Notice is given that an ordinary meeting of the Motueka Community Board will be held on:

 

Date:                       Time: Meeting Room: Venue: Zoom conference link: Meeting ID: Meeting Passcode:	Tuesday 21 June 2022 4:00 pm Motueka Library 32 Wallace Street, Motueka https://us02web.zoom.us/j/86058379462?pwd=MkNLNEdTZmNjTkg4bkFOWnFMbkNsQT09 860 5837 9462 572485
Motueka Community Board    Poari hapori ki Motueka     AGENDA

 

MEMBERSHIP

 

Chairperson	B Maru
Deputy Chairperson	D Armstrong
Members	R Horrell
	J Tomsett
	Cr B Dowler
	Cr D Ogilvie
	Cr T Walker

 

 

 

(Quorum 4 members)

 

Contact Telephone:  03 528 2015 Email: emma.gee@tasman.govt.nz Website: www.tasman.govt.nz

 

 

AGENDA

1        Opening, Welcome, KARAKIA

2        Apologies and Leave of Absence

 

Recommendation That apologies be accepted.

 

3        Public Forum

4        Declarations of Interest

5        Confirmation of minutes

 

That the minutes of the Motueka Community Board meeting held on Tuesday, 17 May 2022, be confirmed as a true and correct record of the meeting.

 

6        Presentations

6.1     Better Off Funding Package.................................................................................... 4

7        Reports

7.1     Reserve Financial Contributions........................................................................... 24

7.2     Discretionary Fund Applications............................................................................ 34

7.3     Motueka Community Board Chairs Report........................................................... 44

7.4     Financial Summary................................................................................................ 58

7.5     Action List.............................................................................................................. 61

7.6     Special Projects Action List................................................................................... 64

8        Correspondence

8.1     Correspondence.................................................................................................... 70

9        Confidential Session

Nil

7        CLOSING KARAKIA

 

 

6     Presentations

6.1     Better Off Funding Package

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Emma Gee, Team Leader - Customer Services (Motueka)
Report Number:

 

Amy Smith, Community Policy Advisor, will make a presentation to the Motueka Community Board on the Better Off Funding Package.

 

 

    

Appendices

1.⇩

Better Off Funding

5

  

 

 

7     Reports

7.1     Reserve Financial Contributions

Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Richard Hollier, Reserves & Facilities Manager
Report Number:	RMCB22-06-1

 

1.1     This report provides an update on:

·        the current status of the Motueka Ward Reserve Financial Contribution (RFC) account; and

·        the reserves and facilities projects proposed for the next 2 financial years; and

·        the Special Purpose Committee (halls and community centres) capital project and maintenance requests for the 2022/2023 financial year.

1.2     The RFC account includes funds received from land subdivision and large resource consents taken under the Resource Management Act as financial contributions. The RFC funds received in the Motueka Ward are largely applied to the purchase of land for reserves and capital improvements to reserves and facilities. The Special Purpose Committee requests are funded from general rates.

 

 

That the Motueka Community Board:

1.       receives the Reserve Financial Contributions RMCB22-06-1; and

2.       recommends to Council the proposed Reserve Financial Contribution carry forward from the 2021/2022 financial year into the 2022/2023 financial year, for the following projects:

·        $30,850 from the Walkways General account

·        $202,075 from the Sportsfields General account

·        $126,610 from the Playgrounds General account; and

3.       recommends to Council the proposed Reserve Financial Contribution carry out to the 2023/2024 financial year, of $84,280 from the Toilets General Account; and

4.       recommends to Council the additional budget allocation of $357,821 in the 2022/2023 financial year from the Motueka Ward Reserves Financial Contributions as additional funding for the following projects:

·        $292,431 to the Sportsfields General account

·        $126,210 to the Playgrounds General account; and

5.       recommends to Council the Reserve Financial Contributions Capital projects to be undertaken in the 2022/2023 financial year and the projects proposed for the following year as set out in the following table; and

