Minutes of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

20 May 2015

1 Welcome

The Chairperson opened the meeting and welcomed those in attendance.

2 Apologies

There were no apologies.

3 Declaration of Interest

Member Sayers declared an interest in Item 16 as a member of his family will be presenting.

4 Confirmation of Minutes

Resolution number HB/2015/42

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

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 15 April 2015, 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.

Local Improvements to Torbay Shopping Centre - Proposed Funding Agreement with the Torbay Business Association

Jeremy Pellow, Project Manager for the Torbay upgrade project was in attendance.

Resolution number HB/2015/43

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

That the Hibiscus and Bays Local Board:

a) authorise council staff to negotiate, and enter into, a funding agreement with the Torbay Business Association that proposes a grant of up to $204,600 to enable the Torbay Business Association to undertake improvement works within the Torbay Shopping Centre

b) seek that any funding agreement confirms the approval process for any final plan of works, reporting and accountabilities to the local board

c) note that the $204,600 budget is to fund all stages of the project, including professional services, design and consenting, and that this will reduce the total budget available for the physical construction

d) note that the funding agreement has specific provision that council funding is limited to a maximum of the $204,600 grant and includes provision for works to be prioritised to fit within this funding limit.

CARRIED

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

Resolution number HB/2015/44

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

That the Hibiscus and Bays Local Board:

a) agree to allocate $96,907.00 and either fund, part-fund or decline each application in this round as detailed in the following Table 1: Hibiscus and Bays Local Board Community Funding Applications.

Table One: Hibiscus and Bays Local Board community funding applications, round two 2014/2015

