Chairperson

Mayor Garry Webber

Deputy Chairperson

Deputy Mayor John Scrimgeour

Members

Cr Grant Dally

Cr Mark Dean

Cr James Denyer
Cr Murray Grainger

Cr Monique Gray

Cr Anne Henry

Cr Kevin Marsh

Cr Margaret Murray-Benge

Cr Don Thwaites

Quorum

6

Frequency

Six weekly

8.1         Minutes of the Maketu Community Board Meeting held on 1 December 2020

Resolution  MC21-1.1

Moved:       Cr K Marsh

Seconded:  Member W Ra Anaru

That the Minutes of the Maketu Community Board Meeting held on 1 December 2020, as circulated with the agenda, be confirmed as a true and accurate record.

Carried

9.1         Chairpersons Report - Maketu Community Board - February 2021

The Board considered a report from the Chairperson. The Chairperson gave the Board an overview of his report, reiterating that it was disappointing to see a lack of Police presence around Maketu during the busy Summer period.

The Board thanked the Chairperson for financing the Maketu Community Board for their end of year dinner with the Te Puke Community Board. It was greatly appreciated as it meant that all Maketu Community Board members were able to attend.

Resolution  MC21-1.2

Moved:       Member S Beech

Seconded:  Cr K Marsh

That the Chairperson’s Report dated 9 February 2021, titled ‘Chairpersons Report – Maketu Community Board – February 2021’, be received.

Carried

9.1.1      Maketu Sports Field (Roadway to Skate Park)

The Board would like to have a site visit at the Maketu Sports Field with the Reserves and Facilities Officer East, in regards to a potential roadway to the Skate Park .

9.2         Councillors Report - Maketu Community Board - February 2021

The Board considered a report from Councillor Marsh. The report was taken as read with Councillor Marsh reiterating the incredible effort that the Maketu community groups do.

Councillor Marsh informed the Board that he has met with Waka Kotahi (NZTA) around lowering the speed limit on State Highway 2 through the Pongakawa area to 80km/h and would like Councils support. He noted that there were a number of kids getting off the bus on this main road.

Resolution  MC21-1.3

Moved:       Cr K Marsh

Seconded:  Member S Beech

That the Councillor’s Report dated 9 February 2021 titled ‘Councillors Report – Maketu Community Board – February 2021’, be received.

Carried

9.3         Maketu Community Board - ANZAC Day Commemoration 2021

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

The Board was reminded that, if there is a community public event that may require traffic management, to let the Roading Engineer (East) know as WestLink may be able to help with this as part of their contract with Council.

Moved:

1.    That the Senior Governance Advisor’s report dated 9 February 2021 titled ‘Maketu Community Board – ANZAC Day Commemoration 2021’, be received.

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

3.     That Member Shane Beech and Member Laura Rae represent the Maketu Community Board at the ANZAC Day Service at Maketu on 25 April 2021.

Moved Amendment:

1.    That the Senior Governance Advisor’s report dated 9 February 2021 titled ‘Maketu Community Board – ANZAC Day Commemoration 2021’, be received.

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

3.     That Member Shane Beech and Member Laura Rae represent the Maketu Community Board at the ANZAC Day Service at Maketu on 25 April 2021.

4.     That the Maketu Community Board approve up to $500 from the Maketu Community Board Contingency Account to be paid to the Maketu ANZAC Committee, to contribute towards food costs on 25 April 2021.

The amendment was put and carried.

The amendment as follows became the SUBSTANTIVE MOTION and was put and carried.

Resolution  MC21-1.4

Moved:       Deputy Mayor J Scrimgeour

Seconded:  Member W Ra Anaru

1.    That the Senior Governance Advisor’s report dated 9 February 2021 titled ‘Maketu Community Board – ANZAC Day Commemoration 2021’, be received.

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

3.     That Member Shane Beech and Member Laura Rae represent the Maketu Community Board at the ANZAC Day Service at Maketu on 25 April 2021.

4.     That the Maketu Community Board approve up to $500 from the Maketu Community Board Contingency Account to be paid to the Maketu ANZAC Committee, to contribute towards food costs on 25 April 2021.

Carried

9.4         Infrastructure Services Report Maketu Community Board February 2021

The Board considered a report from the Deputy Chief Executive. The Roading Engineer (East) gave the Board some clarification on the below items within the Infrastructure Report.

Rauporoa Road Kerb & Channel

This project has increased in size as the stormwater soakage has not been recommended by WestLink, however the Boards budget does not allow them to complete the desired design. WestLink has been asked to re-design the kerb and channelling project to capture the original request from the Board.

Transportation – Road Improvements LED Lighting

The Board was informed that this project was running slightly ahead of schedule. Works have already begun in Te Puke and the Maketu/Pukehina/Paengaroa works are planned to commence in April.

Maketu Road Cycleway

The Board was informed that an independent audit was undertaken, which explained that the proposed cycleway location did not meet Austroads standards and was too close to property boundaries.  To avoid delaying the project, it has been decided that the project will be split into two parts. This will allow the rural part to commence, while further consultation is undertaken in relation to the residential area.

The Board questioned whether it was possible to stop the cycleway before the residential area, and have the cyclists merge onto the road.

New Footpath on Spencer Avenue to Cemetery

The Board has asked for this Minute Action Sheet to be closed off, as the works would be extremely complicated and expensive to achieve.

Surf Club Car Park Reserve Rock Revetment

The Board has requested for Member Ra Anaru to organise an informal meeting with Tangata Whenua to try and look at a way forward.

Need for Stop Signs on the corner of Te Awhe Road and Beach Road

The Board was informed that a road safety assessment was carried out at this intersection, identifying visibility issues caused by vegetation. The Roading Engineer (East) will make contact with the land owner, as the current vegetation has grown past the boundary line.

Once the visibility issues have been addressed this intersection will be monitored for six months to see if any further issues need to be addressed.

Resolution  MC21-1.5

Moved:       Member W Ra Anaru

Seconded:  Member L Rae

1.   That the Deputy Chief Executive’s Report, dated 9 February 2021 and titled ‘Infrastructure Services Report Maketu Community Board February 2021’, be received.

Carried

9.5         Maketu Community Board Financial Report - December 2020

The Board considered a report from the Management Accountant. The report was taken as read.

The Board noted that they would like to produce a letter to Te Arawa Lakes Trust in relation to the additional BBQ by the Surf Club. The Chairperson will liaise with the Senior Governance Advisor to formulate a letter.

It was also noted that the Board would invite a representative from the Maketu Rotary Club to the next Community Board workshop, to discuss the additional outside gym equipment.

Resolution  MC21-1.6

Moved:       Deputy Mayor J Scrimgeour

Seconded:  Member L Rae

That the Management Accountant’s report dated 9 February 2020 and titled ‘Maketu Community Board Financial Report – December 2020’, be received.

Carried

9.6         Council, Standing Committees and Community Board Meetings

Resolution  MC21-1.7

Moved:       Member S Simpson

Seconded:  Member W Ra Anaru

That the draft schedule of meetings for February, March and April 2021, be received.

Carried

Public Forum Adjourn Meeting

Resolution  TP21-1.1

Moved:       Cr M Gray

Seconded:  Member K Ellis

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

Carried

Public Forum Meeting Reconvened

Resolution  TP21-1.2

Moved:       Member T Rolleston

Seconded:  Member D Snell

That the meeting reconvene in formal session at 7.33pm.

Carried

8.1         Minutes of the Te Puke Community Board Meeting held on 3 December 2020

The Board considered the minutes from the meeting held 3 December 2020. The minutes were taken as read. Councillor Gray (formally Lints) informed the Board that she has reverted back to her maiden name, which will be captured in the minutes going forward.

Resolution  TP21-1.3

Moved:       Member T Rolleston

Seconded:  Member D Snell

That the Minutes of the Te Puke Community Board Meeting held on 3 December 2020, as circulated with the agenda, be confirmed as a true and accurate record.

Carried

9.1         Chairpersons Report - Te Puke Community Board - February 2021

The Board considered a report from the Chairperson. The report was taken as read with the Chairperson highlighting 9.1.5 regarding the 2021 Community Board conference. It was noted that an amendment to the resolution was required to highlight who would be attending the conference.

Moved:

1.   That the Chairperson’s report dated 11 February 2021 titled ‘Chairpersons Report – Te Puke Community Board – February 2021’, be received.

2.    That the Te Puke Community Board approve funding of up to $2,000 from the Te Puke Community Board Conference Account, for the travel, accommodation and registration costs          relating to the 2021 Community Board Conference, to be held 22 – 24 April 2021

Moved Amendment:

1.   That the Chairperson’s report dated 11 February 2021 titled ‘Chairpersons Report – Te Puke Community Board – February 2021’, be received.

2.    That the Te Puke Community Board approve funding of up to $2,000 from the Te Puke Community Board Conference Account, for the travel, accommodation and registration costs          relating to the 2021 Community Board Conference, for Chairperson Richard Crawford, to be    held in Gore 22 – 24 April 2021

The amendment was put and carried.

