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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Thursday, 7
June 2018
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
31 May 2018
Contact Telephone: (09) 427 3317
Email: vivienne.sullivan@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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DELEGATIONS
HIBISCUS AND BAYS LOCAL BOARD 2016-2019
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Portfolio
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Description
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Local Board Members
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Minor landowner
approvals and landlord approvals including events
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Confirm if the matter
is minor for staff to exercise their delegation
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Julia Parfitt
-Chairperson
Janet Fitzgerald -
Deputy Chairperson
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Transport Information
Group
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Discuss transport
issues/projects
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Janet Fitzgerald
Julia Parfitt
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Resource consent
applications
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Input into notification
decisions for resource consent applications
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Gary Holmes
Janet Fitzgerald
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Urgent Decision Making
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To make decisions on
matters that cannot wait until the next ordinary meeting of the local board
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Julia Parfitt –
Chairperson
Janet Fitzgerald-Deputy
Chairperson
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Appointments to
outside organisations
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Organisation
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Local Board Member
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Vaughan Homestead
(Torbay Historical Society)
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Julia Parfitt
Chris Bettany -
Alternate
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Victor Eaves Management
Committee
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Mike Williamson
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Local Government New
Zealand Zone One (Auckland and Northland)
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Janet Fitzgerald
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Business Improvement
Districts (BIDS)
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Destination Orewa Beach
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Vicki Watson
David Cooper - Alternate
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Torbay
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Chris Bettany
Julia Parfitt - Alternate
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Browns Bay
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Chris Bettany
Gary Holmes - Alternate
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Mairangi Bay
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David Cooper
Julia Parfitt - Alternate
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Hibiscus and
Bays Local Board
07 June 2018
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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
9 Public
Forum 5
10 Extraordinary Business 6
11 Notices of Motion 6
12 Adoption of the Hibiscus
and Bays Local Board Agreement 2018/2019 7
13 Hibiscus and Bays Grant
Programme 2018/2019 29
14 Consideration
of Extraordinary Items
2 Apologies
At the close of
the agenda no apologies had 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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The ordinary minutes of the meting held on
Wednesday, 16 May 2018, including the confidential
section, will be confirmed at the meeting on 20 June 2018.
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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 7.7 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.
At the close of the agenda no
requests for deputations had been received.
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
There were no
notices of motion.
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Hibiscus and
Bays Local Board
07 June 2018
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Adoption
of the Hibiscus and Bays Local Board Agreement 2018/2019
File No.: CP2018/08436
Te take mō te pūrongo / Purpose of the report
1. To
adopt a local board agreement 2018/2019, a message from the chairperson, local
board advocacy, and a local fees and charges schedule for 2018/2019.
Whakarāpopototanga matua / Executive summary
2. Each
financial year, Auckland Council must have a local board agreement between the Governing Body and the local board, for each local board
area.
3. From 28 February to 28 March 2018, council consulted on the 10-year
Budget 2018-2028. Local boards considered this feedback and then held
discussions with the Finance and Performance Committee on 16 and 17 May 2018 on
regional issues, community feedback and key local board initiatives and
advocacy areas.
4. Local boards are now considering local content for the 10-year
Budget 2018-2028 which includes
a local board agreement, a message from the chairperson, local board advocacy,
and a local fees and charges schedule for 2018/2019.
5. On 28 June 2018, the Governing Body will meet to adopt Auckland
Council’s 10-year Budget 2018-2028, including 21
local board agreements.
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Ngā tūtohunga / Recommendation/s
That the Hibiscus and Bays
Local Board:
a) adopts local content for the 10-year Budget 2018-2028 (Attachment A), including:
i. a local board agreement 2018/2019
ii. a message from the chairperson
iii. local board advocacy.
b) adopts local fees and charges schedules for 2018/2019 (Attachment B).
c) delegates authority to the chairperson to make any final minor
changes to the local content for the 10-year Budget 2018-2028, including the local board agreement 2018/2019.
d) notes:
i. that local board agreement 2018/2019 local
activity budgets will be updated to reflect final budget decisions made by the Governing Body on 31 May 2018
ii. that if there are outstanding (not yet
agreed) matters in the local board agreement 2018/2019, the local board should include an explanation of these matters
in the chairperson’s message at the front of the agreement
iii. that the resolutions of this meeting will be reported back to the
Governing Body when it meets to adopt the 10-year Budget 2018-2028 on 28 June 2018.
