Chairperson

Mayor James Denyer

Deputy Chairperson

Deputy Mayor John Scrimgeour

Members

Cr Tracey Coxhead

Cr Richard Crawford

Cr Grant Dally
Cr Murray Grainger

Cr Anne Henry

Cr Rodney Joyce

Cr Margaret Murray-Benge

Cr Allan Sole

Cr Don Thwaites

Cr Andy Wichers

Quorum

Six (6)

Frequency

Six weekly

Apology

Resolution  KKC23-2.1

Moved:          Chairperson J Clements

Seconded:    Member N Mayo

That the apology for absence from Member T Sage be accepted.

Carried

7.1          Richard Logan – Fairview Estate

·         Mr Logan was in attendance to represent the community from Fairview Country Club and wanted to draw to Council’s attention to the damage to the curb on 46 Sharp Road.  There was also a 25 metres section of missing curbing about 100 metres closer to State Highway 2.

·         Given the population in the area was now approaching about 450, traffic and pedestrian safety was becoming a concern. It would be good to explore whether a pedestrian area/path was possible.  Reduced speed limits would also help.

·         Was there any possibility to establish a cycleway from Waihī Beach to Tauranga?  There was mention of an unused railway corridor that could possibly be used.

·         The RSE accommodation across the road from Fairview Estate had been a good development, with positive neighbour engagement.

·         Residents at Fairview estate were relatively unaffected by the recent rain.

7.2         Keith Hay – Katikati Waihī Beach Ratepayers Association

·         It was understood that funding for the proposed elder housing had recently been approved, however, at the time the Kauri tree at the north east corner was felled, the funding had not yet been approved by the government.  Had proper procedures been followed?

·         Why were ratepayers expected to make up the shortfall for this elder housing project and why did Council not ask the community what they felt they need most in terms of using the funding?

·                      

Cr Henry:

·         Cr Henry reminded Mr Hay that Council had gone out for public consultation on elder housing during the last triennium and there had been an overwhelming response that the funding should be used for elder housing.

8.1          Brody Davis – Project Parore

·         A large part of the work done was in partnership with Bay of Plenty Regional Council (BOPRC) which was very effective due to the fact that they had significant funding.

·         Target areas were riparian planting, anything that promoted bringing birdlife back, and targeting areas where there would be the most impact.

·         At the moment the project was working to create more partnerships with the three northern Tauranga Moana marae.

·         It was important to reach out to communities because the project was community based and driven.  The project had a great team of people building networks and this needed to continue and spread to outer regions and catchment plans.

·         Project funding was for farm stock exclusion fencing, pest eradication/management and planting.  Work was being done to better align these components.

·         There were multiple water testing groups involved in the project who were helping to collect data for BOPRC.

·         A key aspect of the project was with local hapu and finding out where their main focus was.  Leading this was working on building more collaboration with catchment plans.

·         An important part of the project was to communicate and engage with the community and schools about what was being done and where.

·         At the moment, Katikati Primary School was engaged with the project to help them develop a design for the gully at the bottom of the school.  There could be an opportunity to link the cycleway to the school.

·         The project was aware that the Katikati Community Board may have funding available to support them going forward.

9.1          Minutes of the Katikati Community Board Meeting held on 15 December 2022

Resolution  KKC23-2.2

Moved:           Member N Mayo

Seconded:    Member A Earl

That the Minutes of the Katikati Community Board Meeting held on 15 December 2022 as circulated with the agenda be confirmed as a true and correct record.

Carried

10.1        Chairperson's Report - February 2023

The Board considered a report dated 8 February 2023 from the Chairperson.  The report was taken as  read.

Resolution  KKC23-2.3

Moved:          Chairperson J Clements

Seconded:    Cr R Joyce

That the Chairperson’s report dated 8 February 2023 titled ‘Chairperson’s Report – February 2023’ be received.

Carried

10.1.1      Kauri Tree Removal

The Chief Executive Officer responded to questions as follows:

·         The land was a ‘park’ and the title was fee simple.  It was not a reserve, however, was managed as a reserve.  This however did not suggest that Council would not treat this whenua/tree with respect. 

·         Council did not ever take decisions to cut down trees lightly and would adhere to its policy of replacement. 

·         Council’s Reserves and Facilities Manager was passionate about the environment and its protection. 

·         The intention was that the felled tree would be given to Te Rereatukahia Marae where it would be given a new lease of life.

10.1.2     Pensioner Housing

·         Cr Joyce provided an overview of the meeting that had been held that day for Elected Members to discuss Elder Housing.  A robust discussion had been held that covered Council’s communication and that the Elder Housing funding  was part of the Long Term Plan and as such would continue to progress.

·         Cr Joyce said that no one could change what Council had agreed upon in the Long Term Plan except Council, and that a policy change would be decided by Council, not staff.  He believed that the Council that was in place at the moment would make sure those decisions were made at Council.

10.1.3     Christmas Decorations for the Community Christmas Tree

Resolution  KKC23-2.4

Moved:                         Member N Mayo

Seconded:         Cr A Henry

That the Katikati Community Board approves up to $2000 from the Street Decorations Account to Katch Katikati for the purchase of additional Christmas decorations for the Community Christmas Tree.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 

Carried

10.2       Councillor's Report - February 2023

The Board considered a report dated 8 February 2023 from the Councillor who took the report as read noting the following:

He would like to see a review of Council’s protection policy for all significant trees on Council land.  He noted that Hastings District Council had just adopted a similar ‘tree removal policy’.

Resolution  KKC23-2.6

PART 1

Moved:          Cr R Joyce

Seconded:    Member A Earl

That the Councillor’s report dated 8 February 2023 titled ‘Councillor’s Report – February 2023’ be received.

Carried

Resolution  KKC23-2.7

PART 2

Moved:                         Cr R Joyce

Seconded:         Cr A Henry

That the Katikati Community Board requests that Council reviews its tree protection policy for all significant trees on Council land that includes defining what a ‘significant tree’ is.

Carried

10.3       Katikati Community Board - ANZAC Day Commemoration 2023

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

The resolutions were taken in parts as follows:

Resolution  KKC23-2.8

PART 1

Moved:           Member N Mayo

Seconded:     Member A Earl

1.               That the Senior Governance Advisor’s report dated 8 February 2023, titled ‘Katikati Community Board – ANZAC Day Commemoration 2023’, 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.

Carried

Resolution  KKC23-2.9

PART 2

Moved:                         Member N Mayo

Seconded:         Cr R Joyce

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

Carried

Resolution  KKC23-2.10

PART 3

Moved:                         Member N Mayo

Seconded:         Cr A Henry

That John Clements represents the Katikati Community Board at the ANZAC Day Service in Katikati on 25 April 2023.

Carried

10.4       Infrastructure Services Report Katikati Community Board February 2022

The Board considered a report from the Executive Assistant Infrastructure.  The report was taken as read.

Cemetery Katikati Hot Springs Road

The Chief Executive Officer responded to a question as follows:

·         It was important to keep in mind that this was only an option that was being explored/assessed and nothing more.  It was purely an investigative process and was by no means a ‘preferred option’ at this point in time.

Resolution  KKC23-2.11

Moved:           Cr R Joyce

Seconded:    Member N Mayo

That the Deputy Chief Executive’s report dated 8 February 2023, titled ’Infrastructure Services Report Katikati Community Board February 2023’, be received.

Carried

10.5       Katikati Financial Report - December 2022

The Board considered a report from the Financial Business Advisor.  The report was taken as read.

It was noted that there was some committed reserve funds from the last triennium that had not been capture in the financial report. Staff would follow this up to ensure it was reflected correctly in the next financial report.

Resolution  KKC23-2.12

Moved:           Cr R Joyce

Seconded:     Cr A Henry

That the Financial Business Advisor’s report dated 8 February 2023, titled ‘Financial Report Katikati – December 2022’, be received.

Carried

7.1          Cr Margaret Murray-Benge - Community Safety in Ōmokoroa

Cr Murray-Benge, a Kaimai Ward Councillor, addressed the Board, campaigning for greater Police presence on the peninsula.  She Tabled Item 1, which she read in full.  Key points were as follows:

·           The Board was supported in seeking a safer Ōmokoroa community, which was growing fast.

·           Recently, two Ōmokoroa businesses had been ram-raided, one twice.

·           There had been a number of burglaries and car thefts. 

·           A youth had been bullied and a woman accosted, both incidents were in the same local park.

·           Ōmokoroa may have a Police Station in the future, so planning should begin now.

·           The local Member of Parliament could help this being a higher priority for Government.

·           With populations increasing, a greater Police presence was an urgent necessity both in Ōmokoroa, and throughout the Western Bay.

Cr Murray-Benge advised Council was holding a Kaimai Ward Community Forum on 15 February 2023 at 7.00pm. Councillors and staff could take part in informal discussion to hear and respond to the needs of the wider community.  Outcomes from the Forum would be brought to Council’s Community Committee, of which Cr Murray-Benge was Chairperson.

The Chairperson thanked Cr Murray-Benge for raising the issue.  He addressed the topic as part of his Chairperson’s report. 

7.2         Jim Boyes - Police presence on the peninsula

Mr Boyes, resident of Ōmokoroa, addressed the Board as follows:

·           He was aware the Ōmokoroa Community Policing Trust had long sought a greater Police presence on the peninsula.  On that basis, he considered the Trust would support Cr Murray-Benge’s presentation to the Board, which he also, personally, supported.

·           With the Community Board and the Trust’s combined efforts, some action may be forthcoming.

The Chairperson thanked Mr Boyes for speaking.

7.3         Chris Dever – Concerning Behaviours – Roundabout – Foreshore maintenance

Mr Dever, resident of Ōmokoroa, addressed the Board as follows:

·           Behaviours from some factions of the community were inexcusable, for example, driving along a road knocking down letter boxes.  This caused unnecessary community tension.

·           He was concerned that the major roundabout to connect the peninsula to the State Highway(SH) would not be completed until 2025.  This was too long for residents who were already queuing to enter the SH, having to wait for many cars to pass before being let into the line of traffic.

·           In relation to Community Reserve Expenditure, he sought more funding towards foreshore maintenance, particularly by the reserve between the toilets and slipway.   He felt that no one had gone on site and made a proper assessment.

·                       

Cr Grainger gave a brief explanation of the function of the Community Reserve Expenditure account.

The Chairperson thanked Mr Dever for raising topical matters, especially relating to weather.  He noted these were extraordinary times and weather related issues were having significant impacts on people’s lives.  The Board considered the community could help itself, by voluntarily attending to small tasks rather than phoning Council, which was currently dealing with major issues in the area. 

8.1          Minutes of the Ōmokoroa Community Board Meeting held 13 December 2022

Resolution  OMC22-2.1

Moved:                         Deputy Chairperson A Hughes

Seconded:         Member G Neilson

That the Minutes of the Ōmokoroa Community Board Meeting held on 13 December 2022, as circulated with the agenda, be confirmed as a true and correct record.

CARRIED

9.1          Ōmokoroa Community Board Chairperson's Report - February 2023

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

Resolution  OMC23-2.2

Moved:                         Deputy Chairperson A Hughes

Seconded:         Member B Bell

1.        That the Chairperson’s report, dated 14 February 2023, titled ‘Ōmokoroa Community Board Chairperson’s Report – February 2023’ be received.

