Agenda of Maketu Community Board Meeting

11 February 2020

Maketu Community Board

Membership

Chairperson	Shane Beech
Deputy Chairperson	Laura Rae
Members	William Ra Anaru Stephan Simpson Councillor Kevin Marsh Councillor John Scrimgeour
Quorum	3
Frequency	Quarterly meetings / Workshops as required

Role and Purpose of Community Boards:

· To represent, and act as an advocate for, the interests of their communities.

· To provide an effective mechanism for community feedback to Council.

· To consider and report on all matters referred by Council and its Committees, or any matter of interest or concern to the Community Board.

· To maintain an overview of services provided by Council within the community.

· To prepare an annual submission to Council for expenditure within the community.

· To communicate with community organisations and special interest groups within the community.

· To undertake responsibilities as delegated by Council or its Committees.

Delegated Functions:

Subject to compliance with Council strategies, policies, plans and legislation:

· To maintain an overview of road works, water supply, sewage, stormwater, parks, recreational facilities, community activities and traffic management within the community and make recommendations to Council and its Committees in accordance with their delegated functions.

· To report and make recommendations to Council and its Committees in accordance with their delegated functions on issues facing the respective communities to promote public participation and communication within respective communities.

· To undertake tasks, powers and functions delegated by Council or its Committees in accordance with their delegated functions from time to time.

· To control, expend and monitor funds as allocated by Council.

· To allocate Community Board reserve funds to specific capital non-recurring projects for council assets on council land, or in accordance with allocations which have been approved through the annual plan process.

· To receive reports from Council appointees on Council matters relevant to the Community Board.

1. To have input into Council and its Committees on issues and plans that affect communities within the Community Board area.

Maketu Community Board Meeting Agenda

11 February 2020

8.2 Information Report from the Annual Plan and Long Term Plan Committee on Board Recommendations - February 2020

File Number: A3664414

Author: Aileen Alty, Senior Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

The Community Board is required to review its Annual Plan and make a recommendation on what the Board considers its operational budget should be for the upcoming financial year.

The Board submitted their recommendation to the Annual Plan and Long Term Plan Committee following consideration of their operational budget at their meeting held on 26 November 2019.

Recommendation

That the report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board recommendations – February 2020 be received.

Remit from the Committee

The following is a decision adopted by the Annual Plan and Long term Plan Committee based on the recommendation from the Maketu Community Board.

APLTP1.2 Recommendatory Report from the Maketu Community Board – Draft 2020/2021 Annual Operating Budget

The Committee considered a report from the Senior Governance Advisor dated 4 December 2019.

The Chairperson responded to a question from the floor, advising that the Contingency of $17,000 had been discussed at the Maketu Community Board meeting. Future projects and allocation of the contingency funding were being discussed by the Board.

Resolved: Marsh / Scrimgeour

1. That the Annual Plan and Long Term Plan Committee adopts the Maketu Community Board Operating Budget for 2020/21 as follows:

Operating Costs		2021
Contingency		17,000
Grants		5,000
Mileage Allowance		1,000
Security		4,020
Salaries		Determined by Remuneration Authority
		Determined by Overhead Cost Allocation
Inter Departmental Charges
TOTAL OPERATING COSTS

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.

Maketu Community Board Meeting Agenda

11 February 2020

8.3 Adoption of Maketu Community Board Standing Orders 2020

File Number: A3670222

Author: Te Rina Ruru, Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

The Local Government Act 2002 requires Community Boards to adopt Standing Orders for the orderly conduct of their meetings.

Standing Orders must not contravene the Local Government Act 2002 (LGA 2002), the Local Government Official Information and Meetings Act 1987 (LGOIMA 1987) or any other Act. They define the rights of chairpersons, the participation of members in meetings and provide guidance on discretionary matters.

The purpose of this report is to enable the Maketu Community Board to adopt a new set of Standing Orders based on the recent Local Government New Zealand (LGNZ) 2019 review, that reflect legislative changes made since the 2016 Community Board Standing Orders were adopted.

Recommendation

1. That the Maketu Community Board receives the Adoption of Maketu Community Board Standing Orders 2020 report dated 3 February 2020.

