Agenda of Golden Bay Community Board - Monday, 4 November 2024

Tasman District Council Golden Bay Community Board Agenda – 04 November 2024

8 Reports

8.1 Board Report - November

Decision Required

Report To:	Golden Bay Community Board
Meeting Date:	4 November 2024
Report Author:	Abbie Langford, Chair
Report Authorisers:
Report Number:	RGBCB24-11-4

1. Purpose of the Report / Te Take mō te Pūrongo

1.1 The Board Report is attached for Board consideration and discussion.

2. Recommendation/s / Ngā Tūtohunga

That the Golden Bay Community Board

1. receives the Board Report - November RGBCB24-11-4; and

2. approves/declines sponsorship of [amount] from the Golden Bay Community Board Discretionary Fund to Te Kura o Aorere Collingwood Area School for their 2024 Senior Prize Giving ceremony.

3. approves/declines sponsorship of [amount] from the Golden Bay Community Board Discretionary Fund to Te Waka Kura o Mohua Golden Bay High School for their 2024 Senior Prize Giving ceremony.

4. <approves> or <requests> or <instructs> or <acknowledges>

3. Options / Kōwhiringa

3.1 The following presentations were received at the Public Forum at the previous meeting:

Speaker		Topic	Outcome
1.	Gordon Mather	Kahurangi Dark Sky sanctuary proposal	This item was noted
2.	Sean Walker	Kahurangi Dark Sky sanctuary proposal	This item was noted
3.	Chris Bennett	Golden Bay Cycle & Walkways Society	This item was noted
4.	Averill Grant	Roadside rubbish collection	Ms Grant was provided with the application process for Free litter disposal for community clean up events \| Tasman District Council
5.	Karen Brookes	Tākaka wastewater ponds	This item was noted

4. Meeting Frequency

4.1 At the Golden Bay Community Board meeting held on 08 April 2024, the Board opted to move to a six-weekly meeting frequency.

4.2 Deputy Chair Knowles would like the Board to discuss the current six-weekly meeting frequency, along with the 1pm meeting time.

5. Prizegiving Sponsorship Requests

5.1 The Board has received requests from Te Kura o Aorere Collingwood Area School and Te Waka Kura o Mohua - Golden Bay High School for sponsorship of each school’s end of year prizegiving celebrations.

5.2 Te Waka Kura o Mohua - Golden Bay High School’s Senior Prizegiving will take place on the evening of Monday 9^th December 2024. (Attachment one)

5.3 Collingwood Area School’s Senior Prizegiving will take place on Friday 13 December 2024. (Attachment two)

5.4 In 2023 the Board chose to donate $100.00 each to both Collingwood Area School and Te Waka Kura o Mohua Golden Bay High School from the Golden Bay Community Board Discretionary Grants Fund for their senior prizegiving ceremonies.

6. Cultural Connections workshop in Tākaka

6.1 The Welcoming Communities initiative have planned Cultural Connections workshops across the Tasman district to promote inclusivity and engagement with diverse cultures.

6.2 A workshop will be held in Tākaka on Wednesday 13 November at the Golden Bay Community Centre from 1:00pm – 4:00pm, with further information and registration details included in the flyer attached. (Attachment three)

6.3 The recent census identified New Zealand’s growing cultural diversity, with more than one fifth of the Tasman district population born overseas.

6.4 The workshops aim to address the ‘participation gap’ whilst many migrants live here, they often aren’t an active part of boards, clubs and interest groups. The workshop will offer tips, planning tools, and seed funding to help diversify participation.

7. Street tree on Commercial Street

7.1 The Board have received communication from Horticultural Officer - Motueka & Golden Bay (L Hall) regarding a street tree outside PGG Wrightsons at 74 Commercial Street in Tākaka, and sought direction from the Golden Bay Community Board.

7.2 The history and background of the street tree is as follows:

7.2.1 There are three trees and a couple of ‘planter’ boxes and seats in front of PGG Wrightsons outside 74 Commercial Street.

