Agenda of Fairlie Community Board Meeting

Fairlie Community Board Meeting Minutes 17 November 2022

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Unconfirmed MINUTES

Fairlie Community Board Meeting

17 November 2022

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 17 November 2022 AT 4.30pm

PRESENT: Damon Smith, Angela Habraken, Cr Murray Cox, Kieran Guiney, Holly Lane

IN ATTENDANCE: Cr Rit Fisher, Cr Phillipa Guerin, General Manager Operations David Adamson, Community Services Officers Brian Milne and Tom O’Neill, Governance Advisor Arlene Goss, General Manager Chris Clarke, Communications Advisor Sue Wilkins, one member of the public.

1 Opening

General Manager David Adamson opened the meeting and welcomed everyone.

2 Apologies

There were no apologies.

3 Declarations by Members

The members gave their declarations and were sworn into office by Mr Adamson.

4 Election of Chairperson

The purpose of this report was to outline the options for electing a chairperson and carry out an election process.

Mr Adamson outlined the voting options and the community board chose first past the post. He then called for nominations. Angela Habraken was nominated by Kieran Guiney and this was seconded by Damon Smith. There were no further nominations and Angela Habraken was elected unopposed.

Committee Resolution FCB/2022/176

Moved: Damon Smith

Seconded: Cr Murray Cox

1. That the Fairlie Community Board chooses the ‘First Past the Post’ voting system to elect a chairperson and deputy chairperson.

Carried

Committee Resolution FCB/2022/177

Moved: Kieran Guiney

Seconded: Damon Smith

2. That Angela Habraken be elected chairperson of the Fairlie Community Board.

Carried

5 Election of Deputy Chairperson

The purpose of this report was to elect a deputy chairperson. Damon Smith was nominated by Cr Cox and this was seconded by Angela Habraken. There were no further nominations and Damon Smith was elected unopposed.

Committee Resolution FCB/2022/178

Moved: Cr Murray Cox

Seconded: Angela Habraken

1. That Damon Smith be elected deputy chairperson of the Fairlie Community Board.

Carried

6 Public FOrum

Nobody asked to speak at the public forum.

7 Declarations Of Interest

There were no declarations of interest.

8 Reports

8.1 Minutes of Fairlie Community Board Meeting - 25 August 2022

Committee Resolution FCB/2022/179

Moved: Angela Habraken

Seconded: Damon Smith

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 25 August 2022 be received.

Carried

8.2 Community Board Financial Report

The community board noted that Council had agreed to fund part of the dog park. They wondered if this amount needed to show in the community board’s financial accounts.

Committee Resolution FCB/2022/180

Moved: Angela Habraken

Seconded: Cr Murray Cox

That the community board financial report be received.

Carried

8.3 Grant Applications

The community board agreed to supply all of the grants except number 3 below, because they believed this was a double-up with application number 2. They requested more information if this was not the case, such as specific details on what this grant would be spent on.

Committee Resolution FCB/2022/181

Moved: Angela Habraken

Seconded: Holly Lane

1. That a grant of $250 be approved to the Fairlie Heritage Museum towards promotion of the museum’s Crank Up day.

2. That a grant of $250 be approved to the Fairlie Heritage Museum towards advertising the New Year’s Day parade in the Timaru Courier.

3. That a grant of $250 be declined to the Fairlie Heritage Museum towards the New Year’s Day parade and activities on the Village Green.

4. That a grant of $250 be approved to the Tweed and Fur Ball Committee towards hall hire.

5. That a grant of $250 be approved to Mackenzie College towards the costs of hall hire for the Young Performers Concert.

Carried

8.4 Parks, Facilities and Places Update

The purpose of this report was to provide the Fairlie Community Board with a general update on

projects and activities related to Parks, Facilities and Places in the Fairlie area.

Fairlie Cemetery Memorial wall – Project is continuing. A planting plan has been drawn up and will be circulated to the community board.

Dog Park – Contractor has cultivated and re-sown the grass, then it will be rolled to push the rocks down. Working on water supply and bin. Hopefully the park will be good to use in January if the grass establishes itself.

Public Toilets – Waiting on a final programme for public toilets. Contractor has delayed this.

Dump Station – Have met with Barwoods on site and they have expressed concerns about locating it near them. A decision is needed, then council can either apply for resource consent or continue to search for another site. The chairperson said it is worth investigating other options. She could see the issues with directing tourist traffic into an industrial area.