2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Maketu Community Board, by a vote in support of not less than 75% of members present, adopts the Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments:

(a)

(i) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7:

‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’.

(ii) Delete Standing Orders 13.7 to 13.16 and make no provision for member participation via audio or audio-visual link.

(b)

Include Standing Order 19.3 as follows:

(i) Chairperson has a casting vote

‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’

(ii) Chairperson does not have a casting vote.

‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, does not have a casting vote.’

(c) Include Standing Order 22

i. Option A (formal); or

ii. Option B (medium); or

iii. Option C (informal)

as the default option for speaking and moving motions and amendments.

(d) Add to Standing Order 15 – Public Forums

‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’

(e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections.

Background

The current Maketu Community Board Standing Orders were adopted at the start of the 2016 – 2019 triennium and are based on the 2016 LGNZ Standing Orders template, with minor amendments. The current Standing Orders will remain in force until the Board decides to adopt a new version of Standing Orders. The amendment or adoption of new Standing Orders requires a vote of not less than 75% of the members present (Clause 27(3) Schedule 7 LGA 2002).

LGNZ have recently undertaken a review of the Standing Orders template in 2019. The main changes include improvements to the draft resolution for moving business into public excluded section (confidential), amendments made because of the Regulatory Systems Act 2018, and other changes to improve readability. The Draft Community Board Standing Orders 2020 in Attachment 2 include optional provisions. During the adoption process, the Community Board members must make a decision on which option to include in the final set of Standard Orders.

The proposed changes to the current 2016 Standing Orders are shown in red in Attachment 2. The LGNZ 2019 Guide to Standing Orders provides guidance on the application of Standing Orders (Attachment 1).

Western Bay of Plenty District Council recently adopted new Standing Orders, based on the LGNZ 2019 template. The Council Standing Orders include the provisions set out in sections 3(a)(i), (b)(i), c(ii) and (d) of the recommendation within this report (C19-1.1 Council 5 December 2019).

decisions required in adopting the new standing orders

Standing Order 13.7 – 13.16 – Option to hold meetings by audio and audio-visual link

The LGA 2002 allows members of a local authority or community board to participate in meetings by audio or audio visual means if they are not physically present (clause 25A Schedule 7 LGA 2002). There are a number of conditions around such participation, including the restriction on counting remote participants as part of the quorum, and a requirement that the Chairperson must ensure a number of conditions about the technology, accountability and accessibility are met. This provision is currently included in the 2016 WBOPDC Community Board Standing Orders. It is noted that during adoption of new Standing Orders in December 2019, Council amended the wording in Standing Order 13.7 by adding the words ‘in exceptional circumstances’. This wording has been highlighted in the report recommendation for the Board’s consideration.

Standing Order 19.3 - Option to allow for a Casting vote

The LGA 2002 allows Chairpersons to use a casting vote if the provision is included in the Standing Orders. The Draft Community Board Standing Orders 2020 (Attachment 2) include the provision of a casting vote, which can be used in the case of an equality of votes.

Community Board Members have the option to include or not include the ability for the Chairperson to have a casting vote (Standing Order 19.3). During the 2016-2019 triennium, three WBOPDC Community Boards adopted Standing Orders that provided for a Chairperson’s vote and two Community Boards did not include this provision. The current 2016 Waihi Community Board Standing Orders do not provide for the Chairperson to have a casting vote.

Standing Order 21 – Three Options for dealing with motions and amendments

The Draft Community Board Standing Orders 2020 (Attachment 2) provide three options for speaking to and moving motions and amendments.

Option A

Option A is the formal approach and limits the amount of times members can speak and move amendments, for example, only members who have not spoken to the original or substituted motion may move or second an amendment to it. The mover or seconder of an amendment (whether it is carried or lost) cannot move or second a subsequent amendment. This option has previously created concerns with the application of Standing Orders as Councils ran out of members able to move motions for decisions. (See Appendix 3 on page 69 of the Draft Community Board Standing Orders - Attachment 2).

Option B

Option B is less formal than Option A and is currently included in the WBOPDC Community Board Members’ Standing Orders. This allows members to speak to any amendment regardless of whether they have spoken to the motion or substituted motion. This option was recently adopted for Council’s Standing Orders. (See Appendix 4 on page 70 - Attachment 2).

