Agenda of Ōmokoroa Community Board Meeting

Ōmokoroa Community Board Meeting Minutes

26 September 2023

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Ōmokoroa Community Board Meeting No. OMC23-6
HELD IN THE Ōmokoroa Library & Service Centre, Western Avenue, Ōmokoroa
ON Tuesday, 26 September 2023 AT 7.00pm

1 Present

Chairperson P Presland, Member B Bell, Member G Neilson, Cr M Grainger and Cr D Thwaites.

2 In Attendance

G Golding (Governance Manager), A Curtis (General Manager Regulatory Services), A Hall (Roading Engineer West) and J Osborne (Governance Advisor).

11 members of the public.

3 Apologies

Member Allan Hughes – Leave of Absence.

4 Consideration of Late Items

Nil

5 Declarations of Interest

Members were advised that if they had an interest (actual, potential, pecuniary or nonpecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and were advised to withdraw from the meeting table for the item. [As per the Local Authorities (Member’s Interest) Act 1968].

· Chairperson Presland and Members Neilson and Bell advised the Board that they had a declaration of interest regarding the Ōmokoroa Tennis Club, and report 9.3 of the agenda – Grant Application - September 2023 – as they were members of the Ōmokoroa Sports and Recreation Society.

6 Public Excluded Items

Nil

7 Public Forum

7.1 Sharon Parker - Ōmokoroa Sport and Recreation Society Grant Application

· The steps had been included in the original building design for the Ōmokoroa Sports Pavilion, but were not built.

· The lack of steps was a safety issue, as people were climbing the steep bank to get to the Pavilion.

· The steps would increase amenity value for the area.

· The Ōmokoroa Sport and Recreation Society had put a lot of work into the project, and had $10,000 of their own funding put aside.

· The total cost for the project was approximately $34,000.

7.2 Public Art Group - Western Avenue Mural

· For the last few months, the Group had been gathering drawings from children from various schools around Ōmokoroa.

· The children had shared many ideas regarding what they liked about Ōmokoroa and what they enjoyed doing (such as sports and activities).

· The Group were incorporating the children’s drawings into the mural designs, as well as the range of activities that took place at the Western Avenue Reserve.

· Once the discussions had taken place with the Ōmokoroa Community Board and Council’s Reserves and Facilities Manager, the Group were planning to socialise the designs and ideas with other community groups in the area.

· The Group already had funding for the project.

· The Board congratulated the group on their community consultation process, dedication, and creativity during the project.

7.3 Chris Dever - Various Topics

· It was clarified that anyone was able to speak in a public forum meeting at any Community Board meeting, not just residents from the area.

· The details of Council’s newly appointed Community Resilience Advisor, could be made available.

· There was concern raised regarding the pace at which the Ōmokoroa Boat Club lighting project was being carried out. The Board noted that there had been contact with the Commodore of the Boat Club, and a plan had been put in place to get this project underway.

· The Speed Management Review was a process that Council was required to undertake. The consultation process would be discussed at a Strategy and Policy Workshop on 28 September 2023. It was noted that ‘Central Business District’ referred to the main business and central areas of each township. Waka Kotahi (NZTA) required that these areas, which were currently 50km/h, be reduced to 40km/h.

· The Transportation Area Engineer confirmed that there was street lighting planned for Tralee Street, where the new village was being built.

7.4 Hugh Moleta - Links View Drive Flooding

· During the heavy rain events in May 2023, the stormwater drains on the road had not coped with the amount of water, causing flooding for nearby houses.

· There were no stormwater services in place for majority of homes on the road, noting that rain flowed from the road onto these properties.

· It was believed that the main issue was a large, deciduous tree, which was close to the road and near a large stormwater sump, causing blockage issues.

· A long-term solution was needed for this issue, as the flooding had caused damage to properties and there was a risk it would continue happening.

· There were parts of the tree which were rotting, and roots from the tree were cracking the road seal.

· There had been no flooding issues during the weather events in January 2023.

· Typically, the stormwater systems were designed for a one-in-25-year storm event, and the weather events in 2023 were thought to have been larger than this.

· The contractors were currently maintaining the tree and catch-pit to Council’s levels of service.

The Transportation Area Engineer advised the Board that WestLink had attended the site and confirmed there were no blockages. The tree was inspected, and hanging branches that posed a safety risk would be cut back. It was suggested that, because Council did not have a Street Tree Policy, this issue be referred back to the Board for consideration. The Board would discuss this at their next Ōmokoroa Community Board workshop with Council staff to reach a resolution.

7.5 Andrew Dallas - Ōmokoroa Tennis

· The Ōmokoroa Tennis Club was seeking support from the Community Board for three goals, which were described in Tabled Item 1 – Submission in Support of Additional Tennis Courts at Western Avenue, and below:

1. Tennis in Ōmokoroa be centred to one facility at Western Avenue.

2. Addition of three new courts to the Western Avenue side of the existing courts.

3. The new courts to have flexipave surface to support junior tennis.

· The Tennis Club membership had grown significantly over the last year, and the current tennis court facility was felt to be inadequate for the number of members.

