Agenda of Twizel Community Board Meeting

Twizel Community Board Meeting Agenda 27 January 2020

5.2 Matters Under Action

File Reference: n/a

Author: Arlene Goss, Committee Administrator (Temp)

Authoriser:

Attachments: Nil

Staff Recommendations

That the information be noted.

short term actions

Date	Project- Short Term (1 – 4 months)	Actioned By
11 Mar 2019	Donated Seat Installation: Donated Seat Installation: Angie Taylor speaks regarding seats donated by the Cancer Society. The seat installation has been ordered and should be here very soon. They are bright daffodil yellow to match the Cancer Society and will have a plaque to explain where they come from. They are going in next to the playground area in the middle of the market place.	Twizel Cancer Support Group
15 Apr 2019	Theatre End Barriers: The seats are have been installed and the damaged covers replaced. The theatre barrier ends can now be completed, possibly before Christmas.	Ms Taylor
	Replacement of Theatre Seats: Supplier is sending covers for damaged seats. Resolution “That the Community Board purchase 12 seats to fill in the spaces in the theatre”. The additional seats have now been installed and the damaged covers have been replaced	Ms Taylor
30 July 2018	Twizel Swimming Pool: due to contractor delays, a staged opening is planned. The main pool will be opened first, with the new toddler splash pad and learners pool to be opened second. Additional works separate to the main project including hot showers, upgraded lighting and improvements to the changing rooms has been completed.	Ms Taylor Miss Borrell
2 December 2019	River Walk: Along the River Walk there is a lot of Broome, it is now too late to spray because of the bees, but could it be cut and removed. Someone has cut a tree down by the bike park where the mountain bikes jump down. They have left a mess and this needs to be tidied up.	Miss Borrell
2 December 2019	Mrs Coles stated people want to use the pool as a low impact exercise option but at present, there is no accessibility. We would like the pool to be adjusted to allow older people or people with difficulties to gain exercise, something like a ramp or an assisted lift into the pool. Charlotte Borrell talks to the pool issue stating that it is a worthwhile project. Miss Borrell will do some research into what is done at other pools. Bernie Haar states there is a hydraulic chairlift that has been available for quite some time.	Miss Borrell
2 December 2019	Market Place Completion: Subject to getting approval from the property owners the Twizel Community Board, requests to have removable bollards (with bike stands) installed. Mackenzie District Council is working with a local builder and has sent ideas to an architect. These should be ready by the January meeting. This project has been split into sub-projects (part 1) which is looking at steps going up to the council office and the ramp which will go up through the tussock garden. To make it more usable, the ramp (part 2) that goes under the veranda heading down towards Hydro will be upgraded so that it meets the wheelchair grade. There are two smaller parts which will then be drawn up, this is the garden that faces Hydro where there is a wall which is being turned into seating. This will then match the seating in the market place. The other smaller part is some bollards to improve safety around the shops. There are some concerns around vehicles and pedestrians along with service vehicles and tourists so the board would like to look at removable bollards that double as bike stands (shown a picture of bollards). You would still be able to drive up the first part of the ramp from the car park but the bollards would be in line with the building where the Real Estates/Accountants comes out. It was considered that it would be great to get in before Christmas just for the safety aspect. There is some consultation needed with the shop owners in terms of the right of way. The Board is happy for the Council to continue with this if they could get agreement from the shop owners. Miss Taylor will talk to property owners. It is noted that if there is any opposition from the shop owners to please let the board know before the next meeting.	Ms Taylor Miss Borrell
