Hawea Community Association Inc, DRAFT Statement of Income and Expenditure, for the period to 2017

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1 MINUTES OF HAWEA COMMUNITY ASSOCIATION MEETING HELD IN LAKE HAWEA COMMUNITY CENTRE ON September 19 th Meeting opened at 7:30pm. Paul welcomed committee members and visitors. PRESENT: Paul Cunningham (Chair), Rachel Brown, April Mackenzie, Doug Brenssell Also in attendance: Hamish Mackay and Jen Rumore APOLOGIES: Sue Rutherford, Dennis Hughes, Laura Solbak, John Taylor, Don Robertson, Moved: that apologies be accepted. Paul/April CARRIED MINUTES: MOTION => Previous Minutes That the minutes of the August 15th, 2017 meeting be taken as read and confirmed Paul/April CARRIED MATTERS ARISING: no matters arising from the minutes that are not otherwise covered elsewhere in the agenda CORRESPONDENCE: Inward: From Diana Manson, QLDC TO: to Chairman regarding the Garden at the Lake Hawea turn off From John Creek residents, TO: HCA request for funding for planting at John Creek MOTION => CORRESPONDENCE That the incoming correspondence be received Paul/April CARRIED Reports: FINANCIAL REPORT Prepared by April Mackenzie, Treasurer Hawea Community Association Inc, DRAFT Statement of Income and Expenditure, for the period to 2017 Income 2017/2018 $ Subscriptions 1020 Green waste 825 QLDC grant Donations & Misc 1000 Interest 121 Community and neighbourhood support Total Income for the Period 2966 Expenditure Administration Insurance Advertising Room hire Public meetings Care packages/ firewood etc 1

2 ANZAC 120 Green waste 270 History/Book Foreshore and Gap 456 Neighbourhood support/watch Guardians Hawea Youth Group 1500 District plan Total Expenditure for the period 2346 Surplus/(Deficit) for the period 620 Bank reconciliation September 2017 Bank Balance at beginning of financial year 23,087 Plus Surplus/(Deficit) for the period 620 Bank Balance at end of period 23,707 As per Bank Statements ANZ 12, SBS deposit 12, Bank Balances as at 17 September , Less unpresented cheques Plus undeposited cash Balance 23, The SBS have rolled over the HCA Term Deposit to 14 June 2018 at 3.42% Invoices received requiring approval: 1. John Taylor for log splitter fuel: Foreshore $ Reimburse Colleen Carr for gift to departing senior residents; and for coffee and tea etc for the volunteers for the September cleanup $ Owen Ford for fuel for green waste machinery $75.70 All approved Other expected expenditure: padlocks and keys for green waste approved up to $150. MOTION => FINANCIAL REPORT That the Financial report be received. Accounts for payment be approved Paul/Doug CARRIED OTHER REPORTS GREEN WASTE REPORT Prepared by Dennis Hughes 1. After three slow months the Centre is getting busy again. A couple of days of spring weather and Hawea gardeners are quickly back into action bringing in green waste and taking home trailer loads of mulch. 2. In the last month $785 of green waste takings was deposited into the HCA bank account. 3. Spending requests: Recurring problems with the padlock on the entrance gate came to a head last week necessitating purchase of a new padlock and keys. My thanks to (i), Doug Brenssell for being quickly on the spot, getting the gate open and purchasing a new padlock and keys, and (ii), Owen Ford & John McCone for distributing replacement keys to the various key holders. 4. Something the Green Waste operations team has often discussed is having a backup padlock and keys to ensure minimal disruption when problems accessing the Centre arise. Accordingly, I m recommending the purchase of a backup padlock and keys. Doug will know the cost of these replacement items. In my absence Paul Cunningham will comment on this and a further associated item of expenditure. 5. I m looking for 4 additional Green Waste volunteers. If you know of someone who could give two hours on a Saturday afternoon ( pm) once every eight months, please explain how our Centre operates and encourage him/her to make contact with me. 2

