Turangi/Tongariro Community Board - taupodc.govt.nz · 10/09/13 Turangi Town Cnetre Updgrade Stage 2 - Skate Park to update the Board on the health and safety ... TTCB Election cf

GREAT LAKE TAUPOTaupo District Coundl

Turangi/Tongariro Community Board

25 November 2013

GREAT LAKE TAUPOTaupo District Council

Turangi/Tongariro Community Board

I hereby give notice that an ordinary meeting of the Turangi/Tongariro Community Board willbe held on Monday, 25 November 2013 at 1.00pm in the Boardroom,

Turangl Service Centre, Turangi Town Centreto consider the business set out below.

Rob Williams

Chief Executive Officer

Chairman

Deputy Chairman

MEMBERSHIP \

Cr Z Cozens

Mr T Kingi

Mr T D New

Mr N M Saunders

Mrs M J Smallman

Cr M E Stewart

Mr C R Te Whare

Venue

Date

Time

Taupo District CouncilTurangi Service Centre,Turangi Town Centre

25 November 2013

1.00pm

Meeting Second Tuesday of the month

frequency

MrWVVanderAa Quorum 4 Members

Agenda 25 November 2013

Apologies

Conflicts of Interest

Declaration of Chris Te Whare - Declaration Form

1 Confirmation of Minutes - 31 October 2013

2 Action Points

Confirmation &Receipt ofMinutes

3 Election of Chairperson

4 Election of Deputy Chairperson

TTCB - Appointment to Emergency Management Committee of Policy &Taupo District Council Decision Making

Turangi-Tongariro Community Board Appointment CreativeTaupo

Turangi-Tongariro Community Board Appointments

Turangi Facilities Review

Transfer of Assets from Turangi - Tongariro PromotionalAssociation to GO Tongariro

10 Community Board Training - February 2014

11 Update on items considered at Council Meeting on12 November 2013

12 Community Issues

13 Members Reports

DECLARATION BY MEMBER

1, CHRISTOPHER RAWHIRI TE WHARE, declare that I will faithfully and impartially, and

according to the best of my skill and judgment, execute and perform, in the best interests of the

Turangi-Tongariro Community, the powers, authorities and duties vested in or imposed upon me

as a member of the Turangi-Tongariro Community Board by virtue of the Local Government Act

2002, the Local Government Official Information and Meetings Act 1 987, or any other Act.

DATED at urangi this 25th day of November 2013

Christopher Rawhiri Te WhareMember

SIGNED in the presence of:

Rob WilliamsChief Executive Officer

ITEM NO:

TO:

FROM:

SUBJECT:

DATE:

OBJECTIVE DOCUMENT ID:

TURANGI/TONGARIRO COMMUNITY BOARD

Democracy & Community Engagement Manager

Confirmation of Minutes: 31 October 2013

25 November 2013

A1185025

REASON FOR REPORT

To confirm the minutes of a meeting held on 25 November 2013.

SUGGESTED RESOLUTION

That the minutes of a meeting of the Turangi/Tongariro Community Board held on31 October 2013 be confirmed as a true and correct record.

^_Tina JakesDemocracy & Community Engagement Manager

Attachment:. Minutes: 31/10/2013-A1179741

TAUP6 DISTRICT COUNCIL

TURANGIffONGARIRO COMMUNITY BOARD

^

MINUTES of a meeting of the TurangifTongariro Community Board, following the 2013Triennial Election, held in the Boardroom, Town Centre, Turangi on Thursday,31 October 2013 at 1pm

PRESENT Mr T Kingi, Mr T D New, Mr N Saunders, Mrs M J Smallman, and Mr W Van derAa.

IN ATTENDANCEHis Worship the Mayor, Deputy Mayor, Cr Z Cozens, Cr M Stewart, ChiefExecutive Officer, Group Manager Operational & Policy, District Manager -Parks & Public Places, District Offices Manager, Communications Manager,Communications Advisor, Democracy & Community Engagement Manager andDemocratic Services Officer.

MEDIA AND PUBLICWo media5 members of the Public

The Chief Executive Officer assumed the Chair and opened the meeting. He welcomed allmembers to the first meeting of the Board following the 2013 Triennial Elections. The ChiefExecutive Officer then explained that no appointments had been made at the Taupo DistrictCouncil swearing in meeting on 29 October 2013. That procedure would take place on Tuesday,12 November 2013 when Turangi-Tongariro ward councilors would be appointed to the CommunityBoard. He then called for apologies.

RESOLVED

5134 That the apologies of Mr Chris Te Whare [for absence] be received.

Smallman/McKenzie

1 DECLARATION BY MEMBERS

A report from the Chief Executive had been circulated [A1175258]. The Chief ExecutiveOfHcer then asked Members, in turn, to make the Declaration of Office.

Following the declaration by members, the Chief Executive Officer congratulated memberson their election to the Board.

His Worship the Mayor congratulated the Board on their appointment and introduced Cr K Crate asthe new Deputy Mayor.

ELECTION OF CHAIRPERSON

A Report from the Chief Executive had been circulated [A1 175265].

The Chief Executive introduced the subject matter and explained the process.

RESOLVED

5135 That System B be used to determine the election process for theChairperson. New/Smallman

A1159997

Turangi/Tongariro Community Board Minutes: 31 October 2013 I/The Chief Executive Officer then opened the floor for nominations for the position.

Mr Kingi Nominated by Mrs SmallmanSeconded by Mr New

There being no further nominations, Mr Kingi was declared Interim Chairperson of theCommunity Board.

5136 1. That Mr Kingi be elected Interim Chairperson of the Turangi/TongariroCommunity Board.

2. That the appointment of the Chairperson is finalised at the next meetingof the Community Board to be held 5 December 201 3.

New/Smallman

The Chief Executive Officer congratulated Mr Kingi on his election.

Mr Kingi then assumed the Chair. He thanked everyone for their support.

3 ELECTION OF DEPUTY CHAIRPERSON

A Report from the Chief Executive had been circulated [A1175282].

RESOLVED5137 That System B be used to determine the election process for the Deputy

Chairperson.New/Smallman

Mr Kingi opened the floor for nominations for the position.

