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MINUTES ATTACHMENTS

MINUTES OF A MEETING OF THE
EASTERN BAYS COMMUNITY BOARD
HELD ON WEDNESDAY, 18 MARCH 2009 AT 6.00 PM
IN THE ST IGNATIUS HALL, 12 KOTIRI STREET
ST HELIERS

1. APOLOGIES

   Moved: Davis / Roberton

   That the apology from Deputy Chair Helen Wallace for non-attendance be accepted.

   CARRIED

2. CONFIRMATION OF MINUTES

   Moved: Davis / Gunder

   That the minutes of the Eastern Bays Community Board meeting held on Wednesday, 18 February 2009 be confirmed as a true and correct record.

   CARRIED

3. EXTRAORDINARY BUSINESS

   Moved: Davis / Gunder

   That an extraordinary item of business be considered as item 22 to allow the Manager Public Artworks to address the board about his role in relation to public artworks.

   CARRIED

4. PUBLIC FORUM

   There were no requests to speak in public forum.

5. GENTLEMEN'S BAY ACCESS

   Moved: Davis / Cooke

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

   1. That the Gentlemen's Bay walkways from Waitara Road and Glover Park be closed to the public, until such time as funds are available to restore the access, because of reinstatement costs at this time of rebuilding the present walkways.
   2. That signs be erected and steps be taken to warn and protect the public about the safety hazards of trying to access the beach from this stretch of coastline below Waitara Road and Glover Park.

   CARRIED

6. PROPOSED STREET NAME CHANGES IN MOUNT WELLINGTON QUARRY

   The Democracy Advisor tabled an A3 plan of the "proposed road name changes".

   [ATTACHMENT 6A]

   Moved: Davis / Gunder

   1. That the new names "Guard Crescent" (off Tihi Street), "Flax Place" (off Vialou Lane), and the change of name of "Galway Bay Crescent" to "Galway Bay Terrace" for legal roads in the Stonefields development, as shown on the plan tabled as attachment 6A be approved.
   2. That the transfer of the name "Reipae Street" to a new road (off Tihi Street, to Tauomo Crescent), as shown on the plan tabled as attachment 6A be approved.
   3. That the change of the layout of roads with previously approved street names, as shown on the plan tabled as attachment 6A be noted.

   CARRIED

7. SLIPS PROGRAMME UPDATE MARCH 2009

   Moved: Davis / Roberton

   1. That the memorandum of the Small Local Improvement Projects (SLIPs) programme leader, dated 9 March 2009 be received.
   2. That the Eastern Bays Community Board allocates any remaining operational expenditure funding (estimated at $17,940 as at 9 March 2009) to the Churchill Park weeds and restoration project.
   3. That the Eastern Bays Community Board notes that it has allocated operational expenditure projects for 2009/2010 to the value of $51,500, being:
      • Waiatarua Reserve outlet plant project stage 1 ($21,500)
      • Orakei Sport Domain phase 1 contribution ($30,000 provisional on partnership arrangements)

   CARRIED

8. SLIPs (SMALL LOCAL IMPROVEMENT PROJECTS) DECISIONS REPORT MARCH 2009

   The SLIPs (small local improvement projects) Project Portfolio Leader tabled a supplementary report regarding the pleasance area at the corner of Tamaki Drive and Auckland Road.

   [ATTACHMENT 8A]

   Moved: Davis / Roberton

   1. That the report of the SLIPs (small local improvement projects) Project Portfolio Leader, dated 17 March 2009 be received.
   2. That the following spokespersons be allocated to the Stage 1 proposals that are proceeding to vetting by relevant Council officers to Stage 2 scoping:

   Row	Stage 1 Project	Community Board Spokesperson
   1.	Mission Bay Foreshore Maintenance and Improvement proposals	Kate Cooke and Colin Davis

   3. That the board delegates authority to the spokespersons to provide guidance and advice to the small local improvement projects (SLIPs) team regarding their allocated proposals and delegates authority to the spokespersons 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.
   4. That the board allocates scoping budgets to the proposals on the stage 2 scoping list so that proposals can proceed to be scoped, noting that the operational expenditure listed in row 1 (Churchill Park (Kinsale Avenue) lighting assessment and design project) and row 4 (Mission Bay foreshore maintenance and improvement phase 1 project) is to be spent in the 2008/2009 financial year if possible:

   Row	Stage 2 scoping budgets	Indicative maximum cost	CAPEX value	OPEX value
   1.	Churchill Park (Kinsale Avenue) lighting assessment and design	$1,500		$10,000
   2.	Churchill Park gate replacement of 5 gates	$1,500	$7,000
   3.	Maddill's Farm footpath upgrade	$1,500	$10,000
   4.	Mission Bay foreshore maintenance and improvement phase 1	$1,500		$10,000
   	Total	$6,000	$17,000	$20,000

