Agenda of Waihi Beach Community Board Meeting

Waihi Beach Community Board Meeting Minutes

19 April 2021

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihi Beach Community Board Meeting No. WB21-2
HELD IN THE Waihi Beach Community Centre
ON Monday, 19 April 2021 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

G Allis (Deputy CEO/Group Manager Infrastructure Services), A Hall (Roading Engineer West) and P Osborne (Senior Governance Advisor)

15 members of the public, including Katikati Community Board Member Clements

3 Apologies

Nil

4 Consideration of Late Items

The Chairperson advised there was one late item for the Board to consider for inclusion in the open section of the agenda, being Waihi Beach Historical Trail Information Boards.

The reason that this item was not included on the agenda was due to the information not being available in time and it could not be delayed to the next scheduled Board meeting because the Waihi Beach Community Board wished to progress the project.

Resolution WB21-2.1

Moved: Cr A Henry

Seconded: Cr J Denyer

That in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of open business:

9.7 Waihi Beach Historical Trail Information Boards

Carried

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)

· Member Roberts declared an interest in item 9.7 Waihi Beach Historical Trail Information Boards.

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 WB21-2.2

Moved: Cr A Henry

Seconded: Member D Ryan

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

Carried

Ruth Parsons – Broadlands Block Rejuvenation Committee

Ms Parsons provided the Board with the below updates:

· Thanked Rachel Coll, principal of Waihi Beach Primary School, for undertaking discussions with local iwi and confirmed a new name for “Broadlands Block”. The Broadlands Block Rejuvenation Committee would like to put forward a request to Council for an official name change to “Te Mata”.

· Approval from iwi to progress work had been sought.

· Spraying was undertaken by Waihi Environmental Trust (W.E.T).

· A quote had been received from W.E.T of $800 to undertake clearing of weeds for the area adjacent to the skate park.

· First planting of close to a thousand native trees will start on 25 June 2021, to coincide with Matariki. An invite will go out to community members.

· The Broadlands Block Rejuvenation Committee will be applying for Council’s Matching Fund Grant for this ongoing project.

Ms Parsons also asked Council why it was taking so long for Waihi Beach to get CCTV cameras, when other towns in the District already had them. The Deputy Chief Executive noted that if Council approved the $50,000 a year for CCTV cameras, there would be a prioritisation process to identify where the greatest demand was. This will initially be undertaken in conjunction with the Police, and review of the current crime statistics.

The Board noted that they have included this in their Long Term Plan (LTP) submission, and they will be submitting an application if the CCTV Policy is approved by Council.

Nicky Austin – Waihi Beach Events and Promotions

Ms Austin was in attendance on behalf of Waihi Beach Events and Promotions, noting the below updates:

· A plan for the year had been produced, allowing the group to also create a strong funding plan.

· The Eco-Walking Festival was in progress, and with the help of good promotion, a majority of the walks had been sold out. Due to rain the festival would most likely span across three weeks rather than two weeks.

· TIDE Waihi Beach will be happening 28 April 2021.

· Waihi Beach “Beach Clean Up Autumn” will be happening at the end of May 2021.

· Events and Promotions are taking over the “Over the Top Fun Run”.

· ANZAC Bay Event “Summer Kick Off” was in the works, with more information to come at the next Waihi Beach Community Board meeting.

· The Autumn addition of the “It’s about time” magazine had been produced and the Winter addition was now underway.

· The Walking and Cycleway brochure will be released shortly, following information on the new Trig Walkway being received.

· Events and Promotions had been undertaking ‘Relationship Building’ with Council, Creative Bay of Plenty, Tourism Bay of Plenty and The Fox. It was also noted that the group had conversations with Dave MacCalman from Halberg Trust, regarding funding options for the disability beach mats.

The Board was informed of the opening hours for the Information Centre heading into Winter, noting that the reason this has been closed some days, is due to volunteers being unwell.

Doug Longdill – Waihi Beach Environment Society

Mr Longdill was in attendance to provide the Board with an update regarding trapping that the Waihi Beach Environment Society had undertaken over the last few months.

There were people trapping in the Athenree Wetlands, the Beach Road Gorge area, Orakawa Reservoir, Bowentown Reserve and 3 Mile Creek areas. There had been a lot of success over the last few months in the number of pests that had been caught due to the trapping that was undertaken.

The Society noted that they struggle to find volunteers to help with the trapping lines, and that despite the work that the Society was doing, there was still a lot of work that could be done, especially within the Orakawa Area.

The Society noted that, if there were any initiatives from Council in relation to pest control, they would like to collaborate.

