Agenda of Project and Monitoring Meeting - Wednesday, 22 February 2023

22 February 2023

Projects and Monitoring Committee

Membership:

Chairperson	Cr Don Thwaites
Deputy Chairperson	Cr Allan Sole
Members	Cr Tracey Coxhead Cr Richard Crawford Cr Grant Dally Mayor James Denyer Cr Murray Grainger Cr Anne Henry Cr Rodney Joyce Cr Margaret Murray-Benge Deputy Mayor John Scrimgeour Cr Andy Wichers
Quorum	Six (6)
Frequency	Quarterly

Role:

· To monitor and review the progress of the Council’s activities, projects and services.

Scope:

· To monitor the effectiveness of Council and agency service agreements / contracts.

· To monitor the implementation of Council’s strategies, plans and policies, and projects as contained in the Long Term Plan or Annual Plan.

· To monitor agreements between Tauranga City Council and Western Bay of Plenty District Council and recommend to the respective Councils any changes to agreements, as appropriate.

· To monitor the on-going effectiveness of implemented joint projects, plans, strategies and policies with Tauranga City Council.

· To monitor performance against any Council approved joint contracts with Tauranga City Council and/or other entities.

· To monitor Community Service Contract performance, set service delivery requirements and receive annual reports from service delivery contractors.

· Monitor performance against the Priority One approved contract.

· Subject to agreed budgets and approved levels of service, make decisions to enable delivery of the operational and capital programme of Council.

Power to Act:

· To make decisions to enable and enhance service delivery performance, in accordance with approved levels of service and subject to budgets set in the Long Term Plan or any subsequent Annual Plan.

Power to Recommend:

· To make recommendations to Council and/or any Committee as it deems appropriate.

Power to sub-delegate:

· The Committee may delegate any of its functions, duties or powers to a subcommittee, working group or other subordinate decision-making body, subject to the restrictions on its delegations and provided that any sub-delegation includes a statement of purpose and specification of task.

Project and Monitoring Meeting Agenda

22 February 2023

9 Reports

9.1 Town Centre Development Fund Allocation

File Number: A5083821

Author: Tracy Harris, Executive Assistant, Infrastructure Group

Authoriser: Gary Allis, Deputy Chief Executive & General Manager Infrastructure Group

Executive Summary

The Committee is requested to recommend to Council the methodology of allocating the budget town centre development fund. The recommended option is to distribute on a proportional basis and review the fund and its allocation through the forth coming Economic Development Activity Review.

Recommendation to council

1. That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘Town Centre Development Fund Allocation’ 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.

3. That the Town Centre Development Fund be allocated on the following 4-year cycle:

· Te Puke 2023 – 2026

· Waihī Beach 2027 – 2030

· Katikati 2031 – 2034

· Ōmokoroa 2035 – 2038.

4. That the Town Centre Development Rate be allocated on a proportional basis (number of properties in the community board area) each year to Te Puke, Katikati, Waihī Beach and Ōmokoroa).

Background

The Town Centre Development Rate has been in place for 17 years from 2007 and is included in the LTP through to 2031. It is a $10 per property component of the UAGC. The 2023 budget is $226,160.

The rate or fund was established to provide a significant capital fund to each of the major towns to enable town centre development and upgrading. Each town received the rate the fund for a 4-year period. The order of the towns was based on the likely order of development and the status of the town centre plans. It was allocated in the following order:1.

1. Te Puke

2. Waihī Beach

3. Katikati

4. Ōmokoroa

The Community Boards have delegation to determine the works undertaken by that budget with a final sign off on significant projects by Council. The funds can be accumulated and spent over time, equally a project could be undertaken in the first year and paid for over the next 3 with the allocation.

The types of improvements have included:

· Te Puke – Heritage walkway, Jubilee Park and associated town centre developments and the original main street upgrade. The town centre fund was a component.

· Waihī Beach – Town centre planning, Two Mile Creek walkway planning, Dillon Street land purchase and sale, future bridge over Two Mile Creek and future additional carpark.

