Agenda of Eketahuna Community Board meeting

Eketahuna Community Board

Notice of Meeting

A meeting of the Eketahuna Community Board will be held in the Eketahuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketahuna on Friday 3 February 2017 commencing at 10.00 am.

Blair King

Chief Executive

Agenda

1. Present

2. Apologies

3. Personal Matters

Passing of Margaret and Cliff Oliver

4. 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.

5. Confirmation of Minutes 5

Recommendation

That the minutes of the Eketahuna Community Board meeting held on 2 December 2016 (as circulated) be confirmed as a true and accurate record of the meeting.

6. Matters Arising from the Minutes

7. Tararua District Council Report 13

Recommendation

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

8. Reports

8.1 Eketahuna Community Board General Assistance Grants Scheme 31

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

10. Correspondence 35

Recommendation

That the correspondence as listed be received.

(a) Kerry and Loreen Cunningham

Re: Eketahuna Camping Ground November and December reports

(b) Eketahuna Our Town Incorporated 1 December 2016

Re: Request for payment of Eketahuna Information Centre funding

Recommendation

That the request from Eketahuna Our Town Incorporated to uplift $4,736.26 of the funding grant for the Eketahuna Information Centre be approved.

11. Eketahuna Swimming Baths Upgrade 2017/2018 (10.30am) 40

Included in the agenda is the draft vision and upgrade brief regarding this project. Ryan Seator will attend the meeting for this items of business.

12. Eketahuna Chorus Building Project (11.00am) 54

Included in the agenda is the draft vision and upgrade brief regarding this project. Mark Watson, Warren Chase and Russell Gaskin will attend the meeting for this item of business.

13. Booking of Eketahuna Community Centre over the Christmas and Holiday Period

A booking was received for the Eketahuna Community Centre when the Eketahuna Service Centre/Library was closed during the Christmas and holiday period. This was responded to as an after-hours call by the Community Assets and Property Manager in liaison with the Eketahuna Customer Services Librarian.

14. Eketahuna Art Group Donation (11.30am)

Margaret Parsons will attend the meeting to discuss the Eketahuna Art Group proposal to donate funding of $1,000 for upgrading the sound system in the Eketahuna Community Centre.

15. Community Boards Conference 57

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.

16. EquiP Training Workshops

The Deputy Chairperson is attending the following EquiP training workshops:

· 28 March 2017 - The engaging presenter - Local Government New Zealand, Wellington

· 5 April 2017 - Media training for modern leaders - Palmerston North City Council

17. South Tararua Ward By Election

Resulting from the 2016 triennial election there is currently an extraordinary vacancy for a South Tararua ward councillor. Nominations to fill this position have closed, with six nominations received for this by election. The candidates are Di Eagle, Warren Edward Chase, Tony Kuriger, Robin Winter, Daniel Rumbold and Alison Franklin.

The delivery of voting papers will occur in the period from 26 to 31 January 2017, with voting closing at 12 noon on 17 February 2017 and the preliminary results announced on that day.

18. Eketahuna Town Centre Upgrade

Report on progress and any matters concerning the Eketahuna town centre upgrade.

19. Chairman’s Remarks

20. Items not on the Agenda

21. Closure

Eketahuna Community Board

Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketahuna on Friday 2 December 2016 commencing at 10.05 am.

1. Present

Board Members C C Death (Chairperson), D F Eagle, S E Shannon, P Wilson and Cr A J Thompson (Council appointed Community Board member).

In Attendance

Mrs T H Collis - Her Worship the Mayor

Mr R Taylor - Governance Manager

Others as detailed for the Chorus building project item of business

2. Apologies

2.1

Nil

3. Personal Matters

3.1

The Chairperson has conveyed his best wishes to John Harman and Bud Jones (previous recipients of Queen’s Service Medals) for a speedy return to good health.

3.2

The Board note the current trying and frustrating weather is causing concerns for farmers, and it is thinking of them as they work through the difficulties resulting from this challenge.

