Hibiscus and Bays Local Board

OPEN MINUTES

Minutes of a meeting of the Hibiscus and Bays Local Board held in the Council Chambers, 50 Centreway Rd, Orewa on Thursday, 21 November 2019 at 2:00pm.

present

Chairperson	Gary Brown
Deputy Chairperson	Victoria Short
Members	Andy Dunn
	Janet Fitzgerald, JP
	Gary Holmes
	Julia Parfitt, JP
	Alexis Poppelbaum
	Leanne Willis

ABSENT

ALSO PRESENT

Councillor John Watson

From Item 9 (2:11pm)

IN ATTENDANCE

Hibiscus and Bays Local Board 21 November 2019

1          Welcome

2          Apologies

There were no apologies.

3          Declaration of Interest

There were no declarations of interest.

4          Confirmation of Minutes

Resolution number HB/2019/184

MOVED by Member J Parfitt, seconded by Member J Fitzgerald:

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 18 September 2019 and the extraordinary minutes of its meeting, held on Wednesday, 30 October 2019, as a true and correct record.

CARRIED

Note:   The chairperson accorded precedence to Item 11 – Declaration by Local Board Member Gary Holmes, at this time.

11	Declaration by Local Board Member Gary Holmes
	Hibiscus and Bays Local Board Member Gary Holmes made his declaration pursuant to Schedule 7, clause 14 of the Local Government Act 2002.
	A copy of the signed declaration has been placed on the official minutes and is publicly  available on the Auckland Council website as a minute attachment.
	Attachments a     Declaration by Member Gary Holmes

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.

Note: Councillor J Watson joined the meeting.

9          Public Forum

9.1	Silverdale matters:
	Mrs Lorraine Sampson was in attendance to discuss her concerns regarding Silverdale Village.
	Resolution number HB/2019/185 MOVED by Member A Dunn, seconded by Member A Poppelbaum: That the Hibiscus and Bays Local Board: a) thank Ms Sampson for her verbal presentation CARRIED
	A copy of the document issued to members by Mrs Sampson has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.
	Attachments a     Silverdale Matters

9.2	5G Issues
	Mr Michael Vaughan was in attendance to discuss his concerns regarding 5G
	Resolution number HB/2019/186 MOVED by Member J Parfitt, seconded by Member A Dunn: That the Hibiscus and Bays Local Board: b) thank Mr Vaughan for his verbal presentation CARRIED
	A copy of the documents issued to members by Mr Vaughan have been placed on the official minutes and are available on the Auckland Council website as a minutes attachment.
	Attachments a     5G Issues

10        Extraordinary Business

There was no extraordinary business.

Note:   Item 11 – Declaration by Local Board Member Gary Holmes was considered prior to Item 5 – Leave of Absence.

12	Local board governance work management for the 2019-2022 triennium
	MOVED by Member G Holmes, seconded by Deputy Chairperson V Short:  That the Hibiscus and Bays Local Board: a)      endorse the following approach to effectively and efficiently manage the governance work of the local board for the 2019-2022 triennium: i)       maintain a key focus on annual work programmes and their implementation through quarterly reporting and regular workshops with the whole local board, with decisions made at business meetings
	Resolution number HB/2019/187 MOVED by Member J Parfitt, seconded by Member J Fitzgerald, as an amendment: That the Hibiscus and Bays Local Board: a) defer consideration of this item to a future meeting pending further information. CARRIED
	The substantive motion was put.
	Resolution number HB/2019/188 MOVED by Member J Parfitt, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a) defer consideration of this item to a future meeting pending further information. CARRIED

Note: Councillor J Watson left the meeting.

