Agenda of Maketu Community Board Meeting

11 June 2024

Maketu Community Board

Membership:

Chairperson	Laura Rae
Deputy Chairperson	Rewi Boy Corbett
Members	Tippany Hopping Donna Walters TBC Deputy Mayor John Scrimgeour
Quorum	3
Frequency	Eight weekly / Workshops as required

Role and Purpose of Community Boards:

· To represent, and act as an advocate for, the interests of their communities.

· To consider and report on all matters referred by Council and its Committees, or any matter of interest or concern to the Community Board.

· To maintain an overview of services provided by Council within the community.

· To prepare an annual submission to the Council for expenditure within the community.

· To communicate with community organisations and special interest groups within the community.

· To undertake responsibilities as delegated by Council or its Committees.

Delegated Functions:

Subject to compliance with Council strategies, policies, plans and legislation:

· To have input into Council and its Committees on issues, services, plans and policies that affect communities within the Community Board Area.

· To provide an effective mechanism for community feedback to Council.

· To receive reports from Council appointees on Council matters relevant to the Community Board.

· To control, expend and monitor funds as allocated by Council.

· To allocate Community Board reserve funds to specific capital non-recurring projects for council assets on council land.

Maketu Community Board Meeting Minutes

16 April 2024

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Maketu Community Board Meeting No. MKC24-2
HELD IN THE Maketu Community Centre, Wilson Road, Maketu
ON Tuesday, 16 April 2024 AT 7.00pm

The Chairperson opened the hui and asked for a moment of silence to acknowledge the passing of Councillor Richard Crawford (Te Puke - Maketu Ward Councillor).

1 Present

Chairperson L Rae, Deputy R Corbett, Member T Hopping, Member D Walters and Deputy Mayor J Scrimgeour.

2 In Attendance

C Crow (General Manager Infrastructure Group), G Golding (Governance Manager), and E Logan (Governance Advisor).

2 members of the public.

3 Apologies

Nil

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

7.1 Larissa Wharepouri and Hariata Rewi – various items

Ms Wharepouri and Ms Rewi were in attendance to request updates on the Urupā and to discuss various other issues. The below points were noted:

· Ms Wharepouri stated that a letter had been sent to the Reserves Manager outlining the problems that needed to be fixed. The General Manager Infrastructure Group committed to providing a response to Ms Wharepouri’s letter.

· The Urupā did not have proper handrailing, drainage or maintenance which was seen by the community as a breach of the Burial and Cremation Act 1964 by Council.

· Staff advised that the handrailing installation at the Urupā was to begin within two weeks following the Board meeting.

· It was requested in the letter sent to the Reserves Manager, that a blessing take place when removing headstones from the Urupā.

· It was the community’s view that the main cause of flooding was the poor drainage. It was requested that the drainage be fixed before the handrailing was installed.

· The General Manager Infrastructure Group would have two onsite hui. The first hui would be to discuss concerns and ways forward, including timeframes. The second hui would be with the whānau impacted. The blessing would take place during this hui.

· Concern was raised around the amount of soil that would be added onto the Urupā. The General Manager Infrastructure Group would provide feedback on the rationale for the amount of soil that was expected to be needed.

The Chairperson provided the following updates on Wilson Road:

· The speed limit would be changed from 70km to 50km along a section of Wilson Road.

· The rehabilitation of Wilson Road would happen within the next two years (by 2026). The drainage issues would be addressed in the rehabilitation of the road. This work would be finalised with the contractors, and the final work plan would be fed through the Board prior to the project beginning.

Ms Rewi raised concern about the mowing done by contractors across Maketu.

The Chairperson and the General Manager Infrastructure Group provided the following comments:

· A Service Request was raised regarding the issue of mowing. Staff spoke with contractors and carried out an audit to ensure the contractors had met the mowing requirements.

· The contractors would be contacted to discuss quality control.

8 Minutes for Confirmation

8.1 Minutes of the Maketu Community Board Meeting held on 20 February 2024

Resolution MKC24-2.1

Moved: Deputy Mayor J Scrimgeour

Seconded: Member T Hopping

1. That the Minutes of the Maketu Community Board Meeting held on 20 February 2024 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 Reports

9.1 Maketu Community Board Workshop Notes - 26 March 2024

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

9.2 Maketu Community Board - Chairperson's Report - April 2024

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

· The mural artist had received the first instalment and had begun prepping the wall.

