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MINUTES OF A MEETING OF THE EASTERN BAYS COMMUNITY BOARD

HELD ON THURSDAY, 20 NOVEMBER 2008 AT 6.00 PM

PRESENT: Mr Colin Davis, JP Chairman
  Ms Helen Wallace Deputy Chair
  Mrs Kate Cooke  
  Dr Adriana Gunder, JP  
  Mr David Roberton  
  Councillor Toni Millar, JP  

  1. Top APOLOGIES

    Moved: Davis / Gunder

    That the apology from Councillor Armstrong for non-attendance (absent on council business) be accepted.

    CARRIED

  2. Top CONFIRMATION OF MINUTES

    Moved: Davis / Roberton.

    That the minutes of the Eastern Bays Community Board meeting held on Wednesday, 15 October 2008  be confirmed as a true and correct record.

    CARRIED

  3. Top EXTRAORDINARY BUSINESS

    3.1. DISCRETIONARY GRANT APPLICATION - THE KORU 2002 TRUST - MR TEA ROPATI

    Moved: Davis / Cooke

    That a discretionary grant application from Mr Tea Ropati on behalf of The Koru 2002 Trust be considered as an extraordinary item of business as item 24:

    1. The reason the matter was not on the agenda is that the application was only received on 17 November 2008 after the agenda was printed.
    2. The reason for urgency being that this matter cannot be delayed to a subsequent meeting of the Eastern Bays Community Board as this is the last scheduled meeting of the year and the discretionary application project is proposed to be delivered on 21 December 2008 before the next Board meeting scheduled in 2009.

    CARRIED

    3.2. LOCAL EVENT FUNDING APPLICATION - "WALK THRU CHRISTMAS" - ST HELIERS CHURCH & COMMUNITY CENTRE

    Moved: Davis / Millar

    That a local event funding application from Pauline Stewart on behalf of The St Heliers Church and Community Centre be considered as an extraordinary item of business as item 25:

    1. The reason the matter was not on the agenda is that the application was only received on 17 November 2008 after the agenda was printed.
    2. The reason for urgency being that this matter cannot be delayed to a subsequent meeting of the Eastern Bays Community Board as this is the last scheduled meeting of the year and the local event is proposed to be delivered on 7th, 8th and 9th December 2008 before the next Board meeting scheduled in 2009.

    CARRIED

  4. Top PUBLIC FORUM

    4.1. PUBLIC FORUM - ST HELIERS BOAT RAMP - MR ANTON LUSH

    Mr Lush did not attend the meeting.

    4.2. PUBLIC FORUM - A HISTORY OF REMUERA / MEADOWBANK - JENNY CARLYON

    Ms Jenny Carlyon addressed the Board in support of her application for a discretionary grant funding application for costs associated with researching and writing a book on the history of Remuera and Meadowbank. Ms Carlyon had been successful in obtaining $2,500 from the Hobson Community Board.

    Moved: Davis./.Millar

    1. That Ms Jenny Carlyon be thanked for her presentation in support of her request for financial assistance to publish a History of Remuera / Meadowbank.
    2. That the submission be considered with item 5.

    CARRIED

  5. Top DISCRETIONARY FUNDING - JENNY CARLYON AND DI MORROW

    Moved: Davis / Millar

    That the discretionary funding application from Ms Jenny Carlyon and Ms Di Morrow be approved in the order of $2,500 towards the cost of publishing a book on the local history of Remuera and Meadowbank, to be published in early 2010.

    CARRIED

    The motion was put by show of hands and declared CARRIED by 3 votes to 1, with 2 abstentions.

    Secretarial note: The Small Local Improvement (SLIPs) Scoping Form and funding request for Achilles Point Parking Improvements Contribution Project (pages 54 and 55 of the agenda) was dealt with at this point.

    The letter to Cliff Road residents attaching the response to issues raised in the petition to the Mayor was tabled.

    [ATTACHMENT 9B]

    Moved: Davis / Millar

    That the Achilles Point Parking Improvements Contribution Project of item 9 of the "small local improvement projects (SLIPs) decisions November 2008" report be considered at this point.

    CARRIED

    Moved: Davis / Roberton

    That the Board's meeting stand adjourned to enable public participation in the discussion regarding Cliff Road/Achilles Point parking management plan.

    CARRIED

    The meeting adjourned at 6.20pm and reconvened at 7.14pm.

    Secretarial note: The Eastern Bays Community Board decision to endorse the Stage 3 Achilles Point Parking Improvements Contribution Project and contribute $25,000 of the Small Local Improvements Projects (SLIPs) funds, noting the residents present unanimously supported the proposal, was considered at this point (refer item 9, resolution H(i), row 1).

