Agenda of Katikati Community Board Meeting - Wednesday, 25 November 2020

Katikati Community Board Meeting Minutes

14 October 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Katikati Community Board Meeting No. K20-5
HELD AT THE Centre Pātuki Manawa
ON Wednesday, 14 October 2020 AT 7:00pm

1 Present

Member B Warren (Chairperson), Member N Harray, Member J Clements, Member K Sutherland, Cr J Denyer and Cr C Humphreys

2 In Attendance

M Taris (Chief Executive Officer), A Hall (Roading Engineer West) and P Osborne (Senior Governance Advisor)

2 Members of the public, Cr A Henry, Cr N Brunning (BOPRC) and B Rowson (BOPRC)

3 Apologies

Nil

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)

Councillor Denyer declared an interest in agenda item 9.3.

Member Sutherland declared an interest in agenda item 9.1.1.

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

Public Forum Adjourn Meeting

Resolution K20-5.1

Moved: Member N Harray

Seconded: Cr J Denyer

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

Carried

Jacqui Knight – KatchKatikati

Ms Knight reminded the Board of work that is happening around the establishment of theming Katikati as the “Avocado Capital of New Zealand” in conjunction with being the “Mural Town”. This will come through as a formal submission to the Katikati Town Centre and Katikati Community Plan consultation.

Braydon Rowson (Bay of Plenty Regional Council (BOPRC) Representative) – Uretara River

Mr Rowson was in attendance to provide the Board with an update on the work being done with the Uretara River.

The Board were advised of the following updates;

· There are currently warning signs at the river against swimming, due to the high Escherichia coli (E.coli) reading;

· BOPRC land management team were actively working with rural landowners on ways to improve the water quality, noting that this is not the main cause;

· BOPRC was analysing the issue in order to pinpoint where the bacterial loading was coming from;

· The largest result was of avian signature;

· Pukeko were noted as one of the highest readings of species that are found in/around the river;

· Both the Boyd and Quarry stream were highlighted as contributing a high amount of the E.coli into the river;

· It was noted that these issues were driven by naturalised bird populations in the catchments;

· Given this, BOPRC was seeking community feedback as to whether or not they would like to pursue this further; and

· It was noted that the Uretara River was currently ranked as a D grade river.

Mr Rowson advised the Board that these findings and updates had not been made public, however they were looking into doing so through the BOPRC website. The Board noted that this would be helpful, as they would direct the community queries to the latest information.

The Board asked the BOPRC representatives if they could follow up on the Resource Consent around the Bird Walk culvert. This was referenced as a minute action sheet within the Infrastructure Report.

Public Forum Meeting Reconvened

Resolution K20-5.2

Moved: Cr J Denyer

Seconded: Member K Sutherland

That the meeting reconvene in formal session at 7.28pm

Carried

8 Minutes for Confirmation

8.1 Minutes of the Katikati Community Board Meeting held on 12 August 2020

The Board considered the minutes of the Katikati Community Board Meeting held on 12 August 2020.

Resolution K20-5.3

Moved: Member K Sutherland

Seconded: Cr J Denyer

1. That the Minutes of the Katikati Community Board Meeting held on 12 August 2020, as circulated with the agenda, be confirmed as a true and accurate record; with the following amendment:

· Page 6 under Public Forum should read Standing Orders for the Katikati Community Board

Carried

9 Reports

9.1 Chairpersons Report - Katikati Community Board K20-5 14 October 2020

The Board considered a report from the Chairperson titled Chairpersons Report Katikati Community Board K20-5 October 2020 dated 14 October 2020.

The Board had a discussion around the marketing and promotional costs relating to the Katikati Town Centre and Katikati Community Plan seeking further clarification around the costs that would be invoiced, as well as amending the resolution to “approve funding up to $500.00”.

Resolution K20-5.4

Moved: Member K Sutherland

Seconded: Cr C Humphreys

1. That the Chairpersons report for the Katikati Community Board for October 2020 dated 14 October 2020 be received.

Carried

Resolution K20-5.5

Moved: Cr J Denyer

Seconded: Member J Clements

2. That the Katikati Community Board approve funding of up to $500.00, funded from the Katikati Community Board Contingency account, to 3129 Graphic Design for marketing and promotion costs relating to the Katikati Town and Community Plan.

