UNCONFIRMED Minutes. Ordinary Meeting

Transcription

1 UNCONFIRMED Minutes of the Whangamata Community Board Date 13 June 2013 Venue Whangamata Service Centre 620 Port Road Whangamata Present KA Johnston (Chairperson) HD Bartley HF McCabe ME Taylor JT Wells In Attendance Name Item(s) Garry Towler (Area Manager Whangamata/Tairua-Pauanui All Items Erin Schumacher (Community Coordinator - Whangamata) All Items Katina Conomos (Strategy Policy Planner 2.3 Ben Day (Economic Dev. & Communications Manager) 2.1, 2.4 and 2.5 Sam Edlin (Roading Engineer) 3.5 and 4.1 Rodney Clark (Water Services Engineer) 4.2 Steve de Laborde (Water Services Engineer) 4.2 Craig Goodwin (Solid Waste and Asset Database Manager) 2.4 and 4.3 Apologies PS Kerr Meeting Commenced 10:00 am Adjournments and Absences Adjournment Start Finish Reason Chairperson 12:34 1:25 Lunch

2 Table of Contents Item Page No. 1 Meeting Conduct Apologies Public Forum Items not on the Agenda Conflict of Interest May Whangamata Community Board - Minutes for Confirmation 4 2 Governance Communications in a Pre-election Period Level of Compliance Support - Whangamata Grants Policy Review Draft Communications and Marketing Plan Enhanced Kerbside Rubbish and Recycling Collection Project - Whangamata June Whangamata Major Events Strategy Paper 7 3 Local Activities: Policy/Levels of Service Operational June Whangamata Harbour Report Al Fresco Dining and Commercial Trading - Whangamata Application for Community Grant - Enterprise Whangamata Project Definitions District and Local Community Spaces Whangamata Project Definitions - Local Roading 11 4 District Activities: Local Input Policy/Levels of Service Project Definitions - District Roading Project Definitions - Solid Waste Project Definitions - Water Services 13 5 District Activities 15 6 Reports Members' Reports 16 UNCONFIRMED 2

3 1 Meeting Conduct 1.1 Apologies Peter Kerr - on leave of absence. 1. Received the apology for Peter Kerr. 1.2 Public Forum Moved/Seconded By: Taylor/Wells A period of up to 30 minutes is set aside for the public to raise matters falling within the terms of reference of the meeting. Each speaker may speak for three minutes but time extensions may be allowed on a vote of not less than 75% of members present at the meeting. Questions from members for information or clarification may be permitted by the Chairperson (Standing Orders Appendix F) Kay Baker Community Services Trust currently uses a building in Aitken Road for after school care programmes. Numbers are dwindling and it appears that they will not be able to continue to afford to rent the building. Kay has spoken to a group of people in the community who would like to set up a community centre for painting workshops, selling and displaying art work, children's programmes (after school and school holidays) and a drop in centre. There is a conference room which could be used for parenting groups, english as a second language tuition and many more small focus groups such as Victim Support. One of the problems using other buildings (e.g. the Memorial Hall) is that if running a workshop or school holiday programmes, the materials required for each programme would need to be packed up and put away at the end of each session. Kay believes the building in Aitken Road is a suitable building and once set up could be selffunding. The first six months would be financially difficult to set up and she was approaching Council for funding assistance Jan Smeaton - Community Services Trust Was present to support Kay. She had still to talk to the Managers of the Community Services Trust to determine their position but felt that they would be supportive. 1. Received the speakers in public forum. Moved/Seconded By: Taylor/McCabe UNCONFIRMED 3

