Council Agenda Thursday 22 July 2021, 8:30am Council Chambers, 135 Manchester Street,

www.mdc.govt.nz MEMBERSHIP Chairperson

Her Worship the Mayor, Helen Worboys

Deputy Chairperson

Councillor Michael Ford

Members

Councillor Steve Bielski Councillor Stuart Campbell Councillor Shane Casey Councillor Michael Ford Councillor Heather Gee-Taylor Councillor Grant Hadfield Councillor Hilary Humphrey Councillor Phil Marsh Councillor Andrew Quarrie Councillor Alison Short

Shayne Harris Chief Executive

2 ORDER OF BUSINESS

PAGE 1. MEETING OPENING

Norm Lind, of the Feilding Bible Chapel, will open the meeting in prayer.

2. APOLOGIES

3. REQUESTS FOR LEAVE OF ABSENCE

There were no requests for leave of absence.

4. CONFIRMATION OF MINUTES 6

Draft resolution That the minutes of the extraordinary Council meeting held 29 June 2021, and the Council meeting held 01 July 2021 be adopted as a true and correct record. 5. DECLARATIONS OF INTEREST

Notification from elected members of: 5.1 Any interests that may create a conflict with their role as an elected member relating to the items of business for this meeting; and 5.2 Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968 6. PUBLIC FORUM

6.1 GRACE HALLETT Grace Hallett, Representative Grant recipient, will be in attendance to speak to Council about competing in the Under 16s Netball Team at four Netball Manawatu Representative Netball Tournaments. 7. PRESENTATIONS

There are no presentations scheduled for this meeting. 8. NOTIFICATION OF LATE ITEMS

Where an item is not on the agenda for a meeting, that item may be dealt with at that meeting if: 8.1 The Council by resolution so decides; and 8.2 The Chairperson explains at the meeting at a time when it is open to the public the reason why the item is not on the agenda, and the reason why the discussion of the item cannot be delayed until a subsequent meeting. 9. RECOMMENDATIONS FROM COMMITTEES

There are no recommendations from committees.

3 PAGE 10. MINUTES OTHER COMMITTEES – FOR INFORMATION 22 10.1 JOINT STRATEGIC PLANNING COMMITTEE

Draft minutes of meeting held 8 July 2021 11. OFFICER REPORTS 11.1 ROAD STOPPING APPLICATION – 32 STANWAY ROAD, 27

Report of the Acting General Manager – Corporate and Regulatory dated 17 June 2021 11.2 CEDA FUNDING AGREEMENT 33

Report of the Acting General Manager – Community and Strategy dated 7 July 2021 11.3 ROADING ACTIVITY MANAGEMENT PLAN, THREE WATERS ASSET 52 MANAGEMENT PLAN AND COMMUNITY FACILITIES ASSET MANAGEMENT PLANS

Report of the Acting General Manager – Community and Strategy dated 18 June 2021

11.4 MANAWATU YOUTH COUNCIL AND COMMUNITY COMMITTEE 59 MINUTES – JUNE 2021

Report of the Acting General Manager – Community and Strategy dated 8 July 2021

12. CONSIDERATION OF LATE ITEMS 13. PUBLIC EXCLUDED BUSINESS COUNCIL TO RESOLVE: That the public be excluded from the following parts of the proceedings of this meeting, namely: a) Confirmation of Minutes b) Plan Change 65 – Notice of Appeal c) Sale of Land on Kawakawa Road d) Sale of Land on South Street e) Sale of Land on South Street f) Key Project Status Reports

That the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

4 General subject of each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of this each matter resolution a) Confirmation of Section 7(2)(h) - Enable any Section 48(1)(a) - the public minutes re Ohakea local authority holding the conduct of the relevant part Water Treatment Plant information to carry out, of the proceedings would – Tender Award and without prejudice or be likely to result in a Stanway-Halcombe disadvantage, commercial disclosure of information Water Treatment Plant activities. for which good reason for – Tender Award withholding that information would exist, under Section 7 of the Local Government Official Information and Meetings Act 1987. b) Plan Change 65 – Section 7(2)(g) Maintain As above Notice of Appeal legal professional privilege; and Section 7(2)(i) Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

c) Sale of Land on Section 7(2)(i) Enable any As above Kawakawa Road local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). d) Sale of Land on South As above As above Street e) Sale of Land on South As above As above Street f) Key Project Status Section 7(2)(j) Prevent the As above Reports disclosure or use of official information for improper gain or improper advantage. This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above.

14. MEETING CLOSURE

5 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

Minutes of an extraordinary meeting of the Council held on Tuesday 29 June 2021, commencing at 8:32am in the Manawatū District Council Chambers, 135 Manchester Street, Feilding.

PRESENT: Mayor Helen Worboys (Chairperson) Cr Steve Bielski Cr Shane Casey Cr Michael Ford Cr Heather Gee-Taylor (Via Zoom) Cr Grant Hadfield Cr Hilary Humphrey Cr Phil Marsh (Via Zoom) Cr Andrew Quarrie Cr Alison Short

APOLOGIES: Cr Stuart Campbell

IN ATTENDANCE: Clint Ramoo (Audit ) (Via Zoom)

Shayne Harris (Chief Executive) Hamish Waugh (General Manager - Infrastructure) Michael Hawker (Acting General Manager – Community and Strategy) Karel Boakes (Acting General Manager – Corporate and Regulatory) Rebecca Bell (Strategy Manager) Ben Caldwell (Communications Officer) Amanda Calman (Chief Financial Officer) Shelley Ashton (Senior Adviser - Marketing and Community Engagement) Mathew Bayliss (Community Facilities Manager) Stacey Bell (Economist) Georgia Etheridge (Policy Adviser) Stacey Eagle (Community and Strategy Support Officer) Aimee Flanders (Infrastructure Support Team Leader) Andrew Royds (Compliance and Enforcement Officer) Allie Dunn (Governance Team Leader) Steph Skinner (Governance Officer) MDC 21/885 MEETING OPENING

Her Worship the Mayor declared the meeting open.

MDC 21/886 APOLOGIES

RESOLVED

That the apology from Councillor Stuart Campbell, and the apology for lateness from Councillor Phil Marsh, be approved.

Moved by: Councillor Michael Ford

Seconded by: Councillor Alison Short.

CARRIED

6 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

MDC 21/887 DECLARATIONS OF INTEREST

There were no declarations of interest.

MDC 21/888 ADOPTION OF 10 YEAR PLAN 2021-31

Report of the Chief Executive dated 8 June 2021 presenting the 10 Year Plan 2021-31 to Council for adoption. An updated version of page 214-215 was tabled, to provide the Prospective Statement of Financial Position that was omitted from the published draft 10 Year Plan. A copy of updated wording for page 232 Balanced Budget was also tabled, noting the amended wording that was made as a recommendation from Audit.

Clint Ramoo, of Audit New Zealand attended the meeting via Zoom. He thanked the officers, management and the Council for their assistance during the audit of the 10 Year Plan. He confirmed that Audit New Zealand provided an unqualified audit report, noting however it did include an emphasis of matter paragraph regarding the Government’s Three Waters reform and associated uncertainties. He advised the emphasis of matter paragraph was standard across all territorial authorities and one regional council in New Zealand. He brought to Council’s attention the letter of representation Audit New Zealand provided for signing by the Mayor and Chief Executive, noting this would contain one unadjusted error regarding the funding from Waka Kotahi, due to the late notification from Waka Kotahi that had resulted in a shortfall in funding from that agency for 2021-24. He advised that Audit New Zealand had assessed that shortfall as not being material, however due to its size asked that the Mayor and Chief Executive sign off on that error. He then spoke about the balanced budget benchmark, noting that for eight of the ten years in the 10 Year Plan the Council did not meet the benchmark. He advised that updated wording had been provided for the explanation contained within the balanced budget benchmark section of the 10 Year Plan 2021-31.

Following questions, the Council discussed including a statement about the balanced budget benchmark in its resolution to adopt the 10 Year Plan 2021-31.

RESOLVED

That in accordance with section 93 of the Local Government Act 2002, the Council adopt the 10 Year Plan 2021-31 including the report from Audit New Zealand, acknowledging that the 10 Year Plan does not meet the balanced budget benchmark for 8 of the 10 years.

That the Chief Executive be authorised to approve any final minor edits required to the 10 Year Plan 2021-2031 in order to finalise the documents.

Moved by: Her Worship the Mayor

Seconded by: Councillor Michael Ford

CARRIED

MDC 21/889 ADOPTION OF RATES RESOLUTION 2021-22

Report of the Chief Executive dated 8 June 2021 proposing to set rates for the financial year ending 30 June 2021 as required by the Local Government (Rating) Act 2002.

7 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

Councillor Phil Marsh joined the meeting via Zoom at 8:52am.

RESOLVED

That the Manawatū District Council, in pursuance of the exercise of powers conferred on it by the Local Government (Rating) Act 2002 and any other empowering provisions, resolves to set the following rates on rating units in the district for the financial year commencing 1 July 2021 and ending 30 June 2022:

A General Rates

Under section 13(2) and 14 of the Local Government (Rating) Act 2002, a general rate on every rating unit, assessed on capital value and on a differential basis.

Differential Category Differential Rate in the $ of CV 1. Feilding Residential 1.00 0.00128 2. Feilding Rural 0.50 0.00064 3. Feilding CBD 2.25 0.00288 4. Rural 0.40 0.00051 5. Industrial and Commercial 1.60 0.00205 6. Utilities 1.60 0.00205

B Uniform Annual General Charge

Under section 15(2) of the Local Government (Rating) Act 2002, a uniform annual general charge of $585.00 on every separately used or inhabited part of a rating unit.

C Parks, Reserves and Sports Grounds Targeted Rate

Under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, a targeted rate on every rating unit, assessed on capital value and on a differential basis.

Differential Category Differential Rate in the $ of CV 1. Feilding Residential 1.00 0.00060 2. Feilding Rural 0.30 0.00018 3. Feilding CBD 2.75 0.00165 4. Rural 0.30 0.00018 5. Industrial and Commercial 1.50 0.00090 6. Utilities 1.75 0.00105

D Parks, Reserves and Sports Grounds Uniform Targeted Rate

A targeted rate for parks, reserves and sports grounds, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002 on every rating

8 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

unit in the district, of $25.00 per separately used or inhabited part of a rating unit.

E Roading Targeted Rate

Under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, a targeted rate on every rating unit, assessed on capital value and on a differential basis.

Differential Category Differential Rate in the $ of CV 1. Feilding Residential 1.00 0.00090 2. Feilding Rural 0.65 0.00059 3. Feilding CBD 2.75 0.00249 4. Rural 0.65 0.00059 5. Industrial and Commercial 1.50 0.00136 6. Utilities 1.75 0.00158

F Roading Uniform Targeted Rate

A targeted rate for roading, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002 on every rating unit, of $100.00 per separately used or inhabited part of a rating unit.

G Makino Aquatic Centre Targeted Rate

A targeted rate for the Makino Aquatic Centre set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002 on every separately used or inhabited part of a rating unit, assessed on a differential basis described below:

• Within Feilding Differential Rating Area $ 211.00 • Outside the Feilding Differential Rating Area $ 149.00

H Library Targeted Rate

A targeted rate for the library set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002 on every separately used or inhabited part of a rating unit, assessed on a differential basis described below:

• Within Feilding Differential Rating Area $ 152.00 • Outside the Feilding Differential Rating Area $ 107.00

I Feilding CBD Redevelopment Targeted Rate

A targeted rate for the Feilding Central Business District (CBD) Redevelopment set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

• $0.00039 in the dollar of capital value on all rating units situated within differential category 3 (Feilding CBD).

9 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

J Feilding CBD Security Targeted Rate

A targeted rate for Feilding CBD security, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

• $302.00 per separately used or inhabited part of a rating unit situated within differential category 3 (Feilding CBD).

K Kerbside Recycling Targeted Rate

A targeted rate for the kerbside recycling collection service, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

• $145.00 per separately used or inhabited part of a rating unit to which the kerbside recycling collection service is available, excluding vacant land.

L Ultra-Fast Broadband Infrastructure Targeted Rate

A targeted rate for the ultra-fast broadband infrastructure in the Kawakawa Road/Darragh Road industrial area, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

• $742.00 per separately used or inhabited part of a rating unit that is within 10 meters of the Ultra-Fast Broadband infrastructure.

M Stormwater Targeted Rate

A targeted rate on each rating unit in the areas listed below, that are connected directly or indirectly to a stormwater network set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of $150.00 per rating unit for land within the Feilding Differential Rating Area and in , Sanson, Beach, , Halcombe and Cheltenham zoned as “village” in the district plan.

N Rural Land Drainage Targeted Rates

Targeted rates, based on land value (LV), for rating units that are part of one of the schemes listed below, for the maintenance and development of land drainage schemes, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

Category Rate in $ of LV Bainesse drainage district Bainesse Class A 0.000790 Bainesse Class B 0.000390 Bainesse Class C 0.000330 Makowhai drainage district Makowhai Class A 0.000230 Makowhai Class B 0.000160 Makowhai Class C 0.000030 Maire drainage district

10 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

Category Rate in $ of LV Maire Class A 0.000390 Maire Class B 0.000130 Maire Class C 0.000180 Maire Class D 0.000220 Oroua Downs drainage district Oroua Downs Class A 0.000610 Oroua Downs Class B 0.000300 Oroua Downs Class C 0.000180

O Water Supply Targeted Rate – Urban

For rating units that do not receive volumetric water, a differential targeted rate for water supply, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

Water Supply - Connected $394.00 Water Supply - Serviceable $197.00 Water Supply - Restricted $315.00

P Volumetric Water Charges

For rating units that have opted for water volumetric charging and extraordinary users of the water scheme under Council’s bylaw, a differential targeted rate based on the level of service provision (connection size and number of connections) to the rating unit (as set out in the table below):

Connection size Charge per connection

15 mm to 20 mm $696.00 25 mm $736.00 32 mm $736.00 40 mm $784.00 50 mm $784.00 80 mm $784.00 100 mm $908.00 150 mm $996.00

A water consumption charge set under section 19 of the Local Government (Rating) Act 2002 for consumption in excess of 380 cubic meters within the rating year of $1.58 per cubic meter of water supplied.

Q Water Supply Targeted Rates - Rural

Targeted rates, set under section 19 of the Local Government (Rating) Act 2002, for the rural water supply treatment, reticulation and supply of water per unit allocated or supplied to each participating rating units in the following schemes.

• Stanway/Halcombe – per unit allocated $281.00 • Waituna West – per unit allocated $398.00

11 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

• rural water – per unit allocated $184.00 • Kiwitea rural water – per additional unit used but not allocated $184.00

R Wastewater Disposal Targeted rates

A targeted rate, excluding rating units where volumetric wastewater charges are applied, differentiated based on availability of service for the reticulation, treatment and disposal of sewage and trade effluent, set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002, of:

Wastewater disposal - Connected $690.00 Wastewater disposal - Serviceable $345.00 Wastewater disposal - Restricted $552.00

S Capital Contribution Targeted Rate

Where a ratepayer has signed an agreement to pay their capital contribution over a set term, for the wastewater scheme or the Rongotea water scheme capital contribution, a targeted rate is set under section 16(3) and 16(4) of the Local Government (Rating) Act 2002.

Capital Contribution Targeted Rate Targeted Rate Amount Himatangi Beach wastewater scheme - ten year term, 1 $1,392 July 2013 to 30 June 2023 Himatangi Beach wastewater scheme - twenty year $923 term, 1 July 2013 to 30 June 2033 Rongotea water scheme – ten year term, 1 July 2015 to $564 30 June 2025 Rongotea water scheme - twenty year term, 1 July 2015 $374 to 30 June 2035

T Rates invoice and penalty dates

Rates are set for the year commencing 1 July 2021 and ending 30 June 2022.

Rates will be payable in four equal instalments and must be paid by the due date. Payment can be made using online banking, direct debit, credit card through internet or at the Council Office situated at 135 Manchester Street, Feilding between the hours of 8.00am and 5.00pm, Monday, Tuesday, Thursday and Friday – 9.00am and 5.00pm Wednesday.

If annual rates are paid in full by 26 November 2021, any penalties added for instalment one will be remitted.

Instalment Instalment Instalment Instalment One Two Three Four Invoice 2 August 1 November 1 February 2 May 2022 Date 2021 2021 2022

12 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

Instalment Instalment Instalment Instalment One Two Three Four 26 Payment 27 August 25 February November 27 May 2022 Due Date 2021 2022 2021 Penalty 1 September 1 December 2 March 1 June 2022 Date 2021 2021 2022

Volumetric Water charges will be invoiced at the end of each quarter and are due for payment on the last working day of the following month (as set out in the table below).

Quarter One Quarter Two Quarter Quarter Four Three 30 Invoice 31 December 31 March September 30 June 2022 Date 2021 2022 2021 Payment 29 October 28 January 29 April 2022 29 July 2022 Due Date 2021 2022

U Instalment Penalty

Under section 57 and 58(1)(a) of the Local Government (Rating) Act 2002, a 10% penalty will be added to any portion of the current instalment that remains unpaid after the due date. The penalty will be added on the date set out in the table above in the “Penalty Date” row.

