Community Development Committee Meeting - on Tuesday 30 April 2019 Council Chambers District Council Building King George Place Timaru - Timaru ...
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Community Development Committee
Meeting
on
Tuesday 30 April 2019
Council Chambers
District Council Building
King George Place
Timaru
Timaru District Council Notice is hereby given that a meeting of the Community Development Committee will be held in the Council Chamber, District Council Building, King George Place, Timaru on Tuesday 30 April 2019, at the conclusion of the Infrastructure Committee meeting. Committee Members: Clrs Steve Wills, (Chairperson), Nigel Bowen (Deputy Chairperson), Peter Burt, David Jack, Andrea Leslie, Richard Lyon, Paddy O’Reilly, Sally Parker, Kerry Stevens and the Mayor. Local Authorities (Members’ Interests) Act 1968 Councillors are reminded that if you have a pecuniary interest in any item on the agenda, then you must declare this interest and refrain from discussing or voting on this item, and are advised to withdraw from the meeting table. Bede Carran Chief Executive 2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Item Page
No No
1 Apologies – Clr David Jack
2 Identification of Items of Urgent Business
3 Identification of Matters of a Minor Nature
4 Declaration of Conflicts of Interest
5 Chairperson’s Report
6 1 Confirmation of Minutes
7 7 Highfield Golf Course Lease Variation
8 11 Community Awards Policy Review
9 17 Funding Correspondence Received
10 34 Funding Applications Considered Under Delegated Authority
11 37 Receipt of Local Arts Scheme Subcommittee Minutes
12 42 Receipt of Youth Initiatives Subcommittee Minutes
13 47 Receipt of Safer Communities Committee Minutes and Relevant
Reports
14 Consideration of Urgent Business Items
15 Consideration of Minor Nature Matters
16 55 Exclusion of the Public
17 57 Caroline Bay Bike Skills Park Proposal
18 68 Confirmation of Minutes
19 70 Receipt of Youth Initiatives Subcommittee Minutes – Youth
Representatives
20 72 Donations and Loans Subcommittee Recommendations
21 75 Readmittance of the Public
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Community Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 6
Prepared by Sharon Taylor
Group Manager Community Services
Confirmation of Minutes
_______________________________
1.
2. Minutes of Community Development Committee.
Recommendation
That the minutes of a meeting of the Community Development Committee held on
12 March 2019, excluding the Public Excluded items, be confirmed as a true and
correct record.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
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Timaru District Council
Minutes of a Meeting of the Community Development Committee held in the Council
Chamber, District Council Building, King George Place, Timaru on 12 March 2019 at
10.00am.
Present Clrs Steve Wills (Chairperson), Nigel Bowen, Peter Burt,
Dave Jack, Andrea Leslie, Richard Lyon, Paddy O’Reilly,
Sally Parker, Kerry Stevens and the Mayor
Apologies Proposed the Mayor
Seconded Clr Parker
“That an apology for absence John McDonald (Pleasant
Point Community Board) be accepted.”
Motion carried
In Attendance Lloyd McMillan – Temuka Community Board (for public part
of meeting)
Jennine Maguire - Geraldine Community Board (for public
part of meeting)
Chief Executive (Bede Carran), Group Manager People and
Capability (Symon Leggett), Acting Art Gallery Manager
(Hamish Pettengell), Recreation Facilities Manager
(Craig Motley), Curator of Documentary History
(Tony Rippin), Libraries Manager (Adele Hewlett) and
Community Services Executive Assistant (Colleen Te Au)
3. Declaration of Conflicts of Interest
4. There were no conflicts of interest declared.
5. Chairperson’s Report
6. The Chairperson reported on meetings he had attended and duties he had carried
out since the last Committee meeting including:
7. Council meeting, Citizenship ceremony, District Plan workshop, Museum
Collections Subcommittee meeting. Considered funding applications under
delegated authority. Met with our sister city Eniwa’s Museum Curator,
community representatives regarding Patiti Point and other members of the
community regarding various matters that Council is working on.
8. Proposed Clr Stevens
9. Seconded Clr Burt
10. “That the Chairperson’s Report be received and noted.”
11. Motion carried
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Page
12. Confirmation of Minutes Community Development Committee Meeting -
29 January 2019
13. Proposed the Mayor
14. Seconded Clr Jack
15. “That the minutes of a meeting of the Community Development Committee held
on 29 January 2019, excluding the public excluded items, be confirmed as a true
and correct record.”
Motion carried
16. YMCA South and Mid Canterbury Youth Services Report to 31 December 2018
17. The Committee considered the Youth Services report to 31 December 2018 which
is a 6 monthly reporting requirement as part of Council’s Youth Services contract
with YMCA. Apologies for non-attendance from YMCA representatives was
received.
18. Proposed Clr Jack
19. Seconded Clr Parker
20. “That the report be received and noted.”
21. Motion carried
22. Aigantighe Art Gallery Annual Report to 31 December 2018
23. The Acting Art Gallery Manager spoke to the Aigantighe Art Gallery’s annual
report.
24. The Committee noted this was a huge asset not only for the Timaru District but
also for New Zealand, and expressed their gratitude to the gallery staff,
volunteers and Friends of the Aigantighe.
25. The fluctuation in annual visitor numbers noted in the report was due to an
improvement in recording this data.
26. Proposed Clr Jack
27. Seconded Clr Stevens
28. “That the report be received and noted.”
Motion carried
29. Recreation Facilities Annual Report to 31 December 2018
30. The Recreation Facilities Manager spoke to the Recreation Facilities annual
report.
31. It was noted that about 40,000 students have attended learn to swim lessons in
2018. Overall membership and admission numbers were up. Innovative fitness
programmes were being offered for age 50 plus.
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32. The CBay café is doing well and has become a good social community hub and fits
well with the overall customer experience at CBay. Staff can be drawn from the
Customer Services reception for the café to help clear tables etc if required.
