Agenda of Waihī Beach Community Board Meeting

Waihī Beach Community Board Meeting Minutes

12 December 2022

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihī Beach Community Board Meeting No. WBC22-1
HELD IN THE Waihī Beach Community Centre, 106 Beach Road, Waihī Beach
ON Monday, 12 December 2022 AT 6.30pm

1 Present

Chairperson R Goudie, Deputy Chairperson A Kurtovich, Member H Guptill, Member D Simpson, Cr A Henry and Cr A Sole

2 In Attendance

A Henderson (General Manager Corporate Services), A Hall (Roading Engineer East and West), G Golding (Governance Manager) and P Osborne (Senior Governance Advisor – Board Secretary)

13 Members of the public

Introduction

The Chairperson opened the meeting by introducing all Board members, and staff in attendance.

The Board members introduced themselves, further noting they were excited for the upcoming term and would make themselves available to discuss any issues with members of the public.

3 Apologies

Nil

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

7.1 SARAH-KAY COULTER – LETTER OF THANKS – ERANA KAUNGA TUHURA WHANAU TRUST

Ms Coulter was in attendance to read the letter of acknowledgement to the Board for the grant funding awarded in the last triennium, also providing an update to the Board on the Erana Kaunga Tuhura Whanau Trust fruit planting project. The letter was also available in the agenda.

7.2 DAVE LITTON – PRESIDENT OF WAIHĪ BEACH SURF CLUB LIFESAVING

Mr Litton was in attendance to provide the Board with a brief overview of the coroners report from the shark attack that took place two years ago at Waihī Beach. The coroners report contained recommendations from shark experts regarding methods that could be put in place to better monitor the shark presence and behaviour.

7.3 Dr Riley Elliot - Shark Scientist (Expert)

Dr Elliot was in attendance to provide further information regarding the sharks living around the rohe. Through his study he would be able to identify where the sharks were, where they were feeding and what areas were the highest risk.

Dr Elliot noted that it was not the lifeguards duty to do anything about the sharks, as it was the nature of the ocean.

He noted that one of the best things we could do was to ensure people were not swimming in areas that fishing was taking place, as sharks were attracted to fishing areas.

7.4 JIM COWERN - COAST CARE

Mr Cowern wanted to raise the Boards awareness to the microplastics that were sometimes exposed at the end of Ocean Beach Road.

7.5 Phil Bowyer - Various Items

Mr Bowyer was in attendance to speak to the Board on the below:

· Waihī Beach MenzShed was looking to open January 2023, following the completion of the concrete and wheelchair ramp.

· He requested that Council consider the relocation of the waste dump station by Island View Playground, now that the new playground had been opened. He felt that having this placed at the KiwiCamp site would be more appropriate.

· He noted that Freedom Campers were parking along Island View, Marlin Avenue and Tuna Avenue for up to three days. He felt as though restrictions should be put in place in terms of the hours allowed for parking.

· The Trap Library at Waihī Beach MenzShed would have an ‘opening ceremony’ on Wednesday 14 December 2022 at 12pm.

7.6 Peter Morten - Athenree Homestead

Mr Morten was in attendance to provide the Board with an update on the upgrades to the Athenree Homestead. The below points were noted:

· The Athenree Homestead Code of Compliance (COC) had been received.

· There was good communication from the Reserves and Facilities staff regarding the fence repairs and spraying. The Board was advised that planting would take place in Autumn 2023 due to the loose soil.

· Due to some of the activity happening around the homestead, they would be looking into CCTV cameras.

7.7 REON TUANA – TE WHĀNAU A TAUWHARO KI OTAWHIWHI

Mr Tuana was in attendance to provide the Board with the below updates:

· Te Whānau a Tauwharo ki Otawhiwhi had been working with Dr Riley Elliot to try and learn more about the great white sharks in the rōpū, as tangata whenua saw this as a great taonga.

· There was a productive and successful hui with Community Board members on Sunday 11 December 2022.

· He outlined the aspirations for the tangata whenua over the next year.

· A request for two signs; one down to the Marae and one to Te Kohanga Reo. Mr Tuana had spoken to the Roading Engineer and Community Board regarding this request.

· An update into what projects tangata whenua were involved in at the moment.

· He noted they were working hard to provide members of the community with opportunities to connect to the Māori culture.

· The marae would be doing a big drive to deliver/connect hauora to their people.

He congratulated the new Community Board members and noted that he looked forward to the next three years.

7.8 KEITH HAY - CONGRATULATIONS

Mr Hay wished to congratulate all members on their election/re-election on to the Community Board and Council.

7.9 GRAEME MCGREGOR – FRIENDS OF ATHENREE

Mr McGregor was in attendance to speak on behalf of the Friends of Athenree regarding the Athenree crossing/cycleway. The below concerns were noted:

· Friends of Athenree’s initial submission was lost;

· They would like to see the reports that drove the decision to change the preferred route;

· He did not believe that Summer was the appropriate time to consult; and

· He believed there was instability adjacent to the proposed cycleway, and sought clarification as to whether this had been taken into account.

Councillor Henry provided Mr McGregor with the below updates, following an email update from staff:

· There were ongoing conversations taking place with Te Whānau a Tauwhao ki Otawhiwhi.

· No consultation would be taking place over the summer period.

· A ‘fresh’ round of public consultation on the updated concept plan would take place in the new year following conversations with hapū.

