2. CONFIRMATION OF STATUS OF AGENDA ITEMS. Meeting held on 15 March Discretionary Fund Report to 30 April

Transcription

1 1 Agenda for a meeting of the Huntly Community Board to be held in the Riverside Room, Civic Centre, Main Street, Huntly on TUESDAY 17 MAY 2016 commencing at 6.00pm. Information and recommendations are included in the reports to assist the Board in the decision making process and may not constitute Council s decision or policy until considered by the Board. 1. APOLOGIES AND LEAVE OF ABSENCE 2. CONFIRMATION OF STATUS OF AGENDA ITEMS 3. DISCLOSURES OF INTEREST 4. CONFIRMATION OF MINUTES Meeting held on 15 March MATTERS ARISING FROM MINUTES 6. REPORTS 6.1 Discretionary Fund Report to 30 April Application for Funding: - Perry Outdoor Education Trust Refuse and Recycling Changes (Marie Mc attending) Placemaking in the District Huntly Community Board Focus Annual Plan 2016/ Draft Plaques, Memorials and Monuments Policy Huntly Issues and Works Report Councillors Report Verbal G J Ion CHIEF EXECUTIVE agenda2016\hcb\160517_hcb_agendaop.docx Waikato District Council Huntly Community Board 1 Agenda: 17 May 2016

2 2 Open Meeting To Huntly Community Board From GJ Ion Chief Executive Date 24 March 2016 Prepared By JP Davies Committee Secretary Chief Executive Approved Y DWS Document Set # Report Title Confirmation of Minutes March Executive Summary The minutes of a meeting of the Huntly Community Board held on Tuesday 15 March 2016 are submitted for confirmation. 2. Recommendation THAT the minutes of a meeting of the Huntly Community Board held on Tuesday 15 March 2016 be confirmed as a true and correct record of that meeting. Attachment - Minutes Page 1 of 1 Version 2.0

3 3 MINUTES of a meeting of the Huntly Community Board held in the Riverside Room, Civic Centre, Main Street, Huntly on TUESDAY 15 MARCH 2016 commencing at 6.00pm. Present Mrs S Stewart (Chairperson) Cr SD Lynch Ms K Bredenbeck Mrs SA Boyde Mr R Farrar Mrs D Lamb Attending Mr TG Whittaker (General Manager Strategy & Support) Mrs RJ Gray (Council Support Manager) Ms L van den Bemd (Community Development Co-ordinator) Representative from Lightfoot Trust Ms M Russo (Corporate Planner) Ms S Kelly (Youth Engagement Officer) HCB1603/01 APOLOGIES AND LEAVE OF ABSENCE Resolved: (Ms Bredenbeck/Cr Lynch) THAT an apology be received from and leave of absence granted to Cr Tait and Mr Mounsey. CARRIED on the voices HCB1603/02 HCB1603/02/1 CONFIRMATION OF STATUS OF AGENDA ITEMS Resolved: (Mrs Boyde/Mrs Lamb) THAT the agenda for a meeting of the Huntly Community Board held on 15 March 2016 be confirmed and all items therein be considered in open meeting; AND THAT in accordance with Standing Order the order of business be changed with agenda item 6.5 [Update on Youth Engagement in Huntly] being considered after agenda item 6.2. CARRIED on the voices Waikato District Council Huntly Community Board 1 Minutes: 15 March 2016

4 4 HCB1603/03 DISCLOSURES OF INTEREST There were no declarations of interest noted. HCB1603/04 CONFIRMATION OF MINUTES Resolved: (Cr Lynch/Mr Farrar) THAT the minutes of a meeting of the Huntly Community Board held on 16 February 2016 be confirmed as a true and correct record of that meeting. CARRIED on the voices HCB1603/05 HCB1603/05/1 MATTERS ARISING FROM THE MINUTES Survey Result Engagement with Community Boards [HCB1602/06/4] It was noted that all board members had completed the survey request on engagement with community boards last month in which the Chair expressed her thanks to them. HCB1603/05/2 Discretionary Fund [HCB1602/06/3] The outstanding commitment of $ for the Lower Waikato Trout Fishing Club would be paid upon receipt of the application form as requested. HCB1603/06 HCB1603/06/1 REPORTS Discretionary Fund Report to 29 February 2016 Agenda Item: 6.1 Resolved: (Mrs Boyde/Ms Bredenbeck) THAT the report of the General Manager Strategy & Support Discretionary Fund Report to 29 February 2016 be received. CARRIED on the voices HCB1603/06/1/1 Resolved: (Mrs Stewart/Ms Bredenbeck) THAT the amount of $ be paid for the placement of names on the Rock of Recognition. CARRIED on the voices Waikato District Council Huntly Community Board 2 Minutes: 15 March 2016

5 5 HCB1603/06/2 Application for Funding Project Lightfoot Trust Agenda Item: 6.2 A representative from the Lightfoot Trust provided some background information regarding the Lightfoot programme. Resolved: (Ms Bredenbeck/Mrs Lamb) THAT the report of the General Manager Strategy & Support Application for Funding Project Lightfoot Trust be received; AND THAT an allocation of $ be made to the Project Lightfoot Trust towards the cost of the energy efficient and water saving programme for the Taniwharau Rugby Club. CARRIED on the voices Cr Lynch requested her dissenting vote be recorded. HCB1603/06/3 Update on Youth Engagement in Huntly Agenda Item: 6.5 The Youth Engagement Advisor spoke of working towards establishing a small project team in the Huntly area to provide support and advice to the youth. Members of the community have been identified for this group and a meeting will be held on 23 March 2016 at the Inspire Hub. Resolved: (Cr Lynch/Mrs Lamb) THAT the report of the General Manager Strategy & Support Update on Youth Engagement in Huntly be received. CARRIED on the voices HCB1603/06/4 Huntly Community Plan Implementation Update Agenda Item: 6.3 The Corporate Planner introduced herself to the members and answered questions. Discussion was held on review dates and the Chair proposed to hold a workshop for a further discussion on the community plan 12 April 2016 at 6pm. The Project Manager for Spatial Planning and Structure Plans is requested to confirm district plan items for the workshop. It was agreed to include a report for this item in the agenda each month. Resolved: (Ms Lamb/Mrs Boyde) THAT the report of the General Manager Strategy & Support - Huntly Community Plan - Implementation update - be received. CARRIED on the voices Waikato District Council Huntly Community Board 3 Minutes: 15 March 2016

