Agenda of Waihi Beach Community Board Meeting

Waihi Beach Community Board Meeting Minutes

3 February 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihi Beach Community Board Meeting
HELD AT THE Waihi Beach Community Centre
ON Monday, 3 February 2020 AT 6:30pm

1 Present

Members R Goudie (Chairperson), M Roberts, D Ryan, and Councillors J Denyer and A Henry

2 In Attendance

M Taris (Chief Executive Officer), A Hall (Roading Engineer West), and A Alty (Senior Governance Advisor) and 24 Members of the Public and others as named in the minutes.

3 Apologies

Nil

4 Consideration of Late Items

It was noted that Member B Hulme was on leave of absence.

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 Waihi Beach Community Board. Attending members of the public were invited to take part in the public forum.

Committee Resolution 2020/1

Moved: Member Ross Goudie

Seconded: Member Marilyn Roberts

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

Carried

Waihi Beach Skate Park Society

Pippa Coombes Secretary of the Waihi Beach Skate Park Society (Incorporated) provided a verbal update on the progress being made towards the development of a renovated skate park at Waihi Beach. It was advised that:

· It was envisaged that an ‘Olympic Standard Skate Park would be developed

· The skate park would be funded through three phases:

Phase 1 – Renovation of the existing bowl

Phase 2 – Olympic Standard Flow Park

Phase 3 – Olympic Standard Street Course

· The sum of $2.15 million would need to be raised to achieve the design brief.

The Waihi Beach Skate Park Society was collating funding applications and sponsorship ideas to a number of potential funders and private businesses in their fund raising efforts. All funding would have to be in place before the project work was committed.

The Board was advised that Council funding for the skate park upgrade was identified in the 2018-2028 Long Term Plan and the Waihi Beach Reserve Management Plan 2018 (adopted 13 December 2018).

The Waihi Beach Skate Park Group (Incorporated) must ensure that they liaise with the Reserves and Facilities Manager of Council to ensure Council was aware of the work and progress being made by the Skate Park group. The Reserves and Facilities Manager will advise the group of the requirements needed to progress any applications relating to the future skate park development.

Broadlands Block Development

Ruth Parsons advised that she was the co-ordinator of the Broadlands Block Development Group who would be working to progress the on-going development of the Broadlands Block to:

· Enhance the overall look and use of the area as a multi use community space

· Further develop the pathways to enable better pedestrian access

· Establish wetland plantings

· Incorporate landscaping with the proposed development of the Waihi Beach Community Centre Reserve, with the current Community Centre building the proposed Menzshed and the skate park.

The Broadlands Block Development Group had met with local iwi and discussed options with the Bay of Plenty Regional Council representatives, Council and other interested parties.

The Group would like a summary of the monies available for development of the Broadlands Block both in the immediate and long term and any timeframes for committee projects across the immediate land area.

The proposed planning for the Broadlands Block were ‘living plans’ and the work of the group in liaison with Council would be ongoing. It was reiterated that the Broadlands Block was a stormwater flood management area of land and not a designated reserve area.

Development on Browns Drive

Don Fraser advised that there would be a public information meeting on Wednesday 5 February at the Waihi Beach RSA hosted by a company planning a 70 unit retirement village in Browns Drive at Waihi Beach.

Dune Management and Restoration

Helen Mieklejohn advised that Coastal Restoration Specialist Greg Jenks from Coastal Management Systems would be speaking at the Waihi Beach Surf Club on 7 March 2020 at 10.00am.

Vandalism at Waihi Beach

Mike Hickey advised that dune rope fences in front of the Waihi Beach Surf Club had been damaged and a substantial length of rope stolen from a dune rope fence opposite Hillary Street.

Parking, Traffic Speed and Roaming Dogs at Waihi Beach

Limited parking areas during the peak holiday period resulted in vehicles being parked on corners and inconsiderately which was dangerous and inhibited sight lines for pedestrian and traffic.

Mr Hickey noted that the speed zone signs were generally being flouted. Speed on the main road into the Top 10 Motor Camp area were being ignored.

Mr Hickey advised that there was a problem with roaming dogs throughout Waihi Beach, particularly around the shops and at the regular Sunday market day. It was also advised that there had been dogs constantly roaming around the school area. There was an increase in dog poos on private lawn and berm areas

Dog Day Out Events

A member of the public questioned why Council was so focussed on holding events for Dogs – particularly noting a dog event at a public swimming pool. He asked why Council was spending money on these events when there were many things that could be developed and funded at Waihi Beach, such as a kerbside collection for recyclable rubbish. The upgrade of the Waihi Beach water and sewerage system was an ongoing cost and the event funding could be channelled into this.

He noted that dogs were totally banned from the main Mount Maunganui beach area and this should be considered at Waihi Beach.

Intersection Marking

The intersections of Jenkinson Street and Fyfe Road and Scarborough Road and Main Road intersections were not marked. These needed be clearly marked and should be included in the next traffic and parking bylaw review.

Island View Reserve – Playground Concept

Sandra Littlejohn outlined her concern relating to the development of a playground on the Island View Reserve. She advised that she and other immediate property owners in the area wanted to keep the Island View Reserve in its natural state with no structures on the land area. She felt that the development of a playground and the growing presence of freedom campers there would result in no parking for others.

The Board was advised that the Katikati/Waihi Beach Reserve Management Plan adopted in December 2018 included an action to prepare a concept plan in the 2019/20 Financial Year for the development of a playground and BBQ on Island View Reserve. Council were currently gathering ideas and thoughts from the public to begin the development of a concept plan. The process of collating feedback was currently underway and all submissions and comments would be considered.

John Harrison sought assurance that the Board would not apply a bias or pre-determined view on the playground. It did seem like the development of a playground was a ‘done deal’. There were many other things at Waihi Beach that could have monies spent on. There were seven other playgrounds in Waihi Beach and in his opinion, another was not needed.

It was also noted that freedom campers caused extra rubbish, and some instances of campers filling up large containers of water for their personal use. It was suggested that as ratepayers had to pay for their water use, a metered/coin operated access to public water taps could be instigated to avoid abuse.

Instances of campers flushing sewerage through the stormwater system at Anzac Bay was notified. It was not the duty of members of the public to monitor this type of behaviour.

It was clarified that the installation of proposed playground equipment and a BBQ on Island View Reserve was a separate issue to Freedom Camping.

