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AGENDA ATTACHMENTS

OPEN AGENDA

 I hereby give notice that a meeting of the

WAIHEKE COMMUNITY BOARD

will be held as follows:

Members:

1. APOLOGIES

   An apology has been received from Chairman Ericson for lateness.

2. CONFIRMATION OF MINUTES

   The minutes of the Waiheke Community Board meeting held on Wednesday, 24 September 2008 to be confirmed as a true and correct record.

3. 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."

4. 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. DOG-FRIENDLY BEACH AT OWHANAKE - MIKE TAYLOR AND CHRISTY RALPHS

   Mike Taylor and Christy Ralphs will be in attendance to address the Board regarding the proposed dog-friendly beach at Owhanake.

   4.2. WAIHEKE ISLAND PONY CLUB - MANDY BROWN

   Mandy Brown, President of the Waiheke Island Pony Club, will be in attendance to address the Board regarding various issues on behalf of the Waiheke Island Pony Club.

5. SLIPS PROJECT UPDATE

   S Drake
   SLIPs Project Portfolio Leader	13 October 2008

   Providing a summary of the Palm Beach Reserve Shade Sail project with cost of works and a concept design, for consideration by the Board.

   Recommending that the memorandum of the SLIPs Portfolio Leader, dated 13 October 2008, be received, and that the Board approves the design of the Palm Beach Reserve Playground Shade Sail, and allocate the budget of $41,051.00 for implementation of the Palm Beach Reserve Playground Shade Sail Project.

6. WAIHEKE SLIPS PROGRAMME UPDATE - OCTOBER 2008

   J Goh, SLIPs Programme Leader
   H Alcock, SLIPs Manager	10 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 $61,999 of the annual Opex budget and $80,000 of the three-year Capex budget. Note, these figures are approximate as exact costs for each project will not be known until scoping/planning is completed.

   This leaves $22,001 opex funding to be allocated for the 2008/2009 financial year and $636,483 capex funding to be allocated for the 2008-2011 period.

   Recommending that the memorandum of the SLIPs Manager and SLIPs Programme Leader, dated 10 October 2008, be received and that the Board allocate the remaining $22,001 Opex budget no later than March 2009 to ensure these projects can be deliviered in the 2008/2009 financial year, which ends on 30 June 2009.

7. DELEGATIONS REGISTER REVIEW

   D McGregor
   Project Team Leader	26 September 2008

   Seeking feedback from all community boards regarding their delegations for the 2007-2010 triennium. This report seeks to clarify community board delegations, including the changes made at the 28 February 2008 Council meeting. 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. Feedback from each community board will be requested by 31 October 2008.
   • Feedback from community boards will be presented to the delegations working party in mid-November.  The working party will make 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, on 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.

8. REPORT AND RESOLUTIONS FROM THE COMMUNITY SERVICES COMMITTEE - COMMUNITY ASSISTANCE FUNDING REVIEW UPDATE

   J Chisholm
   Democracy Advisor	15 October 2008

   Attaching a report, considered by the Community Services Committee at its 1 October 2008 meeting, which sought feedback on recommended changes to council's community group assistance policy and mechanisms.

   The committee resolved as follows:

   1. 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.
   2. That the Community Services Committee notes that officers will report back with a draft Community Group Assistance Policy in December 2008 for endorsement.
   3. That the Community Services Committee provides feedback on the recommendations outlined in the report as follows:
      1. 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
      2. that the Committee asks staff to consider how greater authority can be given to community boards in communityassistance funding decision-making in order to reduce administrative costs and to benefit from their localknowledge, 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 ServicesCommittee.
   4. That the Community Services Committee notes the feedback from Councillor Northey as follows:
      1. that no minimum level of grants be set;
      2. that decisions on the citywide accommodation fund should be made by this committee to ensure coordination with the citywide grant fund;
      3. that the reinstatement of separate key categories of grants not be accepted; and
      4. 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 Board chairman regarding the Community Assistance Funding Review by 31 October 2008, noting this feedback will be considered at a working party meeting being held on 4 November 2008.

