Committee Room Waipa District Council 23 Wilson Street, Cambridge

Transcription

1 Time 6.00 pm Date Wednesday, 7 November 2018 Venue Committee Room Waipa District Council 23 Wilson Street, Cambridge INDEX PAGE NO. AGENDA Cambridge Community Board 7 November MINUTES OF PREVIOUS MEETING 3 October CAMBRIDGE COMMUNITY BOARD COMMITTEE MINUTES ANZAC and Armistice Remembrance Organising Committee 15 October 2018 Le Quesnoy Sister City Committee 23 October 2018 DIVISIONAL REPORTS Service Delivery Report 7 November 2018 Treasury Report Period Ended 30 September 2018 Building Statistics and Building Consents over $1,000,000 Report - August 2018 Community Facilities Quarterly Report 1 July to 30 September INWARDS CORRESPONDENCE Waipa District Council, Representation Review APPOINTMENT OF A COMMITTEE CAMBRIDGE RESERVE LANDSCAPE COMMITTEE BOARD MEMBERS REPORT FROM MEETINGS ATTENDED RESOLUTIONS UNDER ACTION AND NOT INCLUDED IN THIS AGENDA NO PAPERS NO PAPERS November 2018 Page

2 2 INDEX PAGE NO. COMMITTEE MEETING / FUNCTION DATES NOVEMBER 2018 ITEMS FOR NEXT BOARD MEETING NEXT MEETING NO PAPERS NO PAPERS NO PAPERS 7 November 2018 Page

3 3 AGENDA ITEMS PAGE NO. 1 MEMBERS MJ Pettit, Chairperson EM Andree-Wiltens, AJ Bishop, PTJ Coles, JA Epps, RDB Gordon, SDC Milner In Attendance Public 2 APOLOGIES An apology for absence has been received from Chairperson Pettit prior to the meeting. 3 DISCLOSURE OF MEMBERS INTERESTS 4 LATE ITEMS 5 CONFIRMATION OF ORDER OF BUSINESS File: Recommendation That the order of the meeting be confirmed. 6 PUBLIC FORUM 7 MINUTES OF PREVIOUS MEETINGS File: /3 TRIM: Minutes of the Meeting held 3 October November 2018 Page

4 4 AGENDA ITEMS PAGE NO. Recommendation That the minutes of the meeting held 3 October 2018, as circulated with the agenda, be confirmed as a true and correct record of proceedings. Matters Arising Road Corridor Quarterly Report File: /1 TRIM Footpaths There is limited new footpath work planned this year but an information paper will be provided to the Board for feedback. Wider footpaths are being installed where practical, 1.5 metre width is adequate for relatively low use paths, 1.8 metre is adequate on higher use paths, 2.5 and 3.0 metre paths are used where they will be shared by cyclists. Where widen paths are widened, Council have to also be cognisant of the cost and impact on trees, driveways and utility services. Victoria Street road Improvements Queen to Alpha Street Council is still working through design issues with lighting and drainage. Smooth Seal on Thornton Road Res: 5/18/203 The construction contractor is required to fix/relay areas of seal which are rough. Council is working with the contractor to identify the areas needing corrective action and for this to be completed during the summer. Location of Pedestrian Crossings Cambridge Road and Victoria Street Existing crossings on Cambridge Road and Victoria Street obviously predate the Safe Ways to School survey, but future works will certainly be considering the survey outcomes. For example the survey has been used in assessing speed limit changes in the current bylaw review. 7 November 2018 Page

5 5 AGENDA ITEMS PAGE NO. 8 CAMBRIDGE COMMUNITY BOARD COMMITTEE MINUTES 8.1 ANZAC and Armistice Remembrance Organising Committee File: /7 TRIM: The minutes of the ANZAC and Armistice Remembrance Organising Committee held on 15 October and 29 October 2018, the latter distributed separately to the agenda. Recommendation That the unconfirmed minutes of the ANZAC and Armistice Remembrance Organising Committee meeting held on 15 October and 29 October 2018 be received. The committee made the following recommendation - That the Cambridge Community Board authorise payment up to $610 for Karapiro Charters and Tours (cadets transport) and $1,500 for Inspriedby2 Florist and Giftware (12 wreaths) from the committee s balance of the Board s funds. The committee made the following recommendation - That the Cambridge Community Board authorise payment up to $ for Any Audio & Visual (sound system) and $ for Gourmet Delicious (catering) and $ to Adcorp (advertising public notices) from the committee s balance of the Board s funds. 8.2 Le Quesnoy Sister City Committee File: /3 TRIM: The minutes of the Le Quesnoy Sister City Committee held on 23 October 2018 Recommendation That the unconfirmed minutes of the Le Quesnoy Sister City Committee meeting held on 23 October 2018 be received. 7 November 2018 Page

6 6 AGENDA ITEMS The committee made the following recommendation PAGE NO. That the Cambridge Community Board approve payment from the Board s funds to Rocketspark of $180 per year for hosting and monitoring and $520 for design of the Cambridge Le Quesnoy website. 9 DIVISIONAL REPORTS 9.1 Service Delivery Report File: /3/1 TRIM: Service Delivery Report as at 7 November 2018 Recommendation That the information contained in the report of Berry Bergin, Group Manager Service Delivery, be received. 9.2 Treasury Report File: /4 TRIM: The report of the Manager Finance for the period ended 30 September 2018 The draft Treasury Report for the period ended 31 October 2018 to be distributed at the meeting for information purposes. Recommendation That the report of the Manager Finance for the period ended 30 September 2018 be received. 9.3 Building Statistics File: Building Statistics for September 2018 and Building Consents over $1,000,000 Report Recommendation That the Building Statistics for September 2018 and Building Consents over $1,000,000 report be received. 7 November 2018 Page

7 7 AGENDA ITEMS PAGE NO. 9.4 Community Facilities Quarterly Report File: /2 TRIM: Community Facilities Quarterly Report (1 July to 30 September 2018) Recommendation That the Community Facilities Quarterly Report (document number ) from Bruce Airey, Manager Community Facilities be received. 10 INWARDS CORRESPONDENCE 10.1 Waipa District Council, Representation Review 2018 File: /6 TRIM: A letter from Waipa District Council acknowledging receipt of the Board s submission and advising of Council s decision. Recommendation That the letter dated 4 October 2018 from Waipa District Council be received. 11 APPOINTMENT OF A COMMITTEE AND APPOINTMENT OF MEMBERS CAMBRIDGE RESERVE LANDSCAPE COMMITTEE File: Res: 5/18/188 The Local Government Act gives the Community Board the power to appoint committees. The Cambridge Reserve Landscape Committee wasn t established following the Local Triennial Election in 2016 until the Board passed the following resolution to bring the committee into effect at the previous meeting held on 3 October /18/188 That the Cambridge Community Board appoint the Cambridge Reserve Landscape Committee with Board Members Bishop, Coles, Gordon and Milner as members and the first meeting to be held on Monday, 26 November 2108 at 4.00pm; community representatives and the purpose of the committee to be considered further. Bishop/Milner The only matters remaining to be determined are the purpose of the committee and the community representatives. 7 November 2018 Page

8 8 AGENDA ITEMS Recommendation PAGE NO. That the Cambridge Reserve Landscape Committee appointed by the Cambridge Community Board on 3 October 2018 shall have the following purpose and community representatives: Purpose: to plan and organise, with the approval of Council and in conjunction with Council staff, initiatives that support the development of current or future parkland or green spaces. Community representatives a) b) c) d). 12 BOARD MEMBERS REPORT FROM MEETINGS ATTENDED ON BEHALF OF THE CAMBRIDGE COMMUNITY BOARD Board members who have attended meetings on behalf of the Cambridge Community Board may give feedback to the Board. (Discussion item only, resolutions not appropriate.) Cambridge Autumn Festival (Epps) Cambridge Chamber of Commerce (Epps or Gordon) Cambridge Community Arts Council (Andree-Wiltens) Cambridge Information Centre (Gordon) Cambridge Safer Community Charitable Trust (Coles) Cambridge Social Services Committee (Epps) Cambridge Tree Trust (Coles) Waipuke Working Group (Andree-Wiltens and Bishop) 13 COMMUNITY BOARD RESOLUTIONS UNDER ACTION AND NOT INCLUDED AS AN ITEM IN THIS AGENDA File: Schedule of Cambridge Community Board Resolutions Under Action as at 26 October 2018 Recommendation That the Cambridge Community Board Schedule of Resolutions Under Action as at 26 October 2018 and not included as an item in this agenda be received. 7 November 2018 Page

