Minutes of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

20 July 2016

1 Welcome

The Chairperson opened the meeting and welcomed those in attendance.

2 Apologies

Resolution number HB/2016/125

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

That the Hibiscus and Bays Local Board:

a) accept the apology from member GA Harding-Kirikiri for absence.

CARRIED

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution number HB/2016/126

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

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 15 June 2016, as a true and correct record.

CARRIED

5 Leave of Absence

Member Parfitt absent from 6 - 28 August 2016

Member Rasmussen from 30 July – 6 August 2016

6 Acknowledgements

There were no acknowledgements.

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

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

Julie Pickering, Northern Operations Manager, Selwyn Panckhurst, Customer Relationship Manager North, Vicki Clarke, Service Delivery Manager, Kim Taunga, Customer Experience Manager, Carolyn Hickey, Community Library Manager, Orewa, Jeanette Gollogly, Librarian, Orewa Library, Phillip O’Sullivan, Director of Prendos and Sean Cavan, Project Manager Prendos were in attendance for this item.

Resolution number HB/2016/127

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) Provide Landowner Approval to Nautilus Body Corporate, through Prendos New Zealand Limited (their agent) and Legacy Construction (main contractor) and a Licence to Occupy for part of the Orewa Library car park to complete remedial work on the Nautilus building Orewa subject to the following conditions:

i. that further information is provided by Prendos New Zealand Limited regarding an approved Health and Safety and Traffic Management Plans to enable appropriate conditions of occupation of part of and access to the Orewa Library car park

ii. that a formal Licence to Occupy be issued for use of part of the Orewa Library car park for the duration of the project estimated at 24 months from the approval date of the Building Consent and incorporating these conditions

iii. that the proposed container in the Orewa Library car park providing pedestrian access to the retail parking at the Nautilus be illuminated and inspected regularly for safety

iv. that access is permitted during the hours of 6:00am and 9:00am for longer hi-ab trucks to deliver site offices and storage containers into the Orewa Library car park at the start of the project and at the conclusion of the project to remove these items

v. that an independent Health and Safety Auditor be appointed by Auckland Council to be paid for by Prendos New Zealand Limited for the duration of the project to complete regular audits of the area around the library, access way and car park. These audits will be conducted at least monthly or more often as required

vi. that Prendos New Zealand Limited install signage (as part of their Health and Safety Plan) at the Orewa Library car park and access way to warn drivers of changes to parking arrangements, way finding and any hazards. All signage to have Auckland Council approval prior to installation

vii. that Legacy Construction’s Site Safe Health and Safety Plan, specify that there are no deliveries of any description into the Orewa Library car park between the hours of 10.00am – 2.00pm

viii. that Prendos New Zealand Limited establish a communications plan to inform the public about the project and to provide updates for the duration of the project. Auckland Council to approve the communication plan prior to public release

ix. that a peer review of the Opus traffic report (Attachment A) be undertaken by Auckland Transport in relation to truck vehicle movements from Moana Avenue into the access way to the Orewa Library car park. Auckland Transport to make recommendations and a suitable Traffic Management Plan to be put in place

x. that a bond of sufficient value to cover renewal of the entire access way and car park at Orewa Library be held by Auckland Council for the duration of the project

xi. that a condition survey of the Orewa Library car park and access way is completed prior to the project starting at the cost of Prendos New Zealand Limited. At the conclusion of the project the entire driveway and car park are to be returned to Auckland Council in a same or better condition

xii. that any defects to the Orewa Library car park driveway identified during the project will be repaired immediately, at the cost of Prendos New Zealand Limited, to ensure public safety

xiii. that Auckland Council charge Prendos New Zealand Limited for the Licence to Occupy part of the Orewa Library car park for the duration of the project

xiv. that those funds are held by Auckland Council for improvements to Orewa Library, above and beyond business as usual, at the end of the Nautilus remediation project

