Agenda of Waihī Beach Community Board Meeting

Waihī Beach Community Board Meeting Minutes

26 February 2024

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihī Beach Community Board Meeting No. WBC24-1
HELD IN THE Waihī Beach Community Centre, 106 Beach Road, Waihī Beach
ON Monday, 26 February 2024 AT 5.30pm

1 Present

Chairperson R Goudie, Deputy D Simpson, Member H Guptill, Member W Stevenson, Cr A Henry and Cr A Sole

2 In Attendance

R Davies (Deputy CEO/General Manager Strategy and Community) and R Leahy (Governance Advisor)

20 Members of the Public, including:

Mayor James Denyer

Councillor Rodney Joyce

Katikati Community Board Chairperson John Clements

3 Apologies

Nil

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

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 Presentations

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 Minutes for Confirmation

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 Reports

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

The Meeting closed at 7:33pm.

Confirmed as a true and correct record at the Waihī Beach Community Board meeting held on 22 April 2024.

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

Chairperson R Goudie

CHAIRPERSON

Waihī Beach Community Board Meeting Agenda

22 April 2024

10.2 Waihī Beach Community Board Chairperson's Report - April 2024

File Number: A6105603

Author: Ross Goudie, Community Board Chairperson

Authoriser: Adele Henderson, General Manager Corporate Services

Recommendation

That the Chairperson’s report dated 22 April 2024 titled ‘Waihī Beach Community Board Chairperson's Report - April 2024’ be received.

First, I wish to acknowledge the sad passing of Richard Crawford, Councillor for Te Puke. Richard and I worked together for nearly six years on various council issues. I found his advocacy and commitment to his community invaluable. He will be sorely missed by many in the community.

Welcome to Waihi Beach Signs

Staff and the Board are working towards finalising the sites for the signs, the finer details of the signs themselves need to be worked out. The Board will consider this project and others as part of our project priorities.

Athenree-Waihī Beach Crossing

The Community Board are supportive of this project and hope resource consent and funding can be obtained. Council staff are working towards consulting with the community in September 2024 on a draft concept plan for the Athenree-Waihī Beach crossing. An update on the project has been provided in the Projects and Operations report.

Waihī Beach Stormwater Liaison Group

A further meeting on the 8March 2024 was held with staff and other Community representatives.

The modelling of the streams at the northern end of Waihi Beach was very interesting, and some tough choices may have to be made. Also, continued maintenance was discussed. A summary to date of the Waihī Beach Stormwater Liaison Group’s actions and progress has been included as Attachment 1 of this report.

Transportation Team Update

The General Manager Infrastructure Services and Governance Manager provided an update on the transportation activity and Transportation Engineers to the Board. With changes to the roading contract 1 November 2023, staff have been reviewing how they can better manage and deliver community board roading projects, and best use of the Transportation Engineer’s time. Upon completion of this review, it was determined that a team approach would be more effective and efficient, when comparing against the current approach. This would see Transportation Engineers only attending workshops moving forward, and a more robust approach to resourcing community board projects. The Governance team will take project requests and provide a summary to the Transportation team, a project manager will then be assigned, and they will make contact and liaise with the Community Board Chair.

Wilson Road Carpark (behind the Porch)

The Board have been working with staff to extend the Wilson Road carpark (behind the porch). The Board have decided on a layout for the carpark. The concept design (with the approximate number of carparks) has been included Projects and Operations report.

Beach Road Bus Stops and Pedestrian Crossing

Last year, the Board contracted Boffa Miskell to design a bus stop on Beach Road and recommend an appropriate location for a pedestrian crossing. A cost-estimate for the bus stops has come back at $175,000-$275,000. This exceeds the amount that is in the Community Board’s Roading Account. Staff are applying for funding from Waka Kotahi for this project and will inform the Community Board if successful. The Community Board will continue to advocate to Council for this project to go ahead, and it will be included as part of our Long Term Plan submission.

Pathway across the soon-to-be vacant land at the elderly housing area

We have had requests from local residents for a path from the bottom of Jenkinson St across to Beach Road near the new crossing. Staff have advised that the area won’t be made an established pathway, however, it will be open space with no barrier to prevent residents from walking through.

Waione Reserve upgrades in Athenree

After requests from residents in Athenree, the Board and staff visited the Waione Reserve and Boat Ramp and discussed with Reserves Manager and Transportation Area Engineer what improvements could be made to the Reserve; it is in the early stages at present. Staff are now considering what improvements could be made and will come back to the Board with suggestions.

