Chairperson

Mayor James Denyer

Deputy Chairperson

Deputy Mayor John Scrimgeour

Members

Cr Tracey Coxhead

TBC

Cr Grant Dally
Cr Murray Grainger

Cr Anne Henry

Cr Rodney Joyce

Cr Margaret Murray-Benge

Cr Allan Sole

Cr Don Thwaites

Cr Andy Wichers

Quorum

Six (6)

Frequency

Six weekly

Apology

Resolution  KKC24-3.1

Moved:               Chairperson J Clements

Seconded:         Member A Earl

That the apologies for absence from Member N Mayo and lateness from Cr A Henry be accepted.

Carried

7.1          Jacqui Knight - Various Issues

Ms Knight was in attendance to provide an update on the Thompsons Track Bike Trail and Matariki Art Installation.

·                A letter had been sent to the Transportation Team at Council regarding tidying up Thompsons Track (Tabled Item 1). The Katikati Trails Development Group would like the vehicle access to the track to be removed and the track turned into a walkway/cycleway.

·                Katikati Trails Development Group had not yet spoken to the four-wheel drive club about removing vehicle access to the track.

·                There could be an opportunity for the track to be used for horse trekking.

·                Several groups in Katikati were working towards producing an art installation for Matariki (Tabled Item 2). The groups were looking for artists to be part of the installation.

·                A funding application was being made to Creative Bay of Plenty for the Matariki Art Installation.

Tabled Item 1: Letter from Katikati Trails Development Group to Council.

Tabled Item 2: Matariki Art Installation: A project of self discovery and shaping the future.

7.2         Katikati Lions Club - Resource Recovery Centre

Trevor Burgess (President, Katikati Lions Club) was in attendance to raise concerns about the Chrome Collective Resource Recovery Centre.

·                Katikati Lions Club had been accepting recycling material since 1972.

·                Recycling had been the major source of funding for the Club, which was then used to support other groups in the community.

·                The Club had noticed there had been a reduction in products to sell since the Chrome Collective Resource Recovery Centre had started operating. This included tools and household furniture.

·                The Club would like a process put in place to ensure that product from one was not being taken away at the detriment of the other group.

7.3         Ross Goudie - Uniform Annual General Charge

Mr Goudie (resident of Katikati and Waihī Beach Community Board Chairperson) was in attendance to discuss his concerns with the Uniform Annual General Charge (UGAC).

·                Mr Goudie was concerned that there were around four items that would be folded into the UAGC (including the Museum). There was no figure in the proposed rates for the Museum.

·                Mr Goudie queried if the $110,000 budgeted for recycling was to support new recycling centres.

·                It was clarified that the previous rating line for the Museum (and other facilities) did not cover the actual cost of running the facility. Council decided that those items should be subsumed into the UAGC so it did not give a misleading figure to the public about their running costs. 

8.1          Minutes of the Katikati Community Board Meeting held on 3 April 2024

Resolution  KKC24-3.2

Moved:               Member T Sage

Seconded:         Member A Earl

1.        That the Minutes of the Katikati Community Board Meeting held on 3 April 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

9.1          Katikati Community Board Chairpersons Report - May 2024

The Board considered a report dated 29 May 2024 titled Katikati Community Board Chairpersons Report – May 2024 from the Chairperson. The report was taken as read, with further discussion below.

·                Progress on the Moore Park design was ongoing. An architect had been engaged to improve the interior of the facilities.

·                There was consideration to male and female changing room facilities however, it was unclear if referees would have their own changing room.

·                Council had approved the concept design for Market Square. Final costings for the plan would need to go back to Council for approval.

Resolution  KKC24-3.3

Moved:               Member T Sage

Seconded:         Cr R Joyce

That the Chairperson’s Report dated 29 May 2024 titled ‘Katikati Community Board Chairpersons Report – May 2024’ be received.

Carried

9.2         Katikati Community Board Councillors Report - May 2024

The Board considered a report dated 29 May 2024 titled Katikati Community Board Councillors Report – May 2024. The report was taken as read.

Resolution  KKC24-3.4

Moved:               Cr R Joyce

Seconded:         Member T Sage

That the Councillor’s report dated 29 May 2024 titled ‘Katikati Community Board Councillors Report – May 2024’ be received.

Carried

9.3         Projects and Operations Report - May 2024

The Board considered a report dated 29 May 2024 from the Governance Advisor. The report was taken as read, with further discussion as below.

·                The Board would like to plant trees in Kotahi Lane following the removal of the cherry trees. This could not be done until a decision on what would be done with the land was made by Council. 

·                Following the removal of the cherry trees more cars were able to park in that area.

·                There had been improvement in the mowing around the Katikati area.

Resolution  KKC24-3.5

Moved:               Member T Sage

Seconded:         Member A Earl

1.        That the Governance Advisor’s report dated 3 April 2024 titled ‘Projects and Operations Report – April 2024’ be received.

Carried

9.4         Katikati Financial Report - April 2024

The Board considered a reported dated 29 May 2024 from the Financial Business Advisor. The report was taken as read, with further discussion as below.

·                The left over funds in the Grants Account for this financial year would go into the Reserves Account.

·                The Governance Manager would provide advice to the Board at the first meeting of the financial year to endorse an approach around grants.

·                The Board requested the balance of the Town Centre Development Fund be displayed in their financial report.

·                The Board agreed in principle to send a Member of the Board to the Community Board Executive Committee Conference.

·                The Board requested an update on the Fairview estate CCTV installation.

Resolution  KKC24-3.6

Moved:               Member T Sage

Seconded:         Member A Earl

That the Financial Business Advisor’s report dated 29 May, titled ‘Financial Report Katikati – April 2024’, be received.

Carried

7.1          Liz Farrell – Ōmokoroa Community Led Development

Ms Farrell was in attendance to speak to the Board regarding proposed funding to Ōmokoroa for Community Led Development. She made the following points:

·                She presented to the Community Committee requesting funds for Community Led Development, which was allocated for other communities within the district.

·                She was seeking clarification on what the next steps would be to ensure that they were taking the right steps to make this a reality.

·                They were currently working alongside Council’s Community and Strategic Relationships Manager to undertake preliminary investigation as to what the scope of the Community Led Development role would encompass, noting that there was a consultant who would start this work in July 2024.

·                She sought support from the Community Board on the project, whether it was in relation to funding or support through the proposal within the upcoming financial year.

The Senior Governance Advisor would follow up to understand the correct pathway for this request to help clarify what the project would need to continue with some sort of budget, following the initial scope work of the consultant.

The Mayor encouraged Ms Farrell to make a submission to the Long Term Plan (LTP).

The General Manager Regulatory Services noted that the work being undertaken by the consultant would be important in supporting the submission, as it would clearly identify what the funding would be used for, and ensure there was a group established to facilitate the project on an ongoing basis.

8.1          Minutes of the Ōmokoroa Community Board Meeting held on 9 April 2024

Resolution  OMC24-3.1

Moved:                         Deputy A Hughes

Seconded:         Member B Bell

1.        That the Minutes of the Ōmokoroa Community Board Meeting held on 9 April 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

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

The Board considered a report from the Chairperson. The report was taken as read, noting that the ANZAC Day commemorations was a fantastic event, and the reuseable wreath was a great idea.

Resolution  OMC24-3.2

Moved:                         Deputy A Hughes

Seconded:         Cr D Thwaites

That the Chairperson’s report dated 4 June 2024 titled ‘Ōmokoroa Community Board – Chairperson’s Report – June 2024’ be received.

Carried

9.2         Ōmokoroa Community Board Councillor's Report - June 2024

The Board considered a report from Councillor Thwaites, who provided further information on the below topics:

Long Term Plan

This was out for consultation now, with consultation events scheduled in the coming weeks.

Site visit for the Ōmokoroa Roundabout

The site visit went well, and the timing of construction was likely to take place in 2025, noting that powerlines needed to be shifted before anything could commence.

Resolution  OMC24-3.3

Moved:                         Member B Bell

Seconded:         Deputy A Hughes

That the Councillor Thwaites’ report dated 4 June 2024 titled ‘Ōmokoroa Community Board Councillor’s Report – June 2024’ be received.

Carried

9.3         Ōmokoroa Settlers Hall - Funding

The Board considered a report from the Senior Governance Advisor. The report was taken as read, and was for information only so no resolution was required.

9.4         Application for road naming 60 and 60A Western Avenue

The Board considered a report from the Graduate Consent Planner. The report was taken as read, and there was no feedback or comments from the Board on the proposed road name “Manawanui Place”.

Resolution  OMC24-3.4

Moved:                         Cr M Grainger

Seconded:         Member B Bell

1.        That the Graduate Consent Planner’s report dated 4 June 2024 titled ‘Application for Road Naming 60 and 60A Western Avenue’ be received.

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

3.      That the Ōmokoroa Community Board consider and provide no feedback on the proposed road name “Manawanui Place” at 60 and 60A Western Avenue, Ōmokoroa.

Carried

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

The Board considered a report from the Senior Governance Advisor. The report was taken as read with further discussion on the below projects:

Lighting at Boat Club

·                The Chairperson clarified that the work being sought for this project was for interim lighting through the winter months, rather than an attempt to address all lighting concerns.

·                The Boat Club had installed some lighting to help with club members while they were there, noting that this was only on during times that the Boat Club was open.

·                There was concern that there may have been an opportunity missed in helping to address a small part of the problem, noting that a full lighting strategy could take a long time to progress.

·                It was noted that the issue of prioritisation was one that the Board would continue to debate and challenge each other on throughout the triennium.

Resolution  OMC24-3.5

Moved:                         Deputy A Hughes

Seconded:         Member B Bell

That the Senior Governance Advisor’s report dated 4 June 2024 titled ‘Ōmokoroa Projects and Operations Report – June 2024’ be received.

Carried

9.5.1      Ōmokoroa Pavilion Concrete Steps and Handrail

There was some discussion for clarification regarding the additional funds requested. It was noted that due to overall material cost increases and the additional mowing strips, the recent quote was higher than what was initially sought. The Board was also reminded that the initial quote was sought by the Ōmokoroa Sport and Recreation Society over a year ago.

Resolution  OMC24-3.6

Moved:                         Deputy A Hughes

Seconded:         Cr M Grainger

That the Ōmokoroa Community Board approve an additional $5,000 toward the ‘Ōmokoroa Pavilion Concrete Steps and Handrail’ project (OM23-7.6), from the Ōmokoroa Community Board Reserve Account.

