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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 AUGUST 2008 AT 6.00 PM

PRESENT: Mr Colin Davis, JP Chairman
  Ms Helen Wallace Deputy Chairperson
  Mrs Kate Cooke  
  Dr Adriana Gunder, JP  
  Mr David Roberton  
  Councillor Toni Millar, JP [until 8:04pm item 12]

  1. Top APOLOGIES

    Moved: Davis / Wallace

    That the apologies from Councillor Armstrong for non-attendance and Councillor Millar for early departure be accepted.

    CARRIED

  2. Top CONFIRMATION OF MINUTES

    Moved: Davis / Gunder

    That the minutes of the Eastern Bays Community Board meeting held on Wednesday, 16 July 2008 be confirmed as a true and correct record.

    CARRIED

  3. Top EXTRAORDINARY BUSINESS

    There was no extraordinary business.

  4. Top PUBLIC FORUM

    4.1. MR ROSS DUDER - MAINTENANCE AND IMPROVEMENT OF MISSION BAY FORESHORE

    Moved: Davis / Millar

    1. That Mr Ross Duder and Mrs Lorna Stansfield be thanked for their presentation regarding maintenance and improvement of Mission Bay foreshore.
    2. That Mr Duder's submission be referred to the Group Manager Arts Community and Recreation Services for a report back to the Board.

    CARRIED

    4.2. MR AVAN POLO - CITY NIPPERS

    Mr Polo tabled some information on the proposed dates applied for this season, along with photographs of last seasons programmes.

    [ATTACHMENT 4.2]

    Moved: Davis / Gunder

    1. That Mr Avan Polo, Business Development Manager of Surf Life Saving New Zealand be thanked for his presentation.
    2. That Mr Polo's submission be referred to the Events Manager for an event activity report, noting that the Board supports the City Nippers programme operating at the same venue at St Heliers Beach on similar dates and conditions as were operating in 2007/2008.

    CARRIED

    4.3. TONY GALLAGHER - EASTERN SUBURBS AFC

    Moved: Davis / Millar

    That Mr Tony Gallagher, Senior Chairman of the Under 19 Eastern Suburbs Association Football Club be thanked for his presentation and that the submission be considered with item 5.1.

    CARRIED

    4.4. MR JOHN HALLY - GLENDOWIE TENNIS CLUB (INC)

    Moved: Davis / Roberton

    That Mr John Hally from the Glendowie Tennis Club (Inc) be thanked for his presentation regarding the discretionary funding application for the removal of a tree from the Club's northern boundary fence line, adjacent to Churchill Park, and that the submission be considered with item 5.2.

    CARRIED

    4.5. MRS HATRICK-SMITH - FRIENDS OF ST JOHNS BUSH

    Mrs Hatrick-Smith, Mr Lex Forrest, Ms Liz Evans and Ms Marion Steele from the Friends of St Johns Bush addressed the Board on issues pertaining to St Johns Bush.

    Moved: Davis / Millar

    That Mrs Hatrick-Smith, Mr Lex Forrest, Ms Liz Evans and Ms Marion Steele from the Friends of St Johns Bush be thanked for their presentation regarding St Johns Bush, and that the submission be considered with item 10.

    CARRIED

    Moved: Davis / Millar

    That item 10 be taken at this point.

    CARRIED

    DISCRETIONARY FUNDING

  5. Top 

    5.1. EASTERN SUBURBS ASSOCIATION FOOTBALL CLUB (AFC)

    Moved: Davis / Roberton

    That the Eastern Bays Community Board grants an amount of $750 from its 2008/2009 discretionary funding budget to the Eastern Suburbs Association Football Club to pay the entry fee for the Association's Under 19 team to attend the National Youth Championships tournament to be held in Napier during October 2008.

    Moved the following amendment: Gunder / Cooke

    That the Eastern Bays Community Board grants an amount of $500 from its 2008/2009 discretionary funding budget to the Eastern Suburbs Association Football Club to pay the entry fee for the Association's Under 19 team to attend the National Youth Championships tournament to be held in Napier during October 2008.

    The amendment was put by a show of hands and declared CARRIED by 3 votes for to 1 vote against, with 2 abstentions.

    The Chairman put the following substantive motion:

    That the Eastern Bays Community Board grants an amount of $500 from its 2008/2009 discretionary funding budget to the Eastern Suburbs Association Football Club to pay the entry fee for the Association's Under 19 team to attend the National Youth Championships tournament to be held in Napier during October 2008.

