Notice is given of a Twizel Community Board Meeting to be held on:
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Date: |
Monday, 3 May 2021 |
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Time: |
3.00pm |
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Location: |
Events Centre Lounge Twizel |
AGENDA
Twizel Community Board Meeting
3 May 2021
Note: This meeting may be digitally recorded by the minute-taker.
Twizel Community Board Membership:
Jacqui de Buyzer (Chair)
Tracey Gunn
Renee Rowland
Amanda Sargeant
Emily Bradbury
Twizel Community Board Meeting Agenda 3 May 2021
5.1 Presentation from Sport Twizel
5.2 Minutes of Twizel Community Board Meeting - 15 March 2021
5.3 Community Board Financial Report
5.4 Twizel Communtiy Board General Update Report
5.5 Pump Track Maintenance and Upgrade
5.6 Tree Removal/Pruning Request Market Place
5.7 Proposed Fees and Charges 2021/22
5.9 General Business and Councillor Update
5.10 Community Board Action List
5.1 Presentation from Sport Twizel
Author: Arlene Goss, Governance Advisor
Authoriser:
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That the information be noted. |
presentation
Richard Kyd and Bevan Newlands from Sport Twizel have asked to present a plan for the Sports Pavillion to the community board.
5.2 Minutes of Twizel Community Board Meeting - 15 March 2021
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Twizel Community
Board meeting 15 March, 2021 ⇩
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That the Minutes of the Twizel Community Board Meeting held on Monday 15 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: Paul Numan, General Manager Corporate Services
Attachments: 1. Twizel Community Board
financial report ⇩
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That the community board financial report be received. |
Background
Attached is the latest community board financial report for your information.
5.4 Twizel Communtiy Board General Update Report
Author: Angie Taylor, Community Services and Solid Waste Officer
Authoriser: Tim Harty, General Manager Operations
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That the information be noted. |
Background
The purpose of this report is to provide the Twizel Community Board with a general update on a number of projects and actions related to the Twizel area in general and Community Board specifically.
ACTION AND PROJECT UPDATES
Twizel Tree Maintenance
The first stage of tree work has now been completed, with positive feedback received. The next stage of works is due to be scheduled soon.
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.
Market Place Upgrade
Xyst are finalising details of the planning of this project and will run the project to completion. An adjustment has been made to the accessible path from the carpark up into the Market Place to make this more inclusive and user friendly.
Twizel Youth Centre
Work is underway on pricing repairs to provide further information to the Board and enable Public Consultation to occur.
Twizel Long Vehicle Car Park Upgrade
The tender for the Twizel Long Vehicle Car Park Upgrade is currently out in the market via the GETS platform. The tender will require work to be completed by 30th June 2021.
Twizel Street Lighting
Supply of parts has been delayed by shipping issues in relation to Covid, which is a national issue. Netcon are committed to installing the new lights as soon as they become available. A further update will be available at the meeting.
Twizel Shared Footpath
Several sections of the new shared footpath on Ohau and Ostler Roads are underway and due to be completed soon. The North West Arch section the contract has been awarded and due to commence shortly.
Pipe network upgrade
The contract for the pipe network upgrade has been awarded, with work due to commence in the first week in May.
5.5 Pump Track Maintenance and Upgrade
Author: Brian Milne, Community Facilities and Services Officer - Contractor
Authoriser: Tim Harty, General Manager Operations
Purpose of Report
The purpose of this report is to seek approval from the community board to engage a professional mountain bike/pump track builder to undertake maintenance and an upgrade to the current track.
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1. That the report be received. 2. That a professional mountain bike/pump track builder be engaged to undertake maintenance and upgrade works to the Twizel Pump track (Glen Lyon Rd). 3. That this work be undertaken in conjunction with community engagement. 4. That follow-up rider training be provided over a weekend following completion of the track works. 5. That funding of approximately $9,000 to undertake this project be allocated from the Twizel Township Projects budget. |
Background
Twizel pump track and dirt jumps were created by volunteers. It has been a great resource to the riding community and gets frequent use. Over time, however, the track has been difficult to maintain for the volunteers and the local riders have decided to change the dirt jumps to evolve with their needs. As a result, the pump track is in need of maintenance and the dirt jumps are no longer suitable for new riders.
Proposal
It is proposed that MDC engage a professional MTB builder with a proven track record to “tune up” the existing features. The pump track has a good base. The corners and one straight require re-building. The jumps are generally in a good position but need to be reshaped so they can offer an entry into the jumps for new riders, but also provide progression for the existing riders.
