Minutes of Rodney Local Board - 21 September 2015

Rodney Local Board

21 September 2015

1 Welcome

The Chairperson opened the meeting and welcomed all those in attendance.

2 Apologies

Resolution number RD/2015/117

MOVED by Chairperson BM Steele, seconded by Member TP Grace:

That the Rodney Local Board:

a) accept the apology from Greg Sayers for absence.

CARRIED

3 Declaration of Interest

Member Pirrie declared an interest in Item 12, Rodney Local Board Quick Response Grants: Round One 2015-2016, as he is a trustee with Muriwai Environmental Action Trust. Member Pirrie took no part in the discussion or voting on this item.

Motion – Invitation to Independent Maori Statutory Board member to sit at the table

Resolution number RD/2015/118

MOVED by Member JG Colville, seconded by Member TP Grace:

That the Rodney Local Board:

a) invite Glenn Wilcox of the Independent Maori Statutory Board to sit at the table.

CARRIED

4 Confirmation of Minutes

Resolution number RD/2015/119

MOVED by Member BP Houlbrooke, seconded by Member PH Pirrie:

That the Rodney Local Board:

a) confirm the ordinary minutes of its meeting, held on Monday, 17 August 2015, as a true and correct record.

CARRIED

5 Leave of Absence

There were no leaves of absence.

6 Acknowledgements

Acknowledgement - Ruth Walker of Coatesville

The recent passing of Ruth Walker, a Coatesville resident for over 50 years is acknowledged. Mrs Walker’s involvement with the Coatesville Hall spanned over 30 years until her retirement as voluntary custodian in April 2008. Mrs Walker was also a recipient of a community service award from the former Rodney District Council when the late Doug Armstrong was mayor. Her generosity and community spirit was greatly appreciated and she will be sadly missed.

Resolution number RD/2015/120

MOVED by Chairperson BM Steele, seconded by Member JG McLean:

That the Rodney Local Board:

a) acknowledge the recent passing of Ruth Walker of Coatesville who was involved with the Coatesville Hall for over 30 years.

CARRIED

Acknowledgement - Phil Clark of Shelly Beach

The recent passing of Phil Clark of Shelly Beach, who was a long standing member and former chairperson of the Shelly Beach Residents and Ratepayers Association is acknowledged. Mr Clark worked tirelessly to improve facilities available to Shelly Beach and his achievements include a safe footpath along Shelly Beach Road down to the waterfront, ongoing improvements to the reserve, upgrading the foreshore car and trailer parking area, involvement with the planning and construction of the Shelly Beach toilets and planning for a seawall. Mr Clark’s contribution to improvements at Shelly Beach is acknowledged.

Resolution number RD/2015/121

MOVED by Chairperson BM Steele, seconded by Member TP Grace:

That the Rodney Local Board:

a) acknowledge the recent passing of Phil Clark of Shelly Beach and the contribution that he made to improving facilities at Shelly Beach.

CARRIED

7 Petitions

There were no petitions.

8 Deputations

Deputations were heard after Item 18.

9 Public Forum

Public Forum followed the deputations.

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

Rodney Local Board Quick Response Grants: Round One 2015-2016

Kim Hammond (Community Grants Advisor) in attendance for this item.

Resolution number RD/2015/122

MOVED by Member WW Flaunty, seconded by Deputy Chairperson SR Garner:

That the Rodney Local Board:

a) agree to fund, part-fund or decline each application in this round of Rodney Local Board Round One Quick Response Applications:

