Agenda of Twizel Community Board Meeting

Twizel Community Board Meeting Minutes 4 December 2017

MINUTES

Twizel Community Board Meeting

4 December 2017

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Twizel St John's Rooms, Twizel
ON Monday, 4 December 2017 AT 3:00pm

PRESENT: Ms Jacqui de Buyzer (Chair), Mr Norman Geary (Community Board Member), Mr Luke Paardekooper (Community Board Member), Mrs Pat Shuker (Community Board Member), Cr Paul Hannagan (Councillor) from 4.29pm.

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Garth Nixon (Community Facilities Manager) Arlene Goss (Committee Administrator), Mayor Graham Smith, Cr Russell Armstrong from 4.29pm, Toni Morrison (Projects and Administration Manager), Geoff Horler (Water Manager), Angie Taylor (Solid Waste Manager and Twizel Town Manager), Mel Schaeur (Meridian Energy) and 2 members of the public.

1 Opening

2 Apologies

Apologies were received from Cr James Leslie, Cr Anne Munro and Cr Stuart Barwood. Apologies for lateness were received from Cr Russell Armstrong and Cr Paul Hannagan.

3 Public FOrum

Resident Fred Strachan notified the board that Twizel residents, the Bond family, were moving out of the district and suggested they should be thanked for their work. He also questioned current council spending. He noted the value of the Maadi Cup event to the district. He asked to know the value of the television coverage the district received for the event. He would like the council to do a feasibility study on applying to host the next rowing world cup. He also outlined further ideas to promote and encourage people to visit Twizel. He urged the community board to have a bigger vision and do more to promote the town.

Mayor Graham Smith said the district was proud of the Maadi Cup and has paid for new facilities used during the event, such as sewerage, toilets and road widening. He is conscious that Twizel has a world class lake for rowing and wouldn’t like to see it deteriorate. He agreed it brings a lot of money to the area but did not know how much, or the value of the television coverage.

Mayor Smith suggested a letter of thanks be sent to Graham Bond and his family for their contribution to the area. This was agreed and will come from both the Mayor and the community board.

4 Visitors

There were no visitors.

5 Declarations Of Interest

There were no declarations of interest.

6 Confirm Minutes

Committee Resolution TWCB/2017/122

Moved: Mr Norman Geary

Seconded: Mrs Pat Shuker

That the minutes of the Ordinary Meeting held on 30 October 2017 be confirmed.

Carried

7 Reports - Correspondence

Mr Luke Paardekooper expressed disappointment that a letter from Sports Twizel about the swimming pool had been received by the Chair but not included on the agenda. Chair Ms Jacqui de Buyzer said she had spoken to the writer of the letter and he had agreed with her decision to hold the letter for now.

After some discussion it was agreed that the letter would be circulated to the board by Mr Paardekooper. The Chair will also table an updated letter from Sports Twizel at the next meeting.

7.2 Correspondence - Twizel Salmon and Wine Festival

Committee Resolution TWCB/2017/123

Moved: Ms Jacqui de Buyzer

Seconded: Mr Luke Paardekooper

That the information be noted.

Carried

Discussion was held on licencing the event. A liquor licence is being applied for earlier this year to avoid a last minute rush. There is also a need to uplift the liquor ban in Market Place for this event. Community facilities manager Garth Nixon agreed to phone the TPDA office to ensure this happens.

7.1 Correspondence - Twizel Area School

Committee Resolution TWCB/2017/124

Moved: Ms Jacqui de Buyzer

Seconded: Mr Luke Paardekooper

1. That the information be noted.

2. That the Twizel Community Board donates $100 to the Twizel Area School for its prize giving.

Carried

The community board agreed to support this request for $100.

7.3 Correspondence - Email From Judy Norman

Committee Resolution TWCB/2017/125

Moved: Ms Jacqui de Buyzer

Seconded: Mrs Pat Shuker

1. That the information be noted.

2. That the Twizel Community Board instructs Angie Taylor, Twizel Township Manager, to approach the school and discuss the walkway further.

Carried

Issues related to this walkway on school property were discussed by the community board. The footpath has cracks and maintenance is needed for this and safety reasons. It is not yet known how much this will cost.

The community board agreed that the walkway is used by the community as well as the school and it would be a sign of good will to help with maintenance.