In response to questions, the following matters were noted:

· Staff provided an update on the next steps of the Representation Review.

Resolution MKC24-2.2

Moved: Member T Hopping

Seconded: Member D Walters

That the Chairperson’s report dated 16 April 2024 titled ‘Maketu Community Board – Chairperson’s Report – April 2024’ be received.

Carried

9.3 Maketu Community Board Councillor's Report - April 2024

The Board considered a report from the Deputy Mayor Scrimgeour. The report was taken as read with further discussion on the below:

· A flying fox would be installed at the Kio Kio Reserve as part of the Long Term Plan.

· There was uncertainty around the future of Māori wards within the District.

Resolution MKC24-2.3

Moved: Deputy Mayor J Scrimgeour

Seconded: Chairperson L Rae

That Deputy Mayor’s report dated 16 April 2024 titled ‘Maketu Community Board Councillor’s Report – April 2024’ be received.

Carried

9.4 Maketu Community Board Grant Applications - April 2024

The Board considered a report dated 16 April 2024 from the Governance Advisor. The report was taken as read.

Resolution MKC24-2.4

Moved: Member D Walters

Seconded: Member T Hopping

1. That the Governance Advisor’s report dated 16 April 2024 titled ‘Maketu Community Board Grant Applications – April 2024’ be received.

2. That the Maketu Community Board approve the grant application from Maketu ANZAC Committee for $1,000 to contribute towards the Maketu ANZAC dawn commemorations 2024. This grant will be funded from the Maketu Community Board Grants Account, subject to all accountabilities being met.

Carried

9.5 Maketu Community Board - Projects and Operations Report - April 2024

The Board considered a report dated 16 April 2024 from the Governance Advisor. The report was taken as read, with further discussion on the below:

· Staff explained that the Wilson Road North project was temporarily on hold due to the change in contractors used by Council.

· There was discussion about the installation of a Rubbish Bin at Arawa Avenue. The General Manager Infrastructure Group would discuss potential alternative options with the Solid Waste Manager.

· The Board had been experiencing issues with Service Requests. The Governance Manager had contacted the Customer Services Manager to manage this issue.

Resolution MKC24-2.5

Moved: Member T Hopping

Seconded: Member D Walters

That the Governance Advisor’s report dated 16 April 2024 titled ‘Maketu Community Board – Projects and Operations Report – April 2024’ be received.

Carried

9.6 Maketu Community Board - Financial Report February 2024

The Board considered a report dated 16 April 2024 from the Financial Business Advisor. The report was taken as read.

Resolution MKC24-2.6

Moved: Deputy Mayor J Scrimgeour

Seconded: Member T Hopping

1. That the Financial Business Advisor’s report dated 16 April 2024 titled ‘Maketu Community Board – Financial Report February 2024’ be received.

2. That the Maketu Community Board approve for the remaining funds from the below resolution, to be released back into the Contingency Account:

a. MKC23-5.5 with remaining funds of $600.00

Carried

The Meeting closed at 8.20pm.

Confirmed as a true and correct record at the Maketu Community Board meeting held on 11 June 2024.

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

Chairperson L Rae

CHAIRPERSON

Maketu Community Board Meeting Agenda

11 June 2024

9.2 Maketu Community Board - Chairperson's Report - June 2024

File Number: A6300472

Author: Laura Rae, Community Board Chairperson

Authoriser: Rachael Davie, Deputy CEO/General Manager Strategy and Community

Executive Summary

1. The purpose of this report is for the Maketu Community Board’s Chairperson to provide the Board with information and updates on events and matters within the community.

Recommendation

1. That the Chairperson’s report dated 11 June 2024 titled ‘Maketu Community Board – Chairperson’s Report – June 2024’ be received.

Background

Firstly, I’d like to wish all the candidate’s luck in our upcoming Te Puke – Maketu Ward by-election. Campaigning has begun, voting opens on 26 June 2024 and closes on 18 July 2024. Whomever is successful will sit and deliberate on the feedback to Council’s Long-Term Plan and remain in their set for just over one year until our official Local Government Election in 2025.

It's has been a great joy so far to get around and inform people of the Council’s Long-Term Plan and hear their feedback. An extra special thing was that I was able to give some hardcopy feedback forms to our Community Centre to give out to those who can’t get them in Te Puke. Maketu has its consultation even in conjunction with our next Maketu market on 16 June 2024. The Maketu Community Board and three ward Councillors will be in attendance to answer questions around the plan alongside staff. Feedback closes the next day. However, we will be finalising and endorsing our board submission before our formal meeting 11 June 2024, considering the timing for feedback closing.