9. REPORT AND RESOLUTIONS FROM THE COMMUNITY SERVICES COMMITTEE - COMMUNITY CENTRES, HALLS AND OFFICES STOCKTAKE

   J Chisholm
   Democracy Advisor	15 October 2008

   Attaching a report, considered by the Community Services Committee at its 1 October 2008 meeting, which identifies the scope of the Community facilities and libraries plan project.

   The committee resolved as follows:

   1. 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.
   2. That the report of the Senior Policy Analyst, dated 25 September 2008, be forwarded to all community boards for their information and feedback.
   3. 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.
   4. 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 Board chairman regarding the Community Facilities and Libraries Plan project, and that the resolutions of the Community Services Committee, dated 1 October 2008, be considered.

10. BOARD MEMBERS' REPORTS

    10.1. REPORT FROM TONY SEARS

    Attaching for the Board's information, a report and information from Board member Sears outlining the projects and issues he has been involved with since the September 2008 meeting, as follows:

    • Street decorations suggestion
    • Wastewater submission
    • Minutes from the Waiheke public meeting held 13 September 2008, regarding Wheelie Bins
    • Wheelie Bins Survey Summary
    • Wheelie Bins Comments Summary

    Recommending that the report from Board member Sears be received.

    10.2. REPORT FROM EILEEN EVANS

    Attaching for the Board's information, a report from Board member Evans outlining the projects and issues she has been involved with since the September 2008 meeting.

    Recommending that the report from Board member Evans be received.

    10.3. REPORT FROM NOBILANGELO CERAMALUS

    Board member Ceramalus will provide a verbal report at the meeting.

    Recommending that the verbal report of Board member Ceramalus be received.

    10.4. REPORT FROM HERB ROMANIUK

    Board member Romaniuk will provide a verbal report at the meeting.

    Recommending that the verbal report of Board member Romaniuk be received.

11. COUNCILLORS' REPORTS

    Councillor Roche will provide a verbal report at the meeting.

    Recommending that the verbal report from Councillor Roche be received.

12. CHAIRMAN'S REPORT

    Attaching for the Board's information, a report and information from the Chairman outlining the projects and issues he has been involved with since the September 2008 meeting, as follows:

    • Notice of Motion - Thames-Coromandel District Council Petition
    • Waiheke Community Board LTCCP submission
    • NZ Community Boards' Conference 2009 (Registration)
    • Waiheke Community Board submission regarding allocation of 2008-2009 remuneration pool
    • Chairs Forum - Urban Design Panel presentation
    • Letter from Vector Limited regarding Undergrounding Power Reticulation
    • Decision regarding January 2009 Board meeting

    Recommending that the report from the Chairman be received.

13. REPORTS REQUESTED/PENDING

    J Chisholm
    Democracy Advisor	15 October 2008

    Advising of reports requested/pending as of 15 October 2008.

    Recommending that the reports requested/pending report of the Democracy Advisor, dated 15 October 2008, be received.

14. POLICE REPORTS

    J Chisholm
    Democracy Advisor	15 October 2008

    Providing for the Board's information police reports dated:

    • 15.09.08 - 21.09.08
    • 21.09.08 - 28.09.08
    • 28.09.08 - 06.10.08

    Recommending that the police reports be received.

15. GROUP ACTIVITY REPORTS

    J Chisholm
    Democracy Advisor	15 October 2008

    Attaching the group activity reports for the September 2008 period for the Board's information.

    Recommending that the group activity reports for the September 2008 period be received.

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

    Janine Chisholm
    Democracy Advisor	16 Oct 2008
    Section 48, Local Government Official Information and Meetings Act 1987:

    The following motion is submitted for consideration:

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

    The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each 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	Approval of proposal by NZ Communications Limited for 3G Cellular Installations at 10 Ocean View Road, Matiatia	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)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. Section 7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	S48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.
    C2	Proposal by Telecom Mobile Limited to vary the existing Microcellular Site Licence Agreement to enable the upgrade of telecommunications equipment to 3G Technology at 10 Ocean View Road, Matiatia.	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)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. Section 7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	S48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.