Agenda of Omokoroa Community Board Meeting

16 February 2021

Omokoroa Community Board

Membership

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

Role and Purpose of Community Boards:

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

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

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

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

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

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

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

Delegated Functions:

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

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

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

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

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

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

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

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

Omokoroa Community Board Meeting Minutes

24 November 2020

UNCONFIRMED

MINUTES OF Western Bay of Plenty District Council
Omokoroa Community Board Meeting No. OM20-6
HELD AT THE Omokoroa Library & Service Centre,

28 Western Avenue, Omokoroa
ON Tuesday, 24 November 2020 AT 7.00pm

1 Present

Member T Sage (Chairperson), Member P Presland, Member J Evans, Member D Sage, Cr M Grainger and Cr D Thwaites

2 In Attendance

G Allis (Deputy Chief Executive), A Hall (Roading Engineer West), L Balvert (Senior Communications Specialist) and P Osborne (Senior Governance Advisor)

11 Members of the public, including one Councillor

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)

There were no declarations declared in relation to this agenda.

6 Public Excluded Items

Nil

7 Public Forum

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

Public Forum Adjourn Meeting

Resolution OM20-6.1

Moved: Member P Presland

Seconded: Cr M Grainger

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

Carried

Keith Dickson – Mount Maunganui MenzShed Trust

Mr Dickson was in attendance to speak in support of the establishment of a MenzShed in Omokoroa, giving an overview of the purpose and benefits of having a local MenzShed.

The Deputy Chief Executive clarified the process in which Council has agreed to. Council will receive Expressions of Interest for both the use and location of the building, which the Community Board will review before making a recommendation to Council.

Councillor Thwaites asked for some information around the funding that the Mount Maunganui MenzShed currently receive.

Allan Hughes – Omokoroa MenzShed

Mr Hughes gave the Board further information relating to the benefits of establishing a MenzShed in Omokoroa.

The Board acknowledged theses benefits, but noted that being a public building Council needed to give all community members an opportunity to identify potential future uses.

A member of the public noted that he believed that, due to the security of expensive machinery and tools as well as concerns over safety, any building MenzShed used must be exclusive to them.

Member Presland encouraged the Omokoroa MenzShed representatives to look at ways of collaborating with other organisations in the community.

Mr McCabe requested that the Board consider the wishes of the original donor of the building before making their recommendations to Council.

Bruce McCabe – Various Items

Mr McCabe noted the below items:

· By not having a written Councillor’s report in the agenda it did not allow the public to comment; and

· Sought clarification around the proposed project relating to the Western Avenue and Kayelene Place concrete walkway surface, including the colour and design of the concrete intersection.

Public Forum Meeting Reconvened

Resolution OM20-6.2

Moved: Member D Sage

Seconded: Cr M Grainger

That the meeting reconvene in formal session at 7.20pm.

Carried

8 Minutes for Confirmation

8.1 Minutes of the Omokoroa Community Board Meeting held on 11 August 2020

The Board considered the minutes of the Omokoroa Community Board Meeting held on 11 August 2020.

Resolution OM20-6.3

Moved: Member D Sage

Seconded: Cr M Grainger

That the Minutes of the Omokoroa Community Board Meeting held on 11 August 2020, as circulated with the agenda, be confirmed as a true and accurate record.

Carried

8.2 Minutes of the Omokoroa Community Board Meeting held on 13 October 2020

The Board considered the minutes of the Omokoroa Community Board meeting held on 13 October 2020.

Resolution OM20-6.4

Moved: Cr D Thwaites

Seconded: Member D Sage

That the Minutes of the Omokoroa Community Board Meeting held on 13 October 2020, as circulated with the agenda, be confirmed as a true and accurate record; with the following amendment:

· Under 7.4 the minutes should read Boat Club

Carried

9 Reports

9.1 Chairpersons Report - Omokoroa Community Board - November

The Board considered a report from the Chairperson.

The Board took the report as read, clarifying that “OCB constitution” was in reference to the Omokoroa Community Boards Standing Orders/procedures around public forum.

Resolution OM20-6.5

Moved: Member D Sage

Seconded: Member J Evans

That the Chairpersons report dated 24 November 2020 titled ‘Chairpersons report - Omokoroa Community Board – November’ be received.

Carried

9.2 Omokoroa Community Board Councillors Report - November 2020

The Board considered the verbal Councillors Report from Councillor Thwaites.