2 December 2019	Correspondence from Dean and Sandy Nelson: The Community Board would like to support this in principle and would like to direct staff to look into this with a sense of urgency. They would like it to be put on to the Agenda for the next meeting. The Community Board would also like it noted that they would like to look at signage and a bus shelter as the one that is there is really uninviting and unhelpful.	Mr McKenzie Ms Crocker (put on agenda)
2 December 2019	Correspondence from Sam Frank and Caylen Taylor: Member Amanda Sargeant has spoken to Sam Frank and Caylen Taylor. She states that she has not seen the final product but it is a box to help people learn to skate. We will need to have someone to have a look at this regarding legalities and Health and Safety around the product and placement. The Board would like to send a letter congratulating the boys on their initiative. The next point is for Sam Frank and Caylen Taylor to meet with Angie Taylor.	Ms Taylor Amanda Sargeant
	Resource Consent Application – Request for Affected Party Approval: That the Twizel Community Board recommend to Council that affected persons approval be provided to construct a cottage to be used for visitor accommodation for up to two guests, 17m from the boundary of Lot 9 DP 73154, (North West Arch Twizel), with Lot 14 DP 73154 that is owned by Council and zoned Recreation P (Passive). (Option 1)	Ms Crocker
	Grant Request- Twizel Market Place Christmas Decorations: Due to lack of funds, this request was denied.- Send letter	Ms Taylor
	Grant Request- Leadership 4 Women Symposium: That the Twizel Community Board grants $500 including GST from the Leadership 4 Women Symposium for hire of the Twizel Events Centre for the symposium on 9 November 2019.- Letter with - it is noted that this is a one off grant and cannot be counted on in the future.	Ms Taylor
	Grant Request – Kai and Koha Ride: That the Twizel Community Board grants the request for $100 including - letter	Ms Taylor
	Grant Request – Events Centre Hire: There was discussion regarding why the community fund would pay for this and how appropriate it is for them to do so. There is a request from the Community Board for Miss Borrell to look into how other boards have considered this. This item is to be carried over for investigation. That the Twizel Community Board puts aside the grant request for $135.25 including GST from the Mackenzie Community Development Project for hire of the Twizel Events Centre for the Meet the Candidates Evening.	Miss Borrell
	Grant Request – Twizel Community Dinner: That the Twizel Community Board grants $166.05 including GST to cover hire costs of the Twizel Events Centre for the Twizel Community Dinner- Letter	Ms Taylor
	Workers from Whitestone: There have been complaints regarding the time that workers from Whitestone are starting to do leaf blowing. They used to start at 6am and now starting at 8-9am and this is causing difficulties with the shop owners and the public.	Miss Borrell
	Event Calendar: When there is an event in Twizel or a long weekend the community would like to have the lawns mown to have better presentation of the town. It was suggested that a calendar of events would be an advantage to allow this to be done	Miss Borrell
	To be put into the Long Term Plan: Drinking fountains: Something to add to the long term plan.	Miss Hill
	Shower Curtains in Changing Rooms at Pool: Miss Borrell to look into this	Miss Borrell