Representation Review

The Community Board has had an opportunity to discuss the Representation Review with staff. The Board raised concerns that some of the questions in the pre-engagement form did not have sufficient background information. Included are some questions about the need or role of Community Boards within Western Bay of Plenty District Council. Submissions close to this stage in mid April before the Community Board meeting. Anyone wishing to understand the process or details, please contact Community Board members.

Long-Term Plan 24-34

Consultation for the Long-Term Plan will begin in May. The Community Board will be asking the ratepayers of Waihī Beach what they think of the plan so we can reflect on your views and put forward a balanced submission on your behalf. Staff are holding a workshop in May with all the Community Board’s regarding the Long Term Plan 24-34.

Community Committee

The Community Committee Meeting was held on 3 April 2024, the agenda for the meeting can be found on Council’s website. I encourage all Board Members to read the Community Committee agenda.

Community Boards Executive Committee Conference

Local Government New Zealand is holding a Community Boards Executive Committee Conference in August 2024. The Waihī Beach Community Board has $2,160 in the Conferences Expense budget, if the Board wish to send a member to the conference, a resolution to allocate funding will need to be passed.

Calerpa - Invasive Green Seaweed.

More information is needed from the Regional Council about this very invasive weed. I have contacted the Bay of Plenty Regional Council Biosecurity team for more information and a representative will be in attendance at the Board meeting.

Coast Care Plan – Waihī Beach and Bowentown

The 2024 Coast Care action plan for Waihī Beach and Bowentown has been released (Attachment 2). This is an Operational Plan that is subject to change. Coast Care has a new contractor Sheanna Chadwick who will be delivering the dune restoration work.

Attachments

1. Waihī Beach Stormwater Liaison Group Summary to Date ⇩

2. 2024 Coast Care Action Plan - Waihī Beach-Bowentown ⇩

Waihī Beach Community Board Meeting Agenda

22 April 2024

10.3 Waihī Beach Community Board Councillor's Report - April 2024

File Number: A6118542

Author: Anne Henry, Councillor

Authoriser: Adele Henderson, General Manager Corporate Services

Recommendation

That the Councillor’s report dated 22 April 2024 titled ‘Waihī Beach Community Board Councillor’s Report’ be received.

Rest in Peace Councillor Richard Crawford:

It was with great sadness and in a state of shock Council heard of Richard’s unexpected death. Last triennium Richard was Chair of Te Puke Community Board. He was a hardworking Chair, full of passion for his community. He wanted to reach out further for his community and made the decision to run and won a seat on Council for this current period.

His contribution to his community was extraordinary, it was his passion. What he accomplished and the number people he reached through the many organisations he was involved in was exceptional. Richard will be sorely missed; he arrived as a colleague and very quickly became a friend. Go well my friend!

Changes in Council and Community Board Agendas:

Council agendas now include workshop notes. Community Board agendas also now include notes from Board workshops. This is a welcome development in keeping with the principle of open government, as enshrined in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987. These require Council to “conduct its business in an open, transparent, and democratically accountable manner”. I certainly hope these workshop notes enable our communities to glean an understanding of the value of discussion through the points we raise and discuss during our workshops. That exchange of ideas generally goes on to shape our meeting agendas.

Representation Review:

Council is in the process of Representation Review. A review is required every six years by electoral law, to ensure that fair and effective governance is occurring, and communities of interest are being included and are well represented. The review has focused on the following keys areas.

1)The number of Elected Members; 2) Ward numbers and boundaries; 3) Whether to have Community boards and if so, where; 4) How many members Community Boards should have.

The pre-engagement period closed on 15 April and Council will publish its initial proposal for the Representation Review in July. There will then be another, more formal, round of consultation in July/August with the new arrangements due for adoption in September/October this year.

The result, after the final round of consultation, it will be our representation plan for the next two local body election cycles.

Long Term Plan 2024-2034:

There is a lot of work being done to shape Council’s 2024-34 Long Term Plan into palatable draft ahead of it being issued for public consultation in May. Then after any required adjustment’s, it is to be presented for approval at Council Committee in September. A three-month extension had been extended to our Council and others throughout New Zealand that experienced Civil Emergencies after horrendous storm damage during 2023.

