Hibiscus and Bays Local Board

OPEN MINUTES

Minutes of a meeting of the Hibiscus and Bays Local Board held in the Local Board Office, 2 Glen Road, Browns Bay on Wednesday, 18 November 2015 at 4.30pm.

present

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

ALSO PRESENT

Councillor

Wayne Walker (from 6.35pm)

Hibiscus and Bays Local Board 18 November 2015

1 Welcome

            The Chairperson opened the meeting and welcomed those in attendance.

2          Apologies

There were no apologies.

3          Declaration of Interest

There were no declarations of interest.

4          Confirmation of Minutes

Resolution number HB/2015/166

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

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 21 October 2015, 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.

8 Deputations

8.1	Weiti Development
	Mr Evan Williams CEO of Williams Land Limited and Simon Matthews, Project Manager were in attendance to update the local board on the Weiti Development. A copy of the tabled plans and presentation documents have been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/167 MOVED by Chairperson JG Parfitt, seconded by Member LM Whyte: That the Hibiscus and Bays Local Board: a)      thank Mr Williams and Mr Matthews for their presentation. CARRIED
	Attachments a     Tabled documentation

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

13

Hibiscus and Bays Local Board Quick Response Grants: Round Two, 2015/2016

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

Resolution number HB/2015/168

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

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 Quick Response, Round Two, Grants Applications

Organisation	Funding for	Amount Requested	Reasons/ Conditions	Confirmed Total Ineligible
North Shore Brass Incorporated	Towards the hireage of the Orewa Arts and Events Centre, guest artist, advertising and printing costs for the Christmas ‘Prom’ concert in December 2015	$1,520.00		$1,520.00
Sustainable North Trust	Towards the costs of a feasibility study, including venue hire, room rental, photocopying costs, publicity and costs for setting up a Community Recycling Centre in the Hibiscus and Bays Local Board area between January 2016 to November 2016	$500.00		$500.00
North Shore Group Riding for the Disabled Incorporated	Towards the purchase of helmets between December 2015 to February 2016	$756.00		$756.00
Centennial Park Bush Society	Towards the purchase of bait poison and bait stations for the Campbells Bay Urban Sanctuary area between November 2015 to December 2015	$707.00		$707.00
Browns Bay Bowling Club Incorporated	Towards the costs of materials and labour for the recladding of shelters and extending the roofs between November 2015 to January 2016	$2,000.00		$2,000.00
North Harbour Hockey Association	Towards the turf hireage costs of Orewa College and the wages of the coordinator and coaches for the Hibiscus  Coast Funsticks programme between May 2016 to September 2016	$1,800.00		$1,800.00
Hibiscus Coast Community Patrol Charitable Trust Board	Towards the costs of sending volunteers and staff on a Red Cross course between November 2015 to June 2016	$1,890.00		$1,890.00
Forrest Hill Milford United Association Football Club Inc.	Towards the purchase costs of uniforms, playing and training equipment, costs for hiring a bus, travel and entry fees for the mens teams between February 2016 to September 2016	$2,000.00	Outside local board area	$0

b)      request that those organisations who make a second application be advised that after a second successful application they cannot apply for another grant within the same financial year.

CARRIED

14	Transfer of community grant to Leigh Tennis Club Incorporated
	Kim Hammond, Community Grants Advisor was in attendance for this item.
	Resolution number HB/2015/169 MOVED by Member J Fitzgerald, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a)      approve $15,000 allocated to the Leigh and Districts Ex-services and Community Club by the Rodney and Hibiscus Coast Subdivision Local Board Funding Subcommittee  in 2014/2015 to be transferred to the Leigh Tennis Club Incorporated to commence the upgrade works on the Tennis Courts at Leigh Domain Recreation Reserve within the 2015/2016 financial year. b)      note the Rodney Local Board has confirmed the transfer of the community grant to the Leigh Tennis Club. CARRIED

16	Silverdale Centre Plan
	Austin Fox, Planner North/ West, Peter Vari, Team Leader Planning North/ West and Warren Maclennan, Manager Planning North/West were in attendance for this item.
	Resolution number HB/2015/170 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a)      adopt the final Silverdale Centre Plan. b)      request the retention of the land at 36 Hibiscus Coast Highway in accordance with key move 3.1 of the Silverdale Centre Plan. CARRIED

