Agenda of Omokoroa Community Board Meeting

Omokoroa Community Board Meeting Minutes

4 February 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Omokoroa Community Board Meeting
HELD AT THE Omokoroa Community Church Hall
ON Tuesday, 4 February 2020 AT 7:00pm

1 Present

Members T Sage (Chairperson), P Presland (Deputy Chairperson), J Evans, D Sage, Councillor M Grainger and Councillor D Thwaites

2 In Attendance

R Davie (Group Manager Policy Planning and Regulatory Services), A Hall (Roading Engineer West), R Sumeran (Engineering and Special Projects Manager), L Arrowsmith (Governance Support Administrator) and A Alty (Senior Governance Advisor), Mayor Webber and Seven Members of the public.

3 Apologies

An apology for lateness was received from Councillor Thwaites.

Apology

Committee Resolution 2020/16

Moved: Member Derek Sage

Seconded: Cr Murray Grainger

That the apology for lateness was received from Cr Thwaites be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

The Chairperson reminded members of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table for the item. (As per the Local Authorities (Members’ Interest) Act 1968)

There were no declarations declared in relation to this agenda.

6 Public Excluded Items

Nil

7 Public Forum

The Chairperson outlined the protocols relating to the Public Forum section of the meeting as set out in the Standing Orders for the Omokoroa Community Board. Attending members of the public were invited to take part in the public forum.

Committee Resolution 2020/17

Moved: Member Peter Presland

Seconded: Member Derek Sage

That the meeting adjourn for the purpose of holding a public forum.

Carried

Dust Concerns on The Esplanade

Three members of the public expressed concerns relating to dust being generated from the parking area on the foreshore of the Esplanade at Omokoroa.

Recent hot, dry weather and constant south west winds had exacerbated dust coming off the Esplanade car park. Residents spoke of their frustration that their homes in the vicinity of the foreshore were constantly inundated with dust.

It was also noted that the dust was constantly building up in stormwater drains and driveways and if property owners did not clear the dust away, when it did rain this would be washed down the stormwater drain – which was detrimental to keeping the stormwater system clear flowing. Residents advised that in some instances, property owners had cleared away numerous bucket loads of dust from the drains. The problem with the dust had been first reported in August 2019 and nothing had been done.

It was disappointing that nothing had been done and the problem had seemed to be ignored. It was understood that if a developer took topsoil off a section of land, they were required to keep any resultant dust down by watering, why was Council not undertaking management of the dust problem coming from Council land.

The residents asked that immediate action be undertaken to alleviate the dust problem.

Car Park on The Esplanade

A member of the public advised that Board that when vehicle owners parked their car in the designated car parks on the Esplanade and then went to the boot of their vehicle to take out (picnic, fishing, swimming) equipment they were actually standing on the roadway in the line of traffic. This was a complete design fault that needed rectifying as soon as possible.

Bark Area from Walkway to the Wall on The Esplanade Car Park Area

A member of the public advised the Board that before the area was barked, it was in grass and was ably maintained by Council Contractors.

Now contractors must come and weed the bark area, which takes time and manpower. The area was now untidy, and the overall effect ruined by the unkempt weeds growing up through the bark. The bark also gets spread around the immediate area, if grass was re-laid it would take less time and money to maintain and give an improved aesthetic outlook.

Vehicle Speed on The Esplanade

Concern had been raised by residents regarding the vehicle speed on The Esplanade area and it was suggested that the speed be reduced and signposted at 30 kmph.

It was noted any signage indicating a reduced speed limit would not reduce speeding driver behaviours.

The Board was aware that a reduction of the speed limit along The Esplanade needed to reflect the compact nature of the immediate area.

Councillor Thwaites advised that at this time there were no firm timelines relating to the pending NZTA Speed Limit Review. It was suggested that a request be made to Council to look at Western Bay of Plenty District urban areas as a partial review (as a stand-alone process) that was not bogged down by the NZTA progress. This would be suggested to staff.

Request for CCTV Cameras at Omokoroa

Jim Boyes spoke to his request for CCTV cameras at Omokoroa, suggesting the installation cost, monitoring and maintenance be funded by local ratepayers.

Tauranga Northern Link Announcement

Mayor Webber clarified the recent Government announcement confirming $478 million Tauranga Northern Link (TNL) project included in the new investments in road and rail. The new TNL would connect State Highway 29 Takitimu Drive through to State Highway 2 near Loop Road west of Te Puna.

Alongside this a further $455 million was programmed to be spend on State Highway 2 from Te Puna to Omokoroa to support urban and economic growth to the north of Tauranga. The Te Puna to Omokoroa section would consist of a new 7km, four lane-corridor to carry two lanes of traffic and provide two dedicated lanes for bus priority, freight and vehicles carrying multiple people. The project also would include a separated shared path for walking and cycling along the entire length.

The new four-lane corridor will be an extension of the Tauranga Northern Link, responding to regional growth that now extended to Omokoroa.

An interchange overbridge with ramps in each direction will be built at the intersection with Omokoroa Road. Other overbridges will take local traffic over the highway helping improve safety.

The Chairperson thanked the Mayor for clarification of the Government announcement associated with the State Highway Two upgrade work.

Western Avenue Sport and Recreation Association – New Pavilion Progress

Richard Gerrish, representing the Western Avenue Sport and Recreation Society gave a verbal update of the progress of the new sports pavilion being constructed on the Western Avenue Reserves. Mr Gerrish outlined the contractors associated with the project and advised that the projected early completion date was August 2020.

