Draft minutes TDCC meeting – 16th June 2026

Matters Arising:

1/ Protocol re recording meeting:

We ask that anyone recording the meeting to please advise at this point. The purpose of such recordings must be made clear. Approval will be at the discretion of the Chair.
Standing orders: Should we have Standing Orders for acceptance at the beginning of each meeting, or is it enough for the Chair to include it in his welcome? Could include basic protocols i.e. respect, recordings, speaking through the Chair, topics not people.
From the floor: As the meetings are public, we may not be able to ban recording.
Trish to check out the legality of banning recording.

2/ Re the two In-committee items from 28th April minutes:

One appears resolved, and in regard to the other, a request for a response was sent 11th June.

3/ Hub steering committee meeting/proposed Hub:

Roy, Trish and Kieri attended the 10th June on-line meeting. Kieri was invited to explain why the park site was unsuitable, and did a good job of this. The committee agreed that the project would not happen without proper community consultation and support. The underlying questions which caused us to ask for a pause on the current proposal remain i.e. where a hub should be sited, why do we need a new hub, how much community support is there. Martin (TDC) explained that the 156k flagged in the annual plan for ongoing TDC costs included depreciation, loan repayment etc, so this figure will need to be revised before consultation can take place. The DIA are waiting for TDC to agree to providing the land and a Project Manager for the proposed Hub proposal. If this is forthcoming then the DIA will possibly consider extending the $500k allowance for another 6-12 months. Roy pointed out that we need to be careful of unintended consequences of decisions i.e. what effect would a new building have on existing facilities incomes and usage. Eva Lawrence from DIA indicated she would be happy to attend our meetings.

From the floor: Why is work continuing on the proposed hub when the TDC voted to pause the project during the Annual Plan?
Response: The hub steering committee are still working on it as it’s in the Long Term Plan. John Gully gave an assurance that TDC is not spending any money on the proposal.

From the floor: Why is TDCC involved in the Hub steering committee?
Response: We feel it’s important to be involved so as to share community concerns, to be well-informed, and to build bridges. It’s not helpful to stand outside; more useful for all parties if we have a presence. A good example is how Kieri was able to explain why the current proposed site is meeting so much opposition.

4/ Existing public facilities:

Roy and Kieri hosted a meeting of all but one of Tapawera’s publicly-used buildings Custodians, with very positive outcomes. Each talked about their building, it’s usage, potential and future challenges. TESSI was the only organisation not present, but they had sent the information needed. From that came information that the school has buildings available for removal, as part of their exciting upgrade project. Roy and Trish met with the Principal on 9th June to get a better understanding of which buildings, what would be involved etc. Two buildings (the Common room, measuring approx 12m x 12m, and another semi-attached room 9m x 9m) with easy flat access. Both have good quality exteriors, require work inside, and have some facilities. The school Principal is keen to see more use of the school facilities available for organised activities, not just outside school hours. This includes meeting space and a small cosy room that’s relatively private which may be suitable for one-on-one consultations. It is clear that Tapawera has existing buildings which have time-space for a range of activities. Some are working towards upgrades, particularly around kitchen and ablution spaces, but require assistance with resourcing for these upgrades. It is clear that several buildings are under-utilised. This was the first time the custodians had come together, providing a helicopter view of the buildings. We need to do the same in regards to the communities needs for meeting spaces.

From the floor: The custodians meeting was very good.
From the floor: There appears to be a lot of under-utilisation. For instance, the school is only used for 15% approx. We asked DIA if there was a way for the rugby club to source DIA funding for their project, and/or adding extra community rooms, and Eva Lawrence responded that yes, through funding streams other than the new building option.
From the floor: We can’t be forced by the DIA to do anything.
From the floor: The community raised $100k for the fire brigade because they support the cause, unlike the proposed hub which has only raised $300.

TDCC has only talked with custodians so far. The next steps will be to ask the community (including Tapawera Connect) what is perceived as being needed, and marry up those responses to what we have learned about the existing facilities to identify actual need. We are working to find solutions that work for the Rugby Club and all other community facilities and groups. We will email the custodians to thank them for attending, and outline our next steps.

5/ TDC Annual plan:

TDC voted to pause the Tapawera Hub project.

6/ Op Shop project:

Kieri reported that the builder is almost done. The job has been bigger than originally planned, so it’s likely that the builder will need to charge for some of his time. The carpet is ready to go in. Three volunteers have been working three days a week, preparing goods, and a few items have been sold along the way. We need to put volunteers through a H&S process before the opening, as well as advise FMG of the re-opening.