  6. Top MAINTENANCE AND IMPROVEMENT OF MISSION BAY FORESHORE

    Moved: Davis / Wallace

    That the officers be requested to progress a small local improvement project (SLIP) for a soft landscape design that addresses the re-design, re-vegetation with appropriate sand and salt tolerant planting, and potential re-siting of existing garden beds, and the erosion around the established trees (adjacent to the foreshore and as referred to in the submissions to the Eastern Bays Community Board on 20 August 2008); as well as the introduction of innovative new picnic tables and seating at Selwyn Domain (as also referred to in the same submissions to the Board).

    CARRIED

  7. Top UPGRADE OF FOOTPATHS IN CHURCHILL PARK

    Moved: Davis / Roberton

    1. That the officers be requested to progress a project for a formed path from the Bay Road entrance of Churchill Park to the Churchill Park School to reduce "chaos at the school gate", to separate children from car traffic, and to encourage its use as a walking bus route, noting that a hazard audit will be required and funding will be sought from New Zealand Transport Agency (NZTA) to finance the work.
    2. That the officers be requested to progress a small local improvement project for cost of lighting the section of Kinsale Avenue (footpath and road) that falls within the boundary of Churchill Park, taking into account an analysis of current evening activity at the school to ensure there is reasonable need for such lighting, and to seek financial assistance from electricity supply companies because of the potential public health and safety issues affecting children; and to report back to the Board.

    CARRIED

  8. Top SMALL LOCAL IMPROVEMENT PROJECTS (SLIPS) PROGRAMME SCHEDULE AND FUNDING ALLOCATION

    Moved: Davis / Gunder

    That the report entitled Small Local Improvements Projects (SLIPs) programme schedule and funding allocation" by the SLIPs Manager dated 3 November 2008 be received.

    CARRIED

    Secretarial Note: The table on page 21 of the agenda was included in error and was withdrawn.

  9. Top SMALL LOCAL IMPROVEMENT PROJECTS (SLIPS) DECISIONS NOVEMBER 2008

    The Chairperson of the Waiatarua Reserve Protection Society (Friends of Waiatarua) requested that her letter in support be tabled for consideration with the Waiatarua Reserve Animal Pest Control Volunteer Project (Stage 2) (page 65), and the Waiatarua Ecological Works Project (page 69), and the development of the Waiatarua Reserve former stockyards area to a carpark.

    [ATTACHMENT 9A]

    The letter to Cliff Road residents attaching the response to issues raised in the petition to the Mayor was tabled.

    [ATTACHMENT 9B]

    Moved: Davis / Gunder

    1. That the memorandum of the Small local improvement projects (SLIPs) project portfolio leader, dated 10 November be received.
    2. That the following new proposals from Stage 1 proceed for vetting by relevant Council officers to Stage 2 scoping, noting the requested changes to the project titles of rows 1 and 4:
    Row New Stage 1 proposals to proceed for vetting by officers to Stage 2 scoping Indicative maximum cost CAPEX value OPEX value
    1. Eastern Bays playgrounds shades 20,000   20,000
    2. Meadowbank Community Centre renovation 50,000 50,000  
    3. Vellenoweth Green park bench replacement 7,000   7,000
    4. Waiatarua Reserve wetland outlet planting - Stage 1 140,000 120,000 20,000
      Total 217,000 170,000 47,000
    1. That the following spokespersons be allocated to the Stage 1 proposals that are proceeding to vetting by relevant Council officers to Stage 2 scoping, noting the changes to project titles for rows 1 and 4:
    Row Stage 1 Project Community Board Spokesperson
    1. Eastern Bays playgrounds shades Adriana Gunder
    2. Meadowbank Community Centre renovation Helen Wallace
    3. Vellenoweth Green park bench replacement Colin Davis
    4. Waiatarua Reserve wetland outlet planting - Stage 1 David Roberton
    5. Swainston Reserve Playground Upgrade - Stage 2 Kate Cooke
    6. Achilles Point Parking Improvements Contribution Project - Stage 3 Colin Davis
    1.  That the Board delegates authority to the spokesperson to provide guidance and advice to the small local improvements projects (SLIPs) team regarding their allocated proposals and delegates authority to the spokesperson and chair of the board, to be exercised together, to make additional funding decisions where a variation to a project scope is needed due to unforeseen circumstances.
    2. That the following scoping budgets be allocated to the proposals on the Stage 2 scoping list:
    Row Stage 2 scoping project list Indicative scoping cost
    $    		 Indicative CAPEX value of project
    $    		 Indicative OPEX value of project
    $
    1. Swainston Reserve playground upgrade - Stage 2 - consents & implementation 500 130,000  
      Total 500 130,000  
    1. That the following pending project proposals be noted when allocating funding:
    Row Pending Indicative Total Budget
    $    		 Indicative CAPEX value
    $    		 Indicative OPEX value
    $
    1. Allum Street, Kohimarama speed limit reminder signs 50,000 50,000  
    2. Kohimarama beach ramp access 50,000 50,000  
    3. Roberta Reserve foreshore board walk Stage 1 of 2 consultation, design and consent 10,000 10,000  
    4. Roberta Reserve foreshore board walk Stage 2 of 2 implementation 300,000 300,000  
    5. Roberta Reserve garden & retaining wall Stage 2 of 2 20,000 16,000 4,000
    6. St Heliers Village flagpole 20,000 20,000  
    7. Waiatarua Reserve animal pest control volunteer project - Stage 3 of 3 5,000   5,000
    8. Waiatarua Reserve ecological works - Stage 2 of 2 implementation Tba    
    9. Waiatarua stockyards upgrade - Stage 2 implementation 100,000 100,000  
      Total 555,000 546,000 9,000
    1. That the following proposals be deleted as the Eastern Bays Community Board does not intend to take them forward in the Small Local Improvements Project system given the following information received from officers:

      The Churchill Park Recommendation Report (Revision C - approved by the Arts Culture & Recreation Committee on 13 August 2008) states under Bamboo Removal (page 17):

      "Bamboo is taking over and needs to be removed (controlled) at the end of Evesham Avenue to prevent further infestation. This work will be addressed through the operational budget."

    Row Projects to be deleted Indicative maximum cost
    $    		 CAPEX value
    $    		 OPEX value
    $
    1. Evesham Avenue/Churchill Park Bamboo removal - Stage 1 750   10,000
    2. Evesham Avenue/Churchill Park willow removal 500   20,000
    3. Evesham Avenue/Churchill Park Bamboo removal - Stage 2 5,000   5,000
    4. Evesham Avenue/Churchill Park Bamboo removal - Stage 3 5,000   5,000

    CARRIED

    Secretarial note: The Achilles Point Parking Improvements Contribution Project Stage 3 was considered separately and dealt with before item 6.

    Moved: Davis / Millar

      1. That the Stage 3 Achilles Point Parking Improvements Contribution Project, as proposed, be endorsed and that $25,000 be allocated as the Eastern Bays Community Board's contribution to the total budget, being Capex of $25,000, noting the residents present unanimously supported the proposal:
    Row Stage 3 Total Budget
    $    		 CAPEX value
    $    		 OPEX value
    $
    1 Achilles Point Parking Improvements Contribution Project. 25,000 25,000  

    CARRIED

    Moved: Davis / Gunder

    1. That the following Stage 3 proposals be allocated for funding, noting that the Eastern Bays Community Board requires assurance that the budget amounts allocated for resolution H(ii) row 1, the Robert Reserve garden & retaining wall (Stage 1 of 2) project, includes the restoration of the footpath to a better and safe standard:
    Row Stage 3 Total Budget
    $    		 CAPEX value
    $    		 OPEX value
    $
    1 Roberta Reserve Garden and Retaining Wall Stage 1 of 2 proposal 6,730 4,810 1,920
    2 Selwyn Reserve western entrance car park gates relocation of the gates (option 1) 5,146.17 5,146.17  
    3 Waiatarua Reserve animal pest control volunteer project stage 2 of 3 2008/2009 proposal 6,736.50   6,736.50
      Total (including resolution H(i) row 1) 43,612.67 34,956.17 8,656.50
    1. That the following Stage 3 proposal be deferred for funding allocation pending the Eastern Bays Community Board receiving more information regarding the existing plan for Waiatarua Reserve and how the various proposed Waiatarua Reserve Small Local Improvement Projects (SLIPs) fit in to that plan:
    Row Stage 3 Total Budget
    $    		 CAPEX value
    $    		 OPEX value
    $
    1. Waiatarua Reserve ecological works Stage 1 of 2 research design and costing 38,765   38,765

    CARRIED

  10. Top WAITANGI DAY FESTIVAL 2009 PAID PARKING

    Moved: Davis / Gunder

    That the Ngati Whatua o Orakei's request to use Orakei Domain (Teachers Eastern fields) be supported.