The amendment as follows became the SUBSTANTIVE MOTION and was put and carried.

Resolution  TP21-1.4

Moved:       Cr G Dally

Seconded:  Member K Ellis

1.   That the Chairperson’s report dated 11 February 2021 titled ‘Chairpersons Report – Te Puke Community Board – February 2021’, be received.

Carried

Resolution  TP21-1.5

Moved:       Cr M Gray

Seconded:  Cr G Dally

2.   That the Te Puke Community Board approve funding of up to $2,000 from the Te Puke Community Board Conference Account, for the travel, accommodation and registration costs relating to the 2021 Community Board Conference, for Chairperson Richard Crawford, to be held in Gore 22 – 24 April 2021.

Carried

9.2         Councillor's Report - Te Puke Community Board - February 2021

The Board considered a report from Councillor Dally. The report was taken as read with Councillor Dally highlighting the Long Term Plan (LTP) consultation period coming up.

The Chief Executive Officer advised the Board that the normal process for a Community Board would be to create a submission on the issues important to the Board, as well as commenting on the core consultation topics. It was also noted that the Community Boards can be heard formally, to speak to their submissions. The Board was advised that there is an LTP Consultation engagement day at Jubilee Park in Te Puke on 20 March 2021.

Councillor Dally informed the Board that the Western Bay Museum has secured sponsorship from Seeka that will allow 400 Te Puke/Maketu Ward Primary School students to visit the museum, with no entry charge. The Museum Director is still seeking assistance to reduce transport costs to and from Katikati. The Board was asked about the potential of moving the Denny Hulme exhibition currently showing at the Western Bay Museum to Te Puke, if a suitable space was available. Board members will discuss at their up-coming workshop.

Resolution  TP21-1.6

Moved:       Member K Ellis

Seconded:  Member R Crawford

That the Councillor’s report dated 11 February 2021 titled ‘Councillor’s Report – Te Puke Community Board – February 2021’, be received.

Carried

9.3         Te Puke Community Board Grant Applications

The Board considered a report from the Senior Governance Advisor. The report was taken as read with further discussion around how the Board could contribute to part of the requested grants.

Te Puke Swimming Club

Councillor Gray queried whether the pool platform, noted in the grant application, would be included in Council’s improvements to the Te Puke Memorial Pool. If this is the case, Te Puke Swimming Club would not need funding for this particular item, therefore, the Board decided to fund the registration software to the sum of $575.00.

Tony and Cathy Shaw (Te Puke Memorial Pool Contractors)

Member Ellis declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon. Member Ellis answered questions for points of clarification.

The Board decided to fund two tables to the sum of $900.00.

Resolution  TP21-1.7

Moved:       Member R Crawford

Seconded:  Member D Snell

1.    That the Senior Governance Advisor’s report dated 11 February 2021 titled ‘Te Puke Community Board Grant Applications’, be received.

Carried

Resolution  TP21-1.8

Moved:       Cr M Gray

Seconded:  Member K Ellis

2.    That the Te Puke Community Board approve the Grant application from Te Puke Swimming Club for $575.00 towards registration software, to be funded from the Te Puke Community Grants 2020/2021 account, subject to all accountabilities being met.

Carried

Resolution  TP21-1.9

Moved:       Member T Rolleston

Seconded:  Member D Snell

3.    That the Te Puke Community Board approve the Grant application from Tony and Cathy Shaw (Te Puke Memorial Pool Contractors) for $900.00 towards two outdoor tables, to be funded from the Te Puke Community Grants 2020/2021 account, subject to all accountabilities being met.

Carried

9.4         Te Puke Community Board - ANZAC Day Commemoration 2021

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

Resolution  TP21-1.10

Moved:       Cr M Gray

Seconded:  Cr G Dally

1.    That the Senior Governance Advisor’s report dated 11 February 2021 titled ‘Te Puke Community Board – ANZAC Day Commemoration 2021’, be received.

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

3.     That Deputy Chairperson Tupaea Rolleston represent the Te Puke Community Board at the ANZAC Day Service at Te Puke on 25 April 2021.

Carried

9.5         Infrastructure Services Report Te Puke Community Board February 2021

The Board considered a report from the Deputy Chief Executive. The report was taken as read with further discussion on the below items.

·         The Board was reminded that they have significant funds in hand and have been requested to develop a further priority list for implementation.

·         The Board will come up with a suitable date for a walk around with the Roading Engineer (East), allowing at least two hours for the meeting.

·         The Board requested an update on the below items:

§    Dudley Vercoe Footpath and Drainage – a preliminary design has been done with a more detailed design happening in the next couple of weeks:

§    Fenton Terrace – This project is not yet on a work programme, as Council is still waiting for a confirmed price from WestLink.

§    Queen and Jellicoe CCTV hardware and installation – waiting for further approval from Radio Spectrum Management (RSM).

§    Bus Stop for Hopper Buses on Cameron Road – The Roading Engineer has spoken to Travel Safe, who will contact the school to get a clear understanding on the safety issues arising.

§    Tactile Pavers – This project is approved, however Downer is checking that they have priced correctly against the current legislation, before the work can commence.

The Board would like to make a resolution against the Minute Action Sheet (MAS) relating to the Speed Bump on Cameron Road. Once the electronic traffic signage is installed they would like to have the speed bump removed, noting that they would review this to see if any issues arise.

There was a discussion around the type of electronic traffic signage the Board was after. It was noted that the Board will review the Speed Indicating Device (SID) near Fairhaven School to see if they would like to take the same approach outside Te Puke Intermediate in the future, however at this time they will trial the 40km/h school sign.

Resolution  TP21-1.11

Moved:       Member T Rolleston

Seconded:  Cr G Dally

1.       That the Deputy Chief Executive’s Report, dated 11 February 2021 and titled ‘Infrastructure Services Report Te Puke Community Board February 2021’, be received. 

                                                                                                                                              Carried

Resolution  TP21-1.12

Moved:       Cr G Dally

Seconded:  Member K Ellis

2.       The Te Puke Community Board has requested the removal of the kerb build outs and the        speed bump at 135 Cameron Road, after installation of the 40km/h school zone sign at Te       Puke Intermediate School, to widen the carriageway around the bend and minimise vibration.

Carried

9.6         Te Puke Community Board - Financial Report December 2020

The Board considered a report from the Management Accountant. The report was taken as read.

Resolution  TP21-1.13

Moved:       Cr M Gray

Seconded:  Member K Ellis

That the Management Accountant’s report dated 11 February 2021 and titled ‘Te Puke Community Board – Financial Report December 2020’, be received.

Carried

9.7         Council, Standing Committees and Community Board Meetings

Resolution  TP21-1.14

Moved:       Cr G Dally

Seconded:  Member R Crawford

That the draft schedule of meetings for February, March and April 2021, be received.

Carried

Public Forum Adjourn Meeting

Resolution  OM21-1.1

Moved:       Member T Sage

Seconded:  Cr D Thwaites

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

Carried

Public Forum Meeting Reconvened

Resolution  OM21-1.2

Moved:       Member D Sage

Seconded:  Cr M Grainger

That the meeting reconvene in formal session at 7.34pm.

Carried

8.1         Minutes of the Omokoroa Community Board Meeting held on 24 November 2020

Resolution  OM21-1.3

Moved:       Cr D Thwaites

Seconded:  Member J Evans

That the Minutes of the Omokoroa Community Board Meeting held on 24 November 2020, as circulated with the agenda, be confirmed as a true and accurate record.

Carried

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

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

Resolution  OM21-1.4

Moved:       Member P Presland

Seconded:  Member D Sage

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

Carried

9.2         Chairpersons Report - Omokoroa Community Board - February 2021

The Board considered a report from the Chairperson. The report was taken as read with further discussion on the below items.

Councillor Thwaites highlighted the community update meeting to be held 24 March 2021, noting that due to the JACE hearing 8-9 March 2021, there is a chance that there may not be a significant update on Omokoroa Stage 3 options relating to this hearing.

Councillor Grainger spoke in support of Board members attending the 2021 Community Board Conference, noting that he believed it was a valuable and worthwhile experience.

It was also noted that an amendment to the resolution was required to highlight who would be attending the conference.

Motion:

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.

3.    That the Omokoroa Community Board approve funding of up to $2,000 from the Omokoroa        Community Board Contingency Account, for costs relating to the 2021 Community Board        Conference, to be held 22-24 April 2021.

Amendment:

That part 1 of the motion remains unchanged.

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, for Chairperson Teresa Sage, to be held in Gore 22-24 April 2021.

3.    That the Omokoroa Community Board approve funding of up to $2,000 from the Omokoroa        Community Board Contingency Account, for costs relating to the 2021 Community Board        Conference, for Member John Evans, to be held in Gore 22-24 April 2021.

The amendment was put and carried.

The amendment as follows became the SUBSTANTIVE MOTION and was put and carried.

Resolution  OM21-1.5

Moved:       Member P Presland

Seconded:  Member J Evans

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

Carried

Resolution  OM21-1.6

Moved:       Member D Sage

Seconded:  Member P Presland

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, for Chairperson Teresa Sage, to be held in Gore 22-24 April 2021.