Carried

9.6         Ōmokoroa Community Board Financial Report - April 2024

The Board considered a report from the Financial Business Advisor. The report was taken as read.

The Board noted the importance of ensuring there was an awareness of the funds available to the community from the Community Board budgets.

Resolution  OMC24-3.7

Moved:                         Member B Bell

Seconded:         Deputy A Hughes

That the Financial Business Advisor’s report dated 4 June 2024 titled ‘Financial Report Ōmokoroa – April 2024’ be received.

Carried

7.1          28 members of the public – no. 1 road  

Members of the community raised concerns regarding the state of No. 1 Road. The below points were noted:

 harry and mary van gog

·                Mr and Ms Van Gog noted that No.1 Road was a poorly built road.

·                Mrs Van Gog informed the Board that contractors had dug holes in the road but never filled them which meant that residents had to drive on the other side.

·                Ms Van Gog queried when construction on the road would begin.

The General Manager Infrastructure Group provided the following updates:

·                Geotech was undergoing test work to determine the depth of the future pavement that would go on to the road. Staff would follow up to ensure that the holes were filled.

·                Council had completed the detailed design. There was more work to be done on the stormwater consent and landowner approval. However, positive progress had been made.

·                The Contractors would begin the first half of repairs work in September/October 2024 depending on weather conditions. This work would include a road repairment, including widening, and urbanisation aspects. The other half would be done in the 2025/26 construction season.

·                Rehabilitation of the road had to be split across two construction seasons to not interfere with the kiwifruit harvest season.

Member N Chauhan arrived 7.09pm.

 Mark Hall and Karen Tennent  

·                Mr Hall and Ms Tennent had lived on No.1 for their whole lives.

·                The shaking of their house had always been noticeable, however, the past 2-3 years it had become a lot worse. Mr Hall and Ms Tennent stated the shaking was so bad that residents would be unaware if it was an actual earthquake.

·                Trucks were driving on the road between 12.00am – 3.00am, which made the house and content shake.

·                Residents were unable to go through another kiwifruit harvest season if the state of the road remained the same.

Lorna cooper

·                Ms Cooper provided the Board with photos that showed the damage to her house from the shaking caused by heavy vehicles driving the road. She could not to afford to pay for the damage to be fixed which had left her stuck living there as no one would buy the house in the condition it was in. Her house was no longer her safe sanctuary.

·                Council needed to provide compensation to residents whose houses had been damaged.

·                The state of the road should have been sorted years ago, before kiwifruit operators were allowed to expand.

·                It was previously mentioned to residents that more speed signs would be installed, however, this was never actioned. Ms Cooper had put her own sign up in an attempt to slow traffic.

·                Ms Cooper stressed that traffic speed calming measures needed to be put in place.

·                Ms Cooper raised concerns about potential rate increases given she was living on a road that was in bad condition. 

Soipbhan and duane cooper

·                Mr and Ms Cooper had lived on No.1 Road for 17 years. The vibrations and shaking from the passing trucks had always been noticeable, but the last year was the worst it had been.

·                The beds and cabinets continued to shake for eight seconds after a truck drove past.

·                A year and a half ago they had tried to sell their house. However, following the building inspection, they had to dropped their asking price due to the damages and could not afford to sell their house at that price. They were stuck living in their damaged property because the costs of fixing the damages were too high.

·                Ms Cooper explained that people did not feel safe in their homes.

·                It was suggested that more speed traffic signs needed to be installed to ensure drivers were aware of the speed limit.

wayne wavin

·                 Mr Wavin had contacted staff multiple times over the years regarding the state of the road.

·                The road had been patched at least five times over the years.

·                Mr Wavin had experienced damage to his house, including when the mains power had snapped with the telephone cable because it had been stretched. This was proof that his house had moved further away from the power pole over the years due to the shaking.

·                The road had not been built to handle the amount of traffic it took. Prior to the road being sealed, it had been a dirt road with metal on it. When it was sealed, no effect was taken to improve its structure.

·                The trucks driving the road were overloaded which made the road sag.

·                Speeding was a major issue, however, the overloading of the trucks was a bigger issue than speeding, trucks needed to be checked for their weight.

·                Mr Wavin queried heavy vehicles could be banned from using the road.

The General Manager Infrastructure Group provided the following comment:

·                Council staff would look into what kind of aggressive traffic calming measures options were available, as well as talk to the NZ Police about proactively supporting the Council on this issue.

barry roderick 

·                Mr Roderick stated that in 2008 that part of the road was widened and restructured which had stood up well over time.

·                He was disappointed that it had taken Council three years to obtain consent and felt Council had gone back on their word multiple times.

·                The deterioration of the road was far worse following the extreme weather experienced in 2023.

·                The road was not adequate for trucks to drive on both sides of the road at once.

The General Manager Infrastructure Group and Board members provided the following comments:

·                Council had obtained the consent. The issue was that there was only one place that the storm water could go through. Staff were working with the landowner to negotiate an agreement.

·                Board members had encouraged residents to submit to the Long Term Plan and Te Puke Spatial Plan consultation.

Change order of business

That the chairperson requested the next item of business be Te Puke Community Board – Approval of Funding – Disc Golf Course at Donovan Park in order to release the representatives from the meeting.

Resolution  TPC24-3.1

Moved:                         Member D Snell

Seconded:         Cr A Wichers

1.        That in accordance with standing orders 9.4 the order of business be changed and that item 9.5 be dealt with as the next item of business.

Carried

9.2         Te Puke Community Board - Approval of Funding - Disc Golf Course at Donovan Park

The Board considered a report from the Governance Advisor. The report was taken as read, and the following discussion took place:

Two representatives were present to speak to this report.

·                It was suggested that the Board could do a matching fund approach to the project.

·                The Board would revisit the project after the full cost estimate for installation was received.

·                It was noted that the representative was in communication with Sport Bay of Plenty and potential funding avenues for this project.

·                The Board suggested that the representatives promote the project during Te Puke’s Te Kete Matariki Event.

In response to questions, the following matters were noted:

·                The representative had previously come to the Community Board for grant funding with the idea of taking this project out to the community for further external funding.

·                The on going maintenance of the course would land in the responsibility of the Council’s Reserves team as it would  sit within a Council Reserve.

·                The Board could look into providing advertisement opportunities to local business that would fund a portion of the project.

·                The representative would explore how much funding could be accumulated from local businesses.

Resolution  TPC24-3.2

Moved:                         Cr A Wichers

Seconded:         Chairperson K Ellis

1.    That the Governance Advisor’s report dated 6 June 2024 titled ‘Te Puke Community Board – Approval of Funding – Disc Golf Course at Donovan Park’ be received.

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

3.   That the Te Puke Community Board approve $1,811.25 to fund a concept design for the installation of a nine-hole Disc Golf Course at Donovan Park.  

Carried

8.1          Minutes of the Te Puke Community Board Meeting held on 11 April 2024

Resolution  TPC24-3.3

Moved:                         Member K Summerhays

Seconded:         Member D Snell

1.    That the Minutes of the Te Puke Community Board Meeting held on 11 April 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

9.1          Te Puke Community Board - Workshop Notes - May 2024

The workshop notes were received.

No further discussion was had.

9.3         Te Puke Community Board - Chairperson's Report - June 2024

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

·                The Reserves and Facilities Officer East confirmed that two locked bollards would be installed outside the Constables Art Gallery. This project would be funded from Council’s Reserves Budget.

·                The Governance Manager provided a clarification around the Community Board Targeted Rate.

Resolution  TPC24-3.4

Moved:                         Cr A Wichers

Seconded:         Member N Chauhan

1.    That the Chairperson’s report dated 6 June 2024 titled ‘Te Puke Community Board – Chairperson’s Report – April 2024’ be received.

Carried

Change of Order

That the chairperson requested the next item of business be Te Puke Community Board – Grant Applications – June 2024 in order to release the Cr A Wichers from the meeting.

Resolution  TPC24-3.5

Moved:      Member K Summerhays

Seconded:         Member D Snell

1.        That in accordance with standing orders the order of business be changed and that item 9.4 be dealt with as the next item of business.

Carried

9.5         Te Puke Community Board - Grant Applications - June 2024

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

Member D Snell declared a financial interest in the Made in Te Puke Trust Grant application and took no part in the discussion or voting on this application.

Chairperson K Ellis declared a financial interest in the Made in Te Puke Trust Grant application and took no part in the discussion or voting on this application.

Member N Chauhan declared a financial interest in the Tauranga and Western Bay Indian Association Inc Grant application and took no part in the discussion or voting on this application.

Key points:

·                The Board noted that the grant applications for both the Community Patrols of New Zealand – Te Puke Branch and the Te Puke Kindergarten could not be accepted as they did not meet the grant application criteria.

·                The Board noted that the Tauranga and Western Bay Indian Association Inc did not provide a financial statement. However, because the organisation had been established within the past year, it was not required to do so.

·                The grant application from the Made in Te Puke Trust met both the grant applications criteria as well as the Board’s strategic priorities.

Carried

Resolution  TPC24-3.6

Moved:                         Cr G Dally

Seconded:         Member K Summerhays

1.    That the Governance Advisor’s report dated 6 June 2024 titled ‘Te Puke Community Board – Grant Applications – June 2024’ be received.

2.   The Te Puke Community Board do not approve the grant application from Community Patrols of New Zealand – Te Puke Branch and request further information on the application.                                                                                                                                                                                                                                                                                                                                                                     Carried

9.5.1      Te Puke Kindergarten Grant Application

Resolution  TPC24-3.7

Moved:      Cr A Wichers

Seconded:         Member K Summerhays

1.        That the Te Puke Community Board do not approve the grant application from Te Puke Kindergarten and request further information on the application.

Carried

9.5.2     Tauranga and Western Bay Indian Association Inc Grant Application

Resolution  TPC24-3.8

Moved:      Chairperson K Ellis

Seconded:         Member K Summerhays

1.    That the Te Puke Community Board approve the grant application from Tauranga and Western Bay Indian Association Inc for $1,500, to help cover the costs of the Teej Musical Evening. This grant will be funded from the Te Puke Community Board Grants Account, subject to all accountabilities being met.

Carried

9.5.3     Made in Te Puke Trust Grant Application

Resolution  TPC24-3.9

Moved:      Member D Snell

Seconded:         Member K Summerhays

1.    That the Te Puke Community Board approve the grant application from Tauranga and Western Bay Indian Association Inc for $1,500, to help cover the costs of the Teej Musical Evening. This grant will be funded from the Te Puke Community Board Grants Account, subject to all accountabilities being met.