Discussion included using the hotel dump station in the interim. Cr Cox clarified that council wouldn’t be applying for resource consent until they had looked at other areas.

Cemetery tree work – Communications are prepared and ready to go out to notify neighbours. This cost is paid from the cemetery budget. The neighbours have expressed concern about these trees after the last wind storm. Public notice would go on the website and social media. The community board asked to send this to the Fairlie Accessible.

Village Green Shade – Concept plans for the solid shade shelter have been drawn up and will be shared with the community board. A community group are still progressing a shade sail.

Swimming Pool – Pool to open as planned on 22^nd November. The water will be warmer than last year.

Once the season finishes staff will be installing new filters and increasing the pipe diameter to increase the circulation of the pool and improve water quality. The chairperson said there was good feedback on the pool.

There was the potential to extend the length of the season at about $5000 per week. Don’t know what it will cost to heat the pool with the new heat pump but will know this soon. If the community board wanted to do this it would require a case to council as part of the annual plan.

This would be a good opportunity to talk to the community.

Village Green – The community board asked about planting shade trees on the village green. This was possible.

Committee Resolution FCB/2022/182

Moved: Angela Habraken

Seconded: Damon Smith

1. That the report on the Fairlie facilities and public places be received.

2. That the Fairlie Community Board support the removal of selected trees along the southern boundary of the Fairlie Cemetery as identified in the attached arborists report of 7^th September 2022.

Carried

8.5 Meeting Dates and Times

The purpose of this report was for the community board to agree on a schedule of dates and times for meetings in 2023.

The board discussed setting a date for their first meeting in 2023. Due to other commitments they decided to hold this on February 9.

8.6 Code of Conduct for Elected Members

The purpose of this report was to consider and adopt the Code of Conduct for Elected Members. This code was adopted by councillors at their meeting on November 8.

Committee Resolution FCB/2022/183

Moved: Damon Smith

Seconded: Kieran Guiney

1. That the Fairlie Community Board adopts the attached Code of Conduct for Elected Members.

Carried

8.7 Adoption of Standing Orders

The Local Government Act 2002 requires that each community board adopts a set of standing orders, which are rules for the conduct of its meetings.

Committee Resolution FCB/2022/184

Moved: Angela Habraken

Seconded: Cr Murray Cox

1. That the Fairlie Community Board adopts the Mackenzie District Council Standing Orders without amendment.

Carried

8.8 General Business and Councillor Update

Cr Cox updated the community board on recent council activity. Council has been discussing the Fairlie Water Treatment Plant which is underway. Tenders are being evaluated. The aim is to have it up and running in March 2024. The community board agreed that a workshop on the new water treatment plant would be helpful.

The District Plan Review - submissions have been called for two plan changes. Discussion took place on bringing the community boards together to inform them about plan changes. Cr Cox would like to see more information communicated to the board members.

8.9 Community Board Action List

Community Centre Kitchenette – This has been completed.

There has been some issues with community centre roofing. Currently looking at this, and also looking at the strength and integrity of this building. Likely to need substantial work. No budget for this currently so it would go to the annual plan. Remove from list.

Need to re-name the community centre lounge to the Jack and Enid Hut lounge. Also planning to replace furniture in the main stadium due to splinters.

Might be a good opportunity to do something for the re-naming of the lounge. Sue Wilkins to look at a plaque to un-veil.

Parking Strategy – Roading manager has resigned so this is not a current priority. Discussion took place on the types of things that would be included in this.

Les Blacklock Scholarship – Chris Clarke to take ownership. Angela to organise gift delivery. Anniversary of death is December 6.

Extending dark sky reserve – Dark Sky Reserve now out for consultation. Regarding lighting trees, the community board was waiting on the result of the dark sky consultation before deciding on whether to light up the trees. Change this action point to “light in trees on village green and also in the council courtyard and other areas”. Change action to general lighting around town.

Speed limits - David Adamson raised the issue of speed limits around the district and said he was preparing a letter to come from the Mayor to submit to Waka Kotahi as part of the speed limit review. Discussion took place on the need to improve speed limits in the area, including in front of schools. He asked the community board to take an interest in this issue and suggested they submit on behalf of Fairlie.

