Agenda of Waihī Beach Community Board Meeting

Waihī Beach Community Board Meeting Minutes

22 April 2024

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihī Beach Community Board Meeting No. WBC24-2
HELD IN THE Waihī Beach Community Centre, 106 Beach Road, Waihī Beach
ON Monday, 22 April 2024 AT 5.30pm

1 Present

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

2 In Attendance

A Henderson (General Manager Corporate Services), S Elvin (Project Manager), and R Leahy (Governance Advisor).

23 Members of the Public, including:

Mayor James Denyer

Councillor Rodney Joyce

Katikati Community Board Chairperson J 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 Mike Preston - Carparking outside Waihī Beach Chemist (Wilson Road)

Mr Preston, owner of Waihī Beach Chemist was in attendance to discuss the lack of parking outside his premises. Mr Preston outlined his concerns (Tabled Item 1) and presented concept designs (Tabled Item 2) to the Board, the following points were noted:

· There was a scarcity of parking on Wilson Road and no available parking outside the Chemist. The lack of parking has led to people parking illegally in the middle of the street, which is a hazard to other drivers.

· The maturing garden beds adjacent to the Waihī Beach Chemist limited the visibility for drivers and could be used as a parking area instead.

· Due to the services that the Chemist provide such as vaccinations, customers required at least 30 minute parking spots.

· Mr Preston provided two concept designs that showed moving the pedestrian crossing, as well as the removal of the garden beds which would be replaced with carparks.

· The Board requested the proposal be sent to the Transportation Team for consideration with any recommendations be reported back to the Board.

7.2 Jim Cowern – two mile creek sand disposal

Mr Cowern, a resident of Waihī Beach, was in attendance to discuss issues with the disposal of sand from the Two Mile Creek Stream Protection project. He noted the below points:

· Following the works on Two Mile Creek, sand taken from the creek had been dumped on the beach.

· Mr Cowern was of the belief that the Regional Council’s resource consent for the project required the sand from Two Mile Creek be shifted back on to the dunes.

· The Board requested information on how the sand from Two Mile Creek should be disposed of under the resource consent to be reported back to the Board.

7.3 Dennis Henderson - Athenree Road Works

Mr Henderson, from the Athenree Action Group, was in attendance to discuss the road works on Athenree Road. He noted the below points:

· Road works were currently being completed on Athenree Road, which was disruptive to residents.

· Residents were concerned with the lack of communication from Council on the works. Residents had received a notification from the contractor but not Council about the works.

· The Board requested a schedule of the road works in Waihī Beach, Athenree and Bowentown area.

7.4 Trisha Coates - Elderly Housing

Ms Coates, a resident of Waihī Beach was in attendance to discuss the establishment of an Elderly Housing Trust in Waihī Beach. She noted the below points:

· A group of residents were concerned that Council would not be replacing the elderly housing flats that were removed following the flooding event in May 2023. In response to this issue, they were forming a Trust for elderly housing Waihī Beach.

· Ms Coates requested assistance from Council to establish an area where elderly housing could be built.

· Ms Coates was of the belief that around 200 elderly residents may require housing in the future.

· The group was investigating whether the Returned Services Association could be involved in the Trust or if it would be stand alone.

7.5 Ian Locke - Jenkinson Street Accessway

Mr Locke, a resident of Waihī Beach was in attendance and requested an update on his proposal for an accessway between Jenkinson Street and Beach Road. The below points were noted:

· The Board had submitted the proposal to Council staff, who considered the request.

· Staff advised that the area where the elderly housing units were demolished would be open space. A formal accessway would not be built there, however there would be no barrier to prevent members of the public walking through.

· A concern was raised about the lack of privacy for residents in the elderly housing units if there was an increase in people using the area as an accessway.

7.6 Reon TuanaU - Te Whānau a Tauwhao Ki Otawhiwhi

Mr Tuanau was in attendance to provide the Board with the below updates:

· There was a focus on the Taiao work on the Hapū Management Plan for the vision for the next 25 years was progressing.

· The Hapū was involved with a new project called eDNA which used DNA sampling technology for research.

· There had been some positive outcomes from pest control and trapping, which included the return of Kākā to the area.

· The 2024 Matariki event would be held on the beach by Brighton Reserve.

8 Presentations

8.1 Bay of Plenty Regional Council - Caulerpa

Representatives from Bay of Plenty Regional Council were unable to attend the meeting.