33. The Committee congratulated the staff on CBay’s success.
34. It was noted that part of CBay’s revenue is included in the general rate charge
and the uniform annual general rate charge. The Mayor requested this be
reviewed at the next Council budget meeting.
35. Proposed Clr Parker
36. Seconded Clr O’Reilly
37. “That the report be received and noted.”
Motion carried
38. South Canterbury Museum Annual Report to 31 December 2018
39. The Curator of Documentary History spoke to the South Canterbury Museum
annual report.
40. The Committee noted it was good to see the Museum moving outside with some
great community events, with the second outdoor music event ‘Retro Rock’
scheduled for 30 March.
41. The Museum was the winner of the Museum World Dance-Off Championships
which had a massive impact on the district. It was suggested another challenge
be done involving all our facilities, keeping the community engaged.
42. The education programme ‘Learning Experiences Out Of The Classroom’ (LEOTC)
funded by the Ministry of Education (MoE) was discussed, noting it was great to
involve young people in our history. This was a contestable MoE contract. The
Committee queried whether the MoE would continue to fund this nationally.
43. The Committee thanked the museum staff and volunteers.
44. Proposed the Mayor
45. Seconded Clr Stevens
46. “That the report be received and noted.”
Motion carried
47. Timaru District Libraries Annual Report to 31 December 2018
48. The Libraries Manager spoke to the Timaru District Libraries annual report.
49. The Committee noted the increased usage of technology and digital platforms
including the press reader, and self-check in / check out facilities.
50. SparkJump was an initiative to help young people connect with media that
couldn’t normally afford this at home. It was important to be able to offer Wi -Fi
not only to our visitors but also to our community.
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51. The Committee acknowledged the fantastic job the libraries were doing. A
special thanks from Clr O’Reilly to the Temuka Library & Service Centre’s for
providing exceptional service to the community and a facility the community
know they can come to.
52. Proposed the Mayor
53. Seconded Clr O’Reilly
54. “That the report be received and noted.”
Motion carried
55. Receipt of Museum Collection Subcommittee Minutes – 20 February 2019
56. Proposed Clr Jack
57. Seconded Clr Leslie
58. “That the Museum Subcommittee Minutes be received.”
Motion carried
59. Exclusion of the Public
60. Proposed Clr Jack
61. Seconded Clr Parker
“That the Committee resolves to exclude the public on the grounds contained in
Section 48(1) of the Local Government Official Information and Meetings Act:
Confirmation of Section 7(2)(c)(i) Due to an
Minutes: The withholding of the information is obligation of
Public Art necessary to protect information which is confidence and
Advisory Group subject to an obligation of confidence or to ensure the
Recommendation which any person has been or could be information
Section 7(2)(c)(i) compelled to provide under the authority of avenue remains
any enactment, where the making available open, when it is
of the information would be likely to in the public
prejudice the supply of similar information, or interest for it to
information from the same source and is in do so.
the public interest that such information
should continue to be supplied.
Receipt of Museum Section 7(2)(a) To protect a
Collection The withholding of the information is person’s
Subcommittee necessary to protect the privacy of natural privacy.”
Minutes: persons, including that of deceased natural
Items For persons.
Deaccession
Section 7(2)(a)
62. Motion carried
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63.
64. Readmittance of the Public
65. Proposed the Mayor
66. Seconded Clr Lyon
67. “That the public be readmitted to the meeting.”
68. Motion carried
69.
70. The meeting concluded at 10.30am.
71.
72.
73. _________________________
74. Chairperson
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Community Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 7
Prepared by Bill Steans
Parks and Recreation Manager
Highfield Golf Course Lease Variation
_______________________________
Purpose of Report
1. The report is prepared to consider a request from the General Manager of the
Timaru Town & Country Club (TT&CC) to reduce the area of the land they lease
from the Timaru District Council, currently used as a golf course, letter attached.
This would take the golf course from an 18 hole course to a 9 hole course with
other lease conditions remaining unchanged. The TT&CC request is to be
relieved from the obligation to maintain the additional 9 holes of the course.
Background
2. There has been a golf course at Highfield since 1905. Initially the Timaru Golf
Club played on this course, but later relocated to its current site at Levels in
1959.
3. Up until the 1980s the course was a municipal course maintained by Council.
After that date the Highfield Golf Club entered into a lease with Council for the
land and undertook the maintenance through a combination of paid staff and
volunteers.
4. The current lease commenced on 1 July 2010 and having exercised its right of
renewal, the lease expires on 30 June 2020 without a further right of renewal.
The lessee has first refusal to a new lease. Council receives $909.50pa excl GST
from this lease.
5. The lease contains the following clauses:
(i) Members of the public have reasonable walking access, including with dogs
on a lead, provided this doesn’t interfere with the lessee’s activities.
(ii) While the lessee is responsible for maintenance of the Waimataitai Stream
through the course, Council pays a contribution towards this from the
stormwater account.
6. On 1 February 2012 the Highfield Golf Club merged with and became a section of
the TT&CC with the existing lease being assigned to the TT&CC. The Highfield
Golf Club retained its name and identity but came under the umbrella of the
TT&CC with their assets being combined.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page7 7
Page7. A steering group made up of members from Highfield Golf Club, Timaru Golf Club
and Golf New Zealand, and Council’s Parks and Recreation Manager are currently
working on a proposal to reduce the course to 9 holes when the lease expires in
2020, allowing other uses for the balance of the land and making it a better fit for
the future.
8. Proposed other uses include stormwater retention, walking and cycling tracks
and perhaps a golf driving range. Progress on this was reported to the 29 January
2019 Community Development Committee meeting.
Options
9. The options are –
Option 1 – Accept the request to reduce the size of land leased effective
immediately. This would reduce the cost for the Club but would increase
the cost for Council. Although in effect it would only bring forward by
14 months changes already proposed.
Option 2 – Decline the request to reduce the leased area ahead of the lease
expiry date in 2020.
