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Eastern Bays Community Board
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MINUTES OF A MEETING OF THE EASTERN BAYS COMMUNITY BOARD

HELD ON WEDNESDAY, 20 FEBRUARY 2008 AT 6.00 PM

PRESENT: Mr Colin Davis, JP Chairperson
  Mrs Kate Cooke  
  Dr Adriana Gunder, JP  
  Mr David Roberton  
  Councillor Doug Armstrong, QSO [until 6:37pm item 7; from 6:40pm item 7]
  Councillor Toni Millar, JP  

  1. Top APOLOGIES

    Moved: Davis / Armstrong

    That apologies from Board member Helen Wallace for non-attendance be accepted.

    CARRIED

  2. Top CONFIRMATION OF MINUTES

    Moved: Davis / Cooke

    That the minutes of the Eastern Bays Community Board meeting held on Wednesday, 23 January 2008 be confirmed as a true and correct record.

    CARRIED

  3. Top EXTRAORDINARY BUSINESS

    Moved: Davis / Gunder

    That the following items be considered as extraordinary business:

    1. Local Government Elected Members Determination 2008 (as item 17)
    1. This matter was not on the agenda as the information was received after the agenda was compiled.
    2. The reason for urgency being that the decision of the Remuneration Authority be formally noted by the Eastern Bays Community Board.
    1. Delegations Review (as item 18)
    1. This matter was not on the agenda as the information was received after the Eastern Bays Community Board agenda was compiled.
    2. The reason for urgency being that Board spokespersons appointments are required to ensure no delays in processing consents if community board input is required. Delays could be caused in processing consents if this matter were deferred to the March Community Board meeting.
    1. Business Case for Travel: Members of Regional Governance Committee to Visit Brisbane City Council (as item 19)
    1. This matter was not on the agenda as the information was received after the Eastern Bays Community Board agenda was compiled.
    2. The reason for urgency being that Western Bays Community Board Chairman has asked community boards to consider whether a community board member should also be included in the trip to Brisbane.

    CARRIED

  4. Top PUBLIC FORUM

    There were no requests to speak in public forum.

  5. Top UPDATE FROM POLICE - SENIOR SERGEANT GRAEME PORTER

    The Chairman welcomed Senior Sergeant Graeme Porter and invited him to address the Board meeting. The Senior Sergeant gave an overview of the policing initiatives being undertaken in general and especially regarding Ladies Bay, Gentlemen's Bay, Cliff Road, and tagging in the ward.

    Moved: Davis / Gunder

    That Senior Sergeant Graeme Porter be thanked for his attendance.

    CARRIED

    LOCAL EVENT FUNDING

  6. Top ST HELIERS BAY VILLAGE ASSOCIATION

    Moved: Davis / Armstrong

    That the application from the St Heliers Bay Village Association for funds in the sum of $3,740 towards the cost of holding the St Heliers Bay Festival on 5 April 2008 be approved from the local event fund.

    CARRIED

    GENERAL BUSINESS

  7. Top DOG BYLAW SUBMISSION

    Moved: Davis / Millar

    1. That the Eastern Bays Community Board appoints the Chairman, the Deputy Chair and Board Member Gunder to form a working party to prepare and present the Board's submissions on the Dog Control Bylaw review, with a report back to the Board of the outcomes.
    2. That Council be requested to extend the public notification period for one month for the Dog Control Bylaw due to the public and school holidays during the proposed dog bylaw public consultation period (17 March to 18 April 2008).
    3. That in order to clearly identify any proposed changes to the existing bylaw officers be requested to use a different and "bolded" typeface in the documentation being publicly advertised.

    CARRIED

  8. Top ROYAL COMMISSION - REGIONAL GOVERNANCE

    Moved: Davis / Gunder

    1. That the Eastern Bays Community Board forms a working party consisting of the Chairman and the Deputy Chair to prepare and present the Board's submissions to the Royal Commission on Auckland Governance; and to report back to the Board.
    2. That the Council be requested to provide regular updates on all meetings, activities, decisions and resolutions by the Council, any Council committee and any Auckland City community board that involves or relates to the Royal Commission on Auckland Governance.
    3. That the resolutions from the Eden/Albert Community Board and Maungakiekie Community Board meetings held on 23 January 2008 relating to the Royal Commission on Auckland Governance be noted.

    CARRIED

  9. Top CHAIRMAN'S REPORT

    The Chairman tabled a memo from the Group manager City planning dated 11 February 2008 regarding "Future planning framework - Community board event".

