Whau Local Board

OPEN MINUTES

Minutes of a meeting of the Whau Local Board held in the Whau Local Board Office, 31 Totara Avenue, New Lynn on Wednesday, 4 December 2019 at 6:00pm.

present

Chairperson	Kay Thomas
Deputy Chairperson	Susan Zhu
Members	Fasitua Amosa
	Catherine Farmer
	Ulalemamae Te'eva Matafai
	Warren Piper
	Jessica Rose

ALSO PRESENT

Whau Ward Councillor

Tracy Mulholland

Whau Local Board 04 December 2019

1          Welcome

            The Chairperson K Thomas opened the meeting and welcomed those present.

2          Apologies

There were no apologies.

3          Declaration of Interest

There were no declarations of interest.

4          Confirmation of Minutes

Resolution number WH/2019/145

MOVED by Member T Matafai, seconded by Chairperson K Thomas:

That the Whau Local Board:

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

CARRIED

5          Leave of Absence

There were no leaves of absence.

6          Acknowledgements

6.1

Measles Oubreak in Samoa

Resolution number WH/2019/146 MOVED by Member T Matafai, seconded by Chairperson K Thomas: That the Whau Local Board: a) receive Member T Matafai’s message to honour the medical staff working tirelessly on island to fight measles outbreak, and to express that our thoughts are with the families who have lost loved ones. Sending prayers and alofa (love) to the wider Samoan community in NZ who are affected by this tragedy. Fa’afetai lava mo lenei avanoa (Thank you for this opportunity). CARRIED

7          Petitions

There were no petitions.

8          Deputations

8.1	Deputation: Motu Design - Our Future Avondale project
	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 attachement.
	Resolution number WH/2019/147 MOVED by Chairperson K Thomas, seconded by Member J Rose: That the Whau Local Board: a)      receive the presentation on Motu Design – Our Future Avondale, and thank Jaclyn Bonnici (Avondale Community Action Co-ordinator) and Nina Patel for their attendance. CARRIED
	Attachments a     04 Dec 2019, Whau Local Board meeting, Item 8, Motu Design - Our Future Avondale

9          Public Forum

9.1	Public Forum: Lynette Adams and Dave George -  Sport Waitakere
	Lynette Adams and Dave George attended to address the meeting regarding Sport Waitakere’s activities and future development of relationship with the local board.
9.2	Public Forum: Steve McDonald – Seniors’ High Tea
	Steve McDonald attended to address the meeting on behalf of Grey Power, and to request the local board’s continued support for a Seniors’ High Tea event.
9.3	Public Forum: Phil Oster  - Acquisition of land for tree-park
	Phil Oster attended to address the meeting regarding the acquisition of private sale land in 52-58 Canal Road and its suitability for open space purposes.
9.4	Public Forum: Janet Charman – Tait Park Highbury Triangle
	Janet Charman attended to address the meeting regarding her concern about the sale of land to fund the new library mulipurpose centre Avondale and request public consultation about Tait Park Highbury Triangle.
9.5	Public Forum: Michelle Burstall – Slippery bricks of footpath in Avondale Town Center
	Michelle Burstall attended to address the meeting regarding her concerns  about the slippery bricks of footpath in the Avondale town center and speak in support of their replacement.
9.6	Public Forum: Marcus Amosa – Avondale Business Association (Chairperson) Marcus Amosa attended to address the meeting regarding Whau Local Board’s work and achievements, and to speak in support of the footpath fix in Avondale Town Centre.
	Resolution number WH/2019/148 MOVED by Chairperson K Thomas, seconded by Member C Farmer:  That the Whau Local Board: a) thank Lynette Adams, Dave George, Steve McDonald, Phil Oster,Janet Charman, Michelle Burstall and Marcus Amosa for their public forum addresses. CARRIED

10        Extraordinary Business

There was no extraordinary business.

Precedence of Business

Resolution number WH/2019/149

MOVED by Chairperson K Thomas, seconded by Member W Piper:

That the Whau Local Board:

a) agree that Item 26 – Ward Councillor’s Update be accorded precedence at this time.