Organisation	Funding for	Amount Allocated
Project Litefoot Trust	Towards the purchase of lightbulbs, recycling stations and promotion for the Project Litefoot to be implemented in the Hibiscus Coast Netball Centre between June 2015 to December 2015	$ 2,435.00
Mairangi Arts Centre Trust Board	Towards the costs for integrating the Access database and website and the upgrade of the website for the Mairangi Arts Centre between June 2015 to September 2015	$0
Mairangi Arts Centre Trust Board	Towards the costs of creating and installing two pou for the Mairangi Arts Centre between May 2015 to August 2015	$23,500.00
The Torbay Dramatic Society Incorporated	Towards the electrical wiring, carpentry materials and labour for the Torbay Community Hall between May 2015 to December 2015	$11,716.00
Te Herenga Waka o Orewa Incorporated	Towards the project management costs of relocating the marae between May 2015 to December 2015	$ 5,000.00.00
East Coast Bays Community Project Incorporated	Towards the purchase of ingredients for the cooking class and art materials for the ‘Have a Go day’ between July 2015 and August 2015	$ 150.00
Sir Peter Blake Marine Education And Recreation Board	Towards the purchase of bunk beds for the Sir Peter Blake Marine Education and Recreation Centre between May 2015 and December 2015	$ 5,000.00
East Coast Bays Community Project Incorporated	Towards the marquee hire for the Browns Bay ‘Our Amazing Place’ event between May 2015 to June 2015	$ 1,700.00
North Shore Centres of Mutual Aid Incorporated	Towards transportation costs for the ‘Building Resilience for Seniors’ programme in Stanmore Bay, Mairangi Bay and Red Beach between July 2015 to July 2016	$ 5,000.00
Torbay Plunket Committee - The Royal New Zealand Plunket Society Waitemata Area - Torbay Plunket	Towards the cost of landscaping the back area garden at 1026 Beach Road, Torbay between May 2015 to August 2015	$0
Coast Youth Community Trust Incorporated	Towards the hire of Campbell’s Park, transportation (van and ferry), purchase of games/activity supplies, printing of the course manuals and achievement awards for the Coast Youth Community Trust between May 2015 to December 2015	$ 5,510.25
Omega Mixed Martial Arts Youth	Towards the purchase of equipment for Omega MMA Youth Club between March 2015 to March 2016	$0 Not an incorporated society
Mairangi Bay Business Association Incorporated	Towards the cost of replacing the sign at the top of Hastings Road, Mairangi Bay between June 2015 to September 2015	$ 1,000.00
Mairangi Bay Business Association Incorporated	Towards the purchase and installation of fairy lights in the Torbay shopping area between June 2015 to September 2015	$0
Mairangi Bay Business Association Incorporated	Towards the costs of waste management for the ‘Food, Wine and Art’ festival on 21 May 2015	$0 Retrospective funding
Mairangi Bay Business Association Incorporated	Towards the costs of St Johns, advertising and music for the Mid-Winter Swim event on 14 June 2015	$ 4,000.00
Mairangi Bay Business Association Incorporated	Towards the purchase of a banner and pads and entry form note pads for the Shop Local Campaign in August 2015	$ 3,750.00
Torbay Business Association Incorporated	Towards the hire of entertainers for face painting, balloon twister and magician, advertising and sausage sizzle costs for the community day in Torbay on 18 April 2015	$0 Retrospective funding
Hibiscus Coast Youth Council Incorporated	Towards costs associated with the Youth Suicide Prevention Initiative run by Hibiscus Coast Youth Council Incorporated between May 2015 to March 2016	$ 5,000.00
Abuse Prevention Services Incorporated	Towards the salary of the men's programme supervisor between July 2015 to March 2016	$0 Do not fund salaries
Bays Youth Community Trust	Towards engagement costs, training supervision, travel costs, telephones and programme resources for community mentoring, counselling and youth coaching between May 2015 to April 2016	$ 3,500.00
Estuary Arts Charitable Trust	Towards the purchase of education equipment and a steriliser for the kitchen between September 2015 to October 2015	$ 5,000.00
Hestia Rodney Women's Refuge Incorporated	Towards venue hire, purchase of resource, facilitation costs, childcare and subsidies for individual sessions between May 2015 to October 2015	$ 2,470.00
North Harbour Hockey Association Incorporated	Towards turf hirage at Orewa College for the Fun Sticks programme between May 2015 to August 2015	$ 900.00
Citizens Advice Bureau Hibiscus Coast Incorporated	Towards the purchase of a printer and communication costs between May 2015 to December 2015	$ 2,700.00
Foster Hope Charitable Trust	Towards the purchase of 50 backpacks for the “Foster Hope” kits distributed by Child, Youth and Family Services - Orewa, between September 2015 to October 2016	$ 235.75
Gymnastics Community Trust	Towards the salary of the centre manager for the Hibiscus Coast Community Gymnastics Centre at Stanmore Bay between May 2015 to December 2015	$0 Do not fund salaries
Centrestage Theatre Company (Orewa) Incorporated	Towards the cost of replacement carpeting and installation for the foyer mezzanine area at the Centrestage Theatre between May 2015 to June 2015	$ 5,000.00
Hibiscus Coast Community Arts Council Incorporated	Towards the costs of publicity and catalogues for the ‘Hibiscus and Bays Art Awards’ between November 2015 to December 2015	$ 2,500.00 Do not fund koha
Hockey Hibiscus Trust Incorporated	Towards the purchase of two magnetic whiteboards, tarpaulin frame and fasteners, two miniature goals and nettings, repair of a full size goal netting and grinding of a concrete lip between May 2015 to June 2015	$ 840.00
PHAB Association (Auckland) Incorporated	Towards the mobility transport costs for the PHAB youth and young adult group between May 2015 to April 2016	$0
Badminton North Harbour Incorporated	Towards the venue hire of Active Badminton Centre and Orewa Badminton Club and the purchase of shuttle-cocks between May 2015 to September 2015	Referred to Strengthening Communities
	Total:	$ 96,907.00

b) reallocate the sums of $10,129.00 being $4,129 unspent from the Art Programme 2014/2015 budget line and $6,000 unspent OPEX fund 2014/2015 to the Hibiscus and Bays Local Board Discretionary Community Funding Round Two 2014/2015 (as per the urgent decision dated 19 May 2015)

c) request that all recipients give fair and proper acknowledgement of the local board’s funding support in all promotional materials, website and communications.

