Minutes of Upper Harbour Local Board

Upper Harbour Local Board

18 October 2018

1 Welcome

The chairperson opened the meeting and welcomed all.

2 Apologies

Resolution number UH/2018/125

MOVED by Chairperson M Miles, seconded by Member U Balouch:

That the Upper Harbour Local Board:

a) accept the apology from Member N Mayne.

CARRIED

3 Declaration of Interest

There were no declarations of interest.

4 Confirmation of Minutes

Resolution number UH/2018/126

MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte:

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 20 September 2018, including the confidential section, as a true and correct record.

CARRIED

5 Leave of Absence

There were no leaves of absence.

6 Acknowledgements

There were no acknowledgements.

7 Petitions

There were no petitions.

8 Deputations

There were no deputations.

9 Public Forum

There was no public forum.

10 Extraordinary Business

There was no extraordinary business.

11	Minutes of the Upper Harbour Local Board meeting held Thursday, 20 September 2018
	Note: the open unconfirmed minutes and minute attachments of the Upper Harbour Local Board meeting held on Thursday, 20 September 2018, are attached at item 11 of the agenda for the information of the board only and were confirmed under item 4.

Expression of interest priorities for the Albany Community Hub, Albany, the Headquarters building and the Sunderland Lounge, Hobsonville Point

The Community Places Senior Relationship Advisor was in attendance to support the item.

Resolution number UH/2018/127

MOVED by Chairperson M Miles, seconded by Member J McLean:

That the Upper Harbour Local Board:

a) approve the priorities for the Albany Community Hub, Albany, and the Headquarters building with the Sunderland Lounge, Hobsonville Point, to be used as part of the community management expression of interest criteria, which are:

i) the community facility becomes, or is seen as, the heart of the community, managed by a local community organisation

ii) the community facility is an inclusive space that is used by the diverse and changing community and is not identified as belonging to a select community group

iii) a community facility where placemaking, events and other community empowering activities can happen in and around the community facility, even if delivered through partnerships and other external relationships.

b) request that the expressions of interest (EOI) process for the Albany Community Hub be split out from the EOI process for the Headquarters building and Sunderland Lounge, Hobsonville, due to the changing nature of the local population and community groups working within the local board area.

c) request that the expressions of interest process proceed for the Headquarters building and Sunderland Lounge, Hobsonville, as outlined within the agenda report and in accordance with agreed timelines.

d) request that staff report back to a local board meeting prior to the end of the calendar year 2018 on the implications, changes in timelines, and / or any other relevant matters that would have an impact on the successful undertaking of an expression of interest process for the Albany Community Hub.

e) express concern that the weightings included at Attachment A to the agenda report are inappropriate, in that:

i) the local board focus area should be weighted higher than they are currently

ii) the weighting for Māori outcomes, involvement, focus, participation and direction is too high

iii) the weighting for applicant finances should be higher.

CARRIED

Note: Items 13 – Review of the Code of Conduct was considered after Item 15 – Auckland Transport monthly report – October 2018.

2018/2019 Upper Harbour Local Grants applications: Round one

The Community Lease Advisor was in attendance to support the item.

Resolution number UH/2018/129

MOVED by Deputy Chairperson L Whyte, seconded by Member B Neeson:

That the Upper Harbour Local Board:

a) agree to fund, part-fund or decline each application in round one of the 2018/2019 Local Grant applications, as outlined in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount allocated
LG1917-110	Kaipatiki Project Incorporated	Environment	Towards the delivery of running six stalls at the community markets	$2208
LG1917-109	Circability Trust	Events	Towards delivery of the event ‘Circus in the Park’, including technical costs, advertising, contributions to the creative director, producer and professional facilitator and performer fees	Declined – not a high priority at this time
LG1917-101	Raquel Chaviz-Nguyen	Sport and recreation	Towards the costs of venue hire, equipment, operational costs and marketing material	Declined – not a high priority at this time
LG1917-104	North Harbour Bike Motocross (BMX) Club	Sport and recreation	Towards the purchase of a laptop, tablet, printer, modem router, bar code scanner, and a scanner to match the upgraded track and race programmes	$4000
LG1917-105	East Coast Bays and Districts Cricket Club (ECBCC) Incorporated	Sport and recreation	Towards the cost of three months facility fees at Windsor Park	Declined – not a high priority at this time
LG1917-108	Windsor Park Board Incorporated	Sport and recreation	Towards repairing corroded steel trusses on Windsor Park clubhouse	$8483
LG1917-111	Rosedale Park Sports Trust	Sport and recreation	Towards maintenance costs of the clubhouse located in Rosedale Park	$3470
Total				$18,161