Dave Hume Pool:

Contracts are being worked on to upgrade the water filtration system and install a bulkhead to reduce the pool length to an international standard 25m length. A new liner is also planned, which will save on future painting costs. Construction is planned over two construction seasons. This is a heads up that there will be disruption to swimming at the pool for at least one summer during this period while the work is undertaken.

Project Updates – Roading

BEACH ROAD SAFETY ENHANCEMENT PROJECTS

Project Description

Staff Comment/Update

Progress Level

The Board, together with Waihī Beach School representatives raised concerns around the safety on Beach Road. The Transportation Area Engineer along with Councils contractor have been brought in to investigate the safety enhancement options.

Boffa Miskell have presented a cost estimate of between $175,000 (base)-$275,000 (contingency + financial risk) for the project. Boffa Miskell also recommended a location for the pedestrian refuge on Beach Road. The Community Roading Account does not have sufficient funds to undertake this project. Staff are considering options to fund the implementation of this project.

In progress -pending funding arrangements.

TOWN CENTRE DEVELOPMENT – WILSON ROAD TO EDINBURGH STREET

Project Description

Staff Comment/Update

Progress Level

Progress the shared path from Wilson Road to Edinburgh Street with a bridge over Two Mile Creek.

There is no further update in relation to this project.

Engagement:

A workshop was held on 9 February 2024 with appropriate staff to further discuss options relating to this project. A further workshop is to be scheduled, as clarity around community expectations will shape the future actions in relation to this project.

On hold

WILSON ROAD CARPARK (BEHIND THE PORCH)

Project Description

Staff Comment/Update

Progress Level

Extend the gravel carpark on Wilson Road (behind The Porch) to create more carparks.

At the 26 February 2024 meeting, the Board resolved to fund an additional $20,000 towards the Wilson Road carpark extension (a total of $39,064) for the project). The Transportation Area Engineer produced two concept designs for the carpark. On 15 April 2024, the Board confirmed their preference for Wilson Road Carpark - Concept Design 1 (Attachment 1). Work will commence on this project shortly.

In progress – concept design confirmed by the Board

WILSON ROAD CARPARK (BEHIND THE PORCH) ENTRY/EXIT

Project Description

Staff Comment/Update

Progress Level

Improve the visibility of the entry/exit point of the carpark on Wilson Road (behind The Porch)

The Transportation Area Engineer will be consulting with local businesses on this project. If funding is approved by the Board, the work will work commence simultaneously with the Wilson Road carpark extension.

In progress – awaiting funding allocation by the Board.

DILLON/EDINBURGH STREET INTERSECTION

Project Description

Staff Comment/Update

Progress Level

Address the safety concerns at the Dillon Street – Edinburgh Street intersection.

The Transportation Area Engineer has recommended that a raised table be installed to address road safety concerns on Dillon Street near the Edinburgh Street intersection. This project will not require funding from the Community Board as it is an operational expense.

In progress – preliminary design phase

ANZAC BAY ROAD UPGRADE

Project Description

Staff Comment/Update

Progress Level

There were discussions at the previous meeting regarding the road from the Bowentown roundabout going south towards Anzac Bay failing. There is a dedicated fund in the LTP for road rehabilitation, and the Board requested that this piece of road be scheduled for the 2024/2025 year.

There is no further update, the project requires a pavement design. It is expected to be constructed 2024/2025 construction season (pending funding and resource availability). -

On hold

WAIHĪ BEACH ENTRANCEWAY SIGNS PROJECT

Project Description

Staff Comment/Update

Progress Level

The Waihī Beach Community Board approved the Entranceway Project design in principle, noting that changes may be required to address safety restrictions and material once locations are confirmed.

The location for Entranceway Signs has been tentatively agreed by the Board and Transportation Engineer. Due to funding restrictions the Board will need to consider if this project is prioritised this will go to a future workshop. Furthermore, legal agreement with any affected private property owners will need to be considered.

In progress

project updates – water services

STORMWATER – PIO SHORES

Project Description

Staff Comment/Update

Progress Level

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

The Board requested a walk around tour of the Pio Shores pump station upgrade once the works were completed.

All Works at the pumpstations are now complete except for planting of the dunes in the soakage basins. Water services staff have planned a planting day for Monday, 22 April this will complete the works at these pumpstations. Staff invite the Community Board to attend the planting day if they would like a site visit and to participate in the planting if they wish.

