Minutes of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

19 November 2014

1 Welcome

The chairperson welcomed those in attendance.

2 Apologies

Resolution number HB/2014/212

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

That the Hibiscus and Bays Local Board:

a) accept the apology from member Whyte for lateness.

CARRIED

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution number HB/2014/213

MOVED by Deputy Chairperson AG Sayers, seconded by Member GR Holmes:

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 15 October 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

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

Hibiscus and Bays Local Board Discretionary Community Funding - Round One 2014/2015

Kim Hammond, Community Grants and Support Officer West was in attendance.

Resolution number HB/2014/214

MOVED by Member DR Cooper, seconded by Member J Fitzgerald:

That the Hibiscus and Bays Local Board:

a) agree to either fund, part-fund or decline each application in this round as detailed in the amount allocated column of Table 1: Hibiscus and Bays Local Board Community Funding Applications.

Table 1: Hibiscus and Bays Local Board Community Funding Applications

Organisation	Funding for	Amount Allocated
Young Men's Christian Association of Auckland Incorporated	Towards the purchase of a spinal board, emergency response training and oxygen tanks and masks for Shakespeare Lodge between November 2014 to March 2015	$4,500.00
Chinese New Settlers Services Trust	Towards the purchase of a laptop, visual books and resources, venue hire and volunteer expenses for the Chinese New Settlers Services Trust Cultural Learning Centre in Albany between November 2014 to June 2015	$0
East Coast Bays Community Project Incorporated	Towards the salaries for the delivery of the East Coast Bays Community Centre between November 2014 to September 2015	$4,000.00
East Coast Bays Community Project Incorporated	Towards posters, invitations, postage and food for the East Coast Bays Crèche 30th anniversary between November 2014 to December 2014	$ 200.00
East Coast Bays Community Project Incorporated	Towards the salary for the Events Coordinator of the East Coast Bays Community Project Incorporated between December 2014 to June 2015	$5,000.00
Equestrian 4 Everyone	Towards the farrier and an equine dentist costs for between November 2014 to September 2015	$2,173.00
Hibiscus Coast Elderly Peoples Lunch Club	Towards the purchase of new plates for the Hibiscus Coast Elderly Peoples Lunch between November 2014 to December 2014	$ 500.00
Mainstreet Orewa Incorporated	Towards the purchase of 30 street flags for the Hibiscus Coast Highway and Florence Avenue, Orewa between November 2014 to December 2014	$0
Mairangi Arts Centre Trust Board	Towards the installation of new skylights in Studio Two at the Mairangi Arts Centre between November 2014 to January 2015	Defer until Council’s property department has assessed the lighting issue
North Harbour Hockey Association	Towards the purchase of hockey equipment, turf hireage, umpires workshop and coaching workshop for the Hibiscus Bays Coast Summer Small Sticks programme at Orewa College between November 2014 to December 2014	$1,600.00
Watersafe Auckland Incorporated	Towards rental of Stanmore Bay Swim School, advertising, certificates, swim bags, messaging tools - sunscreen, supervision, coordination and evaluation costs for the Whanau Nui programme at Stanmore Bay Swim School between December 2014 to February 2015	$0 In accordance with the Auckland Regional Amenities Fund clause in its policy that organisations that receive funding from them should not apply to Auckland Council for the remainder of the costs.
The Multiple Sclerosis Society of Auckland and the North Shore Inc	Funding towards pool hire and salary costs towards the Rope Neuro Rehabilitation Physiotherapist, at Millennium Institute of Sport and Health between November 2014 to October 2015	$0
New Zealand Sunday School Union Incorporated (Peter Snell Youth Village)	Towards the purchase of a projector and a wood chipper for the Peter Snell Youth Village between November 2014 to December 2014	$2,115.00 (towards the purchase of projector). It is recommended that the organization apply to the Environmental Initiatives Fund for the wood chipper.
		$20,088.00

b) recommend that the Mairangi Arts Centre application for the installation of new skylights be deferred until after an assessment of the building has been undertaken by Auckland Council’s property department and reported back to the local board.

CARRIED

Resolution number HB/2014/215

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

That the Hibiscus and Bays Local Board:

a) note that the opening date for round 2 of the Discretionary Community Funding will be 1 February 2015 and the closing date will be 15 March 2015 at 5pm and request the local board I notified prior to opening so they can notify various community groups in the local board area of these dates.

CARRIED

Member Harding-Kirikiri present at 4.40pm

Approval to Lease an area to Hockey Hibiscus Trust Incorporated at Metro Park East

Karen Walby, Community Lease Advisor was in attendance for this item.

