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Waitākere
Ranges Local Board
22 September
2016
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1 Welcome
The Chairperson
opened the meeting and welcomed those present.
2 Apologies
3 Declaration
of Interest
Members
were reminded of the need to be vigilant to stand aside from decision making
when a conflict arises between their role as a member and any private or other
external interest they might have.
Specifically
members are asked to identify any new interests they have not previously
disclosed, an interest that might be considered as a conflict of interest with
a matter on the agenda.
At its meeting on 28 November 2013, the
Waitakere Ranges Local Board resolved (resolution number WTK/2010/5) to record
any possible conflicts of interest in a register.
Register
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Board Member
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Organisation / Position
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Sandra Coney
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·
Waitemata District Health Board – Elected
Member
· Women’s Health Action Trust – Patron
· New Zealand Society of Genealogists – Member
· New Zealand Military Defence Society – Member
· Cartwright Collective – Member
· Titirangi RSA - Member
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Neil Henderson
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· Portage Trust – Elected Member
· West Auckland Trust Services (WATS) Board – Trustee/Director
· EcoMatters Environment Trust – Employee
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Greg Presland
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· Portage Trust – Elected Member
· Lopdell House Development Trust – Trustee
· Titirangi Residents & Ratepayers Group – Committee
Member
· Whau Coastal Walkway Environmental Trust – Trustee
· Combined Youth Services Trust – Trustee
· Glen Eden Bid - Member
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Steve Tollestrup
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·
Waitakere Licensing Trust – Elected
Member
· West Auckland Trust Services (WATS) Board – Trustee/Director
· Waitakere Task force on Family Violence – Appointee
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Saffron Toms
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NIL
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Denise Yates
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· Friends of Arataki Incorporated – Committee member
· EcoMatters Environment Trust – Trustee
· Charlotte Museum Trust – Trustee
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Member appointments
Board
members are appointed to the following bodies. In these appointments the board
members represent Auckland Council.
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Board Member
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Organisation / Position
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Sandra Coney
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· Friends of Arataki Incorporated – Trustee
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Neil Henderson
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· Friends of Arataki Incorporated – Trustee
· Living Cell Technologies Animal Ethics Committee – Member
· Rural Advisory Panel - Member
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Saffron Toms
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· Ark in the Park – Governance Group Member
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4 Confirmation
of Minutes
5 Leave of Absence
There were no
leaves of absence.
6 Acknowledgements
There were no
acknowledgements.
7 Update from Ward Councillors
Apologies from Deputy
Mayor Penny Hulse and Councillor Linda Cooper were noted.
8 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.
Member S Toms
left the meeting at 7.05 pm.
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13
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New community lease to The Roundabout Society, 4 Lookout Drive,
Laingholm
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Secretarial note: the correct
version of attachment A: Site Plan for The Roundabout Society
Incorporated, Laingholm Hall Reserve, Ex Doctors Room, 4 Lookout Drive,
Laingholm was tabled at the meeting. A copy has been placed on the
official minutes and is available on the Auckland Council website as a
minutes attachment.
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Resolution
number WTK/2016/121
MOVED by Deputy Chairperson DA Yates, seconded
by Chairperson S Coney:
That the
Waitākere Ranges Local Board:
a) grant
a new community lease to The Roundabout Society Incorporated for part of the
Ex Doctors Room on Laingholm Hall Reserve, being Lot 40 Deposited Plan 19099
(Attachment A) on the following terms and conditions:
i) Term
– two years commencing 17 October 2016;
ii) Rent
- $1.00 plus GST per annum if requested;
iii) Subsidised
maintenance fee - $1.00 plus GST per annum;
iv) The
Roundabout Society Incorporated Community Outcomes Plan as approved be
attached to the lease document (Attachment B);
v) Repairs
estimated at $8,500, funded through allocation from the local board LDI
Community Halls and Facilities fund, will be undertaken by Auckland Council
prior to occupation by the society;
vi) As
the future options of the building are explored Auckland Council will not
undertake capital upgrade work to the facility during the term of the lease;
vii) The
Ex Doctors Room area marked 1 and outlined in red must only be used for the purposes of producing the newspaper and storing the
society’s printers, printing paper and associated materials to produce
the community newspaper;
viii) The
area marked 2 and outlined in green will be closed off by Auckland
Council. The society will not seek to enter or gain access to this
area;
ix) Auckland
Council may conduct quarterly or frequent inspections should the council in
its sole discretion deem it necessary to monitor the condition of the
building;
x) Auckland Council reserves the right to give the society one
month’s written notice to terminate the lease if it considers the building
is non-tenantable or not safe or healthy for the tenant to remain in
occupation and Auckland Council will require the tenant to vacate the
premises immediately if the building is not safe or sanitary pursuant to the
Building Act 2004 or to eliminate a risk or hazard pursuant to the Health and
Safety at Work Act 2015;
xi) Auckland
Council has adopted a Smoke-Free Policy to apply on all Council land, which
policy the Lessee is obligated to abide by during the Term. The Lessee
will use its best endeavours to ensure its members, employees, invitees,
contractors and agents abide by the policy.
