Agenda of Dannevirke Community Board meeting

Dannevirke Community Board

Notice of Meeting

A meeting of the Dannevirke Community Board will be held in the Council Chamber, 26 ouncil Chamber, 26 Gordon Street, Dannevirke on Tuesday 7 February 2017 commencing at 1.00 pm.

Blair King

Chief Executive

Agenda

1. Present

2. Apologies

3. Public Forum

A period of up to 30 minutes shall be set aside for a public forum. Each speaker during the public forum section of a meeting may speak for up to five minutes.

Standing Orders may be suspended on a vote of three-quarters of those present to extend the period of public participation or the period any speaker is allowed to speak.

With the permission of the Chairperson, members may ask questions of speakers during the period reserved for public forum. If permitted by the Chairperson, questions by members are to be confined to obtaining information or clarification on matters raised by the speaker.

4. Personal Matters

5. Notification of Items Not on the Agenda

Major items not on the agenda may be dealt with at this meeting if so resolved by the Board and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting.

Minor matters not on the agenda relating to the general business of the Board may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting.

6. Confirmation of Minutes 5

Recommendation

That the minutes of the Dannevirke Community Board meeting held on 5 December 2016 (as circulated) be confirmed as a true and accurate record of the meeting.

7. Matters Arising from the Minutes

8. Tararua District Council Report 11

Recommendation

That the reports of the Tararua District Council meetings held on 13 December 2016 and 25 January 2017 (as circulated) be received.

9. Reports

9.1 Dannevirke Community Board General Assistance Grants Scheme 29

10. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities

11. Correspondence 33

Recommendation

That the correspondence as listed be received.

(a) Dannevirke Volunteer Fire Brigade 22 November 2016

Re: Thanks for financial assistance to support the water tanker shed
project and invitation to the opening

(b) Dannevirke and Districts A and P Association 24 November 2016

Re: Request for financial assistance towards the A and P Show

Re: Thanks for financial assistance to provide the school patrol
treat at Dannevirke South and Huia Range schools

(d) Dannevirke Salvation Army 18 January 2017

Re: Thanks for donation of proceeds from the Christmas community variety concert

Dannevirke and Districts A and P Association

Recommendation

That the Dannevirke and Districts A and P Association be granted the sum of $1,500 from the Board’s discretionary funds as assistance towards the costs relating to arranging the annual A and P Show held on 3 to 5 February 2017.

12. Community Boards Conference 39

The biennial Community Boards Conference is scheduled for 11 to 13 May 2017 in Methven. Further information of the programme will be circulated to the Board when it is available.

Applications for the Community Boards awards (to be awarded at the conference) are open, and information regarding this matter is included in the agenda.

13. Chairperson’s Remarks

14. Items not on the Agenda

15. Closure

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 5 December 2016 commencing at 1.00 pm.

1. Present

Board Members W R Macdonald (Chairperson), P F Walshe (Deputy Chairperson), T J Hynes, K P Spooner and Cr C J Isaacson (Council appointed Community Board member).

In Attendance

Mr R Taylor - Governance Manager

2. Apologies

2.1

Nil

3. Public Forum

3.1

Nil

4. Personal Matters

4.1

Nil

5. Notification of Items Not on the Agenda

5.1

Nil

6.	Declaration Required of Council Appointed Community Board Member
6.1	Council appointed Community Board member Cr C J Isaacson made and attested her board member’s declaration pursuant to Schedule 7 Clause 14 of the Local Government Act 2002. The Chairperson witnessed the making and attesting of the declaration.

7. Confirmation of Minutes

7.1	*That the minutes of the Dannevirke Community Board meeting held on 1 November 2016 (as circulated) be confirmed as a true and accurate record of the meeting.* Spooner/Walshe Carried