Carried

9.4         Te Puke Community Board - Councillor's Report - June 2024

The Board considered a report from Councillor Wichers. The report was taken as read. 

Resolution  TPC24-3.10

Moved:                         Member K Summerhays

Seconded:         Chairperson K Ellis

That Councillor Wicher’s report dated 6 June 2024 titled ‘Te Puke Community Board – Councillors Report – April 2024’ be received.

Carried

9.6         Te Puke Community Board - Projects and Operations Report - June 2024

The Board considered a report from the Governance Advisor. The report was taken as read. The following discussion took place:

Member K Summerhays declared an interest in this item, and took no part in the discussion or voting thereon.

Key points:

·                The Board noted that the report needed to be updated.

In response to questions, the following matters were noted:

·                The General Manager Infrastructure would follow up on the clarification of detail for the Establishing Community Resource Recovery Centres project and feed this back through the Board.

·                The Governance Advisor would provide further detail to the Board on the Service Request about freedom camping in Te Puke.

·                The Regional Park signs were not maintained by Council.

Resolution  TPC24-3.11

Moved:                         Chairperson K Ellis

Seconded:         Cr G Dally

1.    That the Governance Advisor’s report dated 6 June 2024 titled ‘Te Puke Community Board – Projects and Operations Report – June 2024’ be received.

                                                                                                                                                                                                                                                                          Carried

9.6.1      Concept Design of crossing facilities on Cameron Road outside Te Puke Intermediate

Resolution  TPC24-3.12

Moved:      Chairperson K Ellis

Seconded:         Member N Chauhan

2.      That the Te Puke Community Board approves up to $12,000.00 if required out of the roading account for a concept design of the crossing facilities on Cameron Road outside of Te Puke Intermediate.

Carried

9.7         Te Puke Community Board - Financial Report April 2024

The Board considered a report from the Financial Business Advisor. The report was taken as read.

Resolution  TPC24-3.13

Moved:                         Member D Snell

Seconded:         Chairperson K Ellis

The Financial Business Advisor’s report dated 6 June 2024 titled ‘Te Puke Community Board – Financial Report April 2024’ be received.

 Carried

9.8         Te Puke Community Board - Kāinga Ora Housing Development - June 2024

The Governance Advisor introduced the report and took it as read.

·                The Board questioned the Council’s impact assessment.

Resolution  MKC24-3.1

Moved:                         Member T Hopping

Seconded:         Member D Walters

 1.       That the following items be included in the agenda:

·         9.6 Maketu Community Board - Grant Applications - June 2024

 Carried

Change Order of Business

1.                    That the Chairperson requested the next item of business be Maketu Community Board – Grant Applications – June 2024 in order to release the representative from the meeting.

Resolution  MKC24-3.2

Moved:                         Member D Walters

Seconded:         Deputy Mayor J Scrimgeour

19.    That in accordance with standing orders 9.4 the order of business be changed and that item 9.6 be dealt with as the next item of business.

Carried

9.1          Maketu Community Board - Grant Applications - June 2024

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

Representatives were present to speak to their applications.

In response to questions, the following matters were noted:

·                The Maketu Community Led Development representative provided clarification and further detail on the events costings.

·                The Maketu Surf Life Saving Representatives stated that the building did not meet the earthquake building standards as it was graded at under 35 percent.

Resolution  MKC24-3.3

Moved:               Member T Hopping

Seconded:         Member D Walters

1.        That the Governance Advisor’s report dated 11 June 2024 titled ‘Maketu    Community Board – Grant Applications – June 2024’ be received.

2.       That the Maketu Community Board approve the grant application from Maketu           Community Led Development for $4,400.00 to cover the costs of the Matariki           Celebrations. This grant will be funded from the Maketu Community Board Grants           Account, subject to all accountabilities being met.

Carried

Resolution  MKC24-3.4

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Member D Walters

1.                    That the Maketu Community Board do not approve the grant application from the Maketu Surf Life Saving Club. The Maketu Community Board wish to have further  discussions with the Maketu Surf Life Saving Club and Council staff to discuss a strategy for addressing the assessment.

                                                                                                                                          Carried

8.1          Minutes of the Maketu Community Board Meeting held on 16 April 2024

Resolution  MKC24-3.5

Moved:                         Member T Hopping

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Minutes of the Maketu Community Board Meeting held on 16 April 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

9.1          Maketu Community Board - Workshop Notes

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

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

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

·                The Governance Advisor provided an update on the culvert upgrade at Hapimana Road and the Wilson Road North Footpath extension. An onsite hui between the Board and the Transport Area Engineer would be organised to discuss progressing these projects further.

·                An update following the hui at the Urupa was provided for the benefit of those Board members who were unable able to attend.

·                The Board discussed installing further handrailing at the Urupa following the completion of earthworks if required.

Resolution  MKC24-3.6

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Chairperson L Rae

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

2.       That the Maketu Community Board endorses the submission to the Long-Term       Plan (Tabled item 1).

Carried

9.3         Maketu Community Board - Councillor's Report - June 2024

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

Key points:

·                Through SmartGrowth, there was a desire to bring the development of the Te Tumu block forward from both Tauranga City Council and landowners.

·                Developers had purchased property on Bell Road and wanted to develop it. Due to the flood risks involved, further information outlining the benefit of the development was required before the proposal could be accepted.

·                The Representation Review Consultation was still ongoing and Council had not made a decision on Māori Wards.

·                The Public Art Policy Consultation was complete. Feedback from the community displayed a desire for Council to increase participation in this area.

·                The Board was informed that the General Manager Infrastructure Group received permission to transfer fill from the Rangiuru Business Park to the Spencer Road Reserve. 

Resolution  MKC24-3.7

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Chairperson L Rae

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

Carried

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

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

·                The Board discussed the work underway at the Maketu Wastewater Treatment Plan – Irrigation Field.

In response to questions, the following matters were noted:

·                The reporting on the water standards within the District could be found in the Annual Plan.

·                The Governance Advisor would discuss with the General Manager Infrastructure Group about the littering issues at the Kaituna Cut and the feasibility of installing a CCTV camera in the area to improve safety.

Resolution  MKC24-3.8

Moved:                         Member D Walters

Seconded:         Member T Hopping

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

Carried

9.5         Maketu Community Board - Financial Report April 2024

The Board considered a report from the Financial Business Advisor. The report was taken as read.

Resolution  MKC24-3.9

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Member T Hopping

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

Carried

8.1          Maketu Community Board - Grant Applications - June 2024

The Board considered a report from the Governance Advisor. The report was taken as read.

Resolution  MKC24-4.1                              

Moved:                         Chairperson L Rae

Seconded:         Member D Walters

1.    That the Governance Advisor’s report dated 27 June 2024 titled ‘Maketu                      Community Board – Grant Applications – June 2024’ be received.

                                                                                                                                        Carried

Resolution  MKC24-4.2

Moved:                         Chairperson L Rae

Seconded:         Member T Hopping

2.      That the Maketu Community Board approve to release the committed funds of $4,400.00 (as per resolution MKC24.3.3) back into the Maketu Community Board Grants Account, due to this event no longer taking place and therefore the funding no longer being required.

Carried

Member T Hopping declared an interest in this item and took no part in the discussion or vote thereon.

Resolution  MKC24-4.3

Moved:                         Chairperson L Rae

Seconded:         Deputy Mayor J Scrimgeour

3.      That the Maketu Community Board approve the grant application from the Maketu Surf Life Saving Club for $6,000.00, to contribute to the costs of a detailed seismic assessment and concrete scanning of the building. This grant will be funded from the Maketu Community Board Grants Account, subject to all accountabilities being met.                                                                                  

                                                                                                                                        Carried

Apology

Resolution  WBC24-3.1

Moved:               Cr A Sole

Seconded:         Member H Guptill

That the apology for absence from Cr A Henry be accepted.

Carried

7.1          Helen - Various Issues

Ms Meiklejohn, a resident of Waihī Beach, was in attendance and raised concerns about various items. She noted the below points:

·                Ms Meiklejohn had a joined a group called Living Streets Aotearoa, which intended to reclaim back footpaths and streets from obstructing vehicles and other items. These obstructions were dangerous for the footpath users. Ms Meiklejohn encouraged people to keep footpaths clear for pedestrians.

·                Ms Meiklejohn was concerned about debris floating in the harbour and down to Waihī Beach.

·                The feature garden on Citrus Avenue was infested with weeds, nothing had been done to maintain the garden.

7.2         Jim Cowern - Jenkinson Street-Beach Road Accessway

Mr Cowern, a resident of Waihī Beach was in attendance to discuss access to Beach Road from Jenkinson Street. He noted the below points:

·                Residents had requested an accessway be established from Jenkinson Street to Beach Road where the elderly housing units had been demolished.

·                There were concerns about the fence that had been installed at the location.

·                Mr Cowern was informed that Council had advised that the fence was installed for safety reasons to prevent people for walking through the elderly housing units.

7.3         Denis Henderson - Various Issues

Mr Henderson, member of the Athenree Action Group, was in attendance to discuss various issues. He noted the below points:

·                Mr Henderson was concerned about the lack of communication given to the public about upcoming road works in the area.

·                Council should have a website page that lists the upcoming road works for the coming months.

·                Mr Henderson requested a meeting with the Community Board to discuss potential upgrades to Waione Avenue Reserve.

7.4         Willy Postma - Fourth Friday's Event

Ms Postma was in attendance to speak to her grant application for the Fourth Friday’s Event. She noted the below points:

·                A group of residents and small business owners had started a community project called Fourth Friday’s, which was a monthly community event. The purpose of the event was support to local businesses, empower local artistry and bring vibrant, interactive and affordable fun into the village.

·                The group had received huge support from local businesses, community groups, the school and general public.

·                The event provided late night shopping for the village with street vendors that were all local based. Fourth Friday’s relied on donations and all the money raised was reinvested back into the event.

·                The event would be held 10 months of the year, with a break over the Christmas/New Year period.

8.1          Presentation - Bay of Plenty Regional Council - Caulerpa

Representatives from Bay of Plenty Regional Council were in attendance to discuss the threat of Caulerpa (invasive seaweed).

·                The Bay of Plenty Regional Council (BOPRC) were trying to prevent the spread of Caulerpa into the harbour. The invasive seaweed had been spreading offshore of the north island.

·                Caulerpa had a negative impact on the environment, which could lead to negative economic, cultural and recreational outcomes for New Zealand.