LONG TERM ACTIONS

Date

Project – Long Term (4 – 12 months)

Actioned By

6 June

Market Place Completion: Scoping is underway and it is expected plans will be presented at the next meeting.

Ms Taylor

29 Oct2018

Sports Hall Floor at Twizel Events Centre: To be completed in spring after basketball season.

Only one quote has been able to be sourced to date

Ms Taylor

Date	Under Observation (not in Community Board Scope)	Actioned By
11 Mar 2019	Man-Made Hill: Council is waiting for reply from the golf club.	Council
30 Oct 2017	Wi-Fi in Market Place: It is noted that it has been on the agenda for over two years. Spark is doing a basic outline of costs which will be shared at the next meeting. At present Wi-Fi is free around the library which is at the school. It was stated that it can feel a little uncomfortable for families and children with people lingering around. It is proposed that it is moved into Market Place to make it friendlier and more functional place for visitors. There is also a good opportunity to capture demographic data on who is visiting the town, why and how. This enables business and local groups to respond to that information and adjust their business. It is noted that there are plans for ultrafast broadband to be rolled out and it may pay to wait until this happens. It is understood that this is coming in the early part of next year which may save considerably in connection costs rather than jumping ahead. Member Rowland to do some research on this.	Cr Rowland
29 Oct 2018	Sealed Path on Glen Lyon Road: Resolution passed “That the Twizel Community Board recommends that Council asks staff to investigate a submission to NZTA for funding to create a sealed path on the main highway to Old Glen Lyon Road.” This will be included in the next NLTP 20/21 bid. It will be added to the Low Cost Low Risk Improvement Programme. Scott McKenzie states that the sealing of the path on Glen Lyon Road is not in the long term plan at this stage but it can be put in for next time. At present we have Ostler/Ohou Roads on the long term plant that has been discussed previously but this is still at this stage at year seven or eight, but we are trying to bring that forward. The footpaths are now funded by NZTA which came out in the last round of funding that was announced through the governments’ new policy. Council is trying to make the most of that but at this stage, it is outside of our budget. If it was to be brought forward we would have to look at how it was funded. At this stage from a roading perspective, council put in a three year funding bid to NZTA and there is not much scope to change that once it has been put in. Mr McKenzie replies that there is a separate funding mechanisms but they have been significantly reduced. It is not off the table but they have changed the way that money is allocated so it is now under the Safer Network Alliance. Mr McKenzie states it is better to go with NZTA funding as a lot of the TIF submitted applications have been turned down. So without significate money, this project is not achievable. Council is waiting for the next funding cycle which is in 2021 to put in the next bid. A reply was given by Miss Borrell that she will need to get quotes and what type of surface that they would like and then come back to the Community Board with pricing and where the walkways should be. Chair de Buyzer states that she believed and that it was minuted, that council were going to seal the walkway around the front of the town through the disc golf club as Cr Hannigan was going to discuss with the club people so that we did not upset their business. There was some discussion regarding getting the quotes regarding doing more of the clay replaced and council were going to go back and get further quotes. Chair de Buyzer requests that we look through the minutes to see what was said around this previously. The feeling was that we would need to do this once and do it right.	Mr Mackenzie Miss Borrell Ms Crocker

Suzette van Aswegen

Chief Executive Officer

Twizel Community Board Meeting Agenda 27 January 2020

5.4 Community Board Standing Orders

File Reference: na

Author: Arlene Goss, Committee Administrator (Temp)

Authoriser: Darren Brown, Information and Engagement Manager

Attachments: 1. Community Board Standing Orders ⇩

Purpose of Report

The Local Government Act 2002 requires that each Community Board adopts a set of standing orders. The Community Board is asked to adopt a new set of standing orders for the conduct of its meetings.

Staff Recommendations

1. That the report be received.

2. That the Twizel Community Board adopts the Twizel Community Board Standing Orders dated November 2019 pursuant to Clause 27, Schedule 7 of the Local Government Act 2002.

Background

The Local Government Act 2002 requires each Community Board to adopt a set of standing orders. These apply to Community Board meetings, and provide the basis for orderly conduct of meetings. They include certain rules defining the rights of Chairs and members to address meetings.

Local Government New Zealand (LGNZ) has recently published a new set of standing orders which provide for recent legislative changes and a more user-friendly structure. Staff propose that these standing orders are adopted to ensure the practices of the Twizel Community Board are provided for.

At its inaugural meeting in November, 2019, the community board decided not to adopt the Standing Orders immediately, but take more time to read the document and refer it to a future meeting.

Significance of Decision

The decision to adopt standing orders is considered to be an important decision. It is however not significant in terms of the Council’s Significance and Engagement Policy.

Options

1. To adopt the standing orders as attached without amendment; or

2. To instruct staff to amend the standing orders, and adopt the revised orders; or

3. To not adopt the standing orders.

The Community Board could choose not to adopt the standing orders as attached, or could adopt them by a vote of 75% of the members present. If the new standing orders are not adopted then the previous standing orders would apply.

Staff consider the attached standing orders are appropriate, up to date and efficient in respect of the way the Community Board is required to conduct meetings and processes. If amendments are sought then these will need to satisfy the requirements of the Local Government Act 2002 and the Local Government Official Information and Meetings Act1987 (LGOIMA).

Considerations

Legal

The Twizel Community Board is required to adopt a set of standing orders, and LGNZ has proposed a model set of orders which fulfil legal requirements. Any changes would also need to comply with the legislation.

Conclusion

The Community Board is asked to adopt a new set of standing orders for the conduct of its meetings. These standing orders are attached.

Suzette van Aswegen

Chief Executive Officer

Twizel Community Board Meeting Agenda 27 January 2020