3.    That the Omokoroa Community Board approve funding of up to $2,000 from the Omokoroa        Community Board Contingency Account, for costs relating to the 2021 Community Board        Conference, for Member John Evans, to be held in Gore 22-24 April 2021.

Carried

9.3         Councillors Report - Omokoroa Community Board - February 2021

The Board considered a report from Councillor Grainger. The report was taken as read.

Recommendation 

Moved:       Cr M Grainger

Seconded:  Cr D Thwaites

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

9.4         Omokoroa Community Board - ANZAC Day Commemoration 2021

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

Resolution  OM21-1.7

Moved:       Member D Sage

Seconded:  Member P Presland

1.    That the Senior Governance Advisor’s report dated 16 February 2021 titled ‘Omokoroa Community Board – ANZAC Day Commemoration 2021’, be received.

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

3.     That Deputy Chairperson Peter Presland represent the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2021.

Carried

9.5         Infrastructure Services Report Omokoroa Community Board February 2021

The Board considered a report from the Deputy Chief Executive. The report was taken as read with the following points highlighted.

·         The Omokoroa Road Pedestrian Bridges construction has commenced;

·         Construction work on the Western Avenue shared path is scheduled to commence imminently, with the work being completed in stages. Access to the sports fields and playground may be via an extended route until the works are completed;

·         Two cycle maintenance stations have been proposed, to be located at the beginning of the Omokoroa Cycleway link and Omokoroa Point School; and

·         The cycleway sign on the Te Puna Road and Borell Road intersection is currently pointing the wrong way – A service request will be submitted to follow this up.

Resolution  OM21-1.8

Moved:       Member D Sage

Seconded:  Member P Presland

1.   That the Deputy Chief Executive’s report dated 16 February 2021 titled ‘Infrastructure Services Report Omokoroa Community Board February 2021’, be received.

Carried

9.6         Financial Report Omokoroa - December 2020

The Board considered a report from the Management Accountant. The report was taken as read with some clarification about the sad face against the Boards salaries budget. The Group Manager Finance and Technology Services advised the Board that this was due to the timing variance, and will be fine by the end of the financial year.

It was also noted that it was good to see the Board committing a large sum of their Community Board Reserve.

Resolution  OM21-1.9

Moved:       Cr M Grainger

Seconded:  Member P Presland

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

Carried

9.7         Council, Standing Committees and Community Board Meetings

Resolution  OM21-1.10

Moved:       Cr M Grainger

Seconded:  Member D Sage

That the draft schedule of meetings for February, March and April 2021 be received; with the following amendment to the below meetings:

·    Long Term Plan Committee – 23 February 2021 – 9.30am – Chambers

·    Kaimai Ward Forum – 10 March – 7.00pm – Ohauiti Hall

Carried

Public Forum Adjourn Meeting

Resolution  WB21-1.1

Moved:       Cr A Henry

Seconded:  Member B Hulme

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

Carried

Public Forum Meeting Reconvened

Resolution  WB21-1.2

Moved:       Member R Goudie

Seconded:  Cr A Henry

That the meeting reconvened in formal session at 7.37pm.

Carried

8.1         Waihi Beach Seasonal Compliance Monitoring 2021

The Compliance and Monitoring Manager was in attendance to speak to the Board on the Waihi Beach Seasonal Compliance Monitoring report for 2021.

Parking Infringement activities

·         December – Majority were for parking on the flush median;

·         January – Majority were unregistered and unwarranted vehicles; and

·         February – No infringements issued.

Dogs on beaches update

·         New signage provided at all beach access points (48 signs in total);

·         Dotterel nests were in areas that could be accessed by dogs;

·         Educative approach with no infringements issued;

·         Council Officers patrolled from 10am to 4pm daily.  These hours did not represent the full hours that dogs are prohibited on the beach, and Council staff did not patrol weekends;

·         Contractor data will be available prior to the next Community Board meeting;

·         Key takings from staff were that the number of breaches were low and the offenders were a combination of locals and visitors; and

·         All persons spoken to were co-operative and readily complied.

Freedom Camping

·         January and February 2021 were the busiest months for freedom campers, and this correlates with the number of infringements.

·         The top sites for infringements were Brighton Reserve and Island View Reserve.

·         Freedom Camping Ambassadors:

o   Two seasonal ambassadors were employed over the peak holiday period;

o   Ambassadors worked five days per week with a focus on weekends and public holidays;

o   193 campers were surveyed;

o   Campers were provided with information on Freedom Camping sites, controls that applied, and local resources.

The Board noted that they needed time to further consider the report, and then have a meeting to discuss positives for the future. The Compliance and Monitoring Manager would have a meeting with the Board prior to the next Community Board meeting to address any questions from the Waihi Beach Seasonal Compliance Monitoring 2021 report.

As a result of the Watch Dog contract ending, and as part of the seasonal freedom camping monitoring process Council has employed contractor Cheryl Steiner. Ms Steiner will undertake a historic and future review to establish what Council would in relation to freedom camping moving forward. 

Resolution  WB21-1.3

Moved:       Member D Ryan

Seconded:  Cr A Henry

That the Compliance and Monitoring Manager’s report dated 22 February 2021, titled ‘Waihi Beach Seasonal Compliance Monitoring 2021’, be received.

Carried

9.1         Minutes of the Waihi Beach Community Board Meeting held on 23 November 2020

Councillor Henry noted that, at the previous meeting, the Board suggested 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 Board would look to incorporate this through their meeting with the Compliance and Monitoring Manager and Council’s new contractor Cheryl Steiner.

Resolution  WB21-1.4

Moved:       Cr A Henry

Seconded:  Member M Roberts

That the Minutes of the Waihi Beach Community Board Meeting held on 23 November 2020, as circulated with the agenda, be confirmed as a true and accurate record.

Carried

10.1       Chairpersons Report - Waihi Beach Community Board - February 2021

The Board considered a report from the Chairperson. The report was taken as read with further discussion on the below items.

Resolution  WB21-1.5

Moved:       Member R Goudie

Seconded:  Cr A Henry

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

Carried

10.1.1    CCTV

The Board discussed their desire for CCTV cameras at both entranceways into Waihi Beach. The Group Manager Policy, Planning and Regulatory Services advised the Board on the process of Council’s CCTV Policy. The proposal that was within the Long Term Plan (LTP) consultation document was for $50,000 a year for three years. This would be an annual process whereby Community Boards and other community interest groups would be invited to submit their proposals for CCTV cameras within their community or neighbourhood. The CCTV Management Plan would include the strict criteria that would have to be met in order to be considered for funding.

Resolution  WB21-1.6

Moved:       Member R Goudie

Seconded:  Cr A Henry

That the Waihi Beach Community Board would like to see cameras at each entranceway of Waihi Beach, and will be aligning their application to Council’s Policy, when available.

Carried

10.1.2    Community Facility

The Board is going to invite the Community Centre Committee members to the next Waihi Beach Community Board workshop, to discuss possible community facility options.

10.1.3    Village Maintenance Update

The Community Board advised the Roading Engineer (West) that they did not wish to have the town centre logo on the rubbish bin steel bands. For this reason the rubbish bin bands will be replaced with plain bands.

Resolution  WB21-1.7

Moved:       Cr A Henry

Seconded:  Member B Hulme

That the Waihi Beach Community Board requests that the steel bands on the rubbish bins, that are being replaced and do not feature any branding at all.

Carried

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

The Board noted that they were still seeking a meeting with Mana Whenua through the Māori Relationships and Engagement Advisor.

The Deputy Chairperson would continue to liaise with Council staff.

10.1.5    Athenree Homestead Trust

The Board questioned the rationale regarding the recent requirement to install heat sensors, as this was not included in the initial specifications and consequently not budgeted for.

The Board was informed that, in order to be able to open to the public, the Athenree Homestead must hold a current Warrant of Fitness, which was a legal requirement under the Building Act. A building Warrant of Fitness was determined by Independently Qualified People (IQP) who make recommendations to Council. It was noted that the Athenree Homestead was now regarded as a commercial building rather than a homestead, and would therefore require different specifications. 

10.2       Councillor's Report - Waihi Beach Community Board - February 2021

The Board considered at report from Councillor Denyer. The report was taken as read, noting that an amendment to the resolution was required, to capture the author of the report.

The Board would hold a workshop to discuss the Waihi Beach Community Boards submission to the Long Term Plan (LTP), once the consultation document was released. Both Councillor Henry and Councillor Denyer were asked to attend this workshop to provide any required clarification on the consultation document.

The Board was informed that they are able to speak formally to their submission on Tuesday 6 April 2021 in Council Chambers.

Resolution  WB21-1.8

Moved:       Cr J Denyer

Seconded:  Member D Ryan

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

Carried

 10.3      Waihi Beach Community Board - ANZAC Day Commemoration 2021

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

Resolution  WB21-1.9

Moved:       Cr A Henry

Seconded:  Member D Ryan

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

3.     That Chairperson Ross Goudie represents the Waihi Beach Community Board at the ANZAC Day Service at Waihi Beach on 25 April 2021.

