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

7.1            Paula Gaelic – WESTERN BAY MUSEUM

Ms Gaelic attended the meeting and provided the Board with an update on the Western Bay Museum:

·            Visitor numbers for the Treasures of Culture Exhibition was exceeding their targets.

·            The A&P Show was successful with 1800 visitor connections.

·            There was around 200 people that attended the Waitangi Day Event. There was sharing of kai and discussion on Te Tiriti o Waitangi. 

·            Ms Gaelic shared a speech from the Waitangi Day Event (Tabled Item 1) and expressed disappointment that not all the Community Board Members attended the event.

7.2           Keith Hay - Various Items

Mr Hay was in attendance and discussed various matters (Tabled Item 2):

·            Mr Hay raised a concern about the financial contributions outlined in the Annual Report.

·            Mr Hay raised a concern about Council’s submission on community-led retreat.

7.3           Bryn Gradwell - Katikati Bowling Club Grant Application

Mr Gradwell was in attendance on behalf of the Katikati Bowling Club to discuss the group’s Community Board grant application:

·            The Katikati Bowling Club had to cancel a number of events and tournaments due to the weather, as a result, the Club was now looking to install an artificial green.

·            The total cost of the project was in excess of $300,000 and the Club had raised $125,000 so far. The Club was also seeking funding from TECT.

·            The majority of bowling clubs in the Western Bay of Plenty were Council-owned, however, the Katikati Bowling Club owned their land and facility.

8.1           Chrome Collective

Sharaine Stenberg and Shelly Robinson were in attendance to discuss the Chrome Collective’s resource recovery centre initiative in Katikati (Tabled Item 3):

·            The organisation focused on business and employment opportunities for people with disabilities.

·            A six month feasibility study would be conducted on establishing a resource recovery centre in Katikati.

·            The Seagull Centre in Thames would be partnering with the Chrome Collective to help set up the resource recovery centre.

·            The current model did not have a retail centre in Katikati; however, the Seagull Centre would sell the items in their retail centre until a retail site in Katikati was established.

·            Chrome Collective would be holding a community competition to name the resource recovery centre.

8.2          Project Parore and Permaculture Town concept

Peri St Clair and David Peters were in attendance to discuss Project Parore and permaculture town centre concept.

·            An overview of the concept of permaculture was provided to the Board (Tabled Item 4).

·            Ms St Clair was concerned about climate change and believed permaculture would assist with mitigating the impact of climate change. Community organisations in Katikati should adopt a permaculture approach to become a sustainable and resilient town.

·            Mr Peters provided an update on the work that Project Parore was undertaking in Katikati.

·            There was scope for further agreements with Council for pest control and planting in the area.

8.3          Professor Peter Maddison - The Environmental Benefit of Permeable Surfaces in Urban Environments

Professor Peter Maddison was unable to attend the meeting.

9.1           Minutes of the Katikati Community Board Meeting held on 15 November 2023

Resolution  KKC24-1.1

Moved:               Member T Sage

Seconded:         Member N Mayo

1.        That the Minutes of the Katikati Community Board Meeting held on 15 November 2023 as circulated with the agenda be confirmed as a true and correct record.

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

Carried

Motion

Resolution  KKC24-1.2

Moved:               Cr R Joyce

Seconded:         Cr A Henry

That in accordance with Standing Order 9.4, the order of business be changed with the Agenda Item 10.4 ‘Katikati Community Board - Grant Applications - February 2024’ be dealt with as the next item of business, in order to release the applicants from the meeting.

Carried

10.4        Katikati Community Board - Grant Applications - February 2024

The Board considered a report dated 7 February 2024 from the Governance Advisor. The report was taken as read, with further discussion below:

·            Katikati Bowling Club were looking to seek funding from TECT, however, their application would be stronger if it had support from the Community Board.

·            Due to limited funds, the Community Board could only contribute a small amount of funding towards the project.

·            The Community Board was supportive of the Katikati Bowling Club’s project.

Resolution  KKC24-1.3

Moved:               Cr A Henry

Seconded:         Cr R Joyce

1.        That the Governance Advisor’s report dated 7 February 2024 titled ‘Katikati Community Board Grant Applications – February 2024’ be received.

2.       That the Katikati Community Board approve the grant application from Katikati Bowling Club Incorporated for $2000 (excluding GST), to contribute towards funding the installation of an artificial playing surface. This grant will be funded from the Katikati Community Board Grants Account, subject to all accountabilities being met, and notes the Community Board’s support for the project.

Carried

10.1          Workshop Notes - 24 January 2024

Workshop notes from the Katikati Community Board workshop on 12 October were received with the following comments made:

·            To mitigate community concerns, the Community Board would like to plant trees in the Kotahi Lane area in tandem with the removal of cherry trees.

10.2         Chairperson's Report - February 2024

The Board considered a report dated 7 February 2024 from the Chairperson. The report was taken as read, with further discussion on the below items.

Resolution  KKC24-1.4

Moved:               Member N Mayo

Seconded:         Member T Sage

1.      That the Chairperson’s report dated 7 February 2024, titled ‘Chairperson’s Report – February 2024’, be received.

                                                                                                                                                                                CARRIED

10.2.1      Market Square Development

·            As Council was the administering body for the Town Centre Development Fund. The Board could only recommend to Council to commit funding towards the project.

·            If the detailed design costs more than the estimate of $50,000, then it would be up to Council to decide if it would be funded.

·            An Electric Vehicle charging station and disabled parking would be considered in the detailed design.

·            The contract for the design and works would be awarded in line with Council’s procurement processes and policy.

Resolution  KKC24-1.5

Moved:               Member A Earl

Seconded:         Cr R Joyce

2.   That the Katikati Community Board endorse the concept plan (Attachment 1) and recommend that Council approve funding of up to $50,000 from the Katikati Town Centre Development Fund for costs relating to a detailed design for the market square development.

                                                                                                                                                                                CARRIED

10.2.2     Cherry Tree Removal and Kotahi Lane

·            Only four cherry trees would be removed as some were on private land.

·            It was standard practice to remove the root ball of trees once they had been removed.

·            The Board would like to see suitable planting in the Kotahi Lane area once the cherry trees had been removed.

Resolution  KKC24-1.6

Moved:               Member T Sage

Seconded:         Cr A Henry

3.       That the Katikati Community Board approve up to $6,000 from the Katikati Community Board Roading Account for costs relating to the removal of the cherry trees on Kotahi Lane (upper) car park area, noting that the Board would obtain advice about suitable planting in that area.

                                                                                                                                                                                CARRIED

Resolution  KKC24-1.7

Moved:               Member T Sage

Seconded:         Member A Earl

4.   That the Katikati Community Board approve up to $15,000 from the Katikati Community Board Roading Account for costs relating to sealing the Kotahi Lane (upper) car park following the removal of the cherry trees.

                                                                                                                                                                                CARRIED

10.3         Katikati Community Board Councillor's Report - February 2024

The Board considered a report dated 7 February 2024 from Cr Henry. The report was taken as read, with further discussion on the below items:

·            The inclusion of workshop notes on agendas enabled the public to see the decision-making process.

·            Feedback from the community about extending the Long Term Plan (LTP) process had been positive.

The Board queried if they would be consulted on the LTP prior to going out to public consultation.

Resolution  KKC24-1.8

Moved:               Cr A Henry

Seconded:         Cr R Joyce

1.    That the Councillor’s report dated 7 February 2024 titled ‘Katikati Community Board Councillor’s Report – February 2024’ be received. 

Carried

10.5         Projects and Operations Report - February 2024

The Board considered a report dated 7 February 2024 from the Governance Advisor. The report was taken as read, with further discussion on the below items.

Resolution  KKC24-1.9

Moved:               Cr R Joyce

Seconded:         Cr A Henry

1.    That the Governance Advisor’s report dated 7 February 2024 titled ‘Projects and Operations Report – February 2024’ be received.

2.   That the Katikati Community Board acknowledge the previous resolution to approve funding for rural bus shelters (KKC23-6.8), and note it no longer includes Tuapiro Marae.

Carried

10.5.1      Rural Bus Shelters

·            A concern was raised that by funding the bus shelters at Te Rereatukahia marae, this would set a precedent for Community Board funds being spent on private land.

·            It was noted that some Council assets were already on private land, for example, wastewater and stormwater systems.

·            The Board requested information on what policy was used to seal and maintain Māori Roads.

·            There was a need for a bus shelter at the wharenui site on Rereatukahia Pa Road, this section of the road was Māori Road but sealed and maintained by Council.

·            It was currently not possible for a bus to drive down Tuapiro Road. The Board was advised not to put bus shelters at Tuapiro Marae until the issues with the turning circle at the marae had been addressed.

·            The Community Board supported installing bus shelters at Tuapiro Marae once the seal extension had been completed.

10.5.2     Dave Hume Pool

·            Members of the public had approached the Board about whether the learners pool would be covered or not.

·            The Board requested a copy of the concept plan for the Dave Hume Pool.

10.5.3     Project Priorities

·            Members of the Board met with Waka Kotahi New Zealand Transport Agency to discuss the pedestrian refuge outside BP Service Station. Waka Kotahi New Zealand Transport Agency indicated they did not want to relocate that crossing at this time.

·            Waka Kotahi New Zealand Transport Agency had advised members of the Board that pedestrian crossings needed to be painted at both ends. A service request had been lodged with Waka Kotahi New Zealand Transport Agency to paint the crossings.

·            It was unlikely that the Mulgan Street-Uretara Bridge Embankment would go ahead due to the costs involved with the project.

·            The Chairperson advised that the project priorities would be reconsidered at the next Community Board workshop.

10.6         Katikati Financial Report - December 2023

The Board considered a report dated 7 February 2024 from the Financial Business Advisor. The report was taken as read.

Resolution  KKC24-1.10

Moved:               Member T Sage

Seconded:         Cr A Henry

That the Financial Business Advisor’s report dated 7 February, titled ‘Financial Report Katikati – December 2023’, be received.

Carried

Apology

Resolution  OMC24-1.1

Moved:                         Deputy A Hughes

Seconded:         Member G Neilson

That the leave of absence from Cr Grainger be accepted.

Carried

7.1            Councillor Murray-Benge - Various Topics

Councillor Murray-Benge was in attendance to speak regarding various topics. The following points were raised.

·            There was the ability to have an influence on the landscaping of the Ōmokoroa/SH 2 intersection. The trees had been removed, and there was a need for a good landscaping proposal.

·            It was believed that there should be at least six tennis courts at Western Avenue, and that these should not be multiuse.

·            Concern was raised over the poor entranceway to a business property at the top of Prole Road. It was important that this be investigated to ensure that this is fixed.

·            There was ongoing support for a higher Police presence in Ōmokoroa, and it was suggested that a local Member of Parliament (MP) be invited to speak to the community.

Comments from Community Board members/staff:

·            The Transportation Area Engineer noted that the issue on Prole Road had been identified and escalated to the Project Manager.

·            There had been an increase in Police presence in Ōmokoroa, including checkpoints and patrols.

·            Community Policing had established an office on Hamurana Road that was available for Police use.

·            There were ongoing conversations about community safety, and there were now 1,100 members in Neighbourhood Watch.

7.2           Chris Dever - Various Topics

Mr Dever was in attendance to speak regarding various topics (Tabled Item 1). The following points were raised:

·            Concern was raised over the amount requested from the Probus Club of Ōmokoroa.

·            There was no  RSA in Ōmokoroa, as the area was a part of the Katikati RSA. The local dawn services were coordinated by Greg Taylor and Mr Dever.

·            It was believed that the investigation of additional street lighting (page 23 of the agenda) was an extremely slow process. It was felt that the appropriate action should be to investigate whether the lighting in the area met the appropriate lighting standards relative to the facilities in the area.

·            There were now several households who had raised lighting concerns between 65 and 72 Ōmokoroa Road. The area was pitch black at night-time, and Mr Dever noted that concerns would be addressed to Council rather than the Community Board.

