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Notice is given of a Tekapo Community Board Meeting to be held on:

 

Date:

Wednesday, 1 September 2021

Time:

3.00pm

Location:

Meeting to be held on Zoom.
A recording will be uploaded to Council’s YouTube channel after the meeting:

https://www.youtube.com/channel/UCMsavYQ4rBvl2kfTkzp_YuQ

 

 

AGENDA

 

Tekapo Community Board Meeting

 

1 September 2021

 

 

 

Note: This meeting will be digitally recorded by the minute-taker.


Tekapo Community Board Membership:  

Steve Howes (Chair)

Chris Scrase

Caroll Simcox

Sharron Binns

Matt Murphy

 


Tekapo Community Board Meeting Agenda                                                             1 September 2021

Order Of Business

1          Opening. 5

2          Apologies. 5

3          Public Forum.. 5

4          Declarations Of Interest. 5

5          Reports. 6

5.1            Minutes of Tekapo Community Board Meeting - 14 July 2021. 6

5.2            Community Board Financial Report 13

5.3            Tekapo Community Board General Update. 16

5.4            Tekapo Hall - School hire charge. 19

5.5            General Business and Councillor Update. 22

5.6            Community Board Action List 28

 


1            Opening

2            Apologies

3            Public Forum

4            Declarations Of Interest


Tekapo Community Board Meeting Agenda                                                             1 September 2021

5            Reports

5.1         Minutes of Tekapo Community Board Meeting - 14 July 2021

                                  

Author:                    Arlene Goss, Governance Advisor

Authoriser:             

Attachments:          1.       Minutes of Tekapo Community Board Meeting - 14 July 2021   

 

 

Recommendation

1.       That the Minutes of the Tekapo Community Board Meeting held on Wednesday 14 July 2021 be received and confirmed as an accurate record of the meeting.

 

 


Tekapo Community Board Meeting Minutes                                                                     14 July 2021

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Unconfirmed MINUTES

 

 

Tekapo Community Board Meeting

 

14 July 2021

 

 

 
MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE
Tekapo Community Hall Lounge, Lake Tekapo
ON
Wednesday, 14 July 2021 AT 3.07pm

 

PRESENT:                 Chairperson Steve Howes, Chris Scrase, Sharron Binns, Cr Matt Murphy

IN ATTENDANCE:     Tim Harty (General Manager Operations), Brian Milne (Community Facilities Officer), Arlene Goss (Governance Advisor), and Craig Willis, the vice president of the Tekapo Squash Club.

1            Opening

The chairman opened the meeting and welcomed everyone.

2            Apologies

Committee Resolution  TKCB/2021/188

Moved:       Member Sharron Binns

Seconded:   Member Chris Scrase

That apologies be received from member Caroll Simcox, Mayor Graham Smith, and chief executive Suzette van Aswegen.

Carried

 

3            Public FOrum

Craig Willis, the vice president of the Tekapo Squash Club, spoke on behalf of the president who was unable to attend the meeting.

He requested a written update from the council on the Memorandum of Understanding between  the Tekapo Squash Club and Mackenzie District Council. He read out a statement from the MOU that Council would provide seed funding and asked if provision for this funding was put into the Long Term Plan. The squash club would also like to know where they stand now that the property manager has resigned from the council.

Tim Harty said he would be looking after this matter from now on. There was funding available to do a scoping exercise once the Parks and Recreation Strategies were completed. There was a need to scope what a new facility would look like, and this scope would include fulfilling the requirements of the MOU. The strategies would be finalised in the next few weeks.

The chairman asked if there was any merit in continuing to socialise the last document that resulted from community board discussion of the proposed sports facility. He said the community board had already done work on this.

Craig Willis noted that this matter had been ongoing since 2002 and outlined the history. Tim Harty outlined the process to get this item onto the priority list so the money in the land subdivision fund could be allocated to it. He said he knew it was frustrating, but following the process would mean it would not get lost or delayed if staff resigned or things changed.

Member Sharron Binns asked for assurance that this discussion would not be repeated in three years. Frustration was expressed over the amount of time this was taking.

Mr Harty said when the MOU was signed there was no funding put aside to allow staff to go ahead with the new facility.