In progress – on track

TWO MILE CREEK

Project Description

Staff Comment/Update

Progress Level

Erosion protection of the backs of Two Mile Creek

Contractors have successfully completed construction works on six properties so far and works are progressing well. Beach Contractors (BCL) are due to finish downstream (Phase 1) works by June 2024 and it is intended to continue upstream works thereafter. It is estimated that upstream works (Phase 2) will take another six months to complete, therefore, if all goes to plan the works should be completed by end of this calendar year (2024).

In another positive development, council has received 100% easement sign-off from upstream property owners, and survey works have been completed. Tonkin and Taylor are currently working on documentation for the Resource Consent application and will expedite the process to get it approved as soon as possible.

Council has also engaged Thrive to complete the planting plan for Te Mata Reserve, as required by current Two-Mile Creek Resource Consent for off-site planting. The Reserves team will coordinate with its volunteers to implement this plan, enhancing the overall appearance of the reserve for the general public and also assist in improving the health of the stream.

In progress - on track

minute action sheets – water services

JO HALL - STORMWATER ISSUES

Meeting Date

Description

Latest Update

9 October 2023

Ms Hall advised the Board that she had contacted Council 12 months ago regarding the drain outside 25 Wilson Road, which was blocked. She was advised that the project was on the schedule of stormwater works. She requested an update on when these works would start and if regular maintenance could be undertaken on the drain.

Council is aware of issues with drainage in the Wilson Road Reserve. Council have engaged consultants to undertake a survey and provide a concept design for improved drainage in this area.

project updates - Reserves

COMMUNITY MARA KAI
Project Description	Staff Comment/Update	Progress Level
A proposal for a Community Mara Kai (Food Garden) at the Waihī Beach Plunket and Beach Road Recreation Reserve.	The Reserves and Facilities Manager is working towards a decision report on this project going to the 23 May Council meeting.	On hold

TUNA AVENUE OUTDOOR SHOWER
Project Description	Staff Comment/Update	Progress Level
At the 26 February meeting the Board resolved $2500 towards installing an outdoor shower at Tuna Avenue.	Following the resolution at the last Community Board meeting, the Reserves and Facilities Officer – West arranged for a contractor to install an outdoor shower at the Tuna Avenue toilet block. This work is now complete, and drainage will be installed as the shower will increase the water volume.	Complete

project updates – Waihī beach trails

WAIHĪ BEACH TO ATHENREE CROSSING

Project Description

Staff Comment/Update

Progress Level

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

Staff met with iwi representative at Otawhiwhi marae late 2023. A further hui to confirm cultural design elements and how they will be implemented was requested, this hui is yet to be arranged but will hopefully be achieved by April 2024.

This project features as a “significant” project within the draft Bay of Plenty Regional Council Regional Land Transport Plan priority projects. “Significant” means any project with a value over $2m. However, reliance on Government funding towards this project is now less likely with clear direction recently given on the Government’s Position Statement on transportation – where all such funding has been reduced to half of what it had been – and the funding criteria has become much harder to satisfy. This means that funding to construct the shared path is going to more challenging to obtain, particularly if Western Bay of Plenty District Council funding is also reduced through the LTP 2024-2034

On hold

NEW SHARED PATH WITHIN WATER CATCHMENT RESERVE
Project Description	Staff Comment/Update	Progress Level
This future shared path (primarily for cyclists) will connect between the Dam Loop Trail and the top of the Forest Loop trail (then onto the Boundary trail and connection to Hauraki District).	There is no further progress at this stage – noting that there is only sufficient budget for planning and design. Communication between the Waihī Beach Mountain Bike Club and Ngati Tara Tokanui has been positive so far.	Planning on-going noting there is no current construction budget.

WAIHĪ-WAIHĪ BEACH CONNECTION

Project Description

Staff Comment/Update

Progress Level

Hauraki District Connection from Waihī to Waihī Beach

Continuing to progress – there are no further updates available at this stage.

On-going.

Subject to third party private landowner interest

CITRUS AVENUE TO SEAFORTH ROAD
Project Description	Staff Comment/Update	Progress Level
Implementation of a Waihī Beach Structure Plan new water main and shared path along the 3-Mile Creek unformed road.	The Developer is slowly progressing their plans for the subdivision but there is no clear expectation on their construction timing	In progress – construction planned for 2024

ALBACORE RESERVE TO ESTUARY SHARED PATH

Project Description

Staff Comment/Update

Progress Level

At the Board’s meeting on 19 April 2022, the Board confirmed that a shared path and cycle refuge on Seaforth Road was one of the Board’s priorities.

