Murupara Community Board MONDAY, 24 FEBRUARY 2020
AGENDA
Meeting to be held in the Murupara Service Centre, Civic Square, Murupara at 10:00 am
Steph O'Sullivan CHIEF EXECUTIVE 19 February 2020
WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 Preface ...... 4
2 Membership ...... 4
3 Apologies ...... 4
4 Public Forum ...... 4
5 Confirmation of Minutes ...... 5
5.1 Minutes – Inaugural Murupara Community Board 18 November 2019 ...... 5
6 Reports ...... 11
6.1 Murupara Community Board - Activity Report to January 2020 ...... 11
6.1.1 Appendix 1 Murupara School Safety Improvements - Final Design ...... 15
6.2 Two Extraordinary Vacancies - Murupara Community Board ...... 17
6.3 Request for Funding – Te Houhi Collective ...... 20
6.3.1 Appendix 1 - Te Houhi Community Flippa Ball ...... 21
7 Chairperson and Subcommittee Reports ...... 35
7.1 Report - Te Hokowhitu a tu ki Tuhoe ...... 35 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 1 Preface
1 Preface
Ongoing impacts of the 2019 Whakaari Event
The eruption event of Whakaari / White Island on 9 December 2019 has had a significant impact on the Whakatāne District community and its consequences continue to unfold. Whakatāne District Council is no exception to this, having suffered significant financial, personal and work-related impacts through its assistance with response and recovery, which is a role bound by legislation. Council’s experience from previous natural disasters is that these consequences will continue to impact on the organisation for some time to come.
Council staff are pursuing multiple avenues of support to enable an effective recovery from this disaster and for things to get back to ‘business-as-usual’. However, while this transition is underway some Council projects, services, activities and/or events may need to be postponed, cancelled or will be unable to be completed within the expected timeframes. Despite this, Council is doing everything it can to ensure core services continue to be met for our communities. 2 Membership
Board Member J K Te Amo - Chairperson
Board Member O K Hynes - Deputy Chairperson
Board Member M M N Jenner
Board Member A W O'Brien
Councillor A R Silcock
Two vacant positions 3 Apologies
No apologies have been received at the time of compiling the agenda. 4 Public Forum
The Board has set aside time for members of the public to speak in the public forum at the commencement of each meeting. Each speaker during the forum may speak for three minutes. Permission of the Chairperson is required for any person wishing to speak during the public forum. Applicants seeking funding from the Board are encouraged to speak in support of their application at this time.
Board Members may ask questions of the speaker but these should be confined to obtaining further information or clarification on matters raised by the speaker.
1. Halee Merriman - Te Houhi Collective
4 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 5 Confirmation of Minutes
5 Confirmation of Minutes
5.1 Minutes – Inaugural Murupara Community Board 18 November 2019
INAUGURAL MURUPARA COMMUNITY BOARD MEETING Details of HELD AT THE MURUPARA SERVICE CENTRE ON MONDAY, Meeting: 18 NOVEMBER 2019 COMMENCING AT 12.00 NOON
Board Members O K Hynes, M M N Jenner, A W O’Brien J Present: K Te Amo and Councillor A R Silcock
Her Worship the Mayor J A Turner, D Bewley (Acting Chief In attendance: Executive) and H J Storey (Governance Support Advisor)
Visitors: K Snedden, W Wright, A Jenner, M Te Pania, B Iraia, J Tupe
Apologies: Nil
The meeting was opened with a Karakia from B Iraia
1. CONFLICTS OF INTEREST
Board Member Jenner declared an interest in the Youth Leadership Project Team Discretionary Fund application and Board Member Hynes in the application from Karamuramu Kindergarten.
2. DECLARATION OF ELECTION RESULTS
Refer to pages 4-6 of the agenda.
The declarations were received.
3. DECLARATIONS OF OFFICE
Refer to pages 7-9 of the agenda.
Each of the following Councillors read aloud the statutory declaration pursuant to Clause 14 of Schedule 7 of the Local Government Act 2002 and signed the written declarations. These were witnessed by e Mayor Turner.
Board Member O K Hynes Board Member M M N Jenner Board Member A W O’Brien Board Member J K Te Amo Councillor A R Silcock
4. EXTRAORDINARY VACANCIES AND DETERMINATION OF CHAIRPERSON AND DEPUTY CHAIRPERSON
Refer to pages 10-13 of the agenda.
5 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 5.1 Minutes – Inaugural Murupara Community Board 18 November 2019 (Cont.)
RESOLVED:
1. THAT the Extraordinary Vacancies and Determination of Chairperson and Deputy Chairperson report be received; and 2. THAT System B be used to determine the election process for the positions.
