Agenda of Tekapo Community Board Meeting

Tekapo Community Board Meeting Minutes 13 April 2022

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Unconfirmed MINUTES

Tekapo Community Board Meeting

13 April 2022

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD ON ZOOM
ON Wednesday, 13 April 2022 AT 3.00pm

PRESENT: Chris Scrase, Caroll Simcox, Sharron Binns, Cr Matt Murphy

IN ATTENDANCE Cr Murray Cox, David Adamson (General Manager Operations – Acting), Tom O’Neil (Community Services Officer), Arlene Goss (Governance Advisor), Sandy Hogg (Finance Manager), Scott McKenzie (Roading Manager).

1 Opening

Caroll Simcox chaired the meeting in the absence of Steve Howes, who was away sick.

2 Apologies

Committee Resolution TKCB/2022/210

Moved: Member Chris Scrase

Seconded: Cr Matt Murphy

That apologies received from Chairperson Steve Howes, Chief Executive Angela Oosthuizen, and staff Joni Johnson and Brian Milne be accepted and leave of absence granted.

Carried

3 Public FOrum

There was no public forum

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Tekapo Community Board Meeting - 9 March 2022

Committee Resolution TKCB/2022/211

Moved: Member Sharron Binns

Seconded: Member Chris Scrase

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 9 March 2022 be received and confirmed as an accurate record of the meeting.

Carried

5.2 Community Board Financial Report

Chris Scrase asked what call there would be on the township account between now and June 30. David Adamson spoke about stage one of the CCTV project, which would be short about $13,000. This could come from the township money.

Council has approved going ahead with Allied Alarms, so this project will go ahead as soon as possible. The community board was asked if they were willing to put up community board project money towards the shortfall, and discussed this. Asking Council to find the extra would require a report to council, which would delay the project.

The community board was comfortable with funding this and passed a resolution to that effect.

Committee Resolution TKCB/2022/212

Moved: Member Sharron Binns

Seconded: Cr Matt Murphy

That the Tekapo Community Board approves allocating the shortfall to complete Stage 1 of the CCTV project, of approximately $13,000, from the Tekapo Township Budget.

Carried

Sandy Hogg gave a presentation on the Draft Annual Plan, including Tekapo Projects and rates. A copy of this presentation is available on request as an attachment to these minutes.

Following the presentation a question was asked about whether the location of the lakefront playground was permanent. It was important to be certain about this before spending money. Location would need to be consulted with the community. Clarification was needed about the effect of the Abley transportation report and the location of the slow road on the lakefront.

David Adamson said the plan was for a destination playground with a range of activities for children of all ages. Not all the money would go into play equipment, but also into the whole environment, including plantings.

5.3 Tekapo Community Board General Update

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

Tom O’Neil outlined the points in his report.

Artwork – The governance advisor was asked to change the word ‘statue’ to ‘sculpture’.

Tekapo Hall custodian – David Adamson offered to speak to Council Human Resources and speed up the process if possible. Sharron Binns offered to supply a draft job description.

Rubbish Bins – New bins have arrived in Fairlie and will be installed in Tekapo soon.

5.4 Engineering Manager's Update

David Adamson went through the three waters section of this report, then Roading Manager Scott McKenzie updated the community board on roading and footpath activity in Tekapo.

The community board said getting the entrance of the carpark done was a necessity, but they wouldn’t like to see the cost of this coming from the township budget if it was essential infrastructure.

Mr Adamson said carparking isn’t NZTA subsidised so the funding comes from local share. To do it all is $40,000. Structural alternatives were discussed, and the option of putting off other things to afford it.

It was possible to break this work into two stages to get it up the priority list. Having to find funding for flood repair work this year. Priority works in Tekapo were curbing around the pub area.

Caroll Simcox said although the list includes nice-to-haves, the initial concern was safety. Item 1 and item 4 were the priority for safety.

David Adamson offered to look into it and noted the community board would like this to happen sooner rather than later. Sharron Binns suggested the community board have a further discussion on this in the next couple of weeks. Members agreed.

Cr Murphy said the priority was around safety of traffic and pedestrians in the carpark. He did not support dipping into the township fund for this project. It was an infrastructure project. He would like to use council funds for these basic improvements.

The community board would hold a discussion and come back to staff.