10. A rough order of costs for maintaining the balance of land not included in a 9
hole course is $53,000.00 excluding GST per annum. This not only includes grass
mowing, but vegetation control, shrubberies and tree maintenance along with
litter management and other sundry tasks.
11. Many of the community outcomes will remain largely unchanged with either
option.
12. Likewise, either option will not impact on Council’s statutory responsibilities.
Identification of Relevant Legislation, Council Policy and Plans
13. Local Purpose Reserve – land administered under The Reserves Act 1977. This
land has more constraints than freehold land. Council can control how it is used
provided the use complies with the provisions of the Act.
14. Resource Management Act 1991 - requires a land use consent for some land use
changes.
15. Canterbury Regional Land and Water Plan - requires the quality of stormwater to
be addressed.
16. South Canterbury Spaces and Places Strategy - recommends a review of golf
facilities.
Assessment of Significance
17. This matter is not deemed significant under the Council’s Significance and
Engagement Policy.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page8 8
PageConsultation
18. The General Manager and President of the TT&CC have explained their intention
to supply a course that will continue to provide for casual players as well as
members and reducing the size of the course to 9 holes will better enable them
to be catered for in the future.
19. Golf New Zealand, along with representatives from the Highfield and Timaru Golf
Clubs have all favoured reducing the course to 9 holes as the preferred
configuration for the future.
20. Sport Canterbury favour the reduction of Highfield Golf Course to a 9 hole course
to support the recommendation of the South Canterbury Spaces and Places Plan.
The South Canterbury Branch Manager, Shaun Campbell, is supportive of the
Highfield land remaining available for recreational use.
Other Considerations
21. There are no other considerations relevant to this matter.
Funding Implications
22. The maintenance of an additional 16 hectares of land was not anticipated in the
proposed timeframe and even the proposed reduction in 2020 was only
suggested after the budget for next financial year was prepared. Therefore there
is no allowance in the budget for the maintenance of the additional land. An
amount of $53,000pa is required to maintain this land. Being funded from
general rates, this would amount to 0.1% of rates.
Conclusion
23. A move to a 9 hole course at Highfield is not only desirable but perhaps
inevitable as new approaches are used to make the game more attractive to new
golfers and to control costs by golf administrators.
24. The opportunity to free up the land for other uses such as stormwater
management will provide greater benefits to the wider community.
25. If the proposal to reduce the area leased is agreed to, funding for the
maintenance of the additional land by Council will have to be considered.
Recommendations
a That the proposal to reduce the area leased to the Timaru Town and Country
Club for the Highfield Golf Course be considered.
b That if the proposal is favoured, the matter be referred to the Policy and
Development Committee for consideration of a funding increase of $53,000pa
GST exclusive in the Parks Maintenance budget, funded from the general rate.
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Page2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page1010
PageCommunity Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 8
Prepared by Sharon Taylor
Group Manager Community Services
Community Awards Policy Review
_______________________________
Purpose of Report
26. To present the Community Awards Policy with proposed changes for approval,
(attached).
Background
27. In March 2013 the Policy and Delegations Subcommittee approved a Po licy
review programme.
28. This involved reviewing the Council Policy register that included over 200 policies
developed since amalgamation in 1989, with the aim of having an up to date
Register that will contribute to the Council meeting its objectives and he lp guide
the Council and Council officers on current and future decision-making.
29. The Community Awards Policy is presented as part of the policy review
programme.
30. The policy was adopted by the Community Development Committee on
1 December 2015.
31. Proposed amendments are in red text in the Policy as follows:
32. Clause 2 – Background. Community Awards may be bestowed annually,
biennially or triennially depending on the quantity of nominations. This will be
determined by the Community Awards Selection Panel.
33. Clause 3.4.2 – Nomination Process. Nomination are called for on an annual basis,
via print and online media but also proactively sought by staff in the Mayoral
support team. Existing mailing lists of stakeholders are held on Timaru District
Council information systems.
34. Clause 4.5 - Community Awards Ceremony. An Awards Ceremony shall be held to
present the awards. This may be incorporated with a Hall of Fame or Citizenship
Ceremony depending on the number of recipients. If a ceremony is to be held
independent of any other presentation, it may be held over for a subsequent
year if the number of nominations is low. All decisions relating to the Awards
Ceremony shall be made by the Community Awards Selection Panel.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page1111
Page35. Clause 5.3 – Revision History. Recommend change of Policy Owner from
Customer Services Manager to Mayor Support Team recognising Community
Awards deemed to be Mayoral Community Celebration.
Options
36. The options are –
Option 1 - Adopt the policy with no changes.
Option 2 - Adopt the policy with amendments.
37. The proposed amendments will add to the efficient administration of Community
Awards nominations and celebrations.
Identification of Relevant Legislation, Council Policy and Plans
38. Long Term Plan – The Community Awards contributes to the District Vision of
Lifestyle, Economy, Identity and Leadership.
Assessment of Significance
39. This matter is not deemed significant under the Council’s Significance and
Engagement Policy.
Consultation
40. Consultation has taken place with the Group Manager Community Services and
the Mayoral support team. Feedback on the proposed amendments was
requested from the Community Awards Selection Panel.
Other Considerations
41. The Hall of Fame Policy was approved by the Community Development
Committee on 29 January 2019, with amendments to the ceremony to include
incorporating it into other recognition celebrations such as Community Awards or
Citizenship Ceremonies dependent on the number of successful Hall of Fame
nominations.
Funding Implications
42. There are no addition funding implications to those detailed in the 2018/19
Budget.
Conclusion
43. The Community Awards Policy is due for review. The proposed amendments will
add to the efficient administration of Community Awards nominations and
celebrations
Recommendation
That the proposed Community Awards Policy amendments be considered.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
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PageCommunity Awards
Approved by: Community Development Committee
Date Approved: 1 December 2015
Keywords: Nominate, Awards, Individuals, Civic, Service, Community
1.0 Purpose
This policy outlines the eligibility, criteria and process Council follows to recognise an
individual’s voluntary service to the district.