Councillor Thwaites apologised for not getting a written report into the agenda, and touched on a few items that are currently on Councils agenda.

· Long Term Plan (LTP) concepts;

· Kerbside Rubbish and Recycling Collection; and

· Expressions of Interests (EOI) for both the former Library building and the Old Pavilion.

The Senior Communications Specialist was in attendance to provide the Board and community members with a run through of the new webpage that has been created to house the current Omokoroa Peninsula Projects. It was noted that this presentation will be given at the community information day happening on 2 December 2020.

The Board was advised that the plan is for this webpage to become district wide to capture projects in each ward.

Resolution OM20-6.6

Moved: Cr D Thwaites

Seconded: Member P Presland

That the Councillor’s verbal report presented 24 November 2020 titled ‘Omokoroa Community Board Councillors report - November 2020’ be received.

Carried

9.3 Omokoroa Community Board Grant Application

The Board considered one application from the Ōmokoroa Public Art Group.

The Board approved, in full, the grant from the Ōmokoroa Public Art Group.

Resolution OM20-6.7

Moved: Member D Sage

Seconded: Member P Presland

a) That the Senior Governance Advisor’s report dated 24 November 2020 titled ‘Omokoroa Community Board Grant Application’ be received.

Carried

Resolution OM20-6.8

Moved: Cr M Grainger

Seconded: Member D Sage

b) That the Omokoroa Community Board approve the grant application from Ōmokoroa Public Art Group for $2,200 to be funded from the Omokoroa Community Grants 2020/2021 account, subject to all accountabilities being met.

Carried

9.4 Infrastructure Services Report Omokoroa Community Board November 2020

The Board considered a report from the Deputy Chief Executive. The report was taken as read.

Resolution OM20-6.9

Moved: Cr D Thwaites

Seconded: Member P Presland

That the Deputy Chief Executive’s report dated 24 November 2020 titled ‘Infrastructure Services Report Omokoroa Community Board November 2020’ be received.

Carried

9.5 Financial Report Omokoroa - October 2020

The Board considered a report from the Management Accountant.

The report was taken as read, and the Board noted that committed project OM1.8 regarding the Passive Reserve at Western Avenue extension was nearly completed, and looked great.

Resolution OM20-6.10

Moved: Member D Sage

Seconded: Member J Evans

That the Management Accountant’s report dated 24 November 2020 titled ‘Financial Report Omokoroa – October 2020’ be received.

Carried

9.6 Council, Standing Committees and Community Board Meetings

The Board considered a schedule of meetings for the months of December 2020, January 2021 and February 2021.

Resolution OM20-6.11

Moved: Cr M Grainger

Seconded: Member J Evans

That the schedule of meetings for December 2020, January 2021 and February 2021, be received.

Carried

The Meeting closed at 7.45pm.

The minutes of this meeting were confirmed at the Omokoroa Community Board held on 16 February 2021.

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

Member T Sage

CHAIRPERSON

Omokoroa Community Board Meeting Agenda

16 February 2021

9 Reports

9.1 Council Decision on Omokoroa Community Board Recommendation - Omokoroa Sports Pavilion

File Number: A3956046

Author: Pernille Osborne, Senior Governance Advisor - Community Boards

Authoriser: Jan Pedersen, Group Manager People And Customer Services

Executive Summary

At the Council Meeting (C20-14) held on 5 November 2020, Council considered a report relating to the relocation of the Old Sports Pavilion Building.

Recommendation

That the Senior Governance Advisor’s report dated 16 February 2021 titled ‘Council Decision on Omokoroa Community Board Recommendation – Omokoroa Sports Pavilion’, be received.

Background

1. The following is the decision from Council based on the recommendations put forward by the Omokoroa Community Board.

Remit from Council

C20-14 Council Meeting 5 November 2020

10.1 Omokoroa Sports Pavilion - Recommendatory Report from Omokoroa Community Board - October 2020

The Committee considered a report from the Senior Governance Advisor.

The Strategic Property Manager spoke to a powerpoint presentation, which was an aerial photograph showing an approximate location for resiting the sports pavilion in Omokoroa. He gave a brief introduction to the report noting the following:

· The report presented a process to Council in relation to the sports pavilion, seeking the Council’s approval for the proposal to, not only utilise the pavilion, but to resite it.

· The report attachment showed the proposed general relocation site area on Western Avenue. The alignment was uncertain at this time, and one possibility was alignment with the road.