· Katikati – Upgrade of ex fire station to museum, Cherry Court upgrade, $200k contribution to Community hub, future implementation of the town centre plan.

· Ōmokoroa - Purchase of the old library as a community building, old pavilion relocation and upgrade.

DISCUSSION

The projects funded are varied but all have made a difference to the town centres and to the communities. At times the community roading budget and the Community Board Reserve and external funding is used on an individual project.

The decision making by the Boards with community input has been effective and gives local ownership.

The demand for town centre improvements has increased. For example the upgrade in Te Puke is now close to requiring refurbishment and refreshing.

BUDGET

The fund has been budgeted in the LTP and the amount for 2023 ($226,160) has not yet been allocated to a town/towns. It is budgeted for the balance of the LTP. Since the $10 per property was set in 2007 the actual value has reduced through inflation. The future LTP could consider whether the amount is still sufficient.

OPTIONS

The Committee is to determine how the fund should be allocated. It was initially discussed in June 2020 and parked for a future discussion with a direction that required the allocation methodology may change. The status quo and a proportional model have analysed for consideration.

Option 1:

Repeat the previous allocation with 4 years of funding going to each town as per the previous order.

Option 2:

Allocate on a proportional basis to each town each year. The proportions would be based on the number of properties in each of the four community board areas.

Number of properties by Community Board Area - 2022
	No. Properties	%	22/23 Budget
Waihī Beach	3199	22%	$50,037
Katikati	4742	33%	$74,172
Ōmokoroa	2374	16%	$37,133
Te Puke	4144	29%	$64,818
	14459	100%	$226,160

This provides some funding each year to each town which can either accumulate for a larger planned project or be expended on less major projects and upgrading.

An option to include the smaller centres has not been included as that is a change to the original purpose. The smaller centres could include Maketu, Paengaroa, Te Puna etc.

The recommended methodology is to change to a proportional allocation for 2022/23 an 2023/24 and review the fund and allocation through the Economic Development Activity review that is scheduled.

Significance and Engagement

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because the budget has been set through the LTP. This is an allocation of an existing budget.

Engagement, Consultation and Communication

No engagement or communication on the allocation as it is a Council decision relating to an existing long established budget. The actual use of the budgets if a different matter and will be determined by Community Boards and Council (as necessary).

Issues and Options Assessment

Option A

That the Town Centre Development Fund be allocated on the following 4-year cycle.

· Te Puke 2023 – 2026

· Waihī Beach 2027 – 2030

· Katikati 2031 – 2034

· Ōmokoroa 2035 – 2038

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Retains the established allocation model.

May not reflect the current community and community board expectations and timing for each town.

Provides funding for a significant project.

Costs (including present and future costs, direct, indirect and contingent costs).

Costs as per the budget. Inflation reduces the value of the budget over time.

Option B

That the Town Centre Development Rate be allocated on a proportional basis (number of properties in the community board area) each year to Te Puke, Katikati, Waihī Beach and Ōmokoroa.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Proportional allocation provides funding each year to allow implementation of town plans.

Funds can accumulate for major projects as they would be insufficient in any one year.

Allocates responsibility to each Board.

Statutory Compliance

The recommendation(s) meets:

· Legislative requirements/legal requirements

· Current council plans/policies/bylaws

· Regional/national policies/plans.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
	Budgeted in the LTP, funded by $10 per property from the UAGC.

Project and Monitoring Meeting Agenda

22 February 2023

9.2 Proposal to Lease and Reclassification - Waihī Beach Plunket Reserve and Beach Road Recreation Reserve, Waihī Beach - Community Mara Kai (Food Garden)

File Number: A4904559

Author: Peter Watson, Reserves and Facilities Manager

Authoriser: Gary Allis, Deputy Chief Executive & General Manager Infrastructure Group

Executive Summary

The Waihī Beach Community Led Development Society Incorporated have applied to Council to lease an area of approximately 1895m² in Beach Road Recreation Reserve, Waihī Beach, and 199m² of Waihī Beach Plunket Reserve to establish a community māra kai (food garden).