The Board noted that there was a Predator Free Hui being held 3 May 2021, and that on 5 May 2021, at the Waihi Beach Library, a Council Staff member would be available to discuss Matching Fund applications.

Mike Hickey – Various Items

Mr Hickey was in attendance to speak on the below items:

· Thanked Council for the tarsealing that has been completed around town; and

· Requested that the Community Board receive notification once the proposed new apartments consent was received. Mr Hickey was of the belief that this should be publicly notified.

Mr Hickey raised the on-going issue relating to dogs on beaches, asking Council how members of the public could recognise the monitors and community ambassadors, and why they were not patrolling the full hours that dogs were prohibited from the Beach i.e. weekends. Mr Hickey gave two examples of incidents that had occurred since the last meeting.

The Board noted that Cheryl Steiner had consulted with the Community Board following the last Community Board meeting.

John Clements – Smart Technologies Future Conference

Mr Clements was in attendance to inform the Board on the successful Smart Technologies Future Conference held for community members from Waihi Beach to Katikati, to enhance digital capability. Mr Clements also noted that there was an introduction for all residents, to the Katikati Hub, and that the Katikati Library will be offering digital courses for those interested.

Bryce Bevin – Waihi Beach Action Plan

Mr Bevin was in attendance to speak to the Board about the Katikati-Waihi Beach Action Plan, noting that he was of the opinion that nothing on the action plan had been achieved.

Mr Bevin gave his opinion on what he believed could be done to help action some of the items.

The Board was advised that the speed signs are being installed throughout the district, and are currently working in the Te Puke/Paengaroa end of the District. The installation of the new speed signs has a goal end date of mid May 2021.

The Board noted that they will discuss pedestrian crossings with the Roading Engineer (West) at their upcoming workshop.

Keith Hay – Katikati-Waihi Beach Residents and Ratepayers Association

Mr Hay was in attendance to highlight the below issues to the Board:

· He was of the belief that the minutes from the 22 February 2021 meeting were incorrect, and that Mr Don Oliver did not represent the Waihi Beach Residents and Ratepayers Association;

· He was of the belief that trucks carting rocks from The Crescent were overloaded, and was concerned that this would impact and cause damage to the new road seal; and

· Wanted an update on the Waihi Beach Sewerage Plant, to which he was informed that this was operating fine, but was in a temporary mode at the moment until the permanent repairs were undertaken. The normal monitoring continues and was meeting compliance.

Jim Cowen – Various Items

Mr Cowen spoke to the Board about the Elizabeth Street Carpark and Reserve and sought the Boards support and recommendation for a clay bank to be made here. This would allow for some more planting to be made during Winter 2021.

Mr Cowen would also like to see a sign at the Skate Bowl behind the Community Centre to stop the users from leaving rubbish. Members of the public were in support of this, noting that this area needed to be looked after properly.

Anthony Thompson – Retirement Home proposed on an old Kiwifruit Orchard

Mr Thompson was in attendance to ask the Board how Council was planning on bringing the proposed retirement home to the attention of the public.

Public Forum Meeting Reconvened

Resolution WB21-2.3

Moved: Cr A Henry

Seconded: Member B Hulme

That the meeting reconvene in formal session at 7.16pm.

Carried

8 Minutes for Confirmation

8.1 Minutes of the Waihi Beach Community Board Meeting held on 22 February 2021

The Board considered the minutes from the meeting held 22 February 2021, noting the point that Mr Hay made in Public Forum.

It was agreed that the Board would confirm the name of the association that Mr Oliver represented at the 22 February 2021 Waihi Beach Community Board meeting.

Resolution WB21-2.4

Moved: Cr J Denyer

Seconded: Member M Roberts

That the Minutes of the Waihi Beach Community Board Meeting held on 22 February 2021, as circulated with the agenda, be confirmed as a true and accurate record, following confirmation of the association that Mr Oliver represented at this meeting.

Carried

9 Reports

9.1 Waihi Beach Community Board Chairpersons Report - April 2021

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

Bike Racks

The Board noted that the Waihi Beach Community Centre Hall would like to have the bike racks reinstalled. There was a discussion around the types of bike racks and if it would be best for the Community Board to upgrade the racks to one of the new and improved options, to which the Board agreed would be most appropriate.

Welcome to Waihi Beach entranceway project

Member Hulme provided the Board with an update regarding the entranceway project, noting that they were still awaiting designs that could be taken out for consultation. There should be a further update available at the next meeting.

Cycleway/Walkway

Member Ryan highlighted a priorities, objective, requirements and decisions document to sit aside Resolution 2 within the Infrastructure Report.