6 6 HCB1603/06/5 Freedom Camping Bylaw Agenda Item: 6.4 Resolved: (Ms Bredenbeck/Mrs Lamb) THAT the report of the General Manager Customer Support Freedom Camping Bylaw be received; AND THAT the Community Board confirms there are no exclusions to be included in the bylaw. CARRIED on the voices HCB1603/06/6 Huntly Works & Issues Report Agenda Item: 6.6 Additional Items: - continued concern with the town appearance cleaning, mowing, edges, footpaths Resolved: (Mrs Boyde/Mrs Lamb) THAT the report of the General Manager Strategy & Support Works & Issues Report be received. CARRIED on the voices HCB1603/06/7 Minutes of Rahui Pokeka Rangatahi Networking Hui on 26 February 2016 Agenda Item: 6.7 Resolved: (Mrs Lamb/Ms Bredenbeck) THAT the report of the General Manager Strategy & Support Minutes of Rahui Pokeka Rangatahi Networking Hui on 26 February 2016 be received. CARRIED on the voices HCB1603/06/8 Chairperson s Report Agenda Item: 6.8 Tabled: Report by the Chair Discussion was held on the report and also on neighbourhood watch. Waikato District Council Huntly Community Board 4 Minutes: 15 March 2016

7 7 HCB1603/06/9 Councillor s Report Agenda Item: 6.8 Cr Lynch provided an update on current Council issues. There being no further business, the meeting was declared closed at 7.24pm. Minutes approved and confirmed this day of S Stewart (Mrs) CHAIRPERSON Minutes2016/HCB/160315_HCB_M.docx Waikato District Council Huntly Community Board 5 Minutes: 15 March 2016

8 8 Open Meeting To Huntly Community Board From TG Whittaker General Manager Strategy & Support Date 02 May 2016 Prepared by J Calambuhay Management Accountant Chief Executive Approved Y DWS Document Set # Report Title Discretionary Fund Report to 30 April EXECUTIVE SUMMARY To update the Board on the Discretionary Fund Report to 30 April RECOMMENDATION THAT the report from the General Manager Strategy & Support Discretionary Fund Report to 30 April 2016 be received. 3. ATTACHMENTS Discretionary Fund Report to 30 April 2016 Page 1 Version 4.0

9 HUNTLY COMMUNITY BOARD DISCRETIONARY FUND 2015/16 GL GL /16 Annual Plan 24, Carry forward from 2014/15 24, Total Funding 48, Expenditure Resolution No. 1/07/2015 Frank McInally - removal and controlling of graffiti - July 2015 HCB1506/06/ /07/2015 R Thurston - for vehicle running costs in removing graffiti - July 2015 HCB1411/06/ /08/2015 Frank McInally - removal and controlling of graffiti - August 2015 HCB1506/06/ /08/2015 R Thurston - for vehicle running costs in removing graffiti - August 2015 HCB1411/06/ /09/2015 Frank McInally - removal and controlling of graffiti - September 2015 HCB1506/06/ /09/2015 R Thurston - for vehicle running costs in removing graffiti - September 2015 HCB1411/06/ /10/2015 Frank McInally - removal and controlling of graffiti - October 2015 HCB1506/06/ /09/2015 North Waikato Transport Group - fund a community wellness vehicle HCB1508/06/3 5, /10/2015 R Thurston - for vehicle running costs in removing graffiti - October 2015 HCB1411/06/ /10/2015 Let's Get Together - towards cost of purchasing new Christmas-themed flags HCB1508/06/ /11/2015 Frank McInally - removal and controlling of graffiti - November 2015 HCB1506/06/ /11/2015 R Thurston - for vehicle running costs in removing graffiti - November 2015 HCB1411/06/ /11/2015 End of year function - Haven Catering HCB1511/06/1/ /11/2015 Lakeside Christian Life Centre -Community Christmas Carols event HCB1511/06/3 1, /11/2015 Huntly Aquatic Centre - hosting a triathlon event for the children of Huntly HCB1511/06/4 2, /12/2015 Frank McInally - removal and controlling of graffiti - December 2015 HCB1506/06/ /12/2015 R Thurston - for vehicle running costs in removing graffiti - December 2015 HCB1411/06/ /12/2015 S Stewart - End of year function costs HCB1511/06/1/ /01/2016 Frank McInally - removal and controlling of graffiti - January 2016 HCB1506/06/ /01/2016 R Thurston - for vehicle running costs in removing graffiti - January 2016 HCB1411/06/ /02/2016 Frank McInally - removal and controlling of graffiti - February 2016 HCB1506/06/ /02/2016 R Thurston - for vehicle running costs in removing graffiti - February 2016 HCB1411/06/ /02/2016 Huntly RSA Inc. - towards cost of commemorating the Anzac Day Service HCB1503/06/2 1, /03/2016 Frank McInally - removal and controlling of graffiti - March 2016 HCB1506/06/ /03/2016 R Thurston - for vehicle running costs in removing graffiti - March 2016 HCB1411/06/ /03/2016 Haven Funerals - Placement of names on the Rock of Recognition HCB1603/06/1/ /04/2016 Frank McInally - removal and controlling of graffiti - April 2016 HCB1506/06/ /04/2016 R Thurston - for vehicle running costs in removing graffiti - April 2016 HCB1411/06/ Total Expenditure 18, Net Funding Remaining (Excluding commitments) 30, Commitments 18/11/2014 Robin Thurston - for vehicle running costs in removing graffiti 4, (HCB1411/06/8) (4,000.00) /06/2015 Frank McInally - removal and controlling of graffiti (to provide a quarterly report) 2, (HCB1506/06/5) (2,000.00) /09/2015 Lower Waikato Trout Fishing Club (HCB1509/06/2) 17/11/2015 Huntly Events Committee - towards the cost of the community Christmas parade 2, (HCB1511/06/2) 15/03/2016 Project Lightfoot Trust - towards the costof enery efficient and water saving programme for the Taniwharau Rugby Club (HCB1603/06/2) 9 Total Commitments 4, Net Funding Remaining (Including commitments) as of 30 April , mjc, 4/05/2016