Mrs M Smallman Nominated by Mr KingiSeconded by Mr New

There being no further nominations, Mrs Smallman was declared Interim DeputyChairperson of the Community Board.

RESOLVED5138 1. That Mrs Smallman be elected Interim Deputy Chairperson of the

TurangifTongariro Community Board.

2. That the appointment of the Deputy Chairperson is finalised at thenext meeting of the Community Board to be held 5 December 2013.

King//van derAa

4 STANDING ORDERS


Clause 27 Schedule 7 of the Local Government Act 2002 makes it mandatory forCommunity Board to adopt a set of Standing Orders for the conduct of its meeting and thoseof its Committees.

Council has previously adopted the NZ Standards 'Model Standing Orders for Meetings ofTerritorial Authorities, Regional Councils and Community Boards' [NZS 9202 : 2003] as itsStanding Orders including amendments. Board can either adopt this with no changes oralter accordingly.

A1132818

Turangi/Tongariro Community Board Minutes: 31 October 2013 \/5139 RESOLVED

That New Zealand Standard 9202:2003 'Model Standing Orders for Meetingsof Local Authorities and Community Boards' as amended and adopted byCouncil on 29 October 2013 are applied [as relevant] to all meetings of theTurangi-Tongariro Community Board.

Smallman/van derAa

LEGISLATION

A report from the Chief Executive Officer relative to members' statutory obligations, hadbeen circulated [A1179050].

The purpose of this report is to provide the Board with an overview of key legislation that youneed to be aware of and have an understanding of in your role as a Board Member. Thisreport will highlight some of the key aspects of the following legislation:

. Local Government Act 2002

. Local Government Official Information and Meetings Act 1987

. Local Authority (Members' Interests) Act 1968

. Crimes Act 1961 - Sections 99,105 and 105A

. Secret Commissions Act 1910

. The Securities Act 1 978 and Securities Market Act 1988

. Protected Disclosures Act 2000

. Personal Liability of Elected Members

5140 RESOLVED

That the report "Legislative Advice to the Turangi/Tongariro CommunityBoard" be received.

Smallman/van derAa

FIRST ORDINARY MEETING OF THE BOARD


The Democracy & Community Engagement Manager was present and advised the Boardthat it was required to fix the date and time of its first ordinary meeting. It was proposed thatthe first Ordinary meeting be held at 1 pm on 5 December 201 3.

The members discussed the date and advised that the timeframe was too long. Democracy& Community Engagement Manager advised that the Council meeting is on 12 Novembersuggested the new meeting date be Monday 25 November 2013.

5141 RESOLVED

That the first Ordinary meeting of the TurangifTongariro Community Board [after the2013 Election] be held at 1.00pm on Monday 25 November 201 3.

New/Smallman

The meeting closed at 1.23pm

MrTKingiINTERIM CHAIRMAN

A1132818

ITEM NO:-^

TO:

FROM:

SUBJECT:

DATE:



Action Points

25 November 2013

OBJECTIVE DOCUMENT ID: A11 85025

REASON FOR REPORT

This item is to provide an update to members on those items from previous meetings of the Board.


That the Action Points update be received.

-t?

Tina JakesDemocracy & Community Engagement Manager

Attachment:. Action Points spreadsheet [A803475]

Turangi Tongariro Community Board Action Sheet - A803475I ItemI No.

MeetingDate

Subject Progress/Task Update

9/07/2013Kurbing in NgawakaPlace Investigate subsidence/water pooling

There is no money allowed for in the 2013/201 4 budget for thereplacement of kerb and channels so this work will be scheduled for2014/2015. In addition, note that the footpath in Te RangitautahangaRoad is scheduled for repair in August 2013.

13/08/13 Members Reports

Schedule workshop for 2013-1 6 TTCB with BrendonMorris about responsibilities in relation to disasterrecovery

Poposed February/March 2014

10/09/13

Turangi Town CnetreUpdgrade Stage 2 -Skate Park

to update the Board on the health and safetyprogramme.

Completed

^

ITEM NO 3TO:

FROM:

SIGNIFICANT DECISION:

SUBJECT:

DATE:

TURANGin'ONGARIRO COMMUNITY BOARD


NO

Election of Chairperson

25 November 2013

OBJECTIVE DOUCMENT ID: A11 85553

EXECUTIVE SUMMARY

This report is to enable the Election of the Chairperson for the Turangi-Tongariro Community Boardas required by Local Government Act Schedule 7.

Council on 12 November adopted the terms of reference for the TTCB and in doing so formallyappointed the two Turangi-Tongariro ward Councillors to the Board.

The Board at its meeting on 31 October 2103 appointed Tangonui Kingi as the Interim Chairpersonwith confirmation to be made once the two TT ward Councillors had been appointed to the Board.

Accordingly the Board can now either confirm or change the appointment as Chairperson.

SUGGESTED RESOLUTION:

ThatCommunity Board.

be elected as the Chairperson of the Turangi-Tongariro

TTCB Election cf Chairperson nTCB Agenda: [25/11/2013] Z /t

REASON FOR REPORT

To elect the Chairperson of the Turangi-Tongariro Community Board.

BACKGROUND

At the inaugural meeting of the Community Board on 31 October Tangonui Kingi was elected asthe Interim Chairperson. The reason for this was that the two Turangi-Tongariro ward Councillorshad not yet been formally appointed to the Board and therefore were not able to take part in thedecision process.

The Board can proceed with the election of chair now that the two TT Ward councillors have beenappointed.

If members wish to change the appointment of the interim Chairperson, then the voting system asset out in Clause 25 Schedule 7 of the Local Government Act 2002 will apply.

CONCLUSION

The Community Board are now able to elect the Chairperson by either confirming the appointmentof the Interim Chairperson or changing that appointment..



be elected as the Chairperson of the Turangi-Tongariro

Report prepared by: Report review by:


/v̂

Brian FoxStrategic Manager: Community, Risk,Relations & Support

TO:

FROM:

SUBJECT:


DATE:

ID:

ITEM NO tTURANGI/TONGARIRO COMMUNIPl' BOARD


Election of Deputy Chairperson

NO

25 November 2013

A1185559

EXECUTIVE SUMMARY

This report is to enable the Election of the Deputy Chairperson for the Turangi-TongariroCommunity Board as required by Local Government Act Schedule 7.