The Roading Engineer (West) had a drive around with two Board members to discuss cycle and walkway signage options and requirements. From this it was noted that the Roading Engineer (West) would create a plan for the Community Board to consider at an upcoming workshop. This would allow the Board to create a comprehensive plan, highlighting easy to achieve areas, and priorities.

The Roading Engineer (West) noted that they could not paint a designated “cyclist only” lane on the road, as there was not enough width to maintain credible safe width, however it was noted that the Board could look into ‘Sharrow Markings’ to create further awareness on the roads.

The Chairperson noted that there had been some confusion around the pathway by ‘The Shake’, and whether this was private property or not. The Roading Engineer (West) noted that he believed this was private property, however would confirm this for the Board.

Long Term Plan (LTP)

Councillor Henry acknowledged the effort from the Board on their LTP submission, including the presentation given at the formal ‘Have Your Say’ opportunity presented to Council on 6 April 2021.

Resolution WB21-2.5

Moved: Member R Goudie

Seconded: Cr A Henry

That the Chairperson’s report dated 19 April 2021, titled ‘Waihi Beach Community Board Chairpersons Report – April 2021’, be received.

Carried

Resolution WB21-2.6

Moved: Member D Ryan

Seconded: Member B Hulme

The Waihi Beach Community Board give approval for two new Bike Racks to be installed at the Waihi Beach Community Centre and two replacement racks to be installed outside of the Information Centre, following agreement with Waihi Beach Events and Promotions. This will be funded under the Urban Cycleways Improvement project.

Carried

9.2 Waihi Beach Community Board Councillor's Report - April 2021

The Board considered a report from Councillor Henry. The report was taken as read, with further discussion on the Kerbside Rubbish Collection.

The Deputy Chief Executive noted that the bins will start to be delivered in May 2021, and that there had been two main issues that arose from the communities around the District.

1. There was now an agreement around the ‘Assisted Service’ which had a high criteria; and

2. The ‘Put Back Service’ (which would be for areas like Waihi Beach and Pukehina Beach) would help those who do not permanently live at the beach. It was noted that there would be an extra cost for this service.

Member Ryan asked about the input that the Community Board had into the LTP key proposal for ‘Maintaining our Roading Network’. It was noted that the input sought through the community or Community Board was through Levels of Service, or the setting of the re-sealing policy.

Resolution WB21-2.7

Moved: Cr A Henry

Seconded: Member R Goudie

That the Councillor’s report dated 19 April 2021, titled ‘Waihi Beach Community Board Councillor’s Report – April 2021, be received.

Carried

9.3 Live Well Waihi Beach - Extension of Term for Facilitator

The Board considered a report from the Senior Governance Advisor. The report was taken as read with the Board noting that the extension was to maintain the website and newsletter, as well as the relationships/connections that had already been established.

Resolution WB21-2.8

Moved: Cr J Denyer

Seconded: Member D Ryan

1. That the report dated 19 April 2021 titled ‘Live Well Waihi Beach – Extension of Term for Facilitator’, 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 Waihi Beach Community Board approves an extension to the contract term for the Live Well Waihi Beach facilitator up to 30 June 2021.

Carried

9.4 Infrastructure Services Report Waihi Beach Community Board April 2021

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

Transportation – Road Improvements LED Lighting

The Board noted that Tauranga City Council (TCC) may not be able to complete the LED lighting installation in time to qualify for the NZTA subsidy, and sought clarification from the Deputy Chief Executive as to whether this could be the same case for WBOPDC. Council has been assured that the $1.7 million approved for LED lighting at the 85% NZTA subsidy, would be spent by 30 June 2021.

Pio Shores and Bowentown Lighting Column Concerns

The Board asked if it was possible to get an update on when the Pio Shores lighting column pole replacements should take place.

Waihi Beach Cycle Path Signs and Markings Review

Member Ryan clarified that this work would not commence prior to discussions with the Community Board. The Board will discuss and review the draft plan with the Roading Engineer (West) at an upcoming workshop.

Trig Walkway Loop Track

The Deputy Chief Executive noted that this project will not be completed in May 2021. Due to delays with contractors and archaeological finds on the route, and it looked to be tracking about six weeks behind schedule.

Waihi Beach to Athenree Shared Path

The Board was informed that there was a hui last week to receive feedback from tangata whenua regarding a fourth potential route (as sent out to the Community Board 16 March 2021). There was an agreement of option four from tangata whenua. The Board requested that Member Ryan is kept ‘in the loop’ regarding the progress of this project and that this be an item on the next Community Board agenda.

Resolution WB21-2.9

Moved: Cr J Denyer

Seconded: Member M Roberts

1. That the Deputy Chief Executive’s Report, dated 19 April 2021 and titled ‘Infrastructure Services Report Waihi Beach Community Board April 2021’ be received.