8. Matters Arising from the Minutes

8.1	Community Cycle/Walkway Project (Item 11.1)
8.1.1	The weather has delayed the work programmed by the Alliance to replace the culvert under Cadman Road to the east of the bridge.
8.2	Parking at Dannevirke High School (Item 11.3)
8.2.1	The work to enhance safety around parking at Dannevirke High School has been completed.
8.3	Victoria Avenue Landscaping (Item 11.4)
8.3.1	The delay in progressing landscaping in Victoria Avenue where trees were removed is questioned, along with consulting residents on this matter.
8.3.2	It is noted that at this time no budget is set aside for funding such landscaping work, and the priority in current planning for the vicinity was directed to addressing safety issues relating to parking at Dannevirke High School.
8.3.3	Further, the consultation undertaken by the previous Board with residents in the streets that the trees were removed indicated divided views on options they supported.
8.3.4	The Alliance is to consider planning from a long term perspective the berms, kerb and channel, carriageways and footpaths relating to these areas.
8.3.5	This will need to take into account reseals and underground infrastructure programmes of the Council and that of others.
8.3.6	Funding for those projects is unlikely to be considered until the Council’s next Draft Long Term Plan is developed. When that information is available it provides the opportunity for further consultation with the Board on this matter (and in turn residents and the community).

Tararua District Council Report

9.1

That the report of the Tararua District Council meeting held on 30 November 2016 (as tabled) be received.

Isaacson/Hynes Carried

10. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities

10.1	Tararua District Road Safety Group
10.1.1	The Deputy Chairperson reported on the Tararua District Road Safety Group meeting held on 29 November 2016, and this includes reference to the following matters: · Reporting of accidents to collate statistics regarding identifying these sites is to be developed. · The work to replace the Whakaruatapu Bridge on State Highway 2 north of Dannevirke is progressing toward completion.
10.2	Tararua Community Youth Services
10.2.1	Board Member Hynes reported on the following matters relating to Tararua Community Youth Services: · A good report was received from the Ministry of Social Development audit. · This outcome strengthens future applications to secure ongoing government funding to maintain their activities and programmes. · The current lease of the Carnegie Community Centre expires at the end of next year, and the future of this building is under consideration relative to earthquake strengthening requirements.
10.3	Dannevirke Chamber of Commerce
10.3.1	Board Member Hynes reported on the following matters relating to Dannevirke Chamber of Commerce: · A very successful Dannevirke Christmas Parade was held, with forty-two floats entered in this year’s event. · The prizegiving presentation for the judging of floats will be held in the Tararua Business Network Training/Seminar Room on 7 December 2016. · The “Keep Calm and Shop in Dannevirke” promotion is again being held to encourage residents to support local businesses.
10.3.2	The Board convey its congratulations to Dannevirke Chamber of Commerce on the excellent parade they arranged that was enjoyed by a large crowd watching this event in High Street.
10.4	Dannevirke Brass Band
10.4.1	Board Member Spooner reported on the following matters relating to Dannevirke Brass Band: · The band is seeking new members. · They supported the Dannevirke Christmas Parade and the marching held as part of this fun community event.
10.5	Dannevirke Information Centre Management Committee
10.5.1	The Chairperson reported on the following matters relating to Dannevirke Information Centre: · Their activities are operating satisfactorily and they are in a good financial position and continue to provide the booking service for the community vehicle. · The existing contract with the Council has expired, and the Manager Strategy and District Development is in the process of considering its further renewal and the annual funding grant for the Dannevirke Information Centre.

11.	Correspondence
11.1	*That the correspondence as listed be received.* (a) Constable Maxine Walshe, School Community Officer Tararua 1 November 2016 Re: Request for funding to support road safety school patrols and wardens *(b) Dannevirke CACTUS Steering Group Committee 14 November 2016* Re: Request for funding to support the CACTUS youth programme Hynes/Spooner Carried
11.2	Road Safety School Patrols and Wardens
11.2.1	That the sum of up to $288.00 be granted from the Board’s discretionary funds to pay for swims at AMP Wai Splash and purchase ice blocks to thank children of Dannevirke South and Huia Range Schools for operating their school patrols and acting as road wardens. Hynes/Spooner Carried
11.3	Dannevirke CACTUS Youth Programme
11.3.1	*That the Board support the Dannevirke CACTUS Steering Group Committee to again provide the CACTUS youth programme for thirty high school aged students from the Dannevirke area, and* *That the Board grant from its discretionary funds financial assistance of $1,200.00 towards the costs of this youth development initiative.* *Macdonald/Isaacson Carried*

12.

First World War Commemorations Committee

12.1

That the Board pay from its discretionary funds the cost of hiring costumes for the First World War Commemorations Committee float in the Dannevirke Christmas Parade.