· The club proposed that the court closest to the Old Pavilion be the multi-use court and there be two tennis courts within the fences. The primary concern with having multi-use courts was who would look after the courts and manage the changeover for different sports codes.

· If an agreement for the courts was achieved, the Club would begin exploring options for raising funds.

Mr Dallas responded to the Board’s questions as follows:

· The club did not have an approximate cost of a tennis court, but it was thought that the majority of the cost would come from the earthworks required for the proposed site of the new courts.

· Currently, the courts were being used in the evenings from Monday through to Thursday, and Friday and Saturday mornings. Interclub also took place on Sundays. Future projections for the use of the courts was that they would be used very regularly, and that seven courts would be sufficient for the growth.

7.6 Matthew Farrell - Ōmokoroa Tennis and Youth Wellbeing

· There was concern with the desired expansion of the tennis courts on Western Avenue, as there was finite space and resources in the community. It was believed that consideration needed to be given to ratios of space.

· It was believed that broader consultation needed to take place, rather than just with users who have an interest in tennis.

· Mr Farrell noted that the Tennis Club were doing great work, and he was not intending to exclude the Tennis Club from opportunities, but there was a need for a wider range of community facilities.

· It was thought there was a need for a ‘youth club’ in Ōmokoroa, and a range of facilities to provide an outlet for young people.

· There was a need for a social strategy for future social wellbeing of Ōmokoroa, and to aid in decreasing the antisocial behaviours that come with a growing community.

· It was believed that there were many facilities in Ōmokoroa for tennis, but there was concern that there were limited facilities for other sports.

8 Minutes for Confirmation

8.1 Minutes of the Ōmokoroa Community Board Meeting held on 1 August 2023

The Community Response Plan was put together by members of the Ōmokoroa Response Team in conjunction with Council’s Senior Emergency Management Advisor. It was requested that the Community Response Plan be discussed at a future Ōmokoroa Community Board workshop to identify changes/amendments, and that the publishing of this Response Plan be postponed.

Resolution OMC23-6.1

Moved: Cr M Grainger

Seconded: Cr D Thwaites

1. That the Minutes of the Ōmokoroa Community Board Meeting held on 1 August 2023 as circulated with the agenda be confirmed as a true and correct record, with the following amendment made:

· That on page 7 of the minutes, under item 10.5, the following should read:

”OM1.8 – Up to $50,000 committed from the Board’s Reserve Account for two bus shelters on Ōmokoroa Road, which was now to be funded from the Ōmokoroa Road Stage 2 Urbanisation Project fund.”

2. That the Chairperson’s electronic signature be inserted into the confirmed minutes.

Carried

9 Reports

9.1 Chairperson's Report - September 2023

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

Resolution OMC23-6.2

Moved: Member G Neilson

Seconded: Member B Bell

That the Chairperson’s report dated 26 September 2023, titled ‘Chairperson’s Report – September 2023’, be received.

Carried

9.1.1 Crapp Reserve Signage

Resolution OMC23-6.3

Moved: Member G Neilson

Seconded: Member B Bell

That staff investigate the replacement of the Crapp Reserve signage, which is currently out of date, and report back to the Board.

Carried

9.1.2 Ōmokoroa Skatepark Concrete Pathway

Resolution OMC23-6.4

Moved: Member G Neilson

Seconded: Member B Bell

That the Board approve Option B for the Ōmokoroa Skatepark Concrete Pathway: Alternative option to replace the concrete with a fibreglass deck, at a cost of $3,488.00. This will be funded from the Community Board Reserves Account.

Carried

9.2 Councillor's Report - September 2023

The Board considered a report from Councillor Thwaites. The Board took the report as read, with further discussion on the below:

· The Annual Plan process had been delayed, however, it had now been adopted.

· Feedback for the future development of TECT Park had now closed.

· There would be an opportunity for community feedback on the draft Speed Management Plan.

· There had been desire from residents to reduce speed limits in rural areas, noting that this feedback had been overwhelming within the Te Puna community.

· Staff were working to complete the first draft of the Long Term Plan budgets, with full-day Council workshops planned during the remainder of 2023.

Resolution OMC23-6.5

Moved: Cr D Thwaites

Seconded: Cr M Grainger

That Councillor Thwaites’ report dated 26 September 2023, titled ‘Councillor’s Report – September 2023’, be received.

Carried

9.3 Grant Application - September 2023

Chairperson Presland and Members Grieg and Bell declared in interest in this item and took no part in the discussion or voting thereon.

The Board considered a report from the Governance Advisor. The Board took the report as read, with further discussion on the below:

· The Board agreed that the Ōmokoroa Sports and Recreation society should not have to front the cost of the stairs as it was a community asset and would be maintained by Council, and the project should be funded entirely from the Community Board Reserves Account. This would be brought to the next Community Board meeting for the funding to be committed. It was agreed that the grant application would be declined for this reason.