Steel beams and columns for level one on the build will be installed in the next few weeks and the roof would be installed in early April.

Fund raising was continuing and an open-air concert was scheduled to be held in March.

The total project build would be completed as one build rather than a phased project.

The Western Avenue Sport and Recreation representatives continue to maintain close liaison with the Council Strategic Property Manager in relation to the progress of the build.

Committee Resolution 2020/18

Moved: Member Teresa Sage

Seconded: Member Peter Presland

That the meeting be re-convened in formal session at 7.26pm.

Carried

8 Reports

8.1 Minutes of Meeting No.OM1 of the Omokoroa Community Board held on 19 November 2019

The Board considered the minutes of OM1 of the Omokoroa Community Board held on 19 November 2019 as circulated with the agenda.

Committee Resolution 2020/19

Moved: Cr Don Thwaites

Seconded: Member Derek Sage

That the minutes of meeting no. OM1 of the Omokoroa Community Board held on 19 November 2019 as circulated with the agenda, be confirmed as a true and accurate record.

Carried

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

The board considered a report from the Senior Governance Advisor dated 3 February 2020 as circulated.

Committee Resolution 2020/20

Moved: Member Derek Sage

Seconded: Member Teresa Sage

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.

Carried

8.3 Adoption of Omokoroa Community Board Standing Orders 2020

The Board considered a report from the Governance Advisor dated 3 February 2020 as circulated with the agenda.

Committee Resolution 2020/21

Moved: Cr Murray Grainger

Seconded: Member Derek Sage

1. That the Omokoroa Community Board receives the Adoption of Omokoroa 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 Omokoroa 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) 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’.

(b) Include Standing Order 19.3 as follows:

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.’

(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.

Carried

8.4 Community Board Members' Code of Conduct 2020

The Board considered a report from the Governance Advisor dated 4 February 2020 as circulated with the agenda.

Committee Resolution 2020/22

Moved: Member Derek Sage

Seconded: Member Teresa Sage

1. That the Omokoroa 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 Omokoroa 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.

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.

Carried

8.5 Chairpersons Report - Omokoroa Community Board February 2020

The Board considered a report from the Chairperson for February 2020 as circulated.

Committee Resolution 2020/23

Moved: Member Peter Presland

Seconded: Cr Don Thwaites

That Chairpersons Report for the Omokoroa Community Board for February 2020 be received.

Carried

CCTV Cameras at Omokoroa

The Board received correspondence from Mr Jim Boyes suggesting that CCTV cameras be installed at Omokoroa funded by a targeted rate.

The Board was advised that Council’s Policy Committee’s work programme currently includes the development of a CCTV policy, which recognises the need for clear ownership and operational models across the District. A discussion paper is due to be presented to Council detailing Council’s existing CCTV infrastructure, legislative context etc., and seek direction on creating a policy to manage Council’s future CCTV infrastructure.

It was noted that due to the number of projects on the work programme, the Policy Committee may choose to delay the development of a CCTV policy, therefore Council cannot commit to any timeframe at this point.

In discussion Board members noted that while acknowledging that a group of people wanted CCTV installed at Omokoroa now, the Board did not know the feeling of the wider community on the future placement of CCTV cameras. Questions need to be asked and answered regarding who would pay for the initial installation and the ongoing cost of monitoring and repairs of a CCTV system and who would monitor the system.

The Board needed to be advised of the initial installation and potential on going costs for a CCTV system.

The Board was aware that people who wanted a CCTV system installed may feel frustrated by having to wait for the outcome of the Policy Review for CCTV.

At this point in time the Board did not have a firm view of the matter.

The Group Manager advised that the request was not an isolated issue across the district and at this point in time Council did not have a firm policy position as to whether it was in the business of owning CCTV cameras or not.

There had been an increase in Community Board requesting CCTV systems in their own respective areas.

Council was yet to progress a policy with options developed for the community to provide feedback on this topic. It was also noted that technology changes happen within a very quick timeframe, and updates to existing camera system would be an ongoing expense.

In the first instance the Board would like to know more about available systems, cost and possible location sites. It was noted that cameras do not stop crime but were able to assist in the identification of offenders if the event was captured on CCTV

Committee Resolution 2020/24

Moved: Member Peter Presland

Seconded: Member Derek Sage

1. That the Omokoroa Community Board receive the correspondence from Mr Boyes requesting consideration of CCTV at Omokoroa.

2. That matter lie on the table until such time as the proposed policy on CCTV the Omokoroa Community Board has been considered by Council.

3. That the Board seek advice from the Council approved CCTV provider in regard to the type of cameras required for placement at specific points in Omokoroa, and the initial instalment and ongoing monitoring and maintenance cost of any installed units.

Carried

Vandalism

The Chairperson advised that there had been a recent spate of vandalism in Omokoroa. This not only cost the community financially to repair the damage but was also potentially dangerous to the public by the nature of the damage inflicted. The best method of monitoring and options for required repairs were being investigated by staff.

Request For Facility For Duty Constable And Ambulance Facilities For Omokoroa

The Chairperson outlined an email request she had received that asked if a small NZ Police base and St John ambulance station could be based at Omokoroa or Te Puna.

Board member Derek Sage advised that he had spoken to a representative from the St John Ambulance organisation and asked if there was plans to set up a satellite ambulance station (in Te Puna or Omokoroa) in the future.