2. That the Waihi Beach Community Board, Council staff and the Waihi Beach Cycle Trails Charitable Trust develop the Cycleway Masterplan for Waihi Beach.

Carried

9.5 Financial Report Waihi Beach - February 2021

The Board considered a report from the Management Accountant. The report was taken as read, with Board members noting that this Financial Report was a lot easier to follow than previous reports.

Broadlands Block Reserve Concept Plan

Following the public forum item from Ms Parsons, the Board noted that there was a formal naming process for Reserves, which included public consultation. It was noted that this would be unlikely to be completed by Matariki 2021.

Resolution WB21-2.10

Moved: Cr A Henry

Seconded: Member D Ryan

That the Management Accountant’s report dated 19 April 2021 and titled “Financial Report Waihi Beach – February 2021” be received.

Carried

9.6 Council, Standing Committees and Community Board Meetings

Resolution WB21-2.11

Moved: Cr A Henry

Seconded: Member M Roberts

That the draft meeting schedule for April, May and June 2021, be received.

Carried

9.7 Waihi Beach Historical Trail Information Boards

Member Roberts declared an interest in this item and took no part in the voting.

The Board considered a report from the Senior Governance Advisor. The report was taken as read with further discussion regarding the wording of the steps, which was agreed to be amended as follows;

1. The Board reaffirm their financial commitment of $10,000, as noted in resolution WB20-5.11.

2. A letter updating mana whenua of the Historical Trail information project is to be sent to Te Whanau o Tauwhao ki Otawhiwhi, Ngati te Wai and Ngai te Rangi, following review by Council’s Māori Relationships and Engagement Advisor. A copy of the letter will be forwarded to Board members.

3. That the content and design of the Historical Trail information also feature on the Waihi Beach Community Events and Promotions website.

4. When the final Historical Trail content is finalised and confirmed by the Waihi Beach Community Board, the placement and installation of the Historical Trail QR Code Signs will be undertaken, under the guidance of Western Bay of Plenty District Council staff.

The Board also agreed that they would like to confirm/approve the content, as it would appear online to the user.

The Board thanked the Deputy Chairperson for her work on this project.

Resolution WB21-2.12

Moved: Cr J Denyer

Seconded: Cr A Henry

1. 1. That the Senior Governance Advisor’s report dated 19 April 2021, titled ‘Waihi Beach Historical Trail Information Boards’, be received.

2. 2. That the Waihi Beach Community Board reaffirm their financial commitment of $10,000 (approved in resolution WB20-5.11) towards the Waihi Beach Historical Trails project detailed by Member Roberts in her proposal, to be funded from the Waihi Beach Community Board Reserve Account.

3. 3. That the steps 1-4 to progress the project as outlined in the ‘Waihi Beach Historical Trail Information Boards’ report WB21-2, be implemented.

Carried

The Meeting closed at 8.35pm.

The minutes of this meeting were confirmed at the Waihi Beach Community Board held on 14 June 2021.

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

Member R Goudie

CHAIRPERSON

Waihi Beach Community Board Meeting Agenda

14 June 2021

9 Reports

9.1 Waihi Beach Community Board Chairpersons Report - June 2021

File Number: A4067853

Author: Ross Goudie, Community Board Member

Authoriser: Miriam Taris, Chief Executive Officer

Recommendation

1. That the Chairperson’s report dated 14 June 2021, titled ‘Waihi Beach Community Board Chairpersons Report – June 2021’, be received.

2. That the Waihi Beach Community Board approve funding of $260.98 from the Waihi Beach contingency account to the Waihi Beach Community Development Charitable Trust, for the creation and installation of the “No Dogs” signs at Orokawa Bay.

3. That the Waihi Beach Community Board approve the payment of $45.00 from the Waihi Beach Contingency Account to the Waihi Beach Community Centre for the room hire cost for the Emergency Management meeting held 18 May 2021.

Background

Dog Signage – Orokawa Scenic Reserve

At the Waihi Beach Community Board meeting held 12 October 2020, the Board was advised that the Department of Conservation (DOC) was happy to approve signage at Orokawa Scenic Reserve. Member Ryan was asked to get the approval from DOC in writing.

The Roading Engineer (West) suggested that the Board discuss this at an upcoming workshop to gather further information and make a plan moving forward.

On 18 December 2020, the Board was sent an invoice from the Waihi Beach Community Development Charitable Trust, for the creation and installation of “No Dogs” signs at Orokawa Bay, incurring a cost of $260.98. In order to pay this account, the Board must pass the below recommendation.

