Agenda of Waihi Beach Community Board Meeting

Waihi Beach Community Board Meeting Minutes

23 November 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihi Beach Community Board Meeting No. WB20-6
HELD AT THE Waihi Beach Community Centre
ON Monday, 23 November 2020 AT 6.30pm

1 Present

Member R Goudie (Chairperson), Member M Roberts, Member B Hulme, Member D Ryan, Cr J Denyer and Cr A Henry

2 In Attendance

J Pedersen (Group Manager People and Customer Services), A Hall (Roading Engineer West), A Curtis (Compliance and Monitoring Manager) and P Osborne (Senior Governance Advisor)

26 Members of the Public, including 1 Community Board member and 5 Policemen

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)

No declarations were made in accordance with 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.

Public Forum Adjourn Meeting

Resolution WB20-6.1

Moved: Member D Ryan

Seconded: Cr A Henry

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

Carried

Rt Hon Helen Clark – Endangered NZ Dotterel

Ms Clark was in attendance to speak to the Board around the endangered New Zealand Dotterel, noting the below points:

· Commended Council on the current signs on the beach regarding the need for dogs to be on a leash, however noted that these are not being complied with by everyone;

· Noted that there are community members who have volunteered to help with the monitoring of the dogs on beaches, to help with the protection of Dotterel nesting grounds; and

· Requested for the current yellow zone to go out to the purple zone, extending the area prohibiting dogs.

Pippa Coombes – Dog signage and monitoring

Ms Coombes spoke in support of Ms Clark, making the below points;

· The opportunity for local community volunteers who could educate visitors around the dotterel nesting;

· Noted Foxton Beach as a town that had volunteer monitoring;

· Agreed that the dog prohibited zone should be extended to protect the Dotterel nesting;

· The need for clearer and bigger dog fouling signs; and

· Noted that there has been ongoing communication with Council regarding these issues.

Jim Cowern – Request for no parking lines behind The Porch Café

A member of the public requested that yellow lines be painted on the road behind The Porch Café, in order to avoid blocking the entrance to the grass parking area during the market days.

Melanie Sullivan – Pest control

Ms Sullivan believed that dogs were not the only animal that needed to be considered as a danger to the Dotterel nesting, noting that there was an increase in rabbits, wild cats and stoats around the area.

Andy Kennedy – Proposal for CCTV (ANPR) Cameras

Mr Kennedy advised the Board that he was of the opinion that the previous Community Board had passed a resolution to fund the installation of the CCTV cameras, noting that the technology has since improved and that he believed there was very little running cost.

Local Policemen, Senior Constable Scott Tyrrell and Senior Sargent Brian Miller, were in attendance to advise the Board of the benefits of having Automatic Number Plate Recognition (ANPR) cameras installed on the entry and exit points of Waihi Beach.

Allan Sole clarified that:

· It was being proposed that, the company that is currently contracted to monitor CCTV in Te Puke, could also monitor the cameras for Waihi Beach; and

· That he was of the opinion there would be no added costs to the contract that Council already had with this company.

Keith Hay – Katikati-Waihi Beach Residents and Ratepayers Association

Mr Hay expressed concern over the payments that have been made to the Waihi Beach Community Development Trust – MenzShed.

Helen Meiklejohn – Wilson Park Market parking

Ms Meiklejohn expressed concern over the current parking during the markets at Wilson Park. Council staff were asked if there was anything that could be done to help with this matter, as it was believed that this issue was an accident waiting to happen.

The Roading Engineer (West) advised the Board that he would investigate options with the Reserves and Facilities Manager.

Pippa Coombes – Sustainability in Waihi Beach

Ms Coombes noted that there is currently no cohesiveness around sustainability at Waihi Beach. The Board noted that this is part of the Community Plan, and recommended that Ms Coombes connect with Anna Schroeder, the Live Well Waihi Beach contractor.

Mike Hickey – Various Items

Mr Hickey expressed concern over;

· Less frequent Community Board meetings;

· Dog control monitoring on beaches;

· Bottles on the Beach; and

· Council organised dog events.

Public Forum Meeting Reconvened

Resolution WB20-6.2

Moved: Cr A Henry

Seconded: Member B Hulme

That the meeting reconvene in formal session at 7.13pm.

Carried

change to order of business

The Chairperson requested that the next items of business be 9.2.10 and 9.2.2, in order to bring forward topics of high interest to the public.

Resolution WB20-6.3

Moved: Member D Ryan

Seconded: Cr J Denyer

That in accordance with Standing Orders the order of business be changed and that items 9.2.10 and 9.2.2 be dealt with as the next items of business.