Carried

10.4       Trig Lookout Walkway Loop Track

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

Resolution  WB21-1.10

Moved:       Cr A Henry

Seconded:  Member D Ryan

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.

Carried

10.5       Infrastructure Services Report Waihi Beach Community Board February 2021

The Board considered a report from the Deputy Chief Executive. The report was taken as read, with further discussion on the below projects:

·         WestLink would inspect and identify which lighting columns at Pio Shores and Bowentown need replacing. This work will need to be completed before the end of the 2020/2021 financial year.

·         Mowing Levels of Service, particularly between ‘Beach Contractors & Landscape Supplies’ and the Waihi Beach Road/Wilson Road roundabout.

·         Member Ryan noted that he had spoken with the Group Manager Finance and Technology Services to request further information for:

-       Emerton Road to Café Works;

-       Seaforth Road Pedestrian Refuge Islands; and

-       Waihi Beach Village Renewal.

·         The re-painting of the seating on Wilson Road had been completed.

·         Community volunteers would like to replant the garden areas on Wilson Road – the Board was reminded that they would need to work with Council in order to comply with Council’s Health and Safety Policy.

·         The Kerbside Collective – Council is aware of emerging concerns from the Waihi Beach Community residents regarding bins being left out once holiday makers had left their homes, noting that a solution would be in place before the service was implemented. The Board requested this information to be circulated to community members when available.

·         The Board reiterated their request to see a report regarding the feasibility study for the Waihi Beach to Athenree Shared Path, and a report on Two-Mile Creek.

Resolution  WB21-1.11

Moved:       Member R Goudie

Seconded:  Member M Roberts

1.   That the Deputy Chief Executive’s Report, dated 22 February 2021 and titled ‘Infrastructure Services Report Waihi Beach Community Board February 2021’, be received.

Carried

10.5.1    Roading - Parking Bay Area off Wilson Road

At the 23 November 2020 meeting, the Board resolved to fund up to $2,000 to mark up the parking bay area behind the ‘Village People’ store off Wilson Road. Through discussion with the Roading Engineer (West), the Board considered the installation of wheel stops to align vehicles rather than painting directly on stone. For this reason an estimate from WestLink was sought.

The Roading Engineer (West) advised the Board that the estimated installation cost was $8,500. The Board confirmed that the proposed installation for a parking bay area behind the ‘Village People’ store off Wilson Road proceed at the estimated cost of $8,500, with payment from the Waihi Beach Roading Account. It was reiterated that this was subject to final measure.

Resolution  WB21-1.12

Moved:       Cr A Henry

Seconded:  Cr J Denyer

The Waihi Beach Community Board confirm that the proposed installation for a parking bay area behind the ‘Village People’ store off Wilson Road, proceed at the estimated cost of $8,500, with payment from the Waihi Beach Roading Account. It was reiterated that this was subject to final measure.

Carried

10.6       Financial Report Waihi Beach - December 2020

The Board considered a report from the Management Accountant. The report was taken as read.

Resolution  WB21-1.13

Moved:       Member R Goudie

Seconded:  Cr J Denyer

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

Carried

10.7       Council, Standing Committees and Community Board Meetings

Resolution  WB21-1.14

Moved:       Member R Goudie

Seconded:  Cr A Henry

That the draft schedule of meetings for February, March and April 2021, be received.

Carried

process requirement

Resolution  C21-1.1

Moved:       Cr M Grainger

Seconded:  Cr M Gray

That the Senior Governance Advisor’s information report dated 9 February 2021 titled ‘Process Requirement’ be received.

Carried

Apology

Resolution  PP21-1.1

Moved:       Cr K Marsh

Seconded:  Cr M Dean

That the apology for absence from Cr G Dally be accepted.

Carried

9.1         Adoption of the Draft Water Rates Remission Policy 2021 and Draft Multiple Pan Wastewater Remissions Policy 2021 for Public Consultation

The Committee considered a report from the Senior Policy Analyst.  The report was taken as read.

Resolution  PP21-1.2

Moved:       Cr M Murray-Benge

Seconded:  Cr M Gray

1.    That the Senior Policy Analyst’s report dated 18 February 2021, titled “Adoption of the Draft Water Rates Remission Policy 2021 and Draft Multiple Pan Wastewater Remissions Policy 2021 for Public Consultation” 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 draft Water Rates Remission Policy 2021, the accompanying statement of proposal, summary and feedback form, (as appended to the agenda report), are adopted for consultation pursuant to s109 of the Local Government Act 2002, concurrently with the Long Term Plan 2021-31 consultation.

4.     That the draft Multiple Pan Wastewater Remissions Policy 2021, the accompanying statement of proposal, summary and feedback form, (as appended to the agenda report), are adopted for consultation pursuant to s109 of the Local Government Act 2002, concurrently with the Long Term Plan 2021-31 consultation.

Carried

9.2         Proposed draft concept plan and naming proposal for 83 Ford Road, Maketu

The Committee considered a report from the Senior Recreation Planner.  The report was taken as read.  Staff responded to questions as follows:

·           The name ‘Otaiparia’ had been proposed because of its significance to the site, and to an historic Pa discovered during the restoration of the site.  The meaning of Otai was ‘coastal / by the sea’ and the meaning of paria was ‘the flow of the tide’. Following investigation it had been deemed appropriate to promote that name.

·           The marae would be consulted. The name Otaiparia had emerged through the wider Kaituna Re-diversion Project and engagement with the BOP Regional Council.  It was considered to be a contemporary name that reflected the history of the area.

Resolution  PP21-1.3

Moved:       Cr M Dean

Seconded:  Deputy Mayor J Scrimgeour

1.    That the Senior Recreation Planner’s report dated 18 February 2021, titled ‘Proposed Draft Concept Plan and Naming Proposal for 83 Ford Road, Maketu’ be received.

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

3.    That the Policy Committee approves the name Otaiparia Reserve, to be proposed for consultation in accordance with the Council Reserve Management Plan P8 Naming Policy.

4.    That the Policy Committee approves the release of the draft Concept Plans, (as attached to the agenda report), for community consultation under Section 83 of the Local Government Act 2002.

5.    That the indicative costs for implementation of the concept plan, (as set out at paragraph 14 of the agenda report), be referred to the Long Term Plan 2021-2031.

Carried

9.3         Adoption of Elder Housing Section 17A review

The Committee considered a report from the Senior Policy Analyst.  The report was taken as read.

In response to a question, it was advised that the revenue (from rental income) covered the expenditure of providing the activity.

Resolution  PP21-1.4

Moved:       Cr J Denyer

Seconded:  Deputy Mayor J Scrimgeour

1.    That the Senior Policy Analyst’s report dated 18 February 2021, titled ‘Adoption of Elder Housing Section 17A Review’ be received.

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

3.    That the Policy Committee adopts the report titled “Review of the Western Bay of Plenty District Council’s Elder Housing Activity”, (shown as Attachment 1 of the agenda report).

4.    That the report is considered “More Information” and is referenced in the Long Term Plan 2021-2031 Consultation Document, to support Council’s key proposal to retain its Elder Housing activity.

Carried

9.4         Island View Reserve Playground Concept Plan Adoption

The Committee considered a report from the Reserves and Facilities Manager.  The report was taken as read.  Staff responded to questions as follows:

·         With regard to the relationship between the location of the playground and the cycle path, staff considered that there was sufficient separation between these features to provide a ‘buffer’ for the users of both activities. Those features were approximately 10m to 20m apart. As a result, staff had no particular safety concerns in relation to them.

·         Users of the cycle path may be likely to take the path of ‘least resistance’ to connect to the path itself, but routes would be provided between the toilet and the cycle path, avoiding the playground. There would also be a clear route of access from the car park.

·         Options were being considered in relation to the material used to construct the Tuatara.

·         Council had ordered playground equipment, which was expected to take 2-3 months to arrive.  The Contactor was ready to begin. Construction was expected to be completed before the end of the year.  The project was included in this year’s Annual Plan.

Resolution  PP21-1.5

Moved:       Cr M Murray-Benge

Seconded:  Cr M Dean

1.    That the Reserves and Facilities Manager’s report dated 18 February 2021, titled ‘Island View Reserve Playground Concept Plan Adoption’ be received.

2.    That the Reserves and Facilities Landscape Architect’s Report dated 2 February 2021 be received. 

3.    That the Policy Committee adopts the Final Concept Plan - Island View Reserve Playground dated 2 February 2021, shown as Attachment 1 of the agenda report.

Carried

9.5         Draft CCTV Management Plan

The Committee considered a report from the Policy Analyst.  The report was taken as read.  In response to a question, Staff provided an explanation of the Annual CCTV Request process, as outlined in section 12 of the Management Plan attached to the report.  