10 10 Open Meeting To Huntly Community Board From TG Whittaker General Manager Strategy & Support Date 18 April 2016 Prepared by L van den Bemd Community Development Coordinator Chief Executive Approved Y DWS Document Set # Report Title Application for Funding Perry Outdoor Education Trust 1. EXECUTIVE SUMMARY The purpose of this report is to present an application for funding from Perry Outdoor Educaton Trust towards the cost of the Huntly College Year 9 & 10 outdoor education programme. 2. RECOMMENDATION THAT the report from the General Manager Strategy & Support Application for Funding Perry Outdoor Education Trust be received; AND THAT an allocation of $5, is made towards the cost of Huntly College Year 9 & 10 outdoor education programme; OR AND THAT the request from Perry Outdoor Education Trust towards the cost of Huntly College Year 9 & 10 outdoor education programme is declined / deferred until. for the following reasons: 3. BACKGROUND The Perry Outdoor Education Trust wants to facilitate a citizenship camp programme aimed at school students (year 9 to 13) from Huntly College. The camp promotes outdoor education development for students and teachers. It encourages the teachers to support students to conduct their own outdoor camps close by to where the students live so they can learn how to become self-sufficient and connect to the great outdoors. The teachers are there to ensure the camp is a safe (with appropriate first aid) and fun place to be. Page 1 Version 4.0

11 11 The Huntly College School camps have been running successfully for 10 years. 4. OPTIONS CONSIDERED 1) That the application is approved and an allocation of partial or full funding requested by made. 2) That the application is declined. 3) That the application is deferred. 5. FINANCIAL Funding is available to allocate for the year. The project is noted to cost $32, The Perry Outdoor Education Trust is seeking funding of $5, towards the cost of Huntly College Year 9 & 10 outdoor education programme. GST Registered Set of Accounts supplied Previous funding has been received by this organisation Yes Yes No 6. POLICY The application meets the criteria set in the Policy one of which is that grants up to $5, can be funded up to 100% at the discretion of the relevant Community Board or Committee or Council s Discretionary & Funding Committee. For grants above $5, a funding cap of 75% of the total project cost applies (whichever is the greater) the total amount granted is at the discretion of the Committee / Board to which the grant is assigned. 7. CONCLUSION Consideration by the Huntly Community Board is required with regard to this funding request. 8. ATTACHMENTS Application for Funding Page 2 Version 4.0

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69 69 Open Meeting To All Community Boards (excluding Raglan) and Community Committees From TN Harty General Manager Service Delivery Date 3 March 2016 Prepared by M McIntyre Operations Team Leader, Waters Chief Executive Approved Y DWS Document Set # Report Title Refuse and Recycling Changes 1 Executive Summary This report is to advise the Board/Committee that the Operations Team Leader (Waters), Marie McIntyre, from the Service Delivery Group of the Waikato District Council will be in attendance at the meeting to provide an update on Refuse & Recycling Changes. 2 Recommendation THAT the report of the General Manager Service Delivery Refuse & Recycling Changes be received. 3 Attachments N/A

70 70 Open Meeting To Huntly Community Board From TG Whittaker General Manager Strategy & Support Date 1 May 2016 Prepared by L van den Bemd Community Development Co-ordinator B Connolly Senior Policy Planner Chief Executive Approved Y DWS Document Set # Report Title Placemaking in the district 1. EXECUTIVE SUMMARY Council has adopted a Placemaking Strategy and the purpose of this report is to advise communities on how Placemaking will be implemented and undertaken in the future. Feedback received from communities has indicated that they wish to take greater ownership and undertake projects within their communities that are reflective of their areas. Placemaking is an important initiative through which these communities can be supported to empower themselves to create social spaces. To facilitate this process Council has established the Community Placemaking Team (CPT) who will work with communities to identify and implement Placemaking projects. The Placemaking Strategy and the accompanying documents have been developed to provide direction to Council while enabling the community to undertake projects that will help build a greater sense of community and civic pride. The Placemaking concept relates to public open spaces and enables an area to become a creative interactive place. These projects involve partnerships between Council and community groups or individuals. The philosophy behind Placemaking is that projects are owned and driven by the community. For these projects to be successful Council and the groups or individuals need to work together. This concept is also a great way for Council to be seen to be engaging with communities to proactively develop creative social spaces. This will also directly support Council s 2020 Challenge of having the most engaged community in New Zealand. Over the coming months the CPT will engage with communities (including youth) on projects that can be undertaken in line with the guidelines. Once a project has been accepted and approved a project contract letter will be provided to applicants outlining all details of how the project is to be undertaken. Page 1 Version 4.0

71 71 The CPT consists of Lianne van den Bemd, Community Development Co-ordinator and Betty Connolly, Senior Policy Planner, and they will be co-ordinating the projects around the district. Other staff will be available when required. Huntly Community Board Placemaking projects Council acknowledges the progress that this Board has already taken in respect of Placemaking and the draft plan already developed. To enable the draft plan to progress the appropriate documentation as attached is to be completed with the CPT. It is recommended that this documentation is completed and discussed with the CPT by Tuesday 24 May 2106 to enable the board to meet their time frame of 3 months for stage one. CPT will be available to assist. 2. RECOMMENDATION THAT the report from the General Manager Strategy & Support be received; AND THAT the board completes the required documentation by Tuesday 24 May 2016 to enable the Board to meet their time frame of 3 months for stage one. 3. ATTACHMENTS Placemaking Implementation Plan Placemaking Project Plan Placemaking Guidelines and Placemaking Assessment Sheet Page 2 Version 4.0