· Staff had undertaken an extensive process in consideration of a potential relocation site. The two ‘frontrunner sits’ considered were; the area behind the existing Omokoroa Settlers Hall, and in the vicinity where the building was currently located.

· It was thought that the building was too big, and would be too close to the Kaimai Views extension, to locate it behind the Settlers Hall. Coupled with that, the administrative ability to control bookings around the Pavilion was viewed as an advantage, and that would be controlled by the Librarians in the new Pavilion.

· Staff sought Council direction as to whether the proposed location was acceptable. If it was, then the project would proceed by moving the building to the general location indicated, in consultation with the Reserves and Facilities Manager and other interested parties.

The Strategic Property Manager responded to questions as follows:

· The current proposal was about resiting the pavilion, and retaining the hall in the community’s interests. This would mean it would be a Council-operated facility that was bookable, as opposed to advertising it as a place for people to use. There would be an advertising process for the whole library, but this was somewhat different.

· It was likely that the work would not be undertaken until February 2021.

· In terms of the new facility being fully booked, thereby needing to also use the old pavilion, that had been the indication from the community and was why staff were going through the process with the library to assess interest expressed. There had also been recent interest in the facility from Pirirakau.

· Initially, the location was going to be by internal consultation, in terms of where, within that approximate area the final location would be. In terms of usage, it would be advertised the same as any of Council’s facilities and could be booked. For example, the toy library was looking for a space and they would readily co-locate with other users.

· Council had looked at other relocation sites. The area behind the hall was a good location, except for its close proximity to residential dwellings. It would present some difficulties in terms of other user activity, such as vehicles using the area to dump their waste.

· There would be significant addition costs to move the building further away and ensure physical constraints were removed.

· The targeted consulation, if approved, would likely happen at the same time as the consultation in relation to the property lease for McDonnell Street. The indication for timing was early in the new year.

In response to questions, the Deputy Chief Executive provided clarification in terms of the decision-making process as follows:

· The decision was made to retain and to upgrade the sports pavilion subject to a suitable location.

· The location had been discussed at the last Performance and Monitoring Committee meeting, as the matter was going to the Omokoroa Community Board meeting that night. The process was that the matter had gone to the Omokoroa Community Board in terms of the resolution on the table. The Board had recommended to Council its location for consideration today.

· Council had not yet made a formal decision to retain the building on Western Avenue. There had been indications during discussion, but today the formal decision was to be made in consideration of the report before Councillors. From indications during discussion today, it appeared the preference may be Western Avenue, but this had not yet been determined by resolution.

· If approved by Council resolution, staff would prepare for a targeted consulation seeking Expressions of Interest for use based on the Western Avenue site, or for use based on an alternative site. He reiterated that Council may not have any alternative sites, but could show that it had considered alternative sites in relation to the work staff had already undertaken. Council would then consider what the community put forward for sites.

· Potential costs, where known, would be included in the consultation to fully inform the community. If the building was not relocated on reserve land, there could be further costs in terms of land purchase, for example.

· If resolved, it was suggested that staff “flag” the process to the community at the 2 December 2020 public presentation Council was undertaking in Omokoroa.

Resolution C20-14.1

Moved: Cr D Thwaites

Seconded: Cr M Murray-Benge

a) That the Senior Governance Advisor’s report dated 5 November 2020 titled ‘Omokoroa Sports Pavilion – Recommendatory Report from Omokoroa Community Board – October 2020’ be received.

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

c) That Council proceeds with targeted public consultation with the Omokoroa Community in relation to the use for the Old Pavilion Building, and then determine a preferred location for the re-siting of the Old Pavilion Building.

Carried

Omokoroa Community Board Meeting Agenda

16 February 2021

9.2 Chairpersons Report - Omokoroa Community Board - February 2021

File Number: A3979403

Author: Teresa Sage, Community Board Member

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

1. That the Chairperson’s report dated 16 February 2021 titled ‘Chairpersons Report – Omokoroa Community Board – February 2021’, be received.

2. That the Omokoroa Community Board approve funding of up to $2,500 from the Omokoroa Community Board Conference Expenses Account, for costs relating to the 2021 Community Board Conference, to be held 22-24 April 2021.

AND

3. That the Omokoroa Community Board approve funding of up to $2000 from the Omokoroa Community Board Contingency Account, for costs relating to the 2021 Community Board Conference, to be held 22-24 April 2021.