2.0 Background
Community Awards in recognition of an individual’s voluntary community service were
introduced as Civic Awards in1999.
Nominations for Awards are considered and decided by the Community Awards Selection
Panel.
Community Awards may be bestowed annually, biennially or triennially depending on the
quantity of nominations. This will be determined by the Community Awards Selection
Panel.
3.0 Key Definitions
Service is defined as service which is voluntary and for which no payment is made.
A Community Award in recognition of outstanding voluntary service to the community
entitles the recipient to a Timaru District Council lapel badge bearing the Coat of Arms, a
plaque / certificate, public recognition and inclusion in the publicly displayed Honours Book.
4.0 Policy
4.1 Community Awards Selection Panel
4.1.1 A subcommittee of the Community Development Committee called the Community
Awards Selection Panel is established at the beginning of each term of Council to
consider nominations, make decisions to grant awards and conduct award
presentation ceremonies.
4.1.2 The Selection Panel shall comprise four Councillors appointed by the Community
Development Committee at the beginning of each term of Council.
The Panel must elect and appoint four community representatives to the Panel for
the current term of Council.
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Page4.1.3 The decisions of the Selection Panel are final and binding, however the Selection
Panel must, before making any decision public, report its decisions individually to
the elected members of the Timaru District Council.
The minutes of the Community Awards Selection Panel which may include
recommendations on policy changes are to be submitted to the first Community
Development Committee meeting following the awards ceremony.
4.2 Eligibility for Community Awards
4.2.1 Any individual, who provides voluntary service of a nature benefiting the Timaru
District and its residents, is eligible for nomination. An individual is not required to
be resident in the Timaru District to be eligible for nomination.
4.2.2 The service recognised must be voluntary and unpaid.
4.2.3 Current Councillors and members of the Community Awards Selection Panel are
ineligible for nomination.
4.2.4 Service to sport is not a qualifying category as it is recognised through the South
Canterbury Sports Awards.
4.2.5 The qualifying categories include:
Recreation
Youth activities
Social welfare
Educational services
Environment
Heritage
Cultural affairs
Religious affairs
Community affairs
And any other voluntary service that contributes, in the Selection Panel’s opinion,
to the betterment of the Timaru District and its residents.
4.2.6 Unsuccessful nominations in any one year may be resubmitted for consideration in
any subsequent year.
4.2.7 A nomination becomes ineligible if the nominee is deceased before the date of the
Selection Panel’s meeting to consider nominations.
4.3 Nomination Process
4.3.1 A nomination must be made by any three residents or any organisation situated
within the Timaru District.
4.3.2 Nomination are called for on an annual basis, via print and online media but also
proactively sought by staff in the Mayoral support team. Existing mailing lists of
stakeholders are held on Timaru District Council information systems.
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Page1414
Page4.3.3 Nominations are to be submitted to the Timaru District Council Community Awards
Panel for consideration.
4.3.4 It is not necessary to obtain the prior consent of the person being nominated
before submitting a nomination.
4.3.5 If the nomination is successful the nominee will then be contacted by Council to
ascertain whether he or she wishes to accept the Award.
4.4 Information supporting a nomination
The information provided for each nominee must be sufficiently detailed to enable
the Selection Panel to exercise its function with full knowledge of the record of
service of each nominee.
The information sought is not merely a list of positions held. Full details must also
be supplied including the actual service or activities carried out in the Timaru
District, including the length of service and the nominators’ assessment of the
impact of the work on Timaru District residents.
4.5 Community Awards Ceremony
An Awards Ceremony shall be held to present the awards. This may be
incorporated with a Hall of Fame or Citizenship Ceremony depending on the
number of recipients. If a ceremony is to be held independent of any other
presentation, it may be held over for a subsequent year if the number of
nominations is low. All decisions relating to the Awards Ceremony shall be made
by the Community Awards Selection Panel.
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Page1515
Page5.0 Delegations, References and Revision History
5.1 Delegations - Identify here any delegations related to the policy for it to be operative or
required as a result of the policy
5.2 Related Documents - Include here reference to any documents related to the policy (e.g.
operating guidelines, procedures)
5.3 Revision History – Summary of the development and review of the policy
5.1 Delegations
Delegation Delegations Register
Reference
Community Development Committee
Policy changes Each inaugural meeting
Appoint four Councillors to the Community Awards of the Community
Selection Panel at the beginning of each term of Council Development Committee
Community Awards Selection Panel
Select and appoint four community representatives to the
Panel
Consider and make decisions on nominations
Make decisions on matters pertaining to the awards
ceremony
Report decisions to the Timaru District Council Elected
Members before making any decision public
Present recommendations on Policy Changes to the
Community Development Committee for decision.
5.2 References
Title Document Reference
Timaru District Community Awards Guidelines to Nominate Doc 487840
Individuals and Application to Nominate Individuals. F1959
Community Relations –
Awards (Honours) –
Community Awards
5.3 Revision History
Revision Policy Date Approval by Date of next Document Reference
# Owner Approved review
1 Customer 1 December Community November #829842
Services 2015 Development 2018 (3 years Community Awards Policy
Manager Committee from approval F8525
date)
2 Mayoral Community April 2022 #1239698
Support Development Report – Amendments to
Team Committee Policy. F416
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Page1616
PageCommunity Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 9
Prepared by Grant Hamel
Customer Services Manager
Funding Correspondence Received
_______________________________
Purpose of Report
44. To present correspondence received from recipients of Council funding.
Identification of Relevant Legislation, Council Policy and Plans
45. Donations and Loans Policy.
Assessment of Significance
46. This matter is not deemed significant under the Council’s Significance and
Engagement Policy.
Consultation
47. Applicants are advised that their correspondence will be presented to the
Community Development Committee.
Other Considerations
48. There are no other considerations relevant to this matter.
Conclusion
49. The following correspondence is attached for the Committee’s information:
50. Motorcycling New Zealand Incorporated: Thank you for $10,000 towards NZ
Superbike Championship, Levels Raceway, January 2019.
