I hereby give notice that an ordinary meeting of the Hibiscus and Bays Local Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 16
November 2016
4.30pm
Council Chamber
Orewa Service Centre
50 Centreway Road
Orewa
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Hibiscus and Bays Local Board
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Julia Parfitt, JP
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Deputy Chairperson
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Janet Fitzgerald, JP
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Members
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Chris Bettany
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David Cooper
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Gary Holmes
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Caitlin Watson
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Vicki Watson
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Mike Williamson
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(Quorum 4 members)
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Vivienne Sullivan
Local Board Democracy Advisor
10 November 2016
Contact Telephone: (09) 427 3317
Email: vivienne.sullivan@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Hibiscus and
Bays Local Board
16 November
2016
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ITEM TABLE OF CONTENTS PAGE
1 Welcome 5
2 Apologies 5
3 Declaration of
Interest 5
4 Confirmation
of Minutes 5
5 Leave
of Absence 5
6 Acknowledgements 5
7 Petitions 5
8 Deputations 5
8.1 Hibiscus Rodders Festival 5
8.2 Hibiscus and Bays Local Board Restoration
Volunteer Group 6
8.3 Deep Creek Restoration Plan 6
8.4 Parking in Central Boulevard, Silverdale 6
9 Public
Forum 6
10 Extraordinary Business 6
11 Notices of Motion 7
12 Grant of new community
lease to Stoney Homestead Trust at 12 Galbraith Greens, Millwater 9
13 Hibiscus and Bays Local
Board Promotional Video Launch and Distribution Strategy 21
14 Hibiscus and Bays
Volunteer Work Programme 2016/2017 25
15 Auckland Council Quarterly
Performance Report: Hibiscus and Bays Local Board
Quarter One - 1 July - 30 September 2016 31
16 Capital Funding for Torbay
Sailing Club Re-development Project 69
17 Transfer of delegations
from 2013-2016 and new delegations to minimise delays 85
18 Appointment of local board
members to external organisations 89
19 Hibiscus and Bays Local
Board Meeting Schedule for the remainder of 2016 and 2017 93
20 Urgent Decision:
Additional funding for Local Board Transport Capital Fund Project 091: Mairangi
Bay Art Walk 97
21 Urgent decision-making
process for the 2016-2019 Triennium 101
22 Ward Councillors Update 105
23 Local Board Members
Reports 107
24 Consideration
of Extraordinary Items
PUBLIC EXCLUDED
25 Procedural
Motion to Exclude the Public 109
C1 Acquisition Of Land for Open
Space - Millwater, Orewa South 109
2 Apologies
An apology from Deputy Chairperson J Fitzgerald has been received.
3 Declaration
of Interest
Members are 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.
4 Confirmation
of Minutes
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That the Hibiscus and Bays Local Board:
a)
confirm the ordinary minutes of its inaugural
meeting, held on held on Wednesday, 2 November
2016, as a true and correct record.
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5 Leave of Absence
At the close of
the agenda no requests for leave of absence had been received.
6 Acknowledgements
At the close of the agenda no requests for acknowledgements had been
received.
7 Petitions
At the close of the agenda no requests to present petitions had been
received.
8 Deputations
Standing Order
3.20 provides for deputations. Those applying for deputations are required to
give seven working days notice of subject matter and applications are approved
by the Chairperson of the Hibiscus and Bays Local Board. This means that
details relating to deputations can be included in the published agenda. Total
speaking time per deputation is ten minutes or as resolved by the meeting.
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8.1 Hibiscus
Rodders Festival
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Sharon Morris from Hibiscus
Rodders has requested a deputation to make a presentation on the festival the
Hibiscus Rodders will be holding in January 2017.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) thank
Ms Morris for her presentation
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8.2 Hibiscus
and Bays Local Board Restoration Volunteer Group
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Sally Cargill will be in
attendance to update the local board on the work completed by the group in
the last two years and the work planned in the future.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) thank
Ms Cargill for her presentation.
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8.3 Deep
Creek Restoration Plan
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Kevin Lowe has requested a
deputation to make a presentation on the Deep Creek Restoration Plan.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) thank
Mr Lowe for his presentation.
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8.4 Parking
in Central Boulevard, Silverdale
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Mr Karl Hansen has requested a
deputation to discuss parking outside the businesses at Central Boulevard,
Silverdale.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) thank
Mr Hansen for his presentation.
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9 Public Forum
A period of
time (approximately 30 minutes) is set aside for members of the public to
address the meeting on matters within its delegated authority. A maximum of 3
minutes per item is allowed, following which there may be questions from members.
At the close of the agenda no requests for public forum had been
received.
10 Extraordinary Business
Section 46A(7) of the Local Government Official Information and
Meetings Act 1987 (as amended) states:
“An item that is not on the agenda for a meeting may be dealt
with at that meeting if-
(a) The
local authority by resolution so decides; and
(b) The
presiding member explains at the meeting, at a time when it is open to the
public,-
(i) The reason why
the item is not on the agenda; and
(ii) The
reason why the discussion of the item cannot be delayed until a subsequent
meeting.”
Section 46A(7A) of the Local Government Official Information and
Meetings Act 1987 (as amended) states:
“Where an item is not on the agenda for a meeting,-
(a) That item
may be discussed at that meeting if-
(i) That
item is a minor matter relating to the general business of the local authority;
and
(ii) the
presiding member explains at the beginning of the meeting, at a time when it is
open to the public, that the item will be discussed at the meeting; but
(b) no
resolution, decision or recommendation may be made in respect of that item
except to refer that item to a subsequent meeting of the local authority for
further discussion.”
11 Notices of Motion
At the close of the agenda no requests for notices of motion had
been received.
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Hibiscus and
Bays Local Board
16 November
2016
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Grant of new
community lease to Stoney Homestead Trust at 12 Galbraith Greens, Millwater
File No.: CP2016/22448
Purpose
1. To
grant a new community lease and landowner consent to the Stoney Homestead Trust
at 12 Galbraith Greens, Millwater.
Executive
summary
2. The
Stoney Homestead Trust has formally applied for a community lease for the
council-owned buildings at 12 Galbraith Greens, Millwater known as Stoney
Homestead. The Stoney Homestead Trust will also require landowner
approval to site its tin storage shed within the lease area. The Stoney
Homestead Trust will operate a community hub from Stoney Homestead.
3. The
recommended term of the proposed community lease being five years plus one
right of renewal for five years and the set annual maintenance fee of $500 are
in accordance with the Auckland Council Community Occupancy Guidelines 2012.
4. This report recommends the Hibiscus and Bays Local Board grant a new community lease to the Stoney
Homestead Trust for the council-owned land and buildings and landowner approval
for the Stoney Homestead Trust to site its tin storage
shed within the lease area.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) grant
a new community lease to Stoney Homestead Trust at 12 Galbraith Greens,
Millwater, legally described as Lot 2 DP 438874 (Attachment A) subject to the
following terms and conditions:
i) commencing
on date of execution of lease for one term of five years and one right of
renewal for five years;
ii) rent
$1.00 plus GST per annum if requested
iii) maintenance
fee $500.00 per annum
iv) the
deed of lease will contain a separate maintenance schedule pertaining to the
Trust-owned shed on the site
v) the
approved Stoney Homestead Trust Community Outcomes Plan be attached to the
lease document
vi) all
other terms and conditions in accordance with Auckland Council Community
Occupancy Guidelines 2012.
b) approve
the Stoney Homestead Trust Community Outcomes Plan as attached to the agenda
report (Attachment B).
c) grant
landowner approval to Stoney Homestead Trust at 12 Galbraith Greens,
Millwater, legally described as Lot 2 DP 438874 (Attachment A) for the siting
of its tin storage shed.
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Comments
Land and Buildings
5. Millwater is located north-west of Silverdale (Attachment C) and is
an area of rapid growth and extensive development.
6. 12 Galbraith Greens, Millwater legally described as Lot 2 DP 438874
is held in fee simple by Auckland Council under the Local Government Act 2002.