Macdonald/Walshe Carried

12.2

It is noted that the First World War Commemorations Committee is the winner of this year’s best Christmas float in the parade.

13.	Christmas Community Variety Concert
13.1	*That the Board support the Christmas community variety concert held in the Dannevirke Town Hall on 21 December 2016 at 6.00 pm, and* *That the Board cover from its discretionary funds the venue and sound system hire charges and other incidental expenditure relating to arranging this event.* Hynes/Isaacson Carried
13.2	The Chairperson requests the assistance of board members with the front of house arrangements on the day of the concert.
13.3	*That the proceeds received from the gold coin admission charges to the Christmas community variety concert be donated to Dannevirke Salvation Army.* Hynes/Isaacson Carried

14. Chairman’s Remarks

14.1	Board’s Term of Office
14.1.1	The Chairperson is looking forward to a busy and enjoyable term of office working with board members.

15. Items not on the Agenda

15.1

Nil

16. Covered Bus Stop Shelters

16.1	It is pleasing to note the initial project to provide a covered bus stop shelter in High Street has been completed, with a second shelter to be installed.

17. 2017 Dannevirke A and P Show

17.1	It is agreed that when the request for assistance to support next year’s Dannevirke A and P Show is received this will be emailed to board members as the Board’s next meeting is not held until February.
17.2	Board members can then consider in principle a funding grant for this purpose, with any such proposal ratified at the Board’s next meeting.

18. Pensioner Housing

18.1	It is noted that discussions are taking place through Project Tararua on housing needs within the district, and that group has requested the opportunity to address the Council at a workshop (likely to be early next year) to provide an update on this matter.
18.2	The subject of the Council’s pensioner housing was originally considered following consultation through the 2015/2025 Draft Long Term Plan, and it resolved to exit from this service if an acceptable proposal/s is received from a reputable social housing organisation/s to purchase these properties.
18.3	At this time no such proposals have been forwarded to the Council, and actioning that decision has been deferred pending further discussion by the new Council of its intention when it considers the Draft Annual Plan 2017/2018 early next year.
18.4	The previous Board submitted to the Council supporting it retain pensioner housing accommodation as a function it provides from a social not for profit perspective, and this view continues to represent the Board’s position on that matter.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 1.48 pm.

____________________________

Chairperson

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Tuesday 13 December 2016 commencing at 1.00 pm.

1. Present

Her Worship the Mayor - Mrs T H Collis, Crs A L Benbow (Deputy Mayor), E J Christison, J E Crispin, S A Hull, C J Isaacson, P A Johns and A J Thompson.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr P Wimsett - Manager Strategy and District Development

Mr C Lunn - Manager Regulatory Services

Mr C Chapman - Alliance Network Manager

Mr D Gerrard - Alliance Operations Manager

Mr C McKay - Finance Manager

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1

Nil

4. Public Forum

4.1	Former Akitio School
4.1.1	Dan Ramsden, Murray Deadmin (Chairperson, Akitio Recreation Sports Club) and Donna Deadmin requested the Council’s support and assistance to secure for the community the grounds of the former Akitio School.
4.1.2	This issue has been the subject of extensive correspondence and legal cost to Dan Ramsden, and little progress is being achieved regarding that matter.
4.1.3	The Ramsden family were the previous owners of the land that was assigned to the Crown for schooling purposes in 1948.
4.1.4	The Akitio School is now surplus to the Crown’s requirements, but the Crown does not recognise the Ramsden family as having a right to have the property offered back to them pursuant to Section 40 of the Public Works Act.
4.1.5	This situation is further complicated as the land is still being assessed for possible land banking for a future Treaty claim.
4.1.6	The Akitio community is seeking to have the school grounds incorporated in with the Akitio Community Hall, thereby ensuring the area is not lost and its significance is preserved for the benefit of the whole community.
4.1.7	The Council is asked to provide its support for a letter of intent to claim the return of the gifted land back and be held in ownership through a charitable or community based entity.
4.1.8	This correspondence is to be directed to the Minister for Land Information, the Honourable Louise Upston and the Wairarapa electorate Member of Parliament, Alastair Scott.
4.1.9	The Chief Executive requested Dan Ramsden to provide details of when and what specific reason/s did Land Information New Zealand or someone similar decide the land gifted (from either Council or the Ramsdens) be exempt from Section 40 (offer back provisions) of the Public Works Act.
4.1.10	Dan Ramsden also spoke on community concerns regarding the possible loss of Pongaroa Senior Constable Dave Kirk due to the internal review of resources for policing in the district.