17	Auckland Transport Update to Hibiscus and Bays Local Board, November 2015
	Noelene Buckland, Elected Member Relationship Manager, was in attendance for this item.
	Resolution number HB/2015/171 MOVED by Chairperson JG Parfitt, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a)      Resolve to proceed with the design of a 2.5m to 3m wide concrete shared path over the section of Orewa Recreation Reserve and Orewa Domain from the south end of the beach from Orewa Bridge to the south end of the Orewa Reserve carpark, based on the rough order of cost of $520,000 provided (Project 445) and following the site inspection on 17 November 2015. CARRIED

12	Auckland Council's Performance Report for the Hibiscus and Bays Local Board for the three months ending 30 September 2015
	Jane Koch, Lead Financial Advisor was in attendance to speak to this report.
	Resolution number HB/2015/172 MOVED by Chairperson JG Parfitt, 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 30 September 2015. CARRIED

15

Annual Plan 2016/2017

Resolution number HB/2015/173 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a)         provides the following views on potential Annual Plan 2016/2017 regional issues for the governing body to consider: i.       Maori Freehold Land Rates - retain the status quo ii.      Rural rates – a greater differential for farms over 50ha is not supported iii.     Uniform Annual General Charge (UAGC) – increasing the UAGC to $650 is supported iv.     a.       Interim Transport Levy (ITL) composition – support business paying a greater share to better reflect the use of the network improvements that are being funded with the levy b.      request that council works towards targeting those businesses that use transport infrastructure more heavily as part of an interim solution. b)        agrees the following key advocacy issues for the Annual Plan 2016/2017: i.       Request funding to address coastal asset degradation, including implementation of the Orewa Beach Esplanade Enhancement Plan (OBEEP), in particular urgent works in zones 3, 3A and 4, Kohu Street to Marine View, Orewa. ii.      Request equitable Asset Based Service (ABS) operational funding is provided for arts centres, community centres and youth centres. iii.     Seek acknowledgement of the role that private/community owned assets, such as  Hibiscus Coast Youth Centre and Centrestage Theatre, play in contributing to the overall network of facilities in the Community Facilities Network Plan. iv. Request operational funding and resourcing to implement actions and give effect to the Community Facilities Network Plan, to undertake needs assessments, feasibility studies and business cases, and realise capital project delivery. v. Request resources and support for local planning and transformation projects, such as town centre development, is addressed particularly in circumstances where local boards have funded town centre plans. vi. Request that Penlink is delivered earlier than 2025-2035 to alleviate development issues and ease significant congestion at pinch points affecting residents and businesses on both the Whangaparaoa Peninsula and at Silverdale.  This project will also provide a ‘lifeline’ route when emergency situations cause traffic disruption or road closures along Whangaparaoa Road.  Residents raise ongoing concerns about feeling disconnected due to inadequate access for education, employment and business and Penlink would address many of these significant matters. vii. Request that the realignment of the East Coast/Lonely Track/Glenvar Roads intersection is undertaken at the same time as building Glenvar Ridge Road, to address safety concerns. viii. Support the development of more localised development contribution catchments to mitigate the effects as development occurs. ix. Advocate that development contributions more accurately reflect the cost of reserve land acquisition in the local board area and the actual cost of development. CARRIED

18

Road Names - Highgate Parkway and others

Resolution number HB/2015/174 MOVED by Member GR Holmes, seconded by Member LC Rasmussen: That the Hibiscus and Bays Local Board: a)      approve, pursuant to section 319(1)(j) of the Local Government Act the following new road names Highgate Parkway, Andrew Jack Road, Watkinson Road, Colin Chester Drive, John Robey Road and Felling Street and Toia Lane for the jointly owned access lot for the Highgate Business Park subdivision at 217 Wainui Road, Silverdale, Council reference R62751. CARRIED

24

Sherwood Reserve Playground Upgrade

Resolution number HB/2015/175 MOVED by Member GR Holmes, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a)      fund the shortfall of $16,996.81 to complete stages one and two of the Sherwood Reserve playground upgrade project from the 2015/2016 (SLIPS) fund b)      fund the tower feature of $79,000 for stage three of the Sherwood Reserve playground upgrade project from the remaining 2015/2016 (SLIPS) fund of $16,884.19 and allocate a further $62,115.81 from the local board LDI Capex fund, totalling $79,000 c)      delegate to the Chairperson and the Deputy Chairperson of the Facilities and Reserves Committee authority to make any further minor decisions in relation to the Sherwood Reserve playground upgrade project within the approved budget.  CARRIED