7. Stoney
Homestead is an historic farmhouse of regional and national significance built
between 1858 and 1904. It is a protected heritage building that had fallen into
a very poor condition. Works to restore Stoney Homestead have been undertaken
in three stages:
· stage one involved the exterior restoration of the building
· stage two involved the restoration of the historic shed (the former
stables) on the site and the removal of contaminated soil brought about by the
historical land use activities
· stage three works involved the internal fit-out and refurbishment of
the interior, construction of a new ablution block, hard landscaping including
a new car park and development of soft landscaping.
8. The
completion of the Stoney Homestead has delivered a fit-for-purpose fully
developed property that will operate as a community hub. The project to
redevelop the Stoney Homestead is listed as a key initiative under the
“safe and supported communities” outcome in the Hibiscus and Bays
Local Board Plan 2014.
9. There
are two heritage buildings on the site; the Homestead comprising the existing
main building with minor additions (measuring approximately 272.6m²) and
the out-building (the former stables, measuring approximately 79.2m²). The
combined area of the buildings total 351.8m² which triggers a maintenance
fee of $500.00 per annum in accordance with the Auckland Council Community
Occupancy Guidelines 2012 (Attachment D).
10. Subject
to the local board granting landowner approval, the Stoney Homestead Trust (the
Trust) will site a tin shed within the lease area for the purpose of storing
its outdoor equipment. The indicative site for the shed is shown on Attachment
A.
Stoney Homestead Trust
11. The
Trust was incorporated under the Charitable Trusts Act 1957 on 27 January 2012.
The Trust was set up to support both the rehabilitation and the ongoing
operation of Stoney Homestead and to work closely with council.
12. The
Trust members will bring a wealth of experience and passion to the tasks
involved in operating the heritage Stoney Homestead site as a community hub for
the Millwater and wider areas. One member of the Trust is a
“Stoney” descendant.
13. The
activities to be provided for at Stoney Homestead will include:
· tea rooms
· registered kitchen
· individual and community activities (meetings, office space and
administration, public displays and recreational activities)
· events.
14. Council
staff have negotiated and agreed a community outcomes plan with the Trust
(Attachment B) which, if approved by the Hibiscus and Bays Local Board will be
appended as a schedule to the community lease.
Consideration
Local
board views and implications
15. At
its business meeting of 15 June 2016, the Hibiscus and Bays Local Board
resolved to;
a) approve
the 2016/2017 community lease work programme (HB/2016/107).
The proposed new lease
to the Trust is listed on the community lease work plan 2016/2017.
16. The
Hibiscus and Bays Local Board has been closely involved in progressing the
Stoney Homestead project. Completing the redevelopment of Stoney Homestead as a
community facility is an identified outcome in the Hibiscus and Bays Local
Board Plan 2014.
17. The
recommendations within this report fall within the local board’s
allocated authority relating to local, recreation, sport and community
facilities.
Māori impact statement
18. Auckland
Council is committed to meeting its responsibilities under Te Tiriti o Waitangi
and its broader legal obligations to māori. The council recognises these
responsibilities are distinct from the Crown’s Treaty obligations and
fall within a local government Tāmaki Makaurau context. These commitments are articulated in the
council’s key strategic planning documents the Auckland Plan, the
Long-term Plan 2015-2025, the Unitary Plan and Local Board Plans.
19. Support
for māori initiatives and
outcomes is detailed in Te Toa Takitini, Auckland Council’s Māori Responsiveness Framework. An aim
of community leasing is to increase targeted support for māori community development projects.
Additionally it seeks to improve access to facilities for māori living in the Hibiscus and Bays
Local Board area.
Implementation
20. The
recommendations contained in this report do not trigger the Auckland Council
Significance Policy.
21. There are no direct cost implications for Auckland Council.
22. Council’s community leases staff will work with the Trust to
finalise the deed of lease.
Attachments
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No.
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Title
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Page
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a⇩ 
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Google aerial view showing lease premises to Stoney
Homestead Trust
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13
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b⇩ 
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Stoney Homestead Trust Community Outcomes Plan
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15
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c⇩ 
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GIS aerial view of Millwater, Silverdale and southern
end of Orewa
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17
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d⇩
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Page 14 of the Auckland Council Community Occupancy
Guidelines 2012
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19
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Signatories
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Authors
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Karen Walby - Lease Advisor
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Authorisers
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Rod Sheridan - General Manager Community Facilities
Lesley Jenkins - Relationship Manager
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
|
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Hibiscus and Bays Local Board Promotional Video Launch
and Distribution Strategy
File No.: CP2016/22626
Purpose
1. To
seek approval for a launch event for the Hibiscus and Bays promotional video,
and for the video to be open sourced enabling it to be shared by any interested
party.
Executive summary
2. Developing an eco-tourism strategy is a key outcome identified in
the Hibiscus and Bays Local Board Plan. The local board has commissioned an
initiative to promote the local board are, bring people together and initiate
discussions with the tourism industry.
3. A launch event has been planned to showcase the promotional video on
30 November 2016. The video will be launched on the Hibiscus and Bays facebook
page, in conjunction with Logan Dodds who was commissioned for his experience
in visitor economy and social influences.
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Recommendation/s
That the Hibiscus and Bays Local
Board:
a) approve
a launch event on 30 November 2016 organised by Auckland Tourism, Events and
Economic Development at no cost to the local board
b) agree
that the video will be open sourced for any interested party to share for the
purpose of promoting the area.
c) delegate to the chairperson and deputy chairperson to confirm the
final wording at the end of the video and associated facebook posts.
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Comments
4. Developing an eco-tourism strategy is a key outcome identified in
the Hibiscus and Bays Local Board Plan. The local board has commissioned an
initiative to promote, bring people together and initiate discussions with the
tourism industry. In order to realise this outcome, the
Hibiscus Coast and Bays Local Board approved funding for the development of a
promotional video by Logan Dodds[1]
in May 2016 (resolution number HB/2016/81).
5. On
behalf of the local board Auckland Tourism Events and Economic Development
(ATEED) facilitated the development of the promotional video to help showcase
the Hibiscus and Bays Local Board area.
6. The
aims of the video are to:
· Attract new resources and funding to the area
· Help promote Hibiscus and Bays Local Board area to international
visitors / students
· Enhance existing engagement through schools / operators / local
board
· Promote Hibiscus and Bays Local Board area unique characteristics
within Auckland
· Build a bigger social network with which to communicate.
· Use as promotional collateral.
7. A
launch event is planned for 30 November 2016, in conjunction with a business
association networking event, the support of local papers, and social media
sites.
8. The
video will also be launched on the local board web page, the Hibiscus and Bays
Facebook page and other promotional collateral (e.g. Electronic and Digital
Media campaigns). The intended use is also:
· For local schools to promote themselves to international markets
· to Aucklander’s to promote walks, trails, and activity not
promoted by tourism operators.
· to promote proximity to the city for people moving or exploring the
region – real estate agents, employers, accommodation providers
· for local tourism operators and service providers to use as
marketing collateral
· for local accommodation providers to use for promotion
· to build a larger social network for the Hibiscus and Bays Facebook
page
9. The
local board has requested that the video is open source, i.e. for anyone to use
as an original. This request is subject to a requirement to credit the Hibiscus
and Bays Local Board (and Logan Dodds if he wishes).
10. Logan
Dodds will also post the video and promote it to his digital community.
· Instagram : 29,900
Followers
· Facebook: 7,725
Followers
· YouTube: 4,418
Subscribers
Consideration
Local
board views and implications
11. The
proposed initiative aligns with the Hibiscus and Bays Local Economic
Development Actions (2014-2017) and has been discussed with the local board at
its workshop on 11 November 2015 and 29 March 2016. Recommendations
were agreed to in May 2016 and the launch strategy and video were discussed at
a workshop on 3 November 2016.
12. Member
Cooper had queries/reservations around the target market this video will be
used for and the legal responsibility of promoting the idea of activities like
‘cliff jumping’.
13. The
local board felt that the messaging at the conclusion of the video needed to be
less prescriptive with more of a destination theme added.