3 The committee approved spending up to $150 for key and padlock replacements. Lake Hawea Foreshore Working Group: Prepared by John Langley- Co-ordinator 1) Working bees: there has been one working bee (7 Sept) since the last report. The focus of activity has been removal of dead and dying silver birches on the Terrace below Flora Dora and the preparation of an area for planting near the storm water culvert. The former activity has highlighted how poorly this species thrives in this area. 2) Hawea Flat school children: A group of school children has approached QLDC requesting the opportunity to assist with planting on the foreshore. The children will be invited to assist with planting on the terrace below Flora Dora. 3) Displays: Significant progress has been made on the displays and it hoped that these will be able to be displayed to HCA meeting in October. Swimming Embayment. The swimming embayment redevelopment work has been completed. Contact energy has been very approachable throughout this processes and the contractors very willing to explain what was happening. This work will greatly enhance this area of the lake for recreation over the holiday periods. Contact Energy has offered to supply a picnic table and asked the HCA to indicate where they wish it located. Picnic Table position. We garnered a consensus from the superb turnout on Saturday for the Great NZ Clean Up. We had determined from a few opinions prior, that the two favoured positions for the new picnic table being supplied by Contact Energy, were 1. At the head of the embayment in a clear area, and 2. On the eastern side to be between or slightly out from the willows towards the ramp. The clear preference from the folk was for position 2. The position site is commonly used during the high season, being close to the water whether a high or low lake level by virtue of the steeper embayment side. Picnic table type/choice. Of the few opinions expressed on the type of table, the favoured is the Steel Pedestal type as situated at Kite Surfer Beach. Clear leg space, clean timber lines, and the fact that the seating is closer to the table top - better for kids. The Committee agreed with these choices and thought that seeking the opinions of locals gathered for the September cleanup was an excellent approach. Gladstone Gap - Community Firewood Project. Thanks to the superb efforts of the Friends of the Gap (FRoGs) on August Saturdays 19th (11 folk/3 splitters) and 26th (13 folk/4 splitters), and Monday 21st (6 folk/2 splitters), we have completed the splitting of all the wood at the Gap. While the local Group's splitter was a mainstay, we were the benefactors of the community spiritedness of Geoff and Maureen Kernick and Brent and Sharon Arthur for the use of their units. Together with the bluegum wood stored at Rob Devines, we now have a lot of wood to distribute to the community. Gladstone Gap - Spring Tree planting and liaison with Contact Energy. John Langley is leading from the front in the effort to achieve the next session of planting 50 trees (Kowhai's, Ribbonwood's, and Flaxes). We have been totally supported by Denis McEntyre and Contact Energy in pushing on with the planting. 3

4 Contact Energy are supplying all the trees, installing the irrigation, supplying the coils of rabbit netting for the tree protectors, the stakes for the protectors, and windbreak cloth. Six FRoGs got together on Tuesday 5th September to dig the 50 holes. Again a great effort. Lake Hawea Community Centre Doug gave a report on Lake Hawea Community Centre: the Play series is going well. The play Bill Massey s Tourists was very successful and at the end of October another event, Andrew London Trio, will be presented. This weekend the centre will be used as a polling station for the national election. These activities mean the centre is fairing well financially. The centre is getting quotes for roof painting and is looking in to the possibility of purchasing a new portable sectional stage. ANZAC: ANZAC committee have been meeting and planning commemorations; 3 October and 3 December are the next dates for commemoration services. The ANZAC committee are working on proposals for Armistice day commemorations Wanaka Community Board Rachel Brown Rachel emphasised the importance of the HCA getting the community engaged in the QLDCs long term plan. She is pleased that Marie Day from the QLDC has a slot at the AGM. Proactive involvement in the 10 year plan is critical. Rachel again reminded the committee of the importance of identifying desired capital projects. The committee immediately identified: road reserve and parking improvements in the Sailz area; foreshore group funding possibilities; public toilets as the types of projects which could have significant funding implications. Rachel encouraged the HCA to write to NZTA regarding the SH6/Hawea Dam intersection. She reminded the committee about the OPUS report written at the time the improvements were being proposed. It was agreed that the chairman would follow up on the status of the intersection and write to NZTA regarding signs etc as appropriate. The committee discussed the from Diana Manson. QLDC, who had received a quote for the repair and upgrade of the garden area at the SH6 intersection. Diana was seeking input from the HCA to gauge their interest in the project and their willingness to assist with costs. A significant part of the cost is traffic management. The committee indicated that it might be able to source traffic management at a lesser cost. Also, the committee suggested that given the harsh location that perhaps consideration could be given to putting in a sculpture and lighting which would likely be lower maintenance than plants. Also the community might be able to contribute labour efforts to the project in lieu of a cash contribution. Paul to reply to Diana to continue discussion on this project. MOTION => OTHER REPORTS That the reports be received. Paul/Doug CARRIED GENERAL BUSINESS 1. New Committee and Nomination forms The committee referred to the constitution identifying the committee positions: 1. Chair 2. Vice chair 3. Secretary 4. Assistant secretary 5. Treasurer 6. Members four positions 7. Immediate past president 8. Appointee from the lake Hawea Guardians 9. Appointee from the Lake Hawea Community Centre 4

