that decision

e) confirm that the scholarship funding ($13,000) from the Legacy Rodney District ($12,000) and North Shore City ($1,000) councils be re-allocated from the regional budget to the Local Board budget as a matter of priority to ensure the funding can continue to be used for its intended purpose.

CARRIED

Local Board Members Reports

There were no local board member reports

Record of Workshop Meetings

Resolution number HB/2014/174

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:

That the Hibiscus and Bays Local Board:

a) endorse the records of the workshop meetings held on 5 and 13 August 2014.

CARRIED

28 Consideration of Extraordinary Items

28.1

Stoney Homestead

The meeting was advised that it is the local board’s intention to have Stoney Homestead reclassified as reserve.

Resolution number HB/2014/175

MOVED by Member J Fitzgerald, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) advise that it is the local board’s intention to seek a change of use for the Stoney Homestead, acknowledging it is a heritage building, to a multi-use community facility to meet the current and future growth needs of the Silverdale area.

CARRIED

29	Draft Community Grants Policy
	A revised Appendix C was tabled , a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2014/176 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) endorse the Community Grants Policy as a regional framework for the Auckland Council community grants programme, noting that the local board will be supported to develop an individual schedule to the policy that sets out the specific outcomes, priorities and structure of their local grants programme b) provide feedback on any policy provisions of specific interest or concern to the local board, for consideration during the review and finalisation of the Community Grants Policy c) delegate authority to local board members David Cooper, Janet Fitzgerald and Greg Sayers to meet with, develop and submit feedback with the Rodney, Upper Harbour, Kaipatiki and Devonport-Takapuna local boards delegated representatives on: i) the policy provisions of the draft Community Grants Policy ii) the endorsement of the Community Grants Policy as a regional framework, and to iii) indicate whether there is support to participate in an interim “multi-board” cluster with the northern local boards to consider jointly supporting projects and activities of mutual benefit. CARRIED
	Attachments a Amended Attachment C

Auckland Council Property Limited Local Board Six-Monthly Update 1 January 2014 - 30 June 2014

Caitlin Borgfeldt, Local Board Liaison and Ebony Duff, Local Board Liaison were in attendance.

Estuary Arts are still waiting for a license to occupy for the café. Roger Sweeney, Team Leader Property Management, is to be contacted to see what stage the license is at.

Resolution number HB/2014/177

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) receive the Auckland Council Property Limited Local Board six-monthly update 1 January 2014 to 30 June 2014 and thank the officers for their presentation.

CARRIED

Orewa Community Hall fees and charges variation delegation

Kat Teirney, Manager Community Occupancy was in attendance.

Financial documents for Silverdale Hall were tabled, a copy of which has been placed on the file copy of the minutes.

Resolution number HB/2014/178

MOVED by Member GA Harding-Kirikiri, seconded by Member GR Holmes:

That the Hibiscus and Bays Local Board:

a) delegate authority to local board members Parfitt and Fitzgerald to make decisions on the waiver or adjustment of fees charged to groups using the Orewa Community Hall.

b) request that the community facilities team prepare a template form that will be used to seek a decision from the delegated local board members and keep a record of any variation made.

CARRIED

Dinner adjournment 6.05pm – 6.30pm

8 Deputations

8.1	Shore to Shore 5km Fun Run/Walk 2014
	Mr Jackson gave an update on the event which is held yearly for primary, intermediate and secondary schools. A presentation was tabled a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2014/179 MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a) thank Mr Jackson for his attendance and presentation. CARRIED
	Attachments a Presentation Notes

8.2	Browns Bay Bowling Club
	Graham Dorreen and Tim Preston of Browns Bay Bowling Club were in attendance for this item. Presentation documents were tabled, a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2014/180 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) thank Mr Dorreen and Mr Preston for their attendance and presentation. CARRIED
	Attachments a Presentation Notes

8.3	497A Whangaparaoa Road (Old Archers Block)
	Kay Harrison was in attendance for this item to outline the equestrian activities carried out by her organisation. Submission documents were tabled a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2014/181 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) thank Ms Harrison for his attendance and presentation. CARRIED
	Attachments a Presentation Notes

9 Public Forum

9.1

Gulf Harbour Yacht Club

Mr Brian Stiff from Gulf Harbour Yacht Club was in attendance to discuss the yacht club. The land the club is on is commercial land and leased by the marina company from Auckland Council and club leases from marina company. Rodney council gave the marina company an exemption on the area the yacht club sits on. Auckland Council now want to charge commercial rates.

A report is to be requested updating the local board on Hammerhead and also address the provisions in the Gulf Harbour Yacht Club lease and the rationale/reasons for charging the club such high rates.

Resolution number HB/2014/182

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

That the Hibiscus and Bays Local Board:

a) thank Mr Stiff for his attendance and presentation.

CARRIED

9.2

Security in Browns Bay

Mr Mark Sweeney and other residents from Valley Road and Manly Esplanade in Browns Bay were in attendance to ask for assistance to stop the night time activities occurring in the area. They requested a 24 hours alcohol ban on the carparks in the area.

Recommendation/s

That the Hibiscus and Bays Local Board:

a) thank Mr Sweeney for his attendance and presentation

Ward Councillors Update

Councillors Wayne Walker and John Watson were in attendance.

Councillor Watson thanked the chairperson for the hard work she has done in the deferrals area.