    CARRIED UNANIMOUSLY

    5.2. GLENDOWIE TENNIS CLUB (INC)

    Moved: Davis / Millar

    1. That the Eastern Bays Community Board grants an amount of $1,370 from its 2008/2009 discretionary funding budget to Glendowie Tennis Club towards removing a potentially dangerous radiata pine tree from the Club's northern boundary fence line, adjacent to Churchill Park.
    2. That the (appropriate) planning officer and the (appropriate) parks officer be advised that the Eastern Bays Community Board supports the planting of the replacement trees, as required by the resource consent, in the open space of Churchill Park at a reasonable distance from the Club's leased area of Churchill Park.

    CARRIED

    5.3. ST HELIERS - CAROLS BY CANDLELIGHT

    Moved: Davis / Cooke

    That the Eastern Bays Community Board grants an amount of $1,800 from its 2008/2009 local events fund budget to St Heliers - Carols by Candlelight towards the cost of the annual Carols by Candlelight event to be held during December 2008.

    CARRIED

  6. Top AUCKLAND CITY PARKING

    This item was deferred as the Delivery Planning Manager, On-street parking was unable to attend.

  7. Top GRANT OF OLD/NEW LEASE, THE SCOUT ASSOCIATION OF NEW ZEALAND - ST CHAD'S SCOUT GROUP

    Moved: Davis / Gunder

    That it be a recommendation to the Arts, Culture and Recreation Committee:

    That a new lease be granted to the Scout Association of New Zealand - St Chad's Scout Group subject to the following terms and conditions:

    1. Term - five years commencing 1 May 2008
    2. ii. Rights of Renewal - Two rights of renewal each of five years
    3. iii. Rent - $250.00 plus GST per annum
    4. iv. All other terms and conditions per Auckland City Council's Community and Recreation Lease Policy.

    CARRIED

  8. Top SLIPS (SMALL LOCAL IMPROVEMENT PROJECTS) PROGRAMME UPDATE

    Moved: Davis / Gunder

    1. That the memorandum from the SLIPs (Small Local Improvement Projects) Manager dated 12 August 2008, be received.
    2. That the Eastern Bays Community Board notes that there were no updates available on 6 out of the 15 projects and that the records require updating to reflect the following changes:
      1. (i) that the Kohimarama Beach Shell Path project has been discontinued and replaced with a garden exactly the same as on the other side of the last eastern board walk access way;
      2. (ii) that the Selwyn Reserve Walsh Brothers Sculpture has been completed;
      3. (iii) that signage and plant labelling for the St Johns Bush Walkway is yet to be considered for small local improvement project funding and should not have been listed under the heading as shown.

    CARRIED

  9. Top SLIPS (SMALL LOCAL IMPROVEMENT PROJECTS) PROPOSALS AUGUST 2008

    An updated spreadsheet entitled "proposed small local improvements (SLIPs) - Eastern Bays Community Board August 2008" was tabled to replace agenda page 33.

    [ATTACHMENT 9A]