·                BOPRC was undergoing a review of their Regional Pest Management Plan, which would hopefully include the exotic Caulerpa into the exclusion programme.

·                BOPRC hired a summer student to educate boat users on the threat of the Caulerpa. In addition, a surveillance programme was ongoing.

·                National Institute of Water and Atmospheric Research (NIWA) were conducting trials in New Zealand to help eradicate Caulerpa with varying levels of success.

8.2         Presentation - Emergency Management Update

Sue Towler (Waihī Beach Civil Defence Community Response Group) was in attendance to provide an Emergency Management update.

·                Waihī Beach Civil Defence Community Response Group was a welfare group that  covered Waihī Beach to Bowentown.

·                The Group was working on updating the community response plan.

·                A meeting would be held on 1 July 2024 for emergency response entities, 11 entities would be attending the event.

·                A community information event would be held in September 2024.

·                The Group had applied for funding from the Gabrielle fund. If successful, the funding would be used to purchase a container and rescue equipment.

8.3         Presentation - Te Whanāu ā Tauwhao Ki Otawhiwhi

Representatives from Otawhiwhi Marae were unable to attend the meeting.

Motion

Resolution  WBC24-3.2

Moved:               Deputy Chair D Simpson

Seconded:         Member W Stevenson

That in accordance with Standing Order 9.4, the order of business be changed with Seasonal Compliance Monitoring Report 2023-24 report and Waihī Beach Grant Applications report being considered after agenda item 10.1

Carried

9.1          Minutes of the Waihī Beach Community Board Meeting held on 22 April 2024

Resolution  WBC24-3.3

Moved:               Member H Guptill

Seconded:         Cr A Sole

1.    That the Minutes of the Waihī Beach Community Board Meeting held on 22 April 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

10.1        Waihī Beach Community Board Workshop Notes - 27 May 2024

The workshop notes were received for information only, no discussion was held.

10.6       Waihī Beach Seasonal Compliance Monitoring Report 2023-2024

The Board considered a report dated 17 June 2024 from the Compliance and Monitoring Manager. An overview of the report and the activity of summer ambassadors was provided. The below points were noted:

·                Legislation had changed for freedom camping. Freedom campers were now required to have a plumbed in toilet in their vehicle. Anyone who identified as homeless, and met the criteria, would be exempt from these requirements.

·                Freedom campers were beneficial for the economy. The majority of freedom campers surveyed indicated they would utilise local businesses.

·                The Compliance and Monitoring Team were investigating options to stop people from breaking dog control rules on the beach over the summer period.

Resolution  WBC24-3.4

Moved:               Member W Stevenson

Seconded:         Member H Guptill

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

Carried

10.4       Waihī Beach Community Board - Grant Applications - June 2024

The Board considered a report dated 17 June 2024 from the Governance Advisor. The report was taken as read.

Applicants answered pātai as below:

·                The Fourth Friday’s Volunteer Group had reached out to all the food vendors to provide specials for the event. Other affordable food options were also provided.

·                The Fourth Friday’s Volunteer Group was made up of retailers across Waihī Beach.

Board Members made the following comments:

·                The application requested $9000, however, the Board only had $3888 in the Grants Accounts.

·                It was noted that it was the last meeting before the end of the financial year.

Resolution  WBC24-3.5

Moved:               Member W Stevenson

Seconded:         Member H Guptill

1.    That the Governance Advisor’s report dated 17 June 2024 titled ‘Waihī Beach Community  Board - Grant Applications – June 2024’ be received.

2.   That the Waihī Beach Community Board approve the grant application from Fourth Friday’s Volunteer Group for $3888 to contribute towards funding the Fourth Friday’s events. This grant will be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met.

Carried

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

The Board considered a report dated 17 June 2024 from the Chairperson. The report was taken as read. The below points were noted:

·                The Board had submitted their Long Term Plan submission to Council.

·                It was important for Community Board members to attend the conference as the focus of the conference was on localism.

·                The Board was seeking advice on a new Town Centre Plan for Waihī Beach.

Resolution  WBC24-3.6

Moved:               Deputy Chair D Simpson

Seconded:         Member H Guptill

That the Waihī Beach Community Board endorse the Board’s Long Term Plan 2024-2034 submission.

·         Councillor A Sole abstained from voting.                                                                                                                                                                               CARRIED

Resolution  WBC24-3.7

Moved:               Deputy Chair D Simpson

Seconded:         Cr A Sole

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

                                                                                                                                                                                             Carried

Resolution  WBC24-3.8

Moved:               Cr A Sole

Seconded:         Deputy Chair D Simpson

That the Waihī Beach Community Board approve up to $2,160.00 from the Conferences Budget for costs related to attending the 2024 LGNZ Community Board Executive Committee Conference.

                                                                                                                                                                                             Carried

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

The Board considered a report from Councillor A sole dated 17 June 2024. The report was taken as read, with the below points noted:

·                Progress had been made with the Stormwater Liaison Group. An event had been held at the surf club for the pubic to engage with Council over the issue.

·                Submissions for the Long Term Plan had closed and consultation for the financial contributions remained open for another month.

·                A workshop on the Representation Review a workshop was held in Katikati on 12 June and was well attended.

·                The 85 elderly housing units did not include the 7 units that had been demolished in Waihī Beach and had not yet been replaced. The future strategy of elderly housing would be brought to Council later in the year.

Resolution  WBC24-3.9

Moved:               Cr A Sole

Seconded:         Chairperson R Goudie

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

Carried

10.5       Waihī Beach Projects and Operations Report - June 2024

The Board considered a report dated 17 June 2024 from the Governance Advisor. The report was taken as read, with further discussion as below:

·                It was clarified that a final design from the consultant for the Entranceway Signs project would be an additional cost to the Board.

·                The Board requested information on whether the pedestrian refuge on Beach Road would be funded in conjunction with the bus bays.

·                The Board requested information on the progress of the Seaforth Road to Anzac Bay road rehabilitation.

·                The Board requested information on if financial contributions for a walkway along Three Mile Creek could be reallocated to the Athenree-Waihī Beach crossing.

Resolution  WBC24-3.10

Moved:               Chairperson R Goudie

Seconded:         Cr A Sole

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

Carried

Resolution  WBC24-3.11

Moved:               Chairperson R Goudie

Seconded:         Member W Stevenson

2.   That the Waihī Beach Community Board approve up to $4,500 from the Waihī Beach Reserves Account for costs relating to consultant advice for the Entranceway Signs project.

                                                                                                                                                                                             Carried

10.7        Waihī Beach Community Board - Financial Report April 2024

The Board considered a report dated 17 June 2024 from the Financial Business Advisor. The report was taken as read.

Resolution  WBC24-3.12

Moved:               Cr A Sole

Seconded:         Deputy Chair D Simpson

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

Carried

Apology

Resolution  OMC24-4.1

Moved:                         Cr D Thwaites

Seconded:         Deputy A Hughes

That the apology for absence from Member Bell, be accepted.

Carried

The Chairperson advised there was one late item for the Board to consider for inclusion in the open agenda, being ‘Local Government New Zealand Conference 2024’.

The reason the this item was not included on the agenda was that it was missed and it could not be delayed to the next scheduled Community Board meeting as the bookings for the conference needed to be made prior to the next meeting.

Resolution  OMC24-4.2

Moved:                         Deputy A Hughes

Seconded:         Cr M Grainger

That in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of open business:

·                9.5    Local Government New Zealand Conference 2024

Carried

7.1          Bruce McCabe – Residents and ratepayers association - Māori Wards bill

Mr McCabe was in attendance to speak to the Māori Wards Bill. He noted the below points:

·                This Bill brought back the ability for polls to be demanded on a decision to establish a Māori Ward/s.

·                Mr McCabe would like to see Council rescind their decision, to avoid Council having to undertake a poll at the 2025 Local Elections.

·                He believed that a poll was an additional cost to ratepayers.

·                One of the key roles of the Community Board was advocacy for the community, so he believed that the Board should instigate a community discussion regarding this topic, to allow them to understand the community’s views in relation to this.

7.2              Murray Marshall – Various Items

Mr Marshall was in attendance to speak on the following items:

·                There were broken links on the Council website in relation to the Ōmokoroa Newsletters (that no longer existed) and the Ōmokoroa Peninsula Projects (that show a 404 error).

·                He had concerns over the water quality due to the drilling taking place by Bay of Plenty Regional Council at the groundwater bore at 336 Ōmokoroa Road.

·                Queried the timeline of the cycleway by Lynley Park and Ridge Drive.

·                Suggested adding percentages to the “In progress” column to help residents understand how far along the projects were.

The following tākupu were made by Board members:

·                The Chairperson noted that although there was no percentage progress level visible, it was good to have greater transparency over projects through the written updates.

·                Councillor Thwaites noted that there was an Ōmokoroa Community Information Session scheduled for Tuesday 13 August at the Ōmokoroa Sports Pavilion. This was an informal drop-in session for community to come and kōrero on current and upcoming projects planned in the Ōmokoroa community. Council staff and project contractors would be on hand to discuss these projects.

Members of the public sought clarification on whether notes would be taken during this session, or whether it was possible to get the website updated following the information session, for those unable to attend.

7.3         Chris Dever - Lighting Issue (71 and 34-72 Ōmokoroa road)

Mr Dever was in attendance to speak to previous issues that he had raised in relation to the street lighting around 71 and 64-72 Ōmokoroa Road. He noted the below points:

·                His initial request sought clarification on what the standard for street lighting was (for a main thoroughfare), and whether the lighting at 71 and 64-72 met that standard.

·                The response received through Councils Service Request system advised that it was unlikely that the lighting met the code, however there was no funding or plans to rectify this, suggesting that a request be made to the Long Term Plan (LTP).

·                An additional Service Request was made by another resident who was provided with a similar response.

·                Another affected resident sent an email through to Council and the Community Board raising the same concerns. He had also done his own investigations and provided that information as an attachment to his email.

·                Mr Dever expressed frustration regarding the difficulty for the community to get requests onto the agenda and considered by Council.

·                The community expected that council provided services to the Infrastructure Services Standards, and where this was not immediately possible, the community expected that Council had a plan to achieve this over time.

·                The Community Board were asked to go with Mr Dever following the meeting to view these areas of concern.

Mr Dever wanted to know how this could get onto the agenda, and noted that if there was no current budget available to address this issue, how did Council plan on addressing it in the long term.