Tabled Item 1: Various Topics related to the Ōmokoroa Community Board Agenda.

7.3           Anna Kingston - Community Fruit Tree Garden

Ms Kingston was in attendance to speak regarding a proposed to convert a reserve on McDonell Street to a community fruit tree garden. The following points were raised:

·            Seven years ago there were slips on 37 and 39 McDonell Street. The houses were removed and the land had been converted into reserve land.

·            The reserve currently had a seat, and there was desire from neighbouring properties to convert the land into a community fruit tree garden to benefit the community.

·            The proposal was currently at the concept stage, and this was provided to the Board (Tabled Item 2).

·            The garden would compliment the existing community garden at the Ōmokoroa Point School on Hamurana Road.

·            Appropriate fruit trees would need to be planted, in order to manage rats and other pests.

·            Support from the Council and Community Board was being sought, as outlined in Tabled Item 2.

Points of clarification raised by the Board:

·            The land was regularly mown, but as there was existing concrete foundations and the slip was a sharp drop down, this was a difficult and dangerous task.

·            Fruit trees would need to be sourced that do not grow too tall, so as not to compromise residents view.

This topic would be workshopped by the Board to determine next steps, and to decide a level of engagement for the Board.

Tabled Item 2: Proposal for Community Fruit Tree Garden to be Established at the Bramley Reserve.

7.3           Friends of Kaimai Views

Representatives from Friends of Kaimai Views (FoKV) were in attendance to speak regarding maintenance and roading concerns within Kaimai Views. Graham Anderson raised the following points:

·            Present concerns in the area were outlined (Tabled Item 3 & 4), as well as FoKV’s proposal.

·            Concerns included the unsightly look of Kaimai Views, and the ongoing parking/road safety concerns.

·            Mr Anderson provided the Board with FoKV’s proposal (Tabled Item 3). This proposal was a permanent solution to the issues.

·            Parking and road safety was a major concern, and posed problems such as emergency and service vehicles (such as rubbish trucks), unable to enter the area from both sides.

·            A large, privately owned 7,000 square metre bank had become a fire risk, and was a haven for rodents.

·            Quotes were provided to the Board (Tabled Item 5 & 6).

Comments/points of clarification from Community Board members/staff:

·            A change to kerbing to allow for wider parking was the ultimate outcome.

·            There was an empty section owned by Council that could be better utilised. Currently, it was just being mowed and left empty.

·            The Totally Cut quote (Tabled Item 5) was the cost for each lawn service. Tabled Item 4 was a one-off cost for refurbishment and garden remedies.

The Transportation Area Engineer noted that it was difficult to achieve extra parking and balance this with the road width, but it was acknowledged that the service levels of the area had not been up to standard. However, he was willing to meet with a FoKV representative to do a tour of the area. There was also an opportunity to reiterate to the incoming contractors what the expectations of the area were. Contractors had already been organised to complete a weed and pest plant removal at the entrance of the area, and mulching was also being planned.

Tabled Item 3: Concerns and Proposal from FoKV.

Tabled Item 4: Letter of Support from Kauri Lane Resident.

Tabled Item 5: Quote for one-off, Kaimai Views Berm Refurbishment.

Tabled Item 6: Quote for regular, commercial grade lawn services in Kaimai Views.

8.1           Minutes of the Ōmokoroa Community Board Meeting held on 21 November 2023

Resolution  OMC24-1.2

Moved:                Member G Neilson

Seconded:         Cr D Thwaites

1.      That the Minutes of the Ōmokoroa Community Board Meeting held on 21 November 2023 as circulated with the agenda be confirmed as a true and correct record.

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

Carried

9.1           Ōmokoroa Community Board - Chairperson's Report - FERBUARY 2024

The Board considered a report dated 13 February 2024 from the Chairperson. The Board took the report as read.

Member Hughes provided an update on the Community Response Plan:

·            The community response plan had been completed, and pamphlets were being distributed to the community.

·            The Ōmokoroa Community Response Team would be attending upcoming market days.

·            The Team were looking at establishing some contact with the Katikati Community Response Team.

·            The Team was undergoing some training, as they would be the initial assistance to a natural disaster in the area (first three days of a disaster).

Resolution  OMC24-1.3

Moved:                         Member G Neilson

Seconded:         Deputy A Hughes

1.      That the Chairperson’s report dated 13 February 2024 titled ‘Ōmokoroa Community Board - Chairperson’s Report – February 2024’ be received.

Carried

9.2          Ōmokoroa Community Board Councillor's Report - February 2024

The Board considered a report dated 13 February 2024 from Councillor Thwaites. The Board took the report as read, with further discussion as follows:

·            The Long Term Plan (LTP) had begun.

·            With regard to Plan Change 92, the four Commissioners had released their hearings and recommendations to Council.

·            The Representation Review would take place later in 2024.

·            The first Kaimai Community Forum for 2024 would take place on 21 February 2024, at 7.00pm in the Ōmokoroa Sports Pavilion.

Resolution  OMC24-1.4

Moved:                         Cr D Thwaites

Seconded:         Member B Bell

That Councillors Thwaites’ report dated 13 February 2024 titled ‘Ōmokoroa Community Board Councillor’s Report – February 2024’ be received.

Carried

9.3          Ōmokoroa Community Board - Grant Application - February 2024

The Board considered a report dated 13 February 2024 from the Governance Advisor. The Board took the report as read, with further discussion as follows:

·            The Club had been running for 25 years, and getting the word out was the current focus - signage had been created, and letterbox drops were underway.

·            Funding had been sought from Bay Trust and Department of Internal Affairs.

·            Member Bell raised concern about the precedent that might be set if the funding were to be approved, and felt that there were better funding avenues for the Club to explore other than the Community Board.

·            There was discomfort around funding the bus trips, and it was felt that the funding should be used more for advertisements and signage to build the Club’s membership.

The Board received clarification from a member of the Probus Club on the following:

·            The purpose of the bus trips was to incentivise people going out and making connections. This was mostly funded by the attendees, but the Community Board grant would subsidise this to attract more members.

·            Membership of the Probus Club was approximately 40 people.

Resolution  OMC24-1.5

Moved:                         Deputy A Hughes

Seconded:         Cr D Thwaites

1.      That the Governance Advisor’s report dated 13 February 2024 titled “Ōmokoroa Community Board - Grant Application – February 2024” be received.

2.     That the Ōmokoroa Community Board approve the grant application from the Probus Club of Ōmokoroa for $2,370.00, for the purpose of advertising/promotion and signage for the club.

Member Bell voted against the motion.

Carried

9.4          Ōmokoroa Community Board - ANZAC Day Commemoration 2024

The Board considered a report dated 13 February 2024 from the Governance Advisor. The Board took the report as read, with further discussion as follows:

·            It was proposed to the Board to approve more funding to purchase a reusable wreath, rather than a floral wreath, in order to provide a more sustainable option every year at the Anzac Day service in Ōmokoroa. This wreath could be used for years to come.

Resolution  OMC24-1.6

Moved:                         Member B Bell

Seconded:         Member G Neilson

1.      That the Governance Advisor’s report dated 13 February 2024, titled ‘Ōmokoroa Community Board – ANZAC Day Commemoration 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.

                                                                                                                                                                          Carried

Resolution  OMC24-1.7

Moved:                         Member B Bell

Seconded:         Member G Neilson

3.     That the Ōmokoroa Community Board provide a reusable wreath for the ANZAC Day Service, to be paid from the Ōmokoroa Community Board Contingency Account (up to the value of $350).

4.     That Chairperson Presland represents the Ōmokoroa Community Board at the ANZAC Day Service in Ōmokoroa on 25 April 2024.

                                                                                                                                                                                                                                              Carried

9.5          Ōmokoroa Community Board - Projects and Operations Report - February 2024

The Board considered a report dated 13 February 2024 from the Governance Advisor. The Board took the report as read, with further discussion as follows:

·            The Boat Club Embankment Fencing had been completed.

Resolution  OMC24-1.8

Moved:                         Deputy A Hughes

Seconded:         Member G Neilson

That the Governance Advisor’s report dated 13 February 2024 titled ‘Ōmokoroa Projects and Operations Report – February 2024’ be received.

Carried

9.6          Financial Report Ōmokoroa - December 2023

The Board considered a report dated 13 February 2024 from the Financial Business Advisor. The Board took the report as read, with further discussion as follows:

·            On page 44 of the agenda (resolution OM21-3.8), there was a commitment to the Ōmokoroa Bowling Club for a grant from 2021. The last claim to this grant was from July 2021. It was agreed that the money would be released back into the Community Board’s reserve account, and if the Bowling Club wish to apply for funding again, they can propose it to the current triennium’s Community Board.

Resolution  OMC24-1.9

Moved:                         Cr D Thwaites

Seconded:         Member G Neilson

That the Financial Business Advisor’s report dated 13 February 2024 titled ‘Financial Report Ōmokoroa – December 2023’ be received.

Carried

Resolution  OMC24-1.10

Moved:                         Member G Neilson

Seconded:         Member B Bell

5.     That the Ōmokoroa Community Board requests that the remainder of the ‘Committed – Reserve Expenditure’ related to the grant application for the Ōmokoroa Bowling Club (OMC21-3.8), be released back into the Ōmokoroa Community Board Reserves Account, as there have been no claims since 2021, with the remainder being $4,600.00.

                                                                                                                                                                                                                                              Carried

Apology

Resolution  TPC24-1.1

Moved:                         Member K Summerhays

Seconded:         Cr A Wichers

That the apologies for absence from Member Snell and Member Chauhan be accepted.

Carried

7.1            MARK BOYLE - TE PUKE ECONOMIC DEVELOPMENT GROUP (TPEDG)

Mr Boyle was in attendance to provide an update on Te Puke Economic Development Group (TPEDG), and the themes of what the Group was doing in 2024. The following points were raised:

·            TPEDG was working on digital marketing and information sharing, which included the creation of hashtags, two websites, social media, and an annual video.

·            In 2023, TPEDG had a Te Puke Times column, which would be run again late 2024/into 2025.

·            A digital enterprise was established last year, which involved making short documentary videos about Te Puke, including a story about Charlie Wilson, a Māori artist and carver, and a story about the new mural in Commerce Lane.

·            The Business Excellence Awards would take place in 2025, with it being advertised throughout 2024.

·            TPEDG had submitted a detailed SmartGrowth strategy submission and facilitated a tour with the SmartGrowth strategy panel.

·            Ongoing engagement was happening with NKGI and Zespri on what was important for the kiwifruit industry.

·            There was an specific focus on economic growth around the kiwifruit industry, as it creates jobs and is critical for social infrastructure.

·            TPEDG developed a campaign called ‘Lets Keep it Local’ which would be promoted in 2024. It focussed on the importance of local spend.

·            300 people attended the last Te Puke Business Excellence Awards, including Mayor Denyer.

·            Environmental responsibility was a focus, which included the promotion of the natural environment, in connection with Bay of Plenty Alliance, to educate businesses on the environment and their impact.

·            The town centre and kiwifruit slice sculptures were looking good, due to efforts from the Council and Community Board to clean up these areas.

·            There needed to be something done about the Heritage Plaza area.

·            TPEDG had created a concept to promote stories around Te Puke’s kiwifruit industry and would be seeking funding for this during 2024.

Responses to Questions/Comments from the Board:

·            TPEDG had created its own SmartGrowth Forum, as there were no official forums. Anyone that wishes to be part of this could contact TPEDG.

·            It was suggested to TPEDG that Bay of Plenty Regional Council (BOPRC) be contacted about its cleaner reduction programme, for the industries in Te Puke. BOPRC had funding available for this.

·            Concern was raised from a member of the Board that Te Puke is the area that gets all the industries and social services that are not wanted in other areas of the District, and there was a need for TPEDG to be aware and vigilant about this.