20	Local Board Members Reports
	Local board member Greg Sayers spoke to his report.
	Moved by Deputy Chairperson AG Sayers, seconded by Member DR Cooper: That the Hibiscus and Bays Local Board: a) agree to establish two committees: i) Parks, Culture and Community Development Committee ii) Transport, Planning and Infrastructure committee b) confirm that the Parks, Culture and Community Development Committee will deal with matters relating to the following: Parks, Stormwater, Community Facilities, Halls, Recreation Services, Biosecurity Environment, Conservation, Community Leases, Pools and Multisport Facilities, Reserve Management Plans, Environmental Community Grants, applications for special exemptions under the Swimming Pool Act 1987, Arts, Culture, Events, Community Development, Libraries, Heritage, Iwi, Grants and Event Funding, Youth Advisory Panel. c)         confirm that the Transport, Planning and Infrastructure Committee will deal with matters relating to the following: Transport, Infrastructure, Waste Management, Auckland Transport, New Zealand Transport Agency, Watercare and Special Housing Areas, Street Environments, Town Centres, Built Environment, Main Street Upgrades, Auckland Tourism Events and Economic Development (ATEED), Business Improvement Districts (BIDs), Gateways, Urban Design, Urban and Town Centre Planning and Engagement, Communications and Engagement, Civil Defence and Emergency Management. d)         appoint members xxxx, to the Parks, Culture and Community Development Committee. e)         appoint members xxxx, to the Transport, Planning and Infrastructure Committee. f)         appoint member xxx as the chairperson of the Parks, Culture and Community Development Committee and member xxx as the deputy chairperson of the Parks, Culture and Community Development Committee. g)         appoint member xxx as the chairperson of the Transport, Planning and Infrastructure Committee and member xxx as the deputy chairperson of the Transport, Planning and Infrastructure Committee. h)         agree that the first order of future business for the two Committees will include the preparation of a Terms of Reference for the Parks, Culture and Community Development Committee and the Transport, Planning and Infrastructure Committee. k)         disestablish the Hibiscus & Bays Local Board Swimming Pool Exemptions Committee and consider all applications for special exemptions under the Fencing of Swimming Pools Act 1987 as part of the Parks, Culture and Community Development Committee. l)          disestablish the current Hibiscus &Bays Local Board portfolio structure and agree that the chairpersons of the relevant committees be given the former portfolio responsibilities with the deputy chairperson of the relevant committees being the alternate(s). m)       disestablish the Hibiscus & Bays Local Board Reserves and Facilities Committee and consider such matters as part of the Parks, Culture and Community Development Committee. m)       agree that existing delegations to portfolio holders will be transferred to the relevant Committee. n)         agree that for the avoidance of doubt, any matter not covered by the above resolutions remains the decision of the full local board. o)         agree that local board comments on resource consents shall continue to be considered by Member Gary Holmes for the Hibiscus & Bays Local Board area. Lost

Dinner adjournment 6.30pm – 6.45pm

8          Deputations continued

8.2	Silverdale Business Association
	Lorraine Sampson from the Silverdale Business Association was in attendance to address the local board about signage and pedestrian safety in Silverdale. A copy of the tabled documents has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/176 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a)      thank Mrs Sampson for her presentation. CARRIED
	Attachments a     Tabled documentation

8.3	Mr Dean Reynolds - Chemical Spraying of Street Weeds
	Mr Reynolds was in attendance to address the local board on the chemical spraying of street weeds. A copy of the tabled documents has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2015/177 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a)      thank Mr Reynolds for his presentation. CARRIED
	Attachments a     Tabled documentation

9 Public Forum

There was no public forum.

19	Ward Councillors Update
	Councillor Wayne Walker was in attendance to address the local board on chemical spraying, development contributions and his upcoming trip to Paris for the climate change conference.
	Resolution number HB/2015/178 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a)      thank Councillor Walker for his update to the Hibiscus and Bays Local Board. CARRIED

21	Record of Workshop Meetings
	Resolution number HB/2015/179 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 11  September, 7 and 14 October 2015. CARRIED

22        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

23        Procedural motion to exclude the public

Resolution number HB/2015/180

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

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 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 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 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 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

7.45pm            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.

8.22pm            The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	Special Housing Areas: Tranche 9
	b)        confirm that there be no restatement of this confidential report, attachments or resolutions.

8.22 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:........................................................