Carried

9.2.10 Monitoring and Dog Control over the Christmas / New Year

The Compliance and Monitoring Manager was in attendance to speak to the monitoring and dog control over the coming months, as well as addressing the issues raised in public forum around the protection of Dotterel nesting.

The below points were noted:

· There has been incremental increases in the seasonal monitoring programme within Waihi Beach, specifically in regards to freedom camping due to increased activity and feedback from the community around issues since 2015;

· Noted there is the opportunity for the contractors to undertake specific monitoring of the Island View Reserve under the existing contract when the peak season kicks in in late December, in regards to the Dotterels;

· Freedom camping ambassadors will help encourage “responsible visiting” at Waihi Beach, in addition to the night time monitoring patrols;

· Outlined the Ministry of Business, Innovation and Employment (MBIE) funding that Council has received for Freedom Camping ambassadors;

· Noted that there is not specific monitoring undertaken in regards to Dotterel nesting, but that the Compliance and Monitoring Manager is happy to work with the Board and community to put something in place alongside the training of the ambassador role for community volunteers; and

· The Board noted that it would be worthwhile for the community to meet the contractors to identify the community’s needs, and how community members can best support the monitoring of the beaches.

The Compliance and Monitoring Manager noted that, moving forward, she could present an informal proposal to the Board regarding local volunteers.

Public Forum member Stuart Attwood advised the Board that he has contacts through DOC who have training programmes around Dotterel monitoring. His details were passed onto the Compliance and Monitoring Manager.

The Board acknowledged the need for clear signage to highlight to community members and visitors where the Dotterel nesting sites are. It was noted that the Board would liaise with the appropriate people to identify these sites, and that they would like an image of the Dotterel to be used on the signage.

The Board noted the point made by a community member around the number of rabbits, wild cats and stoats that are currently around. The Group Manager People and Customer Services advised the Board that she would raise a CCR with the Bay of Plenty Regional Council who maintain this through their pest function.

Resolution WB20-6.4

Moved: Cr J Denyer

Seconded: Member M Roberts

That the Community Board welcomes and supports, in principle, the use of local volunteers to help the Compliance and Monitoring team over the coming months.

Carried

Resolution WB20-6.5

Moved: Member B Hulme

Seconded: Cr A Henry

That the Community Board approve funding of up to $1,000 for additional signs to indicate targeted Dotterel nesting sites, to be funded from the Waihi Beach Community Board Reserve Account.

Carried

9.2.2 Live Well Waihi Beach

Ms Schroeder was in attendance to provide the Board and community members with a presentation relating to her planned actions over the upcoming two months.

The below is a brief overview:

1. Conducting community Group engagement;

2. Creating a digital hub directory;

3. Resilience communication network; and

4. Looking ahead at 2021 – working with local media, launching social media platforms, roundtable events, building an email database and all ages volunteer collaboration activities.

Ms Schroeder acknowledged the volunteer work identified earlier in the meeting regarding dog monitors, advising the Board that she would be happy to help with the design of posters and/or flyers to help spread awareness.

8 Minutes for Confirmation

8.1 Minutes of the Waihi Beach Community Board Meeting held on 12 October 2020

Resolution WB20-6.6

Moved: Member D Ryan

Seconded: Member M Roberts

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

· Miscellaneous line in the Draft Long Term Plan Budget to be added.

Carried

9 Reports

9.1 Rescind resolution WB20-5.7 - Verve Elevate Payment

The Board considered a report from the Senior Governance Advisor. The report was taken as read.

Resolution WB20-6.7

Moved: Member D Ryan

Seconded: Member B Hulme

1. That the Senior Governance Advisor’s report dated 23 November 2020 titled Rescind Resolution WB20-5.7 – Verve Elevate Payment 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.

3. That the Waihi Beach Community Board rescind resolution WB20-5.7 : That the Waihi Beach Community Board confirm the payment of $990.45 to Verve Elevate – Advance Refine Thrive for services provided relating to the Community Plan, from the Waihi Beach Community Board Reserve Account.

And replace the resolution with the following:

That the Waihi Beach Community Board confirm the payment of $990.45 to Verve Elevate – Advance Refine Thrive for services provided relating to the Community Plan, from the Waihi Beach Community Board Miscellaneous Account.

Carried

9.2 Chairpersons Report - Waihi Beach Community Board - 23 November 2020

The Board considered a report from the Chairperson.

The Board took the report as read with further discussions on the below topics:

Councillor Henry asked the Board for some confirmation as to whether or not they wanted Anna Schroeder (Live Well Waihi Beach contractor) to collect feedback from Waihi Beach holiday home owners regarding their needs within the community. The Board agreed that this exercise would be beneficial.