He was advised that statistical reviews were undertaken on an annual basis, with consideration of growing population areas applied across the district. At this point in time the Omokoroa/Te Puna area had not reached the required threshold for consideration of a satellite service. Currently first responder units were within the response time standard set for New Zealand. Ambulances were generally based in a district at a point that was central to the region, with a large base able to send individual vehicle units to all and varying points of that district at any one time.

Civil Defence

Due to the recent fault in the system the Civil Defence alarm was sounded. While this was a false alarm it highlighted the community’s lack of understanding or response to a potential life-threatening situation. We need to investigate why there was such a lack of response from the community including the lack of audible clarity of the siren to some members of the community.

The Board needed to get underway with the update of the Omokoroa Community Response Plan and ask that the Emergency Management and Community Resilience Advisor with the Bay of Plenty Civil Defence Organisation to assist the Board in bring the Omokoroa Community Response Plan up to date.

Omokoroa Policing Group

The Chairperson advised that the Omokoroa Policing Group had reiterated the importance of reporting crime in the immediate area. At this point in time referring to statistics, it was reported that not much was happening throughout Omokoroa when in fact there had been an increase in crime and vandalism.

Members of the community must be proactive and report any crime events to ensure they were registered in the statistics for the district. Reports should be made to 111 (if a crime was happening and 105 (if a crime had happened – but still needed to be reported).

If Board members were aware of any vandalism to Council property it should be directly report to Council in the first instance. Council staff do report known acts of vandalism to the local police.

Parking Bays

The parking bays outside Omokoroa Point School had been completed. It was noticed that there were cars parking incorrectly and these cars may potentially be from neighbouring residences. The Roading Engineer (East) advised that the problem may solve itself once school hours were operating regularly. If the problem of residents parking cars in the school parking area persisted the Roading Engineer (West) would investigate other options which could include the placement of hot sticks (to indicate specific parking) and putting a bylaw in place to prohibit vehicles other than those visiting the school from parking in the designated area. The traffic and parking bylaw would be reviewed in two years time.

Railway Bridge

It has come to the attention of the Board that the railway bridge remains an extreme concern for the public in regard to foot traffic access across the main Omokoroa Road. The Community Board reiterated that they had given the railway bridge the highest priority and at this point had not seen evidence that this had progressed however this created an opportunity to review and match the design for the required outcome. The design of Omokoroa’s main arterial road crossing at the bridge should give strong consideration to pedestrian movements and safety to both sides of the road and bridge.

The Engineer and Special Projects Manager advised that the scope of the railway bridge crossing was still under consultation, with the design and budget to be approved later in the year. Construction on the bridge was due to start in September 2020. At this point the design showed access for only one side of the road.

The Board maintained their view that there must be crossing points on both sides of the highway for all pedestrian to be able to cross the road safely. If Council was looking at only having a crossing point on one side of the road – it was paramount that crossing points be accessed from both side of the road.

The Board stressed that this item had been under discussion for some time, and it was paramount for the safety of all pedestrians to have access to cross the road from both sides of the road. This is an extreme safety issue, and if needed the budget must be re-looked at to achieve access on both sides of the road.

Other Community Groups

Community Policing Group

Concern had been raised in regard to the future housing for the Community Policing Group that currently used shared space at the Omokoroa Library and Service Centre at McDonnel Street Omokoroa.

The Board asked for clarification from the Strategic Property Manager in regard to the Community Policing Group being able to continue having a shared space arrangement at the new Library and Service Centre building (Western Bay Sport and Recreation Pavilion) currently under construction.

Community Art Group

The Community Art Group have contacted the Board and asked how they can have a closer working relationship. It has been decided as a Board that we will provided a representative of the Board to attend Community Art Group meetings to build a closer working relationship. The Board member representative will be John Evans.

Committee Resolution 2020/25

Moved: Member Teresa Sage

Seconded: Member Derek Sage

That Community Board Member John Evans be appointed as the Board representative to the Omokoroa Community Art Group.

Carried

Settlers Hall

Member Derek Sage reported that the large hall had just had a refurbishment of its floor with polyurethane coating. The demand for use of the hall was increasing and even acknowledging the utility of the new pavilion the committee had indicated that they would be prepared to annex to their jurisdiction, the old pavilion if the Council would assist in bringing it up to standard through the necessary repairs, and assist in its funding the same way as the other 2 halls.

The committee regard the old pavilion as a potential 3rd Hall to meet the demands of an ever-increasing population growth and its associated demand for such facilities.

Current demand has required an increase in the cleaning schedule for the Settlers Hall.

The Settlers Hall Committee were keen to meet with Council over the siting of the bike racks and also expressed concern over the rail bridge safety with regard to pedestrian traffic. They commented on the need for pedestrian access across both sides of the bridge because crossing from the other side of a busy road is difficult when the hall facility was so well used. The Settlers Hall Committee continued to be financially sound.

8.6 Councillor's Report

The Board received a verbal report from Councillors Grainger and Thwaites.

Councillor Thwaites reported that New Zealand Transport Agency Representative had made a presentation to the Performance and Monitoring Committee of Council on 4 February 2020. The proposed highway improvements were good news for Omokoroa, even though the timing for the actual work was not immediate, it was positive to see an ultimate solution put forward.

The Councillors advised that regular Council and committee meetings were now underway.