7.2.2 The larger of the trees (melia) is generally in okay health but after the ITM fire the property owners cut back a couple of branches in order to get a container onto the site.

7.2.3 A member of the public didn’t see the cut branch (all foliage was removed) walked into it and suffered a nasty injury.

7.2.4 The box work surrounding the tree is in a very poor state of repair, and a quote to replace it some years ago was around $1500-2000. A quote to remove the lower branch (that was cut back for the container installation) and any deadwood is around $400.

7.2.5 Legally the trees and wooden surrounds are on private property and belong to the property owner. However, the owners claim that these were all installed many years ago by Council (possibly the Catchment Board) in the belief they were on road reserve. Council have no information to corroborate this but it is likely to be correct.

7.2.6 The owners don’t want anything to do with the trees and claim they are our responsibility, and up to us to either maintain or remove.

7.2.7 If the melia is to be removed, staff are confident the remaining two trees and woodwork could remain with minor repairs.

7.2.8 In terms of the streetscape, there are two other trees in this group (legally at the mercy of the property owners) and a titoki tree in front of the Golden Bay Service Centre (Tasman District Council) office.

7.2.9 Acting in good faith, a decision needs to be made to either remove the melia tree and surrounding woodwork at our cost, or retain and repair. Both would require investment from TDC and with the latter option (retain and repair) - an agreement would need to be made with the owners based around who is responsible going forward, and if it is TDC, that the owners cannot remove the trees etc without agreement from us.

7.2.10 An estimate to remove the tree and boxing including stump removal to pavement level is around $1500.

7.2.11 Alternatively, we could walk away from the situation and say it is entirely up to the property owner to manage.

7.2.12 Feedback and thoughts from the Board are requested to identify the preferred direction and outcome for the future of the street tree.

7.3 The tree is indicated in the image below.

8. Fast Track Approvals Bill progress

8.1 The Board noted the recent news that the Sams Creek mining aspiration did not make the final list of 149 projects released for inclusion in the Government’s Fast Track Approvals Bill.

8.2 The Fast-track Approvals Bill is expected to go before Parliament for its second reading in November and it is expected to be passed into law before the end of the year.

8.3 More information can be found https://environment.govt.nz/acts-and-regulations/acts/fast-track-approvals-bill/

9. Action Sheet

9.1 The Action Sheet is attached for inclusion in the report. (Attachment four)

10. Attachments / Tuhinga tāpiri

1.⇩	Te Waka Kura o Mohua Golden Bay High School sponsorship request	12
2.⇩	Te Kura o Aorere Collingwood Area School Sponsorship request	14
3.⇩	Cultural Connections Takaka workshop flyer	16
4.⇩	Action Sheet	17

Tasman District Council Golden Bay Community Board Agenda – 04 November 2024

8.2 Golden Bay Community Organisation Leases

Information Only - No Decision Required

Report To:	Golden Bay Community Board
Meeting Date:	4 November 2024
Report Author:	Margot Wilson, Property Officer
Report Authorisers:	Richard Kirby, Group Manager - Community Infrastructure
Report Number:	RGBCB24-11-5

1. Purpose of the Report / Te Take mō te Pūrongo

1.1 To inform the Golden Bay Community Board of the Council’s Property Services Manager intended decision, under delegated authority, to approve new tenancies to four separate Community Organisations within the Golden Bay Ward.

2. Summary / Te Tuhinga Whakarāpoto

2.1 Four Community Organisations require new leases within the Golden Bay Ward. Discussions have taken place between Council Staff and representatives of the relevant community organisations regarding these leases.