· Council’s Reserves and Facilities Manager had provided specifications that the project must adhere to, and the planning had been completed in accordance with these specifications.

Resolution OMC23-6.6

Moved: Cr M Grainger

Seconded: Cr D Thwaites

1. That the Governance Advisor’s report dated 26 September 2023 titled ‘Grant Application – September 2023’ be received.

2. That the Ōmokoroa Community Board do not approve the grant application from the Ōmokoroa Sports and Recreation Society Incorporated.

Carried

9.4 Operational Report - September 2023

The Board considered a report from the Governance Advisor. The Board took the report as read, with further discussion on the below:

· It was clarified that the Lee Street Pensioner Houses were not situated in Ōmokoroa, and this was just an administration error when running the report.

Resolution OMC23-6.7

Moved: Member B Bell

Seconded: Member G Neilson

1. That the Governance Advisor’s report dated 26 September 2023 titled ‘Operational Report – September 2023’ be received.

2. That the Ōmokoroa Community Board requests that the remainder of the ‘Committed – Reserve Expenditure’ contribution to develop a Passive Reserve at the Western Avenue extension (OM1.8), be released back into the Reserve Account as the works have now been completed, with the remainder being $26,043.00.

Carried

9.4.1 Sea Scout Den

Resolution OMC23-6.8

Moved: Member B Bell

Seconded: Member G Neilson

The Board sought an update on the Sea Scout Den, as there were a number of parties interested in leasing the space. Staff would investigate and an update would be included in the next Ōmokoroa Community Board Operational Report.

Carried

9.5 Infrastructure Group Report Ōmokoroa Community Board September 2023

The Board considered a report from the General Manager Infrastructure Services. The Board took the report as read, with further discussion on the below:

· The road marking outside the Fire Station had been completed, and the addition of signs would supplement the Parking Bylaw, as well as the Fire and Emergency New Zealand (FENZ) parking requirements.

· The $4,000 for the FENZ Signs was an estimate, and included a contingency amount.

Resolution OMC23-6.9

Moved: Member B Bell

Seconded: Cr M Grainger

1. That the Executive Assistant Infrastructure Group’s report, dated 26 September 2023 titled ‘Infrastructure Group Report Ōmokoroa Community Board September 2023’ be received.

Carried

Resolution OMC23-6.10

Moved: Member B Bell

Seconded: Cr M Grainger

2. TOLO Cycle Racks

That the Board fund from the Community Board Roading Account a poured concrete surface and the installation of three previously purchased cycle racks and purchase two additional units (5 cycle rack units in total), to be located adjacent to the Old Library on McDonell Street. Costs will include relocating the existing sign and adjusting the adjacent garden edging accordingly, at a cost estimate of $8,000.00.

Carried

Resolution OMC23-6.11

Moved: Member G Neilson

Seconded: Cr M Grainger

3. FENZ SIGNS

That the Board fund, from the Community Board Roading Account, the supply and installation of two “No Parking Zone” signs, to be installed on Ōmokoroa Road, adjacent to the Fire Station main entrance; to support the existing Traffic and Parking Bylaw restrictions in the immediate vicinity.

AND

That the Board fund, from the Community Board Roading Account, the supply and install an appropriate “FENZ Only/No Unauthorised Vehicles” style sign, to be located on the boundary of the Fire Station and the Station forecourt, to highlight the essential need to maintain a clear zone area to allow unrestricted access and egress of FENZ vehicles, at all times, in front of the station main doors. The cost estimate for this is $4,000.00.

Carried

The Chairperson noted that there was no Community Board financial report for this meeting, and that the August 2023 financial information was still valid. The financial report would be included in the next agenda.

The Meeting closed at 8.19pm.

Confirmed as a true and correct record at the Ōmokoroa Community Board meeting held on 21 November 2023.

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

Chairperson P Presland

CHAIRPERSON

Ōmokoroa Community Board Meeting Agenda

21 November 2023

9 Reports

9.1 Ōmokoroa Community Board - Chairperson's Report - November 2023

File Number: A5790140

Author: Peter Presland, Community Board Chairperson

Authoriser: Alison Curtis, General Manager Regulatory Services

Recommendation

That the Chairperson’s report dated 21 November 2023 titled ‘Ōmokoroa Community Board - Chairperson’s Report – November 2023’ be received.

Maintenance Improvements

The Transportation Area Engineer and I spent an afternoon recently looking at some issues raised by the community. First up a big thank you to the Transportation Area Engineer for his time, I know and understand it is a precious commodity. For the twin purpose of both informing/updating our Board and to catalogue progress, I provide the following summary:

Ōmokoroa Boat Club

Regarding issues with lighting adjacent to the entrance, a single light pole will be installed. In addition, the plantings along the path will be cut back as they are encroaching on the path.

Staff Comment:

Further to the restructuring of Council’s Maintenance Contract, the Transportation Area Engineer has approached an alternative lighting specialist with a request for options and costings.