Technology Update - Chris Clarke said Council had upgraded its IT network and connections. Can now offer free wifi at community centres and pools. Also in the Market Place in Twizel, and the village green and main street of Fairlie in the new year. Will advertise this. Also moving towards streaming community board meetings. He asked the community board for their views on this.

Damon Smith asked about security cameras in Fairlie. There was the capacity to introduce cameras in the future.

Tom O’Neill said Council has received funding for freedom camping ambassadors in the district, and also signage for freedom camping.

The community board would like to set up a Facebook page and asked for help with this. Chris Clarke said he would help them. They would also like to publish something after each meeting in the Fairlie Accessible. Sue Wilkins will be acting on this at future meetings.

The Meeting closed at 6.04pm..

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

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CHAIRPERSON

Fairlie Community Board Meeting Agenda 9 February 2023

5.3 Fairlie Community Board Engineer's Report

Author: John Mackie, Engineering Manager (Acting)

Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services

Attachments: Nil

Purpose of Report

The purpose of this report is to provide the Fairlie Community Board with general information on

Engineering activities in the Fairlie area.

Staff Recommendations

1. That the report be received.

Background

Advertising for key roles in the Engineering team have continued since the recent departure of the Engineering Manager, Roading Manager and Roading Officer, which has resulted in a number of promising interviews with potential candidates.

We continue to work with the National Transition Unit (NTU) of the Department of Internal Affairs (DIA) on their requests for information to support the 3 Waters reform programme. A part-time Transition Manager has been engaged to assist with this work, which is funded by the government.

THREE WATERS:

Water:

· All water samples tested for the Fairlie water supply over the summer have been compliant with bacteriological requirements of the New Zealand Drinking Water Standards. Compliance with the protozoa requirements will be met when the new treatment plant is commissioned in early 2024.

· The Fairlie Water Treatment Plant and Reservoir Construction Contract has been let to Filtec Ltd with a number of specialist sub-contractors involved. The first site meeting occurred on 18 January 2023. They are still in the design stage and construction is expected to begin around May.

· The contract for the construction of three bulk water filling stations in the district was recently awarded to Whitestone Ltd. The Fairlie fill station will be located at the Allandale Industrial site. These stations will be the only locations where bulk tankers can abstract water from the reticulation network (with the exception of fire service emergencies) and will ensure that the related water charges are collected.

Wastewater:

· Work is still progressing on the concept design of the pressure sewer system for the industrial area over the bridge on Allandale Road.

· Staff are working on developing a district wide policy for pressure sewer systems so that there is a consistent approach across the district for the application of this technology.

Stormwater:

· Tenders have been received for a new stormwater pipe to run down Alloway Street and Doon Street to channel most of the stormwater from Ayr Street and discharge it to the outlet on Denmark Street.

TRANSPORTATION:

· Isolated, high intensity rainfall events, that were experienced on 30 November, 20 December and 23 December 2022, inflicted significant damage to roading infrastructure in areas surrounding Fairlie, Ashwick Flat, Albury, Kimbell and Middle Valley. The worst affected areas included.

o Tiffens Bridge – Stoneleigh Rd, which sustained significant damage after isolated intense rainfall on 30 November and remains closed. An engineer’s report has been received and repairs are underway. It is anticipated that the works will be completed in early February.

o Station Creek Bridge – Plantation Rd, sustained significant damage after an isolated intense rainfall event on 23 December, and remains closed. An engineer’s report has been received and repairs are in progress. Completion of this work is expected by early February.

· Repairs are continuing on the following roads in the Fairlie/Albury areas:

o Hamilton Rd

o Monument Rd

o Morris Rd

o Middle Rd

o Plantation Rd

o Fraser Rd

o Blainslie Rd

o Gorge Rd

· New road safety signage continues to be installed across the district. Some of the signage is being installed as a result of night audits completed early in 2022, which includes chevrons and intersection warning signage.

· Road marking has commenced with completion due in the new year around the Fairlie/

Albury areas, with all intersection controls and bridge approaches being remarked as well as other programmed remarking as part of the 22/23 programme.

· The 2022/23 reseal programme is well underway. Weather affected the full delivery of programme prior to Christmas. Regent St and remaining section of Mt Nessing Rd due to be completed by end January.

DEVELOPMENT ENGINEERING

Private Developments in Progress

A substantial number of subdivision engineering approvals have been received and processed in recent weeks and great deal of development work is now underway across the district. Engineering Approvals were issued to:

· A residential subdivision development at 50 Regent St Fairlie. Resurfacing finish date 15May 2023.