· The application process (to BOPRC) would also be a publicly notified process whereby anyone/everyone could make a submission.

7.10 MIKE HICKEY – FALLEN TREES

Mr Hickey was in attendance to advise the Board of some fallen tree branches on Ocean View Road. He felt that these should be pruned back, as it was a health and safety issue.

The Roading Engineer noted that he would follow this up.

8 Minutes for Confirmation

8.1 Minutes of the Waihī Beach Community Board Meeting held on 7 November 2022

Resolution WBC22-1.14

Moved: Cr A Henry

Seconded: Member D Simpson

That the Minutes of the Waihī Beach Community Board Meeting held on 7 November 2022 as circulated with the agenda be confirmed as a true and correct record.

Carried

9 Reports

9.1 Chairperson's Report - December 2022

The Board considered a report from the Chairperson. The report was taken as read with further discussion on the below items.

Resolution WBC22-1.2

Moved: Chairperson R Goudie

Seconded: Member D Simpson

That the Chairperson’s report dated 12 December 2022 titled ‘Waihī Beach Community Board Chairperson’s Report – December 2022’ be received.

Carried

9.1.1 Two Mile Creek Shared Path/Bridge

The Board noted that they would like to have a workshop with staff regarding the concept plan for the Two Mile Creek Shared Path/Bridge project.

9.1.2 Te Mata Reserve vs Te Mata Care Group

The Board provided clarification regarding the correct naming of the below:

· The Reserve was ‘Te Mata Reserve’; and

· The Restoration Group was now called ‘Te Mata Care Group’.

9.1.3 WAIHĪ BEACH COMMUNITY BOARD GAZEBO

The Board had a discussion around their preferred gazebo, and where this would sit. It was confirmed that because the Community Board could not own assets, the gazebo would be owned by Council, however would be available for the Waihī Beach Community Board for use when needed.

The Board decided to continue researching teardrop flag options.

Resolution WBC22-1.3

Moved: Member H Guptill

Seconded: Member D Simpson

That the Waihī Beach Community Board approve up to $250.00 for the purchase of a fold out gazebo from the Waihī Beach Community Board Contingency Account.

Carried

9.1.4 Wilson Road Tree Replacement

The Board had a discussion regarding their preferred replacement tree on Wilson Road. The Board expressed a desire for a Nikau tree. The Roading Engineer advised the Board that advice from WestLink’s Vegetation Manager suggested that this was not the best option for this particular site. Reasons provided included: confined space, and fronds dropping from the tree. The Board was advised that the decision lay with them, however, they would be going against Council’s recommendation with a Nikau Tree.

The Board was in agreement that the priority for this garden area was to have limestone laid and a seat installed, in preparation for the summer season. The temporary bench seat would need to be coated to make it suitable for their sea/coast environment.

The Roading Engineer noted that he would do his best to get the limestone laid prior to Christmas, and that if there was a bench seat available this could also be installed.

The Board would be informed on the availability and timing of these requests.

Resolution WBC22-1.4

Moved: Chairperson R Goudie

Seconded: Deputy Chairperson A Kurtovich

That the Waihī Beach Community Board approve up to $2,000 for the costs relating to the installation of a temporary bench seat on Wilson Road from the Waihī Beach Community Board Roading Account, noting that this would only take place if the seat could be sourced prior to Christmas 2022.

Carried

9.1.5 Te Mata Care Group Hui

Resolution WBC22-1.5

Moved: Deputy Chairperson A Kurtovich

Seconded: Member D Simpson

That the Waihī Beach Community Board approve $150 from the Waihī Beach Community Board contingency account for the hireage of the Waihī Beach Community Centre for the Te Mata Care Group meeting.

Carried

9.1.6 2023 Te Mata Care Group Meetings

Resolution WBC22-1.6

Moved: Deputy Chairperson A Kurtovich

Seconded: Member H Guptill

That the Waihī Beach Community Board approve up to $300 from the Waihī Beach Community Board contingency account for venue hireage costs relating to the Te Mata Care Group meetings for the next 12 months.

Carried

9.2 Councillor's Report - December 2022

The Board considered a report from Councillor Sole. The report was taken as read with the below updates:

Resource Management Act (RMA)

· Following Councils earlier submission, there had been some “wins”; and

The next submission deadline was 5 February 2023.

Resolution WBC22-1.7

Moved: Cr A Sole

Seconded: Chairperson R Goudie

That the Councillor’s report dated 12 December 2022 titled ‘Councillor’s Report – December 2022’ be received.

Carried

9.3 Appointment of Waihī Beach Community Board Members on Outside Bodies

The Board had a conversation around the best suited Community Board member to represent the board for the two listed community groups.

Resolution WBC22-1.8

Moved: Deputy Chairperson A Kurtovich

Seconded: Cr A Sole

1. That the Senior Governance Advisor’s report dated 8 November 2022, titled ‘Appointment of Waihī Beach Community Board Members on Outside Bodies’, be received.

2. That Waihī Beach Community Board members be appointed to outside bodies as follows:

· Te Mata Care Group Chairperson Ross Goudie

· Waihī Beach Events and Promotions Group Member Heather Guptill

Carried

9.4 Christmas & New Year Rubbish Collection

The Board considered a report from the Resource Recovery and Waste Team Leader. The report was taken as read.

Resolution WBC22-1.9

Moved: Cr A Sole

Seconded: Deputy Chairperson A Kurtovich

That the Resource Recovery and Waste Team Leader’s report dated 12 December 2022, titled ‘Christmas and New Year Rubbish Collection’, be received.

