Hibiscus and Bays Local Board

OPEN MINUTES

Minutes of a meeting of the Hibiscus and Bays Local Board held in the Browns Bay Local Board Office, 2 Glen Road, Browns Bay on Thursday, 12 December 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

Hibiscus and Bays Local Board 12 December 2019

1          Welcome

            The Chairperson welcomed all those in attendance and opened the meeting with a Karakia.

2          Apologies

There were no apologies.

3          Declaration of Interest

Chairperson G Brown declared an interest in Item 11 - Hibiscus and Bays Local Board Quick Response Round One 2019/2020 grant allocations.

4          Confirmation of Minutes

Resolution number HB/2019/207

MOVED by Member J Fitzgerald, seconded by Deputy Chairperson V Short:

That the Hibiscus and Bays Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 21 November 2019, including the confidential section, as a true and correct record, subject to the following amendment:

i) Item 14 c), Resolution number HB/2019/198 as follows:

“Two nominations for lead at Destination Orewa Beach BID were received. The vote was tied with Member J Parfitt and Member G Holmes nominating  Member J Fitzgerald, and Member L Willis and Deputy Chairperson V Short nominating Member A Dunn. The outcome was determined using a coin toss, Member J Fitzgerald took the lead with Member A Dunn assuming the alternate role”.

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

9.1	Public Forum - Pedestrian Safety in Silverdale
	Ms Sampson attended to address the meeting regarding pedestrian safety in Silverdale. A verbal presentation and supporting information was provided. Copies have been attached to the official minutes and are available on the Auckland Council website as a minutes attachment.
	Resolution number HB/2019/208 MOVED by Member G Holmes, seconded by Member A Dunn: That the Hibiscus and Bays Local Board: a)         thank Ms Sampson for her presentation regarding pedestrian safety in Silverdale and receive the presentation. CARRIED
	Attachments a     12 December 2019 Hibiscus and Bays Local Board Item 9.1 - Public Forum; Pedestrian Safety in Silverdale

10        Extraordinary Business

There was no extraordinary business.

Note:   The Chairperson accorded precedence to Item 13 - Grant application from Friends of Okura Bush at this point.

13	Grant application from Friends of Okura Bush
	Note:   Changes to the original recommendation under clause a) and the addition of clause b) were made with the agreement of the meeting.
	Resolution number HB/2019/209 MOVED by Member J Parfitt, seconded by Member G Holmes: That the Hibiscus and Bays Local Board: a) agree to fund the request for $10,000 from Friends of Okura Bush for the Okura Bush Festival on 15 February 2020, from the Local Discretionary Initiative Operational grants budget. b) agree that consideration be given to this event being included as a partnership fund event in future years as part of the annual work programme. CARRIED

11

Hibiscus and Bays Local Board Quick Response Round One 2019/2020 grant allocations

Chairperson G Brown declared an interest in this item in particular application QR2006-133 Hibiscus Rodders.

Resolution number HB/2019/210

MOVED by Member G Holmes, seconded by Member A Dunn:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-101 Stage It Productions Limited	Towards the cost of three mentors for a week-long technical and health and safety mentoring program.	$2,000.00	Requested that applicant advertise in both subdivisions regarding course availability	$2,000.00

CARRIED

Resolution number HB/2019/211

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-102 Estuary Arts Charitable Trust	Towards volunteer training costs.	$2,000.00		$2,000.00

CARRIED

Resolution number HB/2019/212

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-110 Yasmin Bashir-Elahi	Towards advertising, uniforms, venue hire and website development.	$1,000.00	Suggest applicant approach Centrestage for partnership funding	$0

CARRIED

Resolution number HB/2019/213

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-114 Centrestage Theatre Company (Orewa) Incorporated	Towards the sound and lighting costs to deliver "Lion King JR," a live amateur theatre production.	$2,000.00		$2,000.00

CARRIED

Resolution number HB/2019/214

MOVED by Member G Holmes, seconded by Member L Willis:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-122 Mairangi Arts Centre Trust Board	Towards the materials, curation and workshop facilitator's fee for the “My Culture, My Family, Myself” exhibition programme 2020.	$2,000.00	Low priority as already funded this financial year	$ 0

CARRIED

Resolution number HB/2019/215

MOVED by Member J Fitzgerald, seconded by Member A Poppelbaum:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-124 Panacea Arts Charitable Trust	Towards the facilitator fee, administration costs and venue hire to run a weekly therapeutic arts class over sixteen weeks.	$2,000.00	Request that this group  advertise in the Bays subdivision as well.	$2,000.00