b) agree to fund, part-fund or decline the multi-board applications in round one of the 2018/2019 Local Grant applications, as outlined in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount allocated
MB1819-132	Kaipatiki Community Facilities Trust	Arts and culture	Towards the cost of delivering the ‘Tartan Day Tattoo Celebration Event North Shore 2019’	Declined – not a high priority at this time
MB1819-144	The Operating Theatre Trust	Arts and culture	Towards various costs, including hosting volunteers, rehearsal room, venue and ticketing costs from The PumpHouse Theatre, additional lighting hire, costume and set materials, royalties, printing, mailout costs and promotional costs in various media for ‘The Santa Claus Show '18' (1 to 22 December 2018) and ‘The Man Whose Mother was a Pirate' (6 to 29 April 2019)	Declined – not a high priority at this time
MB1819-151	New Zealand Dance Advancement Trust	Arts and culture	Towards the costs of venue hire, studio hire and the dance education coordinator, artistic executive, production manager, dancers and senior dance tutors for the ‘2019 Youth and Community Engagement’ programme	Declined – not a high priority at this time
MB1819-160	New Zealand Nepal Society Incorporated	Arts and culture	Towards the audio-visual hire and operational costs of Nepal Festival	Declined – not a high priority at this time
MB1819-134	North Shore Centres of Mutual Aid (CMA) Incorporated	Community	Towards a proportion of operational costs, excluding wages, for CMA centres for the six-month period 1 January 2019 to 30 June 2019	$3750
MB1819-138	Whanau Marama Parenting Limited	Community	Towards salary and travel expenses for the course facilitators to deliver 16 free parenting courses in the North Shore libraries for the period February to December 2019	Declined – not a high priority at this time
MB1819-142	La Leche League North Shore	Community	Towards room hire, leader’s training costs, conference costs, subscriptions, library and brochure purchases, printing and membership costs from 1 October 2018 to 1 August 2019	$737.50
MB1819-147	Auckland Central Riding for the Disabled Association	Community	Towards the purchase of helmets for the association	$753
MB1819-154	StarJam Charitable Trust	Community	Towards the costs to run StarJam music workshops including the programme coordinator salary, tutor fees, venue hire, equipment and administration costs	$2000
MB1819-191	PHAB Association Incorporated	Community	Towards the costs of the PHAB workers' salary, and coordinators and administrators' wages	$1500
MB1819-101	Badminton North Harbour Incorporated	Sport and recreation	Towards the changing room upgrade costs	$12,000
MB1819-112	North Shore Group Riding for the Disabled Incorporated	Sport and recreation	Towards core operating costs including farrier, vet, horse feed, electricity, internet, phone, stationery and hygiene consumables for the North Shore Group Riding for Disabled from November 2018 to 31 October 2019	Declined – not a high priority at this time
MB1819-114	Bike Auckland	Sport and recreation	Towards the cost to run the Bike Burb programme, including venue hire, development fees, workshop costs and communications	$1500
MB1819-165	Harbour Sport Trust	Sport and recreation	Towards the coach developer wages from 15 January to 31 July 2019	$6000
MB1819-167	Redwood Park Golf Club Incorporated	Sport and recreation	Towards coaching, equipment and marketing costs for a school holiday programme at Redwood Park Golf Club	Declined – not a high priority at this time
MB1819-173	Gymnastics Community Trust	Sport and recreation	Towards the purchase of new equipment for the Glenfield, Glamorgan, Orewa and Stanmore Bay facilities and salary costs for the recreational and schools coach for the period 1 November 2018 to 30 September 2019	Declined – not a high priority at this time
Total				$28,240.50

c) grant $10,000 from its local community grants budget to the Greenhithe Residents and Ratepayers and Community Hall Association towards the cost of repairing and painting the exterior of the Greenhithe Old School Hall, noting the advice received from the relevant council staff member that:

i) the building in question is not owned by council

ii) council’s relationship to the building is only through the lease for the ground that the building sits upon

iii) at the time of the signing of the original lease in 2001, the building was understood to be owned by the Greenhithe Residents and Ratepayers and Community Hall Association

iv) at the time of considering this grant, council staff could not find any records to suggest that council has acquired ownership of the Old School Hall since the lease was signed in 2001.

CARRIED

Auckland Transport monthly report - October 2018

Resolution number UH/2018/130

MOVED by Member J McLean, seconded by Member U Balouch:

That the Upper Harbour Local Board:

a) receive the Auckland Transport update for October 2018.

b) provide the following comment to the Supporting Growth Programme North-West Auckland consultation, that the board is generally supportive of the proposals and welcomes:

i) the strong connections proposed to the wider north-western roading network

ii) the proposed walking and cycling network, but recommends that it prioritises key destinations, such as schools, town centres and key arterial routes, to encourage mode switch for shorter journeys

iii) the proposed public transport network, including the increased investment in ferry services, but recommends that Auckland Transport consider innovative solutions, such as demand responsive transport, in areas where the population has not yet grown sufficiently to justify traditional services as a way to encourage new residents to adopt public transport habits as soon as they move into growth areas.

