Minutes of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

16 September 2015

1 Welcome

The chairperson opened the meeting and welcomed those in attendance.

2 Apologies

Resolution number HB/2015/126

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

That the Hibiscus and Bays Local Board:

a) accept the apology from Greg Sayers for lateness.

CARRIED

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution number HB/2015/127

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

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 19 August 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.

Member Sayers present at 4.35pm

Hibiscus and Bays Local Board Quick Response Grants: Round One 2015-2016

Kim Hammond, Community Grants Advisor was in attendance for this item.

Resolution number HB/2015/128

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

That the Hibiscus and Bays Local Board:

a) agree to fund, part-fund or decline each application in this round.

Table One: Hibiscus and Bays Local Board Round One Quick Response Applications

Organisation Name	Project	Total Requested	Reasons/ Conditions	Confirmed Total
Whangaparaoa Community Response Group	Towards the purchase of high visibility vests for the Whangaparaoa Community Response Group in October 2015.	$ 415.00	Approved for funding	$ 415.00
Hibiscus Coast Floral Art Group	Towards the purchase of flowers for the Couldery House Christmas Theme exhibition in November 2015	$ 950.00	Approved for funding	$ 950.00
CatsnCare	Towards the purchase of five cat traps between October 2015 to June 2016	$ 998.45	Approved for funding	$ 998.45
Friends of Okura Bush Incorporated	Towards the purchase of 250 aluminium rat traps, and 100 stoat traps between October 2015 to October 2016	$ 2,000.00	Approved for funding	$ 2,000.00
Hibiscus Coast Elderly Peoples Luncheon Club	Towards the costs of hall hire, transportation costs, meals, Christmas cakes and small gifts and incidentals for the Christmas Party for Luncheon Club members and volunteers in December 2015.	$ 500.00	Declined – moved to the Quick Response Events Fund	$ 0
Hibiscus Coast Visually Impaired Peoples Club	Towards the hall hire costs of Saint Andrews Presbyterian Church between October 2015 to October 2016	$ 200.00	Declined does not meet local board criteria – do not subsidise rentals	$ 0
Stephanie and Stephen Ellett	Towards fencing costs for the Weiti Creek Conservation Project on Newman Road, Stillwater in November 2015 to December 2015	$ 2,000.00	Approved for funding	$ 2,000.00
Life Education Trust Hibiscus and Bays	Towards the purchase of a laptop, Microsoft Office software and a mobile phone for the educator in the mobile learning centre between October 2015 to January 2016	$ 1,428.00	Approved for funding	$ 1,000.00
Orewa Sea Scouts Group	Towards the purchase of life jackets for the Orewa Sea Scouts in October 2015	$ 1,809.00	Approved for funding	$ 1,200.00
Estuary Arts Centre	Towards the purchase of banners, flags, brochure and poster printing, advertising and design work for the Hibiscus Coast Art Studio Trail in March 2016	$ 2,000.00	Declined – not currently a priority for the local board	$ 0
Age Concern Hibiscus and Bays Inc - Charitable Trust	Towards the catering at the Silverdale Districts Returned Services Association and petrol vouchers in December 2015	$ 2,000.00	Declined – moved to the Quick Response Events Fund	$0
Mairangi Bay Scout Group	Towards the purchase of life jackets for the Mairangi Bay Scout Group in November 2015	$ 1,200.00	Combined the two applications into one	$ 1,411.52
Mairangi Bay Scout Group	Towards the purchase of a whiteboard and whiteboard markers for the Mairangi Bay Scout Group between October 2015 to November 2015	$ 211.52	Declined – combined the two applications as only two applications are allowed per year and this enables one more application.	$ 0
Eaves Bush Appreciation Group	Towards the purchase of bait stations, kill traps, marker pens, string, cable ties, screws and nails, pest off pellets, rubbish disposal and pest of blocks for the eradication on bush land adjacent to Alice Eaves Reserve between October 2015 to September 2016	$ 992.00	Approved for funding	$ 992.00
4Dogsake	Towards venue hire, bouncy castle hire, BBQ hire and gas, advertising, hireage of Gary Brown and purchase of give aways for kids for the Fun Dog Events in February 2016	$ 2,000.00	Declined – moved to the Quick Response Events Fund	$ 0
The Royal New Zealand Plunket Society Waitemata Area Incorporated	Towards the lease costs for the Cheeky Monkey Play Group of the North Harbour Volley Ball Centre between October 2015 to June 2016	$ 2,000.00	Declined does not meet local board criteria – do not subsidise rentals	$0
	Total Requested:	$20,703.97		$10,966.97

b) allocate the unspent budget from the Quick Response Community Grants applications round one of $6,033.03 to round two, making a total of $23,033.48 for round two applications.

