Upper Harbour Local Board

OPEN MINUTES

Minutes of a meeting of the Upper Harbour Local Board held in the Upper Harbour Local Board Office, 30 Kell Drive, Albany on Tuesday, 14 June 2016 at 9.30am.

present

Chairperson	Lisa Whyte
Deputy Chairperson	Brian Neeson, JP
Members	Callum Blair
	Margaret Miles, JP

ABSENT

Member

John McLean

ALSO PRESENT

Member

Christine Rankin-MacIntyre

Secretarial Note:

Standing Order 3.7.4 provides that a member will give the chairperson of the local board, or its committees, prior notice where they want to attend a meeting by electronic link. Standing Order 3.7.2 provides that members who attend meetings by electronic link will not be counted as present for the purposes of a quorum, but, if the meeting has a quorum, then the member attending by electronic link can vote on any matters raised at the meeting. Standing Order 3.7.3 provides that a member who is seeking to attend by electronic link cannot vote to approve their own attendance by electronic link, except in the case of an emergency.

Upper Harbour Local Board 14 June 2016

1 Welcome

2          Apologies

Resolution number UH/2016/94

MOVED by Member C Blair, seconded by Chairperson LM Whyte:

That the Upper Harbour Local Board:

a) accept the apology from Member John McLean for absence and Member Margaret Miles for lateness.

CARRIED

3          Declaration of Interest

There were no declarations of interest.

4          Confirmation of Minutes

Resolution number UH/2016/95

MOVED by Chairperson LM Whyte, seconded by Deputy Chairperson BK Neeson:

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 24 May 2016 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

There were no deputations.

9 Public Forum

There was no public forum.

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

12	Meeting Minutes Upper Harbour Local Board, Tuesday, 24 May 2016
	That the Upper Harbour Local Board note that the open unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday, 24 May 2016 are attached at item 12 of the agenda for the information of the board only, and will be confirmed under item 4 of the agenda.

Secretarial Note:         Member Margaret Miles arrived at 9.34am.

13

Upper Harbour Local Grants: Round Two 2015/2016

Resolution number UH/2016/96

MOVED by Chairperson LM Whyte, seconded by Member MA Miles:

That the Upper Harbour Local Board:

a)      agree to fund, part-fund or decline the following applications:

App ID	Organisation/ Individual Name	Project	Amount allocated	Reason declined
LG1617-202	Graeme Dingle Foundation	Office administrative expenses for Graeme Dingle Foundation's North Shore base National Support Office	$0	Low priority
LG1617-203	Shanshan Multicultural Community Incorporated	Venue hire for  Meadowood Community House	$2000
LG1617-206	StarJam Charitable Trust	Auckland CoolJam Talent Expansion Programme	$2000
LG1617-207	The Herald Island Community Wharf Trust	Wharf maintenance	$3000
LG1617-208	Greenhithe Community Trust	15 projects to boost Greenhithe youth, families, newcomers and general community wellbeing	$7500
LG1617-209	The Parenting Place	Attitude life-skills presentations at Upper Harbour Local Board high schools.	$0	Low priority
LG1617-210	Youthline Auckland Charitable Trust	Establishment of youth focused Community Centre in North Auckland	$2000
LG1617-205	Project Litefoot Trust	LiteClub Upper Harbour	$0	Low priority
LG1617-204	OnBoard Skate Inc.	Skatesafe skateboard programme	$2000
LG1617-211	North Harbour Hockey Association	Year five and six, and year seven and eight Representative Development Programme	$4000
Total allocated			$22,500

b)      agree to fund, part-fund or decline the following multiboard application:

App ID	Organisation/ Individual Name	Project	Amount allocated
LG1602-205	North Shore Women's Centre	Information referral and assessment service and community based social work service	$2500
LG1606-214	North Shore Group Riding for the Disabled Inc.	Core Operational Costs	$1525
LG1606-223	North Harbour Synchronised Swimming Club	North Island Synchronised Swimming Competition	$1000
LG1608-204	North Shore Centers of Mutual Aid Incorporated	North Shore CMA Building Resilience for Seniors in our Community	$3000
LG1608-216	La Leche League North Shore	La Leche League NZ - Supporting the North Shore	$550
LG1608-217	Yes Disability Resource Centre	Newsletter production	$0	Low priority
LG1608-212	Kaipatiki Project Environment Centre	EcoFest North	$0	Low priority
LG1608-222	Gecko NZ Trust	Living Neighborhood' Hub Establishment – Kaipatiki and Upper Harbour	$0	Low priority
LG1602-201	Netball Northern Zone	Options Investigation for Netball Courts	$1838
LG1605-225	Baseball New Zealand	Kiwiball	$0	Low priority
Total allocated			$10,413

CARRIED

14	Auckland Transport monthly report - June 2016
	Resolution number UH/2016/97 MOVED by Chairperson LM Whyte, seconded by Deputy Chairperson BK Neeson: That the Upper Harbour Local Board: a)      receive the Auckland Transport monthly report for June 2016. CARRIED

Secretarial Note:         Item 15 was taken after item 24.