7.2           Lorna Cooper - No 1 Road

Ms Cooper was in attendance to raise her concerns with No 1 Road, and to seek an update on the matter.

The General Manager Infrastructure Services had visited Ms Coopers home to inspect the concerns and discuss a solution. Ms Cooper wanted to know what the outcome of this was.

General Manager Infrastructure Services:

·            Threshold fencing was going up next week, and signs for this had also been ordered. Traffic calming was the primary solution.

·            A reseal of the road was planned for March 2024.

·            Other residents had been consulted and were experiencing the same issues.

7.3           Richard Crawford - Community Response

An update had already been provided to the Community Board on the Community Response Team, however, Cr Crawford made the following points:

·            The Community Response plan would hopefully be finalised and rolled out soon.

·            Chairperson Ellis would be involved in this on behalf of the Community Board, however, any one on the Community Board was able to be involved.

8.1           Minutes of the Te Puke Community Board Meeting held on 23 November 2023

The Board considered a report dates 15 February 2024 from the Governance Advisor. The report was taken as read, with clarification on the below:

·            An invoice has been received from Dashmesh Sports and Cultural Society, for the grant application in November 2023.

·            Item 9.4: Election of Deputy Chairperson – the election of Member Snell to Deputy Chairperson needed to be reflected in the Community Board’s Terms of Reference.

·            Item 9.9.3: Queen Palms Frontage – it was the responsibility of the developer to plant the area with grass, but this had not been done. Subsequently, Council would be completing these works.

Resolution  TPC24-1.2

Moved:                         Cr A Wichers

Seconded:         Member K Summerhays

1.      That the Minutes of the Te Puke Community Board Meeting held on 23 November 2023 as circulated with the agenda be confirmed as a true and correct record, with the following amendment:

Item 9.1.2 on page 3 of the minutes, should read: “The pump track was no longer being funded through the Waka Kotahi Transport Choices funding, and was now funded through the funding assistance rate.”

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

Carried

9.1           Te Puke Community Board - Chairperson's Report - February 2024

The Board considered a report dated 15 February 2024 from Chairperson Ellis. The report was taken as read, with further discussion on items as follows.

Resolution  TPC24-1.3

Moved:                         Member K Summerhays

Seconded:         Cr A Wichers

(1)       

(a)       

(i)       

1.      That the Chairperson’s report dated 15 February 2024 titled ‘Te Puke Community Board – Chairperson’s Report – February 2024’ be received.

2.     That the Te Puke Community Board approve an additional $60.07, for a total amount of $3,060.07 (see TPC23-4.4), to be funded from the Te Puke Community Board Reserves Account for the cost of the installation of Wifi in Jubilee Park, as per the cost estimate provided by Rexnetworks (Attachment 1 of this report).

3.     That the Te Puke Community Board approve the amount of $1,550.00 from the Te Puke Community Board reserves account to put towards the cost of the installation of a shade sail for the Te Puke Dog Park, with an upgraded design being sought to include steel poles, which will be confirmed by the Community Board once received.

4.     That the Te Puke Community Board approve the amount of $2,300.00 from the Te  Puke Community Board contingency account to fund the painting of a mural on the Rangiuru Sports Club fence line, to be done by Millie Olive Pidwell.

Carried

9.1.1         Wi-Fi in Jubilee Park

The Wi-Fi was ready to be installed on 27 February 2024.

The maintenance of the asset would be covered by the provider, as it would remain their asset.

9.1.2        Shade Sail for Te Puke Dog Park

Concern was raised over the wooden poles, as well as the shape of the sail, and the ability for people to climb up and sit on the sail.

There was concern about the heat of the pump-track concrete, as it was too hot to walk on in warmer temperatures.

Neighbouring areas had shade sails with steel poles, and it was felt the Te Puke Dog Park one should match the quality of these.

Council staff would seek a quote for a steel pole option, and Council would fund the difference between the cost for this and the Community Board’s committed funding.

The updated design would be provided to the Community Board, to be confirmed outside of a formal setting between Community Board members and will be made publicly available through the next agenda.

9.1.3        Rangiuru Sports Club Mural

The artist, Millie Olive Pidwell, had completed other murals in the area, and was local to Te Puke.

The Public Art Policy had just been approved by Council for consultation, however, this did not apply to this decision.

The mural design would be provided to the Community Board, to be confirmed outside of a formal setting between Community Board members and will be made publicly available through the next agenda.

The Rangiuru Sports Club would pay for any extra cost on top of the Community Board funding.

The mural concept plan would be brought to the next Community Board meeting for information.

9.1.4       Heritage Plaza

This item will be workshopped with the Community Board and relevant staff, at a future Community Board workshop.

9.1.5       Powered Site on Jellicoe Street (item 5C in report)

Staff were waiting on a cost for the connection into the power box.

Once a cost estimate has been obtained , PowerCo would need to be engaged to carry out this work.

9.2          Te Puke Community Board - Councillor's Report - February 2024

The Board considered a report dated 15 February 2024 from Cr Wichers. The report was taken as read, with further discussion on the below:

·            A concern was raised that the Deputy Chair position for the Te Puke Spatial Plan was not offered to a Tangata Whenua representative. It was agreed that this was a conversation that needed to take place at a Te Puke Spatial Plan Subcommittee meeting.

·            The next Maketu-Te Puke Community Forum was scheduled for 28 February 2024. The venue was yet to be confirmed.

Resolution  TPC24-1.4

Moved:                         Cr A Wichers

Seconded:         Chairperson K Ellis

That Councillor Wichers’ report dated 15 February 2024 titled ‘Te Puke Community Board – Councillor’s Report – February 2024’ be received.

Carried

9.2.1        New Rates Strike

The Long Term Plan was progressing, and a key focus was inflation and rates.

The background to the draft consultation document was being worked on, and would be released mid-May to June 2024.

It was queried when residents would be informed of their new rates, and whether it would be a retrospective charge when the rates invoices were released in September 2024. This would be investigated and reported back to the Board.

9.3          Te Puke Community Board - Grant Applications - February 2024

The Board considered a report dated 15 February 2024 from the Governance Advisor. The report was taken as read, with further discussion on the below:

·            Youth Encounter Ministries Trust had a grant application approved in April 2023.

·            It was agreed that the application from Youth Encounter Ministries Trust did not fit with the Community Board’s Strategic Direction, and that there were more suitable avenues of funding for this.

Resolution  TPC24-1.5

Moved:                         Member K Summerhays

Seconded:         Chairperson K Ellis

1.      That the Governance Advisor’s report dated 15 February 2024 titled ‘Te Puke Community Board Grant Applications – February 2024’ be received.

2.     That the Te Puke Community Board approve the grant application from Citizens RSA Te Puke ANZAC Committee for $1,000.00, to contribute towards catering and other operating expenses for the annual Te Puke Civic ANZAC Day Commemoration. This grant will be funded from the Te Puke Community Board Grants Account, subject to all accountabilities being met.  

Carried

Recommendation 

Moved:                         Member K Summerhays

Seconded:         Chairperson K Ellis

3.     That the Te Puke Community Board do not approve the grant application from Youth Encounter Ministries Trust.

9.4          Te Puke Community Board - ANZAC Day Commemoration 2024

The Board considered a report dated 15 February from the Governance Advisor. The report was taken as read, with further discussion on the below items.

Resolution  TPC24-1.6

Moved:                         Chairperson K Ellis

Seconded:         Member K Summerhays

1.      That the Governance Advisor’s report dated 15 February 2024, titled ‘Te Puke Community Board – ANZAC Day Commemoration 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 the Te Puke Community Board provide a wreath for the ANZAC Day Service, to be paid from the Te Puke Community Board Contingency Account (up to the value of $350). 

Carried

Resolution  TPC24-1.7

Moved:                         Chairperson K Ellis

Seconded:         Member K Summerhays

4.     That all members of the Te Puke Community Board represent the Te Puke Community Board at the ANZAC Day Service in Te Puke on 25 April 2024.

 Carried

9.4.1       Reusable Flax Anzac Day Wreath

It was proposed to the Board to approve more funding to purchase a reusable wreath, rather than a floral wreath, in order to provide a more sustainable option every year at the Anzac Day service in Te Puke. This wreath could be used for years to come.

The Board requested that the flax artist’s portfolio be circulated to Board members before confirming the reusable wreath.

9.5          Te Puke Community Board - Projects and Operations Report - February 2024

The Board considered a report dated 15 February 2024 from the Governance Advisor. The report was taken as read, with further discussion on the below items.

Member Dally congratulated the Transportation Area Engineer and the General Manager Infrastructure Services for the completion of the Jellicoe Street industrial service lane footpath.

Resolution  TPC24-1.8

Moved:                         Cr G Dally

Seconded:         Member K Summerhays

That the Governance Advisor’s report dated 15 February 2024 titled ‘Te Puke Community board - Projects and Operations Report – February 2024’ be received.

Carried

9.5.1       Commerce Lane Safety Improvements

The Commerce Lane Pedestrian Safety allocation of $20,000 was just for the design, and the Transportation Area Engineer was working with a new consultant on the design due to the contract with WestLink ending.

New consultants had also been engaged for the Te Puke Intermediate School speed bump project.

9.5.2      Bridge Enhancements

The Board agreed to workshop the safety concerns raised over bridges in the area to discuss some bridge enhancements.

9.5.3      Heritage Plaza

The General Manager Infrastructure Services noted that there was $70,000 remaining allocated from the revivification of the Heritage Plaza that could now be contributed to the Heritage Plaza refurbishment project.

9.5.4      Glyphosate Spraying

The main concern with glyphosate spraying was not what was used, it was how it was used. There needed to be some thought put into what was sprayed, rather than blanket spraying.

9.5.5      Te Puke Wastewater Treatment Plant

The designs for the Te Puke Wastewater Plant would be completed in March 2024, and ordering for equipment could begin.

Council was working with Te Ohu Parawai o te Waiāri.

Council was working closely with Quayside Holdings to ensure the plant was operating when they began their first build.

Modelling had been completed to determine the growth numbers and the capacity of the plant.

9.5.6      Fluoridation

Cr Wichers provided a brief update on the fluoride situation and the high court ruling.

9.5.7       Eastern Bay Safety Programme

Concern was raised that there was not a presence of this programme in Te Puke. There was a view that there needed to be more scrutiny on what Council was getting for the money put into the programme. This would be investigated and reported back to the Board.

The Transportation Area Engineer noted that she was working with this programme specifically around school road safety.

9.6          Te Puke Community Board - Financial Report December 2023

The Board considered a report dated 15 February 2024 from the Financial Business Advisor. The report was taken as read, with further discussion on the below:

The power supply for the Christmas tree was projected to be $10,000, plus an additional cost for the foundations of the project. The Community Board had committed $15,000.

Resolution  TPC24-1.9

Moved:                         Chairperson K Ellis

Seconded:         Member K Summerhays

1.      The Financial Business Advisor’s report dated 15 February 2024 titled ‘Te Puke Community Board – Financial Report December 2023’ be received.

Carried

7.1            MAX JOHNSTON - VARIOUS ITEMS

Mr Johnston was in attendance to discuss various issues and requested updates on the Urupa and Wilson Road:

The Chairperson provided the following updates on the Urupa:

·            The Chairperson advised that the Urupa Taskforce hui would be held in March, it wasn’t acceptable that the issues at the Urupa hadn’t been addressed.

·            The Board had passed a resolution in 2023 to fund the installation of handrailing at the Urupa, however, the project was yet to progress. Staff had advised they would follow up on the project.

·            The Urupa Taskforce leader would work with staff to inform next of kin for graves affected by flooding in the Urupa.

·            It was decided that the works on the Urupa would start after the Christmas holiday period, the work was still expected to place during the summer period.

The Chairperson provided the following updates on Wilson Road:

·            The Community Board did not have enough funding in their Roading Account to fix Wilson Road and the road was scheduled to be rehabilitated by Council.