Project Name	Work Description	Budget
Project Location	Scope of work	2022/23	2023/24
Walkways General		41,334	16,216
Little Kaiteriteri- Stephens Bay	Walkway completion Tapu Bay - Little Kaiteriteri	30,797
Saltwater Baths	Resurfacing	10,537	16,216
Cemeteries		10,476	0
Motueka Cemeteries	Motueka Cemetery beams	10,476	0
Coastcare		15,713	16,216
Torrent Bay	Coastal Planting	5,000	5,000
Foreshore	Progress foreshore landscaping	10,713	11,216
Toilets General		10,000	84,280
Decks Reserve (Note 1)	Toilet feasibility	10,000	84,280
Motueka Quay Carpark/Landscaping		49,382	0
Motueka Quay Old Wharf area	Stage 2 landscaping of carpark area	49,382
Sportsfields General		594,500	32,433
Goodman Recreation Park (Note 2)	Sportsfield toilet	186,000
Goodman Recreation Park	Parking	408,500
Sportspark Motueka	Parking design & consenting		32,433
Picnic Area/Gardens General		0	32,433
Ward Picnic/furniture	park furniture across ward		32,433
Playgrounds General		272,000	75,676
Thorps Bush	Install play equipment	4,000	75,676
Decks Reserve	New modular unit	128,000
Beach Reserve	Play Equipment upgrade	90,000
Motueka Skate Park (Note 3)	Skate park development	50,000
Ward Totals		993,405	257,254

 

6.       recommends to Council the Special Purpose Committee project spend of $65,600 for upgrades and capital works at the Dovedale and Riwaka Halls halls as outlined in the following table:

Facility	Project	Budget 2022-2023
Dovedale Hall	HWC/Roof painting	6,000
Riwaka Hall	Painting -Foyer/toilets, Curtains/blinds	7,500
Riwaka Hall	Plumbing upgrade to WC	6,300
	Total	$65,600

 

3.1     This report provides an update on the status of the Motueka Ward Reserve Financial Contributions (RFC) accounts, the project activity for the 2022/2023 financial year and budgets for the following financial year.

3.2     The project also provides the Board with the Special Purpose Committee requests for capital projects and maintenance for the 2022/2023 financial year.

 

4.1     The updated RFC budgets for the Motueka Ward  as included in the Annual Plan 2022/2023 for the next two financial years is shown in Table 1 below.

Table 1 –Budgets for Years 2022/2023 – 2023/2024

Account	Total AP 2022/23	Total AP 2023/24
Grand Total	1,942,519	2,071,863
Income
Development & Financial Contributions	-579,000	-593,475
Total Income	-579,000	-593,475
Applications of Operating Funding
Valuation Fees	5,447	5,583
Keep Motueka Beautiful	10,000	10,000
Transfer to District wide	11,246	11,527
Closed Account Interest	-13,598	-19,962
Total Applications of Operating Funding	13,095	7,148
Applications of Capital Funding
Walkways General	10,476	16,122
Stephens Bay/Tapu Bay	0	0
Cemeteries	10,476	0
Coastcare	15,713	16,122
Toilets General	94,280	0
Motueka Quay Carpark/Landscaping	49,382	0
Mot Playgrnd Youth Park	0	0
Sportsfields General	99,994	32,244
Picnic Area/Gardens General	0	32,244
Playgrounds General	80,000	75,235
Capital Programme Provision	-36,032	-17,197
Total Applications of Capital Funding	324,289	154,770
Other Capital Items
Transfer to Reserves	136,861	-1,197,589
Internal Transfers Paid	104,755	1,621,629
Total Other Capital Items	241,616	424,040
Opening Balance
Opening Balance	1,942,519	2,079,380
Total Opening Balance	1,942,519	2,079,380

4.2     The RFC account income is largely derived from land subdivision and is difficult to accurately predict. The budgeted income for the 2021/2022 year was $557,803 whereas the actual income as at 30 April 2022 was $156,212. Due to the difficulty of projecting the budgets the RFC income in one year is generally used to fund capital projects in the following year.

4.3     The actual expenditure against budget as at 30 April 2022 is shown in Table 2 below together with the amount proposed to be carried forward into the 2022/2023 year for projects in progress at 30 June 2022 and an amount proposed to be carried out to the 2023/2024 financial year.