   5. That the board note the pending project proposals and their status when allocating funding:

   Row	Pending Project	Status	Indicative Total Budget $	Indicative CAPEX value $	Indicative OPEX value $
   1.	Kohimarama beach boardwalk access phase 2 of 2	Phase 1 in execution	40,000	40,000
   2.	Mission Bay foreshore maintenance and improvement phase 2	Stage 1 to have scoping budget allocated	30,000		30,000
   3.	Orakei Sports Domain revegetation phase 1 contribution	Deferred at Jan 09 meeting to 2009/2010 financial year and officers requested to investigate partnership opportunities with Ngati Whatua O Orakei to contribute by providing native planting.	30,000		30,000
   4.	Roberta Reserve foreshore board walk stage 2 of 2 implementation	Stage 1 in execution	300,000	300,000
   5.	Roberta Reserve garden & retaining wall stage 2 of 2	Stage 1 in execution	20,000	16,000	4,000
   6.	St Heliers Village flagpole	On hold - depending on the decision on Achilles Point flagpole.	20,000	20,000
   7.	Waiatarua Reserve animal pest control volunteer project - Stage 3 of 3	Stage 2 in execution	5,000		5,000
   8.	Waiatarua Reserve ecological works - stage 2 of 2 implementation	Stage 1 in execution	TBA		TBA
   9.	Waiatarua stockyards upgrade - Stage 2 implementation	Stage 1 in execution	100,000	100,000
   	Total pending		545,000	476,000	69,000
   10.	Allum Street, Kohimarama speed limit reminder signs	In scoping to determine budget	50,000	50,000
   11.	Meadowbank Community Centre renovation	In scoping to determine budget	50,000	55,000
   12.	Waiatarua Reserve Wetland outlet planting - stage 1	In scoping to determine budget	140,000	120,000	20,000
   	Total scoping		240,000	220,000	20,000

   6. That the following Stage 3 proposals be allocated budgets as follows:

   Row	Stage 3 Project	Total Budget $	CAPEX value $	OPEX value $
   1.	Churchill Park Fencing and Planting Contribution	$3,000	$2,000	$1,000
   2.	Churchill Park Weed and Restoration	$29,850		$29,850
   3.	Eastern Bays Playgrounds Shade	$9,798		$9,798
   4.	Swainston Reserve playground upgrade - Stage 2 - consents & implementation	$127,700	$127,700
   5.	Vellenoweth Green park bench replacement project	$17,582
   6.	Waiatarua Stockyards Upgrade Stage 1 Concept	$5,129.63
   	Totals	$193,060	$129,700	$40,648

   7. That the small local improvement project (SLIPs) decisions March 2009 supplementary report dated 17 March 2009 by the SLIPs Project Portfolio Leader relating to the pleasance area at the corner of Tamaki Drive and Auckland Road be received.
   8. That in addition to the amount already spent, the Eastern Bays Community Board approve the allocation of an additional budget of $23,231.24 to the corner of Auckland Road and Tamaki Drive pleasance area upgrade small local improvement project (SLIPs) project.

   CARRIED

   Moved: Armstrong / Roberton

   9. That the board notes that in connection with the above resolutions F (row 5 Vellenoweth Green park bench replacement project) and H (Pleasance area at the corner of Auckland Road and Tamaki Drive), some 50% of the costs relate to the Resource Management consents, and that Councillors Armstrong and Millar be requested to bring this to the attention of the Chief Executive to seek a reduction in these costs.

   CARRIED

9. 10 YEAR PLAN COMMUNITY CONSULTATION MEETINGS

   Moved: Davis / Cooke

   1. That the memo from the Democracy Advisor dated 27 February 2009 be received noting the Eastern Bays Ten Year Plan Community consultation meeting is scheduled for Monday 27 April 2009 from 6pm to 8pm at St Ignatius Hall, 12 Kotiri Street, St Heliers.
   2. That the Eastern Bays Community Board members actively promote the Ten Year Plan community consultation meeting being held at St Ignatius Hall on 27 April 2009 to local community groups.
   3. That a working party be formed consisting of the Chairman, Deputy Chair and Board member Roberton to prepare a submission on behalf of the Eastern Bays Community Board to the Long-term council community plan.

