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 14 JUNE 2011 COMMENCING AT 9.00 AM
Crs G R Leonard (Chairperson), B A Gordon, D E Challis, G A Harris, and His Worship the Mayor J P Tregidga
Messrs L D Cavers (Chief Executive), R G Paterson (Community Services Manager), Mr J McIver (Community Development Officer), 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.
There were no late items.
CONFIRMATION OF MINUTES
THAT the minutes of the meeting of the Plains Ward Committee held on Tuesday 12 April 2011 are confirmed and are a true and correct record.
PLWC11/12 Harris/Gordon CARRIED
MATTERS ARISING FROM THE MINUTES
Ngatea Hall – Kitchen Renovation
The Community Services – Facilities and Administration Manager updated the members on the options for a new kitchen facility in the hall. She is currently speaking with a professional kitchen designer to look at design options which will particularly address the work flow of the kitchen. A price has been submitted of $10,000.
It was agreed that the window in the kitchen overlooking the park should be removed and that this wall space be utilised more for a more practicable work space and installation of appliances.
Ngatea - Dog Exercise Area
Signage stating that dogs are to be leashed whilst on the Domain has been installed. The Chairperson suggested it may be worthwhile to also have signage installed at the Pipiroa Road side of the Domain as well for people entering from that location. It was requested that activity of dogs in the Domain be monitored and that signage for the Pipiroa Road side be installed if necessary by the Parks and Reserves Manager.
The Community Services monthly report on activities was presented for the Committee’s consideration.
THAT the Community Services monthly report be received.
PLWC11/13 Gordon/Challis CARRIED
REQUESTS FOR FINANCIAL ASSISTANCE
The Historical Society of the Hauraki Plains Inc. 
The Society seeks support of funding to complete the Pioneer Park sculpture wall. They intend to place plaques (story boards) around the wall that will explain how the Hauraki Plains got to where it is now.
THAT the letter from the Historical Society of the Hauraki Plains Inc. be received, and
THAT the Plains Ward Committee grants $2,500.00 to the Historical Society of the Hauraki Plains for plaques, and
THAT the Park Advisory Group Committee works in conjunction with the society to come up with an acceptable option for the number of plaques and their placement within Pioneer Park.
PLWC11/14 Gordon/Harris CARRIED
The Community Facilities and Administration Manager advised that the missing tables from the hall have not been located to date.
A member asked the Community Facilities and Administration Manager how she intends to monitor the hall to ensure furniture does not go missing in future. She advised that the Probus Club would do a check following meetings. It was requested that a letter be written to the Probus Club thanking them for their offer of checking tables and chairs after meetings.
Staff were asked to ensure that a notice be placed in the storeroom advising all hall users to ensure all tables and chairs are accounted for before closing the hall and that the hall user manual be updated with the correct number of tables and chairs. Also, it was suggested that the Hauraki Plains logo be stamped on the tables as a means to identify the tables as Council property.
PARKS AND RESERVES
Ngatea - Main Street Gardens
It was requested that Ward Committee members be given the opportunity to have an input into the upgrade of the main street gardens.
Pioneer Park Development Project
The members were disappointed that the project expenditure had gone over budget, $60,000 over on the overall budget.
The Parks and Reserves Manager provided a breakdown of costs related to the project and stated that the unexpected and exceptionally wet weather significantly added to the soft landscaping work costs. Staff acknowledged that the delivery of the final cost report was late adding frustration to what otherwise a good project that greatly enhances the amenity level and presentation of Ngatea.
The Corporate Services Manager was in attendance to assist with information on the finance report. He suggested that the Ward Committee seek further funding from the ‘District Fund’ to assist with the $9,000 cost of the CCTV security system. And consider the source funding for the $36,000 excess cost.
THAT the Ward Committee seek funding for the cost of the CCTV Security System from the District Fund.
PLWC11/15 Harris/Challis CARRIED
The Parks and Reserves Manager advised that the new playground installation is now complete.
It was suggested that staff write to the Turua Domain and Hall Committee thanking them for their participation in this project.
Hugh Hayward Domain - Grandstand
The Parks and Reserves Manager advised that the high pressure system for the grandstand is working well and is particularly beneficial following rugby games on wet days.
LATE ITEMS OF BUSINESS
PRESENTATION: HAURAKI PLAINS COLLEGE STUDENTS VOLUNTARY SERVICES OVERSEAS TRIP TO CAMBODIA
In December 2010 the Ward Committee contributed funds in support of two Hauraki Plains College students to travel to Cambodia under the Voluntary Services Overseas programme.
One of the students, Brianna-Rose Clark was in attendance to address the Ward Committee on her experiences in Cambodia.
Ms Clark provided an electronic presentation showing images from her Cambodian trip. She spoke of the aid work she, her fellow student and other NZ school students undertook in the community whilst in Cambodia. Ms Clark thanked the Ward Committee for their contribution of funds which allowed her to be part of the VSO programme.
The meeting closed at 10.25am.
G R Leonard
12 July 2011