·            Due to the contract ending with Westlink, the Wilson Road rehabilitation had been delayed.

·            The schedule for drainage clearing across Maketu had been provided to the Board.

Mr Johnston raised a concern about the lack of mowing across Maketu particularly over the summer period.

The Chairperson provided the following comments:

·            Maketu missed out on mowing prior to the busy Christmas period compared to other areas in the District. 

·            Staff had acknowledged that the mowing in Maketu was unacceptable and did not meet the level of service in the mowing contract.

·            It should not be up to the residents of Maketu to be mow the reserves.

7.2           LASSIRA WHAREPOURI - various topics

Ms Wharepouri was in attendance and spoke on various topics:

·            The name of the Urupa Taskforce should be changed to remove taskforce from it and be more reflective of the community.

·            There should be consideration to balancing the ecosystem of the drains alongside the cleaning/dredging.

·            Ms Wharepouri was advised that the drains are cleared under certain conditions stipulated in the resource consent. For example, the drains would not be dredged during whitebait spawning season.

8.1           Minutes of the Maketu Community Board Meeting held on 28 November 2023

Resolution  MKC24-1.1

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Member T Hopping

1.    That the Minutes of the Maketu Community Board Meeting held on 28 November 2023 as circulated with the agenda be confirmed as a true and correct record.

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

Carried

9.1           Maketu Community Board - Chairperson's Report - February 2024

The Board considered a report dated 20 February 2024 from the Chairperson. The report was taken as read with further discussion as per below:

·            The Chairperson acknowledged and congratulated the Chairperson of Te Puke Community Board Kassie Ellis on being nominated for the Young Elected Member of the year at the LGNZ Young Elected Members Conference.

·            The civil defence launch day was well attended and a successful event.

·            The Chairperson noted that the Urupa Taskforce hui would be held on 12 March at 6pm.

·            It was important to hear feedback from the community about what managed retreat looked like for them.

Resolution  MKC24-1.2

Moved:               Chairperson L Rae

Seconded:         Deputy Mayor J Scrimgeour

1.      That the Chairperson’s report dated 20 February 2024 titled ‘Maketu Community Board – Chairperson’s Report – February 2024’ be received.

                                                                                                                                                                             CARRIED

9.1.1         Mowing Reserves

The Community Board was concerned that contractors were not meeting the level of service for mowing reserves.

The Board was advised that staff were meeting with Downer to discuss their deliverables and performance in relation to mowing. Downer were bringing in additional resource bring the entire district up to standard.

The Board requested an update from staff on the outcome of the meeting with Downer.

9.1.2        Maketu Book Sharing Shelter

The Chairperson had received a quote from the contractor Ben Boucher for up to  $15,000 to build a book sharing shelter, depending on what materials were used.

If the book sharing shelter was built near the Maketu Hauora then it should have a similar colour scheme and materials.

The shelter would be built on reserve land, the Board would seek permission for the shelter from Council’s Reserves Team.

The Board would consider an appropriate name and the design for the shelter at their next workshop.

Resolution  MKC24-1.3

Moved:               Cr R Crawford

Seconded:         Member T Hopping

That the Maketu Community Board approve up to $15,000 from the Maketu Community Board Reserves Account, for costs relating to the Book Sharing Shelter subject to approval from the Reserves and Facilities Manager.

Carried

9.1.3        Maketu Information Centre Mural

The Board had approached a local artist to paint a mural on the side of the information centre.

The artist would require an upfront payment to cover the cost of the paint. The Chairperson advised that graffiti resistant paint would be used for the mural.

The location of the mural was in view of a CCTV camera which reduced the risk of graffiti.

The Board would require written approval from the Operations Manager before the mural was painted.

A detailed quote and design for the mural would be considered at the Board’s next workshop.

Resolution  MKC24-1.4

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Chairperson L Rae

That the Maketu Community Board approve up $8,000 from the Maketu Community Board Reserves Account, for costs relating to the Maketu Information Centre mural, subject to a detailed design and quote being approved by the Board.

 Carried

9.2          Maketu Community Board - Councillor's Report - February 2024

The Board considered a report dated 20 February 2024 from Councillor Crawford. The report was taken as read with further discussion on the below:

·            Councillor Crawford acknowledged the work that emergency services did over the summer period.

·            There was a concern that tourists were unaware of rips and currents at the beach and harbour. It was suggested that signage be installed to identify hazard areas.

Resolution  MKC24-1.5

Moved:               Member T Hopping

Seconded:         Chairperson L Rae

That Councillor Crawford’s report dated 20 February 2024 titled ‘Maketu Community Board - Councillor's Report - February 2024’ be received.

Carried

9.3          Maketu Community Board - ANZAC Day Commemoration 2024

The Board considered a report dated 20 February 2024 from the Governance Advisor. The report was taken as read with further discussion on the below:

·            The Board suggested that staff engage with a local artist to make the sustainable ANZAC day wreath.

Resolution  MKC24-1.6

Moved:               Cr R Crawford

Seconded:         Member T Hopping

1.        That the Governance Advisor’s report dated 20 February 2024, titled ‘Maketu Community Board – ANZAC Day Commemoration 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 Maketu Community Board provide a reusable wreath for the ANZAC Day Service, to be paid from the Maketu Community Board Contingency Account (up to the value of $350).

                                                                                                                                                                                                                                                                                                                                                                                        CARRIED

Resolution  MKC24-1.7

Moved:               Chairperson L Rae

Seconded:         Deputy Mayor J Scrimgeour

4.   That Laura Rae and Tippany Hopping represents the Maketu Community Board at the ANZAC Day Service in Maketu on 25 April 2024.

                                                                                                                                                                                                                                                                                                                              CARRIED

9.4          Maketu Community Board - Projects and Operations Report - February 2024

The Board considered a report dated 20 February 2023 from the Governance Advisor. The report was taken as read with further discussion on the below:

·            The Board requested that the project updates on Midway Park and Establishing Community Resource Recovery Centres (CRRC) be removed from future reports as they were not relevant to the Maketu Community Board area.

·            The Board received a second quote for a rubbish bin at Arawa Avenue which was more expensive than the first. Staff advised the Board that maintenance for this bin would need to be submitted under the Long-Term Plan.

·            The Board would discuss options for a bin at Arawa Avenue at their next workshop.

·            The Board raised concerns about an abandoned vehicle in Maketu. Staff advised the Board of Council’s process to remove abandoned vehicles.

Resolution  MKC24-1.8

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Chairperson L Rae

That the Governance Advisor’s report dated 15 February 2024 titled ‘Maketu Community Board – Projects and Operations Report – February 2024’ be received.

Carried

9.5          Maketu Community Board - Financial Report December 2023

The Board considered a report dated 20 February 2023 from the Financial Business Advisor. The report was taken as read with no further discussion.

Resolution  MKC24-1.9

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr R Crawford

That the Financial Business Advisor’s report dated 20 February 2024 titled ‘Maketu Community Board – Financial Report December 2023’ be received.

Carried

7.1            jim Cowern - wilson road carpark

Mr Jim Cowern, a resident of Waihī Beach, was in attendance to discuss issues being experienced when exiting the Wilson Road carpark. He highlighted the below points:

Mr Cowern was supportive of the extension to the carpark on Wilson Road (behind the porch).

There had been some near misses with drivers exiting the carpark, as there was limited visibility on the right-hand side.

It was suggested that one of the carparks on Wilson Road be removed to improve the visibility for drivers.

The Board advised they were aware of the issues with exiting the carpark and a was project being considered to remove one or two of the carparks on Wilson Road to help address the visibility issues.

7.2           Ian Locke – public accessway jenkinson street

Mr Locke, a resident of Waihī Beach, was in attendance to discuss the possibility of opening a public accessway from the bottom of Jenkinson Street onto Beach Road. He noted the below points:

·            The accessway could be incorporated into the development of the elderly housing carpark.

·            The accessway would be similar to the existing public accessway between Oceanview Road and Fyfe Road.

·            Jenkinson Street was very steep and there were a number of families that lived on the street.

·            The accessway could also be used by Council contractors to access stormwater drainage.

·            The Board requested information from staff on whether this public accessway would be feasible.

7.3           Keith Hay - Demolition of Elderly Housing Flats

Mr Hay, Chair of the Residents and Ratepayers Association, was in attendance to discuss the demolition of elderly housing flats at Waihī Beach. He noted the below points:

·            Mr Hay provided the Board with a Tonkin & Taylor report (Tabled Item 1).

·            Mr Hay believed that the Tonkin & Taylor report showed the elderly housing flats that were damaged due to flooding in the May 2023 should not have been demolished.

·            Mr Hay believed that the demolition of the affected pensioner flats should be stopped and a Council vote on this issue should be taken again.

·            Tabled Item 1: Tonkin & Taylor Report – Waihī Beach Flood Hazard Categorisation

7.4          Mike Hickey - Various Issues

Mr Hickey, a resident of Waihī Beach was in attendance to discuss various issues (Tabled Item 2 & 3):

·            He was of the belief that there was a lack of dog control at Waihī Beach, advising the Board that there had been reports that a seal had been attacked by a dog at Bowentown.

·            Mr Hickey requested a report on the Summer Ambassadors activities over the summer period at Waihī Beach.

·            Mr Hickey raised concerns regarding:

- damage to a house on Edinburgh Street that was caused by earthworks from a nearby development;

- the removal of material from the Stafford Clark pensioner flats that he believed contained asbestos; and

- the proposed dog parks across the District and the processing times for resource consents.

Tabled Item 2: ‘Dog control officer patrols west coast beaches this summer’ Kumeu Courier

Tabled Item 3: Notes – Mike Hickey

8.1           Presentation - Pippa Coombes - Livewell Waihī Beach

Pippa Coombes was unable to attend the meeting.

8.2          Presentation - Waihī Beach Events and Promotions

Representatives from Waihī Beach Events and Promotions were unable to attend the meeting.

8.3          Presentation - Donna Pfefferle - Lifeguard Services Waihī Beach

Donna Pfefferle was unable to attend the meeting.

8.4          Presentation - Te Whānau ā Tauwhao ki Otawhiwhi

Reon Tuanau was in attendance to provide the Board with an update on behalf of Te Whānau ā Tauwhao ki Otawhiwhi. The below points were noted:

·            Otawhiwhi had been working on building relationships with neighbouring iwi.

·            There were a number of upcoming school visits to Otawhiwhi marae from nearby schools.

·            The Hauora (based at the marae) provided a free doctors service for the elderly. The marae were also looking to expanding the health and social services provided.

·            There had been a number of community events that Otawhiwhi had been involved in, includingthe Summer Kick Off and North Island Surf Life Guard boat competition. Matua Tuanau was also involved in a blessing for the demolition of the Stafford Clark pensioner flats.

·            There were some worrying changes to the biodiversity of the harbour. Pipi beds in front of the marae were dying. Traps were also being set to catch the invasive Asian Paddle Crab, which was found in the harbour.

9.1           Minutes of the Waihī Beach Community Board Meeting held on 4 December 2023

Resolution  WBC24-1.1

Moved:               Cr A Sole

Seconded:         Member H Guptill

1.        That the Minutes of the Waihī Beach Community Board Meeting held on 4     December 2023 as circulated with the agenda be confirmed as a true and correct     record.

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

Carried

10.1          Waihī Beach Community Board Workshop Notes - 11 December 2023 and 9 February 2024

The workshop notes were received and no further discussion was held.

10.2         Election of Deputy Chair to the Waihī Beach Community Board

The report was taken as read, with further discussion as listed below:

The Board congratulated Member Dani Simpson on becoming Deputy Chairperson of the Waihī Beach Community Board.

The Board requested a new group photo of the Community Board.

Resolution  WBC24-1.2

Moved:               Member H Guptill

Seconded:         Member W Stevenson

1.        That the Senior Governance Advisor’s report dated 26 February 2024 titled ‘Election     of Deputy Chairperson to the Waihī Beach Community Board’ be received.