Hynes/Silcock CARRIED
RESOLVED:
THAT Board Member Te Amo be appointed as Chairperson of the Murupara Community Board for the triennium.
Jenner/Silcock CARRIED
The Chairperson took the declaration of office and took over the Chair from the Acting Chief Executive.
The Chairperson welcomed Mayor Turner to the meeting and congratulated Councillor Silcock on her appointment noting that she looked forward to working with Members and the Council for the benefit of the communities within the ward. She said that the thoughts of all were with Hinerangi Goodman for being the unsuccessful candidate following the vote recount.
RESOLVED:
THAT Board Member O K Hynes be appointed as Deputy Chairperson of the Murupara Community Board for the triennium.
Jenner/Silcock CARRIED
5. RESOLUTION OF THANKS TO RETIRING MEMBER
Refer to page 14 of the agenda.
RESOLVED:
THAT Board Member T V Rangiwai be thanked for her service to the Board from 2017-2019.
O’Brien/Hynes CARRIED
6. LEGISLATIVE ADVICE FOR THE INCOMING BOARD
Refer to pages 15-26 of the agenda.
The Acting Chief Executive presented the report and highlighted the sections relating to contracts with the Council, conflicts of interest and the implications of the Health and Safety Act. He asked that if anyone saw contractors using unsafe practices that they report it to the Council so that any issues could be addressed.
6 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 5.1 Minutes – Inaugural Murupara Community Board 18 November 2019 (Cont.)
RESOLVED:
THAT the Legislative Advice for the Incoming Board report be received.
Hynes/Silcock CARRIED
7. PUBLIC FORUM
7.1. Wai Wright, Adrianna Jenner and Makarini Te Pania– Youth Leadership Development Project
Ms Jenner noted that the project team had commenced in 2015 as a result of members being on the Whakatāne District Youth Council and participating in events such as a movie night at Murupara. She noted that the 2020 event would be the third water sports day to be held and noted that they hoped to improve on the 400 people that had attended in January 2019. The group showed a video of the 2019 event and a poster advertising the 2020 event.
It was noted that the repairs to the vandalised toilet block on Aniwhenua Reserve should be completed prior to Christmas and the lake weed would be sprayed by the Bay of Plenty Regional Council in the near future.
Attendance: the Youth Leadership Development Project representatives left the meeting at 12.27 pm
7.2. K Snedden – Murupara Area School
Ms Snedden noted that she was the support person for education needs for the tamariki at the area school and also worked with a number of agencies. She said that this year a group of students had worked hard and had seen a purpose in their learning noting that she was impressed with their attitude to learning. Ms Snedden said that she watched the children learn their passion and develop skills for moving forward with the fishing programme and now they wanted to encompass a hands on experience and to teach them to prepare what they needed to do to go fishing for the day. Ms Snedden said that although the students had moved on to another project it was still important for them to be able to have the Go Fishing experience.
In response to a question relating to other fundraising being undertaken, Ms Snedden advised that the students had not had the opportunity to raise any funds, an application had been made to an education programme and if they were successful in both applications the education funds could be used towards another programme.
Attendance: Ms Snedden left the meeting at 12.33 pm
7.3. J Tupe – Speeding Traffic along Pine Drive
Mr Tupe expressed concern at the amount of traffic speeding throughout all of the streets around the town, and was especially worried for the safety outside the Murupara Area School. He asked that traffic humps similar to those in Civic Square be installed outside the school to make the area safer for the students.
7 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 5.1 Minutes – Inaugural Murupara Community Board 18 November 2019 (Cont.)
Discussion ensued and Members considered that the pedestrian crossing and road layout outside the school was not safe by the users and measures would need to be put in place so that the traffic would be forced to slow down as school lights would not deter drivers and the police were not able to be present all of the time. It was noted that staff had visited the school recently to talk to teachers and the Acting Chief Executive advised that he would follow up this up with staff.
Mr Tupe noted that the Murupara Māori wardens group had reconvened in the town.
Attendance: Mr Tupe and Mr Iraia left the meeting at left 12.43 pm
8. MEETING DAY, TIME AND VENUES
Refer to page 28 of the agenda.
It was agreed that the Murupara Community Board meetings be held at 10 am on a Monday and that the venue for the next meeting be set at each meeting.
9. REPORTS
9.1. Inaugural Meeting Briefing Paper
Refer to pages 29-37 of the agenda.
The Acting Chief Executive provided an overview of the report and noted the specific issues relating to the ward included the three waters including the Murupara waste water consent renewal and the sealing of Ruatāhuna Road.
