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 13 SEPTEMBER 2011 COMMENCING AT 9.00 AM
Crs G R Leonard (Chairperson), B A Gordon, D E Challis and G A Harris
R G Paterson (Community Services Manager), K D Thompson (District Engineer), G Thomsen (Roading Manager), R Bayer (Roading Engineer – OPUS), 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)
THAT the apology of His Worship the Mayor, J P Tregidga be received and sustained.
PLWC11/25 Gordon/Harris CARRIED
There were no late items.
CONFIRMATION OF MINUTES
THAT the minutes of the meeting of the Plains Ward Committee held on Tuesday 16 August 2011 are confirmed and are a true and correct record.
PLWC11/26 Harris/Challis CARRIED
MATTERS ARISING FROM THE MINUTES
Ngatea Domain and Sportsfields – Commercial Concessions
Discussion arose regarding commercial concessions on Council reserves and sport fields. To clarify to the Domain users what the rules are regarding refreshment stalls on reserves, it was requested that staff write to all Domain Users explaining Council policy on commercial food outlets being invited to the Domain.
THAT staff write to all Domain Users explaining Council policy on commercial food outlets being invited to the Domain.
PLWC11/27 Gordon/Harris CARRIED
The Community Services monthly report on activities was presented for the Committee’s consideration.
THAT the Community Services monthly report be received.
PLWC11/28 Gordon/Challis CARRIED
REQUESTS FOR FINANCIAL ASSISTANCE
The Community Development Officer presented requests received for financial assistance.
Hauraki Plains Junior Soccer Club 
The President of the club writes advising that they are upgrading the kitchen and toilets at a cost of $6,300 and asks that the Ward considers assisting them with this cost.
The President has also thanked Council for the ($1450) grant towards the roof extension painting that was completed recently.
THAT the Ward Committee grants $500.00 to the Hauraki Plains Junior Soccer Club from the Ward Discretionary Fund.
PLWC11/29 Harris/Challis CARRIED
Special Olympics Thames Valley 
A letter of appreciation was received from the Thames Valley Special Olympics Co-ordinator thanking the Ward Committee for their support with their Indoor Bowling Day held in Ngatea.
Turua School 
Tracey Fisher, Principal of Turua School was in attendance and spoke to their request.
The School Principal advised members of the costs of providing a swimming pool for the students as well as the community outside of school hours and gave a breakdown of some of the costs.
The Ministry of Education does not fund swimming pools. The school makes a contribution out of their operations grant towards the provision of a supervisor during the school hours. This grant does not cover the total maintenance and running costs and is reliant on fundraising by the school community to cover the shortfall.
The cost to transport students to the Ngatea community pool is too expensive and could result in not being able to provide swimming lessons. To open outside of school hours creates a health and safety issue as supervision is a voluntary role.
Due to a shortfall in funding, the school asks that the Ward Committee consider assistance towards the funding of sun shades, pool maintenance of filter system, chemicals and wages for pool supervisors.
Following discussion, the members supported the continuation of children learning to swim but considered it would set a precedent for other schools in the district.
THAT the request from Turua School is declined, and
THAT a letter be written to the school explaining the decision.
PLWC11/30 Harris/Challis CARRIED
NEW ZEALANDER OF THE YEAR AWARDS 2011 
Attached for the information of the Committee was a copy of the correspondence from the National Awards Manager advising that nominations for this year’s awards are now open. The categories for the awards are as follows:
- The Kiwibank New Zealander of the Year Award
- The Countdown Senior New Zealander of the Year Award
- The Coca-Cola Amatil Young New Zealander of the Year Award
- The Mitre 10 Community of the Year Award
- The Kiwibank Local Heroes Awards
Nominations close on Friday 14th October and nomination forms are available from Countdown Supermarkets, Kiwibank and Mitre 10 branches or by free phone 0508 692 927 or nominations can be made online at www.nzawards.org.nz
Mr David Greenslade, member of the Turua Hall and Domain Committee presented a copy of a submission and a petition about road safety issues on Hauraki Road, Turua, collected by the owner of the Turua Dairy who was also in attendance in support of the submission. Gene Thomsen (HDC – Roading Manager) and Ross Bayer from (OPUS International - Roading Engineer) were also in attendance to respond to the submission.
The group is particularly concerned that the recently constructed pedestrian refuge located in the middle of Hauraki Road close to the Turua Dairy is causing an obstruction to passing traffic. The narrow lane width of the road in front of the dairy cause’s conflict between passing vehicles and parked cars at the dairy and the presence of the refuge restricts evasive action to avoid colliding with these parked cars. The group were also concerned about the safety of the Orongo Road corner and cycle lane.
The Committee asks that Council give consideration to the following:
- Remove the pedestrian refuge crossing that is sited close to the Turua Dairy
- Review the standards along Hauraki Road up to and including Orongo Corner
- Reconsider the width, camber and road markings of Hauraki Road within the Turua Township
- Conduct a review of Hauraki Road in light of the expected downstream effects of the new Kopu Bridge
- Provide opportunities for the Turua Hall & Domain Committee to have full consultation.
