Minute Attachment: Public Forum

PO Box 106

30th July 2021

Waimarino- Board Council Private Bag

Dear Board Members

On behalf of Raetihi Promotions Charitable Trust, and as Project Manager of the Makotuku Track, I wish to seek permission to erect two new art installations along the Makotuku Track.

1. Corten Steel Frames - We wish to erect 5 corten steel frames which would be permanently mounted along the new fence beside the Raetihi swimming baths, as per pictures below. - The corten steel frames would have an outside size of 1100x1100mm and an opening of 800x800mm. - The artwork will be all black and white prints published on ACM (outdoor signage panel) with a protective laminate over the top. - The life expectancy of the outdoor prints would be 7 to 10 years. However, we would swap out the panels every 6 months or so. - The photographic art themes would be of our elderly, history, families, events, heritage etc.

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Public Forum

2. Corten Steel Cut- Out Panels along the Sewage Tank - We wish to erect corten steel panels around the forefront of the old sewage tank on the Parapara Highway in Raetihi. - The panels would be silhouettes of various history scenes as per pictures below (examples only) - The corten steel panels would be fabricated from 1250x1250x2.5cm corten steel - The panels would be attached to poles in front of the sewage tank and not directly to the concrete tank - Stage 1 would be to commission panels for the long side facing the main road and stage 2 the right-hand wall, when funds permit.

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Public Forum

The proposed artwork is an opportunity to express our rich history and people. If accepted, it will enhance our town and create a sense of pride in our community. It will promote visitors and tourists to our town and foster local businesses.

Thank you for the opportunity to present this proposal. I look forward to your response.

Yours faithfully

DF Journeaux

Donna Journeaux Treasurer Raetihi Promotions Charitable Trust

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

Community Boards: Possible Role and Powers - Appendix to 4 August Council Report Representation Review

Statutory role of community boards 1. Represent, and act as an advocate for, the interests of its community 2. Consider and report on all matters referred to it by the council, or any matter of interest or concern to the community board 3. Maintain an overview of services provided by the council within the community 4. Prepare an annual submission to the council for expenditure within the community 5. Communicate with community organisations and special interest groups within the community 6. Undertake any other responsibilities that are delegated to it by the council

Protocols and expectations Possible council protocols: 1. appoint ward councillor(s) to community boards 2. invite community board elected members to attend council and committee meetings with speaking rights 3. use community boards to lead/share leadership on council consultation in their community 4. accept community boards’ recommendations where these do not relate to district-wide issues, have implications wider than the local community or have new budgetary implications 5. invite community boards’ input into statutory consent applications (submissions, objections) in their community e.g. resource consents, liquor licences 6. involve community boards in the early stages of preparation of long-term/annual plans including input into local service levels and fees & charges, and give particular consideration to the priorities identified in the community plan 7. appoint elected board members to statutory/bylaw hearing panels for local issues 8. encourage elected board members to be accredited to sit on RMA hearing panels In order to carry out their statutory role, community boards will meet expectations to: 1. consult their local community and prepare a community plan each triennium identifying community preferences, priorities and desired service levels for council services to be used as basis for submissions on long-term/annual plans 2. seek and give special regard to the views of Māori on local matters, identify opportunities for collaboration and involve in decision-making as far as possible 3. promote community resilience in their community through the provision of information on local hazards and risks, and awareness of actions to take in the event of an emergency 4. seek the views of community groups and support them to provide local solutions to local problems 5. facilitate community engagement in council consultation exercises 6. recommend any amendments to bylaws to apply in their community 7. actively monitor council services delivered in their community 8. undertake/monitor activities for which a budget has been allocated the to community board

