Agenda of Dannevirke Community Board meeting

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 7 December 2020 commencing at 1.00pm.

1. Present

Board Members P F Walshe (Chairperson), T J Hynes (Deputy Chairperson), W R Macdonald, K P Spooner-Taylor and Cr E L Peeti-Webber (Council appointed Community Board member).

In Attendance

Mrs T Collis - Her Worship the Mayor

Mr B Nicholson - Chief Executive

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	The following matter is notified as an item of general business not on the agenda for discussion at today’s meeting: · Cole Street community walkway

6. Confirmation of Minutes

6.1	That the minutes of the Dannevirke Community Board meeting held on 2 November 2020 (as circulated) be confirmed as a true and accurate record of the meeting. Macdonald/Hynes Carried

7. Matters Arising from the Minutes

7.1	Christmas Trees Competition (Item 7.3)
7.1.1	The Christmas trees competition will be held at the Masonic Rawhiti Lodge in High Street from 14 to 24 December 2020, and is open between the hours of 10.00am to 2.00pm daily with twenty entries received at this time.
7.1.2	It will also open by arrangement for groups to view this festive attraction, and a roster of board members to assist in coordinating the opening of the venue has been prepared.
7.1.3	Cr E L Peeti-Webber has donated some prizes for the competition to acknowledge the best Christmas trees that receive the most votes from the public.
7.2	Dannevirke Mitre 10 Christmas Parade (Item 9.2.1)
7.2.1	The Dannevirke Mitre 10 Christmas parade arranged by Dannevirke Chamber of Commerce was held on 5 December 2020, with forty entries registered and thirty-six participating on the day.
7.2.2	A prizegiving ceremony will be held today at 5.15pm to announce the category winners judged the best floats, and board members are invited to attend this event held at the Saigon Restaurant and Bar.
7.2.3	A new sponsor will be required next year as the commitment from Mitre 10 to support this event has been completed, and Dannevirke Chamber of Commerce will be considering options as part of planning future arrangements.
7.3	Wheel Park Project (Item 7.2)
7.3.1	About forty people attended the meeting held on 9 November 2020 in the Scout Hall for the purpose of community consultation on the wheel park project.
7.3.2	It is intended that planning for the wheel park project be considered in conjunction with discussions regarding the development of a proposed Dannevirke multisport complex.
7.3.3	This will enable an understanding to be gained regarding the feasibility of establishing that facility to provide for future needs and requirements to develop such sporting and recreational areas in Dannevirke.

8. Tararua District Council Report

8.1	*That the report of the Tararua District Council meeting held on 25 November 2020 (as circulated) be received.* *Spooner-Taylor/Macdonald Carried*
8.2	Proposed Priority Thoroughfares for Earthquake-prone Buildings
8.2.1	It is noted the Council after giving consideration to the submissions received agreed to the potential removal of the following sections of roads relating to proposed priority thoroughfares for Dannevirke: · Barraud Street between High Street to Denmark Street · Gordon Street western section · Ward Street · Allardice Street
8.2.2	The Council will ratify (identify) at its December meeting the basis of the priority thoroughfares with regard to earthquake-prone buildings and associated statutory requirements in respect of that matter.
8.3	CRM System
8.3.1	The CRM system to report requests for service has been reviewed on the website with regard to making it easy to contact Council through a report it graphic icon symbol provided for that purpose.
8.4	Introduction to New Chief Executive
8.4.1	Council’s new Chief Executive Bryan Nicholson was introduced by the Mayor to board members, and he spoke on his background and looking forward to working in that role to deliver long-term strategies with a community focussed direction for the district’s growth.

