Kaipātiki Local Board

OPEN MINUTES

Minutes of the meeting of the Kaipātiki Local Board held in the Kaipātiki Local Board Office, 90 Bentley Avenue, Glenfield on Wednesday, 23 November 2016 at 2.04pm.

present

Chairperson	Danielle Grant
Deputy Chairperson	John Gillon
Members	Paula Gillon
	Ann Hartley, JP
	Kay McIntyre, QSM
	Anne-Elise Smithson
	Adrian Tyler

ABSENT

Lindsay Waugh

Kaipātiki Local Board 23 November 2016

1 Welcome

2          Apologies

Resolution number KT/2016/152

MOVED by Member A Hartley, seconded by Member K McIntyre:

That the Kaipātiki Local Board:

a) accepts the apology from Member Lindsay Waugh for absence.

CARRIED

3          Declaration of Interest

Member Paula Gillon declared a conflict of interest as a member of the Birkenhead Licensing Trust.

4          Confirmation of Minutes

Resolution number KT/2016/153

MOVED by Member P Gillon, seconded by Deputy Chairperson J Gillon:

That the Kaipātiki Local Board:

a) confirms the ordinary minutes of its inaugural meeting, held on Wednesday, 2 November 2016, as a true and correct record.

CARRIED

5          Leave of Absence

There were no leaves of absence.

6 Acknowledgements

6.1	Acknowledgement of Kaikoura earthquake
	The Kaipātiki Local Board acknowledged and extended its sympathy and support for the people effected by the Kaikoura earthquake on 14 November 2016.
	Resolution number KT/2016/154 MOVED by Member A Hartley, seconded by Member K McIntyre: That the Kaipātiki Local Board: a) acknowledge and record its sympathy and support for the people effected by the Kaikoura earthquake on 14 November 2016. CARRIED

6.2	Acknowledgement - Nicki Malone
	The Kaipātiki Local Board acknowledged and thanked Nicki Malone for her excellent efforts and dedication to the Kaipātiki Local Board area in her role as Parks Advisor to the board. We wish Nicki well in her new role in the Service and Asset Planning Team within Auckland Council
	Resolution number KT/2016/155 MOVED by Member K McIntyre, seconded by Deputy Chairperson J Gillon: That the Kaipātiki Local Board: a) acknowledge and thank Nicki Malone for her excellent efforts and dedication to the Kaipātiki Local Board area in her role as Parks Advisor to the board. CARRIED

7 Petitions

There were no petitions.

8 Deputations

There were no deputations.

9 Public Forum

9.1	Anna Dadson and Julian Bartrom - Spray-free streets and parks
	Anna Dadson and Julian Bartrom of Spray-free streets and parks addressed the board regarding the use of chemical spraying on streets and parks. A document titled ‘Spray Free Streets & Parks – Here’s why it’s so important’ was tabled. A copy of the document has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.
	Resolution number KT/2016/156 MOVED by Member K McIntyre, seconded by Deputy Chairperson J Gillon: That the Kaipātiki Local Board: a) thank Anna Dadson and Julian Bartrom of Spray-free streets and parks for their public forum presentation. CARRIED
	Attachments a     Spray Free Streets & Parks – Here’s why it’s so important

10 Extraordinary Business

There was no extraordinary business.

11 Notices of Motion

There were no notices of motion.

12

Kaipatiki Quick Response, Round Two 2016/2017

Resolution number KT/2016/157

MOVED by Member K McIntyre, seconded by Member A Hartley:

That the Kaipātiki Local Board:

a)      fund the applications listed in the table below for Quick Response Round Two 2016/2017 as follows:

Application No.	Organisation Name	Project	Amount granted	Comment, including reason for decline
QR1708-201	Neighbourhood Support North Shore Incorporated	Towards the purchase of gifts and wages for the North Shore Neighbourhood Support manager between December 2016 to November 2017.	$500	To be used within the Kaipātiki Local Board area.
QR1708-202	Action Education Incorporated	Towards the wages for the facilitator to run 10 spoken word poetry workshops across the Kaipātiki Local Board area between February to April 2017.	$0	Lower priority – schools and churches not funded unless clear benefits to the wider community can be demonstrate; only affects a limited number of people in Kaipātiki.