72 72 Placemaking Assessment Sheet: Assessment Committee: Gordon Bailey, Lianne van den Bemd, Betty Connolly, Andrew Corkill, Vishal Ramduny. In which community will the project take place: Is this being undertaken by a Group or an Individual: What and where is the preferred site: Are there any reasons why the project can not go ahead on this site (eg has the site been identified by council for other activities or uses/ is it a leased site): What is the expectation of Council involvement: Are there Council requirements e.g. building consents: What resources are required to complete the project recycled/upcycled/new and where will these be sought? Is the budget realistic and is there funding available (internal or external): What is the projected life span of the project: (eg long or short term - six months/permanent) Who will be responsible for ongoing maintenance and what are the estimated maintenance costs, if applicable: When will the project commence, are there stages to the project:

73 73 Does the project fit with surrounding landscape/streetscapes or is there scope flexibility: Has resilience to vandalism and graffiti been considered as part of the project plan: Has there been any community input into the proposal: Have Health and Safety requirements been taken into account in the implementation phase and in the completed project:

74 74 Placemaking guidelines for community identified projects in the public space. Building communities and creating places outlines a plan of action that will guide communities and Council in creating vibrant, caring, creative and sustainable public places around the district. These guidelines provide the foundation for a positive and proactive approach to Placemaking in the Waikato District. Community placemaking projects occur on public open spaces and develop an area from a space into a creative interactive place. They involve partnerships between Council and community groups or individuals. For these projects to be successful Council and the groups or individuals involved need to be open to working together. The Community Placemaking Team (CPT) is a team operating from within council with the aim to assist communities in developing creative spaces. What is public space? All road reserve, reserves, esplanades, playgrounds, walkways, cycleways, cemeteries, community facilities or town centres are administered by Council on behalf of the community. Placemaking projects can occur inside public facilities e.g. libraries or outside e.g. walkways. Projects cannot occur in sensitive areas such as cemeteries or historic sites. Commemoration of significant regional or national events must be approved by Council. Some Council reserves are leased to third parties and will require further consideration. Creating a Project Plan The expectation of these projects is that the group will undertake the majority of the project and materials are sourced where possible using the reuse/upcycle philosophy. Projects can be short term (e.g. 6 months) or long term (e.g. 10 years). Any project will be subject to CPT endorsement prior to commencement. The following steps need to be considered: 1. Identify the project idea and contact a member of the CPT to discuss and develop your idea further. 2. Form your community group (the worker bees) to brainstorm your idea with the vision to create a draft project plan. (The CPT can help you with this). 3. The draft project plan should include enough detail to enable the CPT to determine the scope and any staff who will need to be assigned to help you. 4. Once the project plan has been reviewed by the CPT you may be required to present your ideas to the Council team assigned to the project. This team will provide guidance in regards to issues they may have identified, e.g. height restrictions or safety issues that may impact on your project. It may be necessary for you to discuss your project with other parties e.g. local community board. Part of this review will be to ensure that Health and Safety requirements are met. The CPT will help you with any further information that you have been requested to provide.

75 75 5. The CPT will provide final approval and confirmation in writing of the scope of your project and the agreement to which all parties will be bound. 6. Once the Council and community group/individual accept and sign off on the project scope the project can commence. What to consider in a Project Plan: The attached template will guide you when formulating your Project Plan. Use the prompts below as a guide. Materials upcycled and new Durability and construction of objects Costs Funding Ongoing maintenance Health and safety of objects and workers Removal/dismantling if a defined time project Visual impression Community sensitivity Location Worker bees/labour Weather vulnerability Local support/opposition Is the project enhancing and embracing the community Authenticity of information for projects that relate to commemorative events Timeframe Stages of any development Moving forward The CPT have been appointed by Council to help, not hinder, communities in the Waikato District. Your project should be able to be established speedily if the guidelines above are considered and taken into account. Community Placemaking Team: Lianne Van Den Bemd Community Development Co-ordinator lianne.vandenbemd@waidc.govt.nz Ph: DDI Betty Senior Policy Planner betty.connolly@waidc.govt.nz Ph: DDI Connolly

76 76 Placemaking Implementation Plan Project Sponsor: Tony Whittaker Project Manager: Betty Connolly Business Owner: Vishal Ramduny Project Co-ordinator Lianne van den Bemd Printed: 2 November PROJECT STATEMENT Community Placemaking projects occur on public open spaces and develop an area from a space into a creative interactive place. It involves partnerships between Council and community groups or individuals. Placemaking inspires people to collectively reimagine and reinvent public spaces as the heart of every community thereby strengthening the connection between people and the places they share. 2. CONSTRAINTS / ASSUMPTIONS Projects don t necessarily fit with Council conceived ideals. The space will be indicative of community desire outcome. Health and Safety requirements. 4. RISKS THREATS (T) / OPPORTUNITIES (O) Risks: Health and safety compliance not met. Communities may not always engage with the end result. Internal council staff not understanding community needs. Internal departments do not communicate their placemaking ideas. Opportunities: The district will be seen as a unique place to live and visit. Provides the platform to engage with our local communities without perceived constraints by Council departments. 3. PROJECT SCOPE In-Scope Projects will create unique places for the local community which is reflective of each area. These can be undertaken by community groups or individuals in a partnership with Council, community boards and committees. To ensure a project is robust the feasibility of each project will be assessed. Out-of-Scope Projects involving sites of significance or commemorative events and in some cases reserves leased from Council. 5. MILESTONES / TASKS: Description Responsibility Finish Date Acceptance by Executive Team of delivery of the strategy BMC/LMV Acceptance by Council BMC/LMV Information reports to community committees and boards BMC/LMV February 2016 Placemaking webpage development LMV December 2015 Roadshow BMC/LMV March 2016 Huntly Garden Place Project BMC/LMV Ongoing Raglan Town Projects BMC/LMV Ongoing Staff community project BMC/LMV March OUTPUT MEASURES Demonstrable progress made against identified Placemaking projects in accordance with individual departments respective project plans Projects are owned by the communities from concept stage through to implementation and maintenance. Projects are well used/received by the local community as demonstrated by their use.