· Gall Street subdivision development Fairlie, with a resurfacing finish date 15May 2023.

· Morelea Farms Limited subdivision in Clayton Road, Fairlie. Programming physical works. No program date finalised.

Miscellaneous Development Activity

UFB2 Fibre Installation Fairlie

· All sites physical works completed.

· The fibre installation walk-over was competed in Fairlie in 2022..

· A 2-year defects liability period has since commenced.

Central South Trail – Cycleway

While not a Mackenzie District Council project, the Central South Trail Trust is planning to commence work on the Fairlie to Kimbell cycleway, which will follow the fence line on the western side of SH8. Work is planned to start during the first week of February 2023. Once completed the asset will transfer to Council for maintenance.

Fairlie Community Board Meeting Agenda 9 February 2023

5.4 Parks, Facilities and Places Update

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

Tom O'Neill, Community Services & Facilities

Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services

Attachments: 1. Village Green Shelter layout draft plan ⇩

2. Village green shelter draft concept design ⇩

3. Fairlie town centre median - bins relocation draft plan ⇩

4. Mackenzie Community Centre Courtyard Lighting Layout ⇩

5. Proposed Light Style - Mackenzie Community Centre Courtyard ⇩

Purpose of Report

The purpose of this report is to provide the Fairlie Community Board with a general update on

projects and activities related to Parks, Facilities and Places in the Fairlie area.

Staff Recommendations

1. That the report on the Fairlie facilities and public places be received.

2. That the Fairlie dog park area be named “ ……. “

3. That the Community Board support the purchase of land adjoining the cemetery to extend its capacity, with acquisition of the maximum area available.

action and projects update

Fairlie Cemetery Memorial Wall and Landscaping

Staff have completed the plans, and consultation for the Ashes Circle landscaping. We are currently working on procurement of a contractor and acquiring plants for the implementation plans throughout the autumn.

The install of the Memorial Wall is also expected to occur in the next few months following its recent building consent approval.

Dog Park

Work is now complete, and the dog park was opened on the 17^th of January.

We would like to install two signs, a name sign and a behaviour/control/information sign but require direction from the Community Board as to a name for this area.

Funding of $10,000 has been identified in the 2023/24 draft Annual Plan for ongoing improvement works.

New Public Toilet

Installation of the public toilet has been delayed until 2023, due to delays with finalising agreements and consents at the Lake Pukaki site. The contract programme/price was based on the installation of all three toilets at the same time, hence we have not been able to see progress with other sites. There is also further work being undertaken by the contract team on final construction details for the Fairlie toilet.

Dump Station

The recommended location for the dump station is adjacent to the transfer station at the end of Dobson View Road.

We have circulated a letter advising property owners/businesses in this vicinity and Barwoods Transport was the only property owner to express concerns with locating the dump station at this location. Staff and members of the Community Board meet on site to discuss their concerns, which mainly related to:

· Safety concerns with traffic turning off the State Highway

· Concerns with their ability to safely enter/exit their entrance on Dobson View Road with increased traffic along this road

· Other concerns related to security, dumping and request to use their toilet etc from users of this facility

· They did not believe there was any merit in the synergy of co-location with the dump station

Progress with this site includes approval from Waka Kotahi and Arowhenua.

If we continue with this site, the next step will be application for resource consent.

Following this meeting the Community Board requested that staff investigate a site adjacent to the sewer ponds at the end of Talbot Road, partly based on new information that the Golf Club may be willing to sell a small area of land between the road the MDC sewer property which would enable an effective turning space for a dump station at this site.

As a first step in this process staff approached a previous submitter objecting to the earlier option of the Golf Club carpark. A s expected, this resident is again concerned about siting the dump station on Talbot Rd, and is likely to gain support for opposition, from other residents in Talbot Road.

In summary, the Community Board and Council will face objection from property owners in the vicinity of any location selected. The location on Dobson View Road remain staffs recommended options for reasons outlined in previous reports.

Cemetery Tree Work

Work at the Fairlie Cemetery was completed without incident in early December.

Town Centre and Village Green enhancements

The Community Board walkabout in May identified the following improvement projects:

· Village Green – Install shade shelter and seating along the north side of the playground. A draft concept layout plan has been completed and is attached for discussion. Direction is required on the style/type of shelters envisaged, as this will have a significant impact on the cost of the project.