The Chairperson gave assurance that the Board were listening to what the people were saying in regarding to the playground concept.

Brian Comrie advised the Board that he had lived in the vicinity of Island View Reserve since 1958 and it was his opinion that the playground was welcomed and badly needed. There was not another playground in close vicinity. He extended congratulations to Council staff for the consultation process they had facilitated at the park.

It was noted that the beach/sea front area immediately in front of Island View Reserve was not a beach/surf patrolled area.

Allan Sole, the previous Waihi Beach Community Board Chairperson spoke in support of the development of a concept plan for the Island View Reserve in keeping with the adopted Waihi Beach Reserve Development Plan.

CCTV

Mr Sole noted that the previous Community Board had supported the installation of a CCTV system subject to final costings which on first notice had been advised to be excessive as there was no easy power source close by to operate the cameras.

Mr Sole issued an invitation to Board members to have a look at and consider a CCTV camera system that operated on an alternative power system. The Board advised that they would be interested in seeing the alternate system.

Old County Depot

Jim Cowern advised that a proposal had been received to undertake some mural/art work on the old county depot building. The art work would not incur any cost to the community.

Committee Resolution 2020/2

Moved: Cr Anne Henry

Seconded: Member Don Ryan

That the meeting be re-convened in formal session at 7.12pm.

Carried

8 Presentations

8.1 Portia McKenzie, Ministry of Potential - Development of Waihi Beach Community Plan

The Board received the presentation from Portia McKenzie, of the Ministry of Potential regarding development of Waihi Beach Community Plan.

Portia McKenzie advised the Board that the Community Plan before them was a culmination of 7 months work which was started in July 2019.

She noted that a number of the connectors were present at this meeting and acknowledged the huge amount of work undertaken in the community to assist in bringing the Community Plan to this stage.

The Plan had been through two rounds of community consultation, a number of multiple agencies had pulled together and developed partnerships in the interests of the future of the plan. Some of the projects already underway were the Broadlands Block development, the traffic speed review, and beautification of the Waihi Beach entranceway

At this point Portia McKenzie introduced Peggy Koopman-Boyden who had been the co-chairperson of the connectors group. Professor Koopman-Boyden advised that she had been involved in a number of other community development plans throughout New Zealand. She had been impressed with the methodology and process undertaken by Portia and also acknowledged the work and input of the community connectors and community members at large.

The Community Plan looked at social, environmental, economic and cultural aspects of the area. The most striking thing about Waihi Beach was that it was a unique environment, and there were many aspects of the social and cultural history and environment that would continue to be built on for the future.

Professor Koopman-Boyden advised that she had been impressed with the stories and myths relating to Mayor Island and this was something that could be built on.

John Ludlow representing Otawhiwhi Marae thanked the researchers for their positive words. The Community had come together and offered support for the forthcoming Matariki celebrations. A Community Board meeting would be arranged to be held at the Otawhiwhi Marae later in the year.

Committee Resolution 2020/3

Moved: Member Marilyn Roberts

Seconded: Member Don Ryan

That the presentation from Portia McKenzie and Peggy Koopman-Boyden in regard to the development of the Waihi Beach Community Plan be received.

Carried

9 Reports

9.1 Minutes of meeting no.WB1 of the Waihi Beach Community Board held on 18 November 2019

The Board considered the minutes no. WB1 of the Waihi Beach Community Board Meeting held on 18 November 2019 as circulated with the agenda.

Committee Resolution 2020/4

Moved: Cr Anne Henry

Seconded: Cr James Denyer

That the minutes of meeting no.WB1 of the Waihi Beach Community Board held on 18 November 2019 as circulated with the agenda be confirmed as a true and accurate record.

Carried

9.2 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 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board Recommendations as circulated.

Committee Resolution 2020/5

Moved: Member Don Ryan

Seconded: Member Marilyn Roberts

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

9.3 Adoption of Waihi Beach Community Board Standing Orders 2020

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

Committee Resolution 2020/6

Moved: Member Don Ryan

Seconded: Member Marilyn Roberts

1. That the Waihi Beach Community Board receives the Adoption of Waihi Beach 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 Waihi Beach 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’.

(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.’

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.

Carried

9.4 Community Board Members' Code of Conduct 2020

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

Committee Resolution 2020/7

Moved: Member Ross Goudie

Seconded: Member Don Ryan

1. That the Waihi Beach 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 Waihi Beach 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) 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

9.5 Chairpersons Report - February 2020

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

Waihi Beach Community Plan

The Waihi Beach Community Plan had come a long way since our last meeting. The Plan was ready to be received and adopted at this meeting.

The Community Plan was the result of a seven-month process of community consultation and engagement driven by the Connectors Group and supported by an independent facilitator. The Connectors Group was made up of 13 volunteer leaders within the community

The process to develop the Community Plan began in July 2019, in which the Connectors Group was formed and began reviewing and researching some of the background detail. During September 2019 there were a number of public workshops in Waihi Beach, Bowentown and Athenree attended by over 100 people and over 240 pieces of feedback received.

The workshops gave the public the chance to discuss what actions were required to achieve cultural, environmental, economic and social aspirations for 2029.

Organisations had also identified what role they play in improving well-being for everyone who lives and works in the entire Waihi Beach Ward (including Bowentown and Athenree). Partnerships had also been discussed, including ways in which everyone can work together more efficiently with the resources available to achieve shared outcomes.

The Draft Community Plan was released for public consultation over four weeks during the Christmas period to also capture out of town property owners. There were a number of public workshops held and also a pop-up stall at the Sunday Market. This gave a chance to test the action plan and refine it even further.

It is important to note that this was a community-led process, with no Council involvement, driven by interest group representatives within the community and sets out their vision and direction for Waihi Beach by 2029. The process had generated much discussion within the community and sought to empower the residents to deliver the plan.

The Chairperson reiterated that the Waihi Beach Community Development Plan would be presented to the next Community Board meeting, working through the Stage 1 Action Plan.

The following projects will be undertaken with priority:

1. Connection to Athenree area

2. Broadlands Block development (already started)

3. Entranceway and branding of Waihi Beach

4. Encouraging and helping Otawhiwhi Marae for the Matariki celebration.

Committee Resolution 2020/8

Moved: Member Marilyn Roberts

Seconded: Member Don Ryan

That the Waihi Beach Community Board adopts the Waihi Beach Community Plan and agrees to developing an implementation plan inclusive of actions for Stage 1 to be undertaken this year.