2.       That Ōmokoroa Community Board Members be appointed as a representative to the following committees and organisations:

·           Ōmokoroa Environmental Managers                              Member Allan Hughes

·           Ōmokoroa Settlers Hall Society Inc. Committee           Member Greg Neilson

Carried

9.1.1        safety in the community

·                     The Chairperson advised as follows:

·                       

·         There had been Board discussions in relation to safety in the community. This was a key focus for the Board. 

·         The Board and Councillors would work together to progress several elements of those discussions, including the desire to have a greater Police presence on the peninsula. 

·         The Board considered there were steps the community could take to “strengthen the ties that bind us”, and it would look at how the Board’s role may evolve as a result.

·         It was acknowledged there was social change and growth within the Ōmokoroa community.  It was time to address the concerning things that came to people’s attention, and to work to prevent negative events and behaviours.

9.2         Ōmokoroa Community Board Councillor's Report - February 2023

Councillor Thwaites provided a verbal report, noting the following:

·           There had been a pre-Christmas meeting about the Annual Plan process, but at the time of the Anniversary weekend weather event, Councillors had not been attending formal meetings. All Councillors had returned and were attending regular meetings from early February 2023 onwards.

·           Government reform was underway and Council had been requested to submit on that, as part of the ‘Future of Local Government’ reforms. 

·           The Resource Management Act was being divided into three different elements.

·           Council was holding the first ever Kaimai Ward Community Forum on 15 February 2023 at 7.00pm, as alluded to by Cr Murray-Benge in Public Forum.  There were 5,500 properties in the Kaimai Ward who may benefit from having this forum opportunity, which was informal.  Any issues arising could be referred to Council’s Community Committee, and hopefully would yield outcomes for the Kaimai community.

·           Every six years Council must undertake a full Representation Review and that was imminent, and would be a work in progress.

·           There would be another Councillor Annual Plan workshop on Thursday, and the rates increase would be considered.  

·           New valuations for District about to be released. 

·           He and Cr Murray-Benge had been contacted by a person raising issues about grass, weeds, and gardens on the peninsula.

·           In terms of the bus shelters for Kaimai Views, there were children standing in the rain to catch buses.  The Prole Road bus shelter had been damaged in the storm and needed to be tidied up.

There were no questions of Cr Thwaites.

Resolution  OMC23-2.3

Moved:                         Member G Neilson

Seconded:         Member B Bell

That the verbal report provided by Councillor Thwaites on 14 February 2023 be received and the information noted.

Carried

9.3         Ōmokoroa Community Board - ANZAC Day Commemoration 2023

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

Resolution  OMC23-2.4

Moved:                         Cr M Grainger

Seconded:         Member B Bell

1.        That the Senior Governance Advisor’s report, dated 14 February 2023, titled ‘Ōmokoroa Community Board – ANZAC Day Commemoration 2023’, be received.

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

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

4.       That Chairperson Peter Presland represents the Ōmokoroa Community Board at the ANZAC Day Service in Ōmokoroa on 25 April 2023.

CARRIED

9.4         Infrastructure Group Report Ōmokoroa Community Board February 2023

The Board considered a report from the Deputy Chief Executive. The report was taken as read.  Staff responded to questions as follows:

·         Frustration over bus stops was acknowledged.  They had been scheduled to be installed and it was not up to the Contractor to do that.  This was in relation to bus stops in Kaimai Views and Pole Road.  The Roading Engineer (East and West) would chase the project up again, particularly in view of the increased need with current weather.

·         The interchange roundabout project was complex, involving significant design and construction factors, hence the approximately $45M cost.  Council could bring pictures of the design for the community to view.

The Chairperson spoke to the weeds on berms, noting that with the significant challenges put on Council with the weather events, it was understandable those responses were needed before some core tasks. 

In response, Staff agreed that with all the weather events hitting one-after-the-other, resources were rightly going to significant works but once completed, resources would be returned to business-as-usual. 

The Chairperson reiterated that the community could respond to some of the core tasks such as gardens, berms and rubbish, as needed in the meantime, to lift the load.

Resolution  OMC23-2.5

Moved:                         Deputy Chairperson A Hughes

Seconded:         Member G Neilson

That the Deputy Chief Executive’s report, dated 14 February 2023, titled ‘Infrastructure Group Report Ōmokoroa Community Board February 2023’, be received.

Carried

9.5         Financial Report Ōmokoroa - December 2022

The Board considered a report from the Financial Business Advisor.  The report was taken as read with further discussion on the below points: 

The recommendation was taken in parts as follows:

Resolution  OMC23-2.6 – part 1

Moved:                         Member B Bell

Seconded:         Deputy Chairperson A Hughes

1.        That the Financial Business Advisor’s report, dated 14 February 2023, titled ‘Financial Report Ōmokoroa – December 2022’, be received.

         CARRIED

9.5.1      BUS SHELTERS IN OMOKOROA ROAD (Ref. OM1.8)

Councillor Grainger raised the matter of Committed - Reserve Expenditure’ contribution of up to $50,000 for two Bus Shelters in Ōmokoroa Road.  He spoke to historic reasons behind the money being set aside for a bus shelter for the elderly nineteen years ago, that Ōmokoroa Stage 1 had been delayed more than once, and the bus shelter was still not there. 

The Board considered it would seek further information about location and practical requirements for bus shelters.  Staff advised they would check plans and notify the Board accordingly.

Resolution  OMC23-2.7 – part 2

Moved:                         Deputy Chairperson A Hughes

Seconded:         Member G Neilson

That the below ‘part 2’ of the recommendation in the Financial Business Advisor’s report lie on the table until further information is forthcoming:

2.     The Ōmokoroa Community Board requests that the ‘Committed - Reserve Expenditure’ contribution of up to $50,000 for two Bus Shelters in Ōmokoroa Road (Ref. OM1.8), be released back to the Reserve Account, noting the contribution is no longer required, as the works will be completed as part of Ōmokoroa Road Urbanisation Stage 2.

        Carried

9.5.2     WAKA KOTAHI (NZTA) discussions with landowners for new designation to build THE tauranga northern link (tNL)

Cr Thwaites advised that Waka Kotahi (NZTA) were undertaking discussions with all the landowners from Loop Road out to Stage 2 of the new Tauranga Northern Link (TNL) and were looking to come to Council for the new designation to build the TNL.   That process was underway and letters had been sent to all the landowners.

He noted that every Wednesday fortnight, between 2.00pm and 4.00pm, the public was welcome to call in to TNL office at the driveway past Te Puna roundabout and TNL staff were there to advise.

Apology

Resolution  TPC23-2.1

Moved:           Member D Snell

Seconded:     Cr A Wichers

That the apology for absence from Cr Summerhayes be accepted.

Carried

8.1          Minutes of the Te Puke Community Board Meeting held on 15 December 2022

Resolution  TPC23-2.2

Moved:            Cr A Wichers

Seconded:     Deputy A Paudel

That the Minutes of the Te Puke Community Board Meeting held on 15 December 2022 as circulated with the agenda be confirmed as a true and correct record.

Carried

9.1          Te Puke Community Board - Chairperson's Report - February 2023

The Board considered a report from the Chairperson who took the report as read.

Town Centre Rate – Graffiti Removal

The Deputy CEO/GM Infrastructure spoke to this item noting the following:

·         There were two different ‘Town Centre Rates’ across the district – one was a community rate set individually by communities and the other had been in place for seventeen years and funded from $10 per property from an annual general charge.

·         If the Te Puke Community Board wanted to do something about removing the graffiti around the town centre it was suggested that they put a ‘line item’ in the community board long term cost plan centre and call it ‘graffiti removal’.  This was for a specific purpose for Te Puke that was important to the community.

Resolution  TPC23-2.3

PART 1

Moved:           Cr A Wichers

Seconded:     Deputy A Paudel

1.    That the Chairperson’s report dated 16 February 2023 titled ‘Te Puke Community Board Chairperson’s Report – February 2023’ be received.

2.   That the Te Puke Community Board approve the funding for the installation of power for a second Christmas tree at the Te Puke west entrance at an estimated cost of $15,000 to be funded from their Street Decoration account.

3.   That the Te Puke Community Board approve the funding for the installation of two kitset bus shelters at an estimated cost of $20,000 to be funded from their roading account.

Carried

9.1          Continued:  TE PUKE COMMUNITY BOARD - CHAIRPERSON'S REPORT - FEBRUARY 2023

Resolution  TPC23-2.4

PART 2

Moved:           Chairperson K Ellis

Seconded:     Member D Snell

That the following resolutions put and carried at the 15 December 2022 Te Puke Community Board meeting be revoked.

Resolution  TPC22-1.6

Moved:         Member D Snell

Seconded:    Deputy A Paudel

That the Te Puke Community Board seeks funding of $50,000 for the development of a community plan, in parallel with the Council led Te Puke spatial plan, through the Annual Plan process.

Carried

9.2         Te Puke Community Board – Councillor’s Report – February 2023

The Board considered a report from Cr Wichers.  The report was taken as read.

Resolution  TPC23-2.7

Moved:            Chairperson K Ellis

Seconded:     Member D Snell

That the Councillor’s report dated 16 February 2023 titled ‘Te Puke Community Board Councillor’s Report – February 2023’ be received.

Carried

9.3         Te Puke Community Board – ANZAC Day Commemoration 2023

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

Resolution  TPC23-2.8

Moved:           Member D Snell

Seconded:    Cr A Wichers

1.        That the Senior Governance Advisor’s report dated 16 February 2023, titled ‘Te Puke Community Board – ANZAC Day Commemoration 2023’, be received.

·                      

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

·                      

3.      That the Te Puke Community Board approve up to $200 to provide a wreath for the ANZAC Day Service, to be paid from the Te Puke Community Board Contingency Account.

·                      

4.      That Chairperson Kassie Ellis represents the Te Puke Community Board at the ANZAC Day Service in Te Puke on 25 April 2023.

 CARRIED

9.4         Te Puke Community Board - Grant Application - February 2023

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

Resolution  TPC23-2.9

Moved:           Deputy A Paudel

Seconded:    Member D Snell

1.        That the Senior Governance Advisor’s report dated 16 February 2023 titled ‘Te Puke Community Board Grant Application – February 2023’ be received.

·                      

2.      That the Te Puke Community Board approve the grant application from Tautoko Mai Sexual Harm Support Services Trust for $6,750 to contribute towards costs associated with running three ‘Health and Well-Being’ workshops for ethnic communities in Te Puke and commit to facilitating potential venue hire for their workshops within the Te Puke rohe. This grant will be funded from the Te Puke Community Board Grants Account, subject to all accountabilities being met.

CARRIED

9.5         Te Puke Community Board - Financial Report December 2022

The Board considered a report from the Financial Business Advisor.  The report was taken as read.

Resolution  TPC23-2.10

Moved:           Cr A Wichers

Seconded:    Chairperson K Ellis

The Financial Business Advisor’s report dated 16 February 2023 titled ‘Te Puke Community Board – Financial Report December 2022’ be received.

Carried

9.6         Infrastructure Group Report Te Puke Community Board February 2023

The Board considered a report from the Executive Assistant Infrastructure Group.  The report was taken as read.

Stock Road:

The Deputy CEO/GM Infrastructure spoke to this item noting the following:

·         In terms of the roading account and the $100k allocated for cycleways – $45k was allocated to Stock Road.

Resolution  TPC23-2.11

Moved:           Chairperson K Ellis

Seconded:    Member D Snell

That the Deputy Chief Executive’s Report dated 16 February 2023 titled ‘Infrastructure Group Report Te Puke Community Board February 2023’ be received.