Mayor Turner noted that the preference for community engagement in this term was to get each of the boards more connected and make use of the local government tools of engagement to connect the Council and the boards with their communities. She noted that the a combined community board meeting would take place in the new year and said that it was important for the Council to work with the boards at an earlier stage so they had input into the decision making process.
It was noted that the Murupara swimming pool had not opened until Friday, 1 November 2019 and the early morning temperature was 26 and not 27 as promised. It was also noted that there was no heating in the toddlers pool which made it uncomfortable for the younger children.
The meeting was also advised that the local plumber had indicated that some of the repairs he had carried out on properties in the town recently were as a result of the backflow valves being installed.
RESOLVED:
THAT the Inaugural Briefing Paper be received.
Jenner/Hynes CARRIED
9.2. Requests for Funding – Four Applications
Refer to pages 38-80 of the agenda.
8 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 5.1 Minutes – Inaugural Murupara Community Board 18 November 2019 (Cont.)
RESOLVED:
1. THAT the Requests for Funding – Four Applications report be received; and 2. THAT $1,000 be allocated from the Murupara Community Board Discretionary Fund to the Rangitahi Marae Committee towards the cost of the Carols by Candlelight at the Pā.
Silcock/Hynes CARRIED
RESOLVED:
THAT $600 be allocated from the Murupara Community Board Discretionary Fund to the Murupara Area School towards the cost of students attending a Go Fishing trip.
Silcock/O’Brien CARRIED
Attendance: Board Member Jenner declared an interest in the following item and left the room at 1.20 pm.
RESOLVED:
THAT $1,500 be allocated from the Murupara Community Board Discretionary Fund to the Youth Leadership Projects Team towards the cost of the Water Sports 2020 event.
Silcock/Hynes CARRIED
Attendance: Board Member Jenner returned to the meeting and Board Member Hynes declared an interest in the following item and left the meeting at 1.25 pm
RESOLVED:
THAT $768.44 be allocated from the Murupara Community Board Discretionary Fund to the Kāramuramu Kindergarten towards the cost of the Children’s Christmas party.
O’Brien/Jenner CARRIED
Attendance: Board Member Hynes returned to the meeting at 1.28 pm
The meeting was advised that two late applications had been received for funding and it was agreed that they not be considered at this meeting.
10. OTHER ITEMS
The meeting was advised that the annual Kaumatua Christmas function would be held on 11 December 2019 at the Murupara Golf Club and Members were welcome to assist with the event again this year. A toy drive would also be undertaken to distribute to local children at Christmas time.
The garden competition had a number of entries being judged and had wound up with the prize giving taking place on 15 November 2019.
9 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 5.1 Minutes – Inaugural Murupara Community Board 18 November 2019 (Cont.)
Members were reminded of the Over 80 year olds morning tea that would take place in Whakatāne on Tuesday, 3 December 2019.
THE MEETING CLOSED WITH A KARAKIA BY J TE AMO AT 1.40 PM
Confirmed this day of
CHAIRPERSON
10 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6 Reports
6 Reports 6.1 Murupara Community Board - Activity Report to January 2020
Subject: ACTIVITY REPORT TO JANUARY 2020
To: MURUPARA COMMUNITY BOARD
Meeting Date: MONDAY, 24 FEBRUARY 2020
Submitted by: GENERAL MANAGER PLANNING AND INFRASTRUCTURE
File Reference: A1667337
1. REASON FOR THE REPORT
This report provides the Community Board with an update on a number of projects and activities delivered within the Murupara area during November 2019 to January 2020.
Three Waters Solid Waste Lifelong Learning Recreational Services Walking and Cycling Steering Committee Reserves and Open Spaces.
2. THREE WATERS
2.1. Operations - New Resource Consents
Staff are putting together a project team comprising a wastewater specialist, scientist, planner, and lawyer to support the development of new resource consents for our required wastewater consents, including Murupara in the forthcoming year. The team will also be developing options for a wastewater solution for Matatā.
2.2. Water Supply 2.2.1. Whakatāne District Water Reservoir Condition and Seismic Assessment
Reservoirs provide a reliable source of stored safe drinking water to the District, and also provide operational, firefighting, and emergency water storage. Typically reservoirs hold around one to two days storage under normal use. Following an earthquake the district will rely on reservoirs to initially provide safe drinking water. For this reason, reservoirs need to be seismically resilient.
The Council has 35 reservoirs across the district serving 9 water supply schemes (Whakatāne and Ōhope, Matatā, Murupara, Tāneatua, Rūātoki, Waimana, Rangitāiki Plains, Otumahi and Te Mahoe).
Most of the reservoirs are more than 30 year old concrete tanks (pre-stressed and in-situ) with three recently constructed steel tanks and five polyethylene tanks.
