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Tamaki Community Board
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MINUTES OF A MEETING OF THE TAMAKI COMMUNITY BOARD IN THE TAMAKI RECREATION CENTRE
ELSTREE AVENUE, GLEN INNES, AUCKLAND
HELD ON TUESDAY, 25 NOVEMBER 2008 AT 6:00PM

PRESENT: Ms Kate Sutton Chairperson
  Ms Christine O'Brien Deputy Chairperson
  Ms Arna Metcalfe  
  Mrs Jan Welch  
  Councillor Leila Boyle  
  Councillor Bill Christian, JP  
ALSO PRESENT: Councillor Richard Northey  

  1. Top APOLOGIES

    Moved: Sutton/ O'Brien

    That the apologies from Board Member Murray and Councillor Lotu-Iiga for non attendance be accepted.

    CARRIED

  2. Top CONFIRMATION OF MINUTES

    Moved: Sutton/ O'Brien

    That the minutes of the Tamaki Community Board meetings held on 23 September 2008 and 28 October 2008 be confirmed as true and correct records.

    CARRIED

  3. Top EXTRAORDINARY BUSINESS

    There was no extraordinary business.

  4. Top PUBLIC FORUM

    4.1. LIGHTS AT THE MT WELLINGTON THOMPSON PARK - DEAN KINI, MT WELLINGTON RUGBY LEAGUE

    Dean Kini, President of the Mt Wellington Rugby League Club addressed the Tamaki community board regarding the training lights at the Mt Wellington Thompson Park. The training lights are desperately needed for the members as well as the children for league training. Mr Kini advised the Board that the training lights were scheduled to be fixed but unfortunately there is no budget this year and that the lights would not be fixed for the next two to four years.

    Dean and representatives of the club also gave a video presentation to introduce and provide progress on work done by the Mt Wellington Rugby League to the Board.

    Moved: Metcalfe / O'Brien

    1. That Dean Kini and representatives from the league club be thanked for their attendance and presentation.
    2. That the Board requests that the Mt Wellington Rugby League make a presentation to the Arts, Culture and Recreation Committee at its next meeting on 3 December 2008 with regards to the restoration of Mt Wellington Thompson park training lights.
    3. That the Chairperson be delegated to attend and speak at the Arts, Culture and Recreation Committee meeting in support of the Mt Wellington Rugby League's presentation.

    CARRIED

    4.2. DISCRETIONARY FUNDING APPLICATION - TESS GOULD-THORPE AND ALISON CUTHBERT, GRANDPARENTS RAISING GRANDCHILDREN, EAST AUCKLAND GROUP

    Tess Gould-Thorpe and Alison Cuthbert introduced the Board to their organisation, Grandparents Raising Grandchildren, East Auckland Group. They noted the lack of support available for their constituency and spoke in support of their organisation's discretionary funding application.

    Moved: Sutton / O'Brien

    That Tess Gould-Thorpe and Alison Cuthbert be thanked for their attendance and presentation.

    CARRIED

    4.3. DISCRETIONARY FUNDING AND LOCAL EVENT FUNDING APPLICATIONS - ROBERT MINHINNICK AND PETER MORGAN, GLEN INNES DIABETES SUPPORT GROUP CHARITABLE TRUST

    Robert Minhinnick and Peter Morgan noted the prevalence of diabetes in the Tamaki area and stressed the importance of diabetes education. They spoke of the trust's work in educating people about diabetes and in support of the trust's discretionary funding and local event funding applications.

    [ATTACHMENT 4.3]

    Cr Boyle noted that the printer requested in the trust's local event funding application for the purposes of the public launch would be used for general purposes after the launch and thus would not fulfil the criteria for local event funding.

    Moved: Sutton / Welch

    That the Robert and Peter be thanked for their attendance and presentation.

    CARRIED

    4.4. DISCRETIONARY FUNDING AND LOCAL EVENT FUNDING APPLICATIONS - JOHN XIAO AND WEI REN SHEN, PANMURE CHINESE ASSOCIATION

    John Xiao and Wei Ren Shen introduced the Panmure Chinese Association to the Board. Their association aims to teach English to Chinese seniors in New Zealand and to promote cross-cultural activities between the Chinese community and New Zealand society in general. They also addressed the Board in support of their association's discretionary funding and local event funding applications.

