MINUTES OF AN EXTRAORDINARY MEETING OF THE WESTERN BAYS COMMUNITY BOARD

HELD ON TUESDAY, 20 NOVEMBER 2007 AT 6.38 PM

1. DECLARATION BY COMMUNITY BOARD MEMBER PURSUANT TO SCHEDULE 7, CLAUSE 14, OF THE LOCAL GOVERNMENT ACT 2002

   Community Board Member Jo Robertson made her declaration pursuant to Schedule 7, Clause 14, of the Local Government Act 2002.

2. APOLOGIES

   There were no apologies.

3. CONFIRMATION OF MINUTES

   Moved: Easte/ Moyle

   That the minutes of the inaugural meeting of the Western Bays Community Board meeting held on Wednesday, 7 November 2007 be confirmed as a true and correct record.

   CARRIED

4. EXTRAORDINARY BUSINESS

   There was no extraordinary business.

5. PUBLIC FORUM

   5.1.  CHRISTMAS LIGHTING ON PONSONBY ROAD - REQUEST FOR DISCRETIONARY FUNDING - BRIGID ROGERS, PONSONBY ROAD PROMOTIONS

   Ms Brigid Rogers, Ponsonby Road Promotions addressed the Board in support of Ponsonby Road Promotions request for funding for the installation of Christmas lighting on the fire station.

   Moved: Kilmister/ Kennaway

   That Ms Brigid Rodgers, Ponsonby Road Promotions be thanked for  her presentation in support of the Association's application for Discretionary Funding for Christmas lighting on Ponsonby Road from 1 December 2007.

   CARRIED

   5.2.  REPLACEMENT OF THE ORGANIC SEAT, HOWE STREET - BARBARA HOLLOWAY, KARANGAHAPE ROAD BUSINESS ASSOCIATION

   Barbara Holloway, Executive Director Karangahape Road Business Association and Norah West, Karangahape Road Business Association addressed the Board regarding the proposal to replace the organic seat on the corner of Howe Street. A copy of the design was tabled for the Board's information.

   [ATTACHMENT 5.2]

   Moved: Kilmister/ Moyle

   That Ms Barbara Holloway and Ms Norah West, Karangahape Road Business Association be thanked for their presentation regarding the proposal to replace the organic seat on the corner of Howe Street.

   CARRIED

   5.3. MEOLA CREEK REPLANTING - MARK SCOTT

   Mark Scott was not in attendance.

   5.4. IMPACT ACTION GROUP - REQUEST FOR 2007/2008 EVENTS FUNDING - POLI MATAAFA

   Mr Poli Mataafa, Mr Ben Taufua and Ms Stella Loa addressed the Board in support of the request for Events funding to assist with the costs of the 'carols at your park' at Grey Lynn park on 1 December 2007.

   [ATTACHMENT 5.4]

   Moved: Kilmister/ Stanton

   That Mr Poli Mataafa, Ben Tufuga and Stella Loa be thanked for their presentation in support of the Impact Action Group's application for Events funding towards the costs of the 'carols at your park' at Grey Lynn Park on 1 December 2007.

   CARRIED

   5.5 WORDING OF THE SIGN AT WESTERN SPRINGS LAKESIDE PARK - PETER STONEHAM, UNDERGROUND TRAILBLAZERS

   Mr Peter Stoneham addressed the Board regarding the wording of the sign erected at the Western Springs Lakeside Park.

   Moved: Kilmister/ Kennaway

   That Mr Peter Stoneham, Underground Trailblazers, be thanked for his presentation regarding the wording of the sign erected at the Western Springs Lakeside Park and that the matter be referred to officers for discussion with board members at the scheduled briefing on Thursday 21 November 2007.

   CARRIED

6. COYLE PARK MACRACARPA ARCH ADDITIONAL FUNDING - 2007/2008 SLIPS PROJECT

   Moved: Kilmister/ Moyle

   1. That the report of the SLIPs co-ordinator, dated 9 November 2007, be received.
   2. That the board defer its decision on additional funding for the 2007/2008 Coyle Park Macracarpa Arch SLIPs project pending further information from the SLIPs team.

   CARRIED

7. IMPACT ACTION GROUP - REQUEST FOR 2007/2008 EVENTS FUNDING - POLI MATAAFA

   Moved: Moyle/ Stephenson

   1. That the Events Funding application from the Impact Action Group seeking funding towards the costs of hosting the 'carols at your park' Christmas event on 1 December 2007 be received.
   2. That the Board grants $2,288 from its 2007/2008 Events Funding budget to the Impact Action Group towards the fixed costs of hosting the 'carols at your park' Christmas event on 1 December 2007.
   3. That the Impact Action Group be requested to provide an accountability statement to the Western Bays Community Board following expenditure of the Events Funding grant of $2,288.