Carried

9.5 Infrastructure Group Report Waihī Beach Community Board December 2022

The Board considered a report from the Deputy Chief Executive. The report was taken as read with further updates on the below items.

Resolution WBC22-1.10

Moved: Cr A Sole

Seconded: Member D Simpson

That the Deputy Chief Executive’s Report, dated 12 December 2022, and titled ‘Infrastructure Group Report Waihī Beach Community Board December 2022’, be received.

Carried

9.5.1 Beach Road Pedestrian Refuge - Browns Drive

The Board had a discussion around why the cost of this particular pedestrian refuge was so high. The Board was advised that this was due to the road widening that was required.

The Board felt strongly about the importance of this project, and therefore did not want to have it removed from the Waihī Beach Community Board Roading Priority List.

The Board requested for further detail and costings (including options) to be presented to the Board at an upcoming workshop.

Resolution WBC22-1.11

Moved: Cr A Sole

Seconded: Cr A Henry

The Waihī Beach Community Board request further detail and costings for the Waihī Beach Pedestrian Refuge at Browns Drive.

Carried

9.5.2 Beach Road Pedestrian Refuge - Pensioner Units

The Board was advised that further consultation indicated that the majority of residents were against the refuge construction due to the loss of parking adjacent to the units.

Due to the above information, the Board decided that they would reallocate the funds for this project to the pedestrian refuge at Browns Drive.

Resolution WBC22-1.12

Moved: Cr A Sole

Seconded: Cr A Henry

The Waihī Beach Community Board do not wish to continue with the Pensioner Unit Pedestrian Refuge project.

Carried

9.5.3 Town Centre Development - Wilson Road to Edinburgh Street

The Board requested to have a copy of the Boffa Miskell Concept Plan for this project, noting that it would be useful for new members to have an onsite meeting with the Roading Engineer (East and West).

9.5.4 Seaforth Road Shared Path Enhancement

The Board noted that this project was fantastic, however there was significant flooding happening in a couple of spots, including the corner of Dillion Street. The Roading Engineer noted that he was aware of one of the spots but would look into the flooding issue on the corner of Dillon Street.

9.6 2023/2024 Annual Operating Budget

The Board considered a report from the Senior Governance Advisor. The report was taken as read with further discussion around whether they could cut down on the ‘Mileage’ budget.

Resolution WBC22-1.13

Moved: Deputy Chairperson A Kurtovich

Seconded: Member D Simpson

1. That the Senior Governance Advisor report dated 12 December 2022 titled ‘2023/2024 Annual Operating Budget' 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 it be recommended to the Annual Plan/Long Term Plan Committee that the Waihī Beach Community Board 2023/2024 Annual Operating Budget should be:

OPERATING COSTS	2023/2024
Conference	$2,000
Contingency	$4,000
Grants	$7,000
Mileage Allowance	$3,000
Miscellaneous	$3,000
Salaries	Determined by Remuneration Authority
Inter Departmental Charges	Determined by Overhead Cost Allocation
TOTAL OPERATING COSTS

Carried

The Meeting closed at 8.50pm.

Confirmed as a true and correct record at the Waihī Beach Community Board meeting held on 23 December 2022.

...................................................

Chairperson R Goudie

CHAIRPERSON

Waihī Beach Community Board Meeting Agenda

27 February 2023

10 Reports

10.1 Chairperson Report - February 2023

File Number: A5089285

Author: Ross Goudie, Community Board Chairperson

Authoriser: John Holyoake, Chief Executive Officer

Recommendation

That the Chairperson’s report dated 27 February 2023 titled ‘Chairperson Report – February 2023’ be received.

I am putting this draft together on 9 February 2023 with a cyclone looking likely to hit the Bay of Plenty on 13 February 2023. I hope it disappears and the forecasts are wrong. However, with focus on stormwater issues front of mind, it is ironic that our Council is still consenting building works in flood plains and consenting sections in inundation areas. We need to stop adding to the risk of flooding impact for the future. We have what we have already and dealing with that alone is expensive and time consuming. Let us not add to those problems.

District Plan Review

We have been waiting for five years for the review of the District Plan. It is coming – slowly. It is 14 years since we had the last one and we have been asking for this but other areas of the Western Bay of Plenty have been prioritised. The issues of stormwater, climate change and building a resilient community are our goals. It would be good to have a clear path and timeline for this work and how it is going to enhance the resilience of our community. Staff are looking to attend an upcoming Community Board workshop in relation to the District Plan Review.

Staff Comment:

The District Plan review project has been impacted by the Government’s resource management reform programme which ultimately proposes that Council’s will no longer produce a District Plan. Instead, regional planning committees will produce regional spatial plans, and a natural and build environment plan (to replace district plans). Accordingly, the District Plan review will need to be agile to reflect the changing reform environment. Community led conversations to understand matters of importance across the district (both from a resource management perspective and beyond) are being planned for May/June 2023.

Additional Carparks – Adjacent to Wilson Road

The work required on Two Mile Creek is yet to begin, and when it does, it is possible that we could lose 12 carparks adjacent to Wilson Road. Some more will be created across the drain off Edinburgh Street, but we need more adjacent to Wilson Road with good traffic flow. New commercial developments are underway, and they are not required to provide carparks.