Carried

Waihi Beach Community Board Meet and Greet Function

On Wednesday 18 December 2019, the Board hosted a meet and greet function at the Waihi Beach RSA. The Waihi Beach Community Development Plan was also launched at this function.

Committee Resolution 2020/9

Moved: Member Don Ryan

Seconded: Cr Anne Henry

That the Waihi Beach Community Board authorise the expenditure for catering and refreshment for the Board’s meet and greet and launch of the Waihi Beach Community Development Plan held on 18 December 2019 – funded from the Waihi Beach Contingency Account..

Carried

Wilson Road Vehicle Speed

A lot of feedback and concern for pedestrian safety had been received. After asking on our local Facebook page about vehicle speeds the extensive feedback from 76 comments and support from many other people was received. This had also become an item in the action plan of the Community Plan and looking to be part of the Stage 1 implementation plan. The Waihi Beach Community Board propose that at the next review of traffic speed rules they would submit that Wilson Road speed be reduced to 30km per hour between Citrus Ave and Dillon Street corners, along with an overall submission for all roading changes in a month or so.

The Roading Engineer (West) advised that he was happy to work with the Board to get a satisfactory and appropriate outcome here. The Waihi Beach Community Board was aware of the bylaw amendment process.

The Board was assured that they would be involved in the consultation process and requested to make a submission relating to traffic speed through the Waihi Beach area when the period for submissions was advised.

North Athenree Harbour Reserve - Broken down jetties and creek towards Dr North Reserve

The Waihi Beach Community Board had requested Council remove the broken down jetties in the North Athenree Harbour Reserve and a solution be found eliminate the accumulation of the black mud in the Harbour Reserve creek.

The Board was advised that although Council do not own the old jetties, staff had been working with Bay of Plenty Regional Council over the removal of the old jetties as this was required in order for repairs to be made to the seawall. The repairs to the seawall form part of a wider contract a number of coastal and marine assets across the district.

A wider investigation relating to the accumulation of black mud in the Harbour Reserve creek should be directed to the Bay of Plenty Regional Council.

Broadlands Block

A Steering Group to drive the delivery of enhancing this site was agreed at the Community Board meeting on 17 November 2019. This group was led by Ruth Parsons as the Chairperson. This item has been identified in the Waihi Beach Community Plan as an action item and would be included in the Stage 1 implementation plan. The Steering Group would provide feedback of their progress and the process to develop a concept plan at the next Community Board meeting.

Waihi Beach MenzShed

The Board was advised that a copy of the approved and registered trust deed had been received by Council. A representative of the Menzshed provided an update to the Waihi Beach Community Board advising of the progress of the establishment of the proposed MenzShed.

The Board was advised that in July 2019(Waihi Beach Community Board Meeting WB22) it was resolved: “That the Waihi Beach Community Board allocate funding of $30,000 to the Waihi Beach Community Development Trust – Waihi Beach Menzshed funded from the Waihi Beach Community Board Reserve Account.”

The Waihi Beach MenzShed had requested some of the initial funding allocation be released to pay for the registration of the trust and Council consent fees.

Committee Resolution 2020/10

Moved: Member Ross Goudie

Seconded: Cr James Denyer

That the Waihi Beach Community Board advance the sum of $10,000 from the initial allocation of $30,000 to the Waihi Beach Community Development Trust - Waihi Beach Menzshed funded from the Waihi Beach Community Board Reserve Account.

Carried

Workshops in the future for Waihi Beach Community Board

Dates for future Community Board workshops were advised to the Board. The Chairperson advised that there would also be additional workshops dealing with the Community Plan actions and other specific items as may be required throughout the year.

Community Response Teams

The Board was advised that all three (Waihi Beach, Athenree and Bowentown) Community Response Groups had current Community Response Plans, and the revised “Community Guide to Emergencies: Waihi Beach North, Bowentown and Island View, and Athenree” had been distributed to households, most businesses, with multiple copies delivered to camping grounds, information centres and other areas of public gatherings, by the end of January.

The three Community Response Teams were undertaking a second desktop exercise on February 5th, facilitated by Emergency Management, with Katikati teams.

The Beautification of the Waihi Beach Road Entranceway

The Board would discuss further options relating to the beautification of the Waihi Beach Road entranceway

Compliance Bylaws

The public had expressed frustration and despair about people not following dog, freedom camping and parking compliance bylaws. It was felt that the contract compliance and monitoring staff had not been visible in the area.

The Compliance Manager had advised that monitoring of freedom camping, parking and dogs on beaches had been undertaken by Watchdog Security with daily patrols from 21 December.

Staff reported a further growth in the numbers of freedom campers from previous years (with increasing numbers year on year). Daytime dogs on beach patrols were being undertaken by staff at varying times, the number of patrols had increased from previous years and were trialling patrols with officers not in full uniform. Whether the incognito dress provided for further contact with dog owners if they could not identify officers from distance was yet to be measured.

The seasonal contract period finishes at Easter. The Board looked forward to receiving the Compliance and Monitoring Report as soon as it was available.

Skills based learning in a Learning Business Hub

The Chairperson advised that one of the items discussed with the Connectors Group through the Community Plan was the option of a Learning/Business Hub. In this case, he had been liaising with John Clements of the Katikati Community Board with possible collaboration on this topic.

CCTV

The Board was advised the Policy Committee’s work programme currently included the development of a CCTV policy, which recognised the need for clear ownership and operational models across the District. A discussion paper was due to be presented to Council in April 2020 detailing Council’s existing CCTV infrastructure, legislative context etc, seeking direction on creating a policy to manage Council’s future CCTV infrastructure.

It should be 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 particular timeframe at this point.

The Bay of Plenty Civil Defence uses Emergency Mobile Alerts and Red Cross Hazard app to alert the public

There was some confusion across Waihi Beach Ward on the 19th January 2020 relating to the fire siren which was believed to be a tsunami warning, and misunderstanding by some that sirens would be the principle alert method. The Community Response Team confirmed that the emergency mobile alert was currently the key warming system and any siren malfunction would be accompanied by a text alert if the emergency was authentic.

Island View Playground and BBQ Project

The Reserves and Facilities Manager had advised that the adopted Katikati/Waihi Beach Reserve Management Plan, included an action to prepare a concept plan in the 2019/20 Financial Year for the development of a playground and BBQ at Island View Reserve. Council were processing ideas and thoughts from the public to begin developing a concept plan for the proposed playground and BBQ on the Island View Reserve.

