APOLOGIES
At
the close of the agenda no apologies had been received.
CONFIRMATION OF MINUTES
The
minutes of the Maungakiekie Community Board meeting held on Thursday, 18
September 2008 to be confirmed as a true and correct record.
EXTRAORDINARY BUSINESS
| Section 46A(7) of the Local Government Official Information and Meetings
Act 1987 (as amended) states: |
| "An item that is not on the agenda for a meeting may be dealt with at
that meeting if- |
| (a) |
The local authority by resolution so decides; and |
| (b) |
The presiding member explains at the meeting at a time when it is open
to the public,- |
| |
(i) |
The reason why the item is not on the agenda; and |
| |
(ii) |
The reason why the discussion of the item cannot be delayed until a
subsequent meeting." |
| Section 46A(7A) of the Local Government Official Information and
Meetings Act 1987 (as amended) states: |
| "Where an item is not on the agenda for a meeting,- |
| (a) |
That item may be discussed at that meeting if- |
| |
(i) |
That item is a minor matter relating to the general business of the
local authority; and |
| |
(ii) |
The presiding member explains at the beginning of the meeting, at a time
when it is open to the public, that the item will be discussed at the
meeting; but |
| (b) |
no resolution, decision, or recommendation may be made in respect of
that item except to refer that item to a subsequent meeting of the local
authority for further discussion." |
PUBLIC FORUM
A
period of time (approximately 20 minutes) is set aside for members of the public
to address the meeting on matters within its delegated authority. A maximum of
5 minutes per item is allowed, following which there may be questions from
members.
The
following requests have been received to address the meeting:
4.1. CELLPHONE TOWER INSTALLATION IN ONEHUNGA - AVAN POLO
Avan
Polo will be in attendance to address the Board regarding the installation of a
cellphone tower in Onehunga.
4.2. THE KNOX SCOTTISH COUNTRY DANCING CLUB - ELIZABETH WILSON, TREASURER
Elizabeth Wilson, representing The Knox Scottish Country Dancing Club, will be
in attendance to address the Board in support of her Discretionary Funding
application for costs associated with the purchase of sound equipment necessary
for Scottish country dancing classes. This application will be considered under
item 15.1 on this agenda.
4.3. PROPOSED PLAN CHANGES TO ELLERSLIE RACECOURSE - CHRIS WEAVER, AUCKLAND RACING CLUB
Chris Weaver, Chief Executive Officer, Auckland Racing Club, will be in
attendance to address the Board, regarding the proposed plan changes to
Ellerslie Racecourse.
INTRODUCTION OF COMMUNITY SERVICES ADVISERS
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
Graeme Dykes and Kat Teirney, Community Services Advisers, and Greg Morgan,
Place Manager, will be in attendance to introduce themselves and answer any
questions that the Board may have regarding their responsibilities.
Recommending that the Community Services Advisers and the Place Manager be
thanked for their attendance.
MICHAELS AVENUE RESERVE - LANDSCAPE MASTER PLAN UPDATE
Stephen Quin
Landscape Architect, Arts, Community and Recreation
Policy |
|
Mike Gallagher
Parks Advisor Active Recreation, Arts, Community
and Recreation Services |
3 October 2008 |
Providing an update to the Board on the development of the landscape master plan
for Michaels Avenue Reserve. The landscape master plan is Auckland City
Council's long-term plan for the development of Michaels Avenue Reserve, a
primary open space in the Ellerslie growth area. The master plan sets out how
the reserve can be developed in the future to accommodate increased recreational
use, focusing specifically on the need to improve the capacity of the reserve's
playing fields. Officers have subsequently revised the draft landscape master
plan in response to stakeholder consultation. The master plan identifies four
stages of development (attachment A). Stages one and two focus on:
- the upgrade of the number one field to a synthetic surface;
- floodlighting the number one field;
- improvements to the layout and surface of the lower playing fields;
- the provision of additional car parking spaces; and
- improvements to pedestrian and vehicular access and circulation.
Stages three and four of the landscape master plan include:
- new changing facilities and toilets building designs and located with the
ability to accommodate a potential sports club facility;
- floodlighting the lower fields; and
- improvements to the existing peat wetland.
Budget allocation will be subject to council's 10-year planning (Long-Term
Council Community plan) process currently underway. The Landscape Architect,
Arts, Community and Recreation Policy, and the Parks Advisor Active Recreation,
Arts, Community and Recreation Services will be in attendance to speak to this
item.
Recommending that the memorandum of the Landscape Architect, Arts, Community and
Recreation Policy, and the Parks Advisor Active Recreation, Arts, Community and
Recreation Services, dated 3 October 2008, be received.
