Aotea / Great Barrier Local Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Aotea / Great Barrier Local Board held in the Claris Conference Centre, 19 Whangaparapara Road, Claris, Great Barrier Island on Tuesday, 17 September 2019 at 1.00pm.

 

present

 

Chairperson

Izzy Fordham

 

Deputy Chairperson

Luke Coles

 

Members

Jeff Cleave

 

 

Susan Daly

 

 

Shirley Johnson

 

 

ALSO PRESENT

 

Councillor

Mike Lee

From 1.00pm, item 1 until 1.50pm, item 6

 

IN ATTENDANCE

 

 

Kathy Cumming

Barrier Bulletin

 

Aotea / Great Barrier Local Board

17 September 2019

 

 

 

1          Welcome

 

Chairperson IM Fordham opened the meeting and welcomed everyone present. Member J

Cleave led the meeting with a karakia.

 

 

2          Apologies

 

There were no apologies.

 

 

3          Declaration of Interest

 

Chairperson IM Fordham declared a conflict of interest in respect to Aotea / Great Barrier International Dark Sky Sanctuary Advisory Group (DAG) final meeting report and Glenfern Sanctuary Trust – Education and Research Business Case – Interim Report at item 11 - Environmental agency and community group reports and the funding applications of Great Barrier Island Sports and Social Club Incorporated and Great Barrier Island Coastguard Rescue Incorporated at item 12 - Aotea / Great Barrier Island Local and Capital Grants Round One 2019/2020 grant allocations report.

Deputy Chair L Coles declared a conflict of interest in respect to Aotea Community Radio Trust funding application at item 12 - Aotea / Great Barrier Island Local and Capital Grants Round One 2019/2020 grant allocations report and Aotea Education Trust at item 14 –Aotea Education Trust accountability report and approval for unspent funds report.

Member S Daly declared a conflict of interest in respect to Aotea / Great Barrier International Dark Sky Sanctuary Advisory Group (DAG) final meeting report  at item 11 - Environmental agency and community group reports, the funding applications of Great Barrier Island Community Heritage and Arts Village Trust and Tamar Warwick at item 12 - Aotea / Great Barrier Island Local and Capital Grants Round One 2019/2020 grant allocations report and the Aotea Education Trust at item 14 –Aotea Education Trust accountability report and approval for unspent funds report.

 

 

4          Confirmation of Minutes

 

Resolution number GBI/2019/99

MOVED by Chairperson I Fordham, seconded by Member S Daly:  

That the Aotea / Great Barrier Local Board:

a)           confirm the ordinary minutes of its meeting, held on Tuesday, 20 August 2019 as true and correct.

CARRIED

 

 

5          Leave of Absence

 

There were no leaves of absence.

 

 

 

6          Acknowledgements

 

Note: The Chair with the consent of the meeting accorded precedence to Item 6.1: Valedictory speech and reflections at this time.

6.2

Obituary - Shane Billingham and Martin Adlam

 

The Aotea / Great Barrier Local Board acknowledged the passing of Shane Billingham and Martin Adlam with a minute’s silence.

 

Resolution number GBI/2019/100

MOVED by Chairperson I Fordham, seconded by Deputy Chairperson L Coles:  

That the Aotea / Great Barrier Local Board:

a)            express its condolences to the whanau of Shane Billingham and Martin Adlam who recently passed away.

 

CARRIED

 

 

6.1

Valedictory Speech and Reflections

 

Note:   The Chair invited Councillor Mike Lee to speak.

 

Resolution number GBI/2019/101

MOVED by Chairperson I Fordham, seconded by Deputy Chairperson L Coles:  

That the Aotea/ Great Barrier Local Board:

a)           receive the end of term address from the 2016- 2019 local board members and ward councillor.

 

CARRIED

 

 

7          Petitions

 

There were no petitions.

 

 

8          Deputations

 

There were no deputations.