Staff Comment:

The 12 carparks relate to the development of a walkway/cycleway through to Edinburgh Street over the Wilson Road carpark and the development of the carpark on Edinburgh Street. This is as shown in the town centre plan. The proposal is linked to discussions with the property owner around access to the creek for 2 Mile Creek construction works.

Waihī Beach FINCOs

Further compounding the problem is that financial contributions from Waihī Beach are not being spent in Waihī Beach. New developments over the last five years have increased traffic, parking, and pedestrian pressure in the Ward. We need to receive a breakdown of financial contributions income from Waihī Beach from the new sections in Waihī Beach over the last five years. A case in point is the need for a safe road crossing across Beach Road south of Browns Drive, which, two years ago was costed at approximately $20,000-35,000. It is now looking like $160,000. The Community Board could fund it but there does not appear to be a dollar contributed from the 180-odd new houses in the immediate vicinity.

Staff Comment:

The Waihī Beach Roading FINCO model tracks income and expenditure on defined structure plan projects. The new crossing is not on the FINCO schedule and can not be funded by FINCOs. I am not aware if the need for a crossing was raised during the consent process.

Availability of Agendas

The Board is concerned about information flow, or more to the point, the lack of it. There are now no spare hard copy agendas for the Community Board meetings and no provision for an audience to follow a meeting online. A solution must be found for this as it is a great disrespect towards our non digitally enabled community. The Board believes in open and transparent communication between governance and management, and with our community. It is imperative that we respect our community with open and transparent communication and information.

Annual Plan

The Annual Plan submissions will be due soon after our meeting on February 27. For this term of council, Community Boards have not been involved in the development of the Annual Plan. The Waihī Beach community knows that costs and inflation have gone up, and there will be a tension between this reality and Council being able to fulfil the commitment of no more than 4% annual increase in rates. This could mean projects will be pushed out and some may be unaffordable. Our Board is of the firm belief that any cuts should be evenly spread across the district. As it stands, this Community Board will have to guess what council priorities are and make a list of what we want to advocate for keeping in the plan for our community.

Local Updates

Focusing on our own patch a lot of good things are being achieved, to build a more connected and sustainable community. I am finding more parts of the community joining in and working together.

At the beginning of the meeting, we have three presentations about projects in Waihī Beach.

· Waihī Beach School re footpaths and road crossing near the school.

· Live Well Waihī Beach report, including an introduction to the Community Mara Kai concept and design - plus plastic clean up.

At the Project and Monitoring Meeting held Wednesday 22 February, the Committee will be considering a report titled ‘Proposal to lease and reclassification – Waihī Beach Plunket Reserve and Beach Road Recreation Reserve, Waihī Beach – Community Mara Kai (Food Garden)’. A link to agenda online can be found here.

· Report from Otawhiwhi Marae - feedback on ‘Welcome to Waihī Beach’ project.

Queries from the Board

· Impact of stormwater on Waihī Beach following the weather events - The beginning of February storm breached the dune at the end of Broadway into the new playground. What can we look at to fix this?

· Developments in the district Elderly housing sector.

· Possibility of a toilet at MenzShed area and the upgrade of the Island view toilets from one to double.

· Look at changing the path to the playground away from the sewerage dump station.

· Presentation to new Community Board on ‘Stormwater 101’.

· Update on the Coastal Planting program.

· It will be seven months since the Waihī Beach Community Board financial report was included in an agenda. As pointed out to staff before Christmas, the end of June 2022 report contained inaccuracies.

Waihī Beach Community Board Meeting Agenda

27 February 2023

10.2 Councillor's Report - February 2023

File Number: A5091566

Author: Anne Henry, Councillor

Authoriser: John Holyoake, Chief Executive Officer

Recommendation

That the Councillor’s report dated 27 February 2023 titled ‘Councillor’s Report’ be received.

The Annual Plan (AP) 2023-2024 Process

In December 2022, early discussion began for the next Annual Plan. Reviewing our work and projects streams through Annual Plan reviews provides the opportunity to update plans in the Long Term Plan (LTP). The next AP will be Year 3 of the current LTP for 2021-2031. Council is in the process of examining the financial implications of draft issues and options, viewing draft budgets and our fees and charges. When those are resolved and the average annual rate increase for the following year is struck, the level of materiality and significance for the community is then assessed, then a final decision for an approach for community consultation on the AP is decided. The adoption of the AP consultation document and supporting information for community consultation, goes to the Annual Plan Committee on 9 March. It then moves into a formal public consultation process for 1 month. During May, submissions on the AP will be gathered and considered. Then after any required amendments have been decided upon, the completed Annual Plan for 2023-2024 will go before the Council Committee for adoption, on a date yet to be set in June.

Waka Kotahi - NZTA Interim Speeding review:

The current results for their latest interim speed Management Plan can be found on the link below:

Interim State Highway Speed Management Plan 2023 – 2024 consultation draft (nzta.govt.nz)

Waka Kotahi have stated in this review under the section for the Bay of Plenty Region that Western Bay of Plenty is one of the fastest growing areas of New Zealand. Also going on to state that maintaining safe and reliable connections, within the region and to neighbouring regions, in particular Waikato and Auckland, is critical to supporting both the regional and national economy. Ensuring the Bay of Plenty’s state highways are safe, is a priority for the region.

The following roads speed changes from this review, are ones that would most effect travel in the northern end of Western Bay of Plenty District Council.