Option C

Option C provides a further degree of flexibility by removing the limitations in Options A and B. (See Appendix 5 on page 71 - Attachment 2).

Other Matters for Consideration

Standing Order 15 – Public Forums

The LGNZ Standing Orders template do not address how issues raised within the public forum might be dealt with, apart from the clear direction that no resolutions may be passed on items raised through public forum.

The current 2016 Community Board Standing Orders address this issue by including the following provision:

· Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.

It is recommended that this provision remain in Standing Orders, to clarify the public forum process.

Significance and Engagement

Under the Significance and Engagement Policy this decision is considered to be of low significance because the adoption of Standing Orders is a legislative requirement that facilitates the orderly conduct of meetings of Council, its Committees and Community Boards.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned

Engagement/Consultation/Communication

Council and Community Boards

All Community Board Members were provided with an opportunity to attend formal training on the use of Standing Orders during their post election induction programme. The 2020 Standing Orders will be made available to Community Board chairpersons on Stellar Library and a hard copy will be provided to all Community Board Members.

Tangata Whenua and General Public

A copy of the 2020 Standing Orders will be made available on Councils’ website for public information and reference.

Issues and Options Assessment

To adopt the Draft Community Board Standing Orders 2020
Reasons	Legislative or other reference
The Local Government Act 2002 requires that Community Boards adopt Standing Orders. The current 2016 Community Board Standing Orders are out of date due to legislative changes. LGNZ updated the Standing Orders template in 2019 to incorporate changes in legislation and reflect best practice. Council recently adopted new Standing Orders for Council and its Committees, based on the 2019 LGNZ Standing Orders template.	Section 54(2) Local Government Act 2002. Clause 27, Schedule 7 Local Government Act 2002
To retain or amend the existing Standing Orders
Reasons	Legislative or other reference
The current 2016 Community Board Standing Orders are based on the 2016 LGNZ version, which LGNZ reviewed in 2019. If the 2016 Standing Orders are retained or amended, they will be based on a different template than the Standing Orders adopted by Council in December 2019. This report recommends that the Maketu Community Board adopts updated Standing Orders, in keeping with LGNZ’s 2019 review and best practice guidelines.	Section 54(2) Local Government Act 2002. Clause 27, Schedule 7 Local Government Act 2002

Statutory Compliance

The Draft Community Board Standing Orders 2020 comply with the provisions of the Local Government Act 2002 and Local Government Official Information and Meetings Act 1987.

Funding/Budget Implications

No financial considerations. The LGNZ 2019 Standing Order template is provided without charge.

ATTACHMENTS

1. LGNZ 2019 Guide to Standing Orders ⇩

2. Western Bay of Plenty District Council Draft Community Board Standing Orders 2020 ⇩

Maketu Community Board Meeting Agenda

11 February 2020

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Maketu Community Board Meeting Agenda

11 February 2020

8.4 Community Board Members' Code of Conduct 2020

File Number: A3670205

Author: Te Rina Ruru, Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

Council is required to adopt and have a Code of Conduct at all times (Clause 15 Schedule 7 Local Government Act 2002 (LGA 2002). The Code guides the manner in which members may conduct themselves whilst acting in their capacity as elected members.

The purpose of this report is to enable the Maketu Community Board to adopt a new Code of Conduct, based on the recent Local Government New Zealand (LGNZ) 2019 review and best practice.

Recommendation

1. That the Maketu Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020.

2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That the Maketu Community Board:

a) adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2.

b) …………………………………………………

c) That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction.

Background

The Local Government Act 2002 (LGA 2002) requires local authorities to have a Code of Conduct at all times (Clause 15 Schedule 7 LGA 2002). Community Boards are not legally required to adopt a Code of Conduct however it is considered best practice to adopt a Code of Conduct recommended by Council. The current Western Bay of Plenty District Council (WBOPDC) Community Board Code of Conduct was adopted in October 2013.

