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AGENDA ATTACHMENTS

OPEN AGENDA

 I hereby give notice that a meeting of the

WESTERN BAYS COMMUNITY BOARD

will be held as follows:

Members:

1. APOLOGIES

   At the close of the agenda no apologies had been received.

2. CONFIRMATION OF MINUTES

   The minutes of the Western Bays Community Board meeting held on Wednesday, 19 November 2009 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.

   At the close of the agenda no requests to speak had been received.

5. NOTICE OF MOTION - COXS BAY WEED MANAGEMENT REVIEW

   Kate Stanton
   Board Member	13 January 2009

   Attaching a notice of motion received from Board member Stanton proposing that the Board request a review of the Coxs Bay Reserves Management Plan within the next twelve months.

   Recommending that the Board considers the notice of motion.

6. SMALL LOCAL IMPROVEMENT PROJECTS (SLIPS) DECISIONS JANUARY 2009

   Suzanne Drake
   SLIPs Project Portfolio Leader	8 January 2009

   Attaching an update report regarding the Board's SLIPs projects.

   Recommending that the Board considers the report.

7. FINANCIAL CONTRIBUTION REVENUE, EXPENDITURE AND PLANNED PROJECTS REPORTED ON A COMMUNITY BOARD BASIS

   Tam White
   Democracy Advisor	13 January 2009

   Attaching the report entitled "Financial Contribution Revenue, Expenditure and Planned Projects Reported on a Community Board Basis" that was considered by the City Development Committee at its 04 December 2008 meeting for the Board's information. The Committee resolved as follows:

   1. That the City Development Committee notes:
      1. that since council adopted a development contributions policy in 2005 financial contribution revenue has been reduced and is expected to cease by the end of the 2009/2010 year;
      2. that the current financial contributions balance of $14,678,501 has been planned to be spent on projects within the community board areas over the next three years.
   2. That a copy of the report of the Acting team leader, contributions policy dated 12 November 2008 entitled "financial contribution revenue, expenditure and planned projects reported on a community board basis" be circulated to all community board members, as a number of community boards are not meeting for several months due to the holiday period.

   Recommending that the resolutions of the City Development Committee be received.

8. COMMUNITY ASSISTANCE FUNDING REVIEW

   Tam White
   Democracy Advisor	13 January 2009

   Attaching the report entitled "Community Assistance Funding Review" that was considered by the Community Services Committee at its 03 December 2008 meeting for the Board's information. The Committee resolved as follows:

   1. That the Community Services Committee notes the community assistance funding review report presenting a revised Community group assistance policy and final recommendations on amendments to the council's community assistance mechanisms that focus on funding community group initiatives, activities, projects and events with deliverable outcomes and strong alignment with council's strategic priorities, developed in response to issues raised by the review which included:
      1. a lack of focus on strategic funding;
      2. a large number of small grants,
      3. a high proportion of funding allocated through the accommodation support fund;
      4. underuse of some funding streams; and
      5. lack of recognition for council's funding support.
   2. That the Community Services Committee approves:
      1. the revised Community group assistance policy; and
      2. that authority be delegated to the Chairperson of the Community Services Committee and General Manager - Art, Community and Recreation, to make and approve any minor amendments to the policy arising from the Committee meeting.
   3. That the Community Services Committee notes the reallocation of the available budget for the community grants programme to achieve a clear, simple and effective grants programme as follows:
      1. $680,000 per annum for the strategic relationship fund, noting that any unused funds can be transferred from one category of funding to another (with the exception of the community board discretionary funds);
      2. $450,000 per annum for the community group assistance fund;
      3. $510,000 per annum for the community board discretionary fund; and
      4. the residual being allocated to the community group accommodation support fund (i.e. $1,350,000 in 2009/10, $1,050,000 in 2010/11 and $700,000 per annum thereafter).
   4. That the Community Services Committee recommends to the Finance and Strategy Committee that the delegations register be amended to reflect the consolidation of the community board local and event funds into the community board discretionary fund.
   5. That the Community Services Committee agrees in principle to the establishment of 'hybrid leases' for community groups operating commercial activities from council facilities to reflect that council is not in the business of subsidising commercial activities, irrespective of the type of entity conducting those activities.
   6. That officers report back to the Community Services Committee in March 2009 with further information on the mechanisms to establish the new hybrid leases in the community and recreation lease policy, and that a formal review of the wider policy will be undertaken as part of the Community and library facilities plan, noting that the mechanism reported in March 2009 will address shortcomings in the current policy regarding community group use of council facilities for commercial purposes including issues around commercial product sales, alcohol sales and gaming machine proceeds.
   7. That officers continue to provide sufficient but reduced advice and support to community boards in their consideration of applications.
   8. That this new grants system be reviewed after 12 months, particularly regarding the appropriate extent and nature of staff support and advice.