 

 

 

9          Public Forum

 

9.1

Public Forum

 

 

 

Resolution number GBI/2019/102

MOVED by Chairperson I Fordham, seconded by Member S Daly:  

That the Aotea / Great Barrier Local Board:

a)        note the Public Forum presentations.

b)       thank the following for their Public Forum presentations and attendance:

i)               Sarah Matthews - Kotuku Peninsular Charitable Trust

ii)             Paul McGlashan - Kotuku Peninsular Charitable Trust and Orama Christian Trust

iii)           Jude McGeady and Hannah Gale – Aotea Fight Back

iv)           Mark Durling – Great Barrier Island Golf Club Incorporated

v)             Anna Marie Clough and Michelle Benson and John Ogden  - Oruawharo Medlands Ecovision Group

vi)           Judy Gilbert – Windy Hill Rosalie Bay Catchment

vii)          Rendt Gorter – Great Barrier Island Coastguard Rescue Incorporated

viii)        Leonie Howie - Great Barrier Island Community Health Trust

ix)           Steve Kendall – Great Barrier Island Community Health Trust and Great Barrier Island Sports and Social Club Incorporated

x)             Kit Cunningham – Aotea Community Radio Trust & Barrier Social Club

xi)           Lynda Moran & Tony Storey – Aotea Community Radio Trust

 

CARRIED

 

 

10        Extraordinary Business

 

10.1

Extraordinary Business – Update on the costs for Claris Cemetery project

 

The board is required to inform the Aotea / Great Barrier Island community of the costs for the Claris cemetery project. The board deemed that the information is shared urgently to the community noting that it is the board’s final business meeting for the term.

 

A document was tabled at the meeting in respect to this item. A copy of the tabled document has been attached to the official minutes and is available on the Auckland Council website as a minutes attachment.

 

 

 

Resolution number GBI/2019/103

MOVED by Chairperson I Fordham, seconded by Member S Daly:  

That the Aotea / Great Barrier Local Board:

a)               consider an extraordinary item Update on the costs for Claris Cemetery project at Item 22 – Consideration of Extraordinary Items of this agenda, noting:

i)       the reason the matter was not on the agenda is that the matter came to light after the close of the agenda, and

ii)     the reason for urgency is that the board need to give direction on:

·         whether to proceed with this project, considering the current cost estimates and benefits

·         the preferred construction option for the cemetery.

 

CARRIED

 

Attachments

a     17 September 2019, Aotea / Great Barrier Local Board: Item 10.1 – Extraordinary business - upate on the costs for Claris Cemetery project memo

 

 

11

Environmental agency and community group reports

 

A document was tabled at the meeting in respect to this item. A copy of the tabled document has been attached to the official minutes and is available on the Auckland Council website as a minutes attachment.

Dave Smith – acting operations manager, Department of Conservation was in attendance to speak to the DoC operational report.

Chairperson IM Fordham declared an interest in respect to Aotea / Great Barrier International Dark Sky Sanctuary Advisory Group (DAG) final meeting report and Glenfern Sanctuary Trust – Education and Research Business Case – Interim Report and took no part in the discussion or voting on this item.

Member S Daly declared an interest in respect to Aotea / Great Barrier International Dark Sky Sanctuary Advisory Group (DAG) final meeting report and took no part in the discussion or voting on this item.

 

Note:   changes to original recommendation clause a) were made and new clause c), clause d) and clause e) were added with the agreement of the meeting.

 

Resolution number GBI/2019/104

MOVED by Member J Cleave, seconded by Member S Johnson:  

That the Aotea/ Great Barrier Local Board:

a)      note the following reports:

i)       Great Barrier Island Biosecurity Report July – August 2019

ii)      Department of Conservation operations report – September 2019

iii)         Great Barrier Island Environmental Trust report – September 2019

iv)         Aotea / Great Barrier International Dark Sky Sanctuary Advisory Group (DAG) final meeting report, August 2019

v)           Glenfern Sanctuary Trust – Education and Research Business Case – Interim Report

b)          agree to reallocate the financial year 2018/2019 unspent funds of DAG to the following:

i)             contribution to send two members of the group to the International Starlight Conference in Lake Tekapo from 20 to 23 October 2019.

ii)           allocate funds be made to the local community facilities social clubs to assist in an upgrade of their outdoor lighting.

c)           agree to the request of Glenfern Sanctuary Trust to extend the date for the Education and Research Business Case final report from December 2019 to June 2020.

d)          thank Dave Smith from the Department of Conservation for his attendance and presentation.

e)           thank all the Aotea / Great Barrier Island community and environmental groups for their continued good work this term.

CARRIED

 

Attachments

a     17 September 2019, Aotea / Great Barrier Local Board: Item 11 – Environmental agency and community group reports tabled document – Glenfern Sanctuary Trust – Education and Research Business Case – Interim Report

 

 

12

Aotea / Great Barrier Island Local and Capital Grants Round One 2019/2020 grant allocations

 

Robert Walsh - Grants Advisor was in attendance to speak to this report.