LGNZ have recently released the 2019 Code of Conduct template for Community Boards. The template includes the following changes:

· A clear complaints process, whereby the Chief Executive will forward, in the first instance, complaints to the Mayor (except where they may be a party to the complaint) in order to make it easier to address trivial and frivolous complaints;

· The addition of a section on social media and a streamlining of the media and social media section;

· Removal of the Sensitive Expenditure Policy; and

· Removal of the section on Support Services.

The LGNZ 2019 Code of Conduct provides a clearer explanation of the procedures based on good governance practice and improves the readability of the document. The LGNZ Code of Conduct Guide, LGNZ 2019 Code of Conduct template, and existing WBOPDC Community Board Code of Conduct 2013 are attached for the Board’s consideration.

Western Bay of Plenty District Council recently adopted a new Code of Conduct, based on the LGNZ 2019 Code of Conduct template (C19-1.1 Council 5 December 2019). The recommendation in this report is consistent with the Council’s decision.

Significance and Engagement

Under the Significance and Engagement Policy, this decision is considered to be of low significance because the adoption of a Code of Conduct is a matter of best practice and does not meet any thresholds of the Policy.

Engagement, Consultation and Communication

Interested/Affected Parties
Western Bay of Plenty District Council and its Community Boards.	All Community Board Members were given the opportunity to attend formal training on the Code of Conduct during the post triennial election. Information regarding the Code of Conduct is set out in LGNZ’s Good Governance Guide for Community Boards in the Elected Member Induction Pack 2019. A copy of the 2020 Community Board Code of Conduct will be made available to Community Board chairpersons on Stellar Library and a hard copy will be provided to all Community Board Members.
Tangata Whenua and General Public	A copy of the 2020 Community Board Code of Conduct will be made available on Council’s website for public information and reference.

Issues and Options Assessment

Option A To adopt the draft LGNZ Community Board Code of Conduct 2019 - 2022
	Legislative or other reference
The 2019 LGNZ Code of Conduct is based on best practice and provides clear procedures for dealing with any issues that arise relating to Community Board Members’ conduct.	The adoption of a Community Board Code of Conduct is not a statutory requirement, however it is best practice to adopt a Code of Conduct, that sets out the agreed values and expectations of conduct that apply while acting in the capacity of an elected member.
Option B To adopt the draft LGNZ Community Board Code of Conduct with amendments
	Legislative or other reference
The Community Board may adopt the 2019 LGNZ Code of Conduct template with amendments.	(as above)
Option C To retain or amend the existing Community Board Code of Conduct 2013 (Status quo).
	Legislative or other reference
The current Western Bay of Plenty District Council Community Board Code of Conduct was adopted in 2013. This report recommends that an updated Community Board Code of Conduct be adopted in keeping with the Code of Conduct adopted by Council on 5 December 2019 and based on LGNZ’s recent review and best practice guidelines.	(as above)

Statutory Compliance

The WBOPDC Draft Community Board Code of Conduct 2020 (Attachment 2) complies with legislation, including the Local Government Act 2002, Local Government Official Information and Meetings Act 1987 and Local Authorities (Members Interests) Act 1968.

Funding/Budget Implications

No financial considerations. The LGNZ 2019 Code of Conduct is provided without charge.

ATTACHMENTS

1. LGNZ Code of Conduct Guidelines ⇩

2. WBOPDC Draft Community Board Members' Code of Conduct 2020 ⇩

3. Current WBOPDC Community Board Members' Code of Conduct 2013 ⇩

Maketu Community Board Meeting Agenda

11 February 2020

Maketu Community Board Meeting Agenda

11 February 2020

8.5 Chairperson's Report - February 2020

File Number: A3671850

Author: Shane Beech, Community Board Member

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

That the Chairperson’s report to the Maketu Community Board for February 2020 be received.

summer season

With the large influx of visitors over the holiday period Maketu has handled the increase well. It’s great to see family and friends enjoying the lovely facilities that Maketu has to offer :the BBQs getting well utilised, playgrounds full of kids playing and family enjoying the green areas, a pleasure seeing the people chilling out and enjoying the sunshine.

