Hauraki District Council
Plains Ward Committee
MINUTES OF A MEETING OF THE PLAINS WARD COMMITTEE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON TUESDAY 9 FEBRUARY 2010 COMMENCING AT 9.00 AM
Crs B A Gordon (Chairperson), D E Challis, G A Harris, G R Leonard and His Worship the Mayor J P Tregidga
Messrs L D Cavers (Chief Executive), R G Paterson (Community Services Manager), R Ashley (Community Services Operations Manager), Mr S Clark (Parks & Reserves Manager), R Kirby (Community Services Facilities and Administration Manager) and Ms C Black (Council Secretary)
There were no apologies.
Pursuant to Section 46A (7) of the Local Government Official Information and Meetings Act 1987, the Chairperson called for late items to be accepted.
THAT pursuant to Section 46A (7) of the Local Government Official Information and Meetings Act 1987, the following late items be accepted for discussion.
- Ngatea Women’s Institute - Request for use of Footpath
The item was not on the agenda because the item was unavailable at the time of the agenda deadline.
Discussion on the item could not be delayed because permission for use of the footpath was required before the next Ward meeting.
PLWC10/01 Harris/Leonard CARRIED
CONFIRMATION OF MINUTES
THAT the minutes of the meeting of the Plains Ward Committee held on Tuesday 8 December 2009 are confirmed and are a true and correct record.
PLWC10/02 Harris/Challis CARRIED
The Community Services monthly report on activities was presented for the Committee’s consideration.
THAT the Community Services monthly report be received.
PLWC10/03 Challis/Leonard CARRIED
Hugh Hayward Domain – Cricket Wicket
An approach has been made by Plains cricket representatives requesting that the concrete cricket wicket that was previously installed at Hugh Hayward Domain be reinstated.
The Parks and Reserves Manager tabled a copy of a possible site plan highlighting the proposed locations for the replacement wicket.
The members agreed that the wicket be installed to the east of No.1 field (as described) on the Hugh Hayward Domain with funding provided from the Community Facilities and Recreational Development Fund.
THAT the Ward Committee approves a concrete cricket wicket be installed to the east of No.1 field on the Hugh Hayward Domain with funding to be sourced from the Plains Community Facilities and Recreational Development Fund.
PLWC10/04 Harris/Leonard CARRIED
Hugh Hayward Domain – Ashes Wall
Staff have been advised that for the ashes wall to proceed within the Hugh Hayward development, a controlled activity resource consent will have to be obtained from Council to allow the wall to be installed.
THAT an application for a ‘controlled activity’ consent to allow the columbarium ashes wall to be installed in the Hugh Hayward Domain.
PLWC10/05 Challis/Leonard CARRIED
Hugh Hayward Domain – Skate Park
In January, Crs Gordon and Leonard and the Parks and Reserves Manager along with four young skaters from the Ngatea area visited five skate parks designed and built by contractor Tom Smithers.
At the conclusion of the trip, the group came up with their preferred design. This design was obtained from the contractor. A meeting was then held with the skate park users where a number of changes were made.
The Parks and Reserves Manager advised that a quote has been received from Tom Smithers for $128,000 plus GST which includes earthworks, construction and accommodation.
As this quote is above the budgeted amount allowed for the project, it was suggested that the shortfall of funding could be met through application to the Lotteries Commission and other sources.
Cr Leonard suggested that staff speak with Mr Smithers and the skate park users to ask them if they could see any part of the plan that could be removed or altered in some way to reduce cost.
After further discussion, it was agreed that the budget for the skate park development be brought forward to this financial year and the present facility be removed in stage one of the HH Park project.
THAT the funding for Skate Park budget be brought forward from 2011/12 and installed in this financial year; and
THAT the present facility is signaled for removal in stage one of the Hugh Hayward Park project.
PLWC10/06 Leonard/Harris CARRIED
Hauraki Plains Netball Association – Courts Development
The Parks and Reserves Manager advised that work has commenced on this project with the foundations for the courts well under way. The project is on target and the netball courts will be available for use by mid March.
The metal sourced from the area in front of the rugby club rooms was found to be contain seal emulsion which made it unsuitable for placing under the courts. Staff would like to dig out the proposed car park area along the road verge in front of the RSA and place this metal in this area. It could then be compacted and sealed at a later date.
The members considered the proposal and approved that the metal from the netball courts development be utilized for the proposed car park area.
THAT the metal from the netball courts development be utilized for the proposed car park area.
PLWC10/07 Harris/Challis CARRIED
Vandalism – Grandstand Hugh Hayward Domain
Due to the increase in vandalism reported over the holiday period to the grandstand, it was suggested that the Parks & Reserves Manager investigate a means to prevent further vandal damage at the grandstand.
Mangatarata Reserve – Trees
Prior to Xmas, the Council employed contractor trimmed the trees located along SH2 next to the Mangatarata Reserve as they had caused three power outages over a short period. The contractor expressed concern about the long term effect two of these large Oak trees and the various trees along SH27 would have on the overhead power lines on SH2.