5. Notification of Items Not on the Agenda

5.1

Nil

6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

6.1

Nil

7. Personal Matters

7.1	The Mayor has written to several students to acknowledge their achievements.
7.2	The Mayor is to send a sympathy card conveying the Council’s condolences on the sudden passing of Phil Sunderland (former MidCentral District Health Board Chair from 2010 to 2016).

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 30 November 2016 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Thompson/Isaacson Carried*

9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda

9.1	Woodville Districts’ Vision Treasurer’s Report (Item 9.4.2)
9.1.1	Cr Johns indicated that the amount of funds held by Woodville Districts’ Vision is $56,000 representing an accumulated total in various accounts.
9.1.2	Of significance to note is that there is $30,000 of committed funding yet to be uplifted for the Lindauer Walkway project granted by the Waireka Community Trust.

10. Reports

10.1

Delegation of Authority to Council Officers for Regulatory Services Functions

10.1.1

That the report from the Manager Regulatory Services dated 6 December 2016 concerning the delegation of authority to Council officers for Regulatory Services functions (as circulated) be received, and

That the Council approve the delegations as detailed in the schedule attached to this report to enable staff to deliver and fulfil the statutory responsibilities regarding the following legislation:

· Resource Management Act 1991

· Sale and Supply of Alcohol Act 2012

· Dog Control Act 1996

· Impounding Act 1955

· Building Act 2004

Crs Johns/Hull Carried

10.2

Liquor Licensing Matters Determined Under Delegated Authority

10.2.1

That the report from the Liquor Licensing Officer dated 6 December 2016 concerning Liquor Licensing matters determined under delegated authority (as circulated) be received and noted.

Crs Thompson/Johns Carried

10.3	Triennial Agreement for the Manawatu-Wanganui Region
10.3.1	*That the report from the Governance Manager dated 6 December 2016 concerning the Triennial Agreement for the Manawatu-Wanganui Region (as circulated) be received, and* *That the Mayor is authorised to sign this document on the Council’s behalf to confirm its acceptance of the Triennial Agreement dated December 2016.* *Crs Johns/Christison Original Motion*
10.3.2	An amendment to the original motion seeking further time to consider this matter is proposed as follows:
10.3.3	*That this item of business be left to lie on the table to provide the opportunity for a workshop briefing session discussion regarding that matter.* *Crs Benbow/Isaacson Amended Motion*
10.3.4	The Mayor proceeded to put the amended motion to the vote of the meeting, with the outcome being that the amendment is declared lost.
10.3.5	The Mayor returned to put the original motion to the vote of the meeting, with the outcome being that the original motion is declared carried as the substantive motion.
10.4	Staff Report
10.4.1	Pahiatua Wheel Park Project
10.4.1.1	There is a need to provide CCTV cameras for the Pahiatua wheel park project, and the Manager Strategy and District Development is considering this request.
10.4.2	Electricity Tender
10.4.2.1	It is noted that Contact Energy has been awarded a new energy contract for the Council.
10.4.3	Woodville Library/i-SITE/Service Centre/Public Toilet Building
10.4.3.1	Cr Christison declared an interest in this project due to undertaking some of the work involved as a subcontractor to the successful tenderer.
10.4.4	Civil Defence
10.4.4.1	The value of the experience gained by the Chief Executive in assisting as Operations Manager in the National Crisis Centre for four nights and staff member Robyn Winter who worked in the Kaikoura Emergency Operations Centre for nine days is noted.
10.4.5	*That the report from the Chief Executive dated 6 December 2016 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Thompson/Hull Carried
11.	Draft Annual Plan 2017/2018 and Council Meetings
11.1	*That the Council confirm the following dates for workshop briefing sessions to be held to discuss the Draft Annual Plan 2017/2018:* · *14 February 2017 (full day)* · *15 February 2017 (full day)* · *1 March 2017 (half day)* *And that the following changes be made to the scheduled meeting arrangements as detailed:* · *25 January 2017 meeting is to commence at 3.00 pm* · *Date of February meeting is moved to 1 March 2017* *Crs Christison/Benbow Carried*