9 9 AGENDA ITEMS PAGE NO. 14 COMMUNITY BOARD MEETING/FUNCTION DATES FOR NOVEMBER TH Anniversaries of the Liberation of Le Quesnoy and Armistice 4 November November 2018 Commemorative Service for Armistice on 11 November am Remembrance Sunday ANZAC and Armistice Remembrance 19 November pm Organising Committee (debrief) Cambridge Reserve Landscape Committee 26 November pm 15 ITEMS FOR NEXT BOARD MEETING Items for the Board meeting requested by Board members should be by way of Notice of Motion in accordance with Standing Orders. 16 NEXT MEETING The next Cambridge Community Board meeting is to be held at 6.00pm on Wednesday, 5 December 2018 in the Totara Room, Bridges Church, 28 Duke Street, Cambridge. 7 November 2018 Page

10 10 Time: 6.00pm Date: Wednesday, 3 October 2018 Venue: Committee Room Waipa District Council 23 Wilson Street, Cambridge 1 PRESENT Members MJ Pettit, Chairperson EM Andree-Wiltens, AJ Bishop, PTJ Coles, JA Epps, RDB Gordon, SDC Milner [departed 8.50pm] In Attendance Jo Gread, Manager Governance [Item 9.4] Ken Danby, Senior Enforcement Officer [Item 9.6] Callum Patton, Earthquake Prone Buildings Assessor [Item 9.7] Vincie Billante, Manager Strategy Noelene Barr, Community Board Officer Public 28 2 APOLOGIES Nil 3 DISCLOSURE OF MEMBERS INTERESTS Chairperson Pettit declared an interest in item 7.1.2, International Day for Senior Citizens Global Walk. 4 LATE ITEMS Nil 3 October Page 1

11 11 5 CONFIRMATION OF ORDER OF BUSINESS File: /18/186 That the order of the meeting be confirmed with items 9.4, 9.6 and 9.7 brought forward following item 6 due to the presence of staff. Pettit/Gordon 6 PUBLIC FORUM Ron Grimm and Dax Peter provided an update for a proposed lighting system for the Cambridge Town Hall, cenotaph and clock tower. There would be a total of 26 lights controlled by either computer or phone. Lights could also be used where the uplights are currently located near the plane trees once data cable has been put in place. The system would cost $38,000 including GST and the operating and maintenance costs would be less than the current costs. David Philips and Lesley MacDonald of the Cambridge Tree trust provided an overview of the proposed planting of 21 flowering cherry trees in the Brian Mayo Reserve on the green belt from Robinson Street to the green bridge over the swale. The trees have been donated by Amber Nursery and the planting plan has been compiled in consultation with Council staff. Local residents expressed their concerns regarding the intended planting as the area is used by local children as a play area and impeded the views from their houses. The area is popular with walkers who feel safe when walking at dusk or early evening due to the open nature of the current planting. They suggested the area closer to the expressway as an option and in the wetter areas of the reserve. Board members advised that this reserve has resulted from previous discussion and consultation with the community. This part of the green belt could be expanded to leave the area free for the children to use; further discussions to be held with the Cambridge Tree Trust. Residents of Cooper Crescent and Boulton Place expressed concerns regarding the cars parked in their streets by students and/or parents of Cambridge High School. The cars restricts the use of the street for residents and narrows the road to one lane and is a safety issue if access was required by a fire engine and/or ambulance. There can be as many as 40 to 43 cars parked in the area during school hours and term time; students can access this area through a gate and pathway from the school. 3 October Page 2

12 12 They requested that a Residents Only sign be erected and the school provide parking for their students which could be created off the driveway access from Taylor Street. Ken Danby, Senior Enforcement Officer advised he has visited the area many times and ticketed cars when required and has discussed this issue with the school. Further discussions to be held with the residents. The proprietor of Stirling Sports advised that her business has been the victim of four ram raids within two years of operation. The installation of bollards and chains in the garden in front of her business to replicate the other three corners of the intersection, has been discussed with Deputy Mayor Webber who indicated that this could be achieved. The proprietor intends to install a steel bar along the front of the shop. [Meeting adjourned 7.26pm to allow members of the public to leave; reconvened 7.32pm] 7 MINUTES OF PREVIOUS MEETINGS File: /3 TRIM: Minutes of the Meeting held 5 September 2018 were included in the agenda. 5/18/187 That the minutes of the meeting held 5 September 2018, as circulated with the agenda, be confirmed as a true and correct record of proceedings. Pettit/Gordon Matters Arising Cambridge Reserve Landscape Committee File: Res: 5/17/30 Board Member Bishop referred to the speakers in the public forum and said this was a good example of why the Board should establish the Cambridge Reserve Landscape Committee which wasn t established following the Local Government Triennial elections in October October Page 3

13 13 5/18/188 That the Cambridge Community Board appoint the Cambridge Reserve Landscape Committee with Board Members Bishop, Coles, Gordon and Milner as members and the first meeting to be held on Monday, 26 November 2018 at 4.00pm; community representatives and the purpose of the committee to be considered further. Bishop/Milner International Day for Senior Citizens Global Walk File: /1 TRIM: Res: 5/18/180 Chairperson Pettit advised that he was requested to cater for 300 attendees and purchased items for tea/coffee etc at a cost of $ Due to a low attendance there is a surplus of goods which could be utilised by the Board during the commemorative events for Armistice this year. 5/18/189 That the Cambridge Community Board authorise the payment of $316.28, from the ANZAC and Armistice Remembrance Organising Committee account, for the costs associated with the International Day for Senior Citizens Global Walk, as the previous resolution (5/18/180) authorised only $ Epps/Bishop Le Quesnoy Sister City Committee - Commemorative Sculpture File: /3 TRIM: Res: 5/18/170 Poto Davies expressed her disappointment that the sculpture will be relocated from the site in the Oak Arboretum, which had been blessed by Ngāti Koroki Kahukura, to the new location in the vicinity of Lake Te Ko Utu. This area is sacred to Ngāti Koroki Kahukura and the new site is not supported and *correspondence regarding this, dated 28 August, has been written to Mayor Mylchreest, to which no response has been received. Discussions may have been held with the sculptor Fred Graham, but he does not speak for the whole iwi. *[Please note: Since the meeting Council staff advised that the letter had not been received by Council.] 3 October Page 4

14 14 Poto Davies advised that prior to the development of Lakewood discussions were held with Council staff regarding signage outlining the significance of the area to iwi as there is very little reflection of this history or acknowledgement that this area is waahi tapu due to what occurred there during the Land Wars. Further discussions should be held regarding this. [Item taken 7.58pm] Board members considered the relationship with Ngāti Koroki Kahukura more important than the location of the sculpture and the progress of this project should be held in abeyance until further discussions were held. The sculpture is to be funded by a grant from the WW100 fund and there is a time frame associated with the use of this grant. 7.2 Minutes of the meeting held 24 September 2018 were included in the agenda. File: /3 TRIM: /18/190 That the minutes of the meeting held 24 September 2018, as circulated with the agenda, be confirmed as a true and correct record of proceedings. 8 CAMBRIDGE COMMUNITY BOARD COMMITTEE MINUTES 8.1 ANZAC and Armistice Remembrance Organising Committee File: /7 TRIM: Gordon/Epps The minutes of the ANZAC and Armistice Remembrance Organising Committee held on 17 September 2018 were included in the agenda; the minutes of 1 October 2018 were distributed separately. 3 October Page 5

15 15 5/18/191 That the unconfirmed minutes of the ANZAC and Armistice Remembrance Organising Committee meetings held on 17 September and 1 October 2018 be received. Gordon/Andree-Wiltens 5/18/192 That the Cambridge Community Board approve koha of $200, as a one off payment, to the Matamata Brass Band for their assistance at the Armistice Civic Service on 11 November 2018 due to the absence of the majority of the members of the Cambridge Brass Band in Le Quesnoy. Epps/Bishop 5/18/193 That Cambridge Community Board, subject to the confirmation of the grant from Cambridge Lions, approve the payment of up to $500 from the ANZAC and Armistice Remembrance Organising Committee account, for the purchase of four Armistice 2018 commemorative medals, for the following Mayor of Le Quesnoy; New Zealand War Memorial Museum Trust, Le Quesnoy; Display in the Sister Cities cabinet in the Cambridge Office of Waipa District Council; French Ambassador to New Zealand, to be presented at an appropriate time. Pettit/Gordon 8.2 Cambridge Growth Strategy Committee File: /3 TRIM: The minutes of the Cambridge Growth Strategy Committee held on 17 September 2018 were included in the agenda. 5/18/194 That the unconfirmed minutes of the Cambridge Growth Strategy Committee meeting held on 17 September 2018 be received. Gordon/Pettit 3 October Page 6