The price for a professional MTB builder pump track and jumps tune-up - $6,000. (Price includes imported surfacing, water tanker and bonding agent)
In order to best leverage the investment, the following process is proposed:
(a) Conduct community engagement to further understand the needs of the local riders and ensure they are part of the process and feel a connection to the facility.
(b) Provide a follow-up program to help local riders use the facility. For example: How do you use a pump track, how do you improve your jump technique?
Cost of community engagement and project management:
•Up to 8 hours, plus costs - Social media, sausage sizzle, engage the young riders with track formation. $1,400.
Cost of training days - ALine Coaching:
•Professional instructor offering time slots for different user groups over a weekend period. $1,600.
Total cost: $9,000.00
budget
It is proposed that the Township Project budget be used to fund this project.
Total budget (incl carry fwd) $32,927
Expenditure YTD $0
Balance $32,927
Other commitments for this budget: Man-made hill planting $5,000
photo
Conclusion
The community board is asked to consider this proposal and approve the budget if it wishes to go ahead.
5.6 Tree Removal/Pruning Request Market Place
Author: Brian Milne, Community Facilities and Services Officer - Contractor
Authoriser: Tim Harty, General Manager Operations
Purpose of Report
The purpose of this report is to inform the Twizel Community Board of a request to remove some trees in Market Place, and determine the best way to move forward on this issue.
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1. That the report be received, and that, 2. The Twizel Community Board requests staff to commission a report from an arborist on the Scarlet Oaks in Market Place, and further that; 3. Staff report back to the Community Board once the report has been received and prior to any works being undertaken. |
Background
Mackenzie District Council have been approached by a business owner requesting that some (2-3) of the Scarlet Oaks in the southwest corner of Market Place be removed to reduce autumn/winter shading impacts in this area. This includes the two smaller trees closest the buildings and possibly 1-2 of the trees adjacent to the playground.
COMMENTS
One of the trees at least, is very close to the buildings and it is reasonable that this should be removed to limit risk of future damage.
The trees will grow into very large specimens and they are quite closely planted for their scale.
It is reasonable to argue that removal of two of the trees nearest to the buildings will not be a significant visual/amenity loss, given that some of the trees will remain.
The argument to retain them will include the shade they provide in summer, however, due to the height of the sun in summer, shade is not provided to the adjoining cafe and restaurant courtyards.
All the trees could be pruned/thinned extensively, which has apparently been done in the past, which does improve the situation but is a short-term solution that requires repeating every 2-3 years. However, it is recommended that this be undertaken regardless of any decision regarding the removal.
Council’s tree policy explicitly states that trees will not be removed for shading reasons. However, it is likely the purpose of this was aimed at residential property requests rather than businesses and public spaces, which have a wider public use.
Given the prominence of these trees and the slow growing nature of trees in Twizel, there is likely to be some community concern at their removal and therefore wider consultation may be warranted.
Conclusion
It is recommended that a report from an arborist be obtained, and subject to the outcome of this, wider consultation be considered.
Photos of Scarlet Oaks
5.7 Proposed Fees and Charges 2021/22
Author: Paul Numan, General Manager Corporate Services
Katherine Hill, Senior Corporate Planner
Authoriser: Suzette van Aswegen, Chief Executive Officer
Attachments: Nil
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.
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Application from Lakes Ballet
⇩
2. Application
from Twizel Kindergarten ⇩
3. Application
from Neighbourhood Support ⇩
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1. That a grant of $500 be approved/declined for Lakes Ballet towards the costs of a teacher and six students attending an event in Christchurch. 2. That a grant of $500 be approved/declined for the Twizel Kindergarten Committee to bring a parenting speaker to Twizel to speak to parents and professionals. 3. That a grant of $61.35 be approved/declined for Neighbourhood Support to pay for venue hire for a public meeting in Twizel. |
Background
The following grant applications have been received by the community board:
· Lakes Ballet Twizel have requested $500 towards the costs of a teacher and six students attending an event in Christchurch.
· The Twizel Kindergarten Committee have requested $500 to bring a parenting speaker to Twizel to speak to parents and professionals.
· Neighbourhood Support have requested $61.35 to pay for venue hire for a public meeting in Twizel.
5.9 General Business and Councillor Update
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: Nil
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That the information be noted. |
General Business
Council’s representative on the community board, Cr Emily Bradbury, is invited to update the members on recent council activity.
5.10 Community Board Action List
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Twizel 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.