Committee Resolution 2020/26

Moved: Member Derek Sage

Seconded: Member Peter Presland

That the Councillor’s Report to the Omokoroa Community Board for February 2020 be received.

Carried

8.7 Omokoroa Community Board - Anzac Day Commemoration 2020

The Board considered a report from Senior Governance Advisor dated 4 February 2020 as circulated with the agenda.

Committee Resolution 2020/27

Moved: Member Peter Presland

Seconded: Cr Don Thwaites

1. That the report from the Senior Governance Advisor dated 4 February 2020, titled Anzac Day Commemoration 2020 be received.

2. That the Omokoroa Community Board provide a wreath for the ANZAC Day Service, to be paid from the Omokoroa Community Board Contingency Account (up to the value of $200).

3. That Peter Presland and other Board members represent the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2020

.Carried

8.8 Infrastructure Services report Omokoroa February 2020

The Board considered a report from the Deputy Chief Executive’s Report dated 21 January 2020 titled Infrastructure Services Report Omokoroa February 2020 as circulated.

Committee Resolution 2020/28

Moved: Member Derek Sage

Seconded: Member Peter Presland

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

Carried

The report was taken as read, with the following points noted:

Esplanade Parking

The table of Committed projects – Proposed Projects – Extra Parking at The Esplanade was shown as a Priority 3 Item with a funding allocation of $20,000 from the Omokoroa Community Roading Account.

The Board felt that options should be looked at to increase the parking on The Esplanade where possible.

The Roading Engineer (West) advised that there had been some opposition to any parking being extended in the area that would give the area a bland concrete look. The challenge was that during the peak holiday period vehicle users wanted to park in one area, so the lack of parking spaces available was exaggerated. During off peak holiday times there were generally enough free car parks.

The Roading Engineer (West) would keep the Board informed of any options that would be considered in regard to this item.

Concerns Raised relating to Walkway/Cycleways at Omokoroa

The Chairperson advised the Board of an email received from David Riley who outlined concerns relating to pathways that were to be shared between cyclist and pedestrians.

He also felt that the gradient of a section of Omokoroa from the Western Avenue end enabled bicycle speeds up to 40km/hr which in his opinion was dangerous for both cyclists and pedestrians.

The Engineering and Special Projects Manager advised that walkway/cycleways predominantly 2.5m wide and this was sufficient for both pedestrian and cyclist. Share use signage would be installed at appropriate points along the walkway/cycleway routes.

The Chairperson asked that the Engineer and Special Projects Manager reply to Mr Riley in relation to the concerns raised in his email, with a copy of the reply forwarded to the Chair.

8.9 Financial Report Omokoroa - December 2019

The Board considered a report from the Management Accountant dated 4 February 2020 titled Financial Report Omokoroa – December 2019 as circulated.

Committee Resolution 2020/29

Moved: Cr Murray Grainger

Seconded: Member Peter Presland

That the Management Accountant’s report dated 4 February 2020 and titled “Financial Report Omokoroa – December 2019” be received.

Carried

8.10 Council, Standing Committee and Community Board Meetings

The Board considered a schedule of meetings for the month of February, March and April 2020 as circulated.

Committee Resolution 2020/30

Moved: Member Derek Sage

Seconded: Member Peter Presland

That the Schedule of Meetings for February, March and April 2020 be received.

Carried

The Meeting closed at 8.38pm.

The minutes of this meeting were confirmed at the Omokoroa Community Board held on.

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

T SAGE

CHAIRPERSON

OMOKOROA COMMUNITY BOARD

……………………………………

DATE

Omokoroa Community Board Meeting Agenda

9 June 2020

9 Reports

9.1 Chairpersons Report - June 2020

File Number: A3752412

Author: Teresa Sage, Community Board Member

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

That the Chairpersons Report for the Omokoroa Community Board for June 2020 be received.

As a Board we met in workshop to discuss a number of items.

We addressed CCTV, The Railway Bridge by Settler’s Hall and the Fire station, The Esplanade, the children’s playground at the domain, and the Annual Plan.

CCTV

As a board we have decided the investigate this as an option for our community. We believe that due investigation to pricing, placing and reasons are important to ascertain before taking this to the community.

I have contacted the Council approved provider for CCTV and I am waiting for a quote as to how much it would be for the price of four cameras, including the installation and ongoing maintenance. I have been advised that the existing cameras here in Omokoroa have been extremely helpful in assisting the police in recent crimes.

One existing camera that is able to pick up registrations and licence plate numbers will be moved to the entrance of Omokoroa. This will be able to identify the vehicles, entering and leaving Omokoroa

The Reserve and Facilities Asset Manager has advised that the Council camera installed on the Esplanade does have number plate recognition ability. There are no thoughts to move this camera at this time.

Staff Comment:

Scoping is underway as part of the Long Term Plan review process regarding CCTV.

OMOKOROA ROAD RAILWAY BRIDGE

In discussion, we once again agreed that this was a priority for our Community.

I understand this will be covered in the Councillor’s Report.

Staff Comment:

Refer to the Minute Action sheet report for progress update on the bridge.

ESPLANADE PARKING AREA

While the Roading Engineer (West) was unable to attend our workshop he sent through some plan options that may be considered in regard to parking in the Esplanade area.

The Board agreed with the initial designs in principle and believe that something will need to be undertaken for the now and the future.