51. Pleasant Point Gymkhana: Thank you for $500 towards Get To The Point,
November 2018.
52. Temuka & Districts Historical Society: Thank you for $2,000 towards 2018/19
operating costs of Temuka Courthouse Museum.
53. Timaru Senior Citizens Association: Thank you for $4,000 towards 2019 rent at
Office and Friendship Centre.
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Page54. South Canterbury Indian Cultural Society: Thank you for $2,000 towards Diwali
Festival, Southern Trust Events Centre, Timaru, November 2018.
55. InHarmony Choir: Thank you for $500 minimal donation towards Christmas on
the Bay, December 2018.
56. Ella Benson: Thank you for $250 New Zealand Representative Asian Roller Skating
Championships, South Korea, September 2019.
57. Charlotte Clarke: Thank you for $250 New Zealand Representative Asian Roller
Skating Championships, South Korea, September 2019.
58. Asian Roller Skating Championships Team Leader’s report.
59. Geraldine District Development & Promotions (Go Geraldine): Thank you for
$2,000 towards Geraldine Christmas Parade, December 2018.
60. Pinc & steel Cancer Rehabilitation Trust: Thank you for $500 minimal donation
towards Paddle for Life, Caroline Bay, February 2019.
61. Hospice South Canterbury: Thank you for $10,000 towards Caroline Bay Rock and
Hop, March 2019.
Recommendation
That the correspondence be received and noted.
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PageMotorcycling New Zealand Inc.
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Page1919
PagePleasant Point Gymkhana
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Page2020
PageTemuka & Districts Historical Society
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Page2121
PageTimaru Senior Citizens Association
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2222
PageSouth Canterbury Indian Cultural Society
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2323
PageInHarmony Choir
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2424
PageElla Benson
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2525
PageCharlotte Clarke
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2626
Page2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2727
Page2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page2828
PageAsian Roller Skating Championships Team Leader’s report
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Page2929
Page2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3030
PageGeraldine District Development & Promotions
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3131
PagePinc & Steel Cancer Rehabilitation Trust
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Page3232
PageHospice South Canterbury
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3333
PageCommunity Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 10
Prepared by Grant Hamel
Customer Services Manager
Funding Applications Considered Under Delegated Authority
_______________________________
Purpose of Report
62. To advise the Committee of the outcome of funding applications considered
under delegated authority.
Background
63. Minimal Donations up to $500 and New Zealand Representative Donations up to
$250 are considered under delegated authority by one Elected Member and one
Council officer as follows:
64. Elected Member: Community Development Committee Chairperson or Deputy
Chairperson.
65. Council officer: Customer Services Manager or Group Manager Community
Services.
Identification of Relevant Legislation, Council Policy and Plans
66. Donations and Loans Policy
Assessment of Significance
67. This matter is not deemed significant under the Council’s Significance and
Engagement Policy.
Consultation
68. Consultation takes place between the Elected Member and the Council Officer to
ensure the application is eligible for consideration.
Other Considerations
69. There are no other considerations relevant to this matter.
Funding Implications
70. There are no addition funding implications to those detailed in the 2018/19
Budget. Any unspent funds are carried forwards to the next financial year.
71. Council donations do not contain GST.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3434
PageConclusion
72. The following applications were approved:
73. Minimal Donations:
74. Mid South Canterbury Plunket: $500.00 for Public Event - Halloween Family Fun
Day, Caroline Bay, October 2018
75. Pinc & Steel Cancer Rehabilitation Trust: $500 for Public Event - Paddle For Life,
Caroline Bay, February 2019.
76. Pleasant Point Gymkhana: $500 for Public Event - Get to The Point, November
2018.
77. South Canterbury WW100 Centenary Committee: $500 for Public Event -
Armistice and liberation of Le Quesnoy commemorations, November 2018.
78. St Andrews Church Geraldine: $500 for Public Event - Light Party, October 2018.
79. Timaru Christmas Parade Committee: $500 for Public Event - Christmas Parade,
December 2018.
80. Timaru Community Christmas Dinner: $500 for Public Event - Free Christmas
Dinner, December 2018.
81. South Canterbury Children’s Day: $500 for Public Event - Children’s Day, Caroline
Bay, March 2019.
82. South Canterbury RSA: $500 for Public Event - 2019 ANZAC Day Civic Service,
Caroline Bay
83. Julie Neill’s Dance Academy: $500 for Public Event - Free Open Air Dance,
Caroline Bay, February 2019.
84. Volunteer Mid and South Canterbury: $172.10 for West End Hall hire – Public
Event - Funders Forum, March 2019.
85. Phoenix Tai Chi: $500.00 for Public Event - Guinness Book of Records Tai Chi
World Record Attempt, Temuka Alpine Energy Stadium, April 2019.
86. New Zealand Representative Donations - $250 each:
87. Amy Hogg - Exercise HAIGS Cadets to commemorate 100 Anniversary of
Armistice, UK, France and Belgium, November 2018.
88. Isabella Wilson - New Zealand Olympic Wrestling Development Team Exchange,
Indiana, USA, April 2019.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3535
Page89. Matthew Holwell – New Zealand Olympic Wrestling Development Team
Exchange, Indiana, USA, April 2019.
90. Nevaeh Butcher – World Dance Cup, Portugal, June 2019.
91. Atawhaia Whiu – U15 Girls Softball Blue Blaze Tournament, Sydney, Australia,
October 2019.