There has not been any dialogue with the school to date on this issue. Maintenance of the walkway may already be in the school’s maintenance plan, or there might be a chance to cost share.

The board asked Angie Taylor, Twizel Township Manager, to investigate further and talk to the school about the options that are available.

7.4 Minutes of Twizel Community Board Meeting - 30 October 2017

Committee Resolution TWCB/2017/126

Moved: Mr Norman Geary

Seconded: Mrs Pat Shuker

1. That the Minutes of the Twizel Community Board Meeting held on Monday 30 October 2017 be received and adopted as a true and accurate record of the meeting.

Carried

There were no matters arising from the minutes.

7.5 Mobile Shops and Traders Bylaw 2014 Licence Fees

Purpose of Report

To advise the Community Board as to the costs for a licence under the Mobile Shops and Traders Bylaw 2014.

Committee Resolution TWCB/2017/127

Moved: Mr Norman Geary

Seconded: Ms Jacqui de Buyzer

1. That the report be received.

2. That the Twizel Community Board instructs staff to apply consistency of charging across all businesses providing outside sit-down areas on council-owned land in Market Place.

Carried

Board members outlined issues with current traders and an inconsistency in charging. Some traders are on private land and cannot be charged by the council. Discussion was held on whether mobile traders were allowed to stay on their site overnight. There are problems in Tekapo with traders as well, so council is planning to review the Mobile Shops and Traders bylaw. This needs to happen in the next year.

Also discussion regarding the area outside the Hydro and hardware store in Market Place. This is an alfresco area for dining and comes under a different set of rules. Council will be looking at this as well. This is council-owned land and council can charge for its use. The community board has already set the rate for this and asked for these businesses to be invoiced with consistency. The community board agreed on the resolution above to enact this.

7.6 Matters Under Action

The following matters were discussed and decisions made:

Pathway Manmade Hill: Waiting for Whitestone to complete work on this site. Have gate ready to go in.

Astroturfing of tennis courts: Turf has arrived and is rolled out. Hope to be finished by end of week with the turf, and fences are to be replaced next year. Once the turf is finished the courts can be used.

Marketplace completion: Ms Pat Shuker suggested a competition to allow public feedback. The community board would like more discussion. Mr Nixon said architects have prepared a design and this has been costed at $400,000. He suggested the community board looks at reducing the cost of the design. Discussion followed on this and a resolution was passed.

An itemised costing has been distributed via email. Mr Nixon will re-send this to members.

Regarding disabled access, a design and price is currently being prepared for a ramp at the toilet block end.

Committee Resolution TWCB/2017/128

Moved: Mr Luke Paardekooper

Seconded: Mr Norman Geary

That the Twizel Community Board gets together with shop owners on site and discusses how to make the plan for Market Place more cost effective as a first step.

Carried

Watering of the School Sports Field: Mr Luke Paardekooper reported from the school board meeting. The school would like to get water to the sports field to keep it green all year round. Stage one would cost about $60,000 including the bore, pump shed and pump. This does not include irrigation. Next stage to irrigate the field is about $150,000. Could charge for commercial use of the water as an income stream for the school.

Discussion was held on whether the community board and council could contribute, and possible fundraising opportunities to assist. Mr Paardekooper tabled a proposed budget for the Twizel Community Board that would allow it to contribute financially to the project. The TPDA is keen to underwrite $10,000 as a commitment.

It was noted that the school would need to apply for resource consent to take water as a first step.

This led into a discussion on water supply issues in Twizel. Water manager Geoff Horler raised the problem of a dropping water supply due to the constant irrigation of fields and grass in the town.

Discussion was held on whether it’s possible to meter the main irrigators. Discussion continued on conserving water or Council will need to step in and impose restrictions. Need to make it known via communication channels that Twizel people need to conserve water.

Cr Paul Hannagan and Cr Russell Armstrong arrived at 4.29pm.

There was an extensive discussion on water issues in Twizel. Council is currently considering issues around further metering of water users.

The discussion then returned to the watering of the school sports fields.

Mr Paardekooper moved that the board indicates to the school the need for a resource consent, and is happy to support the project, and makes a request to the council for further help from the reserve fund, if the resource consent is granted.

This motion was considered unwieldy. An alternative was suggested by the Mayor.

He suggested that the community board investigates, with the school, the possibility of getting a consent to put a bore down and irrigate the sports ground.