Chairperson IM Fordham declared an interest in this item and took no part in the discussion or voting on the funding applications of Great Barrier Island Sports and Social Club Incorporated and Great Barrier Island Coastguard Rescue Incorporated.

Deputy Chair L Coles declared an interest in this item and took no part in the discussion or voting on the funding application of Aotea Community Radio Trust.

Member S Daly declared an interest in this item and took no part in the discussion or voting on the funding applications of Tamar Warwick and Great Barrier Island Community Heritage and Arts Village Trust.

 

Resolution number GBI/2019/105

MOVED by Member J Cleave, seconded by Member S Johnson:   

That the Aotea / Great Barrier Local Board:

a)      fund, part-fund or decline applications received for Aotea / Great Barrier Capital and Local Grants Round One 2019/2020 listed in tables one and two below.

Table one: Aotea / Great Barrier Local Grants, Round One 2019/2020 grant applications

Application ID

Organisation

Requesting funding for

Amount requested

Board’s decision

LG2004-104

Windy Hill Rosalie bay Catchment

Towards the cost of the Hirakimata bird survey.

$14,711.75

$14,711.75

LG2004-105

Tamar Warwick

Towards costs of promotional  materials for the on-island cancer care fundraising event.

$870.00

$870.00

LG2004-106

Great Barrier Island Sports and Social Club Incorporated

Towards the 2019 Guy Fawkes display and Santa Parade.

$2,300.00

$2,300.00

LG2004-108

Orama Christian Trust

Towards 2019/2020 rates for the trust.

$7,500.00

$3,340.00

LG2004-111

Great Barrier Island Community Health Trust

Towards the 2019 “Spectacular by Nature - Garden Tour”.

$3,022.50

$2,628.26

LG2004-115

Great Barrier Island Sports and Social Club Incorporated

Towards the 2019/2020 rates bill for the social club

$3,457.00

$3,457.00

LG2004-116

Great Barrier Island Community Heritage and Arts Village Trust

Towards new signage for the Gray House Museum.

$2,927.60

$2,707.04

LG2004-118

Great Barrier Island Environmental Trust on behalf of the Oruawharo Medlands Ecovision Group

Towards community-led biodiversity protection and restoration undertaken by the Oruawharo Medlands Ecovision Group

$21,600.00

$21,600.00

LG2004-119

Aotea Ora Community Trust

Towards the 2020 “Off The Grid” event.

$17,825.00

$17,825.00

Total

 

 

$74,213.85

$69,439.05

Table two: Aotea / Great Barrier Capital Grants, Round One 2019/2020 grant applications

Application ID

Organisation

Requesting funding for

Amount requested

Board’s decision

LG2004-101

Kotuku Peninsular Charitable Trust

Towards the costs of repairing the damage to the sanctuary perimeter fence.

$8,463.00

$8,463.00

LG2004-109

Barrier Social Club Incorporated

Towards the retaining wall and earthworks for the playground project.

$15,502.00

Decline. Insufficiently developed application, needs more information from applicant.

LG2004-110

Barrier Social Club Incorporated

Towards phase two of the water system upgrade.

$9,063.00

$9,063.00

LG2004-112

Great Barrier Island Coastguard Rescue Incorporated

Towards the gangway and fuel costs for the rescue vessel.

$10,000.00

$10,000.00

LG2004-113

Orama Christian Trust

Towards solar panel and battery upgrades for the trust.

$42,302.50

$13,150.00 contribution towards solar panel

LG2004-114

Great Barrier Island Golf Club Incorporated

Towards the golf club toilet block upgrade project.

$50,000.00

$40,000.00

LG2004-117

Aotea Community Radio Trust

Towards an upgrade of the Aotea Community Radio equipment and facilities upgrade.

$37,119.00

$37,119.00

Total

 

 

$172,449.50

$117,795.00

Table three: Aotea / Great Barrier Capital Grants, Round Two 2018/2019 deferred grant application

Application ID

Organisation

Requesting funding for

Amount requested

Board’s decision

LG1904-206

Great Barrier Island Community Health Trust

Towards an upgrade of the solar system

$50,000.00

Defer until an outcome of the Trust’s funding application from Foundation North has been received.

Total

 

 

$50,000.00

b)         thank Robert Walsh and Guia Nonoy for their attendance and great work on the Aotea / Great Barrier Capital and Local Grants Round One 2019/2020.