16	Parks, sport and recreation draft annual work programme financial year 2016-2017
	The Parks Liaison and Development Team Leader, Parks Advisor, and Sport and Recreation Advisor were in attendance to support this item.
	Resolution number UH/2016/98 MOVED by Chairperson LM Whyte, seconded by Member MA Miles: That the Upper Harbour Local Board: a) approve the Upper Harbour Parks, Sport and Recreation draft Annual work programme for the 2016/2017 financial year, as detailed in Attachment A of the agenda report, with the following amendments: · work programme ID No 1389 - funding was approved in the 15/16 financial year for this project (resolution number UH/2015/211), hence the total should reflect a $0 balance in the work programme. · work programme ID No 634 – replacement sportsfield development Hobsonville Point – it should be noted that the amount of $702,932 will be moved to financial year 2018/2019 for implementation and construction, and subsequent funding of $223,307 will be moved to future financial years (FY19/20 and FY20/21) to accommodate the funding rephasing. b) delegate the approval for any minor changes to the Parks, Sport and Recreation Annual work programme 2016/2017 to the appropriate Parks, Sport and Recreation advisor and local board portfolio holders. c) request a report from Sport Parks staff regarding the rephasing of funding relating to the Hobsonville Point sportsfield development as outlined in resolution b), which includes an update on proposed land use until the sportsfields are developed, as well as the design of the future sportsfields. CARRIED

17

Upper Harbour Local Board Community Facilities Renewals Work Programme 2016/2017

Resolution number UH/2016/99 MOVED by Member MA Miles, seconded by Deputy Chairperson BK Neeson: That the Upper Harbour Local Board: a)      approve the 2016/2017 work programme for Upper Harbour Local Board Community Facility Renewals b)      note that the 2016/2017 funding envelope is indicative to deliver the Community Facilities renewals programme of work, and that any budget variances (within scope) will be managed within the total region-wide renewals funding envelope. CARRIED

18	Community Lease Work Programme 2016/2017
	Resolution number UH/2016/100 MOVED by Chairperson LM Whyte, seconded by Member MA Miles: That the Upper Harbour Local Board: a)      approve the community lease 2016/2017 work programme as detailed in Attachment A of the report. CARRIED
19	Upper Harbour Local Board Libraries Work Programme 2016/2017
	Resolution number UH/2016/101 MOVED by Chairperson LM Whyte, seconded by Member MA Miles: That the Upper Harbour Local Board: a)      approve the 2016/2017 Libraries work programme (refer to Attachment A in the agenda report). CARRIED

20

Upper Harbour Local Board Arts, Community and Events Work Programme 2016/2017

Resolution number UH/2016/102 MOVED by Member MA Miles, seconded by Deputy Chairperson BK Neeson: That the Upper Harbour Local Board: a) approve the 2016/2017 Arts, Community and Events work programme (refer to Attachment A in the agenda report), with the following amendments: i. work programme ID No 2571 – Community Art Programme – to the value of $11,000, be incorporated into work programme ID No 2311 – Community grants – due to the fact that no project has been identified against which to allocate the funding. ii. work programme ID No 2383 is to be split out to reflect two individual work programme activities, each with their own work programme identity number. a. Inclusion and Diversity:  Older Adults Engagement, to the value of $10,000 b. Inclusion and Diversity:  Programme and Development of Upper Harbour Newcomers Network, to the value of $12,000 iii. work programme ID No 2373 – Placemaking: Whenuapai Village – the allocation of funding needs to be increased from $7,000 to $10,000 to reflect the programme of works as agreed by the local board. iv. work programme ID No 1427 – Events Partnership Fund – the allocation of $3,000 to Greenhithe Community Events needs to be removed, due to its inclusion in work programme ID No 2367 – Placemaking: Greenhithe Community Trust programme schedule. v. work programme ID No 1427 – Events Partnership Fund budget line needs to be amended to reflect the deduction of $3,000, and should total $18,500. vi. work programme ID No 2311 – Community grants budget line needs to be amended to reflect the addition of $11,000 from work programme ID No 2571 – Community Art Programme, and the deduction of $3,000 to increase the funding for work programme ID No 2373, and should total $118,000. b) approve $75,000 to Albany CoCo Inc., from its locally driven initiatives (LDI) operational budget, broken down as follows and reflected in the work programme accordingly: · $50,000 to deliver a range of neighbourhood based, community wide, programmes and activities. · $25,000 to deliver a range of events. c) approve $30,000 to Greenhithe Community Trust, from its locally driven initiatives (LDI) operational budget, broken down as follows and reflected in the work programme accordingly: · $20,000 to deliver a range of neighbourhood based, community wide programmes and activities in the Greenhithe area. · $5,000 to deliver a range of neighbourhood events in the Greenhithe area. · $5,000 to deliver community gardens within the Upper Harbour Local Board area. d) approve $30,000 to Hobsonville Point Community Trust, from its locally driven initiatives (LDI) operational budget, broken down as follows and reflected in the work programme accordingly: · $20,000 to deliver a range of neighbourhood based, community wide programmes and activities within the greater Hobsonville Point area. · $5,000 to deliver a range of neighbourhood events in the greater Hobsonville Point area. · $5,000 to deliver youth programmes within the greater Hobsonville Point area. e) request that the funding agreement for the Albany House be reflected in the Arts, Community and Events Work Programme 2016/2017 under asset based services (ABS) operational budget, to the value of $20,000 and be captured in the budget. CARRIED