Currently, the two options being considered are:

· A flag light; and

· Illuminated bollards.

Once a cost estimate has been received, the Board will be notified and a resolution for funding will be drafted accordingly.

Running Bird Café Bike Racks

A location has been established. We are now awaiting installation by the contractor. The Board would like a verbal update as to contractual negotiations.

Anderley Avenue Berm

When stage one of this estate was developed, there was no berm installed from the Ōmokoroa Road entrance on the left hand side, with considerable run-off possible. Council will look at options for swale plantings to assist with drainage of excess water on the left hand side of Anderley Avenue as you enter the estate. Installing a concrete berm would be very expensive.

Tui Glen Lighting

There are 13 residences in Tui Glen, the entrance to the New Zealand Housing Foundation development. The proposal is for 109 houses to eventually enter/exit the Glen. There has been a request for lower impact runway style lighting to be installed, which needs to be evaluated given the cost and likely widening on the roadway in the long term.

Links Avenue Tree Adjacent to 55 Links Avenue

This tree has been the subject of a verbal presentation at the last Board meeting. The Transportation Area Engineer and I agreed the tree was partially dead and removing it would have a very low environmental impact. We are currently awaiting costings.

Staff Comment:

An alternative vegetation contractor has been approached to discuss the trees current health situation and long term status.

Once feed back has been received with treatment costings, Council will consider the appropriate measures. These measures may include:

· A significant prune;

· Removal and ground reinstatement (this will not include a replacement tree); and

· Do the minimum.

Works on this tree will likely be funded through Council’s tree maintenance budget rather than the Community Boards Roading Account.

Kaimai Views
We drove through the development, noting a lack of consistency in berm plantings and maintenance. An on-going review of this is needed, plus timely maintenance of roadsides Council is responsible for.

Other things for consideration are: Coppelia Avenue/OPS boundary (the removal of vegetation and replacement with lower impact shrubbery), the overdue maintenance of vegetation both planted and seeded along our roadsides, roundabouts, and berms.

A conversation is needed on the type of plantings, and the maintenance, required post planting.

As a Board we have also discussed the need for Council to have a mechanism to close the loop on service requests, made either via Antenno or online.

Staff Comment:

At the Community Committee meeting on 19 October 2023, the Customer Services Manager advised that Council staff had been working alongside Council’s contractors to ensure that the Service Request process, and reporting back of outcomes, was more efficient for customers. Process improvement had been planned, mapped, and was being implemented.

Godwit Festival

At the time of writing and at the request of the organisers, I have been invited to open this Festival on Sunday 5 November 2023. This event not only marks the migration of one of nature’s wonders to our home but is also a hallmark of our community coming together to celebrate the wonderful environment that many in our community work hard to enhance and preserve for all to enjoy. I congratulate the Ōmokoroa Environmental Manager’s Incorporated (OEMI) for their hard work. The Board appreciate all that you do on behalf of the community.

Thank You

Given this is our last meeting for 2023, I would like to acknowledge the following:

Our Public

Those that consistently attend, we truly appreciate your engagement and interest in our community, but to all who have attended, made submissions, looked for our support, and our action - while at times you may feel you have not been heard given a lack of resolution as you may desire, we do hear you, and we do feel the weight of responsibility to represent you.

Our Board

Thank you to all of you. I often observe goings on around the country and take great satisfaction in being part of the Ōmokoroa Community Board. I appreciate the collaboration, wisdom, and guidance you bring to all the issues that come our way.

Our Council Staff

To the Governance Manager, our Governance Advisor, General Manager Regulatory Services, and our Transportation Area Engineer, as well as all who have supported us at workshops and in person, we thank you. You carry a considerable workload, then must react at times to unscripted (sometimes not quite following process) requests from us, yet always respond professionally, with humour and sound advice.

We will do it all again in 2024!

Ōmokoroa Community Board Meeting Agenda

21 November 2023

9.3 Ōmokoroa Community Board - Approval of Funding - Ōmokoroa Sports and Recreation Society

File Number: A5810056

Author: Carolyn Irvin, Senior Governance Advisor

Authoriser: Greer Golding, Governance Manager

Executive Summary

The Ōmokoroa Sports and Recreation Society applied for funding for the construction of concrete steps with stainless steel handrails to the north side of the Ōmokoroa pavilion to link the top and bottom fields. At the Ōmokoroa Community Board meeting on 26 September 2023, the application was declined, and the Board discussed the merits of funding the project entirely from the Community Board Reserves Account as this would be good use of these funds to benefit the community.

Recommendation

1. That the Senior Governance Advisor’s report dated 21 November 2023 titled ‘Ōmokoroa Community Board - Approval of Funding - Ōmokoroa Sports and Recreation Society’ 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 approve $30,530.50 to fund the construction of concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion, to link the top and bottom fields. This will be funded from the Ōmokoroa Community Board reserve account.