14. The
local board also thought that it would be ideal if there was more of a visual
que to where the Hibiscus Coast and East Coast Bays area is, relative to
Auckland or New Zealand.
Māori
impact statement
15. No impacts on Māori cultural or historical values are anticipated from the
implementation of the project. However, it is noted that the there may be Māori operators or services included in
the video.
Implementation
16. The
30 November 2016 launch event will showcase the video at 3:30pm at Northern
Union, Silverdale.
Attachments
There are no attachments for
this report.
Signatories
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Authors
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Michael Goudie – Senior Advisor External
Relations, Auckland Tourism Event and Economic Development
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Authorisers
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John Norman – Strategic Planner Local Economic
Development Relationship Manager - Auckland Tourism Event and Economic
Development
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Hibiscus and
Bays Local Board
16 November
2016
|
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Hibiscus and Bays Volunteer Work Programme 2016/2017
File No.: CP2016/22489
Purpose
1. To
seek approval to implement the proposed 2016/2017 Hibiscus and Bays Local Board
Local Parks Volunteer Work Programme.
Executive
summary
2. The
Hibiscus and Bays Local Board, has allocated $70,000 from the 2016/2017 Locally
Driven Initiative budget towards the ‘Hibiscus and Bays, Local Parks
Volunteer Programme’ and a further $10,000 Locally Driven Initiative
budget, specifically for additional ‘Centennial Park Volunteering’
activities.
3. Attachment
A proposes an indicative budget and allocation towards volunteer
activities. The attachment also provides an indicative allocation to each
volunteer group. Please note this is subject to change over the financial
year, depending on various group requirements and establishment of additional
volunteer groups.
4. To
demonstrate transparency, quarterly reporting by the Volunteer Coordinator, to
the local board, on spend against each volunteer activity and group will occur
during the 2016/2017 financial year.
5. Planning
of proposed spend of the Locally Driven Initiative allocation of $10,000
towards Centennial Park Volunteering activities will be discussed further with
the Centennial Park Bush Society and Volunteer Coordinator. The outcome
of the discussion and details of a proposed programme, including indicative
spend for this allocation, will be reported back to the local board.
6. Local
Parks staff appreciate the value, need and efficiency of working with key
stakeholders represented by the Hibiscus and Bays Restoration Group. The
Volunteer Coordinator will support this valuable stakeholder group through:
a)
Regular attendance and
reporting at their bi-monthly meeting;
b)
Encourage new groups to
attend;
c)
Provision of meeting
refreshments.
7. To
ensure added value, the Volunteer Coordinator will liaise with relevant
representatives from Infrastructure and Environmental Services to maximise
benefits and achievements through combined Hibiscus and Bays volunteer
activities.
8. It
is also proposed that this programme will promote, where appropriate, the
Hibiscus and Bays Local Board support for the volunteer programme e.g. Hibiscus
and Bays Local Board branding on supplied tools, leaflets, letters, event
promotional signs etc.
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Recommendation/s
That the Hibiscus and Bays
Local Board:
a) approves the proposed 2016/17, Hibiscus and Bays Local Parks
Volunteer Programme and indicative spend as detailed in Attachment A.
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Comments
9. As
of 1 July 2016 a Locally Driven Initiative (LDI) budget of $70,000 was
allocated to the ‘Hibiscus and Bays Local Parks Volunteer
Programme’. An additional LDI budget of $10,000 has also been
allocated towards ‘Centennial Park Volunteering’.
10. The
‘Centennial Park Volunteering’ allocation is in addition to any
proposed allocation from the ‘Hibiscus and Bays Local Parks Volunteer
Programme towards Centennial Park.
11. Planning
of proposed spend of the LDI allocation of $10,000, towards Centennial Park Volunteering
activities will be discussed in detail with the Centennial Park Bush Society
and Volunteer Coordinator. The outcome of the discussion and details of a
proposed programme, including indicative spend for this allocation, will be
reported back to the local board at the earliest opportunity.
12. It
is proposed that the Hibiscus and Bays Local Parks Volunteer Programme will
facilitate similar projects and activities as in previous years.
Attachment A proposes an indicative budget and allocation towards volunteer
activities. The attachment also provides an indicative allocation to each
volunteer group. Please note the budget allocation details are subject to
change over the course of the financial year; depending on various group requirements
and establishment of additional volunteer groups.
13. To
demonstration transparency across both LDI allocations, quarterly reporting by
the Volunteer Coordinator to the local board on spend against each volunteer
activity and group will occur during the 2016/2017 financial year. In addition,
end of year spend and outcomes against each volunteer activity and group, will
be reported to local board members in August 2017.
14. The
Hibiscus and Bays Restoration Group is the key stakeholder group for volunteers
in Hibiscus Coast and East Coast Bays. Local Parks staff appreciate and
acknowledge the value, need and efficiency of working with this stakeholder
group. The Volunteer Coordinator will support this valuable group through:
a) Regular
attendance and reporting at their bi-monthly meeting;
b) Encourage
new groups to attend;
c) Provision
of meeting refreshments.
15. Local
Parks staff recognise that Infrastructure and Environmental Services (I&ES)
also run volunteer activities in the Hibiscus and Bays Local Board area.
There are potential synergies and efficiencies to be gained through regular
contact and liaison with I&ES. During the course of the year, the Volunteer
Coordinator will liaise with relevant representatives from IE&S and
evaluate alignment of programmes and opportunities to maximise benefits and
achievements through combined volunteer activities.
16. In
past years recognition of the promotion and support provided by the Hibiscus
and Bays Local Board has been limited, therefore it is proposed that as part of
the 2016/2017 volunteer programmes branding and promotion will be improved e.g.
Hibiscus and Bays Local Board branding on supplied tools, leaflets, letter and
event promotional signs.
Consideration
Local
board views and implications
17. The
local parks volunteer programme for Hibiscus and Bays is supported through the
Hibiscus and Bays Local Board Plan, local board agreement and Locally Driven
Initiatives funding 2016/2017. The proposed programme was presented to
the local board at a workshop in July 2016. Feedback from the workshop in
the last term has been included in this report.
Māori
impact statement
18. The Hibiscus and Bays Local Board Plan recognises and supports local
iwi and hapu in their role as kaitiakai. The volunteer work programme
aligns with the values of protecting and enhancing the mauri of reserves in the
Hibiscus and Bays area. There is a commitment to consult and work with mana
whenua on all projects to ensure the protection and restoration of sites of
significance to māori.
Attachments
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No.
|
Title
|
Page
|
|
a⇩
|
Proposed 2016/2017 Volunteer Work Programme
(Indicative Spend)
|
29
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Signatories
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Authors
|
Don Lawson - Parks Advisor
|
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Authorisers
|
Mace Ward - General Manager Parks, Sports and
Recreation
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
|
Hibiscus and Bays
Local Board
16 November
2016
|
|
Auckland Council Quarterly Performance Report:
Hibiscus and Bays Local Board
Quarter One - 1 July - 30 September 2016
File No.: CP2016/22479
Purpose
1. To
provide an integrated quarterly performance report for Quarter 1, 2016/2017
against the Hibiscus and Bays Local Board Agreement work programme.
Executive summary
2. This
report, in a new format, provides an integrated view of performance for the
Hibiscus and Bays Local Board, including financial performance, progress
against local board key performance indicators, progress against each operating
department work programme and any risks associated with delayed delivery
against the Hibiscus and Bays 2016/2017 Work Programme.
3. Of
significance this quarter, the Hibiscus and Bays Local Board supported several
events to engage with the community on the development of its Greenways
Plan. Also, a community-led workshop facilitated by Beacon Pathway and
Milenko Matanovic from the Pomengranate Foundation was held with the
Whangaparaoa 2030 group and interested community members to discuss activation
of the public space outside Whangaparaoa Library. The new Murrays Bay
Wharf was officially opened at a low-key celebration on 26 September
2016. The renewal of Murrays Bay Wharf has been a priority of the local
board and it has been a key asset in the East Coast Bays area, offering
residents and visitors a popular place to walk, sit, fish from and jump off.