8.1          Minutes of the Ōmokoroa Community Board Meeting held on 4 June 2024

Resolution  OMC24-4.3

Moved:                         Cr M Grainger

Seconded:         Deputy A Hughes

1.    That the Minutes of the Ōmokoroa Community Board Meeting held on 4 June 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

9.1          Ōmokoroa Community Board Chairperson's Report - July 2024

The Board considered a report dated 30 July 2024 from the Chairperson. The report was taken as read, with further discussion on the below items.

Resolution  OMC24-4.4

Moved:                         Deputy A Hughes

Seconded:         Cr D Thwaites

1.    That the Chairperson’s report dated 30 July 2024 titled ‘Ōmokoroa Community Board Chairperson’s Report – July 2024’ be received.

Carried

9.1.1        Proposed Grant Process

Some clarification was provided regarding the proposed grant process. The following was noted:

·                The suggested cap was only recommended to create some consistency and fairness regarding the amount of grant funding that the Board would consider. This was not something that the Board had to implement, but rather identifying a mechanism that could be utilised.

·                Feedback received to date from Community Boards was that they were interested in trailing this approach to help attract and support more grant applications.

·                The proposed process did not take away the Boards ability to support applications with a time constraint, noting that the Board had the ability to support projects through their Reserve and Contingency Account should they wish to.

The Board requested the following:

·                It was important to ensure that the communication regarding the potential change, including when the Board would be considering applications, was well advertised, to avoid any confusion.

·                They would assess how their grants were awarded, taking into consideration the amount that they had for the financial year, however as this stage would not be considering a cap on the amount that they would consider.

·                They would like to workshop this item to ensure clarity of the proposed new process and how it would work.

9.1.2       Community Group Updates

Member Hughes noted the below additions to his updates within the report.

Ōmokoroa Environmental Managers Inc (OEMI) – Member Hughes

·                The ANZAC Group and the Bird Group updates were missed off as they had not been included in the initial agenda.

Ōmokoroa Community Policing Group

·                There was a query around whether it was appropriate for Community Board members to attend these meetings when there may be cases where individual names and/or events were discussed. The Chairperson and Member Hughes noted that it was valuable being able to sit on that group to support and understand what was happening in the community..

·                There had been no formal outcome of the query, however it was understood that no changes would be made at this stage.

9.2         Ōmokoroa Community Board Councillor's Report - July 2024

The Board considered a report dated 30 July 2024 from Councillor Grainger. The report was taken as read.

Long Term Plan (LTP)

It was clarified that Councils LTP was scheduled to be adopted on 26 September 2024, noting that this would be publicised following the meeting.

Resolution  OMC24-4.5

Moved:                         Deputy A Hughes

Seconded:         Cr D Thwaites

1.    That Councillor Grainger’s report dated 30 July 2024 titled ‘Ōmokoroa Community Board Councillor’s Report – July 2024’ be received.

Carried

9.3         Ōmokoroa Community Board - Projects and Operations Report - July 2024

The Board considered a report dated 30 July 2024 from the Senior Governance Advisor. The report was taken as read.

The Senior Governance Advisor was asked to follow up on the following projects/previous requests:

·                Ōmokoroa Pavilion Concrete Steps and Handrails – Clarification on why this Community Board-Led project was awaiting action, noting that this should be progressing through Council staff/project managers.

·                Street Light Analysis Request – The Board was advised that the Road Safety Engineer was in constant communication with the consultant in relation to a quote for the scope of work being requested. It was hoped that this would be workshopped with the Board on 3 September 2024.

Leasing the Ōmokoroa-Pahoia Scout Den

·                It was clarified that this may not only be used for the storing of equipment, which was the reason that the building required a Code Compliance Certificate (CCC).

·                The building once the CCC was received.

·                The Board was advised that as soon as Council changed the use of the building they were subject to new requirements under the code.

Service Requests

·                The Service Requests that were labelled “under investigation” were still being looked into, noting that this was a category in which Service Requests were allocated if staff were still collating information.

·                There was concern around the time in which it took for Service Requests to be dealt to, and/or the responses being received back. The General Manager Regulatory Services noted that following the sudden ending to Councils contract with WestLink, Council had been engaging a number of temporary contracts to undertake the work. This put Council is a state of “hiatus” until a new contract had been sought.

Walkway Resurface

·                The Board praised the new surface on the coastal section of the Ōmokoroa to Tauranga Cycleway between Tinopai Reserve and Lynley Park, including the cut back of the overgrown vegetation.

Resolution  OMC24-4.6

Moved:                         Cr M Grainger

Seconded:         Cr D Thwaites

1.    That the Senior Governance Advisor’s report dated 30 July 2024 titled ‘Ōmokoroa Projects and Operations Report – July 2024’ be received.

Carried

9.4         Ōmokoroa Community Board Financial Report - June 2024

The Board considered a report dated 30 July 2024 from the Financial Business Advisor. The report was taken as read.

The Board noted that when there were unspent funds within their Roading projects, the money was automatically released back into the appropriate account. Clarification was sought as to why the smaller amounts from the operating budgets needed to be transferred by resolution, and whether this could just automatically happen.

Resolution  OMC24-4.7

Moved:                         Deputy A Hughes

Seconded:         Cr M Grainger

1.    That the Financial Business Advisor’s report dated 30 July 2024 titled ‘Ōmokoroa Community Board Financial Report – June 2024’ be received.

2.   That the Ōmokoroa Community Board approve to release the unspent $22 from outstanding operational commitments (OMC23-3.4).

3.   That the Ōmokoroa Community Board approved to release the unspent $39 from outstanding operational commitments (OMC24-1.7).

Carried

9.5         Local Government New Zealand Conference 2024

The Board considered a report dated 30 July 2024 from the Senior Governance Advisor. The report was taken as read.

The Chairperson declared an interest in this item, and took no part in the discussion or voting thereon.

Resolution  OMC24-4.8

Moved:                         Deputy A Hughes

Seconded:         Cr M Grainger

1.        That the Senior Governance Advisor’s report dated 30 July 2024, titled ‘Local Government New Zealand Conference 2024’, be received.

2.       That the Ōmokoroa Community Board approve $2,688 from the Ōmokoroa Community Board Conference Account and $257 from the Ōmokoroa Community Board Contingency Account, for Chairperson Presland to attend the 2024 Local Government New Zealand Conference.

Carried

Apology

Resolution  SPC23-8.1

Moved:                         Cr M Grainger

Seconded:         Cr R Joyce

That the apology for absence from Cr Murray-Benge and Cr Coxhead be accepted.

Carried

10.1        Submission on the Emergency Management Bill

The Committee considered a report dated 14 December 2023 from the Strategic Advisor: Legislative Reform and Special Projects. The report was taken as read.

Resolution  SPC23-8.2

Moved:                         Cr R Crawford

Seconded:         Cr D Thwaites

1.    That the Strategic Advisor: Legislative Reform and Special Projects report dated 14 December 2023 titled ‘Submission on the Emergency Management Bill’ be received.

2.   That the submission, shown as Attachment 1 to this report, is received by the Strategy and Policy Committee and the information is noted.

Carried

10.2       Submission on Proposed National Policy Statement for Natural Hazard Decision-making

The Committee considered a report dated 14 December 2023 from the Senior Environmental Planner. The report was taken as read.

Resolution  SPC23-8.3

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.    That the Senior Environmental Planner’s report dated 14 December 2023, titled ‘Submission on National Policy Statement for Natural Hazard Decision-making’, be   received.

2.   That the submission, shown as Attachment 1 to this report, be received by the Strategy and Policy Committee and the information noted.

Carried

10.1        Recommendation for adoption of 2024-2025 Dog Control and Health Registration Fees

The General Manager Regulatory Services acknowledged the submission made and spoken to during Public Forum, and reminded Committee members that the report for consideration was in relation to the Dog Control and Health registration fees rather than Dog Parks. It was noted that the establishment of dog parks came out of consultation undertaken in 2016, and further discussion in relation to this matter, specifically the proposed Ōmokoroa Dog Park, would be addressed by the Strategy and Policy Committee at a future hui.

The Committee considered a report dated 9 May 2024 from the Compliance and Monitoring Manager, who took the report as read.

Staff responded to pātai as below:

Dog complaints normally came through the Service Request system, following which the compliance team would then go out and investigate.

The proposed fee increase was in relation to registration fees rather than seizure or impound costs, as there was a risk that this would deter owners from collecting their dogs.

It was important to find the ‘sweet spot’ in relation to dog registration fees, as the higher they were, the less likely owners would be to register their dogs,  therefore requiring additional time and resources in the compliance area.

Health inspections were undertaken annually, or as complaints were received.  The justification of costs in relation to these were due to the number of elements that the inspector had to consider.

The adoption fees had increased due to the costs associated with caring for the dogs and ensuring they were prepared for adoption.

The number of impounded dogs that were offered for adoption was unknown at this time, however staff were happy to feed this information back to Committee Members.

MOTION

Moved:               Mayor Denyer

Seconded:         Cr Dally

1.    That the Compliance and Monitoring Manager’s report dated 9 May 2024 titled ‘Recommendation for Adoption of 2024-2025 Dog Control and Health Registration Fees’, be received.

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

3.   That the Annual Plan and Long Term Plan Committee receives all feedback received through the consultation period, which ran from 11 March to 11 April 2024.

4.   That the Annual Plan and Long Term Plan Committee recommend to Council the adoption of the 2024/25 Dog Control and Health Registration Fees, as shown in the Dog and Health Fees – Statement of Proposal (Attachment 3 of this report) and that they be approved for public notification in accordance with the Dog Control Act 1996.

5.   That the Annual Plan and Long Term Plan Committee requests the Chief Executive to direct staff to prepare a decision story, in general accordance with the resolutions of this meeting and for approval by the Mayor, as the formal response to submitters and to be published on the Council’s website.

6.   That the Chief Executive Officer be delegated authority to make minor editorial changes to the documents if required.

AMENDMENT

Moved:               Cr Joyce

Seconded:         Cr Murray-Benge

Recommendations 1,2,3,5 and 6 remained unchanged. Recommendation 4 proposed as per below:

4.       That the Annual Plan and Long Term Plan Committee recommend to Council the           adoption of the 2024/25 Dog Control and Health Registration Fees, as shown in       the Dog and Health Fees – Statement of Proposal (Attachment 3 of this report), with an additional $10.00 increase to the dog registration fees, and that they be   approved for public notification in accordance with the Dog Control Act 1996.

The amendment was voted on and declared lost.

