Minutes of Hibiscus and Bays Local Board

Hibiscus and Bays Local Board

17 August 2016

1 Welcome

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

2 Apologies

Resolution number HB/2016/144

MOVED by Deputy Chairperson AG Sayers, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board:

a) accept the apologies from Chairperson JG Parfitt, member GR Holmes and member J Fitzgerald for absence.

CARRIED

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution number HB/2016/145

MOVED by Member DR Cooper, seconded by Member LM Whyte:

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 20 July 2016, 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

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.

Auckland Council's Performance report for Hibiscus and Bays Local Board for the quarter ending June 2016

Jane Koch, Lead Financial Advisor was in attendance to speak to this item.

Resolution number HB/2016/146

MOVED by Deputy Chairperson AG Sayers, seconded by Member LC Rasmussen:

That the Hibiscus and Bays Local Board:

a) receive the Auckland Council’s Performance Report for the Hibiscus and Bays Local Board for quarter ending June 2016.

CARRIED

13	Draft Annual Report 2015/2016 - Hibiscus and Bays Local Board report
	Jane Koch, Lead Financial Advisor was in attendance for this item. The acting chairperson advised the meeting that this was Mrs Koch’s last meeting as she had resigned from council and thanked her for the hard work she had done for the local board. A copy of the tabled report has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.
	Resolution number HB/2016/147 MOVED by Deputy Chairperson AG Sayers, seconded by Member GA Harding-Kirikiri: That the Hibiscus and Bays Local Board: a) notes the monitoring and reporting requirements set out in the Local Government (Auckland Council) Act 2009 and the draft local board information proposed for the Auckland Council Annual Report 2015/2016. b) receives the draft local board report to be included in the Auckland Council Annual Report 2015/2016. c) approves the message from the chairperson, which provides the local board’s comments on local board matters in the Annual Report 2015/2016. d) delegate to the chairperson and deputy chairperson to make typographical changes before submitting for final publication. e) expresses its concern that the performance measure for council delivered local art activities is not relevant or appropriate as funding has been provided to local arts centres and their performance should be being measured and reported. CARRIED
	Attachments a Tabled Draft Annual Report

14	Bays Community Centre and St Anne’s Hall funding agreement and licence to occupy and manage
	Marilyn Kelly, Community Places Advisor was in attendance for this item. A copy of the table memorandum has been placed on the file copy of the minutes and can be viewed on the council website.
	Resolution number HB/2016/148 MOVED by Member LM Whyte, seconded by Member GA Harding-Kirikiri: That the Hibiscus and Bays Local Board: a) approve a one year funding agreement with East Coast Bays Community Project for financial year 2016-2017, terminating on 30 June 2017, towards the operation and activation of Bays Community Centre and St Anne’s Hall b) approve funding for East Coast Bays Community Project of $36,633 per annum, to be adjusted in accordance with Council’s agreed inflationary mechanism, once confirmed c) approve a Licence to Occupy and Manage East Coast Bays Community Centre at R 11 Inverness Road (off 2 Glen Road), Browns Bay, being Part of Lot 1, DP 79149, Lot 9-15, 40, 44-45, BLK 11 DP 10801; and St Anne’s Hall at the corner of Glencoe Road and Beach Road, Browns Bay, being Pt Lot 8 DP 39141, Pt Lot 7 DP 39141, Pt Lot 9 DP 39141, Pt Lot 5 DP 39141, Pt Lot 10 DP 39141, Pt Lot 15 Blk V DP 10801, PT Lot 8 DP 39141: i) Term – 3 years commencing 1 July 2016; ii) Rent - $1.00 plus GST per term if requested; CARRIED Note: that the financial commitment has been kept to one year in order to align with the electoral term.
	Attachments a Tabled memorandum

Auckland Transport Update to Hibiscus and Bays Local Board for August 2016

Jonathan Anyon, Elected Member Relationship Team Manager was in attendance.

Resolution number HB/2016/149

MOVED by Deputy Chairperson AG Sayers, seconded by Member LM Whyte:

That the Hibiscus and Bays Local Board:

a) note the Auckland Transport Update to the Hibiscus and Bays Local Board for August 2016.

CARRIED

Community lease with Auckland Citizens Advice Bureaux Incorporated

Lesley Jenkins, Relationship Manager spoke to this item.

Resolution number HB/2016/150

MOVED by Member LM Whyte, seconded by Member GA Harding-Kirikiri:

That the Hibiscus and Bays Local Board:

a) approve the surrender of all leases and accommodation agreements to Auckland Citizens Advice Bureaux Incorporated and other associated societies of the Auckland Citizens Advice Bureaux Incorporated, within the respective local board area as specified in the Schedule of Auckland Citizens Advice Bureaux Incorporated Sites (Attachment B)

b) approve a new multi-premises lease to Auckland Citizens Advice Bureaux Incorporated for the premises within the respective local board area specified in the Auckland Citizens Advice Bureaux Incorporated Sites, being 2 Glen Road, Browns Bay and Orewa Community Centre, 40-46 Orewa Square, Orewa (Attachment B) subject to the following terms and conditions:

i) The lease term will be two (2) years commencing 1 July 2016 with two (2) three (3) year rights of renewal, with a final expiry of 30 June 2024, if all rights of renewal are exercised.

ii) Rent will be $1.00 plus GST per annum.