8.2 Proposed Waihī Beach Library Design - Community Consultation

The Project Manager was in attendance and presented a PowerPoint presentation on the Waihī Beach Library Design (Tabled Item 3). She responded to the following pātai:

· Staff would consult with the community and Hall Committee on the design for the project.

· There was no covered walkway between the hall and library in the design. However, there would be a connection with paths and landscaping.

· There would be pedestrian access from Beach Road to the library.

· The net total of carparks lost from the project would be 19-20. There was currently no plan or budget to have additional carparks out the back, however, staff would take direction from the Councillors on this.

· Staff would discuss with the Reserves and Facilities Team about removing the designated freedom camping carparks to gain more carparking for the library and hall.

· It was expected that the staffing needs of the new library would require two full-time and one part-time staff.

· The new library would be 100 per cent loan funded. Community affordability had been considered for this project.

9 Minutes for Confirmation

9.1 Minutes of the Waihī Beach Community Board Meeting held on 26 February 2024

Resolution WBC24-2.1

Moved: Cr A Henry

Seconded: Member H Guptill

1. That the Minutes of the Waihī Beach Community Board Meeting held on 26 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

10 Reports

10.1 Waihī Beach Community Board - Workshop Notes - 25 March 2024

The workshop notes were taken as read and no further discussion was held.

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

The report was taken as read, with further discussion on the below items:

· The Board raised concerns about the length of time it had taken for the entranceway signs project progress. The Board requested cost estimates for the signs for consideration at a future workshop.

· The Board was advised that a legal agreement between Council and the landowner where the entranceway signs would be placed may be required.

· The Board queried whether the town centre development fund for Waihī Beach could be used for some of their projects.

Resolution WBC24-2.2

Moved: Chairperson R Goudie

Seconded: Cr A Sole

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

Carried

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

The report was taken as read, with further discussion on the below items:

· Cr Henry acknowledged the passing of Cr Richard Crawford and reiterated he was driven and worked hard for his community.

· It was clarified that the extension for the Long Term Plan was due to the legislative changes to the Three Waters reform.

· It was clarified that no decision on workshop notes being included on Council and Committee agendas had been made yet.

Resolution WBC24-2.3

Moved: Cr A Henry

Seconded: Cr A Sole

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

Carried

10.4 Waihī Beach Projects and Operations Report - April 2024

The report was taken as read, with further discussion on the below items:

· The Board would workshop their existing roading projects and prioritise them with consideration to their budget.

· The Board raised concerns about the progress of getting the Athenree-Waihī Beach crossing project to resource consent stage. It was felt the project was vital to connect Athenree to Waihī Beach.

· Some Members felt that it was not a good use of Reserves Budget to fund an Archaeological Authority application report for the Albacore Reserve shared path as there may not be enough budget to undertake the project.

· The Board may consider funding an Archaeological Authority application and Albacore Reserve shared path closer to when the Athenree-Waihī Beach crossing would be built.

· The Chairperson had received compliments from members of the public about the installation of the Tuna Avenue outdoor shower.

Resolution WBC24-2.4

Moved: Chairperson R Goudie

Seconded: Member W Stevenson

1. That the Governance Advisor’s report dated 22 April 2024 titled ‘Waihī Beach Projects and Operations Report – April 2024’ be received. CARRIED

Resolution WBC24-2.5

Moved: Deputy Chair D Simpson

Seconded: Member H Guptill

2. That the Waihī Beach Community Board approve up to $15,000 from the Waihī Beach Roading Account for costs relating to the footpath extension and removal of two carparks at the entrance of Wilson Road carpark (behind the porch).

Carried

10.5 Waihī Beach Community Board - Financial Report February 2024

The Board considered a report from the Financial Business Advisor. The report was taken as read and no discussion was held.

Resolution WBC24-2.6

Moved: Member W Stevenson

Seconded: Cr A Henry

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

Carried

The Meeting closed at 8.00pm.

Confirmed as a true and correct record at the Waihī Beach Community Board meeting held on 17 June 2024.

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

Chairperson R Goudie

CHAIRPERSON

Waihī Beach Community Board Meeting Agenda

17 June 2024

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

File Number: A6298326

Author: Ross Goudie, Community Board Chairperson

Authoriser: Greer Golding, Governance Manager

Recommendation

1. That the Community Board Chairperson’s report dated 17 June 2024 titled ‘Waihī Beach Community Board Chairperson’s Report – June 2024’ be received.