5 Jen Rumore indicated she was willing to stand for vice chairman; member nominations include: John Taylor; John Langley: Don Robertson; Hamish Mackay: Doug Brenssell and Laura Solbak. Paul indicated his willingness to re-stand for chairman and Dennis Hughes continues as past president. It was up to Guardians and the LHCC to appoint their representatives. Candidates for the positions of secretary and treasurer were still being sort. The committee identified several potential candidates who Paul will approach. Those seeking nomination are to be paid up members of the HCA ($20 per household) and complete a nomination form to be with the secretary 48 hours ahead of the AGM. 2. Lake Hawea Hotel: Christmas/New Year concerts parking plan and rubbish collection It was agreed that the chairman should call a meeting with the interested parties early/mid November to discuss arrangements for the holiday period. Interested parties would include: the hotel; freedom camping wardens; police; QLDC; Sailz and cover such topics as parking; cleaning; camping; recycling etc 3. Preparation for the AGM The committee discussed planning for the AGM and agreed the following agenda: am Doors to open; with tea and coffee available from that time am meeting to start sharp at this time AGM business Marie Day from QLDC on the long term planning process presentation from Trevor Andrews, on Civil Defence presentation and question time Boyd Brinsdon, Contact Energy on lake levels etc Ulrich Glasner, QLDC on water chlorination This schedule is tight and has just 15 minutes of flexibility. The minutes of the last AGM need to be circulated: April agreed to follow up with Dennis It was agreed the schedule of doors opening at 930 and the meeting starting sharp at 10 am to be placed in Errol s newsletter Paul to follow up. A notice to be put on the Sailz notice board and in the messenger etc. The treasurer s report and accounts are complete and the review by Ron Sasse, CA, Invercargill complete. 4. Planning paper The committee briefly discussed the updated planning paper and agreed with April that it was not yet ready for wider distribution. It was agreed it would be taken forward to the new committee but that Paul, as chairman, would mention it at the AGM and make the community aware of the committee s efforts on planning and community engagement. 5. Other a) Rachel gave her apologies for the AGM b) Paul to complete letter regarding Domain c) Funding request for planting at John Creek: more information about the land (contacts or QLDC or Doc Land) and the planting to be obtained. The fund requesters to be invited to a future meeting to discuss - Paul to action. The committee noted that Contact have been very supportive of planting efforts, including supplying trees and materials d) Letter drafted by Don Robertson regarding street lighting was discussed and approved; Paul to organise completion of the letter, sign and forward to QLDC NEXT MEETINGS: 1. AGM: 9.30 doors open; 10 am start Saturday 7 October Lake Hawea Community Centre 2. Monthly meeting:730pm, Tuesday 17 October, Lake Hawea Community Centre 5