Agenda of Waihī Beach Community Board Meeting

Waihī Beach Community Board Meeting Minutes

14 June 2021

UNCONFIRMED

MINUTES OF Western Bay of Plenty District Council
WaihĪ Beach Community Board Meeting No. WB21-3
HELD IN THE Waihī Beach Community Centre
ON Monday, 14 June 2021 AT 6.30pm

1 Present

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

2 In Attendance

K Perumal (Group Manager Finance and Technology Services), A Hall (Roading Engineer – West) and P Osborne (Senior Governance Advisor)

24 Members of the public, including Councillor Sole

3 Apologies

Apology

Resolution WB21-3.1

Moved: Cr A Henry

Seconded: Member D Ryan

That the apology for absence from Member Roberts be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

The Chairperson reminded members of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table for the item.

(As per the Local Authorities (Members’ Interest) Act 1968)

· Councillor Denyer declared an interest in item 9.3 Waihī Beach Community Board Grant Applications

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

Public Forum Adjourn Meeting

Resolution WB21-3.2

Moved: Cr A Henry

Seconded: Cr J Denyer

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

Carried

Shoneen Dunning – Booking Clerk for the Waihī Beach Community Centre

Ms Dunning was in attendance to provide the Board with an update on the mezzanine renovations underway, creating two extra meeting rooms. The works were almost completed, with only the painting remaining.

The opening will be advertised to allow members of the public to attend.

Graeme McGregor – Waihī Beach to Athenree Crossing (Walkway/Cycleway)

Mr McGregor was in attendance to talk to the Board on behalf of ‘Friends of Athenree’, noting the below points:

· Athenree Creek walk/cycleway was installed to cross the spring, however the water seepage causing the original issue had seemed to vanish when a resident above the area repaired their spouting. Mr McGregor was of the belief that this walk/cycleway was no long required.

· Mr McGregor also noted that he had previously requested a copy of the feasibility study for ‘Friends of Athenree’ to review, which he had not received to date.

· ‘Friends of Athenree’ did not agree with the submission put forward by the Community Board to the Long Term Plan (LTP) Committee, as Mr McGregor was of the belief that the Community Board had overstated the benefits of the crossing. It was also noted that the Board had proposed an additional option that was felt to have ‘arisen at the eleventh hour’.

The Chairperson clarified that the Board has also requested to view the feasibility study, and noted that this is on the agenda for the upcoming meeting to be held 9 August 2021.

Peter Roy – Bowentown Footpath

Mr Roy was in attendance to discuss the parking issue residents were facing along Seaforth Road and Anzac Bay Reserve Road, noting the below points:

· When the Motor Camp was full, there were cars parked on both sides of Seaforth Road, resulting in pedestrians having to walk on the road to get to Anzac Bay; and

· The demographic using Anzac Bay is families, or elderly.

Mr Roy met with Council’s Roading Engineer (West) to discuss options that could be considered to try and remedy this issue, including the extension of the footpath by 70-80 metres. Crossing opportunities were also being considered as part of this discussion.

Councillor Allan Sole – Various Items

Councillor Sole was in attendance to speak to the Board on the below points:

· Thanked the Waihī Beach Community Hall for the work that they have undertaken so far;

· In regards to the ‘Information Signage Upgrade Proposal’, Councillor Sole was of the belief that the signs should not be corflute, and that the Board should consider digital signs that can be altered to advertise multiple events;

· Spoke in support of the additional pedestrian refuges on Beach Road;

· Noted that the CCTV Policy is due to be adopted by Council at the meeting to be held 29 June 2021. Councillor Sole encouraged the Board to make a thorough application when possible; and

· Athenree Action Group is in support of the installation of a Bike Rack by the Bus Shelter in Athenree.

Mike Hickey – Various Items

Mr Hickey was in attendance to speak to the Board on the below points:

· Thanked Councillor Henry and Councillor Sole on behalf of the Waihī Beach Surf Club for their presence and support cleaning up damage caused by the recent high tides;

· Suggested a community working bee to help clean up the foreshore;

· Clarification on whether Council will provide feedback on written submissions, to which the Board noted this will happen;

· Was of the belief that there should be more transparency around the Edinburgh Street apartments in regards to consents and advertising; and

· Informed the Board that debris from the Pohutakawa tree is blocking drains and gutters, to which Mr Hickey was encouraged to raise a CCR. The Roading Engineer (West) noted that he will check the levels of service for street sweeping in Waihī Beach.

Stuart Cann – Erosion Events

Mr Cann was in attendance to speak to the Board about the erosion events that had occurred due to the recent weather. The below points were noted:

· Significant dune erosion had occurred, which effected the dune planting that had already taken place;

· Risk of potential collapsing of the dune itself, so believes it is critical that action is taken urgently;

· Highlighted the need for sand to be put at the foot of the dunes to minimise the potential of collapsing, and to save remaining plants from destruction. It was noted that damp sand from Two Mile Creek and Three Mile Creek could be moved to achieve this.

Mr Cann asked the Board what Council had planned to help clean up the beach and prevent further destruction of dunes and plants, also questioning when was this likely to happen?

Member Ryan and member of the public, Jim Cowen, spoke in support of Mr Canns’ concerns, reiterating the need to take action quickly.