V Additional Arrears Penalty

A 10 percent penalty will be added on 7 July 2021 to any unpaid rates from previous financial years that remains unpaid on 6 July 2021. Another 10 percent will be added on 14 January 2022 to any unpaid rates from previous financial years that remain unpaid on 13 January 2022.

Moved by: Councillor Michael Ford

Seconded by: Councillor Alison Short

CARRIED

MDC 21/890 ADOPTION OF DEBT RESOLUTION 2021-22

Report of the Chief Executive dated 8 June 2021 seeking authorisation for the Chief Executive to borrow when necessary to fund the programmes identified in year one of the 2021-31 10 Year Plan.

RESOLVED

1. That the Council authorise the Chief Executive to borrow up to $11,453,000 to fund the capital projects identified in the 2021-31 10 Year Plan.

13 MINUTES EXTRAORDINARY MEETING TIME COUNCIL TUESDAY 29 JUNE 2021 8:32AM

2. That the Council authorise the Chief Executive to borrow to refinance existing loan facilities as they fall due. Loans can only be refinanced within the terms of the original loan approval.

3. That the Council authorise the Chief Executive to negotiate and agree the terms, interest rate payable, type of loan facilities or issues of stock that make up the borrowing and to execute any agreements, documents and certificates in respect of such loans, facilities or stock on behalf of the Council.

4. That the borrowing be secured by a Debenture Trust Deed over all rates made from time to time by Council under the Local Government (Rating) Act 2002.

Moved by: Councillor Michael Ford

Seconded by: Councillor Steve Bielski

CARRIED

MDC 21/891 MEETING CLOSURE

The meeting was declared closed at 8:59am.

14 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

Minutes of a meeting of the Council held on Thursday 01 July 2021, commencing at 8:30am in the Manawatū District Council Chambers, 135 Manchester Street, Feilding.

PRESENT: Mayor Helen Worboys (Chairperson) Cr Steve Bielski Cr Michael Ford Cr Grant Hadfield Cr Hilary Humphrey Cr Phil Marsh Cr Andrew Quarrie Cr Alison Short

APOLOGIES: Cr Stuart Campbell Cr Shane Casey Cr Heather Gee-Taylor

IN ATTENDANCE: Shayne Harris (Chief Executive) Hamish Waugh (General Manager - Infrastructure) Michael Hawker (Acting General Manager – Community and Strategy) Karel Boakes (Acting General Manager – Corporate and Regulatory) Rebecca Bell (Strategy Manager) Shelley Ashton (Senior Adviser – Marketing and Community Engagement) Amanda Calman (Chief Financial Officer) Mathew Bayliss (Community Facilities Manager) Adie Johansen (Library Services Manager) Michael Taylor (Projects Team Leader) Erdinc Atalay (Special Projects Manager) Sarah Deveau (Infrastructure Support Officer Allie Dunn (Governance Team Leader) Steph Skinner (Governance Officer) MDC 21/892 MEETING OPENING

The meeting opened with karakia and waiata.

MDC 21/893 APOLOGIES

RESOLVED

That the apologies from Councillor Stuart Campbell, Councillor Shane Casey and Councillor Heather Gee-Taylor be approved.

Moved by: Councillor Michael Ford

Seconded by: Councillor Grant Hadfield

CARRIED

15 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

MDC 21/894 ACKNOWLEDGEMENTS

The Council recorded its acknowledgement for local recipients of Queen’s Birthday Honours 2021. The Council congratulated Mr Robin Simmons who was appointed a Member of the New Zealand Order of Merit for services to the rail industry, and Mrs Barbara Cameron who was awarded the Queen’s Service Medal for services to the community and local government.

The Council also acknowledged the passing of Kevin Nesdale, a former long-serving member of the Kiwitea County Council, serving nine terms from 1965, and expressed condolences to his family.

MDC 21/895 REQUESTS FOR LEAVE OF ABSENCE

RESOLVED

That Councillor Hilary Humphrey be granted leave of absence for 5 August and 26 August 2021.

Moved by: Councillor Steve Bielski

Seconded by: Councillor Michael Ford

CARRIED

MDC 21/896 CONFIRMATION OF MINUTES

RESOLVED

That the minutes of the Council meeting held 17 June 2021 be adopted as a true and correct record, with a correction to item MDC 21-884 to show Councillor Quarrie as voting in favour of the motion.

Moved by: Councillor Grant Hadfield

Seconded by: Councillor Andrew Quarrie

CARRIED

MDC 21/897 DECLARATIONS OF INTEREST

Councillor Alison Short – Public Excluded Item 4 MDC1330.1 Stanway-Halcombe Water Treatment Plant Tender Award

MDC 21/898 PUBLIC FORUM

There were no requests for public forum.

MDC 21/899 PRESENTATIONS

There were no presentations scheduled for this meeting.

16 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

MDC 21/900 NOTIFICATION OF LATE ITEMS

There were no late items of business notified for consideration.

MDC 21/901 RECOMMENDATION FROM COMMITTEES

There were no recommendations from committees.

MDC 21/902 MINUTES OTHER COMMITTEES – FOR INFORMATION

The draft minutes of the Community Development Committee meeting held 24 June 2021 were circulated for information.

MDC 21/903 PROPOSED CHANGE TO ELECTED MEMBERS REMUNERATION

Report of the Acting General Manager – Corporate and Regulatory dated 8 June 2021 seeking amendment to the current process for allocating remuneration to Councillor roles, following a recent change to the Council committee structure.

RESOLVED

That the Council recommend to the Remuneration Authority the following changes to the positions of additional responsibilities and remuneration for those roles:

1. The position of Chairperson – Ngā Manu Tāiko Manawatū District Council be disestablished, due to the committee ceasing to be operative.

2. That the Councillor salaries be adjusted to reflect the cessation of that role, from 1 July 2021, as follows:

Position Title Number of Proposed Ratio Salary members per to councillor position base remuneration Deputy Mayor 1 1:40 $48,981 Audit and Risk Committee 1 1:10 $38,485 Chairperson Community Development 1 1:10 $38,485 Committee Chairperson Hearings Committee Chairperson 1 1:10 $38,485 Health and Safety Governance 1 1:10 $38,485 Representative Councillor base remuneration 5 1:00 $34,987

Moved by: Councillor Andrew Quarrie

Seconded by: Councillor Grant Hadfield

CARRIED

17 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

MDC 21/904 LOCAL GOVERNMENT OFFICIAL INFORMATION ACT 1987 – REQUESTS FOR INFORMATION

Report of the Acting General Manager – Corporate and Regulatory dated 17 June 2021 presenting requests for information received by Council under the Local Government Official Information and Meetings Act 1987.

RESOLVED

That the report detailing the requests for information received under the Local Government Official Information and Meetings Act 1987 for the month of June 2021 be received.

Moved by: Councillor Michael Ford

Seconded by: Councillor Grant Hadfield

CARRIED

MDC 21/905 CONSIDERATION OF LATE ITEMS

There were no late items notified for consideration.

MDC 21/906 PUBLIC EXCLUDED BUSINESS

RESOLVED

That the public be excluded from the following parts of the proceedings of this meeting, namely:

a) Confirmation of minutes b) Ohakea Water Treatment Plant – Tender Award c) Stanway-Halcombe Water Treatment Plant – Tender Award

That the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of each matter this resolution

a) Confirmation of Section 7(2)(a) – to Section 48(1)(a) - the minutes re protect the privacy of public conduct of the Manawatū natural persons, including relevant part of the Community Trust – that of deceased natural proceedings would be Trustee persons. likely to result in a Confirmation’ disclosure of information Feilding Civic Centre for which good reason for Trust – Request for withholding that Advisory Trustees’ information would exist, Awahuri Forest- under Section 7 of the Kitchener Park Trust Local Government Official

18 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

– Trustee Succession Information and Meetings Plan and Act 1987. Recruitment

b) Ohakea Water Section 7(2)(h) - Enable As above. Treatment Plant – any local authority Tender Award holding the information to carry out, without prejudice or disadvantage, commercial activities.

c) Stanway-Halcombe As above. As above. Water Treatment Plant – Tender Award

This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above.

Moved by: Her Worship the Mayor

Seconded by: Councillor Michael Ford

CARRIED

The meeting went into public excluded session at 8:49am. For items MDC 21/907 to MDC 21/912 refer to public excluded proceedings. The meeting returned to open session at 9:31am.

MDC 21/913 PROPOSED CHANGE TO ELECTED MEMBERS REMUNERATION - CONTINUED

It was noted that the final recommendation required for Remuneration Authority approval had not been included in the recommendations carried during earlier consideration of the item “Proposed Change to Elected Members Remuneration.”

RESOLVED

3. That the role descriptions that the Council originally based its additional remuneration on be confirmed as follows:

Role Position Description Deputy Mayor Responsibility to assist and deputise for the Mayor in a range of civic, regional and national forums. Chairing of Council meetings in the absence of the Mayor. Committee chairperson Responsibility for chairing of committee meetings and efficient running of the committee. Liaison with stakeholders appearing before the committee.

19 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

Role Position Description Health and Safety Responsibility to lead Health and Safety from a Governance governance perspective, as a key role within Representative the Audit and Risk Committee. This will include ensuring due diligence requirements are met, attending site visits and health and safety audits, and working closely with officers to enact the MDC Health and Safety Strategy. Councillor Responsibility to prepare and participate specifically in those committees, working parties and focus groups they are members of, and prepare and participate in the work of other committees where they have a specific interest in particular matters coming before those committees. Attend meetings of assigned Community Committees in a liaison role between the Community Committees and the Council.

Moved by: Her Worship the Mayor

Seconded by: Councillor Michael Ford

CARRIED

MDC 21/914 PUBLIC EXCLUDED RESOLUTIONS CONFIRMED IN OPEN SESSION

MDC 21/880 MANAWATŪ COMMUNITY TRUST – TRUSTEE CONFIRMATION

RESOLVED

That the Council appoint Tracey Hunt as a Trustee of Manawatū Community Trust for a three year term commencing from 1 July 2021 until 30 June 2024.

MDC 21/881 FEILDING CIVIC CENTRE TRUST – REQUEST FOR ADVISORY TRUSTEES

RESOLVED

That the Council recruit for additional Trustees to be appointed to the Trust..

MDC 21/882 AWAHURI FOREST-KITCHENER PARK TRUST – TRUSTEE SUCCESSION PLAN AND RECRUITMENT

RESOLVED

That the Council conduct a recruitment process for a sixth Trustee.

That the Council appoint Jill Darragh, Bessie Nicholls, Mike Stone and Chris Symonds as Trustees from 16 July 2021 to 15 July 2024.

20 MINUTES MEETING TIME COUNCIL THURSDAY 01 JULY 2021 8:30AM

MDC 21/915 MEETING CLOSURE

The meeting was declared closed at 9:32am.

21 MINUTES MEETING TIME JOINT STRATEGIC PLANNING COMMITTEE THURSDAY 08 JULY 2021 1:00PM

Minutes of a meeting of the Manawatū District / City Joint Strategic Planning Committee held on Thursday 08 July 2021, commencing at 1:00pm in the Manawatū District Council Chambers, 135 Manchester Street, Feilding.

PRESENT: Mayor Grant Smith (Chairperson) Cr Susan Baty (Palmerston North City Council) Cr Zulfiqar Butt (Palmerston North City Council) Cr Leonie Hapeta (Palmerston North City Council) (via Zoom) Cr Aleisha Rutherford (Palmerston North City Council)

Cr Steve Bielski (Manawatū District Council) Cr Michael Ford (Manawatū District Council) Cr Grant Hadfield (Manawatū District Council) Cr Phil Marsh (Manawatū District Council)

LEAVE OF ABSENCE: Mayor Helen Worboys

IN ATTENDANCE: David Wright (CEDA) (via Zoom) Malcolm Bailey (CEDA) Jacqui Middleton (CEDA)

Cr Alison Short (Manawatū District Council)

Cr Vaughan Dennison (Palmerston North City Council) Cr Renee Dingwall (Palmerston North City Council) Cr Patrick Handcock (Palmerston North City Council) Cr Karen Naylor (Palmerston North City Council) (via Zoom) Cr Bruno Petrenas (Palmerston North City Council)

Shayne Harris (Chief Executive) Michael Hawker (Acting General Manager – Community and Strategy) Stacey Bell (Economist) Matthew Mackay (Principal Policy Planner) Allie Dunn (Governance Team Leader) Steph Skinner (Governance Officer)

Heather Shotter (Chief Executive) Sheryl Bryant (Assistant Chief Executive) David Murphy (Chief Planning Officer) Peter Crawford (Economic Policy Advisor) Robert van Bentum (Acting Chief Engineer) Chris Dyhrberg (Chief Customer Officer) JSP 21/105 MEETING OPENING

The Chairperson declared the meeting open.

JSP 21/106 APOLOGIES

Apologies for non-attendance were noted for Councillor Billy Meehan (Palmerston North City Council).

22 MINUTES MEETING TIME JOINT STRATEGIC PLANNING COMMITTEE THURSDAY 08 JULY 2021 1:00PM

JSP 21/107 CONFIRMATION OF MINUTES

RESOLVED

That the minutes of the Joint Strategic Planning Committee meeting held 25 March 2021 and the extraordinary meeting held 8 April 2021 be adopted as a true and correct record.

Moved by: Mayor Grant Smith

Seconded by: Councillor Michael Ford

CARRIED

Councillors Grant Hadfield and Aleisha Rutherford abstained from voting.

JSP 21/108 DECLARATIONS OF INTEREST

There were no declarations of interest.

JSP 21/109 NOTIFICATION OF LATE ITEMS

There were no late items.

JSP 21/110 PUBLIC FORUM

There were no requests to speak in public forum at this meeting.

JSP 21/111 PRESENTATIONS

There were no presentations organised for this meeting.

JSP 21/112 QUARTERLY ECONOMIC MONITORING

Report of the Acting Chief Planning Officer dated 21 May 2021 providing a summary of the latest Manawatū Quarterly Economic Monitor for the March 2021 quarter.

Stacey Bell, Economist (MDC), and Peter Crawford, Economic Policy Advisor (PNCC) gave a presentation that outlined economic performance for the quarter noting in summary that:

• Primary sector outlook remained strong and continued to drive investment and spending; • Construction workforce for Te Ahu A Turanga road peaks in September; and • Labour and supply side constraints were delaying construction projects.

A summary of key findings were:

• The regional economy continues to outperform relative to much of New Zealand; • Growth in filled jobs and earnings exceed national growth; • Quarterly GDP contracted less and bounced back quicker than national GDP; • Growth in the number of Jobseekers less than the New Zealand average with recipients declining faster; • Strong recovery and growth in consumer spending relative to New Zealand; • New dwelling consents remain elevated across the wider region;

23 MINUTES MEETING TIME JOINT STRATEGIC PLANNING COMMITTEE THURSDAY 08 JULY 2021 1:00PM

• Building consent values signal unprecedented levels of construction investment flowing into the region; • Inward investment will continue to support regional economic activity; • Commodity prices for local exports hit records. Supply side constraints and emerging inflationary pressures evident.

RESOLVED

That the Summary report on the March 2021 Manawatū Quarterly Economic Monitor be received.

Moved by: Mayor Grant Smith

Seconded by: Councillor Aleisha Rutherford

CARRIED

JSP 21/113 CEDA STATEMENT OF INTENT 2021-22

Report of the Acting General Manager – Community and Strategy dated 28 June 2021 presenting the CEDA Final Statement of Intent 2021-22 for agreement. Malcolm Bailey, Board Chairperson, David Wright, Acting Chief Executive (via Zoom) and Jacqui Middleton, Finance and Operations Manager, attended the meeting and spoke to the Statement of Intent. Suggestions for change were made to change “Te Aho Tāmaka Programme” to “Te Aho Tāmaka Leaders Programme”, to correct the total income amount noted in the Financial Performance statement and to use the names of the Kawakawa Industrial Park and Riverside Industrial Park in the section relating to investment profile of the region.

RESOLVED

That the CEDA Final Statement of Intent 2021-22 be agreed.

Moved by: Mayor Grant Smith

Seconded by: Councillor Michael Ford

CARRIED

JSP 21/114 CONSIDERATION OF LATE ITEMS

There were no late items notified for consideration.

JSP 21/115 NOTIFICATION OF ITEMS FOR NEXT MEETING

There were no items notified for including in the agenda for the next meeting.

JSP 21/116 PUBLIC EXCLUDED BUSINESS

RESOLVED

That the public be excluded from the following parts of the proceedings of this meeting, namely:

a) Confirmation of minutes

24 MINUTES MEETING TIME JOINT STRATEGIC PLANNING COMMITTEE THURSDAY 08 JULY 2021 1:00PM

That the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each Reason for passing this Grounds under Section matter to be considered resolution in relation to 48(1) for the passing of each matter this resolution

a) Confirmation of Section 7(2)(a) Protect the Section 48(1)(a) - the minutes re privacy of natural public conduct of the Appointment of persons, including that of relevant part of the Directors - CEDA deceased natural persons. proceedings would be likely to result in a disclosure of information for which good reason for withholding that information would exist, under Section 7 of the Local Government Official Information and Meetings Act 1987.

This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interests protected by Section 6 or Section 7 of the Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as specified above.