12. Portfolio Reports

12.1	Economic Development
12.1.1	The Deputy Mayor attended the opening of the Tui HQ site, and commended the new craft brewery as an attraction for the district.
12.2	Norsewood
12.2.1	The Deputy Mayor reported that there are issues with discolouration of the Norsewood water supply.
12.3	Tararua District Creative New Zealand Grants Scheme Assessment Committee
12.3.1	Cr Isaacson reported that the next funding round for Creative New Zealand Grants Scheme applications will be advertised in February 2017.
12.3.2	A series of roadshows are to be held around the district in that month to assist groups and individuals to understand the application forms and guidelines.
12.4	Woodville Town Signs
12.4.1	Cr Christison is assisting Woodville Districts’ Vision with their new signs to promote the town.
12.5	Pongaroa
12.5.1	Cr Christison and the Mayor attended a meeting with Pongaroa The Way to Go to discuss community issues and the Allied Petroleum fuel installation proposal.
12.6	Works Liaison Committee
12.6.1	Cr Crispin commended the Alliance on the completion of the pavement and surfacing renewal work undertaken on River Road.
12.6.2	The need for upgrading the poor condition of Route 52 is an issue of concern that Cr Crispin intends to further discuss with the Alliance.
12.7	Eketahuna Community Board
12.7.1	Cr Thompson attended his first meeting of the Eketahuna Community Board, and acknowledged board members enthusiasm and the positive initiatives they are pursuing for their town.
12.8	Community Relations/Pahiatua On Track
12.8.1	Cr Hull reported on the following matters with regard to her community relations portfolio and Pahiatua On Track appointment: · The student she was assigned to follow her around as a councillor found the site visits to three of the district’s water headworks interesting. · The Pahiatua Christmas Parade and Festival was a successful and enjoyable event combined with market day and carols in the park. · Pahiatua On Track is progressing the wheel park project that is nearing completion and commencing planning for the Pahiatua town centre upgrade.

13. Mayoral Matters

13.1	Christmas Parades
13.1.1	The Mayor acknowledged the excellent and well attended Christmas parades held in each of the district’s towns, and the assistance of the Alliance in reviewing the traffic management plans for approval by the New Zealand Transport Agency.

14. Items not on the Agenda

14.1

Nil

15.

Public Excluded Items of Business

15.1

That the public be excluded from the following parts of the proceedings of this meeting, namely:

Woodville reservoir project

Civic honour nomination

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.

*General subject matter to be considered*	*Reason for passing this resolution in relation to each matter*	*Ground(s) under Section 48(1) for the passing of this resolution*
*Woodville reservoir project*	*To protect commercial activities*	*Section (1)(a)(i)*
*Civic honour nomination*	*To protect the privacy of natural persons*	*Section (1)(a)(i)*

This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:

s7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(a) The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

That the Alliance Network Manager and the Alliance Operations Manager be permitted to remain at this meeting after the public has been excluded because of their knowledge of the Woodville reservoir project. This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because of their understanding of the information circulated regarding the status and proposed actions concerning that project.

Crs Johns/Thompson Carried

15.4	*That open meeting be resumed.* Crs Hull/Isaacson Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 3.50 pm.

____________________________

Mayor

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 25 January 2017 commencing at 3.00 pm.

1. Present

Her Worship the Mayor - Mrs T H Collis, Crs A L Benbow (Deputy Mayor), E J Christison, J E Crispin, S A Hull, C J Isaacson, P A Johns and A J Thompson.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr R Suppiah - Chief Financial Officer

