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Maketu Community Board Meeting Minutes |
21 February 2023 |
MINUTES OF
Western Bay of Plenty District Council
Maketu Community Board Meeting No. MKC23-2
HELD IN THE Maketu Community Centre, Wilson Road, Maketu
ON Tuesday, 21 February 2023 AT 7.00pm
Chairperson L Rae, Member T Hopping, Member D Walters, Cr R Crawford and Deputy Mayor J Scrimgeour
ABSENT WITHOUT LEAVE: Deputy R Corbett
Others in attendance
Mayor J Denyer, Cr A Sole and Cr A Wichers
R Davie (General Manager Strategy and Community), and C McLean (Senior Transportation Engineer)
Nil
Nil
Board Chairperson Rae and Member Hopping both declared a non-financial interest in relation to the grant application from the Maketu Surf Club. They explained that their children were members of the club.
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7.1 Jim Russell - Kotukutuku Gully |
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Mr Russell addressed the Board as follows: · The Kotukutuku pumping station had overflowed across the road and into the gulley. He requested information about what had happened.
In response, Chairperson Rae provided information relayed from the Network Drainage Engineer at a site meeting held 20 February 2020.
Member Hopping raised the issue of what would happen to the waste water system in the event of a power outage.
Deputy Mayor Scrimgeour spoke to a lake that was being formed in the bottom of the gulley, and felt that Downers (Contractors) should have removed blockages from the culvert.
In response Chairperson Rae explained that location was a Māori roadway and not a Council culvert. Overall, the Board expressed the view that Council (Downers) could have done more.
The Board acknowledged that the gully was a natural overland flow path.
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7.2 Lauri Russell – Blocked Culverts |
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Ms Russell addressed the Board as follows: · She had observed that the culvert at the bottom of the gulley had unblocked itself that day. She considered that Council had a moral, if not legal, responsibility to make sure the culvert was clear. · She noted there were three council culverts that ran into the gulley/valley. · Last year, from October to Christmas the culvert had been blocked five times. On one occasion it appeared to have been deliberately blocked. · She had observed that a natural watercourse had been there since time immemorial. It was illegal to block a natural watercourse. She sought acknowledgement from WBOPDC that there was a legal issue there.
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7.3 Runa Morrison – Civil Defence Response for Maketu |
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Ms Runa Morrison attended to speak in relation to issues with the quality of the Civil Defence response for Maketu during Cyclone Gabrielle. She noted the following: · It was apparent that Maketu did not have a Civil Defence strategy or plan. She sought advice about whether the Community Board was the right forum to bring the matter to, in order to start a conversation around better community preparedness. · There had been much confusion, and people questioning why they would go to Pongakawa, during the cyclone. · She was happy to put her hand up, as she covered the Lakeland area for disabilities. In meetings, that area was prepared but her home, Maketu was not. · She hoped a meeting would be held to plan for the similar situations. This should not be led by one organisation (i.e. hauora), but needed to involve the whole community. · The community had resources and could volunteer during events. She was concerned with any potential evacuation of people with disabilities.
In response, Chairperson Rae advised she was well aware of the community’s concerns, particularly people told to evacuate, and that people felt Pongakawa was not suitable for Maketu in an evacuation event. She had made the call to hold two separate hui, one at night and one on the weekend, so everyone could attend. These were likely to be held within the next two weeks. A general discussion was needed to debrief and start to come up with a plan. The Board had discussed how it could help residents, and the possibility of purchasing a generator and water pump.
Member Hopping noted the load of responsibility that had fallen on Chairperson Rae during the event, and expressed concern that it was ‘above and beyond’ the role of Chairperson.
Councillor Crawford spoke to the Te Puke Community Board experience, where he knew a Community Response Plan had been developed, so a template existed.
Ms Morrison thanked the Chairperson for organizing a formal debrief, as this was needed.
Councillor Sole emphasised the importance of Community Response Plans being led locally, and understood the risks for Maketu. Boards could develop their own Civil Defence Response Plan. He advised there would be plenty of help from Council and the Civil Defence Emergency Management Group (CDEM) to make a good plan.