Work for the Albacore Reserve to Estuary shared path can commence following an Archaeological Authority assessment. As the Board currently has limited funds to carry out the works, staff suggest the Board consider funding the Archaeological Authority application process ($3,000-$5,000). Pending the outcome of the Archaeological Authority application and if funding became available, then the design and works for the project could commence immediately.

On hold

Minute action sheets – waihī beach trails

WAIHĪ BEACH HISTORICAL TRAIL INFORMATION PROJECT

Meeting Date

Description

Latest Update

29 November 2021

The Board sought an update from staff (following the meeting) on the panel that MishMish was producing for the Waihī Beach Historical Trail Information Project.

Mishmish has been engaged to edit the previous sign version based on the feedback received. This is not intended to change the overall sign design or content.

project updates - operations

WAIHĪ BEACH LIBRARY
Project Description	Staff Comment/Update	Progress Level
A new Waihī Beach Library and Community Hub.	The project is still in the detailed design phase. Staff will be consulting with the community on the project in the coming weeks, including attending the Waihī Beach Community Board meeting on 22 April 2024.	In progress

EMERGENCY MANAGEMENT

Project Description

Staff Comment/Update

Support the Waihī Beach Community to be resilient in the event of an emergency

A long standing Community Response Team Leader Marilyn Roberts has stood down as Team Leader for Waihī Beach North End and we have welcomed a new Community Response Team Leader, Sue Towler, who we will arrange for some media and support for moving forward.

Emergency Management Staff presented at Waihī Beach early March talking about emergency preparedness and what individuals can do to be better prepared.

project update – solid waste

ESTABLISHING COMMUNITY RESOURCE RECOVERY CENTRES

Project Description

Staff Comment/Update

Progress Level

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

The Resource Recovery Trial at Katikati Recycle Centre with Chrome Collective started on Thursday, 7 March 2024. More than 400 vehicles visited the centre over the first two open days and 2.5 tonnes of reusable goods were dropped off during this time. Traffic management was in place for the first two days to assist customers with the new lay-out that ensured a smooth flow of vehicles.

Feedback on the trial from customers is very positive and everyone we spoke to was happy to have a place for re-usable goods to go to and that the proceeds from upcycling or dismantling items, will benefit the local community. A couple of customers were concerned about the recycling area now being without cover from the elements. With most households in Katikati having kerbside recycling and glass collections, customers can choose to hang on to excess recycling if the weather is unfavourable. Greenwaste is also now assessed and paid for when customers enter the site, and this is working well.

Council staff and the Crome Collective crew are working in tandem to provide a positive experience to our customers. The implementation of the trial is the culmination of two years of undertaking a feasibility study, consulting, and working with our local community groups to establish Community Resource Recovery Centres in our district. Doing this ensures that our Council provide opportunities to divert resources from landfill as per our Waste Management and Minimisation Plan’s vision. The trial runs for six months until September 2024

Progressing - On-going

service requests

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

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

· Building Act Compliance – General Enquiry

· Collections – General Enquiry

· Customer Service Planning – District Plan Advice

· Customer Service Planning – Property Queries

· Environmental Planning – General Enquiries

· Land Development Engineering – General Enquiry

· Refuse – Refuse General

· Reserve and Property -Plumbing: Toilets/Taps/Waitui/Irrigation

· Reserve and Property - Harbour Structures

· Reserve and Property - Public Toilets (Hygiene/Paper ONLY)

· Reserve and Property - Reserve Buildings/Roads/Tracks/Furniture

· Wastewater General

· Water - Connection/Meter/Toby (Location) Enquiry

· Water - Emergency Shutdown

· Compliance & Enforcement – Abandoned vehicle

· Consents Administration – LIMS

· Customer Service Planning – Resource Consent Enquiries

· Customer Service Planning – Subdivision Enquiries

· Health – General Enquiries

· Health – Liquor License

· Kaupapa Māori – Land Enquiries

· Legal Property – General Enquiry

· Refuse General (NOT BINS OR DUMPING)