Mr Greenslade was asked a number of questions about aspects of his presentation.
In response to Mr Greenslade’s submission, the Roading Manager confirmed that the east side shoulders of Hauraki Road in the urban area are steep, making it more difficult to park. There may also be an issue particularly for heavy vehicles experiencing a change in the cross slope of the road.
Mr Ross Bayer (Roading Engineer OPUS) responded with explanations as to the original design of the refuge.
Crs Gordon and Harris noted that the improvements that Mr Greenslade proposed had merit but the cost would be a major consideration.
It was concluded that the District Engineer and Roading staff prepare a response to the road safety issues raised by Mr Greenslade at the location to be reported to the October mid month meeting of Council for further consideration.
It was suggested that further input be sought from the petitioners/members of the community to assist preparation of the report.
The District Engineer noted that there are likely to be a number of stake holders affected by this issue and their input would also be required.
THAT the District Engineer and Roading Manager investigate the safety issues raised by the Turua Hall and Domain Committee and prepare a report in response to be presented to the Ward Committee at their meeting on 11th October 2011.
PLWC11/31 Gordon/Harris CARRIED
PARKS AND RESERVES
Waharau Dump Station Kaiaua (790993)
A letter has been received from Ian Snell, who is the Resource Officer for the Auckland area for the NZ Motor Caravan Association. The Caravan Association is concerned that the Waharau Dump Station is being used incorrectly by campervan owners presently by discharging their grey water tanks at this location. The site is listed with the Association as a Portipotti/Cassette only disposal point because of the limited capacity and the requirement for Council to remove effluent by pumping and cartage.
THAT the Motor Caravan Association is granted permission to investigate and complete works at the Waharau Dump Station subject to staff approval.
PLWC11/32 Challis/Harris CARRIED
The Parks and Reserves Manager advised he has received prices for a ‘lilly pad’ swing. A price was received of $9,000 which is outside the budget.
If a lilly pad swing is not to be purchased, it was suggested that the purchase of a full swing set be investigated.
Turua Jetty – Maintenance
The members were advised that Mr Jim Sutherland is working with an engineering firm to find a solution to the maintenance of the jetty.
Kaiaua – Miranda Cemetery
Recently, several people have reserved ash’s plots in the Miranda cemetery. These reservations have left four free ashes plots. The Kaiaua Cemetery is not used frequently, however staff suggest that four ash’s plots are not sufficient to provide for the community , and the installation of an ashes garden similar to the districts other cemeteries is required. The cost to install an ash’s garden is $6,000. This would provide an additional 40 plots.
The community would prefer a more personal area for the ashes garden.
It was suggested that feedback be sought from the community on this matter when the Long Term Plan meeting is held at Kaiaua on 24 October.
THAT the construction of a new ashes garden in the Miranda Cemetery be considered at the Long Term Plan consultation meeting with the Kaiaua community on 24 October 2011.
PLWC11/33 Gordon/Harris CARRIED
Swimming Pool – Request for Use of Pool – Sports Waikato
A request has been received from Sport Waikato’s swimming co-ordinator requesting coaching times for ‘elite’ swimmers in Council pools on Saturdays throughout summer. The request would require three lanes of the pool for four hours during public sessions.
The Districts pools do not open until 11.00am on Saturdays; this leaves the majority of the morning available for this request. Staff offered this time to Sport Waikato who has declined, stating that this time is unsuitable.
THAT the request be declined, and
THAT staff advise the Sports Waikato Swimming Co-ordinator the reason for the decision.
PLWC11/34 Harris/Leonard CARRIED
A report from the Community Services - Facilities Manager was presented regarding the new toilet facility proposed for Hugh Hayward Domain.
The Community Facilities Manager outlined the advantages of the modular toilets as opposed to the construction of a standard toilet block.
The cost of a basic twin module Exeloo is $120,000 there are optional extras which would increase the cost to approximately $135,000 plus $20,000 to $30,000 installation costs. The estimated total cost of an Exeloo would be $165,000.
The members agreed that the modular type toilets are preferred.
It was suggested that a site visit be held to look at the best location for the toilets. It was agreed that the Committee and staff meet at the Service Centre in Ngatea on Thursday 22 September 2011 at 1.00pm following the ashes placement ceremony at the memorial wall.
It was proposed that other matters be discussed during this time such as proposed projects for the Long Term Plan and to look at a number of trees requiring attention in the Domain.
THAT the report be received, and
THAT the purchase of two modular toilets be approved, and
THAT further consideration is given to where the toilets are to be sited.
PLWC11/35 Leonard/Gordon CARRIED
Community Services Manager, Gary Paterson – Retirement
The Chairperson and members of the Committee acknowledged Gary Paterson for his work with the Plains Ward Committee and the communities of the Hauraki Plains over his years with Council and wished him all the best for his retirement.
The meeting closed at 11.50am.
G R Leonard
11 October 2011