xv. that a condition survey of the Orewa Library building be completed prior to works starting on site and at the conclusion of the Nautilus remediation project, as the cost of Prendos New Zealand Limited

xvi. that the three Accessible car parks outside the Orewa Library on the access way to the car park remain unimpeded at all times

xvii. that larger trucks, maximum size 8m long, have access to the Orewa Library car park for the hours of 6.00am to 9.00am Monday to Saturday. ‘Spotters’ to ‘walk’ all deliveries into the Orewa Library car park. The two car parks identified for turning of the larger trucks to be available for public use from 9.00am Monday to Saturday and all day Sunday

xviii. that all site deliveries by large or small trucks and vans into the Orewa Library car park have ‘Spotters’ to ‘walk’ them onto or off site. Egress from the site should avoid the main business area whenever possible, utilising the Centreway Road route as used for inward deliveries

xix. that alternative parking be provided for the Orewa Library staff in the Nautilus retail car park. Fourteen car park spaces to be provided for the duration of the Nautilus remediation project

xx. that building wash downs (including window cleaning) are to be completed on the Orewa Library building six monthly, or more regularly if required, for the duration of the Nautilus remediation project at the cost of Prendos New Zealand Limited

xxi. that power supply and use for the Nautilus remediation project is at the cost of Prendos New Zealand Limited

xxii. that a working group be established for the duration of the Nautilus remediation project with representatives from Nautilus Body Corporate, Prendos New Zealand Limited, Legacy Construction, Auckland Council Libraries, Auckland Council Community Facilities and other representatives of Auckland Council as appropriate

xxiii. that the layout of the site compound will allow for a 1.5m wide access path to the rear of the Orewa Library and that book deliveries will be serviced through this area as well as providing an alternative exit for the library.

xxiv. that a security guard to accompany library staff to their vehicles in the Nautilus building after hours, should the need arise, is provided at Prendos’s cost for the duration of the remediation project

xxv. that the Chairperson and Deputy Chairperson be delegated authority to finalise the conditions.

CARRIED

Approval of proposed 2016/2017 local environmental work programme

Resolution number HB/2016/128

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

That the Hibiscus and Bays Local Board:

a) approves the allocation of $120,000 from the local board Locally Driven Initiatives operational budget for environmental projects to be delivered by the Infrastructure and Environmental Services directorate in 2016/2017 as detailed in this report and summarised in the table below

Project	Budget
Love our Bays riparian restoration project	$ 18,000
Love our Bays water sensitive design in schools project	$ 15,000
North West Wildlink Assistance Programme	$ 50,000
Weiti Wildlink projects: Silverdale Pollution Prevention Programme	$ 7,000
Weiti Wildlink projects: Weiti River Restoration Programme	$ 30,000
Total budget	$120,000

b) delegate to the local board chairperson and Facilities and Reserves chairperson authority to approve any changes to the work programme providing the matter has been workshopped by the full local board or Facilities and Reserves committee as appropriate prior to any decision being made.

CARRIED

Housing for Older People Partnering Proposal

Resolution number HB/2016/129

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

That the Hibiscus and Bays Local Board:

a) Provide the following feedback on:

the Housing for Older People Partnering Proposal:

i. support Option 3, partnering with a third-party housing provider under management and development agreements

ii. support the review of the portfolio to ensure refurbishment and redevelopment opportunities are happening to update housing stock

b) provide the following feedback on:

the proposed Housing for Older People Partnering Policy:

i) support the intention of the Housing for the Older People Partnering Policy to seek access to third party non-ratepayer funding via Income Related Rent Subsidies

ii) support the intention of the policy to be cost neutral and to limit the council’s debt exposure

iii) prefer to see a higher ongoing occupancy of the units

iv) suggest units need to be affordable, provide a healthy environment and the council provider must maintain regular contact with the tenants

c) express concerns that current housing for the elderly at Watea Street, Torbay is not fully occupied despite there being a waiting list for housing for older people.