The chairman asked to add this to the action list, and asked for the MOU to be circulated to all the community board members. He thanked Craig Willis for raising the matter and Mr Willis left the meeting.

Presentation from Boffa Miskell on Lakeside Improvements

Katie Chilton, landscape architect with Boffa Miskell, joined the meeting by Zoom. Draft plans for lakeside improvements were circulated to community board members and are available as an attachment to these minutes.

The first stage, named project one, was considered. Discussion included working with Genesis who also have land in the area. There was also the need for an arborist assessment of trees. The chairman asked to keep trees for shade. Planting would also be needed. The priority was the path.

Project two was then considered. This included closing off the current road and turning it into a pathway/cycleway, with parking areas at each end. Genesis was also happy to have a discussion with the community board about the location of the boat ramps. Katie Chilton said there was a need to talk further with the community about the idea of closing the road.

All the paths within the reserve would be compacted gravel rather than concrete. No edging was planned.

Project 3 the central reserve area was then discussed. Tidying up this site was important. Cr Murphy said this space was prime real estate that had previously been earmarked for something and he wouldn’t want to spend too much money if the land would eventually be used for something else.

Tim Harty said there would be a reserve management plan drawn up for this area. The community board agreed that this area needed to be grassed and tidied up. This would not preclude any future development of this area.

Project 4 was a plan to do native planting on the median strip in front of the shops. NZTA had agreed to this but had no budget. Katie Chilton mentioned a plan for NZTA to transfer ownership of Rapuwai Lane and the median strip to council for future management. Tim Harty said he was unaware of this.

The current budget would allow for all of this work to happen. The chairman thanked Katie Chilton for her work on the plan.

The community board asked to have a workshop to discuss the plan further. Once the plan was confirmed the next step was to pull it together as a work schedule and seek council approval. Discussion was held around either adding it as a variation of work already happening, or going to market as a separate contract. Either option was possible.

Tim Harty said he would enquire as to the legal requirements of stopping the road.

Cr Murphy raised the use of Tekapo/Takapo on the plan documents. He said this should be Lake Tekapo/Takapo and asked for council documents to use the correct name.

4            Declarations Of Interest

There were no declarations of interest.

5            Reports

5.1         Minutes of Tekapo Community Board Meeting - 5 May 2021

Committee Resolution  TKCB/2021/189

Moved:       Member Chris Scrase

Seconded:   Cr Matt Murphy

1.       That the Minutes of the Tekapo Community Board Meeting held on Wednesday 5 May 2021 be received and confirmed as an accurate record of the meeting.

Carried

 

 

5.2         Community Board Financial Report

Chris Scrase asked about the township projects budget and suggested the carry forward amount could be used to fund the bike stands requested at the last meeting.

The governance advisor said she would make sure the report to council requesting the carry forward of funds included the community board budgets.

 

 

5.3         Grant Application

An application for $430.65, from the Aoraki Mackenzie International Dark Sky Reserve, was considered by the board. This was to fund a trial of 30 footpath reflectors.

These would be placed on pathways and be the same as current reflectors on the path at the Church of the Good Shepherd. The community board agreed to grant the funding but added some conditions, as stated in the resolution.

Committee Resolution  TKCB/2021/190

Moved:       Member Chris Scrase

Seconded:   Member Sharron Binns

That the Tekapo Community Board approves a grant of $430.65 to the Aoraki Mackenzie International Dark Sky Reserve for a trial of pathway reflectors, with the condition that a location map of proposed sites for reflectors is provided and agreed to by the community board and the council roading manager before installation, and that the wording on the reflectors is “Tekapo Dark Sky Reserve.”

Carried

 

 

5.4         Tekapo Community Board General Update

D’Archiac Reserve – Brian Milne updated the community board on work on this reserve. Planting would be underway in spring. A water connection was also being organised.

Waka Kotahi (NZTA) Update – Tim Harty said he hasn’t seen the plans and would like to know what was being planned. He would chase them up.

The Tekapo Hall has just received its code of compliance.

Tim Harty apologised and left the meeting at 4.30pm.

Name of D’Archiac Reserve – The governance advisor has received an email from Runanga confirming that the name suggested by Tekapo School student Elijah Wilson, Maukatua Reserve, was appropriate. The community board passed a resolution in support of this (below).