Carried

9.2 Councillors Report Katikati Community Board K20-5 14 October 2020

The Board considered a report from Councillor Denyer titled Councillors Report Katikati Community Board K20-5 14 October 2020.

The Board were advised that Council had acquired the property at the end of Beach Road (Number 294), noting that the use was yet to be decided.

Resolution K20-5.6

Moved: Member N Harray

Seconded: Member J Clements

That the report from Councillor Denyer to the Katikati Community Board dated 14 October 2020 be received.

Carried

9.3 Katikati Community Board Grant Application - October 2020

Councillor Denyer declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

The Board considered one application from Aongatete Forest Project/Emma Cronin.

Resolution K20-5.7

Moved: Member B Warren

Seconded: Member N Harray

1. That the report from the Governance Advisor dated 14 October 2020 and titled Katikati Community Board Grant Application – October 2020 be received.

2. That the Katikati Community Board do not approve the grant application from the Aongatete Forest Project/Emma Cronin.

Carried

9.4 Infrastructure Services Report Katikati Community Board

The Board considered a report from the Deputy Chief Executive dated 14 October 2020 and titled Infrastructure Services Report Katikati Community Board.

The Board had a discussion around their current Roading Account and priority list. It was noted that a priority list would come out of the Katikati Town Centre and Katikati Community Plan.

The Roading Engineer (West) advised the Board that there were some minor issues that had arisen since the installation of LED lights commenced in Omokoroa. These were currently being addressed by WestLink as they arose.

It was noted that the third point at the bottom of page 19 under Katikati Wastewater Treatment Plan Renewals of Resource Consent stated “Change in the representation of Tapuika and the voting process not happening until July”. The Roading Engineer (West) was asked to follow up and report back as to the accuracy of this statement.

Member Sutherland noted that there were issues regarding footpaths which are raised, causing elderly to trip, that have been spray painted and not yet repaired. The Roading Engineer (West) advised Member Sutherland that this should be raised as a CCR if it was a trip hazard.

The Board requested that Councillor Norm Brunning, from BOPRC, follow up on the Resource Consent around the Bird Walk culvert.

Resolution K20-5.8

Moved: Cr J Denyer

Seconded: Member N Harray

1. That the Deputy Chief Executive’s Report, dated 14 October 2020 and titled Infrastructure Services Report Katikati Community Board be received.

Carried

9.5 Draft Long Term Plan Budget - Katikati Community Board

The Board considered a report from the Management Accountant titled Draft Long Term Plan Budget dated 14 October 2020 as circulated with agenda.

The Board reviewed and considered its operational budget for the upcoming ten years.

The Board discussed the option of creating a ‘connections’ budget line that would go towards Community Board meetings with community groups. It was noted that, due to COVID-19 restrictions, the Community Board Association conference would most likely not be happening.

Resolution K20-5.9

Moved: Member J Clements

Seconded: Member K Sutherland

1. That the report from the Management Accountant dated 14 October 2020 titled Draft Long Term Plan Budget be received.

2. That this report relates to issues which are not considered significant in terms of Council’s Policy on Significance.

3. That it be recommended to the Long Term and Annual Plan Committee that the Katikati Community Board Draft Long Term Plan Operating Budget be as follows:

Operating Costs	2021 Budget	2022 LTP	2023 LTP	2024 LTP	2025 LTP	2026 LTP	2027 LTP	2028 LTP	2029 LTP	2030 LTP	2031 LTP
Conference	0	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000
Connections	2,000	0	0	0	0	0	0	0	0	0	0
Contingency	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000
Grants	8,000	8,000	8,000	8,000	8,000	8,000	8,000	8,000	8,000	8,000	8,000
Mileage Allowance	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000	2,000
Security	6,500	6,500	6,500	6,500	6,500	6,500	6,500	6,500	6,500	6,500	6,500
Street Decorations	4,500	4,500	4,500	4,500	4,500	4,500	4,500	4,500	4,500	4,500	4,500
Salaries	Determined by Remuneration Authority
Inter Departmental Charges	Determined by Overhead Cost Allocation
TOTAL OPERATING COSTS

Carried

9.6 Financial Report Katikati - August 2020

The Board considered a report from the Management Accountant dated 14 October 2020 and titled Financial Report Katikati – August 2020.

The Board accepted the updated Income and Expenditure Statement that was tabled at the meeting.

