Minutes of the Halcombe Community Meeting

MINUTES OF THE HALCOMBE COMMUNITY MEETING HELD MONDAY 1 December 2014

PRESENT: Rachel Lane, Mel Henderson, Shane Casey, Karen Gilmour, George Kereama, Jeannette Henderson

APOLOGIES: Richard Bain, Annie O’Fee, Alex Short, Ben Henderson, Janine Hawthorn, Sue Simpson

MINUTES of Last Meeting 3 November 2014: Approved

FINANCIAL REPORTS: Halcombe Community Development Group Account (Westpac):

Opening Balance as at 01/11/14 $3,573.87 Deposits = Expenses = $1,012.00 Closing Balance as at 01/12/14 $2,561.87

Hall/Sports Ground Account:

Opening Balance as at 06/10/14 $10,686.52 Deposits = $0.00 Expenses = $0.00 Closing Balance as at 01/12/14 $10,686.52

CORRESPONDENCE INWARDS/OUTWARDS: IN: Letter from Hamish Waugh re: Roading presentation response. MCH response re: our Waitangi Day grant application - $1,000 has been awarded.

OUT: Copy of MDC official response to Annual Plan Submissions forwarded to Shane Casey. Email to Hamish Waugh chasing up Action Points from the Roading meeting. Confirmation of acceptance of the MCH funding for Waitangi Day.

COUNCIL REPORT: Shane presented Hamish Waugh’s official response. See Roading Section for report. Shane also reported that the MDC Hall Committee & Community Committee get together was a good meeting with lots of good information.

Rachel expressed our disappointment at the timing of the ‘Hall Committees & Community Committees meeting. As it was in the afternoon most of our committee were not able to attend because of work commitments (not all committees are made up of retirees). Please can this feedback be taken on board for future meetings of this nature. Waitangi Day – (1 more meeting) February 2015 – Budget = $1,000 + $1,000 MCH funding

 The day will start with a Powhiri at Taumata O Te Ra marae at 10am. We need to encourage Koha on the day. The $1,000 we have been allocated will go towards the Koha for the food at the marae. Koha teaches us the ‘Act of Giving’ which the marae promotes. o A formal invitation needs to be sent to all Councillors with rsvp. Dress Code is ‘Smart Casual’ – women must wear a skirt. o Need to ask Skipper Arapere to respond on behalf of the community during the Powhiri as George will be welcoming everyone on. o Protocol with regards to koha, women to wear skirts, how to hongi etc… will be published on the website. o Cups of tea & a muffin/scone to finish the morning. o Approx. finish time 11:30am.  Invite Feilding High School and Halcombe School Kapa Haka groups to perform at Halcombe Waitangi Day.  Advertise in the wider Community – Feilding Herald in Public Notices and ask for rsvp’s for catering purposes. MDC webpage, Halcome Facebook page, signage.  The Family Day will start at 1pm until approx. 5pm at the Domain o We will set up the Domain at 8.00am. o Ask Youth Ambassadors to help set up the games at 8.00am. (Ben to ask) o Muzz to ask the Fire Brigade if they will run the games. o Ask Lianne Masters and Kevin Boniface for the loan of marquees.(Jeanette) o Show case local businesses in one marquee with boards representing their business. We need to make a list of local businesses and invite them. (Jeanette & Rachel) o Ask Fire Brigade to deliver the serious message about ‘House Fires’ – Muzz to ask. o Helicopter to do lolly scramble. (Rachel) o Order Foam. (Rachel) o Bouncy Castle – large and small (Mel) o Haybales. (Rachel) o BBQ/Food at 5pm – Sausages/Bread Fruit salad/ice cream + Water to drink. We will use 2 BBQ’s. (Karen + Mel) o We will have a ‘Phase II’ display board in a gazebo with dots, pens & paper. (Janine Hawthorn & Rachel) o Face Painting – Jeannette o Advertise to bring your own food & drinks to eat throughout the day as sausages not until 5pm.  SUBCOMMITTEE: - Ben, Shane, George, Rachel, Mel – an extra meeting will be called in January.