Background

9.2.1 Old Pavilion and Old library

The Expressions of Interest closing date for the Old Pavilion and the former Library and Service Center, is 12 March 2021. The Omokoroa Community Board agrees with Council that both these buildings are to be utilized for community use, that benefits a wide variety of the community.

9.2.2 Boat Car Park

This still appears to be a contentious issue. I have had correspondence from the public in regards to not being able to park cars and trailer in the car park due to it being full of cars without trailers. There are “designated” parking spots laid out for trailer and cars, which is indicated by the white lines on the ground. This is supposed to send a message that it is a designed trailer park. What can be done to address this continuous issue? More signage?

Staff Comment:

Discussions are ongoing regarding the appropriate use of the car park area. There are some concerns regarding the balance of enforcement issues during busy Summer months and the use of the “empty” car park during Winter periods.

This area is defined as a reserve and is ultimately beyond the call of the Roading team to change the use here. Reserves have a different opinion on the appropriate use of this space.

9.2.3 Dog Signage

It has been brought to our attention, from the community, that the signage in regarding the dog bylaws are not necessarily clear and in all the appropriate places.

Staff Comment:

Staff are currently reviewing the sign locations and the clarity and appropriateness of the message. Once the signs have been reviewed, a decision will be made as to what, if any improvements are required.

9.2.4 Western Avenue

Some residents on Western Avenue have raised concerns regarding;

1. Black Wattle Trees

2. The beginning of the extension of the new road to the new subdivision at the end of Western Avenue

Black Wattle trees are an invasive plant and the seeds can survive in the ground for up to 50 years, germinating once soil is distributed. Ron has discussed that the residents are happy to pull up the small plants but require the larger ones to be removed.

Road extension – Western Avenue resident, Mr Ron Grant, has mentioned that some of the residents are finding that larger trucks and vehicles coming down the road are not giving way. This is leading to residents needing to have an evasive action to avoid being hit, having a few near misses.

9.2.5 Community Board Conference 2021

The Community Board 2021 conference in Gore will take place 22-24 April at the Heartland Hotel Croydon. The theme of the conference is ‘Interconnected Communities’.

Chairperson, Teresa Sage, would like to attend the conference. This could be funded from the Community Board Conference Expenses Account, which has a current balance of $2,500.

Registration Cost $755 pp

Travel Costs $700 (approx.) pp

Accommodation Cost $500 (approx.) pp

Total $1,955 (approx.) pp

If a second Board member would like to attend the conference, the Community Board can fund this from the Community Board Contingency Account, which has a current balance of $3,970.

	Current Balance	Balance if 1 Person attends	Balance if 2 People attend
Conference Expenses Account Balance	$2,500.00	$00.00	$00.00
Contingency Account Balance	$3,970.00	$3,970.00	$1,970.00 (approx.)

Resolution:

Option 1:

That the Omokoroa Community Board approve funding of up to $2,500 from the Omokoroa Community Board Conference Expenses Account, for costs relating to the 2021 Community Board Conference, to be held 22-24 April 2021.

Option 2:

and

That the Omokoroa Community Board approve funding of up to $2000 from the Omokoroa Community Board Contingency Account, for costs relating to the 2021 Community Board Conference, to be held 22-24 April 2021.

9.2.6 Future Focus Meetings

It is the opinion of the Board that these meetings are beneficial for the community and should continue.

I am aware that the following meetings have been arranged for the community;

· Wednesday 24 March 2021 3.00pm-5.00pm – Omokoroa Sports Pavilion, 28 Western Avenue

· Thursday 29 July 2021 4.30pm-6.30pm – Omokoroa Settlers Hall, 334 Omokoroa Road

· Thursday 18 November 2021 4.30pm-6.30pm – Omokoroa Settlers Hall, 334 Omokoroa Road

9.2.7 Community Groups

Omokoroa Public Arts Group – Member John Evans

Meeting: Friday 22 January 2021

There was an acknowledgement of the grant money for the Godwits sculpture being deposited just before Christmas. Thanks to the Community Board for the funds.

The Godwits sculpture can be given the go ahead to build.

The changing shed mural and Omokoroa Lizard replacement projects are awaiting communications from parties involved. Once the working year resumes, these projects can proceed.