Organisation Name	Project	Total allocated
Mahurangi Junior Hockey Club	Towards the purchase and engraving of trophies and venue hire of the Warkworth Hockey Turf in October 2015	$840 towards venue hire
Sandspit Yacht Club Incorporated - Centreboard Division	Towards the costs to run coaching clinics between October 2015 to November 2015	$500
Raewyn Mercer	Towards the hall bond for the Helensville War Memorial Hall, hireage of equipment, catering, signage, photocopying, cleaning and removal of rubbish for the Helensville Christmas Lunch in December 2015	$0 Does not meet the Rodney Local Board Plan 2014 outcomes and priorities
Kumeu Arts Centre Inc	Towards the purchase and installation of heater timers, purchase of a microwave, an office chair, a laptop and improvements to the community garden, between October 2015 to March 2016	$500 towards the request with the exception of the laptop
Kaukapakapa Area Resident and Ratepayers Association	Towards the purchase of five litres of blue dye, chain bar lubricant, sharpening of five chainsaw blades, four packets of 400 grams of vigilant gel, and 10 litres of glyphosate for the Kaukapakapa privet removal project between October 2015 to September 2016	$ 610.49
Leigh Harbour Valley Society	Towards the purchase of stainless steel stoat traps, plastic bait stations, possum bait and 20 hours of labour for trap and bait maintenance for the Upper Valley Pest Control project between October 2015 to April 2016	$1,340.00
Kaukapakapa Pony Club	Towards coaching fees for the Kaukapakapa Pony Club between October 2015 to April 2017	$0 Does not meet the Rodney Local Board Plan 2014 outcomes and priorities
Muriwai Environmental Action Community Trust	Towards the purchase of traps, counters and lures for the 'More penguins at Muriwai' project between November 2015 to October 2016	$1,997.14
The Omaha Shorebird Protection Trust	Towards course fees for the Conservation and Management of New Zealand dotterels workshop for two people in September 2015	$0 ineligible as the application is retrospective
Kaukapakapa Area Resident and Ratepayers Association Inc	Towards the contract fees of a playspace expert from October 2015 to November 2015	$0 to be forwarded to a future grants round
Yvonne Harland	Towards the purchase of plants for the privet removal and replanting project in October 2015	$0 Due to the funding being over-subscribed
Puhoi Historical Society Inc.	Towards the purchase of equipment for the Puhoi settler family project between January 2016 to November 2016	$600
Wellsford Country Show (Wellsford A& P Society)	Towards the hireage of sound and equipment for the Wellsford A & P Show in November 2015	$2,000
Friends of Kauri Cres Track	Towards the purchase and installation of crushed recycled concrete for the Kauri Crescent Walkway Project between October 2015 to June 2016	$2,000
Kaukapakapa Area Residents and Ratepayers Association Inc	Towards contractor costs to aerate the Kaukapakapa Hall and Library Reserve field between October 2015 to November 2015	$ 0 Forward to future grant round
Equine Pathfinders Foundation Limited	Towards to the rental of Dune Lakes Lodge and two horses for the “Horse Showcase” in October 2015	$0 Does not meet the Rodney Local Board Plan 2014 outcomes and priorities
Whangateau Residents and Ratepayers Assn (Inc)	Towards the purchase of a three year supply of biodegradable bags for the Whangateau Recreation Reserve between October 2015 to October 2017	$0 Does not meet the Rodney Local Board Plan 2014 outcomes and priorities
T&M Stazyk Partnership / CUE Haven	Towards plant maintenance including the elimination of kikuyu and other weeds, to ensure survival of trees planted previous to and including 2015, for the CUE Haven Restoration project between November 2015 to March 2016	$2,000.00
Whangateau Hall and Reserve Advisory Committee	Towards the replacement of faded and damaged photographic prints between November 2015 to December 2015	$ 500.00
Royal NZ Plunket Society Northland Area Inc	Towards the printing costs of the Plunket Resource booklet for Rodney Plunket groups in October 2015	$0 Does not meet the Rodney Local Board Plan 2014 outcomes and priorities
Royal NZ Plunket Society Waitemata Area Inc	Towards the costs of painting the interior of the Kumeu Plunket Clinic, 66 Main Road, Kumeu in October 2015.	$0 Does not meet the Rodney Local Board Plan 2014 outcomes and priorities
	Total Allocated	$12,887.73

b) agree to fund the Kowhai Festival event application from the Local Events Support Fund for the sum of $10,000.

c) refer the applications from Kaukapakapa Area Residents and Ratepayers Association for “contract fees of a playspace expert from October 2015 to November 2015” and “contractor costs to aerate the Kaukapakapa Hall and Library Reserve field between October 2015 and November 2015” to a future grants round following discussion between the applicant and the Parks Advisor and Empowering Communities officer as to determine suitability of the project.

d) request that officers report back to the local board with an agreed format for consideration of future grant applications.

CARRIED

Secretarial Note: Member Pirrie declared a conflict of interest in regard to the application of Muriwai Environmental Action Community Trust and took no part in the discussion or voting for Item 12.

Allocation of Funding for Arts Facility Operational Grants

Richard McWha (Manager Sector Engagement and Production) in attendance for this item.

Resolution number RD/2015/123

MOVED by Member PH Pirrie, seconded by Member BP Houlbrooke:

That the Rodney Local Board:

a) allocate $20,000 to the Helensville Art Centre for operational funding from the Arts Facility Grants budget 2015/2016 to be executed via funding agreement.

b) allocate $40,000 to the Kumeu Arts Centre for operational funding from the Arts Facility Grants budget 2015/2016 to be executed via funding agreement.

c) note that council staff are working with the Rodney Northern Arts Council on delivery of arts in the northern area.