CARRIED

Resolution number HB/2019/216

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-104 Coast Pet Care Charitable Trust	Towards the purchase of five trap cages for animal rescue	$1,650.00		$1,650.00

CARRIED

Resolution number HB/2019/217

MOVED by Deputy Chairperson V Short, seconded by Member J Parfitt:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-107 The Scout Association of New Zealand (Awatuna Sea Scouts Group)	Towards the purchase of a roller shutter door	$1,844.60		$1,844.60

CARRIED

Resolution number HB/2019/218

MOVED by Member J Fitzgerald, seconded by Member A Poppelbaum:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-108 Whanau Marama Parenting Limited	Towards costs for parenting courses to be held at the East Coast Bays library between 3 February and 29 May 2020	$1,567.00		$1,567.00

CARRIED

Resolution number HB/2019/219

MOVED by Member J Fitzgerald, seconded by Deputy Chairperson V Short:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-111 Silverdale And Districts Historical Society Incorporated (SDHS)	Towards the purchase of new garden tools for the volunteers who maintain the gardens of the Silverdale Pioneer Village	$2,000.00	Agreed to fund half of the requested costs towards tools and suggest SDHS contact local businesses and/or the Community Park Ranger to assist in providing tools	$1,000.00

CARRIED

Resolution number HB/2019/220

MOVED by Member J Parfitt, seconded by Deputy Chairperson V Short:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-115 Hibiscus Mens Shed Trust	Towards the purchase of a new sawstop	$1,999.00		$1,999.00

CARRIED

Resolution number HB/2019/221

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-118 Future Whangaparaoa Trust	Towards the purchase of a trailer, signwriting, and printing for a mobile "Community Connect Café"	$2,000.00		$2,000.00

CARRIED

Resolution number HB/2019/222

MOVED by Member J Fitzgerald, seconded by Member L Willis:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-123 Business Whangaparaoa Incorporated	Towards venue hire, promotion and partial catering costs for the "Trade and Marine Expo" in April 2020	$2,000.00		$2,000.00

CARRIED

Resolution number HB/2019/223

MOVED by Member J Fitzgerald, seconded by Member L Willis:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-127 Youthline Auckland Charitable Trust	Towards a portion of the youth development practice leader's salary.	$2,000.00	Agreed to fund half of the requested amount since salaries are a lower priority for funding	$1,000.00

CARRIED

Resolution number HB/2019/224

MOVED by Member J Fitzgerald, seconded by Member L Willis:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-130 Coast Youth Community Trust Incorporated	Towards all project costs to deliver four "Flourish Events" to support young people in the Hibiscus and Bays Local Board area	$2,000.00		$2,000.00

CARRIED

Resolution number HB/2019/225

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-119 The Sustainable North Trust trading as Hibiscus Coast Zero Waste	Towards the community volunteers koha and the management of volunteers for the Boulevard Arts Festival to be held on 15 February 2020	$1,650.00		$1,650.00

CARRIED

Resolution number HB/2019/226

MOVED by Member J Parfitt, seconded by Deputy Chairperson V Short:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-116 Lions Club of Orewa Charitable Trust	Towards the purchase of prizes for the children and adult raffles and generator hire for the "Orewa Lions Club 2020 Big Dig" fundraiser event	$2,000.00	Advise this group that prizes are excluded and suggest ensuring all costs are included on future applications	$150.00

CARRIED

Resolution number HB/2019/227

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-113 Bowls North Harbour Incorporated	Towards the purchase of a laptop and software for the centre secretary	$1,233.04	Request the grants team advise this group to seek funding from all affected local boards in future	$1,233.04

CARRIED

Resolution number HB/2019/228

MOVED by Member J Parfitt, seconded by Member A Dunn:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-121 East Coast Bays' and Districts Cricket Club Incorporated	Towards the coaching costs to deliver cricket programmes at the cricket club and in local schools.	$2,000.00		$2,000.00

CARRIED

Resolution number HB/2019/229

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-128 The Browns Bay Racquets Club Incorporated	Towards coaching fees for junior club nights.	$2,000.00	Must be publicly advertised that this is free to non-members	$2,000.00

CARRIED

Resolution number HB/2019/230

MOVED by Member A Poppelbaum, seconded by Member A Dunn:

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-131 North Harbour Volleyball Association Incorporated	Towards costs to manage the volleyball facility and coordinator and event manager fees.	$2,000.00	High cost of entry restricts applicants. Consider fee waivers for groups in Local Board area	$-0

CARRIED

Chairperson G Brown vacated the chair in favour of Deputy Chairperson V Short.

