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MINUTES ATTACHMENTS

MINUTES OF A MEETING OF THE
EASTERN BAYS COMMUNITY BOARD
HELD ON WEDNESDAY, 20 MAY 2009 AT 6.05 PM
IN THE ST IGNATIUS HALL
12 KOTIRI STREET, ST HELIERS

Secretarial note: The header on the hard copy agenda pages incorrectly states that the pages are for a meeting of 15 April, whereas the meeting date is 20 May 2009.

1. APOLOGIES

   Moved: Davis / Millar

   That the apologies from Councillor Armstrong and Board member Kate Cooke 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 15 April 2009 be confirmed as a true and correct record.

   CARRIED

3. EXTRAORDINARY BUSINESS

   3.1. SELWYN COLLEGE MULTI-CULTURAL COUNCIL DISCRETIONARY FUND APPLICATION

   Moved: Davis / Wallace

   That a discretionary fund application from Selwyn College Multi-cultural Council be considered as an extraordinary item of business, as item 26, as funds are required immediately to ensure the planning and implementation of the event is successful.

   CARRIED

   3.2. GLENDOWIE BOWLING CLUB (INC) DISCRETIONARY FUND APPLICATION

   Moved: Davis / Millar

   That a discretionary fund application from the Glendowie Bowling Club (Inc) be considered as an extraordinary item of business, as item 27, as funds held in the discretionary fund budget must be spent before 30 June 2009 and this application meets the discretionary fund criteria.

   CARRIED

4. PUBLIC FORUM

   4.1. TRACEY KENYAN - ENLIVEN POSITIVE AGEING SERVICES

   Miss Kenyan did not attend the meeting.

   4.2. JOHN AVERY - GLENDOWIE BOWLING CLUB (INC)

   Mr Wally Gardner addressed the Board on behalf of Mr Avery, in support of the discretionary grant application from the Glendowie Bowling Club (Inc) towards costs for purchasing storage cubes for the women's locker room. (Refer item 27)

   Moved: Davis / Gunder

   1. That Mr Gardner be thanked for his submission in support of the Glendowie Bowling Club (Inc) discretionary fund application towards costs for purchasing storage cubes for the women's locker room.
   2. That Mr Gardner's submission be considered with item 27.

   CARRIED

5. PRESBYTERIAN SUPPORT NORTHERN

   Moved: Davis / Wallace

   That the discretionary funding application from Presbyterian Support Northern on behalf of Enliven Positive Ageing Services, be deferred to the next meeting of the Board.

   CARRIED

   Items 26, 27, 7, 15, 10, 13, 8 and 9 respectively were considered at this point.

6. URBAN DESIGN

   Moved: Davis / Gunder

   1. That the Board's resolution of 15 October 2008 be revoked, viz.:

      That the Democracy advisor and the Urban Design Manager be requested to organise an urban design workshop hosted by the Eastern Bays Community Board.
      

   2. That Mr Ludo Campbell-Reid, Group manager urban design, be thanked for his presentation.
   3. That the Democracy advisor liaise with the Group manager urban design to organise a tour of the Eastern Bays area to look at urban design opportunities, with emphasis on small local improvement projects (SLIPs), ensuring the appropriate staff is invited to attend, including the SLIPs team.

   CARRIED

7. EAST PLACE TEAM SIX MONTHLY REPORT

   Moved: Davis / Gunder

   That the report of the East place manager dated 1 May 2009 be received.