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

9.1	Dannevirke Brass Band
9.1.1	Board Member Spooner-Taylor reported Dannevirke Brass Band participated in the Dannevirke Christmas parade with support from nineteen out of town band’s people travelling to attend and be part of that event.
9.1.2	Dannevirke Brass Band has a busy period playing at various community events leading up to Christmas.
9.2	Tararua Emergency Management Committee
9.2.1	Board Member Spooner-Taylor reported on the Tararua Emergency Management Committee meeting held on 12 November 2020, including reference to the following matters: · Partnership with Ngāti Kahungunu ki Tamaki nui-a-Rua to support their first responder team. · Focus on recovery projects, the possibility of Covid-19 resurgence and drought planning. · Emphasis on engaging with the social sector and maintaining relationships with key agencies for ongoing welfare response and building community resilience. · Establishing safer communities and encouraging and supporting Rural Support Trust activities.
9.3	Dannevirke Chamber of Commerce
9.3.1	The Deputy Chairperson reported Dannevirke Chamber of Commerce held a very successful after five’s meeting to visit Metalform and view the products they design and manufacture at their factory.
9.4	Tararua Community Youth Services
9.4.1	The Deputy Chairperson reported on various matters relating to Tararua Community Youth Services, including reference to the following: · The three young women that tragically died in a fatal crash near Takapau were previously connected with Tararua Community Youth Services, which paid tribute as a mark of respect to honour and remember them. · There have been 182 youth attend various programmes provided through Tararua Community Youth Services, with some people not in education, employment or training being supported into work. · The Eastern Institute of Technology education and workforce development welding course was very successful, and a small motors and mechanics course is being planned. · Tararua Community Youth Services shall be the venue for driver licences in Dannevirke. · The KaiPai project is working with a number of agencies and organisations throughout the district to operate a food rescue service to get food out to whanau in need before it goes to the landfill.
9.5	Dannevirke Information Centre
9.5.1	Board Member Macdonald reported a part-time assistant has been employed to provide back up for the Dannevirke Information Centre Manager.
9.5.2	Dannevirke Information Centre have not requested a review of the charge for electricity and management of the digital electronic sign installed at the Dannevirke Town Hall, with an invoice for $500 received in relation to the annual amount payable to them for providing this service.
9.6	Dannevirke and District A and P Association
9.6.1	Board Member Macdonald reported Dannevirke and District A and P Association held its Annual General Meeting on 19 November 2020, with Pamela Henricksen appointed as their new president and Brian Beale is vice president.
9.6.2	Planning is progressing for the arrangements of the annual A and P show held at the showgrounds on 5,6 and 7 February 2021.

10. Correspondence

10.1	*That the correspondence as listed be received.* *(a) Pongaora Craft Group* *Re: Request for financial assistance operational grant* *(b) Dannevirke Athletic Club 15 November 2020* *Re: Request for financial assistance to offset* *Dannevirke Domain grounds hireage cost* *(c) Dannevirke and District A and P Association 19 November 2020* *Re: Request for financial assistance towards* *A and P show costs* *(d) Dannevirke Brass Band* *Re: Request for financial assistance to offset* *out of town band’s* *people travel costs* *to play at the Dannevirke Christmas parade* *Macdonald/Spooner-Taylor Carried*
10.2	Pongaroa Craft Group
10.2.1	That the Board grant from its discretionary funds the sum of $1,000 to Pongaroa Craft Group as assistance towards the costs of operating and maintaining their building and community activities in Pongaroa. *Macdonald/Spooner-Taylor Carried*
10.3	Dannevirke Athletic Club
10.3.1	*That the Board grant from its discretionary funds the sum of $171 to cover the cost of Dannevirke Athletic Club’s Dannevirke Domain grounds hire charges for the 2020/21 season.* Hynes/Macdonald Carried
10.4	Dannevirke and District A and P Association
10.4.1	That the Board grant from its discretionary funds the sum of $500 to Dannevirke and District A and P Association as assistance towards the cost of first aid expenses relating to arranging the annual show held from 5 to 7 February 2021 at the showgrounds. Hynes/Macdonald Carried
10.5	Dannevirke Brass Band
10.5.1	That the Board grant from its discretionary funds the sum of $600 to Dannevirke Brass Band for providing petrol vouchers to help offset the cost of out of town band’s people travelling to play at the Dannevirke Christmas parade. Hynes/Walshe Carried

11.

