Minutes of Upper Harbour Local Board

Upper Harbour Local Board

16 May 2019

1 Welcome

The Chairperson opened the meeting and welcomed those present.

2 Apologies

Resolution number UH/2019/41

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

That the Upper Harbour Local Board:

a) accept the apology from Member J McLean for absence.

CARRIED

3 Declaration of Interest

Member N Mayne declared an interest in Item C1 Community centre management: Headquarters and Sunderland Lounge, Hobsonville Point. However, Member Mayne does not view this as a conflict of interest and will participate in voting.

4 Confirmation of Minutes

Resolution number UH/2019/42

MOVED by Chairperson M Miles, seconded by Member N Mayne:

That the Upper Harbour Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 18 April 2019, as true and correct, subject to the following change to item 15, resolution number UH/2019/35, clause a) as follows:

a) agree to fund, part-fund or decline each application in round two of the Upper Harbour Quick Response Grants 2018/2019 listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Amount granted
QR1917-201	The Upside Downs Education Trust	Community	Towards operational and speech and language therapy service costs for two children with Down Syndrome	$1100	0 Not a high priority at this time
QR1917-206	Bays Youth Community Trust	Community	Towards the marketing costs to promote Bays Youth Community Trust between May and October 2019	$2500	$1500
QR1917-208	The Parenting Place Charitable Trust	Community	~~Towards coordinators and coaching costs to assist with running the four to seven-year olds’ movement and sports skills development programme between May 2019 and August 2019~~ Towards costs of 55 presentations for participating students at four local high schools	$2000	$1000
QR1917-214	ATC 30 Squadron Support Committee	Community	Towards travel costs for the weekend activities between August 2019 and January 2020	$2000	$1500
QR1917-209	The Urban Eco-living Charitable Trust	Environment	Towards costs of engaging qualified teachers to deliver the Tread Lightly Caravan programme to Upper Harbour Primary School	$865	$865
QR1917-205	Windsor Park Community and Multisport Hub Incorporated	Sport and recreation	Towards the salary of a project manager at Windsor Park Community and Multisport Hub	$2000	$2000
QR1917-204	Salle Jean Louis Incorporated	Sport and recreation	Towards the venue hire and fencing equipment to maintain operation of the fencing club	$5000	$1000
QR1917-210	East Coast Bays and Districts Cricket Club Incorporated	Sport and recreation	Towards the club treasurer's wages between May and September 2019	$2000	$1500
QR1917-211	North Harbour Hockey Association	Sport and recreation	~~Towards costs of 55 presentations for participating students at four local high schools~~ Towards coordinators and coaching costs to assist with running the four to seven-year olds’ movement and sports skills development programme between May 2019 and August 2019	$2000	$2000
Total				$19,465	$11,365

CARRIED

5 Leave of Absence

There were no leaves of absence.

6 Acknowledgements

6.1

Bereavement: Raymond Edwin (Ray) MORRIS

Resolution number UH/2019/43

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

That the Upper Harbour Local Board:

a) acknowledge the recent passing of Raymond (Ray) Morris and recognise his many years of service to local government, including Takapuna City Council and North Shore City Council.

CARRIED

7 Petitions

There were no petitions.

8 Deputations

There were no deputations.

9 Public Forum

9.1	Hobsonville Community Trust
	Gavin Gunston, Community Coordinator, and Gordon Summerville, Chairperson, of the Hobsonville Community Trust, were in attendance to address Item C1: Community centre management: Headquarters and Sunderland Lounge, Hobsonville Point. A PowerPoint presentation and a summary document were provided. Copies have been placed on the official minutes and are available on the Auckland Council website as a minutes attachment.
	Resolution number UH/2019/44 MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte: That the Upper Harbour Local Board: a) receive the public forum item from Gavin Gunston and Gordon Summerville and thank them for their attendance and presentation. CARRIED
	Attachments a 16 May 2019 Upper Harbour Local Board: Item 9.1 - Hobsonville Community Trust presentation b 16 May 2019 Upper Harbour Local Board: Item 9.1 - Hobsonville Community Trust summary document