2. That the Waihī Beach Community Board approve up to $2160.00 from the Conferences Budget for costs related to attending the 2024 LGNZ Community Board Executive Committee Conference.

Welcome To Waihi Beach Signs

The Community Board are eager to see this project progress. We have draft designs and have agreed to site locations on Waihī Beach Road and Athenree Road. An update has been provided in the Projects and Operations report.

24 Wilson Road, the car park. into road, the

Council have applied to the Waitangi Tribunal for the memorial on 24 Wilson Road to be removed and the land vested into road. If the land is vested then Council can begin to progress any plans it may have for the area.

Long-Term Plan 24-34

Submissions close the same day as our community board meeting. The Board has put out a questionnaire to our community about what they think about the plan. This will inform us for our submission. The Community Board has until 17 June to put in our submission.

Parking in Wilson Road (behind The Porch)

Good progress has been made on this project, and I hope the increase to approximately 46 car spaces helps in the area.

Fourth Friday event

It is great that the Wilson Road retailers have come up with a plan, and the turnout on the 24th was also great, considering it was a cold night. The next Fourth Friday, Waihi Beach Village, falls on the 28th of June, which is Matariki Friday! The bonus for this being a public holiday is that Waihi Beach will become a hive of activity as we welcome all those who choose to holiday here.

Waihi Beach Community Plan.

This plan needs updating by the Board at the August meeting as it should be reviewed on an annual basis. The Board needs to consider going back to the original group and asking them to be part of a review of how we have progressed.

Town Centre Plan

Our last Town Centre Plan was done in 2008, and the Board has been advocating for a revision and update. There has been a suggestion that we should make our own plan with our own Community Board funds or the Town Centre Development Fund. This would have to be agreed to by the Council and inform the Spatial Plan when this happens. Advice is currently being sought from Council staff about this matter.

The new Library Plans

The plans are available at the Library. Please have a look. An open day at the Waihī Beach Community Centre was held, with around 50 visitors attending the event. Consultation for the library closed on June 3. Council will review and consider feedback this month.

Community Boards Executive Committee Conference Local Government New Zealand LGNZ 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.

Jenkinson Street-Beach Road Accessway

We have had requests from residents for a path from the bottom of Jenkinson Street to Beach Road where the elderly housing is. A fence has been built at this site, however, there is still an entranceway point that can be used to walk down to Beach Road. This is not a formal accessway.

Road Works

The Community Board requested a schedule of the road works in the Athenree, Bowentown and Waihī Beach area. Staff have provided this schedule so we can be informed if we are asked questions by members of the public.

Waihī Beach Community Board Meeting Agenda

17 June 2024

10.5 Waihī Beach Projects and Operations Report - June 2024

File Number: A6279924

Author: Rosa Leahy, Governance Advisor

Authoriser: Cedric Crow, General Manager Infrastructure Services

Executive Summary

The purpose of this report is to provide the Waihī Beach Community Board with an overview of the Infrastructure Projects currently being undertaken in the Waihī Beach area, as well as to provide an overview of the operational matters from across Council that relate to the Waihī Beach area.

Recommendation

1. That the Governance Advisor’s report dated 17 June 2024 titled ‘Waihī Beach Projects and Operations Report – June 2024’ be received.

2. That the Waihī Beach Community Board approve up to $4500 from the Waihī Beach Reserves Account for costs relating to consultant advice for the Entranceway Signs project.

roading Account

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
Completed Projects
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
Total	268,155
Committed Projects
Albacore Reserve Path - in design stage and on hold	-
Wilson Road kerb build out and footpath extension (car park access)	15,000
Total	15,000
Non Committed Projects
Waihī Beach gateways project – Design stage	TBA
Total Non Committed Projects	-
Forecasted Current Account Closing Balance 30 June 2024	56,445

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.

The bus bays will be funded out of the current Council budgets. The bus bays will be delivered by the Transportation Team and scheduled into their work programme.

In progress – on track.

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.

Council has applied to the Waitangi Tribunal to remove the memorial title off 24 Wilson Road and the vest it into road. This has been publicly notified. Pending the outcome of this process, Council can consider options for this area.