2.       That the Waihī Beach Community Board elects Dani Simpson as the Deputy     Chairperson of the Waihī Beach Community Board.

Carried

10.3         Waihī Beach Community Board Chairperson's Report - February 2024

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

·            Members of the Board were concerned about the Levels of Service for both mowing and rubbish in Waihī Beach.

·            The Board had received a report from Boffa Miskell regarding the placement of the pedestrian refuge on Beach Road, as part of the Waihī Beach School Bus Bay project. The Board requested that costings for the different options be considered at their next workshop. 

·            The Chairperson advised that the Board would arrange a meeting with the Athenree Action Group to discuss their aspirations.

Resolution  WBC24-1.3

Moved:               Member D Simpson

Seconded:         Member H Guptill

1.    That the Chairperson’s report dated 26 February 2024 titled ‘Waihī Beach Community Board Chairperson’s Report – December 2023’ be received.

                                                                                                                                                                               CARRIED

10.3.1      Wilson Road carpark (behind the porch)

Members of the Board were concerned that there were mobility carparks on the gravel carpark on Wilson Road (behind the porch).

It was suggested that the Board consider partially sealing the Wilson Road carpark (behind the porch) to prevent further potholes. The Board was advised that this could be workshopped with Council’s Transportation Area Engineer.

10.3.2     Tuna Avenue Outdoor Shower

The Board felt the maintenance would be easier for a push button outdoor shower.

It was important for members of the public, who swam at the beach, to have access to a shower facility.

The bank and trees on the roadside provided privacy for the outdoor shower.

Resolution  WBC24-1.4

Moved:               Member W Stevenson

Seconded:         Member H Guptill

2.   That the Waihī Beach Community Board approve up to $2500 from the Waihī Beach Reserve Account towards a push button shower at Tuna Avenue (Roadside of Toilet Block).

Carried

10.4        Waihī Beach Community Board Councillor's Report - February 2024

The report was taken as read, with further discussion as per below:

·            The rubbish bins in the main street were not seagull proof and the Board should investigate alternative options.

·            There should be meetings with staff, Elected Members and the community on elderly housing in Waihī Beach.

·            Council had deemed the flood affected units as unsafe for pensioners to live in.

·            The Board was of the belief that the insurance company (for the flood affected elderly housing units) was only willing to renovate the units at their original location.  The pay out for the units that are being demolished was at the same rate as if they were being refurbished, this money would be used for the demolition of the units.

Resolution  WBC24-1.5

Moved:               Cr A Sole

Seconded:         Member H Guptill

That the Councillor’s report dated 26 February 2024 titled ‘Waihī Beach Community Board Councillor’s Report – February 2024’ be received.

Carried

10.5         Waihī Beach Community Board - ANZAC Day Commemoration 2024

The report was taken as read, with further discussion as listed below:

·            The Board were advised that the cost of a wreath had increased from previous years to allow for the purchase of a sustainable wreath that could be used in subsequent years.

·            The Board were supportive of a sustainable wreath being used for the Anzac Day as long as it was appropriate for the occasion. The Board was advised that sustainable wreaths were used for other Council ceremonies.

The Board requested for pictures of the proposed sustainable wreaths to be circulated to the Board.

Resolution  WBC24-1.6

Moved:               Member H Guptill

Seconded:         Member D Simpson

1.        That the Governance Advisor’s report dated 26 February 2024, titled ‘Waihī Beach   Community Board – ANZAC Day Commemoration 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 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 $350).

                                                                                                                                                                                       Carried

Resolution  WBC24-1.7

Moved:               Cr A Sole

Seconded:         Chairperson R Goudie

4.   That Member Heather Guptill represents the Waihī Beach Community Board at the ANZAC Day Service in Waihī Beach on 25 April 2024.

                                                                                                                                                                                       Carried

10.6         Waihī Beach Projects and Operations Report - February 2024

The report was taken as read, with further discussion as listed below:

·            The Mara Kai garden had been put on hold. The Board requested  further  information on the status of this project.

·            Anzac Bay Road was in need of an upgrade, noting that there was a dedicated fund for rehabilitating roads across the District.

Resolution  WBC24-1.8

Moved:               Chairperson R Goudie

Seconded:         Member D Simpson

1.    That the Senior Governance Advisor’s report dated 26 February 2024 titled ‘Waihī Beach Projects and Operations Report – February 2024’ be received.

2.   That the Waihī Beach Community Board approve for the remaining funds committed to resolution WBC23-6.11, being $19,064, to be reallocated to the Wilson Road Carpark Extension project (Stage 2).

3.   That the Waihī Beach Community Board approve an additional $20,000 from the Waihī Beach Community Board Roading Account for the completion of the Wilson Road Carpark Extension project (Stage 2).

Carried

10.6.1      Athenree-Waihī Beach Crossing

The Board would like to see the project get to point where a resource consent application was submitted.

The Board was advised that the Athenree-Waihī Beach Crossing project had been put into the draft Regional Land Transport Plan.

The crossing would enable a low-emission connection from Athenree to Waihī Beach.

Resolution  WBC24-1.9

Moved:                         Cr A Sole

Seconded:         Member H Guptill

That the Waihī Beach Community Board make a submission to the Regional Transport Committee’s Draft Regional Transport Plan.

Carried

10.7         Waihī Beach Community Board - Financial Report December 2023

The report was taken as read, with further discussion as listed below:

·            The Board was advised that confirmation was required that there were no outstanding invoices for resolution WB22-2.5 prior to the remaining funds being resolved back into their budget.

Resolution  WBC24-1.10

Moved:               Cr A Sole

Seconded:         Member D Simpson

1.    That the Financial Business Advisor’s report dated 26 February 2024 and titled ‘Waihī Beach Community Board – Financial Report December 2023’, be received. 

Carried

Apology

Resolution  SPC24-1.1

Moved:                         Cr A Henry

Seconded:         Cr M Murray-Benge

That the apology for absence from Cr Grainger and Cr Coxhead, and the apology for lateness from Cr R Joyce be accepted.

Carried

10.1          Beach Road Boat Ramp and Surrounds - Draft Concept Plan

The Committee considered a report dated 15 February 2024 from the Senior Recreational Planner, who provided a brief overview of the report and the proposed recommendations.

The presenter/s responded to pātai as below:

·            The boat ramp included in the draft concept plan was understood to be the appropriate size, however it was noted that any feedback received from users, would be taken into consideration through the consultation period. 

·            The proposed draft concept plan did not contain any additional stages. If the consultation feedback highlighted a need for additional stages, this could be considered.

·            The feedback received during pre-engagement with iwi/hapū and key stakeholders, was considered in the draft concept plan.

·            If users felt the car park space within the concept plan was not practicable, the line markings could be adjusted following consultation feedback.

The following tākupu were made by Committee Members:

·            The concept plan was a great way of being able to provide another asset and facility for the community without putting pressure on ratepayers.

·            It was good to see this project come to fruition, with an acknowledgement made to staff for their work.

·            It would be good to see the traffic and foot flow considered further following feedback from the consultation.

Resolution  SPC24-1.2

Moved:                         Cr A Sole

Seconded:         Cr R Joyce

1.    That the Senior Recreation Planner’s report dated 15 February 2024 titled ‘Beach Road Boat Ramp and Surrounds Draft Concept Plan’ be received.

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

3.   That the Strategy and Policy Committee adopt the draft concept plan for Beach Road Boat Ramp and Surrounds (as per Attachment 1 of this report) and the accompanying Statement of Proposal (as per Attachment 2 of this report) for community consultation from 1 March 2024 to 1 April 2024.

Carried

10.2         Draft Public Art Policy

The Committee considered a report dated 15 February 2024 from the Senior Policy Analyst – Consultant, who provided a brief overview of the report, and the proposed recommendations.

Presenter/s responded to pātai as below:

·            Staff would amend Statement 3 in the draft policy to provide clarification that not all the objectives were required to be met.

·            Staff acknowledged that there could be further work undertaken in registering public art work in Councils internal asset system, to help with the promotion of it.

·            Attachment A provided guidelines regarding the process for applicants, as well as staff.

·            Previously, the maintenance of public art was undertaken on an ad hoc basis, however the draft policy proposed that Council initiated public art would be maintained by Council, where as the preference for community initiated public art would seek to have the community to take ownership over it.

·            There draft policy does not consider specific incentives for public art initiatives.

·            The policy provided guidelines to allow staff to make decisions on public art applications in accordance with the policy, however it was noted that there would be occasions where the applications would require Council approval, specifically regarding budgets.

·            There was an element of subjectivity when it came to the appropriateness of public art, which would be evaluated by staff, as well as Elected Members when necessary.

·            The definition of ‘Public Art’ and ‘Temporary Public Art’ was prescribed in the policy under clause 2.

The following tākupu were made by Committee Members:

·            Acknowledgement was made regarding the work that had been undertake to review the Public Art Policy.

·            Opportunities to provide public art to enhance our environments were positive and should be encouraged.

·            The importance of public art being initiated by the community was highlighted.

·            The ‘Lizard’ in Ōmokoroa was a great example of how philanthropic funding could support community art, including the education that it provided.

·            The idea of supporting temporary art was acknowledged, noting that although the cost was higher, it was an opportunity for collaboration.

Resolution  SPC24-1.3

Moved:                         Cr A Henry

Seconded:         Cr M Murray-Benge

1.    That the Senior Policy Analyst - Consultant report dated 15 February 2024 titled ‘Draft Public Art Policy’ be received.

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

3.   That the Draft Public Art Policy in Attachment 1 (of this report) and the statement of proposal in Attachment 2 (of this report) is adopted for consultation under Section 82 of the Local Government Act 2002, for public feedback between 2 April to 30 April 2024.

Carried

Apology

Resolution  CL24-1.1

Moved:                         Cr M Murray-Benge

Seconded:         Cr R Joyce

That the apology absence from Cr Grainger be accepted.

Carried

9.1           Minutes of the Maketu Community Board Meeting held on 28 November 2023

Resolution  CL24-1.2

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr A Henry

That the Minutes of the Maketu Community Board Meeting held on 28 November 2023 be received.

Carried

10.1          Minutes of the Strategy and Policy Committee Meeting held on 9 November 2023

Resolution  CL24-1.3

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

That the Minutes of the Strategy and Policy Committee Meeting held on 9 November 2023 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.2         Minutes of the Council Meeting held on 14 December 2023

Council considered a track changed version of the Council meeting minutes held 14 December 2023 (Tabled Item 2) due to the amendments required. The final version without tracked changes was tabled (Tabled Item 3) for Council to confirm as a true and correct record.

Resolution  CL24-1.4

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.      That Council note the track changed version of the Council meeting minutes held 14 December 2023 (Tabled Item 2) and confirm the final version (Tabled Item 3) as a true and correct record, and the recommendations therein be adopted.

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

Carried

11.1           Minutes of the Te Ihu o te Waka o Te Arawa Meeting held on 10 November 2023

Resolution  CL24-1.5

Moved:                         Cr R Crawford

Seconded:         Cr G Dally

That the Minutes of the Te Ihu o te Waka o Te Arawa Meeting held on 10 November 2023 be received.

Carried

12.1          Tourism Bay of Plenty Draft Statement of Intent 2024-25 to 2026-27

Council considered a report dated 22 February 2024 from the Community and Strategic Relationships Manager, who provided a brief overview of the report including the recommendations for consideration. 

The Community and Strategic Relationships Manager introduced Oscar Nathan from Tourism Bay of Plenty (TBOP), who provided an outline of the planned work for the next year.

·            Cruise ship visitation numbers had created a busy summer period.

·            Work undertaken to spread visitation numbers across the bay had been a focus, noting that this was spareheaded by former Director of TBOP, Graeme Crossman.