Recommendation
That the information be received and noted.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3636
PageCommunity Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 11
Prepared by Grant Hamel
Customer Services Manager
Receipt of Local Arts Scheme Subcommittee Minutes
_______________________________
92. Minutes of a meeting of the Local Arts Scheme Subcommittee.
Recommendation
That the minutes of a meeting of the Local Arts Scheme Subcommittee held on
14 March 2019, be received.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3737
PageTimaru District Council
Minutes of a Meeting of the Local Arts Scheme Subcommittee held in Meeting Room 1,
District Council Building, King George Place, Timaru on Thursday 14 March 2019 at
12.35pm
Present Clrs Steve Wills (Chairperson) and Nigel Bowen, Jan
Finlayson (Geraldine Community Arts Council), Kera Baker,
Margaret Foley, Alice Sollis and Elaine Taylor (Community
Representatives)
In Attendance Customer Services Manager (Grant Hamel), and Executive
Assistant Community Services (Colleen Te Au)
1 Election Of Chairperson For 2019
The Customer Services Manager called for nominations for the position of Chairperson
for 2019.
Proposed Jan Finlayson
Seconded Kera Baker
“That Clr Wills be elected Chairperson of the Local Arts Scheme Subcommittee.”
Further nominations were called for.
Proposed Alice Sollis
Seconded Elaine Taylor
“That Clr Bowen be elected Chairperson of the Local Arts Scheme Subcommittee.”
A show of hands was called for.
The motion to nominate Clr Wills as Chairperson was put and carried (4 to 3)
Clr Wills assumed the chair.
2 Declaration of Conflicts of Interest
The following declarations of conflicts of interest were declared:
Kera Baker, as part of the Arowhenua Whanau Services, declared a conflict of interest
in the funding application from Ka Toi Māori o Aoraki for Kapa Haka festivals.
Arowhenua Whanau Services will be sponsoring the festivals. The Subcommittee felt
this was not a conflict of interest and were happy for Kera Baker to take part in the
discussion and decision making process of the Ka Toi Māori o Aoraki application.
Elaine Taylor declared a conflict of interest in the application from Hugh McCafferty
for the Geraldine Ukefest. Elaine Taylor is the manager for the Ukefest.
Alice Sollis declared a conflict of interest in the application from the South Canterbury
Drama League. Alice Sollis is on the Drama League’s board.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3838
Page3 Confirmation of Minutes
Proposed Kera Baker
Seconded Alice Sollis
“That the minutes of a meeting of the Local Arts Scheme Subcommittee held on
6 December 2018, excluding the public excluded items, be confirmed.”
Motion carried
4 Correspondence Received
The Subcommittee considered project reports from Ingenious Educational Xperiences,
Geraldine Academy of Performance & Arts, InHarmony Choir, South Canterbury
Drama League, Wayne Doyle, South Canterbury Indian Cultural Society and Timaru
District Choir, and letters of thanks from InHarmony Choir and South Canterbury
Indian Cultural Society.
Proposed Clr Bowen
Seconded Jan Finlayson
“That the correspondence be received and noted.”
Motion carried
5 Funds Available
The Subcommittee noted Creative New Zealand allocates approximately $36,700 GST
exclusive annually in six monthly instalments. There is $18,367.00 GST exclusive
available for distribution at this meeting and the June 2019 meeting.
Any balance of funds after the June 2019 meeting may be carried over, as long as the
balance is less than 15% of the annual funds allocated from Creative New Zealand.
Proposed Elaine Taylor
Seconded Alice Sollis
"That the information be received and noted.”
Motion carried
6 Exclusion of the Public
Proposed Kera Baker
Seconded Clr Bowen
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page3939
Page“That the Subcommittee resolves to exclude the public on the grounds contained in
Section 48(1) of the Local Government Official Information and Meetings Act:
Confirmation of Minutes Section 7(2)(f)(i) To allow free and frank
expression of opinions.
Funding Applications The withholding of the
information is necessary
Section 7(2)(f)(i) to maintain the effective
Section 7(2)(a) conduct of public affairs
through the free and frank
expression of opinions by
or between or to
members or officers or
employees of any local
authority, or any persons
to whom section 2(5) of
this Act applies, in the
course of their duty; and
Section 7(2)(a) To protect a person’s
The withholding of the privacy
information is necessary
to protect the privacy of
natural persons, including
that of deceased natural
persons, and
That after consider the applications, the decisions be made public.”
Motion carried
7 Readmittance of the Public
Proposed Elaine Taylor
Seconded Alice Sollis
“That the public be re-admitted to the meeting.”
Motion carried
8 Applications for Funding
The Subcommittee resolved that the following decisions, made with the public
excluded, be made public:
The following applications were approved:
Height of Harmony Barbershop Chorus: $1,500
Towards costs to hold two singing workshops with tutor Jill Rodgers, 6 to 7 July and 24
to 25 August 2019.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page4040
PageKa Toi Māori o Aoraki Incorporated Society: $2,500
Towards costs to stage the two kapa haka festivals, FLAVA, 20 September and Korohi o
Te Pēpi, 18 October2019.
Hugh McCafferty: $1,500
Towards costs to hold the annual Geraldine Ukefest, 18 to 21 July 2019.
WR Dancers: $400
Towards costs to hold a Sequence Dancing Workshop, 31 May to 2 June 2019.
Timaru Girls High School: $1,800
Towards costs to stage the combined Timaru Girls High/Timaru Boys High School
production ‘Joseph and His Amazing Techicolour Dreamcoat, 28 to 31 May 2019.
Southern Alps Country Music Association Incorporated: $1,000
Towards costs to stage the annual amateur country music awards, 20 to 21 April 2019.
South Canterbury Drama League – Junior Section: $1,750
Towards costs to stage the show ‘Getting to Know Cinderella’, 11 to 13 April 2019.
The following application was deferred for further information:
Thomas Newman
To stage a one man comedy written and performed by Thomas Newman.
The meeting concluded at 1.55pm.
Chairperson
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page4141
PageCommunity Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 12
Prepared by Grant Hamel
Customer Services Manager
Receipt of Youth Initiatives Subcommittee Minutes
_______________________________
93. Minutes of a meeting of the Youth Initiatives Subcommittee held on 20 March
2019.