77 77 Placemaking Project Plan Important notes for applicant: It is recommended that, prior to submitting your plan you contact a member of the Community Placemaking Team (CPT) to discuss your project. Please read the Guidelines attached to this plan to help you through the process of planning your project. Please ensure you complete the checklist on page 4. Where will your project occur? Section 1 Your details Name of group or individual Address: (Postal) Contact name, phone number/s and address

78 78 Section 2 Your project Where will your project take place? What will your project be? (please provide a description of the proposed project including sketches etc.) Who will be involved in your project? (individuals, groups, volunteers or contractors) How will the project enhance the use of this area by the community? What is the projected life span of the project on completion eg permanent or up to six months. Page 2

79 79 Section 3 - Resource requirements Please describe what material / resources are to be used in creating your project e.g. are these upcycled/recycled or new. How will the cost of the project be met? e.g. donated resources, fundraising, donated labour time, other sources of funding (e.g. community funding, external funding agencies). Page 3

80 80 Checklist Please ensure you attach the completed checklist with your application. Items Required Enclosed Read and understood the guidelines document Discussed your project with the CPT Have you considered H&S aspects in creating your project Completed Section 1 Your details Completed Section 2 Project details Completed Section 3 Resource and cost requirements Enclosed any further documentation that may be relevant e.g. sketches, maps etc. Community Placemaking Team contact details Lianne Van Den Bemd Community Development Co-ordinator lianne.vandenbemd@waidc.govt.nz Ph: DDI Betty Connolly Senior Policy Planner betty.connolly@waidc.govt.nz Ph: DDI Page 4

81 81 Open Meeting To Huntly Community Board From TG Whittaker General Manager Strategy & Support Date 04 May 2016 Chief Executive Approved Y DWS Document Set # Report Title Huntly Community Board Focus 1. EXECUTIVE SUMMARY The Board had a workshop in April 2016 whereby it committed to the attached actions for the next three months. This report is to record those actions. 2. RECOMMENDATION THAT the report from the General Manager Strategy & Support Huntly Community Board Focus be received. 3. ATTACHMENTS Huntly Community Board Focus April 2016 Page 1 Version 4.0

82 82 Huntly Community Board Focus April 2016 Stage One: Actions committed to within next three months: Installation of two We Love Our Town signs. Seating around the tree in garden place. Move skips to the BNZ plaza. BBQ table and umbrella at the northern end of the Main Street. Paint toilets by BNZ plaza black to tie in more with the historical theme of the area. Placement of historical windows down the alleyway by Harcourts; paving to be lifted and mondo grass planted (this does not require mowing); relay some of the lifted pavers to provide a path to a seat at the end of the alleyway. Piano and to be painted and placed on a trolley. Stage Two: Actions committed to within the next six months: Cutouts to be placed at various points in our Main Street of wellknown members of community. Consider better placement of seating. Ensure lighting in gardens is brought back up to scratch and maintained. It is agreed that moving forward funding applications should be in line with this focus document and forms the basis of any funding decisions. Page 2 Version 4.0

83 83 Open Meeting To Huntly Community Board From TG Whittaker General Manager Strategy & Support Date 26 April 2016 Prepared by S Monrad Corporate Planner Chief Executive Approved Y DWS Document Set # Report Title Annual Plan 2016/17 1. EXECUTIVE SUMMARY Every three years Waikato District Council produces a Long Term Plan (LTP). An annual plan is then produced in the two years between each LTP and outlines what we intend to achieve in each of those financial years, how much it will cost, and how it will be funded (including the setting of rates). Although nothing has significantly changed from what was planned in Year 2 of the LTP and there is no legislative requirement for Council to be undertaking community consultation or holding hearings on the Annual Plan 2016/2017, we will still talk to you about what we have planned for 2016/2017. Council has recently sent a flyer (attachment 1) to all ratepayers in the Huntly ward outlining the annual plan process, a ward map which identifies what projects are planned has also ben produced (attachment 2). Communication was sent to the Community Board in December 2015 indicating that if community groups intend to seek funding for community projects or events from Council, the information about the various funding sources available can be found on the community funding page of Council s website: 2. RECOMMENDATION THAT the report from the General Manager Strategy & Support - Annual Plan 2016/17 - be received. 3. ATTACHMENTS Attachment 1: Flyer which accompanied the rates notice Attachment 2: Huntly Ward map showing projects to be delivered in 2016/17. Page 1 Version 4.0

84 ANNUAL PLAN : NO SURPRISES 84 THIS YEAR WE RE DOING THINGS A BIT DIFFERENT Every three years Waikato District Council produces a Long Term Plan. An Annual Plan is then produced in the two years between each Long Term Plan and outlines what we intend to achieve in each of those financial years, how much it will cost, and how it will be funded (including the setting of rates). Since we ve recently talked to you about what you want in your district as part of the Long Term Plan consultation process in 2015 (and because nothing has changed) we won t be undertaking community consultation or holding hearings on the Annual Plan but we will still be out talking to you about what s happening. z The projects that the community agreed on as part of our Long Term Plan haven t changed. z We ll still prepare an Annual Plan but we won t be preparing a consultation document. This allows us to focus on those Long Term Plan projects. z We ll still be engaging with you on relevant projects. This allows us to have better, localised engagement with communities that are affected. z If you re intending to seek funding for community projects or events from council, you ll find information about the various sources available on the community funding page of our website: Whats the impact on your rates? You can check out our rates calculator on our website TURN OVER TO SEE WHAT PROJECTS ARE PLANNED IN YOUR AREA consult@waidc.govt.nz

85 SH22 HUNTLY WARD Glen Murray Rd 85 RANGIRIRI Lake Waikare Lake Whangape Te Ohaki Rd Lake Rotongaro Waikato River SH1 Tahuna Rd OHINEWAI ONEWHERO-TE AKAU Hetherington Rd HUNTLY Lake Kimihia Lake Waahi Harris St Rotowaro Rd HUKANUI-WAERENGA Riverview Rd SH1 Orini Rd TAUPIRI SH1B Great South Rd SH1 KEY KEY Water Supply Roading Waste Water Community Centre Renewal Transfer Station Upgrade KEY HUNTLY PROJECTS FOR 2016/17 This map indicates some of the key projects that will be happening in your area in 2016/17. These include: z 21km of road resurfacing z 170m of road pavement rehabilitation For specific information about what s happening in your area, please see our Long Term Plan. You ll find this on our website:

86 86 ANNUAL PLAN 2016/17 WE ARE DOING THINGS A BIT DIFFERENT THIS YEAR Every three years Council produces a Long Term Plan. An Annual Plan is then produced in the two years between each Long Term Plan and outlines what we intend to achieve in each of those financial years, how much it will cost, and how it will be funded (including the setting of rates). Since we ve recently talked to you about what you want in your district as part of the Long Term Plan consultation process in 2015 and because nothing has changed we won t be undertaking community consultation or holding hearings on the Annual Plan but we will still be out talking to you about what s happening. z The projects that the community agreed on as part of our Long Term Plan haven t changed. z We ll still prepare an Annual Plan but not a consultation document for efficiency to allow us to focus on those LTP projects. z We ll still be engaging with you on relevant projects. This allows us to have better, localised engagement with communities that are affected by any projects. z If you are intending to seek funding for community projects or events from Council, we d like to ensure you re aware of the various options available. Information about the various sources are available on the community funding page of our website: Whats the impact on your rates? You can check out our rates calculator on our website How do I find out what projects are planned in my area in the next 12 months? Visit our Annual Plan page STAY UPDATED: consult@waidc.govt.nz

87 87 Open Meeting To All Community Boards and Committees From TN Harty General Manager Service Delivery Date 19 April 2016 Prepared By G Bailey Open Spaces Operations Team Leader Chief Executive Approved Y DWS Document Set # Report Title Draft Plaques, Memorials and Monuments Policy 1. Executive Summary Council regularly receives requests from the public to install memorials and plaques within parks. These can range from trees to seats or artwork. Some areas, such as Raglan, are very popular for such requests, so much so that some areas risk becoming over memorialised. To assist staff better manage and deal appropriately and fairly with requests, it is recommended a policy is developed. A review of other Local Authorities indicates many have a policy for plaques and memorials. Cemetery plaques and memorials are not included in this draft policy. At its February 2016 meeting Council supported the draft policy and directed staff to engage with the local Boards and Committees and report back. 2. Recommendation THAT the report of the General Manager Service Delivery be received; AND THAT the.. Community Board/Committee provide feedback to staff on the content of the proposed policy; AND FURTHER THAT feedback be provided to the Open Spaces Team Leader by 31 May Background This draft policy provides Community Boards and Committees an opportunity to guide the development of how Council will deal with requests from the public for installation of memorials and plaques in parks. Staff regularly receives requests from customers to install some form of memorial to a loved one, a prominent member of the community or to recognise a significant event. Currently staff have no guidelines to assist in ensuring all applications are treated equitably and that applications reflect the surrounding environment and are fit for purpose. There is also no clarity around costs and on-going maintenance responsibilities. Page 1 of 3 Version 2.0

88 4. Discussion 88 A policy would outline an equitable process for the Council, and the Community to follow when new plaques, memorials and monuments are proposed. The purpose of a policy is to prevent ad hoc, prolific, inappropriate or widely varying placement of plaques, memorials and monuments at public sites in the Waikato District. The policy would cover all plaques and memorials placed on land, buildings or property that the Council owns or has control of. This type of policy is in place in a large number of Local Authorities around the country and is not causing any concerns or impediments for communities. No existing Council policy covers the issue identified in this report. Cemeteries are not included in this policy as they are covered under Cemetery Bylaws. 5. Considerations The following key points from the draft policy should be noted for comment and consideration: No new memorial or plaque will be considered that commemorates a person, event or occasion already memorialised unless there are exceptional circumstances. Approval would be dependent on the suitability of the site for the item. If an application for a personal memorial is declined, Council s decision is final. Subjects will be generally limited to individuals who have lived in or have a special association with the District. All materials used for plaques, memorials and monuments should have a minimum service life of 50 years as detailed in Section 2, NZS 4242:1995 Headstones and Cemetery Monuments. Any proposal that incorporates sculptural reliefs or is an artistic work will be referred to Council s Community Development Coordinator for consideration. Commemorative Trees with Plaques - for commemoration of dignitaries, civic and historic occasions only. Commemorative trees, native or exotic must be consistent with Council s District Tree Policy. Once planted, commemorative trees become a Council asset and are maintained to the Council standards. As with all Council managed trees, plantings need to be appropriate to the site and area, and maintenance must be according to best arboricultural practice. If due to unforeseen circumstances a tree must be removed, it may not be replaced. For commemorative trees the metal plaque to be set at the base of the tree on a concrete plinth. Ornamental Feature, Fountain, or Sculptural Memorials - Council is open to discussion of unique and substantial memorials. A written proposal should be made outlining the desired outcome and budget available. Council s General Policies Reserve Management Plan relating to Public Art, Plaques, Memorials and Commemorative Tree planting have been incorporated in to this policy. Page 2 of 3 Version 2.0

89 8. Consultation 89 The following stakeholders have been/or will be consulted: Planned In Progress Complete X X Internal Community boards/community committees 9. Conclusion To ensure the District has a consistent approach to installation and management of plaques and memorials a Plaques, Memorials and Monuments Policy is required. This policy will assist both the public and Council staff in ensuring all requests in this area are considered against an agreed set of criteria. Consideration of existing numbers of plaques and memorials, artworks, fountains and other objects in the vicinity of the proposed new plaque or memorial will be taken into account with each application. With all issues that involve memorialisation, emotions can play a rule. While this policy will provide clear guidelines it is expected that staff will undertake discussions with compassion and, where possible, allow some latitude to accommodate reasonable requests. 10. Attachment WDC Draft Plaques, Memorials and Monuments Policy 2016 Page 3 of 3 Version 2.0