Council on 12 November adopted the terms of reference for the TTCB and in doing so formallyappointed the two Turangi-Tongariro ward Councillors to the Board.

The Board at its meeting on 31 October 2103 appointed Mary Smallman as the Interim DeputyChairperson with confirmation to be made once the two TT ward Councillors had been appointed tothe Board.

Accordingly the Board can now either confirm or change the appointment as Deputy Chairperson.

SUGGESTED RESOLUTION:


be elected as the Deputy Chairperson of the Turangi-Tongariro

FTCB Electton of Deputy Chairperson FTTCB Agenda 25/11/2013] V'REASON FOR THE REPORT

To elect the Deputy Chairperson of the Turangi-Tongariro Community Board. As this appointmenthas been made Board member can confirm or proceed with electoral Deputy Chairperson.

BACKGROUND

At the inaugural meeting of the Community Board on 31 October Mary Smallman was elected asthe Interim Deputy Chairperson. The reason for this was that the two Turangi-Tongariro wardCouncillors had not yet been formally appointed to the Board and therefore were not able to takepart in the process.

If members wish to change the appointment of the interim Deputy Chairperson, then the votingsystem as set out in Clause 25 Schedule 7 of the Local Government Act 2002 will apply.

CONCLUSION

The Community Board are now able to elect the Deputy Chairperson by either confirming theappointment of the Interim Deputy Chairperson or changing that appointment.



be elected as the Deputy Chairperson of the Turangi-Tongariro

Report prepared by:

^Report review by:


Brian FoxStrategic Manager: Community, Risk,Relations & Support

TO:

ITEM NO

TURANGI/TONGARIRO COMMUNIPl' BOARD

FROM:

SUBJECT:

SIGNIFICANT DECISION

Democracy & Comnnunity Engagement Manager

Turangi-Tongariro Community Board; Appointment to EmergencyManagement Committee ofTaupS District Council.

NO

DATE: 25 November 2013


EXECUTIVE SUMMARY

Council has established an Emergency Management Committee of Council. Included in the Termsof Reference is the ability for the Turangi-Tongariro Community Board to appoint two Turangi-Tongariro representatives to that Committee.


That Turangi Tongariro Community Board appoints the following representatives to theEmergency Management Committee:

and

TTCB Appointment - Emergency Management Committee fTTCB Agenda: 25/11/2013] 6/<REASON FOR REPORT

To appoint two Turangi-Tongariro Community Board [TTCB] representatives to Council'sEmergency Management Committee.

BACKGROUND

On Tuesday 12 November Council confirmed the Terms of Reference FTOR] and makeappointments to the Committees of Council. The TOR of the Emergency Management Committeeprovides for two TTCB representatives.

The objective of the Emergency Management Committee is to provide governance and oversight ofall planning, co-ordination and delivery of Civil Defence Emergency Management and Rural Fireactivities within the Taup6 District Council and Taupo Rural Fire Authority areas.

The TOR of the Emergency Management Committee is attached for your reference.


That Turangi-Tongariro Community Board appoints the following representatives to theEmergency Management Committee:

Report prepared by:


Report reviewed by

Brian FoxStrategic Manager: Community, RiskRelation S Support

Attachment:

. Terms of Reference for the Emergency Management Committee

TTCB Appointment - Emergency Management Committee pTCB Agenda: 25/11/2013]

Emergency ManagementStanding Committee

s/^

Objective

Membership

Quorum

Meeting frequency

Reports to

To provide governance and oversight of planning, co-ordination and delivery of:. Civil Defence Emergency Management within the Taupo District and wider

Waikato region

. Rural Fire activities in the Taupo District and TaupB Rural Fire Authorityareas.

Two (2) TT community representatives appointed by TTCB ] Two of these fiveOne (1) MP community representative appointed by Council ] E?SIUCTS.mlJstj'e

(2) other representatives appointed by Council ] membere

Mayor

Three local Controllers appointed by the Committee

Five (5) and at least one must be an elected member

Quarterly or more often W required

Council, by providing minutes from each meeting

Scope of activity1. Considering, planning for and managing all emergency management matteis including civil defence and

ruralflre.

2. Taking all steps necessary to maintain and provide, or to arrange the provision of, or to otheiwise makeavailable suitably trained and competent personnel, including volunteers, and an appropriateorganisational stmcture for those personnel, for effective civil defence emergency management and mralflre in the Taupo district and wider Waikato CDEM Group and central North Island rural fire authorities.

3. Taking all steps necessary to maintain and provide, or to arrange the provision of, or otherwise to makeavailable material, services, information, fit for purpose equipment and any other resources for effectivecivil defence emeigency management and rural fire in the Taupo district and wider Waikato CDEM Groupand central North Island fire authorities.

4. Responding to and managing the adverse effects of emergencies in the Taupo district, and wider WaikatoCDEM Group and central North Island rural fire authorities.

5. Carrying out recovery activities.

6. When requested, assisting other civil defence emergency management areas within the Waikato Group inthe implementation of civil defence emergency management in their areas and mral fire authorities withinwider Waikato CDEM Group and central North Island rural flre authorities in the implementation of civildefence emergency management and rural flre response in their areas.

7. Within the Taupo District, promoting and raising public awareness of, and compliance with, the Act andlegislative provisions relevant to the purpose of the relevant Acts; and

8. Developing, approving, implementing, and monitoring the relevant plans and regulariy reviewing suchplans.

Power to act

1. The Committee has the power to resolve only on matters relating to emeigency management and ruralflre in a non-declared emeigency.

2. Exercise any other powers that are^ necessary to give effect to the Waikato civil defence emergencymanagement plan and Taupo Rural Fire Authority rural fire plan.

Power to recommend to Council

The Committee can make recommendations to Council on matters or proposals relevant to emergencymanagement that:

1. Are outside of, or in conflict with, Council's Long tenn plan and/or policy direction

2. Involve unbudgeted expenditure for any indlvidual/single contract or project or emeigency expenditure.

3. Seek retrospective approval from Council for money spent in an emergency or rural fire.

5TTCB Appointment - Emergency Management Committee pTCB Agenda: 25/11/2013]

Delegation of powersThe committee has no power to sub-delegate powers that have been delegated.