Carried

7.1          Jim Russell - Kotukutuku Gully

Mr Russell addressed the Board as follows:

·         The Kotukutuku pumping station had overflowed across the road and into the gulley.  He requested information about what had happened. 

In response, Chairperson Rae provided information relayed from the Network Drainage Engineer at a site meeting held 20 February 2020.

Member Hopping raised the issue of what would happen to the waste water system in the event of a power outage.  

Deputy Mayor Scrimgeour spoke to a lake that was being formed in the bottom of the gulley, and felt that Downers (Contractors) should have removed blockages from the culvert. 

In response Chairperson Rae explained that location was a Māori roadway and not a Council culvert.  Overall, the Board expressed the view that Council (Downers) could have done more. 

The Board acknowledged that the gully was a natural overland flow path.

7.2         Laureen Russell – Blocked Culverts

Ms Russell addressed the Board as follows: 

·         She had observed that the culvert at the bottom of the gulley had unblocked itself that day.  He considered that Council had a moral, if not legal, responsibility to make sure the culvert was clear. 

·         She noted there were three council culverts that ran into the gulley/valley. 

·         Last year, from October to Christmas the culvert had been blocked five times. On one occasion it appeared to have been deliberately blocked. 

·         She had observed that a natural watercourse had been there since time immemorial.  It was illegal to block a natural watercourse.  She sought  acknowledgement from WBOPDC that there was a legal issue there.

7.3         Runa Morrison – Civil Defence Response for Maketu

Ms Runa Morrison attended to speak in relation to issues with the quality of the Civil Defence response for Maketu during Cyclone Gabrielle.  She noted the following:

·         It was apparent that Maketu did not have a Civil Defence strategy or plan.  She sought advice about whether the Community Board was the right forum to bring the matter to, in order to start a conversation around better community preparedness.

·         There had been much confusion, and people questioning why they would go to Pongakawa, during the cyclone.

·         She was happy to put her hand up, as she covered the Lakeland area for disabilities. In meetings, that area was prepared but her home, Maketu was not.

·         She hoped a meeting would be held to plan for the similar situations.  This should not be led by one organisation (i.e. hauora), but needed to involve the whole community. 

·         The community had resources and could volunteer during events.  She was concerned with any potential evacuation of people with disabilities.   

In response, Chairperson Rae advised she was well aware of the community’s concerns, particularly people told to evacuate, and that people felt Pongakawa was not suitable for Maketu in an evacuation event.  She had made the call to hold two separate hui, one at night and one on the weekend, so everyone could attend.  These were likely to be held within the next two weeks.  A general discussion was needed to debrief and start to come up with a plan.  The Board had discussed how it could help residents, and the possibility of purchasing a generator and water pump.

Member Hopping noted the load of responsibility that had fallen on Chairperson Rae during the event, and expressed concern that it was ‘above and beyond’ the role of Chairperson. 

Councillor Crawford spoke to the Te Puke Community Board experience, where he knew a Community Response Plan had been developed, so a template existed.

Ms Morrison thanked the Chairperson for organizing a formal debrief, as this was needed.

Councillor Sole emphasised the importance of Community Response Plans being led locally, and understood the risks for Maketu.  Boards could develop their own Civil Defence Response Plan.  He advised there would be plenty of help from Council and the Civil Defence Emergency Management Group (CDEM) to make a good plan.

7.4         Luen Gerrard – vehicle speeds, footpaths in maketu road by the school, pedestrian bridge

Ms Gerrard addressed the Board on safety hazards as follows:

·         She was concerned with the risk to children walking Maketu Road to get to kura (school). Cars often still travelled at 100kph entering Maketu. 

·         A lower speed limit might be required in front of the school.

·         The cycleway was poorly designed. 

·         In past years:

o   residents had been advised that painted road markings would help to slow traffic

o   residents had asked for a pedestrian bridge over the stream 

o   residents had been consulted on where the speed limit sign should go, but it was eventually put between the Kōhanga Reo and the park, a different place.

·         She was concerned about a lack of Council action on speed limits and footpaths over many years and sought the support of the Board.  

Chairperson Rae understood from the last briefing held, that the controversial part of the footpath was in front of residents’ homes.  Two residents who were in attendance confirmed this.  She was aware that an agreement had been reached to extend the footpath from the Kōhanga Reo to the culvert, and this would be done.  

The Board acknowledged that some people were concerned about coming out of their driveway right onto a cycleway.   In terms of the speed limit past the school, it was on a Māori Roadway.  The Chair would investigate legal obligations. The Board would make it clear to Council’s roading team that action needed to happen for safety reasons.

Resident Jim Russell spoke, concerned with pedestrian safety due to the behaviour of some local drivers who seemed to try to frighten people by driving too close to them.  

7.5         Maxine Riri – Responsibility for Civil Defence responses to Hauora

Ms Riri addressed the Board as follows:

·         She was unsure how the responsibility for civil defence fell to the Hauora, and believed it should involve the community and be the responsibility of the Community Board Chair.  The plan for the hauora to run the response did not work.

·         When the alert was called for the low lying areas of Maketu, people had to understand exactly how extensive that area was.

·         There were lots of issues that needed to be discussed.  All civil defence plans needed to be ‘fit for purpose’. 

·         She acknowledged the hard work of Police with torches, walking up and down the road all night during the event.

Chairperson Rae noted the alert/warning had gone out for floodable low lying land only in Maketu, but that did not mean the bank at Town Point Road would not slip.  The map on the Council website showed the land likely to get flooded in an event. Part of her role was to sit on any committee that was part of the community response.  There was only one hui held between the Hauora taking over and the cyclone event.  The Hauora had a draft plan, but unfortunately, none of the milestones were met. The Board acknowledged this required serious consideration at the debrief.  She had physically door-knocked Little Waihi due to flooding concerns that night.  The Police also walked there.

Ms Riri advised that door-knocking should be extended to Town Point Road in any future event, due to its vulnerability.

7.6         Max Johnson - Contractors - Sewerage Plant - Drainage - Removal of Trees

Mr Johnson addressed the Board on several topics as follows:

·         Contractors were not meeting expectations, with the exception of the contractor mowing the cemetery.  This was not about weather, it had been an ongoing issue for years.

·         End water from the sewerage plant went out into the paddock, causing a bog all year round.  That paddock needed to be redesigned to become a wetland so water was dealt with properly.  It was high ground and never designed for that.

·         Council used to clean the drain behind the community centre from Church Road right through, but that was not happening now.  They had been lucky with the weather event.  Water came from a big catchment into that drain.

·         He had put in a service request to Council last week about downed trees at Waewaetutuki Road, but was advised they were too busy to attend.  He took matters into his own hands, got a digger to block the road and forestry people helped remove the trees blocking the road. There were more trees that needed to be taken down, one on Wilson Road. 

·         The tree of greatest concern was the Macrocapa tree up the back of Maketu.  Powerco could not get to it because it was a jungle up there, so he had cleared some vegetation so people could access it.  That tree needed to be removed, because if the wind came up it was very dangerous and he was concerned for the people living under it.

Chairperson Rae had met with Council staff about Maketu’s level of service concerns, including contractors and drainage concerns. The Board acknowledged something needed to change and would follow up on the level of service.  She thanked Mr Johnson for his efforts with the trees, and acknowledged they were not on Council land, but she would contact Powerco in terms of dealing with trees, as these were a health and safety risk for residents.

Resident Runa Morrison noted that the back of their sections on Spencer Road were being lost because of the drain.  The land was falling away.

7.7         Weina Moko - Mahi on Private/Māori land

Ms Moko addressed the Board as follows:

·         The community was doing well, despite all the issues she had heard tonight.  She agreed there were safety issues and drainage issues.

·         She wished to remind people that when any mahi happened on private or Māori land sites, people needed to be mindful of koiwi (human skeletal remains) buried there.  She was happy to help with contacting any whanau.

7.8         Mereheni meads and carolyn Trapski – Maketu Surf Lifesaving Club Committee - Application for Grant Funding

Mereheni Meads (Club Committee Chair), and Carolyn Trapski (Club Secretary)  attended, representing the Maketu Surf Lifesaving Club Committee and spoke to the Club Committee’s application for grant funding as follows:

·         Maketu Surf Lifesaving Club did great work in the community.

·         The Club had been recognised nationally as the ‘Club of the Year’ for the whole eastern region from Whangamata right down to Gisborne.

·         That recognition was due to 300% increased patrol hours.

·         They had gone from one patrol member two years ago to nine.

·         They work with children teaching leadership and how to rescue people, and trained ‘rookies’                          .

Chairperson Rae noted the Board would deliberate on the grant later that night.   She then thanked all Public Forum Speakers for attending.

8.1          Minutes of the Maketu Community Board Meeting held on 13 December 2022

Resolution  MKC23-2.1

Moved:                         Member T Hopping

Seconded:         Chairperson L Rae

That the Minutes of the Maketu Community Board Meeting held on 13 December 2022, as circulated with the agenda, be confirmed as a true and correct record.

Carried

9.1          Maketu Community Board - Chairperson's Report - February 2023

The Chairperson’s Report was taken as read.  The following discussions were had.

Member Hopping would like to see the installation of the rugby goal posts, and to address the drainage issue with the skate bowl. She noted previous Board Members advised that the roadway in to the skate bowl area had not met expectations.

Chairperson Rae noted that Staff had assured her on 20 February 2023 that the water table would go down and it was a priority to get the rugby goal posts installed within the next two weeks, as there may be a window of opportunity with the weather.

Member Hopping raised the issue of rocks in front of the Maketu Surf Club, noting that Charles Tapsell had agreed to progress a permanent barrier/retaining structure to enable hazards to be identified more easily.

Resolution  MKC23-2.2

Moved:                         Member T Hopping

Seconded:         Member D Walters

That the Chairperson’s report, dated 21 February 2023, titled ‘Maketu Community Board Chairperson’s Report – February 2023’ be received.

Carried

9.2         Maketu Community Board - Councillor's Report - February 2023

Councillor Crawford spoke to his report, referencing issues that had arisen with recent adverse weather events.  He reinforced the need for Te Puke Community Board and Maketu Community Board to work closely together.  He would advocate for changes with regard to lawnmowing levels of service, including the need for local contractors.

There was no further discussion by the Board on the report.

Resolution  MKC23-2.3

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Member D Walters

That the Councillor’s report, dated 21 February 2023, titled ‘Maketu Community Board - Councillor’s Report – February 2023’ be received.

Carried

9.3         Maketu Community Board - ANZAC Day Commemoration 2023

The Senior Governance Advisor’s report was taken as read.   The Chairperson advised that the recommendation would be taken in parts as follows:

Resolution  MKC23-2.4 - Part 1

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr R Crawford

1.        That the Senior Governance Advisor’s report dated 21 February 2023 titled ‘Maketu Community Board – ANZAC Day Commemoration 2023’ 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.

CARRIED

Resolution  MKC23-2.5 – Part 2

Moved:                         Chairperson L Rae

Seconded:         Member D Walters

3.       That the Maketu Community Board approve up to $200 to provide a wreath for the ANZAC Day Service, to be paid from the Maketu Community Board Contingency Account.

CARRIED

Resolution  MKC23-2.6 – Part 3

Moved:                         Member D Walters

Seconded:         Deputy Mayor J Scrimgeour

4.       That Chairperson Rae and Member Hopping would represent the Maketu Community Board at the ANZAC Day Service in Te Puke on 25 April 2023.