11 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.1 Murupara Community Board - Activity Report to January 2020 (Cont.)
The Project aims to:
Establish seismic compliance and verify structural integrity of the concrete reservoirs - with inspection and condition assessment programmes that could be implemented in 5 yearly intervals (alternatively propose intervals); Identify any other capital/renewal works required to maintain the reservoirs in good condition with a time line (if any) to be included in the capital works programme for the next ten years; Provide preliminary cost estimates for all identified works.
GHD Consultants was awarded the contract in November 2019 and is progressing now with the assessment of all reservoirs. A report is due in March/April 2020.
3. Transportation
3.1. Te Urewera Route Improvements (Natures Road)
This project has been developing for a number of years, with only slow progress being made since the approval of the Strategic Case in February 2018. However a new project team has been established, led by Simon Barnett from NZTA in Napier and supported by external consultants and the Whakatāne District Council. Funding to progress the Indicative Business Case (IBC) has been formally approved by NZTA and the IBC is now progressing well. A road trip hui was held on the 22 and 23 January 2020 and attended by staff from Whakatane District Council, NZTA, Tuhoe and the external consultants assisting with the business case development.
The outcome of the hui was very positive and a draft IBC is expected to be produced in the first half of this calendar year. What this will result in, in terms of physical improvements along the route is still unknown at this stage. However it will involve a range of progressive options that cater to the problems identified in the strategic case - improving the journey experience in terms of road condition, resilience and appreciation of the cultural aspect of Te Urewera.
3.2. Murupara School Safety Improvements
The transport team has been working with the Murupara School to provide safety improvements along the school frontage. A final design has been provided to the school to confirm approval to proceed to construction. The design phase has included a number of iterations of concept drawings to ensure the safety improvements are made that best address the school’s concerns for the best value for money.
The final design (Appendix 1) includes relocating the current pedestrian crossing to better align with the new school main gate, installation of two new curtesy crossings at the intersection of Rimu Road and in front of the Kohanga Reo, installation of an indented drop off (‘Kiss n go”) area outside the school gate and remarking of the current traffic lanes along the school frontage to provide better shoulder parking width along the school frontage. Following approval of the final design from the school, construction is expected to commence in April and be completed by the end of June 2020.
3.3. SOLID WASTE
3.4. Christmas/New Year Waste
The Christmas/New Year period always produces a significant increase in waste volumes, however, it appears to have been even more so this year. Extra trucks were brought in to run the increased residual waste to landfill. For example, a typical Ōhope kerbside refuse collection would normally
12 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.1 Murupara Community Board - Activity Report to January 2020 (Cont.)
produce around 10 tonnes and during this New Year period one collection resulted in 18.5 tonnes. Contractors have worked extremely hard and extra hours to keep on top of the increased waste and recycling.
4. LIFELONG LEARNING
4.1. Murupara Library and Service Centre
A new Team Leader and Coordinator of the Murupara Library and Service Centre has been appointed and started at the centre in February 2020.
In total, 4,608 books were borrowed and returned through the Murupara Library during 2019, an increase of 13% on 2018.
4.1.1. Murupara Carols and Candles at the Pa
On 6 December 2019, the community gathered at the Rangitahi Marae to celebrate the end of the year and also to remember those who have passed on during 2019. The event, sponsored by the Murupara Community Board was attended by the Mayor, Councillor Silcock and Community Board members.
4.1.2. Digital Wellbeing Pilot - Murupara 19-27 November 2019
Whakatāne Libraries successfully participated in a national initiative out of the Digital Inclusion Alliance Aotearoa (DIAA), partnering with Te Aka Toitū Trust and Kawerau Library to deliver a Digital Wellbeing pilot programme in the Eastern Bay of Plenty. The programme is designed to lift competency around the challenges of staying safe in an online environment. The DIAA offered the pilot programme to four schools in the Kawerau District and one in the Whakatāne District (Murupara Area School).
The Murupara Library and Service Centre team were privileged to collaborate with the local Murupara Area School, the Digital Inclusion Alliance Aotearoa (DIAA), Te Aka Toitū Trust and supported by the Whakatāne staff to deliver the Digital Wellbeing Pilot in a small rural school and community. Two, one-hour sessions a day were run for three days for ten families chosen by the school. Each whānau worked toward obtaining a digital licence. Once they achieved it they were awarded a refurbished surface pro laptop donated by the Ministry of Education which will go a long way in their home to support their education and technology skills.
5. RECREATIONAL SERVICES
5.1. Murupara Swimming Pool
The Murupara swimming pool facility has seen a high usage since opening for the season and the team continues to provide a high level of service to all customers.