CARRIED

 

 

13

Temporary arrangements for urgent decisions and staff delegations during the election period

 

Resolution number GBI/2019/106

MOVED by Chairperson I Fordham, seconded by Member S Johnson:  

That the Aotea / Great Barrier Local Board:

a)      utilise the board’s existing urgent decision-making process between the final local board business meeting and the commencement of the term of office of new local board members

b)      note that from the commencement of the term of office of new local board members until the inaugural meeting of the incoming local board, urgent decision-making will be undertaken by the Chief Executive under existing delegations

c)      approve that staff, as a temporary measure, can make business as usual decisions under their existing delegated authority without requiring compliance with the requirement in the current delegation protocols to consult with the nominated portfolio holder (or chair where there is no portfolio holder in place), from 22 October 2019, noting that staff will consult with the chair following the inaugural meeting until new arrangements are made at the first business meeting in the new term

d)      note that existing appointments by the local board to external bodies will cease at the election and new appointments will need to be made by the local board in the new term.

CARRIED

 

 

14

Aotea Education Trust accountability report and approval for unspent funds

 

Note:   Member S Johnson had informed the board of her resignation from the Aotea Education Trust effective Monday 16 September 2019. A copy of the minutes of meeting of the Aotea EducationTrust will be provided to the board as soon as available.

Kathy Cumming, strategic broker was in attendance to speak to this report.

Deputy L Coles declared an interest Aotea Education Trust and took no part in the discussion or voting on this item.

Member S Daly declared an interest Aotea Education Trust and took no part in the discussion or voting on this item.

 

Resolution number GBI/2019/107

MOVED by Chairperson I Fordham, seconded by Member J Cleave:  

That the Aotea / Great Barrier Local Board:

a)      receive the end-of-year accountability report and letter dated 5 August 2019 from the Aotea Education Trust.

b)      approve the Aotea Education Trust to use $5268.32 of unspent funds, allocated in the 2018/2019 work programme, towards the licensing process to establish an early childhood education drop-off service on Aotea/Great Barrier Island in 2019/2020.

c)      thank Kathy Cumming for her attendance and all the work she has done for this project.

CARRIED

 

 

 

15

Approving the draft Aotea / Great Barrier Village Parks Activation Plan for public engagement and reallocation of funds for implementation

 

Note:   changes to the original recommendation clause a) were made and clause b) was deleted with the agreement of the meeting.

 

Resolution number GBI/2019/108

MOVED by Chairperson I Fordham, seconded by Member S Daly:  

That the Aotea / Great Barrier Local Board:

a)      note the draft Aotea / Great Barrier Village Parks Activation Plan (Attachment A to the agenda report) and recommend staff to hold a further workshop with the incoming board in February 2020 prior to community engagement.

CARRIED

 

 

16

Receive the Aotea Great Barrier feasibility study of an on-island hull cleaning and maintenance facility report

 

Note:   changes to the original recommendations clause b) were made and a new clauses b), d) and e) were added with the ageement of the meeting.

 

Resolution number GBI/2019/109

MOVED by Chairperson I Fordham, seconded by Member S Daly:  

That the Aotea / Great Barrier Local Board:

a)     receive the Aotea / Great Barrier feasibility study of an on-island hull cleaning and maintenance facility report (Attachment A to the agenda report).

b)     note that the hull cleaning and maintenance facility project sits within council’s regional work programme

c)     recommend Infrastructure and Environmental Services work with the council’s Community Facilities department to further develop the hull cleaning and maintenance facility feasibility study report with input and advice from the incoming local board

d)     request that the consents and compliance team investigate the illegal use of existing tidal grids/poles at Shoal Bay and Smokehouse Bay for hull cleaning and antifoul application

e)     recommend that the local community are engaged from the early stages for the haul-out facility location and concept development and that this stage is progressed with urgency.

 

CARRIED

 

 

17

Informal local board workshop views on the draft findings of the Animal Management Bylaw 2015 review

 

Resolution number GBI/2019/110

MOVED by Chairperson I Fordham, seconded by Member J Cleave:  

That the Aotea / Great Barrier Local Board:

a)      receive the report on informal workshop summary views from local boards on the draft findings of the Animal Management Bylaw 2015 review.

b)      delegate the chairperson in consultation with the board to provide formal views on the draft findings of the Animal Management Bylaw 2015 review by early 2020.

