Waitākere Ranges Local Board

OPEN MINUTES

Minutes of a meeting of the Waitākere Ranges Local Board held in the Waitākere Ranges Local Board Office, 39 Glenmall Place, Glen Eden on Thursday, 5 December 2019 at 6:00pm.

present

Chairperson	Greg Presland
Deputy Chairperson	Saffron Toms
Members	Mark Allen
	Michelle Clayton
	Sandra Coney, QSO
	Ken Turner

ALSO PRESENT

Councillors	Linda Cooper
	Shane Henderson

Waitākere Ranges Local Board 05 December 2019

1          Welcome

Chairperson, Greg Presland, opened the meeting and welcomed those present.

2          Apologies

There were no apologies.

3          Declaration of Interest

Members were reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

            Specifically members are asked to identify any new interests they have not previously disclosed, an interest that might be considered as a conflict of interest with a matter on the agenda.

The following are declared interests of the Waitākere Ranges Local Board:

Board Member	Organisation/Position
Mark Allen	Nil
Michelle Clayton	Nil
Sandra Coney	- Waitemata District Health Board – Elected Member - Women’s Health Action Trust – Patron - New Zealand Society of Genealogists – Member - New Zealand Military Defence Society – Member - Cartwright Collective – Member - Community Waitakere – family member has contract
Greg Presland	- Whau Coastal Walkway Environmental Trust – Trustee - Combined Youth Services Trust – Trustee - Glen Eden Bid – Member - Titirangi Ratepayers and Residents Association – Member - Waitakere Ranges Protection Society - Member - Titirangi RSA - Member - Maungakiekie Golf Club – Member
Saffron Toms	- Titirangi Community House - Secretary
Ken Turner	Nil

4          Confirmation of Minutes

Resolution number WTK/2019/150

MOVED by Chairperson G Presland, seconded by Member S Toms:

That the Waitākere Ranges Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 26 September 2019 and the extraordinary minutes of its meeting, held on Thursday, 31 October 2019, as true and correct.

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

8.1

Deputation: Tom Austen - upgrade and re-open Old Coach Road Track

Resolution number WTK/2019/151 MOVED by Member S Toms, seconded by Member M Allen: That the Waitākere Ranges Local Board: a)      receive the deputation to upgrade and re-open the Old Coach Road Track and thank Tom Austen for his presentation. b)      note the Old Coach Road Track is in a regional park and request an updated report on the Regional Parks track upgrades including budgets and explanation of integration of local view points. CARRIED

8.2	Deputation: Sir Bob Harvey - Karekare Surf Club update
	Resolution number WTK/2019/152 MOVED by Member S Coney, seconded by Member M Clayton: That the Waitākere Ranges Local Board: a)      receive the deputation on progress of the Karekare Surf Club rebuild programme and thank Sir Bob Harvey for his attendance. CARRIED
	Attachments a     5 December 2019, Waitākere Ranges Local Board Item 8.2 Deputation: Sir Bob Harvey - Karekare Surf Club update - Presentation

9          Public Forum

9.1	Public Forum: Sport Waitakere and Healthy Families
	Lynette Adams from Sport Waitakere and Kerry Allen of Healthy Families Waitakere attended to address the meeting regarding their group’s activities.
	Resolution number WTK/2019/153 MOVED by Chairperson G Presland, seconded by Member S Toms: That the Waitākere Ranges Local Board: a)         receive the presentation on Sport Waitakere and Healthy Families Waitakere’s activities and thank Lynette Adams (Sport Waitakere) and Kerry Allen (Healthy Families Waitakere) for their attendance. CARRIED

10        Extraordinary Business

There was no extraordinary business.

11	Ward Councillors' Update
	Resolution number WTK/2019/154 MOVED by Chairperson G Presland, seconded by Member M Clayton: That the Waitākere Ranges Local Board: a)      thank Waitākere Ward Councillors Linda Cooper and Shane Henderson for their update. CARRIED

Precedence of Business (7.03pm)

Resolution number WTK/2019/155

MOVED by Chairperson G Presland, seconded by Member S Toms:

That the Waitākere Ranges Local Board:

a)     agree that Item 26: Project Twin Streams Review be accorded precedence at this time.