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7.4 Luen Gerrard – vehicle speeds, footpaths in maketu road by the school, pedestrian bridge |
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Ms Gerrard addressed the Board on safety hazards as follows:
· She was concerned with the risk to children walking Maketu Road to get to kura (school). Cars often still travelled at 100kph entering Maketu. · A lower speed limit might be required in front of the school. · The cycleway was poorly designed. · In past years: o residents had been advised that painted road markings would help to slow traffic o residents had asked for a pedestrian bridge over the stream o residents had been consulted on where the speed limit sign should go, but it was eventually put between the Kōhanga Reo and the park, a different place. · She was concerned about a lack of Council action on speed limits and footpaths over many years and sought the support of the Board.
Chairperson Rae understood from the last briefing held, that the controversial part of the footpath was in front of residents’ homes. Two residents who were in attendance confirmed this. She was aware that an agreement had been reached to extend the footpath from the Kōhanga Reo to the culvert, and this would be done.
The Board acknowledged that some people were concerned about coming out of their driveway right onto a cycleway. In terms of the speed limit past the school, it was on a Māori Roadway. The Chair would investigate legal obligations. The Board would make it clear to Council’s roading team that action needed to happen for safety reasons.
Resident Jim Russell spoke, concerned with pedestrian safety due to the behaviour of some local drivers who seemed to try to frighten people by driving too close to them.
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7.5 Maxine Riri – Responsibility for Civil Defence responses to Hauora |
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Ms Riri addressed the Board as follows:
· She was unsure how the responsibility for civil defence fell to the Hauora, and believed it should involve the community and be the responsibility of the Community Board Chair. The plan for the hauora to run the response did not work. · When the alert was called for the low lying areas of Maketu, people had to understand exactly how extensive that area was. · There were lots of issues that needed to be discussed. All civil defence plans needed to be ‘fit for purpose’. · She acknowledged the hard work of Police with torches, walking up and down the road all night during the event.
Chairperson Rae noted the alert/warning had gone out for floodable low lying land only in Maketu, but that did not mean the bank at Town Point Road would not slip. The map on the Council website showed the land likely to get flooded in an event. Part of her role was to sit on any committee that was part of the community response. There was only one hui held between the Hauora taking over and the cyclone event. The Hauora had a draft plan, but unfortunately, none of the milestones were met. The Board acknowledged this required serious consideration at the debrief. She had physically door-knocked Little Waihi due to flooding concerns that night. The Police also walked there.
Ms Riri advised that door-knocking should be extended to Town Point Road in any future event, due to its vulnerability.
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7.6 Max Johnson - Contractors - Sewerage Plant - Drainage - Removal of Trees |
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Mr Johnson addressed the Board on several topics as follows:
· Contractors were not meeting expectations, with the exception of the contractor mowing the cemetery. This was not about weather, it had been an ongoing issue for years. · End water from the sewerage plant went out into the paddock, causing a bog all year round. That paddock needed to be redesigned to become a wetland so water was dealt with properly. It was high ground and never designed for that. · Council used to clean the drain behind the community centre from Church Road right through, but that was not happening now. They had been lucky with the weather event. Water came from a big catchment into that drain. · He had put in a service request to Council last week about downed trees at Waewaetutuki Road, but was advised they were too busy to attend. He took matters into his own hands, got a digger to block the road and forestry people helped remove the trees blocking the road. There were more trees that needed to be taken down, one on Wilson Road. · The tree of greatest concern was the Macrocapa tree up the back of Maketu. Powerco could not get to it because it was a jungle up there, so he had cleared some vegetation so people could access it. That tree needed to be removed, because if the wind came up it was very dangerous and he was concerned for the people living under it.
Chairperson Rae had met with Council staff about Maketu’s level of service concerns, including contractors and drainage concerns. The Board acknowledged something needed to change and would follow up on the level of service. She thanked Mr Johnson for his efforts with the trees, and acknowledged they were not on Council land, but she would contact Powerco in terms of dealing with trees, as these were a health and safety risk for residents.
Resident Runa Morrison noted that the back of their sections on Spencer Road were being lost because of the drain. The land was falling away.
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7.7 Weina Moko - Mahi on Private/Māori land |
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Ms Moko addressed the Board as follows:
· The community was doing well, despite all the issues she had heard tonight. She agreed there were safety issues and drainage issues. · She wished to remind people that when any mahi happened on private or Māori land sites, people needed to be mindful of koiwi (human skeletal remains) buried there. She was happy to help with contacting any whanau.