7/ Community Centre:

We wrote to Hon. Chris Penk re the status of The Building (Earthquake-prone Buildings) Amendment Bill and he responded that it is now ready to be scheduled for its second reading. He also noted that under the Bill, only two types of building will require remediation in medium and high seismic hazard zones. These will be unreinforced masonry buildings and 3 plus concrete or heavy construction buildings. Their remediation requirements will vary depending on type and location. This will allow us to upgrade the building to our own schedule and affordability, with the appropriate engineering input. In some circumstances, transitional law allows for incoming laws to be taken into account, but we are not chasing for this.
Correction: The assessment of the seismic assessment was accidentality done on the earlier report. This means that the $9k was spent on the correct second report, but the foundations etc. have yet to be assessed fully by a suitably qualified person.

8/ Dart Ford:

The culverts are being cleaned out, which is appreciated, but the river requires work. Sue Wilson advised that the ‘Trips and Transfers’ shuttle is still operating into the area, but they advise passengers of the risk.

9/ Tadmor Hill road:

All good so far.

10/ TDC forestry trees too close to roads:

Trees should be set back at planting to avoid issues for roads as the trees grow. Sunday Creek road trees are already bending over the road. This is also a problem on Dovedale Hill. The Sherry road trees are now 14yo, and need the work doing before they become a problem. The non-maintained roads are important in emergency situations, often providing the only access, so the trees must not be an issue. In weather events, the locals clear Sunday Creek of windfall, but now that the road is back up to a reasonable standard it must be maintained, so as to avoid huge expense in emergencies. Regular maintenance will be cheaper in the long run. John Gully to follow up.

11/ Constitution:

The draft protocols for consultation regarding revising the Constitution went to all members, as well as being advertised on our website and FB page. Only one person gave feedback.

12/ Communication/emails:

No more Russian recipes! Sad but true. Our thanks to Sugarcube for fixing this. The links to older Informer Issues has now been fixed.

13/ Tapawera Connect:

Tapawera Connect personnel have expressed concern for their safety at our meetings. There also remain outstanding issues around messaging to the community. Tapawera Connect have asked for a facilitated meeting to resolve some of these issues. Any facilitator would need to be truly independent, and there needs to be parameters. There may be equity issues, as we are all volunteers. Tuesday daytime, or weekday evenings are best for our full attendance.

From the floor: Why does there need to be a meeting? They say they represent the community.
Response: We need to meet with the Trustees. It’s an opportunity fort us to ask questions. They do represent some in the community. We can’t keep a wall between the two organisations. We need t respect and listen to diverse views.

They have also requested access to remove their equipment from the Community Centre. Roy will co-ordinate this. Della Webby, CLDP Community Connector, advised difficulties with accepting TDCC’s offer of a site, including that they have not been able to access funding for a building, but also that our neutral requirement makes it unworkable as she is also the hub fundraising co-ordinator. Della also asked for the minutes to record that Tapawera Connect staff do voluntary work over and above their paid hours.

14/ Medical rooms:

We sent a letter to the relevant person at Nelson-Marlborough Health affirming our appreciation for the Health Clinic at Tapawera, but have received no response. Trish to follow up.

15/ TDC contractors carting rocks instead of using local:

John Gully reported that this work is currently tied up by the two big contractors, so the status quo will apply for the next twelve months. We asked if that meant we should start lobbying for change in April next year, and john said yes.

16/ Bank signatories:

Finally complete, though the previous Secretary is still listed as a de-active.

17/ Tadmor road gravel issue:

John Gully has forwarded this to Brian McManus (TDC).

18/ Rock and spoil transportation:

As per item 15 above.

19/ Amalgamation:

Nothing to report at this stage. However, we note that a report from a North Island council found that whilst staff numbers would reduce in some departments, overall there would be an increase in rates under their proposed amalgamation.

20/ Art workshops as a fundraiser:

Susan Creedy reported responses, and is potentially looking at using school facilities if numbers exceed the space she has available.

21/ Cycle trail and walking path:

John Gully reported no response from TDC staff as yet.

22/ Laundromat:

We understand that this will be in place in 6-12 weeks.

23/ Internet Roger DeSalis:

There may not be any students using it; Roy will follow up.

24/ Security Cameras:

Tim Leyland possibly knows about the internal cameras but is currently away. The external cameras are owned by TDCC, watched and maintained by police.

25/ Picnic tables:

Letter of appreciation sent to Menzshed Tapawera.

26/ Informal ‘survey’:

Mike Drake letter response requesting publication of methodology used and the survey form.

Correspondence: (As below)

Financial Report: As circulated

Roy to check if the refund from Tapawera Connect has been received.

From the floor: Query re Informer printing costs. It goes out to 700 boxes. Costs depends on the number of pages. The school pay for their share, and some advertisers/users pay annually. Are we getting funding from grants?

Report from John Gully, TDC ward councillor:

The idea of a roadman-type worker for areas like Tapawera and Murchison is not currently possible, but once the current emergency contracts end in twelve months time this may change. The Kings Birthday floods removed the Upper Motueka river work in progress, so the work needs to begin again. Regarding future buildings, this is a blank page. The community needs to forgive and forget the past; the community voice will dictate what happens, going forward. No TDC money is being spent on the proposed hub at present.