Emergency Services

The Fire Brigade has been extremely busy this summer, as the place starts to dry out. The vegetation fires begin. They have also attended their fair share of motor vehicle accidents as will. The Surf Club and Coastguard have been extra busy as well; with large numbers coming to enjoy the local beaches saving 2 young children that got ripped out to sea by the outgoing current was a great lifesaving rescue. There were 6 boat roll overs that where attended by Coastguard which shows the need for then to have good quick access to the sea.

Anti-Social Behaviours

There have been a few localised anti social behaviours such as cars on reserves, a flash mob party in the car park, vandalism to vehicles, illegal freedom camping, isolated dumping of rubbish and cars blocking the boat ramp.

Boating Channel

There have been a large number of residents, boaties and emergency volunteers asking what can be done about improving access for watercraft from the boat ramp to the diving board. I know Council has received a lot of inquiries about this and I know some residents have been talking to the Bay of Plenty Regional Council about options. It’s pleasing to see a group of residents are applying for a Resource Consent to do some work on the boating channel. The Maketu Community Board supports any action that would make the cannel safer and more useable.

Spencer Avenue Drains

At a recent walk around the lower laying storm drains in Maketu, I couldn’t help but notice the large build-up of weeds and grass blocking the free access of the waterways. Speaking to several property owners they are saying the only maintenance done on these drains is a weed spray several months ago that does not appeared to have worked. The Board would like to see those drains mechanically dug out to remove all the weeds and grasses to allow the drains to work efficiently again.

Staff Advise

The Network Engineer Drainage is happy to receive concerns relating to required maintenance on the Spencer Avenue drains.

The Utilities Manager has advised that a one page flyer will be produced that will be provide information to the general public, highlighting the key levels of service provided and what checks are undertaken in terms of in terms of water flows. A stream being covered with vegetation does not necessary correlate to the stream or creek not flowing.

Both the Utilities Manager and the Network Engineer Drainage Charles will meet with the Community Board in the near future at a time the suits all parties.

Kaituna Re Diversion

It was great to see the new boat ramp open and operating at Ford Road for the Christmas period. With a big planned opening of the complete works on 12th February am sure many local residents will be there to see the finished project. It’s been a great few years in the making, but I am sure the area, in particular the Maketu estuary will receive huge benefits from the changes.

Updates

MC1.5.2.5 Surf Club Building Power Metering

The lessee of the Maketu Surf Club building have advised that they could not understand why their power bills had been so high. After further investigation it appears that they have been paying for all the power consumption including public toilets, lighting, the sewage grinding pumps and the carpark street lighting. They requested a separate power meter to be installed, and sought reimbursement for the cost of power not directly consumed by the Surf Club (and Coastguard).

Staff advised that there were a number of options available to resolve this matter.

1. The lessee installs a separate check meter at the switchboard. The check meter will identify the power consumption of the lessee versus the power used for community assets eg toilet lights, grinder pump. Council can then pay it’s share of the monthly invoice. NB: Council can assist with the cost of installing a check meter.

2. That a review of the last 12 months of power costs for the building is undertaken to work out an average monthly cost, following which an agreed annual lump sum payment could be made to the Surf Club as a contribution towards power consumption.

3. That the annual TECT cheque dividends remains with the Maketu Surf Club as a means of funding their activities.

At the last meeting the Chairperson advised that he would meet with members of the Maketu Surf Club (and Coastguard), discuss the suggested options and report back to the Reserves and Facilities Manager and the Board.

The Surf/Coastguard have advised that they would like to see Option 1 actioned as soon as possible.

Staff Advise that the lessee should arrange for the installation of a separate check meter at the switchboard servicing the Surf Club building and advise Council of the cost of the installation.

boat ramp

The Board would like to see signage on and next to the boat ramp advising vehicles not to park on the ramp unless launching or retrieving water craft.

Maketu Community Board Meeting Agenda

11 February 2020

8.7 Infrastructure Services Report Maketu February 2020

File Number: A3671882

Author: Gary Allis, Deputy Chief Executive

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

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

Recommendation

That the Deputy Chief Executive’s Report, dated 21 January 2020 and titled Infrastructure Services Report Maketu February 2020 be received.