A letter drop was made to a number of adjoining residents along Seaforth Road adjacent to the Island View Reserve. The ideas received from the feedback event would be analysed before a DRAFT concept plan was prepared and reported back to Council for consideration before any further public engagement on the proposal.

Funding for the construction of any new play equipment and BBQ following the consultation process was scheduled for the 2020/21 financial year.

The Board reiterated that they were listening to the views of members of the public.

Waihi Beach Village Footpath Upgrade

The test for footpath cleaning prior to Christmas had appeared to be very successful and the Board was looking forward to the rest of the footpath upgrade in the first quarter of 2020. There were plans for consideration of replacement rubbish bins and alternative planting in the village area.

The Roading Engineer (West) advised that future progress on the footpath upgrade would be dependent on costs.

Cycleways

The Board requested an update as to the status and estimated time frame for all cycleway projects. Staff would arrange to attend a future Community Board Workshop to provide a broader update.

Proposed Cell Phone Data Installation

Waihi Beach Community Board had met with representatives from Spark and Spark had asked for suggestions for an alternate site.

Parking spaces for Coastguard Tractors and Trailers at Anzac Bay

The Board had been approached by the local Bowentown Coastguard in relation to the development of a parking space for Coastguard vehicles and trailers on the waterline to the left of the boat ramp at ANZAC Bay. The Community Board was expecting a proposal and site plan from Coastguard in the near future.

The Reserves and Facilities Manager advised that staff had been approached by the Bowentown Coastguard and were considering the proposal put forward. At this point in time there had been no discussion and Tangata Whenua about the proposal.

Kiwi Camp Facility

The Kiwi camp Facility was operational before Christmas 2019. There had been good feedback to date on the facility. Going forward, usage number of the facility would be reported to the Community Board.

Committee Resolution 2020/11

Moved: Member Ross Goudie

Seconded: Cr Anne Henry

That the Chairperson’s Report to the Waihi Beach Community Board for February 2020 be received.

Carried

9.6 Councillors Report

The Board considered a verbal report from Councillors Denyer and Henry.

Councillor Denyer advised that the interim Urban Form Transport Initiative (UFTI) report released in December 2019 did not feature Waihi Beach in any urban growth transport options and this was also the expectation in the final report to be released in April 2020.

Councillor Henry advised that the summer holiday period in the Waihi Beach area had been very busy. The development of the community plan had brought the community together, and there was a very positive attitude within the area, associated with aspirations of the plan. It was obvious that Waihi Beach was a unique community, and that was what the community recognised and wanted to keep.

Committee Resolution 2020/12

Moved: Cr James Denyer

Seconded: Cr Anne Henry

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

Carried

9.7 Waihi Beach Community Board - Anzac Day Commemoration 2020

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

Committee Resolution 2020/13

Moved: Cr James Denyer

Seconded: Member Don Ryan

1. That the report from the Senior Governance Advisor dated 3 February 2020, titled Anzac Day Commemoration 2020 be received.

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

3. That Chairperson Ross Goudie and other board members who can attend represent the Waihi Beach Community Board at the ANZAC Day Service at Waihi Beach on 25 April 2020.

Carried

9.8 Infrastructure Services Report Feburay 2020

The Board considered a report from the Deputy Chief Executive dated 20 January 2020 titled Infrastructure Services Report Waihi Beach February 2020 as circulated.

Installation of Pedestrian Refuge Points on Seaforth Road

The Roading Engineer (West) advised that estimates from alternate contractors had not provided competitive pricing or secured the availability of alternative contractors.

The Roading Engineer (West) would provide the confirmed Westlink price for the installation of the pedestrian refuge points on Seaforth Road and the projected timeline for the work to the next Board meeting.

Kerbside Rubbish and Recycling Collection

It was suggested that when a Waihi Beach kerbside collection was on a Monday and that day was a public holiday it should be considered that the kerbside rubbish and recycling collection be undertaken the immediate next day (after a public holiday).

Installation of Requested Signage

The Board had discussed the installation of ‘Children Crossing’ signage on Tuna Avenue, Broadway Road and Island View Road with the Roading Engineer (West).

Committee Resolution 2020/14

Moved: Member Ross Goudie

Seconded: Member Don Ryan

That the requested signage indicating ‘Children Crossing’ be installed at the agreed positions on Tuna Avenue, Broadway Road and Island View Road funded from the Waihi Beach Community Roading Account.

Carried

Brighton Road Reserve Footpath Alignment

The Board requested a meeting with staff relating to the finalisation of the footpath alignment through Brighton Reserve.

Committee Resolution 2020/15

Moved: Member Ross Goudie

Seconded: Cr James Denyer

That the Deputy Chief Executive’s Report, dated 20 January 2020 and titled Infrastructure Services Report Waihi Beach February 2020 be received.

Carried

9.9 Financial Report Waihi Beach - December 2019

The Board considered a report from the Management Accountant dated 3 February 2020 titled Financial Report Waihi Beach – December 2019 as circulated.

Committee Resolution 2020/16

Moved: Member Ross Goudie

Seconded: Cr Anne Henry

That the Management Accountant’s report dated 3 February 2020 and titled “Financial Report Waihi Beach – December 2019” be received.

Carried

9.10 Council, Standing Committee and Community Board Meetings

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

Committee Resolution 2020/17

Moved: Member Ross Goudie

Seconded: Cr James Denyer

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

Carried

The Meeting closed at 9.05pm.

The minutes of this meeting were confirmed at the Waihi Beach Community Board held on 10 March 2020.

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

R Goudie

Chairperson

Waihi Beach Community Board

…………………………………….

Date

Waihi Beach Community Board Meeting Agenda

8 June 2020

9 Reports

9.1 Island View Reserve - Playground and BBQ Draft Concept Plan

File Number: A3746663

Author: Scott Parker, Reserves and Facilities Projects Assets Manager

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

1. Council staff met with the Waihi Beach Community Board 18 May 2020 workshop to present and discuss the draft Island View Playground and BBQ concept plan, which was developed from the community pre-engagement feedback received (Attachment 1).

2. The Board was supportive of the draft design but wanted clarity on some of the design elements before releasing it for public consultation. Attachment 2 includes the revised draft plans.

3. This report includes the clarification sought by the Board before they recommend to the Policy Committee its release for community feedback.