Both Councillor Walker and Watson said that the local boards should be making a joint approach regarding the funding.

Resolution number HB/2014/183

MOVED by Chairperson JG Parfitt, seconded by Member LC Rasmussen:

That the Hibiscus and Bays Local Board:

a) thank Councillors Walker and Watson for their update to the Hibiscus and Bays Local Board.

CARRIED

Councillor Walker retired at 8.00pm

Crimson Walkway Feasibility Report

Leigh Radovan, Local Board Advisor was in attendance for this item.

Resolution number HB/2014/184

MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes:

That the Hibiscus and Bays Local Board:

a) adopt the Crimson Walkway study report as a basis to inform the Hibiscus and Bays Walkway project and a copy be placed on the website.

CARRIED

Commitments and Funding Allocations for Hibiscus and Bays Local Board Key Projects 2014/2015

Leigh Radovan, local board advisor was in attendance for this item.

Resolution number HB/2014/185

MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board:

a) fund the following projects from the Hibiscus and Bays Local Board discretionary operating funds totalling $155,990:

Proposed projects for discretionary Opex funding	Opex Proposed
Silverdale BID – Survey	$25,000
Audit sites for North West Wildlink	$10,000
Browns Bay Skatepark and playground reserve	$15,000
Western Reserve Skate Park upgrade and Playground design	$25,000
Metropark Feasibility Study	$20,000
Orewa Revitalisation Plan	$25,000
Western Reserve Landscape Plan	$5,000
Browns Bay Centre Plan	$20,000
Needs Assessment Community Development	$2,000
Scholarship fund (match HBC funding for ECB $1k)	$1,000
TOTAL PROPOSED OPERATING PROJECTS FOR FUNDING:	$148,000

b) fund the following projects from the Hibiscus and Bays Local Board (SLIPS and discretionary) capital funds totalling $705,659:

Proposed projects for discretionary Capital funding	Capital Proposed
Quilt from Women’s prison for Browns Bay Local Board Office	$500
Western Reserve Skate park and playground	$150,000
Stoney Homestead (community hub)	$50,000
Sherwood Reserve Landscape plan project	$150,000
Western Reserve Toilet and Estuary Arts Centre Landscape Plan project	$40,000
Fenced Playground (within the East Coast Bays area)	$30,000
TOTAL PROPOSED CAPITAL PROJECTS FOR FUNDING:	$420,500

c) request that bi-monthly updates on progress and expenditure be reported back to the local board on the Commitments and Funding Allocations for Hibiscus and Bays Local Board Key Projects 2014/2015.

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

e) fund the Heritage Protection Zone (HPZ) in Long Bay on the 10 December 2014 event, utilising unspent funds from “Local Civic Functions” of $9,000.

f) delegate to the chairperson and deputy chairperson the authority to approve variations to project allocations in recommendations (a) and (b) within the overall approved budget envelope.

CARRIED

23	Deferral of 2014/2015 capital projects
	Jane Koch was in attendance for this report. An amended list of 2014/2015 projects proposed for deferral until 2015/2016 was tabled, a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website
	Resolution number HB/2014/186 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) adopt the List of 2014/2015 projects proposed for deferral until 2015/2016 (inflated 2015 $) Version 2, (dated 17 September 2014). CARRIED
	Resolution number HB/2014/187 MOVED by Chairperson JG Parfitt, seconded by Member LM Whyte: That the Hibiscus and Bays Local Board: a) agree in accordance with the amended Attachment A, Version 2 (dated 17 September 2014) that the following capital project deferrals be confirmed: Community facility renewals $34,206 Improvements (Stoney Homestead) $175,350 HBC leisure centre extension $717,375 Beachfront and foreshore protection (Red Beach) $38,998 Boat ramp, launching and mooring facilities improvement $15,624 Carpark (Ashley Reserve) $4,191 Investigate and construct cycle and walkways $153,030 Reserve enhancement fund $21,401 Seawall west end (Tindalls Bay) $42,487 Toilets design, consultation and consent $15,989 Town centre upgrade (Torbay Piazza) $967,686 Second Phoenix Plaza (Browns Bay) $60,985 b) confirm that the following capital funding detailed in amended Attachment A, Version 2 (dated 17 September 2014) is retained for the 2014/2015 financial year: Community facility renewals $22,108 Improvements (Stoney Homestead) $200,000 HBC leisure centre extension $410,000 Carpark (Ashley Reserve) $257,721 Walkways (Long Bay) $100,230 Town centre upgrade (Torbay Piazza) $200,000 c) confirm that the local board will continue to seek savings in the 2014/2015 year to offset the amounts removed from the deferrals 2015/2016 d) note that any projects where timing has been deferred, but project planning is underway, should be given high priority in the 2015/2016 capital programme. CARRIED

8.20pm 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:........................................................

Chairperson	Julia Parfitt, JP
Deputy Chairperson	Greg Sayers
Members	David Cooper
	Janet Fitzgerald, JP (from 4.38pm)
	Gaye Harding-Kirikiri
	Gary Holmes
	Lovisa Rasmussen
	Lisa Whyte (from 6.30pm)	(Item 8)

Councillors	Wayne Walker (from 6.30pm)	(Item 8)
	John Watson (from 6.30pm)	(Item 8)

Member	Janet Fitzgerald, JP for lateness
	Lisa Whyte for lateness