CARRIED

Rodney Local Board 2015/16 Proposed Property Renewals

Vicki Clarke (Service Delivery Manager – Kowhai Coast) and Paul Durling (Property Coordinator) in attendance for this item.

Resolution number RD/2015/124

MOVED by Member PH Pirrie, seconded by Deputy Chairperson SR Garner:

That the Rodney Local Board:

a) approves the libraries property renewals programme 2015/2016 as listed in Attachment A to the agenda report, which at this stage totals $144,100 of the Rodney Local Board’s total renewals budget of $310,100.

b) delegates responsibility to Auckland Libraries’ Service Delivery and Logistics Support Manager, to approve any changes of up to 10% to the Libraries Furniture Fittings and Equipment projects or the Interior Refresh renewals project listed in Attachment A to the agenda report, which total $144,100 in the event that there is a variation to identified costs for its property renewals programme; any variations in these Furniture Fittings and Equipment projects and the Interior Refresh renewals project above 10% are to be referred to the Rodney Local Board for a decision.

c) allows for any project surplus to be held as contingency for other libraries property renewals projects included within this report for the Rodney Local Board’s consideration and reallocation.

d) directs officers to share the findings and seek direction from the local board once the building investigation report into the Kumeu Library building is received and that officers will not undertake any building work on the Kumeu Library nor spend any budget until a comprehensive report is presented to the local board for discussion.

CARRIED

Rodney Local Board Community Fees and Charges

Peter Matvos (Team Leader Venue Hire) in attendance for this item.

Resolution number RD/2015/125

MOVED by Deputy Chairperson SR Garner, seconded by Member PH Pirrie:

That the Rodney Local Board:

a) agrees that the 2014/2015 legacy hire fees for the following groups will apply for 2015/2016 year:

i) Wainui Playgroup at the Wainui Hall (the legacy council’s arrangement) of $8 per hour until 30 June 2016.

ii) Helensville Lions Club Book Fair at the Helensville War Memorial Hall (the legacy council’s arrangement of no charge for the annual book fair event in November 2015.

iii) Kumeu Children’s Art Club at the Waimauku War Memorial Hall, the legacy council’s arrangement) of $70 per term until 30 June 2016.

iv) Kaukapapa School at the Kaukapapa Memorial Hall (the legacy rate) of $187.50 per term, until 30 June 2016.

v) Warkworth Museum markets, once per month at the Old Masonic Hall, $25 for the entire booking, until 30 June 2016.

b) agree that the fee for the Warkworth Masonic Hall for the 2015/2016 financial year remain the same as the previous year at $11 (peak standard) and $8.80 (off peak standard), noting that the hall was omitted from the list in the Local Board Agreement when fees and charges were agreed in June 2015.

c) request that council facilities staff contact in writing each of the groups with the above resolved legacy hire fees confirming their fee arrangements for the 2015/2016 financial year.

d) requests council staff provide regular updates on the impact of the hire fees and the performance of council-managed community facilities as part of the quarterly reports.

e) agree to waive the fees for the hire of the Old Masonic Hall for an event that the Warkworth Town Hall Fundraising Team is holding in November 2015.

CARRIED

Special Exemption (Section 6) Fencing of Swimming Pools Act 1987

Reg Pritchard (Swimming Pool Inspector) in attendance for this item. Hugh Fisher (the applicant) and James Service (architect) also in attendance. The applicant and architect were invited to speak to the matter.

Resolution number RD/2015/126

MOVED by Member PH Pirrie, seconded by Member WW Flaunty:

That the Rodney Local Board determine each application, by way of resolution, to:

a) GRANT THE APPLICATION by Hugh and Carmel Fisher, 737 Leigh Road, Whangateau for special exemption under section 6 of the Fencing of Swimming Pools Act 1987 for an in ground pool and spa pool subject to the pool cover being closed at all times when the pool is not in use. Note at the date of approving the exemption the pool has yet to be built.

b) agree that confidential attachments to the Swimming Pool Exemption report (under separate cover) remain confidential to protect the privacy of the applicants.

CARRIED

Secretarial Note: Under Standing Order 3.15.5 Member Garner wishes to have his dissenting voted recorded.