4. The
Dashboard Summary for the Hibiscus and Bays Local Board (Appendix 1) shows a
positive trend that overall delivery is meeting expectations, with a few
exceptions.
5. The operating net cost of service is over budget. Lower operating
revenue due to a prior year revenue recognition adjustment has caused this
variance and will remain for the year. Capital expenditure is tracking ahead of
budget with further detail provided in Appendix 2.
6. Key
Performance Indicators (Appendix 3) for the Hibiscus and Bays Local Board show
a trend that 65 per cent of measures will be achieved or substantially achieved
by year-end. This is explained in further detail in the Key Performance
Indicators section.
7. All
operating departments with agreed work programmes have provided a quarterly
update against their work programme delivery (Appendix 4), with the majority of
items reported as ‘green’ status (on track), except for seven items
with ‘amber’ status (some delays).
|
Recommendation/s
That the Hibiscus and Bays
Local Board:
a) receive
the performance report for the financial quarter ending 30 September 2016.
|
Comments
8. The
Hibiscus and Bays Local Board has an approved 2016/2017 work programme for the
following operating departments:
· Arts,
Community and Events, approved on 15 June, 2016
· Parks,
Sport and Recreation, approved on 15 June, 2016
· Libraries
and Information, approved on 15 June 2016
· Community
Facility Renewals, approved on 15 June 2016
· Community
Leases, approved on 15 June 2016
· Infrastructure
and Environmental Services, approved on 20 July 2016
· Local
Economic Development, approved 20 July 2016.
Key highlights
for quarter one
9. The
Hibiscus and Bays Local Board has two key highlights to
report from the Quarter 1 2016/2017 period;
· The facility partnership for upgrading the Mairangi Bay Beach
Volleyball Centre (ID#2614) - Project nearing completion. Kitchen, toilets and
outside storage shed completed.
· Graffiti Vandalism Prevention (ID#2319) - There were 878 graffiti
incidents in the Hibiscus and Bays Local Board area between 1 July 2016 to 30
September 2016. This is a nine per cent decrease compared to the same period
last year. The number of Requests for Service (RFS) graffiti decreased by 31
per cent, with all 20 being removed within the 24 hour target time (KPI). The
graffiti prevention team continue to monitor trends in the local board area.
10. The
Dashboard Summary for the Hibiscus and Bays Local Board (Appendix 1) shows a
positive trend that overall delivery is meeting expectations, with exceptions
occurring in the following areas:
· Community
Capacity Building and Placemaking item (ID#747)
· Long
Bay Reserve 3 development (ID#3373)
· Parks
small enhancement initiatives (ID#504)
· Stanmore
Bay Leisure Centre upgrade stage 2 (ID#505)
· Stanmore
Bay Park 3 sandfield renewal (ID#3216)
· Tindalls
Beach Coastal Strucutre Renewals (ID#3202)
· Waiake
Beach Reserve Toilet Renewal (ID#3219).
Financial performance
11. Financial
performance of the local board against Quarter 1, 2016/2017 is on track overall
(Appendix 2); however there are some points to be aware of:
· Capital investment in the quarter totalled $3.2m. Most of this
investment has been in the local parks, sport and recreation activity totalling
$2.8m, with community services contributing $0.4m.
· Net
cost of service was $4.2m for the first quarter. The operating net cost of
service is over budget. Lower operating revenue is the main cause of this
variance due to a one-off accounting adjustment required to correct prior year
revenue recognition for Stanmore Bay Leisure Centre.
· The main Locally Driven Initiatives (LDI) spend in the
first quarter is related to the contestable grants rounds with nearly half of
the available grant pool allocated.
· For the first time a Funding Impact Statement (FIS) is
included in the quarterly report for each local board. The FIS is one of the
key statements included in the Annual Plan. Essentially it pulls together all
the information from each of the different groups of activities and sets out in
a single statement the sources of both the operating and capital funding for
everything that the local board does. The format of the FIS has been prescribed
in legislation. The intention is that the FIS provides a more understandable
picture of what the local board is spending money on and how expenditure is
funded.
Key performance
indicators
12. In
summary, key performance indicators (KPIs) show that:
· Year-end outlook is for 65 per cent of measures to be achieved or substantially
achieved.
· The year-end outlook is below target for percentage of residents who
visited a local park or reserve in the last 12 months. Promoting our parks and
facilities is one strategy being used to help increase the proportion of the
population who visit local parks.
· Percentage of visitors satisfied with the library environment is on
track to be achieved, as are the town centre safety measures. Peak and off-peak
facility utilisation is tracking below target, but the digital booking system,
which began recording bookings in FY17 Q1, is expected to improve customer
experience and utilisation, by allowing customers better visibility of
availability and better choice of booking times.
Note:
not all KPIs will have a quarterly performance indicator. Further detail is
provided in Appendix 3.
Key initiatives
updates from the 2016/2017 work programme
13. All
operating departments with an approved 2016/2017 work programme have provided
performance report updates via SharePoint for quarter one (Appendix 4). The
following are progress updates against key initiatives identified in the Hibiscus
and Bays Local Board Plan:
· Round one of Quick Response Grants ($200 to $2,000 per grant) and
Local Grants ($2,000 to $10,000 per grant) has been completed. Round two
for Quick Response Grants opened for the period 12 September 2016 to 14 October
2016, with decisions made in December 2016. Round two for Local Grants will be
open for the period 27 February 2017 to 14 April 2017 with decisions made in
June 2017.
Consideration
Local
board views and implications
14. This
report informs the Hibiscus and Bays Local Board of the performance to date for
the period ending 30 September, 2016.
Māori
impact statement
15. Key
initiatives in the local board plan that have an influence on achieving
outcomes for Māori include:
16. a) continuing
to support the relocation and development of Te Herenga Waka o Orewa Marae at
Silverdale – council staff are being encouraged to use their
staff-benefit community day to focus on the foundation work needed to create a
ngahere (forest) with plant material focussed on rongoā (traditional
medicinal treatments). The work will include mulching, some planting and
possibly some building works (lining the whare nui)
b) continuing
to support the youth connections programme in our area – a funding
agreement has been signed for the 2016/2017 year with Coast Youth Community
Trust (CYCT) and grant funding has been provided to the Hibiscus Coast Youth
Centre
c) a
range of environmental initiatives aimed at enhancing and protecting our
rivers, streams and special areas that have high ecological value – work
underway is focussed around the Love our Bays, Weiti River restoration, and
North-West Wildlink programmes
d) investigation
and feasibility of a Hibiscus and Bays walkway – consultation has now
been completed on the proposed Greenways Plan for Hibiscus and Bays.
Implementation
17. The
Senior Advisor Hibiscus and Bays Local Board will continue to facilitate
performance updates to the local board.
Attachments
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No.
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Title
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Page
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a⇩
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Dashboard Summary 16/17 Q1
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35
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b⇩
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Financial Performance 16/10 Q1
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37
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c⇩
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Key Performance Indicators 16/17 Q1
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43
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d⇩
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Work Programmes 16/17 Q1 report
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51
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Signatories
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Authors
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Michelle Sanderson – Senior Local Board Advisor
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Authorisers
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Lesley Jenkins - Relationship Manager
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
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Hibiscus and Bays
Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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Hibiscus and
Bays Local Board
16 November
2016
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|
Capital Funding for Torbay Sailing Club Re-development
Project
File No.: CP2016/22562
Purpose
1. To
consider a capital grant of $50,000 to the Torbay Sailing Club Incorporated
towards the building re-development at Aicken Reserve, Torbay.
Executive summary
2. The
Torbay Sailing Club has requested that the local board consider the approval of
a $50,000 capital grant towards the re-development of their club house building
at Aicken Reserve, Torbay.
3. The
re-development of the club house has been a long term project which the Torbay
Sailing Club has been committed to completing over a number of years. The
Auckland Council, the Hibiscus and Bays Local Board and the legacy North Shore
City Council have contributed $290,000 over a number of years towards the $1.7m
cost of the consenting and construction phases of the project.