· Reserve and Property - All/Any Lighting and CCTV Camera matters

· Local Road Signs - Request for new/additional

· Wastewater - Grinder Pump/Septic Tank issue

· Water - Taste/Smell/Quality of Water

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

· Local Roads – Bridges/Structures – Replacement/Maintenance

· Properties – Corporate Properties – Lease/Rentals

Reserve and Property - BBQ's/Switches/Powerpoints

· Local Roads – Detritus (Loose Chips/Sand/Dead Animals)

· Privacy and LGOIMA – LGOIMA Request

Reserve and Property - Reserve Signs

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

Service Request Subtype	Notes	Completed	Under Investigation/Scheduled for Completion
Building Admin Enquiries	Enquiries relating to CCC, General, Processing and Inspector from across the Waihī Beach Community Area	28	0
Freedom Camping	Complaints regarding Freedom Camping impacting Roads and Reserves across Waihī Beach	4	0
Noise Complaints	Reports of noise complaints afterhours from across the Waihī Beach area	3	0
Resource Consents	Enquiries from Reel Road and Citrus Avenue	2	0
Customer Service Planning – General Enquiries	Enquiries from across the Waihī Beach area.	14	6
Customer Service Planning – Natural Hazards	Enquiries relating to flood hazard levels across the Waihī Beach Community	3	0
Health – Premises Hygiene	Reports from around the Waihī Beach area of property hygiene.	2	1
Kerbside Collective – Damaged Bin – Repair/Replace	Reports of bins that need to be repaired/replaced around the Waihī Beach area.	4	1
Kerbside Collective – General Enquiry	Enquiries from across the Waihī Beach area.	4	0
Kerbside Collective – Lost/Stolen Bins	Reports from across the Waihī Beach area.	6	0
Kerbside Collective – Missed Collection	Reports from Koutunui Road, Westwood Road and Dillon Street.	3	0
Kerbside Collective – Payt Tag	Reports from Rell Road and Beach Road regarding Payt Tags	2	0
Local Roads – Cesspit/Grill/Gutters and Drains	Reports from across the Waihī Beach area relating to replacement or maintenance	1	4
Local Roads – Footpaths on Local Roads	Reports relating to the replacement or maintenance across the Waihī Beach area.	2	2
Local Roads - General Enquiries	Enquiries from across the Waihī Beach community.	5	4
Local Roads – Lighting	Reports relating to the maintenance or replacement across the Waihī Beach area.	0	2
Local Roads – Non-Urgent Tree Requests	Reports from Ocean View Road and Ocean Breeze Road.	2	6
Local Road Signs – Graffiti/Damage – Replacement/Maintenance	Reports from Citrus Avenue, Athenree Road and Seaforth Road	2	1
Local Roads – Surface Defects	Reports from across the Waihī Beach community regarding to sealed local roads	0	3
Local Roads – Vegetation/ mowing (Not trees)	Reports from Athenree Road and Pohutukawa Road	0	2
Properties – General Enquiry	Enquiries from across the Waihī Beach area.	1	2
Pensioner Housing	Enquiries relating to Stafford Crt. 55	3	1
Rates – General Enquiries	General Enquiries from across the Waihī Beach area.	18	4
Water – General Enquiries	Enquiries from across the Waihī Beach Community	19	1
Water – Leaks	Reports of water leaks from across the Waihī Beach area	20	15
Urban Stormwater – General Enquiries	Enquiries from across the Waihī Beach Community	11	5
Stormwater – Flooding open drain / culvert – raining only	Reports from across the Waihī Beach area	2	2
Reserve and Property – General Enquiries	Enquiries from across the Waihī Beach Community	14	5
Reserve and Property – Trees Only	Reports from Waiiti Avenue, Pohutukawa Drive and Roretana Drive	3	0
Reserve and Property – Mowing Vegetation and Gardening (Not Trees)	Reports from Mermaid Place, Ocean View Road and Emerton Road.	3	0
Water - Meter/Toby issue (not leak)	Reports from across the Waihī Beach Community	4	4
Water – No Water	Reports from Mayor View Terrace and Dillon Street	1	1

Waihī Beach Community Board Meeting Agenda

22 April 2024

10.5 Waihī Beach Community Board - Financial Report February 2024

File Number: A6049110

Author: Ezelle Thiart, Financial Business Advisor

Authoriser: Allan Carey, Finance Business Partner Lead

Executive Summary

This report provides the Community Board with a two-monthly monitoring of its operational budget. Attached are the financial statements for the period ended 29 February 2024 (Attachment 1).