3.3

The Wairarapa St John Service Awards includes recognition of the following people for their contribution to this essential community service:

· Dean Harding, Diana Eagle and Kim Bradbury - three years

· Jean Fleming - nine years

· Deborah Paterson - seventeen years

· Thomas Fleming - twenty-two years

4. Notification of Items Not on the Agenda

4.1

Further items circulated separately in advance of the meeting as additions to the agenda for discussion are as follows:

· Correspondence from Constable Maxine Walshe requesting funding to support the school patrol treat for Eketahuna School road wardens

· Eketahuna Swimming Baths upgrade 2017/2018 draft brief and project planning

5.	Declarations Required of Community Board Members
5.1	Board Member S E Shannon and the Council appointed Community Board member Cr A J Thompson made and attested their board member’s declaration pursuant to Schedule 7 Clause 14 of the Local Government Act 2002. The Mayor witnessed the making and attesting of each declaration.

6. Confirmation of Minutes

6.1	*That the minutes of the Eketahuna Community Board meeting held on 2 November 2016 (as circulated) be confirmed as a true and accurate record of the meeting.* Death/Eagle Carried

7. Matters Arising from the Minutes

7.1	Eketahuna War Memorial Remembrance Site (Item 10.3)
7.1.1	The opening of the Eketahuna War Memorial remembrance site held on Armistice Day was well received, and the attendance and address by Member of Parliament and former Army officer Ron Mark is greatly appreciated.
7.2	Meet the New Residents Forum (Item 10.4)
7.2.1	The Chairperson has arranged for representatives from twenty-three local community groups and organisations to be present at the meet the new residents forum held in the Eketahuna Club on 4 December 2016 at 2.00 pm.
7.2.2	Board Member Eagle will obtain some name tag stickers to introduce and identify individuals attending this event.
7.2.3	*That the Board pay from its discretionary funds the catering cost for afternoon tea at the new residents forum, with a discount for a community function kindly provided by the Eketahuna Club.* Death/Thompson Carried
7.3	Events (Items 10.6 and 10.7)
7.3.1	Board Member Eagle attended the Tararua College senior prizegiving presentation held on 2 November 2016.
7.3.2	Board Member Wilson attended the Pukaha Mount Bruce annual supporters evening held on 24 November 2016.

8. Election of Deputy Chairperson

8.1	The Chairperson invited nominations to elect a Community Board member to the position of Deputy Chairperson.
8.2	Nominations S E Shannon Nominated: D F Eagle Seconded: A J Thompson
8.3	The Chairperson called for any further nominations to fill this position.
8.4	There being no further nominations the Chairperson declared S E Shannon duly elected as the Eketahuna Community Board’s Deputy Chairperson.

9.	Concepts for the Chorus Building Project (brought forward on the agenda)
9.1	The Chairperson welcomed Helen Tickner (Pukaha Mount Bruce General Manager), Mark Watson (local artist) and John Harman (Eketahuna Community Charitable Trust) to the meeting.
9.2	Board Member Eagle presented the draft brief for this project setting out the vision to develop the Chorus building frontage and foyer to enhance and support the giant Kiwi site.
9.3	This project will involve various stakeholders assisting to facilitate the objectives that enable the achievement of that vision, with funding options identified to be considered.
9.4	The projected planning timeline for the project commenced this month and provides for public consultation between March and May, and is anticipated to be completed by October 2017.
9.5	John Harman indicated that the Eketahuna Community Charitable Trust support the concept proposed for this project, and is willing to contribute towards the cost involved.
9.6	Helen Tickner conveyed support from the Pukaha Mount Bruce National Wildlife Centre to progress this initiative, and presented some concept images for placing on the building’s windows.
9.7	The intended format will be created through decal sticker affixtures to promote Pukaha Mount Bruce as a visitor destination linked with Eketahuna, and the public shall have an opportunity to indicate their preferences of the images to be used.
9.8	Pukaha Mount Bruce has committed funding to cover the design and installation costs of around $3,000 to $4,000, and view this project as an attraction to market Pukaha Mount Bruce and build on the Eketahuna Kiwi Country theme featured in the town.
9.9	Mark Watson presented some concept ideas for the foyer and outside sidings of the building, and suggested a 3D design using UV light for consideration on the back wall to provide unique images and a bright appearance.
9.10	Various local artists were approached to seek their interest in undertaking this part of the project, and Mark Watson was selected due to his availability and enthusiasm to develop these concepts for the community.
9.11	The Board support Mark Watson further developing his concept ideas and presenting them to its next meeting held in February.
9.12	Board Member Eagle advised that local builders were invited to quote for lining the foyer for painting, and that the contractor undertaking this work is Brent Dickson at a cost of $5,500.