Recommendation
That the minutes of a meeting of the Youth Initiatives Subcommittee held on
20 March 2019 be received.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page4242
PageTimaru District Council
Minutes of a Meeting of the Youth Initiatives Subcommittee held in Meeting Room 1,
District Council Building, King George Place, Timaru on Wednesday 20 March 2019 at
4.00pm
Present Clrs Sally Parker (Chairperson) and Steve Wills, the Mayor,
Christina Cullimore (YMCA Youth Services),
Vivienne Wood (Safer Communities)(up to 4.30pm) and
Lee Soal (Youth Representative)
In Attendance Customer Services Manager (Grant Hamel) and Executive
Assistant Community Services (Colleen Te Au)
1 Apology
Proposed Lee Soal
Seconded Vivienne Wood
“That the apology for absence from the Harley Hedges (Youth Representative), be
accepted.”
Motion carried
2 Identification Of Urgent Business
Youth Entertainment Fund - Eligibility
Proposed Clr Wills
Seconded Lee Soal
“That Youth Entertainment Fund – Eligibility be considered as urgent business, as a
decision is required before the next Youth Initiatives Subcommittee meeting.”
Motion carried
3 Declaration of Conflicts of Interest
Ha Ora Development Trust – Youth United Against Bully application for funds
towards an anti-bullying rally:
The Mayor declared a conflict of interest as he has written a letter of support for
their funding application and the company he is director of, Parr & Co, has
donated funds towards the rally.
Vivienne Wood declared a conflict of interest as she has a working relationship
with the person being interviewed in support of the application. The
Subcommittee did not see this as a conflict of interest and were happy for
Vivienne Wood to take part in the discussion and consideration of the
application.
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page4343
PageSolomon Tor-Kilsen application for funds towards equipment for open mic events at
the youth centre ZR Klub Timaru:
Lee Soal declared a conflict of interest as he is a volunteer at ZR Klub Timaru and
is a close associate of the applicant.
4 Confirmation Of Minutes
Proposed Clr Wills
Seconded Vivienne Wood
“That the minutes of a meeting of the Youth Initiatives Subcommittee held on
5 September 2018, excluding the public excluded items, be confirmed.”
Motion carried
5 Correspondence Received
The following correspondence from previous funding recipients was presented to the
Subcommittee:
Pleasant Point Gymkhana – letter of thanks
InHarmony Choir – letter of thanks
Ingenious Educational Xperiences Charitable Trust - report and photographs
Proposed Clr Wills
Seconded the Mayor
“That the correspondence be received and noted.”
Motion carried
6 Funds Available
The Subcommittee noted there is $4,000 available for distribution. This is the final
meeting for the 2018/19 financial year. Unexpended funds are not carried over to the
new financial year.
Proposed Clr Parker
Seconded Christina Cullimore
"That the information be received and noted.”
Motion carried
7 Urgent Business
Youth Entertainment Fund - Eligibility
The Subcommittee discussed eligibility to apply to the Youth Entertainment Fund,
noting the fund is subject to the Donations and Loans Policy. Under the Event funding
category of the policy it states ‘applicants are to be community-based organisations or
individuals ……’
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page4444
PageCouncil does not support businesses through Council funding schemes. This is not
apparent on the Youth Entertainment Fund application form.
Proposed Clr Parker
Seconded Lee Soal
“That the Youth Entertainment Fund application form be updated to reflect eligibility
under the Donations and Loans Policy.”
Motion carried
8 Exclusion Of The Public
Proposed Lee Soal
Seconded Clr Parker
“That the Subcommittee resolves to exclude the public on the grounds contained in
Section 48(1) of the Local Government Official Information and Meetings Act:
Confirmation of Section 7(2)(f)(i) To allow free and
Minutes The withholding of the frank expression of
Funding Applications information is necessary to opinions
Section 7(2)(f)(i) maintain the effective
Section 7(2)(a) conduct of public affairs
through the free and frank
expression of opinions by or
between or to members or
officers or employees of any
local authority, or any
persons to whom section
2(5) of this Act applies, in
the course of their duty, and
Youth Representatives Section 7(2)(a) To protect a
Section 7(2)(a) The withholding of the person’s privacy
information is necessary to
protect the privacy of
natural persons, including
that of deceased natural
persons, and
That after considering the applications, the decisions be made public.”
Motion carried
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Page4545
Page9 Readmittance Of The Public
Proposed the Mayor
Seconded Clr Parker
“That the public be readmitted to the meeting.”
Motion carried
10 Applications For Funding
The Subcommittee resolved that the following decisions, made with the public
excluded, be confirmed in open meeting.
The following applications were approved:
Ha Ora Development Trust: $1,500
Towards costs to hold an Anti-Bullying Youth Rally on Stafford Street, finishing at
Caroline Bay Soundshell on Saturday 4 May 2019.
Solomon Tor-Kilsen: $500
Towards costs to purchase a sound system and microphone for regular open mic
events at the youth centre ZR Klub Timaru, starting on Saturday 13 April 2019.
South Canterbury Drama League – Junior Section: $1,000
Towards costs to stage the production ‘Getting To Know Cinderella’ at Timaru Theatre
Royal, Thursday 11 to Saturday 13 April 2019.
Southern Alps Country Music Awards Association: $1,000
Towards cost to stage the amateur country music awards at Caroline Bay Hall and
South Canterbury RSA clubrooms, Saturday and Sunday, 20 and 21 April 2019.
The meeting concluded at 4.55pm.
Chairperson
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1242407
Page4646
PageCommunity Development Committee
for the Meeting of 30 April 2019
Report for Agenda Item No 13
Prepared by Sharon Taylor
Group Manager Community Services
Receipt of Safer Communities Committee Minutes and Relevant Reports
_______________________________
94.
95. Minutes and relevant reports of meetings of Safer Communities Committee held
on
28 February 2019.
Recommendation
That the minutes be received and noted.
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PagePage
47 47Timaru District Council
Minutes of the Meeting of the Safer Communities Committee held in Meeting Room
1, Timaru District Council Building, King George Place, Timaru on Thursday 28
February 2019 at 3.00pm.