16 16 Board Member Gordon advised that he has requested a staff presentation to provide further information regarding the impacts to the existing commercial hierarchy of Cambridge particularly retail. The concern regarding the development of big box retail in areas other than the existing central business district, Lakewood, Carters Flat triangle was identified. All Board members are to attend the next committee meeting on Monday, 3 December 2018 at 2.30pm with the Chief Executive Officer of the Cambridge Chamber of Commerce to be invited. 9 DIVISIONAL REPORTS 9.1 Service Delivery Report File: /3/1 TRIM: Service Delivery Report as at 3 October 2018 was included in the agenda. 5/18/195 That the information contained in the report of Berry Bergin, Group Manager Service Delivery, be received. Pettit/Epps Vincie Billante, Manager Strategy advised that the two new park benches will be installed in the vicinity of the polo grounds next week and the steam roller will be removed from its site for three weeks to enable repair work to be undertaken. Chairperson Pettit requested the Board s best wishes and sincere thanks be conveyed to Bruce Airey, who is resigning from his position of Manager Community Facilities. 9.2 Treasury Report File: /4 TRIM: The report of the Manager Finance for the period ended 31 August 2018 was included in the agenda. 5/18/196 That the report of the Manager Finance for the period ended 31 August 2018 be received. Coles/Epps 3 October Page 7

17 Building Statistics File: Building Statistics for August 2018 and Building Consents over $1,000,000 Report were included in the agenda. 5/18/197 That the Building Statistics for August 2018 and Building Consents over $1,000,000 report be received. Coles/Epps 9.4 Financial Report Sister Cities File: TRIM: Financial Report Sister Cities was included in the agenda. 5/18/198 That the information contained in the report of Jo Gread, Manager Governance, be received. Bishop/Gordon Jo Gread, Manager Governance provided an overview of the report and advised that an update on the Sister Cities budget will be included in the Treasury Report on a regular basis. She also advised that as part of the Long Term Plan a fund of $10,000 was allocated for Armistice commemorations; of this $5,000 has been awarded to the Te Awamutu Returned and Services Association and $5,000 to the Cambridge Community Board, to be used at the Board s discretion for Armistice commemorations during the current financial year. The allocation to be noted in the Board s ANZAC and Armistice Remembrance Organising Committee s account. The previous resolution (5/18/169) didn t specify the source of the funds for the commemorative stamps and coins and this fund could be utilised along with the additional expense for design art work for the Armistice/Le Quesnoy street flags currently being progressed. The allocation could also be utilised for the purchase of the commemorative medals presented at the ANZAC and Armistice Remembrance Organising Committee meeting on 1 October [See item 8.1 resolution 5/18/193] 3 October Page 8

18 18 5/18/199 That the Cambridge Community Board approve the payment of the additional expense for the artwork for the Armistice/Le Quesnoy street flags of $ from the ANZAC and Armistice Remembrance Organising Committee account. Epps/Gordon 5/18/200 That the Cambridge Community Board authorise the payment of the commemorative stamps and coins and framing costs, from the ANZAC and Armistice Remembrance Organising Committee account (resolution 5/18/169 refers). Pettit/Milner 5/18/201 That the Cambridge Community Board authorise the payment of the costs of $1, relating to the Sister Cities New Zealand Regional Focus Group Meeting from the community discretionary fund (resolution 5/18/182 refers). [Item taken 7.48pm 9.5 Road Corridor Quarterly Report File: /1 TRIM: Epps/Andree-Wiltens Road Corridor Quarterly Report (1 June to 31 August 2018) was included in the agenda. 5/18/202 The Road Corridor Report (document number ) of Bryan Hudson, Manager Road Corridor, be received. Pettit/Andree-Wiltens The Board previously prioritised work completed on the footpaths and queried if this practice is to continue and if the Board s recommendation for wider footpaths was taken into consideration, (resolution 5/18/115 refers). Board Member Gordon requested an update from the Manager Road Corridor on the report relating to the Victoria Street Road Improvements from Queen to Alpha Street presented to the Board at an earlier meeting. [Board Member Milner departed 8.50pm] 3 October Page 9

19 19 5/18/203 That the Cambridge Community Board request staff confirm that smooth seal is to be applied on Thornton Road from Robinson Street to the expressway overbridge). Pettit/Bishop Board Member Epps queried the location of the pedestrian crossings on Cambridge Road and Victoria Street and if the data from the Safe Ways to School survey was utilised. 9.6 Planning and Regulatory Services Quarterly Report File: /3 TRIM: Planning and Regulatory Services Report (1 April to 30 June 2018) and End of Year Results for 2017/18 was included in the agenda. 5/18/204 That the Planning and Regulatory Services report from Wayne Allan, Manager Planning and Regulatory, be received for the period 1 April 2018 to 30 June 2018 and End of Year Results for 2017/2018. Pettit/Bishop Ken Danby, Senior Enforcement Officer provided an overview of the report. [Item taken 7.33pm] 9.7 Waipa District Council Identification of Earthquake-prone Buildings under the Building Act 2004 Section 133, on Vehicle and Pedestrian Thoroughfares TRIM: A letter from Waipa District Council seeking feedback on vehicle and pedestrian thoroughfares which had been distributed to all the registered owners of buildings located on roads that Council has proposed to prioritise as high pedestrian and/or vehicle roads, was included in the agenda. The Statement of Proposal was distributed separately. 3 October Page 10

20 20 5/18/205 That the information be received. Epps/Bishop Callum Patton, Earthquake Prone Buildings Assessor provided an overview of his report. [Item taken at 7.38pm] 10 INWARDS CORRESPONDENCE 10.1 Sister Cities New Zealand Special Edition Newsletter, September 2018 File: A special edition newsletter from Sister Cities New Zealand September 2018 was included in the agenda. 5/18/206 That the newsletter dated September 2018 from Sister Cities New Zealand be received. Andree-Wiltens/Epps 10.2 Waipa District Council Proposed Private Plan Change No.11, Bardowie Industrial Precinct File: /5/2 TRIM: A letter from Waipa District Council acknowledging receipt of the Board s submission enclosing a public notice and providing further details was included in the agenda. A further submission from Fonterra Limited on the Proposed Plan Change 11, was distributed at the meeting. 5/18/207 That the letter dated 13 September 2018 and public notice from Waipa District Council and the letter dated 28 September 2018 from Fonterra Limited be received. Gordon/Epps 3 October Page 11

21 21 11 COMMUNITY DISCRETIONARY FUND SPORT WAIKATO, WAIPA NETWORKS DISTRICT SPORTS AWARD File: /6 TRIM: An application from Sport Waikato for funding assistance towards the annual Waipa Networks District Sports Award was included in the agenda. 5/18/208 That the Community Discretionary Fund application dated 10 September 2018 from Sport Waikato be received. Pettit/Epps 5/18/209 That the Cambridge Community Board approve $ to Sport Waikato for costs relating to the Annual Waipa Networks District Sports Award. Epps/Bishop 12 CHRISTMAS DECORATIONS RESOLUTION CHANGE OF PURPOSE File: /3 Res: 5/18/139 TRIM: Deputy Chair Epps advised it is too late to order a Christmas tree for this year and due to the current state of the Christmas street flags, that 30 are purchased this year instead of the tree. A long term plan for Christmas to be considered next year. 5/18/210 That due to the restricted time frame and the need to find funding partners for the purchase of the Christmas Tree (approximate cost $15,000 plus storage and installation), the Cambridge Community Board rescind resolution 5/18/139 and purchase 30 Christmas Street flags at a cost of $2,800. Epps/Pettit 3 October Page 12