   CARRIED

8. SLIPS PROGRAMME UPDATE MAY 2009

   Moved: Davis / Millar

   1. That the memorandum of the Small Local Improvements Projects (SLIPs) programme leader dated 11 May 2009, be received.
   2. That the Eastern Bays Community Board notes:
      1. that of the Board's 2009-2011 SLIPs capital expenditure budget of $1,053,563, the sum of $962,913 has already been allocated, leaving a balance of $90,650 to be allocated before 30 June 2010;
      2. that the Board's 2008/2009 SLIPs operational expenditure budget of $134,400 has now been fully allocated;
      3. that of the Board's 2009/2010 SLIPs operational expenditure budget of $152,000, the sum of $101,050 has been committed leaving a balance of $50,950 operational expenditure funding to be allocated before 30 June 2010;
      4. that the balance of $50,950 of the 2009/2010 SLIPs operational expenditure budget is to fund upcoming operational expenditure projects and all scoping activities carried out between 1 July 2009 to 30 June 2010;
      5. that the Board's SLIPs operational expenditure budget for 2010/2011 is $152,000 needs to be fully allocated before the end of September 2010 to ensure all projects are delivered within the 2010/2011 financial year;
      6. that the estimated cost of the Churchill Park (Kinsale Avenue) lighting assessment and design project listed with a capital expenditure budget of $14,410 has been amended to $10,860, for the final cost of the design.
   3. That the Eastern Bays Community Board expresses its disappointment that in the period 1 July 2008 - to date, of the 38 approved projects, only four SLIPs projects have been completed, of which only two resulted in actual physical works, one was a grant contribution for nameplates in a reserve, and one was for consultation and design; and notes that there are 13 projects expected to be completed by 30 June 2009.
   4. That the Eastern Bays Community Board asks why the Churchill Park gate replacement is being scoped when the contractor was on site and could have had the job done by now.
   5. That the Eastern Bays Community Board conveys to the relevant officers that it believes that the new small local improvements projects (SLIPs) process is confusing and frustrating to both community boards and the community in terms of tracking progress of projects, especially with the lack of outcomes.

   CARRIED

9. SLIPS DECISION REPORT MAY 2009

   Moved: Davis /. Wallace

   1. That the report of the SLIPs (small local improvement projects) portfolio leader, dated 14 May 2009 be received.
   2. 1. That officers be requested to investigate and implement the reinstatement (outside of the small local improvements projects (SLIPs) programme) of the power supply outlet that was removed when the Tamaki ex-Servicemen's memorial seat was installed, and that if this is not possible the power supply issue be incorporated in the scope of the St Heliers flag pole project. The Board's intention is for the power supply to be in place for the 2010 ANZAC Day Service, at the latest.
      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.	Waiatarua Reserve Development Plan	Colin Davis in association with Board Member Roberton and Councillor Millar
         2.	Power supply at the Tamaki ex-Servicemen's memorial seat on Tamaki Drive, opposite St Heliers Bay Road	Colin Davis

         
         

   3. That the Eastern Bays Community Board:
      1. delegates authority to the spokesperson(s) to provide guidance and advice to the small local improvement projects (SLIPs) team regarding their allocated proposals
      2. delegates authority to the spokesperson(s) 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. 1. That the following scoping budget be allocated to the proposal on the stage 2 scoping list so that proposal can proceed to be scoped:
         

         Row	Stage 2 scoping budgets	Indicative maximum cost of scoping	Indicative CAPEX value of finished project	Indicative OPEX value of finished project
         1.	Waiatarua Reserve Development Plan	Up to $1,000		$10,000 to $20,000

         
         

   5. That it be noted that the Eastern Bays Community Board supports in principle the erection of finger signage pointing to the location of the Eastern Suburbs AFC at Madills Farm Reserve but is unsure as to why the Board is being asked to fund the project, when the Eastern Suburbs AFC has said it is happy to pay for the signage.
   6. 1. That it be noted that the following stage 3 proposals have been scoped and that the Eastern Bays Community Board now allocates from the 2008/2009 capital expenditure budget as follows:
         

         Row	Stage 3 Project	Total Budget $	CAPEX value $	OPEX value $
         1.	Churchill Park (Kinsale Ave) lighting assessment and design phase 1 project	$10,860	$10,860
         2.	Madill's Farm footpath upgrade	$33,940	$33,940
         	Totals	$44,800	$44,800

         
         

      2. That it be noted that the following stage 3 proposal has been scoped and that the Eastern Bays Community Board now allocates from the 2009/2010 operational expenditure budget as follows:
         

         Row	Stage 3 Project	Total Budget $	CAPEX value $	OPEX value $
         1.	Mission Bay foreshore maintenance and improvements phase 1	$10,550		$10,550

         
         

   7. That it be noted the Eastern Bays Community Board recognises that the scoping budget of $500 was included in the figure approved at the 18 March 2009 Board meeting in relation to the Churchill Park weed and restoration continuation project.

   CARRIED

10. LOAN APPLICATION FOR ST HELIERS BOWLING CLUB

    The Board Chairman, Colin Davis, vacated the chair for this item, and wished it recorded that he neither spoke nor voted on this item.  Board Member Wallace took the chair for this item.