2021 Meeting Dates

11.1

The following are the dates of the Board’s meetings scheduled to be held in 2021:

· 1 February

· 1 March

· 6 April (Tuesday due to Easter)

· 3 May

· 8 June (Tuesday due to Queen’s Birthday)

· 5 July

· 2 August

· 6 September

· 4 October

· 1 November

· 6 December

12. Items Not on the Agenda

12.1	Cole Street Community Walkway
12.1.1	The Deputy Chairperson on behalf of Dannevirke Rotary Club Charitable Trust requested it be ascertained when their project can proceed to extend the community walkway down Cole Street.
12.1.2	This has been delayed due to a number of reasons preventing work from occurring, and they were previously advised their project could be undertaken late this summer as the Cole Street water main replacement was anticipated to be completed by the end of March.
12.1.3	They have now been informed the Cole Street community walkway extension will be further delayed by another year in terms of when replacement of the Cole Street water main is programmed, and this situation is causing the community group some uncertainty and concern in relation to being able to progress their project.
12.1.4	The Chief Executive agreed to seek clarification from the Infrastructure Strategy Manager regarding the background relating to this matter, and determine the timeline for the community walkway project to proceed.

13. Chairperson’s Remarks

13.1	Dannevirke Market Day
13.1.1	The Chairperson proposed for consideration next year as part of planning the arrangements regarding Dannevirke market day to introduce the concept of a Dannevirke dollars day promotion.
13.2	Review of the Board’s Year
13.2.1	The Chairperson reflected on the Board’s year through reviewing its activities and achievements, including reference to the following matters: · Installation of the digital electronic sign at the Dannevirke Town Hall. · Impact of Covid-19 lockdown leading to the cancellation of the Anzac Day community concert. · Weekly coffee mornings to connect with the community were held in July and were well received. · Laying of a wreath at the clock tower on 15 March 2020 for the Dannevirke community remembrance time for victims of the Christchurch mosques terrorist attack which happened on that day last year. · Ongoing delays with being able to progress the Cole Street community walkway extension. · Allocation of nearly $12,000 in funding to community groups from the Board’s General Assistance Grants Scheme. · The Wackrow Memorial Youth Award was held in August, with the guest speaker at the presentation being Suresh Patel and the winner was Clare Seatter. · Dannevirke Spring Festival was arranged, but due to Covid-19 restrictions some events could not proceed as planned and were postponed or cancelled. · Dannevirke market day held on the Friday prior to Labour Day weekend was very successful, with the weather being fine and attracting people to town. · Dannevirke Christmas trees competition is held this month.
13.2.2	The Chairperson conveyed his thanks to board members for their work and contributions to making these projects happen, and acknowledged the assistance and support of the Deputy Mayor as the Board’s Council appointed representative and the time given by the Mayor and Governance Manager in attending its meetings.
13.2.3	Thanks are extended to the Hawke’s Bay Today Dannevirke News and Bush Telegraph reporters for covering the Board’s meetings throughout the year, with best wishes extended to all those at the meeting for a merry Christmas and happy New Year.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 1.50pm.

____________________________

Chairperson

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 9 December 2020 commencing at 1.00pm.

1. Present

Her Worship the Mayor - Mrs T H Collis (attending remotely via Teams), Crs E L Peeti-Webber (Deputy Mayor), A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland, R A Treder and S M Wards (until item 4.2.5).

In Attendance

Mr B Nicholson - Chief Executive

Mr R Taylor - Governance Manager

Mr R Suppiah - Chief Financial Officer

Mr C Chapman - Infrastructure Strategy Manager

Mr D Watson - Group Manager Plant and Property

Mr P Wimsett - Manager Strategy and District Development

Mr C Lunn - Manager Regulatory Services

Mr C McKay - Finance Manager

Mrs S Walshe - Senior Financial Accountant

Ms T Love - Senior Projects Manager

Mr D Geary - Alliance Director

Ms J McKenzie - Projects Manager

Ms D Perera - Audit Director Audit New Zealand (for item 10.2)

1.1

The Deputy Mayor welcomed Leeroy Harris (a senior student leader from Tararua College with an interest in local government), Louise Powick (Pahiatua On Track Chairperson), Vicky Tomlinson (Woodville Districts’ Vision Chairperson), Margaret Kouvelis and James Stewart (New Zealand Rural Games Trust) to the meeting.