Carried

9.4         Maketu Community Board - Grant Application - February 2023

The Community Board considered a grant application from the Maketu Surf Club.  The report was taken as read. 

Following discussion, in relation to the remaining grant budget, it was noted that the $300 deficit would come out of the contingency account and, therefore, the grant could be approved.  It was also noted that there were very few applications for grants to this Board.  The Chairperson advised that the recommendation would be taken in parts as follows:

Resolution  MKC23-2.7 – Part 1

Moved:                         Member T Hopping

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Senior Governance Advisor’s report dated 21 February 2023 titled ‘Maketu Community Board Grant Application – February 2023’ be received.

        Carried

Resolution  MKC23-2.8 – Part 2

Moved:                         Chairperson L Rae

Seconded:         Member D Walters

2.       That the Maketu Community Board approve the grant application from the Maketu Surf Lifesaving Club Grant Application for $2,159.90 to contribute towards costs for the purchase of a basket stretcher and junior surf equipment. This grant will be funded from the Maketu Community Board Grants Account, with the deficit of $300 funded from the contingency account, subject to all accountabilities being met.

Carried

9.5         Maketu Community Board - Financial Report December 2022

The Community Board considered a report from the Deputy Chief Executive.  The report was taken as read. In response to a question, Chairperson Rae advised that the grant of $1,000 for Maketu Community Led Development was essentially for the mowing of Pukemaire.

Resolution  MKC23-2.9

Moved:                         Member T Hopping

Seconded:         Member D Walters

That the Financial Business Advisor’s report dated 21 February 2023 titled ‘Maketu Community Board – Financial Report December 2022’ be received.

Carried

9.6         Infrastructure Group Report Maketu Community Board December 2022

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

Resolution  MKC23-2.10

Moved:                         Member T Hopping

Seconded:         Cr R Crawford

That the Deputy Chief Executive’s report, dated 21 February 2023, titled ‘Infrastructure Group Report Maketu Community Board February 2023’ be received.

Carried

9.6.1      Cycleway

Member Hopping spoke about the bridge and cycleway to go behind houses near Spencer Avenue Reserve.  Staff advised it was private property (Te Arawa Lakes Trust) and that an approach could be made by Council to discuss the matter. 

Resolution  MKC23-2.11

Moved:                         Member T Hopping

Seconded:         Cr R Crawford

That the Maketu Community Board requests that Council approach the land owner (Te Arawa Lakes Trust), regarding the possibility of the end of the existing cycleway extending through Te Arawa Lakes Trust land onto Spencer Avenue reserve land.

Carried

9.6.2     Civil Defence Emergency Management

It was noted that the Maketu Community Board did not agree with the comments in the report, particularly, the Board did not agree that the Community Resilience Advisor had kept the Board updated with warnings and Emergency Response Information.

Further, the Board did not consider that enough engagement with the wider community had been undertaken.

9.6.3     Rubbish Collection

Member Hopping spoke about the frequency of the seasonal rubbish collection in Maketu, noting that Pukehina was the recipient of extra collections. 

9.6.4     Surf Club Carpark Reserve Rock Revetment

Member Hopping stated that the plan for the Maketu Surf Club was unclear, and sought further detail on the plan.

Chairperson Rae understood that the ideal plan had been quashed by some tangata whenua. 

Member Hopping raised the issue that, given the temporary fix was working, whether anything further was planned, or was this “case closed”. Chairperson Rae noted that clarification was required from staff, as a permanent solution was needed.

Resolution  MKC23-2.12

Moved:                         Member T Hopping

Seconded:         Deputy Mayor J Scrimgeour

That Maketu Community Board seeks clarification from staff regarding how the permanent solution for the Maketu Surf Club Carpark Reserve rock revetment may now be progressed.

Carried

9.6.5     Urupa

Member Hopping thanked Chairperson Rae for coordinating a meeting in relation to Urupa to be held that Friday.  She noted that, in the last meeting the Board had requested a copy of the plan, timeline and other options that could be considered, taking into account cultural sensitivities. It would be helpful to the Board to have that information in time for the Friday meeting. 

Resolution  MKC23-2.13

Moved:                         Chairperson L Rae

Seconded:         Member D Walters

That Maketu Community Board request staff urgently provide the information requested at its 13 December 2022 meeting (see resolutions MKC22-1.7 and item 9.5.2), and that that information be supplied to the Maketu Community Board no later than close of business on Thursday, 23 February 2023. 

Carried

9.6.6     Pohutukawa Trees

Member Hopping raised the matter of a staff update stating that staff were waiting on the Maketu Community Board to provide a commissioned price for trees.  Chairperson Rae clarified that the previous triennium’s Board intended to seek a price for pruning the Pohutukawa trees from an arborist, however, a local arborist was no longer available.

Resolution  MKC23-2.14

Moved:                         Member T Hopping

Seconded:         Cr R Crawford

That, as there are no local arborists from whom the Board can commission an estimate for the pruning of the Pohutukawa trees, the Maketu Community Board requests that Council seek an estimate on its behalf. 

Carried

Apology

Resolution  WBC23-2.1

Moved:                         Cr A Henry

Seconded:         Deputy Chairperson A Kurtovich

That the apology for absence from Member D Simpson be accepted.

Carried

7.1          Sarah Elliot - Central Grants Specialist – Royal new zealand plunket trust

Ms Elliot was in attendance to speak to the application from Royal New Zealand Plunket Trust. The below points were noted:

·         The current heating at the Plunket building was insufficient;

·         There were a large number of mums and pēpē that were serviced at this facility;

·         They had received additional funding that was used to re-paint the rooms; and

·         It was a regularly requested space, so they would like to be able to let members of the community use it during the evening.

7.2         Dave Hallie - Adela Stewart Drive (West)

Mr Hallie was in attendance to speak to the Board regarding the confusion that was caused due to the closeness in street names of Adela Stewart Drive verses Adela Stewart Drive West. The below points were noted:

·         He referenced Council’s ‘Roading Naming Policy’ 5.1 which stipulated that all road names should be sufficiently unique.

·         He asked Council to considered changing of one of the street names (preferably the one that effected the least amount of people).

·         The name ‘Matuku’ had been proposed by a member of the community.

The Governance Manager advised that this request was currently with the Resource Consents team who were dealing with it through the correct process.

7.3         Keith Hay – Katikati-Waihī Beach Ratepayers Association

Mr Hay was in attendance to speak to the Board on the below items:

·         Had concern that for Council to gain access through a property for the proposed 2 Mile Creek works, they would need to satisfy the owners demands, at what he believed was a cost to the ratepayers.

·         He wished to understand the location of the centreline of 2 Mile Creek, where it crossed 8-10 Wilson Road.

·         He had concern that Soho 13 had built a wall over their boundary and onto 17 Edinburgh Street. He believed that the requirements for this wall agreed to by Council would take away from what was trying to be achieved through the revetment work.

·         He was of the belief that neighbouring properties had suffered damage from the vibrations caused by the drill rig while it was on site at 8-10 Wilson Road.

Councillor Henry acknowledged the points raised and noted that the land on Edinburgh Street was originally purchased to help with the connectivity from Wilson Road to the Library area.

7.4         Phil Bowyer - Dump Station at Island View

Mr Bowyer was in attendance to see if there was any feedback regarding his request at the last Community Board meeting relating to the waste dump station by Island View Playground.

The Chairperson noted that he had raised this concern through his Chairpersons Report so the Board could discuss it further.

Mr Bowyer clarified that the request was to remove the waste dump station from this particular spot and move it to a more suitable site i.e. KiwiCamp.

Mr Bowyer also noted that following the recent weather events it would be good to see some further clean ups take place around Waihī Beach.

7.5         Don Ryan - CoastCare

Mr Ryan was in attendance to speak to the Board regarding the below items:

CoastCare

It was noted that the community were expecting to have a report in October/November 2022 regarding the planting plan for 2023.

The Board noted that they had followed up with Council staff to see if there were any updates from CoastCare, but were yet to hear anything. It was important to understand when the planned planting would take place.

Accessways

It was important to tidy up the accessways from 2 Mile Creek to Bowentown, as it was noted that people were going over the sand dunes, which was something that the community were working hard on restoring.

Staff were asked if they could follow up the status of the CoastCare plan and feed this back to the Board.

7.6         Diane Crisp - Identifying vulnerable locals

Ms Crisp was in attendance to ask whether there was a community based register for the vulnerable people in Waihī Beach. It was noted that during the recent weather events it highlighted the importance of knowing where vulnerable people were and whether they were checked on during these events.

Mr Bowyer (Emergency Response Team Member) noted that they went around to ensure that everyone was safe and those that were being encouraged to evacuate and needed assistance, were provided with that.

7.7         John Clements - Community Engagement

Mr Clements was in attendance in his capacity as the Katikati Community Board Chairperson, and highlighted how great it was to see the community engagement taking place in Waihī Beach.

7.8              Anthony Thompson - Use of concrete in Waihī Beach

Mr Thompson was in attendance to request that Council put in stricter guidelines around the use of concrete for building in Waihī Beach due to the way that it impeded water seepage and assisted water accretion.

8.1          Presentation from Waihī Beach School

Representatives from Waihī Beach School, Rachael Coll, Micah Appleton and Sarah-Kay Coulter were in attendance to present the Waihī Beach School preliminary discussion piece regarding ‘Safer Streets Waihī Beach’. The kura would love to be in partnership with areas and community organisations to help create those safer walkways.

It was noted that the kids were asked to identify how they engaged with the space and helped identify some of the below hazards:

·         Library and Community Centre – no pedestrian access at all;

·         No pedestrian access planned from the school to the New library;

·         Evacuation route to RSA – No road crossing facilities to ensure a safe evacuation for children in an emergency situation; and

·         Ralph Lane to Beach Road walkway – Unfinished, exits onto a blind corner which vehicles often take at speed

·         Beach Road Gas station/Mechanic, there was no pedestrian footpath

The Board noted that it would be good to have a discussion with the kura prior to their next Community Board meeting to go through the overall plan together. MenzShed Representatives asked to be included in this discussion.

The Roading Engineer (East and West) advised the Board that he had had a conversation with Travel Safe today to start the conversations with the kura.

Resolution  WBC23-2.2

Moved:                         Cr A Sole

Seconded:         Deputy Chairperson A Kurtovich

That the presentation from Waihī Beach School on 27 February 2023, be received.

Carried

8.2         Presentation from Live Well Waihī Beach - Matariki Garden

Pippa Coombes, Rose, Carol and Rachel Coll were in attendance to speak to a PowerPoint presentation regarding the Community Garden (Mara). The underpinning whakataukī for the mara was: Nā tō rourou, nā taku rourou ka ora ai te iwi – with your food basket and my food basket the people will thrive.

The below points were noted:

·         Our vision;

·         Outcomes;

·         The Mātāriki Māra Kai Design;

·         Statistics; and

·         Kōrero/Discussion.

The presenter/s responded to questions as follows:

·         The site location was at Beach Road Recreation Reserve, which was next to the Plunket building. The reserve was still utilised by members of the community, so they had only planned to have the garden take up half of the available space.

·         They were hoping to get the “spade in the ground” during Matariki 2024.

·         A funding application had been submitted through the TECT Facilities Fund, as well as funding. They were also going to get sponsorship for each of the smaller gardens.

·         There would be an interactive QR code which would include the kids stories.

·         Overall cost was sitting at $300,000 which included a site manager and all the planting.