Chairperson G Brown left the meeting at 2:45pm.

Resolution number HB/2019/231

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

That the Hibiscus and Bays Local Board:

a)      agree to fund, part-fund or decline each application received in Hibiscus and Bays Quick Response Round One, listed in Table One.

Applicant and Application ID	Funding for	Amount requested	Reasons/Recommendations	Confirmed Total
QR2006-133 Hibiscus Rodders	Towards entertainment for “The Rodders Beach Festival” on 26 January 2020.	$5,000.00	A significant amount of funding has already been provided making it the highest funded event in the local board area	$-0

CARRIED

Note:   Pursuant to standing order 3.15.5, Members A Dunn and L Willis requested their dissenting votes be recorded.

Deputy Chairperson V Short vacated the chair.

Chairperson G Brown returned to the meeting and resumed the chair at 2:55pm.

12	Hibiscus and Bays Local Board Facility Grant 2019/2020
	Note:   Changes to the original recommendation under clause a) and the addition of sub-clauses i) and ii) were made with the agreement of the meeting.
	Resolution number HB/2019/232 MOVED by Member J Fitzgerald, seconded by Member J Parfitt: That the Hibiscus and Bays Local Board: a)      approve a contestable facility grant round of $150,000, (from the community grants budget) to support the development of local facilities, including the scope and criteria, with an opening date of 25 January 2020, a closing date of 21 February 2020 and a decision date in April 2020, subject to: i)     any successful grant being capped at $50,000 ii)    in the event that any funding after this round remains unallocated that further expressions of  interest be sought publicly. CARRIED

Note:   Item 13 - Grant Application from Friends of Okura Bush was considered prior to Item 11 – Hibiscus and Bays Local Board Quick Response Round One 2019/2020 grant applications.

14	Whangaparāoa Coastal Compartment Management Plan
	Resolution number HB/2019/233 NOMINATED by Member J Parfitt, seconded by Member A Dunn: That the Hibiscus and Bays Local Board: a)      agree that Member J Fitzgerald be a representative on the community reference group to support the development of the Whangaparāoa Coastal Compartment Management Plan. CARRIED
	Resolution number HB/2019/234 NOMINATED by Member J Parfitt, seconded by Member L Willis: That the Hibiscus and Bays Local Board: a) agree that Chairperson G Brown a representative on the community reference group to support the development of the Whangaparāoa Coastal Compartment Management Plan. CARRIED

15	Auckland Transport Update to the Hibiscus and Bays Local Board December 2019
	Resolution number HB/2019/235 MOVED by Member J Fitzgerald, seconded by Deputy Chairperson V Short: That the Hibiscus and Bays Local Board: a)      receive the Auckland Transport Update December 2019. CARRIED

16

Additional Event Survey 2019/2020

Resolution number HB/2019/236 MOVED by Member J Fitzgerald, seconded by Deputy Chairperson V Short: That the Hibiscus and Bays Local Board: a)      approve the allocation of $2,500 from the Locally Driven Initiatives ‘local community grants’ operational budget to fund an additional event survey in 2019/2020 b)      confirm the Rodders Festival 2020 and The Bird Man event for surveying with one of the two Movies in Parks events as an alternative if either of these events do not proceed. CARRIED

17	Elected Members Expense Policy 2019
	Note:   Changes to the original recommendation were incorporated with the addition of clause a), sub-clauses i) A), B), C), ii), iii), iv) and clause b).
	Resolution number HB/2019/237 MOVED by Member A Poppelbaum, seconded by Deputy Chairperson V Short: That the Hibiscus and Bays Local Board: a)         support the draft Auckland Council Elected Member Expense Policy 2019 with the following exceptions: i)       express concern that the childcare allowance policy in the Elected Members Expenses Policy 2019: A)      is not within the spirit of the Local Government Members (2019/2020) Determination 2019; B)      does not sufficiently realise the practicality of childcare arrangements; and C)      assumes a level of flexibility that does not exist in formal childcare services offered by a professional registered company. ii)     express concern that the Governing Body have defined the childcare allowance to be applied only for times when elected members are attending official meetings or workshops of the council. The duties and legitimate business carried out by elected members is more diverse and varied than this narrow description. iii)    request that the childcare allowance policy in the Elected Members Expenses Policy 2019 be broadened to include all legitimate council business that can also be claimed for with mileage reimbursement. iv)    request that the Governing Body establish a working group to include elected members who would be eligible under the child care allowances proposed in the Elected Members Expenses Policy 2019, to provide clarity and better definition on the child care provisions in the draft policy, including what is within the scope of Council business, prior to any confirmation of the Elected Members Expenses Policy 2019. b) note that this resolution be circulated to all local boards for their information. CARRIED