Resolution  PP21-1.6

Moved:       Cr M Grainger

Seconded:  Cr J Denyer

1.    That the Policy Analyst’s report dated 18 February 2021, titled ‘Draft CCTV Management Plan’ be received.

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

3.    That the Policy Committee adopts the draft CCTV Management Plan (shown as Attachment 1 of the agenda report).

4.    That the CCTV Management Plan is considered ‘More Information’ and is referenced in the Long Term Plan 2021-2031 Consultation Document, to support Council’s key proposal to include a budget of $50,000 per annum for the next three years for new CCTV cameras.

Carried

10.1       Local Electoral (MÃori Wards and MÃori Constituencies) Amendment Bill - Mayor Webber's Submission

Mayor Webber gave an overview of the Submission which he had made on behalf of Council, to the Select Committee considering Māori Wards and Māori Constituencies and the Amendment Bill.  He noted that the Submission outlined Council’s experience and general position in support of the intent of the Bill as it was currently written.

In response to a question from the floor, Mayor Webber clarified that he had made it clear to the Select Committee that Council’s 2017 decision to establish a Māori ward had not been unanimous, but was by way of a significant majority.

Mayor Webber responded to further questions from the floor in relation to the process required to undertake a Representation Review, including full public consultation.

The Chief Executive reiterated that if Council was to undertake another Representation Review out of the ‘6 year timing sequence’, it would be a major commitment for Council and would represent a substantial body of work that would change Council’s work programme.

Resolution  PP21-1.7

Moved:       Cr A Henry

Seconded:  Cr M Grainger

That the Senior Governance Advisor’s report dated 18 February 2021, titled ‘Local Electoral (Māori Wards and Māori Constituencies) Amendment Bill – Mayor Webber’s Submission’ be received and the information noted.

Carried

Cr Murray-Benge requested that her vote against the motion be recorded.

Apologies

Resolution  APLTP21-1.1

Moved:       Mayor G Webber

Seconded:  Cr M Murray-Benge

That an apology for absence from Cr Dally, and apologies for lateness from Cr Marsh and Cr Gray be accepted.

Carried

9.1         Adoption of Draft Overall Revenue AND Financing Policy (including the specific rates policies) for inclusion into the Long Term Plan 2021-31 Supporting Information

The Senior Financial Planner introduced the report noting the following:

·           The Revenue and Financing Policy had been reviewed at an ‘overall’ level and an ‘individual activity’ level. The report recommended that minor changes to the Policy be adopted and that it be taken out for public consultation.

·           Specific Rates Policies had been considered at a workshop in May 2020. There were two that had been amended slightly through the Policy Committee on 18 February 2021, and these would be consulted on, alongside the Long Term Plan. There were no other changes to Council’s Rates Policies.  

Resolution  APLTP21-1.2

Moved:       Mayor G Webber

Seconded:  Cr M Dean

1.    That the Senior Financial Planner’s report dated 18 February 2021, titled ‘Adoption of draft Overall Revenue and Financing Policy (Including the Specific Rates Policies) for inclusion into the Long Term Plan 2021-31 Supporting Information’ be received.

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

3.    That the draft overall Revenue and Financing Policy (set out in pages 2 – 40 of Attachment 1 of the agenda report), including the specific rates policies (set out in page 40 of Attachment 1 of the agenda report), be adopted for public consultation, noting the amendments to the specific Revenue and Financing Policies for the following groups of activities: Community Building, Libraries and Service Centres, Recreation & Leisure, Storm Water and Natural Environment.

4.    That the draft overall Revenue and Financing Policy (set out in pages 2 – 40 of Attachment 1 of the agenda report), including the specific rates policies (set out in page 40 of Attachment 1 of the agenda report), be included in the Supporting Information to the Consultation Document, to give effect to sections 82 and 102(4) of the Local Government Act 2002.

5.    That in accordance with Sections 82 and 102 of the Local Government Act 2002, the draft Revenue and Financing Policy 2021 and the related draft statement of proposal and draft feedback form, (as set out in Attachment 2 of the agenda report) be adopted for public consultation.

Carried

9.2         Adoption of Interest Rate and Inflation Assumptions

The Senior Financial Planner introduced the report noting the following: 

·           For inflation, the report recommended remaining with the ‘Faster Re-build’ Assumption as the most appropriate for the District. Recent events had shown a faster recovery than forecast in September 2020.

·           Council had started with an Interest Rate inflation of 3.8%, which was adopted as part of the Annual Plan. In September 2020 there had been uncertainty about interest rates. Currently, interest rates were stabilising. The report recommended that Council remain at 3.8% as that would allow some flexibility should rates increase. This was expected sooner rather than later.

·           It was important to remember that Council was not looking at the rate for the duration of ten years, but could choose to revise the rate, should the situation change as part of the Annual Plan process. It was beneficial for Council to have a level of financial prudence for the future.

9.38am       Cr Marsh entered the meeting.  

Resolution  APLTP21-1.3

Moved:       Deputy Mayor J Scrimgeour

Seconded:  Cr A Henry

1.    That the Senior Financial Planner’s report dated 23 February 2021, titled ‘Adoption of Interest Rate and Inflation Assumptions’ 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 Business and Economic Research Limited (BERL) Economic Inflation ‘Faster Rebuild’ Assumptions (as set out in Attachment 1 of the agenda report) are adopted for the purposes of preparing the 2021–2031 Long Term Plan.

4.    That the Interest Rate Assumptions, as follows, are adopted for the purpose of preparing the 2021–2031 Long Term Plan.

Carried

9.3         Adoption of the Consultation Document and the Supporting information for the Long Term Plan 2021-2031, and the draft Schedule of Fees and Charges 2021-2022

The Chairperson welcomed Audit New Zealand representatives, Clarence Susan (Audit Director) and Warren Goslett, (Audit Manager), who were in attendance for the item.

The Policy and Planning Manager introduced the report noting the following:

·           The report sought the adoption of the Consultation Document, Supporting Information and draft Schedule of Fees and Charges.

·           Council had undertaken a series of workshops over the last fourteen months and had robustly considered these documents. The package of information reflected the direction that Elected Members had given to staff in those workshops, and the resolution they had passed in September 2020.   

·           The proposed consultation approach was also set out in the report and was consistent with discussions held at the LTP workshop held on 2 February 2021.

·           A ‘Frequently Asked Questions’ sheet providing a guide for engagement purposes was being prepared by staff and would be circulated to Councillors in advance of the consultation period.

Audit NZ in response to questions of clarification

At the invitation of the Chairperson, Clarence Susan, (Audit Director), provided comments and responses to questions as follows:

·           In terms of change happening in the region, the Bay of Plenty Regional Council (BOPRC) recently had its Consultation Document adopted with a significant rates increase. Tauranga City Council (TCC) had not yet issued its Consultation Document, although there were indications of a rates increase. 

·           It was suggested that Western Bay of Plenty District Council (WBOPDC) could manage any communications relevant to the Consultation Document, to inform its communities, in an appropriate way through its Communications Team.

·           Audit NZ’s role was to ensure that the documentation was clear in its intent, and that it fulfilled the purpose of section 93G, which was to form a good basis for consultation. If it was not appropriately and clearly informing the public, ergo, it would not fulfil the purpose of section 93G.

·           From Audit NZ’s perspective, when reviewing WBOPDC’s Consultation Document, it was considered that it fulfilled its purpose under section 93G, and the document was based on the best available underlying information. As it was a document that was “looking forward”, it was based on assumptions, growth projections, inflation, and all related matters that “came into play”.  In the next 2-3 years, WBOPDC also had its Annual Plans and, in Audit’s opinion, to address the potential impact of the ‘Three Waters Reform’. Currently, the LTP assumption was that three waters activities would stay with WBOPDC, although there were further decisions being made in 2021, in respect of this. If that did not have a significant impact on WBOPDC, then a LTP amendment would have to be done for the next two years to the end of that project.

·           WBOPDC was advised to proceed to go out with its Consultation Document as prepared.

Through the Chair, the Chief Executive Officer advised that, in response to matters raised by the Mayor, and in respect of Audit NZ’s advice, there was no issue with Council managing appropriate and timely communications through its Communications Team, in support of the Consultation Document, which would remain as prepared. 

9.49am      Cr Gray entered the meeting.

The Chairperson advised that the motion would be taken in parts as follows: 

Resolution  APLTP21-1.4

PART 1

Moved:       Mayor G Webber

Seconded:  Cr A Henry

1.    That the Policy and Planning Manager’s report dated 11 February 2021, titled ‘Adoption of the Consultation Document and the Supporting Information for the Long Term Plan 2021-2031, and the draft Schedule of Fees and Charges 2021-2022’, be received.

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

3.    That in accordance with section 93G of the Local Government Act 2002, the Long Term Plan 2021-2031 Supporting Information, (shown as Attachment B of the agenda report), be adopted for the purposes of providing supporting information for the Long Term Plan 2021-2031 Consultation Document.

Carried

Audit NZ Report

At the invitation of the Chairperson, Clarence Susan gave a brief overview, noting that the Auditors had considered all information provided, including financial strategy and infrastructure strategy.  He advised that, coming out of a ‘Covid-19 environment’, councils had found themselves in a pressured position and that was still the case. Mr Susan commended the WBOPDC staff who had produced the Consultation Document under such circumstances.