Limits on authorityThe Committee's 'power to acf pursuant to these delegations is subject to:

1. Matters being related solely to emergency management matters including civil defence and rural firematters.

2. An overriding responsibility to ensure that its acUons and decisions are always wBhin the law, relevantCoundl policy and plans.

MembersLocal Controllers Mr S A W Howard, Mr Joe Mickelson. Mre Tina Jakes

TO:

FROM:

SUBJECT:

SIGNIFICANT DECISION

DATE:

ITEM NOfc



Turangi-Tongariro Community Board's Appointment to Creative Taupo

NO

25 November 2013


EXECUTIVE SUMMARY

Creative Taupo is an independent arts provider and distributes funding for community on behalf of theCouncil. Historically, three members of Creative Taupo have been elected members of Council - one fromeach of the district's wards.

This report enables jhe Turangi-Tongariro Community Board [TTCB] with the opportunity to nominate anappointee from the TT ward to represent Council on Creative TaupS.


be appointed to represent the TaupO District Council pT Ward] on CreativeThatTaupo for the 2013-2016 triennium.

A1181431

[TTCB Appointment- Creative Taup6]PTCB Agenda: 25/11/2013]

REASON FOR REPORT

H

This paper provides the Turangi/Tongariro Community Board FTTCB] with the opportunity to nominate anappointee to represent Council on Creative Taupo.

BACKGROUND

Creative Taupo is an independent arts provider and consists of 10 members. Historically, three membersof Creative TaupS have been elected members of Council - one from each of the district's wards.

The role of Creative Taupo is to:. support participation in artistic and cultural activitiesfacilitate and assists with access to advice, support and finance to enable the fulfilment of artistic

and cultural aspirations throughout the districtdistribute grants on behalf of Taupo District Council and Creative New Zealand

The Community Board is invited to nominate an appointee from the Turangi/Tongariro ward to representCouncil on Creative Taupo. The nominee may be an elected or non-elected member.

When considering who to nominate, the following attributes should be considered:

. Knowledge and experience relevant to the position

. Understanding of governance issues

. High standard of personal integrity

. Time available to undertake duties

. No conflict of interest

. Ability to appreciate the wider public interest


ThatTaupo for the 2013-2016 triennium.

be appointed to represent the Taupo District Council pT Ward] on Creative

Report prepared by: Report review by:


Brian FoxStrategic Manager: Community, Risk, Relations &Support

TO:

FROM:

SUBJECT:


DATE:

OBJECTIVE DOCUMENT ID:

ITEM NO ^TURANGI/TONGARIRO COMMUNITY BOARD


Turangi-Tongariro Community Board Appointments

NO

25 November 2013

A1181402

EXECUTIVE SUMMARY

The Turangi-Tongariro Community Board [TTCB] has historically made appointments to a number ofcommunity organisations.

This report enables TTCB to have a opportunity to appoint Board members to community organisations.


That the Turangi-Tongariro Community Board makes the following appointments:

. Kitashiobara Co-ordinator

Appointee: _ Deputy:

. Turangitukua - TT Community Board Liaison Group


Turangi Citizens Advice Bureau

Appointees x 2: _ and

. Safe Turangi

Appointees x 2: and

. Go Tongariro

Appointees x 2: and

TT Sports Foundation

Appointees x 2:

Taupo Local Welfare Committee

and

Appointee:

PTCB Board Appointments]pTCB Agenda: 25/11/2013] ^/'

REASON FOR REPORT

This paper addresses appointments of Community Board members to Community organisations. Thepaper advises the Community Board about organisations that the Board may make appointments to atthis time.

More detailed information on these organisations is attached in Appendix one.

BACKGROUND

The Community Board is a stakeholder in a range of community organisations and is able to appointCommunity Board members to community organisations as one way to fulfil their role of representing andadvocating for the interests of the community.

When considering appointments, the following attributes should be considered:

. Knowledge and experience relevant to the position

. Understanding of governance issues

. High standard of personal integrity

. Time available to undertake duties

. No conflict of interestAbility to appreciate the wider public interest

CONSIDERATIONS

. Financial ConsiderationsNone.

. Legal ConsiderationsAll appointees are advised to note the information in Appendix one about the legal status oftheir appointments, the extent of their decision-making powers [if any], reporting requirements,and any other obligations the appointments carry. Community Board members do not havethe delegated authority to make decisions on behalf of Council when in fulfilling theseappointments.

. Policy Implications

A Community Board, under Section 51 of the LGA, is not a local authority. Although theCommunity Board is not committed to adhering to Council's '/appointments and Remunerationof Directors Policy', the Board can use this is used as a guide.

. RisksNone

OPTIONS

The Community Board does not have a statutory requirement to appoint members to any particularorganisation at this time. Therefore, the Community Board's options are to:

. Review the list of organisations and determine those organisations that align with theobjectives of the Community Board

. Decide whether there are additional organisations they wish to appoint a Community Boardmember to.

. Appoint Community Board members to those organisations [Appendix One].

CONSULTATION

Formal public consultation is not needed for these decisions.

COMMUNICATION/MEDIA

A11S1S50

PTCB Board Appointments]pTCB Agenda: 25/1 1/2013]

The appointments information will be published on the Council website once adopted.

CONCLUSIONAppointments are made to the organisation.


That the Turangi-Tongariro Community Board makes the following appointments:

. Kitashiobara Co-ordinator

Appointee: Deputy:

^-/3U

. Turangitukua - TT Community Board Liaison Group


. Turangi Citizens Advice Bureau

Appointees x 2: _ and

. Safe Turangi

Appointees x 2: and

. Go Tongariro

Appointees x 2: and

. TT Sports Foundation

Appointees x 2: and

. Taupo Local Welfare Committee

Appointee: _ Deputy_

Report prepared by: Report reviewed by


Brian FoxStrategic Manager: Community, RiskRelation & Support

Attachment:

. TT Community Board Appointments [A1181850]

Aiisieso

TT COMMUNITY BOARD APPOINTMENTS ^Kitashiobara Co-ordinator

The co-ordination of Sister City relations between the village of Kitashiobara in Japan and Turangi

Appointee:Reporting requirement:

1 Community Board memberAt the conclusion of any visit

Turangitukua - TT Community Board Liaison GroupSet up by the Marae Maori committee to ensure liaison befaveen the community board and local Maori.