2.2 Some terms and conditions are yet to be finalised with one organisation.

2.3 However, Council’s Property Services Manager intends offering the four community organisations five-year leases.

3. Recommendation/s / Ngā Tūtohunga

That the Golden Bay Community Board:

1. receives the Golden Bay Community Organisation Leases report RGBCB24-11-5; and

2. notes the intention of the Property Services Manager, under delegated authority, to grant new five-year tenancies to;

2.1 Collingwood Museum Society Incorporated – Lease offered pursuant to Sec 12(2) of the Local Government Act 2002, Title: NL2C/1151, Legal Description: Lot 2 Deposited Plan 7277, Land classified as: Held in Fee Simple; and

2.2 Golden Bay Heritage Aorere Trust - Lease offered pursuant to Sec 12(2) of the Local Government Act 2002, Title: NL2C/1151, Legal Description: Lot 2 Deposited Plan 7277, Land classified as: Held in Fee Simple; and

2.3 Collingwood Squash Racquets Club Incorporated - Lease offered pursuant to Sec 12(2) of the Local Government Act 2002, Title: NL2C/1150, Legal Description: Lot 1 Deposited Plan 7277. Land classified as: Held in Fee Simple; and

2.4 Golden Bay Pony Club Incorporated and Golden Bay Riding for the Disabled Association Incorporated - Lease offered pursuant to Sec 12(2) of the Local Government Act 2002, Title: NL38/227, Legal Description: Lot 1 Deposited Plan 499, Land classified as: Held in Fee Simple.

3. notes that these new tenancies do not require public notification.

4. Background / Horopaki

4.1 The Council’s Property Services Team manages a portfolio of around 100 community leases and licences. The list of groups is varied and provides its own range of benefits to residents and visitors of the region.

4.2 Many organisations/groups renew their leases every five years as standard practice - with few questions or concerns raised. However, on occasions there are situations where discussions are more complex.

4.3 The organisations mentioned in this report have a legacy within the Golden Bay Ward and have served their part of the community well for many years.

4.4 Collingwood Museum Society Incorporated, Golden Bay Heritage Aorere Trust, Collingwood Squash Racquets Club Incorporated, and Golden Bay Pony Club Incorporated/Golden Bay Riding for the Disabled Association Incorporated do not require Public Notification as they are sited on land “Held in Fee Simple” which is governed by the Local Government Act Section 12(2). Council’s Property Services Manager has delegated authority to approve the leasing of Council Property. The intention is to grant a five-year lease to each of these groups listed.

4.5 The Board is being advised of the intention to grant the leases. The Property Services Manager is delegated to approve the leasing of Council Property where the land is not subject to the Reserves Act 1977.

The occupations requiring leases are:

a. Collingwood Museum Society Incorporated
    - Located at 2 Tasman Street, Collingwood – This land is owned by Fire and Rescue New
      Zealand – Council leases this land from FENZ and sublets it to the museum
    - Council owns this building
    - Title: NL2C/1151
    - Land Classification: Land Held in Fee Simple - therefore not subject to the
      Reserves Act 1977. FENZ owns this land – Council leases it & sublets to this museum
    - Legislation allowing Council to offer lease here: Local Government Act Section 12(2) -
      therefore no need for public notification process
    - Last known lease here expired in 2016

    - This group has been in existence since the 1960’s in Collingwood. There was some
      disagreement with Council during the years that the second museum (next door) was
      formed (Golden Bay Heritage Aorere Trust) and thus some follow-on disagreements
      regarding the signing of leases moving forward. There is now a new committee who’s
      members have seen the Council’s lease template and indicate willingness to sign it.

b. Golden Bay Heritage Aorere Trust – NOTE: To be confirmed. Currently still under
    negotiation. The Board will be advised once the result is known.
    - Located at 2 Tasman Street, Collingwood – This land is owned by Fire and Rescue
      New Zealand – Council leases this land from FENZ and sublets it to this museum.
    - The Trust owns this building.
    - Title: NL2C/1151
    - Land Classification: Land Held in Fee Simple therefore not subject to the
      Reserves Act 1977. FENZ owns this land – Council leases it & sublets to this museum
    - Legislation allowing Council to offer lease here: Local Government Act Section 12(2) -
      therefore no need for public notification process
    - Last known lease here expired in 2016