    Moved: Davis / Gunder

    1. That the memorandum of the SLIPs (Small Local Improvement Projects) portfolio leader, dated 6 August 2008 be received.
    2. That the Eastern Bays Community Board notes that the present location of the boot brushes at Madill's Farm has been identified as being unsafe and a danger to passers by. The Board considers the project is not complete and that the remedial work required to address the safety issues associated with the installation of the boot brushes (ie: the installation of bicycle hoops (or something similar)) should not be funded from the Board's small local improvement project budget.
    3. That the following new proposals from stage 1 proceed for vetting by relevant Council officers to stage 2 scoping:
      New Stage 1 proposals to proceed for vetting by officers to stage 2 scoping Indicative maximum cost CAPEX value OPEX value
      Eversham Avenue/Churchill Park Willow Removal 20,000   20,000
      Eversham Avenue/Churchill Park Bamboo Removal - Stage 1 10,000   10,000
      Eversham Avenue/Churchill Park Bamboo Removal - Stage 2 5,000   5,000
      Eversham Avenue/Churchill Park Bamboo Removal - Stage 3 5,000   5,000
    4. That the following spokespersons be allocated to the stage 1 proposals that are proceeding to vetting by relevant Council officers to stage 2 scoping:
      Stage 1 Project Community Board Spokesperson
      Eversham Avenue/Churchill Park Willow Removal David Roberton
      Eversham Avenue/Churchill Park Bamboo Removal - Stage 1 David Roberton
      Eversham Avenue/Churchill Park Bamboo Removal - Stage 2 David Roberton
      Eversham Avenue/Churchill Park Bamboo Removal - Stage 3 David Roberton
    5. That the Eastern Bays Community Board delegates authority:
      1. to the Board's small local improvement projects (SLIPs) spokesperson to provide guidance and advice to the SLIPs team regarding the Board's allocated SLIPs proposals;
      2. to the Board's small local improvement projects (SLIPs) spokesperson and the Board Chairman, to be exercised together, to make additional funding decisions where a variation to project scope is needed urgently due to unforeseen circumstances.
    6. That the following scoping budgets be allocated to the proposals on the stage 2 scoping list:
      Stage 2 scoping project list Indicative scoping cost Indicative CAPEX value of project Indicative OPEX value of project
      Allum Street, Kohimarama speed limit reminder signs 500 50,000  
      Kohimarama Beach ramp access 500 50,000  
      Roberta Reserve foreshore board walk Stage 1 of 2 consultation, design and consent 1,500   10,000
      Roberta Reserve garden & retaining wall Stage 1 of 2 500   10,000
      Waiatarua Reserve ecological works Stage 1 of 2 research, design and costing 500   50,000
    7. That the following pending project proposals be noted when allocating funding:
      Pending Indicative Total Budget Indicative CAPEX value Indicative OPEX value
      Waiatarua stockyards upgrade Stage 2 implementation 100,000 100,000  
      Selwyn Reserve western entrance car park gates relocation 50,000 50,000  
      Waiatarua Reserve animal pest control volunteer project Stage 2 of 3 2008/2009 5,000   5,000
      Roberta Reserve foreshore board walk Stage 2 of 2 implementation 300,000 300,000  
      Roberta Reserve garden & retaining wall Stage 2 of 2 20,000 16,000 4,000
      St Heliers Village flagpole 20,000 20,000  
      Waiatarua Reserve ecological works Stage 2 of 2 Unknown Unknown unknown
    8. That the following stage 3 proposal be allocated for funding:
      Stage 3 Total Budget CAPEX value OPEX value
      Tahuna Torea Nature Reserve nameplate grant contribution 600   600
    9. That the following proposal be deleted as the Eastern Bays Community Board does not intend to take it forward in the Small Local Improvements Project system:
      New Stage 1 proposals to proceed for vetting by officers to stage 2 scoping

      Indicative maximum cost

      		 CAPEX value OPEX value

      Eastern Bays Sports Parks map information boards

      		 20,000 19,000 1,000

    CARRIED

  10. Top ST JOHNS BUSH, SLIPS UPDATE

    Moved: Davis / Millar

    1. That a storyboard sign and text at the entranceway on Worcester Road to St Johns Bush (and any fees relating to advice and/or research) be funded from the St Johns Bush Pathway small local improvement project.
    2. That the educational plant labels be funded from the St Johns Bush Pathway small local improvement project.
    3. That the final wording of the storyboard sign be delegated to the St John's Bush Project Board's spokesperson, after officers have consulted with Ngati Whatua, if required by Council policy, before being applied to the storyboard sign.
    4. That the number, placement and text of educational plant labels be approved by the St John's Bush Project Board's spokesperson and the Friends of St Johns Bush spokesperson in consultation with an appropriate expert in the field of flora.
    5. That authority be delegated to the St John's Bush Project Board's spokesperson and the Chairman to liaise with Democracy Services to organise the function acknowledging the completion of the St Johns Bush project; noting that the Board has already allocated $963 from its 2007/2008 local events funding for this event with any additional costs over and above this amount to be taken from the Board's 2008/2009 local event funds.

    CARRIED

  11. Top SERVICE LEVELS FEEDBACK RE DRAFT ASSET MANAGEMENT PLANS

    Moved: Davis / Gunder

    That the Eastern Bays Community Board establish a working party consisting of the Chairman, Colin Davis and Deputy Chair, Helen Wallace to formulate feedback on draft asset management plans for presentation to committees noting the feedback is required by 2 September 2008.