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

Possible delegations to community boards It is important to note that while community boards would have the power to act “in the like manner and the same effect as the council” in relation to delegations, all decisions still have to be within the terms of the delegations, statutory limits, council policies and budgets. Delegations also need to sit comfortably beside delegations made to council officers on efficiency grounds. Parks & reserves (including cemeteries as appropriate) under Reserves Act, LGA and bylaws 1. approve reserve declarations/classifications/reclassifications and revocations 2. approve names 3. approve management plans 4. grant leases, licences and easements 5. approve development and activities on reserves 6. approve tree removals 7. carry out consultation on all decisions as required 8. liaise with and support volunteer reserves management committees Community facilities 1. undertake governance for local facilities (libraries, swimming pools, community halls) such as usage policies/approvals, opening hours 2. approve the detailed siting and finish for new/upgrades of existing facilities e.g. playgrounds, toilets 3. appoint members or other persons to local (facility/activity) committees and groups Community development 1. approve community projects, events, collections & parades 2. seek and apply funding from external organisations for community projects 3. allocate funding and operational grants to community groups 4. make community awards Roading and transport 1. act as roading authority for community under LGA 1974 relating to: roadways, names, concept/landscape plans, public safety, health, convenience, traffic control & enforcement, vehicle crossings, bus shelters, road stopping, traffic & parking bylaws Solid waste and recycling 1. make governance decisions on community recycling/resource recovery centres Health and safety 1. introduce/amend/revoke alcohol bans in community 2. make decisions on particular local bylaw matters such as their application in local community (e.g. dog access & exercise areas), approve (non-) compliance/grant exemptions

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

Report to: Waimarino-Waiouru Community Board

Meeting Date: 8 April 2021

Subject: Strengthening Community Boards

Purpose of Report 1.1 The purpose of this report is to present the attached information by Community Board member John Chapman in regards to strengthening the role of community boards.

Significance and Engagement, Social Impact 2.1 Significance This report does not trigger the Significance and Engagement Policy.

2.2 Social Impact This report does not trigger the Social Policy.

Discussion 3.1 Every six years Council is legally required to perform a representation review.

3.2 Part of the representation review also covers reviewing community boards and whether they are still “fit for purpose”, or require changes.

3.3 Attached to this cover report is information from Waimarino-Waiouru Community Board member John Chapman on how Community Boards can be strengthened in the Ruapehu District.

Suggested Resolution(s) That the report on Strengthening Community Boards be received.

Candice McNaught TEAM LEADER POLICY PLANNING

Email address for point of contact: [email protected]

Attachment Strengthening the role of our Community Boards – Information sourced by John Chapman

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

STRENGTHENING THE ROLE OF OUR COMMUNITY BOARDS

The governance review about to be undertaken gives us as a Council the opportunity to review the role of Community Boards in our community. We have three choices: leave them as they are, abolish them or enhance them. At a time when there is much greater emphasis on community engagement and localism abolition isn’t a viable option. Leaving them as they are in my view is a wasted opportunity to both enhance the relationship between the Boards, Council, and more importantly the community. Our Boards already make a significant contribution to good governance in Ruapehu. The National Park Board oversaw the introduction of the park and ride facility in National Park, and their input into the Council’s Waste Minimisation Strategy saw a number of their proposals adopted. Here in Waimarino board members played a significant role in the revitalisation consultation for Raetihi. Much more could be achieved by enhancing their role.

Local Government produces a wealth of material to support Community Boards and their members enabling to perform their role in the community more effectively. Along with the Roles and Responsibilities we have in Ruapehu they make a number of further recommendation which I set out below. The LGNZ web site contains a wealth of information on performing our roles as members effectively in our communities. Here is the link to their Community Board pages. https://www.lgnz.co.nz/local-government-in-nz/community-boards/

Resolution This board urges Council to recognise the valuable role Community Boards play in the Ruapehu District. We urge Council to fully support and enhance our role by adopting fully the recommendations made by Local Government New Zealand for Community Boards.

Moved: John Chapman

Seconded:

ROLE AND RESPONSIBILITIES OF COMMUNITY BOARDS IN RUAPEHU

The Community Board has already been delegated the task of co-ordinating rural reserves and hall committees. It also has a major input into the development of Council’s Long Term Plan.

The Community Board’s prime objective is to be the interface between Council and the ratepayers and public of the Ward.

Role of Community Boards

The role of a Community Board is to (Section 52 Local Government Act 2002 [LGA]): (a) Represent and act as an advocate for the interests of the community. (b) Consider and report on all matters referred to it by the territorial authority, or any other matter of interest or concern to the community board. (c) Maintain an overview of services provided by the territorial authority within the community. (d) Prepare an annual submission to the territorial authority for expenditure within the community. (e) Communicate with community organisations and special interest groups within the community. (f) Undertake any other responsibilities that are delegated to it by the territorial authority.

