Emergency Waihopai Toetoe Community Board

OPEN MINUTES

Minutes of a meeting of Emergency Waihopai Toetoe Community Board held in the Memorial Hall Wyndham, 44 Balaclava Street, Wyndham on Tuesday, 27 October 2020 at 7.02pm (7.02 – 7.03pm, 9.20pm – 10.35pm).

present

Chairperson	Pam Yorke
Deputy Chairperson	Denise Fodie
Members	Pani Grey-Thomas
	Gay Munro
	Melanie Shepherd
	George Stevenson
	Andrea Straith
	Councillor Paul Duffy

IN ATTENDANCE

Councillor Julie Keast

People and Capability Manager - Janet Ellis

Committee Advisor - Fiona Dunlop

Community Partnership Leader - Karen Purdue

Extraordinary Waihopai Toetoe Community Board 27 October 2020

Adjournment of meeting

Moved Chairperson Yorke, seconded Melanie Shepherd and resolved:

That the Waihopai Toetoe Community Board adjourns the emergency meeting to reconvene at the conclusion of the ordinary meeting of the Board.

The meeting adjourned at 7.03pm.

The meeting reconvened at 9.20pm.

All members of the Board were present when the meeting reconvened.

1             Apologies

There were no apologies.

2             Leave of absence

There were no requests for leave of absence.

3             Conflict of Interest

See item 6.1 Long Term Plan 2031 - Direction Setting Report for a conflict of interest from Board member Pani Grey-Thomas.

4             Public Forum

There was no public forum.

5             Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

Reports

6.1

Long Term Plan 2031 - Direction Setting Report

Record No: R/20/10/62014

Corporate Performance Lead – Jason Domigan and Financial Accountant - Sheree Marrah were in attendance for this report.

Mr Domigan advised that the purpose of the report was for the community board to consider and the local budgets for 2021-2031 and to recommend to Council local rates for the year commencing 1 July 2021.

Conflict of interest declaration - During consideration on the report there was a discussion on the provision of a grant to the Waikawa museum.  Board member Pani Grey-Thomas declared a conflict of interest regarding the Waikawa museum.  She advised that she would not take part in discussion or vote on the matter.

Moved Chairperson Yorke, seconded Andrea the motion being recommendations a to c, d as follows (with additions as indicated) and e, f with changes (as indicated with strikethrough and underline and g.

d)          Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031 with additions/changes as follows:

Rate	Rate GST inclusive
Waihopai Toetoe Community Board rate	$252,509
Edendale/Wyndham Hall rate	$15,094
Mokoreta/Redan Hall rate	$6,046
Fortrose Hall rate	$11,771
Waikawa Hall rate	$13,608
Tokanui Hall rate	$10,061
Waihopai Toetoe Community Pool rate	$11.50 per SUIP
Woodlands Septic Tank Cleaning rate	$3,851

Fortrose street lights and associated funding be moved from the 2024/2025 year to the 2031/2032 year

The motion was put and declared CARRIED.

Board member Pani Grey-Thomas withdrew from the table due to a conflict of interest.

Moved Gay Munro seconded Deputy Chair Denise Fodie the following motion as an addition to recommendation d.

d)          Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031 with additions/changes as follows:

Addition of a grant of $1500 in all years of the 2021/2031 Long Term Plan for the Waikawa Museum (total cost over 10 years is $15,000).

The motion was put and declared CARRIED.

Board member Pani Grey-Thomas to the table.

Final Resolution

That the Waihopai Toetoe Community Board:

a)          Receives the report titled “Long Term Plan 2031 - Direction Setting Report” dated 22 October 2020.

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)          Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031 with additions/changes as follows:

Rate	Rate GST inclusive
Waihopai Toetoe Community Board rate	$252,509 $254,234 *
Edendale/Wyndham Hall rate	$15,094
Mokoreta/Redan Hall rate	$6,046
Fortrose Hall rate	$11,771
Waikawa Hall rate	$13,608
Tokanui Hall rate	$10,061
Waihopai Toetoe Community Pool rate	$11.50 per SUIP **
Woodlands Septic Tank Cleaning rate	$3,851

* This amount changed because of the addition of a grant to the Waikawa Museum

** separately used or inhabited part

Fortrose street lights and associated funding be moved from the 2024/2025 year to the 2031/2032 year

Addition of a grant of $1500 in all years of the 2021/2031 Long Term Plan for the Waikawa Museum.

e)          Recommend to Council to set a new boundary for the Waihopai Toetoe Pool rate equivalent to the Waihopai Toetoe Community Board boundary on a separately used or inhabited part basis.

f)           Recommends to Council the setting of the following Waihopai Toetoe Community Board hall fees and charges (including GST) for the year commencing 1 July 2020 2021 for inclusion in Council’s Draft 2020/2021 Annual Plan Draft 2021/2031 Long Term Plan (subject to any amendments made at the this meeting).

Fee/Charge Description	Fee/Charge (GST Incl)
Edendale-Wyndham Hall
All day hire (8 hours)	$80.00
Day and night hire (Main Hall)	$150.00 -$240.00
Committee Room (Hourly) up to 8 hours per day	$30.00
Supper Room	$30.00
Kitchen and Supper Room	$40.00
Kitchen and Committee Room	$40.00
Bond may be imposed at the discretion of the Custodian (No GST)	$1,000.00
Cleaning charge - If excessive staining of the floor and commercial cleaning is required, the cost of such will be charged to the hirer.	Actual costs incurred
Diesel heating charge	Actual costs incurred
Fortrose Hall
All day hire (8 hours)	$35.00
All day and night hire	$80.00
Mokoreta Hall
Hire (hourly)	$12.00
Cleaning (per hour)	$25.00
Heater (per hour)	$8.00
Tokanui Hall
Weddings, Cabarets, Birthday Parties & Night Hire	$100.00
All day hire (8 hours)	$70.00
Half day hire	$30.00
Regular sports team	$15.00
Occasional sports team	$20.00
Supper room	$20.00
Supper room and kitchen	$30.00
Funerals	No Charge
Chair hire (each)	$1.00
Trestles hire (each)	$10.00
Pie warmer (each)	$10.00
Cups (per drawer)	$10.00
Waikawa Hall
Hall	$200.00
Hall (no more than 4 hours)	$50.00
Meetings	$25.00
Funerals	$150.00
All day hire (8 hours)	$120.00
All day and night hire	$200.00
Social Functions (5pm to 1am)	$120.00
Lounge/supper room (all day)	$80.00
Lounge/supper room (part day)	$60.00
Meetings	$25.00
Chairs (day)	$20.00
Tables (day)	$5.00
Cleaning if required	$100.00
Heaters (per 20 minutes)	$1.00
Bond (no GST)	$50.00

g)          Identifies any significant issues/priority projects for the local area that need to be included in the Long Term Plan 2031 consultation process to encourage feedback from the local community.

The meeting concluded at 10.35pm                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waihopai Toetoe Community Board HELD ON TUESDAY 27 OCTOBER 2020.

DATE:............................................................................................

CHAIRPERSON:........................................................................