9.2.3 Historical Trails

The Board was informed that the content and infrastructure for the trails are ready to be implemented. The Historical Society was exploring advice and strategies for further consultation with the wider mana whenua. Member Roberts will be meeting with the Māori Relationships and Engagement Advisor on 25 November 2020.

9.2.4 Rubbish on Waihi Beach Road

The Board was advised that the removal of the rubbish on Waihi Beach Road had been completed. The Roading Engineer (West) was informed that there is now rubbish on Fergus Road and it was noted that he would investigate this.

The Board noted that it would be wise to talk to the communications team around publicising this issue.

9.2.6 Welcome to Waihi Beach and Athenree Entranceway

The Roading Engineer (West) had a walk around meeting with Member Hulme and Councillor Denyer, in order to come up with some concept designs. From here they will be able to publicly present the proposal.

9.2.7 Community Space at Waihi Beach

The Board was advised that they are able to hire the Community Centre up to three Mondays a month for the purpose of holding workshops and community meetings. The Board approved to fund up to $150 per month, which would allow them to utilise the three available slots per month as needed, until 30 June 2021.

Resolution WB20-6.8

Moved: Member R Goudie

Seconded: Cr J Denyer

That the Chairpersons report dated 23 November 2020 and titled ‘Chairpersons Report – Waihi Beach Community Board – 23 November 2020’ be received.

Carried

Resolution WB20-6.9

Moved: Member R Goudie

Seconded: Cr A Henry

That the Community Board approve up to $150 per month from the Waihi Beach Community Board Contingency Account towards the hire of the Community Centre, up until 30 June 2021.

Carried

9.3 Councillors Report Waihi Beach Community board WB20-6 23 November 2020

The Board considered a report from Councillor Henry.

The report was taken as read with further discussion on the below items:

The Board was advised by the Roading Engineer (West) that once Council had adopted the new speed limits, it could take a few months for the new signage to be put in place.

The Roading Engineer (West) advised the Board that he could put together a priority list of the identified urgent signage changes.

Resolution WB20-6.10

Moved: Cr A Henry

Seconded: Member R Goudie

That the report from Councillor Henry to the Waihi Beach Community Board dated 23 November 2020 be received.

Carried

9.4 Waihi Beach Community Development Trust - MenzShed

The Board considered a report from the Senior Governance Advisor.

The Board took this report as read.

Resolution WB20-6.11

Moved: Member R Goudie

Seconded: Member M Roberts

1. That the Senior Governance Advisor’s report dated 23 November 2020 titled Waihi Beach Community Development Trust - MenzShed 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.

3. That the Waihi Beach Community Board accept Waihi Beach Community Development Trust as a Charitable Trust.

Carried

9.5 Infrastructure Services Report Waihi Beach Community Board November 2020

The Board considered a report from the Deputy Chief Executive.

The Board took the report as read with further discussion relating to the below items:

Member Ryan reiterated the Boards request regarding rubbish collection on Tuesdays following long weekends.

Motion

1. That the Deputy Chief Executive’s Report, dated 23 November 2020 and titled Infrastructure Services Report Waihi Beach Community Board November 2020 be received.

2. That an allocation of $50,000 from the Waihi Beach Community Roading Account towards the completion of the Trig Lookout to the Dam Walking Loop, be approved.

3. That the Board approve the funding of up to $1,000 from the Waihi Beach Community Board Roading Account for the installation of “No Parking” lines at the Broadway Road and Tuna Road intersection, extending to 6m past the tangent points on Tuna Avenue and the Western side of Broadway Road.

Amendment

Moved: Cr J Denyer

Seconded: Cr A Henry

That part 1 of the motion remains unchanged.

That part 2 of the motion was deferred.

3. That the Board approve the funding of up to $1,000 from the Waihi Beach Community Board Roading Account for the installation of “No Parking” lines and bollards at the Broadway Road and Tuna Road intersection, extending to 6m past the tangent points on Tuna Avenue and the Western side of Broadway Road.

The amendment was put. Councillor Denyer and Councillor Henry, along with ALL other Board members present voted FOR the amendment. The amendment was declared carried.

As a result, the amendment became the substantive motion and was put and carried.

The substantive motion follows.

SUBSTANTIVE MOTION

Resolution WB20-6.12

Moved: Cr J Denyer

Seconded: Member D Ryan

1. That the Deputy Chief Executive’s Report, dated 23 November 2020 and titled Infrastructure Services Report Waihi Beach Community Board November 2020 be received.