Over the 2019 winter period, a main power supply upgrade was completed and a new heat pump installed. This upgrade has seen the pool generally maintained at an average temperature of 290C which has increased the usage at the facility. There was one exception where a pump failure resulted in the pool temperature dropping to 18 degrees, but this was fixed within a week, and the temperatures rose again. The power supply upgrade project was part funded by way of a $48,937 grant from Eastern Bay Energy Trust.
13 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.1 Murupara Community Board - Activity Report to January 2020 (Cont.)
Our lifeguard standards are in line with the Pool Safe standards. We have one lifeguard on duty in the mornings and two in the afternoon during term time. During the holiday period, one lifeguard operates until 10am at which time a second lifeguard is on duty for the remainder of the day. Our lifeguards are trained on how to manage a situation when operating by themselves, and they are equipped with cell phones and aware of the Council’s Remote and Isolated Work Policy. We are due to have our new poolsafe audit this month.
The public use of the pool over the reporting period is summarised below:
6. WALKING AND CYCLING STEERING COMMITTEE
6.1. Active Whakatāne
Active Whakatāne is a project to encourage and enabling residents in the Whakatāne District to increase their use of active travel as a form of transport and recreation. That includes walking, cycling, scooters and the like. A Draft Active Whakatāne Strategy is being finalised with inputs from Council’s Communications and Graphics teams. This is expected to be finalised in early 2020.
A number of improvements have been carried out around the District in relation to the Active Whakatāne project such as improvements to pram crossings and accessibility for larger wheeled devices such as wheel chairs, mobility scooters and prams in Whakatane, new footpaths in Matatā as part of pavement rehabilitation works, and provision of important footpath links to the two schools
14 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.1.1 Appendix 1 Murupara School Safety Improvements - Final Design
and rugby fields, new pathways in Edgecumbe between Rata Ave and College Road, and there are designs being developed for safety improvements along the road frontage of the Murupara Area School.
These types of smaller scale Active Whakatāne projects will continue to be implemented for the remainder of the current LTP utilising existing NZTA funding, until further co-investment from NZTA can be obtained in the 2021-24 LTP, to be able to progress some of the larger scale Active Whakatāne Projects (such as new shared use path facilities, more small towns initiatives etc.).
7. RESERVES AND OPEN SPACES
7.1. Overnight Parking
Two student ambassadors started work in mid-December 2019 undertaking four hour-per-day monitoring of all overnight parking sites including Pikowai. The team are equipped with a laptop and the Responsible Camping App that enables them to log information for each individual site on each visit. ISCL have a staff member camping overnight at Pikowai from 20 December 2019. The security presence has resulted in positive feedback and reduced the number of complaints received at this time of year. ISCL have also inspected Aniwhenua Reserve every three days, which has assisted in minimising the usual annual complaints.
The Council received $156,000 from the Responsible Camping Fund to assist in meeting the additional operating costs associated with overnight camping including costs for engaging additional staff and contractors, travel and general expenditure (waste removal and servicing of public conveniences).
RECOMMENDATION:
THAT the Murupara Community Board - Activity Report to January 2020 be received.
Attached to this report:
Appendix 1 – Murupara School Safety Improvements – Final Design
Report Authorisation
Report writer: Teua Chapman Debt Management / Māori Land Rating Officer
Final Approval: David Bewley General Manager Planning and Infrastructure
6.1.1 Appendix 1 Murupara School Safety Improvements - Final Design
15 6.1.1 Murupar WHAKA Appendix T ĀNE a Community DIS Appendix 1 – Murupara School Safety Improvements – Final Design 1 TRIC Murupar T Boar C OUNCIL a d School - A GEND Sa A f e ty Impr o v emen ts - Final Design (Con t.) MOND
A Y , 24 FEBRU AR Y 2020 16 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.2 Two Extraordinary Vacancies - Murupara Community Board
6.2 Two Extraordinary Vacancies - Murupara Community Board
Subject: TWO EXTRAORDINARY VACANCIES – MURUPARA COMMUNITY BOARD
To: MURUPARA COMMUNITY BOARD
Meeting Date: MONDAY, 24 FEBRUARY 2020
Written by: GOVERNANCE SUPPORT ADVISOR
File Reference: A1667970
1. REASON FOR THE REPORT
This report outlines the options available to the Murupara Community Board in respect of the two extraordinary vacancies for the Galatea-Waiōhau Subdivision arising from the 2019 local elections and subsequent by-election.
