Notice is given of a Fairlie Community Board Meeting to be held on:
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Date: |
Thursday, 6 May 2021 |
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Time: |
4.30pm |
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Location: |
Council Chambers Fairlie |
AGENDA
Fairlie Community Board Meeting
6 May 2021
Note: This meeting may be digitally recorded by the minute-taker.
Fairlie Community Board Membership:
Les Blacklock
Damon Smith
Leaine Rush
Angela Habraken
Murray Cox
Fairlie Community Board Meeting Agenda 6 May 2021
5.1 Presentation of Peace Tree Report
5.2 Minutes of Fairlie Community Board Meeting - 18 March 2021
5.3 Community Board Financial Report
5.5 Tree Removal Request, Fairlie Domain
5.6 Proposed Fees and Charges 2021/22
5.7 General Business and Councillor Update
5.8 Community Board Action List
5.1 Presentation of Peace Tree Report
Author: Arlene Goss, Governance Advisor
Authoriser: Tim Harty, General Manager Operations
Attachments: 1. Peace Avenue Tree Report ⇩
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That the information be noted. |
Visitors
Chris Rutherford from Xyst Limited will attend to present the Peace Tree report to the board and discuss implications and next steps.
The Peace Tree report is attached.
5.2 Minutes of Fairlie Community Board Meeting - 18 March 2021
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of the Fairlie
Community Board meeting March ⇩
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That the Minutes of the Fairlie Community Board Meeting held on Thursday 18 March 2021 be received and confirmed as an accurate record of the meeting. |
5.3 Community Board Financial Report
Author: Jo Hurst, Management Accountant
Authoriser: Arlene Goss, Governance Advisor
Attachments: 1. Financial report to March
2021 ⇩
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That the community board financial report be received. |
Background
Attached is the latest community board financial report for your information.
Author: Tercy Chitima, Administration Support Officer - Operations
Brian Milne, Community Facilities and Services Officer - Contractor
Bernie Haar, Engineering Manager
Authoriser: Tim Harty, General Manager Operations
Attachments: Nil
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1. That the report be received. |
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Background
The purpose of this report is to provide the Fairlie Community Board with a general update on a number of projects and actions related to the Fairlie area in general and Community Board specifically.
ACTION AND PROJECT UPDATES
Strategy Development
There are four key strategic documents in the Parks and Open Spaces area that are currently being developed, being the Parks Strategy, Playground, Toilet and Trails Plans and Wayfinding Policy. Feedback is currently being sought from the community through the Let’s Talk forum to provide information to help develop these strategies.
Peace Trees
The Peace Tree review has been completed and the final report issued. Mr Chris Rutherford, from Xyst Limited, will be present to present the report to the board and discuss implications and next steps.
Fairlie Skate Park
Works have now been completed and the ramp was opened for the Easter weekend where it was very popular. Grass seeding and final landscaping around the perimeter was undertaken last week.
Tree Maintenance
Works have been completed in the Fairlie Domain to remove the Chestnut tree and Cypress trees on the bank. A design and price for replanting the bank is currently being worked on. There was also some major damage to a Willow and Plane tree in the Easter windstorm, but at this stage we are planning to retain these trees.
The major wind storm during Easter severely damaged four Peace Avenue Trees, where they lost significant limbs, and three of these trees have now been removed as the extent of the damage meant they were no longer safe (and their form is also severely impacted). The remaining tree will be further assessed, to determine if it can be saved. Several of branches fell onto the State Highway, but contractors cleared these quickly, so disruption to traffic was relatively minor. One of the branches fell onto a passing car, causing severe damage but fortunately no injury to the occupants. Other than some branch breakages in a few other trees, overall, the majority of the trees suffered surprisingly little damage, given the severity of the winds. All urgent repairs/hazards have now been dealt with and remaining minor damage can be left to be included with the programmed maintenance works.
5.5 Tree Removal Request, Fairlie Domain
Author: Brian Milne, Community Facilities and Services Officer - Contractor
Authoriser: Tim Harty, General Manager Operations
Attachments: 1. Report on Douglas Fir in
Fairlie Domain ⇩
Purpose of Report
The purpose of this report is for the Fairlie Community Board to make decisions on a request to remove a Douglas Fir from the Fairlie Domain.