As these trees have been trimmed in the past by the power company, the cost of any further work is the responsibility of the Mangatarata Reserve Committee.
The cost quote received from the contractor to remove and chip the trees including the traffic management plan on SH2 is $2,360.00 and SH27 is $26,200.00.
As the trees are so close to the power lines a specialist contractor is required. Another suitable qualified contractor and price is presently being sought.
To remove future issues of trees interfering with the power lines, it was suggested that the trees recently planted along the boundary at the Reserve be removed.
The Parks and Reserves Manager has asked the power company if the power can be turned off and another contractor trim the trees. He is awaiting a response from the company.
It was also suggested that to reduce cost the contractor be requested to cut the trees and allow to Council remove the cuttings.
The responsibility for planting the offending trees is not clear, and the matter requires clarifying. Council has a lease with the Hauraki Golf Club which defines certain obligations however the agreement may not address the folly of planting trees under or near power lines. Nevertheless there is feeling that the subject trees were planted by the lessee many years back.
THAT the Parks and Reserves Manager organise a meeting with Mangatarata Reserve Committee to discuss the future of the trees affecting the power lines adjoining the reserve and what measures should be taken to prevent repeat plantings.
PLWC10/08 Leonard/Harris CARRIED
Note: Council members are asked to recognise that following the creation of the resolutions below which are subject to this project, a report was submitted to the February 10 Council seeking authority for the commissioning of a bronze statue as part of the park development project and which was subsequently approved. AND that a separate report has been submitted to the February 24 Council meeting addressing the balance of the recommendations made by the Plains Ward Committee February 9.
Due to the urgency of timing in regard to the commissioning of the statue, the Ward’s recommendation were split between two Council meetings and it is now necessary in order to complete the requirements of the Ward Committee to present the February 24 report.
Members are asked to receive the minutes relating to this matter but exclude the adoption of the recommendations Nos. PLWC10/09 to PLWC10/14 incl. and rely on the February 10 and 24 Council reports.
A report from the Parks and Reserves Manager was presented which sought the member’s approval of a revised budget and programme for the Hugh Hayward Domain Park Project.
The members were advised that to allow the sculptor to commence work on the bronze feature statue for the park project, a decision is required as to who would be delegated the task of approving the total budget for the design and supply of the statue and who would decide on the form and type of the statue.
It was agreed that the Ward Committee be given delegated authority to make the decisions pertaining to the statue in respect to ‘form, finish and colour’.
It was also agreed that a subcommittee be formed to be known as the Hugh Hayward Park Project Advisory Group (PAG) for the purpose of developing the plans for the Hugh Hayward Park Development with the membership being Plains Ward Committee, along with Messrs A Quinn, D Horder, N Harris and M Reid and the Chairperson shall be the Plains Ward Committee Chairperson.
A letter to Council from the PPP group was tabled which advised the membership of the subcommittee they have formed to consider the development of the domain project.
THAT the report be received; and
THAT the Ward Committee recommends to Council:
THAT a subcommittee called the Hugh Hayward Park Project Advisory Group (PAG) be formed for the purpose of developing the plans for the Hugh Hayward Park Development with the membership being Plains Ward Committee, along with Messrs A Quinn, D Horder, N Harris and M Reid and the Chairperson shall be the Plains Ward Committee Chairperson.
PLWC10/09 Leonard/Harris CARRIED
THAT the total budget allocated for the project be $350,000 and that the project be completed before 1st November 2010.
PLWC10/10 Harris/Leonard CARRIED
THAT $100,000 from the Plains Community Facilities and Recreational Development Fund is used towards the funding of the project.
PLWC10/11 Tregidga/Leonard CARRIED
THAT $70,000 of the total budget be allocated for the design and supply of a bronze feature statue and that the decision on the form and type of the statue is delegated to the Plains Ward Committee.
PLWC10/12 Tregidga/Challis CARRIED
Ashes Wall is constructed at the same time as the Hugh Hayward Park development project with a budget of $15,000 funded from the Plains Unallocated Projects Fund.
PLWC10/13 Harris/Challis CARRIED
THAT the playground replacement project originally scheduled for 2012 be brought forward for completion by 1st November 2010.
PLWC10/14 Harris/Leonard CARRIED
Minutes of the Ngatea Hall and Domain Management Committee meeting held on Thursday 26 November 2009 were presented for the information of the Committee.
THAT the minutes of the meeting of the Ngatea Hall and Domain Management Committee held on Thursday 26 November 2009 be received and the recommendations contained therein, adopted.
PLWC10/15 Leonard/Harris CARRIED
LATE ITEMS OF BUSINESS
Ngatea Women’s Institute - Request for use of Footpath
The group asks that they are allowed to have a table displaying memorabilia on a section of the footpath outside the Ngatea Post Shop on Monday, 22 February 2010 from 9.00am until 2.00pm as part of their national promotion day.
THAT the request from the Ngatea Women’s Institute for the use of the footpath on Monday, 22 February 2010 be approved.
PLWC10/16 Challis/Leonard CARRIED
The meeting closed at 11.05am
B A Gordon
16 March 2010