·            A study was being undertaken with Cruise regarding looking at future opportunities for the entire district, due to the port being one of the biggest businesses in the country, it was important to understand how cruise fit in.

·            Councillors were provided with a phamphlet for the ‘Flavours of Plenty’ event, noting that this was the third year this event had run. The intention was to undertake a three-year progress report, to ensure that the event was fulfiling its intended purpose. 

·            The cycle trail brochures avaliable and the updating mechanism had been working well.

·            TBOP had an interactive dashboard on their website that provided total data and insight around tourism.  It was noted that there were difficulties with the unknowns that surrounded the incoming government.

·            The datasets that the industry relied on heavily were not being updated as regularly as they once were, which also caused difficulty.

Staff and Mr Nathan responded to pātai as follows:

The feedback received from Tauranga City Council (TCC) provided general feedback on mulitple areas inlcuding:

-      They were happy to see TBOP continue with the exploration of a sub-regional brand;

-      They were keen to understand how TBOP intented to progress with ‘Flavours of Plenty’; and

-      They requested TBOP to explore transparancy opportunities regarding the reporting that they did.  

It was understood that, due to COVID-19, ‘Tarnished Frocks and Divas’ had gone into hiatus, however TBOP was working with the events team at TCC to establish a clearer strategy, that incorporated discussions on the iconic event.

The datasets that TBOP had created would be shared with Councillors following the meeting, to enable them to determine the impact on the stakeholder communities.

‘Flavours of Plenty’ was mostly known for the festival itself, however it was noted that TBOP looked at it from the platform of the horticultural provinance across the region. Outside the programme for ‘Flavours of Plenty’, TBOP assisted workshops with successful event creators, to help strengthen the eco-system.

In relation to the LTP, the Community and Strategic Relationships Manager noted that Council had undertaken the initial discussions regarding the economic development activity. Through those discussions Elected Members expressed a desire for opportunities to develop local tourism, as well as the TECT Park Strategic Plan review. As these desires were above the current business as usual (BAU) for TBOP, funding was factored in to allow for the implementation of local tourism opportunities, noting that it was project specific.   

Bay of Plenty Regional Council (BOPRC) was coming to the end of their investment in ‘The Green Room’ programme, noting that this had been highly successful.

Conversations were taking place in relation to an opportunity to assist and work alongside Whakatane Regional Council and Te Rūnanga o Ngāti Awa , noting that this could also create funding opportunities.

TBOP would undertake a budget forecast to form a better understanding of where they might be required to “tighten their belt” whilst remaining pragmatic in their approach of it. Council would be kept up to date on how they progressed with those discussions.

The following tākupu were made by Councillors:

Mr Nathan was congratulated on the work that he had undertaken since becoming a part of TBOP.

Resolution  CL24-1.6

Moved:                         Cr A Henry

Seconded:         Cr G Dally

1.        That the Community and Strategic Relationships Manager’s report dated 22 February 2024 titled ‘Tourism Bay of Plenty Draft Statement of Intent 2024-2025 to 2026-2027’ 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 draft Tourism Bay of Plenty Statement of Intent 2024-2025 to 2026-2027, included as Attachment 1 (of this report).

4.      That Council confirms the draft Tourism Bay of Plenty Statement of Intent 2024-2025 to 2026-2027 is in alignment with the Letter of Expectation provided by Western Bay of Plenty District Council to Tourism Bay of Plenty.

5.      That Council notes as joint shareholder Tauranga City Council has provided feedback on the draft Statement of Intent at their 12 February 2024 Council meeting.

Carried

12.2         Proposal to Lease - Waihī Beach Lifeguard Services Incorporated - Bowentown Seaforth Road South Reserve - Revised Community Option

Council considered a report dated 22 February 2024 from the Reserves and Facilities Manager, who took the report as read and summarised the main points.

Donna Pfefferle was in attendance, on behalf of Waihī Beach Lifeguard Services, to respond to any pātai.

Staff and Ms Pfefferle responded to pātai as below:

·            The exercise undertaken to peg out the different options, was useful and Waihī Beach Lifeguard Services was happy with the outcome.

·            An important part of the process was ensuring that those involved understood the different touch points of the process and when/how they could provide feedback.

·            Ms Pfefferle noted that the guidance from the Reserves and Facilities Manager had been exceptional in the process, noting that it would be beneficial to have a template of the process for applicants, including being encouraged to receive initial feedback from stakeholders prior to going to Council.

·            The concerns raised by the Waihī Beach Coastguard was in relation to the potential traffic congestion that could occur, as well as the number of meetings that took place in relation to the application process.

·            Ms Pfefferle noted that due to the nature of the role that Waihī Beach Coastguard and Waihī Beach Lifeguard Services held, they would not be generating traffic into the area.

·            Pio Shore’s Sports and Community Association had provided written support on Site 2-V3 as the preferred location.

·            Waihī Beach Coastguard were entitled to manage their carpark, due to the form of property rights they held under their lease.

·            The BMX track had been allowed for in Waihī Beach Lifeguard Services’ initial business plan. This took into consideration costings to ensure that the BMX Track was realigned at the same stage as the earthworks.

·            The new proposed building site location was further away from the cricket pitch, and therefore eliminated the initial concerns expressed by the Pio Shore’s Sport and Community Association.

·            Ms Pfefferle noted that there had been confusion within the community regarding both the relationship and role that the Waihī Beach Lifeguard Services and Waihī Beach Coastguard had.

·            Staff were satisfied that the compliance officers avaliable during peak periods would ensure that the emergency services would be able to access their vehicles, and not be obstructed by the parking of members of the public.

The following tākupu were made by Councillors:

·            Acknowledgements were made to the Waihī Beach Community Board, Rose Fox, Ms Pfefferle and all those involved in helping to find a way forward.

·            The outcome reached was positive and a great outcome for all.

Resolution  CL24-1.7

Moved:                         Mayor J Denyer

Seconded:         Cr R Joyce

1.        That the Reserves and Facilities Manager’s report dated 22 February 2024 titled ‘Proposal to Lease - Waihī Beach Lifeguard Services Incorporated -     Bowentown Seaforth Road South Reserve - Revised Community Option’ 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 exercise its powers conferred on it as the administrating body of the reserve by delegation from the Minister of Conservation under the      Reserves Act 1977 and grant Waihī Beach Lifeguard Services Incorporated    the right to lease for up to 35 years for 600m² of land, more or less, being    part of Lot 1 DPS 75873 to allow for a surf club facility situated on:

          A)     Bowentown Seaforth Road South Reserve at site option 2 -V3 (included                as   Attachment 1 of this report).

4.      That Council notes that any granting of a lease must not be taken by the applicant, as a guarantee that all other consents required by any policy, by-         law, regulation, or statute, will be forthcoming.  The applicant is responsible   for obtaining all required consents at its own cost.

Carried

12.3         Recommendations by the Independent Hearings Panel for Plan Change 92 and the Notice of Requirement for Ōmokoroa Active Reserve

Council considered a report dated 22 February 2024 from the Environmental Planning Manager, who provided a brief overview of the report, including the recommendations for Councils consideration. The below points were noted:

·            The process for Plan Change 92 had required a significant investment in time of work.

·            The planning processes were a result of the Resource Management (Enabling Housing Supply and Other Matters) Amendment Act  2021 (RMA Amendment Act), which saw the introduction of Medium Density Residential Standards across the two urban areas for Ōmokoroa and Te Puke.

·            While work was already being undertaken in Ōmokoroa in relation to Stage 3, this put an emphasis on including Te Puke. Plan Change 92 provided for the urban stage 3 of Ōmokoroa, and greenfeild area in Te Puke. It was noted that associated to this was the infrastructure projects in Ōmokoroa, specifically roading and the Ōmokoroa roundabout.

·            Staff acknowledged the signal changes from Central Government, however no change had been received in relation to this particular piece of legislation, and therefore Council was still required to make decisions by 1 March 2024.

·            The panels recommendations had taken into consideration Councils position, as well as those of submitters, and they had worked through matters during the hearings process. The recommendations were, for the most part, consistant with the recommendations that staff had determined. 

The key points of difference between the recommendations from the panel and those determined by staff were:

-      The industrial zoning in Ōmokoroa (which was raised in public forum);

-      Changes to the setback provisions in relation to vibrations, with the introduction of rules that staff had otherwise not anticipated; and

-      Activity status changes in relation to roundabouts in Ōmokoroa.

This decision making process is similar to the normal Schedule 1 Plan Change process, with the difference of having no appeal process. If Council was to accept the recommendations from the panel, they could progress and make the Plan Change operative.

Where a recommendation from the Hearings Panel was rejected, a reason must be provided. The rejected recommendations, including any alternative recommendations would then be decided on by the Minister for the Environment.

As the Notice of Requirement ran alongside the planning matters being considered on Ōmokoroa, the Independent Hearings Panel considered it, and confirmed it appropriate, subject to some modified conditions set out in the report.

Staff responded to pātai as follows:

·            The Independent Hearings Panel only addressed the individual submissions and recommendations they were required to make.

·            Where Council made alternative recommendations, there were provisions within the legislation that required Council to ensure these were based off the same information made avaliable to the hearings panel.

·            To give affect to a Spatial Plan from a zoning, rule or activity perspective, Council would be required to undertake a susequent District Plan change, depending on the legislation at the time. The Te Puke Spatial Plan would not change what was outlined in the District Plan, as it was a conceptual process that fed into alternative processes, such as the District Plan and the Long Term Plan, from a funding/budget perspective.

·            Although the Plan Change contained objectives and policies in relation to public transport, it did not detail any solutions.

·            Subject matter expert staff considered the Fire and Emergency submission in great detail, and determined that on balance the District Plan and Development Code provided provisions in previous years, which they felt were still sufficient. Staff also considered the fact that this was a Medium Density Plan Change, which provided requirements to allow a number of dwellings per site (medium density per hectare). If roads and access points were widened too much you would struggle to meet those targets.

·            Although there were concerns raised in relation to traffic/transport and parking, this was not something that Council had control over at present, and therefore this Plan Change had no affect on it.

·            Under the operative District Plan, 21 Francis Road was zoned future urban, with the anticipation that it would be zoned industrial. Council proposed that the land to the east and west of Francis Road be zoned industrial, however it was noted that the panels recommendations for the west of the Francis Road intersection was to remain future urban. This was due to concerns that Council had not undertaken sufficient consultation with adjacent land owners in the medium density area, as well as the definition of ‘industry’ allowing for any industry work to take place in that area.

·            The provision of public transport was a Regional Land Transport matter, noting that this Plan Change would provide a good advocacy point for Council into that process, in relation to the expected growth.

·            The number of proposed future dwellings in Ōmokoroa that may be affected by the recommended vibration provisions, was around 110.  In Te Puke it would be around 30.

·            The proposed vibration requirements would apply to dwellings, accomadation, education, worship, marae and medical facilities, noting that buildings would need to be single story. The cost required to mitigate the vibration issues was significantly high.

·            It was normal for the cost to mitigate the impacts on dwellings, to fall on those affected.

·            Under LGOIMA, a LIM report was not required to specify anything that was apparent within the District Plan.

·            The way that the proposed vibration rule was drafted, it would apply to any new building or additions to buildings.

·            The community meetings held in relation to the Plan Change were well attended, with an estimated 50-100 people. It was acknowledged that due to the timeframe in which Council had to prepare a Plan Change, following the implementation of the Medium Density Residential Standards (MDRS), there had been fewer opportunities for public meetings.

·            The reference to Clearwater in the recommendation was in relation to case law, as it sought to make clear from the beginning what could and could not be considered as part of the Plan Change.

·            The panel raised concerns regarding ‘heavy industry’ and felt they did not have the scope to resolve through the Plan Change. There were rules within the District Plan regarding ‘light industrial’, which applied to an area of land on the eastern side of Ōmokoroa Road.