Public Forum Meeting Reconvened

Resolution WB21-3.3

Moved: Member R Goudie

Seconded: Cr A Henry

That the meeting reconvene in formal session at 7.07pm.

Carried

change to order of business

Resolution WB21-3.4

Moved: Cr A Henry

Seconded: Member D Ryan

That the Chairperson requested the next item of business be 9.3 ‘Waihī Beach Community Board Grant Applications’, in order to allow members of the public to answer any questions of clarification from the Board.

Carried

Minute Note:

Due to the change to order of business, item 9.3 ‘Waihī Beach Community Board Grant Applications’ will now show as item 7.1.

7.1 Waihī Beach Community Board Grant Applications

The Board considered a report from the Senior Governance Advisor. The report was taken as read with further discussion on each of the applications submitted.

Councillor Denyer declared an interest in this item and took no part in voting.

A Friends Place (Waihī Beach Community Centre)

There was some clarification provided around the ownership of the assets, noting that this sits with ‘A Friends Place’, but this group falls under the overarching ‘umbrella’ of the Waihī Beach Community Centre.

ECHO Walking Festival Incorporated

Ms Austin was in attendance to reiterate the goal of being the best walking festival in New Zealand.

There was also some clarification provided around potential options for recovering marketing costs, however it was noted that they would like to continue to offer the walks for free, with only seeking donations from walkers.

Resolution WB21-3.5

Moved: Member B Hulme

Seconded: Member D Ryan

1. That the Senior Governance Advisor’s report dated 14 June 2021, titled ‘Waihī Beach Community Board Grant Applications’, be received.

Carried

Resolution WB21-3.6

Moved: Member B Hulme

Seconded: Member D Ryan

2. That the Waihī Beach Community Board approve the Grant application from the Waihī Beach Indoor Bowling Club for $2,500.00 to be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met.

Carried

Resolution WB21-3.7

Moved: Member B Hulme

Seconded: Member D Ryan

3. That the Waihī Beach Community Board approve the Grant application from the Waihī Beach Community Centre (A Friends Place) for $1,500.00 to be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met.

Carried

Resolution WB21-3.8

Moved: Member B Hulme

Seconded: Member D Ryan

4. That the Waihī Beach Community Board approve the Grant application from the ECHO Walking Festival Incorporated for $1,000.00 to be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met.

Carried

8 Minutes for Confirmation

8.1 Minutes of the Waihī Beach Community Board Meeting held on 19 April 2021

Resolution WB21-3.9

Moved: Cr J Denyer

Seconded: Member D Ryan

That the Minutes of the Waihī Beach Community Board Meeting held on 19 April 2021, as circulated with the agenda, be confirmed as a true and accurate record.

Carried

9 Reports

9.1 Waihī Beach Community Board Chairpersons Report - June 2021

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

Information Signage Upgrade Proposal

Cindy Clare spoke to the Board on behalf of Waihī Beach Events and Promotions, providing the Board with an overview of the proposal within the agenda. The below points were highlighted:

· A digital sign had been considered, but Events and Promotions did not believe this was in line with the ambience of the village. However, there could be an option of the installation of small, subtle LED lights above the structure to help it stand out at night;

· Currently there are no maps in Anzac Bay, Island View or Athenree, therefore the proposal includes new map structures in these areas. It was noted that these signs could be double sided to allow for local community messaging or dedicated cycleway maps.

The Board spoke in support of this proposal, with Member Ryan noting that the Board was looking at introducing signage at Anzac Bay for the cycleway, so recommended liaising to ensure they were aligned with each other.

Ms Clare advised the Board that they would be seeking funding for this project from the Community Board. Quotes for both the signs and map structures would be presented at the next Community Board meeting, to be held 9 August 2021.

Live Well Waihī Beach Report

Anna Schroeder provided the Board with a brief update in addition to her report, noting that she had delivered the information to the focus club meeting last week, alongside a report in the Katikati Advertiser. Ms Schroeder had also produced a ‘one-pager’ that will go out to stakeholders, as part of the community accountability.

COVID-19 Vaccinations

Councillor Denyer advised the Board on the discussion relating to this item, that occurred at the Katikati Community Board meeting, noting the below points:

· Council had been in contact with the Bay of Plenty District Health Board (BOPDHB) to offer assistance where needed; and

· Jacqui Knight (Katikati resident) noted that members of the Katikati Health Trust are in negotiations with the DHB about providing COVID-19 vaccinations at the Katikati RSA.

Welcome to Waihī Beach Entranceway Project

Member Hulme provided the Board with a brief update on the Waihī Beach Entranceway Project, noting that the proposal is nearly complete and will be available shortly, for public consultation.

Wilson Road Ground Plants and Tree Pruning

The Board made a resolution for funding towards the tree pruning, ground planting and an additional pedestrian barrier fence on Wilson Road, noting that this would be Stage One of the project. It was also noted that all plans would need to be approved by Councils’ Roading Engineer (West), and that these plans would be made available at the next Community Board workshop.

Sign at Athenree Corner

The Board had a discussion around the signs that are currently at the Athenree intersection, that were non-consented. Member Hulme noted that this intersection will be included in the ‘Welcome to Waihī Beach Entranceway Project’. The Board agreed that, during this project, they would consult with the current sign owners.