22 22 13 BOARD MEMBERS REPORT FROM MEETINGS ATTENDED ON BEHALF OF THE CAMBRIDGE COMMUNITY BOARD Board members who have attended meetings on behalf of the Cambridge Community Board provided feedback on the following - Cambridge Social Services Committee Waipuke Working Group 14 COMMUNITY BOARD RESOLUTIONS UNDER ACTION AND NOT INCLUDED AS AN ITEM IN THIS AGENDA File: Schedule of Cambridge Community Board Resolutions Under Action as at 26 September 2018 was included in the agenda. 5/18/211 That the Cambridge Community Board Schedule of Resolutions Under Action as at 26 September 2018 and not included as an item in this agenda be received. Pettit/Coles Resolution 5/18/31 Board Member Epps reported that the text has been compiled for the interpretative sign outlining the background of the Sister City relationship between Le Quesnoy and Cambridge and to mark the 100 th Anniversary of World War I which is to be installed at the Oak Arboretum. Due to information provided at the meeting (item 7.1.3) and subsequent discussions, the sign is not to be progressed further at this stage, however the text of the sign to be ed to Board Members for information purposes. The entranceway to the Oak Arboretum may be a better location. 15 COMMUNITY BOARD MEETING/FUNCTION DATES FOR OCTOBER 2018 ANZAC and Armistice Remembrance Organising Committee Monday, 1 October Monday, 15 October Monday, 29 October 4.30pm 4.30pm 4.30pm Le Quesnoy Sister City Committee Tuesday, 23 October 4.30pm 3 October Page 13

23 23 16 ITEMS FOR NEXT BOARD MEETING Items for the Board meeting requested by Board members should be by way of Notice of Motion in accordance with Standing Orders. 17 NEXT MEETING The next Cambridge Community Board meeting is to be held at 6.00pm on Wednesday, 7 November 2018 in the Committee Room, Waipa District Council, 23 Wilson Street, Cambridge. There being no further business the meeting closed at 9.35pm. CHAIRPERSON DATE CONFIRMED AS A TRUE AND CORRECT RECORD OF PROCEEDINGS 3 October Page 14

24 24 COMMITTEE OF THE CAMBRIDGE COMMUNITY BOARD Event: Armistice Civic Service Sunday, 11 November 2018 Time: 4.30pm Date: Monday, 15 October 2018 Venue: Committee Room, Waipa District Council 23 Wilson Street, Cambridge 1 PRESENT Members John Bishop, Acting Chairperson Elwyn Andree-Wiltens, Philip Coles, Mike Pettit (Cambridge Community Board), Paul Murphy (Cambridge Brass Band), Bryan Mitchell (Cambridge and Districts Pipe Band), Bill McMillan (Royal New Zealand Returned and Services Association), Rob Feisst In Attendance Noelene Barr, Community Board Officer That John Bishop be appointed Acting Chairperson. 2 Coles/Murphy APOLOGIES That the apologies from Julie Epps, Jon Broadley, Roger Gordon and Richard Plas be received. Bishop/Murphy 3 MINUTES OF PREVIOUS MEETING File: /7 3.1 Minutes of the meeting held 1 October 2018 were included in the agenda

25 25 That the minutes of the meeting held 1 October 2018, as circulated with the agenda, be confirmed as a true and correct record of proceedings. Feisst/Coles 4 CIVIC SERVICE 4.1 Parade Commander / Cenotaph Guard Paul Murphy advised that he hasn t at this stage found a Parade Commander as a future replacement for Richard Plas however he is able to confirm the attendance of the cenotaph guard. Two light armoured vehicles will be attendance and 20 personnel from Waikato Mounted Rifles and there will be approximately 15 personnel from HMNZS Ngapona. 4.2 Order of Service The appropriate wording for two minutes silence was confirmed Order of Service The Ode / Address / Statement of Faith in the Future The National President, BJ Clark, of the Royal New Zealand Returned and Services Association has advised he is unable to attend; Bill McMillan to advise at the next meeting if the District President is able to attend and read The Ode. A government representative has provided the address in the past including Louise Upston Member of Parliament for Taupo. A request to be submitted to the Minister of Defence / Minister for Veterans, the Hon Ron Mark, for a local representative. Confirmation was provided that Brigadier Jon Broadley is to read the Statement of Faith in the Future. Town Clock Chimes, the 11th Hour A Council staff member is available to manually chime the town clock; to be provided with Paul Murphy s contact details. 4.5 Invited Guests An updated list of those who have responded was distributed at the meeting, however most of the responses received have been to decline the invitation due to commitments in Wellington. 15 October 2018 Page 2 of

26 26 Advice has been received that Brigadier Jon Broadley will represent the Chief of Defence, Air Marshal Kevin Short. 4.6 Wreath Bearers The Embassies of Canada and Turkey have not as yet responded to the invitation. However as the following embassies have advised representatives will not be attending, local residents to be invited to act as wreath bearers for the following countries Australia Belgium France Italy South Africa United Kingdom United States of America A representative of the New Zealand Government has also not responded. 4.7 Invoices That the ANZAC and Armistice Remembrance Organising Committee recommend to the Cambridge Community Board that authorisation be provided for the following invoices be paid from the committee s balance of the Board s funds Any Audio & Visual (sound system) Karapiro Charters and Tours (cadet transport) Adcorp (advertising public notices) Inspiredby2 (wreaths) Gourmet Delicious (catering) Bishop/Murphy Quotes received from Karapiro Charters and Tours and Inspiredby2 Florist and Giftware were distributed at the meeting. That the ANZAC and Armistice Remembrance Organising Committee recommend that the Cambridge Community Board authorise payment up to $610 for Karapiro Charters and Tours (cadets transport) and $1,500 for Inspriedby2 Florist and Giftware (12 wreaths) from the committee s balance of the Board s funds. Bishop/Murphy 15 October 2018 Page 3 of

27 Flagpoles (10), Flags (10), Wreaths (12) and Wreath Stands, Council staff have confirmed the flagpoles and wreath stands will be in position prior to the service. Paul Murphy to collect the flags from the Cambridge office. Elwyn Andree-Wiltens to collect the wreaths on Saturday, 10 November and deliver to the town hall; to liaise with Sue Milner and Julie Epps. As the town hall will be in use for the art exhibition, confirmation is required where the refreshments prior and following the service will be served and to ensure access to the chairs stored in the cupboard will be available. Bill McMillan advised that a gazebo is available for use; Philip Coles to coordinate. 4.9 Rehearsal and Set Up Saturday, 10 November, 1.30pm Paul Murphy advised that he will be in attendance at the rehearsal with the cadets which will be held on Saturday at 1.30pm Matamata Brass Band The Cambridge Community Board resolved the following at their meeting on 3 October 2018 That the Cambridge Community Board approve koha of $200, as a one off payment, to the Matamata Brass Band for their assistance at the Armistice Civic Service on 11 November 2018 due to the absence of the majority of the members of the Cambridge Brass Band in Le Quesnoy. (Resolution 5/18/192) 4.11 Powhiri Paul Murphy has discussed the speakers for the powhiri with Tim Kara and has organised a meeting with Brigadier Broadley on his return from Europe Flyover Julie Epps advised that there will be at least one bi-plane (weather permitting); to fly over at 11.00am Council Staff Due to the absence of the Community Board Officer, a request has been submitted to Manager Governance if a fellow staff member could be in attendance to assist on the day. 15 October 2018 Page 4 of

28 28 5 MARCHING PARADE 5.1 Community Commemorative Medallion 2018 The Cambridge Community Board, subject to the Cambridge and Districts Pipe Band receiving funding, approved (resolution 5/18/193) the purchase of four medals for the following Mayor of Le Quesnoy; New Zealand War Memorial Museum Trust, Le Quesnoy; Display in the Sister Cities cabinet in the Cambridge Office of Waipa District Council; French Ambassador to New Zealand, to be presented at an appropriate time. Bryan Mitchell advised that a number of medals will be available prior to the day for those to be presented overseas and for band members travelling from other areas to support the Cambridge band. Confirmation of funding has yet to be received. 5.2 Military Vehicles / Road Closure Mike Pettit advised that up to ten vehicles are able to be in the parade. Julie Epps advised that Armistice in Cambridge are checking with vehicle owners if they wished to be part of the parade. As an incentive, Rob Feisst is organising fuel vouchers from Challenge for those attending the parade which will need to occur prior to the parade. Rob Feisst to ask if a photographer from Cambridge News can be in attendance. John Bishop and Rob Feisst to form the parade on Victoria Street between the clock tower and Queen Street. Mike Pettit advised that further details of the road closure to be provided by Council staff mid week prior to the event. The closure to include the roundabout on Duke/Victoria Streets to allow room for the military vehicles to return up Victoria Street. John Bishop to deliver a letter advising of the road closure to all effected businesses on Victoria Street, a week prior to the event. 15 October 2018 Page 5 of