A division was called as follows:

For:             Cr Joyce, Cr Murray-Benge, Cr Coxhead and Cr Sole.

Against:    Mayor Denyer, Cr Henry, Cr Thwaites, Cr Dally, Cr Grainger, Cr Wichers and                 Deputy Mayor Scrimgeour

                                                                                                                                              LOST 4/7

Staff acknowledged the ‘tricky’ situation which the Committee was in, which had largely arisen as a result of the statutory requirements outlined in the Dog Control Act 1996 to adopt the Dog Control fees prior to adopting the balance of Council’s Fees and Charges.

Advice from staff was that there was an opportunity to re-visit this through the Annual Plan process 2025/26, which would commence in September/October 2024.  If Council wished to progress a more stringent Revenue and Financing Policy the Committee would need to go through a process, which was required by the Act, to consider whether or not there was any public benefit from the Dog Control activity. In the past there was a consensus that there was public good in enabling communities to feel safe, recognising that dogs were a large part of society, therefore anything above 80-20 or 75-25 would require a more considered approach to the Revenue and Financing Policy.

Resolution  APLTP24-4.1

Moved:                         Mayor J Denyer

Seconded:         Cr G Dally

1.    That the Compliance and Monitoring Manager’s report dated 9 May 2024 titled ‘Recommendation for Adoption of 2024-2025 Dog Control and Health Registration        Fees’, be received.

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

3.   That the Annual Plan and Long Term Plan Committee receives all feedback received through the consultation period, which ran from 11 March to 11 April 2024.

4.   That the Annual Plan and Long Term Plan Committee recommend to Council the adoption of the 2024/25 Dog Control and Health Registration Fees, as shown in the Dog and Health Fees – Statement of Proposal (Attachment 3 of this report) and that they be approved for public notification in accordance with the Dog Control Act 1996.

5.   That the Annual Plan and Long Term Plan Committee requests the Chief Executive to direct staff to prepare a decision story, in general accordance with the resolutions of this meeting and for approval by the Mayor, as the formal response to submitters and to be published on the Council’s website.

6.   That the Chief Executive Officer be delegated authority to make minor editorial changes to the documents if required.

Carried

10.2       Adoption of the draft Treasury Policy as Supporting Information for the Long Term Plan 2024-34

The Committee considered a report dated 9 May 2024 from the Financial Analyst. The report was taken as read with a brief overview of the report provided by the Finance Manager.

Staff responded to pātai as below:

·         The limits outlined on Page 79 referred to being ‘less than’ which was in line with the Local Government Funding Agency (LGFA) recommendations.

·         Council did have a ‘quick ratio’, which was not in the Treasury Policy.

·         The appointed Independent member of the Audit, Risk and Finance Committee was aware of the changes, and had provided advice to staff which was reflected in the policy.

·         None of the proposed changes would put Council in breach of any current policies.

Resolution  APLTP24-4.2

Moved:                         Cr M Murray-Benge

Seconded:         Cr M Grainger

1.    That the Financial Analyst report dated 9 May 2024 titled ‘Adoption of the draft Treasury Policy as Supporting Information for the Long Term Plan 2024-34’ 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 Annual Plan and Long Term Plan Committee adopt the revised ‘Draft Treasury Policy’ (Attachment 1 of this report), in order to form part of the supporting information for consultation on the Long Term Plan 2024-2034.

4.   That the Chief Executive is authorised to make any required editorial amendments to the draft Treasury Policy.

Carried

10.3       Adoption of Statement of Proposal for Review of Water Rates Remission Policy and Remission of Rates Penalties Policy

The Committee considered a report dated 9 May 2024 from the Senior Policy Analyst. The report was taken as read.

Resolution  APLTP24-4.3

Moved:                         Cr G Dally

Seconded:         Mayor J Denyer

1.    That the Senior Policy Analyst’s report dated 9 May 2024 titled ‘Adoption of Statement of Proposal for Review of Water Rates Remission Policy and Remission of Rates Penalties Policy’ be received.

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

3.   That the Draft Water Rates Remission Policy and Remission of Rates Penalties Policy and Statement of Proposal, as set out in Attachment A, of this report to be adopted for the purpose of consultation from 17 May 2024 – 17 June 2024.

Carried

10.4       Adoption of Statement of Proposal for draft Revenue and Financing Policy

The Committee considered a report dated 9 May 2024 from the Finance Manager, who noted that Tabled Item 5 – Draft Revenue and Financing Policy replaced Attachment A, and Tabled Item 4 – Draft Statement of Proposal replaced Attachment B, noting that these documents were the same as the original attachments, however staff had removed any content relating to SUIPs from the documentation.

Staff responded to pātai as below:

·         The banding approach to describing how each activity of Council was funded had been introduced for this LTP.  The rationale for its introduction was that it was easier for community to understand and provided more flexibility for achieving compliance.

·         The Deputy CEO/General Manager Strategy and Community provided a rationale for the removal of SUIPs since the agenda was published.

·         Through the audit process, staff received feedback that audit would like to seek legal advice regarding whether the particular provisions of the Rating Act had been applied appropriately. It was noted that this feedback was received late in the audit process, and legal advice was sought immediately. The legal advice received suggested that the application of SUIPs was in contravention of Section 15 of the Local Government Rating Act. In order for Council to apply a SUIPs regime, Council was required to change the basis of rating for the entire district.

·         In order for Council to achieve what it was hoping to, staff recommended that SUIPs be removed entirely from the Consultation Document and instead staff work with Council to scope a rating review, which would include SUIPs and possibly other matters that the Committee wished to review.

Resolution  APLTP24-4.4

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr M Murray-Benge

1.    That the Finance Manager’s report dated 9 May 2024 titled ‘Adoption of Statement of Proposal for draft Revenue and Financing Policy’ be received.

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

3.   That the draft Revenue and Financing Policy (Tabled Item 5) and the related draft statement of proposal (Tabled Item 4) be adopted for public consultation alongside the Long Term Plan 2024-34.

4.   That the Chief Executive is authorised to make any required editorial changes to the draft Revenue and Financing Policy or Statement of Proposal.

Carried

Cr Thwaites, Cr Joyce and Cr Sole requested for their votes against to be recorded.

10.5       Adoption of the Consultation Document and the Supporting Information for the Long Term Plan 2024-2034

The Committee considered a report dated 9 May 2024 from the Policy and Planning Manager. The Strategic Policy and Planning Programme Director spoke to the report, highlighting the changes to the Consultation Document as highlighted in Tabled Item 2.

It was noted that Tabled Item 5 be substituted for pages 423-447 inclusive, of Attachment B to the agenda, being supporting information to the Long Term Plan 2024-2034.

Tabled Item 3 was the Audit Report and Tabled Item 1 was the final Consultation Document for adoption.

Mr Pieterse and Mr Labuschagne from Audit New Zealand were in attendance to speak to Tabled Item 3 being the Audit Report. They believed the consultation document provided an effective basis for public consultation and the underlaying information was reasonable.

The auditors added an emphasis of matter, emphasising the uncertainty regarding capital deliverability, noting that this was normal for the majority of councils.

Resolution  APLTP24-4.5

Moved:                         Cr M Murray-Benge

Seconded:         Deputy Mayor J Scrimgeour

1.    That the Policy and Planning Manager’s report dated 9 May 2024 titled ‘Adoption of the Consultation Document and the Supporting Information for the Long Term Plan 2024-2034’, be received.

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

3.   That in accordance with section 93G of the Local Government Act 2002, the Long-Term Plan 2024-2034 Supporting Information set out in Attachment B to this agenda (noting that Tabled Item 5 be substituted for pages 423-447 inclusive) be         adopted for the purposes of providing supporting information for the Long Term Plan 2024-2034 Consultation Document.

                                                                                                                                        Carried

Resolution  APLTP24-4.6

Moved:                         Cr M Grainger

Seconded:         Cr T Coxhead

4.   That in accordance with section 93C(4) of the Local Government Act 2002, the Audit Report (Tabled Item 3) on the draft Long Term Plan 2024-2034 Consultation Document be received.

5.   That in accordance with section 93A of the Local Government Act 2002, the audited        draft Long Term Plan 2024-2034 Consultation Document as set out in Tabled Item 1  be adopted for the purpose of consultation from 17 May 2024 – 17 June 2024.

6.   That the Chief Executive Officer be delegated authority to make minor editorial changes to the supporting information documentation if required.

Carried

Apology

Resolution  CL24-4.1

Moved:               Cr A Henry

Seconded:         Cr T Coxhead

That the apology for lateness from Cr G Dally be accepted.

Carried

9.1          Minutes of the Katikati Community Board Meeting held on 3 April 2024

Resolution  CL24-4.2

Moved:               Cr R Joyce

Seconded:         Cr A Henry

That the Minutes of the Katikati Community Board Meeting held on 3 April 2024 be received.

Carried

9.2         Minutes of the Ōmokoroa Community Board Meeting held on 9 April 2024

Resolution  CL24-4.3

Moved:               Cr M Grainger

Seconded:         Cr D Thwaites

That the Minutes of the Ōmokoroa Community Board Meeting held on 9 April 2024 be received.

Carried

9.3         Minutes of the Te Puke Community Board Meeting held on 11 April 2024

Resolution  CL24-4.4

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Wichers

That the Minutes of the Te Puke Community Board Meeting held on 11 April 2024 be received.

Carried

9.4         Minutes of the Maketu Community Board Meeting held on 16 April 2024

Resolution  CL24-4.5

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr M Murray-Benge

That the Minutes of the Maketu Community Board Meeting held on 16 April 2024 be received.

Carried

9.5         Minutes of the Waihī Beach Community Board Meeting held on 22 April 2024

Resolution  CL24-4.6

Moved:               Cr A Sole

Seconded:         Cr A Henry

That the Minutes of the Waihī Beach Community Board Meeting held on 22 April 2024 be received.