Carried

9.5.1 Funding towards the completion of the Trig Lookout to the Dam Walking Loop

The Board requested further information on the Waihi Beach Cycle Trails Charitable Trust project before they felt they could approve funding. It was advised that a presentation from staff on this topic would be beneficial in helping with the decision.

9.5.2 Waihi Beach Community Board Roading Account

The Roading Engineer (West) advised the Board that he would follow up on the Emerton Road to Café Works (completed) in the Roading Account, as the project cost is dramatically higher than the initial estimated cost.

The Board asked if there was a possibility of the Dillion Street Edinburgh Street Carpark Surfacing project funding to come from FINCO’S rather than the Waihi Beach Community Board Roading Account.

9.5.3 parking bay mark up off wilson road

The Board reiterated the issue brought up by a member of the public regarding parking on the reserve during the Wilson Street market. The Reserves and Facilities Manager is open to discussions in relation to this issue.

The Board agreed to pass a resolution for a temporary fix through the summer period.

Resolution WB20-6.13

Moved: Member B Hulme

Seconded: Member D Ryan

That the Community Board approve up to $2,000 from the Roading Account to mark up the parking bay area behind the ‘Village People’ store off Wilson Road.

Carried

9.5.4 Re-painting of the seating on Wilson Road

A Community Group volunteered to re-paint the current blue seating on Wilson Road, and have asked for the Boards support and funding for this project.

The Roading Engineer (West) noted that he would have to consider the potential risks, but he would investigate the logistics around the proposed project.

Resolution WB20-6.14

Moved: Member B Hulme

Seconded: Cr A Henry

That the Community Board approve funding of up to $500 from the Roading Account for the purchase of materials to re-paint the seating on Wilson Road.

Carried

9.6 Financial Report Waihi Beach - October 2020

The Board considered a report from the Management Accountant.

The report was taken as read.

Resolution WB20-6.15

Moved: Member D Ryan

Seconded: Cr A Henry

That the Management Accountant’s report dated 23 November 2020 and titled Financial Report Waihi Beach – October 2020, be received.

Carried

9.7 Council, Standing Committees and Community Board Meetings

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

Resolution WB20-6.16

Moved: Member R Goudie

Seconded: Cr J Denyer

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

Carried

Verbal Addition to Chairpersons Report

The Chairperson noted that in addition to his Chairperson report, following the public forum, a brief conversation was had regarding an on-going interest within the community relating to the purchasing and installation of CCTV cameras in Waihi Beach. The Board resolved at the October Community Board meeting that they would wait for Councils decision on CCTV, however noted that they may review their decision for the next meeting to be held 22 February 2021.

The Meeting closed at 9.17pm.

The minutes of this meeting were confirmed at the Waihi Beach Community Board held on 22 February 2021.

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

Member R Goudie

CHAIRPERSON

Waihi Beach Community Board Meeting Agenda

22 February 2021

10 Reports

10.1 Chairpersons Report - Waihi Beach Community Board - February 2021

File Number: A3985422

Author: Ross Goudie, Community Board Member

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

That the Chairperson’s report dated 22 February 2021, titled ‘Chairpersons Report – Waihi Beach Community Board – February 2021’, be received.

Background

Waihi Beach has had a good Summer, with many successful events. Parking is a constant issue, even in the off holiday times. The following topics are issues that the Community Board will be considering over the next six months.

9.1.1 CCTV

Council has made a decision to include the CCTV Policy in the Long Term Plan (LTP) consultation document. The Community Board will provide feedback on this during the submission process.

9.1.2 Waihi Beach Community Plan

A progress report of current projects will be available at the meeting.

9.1.3 Long Term Plan (LTP)

The Community Board will develop submissions during the LTP consultation period.

9.1.4 Community Facility

The Community Board is looking at funding and facility options for the community in Waihi Beach.

9.1.5 Library Hours, Levels of Service and Upgrade

It was noticed that while the increased days have increased availability of the Library, the proposed extension for a full day trial was confirmed as Friday. A further review will be undertaken in three months’ time. The proposed increase in the Library rate from $70.00 to $100.00 further highlights the lack of service at Waihi Beach Library.

The Library upgrade is not going to happen for at least four years, despite the Community Boards request in our Community Plan. The Community Board also submitted to the draft LTP in October to have it in the area of the Community Centre, however further consultation will need to take place before any further decisions by Council are made.

9.1.6 Town Plan and Structure Plan

The Waihi Beach Town Plan is due for review. Over the next few years Council is reviewing the whole District Plan. The Structure Plan will be effected by these review processes.