   Councillor Easte moved the following amendment:

   2. That the Board grants $3,000 from its 2007/2008 Events Funding budget to the Impact Action Group towards the fixed costs of hosting the 'carols at your park' Christmas event on 1 December 2007.

   The amendment lapsed for a lack of seconder.

   The Chairman put the following substantive motion:

   1. That the Events Funding application from the Impact Action Group seeking funding towards the costs of hosting the 'carols at your park' Christmas event on 1 December 2007 be received.
   2. That the Board grants $2,288 from its 2007/2008 Events Funding budget to the Impact Action Group towards the fixed costs of hosting the 'carols at your park' Christmas event on 1 December 2007.
   3. That the Impact Action Group be requested to provide an accountability statement to the Western Bays Community Board following expenditure of the Events Funding grant of $2,288.

   CARRIED

8. 2007/2008 DISCRETIONARY FUNDING

   8.1. PONSONBY ROAD PROMOTIONS - REQUEST FOR DISCRETIONARY FUNDING - BRIGID RODGERS

   Moved: Moyle/ Robertson

   1. That the Discretionary Funding application from Ponsonby Road Promotions seeking funding towards the costs of Christmas lighting for Ponsonby Road be received.
   2. That the Board grants $5,000 from its 2007/2008 Discretionary Funding budget to Ponsonby Road Promotions towards the costs of Christmas lighting for Ponsonby Road.
   3. That Ponsonby Road Promotions be requested to provide an accountability statement to the Western Bays Community Board following expenditure of the Discretionary Funding grant of $5,000.

   CARRIED

   8.2. WOMEN IN FILM AND TELEVISION (AUCKLAND) - REQUEST FOR DISCRETIONARY FUNDING - ANNE O'BRIEN

   Moved: Moyle/ Kennaway

   1. That the Discretionary Funding application from Women in Film and Television (Auckland) seeking funding towards the costs of covering infrastructure and costs associated with the work of the organisation, be received.
   2. That the Board grants $916 from its 2007/2008 Discretionary Funding budget to Women in Film and Television (Auckland) towards the costs of covering infrastructure and costs associated with the work of the organisation.
   3. That Women in Film and Television (Auckland) be requested to provide an accountability statement to the Western Bays Community Board following expenditure of the Discretionary Funding grant of $916.

   A show of hands was called for which resulted in 2 votes for and 5 votes against. The motion was declared LOST by 5 votes to 2.

   8.3. AUCKLAND REGION COMMUNITY BOARDS ASSOCIATION ANNUAL MEMBERSHIP

   Moved: Kilmister/ Stanton

   That the Board grants $250 from its 2007/2008 Discretionary Funding budget to the Auckland Region Community Boards Association for its annual membership subscription fees.

   CARRIED

9. APPOINTMENT OF COMMUNITY BOARD SPOKESPERSONS

   Moved: Kilmister/ Easte

   1. That the Board appoint the following spokespersons for its delegated responsibilities.

   •  Transport - Kate Stanton (Alternative: Paul Stephenson)
   •  Liquor licensing - Bruce Kilmister
   •  Parks & recreation - Leigh Kennaway and Paul Stephenson
   •  Events - Jo Robertson and Bruce Kilmister
   •  Community Services- Kate Stanton

   2. That the Board appoints the following positions until the delegations review is completed:

   •  Trees - Leigh Kennaway
   •  Planning - Jo Robertson
   •  Signs and Banners - Kate Stanton

   CARRIED

10. APPOINTMENT OF COMMUNITY BOARD LIAISONS

    Moved: Kilmister/ Stephenson

    That the Board approves the following list of Community board liaisons roles:

    Auckland Region and Far North Districts community boards association	Kate Stanton
    Emergency management	Paul Stephenson
    Grey Lynn Park advisory committee	Graeme Easte Paul Stephenson
    Surrey Crescent businesses	Bruce Kilmister
    Stormwater separation	Kate Stanton
    Citizens Advice Bureau	J Robertson
    Victoria Park liaison	Bruce Kilmister
    Western Park liaison	Bruce Kilmister
    Point Chevalier business association	Leigh Kennaway
    Arts	Bruce Kilmister Jo Robertson
    Youth Council	Paul Stephenson
    Cox's Bay Reserve advisory group	Kate Stanton
    Grants	Kate Stanton Bruce Kilmister Jo Robertson Paul Stephenson
    Pt Chevalier Community Centre	Leigh Kennaway
    Grey Lynn Community Centre	Graeme Easte
    Ponsonby Community Centre	Bruce Kilmister
    MOTAT/ Western Springs Precinct/ Zoo	Leigh Kennaway/  Jo Robertson
    Ponsonby Road Streetscape	Bruce Kilmister
    Western Springs Stadium Liaison	Graeme Easte

    CARRIED

11. NOMINATION OF MAINSTREET REPRESENTATIVES

    Moved: Kilmister/ Kennaway

    That the Board appoint the chairperson, Bruce Kilmister and Councillor Greg Moyle to the Ponsonby Mainstreet.