Moved by: Mayor Grant Smith

Seconded by: Councillor Michael Ford

CARRIED

The meeting went into public excluded session at 1:49pm. For items JSP 21/117 to JSP 21/120 refer to public excluded proceedings. The meeting returned to open session at 1:57pm.

JSP 21/121 PUBLIC EXCLUDED RESOLUTIONS CONFIRMED IN OPEN SESSION

JSP 21/097 APPOINTMENT OF DIRECTORS - CEDA

RESOLVED

That the Joint Strategic Planning Committee approves the following:

1. Appoint Arthur Chin, as a Director of Central Economic Development Agency Limited for a term commencing on 1 April 2021 and ending on 31 March 2024.

2. Appoint Margy Mare, as a Director of Central Economic Development Agency Limited for a term commencing on 1 April 2021 and ending on 31 March 2024.

25 MINUTES MEETING TIME JOINT STRATEGIC PLANNING COMMITTEE THURSDAY 08 JULY 2021 1:00PM

JSP 21/122 MEETING CLOSURE

The meeting was declared closed at 1:58pm.

26

Council

Meeting of 22 July 2021

Business Unit: Corporate and Regulatory Date Created: 17 June 2021

Road Stopping Application - 32 Stanway Road, Halcombe

Purpose Te Aronga o te Pūrongo

The purpose of this report is to seek approval to proceed with the road stopping of the section of road along the north-eastern boundary that adjoins the subject property, 32 Stanway Road, Halcombe.

Significance of Decision Te Hira o te Whakataunga

The Council’s Significance and Engagement Policy is not triggered by matters discussed in this report. No stakeholder engagement is required.

Recommendations Ngā Tūtohinga

That the Council approve the road stopping under section 116 of the Public Works Act 1989 of the section of road along the north-eastern boundary that adjoins the subject property, 32 Stanway Road, Halcombe.

Report prepared by: Pepa Moefili Planning Officer

Approved for submission by: Karel Boakes Acting General Manager - Corporate and Regulatory

27 1 Contribution to Community Well-being and Council’s Community Outcomes Te Tūhono ki ngā Whāinga a te Kaunihera mō te Oranga Hapori me te Whakawhanake Hapori

1.1 Relationship to Council’s strategic priorities (community outcomes):

A place to belong and grow He kāinga e ora pai ai te katoa 

A future planned together He kāinga ka whakamaherea tahitia tōna anamata e  te hapori tonu

An environment to be proud of He kāinga ka rauhītia tōna taiao

Infrastructure fit for future He kāinga ka tūwhena tonu ōna pūnahahanga, haere ake nei te wā

A prosperous, resilient economy He kāinga ka tōnui tōna ōhanga

Value for money and excellence in local government He kāinga ka eke tōna kāwanatanga ā-rohe ki ngā taumata o te kairangi

1.2 A place to belong and grow – the applicant seeks to increase the size of the subject property by amalgamating a portion of the paper road, thus creating a more enjoyable environment place to reside in.

1.3 A future planned together – Council’s Land Development Manager and Roading Manager have no objections to the proposal, thus working with the applicant to plan for future use and development of the property.

2 Background Ngā Kōrero o Muri

2.1 Tim William of 32 Stanway Road, Halcombe, has applied to stop the section of road reserve adjoining his property.

2.2 Once stopped, this section of paper road would be amalgamated with 32 Stanway Road, Halcombe, legally descibed as Lot 227 DP 42 (CFR WN43A/539).

2.3 The size of the portion of road to be stopped is 533.69m2.

28

Figure 1: Aerial view of 32 Stanway Road, Halcombe, and surrounding area.

Figure 2: Aerial of the subject property and the portion of road to be stopped.

3 Discussion and Options considered Ngā Matapakinga me ngā Kōwhiringa i Wānangahia

3.1 The strip of land to be stopped is currently unused as a physical road and is farmed in conjunction with the applicant’s property.

29 3.2 In accordance with the proposed scheme plan submitted as part of this application, the entire strip of land to be amalgamated with 32 Stanway Road, Halcombe, would have a total area of approximately 533.69m2 (subject to survey).

3.3 Correspondence received from Council’s Land Development Manager confirms that there are no services or connections required as part of this proposal.

3.4 The Roading Manager has assessed this application and has no objection to this portion of road to be stopped.

4 Te Kīwai (o te kete)

4.1 There are no known cultural considerations associated with the matters addressed in this report. No engagement with Māori is necessary.

5 Community Engagement Te Whai Wāhitanga mai o te Hapori

5.1 Murray Henderson, the owner of 36 Stanway Road, Halcombe, is the adjoining owner of the property to the section of road to be stopped and has provided written approval to the proposed road stropping application, dated 21st May 2021.

6 Operational Implications Te Whai Pānga Atu ki ngā Kaupapa Mahi

6.1 There are no operational implications associated with this paper road.

7 Financial implications Te Whai Pānga Atu ki ngā Kaupapa Ahumoni

7.1 The owner of 32 Stanway Road, Halcombe, would be required to pay for the survey and legal work required to amalgamate the stopped road into their properties.

8 Statutory Requirements Ngā Here ā-Ture

8.1 Council has the ability to proceed with a road stopping under either section 116 of the Public Works Act 1989 (‘PWA’) or section 342 of the Local Government Act 1974 (‘LGA’). The PWA process is used when only the adjoining owners of an unformed road are affected and those landowners have provided consent to the road stopping. There are no submission or objection procedures available under this process.

8.2 The alternative approach is the LGA, which provides for public notification, lodging or submissions and potentially a decision from the Environment Court. Council uses the LGA process where adjoining owners affected by a proposed road stopping have not provided written approval.

8.3 In this instance, Murray Henderson, the owner of 36 Stanway Road, Halcombe, is the adjoining owner of the property to the section of road to be stopped and has provided written approval to the proposed road stropping application, dated 21st May 2021.

8.4 Therefore, this request will proceed under the provision of the PWA 1989.

30 9 Delegations Te Mana Whakatau

9.1 The Council has authority to approve this road stopping request.

10 Conclusion Whakatepenga

10.1 In accordance with the proposed scheme plan submitted as part of this application, the entire strip of land to be amalgamated with 32 Stanway Road, Halcombe, would have a total area of approximately 533.69m2 (subject to survey).

10.2 Murray Henderson, the owner of 36 Stanway Road, Halcombe, is the adjoining owner of the property to the section of road to be stopped and have provided written approval to the proposed road stropping application, dated 21st May 2021.

10.3 Council’s Land Development Manager confirms that there are no services or connections required as part of this proposal. Council’s Roading Manager has no objection to this portion of road to be stopped.

10.4 That the road stopping application be granted.

11 Attachments Ngā Āpitihanga

• Appendix 1 – Scheme Plan

31

Appendix 1 – Scheme Plan

32

Council

Meeting of 22 July 2021

Business Unit: Community and Strategy Date Created: 07 July 2021

CEDA Services Funding Agreement 2021-2024

Purpose Te Aronga o te Pūrongo

To approve the Services Funding Agreement between the Central Economic Development Agency Limited (CEDA), Manawatū District Council and Palmerston North City Council and authorise the Manawatū District Council Chief Executive to make any final amendments to and sign the agreement documentation.

Significance of Decision Te Hira o te Whakataunga

The Council’s Significance and Engagement Policy is not triggered by matters discussed in this report. No stakeholder engagement is required.

Recommendations Ngā Tūtohinga

1. That the Council note that the Palmerston North City Council financial contribution to the Services Funding Agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council is $1,831,105 (plus GST) per annum.

2. That the Council note that the Manawatū District Council financial contribution to the Services Funding Agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council is $624,008 (plus GST) per annum.

3. That the Council note that the Manawatū District Council and Palmerston North City Council contributions to the Services Funding Agreement will be varied each financial year in line with each councils Long Term Plan inflationary adjustment criteria.

4. That the Council note that the expiry date for the Services Funding Agreement is 30 June 2024 and that renewal of the agreement is by negotiation.

5. That the Council approve the Services Funding Agreement 1 July 2021 – 30 June 2024 agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council attached as Appendix 1.

6. That the Council authorise the Chief Executive of the Manawatū District Council to make any minor alterations necessary to complete the Services Funding Agreement 1 July 2021 – 30 June 2024 and to sign the service agreement between the Central Economic Development Agency Limited, the Manawatū District Council and the Palmerston North City Council attached as Appendix 1.

33 Report prepared by: Michael Hawker Acting General Manager - Community and Strategy

Approved for submission by: Michael Hawker Acting General Manager - Community and Strategy

1 Contribution to Community Well-being and Council’s Community Outcomes Te Tūhono ki ngā Whāinga a te Kaunihera mō te Oranga Hapori me te Whakawhanake Hapori

1.1 Relationship to Council’s strategic priorities (community outcomes):

A place to belong and grow He kāinga e ora pai ai te katoa

A future planned together He kāinga ka whakamaherea tahitia tōna anamata e te hapori tonu

An environment to be proud of He kāinga ka rauhītia tōna taiao

Infrastructure fit for future He kāinga ka tūwhena tonu ōna pūnahahanga, haere ake nei te wā

A prosperous, resilient economy He kāinga ka tōnui tōna ōhanga 

Value for money and excellence in local government He kāinga ka eke tōna kāwanatanga ā-rohe ki ngā taumata o te kairangi

1.2 The purpose of CEDA is stated in its Company Constitution as “to drive and facilitate the creation and growth of economic wealth for Manawatū and beyond” which relates to the strategic priority of “A prosperous, resilient economy”.

2 Background Ngā Kōrero o Muri

2.1 CEDA is a Council Controlled Organisation (CCO) under the Local Government Act 2002 and is jointly owned by Palmerston North City Council and Manawatū District Council.

2.2 The 10 September 2020 Joint Strategic Planning Committee Workshop considered the content of the CEDA Statement of Expectations. The 10 December 2020 Joint Strategic Planning Committee meeting considered the draft Statement of Expectations.

2.3 The Joint Strategic Planning Committee meeting of 10 December 2020 resolved:

34 “That the Mayor and Chief Executive of the Manawatū District Council and the Mayor and Chief Executive of the Palmerston North City Council be delegated authority to approve amendments to the Statement of Expectations prior to the document being signed, including:

a) greater specificity regarding the destination marketing and regional tourism functions of CEDA.

b) the way in which CEDA collaborates with Palmerston North City Council to profile and market Palmerston North.

c) accommodating any changes to the CEDA contract.”

2.4 PNCC passed a series of resolutions in December 2020 that authorised the PNCC Chief Executive to negotiate in-house delivery of destination marketing and a corresponding reduction in the CEDA funding as part of the process of renewing the current CEDA Services Funding Agreement. These negotiations resulted in a $200,000 reduction of funding by PNCC and in-house of delivery of city marketing, business conferences and events and international education. CEDA and PNCC have been working together to ensure the smooth transition of these functions from 1 July 2021.

2.5 The consequence of these resolutions was the later than usual completion and delivery of the Statement of Expectations to CEDA. A one (1) month extension to the CEDA SOI timeline was decided by both Councils.

2.6 The CEDA SOI was agreed at the 8 July 2021 Joint Strategic Planning Committee. The SOI sets out the services and priorities which the Services Funding Agreement

2.7 The initial Services Funding Agreement expired on 30 June 2021.

3 Discussion and Options considered Ngā Matapakinga me ngā Kōwhiringa i Wānangahia

3.1 The service agreement is a direct procurement with CEDA. Rule 11 of MDC’s Procurement Policy allows for direct procurement where the provider is deemed to provide a unique or specialist service that is specific to the needs of Council. CEDA meets these requirements. In addition to this, both the MDC and PNCC have made decisions as part of the approval of their respective 2021 - 31 Long Term Plans to utilise their CCO CEDA for the purpose of providing economic development services to each Council.

3.2 The annual values of the contract are set out in the fee schedule of the service agreement document attached at Appendix 1. MDC’s financial contribution of $624,008 (plus GST) per annum to the CEDA service agreement is in line with the approved 2021 - 31 Long Term Plan budgets. No additional funding is sought for the service agreement. The Manawatū District Council and Palmerston North City Council contributions to the Services Funding Agreement will be varied each financial year in line with each councils Long Term Plan inflationary adjustment criteria.

3.3 Any contract renewal beyond the term of the Services Funding Agreement is by negotiation.

35 4 Te Kīwai (o te kete)

4.1 Te Kīwai is the engagement process which guides Council’s practice and ensures the onus to engage and include Māori is shared between Council and all partners. In this manner, we progress both the articles and principles of Te Tiriti o Waitangi by maintaining the balance between Kawanatanga (Governance) of the Council and Tino Rangatiratanga (Sovereignty) of whānau, hapū, and iwi Māori.

4.2 There are no known cultural considerations associated with the matters addressed in this report. No engagement with Māori is necessary.

5 Community Engagement Te Whai Wāhitanga mai o te Hapori

5.1 There are no consultation requirements as a result of this report.

6 Operational Implications Te Whai Pānga Atu ki ngā Kaupapa Mahi

6.1 There are no operational implications related to this report.

7 Financial implications Te Whai Pānga Atu ki ngā Kaupapa Ahumoni

7.1 The Manawatū District Council funding contribution toward the Services Funding Agreement is budgeted for within the Manawatū District Council 2021-31 10 Year Plan. No further funding is sought for the Services Funding Agreement.

8 Statutory Requirements Ngā Here ā-Ture

8.1 There are no statutory requirements related to this report.

9 Delegations Te Mana Whakatau

9.1 Section 46 of the Delegations Manual requires that all contracts exceeding $500,000 are approved at the Council level.

10 Conclusion Whakatepenga

10.1 The Services Funding Agreement 1 July 2021 – 30 June 2024 is presented for Council approval.

11 Attachments Ngā Āpitihanga

• Services Funding Agreement 1 July 2021 – 30 June 2024

• Management of Service Agreement - PNCC and MDC - 22 December 2016

36

Palmerston North City Council and Council and Central Economic Development Agency Limited

Services Funding Agreement 1 July 2021 – 30 June 2024

37

Services Funding Agreement dated: 2021

Between Palmerston North City Council of Palmerston North Civic Administration Building, 32 The Square, Palmerston North, New Zealand (PNCC)

Manawatu District Council of 135 Manchester Street, Feilding, New Zealand (MDC) (together with PNCC, ‘Council’)

and Central Economic Development Agency Limited (CEDA)

Background

A The parties have operated under a Services Funding Agreement (the original SFA) since 2016. The initial term contemplated by the original SFA expires on 30 June 2021.

B PNCC and MDC are the parties to an Agreement in Relation to Management of Service Agreement (ARMSA) which among other things, provides for the division of intellectual property at the termination or expiry of the SFA.

C The parties wish to continue an arrangement on similar terms as set out in the original SFA, and to ensure that the provisions of the ARMSA are continued despite the new arrangement. The terms of the parties agreement are set out in this Services Funding Agreement.

The parties agree:

DEFINITIONS

In this Agreement:

1.1 "Business Day" means a day registered banks are open for business in Palmerston North however does not include Saturday or Sunday;

1.2 "Confidential Information" means commercial, financial, marketing, technical or other information of whatever nature including without limitation information relating to the Services, know how, intellectual property, trade secrets and other information in any form whether disclosed orally, in writing, electronically, by tape, or disk or any other medium before or after the date of this Agreement by the Council to CEDA. For the avoidance of doubt the term "Confidential Information" extends to and includes:

1.2.1 New information created by CEDA which is based on or incorporates whether in a modified form or not) information supplied by the Council; and

1.2.2 The notes, records or copies (including electronic copies) made of the Confidential Information supplied by the Council.

Page 2 of 10

38

1.3 "Contract Manager" means the contacts for CEDA and the Council referred to in the Notices section at clause 17 which may be changed by any party by giving notice in writing to the others;

1.4 “the Council” means Palmerston North City Council and Manawatū District Council jointly, or severally where the context requires;

1.5 "Services" means the Services which are to be provided by CEDA to the Council during the term of this Agreement with it being agreed that the Services are:

1.5.1 As set out in the Statement of Expectations from Council to CEDA; and 1.5.2 as set out in the Statement of Intent approved by Council; and 1.5.3 as varied from time to time as agreed to in writing by CEDA and the Council

1.6 "the Parties" means Central Economic Development Agency Limited, Manawatu District Council and Palmerston North City Council;

1.7 "this Agreement" means the within Service Funding Agreement.

2 INTERPRETATION

2.1 A reference to the singular includes the plural and vice versa.

2.2 A reference to a particular gender includes all other genders.

2.3 Headings are for convenience only and do not affect interpretation of any provision.

2.4 A reference to the Schedule is a reference to the Schedule to this Agreement.

2.5 A reference to a clause is a reference to a clause in this Agreement.

3 PROVISION OF SERVICES

CEDA shall provide the Services:

3.1 In a proper manner and to a professional standard;

3.2 To achieve any deliverables, purposes and KPI's as guided by what is described in the Statement of Expectations from Council as provided from time to time; and

3.3 As agreed in the Statement of Intent as approved by Council.

4 TERM

Page 3 of 10

39

The Services are to be provided during the term from 1 July 2021 to 30 June 2024 (Term), with a right of renewal for a further term of three years by mutual agreement.

5 RELATIONSHIP WITH ARMSA

The parties agree that upon commencement of the Term, this Services Funding Agreement supersedes and replaces the original SFA. The Council agrees that the provisions of the ARMSA shall continue in full force and effect for the duration of the Term, and that reference to the Service Agreement in ARMSA shall include reference to this Services Funding Agreement.