9.2	Hobsonville Point Residents Society
	Professor Errol Haarhoff, Chairperson, and Lindsey Dawson, Committee Member, from the Hobsonville Point Residents Society, were in attendance to address Item C1: Community centre management: Headquarters and Sunderland Lounge, Hobsonville Point. A PowerPoint presentation was provided. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.
	Resolution number UH/2019/45 MOVED by Chairperson M Miles, seconded by Deputy Chairperson L Whyte: That the Upper Harbour Local Board: a) receive the public forum item from Professor Errol Haarhoff and Lindsey Dawson and thank them for their attendance and presentation. CARRIED
	Attachments a 16 May 2019 Upper Harbour Local Board: Item 9.2 - Hobsonville Point Residents Society presentation

10 Extraordinary Business

There was no extraordinary business.

Minutes of the Upper Harbour Local Board meeting held Thursday, 18 April 2019

That the Upper Harbour Local Board:

Note: that the open unconfirmed minutes of the Upper Harbour Local Board meeting held on Thursday, 18 April 2019, are attached at item 11 of the agenda for the information of the board only and were confirmed under item 4 of the agenda, subject to the correction noted in item 4.

New community lease to Waitākere City Racquets Sports Trust and new sub-lease to West Harbour Tennis Club Incorporated at Picasso Reserve, 31a Picasso Drive, West Harbour

The Community Lease Specialist, Community Facilities, was in attendance to support the item.

Resolution number UH/2019/46

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

That the Upper Harbour Local Board:

a) grant a new community lease to Waitākere City Racquets Sports Trust for 10,132.8m² (more or less) on part of Picasso Reserve, 31a Picasso Drive, West Harbour, described as Lot 5 DP 1656558, part Lot 114 DP128337 and part Lot 301 DP 128372, (refer to Attachment A to the agenda report), subject to the following terms and conditions:

i. term: 10 years commencing 16 May 2019, with one 10-year right of renewal

ii. rent: $1 plus GST per annum if requested

iii. public access to the two tennis courts marked as public courts on the site plan (refer to Attachment A to the agenda report) are kept available for use by the general public at all reasonable times at a charge that is considered reasonable by the lessor

iv. the Waitākere City Racquets Sports Trust Community Outcomes Plan as approved be attached to the community lease document (refer to Attachment B to the agenda report)

v. that all other terms and conditions are in accordance with the Reserves Act 1977 and the Auckland Council Community Occupancy Guidelines July 2012.

b) grant approval for the Waitākere City Racquets Sports Trust to enter into a sub‑lease with West Harbour Tennis Club Incorporated to occupy and manage the tennis facility, being 10,132.8m² (more or less) on part of Picasso Reserve, 31a Picasso Drive, West Harbour, described as Lot 5 DP 1656558, part Lot 114 DP128337 and part Lot 301 DP 128372, (refer to Attachment C to the agenda report) on the following terms and conditions:

i. the sub-lease shall be for a term concurrent with the head lease, less one day, with or without a right of renewal.

c) note an error in paragraph 17 of the report, which refers to seven courts being owned by the club when in fact, this should be nine.

CARRIED

Upper Harbour Local Parks Management Plan: Scope, engagement approach and approval for intention to prepare the plan

The Service and Asset Planner and the Planning Specialist from Service Strategy and Integration, were in attendance to support the item.

Resolution number UH/2019/47

MOVED by Member B Neeson, seconded by Member N Mayne:

That the Upper Harbour Local Board:

a) endorse the scope and engagement approach for the development of the Upper Harbour (omnibus) Local Parks Management Plan.

b) approve public notification of its intention to prepare a combined (omnibus) Local Parks Management Plan for all local parks and reserves in the Upper Harbour Local Board area and invite written suggestions on the proposed plan.

CARRIED

Upper Harbour local parks land classification programme

The Service and Asset Planner and the Planning Specialist, from Service Strategy and Integration, were in attendance to support the item.