Recommendation

That the Waihi Beach Community Board approve funding of $260.98 from the Waihi Beach contingency account to the Waihi Beach Community Development Charitable Trust, for the creation and installation of the “No Dogs” signs at Orokawa Bay.

Cycleways around Waihi Beach Ward

Member Ryan has produced a document that highlights the roading priorities for the Waihi Beach Community Board as of May 2021. (Attachment 1)

Waihi Beach Historical Trail Information Project

Meetings have occurred between the Historical Society, Paulowinia (Graphic Designer) and Cindy (Events and Promotions) shaping the format of the website to host the content. Once established QR Codes can be defined. It is expected to have the content and QR codes developed by mid June to the end of June. It is expected that the placement of bollards and code markers to be arranged within the same time frame.

Emergency Management

Waihi Beach (North End), Bowentown, Island View and Athenree met on 18 May 2021. They welcomed Western Bay of Plenty District Council’s new Community Resilience Advisor, Ben Wilson, and discussed the future.

The Community Resilience teams plan to revisit both the Community Guide to Emergencies pamphlet and their Community Response Plans, as an ongoing process with changes in volunteer personnel, resources and implications of COVID-19.

Recommendation:

That the Waihi Beach Community Board approve the payment of $45.00 from the Waihi Beach Contingency Account to the Waihi Beach Community Centre for the room hire cost for the Emergency Management meeting held 18 May 2021.

(Attachment 2)

COVID-19 Vaccinations

The Community Board would like to see members of the local community supported by having the COVID-19 vaccinations available in Waihi Beach.

Welcome to Waihi Beach Entranceway Project

Member Hulme will provide the Board with a verbal update at the meeting.

Wilson Road Ground Plants and Tree Pruning

Member Hulme will provide the Board with a verbal report at the meeting.

Staff Comment:

Any design or amendments to roadside planting through the village needs to be reviewed and accepted by Council prior to commencement of plant purchase or planting.

Roading Engineer (West) has approached a third party consultant to tentatively request their services on this matter.

Council understand that the design and implementation of the proposed planting will be community based. Council accept this proposal on condition that all Council health and safety protocols are adhered to, for the duration of the works, including maintenance.

Signs at Athenree Corner

There are multiple signs on this corner and some residents do not believe that all of these comply.

Staff Comment:

Other than Council funded and authorised regulatory and information signs, all signs at this location are non-consented, including any within private property.

Council can organise the removal of the signs, should the Community Board wish.

Trig Lookout Walkway Loop Track

Staff Comment:

Please see the below updates for the Trig Lookout Walkway Loop Track Project:

· Steady progress is being made on the forest shared path trail but there are many more weeks of construction ahead, which can be delayed by weather. Also, the area is rich with archaeology and construction delays are expected while we work through and around new archaeological finds.

· Some pine trees have already been harvested to provide route clearance and further selected harvesting may occur. (Attachment 3)

· The neighbouring property owner is also harvesting a pine plantation nearby and is utilising a small area of the water catchment reserve trail for access during that operation. Under this arrangement, any trail damage will be repaired and a section of it will be upgraded at the same time. The nett affect will be an improvement at no cost.

· The dam loop trail is being opened to the public during weekends only.

· The Trig Trail remains fully open.

Two Mile Creek

Staff Comment:

There is a discussion paper on 2 Mile Creek on the Performance and Monitoring Committee agenda for 8 June 2021. This will provide an update to the Committee on the landowner status, cost estimates, risks and alternatives.

An update can be provided to the Board after this meeting.

Waihi Beach Library Upgrade Site Selection

Staff Comment:

Council staff are currently gathering information on each of the potential sites that will be considered for inclusion for the consultation on the new build.

District Plan and Village Update for the next 20 Years

The Board are starting to have conversations around the next District Plan and Village update. Council staff input is needed.

Staff Comment:

We are beginning a full review of the District Plan this year so it is a great time to start having some conversations. A District Plan Review process involves a complete look at how we are managing growth and development across the district, which means we will be taking a wide look at issues covering a range of topics over the coming four years. Council is required to review its District Plan every 10 years and our current plan was made operative in June 2012.

What can be expected, in regards to the District Plan:

6 Months

Over the coming 6 months we will focus on scoping and developing the review process itself. Through this phase, we will begin to develop an understanding of the relevant issues and main topics the District Plan review needs to consider. We will do this through an initial phase of engagement and research work within a project based framework. This will also be a time where we finish the plan change processes already being worked on by staff such as the Omokoroa Structure Plan.

Next year (2022)

Over the 2022 calendar year, we will focus in the first part of the year on broader public engagement and discussion of issues across the district. During this phase, we expect to develop a clear and complete understanding on the direction required to begin drafting a Proposed District Plan. There will be a high level of engagement with general public, iwi/hapū, stakeholders and reference groups.