ONEHUNGA FORESHORE MASTER PLAN
| Richard Denney |
|
| Senior Landscape Architect |
2 October 2008 |
Reporting on the motorway
expansion proposed by Transit New Zealand to State Highway 20 (SH20) Manukau
Harbour, which provides Council with the opportunity to develop the Onehunga
foreshore into a high quality open space and coastal environment.
At its meeting on 17
September 2008, the Finance and Strategy Committee resolved as follows:
- "That the Finance and Strategy Committee acknowledge Council's
commitment to the enhancement of the Onehunga foreshore and lagoon.
- That the Finance and Strategy Committee approve the unbudgeted
operational expenditure of $120,000 for the purpose of leading the development
of a master plan for the Onehunga foreshore and lagoon."
The Senior Landscape
Architect will be in attendance to speak to this item.
Recommending that the
memorandum of the Senior Landscape Architect, dated 2 October 2008, be received;
and that the report and resolutions from the Finance and Strategy Committee,
dated 17 September 2008, be considered.
CATEGORY FIVE PLAYGROUNDS
| Grant Muir |
|
| Service Delivery Manager, Parks Services |
6 October 2008 |
At
its 21 August 2008 meeting, the Board resolved, inter alia, as follows;
"That the Maungakiekie Community Board seeks clarification on the percentage of
total playgrounds in the Maungakiekie Ward that are graded as category five, the
total number of playgrounds in the Maungakiekie Ward as category five and how
that compares to the percentage of category five playgrounds citywide."
This
report is presented in response the above resolution.
Recommending that the memorandum of the Service Delivery Manager, Parks
Services, dated 6 October 2008, be received.
DELEGATIONS REGISTER REVIEW
| Dan McGregor |
|
| Project Team Leader |
26 September 2008 |
Seeking feedback from all community boards regarding their delegations for the
2007-2010 triennium. Community boards are given an opportunity to comment on
their current delegations and invites feedback on other issues relating to
community board delegations. This report also outlines the process for gaining
community board feedback, which was agreed to with the community board
representative, Kate Sutton. The agreed outcome was a four-stage process:
- a report will go to each of the community board meetings in October, and
with feedback from each community board requested by 31 October 2008;
- feedback from community boards will be presented to the delegations working
party in mid-November , which will be making a decision on the preferred
delegations;
- the preferred delegations will then be presented to a workshop of community
board chairpersons in late November;
- the preferred delegations will form part of the final report to Council.
Recommending that the Board provide feedback to the delegations review project
team by 31 October 2008 regarding the current community board delegations as
passed by Council on 28 February 2008, and any issues relating to delegations
not affected by the 28 February 2008 changes.
REPORT AND RESOLUTIONS FROM THE COMMUNITY SERVICES COMMITTEE - COMMUNITY ASSISTANCE FUNDING REVIEW
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
Updating the Board on the community assistance funding review and requesting
feedback on recommended changes to council's community group assistance policy
and mechanisms. In April 2008, a scoping report for this review was presented
to the Community Services Committee and an officer's update was requested. The
review provides an opportunity for the committee to consider whether the current
funding mechanisms are the most effective and efficient way to assist community
groups and make recommendations for change.
The
community group assistance policy and the following funding and assistance
mechanisms are within the scope of the review, noting that it was agreed not to
include in the review community board local, events and discretionary funding.
However, officers are recommending one change to community board schemes - that
a minimum be placed on grants of $1,000:
- community group assistance fund;
- community group accommodation support fund;
- school holiday programme funding;
- community and recreation lease policy;
- community halls fees policy;
- community loans policy;
- funding agreements negotiated directly with council; and
- capacity building support (e.g. advice, information, advocacy and training
support).
At
its meeting on 1 October 2008, the Community Services Committee resolved as
follows:
- "That the report of the Policy Analyst and the
Senior Policy Analyst, dated 25 September 2008, be forwarded to community boards
for their comment for inclusion in the final report.
- That the Community Services Committee notes
that officers will report back with a draft Community Group Assistance Policy in
December 2008 for endorsement.
- That the Community Services Committee provides
feedback on the recommendations outlined in the report as follows:
- that officers be requested to provide information regarding the
administrative costs of the community assistance funds programme prior to the 18
November 2008 Annual Plan Direction Setting meeting; and
- that the Committee asks staff to consider how greater authority can
be given to community boards in community assistance funding decision-making in
order to reduce administrative costs and to benefit from their local knowledge,
and report back to a working party consisting of community board chairs,
Councillors Easte, Raffills, and the Chairperson, Community Services Committee
before reporting back to the Community Services Committee.
- That the Community Services Committee notes
the feedback from Councillor Northey as follows:
- that no minimum level of grants be set;
- that decisions on the citywide accommodation fund should be made by
this committee to ensure coordination with the citywide grant fund;
- that the reinstatement of separate key categories of grants not be
accepted; and
- that the Committee agree that recommended funding be presented to
councillors for feedback before the final decisions are made by the committee."