Omokoroa Settlers Hall – Member Derek Sage

Meeting: Tuesday 19 January 2021

The Committee have increased the cleaning frequency employing two cleaners rather than the one cleaner. This change has been initiated due to the continued heavy use of the hall despite the alternative facilities at the Sports Pavilion. The feeling was that this was indicative of an increasing local population based in Omokoroa. The Committee reviewed some of the maintenance priorities some of which are necessary to keep the hall useable over the next 10+ years. It was noted that the small hall was also a building of historical value and interest having been used as the local school during its history.

Omokoroa Sport and Recreation Society [OSRS] Report – Member Peter Presland

Meeting: Sunday 24 January 2021

Pavilion Website up and running – Bookings for the Omokoroa Pavilion are now possible through the new Pavilion website, which also has information about the Pavilion, when it is available for use and how to hire it for functions. Visit the Omokoroa Pavilion website: www.omokoroapavilion.co.nz for more information and bookings.

Completion of the Pavilion build – The Omokoroa Sports and Recreation Society Incorporated (OSRS) embarked on a journey after securing $1,645,000 in project funding for the new Sport Pavilion. We are pleased to announce that the project came in $8,400 under budget. These spare funds have been transferred to our Furniture budget earmarked for outdoor furniture. The OSRS would like to thank all our funders and donator’s for supporting such an important community asset.

First meeting of the OSRS Executive

The executive charged with managing the day to day running of the pavilion had their first meeting Monday 25 January. There was a full agenda, including finalising purchasing additional furniture for the pavilion, also a shade sail for the outdoor area and a barbecue, utilising the remaining funds form and FF & E budget.

The recent appointment of Sarah Aldridge as the Booking Officer for the Pavilion completes Executive team, which includes Andrea Willoughby, Dennis Cresswell, Richard Gerrish and Peter Presland.

Omokoroa Community Policing Group Charitable Trust (OCPGCT) – Member Teresa Sage

Meeting: Wednesday 16 December 2020

The community constable had yet to meet the group and they are hoping he will attend the next meeting in February.

The transition from McDonnell to Western Avenue had appeared to have been seamlessly. The garage at the new Pavilion is now in use for storage of the patrol vehicle and associated gear. Patrollers can access remote for the garage when starting patrol. There have been some teething issues concerns of the door being left open, the potential issues were the possibility of a small child being left inside and not being able get out and items being vulnerable to public view that are working through this.

CPNZ has advised AMI will continue to provide sponsorship for patrol cars being renewed till end Feb 2021. OCPGCT will wait to hear what the decision is then.

There is a definite increase of cars and activity of interest happening in the area and a great improvement in noting on patrol reports.

There has been a fair amount of training over the last couple of months, getting patrollers through their training patrols and giving extra support when appropriate.

The Police Information Centre (PIC) appears to have come to the end of its term, there has been a decline in visitors to the office. There was a query as if this were due to relocation. Also, the ability to report online and by phone on the 105 number has made the process surprisingly easy. This appears to be the way forward.

Omokoroa Community Board Meeting Agenda

16 February 2021

9.3 Councillors Report - Omokoroa Community Board - February 2021

File Number: A3978843

Author: Murray Grainger, Councillor

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

That the Councillor’s report dated 16 February 2021 titled ‘Councillors Report – Omokoroa Community Board - February’, be received.

Background

Firstly, we acknowledge the resignation of Councillor Humphreys from Katikati-Waihi Beach Ward and thank her for her work with Council to date.

Since our last Community Board meeting, we have had the Christmas break which has given the Councillors a breather from meetings, but we are well back in harness now with the pressure to complete the Long Term Plan (LTP) and get the document out for public consultation.

The November Performance & Monitoring Committee considered, among other items:

· Approval to Amend Road Name - Ohauiti Road to Upper Ohauiti Road

· Lease Site for Katikati Avocado Food and Wine Festival Shipping Containers on Uretara Domain

· Matakana Island - Tirohanga Road Extension

· Freedom Camping in the Western Bay - Ambassadors

The December Policy Committee handled:

· Deliberations on the Draft Speed Limits Bylaw 2020

· Adoption of Lund Road Reserve Concept Plan

· Submission to Bay of Plenty Regional Council (BOPRC) Draft Changes 5 (Kaituna River) to the Regional Policy Statement

· Omokoroa Stage 3 Structure Plan

· Ford Road Concept Plan

· Review of Wairoa River Valley Strategy

The Kaimai Ward Forum in December heard the concerns of various local groups outside the Omokoroa Community Board area and looked at ways to strengthen the links between Kaimai Councillors and these community groups.

