0                                        29 September 2022

HUTT CITY COUNCIL

Poari Hapori o Ōkiwinui

Eastbourne Community Board

Minutes of an extraordinary meeting held via Zoom on

 Thursday 29 September 2022 commencing at 2.00pm

 

 

PRESENT: (via audio-visual)

V Horrocks (Chair)

M Gibbons

 

B Moss

B Spedding

 

F Vickers (Deputy Chair) (from 2.23pm)

 

Deputy Mayor T Lewis

 

                                          

APOLOGIES:                                   There were no apologies.

 

IN ATTENDANCE:                         J Miller, Chief Executive        

(via audio-visual)                              K Crandle, Head of Parks and Reserves

                                                           J Randall, Democracy Advisor

                                                           V Gilmour, Democracy Administrator

PUBLIC BUSINESS

 

1.       APOLOGIES

 There were no apologies.

2.

Opening formalities - Karakia Timatanga

Whakataka te hau ki te uru

Whakataka te hau ki te tonga

Kia mākinakina ki uta

Kia mātaratara ki tai

E hī ake ana te atakura

He tio, he huka, he hau hū

Tīhei mauri ora.

Cease the winds from the west
Cease the winds from the south
Let the breeze blow over the land
Let the breeze blow over the ocean
Let the red-tipped dawn come with a sharpened air. 
A touch of frost, a promise of a glorious day.

3.       PUBLIC COMMENT

Comments are recorded under the item to which they relate.

 

MAjOR ITEm NOT ON THE AGENDA

Resolved: (V Horrocks/M Gibbons)                                Minute No. ECB 22401

“That in terms of Standing Order 10.12 the Board:

 

(1)           notes that the minutes of the meeting of the Eastbourne Community Board held on 23 August 2022 were not included on the agenda; and

 

(2)           agrees that the minutes be considered for approval at this meeting because this is the board’s last meeting for the triennium and the item cannot be delayed until a subsequent meeting.”

4.       CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations  

5.

Wellington Diocesan School for Boys Trust  - Licence to Occupy Reserve Land (22/2326)

Report No. ECB2022/4/197 by the Technical Officer Parks

 

Speaking under public comment, Robert Cross, a representative from the Wellington Diocesan School For Boys Trust (the school) advised the school was motivated to continue the licence both for the benefit of the school and as a contribution to the Eastbourne community.

 

In response to questions from members, Robert Cross confirmed the school was willing to manage bookings for the three courts included under its ‘licence to occupy.’

In response to questions from members, the Head of Parks and Reserves said the booking system had been intended for seasonal sports bookings and did not work as well for one-off bookings. She confirmed it would be easier for the public if the school managed court bookings. She agreed to remove wording from the licence agreement that stated the refurbishment would ‘broaden the function’ of the three courts. She further agreed to allow members to review the text for new court signage before it was finalised.

The Chief Executive advised plans were in place for changes to Council’s booking system. She noted this would make it easier for the public to book Council facilities. She added this would be likely to be in place in the new financial year.

 

Resolved:   (V Horrocks/B Moss)                                  Minute No. ECB 22402 

New part (6) to read:

That the Board agrees to the following amendments to the licence:

(1)           change ‘portable nets to be maintained at school’s discretion to ‘the school is required to use their best endeavours to maintain the portable nets at their expense;’ and

(2)           include a requirement to add information to signage about booking by members of the public.

 

The motion was declared CARRIED on the voices.

F Vickers joined the meeting at 2.23pm.

 

 

 

Resolved: (V Horrocks/M Gibbons)                                    Minute No. ECB 22403

“That the Board:

(1)     notes that the existing licence for three courts has expired and the Wellington Diocesan School for Boys Trust Board has asked Council to issue a new licence for three courts to enable the school to invest in a new artificial surface and provide their students with a fenced, flexible outdoor hard surface;

(2)     notes the proposal is consistent with Council’s Williams Park Management Plan, specifically the objective to provide high-quality service and facilities;

(3)     notes the proposal is consistent with Council’s Policy on Private Use of Public Land;

(4)     notes that in accordance with section 119 of Reserves Act 1977 Council has publicly notified its intention to issue a new licence to The Wellington Diocesan School for Boys Trust Board and notes that no submissions objecting to the proposed licence were received; and

(5)     agrees to the issuing of a new Licence to Occupy Reserve Land for three artificial turf courts to The Wellington Diocesan School for Boys Trust Board for a term of ten (10) years, with two (2) rights of renewal for a further five (5) years each for the proposed licence area of approximately 1500m2 as illustrated in Appendix 1 to the report.”

The reasons that the proposed licence benefits both the school and the community in that it provides the school and the community with 3 quality artificial turf courts, without requiring the Council to fund the replacement of the new artificial turf surface; this use aligns with the Williams Park Reserve Management Plan, which was publicly consulted on and  Council’s Policy on Private Use of Public Land.

 

The motion was taken in parts.  Parts (1)-(5) were declared CARRIED on the voices.

 

 

MINUTES

Deputy Mayor Lewis asked that the proposal from a representative from St Ronan’s Church tabled at the Board’s meeting on 23 August 2022, be recommended to the new Board for its consideration.

 

Resolved: (Deputy Mayor Lewis/F Vickers)                       Minute No. ECB 22404

“That the proposal from a representative of St Ronan’s Church, attached as pages 8-10 to the 23 August 2022 minutes, be recommended to the new Board for its consideration at the first meeting of the new triennium.”

 

Resolved: (V Horrocks/Deputy Mayor Lewis)                    Minute No. ECB 22405

“That the minutes of the meeting of the Eastbourne Community Board held on Tuesday 23 August 2022 be confirmed as a true and correct record.”

6.

QUESTIONS

There were no questions.

 

 

 

7.

Closing formalities

The Chair closed the meeting with a reading of Rachel Bush's poem ‘Look.’

Look the cloud is almost embracing us.
There goes the ferry on a quiet grey sea,
the Bank of New Zealand hides it then pokes it out,
it lies between the island and a patch of blue sea.
There are messages on loud speakers;
they announce a movie screening.
Somes Island is like a cap in the sea
A starling interrupts the view.

 

There being no further business, the Chair declared the meeting closed at 2.29 pm.

 

 

 

 

 

 

 

 

 

 

 

J Miller                                                                                                               V Horrocks

CHIEF EXECUTIVE                                                                                       CHAIR