    CARRIED

12. 2007/2008 SMALL LOCAL IMPROVEMENTS PROJECTS SPOKESPERSONS

    Moved: Kilmister/ Stanton

    That the Board approve the following spokespersons to its Small Local Improvement Project (SLIPs) as follows:

    Project Name	Allocated SLIPs budget	Nominated representative	Project status update
    Arch Hill Reserve Bush Walk	$55,500	Graeme Easte	Iwi liaison and tree consent request from Department of Conservation before land-owner approval will be granted. Archaeological investigation needed as per Iwi request - this is now underway. Resource consent also in progress. Track implementation estimated for early 2008 should all consents be granted and no issues are raised during the archaeological investigation and weather dependent.
    Artstation Lift Stage 1 Design	$4,500	Bruce Kilmister	Site visit with officers and board members undertaken. Building plans being sourced. Scoping of project deliverables with officers underway.
    Auckland Zoo Forage Crop Planting and Collection 2007/2008	$4,000	Leigh Kennaway	List of crop types and harvesting needs provided by Zoo staff. Sites now being investigated and scoping of project deliverables with officers underway.
    Cnr Ponsonby Rd Anglesea Street Pocket Park Stage 1 Concept	$1,500	Bruce Kilmister	Project complete. Concept complete, implementation project funded for the 2007/2008 SLIPs programme.
    Cox's Bay Reserve Weed Eradication, Re-vegetation and Community Planting, Stage 4 2007/2008	$20,000	Kate Stanton	Scoping of project deliverables with officers underway.
    Great North Road Heritage Gatehouse Upgrade Stage 1 of 2 Assessment, Historic Text, Detailed Design & Costing	$5,500	Leigh Kennaway	Project complete. Concept complete, implementation project funded for the 2007/2008 SLIPs programme.

    
    