CARRIED

Hibiscus and Bays Local Events Support Fund: Round One 2015-2016

Kim Hammond, Community Grants Advisor was in attendance for this item.

Resolution number HB/2015/129

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

That the Hibiscus and Bays Local Board:

a) confirm the Local Grants Event Fund Round One ($2,000 to $10,000) applications listed in Table One and agree to fund, add or remove, part-fund or decline each application in this round of a total budget of $10,500.00:

Organisation Name	Project	Total Requested	Reasons/ Conditions	Confirmed Total
OnBoard Skate Inc	Summer SkateBoard Series, 2015/2016	$ 3,015.00	Approved for funding	$2,000.00
East Coast Bays Community Project Inc	Carols on the Green		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	Valentines Dance		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	Music in the Bays		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	Cairo to Cape Town		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	Neighbourly Long Lunch		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	ECB Garden Party		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	Community Safety Expo		Declined – moved to Event Partnership Fund	$0
East Coast Bays Community Project Inc	Petanque on the Beach		Declined – moved to Event Partnership Fund	$0
Main Street Orewa (TA) Destination Orewa Beach	Orewa New World Santa Parade		Declined – moved to Event Partnership Fund	$0
Browns Bay Business Association	Browns Bay Santa Parade		Declined – moved to Event Partnership Fund	$0
Main Street Orewa (TA) Destination Orewa Beach	Orewa Boulevard Arts Fiesta		Declined. Combined three applications into one and transferred to the Local Grant Community Fund Round One	$0
Main Street Orewa (TA) Destination Orewa Beach	Orewa Sand Castle Competition		Declined. Combined three applications into one and transferred to the Local Grant Community Fund Round One	$0
Main Street Orewa (TA) Destination Orewa Beach	Orewa Boulevard Buskers Festival		Declined. Combined three applications into one and transferred to the Local Grant Community Fund Round One	$0
Harbour Sport Trust	The Mud Rush 2015		Moved to Quick Response Events Fund	$0
Getin2Life Youth Development Trust	In2it Summer Series-HB	$8,990.00	Approved for funding	$1,000.00
Stage 51 Ltd	Orewa Christmas at the Beach	$20,000.00	Approved for funding	$2,000.00
Mairangi Bay Village Business Association	Mairangi Bay Village Annual Christmas Parade		Declined – moved to Event Partnership Fund	$0
Mairangi Bay Village Business Association	Kids Market		Declined - Moved to Quick Response Events fund	$0
New Zealand Health Association	Sanitarium Weet-Bix Kids – North Shore	$15,000.00	Approved for funding	$2,000.00
Hibiscus Rodders Incorporated	Hibiscus Rodders Beach Festival 2016	$42,550.00	Approved for funding	$3,500.00
TOTALS:		$97,555.00		$10,500.00

b) confirm the Quick Response Event Fund Round One ($200 to $2,000) applications listed in Table Two and agree to fund, add, remove, part-fund or decline each application in this round with a total budget of $12,034:

Organisation Name	Project	Total Requested	Reasons/Conditions	Confirmed Total
Main Street Orewa (TA) Destination Orewa Beach	Orewa Sand Castle Competition	$1,500	Declined. Combined three applications into one and transferred to the Local Grant Community Fund Round One	$0
Harbour Sport Trust	The Mud Rush 2015	$5,000	Approved for funding This was not considered retrospective as the application had been received in time	$2,000.00
Mairangi Bay Village Business Association	Kids Market	$1,000	Approved for funding	$1,000.00
Hibiscus Coast Elderly Peoples Luncheon Club	Christmas Party for Members and Volunteers	$500.00	Approved for funding	$500.00
Age Concern Rodney Inc Charitable Trust	Christmas Luncheon & Gift/Koha of petrol vouchers for volunteers	$2,000.00	Approved for funding	$1,304.35
4Dogsake	Fun Dog Events	$2,000.00	Approved for funding	$1,000.00
TOTALS:		$12,000.00		$5,804.35

c) allocate the unspent budget from the Quick Response Events Fund round one of $6,229.65 to the round two, making a total of $18,263.35 available for the round two applications.