Table 2 – Actual Expenditure in 2021/2022 compared to budget and recommended carry forward

Account	Total Budget 2021/2022	YTD Actuals 2021/2022	Proposed Carry Forward 2022/2023	Proposed Carry Out 2023/2024
Income
Development & Financial Contributions	-557,803	-156,212
Total Income	-557,803	-156,212
Applications of Operating Funding
Valuation Fees	5,320	5,660	0	0
Community Contribution	81,840	80,000	0	0
Keep Motueka Beautiful	10,000	2,263	0	0
Te Awhina Marae	25,575	25,000	0	0
Transfer to District Wide	10,983	10,983	0	0
Closed Account Interest	-9,563	-6,235	0	0
Total Applications of Operating Funding	124,155	117,671	0	0
Applications of Capital Funding
Walkways General	47,575	14,404	30,858	0
Stephens Bay/Tapu Bay	0	2,313	0	0
Cemeteries	10,984	1,800	0	0
Coastcare	15,345	0	0	0
Toilets General	184,449	157,351	0	84,280
Sportsfields General	389,571	187,496	202,075	0
Picnic Area/Gardens General	11,178	12,373	0	0
Playgrounds General	171,000	44,390	126,610	0
Total Applications of Capital Funding	830,102	420,126	359,543	84,280

4.4     Additional information will be provided at the meeting about the projects that Keep Motueka  Beautiful would like to progress in 2022/2023 from the $10,000 RFC operational funding budgeted for this purpose.

4.5     The capital projects funded from RFC funds that we propose to undertake over the next 2 financial years are set out in Table 3 together with projects still in progress as at 30 June 2022. I seek the Board's endorsement of these projects.

Table 3 – Amended budget recommendation for 2022/2023

Account	Budget AP 2022/23	Proposed Carry Forward	Additional Funding	Revised Budget 2022/23	Budget 2023/24
Capital Projects
Walkways General	10,476	30,858		41,334	16,216
Cemeteries	10,476	0		10,476	0
Coastcare	15,713	0		15,713	16,216
Toilets General	94,280	0		10,000	84,280
Motueka Quay Carpark/Landscaping	49,382	0		49,382	0
Sportsfields General	99,994	202,075	292,431	594,500	32,433
Picnic Area/Gardens General	0	0		0	32,433
Playgrounds General	80,000	126,610	65,390	272,000	75,676
Total Capital Projects	360,321	359,543	357,821	993,405	257,254

4.6     Further information on the location and scope of projects in each of the budget areas shown in Table 3 are provided in Table 4 below:

Table 4 – Reserve Development Projects – Motueka Ward

Project Name	Work Description	Budget
Project Location	Scope of work	2022/23	2023/24
Walkways General		41,334	16,216
Little Kaiteriteri- Stephens Bay	Walkway completion Tapu Bay - Little Kaiteriteri	30,797
Saltwater Baths	Resurfacing	10,537	16,216
Cemeteries		10,476	0
Motueka Cemeteries	Motueka Cemetery beams	10,476	0
Coastcare		15,713	16,216
Torrent Bay	Coastal Planting	5,000	5,000
Foreshore	Progress foreshore landscaping	10,713	11,216
Toilets General		10,000	84,280
Decks Reserve (Note 1)	Toilet feasibility	10,000	84,280
Motueka Quay Carpark/Landscaping		49,382	0
Motueka Quay Old Wharf area	Stage 2 landscaping of carpark area	49,382
Sportsfields General		594,500	32,433
Goodman Recreation Park (Note 2)	Sportsfield toilet	186,000
Goodman Recreation Park (Note 2)	Parking	408,500
Sportspark Motueka	Parking design & consenting		32,433
Picnic Area/Gardens General		0	32,433
Ward Picnic/furniture	park furniture across ward		32,433
Playgrounds General		272,000	75,676
Thorps Bush	Install play equipment	4,000	75,676
Decks Reserve	New modular unit	128,000
Beach Reserve	Play Equipment upgrade	90,000
Motueka Skate Park (Note 3)	Skate park development	50,000
Ward Totals		993,405	257,254

4.7     Further explanation is provided below to explain changes to the scope, timing or funding of particular projects.

Note 1        Further work is required to scope the upgrading of the Deck Reserve toilet to determine whether the toilet should undergo a modernisation or refurbishment or be replaced.