10.

Various Other Appointments of Board Representatives

10.1

The following appointments are made to represent the Eketahuna Community Board through fulfilling the roles as specified:

Road Safety Group

C C Death and P Wilson will attend these meetings

Local Community Groups Liaison Representatives

· Nireaha Reserve Board - S E Shannon

· Hamua Hall and Domain Board - P Wilson

· Rongomai Domain Incorporated - D F Eagle

· Newman Reserve Board - C C Death

· Hukanui Reserve Board - D F Eagle

· Eketahuna Our Town Committee - P Wilson

Assigned Responsibilities

· Eketahuna town centre upgrade - S E Shannon

· Community newsletter reporting - all board members

· Monitoring and reporting on the following matters within the Board’s area:

o Roading/urban footpaths - P Wilson

o Urban community facilities, the Eketahuna
Camping Ground and cemeteries - S E Shannon

o Sports grounds, swimming baths
and playgrounds - D F Eagle and P Wilson

· Alf Rowden Humanitarian Award - S E Shannon

· Anzac Day - C C Death and P Wilson

· Emergency Management - C C Death

11.	Tararua District Council Report
11.1	*That the report of the Tararua District Council meeting held on 30 November 2016 (as tabled) be received.* Thompson/Eagle Carried
11.2	Items Noted for the Community Newsletter
11.2.1	It is agreed to include an item in the community newsletter to publicise the Council’s public forum at its meetings and the CRM system to report requests and faults regarding its services and facilities.
11.2.2	The Deputy Chairperson will endeavour to obtain an agreed allocation of space in each community newsletter for the Board to report on matters and topics following its monthly meeting.

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

12.1	Tararua Emergency Management Committee
12.1.1	The Chairperson reported on the Tararua Emergency Management Committee meeting held in Dannevirke on 10 November 2016, and this includes reference to the following matters: · The national Civil Defence Emergency Management Exercise Tangaroa was held on 31 August 2016. · There was a presentation regarding life on the boundary of the Hikurangi Trench as the site of potential megathrust earthquakes. · An assessment of the town by the Chairperson at first light following the 14 November earthquake did not indicate any damage. · Contact was made with the District Resilience Manager to confirm there were no concerns or issues in Eketahuna caused by the earthquake.
12.2	Tararua District Road Safety Group
12.2.1	The Chairperson reported on the Tararua District Road Safety Group meeting held in Dannevirke on 29 November 2016, and this includes reference to the following matters: · Flashing lights are to be installed to provide a warning when there are slips and fallen rocks in the Manawatu Gorge. · Three jobs around the Dannevirke area have been programmed as minor safety works projects. · The work to be undertaken on South Road No.2 at Bridge E37 may proceed after Christmas. · Good progress is being made with upgrading the Saddle Road. · The Regional Road Safety Coordinator continues to provide and implement a programme of community road safety education initiatives and projects such as fatigue stops. · The next meeting of the Road Safety Group will be held on 28 February 2017.
12.3	Eketahuna Swimming Baths Upgrade 2017/2018
12.3.1	Board Member Eagle presented the draft vision and upgrade for this project to provide an open plan facility with the feeling of the beach “Summertime Fun” to create a safe environment for families to relax, swim and play.
12.3.2	This project has various objectives to enable the achievement of that vision, and includes additional expenditure either within the available budget or through making applications for funding.
12.3.3	The projected planning timeline for the project commenced this month and provides for public consultation between March to May 2017, and is anticipated to be completed by November 2018.
12.3.4	The concept plans for this project are to be presented to the Board’s next meeting held in February.