    - This group formed and was granted permission to build the building they occupy around
       2005-2007. A new lease was prepared for them but remains unagreed / unsigned.
       Council Staff are still negotiating with this group.

c. Collingwood Squash Racquets Club Incorporated
    - Located at 9 Tasman Street, Collingwood
    - The Club owns this addition they built onto the Collingwood Hall building
    - Title: NL2C/1150
    - Land Classification: Council Land Held in Fee Simple therefore not subject to Reserves
      Act 1977
    - Legislation allowing Council to offer lease here: Local Government Act Section 12(2) -
      therefore no need for public notification process
    - Current lease expired 30 November 2023

    - This club built an addition onto the back of the Collingwood Hall around 1996. They own
       their part of the building. They have previously signed Council’s standard Community
       Lease document. This is a standard renewal.

d. Golden Bay Pony Club Incorporated and Golden Bay Riding for the Disabled Association Incorporated

· Located at 66 Long Plain Road, Takaka

o Council owns this building - Title: NL38/227

o Land Classification: Council Land Held in Fee Simple therefore not subject to Reserves Act 1977

o Legislation allowing Council to offer lease here: Local Government Act Section 12(2) therefore no need for public notification process.

o Current lease expired 31 July 2024

· - These two clubs have occupied this site for well over twenty years. They built the arena

o here and the fencing, etc. They have previously signed Council’s standard Community

o Lease document. This is a standard renewal.

5. Options / Kōwhiringa

5.1 The options are outlined in the following table:

Option		Advantage	Disadvantage
1.	Renew/Grant Tenancies to all Listed Groups	This option allows the Council to have consistent tenancy terms and legal occupations of the sites This also ensures all parties understand their risks and obligations.	Other than staff time and effort, there is no disadvantage – providing all the organisations agree to the document terms and are willing to sign them.
2.	Renew/Grant only some tenancies	This option would see only some tenancies renewed. This option is not recommended unless the Board is aware of issues.	This is not recommended as groups would be nervous that their occupations could be terminated per their lease terms with just a month’s notice at any time.
3.	Do not grant any of the tenancies	This would make the organisations continue their occupations under the ‘hold-over’ clause in their expired tenancies. Advantage is no action required at all.	This is not recommended as organisations/groups would be nervous that their occupations could be terminated per their lease terms with just a month’s notice at any time.

5.2 The Property Services Manager is intending to implement Option One.

6. Legal / Ngā ture

6.1 The process undertaken to date and proposed next steps comply with council policies and applicable legislation.

7. Iwi Engagement / Whakawhitiwhiti ā-Hapori Māori

7.1 Feedback has been requested from Manawhenua ki Mohua. Council Staff are awaiting feedback at the time of writing this report.

8. Significance and Engagement / Hiranga me te Whakawhitiwhiti ā-Hapori Whānui

Issue	Level of Significance	Explanation of Assessment
Is there a high level of public interest, or is decision likely to be controversial?	LOW TO MODERATE	These four groups have occupied their locations for many years with no serious complaints from the public use – thus we anticipate no community concerns.
Are there impacts on the social, economic, environmental or cultural aspects of well-being of the community in the present or future?	LOW	If some of these tenancies were not approved – the loss of amenity to the local community could have negative impact.
Is there a significant impact arising from duration of the effects from the decision?	LOW	Standard tenancy duration is five years - causing little to no public concern.
Does the decision relate to a strategic asset? (refer Significance and Engagement Policy for list of strategic assets)	LOW	While several of the sites tenanted by these groups would be considered important to local amenity – none would be considered a ‘strategic asset’.
Does the decision create a substantial change in the level of service provided by Council?	LOW	Once a tenancy is entered into, there is little service interaction required from Council.
Does the proposal, activity or decision substantially affect debt, rates or Council finances in any one year or more of the LTP?	LOW	While there is an annual fee, the purpose is essentially to defray costs of Council Staff time rather than to add to Council income.
Does the decision involve the sale of a substantial proportion or controlling interest in a CCO or CCTO?	N/A	There are no sales and no CCO’s or CCTO’s involved in this decision.
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	The contracts here are simply to quantify and clarify terms of each tenancy.
Does the proposal or decision involve Council exiting from or entering into a group of activities?	LOW	The decision only involves offering legal tenancy agreements to Community Group tenants.
Does the proposal require particular consideration of the obligations of Te Mana O Te Wai (TMOTW) relating to freshwater or particular consideration of current legislation relating to water supply, wastewater and stormwater infrastructure and services?	N/A	Water supply/use is not really a factor – as these groups have existed at these sites for decades, generally use very little water and none have intentions of significant change in activity.