CARRIED

New Community lease to the Stillwater Ratepayers and Residents Association, Stillwater Reserve, Duck Creek Road, Stillwater

Local board members thanked the staff for all their hard work with this project.

Resolution number HB/2015/45

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

That the Hibiscus and Bays Local Board:

a) approve a new community lease to the Stillwater Ratepayers and Residents Association Incorporated for the new Stillwater Hall situated on Stillwater Reserve occupying Part Lot 188 DP 42684 extending to approximately 325m² subject to the following conditions:

· Term – 10 years from the date of entry following building completion and issue of the code compliance certificate

· Rent - $1.00 per annum if requested

· Maintenance fee - $500.00 per annum

· The Stillwater Ratepayers and Residents Association Incorporated Community Outcomes Plan, as approved, be attached to the lease document

b) approve the Stillwater Ratepayers and Residents Association Incorporated Community Outcomes Plan as attached to this report

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

CARRIED

Auckland Council's Quarterly Performance for the Hibiscus and Bays Local Board for the period ending 31st March 2015

Jane Koch, Lead Financial Advisor was in attendance.

Resolution number HB/2015/46

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

That the Hibiscus and Bays Local Board:

a) receive the Auckland Council’s Performance Report for the Hibiscus and Bays Local Board for the period ending 31^st March 2015

CARRIED

Developing the Empowered Communities Approach - Next Steps

Resolution number HB/2015/47

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

That the Hibiscus and Bays Local Board:

a) provide the following feedback on the proposed Empowered Communities Approach, for consideration as part of the report to the Regional Strategy and Policy Committee in June:

i. recognise that local boards have a statutory role of community engagement, consultation and advocacy which is stated in the allocation of decision making responsibility for non-regulatory activities as this provides for local board decision making in local community development activities

ii. support the empowered communities approach including a move away from direct delivery to support and fund community groups and organisations

iii. support the Thriving Communities Action Plan to implement a community-led approach

iv. express its concern that the level of resourcing for the Empowered Community Approach is unclear

v. seek information about funding of the proposed approach, identifying budget for Community Development and Safety, regional and local operating costs, local delivery and details on the functions and roles for the approach

vi. strongly emphasises that one size does not fit all, particularly for rural communities, and the adopted approach must respond to local requirements, provide for flexibility in resourcing and models for local delivery, take into account the wide variety of communities and their capacity

vii. request that any approach be responsive and support Maori in achieving their outcomes and acknowledge the principles of the Treaty of Waitangi

viii. acknowledge that for the Empowered Communities Approach to be successful there needs to be a whole of a council approach to its delivery, noting that:

a) the need for a comprehensive change in the organisational culture of the Council, along with the review of many policies and practices across a range of functions, which limit or impede community-led initiatives;

b) the scope of the Empowered Communities Approach includes all of those departments which currently have some interaction with local boards, most notably Community Development, Arts and Culture, and Parks, and some Council Controlled Organisations as well;

ix. seeks acknowledgement from the Council and is prepared to share its experiences of this approach as it is being delivered across this local board area and it is not a new way of working with our communities

x. suggests that various local boards are asked to carry out pilot programmes implementing an Empowered Communities Approach, using their local board plan outcomes to guide such work

xi. requests investigation occurs to establish a best practice governance structure for our community organisations

xii. understands the Political Advisory Group has extended their discussion on the Empowered Communities Approach and therefore requests a new timeframe be provided identifying further formal feedback opportunities for local boards.

CARRIED

Auckland Council Property Limited Local Board Six Monthly Update 1 July to 31 December 2014

Resolution number HB/2015/48

MOVED by Member J Fitzgerald, seconded by Member GA Harding-Kirikiri:

That the Hibiscus and Bays Local Board:

a) receive the Auckland Council Property Limited Local Board Six Monthly update 1 July to 31 December 2014 report

b) request Auckland Council Property Limited to provide more recent valuations for the properties aligned to Penlink in the portfolio they are managing for Auckland Transport.

CARRIED

Auckland Transport Update to Hibiscus and Bays Local Board, May 2015

Ellen Barrett, Elected Member Relationship Manager was in attendance.