The Board noted that the non-consented signs at the Athenree Corner would need to be removed due to beautifying the area through the ‘Welcome to Waihī Beach Entranceway Project’.

District Plan and Village Update for the next 20 Years

Councillor Denyer noted that, as part of the Long Term Plan (LTP) discussion, he suggested the District Planning Team work with the Community Board to ensure that the District Plan and Town Centre Plan processes can work together.

Two Mile Creek

At the Performance and Monitoring meeting held 8 June 2021, the Committee was presented a new option relating to Two Mile Creek. The option was to change to a rock armouring methodology, noting that this would result in a great reduction in costs.

Resolution WB21-3.10

Moved: Member R Goudie

Seconded: Cr J Denyer

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

Carried

Resolution WB21-3.11

Moved: Cr J Denyer

Seconded: Member D Ryan

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

Carried

Resolution WB21-3.12

Moved: Cr A Henry

Seconded: Cr J Denyer

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

Carried

Resolution WB21-3.13

Moved: Member B Hulme

Seconded: Cr A Henry

4. That the Waihī Beach Community Board approve up to $30,000.00 from the Community Board Roading Account for the tree pruning, ground planting and an additional pedestrian barrier fence on Wilson Road (Stage One), subject to all plans receiving approval from Council staff.

Carried

9.2 Waihī Beach Community Board Councillor's Report - June 2021

The Board considered a report from Councillor Denyer. The report was taken as read, with further updates on the Long Term Plan (LTP) as below, noting that this was subject to adoption on 29 June 2021.

· Consultation on the location for an upgraded Library will be in 2021/22, with construction in 2024/25;

· The timing for the public toilets at the Skate Park has been brought forward to 2021/22;

· CCTV funding structure;

· Re-development and continuation of Elder Housing;

· No approval for funding the History Panels;

· Increase to the walking and cycling budget;

· Cover for the Dave Hume Pool in Katikati, to allow year round swimming; and

· $25,000 of funding will be brought forward to 2021/22 to review the Wilson Park concept plan.

There was clarification around the “Put Back Service” fee, noting that this would be an annual charge. Councillor’s reminded the Board that people had to apply for this service online.

The Board noted that they would like to send the new Chief Executive Officer (CEO) a letter, and invite him along to a Community Board workshop following the 9 August 2021 meeting.

The Board noted the administration error within the recommendation of the report, as it should read ‘Councillor’s Report’.

Resolution WB21-3.14

Moved: Cr J Denyer

Seconded: Member B Hulme

That the Councillor’s report dated 14 June 2021, titled ‘Waihī Beach Community Board Councillor’s Report’, be received.

Carried

9.3 Waihī Beach Community Board Roading Programme 2021

The Board considered a report from the Roading Engineer (West). The report was taken as read with further discussion where needed.

The Board sought clarification that the costing for the Pedestrian Refuges on Beach Road (North of the pensioner units at 55 Beach Road) would include the footpath extension, to which the Roading Engineer confirmed that it would.

Member Hulme questioned whether the footpath was wide enough to cater for mobility scooters. The Roading Engineer (West) agreed to query this.

The Roading Engineer (West) advised the Board that he would bring cycle rack options to a Community Board workshop. In regards to the cycle rack facilities at the yellow dairy, the Board noted that the existing cycle rack will remain, and the resolution would be altered to include additional features at Tuna Avenue Carpark. The budget for this will also need to be increased.

The Board noted the below proposed projects would be Stage One.

Resolution WB21-3.15

Moved: Member R Goudie

Seconded: Member D Ryan

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

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

Proposed Projects (Stage One)

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
	Additional features at Tuna Avenue Carpark	$3,000-$6,000
	Waihī Beach Community Hall (Lounge Entrance)	$1,500-$3,000

Carried

9.4 Infrastructure Services Report Waihī Beach Community Board June 2021

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

Pio Shores & Bowentown Lighting Column Concerns

The Board was advised that the poles that have been purchased to replace the existing, were very similar to what was being replaced.

Stormwater – Waihī Beach Pio Shores

Member Ryan noted that the Board had previously spoken about the need for a Waihī Beach Stormwater review, highlighted by recent weather events. The Group Manager Finance and Technology Services advised the Board that this should be captured within the Infrastructure Strategy that has been recommended for Council adoption on 29 June 2021.

The Board would like to seek further information from the Deputy Chief Executive around the potential work required to be done on the Waihī Beach Stormwater system, that is not envisaged through the Long Term Plan (LTP), noting that this is something that could also be reviewed through the Annual Plan or District Plan process.

Waihī Beach Island View Playground

The Board raised concerns over the potential health and safety issues at the Island View playground, due to the small space between the edge of the playground and the cycleway.

Councillor Henry also noted that it would be useful for a project board to be installed around the district, showing projects under construction, as this would allow community members to understand what was happening.

The Board was advised that the artist who completed the ‘Dragon’ at Te Puna Quarry Park, is creating a ‘Tuatara’ out of concrete for the new playground.

Resolution WB21-3.16

Moved: Cr A Henry

Seconded: Member D Ryan

That the Deputy Chief Executive’s Report, dated 14 June 2021 and titled ‘Infrastructure Services Report Waihī Beach Community Board June 2021’, be received.