4 1.3 Items not on the Agenda There were no items not on the agenda. 1.4 Conflict of Interest The Chairperson invited notice from members of: 1. Any interests that may create a conflict with their role as an elected member relating to the minutes item(s) for the meeting; and 2. Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members Interests) Act The following interests were declared: Helen McCabe 2.5 Events Work in Events Company (Director) 3.3 Grants Member of Enterprise Whangamata Committee May Whangamata Community Board - Minutes for Confirmation 1 Purpose of Report As per Council's Standing Orders, the Whangamata Community Board must confirm the Minutes of its previous meeting. ) 1. Confirmed the following Minutes: Whangamata Community Board - 9 May Moved/Seconded By: Taylor/McCabe UNCONFIRMED 4

5 2 Governance 2.1 Communications in a Pre-election Period The Community Boards were informed of requirements regarding communications in a preelection period. Manager's communications with media not happening after end of June. Chief Executive and Economic Development and Communications Manager will handle all communications. Two major projects - Elections and Kerbside Recycling. Lynlee Bailey has resigned. Officer. Consideration is being given to a replacement Returning That the Community Board: Moved/Seconded By: Bartley/Wells 2.2 Level of Compliance Support - Whangamata Direction was sought from the Community Board on the level of compliance support required for the 2013/2014 summer period. A report is before Council seeking further staff to manage compliance activities. The Community Board, after discussion, voiced their support in employing an extra 1.5 FTE to assist the compliance team - a.5 (approximately 20 hours per week) for the Tairua-Pauanui- Whangamata area. Existing staff met compliance in time frames but were extremely stretched over the summer holiday. Council will be asked to determine the level of support and the method of funding. 2. Confirmed support to the Regulatory Manager to appoint a.5 full time equivalent person to support the Whangamata Ward during the defined peak holiday period being the 20 December 2013 to Easter Moved/Seconded By: Wells/Bartley UNCONFIRMED 5

6 2.3 Grants Policy Review The Whangamata Community Board considered and made comment regarding the Grants Policy. The Grants Policy has remained unchanged since A number of policy statements were reviewed and updated in order to make the policy more flexible. Criteria for event funding should also be included in this policy. Community Board supported the review outcome. 2. Elected members have the opportunity to further discuss the review at the full Council meeting on 26 June Moved/Seconded By: Wells/Taylor 2.4 Draft Communications and Marketing Plan Enhanced Kerbside Rubbish and Recycling Collection Project - Whangamata Feedback was sought from the Community Board on the draft Communications and Marketing Plan for the Enhanced Kerbside Rubbish and Recycling Project. Shared Services - A contract with Smart Environmental has been signed to provide the service. Consultation has been undertaken with stakeholder groups (e.g. Seagull Centre). Provision has been made for relationships to strengthen.. Level of service will be enhanced providing for a greater capacity for recycling. Blue bags plus green recycling bin (glass only) will be collected and sorted at kerb side and wheelie bins which will take plastics 1-7, cardboard, paper and cans. The Gullinator (a net cover to protect blue bags) has been advertised. Further discussion to be held on whether or not the Gullinator could be free to households. It is proposed that a tag system could be put in place whereby the contractor would return wheelie bin and/or Gullinator onto the property of absentee resident. UNCONFIRMED 6

7 1. Received the report and provided feedback. 2. Requests to engage in further consultation over the draft Communications and Marketing Plan and physical contract for delivery of services. Moved/Seconded By: Johnston/Taylor 2.5 June Whangamata Major Events Strategy Paper Feedback was sought from the Community Board on the Council's draft Events Strategy. Feedback has been received regarding the draft Event Strategy. The draft will go to Council for sign off on 26 June Key Points of the Strategy - An events manual containing all requirements Support to event organisers Short term funding one - three years decreasing Includes Council contribution/support such as additional rubbish collections, traffic management etc. Moved/Seconded By: Bartley/Taylor UNCONFIRMED 7