Resolution number HB/2014/216

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

That the Hibiscus and Bays Local Board:

a) approve an Agreement to Lease to Hockey Hibiscus Trust Incorporated to construct one full and one half hockey turf at Metro Park East being Part Lot 5 DP 168591 covering an area of 11,150m² as shown in yellow on the attached plan (Attachment C, dated 23 September 2013). The agreement to lease will be for a period of four years commencing 19 November 2014

b) grant landowner approval to Hockey Hibiscus Trust Incorporated for the provision of one full and one half artificial hockey turfs to be located within the leased area being Part Lot 5 DP 168591covering an area of 11,150m²as shown in yellow on the attached plan (attachment C, dated 23 September 2013), provided final detailed plans are approved by the Hibiscus and Bays Local Board

c) approve a community lease to Hockey Hibiscus Trust Incorporated to take effect once all of the conditions on the Agreement to Lease have been met including securing necessary funding, consents and developing the hockey turf to the standards required and agreed with Auckland Council on the following terms and conditions:

i) Term – 10 years, with one right of renewal for a period of 10 years

ii) Rent - $1.00 per annum if requested

iii) The Hockey Hibiscus Trust Incorporated Community Outcomes Plan be attached to the lease document (Attachment D)

iv) All other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines 2012 and the Metro Park East Reserve Management Plan

d) Approve the Hockey Hibiscus Trust Incorporated Community Outcomes Plan (Attachment D) for inclusion in the Agreement to Lease document in a) as the community outcomes plan only takes effect when the lease does.

CARRIED

Renewal and variation of community lease to Silverdale and Districts Historical Society Incorporated, 15 Wainui Road, Silverdale

Donna Cooper, Community Lease Advisor and Karen Walby, Community Lease Advisor were in attendance for this item.

Resolution number HB/2014/217

MOVED by Member GR Holmes, seconded by Member J Fitzgerald:

That the Hibiscus and Bays Local Board approve:

a) the granting of a renewal of community lease to Silverdale and Districts Historical Society Incorporated for part of Silverdale Reserve, 15 Wainui Road, Silverdale being part of Allotment 556 Waiwera Parish and Lot 1 on Deposited Plan 63376 and contained in NA21B/1421 for a term of 33 years commencing 1 November 2014 as shown hatched in yellow on the site plan (Attachment A) on the following terms and conditions:

i) a variation to the renewal of lease to change the name from Wainui Historical Society (Silverdale) Incorporated to Silverdale and Districts Historical Society Incorporated

ii) the partial surrender of Wainui Historical Society (Silverdale) Incorporated lease dated 27 November 1981 to remove Lot 3 on Deposited Plan 63376 contained in Part NA2A/1367 (Cancelled) from the lease area as shown hatched in blue on the site plan (Attachment A)

iii) the area identified in a) ii) above as a maintenance area for the Silverdale & District Historical Society Incorporated to maintain for a term of 33 years commencing 1 November 2014.

b) all other terms and conditions as contained in the lease dated 27 November 1981 excluding the area identified in a) ii) and clause a) iii) above.

CARRIED

Auckland Transport Report Update to Hibiscus and Bays Local Board November 2014

Ellen Barrett, Elected Member Relationship Manager was in attendance.

Resolution number HB/2014/218

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

That the Hibiscus and Bays Local Board:

a) With respect to Transport Capital Fund Project 091 and in addition to the $70,000 allocated in March 2013 (HB/2013/45), confirm the allocation of an additional $70,000 for construction of a footpath with a higher than normal amenity value on Hastings Road, Mairangi Bay.

b) With respect to Project 096, safety improvements on Awaruku Road, Torbay, confirm the decision made by the Transport Portfolio Leads at the meeting on 8 October 2014 to proceed to detail design based on a rough order of cost for the work of $90,000.

c) With respect to Project 395, Okura River Road Bus Stop Hardstand Area, approve construction of an 8m long 1.5-1.8m concrete path south from the bus shelter to the metal parking area on the corner of Okura River/Vaughans Road and a 15m long 1.5-1.8m concrete path north along part length of the bus bay, not including a retaining wall, subject to the completed cost being under the $21,000 rough order of cost indicated.

d) Request a rough order of cost for the relocation of the edge line on Glenvar Road, Torbay, on its approach to East Coast Road.

e) Urgently identify new project proposals for the funds remaining in its Local Board Transport Capital Fund programme so that subsequent initial assessment, detailed design, consultation and statutory approvals (where required), and construction can be completed by 30 June 2016.

CARRIED

Auckland Transport Quarterly Update to Local Boards

Ellen Barrett, Elected Member Relationship Manager was in attendance.

Resolution number HB/2014/219

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

That the Hibiscus and Bays Local Board:

a) receive the Auckland Transport Quarterly Update report.

CARRIED

Proposal to Rename Beach Road Extension at Long Bay

Resolution number HB/2014/220

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

That the Hibiscus and Bays Local Board:

a) approve the proposal for council staff to undertake a survey of affected residents and landowners of properties along Beach Road Extension to confirm the extent of the problem caused by the naming of the road as Beach Road Extension and to identify possible replacement names.

CARRIED

Draft Community Facilities Network Plan

Michelle Sanderson, Senior Local Board Advisor spoke to this item.

Resolution number HB/2014/221

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

That the Hibiscus and Bays Local Board:

a) approve its feedback entitled “Feedback on draft Community Facilities Network Plan from the Hibiscus and Bays Local Board” and dated 2^nd October 2014 on the Draft Community Facilities Network Plan which will guide council’s provision of community facilities, including any specific feedback on the strategic framework, provision framework, action plan, implementation approach and prioritisation criteria.

b) note proposed revised timeframes to include libraries in the Community Facilities Network Plan and that further engagement with local boards will be undertaken to discuss the libraries content and the final revised network plan.