   Recommending that the resolutions of the Community Services Committee be received.

9. DELEGATIONS REGISTER

   Tam White
   Democracy Advisor	14 January 2009

   Attaching the sections of the amended delegations register which pertain to the community boards for the Board's information. The resolutions relating to the amended delegations register was passed by council at its meeting on 11 December 2008.

   Recommending that the information be received.

10. YOUTH COUNCIL ASSESSMENT

    Tam White
    Democracy Advisor	14 January 2009

    Attaching the report entitled "Youth Council Assessment" that was considered by the Community Services Committee at its 03 December 2008 meeting for the Board's information. The Committee resolved as follows:

    1. That the Community Services Committee acknowledges the work already undertaken by the current Auckland City Youth Council, and approves a new meeting structure for the Youth Council to allow it to better reflect youth in schools and communities as follows:
       1. that youth councillors be nominated by school and community peers (one per secondary school, vocational or tertiary institution, youth organisation; or community network);
       2. that youth councillors be selected on their ability to demonstrate leadership, advocacy, governance and service skills;
       3. that a panel comprising a member of the Community Services Committee, a young person, a council officer and a youth organisation representative be established to select up to 25 youth councillors, noting that a young person nominated to Youth Council following an election at a school or tertiary institution will be selected for Youth Council in the normal course of events;
       4. that community boards invite Youth Council representatives to attend meetings where there are relevant items, which would be included in the Youth Council terms of reference;
       5. that the Youth Council meet quarterly; and
       6. that the matter of the term of the chairperson be an issue for the Youth Council to decide.
    2. That officers report on the progress of the new Auckland City Youth Council through the quarterly operations report.
    3. That the report of the Programme Adviser - Youth, dated 18 October 2008 and the above resolutions be forwarded to all community boards for their information.

    Recommending that the resolutions of the Community Services Committee be received.

11. LIVEABLE ARTERIALS PLAN

    Paul Glucina
    Senior Transport Planner	13 January 2009

    Attaching the presentation presented by the Senior Transport Planner to the board in December 2008 for the Board's information.

    Recommending that the presentation be received.

12. CORRESPONDENCE RECEIVED

    12.1. CORRESPONDENCE RECEIVED - WATERVIEW FRIENDSHIP CLUB, THANK YOU LETTER

    Correspondence from the Waterview Friendship Club thanking the Board for the Community Board Local Funding grant of $1,000 to support the club's monthly bus trips.

    Recommending that the correspondence be received.

    12.2. CORRESPONDENCE RECEIVED - AUCKLAND GIRLS' GRAMMAR SCHOOL

    Correspondence from Auckland Girls' Grammar School containing a receipt for the 2008/ 2009 Discretionary Funding grant of $300 to support the Textbook Award. For the last seven years, the Board has allocated funding from its discretionary budget to each of the four secondary schools in Western Bays for the purpose of this special student award.

    Recommending that the correspondence be received.

13. CORRESPONDENCE RECEIVED CONTINUED - ROYAL NEW ZEALAND AIR FORCE ASSOCIATION (INC) AUCKLAND BRANCH, FUNDING ACCOUNTABILITY FORM

    Correspondence from the Royal New Zealand Air Force Association (Inc) Auckland Branch containing a completed funding accountability form.

    Recommending that the correspondence be received.

14. CHAIRPERSON'S REPORT

    Attaching the following for the Board's consideration and information:

    1. Letter of the Chairperson to the Mayor and the Councillors regarding the Grey Lynn Park Recreation Precinct Upgrade
    2. An information memorandum from council officers to the Board regarding Noise and Liquor in Ponsonby Road.

    Recommending that the Chairperson's letter regarding the Grey Lynn Park Recreation Precinct Upgrade and the information memorandum from council officers regarding Noise and Liquor in Ponsonby Road be received.

15. COUNCILLORS' REPORTS

    Providing councillors with the opportunity to update the Board on projects and issues they have been involved with since the last meeting.

    This is an information item only and if councillors wish any action to be taken under this item, a written report must be provided for inclusion on the agenda.

16. BOARD MEMBERS' REPORTS

    Providing board members with the opportunity to update the Board on projects and issues they have been involved with since the last meeting.

    This is an information item only and if board members wish any action to be taken under this item, a written report must be provided for inclusion on the agenda.

17. REPORTS REQUESTED/PENDING

    Tam White
    Democracy Advisor	13 January 2009

    Reporting on reports requested/pending as of January 2009.

    Recommending that the report be received.

18. GROUPS ACTIVITY REPORT

    Tam White
    Democracy Advisor	13 January 2009

    Attaching activity reports and statistics from libraries in the Western Bays Ward for October and November 2008 for the Board's information.

    Recommending that the activity reports and statistics from libraries in the Western Bays Ward for October and November 2008 be received.