Amendment of Delegations to the Rodney Local Board

Resolution number RD/2015/127

MOVED by Member PH Pirrie, seconded by Member BP Houlbrooke:

That the Rodney Local Board:

a) delegate authority to the Chairperson and the Deputy Chairperson of the local board to approve feedback regarding minor property divestments including easements.

b) acknowledge that the local board will make decisions on any proposal for significant easements or divestments at a business meeting.

c) amend resolution a) of resolution number RD/2015/13 as follows:

“That the Rodney Local Board:

a) approve the Terms of Reference for the Parks, ~~Planning~~ Culture and Community Development Committee including protocols, urgent decision proceedings, reporting of appointees and other stated matters as attached in Attachments A and B of the agenda report and dated 4 February 2015.”

CARRIED

Rodney Local Board Plan Implementation Progress Report

Resolution number RD/2015/128

MOVED by Chairperson BM Steele, seconded by Member JG McLean:

That the Rodney Local Board:

a) accept the Rodney Local Board Plan 2014 implementation update report.

b) request that Auckland Council departments and Council Controlled Organisation’s provide updates on Rodney Local Board Plan 2014 initiatives and advocacy matters quarterly.

CARRIED

8.1

Snells Beach Residents and Ratepayers Association - Sunburst Ave carpark –

Bryan Jackson and representatives from Snells Beach Residents and Ratepayers in attendance for this item. Mr Jackson tabled written information and photographs, a copy of which has been placed on the file copy of the minutes and can be viewed on the Auckland Council website. Mr Jackson spoke of issues with motorhome parking at Sunburst Avenue carpark at Snells Beach and sought interim measures from the local board to address the issues until the bylaw is reviewed in 2016.

Resolution number RD/2015/129

MOVED by Deputy Chairperson SR Garner, seconded by Member JG Colville:

That the Rodney Local Board:

a) thank the representatives from the Snells Beach Residents and Ratepayers Association for their presentation regarding carpark issues at Sunburst Avenue carpark in Snells Beach.

CARRIED

Attachments

a Snells Beach Residents and Ratepayers - Sunburst Ave carpark

8.2

Kumeu Huapai Special Housing Area Update

Daniel Nakhle and Shane Hartley in attendance for this item. Mr Nakhle tabled information which has been placed on the file copy of the minutes and can be viewed on the local board website. Mr Nakhle gave an overview of a Special Housing Area proposed in the Kumeu-Huapai area.

Resolution number RD/2015/130

MOVED by Deputy Chairperson SR Garner, seconded by Member TP Grace:

That the Rodney Local Board:

a) thank Daniel Nakhle of Nakhle Group and Shane Hartley for the presentation on the Kumeu Huapai Special Housing Area (SHA).

CARRIED

Attachments

a Huapai Kumeu Special Housing Area plans

9.1

Helensville Enterprise Trust

Treena Gowthorpe in attendance for this item. Ms Gowthorpe tabled the final report from the Helensville Enterprise Trust which gave an update on the Repair Shed at Helensville which was funded by the local board from the local job opportunities/skill development fund. A copy of the final report has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.

Resolution number RD/2015/131

MOVED by Member TP Grace, seconded by Deputy Chairperson SR Garner:

That the Rodney Local Board:

a) thank the representatives from Helensville Enterprise Trust for their update on the Repair Shed which was funded by the local board from the local job opportunities/skill development fund.

CARRIED

Attachments

a Repair Shed, Helensville, Final Report

Community-led placemaking resource

Resolution number RD/2015/132

MOVED by Member BP Houlbrooke, seconded by Member JG McLean:

That the Rodney Local Board :

a) receive the report entitled ‘Communities Shaping their Places – A Good Practice Resource 2015.’

b) request that the information be placed on the local board website as a tool to assist the communities in the Rodney Local Board area.

CARRIED

Huapai Triangle and Oraha Road Update -

Ree Anderson (Project Housing Director) and Alina Wimmer (Principal Planner) in attendance for this item. Ms Wimmer tabled information which has been placed on the file copy of the minutes and can been viewed on the Auckland Council website.

Resolution number RD/2015/133

MOVED by Member PH Pirrie, seconded by Member TP Grace:

That the Rodney Local Board:

a) does not support any further Special Housing Area’s in the Kumeu Huapai area until the following matters are addressed, as outlined in the local board letter dated 27 August 2015 to the Housing Project Office:

(i) The appointment of a Local Board and Stakeholder Liaison Manager.

(ii) Provision of budget to complete a Structure Plan.

(iii) Provision of a budget to complete a greenways plan in 2016.

(iv) A budget allocation from Auckland Transport’s Urban Growth Fund.