    CARRIED

  12. Top ELECTION HOARDING SITES

    Moved: Davis / Roberton

    1. That the Eastern Bays Community Board notes the officer's final list of election hoarding sites shown in the report of the Project Manager, Regulatory Services entitled "Election Hoarding Sites", dated 15 August 2008, and:
      1. expresses disappointment that the Ngapipi Road site was not deemed suitable, although it has been used for many years without incident; and
      2. questions whether the St Johns site is really not suitable if the owner agrees to its use.
    2. That the Eastern Bays Community Board notes that the site at the corner of St Johns Road and St Heliers Bay Road is not deemed suitable in one part of the report but is deemed suitable in another part of the report. The Board understood that in nominating sites it was not limited to sites within its own ward.

    CARRIED

  13. Top CLIFF ROAD, ST HELIERS - RETAINING WALL STAGE 2

    Moved: Davis / Gunder

    That the resolutions of the Transport Committee meeting held on 7 August 2008 regarding the Cliff Road retaining wall stage 2 be noted.

    CARRIED

  14. Top PROPOSED ROAD STOPPING - COLLEGE ROAD, MT WELLINGTON

    Moved: Davis / Wallace

    That the resolution of the Transport Committee meeting held on 7 August 2008 regarding the proposed road stopping of College Road be noted.

    CARRIED

  15. Top TAMAKI INNOVATION PRECINCT PLAN UPDATE

    Moved: Davis / Roberton

    That the resolutions of the City Development Committee meeting held on 10 July 2008 regarding the Tamaki Innovation Precinct Plan Update be noted.

    CARRIED

  16. Top CHAIRMAN'S REPORT

    Moved: Davis / Roberton

    1. That the report of the Chairman dated 13 August 2008 be received.
    2. That the Eastern Bays Community Board's input and submission regarding the Sale of Liquor (Objections to Applications) Amendment Bill be formally endorsed.
    3. That the decision for the Eastern Bays Community Board and the Hobson Community Board to co-host an area plan meeting be endorsed.

    CARRIED

  17. Top 

    17.1. HELEN WALLACE

    Moved: Wallace / Davis

    That the report from Deputy Chair Helen Wallace dated 11 August 2008 be received.

    CARRIED

    17.2. KATE COOKE

    Moved: Cooke / Davis

    That the report from Board member Cooke dated 13 August 2008 be received.

    CARRIED

    17.3. ADRIANA GUNDER

    Moved: Gunder / Davis

    1. That the report from Board member Gunder dated 13 August 2008 be received.
    2. That the Democracy Advisor continue to follow up with officers on the concerns raised regarding Hawera Road driveways.
    3. That officers be requested to ensure the holes in the concrete at Madill's Farm be repaired.

    CARRIED

    17.4. DAVID ROBERTON

    Moved: Roberton / Gunder

    That the report from Board member Roberton dated 12 August 2008 be received.

    CARRIED

  18. Top  

    18.1. COUNCILLOR MILLAR

    Moved: Davis / Gunder

    That the report from Councillor Millar be received.

    CARRIED

  19. Top REPORTS REQUESTED/PENDING/ISSUES

    Moved: Davis / Cooke

    That the Reports requested/pending/issues for August 2008 be received.

    CARRIED

  20. Top GROUP ACTIVITY REPORTS

    Moved: Davis / Wallace

    That the Group Activity Reports for July 2008 be received.

    CARRIED

  21. Top COMMUNITY BOARD ACHIEVEMENTS REGISTER

    Moved: Davis / Wallace

    1. That the following be added to the achievements register:
      Date Achievement
      16 July 2008 Further oral submission to the Royal Commission on Regional Governance, in support of the Board's written submission.
      20 August 2008 Submission to the Social Services Select Committee and to the Council's City Development Committee Working Party on the Sale of Liquor (Objections to Applications) Amendment Bill.
      20 August 2008 Successful advocacy to the Council's Arts, Culture and Recreation Committee meeting 13 August 2008 supporting the Churchill Park Development Plan and funding for its implementation.
    2. That the Democracy Advisor provide a regular update on the discretionary and local event funding grants approved for any outside organisation, including the reasons for the grant, which have been approved since the beginning of the 2007-2010 electoral triennium.

    CARRIED

  22. Top CORRESPONDENCE

    Moved: Davis / Wallace

    That the correspondence be received.

    CARRIED

  23. Top GLEN INNES WALKING AND CYCLING IMPROVEMENTS

    Moved: Davis / Gunder

    That the Information Memorandum from the Senior Transport planner dated 5 August 2008 regarding the Glen Innes Walking and Cycling Improvements be received.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 8:18 pm.