Resolution  CL24-1.8

Moved:                         Cr R Crawford

Seconded:         Cr A Sole

That the Environmental Planning Manager’s report dated 22 February 2024 titled ‘Recommendations by the Independent Hearings Panel for Plan Change 92 and the Notice of Requirement for Ōmokoroa Active Reserve’ be received.

Carried

MOTION

Moved:               Cr Henry

Seconded:         Mayor Denyer

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

AMENDMENT

Moved:               Cr Thwaites

Seconded:         Cr Murray-Benge

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

The Deputy CEO/General Manager Strategy and Community highlighted the assessment of the Significance and Engagement Policy that was outlined within the report, and the fundamental rationale for why the decisions were deemed of low significance. The reasons included the fact that there had been a substantive process undertaken already, under the Resource Management Act, which had been completely transparent and had enabled a very robust and rigorous hearings process.

Acknowledgement was made on the consequential implications; however it did not fall under the remit of the decision Council was being asked to consider. The decision sought was a regulatory decision, and the consequential implications, particularly regarding Financial Contributions, would be more appropriately raised through the Long Term Plan (LTP) process.

As this was a legislatively prescribed process, if Council determined that this should be of high significance, the Medium Density Residential Standards (MDRS) legislation did not allow for a further round of consultation on the recommendations, and in fact expressly precluded the ability to do so.

Council was advised that if the rationale for raising the level of significance against the Significance and Engagement Policy was in relation to Financial Contributions, this should be debated through the LTP discussions.

Cr Thwaites and Cr Murray-Benge withdrew the amendment.

Resolution  CL24-1.9

Moved:                         Cr A Henry

Seconded:         Mayor J Denyer

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.

          The motion was voted on as follows:

For: 5

Against: 5

Abstained: 1

The Mayor exercised his casting vote and voted for the motion. The motion was put and carried.

Carried

Cr Thwaites requested that his vote against the motion be recorded.

MOTION

Moved:               Deputy Mayor Scrimgeour

Seconded:         Cr Crawford

That Council accepts the recommendations of the Independent Hearings Panel for Plan Change 92 and the public be notified of the decision in accordance with clause 102 of Schedule 1 of the Resource Management Act 1991 by 1 March 2024.

The Deputy CEO/General Manager Strategy and Community reminded Councillors that the Ōmokoroa Peninisula, including Ōmokoroa Stage 3, was signalled as a growth area well before the gestation of SmartGrowth. Council had made investment decisions in relation to waste water reticulation, on the assumption that Ōmokoroa would at least grow to a population of 12,000 at some point in the future.

There was concern that the MDRS legislation was clouding consideration of the fact that planning for Stage 3 of Ōmokoroa had been in progress since at least 2017. During this time there had been several iterations of community engagement, which included very detailed conceptual planning with the existing Ōmokoroa community. Acknowledge was made on the fact that the MDRS had altered those plans, however staff were well advanced in bringing Council a Plan Change to open up for development – Ōmokoroa Stage 3. It was noted that many local developers had made investment decisions and purchased land in anticipation of Ōmokoroa Stage 3 being re-zoned and open for development imminently.  

Council was reminded that they had received funding for an interim roundabout, of which the fundamental basis of that decision by the Crown, was to enable for Stage 3 to be opened up for housing.

This was an important decision for Council, not just for the Ōmokoroa community, but also in terms of its commitment to the Urban Growth Partnership, of which the Crown was a member, to open up land for housing, noting that there was a significant housing crisis across the sub-region. 

Staff suggested allowing this item to lie on the table, in order to seek further advice on the implications of Council potentially rejecting the recommendations in their entirity. The legislation prescribed for an alternative to be provided in the event of rejecting all of the recommendations from the panel. Staff had not contemplated what the procedural element was for that decision making process, which included the commerical risk that a lot of developers had entered into, as well as the contractal risk of Council following the funding they had received from Kāinga Ora.

Deputy Mayor Scrimgeour and Cr Crawford withdrew their motion.

Resolution  CL24-1.10

Moved:                         Cr G Dally

Seconded:         Cr A Henry

That recommendation 3 lie on the table.

A division was called, and the voting was as follows:

For:             Cr Henry, Cr Dally, Cr Crawford, Cr Coxhead, Mayor Denyer, Cr Wichers, Deputy                 Mayor Scrimgeour, Cr Joyce.

Against:    Cr Thwaites, Cr Sole, Cr Murray-Benge

Carried

11.37am     The meeting adjourned.

11.55am     The meeting reconvened.

The Deputy CEO/General Manager Strategy and Community and staff recommended that this item also lie on the table, as it was complimentary in nature to Plan Change 92.

Resolution  CL24-1.11

Moved:                         Mayor J Denyer

Seconded:         Cr R Joyce

That recommendation 4 lie on the table.

Carried

12.4         Mayor's Report to Council

Council considered a report dated 22 February 2024 from the Executive Assistant – Mayor/CEO. The report was taken as read.

Resolution  CL24-1.12

Moved:                         Mayor J Denyer

Seconded:         Cr A Sole

That the Executive Assistant - Mayor/CEO’s report dated 22 February 2024 titled ‘Mayor’s Report to Council’ be received.

Carried

8.1           PIRIRAKAU - TE PUNA STATION ROAD TRAFFIC RESTRICTIONS

Neville Bidois, Bill Borell, Rawiri Kuka and Harold Rawson were in attendance on behalf of Pirirakau to discuss the proposed temporary opening or closing of Te Puna Station Road.

Neville provided the Committee with a historical background of Pukewhanake Pā and the surrounding areas.

In 1965, Kōiwi were found between the north and east side of the Pā site. The historical significance of the Pā site and surrounding area had been passed down through oral history. Development has since unearthed archaeology that confirmed the stories that were passed down. 

The hapū did not want to see further damage to Pukewhanake Pā, the site had already suffered damage through climate change.

The hapū did not support the re-opening of Te Puna Station Road from a cultural, environmental, ecological and safety perspective.

Speakers responded to the pātai as per below:

·            Pukewhanake was listed as a wahi tapu site under the Historic Places Act 1993.

·            Support for a walking/cycling track in the Pukewhanake area would need to be considered by the hapū.

·            In previous years, Pirirakau had reluctantly agreed to development along Te Puna Station Road due to changes to the resource consent that was heard through the Environment Court.

10.1          Te Puna Station Road Traffic Restrictions

The Committee considered a report dated 27 February 2024. The report was taken as read, with further discussion as per below:

Staff responded to pātai as per below:

·            Closing Clarke Road temporarily in the morning would require temporary traffic management, which would be costly.

·            To mitigate traffic concerns on Clarke Road, it would be more practical to implement a heavy vehicle ban on Clarke Road. This would require a change to the Traffic and Parking Enforcement Bylaw 2019. This bylaw was scheduled to be reviewed next year.

·            In the long-term, Te Puna Road was the appropriate route for vehicles travelling to and from the Te Puna Business Park.

·            The resource consents for Te Puna Business Park,  that the Transportation Directior had been involved in, restricted heavy vehicles from using Te Puna Station Road to access the Business Park. If consent was granted, consent holders would be asked to use Te Puna Road to access the Business Park.

·            The Transportation Director advised that if the road were re-opened, heavy vehicles from Te Puna Business Park would only be permitted to use Te Puna Station Road to access the State Highway and not access the Business Park from the State Highway.  All heavy vehicles would access the Business Park from Te Puna Road.

·            Te Puna Station road was susceptible to slips, particularly during heavy rainfall events. Washouts from the river would likely to increase as a result of climate change.

·            The Committee were advised that that purpose of the recommendation was to implement a temporary arrangement for Te Puna Station Road. A permanent solution for Te Puna Station Road would be discussed through the Long-Term Plan process.

·            There were parameters with the funding that comes from NZTA Waka Kotahi. Emergency funding that may be available to contribute to the re-opening of Te Puna Station Road can not be reallocated to upgrade the Te Puna Station Road-Te Puna Road intersection.

·            The structure plan considerations for Te Puna Business Park include requirements for the developers to fund the upgrade to roading including Te Puna Station Road-Te Puna Road intersection.

·            There were high cost implications involved with the temporary re-opening of Te Puna Station Road. It was more practical to maintain the status quo until a decision on the future of the road had been made through the Long-Term Plan. 

·            There had only been one historical resource consent granted for one of the properties on Te Puna Station Road. The consent stipulates they cannot use the Te Puna Station Road-Te Puna Road intersection for transporter movements. The only legal road they can currently use to access State Highway 2 for transporters is via Clarke Road.

·            There were both non-compliant and consented activities occurring on Te Puna Station Road. Council was engaging with the consent holder (on Te Puna Station Road) to look at amending their consent conditions.

·            Traffic calming measures for Clarke Road relate to the structure plan considerations that apply under the District Plan for future development of Te Puna Business Park and were not specifically related to a consent. Resource consent requirements were monitored through Council’s Compliance Team. Consents are generally monitored in relation to complaints or during scheduled monitoring periods.

·            Traffic monitoring of the activities and level of vehicles travelling on Te Puna Station Road, Te Puna Road and Clarke Road was ongoing.

·            A timeframe for the Te Puna Station Road-Te Puna Road intersection upgrade had not been confirmed yet.

·            The issue of rat runner drivers on Clarke Road are a result of traffic congestion on State Highway 2. The opening of  Takitimu Northern Link in 2027 would address this issue.

Councillors made the following comments:

·            Council should work with residents on Clarke Road to address their concerns. Re-opening Te Puna Station Road would worsen congestion on State Highway 2.

·            Te Puna Station Road was intended to be the main thoroughfare for traffic, keeping the road closed puts additional pressure on Te Puna Road and Clarke Road.

·            The closure of Te Puna Station Road had caused anti-social behaviour in that area.

·            A solution was needed for the entire Te Puna community. Te Puna Road and Clarke Road were not fit for purpose for heavy vehicles.

·            Council should not invest money into a re-opening a road that is at risk of slips or washouts.

·            It should be a priority for Council to address the traffic concerns on Clarke Road.

·            The issues raised by the hapū should be taken into consideration when making a decision on temporarily re-opening or closing Te Puna Station Road. 

Resolution  PMC24-1.1

Moved:               Cr A Henry

Seconded:         Cr R Joyce

1.        That the Senior Transportation Engineer’s report dated 27 February 2024 titled ‘Te         Puna Station Road Traffic Restrictions’ 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 Option A being that a section   of Te Puna Station Road remain closed to vehicular traffic on a temporary basis,           subject to decisions made through the Long-Term Plan process.

That staff investigate options to mitigate traffic concerns on Clarke Road as a matter of priority.

·             

In Favour:      Cr D Thwaites, Cr A Sole, Cr R Crawford, Cr G Dally, Mayor J Denyer, Cr M Grainger, Cr A Henry, Cr R Joyce, Deputy Mayor J Scrimgeour and Cr A Wichers

Against:         Cr T Coxhead and Cr M Murray-Benge

                                                                                                                                                                                                                                             CARRIED

10.2         Operational Risk and Scorecard Report Quarterly Update ending 31 December 2023.

The Committee considered a report dated 27 February 2024. The report was taken as read, with further discussion as per below:

Staff responded to pātai as per below:

·            Construction on Kumikumi Road was well advanced and the next seal extension site was Thorn Road. Work on Thorn Road was expected to begin in the next four weeks. 

·            There was significant underspend in capital works projects for roading. Staff were working on how the capital works budget was spent. A contract had been awarded for resealing.

·            Capital works within Ōmokoroa was progressing, the stormwater project on the southern side was underway but faced delays due to issues with PowerCo laying underground cables.

·            Traffic calming measures would be implemented on No.1 Road where the speed limit changes from 80km/h to 50km/h. This work would occur within the next two weeks.

·            A survey of the bottom section of No 1 Road would be conducted. The survey would focus on the shape of the road to find solutions to address vibration and noise complaints.