To locate part of the māra kai on the Waihī Beach Plunket Reserve, which is currently classified ‘Local Purpose Reserve’ (Plunket Rooms) the reserve will need to be reclassified to ‘Local Purpose Reserve’ (community use).

The Project and Monitoring Committee is required to pass a resolution of its intent to grant a lease to Waihī Beach Community Led Development Society Incorporated and to reclassify the Waihī Beach Plunket Reserve prior to undertaking public consultation.

Recommendation

1. That the Reserves and Facilities Manager’s report, dated 22 February 2023, titled ‘Proposal to Lease and Reclassification – Waihi Beach Plunket Reserve and Beach Road Recreation Reserve, Waihī Beach – Community Māra Kai (Food Garden) 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.

3. That the Project and Monitoring Committee approves, in principle, the Waihī Beach Community Led Development Society Inc’s proposal to lease areas totalling approximately 2094m², being Lots 9-11 and 22-24 DP 17197.

And

4. That if approved, the Project and Monitoring Committee agrees in principle to the reclassification of the Waihī Beach Plunket Reserve, as shown in this report, from ‘Local Purpose Reserve (Plunket)’ to ‘Local Purpose Reserve’ (Community Use).

5. That the Project and Monitoring Committee does not approve in principle the Waihī Beach Community Led Development Society Incorporated’s proposal to lease areas totalling approximately 2094m², being Lots 9-11 and 22-24 DP 17197.

6. Subject to item 3 and 4 above, if approval in principle is given, that staff be directed to publicly notify the proposal in accordance with Section 119 and 120 of the Reserves Act 1977 and that any submissions or objections following the submission period be reported back to Council.

7. If approval is given, such approval must not be construed by the applicant as a guarantee that all other consents required by policy, by law, regulation or statute, will be forthcoming.

Background

Council has been approached by the Waihī Beach Community Led Development Society Incorporated who wish to establish a community māra kai (food garden) in Waihī Beach and have identified part of Beach Road’s Recreation and Waihī Beach Plunket Reserves areas as a suitable site.

Part of Waihī Beach Community Led Development Society Incorporated’s purpose is to develop initiatives and facilities at Waihī Beach. The society is at this time seeking to gain charitable status and have applied to become a Charitable Trust. The lease would be entered into with the Trust once formed.

The initiative that the society wishes to establish is a garden that includes:

· A sensory garden.

· A garden suitable for and accessible to the disabled and elderly.

· A kai garden to feed the community, that includes indigenous plants.

· With all the garden areas to be formed artistically, based on the Matariki and a “time for reflection”.

The māra kai is being proposed under the criteria of Council’s Community Garden’s Policy – refer Attachment 1.

In addition to using a part of the Beach Road Reserve, the rear portion of the Waihī Beach Plunket Reserve has also been requested to be utilised for the māra kai. This space is currently fenced off and is providing green space alongside the Beach Road Recreation Reserve. Plunket holds a lease over 180m² at the front of the site. When Plunket’s lease came up for renewal in 2015 Plunket had requested three, 3-year terms from 2015 to 2024. Given that falling birth rates were trending at the time Plunket wanted to be able to assess their delivery of services at each lease renewal which in turn would allow them to decide whether they still required use of the Plunket building.

Given the uncertainty of Plunket’s future tenure and to allow a more diverse community use of the reserve it prudent at this time to reclassify the reserve from the current classification of local purpose (Plunket) to local purpose (Community Use). This will then allow the māra kai to utilise the back portion of the reserve, the Plunket lease to continue if they so require, but if not, opens up the opportunity to allow use of the building/space by other community groups.

Aerial plan of the proposed lease area and location – refer Attachment 2.

Waihī Beach Community Led Development Society Incorporated have outlined the proposal - refer Attachment 3.