Carried

9.5 Financial Report Waihī Beach - April 2021

The Board considered a report from the Management Accountant. The report was taken as read with an amendment required to Resolution WB20-5.11. The description should read ‘Fund up to $10,000 for the Historical Trails project subject to content approval by the Community Board, prior to going live’.

Resolution WB21-3.17

Moved: Member D Ryan

Seconded: Cr J Denyer

That the Management Accountant’s report dated 14 June 2021 and titled ‘Financial Report Waihī Beach – April 2021’, be received.

Carried

9.6 Council, Standing Committees and Community Board Meetings

Resolution WB21-3.18

Moved: Member R Goudie

Seconded: Cr A Henry

That the draft schedule of meetings for June, July and August 2021, be received.

Carried

The Meeting closed at 8.30pm.

The minutes of this meeting were confirmed at the Waihī Beach Community Board held on 9 August 2021.

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

Member R Goudie

CHAIRPERSON

Waihī Beach Community Board Meeting Agenda

9 August 2021

9 Reports

9.1 Athenree to Waihī Beach Crossing - Feasibility Report

File Number: A4069544

Author: Peter Watson, Reserves and Facilities Manager

Authoriser: Gary Allis, Deputy Chief Executive & Group Manager Infrastructure Services

Executive Summary

The Waihī Beach Community Board (through Council) funded a feasibility report to initiate the Athenree to Waihī Beach shared pathway / connection project. Through a procurement process, Council engaged Tonkin & Taylor to prepare the feasibility report, included in Attachment 1, which has identified crossing option 4 as the preferred crossing.

The feasibility report was discussed during the Waihī Beach Community Board workshop held 10 May 2021, where staff explained the next steps required to advance the project.

An Archaeological Assessment Report has since been completed (refer Attachment 2) to further inform any future discussion and planning about this project.

It is proposed to undertake engagement with the wider community and the Athenree property owners on the preferred option – crossing 4. This would help inform the resource consent application, noting that formal public consultation on the cycleway application will be a fully notified process upon lodgement of the application.

Community Board approval is now sought to accept the Feasibility Report and approve funding to advance the planning stage.

Recommendation

1. That the Reserves and Facilities Manager’s report dated 9 August 2021, titled ‘Athenree to Waihī Beach Crossing - Feasibility Report’, be received.

2. That the Waihī Beach Community Board accepts the Tonkin & Taylor Waihī Beach to Athenree Shared Pathway Connection Preliminary Feasibility Report and notes that crossing 4 is the preferred option.

And

3. That the Waihī Beach Community Board approves funding of $75,000 over 2 years to advance the Athenree to Waihī Beach shared pathway / connection project planning stage, from the Waihī Beach Community Board roading account.

Funding source	2021/2022	2022/2023
Council (Walking & Cycling activity budgets)	$37,500	$37,500
Waihī Beach Community Board (Roading Current Account)	$37,500	$37,500
TOTAL	$150,000

Background

This report is the formal starting point for the proposed project.

Desire to connect Waihī Beach to Athenree with a shared pathway has been a topic for several years within the Waihī Beach, Bowentown and Athenree communities. In November 2016, the Waihī Beach Community Board resolved (28 November WB1.10.1) that a “Waihī Beach to Athenree linkage” investigation was a priority on the Board’s roading priority list and allocated a budget of $20,000. Attachment 1 is the result of the initial feasibility investigation.

The Waihī Beach Community Plan, dated 28 January 2020, highlights the Waihī Beach (Island View) to Athenree shared path / linkage project as one of the top social objectives of the plan. Consequently, the Waihī Beach Community Board rate this project as one of their top priorities.

The Walking & Cycling Strategy Action Plan (revised 2020) identifies the Waihī Beach to Athenree linkage as an important section of the trail network that will eventually transit across the Western Bay of Plenty District, connecting with other regions.

There is no specific project budget but the 2021-2031 Long Term Plan (LTP) has approved increased walking & cycling activity funding to implement the Walking & Cycling Strategy Action Plan. Note that the LTP funding is not project crossing specific deliberately to enable timing flexibility and respond/contribute to external funding opportunities when they arise.

Project costs could be drawn (in part or in full) from the respective Transportation and Recreation capital budgets for walking & cycling which are as follows (in thousands):

	21/22	22/23	23/24	24/25	25/26	26/27	27/28	28/29	29/30	30/31
Transport	700	950	1,200	1,500	1,500	1,500	1,500	1,500	1,500	1,500
Recreation	150	200	250	300	300	300	300	300	300	300

The Waihī Beach Community Board could contribute to the planning stage; there is currently an uncommitted WBCB Roading Current Account budget available, refer to the Infrastructure Services Report Waihī Beach Community Board August 2021. Note that Council’s financial policy does not allow for non-capital expenditure from the Community Board General Reserve Account.

There are three distinct cost stages required to implement this project:

(a) Planning Costs. The estimate for this stage is up to $150,000, expended over 2 to 3 years due to the high level of information gathering required. This estimate allows for community pre-engagement, crossing design investigations, concept/preliminary design, and environmental affects assessments (cultural effects, landscape/visual, ecological, environmental and archaeological). Note that most of the planning cost is already included within the feasibility report crossing options estimates.

(b) Resource Consent Application Hearing Costs. The resource consent application will be a fully (public) notified process which is likely to include a Public Hearing. These costs may be absorbed within the planning stage but additional funding may be necessary if consent application costs escalate.