4. The
request has arisen due to the Torby Sailing Club accepting the hosting of the
2016 Youth World Championships, replacing Oman as the venue, in December
2016. The Torby Sailing Club is hosting the annual Sir Peter Blake
Regatta in early December and is also the host venue for the 2017 World Master
Games Yachting in April 2017.
5. While
there is extensive support for the Torbay Sailing Club the financial commitment
and increased costs has stretched their resources. With the first event
only eight weeks away the Torbay Sailing Club is approaching every
possible funder to ensure the Torbay Sailing Club complete their building and
have the best possible venue for the national and international yachting
events.
|
Recommendation/s
That the Hibiscus and Bays
Local Board:
a) approve
a capital grant of $50,000 from the Local Board Discretionary Initiative
Capital Budget to the Torbay Sailing Club towards completion of the building
re-development on the Aicken Reserve, Beach Road, Torbay.
|
Comments
Capital
Grant Request
6. The
Torbay Sailing Club (the Sailing Club) has requested that the Hibiscus and Bays
Local Board consider the approval of a capital grant towards the re-development
of the Sailing Club building. A copy of the request is attached in
Appendix 1. The Sailing Club leases land on the Aicken Reserve, Beach
Road, Torbay and has approval to re-develop its club house on the
reserve.
7. To
date Auckland Council, the Hibiscus and Bays Local Board and the legacy North
Shore City Council has contributed a total of $290,000 towards the
re-development project since 2013. The total cost of the re-development
consent and construction phases $1.7m and a significant number of community
trusts and funding organisations have provided funding as well as the Sailing
Club’s own re-development fund.
8. Some
unexpected cost increases have placed additional pressure on the total funding
requirements and the Sailing Club have indicated that they have a current
$100,000 shortfall to complete the building project. An additional
$100,000 is now being sought to complete the construction phase of the
building. Funding of $50,000 has recently been confirmed by New Zealand
Community Trust (NZCT) and the Hibiscus and Bays Local Board is being asked to
match that amount.
Sailing Club Re-development Project
9. The
Sailing Club is a multi-user community facility for junior, youth and family
sailing on the north shore of Auckland. The proposed new building is set
to be an international sailing venue to showcase New Zealand to the world with
the hosting of the 2016 Youth World Championships on the 14th to the
20th December and followed shortly after as the sailing venue for
the World Master Games from the 21st to the 30th April,
2017.
10. The
proposed new Sailing Club building work commenced on 1st May 2016
with the target for the building to be fully completed for hosting the World
Master Games in 2017. However, in late May, World Sailing confirmed that
Yachting New Zealand would host the 2016 Youth World Championships, replacing
Oman as the venue due to political difficulties. The Sailing Club agreed
at very short notice to be the host venue for this prestigious event.
11. The
hosting of the world’s elite youth sailors has resulted in added pressure
on the Sailing Club to complete its building re-development project and secure
the necessary funding in time to properly host the youth sailing event.
12. The
Youth World Championships is supported by the Minister of Sport, New Zealand
and Major Events, Auckland Tourism, Events and Economic Development
(ATEED). The Hibiscus and Bays Local Board has also supported the upgrade
of the Waiake Reserve Toilet facility and a general tidy up of the reserve area
to align with the hosting of these world events in addition to the annual Sir
Peter Blake Regatta. Both the Youth World Championships and the World
Master Games are extremely prestigious events for the local board area,
Auckland and New Zealand.
13. The
Sailing Club has been seeking funding support from numerous organisations and
with council’s officers’ support recently secured $50,000 from the
NZCT and are awaiting a decision from the Lion Foundation for a further $20,000
to $40,000.
14. The
Hibiscus and Bays Local Board had indicated prior to the local government
elections that they would consider providing a capital grant to support the
building re-development project once the extent of other secured funding was
confirmed. The Sailing Club has requested that the local board consider
providing a $50,000 capital grant to enable the building construction works to
be completed in time for the Youth World event. The building project
would also enable the hosting of the annual Sir Peter Blake Regatta on the 3rd
and 4th December 2016, which is an annual event that the local board
has provided base funding towards, since 2011.
Consideration
Local
board views and implications
15. The
report seeks consideration by the local board for a capital grant of $50,000
towards the re-development of the Sailing Club building at Aicken
Reserve. The grant funding would ensure the completion of the
construction phase and guarantee that the building would be completed in time
for the Youth World Championships in mid-December 2016.
16. The
Hibiscus and Bays Local Board supported the re-development project and also
contributed annually to the running of the Sir Peter Blake Regatta. The
Hibiscus and Bays Local Board also indicated that the Sailing Club should
secure funding from a number of other sources, evidence of which they have
presented in their grant request. The grant request has come about as a result
of unexpected increases in construction elements for the building. The
grant request to the Hibiscus and Bays Local Board will be matched by the
confirmed funding from NZCT.
Māori
impact statement
17. Māori
make up 5.8% of the Hibiscus and Bays Local Board area population. The Sailing
Club is a multi-user community facility with a focus on junior, youth and
family sailing. While not specifically stated in the application there are
opportunities for all young sailors including Māori to participate in the
Sailing Club’s activities.
Implementation
18. Should
the local board support the recommendation to approve the capital grant of
$50,000 to the Sailing Club, requirements and outcomes will be included within
a funding agreement between the local board and the Sailing Club. This
will set out the local board’s process for payment of the grant. As
the building work is at a critical stage every effort will be made to confirm
the details as a matter of priority.
Attachments
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No.
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Title
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Page
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|
a⇩
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Torbay Sailing Club Funding Application
|
73
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Signatories
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Authors
|
Lesley Jenkins - Relationship Manager
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
|
Hibiscus and Bays
Local Board
16 November
2016
|
|
Transfer of delegations from 2013-2016 and new
delegations to minimise delays
File No.: CP2016/22472
Purpose
1. To
transfer working delegations from the previous term to minimise delays on
current projects and work programmes and facilitate landowner and landlord
approvals for certain activities.
Executive summary
2. Elected
members frequently agree to delegate authority to approve minor variations or
to finalise aspects of projects in order to minimise delays and streamline
delivery of local initiatives.
3. The
end of the 2013-2016 electoral term brings delegations within that term to an
end. This report provides details of the working delegations from the 2013-2016
term relevant to the local board and requests that the local board transfers
those delegations to the 2016-2019 triennium.
|
Recommendation/s
That the Hibiscus and Bays
Local Board:
a) delegate
to the chairperson and deputy chairperson authority to approve the following
matrix of previous delegations to remain in effect for the 2016-2019
triennium:
|
Relating to
|
Previous resolution
|
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Allocation of the budget for “local civic
functions” as and when necessary for the 2013-2016 electoral term.
|
HB/2015/115
|
|
Hibiscus and Bays Local Board Community Facility Fees
and Charges:
(2014) delegate authority to local board members Parfitt
and Fitzgerald to make decisions on the waiver or adjustment of fees
charged to groups using the Orewa Community Hall.