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1. That the report be received. 2. That staff obtain a quote for the removal of the Fairlie Domain Douglas Fir from an MDC-approved contractor. 3. That the applicant be approached to discuss the costs for removal of the Douglas Fir, and if agreeable to meet the costs, that the tree and stump be removed. 4. That a suitable replacement deciduous tree be planted in the winter following the removal of the Douglas Fir, at a location with the Fairlie Domain. |
Background
The purpose of this report is to respond to a previous report and request to the Community Board from Mrs Audrey Mitchell to remove a Douglas Fir tree from the Fairlie Domain, which she claims is causing significant shading of her property during the winter and creating a hazard (ice on the entrance deck), which was the direct cause of a fall and long term injury.
A report from an MDC consulting Arborist is attached.
5.6 Proposed Fees and Charges 2021/22
Author: Paul Numan, General Manager Corporate Services
Katherine Hill, Senior Corporate Planner
Authoriser: Paul Numan, General Manager Corporate Services
Purpose of Report
For the Community Board to consider the proposed 2021/22 Fees and Charges for the community facilities within the Community Board area.
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1. That the report be received. |
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2. That the Community Board recommend that Council adopt the 2021/22 fees and charges for the community facilities within the Community Board area as proposed. |
Background
Every year the Council sets its fees and charges for the provision of services. The Council is able to set fees for various activities, in accordance with relevant statutes.
Council’s Revenue and Financing Policy, which sets how various activities are to be funded, specifies that the user charges proportion of public halls and community centres be set between 20-40% with the remainder to be funded through targeted township rates. The Policy sets limits for swimming pool user charges of 20-40%, with the balance recouped through the targeted township rate. The proposed 2021/22 fees and charges have been set in accordance with the revised policy for the 2021 – 2031 Long Term Plan.
In reviewing the fees for community facilities, input from the relevant Community Board is sought. The proposed fees and charges are outlined below:
1 July 2021 to 30 June 2022
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Stadium (per hour) |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local user (and any non-profit organisation) |
$23.50 |
$25.00 |
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Set up charge |
$8.40 |
$8.50 |
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Regular user* |
$18.40 |
$19.00 |
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Commercial function**, hourly rate |
$56.00 |
$60.00 |
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Commercial set up fee |
$17.00 |
$20.00 |
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Hall hire bond |
$250.00 |
$300.00 |
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Theatre (seats 180) (per hour) |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local user (and any non-profit organisation) |
$19.00 |
$20.00 |
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Set up cost per hour |
$8.40 |
$8.50 |
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Regular user* |
$15.85 |
$16.00 |
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Commercial function** |
$46.50 |
$50.00 |
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Kitchen (per hour) |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Kitchen Hire |
$18.40 |
$19.00 |
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Morning, afternoon teas, suppers etc. where only zip and fridge is used |
$12.00 |
$12.50 |
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Meeting Rooms (per hour) |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Upstairs Meeting Room |
$12.00 |
$12.50 |
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Hire Lounge (includes tea making facilities and power consumption) |
$15.85 |
$16.00 |
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Lounge Hire Regular User |
$12.25 |
$12.50 |
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Crockery available without charge (not to be removed from the centre). Furniture (Each) |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Hire of chairs |
$2.00 |
$2.00 |
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Hire of forms |
$3.00 |
$3.00 |
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Hire of tables |
$15.00 |
$16.00 |
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Furniture bond per 10 items |
$50.00 |
$60.00 |
NOTE: If furniture is required in the complex, it is not available for hire.