Resolution K20-5.10

Moved: Cr C Humphreys

Seconded: Cr J Denyer

That the Management Accountant’s report dated 14 October 2020 and titled Financial Report Katikati – August 2020 be received.

Carried

9.7 Council, Standing Committees and Community Board Meetings

The Board considered a schedule of meetings for October, November and December 2020.

Resolution K20-5.11

Moved: Cr J Denyer

Seconded: Member K Sutherland

That the schedule of meetings for October, November and December 2020 be received.

Carried

The Meeting closed at 8.07pm.

The minutes of this meeting were confirmed at the Katikati Community Board held on 25 November 2020.

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

Member B Warren

CHAIRPERSON

Katikati Community Board Meeting Agenda

25 November 2020

9.3 33 Middlebrook Drive - Community Leasing

File Number: A3913421

Author: Blaise Williams, Strategic Property Manager

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

Council owns a property at 33 Middlebrook Drive known as Section 8 SO 453028, which a portion is currently leased by the Red Cross (the “Property”).

A number of community groups are interested in leasing the remaining land including MenzShed Katikati, Western Bay Museum, Katikati Community Vans and Katikati Community Patrol (the “Interested Parties”).

A concept plan for development of the Property is shown as Attachment 1, which provides a space for each of the Interested Parties. The development of the Property will be undertaken by the Interested Parties in consultation with the Council. The Interested Parties will seek third party funding to develop the site in general accord with the attached concept design.

Prior to approving the concept, it is good practise to call for expressions of interest from community groups to assess demand for the property proposed, and whether there is opportunity to co-locate other community groups.

Given the history of the land, a severance off Moore Park, it is likely the land is captured by section 138 of the Local Government Act and as such, Council is required to undertake appropriate public consultation in terms of Section 82 of the Act.

Recommendation

1. That the Strategic Property Manager’s report dated 25 November 2020 titled ’33 Middlebrook Drive’ be received.

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

That it be recommended to Council

3. That Council consults with the public in accordance with Section 138 and 82 of the Local Government Act 2002 on leasing the Property to community groups.

4. That expressions of interest be called from community groups interested in co-locating on the Property.

5. That the call for expressions of interest identify the MenzShed Katikati, Western Bay Museum, Katikati Community Vans and Katikati Community Patrol as interested community groups.

6. That the users of the Property lease the land on Council’s usual terms and in accordance with Council’s leasing policy.

Background

Council acquired the land as a fee simple title as a severance when Middlebrook Drive was constructed on the boundary of the now Moore Park.

Council staff have been approached by the MenzShed Katikati, Western Bay Museum, Katikati Community Vans and Katikati Community Patrol who are interested in using the Property and have agreed to co-locate on the property, if possible.

The Property’s concept plan allows multiple community groups to utilise the land at the same time for increased community benefit. Attachment 1

The land is currently used by the Red Cross to access their building, which is also located on the property. This access will need to be preserved as part of the attached concept.

Should Community Board and Council approval in principle be received, a “Proof of Concept” will be undertaken to ensure there are no impediments to the building construction proposed.

Significance and Engagement

In terms of the Significance and Engagement Policy, this decision is considered to be of low significance.

Engagement, Consultation and Communication

Interested/Affected Parties	Planned Consultation
Name of interested parties/groups	MenzShed Katikati Western Bay of Plenty Museum Katikati Community Vans Katikati Community Patrol.	Planned
Tangata Whenua
General Public	General Public will be consulted as part of the consultation required under Section 138 of the Act.

Issues and Options Assessment

Option A 3. That Council consults with the public in accordance with Section 138 and 82 of the Local Government Act 2002 on leasing the Property to community groups. 4. That expressions of interest be called from community groups interested in co-locating on the Property. 5. That the call for expressions of interest identify the MenzShed Katikati, Western Bay Museum, Katikati Community Vans and Katikati Community Patrol as interested community groups. 6. That the users of the Property lease the land on Council’s usual terms and in accordance with Council’s leasing policy.
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	Opportunity to provide space for 4 community groups for a purpose built development. The consultation process could allow other interested community groups to be considered. The development would support all four of the well-beings.
Costs (including present and future costs, direct, indirect and contingent costs).	There would be some incidental costs related to testing ground stability and surveying to support the Proof of Concept process.
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).	Rental for the property would be assessed in terms of Council’s leasing policy on rents to community groups
Option B Status Quo
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	The land would remain available for alternative use in the event it was required.
Costs (including present and future costs, direct, indirect and contingent costs).	Maintenance costs of the site would continue.
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).	Nil

Statutory Compliance

Council will comply with Section 138 and 82 of the Local Government Act 2002.