18

New road names in the Southbucks Limited subdivision at Parkview Drive, Hobbs Bay

Resolution number HB/2019/238 MOVED by Member J Fitzgerald, seconded by Member G Holmes: That the Hibiscus and Bays Local Board: a)      approve the new road names Ta Moko Drive, Whakairo Crescent and Whale Bay Rise in the Southbucks Limited subdivision at Parkview Drive, Hobbs Bay, in accordance with section 319(1)(j) of the Local Government Act 1974 and as referenced in Attachments A and B to the agenda report. CARRIED

19	New road name in the Xiriu Zhan subdivision at 129 Wainui Road, Silverdale
	Resolution number HB/2019/239 MOVED by Member J Fitzgerald, seconded by Deputy Chairperson V Short: That the Hibiscus and Bays Local Board: a)      approve the new road name Silverhill Lane in the Xiriu Zhan subdivision at 129 Wainui Road, Silverdale, in accordance with section 319(1)(j) of the Local Government Act 1974 and as referenced in Attachments A and B to the agenda report. CARRIED

20

Annual Budget 2020/2021 consultation

Resolution number HB/2019/240 MOVED by Member G Holmes, seconded by Deputy Chairperson V Short: That the Hibiscus and Bays Local Board: a)      approve Attachment A local content for consultation and Attachment B local supporting information for consultation b)      delegate authority to the local board chairperson to approve any final changes required to the local content and supporting information for the Hibiscus and Bays Local Board for the Annual Budget 2020/2021 consultation, including online consultation content. c)      approve the following Have Your Say events in the local board area during the Annual Budget 2020/2021 consultation period: i)       Have Your Say at the Community Forum, Thursday 5 March, 6pm – 8.30pm at the Hibiscus and Bays Local Board Office, 2 Glen Road Browns Bay ii)      Orewa Sandcastle Competition, Sunday 22 March, 12pm – 3pm, Moana Reserve, Orewa (or if raining, Orewa Library) d)      delegate authority to the local board chairperson to approve any final changes required to the Have Your Say event. e)      delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken interaction (or New Zealand sign language)” in relation to the local board agreement at the council’s public engagement events during the consultation period for the Annual Budget 2020/2021: i)       Hibiscus and Bays Local Board members and chairperson ii)      General Manager Local Board Services, Local Board Relationship Manager, Local Board Senior Advisor, Local Board Advisor, Local Board Engagement Advisor iii)     any additional staff approved by the General Manager - Local Board Services or the Group Chief Financial Officer. CARRIED Note:   Following the meeting, details of the “Have Your Say” event were amended under the Chairperson’s delegation to the following: Murrays Bay Wharf Birdman event, 14 March 2020.

21

Auckland Council’s Quarterly Performance Report: Hibiscus and Bays Local Board for quarter one 2019/2020

Resolution number HB/2019/241 MOVED by Member G Holmes, seconded by Member J Parfitt: That the Hibiscus and Bays Local Board: a)      receive the performance report for quarter one ending 30 September 2019. b)      note that the Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme has been updated to reflect financial deferrals as part of the Annual Plan process as shown in Attachment A. c)      Approve the amendment to the Community Facilities 2019/2020 work programme and 2020-2022 indicative work programme to add the following projects to the Risk Adjusted Programme shown in Attachment C: i)       Centennial Park and Mistletoe path construction (ID 2573) ii)      Hibiscus and Bays – playground improvements (ID 2057) iii)     Implement actions from the Hibiscus and Bays Greenways Plan (ID 2174) iv)     Hibiscus and Bays – install waste minimisation bins (ID 2681) v)      Regency Park Drive Reserve – renew playspace (ID 2836) vi)     Te Ara Tahuna Cycleway – renew structure (ID 2826) vii)    Waiake Beach Reserve – renewal seawall (ID 3209) viii)   Hibiscus and Bays – Ngahere Urban Forest strategy (ID 3095) ix)     Jamie Hansen – renew playspaces (ID 2746) CARRIED

22	Governance forward work calendar
	Resolution number HB/2019/242 MOVED by Member G Holmes, seconded by Deputy Chairperson V Short: That the Hibiscus and Bays Local Board: a)      receive the governance forward work calendar for February 2020. CARRIED

23        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

The Chairperson closed the meeting with a Karakia.

5.00 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:........................................................