d) Allocate $45,900 to the following project from the Events Partnership Fund:

i. East Coast Bays Community Project a total of $17,000 for events and confirmed in the 2015/2016 funding agreement

ii. Christmas Parade events a total of $16,900 for:

a. Orewa New World Santa Parade $5,000

b. Browns Bay Santa Parade $8,000

c. Mairangi Bay Santa Parade. $3,900

iii. Movies in the Park a total of $7,000 to be hosted within the East Coast Bays subdivisions of the Hibiscus and Bays Local Board area

iv. Sir Peter Blake Regatta a total of $5,000.

CARRIED

Hibiscus Coast Community Development Priorities

Resolution number HB/2015/130

MOVED by Member GA Harding-Kirikiri, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board:

a) agree to focus future community development service delivery in the Hibiscus Coast subdivision on working with Stoney Homestead Trust and Whangaparaoa Youth Collective to implement a community placemaking approach with details of resourcing and implementation to be finalised through further discussions with staff.

b) approve funding of $15,000 from the Community Development Initiative Budget for an assessment of community development services and needs in the East Coast Bays subdivision area.

c) request staff undertake engagement with the key stakeholders from the Hibiscus Coast Needs Assessment Study to discuss future potential community development projects and associated funding.

CARRIED

Road name approval for Long Bay Communities Ltd, Stage 6 Subdivision, Off Beach Road Extension, Long Bay - Subdivision File Ref SA-3023414

Resolution number HB/2015/131

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

That the Hibiscus and Bays Local Board:

a) pursuant to section 319(1)(j) of the Local Government Act 1974, consider for approval the following road names Windlass Street, Turutu Place, Moki Place, Barque Rise and Pennant Street for use within Stage 6 of the Long Bay Communities subdivision and the road names Timu Road, Karengo Street, Killick Place, Matuka Place and Bight Road for use within subsequent stages of the subdivision noting that these names all meet the road naming criteria. All cost associated with the provision and installation of appropriate signage is to be borne by Long Bay Communities Ltd.

CARRIED

Road Name Approval for Renaming of Beach Road Extension, Long Bay

Resolution number HB/2015/132

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

That the Hibiscus and Bays Local Board:

a) pursuant to section 319(1)(j) of the Local Government Act 1974, approves the name, Te Oneroa to rename Beach Road Extension at Long Bay, noting that this meets the road naming criteria.

CARRIED

New Road Name - Orewa Estate Rise

Resolution number HB/2015/133

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

That the Hibiscus and Bays Local Board:

a) approve the new road name under section 319(1)(j) of the Local Government Act 1974 for the joint owned access lot as Aramutu Rise for the West Hoe Estates Ltd subdivision at 137 West Hoe Heights, Orewa, Council reference R57751.

CARRIED

Auckland Transport Update to Hibiscus and Bays Local Board September 2015

Jonathan Anyon, Team Manager Elected Member Relationship Management, was in attendance for this item.

Resolution number HB/2015/134

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

That the Hibiscus and Bays Local Board:

a) confirm its previous verbal commitment to spend up to $600,000 of its Local Board Transport Capital Fund on Project 411, Torbay Plaza revitalisation, to allow further progress to be made on the project, as per the discussions at the 3 September 2015 Torbay Plaza Working Party meeting.

b) request that 50% of the local board Land Transport Capital Fund for the 2016/2017 financial year be retained for the incoming local board.

CARRIED

Secondary School Scholarships 2015

Resolution number HB/2015/135

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

That the Hibiscus and Bays Local Board:

a) confirm that $1,000 be allocated from the Locally Driven Initiatives Scholarship Fund budget to Orewa College, Kingsway College, Wentworth College, Whangaparaoa College and Long Bay College for secondary school scholarships 2015.

CARRIED

Use of Orewa Library car park for Remedial work to Nautilus Building

Paul Durling, Property Coordinator, Caroline Hickey, Orewa Library Manager and Sean Cavan, Project Manager Prendos were in attendance.