·         Council had provided a letter of support regarding the land, and it was out for consultation prior to going to Council for final approval.

·         The garden would be maintained through the Live Well Waihī Beach Steering Group.

Ms Coombes noted that she was happy to talk to anyone who wished for further information on this project. 

Resolution  WBC23-2.3

Moved:                         Cr A Henry

Seconded:         Member H Guptill

That the presentation from Live Well Waihī Beach on 27 February 2023, be received.

CARRIED

8.3         Presentation from Te Whānau a Tauwhao ki Otawhiwhi

Garston Smith opened the presentation with a mihi.

Reon Tuarau was in attendance to present to the Board on behalf of Te Whānau A Tauwhao ki Otawhiwhi. The below points were noted:

·         It was awesome to hear the excitement from tamariki in regard to the Community Mara. It was also noted that this aligned with the Ngāti Rangi strategy around food sovereignty.

·         He acknowledged the kaupapa of the entranceway signs. Tangata Whenua had been engaged with and supported the concept, and highlighted the importance of Tuhua (Mayor Island) being featured. Moving forward with this project, it was noted that Tangata Whenua imagined they would have input into the wording on the signs and the plantings that surrounded the signs.

·         He gave a mihi to the Chairperson and Council in regard to checking in on tangata whenua, especially during the recent weather events.

·         One of the big projects coming up for Te Whānau a Tauwhao ki Otawhiwhi was the development of a hapū management plan that highlighted aspirations for Tangata Whenua over the next 5-10 years.

·         He noted that it was nice to see the community come together following the recent āwhiowhio (tornado).

·         In 2022 Tangata Whenua “stepped up” their engagement with the community, which was kicked off with Matariki. The Board was reminded of the key themes for Tangata Whenua with the wider community being: whanaungatanga (relationships), kotahitanga (unity) and hauora (health). Matariki 2023 will see some new key themes come into focus. 

Resolution  WBC23-2.4

Moved:                         Cr A Henry

Seconded:         Cr A Sole

That the presentation from Te Whānau a Tauwhao ki Otawhiwhi on 27 February 2023, be received.

CARRIED

8.4        DAVE LITTON - Waihī Beach Lifeguard Services

Mr Litton was in attendance to provide the Board with a brief update on behalf of the Waihī Beach Lifeguard Services. The below points were noted:

·         The recent weather had decreased the amount of people out on the beaches.

·         Statistics provided to the Board surrounding drowning incidents throughout Aotearoa.

·         The lifeguards have had less rescues this year than previous years.

·         Search and Rescue capability had done some further training relating to flood and swift water training, noting that they were on standby for the recent weather events.

·         Mr Litton noted that it would be good to get some clearer communication around the road closures during weather events, particularly the road to Waihī Beach Lifeguard Services. The team required sufficient time to get the equipment out prior to any closures.

9.1          Minutes of the Waihī Beach Community Board Meeting held on 12 December 2022

Resolution  WBC23-2.5

Moved:                         Chairperson R Goudie

Seconded:         Deputy Chairperson A Kurtovich

That the Minutes of the Waihī Beach Community Board Meeting held on 12 December 2022 as circulated with the agenda be confirmed as a true and correct record.

Carried

10.1        Chairperson Report - February 2023

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

Resolution  WBC23-2.6

Moved:                         Chairperson R Goudie

Seconded:         Member H Guptill

That the Chairperson’s report dated 27 February 2023 titled ‘Chairperson Report – February 2023’ be received.

Carried

10.1.2     District Plan Review

The Board sought further information relating to the District Plan Review process.

10.1.3     Additional Carparks – Adjacent to Wilson Road

The Board was reminded that the carpark on Wilson Road was being extended over the road, as there would be significant improvements to the pedestrian flow when the new amenities were developed. There would be an additional five carparks with this improvement.

The Board noted that they would like to be presented with the plan and have a further discussion prior to the next formal meeting.

10.1.4     Waihī Beach FINCO’s

There was a discussion from the Board regarding FINCOs and how they contributed to roads within Waihī Beach. The Roading Engineer (East and West) noted that this discussion could take place during a workshop however, noted that if the Board wished to progress a particular roading project, they had funds in their roading budget for this.

The Board was advised that in order for a project to qualify for FINCOs funding, it would need to be included in the Waihī Beach Structure Plan.

The Board noted the importance of ensuring that the proposed developments that were FINCOs funded worked well within the community.

The Chief Executive Officer reminded that Board that the Roading Engineer (West and East) was in attendance for these meetings to support the delivery of Community Board roading projects. It was important to remember that frustrations relating to FINCOs and other infrastructure related projects should not be directed toward the Roading Engineer (East and West).

10.1.5     Annual Plan

There was a query from the Board regarding how they were expected to make comments or a submission on particular projects, if they were not privy to the rationale behind the decisions made.

The Mayor provided clarification around the role of the Board, noting that it was in being an advocate for the community with a focus on their local area. He reiterated the importance of the role that the Councillor’s had on the Board, as they provided a direct link between Council and Community Boards.

The Board was encouraged to make a submission to the Annual Plan when it went out for consultation.

10.2       Councillor's Report - February 2023

The Board considered a report from Councillor Henry. The report was taken as read with a brief overview on each of the topics listed in the agenda.

Councillor Henry noted that there was an upcoming Katikati-Waihī Beach Community Forum which would be taking place on 27 March 2023. These community forums would feed directly into the Community Committee.

Resolution  WBC23-2.7

Moved:                         Cr A Henry

Seconded:         Chairperson R Goudie

That the Councillor’s report dated 27 February 2023 titled ‘Councillor’s Report’ be received.

Carried

10.3       Waihī Beach Community Board - ANZAC Day Commemoration 2023

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

Resolution  WBC23-2.8

Moved:                         Chairperson R Goudie

Seconded:         Deputy Chairperson A Kurtovich

1.        That the Senior Governance Advisor’s report dated 16 February 2023, titled ‘Waihī    Beach Community Board – ANZAC Day Commemoration 2023’, 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.

CARRIED

Resolution  WBC23-2.9

Moved:                         Cr A Sole

Seconded:         Member H Guptill

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

CARRIED

Resolution  WBC23-2.10

Moved:                         Chairperson R Goudie

Seconded:         Cr A Sole

4.       That Deputy Chairperson A Kurtovich and Member H Guptill represents the Waihī    Beach Community Board at the ANZAC Day Service at Waihī Beach on 25 April 2023.

Carried

10.4       Waihī Beach Communtiy Board Grant Application – February 2023

The Board considered a report from the Senior Governance Advisor. The report was taken as read with further clarification on the below:

·         If the building wished to be used by a commercial organisation, then there would be a contribution for hireage however, if there was a request to use by a business or organisation that benefited the community, then there would be no contribution required.

Resolution  WBC23-2.11

Moved:                         Member H Guptill

Seconded:         Cr A Sole

1.        That the Senior Governance Advisor’s report dated 27 February 2023 titled ‘Waihī    Beach Community Board Grant Application – February 2023’ be received.

2.       That the Waihī Beach Community Board approve the Grant Application from Royal New Zealand Plunket Trust for $3,500 to contribute towards the purchase        and Installation of two heat pumps. This grant will be funded from the Waihī       Beach Community Board Grants Account, subject to all accountabilities being met.

CARRIED

10.5       Infrastructure Group Report Waihī Beach Community Board February 2023

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

Resolution  WBC23-2.12

Moved:                         Chairperson R Goudie

Seconded:         Member H Guptill

That the Deputy Chief Executive’s Report, dated 27 February 2023, and titled ‘Infrastructure Group Report Waihī Beach Community Board February 2023’, be received.

Carried

10.5.1     WILSON ROAD TREE Replacement

The Board was advised that although they had a desire for a Nikau Tree, this decision was an operational decision and did not require Board approval. The rationale provided to the Board was around the infrastructure, including a vulnerable water main underneath the site and the number of complaints received regarding the frond droppings.

The Board did not feel as though the Lancewood was the correct tree and therefore did not wish to have a tree put in this space as a replacement.

Resolution  WBC23-2.13

Moved:                         Chairperson R Goudie

Seconded:         Deputy Chairperson A Kurtovich

That the Waihī Beach Community Board request that no replacement tree be planted on Wilson Road.

Carried

10.5.2    2 Mile Creek

The Board would like some clarification around the timeline of this project. It was noted that during recent weather events the waves came over top of the wall, which highlighted concerns regarding the impact that the wall was going to have on completion.

The Board expressed concern regarding this project and noted that they would like to have input into future discussions relating to this project.

The Board was advised that no discussions with Council had been had in relation to this project, since the beginning of the triennium.

10.6       Waihī Beach Community Board - Financial Report December 2022

The Board considered a report from the Financial Business Advisor. The report was taken as read.

Resolution  WBC23-2.14

Moved:                         Chairperson R Goudie

Seconded:         Cr A Henry

That the Financial Business Advisor’s reports dated 27 February 2023 and titled ‘Waihī Beach Community Board – Financial Report December 2022’.

Carried

Apology

Resolution  CL23-4.1

Moved:          Cr A Sole

Seconded:   Cr M Murray-Benge

That the apology for lateness from Cr Henry be accepted.

Carried

8.1          Minutes of the Te Puke Community Board Meeting held on 15 December 2022

Resolution  CL23-4.2

Moved:           Cr A Sole

Seconded:     Cr M Murray-Benge

That the Minutes of the Te Puke Community Board Meeting held on 15 December 2022 be received.

Carried

9.1          Minutes of the Council Meeting held on 8 December 2022

Resolution  CL23-4.3

Moved:           Mayor J Denyer

Seconded:     Cr M Grainger

That the Minutes of the Council Meeting held on 8 December 2022 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.2         Minutes of the Council Meeting held on 14 December 2022

Resolution  CL23-4.4

Moved:           Mayor J Denyer

Seconded:    Deputy Mayor J Scrimgeour

That the Minutes of the Council Meeting held on 14 December 2022 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.3         Minutes of the Council Meeting Held on 22 December 2022

Resolution  CL23-4.5

Moved:           Mayor J Denyer

Seconded:    Cr R Joyce

That the Minutes of the Council Meeting held 22 December 2022 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.1        Communities 4 Local Democracy - Due Diligence for Membership

The Committee considered a report dated 8 February 2023 from the Group Manager Strategy and Community who took the report as read.

The Group Manager Strategy and Community responded to a question as follows:

·         Although ‘Communities for Local Democracy’ were not accepting new memberships and were focusing on the draft Mayoral Declaration, Council had resolved to endorse Mayoral support at the 14 December 2022 Council meeting.  Mayor Denyer advised Elected Members that he had conveyed to Helen Worboys (Mayor of Manawatu District Council) Council’s support for the draft mayoral declaration following consideration of the matter at the 14 December 2022 meeting.

·         In response to a question Mayor Denyer reiterated that the draft mayoral declaration was now the focus for Communities 4 Local Democracy and expected that the final version of the mayoral declaration would be circulated imminently.

Resolution  CL23-4.6

Moved:           Cr M Grainger

Seconded:    Cr D Thwaites

That the Group Manager Strategy and Community’s report dated 8 February 2023 titled ‘Communities 4 Local Democracy – Due Diligence for Membership’ be received.

Carried

10.2       Reset Pukehina Coastal Protection Rate

The Committee considered a report dated 8 February 2023 from the Group Manager Corporate Services.  The report was taken as read.