1. SH2 Regional boundary to Katikati speed change from 100kmph to 90kmph.

Permanent 2023-2024 from the regional boundary with Waikato.

2. SH2 Katikati Main Street speed change from 60km/h to 40km/h.

Permanent 2023-2024 from Beach Road to Digglemann Park.

3. SH2 Barrett Road intersection speed zone (ISZ) from 80km/h to 60 km/h. Variable 2023-2024. On SH2, approaching intersection with Barrett Road & Plummers Road.

4. SH2 Snodgrass Road intersection speed zone (ISZ) from 80km/h to 60km/h. Variable 2023-2024. On SH2, approaching intersection with Snodgrass Road and Te Puna Quarry Road.

5. SH2 Te Puna to Bethlehem from 90km/h to 80km/h.

Permanent 2023-2024 East of Te Puna Road to east of Wairoa River.

WBOPDC Three Waters to Entity B:

Our Council has advanced their preparation for the fateful event of transferring Three Waters staff, assets, and infrastructure into the administration of Entity B, the new water entity that would be responsible for the delivery, protection, and compliance of Three Waters across New Zealand. Central Government is implementing several reforms of water services through a suite of three pieces of legislation. The Water Services Legislation Bill is one of them that is designed to enable the delivery water services to the 4 new water services entities for New Zealand. Under this Act the four new publicly-owned Water Services Entities will run New Zealand’s drinking water, wastewater, and stormwater services – currently operated by councils on behalf of their communities. This bill has just progressed through its submission stage, with submissions closing on 17 February 2023. Western Bay of Plenty District Council has made a submission towards this bill.

The other two pieces of legislation are:

· The Water Services Entities Act.

· The Water Services Economic Efficiency and Consumer Protection Bill.

The Water Services Entities Act has established the new water entities, so they are ready to provide services from 1 July 2024.

Katikati-Waihī Beach Ward Forum:

A presentation of the most up-to-date information for the transition of Council’s 3 Waters operations and assets will be made on Monday 27 March at 7pm in the Boyd Room at Pātuki Manawa -The Digital Hub in a Katikati.

Waihī Beach Community Board Meeting Agenda

27 February 2023

10.3 Waihī Beach Community Board - ANZAC Day Commemoration 2023

File Number: A5065106

Author: Pernille Osborne, Senior Governance Advisor - Board Secretary

Authoriser: Greer Golding, Governance Manager

Executive Summary

The purpose of this report is for the Waihī Beach Community Board to make a decision regarding attendance and presentation of a wreath at the ANZAC Service at Waihī Beach on ANZAC Day, Tuesday, 25 April 2023.

Recommendation

1. That the Senior Governance Advisor’s report dated 16 February 2023, titled ‘Waihī Beach 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.

3. That the Waihī Beach Community Board provide / do not provide a wreath for the ANZAC Day Service, to be paid from the Waihī Beach Community Board Contingency Account (up to the value of $200).

That the Waihī Beach Community Board do not provide a wreath.

4. That ……………………………………………………… represents the Waihī Beach Community Board at the ANZAC Day Service at Waihī Beach on 25 April 2023.

Background

Community Boards participate in ANZAC Day Services in their respective areas. Community Board Chairpersons are requested to liaise with their appointed Board Councillors to co-ordinate the representation at services across the Western Bay of Plenty District Council region on Tuesday 25 April 2023.

Significance and Engagement

The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy. In making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

In terms of the Significance and Engagement Policy this decision is considered to be of low because it does not meet the threshold of the significance policy.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

Waihī Beach Returned Services Association

Governance Services will inform the Waihī Beach Returned Services Association of the Waihī Beach Community Board representatives attending the Waihī Beach ANZAC Services to be held on 25 April 2023.

General Public

No consultation is planned.

The report recommendation and Community Board decision are publicly available.

Issues and Options Assessment

Option A

To fund an ANZAC Wreath

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

· Economic

· Social

· Cultural

· Environmental

Each Community Board has funded the cost of an ANZAC Day Wreath in previous years. The cost of a wreath is considered to be minor and provides economic, social and cultural support to the community for this event. The wreath will be prepared by a local florist. There would be no environmental impact.

Option B

To not fund an ANZAC Wreath

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

· Economic

· Social

· Cultural

· Environmental

The Community Board may choose to not fund an ANZAC Day Wreath. This would not provide the same level of economic, social and cultural support to the community for this event. There would be no environmental impact.

Statutory Compliance

The Board has delegation to allocate funding from their Corporate Budget – Contingency Account.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Up to $200.00 allocated from the Board Contingency Account.	The funding of up to $200.00 for a wreath to be laid Waihī Beach Community Board Representatives on ANZAC Day 2022.

Waihī Beach Community Board Meeting Agenda

27 February 2023

10.5 Infrastructure Group Report Waihī Beach Community Board February 2023

File Number: A5011451

Author: Tracy Harris, Executive Assistant, Infrastructure Group

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

Executive Summary

This report provides specific information on Infrastructure activities of interest to the Board.

Recommendation

That the Deputy Chief Executive’s Report, dated 27 February 2023, and titled ‘Infrastructure Group Report Waihī Beach Community Board February 2023’, be received.

roading

Transportation – Waihī Beach Community Roading

Description: Develop and implement the community roading plan approved by the Waihī Beach Community Board.