29 TH ANNIVERSARY COMMEMORATIVE EVENTS, 4 11 NOVEMBER 2018 A working group has been meeting on a regular basis to plan for commemorative events to acknowledge the 100th Anniversary of the Liberation of Le Quesnoy. Events being considered are Light and Sound Show on the façade of the town hall Exhibition at the Cambridge town hall Community Sign Board Oak Arboretum Le Quesnoy Liberation Day Event, 4 November 2018 Commemorative sculpture A further update to be provided at the next meeting. 7 GENERAL BUSINESS Nil 8 NEXT MEETING The next meeting to be held on Monday, 29 October 2018 at 4.30pm. Apologies for absence were submitted by Bill McMillan and Mike Pettit. The debrief meeting to be held on Monday, 19 November There being no further business the meeting closed at 6.20pm. CHAIRPERSON DATE CONFIRMED AS A TRUE AND CORRECT RECORD OF PROCEEDINGS 15 October 2018 Page 6 of

30 30 COMMITTEE OF THE CAMBRIDGE COMMUNITY BOARD Time: 4.30pm Date: Tuesday, 23 October 2018 Venue: Committee Room Waipa District Council 23 Wilson Street, Cambridge 1 PRESENT Members Mike Pettit, Chairperson John Bishop, Philip Coles, Julie Epps, Sue Milner, (Cambridge Community Board); Toni Eames, Delysse Storey, Miriam Farrell, Brian Farrell, Bill Brocklebank, Sebastien Lemercier, Graeme Colquhoun, Michelle Kergozou De La Boessiere In Attendance Noelene Barr, Community Board Officer 2 APOLOGIES That the apologies for absence from Grant Middlemiss, Steve Tritt, Tom Pickering and Elwyn Andree-Wiltens be received. Bishop/Coles 3 MINUTES OF PREVIOUS MEETING File: /3 TRIM: Minutes of the Meeting held 20 August 2018 were included in the agenda. That the minutes of the meeting held 20 August 2018, as circulated with the agenda, be confirmed as a true and correct record of proceedings. Eames/Lemercier

31 31 Matters Arising 3.1 Le Quesnoy School Julie Epps advised Cambridge High School and contact has subsequently been made with a school in Le Quesnoy and a visit is being planned. 3.2 Cambridge Le Quesnoy Website Julie Epps advised that the new website is now live That the Le Quesnoy Sister City Committee recommend to the Cambridge Community Board that payment to Rocketspark of $180 per year for hosting and monitoring of the website and $520 for design be approved from the Board s funds. Epps/Bishop 3.3 Commemorative Stamps and Coin 2018 Le Quesnoy Two sets of stamps and two coins have been purchased; one set of each to be displayed in the Sister Cities cabinet and one set is to be taken to Le Quesnoy as a gift from the community. The framed set of stamps for the Sister Cities cabinet and coin were on display at the meeting. A pounamu mere will also be presented at Le Quesnoy on behalf of Mayor Mylchreest. 3.4 Le Quesnoy Film Miriam Farrell advised that David Blyth, grandson of Curly Blyth is currently making a film of Le Quesnoy and queried if it would be available for 11 November. Julie Epps to make contact with Reverend Adrian Gover who has been communicating with David Blyth; it could be on display at Lake Karapiro. 3.5 Cambridge Brass Band Supporters Mike Pettit advised that supporters of the band are still purchasing tickets to attend the commemorations in Le Quesnoy; there are over 50 members in the group. 23 October 2018 Page 2 of

32 32 4 INWARDS CORRESPONDENCE / INFORMATION 4.1 Article New Zealand Le Quesnoy Association, Sue Pickering TRIM: An extract from the New Zealand Le Quesnoy Association newsletter dated May 2018 paying tribute to Sue Pickering, was included in the agenda. That the article from the New Zealand Le Quesnoy Association Newsletter, dated May 2018 be received. Pettit/Coles 4.2 Oratia Books, Media Release - Le Quesnoy 1918 New Zealand s Last Battle by Christopher Pugsley A media release providing details of a book entitled Le Quesnoy New Zealand s Last Battle written by Christopher Pugsley, which is to be published at the end of October was included in the agenda. The book will also be launched in Le Quesnoy as part of the centenary commemorations which Dr Pugsley is attending. A free copy of the book is being offered through the Cambridge Le Quesnoy Association facebook page or at the Liberation Le Quesnoy event and was on display at the meeting. That the information be received. 4.3 Epps/Coles Rangimarie - A New Zealand Garden for Peace in Le Quesnoy TRIM: Xanthe White Design has been commissioned to build a garden for peace as part of the centenary commemorations of Le Quesnoy. For further information please see the link below That the information be received. 23 October 2018 Bishop/Coles Page 3 of

33 33 5 VISIT TO LE QUESNOY, 1 5 NOVEMBER 2018 Mike Pettit reported that he departs for Le Quesnoy on Friday 26 October and will be congregating with the remainder of the delegation on 1 November in Le Quesnoy. The three members of the delegation, Deputy Mayor Grahame Webber, Community Board Officer and himself, will be billeted by local residents. There are various events being held in Le Quesnoy leading up to the commemorative service led by the New Zealand Defence Force where Deputy Mayor Grahame Webber will be laying a wreath on behalf of Cambridge. Herb Farrant of the New Zealand War Memorial Museum Trust intended to host a luncheon at a private chateau on 5 November but is unable to do so due to Health and Safety regulations. Waipa District Council approved $150,000 for the museum in Le Quesnoy which is to be paid from the return on invested funds and not directly from ratepayers; the amount equates to $1 per ratepayer for three years. $200,000 has been committed from other local authorities; the bulk of the soldiers who served in Le Quesnoy were from Otago and Wellington and it is hoped that those regions will contribute towards the museum. The time frame is unknown for the museum at this point however there have been delays in registering the Trust due to overseas legislation which has now been resolved. 6 ARMISTICE IN CAMBRIDGE / LIBERATION OF LE QUESNOY 100 th ANNIVERSARY EVENTS, 4 11 NOVEMBER 2018 Cambridge Town Hall Plaza - 18 large scale photographic boards on display telling the story of Le Quesnoy Cambridge Town Hall - Art exhibition including garments made by students of Waikato Diocesan Sounds and Light Show from 9.00pm to 10.00pm Le Quesnoy Liberation Day, 4 November - Family event from 5.00pm with free hot chocolate and ice creams; musical groups in attendance Mike Pettit offered the painting in honour of Ray Tocker to be included in the exhibition; Julie Epps to collect it from the Cambridge Primary School. Miriam Farrell requested the use of the Sister Cities stand alone banners at Lake Karapiro and will liaise with either Julie Epps or Sue Milner 23 October 2018 Page 4 of

34 34 Roaring Chorus, 11 November 2018 the New Zealand Government has requested that the Roaring Chorus which occurred 100 years ago be replicated; the bells of the St Andrews Church will be rung to acknowledge this. The Le Quesnoy memorabilia will be on display at the Cambridge Town Hall. The Sound and Light Show could start earlier dependant on how dark it is; free hot chocolate and ice creams will be available; musical groups will be in attendance. 10/11 November, the Armistice in Cambridge event will be held at Lake Karapiro. Military vehicles will be in the parade on Sunday, 11 November prior to the civic service which commences at 10.00am. Enthusiasm for a French theme hasn t been received well by local retailers; as the armistice is widely recognised internationally, not to be pursued. Committee members to contact Julie Epps and Sue Milner if able to assist in any way. 7 GENERAL 7.1 Le Quesnoy Commemorative Sculpture The commemorative sculpture is currently in abeyance subject to the location being confirmed. The proposed location on road reserve adjacent Lake Te Ko Utu is within a culturally significant area for local iwi although there are no signs indicating this. The initial site at the Oak Arboretum which was blessed by local iwi is still a possibility. The Cambridge Community Board to request an update on this matter. 8 NEXT MEETING To be held on Monday 3 December 2018 commencing at 4.30pm. This meeting will be held earlier in the month than usual due to Christmas. Significant Dates Anniversary of the Liberation of Le Quesnoy Sunday, 4 November 2018 Commemorative Service for Armistice on Sunday, 11 November 2018 Remembrance Sunday There being no further business the meeting closed at 5.34pm. 23 October 2018 Page 5 of