Recommendation

A. That the Island View Reserve - Playground and BBQ Draft Concept Plan report by the Reserves & Facilities Projects and Assets Manager be accepted.

And

B. That the Waihi Beach Community Board recommend to the Policy Committee that approval be given to publicly consult on the draft Island View Reserve Playground and BBQ concept plan.

C. That the Waihi Beach Community Board recommends to the Policy Committee that approval be given to publicly consult on the draft Island View Reserve Playground and BBQ concept plan subject to the following changes: (list proposed changes)

Background

4. The Island View Reserve Playground and BBQ project is an approved Annual Plan project over the 2019/20 and 2020/21 financial years. In the 2019/202 financial year (Stage 1) the aim is to complete the concept design and obtain an archaeological authority or any other statutory consents associated with the project. Stage 2 in the 2020/21 financial year will conclude the design, procurement and construction.

5. Council staff met with the Waihi Beach Community Board 18 May 2020 workshop to present and discuss the draft Island View Playground and BBQ concept plan, which was developed from the community pre-engagement feedback received between January and February 2020 (Attachment 1 - Island View community engagement summary report).

6. Given both the positive and negative community and key stakeholder feedback received, the Board was supportive and complimentary of the draft design. However, the Board wanted clarity on some of the design elements before recommending the draft concept design for release for public consultation.

7. These points of clarity include and are responded to in the following table:

Board suggestion or clarification item	Staff response
Concern about potential effects of storm-water at the proposed location	Revised plan shows contour and flood level in relation to the play zone, which is now included in the drawing set. The playground will be constructed above the flood level of Rl 2.5 m. The playground safety surface will be sand or artificial surface e.g. complying solid rubber/synthetic surface as opposed to bark, which can wash away.
Concern about the shade umbrella design being strong enough for windy conditions	Staff agree and have replaced the umbrellas with fixed shade sails
Want to know more about the BBQ shade canopy	The indicative footprint (5m x 5m) of the BBQ including shade/weather canopy is now included in the drawing set
Cycleway paths & connections - concerned about potential conflict between cyclists and children playing	Path connections and playground location relationship is now shown in the latest drawings. Staff are of the view that there is adequate separation and clear sightlines to sufficiently reduce the risk of collision.
The Board wants a bike stand and a drinking fountain	Bike stands and a drinking fountain are now shown in the draft concept (location) plan
Concern about Freedom Campers using the BBQ and the cleaning and maintenance of it	The BBQ is located deliberately away from the freedom camping area. The cleaning and maintenance of the BBQ will be added to the reserves maintenance contract. A water tap at the BBQ will assist users with cleaning the BBQ before and after use.

Significance and Engagement

8. The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy in order to guide decision on approaches of engagement and degree of options analysis. In making this formal assessment it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

9. In terms of the Significance and Engagement Policy this decision is considered to be of low significance because of the relatively low capital cost of the project and the robust community engagement process (which is yet to conclude).

Engagement, Consultation and Communication

10. Refer to the Summary community pre-engagement report at Attachment 2.

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication Refer Attachment 2 for the community engagement summary report
Name of interested parties/groups	Waihi Beach School and Kohunga Reo - ongoing Waihi Beach Community Board - ongoing Department of Conservation – as landowner Note: Council has Control and Management of the reserve vested in it under a formal Gazette Notice. Heritage NZ - ongoing	Planned	Completed
Tangata Whenua	TE WHANAU A TAUWHAO KI OTAWHIWHI Contact Persons: Shaan Kingi and John Mutlow - ongoing
General Public	Pre-engagement completed. Further consultation on the approved draft plan required.

Issues and Options Assessment

11. There are only two options A and B are considered necessary at this stage. Minor changes have already been made to the draft plans (refer the clarification table on page 1) following feedback from the 18 May 2020 workshop with the Community Board:

Option A – That the Waihi Beach Community Board recommend to the Policy Committee that approval be given to publicly consult on the ‘draft’ Island View Reserve Playground and BBQ concept plan, or

Option B - That the Waihi Beach Community Board recommends to the Policy Committee that approval be given to publicly consult on the ‘draft’ Island View Reserve Playground and BBQ concept plan subject to the following changes: (list proposed changes)

Option A That the Waihi Beach Community Board recommend to the Policy Committee that approval be given to publicly consult on the ‘draft’ Island View Reserve Playground and BBQ concept plan
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	Advantages: · The draft concept design is generally supported by the Board · Workshop clarifications have been provided in the most recent version of the draft concept plan (Attachment 2). · Avoids delay · The next round of community consultation will identify any issues without needing further changes at this early stage. · Economic sustainable design · Design in fitting with naturalness of the site · Cultural feedback remains ongoing to inform the final draft plan · Aligns with initial public engagement feedback Disadvantages: · None identified
Costs (including present and future costs, direct, indirect and contingent costs).	Will be maintained within forecast budgets
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).	None identified

Option B That the Waihi Beach Community Board recommends to the Policy Committee that approval be given to publicly consult on the draft Island View Reserve Playground and BBQ concept plan subject to the following changes: (list proposed changes).
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	Advantages: · May improve wider community acceptance of the draft design Disadvantages: · At draft concept stage, this option unnecessarily extends concept development period.
Costs (including present and future costs, direct, indirect and contingent costs).	Will be maintained within forecast budgets
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).	None identified

Statutory Compliance

12. This project will meet all legislative/legal requirements. It is consistent with the Katikati Waihi Beach Ward Reserve Management Plan. An Archaeological Authority is required (and currently being applied for) before any site works can commence.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
LTP Project 237109	$25k for 2019/20 and $200k for 2020/21. Expenditure is on track for the current year. Achievement of the project within the allocated budget will be subject to tendered proposals received in stage 2.

Attachments

1. Island View Reserve Playground and BBQ Project - Engagement Summary report ⇩

2. Island View Reserve Playground and BBQ Draft Concept Plans ⇩

Waihi Beach Community Board Meeting Agenda

8 June 2020

9.3 Chairpersons Report - June 2020

File Number: A3753109

Author: Ross Goudie, Community Board Member

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

1. That the Chairpersons report for June 2020 be received.

2. That the Waihi Beach Community Board allocate $3,000 from the Community Board Reserve Fund to enable meetings relating to the Community Plan to be held.