2023

Through the first half of 2023 we will continue developing the issues and topics to feed into a new District Plan document (or its equivalent under new legislation). We will continue to consult through this phase as we start to draft the specific words of the new District Plan ahead of notifying a Proposed District Plan. The Proposed District Plan will go through a statutory process including hearings and submission processes and ultimately will become the next generation District Plan to replace our current operative plan. This process will run through to 2024.

Resource Management System Reform

The government has confirmed the replacement of the RMA with three new Acts – the Strategic Planning Act, Natural and Built Environments Act and Climate Change Adaption Act. We expect that the content of these new pieces of legislation will influence the timing and process of the District Plan review (as set out above) in some shape or form. As we progress with the review we will continue to do so while taking into account and adapting to legislative changes. It will be important for Council to understand the growth management issues the district is facing now, as we expect it to be just as relevant for the current RMA system as it will be for the proposed legislation changes.

Waihi Beach Community Centre Update

Below are updates for the construction of the two mezzanine meeting rooms:

· Building is now underway;

· Electrical work has commenced;

· Windows have arrived for insulation;

· Panel heaters have been ordered – these are on a thermostat and a one hour clock;

· Desks have been purchased – these are interchangeable and are very light to move;

· Whiteboards, cupboards, clocks, markers and dusters have been purchased for each meeting room;

· A painter has been booked;

· Mezzanine foyer furniture has now been sorted – two chairs and a coffee table;

· Hand-rail for stairway has been ordered; and

· Currently evaluating options for cooling in the summer time.

Community Groups

Broadlands Block – Ruth Parsons

Te Mata/Broadlands Block Rejuvenation Group:

Plans are well in hand for the first plantings. In collaboration with Waihi Beach Primary School, this event will take place on 25 June at 9.30am. Groups of children will carry out planting and we anticipate the event to conclude at midday. There will be a karakia and some formal aspects at the commencement and we will retire for morning tea around 10.30/11.00am.

The group will be requiring release of funds to cover the cost of catering.

Live Well Waihi Beach – Anna Schroeder

The Project Review has been provided as Attachment 4.

Predator Free Waihi Beach – Sam Mortensen and Anna Schroeder

What we discussed has provided us with a solid foundation and understanding of the current situation, in order to move forward with our planning. It is clear we are all willing to work together to make this happen.

We have made a start pulling the plan together and need your help to fill in the gaps.

We propose that we hold the next meeting on Monday 21 June 2021 at 10:30am.

The draft plan framework will be sent out next week. Feel free to have a look before the meeting but do not worry if you don't have time, as we will walk through it.

Attendance would be hugely appreciated from any interested and capable individuals keen to support the development of a collaborative Predator Free Strategy for Waihi Beach.

The agenda for this meeting will be as follows:

1. Present proposed framework for Waihi Beach Predator Free Strategy and Action Plan.

2. Review and fill in gaps.

Events and Promotions – Cindy Clare and Nicky Austin

The report has been provided as Attachment 5.

The Information Signage Upgrade Proposal has been provided as Attachment 6.

Attachments

1. Attachment 1 - Cycleways around the Waihi Beach Ward - May 2021 ⇩

2. Attachment 2 - Emergency Community Meeting Invoice - May 2021 ⇩

3. Attachment 3 - Trig Lookout Walkway Loop Track - May 2021 ⇩

4. Attachment 4 - Live Well Waihi Beach Project Review - May 2021 ⇩

5. Attachment 5 - Events and Promotions Report - May 2021 ⇩

6. Attachment 6 - Information Signage Upgrade Proposal - May 2021 ⇩

Waihi Beach Community Board Meeting Agenda

14 June 2021

9.4 Waihi Beach Community Board Roading Programme 2021

File Number: A4088202

Author: Ashley Hall, Roading Engineer (West)

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

The Waihi Beach Community Board is required to make decisions on which road projects are to be constructed using the Community Board Roading Account and the order of priority.

Recommendation

1. That the Roading Engineer (West)’s report dated 14 June 2021, titled ‘Waihi Beach Community Board Roading Programme 2021’, be received.

2. That the Waihi Beach Community Board approve the Community Roading Programme, in part or in whole of the projects listed.

