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Great Barrier Community Board
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MINUTES OF A MEETING OF THE
GREAT BARRIER COMMUNITY BOARD
HELD ON MONDAY, 17 AUGUST 2009 AT 10.00AM
IN THE MARION BARLEYMAN COTTAGE
2 MOANA VIEW ROAD
OKUPU, GREAT BARRIER ISLAND

PRESENT: Mr Paul Downie Chairperson
  Ms Izzy Fordham Deputy Chairperson
  Mr Mickey O'Shea  
  Mr Richard Somerville-Ryan  
  Ms Christina Spence  
  Councillor Denise Roche  

A minute's silence was observed for Pat McGrath who recently passed away.


  1. Top APOLOGIES

    There were no apologies.

  2. Top CONFIRMATION OF MINUTES

    Moved: Downie/Fordham

    That the minutes of the Great Barrier Community Board meeting held on Monday, 20 July 2009, be confirmed as a true and correct record.

    CARRIED

  3. Top EXTRAORDINARY BUSINESS

    3.1 FINANCIAL CONTRIBUTIONS FUNDING - GREAT BARRIER ISLAND COMMUNITY HERITAGE AND ARTS TRUST

    Moved: Downie/O'Shea

    That an extraordinary item of business relating to the allocation of funding from the HGI Outer Islands financial contributions budget be considered at agenda item 19, for the reason that council officers are seeking the Board's endorsement to use part of this budget for the Great Barrier Island Community Heritage and Arts Trust project.

    CARRIED

  4. Top PUBLIC FORUM

    4.1 KAITOKE SCHOOL WHARF 2 WHARF - KYLIE ROBBINS

    Kylie Robbins, organiser of the Wharf 2 Wharf event, advised that the event is being held on 10 October 2009. She asked that the Board support the funding application and also advised that off-island competitors were being targetted.

    Moved: Downie/Fordham

    That Kylie Robbins be thanked for her presentation regarding the Wharf 2 Wharf event.

    CARRIED

    4.2 COMMUNITY SCULPTURE - BOB LAWSON

    Bob Lawson, chair of the GBI Community Heritage and Arts Village Trust, spoke to his tabled submission updating the Board on the proposed walking sculpture trail which had received community board funding, and a community sculpture project funded by Creative Communities.

    [ATTACHMENT 4.2]

    Moved: Downie/Somerville-Ryan

    1. That Bob Lawson be thanked for his presentation regarding the sculpture trail and community sculpture projects.
    2. That the correspondence from Bob Lawson be placed on the Board's September 2009 meeting with the view to considering the request to reallocate part of the sculpture trail funding to the community sculpture project.

    CARRIED

  5. Top GREAT BARRIER ISLAND ROAD RESERVE OPERATIONAL MANAGEMENT

    Moved: Downie/Fordham

    1. That the report of the HGI Transport Manager dated 5 August 2009 be received.
    2. That Reg Cuthers, Manager HGI, Transport Assets, be thanked for his attendance.

    CARRIED

  6. Top DISCRETIONARY FUNDING

    Moved: Downie/O'Shea

    That the status report on the Board's discretionary funding budget be received.

    CARRIED

    6.1. FUNDING ALLOCATION TO THE PORT FITZROY BOATING CLUB FOR THE 2010 MUSSELFEST EVENT

    Moved: Downie/Fordham

    That the Board approves that the $3,449 allocated to the Port FitzRoy Boating Club for the 2010 Musselfest event be utilised by the North Barrier Residents and Ratepayers Association for management of the event.

    CARRIED

    6.2. FUNDING APPLICATION - AOTEA FAMILY SUPPORT GROUP

    Moved: Downie/Fordham

    1. That the funding applications from the Aotea Family Support Group be deferred for consideration at the Board's September 2009 meeting.
    2. That Cathy Scott and Nerissa Baker be thanked for their attendance.

    CARRIED

    6.3. FUNDING APPLICATION - MULBERRY GROVE SCHOOL

    Moved: Downie/Fordham

    1. That the funding application from the Mulberry Grove School be received.
    2. That the Board approves the allocation of $992 from its 2009/2010 discretionary funding budget to the Mulberry Grove School towards return airfares for eight students to visit Auckland to view an exhibition of designs entered in the Architecture for Humanity Classroom Challenge.
    3. That the Mulberry Grove School provide an accountability statement to the Board following expenditure of the allocation of $992.

    CARRIED

    6.4. FUNDING APPLICATION - KAITOKE SCHOOL WHARF 2 WHARF

    Moved: Downie/Fordham

    1. That the funding application for the Kaitoke School Wharf 2 Wharf be received.

    CARRIED

    Moved: Downie/Spence

    1. That the Board approves the allocation of $2,450 from its 2009/2010 discretionary funding budget to the Kaitoke School towards the Wharf 2 Wharf event.
    2. That the Kaitoke School provide an accountability statement to the Board following expenditure of the grant of $2,450.

    CARRIED

  7. Top SLIPS PROGRAMME UPDATE REPORT

    Moved: Downie/OShea

    That the report of the SLIPs Programme Leader dated 4 August 2009 be received.

    CARRIED

  8. Top SLIPS DECISION REPORT

    A memorandum from the SLIPs Manager dated 5 August 2009, responding to the Board's request that the SLIPs criteria for Great Barrier be amended to allow for SLIPs proposals/applications to be lodged with accompanying works quotations, along with applicable specifications, design, etc. was tabled.

    [ATTACHMENT 8.1]

    Moved: Downie/Fordham

    1. That the report of the SLIPs Portfolio Leader dated 4 August 2009 be received and the memorandum of the SLIPs Manager dated 5 Augsut 2009 be received.
    2. That the SLIPs Portfolio Leader be advised that the Board will provide an itemised quotation for the installation of a new toilet at The Barleyman's Cottage.