    CARRIED

  11. Top PROVISION FOR URGENT DECISIONS

    Moved: Davis / Roberton

    That the Chairman and Deputy Chair, and in the absence of either, one other board member, be delegated authority to make urgent decisions in the period 21 November 2008 to 20 January 2009 with any decisions being reported back to the Eastern Bays Community Board meeting on 21 January 2009.

    CARRIED

  12. Top DELEGATIONS REGISTER REVIEW

    Moved: Davis / Wallace

    That the delegations register review submission as put forward by the Eastern Bays Community Board Delegations Review Working Party be endorsed.

    CARRIED

  13. Top FEEDBACK ON RECOMMENDATIONS - COMMUNITY GROUP ASSISTANCE POLICY, FUNDING, GRANTS, SUBSIDIES

    Moved: Davis / Gunder

    That the community group assistance policy, funding, grants, subsidies submission as put forward by the Eastern Bays Community Board Community Group Assistance Policy Working Party be endorsed.

    CARRIED

  14. Top TAMAKI EDGE AREA STRATEGY

    Moved: Davis / Cooke

    That the information from the Ministry of Education regarding the Tamaki Edge Area Strategy be received, noting that one of the strategic decisions agreed to in principle by the Minister of Education is the establishment of a year 1-8 primary school in Stonefields (Mt Wellington Quarry).

    CARRIED

  15. Top COMMUNITY BOARD CHAIRS' FORUM 6 NOVEMBER 2008 - INFORMATION FOR AGENDAS

    Moved: Davis / Wallace

    That the papers on the Regulatory Review Improvement Update and Community Engagement presented to the Community Board Chairs Forum on 6 November 2008 be noted.

    CARRIED

  16. Top CHAIRMAN'S REPORT

    The Eastern Bays Community Board at its meeting held on 17 September 2008 endorsed the submissions to the Long-term council community plan. The Chairman subsequently received the 18 November 2008 Finance and Strategy Committee Long-term Council Community Plan Direction Setting meeting agenda and wished to point out the following resolutions from that meeting. The attachments to the 18 November 2008 Direction Setting meeting minutes incorporating the decisions made are attached.

    [ATTACHMENT 16A]

    Moved: Davis / Gunder

    1. That the report of the Chairman dated 11 November 2008 be received.
    2. That it be noted that in regard to the Long-term Council Community Plan, on 18 November 2008 the Council's Finance and Strategy Committee resolved as follows:
      1. Specific Eastern Bays Projects Deferred beyond the 10-year Plan (i.e. beyond 2019):
        1. Ngahue Reserve Development Stage 2 (two additional sports fields) - Discretionary OUT - (Attachment 16A, appendix 5, PG no. 89 (page 2 of 5)).
        2. St Heliers Beach Reserve Upgrade - Discretionary OUT - (Attachment 16A, appendix 5, PG no. 127 (page 3 of 5)).
        3. The Landing Development Stage 3 - Discretionary OUT - however, the officers' work programme now includes the proposal to facilitate a public private partnership on the Landing Development (Attachment 16A, appendix 5, PG no. 137 (page 3 of 5) and Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 50))
        4. Orakei Community Centre Upgrade - Discretionary OUT - (Attachment 16A, appendix 5, PG no. 43 (page 3 of 5).
        5. Achilles Point Memorial and Lookout - No specific project (Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 54).
        6. Glendowie Park Closed Landfill Public Health monitoring - Need to do (Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 60) - site monitoring, no remediation work.
      2. Specific Eastern Bays Projects to be included in the 10-year Plan:
        1. Churchill Park Development Stage 2 (includes fencing, tree planting, pedestrian access) - Discretionary IN - For fencing and paths, upgrade of signage and installation of a small number of benches and dog litterbins - Increased by $250,000 for 2009/10 and 2010/11. (Attachment 16A, appendix 4, PG no. 26 (page 1 of 4)).
        2. Meadowbank Community Centre Upgrade $650,000 (2011-2012) Discretionary IN - (Attachment 16A, appendix 4, PG no. 43 (page 2 of 4) and Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 43).
        3. Tahapa Crescent Hall Upgrade $41,000 (2009-2010) - Need to do - (Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 45).
        4. Sandcarpeting Madills Farm (2009-2010) - Need to do (Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 53).
        5. Flood Protection Rarangi Road and Clarendon Road (design work done but timing yet to be determined) - Need to do - (Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 59).
        6. Stonefields Open Space Development deferred from 2009-2011 to 2012-2015 - Discretionary IN - (Attachment 16A, appendix 4, PG no. 128 (page 1 of 4)).
        7. Other privately owner contaminated sites - public health monitoring - need to do - (Attachment 16A, 18/11/08 Finance & Strategy Committee agenda page 30C, appendix 6, ref no. 61) - Council has urban soil review programme to investigate and remediate soil contamination which poses a health risk on council owned sites only. Council does not have a mandate to investigate or remediate private land, however, resource consent conditions would deal with this matter.
      3. That it be noted that capital projects are classified as follows:
        • Discretionary Out - capital projects to be excluded from the draft 10-year plan for public consultation
        • Discretionary In - capital projects to be included for public consultation
        • Need to do - to be done and included.
      4. That it be noted that there is no indication whether the following Specific Eastern Bays Roading Projects have been included:
        1. Tamaki Drive/Ngapipi Road
        2. Abbotts Way/Grand Drive
        3. St Heliers Bay Road/West Tamaki Road.