    Moved: Sutton / Welch

    That John Xao and Wei Ren Shen be thanked for their attendance and presentation.

    CARRIED

  5. Top 2008/ 2009 DISCRETIONARY FUNDING

    Item 5.2 was taken at this point.

    5.1. 2008/2009 REQUEST FOR DISCRETIONARY FUNDING - GLEN INNES DIABETES SUPPORT GROUP CHARITABLE TRUST

    Moved: Cr Boyle / Cr Christian

    1. That the Board grants $463.31 from its 2008/2009 Discretionary Funding budget to the Glen Innes Diabetes Support Group Charitable Trust towards the costs of establishing an office and support facility at 197 West Tamaki Road, Glen Innes.
    2. That the Glen Innes Diabetes Support Group Charitable Trust be requested to provide an accountability statement to the Board following expenditure of the Discretionary Funding grant of $463.31.

    CARRIED

    5.2. 2008/2009 REQUEST FOR DISCRETIONARY FUNDING - GRANDPARENTS RAISING GRANDCHILDREN, EAST AUCKLAND GROUP

    Moved: Cr Boyle / Cr Christian

    1. That the Board grants $500 from its 2008/2009 Discretionary Funding budget to the Grandparents Raising Grandchildren, East Auckland Group towards the costs of operating the organisation including renting community centre space for meetings, providing tea/ coffee for these meetings, funding get-togethers between grandparents and grandchildren and sending out newsletters to members.
    2. That the Grandparents Raising Grandchildren, East Auckland Group be requested to provide an accountability statement to the Board following expenditure of the Discretionary Funding grant of $500.

    CARRIED

    5.3. 2008/2009 REQUEST FOR DISCRETIONARY FUNDING - PANMURE CHINESE ASSOCIATION

    Moved: Cr Boyle / O'Brien

    1. That the Board grants $500 from its 2008/2009 Discretionary Funding budget to the Panmure Chinese Association towards the costs of operating the organisation including conducting English language classes for its members, operating its share of the Panmure Christmas Parade and conducting miscellaneous activities in celebration of Chinese New Year and the Lantern Festival.
    2. That the Panmure Chinese Association be requested to provide an accountability statement to the Board following expenditure of the Discretionary Funding grant of $500.

  6. Top 2008/2009 LOCAL EVENT FUNDING

    Item 6.2 was taken at this point.

    6.1. 2008/2009 REQUEST LOCAL EVENT FUNDING - PANMURE CHINESE ASSOCIATION

    Moved: Sutton / Cr Boyle

    That the Panmure Chinese Association's application for 2008/2009 local event funding to cover the costs of co-hosting a Lantern Festival celebration event be revisited at the Board's 27 January 2009 meeting, provided that the application be revised to fulfil the criteria for a local event funding application.

    CARRIED

    6.2. 2008/2009 REQUEST FOR LOCAL EVENT FUNDING - GLEN INNES DIABETES SUPPORT GROUP CHARITABLE TRUST

    Moved: .Cr Boyle / Cr Christian

    That the Glen Innes Diabetes Support Group Charitable Trust's application for 2008/ 2009 local event funding to cover the costs of the trust's public launch be revisited at the Board's 27 January 2009 meeting, provided that the application be revised to fulfil the criteria for a local event funding application.

    CARRIED

  7. Top NAMING OF TWO NEW LEGAL ROADS FORMING A NORTHERN ACCESS TO SYLVIA PARK SHOPPING MALL

    Moved: Sutton / O'Brien

    1. That the report of the working party group regarding the naming of the two new legal roads near Sylvia Park Shopping Mall be received.
    2. That the Tamaki Community Board approves Musket Place and Stud Way as names for the two new legal public roads that form a northern access to the Sylvia Park Shopping Mall.

    CARRIED

  8. Top URGENT DECISION - DISCRETIONARY FUNDING FOR OTAHUHU COMMUNITY'S FAREWELL

    Moved: Cr Boyle / Metcalfe

    That the urgent decision regarding the approval for discretionary funding of $500.00 application for the Otahuhu Community farewell be noted.