The Roading Engineer (West) has advised that there was nothing specific for roading other than the Esplanade car park which is in its early phase of design for future discussion.

Local residents living adjacent have asked for a copy of the design once we have a clearer idea of the scope.

There appears to have been a misunderstanding between some residents and Council/Community Board. The community have requested extra parking as part of the Long Term Plan process. However, the other matter that has arisen relates to ongoing dust issues. This is along the front of the esplanade in front of Omokoroa road. This was not resurfaced after contractors work. The residents are requesting for it to be re-turfed to remedy dust issues.

This is where the misunderstanding has originated from as council and community board believe the dust is an ongoing issue.

Staff Comment:

The additional parking bay is being progressed in accordance with the Esplanade concept plan. Staff are working on options to address the dust and to reinstate grass prior to next summer. Note that the increased use of the area makes retention of a grass surface more difficult.

THE ESPLANADE PLAYGROUND

The Board will meet with the Reserves and Facilities Asset Manager to further discuss future playground options.

Tim Landers is also ready to meet with the board and the Reserves and Facilities Manger to help move this forward.

ANNUAL PLAN

The Board met via Zoom in April to provide Annual Plan requests, which was submitted to Council for consideration.

OMOKOROA COMMUNITY GARDEN

The following email has been received from Rick Peers:

"The garden is going well. We have provided a substantial amount of food to the food bank and the local community. We are planning a working bee toward the end of April to complete the entrance gate, new shelter, compost beds and remaining planter beds. We've had a polytunnel donated by Taylor Built which will be installed when we do the working bee. We're preparing winter planting plans now and the Supergrans organisation have started working with the school to prepare plans and curriculum for teaching the students about gardening and cooking. The only thing we are lacking at the moment is volunteers to come and help maintain the garden and harvest the crops. All in all it's been a very successful season and we look forward to a successful winter harvest."

The garden is now open again for volunteers under the COVID-19 level 2 restrictions.

FUTURE WORKS AT OMOKOROA

On Tuesday 17March, the Mayor, Councillors, Council staff and I visited existing projects and future projects in Omokoroa. It was honour to be invited and I found the visit extremely informative and helpful to me as the Chair. While I will inform you of the sites we visited I will leave some of the information to be covered in other reports.

The visit included Western Avenue, the pavilion, existing and new, McDonnell Street, Brambly Drive, Cooney Reserve, Harbour Ridge subdivision and the Golf club new walkway.

WESTERN AVENUE

The new subdivisions at the corner of Western Avenue linking to Kayelene Place is well under way. Sections are yet to be sold as the ground preparation stage work was still being undertaken. This subdivision will have a shared walkway that will link the existing cycle way from Hamurana Road through to Western Avenue to Kayelene Place.

Costings have gone out for the urbanisation of Western Avenue and that will include the cycle way/pathway linking to the new subdivision. Council are also researching how to enclose dogs in the new dog park at the end of Western Avenue.

THE WESTERN AVENUE SPORT AND RECREATION

As your Chair, I am impressed with the progress the new pavilion is making and what it will do for our community.

The builders are back and working hard since entering alert level three and two.

OLD PAVILION VERSUS MCDONNELL STREET

This will need to be addressed. This is a complicated, controversial and emotional topic.

Staff Comment

The Strategic Property Manager has advised that the existing library building was identified by Council as part of the funding source for the new library currently under construction. In the event the Community Board wish to retain the building, an alternative source of funding will need to be identified.

The old pavilion building, adjacent the Western Avenue tennis courts, also has potential to be utilised for community purposes. It is generally in poor condition but could be purchased/acquired from the Sports Society for a nominal sum, and then renovated. The cost of this work would range from $100,000 to $250,000 depending on the level of renovation proposed, the level of volunteer input, if the building was shifted the distance required to move the building and related landscaping costs. This renovation would likely increase the life of the building by 25 years. It could be improved in its current location and shifted at a later stage.

WESTERN AVENUE SPORT AND RECREATION FUND RAISING CONCERT

The concert- while I was unable to attend to due to illness, I was able to hear and appreciate music from the concert. I have had many comments from the community to what a wonderful evening it was. I am very aware of member Presland’s involvement on the evening and therefore I will leave it to him to elaborate on its success.

COONEY RESERVE

It has been identified that the cycle path requires more toilets along its routes. Cooney Reserve has been identified as an area that could provide a stop/ start place for the walkway (at present this is not showing to be so).

How do we develop this area so it becomes the identified stop/start area?

Toilets, picnic covered area as in TECT Park have been suggested.

Staff Comment:

This matter has been referred to the Annual Plan Committee for consideration.

HARBOUR RIDGE SUBDIVISION

We visited the area where the Council are planning a reserve that will provide 360degree views from the Harbour Ridge Subdivision.

While we were there the foreman for Goldstone Developments advised that he wanted to ensure the public that every effort was being taken to reduce difficulties that occur in a new subdivision to the existing homeowners. He is happy to be contacted if there are any problems arising and will try his utmost to address any issues that occur.

OMOKOROA GOLF CLUB - BUND / WALKWAY

This is shaping up well. The Golf Club asked myself for a letter of support in their endeavours to acquire more funding, which I was more that happy to do so. My understanding at present is $650,000 is required to complete stage one. If the Golf Club is successful acquiring funding to the amount of $500,000, this will leave a deficit of $150,000. Stage two will require another $650,000.