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.	The Wilson Road Carpark extension works have been completed. Staff are awaiting additional wheel stops to be installed.	In progress – on track

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)	To improve the visibility issues with the entry and exit to the carpark, one or two carparks on Wilson Road may need to be removed and replaced with a footpath extension and sight rails. The Transportation Engineer requests that the Board meet onsite to talk through the design and safety principles at this location.	In progress

DILLON/EDINBURGH STREET INTERSECTION
Project Description	Staff Comment/Update	Progress Level
Address the safety concerns at the Dillon Street – Edinburgh Street intersection.	Council engaged a consultant and has now received a design for a raised table at this location. The design is currently undergoing minor adjustments and a finalised version will be provided in the coming weeks. Implementation will be scheduled once the final design has been accepted by staff.	In progress

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.

Seaforth Road from the Pio Road Roundabout to a location near the western boundary of Seaforth Road south recreation reserve was being considered for a rehab design which included widening and drainage enhancements. This project was in its design phase and included in Councils Lump Sum maintenance contract with WestLink. Unfortunately, this contract ended abruptly with the detailed design yet to be finalised. Work has not been rescheduled yet. The work will be somewhat reliant on the forthcoming arrangements with the yet to be appointed contractors.

Until that time, the road surface will be repaired and maintained to Councils contractual levels of service.

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 the Athenree Road entranceway sign has been recommended and approved by the Transportation Team (Attachment 1). The location for the Waihī Beach Road entranceway sign has been tentatively agreed to by the Board, however, due the location it will require advice from Council’s legal property team to ensure long term placement. The structural design elements of the signs will be undertaken by a structural engineer to consider all safety elements. Council does not have an inhouse structural engineer, this cost will need to be covered by the Board. The Transportation Engineer has approached a consultant for costing for the structural design work. A quote for consultant advice for the concept design stage of the signs has come back at $3,500 (plus GST). A recommendation to approve funding towards this has been included on page 1 of the report. The final engineered design will be an additional cost that will require funding from the Board. .

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 including planting of the dunes in the soakage basins where a planting day was held for Monday, 22 April.

Complete

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 18 properties so far, and the project is progressing well. The application for resource consent for upstream works has been approved by the Bay of Plenty Regional Council (BOPRC). This is a significant milestone for our project, setting the stage for continued progress. The works will continue upstream of the creek after completing Phase 1 and are expected to be completed by the end of this calendar year (2024).	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. This is a project in the current LTP which programmed for FY/2026 with initial concepts being a pumpstation. Further work is required to confirm the feasibility of this project.

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.	Following the establishment of the Regulatory Hearings Panel, the Community Mara Kai submissions will be heard through this panel and a recommendation will go to Council following the hearing. A date for this hearing has not yet been set.	On hold

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 are endeavouring to agree on a date for hui with all parties (Tangata whenua, Landscape Architect, Resource Consent Planner).

A timeframe and process for the project was provided to the Board as follows:

· By August 2024, complete initial draft concept design in partnership with Tangata whenua.

· September to November 2024, undertake fresh community consultation on the draft concept design. This feedback will be used to conclude the concept design for the resource consent application.

· February 2025, finalise draft assessment of environmental effects report and lodge the BOPRC resource consent application. This will be a fully notified application, widely publicly advertised to seek submissions/feedback. Depending on the feedback, BOPRC will decide whether public hearings are held (or not) before a decision is made to approve or decline the application.

· If resource consent approval is given, funding will need to be raised as there is currently no Council funding for construction allocated to this project. Early estimates from 2021, suggest a construction cost of $2.5m to $4m.

In progress

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).

Discussions are continuing with the Mountain Bike Club in terms of what best design looks like. A one-way trail system is being considered as an alternative to a two-way wider path. The alternative option could be both more cost effective and safer for users, noting there is currently no funding to build it.

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

Staff are planning to meet with Hauraki District Council and the affected private landowner. A date for this meeting has not yet been set.

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.	There is no further update from what was reported in the 22 April 2024 agenda. Timing for the trail is dependent on when the developer begins construction.	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.

At the 22 April 2024 meeting, the Board decided against funding an archaeological application as there was no clear timeframe for the Athenree-Waihī Beach crossing. Any council funding for this project is dependent on Long Term Plan submissions and decisions (the cycleways budget is proposed to reduce).

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.