CARRIED

26	Ward Councillor's Update
	Resolution number WH/2019/150 MOVED by Chairperson K Thomas, seconded by Member W Piper: That the Whau Local Board: a)      thank Whau Ward Councillor Tracy Mulholland for her update and receive her tabled report. CARRIED
	Attachments a     04 Dec 2019, Whau Local Board meeting, Item 26, Ward Councillor's Update

11	Avondale Business Association - BID targeted rate payment
	Note: Member F Amosa declared an interest in this item and neither spoke nor voted on the matter.
	Resolution number WH/2019/151 MOVED by Chairperson K Thomas, seconded by Member W Piper: That the Whau Local Board: a)      approve the reinstatement of the Avondale Business Improvement District quarterly targeted rate grant payments starting December 2019 b)      request that staff continue monitoring the Avondale Business Association executive committee progress through to the 2020 annual general meeting and a follow-up review of the financial controls in 6 months c)      agree to pay out the funds that have been withheld from the Avondale Business Association to date following a satisfactory follow up review of the Avondale Business Association’s financial controls. CARRIED

12	Auckland Transport Update Report for the Whau Local Board - December 2019
	Resolution number WH/2019/152 MOVED by Chairperson K Thomas, seconded by Member T Matafai: That the Whau Local Board: a)      receive Auckland Transport’s update report for December 2019. CARRIED

13	Local Board Transport Capital Fund – Endorsement of Concept for the Avondale Town Centre Footpath Upgrade - Streetscape Enhancement
	Resolution number WH/2019/153 MOVED by Chairperson K Thomas, seconded by Member J Rose: That the Whau Local Board: a) agree that Item13 Local Board Transport Capital Fund – Endorsement of Concept for the Avondale Town Footpath Upgrade – Streetscape Enhancement be deferred until the next meeting of the Whau Local Board scheduled to be held 26 Feb 2020 at 6pm. CARRIED

14	Change to Community Facilities 2019 - 2022 Work Programme - Archibald Park playground development
	Resolution number WH/2019/154 MOVED by Deputy Chairperson S Zhu, seconded by Member C Farmer: That the Whau Local Board: a)      approve an additional $100,000 of Locally Driven Initiative (LDI) Capex for the development of the play facility at Archibald Park (SharePoint 3622), bringing the total allocation of this funding to $915,000, as outlined in Attachment A. CARRIED

15

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

Resolution number WH/2019/155 MOVED by Member T Matafai, seconded by Member F Amosa: That the Whau Local Board: a)      receive the Financial Performance report for quarter one ending 30 September 2019. b)      note that the Community Facility 2019/2020 work programme and 2020-2022 indicative work programme have been updated to reflect financial deferrals as a part of the Annual Plan process as follows: i)       SharePoint ID 1988 project ‘Te Whau Pathway Stage 2A - funding deferral of $276,945 to FY2019/2020 ii)      SharePoint ID 2143 project ‘Blockhouse Bay Community Centre - funding deferral of $71,100 to FY2019/2020. iii)     SharePoint ID 2152 project ‘Avondale - funding change as follows:  FY2018/2019 - $67,383 FY2019/2020 - $350,000 FY2020/2021 - $842,547 FY2021/2022 - $2,700,000 FY2022/0223 - $17,078,993 FY2020/2021 funding moved to FY2022/2023 to align with the expected timing of the project. iv)     SharePoint ID 2247 project ‘(OLI) Whau Recreation Centre - funding change adding $350,000 in FY2020/2021 making a total of $18,350,000 for FY2019/2020. v)      SharePoint ID 2394 project ‘Crum Park - funding deferral of $70,328 in FY2019/2020. vi)     SharePoint ID 2458 project ‘New Lynn Community Centre - funding deferral of $326,050 to FY2019/2020. vii)    SharePoint ID 3227 project ‘Te Whau Pathway Stage 2A - funding deferral of $171,839 in FY2020/2021. c)      Approve the amendments in the following Community Facilities 2019 – 2022 work programme Project descriptions: i) SharePoint ID 2152. From ‘Avondale - develop new community centre and library’ to ‘Develop new integrated community centre and library in Avondale’ FY218/19 & FY19/20 - Investigation and consent design. FY20/21 - Develop concept design and resource consent. FY21/22 - detailed design and procurement. FY22/23 & FY23/FY24 – construction ii) SharePoint ID 1988. From ‘Te Whau Pathway Stage 2A - develop boardwalk connections’ to ‘Develop Te Whau Pathway connector from Ken Maunder to Rizal Reserve‘ FY17/18, FY18/19 - consultation and investigation. FY19/20 & FY20/21 - design and consenting. FY20/21 & FY21/22 - procurement and construction. iii)     SharePoint ID 2247. From ‘(OLI) Whau Recreation Centre – develop new aquatic and recreation facility’ to ‘(OLI) Whau Pool and Recreation Centre – develop new pool and recreation centre in Whau area. CARRIED

