Pirongia Ward Committee 10 March 2020 - Agenda
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Pirongia Ward Committee 10 March 2020 - Agenda Pirongia Ward Committee 10 March 2020 10 March 2021 04:00 PM Agenda Topic Page 1. Apologies 2 2. Disclosure of Members' Interests 3 3. Late Items 4 4. Confirmation of Order of Meeting 5 5. Minutes of the Previous Meetings 6 5.1 Minutes of 16 September 2020 Ordinary Meeting 7 5.2 Minutes of 4 November 2020 Extraordinary Meeting 12 6. Reports from Kaipaki, Koromatua, Ngahinapouri, Ohaupo, Pirongia & Te Pahu Communities 14 7. Request for New Road Names - Amber Views Ltd - SP/0019/20 15 8. Community Services Project Update 18 9. Quarterly Reports 21 9.1 District Growth Quarterly Report 22 9.2 Transportation Quarterly Report 76 10. Treasury Report 89 11. Discretionary Fund Applications 93 11.1 Appendix 1 - Discretionary Fund Application 94 11.2 Appendix 2 - Discretionary Fund Application 97 12. Date of Next Meeting 101 1 Pirongia Ward Committee 10 March 2020 - Apologies To: The Chairperson and Members of the Pirongia Ward Committee From: Governance Subject: APOLOGIES A member who does not have leave of absence may tender an apology should they be absent from all or part of a meeting. The Chairperson (or acting chair) must invite apologies at the beginning of each meeting, including apologies for lateness and early departure. The meeting may accept or decline any apologies. Members may be recorded as absent on community board business where their absence is a result of a commitment made on behalf of the community board. For clarification, the acceptance of a member’s apology constitutes a grant of ‘leave of absence’ for that specific meeting(s). 2 Pirongia Ward Committee 10 March 2020 - Disclosure of Members' Interests To: The Chairperson and Members of the Pirongia Ward Committee From: Governance Subject: DISCLOSURE OF MEMBERS’ INTERESTS Members are reminded to stand aside from decision making when a conflict arises between their role as a member of the Council Committee and any private or external interest they may have. 3 Pirongia Ward Committee 10 March 2020 - Late Items To: The Chairperson and Members of the Pirongia Ward Committee From: Governance Subject: LATE ITEMS Items not on the agenda for the meeting require a resolution under section 46A of the Local Government Official Information and Meetings Act 1987 stating reasons why the item was not on the agenda and why it cannot be dealt with at a subsequent meeting as an agenda item. It is important to note that late items can only be dealt with when special circumstances exist and not as a means of avoiding or frustrating the requirements in the Act relating to notice, agendas and content. 4 Pirongia Ward Committee 10 March 2020 - Confirmation of Order of Meeting To: The Chairperson and Members of the Pirongia Ward Committee From: Governance Subject: CONFIRMATION OF ORDER OF MEETING RECOMMENDATION That the Pirongia Ward Committee confirm the order of the meeting 5 Pirongia Ward Committee 10 March 2020 - Minutes of the Previous Meetings To: The Chairperson and Members of the Pirongia Ward Committee From: Governance Subject: CONFIRMATION OF MINUTES OF PREVIOUS MEETING Meeting Date: 10 March 2021 SUMMARY To confirm the minutes of the ordinary meeting held 16 September 2020 and the extraordinary meeting held 4 November 2020. RECOMMENDATION That the Pirongia Ward Committee confirm minutes of the meeting held 16 September 2020 and the , as circulated with the agenda, be confirmed as a true and correct record of proceedings. 6 Pirongia Ward Committee 10 March 2020 - Minutes of the Previous Meetings Minutes for Pirongia Ward Committee 16 September 2020 16/09/2020 | 04:21 PM - NZST Present Bruce Thomas; Clare St Pierre; A Rawlings; J Williams; J Wood; H Puke; C Gatenby Attendee Cathie Shaw, Emergency Management Coordinator Apologies RESOLVED 8/20/22 That the apologies of Members Orchard and Puke for non-attendance be received. Wood/Gatenby Disclosure of Members' Interests Chairperson St Pierre declared an interest in the Pirongia Te Aroaro o Kahu Restoration Society discretionary fund application Member Wood declared an interest in the CommSafe discretionary fund application Councillor Thomas declared an interest in the CommSafe discretionary fund application Member Gatenby declared an interest in the Ohaupo Community, Sport & Recreation Trust discretionary fund application Late Items Chairperson St Pierre explained that the regular agenda item 'Reports from Kaipaki, Koromatua, Ohaupo, Pirongia and Te Pahu' was missed from the September agenda and could be added as a late item. She explained that a decision could not be made from this item. Minutes for Pirongia Ward Committee 16 Septembe... | 1 10474551 7 Pirongia Ward Committee 10 March 2020 - Minutes of the Previous Meetings Confirmation of Order of Meeting RESOLVED 8/20/23 That the order of the meeting be confirmed. Thomas/Rawlings Confirmation of Minutes RESOLVED 8/20/24 That the minutes of the meeting held 17 June 2020, as circulated