CARRIED

26	Project Twin Streams Review
	Paul Duffy, Volunteering & Programmes Team Leader, was in attendance to speak to this item.
	Note:   Member M Allen declared an interest in this item and took no part in the discussion or voting on the matter.
	Resolution number WTK/2019/156 MOVED by Member S Coney, seconded by Member S Toms: That the Waitākere Ranges Local Board: a)      receive the Project Twin Steams Strategic Review Report b)      request staff provide a formal report on the proposal for a leadership group, with membership and draft Terms of Reference and the proposed strategic plan for future Project Twin Streams development. c)      request that Healthy Waters participate in the development of b) above. CARRIED

12

Waitākere Ranges Grants Quick Response, Round One 2019/2020

Resolution number WTK/2019/157

MOVED by Chairperson G Presland, seconded by Member K Turner:

That the Waitākere Ranges Local Board:

a)      agree to fund, part-fund or decline the following applications received for Waitākere Ranges Quick Response Grants, Round One 2019/2020.

Table One: Applications for Waitākere Ranges Quick Response Grants, Round One 2019/2020

Application ID	Organisation	Requesting funding for	Amount requested	Amount Approved
QR2019-102	Plumb Productions	Towards venue hire and marketing costs for the Ghost Trees production.	$1,464.00	$1,000.00
QR2019-103	SCOW Incorporated	Towards lures and carbon dioxide canisters for Cornwallis pest control programme.	$1,482.00	$1,482.00
QR2019-104	WIA Hindi Language and Cultural School	Towards the Waitakere Hindi Language and Cultural School annual music and dance night.	$1,500.00	$750.00
QR2019-105	Anne Stone	Towards the preservation of the “Old Packing Shed”.	$1,000.00	$1,000.00
QR2019-107	Clair Hobi	Towards promotional materials for the South Titirangi Neighbourhood Network restoration programme.	$1,000.00	$1,000.00
QR2019-108	Greenback Limited	Towards bait and accessories for a wasp control programme. Deferred: pending advice from Council’s biosecurity unit.	$974.40	0
QR2019-109	Bishop Stream Neighbourhood Garden	Towards replacement of logs in the raised beds and topsoil in the Bishop Stream Neighbourhood Garden	$1,000.00	$1,000.00
QR2019-112	Youthline Auckland Charitable Trust	Towards the triage support and supervision, staff wages.	$1,500.00	$1,500.00
QR2019-113	Zeal Education Trust	Towards Zeal West Auckland schools' tour including staff wages, marketing, photography, van hire and artists' performance costs between February and June 2020.	$1,500.00	$1,500.00
QR2019-114	Waitakere Japanese Supplementary School	Towards the after school programme for term one and term two, 2020.	$780.00	$780.00
QR2019-115	Henderson Valley Residents Association Incorporated	Towards a civil defence emergency cabinet for the Henderson Valley community emergency response room.	$1,500.00	$1,500.00
QR2019-116	West Auckland Community Toy Library	Towards an upgrade of the toy library management software.	$680.00	$680.00
$60QR2019-118	Scotstringnz	Towards Oratia community concert and community “ceilidh” (social music event)	$600.00	$600.00
QR2019-119	Glen Eden Baptist Church	Towards costs for the “Water Weekend 2020” camp.	$1,500.00	$1,000.00
QR2019-120	Interacting Theatre Trust	Towards facilitator costs for weekly community film classes between January and April 2020.	$1,500.00	$800.00
QR2019-121	Piha Surf Life Saving Club Incorporated	Towards first aid items.	$1,032.96	$1,032.96
LG2019-113	Waiatarua Residents and Ratepayers Association Incorporated	Towards the cost of traps for the trap library.	$6,390.00	$5,000.00
Total			$25,403.36	$20,624.96

CARRIED

13	Glen Eden Library, 12-32 Glendale Road, Glen Eden Right of way easement
	Note:   Chairperson G Presland declared an interest in Item 13: Glen Eden Library, 12-32 Glendale Road, Glen Eden Right of way easement and took no part in the discussion or voting on the matter.  The chairperson vacated the chair in favour of the Deputy Chairperson at 7.20pm.             The Chairperson moved back from the table.
	Note:   changes to the original motion were incorporated under clause a) and adding new clause c), were made with the agreement of the meeting.
	MOVED by Member M Allen, seconded by Member K Turner: That the Waitākere Ranges Local Board: a)      recommend to the General Manager, Community Facilities, to approve the grant of right of  way easement over that part of the Library Land at 13-32 Glendale Road, Glen Eden, described as area A on Deposited Plan 327805, in favour of four adjacent properties situated at 7, 9-11, 13 and 27-35 Glenmall Place, Glen Eden and b)      terms and conditions of the right of way easement to be approved in accordance with the Chief Executive delegations.  c)      recommend that any easement includes a condition around maximum number of vehicle movements to take account of any future change in land use where there may be more intensive development.
	A vote was called for and the original motion was LOST by 2 votes to 3.
	Resolution number WTK/2019/158 MOVED by Member S Toms, seconded by Member M Allen: That the Waitakere Ranges Local Board: a)         receive the report. b)         request a further workshop with officers to provide further information. CARRIED
	Deputy Chairperson S Toms vacated the chair.  Chairperson G Presland returned to the mattering and resumed the chair at 7.45pm.