Following the feedback received from Hauraki Iwi the sign content is being reviewed. Once staff are satisfied with the content the sign will be installed.

project updates - operations

WAIHĪ BEACH LIBRARY
Project Description	Staff Comment/Update	Progress Level
A new Waihī Beach Library and Community Hub.	The design is on hold pending community engagement which ended 31 May 2024. Staff had received some good feedback from the community which will be reviewed and included where appropriate in the next stage of the design. The project is on track to have the design completed and building consent lodged by August 2024.	In progress

EMERGENCY MANAGEMENT

Project Description

Staff Comment/Update

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

Emergency Management Staff are continuing to support a new Community Response Team Leader with new Community Response Team members in Waihī Beach.

Support to the Waihī Beach Community to promote community resilience is ongoing with proposed training for Community Response Team members being arranged over the next few months to help increase capability and capacity.

Council staff have attended the Waihī Beach Library to promote personal and household preparedness and to provide public education on local hazards and their impacts on households.

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

Chrome Collective has reported on the second month of the resource recovery trial and the momentum is still going.

Feedback from customers remain very positive and 7 tonnes of product were collected during April 2024. This was made up of whitewear, small appliances, stereos and speakers, televisions, printers, cellphones etc. Lots of power tools, screws and nails, all types of batteries, cables and outdoor furniture were also collected. Some of the collected resources will be on sold through the Seagull Centre and TradeMe, and others, like the E-waste, recycled.

Council staff and the Chrome Collective crew are working in tandem to provide a positive experience to our customers. Chrome Collective’s plan for May is to bring people with disabilities onsite to start dismantling items to retrieve the high value components and to provide them with meaningful work experience.

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.

· Compliance & Enforcement – Abandoned Vehicles

· Kerbside Collective - Damaged Bin - Replace/Repair

· Policy and Planning - Freedom Camping Bylaw Review

· Properties - General enquiry

· Water - Meter/Toby issue (not leak)

· Customer Service Planning - Minor dwellings

· Reserve and Properties - Park and Playground Equipment

· Wastewater - Pumpstation Issue or Blockage

· Stormwater - Waihi Beach Creek Flooding / Maintenance

· Local Roads - Detritus (Loose Chips/Sand/Dead Animal) - NO Illegal Dumping

· Customer Service Planning - Fences/Walls

· Stormwater - Flooding open drain/culvert-raining only

· Building Inspectors - General enquiry/Call back

· Customer Service Planning - Natural Hazards Enquiries

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

· Local Roads - Slip/Flood/Crash/Spill/Trees Down on Local Road--All URGENT!RING!

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

· Reserve and Properties - Accidents on Reserves and Facilities

· Water - Hydrant/Valve issue (not leak)

· Health - Liquor Licence

· Refuse - Refuse General (NOT BINS OR DUMPING)

· Refuse - Illegal Dumping + Carcasses

· Kerbside Collective - Kerbside General Enquiry

· Kerbside Collective - Missed Collection - Investigation

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
Water Leaks	Reports are from across the Waihi Beach community – Multiple from Edinburgh Street	22	2
Bylaw Issues (Smell/Smoke/Vermin/Insect)	Reports from Athenree Heights and Athenree Road	2	0
CCC enquiries	Enquiries from Edinburgh Street, Ocean Breeze Drive and Brighton Road	3	0
Footpaths on Local Road	Reports from Shaw Road and Ocean View Road regarding Replacement/Maintenance Asset Requests	2	0
Building admin - General enquiry/Call back	Reports from across the Waihi Beach Community – Multiple reports on Reel Road	21	0
General enquiry/call back – Rates	Callback requests form across the Waihi Beach Community	5	0
General enquiry/call back – Water Revenue	Callback enquiries from across the Waihi Beach Community	4	1
General enquiry/call-back – Customer Service Planning	Multiple enquiries across the Waihi Beach Community – Multiple reports from Seaforth Road	22	0
GENERAL/Miscellaneous - Local Roads	Enquiries from across the Waihi Beach Community – Multiple reports from Wilson Road	6	0
Local Rds-NON-URGENT tree requests - Request for trimming or removal of fallen tree/branch	Reports from across the Waihi Beach area – multiple reports from Athenree Road	5	2
Mowing and Vegetation/Gardens(NOT Trees)	Reports from Mermaid Place and Tohara View	3	1
Noise Complaint (Daytime - Watchdog)	Multiple reports from Wilson Road	3	0
Pensioner Housing - Stafford Crt. 55 Beach Road Waihi Beach	Enquiries regarding Bond claim	3	0
Plumbing: Toilets/Taps/Waitui/Irrigation	Multiple reports from Seaforth Road and Broadway Road	2	1
Reserves General	Enquiries from across the Waihi Beach Community – Multiple reports from Seaforth Road	17	2
Road Surface Defects - SEALED LOCAL RD	Multiple reports from Athenree, Seaforth Road and Wilson Road	3	2
Sewage overflow/spill on ground/dump stn	Reports from Edinburgh Street	2	0
Subdivision	Enquiries from Hillview Road	2	0
Urban Stormwater General/Info Request	Requests from across the Waihi Beach Community – Multiple from Wallnut Avenue	6	0
Vegetation(not trees)/mowing Local Roads	Reports from across the Waihi Beach Community – Multiple enquires from The Cresent	4	0