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Horopaki / Context
6. Local board plans are strategic documents that are developed every
three years to set a direction for local boards. Local board plans influence
and inform the 10-year Budget 2018-2028 (and associated local board agreements)
which outlines priorities, budgets and intended levels of service over a
10-year period and for each financial year, Auckland
Council must have a local board agreement between the Governing Body and the
local board, for each local board area.
7. Local board nominees have had the opportunity to attend Finance and
Performance Committee workshops on key topics and provide local board views on
the 10-year Budget 2018-2028.
8. From 28 February to 28 March 2018, council consulted with the public
on the 10-year Budget 2018-2028. There were three locally held events in the
Hibiscus and Bays Local Board area to engage with the community and seek
feedback on both regional and local proposals.
9. A
report analysing the feedback on local board priorities, as well as feedback
from those living in the local board area related to the regional issues, was
included as an attachment on the 3 May 2018 local board business meeting
agenda.
10. Local boards considered this feedback, and then held discussions
with the Finance and Performance Committee on 16 and 17 May 2018 on regional
issues, community feedback and key local board initiatives and advocacy areas.
Tātaritanga me ngā tohutohu / Analysis and advice
11. Both
staff and the local board have reviewed the feedback received on 10-year Budget
2018-2028 and local boards have received a report analysing the feedback. It is
now recommended that local boards adopt local content for the 10-year Budget
2018-2028 (Attachment A), including the local board agreement 2018/2019, and a
local fees and charges schedule for 2018/2019 (Attachment B).
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
12. This report seeks local board adoption of
its content for the 10-year Budget 2018-2028 and other associated material, including the local board
agreement 2018/2019.
Tauākī whakaaweawe Māori / Māori impact
statement
13. Many local board decisions are of importance to and impact on Māori. Local board agreements and the
10-year Budget are important tools that enable and can demonstrate
council’s responsiveness to Māori.
14. Local board plans, which were developed in 2017 through engagement
with the community including Māori, form the basis of local priorities. There is a need to continue to build relationships between local boards
and iwi, and where relevant the wider Māori community.
15. Of those who submitted to the 10-year Budget 2018-2028 from the Hibiscus and Bays Local Board area
five percent identified as Māori..
16. Ongoing conversations will assist local boards and Māori to
understand each other’s priorities and issues. This in turn can influence
and encourage Māori participation in council’s decision-making
processes.
Ngā ritenga ā-pūtea / Financial implications
17. The local board agreement includes the allocation of locally driven initiatives (LDI) funding
and asset based services (ABS) funding to projects and services for the
2018/2019 financial year.
18. Funding for
locally driven initiatives (LDI) is discretionary funding local boards can
spend on local priorities that are important to their communities.
19. Funding for
asset based services (ABS) is required to run and maintain our local assets
including parks, pools and recreation facilities, community facilities, and
libraries.
20. A local fees and charges schedule for 2018/2019 is adopted alongside
of the local board agreement 2018/2019.
Ngā raru tūpono / Risks
21. Decisions on
the local content of the 10-year Budget 2018-2028, including the local board
agreement 2018/2019 and a local fees and charges schedule for 2018/2019,
are required by 7 June 2018 to ensure the Governing Body can adopt the 10-year
Budget 2018-2028 at its 28 June 2018 meeting.
Ngā koringa ā-muri / Next steps
22. The
resolutions of this meeting
will be reported to the Governing Body on 28 June 2018 when it meets to adopt
the 10-year Budget 2018-2028, including
21 local board agreements.
23. It is possible that minor changes may need to be made to the
attachments before the 10-year Budget 2018-2028 is adopted, such as correction of any errors identified and minor
wording changes. Staff therefore recommend that the local board delegates
authority to the chairperson to make final changes if necessary.
24. Local board agreements set the priorities and budget envelopes for
each financial year. Work programmes then detail the activities that will be
delivered within those budget envelopes. Work programmes will be agreed between
local boards and operational departments at business meetings in June 2018.