Agenda Waihi Beach Community Board 8 June

Chairpersons Opening Statements

Community Plan

Projects at present going to go forward with until Nov 2020 review

The Waihi Beach Community Board adopted the Community Plan at our February Meeting. At a workshop on Monday 16^th March the Board committed to the following projects

· Broadlands block development

· Investigating speed limits

· Completing local cycle/walkways

· Investigations of business employment/library hub, with initiatives currently being sampled in Katikati

· CCTV surveillance

· Entrances ways beautification and Waihi Beach branding

· Matariki

· Moving forward with the cycleway/walkway to Athenree

· Initiating historical panels

· Developing a local strategy for open plan parks

· Developing a draft concept plan for beach furniture across the Ward

Specific board members were assigned to initiate these projects. The board is now putting in place the Community Board governance structure and processes to develop transparency and clarity.

The Board needs to enable funding access to hold public meetings concerned with Community Plan. Clarify the board process on funds to pay for venues and resources other than the current policy of having to submit permission two months in advance.

Staff Comment (April 2020)

The Board has previously committed funding to facilitate the development of the Waihi Beach Community Plan from their Reserve Account. If further funding was required, a recommendation from the Board can be made.

The Board should also identify any items that need to be included in their submission to the Annual Plan (closing on 4 May 2020).

Recommendation

That the Waihi Beach Community Board allocate $3,000 from the Community Board Reserve Fund to enable meetings relating to the Community Plan to be held.

Staff Report on Two Mile Creek Update

Information relating to this item is in the Infrastructure Services report June 2020.

Cleaning of creeks and the disposal of sand

The Board would like an update as to the status of maintenance keeping Three Mile Creek clear of sand. The existing practice is seen not effective, we would like to see policy of frequency and placement of sand being removed be amended.

Staff Comment

There is a resource consent limit to the number of times the creek mouth can be cleared each season. The drought has meant that the natural clearing that occurs with rainfall events did not occur and additional mechanical clearing at over $1/,000 per clear was required.

Food Carts on Pio Shores/Bowentown area

Board Member Hulme has discussed this proposal with the Reserves and Facilities Manager and will give a verbal report on this item.

Live Well Waihi Beach Proposal

It has been apparent the COVID-19 and the restrictions has had an effect on our community.

Many events have been dealt with little fuss mainly by the Emergency Management Group.

The Waihi Beach Community Board has developed a response proposal. The file is attached.

It revolves around people helping people and gathering groups and individuals together to help the community in the social and community space (attachment 1).

Promoting surviving and thriving together

· Listening to the needs of our community through community group round tables

· Linking people to available services and groups for social and cultural connection and support through newsletters and social media posts

· Supporting community groups to access funding and additional support to alleviate demands on local businesses

· Dedicated information through a detailed and easy to understand directory specific to the entitlements of Waihi Beach residents– online and in local areas

· Promoting the power of community with good news stories, invitations to bring people together and to highlight the good work already being done in the area.

It is proposed to appoint a suitability experience person to act as a coordinator. The proposal outlines the duties and work program.

Pios Shores Stormwater

The Board would like to be informed as to the status of communications between Otawhiwhi Marae Council about drainage from the Marae across Pio Shores.

Staff Comment: (April 2020)

Staff advised that they are in ongoing contact with Pio Shores Association and options for stormwater were still being assessed.

CCTV update

The Board is again investigating options of CCTV in the Ward. This is considered important by our community and its Board, and has some urgency.

The Board is aware that Council was to consider options for the development of a CCTV Policy.

Staff Comment

The Board has an existing resolution relating to the installation of two CCTV cameras. They have not progressed due to the cost of supplying power to the preferred sites. The Board can request that the installation of these cameras proceed.

Waihi Beach, Bowentown and Athenree Event October and collection of historical stories

The Waihi Beach, Bowentown and Athenree Historical Society are holding the hall booking for Oct 2nd,3^rd and 4^th for their Historical Event and will make a decision late August as to whether to proceed or not. A new book is being written, based on interviews from families of earlier persons of significance in our history. There has already been photos and stories not yet heard by the community. The Waihi Leader has started printing snippets of these stories.

Interpretive Panels and Historical Trails.

$50,000 has been targeted for historical panels in Pohutukawa Park. A local historical business had submitted a proposal and plan to Council staff and the roles for the development of the panels defined. The Historical Society met with Brigid Gallagher (Local Archaeologist) on 16 March 2020 to discuss how this would happen.

The Historical Society submitted a proposal for the site of the panel be changed to the other side of the Pohutukawa Park on the foreshore on 20 May. Reserves and Facilities staff are receptive to the idea and ask that the Board make a resolution to place the panel in the lower area of Pohutukawa Park which includes the playground area and carpark at this Board Meeting.

They also ask for a draft plan/strategy of proposed historical trail to place additional historic panels at other reserves throughout Waihi Beach Ward so their location can be considered from a more strategic perspective as opposed to ad hoc approvals for different sites over time. The Historic Trail could align with the cycleway network, combining local history with recreation. Discussion is in progress between Brigid Gallagher and the Historical Society about identifying relevant historical sites for the trail. A very early draft plan/strategy will be available at the Community Board Meeting on 8^th June.

It is suggested that the Historical society and other stakeholders meet in the third week of June to identify the alternative site for the panels.

The Reserves and Facilities Manager will be asked for comment when the draft plan/strategy is available.

Staff Comment

Staff will work with the Board to determine the revised location for the historical sign boards.

Community Plan – developing a Dune Working Party

Greg Jenks spoke to a group of 30 dune champions on Sat 7^th March, and he explained how weak our dune margins are. From this has formed a Dune Working Party, led by Jim Cowan who has been doing the job for 25 years. A meeting between Coastcare and our locals on Thursday 19 March was instrumental in sharing common issues between the two parties, and measures planned to streamline working together so initiatives are dovetailed.

It is evident that the maintenance programmes have not been happening, which means that the weeds regrow too quickly for the volunteers to keep up with them. There have been lack of replacement ropes for dune barriers.

Jim Cowan listed the support he would like to see helping raise the health of the dunes to an effective level for resisting coastal erosion. Coastcare have expressed a desire to meet with the Western Bay of Plenty to align programmes which structure best weed eradication in a planting cycle, especially in target areas. The Working Party would to see all partners working together in common.

Coast Care is restoring two areas of the dunes at North End in June. Indian doab and salt water Paspalum roots have grown too deep to be removed. The areas will be dug up and replanted and a more reliable weed maintenance programme instigated. There will be signage when the job is being done to inform public the purpose of the works. A restoration project at the southern end of the loop is planned for later in the year.