Resolution  CL23-4.7

Moved:          Cr G Dally

Seconded:    Deputy Mayor J Scrimgeour

1.        That the Group Manager Corporate Services report dated 8 February 2023 titled ‘Reset Pukehina Coastal Protection Rate’ be received.

·                      

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

3.      That the Pukehina  Coastal Protection Rate of $118.48, resolved under Section 119 of the Local Government (Rating) Act 2002, at a meeting titled setting of Rates for 2022-2023 financial year 1 July 2022 and ending on 30 June 2023, is to be rescinded.

4.      That the Pukehina Coastal Protection Rate be set at $47.53 for the 2022-2023 financial year, resolved under Section 119 of the Local Government (Rating) Act 2002.

5.      That Council will refund any excess overpaid Pukehina Coastal Protection Rates for the 2022-2023 financial year, in accordance with Section 42 of the Local Government (Rating) Act 2002.

Carried

10.3       Right of Way, Right to Convey Water, Right to Drain Sewage, Right to Convey Electricity, Telecommunication and Computer Media over part of Mangawhai Estuary Esplanade Reserve (Lot 819 DP 503209) in favour of Section 2 SO 551407

The Committee considered a report dated 8 February 2023 from the Reserves and Facilities Manager.  The report was taken as read.

The Group Manager Infrastructure responded to questions as follows:

·         This had been a lengthy process from when Council sought to acquire the accretion and had negotiated with Mr Goldstone.  There was a right of way over the Goldstone property, but access to the reserve was where the cycleway was. 

·         The easement also included rights for PowerCo so it protected public and services access. 

Resolution  CL23-4.8

Moved:           Cr M Murray-Benge

Seconded:     Cr M Grainger

1.        That the Manager Reserves and Facilities’ report dated 8 February 2023 titled ‘Right of Way, Right to Convey Water, Right to Drain Sewage, Right to Convey Electricity, Telecommunication and Computer Media Over Part of Mangawhai Estuary Esplanade Reserve (Lot 819 DP 503209) in Favour of Section 2 SO 551407’ be received.

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

3.      That, having considered the provisions of Section 48 (3) of the Reserves Act 1977, Council, in its capacity as administrating authority, does not require public notification of its intention to grant the aforementioned easements for the reasons contained in Section 2 of the report.

4.      That, pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of the aforementioned easements shown on the attached plan (Attachment 1) to provide access to and from Section 2 SO 551407 over Lot 819 DP 503209.

Carried

10.4       Tourism Bay of Plenty Annual Report 2021-2022 and Letter of Expectation 2023-2024.

The Committee considered a report dated 8 February 2023 from the Community and Strategic Relationships Manager.  The report was taken as read.

Resolution  CL23-4.9

Moved:          Cr A Sole

Seconded:    Mayor J Denyer

1.        That the Community and Strategic Relationships Manager’s report dated 8 February 2023 titled ‘Tourism Bay of Plenty Annual Report 2021-2022 and Letter of Expectation 2023-2024’ be received.

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

3.      That Council receives the Tourism Bay of Plenty Annual Report for the year July 2021 to June 2022, included as Attachment 1 to this report, to be published on Council’s website.

4.      That Council directs staff to prepare a Letter of Expectation for Tourism Bay of Plenty for the 2023-2024 year which covers the following areas of focus:

a.      Regenerative tourism: a focus on tourism that has net benefits for the environment and local communities, in accordance with Tourism Bay of Plenty’s Destination Management Plan;

b.      Walkways and cycleways promotion as a key visitor attraction;

c.       Input into the TECT Park Strategic Review;

d.      Growing the Flavours of Plenty festival within Western Bay of Plenty communities; and

e.       Opportunities for Māori tourism in accordance with Tourism Bay of Plenty’s Destination Management Plan.

5.    That, in preparing the Letter of Expectation, it is clear that there is no change to

        agreed levels of service or performance measures.

Carried

10.5       Mayor's Report to Council

The Committee considered a report dated 8 February 2023 from the Mayor.  The report was taken as read.

Resolution  CL23-4.10

Moved:      Mayor J Denyer

Seconded:         Cr A Henry

That the Mayor’s report dated 8 February 2023 titled ‘Mayor’s Report to Council’ be received.

Carried

11.1          Chief Executive Officer's Extraordinary Report - For Information

The Committee considered a report dated 8 February 2023 from the Chief Executive Officer.  The report was taken as read.

8.1          National Road Carriers Association - Roading Transport Presentation

The Chairperson welcomed James Smith, Chief Operating Officer, National Road Carriers Association, who spoke to a powerpoint presentation.

Scope of Presentation:   

·           Introduction – represent/advocate for Commercial Transport Operators nationwide

·           Road transport industry - Facts and Figures

·           Roading network – Challenges with State Highways and Local Roads,

·           Congestion - Lack of long term coordinated planning – Western Bay seasonal industries creating peaks

·           Issues facing transport – staff, infrastructure, rising costs, decarbonisation and others.

Mr Smith responded to questions as follows:

·           They were pushing hard with Central Government to get increased funding from Waka Kotahi, which was currently 2,400km behind on the State Highway Renewal Project. That situation had occurred because funding had been reallocated by successive Governments to other projects.  To address that deficit, Minister Hon. Michael Wood had ensured additional funds into the Land Transport Fund over the last two years.  Unfortunately, New Zealand had successive weather events which had impacted the North Island more than the South Island. 

·                        

·           There were multiple contributors to the $24.3M Land Transport Fund.  Currently, around 55% of that fund was from road users, and the balance came from Central and Local Government.  Funding for cycleways came from Central Government.  As there was such a deficit of investment and projects were continually being set aside, more of that money needed to be tipped into critical infrastructure, not just “nice to haves”.

·           Decarbonisation would not stop the need for good roads. Diesel trucks would stop being made and there were already electric trucks on the road.  Electric trucks were generally heavier, came with a tonnage penalty and were extremely expensive, e.g. diesel trucks cost $80,000, electric trucks cost $250,000, with only half the productivity out of it.

·                        

·           The industry was undergoing change, and the Government needed to get serious about quality pavements and move away from chipseal to better products that performed well,  lasted longer and were more resilient to adverse weather events (they allowed better drainage).  They were pushing for a 50-year minimum plan for transport infrastructure to avoid the impacts of political changes. 

·           They were encouraging the Government to address funding issues by going through all the channels to get the message across.  They did not want to see gains made under the one regime lost under another.  

·           There were frustrations with local roads when lane widths were taken up and were too narrow to start with.  Some areas identified key freight connector routes to businesses.  It was about getting connectivity from the commuter hub to the Port. 

·                        

·           On the State Highway network, SH29 was a big issue that should have been addressed as it was a connection to the Port, and the long term future of the Kaimai Hills.  Increasing rail capacity was needed, as some members were desperate to use rail but could not due to lack of capacity.

·           In terms of damage to roads, most responsible operators had 90kph speed ‘hard wired’ in, and adhering to that speed resulted in 13-17% fuel/cost savings.  They actively encouraged members to have a speed policy in place.  There had been some evidence in the Waikato where some speed limits were altered to produce a better flow and was about the total journey time.  If people saw operators exceeding 90kph they should let the association know.

·           In terms of potential for the Kaimai tunnel, it would be more efficient if grades could be reduced, particularly for electric trucks.  Decarbonisation had raised it again.  There was little political will for this but it was on the list of considerations.

The Chairperson thanked Mr Smith for the presentation.

Resolution  PMC23-1.1

Moved:                         Cr A Sole

Seconded:         Cr M Murray-Benge

1.        That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘National Road Carriers Association - Roading Transport Presentation’, be received.

2.      That the presentation from the National Road Carriers Association on 22 February 2023 be received.

Carried

8.1.1       Change to order of business

The Chairperson requested the following changes to the order of business for the reasons outlined in the below motion.

Resolution  PMC23-1.2

Moved:                         Cr M Grainger

Seconded:         Cr T Coxhead

That the order of business be changed as follows:

1.               That agenda Item 8.1, being “SCADA System Presentation”, be dealt with in resumed open session immediately following the conclusion of confidential business, due to the availability of the presenter; and

2.       That agenda Item 9.1, being “Town Centre Development Fund Allocation” be dealt   with following items 9.2, being “Proposal to Lease and Reclassification - Waihī         Beach Plunket Reserve and Beach Road Recreation Reserve, Waihī Beach -    Community Mara Kai (Food Garden)” and Item 9.3, being “Operational Risk and Scorecard Report Quarterly Update Ending December 2022”, due to the period of       time required for the Operational Risk presentation.

Carried

9.1          Proposal to Lease and Reclassification - Waihī Beach Plunket Reserve and Beach Road Recreation Reserve, Waihī Beach - Community MÃra Kai (Food Garden)

Cr Alan Sole had declared an interest in agenda item 9.1 and took no part in the discussion or voting thereon.  

The Committee considered a report from the Reserves and Facilities Manager, who Introduced the report, noting the following: 

·         The Waihī Beach Community Led Development Society had applied to Council to lease an area of Beach Road Recreation Reserve for a Community Māra Kai.

·         The Waihī Beach Plunket Reserve was currently classified ‘Local Purpose Reserve’ (Plunket Rooms) and would need to be reclassified to ‘Local Purpose Reserve’ (Community Use).

·         The Committee must consider ‘in principle’ what had been applied for, as this area of land would be occupied by another community use, and the wider community must be given the opportunity to submit during public consultation.

·         Once the consultation process was completed, submissions and a further report would be brought back to the full Council, as under the Reserves Act 1977, the full Council was the ‘administrating body’ under the Reserves Act and would make the ultimate decision. 

·         The project was in response to a community initiative and was proposed under the criteria of Council’s Community Gardens Policy. 

Pippa Coombes, Environmental coordinator for ‘Live Well Waihī Beach’ spoke to a PowerPoint presentation noting the follows:

·         After researching previous initiatives in Waihī Beach and why they had failed, they had been designing a Community Māra Kai, and were cognisant of including   indigenous and cultural heritage. 

·         Community gardens provided community resilience nationally and internationally.

·         There were over 3,000 permanent residents at Waihī Beach, with a wide diversity of social and economic backgrounds.

·         The Toi Te Ora Health Modelling Population Survey 2020 for Western Bay of Plenty showed that 27% of respondents, (at that time), indicated they were worried about not having enough money to buy food, including nutrient-rich fruit and vegetables that were needed.  

·         On the project journey they had worked with Hapu, Waihī Beach Cchool, Menzshed and many different people within the community.  They had formed a management group, including Rose Stocks, who had volunteered many hours to assist.

·         They now had a preliminary plan and the design.  Matariki Maarakai embodied the twelve permaculture principles and the nine stars. 

·         They worked with the children at Waihī Beach.  Guidelines had been food sovereignty and local history.

·         They sought to ensure community cohesion, resilience and sustainability. The project had been an inspirational learning experience.  This was the first Māra Kai of its kind in New Zealand.

·         It was not just a community garden, it was a facility. They sought to have children of all abilities come to the garden and enjoy the learning opportunity and garden.  There would be sensory gardens particularly helpful to autistic children.  All the gardens would be accessible to provide an area where the community could connect.

·         They had sent a survey out to over 3,000 people and 84% of the community agreed with the proposal. 

Rose Stocks, spoke to a powerpoint presentation, showing the garden on a site location plan, and the extend of land desired for use.  She noted the following:

·         She had over twenty years experience as a registered Architect and was working to contribute to the project design.

·         They had taken the Matariki Star literally in planning for the design, and the main Matariki stars were at the heart of the garden. They could overlay a number of principles of sustainability and permaculture.