(2015)
a) note that any discounts, waivers or adjustments of
fees decided by delegated authority will in future be recorded in a
quarterly report to the Hibiscus and Bays Local Board
c) note that approval under delegated authority has been
given for a fee of $297.44 per month for the Hibiscus Coast Senior Citizens
Association, for its regular use of the community centre
|
HB/2014/178
HB/2015/138
|
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Western Reserve Artistic
Enhancement of New Toilet and Revised Landscape Plan
h) Delegate to the
Chairperson of the local board and Chairperson of the Facilities and
Reserves Committee authority to approve any minor changes or decisions
including details of planting plans in relation to the Western Reserve
revised landscape plan and art work for the Western Reserve toilet and
provide updates to the local board of any revisions.
|
HB/2015/194
|
|
Allocation of Unspent Locally Driven Initiatives for
Hibiscus and Bays Local Board
c) delegate to the Local Board Chairperson and
Facilities and Reserves Committee chairperson authority to make any further
decisions in relation to:
i) Browns Bay
Skatepark concept design
ii) Signage assessment
iii) Landscape plan for 36
Hibiscus Coast Highway
iv) installation of bollards at
Gulf Harbour
providing that these items have been work shopped with
the local board or the Facilities and Reserves Committee prior to any
decision.
|
HB/2016/91
|
|
Arts, Community and Events Work Programme 2016/2017
d) delegate to the local board chairperson and
Facilities and Reserves chairperson authority to approve the allocation of
the remaining $95,000 (ID2437) for community capacity building and
placemaking initiatives providing the matter has been workshopped by the
full local board or Facilities and Reserves committee as appropriate prior
to any decision being made.
|
HB/2016/110
|
|
Parks, sport and recreation draft annual work programme
financial year 2016-2017
b) delegate approval for any changes to the Parks, Sport
and Recreation annual work programme 2016/2017 to the local board
chairperson and the Facilities and Reserves Committee chairperson providing
the matter has been workshopped prior to any decision.
|
HB/2016/111
|
|
2016/2017 local environmental work programme
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.
|
HB/2016/128
|
|
2016/2017 Local Economic Development Work Programme
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.
|
HB/2016/130
|
|
Community Facilities Renewals Work Programme 2016/2017
b) delegate to the local board chairperson
and the Facilities and Reserves Committee chairperson, authority to approve
any changes to the work programme providing the matter has been work
shopped with the full local board or the Facilities and Reserves Committee
as appropriate and prior to any decision being made
|
HB/2016/166
|
|
Browns Bay Centre Plan 2016
e) delegate to the local board chairperson the
authority to confirm the final changes, including minor editorial changes
to the Browns Bay Centre Plan document
|
HB/2016/176
|
|
Metro Park East Walkway
delegate to the Chairperson of the Facilities and
Reserves Committee and the Chairperson of the Local Board, authority to
approve any minor changes to the design of the Metro Park East Walkway.
|
HIB/2016/8
|
|
Waiake Toilet Renewal
b) delegate to the local board chairperson and
Facilities and Reserves Committee chairperson authority to approve the
external façade of the Waiake Beach toilet facility, including the
positioning of the outdoor showers and existing stainless steel art panels
providing these items have been workshopped with the local board or the
Facilities and Reserves Committee prior to any decision.
|
HIB/2016/14
|
|
Delegations to Hibiscus and Bays Facilities and Reserves
Committee during the 2013-2016 electoral term
|
Terms of Reference:
Facilities and Reserves Committee
HB/2013/238 (Attachment 1)
|
b) delegate
to local board members Gary Holmes and Janet Fitzgerald authority to provide
local board feedback on resource consent applications in the local board area
c) delegate
to local board members David Cooper and Janet Fitzgerald authority to provide
feedback to Auckland Transport on local proposals in the local board area
d) delegate
to the chairperson and deputy chairperson all minor landowner approvals and
landlord approvals providing that any requests that the chairperson and
deputy chairperson consider are more than minor are referred back to the full
local board for approval.
|
Comments
4. During
the 2013-2016 electoral term the Hibiscus and Bays Local Board set up a
Hibiscus and Bays Facilities and Reserves Committee to deal with matters
relating to local community facilities, parks and reserves. The
Facilities and Reserves Committee had Terms of Reference under which delegated
powers included certain decision-making. A copy of the Terms of Reference
is included at Attachment 1.
5. At
the end of the triennium those delegations ceased.
6. The
local board also appointed local board members to portfolios which were
essentially areas of particular interest to provide officers with a sounding
board and to get a sense of local board members’ thinking.
Occasionally delegations were made to portfolio holders to provide feedback relating
to their area of interest or to provide landowner approval for certain
activities e.g. events or necessary drainage works required on local parks and
landlord approval for minor alterations to leased facilities.
7. During
the 2016-2019 triennium the local board has chosen to follow best practice and
have all matters come to the full local board for discussion rather than
forming additional committees or portfolios.
8. In
order for current work programmes and project delivery to continue without
delays caused by officers having to bring minor changes back to the local board
for formal approval with a report to a business meeting, a delegation to the
chairperson and deputy chairperson is recommended.
9. It
is proposed to transfer those relevant delegations that were in place at the
end of the last triennium (which may have been to the local board chairperson
and the facilities and reserves chairperson, or the chairperson and a portfolio
holder, or simply the chairperson) to the local board chairperson and deputy chairperson.
Before requesting approval under this delegation officers are required to
workshop the matter with the full local board if this condition was included in
the delegation during the 2013-2016 term.
10. In
the absence of portfolios, it is also proposed to delegate authority for
landowner approvals for events or works required on local parks or facilities
and landlord approval for minor alterations to leased facilities, to the
chairperson and deputy chairperson.
11. Local
board members may also wish to consider if they are interested in being the
spokesperson for matters such as providing local board feedback on:
a)
resource consent applications within the local board area
b)
changes or initiatives proposed by Auckland Transport in the local area
12. Ideally
two local board members, one from each subdivision should be the appointed
spokespeople for the Auckland Transport related matters.
13. From
time to time working groups with local board member representation may be set
up for specific projects as necessary.
Consideration
Local board views and implications
14. This
report seeks the local board’s decision on delegations to simplify the
process of minor variations to adopted work programmes and associated work and
to streamline land owner and landlord approvals for certain activities in the
local board area.
Māori impact statement
15. This
report has no specific impact on māori. It covers delegations to local
board members in order to minimise unnecessary delays in the delivery of local
board business in certain circumstances which may affect local communities,
including māori communities.
Implementation
16. There
are no implementation issues as a result of the recommendations in this report.
Attachments
There are no attachments for
this report.
Signatories
|
Authors
|
Michelle Sanderson – Senior Local Board Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
Appointment of local board members to external
organisations
File No.: CP2016/22475
Purpose
1. To
appoint local board members to external community organisations relevant to the
local board area.
Executive
summary
2. Elected
members participate as representatives of the local board on a number of
external community and national organisations.
3. The
beginning of the new electoral term generates the need for new appointments.
This report provides details of the external organisations relevant to the
local board and requests that the local board nominates a lead and alternate
member to represent the local board on those external organisations for the
2016-2019 triennium.
4. In
addition, there are a small number of appointments due to legislation or the
terms in a deed are the responsibility of the governing body, but because the
relationship between the council and the organisation is local, the governing
body has delegated its responsibility to nominate an elected member to the
relevant local board.
|
Recommendation/s
That the Hibiscus and Bays
Local Board:
a) appoints
the following local board members to the external community groups and
organisations listed below:
|
External organisation
|
Lead
|
Alternate
|
|
Vaughan Homestead (Torbay Historical Society)
|
Julia Parfitt
|
Chris Bettany
|
|
Victor Eaves Reserve Management Trust
|
Mike Williamson
|
|
|
Destination Orewa Beach BID
|
Vicki Watson
|
David Cooper
|
|
Torbay BID
|
Chris Bettany
|
Julia Parfitt
|
|
Browns Bay BID
|
Gary Holmes
|
Chris Bettany
|
|
Mairangi Bay BID
|
David Cooper
|
Chris Bettany
|
|
Comments
5 A
number of external organisations provide for the formal participation of
Auckland Council elected members in their affairs. Elected member appointees
will have a variety of duties and liabilities depending on the individual
organisation.
6. At
the commencement of each triennium, the governing body and local boards
recommend appointments to external organisations.
7. As
local board representatives, the nominated members represent the local board,
not in a personal capacity. Local board members will provide updates at
local board meetings to keep the local board regularly informed of discussions
and decisions made of their activities unless good reasons exist for
confidentiality. Local board members will be required to formally report to
the business meeting that follows each trust/society meeting to maintain public
transparency.