Resolution number UH/2019/48

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

That the Upper Harbour Local Board:

a) confirm eight parcels of land will continue to be held under the Local Government Act 2002 as described in Attachment B to the agenda report, dated 16 May 2019.

b) approve 14 parcels of land to be declared a reserve and classified according to their primary purpose, pursuant to section 14(1) of the Reserves Act 1977 as proposed in Attachment C to the agenda report, dated 16 May 2019.

c) approve the proposed classification of 488 parcels of reserve land pursuant to sections 16(1) and 16(2A) of the Reserves Act 1977 as described in Attachment D to the agenda report, dated 16 May 2019.

d) approve public notification of proposals to classify three parcels of reserve land pursuant to section 16(4) of the Reserves Act 1977 as described in Attachment E to the agenda report, dated 16 May 2019.

e) approve public notification of the proposals to reclassify 17 parcels of reserve land pursuant to section 24(2)(b) of the Reserves Act 1977 described in Attachment F to the agenda report, dated 16 May 2019, noting that:

i. since publication of the business meeting agenda and this report, further investigation undertaken by staff indicate that the land parcel associated with Meadowood Reserve (Lot 360 DP 132246) was surveyed to form two separate parts: one part is currently classified correctly as recreation reserve and the other part is classified correctly as local purpose (community buildings) reserve; therefore, this parcel can be removed from consideration for reclassification and deleted from the list.

f) approve a hearing panel, consisting of all local board members in preparation for any requests to speak to objections or submissions on the proposed classifications that have been publicly notified under clause d) and e) above, noting that the role of the hearings panel will be to hear submissions and make recommendations to the local board on classification decisions.

CARRIED

Business Improvement District Programme compliance report to the Upper Harbour Local Board for the 2019/2020 financial year

The Business Improvement District Programme Specialist was in attendance to support the item.

Resolution number UH/2019/49

MOVED by Chairperson M Miles, seconded by Member B Neeson:

That the Upper Harbour Local Board:

a) recommend to the Governing Body to strike the targeted rate for inclusion in the Annual Budget 2019/2020 for the following Business Improvement District programme:

· $690,621 for Business North Harbour Incorporated.

CARRIED

2018/2019 Upper Harbour Local Grants round two applications

The Grants Advisor, Commercial and Finance, was in attendance to support the item.

Member B Neeson left the meeting at 10.58am

Member B Neeson returned to the meeting at 11.01am

Resolution number UH/2019/50

MOVED by Member B Neeson, seconded by Member U Casuri Balouch:

That the Upper Harbour Local Board:

a) agree to fund, part-fund or decline each application in 2018/2019 Upper Harbour Local Grants round two listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Amount allocated
LG1917-201	Whanau Marama Parenting Limited	Community	Towards facilitator salary and travel expenses for two parenting courses at Albany library in term three 2019	$1545	0 Not a high priority at this time
LG1917-204	Bays Youth Community Trust	Community	Towards the annual travel costs to run the Bays Youth programmes from May to October 2019	$3000	0 Not a high priority at this time
LG1917-208	The Scout Association of New Zealand - Camp Maynard	Community	Towards the cost of purchasing new dining trestle tables and chairs at Camp Maynard	$7796	$7796
LG1917-209	Royal New Zealand Plunket Trust	Community	Towards the venue costs and staff wages to maintain operation of Hobsonville Pipis Playgroup	$4851	0 Not a high priority at this time
LG1917-210	Asthma New Zealand Incorporated	Community	Towards the wages of two asthma nurse educators	$5000	0 Not a high priority at this time
LG1917-211	Kids Safe with Dogs	Community	Towards administrator, instructors' wages and printing costs for the period 22 July 2019 to 20 December 2019	$8575	0 Not a high priority at this time
LG1917-212	Youthline Auckland Charitable Trust	Community	Towards the salary costs for the Youthline helpline for calls in the Upper Harbour area	$5000	0 Not a high priority at this time
LG1917-213	Armenian Society of New Zealand	Community	Towards purchase of the society's sound system	$1814	$1814
LG1917-207	East Coast Bays' and Districts Cricket Club Incorporated	Sport and recreation	Towards purchase of an electronic scoreboard	$8500	$7000
LG1917-214	Windsor Park Community and Multisport Hub Incorporated	Sport and recreation	Towards the costs of supply and installation of netting at Windsor Community and Multisport Hub	$2974	$2974
Total				$49,055	$19,584

b) agree to fund, part-fund or decline each application in round two of the 2018/2019 Upper Harbour Multi-board applications, listed in the following table:

Application ID	Organisation	Main focus	Requesting funding for	Amount requested	Amount allocated
MB1819-231	The Operating Theatre Trust	Arts and culture	Towards two productions, ‘We're going on a Bear Hunt’ and ‘The Little Yellow Digger’ including hosting volunteers, rehearsal room, venue and ticketing costs, costume and set materials held at The Pumphouse Theatre	$1000	0 Not a high priority at this time
MB1819-206	North Shore Centres of Mutual Aid Incorporated	Community	Towards operational costs for the eight centres from 1 July to 31 December 2019	$3750	$2000
MB1819-213	StarJam Charitable Trust	Community	Towards costs for StarJam Auckland: music performances for young people with a disability from 3 June 2019 to 3 February 2020	$2050	0 Not a high priority at this time
MB1819-214	Tuileapa Youth Mentoring Service	Community	Towards a contribution for salaries of mentors operating services for Pacific and Māori youth	$2000	0 Not a high priority at this time
MB1819-249	Children's Autism Foundation	Community	Towards the outreach service delivery for children with autism from 1 June 2019 to 1 May 2020	$8400	$2500
MB1819-258	Neighbour-hood Support North Shore	Community	Towards wages for a manager and operating expenses to maintain and grow neighbourhood support groups on the North Shore	$5000	$5000
MB1819-263	PHAB Association (Auckland) Incorporated	Community	Towards wages and administration costs for the ‘PHAB diversity for all’ project from 3 June 2019 to 20 December 2019	$3600	$2000
MB1819-271	Hearts and Minds NZ Incorporated	Community	Towards updating and printing the Support Services Directory 2019 to 2021 for the North Shore, Waitākere and Rodney areas	$3000	0 Not a high priority at this time
MB1819-220	Project Litefoot Trust	Environment	Towards a contribution for the overall costs of the project, including salaries, materials installed at the club, administration costs, travel costs, and promotion for Project Litefoot	$2435.97	$2400
MB1819-233	Environmental Education for Resource Sustainability Trust Paper4trees	Environment	Towards the purchase and delivery of 7433 native trees and to replace 825 classroom recycling bins in schools and preschools participating in the Paper4trees programme across Auckland	$2951.25	0 Not a high priority at this time
MB1819-246	The Auckland King Tides Initiative The Institution of Professional Engineers New Zealand Inc	Environment	Towards the ‘King Tides’ project including costs for signage, gauges, website, data system and public launch	$5736.25	$2000 Subject to the necessary consents being granted
MB1819-212	Harbour Sport Trust	Events	Towards costs to run the Mud Rush event in 2019, including toilets, changing rooms, stage, sound system, fencing, ambulance, printing costs, bins, generators and heaters, water truck, and photographer	$3000	0 Funded through an alternative line item
MB1819-225	The Kids for Kids Charitable Trust	Events	Towards venue hire and production costs of the ‘Kids for Kids’ event in Takapuna	$471.49	$471.49
MB1819-270	Gymnastics Community Trust	Sport and recreation	Towards the school co-ordinator wages and new equipment for the gymnastic classes from 30 September 2019 to 30 March 2020	$23,750	$10,000
Total				$67,144.96	$26,371.49

CARRIED

Note: The meeting adjourned at 11:43am and reconvened at 11:49am.

Auckland Transport monthly report - May 2019

The Elected Member Relationship Manager, Auckland Transport, was in attendance via Skype to support the item.

Resolution number UH/2019/51

MOVED by Chairperson M Miles, seconded by Member N Mayne:

That the Upper Harbour Local Board:

a) receive the monthly update report from Auckland Transport for May 2019.