Resolution number HB/2015/49

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

That the Hibiscus and Bays Local Board:

a) receive the Auckland Transport Update to Hibiscus and Bays Local Board, May 2015 report.

CARRIED

Auckland Transport Quarterly Update to Local Boards for the Quarter 1 January - 31 March 2015

Ellen Barrett, Elected Member Relationship Manager was in attendance.

Mrs Barrett reminded local board members that submissions to the Integrated Fare Consultation and Regional Public Transport Plan close on 5 June 2015.

Resolution number HB/2015/50

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

That the Hibiscus and Bays Local Board:

a) receive the Auckland Transport Quarterly Update to Local Boards for the Quarter 1 January – 31 March 2015.

CARRIED

New Road Names - Millwater

Resolution number HB/2015/51

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

That the Hibiscus and Bays Local Board:

a) approve the new road names under section 319(j) of the Local Government Act 1974 for the latest stages of development at Millwater

b) acknowledge the correct spelling of Grut Greens which requires the replacement street signs to be provided by the developer, WFH and Millwater Developments.

CARRIED

Local Board Members Reports

Greg Sayers attended a meeting of the Police Partnership Tactical Co-ordination Team which is a multi-agency collection of government and non-governmental organisations working collaboratively in local crime prevention.

Resolution number HB/2015/52

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

That the Hibiscus and Bays Local Board:

a) receive the information.

CARRIED

Record of Workshop Meetings

Resolution number HB/2015/53

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

That the Hibiscus and Bays Local Board:

a) endorse the record of the workshop meetings held on 25 March 2015, 1, 8, 10 and 22 April 2015.

CARRIED

Alcohol ban review 2015

Resolution number HB/2015/54

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

That the Hibiscus and Bays Local Board:

a) make the alcohol bans contained in Attachment A pursuant to the Auckland Council Alcohol Control Bylaw 2014, with a commencement date of 31 October 2015 being:

i. Arkles Bay

ii. Browns Bay

iii. Campbells Bay

iv. Churchill Reserve

v. Mairangi Bay

vi. Manly

vii. Murrays Bay

viii. Okura Boat Ramp

ix. Orewa Central Business District

x. Orewa North

xi. Orewa South (includes Western Reserve alcohol ban)

xii. Red Beach (the beach and adjoining reserves, car parks and roads only)

xiii. Rothesay Bay Beach Reserve

xiv. Silverdale Village

xv. Stanmore Bay

xvi. Torbay (includes parts of Long Bay Beach Road Reserve alcohol ban, Marama Street Reserve alcohol ban and Winstone Cove alcohol ban)

xvii. Victor Eaves Park

xviii. Waiake Beach

xix. Whangaparaoa Town Centre

b) allow the alcohol ban contained in Attachment B to lapse on 31 October 2015 being:

Possum Ladder, Campbells Bay

c) note that the decisions in (a) and (b) are in accordance with relevant requirements of the Local Government Act 2002 and Auckland Council Alcohol Control Bylaw 2014

d) authorise the Manager Social Policy and Bylaws to make any minor edits or amendments to Attachment A to correct any identified errors or typographical edits.

CARRIED

Dinner adjournment 5.30 – 6.30pm

8 Deputations

8.1	Forest and Bird Hibiscus Coast - Pest Free Peninsula
	Pauline Smith from Forest and Bird Hibiscus Coast was in attendance to provide an update on the Pest Free Peninsula project. A copy of the tabled presentation has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/55 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) thank Ms Smith for her presentation. CARRIED
	Attachments a Copy Presentation Notes

8.2	Friends of Stillwater
	Mr Philip Wrigley, Mr David Rees and Mr Brian Alexander were in attendance to give an update on the work of Friends of Stillwater. A copy of the tabled presentation has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/56 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) thank the Friends of Stillwater for their presentation. CARRIED
	Attachments a Copy presentation notes

8.3	Long Bay Okura Great Park Society
	Chris Bettany from the Long Bay Okura Great Park Society was in attendance to give an update on the Long Bay Okura Great Park Society. A copy of the tabled presentation has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/57 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) thank Ms Bettany for her presentation. CARRIED
	Attachments a Copy presentation notes

8.4

Harbour Basketball Association

Mr John Hunt was in attendance to speak on Harbour Basketball Association.