Beach Road Recreation Reserve and Waihī Beach Plunket Reserve’s Reserve Management Plans – refer Attachment 4.

Prior to the implementation phase a requirement for leases under the Reserves Act 1977 needs to be established.

The Project and Monitoring Committee needs to consider the proposal and pass a resolution to initiate the required public consultation process.

The final decision on entering a lease lies with full Council once it has considered and submissions or objections.

Significance and Engagement

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because Council’s Community Gardens policy allows Council to make public open space available for community gardens as a form of community development and recreation. The public consultation process that will provide the opportunity for interested parties to be involved.

Consultation and Communication

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
Tangata Whenua	A copy of the proposal will be sent to local Tangata Whenua for comment. Otawhiwhi Marae have been involved with the concept of the mara kai.	Planned
Neighbouring properties	A number of the reserve’s neighbours have already been consulted with, including the neighbouring Plunket. These parties will be contacted formally.
General Public	If the Committee approves in principle to the proposal, then there would be a requirement to undertake a one month statutory period of public consultation as required under section 119 and 120 of the Reserves Act 1977 before reporting back to the Council. The group are scheduled to do a presentation to the Waihi Beach Community Board at their meeting on 27 February 2023.

Issues and Options Assessment

Option A

That the Project and Monitoring Committee approve in principle the Waihī Beach Community Led Development Society Incorporated’s proposal to lease areas totalling approximately 2094m² being Lots 9-11 and 22-24 DP 17197.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

The garden design will be based around Matariki’s nine whetū, and discussions have been held with Te Whānau a Tauwhao in order to add further cultural additions later. This concept will allow educational opportunities for the local children. Social benefits are that the kai from the garden will be shared and distributed among gardening whanau and the wider community that includes those in need. Environmental sustainability within the gardens includes composting, permaculture, and onsite rainwater storage.

Aligns with the Waihi Beach Community Plan.

Costs (including present and future costs, direct, indirect and contingent costs).

Waihī Beach Community Led Development Society Incorporated will be covering the costs of establishing and maintaining the gardens, as per the Community Gardens Policy.

Option B

That the Project and Monitoring Committee does not approve in principle the Waihī Beach Community Led Development Society Incorporated’s proposal to lease areas totalling approximately 2094m² being Lots 9-11 and 22-24 DP 17197.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

The Community would miss out on an opportunity to work together. The land would remain unutilised. The objectives of Council’s policy would not be met.

Costs (including present and future costs, direct, indirect and contingent costs).

N/A as the proposal would not proceed.

Statutory Compliance

In order to have a lease to enable the māra kai to be established, Council will need to comply with the provisions of the Reserves Act 1977, in particular undertake the required public consultation as per Section 119 of the Act.

The proposed lease will be in accordance with sections 54 and 73 of the Reserves Act 1977.

Address	Parcel	Legal	Lease Area	Classification	Proposed
Beach Road Recreation Reserve
19 Marine Ave	1808/75	Lot 23 DP17197	379m²	Recreation	Lease under s54 Reserves Act
21 Marine Ave	1808/63	Lot 22 DP17197	379m²	Recreation	Lease under s54 Reserves Act
46 Beach Road	1883/35	Lot 9 DP17197	379m²	Recreation	Lease under s54 Reserves Act
48 Beach Road	1883/36	Lot 10 DP17197	379m²	Recreation	Lease under s54 Reserves Act
50 Beach Road	1883/37	Lot 11 DP17197	379m²	Recreation	Lease under s54 Reserves Act
Waihī Beach Plunket Reserve
17 Marine Ave	1808/87	Lot 24 DP17197	199m² (part of 379m²)	Local Purpose (Plunket) Reserve	1. Reclassify the whole reserve from Local Purpose (Plunket) to Local Purpose (community use) 2. Lease part of Lot 24 under s74 Reserves Act.
Total Lease Area			2094

Funding/Budget Implications

Budget Funding Information	Relevant Detail
	Waihī Beach Community Led Development Society Incorporated will be responsible for the cost of establishing the māra kai. This will be achieved through community grants and fund raising. Some assistance can be provided through the reserve maintenance budget, as Council would no longer need to mow the area.