    Moved: Wallace / Roberton

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

    That the application from the St Heliers Bay Bowling Club Inc for an Auckland City Council community loan of $50,000 toward the cost of resurfacing an existing green with an all weather surface, be endorsed.

    CARRIED

    The Chairman resumed the chair at 6:35pm.

11. ST HELIERS BOAT RAMP UPDATE

    Moved: Davis / Roberton

    That the report dated 27 April 2009 from the Manager Streets and Open Space, and the resolutions from the Arts, Culture & Recreation Committee meeting held on 11 May 2009 regarding the St Heliers boat ramp, be noted.

    CARRIED

12. TAMAKI DRIVE BUS LANES - TRIAL TRANSPORT LANE

    Moved: Davis / Wallace

    That the report dated 15 April 2009 from the Senior Transport Planner, and the resolutions from the Transport Committee meeting held on 7 May 2009 regarding the trial to change the Tamaki Drive dedicated bus lanes to T2 or T3 managed lanes (meaning vehicles with 2 (T2) or 3 (T3) or more passengers being permitted to use the bus lanes), be noted.

    CARRIED

13. ORAKEI WHARF - STAIR REPLACEMENT AND STARTER TOWER REMOVAL

    Moved: Davis / Roberton

    That the Information Memorandum dated 28 April 2009 from the Hauraki Gulf Islands manager regarding the "Orakei wharf stair replacement and tower removal" be received.

    CARRIED

14. SUBMISSION TO THE REMUNERATION AUTHORITY

    Councillor Millar wished it recorded that she neither spoke nor voted on this item.

    Moved: Davis / Wallace

    That the Eastern Bays Community Board submission to the Remuneration Authority regarding the Auckland City Council Remuneration Pool 2009/2010 and Expense and Reimbursement Policy, be endorsed.

    CARRIED

15. UPDATE ON TAMAKI TRANSFORMATION PROGRAMME

    This item was considered by the City Development Committee at its meeting held on Thursday, 14 May 2009. The City Development Committee resolutions were not available at the time the agenda was compiled and were subsequently tabled.

    The Group manager city planning tabled a plan detailing the Tamaki land ownership.

    [ATTACHMENT 15A & 15B]

    Moved: Davis / Millar

    That the report dated 20 April 2009 from the Group Manager City Planning, and the resolutions from the City Development Committee meeting held on 14 May 2009 regarding the update on the Tamaki transformation programme, be received.

    CARRIED

16. DRAFT STREET TRADING POLICY: THE PROVISION OF OUTDOOR DINING FACILITIES

    Moved: Davis / Wallace

    That it be noted the Eastern Bays Community Board does not have any specific feedback on the draft Street Trading Policy: the provision of outdoor dining facilities.

    CARRIED

17. CHAIRMAN'S REPORT

    Moved: Davis / Gunder

    That the Chairman's report dated 13 May 2009 be received.

    CARRIED

18. 

    18.1. HELEN WALLACE

    Moved: Wallace / Davis

    That the report by Board deputy chair Helen Wallace dated 7 May 2009 be received.

    CARRIED

    18.2. KATE COOKE

    Moved: Davis / Millar

    That the report by Board member Kate Cooke dated 29 April 2009 be received.

    CARRIED

    18.3. ADRIANA GUNDER

    Moved: Gunder / Davis

    That the report by Board member Adriana Gunder dated 11 May 2009 be received.

    CARRIED

    18.4. DAVID ROBERTON

    Moved: Roberton / Davis

    1. That the report by Board member David Roberton dated 11 May 2009 be received.
    2. That a letter be sent to Janet Anderson commending her and her committee on the 2009 Anzac Day service.

    CARRIED

19. 

    19.1. COUNCILLOR MILLAR

    Moved: Millar / Davis

    That the verbal report of Councillor Millar regarding the following, be noted:

    1. Update on Facilities Partnerships Scheme, in particular - Glendowie Bowling Club; Auckland Netball at Ngahue Reserve; St Heliers Bay Presbyterian Church & Community Centre; Royal Akarana Yacht Club; St Chads Church, Meadowbank
    2. Special event signage
    3. Regional Governance
    4. Art Gallery - art work gifted to the Auckland Gallery
    5. Good Citizens awards.