5.5 General Business and Councillor Update

Cr Murphy raised the issue of the road to the dump being damaged by heavy machinery and asked for this gravel road to be graded. The roading manager noted this.

Cr Murphy updated the community board on council activity of interest to the community board.

Caroll Simcox then went through the list of general business as follows:

Unplanted garden area west of observation hill at the church – David Adamson will take photos of this area and discuss further with Tom O’Neil.

Rabbit control – Ecan has been asked to develop a rabbit control programme for urban areas. Mount Cook Village and Lake Alexandrina have a similar problem as Tekapo. Unfortunately the person Mr Adamson is dealing with is away sick at the moment. But he will follow up with Ecan.

Maintenance area Lochinvar Drive – Overgrown small piece of council land. Owner is complaining. 30 Lochinvar Road. Tom O’Neil to address with Whitestone.

Parking on Lot 5 in front of Kohan Restaurant – There was an agreement to use this for parking for a short time. Cr Cox was not sure if there was a current agreement, or if it had lapsed. Property has changed hands. A bike hire activity was planned on that lot. Cr Murphy asked if it was possible to reinstate the curb and remove yellow lines put in, as these encouraged people to use the site as carparking. Has the landowner raised an issue? No. Community board described area as ugly and untidy. David Adamson said he was not sure what powers he would have to say they cannot park on the land, as it was private land.

The community board would discuss this further and come back to staff.

Mobility access – Caroll Simcox asked about mobility access. The planned new footpath would allow wheelchair access to the lakefront, and there were mobility carparks. This subject would be addressed in the Open Spaces Strategy.

Service requests are not being responded to – Community board members said staff were not responding to service requests. David Adamson said the service requests have recently been migrated to the cloud, so if the issue was in the last four weeks this could be the reason. He receives a list of outstanding service requests once a fortnight. He hasn’t picked up anything untoward, and asked the community board members to email him with any issues.

Chris Scrase asked if the system could generate a received/action notice for the customer.

Sharron Binns lodged a service request for a leaking toby a fortnight ago and did not receive anything. David Adamson will follow that one up specifically. It was lodged on the website.

Steve Howes had lodged a service request about rust on the footbridge. Scott McKenzie said he had received this and asked a contractor to inspect this and recommend an appropriate repair.

Gravel pathway at Lakeside/Hamilton Drive – there is an area where pedestrians need to walk on the highway. Caroll Simcox shared some photos of this area. To be investigated by staff.

5.6 Community Board Action List

Tekapo Bus Shelters – David Adamson shared a map with five potential sites for bus shelters. He said he was not asking for a decision at this meeting, but this map would be circulated to community board members for discussion.

Tekapo walkway from Simpson Lane to main carpark – no update.

Proposed sports facility – Sports trust now established with a signed deed. Next meeting will discuss what is required in the facility. The trust would then approach council. Error in name of trust to be corrected to the ‘Lake Tekapo Community Sports and Recreation Trust’.

Willow Bay trail – Tom O’Neil said he has received emails to say Tekapo Trails is currently putting in a consent application.

David Adamson said the Twizel Community Board was buying a large Christmas tree and did the Tekapo CB want to buy one at the same time? To be considered by the board.

The Meeting closed at 4.48pm.

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

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CHAIRPERSON

Tekapo Community Board Meeting Minutes 15 June 2022

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Unconfirmed MINUTES

Tekapo Community Board Meeting

15 June 2022

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE LJ HOOKER OFFICE, Lake Tekapo
ON Wednesday, 15 June 2022 AT 3.02pm

PRESENT: Chairperson Steve Howes, Chris Scrase, Caroll Simcox, Sharron Binns,

IN ATTENDANCE: Brian Milne (Community Facilities Officer), TJ McConchie and Annie from Tekapo Trails, Arlene Goss (Grants Officer).

1 Opening

The chairman welcomed everyone to the meeting.

2 Apologies

An apology was received from Cr Matt Murphy.

3 Public FOrum

TJ McConchie updated the community board on matters related to the Willow Bay trail. They have applied for resource consent. The status of the land, owned by council, and feedback from the lease holder was discussed. The lease holder was reluctant at this stage. He was using some of the land for grazing.