Noted total operational costs are under budget year to date.

Recommendation

That the Financial Business Advisor’s report dated 22 April 2024 and titled ‘Waihī Beach Community Board – Financial Report February 2024’, be received.

Grant payments made to date:

Resolution	Description	$
WB23-5.7	Sustainable Waihi Beach More Info	1,500
	2023/24 Total grants paid to date	1,500

Committed – Operational expenditure:

Resolution	Description	$
WBC24-1.6	Approve the purchase of a wreath for the ANZAC Day Service from the Contingency Account.	350
WBC22-1.3	Approve the purchase of a fold out gazebo from the Contingency Account.	250
WBC22-1.6	Approve from the Contingency account for venue hireage costs relating to the Te Mata Care Group meetings for the next 12 months.	300
	2023/24 Total operational commitments	900

2023/24 Reserve analysis:

Resolution	Description	$
	2023/24 Opening balance	147,667
WB22-2.5	Refund relating to the purchase and installation of water refill stations in Waihi Beach.	2,956
	2023/24 Closing balance	150,623

Committed – Reserves expenditure:

Resolution	Description	$
	2023/24 Closing balance before committed expenditure	150,623
WB17.5.3	Funding for engagement of local landscaper to provide assessment of Waihī Beach Road entranceway on current conditions and to provide recommendations.	(2,000)
WB20-3.9	Fund up to $3,000 for meetings in relation to the Community Plan. (In progress)	(3,000)
C20-11.7	Funding for ‘Live Well Waihī Beach’ up to $30,000 be funded from Waihī Beach Community Board Reserve Account. (Note: $29,712 paid as at 30 June 2021).	(288)
WB22-2.5	Fund up to $23,045.75 (incl. GST) for costs relating to the purchase and installation of water refill stations in Waihi Beach. (Note: $6,357 paid as at 30 June 2023)	(16,689)
WB22-3.10	Funding up to $12,000 for additions to the Broadlands Block Shared path project, from the Waihī Beach Community Board Reserve Account.	(12,000)
WBC24-1.4	Approve up to $2500 from the Waihī Beach Reserve Account towards a push button shower at Tuna Avenue (Roadside of Toilet Block)	(2,500)
	2023/24 Closing balance after committed expenditure	114,146

Attachments

1. Waihī Beach Community Board – Financial Report February 2024 ⇩

Chairperson	Ross Goudie
Deputy Chairperson	Dani Simpson
Members	Heather Marie Guptill Wayne Stevenson Cr Anne Henry Cr Allan Sole
Quorum	3
Frequency	Eight weekly / Workshops as required

Waihī Beach Community Board Roading Current Account	$
Current Account Opening Balance 1 July 2023	174,718
Allocation for 2023/24	157,020
Interest for 2023/24	7,862
Subtotal	339,600
Committed Projects
Albacore Reserve Path - in design stage
Wilson Road car park - rolled metal extension - Stage 1 (WBC23-6.11)	25,936
Dillon Street shared path bridge and footpath extension	163,155
Beach Road Double Bus Bay detailed design and pedestrian Refuge positioning.	40,000
Wilson Road car park - rolled metal extension - Stage 2	39,064
Committed Projects Total	268,155
Forecasted Current Account Closing Balance 30 June 2024	71,445
Non Committed Projects
Waihī Beach gateways project - Consultation	TBA
Wilson Road kerb build out and footpath extension (car park access)	15,000
Total Non Committed Projects	15,000

Date raised	Matter/Issue	Comment
February 2024	The Board requested pictures of the sustainable ANZAC wreath be circulated to the Board.	Pictures of the ANZAC wreaths were circulated to the Board.
	The Board requested a new group photo of the Community Board.	A photographer will be arranged for a time suitable to the Board.
	A member of the public requested a public accessway be developed through Jenkinson Street to Beach Road.	A service was raised SR.36878 and the proposal is being considered by the Reserves and Facilities Team. This proposal was also considered at the Board’s workshop on 25 March 2024.
December 2023	The Board requested to meet with the Athenree Action group to discuss priorities and a path forward for their desired projects.	The Community Board visited Waione Reserve with staff to discuss potential upgrades to the Reserve. The Chair will arrange an appropriate time to meet with the group once the projects have been finalised.