Mr P Wimsett - Manager Strategy and District Development

Mr M Thomas - Strategy and Policy Adviser

Mr C Chapman - Alliance Network Manager

Mr D Gerrard - Alliance Operations Manager

Mrs L Simpkin - Economic Development and Communications Manager

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1

Nil

4. Public Forum

4.1	Project Tararua
4.1.1	Robin Winter (Manager Project Tararua) requests the Council to consider establishing a Tararua Youth Forum in the form of a group of young people chosen to represent all parts of the district to facilitate and strengthen interest and involvement in local government and their community.
4.1.2	This forum would meet monthly to raise issues and seek solutions, and hold regular meetings with the Council. In this way young people could convey their views through establishing a link to local government, thereby providing the Council with the opportunity to receive regular information to help it understand the needs of youth in the district.
4.1.3	As manager of Project Tararua Robin Winter will take on the responsibility for creating the forum structure within which young people can meet.
4.1.4	The Council would then formally recognise the group as a way of receiving representation from that age group, and by agreeing to meet regularly with them such as on a quarterly basis.
4.1.5	The proposal outlined to the Council is noted for consideration by the youth portfolio holders.
4.2	Rating of Small Lifestyle Blocks and Request for Speed Restriction at Weber
4.2.1	Pat Green requests the Council to review the rates charged on small lifestyle blocks ten kilometres or more out of town as they are very high.
4.2.2	Lifestyle blocks pay around $130 per acre and have doubled in the last eight years, whereas average farms with a house on the main lot pay around $7 per acre.
4.2.3	Pat Green also seeks the Council to consider implementing a speed restriction in the vicinity of Weber and Lys Roads by the school. This should be done in the interests of safety, particularly due to accidents and incidents with trucks and logging trucks at that location.
4.2.4	The Mayor asked Pat Green to report any such incidents involving dangerous or potentially hazardous driving and near misses to Police for follow up to assist in developing a case to impose a speed restriction within the area of concern.

5. Notification of Items Not on the Agenda

5.1

Nil

6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

6.1	Woodville Reservoir Project
6.1.1	Cr Christison declared an interest in this matter due to being a contractor undertaking some of the work involved regarding this project.

7. Personal Matters

7.1

The Council note and congratulate the following on their achievements:

· Gareth Cannon on being selected for the Mountain Bike National Performance Hub.

· Former Mayor Roly Ellis on being named in the New Year’s Honours List to receive an Officer of the New Zealand Order of Merit to recognise his services to local government.

· Matt and Caroline Charlton of the Barrelhouse Restaurant and Bar in Dannevirke on winning for the 10^th year in a row a Beef and Lamb Excellence Award signifying the highest culinary standard in Beef and Lamb.

· Rebecca Hull on being nominated for the women’s rugby world referees squad and her international experience refereeing in Hong Kong.

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 13 December 2016 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Thompson/Benbow Carried*

9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda

9.1

Public Excluded Items of Business Confirmed In Open Meeting

9.1.1

That the following decisions made at the Council’s meeting held on 13 December 2016 as public excluded items of business be confirmed in open meeting.

Item 15.2 - Woodville Reservoir Project

That the Council approve the following as the scope and basis to proceed with the construction of this project:

1. The funding budget for the project remains at $2.1 million, and monthly reporting on progress and expenditure incurred shall be presented to the Works Liaison Committee.

2. The construction of the 5,000m³ lined earth dam is removed from the project scope, and replaced with the installation of Kliptanks as follows:

· 1 x 2,000m³ Kliptank for storage of treated water installed by Oxford Road.

· 1 x 400m³ Kliptank to accommodate the treatment plant backwash, and available to the affected farmer landowners. (Note: The original resolution referred to a 200m³ Kliptank, but this has subsequently been changed to a 400m³ Kliptank).

3. The earthworks for establishing the structural bund are to be negotiated with Downer New Zealand and Hayden Satherley (HES Earthmoving Limited).

4. Tenders shall be invited to undertake the remaining earthworks involved.

5. The project management of the construction returns back to the Council, and through the Tararua Alliance for undertaking the pipework and associated fittings.

6. The provision of installing further additional storage capacity will be considered if it can be accommodated within the project’s $2.1 million funding budget.

And that the Council approve declining the tender for the earthworks component as sought by the sole tenderer in writing on 6 December 2016, and

That the Council issue a specific media release following this meeting outlining how risks regarding the ongoing supply of potable water will be met.

Item 15.3 - Civic Honour Nomination

That Robert Anderson (Bob) Dresser be awarded a Tararua District Civic Honour to acknowledge his service to the community.

Crs Hull/Thompson Carried

9.1.2

Cr Christison abstained from the discussion and voting on the motion regarding the item of business concerning the Woodville reservoir project.

10. Community Boards and Community Committees Reports

10.1

Dannevirke Community Board

10.1.1

That the report of the Dannevirke Community Board meeting held on 5 December 2016 (as circulated) be received.

Crs Hull/Johns Carried

10.2

Eketahuna Community Board

10.2.1

That the report of the Eketahuna Community Board meeting held on 2 December 2016 (as circulated) be received.