9.1.7 Communication Plan for the Community Board

As part of the Community Plan, the Community Board needs to develop a Communication Plan. The Board is currently talking to various people and media outlets to help with this project.

9.1.8 Digital Plan for Waihi Beach

There have been some meetings in Katikati regarding options and interest, but nothing for Waihi Beach as yet. It is the Boards opinion that a plan needs to be developed with interested parties in Waihi Beach.

9.1.9 Growth in Waihi Beach

Waihi Beach is growing in population, and it is becoming noticeable that there are very few new sections available. Majority of this growth is from people turning holiday homes into permanent homes – joining us in our piece of paradise.

The 2013 census showed Waihi Beach at around 3050 permanent residents, with a growth of 500 by 2017. Our community is continuing to grow, resulting in; an increased school role, parking issues on Wilson Road during the week and a higher expectation for Council services.

9.1.10 Public Event regarding the Environment

There is a public hui being planned for 22 February 2021, facilitated by Anna Schroeder and Sam Mortenson. This will provide an opportunity to analyse environmental, sustainable, conservation and predator-free programmes in the Waihi Beach Ward. The next step will be to develop initiatives which strengthen activities, and develop directions for more cohesiveness, including the promotion of such activities.

9.1.11 Compliance and Monitoring

Following discussion at the Waihi Beach Community Board meeting held 23 November 2020, the Community Board is looking forward to receiving the Waihi Beach Seasonal Compliance Monitoring 2021 report, to be presented with this agenda.

The Board has also reiterated their desire to;

a) Meet with the Compliance and Monitoring Manager regarding the use of local volunteers; and

b) Work with DOC and Regional Council to improve signage in the area and, where possible, to ensure consistency and compliance.

9.1.12 Welcome to Waihi Beach Projects

The entranceway project is at the stage of preparing proposals for the community to consider, based on feedback from the public meeting. We are looking for a volunteer with the appropriate skills to do the graphic representation work.

9.1.13 Village Maintenance Update

The Village maintenance that has been completed includes; painting of the light poles and concrete seats, and new rubbish bins. The new rubbish bins that have been installed still currently feature the logos of the company contracted to make them – these will be fixed once the town centre logo is designed.

There has been some public criticism regarding the plastic liner in the bins collecting water when it rains. We may need to look into a solution for this issue.

The concrete wheel stops installation project, for the purpose of organising car park spacing at the Wilson Road car park (to the rear of Zhoosh and Village People) has now commenced. This work has been organised by the contractor, to be completed in 2 parts, to negate the need for a full car park close off during the summer months when parking demand is high. The remaining half of the works will be undertaken in the forthcoming weeks.

9.1.14 Parking Issues

In regards to parking issues should we ask Council, on an occasion by occasion basis, we are able to use Council Reserve land for excess parking needs, i.e. land behind the Surf Club on Surf Carnival days, use of Wilson Park etc.

We would need strict criteria, i.e. ensure weather is OK and any decision would need to be confirmed by the Chairperson.

Staff Comment:

It is assumed that the Board is referring to public / advertised events in which case any overflow or potential overflow parking requirements will be addressed during the event application planning process – refer https://www.westernbay.govt.nz/community/events/apply-for-your-event. Such events are operational matters for event organisers, Council Reserves Officers & Events staff to manage.

Otherwise, private vehicle parking on a Road Reserve is legal provided it does not impede public access (e.g. footpaths) or private driveways.

9.1.15 Dotterels at Waihi Beach

Additional signage for the Dotterel nesting areas were produced and put in place in cooperation with the Dotterel watch volunteers. A strategy will need to be developed for the next nesting season, in order to better protect the future of these birds, particularly the location of the Gypsy Fair.

Council has removed fences at Pio’s Reserve and Brighton Reserve as nesting season is over. Waihi Dotterel Watch placed Dotterel signage near nesting areas which still remains, but the public is urged to be on the lookout for juveniles.

9.1.16 Athenree Wildlife Refuge

On Monday 14 December 2020, Department of Conservation (DOC) representative, Karl McCarthy, and Bay of Plenty Regional Council (BOPRC) representative, Braden Rowson, spoke to the community volunteer groups working in the area, and interested persons, describing the plans intended for the next three years at the wetlands. Represented at this meeting were Waihi Beach Environmental Society Incorporated, Live Well Waihi Beach, Waihi Beach Community Board and Bowentown and Athenree Action Group.

The area adjacent to the entranceway is to be revitalised and developed into a whitebait nursery. Hopefully in 2021, and whilst diggers are in developing ponds, the entranceway will be re-done and scoria added.