2. BACKGROUND
The Murupara Community Board is made up of six members split into three subdivisions to encourage an even spread of Board Members across the ward. The subdivisions are Murupara with three members, Galatea-Waiōhau with two members and Te Urewera with one member. During the 2019 local body elections no nominations were received for the two positions on the Galatea-Waiōhau subdivision which created a by-election following the 12 October 2019 election. The by-election process as outlined in Section 120 of the Local Electoral Act 2001 commenced on 25 November 2019 with the opening of nominations, and closed on 23 December 2019, and once again no nominations were received.
3. EXTRAORDINARY VACANCIES
Section 117A of Local Electoral Act 2001 allows for the board to now determine how the vacancies will now be filled:
If a local authority, despite complying with section 120 is unable to fill by election an extraordinary vacancy in the office of elected member of a community board the community board may (instead of having to conduct a further election in accordance with section 120) determine by resolution that the vacancy be filled by the appointment by the community board of a person named in a resolution who is qualified to be elected as a member.
The Act determines that public notice must be given of the resolution and the process or criteria by which the persons named in the resolution were selected for appointment. The Board must then meet within 30 days of the public notice to confirm the two appointments.
3.1. Options
Extraordinary vacancies must be filled if they are more than 12 months before an election and the Board has the power to determine how the vacancies will be filled. There is a legal requirement that the candidates must be a New Zealand citizen, over 18 years of age and a parliamentary elector
17 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.2 Two Extraordinary Vacancies - Murupara Community Board (Cont.)
within New Zealand. Although it may be desirable for the person to live within the Galatea-Waiōhau subdivision, there is no requirement for the person to live in that area as long as they met the criteria for selection.
Options for a decision include the following:
Fill the vacancies by appointing two qualified electors Advertise expressions of interest to fill the vacancies Hold a further by-election
3.1.1. Fill the vacancy by appointing two qualified electors
The Murupara Community Board are currently the only board to elect their members by subdivision of the ward. The reason for this was to ensure that all sectors of the large and diverse ward were fairly represented.
A criteria for selection needs to be determined and included in the resolution and publicly notified. This could be based on experience, a sector of the community that is not represented, to provide a balance of the Board composition, and/or people who have expressed an interest in the past to stand for the Board.
While the persons appointed do not have to come from within the Galatea-Waiōhau area it would seem appropriate in the first instance, to consider selecting two community based representatives, one from Waiōhau and one from Galatea. I understand that there was some interest expressed by eligible members of each of these communities during the by-election process, but for whatever reason they did not get to the stage of registering the nomination prior to the closing date.
The Board consists of 6 elected members and Councillor Silcock as the ward representative. The two extraordinary vacancies means that there are currently only 5 members so these should be filled as soon as possible to allow the board to become a cohesive team early in the triennium, for a strategic direction and work together for the betterment of the whole ward.
3.1.2. Advertise expressions of interest to fill the vacancies
As with any community, there are qualified electors that may wish to become a Member of the Board. This option is similar to the election and by-election process however does not require the nomination form to be filled out or a deposit to be paid.
Filling the vacancies in this way opens the field up to everyone in the community and the onus is put on them to put their name forward for consideration. Advertising could be carried out in March 2020 and all prospective candidates be invited to attend the next meeting on 6 April 2020 to provide a precis of their interest in the community and outline their motive for standing.
This option is more time consuming and is not recommended if there are suitable community representatives willing to fill the vacancies.
3.1.3. Hold a further by-election
This option would be the most expensive as it would result in the legislation being applied and the contracting of the Electoral Officer. A by-election has already been undertaken in December 2019 and did not attract any candidates, so this option is not recommended.
18 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.2 Two Extraordinary Vacancies - Murupara Community Board (Cont.)
4. ASSESSMENT OF SIGNIFICANCE
The decisions and matters of this report are assessed to be of low significance, in accordance with Council’s Significance and Engagement Policy.
5. CONSIDERATIONS
5.1. Financial/budget considerations
The only cost for this would be the advertising that needs to be undertaken as part of the process and the amount would be dependent on the course of action undertaken by the Board. The cost will be met within the elections budget.
5.2. Authority
The Murupara Community Board has the authority within the Local Electoral Act 2001 to decide on the replacement Member for the Board.
6. CONCLUSION
Members are now asked to consider the information provided and make a decision on how to fill the two extraordinary vacancies and the process for filling them.
RECOMMENDATIONS:
1. THAT the Two Extraordinary Vacancies – Murupara Community Board report be received; and 2. THAT the extraordinary vacancies be filled by appointment with the criteria being based on the persons being a qualified electors, being representative within the Galatea-Waiōhau subdivision and being active within these communities; and 3. THAT______and ______be appointed to fill the extraordinary vacancies on the Murupara Community Board; and 4. THAT a Murupara Community Board meeting be held on 16 March 2020 to confirm the two appointments.