1. ROADING

1.1 Maketu Community Roading

Arawa Avenue Footpath

14 Jan 2020

Iwi/Hapu consultation is now complete. Construction works due to start Feb/Mar 2020.

Beach Road Kerb and Channel

14 Jan 2020

Maketu CB in discussion with Iwi/Hapu on position of timber bollards. Kerb and Channel works due to commence Feb/Mar 2020.

Maketu Road Cycleway

17 Jan 2020

Archaeological Application now complete. Works to commence in February/March 2020.

Rauporoa Road Kerb and Channel

20 Jan 2020

Consultation with Iwi/Hapu has now been completed. Works will begin February/March 2020.

1.2 Maketu Roading Account

Maketu Community Board Roading Current Account	Project Cost $	NZTA Funding MIP LC/LR $	Maketu Community Board $	Status
CURRENT ACCOUNT:
Current Account Opening Balance 1 July 2019			146,149
Interest 2019-20			8,038
Allocation for 2019-20			67,226
Subtotal			221,413
APPROVED PROJECTS:
Beach Road Kerb & Channel Construction	33,000	-	33,000
Arawa Avenue Footpath	135,000	-	135,000
Rauporoa Road K & C	25,000	-	25,000
Debt Funding for year 2019-20	26,696	-	26,696
Subtotal			219,696
Proposed Projects
Subtotal			-
Forecasted Current Account Closing Balance 30 June 2019 (Deficit)			1,717

1.3 LED Lighting Conversion

What's happened prior to 17 Jan 2020

The LED lighting conversion will install a uniform lighting option throughout the District. WBOPDC and WestLink are consulting with TCC, PowerCo and Horizons to identify areas where there is bespoke lighting in some subdivisions. Once these areas are identified a report will be prepared for Council.

What's next from 17 Jan 2020

Identify all areas with bespoke lighting and prepare report for Council seeking direction.

2. RESERVES

2.1 Spencer Avenue - General Development

What’s happened

The flood assessment area is being reviewed as part of the Consent process.

What’s next

In the meantime, any available approved clean-fill can be deposited outside the flood-zone area.

2.2 Maketu Cemetery Extension

What’s happened

Staff have undertaken consultation with funeral directors to ascertain the needs with regards to hearse turnaround requirements.

Initial discussions have taken place with Tangata Whenua with regard to the pending extensions to the cemetery.

What’s next

Arrangements are being made for a Geotechnical Assessment of the land to be used for the extension of the cemetery to ensure that that the land is suitable for burial plots.

3. ASSETS & CAPITAL

3.1 Stormwater Network Upgrade

What's happened prior to 20 Jan 2020

Central CSC: Pre-hearing with Te Puna Heartlands was conducted and is expected to be resolved, failing which a hearing will proceed potentially in March.

Eastern CSC: Discussions with the two submitters (BOPRC-RAD; R Bennett) were held. It is expected that a hearing will follow potentially in February or March.

What's Next From 20 Jan 2020

Central CSC: Pre-hearing with Te Puna Heartlands was conducted and is expected to be resolved, failing which a hearing will proceed potentially in March.

Eastern CSC: Discussions with the two submitters (BOPRC-RAD; R Bennett) were held. It is expected that a hearing will follow potentially in February or March.

4. UTILITIES

4.1 Plastic Free July

What's happened prior to 16 July 2019

Plastic Free July is a global challenge to give up single use plastic for the month of July. The challenge has been running in New Zealand for several years with different councils and community groups supporting it locally but this year for the first time WasteMINZ will be coordinating councils and community groups to run a national Plastic Free July campaign.

Why?

With markets for plastics 3-7 disappearing, it is more important than ever before to be promoting the message of reduction not just recycling. In addition, with the Government’s plastic bag ban that came into effect on 1 July 2019 but only covering shopping bags and the collapse of the soft plastics recycling scheme, it is a key opportunity to promote the “choosetorefuse” message for other types of bags such as produce bags; and encourage buying items not packaged in soft plastic.

What is Council Doing?

Council is promoting the challenge through Council's social media channels and staff have been encouraged to join the challenge to have plastic free lunches for the month of July 2019. Activities of making beeswax wraps form part of the challenge.