    CARRIED

  9. Top PROVISION FOR URGENT DECISIONS

    Moved: Metcalfe / Cr Boyle

    That the Chairperson and the Deputy Chairperson, and in the absence of either one, Board member Welch be delegated to make urgent decisions over the 2008/2009 summer recess, with any decisions to be reported to the Board's 27 January 2009 meeting.

    CARRIED

  10. Top GRANT OF NEW LEASE - MT WELLINGTON TENNIS CLUB INC., MT WELLINGTON WAR MEMORIAL PARK, 50 DUNKIRK ROAD, PANMURE

    Cr Christian neither voted nor spoke on this item.

    Moved: Cr Boyle / Metcalfe

    1. That it be recommended to the Arts, Culture and Recreation Committee:
      The granting of new lease to the Mt Wellington Tennis Club Inc., Mt Wellington War Memorial Park, 50 Dunkirk Road, Panmure under the following terms and conditions:
      1. Term - five years commencing 1 January 2009;
      2. Rights of Renewal - two rights of renewal each of five years;
      3. Rent - $250.00 plus GST per annum;
      4. All other terms and conditions per Auckland City Council's Community and Recreation Lease Policy.
    2. That officers be requested that any future reports relating to whether a new lease should be granted under the conditions of the Community and Recreation Lease Policy, there should be more explicit description on the policy criteria and that more information should be provided as to how the lessee organisation is adhering to the criteria.

    CARRIED

  11. Top GRANT OF NEW LEASE, MT WELLINGTON BOWLING CLUB INC. - 47A DUNKIRK RD, PANMURE, JOHNSON RESERVE

    Moved: Sutton/ Cr Boyle

    That the report on the Mt Wellington Bowling Club Inc. new lease be deferred to the January 2009 board meeting and that officers be requested to provide more information with regards to the club's income and address the issue or liquor sale in the club.

    CARRIED

  12. Top SMALL LOCAL IMPROVEMENT PROJECTS (SLIPS)

    Moved: Sutton / O'Brien

    1. That the memorandum of the SLIPs Project Portfolio Leader dated 12th November entitled "Tamaki Decision Report November 2008 on
    2. That the board recommend that the following proposals be moved from stage 1 to stage 2 and allocates the spokesperson for each of the proposals as follows:
    Project Project description Spokesperson
    Directional Signs - Panmure Lagoon Installation of signage to playground from Cleary Road Panmure M Murray
    Panmure Lagoon 1km Walk Measurement Signage/ Markings to indicate lengths around walkway M Murray
    Sturges Park Footpath and Steps to College Fields Construction of path and steps from car park to playing fields C O'Brien
    1. That the board delegates the authority to the spokesperson for each proposal to provide guidance and advice to the 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 Cleary Road Playground repaint project be deleted.
    3. That the Board allocates scoping budgets to the following proposals on the stage 2 scoping list so that proposals can proceed to be scoped.
    Project Project Description
    Hobson Reserve basketball half court and playground relocation stage 1 Installation of a half basketball court in Hobson Reserve and relocation of playground to Court Reserve - Stage 1 consultation, design and costing
    Mayfair Place Public Seating Shelter Design Stage 1 Design of shelters for seating in Mayfair Place
    Mayfair Place Stage Shelter Design Stage 1 Concept design for shelter for band stand at Mayfair Place
    Pt England Reserve Path Stage 1 To produce detailed design and cost estimate for improvements to path and planting of swales
    Fruit Tree Planting on public spaces Purchasing and planting of 20 fruit trees that are beneficial for residents in 1 way.
    1. That the scoping budget decision for the Dunkirk Reserve Riverside Road bollards be deferred.
    2. That the following proposals be noted as follows:
    Cleary Road Playground Repaint Repaint of Cleary Road playground Deleted
    Merton Road/Apirana Ave Corner Footpath Upgrade Phase 1 Upgrade footpath to safe all weather surface and lighting - concept plan Deferred
    Merton Road/Apirana Ave Corner Footpath Upgrade Phase 2 Upgrade footpath to safe all weather surface and lighting - installation Deferred
    Nelson St Foreshore Improvements Stg 1 To produce concept plan for development of this small reserve Deferred
    Nelson St Foreshore Improvements Stg 2 To implement physical works as identified and agreed in stage 1 Deferred
    Relocation of the Kotuku Sculpture Install the Kotuku sculpture on a fix pole Deferred
    Tamaki Neighbourhood Parks Anti-Graffiti Planting year 3 Planting to prevent grafitti around fencelines in parks Deferred
    Waipuna Recreation Area Fencing To fence off area from busy intersection and provide seating and safer more usable space Deferred
    1. That the Tamaki Community Board allocate the budget of $19,832.60 for the implementation of the Otahuhu Shopping Centre seat refurbishment project.
    2. That the Tamaki Community Board express its disappointment with regards to communication and processes undertaken between the Board and the SLIPs team with regards to the Mayfair Place seating and shelter design projects and the Otahuhu Town Hall development of outdoor area project.
    3. That the Board reiterates its October decision inter alia as follows:

    That the Tamaki Community Board endorse, in principle, the following SLIPs projects for Mayfair Place, Glen Innes:

    1. waterproof stage shelter - 1st priority
    2. shade sails for seating - 2nd priority

    subject to:

    • the timing of the Mayfair Place remediation project to endeavour to have these done at the same time
    • final costings from the SLIPs team.

    That the Working Party of board members Welch, O'Brien and Cr Boyle be appointed to mediate with officers and the Glen Innes Business Association regarding any decision and sign off for this project.

    CARRIED

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

    Moved: Cr Boyle / Cr Christian

    1. That the report of the SLIPs Manager dated 3 November 2008 entitled "SLIPs Programme Schedule and Funding Allocation" be received.
    2. That the SLIPs manager be informed that the Tamaki Board will be meeting on 27 January 2009.

    CARRIED

  14. Top COMMITTEE REPORTS FOR THE BOARD'S INFORMATION

    14.1. RESOLUTIONS AND REPORT FROM FACILITY PARTNERSHIP WORKSHOP - FACILITY PARTNERSHIP PROPOSALS FOR 2009/ 2010

    Moved: Cr Christian / Welch

    1. That the resolutions from the 12 November 2008 meeting of the Arts, Culture and Recreation Committee relating to the Resolutions and Report from the Facility Partnership Workshop - Facility Partnership Proposals for 2009/2010 be noted.
    2. That the Board expresses its disappointment with respect to the $10 million reduction for the successful facilities partnership and recommends to the March 2009 Combined Committees Meeting to restore the $10 million reduction.

    CARRIED

    14.2. TAMAKI EDGE CONSTITUENTS GROUP

    Moved: Sutton / O'Brien

    1. That the resolutions from the 13 November 2008 City Development Committee regarding the Tamaki Edge Constituents Group be noted.
    2. That the City Development Committee be advised that a Tamaki Community Board member be included and become part of the Tamaki Transformation Programme Advisory Group.
    3. That the Board set up a working party comprised of all the members of the Board to discuss the Tamaki Edge Constituents Group report from the 13 November 2008 City Development Committee meeting.

    CARRIED

    14.3. TEN YEAR PLAN BUDGETS

    Moved: O'Brien / Metcalfe

    1. That the Ten-Year Plan Budgets report of the Extraordinary Finance and Strategy Committee's Long-term Council Community Plan (LTCCP) Direction Setting Meeting, dated 18 November 2008, be noted.
    2. That the Board set up a working party comprised of all the members of the Board to formulate a submission to the Ten Year Plan Budgets report from the 18 November 2008 Extraordinary Finance and Strategy Committee's Long-term Council Community Plan (LTCCP) Direction Setting meeting.

    CARRIED

  15. Top CORRESPONDENCE

    15.1. CORRESPONDENCE RECEIVED - ANGLICAN TRUST FOR WOMEN AND CHILDREN

    Moved: Sutton / Welch

    That the correspondence from the Anglican Trust for Women and Children containing the completed funding accountability form, be received.