Appointee:Meeting frequency:

1 Community Board memberAs required

Turangi Citizens Advice BureauThe New Zealand Association of Citizens Advice Bureau is an independent community organisationwhose member bureau and specialist services around New Zealand provide information, advice,advocacy and support to individuals.

Appointees:Meeting frequency:Reporting requirement:

2 Community Board membersMonthlyAnnually

Safe TurangiTo promote safety and crime prevention in Turangi.



Go TongariroTo undertake marketing, business development activity, retail promotions, event delivery, advocacy andliaison with stakeholders - representing the wider business community of Turangi & Tongariro

Appointee:Meeting frequency:Reporting requirement:

1 Community Board memberMonthlySix monthly

Turangi /Tongariro Sports FoundationPromoting healthy lifestyles through Sport and healthy activities.



Taupo Local Welfare Committee

Set up under Waikato Civil Defence Group Plan and responsible for local welfare response

Appointee:Meeting frequency:Reporting requirement:

1 Community Board memberQuarterlyAnnually

A11S1850

ITEM NO: ^

TO

FROM

SUBJECT

TURANGI-TONGARIRO COMMUNITY BOARD

Consultant

Turangi Facilities Review

SIGNIFICANT DECISION NO

DATE 25 November 2013

OBJECTIVE ID A1188853

EXECUTIVE SUMMARY

The report on the Turangi Facilities Review is attached for the Board to consider, and recommendits preferred option to Council. The options, which are cumulative, are:

A

B

Status Quo - complete the planned $1.3 million town centre revitalisation

Toilets & pavilion - upgrade the facilities at Turangitukua Park, and explore options forreplacing the tennis/netball pavilion with a smaller, lower maintenance facility, PLUSOption A

C Repopulate the Mall - move functions and operations in and around the mail to improveuse and help generate some critical mass PLUS Options A and B.

A Board workshop on 14 November supported Option C as a concept.

SUGGESTED RECOMMENDATION

That the Board recommends Option C to Council for development of a more detailedbusiness case.

'/Turangi Facilities Review-TTCB [25 November 2013]

REASON FOR REPORT

The report on the Turangi Facilities Review is attached for the Board to consider, and recommendits preferred option to Council.

The purpose of the review was to enable Council and the Turangi community to identify options forthe development and realignment of community facilities to meet their sport, recreation, social,cultural and civic needs now and into the future.

BACKGROUND

The review was first proposed in 2011, at a meeting of the Turangi Revitalisation Steering Group.The Steering group was convened by Council to address community concerns about the economicwellbeing of the town's businesses and residents. As a number of suggestions for improvements tovarious facilities emerged, it was suggested that these be addressed as part of a whole review,rather than in a piecemeal fashion.

The Steering Group identified two major drivers for the review:

< the need for economic development in the area, including town centre revitalization, toincrease employment

. a shortage of recreation and leisure opportunities for young people.

Town centre revitalisation was allocated $1.3 million over three years, in Council's Long term Plan2012-22. The work is well underway, with a renewed approach to the town centre from SH1, mallredevelopment and a skatepark.

This review was included as a major project in the LTP. The project began formally later in 2012with the development of a project plan endorsed by the Turangi-Tongariro Community Board(Resolution 5076, Dec 2012).

DISCUSSION

The review has five components:1. Stocktake - a list of the community facilities including the main sports facilities and Council

buildings2. Community Needs Analysis - an outline of the current and projected population and

demographic features of the town, and a list of the things that the community needs andwants

3. Gap Analysis - a discussion of over- and under-supply issues, given Turangi's size andpopulation characteristics

4. Options - three packages of possible projects for Council to consider, and refine forconsultation.

5. Recommendations

Summary of findings

Overall, Turangi has a wide range of community facilities for the size of the town, although somecommunity facilities are in poor condition because of population decline.

The community needs analysis provided a picture of a wide range of community activities in andaround the township. The town has a much younger population than Taupo township, and mostare Maori from low-income homes. This means there are fewer people with the skills andresources to provide administrative and financial support for many activities.

All the sports that use Turangi Park support the Sports Hub concept, as all struggle withinadequate club facilities.

Some activities are struggling to meet their own objectives because of this decline (such asrugby clubs).

Decreasing demand means that some facilities have declining usage (e.g., meeting rooms andoffice space at the Council service centre, Turangi Hall).

. It is also difficult for the existing population to establish the new facilities it wants (such ascinema, sports hub).

. For future management of the gymnasium, it would be useful to define its intended uses: ifCouncil wants to use it as a multi-use venue, then the funding of the asset will need to berevisited. This work would need to take account of Council's revenue policies (charging) forcommunity events and its current practices throughout the District.

Turangi Facilities Review - TTCB (25 November 2013] Jf^/ <^\ Page 3

. The i-Site is not well located for supporting town development.

. Repopulating the mail would help to create a town centre buzz.

Improving mall verandas will need to be addressed on conjunction with building owners.

OPTIONS

Optton A Complete the current new work ($1.3 million)Council would complete the $1.3 million town centre upgrade that was funded in the Long TermPlan 2012-22. However, because of the impact on ratepayers, Council would not make any furthercommitment to upgrading facilities.

Option B Turangi Park and netball pavilion

. Fund toilet and changing room facilities at Turangi Park in a way that is consistent with thecommunity Sports Hub vision (estimated cost $171,000).

. Investigate long term costs of replacing the tennis/ netball pavilion with a smaller facility thathas lower lifetime costs.

. Complete the $1.3 million towncentre upgrade.

This option recognises that the teams using the fields and the Sports Hub will need toilets andchanging rooms, and that the toilets at the bottom of the park have drainage and vandalism issues.The Sports Hub steering committee, Turangitukua (as owners of the park), Council (as managersof the park, and funders of community facilities) and local residents have largely agreed on'thelocation for the Sports Hub.

Option C Re-populafe the Mali

This option moves some functions and operations in and around the mail to improve use, vibrancyand help to generate some critical mass.