CARRIED

Hibiscus and Bays 2016/2017 Local Economic Development Work Programme

Resolution number HB/2016/130

MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers:

That the Hibiscus and Bays Local Board:

a) approves the 2016/2017 Local Economic Development Work Programme (Attachment A) as follows.

i) Young Enterprise Scheme ($1,000)

ii) World Masters Games Leverage ($15,000)

iii) Implementation of town centre plan economic development actions ($15,000).

b) delegate to the local board chairperson and the Economic Development Portfolio holder authority to approve any changes to the work programme providing the matter has been workshopped by the full local board prior to any decision being made.

CARRIED

Draft 2016 Elected Members’ Expenses Policy

Resolution number HB/2016/131

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

That the Hibiscus and Bays Local Board:

a) provide the following feedback on the draft 2016 Elected Members’ Expense Policy to the governing body:

i) support the approach taken by the policy to place the onus in determining what is council business in respect of claiming mileage clearly with the elected member

ii) support the proposed managerial authorisation for domestic travel outside of Auckland for the local board chairperson and local board members

iii) support the proposed approach taken for elected members undertaking professional development training authorisations

iv) request that the appropriate council department provide guidelines in the application of the policy to ensure consistency of practice across all governing body, and local board elected members support teams

v) supports the policy’s requirement that all elected members expense claims are published

vi) request that local board members carparking be provided at Browns Bay in accordance with clause 5.2 of the policy.

CARRIED

Approval of a New Road Name for the Subdivisions at 19 and 21 Bounty Road, Long Bay

Resolution number HB/2016/132

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

That the Hibiscus and Bays Local Board:

a) revoke resolution HB 2016/54, dated 20 April 2016, which reads as follows:

“That the Hibiscus and Bays Local Board:

a) approve the name Tiki Lane for the new private road constructed within the subdivisions being undertaken by Messers Wadman, Scott, Oxenius and Golden Homes at 19 and 21 Bounty Road, Long Bay

and replace it with:

That the Hibiscus and Bays Local Board:

b) approve the proposed road name Coastal Court for the new private road constructed within the subdivisions being undertaken by Messers Wadman, Scott, Oxenius and Golden Homes at 19 and 21 Bounty Road, Long Bay in accordance with Section 319(1)(j) of the Local Government Act 1974.

CARRIED

Auckland Transport Update to Hibiscus and Bays Local Board July 2016

Ellen Barrett ,Elected Member Relationship Manager was in attendance for this item.

Resolution number HB/2016/133

MOVED by Member J Fitzgerald, seconded by Member GR Holmes:

That the Hibiscus and Bays Local Board:

a) receive the Auckland Transport Update to the Hibiscus and Bays Local Board July 2016.

b) allocate a further $159,000 of its Local Board Transport Capital Fund to Project 411, Torbay Revitalisation Project, noting that up to $45,000 of this is for work to be carried out on private land and will be reimbursed by the Torbay Business Improvement District to the Local Board’s Transport Capital Fund, and that it includes a 10% construction contingency which will be returned to the fund if not required.

CARRIED

19	Governance Forward Work Calendar
	A copy of the tabled governance forward work calendar has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2016/134 MOVED by Chairperson JG Parfitt, seconded by Deputy Chairperson AG Sayers: That the Hibiscus and Bays Local Board: a) receive the Governance Forward Work Calendar. CARRIED
	Attachments a Tabled forward work programme

24 Procedural motion to exclude the public

Resolution number HB/2016/135

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

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 Roma Leota, Policy Analyst be permitted to remain for Confidential Item C1 Acquisition of open space land – Gulf Harbour and Confidential Item C2, Acquisition of open space land - Orewa after the public has been excluded, because of their knowledge of the items 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 Acquisition of open space land - Gulf Harbour

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)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

In particular, the report identifies land that council seeks to acquire for open space purposes..