Waihī Beach Community Board Meeting Agenda

17 June 2024

10.6 Waihī Beach Seasonal Compliance Monitoring Report 2023-2024

File Number: A6272425

Author: Dougal Elvin, Compliance and Monitoring Manager

Authoriser: Alison Curtis, General Manager Regulatory Services

Executive Summary

1. The purpose of this paper is to provide feedback to the Waihī Beach Community Board on the compliance and monitoring service for freedom camping and the seasonal monitoring activity provided to the Waihī Beach community during the 2023/24 monitoring period.

Recommendation

1. That the Compliance and Monitoring Manager’s report dated 17 June 2024 titled ‘Waihī Beach Seasonal Compliance Monitoring Report 2023-24’ be received.

Background

2. Council’s response to freedom camping issues and the delivering of a seasonal monitoring service has changed progressively since Council started a trial service in December 2015 for the Waihī Beach community.

3. Seasonal monitoring of freedom camping was introduced in 2015 following a review of the Freedom Camping Bylaw. The focus of the monitoring was to monitor compliance of freedom campers associated with the influx of holidaymakers to Waihī Beach over the Christmas/New Year period.

4. The service also provides for management of parking in the main shopping area and patrols for dogs on Waihī Beach. Dogs on beach patrols have been an area that has had an increased focus based on feedback from the community about the numbers of dogs in the prohibited area of the main beach.

5. Council’s seasonal freedom camping monitoring service also includes freedom camping monitoring across the wider District (including Te Puke, Paengaroa, Maketu, Pukehina, Ōmokoroa, and Te Puna).

6. Summer Ambassadors have been included in Council’s freedom camping monitoring programme since 2020- 21.

7. The strategy for managing the district with respect to the Summer Ambassadors involved employing four Summer Ambassadors split into two teams. One team spent all their time in Waihi Beach and Bowentown monitoring and engaging with dog owners on the beach, engaging with freedom campers and monitoring the parking in Waihi Beach town centre. The second team would engage freedom campers throughout the rest of the district by splitting the district into East and West and spending a day on each area. Each week the teams would rotate.

8. Funding from MBIE was sought for the 2023/24 period to support the transition for campers introduced by the Self-Contained Motor Vehicles Legislation Act 2023, by educating and informing freedom campers of the changing expectations of the amended legislation and the prescribed timescale in which these changes will occur.

9. The Self-contained Motor Vehicles Legislation Act 2023 came into force on 6 June 2023. Its purpose was to amend and update the Freedom Camping Act 2011 with the following key changes:

a) Freedom camping to be conducted in vehicles which are certified as self-contained.

b) Self-contained means vehicles that have fixed and plumbed in toilets.

c) Vehicles with portable toilets will no longer be able to be certified as self-contained.

d) The blue self-contained sticker will be phased out and replaced with a green self-contained sticker.

e) Infringement notices have increased to $400.

f) People living in the vehicles because they are genuinely homeless are not considered to be freedom camping.

Seasonal monitoring requirements

10. The freedom camping, parking and dog control activities are managed by Council’s compliance and monitoring team, this includes warranting of contractor’s staff, training of contractors and seasonal ambassadors, management of infringements, waiver requests, web site information and complaint handling.

11. Council’s contractor for freedom camping seasonal monitoring is Watchdog Security Limited.

12. The Council’s external contract for service with Watchdog Security Limited also includes after-hours noise control, and after-hours dog control.

13. The freedom camping and seasonal freedom camping service is currently delivered by Watchdog as follows:

· Freedom camping - complaint response (District wide)

24/7, throughout the year, response to freedom camping complaints (service requests).