CARRIED

16

Kaipatiki Community Facilities Trust Quarterly Report

Resolution number KT/2016/158 MOVED by Member A Hartley, seconded by Deputy Chairperson J Gillon: That the Kaipātiki Local Board: a) receives the Kaipātiki Community Facilities Trust Quarterly report. b) requests that the remaining 2016/2017 quarterly reports follow the work programme provided to the board at its September 2016 business meeting. c) notes the proposed repurpose of funding allocated to Christmas gala on Marlborough and Christmas carols on Marlborough to the diversity and all access event and Christmas banners and requests Kaipātiki Community Facilities Trust submit a funding proposal outlining the details of this request. CARRIED

13

Appointment of board members to external community organisations

Resolution number KT/2016/159

MOVED by Chairperson D Grant, seconded by Member P Gillon:

That the Kaipātiki Local Board:

a) appoints the following board members to the external community groups and organisations listed below, noting that appointments have been limited to those organisations that receive annual contract grants from the board:

External organisation	Member
Bayview Community Centre	Member Anne-Elise Smithson
Birkenhead Town Centre Association	Chairperson Danielle Grant
Glenfield Community Centre Governance Group	Member Ann Hartley
The Northart Society Incorporated	Member Lindsay Waugh
Birkdale Beach Haven Community Project	Member Adrian Tyler
Highbury Community House	Member Paula Gillon

b) requests further information from the following organisations who receive annual contract grants regarding possible appointment of a local board liaison including:

i. Kaipātiki Project;

ii. Kaipātiki Youth Development Trust; and

iii. Raeburn House.

c) defers decisions regarding appointments to the following groups, and other organisations, pending further consideration of how the board can best engage with Community groups within the community:

i. Beach Haven Birkdale Resident's Association;

ii. Northcote Town Centre Incorporated;

iii. Kauri Point / Centennial Park Committee;

iv. The North Shore Events Centre Trust Board;

v. North Shore Centre for Maritime Education Trust;

vi. Northcote Citizen's Centre Management Trust

vii. Onepoto Awhina; and

viii. Friends of Shepherd's Park.

d) agrees that, to avoid potential conflicts of interest, elected members appointed to any outside organisation do not exercise any voting rights conferred by the organisation.

e) agrees to identify and appoint a trustee to the Kaipātiki Community Facilities Trust using the process set out in the Auckland Council Appointment and Remuneration Policy for Board Members of Council Controlled Organisations.

f) appoints an interview panel constituted by the chairperson and deputy chairperson of the Kaipātiki Local Board, local board member Kay McIntyre, the chairperson of Kaipātiki Community Facilities Trust, and one trustee of the Kaipātiki Community Facilities Trust Board selected by the Trust, to:

i. agree on a skills matrix;

ii. shortlist and interview candidates; and

iii. make recommendations to the Kaipātiki Local Board on a candidate for nomination to the position of council-appointed trustee to the board of Kaipātiki Community Facilities Trust.