·         The management group were aware the park was used for sports activities for children and wanted to retain that.

·         They had been fortunate to work with a talented Landscape Designer who helped with a variety of garden types, and provided the ability to extend and showcase different techniques. That provided the opportunity for people to learn. 

Ms Coombes and Ms Stocks responded to questions as follows:

·         In terms of the previous community garden at Wilson Park, there had been a lot of activity to begin with, but also complaints and Police scrutiny.  It may have been difficult to remain motivated, and the location may not have worked.  For that reason they had started from scratch, providing a proposal to Council and to the community seeking to inspire and engage them. 

·         They had looked at several sites and this site had high visibility, which helped people to find it.  It had to be a visible and vital part of the community for this to work. 

·         They had spoken to the neighbours who were involved and keen for the garden to be in place.

·         The group would employ a part time coordinator who would take bookings, would organise working bees to bring people into the garden and get involved.  It really was a community-based project.

·         They would employ a part-time coordinator so people could book and be guided around the garden and enjoy it, whether they were actively participating or not.

·         They had added security matters to the management plan.  There would be spiked fencing, but they were hoping to train Manuka and Eucalyptus around it to soften the impact.

Staff responded to questions as follows:

·         The decision today was a decision ‘in principle’ whether to agree or disagree to advertise the intent to the wider public, to lease the area for the purposes outlined.  Following public consultation for a one-month period, a report would be provided to full Council, where the ultimate decision rested.

·         The garden would be just a little way down from the Beach House Café.

·         They had added a Security Management Plan and there would be some fencing, with blackberry. Security gardens assisted alleviating crime in the area. 

At the invitation of the Chairperson, the Waihī Beach Community Board Chair Ross Goudie noted the project was known about and the presentation had been included on the Board’s agenda for it’s Monday, 27 February 2023 meeting, as the Board wished to support the initiative.

The Chairperson thanked Ms Coombes and Ms Stocks for their presentation.

Resolution  PMC23-1.3

Moved:                         Mayor J Denyer

Seconded:         Cr R Joyce

1.           That the Reserves and Facilities Manager’s report, dated 22 February 2023, titled ‘Proposal to Lease and Reclassification – Waihi Beach Plunket Reserve and Beach Road Recreation Reserve, Waihī Beach – Community Māra Kai (Food Garden) be received.

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

3.         That the Project and Monitoring Committee approves, in principle, the Waihī Beach Community Led Development Society Inc’s proposal to lease areas totalling approximately 2094m², being Lots 9-11 and 22-24 DP 17197.

4.         That if approved, the Project and Monitoring Committee agrees in principle to the reclassification of the Waihī Beach Plunket Reserve, as shown in this report, from ‘Local Purpose Reserve (Plunket)’ to ‘Local Purpose Reserve’ (Community Use).

5.         Subject to item 3 and 4 above, if approval in principle is given, that staff be directed to publicly notify the proposal in accordance with Section 119 and 120 of the Reserves Act 1977 and that any submissions or objections following the submission period be reported back to Council.

6.    If approval is given, such approval must not be construed by the applicant as a guarantee that all other consents required by policy, by law, regulation or statute, will be forthcoming. 

Carried

9.2         Operational Risk and Scorecard Report Quarterly Update Ending December 2022

The Deputy CEO/General Manager Infrastructure Group introduced the report, noting there were two parts to the report, the six-monthly scorecard report provided more detail around project status, and secondly, an overview would be provided on topical issues, and in particular, storm damage.

Scope of Presentation:

·           Storm damage from Anniversary weekend event and Cyclone Gabrielle.

·           No.4 Road Bridge (retrieval old bridge, temporary bridge).

·           Kirikiri Stream Bridge and ford.

·           Sight improvements Manoeka Road.

·           Wairoa Road under slip.

·           Oropi Gorge Road over slip.

·           Old Kaimai Road under slip.

·           Oropi Road bridge under slip.

·           Ōmokoroa Peninsula Slips.

·           Ōmokoroa Peninsular.

·           Te Puna Station Road overview/closure.

The Deputy CEO/General Manager Infrastructure Group and Transportation Manager spoke to a powerpoint presentation and video footage, noting the following:

·           In terms of the two storm events, the Anniversary weekend event had done more damage in the region than Cyclone Gabrielle, and compared to other parts of the country, the damage was not as significant in relation to Cyclone Gabrielle.  However, the estimated damage here was between $15-20M, which was significant.  There were over thirty sites with under slips, and over slips plus extensive damage to the No. 4 Road Bridge.

·           In some cases, assessments were being undertaken as to whether to reinstate to two lanes or not.  Te Puna Station Road was one of those in question, and the level of repair that could be undertaken. 

·           In the past, where a big under slip might have cost $500,000 now it would cost close to one million to repair.  The cost of proper repairs was ramped up. They were looking at a programme of two years to work through the repair process.  

·           Waka Kotahi (NZTA) national contractor, Downers, would continue to organise getting the bridge onsite. Council would have to protect that bridge once installed, and try to maximise the turning circles on and off the bridge on both sides to maximise the productivity of the truck and trailers.  If trucks did not follow their turning circle and cut the corners the bridge was at risk from a collision.  Council was putting in as much protection as it could, but also sought to maximise productivity of the industry when they started their packing on 20 March 2023.

·           Council’s timeframe, based on the programme as advised in the newsletter, had not changed.  The bridge was expected to be in place in early March 2023. The earthworks, protection works and approach works would be ongoing.

Staff responded to questions as follows:

·           Instability at one end of the bridge had been resolved by using piles, but the piling operation and Geotech work had added to the timeframe.  Council wanted a resolution that was safe and lasting.

·           In terms of the removal of the damaged bridge sections, the intention was to undertake that at same time. Council had accepted the Demolition Plan.  The Contractor would access it by pulling it downstream.  Council had agreement from the property owner to use their land downstream of the bridge.  It would be broken into manageable pieces first, pulled out of the way initially, then transported off the site.

12.14pm     Cr Henry entered the meeting.

·           The bailey bridge was Plan A, but there were other contingency plans.  Given the national situation, there was potential that it might have been used in the Hawkes Bay.  For Council and the residents of No.4 Road, this gave them the answer they were looking for and provided good access until the building of the new bridge could happen. Building the new bridge would be a priority in Council’s work programmes.

·           There was ability, in the case of hardship, to apply for a higher percentage of funding, but that process was not clear at this time, or whether Council would be eligible. In terms of the announcement made yesterday, Council understood that, of the $250M the Government had released, that would go into the Land Transport Fund Emergency Categories, and would be distributed across state highways and  KiwiRail.

·           The previous day staff had driven around damaged sites with WestLink and the Waka Kotahi Investment Advisor, as they had to accept Council’s proposal.  They had criteria around whether a site did or did not comply for emergency works funding.  The rules effectively limited their expenditure.  They understood Council had a lot to do.

·           In relation to the Ōmokoroa peninsula, Councils big concern was whether there were any major slips.  In this case, none of those houses were threatened.  The cranes were working as designed and there were several horizontal wall drains and they had been working.  There was an ash layer half way up, and if that mobilised it liquified.  That was where slips were coming from.  In terms of the slips around the peninsular, these measures had worked well this time.  Council would  get a 3D model so in future events Council would be able to tell quite quickly how much land had moved.

Scorecard Report for Second Quarter Ending 31 December 2022

The General Manager Regulatory Services spoke in relation to current capital projects, operational issues, property proposals, and trends across Council activities.  She Tabled Item 1 and noted the following:

·           Tabled Item 1 replaced scorecard information on two pages, (50 and 51), that had been updated since the agenda was produced. This was specifically about the growth statistics, and provided more detail around dwelling consents to give more context, and new lots and additional lots proposed.

·           Dwelling consents were down nationally and locally. Those additional lots proposed were specifically from Zest Developments in Te Puke, with 83 new lots.

·           On page 47, in terms of development activities, there would be a significant amount of development that would be occurring in Te Puke and Ōmokoroa. Classic Builders had lodged an application to develop 138 new lots at 88 Prole Road, Ōmokoroa, and Ōmokoroa Country Club had an application in to develop 272 new lots.  Those were the first significant developments in those areas.

·           More detailed information could be provided and the new template could be adapted, if Councillors provided feedback to that effect, for example, growth statistics by Ward.

Staff responded to a question, noting both those developments had been expected.  

The Deputy CEO/General Manager Infrastructure Group, and the Transportation Manager continued speaking to the powerpoint presentation photographs. 

Staff responded to questions as follows:

·           WestLink would be advising emergency services when roads were closed.

·                        

·           In terms of the potential closure of Te Puna Road, staff would get traffic counts, and look at observations on the highway.  This time of year was getting busier heading into the kiwifruit season.  Council had to go through a process with Waka Kotahi in terms of funding.  If Council reinstated the road, the site was complex in terms of over slips. Council also had its main wastewater pipeline there.  The over slips had been continuing over a number of years, and historically, caused the road to be closed.

·           Council’s suggested option in terms of potential closure of Te Puna Road, would be to close the road from Waipuna Hospice to the reserve carpark, but leave the cycleway open, or another option would be to reinstate one lane in one direction.  That option would be more expensive and staff had not done the assessment on that.  With Council now facing repair works on thirty separate sites impacted by adverse weather, it was unlikely to be a priority due to the fact there was still clear alternative access. That road would remain closed for some time. 

·           The intention was to receive community feedback through an engagement process/survey mechanism.  Staff would bring back a report to full Council.  Currently, it was only two weeks from what had happened, and staff were still in ‘response mode’. 

·           In terms of rat runs, the number of vehicles at the end of Te Puna Station Road by the main highway, which included the vehicles that went under the bridge,  was approximately 600 vehicles.  There would always be traffic at that intersection.

·           There was a list of roads with issues that Council needed to address.  At this stage, other than No.4 Road, Council had no roads closed, but did have some with single lane access.

The Chairperson advised that the meeting would now adjourn and immediately following the meeting would go into Public Excluded session to accommodate the arrival of external guests who had been invited to present to the Committee.

12.45pm    The meeting adjourned.    

1.12pm       The meeting reconvened.

9.3         Town Centre Development Fund Allocation

The Deputy CEO/General Manager Infrastructure Group introduced the report and spoke to a PowerPoint presentation.  

Scope of Presentation:

·           Town Centre Development Rate.

·           2007-2010 Te Puke.

·           2011-2014 Waihī Beach.

·           2015-2018 Katikati.

·           2019-2022 Ōmokoroa.

·           Future allocation.

·           Discussion.

·           Town Centre Rates.

·           Waihi Beach Community Area.

·           Katikati Community Area.

·           Ōmokoroa Community Area.

·           Te Puke Community Area.

Staff responded to questions as follows:

·           Whether or not the fund was spent before the end of the year depended on individual projects.  Under current rules, it could be set aside for a specific development, e.g. a market square.

·           The Economic Strategy Review was a wider body of work that would consider more than simply the policy approach to the Town Centre Rates. Katikati community that raised itself, in addition to that rate included in the UAGC.  There were other Community Boards that may need to be involved in this discussion, namely Maketu Community Board and potentially, other areas of the district that pay the Town Centre Rates but had not had a say on this proposal.  Should Councillors be considering a “holding pattern” today, and it was thoroughly reviewed through the Long Term Plan (LTP) process and the review of the Economic Strategy, then staff would talk to Community Boards and other community leaders to ascertain their views in relation to it.