CARRIED

 

 

18

Referred from the Governing Body: Freedom Camping in Vehicles Bylaw

 

Resolution number GBI/2019/111

MOVED by Chairperson I Fordham, seconded by Deputy Chairperson L Coles:  

That the Aotea / Great Barrier Local Board:

a)      note the resolution of the Governing Body with regards to the Freedom Camping in Vehicles Bylaw.

b)      forward any other specific proposal for possible inclusion in a Statement of Proposal to the Chief Executive before 30 September 2019.

c)      delegate the chairperson in consultation with the board to provide feedback on specific proposal for possible inclusion in council’s Statement of Proposal to the Chief Executive.

CARRIED

 

 

19

Auckland Transport September 2019 update to the Aotea / Great Barrier Local Board

 

Resolution number GBI/2019/112

MOVED by Chairperson I Fordham, seconded by Member J Cleave:  

That the Aotea / Great Barrier Local Board:

a)      receive the Auckland Transport September 2019 update report.

CARRIED

 

 

20

Aotea / Great Barrier Governance Forward Work Calendar

 

Resolution number GBI/2019/113

MOVED by Chairperson I Fordham, seconded by Member S Johnson:  

That the Aotea / Great Barrier Local Board:

a)      note the final governance forward work calendar for the political term 2016-2019 dated September 2019.

CARRIED

 

 

21

Aotea / Great Barrier Local Board Workshop Proceedings

 

Resolution number GBI/2019/114

MOVED by Chairperson I Fordham, seconded by Deputy Chairperson L Coles:  

That the Aotea / Great Barrier Local Board:

a)      note the record of proceedings for the workshop held on Tuesday 6 August, Tuesday 13 August and Tuesday 27 August 2019.

CARRIED

 

 

 

22        Consideration of Extraordinary Items

 

22.1

Extraordinary Business – Update on the costs for Claris Cemetery project

 

 

 

Resolution number GBI/2019/115

MOVED by Chairperson I Fordham, seconded by Member S Daly:  

That the Aotea / Great Barrier Local Board:

a)             approve an amendment to the Aotea Great Barrier Local Board 2019 – 2022 Community Facilities Work Programme to allocate Local Improvement Project budget of $37,698 in FY2019 / 2020 for capital expenditure for the Claris Cemetery project to cover the overspend and to carry out a trial of shoring equipment.

CARRIED

 

 

23

Note of appreciation to Auckland Council staff

 

The chairperson thanked all staff for the support and hard work they have done this term for the Aotea / Great Barrier Local Board and to the community.

 

Resolution number GBI/2019/116

MOVED by Chairperson I Fordham, seconded by Deputy Chairperson L Coles:  

That the Aotea / Great Barrier Local Board:

a)             extend their heartfelt gratitude to the following staff for all their hard work and support to the board:

i)                 Cushla Buchanan and our Great Barrier Island Service Centre team

ii)               Jeremy Warden, Shanti Morgan & Thomas Daly – Biosecurity Advisors

iii)             Kathy Cumming – Strategic Broker

iv)             Jestine Joseph – Financial Advisor

v)               Rodney Klaassen, Jody Morley, Katrina Morgan, Michael Cairns, Simon Cook and the rest of Community Facilities team

vi)             Ben Halliwell, Richard La Ville and our Auckland Transport team

vii)            Miriana Knox, Sam Happy, the Waste Solutions team and the rest of I&ES

viii)          Paul Ivory , Murry Burnett and the Property team

ix)             Robert Walsh – Grants Advisor

x)               Shyrel Burt - Service and Asset Planning Specialist

xi)             Megan Walker - Specialist Historic Heritage

xii)            Alison Pye, Peter Vari and Warren Maclennan – Plans and Places

xiii)          Chris Lock and Luo Lei – Auckland Tourism Events & Economic Development

xiv)          Sven Mol - Corporate Affairs Advisor, Panuku Development Auckland

xv)            Helgard Wagener, Jacqui Fyers, Guia Nonoy and Dileeka Senewiratne – Local Board Services Team

 

CARRIED

 

 

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

 

In accordance with Clause 8.1.4 of the Auckland Council Local Board Standing Orders, we hereby confirm the correctness of the minutes of the last meeting of the Aotea / Great Barrier Local Board, held on Tuesday, 17 September 2019 prior to the next Auckland Council election.

 

 

 

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

 

 

 

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

 

 

 

CHIEF EXECUTIVE AND/OR NOMINEE:

 

 

 

……………..……………………………………………

 

Helgard Wagener – Relationship Manager

Aotea / Great Barrier Local Board and Waiheke Local Board