Would the project be completed by December, 2023? Hopefully it would be ready for summer.

What would happen if the track didn’t go ahead? The money would need to be returned to the fund. If it took longer to complete than December 2023, an exemption could be applied for to extend the timeframe of the grant.

The community board complemented Tekapo Trails on the work they had carried out to date on this. There were plans to plant native trees and plants along the track, funded by Ecan. Tekapo Trails volunteers would do the planting, keep it weeded and watered.

TJ and Annie were thanked for their attendance and they left the meeting.

4 Declarations Of Interest

Member Sharron Binns declared she was a member of the Lake Tekapo Sports and Recreation Trust.

Member Chris Scrase said she was a member of Tekapo Trails.

5 Reports

5.2 Allocation of Grants

The community board members went into public excluded for a detailed discussion on each application, then passed the following resolution in open meeting.

Committee Resolution TKCB/2022/213

Moved: Chairperson Steve Howes

Seconded: Member Caroll Simcox

That the Tekapo Community Board allocates the following grants from the ‘Promotion of Tekapo Township’ (Genesis Energy) fund:

Organisation	Project	Amount Requested	Amount Granted
Lake Tekapo School	Sandpit Cover and Shade Sail	$6,526.98	No grant
Tekapo Trails	Metal Delivery and Placement on trail to Willow Bay	$16,200.00	$7,627.00
Chris Lynch	Promotional Videos of Tekapo	$16,000.00	No grant
Lake Tekapo Sports and Recreation Trust	Seed Funding for Sports and Recreation Facility	$7,500.00	$7,500.00
	Total Requested	$46,226.98
	Total Available	$15,127.26	$15,127.00

Carried

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution TKCB/2022/214

Moved: Chairperson Steve Howes

Seconded: Member Sharron Binns

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
6.1 - Minutes of Public Excluded Tekapo Community Board Meeting - 2 December 2021	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.2 - Application from Lake Tekapo School	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.3 - Application from Tekapo Trails	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.4 - Application from Chris Lynch	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
6.5 - Application from Lake Tekapo Sports and Recreation Trust	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Committee Resolution TKCB/2022/215

Moved: Chairperson Steve Howes

Seconded: Member Chris Scrase

That the Tekapo Community Board moves out of closed meeting into open meeting.

Carried

The Meeting closed at 4.06pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 13 July 2022.

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CHAIRPERSON

Tekapo Community Board Meeting Agenda 5 August 2022

5.5 Tekapo Community Board General Update

Author: Tom O'Neill, Community Services & Facilities

Brian Milne, Community Facilities and Services Officer - Contractor

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

Attachments: 1. Lakefront Path Changes ⇩

2. Lakefront Path Plans - 1 ⇩

3. Lakefront Path Plans - 2 ⇩

4. A2O Toilet Picture ⇩

5. Rabbit Free Fence Proposal ⇩

Purpose of Report

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

Staff Recommendations

1. That the report on Community Services and Facilities be received.

2. That for the Lake Tekapo Minor Improvement Contract, the amended lakefront path alignments, as per attached plans, be approved.

3. That the offer from the Tekapo Regional Park of the donation of a single cubicle Landmark public toilet, for location at the start of the A2O trail on Hamilton Drive be approved, and further, that the exact location of the toilet be agreed in consultation with the Community Board.

4. That the report for rabbit fencing the Tekapo township be received and confirm the Community Board supports the proposal in principle, with further detailed information to be provided

MAUKATUA rESERVE DEVELOPMENT

Work is largely complete, other than finishing of the shelter floor and BBQ install. This was delayed due to COVID material supply issues and some technical construction consent details.

In the spring we will undertake final leveling to smooth surface and rectify ponding issues, prior to grass sowing.

ARTWORK DONATION

The sculpture donated to the Tekapo Community has been installed in the domain.

LIONS CORNER RESERVE BANK

Discussion during the walkabout identified a preferred option of cutting back the top 1/3 of the bank to reduce the slope. Waiting on proposal/price for Whitestone.

LAKEFRONT PATH DEVELOPMENT

A contract has now been let with Paul Smith Contracting and work is due to commence shortly with a target completion date of November (TBC).