b) council
staff to report back to the local board in May 2017 with options and costings
for the Ex Doctors Room including but not limited to replacement using the
existing footprint, repair, or relocation of the tenant.
c) approve all other terms and conditions in accordance with the
Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines
July 2012.
CARRIED
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Attachments
a Attachment
A: Site Plan for The Roundabout Society Incoporated, Laingholm Hall
Reserve, Ex Doctors Room, 4 Lookout Drive, Laingholm
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Member S Toms
returned to the meeting at 7.18 pm.
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17
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Temporary arrangements for urgent decisions and staff delegations
during the election period
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Resolution number WTK/2016/125
MOVED
by Member GB Presland, seconded by Member NR Henderson:
That the Waitākere
Ranges Local Board:
a) delegate to the chair
and deputy chair the power to make, on behalf of the local board, urgent
decisions that may be needed between the final local board business meeting
and the commencement of the term of office of new local board members.
b) note that from the
commencement of the term of office of new local board members until the
inaugural meeting of the incoming local board, urgent decision-making will be
undertaken by the Chief Executive under existing delegations.
c) approve that staff, as a temporary measure, can make business as
usual decisions under their existing delegated authority without requiring
compliance with the requirement in the current delegation protocols to
consult with the nominated portfolio holder, from 8 October 2016 until new arrangements
are made at the first business meeting in the new term.
d) note that existing appointments by the local board to external
bodies will cease at the election and new appointments will need to be made
by the local board in the new term.
CARRIED
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18
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Chairperson's report - September 2016
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Secretarial note: The Proposed 2017
Parks and Building Maintenance Contracts – Feedback from the Waitakere
Ranges Local Board was tabled at the meeting. A copy has been placed on
the official minutes and is available on the Auckland Council website as a
minutes attachment.
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Resolution number WTK/2016/126
MOVED
by Chairperson S Coney, seconded by Member NR Henderson:
That the Waitākere
Ranges Local Board:
a)
receive the Chairperson’s report.
b)
approves The Proposed 2017 Parks and Building
Maintenance Contracts – Feedback from the Waitakere Ranges Local Board
CARRIED
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Attachments
a Proposed
2017 Parks and Building Maintenance Contracts - Feedback from the Waitakere
Ranges Local Board
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24
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Portfolio
update - Member Saffron Toms
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Secretarial note: Additional
information was tabled. A copy has been placed on the official minutes
and is available on the Auckland Council website as a minutes attachment.
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Resolution number WTK/2016/132
That the Waitākere
Ranges Local Board:
a) receive the portfolio updates from Member Saffron Toms
CARRIED
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Attachments
a Environment
Portfolio Report
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26
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Waitakere Ranges Local Board Plan 2014 - 2017 Progress Report
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Secretarial note: Additional
information was provided. A copy has been placed on the official
minutes and is available on the Auckland Council website as a minutes attachment.
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Resolution number WTK/2016/134
MOVED by Chairperson
S Coney, seconded by Member S Toms:
That the Waitākere Ranges Local Board:
a)
receive the Waitākere Ranges Local Board
Plan 2014 - 2017 Progress Report (October 2014 – September 2016).
b)
receive the additional information
tabled and request this be incorporated into a revised final report.
c)
thank the local board and wider council
staff for their professionalism and dedication over the last term.
CARRIED
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Attachments
a Additional information for Waitakere Ranges Local Board Plan 2014
- 2017 Progress Report
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27 Consideration
of Extraordinary Items
There was no consideration of extraordinary items.
7.44 pm The
Chairperson thanked Members for their attendance and attention to business and
declared the meeting closed.
In accordance with Clause 3.19.2 of the Auckland
Council Local Board Standing Orders, we hereby confirm the correctness of the
minutes of the last meeting of the Waitakere Ranges Local Board, held on 22 September 2016 prior to the next Auckland Council
election.
DATE:.........................................................................
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Sandra Coney, Chairperson
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Glenn Boyd,
Relationship Manager
(delegate of the chief executive)