That the Ōmokoroa Community Board do not approve to fund the construction of concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion, to link the top and bottom fields.

Background

1. The Ōmokoroa Sports and Recreation Society Incorporated submitted an application for $27,943 to contribute towards the construction of concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion, to link the top and bottom fields. The design for the handrail and the steps is detailed in Attachment 1.

2. The project would benefit all users of the Western Avenue Reserve, and the design is in accordance with specifications provided by Council’s Reserves and Facilities Manager.

3. An amount of $2,587.50 for a topographical survey was not included in the amount that was submitted to the Board in September 2023. But has since been highlighted as an additional cost associated with the project. This amount has been included in the total cost outlined in recommendation two.

4. The Community Board were provided with financial information of the Ōmokoroa Sports and Recreation Society, a detailed design of the steps and options for handrails construction quotes, and supporting statements from the following parties (Attachment 2):

· Ōmokoroa Sports and Recreation Society;

· Ōmokoroa Football Club;

· Yoga Instructor at the Pavilion;

· A local user of the Pavilion; and

· Ōmokoroa Community Tennis Club.

5. At the Ōmokoroa Community Board meeting on 26 September 2023, the Board discussed that the Ōmokoroa Sports and Recreation Society should not have to front the cost of the stairs as it was a community asset and would be maintained by Council, and that the project should be funded entirely from the Community Board Reserves Account.

Significance and Engagement

The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy. In making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because there is no community engagement required, there has been strong support from local community groups, and the use the Ōmokoroa Community Board’s reserve fund directly and positively supports the community it affects.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

Ōmokoroa Sport and Recreation Society Incorporated

The applicant will be advised of the outcome of their respective funding request.

Issues and Options Assessment

Option A

That the Ōmokoroa Community Board approve $30,530.50 to fund the construction of concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion, to link the top and bottom fields. This will be funded from the Ōmokoroa Community Board reserve account.

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

· Economic

· Social

· Cultural

· Environmental

Feedback from the community indicates that installing steps and handrails at the northern end of the Ōmokoroa Pavilion would make the Western Avenue Reserve and the pavilion itself much more usable.

In funding this project, the Ōmokoroa Community Board would be providing a beneficial asset to the community.

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

$30,530.50

Option B

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

· Economic

· Social

· Cultural

· Environmental

Not funding the project would mean access to the Western Avenue Reserve and the pavilion would remain the way it is.

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

N/A

Funding/Budget Implications

Budget Funding Information

Relevant Detail

Ōmokoroa Community Board Reserve Account

Opening balance before committed expenditure $220,642

Balance after 2023/2024 committed expenditure $215,646

Project cost $30,530.50

Balance of reserve account if funding granted $185,115.50

Attachments

1. Attachment 1 - Design for Steps and Handrail Options ⇩

2. Attachment 2 - Supporting Statements ⇩

Ōmokoroa Community Board Meeting Agenda

21 November 2023

9.4 Ōmokoroa Community Board - 2024/2025 Annual Operating Budget

File Number: A5837290

Author: Carolyn Irvin, Senior Governance Advisor

Authoriser: Sarah Bedford, Finance Manager

Executive Summary

The purpose of this report is for the Ōmokoroa Community Board to review its annual budget and make a recommendation on what the Board considered its operations budget should be for the upcoming financial year, as required in accordance with the Local Government Act 2002.

The Board is aware that the Annual Plan will be subject to Council review and consultation.

The Board should give consideration to their work programme going forward and commitment of any Reserve funding for future projects.

Recommendation

1. That the Senior Governance Advisor’s report dated 15 November 2023 titled ‘Ōmokoroa Community Board 2024/2025 Annual Operation Budget’ 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 it be recommended to the Annual Plan and Long Term Plan Committee that the Ōmokoroa Community Board 2024/2025 Annual Operating Budget be:

OPERATING COSTS	2024/2025
Conference	2,570
Contingency	2,000
Grants	12,645
Milage Allowance	500
Security	0
Street Decorations	0
Salaries	Determined by Remuneration Authority
Inter Departmental Charges	Determined by Overhead Cost Allocation
TOTAL OPERATING COSTS

Background

1. Under the role and purpose of Community Boards, subject to compliance with Council strategies, policies and legislation, the Community Board has the delegated function to:

- Control, expend and monitor funds as allocated by Council.

2. The salary component of all Community Boards has been determined by the Remuneration Authority and the Board has no control over this figure. Under the process used by the Remuneration Authority the increment will be assessed annually.

3. The Ōmokoroa Community Board Budget for 2022/2023, as adopted in the Long Term Plan (LTP) is shown below:

OPERATING COSTS	2022/2023 Actual	2022/2023 Budget
Conference	0	1,524
Contingency	174	4,116
Grants	0	8,736
Milage Allowance	0	1,548
Security	0	0
Street Decorations	0	0
Salaries	Determined by Remuneration Authority
Inter Departmental Charges	Determined by Overhead Cost Allocation
TOTAL OPERATING COSTS

Significance and Engagement

4. The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy. In making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

5. The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

6. In terms of the Significance and Engagement Policy this decision is considered to be low significance because it is only considering the distribution of funds between the operational budget lines, as the overall total has already been approved through the Annual Plan and Long Term Plan Committee.