9. Financial or Budgetary Implications / Ngā Ritenga ā-Pūtea

9.1 The is no impact on existing operational budgets.

10. Risks / Ngā Tūraru

10.1 The staff believe that supporting the granting of the tenancies is considered low risk.

11. Alignment with Policy and Strategic Plans / Te Hangai ki ngā aupapa Here me ngā Mahere Rautaki Tūraru

11.1 The intention to grant the tenancies aligns with council policies, plans, and relevant strategies.

12. Next Steps and Timeline / Ngā Mahi Whai Ake

12.1 The Golden Bay Community Board is now aware of the intention to issue new tenancies to the existing occupiers for a term of 5 years.

12.2 The Property Services Manager will consider the Board’s views and decide whether to proceed with renewing the tenancies.

12.3 The Property Services Manager will notify the Community Organisations of the decision to renew the tenancies. These will be done in consultation with the Community Organisations, including the documentation, and any other pertinent details. This work is anticipated to occur in November / December 2024.

12.4 The tenancies will then be finalised and signed by the respective Community Organisations followed by signing by the Property Services Manager on behalf of Council.

13. Attachments / Tuhinga tāpiri

Nil

Tasman District Council Golden Bay Community Board Agenda – 04 November 2024

8.3 Discretionary Fund Report

Report To:	Golden Bay Community Board
Meeting Date:	4 November 2024
Report Author:	Jess McAlinden, Team Leader - Customer Services
Report Authorisers:
Report Number:	RGBCB24-11-6

Summary

The Golden Bay Community Board has received one application to the Discretionary Grants Fund for November 2024.

There is an annual sum of $3905.00 allocated to the Golden Bay Community Board Discretionary Grants Fund. A balance of $7413.06 was brought forward from the 2023/2024 year, bringing the total funds to $11318.06

The following applicants and organisations have received funding from the Golden Bay Discretionary Fund in the 2024/2025 year:

Organisation	Granted	Meeting Date
Tasman Bay Guardians	$500.00	1 July 2024
Golden Bay Community Arts Council	$500.00	1 July 2024
Big Brothers Big Sisters Nelson Tasman	$500.00	12 August 2024
Golden Bay Boys and Girls Show	$500.00	12 August 2024
Golden Bay Pottery Club	$500.00	23 September 2024

To date, a total of $2500.00 has been disbursed in the current 2023/2024 financial year, leaving a remaining balance of $8818.06

Accountability forms have been received from the following organisations who had previously received funding and are included as an attachment to this report:

· Tākaka Village Green Acquisition Society

· Sentient Clan Services

That the Golden Bay Community Board receives the report ;

And grants or declines applications as follows:

Applicant	Request	Grant/Decline
Golden Bay Disc Golf	$500.00

1. Attachments / Tuhinga tāpiri

1.⇩	Disc Golf Golden Bay - Discretionary Fund Application	29
2.⇩	Accountability Form - Takaka Village Green Acquisition Society	42
3.⇩	Accountability Form - Sentient Clan Services	46

Chairperson	A Langford
Deputy Chairperson	G Knowles
Members	H Dixon	Cr C Butler
	R Hewison	Cr C Hill