16	Whau Local Board Progress Report for one year to end of September 2019
	NOTE: Chairperson K Thomas acknowledged the previous local board for their work and achievements.
	Resolution number WH/2019/156 MOVED by Member T Matafai, seconded by Member F Amosa: That the Whau Local Board: a) receive the Whau Local Board Plan 2017 – Progress Highlights for year ended September 2019 report. CARRIED

17

Whau Quick Response Round One 2019/2020 grant allocation

Resolution number WH/2019/157

MOVED by Member C Farmer, seconded by Member J Rose:

That the Whau Local Board:

a)      agree to fund, part-fund, or decline each application in Whau Quick Response Round One 2019/2020 as listed in the following table:

Table One:  Whau Quick Response Round One 2019/2020 grant applications

Application number	Organisation	Requesting funding for	Amount requested	Amount approved
QR2021-105	Losalia Aleva	Towards venue hire and tutor's fees for Tongan dance classes in the Whau. Decline – grant round oversubscribed: Limited funding	$1,000.00	$0.00
QR2021-113	Waitākere Japanese Supplementary School (WJSS)	Towards venue hire, teaching and material costs for WJSS after-school programme for term one, 2020. Decline - grant round oversubscribed: Limited funding.	$500.00	$0.00
QR2021-115	Aaron Murtagh	Towards venue hire for an artist's theatrical performance and rehearsal between January and March 2020.	$975.00	$500.00
QR2021-118	Zeal Education Trust - West Auckland	Towards Zeal West Auckland schools' tour including staff wages, marketing, photography, van hire, and artists' performance costs between February and June 2020. Note: Towards the selected schools in the Whau Local Board area only.	$2,000.00	$1,000.00
QR2021-101	New Windsor Primary School	Towards the New Windsor Community Hub set-up, including the purchase of a sink bench, fan, microwave, a small fridge and installation costs.	$1,836.09	$1,836.09
QR2021-108	Rainbow Celebrating Life Trust	Towards the venue hire, dance choreographer fees, and insurance to run a dance fitness series. Decline - grant round oversubscribed: Limited funding	$6,000.00	$0.00
QR2021-110	Clean Plate	Towards facilitation, food supplies and venue hire costs to run "Clean Plate Less Waste Lunchbox" workshops to an early childhood centre in the Whau area.	$1,600.00	$1,000.00
QR2021-111	Gujarati Samaj New Zealand Incorporated	Towards bus hire for the senior groups' outdoor activities between January and April 2020.	$2,000.00	$500.00
QR2021-112	Migrant Action Trust	Towards the purchase of a driving simulator kit to support overseas groups obtain the New Zealand driver license. Decline - grant round oversubscribed: limited funding.	$2,000.00	$0.00
QR2021-114	Youthline Auckland Charitable Trust	Towards the overall costs to train, manage and supervise the volunteer counsellors. Decline - grant round oversubscribed: limited funding.	$2,000.00	$0.00
QR2021-117	Blockhouse Bay Community Centre	Towards the purchase of new trestle tables for the Blockhouse Bay Community Centre.	$1,669.57	$1,669.57
QR2021-126	Nina Patel	Towards printing 75 copies of “Our Future Avondale” booklet.	$1,000.00	$1,000.00
QR2021-127	Whau Pacific Wardens	Towards patrolling expenses in the Whau area from December 2019 to March 2020. Decline - grant round oversubscribed: limited funding.	$1,000.00	$0.00
QR2021-119	Charlotte Museum Trust	Towards the rental costs for the Charlotte Museum’s exhibition between February and March 2020. Note: Towards the rental costs from February to December 2020.	$2,000.00	$500.00
QR2021-102	The Creative Souls Project under the umbrella of Whau the People Charitable Trust	Towards the "Youth Activist Climate Change" project, including marketing and staff salary from October 2019 to July 2020. Decline - grant round oversubscribed: limited funding.	$2,000.00	$0.00
QR2021-104	West Lynn Garden Society Incorporated	Towards costs to restore the footpath at West Lynn Garden between 22/12/2019 and 15/01/2020.	$852.00	$852.00
QR2021-107	Whau Ward Walking Samoans under the umbrella of Community Waitakere Trust	Towards the purchase of food and gazebos for "Whau Ward Walking Samoans Family Day Out" on 4 January 2020. Note: Towards the gazebos only.	$2,000.00	$470.00
QR2021-109	Auckland Climbing Youth Development Club	Towards a contribution for the youth indoor rock climbing programme in  2020. Decline - grant round oversubscribed: limited funding.	$1,600.00	$0.00
QR2021-123	Pop-Up Bike Hub	Towards the "Pop-Up Bike Hub." Note: Towards website development for Avondale’s Pop-up Bike Hub users.	$1,000.00	$825.00
QR2021-124	Mandy Siitia	Towards venue hire for the "Whau Community Sports Night" between April to September 2020.	$1,000.00	$1,000.00
Total			$34,032.66	$11,152.66