Attachments

1. Concept Plan for the Property Development ⇩

2. 2020-11-11 - 33 Middlebrook Drive Aerial Shot ⇩

3. 2020-11-11 - Katikati MenzShed & Museum Store ⇩

Katikati Community Board Meeting Agenda

25 November 2020

9.4 Infrastructure Services Report Katikati Community Board - November 2020

File Number: A3903640

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 25 November 2020 titled ‘Infrastructure Services Report Katikati Community Board November 2020’ be received.

roading

Transportation - Road Improvements LED Lighting

Description: Council owns and operates 2500 streetlights on local roads. Close to 100 of these are LED. Installation of LED lights reduces power consumption by 60%. Cost reduction is on the energy charges as line charges are a fixed fee. NZTA are offering an 85% subsidy to invest in the street light conversion conditional upon it being completed by June 2021. Council has decided to participate in this.

What's Happened

The LED lighting conversion commenced in Omokoroa in August 2020 with work progressing to Katikati and Waihi Beach.

WestLink have commenced the installation of the replacement LED lighting attached to the standard streetlight poles or on outreach arms attached to power poles.

The work involves removing the old luminaires and replacing them with the new LED units.

It is anticipated that some existing poles replacements will be required due to their age and condition.

What's Next

WestLink expect to have much of the LED upgrading in Omokoroa, Katikati and Waihi Beach completed by January 2021.

Transportation – Katikati – SH2 Main Street Investigation

Associated with the Town Centre Review, Council and the Board are working with Waka Kotahi on potential improvements to the form and function of SH2 through the town.

The purpose is to improve access, accessibility, reduce speed and improve safety

Transportation - Katikati Community Roading

Description: Develop and implement the community roading plan approved by the Katikati Community Board

Katikati Community Board Roading Current Account	Project Cost $	NZTA Funding MIP LC/LR $	Katikati Community Board $	Status
Current Account Opening Balance 1 July 2020			66,414
Allocation for 2020/21			162,442
Interest 2021			6,084
Subtotal			234,940

Completed Projects
Henry Road Footpath with Kerb & Channel Option 2 (Awaiting Final Claim)	135,000	-	135,000	2.5m footpath with kerb & channel
Earl Drive Parking Improvements (2018/19/20/21)	325,000	-	325,000	Parking footpath, kerb & channel
Less Paid to date 30/6/2020 $223,364.70	(223,365)		(223,365)

Subtotal			236,635

Committed Projects (for 2021)
Nil			-

Total Committed Projects			-
Forecasted Current Account Closing Balance 30 June 2021 (Deficit)			(1,695)

ASSET & CAPITAL

Highfields Stormwater Pond Development Trial

Description: Trial to convert the Highfields Stormwater Pond from a dry pond to a permanent wet pond/lake

What's Happened

The pond has been filled to RL 2.0m. Monitoring for changes in ground water levels and stop bank is on going and n o issues are noted to date.

Concerns expressed by BOP Regional Council were addressed and the outcome is that the pond level remains within the existing consent.

Monitoring of the trial is continuing, with ground water levels trending down with the level of the pond. Essentially the pond is compliant with the consent and the recorded levels of the ground water are not an issue. The monthly monitoring report has been presented to Regional Council compliance staff.

A potential issue is the rapid growth of rushes due to the shallow nature of the pond (RL 2.0) and a soft silty bed.

What's Next

A report will be provided to Council for the future maintenance of the lake; including how to maintain the pond properly, silt removal, vegetation removal, and alternative water input.

This proposal will require a variation to the consent.

Utilities

Solid Waste - Kerbside Waste Services

Description: To implement three options for the management of kerbside collection services. They are kerbside collection, commercial services, and rural recycling drop off points.

What's Happened

Kerbside Waste contract was awarded in September 2020. Focus for this year will be preparing for the contract implementation in July 2021. Commercial services will be considered after the first year of the contact implementation.

Additional rural recycling will commence in October 2021 for a six month period at Pongakawa. Further sites to be identified for rural recycling implementation.

What's Next

Ongoing work with the contract implementation and preparation for the rural recycling.