Recommending that the Board provide feedback to the Community Services Committee
regarding the Community Assistance Funding Review, and that the report of the
Policy Analyst and Senior Policy Analyst, dated 25 September 2008, and the
resolutions of the Community Services Committee, dated 1 October 2008, be
considered.
REPORT AND RESOLUTIONS FROM THE COMMUNITY SERVICES COMMITTEE - COMMUNITY CENTRES, HALLS AND OFFICES STOCKTAKE
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
Reporting on the scope of the Community Facilities and Libraries Plan project,
which is planned for completion in December 2009. The development of the plan
has been identified in the recent asset management planning reports in August
and September 2008. The project was also identified in the community and social
policy work programme reported to the Community Services Committee in
September. Council owns or supports 20 community centres and eleven recreation
centres, owns and administers 28 community halls, has two community offices, 17
public libraries and a mobile library. Council also leases a large number of
facilities to community groups under the Community and Recreation Lease Policy.
The Community Facilities and Libraries Plan project will review council's
existing community facilities and libraries strategies and provide a 20-year
development plan for these facilities. The plan will outline the context within
which our community and social infrastructure operates, and consider:
- the function of council's community and social infrastructure;
- the community need that council's facilities address;
- how council will work with the community to meet it community and social
infrastructure aspirations;
- areas of improvement to ensure council's facilities are well utilised and
meet community needs; and
- the levels of service the council will aim to achieve.
Officers will report back to the Community Services Committee in early 2009 with
an update on the progress of the Community Facilities and Libraries Plan
project.
At
its meeting on 1 October 2008, the Community Services Committee resolved as
follows:
- "That the Community Services Committee notes
that a Community Facilities and Libraries Plan will be developed, and that the
Group Manager, Arts Community and Recreation Policy will report back to the
Committee in early 2009 with an update on the project.
- That the report of the Senior Policy Analyst,
dated 25 September 2008, be forwarded to all community boards for their
information and feedback.
- That the Community Services Committee notes
that disposal of existing assets would only be considered if a better local
option, such as extension to a local library, was practicable and likely to
deliver better results to local communities.
- That further reports provide more information
on community offices, such as those in the Onehunga Community Centre, in Mt
Roskill near the Fickling Centre, Artworks, CAB offices, and the potential use
of 254 Ponsonby Road and other appropriate Council owned properties."
Recommending that the Board provide feedback to the Community Services Committee
regarding the community centres, halls and offices stocktake, and that the
report of the Senior Policy Analyst, dated 25 September 2008, and the
resolutions of the Community Services Committee, dated 1 October 2008, be
considered.
SLIPS PROGRAMME UPDATE OCTOBER 2008
| Helen Alcock |
|
| SLIPs Manager |
3 October 2008 |
Updating the Board on the SLIPs projects it currently has in the vetting and
scoping/planning stages. If funding is allocated to all of the projects
currently in scoping/planning, the Board will spend approximately $90,000 of the
annual opex budget and $360,000 of the three-year capex budget. These figures
are approximate, as exact costs for each project will not be known until
scoping/planning is completed. This leaves $44,400 opex funding to be allocated
for the 2008/2009 financial year and $753,472 capex funding to be allocated for
the 2008-2011 period. These figures do not include the costs for the
Maungakiekie Christmas lights, because these were not known at the time of
writing the report.
Recommending that the memorandum of the SLIPs Manager, dated 29 September 2008,
be received; and that the Board allocate the remaining $44,400 of their opex
budget no later than 19 March 2009 to ensure these projects can be delivered in
the 2008/2009 financial year, which ends on 30 June 2009.
SLIPS ANTI-GRAFFITI MURAL, TRAFALGAR ROAD
| Karen Yates |
|
| SLIPs Portfolio Leader |
6 October 2008 |
Reporting on the SLIPs Anti-Graffiti Mural project at Trafalgar Road, Onehunga.
The approved budget for the mural is $8000, and the SLIPs team liaised with the
Board spokesperson for the project, Brett Clark, regarding the design and
location of the mural.
Recommending that the memorandum of the SLIPs Portfolio Leader, dated 6 October
2008, be received; that the Board indicate their preference for the smaller or
larger of the two tram designs for the Trafalgar Road, Onehunga Anti-Graffiti
Mural; and that the Board approve additional funding from the SLIPs 2008/2009
budget for the implementation of the mural and that the Board delegate authority
to Brett Clark to approve the final budget as appropriate.