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7.8 Mereheni meads and carolyn Trapski – Maketu Surf Lifesaving Club Committee - Application for Grant Funding |
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Mereheni Meads (Club Committee Chair), and Carolyn Trapski (Club Secretary) attended, representing the Maketu Surf Lifesaving Club Committee and spoke to the Club Committee’s application for grant funding as follows:
· Maketu Surf Lifesaving Club did great work in the community. · The Club had been recognised nationally as the ‘Club of the Year’ for the whole eastern region from Whangamata right down to Gisborne. · That recognition was due to 300% increased patrol hours. · They had gone from one patrol member two years ago to nine. · They work with children teaching leadership and how to rescue people, and trained ‘rookies’ .
Chairperson Rae noted the Board would deliberate on the grant later that night. She then thanked all Public Forum Speakers for attending. |
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8.1 Minutes of the Maketu Community Board Meeting held on 13 December 2022 |
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Resolution MKC23-2.1 Moved: Member T Hopping Seconded: Chairperson L Rae That the Minutes of the Maketu Community Board Meeting held on 13 December 2022, as circulated with the agenda, be confirmed as a true and correct record.
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9.1 Maketu Community Board - Chairperson's Report - February 2023 |
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The Chairperson’s Report was taken as read. The following discussions were had. Member Hopping would like to see the installation of the rugby goal posts, and to address the drainage issue with the skate bowl. She noted previous Board Members advised that the roadway in to the skate bowl area had not met expectations.
Chairperson Rae noted that Staff had assured her on 20 February 2023 that the water table would go down and it was a priority to get the rugby goal posts installed within the next two weeks, as there may be a window of opportunity with the weather.
Member Hopping raised the issue of rocks in front of the Maketu Surf Club, noting that Charles Tapsell had agreed to progress a permanent barrier/retaining structure to enable hazards to be identified more easily.
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Resolution MKC23-2.2 Moved: Member T Hopping Seconded: Member D Walters That the Chairperson’s report, dated 21 February 2023, titled ‘Maketu Community Board Chairperson’s Report – February 2023’ be received. |
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9.2 Maketu Community Board - Councillor's Report - February 2023 |
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Councillor Crawford spoke to his report, referencing issues that had arisen with recent adverse weather events. He reinforced the need for Te Puke Community Board and Maketu Community Board to work closely together. He would advocate for changes with regard to lawnmowing levels of service, including the need for local contractors.
There was no further discussion by the Board on the report.
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Resolution MKC23-2.3 Moved: Deputy Mayor J Scrimgeour Seconded: Member D Walters That the Councillor’s report, dated 21 February 2023, titled ‘Maketu Community Board - Councillor’s Report – February 2023’ be received. |
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The Senior Governance Advisor’s report was taken as read. The Chairperson advised that the recommendation would be taken in parts as follows: |
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Resolution MKC23-2.4 - Part 1 Moved: Deputy Mayor J Scrimgeour Seconded: Cr R Crawford 1. That the Senior Governance Advisor’s report dated 21 February 2023 titled ‘Maketu Community Board – ANZAC Day Commemoration 2023’ be received. 2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy. CARRIED |
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Resolution MKC23-2.5 – Part 2 Moved: Chairperson L Rae Seconded: Member D Walters 3. That the Maketu Community Board approve up to $200 to provide a wreath for the ANZAC Day Service, to be paid from the Maketu Community Board Contingency Account. |
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Resolution MKC23-2.6 – Part 3 Moved: Member D Walters Seconded: Deputy Mayor J Scrimgeour 4. That Chairperson Rae and Member Hopping would represent the Maketu Community Board at the ANZAC Day Service in Te Puke on 25 April 2023. |
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9.4 Maketu Community Board - Grant Application - February 2023 |
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The Community Board considered a grant application from the Maketu Surf Club. The report was taken as read. Following discussion, in relation to the remaining grant budget, it was noted that the $300 deficit would come out of the contingency account and, therefore, the grant could be approved. It was also noted that there were very few applications for grants to this Board. The Chairperson advised that the recommendation would be taken in parts as follows: |
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Resolution MKC23-2.7 – Part 1 Moved: Member T Hopping Seconded: Deputy Mayor J Scrimgeour 1. That the Senior Governance Advisor’s report dated 21 February 2023 titled ‘Maketu Community Board Grant Application – February 2023’ be received.