Councilbldg asnew

locatunfbrWINZ

New locationforTDC, DGLT,

and i-Site

0 JV\1DGLTbldgtonew use

^

Lease the Council building to central government's Heartland Services, if this can be agreed.Relocate the Council service centre and staff offices to the front of the mail

Relocate the i-Site (which has more floor space than it needs) and other Council staff to thebuilding currently tenanted by central government's Heartland Services.

Encourage or support the Citizens' Advice Bureau to relocate somewhere in the Mail.

Turangi Facilities Revlew-TTCB [25 November2013] /^S / 2 Page4

Explore options for a new use for the current DGLT site. By using a "request-for-proposal'(RFP) process, Council could ensure that the high profile site was used effectively for thetown's benefit.

. Encourage the Red Cross to review their level of activity, with a view to relocating to the mail,or closing the shop in Te Rangikahekewaho Place.

Moving the i-Site to a smaller and more central location would

. reduce its costs

increase the visitor flow into the town and

. create an opportunity for Council to find a new purpose for the building.

Moving the WINZ location would enables Council to focus on improving the street appeal of thefront of the own.

Welfare activities such as the Citizens Advice Bureau and the Red Cross shop would make astronger contribution to the towncentre in the mall, rather than being located on the margins.

This option only works if

. central government's Heartland Services are willing to move into the Council building, whichwould need some renovation, and

. if the total costs to Council are less than the expected costs of operating and maintaining thestatus quo. In the longer term, Council will need to consider the future of the Council building,regardless of who the tenants are.

This option has not been costed because the requirements for each new tenancy cannot bespecified at this stage, and the potential benefits from a change of use for the DGLT building willbe unknown until after an RFP process.

CONSULTATION

Since 2011 there has been extensive consultation in the development of this report. Council andthe Board can consult on the recommendations as part of the Annual Plan 2014/15.

COMMUNICATION/MEDIA

Council will publish the report on its website, and further media and communications will beprepared to support public consultation.

SUGGESTED RECOMMENDATION

That the Board recommends Option C to Council for development of a more detailedbusiness case.

Report prepared by

^1Helen GilbertConsultant

Report reviewed by

feth GreenSnoup Manager

ATTACHMENT

Report of the Turangi Facilities Review [A1102525] - Circulated Separately

ITEM NO:_TTO: TURANGI TONGARIRO COMMUNITY BOARD

FROM:

SUBJECT:


District Manager Parks and Public Places

Turangi Tongariro Promotional Association WindUp

NO

DATE: 25 November 2013

OBJECTIVE DOCUMENT ID: A1150078

EXECUTIVE SUMMARY

The Turangi Tongariro Promotional Association FTTPA] constituted in 1998 decided they needed tobroaden its focus. As such the TTPA have decided to wind up their operations to allow theformation of Go Tongariro, which has a wider brief. The constitution of the TTPA requires theremaining assets to be transferred to the Turangi Tongariro Community Board who can do withthese as they see fit. The remaining assets consist of a computer and some cash totalling around$1236 approx and the TTPA have recommended their transfer to Go Tongariro via the TTCB.


That the following assets are transferred forthwith to Go Tongariro Inc:

. 1 only: 27 inch iMac computer - value at purchase $4100.00.Surplus cash [circa $1236] to Go Tongariro inc

FTurangi Tongariro Promotional Association Wind Up - TTCB], [25 November 2013]

REASON FOR REPORT^

The reason for this report is to finalise the transfer of the Turangi Tongariro PromotionalAssociation FTTPA] assets [following its dissolution] correctly and according to the TTPAsconstitution.

BACKGROUND

The TTPA was constituted on 17* August 1998 and its primary focus was [as the name suggests]to promote Turangi. The organisation decided recently that it needed to broaden its focus andbecome an all encompassing business association. As a result Go Tongariro was formed with firstyear funding coming from Enterprise Great Lake Taupo. As a result of this group forming, theTTPA will cease to exist and as such will required "to wind up" its operations. The process of "windup" has been completed bar the formal requirements of the constitution.

DISCUSSION

When the TTPA ceased to exist the constitution requires that any remaining assets be transferredto the Turangi Tongariro Community Board FTTCB] to do with as they wish [see appendix]. Therequest of the TTPA is that the following assets shall be transferred to Go Tongariro [see attachedminutes]:

. 1 only 27 inch iMac computer - value at purchase $4100.00

. Surplus cash : approximately $1236.00 approx

DESIRED OUTCOME

The desired outcome is the transfer of the above assets from the TTPA to Go Tongariro.

CONSIDERATIONS

. Financial Considerations

None foreseen

. Legal Considerations

None foreseen

. Policy Implications

None foreseen

. Risks

None foreseen

OPTIONS

Analysis of Options

Option 1 - transfer of the assets from TTPA to Go TongariroAdvantages Disadvantages

The assets can be reused for thepurpose purchased or moniesreceived

None foreseen

Option 2-do not transfer the assets from TTPA to Go Tongarim

Advantages Disadvantages

The TTCB may wish to donate theassets elsewhere

. The TTCB may be left with a liability

. Additional costs to Go Tongariro to purchasesimilar assets

^ Pyyu 5fTurangi Tongariro Promotional Association Wind Up - TTCB], [25 November 2013]

Discussion of Options

The attached minutes outline the TTPAs direction

CONSULTATION

As the minutes demonstrate, the TTPA have discussed the matter and resolved on the transfer toGo Tongariro, however it is ultimately up to the TTCB to determine the transfer of assets.

COMMUNICATION/MEDIA

The wind up has already been communicated via the usual media sources.

CONCLUSION

The assets are fairly minor in nature, with the computer being purchased via a charitable grant andthe monies surplus from the Colours Festival. The assets will have a life beyond the TTPA beingutilised by Go Tongariro if the TTCB determines that a transfer is acceptable.


That the following assets are transferred forthwith to Go Tongariro Inc:

1 only : 27 inch iMac computer - value at purchase $4100.00.. Surplus cash [circa $1236] to Go Tongariro inc

Report Prepared by: Report Reviewed by:

[anager Parts and Publicf/Ga>!