6 CONFIDENTIALITY

CEDA agrees with respect to Confidential Information it receives and handles on behalf of Council as follows:-

6.1 The Confidential Information including all rights relating thereto, is and shall remain at all times the sole property of The Council;

6.2 CEDA in receiving Confidential Information does so in the strictest confidence and shall not, either by itself or by the action of any employee, agent or advisor to it, directly or indirectly disclose, distribute or permit to be disclosed or distributed the Confidential Information to any person that is not bound by the provisions of this Agreement, or a like Agreement;

6.3 Immediately upon written demand from the Council, CEDA must immediately return to the Council all Confidential Information (including all copies or reproductions of the same) in the possession or control of CEDA.

7 ACCURACY

In performing the Services CEDA shall be entitled to rely upon the accuracy of information supplied to it by or on behalf of the Council. CEDA shall not be responsible for outcomes arising from any inaccuracy of information provided to it or the failure by the Council to provide information that may be relevant to the Services provided. If however CEDA has reason to believe the information provided is either inaccurate or inadequate it shall advise the Council at the first possible opportunity.

8 CEDA'S OBLIGATIONS

CEDA shall:

8.1 Commence the Services on 1 July 2021 and work responsibly and diligently and use its best endeavours to complete the Services.

Page 4 of 10

40

8.2 Notify the Council as soon as practical if it is known or suspected that the Services cannot be completed or any objectives or outcomes cannot be met.

8.3 Ensure that its employees, agents, and subcontractors (if any), promote and advance the interests and reputation of the Council and shall not do anything to harm, or is contrary to, the interests of the Council.

8.4 Maintain insurance policies as reasonably required by the Council.

8.5 Provide reports in accordance with the Statement of Expectations

8.6 When requesting additional support such request must be accompanied by a rigorous business case.

8.7 When providing services separate from the Services provided in this Agreement ("the Separate Services") including either to Manawatu District Council, Palmerston North City Council or any other party, to ensure that the provision of the Separate Services do not compromise the delivery by CEDA of the Services provided in this Agreement and shall ensure that the Separate Services are fully funded and separately and transparently accounted for.

8.8 Consult with the Manawatu District Council in relation to matters that may affect the Manawatu District Council and consult with the Palmerston North City Council in relation to matters that may affect the Palmerston North City Council.

8.9 Present a unified front on issues that affect the Manawatu District Council and/or Palmerston North City Council.

8.10 Work in a collaborative manner to ensure its policies and decisions represent the best interests of the Manawatu District Council and Palmerston North City Council and their rate payers.

8.11 Ensure any submissions (including any major advocacy) made by CEDA are discussed with MDC and/or PNCC if they will be affected by any such submission and any such submission shall not be inconsistent with the policy position of either the MDC or PNCC, unless agreed to by either the MDC or PNCC as shall be affected by such submission.

9 COMPLIANCE CEDA, in providing the Services, shall observe and comply with all relevant New Zealand laws and relevant by-laws including, however not limited to, the Health & Safety at Work Act 2015 and shall comply with any instructions given by the Council from time to time relating to compliance issues.

10 INTELLECTUAL PROPERTY

Page 5 of 10

41

10.1 The copyright and all intellectual property relating to the performance of the Services will be the sole property of the Council in perpetuity. This shall include, but not by way of limitation, intellectual property provided to CEDA by the Council, Vision Manawatu Trust and Destination Manawatu Incorporated and any development of such intellectual property.

10.2 At the end of the term of this Agreement, whether by effluxion of time or by earlier termination by any party to this Agreement, CEDA shall forthwith transfer to the Council all intellectual property referred to in clause 10.1 above including all copies as required by the Council and shall not retain such intellectual property held in physical or electronic format including copies thereof.

10.3 The Council grants, during the term of this Agreement, to CEDA an exclusive licence to utilise the trademark "New Zealand Agri Investment Palmerston North & Manawatu" number 1038745 together with any intellectual property relating to New Zealand Agri Investment Palmerston North & Manawatu. At the end of the term of this Agreement, whether by effluxion of time or by earlier termination by any party to this Agreement,

10.4 CEDA shall forthwith return to the Council all such intellectual property as required by the Council and shall not retain such intellectual property held in physical or electronic format including copies thereof. It is agreed that the Council shall retain ownership of any development of the intellectual property referred to within this clause 10.3 and any development of such intellectual property shall also be returned to the Council at the end of the term of this Agreement. CEDA shall not have the right to sub-licence to any party the intellectual property rights recorded in this clause.

11 DISPUTE RESOLUTION

The Parties agree to use their best endeavours to resolve any dispute or difference that may arise under this Agreement. The following process will apply to disputes:

11.1 A Party must notify the other if it considers a matter is in dispute;

11.2 The Contract Managers will attempt to resolve the dispute through direct negotiation;

11.3 If the Contract Managers have not resolved the dispute within 10 Business Days of notification, then the dispute will be referred to the Parties' senior managers for resolution, and

11.4 If the senior managers have not resolved the dispute within 10 Business Days of it being referred to them;

Page 6 of 10

42

then the Parties will participate in mediation with a mutually acceptable third party appointed if necessary by the chairperson of the New Zealand Chapter of LEADR (Leading Edge Alternative Dispute Resolvers). Failing mediation being successful within 21 days after appointment of the mediator the Parties to the dispute shall submit to the arbitration of a single arbitrator to be agreed or failing agreement to be appointed by the President for the time being of the New Zealand Law Society and conducted in accordance with the Arbitration Act 1996.

12 JURISDICTION

This Agreement shall be subject to the jurisdiction of the New Zealand Courts and the laws of New Zealand.

13 ASSIGNMENT AND SUBCONTRACTING

13.1 CEDA shall not assign any rights or benefits under this Agreement without the prior written consent of the Council, which consent may be withheld.

13.2 Notwithstanding clause 13.1 above the Parties acknowledge that it is the expectation of CEDA that it may subcontract to third parties, including however not limited to The Factory. CEDA shall consult with the Council on any subcontracting of significance in relation to the Services.

14 AMENDMENTS TO THIS AGREEMENT

14.1 Any change to this Agreement must be agreed by both Parties and recorded in writing.

14.2 The Fees payable for the Services are set out in Schedule A. The sum payable by the Council to CEDA shall be determined in accordance with the Manawatu District Council Annual Plan and Long Term Plan and the Palmerston North City Council Annual Plan and Long Term Plan.

14.3 The Council agrees, in the event that the sum payable by the Council to CEDA to provide the Services is, during any year, to be less than that payable in the previous year then it shall provide to CEDA not less than sixty (60) Business Days notice in writing to CEDA.

15 NO WAIVER No waiver of any breach, or failure to enforce any provision, of this Agreement at any time by any party shall in any way affect, limit or waive the rights of such party thereafter to enforce and compel strict compliance with the provisions of this Agreement.

16 AGENCY

Page 7 of 10

43

CEDA acknowledges that this Agreement does not establish an agency or partnership relationship between the Council and CEDA and CEDA is not authorised to incur any legal obligations on the Council's behalf during the course of providing the Services. CEDA is not authorised to use any name or logo owned by the Manawatu District Council or the Palmerston North City Council in connection with the provision of the Services unless the Manawatu District Council or the Palmerston North City Council, as the case may be, agree in writing to the use of such name or logo. CEDA is an independent contractor.

17 NOTICES All notices and other communications provided for or permitted in this Agreement or as between the Parties shall be by e-mail transmission as follows:

In the case of CEDA:

Chief Executive

In the case of the Council, for Palmerston North City Council:

Chief Planning Officer

For Manawatū District Council:

General Manager - Community and Strategy

Page 8 of 10

44

EXECUTED as a Deed this day of 2021

SIGNED for and on behalf of Palmerston ) North City Council by its Chief ) Executive Heather Shotter )

...... Signature – Heather Shotter Chief Executive

SIGNED for an on behalf of Manawatu ) District Council by its Chief Executive ) Shayne Harris ) ...... Signature - Shayne Harris Chief Executive SIGNED for and on behalf of Central ) Economic Development Agency ) Limited by its duly authorised agent ) ...... David Wright Signature – David Wright Interim Chief Executive

Page 9 of 10

45

Schedule A

FEE SCHEDULE (Updated 1 July 2021 for 2021/22 – 2023/24)

2021/22 – 2023/24 Monthly Annual Total

PNCC Contribution $152,592.08 $1,831,105 (1) (2)

MDC Contribution $52,000.67 $624,008

TOTALS $2,455,113 plus GST

NOTES PNCC: (1) Includes Sort It Job Expo

(2) Includes $174,923 The Factory Contract

General Notes: (1) All figures are GST exclusive and the GST component shall be added to the sums provided and paid by PNCC and MDC.

(2) Total figure for 2021/22 is inflation adjusted as per the PNCC and MDC 10 Year Plans and will be inflation adjusted annually by each Council for 2022/23 and 2023/24.

(3) Proportions of contributions may vary between the Councils.

Page 10 of 10

46 47 48 49 50 51

Council

Meeting of 22 July 2021

Business Unit: Community and Strategy Date Created: 18 June 2021

Roading Activity Management Plan, Three Waters Asset Management Plan, and Community Facilities Asset Management Plans

Purpose Te Aronga o te Pūrongo

This report seeks approval from Council to formally adopt the Roading Activity Management Plan 2021- 2031, Three Waters Asset Management Plan 2021-2041, and Community Facilities Asset Management Plans 2021-2031 following the 29th June 2021 adoption of the 10 Year Plan 2021-31.

Significance of Decision Te Hira o te Whakataunga

The Council’s Significance and Engagement Policy is not triggered by matters discussed in this report. No stakeholder engagement is required.

Recommendations Ngā Tūtohinga

That the Council adopt the Roading Activity Management Plan 2021-2031.

That the Council adopt the Three Waters Asset Management Plan 2021-2041.

That the Council adopt the Community Facilities Asset Management Plans: − Strategic Summary 2021-2031 − Halls Asset Management Plan 2021-2031 − Property Asset Management Plan 2021-2031 − Parks Reserves and Sportsgrounds Asset Management Plan 2021-2031 − Cemeteries Asset Management Plan 2021-2031 − Leisure and Recreational Facilities Asset Management Plan 2021-2031 − Public Conveniences Asset Management Plan 2021-2031.

Report prepared by: Brittney Evans Corporate Projects Adviser

Approved for submission by: Michael Hawker Acting General Manager - Community and Strategy

52 1 Contribution to Community Well-being and Council’s Community Outcomes Te Tūhono ki ngā Whāinga a te Kaunihera mō te Oranga Hapori me te Whakawhanake Hapori

1.1 Relationship to Council’s strategic priorities (community outcomes):

A place to belong and grow He kāinga e ora pai ai te katoa 

A future planned together He kāinga ka whakamaherea tahitia tōna anamata e te hapori tonu

An environment to be proud of He kāinga ka rauhītia tōna taiao 

Infrastructure fit for future He kāinga ka tūwhena tonu ōna pūnahahanga,  haere ake nei te wā

A prosperous, resilient economy He kāinga ka tōnui tōna ōhanga 

Value for money and excellence in local government He kāinga ka eke tōna  kāwanatanga ā-rohe ki ngā taumata o te kairangi

1.2 Realising the value from Council’s assets helps to ensure our District is a great place to belong and grow by promoting cultural and social wellbeing, and helps contribute to a prosperous and resilient economy by making the District a great place to live, visit and do business.

Asset management protects and cares for the District’s physical resources and helps to ensure infrastructure meets the needs of the community, contributing to an environment to be proud of and infrastructure fit for the future.

Examining the need for, and performance of, assets and asset systems at different levels via Asset Management Plans helps Council to achieve value for money and excellence in local government.

2 Background Ngā Kōrero o Muri

2.1 ISO55000 defines Asset management as the "coordinated activity of an organisation to realize value from assets". An asset is an item, thing or entity that has potential or actual value to an organisation. Asset Management involves the balancing of costs, opportunities and risks against the desired performance of assets, to achieve the organisational objectives. This balancing might need to be considered over different timeframes.

2.2 Asset management enables Council to examine the need for, and performance of, assets and asset systems at different levels. Additionally, it enables the application of analytical approaches towards managing an asset over the different stages of its life cycle (which can start with the conception of the need for the asset, through to its disposal, and includes the managing of any potential post disposal liabilities).

2.3 Roading and transportation is a significant essential service for Manawatū District Council. The transportation function represents around 18% of Council’s overall annual operating expenditure, with capital works also making up a large proportion of the Council’s expenditure.

53 2.4 Three Waters Infrastructure Assets provide a significant and essential service for residents and businesses within the Manawatū District Council area. The Three Waters function represents around 24% of Council’s overall annual operating expenditure, with capital works also making up a large proportion of the Council’s expenditure.

2.5 Community Facilities are part of Council’s social infrastructure; those physical places and spaces that Council invests in to help shape the way people connect. They create opportunities to improve the health and wellbeing of our communities and their visitors, develop personal and professional skills, and facilitate innovation. The Community Facilities Activity includes 159 assets. These assets are grouped into six sub-activities; Cemeteries, Halls, Leisure and Recreation Facilities, Parks Reserves and Sportsgrounds, Property, and Public Conveniences.

2.6 A series of externally facilitated Investment Logic Mapping sessions were held at Council workshops in early 2020 in order to elicit early agreement on problems, outcomes and benefits before any investment decisions were made or specific solutions identified within the Activity/Asset Management Plans.

2.7 The Council approved the draft activity/asset mananagement plans for submission to Audit NZ on 5 November 2020, however due to resourcing limitations, Audit NZ was unable to undertake the review of the plans at this time. The plans were instead audited by Audit New Zealand alongside the 10 Year Plan 2021 Consultation Document in February to March 2021.

2.8 Audit NZ issued an unmodified audit opinion on the Consultation Document on 8 April 2021. Audit NZ found that the underlying information (including Activity/Asset Management Plans) and assumptions used to prepare the 10 year Plan Consultation Document provided a reasonable and supportable basis for the preparation of the 10 Year Plan.

2.9 At the 8 April Council meeting, a Council resolution was made to adopt the draft 10 Year Plan, supporting information (including Activity/Asset Management Plans) and the Consultation Document for public consultation. An attachment outlining the material changes to the Consultation Document, Draft 10 Year Plan and Activity/Asset Management Plans that had been made following Audit New Zealand review were affixed to the adoption report.

2.10 Draft Activity/Asset Management Plans were made available to the community as supporting documents during the 10 Year Plan consultation process held from 12 April to 12 May 2021.

3 Discussion and Options considered Ngā Matapakinga me ngā Kōwhiringa i Wānangahia

3.1 In the report to the Council on audit findings from the review of the Consultation Document, Audit NZ identified a recommendation to Council in relation to the Activity/Asset Management Plans: “improvements need to be made, as a matter of priority, to ensure that data is complete and includes asset condition for all classes of assets. Council should continue to improve its information on the condition of assets and data reliability.”

3.2 The management response to this Audit NZ recommendation in the audit findings report was that Council has recognised where there are gaps in asset information and in response, has implemented a monitoring programme to improve asset data across the network. This information will be used to inform a targeted maintenance and renewals programme to mitigate the risk of asset failure. Council’s implementation of the monitoring programme was disclosed to Audit within the forecasting assumption for the Useful life of Assets.

54 3.3 The draft Roading Programme Business Case 2021-2024 is not presented to Council for adoption alongside the Roading Activity Management Plan 2021-2031 as the programme business case remains subject to Waka Kotahi investment confirmation.

3.4 Amendments to the Three Waters and Community Facilities Asset Management Plans have been made as a result of Council decisions following the consideration of submissions to the draft 10 Year Plan 2021-31 at the 31 May 2021 Council meeting (deliberations). The Roading Activity Management Plan has not been amended as a result of deliberations on the 10 Year Plan 2021-31 as the work programme and corresponding budgets are instead contained in the draft Roading Programme Business Case 2021-24. The programme business case is planned to come before Council again in late 2021 once Waka Kotahi investment prioritisation has concluded.

3.5 The table below outlines the amendments that have been made to the Three Waters and Community Facilities Asset Management Plans as a result of deliberations decisions. Where a Community Facilities Asset Management Plan is not included in the table below, deliberations decisions did not affect the plan and amendments have not been made since Council last approved the plan at the 8th April 2021 Council meeting.

Asset Management Page Number Description of Change as a Result of Plan or Section Deliberations Decisions Update to year 1 of 10 Year Plan amount Three Waters Asset Pg 205-207 totals for renewal and growth due to changes Management Plan to finanicals. Update to year 1 of 10 Year Plan amount Three Waters Asset Pg 204 totals for renewal and growth due to changes Management Plan to finanicals. Update to year 1 of 10 Year Plan amount Three Waters Asset Pg 14-15 totals for renewal and growth and graphs due Management Plan to changes to finanicals. Community Facilities Update to projected 10 year expenditure due Asset Management Plan Section 7.2 to projects added. – Strategic Summary Community Facilities Update to operational expenditure due to Asset Management Plan Section 7.2.1 projects added. – Strategic Summary Community Facilities Update to renewal expenditure and Asset Management Plan Section 7.2.2 corresponding graph due to projects added. – Strategic Summary Community Facilities Update to development expenditure graph Asset Management Plan Section 7.2.3 due to projects being added. – Strategic Summary Explanation of the projects included in Community Facilities Community Facilities Asset Management Plans Asset Management Plan Section 7.6 that are not funded through the 10 Year Plan – Strategic Summary 2021-31 (unfunded projects). Year adjustments for operational funding Community Facilities Section 4.1.2 requirements due to a project being moved Asset Management Plan from Year 3 to Year 2.