Jim Cowern has been liaising with those placing sand from Three Mile Creek pending dune modification on the southern side.

Staff Comment

Staff are happy to work with the Coast Care volunteers on dune projects. Coast Care is a partnership programme involving local Councils, the Regional Council, DOC and local volunteer groups across the BOP Region.

Staff are liaising with the Regional Council to ensure that there is a clear strategy for the local Coastcare volunteers that is agreed to by WBOPDC as land owner and is resourced so community expectations are managed.

Mural on Utility Building at the Reservoir

Reuben Levien, who has already painted commissioned work for the Hauraki District Council has offered to paint the reservoir facing wall in remembrance of a local man who recently died, with the parents paying for the materials.( $2,000) The Board have agreed to the design and are now approaching Kelvin Hill for Council permission to apply the mural to the council; building. Attachment 2.

The Reserves and Facilities Manager will be asked for comment when the proposal is available Council as the owner of the building will be requested to approve any proposed mural.

Staff Comment

Staff note that there maybe other options to consider for this site that relate to the site being the start and finish point for the proposed Waihi Beach to Waihi Cycleway. It may also be appropriate to seek some input from Ngati Tara Tokonui hapu, who have strong connections to the site and area. While the Board has approved the mural it has not yet been authorised to be painted.

Island view playground project

The Board received information relating to the Island View Playground Project as a separate report.

The Village Group

Over lockdown the chairperson of the Village Group resigned her position. Alan Kurtovich has indicated he would step up as new coordinator and queried as to the progress of actions that they had discussed with the previous board.

Items for Update

Items completed: are regular cleaning of the street, and safety concerns by the road between the Fish and Chip Shop and Beach Treats (1919)

Items currently in progress.: foot path cleaning and new rubbish bins. These were interrupted by Level 4 lockdown and should be completed soon.

Staff Comment:

Within the Infrastructure services report topic Wilson Road Commercial Area Refurbishment information is provided with a resolution approving works required.

Items yet to be started but within the Waihi Beach Community Plan and considered a priority) : – welcome signs at both ends of towns ( Entrance Way Projects) 2020- 2021

Lighting Post and Gardens

The Board resolves to investigate the items of the lightning post being painted, and new gardens in the town centre.

Developing a local strategy for open plan parks

The Board wish to adopt the Strategic Open Plan Policy for Waihi Beach Ward (Attachment 3)

Staff Comment

Staff wish to advise the Board that the Katikati/Waihi Beach Ward Reserve Management Plan as a statutory document contains Council’s strategic direction and relevant policies and concpet plans relating to reserves within the Waihi Beach Ward. The proposed Strategic Open Plan Policy identified for Waihi beach, needs to be considered in the context of the already adopted Ward Reserve Management Plan.

Waihi Beach North End, Island View and Athenree and Athenree Community Response Teams

The teams wish to table their report of the over the fence and phone call exercise and how the community developed their level 3 and 4 support systems for the community when in lockdown.

The Friends Place Presentation

Trudy Van Stee will give a presentation and answer any questions re her application to the Community Board

Reports to Community Board

Broadlands Block

Waihi Beach Events and Promotions

Athenree Action Group

Pio’s Group

Skate Park

Otawhiwhi Marae

Attachments

1. Live Well Waihi Beach Presentation Anna Schroeder ⇩

2. Mural on Utility Building at the Reservoir ⇩

3. Strategic Open Plan Policy for Waihi Beach Ward ⇩

Waihi Beach Community Board Meeting Agenda

8 June 2020

9.5 Infrastructure Services Report Waihi Beach June 2020

File Number: A3745659

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

1. That the Deputy Chief Executive’s Report, dated 8 June 2020 and titled Infrastructure Services Report Waihi Beach June 2020 be received.

2. That the coloured concrete footpath in the business area be refurbished and sealed at an estimated cost of $90,000 funded from the Waihi Beach Community Roading Budget.

3. That the Wilson Rd commercial area rubbish bins be replaced and the street furniture refurbished at an estimate costed of $30,000 funded from the Waihi Beach Community Roading fund.

ROADING

Wilson Road Village Area Refurbishment.

The Board has discussed for some time the condition of the Wilson Rd colour concrete footpath and street furniture. A trail concrete grind and surface seal was undertaken at the edge of the carpark. This has proved successful and the Board has considered that it should be utilised on the footpaths in the business area. The estimate for undertaking minor repairs, concrete grinding and sealing and traffic management is $90,000. The street furniture is in need of refurbishment or replacement, in particular the rubbish bins. The existing bins are not function and of a design that is hard to clean and empty. A budget of $30,000 needs to be allocated to replenish or replace bins and street furniture including street lighting columns. The two projects need to occur at the same time as the bins will require different mounting points. These projects would be funded from the Waihi Beach Community Roading fund.

Ideally works need to be scheduled outside of business hours to avoid disruption to business flow. Works are also subject to weather and resources due to COVID-19 delays.

Two x Pedestrian Refuge on Seaforth Road, Waihi Beach

What's happened

A number of contractors were approached to undertake the refuge works but only WestLink had sufficient resources to undertake the works.

WestLink have been requested to undertake the physical works via the Council’s notification process.

What's next

Works are yet to commence and are expected to be completed prior to the summer period.

Wilson Road, Waihi Beach Pedestrian Bridge

What's happened

The site works have now been completed.

What's next

No further action required.

Waihi Beach Roading projects

Restricted Intersection Sight Lines - Dillon Street and Edinburgh Street, Waihi Beach

What's happened

Elected members were advised of four options to traffic calm through this intersection. 

What's next

Staff are awaiting a response from the Community Board as to which option they would prefer.  

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.

ASSET & CAPITAL

Waihi Beach Pio Shores Stormwater

This project will look to resolving the inadequate performance of existing roadside stormwater system in Pio Shores. Flooding has occurred in moderate to heavy rainfall. Council is currently working with the Pio Shores Association around options to improve stormwater drainage systems and alternative disposal points.

What's happened

No further progress due to COVID-19 restrictions.

What's next

A Consultant will be appointed to further the infiltration basin investigation. 

UTILITIES

Kerbside Rubbish & Recycling Collection

What's happened

The Recycle and greenwaste centres are now operating under COVID level 2 restrictions.  Customers are being updated via Council's website and Antenno.