The Environmental Society agreed to be the community support group to facilitating community input to the projects, and Sam Mortenson has offered to work with the Athenree Group to plan a proposal for a Snow Brown memorial in the entranceway.

9.1.17 Initiation of Beach Furniture and Beach Access Quality

A community meeting was held on 7 December 2020 to explore what it was we needed to target. The areas that were highlighted are below.

· Looking at standard specific memorial chair model for Waihi Beach, to develop some consistency and user friendly processes.

· Meeting with groups to assess needs of disability and aged access to some of the entrances. There is currently a community group that is planning a proposal for wheelchair access and mats – further discussion with relevant groups is being sought.

· Taking an audit of access ways to ensure signage is pertinent – further discussions once this has been done (with special reference to dogs, Dotterels and dune signage).

It is expected that the preliminary data gathering exercise will be collected by April 2021.

9.1.18 Waihi Beach, Wilson Estate, Island View, Bowentown and Athenree Heritage Trails

The trails were displayed at the Historical Event 22-24 January 2021, and were well received by the community. The Waihi Beach, Bowentown and Historical Society is seeking a meeting with Mana Whenua through the Māori Relationships and Engagement Advisor.

The Society is also seeking a meeting with the Reserves and Facilities Manager, and the Reserves and Facilities Projects and Assets Manager.

9.1.19 Communication – Athenree Homestead Trust – Letter of Thanks and Proof of Sprinkler Installation

Attachment 1 is a letter from the Athenree Homestead Trust, including a receipt, confirming the funds being used for the purpose stated and approved.

Attachment 2 is the invoice proof of the full fire sprinkler installation

9.1.20 Community Reports

a) Live Well Waihi Beach – Anna Schroeder

Live Well Waihi Beach has now launched its website directory, which will continue to be added to as a reliable community resource for groups and services contact information and news.

Further to this, social media channels and a promotion to encourage signing up to the email newsletter database (go in the draw to win $250 for your favourite Waihi Beach community group or service) are also now active, with over 130 registrations in the first week, which included those who registered at the Sunday Market stall. We are also working closely with the Katikati Advertiser and our community groups to improve printed media coverage for Waihi Beach community news.

The first of the Live Well Waihi Beach roundtable events will also be held on 22 February, gathering together the environmental and sustainability group representatives, and a number of support services such as EnviroHub, DOC, Regional Council and WBOP District Council.

February will also see distribution of the first monthly newsletter, and a pop in day for anyone in the community to speak directly about the project with Anna, will be held on 1 March 2021, at the Waihi Beach Community Centre.

Overall, the role continues to make important connections both within the community and also with external resource providers, particularly in the social services sector, to be able to promote better representation and services for Waihi Beach, as we continue to gather relevant data and to identify the needs and opportunities in the Waihi Beach community.

b) Events and Promotions – Attachment 3

c) Otawhiwhi Marae – Verbal Update

Attachments

1. Athenree Homestead Trust - Letter of thanks and receipt ⇩

2. Athenree Homestead - Full Sprinkler installment proof ⇩

3. Waihi Beach Events Promotions Community Board Report ⇩

Waihi Beach Community Board Meeting Agenda

22 February 2021

10.3 Waihi Beach Community Board - ANZAC Day Commemoration 2021

File Number: A3971463

Author: Pernille Osborne, Senior Governance Advisor - Community Boards

Authoriser: Jan Pedersen, Group Manager People And Customer Services

Executive Summary

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

Recommendation

1. That the Senior Governance Advisor’s report dated 22 February 2021 titled ‘Waihi Beach Community Board – ANZAC Day Commemoration 2021’, be received.

2. That the Waihi Beach Community Board provide / do not 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 ……………………………. represents the Waihi Beach Community Board at the ANZAC Day Service at Waihi Beach 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

Waihi Beach Returned Services Association

Governance Services will inform the Waihi Beach Returned Services Association of the Waihi Beach Community Board representatives attending the Waihi Beach 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 Waihi Beach Community Board Representatives on ANZAC Day 2021.

Waihi Beach Community Board Meeting Agenda

22 February 2021

10.4 Trig Lookout Walkway Loop Track

File Number: A3963590

Author: Scott Parker, Reserves and Facilities Projects Assets Manager

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

1. To allocate community roading funds to assist with the construction of the last section of the Trig Lookout track loop to the Dam Track.

Recommendation

1. That the Deputy Chief Executive’s report dated 11 January 2021 and titled ‘Trig Lookout Walkway Loop Track’, 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.

3. That an allocation of $50,000 from the Waihi Beach Community Roading Account towards the completion of the Trig Lookout to the Dam Track be approved.