with the agenda, be confirmed as a true and correct record of proceedings. Williams/Wood Quarterly Reports RESOLVED 8/20/25 That the Pirongia Ward Committee receive the ‘Quarterly District Growth Report’ (Document 10425160) of Wayne Allan, Group Manager District Growth and Regulatory Services and ‘Civil Defence Emergency Management Quarterly Report’ (Document 10431277) of David Simes, Emergency Management Operations Manager. Wood/Gatenby Cathie Shaw, Emergency Management Coordinator, spoke about the successes of the Western Waikato Emergency Operation Centre during the Covid-19 lockdown earlier in the year and how, through the volunteer buddy system, connections were made and have been maintained with members of the vulnerable community. She reported that Civil Defence Emergency Management are currently planning for a resurgence in cases of Covid-19, in case it happens once the Alert Levels are dropped. Pirongia Public Toilets Progress Report RESOLVED 8/20/26 That the Pirongia Public Toilets Progress Report (document number 10466847) of Brad Ward, Community Facilities Team Leader be received. Wood/Williams Treasury Report RESOLVED 8/20/27 That the report of the Manager Finance for the period ended 31 August 2020 be received. Rawlings/Gatenby Minutes for Pirongia Ward Committee 16 Septembe... | 2 10474551 8 Pirongia Ward Committee 10 March 2020 - Minutes of the Previous Meetings The committee discussed that an application from the Ohaupo Memorial Hall had been received for the 2021 ANZAC service. The organisation had had $750.00 allocated to it for the 2020 ANZAC service, which was not used due to the event being cancelled because of the Covid-19 lockdown. RESOLVED 8/20/28 That the Pirongia Ward Committee return $750.00 allocated to the Ohaupo Memorial Hall Society (Resolution 8/19/37) to uncommitted funds. Wood/Gatenby Discretionary Fund Applications RESOLVED 8/20/29 That the Pirongia Ward Committee a) Receive the information contained in the report ‘Discretionary Fund Allocations for September 2020’ (Document 10467387) of Keryn Phillips, Governance Officer. b) Allocate grants from the Community Discretionary Fund as stated in the following schedule. Wood/Williams Organisation Amount requested Cambridge Community House Trust $500.00 CommSafe $2,000.00 Member Wood and Councillor Thomas withdrew from the table during the discussion and subsequent voting for CommSafe House of Science South Waikato Charitable Trust $0.00 Koromatua School PTA $330.42 Link House Birthright Waikato Trust, Single Parent Services $1,000.00 Loving Arms Charitable Trust $1,000.00 MS Waikato Trust $750.00 New Zealand Council of Victim Support Groups Inc $1,000.00 Ohaupo Community Sport & Recreation Centre Trust $1,500.00 Member Gatenby withdrew from the table during the discussion and subsequent voting for Ohaupo Community Sport & Recreation Centre Trust Minutes for Pirongia Ward Committee 16 Septembe... | 3 10474551 9 Pirongia Ward Committee 10 March 2020 - Minutes of the Previous Meetings Ohaupo Memorial Hall $750.00 Pirongia Forest Park Lodge $1,500.00 Pirongia Heritage & Information Centre $2,000.00 Pirongia Playcentre $1,000.00 Pirongia School $2,000.00 Pirongia Te Aroaro o Kahu Restoration Society $2,000.00 Chairperson St Pierre vacated the chair and nominations were called for a member to chair the meeting during the discussion and voting for the Pirongia Te Aroaro o Kahu Restoration Society discretionary fund application. RESOLVED 8/20/30 That Councillor Thomas act as Chairperson for the discussion and voting on the Pirongia Te Aroaro o Kahu Restoration Society discretionary fund application. Williams/Wood Chairperson St Pierre withdrew from the table during the discussion and subsequent voting for Pirongia Te Aroaro - Kahu Restoration Society. Royal New Zealand Plunket Trust $683.25 St Andrews Presbyterian Church $0.00 Te Awamutu Bible Chapel Debt Centre $1,000.00 Te Awamutu Brass Band Inc $1,000.00 Te Pahu Hall Society Incorporated $3,000.00 Te Pahu Pre School $1,000.00 The Girl Guides Association New Zealand Inc $434.80 The Village Co-op Incorporated $704.16 True Colours Children's Health Trust $500.00 Total Allocated $25,652.63 Date of Next Meeting The date of the next meeting of the Pirongia Ward Committee is Wednesday 9 December starting at 4.00pm. Minutes for Pirongia Ward Committee 16 Septembe... | 4 10474551 10 Pirongia Ward Committee 10 March 2020 - Minutes of the Previous Meetings Late Item - Reports from Kaipaki, Koromatua, Ohaupo, Pirongia and Te Pahu Member Wood reported that there had been concerns raised about changes being made to Sainsbury Reserve by Council and requested that Council staff consult with the Pirongia Community Association. The location of some dog bins have been queried as they are hard to find. Ruth Webb is the new chair of the Pirongia Community Association, but Member Wood will continue to attend the Pirongia Ward Committee meetings in her stead for another year. Councillor Thomas reported that there was progress continuing on the Kaipaki grandstand.