· Freedom camping monitoring

Weekend patrols from (and including) Labour Weekend to Easter Monday.

Daily patrols from the third Friday in December to 6 February 2024 (inclusive).

14. Monitoring of dogs on beaches and parking in the Waihī Beach town centre for the 2023-24 season was predominantly undertaken by the seasonal ambassadors and compliance and monitoring staff.

monitoring – recording system ticketor

15. Council uses a specialised compliance infringement system – “Ticketor” for compliance staff and contractors. This system is managed by way of an app on the phone of staff and contractors and it records information in an easily recoverable format. Ticketor records vehicle details on site at the time of the officers monitoring visit and is used to issue infringements for non-compliance.

DOGS on beaches service for 2023-2024

16. Dogs on beaches patrols have been undertaken over the peak holiday period (20 December 2023 to 7 February 2024) to assess compliance with the prohibited area and times for dogs being on the beach (Prohibited between 9.00 am to 7.00 pm). This service was undertaken by Council’s seasonal ambassadors, not enforcement officers, although the Animal Services Team were occasionally requested to show a visible presence to deter non-compliance.

17. The summer ambassadors service includes patrol of the beach and to engage in conversation with any person with a dog and provide positive advice regarding the need to comply with the restriction on dogs being on the beach between the prohibited times using an educational approach to seek compliance.

Parking Service for 2023-2024

18. Parking monitoring was undertaken over the peak holiday period to ensure responsible parking in the town centre. This monitoring was undertaken by the summer ambassadors and Council’s Parking Officers, to gather information on parking behaviour.

19. A high level of compliance was identified during the monitoring period by ambassadors and staff.

20. Parking Infringement activities for the seasonal monitoring period were as follows:

Month	Number of infringements	Notes
December 2023	0	No infringements issued.
January 2024	5	1 ticket issued for obstructing a vehicle entrance. 1 ticket issued for an unwarranted vehicle. 3 tickets issued for unregistered vehicles.
February 2024	0	No infringements issued.

freedom camping service for 2023-2024

21. The 2023-2024 service included, for the fourth year, seasonal ambassadors to offer education to campers during the day and survey their freedom camping behaviours and needs. The survey was undertaken by Survey Monkey. Campers were surveyed at freedom camping locations across the District, with the majority of campers surveyed located at Waihī Beach.

22. 518 responses were provided by campers to the camping survey, which was a significant increase over 2022-2023 results of 371. The survey comprised of 19 questions.

23. For the 2023-24 season, three questions on the survey were designed to raise awareness of the changes imposed by the amendments to the freedom camping Act (Self-Contained Motor Vehicles Legislation Act 2023) and to see whether freedom campers intended to comply with the new legislation.

24. Ambassadors had no compliance role other than to educate campers and gather information. Incentives (rewards) were given to campers for engaging with ambassadors, which this year was a branded water bottle, which was positively received by the freedom campers.

25. Compliance monitoring and enforcement of the freedom camping bylaw was provided by Watchdog Security over the monitoring period. Weekend monitoring by Watchdog was conducted between Labour weekend and Easter, and daily monitoring took place from 18 December to (and including) Waitangi weekend.

26. There was an increase in the number of freedom camping infringements issued over the 2022-23 seasonal monitoring period. 41 infringement notices were issued for 2023-24 period, compared to 2022-23, when only 22 were issued.

27. The increase can be attributed to the good weather, meaning more people were freedom camping, relative to the summer of 2022-23, where we experienced significant rainfall. In addition, tourism has also increased with the borders now being open again; the survey feedback indicated 28% of people surveyed had travelled from Europe.

28. Freedom camping monitoring information captured from the monitoring period is as follows (compared with previous year):

Month	Number of infringements 2022-23	Number of infringements 2023-24	Notes
November	5	7	Most freedom camping infringements were for camping in prohibited area (27), and for camping in an undesignated area (5), and for not camping in a self-contained vehicle (7).
December	0	19
January	14	10
February	3	5

29. Freedom camping infringements were issued in the following areas:

30. Island View Reserve and The Esplanade both received 11 infringement notices each; but the most infringement notices were issued at Brighton Reserve – 18 infringement notices. The similarity between The Esplanade and Brighton Reserve is they are both seasonal freedom camping areas and do not permit freedom camping over the summer months.