What's next from 16 July 2019

Staff will provide the outcome of Plastic Free July to Community Board Members.

4.2 District Solid Waste

What's happened prior to 17 Jan 2020

A concurrent procurement process with Tauranga City Council was undertaken by Council with the assistance of consultants, Morrison Low. The request for proposal (RFP) has been advertised on Tenderlink and selected suppliers are requested to tender for the proposed Kerbside collection services.

What's next from 17 Jan 2020

Suppliers tendering for the Kerbside collection services has until early March 2020 to submit their tenders. Council's evaluation team will then assess the tenders during March 2020 . Costs for delivery of the service will be submitted to Elected Members for discussion in April 2020.

Since embarking on the investigation into the delivery of kerbside rubbish and recycling services several international and national changes have happened.

There is limited off shore markets for recycling commodities and an eminent change in national legislation regarding the increase, and possible extension of the levy to other landfills, for the Waste Levy with national government driving the circular economy for recycling. The impact of these changes will have an impact on the delivery of services and will be reflected in the market.

5. MINISTERY OF BUSINESS, INNOVATION & EMPLOYMENT

5.1 Attachment 1

The Chief Executive Officer received advice from the Ministry of Business, Innovation & Employment regarding Community Concerns with cell sites and new technologies.

ATTACHMENTS

1. Community concerns with cell sites and new technologies from Ministry of Innovation, Business and Employment ⇩

Maketu Community Board Meeting Agenda

11 February 2020

8.8 Financial Report Maketu – December 2019

File Number: A3670730

Author: Sarah Bedford, Management Accountant

Authoriser: Kumaren Perumal, Group Manager Finance and Technology Services

Executive Summary

This report provides the Community Board with a six-weekly monitoring of its operational budget.

Attached are the financial statements for the period up to 31 December 2019 (Attachment 1).

Total operational costs are under budget year-to-date with the exception of mileage allowance and security. The security overspend is still within the full year budget however, mileage allowance is now over budget for the full year.

Grant payments made to date:

	$
Maketu Educare [MC.21]	500
Total grants to date	500

Committed – Operational expenditure

	$
Wreath for ANZAC Day Service	200
That a WBOPDC branded tear drop flag and stand be purchased for use by the Maketu Community Board Members at local events, funded from the Maketu Community Board Contingency Account [MC1.3.8]	TBC
Total outstanding operational commitments	200

2019/20 reserve analysis:

	$
2019/20 Opening balance	159,659
No transactions to date	0
2019/20 Closing balance	159,659

Committed reserves expenditure

	$
Maketu Community Hub Feasibility Study [MC14.3.5]	Up to (20,000)
Entrance signs into Maketu [MC14.3.6]	Up to (5,000)
An ‘off-set’ gate for the entrance to the Spencer Avenue Reserve [MC22.5.3]	Up to (5,000)
2019/20 Closing balance	129,659

Recommendation

That the Management Accountant’s report dated 11 February 2020 and titled “Financial Report Maketu – December 2019” be received.

Attachments

1. Maketu Financials 2019-2020 ⇩

Maketu Community Board Meeting Agenda

11 February 2020

8.9 Maketu Community Board - Anzac Day Commemoration 2020

File Number: A3663262

Author: Aileen Alty, Senior Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

The Maketu Community Board is required to make a decision regarding attendance and presentation of a wreath at the Anzac Service at Maketu on Anzac Day Saturday 25 April 2020.

Recommendation

1. That the report from the Senior Governance Advisor dated 12 February 2020, titled Anzac Day Commemoration 2020 be received.

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

3. That …………………………… represent Maketu Community Board at the ANZAC Day Service at Katikati on 25 April 2020.

Background

Community Boards have participated in Anzac Day Services in their respective areas in the past and so Community Board Chairpersons are requested to liaise with their elected members to co-ordinate their representatives to attend services across the Western Bay of Plenty District Council region on Saturday 25 April 2020.

Significance and Engagement

The Local Government Act 2002 requires a formal assessment of the significance of matters and decisions 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 significance because it does not meet the threshold of the significance policy.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned

Engagement/Consultation/Communication

Maketu Anzac Committee

Governance Services will inform the Maketu Anzac Committee of the Maketu Community Board representatives

attending the Katikati Anzac Services to be held on 25 April 2020.