The final Council meeting for 2020 dealt with the usual business of receipt of minutes and approved the Speed Limit bylaw recommendations from the Policy Committee, these affect three roads in Omokoroa: Omokoroa Road, Anderley Avenue and The Esplanade.

The final decision from the Local Government Commission regarding a boundary change between Western Bay of Plenty District Council (WBOPDC) and Tauranga City Council (TCC) in the Belk Road, Keenan Road and Tara Road areas were received.

So far, this year, the LTP workshop has reviewed the draft LTP document that will be released for consultation.

Omokoroa Community Board Meeting Agenda

16 February 2021

9.4 Omokoroa Community Board - ANZAC Day Commemoration 2021

File Number: A3971269

Author: Pernille Osborne, Senior Governance Advisor - Community Boards

Authoriser: Jan Pedersen, Group Manager People And Customer Services

Executive Summary

The Omokoroa Community Board is required to make a decision regarding attendance and presentation of a wreath at the ANZAC Service at Omokoroa on ANZAC Day Sunday 25 April 2021.

Recommendation

1. That the Senior Governance Advisor’s report dated 3 February 2021 titled ‘Omokoroa Community Board – Anzac Day Commemoration 2021’, be received.

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

3. That …………………………. Represent the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2021.

Background

Community Boards participate in ANZAC Day Services in their respective areas. Community Board Chairpersons are requested to liaise with their appointed Board Councillors to co-ordinate the representation at services across the Western Bay of Plenty District Council region on Sunday 25 April 2021.

Significance and Engagement

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

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

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

Omokoroa Returned Services Association

Governance Services will inform the Omokoroa Returned Services Association of the Omokoroa Community Board representatives attending the Omokoroa ANZAC Services to be held on 25 April 2021.

General Public

No consultation is planned.

The report recommendation and Community Board decision are publicly available.

Issues and Options Assessment

Option A

To fund an ANZAC Wreath

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

· Economic

· Social

· Cultural

· Environmental

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

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

Option B

To not fund an ANZAC Day Wreath

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

· Economic

· Social

· Cultural

· Environmental

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

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

Statutory Compliance

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

Funding/Budget Implications

Budget Funding Information

Relevant Detail

Up to $200.00 allocated from the Board Contingency Account

The Funding of up to $200.00 for a wreath to be laid by Omokoroa Community Board Representatives on ANZAC Day 2021.

Omokoroa Community Board Meeting Agenda

16 February 2021

9.5 Infrastructure Services Report Omokoroa Community Board February 2021

File Number: A3942179

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 16 February 2021 titled Infrastructure Services Report Omokoroa Community Board February 2021 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 - February 2021.

Transportation - Omokoroa Community Roading

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

The proposed Fire Station Hard Standing parking area has been cost estimated by WestLink. Staff are currently investigating options to add this project as a variation to the Omokoroa Urbanisation Project but will be still funded by the Board.

Two cycle maintenance stations have been proposed, to be located at the beginning of the Omokoroa Cycleway link and Omokoroa Point School. Both locations are yet to be confirmed.

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.

Kerbside rubbish and recycling services contract awarded and on track for implementation on 1 July 2021. Council’s media campaign to commence early February explaining the service to residents.

Suitable rural recycling drop-off sites are being investigated. In the meantime a fortnightly mobile rural drop-off recycling trial in continuing in Pongakawa at the BP service station.

Reserves

Reserves - Cycleways & Walkways

Description: Allocation of additional funding for the Reserves Cycleway development and upgrades.

What's Happened

The contract has been let for the internal pathway on Western Avenue sports ground, linking Omokoroa to the Pavilion

What's Next

Works are scheduled to commence in February 2021.

Reserves - Omokoroa Domain

Description: Implement the approved Domain Concept Plan including the destination playground.

What's Happened

Tenders for the supply of equipment were due on 20 January 2021.

What's Next

Evaluate the tenders that have been received. Award the tender and order the play equipment. The next stage will include the tender process for the landscaping component of the project.

Reserves - Omokoroa Stormwater Bund and Walkway/Cycleway

What’s Happened

The full funding has been approved to complete the bund and path around the golf course. It will include upgrading of the section through to Kayelene Place.

What's Next

The project will commence in February.

Reserves – Prole Road to Pahoia Walkway/Cycleway

What's Happened

The resource consent for the bridge has been lodged with BOPRC. KiwiRail approval has been received for the bridge location.