    Great North Road Heritage Gatehouse Upgrade Stage 2 of 2 Restoration Works	$38,500	Leigh Kennaway	Revision and confirmation of estimate for works completed by the consultants. Site visit to occur with consultant and officers to determine inclusions to scope. Meeting with nominated representative to be held after this.
    Grey Lynn Recreation Precinct Basketball Courts ( includes two projects approved over two funding years )	$56,000	Kate Stanton	Half court replacement on hold pending finer weather to maintain the standard of the sports fields, as per agreement with Parks Advisor. Implementation planned for December 2007, weather dependent. All effort will be made to minimise disruption to park users and surrounding residents during the holiday period.
    Hakanoa Reserve Walkway Lighting	$16,500	Kate Stanton	Project complete.
    Harbour View Road Splitter Island	$16,500	Graeme Easte	No project update provided by Transport operations group.
    Huia Road Car park Island Installation	$17,000	Leigh Kennaway	No project update provided by Transport operations group.
    Ireland Reserve Upgrade	$7,500	Leigh Kennaway/ Jo Robertson	Project complete.
    Jaggers Bush Privet Removal Stage 6 2006/2007	$11,000	Leigh Kennaway	Project complete.
    Jaggers Bush Privet Removal Stage 7 2007/2008	$10,000	Graeme Easte	The possibility to have this project placed in the Volunteer programme is being discussed with the relevant officers. Pending the outcome of this, the project deliverables with the relevant stakeholders will be undertaken.
    Joan Street Replacement of Lower Beach Access Steps	$40,000	Graeme Easte	Site meeting already held with the nominated representative. Site and consent investigations are needed due to various site issues. This is underway. Pending the outcome of this, the scope of project deliverables with officers will then be confirmed. Investigations arising from the concerns had by a neighbouring resident with regard to water emissions in the bank to be investigated as these will impact on the ability and inclusions for this project.
    Leys Institute External Area Upgrade Stage 1 St Mary's Road Entranceway	$60,000	Kate Stanton / Leigh Kennaway	Project complete.
    Notley Street Tree Planting ( became Bond Street and Great North as Notely unable to be planted)	$12,000	Graeme Easte	Project complete.
    Pasadena Reserve to Meola Road Walkway Extension Stage 1 of 3 (previously called Meola Stream Upgrade Stage 1 - 642/590013 2005/2006 )	$11,600	Leigh Kennaway	Initial route-finding investigations have been undertaken. The nominated representative has requested an alternative route, which has now been investigated. Meeting to occur with officers and Community Board representative to agree most appropriate route for walkway extension before any further progress can be made.
    Ponsonby Heritage Walk Brochure Re-print Grant	$5,000	Bruce Kilmister	Discussions have occurred with Ponsonby Road Promotions and the SLIPs delivery team. Ponsonby promotions will progress the printing and once complete forward the relevant documentation to release funding.
    Ponsonby Pocket Parks Stage One Anglesea Street	$125,000	Bruce Kilmister/ Graeme Easte/ Paul Stephenson	Site visit undertaken with board members and SLIPs deliver team. Discussions have commenced with transport group and arborist to determine scope, budget contributions, timing and consent requirements. Once complete final project scope and programme schedule can be determined.
    Ponsonby Road City Workshops (Artstation) Picket Fence and Planting	$23,500	Leigh Kennaway	Site visit completed with board nominated representative. Initial clearance work complete. Heritage sign-off for works received. Work to be undertaken early in the new year.
    Ponsonby Road Pedestrian Islands Stage 1 of 2	$19,500	Graeme Easte / Bruce Kilmister	Project complete.
    Premier Reserve Access way Path Upgrade	$15,000	Leigh Kennaway	Scoping of project deliverables with officers underway.
    Pt Chevalier Neighbourhood Skate Facility	$25,000	Leigh Kennaway	Design approved, site selected and consents lodged. Project complete.
    Richmond Road Pedestrian Refuge, Stage 1 Detail Design	$15,500	Kate Stanton	No project update provided by Transport operations group.
    Seddon Fields / Motat II Carpark Upgrade	$70,000	Leigh Kennaway	CCTV survey of underground drainage being undertaken. Drains were found to have a considerable build up of debris, fill material and metal. This has been cleaned out to allow the full mapping of the drainage in the area. This will determine which drains affect the carpark. Drainage issues to be remediate before carpark implementation works can begin. The carpark site falls under the leased area of MOTAT who have permitted the use of the carpark to contractors until the drainage has been mapped and designs for the carpark have been consented.
    Seddon Fields Lower Car Park Gates	$12,500	Leigh Kennaway	Project complete.
    Seddon Fields Re-vegetation	$27,000	Leigh Kennaway	Investigation works to be undertaken to determine capping levels of bank to ensure health and safety for all public using this site. Works identified and can be implemented once levels and relevant Health and safety provisions have been determined.
    Selbourne Str / Williamson Ave Streetscape Improvements Stage 2 of 2 Physical works	$40,000	Graeme Easte	Project complete.
    St Mary's Reserve Interpretive Signage	$9,500	Kate Stanton	Scoping of project deliverables with officers underway.
    Three Lamps Re instatement Stage 1 Lamp Re instatement and Interpretive Plaque Installation	$17,000	Bruce Kilmister / Kate Stanton	The original footings from the lamps have been found and secured for future use. The second casting of the lamps has been found at a local foundry. An Urban Design review has determined options for streetscape placement of anything. A brief is being written for a design team to draft concepts of the options, which will then be put out to the relevant internal asset managers for commentary.

    
    

    Western Bays Community Anti-graffiti Mural 2007/2008	$8,000	Bruce Kilmister	Site identified at 196 Gt North Rd Grey Lynn, to be confirmed by the Board representative. Suggested wetlands/marine theme.
    Western Bays Sports Parks Map Information Boards	$9,300	Bruce Kilmister	Scoping of project deliverables with officers underway.
    Western Bays Walking Map Grant	$12,679	Graeme Easte	The cartographer has loaded the base data and is manually adding in details such as bus routes, bus stops and some of the off road walkways. First draft will be available by end of November.
    Western Park Sculpture Internal Lighting Repairs	$12,500	Bruce Kilmister	Budget fully paid out to artist, however delays in completion have arisen and officers continue to work with the artist to ensure project outcomes are met. Following a meeting with the artist, a completion date of 20 December has been agreed.
    Western Springs Lakeside Park Low Retaining Wall	$30,000	Bruce Kilmister	Scoping of project deliverables with officers underway.
    Western Springs Lakeside Park 'No Fishing' Plaques	$6,000	Bruce Kilmister	Scoping of project deliverables with officers underway.
    Western Springs Preforming Arts Centre ( TAPAC ) Shower Facility Grant	$12,500	Leigh Kennaway	The Lion Foundation Auckland Performing Arts Centre have meet with the SLIPs delivery team and are currently investigating resource and building consent requirements.