55 Asset Management Page Number Description of Change as a Result of Plan or Section Deliberations Decisions – Parks, Reserves and Increase in operational funding requirement Sportsgrounds for Natural and Cultural Heritage Areas due to increase in project budget. Community Facilities Asset Management Plan Future operational cost summary updated due 6.1.4 – Parks, Reserves and to increase in project budgets. Sportsgrounds Community Facilities Asset Management Plan 6.1.5 Project expenditure moved from Y3 to Y2. – Parks, Reserves and Sportsgrounds Community Facilities Asset Management Plan Increase in Annual Operating Grant for 11.6.5.2 – Parks, Reserves and Awahuri Forest / Kitchener Park. Sportsgrounds Community Facilities Awahuri Forest / Kitchener Park budget Asset Management Plan 11.6.7 reallocated from entranceway project to – Parks, Reserves and boardwalk project and wetlands project. Sportsgrounds Community Facilities Renewal funding requirements for general Asset Management Plan 4.2 property increased due to projects added. – Property Community Facilities Development funding requirements for Asset Management Plan 4.3 Community Property increased due to – Property projects added. Community Facilities Updated renewal project cost summary due to Asset Management Plan 7.3 projects added. – Property Community Facilities Updated key development project costs due Asset Management Plan 8.2 to a project added. – Property Community Facilities Updated development plan for community Asset Management Plan 11.2.7 property due to a project added. – Property Community Facilities Project added to operational projects for Asset Management Plan 11.3.5.2 general property. – Property Community Facilities Project added to operational funding Asset Management Plan 4.1.2 requirements. – Halls Community Facilities Project added to renewal funding Asset Management Plan 4.2 requirements. – Halls

56 Asset Management Page Number Description of Change as a Result of Plan or Section Deliberations Decisions Community Facilities Wording amended in summary of future Asset Management Plan 6.1.2 operational costs due to a project added. – Halls Community Facilities Figure updated in summary of renewal project Asset Management Plan 7.3 costs due to a project added. – Halls Community Facilities Project added to operational projects for Asset Management Plan 11.7.5.2 Halcombe Hall. – Halls Community Facilities Project added to renewal plan for Halcombe Asset Management Plan 11.7.6 Hall. – Halls

3.6 The options available to Council are:

i. To adopt the Roading Activity Management Plan 2021-2031, Three Waters Asset Management Plan 2021-2041, and Community Facilities Asset Management Plans 2021-2031.

ii. That changes be requested to the Roading Activity Management Plan 2021-2031, Three Waters Asset Management Plan 2021-2041, and Community Facilities Asset Management Plans 2021-2031 before adoption.

4 Te Kīwai (o te kete)

4.1 Te Kīwai is the engagement process which guides Council’s practice and ensures the onus to engage and include Māori is shared between Council and all partners. In this manner, we progress both the articles and principles of Te Tiriti o Waitangi by maintaining the balance between Kawanatanga (Governance) of the Council and Tino Rangatiratanga (Sovereignty) of whānau, hapū, and iwi Māori.

4.2 Engagement with hapū, iwi and Māori is important in the implementation of Council’s Activity/Asset Management Plans, and any engagement will be closely informed by Te Kīwai (o te kete).

4.3 There are no known cultural considerations associated with the matters addressed in this report. No engagement with Māori is necessary.

5 Community Engagement Te Whai Wāhitanga mai o te Hapori

5.1 Activity/Asset Management Plans are a management tool, and as such there is no requirement to consult, however they are made available during public consultation as supporting documentation for the 10 Year Plan and the Consultation Document (Local Government Act 2002 section 93G).

5.2 Draft Activity/Asset Management Plans were made available to the community as part of the 10 Year Plan consultation process held from 12 April to 12 May 2021.

57 6 Operational Implications Te Whai Pānga Atu ki ngā Kaupapa Mahi

6.1 The Activity/Asset Management Plans are the basis of the work programmes in the asset activities of Council, however there are no operational implications associated with adopting the Activity/Asset Management Plans.

7 Financial implications Te Whai Pānga Atu ki ngā Kaupapa Ahumoni

7.1 There are no additional financial implications from matters raised in this report. The 10 Year Plan 2021-31 budget includes funding for the work programmes identified in the Activity/Asset Management Plans.

8 Statutory Requirements Ngā Here ā-Ture

8.1 Activity/Asset Management Plans are not a statutory requirement, however they are a critical aspect of robust asset planning and investment. They are also a key part of Audit New Zealand’s assessment of the Council’s 10 year planning process.

9 Delegations Te Mana Whakatau

9.1 Council has the authority to decide on matters relating to Activity/Asset Management Plans.

10 Conclusion Whakatepenga

10.1 The Roading Activity Management Plan 2021-2031, Three Waters Asset Management Plan 2021-2041, and Community Facilities Asset Management Plans 2021-2031 are presented to Council for adoption.

11 Attachments Ngā Āpitihanga

• Three Waters Asset Management Plan 2021-41

• Roading Activity Management Plan 2021-2031

• Community Facilities Asset Management Plans: − Strategic Summary 2021-2031 − Halls Asset Management Plan 2021-2031 − Property Asset Management Plan 2021-2031 − Parks Reserves and Sportsgrounds Asset Management Plan 2021-2031 − Cemeteries Asset Management Plan 2021-2031 − Leisure and Recreational Facilities Asset Management Plan 2021-2031 − Public Conveniences Asset Management Plan 2021-2031.

58

Council

Meeting of 22 July 2021

Business Unit: Community and Strategy Date Created: 08 July 2021

Manawatu Youth Council and Community Committee Minutes - June 2021

Purpose Te Aronga o te Pūrongo

To present minutes from recent meetings of the Manawatū Youth Council and Community Committees for information.

Significance of Decision Te Hira o te Whakataunga

The Council’s Significance and Engagement Policy is not triggered by matters discussed in this report. No stakeholder engagement is required.

Recommendations Ngā Tūtohinga

That the Council receive the minutes of the Community Committees and the Manawatū Youth Council meetings.

Report prepared by: Allie Dunn Governance Team Leader

Approved for submission by: Michael Hawker Acting General Manager - Community and Strategy

59 1 Contribution to Community Well-being and Council’s Community Outcomes Te Tūhono ki ngā Whāinga a te Kaunihera mō te Oranga Hapori me te Whakawhanake Hapori

1.1 Relationship to Council’s strategic priorities (community outcomes):

A place to belong and grow He kāinga e ora pai ai te katoa 

A future planned together He kāinga ka whakamaherea tahitia tōna anamata e  te hapori tonu

An environment to be proud of He kāinga ka rauhītia tōna taiao 

Infrastructure fit for future He kāinga ka tūwhena tonu ōna pūnahahanga,  haere ake nei te wā

A prosperous, resilient economy He kāinga ka tōnui tōna ōhanga 

Value for money and excellence in local government He kāinga ka eke tōna  kāwanatanga ā-rohe ki ngā taumata o te kairangi

1.2 The Community Committees and the Manawatū Youth Council strengthen the engagement between the Council and its communities, helping the Council achieve its strategic priorities.

2 Background Ngā Kōrero o Muri

2.1 Under the Council’s Community Committees Policy, a number of Community Committees were established as advisory bodies in their communities to assist the Council in its responsibilities to that community.

2.2 The Community Committees are an informal link between the Council and the community whereby an exchange of information, opinions, proposals, recommendations and decisions can take place. Community Committees are empowered to present comprehensive submissions to Council’s Long Term Plans and Annual Plans.

2.3 The Manawatū Youth Council was recently formed to replace the Manawatū District Youth Ambassadors initiative that was founded in 2012.

2.4 The purpose of the Youth Council is to:

• Strengthen engagement between Manawatū District Council and young people and build young people’s knowledge of Community, Council and Central Government processes to enable them to participate in community decision-making processes.

• Assist and advise the Manawatū District Council on how it can be: a District full of opportunities that empower young people; a District that inspires young people; and a District that uses meaningful engagement to gain insight into the needs of young people.

• Develop the skills and capabilities of its members as leaders within our community.

60 • Encourage youth participation in civic affairs and provide a youth perspective into District issues, policies and future planning.

• Create tangible positive outcomes for our youth and wider community.

2.5 A Liaison Councillor is appointed to each Community Committee, and to the Manawatū Youth Council. The role of the Liaison Councillor is to assist with advice on Council processes, and to provide updates on matters of interest.

3 Discussion and Options considered Ngā Matapakinga me ngā Kōwhiringa i Wānangahia

3.1 Each active Community Committee has a Terms of Reference which includes how often the committee meets and its administrative procedures.

3.2 The Community Committees provide a copy of the minutes of their meetings to Council for information.

3.3 As part of their close working relationship with the Council, the minutes of Manawatū Youth Council meetings are provided for information.

4 Te Kīwai (o te kete)

4.1 Te Kīwai is the engagement process which guides Council’s practice and ensures the onus to engage and include Māori is shared between Council and all partners. In this manner, we progress both the articles and principles of Te Tiriti o Waitangi by maintaining the balance between Kawanatanga (Governance) of the Council and Tino Rangatiratanga (Sovereignty) of whānau, hapū, and iwi Māori.

4.2 There are no known cultural considerations associated with the matters addressed in this report. No engagement with Māori is necessary.

5 Community Engagement Te Whai Wāhitanga mai o te Hapori

5.1 There are no community consultation requirements associated with this report.

6 Operational Implications Te Whai Pānga Atu ki ngā Kaupapa Mahi

6.1 There are no capital / operating expenditure implications or maintenance costs associated with this report.

7 Financial implications Te Whai Pānga Atu ki ngā Kaupapa Ahumoni

7.1 There are no financial implications associated with this matter.

8 Statutory Requirements Ngā Here ā-Ture

8.1 There are no statutory requirements associated with this matter.

61 9 Delegations Te Mana Whakatau

9.1 The Council has authority to consider this matter.

10 Conclusion Whakatepenga

10.1 The Manawatū Youth Council and each Community Committee provide the Council with a copy of the minutes of their meetings. The minutes received recently are appended for Council information and receipt.

11 Attachments Ngā Āpitihanga

• Minutes from recent Manawatū Youth Council and Community Committee meetings

62

Apiti Community Committee Minutes

Thursday 13th May 2021, Apiti Hall, 7.30pm

Present: June Barrett, Russell Knight, Felicity McKay, Lesley Thompson, Ken Thompson, Mark Dickens (NZ Police), Councillor Heather Gee-Taylor, Aly Thompson (Neighbourhood Support), Julie O’Reilly, Hilton Digby (visitor).

Procedural Matters Action

Apologi That the following be accepted: Moved: K Thompson es Alex Robertson, Ross Bielski, Cr Steve Bielski, Sonya Dearlove, Seconded: R Knight Gemma Roberson, Alexander Robertson, Murray Whitehead, Janine Carried Hawthorn

That the minutes of the previous meeting be approved as Moved: K Thompson Previous deliver/read. Seconded: R Knight Minutes Carried

Matters Jeanne Taylor, Apiti School Principal expressed at our last meeting Arising that there are no white centre lines on Valley East Road. This road is part of the Scenic Highway and for road safety needs the lines to be in place. There has been no word from MDC.

Corresp Inward: ondence • Trev’s Plumbing - invoice Moved: F McKay • Creative Communities – application for funds successful Seconded: J Barrett • City Sanding – quote for Hall floor • FMG – Fire & emergency levy • James Adamson, MDC – options for kitchen/toilet floor vinyl • Tony Waugh – Kimbolton submission for 10-year plan • Mayor Helen Worboys – response to our 10-year plan requests

Outward: • Letter to MDC re: Resene Pain invoice • Confirmation of Red Cross/Civil Defence workshop • Acceptance of invite to Annual Joint Hall/Committee Forum That inward correspondence is received, and outward correspondence be approved.

Financia Account balances as of 30 April 2021 l Report Non-profit account: $6,662.43 Project: $429.07

63 Bills: Meridian Energy $42.98 paid on 27th April 2021

• Received from Creative Communities $1,500. This is to be paid to the artist once the Public Toilets mural is completed.

• Received from MDC $188 as reimbursement for purchase of the

flags • Committee needs to pay MDC $3,000 as their part of the bill for Hall floor resurfacing. Moved: F McKay Seconded: J O’Reilly That all accounts and payments be processed.

Committee Reports:

Apiti Russell gave an update on the Domain. Domain It was noted that the work done by Trev’s Plumbing was from an Develop estimate, not a quote. ment We have requested that the amount on the plumber’s invoice relating to water delivery be reimbursed to us by MDC. Felicity has emailed this request to MDC.

Apiti The Library had some recognition recently in a Face Book Feature Commu showing Charis and June. nity Ken reported that he has been in contact with 2-degrees relating to Library the possibility of free WiFi for the Library based at the Hall. Felicity has emailed MDC to remind them that the ceiling painting needs to be completed and the light in the room needs to be replaced.

Commu Eric was happy to report that the mural is almost finished. All that is nity required is for the younger school children to add their bits and the Activity anti-graffiti paint to be applied. – Mural Felicity asked if he could get together with Jeanne, take photos and project submit an article to the local paper once the project is finished. This is a requirement of the funding body. Felicity will also contact Janine Hawthorn about the need to put a Creative Communities logo on the mural.

Commu See General Business below nity Bus project

Apiti Apiti Gates project (Alex & Eric) - Design for core 10 steel sign is Gates progressing.

Apiti Wrap-up was that it was a successful day. There were 15 riders in Bike all. Ken has taken on board the feedback from riders and has some Ride new ideas to make the day even more successful. He is also liaising with who have a bike ride at a similar time to ours.

Community Reports

64 Felicity Apiti Hall Maintenance – Chairper • Plumbing has been looked at and tidied. son • Sliding doors between Hall and Supper Room are now free- sliding. • Manhole cover in Library is now replaced. • Men’s’ toilet floor has been sealed and painted. • Choice of flooring colour needs to be made for kitchen and ladies’ toilet. • Replacement windows for both toilet blocks have been ordered. • Window frame in Supper Room still awaiting repair. • Hall floor will be resealed starting Monday 24th May 2021. All furniture needs to be moved out after Saturday’s event. Annual Report – The Apiti Hall Annual Report is due in the MDC by end of June. Felicity will consult with Sonya and Pat Prince as necessary to complete this report.

Mark Mark Dickens asked that all drivers in the area please adhere to the Dickins, 20kph speed limit when passing the school buses. This is an official NZ speed limit intended to keep our children safe. Anyone caught Police driving faster than this are liable to be fined. Remember if you are caught travelling 40kph or more past a stationary school bus you are driving over twice the speed limit and will loose your licence immediately.

MDC Cr Gee-Taylor updated us on the following: Report • Update on filling the MDC Chief Executive position • Long-term plan • Maori ward Hilton thanked Heather for her update.

General Business/Any Other Business

Commun • Jon James still has the trophies and display cabinet at the Tavern. ity • The photo-hanging project is on hold until the Hall floor has Photos been resurfaced.

Civil • Update on AED. St Johns have Rural AED’s on their plan to Defence implement in their coming financial year from July. This will involve talking with those communities, Apiti included about

their needs and how we can work together to have an AED

publicly available to the local community. St John endorses the Heartstart brand of AED’s. The “outdoor” FRX model has a public price of $2995 +gst. St Johns Area Committee can purchase that unit for $1999 ex gst if they are purchasing an outdoor cabinet at the same time. Their goal is to ensure that AED’s are accessible in communities 24/7, which is why they are working to have them stored in a secure outdoor cabinet.

65 Information outlining the different cabinets is attached to the Minutes. AED’s do require ongoing maintenance and replacement of pads and batteries. The ongoing cost for this particular unit sits at around $90 per year. Would this ongoing cost be met by the Community Committee? Depending on how many communities and AED’s they need to install St Johns would hope to be able to secure grant funding to assist with the purchase of the AED’s, and work with communities on their fundraising efforts to get these installed at a location most convenient to the community. They hope that some additional fundraising by the community would bring attention and awareness to the AED’s being installed. Can Jock please get back to ST Johns with any further questions, and they will make contact again soon to progress with the planning of this initiative. Thank you, Jock, for your work on this project so far.

• Civil Defence/Red Cross workshop booked for 10/04/21.