CARRIED

14	Adoption of a business meeting schedule
	A document titled ‘Meeting schedule for Kaipātiki Local Board 2016-2019’ was tabled. A copy of the document has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.
	MOVED by Deputy Chairperson J Gillon, seconded by Member A Smithson: That the Kaipātiki Local Board: a)      adopts the meeting schedule outlined in the meeting schedule document as tabled, consisting of: i. one business meeting per month, generally to be held on the third Wednesday of each month, commencing at 4.00pm to consider the general business of the board; and ii. one community forum meeting per month, generally to be held on the fourth Wednesday of each month, commencing at 6.00pm, with the primary purpose of engaging with the public via deputations and reporting from community organisations, and also to consider any items of business that need to be considered due to time constraints, or that are more appropriately dealt with at community forum. b)      notes that: i. business meetings are not scheduled to be held in January 2017, January 2018 or January 2019; ii. community forum meetings are not scheduled to be held in January 2017, December 2017, January 2018, December 2018 or January 2019; and iii. business meetings in December 2017 and December 2018 will be held on the second Wednesday of the month in order to avoid conflicting with the Christmas period. c)      notes that dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements, or other special consultative procedures are yet to be finalised.
	MOVED by Member A Hartley, seconded by Member K McIntyre:   Member Ann Hartley moved an amendment to the original motion as follows: That the Kaipātiki Local Board: a) agree that the start times of the business meetings be 2.00pm. The amendment was put and declared: LOST
	The Chairperson put the substantive motion.
	Resolution number KT/2016/160 MOVED by Deputy Chairperson J Gillon, seconded by Member A Smithson: That the Kaipātiki Local Board: a)      adopts the meeting schedule outlined in the meeting schedule document as tabled, consisting of: i. one business meeting per month, generally to be held on the third Wednesday of each month, commencing at 4.00pm to consider the general business of the board; and ii. one community forum meeting per month, generally to be held on the fourth Wednesday of each month, commencing at 6.00pm, with the primary purpose of engaging with the public via deputations and reporting from community organisations, and also to consider any items of business that need to be considered due to time constraints, or that are more appropriately dealt with at community forum. b)      notes that: i. business meetings are not scheduled to be held in January 2017, January 2018 or January 2019; ii. community forum meetings are not scheduled to be held in January 2017, December 2017, January 2018, December 2018 or January 2019; and iii. business meetings in December 2017 and December 2018 will be held on the second Wednesday of the month in order to avoid conflicting with the Christmas period. c)      notes that dates and times for meetings, public engagement and any hearings and deliberations for local board plans and local board agreements, or other special consultative procedures are yet to be finalised. CARRIED
	Secretarial note:         Under Standing Order 3.15.5 Member Kay McIntyre and Member Ann Hartley requested their dissenting votes be recorded.
	Attachments a     Meeting schedule for Kaipātiki Local Board 2016-2019

15

Urgent decision-making process

Resolution number KT/2016/161 MOVED by Chairperson D Grant, seconded by Member A Hartley: That the Kaipātiki Local Board: a)      adopts 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)      delegates authority to the Chairperson and Deputy Chairperson, or any person acting in these roles, to make urgent decisions on behalf of the local board. c)      agrees 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)      notes that all urgent decisions will be reported to the next ordinary meeting of the local board. CARRIED

17	Auckland Council's Quarterly Performance Report: Kaipatiki Local Board for Quarter One, 1 July - 30 September 2016
	Resolution number KT/2016/162 MOVED by Chairperson D Grant, seconded by Member K McIntyre: That the Kaipātiki Local Board: a) receives the performance report for the financial quarter ending 30 September 2016. CARRIED

18

Swimming Pool Fencing Exemption Applications

Resolution number KT/2016/163 MOVED by Member A Hartley, seconded by Deputy Chairperson J Gillon: That the Kaipātiki Local Board: a) agrees to assess swimming pool fencing exemption applications as part of business meetings during the remainder of 2016 as the need arises. b) notes that: i. the Building (Pools) Amendment Act 2016 was passed by parliament on 20 October 2016 and comes in to force on 1 January 2017; ii. the Fencing of Swimming Pools Act 1987 will be repealed on 1 January 2017; and iii. from 1 January 2017, any applications for modifications or waivers to the pool safety provisions in the Building Act 2004 will be assessed and considered by council staff. CARRIED

19	Special Exemption (Section 6) Fencing of Swimming Pools Act 1987
	Resolution number KT/2016/164 MOVED by Member A Hartley, seconded by Member K McIntyre: That the Kaipātiki Local Board: a) grants the application for special exemption as sought for 15 Chatswood Grove, Birkenhead with the following conditions: i. that New Zealand Standard 8500-2006 clause (a-k) is met at all times; and ii. the spa remains in its current location. CARRIED
	Secretarial note:         Deputy Chairperson John Gillon abstained from speaking or voting on the above resolution.
	Resolution number KT/2016/165 MOVED by Member A Hartley, seconded by Member K McIntyre: That the Kaipātiki Local Board: b) grants the application for special exemption as sought for 16 Seaview Road, Glenfield with the following conditions: i) the exemption is personal to the applicant and upon the sale of the property the new owner will need to apply for a new exemption. CARRIED

20        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

3.56pm                                               The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Kaipātiki Local Board HELD ON

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

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