Proposed Projects

Project	Location	Indicative Costs
Cycle Path Signs and Sharrows	Trig to Bowentown	$10,000-$15,000
Pedestrian Refuges	Beach Road - South of Browns Drive	$20,000-$35,000
Pedestrian Refuges	Beach Road: North of the pensioner units at 55 Beach Road.	$20,000-$35,000
Cycle rack facilities	Athenree School Bus Stop	$3,000-$5,000
	Yellow Dairy	$1,500-$3,000
	Waihi Beach Community Hall (Lounge Entrance)	$1,500-$3,000

project details

The report identifies the projects and the order of costs. The estimates will be refined in the design phase if projects are approved. Finishing costs will be subject to the final measure and value of the project once the works have been completed.

Pedestrian Refuges

Two sites on Beach Road have been identified by local residents as locations where pedestrians may experience difficulties crossing the road due to vehicle speeds and vehicle volumes.

The residents of the Council Pensioner units have expressed the need to cross Beach the road to walk into the village and local amenities.

Residents of the Browns Road area have requested Council to enhance pedestrian safety across Beach Road to enhance pedestrian safety en route to Waihi Beach Primary School. This view was backed by the Primary School Principle.

Preliminary discussions with WestLink Safety Engineer have indicated that the sites are generally considered suitable for pedestrian refuges.

The Browns Road site would require an extension to the existing footpath from Browns Road, to the pedestrian refuge.

Figure 1: Beach Road /Browns Drive proposed pedestrian refuge

Figure 2: 55 Beach Road/Pensioner Housing proposed pedestrian refuge

Cycle Rack Facilities

With the growing community and vision to enhance the cycle facilities throughout Waihi Beach and surrounding areas, The Waihi Beach Community Boarded and Council have received a number of request to install additional bock lock facilities.

Locations for consideration are at:

· Seaforth Road/Tuna Avenue (Yellow Dairy site)

· Koutunui Road Slip Road, Athenree (bus stop shelter site)

· Waihi Beach Community Hall (lounge entrance)

Additional work will be required at the Yellow dairy and the Athenree bus stop sites to appropriately install the racks.

The yellow dairy site may require the rearrangement of the bins and street furniture to fit additional bike racks in a manner that does not clutter across the pedestrian access and footpaths.

Koutunui Slip Road in Athenree will require a concerted hard standing area to mount the cycle racks.

Both the Yellow dairy site and the Athenree bus shelter sites are created for the benefit of the local School Bus service. The Ministry of Education have been contacted regarding potential improvements to the bus stop facilities. Council are currently awaiting a response.

funding/budget implications

The projects listed above are considered to be low risk. These works shall comply with Councils legislative requirements and Councils current plans policies and bylaws.

Costs noted in this report are indicative only, for the purpose of obtaining interest and subject to change. Final costs will be subject to final measure and value.

It is expected that the projects listed shall be wholly funded by The Waihi Beach Community Board Roading Account. The Waihi Beach Community Board has authority to approve the projects accordingly.

Waihi Beach Community Board Meeting Agenda

14 June 2021

ASSET & CAPITAL

Stormwater - Waihi Beach Pio Shores

Description: Investigate options to reduce flooding in Pio Shores in consultation with the Pio Shores Association, obtain a Resource Consent if required and implement the solution.

What's Happened:

GHD have completed the draw down tests for the three stormwater pumpstations, as well as potholing to confirm the discharge main sizes. The results revealed that our database records for the pipe sizes are incorrect and that these mains have to be upgraded for two of the three pumpstations as part of the upgrade works.

What's Next:

GHD to provide the report on the findings of the basin tests and modelling. Pump draw down tests scheduled to confirm the actual duty points. The target is to implement the design before the end of this financial year.

Tonkin & Taylor will undertake further stormwater modelling runs as part of the creation of a master plan for the upgrade of the network in future.

Staff are in the process to confirm the design approach with Bay of Plenty Regional Council as it is intended to maximise the pumping rates to match the capacities of the three basins. Once confirmed, the design scope will be adjusted accordingly and the design can proceed.

The upgrading will not be occurring this winter.

Utilities

Western Solid Waste

Description: Waste management that meets the needs of the community and protects the environment for present and future generations.

What’s Happened:

A new Council-led Kerbside Rubbish and Recycling Service is being introduced for 80% of the district with collection day changes for some areas in the district. A Pay as you throw (PAYT) user-pays tag system will apply for rubbish collection. Collection of red lid rubbish bins will be available each week - bins need to be put out with an attached PAYT tag.

What’s Next:

Collection day changes will apply to parts of the Western Bay when Council's new kerbside rubbish and recycling service begins on 1 July.

Katikati and Aongatete and Maketu, Paengaroa, Pongakawa and Pukehina will see changes in their collection days from 1 July in efforts to streamline Western Bay of Plenty District Council's new kerbside collection service, being delivered to 17,000 eligible households across the District.