Query: Why is a TDC Officer placing reminder notices on cars in Motueka re wofs, registrations etc.? TDC gets a % of fines, but as it is a cost to ratepayers why are TDC doing this when they are not required to and the reminders generate no income for TDC?

Query: Why is TDC getting involved in Laundromat business when they should be local businesses? John Gully commented that TDC must find income streams, to keep rates down, and they would not go to areas where a commercial entity was operating.

General Business:

1/ Informer September:

Gill will be away so we need to decide whether to skip a month or are there other interim measures available? Maybe a 2-page version with TDCC news and community events etc. If anyone is keen to do a full issue, please let us know, or contact Gill Hammersley.

2/ Office Holder liability insurance:

As we are an Incorporated Society, by law we can only get this if our constitution explicitly states that it is allowable under our rules. Please bear this in mind when looking at the constitution review.

3/ Podiatrist:

At the Hub steering committee meeting, one of the potential users identified was a podiatrist. Perhaps we need to gauge how much need there is in our community. A podiatrist already operates in the area, visiting folks in their own home. Trish to contact her to see if there is a need for rooms.

4/ Aged 65+ and need Photo ID?

You can add a photo to your SuperGold card for free by visiting any AA Driver and Vehicle Licensing Agent. They will take your photograph and submit it to the SuperGold Card Centre, who will post an updated card to you in about 10-14 days. You need to take your current SuperGold card, and three original forms of identification verifying your legal name, date of birth, and address (e.g. Birth Certificate, utilities bill), one of which must be at least 2 years old.

5/ Civil Defence debrief:

Roy and Trish attended the well-supported debrief on 10th June. The community was able to give feedback regarding the emergency response to last years flood events. Most of the evening focussed on communication, with folk talking about the reality of rural situations. There was also a call for the various agencies to share information more, to avoid multiple contacts with households. Community generators are needed, especially for the school. We have verbally invited the Principal to obtain quotes for the electrical work required, so that TDCC can explore funding options. The Ministry of Education don’t fund such activity. The fire brigade now have a generator. The Tapawera Emergency services group are commissioning a report; hopefully the community will be included. Civil Defence reiterated that it’s vital that every household have a plan. If you are given 5 minutes notice to evacuate, what will you take, and where is it? (Medications, passports/ID, phone & charger, money, clothes). Also, if you receive an evacuation notice, first consider whether you can safely move. And remember, the first 72 hours could well be on you, so be prepared.

6/ Food carts:

Meeting closed 9.20pm

Next meeting, Tuesday 21st July, 7pm @ Tapawera Rugby Club rooms.

Correspondence Inwards 20th May to 13th June 2026:

• 20th May: Nicola Allan re security cameras
• 21st May: Kath Dewar re constitution consultation document’s wording, and a reminder that there is a free easy template developed by Stephen Moe of Parryfield lawyers available for small groups.
• 23rd May: Letter from member re difficulty in hearing one topic at our monthly meeting
• 24th May: Hub steering committee request for agenda items
• 26th May: From member suggesting we invite Eva from DIA to speak at one of our meetings
  Della Webby, CLDP Community Connector, re site difficulties and voluntary hours of Tapawera Connect staff.
• 27th May: Brian McManus (TDC) re Dart Ford
• 29th May: Rachel Moffitt re facilitated meeting with Tapawera Connect
• 31st May: Hub steering committee meeting notice
• 2nd June: Mike Drake letter
• 8th June: Hub steering committee agenda
• 9th June: Tim O’Connell (TDC) monthly update as circulated
• 11th June: Hon. Chris Penk re the Building (Earthquake-prone Buildings) Amendment Bill
  Tim O’Connell (TDC) advising Tim King (TDC Mayor) has been phished and so to be wary of emails purporting to be from him.
• 13th June: N Allan re email list
  S Wilson re Trips and Transfers shuttle service to Dart river and other areas
• 16th June: Hub Steering meeting minutes of 6th May and 10th June
  Melanie Ellis (TDC) re Community Consultation Fund
  Mike Drake wishing us a good meeting

Correspondence Outwards 20th May to 13th June 2026:

• 20th May: Nicola Allan re security cameras inquiry
• 22nd May: Letter of appreciation to Menzshed
  Donna Wiley, Nelson Health, re appreciation of medical clinic facility
• 23rd May: Letter apologising to member re not being able to hear at meeting, and covering the topic’s discussion
• 26th May: Brian McManus re Dart Ford (with copy of 2020 presentation)
• 10th June: Hon. Chris Penk re the Building (Earthquake-prone Buildings) Amendment Bill
• 11th June: In-committee matter requesting response
  B McManus (TDC) follow-up
• 12th June: Over-enthusiastic Secretary sent 2nd appreciation letter to Menzshed!