Carried

10.1        Minutes of the Extraordinary Council Meeting held on 6 March 2024

Resolution  CL24-4.7

Moved:               Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.    That the Minutes of the Extraordinary Council Meeting held on 6 March 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

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

Carried

10.2       Minutes of the Strategy and Policy Committee Meeting held on 28 March 2024

Resolution  CL24-4.8

Moved:               Mayor J Denyer

Seconded:         Cr A Henry

That the Minutes of the Strategy and Policy Committee Meeting held on 28 March 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.3       Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 19 March 2024

Resolution  CL24-4.9

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Mayor J Denyer

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 19 March 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.4       Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 2 April 2024

Resolution  CL24-4.10

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Henry

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 2 April 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.5       Minutes of the Community Committee Meeting held on 3 April 2024

Resolution  CL24-4.11

Moved:               Cr M Murray-Benge

Seconded:         Cr T Coxhead

That the Minutes of the Community Committee Meeting held on 3 April 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.6       Minutes of the Council Meeting held on 4 April 2024

Resolution  CL24-4.12

Moved:               Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.    That the Minutes of the Council Meeting held on 4 April 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

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

Carried

10.7        Minutes of the District Plan Committee Meeting held on 8 April 2024

Resolution  CL24-4.13

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr M Grainger

That the Minutes of the District Plan Committee Meeting held on 8 April 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

11.1          Minutes of the Te Puke Spatial Plan Sub Committee Meeting held on 22 November 2023

Resolution  CL24-4.14

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Wichers

That the Minutes of the Te Puke Spatial Plan Sub Committee Meeting held on 22 November 2023 be received.

Carried

11.2         Minutes of the Te Puke Spatial Plan Sub Committee Meeting held on 18 April 2024

Resolution  CL24-4.15

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr M Grainger

That the Minutes of the Te Puke Spatial Plan Sub Committee Meeting held on 18 April 2024 be received.

Carried

12.1         Convey Water and Electricity Easement over the Te Rereatukahia Stream Reserve in favour of 27 Thomas Road, Katikati

Council considered a report dated 23 May 2024 from the Reserves and Facilities Manager, who provided a brief overview.

Staff responded to pātai as follows:

·                Traditionally Council did not charge for an easement to access a water source. It would be unfair to charge for that, as it was the only way to get to the water source. Case law had set a precedent for this.

·                Council was in negotiations with the owner regarding the avocado trees. The owner of the orchard was maintaining Council land at no cost, which was being considered in the negotiations.

·                The irrigation and water pipe had been there illegally. The new owner was trying to be a good operator by legitimising the situation.

·                There was currently no public access to the reserve. The health and safety risk to members of the public was low. Council could require the operator to install health and safety signage to inform members of the public of any risks.

·                The public use of Council land overrode private use, this easement was for a 10-year period. If in future Council wanted to connect a walkway to the area it could do so.

Resolution  CL24-4.16

Moved:               Cr M Murray-Benge

Seconded:         Cr T Coxhead

1.    That the Reserves and Facilities Managers’ report dated 23 May 2024 titled ‘Convey Water and Electricity Easement over Te Rereatukahia Stream Reserve in favour of 27 Thomas Road, Katikati’ 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 pursuant to the authority delegated by the Minister of Conservation to the   Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby grant consents to the creation of a water and electricity easement shown on the attached plan (Attachment 1 of this report) to allow Lot 2 DPS 69636 to convey water and electricity over Lot 3 DPS 69636.

Carried

12.2        Vesting of I'Anson Reserve in Council from Queen Elizabeth II Trust

Council considered a report dated 23 May 2024 from the Reserves and Facilities Manager, who took the report as read

Staff responded to pātai as follows:

·                Pirirākau had requested a Joint Management Agreement for the Reserve (Tabled Item 1) with WBOPDC . Council had engaged with Pirirākau on this matter. Pirirākau had some aspirations for their involvement in reserves. A transfer of ownership with Tahataharoa Reserve was underway and any learnings from that could be applied to future co-management arrangements.

·                I’Anson Reserve was not classified as a reserve under the Reserves Act 1977. The Queen Elizabeth II (QEII) Trust would like a covenant implemented to protect the original intentions of the land. If the land was accepted, the Reserve would fall under the Kaimai Ward Reserves Management Plan and consideration to its classification would be reviewed through that process. 

·                The Reserve may have formed part of the land confiscation in 1865. Pirirākau supported the Reserve remaining as a protected area.

·                The land did not currently have a covenant on it, as the QEII Trust currently owned the land. The Trust would like a covenant put in place before the transfer was to occur.

·                Best practice would be to classify the reserve under the Reserves Act 1977, however if that was not possible, there were protections under the Local Government Act 2002 in relation to the management of reserves. The Reserve could be classified through the Reserves Management Plan process.

·                Waka Kotahi (NZTA) had requested a portion of the stream for road realignment for the Takitimu North Link project. The increase in hard surfaces would result in a rise in stormwater upstream of I’Anson Reserve. Friends of I’Anson Reserve and the QEII Trust had been working with Waka Kotahi on a compensation package. Council staff were satisfied with the mitigation package and compensation to upgrade some of the tracks in the area.

·                The QEII Trust would step away from the management of the Reserve once it had been transferred.

Tabled Item 1 – Pirirākau Assessment in Response to I’Anson Reserve

Resolution  CL24-4.17

Moved:               Cr D Thwaites

Seconded:         Cr M Murray-Benge

1.    That the Reserves and Facilities Manager’s report dated 23 May 2023 titled ‘Vesting       of I’Anson Reserve in Council from Queen Elizabeth ll Trust’, be received.

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

3.   That Council accepts the offer from the Queen Elizabeth ll National Trust to transfer        ownership of I’Anson Reserve to Council, subject to a relevant covenant being registered on the title prior to transfer.

4.   That the Council formally acknowledge the generous offer of the transfer and good work that the Queen Elizabeth ll National Trust undertakes in the Bay of Plenty Region in protecting indigenous biodiversity for future generations.

5.   That Tabled Item 1 be received, and Council acknowledge the aspirations of Pirirākau for future negotiations.

Carried

12.3        Request for funds from the Katikati Town Centre Development Fund - Market Square Development Project

Council considered a report dated 23 May 2024 from the Operations Manager. The Operations Manager and General Manager Infrastructure Services spoke to the report by providing an overview of the request, project concept plan and phasing timeline.

Staff responded to pātai as follows:

·                One of the main outcomes from the Town Centre Plan was to improve the connectivity of between the War Memorial Hall and Pātuki Manawa Digital Hub. The design would enable connectivity and an open market square.

·                Funding for Stage 2 of the project could be raised by the community.

·                The project may qualify for TECT funding however, there were issues around future funding for Stage 2 and 3 of the project and obtaining the land. The owners of the carpark did not want to sell at this time.

·                There was currently no funding in the Long Term Plan for the Stage 2 and 3.

Resolution  CL24-4.18

Moved:               Cr R Joyce

Seconded:         Cr A Henry

1.    That the Operations Managers report dated 23 May 2024 titled ‘Request for funds from the Katikati Town Centre Development Fund – Market Square Development Project’, be received.

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

3.   That Council approve funding of up to $50,000 from the Katikati Town Centre Development Fund for costs relating to the engineering detailed design and schedule of works for the Market Square Development project (Attachment A of this report).

4.   That Council approves the phased approach to the Katikati Market Square project,       as laid out in this report, noting that this is subject to funding availability through       the Katikati Town Centre Development Fund. 

Carried

12.4       Establishment of a Regulatory Hearings Panel

Council considered a report dated 23 May 2024 from the Governance Advisor. The report was taken as read, with a brief overview of the recommendation provided.

The Mayor suggested that Councillor Grainger be appointed as Deputy Chairperson of the Regulatory Hearings Panel.

Resolution  CL24-4.19

Moved:               Cr A Henry

Seconded:         Cr T Coxhead

1.    That the Governance Advisor’s report dated 23 May 2024 titled ‘Appointment of Regulatory Hearings Panel’ be received.

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

3.   That Council approves the appointment of a Regulatory Hearings Panel as set out in Terms of Reference, being Attachment 1 of this report.

4.   That Council approve for Councillor Grainger to be appointed as Deputy Chairperson of the Regulatory Hearings Panel.

Carried

12.5       Appointment of Convenor and Assistant Convenor to Maketu-Te Puke Community Forum

Council considered a report dated 23 May 2024 from the Governance Manager. The report was taken as read.

Resolution  CL24-4.20

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr M Grainger

1.    That the Governance Manager's report dated 23 May 2024 titled ‘Appointment of Convenor and Assistant Convenor to Maketu-Te Puke Community Forum’ 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 pursuant to Clause 26 Schedule 7 of the Local Government Act 2002 the following councillors be appointed as Convenor and Assistant Convenor for the Maketu Te Puke Community Forum as set out below:

·      Convenor: Cr Andy Wichers

·      Assistant Convenor: Cr Grant Dally

Carried

12.6       Appointment of an additional director of the Council Controlled Organisation - CoLAB

Council considered a reported dated 23 May 2024 from the Senior Governance Advisor. The report was taken as read.

Staff responded to pātai as follows:

·                The Chief Executive was approached to be the representative on the CoLAB Board for Western Bay of Plenty, Waipa, Thames-Coromandel, and Matamata-Piako District Councils.

Resolution  CL24-4.21

Moved:               Cr M Murray-Benge

Seconded:         Cr A Henry

1.    That the Senior Governance Advisor report dated 23 May 2023 titled ‘Appointment of an additional director of the Council Controlled Organisation - CoLAB’ be received.

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

3.   That Council appoint John Holyoake as a director on the Council Controlled Organisation – CoLAB.

 Carried

12.7        Delegations - Resource Management Act 1991 and Local Government (Rating) Act 2002

Council considered a report dated 23 May 2024 from the Privacy and Official Information Advisor. The report was taken as read.

Resolution  CL24-4.22

Moved:               Cr M Grainger

Seconded:         Mayor J Denyer

1.    That the Privacy and Official Information Advisor’s report dated 23 May 2024 titled ‘Delegations - Resource Management Act 1991 and Local Government (Rating) Act 2002’ 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, pursuant to section 34A of the Resource Management Act 1991 (RMA), and section 132 of the Local Government (Rating) Act 2002, Council delegates those of    its functions, powers and duties to the positions (‘Delegates’) specified in Attachment 1.

Carried

12.8       Mayor's Report to Council 23 May 2024

Council considered a report dated 23 May 2024 from the Senior Executive Assistant – Mayor/CEO. The report was taken as read.

The Mayor responded to pātai as follows:

·                There was commonality around the sector regarding a number of topics at the Combined Rural Hui. The panel shared a variety of perspectives as well.

Resolution  CL24-4.23

Moved:               Mayor J Denyer

Seconded:         Cr A Henry

That the Senior Executive Assistant – Mayor/CEO’s report dated 23 May 2024 titled ‘Mayor’s Report to Council – 23 May 2024’ be received.

Carried

9.1          Rocky Cutting Road Petition

The Committee considered a report dated 4 June 2024 from the Roading Engineer - East. The report was taken as read:

Staff responded to pātai as follows:

·                A road sealing project for Rocky Cutting Road was scheduled for the next four to five years. There was currently no project to widen the road.