Rabbit Control – Discussion took place on the suitability of shooting rabbits in Tekapo and whether poisoning would be a better option. Poisoning was the method of control in the past. If the community board wanted to use poisoning there would need to be some coordination with land owners. Poisoning had worked well at Lake Alexandrina.

The community board felt that if this was communicated to the community properly, poisoning would be the best option and asked Brian Milne to initiate this.

Committee Resolution  TKCB/2021/191

Moved:       Chairperson Steve Howes

Seconded:   Member Chris Scrase

That the Tekapo Community Board agrees  that the reserve formerly known as D’Archiac Reserve be instead named Maukatua Reserve, as proposed by Tekapo School student Elijah Wilson and confirmed by Runanga.

Carried

 

 

5.5         General Business and Councillor Update

General matters - Brian Milne asked the community board for feedback on the maintenance of a strip of land between the lake side and Pioneer Drive. The community board agreed to set up the time to talk about this at an upcoming workshop.

He also asked for advice on installing a non-slip surface on some wooden ramps and steps in the township. The community board suggested putting a sign up warning people of ice.

Black judder bars - Sharron Binns said a member of the public had asked her if the black traffic judder bars in front of the shops could have the tops painted white because people were tripping over them in the dark, or a reflector strip. This was ultimately a lighting issue. Cr Murphy suggested making the edge of the pathway clearer. Marking the existing parks better would be the best option.

Community hall hire by Tekapo School - The chairman provided some background on this issue. There was a pre-existing understanding with the school that they would not pay for hall hire.

The governance advisor tabled three invoices that had not been paid by the school, totalling $1,257.05. Most of this hire had been incurred by the school production. 

Debate took place on whether the decision to not charge the school for hall hire should be put to council or was a decision that could be made by the community board. There were mixed views on this.

The loss to the community board would be an opportunity cost, in that the hall could not be hired to others when it was being used by the school. Brian Milne suggested a specially discounted rate for the school as another option.

The chairman declared an interest in that he was formerly on the board of trustees of the school. After discussion the resolution below was carried.

Committee Resolution  TKCB/2021/192

Moved:       Chairperson Steve Howes

Seconded:   Member Chris Scrase

That the Tekapo Community Board requests that Council waives the charges to Tekapo School as outlined in Invoices numbered 91626, 90868 and 94097; and requests that the governance advisor investigates options in terms of delegation to waive future charges, on the basis that a pre-existing agreement is in place.

Carried

 

 

5.6         Community Board Action List

Brian Milne apologised and left the meeting at 5.05pm.

This item was not considered. The community board noted its disappointment that all operational staff had left the meeting without staff representation remaining (except the Governance Advisor). They asked to raise this concern with the chief executive.

The community board also requested email updates on two items remaining on the agenda:

  • The contract with the South Canterbury Chamber of Commerce.

·         Concerns around the taste of the drinking water.

 

 

The Meeting closed at 5.15pm as there were no council staff present to answer questions.

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

 

...................................................

CHAIRPERSON

 


Tekapo Community Board Meeting Agenda                                                             1 September 2021

5.2         Community Board Financial Report

                                  

Author:                    Jo Hurst, Management Accountant

Authoriser:              Paul Numan, General Manager Corporate Services

Attachments:          1.       Financial Report for Tekapo Community Board  

 

 

Staff Recommendations

That the community board financial report be received.

 

Background

Attached is the latest community board financial report for your information.

Management accountant Jo Hurst says the following:

Please find attached the Tekapo Community Board report for June and July.  Please note that as the budgets have not been approved for the 2021/22 year yet, I have just put in the same budget as there was in the 2020/21 year, so this may change once the new year’s budgets have been approved.  Also, I have not included any carry forwards at this time as things could change with annual report prep - but I have received the carry forward requests and these will be included once approved by Council.

 

 

 

 

 


Tekapo Community Board Meeting                                                                                           1 September 2021

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Tekapo Community Board Meeting Agenda                                                             1 September 2021

5.3         Tekapo Community Board General Update

                                  

Author:                    Brian Milne, Community Facilities and Services Officer - Contractor

Authoriser:              Tim Harty, General Manager - Operations

Attachments:          1.       Makatua Res Dev Plan  

 

 

Staff Recommendations

That the information be noted.