8. The reasons for elected member participation in external
organisations can be described in a number of ways:
· a trust deed, that requires Auckland Council to make an appointment
to an organisation
· an organisation of interest to the local
board is inviting elected member representation at its meetings
· associations entered into by the council which provide for elected
member representation
· organisation governance, or project or programme oversight, such as
regional or local parks management groups
· a statutory or regulatory provision (for example a regulation
providing for a community liaison committee) or
· a resource consent requiring the formation of a committee or hearing
panel
9. In
making decisions about these appointments, it is suggested that local boards
are mindful of;
· the elected members availability
· any conflict of interests, including whether the local board
provides funding to the entity
· Relevance to the local board
· historical relationship with the organsation and the Auckland
Council
10. Members are delegated in their capacity as elected local board
members. Should they no longer be a local board member, their nominations would
be automatically repealed.
11. Local board members may be part of any organisation in their private
capacity and personal interests and are encouraged to disclose memberships to
external organisations in the conflict of interest register.
Relevant
external organisations
12. The
details of the organisations relevant to the local board are detailed below.
Estuary Arts
Charitable Trust
13. Estuary
Arts Charitable Trust have advised they do not require an elected
representative on the Trust.
Vaughan Homestead
(Torbay Historical Society)
14. The
local board is asked to appoint one member (and an alternate) to the Vaughan
Homestead (Torbay Historical Society).
Victor Eaves
Reserve Management Trust
15. A
condition of the Assignment of Lease to the Sharks Sports Club Incorporated is
that the council and the tenant will jointly maintain a management committee to
oversee the management and control of the lease area and facilities. The
committee will comprise one council officer, one member of the Hibiscus and
Bays Local Board, one member of the Hibiscus Cricket Club and two members of
the Sharks Sports Club Incorporated. The function of the committee is to
oversee and control all issues arising from the use of the site and the
facilities on it including, but not limited to supporting the ongoing
operations of the facility and activities.
16. The
previous local board representative was Gaye Harding-Kirikiri.
17. The
committee meets twice per annum at which the council officer in attendance will
lead and minute the meeting. The date of the next meeting is to be
advised.
18. The
local board is asked to appoint one member (and an alternate) to the Victor
Eaves Reserve Management Trust.
Destination
Orewa Beach, Torbay, Browns Bay, and Mairangi Bay Business Improvement
Districts
19. There
are 46 Business Improvement District Partnership Programmes operating within
the Auckland region. There are four local Business Improvement Districts (BID)
in the Hibiscus and Bays Local Board area.
20. The
local board has a day-to-day relationship with the business associations as a
joint partner in the BID Partnership Programme. The local board will work with
the business associations to align the direction for the BID programme and
local priorities expressed the local board plan. The local board will receive
regular reporting on the BID Partnership Programme and review progress against
objectives.
21. The
business association may invite the appointed local board member onto the BID
Governance Board or Executive Committee. The discretion on whether this local
board member has voting rights will lie with the business association under the
rules of their constitution.
22. It
is recommended that the local board appoints a local board member and an
alternate on each business association to represent the local board regarding
all matters relating to the business association.
Consideration
Local
board views and implications
23. This
report seeks the local board’s decision on representatives to external
community organisations relevant to the local board area.
Māori impact statement
24. This
report has no specific impact on māori. It covers appointments of local
board members to external organisations and community networks to represent the
view of local communities, including māori communities.
Implementation
25. There
are no implementation issues as a result of the recommendations in this report.
Attachments
There are no attachments for
this report.
Signatories
|
Authors
|
Michelle Sanderson – Senior Local Board Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
Hibiscus and Bays Local Board Meeting Schedule for the
remainder of 2016 and 2017
File No.: CP2016/22468
Purpose
1. This
report recommends the meeting schedule for the Hibiscus and Bays Local Board
for the remainder of 2016 and for 2017.
Executive
summary
2. Local board
meetings are open to the public and will be notified through public notices in
appropriate media. It is prudent for the local board to adopt a meeting
schedule as it ensures local board members have clarity about their
commitments, gives an indication to the public of when meetings are to be held
and meets the requirement of clause 19(5)(b), schedule 7 of the Local
Government Act 2002. It also allows for a planned approach to workloads and
ensures clarity about diary commitments.
3. A meeting
schedule for each local board is adopted to schedule the meetings for the
upcoming year. It is recommended that the Hibiscus and Bays Local Board
adopt the proposed schedule.
4. The specific
times and dates for the meetings, public engagements and any hearings which may
be required for matters such as local board plans and local board agreements
are yet to be finalised. Local board meeting schedules will therefore
need to be updated and provision made if hearings are proposed.
|
Recommendation/s
That the Hibiscus and Bays
Local Board:
a) adopt
the meeting schedule for the remainder of 2016 and for 2017 as listed below:
2016
|
DATE
|
TIME
|
VENUE
|
|
Business Meeting
Wednesday, 16 November 2016
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
|
Business Meeting
Wednesday, 14 December 2016
|
4.30pm
|
Local Board Office
2 Glen Road
Browns Bay
|
2017
|
DATE
|
TIME
|
VENUE
|
|
Business Meeting
Wednesday, 15 February 2017
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
|
Business Meeting
Wednesday, 15 March 2017
|
4.30pm
|
Local Board Office
2 Glen Road
Browns Bay
|
|
Business Meeting
Wednesday, 19 April 2017
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
|
Business Meeting
Wednesday, 17 May 2017
|
4.30pm
|
Local Board Office
2 Glen Road
Browns Bay
|
|
Business Meeting
Wednesday, 21 June 2017
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
|
Business Meeting
Wednesday, 19 July 2017
|
4.30pm
|
Local Board Office
2 Glen Road
Browns Bay
|
|
Business Meeting
Wednesday, 16 August 2017
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
|
Business Meeting
Wednesday,20 September 2017
|
4.30pm
|
Local Board Office
2 Glen Road
Browns Bay
|
|
Business Meeting
Wednesday, 18 October 2017
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
|
Business Meeting
Wednesday, 15 November 2017
|
4.30pm
|
Local Board Office
2 Glen Road
Browns Bay
|
|
Business Meeting
Wednesday, 13 December 2017
|
4.30pm
|
Council Chamber
Orewa Service Centre
50 Centreway Road, Orewa
|
b) Notes
that the dates and times for meetings, public engagement and any hearings and
deliberations for local board plans and local board agreements are yet to be
finalised and as such the meeting schedule may require alteration in the
future.
|
Comments
5. Clause
(5)(d), schedule 7 of the Local Government Act 2002 requires a local board to
adopt a schedule of business meetings at its first meeting in the electoral
term.
6. Adopting a meeting schedule allows for a planned approach to workloads and ensures local board members have clarity about their commitments. It also
gives an indication to the public of when meetings are to be held and meets the requirement of clause 19, schedule 7
of the Local Government Act 2002.
7. Each local board develops a local board agreement annually and a
local board plan every three years. Both documents are subject to public
consultation, as part of the special consultative procedure process. The local
board may hold hearings for the local board agreement and annual plan to give
submitters the opportunity to express their views verbally.
8. The specific times and dates for the hearings
process for the local board plan and agreements are yet to be finalised. Local board meeting schedules may therefore need to be updated and provision
made for hearings, once details are confirmed.
9. In addition to local board meetings, local boards will hold
workshops that are closed to the public. The proceedings of every workshop are
recorded and considered and confirmed at the next business meeting of the local
board in accordance with current local board standing order provisions.
Consideration
Local
board views and implications
10. This
decision falls under the local board’s delegated authority.
Māori
impact statement
11. There
is no specific impact for Māori arising from this report.
General
12. Clauses
19(4), 19(5) and 19(6), schedule 7, of the Local Government Act 2002 states
that:
“(4)
A local authority must hold meetings at the times and places that it appoints.
(5) Unless clause 22 (extraordinary meeting)
applies, the chief executive must give notice in writing to each member of the
time and place of a meeting -
(a) not less than 14 days before the meeting; or
(b)
if the local authority has adopted a schedule of meetings, not less than 14
days before the first meeting on the schedule.”
(6) If a local authority adopts a schedule of
meetings, -
(a) the schedule –
(i) may cover any future period that the local
authority considers appropriate; and
(ii) may be amended; and
(b) notification of the schedule or of any amendment to
that schedule constitutes a notification of every meeting on the schedule or
amendment.”