The Maketu Community Board also attended the Representation Review Community Board Workshop on 4 June 2024 at the Te Puke War Memorial Hall. The representation of our community and others matter to our Board and we will be finalising our submission before feedback closes.

Shared Reading Shelter

The Board reviewed the draft design for our reading shelter at our last workshop on 28 May 2024. We shared our comments around materials, look, costings, and locations. The Architect we have engaged with to complete this work will now wait on the designated name of the structure (with potential for community involvement). We will also be looking at various alternative and potentially cheaper options for the opening entrance. We will meet with him again before a final design is signed off by the Board.

Footpath Extension

At the Maketu Climate Change event, the Board was privileged to be asked to have a booth as we were recognised as a sufficient partner of the community’s climate adaption plan, for the work we have done over the years. Board Member T. Hopping was able to attend and canvas the community for ideas, feedback, and concerns. Through this engagement, it became apparent that the community would like the footpath on Wilson Road North to be extended from numbers 552 through to 530. I have provided the Transport Area Engineer with further information around the location. From here, we would like to receive a cost estimate to determine whether we would like to pursue the project further. The Board acknowledges that the influx of children walking to school in the area has increased over the years, as has then number of people who enjoy walking the block of Maketu, all of which will be considered when making the final decision.

Culvert Upgrade and Relocation

Over the years, the Board has heard concerns and calls from the community for a larger culvert at Hapimana Road. The intention of this is to manage stormwater and the division of the water. We have suggested that the culvert be diverted to the other side of the road, further up the hill from where it currently sits to mitigate the risks of potential flooding to the properties in the area. We are currently work with the Transport Area Engineer to figure out the logistics of this potential project.

Wharekahu Urupa

We have made progress since our last meeting and would like to keep the momentum going. An onsite hui was held on 5 June 2024 to finalise earthwork plans and answer all questions that were addressed in the letter Council received from the Working Group. The last two affected families have now been engaged and were in favour toward the works progressing. A final onsite hui will be planned before the work proceeds.

Upcoming Engagement

Lastly, the Board will be requesting a meeting with the Maketu Marae Trustees and the Maketu Marae Committee to discuss potential for another well-favoured project in Maketu to ensure we are all on the same page. We will also take this opportunity to hear their aspirations for Maketu to guide us in our decision making for the future of Maketu as a whole. So, watch this space for further updates around that.

Maketu Community Board Meeting Agenda

11 June 2024

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

File Number: A6246631

Author: Ella Logan, Governance Advisor

Authoriser: Cedric Crow, General Manager Infrastructure Services

Executive Summary

1. The purpose of this report is to provide the Maketu Community Board with an overview of the infrastructure projects currently being undertaken in the Maketu area and provide an overview of the operational matters from across Council that relate to the Maketu area.

Recommendation

1. That the Governance Advisors report dated 11 June 2024 titled ‘Maketu Community Board – Projects and Operations Report – June 2024’ be received.

ROADING ACCOUNT

Maketu Community Board Roading Current Account		$
Current Account Opening Balance 1 July 2023		$168,073
Allocation for 2023/24		$72,852
Interest for 2023/24		$7,563
Subtotal		$248,488
Approved Projects	Status	$
Bus Shelter	Awaiting Final Costs	$10,820
Bike Racks	Completed	$4,788
Subtotal		$15,608
Forecasted Current Account Closing Balance 30 June 2024		$232,880

Project Updates – Roading

IMPROVEMENT TO CULVERT CAPACITY - SPENCER AVENUE

Project Description

Staff Comment/Update

Progress Level

The Board was advised that the parallel pipe with fish friendly flaps was being assessed before approaches were made to the Bay of Plenty Regional Council with a proposal for consideration of funding options.

The design work has been completed. The improvement of the culvert will be delivered during this coming construction season 24/25 programme, year 1.

In progress

WILSON ROAD NORTH WIDENING
Project Description	Staff Comment/Update	Progress Level
Widening of Wilson Road North.	The rehabilitation of Wilson Road North will be delivered in the 25/26 work programme, year 2. Council will socialise the design as part of the 24/25 programme, year 1. Unfortunately, WSP had not progressed the design as staff initially thought. As a result of this, there will not be enough time for design and delivery this coming construction season.	In progress

MAKETU CYCLEWAY

Project Description

Staff Comment/Update

Progress Level

The Board requests that Council approach Te Arawa Lakes Trust, regarding the possibility of the end of the existing cycleway extending through Te Arawa Lakes Trust land onto Spencer Avenue reserve land.