   CARRIED

10. RESOURCE MANAGEMENT ACT REVIEW SUBMISSION

    Moved: Davis / Roberton

    1. That the information regarding the Resource Management Act Review be received.
    2. That a working party consisting of the Chairman and Board members Gunder and Roberton be formed to prepare the Board's submission to the Resource Management (Simplifying and Streamlining) Amendment Bill, to which submissions close on Friday, 3 April 2009.

    CARRIED

11. PROPOSED DRAFT CODE OF CONDUCT FOR COMMUNITY BOARDS

    Moved: Davis / Gunder

    That the Community Board Chairs Forum be advised that the Eastern Bays Community Board will not be adopting a code of conduct as it believes there are alternative means to achieve and maintain the desired standards of behaviour expected by the public of an elected representative.

    CARRIED

12. REMUNERATION POOL 2009/2010 EXPENSE AND REIMBURSEMENT POLICY

    Moved: Davis / Roberton

    1. That the report dated 7 March 2008 entitled "Remuneration Pool 2009/2010 and expense and reimbursement policy" by the Support Services Manager be received.
    2. That the Council's Remuneration Working Party be advised that the Eastern Bays Community Board considers:
       1. That any allocation of the 2009/2010 indicative governance pool be equitably applied to all elected representatives (Councillors and community board members), noting that 50% of community board salaries are not from the pool, in order to maintain relativities between Council and community board elected representatives which reflect the important contribution that community boards make to their communities and to the Council.
       2. That a community board chair's salary be in the range of 45%-50% of a councillor salary; and a board member's salary be 45%-50% of the community board chair's salary, to establish a reasonable relativity.
       3. That recommendation 2 (2nd bullet point) of the officers' report of 7 March to establish a separate training budget for community board travel and professional development (which the officers advise will simplify processes), is reasonable.
       4. That clarification is necessary for the term "event/function" in the officers' recommendation 2 (3rd bullet point) in the 7 March report regarding approval for travel. For example:
          1. Should the "event/function" be changed to "domestic conferences"?
          2. Will the approval of the Mayor and Deputy Mayor be required where more than one community board member is going to the same event/function in say the Town Hall, or anywhere in the Auckland region? or where they carpool for travel outside of Auckland, say to Hamilton? or
          3. Is the recommendation intended to apply to domestic travel for the additional member(s) made by the Council's travel coordinator and where the cost of travel (plane/ train tickets) and registration is being met by the Council and not personally by the community board member? 
       5. The Board considers that apart from clarification issues, this proposed recommendation is unduly restrictive and there does not appear to be any corresponding, specifically stated, restriction on more than one Councillor attending the same "event/function".

    CARRIED

    Councillor Armstrong declared a conflict of interest and neither spoke nor voted on this item.

13. RESOURCE CONSENT SUBMISSION FOR COASTAL STRUCTURE - ST HELIERS BOAT RAMP

    Moved: Davis / Cooke

    That the Eastern Bays Community Board submission to the Auckland Regional Council regarding a coastal structure being the St Heliers boat ramp be endorsed.

    CARRIED

14. CHAIRMAN'S REPORT

    Secretarial note: refer to attachment 12 regarding the Remuneration Authority matters raised in the Chairman's report.

    Moved: Davis / Roberton

    1. That the report of the Chairman dated 9 March 2009 be received.
    2. That the Eastern Bays Community Board initiate through the small local improvement process (SLIPs) process, an overall development plan for Waiatarua Reserve.
    3. That the Eastern Bays Community Board actively promote a "Friends of Churchill Park" group.
    4. That a working party be established consisting of the Chairman, Deputy Chair and Board member Cooke to consider the Remuneration Authority's mileage proposal, and to make a submission as necessary on that proposal.
    5. That the Chief Executive be asked to ensure that the editor of City Scene adopts a consistent approach when reporting activities of community boards, to avoid the misimpression given that boards only approve small local improvement projects whereas boards actually authorise the funding of such projects also.

    CARRIED

15. BOARD MEMBERS' REPORTS

    15.1. HELEN WALLACE

    Secretarial note: refer to attachment 17A for the response from officers regarding cleaning up Karaka Bay Reserve.

    Moved: Davis / Gunder

    1. That the report by Board member Helen Wallace dated 9 March 2009 be received.
    2. That a council officer be requested to seek co-operation from residents of Karaka Bay in cleaning up the public space between the dwellings and the beach.

    CARRIED

    Councillor Armstrong requested that it be recorded that he did not vote on resolution B.

    15.2. KATE COOKE

    Moved: Cooke / Gunder

    That the report by Board member Kate Cooke dated 9 March 2009 be received.