Waihī Beach Community Board Roading Current Account				$
Current Account Opening Balance 1 July 2022				$347,819
Allocation for 2022/23				$144,900
Interest for 2023 (to be confirmed)				$17,309
Subtotal				$510,028
Committed Projects		2022 Spent $	Status	$
Beach Road pedestrian refuges (design & install)		$11,493	Design Complete	-
Athenree footpath			In progress	$55,000
Seaforth Road shared path			Finalising costs	$99,544
Dillion Street shared path bridge			Design pending	$160,000
Seaforth Road Bowentown shared path			Finalising costs	$60,000
Committed Projects Total				$374,544
Forecasted Current Account Closing Balance 30 June 2023				$135,485
Non-Committed Projects	Priority	2022 Spent $	Status	$
Albacore reserve path	1			$55,000
Waihī Beach gateways project	2		Consultation	TBA
Total Non-Committed Projects				$55,000

Athenree Road Foot Path Connection - from Montessori Preschool to the New Residential Development

Description: A request was made through the public forum at the Waihī Beach Community Board meeting WB22-2 for additional footpath between the Montessori preschool, to connect with the neighbouring developments footpath.

What’s Happened:

The Board discussed funding the footpath, based on a very rough cost estimate provided by the Roading Engineer on the night of 19 April 2022.

What’s Next:

Roading has recently removed the previously arranged subcontractor from this work due to a number of professional concerns.

Arrangements are being made to have this work completed by another contractor. Arrangements are pending and yet to be finalised.

Beach Road Pedestrian Refuges

Description: 2 x Pedestrian Refuge installations on Beach Road, near Browns Road and the pensioner units.

What’s Happened:

Numerous requests have been raised for safe crossing facilities across Beach Road, for the benefit of School based pedestrians and also pensioner unit residents.

The Board resolved to fund the design and installation of both pedestrian refuges.

Further investigation indicated that the “Browns Road” location would be prohibitively expensive to fund due to the unforeseen amount of road widening and kerb and channel that need implementing to allow sufficient space for the refuge. The Board was advised and agreed to not pursue the funding of the refuge at this site.

The Installation of the refuge at 55 Beach Road, adjacent to the pensioner units has been placed on indefinite hold. Further consultation indicated that the majority of the residents wee against the refuge’s construction due to the loss off parking adjacent to the units.

What’s Next:

55 Beach Road (The Pensioner units) refuge are on indefinite hold.

The Board have indicated interest in reviewing the “Browns Road” pedestrian refuges. Roading Engineer has requested WestLink provide updated cost estimate for the widening and pedestrian refuge construction. The board will be advised once the updated estimate becomes available.

Town Centre Development – Wilson Road to Edinburgh Street

Description: Progress the shared path from Wilson Road to Edinburgh Street with a bridge over 2 Mile Creek.

What’s Happened:

Boffa Miskell have developed a concept design which includes alterations to the Wilson Road carpark, a shared path and the development of a carpark on 37 Edinburgh Street.

What’s Next:

The concept plans are due to be finalised with an estimate of the installation cost. The project is funded from the Town Centre budget.

Dillon Street Shared Path Bridge

Description: The Board have resolved to construct an additional shared path bridge to support and encourage alternative modes of transport. The bridge shall be located on Dillon Street immediately adjacent to the existing 2 Mile Creek bridge.

What’s Happened:

Bridge It NZ have been engaged by Council to design a cost-efficient bridge.

What’s Next:

Bridge It NZ are in the process of finalising a design and will forward to Council for acceptance. Once the design has been approved, the installation will commence in conjunction with the 2 Mile Creek Erosion Protection works.

Seaforth Road - ANZAC Bay Shared Path

Description: A request was made to the Board to construct a length of path connecting Bowen Town to ANZAC Bay, adjacent to the Bowentown camp site. This path would provide a safe walking and cycling as well as prevent parking unsafe berm side parking around the intersection.

What’s Happened:

The shared path has now been completed.

Waihī Beach pavement construction, located between property #597 Waihī Beach Road and the Fergus Road intersection.

What’s Happened:

A length of road pavement construction was completed in 2021 on the section of Waihī Beach Road shown below.

However, construction defects were identified on the road surface, which means the completed work did not meet required Council specifications and a full-width pavement repair was scheduled and completed during summer/ autumn.

Due to several factors, including a shortage of skilled sub-contractors needed to complete this work, the timeline for completion was extended into the colder months where there is an increased risk of rainfall.

A decision was made in May 2022 to chip-seal the full length of the project to waterproof the site ahead of a forecast for prolonged wet weather. We felt it was unacceptable to our road users and community to delay the seal or hold the site in an unsealed state through the colder months, despite the site not being entirely compliant with Council standards.

Construction defects were subsequently identified on the road surface, so pavement repairs are again required.

WestLink is the Road Maintenance Contractor for the Western Bay of Plenty District Council and they have engaged J SWAP with a fully resourced, skilled, and experienced crew to carry out a full width pavement repair on Waihī Beach Road between property #597 Waihī Beach Road and the Fergus Road intersection.

WestLink is covering all construction delay and repair costs, at no further cost to Council.

The pavement repair works by J SWAP started as scheduled on the 28th of November 2022 and are expected to take approximately three weeks to complete. All construction work is however weather dependant.

The construction process involves temporary speed restrictions within the work area, and shoulder or lane closures (operated under Stop/Go). This may cause delays for some road users.

Waihī Beach Road will be fully open outside working hours albeit under speed restrictions.