Report Authorisation
Report writer: Janie Storey Governance Support Advisor
Final Approval: Julie Gardyne General Manager Strategy and Economic Development
19 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.3 Request for Funding – Te Houhi Collective
6.3 Request for Funding – Te Houhi Collective
Subject: REQUEST FOR FUNDING –TE HOUHI COLLECTIVE
To: MURUPARA COMMUNITY BOARD
Meeting Date: MONDAY, 24 FEBRUARY 2020
Written by: GOVERNANCE SUPPORT ADVISOR
File Reference: 1675106
1. REASON FOR THE REPORT
An application has been received seeking funding from the Murupara Community Board Discretionary Fund. The application is attached to this report and the applicant has been advised of their option to attend the public forum at the commencement of the meeting.
2. DISCUSSION
The criteria for the Community Board Discretionary Fund are:
no retrospective funding applications will be considered Supporting documentation on costs is required to justify the amount sought The project must be held within the community board area you are seeking funding from The Community Board has the option to collaborate with other Boards in the joint funding of major projects Grants of up to $1,000 may be considered to support groups attending international or national events Boards generally lean towards funding an annual or biannual event once, but reserves the right to consider each one on a case by case basis A “guarantee against loss” may be offered to support an event that may require either seeding or back up finance – this is to give you confidence that funds up to the value offered will be available following the event if it runs at a loss If successful, applicants will be required to use the Community Board logo on advertising material and other items associated with the event or project to acknowledge the grant made A declaration of expenditure and project report is required once the project has been completed Funds not uplifted within six months from allocation date will lapse
The Te Houhi Collective wish to run a flippa ball programme over the summer and are seeking a grant of $1,756.44 to cover the cost of equipment to run the programme. Ms Anderson has advised that they do not have any equipment and until they do they will not been able to hold any formal competition or invite children from other schools to participate. They have four teams from Murupara Area School starting practice on 18 February 2020 and once they have equipment they will invite other children to participate with mixed teams being made up each night so that everyone gets that turns up gets to play.
20 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.3.1 Appendix 1 - Te Houhi Community Flippa Ball
3. ASSESSMENT OF SIGNIFICANCE
The decisions and matters of this report are assessed to be of low significance in accordance with Council’s Significance and Engagement Policy.
4. FINANCIAL
The current balance of the Murupara Community Board Discretionary Fund is approximately $9,000.
5. CONCLUSION
Members now need to consider whether or not to support the applications and if so, the amount of that support.
RECOMMENDATIONS:
1. THAT the Request for Funding – Te Houhi Collective report be received; and 2. THAT $____ be allocated from the Murupara Community Board Discretionary Fund to Te Houhi Collective towards the cost of running the flippa ball programme.
Attached to this report:
Application for funding – Te Houhi Collective
Report Authorisation
Report writer: Janie Storey Governance Support Advisor
Final Approval: Julie Gardyne General Manager Strategy and Economic Development
6.3.1 Appendix 1 - Te Houhi Community Flippa Ball
21 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.3.1 Appendix 1 - Te Houhi Community Flippa Ball (Cont.)
22 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.3.1 Appendix 1 - Te Houhi Community Flippa Ball (Cont.)
23 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 6.3.1 Appendix 1 - Te Houhi Community Flippa Ball (Cont.)
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34 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 7 Chairperson and Subcommittee Reports
7 Chairperson and Subcommittee Reports
7.1 Report - Te Hokowhitu a tu ki Tuhoe
35 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 7.1 Report - Te Hokowhitu a tu ki Tuhoe (Cont.)
Te Haerenga ki Wīwī
Kia ora tātau katoa,
You would have heard and seen the rich coverage of our haerenga to France and Belgium in the Whakatāne Beacon and facebook. We each have a massive gallery of photos to share with you all, including our whanau members here at home. The Pilgrimouge tour was full on, unique, ground breaking, spiritual, remarkable, historical, companionship, the beer, the cheese, shopping, the sites, the architectual work, it was trully amazing.
