Notice is given of a Tekapo Community Board Meeting to be held on:
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Date: |
Wednesday, 10 June 2020 |
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Time: |
4.00pm |
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Location: |
Tekapo Community Hall Lake Tekapo |
AGENDA
Tekapo Community Board Meeting
10 June 2020
Note: This meeting may be digitally recorded by the minute-taker.
Tekapo Community Board Membership:
Steve Howes (Chair)
Chris Scrase
Caroll Simcox
Sharron Binns
Matt Murphy
Tekapo Community Board Meeting Agenda 10 June 2020
5.1 Minutes of Tekapo Community Board Meeting - 11 March 2020
5.2 Tekapo Community Board Financial Report
5.3 Carry Forward of Unspent 2020 Grant and Township Project Funds
5.4 New Format for Community Board Matters Under Action
5.5 General Business and Update from Councillor Representative
Mackenzie District Council Recovery Manager Phill Mackay will attend the meeting to answer questions about community welfare and recovery from the Covid-19 shut down.
5.1 Minutes of Tekapo Community Board Meeting - 11 March 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of the Last Meeting. ⇩
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That the Minutes of the Tekapo Community Board Meeting held on Wednesday 11 March 2020 be received and confirmed as an accurate record of the meeting. |
5.2 Tekapo Community Board Financial Report
File Reference:
Author: Jo Hurst, Management Accountant
Authoriser: Adrian Hodgett, Finance Manager
Attachments: 1. Tekapo Community Board
Financial Report ⇩
Purpose of Report
For the Tekapo Community Board to note the financial performance of the Tekapo community as a whole.
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1. That the report be received. |
Background
The financial report for the Community Board for the period ended April 2020, the purpose of which is to update Board members on the financial performance of the Tekapo Community as a whole for that period.
5.3 Carry Forward of Unspent 2020 Grant and Township Project Funds
Author: Charlotte Borrell, Community Facilities and Services Officer
Authoriser: Stuart Grant, Acting General Manager Operations
Attachments: Nil
Purpose of Report
For the Tekapo Community Board to consider carrying forward any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year, due to the Covid-19 restrictions having halted meetings and progress in the spending of these budgets from March 2020 to June 2020.
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1. That the report be received. |
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2. That the Tekapo Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Tekapo Community Board to progress expenditure prior to 30 June 2020. |
Background
Community Boards have regular meetings to progress Township Projects and consider Grant applications. Due to the unprecedented Covid-19 Lockdown, beginning in March this year, and with the next Community Board meeting not being held until June (the last month of the financial year), the Community Board have been unable to progress Township Projects, nor consider grant applications.
These two budgets are typically not available once the new financial year rolls over. However, it is recommended that this year any unspent monies are carried over to the 2021 financial year. This is in response to the unusually long period where progress was halted.
In addition, outdoor projects cannot be completed in winter due to climatic conditions. Any outdoor projects, like plantings, will not be able to proceed until spring.
Policy Status
Not applicable.
Significance of Decision
This decision is not significant under the Significance and Engagement Policy.
Options
Option 1: Do nothing
Option 2: Resolve to carry forward unspent Community Board Grant and Township Projects budgets to the 2021 financial year
Considerations
Legal
Not applicable.
Financial
If the funds are not carried forward to the 2021 financial year, the community will not be able to access the unspent grant monies and the Board will be hampered with reduced funds to progress Township Projects.
Other
Not applicable.
Conclusion
It would be beneficial to the community and the district as a whole to carry over unspent funds as domestic tourism becomes a focus and the community board continue making improvements in the Tekapo area for residents and visitors alike.
5.4 New Format for Community Board Matters Under Action
Author: Arlene Goss, Governance Advisor
Authoriser: Paul Numan, General Manager Corporate Services
Attachments: 1. Outstanding Actions for
Tekapo Community Board ⇩
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That the information be noted. |
Background
Community boards have maintained action lists for many years. These actions have been updated manually after each meeting by the committee administrator and sent out to council staff. This process has been time consuming and has not always worked well.
New Database
Over the lockdown period a new database to track and update actions across all committees and community boards was introduced. The database is an extended function of Infocouncil, already used by council. Therefore there was no extra financial cost.
How it works
After each meeting the database searches through the minutes and picks up any resolutions that have been passed at the meeting. It automatically adds these to the list of actions.
Any actions requested at the meeting that have not been resolved are added manually by the committee administrator. The technical term for these is “user defined actions”.
The database automatically informs the appropriate staff member that an action has been assigned to them. The staff member can then complete and sign off the action, or extend the deadline, or assign the action to another staff member. They cannot delete the action. Once the staff member has signed off the action it is removed from the list of outstanding actions but remains in the database.
At any time it is possible to run reports from the database that bring up a list of actions by committee, by staff member, by department, by key word, by township, by date or by type of action.
For example, it is possible for a staff member to bring up a list of all outstanding actions assigned to them across all of the community boards and committees. Or a community board might ask for a list of all outstanding actions by Council using the name of their township as a key word. There are many other possible search parameters.
Over the Covid-19 lockdown period the database was loaded with all the actions that have been requested this triennium (from October, 2019, onwards). As time goes on and more actions are added, this database will become more useful.
Audit Compliance
The database has been specifically designed to be used by councils in New Zealand. It meets the requirements of legislation and can be accessed by Audit New Zealand on request.
At any time, the chief executive or management can also carry out an internal audit of the action list and follow up on outstanding actions.
Conclusion
Attached to this report is a list of the outstanding actions requested by your community board since the start of the triennium. This list includes both outstanding resolutions and user defined actions.
Each action will be updated after the meeting and will come back to the next meeting unless it is completed and signed off by staff.
5.5 General Business and Update from Councillor Representative
File Reference:
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: Nil
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That the information be noted. |
general business:
The following subjects for discussion have been requested by the chairperson:
1. Gavin Marriott from Fairlie has asked for permission to put up a memorial plaque:
Greetings, again our Howes family are awaiting approval to put our plaque up somewhere. The attached photo I consider to be the best option. We await approval. We would task a Timaru stone mason to do the installation - unless there is someone in Tekapo. from Gavin Marriott JP.
2. AP20 at the ends of new boardwalks - Lake Tekapo Playground. TKCB would like to explore whether these approaches can be finished/improved.
3. Constable Brad Morton will be talking to the matter of need for CCTV / cameras.
I will invite Brad to speak in public forum, however please add this to general business in case any call for a report or decision is needed.
4. 5G Network Roll-out - Members of the public share health concerns.
There may be discussion on this agenda item during public forum however lets add to general business.