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

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

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, cultural support to the community for this event. The wreath will be prepared by local florists. There would be no environmental impact.

Option B

To not fund an Anzac Day Wreath

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

· Economic

· Social

· Cultural

· Environmental

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

The Community Board may choose to not fund an Anzac Day Wreath. This would not provide the same level of economic, social, 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 for a wreath to be laid by Maketu Community Board Representatives on Anzac Day 2020 will be allocated from the Board’s Contingency Account.

1. Maketu Community Board Meeting Agenda

2. 11 February 2020

Western Bay of Plenty District Council

Meeting Schedule 2020

Attachment 1

*Attachment 1 includes joint meetings administered by other authorities where meeting dates are known. Some venues for meetings proposed to be held in the community will be confirmed at a later date. Meetings that have a start time of 9.30am / 10.00am will start at one or the other depending on where the meeting is located (9.30am if in Chambers, 10.00am if in the community).

JANUARY 2020
Meeting	Date	Time	Venue
Auckland Anniversary Day - 27 January
FEBRUARY 2020
Meeting	Date	Time	Venue
Waihi Beach Community Board	3 February	6.30pm	Waihi Beach Community Centre
Performance and Monitoring Committee	4 February	9.30am	Chambers
Omokoroa Community Board	4 February	7.00pm	Omokoroa Community Church
Waitangi Day - 6 February
Tauranga Moana/ Te Arawa Ki Takutai Partnership Forum	10 February	10.00am	Chambers
District Plan Committee	11 February	9.00am	Chambers
Maketu Community Board	11 February	7.00pm	Maketu Community Centre
Katikati Community Board	12 February	7.00pm	The Centre. Pātuki Manawa
Te Puke Community Board	13 February	7.00pm	Te Puke Library and Service Centre
SmartGrowth Leadership Group	19 February	9.00am	BOPRC Tauranga
Regional Transport Committee	21 February	9.30am	BOPRC 5 Quay Street Whaktane
Annual Plan and Long Term Plan Committee	25 February	9.00am	Chambers
Council	27 February	9.30am	Chambers
Audit and Risk Committee	27 February	TBC	Chambers
Te Maru o Kaituna River Authority	28 February	10.30am	BOPRC Tauranga
MARCH 2020
Meeting	Date	Time	Venue
Regulatory Hearings Committee (if required)	3 March	9.30am	TBC
Regulatory Hearings Committee (if required)	4 March	9.30am	TBC
Kaimai Ward Forum	12 March	7.00pm	TBC
Performance and Monitoring Committee	17 March	9.30am	Chambers
Maketu/ Te-Puke Ward Forum	17 March	7.00pm	TBC
SmartGrowth Leadership Group	18 March	9.00am	BOPRC Tauranga
Katikati/Waihi Beach Ward Forum	19 March	7.00pm	TBC
Tauranga Moana Advisory Group	20 March	9.30am	TBC
Policy Committee	24 March	9.30am	Chambers
Civil Defence Emergency Management Group	27 March	10.00am	TBC
APRIL 2020
Meeting	Date	Time	Venue
Waihi Beach Community Board	6 April	6.30pm	Waihi Beach Community Centre
Omokoroa Community Board	7 April	7.00pm	Omokoroa Community Church
Tauranga Moana/ Te Arawa Ki Takutai Partnership Forum	8 April	10.00am	Chambers
Council	9 April	9.30am	Chambers
Good Friday - 10 April, and Easter Monday - 13 April
Maketu Community Board	14 April	7.00pm	Maketu Community Centre
SmartGrowth Leadership Group	15 April	9.00am	BOPRC Tauranga
Katikati Community Board	15 April	7.00pm	The Centre. Pātuki Manawa
Te Puke Community Board	16 April	7.00pm	Te Puke Library and Service Centre
District Plan Committee (if required)	21 April	9.30am	Chambers
District Plan Committee (if required)	22 April	9.30am	Chambers
ANZAC Day - 25 April (27 April)
Performance and Monitoring Committee	28 April	9.30am	Chambers