Note 2        Additional funding is required for the provision of a toilet and parking at Goodman Recreation Park. This work has recently been tendered and there have been significant cost increases since original estimates were obtained and with extra work required to address site challenges, additional funding is required.

Note 3        Significant additional funding from grants totalling $222,000 has been raised, plus $35,000 has been allocated from Motueka Community Board Special Funds, plus $50,000 from Reserve Financial Contributions gives a total project budget of $307,000.

Special Purpose Committees

4.8     The Special Purpose Committees are the Volunteer Management Committees that look after the local halls and recreation reserves. Each year they ask for funds to carry out capital works and major maintenance projects on the halls and reserves e.g. painting, new furniture, new roof, etc.

4.9     The requested projects for 2022/2023 are shown in Table 5.  They are funded from general rates operating budgets, not RFCs and funding is available for these projects.

 

Table 5 – Special Committee Project Requests 2022/2023

Facility	Project	Amount Requested	Priority
Dovedale Hall	HWC/Roof painting	6,000	Medium
Riwaka Hall	Painting -Foyer/toilets, Curtains/blinds	7,500	Medium
Riwaka Hall	Plumbing upgrade to WC	6,300	Medium
	Total	$65,600

 

Reserve Financial Contributions

Option One - Agree to the proposed carry forwards, carry outs and to the proposed projects for the 2022/2023 financial year as outlined in Table 3 unchanged. Additional funding from the Reserves Financial Contributions Account is also required to fund the recommended programme, funds are available in the account for this prupose. This is the recommended option.

Option Two – Recommend changes to the proposed carry forward capital budgets and to the projects proposed to be undertaken in 2022/2023. If the Board recommends adding projects into the work programme, this could mean there will be insufficient funds available within the account to undertake the work. If the Board recommends deleting projects from the work programme, it would result in a balance remaining in the account at year-end to carry forward into future years.

5.1     Option One is recommended

Special Purpose Committee requests

5.2     The options for the Special Purpose Committee account in the 2022/2023 financial year are:

Option One - Agree to the proposed project list for the 2022/2023 financial year. There are sufficient funds to enable this work to be undertaken within the existing budget. This is the recommended option.

Option Two –Decline one or more of the proposed projects for the 2022/2023 financial year.  If these projects are not undertaken, there is a risk that the assets will be run down or that the work will need to be undertaken in future years and they would have to be prioritised against other projects put forward for those years.

5.3     Option One is recommended

 

6.1     There is a risk that all the project work will not be able to be undertaken due to lack of staff capacity to complete all the projects, or availability of contractors and materials. This risk is being mitigated through seeking a delegation to bring forward projects in an outer year if a project is significantly delayed and through greater use of the capital project team.

6.2     The work plan aligns with the Council's strategic direction in terms of the provision of high quality customer services and some projects involve strong partnerships and relationships with other organisations.

.7.1    Strict criteria apply to the use of RFCs with use being in the main restricted to:

·        land purchase for reserves;

·        capital improvements to reserves; and

·        other capital works for recreation activities.

 

8.1     Due to the difficulty of predicting the future income for the RFCs accounts from proposed subdivisions, the income in the year it is received, is generally retained and allocated to capital projects in the following year. We are then allocating a known amount of funding and not anticipating funding before it is received.

8.2     The budgetary information in this report is subject to endorsement by Full Council to be approved at a meeting on 23 June 2022.

 

9.1     The decision I am asking the Board to make is to review the budget to align it to the proect list. My view is that the decision is of low significance, given that it is likely to have low public interest and that there is sufficient funding carried forward from the 2021/2022 financial year to enable the proposed capital projects to be completed.  The budgets have also been consulted on through the Long Term Plan 2021-2031 consultation and supporting information. Therefore, I consider that the Board does not need to undertake further public consultation prior to making the decisions sought in this report which are within the Board’s delegations.