(v) Clear identification of budgets for growth related infrastructure and amenities.

(vi) That Huapai, Kumeu and Riverhead are identified as a Spatial Priority Area.

(vii) That resources are made available to the local board to accelerate planning work.

(viii) The development of a communications plan.

CARRIED

Attachments

a Key Issues: Infrastructure

Special Housing Area Request - 114 Matua Road and part 108 Matua Road, Huapai

Ree Anderson (Project Housing Director) in attendance for this item.

Resolution number RD/2015/134

MOVED by Member PH Pirrie, seconded by Member TP Grace:

That the Rodney Local Board:

a) receive an update from the HPO on the analysis of the SHA request at 114 Matua Road and part of 108 Matua Road.

b) does not support any further Special Housing Area’s in the Kumeu Huapai area until the following matters are addressed, as outlined in the local board letter dated 27 August 2015 to the Housing Project Office:

(i) The appointment of a Local Board and Stakeholder Liaison Manager.

(ii) Provision of budget to complete a Structure Plan.

(iii) Provision of a budget to complete a greenways plan in 2016.

(iv) A budget allocation from Auckland Transport’s Urban Growth Fund.

(v) Clear identification of budgets for growth related infrastructure and amenities.

(vi) That Huapai, Kumeu and Riverhead are identified as a Spatial Priority Area.

(vii) That resources are made available to the local board to accelerate planning work.

(viii) The development of a communications plan.

CARRIED

29 Procedural motion to exclude the public

Resolution number RD/2015/135

MOVED by Member WW Flaunty, seconded by Chairperson BM Steele:

That the Rodney Local Board:

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

b) agree that Ree Anderson (Project Director Housing) be permitted to remain for Confidential Item No.C1, Special Housing Requests – Tranche 9 after the public has been excluded, because of their knowledge of the subject matter which will help the Rodney 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 Area Requests - 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

Motion

Resolution number RD/2015/136

MOVED by Chairperson BM Steele, seconded by Member WW Flaunty:

That the Rodney Local Board:

a) agree that Cr Webster and Glenn Wilcox of the Independent Maori Statutory Board be permitted to remain for Confidential Item No. C1: Special Housing Area Requests – Tranche 9 .

CARRIED

6.00pm 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.

6.15pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

Special Housing Area Requests - Tranche 9

That the Rodney Local Board:

b) agree that the report and resolution a) regarding the Special Housing Area Requests – Tranche 9 remain confidential until such time as the governing body is in a position to release the information.

Secretarial Note: Member Garner retired from the meeting at 6.15pm (Item 22).

Cemeteries Report

Resolution number RD/2015/138

MOVED by Member JG McLean, seconded by Member TP Grace:

That the Rodney Local Board:

a) receive the Cemeteries report as considered by the Parks, Recreation and Sport Committee at their meeting on 10 February 2015.

CARRIED

Regional Facilities Auckland Fourth Quarter Report 2014/2015

Resolution number RD/2015/139

MOVED by Member BP Houlbrooke, seconded by Member JG Colville:

That the Rodney Local Board:

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

CARRIED

Local Board Members Reports

Resolution number RD/2015/140

MOVED by Chairperson BM Steele, seconded by Member JG Colville:

That the Rodney Local Board:

a) receive the information on Member Steele’s attendance at the Local Government New Zealand conference.

CARRIED

Ward Councillor Update

Cr Webster in attendance for this item.

Resolution number RD/2015/141

MOVED by Chairperson BM Steele, seconded by Member BP Houlbrooke:

That the Rodney Local Board:

a) thank Cr Webster for her update to the Rodney Local Board on the activities of the governing body.

CARRIED

Deputation/Public Forum Update

Resolution number RD/2015/142

MOVED by Member JG Colville, seconded by Member JG McLean:

That the Rodney Local Board:

a) receive the Deputation/Public Forum Update.

CARRIED

Rodney Local Board Workshop Records

Resolution number RD/2015/143

MOVED by Chairperson BM Steele, seconded by Member TP Grace:

That the Rodney Local Board:

a) workshop record for Monday, 7 September 2015 be accepted.

CARRIED

28 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

6.30 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 Rodney Local Board HELD ON

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

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

Chairperson	Brenda Steele
Deputy Chairperson	Steven Garner (until 6.15pm, Item 22)
Members	James Colville
	Warren Flaunty, QSM
	Thomas Grace
	Beth Houlbrooke
	John McLean
	Phelan Pirrie

	Cr Penny Webster
	Glenn Wilcox – Independent Maori Statutory Board