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 situation the process has been delayed.

What's next

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

Waihi Beach 2 Mile Creek West Bank

What's happened 

Resource consent granted by WBOPDC after hearings process. Implementation plan prepared by staff with planned progress in 2020 

What's next

Engagement with affected property owners planned for first half of 2020, currently delayed by COVID-19. Individual sign off required by each property owner to allow Council to undertake construction within the creek.

Construction drawing and layout plan being finalised with tender process to start in Mid-year.

RESERVES

Broadlands Block Path, Boardwalks and Environmental Development

What's happened

The Minute Action Sheet refers to the 19 Feb 2019 Community Board request to allocate $20k of the $50k Broadlands Block enhancement fund towards the provision of new trails and refurbished trails through the reserve and this work has been completed.  Early 2019, surfacing and drainage improvements were made to the flood prone paths within Broadlands Block.

Given the recent formation of a new project control group (PCG) for Broadlands Block, no other trails have been constructed at this stage pending direction from PCG.

What's next

The construction of further new paths through Broadlands Block is on hold pending direction from the new project control group established to develop Broadlands Block.

Council's Reserves and Facilities Manager, along with an independent consultant will assist the Waihi Beach Community Board and Broadlands Block Committee to develop the block further.

Island View Reserve (Albacore Ave) Upgrade Toilet/ Carpark

What's happened

The Contract has been awarded in December to Exeloo Ltd. Construction timelines to be finalised in January.

Toilet renewals being put on hold due to Covid-19 crisis and the contractors’ ability to complete work. 

What’s next

The ability to deliver project completion on time is affected by COVID-19 response delays.  Installation of toilet is now planned in July/August so this project will extend into 2020/21

Island View Reserve - BBQ and Playground

What's happened

The first of two engagement activities with Waihi Beach School and the Otawhihi Kohangareo went ahead as scheduled just before the mandated shut down due to Covid-19. The second engagement activity has been cancelled. 

What's next

A preliminary location opportunities plan will be discussed with the Community Board at their next scheduled meeting.

Waihi Beach Kiwicamp Alternative Site

What's happened

COVID-19 restrictions have affected the timing to complete the installation of ramp handrails and emergency lighting to obtain the Code of Compliance Certificate.  This has also affected progressing the implementation of cultural features in liaison with the local Hapu, which will acknowledge cultural heritage and educate visitors at the site. 

Athenree Foreshore Reserve Landscape and Minor Capital

What's happened

No works to date although the budget may be used for a feasibility study to provide a cycle/walkway connection from Emerton road to Athenree.

What's next

No works to date although the budget may be used for a feasibility study to provide a cycle/walkway connection from Emerton Road to Athenree.

Consider further improvements and investigation of the cycleway link.

Athenree South Foreshore Reserves - Landscape Development

What's happened

Discussions with Allan Sole regarding options worth considering throughout Athenree. 

One resident along Roretana Drive has requested a seat beside the playground. 

What's next

Council to order three seats and install within the Athenree area.  Council to meet onsite with a contractor and discuss BBQ shelter options as a shelter will help with maintenance and provide shade during the summer months.

Athenree south Foreshore Reserves - Seating, Bollards etc.

What’s happened

The rendezvous seat from Streetscape furniture suppliers has been ordered and a discussion regarding shelter will take place with the contractor.

Waihi Beach Dam Carpark and Toilet

What's happened

Waihi Beach Dam carpark extension design and pricing has been undertaken. 

Interpretation signs progress is dependent on resolving the design format proposed for Pohutukawa Park - which may also suit the Dam trail-head site.  

COVID-19 restrictions have delayed overall progress on this project.

What's next

Subject to COVID-19 restrictions, the Waihi Beach Dam carpark extension works and interpretation signage procurement is anticipated to be completed in the 4th quarter.  

NOTE: The sign design template may also be suitable to use throughout the Waihi Beach, Bowentown and Athenree area to suit location and local content / history.

Waihi Beach – Emerton Rd to Athenree Cycle trail

This project is under investigation and liaison with iwi representatives is occurring.

Attachments

1. WB4 - MAS Waihi Beach Community Board Report June 2020 ⇩

Chairperson	Ross Goudie
Deputy Chairperson	Marilyn Roberts
Members	Bob Hulme Don Ryan Councillor James Denyer Councillor Anne Henry
Quorum	3
Frequency	Eight weekly / Workshops as required

	$
Waihi Beach Environment Society – purchase of traps [WB22.5]	500
ECHO Walking Festival – 2020 event [WB1.3.5]	500
2019/20 grants to date	1,000

	$
2019/20 Opening balance	281,622
Review and development of detailed project plan for Waihi Beach Community plan review [WB22.3.8].	4,899
Review and development of detailed project plan for Waihi Beach Community plan review [WB22.3.8].	5,924
Broadlands Block paths contribution [WB1.3.14]	20,000
Funding (first instalment of 2) for the installation of a sprinkler system in the new extension of the Athenree Homestead Trust building [WB20.2.6]	6,601
2019/20 Closing balance	244,199

	$
Funding for projects relating to the Broadlands Block Reserve Concept Plan to be funded from the Waihi Beach Community Board Reserve [C10.4 on 28 July 2011]; of this funding, Council approved up to $5,000 for an engineering report on the mixed development of Broadlands Block from the $50,000 already identified for Broadlands Block development [C39.2]. To transfer funding of pathways from this allocation [WB1.3.14]	Up to (30,000)
Funding for engagement of a student to undertake research to collate an updated community/town centre plan for the Waihi Beach area [WB17.2.3] $25,000.(Note $15,222.74 paid as at 30-Oct-19)	(20,600)
Further funding for engagement of a student to undertake research to collate an updated community/town centre plan for the Waihi Beach area [WB22.3.8] $27,000	(27,000)
WB22.3.9 Fund $30,000 to the Waihi Beach Community Development Trust – Waihi Beach MenzShed from the Waihi Beach Community Board Reserve Account.	(30,000)
Funding for engagement of local landscaper to provide assessment of Waihi Beach Road entranceway on current conditions and to provide recommendations [WB17.5.3]	(2,000)
Funding (instalment 2) for the installation of a sprinkler system in the new extension of the Athenree Homestead Trust building [WB20.2.6]. To be paid in January 2020.	(5,700)
2019/20 Closing balance after committed expenditure	128,899

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

	$
No outstanding commitments	0
Total outstanding operational commitments	0