MYRTLE DRIVE

I received a query and concern from a resident in regard to the walkway behind Myrtle Drive. I visited the resident at home Monday 17^th March to discuss his concerns. The resident has noticed that since the cycleway had opened there has been a huge increase in the amount cyclists along the back of Myrtle Drive and he assumes that this is correct for Rua Moana and Bramley Drive. Whilst he sees no issues at the moment, he and at least ten other residents have concerns that as the winter approaches and surfaces become wet for a prolonged period, there will be inevitable cutting up of the surfaces.

I am aware that during COVID-19 restrictions, this has potentially become more of an issue. Residents are still wanting it to be just a walkway with no cyclists – how do we address this?

It has been brought to our attention that during COVID-19 restrictions there was evidence of mountain biking at the historical Pa site, causing wearing away of the soil at the pa. This is culturally insensitive. My understanding is that Council are aware and steps have been in place to mitigate this activity. Hopefully now we are out of the COVID-19 period some of these behaviours will cease.

Staff Comment:

Staff are aware of the impact that cyclists, especially E- bikes are having on the physical cycleway network, along with the change in behaviours and interaction between cyclists and other recreation users of the same space.

Staff will monitor the impact that increased cyclists will have on the reserve and cycleway network and look at options to remediate any areas of wear and tear on a case by case basis.

The walkway and cycleway maps will need to be updated as and when new sections of walkways/cycle ways are added to the network.

Screenshot 2020-03-31 at 5.23.27 PM

SILICA

There has been a concern raised from a member of the community who contacted me on behalf of a number of residents in regard to the Silica content of the water at Omokoroa. They are new to the area and are asking if there a plan to improve the water quality. Comments included if the water quality is full of silica, it is destroying surfaces throughout the home, what is it doing to our health?

A request from the board is that are we able to do a “treatability study” on our water, this would then indicate the cost and if indeed it can be done for Omokoroa.

Staff Comment:

This matter has been referred to the Annual Plan Committee for consideration.

OMOKOROA COMMUNITY POLICING

There is considerable interest as a group in CCTV for the peninsular. They are continuing to investigate the possibly. I advised them that the Omokoroa Community Board would be meeting in workshop to discuss CCTV options. Once this information of costings has come through they are happy to send out an email to other groups to garner support. We now have a new local constable who unfortunately was unable to attend the meeting. We welcome Constable Gardiner to the community.

There are now 65 neighbourhood support groups that are operating or in set-up mode in Omokoroa. There have been 16 new recruits since Christmas the aim is to continue to recruit more.

OMOKOROA COMMUNITY PATROL

It was felt that a closer relationship with our new constable would be beneficial for our community. It was also felt that within the community the use of 105 is still being under utilised.

OMOKOROA ARTS GROUP

The Lizard sculpture – a metal replacement sponsored by ITM Omokoroa and design inputs from the original artist / sculptor should be done mid-year.

Staff advise that originally there was to be a licence to occupy for the road reserve for the large rock and wooden lizard. It’s my understanding that Council will now take over any art works that this group develop, if that is the case then there is no need for a licence to occupy. This aside the Group will be completing the Public Art application form.

They have a lot of good ideas for public art works. There is a tendency for ideas to get bogged down with the bureaucratic process i.e. it took 10 years to get the Anchor Stone completed. Is there something the Community Group would be able to help out here?

Staff advise that it would be best for the Omokoroa Art Group to prepare a strategy on art works for the community as opposed to the ad hoc approach that they have undertaken to date. Council will need to agree and sign off on the strategy particularly if we are going to continue to have the art works vested into Council ownership. Once we have the strategy in place, which may be subject to some level of public consultation, then it is a case of funding and implementation for future projects that align with the approved strategy. For example there could be a number of art works along the Omokoroa to Tauranga cycleway that could become an attraction and photo opportunity on your bike ride.

The Omokoroa Arts Group are looking for Maori historical information pre 1930. This would enable a better historical story to be told and will also better align public art works with the area.

Staff advise that the Omokoroa Arts Group should work with Pirirakau hapu on Maori history related to Omokoroa as opposed to try and research and apply their interpretation of Maori History. The contact person is Julie Shepherd julie.shepherd@xtra.co.nz.

Is there any way of automatically allowing space for public art works to be allocated when the planning process is underway? Currently they’re missing the timing periods and applying for access to public space afterwards is difficult.

Staff advise that this can be considered in their Strategy for Public Art policy.

On this one, the new pavilion building - can they start organising a mural / sculptures for the new building? Do you have the timing period for the library moves? (If it’s long term shifts 5 to 10 years, then inside paintings and sculptures can be made to operate around the shifts of the library service).

The Strategic Property Manager has advised that Council has refrained at this time, from incorporating art works into Council buildings. In particular this building is an “interim” library so its long-term future as a “Council” building may change.

Having said that an art work strategically placed en-route to the building, for example, would be great provided it met the public art policy guidelines.

Staff Comment: Roading staff are to meet with representatives of the Arts Group to consider the options for sculptures in the roundabouts along Omokoroa road.

CURRENT COVID-19 PANDEMIC

In light of the current COVID-19 pandemic, scheduled Council, Committee and Community Board Meetings were on hold or held by zoom meetings.

It is important to maintain focus on our submission to the Annual Plan process.

As part of our Annual Plan requests, we addressed CCTV, The Railway Bridge by Settler’s Hall and the Fire station, The Esplanade, the children’s playground at the domain, and the Annual Plan.