    CARRIED

  17. Top

    17.1. HELEN WALLACE

    Moved: Wallace / Davis

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

    CARRIED

    17.2. KATE COOKE

    Moved: Cooke / Davis

    That the report from Board member Cooke, dated 12 November 2008, be received.

    CARRIED

    17.3. ADRIANA GUNDER

    Moved: Gunder / Davis

    That the report from Board member Gunder, dated 11 November 2008, be received.

    CARRIED

    17.4. DAVID ROBERTON

    Moved: Roberton / Davis

    1. That the report from Board member Roberton, dated 10 November 2008, be received.
    2. That the Auckland Regional Council be asked to control the spread of mangroves to prevent further environmental damage to areas such as a Tahuna Torea Reserve.
    3. That a copy of the report from Board member Roberton be distributed to other Auckand City community boards, drawing specific attention to the problems caused by the spread of mangroves and inviting them to ask the Auckland Regional Council to control their spread.

    CARRIED

  18. Top

    18.1. COUNCILLOR MILLAR

    Moved: Millar / Davis

    That the verbal report from Councillor Millar be received.

    CARRIED

    18.2. COUNCILLOR ARMSTRONG

    Councillor Armstrong was not in attendance at the meeting.

  19. Top REPORTS REQUESTED/PENDING/ISSUES

    Moved: Davis / Gunder

    That the reports requested/pending/issues for November 2008 be received.

    CARRIED

  20. Top GROUP ACTIVITY REPORTS

    Moved: Davis / Millar

    That the Group Activity Reports for October 2008 be received.

    CARRIED

  21. Top EASTERN BAYS COMMUNITY BOARD GRANTS REGISTER

    Moved: Davis / Roberton

    That the Eastern Bays Community Board grants report from the Democracy advisor dated 13 November 2008 be received, noting that the community board local funding grants are to be added to the list.

    CARRIED

  22. Top COMMUNITY BOARD ACHIEVEMENTS REGISTER

    Moved: Davis / Wallace

    That the following be added to the achievements register:

    • Submission on the delegations review
    • Submission on community group assistance policy, funding, grants and subsidies.

    CARRIED

  23. Top CORRESPONDENCE

    Moved: Davis / Cooke

    1. That the following correspondence be received:
      1. Funding accountability form from the Glendowie Tennis Club (Inc) - received 3 November 2008,
      2. Thank you letter from East Auckland Home and Budget Service - dated 29 October 2008.
    2. That officers be requested to follow up on the planting of a replacement tree by the Glendowie Tennis Club (Inc) within Churchill Park.

    CARRIED

  24. Top DISCRETIONARY FUNDING - THE KORU 2002 TRUST - TEA ROPATI

    A discretionary funding application form from Tea Ropati on behalf of the Koru 2002 Trust was tabled for consideration.

    [ATTACHMENT 24]

    Moved: Davis / Gunder

    That the discretionary funding application from Tea Ropati on behalf of The Koru 2002 Trust be approved in the order of $1,950 towards the costs of teaching the basic skills of rugby union, rugby league, setting goals, and nutrition.

    CARRIED

  25. Top LOCAL EVENT FUNDING APPLICATION - "WALK THRU CHRISTMAS" - ST HELIERS CHURCH & COMMUNITY CENTRE

    A local event funding application form from Pauline Stewart on behalf of the St Heliers Church & Community Centre was tabled for consideration.

    [ATTACHMENT 25]

    Moved: Roberton / Cooke

    That the local event funding application from Pauline Stewart on behalf of St Heliers Church and Community Centre be approved in the order of $1,800 towards the production and material costs for the "Walk Thru Christmas" event, being four interactive dramas relating to Christmas.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 9:00 pm.