·            Within the next four to six weeks work to reseal the upper section of No 1 Road would begin. 

·            Council recently engaged Beca to conduct the design work for a permanent solution for the bridge on No 4 Road.

·            Work on the Heron Crescent development had started and the development was expected to be completed next year.

·            Staff were working with the insurer for the repair to the Waihī Beach Wastewater Treatment Plant, an outcome on this matter was expected within two months.

·            Work on Prole Road was expected to be completed by early 2025.

·            The Te Puke Wastewater Treatment Plant project was under stress. There had been challenges with the design consultant, staff were working to address these issues. A detailed design for the project was expect by 16 April 204. Staff were working to improve the relationship with iwi, a relationship reset meeting was held on 23 February 2024.

Resolution  PMC24-1.2

Moved:               Cr M Murray-Benge

Seconded:         Cr G Dally

That the Management Accountant’s report, dated 27 February 2024 titled ‘Operational Risk and Scorecard Report Quarterly Update Ending 31 December 2023’ be received.

Carried

Motion

Resolution  ARF24-1.1

Moved:               Cr D Thwaites

Seconded:         Cr M Grainger

That in accordance with Standing Order 9.4 the order of business be changed with agenda item 10.4 ‘Final Audit Management Report 2023’ be considered first.

Carried

10.4        Final Audit Management Report 2023

The Committee considered a report dated 27 February 2024 from the Finance Manager, the report was taken as read. The below points were noted:

·            Council staff engaged with PWC and sought advice on how they could improve the land purchases and sales processes. The recommendations from PWC had now been put in place.

·            The Committee were advised that Audit NZ would be following up on recommendations from PWC on land purchases and sales through the next audit of Council.

·            Annual Reports from Council-Controlled Organisations were not published on to Council’s website within one month. This was not considered a major issue but one that was raised at many councils across New Zealand.

·            There were a significant number of misstatements picked up by the auditors. Auditors worked with the senior management team to address these issues. The Committee were advised it was common for anomalies to be found within Council. Audit NZ would advise the Committee if they had serious concerns.

·            The audit fees for the 2022/23 Annual Report was $258,000.

11.27am Cr Sole left the meeting.

·            There were issues with the Annual Report and audit process for 2022/23. Audit NZ and Council had debriefed, moving forward Council would be more transparent with Audit NZ over their internal audit plan.

·            Audit NZ had implemented a new tool called ‘Audit Dashboard’ to improve communication between auditors and Council.

·            Council would also be implementing a new platform tool called  ‘Value Financials’ to improve the production of the Annual Report. Audit NZ supported the implementation of this tool.

·            Council had nine drafts of the Annual Report, it was not normal process to have more than three drafts of an Annual Report.

·            Staffing capacity within councils (across New Zealand) and Audit NZ affected the ability to produce Annual Reports on time.

11.40am Cr Sole entered the meeting.

Resolution  ARF24-1.2

Moved:               Cr A Henry

Seconded:         Cr T Coxhead

That the Finance Manager’s report dated 27 February 2024 titled ‘Final Audit Management Report 2023’ be received.

Carried

10.1          Health and Safety Report

The Committee considered a report dated 27 February 2024 from the Health, Safety and Wellbeing Lead, the report was taken as read. The below points were noted:

·            There was consistent performance  during the quarter. There were no significant injuries or major incidents reported.

·            The presence of aggressive behaviour from the public had continued to reduce.

·            In the risk matrix, ‘aggressive customers’ was rated as high. The frequency of aggressive customer events was high due to the number of staff being in customer facing roles. Council had implemented tools and process to mitigate the risk to staff.

·            Physical barriers and panic alarm buttons alongside adequate training on how to manage aggressive customers were provided to staff in customer facing roles.

·            There were no identifiable trends in number of incidents depending on the season.

·            The free Wi-Fi service that Council provided at libraries did result in greater numbers of people attending the libraries.

Resolution  ARF24-1.3

Moved:               Cr M Murray-Benge

Seconded:         Cr A Henry

That the Health, Safety and Wellbeing Lead’s report dated 27 February 2024 titled ‘Health and Safety Report’ be received.

Carried

10.2         Risk and Assurance Report February 2024

The Committee considered a report dated 27 February 2024 from the Finance Manager, the report was taken as read. The below points were noted:

·            Some minor changes were made to the strategic risks register, emerging risks and internal audit plan.

·            The reserves contract would end in August 2024, based on their performance the contractor would have a right of renewal. Although there were performance issues with the contractor, they were not performing poorly enough to trigger the ability to not renew the contract.

·            Due to the nature of the political environment and household affordability the risk for community sentiment was set at medium.

Resolution  ARF24-1.4

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Henry

That the Chief Financial Officer’s report dated 27 February 2024 titled ‘Risk and Assurance Report February 2024’ be received.

Carried

10.3         Financial Performance Update Quarterly Report 31 December 2023

The Committee considered a report dated 27 February 2024 from the Finance Manager, who summarised the key highlights in report.

Council was tracking behind in terms of projected net surplus for the next six months. There was a budget of $16 million surplus, it was currently sitting at $1.7 million. The Finance Manager provided an overview of what was driving this:

·            Council’s net debt was $78 million as at the end of the second quarter. This was tracking below the full year forecast, due to anticipating the next rates instalment. This meant that Council was less likely to need to borrow more money.

·            Subsidies and grants were $12.8 million below the year to date budget. There were two main drivers for this. Firstly, the network maintenance contract did not renew, this had an impact of $6 million on NZTA Waka Kotahi subsidy claims. It was anticipated there would be less expenditure due to this decision. Secondly, there was a planned budget of $10 million in the Ōmokoroa Structure Plan that were identified as subsidies, those funds had not yet been received.

·            Financial contributions were $1.4 million ahead of year to date budget, which was primarily due to some larger consents being finalised.

·            Fees and charges were $0.9 million behind the year to date budget, this was mainly due to timing of receipts for invoicing.

·            Regulatory activity as a whole had a lower year to date budget due to lower volumes of activity than expected.

·            Personnel costs were currently projected to be ahead of year to date budget. Monthly accruals of staffing costs were now undertaken as required by Audit NZ. Council would look to identify and capitalise staff salaries where possible and tag them to specific projects.

·            Bringing the transportation team in house meant that personnel costs would be higher but external expenditure would be lower.

·            Finance costs were lower than year to date budget due to lower planned borrowings.

·            Other expenditure was higher due to maintenance contract costs, particularly with wastewater and stormwater as well as the unplanned repair of the Katikati Outfall.

·            Variances in CAPEX had been identified. Variances from Reserves and Facilities were primarily due to delays in planning and consents.  Water supply delays were due to timing of the reservoir which was moving into the next financial year. Wastewater underspend was related to the Te Puke Wastewater Treatment Plant and consenting requirements. Stormwater and Transportation underspends were due to the Ōmokoroa Structure Plan timing.

·            Employee entitlements looked higher, however, this was due to how Council reported on accruing staffing costs.

·            There was a breach in policy regarding funding. Council had worked to mitigate this breach by fixing new interest rates in January 2024.

Staff responded to pātai as per below:

·            There were challenges with the Te Puke Wastewater Treatment Plant, however, the design was expected to be completed by 16 April 2024.

·            Staff anticipated the Te Puke Wastewater Treatment Plant could service the Rangiuru Business Park by the time the Park opened. The existing treatment plant was still operational while new treatment plant was being built.

·            The Committee was advised that the issues related to the Te Puke Wastewater Treatment Plan were not holding up the process for Rangiuru Business Park.

·            Council were looking to improve their CAPEX delivery by implementing robust planning and processes to better track project spending forecasts.

·            Council had not yet met the milestones with the Ōmokoroa Structure Plan to draw down on the subsidies from NZTA Waka Kotahi and Kainga Ora. Council were working with NZTA Waka Kotahi to maximise subsidies in other areas.

·            Work that had not been completed would be included in the carry forward process. Council could not claim subsidy from NZTA Waka Kotahi for work that was not complete.

·            The budget from regulatory fees was based on the last three years of consenting volumes, there had since been a 20-25 per cent drop in building and resource consent applications. Council was looking at ways to manage funding by optimising on time recovery, debt management and other initiatives. 

·            The timing for the last fees and charges adjustment was the end of August 2023. This had created a gap in revenue. Council was looking at moving the fees and charges forward or budgeting for the gap in revenue in the Long Term Plan.

·            The $30 million of Undrawn Bank Facilities was treated as debenture stock which was confirmed with Audit NZ through the latest Debenture Trust Deed certificate.

·            Debt to revenue ratios were adjusted to fit with the New Zealand Local Government Funding Agency definition.

·            NZTA Waka Kotahi had indicated that the Funding Assistant Rate would not change, however they would cap their overall budget. This may affect how much funding councils would receive from NZTA Waka Kotahi.

·            It was difficult to accurately resource regulatory activity. There were long term risks associated with letting staff go during challenging economic conditions as it was difficult to recruit staff.  There were other opportunities to reduce expenditure within Council.

The Committee Members made the following comments:

·            WBOPDC had lower debt maturity dates compared to other councils. Council should consider implementing funding risk control limits commensurate to other local government agencies. Council appeared to be funding long term projects with short term debt.

·            It was concerning that there was a reduction in consents when the District was defined as a growth area.

Resolution  ARF24-1.5

Moved:               Cr R Joyce

Seconded:         Cr M Murray-Benge

That the Finance Manager’s report dated 27 February 2024 titled ‘Financial Performance Update Quarterly Report 31 December 2023’ be received.

Carried

10.5         Sensitive Expenditure Policy

The Committee considered a report dated 27 February 2024 from the Chief Financial Officer, the report was taken as read. The below points were noted:

·            The Chief Executive Officer’s expenses should not be exclusively signed off by a staff member (General Manager). The Committee was advised that the Mayor could not solely sign off Chief Executive Officer’s expenses as there were physical processes involved that the Mayor did not have access to. It was suggested that the General Manager and the Mayor jointly sign off these expenses.

·            It was important for a paragraph on the segregation of duties be included in the policy. 

Resolution  ARF24-1.6

Moved:               Cr M Grainger

Seconded:         Cr R Joyce

1.    That the Chief Financial Officer’s report dated 27 February 2024 titled ‘Sensitive Expenditure Policy” 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 Audit, Risk & Finance Committee approve the updated Sensitive     Expenditure Policy with the following amendments:

a. ‘     Meals (including non-alcoholic drinks) to a maximum cost of $30 per breakfast,          $40 per lunch and $80 per dinner per staff member per day with alcoholic drinks,           accompanying meals only, at the Chief Executive Officer's discretion’.

b.      Mayor’s expenses are to be signed off by the Chief Executive Officer and Deputy    Mayor or the Chairperson of the Audit, Risk and Finance Committee.

c.       The inclusion of a paragraph on the segregation of duties in the policy.

d.      Chief Executive’s expenses are to be signed off by the Mayor and the General     Manager.

                                                                                                                                                                                                                                                                                                                              CARRIED

10.6         Fraud and Corruption Policy

The Committee considered a report dated 27 February 2024 from the Chief Financial Officer, the report was taken as read. The below points were noted:

·            Council staff had undergone fraud and corruption training.

Resolution  ARF24-1.7

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Mayor J Denyer

1.    That the Chief Financial Officer’s report dated 27 February 2024 titled ‘Fraud and Corruption Policy’ 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 Audit, Risk & Finance Committee adopt the Fraud and Corruption Policy (Attachment 1 of this report) with the following amendment:

a.    The inclusion of a paragraph on the segregation of duties.

Carried

11.1           Audit, Risk and Finance Committee Work Programme

The report was taken as read and no further discussion was held.

Resolution  ARF24-1.8

Moved:               Mayor J Denyer

Seconded:         Cr T Coxhead

·            That the Chief Financial Officer’s report dated 27 February 2024 titled ‘Audit, Risk and Finance Committee Work Programme’ be received.

Carried