Attachments

1. Community Gardens Policy ⇩

2. Aerial Plan of Proposed Lease Area ⇩

3. Mara Kai Proposed Management Plan ⇩

4. Beach Road and Waihi Beach Plunket Reserve Management Plans ⇩

Project and Monitoring Meeting Agenda

22 February 2023

9.3 Operational Risk and Scorecard Report Quarterly Update Ending December 2022

File Number: A5083966

Author: Tracy Harris, Executive Assistant, Infrastructure Group

Authoriser: Gary Allis, Deputy Chief Executive & General Manager Infrastructure Group

Executive Summary

The purpose of this report is to present the Scorecard report for the 2^nd quarter ending 31 December 2022.

To advise on current capital projects, operational issues, property proposals, and trending across the Council activities.

Recommendation

That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘Operational Risk and Scorecard Report Quarterly Update Ending December 2022’ be received.

Background

SCORECARD REPORT

The Scorecard report for the 3 months to 31 December 2022 is attached. The executive summary of that report notes a number of issues, and the graph provides a single view of the performance to date. Note this Scorecard Report does not include financial information as that is being reported to the Audit and Risk Committee.

We are interested in feedback on the format of the Scorecard report and the information that it contains in order to make changes to provide the level and type of performance reporting that the Committee requires.

OPERATIONAL RISK AND STATUS TABLE

The operational risk table has been developed to show:

· Project or activity

· Brief description of the risk and why it has arisen

· Type of risk (e.g., timing, financial, service delivery)

· Project or topic status update

· Items that the Committee needs to be aware of

· Traffic light system:

Green: Operational item, for information

Orange: Potential to escalate, Council needs to be aware

Red: High risk, Council direction may be required.

This is an up to date status and forward looking and may supersede the comments in the Scorecard Report.

Additional information and topics may be provided at the meeting. There will be a power point relating to the topics in the report.

TOPIC AND DESCRIPTION

RISK TYPE

RISK LEVEL

Storm Damage

The North Island experienced a serious weather event over Anniversary Weekend, which had a significant impact on the roading network. There were over 50 slips, several road closures and the No.4 Road Bridge was destroyed. The Washer Rd bridge is closed pending repairs. The financial implications and estimate of total response and repair costs are still being assessed. There will be a presentation at the meeting showing some of the damage and providing a current estimate of the response and reinstatement costs.

The immediate response, clean up and bailey bridge is in the vicinity of $1.5m with the full storm damage repair cost and bridge replacement indicatively $10m but could be significantly more. An enhanced Waka Kotahi subsidy occurs over a certain value of damage each financial year.

The continuous rainfall was an issue for Katikati and Waihi Beach Wastewater Treatment Plants as the inflow exceeded the capacity of the plants. The biggest impact was at Katikati where treated wastewater had to be discharged into the harbour once all storage in the plant was full. Further details will be provided at the meeting.

Financial

Reputational

Incident Response

The Anniversary Weekend storm event was handled at an operational level by the Incident Management Team (IMT). This was followed by a partial setup of the Emergency Operating Centre (EOC) following the weekend, where more resources were required to respond. There was a high focus on sourcing accurate and timely information in an event that was still occurring. This translated into the updated information that was provided to the public and the elected members.

The EOC was activated for Cyclone Gabrielle and Mayor Denyer Declared a State of Emergency for the district on Monday evening. The damage from this event is less than from the previous event.

There will be a brief presentation on how the IMT and EOC are activated and operate.

Reputational

Health

& Safety

2 Mile Creek Bank Protection

The project is in the retendering stage with an award expected in March 2023.

Financial

Timing

No.4 Road Bridge

While part of the storm event, the reinstatement of full access to the residents of No. 4 Road is a priority.