31. A high number of requests are received to waive infringements, and these are approved/waived where the camper can provide evidence of compliance, such as when they do meet the self containment requirements, and only failed to display the certificate.

Funding considerations

32. Seasonal monitoring is funded by rates, and is delivered through operational funding in the compliance and monitoring activity. The recovery of infringement fees issued in the delivery of the service offsets a small margin of the operational costs.

33. The 2023-24 service included limited funding provided from the Ministry of Business and Innovation (MBIE).

Future considerations

34. The Self-Contained Motor Vehicles Legislation Act 2023 is now in force and the Act has stipulated a timeline with regards to compliance and the transition to amended requirements.

35. The current feedback from the freedom campers for this year indicates there is a substantial awareness of the new requirements, although 55% of those asked stated they would not be complying with the new requirements to install a fixed toilet. Of those people who stated they wouldn’t install a fixed toilet, 73% indicated they would stop freedom camping altogether.

36. The Self-Contained Motor Vehicles Legislation Act 2023 has stipulated the following timeline for transition:

7 June 2024 – Self containment certification can only be done by certification authorities under the new requirements (Green warrants).

7 December 2024 – Rental vehicles must be certified under the new requirements and display their green warrant as evidence of self-containment.

7 June 2025 – All vehicles must be certified under the new requirements and display their green warrant as evidence of self-containment.

37. Ambassadors have been an effective education tool to engage with freedom campers and will be required to educate campers for the 2023-24 season. Consideration will be given to using them again for the 2024-2025 summer season.

38. The Self-Contained Motor Vehicles Legislation Act 2023 has provided a definitive distinction between people freedom camping and people who are residing in their vehicles due to homelessness.

39. The survey aimed to also collate information on people who were claiming homelessness over the peak season. 78 responded in the survey with regards to being homeless.

40. MBIE have not indicated whether any additional funding will be provided for 2024-25 summer season.

41. The combined use of the compliance contractor in the evening and the summer ambassadors during the daytime, ensured that a daily service was available and freedom campers had full exposure to council officers throughout the course of the day and evening during the peak season.

42. Additional consideration will be given on to how to maximise the effectiveness of deterring dogs being walked on the beaches within the peak season and within the prohibited time frames.

Waihī Beach Community Board Meeting Agenda

17 June 2024

10.7 Waihī Beach Community Board - Financial Report April 2024

File Number: A6244628

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 30 April 2024 (Attachment 1).

Noted total operational costs are under budget year to date.

Recommendation

1. That the Financial Business Advisor’s report dated 17 June 2024 and titled ‘Waihī Beach Community Board – Financial Report April 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 April 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

Date raised	Matter/Issue	Comment
April 2024	A member of the public provided a proposal for carparking outside the Waihī Beach Chemist (Wilson Road). The Board requested the proposal be sent to the Transportation Team for consideration.	The proposal has been forwarded to the Transportation Team for consideration, noting the Community Board has limited roading budget.
	The Board requested information on how sand from Two Mile Creek should be disposed of under the resource consent.	Staff advised that the disposal of sand from Two Mile Creek does not breach the resource consent conditions. A map of the areas where sand can be deposited from Two Mile Creek was emailed to the Community Board on 6 June 2024.
	The Board requested a schedule of the road works in Waihī Beach, Athenree and Bowentown area.	A schedule of road works for the Waihī Beach Community Board area was emailed to the Board on 5 June 2024.
	The Board requested advice on what the Town Centre Development Fund for Waihī Beach could be used for.	The Town Centre Development Fund is a pool of money shared between the four major towns in our District - Waihī Beach, Katikati, Ōmokoroa and Te Puke. It is built up by collecting $10 annually from every property in the District. The District wide Town Centre Development Fund was set up in 2007 and has now rotated around all four towns. Waihī Beach last received the fund in 2011-2014. Now that the fund has rotated around all four towns it is an appropriate time to consider its future. We are seeking feedback through the Long Term Plan on the future of the Town Centre Development Fund, with the preferred option being to permanently stop collection of the District wide Town Centre Development Fund with any future town centre projects being funded through existing Council planning processes. If this preferred option is adopted by Council, then consideration as to what projects should be funded from the reserve funds previously collected. We welcome feedback on what those projects could entail.
February 2024	The Board requested a new group photo of the Community Board.	A photographer will be arranged for a time suitable to the Board.
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.