The Cycleway Manager has reached out to Te Arawa Lakes Trust staff but has been unsuccessful in receiving any response.

The Chairperson has a contact on the Te Arawa Lakes Trust Board, who they have requested an update from.

In progress.

WILSON ROAD NORTH WORKSHOP
Meeting Date	Description	Latest Update
October 2023	The Board requested an onsite workshop with the Transportation Area Engineer to discuss the Wilson Road North project. The Transportation Area Engineer would discuss the project with the designers prior to the workshop.	Workshop will go ahead once the designs are ready to be presented to the Community Board.

minute action sheets – roading

project updates – water services


Project Description	Staff Comment/Update	Progress Level
Maketu Wastewater Treatment Plant – Irrigation Field	The WWTP disposal field is currently non-compliant and needs to be renewed as soon as possible. Optioneering has been completed on the best way forward for the irrigation field, options we looked at was like for like, deeper pipes and above ground irrigation. The best option is a like for like (shallow pipes) system with improvements made to the cut and carry operation and sequencing of the field disposal. The next steps are for the team to complete the remaining design work and begin procurement.	On track
Maketu Water Reticulation Renewals.	The team are working on renewing watermains in Maketu, scoping is complete, and the design continues to be developed. Upon completion of the design, staff will undertake procurement to enable construction at the start of the season.	On track

Project Updates – RESERVES

COASTAL RENEWALS IN FRONT OF SURF CLUB
Project Description	Staff Comment/Update	Progress Level
Coastal Erosion protection.	A drone survey was carried out in November to show the progress of this project. The site was deemed to be fit for purpose following the depositing of sand.	Complete.

MAKETU CEMETERY

Project Description

Staff Comment/Update

Progress Level

Maketu Cemetery/Urupā concerns.

An onsite hui was held on 5 June 2024 with the Board, Staff, and members of the Working Group to discuss earthworks. Subject to the outcome of the 5 June hui, a second onsite hui will be planned with the affected whānau where a blessing will take place. Following this blessing, the improvement work can then commence. The second hui is yet to be scheduled.

The Community Board Chair has contacted the next of kin to inform them of the proposed work to be undertaken to better manage the stormwater in the lower part of the cemetery.

In progress.

SPENCER ROAD RESERVE

Project Description

Staff Comment/Update

Progress Level

Implement Concept Design plan.

Planning fill as per the resource consent is in progress. The seat is now completed and planning to install. The maintenance of the wetland and orchard is still being carried out by the MOWS with the main grass areas being maintained under the Reserves maintenance contract.

In progress.

MAKETU BOOK SHARING SHELTER

Project Description

Staff Comment/Update

Progress Level

To create a small central reading space within the village.

The Board reviewed and provided feedback on the concept design presented by the Architect at the 28 June 2024 workshop. The Architect will create further concept designs and provide a final design to the Board.

The Board intend to engage with the Maketu community for input on the name for the book shelter.

In progress.

MAKETU INFORMATION CENTRE MURAL
Project Description	Staff Comment/Update	Progress Level
A local artist to paint a mural on the side of the information centre.	The local mural artist has begun prepping the wall. Once the wall prep has been completed, the painting will begin.	In progress.

INSTALLATION OF HANDRAILS AT CEMETERY

Project Description

Staff Comment/Update

Progress Level

Installation of handrails along the pathway through the Maketu Cemetery.

Handrailing has been installed on one side of the driveway as indicated by the redlines in the aerial image below. If the Board requires additional handrailing on the other side (assuming it is practical to do so) then the handrailing for the other side of the path can be fabricated and installed with funding from the original approved Community Board funding.

In progress.

minute action sheets – reserves

Nil

project updatEs – OPERATIONS

EMERGENCY MANAGEMENT

Project Description

Staff Comment/Update

Progress Level

Support the Maketu Community to be Resilient in the event of an Emergency.

Council Emergency Management staff supported a community-led Disability Information Open Day at Maketu Community Centre on 21 March to help educate those living with a disability and to increase their emergency preparedness. There were a number of community organisations and agencies exhibiting information and a successful attendance of locals looking for information.