Crs Hull/Johns Carried

10.3

Pahiatua On Track

10.3.1

That the report of the Pahiatua On Track meeting held on 7 December 2016 (as circulated) be received.

Crs Hull/Johns Carried

10.4.

Woodville Districts' Vision

10.4.1

That the report of the Woodville Districts’ Vision meeting held on 6 December 2016 (as circulated) be received.

Crs Hull/Johns Carried

11. Reports

11.1

Road Closure Requested Under the Tenth Schedule of the Local Government Act 1974

11.1.1

That the report from the Alliance Manager dated 17 January 2017 concerning a road closure application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and

That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, the Council closes the following road for the purpose of allowing the Dannevirke Car Club to hold a rally sprint event.

Road name: Tararua Road

Date of closure: Saturday 10 June 2017

Period of closure: 9.00 am to 5.00 pm

Conditions Applied to the Granting of this Road Closure

1. That the Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the road involved to determine its suitability for this purpose.

2. That if the Tararua Alliance identify the road as being in an unsuitable condition arising from this assessment then they have the discretion to request the organiser to withdraw the road from the route of this event.

3. That shortly after the event has been held the Tararua Alliance shall carry out a drive over of the road that was closed for this event to assess its condition.

Advisory Note

That should the Council incur any additional maintenance costs as a consequence of the event then those expenses shall be recovered from the event organiser.

Crs Johns/Benbow Carried

11.2

Road Closure Requested Under the Tenth Schedule of the Local Government Act 1974

11.2.1

That the report from the Alliance Manager dated 17 January 2017 concerning a road closure application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and

That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, the Council closes the following road for the purpose of allowing the Ormondville Rail Preservation Group to hold a rail society event.

Road name: Matamau-Ormondville Road, from Thompson Street to Harry Street

Date of closure: Saturday 4 March 2017

Period of closure: 9.00 am to 4.00 pm

Conditions Applied to the Granting of this Road Closure

1. That the Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the road involved to determine its suitability for this purpose.

3. That shortly after the event has been held the Tararua Alliance shall carry out a drive over of the road that was closed for this event to assess its condition.

Advisory Note

That should the Council incur any additional maintenance costs as a consequence of the event then those expenses shall be recovered from the event organiser.

Crs Johns/Isaacson Carried

11.3

Planning Matters Determined Under Delegated Authority

11.3.1

That the report from the Planner dated 17 January 2017 concerning Planning matters determined under delegated authority (as circulated) be received and noted.

Crs Isaacson/Crispin Carried

11.4

Approval of a Variation to the Conditions of Tenancy Applying to Tenant Contribution Flats in Dannevirke

11.4.1

That the report from the Strategy and Policy Adviser dated 18 January 2017 concerning approval of a variation to the conditions of tenancy applying to tenant contribution flats in Dannevirke (as circulated) be received, and

That the Council authorises the Community Assets and Property Manager to approve long-term tenancy agreements with pensioner tenants for the vacant tenant contribution units based on rental fees to be set in conjunction with the work being undertaken by the portfolio holders.

Crs Benbow/Johns Carried

11.5

Grant Application of Jeffrey Gatchell to the International Representatives Scheme

11.5.1

That the report from the Recreation Officer Sport Tararua dated 18 January 2017 concerning the grant application of Jeffrey Gatchell to the International Representatives Scheme (as circulated) be received, and

That the Council approve the application made by Jeffrey Gatchell selected to represent New Zealand at the Under 21 Golf Croquet World Championships held in Melbourne from 18 to 22 February 2017, and

That the sum of $350.00 be granted from the International Representatives Scheme for this purpose.