Photos • There are photos to go on surround, around Stag. Hilton Digby Around still chasing this up. Stag in • The rush fence has been repaired. Village

General/ Neighbourhood Support – Aly Thompson of Neighbourhood Any Support spoke the Bus Project, which Jane has handed over to her. Other The plan is to service the whole district. Research on how the Busines service should look will be undertaken. A steering group will be set s up to establish key goals. If you want to be in the Steering Group please give your name to June Barratt by the end of May. Anyone wanting to join the Intergenerational Buddy programme which involves supporting pupils at local primary schools with reading etc, please contact Aly for further information and registration details. Next meeting Rural Smart Health research focus group – Caroline Lockhart of Massey University is working on a collaborative research project with consumers and healthcare organisations around using digital technology to deliver health care. They are running a series of focus groups in 4 rural regions of New Zealand with rural adults exploring if, and how best, digital technology can help meet the health needs of rural communities and provide health services closer to home. They are inviting all rural adults aged 55+ living in Apiti and Rangiwahia and beyond, who are a 30-minute or more drive from the nearest health care facility, to share their ideas on how they might like to access

66 health care remotely supported by technology (for example, by phone, video, text, email, social media, etc). Apiti Hall has been booked for the focus group on Tuesday 8th June starting at 10.30am until 12.00pm. Rangiwahia Hall for Tuesday 15th June, from 10.30am until 12.00pm also to run the same type of focus group pending confirmation that these dates are suitable.

Meeting closed at 9.01pm Next meeting 8th July 2021 at 7.30pm Apiti Hall

67 Tangimoana Community Committee Minutes of the meeting held on Monday 17th May 2021 7.00pm at the McKelvie Hall, Tangimoana

Present: Russ Hunter, Annie Sowry, Hilary Oxley, Justin & Cr Alison Short Apologies: Janine Hawthorn Welcome: Russ welcomed all those present. Minutes: The minutes from the 19th April meeting were adopted as a true and correct. Moved: Russ / Hilary – carried Matters arising: • Tangimoana Boat Club, kontiki fishing competition was hugely successful with 106 teams. The space needed for registration has outgrown the clubrooms and next year we will need to look into getting a marque. • Playground. Onsite meeting with Paul, Grant, Russ and James from MDC. See general business. Correspondence: none Treasurers Report: Bank: $9000 (Moa Sculpture), $1400 (Community), $436 (Centennial). Kiwibank: $1000 towards boat ramp upgrade + Boat Club also have tagged $7000. Awaiting account or repair to hall kitchen window. Hall report: nil Council Report: Cr Alison Short • 10 Year Plan submissions being heard this week. • CE Recruitment – final interviews • Maori Ward. Alison explained the process, discussion and revote this Thursday. • Ohakea Rural Water Scheme. The weather has allowed a good construction period. • Feilding Library Concept Plan consultation. Plans on display and staff available for discussion. Ellison Reserve Report: Hilary Oxley • Removal of invasive pampas grass on islands in lagoon ponds, 30 rat & stoat traps – have caught 130 so far! Horizons have sprayed gorse on stop bank. • Drain spraying. Is MDC able to spray the drain on west side of playground that goes along paddock in Reserve to the stop bank please? General Business 1) Campground & firewood. All trees removed. Looks good. Fencing started. Logs delivered to nominated paddock. Firewood project – working bees to chop wood. Will be distributed to those in need first. Please contact Russ if you can help or know of someone who is in need of firewood. A small amount will be sold to cover costs. 2) Playground. Russ showed playground catalogues given to him by James from MDC to choose some new play equipment. The following motion was put forward: “That the Tangimoana Community Committee approve the purchase of the springy boat ($4675) and the 9 metre Straight Flying Track ($5417) plus the cost of installation ($7-10,000) to be funded from the Tangimoana Community Plan project fund.” Moved: Russ / Annie – carried There will also be a new table going in at the playground and this will be MDC funded.

68 3) Gateway Repair. Damaged gateway in Ellison Reserve to be repaired by Ash Jordan local fencer. The gate is the one from playground into paddock. 4) Walkway sign. The walkway sign that was knocked over by a vehicle has been temporarily screwed to the fence of the boat club while the Kontiki Competition was on. If MDC wishes to remove it and install it elsewhere, please come and unscrew it from the fence. 5) Projects update: Russ keen to get current projects complete over winter before starting any new ones. Future projects to start thinking about: West Square spatial plan, hall heating and insulation, hall functionality and upgrades. Are there any other future projects to consider? 6) Macrocarpa Tree. Cnr of Kuku St & Ripa St on Council road reserve. The whole tree is rotten and dangerous. Could MDC please assess it?

Meeting closed: 8.30pm Next meeting Mon 21st June, 7.00pm at McKelvie Hall. All welcome.

COMMUNITY MEETING MINUTES, RANGIWAHIA HALL: 26 May 2021, 7.30pm

69 PRESENT: Clr Grant Hadfield, Steve and Mary Bielski, Nic Martin, Fiona Morton, Doug and Rose Brodie, Marcia Gresham, Roger McKinnon, Aly Thompson, Sarah McNenamin, Greg Clifton, Sue Jex, Hayden Williams, Kate Gee-Taylor, Andrew Morton, Nick Murphy, Anna Hayward-Smith

APOLOGIES: Janine Hawthorn, Clr Heather Gee-Taylor, Mayor Helen Worboys, Sheldon Martin

M/S:

PREVIOUS MINUTES

Minutes from the previous meeting of 25 February 2021 taken as read and recorded as being true and correct. Headings noted. M/S: Greg Clifton/Nic Martin

MATTERS ARISING

1. Rangiwahia Road Plantings

Sent to Council - no feedback. Concern that the planting season is upon us and the trees need to be going in shortly for maximum benefit (growing)

2. Ngaire’s hardstand and seat area Work completed. Thanks to all. Officially opened on ANZAC Day.

3. Emergency manager officer Geoff Graham is still to visit. Nic to follow up

4. AED box AED box has arrived and will be installed soon.

5. Holly Trees

Marcia advised that the Holly trees near her property (2096 Kimbolton Road) were impeding vision for traffic. This matter was raised at the February meeting. There is also one on the corner of the Domain by the School memorial rock that the Community would like removed. John Jones from MDC to be advised. Nothing is recorded in the Council report that was received. Community to follow up with request for removal. ACTION: MDC to remove Holly trees (safety)

6. Hall Sound System Mixer Replaced at no charge by Kinetch. Thanks has been expressed.

7. Grant Application updates

Security cameras completed and lodged. Favourable quote from Kintech. Outcome due before the August meeting. Successful in label grant. Need volunteers to install. Mary to be reimbursed for postage.

70 M/S Doug/Nic Martin

8. Karewarewa Rd and Bowling Road

Update received in MDC report. Roads have been graded. Greg will advise Council each time Karewarewa Road requires grading as it does not hold very well. Significant concerns regarding Bowling Rd/Mangahuia Rd and the volume of logging trucks. ACTION: Greg to monitor Karewarewa Rd

9. Rangiwahia Reserve update

Jemma Robertson has worked alongside Mary Bielski and the Rangiwahia Reserve Facebook page is ready to go. Includes an option to donate to the Reserve. Thank you to Jemma and Mary for this work. Aly Thompson advised that she was happy to share it around her networks.

10. Bridge naming

Update received in MDC report seeking more clarification. The Community is thinking that District wide it would be a good idea to name all more significant bridges by the watercourses they go over. However, please start in Rangiwahia with the bridges along Main South Rd. Also along Managamako Rd across the Kiwitea Stream. Initially, there are only four or five bridges that require naming initially. A simple identifier like the attached image is all that is required. ACTION: MDC to install bridge name signs

CORRESPONDENCE

11. Correspondence In (via email)

- MDC Action Report - Draft Plan Change information - Grading - Karewarewa Rd - Comms - Keeping your Community in the Loop - Annual Hall Report

71 Out

- Emails circulating above information M/S: Fiona Morton/Mary Bielski

FINANCIALS

12. Financials as at 26/05 Go Account $ 162.99

OnCall $ 8,110.89

Includes $3000 for the signage in the Rangiwahia Reserve.

That the Financial Report be accepted M/S: Mary Bielski/Andrew Morton

GENERAL BUSINESS

13. Manawatu District Neighbourhood Support - Aly Thompson

Taken over from Trish Balmer. Getting around to the rural communities. Introduced herself. Communications and Marketing background. Works closely with Jeff Graham. Has a database available for use by Community for contact storage. Key projects include: Music and Movement - Apiti Monday morning - Open to all Intergeneration buddy reading - Apiti School - Monday morning Rural Transport Steering Group - people interested in being part of the steering group investigating this should contact Aly. Rural Smart Health - Caroline Lockhart - Massey University - 15 June Rangiwahia Hall

Information on the above programs has been put on the Facebook page and circulated via the email network.

14. Cameras down the quiet sideroads in district - Sharn Hainsworth

Community agree that cameras down side roads are the responsibility of the individual (or groups). Aly Thompson provided Neighbourhood Support signs for distribution to key areas.

15. Future of St Barnabas

Sarah McNenamin provided background and context to the proposal that the St Barnabas Church could/would/should be gifted to the Community. Sarah confirmed that the money in the St Barnabas Church Trust (Pemberton Trust) would remain with the Rangiwahia Church if it did become a Community Church.

72 Discussion was had. Some viewed the proposal favourably. Others do not. Time required to process information and pathway forwards. ACTION: Decisions deferred until August meeting

16. Overnight usage of Hall

Discussion that if people are using the hall as a place to stay (Tour de Aotearoa) and Civil Defence purposes then there should be fire alarms installed. ACTION: MDC to provide five x 10-year fire alarms (Fire Brigade to install)

17. Rangiwahia Bush Reserve Road signage

The location of the white sign near Mangoira Road advising that the Rangiwahia Bush Reserve is 5 kms ahead is dangerous for night time drivers. Steve Bielski advised that it has been ‘checked’ and has been installed correctly. The Community still considers it to be a hazard located as it is on the bend. It is also superfluous to requirements now that Google Maps directs people correctly. We would like it removed completely. ACTION: MDC to remove white sign

18. Rubbish Collection

Roger McKinnon advised that the collection of Rubbish bags from the bulk refuse purpose built cage is inconsistent. Some weeks it is collected. Others it is not. ACTION: MDC to consistently collect rubbish in the area

19. Traffic/Police Report Mark was not present. Copper wire thefts remain an issue.

COUNCIL REPORT

20. Council Report

Busy time at Council. Just finished 10 year plan submissions and hearings. Community Honour nominations are due by 31 July. Conversation around Transport. Indicative 3.7% proposed rate increase. Alot going on at national level around the 3 Waters Program, and also the Local Government reform. Mangaweka Bridge and the Gorge Road are progressing well.

Upcoming events: - 15 June Rural Smart Health - Caroline Lockhart

Meeting closed: 9.15pm Next meeting: 26 August 2021

Meeting Outcomes/Actions

1. Nic to follow up with Jeff Graham re Emergency Management

73 2. Steve to talk to James re interior tapware (also MDC action) 3. Mary to be reimbursed for labelling postage costs 4. Greg to monitor Karewarewa Rd

Manawatu District Council Actions

5. Interior tapware in toilets - James to talk to Steve 6. Please remove Holly Trees near 2096 Rangiwahia Rd, and corner of Domain 7. Planting Plan implementation 8. Bridge naming - we would like bridges traversing watercourses to be identified and named. 9. Signage removal - Mangoira Rd. 10. Consistent rubbish collection (particular at Bulk refuse area) 11. MDC to provide five x 10-year fire alarms (Fire Brigade to install) Signed

Doug Brodie Chair 26 May 2021

74 Pohangina Valley Community Committee Minutes

Pohangina Community Committee Meeting 3rd June 2021 at 7.00pm Via Zoom

Present: Liz Besley, Cr. Phil Marsh, Janine Hawthorn, Yvonne Forlong, Martin Pratt, Simon Francis, Julie- Ann Bolton, Jo Morris-Kynoch, Mary Nettle, Ade Walcroft, Aly Thompson - Neighbourhood Support(part of meeting)

1 Procedural Matters Action

1. Apologies

1.2 Correspondence • 9 April ex Stacey Eagle re outcome of submission funding request. See 2.6 Mary Nettle/Julie- • 9 April ex J Hawthorn re joint Hall/Committee forum. Key Ann Bolton Point highlighted in 2.3 Carried

• Email 12 May ex Aly Thompson, Neighbourhood Support- attending this meeting. See 2.2

1.3 Confirmation That the minutes from the previous meeting held on 8th April 2021 Simon Previous be accepted as a true and correct record Francis/Liz Minutes Besley Carried

1.4 Matters Arising Covered in Agenda items below

2 Items for Approval/Information

2.1 Finances Mary Nettle/ Marty Pratt

Carried

75

2.2 Emergency Aly Thompson from Neighbourhood Support attended the meeting Management and informed us of her role and recent activities including a music and movement program aimed at seniors but open to everyone. NS runs a buddy reading program in 7 schools and they need volunteers to start one at Awahou School. There is a new database being developed that will be centrally digitalized and available offline in the event of a power outage during an emergency. NS members will have a login for this database. There has been some discussion around a transport system and

Aly asked for members for a steering committee for this.

Yvonne has been in touch with Jeff Graham and he is coordinating

a time with the Emergency Kit trainer and will update us as to availability. Jo reported that the County Fayre committee didn’t feel the maintenance of the AED should be their responsibility. Phil Marsh volunteered to check the batteries. Liz to send Phil the suppliers details for batteries for the AED. Phil Marsh AED Maintenance: Action Janine has transferred $100 of 2020/21 community fund to the Liz Besley PVC Trust account. This will occur annually. Recorded in Action February Finance Report. 2.3 PVCC Council has set up a zoom account in order that community committees can continue to meet via zoom. The following is FYI on MDC Meetings and how Community Committees best work in with timing of submitting their Minutes The minutes of the community committees go to a Council meeting on the third Thursday of each month with the exception of December when no meetings are held. The close off for the agenda is two weeks prior. Therefore, in order for minutes of committee meetings to appear as soon after as practicable of their meetings we would need to receive them before the first Thursday of the month. As the PVCC meet on the first Thursday of every second month this timeline won’t put too much pressure on you Yvonne. However, we always like to receive the minutes at least within a fortnight following the meeting as it allows time for any actions that need to be followed up by officers. There have been a couple of actions that have slipped through the cracks from previous meetings as for whatever reason we hadn’t received the minutes until a couple of days before the meeting. We appreciate that committee members are all volunteers so there will be times that this will happen. Hopefully the above helps. I’ve included the meeting dates and cut offs below: PVCC Meeting Council Meeting Agenda Cut-off

3 June 22 July 8 July

5 August 16 September 2 September

7 October 18 November 4 November

2 December 17 February 3 February

76 2.3.1 PVCC The draft budget for 2021-22 currently shows the community Community committee project funding returning to $3,000.00 for each Funding community committee, which if approved by Council, will go out for the life of the Long Term Plan. The Annual Community Committee Forum was held on 7 April with the following initiatives. 1. A list of actions is to be noted at each CC meeting and sent to Council the following day to: [email protected]. This is separate to Minutes and Janine advised to put as much Yvonne detail as possible. The PVCC decided that the Secretary would be Forlong - responsible for doing this. Suggest that we assist Yvonne by Action having her read actions out at the end of the meetings so they are agreed and ready to email. 2. A quarterly newsletter to all CC’s emailed in May, Aug, Nov and Feb. 3. NB. Write submission requesting any community funding that will not be used by 1 June to be rolled over. Liz emailed this on 12 April which was acknowledged on 13 April by J Hawthorn .

2.4 River Access No update

2.5 Raumai Reserve No update

2.6 Pohangina Successful submission provisionally- $10,000 over 3 years. Recreation Confirmation end of June. Reserve Brent Besley and Marty Pratt have worked on the yards on several separate days over the past two months. The measurements for gates have been given to Lumberland and the final job will be to swing them.

MDC have mowed the Reserve but Liz has had contact from the grazier regarding the timing of the mowing.

Liz has spoken with council and has organised to winter mow Liz Besley- only upon her advisement. Action

Marty addressed the control of the rushes in the oval area is through constant mowing but it would be too wet to mow in July and August.

Liz to coordinate with grazier in future and once sheep have grazed the oval then Liz will assess moisture level and ring for mowing if dry enough.

2.7 Pohangina The search for Daniel O’Regan’s replacement by the Pohangina Wetlands Valley Community Trust as mandated by the Gordon and Anne Project Pilone Charitable Trust Deed of Variation (2019) is continuing. The selection does not have to be a member of PVCT or PVCC. Notification of the vacancy was made in the April newsletter without response so far. Liz Besley has been working on this.

Gordon is excited to report the beginning of new works in the home block to upgrade for amalgamating in to the Pohangina Wetlands. Tim Luttrell is at the helm with lots of dirt and mud and water being exposed to create something special…

77 John Dykman has been contracted to assist Tim and will continue as plant pest manager. He has already dealt with several unwanted large “weeds” with much more to do over the years to keep Pohangina Wetlands fit.

2.8 Pohangina A meeting will be called in the next short term to acknowledge Valley Daniel O’Regan’s resignation and hopefully coincide with a Community replacement trustee. Trust

2.9 ANZAC DAY A big thank you to Yvonne Forlong who, in collaboration with RSA’s Harry Ross, coordinated a very successful Anzac Day. Huge thanks also to Jo Morris and the team who helped out at County Fayre serving refreshments and Anzac biscuits with trade mark Kiwi hospitality. Liz Besley has written an article to submit with John Brock’s photos for the newsletter 2.10 PVCC Julie Ann published another superb newsletter on 16 April and is Newsletter and now collating articles for the June digital edition. Mary Nettle Website printed and delivered some hard copies. There are now about 270 receiving via email of which about 70% are opening Yvonne Forlong will continue sponsoring the printing newsletter Phil Marsh for the June edition. and Yvonne Phil and Yvonne to supply articles for the newsletter. Forlong – Action Sam Etheridge – a prior student at Awahou School – joined the meeting and is donating his time to the PVCC to design and construct our website. There was discussion around the structure of the site and links to different aspects of the Valley. Gary Martin Liz Besley- is in control of the current website and Liz to contact him to Action retrieve access and pay for Domain name 2.11 Community As the community plan needs to be reviewed for inclusion in the Action Plan MDC’s LTP a special meeting will be held on Thursday July 1st 2021 at 5.30pm at County Fayre to complete this. Janine Hawthorn will attend this meeting also.