13.	Correspondence
13.1	*That the correspondence as listed be received.* *(a)* *Kerry and Loreen Cunningham* *Re: Eketahuna Camping Ground October report* *(b) Constable Maxine Walshe 22 September 2016* Re: Request for funding to support road safety school patrols and wardens Eagle/Death Carried
13.2	Funding Request for Road Safety School Patrols and Wardens
13.2.1	It is noted there was confusion regarding where to direct this request, and the Eketahuna Home and School were reluctant to again provide funding this year.
13.2.2	Eketahuna School Principal Nick Beamsley subsequently agreed to provide the cost of the school patrol treat, and yesterday their road wardens attended a movie at the Pahiatua Regent Theatre.
13.2.3	In future years Constable Walshe will be advised to direct her request to the Board at least two months in advance of arranging the intended school patrol treat for Eketahuna School road wardens.

14. Chairman’s Remarks

14.1	Eketahuna Christmas Parade
14.1.1	The Chairperson acknowledged the very successful Eketahuna Christmas Parade held on 26 November 2016 despite unsettled weather that did not diminish this enjoyable community event.

15.

Eketahuna Town Centre Upgrade

15.1

Matters discussed concerning the Eketahuna town centre upgrade includes reference to the following:

· The lighting of the giant Kiwi is to be finished.

· The cages procured for the lighting are not required.

· A review of the project will be undertaken on its completion involving representatives of the Alliance, Council and the Board’s liaison member of the project team.

· The electrics are to be sealed off at the site of the interactive sign.

· The big billboard to develop the history site at the Herbert building and the public conveniences signage is still to be completed.

· The draft plan received for the Bridge Street intersection corner design will need revising as it does not reflect the concept agreed with the community.

· The Mayor is to circulate to board members a photo of a wooden military vehicle that can be obtained at no cost for installing as equipment for people to enjoy and play in.

· The Chairperson is to follow up and ascertain the site for the family violence is not OK sign.

· Mark Dimock is to be thanked for restoring the town cart that has been relocated and adds further character to the appearance of the upgrade.

16. Items not on the Agenda

16.1	Refer to the items set out in sections 12.3 and 13.2 of these minutes.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 12.50 pm.

____________________________

Chairperson

7.1 Tararua District Council
Attachment 1 Tararua District Council Minutes 13 December 2016

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

7.1 Tararua District Council
Attachment 2 Tararua District Council Minutes 25 January 2017

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 Advisor 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	:	26 January 2017
To	:	Chairperson and Board Members Eketahuna Community Board
From	:	Richard Taylor Governance Manager
Subject	:	Eketahuna Community Board General Assistance Grants Scheme
Item No	:	8.1

1. Reason for the Report

1.1 It has been the previous practice of the Eketahuna 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 May.

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

Opening balance 2015/2016		3,859.62
2016/2017 approved budget		5,700.00
		9,559.62
Less expenditure to date		1,069.55
Plus financial contributions for town centre upgrade		8,490.07 1,910.78 10,400.85
Less funding committed but not yet uplifted:
Eketahuna Club Eketahuna Tennis Club	392.00 363.00
Eketahuna Youth Trust	1,125.00	1,880.00
Balance available for allocation		$8,520.85

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 26 January 2017 concerning the Eketahuna Community Board General Assistance Grants Scheme (as circulated) be received, and

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

That the closing date for applications be Friday 7 April 2017 at 4.30pm.

Attachments

1 ⇩. General Assistance Grants Scheme - Guidelines

2 ⇩. Grants Approved - 2015-2016