Halcombe Day – Budget = $500 – looking at a June date. High Tea - to celebrate the settlement of Halcombe (by Maori & Europeans) Recognise founding/old families (Ann & Brian James, Wishnowski’s, Mannaghs’) Rugby Club founded in 1883 (2nd oldest club in the North Island) SUBCOMMITTEE: Jeannette Henderson & Rex Williams ANZAC Day – (3 more meetings) 25TH April 2015 – Budget = $1,000  Report from Wayne: “All is progressing well. Expecting to have it all come together early in the new year. Council and all other organisations looking at organising things in the new year – hopefully we will be way ahead of them all and there won’t be any hold up’s.”  Jeannette to cost out Halcombe School making poppies (out of clay) to represent each non- returning soldier from Halcombe.

Communication Signage: o Rachel & Richard to coordinate doing a signage trial with some of the options.

Newsletter: Rachel to put together the ‘Halcombe Herald’.

Action Summary Person responsible Minutes date COMMUNITY Halcombe community Civil Defence strategy: still Sue Feb 2014 progressing Soldier History: On going Richard + Jeannette May 2014 Picture from Vicki: We need to decide where to put this. All July 2014 Community Calendar: Dates need to be loaded into it + it All to feed-in dates + Aug 2014 published on the website. Rachel to load Thank you cards: Alex to design Alex Short Aug 2014 Halcombe Herald: To be done. Rachel + Jeannette Sept 2014 Signage: Signage trial to be organised. Rachel + Richard Oct 2014 Waitangi Day: See notes above for what needs doing and Waitangi Day Sub- Dec 2014 by who. committee ANZAC Day: Jeanette to cost up clay poppies. Jeanette Dec 2014

Walkway  Plants: Rachel to chase Albert James. Rachel will donate some native grasses. Rachel to speak to Gavin Scott re: native plants to fill in the embankment gaps if no response from Albert.  Pathway: o PD to spread mulch (embankment) & weedeat around trees and flax (Rachel to organise)  Monteith Street carpark: Railway sleepers and large rocks to be used to form the edge of the carpark and metal to be laid.  Signage + vehicle bollards: To be arranged with Council once we get to that stage.  Gorse is prolific on the other side of the railway. Paul has done some mulching of it along the railway line. The rest will need to be sprayed.  Spray Programme: . Paul Hughes has suggested the Fire Brigade could spray around the trees and flaxes for us once the PD people have weed-eaten. Discussed and thought a donation of say $500??? Rachel to speak to Paul Hughes. . Managhs are donating straw to put around the trees. MDC Action Sheet from November is wrong – Rachel sent through a request that the Rubbish Bin by the Domain grandstand be changed to a Green Rubbish Bin so that the Council empties it. Transaction number required please.

Action Summary Person responsible Minutes date ENVIRONMENT Kimber Street Work: This is in the August programme Transaction # 19395 July 2014 Fencing: “Fencing group” to put tighten batons Jeff Lane + co. Sept 2014 Railway sleepers + Chip mulch: Working bee date needed All Sept 2014 to lay sleepers at Monteith St end and spread mulch. Thank you plaque: Rachel to organise a plaque for RAL to Rachel Sept 2014 go on their “sponsorship wall”. Additional plants for embankment: Rachel to ask Albert Rachel Oct 2014 James or Gavin Scott. Retaining wall garden: Needs soil and plants Jeff + Rachel Lane Oct 2014 Boxing Timber: Rachel to organise Rachel Oct 2014 Monteith St carpark: Needs to be done Rachel + All Oct 2014 Spray: Quote needed. Working bee needed. Rachel + all Oct 2014 Green Rubbish Bin Transaction #??? Nov 2014

Planning for Village Heart Phase II – We will need to “draw-up” our own concept plan as MDC will now not be assisting us in getting this done.

Hall and Sports ground  Lock on Kitchen door has been replaced.  Kitchen utensils have been purchased.  There is an issue with the dam that provides water to the stock on the cemetery land. Murray Henderson to confirm what exactly needs doing and this will need to be passed onto Brent Limmer.

