Notice is hereby given that a Meeting of
the Tuatapere Community Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Tuesday, 1
March 2016
6pm
Waiau Hotel,
47 Main Road,
Tuatapere
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Tuatapere Community Board Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Justin Lewis
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Deputy Chairperson
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Anne Horrell
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Members
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Stephen Crack
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George Harpur
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David Norman
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Jo Sanford
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Margaret Thomas
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IN ATTENDANCE
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Area Engineer
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Leighton Hare
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Committee Advisor
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Kelly Tagg
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Terms of Reference for Community
Boards
This Community
Board is a statutory body with delegated responsibility from Southland District
Council. The board members are elected to represent their community and
advocate on behalf of their community.
It can make
decisions on:
·
Tenders for leases of
land and buildings within its area up to $10,000. For tenders above that value,
the board can make a recommendation to either the Group Manager Services and
Assets or Council’s Activities Performance Audit Committee.
·
Managing local halls
and cemeteries
·
Managing reserves,
plantings, drainage, footpaths, street lighting, camping grounds, wharves,
jetties, lakeshores and slipways, litter control
·
Stewart Island –
governance of the Stewart Island Electrical Supply Authority
·
Te Anau –
management of the Te Anau Airport Manapouri
It can make
recommendations to Council on:
·
Estimates, traffic
management, roading, recreation, elderly persons’ housing, noxious plants
control, pest destruction control, temporary road closures, local civil
defence, local welfare, waste management, economic development, resource
consent applications which are referred to the board for feedback, toilets and
local assets.
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Tuatapere Community Board
01 March 2016
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Action
Sheet 11
7.2 Works
and Finance Report to Tuatapere Community Board for the period ended 31 January
2016 13
7.3 Vacancy
- Borland Lodge Adventure & Education Trust 21
UPDATES
8.1 Areas
of Responsibilities
The following is a list of portfolios held
by each Member; Members are only required to provide updates for the portfolios
listed in bold.
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· Member Crack
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Works, Parks & Reserves, Hall, Pool redevelopment
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· Member Norman
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Tuatapere Domain, Rural Activities,
Waiau River Liaison
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· Member Horrell
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Promotion & Communication,
Playground, Youth Activities, Hall
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· Member Thomas
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Hall, Youth Activities, Promotion & Communication, Parks & Reserves
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· Member Sanford
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Borland Lodge, Community Housing, Youth Activities
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· Member Lewis
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Pool redevelopment, Works, Parks & Reserves, Amenities Trust
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· Cr Harpur
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Amenities Trust, Pool redevelopment
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8.2 Chairman's
Report
The Chairman, Member Lewis, to report on
matters with which he has been involved since the Board’s last meeting.
8.3 Councillor's
Report
Councillor Harpur to report on matters from
the District Council table.
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Board Members are
reminded of the need to be vigilant to stand aside from decision-making when a
conflict arises between their role as a member and any private or other
external interest they might have.
4 Public Forum
Notification to
speak is required by 5pm at least two days before the meeting. Further
information is available on www.southlanddc.govt.nz
or phoning 0800 732 732.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) The
reason why the item was not on the Agenda, and
(ii) The reason why the
discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a) That item
may be discussed at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution,
decision or recommendation may be made in respect of that item except to refer
that item to a subsequent meeting of the local authority for further discussion.”
6 Confirmation
of Minutes
6.1 Meeting
minutes of Tuatapere Community Board, 02 February 2016
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Tuatapere Community Board
OPEN MINUTES
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Minutes of
a meeting of Tuatapere Community Board held in the Waiau Town & Country
Club, King Street, Tuatapere on Tuesday, 2 February 2016 at 6pm.
present
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Chairperson
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Justin Lewis
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Deputy Chairperson
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Ann Horrell
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Members
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Stephen Crack
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David Norman
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Margaret Thomas
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Councillor
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George Harpur
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IN ATTENDANCE
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Area Engineer
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Leighton Hare
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Committee Advisor
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Kelly Tagg
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1 Apologies
An apology for
non-attendance was lodged by Member Sanford.
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Moved Member
Crack, seconded Member Horrell and resolved that the Tuatapere
Community Board accept the apology.
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2 Leave
of absence
No requests for
leave of absence were received.
3 Conflict
of Interest
There were no conflicts of interest declared.
4 Public
Forum
There were no members of the public seeking speaking rights in the
Public Forum section of the meeting.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Member
Thomas, seconded Member Norman
Confirms
the minutes of Tuatapere Community Board meeting held on 15 December 2015.
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Reports
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7.1
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Action Sheet
Record No: R/16/1/1240
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The
Action Sheets from the Board’s previous meetings was circulated for
Members’ information. Items arising from the Action Sheet
included the following;
Grant
request from Tuatapere Community Baths Society Inc
Ms Anne Robson (Chief Financial Officer)
wrote to the Society outlining Council’s current policy that only
allows for a 50% remission of non-service rates because the Society employees
a part-time worker.
In discussing this item, Members agreed
it was timely to revisit the matter of the distribution of the Pool Rate and
requested that the Area Officer include the relevant reports on the next
meeting agenda.