(c) Final Design, Tendering, Construction & Lifecycle Costs. There is no specific funding for this stage yet. The Feasibility Report indicates crossing construction costs of between $1.3M and $2.9M, depending on the crossing option and construction type. Lifecycle (maintenance, repairs and refurbishment) costs have yet to be considered/calculated but would be funded from rates. Once the preferred crossing and design are consented, funding options will be worked through.

Tangata Whenua Involvement

It was very important to understand at the earliest stage, potential crossing routes that could be supported culturally, versus crossings that were very sensitive / wahi-tapu.

Consultation with Te Whanau A Tauwhao Ki Otawhiwhi began with a site visit 28 August 2020 to consider crossing options.

The Community Board, Waihī Beach Ratepayers Association and Project Archaeologist were also present at the site visit. A further site visit between staff and Tangata Whenua to consider crossing option 4 was conducted 13 April 2021. The feasibility report identifies one crossing route (crossing option 3) that is not supported culturally. Wider Tangata Whenua input will be sought once the planning stage commences and it is expected that a strong cultural/artistic presence will be included as a component of the concept design. Attachment 2 is an Archaeological Assessment Report to inform crossing options discussion.

As per standard practice, staff have also held pre-engagement meetings with the Bay of Plenty Regional Council (BOPRC), Department of Conservation (DOC) and Forest & Bird to understand how they expect to be involved in the project and what their main issues / concerns are. All were supportive and the key feedback includes:

(d) DOC & Forest and Bird prefer any crossing route is outside of the designated sensitive ecological areas. Crossing options 1, 1A, 2 & 4 in that the feasibility report satisfy this preference, whereas crossing 3 does not.

(e) Forest & Bird also supported the discounting of crossing option 3 because that area is a highly sensitive bird life habitat.

(f) BOPRC clarified Tangata Whenua consultation requirements for any future resource consent application.

The Feasibility Report recommends crossing option 4 mainly because the visual and recreational impact / use of the Waiau Estuary is less compared to the other crossing options. Council could proceed directly to prepare a resource consent application for crossing option 4 but it would be prudent to pre-engage with the community in advance of resource consent application lodgement to improve the quality of the application itself.

Next Steps

Obtain Council approval for $150,000 of funding for the planning stage. This stage broadly covers the following outputs:

(g) Procurement / engagement of a planning consultancy

(h) Community pre-engagement about the project during the next Christmas holiday period.

(i) Council (via the planning consultancy) to co-ordinate/obtain:

(i) Cultural impact assessment

(ii) Geotechnical investigation

(iii) Bathometric survey

(iv) Environmental assessments

(v) Landscape & visual impact assessments

(vi) Preliminary / concept design

(vii) Prepare and lodge an Archaeological Authority Application

(j) Preparing all of the above into a resource consent application for a fully (public) notified process.

Significance, COMMUNICATION and Engagement

In terms of the Significance and Engagement Policy, the recommendation decision is considered to be of low significance. A communication & engagement plan will be prepared for the project once funding has been confirmed. It should also be noted that in addition to the proposed community engagement, that there will be further opportunity for community feedback through the publicly notified Resource Management Act consent process.

Issues and Options Assessment

Funding is required for this project to proceed to the next stage. Options include:

(k) Option A – $150,000 funding approved, split between Council and the Community Board.

Option A

That the Waihī Beach Community Board approves funding of $75,000 over 2 years to advance the Athenree to Waihī Beach shared pathway / connection project planning stage, from the Waihī Beach Community Board roading account.

Funding source	2021/2022	2022/2023
Council (Walking & Cycling activity budgets)	$37,500	$37,500
Waihī Beach Community Board (Roading Current Account)	$37,500	$37,500
TOTAL	$150,000

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

· Economic

· Social

· Cultural

· Environmental

Advantages

· Progresses a high priority Waihī Beach Community Plan project;

· Community Board funding share provides a sense of ownership over this project;

· Provides safe alternative non-vehicular transport connections between communities;

· Supports all of the objectives of the Walking & Cycling Strategy and Action Plan and is another link in off-road connectivity across the network;

· Will bring some certainty to this project (there is a lot of speculation and rumour-mongering in the community about this project);

· Provides opportunities to celebrate and share cultural history;

· Provides improved recreational, health & well-being opportunities;

Disadvantages

· Success depends on community support

· Risk of backlash from some within the community;

· Less funding available for other walking / cycling projects elsewhere in the District;

· No specific project / budget for construction yet in place.

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

· The proposed funding is a sunk cost and relies on a positive outcome from community engagement and construction funding in place within the next three years;

· The requested planning budget is a high level estimate with a small contingency factored in.

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

None identified.

Statutory Compliance

The funding sought within this report’s recommendations is aimed to advance the Athenree Crossing Project by responding to Resource Management Act and Heritage New Zealand Pouhere Taonga Act statutory compliance requirements.

Funding/Budget Implications

The Waihī Beach Community Board Roading Current Account (which appears to have sufficient uncommitted budget available) is the appropriate account to contribute project planning funds from. Policy does not allow for non-capital expenditure from the General Reserve Account.