We appreciate the delays may be frustrating but it’s important to us that we get this right. Achieving Council’s specifications is expected to extend the pavement’s life and minimises the need for future Council spending so the road can be enjoyed by our community for years to come.

What’s Next:

Works have now been completed and appear to be holding up well, particularly after the prolonged period of wet weather.

Map

Description automatically generated

ASSET & CAPITAL

Stormwater - Waihī Beach Pio Shores

Description: Investigate options to reduce flooding in Pio Shores in consultation with the Pio Shores Association, obtain a Resource Consent if required and implement the solution.

What's Happened:

The project comprises upgrading of the existing stormwater pumpstations at Papaunahi Street and Boulevard North pumping to the dune basins. This is based on the infiltration assessment carried out by GHD and modelling of the network by Tonkin & Taylor. The design flows correspond to a safe maximum infiltration rate. An additional protection against overtopping of the basins during prolonged pumping includes a level sensor at each basin that will stop the pumps once the free Board level is reached.

An Environmental Impact Assessment have been completed. Both WBOPDC and BOPRC provided consents for the work. We tendered the project, and it was awarded to Waiotahi Contractors.

What's Next:

Waiotahi Contractors started construction of the Papaunahi stormwater pump station in August 2022. The pump station wet well and rising main into the dunes area are installed, the site will have the valve chamber and electrical components installed before Christmas. The site will not be commissioned until March 2023.

The Bowentown Boulevard/Sea Crest Place stormwater pump station wet well was installed 21 November 2022, and the valve chamber be installed before Christmas. The rising main works for this pump station commenced in January 2023. High ground water levels continue to make construction of the rising mains difficult.

Utilities

2 Mile Creek

Description: Erosion protection of the banks of 2 Mile Creek.

What's Happened:

A variation to consent was granted to install rock armouring. Landowner permission has been sought to allow Council access to the private properties to construct the rock armouring. The tender for the works went to market in February 2022. A suitable tenderer was indicated however, Council was forced to postpone the award of the 2 Mile Creek rock revetment construction as the Resource Consent conditions state that works cannot take place in the creek between August and December due to fish migration. Due to the long period of time since original tender, and changes to access permissions and stormwater easements for most of the Creek are legally in place, Council has decided to re-tender the works.

What's Next:

Staff are in the process of re-tendering the Civil Works First Stage Tender (ROI) for the rock armouring works. Stage 2 Request for Tender pricing will go out late February. Construction start date depends on contractor availability.

Reserves

What's Next:

The community has requested additional seating and shade at the playground. Although additional works included a bench and juvenile trees, a further review of shade and seating at this location will be reviewed in conjunction with a shade and accessibility study which will occur later this year.

Broadlands Block (now known as Te Mata Reserve)

Description: Volunteers maintaining Te Mata Reserve have approached the Community Board with a request for funding to assist with some of the larger maintenance items within the reserve.

What’s Happened:

· Further spraying and grass control is planned to prepare further areas for planting.

· The mowing schedule has been updated to reflect an improved level of service.

· Drainage and path upgrade works have been completed.

· Bike rack has been removed and relocated to another reserve.

· Rubbish bins are located adjoining the Community Centre reserve.

· Reserve signs have been installed.

· Alan Campbell has been elected as the Chair of the Te Mata Community group.

· Weed releasing working bees held with volunteers in December 2022.

What’s Next:

· The group is actively trying to attract new group members. Project underway to grow volunteer base during community days at Waihī Beach and via community communications channels. Reserves and Facilities Volunteer Coordinator will assist the group in building capacity.

· Community volunteers and Waihī Beach school will continue with working bees to release weeds away from native plants.

· A joint environmental programme with BOPRC & WBOPDC is being prepared with the Groups’ input. Details of contributions levels still to be determined.

Waihī Beach to Athenree Crossing (Walkway/Cycleway)

Description: Project planning to construct a walkway/cycleway crossing between Waihī Beach and Athenree.

What's Happened:

· Engineering and environmental reports are nearing completion.

· The concept design is well underway, but a hui is to be arranged with Tangata Whenua to complete the design – staff are waiting for a date.

What's Next:

Once the initial draft concept plan hui has been held and the concept confirmed, feedback will be sought from the Board and other stakeholder groups. This will be an iterative process but when it is concluded, it is proposed that public feedback is sought through a new round of engagement prior to the lodging of the resource consent application. The reason for this - it builds a stronger application because the level of engagement is greater. And this is more likely to achieve the desired resource consent decision outcomes for the affected communities. Once this has concluded and any changes made, the resource consent application will be lodged as a fully notified process sometime later in 2023.

Waihī – Waihī Beach Cycleway

Forest Loop Trail:

The new forest loop was opened prior to Christmas and very positive feedback has been received. Note – the trail is not suitable for shared use – walkers only. Forestry operations are largely complete. A formal opening of this trail will be arranged when all aspects of the trail including safety signage etc is completed. Cultural “presence” is a conversation yet to fully conclude with Tangata whenua in terms of appropriate signage of other objects – this will remain a work in progress for some time.

Forest Loop to Boundary with Hauraki District Council:

No change to previous report - trail Investigations into a new route (to Waihī) from the Forest Loop Trail to the boundary and then via DOC land and private property to Heard Road and Waihī are being investigated with private property owners and iwi. Hauraki District Council is supporting the process.