    [ATTACHMENT 9A]

    Moved: Davis / Cooke

    1. That the report by the Chairman dated 12 February 2008 be received.
    2. That the Eastern Bays Community Board agree to host an event to seek community input into the District Plan review, noting the memo from the Group manager city planning dated 11 February 2008, and that the Board express its disappointment at the officers' proposal that such an event for part of the Eastern Bays Ward (viz the Stonefields area) be held under the auspices of another community board.
    3. That the Chairman be authorised to exercise the Eastern Bays Community Board vote for Christine Shepherd, JP, as the Zone 1 New Zealand Community Boards' Executive Committee Deputy Representative 2008.
    4. That the Small Local Improvement Projects (SLIPs) team be complimented on the positive proposals to increase the efficiency and effectiveness of the SLIPs process.

    CARRIED

  10. Top BOARD MEMBERS REPORTS

    10.1. HELEN WALLACE

    Moved: Davis / Gunder

    That the report from Board Member Helen Wallace dated 11 February 2008 be received.

    CARRIED

    10.2. KATE COOKE

    Moved: Cooke / Davis

    That the report by Board Member Kate Cooke dated 11 February 2008 be received.

    CARRIED

    10.3. DAVID ROBERTON

    David Roberton tabled an article published in the Tuesday, 5 February 2008 East & Bays Courier entitled "polluted waters kill".

    [ATTACHMENT 10.3A]

    Moved: Roberton / Davis

    1. That the report by Board Member David Roberton dated 12 February 2008 be received.
    2. That a copy of the recent article on Tamaki Estuary Pollution be sent to the Auckland Regional Council for comment and response; and that the Tamaki Community Board be advised of the Board's action.

    CARRIED

  11. Top COUNCILLORS' REPORTS

    11.1. COUNCILLOR MILLAR

    Moved: Millar / Davis

    1. That the report by Councillor Millar be received.
    2. That a formal opening of St Johns Bush by the Mayor be held with the Eastern Bays Community Board, Friends of St Johns Bush, and Auckland City Council celebrating the opening for use of this new reserve.

    CARRIED

    11.2. COUNCILLOR ARMSTRONG

    Moved: Armstrong / Davis

    That the verbal report from Councillor Armstrong where he gave an overview of his current responsibilities, commitments and issues associated with them be received .

    CARRIED

  12. Top UPDATE ON ISSUES

    Moved: Davis / Armstrong

    That the report entitled "Update on Issues" by the Democracy advisor dated 14 February 2008 be received noting:

    1. that the cleaning of the Mission Bay clock tower is to be undertaken during March 2008;
    2. that the replacement of Madills Farm bollards is to be undertaken during March 2008;
    3. that the bicycle ban on the St Heliers Bay boardwalk is deferred by the officers until the Council's delegations review has been completed;
    4. that the resealed carriageway of The Parade has been repaired in an unsatisfactory manner;
    5. that the clay fill at 350 St Johns Road is still unsightly.

    CARRIED

  13. Top REPORTS REQUESTED/PENDING

    Moved: Davis / Armstrong

    That the reports requested/pending list for February 2008 by the Democracy advisor be received, noting:

    1. that the response relating to the Board's resolution of 26 November 2007 "Managing Recreation Programmes in open public spaces", does not fully address the Board's concern as its resolution was at the request of the Events Manager and related specifically to preventing over-use of Vellenoweth Green and Tamaki Drive and other Eastern Bays reserves for city-wide events;
    2. that in relation to a feasibility study for installing a roundabout at the Allum Street/Melanesia Road intersection officers be requested to undertake a survey of local residents to confirm the data from the Transport New Zealand 5-year crash report.
    3. that the questions of yellow broken lines and traffic islands be deferred to the April Community board meeting pending a sketch taking into account the safety of pedestrians/the disabled to cross Tamaki Drive, and parking demands.

    CARRIED

  14. Top GROUP ACTIVITY REPORTS

    Moved: Davis / Armstrong

    That the Group Activity Reports for January 2008 be received.

    CARRIED

  15. Top CORRESPONDENCE RECEIVED

    Moved: Davis / Armstrong

    That the correspondence from the Funding Manager, Eastern Bays Hospice dated 31 January 2008 be received.

    CARRIED

  16. Top COMMUNITY BOARD ACHIEVEMENTS REGISTER

    Moved: Davis / Armstrong

    That the following achievements be added to the community board register:

    • St Heliers Bay Foreshore Upgrade

    CARRIED

    EXTRAORDINARY BUSINESS

  17. Top LOCAL GOVERNMENT ELECTED MEMBERS DETERMINATION 2008

    Secretarial Note:

    This item was not contained on the agenda and introduced as an extraordinary item by resolution under item 3.

    The Chairman tabled a letter dated 15 February 2008 from the Chairman of the Remuneration Authority advising that the Authority has considered the boards' submissions.

    [ATTACHMENT 17]

    Secretarial note: Advice received from the Group manager democracy services that the Local Government Elected Members Determination 2008 will be gazetted on Thursday, 21 February 2008. The expense policy is still to be reviewed and the outcome is expected by Friday, 22 February. The detail of what has been approved is attached.