CARRIED

13	Review of the Code of Conduct
	The Relationship Manager was in attendance to support the item.
	Resolution number UH/2018/128 MOVED by Chairperson M Miles, seconded by Member U Balouch: That the Upper Harbour Local Board: a) support the trust and respect principles forming the foundation of the new Code of Conduct. b) support the process outlined within the Code of Conduct regarding complaints management but believes further definition of the process is required, with indicative timelines and a flow chart. c) request that clear definitions of the terms included in Section 3 of the draft Code of Conduct (Material Breaches) be provided to ensure such terms are understood to ensure any investigation is applied consistently across complaints, with specific consideration given to clearly defining (and / or providing examples of) the following terms / phrases, recognising the political environment elected members work in: i) bullying or aggressive behaviour ii) undermining other elected member(s) iii) misrepresentation of the statements or actions of others. d) support the new ‘Elected member access to information’ protocol applying to the whole of Auckland Council, including council-controlled organisations, and for it to be reviewed after 18 months. e) support the removal of elected members from determining complaints under the Code of Conduct and the imposition of sanctions . f) support the creation of a Conduct Commissioner who has the power to impose sanctions under the Code of Conduct, noting that this is proposed to replace the independent review panel provided for under the current code. g) do not support the determination of sanctions or any report completed by the Conduct Commissioner in relation to Code of Conduct complaints being made publicly available. CARRIED
	Note: The meeting adjourned at 11.37am and reconvened 11.55am. Member B Neeson left the meeting at 11.58am. Member B Neeson returned to the meeting at 11.59am.
	Note: Under Standing Order 1.9.7 Member J McLean requested that his abstention be recorded. Note: Under Standing Order 1.9.7 Member B Neeson requested that his dissenting vote be recorded.

Draft Facility Partnerships Policy

The Relationship Manager was in attendance to support the item.

Resolution number UH/2018/131

MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte:

That the Upper Harbour Local Board:

a) support the adoption of the Draft Facility Partnerships Policy and encourage both policy and operational departments of council work together efficiently to give effect to the policy.

b) request greater clarity as to how dedicated funding will be made available to give effect to the policy and projects being developed for implementation.

c) requests clarity as to how this policy will be used to operationalise the pre-existing Sports and Recreation Facilities and Investment Fund, such as the One Local Initiative Whenuapai Sports indoor court facility and the Windsor Park Trust Board proposal.

d) request the Environment and Community Committee to direct staff to identify a suitable budget to implement the Draft Facility Partnership Policy as part of future Annual Budget and long-term plan processes.

e) request clarification of the governance role of local boards in relation to the implementation of the Facility Partnership Policy.

CARRIED

Governance forward work calendar - November 2018 to October 2019

Resolution number UH/2018/132

MOVED by Deputy Chairperson L Whyte, seconded by Member J McLean:

That the Upper Harbour Local Board:

a) receive the Upper Harbour Local Board governance forward work calendar for the period November 2018 to October 2019, as set out in Attachment A to this agenda report.

CARRIED

Record of the Upper Harbour Local Board workshops held on Thursday 13 and 27 September, and 4 October 2018

Resolution number UH/2018/133

MOVED by Chairperson M Miles, seconded by Member U Balouch:

That the Upper Harbour Local Board:

a) receive the record of the Upper Harbour Local Board workshops held on Thursday 13 and 27 September, and 4 October 2018 (refer to Attachments A, B, and C of the agenda report).

CARRIED

Board Members' reports - October 2018

Resolution number UH/2018/134

MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte:

That the Upper Harbour Local Board:

a) receive the verbal board members’ reports.

b) receive the written memo from Chairperson M Miles regarding Halloween prize funding.

c) provide a grant of up to $250 from the board’s discretionary community grants budget to Mr Geoff Polglase, the organiser of the ‘Halloween at the Point’ community event, to purchase prizes for the best Halloween-decorated houses at Hobsonville Point.

CARRIED

20 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

21 Procedural motion to exclude the public

Resolution number UH/2018/135

MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte:

That the Upper Harbour 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 Sites and places of significance to mana whenua – Tranche 1: Plan changes to the Auckland Unitary Plan (Operative in Part) and Auckland Council District Plan - Hauraki Gulf Islands Section 2018

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)(ba) - The item relates to an application for a resource consent or water conservation order or a requirement for a designation or heritage order under the Resource Management Act 1991 and the withholding of the information is necessary to avoid serious offence to tikanga Maori or to avoid the disclosure of the location of waahi tapu.

In particular, the report contains information on nominated sites and places of significance to mana whenua that has been provided to council on a confidential basis until the plan change has been approved for public notification.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

12.27pm The public was excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

12.28pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

Sites and places of significance to mana whenua – Tranche 1: Plan changes to the Auckland Unitary Plan (Operative in Part) and Auckland Council District Plan - Hauraki Gulf Islands Section 2018

Resolution number UH/2018/135

MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte:

That the Upper Harbour Local Board:

a) receive the report.

b) note that the report, resolutions and the feedback remain confidential until the plan change is publicly notified.

CARRIED

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

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

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

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

Chairperson	Margaret Miles, QSM, JP
Deputy Chairperson	Lisa Whyte
Members	Uzra Casuri Balouch, JP
	John McLean
	Brian Neeson, JP