8 3 Local Activities: Policy/Levels of Service Operational 3.1 June Whangamata Harbour Report The Community Board were provided with an update on activities in and around the Whangamata Harbour. Waikato Regional Council contract with Thames Coromandel District Council regarding the Harbourmaster's job description in Council has received an account from Waikato Regional Council for services rendered by the Whangamata Harbour Master. A new draft contract is being reviewed by Area Managers. Lighting on channel markers - Staff have been asked to check with Harbour Master the condition of the channel marker lights. Moved/Seconded By: Wells/Bartley 3.2 Al Fresco Dining and Commercial Trading - Whangamata Comment was sought from the Community Board on Al Fresco Dining and Commercial Trading in Whangamata as input into the By Laws Policy review, this is currently under way. Al Fresco dining - need to remove unnecessary restraints. Commercial and retail operators use the footpath without paying a fee. UNCONFIRMED 8

9 2. Strongly supports the staff's recommendation to the Regulatory Department for further consideration - 1. Al Fresco Dining fees are waived. This being an Annual Plan submission 2014/ All appropriately licenced Al Fresco premises be approved to operate to 1:00am daily for 12 months of the year. 3. Non Al Fresco premises that use the footpath outside their premises to promote their wares are not charged for that space. 4. That all Commercial Trading concessions be approved/ declined at the Area Offices only. 3. Noted the importance of the above recommendations in supporting Council's Economic Development Strategy. Moved/Seconded By: Bartley/McCabe 3.3 Application for Community Grant - Enterprise Whangamata The Community Board considered an application from Enterprise Whangamata for a community grant. It was noted that the newly erected fence on the Wentworth Valley Walkway is approximately 25 metres long and is a prime target for graffiti. Enterprise Whangamata has suggested that it acquire a graffiti artist to paint this fence to discourage graffiti. Enterprise Whangamata has also suggested working with Council to put up a large sign at each entrance to SH26 bypass to encourage traffic to divert into the CBD. They would also like to erect a community based information board to promote upcoming events and an appropriate place would be the green space outside Council's building. The amount sought is $6, If approved this would expedite the Whangamata Grants pool for 2012/ Approved the request from Enterprise Whangamata for funding of the extra signage and the painting of the fence by a professional artist $6,204. Moved/Seconded By: Bartley/Taylor UNCONFIRMED 9

10 Project Definitions District and Local Community Spaces Whangamata The Community Board were asked to approve, review and comment on the District and Local Community Spaces project definitions for capital development in the 2013/14 financial year. Cemeteries and Public Conveniences - Elected members are to discuss future funding of these activities whether they are to remain District funded or become locally funded. 2. Noted the district Community Spaces Project Definitions for the 2013/2014 financial year: Cemeteries - Renewals $ 13,557 Cemeteries - Minor Projects $ 8,676 Public Conveniences - Renewals $175, Further noted the Community Boards' devolved governance responsibility in terms of decision making, however, also noted the on-going disconnect relating to local budgeting and funding responsibility. 4. Approved the Local Community Spaces Project Definitions for the 2013/2014 financial year: Harbour -Whangamata Boat Wash Down Facility $169,000 Harbour - Whangamata-Wharekawa Boat Ramp $ 76,000 Parks & Reserves - Minor Reserve Projects $ 87,000 Parks & Reserves - Renewals $ 20,300 Parks & Reserves - Island View Reserve Development $132,053 Parks & Reserves - Whangamata Harbour (Moana Anu Anu) $ 50,000 Parks & Reserves - Beach Road Reserve Development $ 15,000 Parks & Reserves - Park Avenue Reserve Development $ 87,000 Moved/Seconded By: Johnston/Bartley UNCONFIRMED 10