    [ATTACHMENT 17A]

    Moved: Davis / Cooke

    That the letter from the Chairman, Remuneration Authority and the information on the Local Government Elected Members Determination 2008 (Schedule 1) be received.

    CARRIED

  18. Top DELEGATIONS REVIEW

    Secretarial Note:

    This item was not contained on the agenda and introduced as an extraordinary item by resolution under item 3.

    The Council's Finance and Strategy Committee on 13 February 2008 considered the attached reports dated 4 and 12 February 2008 recommending changes to the Council's delegations, and in particular delegations to community boards. The Board's attention is drawn to 3.5.3 in the 4 February report.

    [ATTACHMENT 18]

    The Finance and Strategy Committee resolved:

    That it be a recommendation to Council:

    1. That the two phase approach to the review and revision of the delegations register (interim review followed by a substantive review) be approved.
    2. That the functions and delegations approved at the 23 August, 1 November and 22 November 2007 Council meetings be reconfirmed, subject to the following interim changes:
    1. That the changes to the regulatory delegations be approved, with the key change being the creation of four subordinate decision makers reporting to the new City Development Committee.
    2. That the establishment of two sub-committees - the Appeals Sub-Committee and the Specialist Hearings Sub-Committee be approved (these sub-committees will report to the new City Development Committee, forming two of the four subordinate decision makers).
    3. That Council delegates to the Chief Executive the power to on delegate all staff delegations except those powers of authorities in respect of which delegation is prohibited by statute or regulation.
    4. That the interim changes be referred to the City Development Committee for consideration and recommendation to the Finance and Strategy Committee and Council.
    5. That in the interim period Dog control objections should be the responsibility of the Appeals Sub-Committee and Councillors appointed by the Sub-Committee.
    1. That the existing staff and financial delegations be confirmed.
    2. That during the transitional period of the delegations review the Deputy Mayor and Councillor Northey be given delegated authority to determine the appropriate decision making entity to which an item should be referred where it is not clearly specified in the delegations register (this delegation does not preclude the item being referred to the Finance and Strategy Committee upon agreement from both the Deputy Mayor and Councillor Northey, this delegation supersedes the delegation approved in resolution B of item 12 of the 22nd November 2007 Council meeting).

    Secretarial note: The report presented to the 13 February Finance and Strategy Committee has been amended as a result of discussion at that meeting. An updated report will be presented to the 28 February 2008 Council meeting on this matter.

    Moved: Davis / Gunder

    1. That the Eastern Bays Community Board expresses concern that it is unclear from the reports and recommendations to council as to whether community boards have the same, increased or reduced delegations than those that existed prior to the October 2007 triennial elections.
    2. That a copy of the Eastern Bays Community Board's resolutions be sent to all of Auckland City Council's community boards for their information.
    3. That two Eastern Bays Community Board spokespersons be confirmed for planning and trees, as follows.
    Colin Davis Planning
    David Roberton Trees
    1. That any further reports regarding the delegations review going to the council meeting on 28 February 2008 be sent to all community boards members for their information.

    CARRIED

    Councillor Armstrong declared a conflict of interest and did not vote on this item.

  19. Top BUSINESS CASE FOR TRAVEL: MEMBERS OF REGIONAL GOVERNANCE COMMITTEE TO VISIT BRISBANE CITY COUNCIL

    Secretarial Note:

    This item was not contained on the agenda and introduced as an extraordinary item by resolution under item 3.

    The Council's Finance and Strategy Committee on 13 February 2008 considered the attached report dated 13 February from the Council's Senior Strategic analyst. The report seeks approval for travel by a delegation of the Regional Governance Committee to meet Brisbane City Council representatives.

    The Chairman of the Western Bays Community Board has placed the following Notice of Motion on the agenda for his Board's meeting on 20 February, and has sent a copy of the officer's report and his Notice of Motion to community board members for consideration.

    [ATTACHMENT 19]

    The Finance and Strategy Committee at its meeting of 13 February 2008 resolved as follows:

    1. That the proposed travel to Brisbane by a delegation from the Regional Governance Committee to assist with Council's understanding of best practice and provide ideas for Council's submission to the Royal Commission on Auckland Governance be approved.
    2. That the finalisation of the arrangements associated with meeting Brisbane city council representatives be delegated to the Mayor, Deputy Mayor and Chairman of the Finance and Strategy Committee.
    3. That it be noted that a report will be provided to all councillors with the relevant findings after the trip to meet with Brisbane City Council representatives for Council's Royal Commission on Auckland Governance submission.

    Moved: Davis / Gunder

    That the memo dated 15 February 2008 from the Western Bays Community Board Chairman be received.

    CARRIED

    Councillor Armstrong declared a conflict of interest and did not vote on this item.

    There being no further business the Chairman declared the meeting closed at 7:50 pm.