This project is now closed, but ongoing support is available from the Council’s Community Resilience Advisor to the Maketu/Little Waihi Community to promote community resilience.

Complete.

service requests

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

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

· Compliance & Enforcement – Abandoned Vehicle

· Compliance & Enforcement - Bylaw Issues (Smell/Smoke/Vermin/Insect)

· Collections - General enquiry/call back

· GENERAL/Miscellaneous - Local Roads

· Refuse - Illegal Dumping + Carcasses

· Reserves and Properties - Trees (only)

· Wastewater - Wastewater General

· Consents Planning - Call back for specific planner

· Kerbside Collective - Damaged Bin - Replace/Repair

· Kaupapa Maori - General Enquiry

· Legal Property - General Enquiry/Call-back

· Reserve and Properties - Litter/Litter Bins or dumping in Reserve

· Kerbside Collective - Missed Collection – Investigation

· Local Roads - Road Surface Defects - SEALED LOCAL RD

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

· Local Roads - ALL Cesspit/Grill/Gutters & Drains (sealed road) - Replacement/Maintenance Asset Requests

· Water Revenue - Water connection application

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
All water leaks	Reports from across the Maketu community with multiple reports from Wilson Road	5	1
Emergency Shutdown – Water	Reports from Wilson Road	2	0
General enquiry/Call back – Building Admin	Enquiries from School Road and Arawa Avenue	2	0
General enquiry/call back – Rates	Enquiries from Little Waihī Road and Williams Cresent	2	0
General enquiry/call-back - Customer Service Planning	Enquiries from Maketu Road, Wilson Road, Arawa Avenue and Kauri Place	4	0
Grinder Pump/Septic Tank issue	Reports across the Maketu Community	12	1
Local Rds-NON-URGENT tree requests	Request for trimming or removal of fallen tree/branch from Town Point Road	2	0
Maori land enquiries	Enquiries from across the Maketu community – Multiple from Kiokio Place	4	1
Pumpstation Issue or Blockage	Reports from Maketu Road and Arawa Avenue	2	0
Urban Stormwater General/Info Request	Requests from Little Waihī Road and Kiokio Place	1	1

Maketu Community Board Meeting Agenda

11 June 2024

9.5 Maketu Community Board - Financial Report April 2024

File Number: A6241464

Author: Ezelle Thiart, Financial Business Advisor

Authoriser: Allan Carey, Finance Business Partner Lead

Executive Summary

This report provides the Community Board with two-monthly monitoring of its operational budget. Attached are the financial statements for the period ended 30 April 2024 (Attachment 1).

Total operational costs are under budget YTD.

Recommendation

1. That the Financial Business Advisor’s report dated 11 June 2024 titled ‘Maketu Community Board – Financial Report April 2024’ be received.

Grant payments made to date:

Resolution	Description	$
MKC24-2.4	Maketu ANZAC dawn commemorations 2024	1,000
	2023/24 Total grants paid to date	1,000

Committed – Operational expenditure:

Resolution	Description	$
MKC24-1.7	Approve up to $350 (excluding GST) from the contingency account for the purchase of a reusable wreath for the ANZAC Day service.	350
	2023/24 Total operational commitments	350

2023/24 Reserve analysis:

Resolution	Project/Description	$ (Payments made)
	2023/24 Opening Reserve balance	157,363
	No transactions year to date	0
	2023/24 Closing Reserve balance before commitments	157,363

Remaining commitments from Maketu Community Board Reserve Account

Resolution	Description	$ (Remaining Funds)
	Opening balance before commitments	157,363
MC20-6.7	Up to $30,000 for the installation of an additional BBQ by the Surf Club. (Note: The project received approval and is going ahead)	(30,000)
MKC23-4.9	Approves expenditure of up to $26,000, for the purpose of installing handrails at the Maketu Cemetery (Wharekahu), provided that a second quote is sought in a timely manner by Council staff, and the Board reserves the right to engage on the final design with the Urupā Task Force.	(26,000)
MKC23-5.4	Approve the funding for the new bus shelter on Arawa Avenue for $7,500.	(7,500)
MKC24-1.4	Approve up $8,000 for costs relating to the Maketu Information Centre mural.	(8,000)
MKC24-1.3	Approve up to $15,000 for costs relating to the Book Sharing Shelter subject to approval from the Reserves and Facilities Manager.	(15,000)
	2023/24 Closing balance after the committed expenditure	70,863

Attachments

1. Maketu Community Board – Financial Report April 2024 ⇩