Background

The Trig Lookout track and part of the loop track to the dam were developed as part of the proposed Waihi to Waihi Beach walking and cycling trail. This project was funded from Council, the community roading account and the Waihi Beach Cycle Trails Community Trust. The cycle trail connection has been delayed due to land negotiations.

The plan has been, in the interim, to complete a loop trail in the Dam Reserve to allow the trail to be utilised. Approximately 80% of the loop has been constructed, with a balance 20% to complete.

Investigation, Iwi consultation, consenting and design has been undertaken on the route to complete the loop trail. Consents are in place and the project is ready to proceed

The trail is shown on Attachment 1.

The new section of trail would be a shared use walking/mountain biking trail.

The completion of the trail is supported by the Waihi Beach Cycle Trails Community Trust. The Trust raised funds for the initial Trig Trail and have secured $50,000 from the Lion Foundation for the completion of the Loop Trail. The funds have been paid to Council as part funding of the extension.

The Trig Trail has been extensively used over the last year with the following user statistics:

Peak day use (date: 29 December 2020)	827
Average weekend day use (12 months)	225
Average daily use (12 months)	144

It is estimated that 20% to 30% of the Trig Trail users (50 users per day on average) will continue and complete the full loop (1.5 - 2 hours). The new trail will also attract some mountain bikers and will be designed to reduce conflict between walkers and bikers.

Funding and Estimate

The estimated cost to complete the trail is $150,000

The proposed funding is:

Waihi Beach Cycle Trails Community Trust	$50,000 (fixed and paid to Council)
Council walking and cycling budget	$50,000 (actual balance of final cost)
Waihi Beach Community Roading Account	$50,000 (fixed)

The Council walking and cycling budget would cover any over expenditure on the project.

Construction can occur this year commencing February / March.

Significance and Engagement

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 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.

Engagement, Consultation and Communication

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
Name of interested parties/groups	Engagement has been undertaken through the route assessment process.	Planned	Completed
Tangata Whenua	Ngati Tara Tokanui have been consulted and support the project. Heritage New Zealand approval obtained.
General Public	Via the Waihi Beach Cycle Trails Community Trust, informal feedback from trail users and residents. There will be a general communication plan, once the funding is approved, setting out the route and timing.

Issues and Options Assessment

Option A That an allocation of $50,000 from the Waihi Beach Community Roading Account towards the completion of the Trig Lookout Walkway Loop Track be approved.
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	The completed trail will provide an additional recreation facility. It supports healthy exercise, provides access to the reserve and will bring users to the area.
Costs (including present and future costs, direct, indirect and contingent costs).	The Community Board will commit $50,000 from the Community Roading Fund to the project. Maintenance costs are a District expense.
Option B That the Community Board does not allocate $50,000 from the Waihi Beach Community Roading Account towards the completion of the Trig Lookout Walkway Loop Track.
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	The timing of construction may be impacted and delayed.
Costs (including present and future costs, direct, indirect and contingent costs).	The $50,000 can be allocated to other community roading projects.

Statutory Compliance

The recommendation(s) meets:

· Legislative requirements/legal requirements

· Current council plans/policies/bylaws

· Regional/national policies/plans.

The project has been consented, has Heritage New Zealand (HNZ) Authority and is constructed on Council land. It meets the legislative and statutory requirements.

Funding/Budget Implications

Budget Funding Information

Relevant Detail

$50,000

Allocation from the Waihi Beach Community Roading Account.

Attachments

1. WB21 - Waihi Beach Catchment Reserve - Proposed Cycle and Walking Trails Feb 2021 ⇩

Waihi Beach Community Board Meeting Agenda

22 February 2021

10.6 Financial Report Waihi Beach - December 2020

File Number: A3980188

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 operating costs are over budget year-to-date the main contributors to this are Contingency Expenses, Miscellaneous Expenses and expenses funded from the Community Board reserve account.