CARRIED

18

Annual Budget 2020/2021 consultation

Resolution number WH/2019/158 MOVED by Member T Matafai, seconded by Member F Amosa: That the Whau Local Board: a)      approve local content for consultation (Attachment A ) and local supporting information for consultation (Attachment B). b)      delegate authority to the local board chairperson to approve any final changes required to the local content and supporting information for the Whau Local Board for the Annual Budget 2020/2021 consultation, including online consultation content. c)      approve the following Have Your Say event in the local board area during the Annual Budget 2020/2021 consultation period: i)       Wednesday 26 February, 2020 at 6pm as part of the Public Forum section of the Whau Local Board Business meeting, at the Whau Local Board Office, 31 Totara Avenue, New Lynn. 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 (or New Zealand sign language) interaction’ 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)       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

19

Reinstatement of Manukau Harbour Forum

Resolution number WH/2019/159 MOVED by Member F Amosa, seconded by Deputy Chairperson S Zhu: That the Whau Local Board: a) agree to re-constitute the Manukau Harbour Forum Joint Committee with the Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Waitākere Ranges, and Whau Local Boards for the 2019/22 electoral term. b)      appoint Chairperson K Thomas as lead to the Manukau Harbour Forum and Member J Rose as alternate. c)      note the first workshop and meeting of the Manukau Harbour Forum is scheduled for 10.00am–1.00pm Friday 13 December 2019 in Mangere. d)      note that the reconstituted Forum will have two co-chairs one being a local board member and one being a governing body representative of the Manukau Harbour Forum. The local board co-chair representative will be elected by a majority of members at the first meeting. An invitation will be extended to the Governing Body to appoint two members noting one will act in a co-chair role. e)      confirm the updated Terms of Reference for the Manukau Harbour Forum as outlined in Attachment A, noting they have been amended enabling two members of the Governing Body to be invited to join the forum, one of the Governing Body members will be co-chair of the forum. f)       delegate authority to the Manukau Harbour Forum to make decisions within its Terms of Reference, noting that any significant or controversial decisions will only be made by the forum with the confirmation by resolution of all the member boards that would be affected by the decision and that the local board will reserve the right to hold and promote a different view to that of the forum on any issue that may impact the local board area. g)      confirm that any further changes to the Manukau Harbour Forum’s Terms of Reference will be agreed first by the forum then recommended to the nine member boards for their approval, noting that resolutions must be identical. h)      note that in order for the requirements of this agreement for the Manukau Harbour Forum to be reached, the resolutions of each of the nine-member boards made in respect of recommendations a) (b)-(f) above (with the exception of (b) where appointees are to be named) must be identical and that in the absence of identical resolutions by all member boards, the forum will not meet the requirements under clause 30a of Schedule 7 to the Local Government Act 2002. i)       receive and note the Manukau Harbour Forum governance and management support review report (Attachment B). CARRIED

20

Appointment of Whau Local Board Members to external community organisations

Resolution number WH/2019/160 MOVED by Deputy Chairperson S Zhu, seconded by Member C Farmer: That the Whau Local Board: a)      appoint Chairperson K Thomas to the Aircraft Noise Community Consultative Group b)      nominate one board member and one alternate to act as a liaison with the following organisations for the 2019-2022 triennium: i)          Chairperson K Thomas to the Avondale Business Association, and Member W Piper as alternate ii)         Member W Piper to the Blockhouse Bay Business Association, and Member F Amosa as alternate iii)        Deputy Chairperson S Zhu to the New Lynn Business Association, and Chairperson K Thomas as alternate iv)        Member F Amosa to the Rosebank Business Association, and Member W Piper as alternate v)         Member F Amosa to the Whau Coastal Walkway Environmental Trust, and Member J Rose as alternate. CARRIED