35 35 CHAIRPERSON DATE CONFIRMED AS A TRUE AND CORRECT RECORD OF PROCEEDINGS 23 October 2018 Page 6 of

36 36 To: The Chairperson and Members of the Cambridge Community Board From: Group Manager Service Delivery Subject: SERVICE DELIVERY REPORT Meeting Date: 7 November 2018 File Reference: /3/1 1 CURRENT PROPOSALS FOR FEEDBACK 2 INFORMATION UPDATE Steam Roller Leamington Domain By the time the Board meets it is anticipated that the refurbishment of the steam roller will be complete, and returned to site at the Leamington Domain. During the repair works, it was decided that the installation of a roof would benefit the steam roller as a piece of play equipment, so this was added to the brief. Hautapu Rugby Club Council staff have been working with members of the Hautapu Rugby Club to improve the appearance of the main entranceway. This includes the re-painting of the memorial gates and the refurbishment of the wall. Works are expected to be completed in early November. Lake Te Koo Utu Weed/Pest Control We have volunteers coming from Waikato Regional Council to carry out some weed control at Lake Te Koo Utu. The Predator Free Cambridge Group is successfully trapping rats at Lake Te Koo Utu and are expanding their network around Cambridge. Lake Te Koo Utu Water Quality There have been several queries from the public regarding the water quality at Lake Te Koo Utu. The Service Delivery Committee directed staff to incorporate options to improve water quality in the lake as part of a development plan for the lake and the park surrounds

37 37 The main source of the contaminants is coming from the stormwater from the wider catchment so a sustainable solution needs to consider options for reducing the contaminates from the catchment, as well as the lake water itself. As mentioned in a recent Waikato Times article, the solutions to improving water quality are complex and a wider catchment issue. The development plan will be drafted over the next 12 months and will involve community engagement on the options and costs. Karapiro Gully Ngati Haua, of their own accord, has planted around 15,000 plants at Karapiro Gully. Cambridge Library Visitor Numbers September Av. Daily August Av. Daily July Av Daily Issues 23,991 25,594 26,150 Library Visits 9, , , E-Resources (Issues) September Issues by Av. Month Daily ebooks 224 eaudiobooks 48 Waters District wide mains replacement 2017/18: This contract includes the renewal of a trunk main on Parallel and Turkington Roads. The successful tenderer was Allens United Drainage and Earthworks Ltd. Construction of the Parallel Road works is complete and commissioned. Practical completion has been achieved and the contract is in the defects liability period, ending 20 April TA and CB Watermain Renewals The scope of works for this contract includes renewal of watermains on Anzac Street and Sargeson Place. Waipa Civil was awarded this contract and physical works are 100% complete in Cambridge. Practical completion has been achieved and the contract is in the defects liability period, ending 8 August District Wide Ridermain Installation 2017/18 This contract includes the installation of a ridermain on Dominion Avenue. The successful tenderer was Waipa Civil Ltd and physical works have been completed and Report to Cambridge Community Board 7 November 2018 Service Delivery Report Page 2 of

38 38 the defects liability period has commenced and is due to terminate on 31 January District Wide Wastewater CCTV Investigation 2018/19/20 This is a contract to carry out condition assessment of various portions of Waipa s sewer network over the next three years. The tender evaluation has been completed and the contract has been awarded to Hydrotech Ltd. Alpha Street Wastewater Renewal The tender for this work was awarded to Waipa Civil Ltd. The scope of works included sewer and watermain replacements on Alpha Street. Practical completion has been achieved and the contract is in the defects liability period, ending 31 July District Wide Stormwater Renewals The is a proposed measure and value contract for the renewal and upsizing of concrete stormwater pipes on Byron Street. Cambridge Excavators was the successful tenderer. Physical works have been completed and the defects liability period has commenced and is due to terminate on 29 June Oliver St Stormwater Outfall Repairs Physical works for this project are now complete and the contract is in the defects liability period. District Wide Ridermain Installation 2018/19/20/21 This is contract is to install/construct ridermains across the district over the next three years (18/19 20/21). The contract has been awarded to Waipa Civil, with works commencing in October. District Wide Watermain Renewals 2018/19 This is a proposed physical works tender for measure and value contract, evaluated by Price/Quality method, to renew existing watermains across the district. This work has been put out for tender, and award is expected in November. District Wide Wastewater Renewals 2018/19 This is a proposed physical works tender for measure and value contract, evaluated by Price/Quality method, to renew existing wastewater pipes across the district. This tender is programmed for market release in November District Wide Stormwater Renewals 2018/19 This is a proposed physical works tender for measure and value contract, evaluated by Price/Quality method, to renew existing Stormwater pipes across the district. This tender is programmed for market release in October Cambridge Pipe Bridge Upgrade Physical works continue with recent lifting of the main new bridge structural elements. Remaining works are diversion of the wastewater into the new pipe and Report to Cambridge Community Board 7 November 2018 Service Delivery Report Page 3 of

39 39 removal of the old bridge. Diversion of the Te Awa cycle path around the work site will be in place until the end of the year when the project is complete. Karapiro Water Treatment Plant & Rising Main Projects The new water treatment plant capacity is commissioned and supplying Cambridge with water. Optimisation of the plant by our internal operations team continues. The Duplicate Rising Main physical works contract is complete, with some minor remedial actions to address on the upper property. Maugatautari and Hicks Road Water Main The contract for installation of a new water main from the Karapiro Water Treatment Plant up Maungatautari and Hicks Roads (including road safety improvements) has been awarded. Construction has commenced in the upper portions. Discussions with affected property owners is on-going with regard to changing over domestic water supplies to the new main, which may delay the physical works. Te Awamutu Additional Water Supply Designs and land acquisition for the Parallel Road water treatment plant upgrade/ Waikato River raw water intake and pipeline across to Te Awamutu are being progressed at present. Physical works associated with the raw water intake and pipe will commence towards the end of Cambridge North Activity Western Cambridge North Residential Area Permanent Stormwater Solution We are in negotiation with landowners / developers along Laurent Road with regard to land acquisition for the proposed future stormwater swale and pond. Physical works have been completed to underground the electrical cables by the expressway. The award of the contract for physical works to relocate services (water and gas) along the length of Laurent Road and swale / pond construction (initially at the expressway / Victoria junction) will commence in the next month. Subsequent swale construction working back towards Rugby club will occur, depending on the timing of land acquisition and developer needs. We are at the early stages of design in regard to the stormwater outlet pipe from the expressway north to the Mangaone Stream by the Fonterra factory. This has interfaces with the Hautapu industrial growth cells as below being in the same geographic area. Dedicated Pressure Water Main Leamington to Cambridge North The contract for physical works associated with the dedicated main from Leamington to Cambridge North has been awarded and construction will start in the near future. Swayne Road Playground Council is at the early stages of negotiating land purchase for a playground reserve on Swayne Road (expressway end), in line with the structure plan layout and requirements. Report to Cambridge Community Board 7 November 2018 Service Delivery Report Page 4 of

40 40 C1, C2, C3 Growth Areas Submissions on Structure Plans have been considered and the Structure Plans should be adopted at Council s meeting on 30 October Detailed planning for the respective cells has commenced. Hautapu Industrial Growth Areas Hautapu Industrial growth cells C8/9 (to the west of Victoria) The plan change for these cells should be adopted at Council s meeting on 30 th October. The Master Plan / preliminary design / stormwater consenting works have started. Included in this will be approaches to landowners as necessary in association with land purchases and easements for infrastructure. Hautapu Industrial growth cells C10 (to the east of Victoria) The private plan change for this is out for consultation with a view to a hearing at the end of Dedicated Pressure Water Main Cambridge North to Hautapu The design of this is on-going at present with a view to construction in 2019/20. This is an extension of the Leamington to Cambridge North pipe as above. Dedicated Wastewater Rising Mains Hautapu to Cambridge North The design of this is on-going at present in parallel with the dedicated water main above, with a view to construction of both in 2019/20. These rising mains will service the new Hautapu industrial areas. Roading Contractors are undertaking repairs and road sealing in the coming months. The seal extension contract will seal two roads in the Cambridge area before Christmas; Wiseman Road and John Hewitt Drive to Waipuke Reserve. 3 RECOMMENDATION That a) The information contained in the report of Barry Bergin, Group Manager Service Delivery, be received. Barry Bergin GROUP MANAGER SERVICE DELIVERY Report to Cambridge Community Board 7 November 2018 Service Delivery Report Page 5 of