90 90 Draft Plaques, Memorials and Monuments Policy Policy Owner: Gordon Bailey Policy Sponsor: Andrew Corkill Approved By: Approval Date: Resolution Number Effective Date Next Review Date: Chief Executive: General Manager: Introduction This policy sets a process for the Waikato District Council, (hereafter referred to as the Council ) and the community to follow when new plaques, memorials and monuments are proposed. The purpose of this policy is to prevent ad hoc, prolific, inappropriate or widely varying placement of plaques, memorials and monuments at public sites in the Waikato District, ( hereafter referred to as the District ). This policy covers all plaques and memorials proposed or being placed on land, buildings or property which the Council owns or over which it has control. All such plaques and memorials will be required to conform to this policy. This policy does not cover signage, interpretative panels, display boards, banners, cemeteries or public artworks. Policy Definitions For the purpose of this policy and procedures, the following definitions will apply: 1. Plaque: A flat tablet of metal, stone or other appropriate material which includes text and/or images which commemorate a person or an event and/or provides historical text of information relevant to its location. To be affixed to an object, building or pavement. 2. Memorial: An object established in memory of a person or event eg war memorial. 3. Monument: A structure created in memory of a person or event or which has become important to a social group as a part of their remembrance of past events eg Huntly Poppet Head. 4. Object: An object is small in scale when compared to a structure or building. It is generally moveable. Examples include memorial gates, sculptures and fountains.

91 91 5. Structure: A structure is a functional construction intended to be used for purposes other than sheltering human activity. Examples include, bridges and gazebos. Guidelines 1. No new memorial or plaque will be considered that commemorates a person, event or occasion already memorialised unless there are exceptional circumstances. 2. Any proposal for a plaque that incorporates sculptural reliefs or for a memorial or monument that is three dimensional or sculptural or is an artistic work, will be referred to Councils Community Development Officer for consideration with recommendations then put to the appropriate delegated authority for approval. 3. The Council has specified a range of categories for plaques and memorials appropriate to the needs of individuals and organisations (see category 7). No proposals will be considered outside of these categories. Applications can only be made under one category. 4. Subjects for plaques and memorials (Categories 1, 2 and 3) will be limited to the following: An individual or association that has contributed significantly to the District. An individual or association strongly linked to the District and its history. 5. Subjects for Category 4, personalised memorial plaques on a seat, bench or picnic table will be considered by the Council on a case by case basis. Approval is dependent on the suitability of the site for the item of furniture and whether there is a genuine need for it as determined by the Council. If an application for a personal memorial is declined, the Council s decision is final. Subjects will be limited to: Individuals who have lived in or have a special association with the District. 6. All materials used for plaques, memorials and monuments should have a minimum service life of 50 years as detailed in Section 2, NZS 4242:1995. Headstone & Cemetery Monuments. 7. Any plaque, memorial or monument approved by and placed in the district should be deemed to be owned and under the unconditional control and management of the Council. Categories Category 1: Commemorative Trees with Plaques This category is reserved for commemoration of dignitaries, civic and historic occasions. Commemorative trees, native or exotic must be consistent with Council s District Tree Policy to be planted in any of the District parks or gardens and placed in a grassed location.

92 92 Once planted, commemorative trees become a Council asset and are maintained to the Council standards. As with all Council managed trees, plantings need to be appropriate to the site and area, and maintenance must be according to best arboriculture practice. If due to unforeseen circumstances a tree must be removed, it may not be replaced. For commemorative trees the metal plaque to be set at the base of the tree on a concrete plinth. Design Specification Brass or bronze plaque on concrete or stone plinth. Maximum size 300mm x 200mm (w x h). Category 2: Metal Plaques To signify or commemorate a historic or civic occupation or to provide minor interpretative material relevant to a nearby building, artwork or historic feature or site. Such plaques will not be permitted as private memorials for individuals or families. Plaques for artwork will be referred to Council s Community Development Officer as a component of the artwork with their recommendations then referred to the appropriate delegated authority for consideration. Plaques for artwork are used to list artist, title, date of installation of artwork and interpretative information and are installed for every new Council commissioned artwork in a public place. The plaque shape and material should be in keeping with the artwork. Any new applications for plaques with historical significance received by the Council are referred to the local relevant Historical Society or Heritage New Zealand for verification. Design Specification (excluding plaques for artwork) Maximum size 300mm x 200mm (w x h). Plaque to be brass, bronze or stainless steel to ensure durability. Small oval brass plaques have been used across the district to identify sites/features of historic interest. Where appropriate this style of plaque will continue to be used however historic plaques will not be limited to this design. Category 3: Ornamental Feature, Fountain, or Sculptural Memorials Council is open to discussion of unique and substantial memorials. A written proposal should be made to the appropriate delegated authority outlining the desired outcome and budget available. These applications will be considered on a case by case basis. Category 4: Personalised Memorial Plaques on Seats, Benches or Picnic Tables This memorial is a small commemorative metal plaque for groups or individuals, to be attached to a park seat or bench. The location of the seat or bench is at the discretion of

93 93 the Council (refer to section 5). Once installed, memorial furniture becomes a Council asset which will be maintained to Council standards for a period of at least five years. After this time removal of the asset is at Council s discretion. If due to unforeseen circumstances a seat or bench must be removed, consideration will be given to relocating to a nearby site if practical. Design Specification Locations Small rectangular brass plaque maximum size 80mm x 150mm (h x w). Installation to be on the back rest of the seat or bench. Applicants should nominate a preferred site (general location for the placement of the plaque, memorial or monument. Only sites that have relevance to the person, group or even being commemorated should be nominated. It should be noted that Cemeteries are not included in this policy. Approval for a particular site will only be granted if consistent with the Council s Reserve Management Plan for that site, and the proposed plaque, memorial or monument being relevant to the site. Consideration of existing numbers of plaques and memorials, artworks, fountains and other objects in the vicinity of the proposed new plaque or memorial will be taken into account with each application. The appropriate delegated authority has final approval of appropriate site/s and will determine the exact location of any plaque or memorial. The plaque or memorial shall be located at the designated site until such time that it cannot be maintained due to natural degradation with the following exceptions: 1. The area in which the item is sited to be redeveloped. 2. The use of the area in which the item is sited changes significantly in character and the item is not deemed suitable for the site. 3. The structure or support on which the item is located is to be removed or permanently altered. Wording Text should be brief and in language easily understood by the public. It should avoid the use of jargon or acronyms. Text should be written following research from a wide range of authoritative sources and where relevant be verified by the Heritage New Zealand. A final proof of the plaque/memorial wording must be approved by the applicant prior to production. If a graphic image is utilised the amount of text will be reduced. Any sponsorship recognition will be through use of approved wording or logo, which will take up no more than 10% of the overall plaque design. Applicants are required to cover full costs of items including, seats, benches, trees, plaques, memorials and installation. Council will cover ongoing maintenance.