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

Powers of Community Boards

A Community Board shall perform such functions and duties and exercise such powers as are delegated to it by Council from time to time.

Powers of Community Boards (Section 53 – LGA): 1 A community board has the powers that are: (a) Delegated to it by the relevant territorial authority in accordance with Clause 43 of Schedule 7 of the LGA. (b) Prescribed by the Order in Council constituting its community. 2 The powers of a Community Board prescribed by Order in Council expire at the close of six years after the Order comes into force. 3 Despite subsection (1), a community board may not: (a) Acquire, hold or dispose of property. (b) Appoint, suspend or remove staff.

Powers Delegated to the Community Board by Council • The co-ordination of rural reserves and hall committees. • To allocate the approved budget for the following activities in the area: Footpaths programme; Parks and Reserves discretionary spend; Public information signage.

To approve: • Temporary road closures for events (subject to administrative imperatives); Street names; • Parades, collections and special uses of the roads; • Changes to speed restrictions on local roads (subject to NZTA rules); • Road closures.

Local Government New Zealand in their recommendations for Community Boards state: The purpose of a community board is to: • represent and act as an advocate for the interests of the community; • consider and report on any matter referred to it by their council, and any issues of interest to the community board; • make an annual submission to their council on expenditure; • maintain an overview of services provided by their council within the community; and • communicate with community organisations and special interest groups in the community, and undertake any other responsibilities delegated by their council.

In addition they recommend that: Although councils support a range of networks at the city or district level it is up to community boards to replicate this at the sub-district or neighbourhood level. Networks should be planned in order to help a board be proactive and respond to council requests for advice and input. In many ways a board’s value to its local authority reflects the strength and relevance of the local networks it is plugged into. Networks enable community boards to respond to requests for advice. Councils employ a variety of processes and practices for seeking advice from community boards. These include:

• Officer reports placed on a community board agenda prior to the report going to a council or standing committee meeting; • Council reports referred to community boards for comment, from a standing committee, prior to

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

the matter being going to council (or back to the standing committee); • Council agendas sent to community board chairs with an understanding that chairs would seek input if appropriate; • Community board chairs (or other board representatives) co-opted onto council standing committees and/or working parties; • Community board chairs given speaking rights at council meetings; • Council officers encouraged to seek informal advice from chairs or members of community boards; • Council advisers monitoring all reports and agenda items to check whether they should be referred to community boards prior to consideration by council or committee; • Appending community board minutes to each council agenda; • Community board and council liaison meetings (for example, monthly or fortnightly meetings); and • Community boards making formal submissions to council meetings.

Good collaboration between boards and councils involves seeking advice from community boards early in the decision-making process and being invited to have input into the process as well as the decision.

Waimarino-Waiouru Community Board – Public Business – 5 August 2021 Minute Attachment: Representation Review

Confirmed Minutes of 8 April Waimarino-Waiouru Community Board Meeting

5 Strengthening Community Boards

Members received a report presenting information by Community Board Member John Chapman in regards to strengthening the role of community boards. Member Chapman spoke to this report and answered Members’ questions.

RESOLVED Moved: Cr Nottage Seconded: Member Whale

1 That the report on Strengthening Community Boards be received.

RESOLVED Moved: Member Chapman Seconded: Cr Hoeta

1 This board intends to make a submission to the Long Term Plan process that urges Council to recognise the valuable role Community Boards play in the Ruapehu District. We urge Council to fully support and enhance our role by adopting fully the recommendations made by Local Government New Zealand for Community Boards.

6 NZ Community Boards Conference 2021 Attendance

Members were advised of the programme of the forthcoming Community Boards Conference 2021 to support the decision for Community Board Member John Chapman to attend.

RESOLVED Moved: Cr Hoeta Seconded: Member Whale

1 That the report on NZ Community Boards Conference 2021 Attendance be received.

2 That Waimarino-Waiouru Community Board member John Chapman attends the NZ Community Boards Conference 2021 in Gore from 22-24 April 2021.

Waimarino-Waiouru Community Board – Public Business – 5 August 2021