Council contribution to this project could be drawn (in part or in full) from the respective Transportation and Recreation capital budgets (subject to other priorities) for walking & cycling, which are as follows (in thousands):

	21/22	22/23	23/24	24/25	25/26	26/27	27/28	28/29	29/30	30/31
Transport	700	950	1,200	1,500	1,500	1,500	1,500	1,500	1,500	1,500
Recreation	150	200	250	300	300	300	300	300	300	300

Attachments

1. Waihī Beach to Athenree Shared Pathway Connection Feasibility Report ⇩

2. Archaeological Assessment - Athenree to Waihī Beach Crossing Options ⇩

Waihī Beach Community Board Meeting Agenda

9 August 2021

9.2 Waihī Beach Community Board Chairpersons Report - August 2021

File Number: A4287342

Author: Ross Goudie, Community Board Member

Authoriser: Gary Allis, Deputy Chief Executive & Group Manager Infrastructure Services

Recommendation

1. That the Chairperson’s report dated 9 August 2021, titled ‘Waihī Beach Community Board Chairpersons Report – August 2021’ be received.

2. That the Waihī Beach Community Board fund up to $750 from the Waihī Beach Community Board Contingency Account for costs relating to the ‘thank you’ afternoon tea, to be held Monday 16 August 2021.

Background

Cycleways around the Waihī Beach Ward

Member Ryan has provided the Board with and update on the proposed Cycleways around the Waihī Beach Ward as of June 2021, including further options for consideration at an upcoming workshop. Attachment 1

Further information relating to this item can be found in the Infrastructure Report of this agenda.

Community Board afternoon tea for volunteers

On Monday, 16 August from 2pm - 4pm, the Community Board have organised a ‘thank you’ afternoon tea for volunteers and community groups.

Recommendation:

That the Waihī Beach Community Board fund up to $750 from the Waihī Beach Community Board Contingency Account for costs relating to the ‘thank you’ afternoon tea, to be held Monday 16 August 2021.

Waihī Beach Historical Trail Information Project

Waihī Beach Information Centre website contractor, Paulownia, has developed a structure that will host the content for the trails, which is currently downloading. There will be a four to six weeks time allowance for the delivery, completion and installation of the slanted bollards. The estimated completion date for the project is late August 2021.

Predator Free

On 21 June 2021, the following groups/representatives attended a meeting to discuss the draft policy:

· Local Predator Free Groups;

· Community Trappers;

· Department of Conservation;

· Waihī Beach Environmental Society Inc. (WBESI)

· Live Well Waihī Beach;

· Dotterel;

· Bay of Plenty Regional Council;

· Kaimai Kauri;

· Project Parore; and

· Community Board members and Councillors.

Sam Mortenson and Doug Longdill also met with Otawhiwhi Marae Representatives, Puawai and John Mutlow, on 18 July 2021, for the same purpose.

Funding applications are now being prepared.

Sustainability Policy and Proposals

Pippa Combes and Sam Mortenson have drafted a sustainability policy for Waihī Beach. On 14 July 2021, they met with Tourism Bay of Plenty to discuss sustainability initiatives, and funding for sustainability from the Bay of Plenty Regional Council (BoPRC).

Three Waters Reform

Staff Comment:

We understand that Government will be conducting a national communication and engagement programme in the second half of this year. Based on what we know at the moment, we expect we will have to decide in late 2021 whether to remain involved in the Government’s reform programme, or opt out. We will keep a record of the views you have shared so it can be provided to Council as part of their decision-making process.

If you would like more information on the Government’s plans for reform, you can find it here https://threewaters.govt.nz

Welcome to Waihī Beach Entranceway Project

Member Hulme has provided the project proposal as Attachment 2.

Town Centre Plan Review

The Community Board would like some direction from Council staff, in regards to progressing the Town Centre Plan Review.

CCTV

The Waihī Beach Community Board will be applying for two CCTV cameras in Waihī Beach, as soon as Council applications open.

Waihī Beach Library Upgrade

Staff Comment:

No further updates to provide at this stage.

Village Planting

The Innovation Garden Club have provided the Board with a proposal for Village Gardens. Attachment 3.

Community Matching Fund

Staff Comment:

The panel (Councillors James Denyer, John Scrimgeour, Mark Dean and Community Manager David Pearce) met on 8 July to make their decisions.

This is the sixth year of Councils contestable Community Matching Fund, with the exception being a hiatus for the 2020 year when funds, because of COVID-19, were diverted to the Community Resilience Fund.

The fund allocates a total of $140,000 per annum, which is divided into two sections: $40,000 for environmental initiatives and $100,000 for general applications, all under the guiding principle of providing public benefit. This was the first year in which all applications were made electronically only, which aligned Council with the best practice of other funders.

Applicant groups were asked to ‘match’ any cash grant from Council with an equivalent amount of their own, which could be made up of volunteer hours, cash in hand, donated services and goods,

The fund was open from 12 April 2021 to 28 May 2021. A total of 52 applications were received, of which seven were for the environmental fund:

1. Katikati – Waihī Beach ward – 13 applications;

2. Te Puke – Maketu ward – 22 applications;

3. Kaimai Ward – 9 applications; and

4. Whole District applications – 8 applications.

The total funds requested were $507,111.00.