14	Auckland Transport update for December 2019
	Caroline Tauevihi, Elected Member Relationship Manager, was in attendance to speak to this item.
	Resolution number WTK/2019/159 MOVED by Chairperson G Presland, seconded by Member M Clayton: That the Waitākere Ranges Local Board: a)      receive the Auckland Transport update report for December 2019. CARRIED

15	Auckland Council’s Quarterly Performance Report: Waitākere Ranges Local Board for Quarter One 2019/2020
	Raewyn Curran, Snr Local Board Advisor - Waitākere Ranges was in attendance to speak to this item.
	Resolution number WTK/2019/160 MOVED by Chairperson G Presland, seconded by Member M Allen: That the Waitākere Ranges Local Board: a)      receive the 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 has been updated to reflect financial deferrals as a part of the Annual Plan process as shown in Attachment C. 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: i)       2313 – Waitākere Domain Hall renew roof on hall ii)      2596 – Clarence Reserve, renew park amenity lighting iii)     2873 – Titirangi War Memorial Hall, renew all curtains iv)     3033 – Piha Hall, refurbish exterior of hall v)      3034 – Waiatarua Hall, renew carpets in community library. CARRIED

16	Local board appointments and delegations for the 2019-2022 electoral term
	Raewyn Curran, Snr Local Board Advisor - Waitākere Ranges was in attendance to speak to this item.
	Resolution number WTK/2019/161 MOVED by Chairperson G Presland, seconded by Member S Toms: That the Waitākere Ranges Local Board: a)      appoint Member S Toms as lead, Member K Turner as alternate, 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. b)      appoint Member S Coney as lead and Member K Turner , as an alternate, the nominated local board member 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 S Coney as lead and Member S Toms as alternate as the nominated local board member for events and authorises them to receive staff notifications of areas that may involve reputational, financial, performance or political risk d)      delegate to Member G Presland as lead and Member S Toms as 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 e)      delegate to Member S Coney as lead and Member G Presland as 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 f)       delegate to Member G Presland as lead and Member S Coney as alternate, 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

17

Appointment of LB members to external community organisations

Resolution number WTK/2019/162

MOVED by Chairperson G Presland, seconded by Member S Toms:

That the Waitākere Ranges Local Board:

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

External organisation	Lead	Alternate
Aircraft Noise Community Consultative Group	Mark Allen	Saffron Toms
Ark in the Park	Mark Allen	Sandra Coney
Friends of Arataki and Waitākere Regional Parkland Incorporated	Michelle Clayton	Sandra Coney
Glen Eden Business Improvement District (Glen Eden Business Association)	Michelle Clayton	Greg Presland
Glen Eden Playhouse Theatre Trust	Ken Turner	Mark Allen
Te Uru Waitakere Contemporary Gallery	Mark Allen	Saffron Toms and Sandra Coney
The Rural Advisory Panel	Ken Turner	Saffron Toms

CARRIED

Note:   Correction to replace paragraphs 27 and 28 of the Appointment of LB members to external community organisations ‘The Playhouse Theatre Inc. is the theatre company.  The Glen Eden Playhouse Theatre Trust is the trust that runs the threatre.’