13	Local board appointments and delegations for the 2019-2022 electoral term
	Note:   changes to the original motion were incorporated with the addition of g) that the             Hibiscus and Bays Local Board supports Alexis Poppelbaum completing the Good            Decision-Makings course, with the agreement of the meeting.
	Resolution number HB/2019/189 MOVED by Member J Parfitt, seconded by Member G Holmes:  That the Hibiscus and Bays Local Board: a)      appoint chairperson G Brown and deputy chairperson V Short, as an alternate, as the nominated local board member for landowner consents (excluding landowner consents for filming) and authorise them to: i)       be the point of consultation for staff on all applications for landowner consent and, at their discretion, refer any application for landowner consent to the local board for a local board decision, and ii)      to be the point of consultation for staff on proposed asset renewal works and, at their discretion, refer any proposed asset renewal works to the local board for a local board decision iii)     receive staff notifications of areas that may involve reputational, financial, performance or political risk. CARRIED
	Resolution number HB/2019/190 MOVED by Member J Parfitt, seconded by Member J Fitzgerald:  That the Hibiscus and Bays Local Board: b) appoint Chairperson G Brown and Deputy Chairperson V Short, as the nominated local board members for landowner consents for filming and authorises them to: i) to be the point of consultation with staff on all applications for landowner consent for filming and, at their discretion, refer any applications for landowner consent for filming to the local board for a local board decision ii) receive notifications from staff of areas that may involve reputational, financial, performance or political risk. CARRIED
	Resolution number HB/2019/191 MOVED by Member J Parfitt, seconded by Member G Holmes:  That the Hibiscus and Bays Local Board: c) appoint Chairperson G Brown and Deputy Chairperson V Short, as the nominated local board members for events and authorises them to receive staff notifications of areas that may involve reputational, financial, performance or political risk. CARRIED
	Resolution number HB/2019/192 MOVED by Member J Parfitt, seconded by Member G Holmes:  That the Hibiscus and Bays Local Board: d)       delegate to Chairperson G Brown and Deputy Chairperson V Short, as an alternate, the authority to prepare and provide local board views and speak to those local board views at any hearings on applications for liquor licences. CARRIED
	Resolution number HB/2019/193 MOVED by Member J Parfitt, seconded by Member A Dunn:  That the Hibiscus and Bays Local Board: e)         delegate to Member G Holmes and Member J Fitzgerald, with Member A             Poppelbaum as an alternate, the authority to provide the local board views on             whether a resource consent should proceed as a non-notified, limited notified             or fully notified application. CARRIED
	Resolution number HB/2019/194 MOVED by Member G Holmes, seconded by Deputy Chairperson V Short:   That the Hibiscus and Bays Local Board: f)          delegate to Member J Fitzgerald and Member J Parfitt, with Member G Holmes             as an alternate, the authority to prepare and provide local board views and             speak those local board views at any hearings on notified resource consents. CARRIED
	Resolution number HB/2019/195 MOVED by Member J Fitzgerald, seconded by Member G Holmes: That the Hibiscus and Bays Local Board: g)         supports Alexis Poppelbaum completing the Good Decision-Makings course. CARRIED

Note: Councillor J Watson returned to the meeting.

14

Appointment of LB members to external community organisations

Note:   changes to the original motion were incorporated with the addition of Vaughan Homestead, with the agreement of the meeting.

            The lead and alternate to each organisation was voted on separately.

Resolution number HB/2019/196

MOVED by Member J Parfitt, seconded by Member G Holmes: 

That the Hibiscus and Bays Local Board:

a)      appoint the following board members to the external community groups and organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
The Sir Peter Blake Marine Education and Recreation Centre Board	Member A Poppelbaum	Deputy Chairperson V Short

CARRIED

Resolution number HB/2019/197

MOVED by Member J Parfitt, seconded by Member G Holmes: 

That the Hibiscus and Bays Local Board:

b)         appoint the following board members to the external community groups and             organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Victor Eaves Reserve Management Trust	Member A Dunn	Member L Willis

CARRIED

Resolution number HB/2019/198

MOVED by Member L Willis, seconded by Deputy Chairperson V Short: 

That the Hibiscus and Bays Local Board:

c)         appoint the following board members to the external community groups and             organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Destination Orewa Beach BID	Member J Fitzgerald	Member A Dunn

CARRIED

Resolution number HB/2019/199

MOVED by Member J Parfitt, seconded by Member G Holmes: 

That the Hibiscus and Bays Local Board:

d) appoint the following board members to the external community groups and    organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Torbay BID	Deputy Chairperson V Short	Member G Holmes

CARRIED

Resolution number HB/2019/200

MOVED by Member J Parfitt, seconded by Member G Holmes: 

That the Hibiscus and Bays Local Board:

e)         appoint the following board members to the external community groups and             organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Browns Bay BID	Member A Poppelbaum	Deputy Chairperson V Short

CARRIED

Resolution number HB/2019/201

MOVED by Member J Parfitt, seconded by Member G Holmes:  

That the Hibiscus and Bays Local Board:

f)          appoint the following board members to the external community groups and             organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Mairangi Bay BID	Member J Parfitt	Member G Holmes

CARRIED

Resolution number HB/2019/202

MOVED by Member G Holmes, seconded by Member J Fitzgerald:

That the Hibiscus and Bays Local Board:

g)         appoint the following board members to the external community groups and             organisations listed below for the 2019-2022 triennium:

External organisation	Lead	Alternate
Vaughan Homestead	Member J Parfitt	Member A Poppelbaum

