MINUTES OF A MEETING OF THE EASTERN BAYS COMMUNITY BOARD

HELD ON WEDNESDAY, 16 APRIL 2008 AT 6.00 PM

1. APOLOGIES

   There were no apologies.

2. CONFIRMATION OF MINUTES

   Moved: Davis / Gunder

   That the minutes of the Eastern Bays Community Board meeting held on Wednesday, 19 March 2008 be confirmed as a true and correct record.

   CARRIED

3. EXTRAORDINARY BUSINESS

   Moved: Davis / Gunder

   1. That an extraordinary item of business be considered as item 16 of the Eastern Bays Community Board agenda endorsing the Board's submissions on the following bylaws:
      • Animals
      • Bathing, health and beauty facilities,
      • Hostels
      • Skin piercing bylaws.
      
      The submissions period closed on 11 April 2008. The submissions were not available at the time the agenda was compiled.

   2. That an extraordinary item of business be considered as item 17 of the Eastern Bays Community Board agenda regarding the review of the public domain and environmental related and administrative bylaws, ie: construction, cultural and recreational facilities, environmental protection and stormwater management, together with the proposal to revoke the amusement galleries, coat of arms and refuse landfill development controls bylaws.

      The reason for this extraordinary item is that the submission closing date of 16 May 2008 is prior to the Board's 21 May meeting.

   CARRIED

4. PUBLIC FORUM

   There were no requests to speak in public forum.

5. NAMING OF A ROAD IN THE MT WELLINGTON QUARRY TO SAMUEL PLACE

   Moved: Davis / Millar

   That the name "Samuel Place" for Road 29 in the Mt Wellington Quarry be approved.

   CARRIED

6. GLEN INNES WALKING & CYCLING IMPROVEMENTS

   Moved: Davis / Wallace

   1. That the Eastern Bays Community Board endorses the preferred options which relate to the Eastern Bays Ward for further investigation and design, including ways to address issues that arose during consultation, as well as minor improvements and initiatives, noting that the predominant options relate primarily to the Tamaki Ward as follows:
      • an uphill cycle lane on the western side of Apirana Ave north of Eastview Road and retaining parking on the eastern side of the road;
      • rationalising onstreet parking, with onroad cycle lanes on Apirana Ave from Eastview Road to Taniwha Street;
      • streetscape improvements along Apirana Ave from Taniwha Street to Merton Road and along Line Road between Taniwha Street and Apirana Ave to improve amenity for all users;
      • cycle lanes along Apirana Ave between Merton Road and Pilkington Road, along Pilkington Road to Jellicoe Road and along Merton Road, in conjunction with extending the Apirana Ave park and ride site;
   2. That an update be reported to the Eastern Bays Community Board in August 2008.
   3. That the Eastern Bays Community Board resolutions be forwarded to the Tamaki Community Board, for their information.

   CARRIED

7. CONSULTATION POLICY - COMMUNITY BOARD FEEDBACK

   Moved: Davis / Cooke

   That the Eastern Bays Community Board appoint a working party consisting of the Chairman and Deputy Chair to review the draft consultation policy and provide feedback to the Democracy advisor on behalf of the Board by Friday, 2 May 2008.

   CARRIED

8. CLIFF ROAD PALISADE WALL AND STORMWATER IMPROVEMENT PROJECT

   Moved: Davis / Gunder

   1. That the memorandum by the Project Manager for Construction Project Management - Transport Infrastructure Delivery Group (TIDG) dated 7 April 2008 and the "Frequently Asked Questions (FAQ)" information sheet regarding the Cliff Road palisade wall and storm water improvement project, be received.

   2. That when reinstating the carriage way and footpath on Cliff Road, officers give consideration to installing "pram crossings".

   CARRIED

9. 2008/2009 DRAFT ANNUAL PLAN

   Moved: Davis / Cooke

   That a working party consisting of the Chairman and the Deputy Chair be formed to prepare the Eastern Bays Community Board's submission to the Council's 2008/2009 Draft Annual Plan.

   CARRIED

10. CHAIRMAN'S REPORT

    Moved: Davis / Wallace

    1. That the Chairman's report dated 7 April 2008 be received.

    2. That the Board's concern about the lack of a timely response by Council's officers to the Eastern Bays Community Board regarding its feedback to the draft Churchill Park Development Recommendation Report, be conveyed to the Group Manager, Arts Community & Recreation Services.

    CARRIED

11. 

    11.1. HELEN WALLACE

    Moved: Wallace / Davis

    1. That the report from Board member Helen Wallace dated 9 April 2008 be received.

    2. That the Traffic safety engineer, Mr Bruce Anderson, be thanked for his good work and excellent support given to the Eastern Bays community during his tenure and that he be wished all the best for the future.

    CARRIED

    11.2. KATE COOKE

    Moved: Cooke / Davis

    1. That the report by Board member Kate Cooke dated 9 April 2008 be received.

    CARRIED

    Moved: Cooke / Wallace

    2. That the Eastern Bays Community Board requests increased monitoring of contractors to ensure they are picking up paper for recycling on the nominated collection days and also to ensure that contractors are sweeping up broken glass and collecting all discarded plastic objects and tins.
    3. That the Call Centre be reminded that complaints need to be recorded regarding contractors, including rubbish contractors and street light contractors, as this is the Council's means of monitoring performance delivery and standards of the contractors. It is the Council's responsibility to ensure that the terms of the contracts are met and complaints are remedied. It should not be for the Call Centre to tell the complainants to redirect their complaint to the contractors.

    CARRIED

    11.3. DR ADRIANA GUNDER

    A small local improvements project (SLIPs) proposal form is attached to the minutes as referenced in resolution D.