	Issue	Level of Significance	Explanation of Assessment
1.	Is there a high level of public interest, or is decision likely to be controversial?	Low	Projects for improvement of reserves and facilities genereally well received by the community.
2.	Are there impacts on the social, economic, environmental or cultural aspects of well-being of the community in the present or future?	Low	No significant impacts on community wellbeing
3.	Is there a significant impact arising from duration of the effects from the decision?	Low	No significant impacts identified
4.	Does this activity contribute or detract from one of the goals in the Tasman Climate Action Plan 2019?	Low	Some of the projects include planting which has a positive impact on sequestering carbon.
5.	Does the decision relate to a strategic asset? (refer Significance and Engagement Policy for list of strategic assets)	Low	Does not impact significant assets.
6.	Does the decision create a substantial change in the level of service provided by Council?	Low	No significant change to level of service provided
7.	Does the proposal, activity or decision substantially affect debt, rates or Council finances in any one year or more of the LTP?	Low	Reserve development projects are funded from reserve financial contributions and halls and special purpose committees funded from rates levied for that purpose.
8.	Does the decision involve the sale of a substantial proportion or controlling interest in a CCO or CCTO?	N/a
9.	Does the proposal or decision involve entry into a private sector partnership or contract to carry out the deliver on any Council group of activities?	N/a
10.	Does the proposal or decision involve Council exiting from or entering into a group of activities?	N/a
11.	Does the proposal require inclusion of Māori in the decision making process (consistent with s81 of the LGA)?	Low	Projects generaly of low significance

 

10.1   The RFC accounts are used to provide capital funding for reserves and facilities for the community. The income can be variable depending on what development is happening in the Motueka Ward. It is hard to predict the income as the timing of developments are driven by the demand for development and the economy.

10.2   The RFC income received by Council in the 2021/2022 financial year is used to fund budgeted projects in the 2022/2023 financial year. Additional funding from existing balances in the account are needed to fund the proposed programme.

10.3   The Special Purpose Committee projects are funded from the operating accounts and any proposed work needs to fit within the budget. The proposed projects fit within that budget.

 

11.1   Work will continue on the RFC projects already approved and we will work with the Board to progress the projects, identified for the 2022/2023 financial year. Staff will work with Special Purpose Committees to enable them to carry out their projects.

 

Nil

 

 

7.2     Discretionary Fund Applications

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Emma Gee, Team Leader – Customer Services (Motueka)
Report Number:	RMCB2-06-2

 

 

1.1     Two applications have been received for the June 2022 round of Discretionary Funding.

·    DOC Volunteer Nursery Group Motueka

·    Takaka Hill Biodiversity Group Trust (THBGT)

1.2     The applications comply with Board guidelines and the full applications are attached for the Boards reference. Applicants are asked where possible to attend the meeting to speak to their application.

1.3     The criteria for the Discretionary Fund is as follows for the Boards information: -

·      There is a $500 maximum for applications for non-Motueka Community Board initiated projects.

·      Funds to be allocated through quarterly funding rounds.

·      Applications should be made three weeks before the Motueka Community Board considers quarterly funding allocations.

·      Applicants may be given less funding than they apply for.

·      Projects must be completed within nine months of receiving funding.

·      Successful applicants report back to Motueka Community Board on the project and how the funding was used within nine months of receiving funding. Community Board support staff follow up with each organisation who has been provided funding.

·      Exceptional and unique circumstances will be considered.

 

1.4     The applications are both Category A, there are budgeted funds available to meet the requests.

1.5     There is a balance of available of $ 5,056.

1.6     The Board has three options.

·    Option 1 - The Board can approve the applications in full.

·    Option 2 – The Board can approve an amount less than the applications. 

·    Option 3 – The Board can decline the applications. In declining the applications, the                     Board should communicate the reason for the decision to the applicant.

1.7     If any application is approved in full or part, payment will be made to the applicant by direct credit within ten working days of receiving the bank account details.