CARRIED

15

Process for appointment of Local Government New Zealand National Council representative

Resolution number HB/2019/203 MOVED by Member G Holmes, seconded by Member J Fitzgerald: That the Hibiscus and Bays Local Board: a)      note the amended Local Government New Zealand rules. b)      endorse Option A (selection panel made up of representatives from each local board) as the process for appointing the local board representative to the Local Government New Zealand National Council. c)      delegate to the Chairperson Gary Brown to be part of the selection panel to appoint the local board representative to the Local Government New Zealand National Council. d)      agree in principle to two annual meetings of Auckland Council and Local Government New Zealand (or their representatives) with the arrangements to be decided by the three Auckland Council representatives to the Local Government New Zealand National Council and staff. e)      endorse the proposal that the meetings of the Auckland Council/ Local Government New Zealand meetings be co-chaired by the governing body and local board representatives appointed to the Local Government New Zealand National Council. CARRIED

16

Adoption of a business meeting schedule

Resolution number HB/2019/204

MOVED by Member G Holmes, seconded by Member J Fitzgerald:

That the Hibiscus and Bays Local Board:

a)      adopt the meeting schedule outlined below for the period November 2019 to December 2020:

DATE	TIME	VENUE
Business Meeting Thursday, 21 November 2019	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Community Forum Thursday 5 December 2019	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday, 12 December 2019	2pm	Local Board Office 2 Glen Road Browns Bay
Community Forum Wednesday, 5 February 2019	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday 20 February 2020	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Community Forum Thursday 5 March 2020	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday 19 March 2020	2pm	Local Board Office 2 Glen Road Browns Bay
Community Forum Thursday 2 April 2020	6pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Business Meeting Thursday 16 April 2020	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Community Forum Thursday 7 May 2020	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday 21 May 2020	2pm	Local Board Office 2 Glen Road Browns Bay
Community Forum Thursday 4 June 2020	6pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Business Meeting Thursday 18 June 2020	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Community Forum Thursday 2 July 2020	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday 16 July 2020	2pm	Local Board Office 2 Glen Road Browns Bay
Community Forum Thursday 6 August 2020	6pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Business Meeting Thursday 20 August 2020	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Community Forum Thursday 3 September 2020	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday 17 September 2020	2pm	Local Board Office 2 Glen Road Browns Bay
Community Forum Thursday 1 October 2020	6pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Business Meeting Thursday 15 October 2020	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Community Forum Thursday 5 November 2020	6pm	Local Board Office 2 Glen Road Browns Bay
Business Meeting Thursday 19 November 2020	2pm	Local Board Office 2 Glen Road Browns Bay
Community Forum Thursday 3 December 2020	6pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa
Business Meeting Thursday 10 December 2020	2pm	Council Chamber Orewa Service Centre 50 Centreway Road, Orewa

b)      agree to commence business meetings at 2.00pm to be held at the Council Chambers, Orewa Service Centre and the Local Board Office, Browns Bay, alternating each month between the two local board venues. Public forum will be scheduled at the start of the business meeting, to enable participation by the public and stakeholders in the democratic process.

c)      agree to commence community forum meetings at 6.00pm at the Council Chambers, Orewa Service Centre, and the Local Board Office, Browns Bay, alternating each month between the two local board venues. Community forums are being introduced to provide a dedicated forum for community groups and members of the public to present and update the local board on projects or issues through deputations.

e)      note that deputations are at the approval and discretion of the chairperson and must be booked through the democracy advisor at least seven days in advance.

d)      note the dates and times for business meetings to make decisions on local board plans and local board agreements are yet to be scheduled.

CARRIED

17

Urgent decision-making process

Resolution number HB/2019/205 MOVED by Member J Parfitt, seconded by Member G Holmes: That the Hibiscus and Bays Local Board: a)      adopt 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 requirements of a quorum. b)      delegate authority to the chair and deputy chair, or any person acting in these roles, to make urgent decisions on behalf of the local board. c)      agree 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 an authorisation memo. d)      note that all urgent decisions will be reported to the next ordinary meeting of the local board. CARRIED

18	Decisions made under delegation during the 2019 election period
	Resolution number HB/2019/206 MOVED by Member G Holmes, seconded by Member A Poppelbaum: That the Hibiscus and Bays Local Board: a)      note the decision made under delegation by Chairperson J Parfitt and Deputy Chairperson J Fitzgerald to approve a report under urgency on a temporary alcohol ban for Crate Day 2019 on the Hibiscus Coast during the 2019 election period. CARRIED

19        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

3.44 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 Hibiscus and Bays Local Board HELD ON

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

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