21	Adoption of Local Board Agreement 2016/2017
	The Lead Financial Advisor was in attendance to discuss this item. An updated Local Board Agreement 2016/2017 was provided. A copy has been placed on the official minutes on the Auckland Council website as a minutes attachment.
	Resolution number UH/2016/103 MOVED by Deputy Chairperson BK Neeson, seconded by Member CK Rankin-MacIntyre: That the Upper Harbour Local Board: a) adopt local content for the Annual Plan 2016/2017 tabled at this meeting, including: i.        a Local Board Agreement 2016/2017; ii.       a message from the chairperson; iii.      local board advocacy; iv.      local activity budgets; and v.       local performance targets. b) adopt local fees and charges schedules for 2016/2017 (refer to Attachment B in the agenda report). c) note: i.        that the local activity budgets have been updated to reflect final budget decisions made by the governing body on 13 May 2016; ii.       that if there are outstanding (not yet agreed) matters in the local board agreement, the local board should include an explanation of these matters in the chairperson’s message at the front of the local board agreement; and iii.      that the resolutions of this meeting will be reported back to the governing body when it meets to adopt the Annual Plan 2016/2017 on 30 June 2016. d) amend bullet point 2 of the locally driven initiatives, under the title of Local Parks, Sport and Recreation, to read ‘additional maintenance of reserve planting per annum’. e) include an additional bullet point under the locally driven initiatives, under the title of Local Parks, Sport and Recreation, to reflect the annual operations grant to Tennis Northern. f) agree that the chairperson be delegated authority to make any final minor changes to the local content for the Local Board Agreement 2016/2017. CARRIED
	Attachments a     Upper Harbour Local Board Agreement 2016/2017

22

Resolution alteration to confirm the Community Grants Programme 2016/2017

Resolution number UH/2016/104

MOVED by Member MA Miles, seconded by Member C Blair:

That the Upper Harbour Local Board:

a)      Pursuant to standing order 3.11.17, alter resolution UH/2016/60 to read:

a)      adopt the Upper Harbour Local Board Community Grants Programme 2016/2017, subject to the following changes:

i)       four rounds will be held as follows, with amended dates:

2016/2017 funding rounds	Category	Opens	Closes	Decision made	Projects to occur after
Round one	Contestable Local Grants	1 June 2016	28 June 2016	August 2016	1 September 2016
Round two	Quick Response	1 July 2016	2 August 2016	13 September 2016	1 October 2016
Round three	Quick Response	30 January 2017	28 February 2017	April 2017	1 May 2017
Round four	Quick Response	27 March 2017	29 April 2017	May 2017	1 June 2017

ii)      amend bullet point 7 in the criteria and eligibility of grants to read as follows, ‘Activities of debt repayment and promoting particular political goals are ineligible for funding’.

iii)     include a further bullet point in the criteria and eligibility of grants to read as follows, ‘Legal costs, salaries and wages are deemed to be a low priority for funding’.

CARRIED

23	Holding Report for decisions relating to the Albany Community Hub
	No matters to report at this time.

24	Holding Report for decisions relating to the Albany Stadium Pool
	No matters to report at this time.

15

Meadowood Community House funding agreement

Resolution number UH/2016/105 MOVED by Chairperson LM Whyte, seconded by Member CK Rankin-MacIntyre: That the Upper Harbour Local Board : a)      approve the drawing up of a funding agreement with Meadowood House Incorporated for the 2016-2017 year, terminating on 30 June 2017, for the operation of the Meadowood Community House. b)      approve funding of $52,240 for Meadowood House Incorporated from its asset based services (ABS) operational budget, to be adjusted in accordance with Auckland Council’s agreed inflationary mechanism, once confirmed. CARRIED

25	Board Members' Reports
	Resolution number UH/2016/106 MOVED by Chairperson LM Whyte, seconded by Member C Blair: That the Upper Harbour Local Board: a)      receive the verbal board members’ report from Member Margaret Miles. CARRIED

26        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

11.21 am                                            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 Upper Harbour Local Board HELD ON

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

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