Resolution  APLTP21-1.5

PART 2

Moved:       Cr J Denyer

Seconded:  Cr A Henry

4.     That in accordance with section 93C(4) of the Local Government Act 2002, the Audit Report on the draft Long Term Plan 2021-2031 Consultation Document be received.

5.     That in accordance with section 93A of the Local Government Act 2002, the audited draft Long Term Plan 2021-2031 Consultation Document (as set out in Attachment A of the agenda report) be adopted for the purpose of consultation from 8 March 2021 to 9 April 2021.

6.     That in accordance with Sections 82 and 150 of the Local Government Act 2002, the draft Schedule of Fees and Charges 2021-2022, (amended to retain the fee category for fireworks permits), and the related draft statement of proposal and draft feedback form, (as set out in Attachment C of the agenda report), be adopted for public consultation.

7.     That the Chief Executive Officer be delegated authority to make minor editorial changes to the supporting information documentation if required.

Carried

9.4         Community Board Requests - Recommendations for Inclusion into Long Term Plan 2021 - 2031

The Committee considered an information report from the Customer Services and Governance Manager. The Policy and Planning Manager introduced the report as follows:

·         The report summarised recommendations received from the Community Boards late last year, in relation to ‘project-related’ items they sought to include in the Long Term Plan (LTP).

·         The table in the report set out how those requests were currently provided for (or otherwise), within the supporting information and financials for the LTP. 

·         It was hoped this would be a useful document to inform submissions the Community Boards may wish to make to support the inclusion of items currently shown, or perhaps to ask for items that were currently not included.

·         It appeared that the Community Boards may wish to wait for the formal consultation period to make their submissions.

The Group Manager Policy, Planning and Regulatory Services advised that, at the Waihi Beach Community Board meeting the previous night, the Board had indicated that, due to the timing of that Board’s scheduled meetings, they had been unable to formally resolve a position in relation to the items they would like to see included in the LTP. However, an email had been sent in lieu of formal resolutions.

Resolution  APLTP21-1.6

Moved:       Cr M Murray-Benge

Seconded:  Cr M Grainger

That the Customer Services and Governance Manager’s report dated 23 February 2021, titled ‘Community Board Requests – Recommendations for Inclusion into Long Term Plan 2021-2031’, be received.

Carried

Public Forum Adjourn Meeting

Resolution  C21-2.1

Moved:       Cr M Grainger

Seconded:  Cr K Marsh

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

Carried

Public Forum Meeting Reconvened

Resolution  C21-2.2

Moved:       Cr A Henry

Seconded:  Cr M Gray

That the meeting reconvene in formal session.

Carried

8.1         Minutes of the Katikati Community Board Meeting held on 3 February 2021

Resolution  C21-2.3

Moved:       Cr J Denyer

Seconded:  Cr A Henry

1.       That the Minutes of the Katikati Community Board Meeting held on 3 February 2021 be received.

Carried

9.1         Minutes of the District Plan Committee Meeting held on 24 August 2020

Resolution  C21-2.4

Moved:       Cr M Dean

Seconded:  Cr M Murray-Benge

         That the Minutes of the District Plan Committee meeting held on 24 August 2020 are confirmed as a true and correct record and the recommendations therein are adopted.

Carried

9.2         Minutes of the Katikati - Waihi Beach Ward Forum Meeting held on 3 December 2020

Resolution  C21-2.5

Moved:       Cr A Henry

Seconded:  Cr J Denyer

That the Minutes of the Katikati - Waihi Beach Ward Forum Meeting held on 3 December 2020 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.3         Minutes of the Kaimai Ward Forum Meeting held on 10 December 2020

Resolution  C21-2.6

Moved:       Cr D Thwaites

Seconded:  Cr M Murray-Benge

That the Minutes of the Kaimai Ward Forum Meeting held on 10 December 2020 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.4         Minutes of the Maketu - Te Puke Ward Forum Meeting held on 15 December 2020

Resolution  C21-2.7

Moved:       Cr K Marsh

Seconded:  Cr M Gray

That the Minutes of the Maketu - Te Puke Ward Forum Meeting held on 15 December 2020 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.5         Minutes of the Council Meeting held on 17 December 2020

Resolution  C21-2.8

Moved:       Cr M Grainger

Seconded:  Cr M Dean

That the Minutes of the Council Meeting held on 17 December 2020 are confirmed as a true and correct record and the recommendations therein are adopted.

Carried

9.6         Minutes of the Audit and Risk Committee Meeting held on 17 December 2020

Resolution  C21-2.9

Moved:       Cr J Denyer

Seconded:  Deputy Mayor J Scrimgeour

That the Minutes of the Audit and Risk Committee Meeting held on 17 December 2020 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.7         Minutes of the Performance and Monitoring Meeting held on 2 February 2021

Resolution  C21-2.10

Moved:       Cr D Thwaites

Seconded:  Cr A Henry

That the Minutes of the Performance and Monitoring Meeting held on 2 February 2021 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.8         Minutes of the Council Meeting held on 9 February 2021

Resolution  C21-2.11

Moved:       Cr M Murray-Benge

Seconded:  Deputy Mayor J Scrimgeour

That the Minutes of the Council Meeting held on 9 February 2021 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.1       Recommendatory Report from Audit and Risk Committee - Review of Treasury Policy

The Committee considered a report dated 25 February 2021 from the Group Manager Finance and Technology Services.  The report was taken as read.

Resolution  C21-2.12

Moved:       Cr M Grainger

Seconded:  Cr J Denyer

1.    That Council adopt the revised ‘Treasury Policy’ as presented at the Audit and Risk Committee meeting on 17 December 2020 (attachment 1).

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.

Carried

10.2       Recommendatory Report from Performance and Monitoring Committee - Waihi Beach Rock Revetment - Council Landowner Consented Coastal Protection Works

The Committee considered a report dated 25 February 2021 from the Utilities Manager.  The report was taken as read.

Resolution  C21-2.13

Moved:       Cr D Thwaites

Seconded:  Cr G Dally

1.     That Council approves the private construction of consented coastal works on Council reserve, Lot 125 DP35465 Waihi Beach, subject to the conditions, including:

·    A resource consent being granted by Bay of Plenty Regional Council;

·    Consent and construction fully funded by owners;

·    Agreement with Council on operational cost and responsibilities; and

·    Council funding construction, but not design, and consenting costs for the Elizabeth Street Reserve section.

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

Carried

10.3       Recommendatory Report From Performance and Monitoring Committee - Te Rereatukahia Wastewater Scheme Connection Costs

The Committee considered a report dated 25 February 2021 from the Asset and Capital Manager.  The report was taken as read.

Resolution  C21-2.14

Moved:       Cr A Henry

Seconded:  Cr M Dean

1.       That Council approve that no connection charge is to be applied to the Te Rereatukahia Wastewater Scheme.

2.       That Council notes the cost of connection is not being sought from individual property owners in this instance.  Forgoing this revenue is recognised as Council’s financial contribution to the project, given that the capital costs are met from external funding (Three Water’s review CIP funding in this instance).  The scale and proportion of the external funding has been a determining factor for this decision.  Connection for Marae and Community Halls (Whare Kai, Whare Paku etc.) do not incur a connection fee, as this recognises the value of these facilities to community wellbeing.

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

Carried

10.4       Local GoverNment Funding Agency Limited's 2020 Annual General Meeting Outcome

The Committee considered a report dated 25 February 2021 from Group Manager Finance and Technology Services.  The report was taken as read.

Resolution  C21-2.15

Moved:       Cr J Denyer

Seconded:  Cr G Dally

That the Group Manager Finance and Technology Services’ report dated 25 February 2021 titled ‘Local Government Funding Agency Limited’s 2020 Annual General Meeting Outcome’ be received.

Carried

10.5       Mayor's Report to Council 25 February 2021

The Committee considered a report dated 25 February 2021 from Executive Assistant Mayor/CEO.  The Mayor spoke to the report noting the following updates:

·         Tauranga City Council (TCC)

New Commissioners had been appointed and it was encouraging to hear their comments and the questions they were asking.

·         SmartGrowth

There was now a vacancy for an independant Chairperson.   It was necessary for SmartGrowth to implement change and to accomplish what had been put in the Long Term Plan.

·         Three Waters

The CEO thanked staff for work done to date as it hadn’t been an easy task gathering data for the Request for Further Information (RFI) from the Department of Internal Affairs (DIA).  Elected members were encouraged to attend the ‘Zone Two’ meeting to be held on 26 March 2021 in Hamilton where there would be a DIA status update.

·         Boundary Change in Belk Road, Keenan Road and Tara Road Areas

These changes had now been completed.  There had been approaches from Tauriko Business Estate regarding further extension.

Resolution  C21-2.16

Moved:       Mayor G Webber

Seconded:  Cr M Dean

That the Senior Executive Assistant - Mayor/CEO’s report dated 25 February 2021 titled ‘Mayor’s Report to Council 25 February 2021’ be received.