2.12 Bus Shelter Yvonne has contacted Christine Pullar regarding the design work and she has advised that she is still interested in completing this project and has some ideas and will coordinate with Liz Grant re Yvonne the completion of this. Forlong- Yvonne will contact her again in a few weeks re progress. Action

2.13 Signage Project Pohangina Lions will erect signs after completion of stockyards at Reserve.

2.14 Annual 10 yr Email below from Mayor re submission for Community Funding. plan DRAFT 10 YEAR PLAN 2021-31 – FUNDING REQUEST Thank you for making a funding request to the draft 10 Year Plan 2021-31. Council received 30 requests in total from a wide range of community groups and several of our community committees. Council listened to presentations from those who wished to speak to the Council in person about their request on 10 September 2020. We then considered all of the requests as we drafted our budget (October - December 2020). Final budget decisions will not be made until after consultation and all formal submissions have been considered. Adoption of the Plan is scheduled for late June.

78 The Pohangina Community Committee asked that two projects be considered for the 10 Year Plan. They have been addressed as follows: Renewal of the gel coat of the Pohangina swimming pool - Council has included a condition assessment of the pool in the draft budget for year 1 (2021/22). Based on the outcome of that assessment we will then consider appropriateness of the gel coat. Continued development of the Pohangina Recreation Reserve – Funding has been allocated from the Community Planning Fund at $10,000 per year for the first three years of the Plan (2021/22, 2022/23 and 2023/24).

2.15 Valley Road No further update Lookout

2.16 Pohangina Hall The fencing is complete around the lawn and this seems to have Committee solved the unnecessary access issue. The committee still needs more members and their Quiz Night fundraiser is Saturday 31st July.

James Adamson had annual meeting with committee. A 25,000L tank has been installed at the rear of the hall with adjacent pump. The condition of the roof is being addressed with James organising a contractor for treatment and future work will be MDC funded.

James to check mowing contractor is clear-blowing the paths adjacent to the Hall post mowing.

The new booking system is working well with online form and a bond required. The finances have been completed but the hall floor needs resurfacing. PVCC to allocate $500 to Hall Committee but there will need to be alternative funding to complete this work.

2.17 Pohangina Ade reported that the pool is emptying slowly and he will keep School and Pool monitoring this. The windows in the changing rooms are plastic and Ade would like to see these replaced with glass.

2.18 County Fayre Jo Morris-Kynoch gave us an update.

The CF Committee would like the sharing shelf to be relocated or removed as it is not being utilised for its intended purpose when it was established which was excess produce.

The submission for the new deck and ramp access for the Library to MDC was successful. The toilet is being redeveloped and this project is being completed with combined CF and MDC funding. The running of the Pohangina Library has been taken over by the CF Committee.

Drinks and Nibbles are still being held on the third Friday of every month and a Coffee and Dessert evening will be held on the 3rd of July.

3 Other Business

3.1 MDC Report Cr. Phil Marsh 10year submissions have been presented to Council. A full day of deliberations on the Budget followed and annual rates have been

79 struck. A Maori ward has been established and this will trigger a review of councillor number required. MDC won a Health and Safety Award from Safeguard NZ. Janine reported there is now a $147,000 contestable fund available for application for community funding. Phil will reimburse Marty for the posts he supplied for the repair work to the Raumai layby parking fence. 3.2 School Reserve Simon has volunteered to start the clean-up process of the paddock behind the old school with a long term view to a possible change of utilisation of this area. 3.3 Branch Road Cr.Phil Marsh reported that the Branch Road Walkway is not their Walkway jurisdiction and John Brock has decided this is not a task easily undertaken by volunteers. 3.4 Village Signs No further update

3.5 Konewa Shared Update in near future on the Strategic Plan. Pathway

3.6 Totara Reserve Next meeting 30th June 9.00am Advisory Group No venue advised

3.7 Village road John Brock wrote a report supported with photo diagram Cr.Phil Marsh marking proposing road marking on the intersection of Pohangina and Action Finnis roads. This was discussed and unanimously supported. Meeting Closed Meeting closed at 9.45 pm

Next Meeting Thursday 5th August 2021 at County Fayre.

80

Minutes OF THE HALCOMBE COMMUNITY DEVELOPMENT GROUP Tuesday 8th June 2021 7pm @ Halcombe Memorial Hall PRESENT: Jeannette Henderson (Chair), Linda Paton, Peter Beck, Annie O’Fee, Maureen Lambert, Richard Bain, Andrew Hansen, Rachel Lane, Barbara Davies, Cr Stewart Campbell. 1.1 Apologies: Vicki Powell, Alex Short (Moved: Jeannette Seconded: Richard ) 1.2 Correspondence - See end. 1.3 Confirmation of previous minutes: Amendment “Welcome packs” title to be changed to “Phone Books”. That the minutes from the previous meeting held on 3rd May 2021 be accepted as a true and correct record with the above amendments. (Moved: Maureen Seconded: Richard) 1.4 Matters Arising from 3rd April 2021 minutes: Stuart Campbell will chase up on the pine trees behind the tennis court Cr Campbell has asked for a report and as they are causing a hazard. The trees have been trimmed along the will forward once he gets this. tennis court path side. Rachel to find out STMS course costs. Now part of a HCT project. Rachel to organise gorse to be sprayed in Cemetery land. Stanway Christmas party – requesting funds from the HCDG. Discussion $150 maximum requested. All agreed. had and it was agreed that Jeannette will ask Wayne Short for an idea of what they would like. Alex to do a “How to do a visitor post” instruction for the FB page. Rachel to reply to Mayor Helen re: response from PowerCo.

2.0 FINANCIAL BUSINESS 2.1 Financial Report That the Financial Report showing an overall total balance of $24,772.06 as at 31st May 2021 be accepted. See attached Financial report for payments made and received in May. (Moved: Rachel Seconded: Andrew) 2.2 Invoices for approval Maureen Lambert – Black table cloths and hall operating costs $94.19 Rachel Lane – Food and flowers for Georgeand Averill Kereama’s thank you $112.27 Rachel Lane – Reimbursement for Cemetery land shearing costs $79.98 Pay Stephen/Tinny for Cemetery Land 10 hours @$30/hour to restaple and batton all fences $300. (Moved: Barbara Seconded: Peter)

81 2.3 MDC Project Funding $3K fund: No spend from this fund in April so no reimbursement needed.

Other Project $: (Kept in minutes as an FYI) No spend from this fund in March so no reimbursement needed. $3,624.77 cenotaph lights left over – this has been reallocated to Monteith Street Walkway. $17,000 Info signs and picnic area. Need to get picnic tables in. $8,200 Further CBD/Cenotaph/Rec Area Development (2021/22). Actions required from Financial Business

 Finance Policy has been done. Discuss next time.

3.0 COUNCIL BUSINESS

Current Consultation Underway th  Library modernisation feedback has been sought. Closed today (8 June).  Representation review informal feedback sought now until 30th June. Council Report: Stuart Campbell. • Representation review underway due to the acceptance of the Maori Wards. Informal feedback sort now, formal consultation process will be in Aug/Sept. • 10 year plan submissions have been heard. Thank you to the HCDG for their submissions. • Community Development fund has been reinstated and increased. • Majority of submitters on earthquake prone buildings were against support but 1/3rd of submitters supported it so Council has gone with some assistance ($2500 towards resource consenting process limited to 30 per annum for 3 years). • No other adjustments were made that impacted rates. • 5.7% increase scheduled for this coming year (and similar for the following year). • HCDG expressed frustration with supporting Feilding businesses as parking even outside Fridays is becoming increasingly difficult. Cr Campbell was asked to convey this back to Feilding and Districts Promotion Committee. • Jeannette Henderson went to a Digital Boost seminar, which was very valuable. • Feilding Little Theatre has a number of rotting boards etc…. and it is currently shut.

4.0 GENERAL BUSINESS

4.1 Focus #1 – Walkway and Domain (Vicki)

 No update.

4.1a Focus #1a – Monteith Street walkway (Rachel)

 This project now is part of the HCT.

4.2 Focus #2 – Hall (Maureen)

82 Usage - May No Charge activities • Thursdays: Yoga 6.30 -7.30 • Monday 3rd HCDG meeting • Saturday 15 Community thank you for George and Averill Keriama • Working bee Sunday 16, tidy and cull stuff in cupboards, remove staples, clear tar, chewing gum off floors etc 10.00 – 3.00 Hire • Wednesday 26 Play Centre/MRSS, Positive Parenting $30.00 koha • Saturday 29th Denise 10 year birthday party $50.00 Bookings for June: • Tuesday 8th HCDG 6.30pm • Yoga Thursdays 6.30 – 7.30 • Music and Movement Tuesdays 9.15 – 10.00 (not 29th)

83 Discussion: Jeannette/Maureen to get Support for hall: clarification from Jeff • Summary of MDC meeting was sent out earlier. Discussion was had and support Graham (Civil Defence for the Hall remains strong. We look forward to MDCs review of where the MDC) re: where things sit Halcombe Memorial Hall sits with regards to usage/priority rating. Clarity is with the hall as a base. needed on where things sit with the Hall being a Civil Defence base.

Plastic tables:

• I am proposing we purchase 5 new plastic folding tables from Bunnings. The current two we have are 1800 mm. Unanimously agreed. • I have a quote from Capital Commercial Furniture for one 2440 and one 1800 wooden table which came in at just over $1,000. Folding moulded plastic are $209 and $159 + GST and $25.00 freight. • Trade tested have the same tables as Bunnings with each table being $1.00 dearer + freight. Therefore, I feel Bunnings is the best option. I will buy them through our Farmlands card so they will also have a discount. • My thoughts are the folding plastic tables are durable, easy to move and suit our use fine. The only downside is dirty work and craft work such as glue can be impossible to remove. However, we have plenty of black plastic which has been used in the past as blackout (we now have blackout curtains). I could cut this to size and they could live in the white cupboard in the storeroom for use as table covers. The other issue is if very heavy things are constantly put on them, but we still have the wooden tables can be used in those instances. • The black button timer switch is not going so needs to be fixed. • With increased hall use we have a solid balance in the account. July already has bookings of $225 which will replenish the spend proposed for plastic tables and sorting the black timer switch. August and September also have paying bookings, which will cover power.

4.3 Focus #3 – Cenotaph & Recreational Area (Rachel/Maureen) History boards

 Will pick this up again in June.

84 Painting picnic tables. Rachel’s Dad has taken the 2 that have been water Rachel to waterblast the last two. blasted and will paint them. Rec Services to be contacted re: To be situated: Monteith Street car park end, South end of Levin Street concrete once the tables are and 2 in area by where info boards will be above rugby field. finished.

4.3 Subprojects

Roading (Richie) Only outstanding matters are on our Action Sheet.

Community get-togethers Lantern Festival (Jeannette) Linda to set up FB events for the Working with Di Simpson and Room 8 to teach the students how to workshops and Lantern Festival make lanterns. They will then help at the community workshops on the night. 13th and 20th July at the Halcombe Memorial Hall. Date of the festival is 24th July – will need all hands on deck (assign jobs at July meeting).

Cemetery Land (Rachel) • Loading ramp has been built – works awesomely! Rachel to organise the fencing to be • Ewes have been shorn. done when time and weather • Tinny has sorted all the fences so they are now stock proof – including permits. all the boundary/road fences. Took him 10 hours. • Annual budget presented and it was unanimously agreed that funds could be spent (up to $6K to split the back paddock. Indications is that it will be done for far less than this). Entrance/Welcome signs (Richie) Rocks still to be placed.

Phone books (Annie) Quote from Streamline $884 for 275 copies. Discussed getting a greater Annie to call and get a quote for quantity. 500. Jeanette will see if Annie would like her to get a second quote.

4.5 Other General Business

Water Scheme Not update. Recycling All good. Halcombe Community Trust Not update. Halcombe Community Fund Not update.

5.0 COMMUNITY COMMUNICATIONS

Stanway Church (126th) – 29th/30th May Jubilee. Alex to do posts on FB. Working Bee 15th May. Alex to do FB posts.

85 6.0 OTHER ITEMS

• General discussion had about workload. • Important that we stay passionate about what we do – undertake projects/things are have passion for and/or the skills for. • Two main roles for HCDG – Advocacy (mostly to MDC) and providing events/doing projects for the Community. • At least 2 people per project • We will leave out the things that we do not have the energy for to avoid burn out.

HCDG Team – Jeannette, Rachel, Maureen, Vicki, Richie, Barb, Annie, Alex, Linda, Pete, Andrew, Paul

Projects: o Hall Maureen/Vicki/Richard o History Boards Maureen/Sue Simpson o Walkway/Rec area Vicki/Peter/Richard/Rachel o Monteith Street walkway HCT project o Roading Richard/Peter o ANZAC Day Richard/Jeannette/Alex o Lantern Festival Jeannette/Vicki o Phone Book Annie/ Donna Abbiss/Kirsten O o Cemetery Land Rachel/Nicky L/Stu A o MDC Submissions Rachel/Jeannette o Facebook Maureen/Linda/Alex o Email/Communications Linda/Jeannette/Rachel

Correspondence

86 • Acknowledgement of 10 Year Plan submissions. • Road crossing feedback received from Community and sent to MDC. • MDC Quarterly newsletter to Community Committees. • 10 Year submission on DCs from Kimbolton Community Committee. • Neighbourhood Support – request to come to our next meeting. To discuss Transport Initiative for rural Manawatu. • MDC Action Sheet. • Manawatu Rural Support Services – hall koha Invoice. • Phone book advertising invoices. • BNZ re: phasing out cheques.

Hall Correspondence • May 5 James Adamson MDC re meeting for clarification on hall status and maintenance • May 11 Play Centre hall hire 26 May • May 12 Aly Thompson Music and Movement Neighbourhood Support – ongoing discussions • May 31 Carl Johnstone acknowledgement of data sent • James Adamson MDC re meeting time for hall status and maintenance • May 28 Carl Johnstone – material to support council decision making of hall status

(Moved: Maureen Seconded: Richard)

Meeting Closed: 8:45pm

87 MINUTES OF THE KIMBOLTON COMMUNITY COMMITTEE MEETING HELD ON MONDAY 14TH JUNE 2021 AT 7.30PM AT KIMBOLTON HALL

PRESENT: Tony Waugh (Chairman), Sarah Burge (Secretary), Maxine Gerke (Treasurer), John Gerke, Graeme Jensen, Neil Manning, Paula & Denis Eden, Emma Jensen, Rodney Wilson, Janine Adsett, Aly from Manawatu Neighbourhood Support, Cllr.Andrew Quarrie and Mayor Helen Worboys.

APOLOGIES: Berenice Jensen and Greg Codyre.

The Minutes of the meeting held on 12th April 2021 had been circulated and were agreed as a true and correct record of the meeting. Prop. Rodney. Sec.Neil AGREED

MATTERS ARISING: The ANZAC service had been a great success although numbers were slightly down this year.

TREASURERS REPORT: Maxine presented the accounts. Income of Hall hireage received of $160 and a donation of $50 and payments to Trustpower $152.99 and ANZAC wreath of $130. That the accounts be accepted Prop. Maxine. Sec. Rodney AGREED

CIVIL DEFENCE BOOKLET: This has not yet been printed as we are still undecided about the hazards, Sarah will speak to Jeff Graham and get this underway again.

HAU WHITI RESERVE: This is now fenced and a gate put in at the top and bottom, sheep have been put in to eat down the vegetation. A woodworker from Apiti has been asked to make the sign and it was decided on ‘Hau Whiti Walkway’. Neil suggested planting bulbs around the pathway and this was agreed to as was a working bee in the spring and spraying of weeds to be done. Graeme mentioned the tall gum trees in the paddock and these had been looked at and were thought to be sound but an eye will be kept on them.

MDC SUBMISSIONS: Tony, Graham Sissons, Berenice Jensen and Neil Manning had attended the council meeting and put in three submissions on our behalf 1)Development Grant Rural/Urban, 2)Tar sealing of roads in Henderson and London Streets to be included in the 10-Year Plan, 3)Cemetery parking be looked at and improvement to the area. Janine Adsett had come to our meeting to speak about this and she told of how dangerous it was at the recent burial of her sister when two people were nearly in collisions with two vehicles while at the cemetery and she would like to see the area made safer. A discussion followed and it was suggested that a foldaway sign be erected to be used when a burial taking place, further to this a lit up sign was thought to be more noticeable, MDC had suggested that the present parking space be graveled which can be done immediately but longer term improvements would involve consultation with the neighbouring landowners with a part of the paddock either to the left or right of the cemetery being used as a car park for people visiting the cemetery. A site meeting was suggested to look at options a date to be arranged with MDC. Janine has also kindly offered to donate two benches to be sited in the cemetery and another one has been offered by Lynne Jones, the siting of these will be looked in to when the site meeting takes place. STREET BANNERS: The vinyl which was discussed at the last meeting is not viable so we are going back to the original material, making it slightly shorter and having a rod fitted at the bottom as well as the top so hopefully these measures will make them more long lasting.