Engagement, Consultation and Communication

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
General Public	The public may comment on the Board’s budget during the Annual Plan/Long Term Plan consultation process.

Issues and Options Assessment

That it be recommended to the Annual Plan and Long Term Plan Committee that the Ōmokoroa Community Board 2024/2025 Annual Operating Budget be:

OPERATING COSTS	2024/2025
Conference	2,570
Contingency	2,000
Grants	12,645
Milage Allowance	500
Security	0
Street Decorations	0
Salaries	Determined by Remuneration Authority
Inter Departmental Charges	Determined by Overhead Cost Allocation
TOTAL OPERATING COSTS

Reasons why no options are available:

· Section 79 (2) (c) and (3) Local Government Act 2002

Local Government Act 2002 Section 52(d):

The role of a community board is to prepare an annual submission to the territorial authority for expenditure within the community.

Statutory Compliance

7. The Local Government Act 2002 requires the Community Board prepare an annual submission to Council for expenditure within the community.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Council	The Ōmokoroa Community Board does not have the delegated authority to make funding allocations outside of the adopted budget. The Community Board may make recommendations to Council.

Ōmokoroa Community Board Meeting Agenda

21 November 2023

9.5 Infrastructure Group Report Ōmokoroa Community Board November 2023

File Number: A5817808

Author: Tracy Harris, Executive Assistant Infrastructure Group

Authoriser: Cedric Crow, General Manager Infrastructure Services

Executive Summary

This report provides specific information on Infrastructure activities of interest to the Board.

Recommendation

That the Executive Assistant Infrastructure Group’s report dated 21 November 2023 titled ‘Infrastructure Group Report Ōmokoroa Community Board November 2023’ be received.

r oading

State Highway 2 (SH2) & Associated Ōmokoroa Road Upgrades – Joint Agency Project:

WBOPDC, Waka Kotahi & Kāinga Ora

Description: Kāinga Ora has approved the Infrastructure Acceleration Fund for the SH2 Ōmokoroa Intersection, Francis Road roundabout and four-laning through to Prole Road. The design phase of this Council project commenced in August 2022 for the project to be completed by mid-2025.

Latest Update:

There was a meeting held Friday 22 September with the affected landowners south of SH2, who currently access directly onto SH2. As an outcome of the meeting there were requested changes, resulting in additional options being evaluated.

It is worth noting that there will be ongoing meetings between affected landowners and Powerco. This is due to the concerns relating to the temporary realignment of the existing overhead power lines in order for the construction earthworks to be completed.

Transportation - Ōmokoroa Community Roading

Description: Develop and implement the community roading plan approved by the Ōmokoroa Community Board.

Ōmokoroa Community Board Roading Current Account	Paid in 2022 $	Ōmokoroa Community Board $
Current Account:
Current Account Opening Balance 1 July 2022:		$222,597
Interest		$8,347
Allocation for 2022/23		$99,960
Sub Total		$330,904
Committed Projects
TOLO Cycle Racks		$8,000
FENZ Signs		$4,000
Completed Projects
Cycle Maintenance Stations	$4,023	$15,977
Goldstone Lane (Fire Station Parking)		$12,726
Gane Place Urbanisation (awaiting Final Claim)		$250,000
Ōmokoroa Boat Club Side Fencing		$7,000
Subtotal Committed and Proposed Projects:		$297,704
Forecasted Current Account Closing Balance 30 June 2023		$33,200

FENZ Ōmokoroa – No Parking Signs

Description: The Board has been made aware of several instances where vehicles have parked across the main entrance of the Ōmokoroa Fire Station.

Latest Update:

The Board resolved to fund two “No Parking Zone” signs to be installed on Ōmokoroa Road, adjacent to the Fire Station main entrance, as well as the supply and installation of an appropriate “FENZ Only/No Unauthorised Vehicles” style sign, to be located on the boundary of the Fire Station and the Station forecourt.

The Transportation Area Engineer has approached a supplier to manufacture and install the FENZ Signs.

The Old Library Ōmokoroa (TOLO) Cycle Racks

Description: The Board resolved to fund the installation of five cycle racks within the TOLO block on McDonnell Street.

Latest Update:

The racks are expected to be installed by December 2023.

Water Services

Ōmokoroa Groundwater Development

Description: To explore and develop additional groundwater supply for the increased growth planned. The groundwater supply will aim to provide water that is safe and healthy, resilient, and environmentally sustainable.

Latest Update:

The bore pump design is complete, and long lead items have been purchased. Site development physical works is underway.