41 41 To: The Chairperson and Members of the Cambridge Community Board From: Alister Duncan Subject: TREASURY REPORT CAMBRIDGE COMMUNITY BOARD Meeting Date: 7 November 2018 File Reference: /4 1 BACKGROUND The report details the funds available to the Cambridge Community Board for the allocation of discretionary grants. 2 RECOMMENDATION That the report of the Manager Finance for the period ended 30 September 2018 be received. 3 COMMENT 3.1 Discretionary Grants funds of $13, have been committed from the prior year, with $4, having been paid to date. Funds of $32, have been committed from the current year, with no expenditure to date. There is a balance of $18, in uncommitted funds. 3.2 The balances in accounts set up from the Discretionary Grants allocation total $41, There have been no changes in the Sister City Budget since last reported at the October meeting of the Community Board. Alister Duncan MANAGER FINANCE Page 1 of 4

42 42 CAMBRIDGE COMMUNITY BOARD DISCRETIONARY GRANTS Balance as at 1 July , /19 Allocation from Council 49, Opening Balance ANZAC Day Organising Committee 2, , Revenue - - Less Committed Projects 45, , Uncommitted funds 18, Summary of Uncommitted Funds Annual Grants 17, ANZAC Day Organising Committee 6, , Page 2 of 4

43 43 CAMBRIDGE COMMUNITY BOARD Summary of Committed Funds Current Year Commitments Committed Expenditure Balance Commitments 2018/19 32, , ANZAC Day Organising Committee Current Year Commitments Total 32, , Prior Year Commitments Committed Expenditure Balance Prior Year Commitments 12, , , ANZAC Day Organising Committee 1, , Prior Year Commitments Total 13, , , Total Commitments 45, , , Commitments 2018/19 Resolution No Committed Expenditure Balance Lake Te Ko Utu 5/18/111 - Jul Cambridge Brass Band 5/18/126 - Jul 18 5, , Sustainable Waipa Inc 5/18/129 - Jul 18 3, , Cambridge 1st Scout Group 5/18/175 - Sep Florence M Shearman 5/18/180 - Sep Discretionary Grants 5/18/187 - Sep 18 22, , Total 32, , Prior Year Commitments Resolution No Committed Expenditure Balance Brain Injury Waikato Inc - Distcretionary Grant 5/17/163 - Sep Cambridge Community Marae - Distcretionary Grant 5/17/163 - Sep 17 1, , Camrbidge Disabled Sheltered Workshop Inc - Distcretionary5/17/163 - Sep 17 2, , MS Waikato Trust - Distcretionary Grant 5/17/163 - Sep th Anniversaries of the Liberation 5/18/38 - Mar , Cambridge Information Centre 5/18/82 - May , Total 12, , , Page 3 of 4

44 44 CAMBRIDGE COMMUNITY BOARD ANZAC & ARMISTICE REMEMBRANCE ORGANISING COMMITTEE Balance as at 1 July , /19 Special Allocation from Council 5, , Less Committed Projects 1, , Uncommitted funds 6, Summary of Committed Funds Committed Expenditure Balance Commitments 2018/ Prior Year Commitments 1, , Total 1, , Commitments 2018/19 Resolution No Committed Expenditure Balance Total Prior Year Commitments Resolution No Committed Expenditure Balance Inspiredby2 Floral & Giftware 5/18/99 - Jun Prince Albert Tavern 5/18/99 - Jun 18 1, , , , Page 4 of 4

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47 47 INFORMATION ONLY To: The Chairperson and Members of the Service Delivery Committee From: Manager Community Facilities Subject: COMMUNITY FACILITIES QUARTERLY REPORT Meeting Date 16 October 2018 File Reference: /2 1 Executive Summary The purpose of this report is to provide information on the activities pertaining to the Community Facilities Unit s Activities from 1 July 2018 to 30 September This report contains matters that are of a purely administrative nature or information that does not require a decision from Council. As such, this report does not address any matters that are significant in terms of Council s obligations as set out in the Local Government Act Recommendation a. That the Community Facilities Quarterly Report (document number ) of Bruce Airey, Manager Community Facilities, be received. 3 District Libraries 3.1 District Libraries: Levels of Service & Performance Measures Due to issues with counters at both libraries there are no walk-in visitor comparisons this quarter. Staff are investigating other suitable and more appropriate measures that could be reported. Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 1 of

48 48 Number of Items per Resident Number of Library Collection Items per Resident Jul-Aug Sep -Oct Nov-Dec Jan-Feb Mar-Apr May-Jun Jul-Aug 18/19 Jul-Aug 17/18 Target Collection items per resident is currently above target. It is anticipated that this will drop down to, or slightly below, the target when staff carry out a review and cull of old and unused books stock. 75% Library Membership as a % of Population PEcentage (%) 70% 65% 60% 55% Jul-Aug Sep -Oct Nov-Dec Jan-Feb Mar-Apr May-Jun Jul-Aug 18/19 Jul-Aug 17/18 Target Library membership is tracking well above the current target Items Issued Te Awamutu Cambridge 0 July 18 July 17 Aug 18 Aug 17 Sep 18 Sep 17 Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 2 of

49 District Libraries: Operational Activities There have been issues with the public terminals in both libraries. The decision was made to remove them from the libraries until the issues were resolved. A solution has now been implemented and tested. The terminals have now been reinstalled and are working with no further problems reported. Programmes and activities: Number of Comments Programmes & Activities attendees Wriggle & Rhyme 583 children Weekly programme held during term time only. Toddler Time 317 children Weekly programme held during term time only. Friday family fun night 51 children Weekly event (Cambridge) Visits to/from classes/groups 6 School and pre-school groups and Resthomes Masonic Hotel rebuild 60 (Cambridge) Book club Living the change documentary Electric vehicles 101 How to be plastic bag free July School holiday programme Re-book it! 18 (Cambridge) 15 (Te Awamutu) 12 (Cambridge) 40 (Te Awamutu) 11 (Te Awamutu) 231 (Te Awamutu) 290 (Cambridge) Get lit! Adult reading programme TA & CB Enrich+ Regional staff training day Hannah May gave a presentation on wide-ranging benefits of reading Wharekura o Nga Purapura visited for a tour and finding resources on Alaska St Patrick s Catholic School 37 for the prize giving 20 adults (Te Awamutu) 21 Children (Te Awamutu) 28 Children Report to Service Delivery Committee 16 October 2018 Community Facilities Report Get Lit Adult Winter Reading Challenge 36 people from the district completed the challenge and 227 books in total were read Page 3 of

50 50 Programmes & Activities visited for a tour and talk on finding good books to read Crafternoon session on patch working Design a library of the future competition (children) Who s that baby? competition Behind the scene library tours Learn to spin Montessori Suffrage documentary TA & CB The rubbish trip 92 Steven King Birthday 9 Number of attendees (Te Awamutu) 18 Adults (Te Awamutu) 43 entries 58 entries Well attended 7 Adults Staff member visited Montessori 21 Comments 3.3 Cambridge Birthday Party Celebrations On the 20 July 2018 Cambridge Library celebrated two birthdays; the library opened at Wilson street 20 years ago that day and the library service has been operating in Cambridge for 146 years that month. On the day there were activities and crafts on offer for all ages, as well as face painting for children. Over 600 people visited the library during the day to take part in the celebrations, including two past library managers as well as other past library staff. Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 4 of

51 51 4 District Pools 4.1 District Pools: Levels of Service & Performance Measures Due to the maintenance closure in June and July aquatic visitor numbers are currently tracking behind target. Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 5 of