Carried

10.6       Audit and Risk Committee Membership - Reappointment of Chairperson and Deputy Chairperson

The Committee considered a report dated 25 February 2021 from the Senior Governance Advisor.  The report was taken as read.

Resolution  C21-2.17

Moved:       Cr A Henry

Seconded:  Deputy Mayor J Scrimgeour

1.    That Mayor Webber’s report dated 25 February 2021 titled ‘Audit and Risk Committee – Reappointment of Chairperson and Deputy Chairperson’ 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 Council be advised that the Chairperson of the Audit and Risk Committee, Mayor Webber, wishes to vacate the position, and hereby appoints Councillor James Denyer as Chairperson of the Audit and Risk Committee, pursuant to Section 41A(3)(c) of the Local Government Act 2002.

4.    That Council appoints the following person as Deputy Chairperson of the Audit and Risk Committee:

·    Councillor Murray Grainger.

5.     That Council accepts a recommendation from the Audit and Risk Committee to undertake a process to appoint an Independent Subject Matter Expert to the Audit and Risk Committee.

Carried

10.7       Ōmokoroa Settlers Hall Lease 2020 to 2050

The Committee considered a report dated 25 February 2021 from the Legal Property Officer Reserves and Facilities.  The report was taken as read.

Resolution  C21-2.18

Moved:       Cr M Murray-Benge

Seconded:  Cr M Grainger

1.       That the Legal Property Officer’s report dated 25 February 2021 titled ‘Omokoroa Settlers Hall Lease 2020-2050’ 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.       The Council, in its capacity as administrating body of Part Allotment 247 SO 24060 Te Puna Parish, grants Omokoroa Settlers Hall Society a lease of approximately 506m² for the purpose of a Community Hall from 1 December 2020 to 30 November 2025 with the ability to renew the lease 5 more times for a period of 5 years each.

Carried

10.8       Ōmokoroa Plan Change Process

The Committee considered a report dated 25 February 2021 from the Senior Policy Analyst Resource Management.  The report was taken as read.

Resolution  C21-2.19

Moved:       Cr M Grainger

Seconded:  Cr A Henry

1.    That the Senior Policy Analyst’s report dated 25 February 2021 titled ‘Ōmokoroa Plan Change Process’ be received.

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

3.    That staff continue to prepare an application to use the Streamlined Planning Process and report back to Council for confirmation prior to lodging the application. 

Carried

10.9       Chief Executive Information Report

The Committee considered a report dated 25 February 2021 from the Executive Assistant Mayor/CEO.  The report was taken as read.

Resolution  C21-2.20

Moved:       Mayor G Webber

Seconded:  Cr J Denyer

That the Executive Assistant Mayor/CEO’s report dated 25 February 2021 titled ‘Chief Executive Information Report’ be received.

Carried

Apology

Resolution  PM21-2.1

Moved:       Cr M Murray-Benge

Seconded:  Cr M Dean

That the apology for lateness from Cr M Grainger and for absence from Cr K Marsh be accepted.

Carried

LATE ITEM

The Chairperson advised there was a confidential late item for the Committee to consider for inclusion in the Public Excluded section of the agenda, being ‘Property Acquisition – 109 Clarke Road’.

Resolution  PM21-2.2

Moved:       Mayor G Webber

Seconded:  Deputy Mayor J Scrimgeour

That, in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act, the report titled ‘Property Acquisition – 109 Clarke Road’ be accepted as a late item of business and be included as an item on the public excluded section of the agenda.

Carried

Public Forum Adjourn Meeting

Resolution  PM21-2.3

Moved:       Cr A Henry

Seconded:  Cr M Gray

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

Carried

Public Forum Meeting Reconvened

Resolution  PM21-2.4

Moved:       Cr M Grainger

Seconded:  Cr M Dean

That the meeting reconvene in formal session.

Carried

9.1         Group Manager Finance and Technology Services Report

The Committee considered a report dated 16 March 2021 from the Group Manager Finance and Technology.  The report was taken as read.

Resolution  PM21-2.5

Moved:       Cr J Denyer

Seconded:  Cr M Dean

       That the Group Manager Finance and Technology Services report dated 16 March 2021 titled ‘Group Manager Finance and Technology Services Report’ be received.

Carried

9.2         Schedule of Payments for the Month of January 2021

The Committee considered a report dated 16 March 2021 from the Group Manager Finance and Technology Services.  The report was taken as read.

Resolution  PM21-2.6

Moved:       Cr M Murray-Benge

Seconded:  Cr A Henry

That the Acting - Finance Manager’s report dated 16 March 2021 titled ‘Schedule of Payments for the Month of January 2021’ be received.

Carried

9.3         Omanawa Falls & McLaren Falls Briefing - Tauranga City Council

The Committee considered a report dated 16 March 2021 from the Executive Assistant Senior Team Administrator Infrastructure Services.

The Chairperson welcomed the representatives from TCC, TBOP and the Omanawa Falls residents.  Mr Koro Nicholas (representative Ngati Hangarau Hapu) opened the presentation with a welcome in Te Reo, and the TCC Director Spaces and Places spoke to a power point presentation providing a summary under the following headings:

·         Omanawa Background;

·         Omanawa Principles (developed by Ngāti Hangarau Hapu to guide decision making on the project);

·         Omanawa Falls Project (including Council direction, partnership and active collaboration, and cultural significance);

·         Omanawa Access programme (a timeline);

·         Omanawa Falls – Summer 2020/2021 (Ngātai Hangarau Kaitiaki programme: 22 December 2020 – April 2021 and outcomes);

·         Communication (informing neighbours, active consultation, Project Leo);

·         The Omanawa Experience; and

·         Omanawa ownership.

The General Manager Community Services thanked WBOPDC for the opportunity and said that Tauranga City Council’s door was always open for questions.

Presenters responded to questions as follows:

·         The flying fox located on the site was used by workers only, to get to the power station to carry out any works needed – it was not for public use.

·         Currently there were three stages to the programme – green, amber and red.  TCC were still completing the design process and wheelchair accessibility was still to be considered.

·         There was no thought, at this stage, to charge people to access the Falls.  However, there had been suggestions around charging for guided tours.

·         There had been a number of signs put up around the area to divert traffic to McLaren Falls.

Resolution  PM21-2.7

Moved:       Cr A Henry

Seconded:  Cr M Gray

That the presentation by the General Manager Community Services, Tauranga City Council, dated 16 March 2021 titled ‘Omanawa Falls & McLaren Falls Briefing – Tauranga City Council’ be received.

Carried

9.4         Waka Kotahi - SH2 Safety Works

The Committee considered a report dated 16 March 2021 from the Executive Assistant Senior Team Administrator Infrastructure Services.

The Chairperson welcomed Chris Farnsworth and Alister McCaw of Waka Kotahi who spoke to a power point presentation regarding Options 3 and 4a for State Highway 2 – Waihi to Omokoroa, noting the following:

·         All in all the project was progressing well, ahead of time and budget.

·         Traffic flows had been relatively good, with some problems in some areas that were being worked on.

·         There had been delays due to difficulties in getting earthworks and storm water consents, but work was continuing on this.

·         Crash statistics had dropped significantly since 2020.  This was possibly due to all the data not being collected at this stage and the traffic management in place in many areas.

·         Waka Kotahi now had approval to start the design process for a median barrier between Katikati and Omokoroa.  The focus was to try to build two roundabouts this coming summer.

·         A median barrier could only be installed if there was ‘safe turning’ at regular frequencies (about every three kilometres). When putting in a roundabout, technical issues, consents and land availability had to be taken into consideration. 

·         There were eight locations being considered for roundabouts, although only five or possibly six were needed.

·         Upon completion of two roundabouts, in a very short time frame a median barrier would be built between them.

·         When looking at options available for State Highway 2, ‘Option 3’ was to widen the road, and ‘Option 4a’ was to put a median barrier from Waihi to Omokoroa.  Option 4a was estimated to provide an eighty percent reduction in ‘serious death and injury’.

11:14am       Cr Henry entered the meeting.

Presenters responded to questions as follows:

·         The speed limit, after the installation of the roundabouts, was still to be determined and would have to take into consideration the extra journeys people would have to make because of the roundabouts .

·         The site of the two roundabouts due to be built this summer would be the ones that would be easiest to build, taking into consideration site, consents and technical issues.

Resolution  PM21-2.8

Moved:       Cr J Denyer

Seconded:  Cr A Henry

That the presentation by Waka Kotahi (NZTA) dated 16 March 2021 titled ‘Waka Kotahi – SH2 Safety Works’ be received.

Carried

9.5         Tirohanga Road Sealing

The Committee considered a report dated 16 March 2021 from the Transportation Manager who spoke to the report noting the following:

·         Mr R Rolleston came to the Performance and Monitoring Committee meeting on                            13 October 2020 asking Council to reconsider their Seal Extension Policy for Matakana Island.