18

Process for appointment of Local Government New Zealand National Council representative

Resolution number WTK/2019/163 MOVED by Chairperson G Presland, seconded by Member S Toms: That the Waitākere Ranges 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 to the Chairperson G Presland 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

19

Adoption of a business meeting schedule

Resolution number WTK/2019/164

MOVED by Member S Toms, seconded by Member M Allen:

That the Waitākere Ranges Local Board:

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

Year	Date	Day	Venue
2019	5 December	Thursday	Waitakere Ranges Local Board office, 39 Glenmall Place, Glen Eden
2020	27 February	Thursday
	26 March
	23 April
	7 May (Special)
	28 May
	18 June (Special)
	23 July
	27 August
	24 September
	22 October
	26 November
	10 December
2021	25 February	Thursday	Waitakere Ranges Local Board office, 39 Glenmall Place, Glen Eden
	25 March
	22 April
	27 May
	24 June
	22 July
	26 August
	23 September
	28 October
	25 November
	9 December
2022	24 February	Thursday	Waitakere Ranges Local Board office, 39 Glenmall Place, Glen Eden
	24 March
	28 April
	26 May
	23 June
	28 July
	25 August
	22 September

b)      agree to commence business meetings at 4pm to be held at the Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden.  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)      note the dates and time for 2 special meetings to be held at the Waitākere Ranges Local Board office, 39 Glenmall Place, Glen Eden as follows:

i)       Thursday 7 May 2020 at 10am

ii)      Thursday 18 June 2020 at 4.00pm

d)      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 – Friday, 22 April 2022

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

CARRIED

20

Urgent decision-making process

Resolution number WTK/2019/165 MOVED by Member S Coney, seconded by Member M Clayton: That the Waitākere Ranges 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

21	Annual Budget 2020/2021 consultation
	Note:   changes to the original motion were incorporated by adding a new clause b) and clause d) v), with the agreement of the meeting.
	Resolution number WTK/2019/166 MOVED by Member S Toms, seconded by Member M Allen: That the Waitākere Ranges Local Board: a)      approve Attachment A local content for consultation and Attachment B local supporting information for consultation b)      request that “securing regional funding for Te Henga quarry park development” be added to the board’s list of priorities c)       delegate authority to the local board chairperson to approve any final changes required to the local content and supporting information for the Waitākere Ranges Local Board for the Annual Budget 2020/2021 consultation, including online consultation content d)     approve the following Have Your Say event in the local board area during the Annual Budget 2020/2021 consultation period: i)       Host a Have Your Say event during public forum time at the Thursday 27 February 2020 business meeting ii)      Host a Have Your Say drop-in style event at Glen Eden Library on Friday 6 March 2020 between 10am-12pm iii)     Host a Have Your Say drop-in style event at Titirangi Library on Wednesday 11 March, between 2.30-4.30pm. v)      Host a Have Your Say drop-in style event in conjunction with the Mobile Library. e)      delegate authority to the local board chairperson to approve any final changes required to the Have Your Say event f)       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

22	Elected Members Expense Policy 2019
	Resolution number WTK/2019/167 MOVED by Chairperson G Presland, seconded by Member S Toms: That the Waitākere Ranges Local Board: a)      receive the draft Auckland Council Elected Member Expense Policy 2019. CARRIED

23

Resinstatement of Manukau Harbour Forum

Resolution number WTK/2019/168 MOVED by Member S Toms, seconded by Member M Clayton: That the Waitākere Ranges Local Board: a)      agree to re-constitute the Manukau Harbour Forum Joint Committee with the Franklin, Māngere-Ōtāhuhu, Manurewa, Maungakiekie-Tāmaki, Ōtara-Papatoetoe, Papakura, Puketāpapa, Waitākere Ranges and Whau Local Boards for the 2019-2022 electoral term. b)      appoint one Deputy Chairperson S Toms as lead and Member M Clayton as alternate member to the Manukau Harbour Forum. c)      note the first workshop and meeting of the Manukau Harbour Forum is scheduled for 10.00am–1.00pm Friday 13^th 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

24	Governance Forward Work Programme
	Resolution number WTK/2019/169 MOVED by Chairperson G Presland, seconded by Member M Allen: That the Waitākere Ranges Local Board: a)      note the governance forward work programme calendar for December 2019. CARRIED
	Attachments a     5 December 2019, Waitākere Ranges Local Board Item 24: Governance Forward Work Programme - updated calendar

25        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

Note:   Item - 26. Project Twin Streams Review was taken after Item 11: Ward Councillors’ Update.

27	Chair's Report for December 2019 - Greg Presland
	Resolution number WTK/2019/170 MOVED by Chairperson G Presland, seconded by Member S Toms: That the Waitākere Ranges Local Board: a)      receive the Chair’s report for December 2019. CARRIED

8.46 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 Waitākere Ranges Local Board HELD ON

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

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