 

 

That the Motueka Community Board receives the Discretionary Fund Applications June 2022 report RMCB22-06-2; and a)   approves the application from DOC Volunteer Nursery Group Motueka for $500.00; or b)   approves an amount less than the application; or c)   declines the application on the grounds that

That the Motueka Community Board approves the application from Takaka Hill Biodiversity Group Trust (THBGT) for $500.00; or a)   approves an amount less than the application; or b)   declines the application on the grounds that

 

 

 

1.⇩	DOC Volunteer Nursery Group Motueka	37
2.⇩	Takaka Hill Biodiversity Group Trust	41

 

 

 

 

 

7.3     Motueka Community Board Chairs Report

Information Only - No Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Emma Gee, Team Leader - Customer Services (Motueka)
Report Number:	RMCB22-06-3

 

1.1     This is the Motueka Community Board Chairperson’s regular monthly report.

 

 

That the Motueka Community Board receives the Motueka Community Board Chairs Report   RMCB22-6-3

3.1     Funding and update for the project.

 

4.1     Youth Council feedback.

4.2     Email from resident – Woodlands Retirement Village

 

5.1     Revise shortlist considering staff feedback, attached.

 

6.1     Follow up discussion from last months meeting.

 

7.1     Any update on the future of the old library.

 

8.1     Council is looking to do away with Notice to Fix charges and current debtors having charges wiped.

 

9.1     Acknowledge staff apology.

 

10.1   The next Operations Committee meeting will be held 23 June 2022, agenda and reports available for viewing from 21 June 2022 via the meeting calendar on Councils website Meetings calendar | Tasman District Council

 

11.1   Update attached from Cr Ogilvie.

 

12.1   Email attached from staff seeking the Boards feedback on the Nelson Tasman Future Development Strategy.

 

13.1   The Walking and Cycling Strategy was adopted on 26 May 2022.

13.2   Cr Walker to speak to the item, Motueka map attached.

 

14.1   Any items from Board Members.

 

15.1   Any items from the Motueka Youth Council.

 

16.1   Any items raised in the Public Forum requiring further discussion.

 

1.⇩	Youth Council Feedback	47
2.⇩	J Wilson	50
3.⇩	Special Projects 22-23	51
4.⇩	Cr Ogilvie Update	53
5.⇩	Nelson Tasman Future Development Strategy	55
6.⇩	Walking and Cycling Strategy Motueka Map	57

 

 

 

 

 

 

 

 

 

7.4     Financial Summary

Information Only - No Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Liz Cameron, Assistant Management Accountant
Report Number:	RMCB22-06-4

 

1.1     The Draft financial report for the period ending 31 May 2022 is attached (Attachment 1). 

1.2     The net YTD financial position as at 31 May is a surplus of $24,877.

1.3     There were no Community Board expenses during May.

1.4     The net position of the Motueka Community Board’s overall funds as at 31 May 2022 is a surplus balance of $185,719.

 

That the Motueka Community Board receives the Financial Summary report RMCB22-06-4

 

1.⇩

Financial Summary

60

 

 

 

 

7.5     Action List

Information Only - No Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Emma Gee, Team Leader – Customer Services (Motueka)
Report Number:	RMCB22-06-5

 

 

1.1     Attached is the Action List for the Motueka Community Board to review.

 

 

That the Motueka Community Board receives the Action List report RMCB22-06-5

 

 

 

1.⇩

Action List

63

 

 

 

 

7.6     Special Projects Action List

Information Only - No Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Emma Gee, Team Leader – Customer Services (Motueka)
Report Number:	RMCB22-06-6

 

 

1.1     Attached is the Special Projects Action List for the Motueka Community Board to review.

 

 

That the Motueka Community Board receives the Special Projects Action List report RMCB22-06-6

 

 

1.⇩

Special Projects Action List

66

 

 

 

 

8     Correspondence

8.1     Correspondence  

Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 June 2022
Report Author:	Emma Gee, Team Leader – Customer Services (Motueka)
Report Number:	RMCB22-06-7

 

 

1.1     This report includes incoming and outgoing correspondence for May 2022.

 

 

That the Motueka Community Board receives the Correspondence Report RMCB22-06-7

 

 

1.⇩	N Hughes	72
2.⇩	M Macleod	74
3.⇩	N Hughes	76
4.⇩	Motueka Catchment Collective	77
5.⇩	M Bengosi	81
6.⇩	N Hughes	83
7.⇩	N Hughes	86
8.⇩	Local Government Commission	87
9.⇩	R Hellyer - Maru on Hughes	89
10.⇩	N Hughes	92
11.⇩	N Hughes	95
12.⇩	N Hughes	96
13.⇩	N Hughes	98