2. Council Prayer

2.1	The Deputy Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1

Nil

4. Public Forum

4.1	Season’s Greetings
4.1.1	Santa Claus entered the meeting to wish Council and those in attendance a merry Christmas and happy New Year.
4.2	New Zealand Rural Games
4.2.1	Margaret Kouvelis and James Stewart spoke on the arrangements for the New Zealand Rural Games held at Palmerston North from 12 to 14 March 2021 in the Square.
4.2.2	This event is a premier celebration of rural sports, and provides a great family weekend of entertainment and lots of opportunities to participate in the fun-packed festival programme.
4.2.3	The event costs nearly $1million to arrange, with Government contributing $200,000 from its Domestic Events Fund, support from various sponsors, and a request to local government in the region for an amount of $140,000. The proposed funding that Tararua District Council is being asked to provide is $5,000 towards the total sum sought from councils in the region.
4.2.4	The New Zealand Rural Games bring rural and urban communities together, and are a platform to show what is being done on the land.
4.2.5	Country Calendar will be covering the event through six episodes on national television, and it is intended to look at opportunities to acknowledge the districts of the region to celebrate the rural sector and its contribution to their communities.
4.2.6	Cr S M Wards departed from the meeting at 1.20pm.
4.3	Events in Woodville
4.3.1	Vicky Tomlinson extended an invitation to attend the Woodville Christmas parade and coast to coast motorcycle ride held in Vogel Street starting at 11.30am on 12 December 2020.
4.3.2	A community barbecue will also be held on that day at 4.00pm to thank essential workers for their efforts and commitment to supporting the community during Covid-19 and the period of lockdown.

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	Cr E L Peeti-Webber declared a conflict of interest concerning item of business 10.3 regarding ratification (identification) of proposed priority thoroughfares for earthquake-prone buildings.

7. Personal Matters

7.1	The passing of Barry Gleeson (a former Dannevirke County Council staff member) is noted.

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 25 November 2020 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Sutherland/Franklin Carried*

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

9.1	CRM System (Item 10.2.4)
9.1.1	The CRM system has been reviewed with regard to clarifying and making it easy to understand its purpose as a way for residents to contact Council to report requests for service requiring attention and follow up.
9.2	Road Closure Requested Under the Tenth Schedule of the Local Government Act 1974 (Item 11.4)
9.2.1	Clarification is sought regarding the basis of the road closures for the Pahiatua Christmas parade and market day events held on 5 December 2020.
9.2.2	The application approved by Council is the closure of Main Street from Wakeman and Tui Street to Dawson and Edward Street for the period of 8.30am to 2.00pm. This enabled market day to be held from 9.00am to 2.00pm with the Christmas parade at 12noon.
9.2.3	It is disappointing that the road closures implemented resulted in businesses losing the ability to operate most of that day, with many of them already experiencing a financial impact while the town centre upgrade work is occurring.
9.2.4	There was an understanding this situation would not occur in terms of the arrangements made to enable these community events to be held without significantly disadvantaging businesses.

10. Reports

10.1

Audit and Risk Committee

10.1.1

That the report of the Audit and Risk Committee meeting held on 17 November 2020 (as circulated) be received.

Crs Hull/Johns Carried

10.2	Adoption of the 2019/2020 Annual Report
10.2.1	The Audit Director Audit New Zealand advised an unmodified opinion on the audited information of Council’s 2019/2020 Annual Report is issued, excluding the statement of service performance.
10.2.2	A qualified opinion is issued on the statement of service performance as a result of the limitation of scope with respect to the verification of the number of complaints for some services.
10.2.3	This relates to an interpretation on when to record CRM’s as a complaint for the water and wastewater measures, being the mandatory water measures required by Department of Internal Affairs.
10.2.4	The Senior Financial Accountant acknowledged the work undertaken in completing the audit, with preparation of the summary document being progressed to make it publicly available within one month of adopting the Annual Report.
10.2.5	*That the report from the Senior Financial Accountant dated 2 December 2020 concerning adoption of the 2019/2020 Annual Report (as circulated) be received, and* That Council adopt the 2019/2020 Annual Report in accordance with Section 98 of the Local Government Act 2002 subject to the correction of any typographical errors or changes which may be required. Crs Johns/Hull Carried