MAUNGAKIEKIE CELEBRATION LIGHTS AND JELLICOE PARK CHRISTMAS TREE LIGHTS 2008 SLIPS PROPOSALS
| Karen Yates |
|
| SLIPs Portfolio Leader |
6 October 2008 |
Reporting on the decision of the Board at its 18 September 2008 meeting to not
proceed with the Maungakiekie Celebration Lights SLIPs proposal, which sought to
purchase and install 32 LED lighting strings. The Board delegated authority to
the Chairperson, in consultation with all Board members, to investigate other
options regarding implementation of the Maungakiekie Celebration Lights SLIPs
project, and that the Chairperson report those options to the October 2008 Board
meeting. The Maungakiekie Celebration Lights proposal did not receive any
funding to scope and a substantial amount of work was carried out by suppliers
under significant time pressures to enable the proposal to meet the September
Board meeting timeframe. Retrospective approval is therefore sought for this
funding.
Recommending that the Board approve a maximum indicative scoping budget of $1500
for the Maungakiekie Celebration Lights proposal which was considered by the
Board at the meeting on 18th September 2008; that the Board approve a maximum
indicative scoping budget of $500 for the Jellicoe Park Christmas Tree Lights
2008 proposal; and that the Board delegate the authority to the Chairperson to
approve the final scope and budget for the Jellicoe Park Christmas Tree Lights
2008 proposal and report back to the November Board meeting.
DISCRETIONARY FUNDING APPLICATIONS
Discretionary Funding applications should comply with the following criteria:
- projects should directly benefit the local community;
- funds granted should generally be used to 'top up' funds already gathered;
and
- applications must include full details of the project and budget.
Applications for retrospective costs will not be considered.
15.1. THE KNOX SCOTTISH COUNTRY DANCING CLUB
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
Attaching for the Board's consideration an application for a Discretionary
Funding grant from The Knox Scottish Country Dancing Club, seeking funding of
$1,900 for costs associated with the purchase of sound equipment necessary for
Scottish country dancing classes.
Recommending that the Board consider the application.
PROVISION FOR URGENT DECISIONS
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
The Board does not meet again until January 2009,
and it is possible that matters may arise between the 20 November 2008 and the
22 January 2009 meeting that require urgent attention. Any decision made during
this period will be reported to the Board's 22 January 2009 meeting. The Board
is also provided an opportunity to decide whether it wishes to cancel its' 22
January 2009 meeting due to the summer recess period.
Recommending that the Board make provision for any
urgent decisions over the summer recess, and that the Board consider whether it
wishes cancel its' 22 January 2009 Board meeting.
CHAIRPERSONS REPORT
Attaching for the Board's information a report from the Chairperson outlining
the projects and issues she has been involved with since the September meeting.
Also attaching a project sheet outlining the planning details for the Oranga
Christmas Festival, to be held on 29 November 2008. A letter from the Auckland
Region and Far North Districts Community Boards Association will be tabled at
the meeting.
Recommending that the report from the Chairperson and the project sheet
outlining the planning details for the Oranga Christmas Festival, be received.
BOARD MEMBERS' REPORTS
18.1. REPORT FROM BRETT CLARK
Board member Clark will provide a verbal report at the meeting.
Recommending that the verbal report of Board member Clark be received.
18.2. REPORT FROM OLGA BROCHNER
Board member Brochner will provide a verbal report at the meeting.
Recommending that the verbal report of Board member Brochner be received.
18.3. REPORT FROM LYNN MESSERVY
Board member Messervy will provide a verbal report at the meeting.
Recommending that the verbal report of Board member Messervy be received.
18.4. REPORT FROM SIMON RANDALL
Board member Randall will provide a verbal report at the meeting.
Recommending that the verbal report of Board member Randall be received.
COUNCILLORS' REPORTS
19.1. REPORT FROM COUNCILLOR NORTHEY
Councillor Northey will provide a verbal report at the meeting.
Recommending that the verbal report from Councillor Northey be received.
19.2. REPORT FROM COUNCILLOR LOTU-IIGA
Councillor Lotu-Iiga will provide a verbal report at the meeting.
Recommending that the verbal report from Councillor Lotu-Iiga be received.
19.3. REPORT FROM COUNCILLOR BOYLE
Councillor Boyle will provide a verbal report at the meeting.
Recommending that the verbal report from Councillor Boyle be received.
19.4. REPORT FROM COUNCILLOR CHRISTIAN
Councillor Christian will provide a verbal report at the meeting.
Recommending that the verbal report from Councillor Christian be received.
REPORTS REQUESTED/PENDING
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
Attaching the reports requested/pending list of the Democracy Advisor, dated 7
October 2008.
Recommending that the report be received.
GROUP ACTIVITY REPORTS
| Eric Perry |
|
| Democracy Advisor |
7 October 2008 |
Attaching activity reports and statistics from the various groups within
Auckland City Council for the month of September 2008 for the Board's
information.
Recommending that the Group Activity Reports for the month of September 2008 be
received.