 

Background

The purpose of this report is to provide the Tekapo Community Board with a general update on a number of projects and actions related to the Tekapo area in general and Community Board specifically.

Rabbit Control

The Rabbit control program at the Lake Alexandrina Hut reserves has been successfully completed with night shooting undertaken to clean up remaining rabbits, following the poisoning program.

MAKATUA rESERVE DEVELOPMENT

Staff and the projects managers are working through the final stages of procurement documentation and some of the furniture (shelter and BBQ) have been ordered to ensure Council secure supplies in time for other site works.

tekapo lakefront improvements

Feedback from the Community Board to the draft plan has been taken on board in regard to final plans and implementation priority. Implementation planning is now underway.

A land status review is being completed to ensure that works that are planned are able to be completed on the land in question and that the correct consents and processes are in place.

Barbara Hay Reserve

Grass sowing and some additional planting along the entrance ways and a steep slope below the path is to be undertaken shortly. Due to ongoing rabbit damage, it has been decided that it is necessary to fence the planted areas, until the they are better established.

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 also a Wayfinding (signage) Policy.  

A draft project priority list is being developed by the staff and consultant team and will be brought to the community board for consideration, once complete.

 


Tekapo Community Board Meeting                                                                                           1 September 2021

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Tekapo Community Board Meeting Agenda                                                             1 September 2021

5.4         Tekapo Hall - School hire charge

                                  

Author:                    Brian Milne, Community Facilities and Services Officer - Contractor

Authoriser:              Tim Harty, General Manager - Operations

Attachments:          Nil

 

 

Purpose of Report

To consider the approach for charging for the use of Tekapo Community Centre by the Tekapo School, as requested by the Tekapo Community Board.

 

Staff Recommendations

1.       That the report be received.

2.       That the current outstanding fees payable by the school be waived due to the confusion regarding the previous agreement due to it not being documented or having a defined conclusion.

3.       That if the Tekapo Community Board wishes to financially assist the Tekapo School with its use of the Tekapo Community Hall, then it consider providing a grant from its annual Grants allocation.

 

Background

That the Tekapo Community Board requests that Council waives the charges to Tekapo School (as outlined in Invoices numbered 91626, 90868 and 94097) for use of the Community Hall; and requests that the governance advisor investigates options in terms of delegation to waive future charges, on the basis that a pre-existing verbal agreement.

Council staff have not been able to locate any documentation of an agreement and it is understood that it was a verbal agreement between previous Council staff, the School Principal and Chair of the Community Board. It would seem as though no particular term or conclusion to this agreement was discussed or agreed.

Policy Status

The policy position is based on Council Schedule of fees and charges which is updated annually.

For the Tekapo Community Hall a regular user charge is in place and would be deemed the appropriate for the use proposed.

 

 

 

 

 

This sets out the fees and charges for the Tekapo Community Hall as follows:

 

Community Board Room

2021-22

(Kitchen for cup of tea/coffee per use, zip and mugs included)

Standard*

$16.00

Regular user**

$12.80

Commercial***

$40.00

Main Hall

(Kitchen for cup of tea/coffee per use, zip and mugs included)

Standard*

$21.00

Regular user**

$16.80

Commercial***

$45.00

Kitchen

(for catering use includes ranges, crockery and cutlery)

Standard*

$32.00

Regular user**

$25.60

Commercial***

$95.00

Whole complex

(per day)

Standard*

$170.00

Regular user**

$136.00

Commercial***

$340.00

Whole complex

(per hour)

Standard*

$46.00

Regular user**

$36.80

Commercial***

$100.00

*Standard: Not for profit organisations or individuals

** Regular user: User with 10 or more pre-bookings

 

The Delegations Manual contains the following delegation to the Community Boards:

 

The Fairlie, Tekapo and Twizel Community Boards have each been delegated the following responsibilities:

 

“The ability to approve routine changes in policy affecting locally funded facilities within the community board area.”

 

Whilst the above could be construed as a delegation allowing the board to, amongst other things, waive charges for local facilities, staff view is that could not be the intent of the delegation. Fees and Charges are set and adopted formally by Council and in consultation with the Community Boards. They are set to a level that ensures that income is received from facilities as is used to offset operational costs with the balance of operational costs collected from the general ratepayer in the particular area. If a Community Board wished to reduce fees on an ongoing basis to a particular organisation(s), this will impact on Council’s revenue and therefore rates would need to be increased to cover the shortfall.