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Resolution
Moved Member Crack, seconded Member
Horrell
That the Tuatapere
Community Board:
a) Receives
the report titled “Action Sheet” dated 27 January 2016.
b) Determines
that this matter or decision be recognised as not significant in terms of
Section 76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision-making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
d) Requests
that staff provide relevant reports on the distribution of the Pool Rate for
the Board’s next meeting.
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7.2
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Works and Finance Report to Tuatapere Community Board for the
period ended 31 December 2015
Record No: R/16/1/741
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The
Works and Finance Report for the period ended 31 December 2015, was tabled.
The
Area Engineer informed the Board that SouthRoads had been appointed as the
new contractor to carry out footpath repairs in the Township.
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Resolution
Moved Member Horrell, seconded
Member Norman
That the Tuatapere
Community Board:
a) Receives
the report titled “Works and Finance Report to Tuatapere Community
Board for the period ended 31 December 2015” dated 20 January 2016.
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Updates
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8.1
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Areas of
Responsibilities
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Members
provided updates on their respective portfolios as follows;
- Member
Norman advised that several trees have fallen down on Elder Drive
following recent bad weather. The Domain Board is working with the
Department of Conservation and Council to resolve the issue.
- Member
Thomas expressed concern at the state of the walking track fence on
Ferry Road; Members agreed to conduct a site visit at the next informal
meeting. Member Thomas also provided an update on the recent
“Summer Day” event that was held in Tuatapere.
- The
meeting was advised that Member Sanford has resigned her position as
Chairperson and Trustee of the Borland Lodge Trust.
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8.2
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Chairman's
Report
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The Chairman,
Member Lewis, reported on matters with which he has been involved since the
Board’s last meeting which included discussions with Council staff
concerning the Tuatapere Railway Station.
The Chairman
also suggested the Board write to Venture Southland to express their thanks
to Ms Diana Zadravec for her efforts concerned with the upgrade of the
Tuatapere Swimming Pool; Member Horrell agreed to draft a letter for
consideration by the Board.
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8.3
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Councillor's
Report
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Councillor
Harpur reported on matters from the District Council table which included the
following;
- Draft
Annual Plan for 2017/18 is currently out for public consultation
- Attendances
at the Orawia Water Supply and Monowai Village Estimates meetings
- The
Department of Corrections is looking for a base in Tuatapere
- Attendance
at the re-opening ceremony of the Tuatapere Pool
- A
meeting concerning the possible Orawia War Memorial upgrade is pending
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7.09pm CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tuatapere Community Board HELD ON 2 FEBRUARY 2016.
DATE:...................................................................
CHAIRPERSON:...................................................
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Tuatapere Community
Board
1 March 2016
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Action Sheet
Record No: R/16/2/2540
Author: Kelly
Tagg, Committee Advisor/Customer Support Partner
Approved by: Kelly Tagg,
Committee Advisor/Customer Support Partner
☐
Decision ☐ Recommendation ☒ Information
1 The
Action Sheet from the Board’s last meeting is circulated for
Members’ information.
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Recommendation
That the Tuatapere
Community Board:
a) Receives
the report titled “Action Sheet” dated 22 February 2016.
b) Determines
that this matter or decision be recognised as not significant in terms of
Section 76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision-making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
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Attachments
a Tuatapere
Community Board Action Sheet - 1 March 2016 View
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Tuatapere
Community Board
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01 March 2016
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Tuatapere
Community Board Action Sheet
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Author
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Due Date
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Subject
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Notes
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Graeme Hall
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19/02/2016
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Tuatapere Hall painting queries and
garden sheds at Community Housing Complex.
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· The paint on the doors and windows of the RSA Hall &
Library has blistered following the external re-painting; Board Members
enquired if this work is to be remedied.
Contact
has been made with the painter who will rectify when next in the
Area. The Property Officer has also contacted Member Thomas to
discuss what is required for the internal painting project; the Property
Officer requires this information before inviting contractors to
quote. The remaining funds from the exterior painting project have
been carried forward.
· Members also enquired as to progress on the installation of
new garden sheds for the community housing complex. Preliminary costs
have come in at $700/shed plus assembly. Further work required in
order to progress this project.
· The Property Officer contacted Member Sanford who advised
Councillor Harpur is interested in assembling the sheds in order to reduce
costs.
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Diana
Zadravec
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29/03/2016
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Swimming
Pool Rate
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The Board requests that staff provide
relevant reports on the distribution of the Pool Rate for the Board's next
meeting.
Ms Zadravec will provide an updated report
for the Board’s meeting on 12 April 2016.
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Tuatapere
Community Board
1 March 2016
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Works and Finance Report to Tuatapere Community Board
for the period ended 31 January 2016
Record No: R/16/2/1621
Author: Leighton
Hare, Community Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
1 Routine
maintenance works have continued to be carried out as required.
2 Council’s
Taskforce cut grass and sprayed out most of the area along the State Highway
“Gray’s Mile” - spraying could not be completed due to
adverse weather conditions.
3 The
routine noxious/weed control along the Clifden Highway (David Norman’s
Place) was completed during the first week of February.