NOTE: 10 % discount for regular bookings, eight or more consecutive bookings
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Community
Board Room |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local |
$15.30 |
$16.00 |
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Commercial |
$36.00 |
$40.00 |
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Main
Hall |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local |
$20.50 |
$21.00 |
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Commercial |
$41.00 |
$45.00 |
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Kitchen |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local |
$31.50 |
$32.00 |
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Commercial |
$93.00 |
$95.00 |
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Whole
complex |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local |
$168.00 |
$170.00 |
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Commercial |
$336.00 |
$340.00 |
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Whole complex |
Fees 2020/21 |
Proposed Fees 2021/22 |
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Local |
$45.20 |
$46.00 |
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Commercial |
$96.00 |
$100.00 |
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Sports Hall |
Casual fees per hour 2020/21 |
Proposed Fees 2021/22 |
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Local |
$25.50 |
$26.00 |
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Commercial |
$41.00 |
$45.00 |
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Theatre |
Casual fees per hour 2020/21 |
Proposed Fees 2021/22 |
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Local |
$25.50 |
$26.00 |
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Commercial |
$51.00 |
$55.00 |
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Community Room with Kitchen |
Casual fees per hour 2020/21 |
Proposed Fees 2021/22 |
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Local |
$20.50 |
$21.00 |
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Commercial |
$61.20 |
$65.00 |
NOTES:
· 10% discount for four hours or more in one block
· 10% discount for regular users – 20 times or more per season
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Fees 2020/21 |
Proposed Fees 2021/22 |
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Adult |
$5.00 |
$5.20 |
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Child (under 18 years) |
$3.50 |
$3.50 |
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Adult with a Pre-Schooler |
$3.50 |
$4.00 |
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Adult Concession Ticket (12 swims) |
$50.00 |
$55.00 |
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Child Concession Ticket (12 swims) |
$35.00 |
$35.00 |
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Adult Season Pass |
$216.00 |
$220.00 |
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Child Season Pass |
$115.00 |
$120.00 |
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Family Season Pass (Up to two adults and three children) |
$220.00 |
$230.00 |
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School Use – includes lifeguard |
$21.25 |
$50.00 |
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Private Hire, 1 lifeguard (per hour) |
$78.00 |
$80.00 |
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Private Hire, 2 lifeguards (per hour) |
$116.00 |
$120.00 |
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Fees 2020/21 |
Proposed Fees 2021/22 |
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Adult Session |
$5.00 |
$5.20 |
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Child Session (under 18 years) |
$3.50 |
$3.50 |
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Adult with a Pre-Schooler |
$3.50 |
$4.00 |
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Adult Concession Ticket (12 swims) |
$50.00 |
$55.00 |
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Child Concession Ticket (12 swims) |
$35.00 |
$35.00 |
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Adult Season Pass |
$216.00 |
$220.00 |
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Child Season Pass |
$115.00 |
$120.00 |
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Family Season Pass (Up to two adults and three children) |
$220.00 |
$230.00 |
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School Use – includes lifeguard |
$21.25 |
$50.00 |
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Private use per hour, Structured session including one lifeguard |
$78.00 |
$80.00 |
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Private use per hour, play session including two lifeguards |
$116.00 |
$120.00 |
The rationale for the above changes acknowledge CPI increases – noting that the Swimming Pool charges reflect the requirement to have lifeguards on duty at all times the pool is being used.
The Community Board is asked to review the proposed fees and charges and make a recommendation to Council for the setting of fees and charges for the 2021/22 year.
Policy Status
Various activities and services are funded from user fees and charges, as outlined in the Revenue and Financing Policy. The proposed fees as described above have been set in accordance with the provisions of Council’s revised Revenue and Financing Policy for the 2021 – 2031 Long Term Plan.
Significance of Decision
The decision is not considered significant under the Council’s Significance and Engagement Policy.
Options
The Community Board has a number of options available to it, as follows:That the Community Board recommend that Council adopt the 2021/2022 fees and charges for the Community Board area as proposed; or
· That the Community Board recommend that changes are made to the proposed 2019/2020 fees and charges for the Community Board area, and outline those changes requested.
Considerations
Legal
Not applicable
Financial
The setting of fees and charges and user chargers provides part of the Council’s funding for its activities. Fees and charges, once adopted by Council will be effective from 1 July 2021.
Other
Not applicable
Conclusion
The Council seeks to set fees and charges for the 2021/2022 year prior to 1 July. The proposed fees relating to community facilities within the Community Board area are included for Community Board’s consideration. Staff are seeking Community Board’s comment on the proposed fees and charges, to be provided to Council.
5.7 General Business and Councillor Update
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Letter from Neighbourhood
Support ⇩
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That the information be noted. |
General Business
1. A letter of thanks has been received from Neighbourhood Support and this is attached for your information.
2. The chairman has asked to discuss the following matters at the meeting:
· Trees in the Fairlie Domain.
· Fairlie Skate Park Landscaping.
· Fairlie Community Centre cleaning and maintenance.
3. Council’s representative on the community board, Cr Murray Cox, is invited to update the members on recent council activity.
5.8 Community Board Action List
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Fairlie Action List ⇩
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That the information be noted. |
Background
Attached is the latest version of the community board action list. These actions are updated by staff regularly.
* Regular user: user with 20 or more pre-bookings ** Commercial business rates: rates for people getting profit from hiring the facility.