GroufrUafiager- Policy and OperationalSen/fces

ATTACHMENTS

Minutes of meeting

fTurangi Tongariro Promotional Association Wind Up - TTCB], [25 November 2013] 1/S '"Page^'

10. Liquidation and Wlndlna UpIf the Promotional AasodaUon is put into liquidation or thePromotional AasoclaUon decides to wind up Its activities, thenthe following action shall take place.

a) A Special General Meeting shall be called to resolve the Issue,followed by a further Special General MeeUng after a periodof 30 days to pass the final resolution.

b) Following the final resolution, the surplus funds of thePromotional Association shall be handed over to theTulangl Community Board, Taupo District Council for donatingto any voluntary groups the Community Board sctes fit.

C^<u/(te'(royt

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TTPA CONSTITUTION - 17.04.2007 Pane Sols

MINUTES OF 2nd & LAST SPECIAL MEETING TO WIND UP

TURANGI TONGARIRO PROMTIONAL ASSOCIATION Inc (TTPA)

^/^

Held on 20"' September 2013Parklands Motor Lodge, 12pm

PRESENT: Wayne Smith, Craig Russell, Jen Sheiff (Chair), Craig Morey, Ken Proudfoot and Sue Cullen

APOLOGIES: Paula McRae

MINUTES OF PREVIOUS MEETING: Minutes of previous special meeting were passed as a true and correct record -Passed-len Sheiff; Seconded- Wayne Smith

MATTERS ARISING;

Go Tongariro have accepted to take over the responsibility of the colours festival and website. Wayne gave the committee anupdate which included organising meetings with Dave Blyth and is confident both Items will continue and grow under GoTongariro.

Ken apologised for not completing the media release. Jen however did type one out which she read.

It was moved that Jen's media release be accepted and placed in next week's Turangl Chronicle -- Passed-Jen Shelff;Seconded-Wayne Smith

Wayne handed out a motion and asked the committee for any comments and explained the process if it was accepted. It wasnoted that any money pertaining to the colours festival had be added to the motion. The following motion was put forward andpassed.

MOTION SUBMITTED;

A. That the TTPA be wound-up in accordance with its August 2010 ConstitutionClause 8: Management; Paragraph D, E, & F.Clause 12: Liquidation and Winding Up: Paragraph A & B.

B. That the HPA request that the following funds be transferred to "Go Tongariro Inc" in accordance with Clause 12;Paragraph B of the TTPA Constitution.

TTPA FUNDS: 1. Surplus Funds - $444.09 (approx) held in the HPA ANZ - 00 Account2. Surplus Funds - $791.46 (approx) held in the HPA ANZ - 02 Account

Craig went through the financial report. It was moved that funds in the 00 & 02 accounts which is to be handed over to theTaupo District Councll/Turangi Community Board - Passed-Cmig Russell; Seconded-Cralg Morey

C. That the TTPA transfer the following assets to "Go Tongarlro Inc"

TTPA ASSETS: 1. 1-Mac 13-2 - 27" Computer. Serial number: COZK17FFDNCW2. www.toneariroNZ.com website and associated data-base/software.

Wayne noted that the computer and website was not covered by clause 12 and had to be agreed on within committee that it betransferred to Go Tongariro.

ft was moved that the computer and website be transfenvd to Go Tongarlm Passed-Cralg Morey; Seconded-Wayne Smith

The Companies Office IS5 form for the "Request to dissolve an Incorporated Society" was duly signed by Jen Shieff,completed by Wayne Smith and forwarded Companies Office, Auckland.

General Business: Jen Sheiff wished Go Tongariro well

Meeting Closed 1.15pm

TO:

FROM:

SUBJECT:


DATE:



Community Board Training - February 2014

NO

25 November 2013

ITEM NO:.10


REASON FOR REPORT

Local Government New Zealand [LGNZ] is holding a number of training sessions that might be ofInterest to the Community Board.

. Community Board training on 18 February 2014 at Whakatane

. Chairing meetings, Conflicts of Interest & Understanding Ordersin February 2014 [date to be confirmed] at Rotorua

The Board has a budget of $3,000 for the 2013-14 financial year for training.

The course fees set by LGNZ are normally $395.00 plus GST per person.

This paper provides the opportunity for the Board to approve Board Member attendance at thesetraining sessions in February 2014.


That Community Board attendance at the following be approved:

. Community Board training [Whakatane] -18 February 2014

Board Members

Chairing meetings, Conflicts of Interest & Understanding Orders [Rotorua]February 2014

Board Members

Report Prepared by: Report Reviewed by:

7akesDemocracy & Community Engagement Manager Strategic Manager: Community, Risk,

Relattons 8, Support

ITEM NO:

TO:

FROM:

SUBJECT:

DATE:

TURANGI /TONGARIRO COMMUNITY BOARD


Update on items Considered at Council meeting on12 November 2013

25 November 2013


REASON FOR REPORT

To note for your information that the attached reports of interest to the Board were considered byCouncil on 12 November 2013.

. Turangi-Tongariro Community Board - Terms of Reference Delegations [A1 177755]


That the Board note that the Council considered the following items on 12 November 2013:

. Turangi-Tongariro Community Board -Terms of Reference Delegations [A1177755]

Report Prepared by:

Tina Jakes


TO

FROM

SUBJECT

DATE

OBJECTIVE ID:

II

Item No.

COUNCIL


Turangi-Tongariro Community Board - Terms of Reference,Delegations

SIGNIFICANT DECISION No

12 November 2013

A1177755

EXECUTIVE SUMMARY

This item enables Council to:

. delegate authority to the Turangi-Tongariro Community Board.


That Council delegates authority to the Turangi-Tongariro Community Board.

HTCB TOR, delegations and appointments, [12/11/13] ^ Jr)Page2

REASON FOR REPORT

This item enables Council to delegate authority to the Turangi-Tongariro Community Board.

CONSIDERATIONS

Financial Considerations

The Board's operations are funded with 80% from a targeted rate on Turangi-Tongariroratepayers and 20% from the District's general rate. Council provides administrativesupport for the Board through its Democracy and Planning activity in the Long term Plan.The Board does not have any other funding unless Council specifically allocates it. Forexample, in the Annual Plan process, Council has historically allocated funding for theBoard to distribute to community organisations.