21

Local board appointments and delegations for the 2019-2022 electoral term

Resolution number WH/2019/161 MOVED by Chairperson K Thomas, seconded by Member C Farmer: That the Whau Local Board: a)      appoint Deputy Chairperson S Zhu as lead and Member C Farmer as alternate 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. b)      appoint Member F Amosa as lead and Member C Farmer as alternate member, 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. c)      appoint Member F Amosa as lead and Member C Farmer as alternate member, 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 d)      delegate to Chairperson K Thomas the authority to prepare and provide local board views and speak to those local board views at any hearings on applications for liquor licences e)      delegate to Deputy Chairperson S Zhu as lead and Member C Farmer as alternate member 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 f)       delegate to Deputy Chairperson S Zhu as lead and Member C Farmer as alternate member the authority to prepare and provide local board views and speak those local board views at any hearings on notified resource consents. CARRIED

22

Adoption of a business meeting schedule

Resolution number WH/2019/162

MOVED by Chairperson K Thomas, seconded by Deputy Chairperson S Zhu:

That the Whau Local Board:

a)      adopt the meeting schedule outlined below for the 2019-2022 electoral term:

ear
2019	4 December	Wednesday	31 Totara Ave, New Lynn
2020	26 February	Wednesday	31 Totara Ave, New Lynn
	25 March
	22 April –  No meeting
	6 May
	27 May
	17 June (special)
	24 June
	22 July
	26 August
	23 September
	28 October
	25 November
	9 December
2021	24 February	Wednesday	31 Totara Ave, New Lynn
	24 March
	28 April
	26 May
	23 June
	28 July
	25 August
	22 September
	27 October
	24 November
	8 December
2022	23 February	Wednesday	31 Totara Ave, New Lynn
	23 March
	27 April
	25 May
	22 June
	27 July
	24 August
	28 September

b) agree to commence business meetings at 6pm to be held at the Whau Local Board office, 31 Totara Ave, New Lynn. Public forum and deputations will be scheduled in the early part of the business meeting, to enable participation by the public and stakeholders in the democratic process.

c) agree , as noted in the schedule set out in (a) above, to hold two meetings as follows:

i) an ordinary meeting on 6 May 2020 at 6.00pm, and

ii) a special meeting on 17 June 2020 at 9.30am in respect of the 2020/2021 Annual Budget / Local Board Agreement; timing to be confirmed

d)      note the date and time for meetings for local board plan are yet to be finalised.

e)      note two recess weeks annually as follows:

i)      2020

Week 1: from Monday, 13 April, to Friday, 17 April 2020

Week 2: from Monday, 06 July, to Friday, 10 July 2020

ii) 2021

                  Week 1: from Monday, 05 April to Friday, 09 April 2021

                  Week 2: from Monday, 12 July to Friday, 16 July 2021

iii) 2022

                   Week 1: from Monday, 18 April to Friday, 22 April 2022

                   Week 2: from Monday, 11 July to Friday, 15 July 2022.

CARRIED

23

Urgent decision-making process

Resolution number WH/2019/163 MOVED by Chairperson K Thomas, seconded by Member C Farmer: That the Whau 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, chair and deputy chair (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

24	Elected Members' Expense Policy 2019
	Resolution number WH/2019/164 MOVED by Member F Amosa, seconded by Member W Piper: That the Whau Local Board: a)      receive the draft Auckland Council Elected Members’ Expense Policy 2019. CARRIED

25

Process for appointment of Local Government New Zealand National Council representative

Resolution number WH/2019/165 MOVED by Chairperson K Thomas, seconded by Deputy Chairperson S Zhu: That the Whau Local Board: a)      note the amended Local Government New Zealand (LGNZ) 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 LGNZ National Council c)      delegate Chairperson K Thomas to be part of the selection panel to appoint the local board representative to the LGNZ National Council d)      agree in principle to two annual meetings of Auckland Council and LGNZ (or their representatives) with the arrangements to be decided by the three Auckland Council representatives to the LGNZ National Council and staff e)      endorse the proposal that the meetings of the Auckland Council/LGNZ meetings be co-chaired by the governing body and local board representatives appointed to the LGNZ National Council. CARRIED

27	Governance Forward Work Calendar - December 2019
	Resolution number WH/2019/166 MOVED by Member T Matafai, seconded by Member W Piper: That the Whau Local Board: a)   receive the governance forward work calendar for December 2019. CARRIED

28        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

7.26 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 Whau Local Board HELD ON 4 December 2019

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

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