    CARRIED

13. PROVISION FOR URGENT DECISIONS

    Moved: Kilmister/ Moyle

    That the Chair and the Deputy Chair and in the absence of either, one other board member, be delegated to make urgent decisions over the 2007/2008 summer recess, with any decisions being reported to the Board's January 2008 meeting.

    CARRIED

14. SCHEDULE OF MEETINGS - YEAR 2008 TO 2010

    Moved: Kilmister/ Kennaway

    That the schedule of the Western Bays Community Board meetings for 2008 through to 2010 be approved.

    CARRIED

15. REMUNERATION - ALLOCATION FOR 2007-2010

    [ATTACHMENT 15A]

    Moved: Kilmister/ Easte

    1. That the report by the Deputy Mayor dated 1 November 2007 and the tabled report of the Support Services Manager dated 20 November 2007 be received.
    2. That the proposal from Councillor Northey tabled by the chairman be received.

    CARRIED

    Moved: Kilmister/ Easte

    3. That it be recommended to the Remuneration Working Party:

    1. That the Community Board Chairs and Community Board members should be paid at rates no less than as at 13 October 2007.
    2. That the Board requests that the Remuneration Working Party to seek alternative methods to funding the pool for district plan and bylaw hearings.
    3. That the Board supports the remuneration proposal from Councillor Northey and that it be forwarded to the working party for consideration.

    A show of hands was called for which resulted 5 votes for and 2 votes against. The motion was declared CARRIED by 5 votes to 2.

    Councillor Moyle and Board member Stephenson requested that their votes against resolution C be recorded.

16. CORRESPONDENCE RECEIVED - THE ROYAL AIR FORCE ASSOCIATION

    Moved: Kilmister/ Moyle

    That the correspondence from the Royal Air Force Association thanking the Board for the grant of $300 towards the cost of the Air Force Commemoration Day Parade held on 16 September 2007, be received.

    CARRIED

17. CHAIR'S REPORT

    Moved: Kilmister/ Kennaway

    That the verbal report of the Chair regarding the following, be received:

    •   Te Roopu o Wai Ora school
    •   Myers Park safety issues
    •   Post election workshops and training sessions
    •   Possible Board focus groups during 2007-2010 electoral term.

    CARRIED

18. COUNCILLORS' REPORTS

    Moved: Kilmister/ Kennaway

    1. That the verbal report of Councillor Easte regarding the following, be received:

    •   Council meeting regarding Committee structure
    •   Councillors 2 day workshop
    •   Remuneration for community board members
    •   Community board delegations.

    2. That the verbal report of Councillor Moyle regarding the following, be received:

    •   Appointment to the chair of Arts, Culture and Recreation Committee
    •   Attendance at the Grey Lynn festival
    •   Beaumont Quarter, St Marys Bay.

    CARRIED

19. BOARD MEMBERS' REPORTS

    Moved: Kilmister/ Moyle

    1. That the verbal report of Board member Stanton regarding the following, be received:

    •   Western Park Performance Space
    •   Heritage week festival
    •   Elected representatives Induction workshop
    •   Cox's Bay Advisory Board
    •   Media training
    •   Community Board ward tour
    •   St Paul's College prize giving ceremony
    •   Long-term Council Community Plan (LTCCP) /Annual Plan workshop
    •   Kelmarna Metrowater project
    •   Auckland Regional Council mangroves in Cox's bay
    •   Walking and cycling on the Auckland harbour bridge
    •   Community meetings

    2. That the verbal report of Board member Robertson regarding the following, be received:

    •   Conference in Christchurch and meeting with Yvonne Palmer regarding the community project that won the Community Board award
    •   St Mary's College prize giving ceremony.

    3. That the verbal report of Board member Kennaway regarding the following, be received:

    •   Western Springs College prize giving ceremony
    •   Pt Chevalier RSA 75th celebration
    •   Attended Roy O'Brien's (Pt Chevalier RSA) funeral
    •   Slower And Less Traffic (SALT) activities
    •   Community Board member and post election Induction training session.

    4. D. That the verbal report of Board member Stephenson regarding the post election community board members training sessions be received.

    CARRIED

20. GROUP ACTIVITY REPORTS

    Moved: Kilmister/ Stanton

    That the group activity reports for the months of October and November 2007, be received.

    CARRIED

21. REPORTS REQUESTED/PENDING

    Moved: Kilmister/ Stanton

    That the reports requested pending as at November 2007 be received.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 9:51pm.