SCULPTURE FESTIVAL: The date has been set for next years festival for 2th April 2022, it had been discussed whether to hold this yearly or every two years and was agreed to hold it yearly but get more helpers on board to spread the workload. All offers of helpers welcomed.

88 QUIZ NIGHT: 3rd July 2021 Berenice has done a lot of work on this and we so far have ten tables sold with more available, can we please promote this event and it will be advertised in the School Newsletter, posters and notices in mail boxes.

NZ FLAG: The new NZ Flag purchased by Rodney for our ANZAC Day memorial has since been stolen so Rodney will be reimbursed for the first one, order a new one and be reimbursed for both!

KIMBOLTON COMMUNITY PLAN: This is up for renewal as it is some time since we did the last one, MDC to facilitate this and we will speak to them about setting a date, a weekend day was suggested to attract people who work in town during the week.

INSURANCE: Our existing policy does not come up for renewal until October but we must make a decision before then as to whether to renew or not. Currently the MDC insurance covers the tables and items vital to the hall such as stoves etc. (not chairs) but items of memorabilia or things owned by clubs etc. are not covered by them. The items we have covered such as the meeting room table and chairs, the trophies and memorial boards are irreplaceable so it just leaves us to cover the cost of the chairs – this to be discussed again at the next meeting.

MAYORS VISITS: Dates set for Helen to attend the café and have an informal meeting and a chat with anyone who wants to come along the dates for these are:

Sunday 1st August at 2pm Sunday 24th October at 2pm Sunday 5th December at 2pm. (times may vary according to peoples preference)

Cllr.Quarrie then gave a report from MDC covering *Earthquake prone buildings *Community Funding fund. *Rate increases. *Representational review

GENERAL BUSINESS: Neil asked about the lack of Police coverage in Feilding, at present the whole area is covered from Palmerston North and a petition has been set up opposing this and reinstating a police presence in Feilding, MDC are backing this and would very much like to have the police station manned in Feilding.

Ally then gave a short report from Neighbourhood Support, including implementing a new database for all their members, Music & Movement sessions in rural communities, intergeneration buddy programmes in schools, including Kimbolton School and the rural bus initiative which includes the suggested Feilding/Apiti bus run which we have discussed previously. Ally thanked for attending and will be sent copies of our Minutes so that we can keep in touch.

There being no other business the meeting closed at 9.35pm with members thanked for attending.

DATE OF NEXT MEETING MONDAY 9th AUGUST 2021 AT 7.30PM AT KIMBOLTON HALL

Minutes

89 Bainesse/ Community Committee Meeting

Wednesday 16th June 2021 @ 7pm

Rangiotu Memorial Hall

Present: T Donaldson, R Taylor, J Taylor, F Reid, A Horsfall (chairman), A Sterling (secretary)

Also present: Cr S Casey, A Williamson. Arrived late: Mayor H Worboys, Cr A Quarrie

No. Item Action (who)

1 Procedural Matters

1.1 Apologies That the following apologies be accepted: A Sterling/F Reid

J Hawthorne (MDC), B Law Carried

1.2 Correspondence Inward: District Neighbourhood support: confirmation July meeting Comms. MDC Feedback on representation Review, after Maori ward vote. PNCC Nature Calls: No hearing process till 2022,through the HRC process

OUT: District Neighbourhood Support: Confirming July Carried: A visit to our July meeting. Sterling/A Horsfall That the inwards and outwards correspondence be approved.

1.2 Confirmation of That the minutes from the previous meeting held Carried Previous Minutes on Wednesday May 19th be accepted as a true and correct record. AHorsfall/RTaylor

1.3 Matters Arising Karere Road – Hopefully this project is now in the system. The reason why PNCC Nature Calls is not having a hearing process is because the Council are waiting for the Government.

2.2 Community Plan Beautification: A great working bee for the planting of the shrubs on the bank. Thank you to Reids Transport for supplying the digger to clear all the debris away. It made things much easier.

2.3 Community Kitchen upgrade: R Sterling has been re-wiring Projects the kitchen EXIT lights and is now in the correct position. B Lover (Builder) has volunteered 2 weekends of work. Timber all coming on Thursday 17th June. Two S/S Range hoods have been ordered.

90 No. Item Action (who)

Discussion ensued on raising money towards the upgrade of the Hall. One suggestion was “Buy a brick” system. A Horsfall will raise this at the A Horsfall Hall Committee meeting.

3 Other Business

The committee wish J Hawthorne all the best, and thank her for all she has done for our Community Committee. She is a great asset to the MDC staff.

Time was spent on the Representation Review 2021 document. It is vital that there is feedback, as it depends on the mesh of the population. There will be 1 Maori ward. It is vital that the people elected, are for the community. After a full discussion the Community Committee endorsed the status quo. The feedback form to be sent out to the A Sterling community.

A Williamson asked about representation for the area of Kairanga/. At the August meeting when we compile the Community Plan the Kairanga/Longburn area will be included.

Bainesse/Rangiotu Community Committee A Sterling would like to congratulate Mrs B Cameron on her achievement of QSM. A letter to be sent.

Cycleway progressing as they have now put a submission to MDC for inclusion into the 10 year plan. All committee

Supper will be provided for the August meeting.

4 Council Matters

Update from Liaison Councillor on current MDC activities. Cr S Casey addressed:

T Donaldson wrote a private submission to MDC regarding the spillway from Feilding that if built, could cause severe flooding downstream. Cr S Casey suggested that an elected councillor from Horizons be invited. Mr Gordon or Mr Turkington could address this invitation.

91 No. Item Action (who)

There will be a 5.7% rates rise this year.

10yr Plan – Earthquake prone buildings will get $2500 subsidy for the work on buildings.

Meeting Closed Time 8.32pm

Next Meeting Wednesday 21st July @ 7pm Rangiotu Memorial Hall

92 Rongotea Community Committee Minutes. The meeting was held at the Community Centre, Douglas Square at 7.30 on the 5th July 2021. Present: L Berry, (Chairman) C Munn, (new Secretary) H Wheeler, B Procter, N Munn, A Hodge, Councillors: A Short and A Quarrie, also in attendance; L Barlow, A Rees, K Leavesley, K & E Forster and R Kirkland. Apologies: J Hawthorne (MDC Community Liaison) Minutes of June 2021 Meeting moved and seconded as a true record Nicola Munn & Brian Procter Matters arising: Skate Park subcommittee was set up and are looking to find a site and obtain costing and to draw a design. Then once we know what’s required, we can apply for funding and start setting up a site. We would like to find a possible green space in the new subdivision in Banks Road or possibly farmland close to the community so that as our community grows there is somewhere to relax. Art Gallery sign done and in place. Art Gallery now open. Looks very smart, well done team. The roundabout design and signs are coming along. There will be 8 panels that can have the design changed to any upcoming community events and will change with the seasons. Walkway seats ready to be installed. These will be installed about every 500 meters and engraved with the distance in the seat so you can see how far you have walked. Cherry tree audit done. The Council does not own the trees, the community does. The trees are doing pretty good considering their age. Communication regarding the road closure on Rongotea Road has been very poor, community would like better communication from the council. (Since the meeting, the roading Manager has responded), Current work planned with sites and approximate dates. Rowe Rd 669 metre starting June 21- finish July 21. Waitohi Rd 1066 metres July 21- July 21, Taipo Rd 520 metres August 21- August 21.) There was some concern about the lack of street lighting by the Pedestrian crossing on the main road outside the Tavern. Could the Council have a look at this as it gives you quite a fright when someone appears out of the darkness.

Council Report: 10 year plan was adopted except for the development contribution section which will require legal advice, 3 waters reform review proposing 4 water entities we would be in the west coast, not sure if this is voluntary or compulsory to date. Ohakea water scheme is all under way and to be completed by December 2021. Bore that was put in Sanson to a depth of 600 metres to ensure a good supply, this has been future proofed, Wastewater centralisation is under way. The rural transport initiative group have met twice and are going to do a district wide survey to establish if there is a need for a rural bus, car pooling, or just volunteers offering to run people to town.

Representation review 2021- Which means how many Councillors do we want to vote for in the next election. This is a very important decision, do we want 5 Rural, 5 Urban (Status Quo) and 1 Maori and the Mayor has 1 seat. Note: the Maori and the Mayoral seats are not optional but the urban/ rural mix is. Tyre stop at the Pool Higgins to price the replacement these. For our Cemetery parking sign. We would Like it worded SHORT TERM VISITOR PARKING ONLY. That’s for those parking outside not intended for those on the inside who are resting there. Kellow Road sign now replaced. Streetlight in Trent Street no job logged with Council this has been past to a contractor to fix. (This has now been fixed) Cell phone site Spark to get back to Lance on a site. Lime now on walking track, Dean Arnott has donated his time and machinery to this community project a huge Thank You to Dean, from the community. Also, to those who raked out the lime to get it looking so good.

93 Trees for the Square, suggestion from council was a Walnut or Chestnut. It was also suggested by committee members that maybe a Golden Elm or umbrella type tree might be suitable. Community Email account to be created: [email protected] Ally Thompson from Neighbourhood Support Manawatu will be attending our next meeting. Meeting closed 9.10pm Next Meeting 2nd August.

94

MANAWATU DISTRICT YOUTH COUNCIL

MEETING MINUTES

31 MAY 2021

Meeting commenced: 17:30pm

PRESENT

- Youth Council Members; Sarah Lockhart, Kate Jopp, Sadie Bruce, Patrick Coogan, Zoe Lister, Luca Luoni, Jesse Devonshire, Meagan Karatea - Steph Skinner – Liaison for YAA - Eric Schuster – Youth Council Support - Alex Short – Youth Council Support - Councilor Shane Casey

APOLOGIES

- Heather Gee-Taylor - Barbara Bowling

Moved Luca Luoni Seconded Kate Jopp Motion Carried

MEETING MINUTES:

1. WELCOME

2. CONFLICTS OF INTEREST • A conflict of Interest: “A situation where a person is in a position to derive personal benefit from actions or decisions made here today.” • Councilors are reminded to always declare any conflicts of interest they may have with respect to certain items on the agenda.

3. CONFIRMATION OF PREVIOUS MEETING MINUTES

Moved Luca Luoni Seconded Zoe Lister Motion Carried

1 95 4. YOUNG ACHIEVERS AWARDS

Reporting on response from Sponsors:

Sadie – no response yet

Zoe – have talked to Dad, has to follow up with another guy though

Jesse – Evolve will be happy to do it but want more information

Patrick – no response

Kate -

Luca – PGG has accepted! Yay. Ian McKelvie’s secretary asked to write email, has done this and hasn’t heard back yet.

Luca to action: Everyone has until the 4th to report back on their progress that they’ve made with sponsors, then to consider the Feilding and Districts Youth Board.

SCL to draft an application for consideration re. Feilding and Districts Youth Board application should this be needed/replacing Little Fatties Eatery etc.

Theme Ideas for The Certificate:

- Aiming high - Take one of the awards and use as the theme? - Celebratory - Bright sparks – fireworks/black and gold theme – we have decided to go with the bright sparks theme – doesn’t necessarily have to be called that but the celebratory theme is what is going to be used for the certificates.

Leadership Award Discussion:

One large trophy to be engraved and cash prize – no mini trophy.

Guest Speaker Ideas:

- Heather Gee-Taylor to reach out to Jacinda? - William Wood?

Luca to get in touch with Hato Paora re. their performance and whether they’d like to do it again

General Note: HGT to speak with Steph: Rolling Pizza Orders

5. COLOUR RUN – OCTOBER 17TH 2021

Jesse – has form to book the park.

Eric has checklist: Please send Steph Skinner the checklist so she can file for next year’s template.

2 96

6. MAYOR’S TASK FORCE FUNDING

Idea is that application is going to be for business trips to various businesses over the region.

As a sneak peak into various career paths/whether they want to pursue this?

We need to request to have funding rolled to next year.

Luca Luoni made the motion that we approach MTFJ, requesting an application to apply for a roll- over of the funds until next year – to be actioned at the beginning of the year.

Moved Luca Luoni Seconded Kate Jopp Motion Carried

We must come up with a plan as to the event, to justify why it’s moving – include some details about this – a semi-structured plan of the event. Luca and HGT to action.

7. LATE ITEMS

Council Conversations:

• Shane Harris is to be the CEO. • 10-year plan discussions • Iwi – Maori Wards, passed eight votes to three • 31st deliberations – submissions for 10-year plan – Wellington had 17,000 submissions and rates rising 17% - MDC rates rise of 5% - only had one public attending the hearing. • Required to provide 10-year plan by law, includes financials.

NEXT MEETING TO BE HELD VIA ZOOM, MONDAY 14TH OF JUNE @ 7:00PM

Meeting adjourned: 6:21pm

3 97

MANAWATU DISTRICT YOUTH COUNCIL

MEETING MINUTES

14 June 2021

Meeting commenced: 19:03pm via zoom

PRESENT

- Youth Council Members; Sadie Bruce, Zoe Lister, Luca Luoni, Jesse Devonshire, Meagan Karatea - Steph Skinner – Liaison for YAA - Barbara Bowling - Support - Eric Schuster – Youth Council Support - Alex Short – Youth Council Support - Councillor Heather Gee-Taylor

APOLOGIES

- Sarah Lockhart - Patrick Coogan - Kate Jopp - Shane Casey - Katelyn Anderson (leaving early)

Mov-ed Luca Luoni Seconded Meagan Karatea Motion Carried

MEETING MINUTES:

1. WELCOME

2. CONFLICTS OF INTEREST • A conflict of Interest: “A situation where a person is in a position to derive personal benefit from actions or decisions made here today.” • Councillors are reminded to always declare any conflicts of interest they may have with respect to certain items on the agenda.

3. CONFIRMATION OF PREVIOUS MEETING MINUTES

Moved Luca Luoni Seconded Sadie Bruce Motion Carried

1 98 4. YOUNG ACHIEVERS AWARDS

Confirmed sponsors and sponsorship Category.

Luca read out the list of sponsors and their confirmed categories.

Norwood – Change Innovator Atkins and Associates – Cultural Champion Evolve Fitness – Beyond the School Gate Ian McKelvie – Inspirational Leadership PGG Wrightson – Kaitiaki Global HQ – 110% Effort Rotary Feilding – Giving Back

Kia Kaha award sponsor is still pending - Sarah has emailed the District Youth Board asking for their support with sponsorship again this year. Luca or Zoe to email Steph before next meeting with confirmation when received from Youth Board. Sarah to follow up if nothing heard.

Guest Speaker. Jacinta Gulasekharam was our preferred guest speaker however Eric had not received a response after contacting her on Facebook.

Second option is William Wood, previous National Party candidate for Palmerston North. Heather questioned if he would be appealing to primary school children? It was noted it is difficult to get a guest speaker who caters to the range of ages we have at the awards.

If no response from Jacinta, we will review the Guest Speaker.

Invoicing Sponsors. Heather asked about invoicing the Sponsors for their contribution and how does this happen. Steph to find out and advise.

Progress to date. - Steph advised we were in a good space on where we are up to with organising, and nothing was required to be completed until we send out introductory letters to schools in a week or so. - Design team will get onto certificates and graphics etc - Luca emailed Hato Paora regarding their involvement with the Kapa Haka, karakia etc. No response yet.

5. COLOUR RUN – OCTOBER 17TH 2021

• Eric sent Jesse and Luca a checklist of jobs to do o Set date  o Booked Venue  (Jesse/Eric to complete booking form) • Eric has emailed Paint Supplier for quote. Stock coming from India July or August. • Slip and Slide – Heather asked if this had been booked through the MAC? Decision to be made whether we will have this because it was a bottle neck last year. o Look at alternative of thicker polythene/wrap to use. Alex said farmlands sell in 5x100metre rolls – approx. $100 - discussion on securing down to prevent ripping o No cost for MAC slip and slide, which is the only one available, but it really did hold up the whole process last year. 2 99 o Sadie to price up alternatives of polythene/wrap. • Eric asked - are we going with wrist bands this year?? Zoe to price up. • Price has been raised to $3.00 prior, $5.00 on the day. Capacity 1200 people.

6. LATE ITEMS

• Introduction of a Youth Council Membership form which needs to be completed by each elected member and Support Officer of the Youth Council. These will be completed when new members sworn onto the Youth Council. o Zoe to send out form for members to complete and then they are emailed directly back to Steph.

• Remember to send the colour run checklist to Steph.

• Luca and Heather attended the Ngāti Rangitahi (young people) meeting last Sunday. They were very welcoming to our members, and it was a great discussion about the youth space in our district. They are very keen to keep engaging with the Manawatu Youth Council and Heather will be attending regularly. No meeting until late July as they are preparing for a Kapa Haka completion.

o Keep this in mind if Hato Paora are unable to attend YAA.

NEXT MEETING TO BE HELD AT COUNCIL, MONDAY 5 July @ 5.30PM

Meeting adjourned: 7.30pm

3 100