Resolution number HB/2015/58

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

That the Hibiscus and Bays Local Board:

a) thank Mr Hunt for his presentation.

CARRIED

9 Public Forum

9.1	Set Netting Controls Arkles Bay
	Alan Sayers, Les Watkins, Jillian Warman and Cameron Slater were in attendance to speak on set netting in Arkles Bay. A copy of the tabled diagram of a set net placement and photographs has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/59 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) Thank the residents for their presentation. CARRIED
	Attachments a Copy tabled diagram b Copy tabled photographs

9.2

Overgrown Weeds and Trees - Silverdale

Lorraine Sampson was in attendance to speak about the weeds and overgrown trees on the new walkway from Titan Place to Tavern Road particularly near the Tavern Road end. Mrs Sampson also advised that the sign for the Weiti Landing had disappeared..

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

That the Hibiscus and Bays Local Board:

a) Thank Mrs Sampson for her presentation.

Update report on set net controls

Michael Sinclair and Rebekah Stuart-Wilson in attendance for this item.

Mr Sinclair advised that bylaws made under Local Government Act 2002 have a legal requirement to be reviewed after five years but with the transition to Auckland Council, the review of bylaws was put on hold. October 2015 is the deadline for all legacy bylaws to have gone through a review process or they will lapse.

Resolution number HB/2015/60

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

That the Hibiscus and Bays Local Board:

a) based on the evidence known to the local board recommend to the Regulatory and Bylaws Committee that the Rodney District Council Prohibition of Set Netting - Arkles Bay Bylaw remain in place until such time as a new total set net control can be put in place under the Public Safety and Nuisance Bylaw 2013;

b) recommend to the Regulatory and Bylaws Committee that the Council undertake the process of making of a total set net control for Arkles Bay before 31 October 2015 under the Public Safety and Nuisance Bylaw 2013

c) recommend to the Regulatory and Bylaws Committee that staff initiate the process of investigating the making of seasonal or total set net controls for Browns Bay and Hatfields Beach before 31 October 2015 under the Public Safety and Nuisance Bylaw 2013

d) recommend to the Regulatory and Bylaws Committee that staff undertake further monitoring of set netting activities at Matakatia and Campbells Bay over the 2015/2016 summer period

e) receive the tabled addendum information.

CARRIED

Ward Councillors Update

Councillor Watson and Councillor Walker reported on the Budget Committee meeting.

Regional Facilities Auckland have indicated a willingness to engage with the the key sporting codes over the Stadium Strategy.

Councillor Watson recently carried out a survey on the city ferry service at Gulf Harbour and when he has analysed the results will send a copy to the local board.

Resolution number HB/2015/61

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

That the Hibiscus and Bays Local Board:

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

CARRIED

26 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

27 Procedural motion to exclude the public

Resolution number HB/2015/62

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

That the Hibiscus and Bays Local Board:

a) exclude the public from the following part(s) of the proceedings of this meeting.

b) agree that Robert Bates, Principal Land Supply Specialist be permitted to remain for Confidential Item C1:Special Housing Areas: Tranche 7 after the public has been excluded, because of his knowledge of the matter being discussed, which will help the Hibiscus and Bays Local Board in its decision-making.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1 Special Housing Areas: Tranche 7

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

In particular, the report contains information which, if released, would potentially prejudice or disadvantage commercial activities..

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

9.00pm The public was excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

9.22pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

Special Housing Areas: Tranche 7

Confirm that there be no restatement of this confidential report, attachments or resolutions.

9.22 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:........................................................

Chairperson	Julia Parfitt, JP
Deputy Chairperson	Greg Sayers
Members	David Cooper
	Janet Fitzgerald, JP
	Gaye Harding-Kirikiri
	Gary Holmes
	Lovisa Rasmussen
	Lisa Whyte

Councillors	John Watson from 6.30pm
	Wayne Walker from 6.30pm