10.3	Ratification (Identification) of Proposed Priority Thoroughfares for Earthquake-prone Buildings
10.3.1	Cr E L Peeti-Webber previously declared a conflict of interest regarding this item of business, and abstained from discussion and voting on the motion concerning that matter.
10.3.2	That the report from the Manager Regulatory Services dated 2 December 2020 concerning ratification (identification) of proposed priority thoroughfares for earthquake-prone buildings (as circulated) be received, and That Council formally ratify (identify) the proposed priority thoroughfares illustrated for Dannevirke, Woodville, Pahiatua and Eketāhuna as detailed in attachments Annex A, B, C and D of this report. *Crs Sutherland/Johns Carried*
10.3.3	Crs A K Franklin and S A Hull requested their dissenting votes be noted regarding the decision concerning this item of business.

10.4

Climate Action Joint Committee

10.4.1

That the report from the Manager Strategy and District Development dated 2 December 2020 concerning the Climate Action Joint Committee (as circulated) be received, and

That Council agree to the Joint Climate Action Committee Manawatū-Whanganui Region Agreement and Terms of Reference, and

That Council appoint a joint committee (with the Horizons Regional Council and other territorial authorities within the Manawatu - Whanganui region) to be called the Climate Action Joint Committee pursuant to clause 30(1)(b) of Schedule 7 of the Local Government Act 2002, and

That Council adopt the Terms of Reference for the Climate Action Joint Committee set out in the Joint Climate Action Committee Manawatū-Whanganui Region Agreement and Terms of Reference, and

That Council appoint Mayor T H Collis or a nominee to be determined at her discretion if she is not available as the representative on the Climate Action Joint Committee, and

That the above decision take effect when all other councils in the region confirm they have appointed the Climate Action Joint Committee.

Crs Hull/Treder Carried

10.5	Staff Report
10.5.1	Camping Ground Statistics
10.5.1.1	It is noted that all of Council’s camping ground facilities are being well supported and showing an increase of visitors to the district.
10.5.1.2	Staff are monitoring to ensure camping grounds do not experience an impact resulting from increased use of these facilities by permanent campers.
10.5.2	Sale of Former Infracon Depot in Woodville
10.5.2.1	The sale and purchase agreement with Ngāti Kahungunu ki Tamaki nui-a-Rua Trust to purchase this property becomes unconditional on 16 December 2020, with settlement on 1 April 2021 subject to financing.
10.5.2.2	The Manager Strategy and District Development is to follow up this matter, and as part of the terms of agreement lawyers CR Law are preparing suspensory loan documents relating to the basis of the conditions applied by Council regarding the sale price.
10.5.3	*That the report from the Chief Executive dated 3 December 2020 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Hull/Treder Carried

11. Portfolio Reports

11.1

Nil

12. Mayoral Matters

12.1

Nil

13. Items Not on the Agenda

13.1	Nil
13.2	The meeting adjourned at 2.15pm and resumed at 2.20pm.

14.

Public Excluded Item of Business

14.1

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

Chief Executive’s report

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*
*Chief Executive’s report*	*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)(a) The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Crs Hull/Treder Carried

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

There being no further business the Deputy Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 3.28pm.

____________________________

Mayor

Date	:	26 January 2021
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

Opening balance 2019-2020		14,605.04
2020-2021 approved budget		37,250.00
		51,855.04
Less expenditure to date		20,619.95
		31,235.09
Less funding committed but not yet uplifted:
Alzheimers Society Manawatu	1,000.00
Dannevirke Basketball Association	592.00
Dannevirke Highland Pipe Band	620.00
Dannevirke Sports Club Ormondville Hall and Domain Board Tararua Aquatic Community Trust Dannevirke Rotary Club Charitable Trust Tararua District Age on the Go Committee Dannevirke and District A and P Association	1,000.00 750.00 600.00 5,000.00 400.00 500.00
School patrol treat Christmas parade Christmas lights installation	114.00 2,000.00 3,000.00 15,576.00
Balance available for allocation		$15,659.09