94 94 Replacements Requests will be considered to replace existing plaques or memorials which have been damaged or otherwise degraded or require alterations, however replacements will need to conform to current design specifications and guidelines. Replacement costs will be the responsibility of the applicant unless the appropriate delegated authority decides it is appropriate for Council to fund the replacement. (Historical plaques or memorials which are part of the Council s collection will be appropriately maintained/replaced by the Council). All metal plaques are at risk of theft due to their scrap value and must be securely attached to solid objects such as buildings, rocks or pavement. Applications 1. Applications will be made in writing in the first instance to Waikato District Council, Private Bag 544, Ngaruawahia Applications should include all relevant details including proposed category of plaque or memorial, proposed site or location, proposed text or images to be included and any other pertinent information. 3. Decision will be confirmed in writing to the applicant. 4. The applicant must meet all costs associated with design, manufacture and installation of the plaque, memorial or monument. In some instances a contribution toward maintenance may also be a condition of approval. 5. Payment for approved plaques and memorials will need to be made in full prior to ordering. 6. The Council will manage the design, manufacture and installation of the plaque/memorial as specified. 7. No application will be considered outside this process. Implementation 1. Written application with appropriate information received. 2. If necessary the application will be referred to the appropriate delegated authority. 3. Application approved/declined and applicant notified accordingly. 4. If successful, applicant to pay full cost before the application is processed further. 5. On receipt of payment the Council will order artwork design for plaques to ensure uniformity. 6. On receipt of full payment the Council will order associated tree or bench or organise installation of plaque/memorial/monument. Review This policy will be reviewed five years after its adoption.

95 Plaques, Memorial and Monuments Application Form Please complete this form after having read the Plaques, Memorial and Monuments Policy at Please the completed form to or post to Plaques, Memorial and Monuments application, Private Bag 544 Ngaruawahia Applicant Name Telephone number address Address Have you read the Plaques, Memorial and Monuments Policy? Applicant s signature (if posted) Yes No Date Reason for memorialisation (include connection with community etc) Proposed text: Include graphics, logos etc. (Use a separate page if necessary)

96 96 Requested Memorial Metal Plaques Commemorative Tree with Plaque Ornamental Feature, Fountain, or Sculptural Memorial Personalised Memorial Plaque on Seats, Benches or Picnic tables (including cost of Council standard seat / picnic table design and installation excluding plaque) Requested Park and location including reasons for choosing this site. A full list of Waikato District Council Parks can be found at Upon receipt of this form Council will contact you to discuss your request. 1. If successful, applicant to pay full cost before the application is processed further. 2. On receipt of payment the Council will order artwork design for plaques to ensure uniformity. 3. On receipt of full payment the Council will order associated tree or bench or organise installation of plaque/memorial/monument.

97 97 Open Meeting To Huntly Community Board From TG Whittaker General Manager Strategy & Support Date 04 May 2016 Prepared by SL Jenkins PA to General Manager Strategy & Support Chief Executive Approved Y DWS Document Set # Report Title Huntly Works & Issues Report: Status of Items May EXECUTIVE SUMMARY To update the Board on issues arising from the previous meeting. 2. RECOMMENDATION THAT the report from the General Manager Strategy & Support be received. 3. ATTACHMENTS Huntly Works & Issues Report: Status of Items May 2016 Page 1 Version 4.0

98 98 RAGLAN COMMUNITY BOARD WORKS & ISSUES REGISTER 2016 Issue Area Action Comments NIL WORKS Parks & Facilities Aquatics Services Management Contract The Aquatics Services Management Contract procurement process is near completion with a recommendation of a preferred contractor expected to go to the June Committee rounds. Open Spaces Management Contract Following the recent award of the District Wide Open Spaces contract to City Care Ltd, the transition process has commenced. A transition plan will be produced and be attached to the next month s report for information. Staff are working with City Care to ensure a smooth mobilisation process. Garden Beds With the change in season, the renovation of many garden shrub beds is underway across the district. This is a very visible sign of the progress being made in the Open Spaces area since the contract change over in January. Trails Strategy In accordance with the Infrastructure Committee resolution in March, stakeholders (including Community Boards and Committees) are being given an opportunity to provide feedback on the draft Trails Strategy. The consultation period is open between 11 April and 30 May and the feedback received will help to determine the final makeup of the document, prior to reporting back to Council. Halls Provision Study Visitor Solutions have been appointed to undertake an assessment into the provision of halls throughout the district. They will look at options for preferred locations of the Mercer and Whatawhata facilities, both of which are upcoming projects in the Long Term Plan. They are also tasked to assess any needs Page 2 Version 4.0

99 for disposal/renewal of existing hall facilities in consultation with Hall Committees, where they exist. This study will inform our long term planning in this area in future. Programme Delivery Te Ohaaki Water Supply 99 District-Wide Wastewater Pump Station Renewals Pumps have been ordered in line with the renewals programme. A tender will go out shortly to cover replacement of the pumps. District-Wide Bulk Meter Installations Bulk water meters have been ordered in line with the water loss programme. A tender will go out shortly for the installation of the meters. Huntly Civic Centre Reroofing Works are underway, a structural assessment of the exposed roof identified that the purlins needed reinforcing. This has been added to the building consent and works will be underway shortly. Work will be completed on time and within budget. George Drive, Huntly Wastewater This contract has been awarded to Smythes, who will commence construction shortly. The owners and tenants of the properties have been consulted with and the works planned accordingly to minimise disruption to businesses. Huntly Library Refurbishment detailed design now complete, with tender for works to be advertised in May with construction in August Page 3 Version 4.0