CARRIED

Road name approval: Six new roads at 165 Clark Road, Hobsonville

Resolution number UH/2019/52

MOVED by Member N Mayne, seconded by Member B Neeson:

That the Upper Harbour Local Board:

a) approve the name ‘Joshua Carder Drive’ for the extension of one new public road (Road 1) in 165 Clark Road, Hobsonville (refer Attachment A to the agenda report).

b) approve the following names for the six new roads and commonly owned access lots (COALs) at 165 Clark Road, Hobsonville (stage 1) (refer to Attachment A to the agenda report):

i. public road 8: Tahingamanu Road

ii. public road 13: Sager Midgley Road

iii. public road 14: Hato Road

iv. public road 15: La Bella Road

v. COAL 3: Matarua Way

vi. COAL 5: Rivulet Way

CARRIED

Remuneration Authority - policy on child care allowances

MOVED by Chairperson M Miles, seconded by Member N Mayne:

That the Upper Harbour Local Board:

a) endorse the draft Auckland Council submission on the Remuneration Authority’s proposed policy on childcare allowances, particularly on the basis that the proposed policy may increase diversity of representation which the local board sees as an advantage.

b) express concerns around potential financial implications and tax consequences arising from the proposed policy, and seek further information as to how compliance with the policy will be audited.

A division was called for, voting on which was as follows:

For

Member N Mayne

Chairperson M Miles

Against

Member U Casuri Balouch

Member B Neeson

Deputy Chairperson L Whyte

Abstained

The motion was declared lost by 2 votes to 3.

LOST

Resolution number UH/2019/53

MOVED by Member U Casuri Balouch, seconded by Member B Neeson:

That the Upper Harbour Local Board:

a) receive the draft Auckland Council submission and report on the Remuneration Authority’s proposed policy on childcare allowances.

CARRIED

Auckland Council’s Quarterly Performance Report: Upper Harbour Local Board for quarter three 2018/2019

The Advisor, Local Board Services, was in attendance to support the item.

Resolution number UH/2019/54

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

That the Upper Harbour Local Board:

a) receive the performance report for the financial quarter ending 31 March 2019.

CARRIED

Governance forward work calendar - June 2019 to May 2020

Resolution number UH/2019/55

MOVED by Chairperson M Miles, seconded by Member N Mayne:

That the Upper Harbour Local Board:

a) receive the Upper Harbour Local Board governance forward work calendar for the period June 2019 to May 2020, as set out in Attachment A to this agenda report.

CARRIED

Record of the Upper Harbour Local Board workshops held on Thursday 11 April and 2 May 2019

Resolution number UH/2019/56

MOVED by Chairperson M Miles, seconded by Member N Mayne:

That the Upper Harbour Local Board:

a) receive the record of the Upper Harbour Local Board workshops held on Thursday 11 April and 2 May 2019 (refer to Attachments A and B to the agenda report).

CARRIED

23	Board members' reports - May 2019
	There were no board members’ reports at this time.

24 Consideration of Extraordinary Items

There was no consideration of extraordinary items.

25 Procedural motion to exclude the public

Resolution number UH/2019/57

MOVED by Chairperson M Miles, seconded by Member B Neeson:

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 Community centre management: Headquarters and Sunderland Lounge, Hobsonville Point

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)(b)(i) - The withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret.

In particular, the report contains financial and business planning information specifically relating to the expression of interest that could be seen as a trade secret and if made public, would enable these groups or others in the future, to provide similar information.

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

12.30pm The public was excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and will be restated in the open minutes.

1.19pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

Community centre management: Headquarters and Sunderland Lounge, Hobsonville Point

Resolution number UH/2019/58

MOVED by Chairperson M Miles, seconded by Member B Neeson:

That the Upper Harbour Local Board:

a) approve Hobsonville Community Trust as the service provider for community centre management of the Headquarters building and the Sunderland Lounge, Hobsonville Point.

b) approve the Community Centre Management Contract for Service, for a term of three years from 1 July 2019 for $164,000 per annum, annually adjusted for inflation, noting that the contract for service will be funded through the local board’s asset-based services operational budget.

c) thank the Hobsonville Point Residents Society for their submission.

d) thank the Hobsonville Community Trust for their submission and signal to the group that the board expects them to work closely with the Hobsonville Point Residents Society, and any other groups established in the area.

Restatement

e) confirm that only the resolutions are to be restated in the open section of the minutes and that the reports and attachments remain confidential.

A division was called for, voting on which was as follows:

For

Member N Mayne

Chairperson M Miles

Member B Neeson

Deputy Chairperson L Whyte

Against

Abstained

Member U Casuri Balouch

The motion was declared carried by 4 votes to 0.

CARRIED

1.22pm 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
	Nicholas Mayne
	Brian Neeson, JP