Following publication of the plans, some concerns were raised about high lake levels potentially flooding some sections of the path close to the lake. We investigated this with more detailed contour analysis and information from Genesis. This has resulted in relocation of a section of the path that was nearest the lake (refer attached plans).

At the contract prestart meeting, several other issues were identified. Most were relatively minor enhancements, however there was a major concern with the plan to build the path on the bank on the river outlet side of the road to the boat ramp. We considered various options including moving the road over, however the Roading Manager the cost of this would be significant. We have therefore proposed moving the path to the western side of the road, which was one of the options considered during the initial route planning walk through with the Community Board. (Refer attached plans).

Tennis Net

During a recent inspection of the Tekapo Hall, it was highlighted the tennis nets need replacement. This brought up several questions that the Board may be able to help with.

· Use of the tennis courts over winter?

· Has there been a history of seasonal maintenance? E.g., Tennis net removal or spraying

· Does anyone know who uses the shed next to the courts or who has the key?

REFUSE BIN REPLACEMENT

A further order has been placed for two-bin stations; these will be installed at sites identified by the Community Board, during the recent walkabout, including the Foot Bridge and outside Dough Boys.

Motuariki Lane Planting

We have recently completed replanting of the roadside gardens down Motuariki Lane.

Reflections/New Car Park Planting

Our roading team have sealed a new carpark backing onto the Reflections Café and Restaurant. This area has a rough rock wall and an untidy garden backing onto the shops. The indicative budget to landscape and replant this area is $8,000. An agreement has been reached that the lessee will provide ongoing maintenance for this garden (which is MDC owned).

Could the Board please confirm if they support this project to be funded from the Township Projects Budget?

TAVERN ISLAND LANDSCAPING

Prices have been received for landscaping and concrete surfacing for a path/picnic setting which is significantly higher than expected with additional expenditure of $14,500 required. (Note: the picnic table has already been purchased).

The Community Board is requested to confirm if it wishes to proceed with this project or consider alternative options.

Tekapo Rabbit Control

Plans for a rabbit proof fence have been proposed by a group of Lake Tekapo residents.

A preliminary informal discussion has taken place with staff and the Community Board. The group are currently working with LINZ to map and then price the proposal before presenting a formal proposal to the Community Board/Council. Report attached.

exeloo Pay Toilet

Following instruction from Council, we have investigated converting the Exeloo pay toilet at the footbridge to a non-paying unit. Currently, these toilets have around 17,000 visits per year, costing $1.00. The conversion cost back to non-paying is estimated at $8,185.40 inc GST.

The Community Board is requested to consider and advise if they support the conversion to a non-pay facility.

Church of the Good Shepherd Improvements

After recent discussions with Whitestone and the Church of the Good Shepard, a tidy-up of the lakefront will take place. Work will shunt large rocks and bring the area in front of the church up to a mowable state for easier maintenance.

Dog Bins

We are looking at providing dog bins for several high-use areas throughout the district and are seeking a preferred design for use across all three townships. The three designs below are New Zealand made. The corten steel option is our team’s preferred selection as it will reduce waste contamination with its unique entry point.

The Board is requested to advise on their preferred bin style.

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District wide tree works

Between the 21st and 25th, we had tree work done, pruning and removing trees around the Tekapo Township to mitigate hazards and increase visibility. Further maintenance work is scheduled for the week of 18^th July.

Install of Planters for Rapuwai Lane

The wooden planters have degraded down Rapawai Lane and replacements are needed. These will go in front of the shops and around the courtyard. Several corten steel planters exist in this area, although the Macrocarpa options would also fit with the township furniture selections.

The Board is requested to advise on their preferred planter style:

Option 1, (Left) is available in Macrocarpa, Saligna, and Treated Pine

Option 2, (Middle) is available in Macrocarpa, Purple Heart and Treated Pine

Option 3, (Right) is a Corten Steel planter, like those already in place

As these are existing assets, their replacement will be funded from the operations and maintenance budget.

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Compacting Bin issues

Ongoing issues with the compacting bin on Hamilton Drive have been solved, which should increase this unit’s reliability, and level of provision for those passing through Tekapo.

BIKE STANDS

The A2O bike stands are waiting for installation. Due to issues confirming land ownership, these have not been installed yet. However, good progress is being made.