Committee Resolution TWCB/2017/129

Moved: Mrs Pat Shuker

Seconded: Mr Luke Paardekooper

That the community board investigates, with the school, the possibility of getting a consent to put a bore down and irrigate the sports ground.

Carried

Theatre seats: It was noted that there is a six month timeframe between ordering and receiving the new theatre seats for the Events Centre.

Discussion was held on when the seats could be replaced, the approximate cost of $77,000 and how to budget for this.

Ms Pat Shuker recorded her vote against the following resolution, which was carried by the board.

Committee Resolution TWCB/2017/130

Moved: Mr Luke Paardekooper

Seconded: Cr Paul Hannagan

That the Twizel Community Board goes ahead with replacing the theatre seats by Spring next year, requests $37,500, or 50% of the cost, from the council’s reserve fund and takes up offer from TPDA to spearhead fundraising efforts to the tune of $10,000.

Carried

Swimming Pool Upgrade: Community facilities manager Garth Nixon updated the community board on pool activity.

Freedom Camping Warden: A new freedom camping warden has been appointed.

Twizel Skate Park: Mr Nixon has written to Mr Power.

Pensioner Housing: This item is complete. Remove from the list.

Town Clock: A new temperature gage is currently on its way here.

Whitestone Grant: No further update.

Future of Wood Chipper: Ms Pat Shuker has received $350 in hire fees for the wood chipper. Discussion followed on the risks of using the chipper and it was decided to restrict it to community projects only with a trained operator. It would not be for hire. Remove this from the list. Cr Paul Hannagan asked for a report from the health and safety officer regarding the risk posed by the wood chipper. Mr Nixon will speak to him.

Market Place Litter Bins: Signs arrive this week.

Dust Suppressant Trial: Cr Paul Hannagan reported this trial is going well. Remove from the list. The community board thanked the Mayor for his efforts on this matter.

Town Water Supply: This email has been supplied. Remove this from the list.

Cycle Path Ohau Road and Ostler Road: The roading crew are talking about this. Ongoing.

Mackenzie Four Square Carpark: Twizel Town Manager Angie Taylor said hot mix is on its way to level out areas of the carpark. Contractors are doing a number of other works around town.

Wifi in Market Place: Cr Paul Hannagan said the school board of trustees is keen to work on this but there is a process to work through the technical side. Progressing.

North West Arch Fence Vegetation: Ms Taylor has sent a letter to the property owners.

Two Thumb Drive No stopping lines: Ms Taylor will refer this to the roading department.

Signage for Long Vehicle Parking: The roading manager is working on the best location for signs.

Wheelchair Ramp access: Currently under investigation.

7.7 Twizel Community Board Financial Report

Purpose of Report

To inform Twizel Community Board members on the financial performance of the Twizel Community as a whole.

Committee Resolution TWCB/2017/131

Moved: Ms Jacqui de Buyzer

Seconded: Cr Paul Hannagan

That the report be received.

Carried

Questions regarding the financial report were answered by Mr Nixon

7.8 General Business/ Information Update

Water manager Geoff Horler spoke regarding the recent water outage in Twizel. This was due to battery failure and steps are being taken to monitor batteries in the future. Whitestone were praised for responding quickly to the outage.

The board expressed concern regarding communication issues during the outage. This included questions on Facebook not getting replies. The chief executive will re-consider the council’s Facebook practices. The community board felt it was important to share important issues with Facebook groups other than the council’s official group.

The community board asked for advice from staff on how to establish a parking bylaw for Twizel. The chief executive suggested they make a suggestion to Council that they investigate the need for such a bylaw.

Committee Resolution TWCB/2017/132

Moved: Cr Paul Hannagan

Seconded: Ms Jacqui de Buyzer

That the Twizel Community Board requests that Council look into the need for a parking bylaw for Twizel.

Carried

Mr Luke Paardekooper raised the issue of commercial businesses taking water from fire hydrants. Mr Horler explained the need for commercial users to take water for dust suppression, on the instructions of council, and said this is being monitored.

Mr Paardekooper wished to note in the minutes that there is a cost to the ratepayers for this water, but the council was not looking at how to raise money from it. He argued the need to take more money from outside sources to offset rates.