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

In particular, the report identifies land that council seeks to acquire for open space purposes.

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.

C2 Acquisition of open space land - Orewa

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)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

In particular, the report identifies land the council seeks to acquire for open space purposes..

In particular, the report identifies land the council seeks to acquire for open space purposes.

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

5.44pm 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.

5.50pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	Acquisition of open space land - Gulf Harbour
	That there be no restatement of this confidential report, attachments or resolutions for the acquisition of land for public open space in Gulf Harbour until settlement of the purchase, and only then is the resolution to be restated.

C2	Acquisition of open space land - Orewa
	That there be no restatement of this confidential report, attachments or resolutions for the acquisition of land for public open space in Orewa until settlement of the purchase, and only then is the resolution to be restated.

21	Local Board Members Reports
	The chairperson spoke on the Long Bay Restaurant site remediation. A copy of the tabled member’s report and the letter from Councillor Fletcher have been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2016/136 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) receive the chairperson’s report and the attached letter from the chairperson of Parks, Recreation and Sports Committee dated 16 June 2016 b) support the building of a relocatable container café with deck at a suitable site, north of the previous restaurant’s location beside the beach at Long Bay Regional Park c) request that the Manager Regional Parks provides a report to the local board on the progress that regional parks are making towards providing a cafe/restaurant container café within the Long Bay Regional Park. CARRIED
	Attachments a Tabled report and letter

Record of Workshop Meetings

Resolution number HB/2016/137

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

That the Hibiscus and Bays Local Board:

a) Endorse the records of the workshop meetings held on 27 April 2016, 4, 11 and 25 May 2016, 1, 8, 22 and 29 June 2016.

CARRIED

Dinner adjournment 6.00pm – 6.30pm

7 Petitions

7.1	Use of Orewa Library Carpark during the Nautilus remedial works
	Mr Ma, the petitioner, did not stay for this item as the recommendation from Item 12 on the agenda had addressed the matter. A copy of the tabled petition has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2016/138 MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) receive the petition requesting the reconsideration of the use of the Orewa Library car park by contractors working on the Nautilus remedial works. CARRIED
	Attachments a Tabled petition

8 Deputations

8.1	Traffic Speed Glenvar Road
	Mr Keith Gray, Mr Richard Cooper and Mr Hugh Wilson were in attendance to speak about the speed of traffic in the area from Glenvar Road/County Road to Beach Road. The main areas of concern are: · parking · no separation between the footpath and the road · speed of vehicles · buses using the road as it is not a bus route · installation of no stopping at all times restriction Auckland Transport are to be asked to complete a full safety assessment of the area. A copy of the tabled petition and map has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2016/139 MOVED by Chairperson JG Parfitt, seconded by Member GR Holmes: That the Hibiscus and Bays Local Board: a) receive the petition a copy be forwarded to Auckland Transport. CARRIED
	Attachments a Tabled petition and map

9 Public Forum

9.1

Replanting of Pohutukawa tree by The Peace Foundation

Dianne Gatward was in attendance to speak about the replanting of the pohutukawa tree on Browns Bay Beach Reserve.

Resolution number HB/2016/140

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

That the Hibiscus and Bays Local Board:

a) thank Ms Gatward for her presentation.

CARRIED

9.2

Long Bay Reserve and Restaurant

Martin Hill was in attendance to speak about replacing the restaurant at Long Bay Regional Park.

Mr Brian Moore also spoke on this item.

Local board member Holmes retired from the meeting at 7.15pm

Ward Councillors Update

Councillor John Watson talked about the Parks and Open Space Provision Guidelines

Resolution number HB/2016/141

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

That the Hibiscus and Bays Local Board:

a) thank Councillor Watson for his update.

CARRIED

Local board member Whyte retired from the meeting at 7.23pm

23 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

7.25pm 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
	Gary Holmes (until 7.15pm)
	Lovisa Rasmussen
	Lisa Whyte (until 7.23pm)