Community Group Updates

A verbal update from the below groups/projects, will be provided at the meeting:

· Broadlands Block – Ruth Parsons

· Skate Park Plans – Pippa Coombes

· Pio Shores Group – Peter Roy

· Athenree Action Group – Anne Marie and/or Sue Allen

· Surf Life Saving Club

· A Friends Place

· Waihī Beach Community Centre

· Waihī Beach MenzShed – Don Fraser

Waihī Beach Events and Promotions

An update is provided as Attachment 4.

Coast Care

An update is provided as Attachment 5.

Waihī Beach Community Development Trust - MenzShed

A letter of confirmation needed for the final instalment of Community Board allocated funding is provided as Attachment 6.

Live Well Waihī Beach

Workshop notes of the discussion surrounding the future of ‘Live Well Waihī Beach’ has been provided as Attachment 7.

Attachments

1. Attachment 1 - Waihī Beach Cycleways around the Waihī Beach Ward Update ⇩

2. Attachment 2 - Waihī Beach Entranceway Project Proposal ⇩

3. Attachment 3 - Proposal for Village Gardens ⇩

4. Attachment 4 - Waihī Beach Events and Promotions Update - August 2021 ⇩

5. Attachment 5 - Waihī Beach Coast Care Report ⇩

6. Attachment 6 - Letter from Waihī Beach Community Development Trust - MenzShed ⇩

7. Attachment 7 - Live Well Waihi Beach - Workshop Notes from 19 July 2021 ⇩

Waihī Beach Community Board Meeting Agenda

9 August 2021

9.3 Waihī Beach Community Board Councillor's Report - August 2021

File Number: A4288469

Author: Anne Henry, Councillor

Authoriser: Gary Allis, Deputy Chief Executive & Group Manager Infrastructure Services

Recommendation

That the Councillor’s report dated 9 August 2021, titled ‘Waihī Beach Community Board Councillor’s Report – August 2021’, be received.

Background

Waihī Beach Dunes

Coast Care planned for three dune-planting days for Waihī Beach to take place in the winter months in 2021. Two are completed and those plants have survived the recent storms events the beach has endured. The first planting day was directly in front the Surf Club and followed on from a successful ‘start again’ dune restoration-planting programme Coast Care initiated in 2020. When weeds take hold in the dune, it is virtually impossible to eradicate them. Coast Care have found the best intervention is to dig sections of the dune out, replace the sand and replant. The Reserves and Facilities team at Western Bay of Plenty District Council will closely monitor these two sections of dune restoration, to remove any encroaching pest plants. Residents and ratepayers should alert Council through the Council Customer Service Team or via the Antenno application if they have noticed pest plant in these two new areas of planting.

The third planting day is still to go ahead, now requiring a new designated area to plant after erosion of the dunes. Coast Care will notify the date and location through their normal social media channels, Facebook, community pages or you can direct dial on 0800-884-880.

While the many parts of the beach lost considerable amounts of dune with recent storm events, assessments during July found there are still good plants from the Surf Club to Shore Road. Dunes are starting to repair with sand slowly building up. This is most noticeable along dunes of Coronation Park.

Many thanks to the local resident volunteers for the hours that are given every week for our environment and to the small number of people that are scheduling their beach retreat around a dune-planting day.

Coast Care is a coastal restoration programme, run in close partnership with local communities, Western Bay of Plenty District Council, Bay of Plenty Regional Council, care groups and schools, which aims to restore and protect the sand dunes along our Bay of Plenty beaches.

Long Term Plan (LTP) 2021 – 2031

The LTP came into affect from 1 July 2021. Thank you to our ward residents and ratepayers for their contributions towards its outcome. This journey has been a long and difficult one, especially as a new Councillor.

The outcome of the rate increase is 11.5%, fractionally lower than what Council went out to consult on. The rate setting for 2021-2022 already had a 4% increase in rates applied, which was agreed during the last triennium. This increase is for one year and funds the roll out of Council’s new Kerbside Waste Collection, an initiative to reduce waste being sent to landfill. Within the remaining 3.5% over Council’s normal limit 4 % limit for rate increases, are staffing requirements for up coming legislative and administrative requirements from Central government.

These are for changes to the Resource Management Act 1991 with a goal to simplify the Act and its processes and another big change is the Three Waters reform, reviewing the delivery of water to ensure throughout New Zealand healthy water is delivered to same level of purity to our people. Government are aiming for this work to be done by 2023. For the final 9 years of the LTP the rate will not be set higher than 4%.

Kerbside Rubbish and Recycling ‘Put Back Service’

The kerbside rubbish and recycling ‘Put Back Service’ for non-resident ratepayers to have their bin put back on their property after collection, is only available by applying through the Western Bay Customer Service Centre.

Call on 07 571 8008 or 0800 926 732 or email customerservice@westernbay.govt.nz. There is a cost for this service.

Western Bay of Plenty District Councils New Chief Executive Officer (CEO)

John Holyoake has officially stepped into his new role as Council’s CEO. The Tamaki Regeneration Company, which John has led since 2015, formally handed John over to Western Bay of Plenty District Council in a pōwhiri ceremony held in the Council chambers on Monday, 19 July 2021.

Most recently, John was the Chief Executive of the Tamaki Regeneration Company, the largest urban regeneration project in New Zealand, a role he held since 2015.

Previously, John has worked for Serco New Zealand, Housing New Zealand and Department of Corrections, in senior leadership roles.