The board considered the issue of the public seat near the garage being in disrepair. This is on the list to be fixed. A request was made for a barrier to replace the current road cones. This matter is to go into the action plan.

Ms Pat Shuker asked about the stumps between Totara and Rata roads. Mayor Smith said this is a council issue and there are serious concerns. The matter will be discussed at the next council meeting on December 12.

7.9 Ward Members Report/Report from Members of the Board

Cr Paul Hannagan reported from the last council meeting. Visitor spend is up in the district. Domestic visitors provide over half of the income.

Awarding the Mackenzie County Scholarship Trust was a highlight of his year.

Council has a Christmas function planned for the 17^th December at the Tekapo Community Centre. Mayor Smith invited community board members to attend. Cr Armstrong has offered transport.

The meeting closed at 5.54pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on .

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CHAIRPERSON

Twizel Community Board Meeting Agenda 29 January 2018

7.3 Twizel Community Board Matters Under Action

File Reference: PAD

Author: Arlene Goss, Committee Administrator (Temp)

Authoriser: Toni Morrison, Projects & Administration Manager

Attachments: Nil

Staff Recommendations

That the information be noted.

Date	Target Date	Subject	Actioned Required By
6 June		Manmade Hill Gate: Waiting for Whitestone to complete work on the pathway and gate.	Mr Nixon
6 June	Works approved	Astroturfing Tennis Courts: Turf completed with fences to be replaced soon.	Mr Nixon
6 June	Ongoing	Town Projects List: · Market Place Completion – Resolution passed that the community board gets together with shop owners on site and discusses how to make the plan for Market Place more cost effective. · Water of Sports Fields – Resolution passed that the community board investigates, with the school, the possibility of getting a consent to put a bore down and irrigate the sports ground. · Theatre Seats – Resolution passed that the board goes ahead with replacing the seats by Spring, 2018, requests $37,500 (or 50% from the council’s reserve fund and takes up an offer from TPDA to spearhead fundraising efforts to the tune of $10,000. · Removal of dead trees around the School would be undertaken.	Mr Nixon
6 June	ongoing	Town Clock: A new Town Temperature Gauge is on its way.	Ms Taylor
6 June	Ongoing	Whitestone Grant: The Community board agreed the $5,000 grant received from Whitestone Contracting limited would be spent on Man Made Hill improvements, signage, seats or replanting work.	Community Board
1 May	7 August	Future of Wood Chipper: Cr Hannagan asked for a report from the health and safety officer regarding the risks posed by the wood chipper.	Mr Nixon
7 August 17		Market Place Litter Bins: Signs have arrived.
30 October 17	December 17	Cycle Path Ohau Road and Ostler Road: Track maintenance required – gravel too large for cyclists. Works programmed on list.	Mr Nixon
30 October 17	December 17	Mackenzie Four Square Carpark: On the list to be levelled out by contractors.	Roading Dept
30 October 17	Ongoing	Wi-Fi in Market Place: Cr Hannagan would speak to the school and business owners to gauge interest. This is progressing.	Cr Hannagan
30 October 17	Ongoing	North West Arch Fence Vegetation: A hedge had grown through a joint fence line boundary with Council. Ms Taylor has sent a letter to the property owners. Discussed with owner.	Mr Nixon
30 October 17	Ongoing	Two Thumb Drive Parking: Mr Bayliss had been invited to attend an interim meeting to discuss Meridian Energy staff parking in the public carpark. The Chair suggested no stopping lines outside the Mobile Service Station next to the post office mailbox.	Roading Dept
30 October 17	December 17	Signage for Long Vehicle Parking: The roading manager is working on the best location for signs.	Ms Taylor
30 October 17	December 17	Wheelchair Ramp Access Market Place: The Community Board asked that the wheelchair access be made a priority for Marketplace at the Information Centre/shops courtyard entrance.	Ms Taylor
4 December 17		Walkway on school property: The community board asked Ms Taylor to talk to the school about the options for the upkeep of the walkway.	Ms Taylor
4 December 17		Outside sitting areas: The community board instructed staff to apply consistency of charging across all businesses providing outside sit-down areas on council-owned land in Market Place. Staff are working through an agreement with the leaser.	Mr Nixon
4 December 17		Barrier near garage: The community board requested a barrier to replace the current road cones.	Roading

Suzette van Aswegen

Chief Executive Officer