Want to thank all our sponsors our marae’s far and wide for all your support. Would also like to thank our travel agent Jo Santamaria and Ross our guide overseas. Day 1: 26 SEP 2019 Met at our Marae at Mataatua in Rotorua for karakia and then journeyed up to catch our Emirates Flights in Auckland. Kotahi noaiho i mahue, but managed to catch up with us at the Auckland Airport. Day 2: 27 SEP 2019 Spent almost 16 hours on a plane, mātaki movies, music and playing video games. Mamae kātoa tō tau i te nohohanga. Great hospitality from the air hostess, arrived in Dubai safe and sound. Departed Dubai to Paris and transfered to Amein. Day 3: 28 SEP 2019 AMIEN-SOMME Our first Urupa was Heily Station Cemetery, kai kona ētahi o tātau e takoto ana, you can see how well looked after our rahi are, immaculate urupā. We carried out our marae formalities in the urupā. Day 4: 29 SEP 2019 AMIENS-PARIS Well what can I say about Paris, the archiatectual work, truly amazing, we would travel by bus to reach our destination, the whenua, flat and so much whenua, speed limit on the highway was 110. Our bus driver, drove his bus like a motorbike, weaving in and out. Toki kē ā ia ki te taraiwa, but was a terewheke. The houses were ancient, mostly yellow with boards on the outside of the window, as though hiding from the war. Houses made of stone.
We got to have a bit of free time, went up the Eiffel Tower at night to see the beautiful Paris, city of love e mea ana. Some of us, still single. Lots of locals trying to sell stuff, Paris people very sensitive due to the mass shooting and had security going in. Day 5: 30 SEP 2019 PARIS Lunch at the New Zealand Embassy, took a while to get there, dressed in number ones. Ka aroha ki ngā kaumātua, once there, we were able to meet up with people that could speak english. Been in France theie mother tounge was french, some of us were using sign language to communicate, some by app, some who tried to speak french, some who gave up.
Dinner cruise was just amazing, imagine yourself in a cannel on a boat having dinner and people all along the bank waving at you. You would truly want to take your partner there. Day 6: 1 OCTOBER 2019 PARIS-ARRAS We were able to shop a little, the buidings were like coming out of a cartoon show, just “ wow” they had so many shops and one thing the shops open at 10.30am every day, ka pai mo ngā moeroa. Some of us, made it there choice to taste the different beer in every place.
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36 WHAKATĀNE DISTRICT COUNCIL MONDAY, 24 FEBRUARY 2020 Murupara Community Board - AGENDA 7.1 Report - Te Hokowhitu a tu ki Tuhoe (Cont.)
Day 7: 02 OCTOBER 2019 ARRAS-LE QUESNOY-LONGUEVAL Commemoration Ceremony at Le Quesnoy – Commemoration Ceremony at Longueval
Here we got to see a village that our own NZ liberated by climbing the wall, this village was heavily fortified by German solders.The Germans eventually giving up as they were surrounded and running out of kai. Kite koe, ka rongo i te mana-nui ā o tātou hoea.
Day 8: 03 OCTOBER 2019 ARRAS MESINES Truly an amazing memorial dedicated to all those solders that perished, here we laid a reef and laid poppies, we were greated by the mayors and the ambassidor. Rongo koe i te wairua o rātau mā, whakahaerehia ko ngā karakia, me ngā hīmene. Day 9: 04 OCTOBER 2019 ARRAS-KORTRIJK-BRUSSELS Arrived in our hotel, one of the best hotels on our trip, our guide soon relaised NZ people have to have butter on there bread, and meat. We had ribs for dinner, harakoa katoa te iwi.
Comemoration at Ramperts Cemetery, Ypres Commemoration ceremony at Hunderhill Farm Cemetery, Comines Waneton.
Day 10: 05 OCTOBER 2019 ARRAS-KORTRIJK Carrie Wellington Tunnels
This was mind blowing all the different companies that helped to build the tunnels from all different countries. Enginners and all sorts, in turn help to capture the Germans. Ka rongo koe i te wairua i konei, all underground and how our solders lived, some tunnels were named after NZ places.
Day 11: 06 OCTOBER 2019 –KORTRIJK Commemoration service at Ramparts Cemetry, Ypres Visit Pou Maumahara and New Zealand Memorial Garden, Zonnebeke Visit to the Menin Gate Memorial and participate to the service organised by embassy
Day 12: 07 OCTOBER 2019 –KORTRIJK-PASSCHEDAELE Commemoration at Battle feild Memorial’s Graventafel, Passchendaele
Passchendale was a place where we lost alot of our New Zealand solders, the war is very raw there, people were finding grenades and all sorts, in some instances, farms would dig up tūpāpaku. Alot of praise from the Belgium people in terms of the bravery. Day 13: 08 OCTOBER 2019 –BRUSSELS Brussels speak english, building were similar to France, just wow. We had a horse carriage ride, did alot of shopping, got to experience the beer and food. Day 14: 09 OCTOBER 2019 –Depart BRUSSELS Day 15: 10 OCTOBER 2019 –Depart Dubai Day 16: 10 OCTOBER 2019 –Depart Auckland... Ngā mihi
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