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Resolution MKC23-2.8 – Part 2 Moved: Chairperson L Rae Seconded: Member D Walters 2. That the Maketu Community Board approve the grant application from the Maketu Surf Lifesaving Club Grant Application for $2,159.90 to contribute towards costs for the purchase of a basket stretcher and junior surf equipment. This grant will be funded from the Maketu Community Board Grants Account, with the deficit of $300 funded from the contingency account, subject to all accountabilities being met. |
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9.5 Maketu Community Board - Financial Report December 2022 |
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The Community Board considered a report from the Deputy Chief Executive. The report was taken as read. In response to a question, Chairperson Rae advised that the grant of $1,000 for Maketu Community Led Development was essentially for the mowing of Pukemaire. |
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Resolution MKC23-2.9 Moved: Member T Hopping Seconded: Member D Walters That the Financial Business Advisor’s report dated 21 February 2023 titled ‘Maketu Community Board – Financial Report December 2022’ be received. |
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9.6 Infrastructure Group Report Maketu Community Board December 2022 |
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The Board considered a report from the Deputy Chief Executive. The report was taken as read with further discussion on the below items:
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Resolution MKC23-2.10 Moved: Member T Hopping Seconded: Cr R Crawford That the Deputy Chief Executive’s report, dated 21 February 2023, titled ‘Infrastructure Group Report Maketu Community Board February 2023’ be received. |
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Member Hopping spoke about the bridge and cycleway to go behind houses near Spencer Avenue Reserve. Staff advised it was private property (Te Arawa Lakes Trust) and that an approach could be made by Council to discuss the matter.
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Resolution MKC23-2.11 Moved: Member T Hopping Seconded: Cr R Crawford That the Maketu Community Board requests that Council approach the land owner (Te Arawa Lakes Trust), regarding the possibility of the end of the existing cycleway extending through Te Arawa Lakes Trust land onto Spencer Avenue reserve land.
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It was noted that the Maketu Community Board did not agree with the comments in the report, particularly, the Board did not agree that the Community Resilience Advisor had kept the Board updated with warnings and Emergency Response Information.
Further, the Board did not consider that enough engagement with the wider community had been undertaken.
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Member Hopping spoke about the frequency of the seasonal rubbish collection in Maketu, noting that Pukehina was the recipient of extra collections.
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Member Hopping stated that the plan for the Maketu Surf Club was unclear, and sought further detail on the plan.
Chairperson Rae understood that the ideal plan had been quashed by some tangata whenua.
Member Hopping raised the issue that, given the temporary fix was working, whether anything further was planned, or was this “case closed”. Chairperson Rae noted that clarification was required from staff, as a permanent solution was needed.
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Resolution MKC23-2.12 Moved: Member T Hopping Seconded: Deputy Mayor J Scrimgeour That Maketu Community Board seeks clarification from staff regarding how the permanent solution for the Maketu Surf Club Carpark Reserve rock revetment may now be progressed. |
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Member Hopping thanked Chairperson Rae for coordinating a meeting in relation to Urupa to be held that Friday. She noted that, in the last meeting the Board had requested a copy of the plan, timeline and other options that could be considered, taking into account cultural sensitivities. It would be helpful to the Board to have that information in time for the Friday meeting.
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Resolution MKC23-2.13 Moved: Chairperson L Rae Seconded: Member D Walters That Maketu Community Board request staff urgently provide the information requested at its 13 December 2022 meeting (see resolutions MKC22-1.7 and item 9.5.2), and that that information be supplied to the Maketu Community Board no later than close of business on Thursday, 23 February 2023. |
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Member Hopping raised the matter of a staff update stating that staff were waiting on the Maketu Community Board to provide a commissioned price for trees. Chairperson Rae clarified that the previous triennium’s Board intended to seek a price for pruning the Pohutukawa trees from an arborist, however, a local arborist was no longer available.
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Resolution MKC23-2.14 Moved: Member T Hopping Seconded: Cr R Crawford That, as there are no local arborists from whom the Board can commission an estimate for the pruning of the Pohutukawa trees, the Maketu Community Board requests that Council seek an estimate on its behalf. |
The Meeting closed at 8.30pm.
Confirmed as a true and correct record at the Maketu Community Board meeting held on 18 April 2023.
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Chairperson L Rae
CHAIRPERSON