13. Similarly, the statutory requirement
pursuant to clauses 46, 46(A) and 47 of the Local Government Official
Information and Meetings Act 1987 mentions that:
· meetings of a local authority are publicly notified
· agendas and reports are available at least two working days before a
meeting
· local board meetings are open to the public.
Implementation
14. Meetings
of the local boards are supported by Auckland Council’s Local Board
Services Department.
Attachments
There are no attachments for
this report.
Signatories
|
Authors
|
Vivienne Sullivan - Local Board Democracy Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
Urgent Decision: Additional funding for Local Board
Transport Capital Fund Project 091: Mairangi Bay Art Walk
File No.:
CP2016/22447
Purpose
1. To
acknowledge the urgent decision that was made on 28 September 2016 to approve
the allocation of further funding from the Local Board Transport Capital Fund
to Project 091, Mairangi Bay Art Walk.
Executive Summary
2. The
Hibiscus and Bays Local Board allocated a total of $206,508.00 from its Local
Board Transport Capital Fund to Project 091, Mairangi Bay Artwalk. This
included funding for asphalting and colouring of the slip lane which extends
from the driveway servicing the properties at 2-16 Hastings Road, Mairangi Bay.
3. The colour, Sandstone, has proved to be unsatisfactory as vehicles
entering and existing the properties accessed via the slip lane continue to
leave black tyre marks and the mosaics do not stand out sufficiently from the
sandstone colour.
4. There
has also been a request to colour the concrete footpath which extends from the
driveway servicing 16 Hasting Road, Mairangi Bay, to the parking area servicing
the Mairangi Arts Centre.
5. ASCO
Asphalt Supply Company have provided a quote of $15,207.95 (ex GST) to do the
work required.
|
Recommendation/s
That the Hibiscus and Bays Local Board:
a) receive the urgent decision to approve the allocation of a
further $15,207.95 of its Local Board Transport
Capital Fund to Project 091, Mairangi Bay Art Walk, to repeat the coloration
of the existing asphalt surface on the slip lane servicing the properties 2
– 16 Hastings Road, Mairangi Bay, and the concrete footpath that
extends from 16 Hastings Road, Mairangi Bay, into the car park area of Mairangi
Bay Arts Centre at 63 Maxwelton Drive, Mairangi Bay.
|
Attachments
|
No.
|
Title
|
Page
|
|
a⇩
|
Copy of Signed Urgent Decision
|
99
|
Signatories
|
Authors
|
Vivienne Sullivan - Local Board
Democracy Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
|
Hibiscus and Bays
Local Board
16 November
2016
|
|
Urgent decision-making process for the 2016-2019
Triennium
File No.: CP2016/22458
Purpose
1. To
seek the Hibiscus and Bays Local Board’s agreement to use the urgent
decision-making process when appropriate.
Executive summary
2. The
urgent decision-making process enables the local board to make decisions
without calling the full local board together and meeting the requirement of a
quorum. By agreeing to this process, the local board delegates decision-making
authority to the chairperson and deputy chairperson, or any person acting in
these roles.
3. At
times, such as during the Christmas and New Year period, it is not practical to
call the full local board together and meet the requirements of a quorum. This
is an example of when the urgent decision-making process would be used.
|
Recommendation/s
That the Hibiscus
and Bays Local Board:
a) adopt
the urgent decision-making process for matters that require a decision where
it is not practical to call the full board together and meet the requirement
of a quorum
b) delegate
authority to the chairperson and deputy chairperson, or any person acting in
these roles, to make urgent decisions on behalf of the local board for the
2016 to 2019 triennium
c) agree
that the relationship manager, chairperson and deputy chairperson (or any
person/s acting in these roles) will authorise the urgent decision-making
process by signing off the authorisation memo
d) note
that all urgent decisions will be reported to the next ordinary meeting of
the local board.
|
Comments
What an urgent decision is
4. The
urgent decision-making process enables the chairperson and deputy chairperson,
or any person acting in these roles, to make urgent decisions on behalf of the
local board when it is not practical to call the full local board together and
meet the requirement of a quorum. Examples include during the Christmas and New
Year period or for participating in a council submission process.
5. The
Local Government Act 2002[2]
provides for local boards to delegate to committees, sub-committees, members of
the local board or Auckland Council staff, any of its responsibilities, duties
and powers, with some specific exceptions. This legislation enables the urgent
decision-making process.
6. The
urgent decision-making process provides an alternative decision-making
mechanism to an extraordinary meeting. An extraordinary meeting is called when
an urgent decision is required on matters that cannot wait until the next
scheduled business meeting of the local board.
7. Urgent
decisions are different from emergency decisions, which are only made if there
is a risk to public health and safety.
The urgent
decision-making process
8. All
requests for an urgent decision will be supported by a memo stating the nature
of the issue, reason for urgency and what decisions or resolutions are
required.
9. The
local board relationship manager will use the information in this memo to
determine whether or not to authorise the urgent-decision making process.
10. A
number of factors will be considered by the relationship manager before
approval to use the urgent decision-making process is given, such as:
· the
timing of the next scheduled meeting
· confirmation
that the local board has the delegation to make the decision
· consideration
of the rationale for the urgency
· the
significance of the decision and whether the urgent decision-making process is
appropriate.
11. Once
the relationship manager authorises the use of the urgent decision-making
process, the chairperson and deputy chairperson (or any person/s acting in
these roles) also need to approve the use of the urgent decision-making process
by signing the same memo.
12. Once
the authorisation memo has been approved, the chairperson and deputy chairperson
will refer to the substantive report for advice and staff recommendations to
inform their decision. This report will meet Auckland Council quality
advice standards and adhere to the report authorisation processes.
13. Any
decision made using the urgent decision-making process will be reported as an
information item to the next ordinary meeting of the local board and the signed
approval memo will be attached.
Consideration
Local
board views and implications
14. This
report outlines the local board urgent decision-making process, and seeks the
local board’s agreement to adopt this process.
Māori impact statement
15. There
is no specific impact for Māori arising from this report.
Implementation
16. This
report outlines how the local board relationship manager and elected members
will execute the urgent decision-making process when the need arises. Paragraph
four outlines the implications of this for local boards.
17. The
local board relationship manager can provide advice as to what might constitute
an urgent decision.
Attachments
There are no attachments for
this report.
Signatories
|
Authors
|
Felicity Prance - Policy Advisor
|
|
Authorisers
|
Karen Lyons - General Manager Local Board Services
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
Ward Councillors Update
File No.:
CP2016/22485
Executive Summary
1. The
Hibiscus and Bays Local Board allocates a period of time for the Ward
Councillors, Cr Wayne Walker and Cr John Watson, to update them on the
activities of the governing body.
|
Recommendation/s
That the Hibiscus and Bays Local Board:
a) thank
Councillors Walker and Watson for their update.
|
Attachments
There are no
attachments for this report.
Signatories
|
Authors
|
Vivienne Sullivan - Local Board
Democracy Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
Local Board Members Reports
File No.:
CP2016/22486
Executive Summary
1. This
is an opportunity for local board members to update the Hibiscus and Bays Local
Board on projects and issues they have been involved with.
|
Recommendation/s
That the Hibiscus and Bays Local Board:
a) receive
the information.
|
Attachments
There are no
attachments for this report.
Signatories
|
Authors
|
Vivienne Sullivan - Local Board
Democracy Advisor
|
|
Authorisers
|
Lesley Jenkins - Relationship Manager
|
|
Hibiscus and
Bays Local Board
16 November
2016
|
|
Exclusion of the Public: Local Government Official
Information and Meetings Act 1987
That the Hibiscus and Bays Local Board:
a) exclude
the public from the following part(s) of the proceedings of this meeting.
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 - Millwater, Orewa South
|
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 council may 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.
|
1. Logan Dodds is a Hibiscus Coast resident from Red
Beach, now a full-time travel photographer and videographer with a very strong social
media presence, including 5 million YouTube hits of a video of his OE released in
October 2015. Logan enjoys a broad audience and growing following, with a core
audience of experience-seeking millennials in New Zealand, Australia and
internationally.