Significance of Decision

A decision for the general ratepayer to subsidise a particular sector of the community to use a Council facility may trigger the Significance and Engagement Policy and require Community Consultation and/or engagement, dependant on what option is selected.

Options

There are three possible options for the Community Board to consider:

1.       Continue to apply the current fees and charges

Under this option the school continues to pay the approved fee and charge for use of the facility

2.       Create a special rate and agreement for the use of the Tekapo Community Centre by the Tekapo School

Under this option, Council would work with the school and develop an agreement on costs for the use of the hall.

3.       The Tekapo Community Board provides a grant to the school to assist in covering the cost of hire

Under this option the Community Board could chose to subsidise the Schools use of the hall via its funding allocations. The level of this support would be at the Boards discretion.

Considerations

Legal

The waiving of a Council approved Fee and Charge for the school to use the Community Hall may be able to be legally challenged if the basis for change is not made through the appropriate Council process.

Financial

Any reduction in the fee charged to the school will reduce Council’s income used to offset the cost of providing the facility.

Conclusion

A “Regular user” rate is already in place in the Councils fees and charges policy, which provides a discounted rate to local/regular hirers.

If a Community Board wishes to offer additional financial support to local groups and organisations, the usual approach is to provide this from their annual grants allocation.

If the Tekapo Community Boards believes there is a valid reason to provide a special reduced rate (or free use) of the Tekapo Community Hall to the Tekapo School, then this needs to be referred to Council, for approval and amendment of the fees and charges policy.  


Tekapo Community Board Meeting Agenda                                                             1 September 2021

5.5         General Business and Councillor Update

                                  

Author:                    Arlene Goss, Governance Advisor

Authoriser:             

Attachments:          1.       Email from the Roading Manager Regarding Black Wheel Stops

2.       Service Request Drinking Water

3.       Service Request Signage  

 

 

Staff Recommendations

That the information be noted.

 

General Business

The following matters for discussion have been requested by the chairperson:

To be addressed by Mr Harty and Mr Milne:

·    Update on D’Archiac Reserve Tender/final plan  - Can we please have an update on progress/ status/planned activity & timeframes.

·    Rabbit Control- Update requested regarding mitigation actions carried out in the last month or planned. Consider the merits of resurrecting the rabbit proof fence that still exists in a battered state along much of the southern town boundary.

·    Pioneer Drive Landscape Work - Current Status / work planned for maintenance work required between the lake side & Pioneer Drive.

·    Three Waters Reform – Update requested

·    Lakeside Maintenance / Tidy-up - Discussed and workshopped with Katie from Boffa Miskell at the last community board meeting. Can we please see the final plan and have an update in terms of planned activities & time frames.

·    School Hall Charges / Resolution - Please can we have an update regarding Community Boards Delegation of authority and the proposed resolution.

·    Squash Court MOU - Update requested

To be addressed by service requests (attached):

·    Drinking Water – Concerns raised around the taste of the drinking water.

·    Scattered Signage appearing on Street Poles.

To be addressed by the Roading Manager (email attached) and followed up with a service request:

·    Black Judder Bars / Marking the existing parks - Safety Concerns.

To be addressed by the Governance Advisor:

·    Chamber Contract – Please can we have an update regarding the status of the contract with the South Canterbury Chamber of Commerce.

Council’s representative on the community board, Cr Matt Murphy, is invited to update the members on recent council activity.

 

 

 

 


Tekapo Community Board Meeting                                                                                           1 September 2021

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Tekapo Community Board Meeting                                                                                           1 September 2021

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Tekapo Community Board Meeting Agenda                                                             1 September 2021

5.6         Community Board Action List

                                  

Author:                    Arlene Goss, Governance Advisor

Authoriser:             

Attachments:          1.       Tekapo Community Board Action List  

 

 

Staff Recommendations

That the information be noted.

 

Background

Attached is the latest version of the community board action list. These actions are updated by staff regularly.

 

 

 

 


Tekapo Community Board Meeting                                                                                           1 September 2021

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