Resolution number HB/2015/136

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

That the Hibiscus and Bays Local Board:

a) decline the request from Prendos for the exclusive use of the Orewa Library car park for a two year period as the removal of car parking for Orewa Library customers and staff would lead to car parking pressure within the area and possibly place the library in breach of its resource consent conditions.

CARRIED

Regional Facilities Auckland Fourth Quarter Report 2014/2015

Resolution number HB/2015/137

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

That the Hibiscus and Bays Local Board:

a) receive the Regional Facilities Auckland Fourth Quarter Report 2014/2015 and the stadium strategy memo to local boards.

CARRIED

Hibiscus and Bays Local Board Community Fees and Charges

Resolution number HB/2015/138

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

That the Hibiscus and Bays Local Board:

a) note that any discounts, waivers or adjustments of fees decided by delegated authority will in future be recorded in a quarterly report to the Hibiscus and Bays Local Board

b) note that further discounts, waivers or adjustments of fees to community facilities and charges will be funded from the surplus of the income generated by the Orewa Community Centre, underwritten by the Hibiscus and Bays Local Board

c) note that approval under delegated authority has been given for a fee of $297.44 per month for the Hibiscus Coast Senior Citizens Association, for its regular use of the community centre

d) notes that approval under delegated authority has been given for a once-off fee of $550 for the Hibiscus Coast Quilters for their quilting show, which was in August 2015

e) request that council officers investigate the Silverdale Hall Committee being able to undertake response maintenance in a similar way as the Coatesville Settlers Hall Committee and report back to the local board at their next meeting.

CARRIED

Auckland Council Property Limited Local Board Six-Monthly Update 1 January 2015 to 30 June 2015

Resolution number HB/2015/139

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 to 30 June 2015.

CARRIED

Dinner adjournment 6.10pm – 6.30pm

8 Deputations

8.1	Stillwater Boating Club - Boat Launching Ramp Upgrade
	Mr Grant Brown and Mr Vince Roberts were in attendance on behalf of the Silverdale Boating Club to discuss the replacement of the club’s launching ramp. A copy of the powerpoint presentation has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/140 MOVED by Chairperson JG Parfitt, seconded by Member GA Harding-Kirikiri: That the Hibiscus and Bays Local Board: a) Thank the representatives of the Stillwater Boating Club for their presentation. CARRIED
	Attachments a Tabled Powerpoint Presentation

8.2	Waiver of Resource Consent Fees
	Dr Mark Bellingham in attendance to discuss the waiver of resource consent fees for his client Peter Snell Youth Village. A copy of Dr Bellingham’s presentation has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/141 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) Thank Dr Bellingham for his presentation. CARRIED
	Attachments a Tabled presentation

9 Public Forum

There was no members of the public present for public forum.

Ward Councillors Update

Councillors Wayne Walker and John Watson were in attendance.

Resolution number HB/2015/142

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

That the Hibiscus and Bays Local Board:

a) express its support to Auckland Transport for the transfer of the boulevard of dreams pavement stars at the owner of the stars expense to their previously identified road corridor location in Orewa as long as at is at no cost to the Hibiscus and Bays Local Board.

CARRIED

22	Local Board Members Reports
	There were no local boards members’ reports.

Record of Workshop Meetings

Resolution number HB/2015/143

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 5, 12 and 26 August 2015.

CARRIED

24 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

25 Procedural motion to exclude the public

Resolution number HB/2015/144

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

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 David Clelland, Manager Growth and Infrastructure Strategy be permitted to remain for Confidential Item C1 Special Housing Areas: Tranche 9 after the public has been excluded, because of their knowledge of the item under discussion, 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 9

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 commercially sensitive information and information that could potentially give certain parties a commercial advantage if released..

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

In particular, the report contains commercially sensitive information and information that could potentially give certain parties a commercial advantage if released.

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

7.27pm 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.

7.48pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	Special Housing Areas: Tranche 9
	That there be no restatement of the confidential report , attachments or resolutions.

7.48 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 (from 4.35pm)	Item 13
Members	David Cooper
	Janet Fitzgerald, JP
	Gaye Harding-Kirikiri
	Gary Holmes
	Lovisa Rasmussen
	Lisa Whyte

Councillors	Wayne Walker (from 6.30pm)	Item 8
	John Watson (from 6.00pm)	Item 8