Present Mayor Damon Odey (Chairperson), Gordon Rosewall (Deputy
Chairperson) (Timaru Ministers’ Association), Clr Peter Burt,
Craig Chambers (Fire & Emergency NZ), Steve Zonnevylle
(Primary School Principals’ Association), Rosie Knoppel (Aoraki
Migrant Centre), Gordon Handy (Chamber of Commerce),
Dave Gaskin (NZ Police), Craig Chambers (Fire & Emergency
NZ), Christine Stewart (Timaru Community Patrol),
Lisa Stevenson (Arowhenua Runanga) and Jock Anderson
(Greypower Timaru)
In Attendance Group Manager Community Services (Sharon Taylor)
Project Turnaround/Safer Communities (Vivienne Wood)
Project Turnaround/Safer Communities/Minute Taker
(Di Cleverley)
Apologies Proposed the Mayor
Seconded Gordon Handy
“That the apologies for absence from Keith Shaw (YMCA South
& Mid Canterbury), Deb Whatuira (Te Aitarakihi Trust) and
Emma Howan (National Council of Women of NZ) be
accepted.”
Motion carried
1 Welcome
The meeting opened with a karakia and a welcome from the Chairperson. He also
acknowledged Rosie Knoppel of Aoraki Migrant Centre’s contribution to the group as
she is leaving her role.
2 Identification of Matters of a Minor Nature
There were no matters of a minor nature identified.
3 Chairperson’s Report
The Chairperson reported on the following meetings and issues:
Environment Canterbury’s current bus service is not sustainable so an on-
demand bus service is being investigated, smaller buses would be used, the
technology lets customers book a seat in a shared vehicle through an app, online
or by phoning a call centre who will advise the closest pick up. The testing phase
should last until the middle of the year.
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PagePage
48 48 Submissions:
- With the government’s proposed merging of all 16 polytechnics into a single
national institute and radically reforming industry training organisations,
Council’s submission will be ensuring tertiary education remains available in
our region
- Draft Tourism Strategy: Council will be supporting mayor Graham Smith of
the Mackenzie district’s submission to the Government's draft tourism
strategy, regarding their unprecedented tourism growth, which lays out a
host of issues with the current tourism environment.
- Local Government Funding & Financing Submission; The Government has
asked the Commission to undertake an inquiry into local government funding
and financing and, where shortcomings in the current system are identified,
to examine options and approaches for improving the system.
Badge 1737 - The Mayor was wearing a 1737 badge which signifies ‘1737, need
to talk?’ It is New Zealand’s new national mental health & addictions helpline
number. The 4-digit number is free to text or call anytime to talk with a trained
counsellor, it’s also a much easier number to remember a 4-digit helpline
number, rather than an 0800 number. 1737 is staffed by a team of paid
counsellors who are available 24 hours a day 7 days a week. 1737 is run as part
of the National Telehealth Service. The same trained mental health
professionals who currently respond to calls, texts, webchat and emails across
the existing National Telehealth Service mental health and addiction helplines
(depression, gambling and alcohol drug helplines) will be on hand to support
people who call or text 1737.
4 Confirmation Of Minutes
Proposed Gordon Rosewall
Seconded Gordon Handy
“That the minutes of the Safer Communities Committee meeting held on 8 November
2018 be confirmed.”
Motion carried
Matters Arising - Youth United Against Bullying
Gordon Rosewall reported that plans were going well for the Youth United Against
Bullying rally and march scheduled for Saturday 4 May 2019. XCM had assisted with
t-shirt design and Silver Fern Farms had offered free meat for a BBQ. It was agreed to
submit a letter of support from Safer Communities to the Youth United Against
Bullying Committee in their desire to raise awareness around the issue of bullying and
its effects on our young people.
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PagePage
49 495 Greypower Timaru Representative
An email was received from the Greypower Timaru advising of Tom O’Connor’s
replacement with Jock Anderson as representative at the Safer Communities
Committee meetings.
Proposed Clr Peter Burt
Seconded The Mayor
“That the email be received and noted.”
Motion carried
6 Safer Communities Coordinators’ Report
An acknowledgement email has been sent to Trish Andrews congratulating her on
receiving TV3’s Seven Sharp ‘ASB Good as Gold’ award.
Proposed Gordon Rosewall
Seconded Clr Burt
“That the Safer Communities Coordinators’ report for February 2019 be received.”
Motion carried
7 Project Turnaround Manager’s Report
The Mayor congratulated the Project Turnaround team on obtaining the Ministry of
Social Development’s Level 3 Accreditation.
Group Manager Community Services advised that discussions were favourable with
the Ministry of Justice in addressing our revenue concerns with the roll-over of Project
Turnaround’s contract to July 2020. The proposal requested by the Ministry was near
completion.
Proposed Rosie Knoppel
Seconded Clr Peter Burt
“That the Project Turnaround Manager’s report for February 2019 be received.”
Motion carried
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PagePage
50 508 Fire & Emergency NZ Presentation – ‘Clued Up Kids’
Craig Chambers presented on ‘Clued Up Kids’, a programme designed to educate
primary school students on life skills and instilling confidence in a safe environment.
‘Clued Up Kids’ is a collaborative and interactive safety programme delivered by local
community safety agencies. Nelson and Marlborough are already running the
programme in their districts and Oamaru is set to trial it.
Organisations involved could be ACC, Fire & Emergency, New Zealand Police, St John
Ambulance Service, Civil Defence, Community and Public Health, etc. who each set
up interactive tasks relevant to their fields.
Fire and Emergency NZ are keen to be a part of the initiative in our district but would
like assistance to run it.
Discussion took place around possible interest in the schools and it was decided that
more information was required. It was suggested that an advocate travel to
Marlborough to see the programme in action however they have just completed the
programme in their schools for the year. Further information will be provided to the
schools to see if it was an initiative that they could fit into their curriculums.
The meeting concluded at 3.50pm.
Chairperson
2 King George Place - PO Box 522 Timaru 7940 - Telephone 03 687 7200 #1218637
PagePage
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