    CARRIED

    19.2. COUNCILLOR ARMSTRONG

    Councillor Armstrong was not in attendance.

20. REPORTS REQUESTED/PENDING AND ISSUES

    Moved: Davis / Gunder

    That the reports requested pending and issues for April 2009 be received; it being noted

    1. the information in Row 3 has been superseded with item 11 in the agenda;
    2. the Board's resolutions have not been completely recorded in the second Row 7, and the Board's resolution of 15 April states that officers be requested to report back to the May 2009 Eastern Bays Community Board meeting on the questions raised in points (i) to (xxiii) ..., being feedback on the community and library facilities plan.

    CARRIED

21. GROUP ACTIVITY REPORTS

    Moved: Davis / Roberton

    That the Group Activity Reports for April and in some cases March 2009 be received; it being noted that the information at page 181 of the agenda "St Heliers, - "Complete balance of lighting for St Heliers Bay foreshore as per original upgrade plans prior to year end", is different to the written information given to the Chairman on 15 May 2009.

    CARRIED

22. EASTERN BAYS COMMUNITY BOARD GRANTS REGISTER

    Moved: Davis / Gunder

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

    CARRIED

23. COMMUNITY BOARD ACHIEVEMENTS REGISTER

    Moved: Davis / Gunder

    That the Eastern Bays Community Board Achievements Register for the period to April 2009 be noted and the following be added to the achievements register:

    1. successful implementation of the traffic and parking management plan at Cliff Road
    2. submission to the Remuneration Authority
    3. submission on the Council's 10-year Plan 2009-2019
    4. successfully hosted a further Future Planning Framework district plan area public meeting
    5. SLIPs (small local improvement projects) grant to the Tahuna Torea Rangers for Tahuna Torea Nature Reserve nameplates
    6. provided feedback on community and library facilities plan
    7. provided feedback on gambling venue policy
    8. provided feedback on liquor ban policy and liquor licensing policy development.

    CARRIED

24. CORRESPONDENCE

    A letter dated 19 May 2009 from the Auckland Regional Council Harbourmaster, John Lee Richards was tabled.

    [ATTACHMENT 24A]

    Moved: Davis / Roberton

    That the inwards correspondence be received and the outwards correspondence be noted.

    CARRIED

25. EXCLUSION OF THE PUBLIC : LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

    Moved: Davis / Roberton

    That the public be excluded from the following part of the proceedings of this meeting.

    The general subject of the matter to be considered while the public is excluded, the reason for passing this resolution in relation to the matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

    Item No.	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interest(s) protected (where applicable)	Ground(s) under section 48(1) for the passing of this resolution
    C1	Reserve Status and Lease of Mary Atkin Cottage	Public conduct of matter would be likely to result in disclosure of information for which good reason to withhold exists under section 7.	Section 7(2)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). In particular, the report identifies a property which council wishes to purchase. Disclosure of this information could prejudice or disadvantage council's future negotiations with the owner, and the privacy of the owner's activities.

    CARRIED

26. SELWYN COLLEGE MULTI-CULTURAL COUNCIL DISCRETIONARY FUND APPLICATION

    A discretionary grant application was considered as an extra-ordinary item from the Selwyn College Multi-cultural Council seeking funding for a multi-cultural event.

    [ATTACHMENT 26]

    Moved: Davis / Gunder

    That the discretionary funding application from Selwyn College Multi-cultural Council be approved in the order of $600 towards costs of producing a multi-cultural event.

    CARRIED

27. GLENDOWIE BOWLING CLUB (INC) DISCRETIONARY FUND APPLICATION

    The Deputy Chair, Helen Wallace, and Board Member Roberton wished it recorded that they would not be able to speak or vote on the funding decision. Accordingly, there would not be a quorum of the Board to vote on the discretionary grant application from the Glendowie Bowling Club (Inc) seeking funding for storage cubes for the women's locker room, which was earlier approved as an extraordinary item.

    [ATTACHMENT 27]

    Moved: Davis / Millar.

    That the decision regarding the discretionary funding application from the Glendowie Bowling Club (Inc) for $623 towards the cost of purchasing cubes for storage in the women's locker room be delegated to a sub-committee consisting of the Chairman, Colin Davis and Board member Gunder.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 9:02pm.