Council's new collection day schedule sees Katikati and Aongatete move from a Friday collection to a Tuesday collection.

If residents are unsure of a collection day for the new service, residents can find their collection day printed on the side of their red lid rubbish bin or yellow lid recycling bin once delivered.

PAYT tags will be available for purchase at Council’s service centres and selected outlets from 1 June 2021. For more information visit www.kerbsidecollective.co.nz

Reserves

Waihi Beach Brighton Road

Description: Funding for the planning and replacement of the old playground at Brighton Road Reserve.

What's Happened:

The playground equipment has been ordered and the castle has been painted with a mural.

The Board was updated on the playground renewal projects for Brighton Reserve and Pohutukawa Park at their workshop on 10 May 2021.

What's Next:

Subject to play equipment delivery, the playground renewals will take place over the winter period in time for next summer.

Waihi Beach Island View

Description: Development and approval of Concept Plan for Island Review reserve BBQ and Playground and construction.

What's Happened:

A letter drop was provided to adjoining neighbours advising them about the work programme for the installation of the new playground.

The site works have commenced.

What's Next:

Complete the installation of the play equipment and continue with the Tuatara sculpture design work.

Waihi Beach to Athenree Crossing (Walkway/Cycleway)

Description: Project planning to construct a walkway/cycleway crossing between Waihi Beach and Athenree. Note: there is only sufficient funding for a feasibility study and progress beyond this is subject to the LTP, Community Board and external funding.

What's Happened:

A feasibility report has been received and was discussed at the Community Board Workshop on 10 May 2021.

What's Next:

Staff are preparing a recommendatory report to the Community Board for their 9 August 2021 meeting. The timing of the report takes into consideration the outcome of the 2021/31 Long Term Plan and the Archaeological assessment, which was yet to be received at the time of providing this update.

Attachments

1. MAS Waihi Beach Community Board June 2021 PDF ⇩

Waihi Beach Community Board Meeting Agenda

14 June 2021

9.6 Financial Report Waihi Beach - April 2021

File Number: A4078414

Author: Sarah Bedford, Management Accountant

Authoriser: Maria Palmer, Acting - Finance Manager

Executive Summary

This report is a financial report for the period ended 30 April 2021.

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

Attached are the financial statements for the period ended 30 April 2021 (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	Account	Description	$
WB21-1.9	Contingency	Provide a wreath for ANZAC Day Service up to the value of $200	200
	2020/21 Outstanding operational commitments		200

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.	(26,087)
C20-11.07	Funding for ‘Live Well Waihi Beach’ up to $30,000 be funded from Waihi Beach Community Board Reserve Account (Note: $23,306 paid as at 30 April 2021)	(23,306)
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)	(1,148)
WB20-6.5	Fund up to $1,000 for additional signs to indicate Dotterel nesting sites.	(1,000)
	Closing Reserve balance as at 30 April 2021	170,359

Committed – Reserve expenditure yet to be spent

Resolution	Description	$
	Opening balance before deducting commitments	170,359
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)
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: $23,306 paid as at 28 February 2021). Remaining balance committed: $6,694	(6,694)
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	72,888

Recommendation

That the Management Accountant’s report dated 14 June 2021 and titled “Financial Report Waihi Beach – April 2021” be received.

Attachments

1. Waihi Beach Community Board - Financials 2021 ⇩

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

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
Waihi Beach Indoor Bowling	The applicant will be advised of the outcome of their respective Grant application.
A Friends Place	The applicant will be advised of the outcome of their respective Grant application.
ECHO Walking Festival Inc	The applicant will be advised of the outcome of their respective Grant application.

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)				35,856		35,856
Wilson Road Fish Shop Kerb Buildout (Paid $13k in 2020)				23,00		23,000
Waihi Beach Village Renewal				116,436		116,436
Island View Reserve midsection				50,000		50,000
Waihi Beach to Athenree Shared path -Feasibility study				20,000		20,000
Bollard installation - Broadway/Tuna Ave intersection				390		390
Dillon Street Concealed Entrance Sign (complete - finalising costs)				374		374
Wilson Road No Name Road Wheel Stop Installation				8,500		8,500
Village seating painting WB 20-6.14				230		230
Trig Walkway Loop Track WB21-1.10				50,000		50,000
Subtotal						395,569
Priority Projects
Projects (detailed below)				100,000		100.000
Forecasted Community Board Roading Current Account Closing Balance 30 June 2021						175,514
Priority Projects (for 2020-21)	Priority	$ Estimate	Status
Urban Cycleways improvements	1.	$100,000	During the Community Road side workshop held on 27 October 2020, 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
Total Priority Projects (for 2020-21)		$100,000