Omokoroa Community Board Meeting Agenda

9 June 2020

9.4 Infrastructure Services Report Omokoroa June 2020

File Number: A3745970

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 9 June 2020 and titled Infrastructure Services Report Omokoroa June 2020 be received.

That the additional parking bay on the Esplanade is approved in accordance with the Domain Concept Plan, at an estimated cost of $80,000 funded from the Omokoroa Community roading budget.

roading

LED Lighting Conversion

What's Happened

The LED lighting conversion will install a uniform lighting option throughout the District. WBOPDC and WestLink are consulting with Tauranga City Council, PowerCo and Horizon Networks 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

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

Omokoroa Community Roading

What's Happened

The Point School, Hamurana Road project has now been completed.

Omokoroa to Tauranga cycleway is progressing.

Esplanade car park preliminary design has commenced in accordance with the approved Domain Concept Plan. There have been issues with dust over the summer, caused by a combination of the drought and increased vehicle use.

What's next

It is proposed that the additional car parking bay approved in the Domain Concept Plan proceeds. This will reduce dust in this location. The balance of the Esplanade that has turned to dust over summer will be top soiled and re-grassed over the winter. However, it is not certain the grass will survive the summer vehicle use.

ASSET & CAPITAL

Stormwater Network Upgrade

What's Happened

Western Comprehensive Stormwater Consent (CSC):

The consent has been granted.

Central CSC:

An agreement for an ecological catchment management plan was reached with Te Puna Heartlands and they have withdrawn their submission.

Eastern CSC:

No agreement has been reached with Ngati Pikiao ki Tai and preparations for the hearing of 25 May is proceeding.

What's next

Central CSC:

BOP Regional Council will sign off to grant the CSC.

Eastern CSC:

A hearing will take place on 25 May.

Central Supply Zone (CSZ) - Construct Additional Bore

As the Central Water Supply zone continues to grow in large due to the development in Omokoroa the zone requires additional storage and supply. To meet the additional demand another groundwater bore is currently being investigated near the Ohourere Water Treatment Plant.

Preliminary investigations have been completed such as geophysical studies and an exploratory bore leading to further understanding of the aquifer systems. Currently the project team have a contractor engaged to construct an exploratory bore with the anticipation to construct a production well.

If the test results from the exploratory bore is successful the team will move quickly to install the production well and connect to the Ohourere Water Treatment Plant.

The project team are reassessing the process for groundwater investigations. This includes geological mapping, geophysical studies, and investigation bores. These investigations are planned to be completed this financial year.

Utilities

District Solid Waste

What's Happened

Tenders for kerbside services have been received and they are being evaluated by the Evaluation Team. Due to the COVID-19 restrictions the process will continue to go ahead and Elected Members will be informed of these once determined.

What's next

Tender evaluations for Kerbside Collection Services are underway and new timeframes for the remainder of the process is being determined before going to the Elected Members for consideration.

Omokoroa Greenwaste

What's Happened

An alternative permanent site is required for the development and re-establishment of the Omokoroa greenwaste drop-off centre as the original drop-off site was required for the development of the housing accord in Omokoroa (Kaimai Views subdivision).

Reserves

Omokoroa Geology Land Stability Monitoring, Bore Drains and Maintenance

What's Happened

Some concerns have been expressed about changes in surface shape of the Ruamoana Walkway outside no 17 Bramley Drive. The maintenance contractor was advised and cracks were filled and a consultants opinion obtained. No further action is proposed.

What's next

Continue to monitor.

Omokroa Reserves Projects - Kamai Views Stormwater Ponds and Plantings

What's Happened

Preparation by contractors for gully system planting during April to June planting season.

NOTE these operations are being affected by the response to COVID-19, which may delay planting operations.

What's next

Subject to COVID-19 lockdown restrictions being relaxed, further open space reserve development and planting north west of the already established gully and pond systems between April and June.

Omokoroa Sports Ground - Council funded

What's Happened

No further expenditure/activity since previous report as the timing of outcomes are dependent on the timing of pavilion building construction. Unspent balance is committed to building ablutions and shared pathways between the playground, pavilion and Western Avenue.

What's next

Coordinate through the Strategic Property Manager (who is overseeing the pavilion building construction) and the Special Projects Manager to procure and construct the shared path connections between the playground, pavilion and Western Avenue, car parking and landscape adjustments. Council's commitment to the pavilion public toilets is financial only.

Omokora Sports Ground (Western Avenue) Capital Development

What's Happened

The erosion protection bund along the esplanade and precious reserve is partially completed.

What's next

Complete the erosion protection bund with shared path along the foreshore and precious reserve, subject to external funding from the Golf Club.

Omokoroa Domain, The Esplanade and Boat Ramp and Associated Facilities Project

What's Happened

Draft playground concept plan feedback has been consolidated and ready for discussion at the next Omokoroa Community Board workshop on Tuesday 11 August.

What's next

Project staff to meet the Community Board and Kaimai Ward Councillors in a workshop to present the draft concept plan following community feedback and seek direction.

The main issues to discuss include the estimated cost versus available budget and the unsafe legacy play equipment (the lullaby and the tractor). Note there have been two previous attempts by Council staff over the last 15 years to dispose of the lullaby due to safety and non-compliance with playground standards.

Following the workshop, staff will prepare a report to the appropriate Council committee to address funding and adopt the final concept plan.