Reserves

Haiku Park - Develop Leased Area between Haiku Reserve, Donegal Place and Henry Road Cycle Trail

Description: Develop leased area previously used for grazing horses.

What's Happened

Council have completed a basic concept plan for discussion with the surrounding property owners.

What's Next

Advise adjoining property owners and then program works.

Katikati Foreshore Reserves Walkway Extension

Description: Walkway Extension

What's Happened

The orange mesh handrail has been replaced with a permanent structure during the installation of geotextile filter cloth and rocks on top of the cloth to complete the edge.

What's Next

This project is now complete.

Park Road, Beach Road, Katikati Reserve Upgrade

Description: Engagement, prepare concept and construction.

What’s Happened

All physical works completed and the reserve naming process is to be carried out later in 2020. Katikati College created the small garden plot by students.

What’s Next

The reserve naming process to be worked through.

The artworks process (to add a mural design to the power box) is being lead by Katch Katikati now seeking mural submissions.

Gilfillan Drive and Accessway, Walkway New High .5km

Description: Gilfillan Drive & Accessway, walkway new high .5km.

What's Happened

This project has been completed.

What's Next

No further action.

Yeoman Walkway / Culvert / Erosion Protection

Description: Yeoman Walkway / Culvert / Erosion Protection Works.

What's Happened

The Resource Consent application submitted to the Regional Council is still under review and are waiting on their approval.

What's Next

Once the Regional Council has approved the consent then works will be priced to meet the current market.

Reserves - Katikati Moore Park Development

Description: Completion of field development and associated infrastructure.

What's Happened

The new sports field couch turf is establishing itself and the contractor continues to monitor / maintain turf until maturity.

The Katikati Cricket Club has constructed and sown the new grass (wicket use subject to turf establishment).

The southern end of Moore Park has now been fully cleared of all remaining refuse, levelled, drainage completed and grass sown. Now that the grass has established, the area is being mowed.

What's Next

The sports field contractor will continue to monitor / maintain the turf until the maintenance warranty period which expires at Christmas, when hand-over to Council's Reserves maintenance contractor resumes.

Katikati Cricket Club are in discussions with the Reserves Maintenance Contractor over a grass mowing agreement.

Reserves - Cemetery Katikati Waihi Beach Ward

Description: Develop cemetery to meet demand.

What's Happened

Continuance of planning processes for new cemetery land adjoining Sapphire Springs

What's Next

Continuance of planning processes for new cemetery land adjoining Sapphire Springs

Attachments

1. Katikati Community Board Minute Action Sheets November 2020 ⇩

Katikati Community Board Meeting Agenda

25 November 2020

9.5 Financial Report Katikati - October 2020

File Number: A3910908

Author: Sarah Bedford, Management Accountant

Authoriser: Kumaren Perumal, Group Manager Finance and Technology Services

Executive Summary

This report provides the Community Board with a two-monthly monitoring of its operational budget.

Attached are the financial statements for the period ended 31 October 2020 (Attachment 1).

Total operational costs are lower than year to date budget across all budget lines.

Grant payments made to date:

Description	$
No transactions to date	0
2020/21 grants to date	0

C.E. Miller Estate reserve:

Description	$
2020/21 Opening balance	14,888
No transactions to date	0
2020/21 Closing balance	14,888

Committed – Operational expenditure

Resolution	Account	Description	$
K20-5.5	Contingency	Funding up to $500 to 3129 Graphic Design for marketing and promotion relating to town and Community plan.	500
	Total outstanding operational commitments		500

2020/21 reserve analysis:

Resolution	Description	$
	2020/21 Opening balance	75,424
	No transactions to date	0
	2020/21 Closing balance	75,424

Committed - Reserve expenditure

Resolution	Description	$
	Opening balance before committed expenditure	75,424
C20-10.21	Committed $49,000 (plus GST) to engage an independent contractor (Boffa Miskell) to review the Katikati Community and Town Plan.	(49,000)
	2020/21 Closing balance after committed expenditure	26,424

Recommendation

That the Management Accountant’s report dated 25 November 2020 and titled “Financial Report Katikati – October 2020” be received.

Attachments

1. Katikati Community Board - Financials October 2020 ⇩

Chairperson	Ben Warren
Deputy Chairperson	Neil Harray
Members	John Clements Kate Sutherland Councillor James Denyer Councillor Christina Humphreys
Quorum	3
Frequency	Eight weekly / Workshops as required