Bike Parking on Rapuwai Lane

One of the locations being considered for the bike racks is outside of the Greedy Cow. Our roading team are keen to install motorbike parking, and in the same area could place the bike stands with protection from bollards. However, this initiative would remove 2-3 car parks.

Advice on the Community Boards preference is requested.

OFFER of Public Toilet for A20 start on Hamilton Drive

The Tekapo Regional Park Society has offered the donation to Council of a single cubicle Landmark public toilet that they no longer require. They have stipulated a condition of this donation that it is utilised at the start of the A2O trail at the Hamilton Drive carpark, as they feel this will also serve users of the regional park (connection with the village) and NZMCA members

The Parks and Amenities Strategy identified the desirability of providing a toilet in this location, however due to number of unknowns at the time, it was not prioritised, and has not yet been budgeted for in the Councils AP and LTP. We are now satisfied that the start of the A2O should remain here and subsequently we can action improving facilities in this area to better support the trail and other users of the carpark area which includes a dump station and compactor bin.

Council will need to meet the costs of relocation and connections etc, and this can be funded from existing Public Toilet Capital Improvement budget.

The toilet being offered is a single cubicle prefabricated corrugated iron construction, commonly used in park settings. While not a high standard toilet, it is considered quite adequate for this location. (Refer attached photo)

The alternative proposal (if planning from scratch) would likely have been a 2-cubicle toilet of a similar standard to the facility on Lakeside Drive. The budget for this would be in the order of $200,000 and it is therefore uncertain how soon this would be budgeted for, given other demands for new/upgraded facilities throughout the district. As a lightweight prefabricated unit, it could easily be removed and upgraded in the future if a higher quality or larger capacity was required.

It is therefore recommended the Toilet be accepted from the Tekapo Regional Park Society for location at the A2O start/ Hamilton Drive Carpark

The exact final location has yet to be determined and will be subject to more detailed site analysis and discussion/agreement with the Community Board.

Tekapo Community Board Meeting Agenda 5 August 2022

5.6 Engineer's Report

Author: Joni Johnson, Engineering Manager

Authoriser: David Adamson, General Manager Operations - Acting

Attachments: Nil

Staff Recommendations

That the information in the Engineers report be noted.

Background

Tekapo Community Board – Engineer’s Report

THREE WATERS

Water supply

· All water quality standards are being met.

· The water main replacement project on Aorangi Crescent has been completed.

Wastewater treatment

· Desludging of the WWTP treatment ponds has been completed.

Stormwater collection

· We are beginning a sample collecting program to meet our requirements with ECAN. Equipment has been purchased and will be installed shortly.

TRANSPORTATION

· The winter maintenance program is underway.

· Fibre rollout is complete for Tekapo/Takapō. We are working with Chorus to tidy the works; supply as-builts; and repair any remaining damage prior. The final walk over has been completed.

· Works are underway with Greig St. There have been delays due to weather conditions. We hope to get the kerbs completed in the next couple of weeks as concrete availability allows. Once kerbing is complete, pavement will be installed and the surfacing completed.

· The car park in front of the Dark Sky building has been paved. Markings will be added when the weather allows.

· Works are programmed for the Tekapo Western Carpark at the same time as Greig St works. We are waiting on concrete availability and appropriate weather conditions. Signs and rumble strips have been ordered.

· A couple of streetlamp poles have been identified for replacement and works are programmed to occur in the coming weeks.

· Works have been underway on Lilybank Road to replace the gravel. This is to aid in providing a better running surface and manage the increased traffic in winter with the ski field opening.

· MDC policy is to close the footbridge to pedestrian traffic when ice is present. Recently, the footbridge remained closed for a few hours even after ice had melted. The current method is somewhat cumbersome and expensive for our maintenance staff to continually check the conditions of the footbridge. We are investigating other solutions to ensure that the footbridge is only available when it is safe for pedestrian traffic.

· The LED bollard upgrade is substantially complete. The outstanding bollards are expected to be upgraded by the end of July.

OTHER PROJECTS

· Stage 1 of the CCTV installation is almost complete. The cameras will be turned on and will record for several weeks; Allied Alarms will then “fine-tune” the settings. Stage 2 of the CCTV installation project (Pole # 3 to monitor cars entering Tekapo from the east) can begin right away, as we are now in a new fiscal year.