52 District Pools: Operational & Maintenance Activities Cambridge Pool o Cambridge pools are currently closed for the construction of the new pools and will remain closed until the construction is completed. Te Awamutu Aquatic Centre o The pools reopened at the end of July following the upgrade of plant and completion of maintenance work. The work included: Replacement of four main pool water filters Installation of UV units and associated pipework Recoating of concourse and changing/toilet floor surfaces Internal painting Installation of new how water cylinders servicing showers. o The total cost of the work came in below the expected budget and was completed on time for the reopening at the end of July. While the pools were closed in July the gym and stadium remained open for use, receiving 8,000 visitors. Month Livingston e Aquatics Te Awamutu Events Centre 2018/19 LTS Swim Waipa Swim Waipa Swim 4 Life Holiday Programm e Swim Waipa Total Club Waipa - Aquatic Note: the Te Awamutu pool was closed for most of July 2018 Swimming Sub-Total ASB Stadium Club Waipa - Non- Aquatic TAEC 2018/19 TAEC Total Cambridge 2018/19 Aquatic WCFT 2016/17 Grand Total WCFT 2017/18 Grand Total WCFT 2018/19 July ,156 3,220 8, ,353 19,565 8,066 August 9,197 1, , ,173 4,825 4,118 21, ,544 18,732 21,116 September 9,632 1, , ,500 4,577 4,049 21, ,942 9,023 21,126 Grand Total Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 6 of

53 53 5 Parks & Reserves 5.1 Parks & Reserves: Levels of Service & Performance Measures Number of CRMs Public Toilet Service Requests - Total CRMs (YTD) Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Service Request 18/19 Service Requests 17/18 Monthly Target 17/18 Cumulative Target Cumulative YTD 17/18 Cumulative YTD 18/19 We have tracked well below the target for Public Toilet Service Requests which is a result of a more proactive approach to contract management and auditing. 9,000 8,000 7,000 6,000 5,000 4,000 3,000 2,000 1,000 0 Victoria Park Toilet Jul Jul Aug Aug Sep Sep Female Male Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 7 of

54 54 Walkways Sport Grounds Playgrounds Park Mowing Graffiti Garden Maintenance Furniture Cycleway Park Appearance Complaint CRMs - By Type (YTD) 2017/ /1 Comparison Number of CRMS 2017/18 YTD Totals 2018/19 YTD Total CRM numbers are tracking below last year s comparison for most areas other than garden maintenance, graffiti and furniture. Staff are working hard to address these issues and recruitment of additional resource is on-going. 250 Park Appearance Complaints - Total CRMs (YTD) Number of CRMs Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Customer Request 17/18 Customer Request 18/19 Monthly Target Complaint CRMs - Cumulatve YTD Cumulative Target Total parks appearance complaints are tracking lower since February During this quarter staff received the following number of CRMs: Total CRMs received CRM complaints Open spaces Playgrounds 17 5 Public Toilets Cemeteries 12 1 Burial records 2 1 Totals Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 8 of

55 55 The following pie chart shows a percentage breakdown for sub categories for CRMs received during the quarter Open Spaces Public Toilets Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 9 of

56 56 Cemeteries 5.2 Parks & Reserves: Cemeteries 15 Ashes Interments / /18 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Lawn Interments Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2018/ / Reserved Ashes Plots Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2018/ / Reserved Lawn Plots Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2018/ /18 Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 10 of

57 57 Cemetery Bylaw Review Changes to the Cemetery Bylaw 2013 was adopted at the September Council meeting, following consultation with the community in June. Eleven submissions were received regarding cemeteries. Changes see Waipā using industry best practice and will bring its bylaw in line with neighboring Councils. Changes to the Bylaw tighten provisions for monument heights and floral tributes, as well as regulations for eco-burials. These changes will come into effect from 1 November Parks & Reserves: Risk Management Health & Safety Audits 6 Parks & Reserves - External Contractors 5 Quantity Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun No. of Audits No. Compliant Target No. of Audits Two audits of external contractors were completed in September. Due to a wet month it was difficult to co-ordinate site visits with contractors on site. 6 Parks & Reserves - Internal Team 5 Quantity Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun No. of Audits No. Compliant Target No. of Audits Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 11 of

58 58 Staff have taken a proactive approach to auditing the internal crew s practice which has reflected an increase in health and safety compliance; work will continue to achieve further improvements. Community Facilities- Health & Safety Injuries and Incidents -YTD H&S Event 2017/ /19 Number of Injuries (Lost Time Injury -LTI) 2 0 Total number of LTIs hours: 300 (est) 0 Total number of Medical Treatment Injuries 3 0 Total number of recorded Incidents Total number of Near Misses Reported 8 4 No serious incidents have been recorded in this current quarter. Staff continue to log near misses and minor incidents in Council s electronic system (TRAX). 5.3 Parks & Reserves: Operational & Maintenance Activities Tree Management Contract All KPIs for this period were met. Contract work focused in Cambridge for the month with a good volume of work being completed. Efficiencies are being found by concentrating in one area where possible. A contract review is currently being carried out by consultants, GHD, to review the form of the contract prior to it being re-tendered next year; work is ongoing. West Mowing Contract The contractor is preforming well. The contractor communicates well and completes all tasks on time. A number of performance audits have been completed, with no issues found. It has been quite a wet quarter for mowing, some sites were unable to be mown on scheduled days but the specification was still maintained. Due to timings it was decided to renew the contract for a further 12 months with the intention to retender in East Mowing Contract This contractor has improved their overall performance and communication with Council staff, however it was identified in a Health and Safety audit that this contractor was no longer on Council s approved contractors list (SHE). This has now been rectified. A new variation has been developed to cover additional litter pick-ups to a frequency of once a week, agrichemical spraying on site for hard surface and spot spraying and sweeping after mowing. Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 12 of

59 59 It has been quite a wet quarter for mowing, some sites were unable to be mown on scheduled days but the specification was still maintained. Due to timings it was decided to renew the contract for a further 12 months with the intention to retender in East Toilet Cleaning Contract The contractor s improved performance has been maintained. There has been significant issues with vandalism and deliberate blockages at the Shakespeare Street toilets. Staff are investigating possible causes. West Toilet Cleaning Contract The contractor s improved performance has been maintained. The Jacob Street Exeloo auto door failed. As parts were obsolete the unit was replaced with a manual unit. Pirongia Toilet Council has been successful with a $250k tourism infrastructure fund application for the replacement of the Pirongia public toilets and wastewater system. Staff are awaiting an Agreement from the ministry which will outline the conditions Council will need to comply with. Council s $250k contribution towards the project is funded in Year 2 of the LTP. Mangaohoi Stream Erosion Protection Works The slip adjacent to Christie Avenue has been repaired, however the finishing works will not take place till the site dries. Community Facilities Structure Update Bruce Airey, Manager Community Facilities, will provide an update at the meeting on the new Community Facilities structure. Bruce Airey Manager Community Facilities Approved by: Barry Bergin GROUP MANAGER SERVICE DELIVERY Report to Service Delivery Committee 16 October 2018 Community Facilities Report Page 13 of

60 Postal Address Private Bag 2402 Te Awamutu 3840 New Zealand Head Office Bank Street Te Awamutu 3800 Cambridge Office Wilson Street Cambridge October /6 Mike Pettit Cambridge Community Board Dear Mike WAIPA DISTRICT COUNCIL REPRESENTATION REVIEW Thank you for your recent submission on Waipa District Council s initial proposal for its representation arrangements for the 2019 local elections. Council considered all of the submissions and alternative proposals received on 18 September and has decided that this proposal remains the best arrangement for the next few years. You submitted that Council should find an arrangement of ward boundaries that retains five wards but with ten councillors. Such an arrangement has been found but it would divide communities of interest, especially south of Cambridge and west of Te Awamutu, and therefore is contrary to the section 19T of the Local Electoral Act Communities that currently align with Te Awamutu through the Community Board and Kakepuku ward would be forced to lose their Board representation and change to the Pirongia ward. Similarly rural communities south of Cambridge would be represented by another ward and the Te Awamutu Community Board even though they more naturally align with Cambridge given their location. Council has therefore decided that the best way of complying with the Local Electoral Act 2001 is to keep its proposal to add an extra councillor and Community Board member for Cambridge ward. You have the right to appeal this decision under section 19O of that Act. An appeal form is available on Council s website. Appeals must be received by Council before midnight on Sunday 4 November All appeals will be sent to the Local Government Commission who will decide if Council s decision should be changed. Yours sincerely Graham Pollard STRATEGIC PROJECTS DRIVER 0800 WAIPADC ( ) /WaipaDistrictCouncil /Waipa_NZ /Waipa_DC