Ngā
tāpirihanga / 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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Local content to support the 10-year Budget 2018-2028:
o Local Board Agreement
2018/2019
o Message from the
Chair
o Local board advocacy
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11
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b⇩
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Local Feees and Charges Schedule 2018/2019
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25
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Ngā kaihaina / Signatories
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Authors
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Christie McFadyen - Strategic Project Advisor
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Authorisers
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Louise Mason - GM Local Board Services
Lesley Jenkins - Relationship Manager
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Hibiscus and
Bays Local Board
07 June 2018
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Hibiscus and Bays
Local Board
07 June 2018
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Hibiscus and Bays
Local Board
07 June 2018
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Hibiscus and Bays Grant Programme
2018/2019
File No.: CP2018/08862
Te take mō te pūrongo / Purpose of the report
1. To
adopt the Hibiscus and Bays Local Board Community Grants Programme for
2018/2019.
Whakarāpopototanga matua / Executive summary
2. The
Auckland Council Community Grants Policy was implemented on 1 July 2015. The
policy guides the allocation of local, multi-board and regional grant
programmes to groups and organisations delivering projects, activities and
services that benefit Aucklanders.
3. The
Community Grants Policy supports each local board to review and adopt their own
local grants programme for the next financial year.
4. This
report presents the Hibiscus and Bays Local Board Community Grants Programme
2018/2019 for adoption (see attachment A).
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Ngā tūtohunga / Recommendation/s
That the Hibiscus and Bays
Local Board:
a) Adopt
the Hibiscus and Bays Local Board Community Grants Programme 2018/2019
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Horopaki / Context
5. The
Auckland Council Community Grants Policy was implemented on 1 July 2015. The
policy guides the allocation of local, multi-board and regional grant
programmes to groups and organisations delivering projects, activities and
services that benefit Aucklanders.
6. The
Community Grants Policy supports each local board to review and adopt their own
local grants programme for the next financial year. The local board grants
programme guides community groups and individuals when making applications to
the local board.
7. The local board community
grants programme includes:
· outcomes
as identified in the local board plan
· specific
local board grant priorities
· which
grant types will operate, the number of grant rounds and opening and closing
dates
· any
additional criteria or exclusions that will apply
· other
factors the local board consider to be significant to their decision-making.
8. Once
the local board community grants programme for the 2018/2019 financial year has
been adopted, the types of grants, grant rounds, criteria and eligibility with
be advertised through an integrated communication and marketing approach which
includes utilising the local board channels.
Tātaritanga me ngā tohutohu / Analysis and advice
9. The
new Hibiscus and Bays Community Grants Programme has been workshopped with the
local board and feedback incorporated into the grants programme for 2018/2019.
10. The
new grant programme includes:
· outcomes
and priorities from the Hibiscus and Bays Local Board Plan 2017
· the
same number of grant rounds for 2018/2019, as are available in 2017/2018.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
11. The
Community Grants Programme has been developed by the local board to set the
direction of their grants programme. This programme is reviewed on an annual
basis.
Tauākī whakaaweawe Māori / Māori impact
statement
12. All
grant programmes respond to Auckland Council’s commitment to improving
Māori wellbeing by providing grants to organisations delivering positive
outcomes for Māori. Applicants are asked how their project aims to
increase Māori outcomes in the application process.
Ngā ritenga ā-pūtea / Financial implications
13. The
allocation of grants to community groups is within the adopted Long-term Plan
2015 -2025 and local board agreements.
Ngā raru tūpono / Risks
14. The
allocation of grants occurs within the guidelines and criteria of the Community
Grants Policy and the local board grants programme. Therefore, there is minimal
risk associated with the adoption of the grants programme.
Ngā koringa ā-muri / Next steps
15. An
implementation plan is underway and the local board grants programme will be
locally advertised through the local board and council channels. Targeted
advertising and promotion will be developed for target populations, including
migrant and refugee groups, disability groups, Māori and iwi
organisations.
Ngā
tāpirihanga / 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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Grants Programme 2018/2019
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31
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Ngā kaihaina / Signatories
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Authors
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Marion Davies - Community Grants Operations Manager
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Authorisers
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Andrew Clark - General Manager Commercial and Finance
Lesley Jenkins - Relationship Manager
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Hibiscus and
Bays Local Board
07 June 2018
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