11 Project Definitions - Local Roading The Community Board approval was sought for the local roading project definitions for the 2013/14 financial year and review the footpath construction and street light programmes. Street lights - The Roading Engineer advised that all street lighting in future would be LED, a more efficient and affordable light. New footpath construction and new streetlight installation are prioritised based on safety criteria. Street lights on Harry Watt Drive and Moana Anu Anu Place - trees have been trimmed resulting in much improved lighting. Kiwi Road footpath which is on top of the priority list - was subject to a community petition to the Annual Plan. A large number of children walk down Kiwi Road to school. Beverley Terrace is the second priority with heavy foot traffic, especially in summer. Agreed that Board Members McCabe and Taylor meet with the Area Manager to review priorities. 2. Reviewed the programmes for footpath construction and street light installation and provide comments on the priority order. 3. Approved the following local roading project definitions for the 2013/2014 financial year. Budget Whangamata - Footpath Rehabilitation $7,425 Whangamata - Footpath Construction $153,505 Whangamata - Street Light Renewal $10,985 Whangamata - Street Light Improvements $17,550 Whangamata - Street Furniture Renewals $2,856 Whangamata - Wentworth Valley Seal Extension $70,001 Whangamata - Otahu Road Carpark Sealing $16,478 Whangamata - Pipi Road Carpark Sealing $16,478 Whangamata - Xmas Lights and Decorations $2,197 Whangamata - Service Lane Legalisation $129,075 Moved/Seconded By: Bartley/McCabe UNCONFIRMED 11

12 4 District Activities: Local Input Policy/Levels of Service Project Definitions - District Roading To provide the district roading project definitions for the 2013/14 financial year for the Community Boards recommendation. The corner of Port Rd/State Highway 25 is to be resealed in the 2014/15 financial year. Kerb and channel will be installed along this section of Port Rd before the site is resealed. Beach Road - McQuarters Property - RFS first commenced in A complex problem that will be expensive to repair - Roading Engineer will follow up on options and report back to Area Manager. Members enquired as to why certain roads were resealed when it appeared it was not necessary. Roading Manager advised a traffic flow formula was used and that resealing was about protecting road infrastructure as well/. 2. Noted the following district roading project definitions: Budget District - Minor Safety Projects $ 439,403 District - Unsealed Road Wearing Course $ 722,500 Replacement District - Unsealed Road Basecourse Replacement $ 200,000 District - Area Wide Pavement Treatment $1,820,000 District - Thin AC Surfacing $ 290,000 District - Maintenance Chipseal $1,360,000 District - Waikawau No.3 Bridge Replacement $ 109,851 District - Seal Widening $ 165,875 District - Road Legalisation $ 122,804 District - Dust Sealing $ 142,796 District - Traffic Services Renewals $ 183,451 District - Major Drainage (Drainage Renewals) $ 807,048 District - Bridge Component Replacement $ 204,213 District - Dalmanys Corner Flood Mitigation $ 60,000 District - Tairua - Manaia Road Causeway $ 90, Requests the Area Manager to work with the Roading Department to review future local priorities. Moved/Seconded By: Taylor/Bartley UNCONFIRMED 12

13 Project Definitions - Solid Waste The Community Board were asked to review and comment on the Solid Waste project definitions for the 2013/2014 financial year. The capital works and renewal programmes have been developed as part of the Activity Pan and Ten Year Plan development. The projects presented in this report have all been approved as part of the Annual Plan process. The Solid Waste project definitions, subject to receiving Community Board comment, will be reviewed and considered by the Service Delivery Committee on 19 June The refurbishment of the Whangamata transfer station will occur in the 2013/2014 financial year. 2. Noted the following solid waste project definitions, for the 2013/2014 financial year: Annual Budget District Solid Waste - RTS Renewals $97,274 District Solid Waste - RTS Miscellaneous Improvements $70,847 District Solid Waste - RTS Transporter Bins $39,681 District Solid Waste - Compactor Replacements $36,538 District Solid Waste - Community Litter Bins $24,341 District Solid Waste - Molok Replacements $6,591 Moved/Seconded By: Wells/Bartley Project Definitions - Water Services To provide the Water Services project definitions for the 2013/14 financial year for the Community Board's information. Moana Anu Anu bore came close to salination during the peak summer period. Operation of the bore is limited when this happens. Renewals - Water Services Manager will attend every second Community Board meeting to discuss any issues and the work programme. UNCONFIRMED 13