4 A
large tree fell down at the end of Birch Street, half in the road and half
across private property - removed by SouthRoads. A number of trees along
the river in this area are beginning to “show their age” and may
for safety reasons have to be removed. A number of trees along the river
in the Sneyd Street area are being monitored.
5 Trees
on Elder Drive - DOC were contacted by the engineer and asked to progress the
request by Member Norman for removal of tress posing a safety risk.
Area
Engineer’s Financial Comments
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Code
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Cost Centre
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Comment
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28000
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Admin
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CB member salary. Not managed by Engineer.
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28002
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Operating
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In line with YTD.
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28007
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Streetworks
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Routine contractor costs eg litter bins. $1,939 below
YTD. YTD no unforeseen maintenance required. Full Year budget
amount $5K.
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28028
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Beautification
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In line with YTD.
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28032
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Parks & Reserves
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Below YTD budget. May be required for removal of trees along
river frontage Sneyd Street area. Situation/trees are being
monitored.
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28040
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Waiau River Collection
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Dollar variance small. Percentage large and misleading -
increase from budget of $289 to actual $349 - one-off for the year.
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28048
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Tuatapere Pool rate
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$16,000 paid out - one-off large amount.
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28050
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Hall
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Property Department. Budget set for 2015/2016 year however
works/project brought forward to 2015/2016 year.
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28013
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Stormwater
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Close enough YTD.
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28007
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Street Works Capital Project
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Project in progress. Waiting for a quote from
contractor/SouthRoads.
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Comment: Overall budget is tracking as
expected.
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Water and Waste Engineer’s Report
6 The
monthly operations reports from Downer are provided to the Board secretary as
they are published. They include data on Downer’s district-wide
operations activities which is presented on a town-by-town basis.
7 For
the year to date, there has been no unplanned expenditure exceeding the
$5,000 threshold.
Financial
Considerations
Development and
Financial Contributions
8 The
table below outlines the balances of Development and Financial Contributions
for your community to date. Spending of these funds is considered by
Council staff when projects are in the planning stage. Once identified as
a potential funding source for a project, confirmation from the Group Manager
Services and Assets is sought before undertaking the project to ensure that the
relevant policy and legislative requirements are met.
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Roading Contributions
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$12,600
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Sewerage Contributions
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$10,547
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Water Contributions
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$5,578
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Te Waewae Bay Contributions
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$32,854
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Recommendation
That the Tuatapere
Community Board:
a) Receives
the report titled “Works and Finance Report to Tuatapere Community
Board for the period ended 31 January 2016” dated 15 February 2016.
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Attachments
a Tuatapere
Project List and Financial Reports, 31 January 2016 View
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Tuatapere
Community Board
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01 March 2016
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Project List
The table below shows all of the projects that are currently
planned for Tuatapere in 2015/2016. Items in Bold and Italics are
carried over from previous financial years.
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Activity
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Project Name
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Type
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Year
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Budget
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Status
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Officer’s Comment
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Community Centres
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Interior repaint
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MAINT PLAN
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2015/2016
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$46,000
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Not started
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No progress on this at
present.
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Water Supply
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Water meter on Scout Den bore
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LOS
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2015/2016
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$7,000
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Investigation
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Work quoted.
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Water Supply
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Chlorine metering
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REN
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2015/2016
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$14,187
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Investigation
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Work quoted.
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Water Supply
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Telemetry
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REN
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2015/2016
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$7,302
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Investigation
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Work quoted.
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Roading and Transport
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Footpath upgrade
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REN
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2013/2014
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$50,000
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Construction
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Construction being carried out,
Contractor is doing the work in between other projects, in conjunction with
concrete kerb (702.s)
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Roading and Transport
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Concrete kerbs
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LOS
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2013/2014
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$10,000
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Construction
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Construction being carried out,
Contractor is doing the work in between other projects. in conjunction with
concrete kerb (701.s)
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Tuatapere
Community Board
1 March 2016
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Vacancy - Borland Lodge Adventure & Education
Trust
Record No: R/16/2/2225
Author: Kelly
Tagg, Committee Advisor/Customer Support Partner
Approved by: Rex Capil,
Group Manager, Community and Futures
☐
Decision ☐ Recommendation ☒ Information
1 The
Borland Lodge Adventure & Education Trust has advised there is a vacancy on
the Trust for a representative of the Tuatapere Community Board.
2 The
Board is advised that this vacancy was created due to the resignation of Member
Sanford.
3 The
Tuatapere Community Board is entitled to a representative on the Trust.
4 A
copy of the communication from the Trust is circulated.
5 Member
Thomas has advised that she would be interested in taking up this role.
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Recommendation
That the Tuatapere Community
Board:
a) Receives
the report titled “Vacancy - Borland Lodge Adventure & Education
Trust” dated 19 February 2016.
b) Considers
a replacement to fill the vacancy on the Borland Lodge Adventure and
Education Trust.
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Attachments
a Request
for nomination or recommendation of Tuatapere Community Board member to fill
vacancy - Borland Lodge Adventure and Education Trust View
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Tuatapere
Community Board
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01 March 2016
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