    CARRIED

    15.2. CORRESPONDENCE RECEIVED - AUCKLAND CITY MISSION, THANK YOU LETTER

    Moved: Sutton / Metcalfe

    That the correspondence from the Auckland City Mission thanking the Board for its support and asking for its assistance with the Mission's Christmas appeal, be received.

    CARRIED

    15.3. CORRESPONDENCE RECEIVED - DAVID LANGE MEMORIAL TRUST, THANK YOU LETTER

    Moved: Metcalfe / Welch

    That the correspondence from the David Lange Memorial Trust thanking the Board for its Small Local Improvement Projects (SLIPs) grant of $35,000, be received.

    CARRIED

    15.4. CORRESPONDENCE RECEIVED - EAST AUCKLAND HOME AND BUDGET SERVICE, THANK YOU LETTER

    Moved: Sutton / O'Brien

    That the correspondence the East Auckland Home and Budget Service thanking the Board for its 2008 Community Board Local Funding Grant of $2000 to assist with the costs associated with delivering the group's services to clients of Work Income New Zealand Panmure, be received.

    CARRIED

    15.5. CORRESPONDENCE RECEIVED - GLEN INNES BUSINESS ASSOCIATION, THANK YOU LETTER

    Moved: Metcalfe / Cr Christian

    That the correspondence from the Glen Innes Business Association thanking the Board for its 2008/ 2009 Events Funding grant of $2,290.00 to assist with the provision of Spring Carnival Days 2008 from 7 through 9 October 2008, be received.

    CARRIED

    15.6. CORRESPONDENCE RECEIVED - KIDS CAN CHARITABLE TRUST, FUNDING ACCOUNTABILITY FORM

    Moved: O'Brien / Metcalfe  

    That the correspondence from KidsCan Charitable Trust containing the completed funding accountability form, be received.

    CARRIED

  16. Top CHAIRPERSON'S REPORT

    The chairperson tabled a copy of her report.

    [ATTACHMENT 16]

    Moved: O'Brien / Metcalfe  

    That the tabled report of the Chairperson be received.

    CARRIED

  17. Top COUNCILLORS' REPORTS

    Moved: Sutton / O'Brien

    1. That the verbal report of Councillor Boyle regarding the following be received: Future Planning Framework update; Tamaki Recreation Centre Trust Board; Maybury Reserve Community Art Project Launch; Workshop at the Zoo; Launch of Auckland City Website at the Panmure Library; Zoo Board Meeting - Media Interest; and Tomioka City Dinner; Policing Security Meeting.
    2. That the verbal report of Councillor Christian regarding the current state of rugby in Tamaki be received.
    3. That the verbal report of Councillor Northey regarding the following be received: Brisbane model of local government; workshop for voluntary agencies on the utilisation of information technology; and flag raising ceremony of the diplomatic corps.

    CARRIED

  18. Top BOARD MEMBERS' REPORTS

    Board member O'Brien tabled her written report during the meeting.

    [ATTACHMENT 18]

    Moved: Sutton / Metcalfe

    1. That the written report of Board member O'Brien be received.
    2. That the verbal report of Board member Welch regarding the following issues be received: Ronald McDonald charity meeting; Dunkirk Road; Singalong with the RSA; and SafetyNet Group update.
    3. That the verbal report of Board member Metcalfe regarding the following be received: Otahuhu Steering Group; and pools

    CARRIED

  19. Top REPORTS REQUESTED/PENDING

    Moved: Sutton / Cr Boyle

    That the reports requested/pending list be received.

    CARRIED

  20. Top GROUPS ACTIVITY REPORT

    [ATTACHMENT 20]

    Moved: Sutton / O'Brien

    1. That the group activity report for the month of October 2008 be received, provided that council staff provide the board with the following items by the next Board meeting:
      1. The Parks Services report for Tamaki.
      2. An explanation of the acronym "ADS" from the Transport report.
    2. That the Board requests that in the future, council staff make the following changes to the group activity reports that are submitted to the Board as follows:
      1. Duplications in the application received list need to be deleted.
      2. Individual liquor licensing reports that are listed in the groups activity report need to be forwarded to Board member O'Brien, the spokesperson for liquor licensing promptly.

    CARRIED

    There being no further business the Chairperson declared the meeting closed at 09:16 pm.
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