    CARRIED

    15.3. ADRIANA GUNDER

    Secretarial note: refer to attachment 17A for the response from officers regarding the hatched yellow lines on Tamaki Drive outside Vellenoweth Green.

    Moved: Gunder / Cooke

    That the report by Board member Adriana Gunder dated 9 March 2009 be received.

    CARRIED

    15.4. DAVID ROBERTON

    Moved: Roberton / Davis

    That the verbal report of Board member David Roberton regarding the following, be noted:

    • Waiatarua Reserve
    • Escalating for small local improvement projects
    • Coffee store adjacent to mini golf premises on Tamaki Drive
    • Cyclists running red lights at Mission Bay.

    CARRIED

16. COUNCILLOR'S REPORTS

    16.1. COUNCILLOR MILLAR

    Secretarial Note: Councillor Millar was absent for this item therefore there was no report.

    16.2. COUNCILLOR ARMSTRONG

    Moved: Armstrong / Davis

    That the verbal report of Councillor Armstrong covering a range of matters relating to committees and working parties he has been involved in, be noted.

17. REPORTS REQUESTED/PENDING AND ISSUES

    The Democracy Advisor tabled a memo providing the Eastern Bays Community Board with responses:

    • from the Group Manager, Arts Community and Recreation regarding the clean-up at Karaka Bay; and
    • from the Road Safety Manager regarding the painted lines on Tamaki Drive outside Vellenoweth Green.

    [ATTACHMENT 17A]

    Moved: Davis / Gunder

    1. That the Reports Requested/Pending and Issues report be received and updated as appropriate.
    2. That the memo dated 12 March 2009 from the Democracy Advisor updating the Eastern Bays Community Board on matters raised in Board Member's reports be received.
    3. That in respect of Row 5 (Willow trees in Churchill Park), a letter be sent to Mrs Lorna Muirhead informing her of the response from the Group Manager Arts, Community & Recreation.
    4. That in respect to Row 7 (Hopkins Crescent, Kohimarama noise disturbances), a letter be sent to Drs Lawrence and Cynthia Jensen informing them of the response from the Manager Environmental Health & Licensing.

    CARRIED

18. GROUP ACTIVITY REPORTS

    Moved: Davis / Gunder

    That the Group Activity Reports to 28 February 2009 be received.

    CARRIED

19. EASTERN BAYS COMMUNITY BOARD GRANTS REGISTER

    Moved: Davis / Roberton

    That the Eastern Bays Community Board grants schedule from the Democracy Advisor for the period ending February 2009 be noted.

    CARRIED

20. COMMUNITY BOARD ACHIEVEMENTS REGISTER

    Moved: Davis / Gunder

    That the Eastern Bays Community Board Achievements Register for the period 23 January 2008 to March 2009 be noted and that the following be added to the achievements register:

    • Submission to the Auckland Regional Council supporting the Auckland City Council's resource consent application to construct the St Heliers boat ramp at St Heliers beach.
    • Initiated and effected positive change to ensure officers report significant renewals of parks assets to community boards.
    • Effectively lobbied to construct footpath on western side of Kepa Road from Brenton Place to Shore Road.

    CARRIED

21. CORRESPONDENCE

    A letter received from the Auckland Regional Council dated 10 March 2009 regarding the "swimming only" sign at St Heliers Beach was tabled.

    [ATTACHMENT 21A]

    Moved: Davis / Gunder

    1. That the following inwards correspondence be received:
       1. Letter dated 10 March 2009 from the Chief Executive, Auckland Regional Council, regarding "swimming only" signage at St Heliers beach.
    2. That the following outwards correspondence be noted:
       1. Letter dated 2 March 2009 to the Chief Executive, Auckland Regional Council regarding "swimming only" signage at St Heliers Beach.
       2. Letter dated 6 March 2009 to the Mission Bay/Kohimarama Residents' Association advising the officers' response to changing the angled parking at the intersections of Long Drive and Melanesia Road and Grampian Road and St Heliers Bay Road.
       3. Letter dated 9 March 2009 to John Rodger, conveying the Eastern Bays Community Board's appreciation.
    3. That the Eastern Bays Community Board Chairman write to the Auckland Regional Council Chief Executive to seek clarification of the intention of the Auckland Regional Council "swimmers only" signs at Kohimarama and St Heliers Beaches.

    CARRIED

22. PUBLIC ARTWORKS

    Mr Kyander, Manager Public Art spoke to the Board about his desire to make public art accessible and sustainable.

    Davis / Roberton

    That Mr Kyander, Manager Public Art be thanked for his presentation to the Eastern Bays Community Board about his role in relation to public artworks.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 8:30 pm.