· Town centre – On the median adjacent to the northern vehicle entrance way, improve design/functionality of the area, including relocate bins and resurfacing. A draft concept layout plan has been completed and is attached for discussion.

· Village Green playground shade sail – A community group is progressing their plans to install shade sails over the playground and are currently seeking funding. A building consent has been started, but further design details are required before finalising. We understand that the group are still to secure all the funding that they require.

Strathconan Pool

Belgravia pool manager Steve Prescott will be attending the Community Board workshop on the 23rd February to provide a briefing and answer Community Board member questions.

Further Capital Work is scheduled for the Strathconan Pool’s plant over the 2023 winter. This work is part two of a two-stage project, to increase the pools water turnover to New Zealand Water Quality Standards.

At the request of the Fairlie Lions Club for possible community projects, staff have suggested the painting of the interior of the pool to tidy up the concrete brick.

The following are attendance figures to the end of December for Fairlie Pool

Fairlie Venue Attendance	Oct - Dec
Total Swimmers October	293
Total Swimmers November	1,347
Total Swimmers December (Incl school	1,717
Venue Attendance Total	3,357
Product
Swimming Lessons	901
Swim Club	198
Additional
Inflatables	16 days
School events	421

The following is an excerpt from Belgravia’s November report:

Belgravia Leisure is pleased to present its first monthly report for Mackenzie District Council for the 2022- 2023 season. Overall attendance for the commencement of the season has been positive across both sites. School bookings in Twizel take up most of the available space during the day however that hasn’t negatively impacted members of the public to date. Lane availability is available via social media (Facebook) and is updated as bookings arise to minimise any disruption to the community. Customers have commented on the new heat pumps and warmer water which will see further increases in attendance as the summer continues.

Staff attrition rate has been high unfortunately due to the season ending and being able to retain staff into the new year. We have been able to retain 2 staff at Fairlie and employ new staff however we are going into the summer in Twizel with brand new staff and lack of interest in the community has meant we have had to send staff from various other sites across NZ to fill the gap. If Belgravia had a year-round operation this would enable them to employ and retain staff more easily. Including the operation of the Twizel Events Centre into their contract would achieve this objective. The current need to bring in staff from other parts of the country is very expensive and Belgravia are likely to want to pass this cost on at some point.

Free learn to swim lessons marketing for both pools went out end of November and was over capacity by the end of the first day. There are approx. 110 children receiving lessons this summer. It was hugely successful last summer, and lessons will be provided in Fairlie 9th – 13th January and in Twizel 23rd – 27th January. In alignment with our access and inclusion policy we have not limited lessons to a demographic of child but have also made lessons available for children with a disability and they will receive one on one lessons as part of our community access values.

Cemetery Land Purchase

Due to a change in ownership of the property adjoining the Fairlie Cemetery to the north, an opportunity to purchase part of this land has arisen. The purchase of additional land to expand the cemetery capacity would prolong its projected life that is currently only 25-30 years.

The new property owner is keen to sell some of the land but there are various options as to the size of the area council may purchase. Obviously, the more land we purchase, the better future proofing Council will have for the future capacity of the cemetery. Options range from 50 up to potentially 200 years.

Staff are working with the new property owner to determine the area of land available to purchase and will report to Council on the options. The purchase will treated as a strategic investment until land is needed for cemetery expansion. Which may happen progressively depending on the area purchased.

The Community Board is requested to confirm its support (or not) of the purchase of this land to extend the cemetery’s capacity.

Fairlie & District Wide Lighting Projects

Throughout the winter of 2022, Council staff received several Service Requests highlighting the poor lighting quality outside the Mackenzie Community Centre and Council Offices. These concerns were shared by the previous Community Board, which kickstarted this work.

As a result, initial design work for a lighting upgrade outside the Mackenzie Community Centre and Fairlie Council Offices was completed by one of our lighting experts. Plans are attached to this report, which outlines the type of lighting suggested and their proposed locations. Proposals comply with the new District Plan lighting rules.

A lighting plan for the Fairlie Cenotaph is being worked on, and a verbal update will be given at the meeting.

A contract for the district's amenity lighting maintenance is in the process of being negotiated with Netcon, who is currently contracted to maintain our street lighting network. This will ensure any new and existing lighting assets are looked after.