Legal Considerations

The Local Government Act specifies the role and powers of Community boards as follows:

52 Rate cf community boards

The role of a community board is to -(a) represent, and act as an advocate for, the interests of its community; and(b) consider and report on all matters referred to it by the territorial authority, or any mattercf interest or concern to the community board; and(c) maintain an overview of services provided by the territorial authority within thecommunity; and(d) prepare an annual submission to the territorial authority for expenditure within thecommunity: and(e) communicate with community organisations and special interest groups within thecommunity; and(f) undertake any other responsibilities that are delegated to it by the territorial authority.

53 Powers of community boards

(1) A community board has the powers that are -(a) delegated to it by the relevant territorial authority in accordance with clause 32of Schedule 7: or

(b) prescribed by the Order in Council constituting Its community.

(2) The powers of a community board prescribed by Order in Council expire at the close of6 years after the order comes into force.(3) Despite subsection (1), a community board may not-

(a) acquire, hold, or dispose of property; or(b) appoint, suspend, or remove staff.

32 m. Schedule 7

To avoid doubt, no delegation relieves the local authority, member, or officer of the liabilityor legal responsibility to perform or ensure performance of any function or duty.

Policy Implications

This item has no policy implications.

Risks

Council needs to adopt Terms of Reference that are clear and workable to support theefficient operations of its committees.

OPTIONS

Council may choose to appoint a different number of Councillors to the Board. Council may alsoamend the powers and authority it delegates to the Board. If Council wishes to do this. Councilofficers will need to ensure that the new delegations are consistent with a range of other relevantexpressions of Board powers and processes, including Local Government Act 2002, Standingorders, and delegations to other bodies.

Alternatively, Council may delegate authority.

FTTCBTOR, delegations and appointments, [12/11/13] tl /- Page 3

f3>CONSULTATION

If Council wishes to amend substantial elements of the delegations to the Community Board thatare jikely to be of public interest, then it would be wise to consult with residents and ratepayers inthe TT ward before making its final decision.

COMMUNICATION/MEDIA

Council will publish all Committee appointments on the Council website.


That Council delegates authority to the Turangi-Tongariro Community Board.

Report prepared by Report reviewed by

Tina Jakes Brian FoxDemocracy & Community Engagement Manager Strategic Manager, Community, Risk,

Relations & Response

ATTACHMENT

Delegations to Turangi-Tongariro Community Board [A1184045]

\\1^DELEGATIONS TO TURANGI-TONGARIRO COMMUNITY BOARD

The community board has statutory independence from Coundl and sets its own terms of reference. Councildelegates the following powers to the community board.

Membership

Quorum

Six (6) elected Turangi-Tongariro members

Two (2) Councillors elected from the Turangi-Tongariro ward. (This is anautomatic appointment when these Delegations are adopted and does not needformal Council appointment).

Four (4)

Scope of activity1. Providing local input into the development of Council policy that will impact on the Turangi-Tongariro ward.

2. Maintaining an overview of service delivery, operational and capital expenditure, within the Turangi-Tongariroward including the consideration of both financial and non-flnandal reporting.

3. Providing local input into the development and review of Council's key planning documents such as theCouncil's Long term plan, annual plan, structure plans, and reserve management plans.

4. Preparing an annual submission to Council's budgetary process for expenditure within the community

5. Considering and reporting on all matters referred to it by Council or any matter of interest or concern to theward.

6. Communicating with communities in the Turangi-Tongariro ward, community organisations and spedalinterest groups within the Turangi-Tongariro ward.

Power to act1. The Board can carry out any function, duty or power of the Coundl relevant to and within its ward which:

a) supports Council's Long teim plan and/or policy direction

b) is within Council's Long term plan and the annual plan for the Turangi-Tongariro ward

c) is not the function or responsibility of Council or one of its Committees.

d) is not prohibited by legislation

e) otherwise falls within the objectives and scope of the Board

2. If there is any matter or proposal which involves unbudgeted expenditure, the matter must be referred toCouncil for a decision.

3. If any matter is of such strategic or policy importance or uigency, then, with the endorsement of theappropriate Chairperson or His Worship the Mayor, the matter shall be referred by way of recommendationdirect to Council.

Power to recommend to CouncilAny matter or proposal that is relevant to the Turangi-Tongariro ward, which:

1. Is outside of or in conflict with Council's Long term plan and/or policy direction.

2. Involves unbudgeted expenditure for any contract or project.

Delegation of powersSubject to Schedule Seven, Clause 32 of the Local Government Act 2002, the Board may sub-delegate such ofthese powers, duties, funch'ons and discretions as it thinks fit, either generally or in any particular case, to anysub-committoe appointed by it.

Limits on authorityThe Board's 'power to act' pursuant to these delegations is subject to:

1. Matters being related solely to the Turangi-Tongariro area

2. An overriding responsibility to ensure that its actions and decisions are always within the law and Councilpolicy.

Members

A11S4045

ITEM NO:. \^TO:

FROM:

SUBJECT:

DATE:

TURANGI /TONGARIRO COMMUNITY BOARD


Community Issues

25 November 2013


REASON FOR REPORT

This allows for discussion on community issues within the Turangi -Tongariro area.

BACKGROUND

Matters that are of an operational and maintenance nature should be reported to staff forinvestigation and action [eg road potholes, leaking water valves, trees, etc] in the first instance.

No debate and/or resolution is permitted on any of the issues raised.


That the information relating to community issues be received.

Tina Jakes


ITEM NO:.13TO:

FROM:

SUBJECT:

DATE:

TURANGI TONGARIRO COMMUNITY BOARD


Members' Reports

25 November 2013


REASON FOR REPORT

The item permits members to provide feedback on any items of interest arising frommeetings/conferences/seminars they have attended over the past month.

No debate and/or resolution is permitted on any of the reports.

Members of the Turangi Town Centre Revitalisation working group may wish to report back ontheir fortnightly site visits.


That the reports from members be received.


Documents

Turangi/Tongariro Community Board - taupodc.govt.nz · 10/09/13 Turangi Town Cnetre Updgrade Stage 2 - Skate Park to update the Board on the health and safety ... TTCB Election cf