Action Summary Person responsible Minutes date VILLAGE HEART Signage for Toilets: Jeff to put this up. Jeff Lane Mar 2014 Cleaning and refurbishing the War Memorials: Peter Olsen Richard Bain Aug 2013 to supply paint and repaint (including the letters) both memorials (roundabout + school). He has also offered to organise a flag pole. We need to follow up so it is done for 2015. Traffic calming strategy: Council are currently undergoing a Vicki Wills Nov 2013 district-wide traffic calming discussion. Outcome of this will be due in about July. This may affect our plans for our “Welcome” signs. Vicki to keep us updated with any progress. Playground slide: A sleeve is being put on. Need to check Transaction # 18706 May 2014 that this works once it has been done. Phase II: Concept drawings to be done. Rachel Oct 2014 Charitable entity: Establish what we need. Rachel + Mel Oct 2014 HALL/SPORTS GROUND Policy for accessing Hall/Sports Ground funds: All Dec 2013 Hall renovation: Need to walk around to make a list of Mel/Karen/Rachel/Jeanett May 2014 things that need replacing/fixing. Quote needed from Colin e Heap. Carpet for supper room area: Quote required for this. Mel July 2014 Caretakers Guide for looking after community halls: Shane Shane Casey July 2014 to see if anything is currently available. New Vinyl for Toilets: Quote required Mel Aug 2014 Hall furniture: Replace with lighter tables and chairs Mel/Karen/Rachel/Jeanett Aug 2014 e Painting of Kitchen/Bar/Supper Room: 2 quotes required Rachel/Mel Aug 2014 Gary Dyer and another. Hall furniture: Replace with lighter tables and chairs Mel/Karen/Rachel/Jeanett Aug 2014 e Refurbing hall funding: Speak to Brent Limmer about MDC Rachel Oct 2014 applying for this funding. Cemetery land dam: Needs attention. Murray Henderson Oct 2014

Roading - Hamish Waugh has responded.  Halcombe Road/ Fergusson Road o Secure land purchase/confirm design/tender & construction. o Change of speed zones unlikely to change. Correction to ‘windy’ road sign submitted  Halcombe Road/Knorp Street o Minor road connection sign requested o The closing of Knorp Street requires Community Consultation. If community full supports the close, need to submit a petition to council as alternative access seems okay.  Hasting Street/Kimber Street area o Short section be made ‘One Way” is also subject to Community Consultation. o ‘Welcome to Halcombe’ sign can be erected in the triangle + an ‘Information Board’. Need to advise Council Roading team prior to erecting and check underground services.  Halcombe Road/Stanway Road o Already progressing as already identified as part of the study of Halcombe Road.  Stanway Road o Judder bars/Island. These do not work in Rural/Urban transition areas. Better to narrow road with speed threshold signs gated on both sides. Roading engineers to review.  Halcombe Road o Horizons Regional Council has been asked to confirm this is a 70km sign or safety message. If it is ‘safety’ then Horizons will deal to this.  Kimber Street o Seal extensions are priority driven. MDC will consult on this in the draft 2015-25 Long Term Plan next year. Action Summary Person responsible Minutes date DEVELOPMENT Water scheme: How do people go about buying / selling Rachel April 2014 units? When is the Water scheme committee next meeting? Roading presentation action points: Hamish Waugh is to Rachel Oct 2014 report back to us.

OTHER BUSINESS:

 MDC held a ‘Hall Committee and Community Committee get together at the MDC offices on 28 November at 4pm. Jeannette attended this meeting and reported back that it was a very useful meeting. MDC will be sending out the full minutes of the meeting. Halcombe have $4,200 in the MDC kitty. We need to identify what we want to spend this money on, as, if it is not tagged by 30 June, we will lose it. The MDC will be standardising a reporting template. Janine will send out the templates. All meeting minutes need to be submitted at least 2 weeks before the next meeting. Action Reports will only now show open actions.  We decide to take off the action re: sending a letter to Lorraine Vincent about the length of time the liquor licence took due to it being too far past the event.  Thanks to Robbie and Sandra for the wonderful Christmas snacks!!

Action Summary Person responsible Minutes date OTHER

Meeting Closed: 8.50pm

Next Meeting Date: Monday 2nd February 2014 at 7pm at the Halcombe Tavern.