·         As a result of a decision relating to the Tirohanga Road seal extension at the Performance and Monitoring Committee Meeting on 2 February 2021, Mr R Rolleston was informed that the extension would be progressed.  In response, residents of the area had submitted a petition suggesting options and alternatives in delivering the seal extension on Matakana Island.

·         The main request was for Council to re-consider the criteria and potentially move some of the Tirohanga Road investment down on to Matakana Point Road, effectively swapping/taking off 800 metres off the end of Tirohanga Road and putting it down on Matakana Point Road.  Doing this would mean that other pieces of the unsealed road would sit uncompleted.

·         The recommendation, at this time, was to place the project on hold and arrange to meet with the residents of the two Roads in question, to inform them of Council’s Policy and why it was planned to fully seal Tirohanga Road as opposed to Matakana Point Road.  It would also be an opportunity to discuss the options of whether or not there was support for delaying or changing the delivery and obtaining feedback from the residents. 

Staff responded to questions as follows:

·         The Deputy CEO clarified that, in terms of rankings, if the two roads were split, the part that was left out at the top of Tirohanga Road would be at the top of Council’s next program. 

·         Council had a ‘Stock Policy’ where farmers were required to maintain their entranceways and stock crossings.  Some adhered to this, but others did not, which created extra work for Council.

·         Council did a count of the unsealed roads every year.  The last three counts were taken as an average, which was a ‘floating average’ over time.  Anything that was outside the standard deviation was not used, for example, Kiwifruit picking season where there was a lot more traffic.

Resolution  PM21-2.9

Moved:       Mayor G Webber

Seconded:  Deputy Mayor J Scrimgeour

1.    That the Transportation Manager’s report dated 16 March 2021 titled ‘Tirohanga Road Sealing’ 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 Committee notes the Tirohanga Road Sealing Project is on hold.

4.     That a meeting is held with the residents of Matakana Island to discuss the issues raised in the petition dated 11 February 2021.

Carried

9.6         Road Controlling Authorities (RCA) Report - 2019/2020 Western Bay of Plenty District Council

The Committee considered a report dated 16 March 2021 from the Transportation Manager.  The report was taken as read.

Resolution  PM21-2.10

Moved:       Cr M Grainger

Seconded:  Cr M Murray-Benge

That the Transportation Manager’s report dated 16 March 2021 titled ‘Road Controlling Authorities (RCA) Report - 2019/2020 Western Bay of Plenty District Council’ be received.

Carried

9.7         Ōmokoroa Cycleway Safety Report

The Committee considered a report dated 16 March 2021 from the Transportation Manager.  The report was taken as read.

Staff responded to questions as follows:

·         The Deputy CEO advised that Council was going through the process of fixing minor issues along the cycleway.  However, there were issues with Te Puna Road, Borell Road and Snodgrass Road that they were addressing.   Placing cones around entranceways was a more economical option for some of the issues. 

·         The project section from the Bridge into Bethlehem had been transferred to TCC.

·         Council would implement improvements at certain places, monitor and then assess the area.  The more minor issues would be attended to first.  The Committee supported this approach.

·         Creating visibility around driveways was the responsibility of the driveway owners.

·         The ‘shared path’ standard width was now three metres.  Not all areas had pathways this width.

Resolution  PM21-2.11

Moved:       Cr M Murray-Benge

Seconded:  Cr A Henry

1.    That the Transportation Manager’s report dated 16 March 2021 titled ‘Ōmokoroa Cycleway Safety Report’ 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 staff investigate the options and costs required to address the variable path width along Borell Road.

4.      That Council addresses the key entranceways along the cycle path and advise the owners what they are able to do as far as signage is concerned.

5.    That staff monitor the Ōmokoroa to Tauranga Cycleway safety concerns raised by the safety audit team concerning the path along Borell Road.

Carried

9.8         Two Mile Creek Bank Protection Works

The Committee considered a report dated 16 March 2021 from the Utilities Manager.  The report was taken as read.

Staff responded to questions as follows:

·         The new proposed contract had reduced the cost of the works by $1 million.

·         Council needed to inform the property owners of the new design and finalise getting the remaining owners to sign off on the works.  A meeting would be scheduled with owners at Waihi Beach.

·         Bay of Plenty Regional Council (BOPRC) was being consulted around the new design.

·         The Contract needed to be finalised with Brian Perry Civil (Engineering).

·         Under their current Resource Consent,  Council could not enter the stream from June through to November.   As a result of this, the works process would be spread over two years.

Resolution  PM21-2.12

Moved:       Cr J Denyer

Seconded:  Cr A Henry

1.    That the Utilities Manager’s report dated 16 March 2021 titled ‘Two Mile Creek Bank Protection Works’ 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 Council increase the budget for Two Mike Creek Bank Protection Works from $4,000,000 to $5,975,000, funded from a transfer from other stormwater projects, in accordance with the attached schedule.

4.     That it be noted the construction period for the Two Mile Creek works will be over the 2020/21/22/23 financial years, subject to resolving land entry agreements.

Carried

Cr Thwaites voted against the recommendations.

9.9         Kerbside Collection Implementation

The Committee considered a report dated 16 March 2021 from the Utilities Manager who spoke to a power point presentation summarising the following points:

·         Service Connections;

·         Cost for Recycling Kerbside Collection Service;

·         Other Customers;

·         Private Roads;

·         Map of Outlets – Eastern/Western;

·         Top six customer questions;

·         Communication;

·         Website;

·         Collection Day Map (Provisional);

·         Roads that had been added either by public demand or missed on database;

·         Collection area future draft policy to extend collection;

·         Multi-dwelling properties;

·         WBOPDC municipal truck build programme update and fleet profile;

·         Implementation plan;

·         What the team were working on;

·         Next Steps;

·         Calendar Year (continue with collections as scheduled on public holidays);

·         Central Government announcement; and

·         No. 5 Plastics – in or out?

Staff responded to questions as follows:

·        Residents needed to be informed about ‘No. 5 plastics’ and a decision needed to be made whether or not to include this type of plastic in the recycling process.

·        Council staff were continuously working on refining the processes being set for the pick up of rubbish/waste, especially regarding disadvantaged residents.

·        Council was considering the use of smaller Contractors to cover private roads.

Resolution  PM21-2.13

Moved:       Cr A Henry

Seconded:  Cr M Murray-Benge

That the Utilities Manager’s report dated 16 March 2021 titled ‘Kerbside Collection Implementation’ be received.

Carried

9.10       Operational Risk Report March 2021

The Committee considered a report dated 16 March 2021 from the Deputy Chief Executive Officer/ Group Manager Infrastructure Services (Deputy CEO), who along with the Transportation Manager, spoke to a power point presentation noting the following:

·         Possible options for Beach Road;

·         No. 1 Road Traffic Management;

·         Waiari Water Main – No. 1 Road;

·         Seal Extension prioritisation (to note was that the new priority list being developed in accordance with Policy was due for the 27 April 2020 meeting);

·         Mountain Road update; and

1:20pm    Cr Gray entered the meeting.

·         Maketu Road Cycleway.

CHANGE TO ORDER OF BUSINESS

The Chairperson requested that the next item of business be confidential item 11.4: ‘Property Acquisition – 109 Clarke Road’ in order to allow four Committee members to be released from the meeting.

Resolution  PM21-2.14

Moved:       Cr M Grainger

Seconded:  Cr M Dean

That confidential agenda item 11.4 ‘Property Acquisition – 109 Clarke Road’ be the next item of business in order to allow four Committee members to be released from the meeting.

Carried

Resolution  PM21-2.15

Moved:       Cr G Dally

Seconded:  Cr J Denyer

1:25pm

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Carried

MINUTES RESUMED IN OPEN SESSION AT 1:51PM

Present

Cr D Thwaites (Chairperson), Mayor G Webber, Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr M Gray, Cr A Henry, Cr M Murray-Benge and Deputy Mayor J Scrimgeour

In Attendance

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services),          J Pedersen (Group Manager People and Customer Services), K Perumal (Group Manager Finance and Technology Services), R Davie (Group Manager Policy Planning and Regulatory Services),         G Payne (Strategic Advisor), J Paterson (Transportation Manager), K Hill (Utilities Manager),              P Watson (Reserves and Facilities Manager), and C Irvin (Senior Governance Advisor).

9.10   Operational Risk Report March 2021 continued:

The Deputy CEO spoke to a power point presentation noting the following:

·         Eastern Comprehensive Water Take Consent;

·         3 Waters CIP – Key Updates;

·         Omokoroa Road Urbanisation

1:55pm     Mayor Webber, Cr Scrimgeour, Cr Gray and Cr Henry withdrew from the meeting.  

·         Precious Reserve Golf Course Stormwater Bund;

·         Waihi Beach Trig Lookout to Dam Loop Trail;

·         Te Puke to Rangiuru Business Park shared path; and

·         Omokoroa to Pahoia cycleway connection.

Resolution  PM21-2.16

Moved:       Cr M Grainger

Seconded:  Cr G Dally

That the Deputy Chief Executive’s Report dated 16 March 2021 titled ‘Operational Risk Report March 2021’ be received.

Carried