ENGINEERING / SPECIAL PROJECTS

Prole Road Urbanisation – Ōmokoroa Road to Waipapa River

Description: Prole Road is part of the CIP programme and partly funded by the Government. The project involves urbanisation of the section of Prole Road from Ōmokoroa Road to Waipapa Road with new pavement, kerbing, pedestrian/cycleway facilities, drainage, lightings, landscaping, and plantings.

Latest Update:

There have been some delays due to rainfall however, the full Prole Road construction is expected to be completed by the end of 2024.

New Southern Industrial Road

Description: Ōmokoroa Industrial Road design and construction.

Latest Update:

There are no further updates at this time.

Ōmokoroa Road Urbanisation Stage 1 - Western Avenue to Tralee Street

Description: Ōmokoroa Urbanisation Project - Western Avenue to Tralee Street including services, walking, and cycling, and bus stops.

Latest Update:

This project is now complete and in defects liability period until the end of 2023. Defects liability inspection will be carried out in November and any remedial works required will be completed by the end of this year. Council has asked the contractor to mark cycle lanes and safety facilities from the Omokoroa Rail bridge to Kayelene Place and this will be undertaken towards the end of November 2023. Once this is complete, it will provide a much safe route for cyclists between the Omokoroa rail bridge and Kaylene Place.

Ōmokoroa Road Urbanisation Stage 2 – Prole Road to Railway Track

Description: The upgrading of Omokoroa Road between Prole Road and the railway crossing from 2 lanes to 4 lanes.

Latest Update:

The business case has not been approved by Waka Kotahi, so the bulk of the project will be funded by rates and financial contributions. The design is currently being finalised and we expect to go market for construction work in early 2024.

Reserves

Ōmokoroa Domain

Description: Implement the approved Domain Concept Plan including the destination playground.

Latest Update:

There are no further updates at this time.

Prole Road to Pahoia Walkway/Cycleway

Description: Construction of a cycleway suspension bridge across the Waipapa Stream.

Latest Update:

· Public access from Prole Road is closed due to major construction activities; and

· Kiwirail license to occupy has been received and reviewed by our Legal Team before signing.

Pedestrian/Cycle bridge over Railway from Kaimai View to Tui Glen

Description: Construction of a pedestrian/cycle bridge over the Railway line to enable pedestrians and cyclists to connect Kaimai Views to Tui Glen.

Latest Update:

There are no further updates at this time, as it is still in the design stage.

Ōmokoroa Wharf

Description: Repairs to Ōmokoroa Wharf and Boat Ramp

Latest Update:

Currently, the gangway that leads down the concrete pontoon has been repaired and several piles have been replaced. All works in relation to this project are now complete.

Operations

Western Solid Waste

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

Latest Update:

There are no further updates at this time.

Emergency Management

Description: Support the Ōmokoroa Community to be resilient in the event of an Emergency.

Latest Update:

An additional resource box has been delivered to Ōmokoroa Community Church to replace the large bin which was out of date.

The implementation of updated tsunami evacuation zone maps across the district took place in October 2023. Part of this implementation included new information boards and work on the new Community Guide to Emergencies, which included the Ōmokoroa area.

Attachments

1. MAS Ōmokoroa Community Board November 2023 ⇩

Ōmokoroa Community Board Meeting Agenda

21 November 2023

9.6 Financial Report Ōmokoroa - October 2023

File Number: A5821629

Author: Ezelle Thiart, Financial Business Advisor

Authoriser: Allan Carey, Finance Business Partner Lead

Executive Summary

This report provides the Community Board with a two-monthly monitoring of its operational budget. Attached are the financial statements for the period ended 31 October 2023 (Attachment 1).

Total operational costs are under budget YTD for 2023/24.

Attached are also the final financial statements for the period ending 30 June 2023. Previously submitted financials were not final and additional salary costs were recognised before the period was closed. (Attachment 2).

Recommendation

That the Financial Business Advisor’s report dated 21 November 2023 titled ‘Financial Report Ōmokoroa – October 2023’ be received.

Financial Report year to date - October 2023:

Grant payments made to date:

Resolution	Description	$
	No transactions year to date	0
	2023/24 Grants to date	0

Committed - Operational expenditure:

Resolution	Description	$
	No commitments	0
	2023/24 Outstanding operational commitments	0

2023/24 Reserve analysis:

Resolution	Description	$
	2023/24 Opening Balance	220,858
OMC23-3.4	Spending $120 per advertisement from its Reserve Account, to advertise the Board’s upcoming meetings in the ‘Lizard News” for the next 12 months from May 2023.	(216)
	2023/24 Closing reserve balance	220,642

Committed - Reserve expenditure:

Resolution	Description	$
	Opening balance before committed expenditure	220,642
OM21-3.8	Grant application from the Ōmokoroa Bowling Club for $9,200 to be funded from the Reserve Account. (Note: 50% progress payment of $4,600 paid July 2021).	(4,600)
OMC23-3.4	Commits to spending $120 per advertisement from its Reserve Account, to advertise the Board’s upcoming meetings in the ‘Lizard News” for the next 12 months from May 2023. ($120 * 6 = $720 - $324 spent = $396)	(396)
	2023/24 Balance after the committed expenditure	215,646

Attachments

1. Financial Report Ōmokoroa – October 2023 ⇩

2. Financial Report Ōmokoroa – June 2023 (Final) ⇩

Ōmokoroa Community Board Meeting Agenda

21 November 2023

9.7 Ōmokoroa Community Board - Operational Report - November 2023

File Number: A5844800

Author: Jahneisha Osborne, Governance Advisor

Authoriser: Greer Golding, Governance Manager

Executive Summary

This report is an operational update from across Council for matters that relate to the Ōmokoroa Community Board area.