Auckland Citizens Advice Bureaux Incorporated will be responsible for all operational charges for each site throughout the term of the lease, as set out in the Schedule of Bureaux Sites (Attachment B) and Regional Bureaux Sites-(Attachment C).

iii) That operational charges for any sites added during the term of the lease be at the rate prescribed by the community occupancy guidelines in effect at the time of addition, currently $25/m² of space occupied.

iv) Provision is provided to allow for the addition and removal of premises during the term of the lease.

v) Provision to allow Libraries, where the space occupied by the Auckland Citizens Advice Bureaux Incorporated is required for library purposes, to relocate the Auckland Citizens Advice Bureaus Incorporated to another area within the same building upon six months’ notice.

vi) The community outcomes plan provision be amended to refer to the revised strategic relationship agreement objectives to develop specific community outcomes between the Auckland Citizens Advice Bureaux Incorporated and each local board.

vii) All other terms and conditions in accordance with the Auckland Council Community Occupancy Guidelines July 2012

c) request that staff report back to the local board advising how progress will be made to achieve a regional service standard for Auckland Citizens Advice Bureaux Incorporated across Auckland.

CARRIED

Auckland Tourism, Events and Economic Development six monthly report to the Hibiscus and Bays Local Board

Resolution number HB/2016/151

MOVED by Deputy Chairperson AG Sayers, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board:

a) receive the six monthly report for the period 1 January to 30 June 2016.

CARRIED

Maori Language Policy

Resolution number HB/2016/152

MOVED by Deputy Chairperson AG Sayers, seconded by Member GA Harding-Kirikiri:

That the Hibiscus and Bays Local Board:

a) provide the following feedback on the draft Māori Language Policy and the draft Māori Language Implementation Plan and Māori Language Guidelines to inform the recommended approach to be presented and considered by the Regional Strategy and Policy Committee at its September 2016 meeting:

i. The local board supports dual bi-lingual signage only in appropriate locations on a case by case basis and are concerned about cost implications

ii. A clear implementation plan including funding commitment from council will be required

iii. Estimated that 65% of new road names in the Hibiscus and Bays Local Board area are Māori so the 5% target is currently being exceeded

iv. Proposed Māori road names often need the English translation as the meaning can assist more informed decision-making and understanding

v. Support the presentation of the draft Māori Language Policy document in both English and Māori as this is more enabling

vi. Should not assume relevance in every local board area as there are areas of Auckland where Māori language has limited recognition and there should not be pressure to select Māori names if they are not appropriate to an area

vii. Refreshing to see Te Reo and English used to show and inform, but need to look at costs and practical ways to implement going forward

viii. Overall support for the vision and plan to integrate Māori language as it helps to learn both languages but must also acknowlege Auckland’s diversity and that other languages are also prevalent.

CARRIED

Road Name Approval Report for Highgate Business Park subdivision at 8 Waterloo Road, Silverdale

Resolution number HB/2016/153

MOVED by Member LC Rasmussen, seconded by Member LM Whyte:

That the Hibiscus and Bays Local Board:

a) Approve the new road names McArthur Close, Agnes Court, Henry Lloyd Place, Alexander French Close, Lords Way and McLeods Way for the Highgate Business Park subdivision at 8 Waterloo Road, Silverdale, Council reference R62751, in accordance with Section 319(1)(j) of the Local Government Act 1974.

CARRIED

Road Name Approval Report for Top Harbour Limited subdivision at 152 Pinecrest Drive, Gulf Harbour

Resolution number HB/2016/154

MOVED by Deputy Chairperson AG Sayers, seconded by Member GA Harding-Kirikiri:

That the Hibiscus and Bays Local Board:

a) Approve the new road names of Resolution Drive, Tikumu Road, Waimaki Way and Kiwa Crescent and for the Top Harbour Limited subdivision at 152 Pinecrest Drive, Gulf Harbour in accordance with Section 319(1)(j) of the Local Government Act 1974.

CARRIED

25 Procedural motion to exclude the public

Resolution number HB/2016/155

MOVED by Deputy Chairperson AG Sayers, seconded by Member LM Whyte:

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 Paul Clark, Principal Policy Analyst be permitted to remain for Confidential Item C1 Acquisition of Land for Open Space – Silverdale North after the public has been excluded, because of their knowledge of the item to be 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 Acquisition of Land for Open Space - Silverdale North

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 contains information about land that councilmay 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 contains information about land that council may 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

5.50pm 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.

6.11pm The public was re-admitted.

Dinner adjournment 6.12pm – 6.34pm

Record of Workshop Meetings

Resolution number HB/2016/156

MOVED by Member DR Cooper, seconded by LM Whyte:

That the Hibiscus and Bays Local Board:

a) Endorse the records of the workshop meetings held on 13 and 27 July 2016.

CARRIED

Ward Councillors Update

Councillor John Watson gave a brief update on the Unitary Plan.

Resolution number HB/2016/157

MOVED by Deputy Chairperson AG Sayers, seconded by Member DR Cooper:

That the Hibiscus and Bays Local Board:

a) thank Councillor Watson for his update.

CARRIED

Member LM Whyte left the meeting at 6.51 pm.

Minutes of Hibiscus and Bays Facilities and Reserves Committee Meeting

Resolution number HB/2016/158

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

That the Hibiscus and Bays Local Board:

a) note the minutes of the Facilities and Reserves Committee Meetings of 22 June 2016 and 27 July 2016.

CARRIED

24 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

7.00 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:........................................................

Acting Chairperson	Greg Sayers
Deputy Chairperson
Members	David Cooper
	Gaye Harding-Kirikiri
	Lovisa Rasmussen
	Lisa Whyte (until 6.51pm)

Chairperson	Julia Parfitt, JP
Members	Janet Fitzgerald, JP
	Gary Holmes

Councillor	John Watson (from 6.15pm)