    [ATTACHMENT 11.3A]

    Moved: Gunder / Davis

    1. That the report from Board member Adriana Gunder dated 8 April 2008 be received.

    2. That officers be asked to investigate a regular maintenance programme and arrange vegetation clearance from the triple culvert in Madill's Farm to the culvert passing under Melanesia Road to mitigate the likelihood of flooding.

    3. That the decision by Board Member Gunder to accept the alternative proposed by officers to install a garden instead of the shell path at the eastern end of the Kohimarama board walk be noted and endorsed.

    4. That ramp access to the Kohimarama Beach board walk (eastern end) be accepted as a proposed Small Local Improvements Project (SLIPs) project and be forwarded to officers for assessment against the SLIPs criteria.

    CARRIED

    11.4. DAVID ROBERTON

    Moved: Roberton / Davis

    1. That the report by Board member David Roberton dated 6 April 2008 be received.

    2. That the Eastern Bays Community Board seeks clarification of the current designation of Churchill Park and when its designation changed from of a premier (city) park down to a district community park.

    CARRIED

12. 

    12.1. COUNCILLOR MILLAR

    Moved: Millar / Davis

    1. That the report by Councillor Millar dated 9 April 2008 be received.

    2. That the Eastern Bays Community Board's submission to the Council's 2008/2009 Annual Plan include the reinstatement of the St Heliers Bay boat ramp.

    CARRIED

    12.2. COUNCILLOR ARMSTRONG

    Councillor Armstrong had nothing to report.

13. REPORTS REQUESTED/PENDING/ISSUES

    A small local improvements project (SLIPs) proposal form is attached to the minutes as referenced in resolution B. A memo was tabled providing an update on Madill's Farm bollards.

    [ATTACHMENT 13A and 13B]

    Moved: Davis / Gunder

    1. That the Reports requested pending/issues by the Democracy advisor, dated 20 April 2008 be received and updated as follows:

    1. Row 5 - Update on issues - solar powered speed limit reminder signs - Allum Street, response from officers:

    We are very pleased to advise that we will support the purchase of these by the board as part of the Small Local Improvements Project (SLIPs) Process. We would need to go through the SLIPs process with the SLIPs Delivery Team for this work.

    2. Add in resolution 8.D. from the 19 March Eastern Bays Community Board meeting:

    4. That the memo dated 14 March 2008 from the General manager Organisation Wide be received and that clarification be sought as the memo appears to be in conflict with the 28 February 2008 council resolutions. Specifically delegations 11 and 19 (page 21 of agenda).

    3. Add in 9.3 C from the 19 March Eastern Bays Community Board meeting:

    3. That the Chief executive be asked for an update on his memo dated 18 April 2007 regarding the development plan for Tamaki Drive.

    4. Add in 11 B. from the 19 March Eastern Bays Community Board meeting:

    2. That the General manager City Development be asked for an explanation as why the response in row 7 of the Democracy Advisors reports requested/pending/issues report (in the Board's 19 March agenda regarding 350 St Johns Road clay fill) is a direct opposite to what the Board was informed at its meeting on 20 February 2008 (ie: "that the fill placed on site did not require a resource consent...").

    2. That the Small Local Improvements (SLIPs) proposal form for the purchase and installation of driver speed limit feedback signs at Allum Street be forwarded to officers for assessment against the SLIPs criteria.

    CARRIED

14. GROUP ACTIVITY REPORTS

    Moved: Davis / Roberton

    That the Group Activity Reports for March 2008 be received.

    CARRIED

15. COMMUNITY BOARD ACHIEVEMENTS REGISTER

    There was nothing to add to the Achievements Register this month.

16. EASTERN BAYS COMMUNITY BOARD SUBMISSIONS TO BYLAWS

    A copy of the submissions made on behalf of the Eastern Bays Community Board were tabled.

    [ATTACHMENT 16]

    Moved: Davis / Roberton

    That the Eastern Bays Community Board's submissions on the following bylaws be endorsed:

    • Animals
    • Bathing, health and beauty facilities
    • Hostels
    • Skin piercing bylaws.

    CARRIED

17. BYLAW REVIEW - PUBLIC DOMAIN AND ENVIRONMENTAL RELATED BYLAWS

    Council resolved at its 27 March 2008 meeting to publicly notify on 14 April a review of the Amusement Galleries, Construction, Coat of Arms, Cultural & Recreation Facilities, Environmental Protection, Refuse Landfill Development, and Stormwater Management bylaws. The submission closing date for these bylaws is 16 May 2008.

    It is expected that the Council at its 29 April 2008 meeting will formally resolve to publicly notify on 4 May a review of the Wharves, Public Places, Water Supply, Waiheke Wastewater, and Cemeteries bylaws. The submission closing date for these bylaws is 4 June 2008.

    Moved: Davis / Gunder

    1. That the Eastern Bays Community Board forms working parties to prepare the Board's submission (if necessary) and report back to the Board on the following bylaws noting the submission close date of 16 May 2008:

    Bylaw	Board member(s) to formulate submission
    Construction	Kate Cooke
    Cultural and recreational facilities	Helen Wallace
    Environmental protection	David Roberton
    Stormwater management	David Roberton
    Amusement Galleries	Helen Wallace
    Coat of Arms	Colin Davis
    Refuse landfill development	Adriana Gunder

    2. That the Eastern Bays Community Board forms working parties to prepare the Board's submission (if necessary) and report back to the Board on the following bylaws noting the submission close date of 4 June 2008:

    Bylaw	Board member(s) to formulate submission
    Wharves	David Roberton
    Public Places	Adriana Gunder
    Water Supply	David Roberton
    Waiheke Wastewater	N/A
    Cemeteries	Kate Cooke

    CARRIED

    There being no further business the Chairman declared the meeting closed at 6:55 pm.