·           This matter had been brought before the committee now, as this was the first meeting of the Projects and Monitoring Committee and there had not been time pre-election.

·           If Councillors chose not to continue with the Town Centre Rate in the LTP, the funds would not be allocated this year and would be removed from the budget for next year.  The funds from this year would go into the end of year surplus as they would not be spent.

·           When the Town Centre Rate was started, it had a significant effect, for example, $800,000 over four years had an impact for Te Puke, but now that amount would not buy half the amount of work.  It may have been better to increase it by a nominal figure each year. However, ultimately, that was the decision of Councillors.  Certainly, if it was a larger rate, it would have an increased impact, but when it was set up there was a concept for each of the towns and some staggered timing was in place for each town. 

·           There was an option to ‘park this’ for a year and hold it in abeyance, to decide next year what is to be done with it.  That would leave the money building up and have a starting point when undertaking the Economic Strategy Review. If committing to the same cycle it would feel like committing to the next sixteen years, and there may not be appetite to do that.

The Chairperson thanked staff for their guidance and advised he would move the following motion in order to enable discussion.

Motion:

Mover                 Cr D Thwaites,

Seconder           Mayor J Denyer

1.        That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘Town Centre Development Fund Allocation’ 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.

Remove option Part 3, and include option part 4:

4.       That it be recommended to Council that the Town Centre Development Rate be allocated on a proportional basis (number of properties in the community board area, each year to Te Puke, Katikati, Waihī Beach and Ōmokoroa).

Amendment:

Mover                 Cr M Grainger

Seconder           Cr A Sole

That Parts 1 and 2 of the report recommendation remain the same, that option Part 3 be removed, and that option Part 4 be amended as follows:

4.       That it be recommended to Council that the Town Centre Development Rate be allocated on an equal basis, being 25% amongst the following 4 towns, being Te Puke, Katikati, Waihī Beach and Ōmokoroa.

Before the amendment was put, Cr Murray-Benge notified the Chairperson of a foreshadowed further amendment, should the first amendment be defeated.

The above first amendment was put and declared LOST on the hands.

3.32pm      Cr Wichers withdrew from the meeting

3.36pm     Cr Wichers re-entered the meeting

Further Amendment:

Mover                 Cr R Joyce

Seconder           Cr M Murray-Benge

That Parts 1 and 2 of the report recommendation remain the same, and that a new Part 3 be as follows:

3.       That it be recommended to Council that the Town Centre Development Fund for 2022/23 not be allocated until a full review has been completed.

The above further amendment was put and declared LOST on the hands. The Chairperson then put the original motion as follows:

Original Motion:

Mover                 Cr D Thwaites,

Seconder           Mayor J Denyer

1.        That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘Town Centre Development Fund Allocation’ 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.

Remove option Part 3, and include option part 4:

4.       That it be recommended to Council that the Town Centre Development Rate be allocated on a proportional basis (number of properties in the community board area, each year to Te Puke, Katikati, Waihī Beach and Ōmokoroa).

The above original motion was put and declared LOST on the hands.

The Chairperson then sought indications from the floor as to whether or not there was appetite for the report recommendation to lie on the table. Councillors indicated agreement and the following motion was put:

Resolution  PMC23-1.5

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Sole

1.        That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘Town Centre Development Fund Allocation’ 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.

That the item of business being discussed should lie on the table and not be further discussed at this meeting, being agenda item 9.3 recommendation Nos.: 3 and 4, as shown below:

3.    That it be recommended to Council that the Town Centre Development Fund be allocated on the following 4-year  cycle:

·     Te Puke          2023 – 2026

·     Waihī Beach   2027 – 2030

·     Katikati           2031 – 2034

·     Ōmokoroa      2035 – 2038.

               OR

4.   That it be recommended to Council that the Town Centre Development Rate be allocated on a proportional basis (number of properties in the community board area) each year to Te Puke, Katikati, Waihī Beach and Ōmokoroa).

CARRIED

9.2         Operational Risk and Scorecard Report Quarterly Update Ending December 2022 - continued

This agenda item continued the discussion begun prior to the confidential session.  The reason the item was not completed in the open session prior, was that the meeting had entered into confidential session to accommodate the arrival of external guests who were invited to present to the Committee.

The Deputy Chief Executive/General Manager Infrastructure group and Transportation Manager spoke to a powerpoint presentation.

Scope of Presentation:

·           Crisis response at WBOPDC.

·           Incident Management Team or infrastructure business as usual.

·           Crisis Management Team.

·           Business Continuity Plans.

·           Civil Defence Emergency Management.

In response to questions the following was noted: 

·           The Mayor had declared a State of Emergency, but it was only a short time and this was quickly superseded by the Regional Civil Defence State of Emergency declaration, and the following day Central Government declared a State of Emergency.

·           Staff were aware that Maketu had faced some challenges during the adverse weather event, as had been discussed at the Community Board meeting the previous night.  There had been a plan to bring different parties together to respond to an event before it happened, but the timing had not worked out.  Council would address that and bring forward a report to the Community Committee.  It was acknowledged that not all of the District was covered by Community Response Plans or teams, and it was up to communities to drive these forward. Council certainly supported the initiatives, and the events around the country had shown the need for them. 

·           Communications were not always possible immediately, as staff focused on understanding the events, getting feedback from people on the ground, getting communications from people who were cut off, then getting the necessary work done as quickly as possible.  Communications were managed as best they could be under those circumstances.

·           It was not easy to lift bridge debris out while the crane was on site, as some of those pieces were 80 tonnes.  Demolition experts advised staff to break up debris where it was and pull it out onto the grass area (shown in the photograph), to get it out of the river.  There would be rock/concrete breaking and reinforcing as minimum actions for the broken bridge.  By using piles they could shorten the length of the bridge and it gave them more potential for tuck and trailer turning.  The traffic management was to manage the detour road.  They would try to control driver behaviour by having bollards.

Resolution  PMC23-1.6

Moved:                         Cr A Sole

Seconded:         Cr R Crawford

That the Executive Assistant, Infrastructure Group’s report, dated 22 February 2023, titled ‘Operational Risk and Scorecard Report Quarterly Update Ending December 2022’ be received.

Carried

8.2         SCADA Systems network Presentation

The Skada Systems Engineer introduced the report and spoke to a powerpoint presentation, noting the following key points:

·           The old system was not cost effective or efficient and with hacking into systems more prevalent, Council wanted to increase protection.

·           Council was transitioning to a new system.  Phase 1 was a tidy up, including telemetry system.  This helped to monitor systems and upgrade to more sophisticated systems.

·           Phase 2 was to create a Parallel Network, upgrading security and further tidying up solutions.

·           Phase 3 was to disconnect from Corporate, enable decommission of the old system, monitor and keep more secure.

·           Staff put some databases out on the device network, as if an emergency event had damaged supply, to ensure the database could continue running operations. 

·           Everything had been backed up to the cloud.  The redundancy system on the cloud as well.

·           Staff added a new alarm6 system, also saving money for license fees.

·           The system now had ongoing cost savings, as a mainstream line of communication.

In response to a question the following was noted:

·           If the power was out across the region, the system would still work, as they had database nodes that were already programmed to run automatically.   They also had compliance points set on them and they would maintain compliance.  The majority of Council’s major sites had generators that could keep things running.

Resolution  PMC23-1.7

Moved:                         Cr A Sole

Seconded:         Cr M Murray-Benge

That the SCADA Systems Engineer’s report dated, 22 February 2023, titled ‘SCADA System Presentation’ be received.

Carried

Apology

Resolution  TKMW23-1.1

Moved:                         Cr D Thwaites

Seconded:         Mayor J Denyer

That the apology for absence from Cr Murray-Benge, Cr Coxhead and Member Mikaere be accepted.

Carried

5.1          Te Ara Mua

The Strategic Kaupapa Māori Manager provided the forum with some background on the Te Ara Mua, noting that this document was created when the Tauranga Moana/Te Arawa ki Takutai Partnership Forum was still active. The document outlined how the Forum wished to work with Council on their priorities, which also had KPIs attached to them.

The question raised earlier was in regard to the status of this document. The Forum was advised that the intention of Te Ara Mua should still be upheld through the Te Kāhui Mana Whenua o Tauranga Moana Forum however, it was noted that the function of this would look different. It was proposed that, at a future hui, the Forum looked at how they could continue to implement the purpose of Te Ara Mua through the work and lens of Te Kāhui Mana Whenua o Tauranga Moana. 

There was a recommendation to establish a working group that would be able to review Te Ara Mua prior to the next Te Kāhui Mana Whenua o Tauranga Moana hui.

7.1          Minutes of the Te Kāhui Mana Whenua o Tauranga Moana Meeting held on 27 April 2022

Resolution  TKMW23-1.2

Moved:                         Cr A Sole

Seconded:         Cr D Thwaites

That the Minutes of the Te Kāhui Mana Whenua o Tauranga Moana Meeting held on 27 April 2022 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

8.1          Te Kāhui Mana Whenua o Tauranga Moana - Procedural matters

The Strategic Kaupapa Māori Manager spoke to this item, outlining the purpose of the procedural matters before the forum.

8.1.1       Co-Chairperson Formal Nominations

The Forum was reminded that their Terms of Reference required the Forum to select two chairpersons, one from  the Te Kāhui Mana Whenua o Tauranga Moana representatives and one from the Council representatives.

The Forum had a discussion around the need for having co-chairs, or whether they could have a chairperson and deputy chairperson like the other committees.

The Chairperson noted that the rationale for including the appointment of the ‘Co-Chair’ was as a way of achieving mana ōrite (equal rights).

Resolution  TKMW23-1.3

Moved:                         Member N Kuka

Seconded:         Cr R Joyce

That the Te Kāhui Mana Whenua o Tauranga Moana Forum appoint member Reon Tuanau as the Tangata Whenua representative Co-Chairperson.

Carried

Resolution  TKMW23-1.4

Moved:                         Cr D Thwaites

Seconded:         Cr M Grainger

That the Te Kāhui Mana Whenua o Tauranga Moana Forum appoint Mayor James Denyer as the Council representative Co-Chairperson.

Carried

8.1.2      SmartGrowth Leadership Group Representative

Through Clause 5(g) of Te Toka Tū Moana, the Forum was able to appoint a representative to the SmartGrowth Leadership Group. The last member to be appointed by this forum (Kevin Tohiariki) was no longer a member, so the forum needed to appoint a replacement.

Member Nelson provided the Forum with his background involvement with SmartGrowth through his previous work. He encouraged the Forum members to look at the rohe as a whole, to which the Mayor agreed, as SmartGrowth focused on the bigger strategic issues relating to future land use.

The Strategic Kaupapa Māori Manager noted that he would undertake discussions with the General Manager Strategy and Community around ways to support Tangata Whenua representatives at the SmartGrowth Leadership Group table.

Resolution  TKMW23-1.5

Moved:                         Member N Kuka

Seconded:         Chairperson R Tuanau

That the Te Kāhui Mana Whenua o Tauranga Moana Forum appoint member Riki Nelson as their representative on the SmartGrowth Leadership Group.

Carried

8.1.3      Revalidation of iwi and hapū representatives

The Tangata Whenua representatives were reminded that, following the Local Government Elections, they needed to be revalidated as iwi and hapū representatives for Tauranga Moana.

This could be through:

·         A letter from a Runanga Authority/Hapū Authority; or

·         Confirmed minutes from a hui-a-hapū/hui-a-iwi where the appointment was made.