A briefing was provided to Councillors on 8 Feb 2023 and a residents’ site meeting was held on 10 Feb 2023.

The current status is that the Bailey Bridge installation is 4-6 weeks, but subject to the finalised pile design and no serious weather impact.

An update will be provided at the meeting.

Impact on Kiwifruit and avocado harvest and transport

Financial

Timing

Te Puna Station Road Closure

Te Puna Station Rd has been closed due to both over and under slips occurring in the Anniversary Weekend storm event. The under-slips occurred in an event last year and slipped further this event. An assessment is being made of the options to either reinstate a one lane section or to close the road to vehicular traffic while retaining the cycleway. There are different financial, community and traffic implications for each option.

Traffic flows

Financial

Community implications

Capital Expenditure

A review of all the capital projects has been undertaken to assess the likely performance for the year. At this stage the assessment is that the capex will be between 80% and 90% of the full year target. The expenditure includes budgeted items, additional expenditure approved by Council and projects with unbudgeted external funding.

The wet weather to date in the construction season is having an impact on the roading programme. Road pavements cannot be constructed in the wet, and they need several fine days to dry before sealing. To date, over 25% of the construction season has been lost. The storm event and clear up has diverted design and construction resources.

The construction sector is fully committed and getting additional resources to undertake projects is difficult.

Weather

Construction resources being required in other parts of the country

Roading Maintenance

The storm event has required the routine maintenance roading crews to be used on event response and clean up. This means that the routine road maintenance is behind, and the Operational Performance measures won’t be met for February. The priority for the crews is safety items and the busiest roads.

Reputation

Customer satisfaction

Grass Mowing and Vegetation

The favourable seasonal growing conditions have meant that the mowing crews are unable to keep up with the grass growth and maintain the agreed levels of service. This affects both roading and reserves.

The priority sites are agreed with the contractors. Priorities are active reserves and higher use sites. Accordingly, some sites will have long grass and look untidy.

Customer satisfaction

Reputational

Elder Housing

The 7 Beach Road housing units have been completed and the tenants relocated from Heron Court. There were a number of favourable comments around the new units.

Heron Court units are now vacant ready for the demolition/removal and the site works in preparation for the new units. The demolishment contractor has commenced work on the site. An alternative house removal contractor is being sourced however this is likely the end of March. The civils contract is let but unlikely to be able to establish on site until April.

Timing

Financial

Building Services - Customer Portal

User testing is underway for a new (replacement) building consent lodgment portal, with go live date projected for 20 March. The adoption of the new portal will improve the customer experience and will also ensure that consenting information is able to be more effectively collected, collated and responded to in a consistent and timely manner.

Customer satisfaction

Reputational

Legal/Legislative

Te Puna Business Park – Te Puna Station Road

Recent flooding of rural properties in Te Puna has highlighted the stormwater management required in the development of the business park area.

Council staff and BOPRC are working together to address stormwater/flooding issues raised by residents.

All property owners within the designated Te Puna Business Park area have submitted resource consent applications which are progressing with Council. The applications are required to fully satisfy Council roading and stormwater requirements for the developments, and requests for additional information are progressing. Decisions on notification of the consents will be made once all information is received and assessed by staff.

The properties are subject to Council compliance action, with development abated until all consenting requirements are met. An appeal by a landowner to Council’s abatement notice is progressing through the Environment Court mediation process.

Customer Satisfaction

Reputational

Legal/Legislative

Development Activities

Resource consent applications are currently in processing with Council for large scale development at Ōmokoroa.

The applications received to date are by Classics and Ōmokoroa Country Club, both of these applications are part of the Ōmokoroa stage 3 urban development area.

At Te Puke, another large scale resource consent application for land development at Dunlop Road is in progress.

These large scale developments are significant housing projects with the Te Puke development supplying housing for low- moderate income families.

Customer Satisfaction

Reputational

Attachments

1. Scorecard Report Quarterly Update Period Ending December 2022 ⇩