    CARRIED

    1. That the Board approves the allocation of budgets to the following projects:
    Project Capex Opex
    Seniornet office expansion $9,323 $0
    Cape Barrier Walkways [option 3 - Ross Bay and Dolphin Bay) $61,950 $500
    Mulberry Grove Boat Ramp extension and enhancement $28,330 $100
    Pioneer Cemetery $12,292 $50
    Te Ahumata walkway $39,250 $300
    1. That the Board notes the indicative budgets and financial information, together with the balance of unallocated capex funding for 2009-2011.
    2. That the Board approves, in principle, the provision of a maximum of $60,000 as a grant to the Great Barrier Island Community Heritage and Arts Trust towards the creation of a heritage and arts village on land in the Claris central retail hub, as per resolution from the Arts, Culture and Recreation Committee's 12 August 2009 meeting.
    3. That the Board notes that the grant to the Great Barrier Island Community Heritage and Arts Trust will be drawn to a maximum of $20,000 in 2009/2010 and $40,000 in the 2010/2011 financial years, and will be subject to a formal grant application in accordance with council's SLIPs policy and Facility Partnership policy.
    4. That the Oruawharo sculptural memorial seat project be deferred for consideration at the Board's September 2009 meeting.

    CARRIED

    Moved: Roche/Spence

    1. That the Board Chairperson and Board Member Somerville-Ryan be the project sponsors to oversee the grant to the Great Barrier Island Community Heritage and Arts Trust.

    CARRIED

    The meeting adjourned at 12.09 pm and reconvened at 12.40 pm.

  9. Top COMMUNITY BOARD TRAINING BUDGET

    Moved: Downie/Fordham

    That the memorandum of the Democracy Services Group Manager dated 30 July 2009 be received.

    CARRIED

  10. Top QUARTERLY REPORT - RECYCLING AND WASTE OPERATIONS - FEB 09 TO MAY 09

    Moved: Downie/O'Shea

    1. That the report of the Contract co-ordinator, Environment and Utility Management dated 3 August 2009 be received.

    CARRIED

    Moved: Roche/Fordham

    1. That the Board requests that it be provided with a breakdown of the costs for both rubbish and recycling services per Great Barrier Island ratepayer.

    CARRIED

  11. Top HGI DISTRICT PLAN DECISION VERSION

    Moved: Downie/Fordham

    That the report of Board Member Somerville-Ryan regarding the HGI District Plan Decision Version be received.

    CARRIED

  12. Top CITY EVENTS ANNUAL REPORT

    Moved: Downie/O'Shea

    That the report of the Manager Event and Film Operations dated 29 June 2009 be received.

    CARRIED

  13. Top EMERGENCY MANAGEMENT PRESENTATION

    Moved: Downie/Fordham

    That Councillor John Lister and Jane Lodge, Emergency Management Planning, be thanked for their presentation regarding emergency management.

    CARRIED

  14. Top CHAIRPERSON'S REPORT

    Moved: Somerville-Ryan/Spence

    That the tabled report of the chairperson be received.

    CARRIED

    [ATTACHMENT 14]

  15. Top COUNCILLOR'S REPORT

    Moved: Downie/Spence

    That the tabled report of Councillor Roche be received.

    CARRIED

    [ATTACHMENT 15]

  16. Top BOARD MEMBERS' REPORTS

    Moved: Downie/O'Shea

    1. That the tabled report of Board member Fordham be received.

    CARRIED

    [ATTACHMENT 16.1]

    Moved: Downie/Fordham

    1. That the verbal report of Board member O'Shea regarding the following be received:
      • Attended Sugarloaf hearing
      • Attended small business financial meeting

    CARRIED

    Moved: Downie/Roche

    1. That the verbal report of Board member Spence be received.

    CARRIED

    Moved: Downie/Fordham

    1. That the verbal report of Board member Somerville-Ryan regarding the following be received.
      • Attended Sugarloaf hearing
      • Environment Court appeal preparation
      • Prepared written documentation for Heritage and Arts Village proposal
      • Attended meeting with Daly Contractors
      • Attended a number of meetings with Gordon Barratt re Jennys Road
      • Attended meetings with Megan Tyler/Paul Downie re district plan appeals process
      • Involved in presentation to ACR Committee re Heritage and Arts Village
      • Attended SLIPs funding meeting.

    CARRIED

  17. Top REPORTS REQUESTED/PENDING

    Moved: Downie/Fordham

    That the list of reports requested/pending as at July 2009 be received.

    CARRIED

  18. Top GROUP ACTIVITY REPORTS

    Moved: Downie/Spence

    That the group activity reports be received.

    CARRIED

  19. Top FINANCIAL CONTRIBUTIONS - GBI COMMUNITY HERITAGE AND ARTS VILLAGE

    Moved:Downie/O'Shea

    1. That the Board notes the following resolution from the 12 August 2009 Arts, Culture and Recreation Committee:

      That the Arts, Culture and Recreation Committee supports officers working with the Great Barrier Community Board to relocate the three buildings owned by the Great Barrier Island Community Heritage and Arts Trust on to part of the Council owned land in the Claris central retail hub under a concessionary lease.

    2. That the Board endorses the allocation of $100,000 from the HGI Outer Gulf Islands financial contributions budget to be used for works associated with the relocation of the GBI Community Heritage and Arts Trust's buildings currently located on land in Grey Road to council-owned land in the Claris central retail hub.
    3. That the Board requests that officers commence the preparation of a lease to the Great Barrier Island Community Heritage and Arts Trust of part of the council owned land in the Claris central retail hub as a matter of urgency.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 2.22 pm.
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