What's Next

Procurement is proceeding for a rural standard swing bridge (20 person capacity). The project has received $600,000 from Waka Kotahi subject to completion by 30 June 2021.

ENGINEERING / SPECIAL PROJECTS

Prole Road Urbanisation

What’s Happened

The design of Prole Road urbanisation from Omokoroa Road to the Waipapa River is being finalised. Prole Road is part of the Crown Infrastructure Partnership programme and partly funded by the Government.

Initial public engagement meetings were held prior to Christmas and Council has considered public feedback in the design.

What’s Next

Continue finalising the design of the project and discuss with the adjacent landowners where the road design is impacting on their land. Secure the necessary consents and develop contract documents for inviting tenders for the physical construction work. Construction work is anticipated to commence in the early part of 2021 and completed by June 2022.

Western Avenue Urbanisation – Omokoroa Road to North of Gane Place

What’s Happened

The scope for the project has been defined and tender document is being prepared for engaging consultants to undertake design.

Western Avenue urbanisation is part of the Crown Infrastructure Partnership programme and partly funded by the Government. Design of the project is expected to be completed by September 2021 and construction completed by June 2022.

What’s Next

Council to select a preferred consultant to undertake the investigation, design and the construction of the project.

New Southern Industrial Road

What’s Happened

The design for the Southern Industrial Road is complete. Council is currently discussing with Waka Kotahi (NZTA) and the affected landowners to finalise the design so this work can be tendered out for construction.

What’s Next

Confirm the location of the industrial road with Waka Kotahi (NZTA) and landowners and invite tenderers for the construction work.

Omokoroa Road Urbanisation Stage 1 - Western Avenue to Tralee Street

What’s Happened

The project is under construction and reported to be completed by June 2022.

What’s Next

Complete the works by June 2022.

Omokoroa Road Urbanisation Stage 2 - Prole Road to Railway Track

What’s Happened

The design for this section is progressing and expected to be completed by March 2021.

What’s Next

Complete the design of this project and arrange for the construction of the project starting prior to May 2021 and be completed by June 2022.

Omokoroa Road Pedestrian Bridges

What’s Happened

The tender for the two pedestrian bridges on Omokoroa Road over the railway has been let.

What’s Next

Construction to commence in February 2021.

Attachments

1. MAS Omokoroa Community Board February 2021 ⇩

Omokoroa Community Board Meeting Agenda

16 February 2021

9.6 Financial Report Omokoroa - December 2020

File Number: A3974902

Author: Sarah Bedford, Management Accountant

Authoriser: Maria Palmer, Acting - Finance Manager

Executive Summary

This report is a financial report for the period ended 31 December 2020.

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 December 2020 (Attachment 1).

Total operational costs are lower than year to date budget with the exception of Salaries however, this is still under full year budget.

Grant payments made to date:

Resolution		$
OM20-6.8	Omokoroa Public Art Group	2,200
	2020/21 Grants to date	2,200

Committed - Operational expenditure

	$
No transactions to date	0
2020/21 Outstanding operational commitments	0

2020/21 reserve analysis:

	$
2020/21 Opening Balance	244,834
No transactions to date	0
2020/21 Closing reserve balance	244,834

Committed - Reserve expenditure

Resolution	Description	$
	Opening balance before committed expenditure	244,834
OM9.4.2	Contribution up to $100,000 towards the cost of the new sports pavilion on the Western Avenue sports ground. Remaining amount available: (Note: $76,584 paid as at December 2020).	(23,415) (76,585)
OM14.4.1	Contribution up to $10,000 towards the cost of amenity seating at various view points throughout Omokoroa be funded from the Omokoroa Community Board Reserve.	(10,000)
OM1.8	Contribution up to $45,000 to develop Passive Reserve at Western Ave extension, paths and plantings be funded from the Omokoroa Community Board Reserve Account.	(45,000)
OM1.8	Contribution up to $50,000 for Bus shelters (two) [When Omokoroa Road rehabilitation is undertaken] be funded from The Omokoroa Community Board Reserve Account.	(50,000)
	2020/21 Balance after committed expenditure	39,834

Recommendation

That the Management Accountant’s report dated 16 February 2021 and titled “Financial Report Omokoroa – December 2020” be received.

Attachments

1. Omokoroa Community Board - Financials December 2020 ⇩