Crs Isaacson/Johns Carried

11.6	Staff Report
11.6.1	Tertiary Accreditation Under the ACC Safety Management Programme
11.6.1.1	The excellent work undertaken by Sandy Lowe, Jackie Hitt, members of the Safety Committee and MW-LASS team is acknowledged to enable the Council to achieve tertiary accreditation under the ACC Safety Management programme.
11.6.2	Staff Changes
11.6.2.1	Thanks are conveyed to Lianne Simpkin (Economic Development and Communications Manager) and Kevin Simpkin (Rural Roading Supervisor) for their contribution to the district, and best wishes to them for the future as they move to the Bay of Plenty region.
11.6.3	Solid Waste
11.6.3.1	The illegal dumping of waste in Pahiatua over the Christmas and holiday period was a problem relative to the mess it caused.
11.6.4	Woodville Impounded Supply
11.6.4.1	The good progress made by the contractors working on this project is noted.
11.6.5	CRM Dashboard
11.6.5.1	The details of the CRM dashboard are difficult to read, and in future it is requested that an enlarged copy of this information be circulated to the Council.
11.6.6	Sport Manawatu
11.6.6.1	The potential for Sport Manawatu to increase its focus on opportunities to support sport, recreation and physical activity events in the south of the district is noted.
11.6.7	*That the report from the Chief Executive dated 18 January 2017 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Cr Hull/Mayor Collis Carried

12. Portfolio Reports

12.1	Dannevirke Community Board
12.1.1	Cr Isaacson reported that the Dannevirke Community Board supported the very successful Christmas community variety concert held at the Dannevirke Town Hall on 21 December 2016.
12.1.2	The proceeds of $228.30 received from the gold coin admission charges to the event were donated to Dannevirke Salvation Army.
12.2	Woodville Districts’ Vision
12.2.1	Cr Johns reported that the Woodville Christmas Parade and the Woodville Lions Club Coast to Coast motorcycle ride were both very successful events.
12.3	Akitio
12.3.1	The Mayor, Crs Christison and Crispin attended the Akitio Ratepayers Association Annual General Meeting held at the Akitio Boat Club on 2 January 2017.
12.4	Youth
12.4.1	Cr Christison reported that he is looking for an appropriate and safe area where youth could drive their vehicles to do burnouts, rather than using the streets for this activity.
12.4.2	This would need to comply with health and safety requirements.
12.5	Tararua Alliance
12.5.1	Cr Thompson noted there is a need to educate and inform the community about how the Tararua Alliance works, and the benefits this type of arrangement provides to the district.
12.6	Rural Health Alliance Aotearoa New Zealand
12.6.1	Cr Hull reported that the Rural Health Alliance Aotearoa New Zealand is providing rural mental wellness initiatives to support the health and wellbeing of rural communities.
12.6.2	They include emphasis on rural and social connectivity and mental health to strengthen resilience in these communities, thereby helping to address the incidences of high stress, anxiety, depression and suicide.

13. Mayoral Matters

13.1

Nil

14. Items not on the Agenda

14.1

Nil

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 4.22 pm.

____________________________

Mayor

Report

Date	:	30 January 2017
To	:	Chairperson and Board Members Dannevirke Community Board
From	:	Richard Taylor Governance Manager
Subject	:	Dannevirke Community Board General Assistance Grants Scheme
Item No	:	9.1

1. Reason for the Report

1.1 It has been the previous practice of the Dannevirke Community Board to undertake an annual review of this scheme prior to inviting applications.

2. Background

2.1 Attached to this report please find a copy of the existing guidelines.

2.2 Also included for the reference of board members is a list of those grants as approved last year by the Board at its meeting held in April.

2.3 The following represents a reconciliation of the Board’s General Assistance Grants Scheme account.

Opening balance 2015/2016		6,592.32
2016/2017 approved budget		33,000.00
		39,592.32
Less expenditure to date		14,267.41
Plus First World War Commemorations Committee revenue		173.91
		25,498.82
Less funding committed but not yet uplifted:
Dannevirke SPCA	1,919.00
School patrol wardens treat	288.00
Christmas lights installation	3,666.00	5,873.00

Balance available for allocation		$19,625.82

3. Significance Assessment

3.1 The proposed actions recommended to the Board are not considered to be significant in terms of the Council’s policy on significance and engagement.

4. Conclusion

4.1 To enable this year’s annual funding round to proceed the following recommendation is made for the Board’s consideration.

Recommendation

That the report from the Governance Manager dated 30 January 2017 concerning the Dannevirke Community Board General Assistance Grants Scheme (as circulated) be received, and

That applications now be called for funding from the Dannevirke Community Board’s 2016/2017 General Assistance Grants Scheme, and

That the closing date for applications be Friday 10 March 2017 at 5.00pm.

Attachments

1 ⇩. General Assistance Grants Scheme - Guidelines

2 ⇩. Grants Approved - 2015-2016