Forest Loop Alternative Shared Path Connection:

Because the new forest loop trail is a challenging trail for shared use (due to trail width/steep terrain), staff have also been investigating potential alternative routes that could provide a wider, safer trail connection for shared use (cyclists and pedestrians). If a suitable route is confirmed, construction on this could begin subject to funding.

Trig Trail:

Cleared forested areas replanting with natives will continue through to 2024.

TIF Funded Project:

$100,000 of Tourism Infrastructure Funding was recently awarded to construct 3 viewing platforms suitable for future Matariki events. Staff will work closely with Tangata whenua for guidance on this exciting new project. One small platform with seating has already been constructed at the Trig. Other platforms to be constructed over the coming months subject to tangata whenua site confirmation.

operations

Waihī Beach Library Location

Description: Consultation with the public regarding options for the Waihī Beach Library.

What's Happened:

Council have agreed to proceed in accordance with Resolution C22-5.22, on 11 August 2022, with the design, through to building consent with a further $250,000 allowed for to complete the Design and Engineering costs in 2023/2024. At the Annual Plan workshop 22 December 2022, it was agreed funding to be retained but design and scope will be revisited. It is to align with the existing LTP funding/timing for delivery.

What's Next:

Design options to commence.

Emergency Management

Description: Support the Waihī Beach Community to be Resilient in the event of an emergency.

What's Happened:

· The Community Resilience Advisor continues to build relationships with the Community Response Teams and to keep them updated with emergency response information.

· A children’s activity pack was created and distributed online and at Waihī Beach library to encourage emergency preparedness discussions in households over the summer holidays.

· The Emergency Management Team have a stall at the Waihī Beach Market 22 January to talk with and be available to the community.

What’s Next:

· Continued communication between Council and the Community Response team to deliver preparedness and warning messages to the community.

· A review of tsunami maps across the Bay of Plenty region are underway with proposed new maps to be presented to the community in coming months. This will be accompanied by an education plan for the communities in Western Bay of Plenty.

· Training to be made available to the Community Response Team and some community organisations including MenzShed.

Western Solid Waste

Description: Waste management that meets the needs of the community and protects the environment for present and future generations.

Kerbside Collective

What’s Happened:

The Kerbside Collection for Rubbish and Recycling contract, introduced on 1 July 2021 is continuing to minimise waste to landfill. refer to the table below for the waste data for 2022.

WBOPDC Kerbside Tonnes	Jan 2022	Feb 2022	Mar 2022	Apr 2022	May 2022	June 2022	July 2022	Aug 2022	Sept 2022	Oct 2022	Nov 2022	Dec 2022	Total Tonnes
Waste Tonnes	400	467	546	454	421	395	359	415	394	386	402	515	5154
Recycle Tonnes	155	142	98	143	139	141	125	135	124	117	158	182	1659
Glass Tonnes	235	129	30	100	127	126	75	97	101	105	103	150	1378
Food Tonnes	65	63	5	0	25	40	32	37	47	31	45	42	432

Mobile Recycling Trailers

What Happened:

Two mobile recycling trailers makes its rounds in the rural part of the district on a rostered basis. The trailers visit Omanawa Hall, Te Ranga School and BP Pongakawa. The next outing and what can be recycled can be found here.

What’s Next:

Council is gathering data and consulting with regular users to see if the trailer visit frequency and time on site is meeting the needs of the communities using the trailers.

Establishing Community Resource Recovery Centres

What Happened:

A feasibility study (with community and tangata whenua consultation) is underway to look at the viability of establishing community led resource recovery centres in Athenree, Katikati and Te Puke.

What’s Next:

Assess the results from the feasibility report for next steps.

Attachments

1. MAS Waihī Beach Community Board Februrary 2023 ⇩

Chairperson	Ross Goudie
Deputy Chairperson	Alan Kurtovich
Members	Heather Marie Guptill Dani Simpson Cr Anne Henry Cr Allan Sole
Quorum	3
Frequency	Eight weekly / Workshops as required

Resolution	Description	$
WB22-4.9	Erana Kaunga Tuhura Whanau Trust to contribute towards a planting project for Otawhiwhi Te Kohanga Reo.	909
	2022/23 Total grants paid to date	909

Resolution	Description	$
	2022/23 Opening balance	137,417
WB20-5.11	Fund the Historical Trails project as detailed by Marilyn Roberts in the proposal to a maximum of $10,000 from the reserve account.	(370)
	2022/23 Closing balance as at 31 December 2022	137,047

Resolution	Description	$
	2022/23 Closing balance before committed expenditure	137,047
WB17.5.3	Funding for engagement of local landscaper to provide assessment of Waihī Beach Road entranceway on current conditions and to provide recommendations.	(2,000)
WB20-3.9	Fund up to $3,000 for meetings in relation to the Community Plan. (In progress).	(3,000)
C20-11.7	Funding for ‘Live Well Waihī Beach’ up to $30,000 be funded from Waihī Beach Community Board Reserve Account. (Note: $29,712 paid as at 30 June 2021).	(288)
WB20-5.11	Fund up to $10,000 for Historical Trails project subject to content approval by the Community Board, prior to going live. (Note: $6,806 paid as at 31 December 2022).	(3,194)
WB22-2.5	Fund up to $23,045.75 (incl. GST) for costs relating to the purchase and installation of water refill stations in Waihi Beach.	(23,046)
	2022/23 Closing balance after committed expenditure	105,519

Resolution	Description	$
	No transactions year to date	0
	2022/23 Total operational commitments	0