ENGINEERING / SPECIAL PROJECTS

Omokoroa Roading Structure Plan - Catchment

What's happened

Omokoroa Southern Industrial Road and Stormwater Pond

The design of both the industrial road the southern stormwater is well advanced. The landowner discussion are currently occurring. Once the land issues are sorted, the design and documentation will be finalised and the project tendered for construction work.

What's next

Omokoroa Southern Industrial Road and Stormwater Pond

Continue with securing land for the project, finalise the design and contract documentation and seek tenders for physical construction work.

Note that the project is subject to landowner agreement and may be deferred.

Omokoroa Roading Structure Plan - Catchment Cycle and Walkways

What's Happened

The tender for the construction of the Hamurana Road cycleway/walkway has been awarded to Downer Construction and the construction work started in February 2020. Unfortunately, the contract has been suspended due to the COVID- 19 restrictions with an uncertain date for the re-commencement work.

What's next

Continue with the construction work once the construction site is made available to the contractor to continue with the works.

Omokoroa Roading Structure Plan - Southern Industrial Area

What's Happened

Omokoroa Southern Industrial Road and Stormwater Pond

What's next

Continue with securing land for the project, finalise the design and contract documentation and seek tenders for physical construction work.

Note that the project is subject to landowner agreement and may be deferred.

STRATEGIC PROPERTY

New Omokoroa Library and Service Centre

What’s Happened

The Omokoroa Library and Service Centre concrete slab has been poured and building construction is commencing.

Attachments

1. OM4 - MAS Omokoroa Community Board Report June 2020 PDF ⇩

Omokoroa Community Board Meeting Agenda

9 June 2020

Western Bay of Plenty District Council

Meeting Schedule

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).

June
Meeting	Date	Time	Venue
LTP Workshop	2 June	9.30am	Chambers
Waihi Beach Community Board	8 June	6.30pm	Waihi Beach Community Centre
Performance and Monitoring Committee	9 June	9.30am	Chambers
Omokoroa Community Board	9 June	7.00pm	Omokoroa Community Church
Katikati Community Board	10 June	7.00pm	The Centre. Pātuki Manawa
Annual Plan Workshop	11 June	9.30am	Chambers
Katikati/ Waihi Beach Ward	15 June	7.00pm	The Centre. Pātuki Manawa
Policy Committee	16 June	9.30am	Chambers
Policy Workshop	16 June	1.00pm	Chambers
Maketu Community Board	16 June	7.00pm	Maketu Community Centre
Kaimai Ward	17 June	7.00pm	TBC
LTP Workshop	18 June	9.30am	Chambers
Te Puke Community Board	18 June	7.00pm	Te Puke Library and Service Centre
Maketu/ Te-Puke Ward	23 June	7.00pm	TBC
Council - Annual Plan Adoption	25 June	9.30am	Chambers
July
Meeting	Date	Time	Venue
Council	2 July	9.30am	Chambers
District Plan (if required)	7 July	9.30am	Chambers
District Plan (if required)	8 July	9.30am	Chambers
LTP Workshop	14 July	9.30am	Chambers
Performance and Monitoring Committee	21 July	9.30am	Chambers
Policy Committee	28 July	9.30am	Chambers
Policy Workshop	28 July	1.00pm	Chambers
Maori Partnership Forum	29 July	10.00am	Chambers
LTP Workshop	30 July	9.30am	Chambers
August
Meeting	Date	Time	Venue
LTP Workshop	6 August	9.30am	Chambers
Waihi Beach Community Board	10 August	6.30pm	Waihi Beach Community Centre
Omokoroa Community Board	11 August	7.00pm	Omokoroa Community Church
Katikati Community Board	12 August	7.00pm	The Centre. Pātuki Manawa
Council	13 August	9.30am	Chambers
Audit and Risk Committee	13 August	1.00pm	Chambers
LTP Workshop	18 August	9.30am	Chambers
Maketu Community Board	18 August	7.00pm	Maketu Community Centre
Te Puke Community Board	20 August	7.00pm	Te Puke Library and Service Centre

Chairperson	Teresa Sage
Deputy Chairperson	Peter Presland
Members	John Evans Derek Sage Councillor Murray Grainger Councillor Don Thwaites
Quorum	3
Frequency	Eight weekly / Workshops as required

	$
Omokoroa & District Lions Club grant [OM20.4]	2,300
Total outstanding operational commitments	2,300

	$
2019/20 Opening Balance	245,941
No transactions to date	0
2019/20 Closing Balance	245,941

	$
Contribution towards the cost of the new sports pavilion on the Western Avenue sports ground [OM9.4.2]. $29,780 funded in 2016-18	(52,900)
Contribution towards the cost of a placement of an Anchor Stone sculpture next to Omokoroa Fisherman’s Club on the Esplanade [OM9.4.5]	(3,000)
Contribution towards the cost of amenity seating at various view points throughout Omokoroa [OM14.4.1]	(10,000)
Total expenditure for the installation of a BBQ on Western Avenue Sports Ground be funded from the Community Board Reserve Account [OM1.3.1]	(38,263)
Develop passive reserve at Western Ave extension, paths and plantings [OM1.8]	(45,000)
Bus shelters (two) [When Omokoroa Road rehabilitation is undertaken] [OM1.8]	(50,000)
2019/20 Closing Balance after committed expenditure	46,778