CARRIED

20	Local Board Members Reports
	Regulatory and Bylaws Committee: Member Sayers report on the Regulatory and Bylaws Committee meeting he attended on Monday, 17 November 2014 regarding the item on set netting.
	Resolution number HB/2014/222 MOVED by Chairperson JG Parfitt, seconded by Member LC Rasmussen: That the Hibiscus and Bays Local Board: a) receive the information. CARRIED
	Resolution number HB/2014/223 MOVED by Deputy Chairperson AG Sayers, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) request that the chairperson write a letter to the chairman of council’s Regulatory and Bylaws Committee expressing the local board’s concerns at the lack of consideration of the local board’s views in relation to set netting issues in the local board area. CARRIED
	Civil Defence and Emergency Management Committee: Member Cooper reported on a meeting of the Civil Defence and Emergency Management Committee he attended on Tuesday, 18 November 2014.
	Resolution number HB/2014/224 MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a) receive the information. CARRIED
	LGNZ Zone 1 Meeting: Member Fitzgerald report on the LGNZ Zone 1 meeting that she attended on 14 November 2014. Attendance at the meeting was low so next year two of the meetings will be held near Auckland Airport and one in Whangarei.
	Resolution number HB/2014/225 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) receive the information. CARRIED

Record of Workshop Meetings

Resolution number HB/2014/226

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

That the Hibiscus and Bays Local Board:

a) endorse the records of the workshop meetings held on 24 September 2014, 8, 22 and 29 October 2014 and 5 November 2014.

CARRIED

Dinner adjournment 6.00pm – 6.30pm

Local Board Member Cooper retired from the meeting at 6.00pm to attend a Torbay Business Association Meeting (as the local board’s representative)

8 Deputations

8.1	NZTA Presentation - Northern Corridor Improvement Project
	Rebekah Pokura-Ward and Jala Shekho from NZTA were in attendance to make a presentation on the Northern Corridor Improvement Project. A copy of the tabled documents has been placed on the file copy of the minutes and will be available on the Auckland Council website.
	Resolution number HB/2014/227 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) thank Rebekah Pokura-Ward and Jala Shekho for their attendance and presentation. CARRIED
	Attachments a Tabled documentation

8.2

Browns Bay Business Association

Murray Hill was in attendance to up-date the local board on the Browns Bay Business Improvement District’s performance.

Resolution number HB/2014/228

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

That the Hibiscus and Bays Local Board:

a) thank Mr Hill for his attendance and presentation.

CARRIED

8.3

Mairangi Bay Creek

Graeme Lee was in attendance to speak about the sediment in the Mairangi Bay Creek. Mr Lee was advised that the local board is keen to work with Infrastructure and Environmental Services to assess the suitability of an initiative called ‘Love our Bays’ and the possibility of including the Mairangi Bay Creek in that project.

Resolution number HB/2014/229

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

That the Hibiscus and Bays Local Board:

a) thank Mr Lee for his attendance and presentation.

CARRIED

8.4	Moving of Stars on Orewa Boulevard
	Gary Brown was in attendance to speak about moving the stars in the New Zealand Walk of Fame across to the footpath on the other side of the Hibiscus Coast Highway in Orewa. Mr Brown proposed that four of the stars would be replaced on council land and the remainder on Auckland Transport land. Mr Brown was advised he could apply for a grant to assist through the Local Board Community Funding Grants. Applications for this open on 1 February 2015 and close on 15 March 2015. Mr Brown was asked to write a letter detailing all the issues and requesting permission to relocate the stars. A report could then be obtained from the parks officers. Meanwhile, Ellen Barrett, Elected Member Relationship Manager is to investigate Auckland Transport’s conditions and processes for this. A copy of the tabled documents has been placed on the file copy of the minutes and will be available on the Auckland Council website.
	Resolution number HB/2014/230 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) thank Mr Brown for his attendance and presentation. CARRIED
	Attachments a Tabled presentation

9 Public Forum

There was no public forum.

Local board member Harding-Kirikiri retired at 7.30pm

Ward Councillors Update

Councillor John Watson updated the local board members on the Auckland Transport budget cuts, the set netting discussion at the Regulatory and Bylaws Meeting and the IT funding.

Councillor Wayne Walker said in a couple of weeks local residents will be advised what sort of evidence will be required to support a future ban on set netting.

Resolution number HB/2014/231

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

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.

CARRIED

22 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

8.05pm 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 (until 6.00pm)
	Janet Fitzgerald, JP
	Gaye Harding-Kirikiri (from 4.40pm)	Item 13
	Gary Holmes
	Lovisa Rasmussen
	Lisa Whyte (from 6.30pm)	Item 8.1

Councillors	Wayne Walker (from 6.40pm)	Item 8.2
	John Watson (from 6.30pm)	Item 8.1