14 2. Noted the Water Services project definitions, for the 2013/2014 financial year: Project Name Project Type 13/14 Budget Coromandel/Colville Coromandel Renewals Stormwater $ 65, Coromandel Renewals Wastewater $ 80, Coromandel Treatment Improvements Wastewater $ 1,110, Oamaru Bay Renewals Wastewater $ 2, Coromandel Renewals Water $ 320, Coromandel System Improvements Water $ 405, Mercury Bay Mercury Bay Renewals Stormwater $ 84, Whitianga Renewals Stormwater $ 84, Cooks Beach Renewals Wastewater $ 30, Cooks Beach Treatment and Disposal Wastewater $ 180, Hahei Renewals Wastewater $ 22, Matarangi Renewals Wastewater $ 31, Matarangi Treatment Plant Upgrade Wastewater $ 635, Whitianga Renewals Wastewater $ 88, Whitianga Pumpstation Upgrade Wastewater $ 100, Hahei Renewals Water $ 30, Matarangi Renewals Water $ 48, Matarangi System Improvements Water $ 168, Whitianga Renewals Water $ 90, Whitianga System Improvements Water $ 400, Thames Thames Renewals Stormwater $ 648, Thames Renewals Wastewater $ 862, Matatoki New Supply & Reticulation Water $ 150, Matatoki Renewals Water $ 112, Thames Urban Renewals Water $ 707, Thames Urban Treatment Upgrade Water $ 590, Thames Valley New Supply & Reticulation Water $ 350, UNCONFIRMED 14

15 Thames Valley Renewals Water $ 166, Tairua/Pauanui Pauanui Renewals Stormwater $ 65, Tairua Renewals Stormwater $ 68, Tairua Outfall Upgrades Stormwater $ 171, Pauanui Renewals Wastewater $ 62, Tairua Renewals Wastewater $ 42, Oturu Intake Upgrades Water $ 90, Pauanui Renewals Water $ 84, Pauanui System Improvements Water $ 193, Pauanui Treatment Plant Upgrade Water $ 194, Tairua Renewals Water $ 66, Tairua System Improvements Water $ 195, Tairua Treatment Plant Upgrade Water $ 125, Tairua Water Meters Water $ 288, Whangamata Onemana Renewals Stormwater $ 33, Whangamata Renewals Stormwater $ 84, Onemana Renewals Wastewater $ 21, Whangamata Renewals Wastewater $ 118, Onemana Renewals Water $ 14, Whangamata Renewals Water $ 115, Whangamata Resource Consent Renewal Water $ 123, Moved/Seconded By: Johnston/Taylor 5 District Activities No items received. UNCONFIRMED 15

16 6 Reports 6.1 Members' Reports The Chairperson invites members to provide a brief verbal report on activities undertaken and meetings attended in the period since the last meeting. Board Member Taylor Has discussed reporting requirements with the Whangamata Library Board Member Bartley Direction and intention of Council is excellent and this Board shows up in a very good light. Al Fresco is part of the ambience of a successful community. Board Member Wells Harbour Care Group received permission from Waikato Regional Council to remove seedlings off Moana Anu Anu Point. Board Member McCabe Amy Williams has been nominated as the Youth MP for the region and she has been visiting youth forum showing aptitude to represent our youth. Community Services Trust - aspirations and hurdles Access path Wentworth Valley is good. Winter sport is under way Great feedback from community on Council activities - feeling we are coming together. Several people have made the final step from weekend residents to permanent residency and are looking at what they can do for the community. Board Member Johnston Pleased with how things are going Area Manager doing great job, especially regarding Al Fresco. People using Wentworth Valley Footpath Rubbish issue - broken bags along Otahu Road. Receive the Members' Reports. Moved/Seconded By: Wells/McCabe Meeting Closed at 2:03 pm Moved/Seconded By: Wells/Taylor UNCONFIRMED 16

17 The foregoing Minutes were certified as being a true and correct record of the meeting of the Whangamata Community Board held on 13 June Chairperson Date UNCONFIRMED 17