Recommendation

1. That the Governance Advisor’s report dated 21 November 2023 titled ‘Ōmokoroa Community Board - Operational Report – November 2023’ be received.

Service Requests

This section is to provide an overview of Service Requests for the Ōmokoroa Community Board area since the last meeting.

There has been one of each of the following subtypes of Service Requests raised and completed.

· Sealed Road – Cesspit/Grill/Gutters & Drains

· Building Compliance

· Graffiti in Reserve

· Local Road – Litter/Bins/Carpark/Rest Area

· State Highway – Road Surface Defects

· Local Road – Slip/Flood/Crash/Trees Down

· Water Pressure (too high/low)

· All Water Leaks – Known Issue

· Detritus on Local Road

· Liquor License

· Local Road Signs – Damaged/Graffiti

· No Water – Known Issue

· Local Road – Road Surface Defects

· Wastewater General Query

· Water General Query

There has been one of each of the following subtypes of Service Requests raised which are under investigation:

· Meter/Toby Issue (not leak)

· Resource Consent Compliance

· Reserves – Abandoned Vehicle

The table below shows Services Request’s that are higher in numbers and have a mix of statuses.

Service Request Subtype	Notes	Completed	Under Investigation/Scheduled for Completion
Abandoned Vehicle	Across Ōmokoroa	4	0
All Water Leaks	Across Ōmokoroa – multiple on Links View Drive, Margaret Drive, and Kayelene Place	13	0
Local Road – Bus Shelters (Rural Only) – Replace/Maintenance	Both on Ōmokoroa Road	1	1
Compliance and Enforcement General	Queries related to enforcement notices and follow up questions.	5	0
Complaints about Freedom Camping – Roads/Reserves	Both on Cooney Reserve	2	0
Cycleways – Reserves	Suggestions raised by the public.	2	0
Kerbside - Damaged Bin – Replace/Repair	Across Ōmokoroa	6	0
General District Plan Queries.	Mix of queries relating to resource consents/district planning.	42	1
Water – Emergency Shutdown	Across Ōmokoroa.	2	0
General Building Queries	Mix of queries relating to building consents/buildings.	40	1
Local Road – General/Miscellaneous	Mixed queries relating to mowing, maintenance, and vegetation.	2	2
Hydrant/valve issue (not leak)	Across Ōmokoroa	2	0
Kerbside General Enquiry	Mixed queries relating to excess bins, litter, and concerns with rubbish trucks.	6	0
Kerbside – New Property Deliver	Across Ōmokoroa	11	1
Local Road – Lighting (Replacement/Maintenance)	Street lighting issues.	1	1
Reserves – Litter/Litter Bins/Dumping	Multiple reports on Anderley Avenue.	10	0
Local Roads – Non Urgent Tree Requests	Mixed queries relating to maintenance/removal options for trees.	2	3
Kerbside – Lost/Stolen Bins	Across Ōmokoroa.	10	0
Kerbside Missed Collection – Investigation	Across Ōmokoroa	14	0
Reserves – Mowing/Vegetation (not trees)	Requests for maintenance	1	1
Noise Complaint - Afterhours	Across Ōmokoroa	5	0
Parking Queries	Across Ōmokoroa	3	1
Kerbside PAYT Issue	Concerns relating to stolen/missing PAYT tags	3	0
Reserves – Plumbing	Different reserves across Ōmokoroa.	3	0
Reserves – Public Toilets Hygiene	Across Ōmokoroa	2	0
Reserves Building/Roads/Tracks/Furniture	Across Ōmokoroa – maintenance issues.	2	3
Reserves General	Mixed queries relating to reserves concerns/improvements/suggestions/requests.	13	3
Roading Network General/Misc	Queries relating to speed humps/trees	2	0
Rubbish/Illegal Dumping	Across Ōmokoroa	2	0
Reserves – Trees	Tree maintenance queries	4	1
Local Road – Mowing/Vegetation (not trees)	Multiple reports on Ōmokoroa Road. Mixed queries relating to maintenance and lack of mowing	1	9

Chairperson	Peter Presland
Deputy Chairperson	Allan Hughes
Members	Ben Bell Greig Neilson Councillor Murray Grainger Councillor Don Thwaites
Quorum	3
Frequency	Eight weekly / Workshops as required