Originally from Rotorua, John says it is great to be back in the Bay of Plenty and is eager to bring his skills and learnings to the rohe (area) and the inevitable challenges Council will face, particularly with reforms like the ‘Future of Local Government’ and ‘Three Waters’. John’s career has been tightly meshed between local and central government, which will be an advantage for Western Bay as we move into coming years of reform.

John replaces retiring Chief Executive Officer, Miriam Taris, holding the role from 2014 - 2021.

Waihī Beach Community Board Meeting Agenda

9 August 2021

ASSET & CAPITAL

Stormwater - Waihī 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. The design target date of the end of the financial year has not been met by GHD and they have been replaced with Tonkin & Taylor (T&T). Bay of Plenty Regional Council has confirmed that the design approach is acceptable. T&T has now advanced significantly and has completed the concept design stage.

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. T&T will complete the design and the project will be tendered for construction that is expected to take place during the summer period. An archaeological assessment will be undertaken.

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:

The new Council-led Kerbside Rubbish and Recycling Service started on 1 July 2021. A Pay as you throw (PAYT) user-pays tag system applies for rubbish collection. Collection of red lid rubbish bins will be available each week - bins need to be put out at 7am on collection day with a PAYT tag correctly attached through both the red handle and black lug.

Waste Management Ltd stopped collecting pre-paid green rubbish bags on 30 June 2021 throughout the District. Bags presented at the kerbside will not be collected.

What’s Next:

Customers can still take excess glass, cardboard and plastics #1 & #2 to the Council’s Recycle Centres. Any leftover pre-paid green bags can be taken to our recycling centres for disposal. Bins will be there for July and August only and will be removed straight after.

If 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 or use the online tool to see what bins to put out. For more information visit www.kerbside.co.nz/collection-day/

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

Waihī Beach Brighton Road

Description: Brighton Road Reserve Playground equipment replacement.

What's Happened:

The playground new 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:

Play equipment installation is scheduled in conjunction with the Island View Reserve playground project and will be completed in time for summer.

Waihī Beach Island View

Description: Island Review Reserve Playground construction.

What's Happened:

Playground construction is well underway and expected to be completed in September.

The sculptor (Roger Bullot) has commenced the tuatara sculpture off site. A large rock has been installed at the reserve, which the tuatara will be mounted on.

What's Next:

Complete the playground construction and associated landscaping. Planning for a formal opening event will be timed to coincide with tuatara sculpture completion.

Waihī Beach to Athenree Crossing (Walkway/Cycleway)

Description: Project planning to construct a walkway/cycleway crossing between Waihī Beach and Athenree.

What's Happened:

The feasibility report and accompanying archaeological assessment have been completed and will be presented in a recommendatory report to the Waihī Beach Community Board 9 August. The outcome from this meeting will trigger a decision from Council regarding funding to progress the planning stage of the project.

What's Next:

Present the recommendatory report to the Community Board. (Note, The outcome from this meeting will trigger a decision from Council regarding funding to progress the planning stage of the project).

Attachments

1. MAS Waihī Beach Community Board July 2021 ⇩

Waihī Beach Community Board Meeting Agenda

9 August 2021

9.5 Financial Report Waihī Beach - June 2021

File Number: A4288903

Author: Sarah Bedford, Management Accountant

Authoriser: Maria Palmer, Acting - Financial Controller

Executive Summary

This report is a financial report for the period ended 30 June 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 June 2021 (Attachment 1).

Total operating costs for the full year are over budget. 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	$
WB21-3.6	Waihī Beach Indoor Bowling Club	2,500
WB21-3.7	Waihī Beach Community Centre – A Friend’s Place	1,500
WB21-3.8	Echo Walking Festival	1,000
	2020/21 grants to date	5,000

Commitments – Operational expenditure

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

2020/21 Reserve payments analysis:

Resolution	Description	$
	2020/21 Opening balance	236,900
WB20-4.8	Grant of $5,000 for Waihī Beach Lifeguard Services to purchase a trailer to be funded from Waihī 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 Waihī Beach Community Board Reserve Account.	(26,087)
C20-11.07	Funding for ‘Live Well Waihī Beach’ up to $30,000 be funded from Waihī Beach Community Board Reserve Account (Note: $29,712 paid as at 30 June 2021)	(29,712)
WB22-3.9	Fund up to $30,000 to the Waihī Beach Community Development Trust – Waihī Beach MenzShed from the Waihī 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 June 2021	163,953

Committed – Reserve expenditure yet to be spent

Resolution	Description	$
	Opening balance before deducting commitments	163,953
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 Waihī 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 Waihī Beach area.	(27,000)
WB22.3.9	Fund up to $30,000 to the Waihī Beach Community Development Trust – Waihī Beach MenzShed from the Waihī 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 Waihī 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. (In progress)	(3,000)
C20-11.7	Funding for ‘Live Well Waihī Beach’ up to $30,000 be funded from Waihī Beach Community Board Reserve Account. (Note: $29,712 paid as at 30 June 2021). Remaining balance committed: $288	(288)
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	71,888

Recommendation

That the Management Accountant’s report dated 9 August 2021 and titled “Financial Report Waihī Beach – June 2021” be received.

Attachments

1. Waihi Beach Community Board - Financials June 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