Grant payments made to date:

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

Commitments – Operational expenditure

Resolution	Description	$
	No commitments	0
	2020/21 Outstanding operational commitments	0

2020/21 Reserve payments analysis:

Resolution	Description	$
	2020/21 Opening balance	236,900
WB20-4.8	Grant of $5,000 for Waihi Beach Lifeguard Services to purchase a trailer to be funded from Waihi Beach Community Board Reserve Account	(5,000)
WB20-5.10	Funding of up to $30,000 to the Athenree Homestead Trust for financial assistance towards the renovation work funded from Waihi Beach Community Board Reserve Account.	(26,086.96)
C20-11.07	Funding for ‘Live Well Waihi Beach’ up to $30,000 be funded from Waihi Beach Community Board Reserve Account (Note: $9,138.42 paid as at 31 December 2020)	(9,138.42)
WB22-3.9	Fund up to $30,000 to the Waihi Beach Community Development Trust – Waihi Beach MenzShed from the Waihi Beach Community Board Reserve Account. (Note: This is payment 2 to be funded, $20,000 paid as at 31 December 2020).	(10,000)
WB20-2.6	Fund up to $11,400 plus GST for the installation of a sprinkler system for Athenree Homestead (Note: this is the final instalment)	(1,320.20)
	Closing Reserve balance as at 31 December 2020	185,354.42

Committed – Reserve expenditure yet to be spent

Resolution	Description	$
	Opening balance before deducting commitments	185,354.42
C10.4 C39.2 WB1.3.14	Up to $50,000 for Broadlands Block Reserve Concept Plan. This amount includes $5,000 for an engineering report on the mixed development of Broadlands Block approved by Council. (Note:$20,000 paid for pathways as at 29-Oct-19) Remaining balance committed: $30,000	(30,000)
WB17.2.3	Funding up to $25,000 for engagement of a facilitator to undertake research for an updated community/town centre plan for the Waihi Beach area. (Note: $15,222.74 paid as at 30-Oct-19) Remaining balance committed: $9,777	(9,777.26)
WB22.3.8	Further funding up to $27,000 for engagement of the same facilitator to undertake research to collate an updated community/town centre plan for the Waihi Beach area.	(27,000)
WB22.3.9	Fund up to $30,000 to the Waihi Beach Community Development Trust – Waihi Beach MenzShed from the Waihi Beach Community Board Reserve Account. (Note: $20,000 paid as at 31-Dec-20) Remaining balance committed $10,000	(10,000)
WB17.5.3	Funding for engagement of local landscaper to provide assessment of Waihi Beach Road entranceway on current conditions and to provide recommendations.	(2,000)
WB20-3.9	Fund up to $3,000 for meetings in relation to the Community Plan.	(3,000)
C20-11.7	Funding for ‘Live Well Waihi Beach’ up to $30,000 be funded from Waihi Beach Community Board Reserve Account. (Note: $9,138.42 paid as at 31 December 2020). Remaining balance committed: $20,861.58	(20,861.58)
WB20-5.11	Fund up to $10,000 for Historical Trails project subject to Mana Whenua input and approval by Community Board of QR codes to be used on the trail prior to going live.	(10,000)
	2020/21 Closing balance after committed expenditure	72,715.58

Recommendation

That the Management Accountant’s report dated 22 February 2021 and titled “Financial Report Waihi Beach – December 2020” be received.

Attachments

1. Waihi Beach Community Board - Financials December 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 Community Board Roading Current Account		Project Cost $	NZTA Funding MIP LC/LR $	Waihi Beach Community Board $
Current Account Opening Balance 1 July 2020				506,778
Allocation for 2020-21				144,901
Current Account Interest 2021				19,404
Subtotal				671,083
Committed Projects
Emerton Road to Café Works (completed)		185,273	94,489.23	90,784
Seaforth Road - Pedestrian Refuge Islands (finalising costs)		35,000		35,000
Wilson Road Fish Shop Kerb Buildout (Paid $13k in 2020)		23,000		23,000
Waihi Beach Village Renewal		138,534		138.534
Island View Reserve midsection		50,000		50,000
Waihi Beach to Athenree Shared path -Feasibility study		20,000		20,000
Dillon St Concealed Entrance Sign (complete - finalising costs)		550		550
Dillon Street Edinburgh Street Carpark Surfacing		3,742		3,742
Wilson Road No Name Road Wheel Stop Installation		8,500
Subtotal		464,599	94,489.23	370,110

Priority Projects
Projects 1-5 (detailed below)		150,000		150,000
Forecasted Community Board Roading Current Account Closing Balance 30 June 2021				188,007
Priority Projects (for 2020-21)	Priority	*$ Estimate*	Status
Urban Cycleways improvements	1	$100,000	During the Community Road side workshop 27/10/20 Council staff discussed the need to reprioritise the urban cycleway connections. Suggestions include the Paterson Place to Three Mile Creek link - includes a small bridge crossing at the Three Mile Creek end. through Island View Reserve
Waihi Beach Dam internal cycleways		$50,000	This section is to connect previously constructed trails for shared use. Commitment of $50,000 is required from the Board to match external grants from The Waihi Beach Trails trust.
Total Priority Projects (for 2020-21)		$150,000