·                The potholes that were identified on the road had been fixed.

·                As per Standing Orders, the petition was required to come to the relevant Committee, in this case the Projects and Monitoring Committee.

·                The requests for the upgrades to the road were assessed against the development code. If the traffic volumes of the road had changed then the road would need to be reassessed against the code.

·                As part of the Speed Management Plan process, it was recommended that the speed limit for Rocky Cutting Road be reduced to 60km/h or 80km/h. As a result of discussions through the Strategy and Policy Committee, it was decided that the speed limit for that road remained the same.

·                The Speed Management Plan would be reviewed in three years time, which would be the first opportunity to review the Rocky cutting Road speed limit. If the nature of the road changed then there would be justification to change the speed limit of that road.

·                If the speed limit for Rocky Cutting Road was reduced, this would be an inconsistent approach to other rural roads within the network.

·                It was advised that the installation of a mirror on the Welcome Bay - Rocky Cutting Road could provide a false sense of security for drivers.

·                There was a slip on the road, however, it was not clear if that was caused by drains not being cleared. The drains had been programmed to be cleared in accordance with the Levels of Service.

Resolution  PMC24-2.1

Moved:               Cr M Murray-Benge

Seconded:         Cr A Henry

1.    That the Transportation Engineer’s report dated 4 June 2024 titled ‘Rocky Cutting Road Petition’ 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 Projects and Monitoring Committee does not approve the development and delivery of a seal widening and safety improvements project on Rocky Cutting      Road independent of Council’s pavement rehabilitation programme.

4.   That the Projects and Monitoring Committee recommend that the Rocky Cutting Road speed limit be considered in a future Speed Management Plan review. 

Carried

11.1          Operational Risk and Scorecard Report Quarterly Update ending 31 March 2024

The Committee considered a report dated 4 June 2024 from the Management Accountant. The General Manager Infrastructure Services provided a brief overview of the report.

Staff responded to pātai as follows:

·                The economic downturn was affecting business as there was a reduction in building consents.

·                The project plan for the Katikati Outfall and a recommendation on the structure for the Katikati Wastewater Advisory Group was being finalised and would go to Council for approval.

·                Building consent for Heron Crescent came from an independent consenting authority as Western Bay of Plenty District Council (WBOPDC) was the applicant.

·                There was a risk of non-compliance with Bay of Plenty Regional Council over the discharge quality of the water from the Katikati Wastewater Treatment Plant, as it did not meet resource consent conditions. Council was in the process of awarding a tender to upgrade the plant which would reduce that risk. Bay of Plenty Regional Council was satisfied, so long as Council progressed upgrades to the treatment plant.

·                The No. 1 Road Pavement Rehabilitation and Seal widening project was delayed due to the termination of the WestLink contract. The stormwater aspect of the project was complex, Council needed to obtain agreement with the landowner to take the additional stormwater. Council was in a good position for negotiations and had satisfied Bay of Plenty Regional Council’s concerns with the design.

·                If agreement with the landowner was reached, Council would look at procuring a contractor to start works on No.1 Road in September 2024.

·                The latest design option for No. 4 Bridge had not been considered previously. Additional geotechnical assessment for the site would be required before the pile design was finalised.

·                A multi-criteria analysis for the latest design for No. 4 Road Bridge and the first option was conducted. It found that the latest option provided the best access for the contractor and road users during construction, and reduced the amount of road closures that would be required.

·                Earthworks for the bridge construction could start in September 2024, and once completed the bridge construction would begin. It was intended that all works for the bridge would be completed by the end of February 2025.

·                Council was seeking 71 percent subsidy from NZTA Waka Kotahi to reinstate No. 4 Road Bridge.

·                It was expected that the stormwater upgrades and first section of the rehabilitation and seal widening of No. 1 Road would be completed before the kiwifruit season.

·                The upgrade to the Waihī Beach Wastewater Treatment Plant required an increase to the budget, staff would put forward a submission to the Long Term Plan for this project.

·                Mayor James Denyer had written to Central Government Ministers requesting that they reconsidered the decision to delay building Ōmokoroa High School.

·                A High Court case regarding the implementation of fluoride was ongoing. Staff would speak to the Ministry of Health about their position before Council could make an informed decision.

·                Council had faced some challenges with the current designer for the Te Puke Wastewater Treatment Plant. Staff were seeking a resolution with the designer and clear dates on when they would receive the final design.

·                Alternative technology for the Te Puke Wastewater Treatment Plant was being investigated as the technology could significantly reduce the budget and increase the benefit of the overall discharge.

·                Staff were looking to implement a procurement strategy that would enable the Ōmokoroa Roundabout to be completed by December 2025.

·                Developments undertaken by Kāinga Ora in Te Puke were granted consent on a non-notified basis. Kāinga Ora had made a consent application for Middlebrooke Road development in Katikati, no decision had been made on whether this consent would be notified.

The Water Services Strategic Advisor supported by the General Manager Infrastructure Services provided a presentation on the Infrastructure Capital Programme – 24/25.

Staff responded to pātai as follows:

·                Staff would utilise Power BI to report on the progress of projects and highlight areas of concern to improve deliverability.

·                Cost savings would come from the upfront procurement strategy and bundling projects.

·                The Project Control Group was operational and would focus on processes for implementing the capital works programme. Councillors would still be required to provide high level direction for large projects.

·                Project Management Tools could add value by enabling staff to see where a project was at. It also enabled better reporting for the rest of the organisation.

Resolution  PMC24-2.2

Moved:               Cr A Henry

Seconded:         Cr M Murray-Benge

That the Management Accountant’s report, dated 4 June 2024 titled ‘Operational Risk and Scorecard Report Quarterly Update Ending 31 March 2024’ be received.

Carried

12.1         Elder Housing - Ringfenced activity update

The Committee considered a report dated 4 June 2024  from the Finance Business Partner lead. The report was taken as read:

Staff responded to pātai as follows:

·                Council was not breaching the policy, as no ratepayer money had been applied to the current account.

·                The Elderly Housing activity would be reported on through the Annual Report.

·                The actual cost for the completed development at Heron Crescent, including earthworks, would be around $8 million. Funding from the Ministry for Housing Development would only fund $4.6 million of the project.

·                There was a commitment to Department of Internal Affairs that any surplus from any projects would go to three waters projects.

·                The waterfall model was used to allocate overheads to activities. The model was prescriptive in terms of what percentage of costs were allocated to each activity.

·                The growth projects in the Long Term Plan were projections from external funding. Council could not rely on this funding and the projects were therefore being removed from the Long Term Plan.

·                The funding received from the Ministry for Housing Development could only be spent on the Heron Crescent project.

·                The Ōmokoroa Ratepayers Association had put through 17 LGOIMA requests on the housing project, the group was only charged for one of these LGOIMA requests.

·                It was clarified that Katikati Beach Road development came under budget at $1.6 million.

·                The balance sheet had been factored in for a loan repayable for 25 years, the cash surpluses could be used to reduce debt or invest.

·                Calculations for rent that would be charged for the elderly housing units were currently underway.

·                Staff were meeting with Work and Income to discuss the accommodation supplement for the tenants.

·                Council could not claim market rent on the elderly housing units. The agreement with Ministry of Housing Development was that Council would not charge more than 80 percent of market rent.

·                The cost to refurbish the elderly housing units had been factored into the modelling.

Change order of business

That the chairperson requested the next item of business be Audit New Zealand Audit Plan and Engagement Letter in order to release representatives from the meeting.

Resolution  ARF24-2.1

Moved:                         Cr D Thwaites

Seconded:         Cr A Wichers

1.        That in accordance with standing orders 9.4 the order of business be changed and that item 10.4 be dealt with as the next item of business.

10.1        Audit New Zealand Audit Plan and Engagement Letter

The Audit Manager New Zealand and Finance Manager introduced the report. The report was taken as read with the following points discuss.

Key points:

·                It was noted that there was an error on page 26 of the agenda. The total correct stock figure was 233,200,000.

·                Under the Water Services Act 2021, Council chose to delay the adoption of the Long Term Plan (LTP) 2024-2034 scheduled for September 2024. Further to this the legislation allowed for an extension of the Annual Report 23/24 adoption date by 31 December 2024. In line with the Audit work program Council are looking to adopt the Annual Report early in November 2024. This date would meet the statutory requirements under the legislation.

In response to questions, the following matters were noted:

·                The scope of work that was covered for consultation document included the deliverability of a capital work programme. A detailed review and assessment of deliverability had taken place as part of the underlying information for the LTP.

·                Audit New Zealand’s work program for 2024 included the audit Council’s  LTP 2024-2034 consultation document and supporting information. The Annual Report 23/24 which was focused on Council’s performance for year ended 30 June 2024.

·                Forestry was the only area that had been required for revaluation in 2024. All classes of assets that were scheduled for revaluation in year two of the LTP would require a fair value assessment to measure any potential material movement in the value of the assets against the current book value in Council’s asset register.

·                Council had engaged with external valuers to complete fair value assessments in order to determine the potential need for future revaluations in the current cycle. 

Resolution  ARF24-2.2

Moved:                         Cr A Sole

Seconded:         Mayor J Denyer

1.    That the Finance Manager’s report dated 4 June 2024 titled ‘Audit New Zealand Audit Plan and Engagement letter’ be received.

Carried

10.2       IANZ Accreditation - Western Bay of Plenty District Council Building Consenting Authority

The General Manager Regulatory Services and the Building Services Manager introduced the report. The report was taken as read, with the following points discussed.

In response to questions, the following matters were noted:

·                Council was required under legislation to record training issues that arise, staff then would seek the relevant training to mitigate the issue. Training was provided from external resources, staff would record the outcome and the effectiveness of this training.

·                The potential inconsistencies that were present was a result of the differing capabilities of staff. Multiple inspectors were assigned to the same project as an audit measure.

·                Council was at 100 percent compliance at the time of the report, but was at 75-85 percent for meeting the 20 day timeframe for consents. Staff had discussed solutions and were able to close the loop on this. Staff had begun to refuse consents when they were failing to received further information that had been requested.

·                The Objective Bill Platform was able to pull the Council into alignment with the Tauranga City Council (TCC). The backing systems between the two Councils were slightly different which meant that there was minor differences in the user experience. The Platform allowed customers to track the process of their applications. 

·                The resource calculator that Council used was being re-evaluated in order to be up to date. During periods of high demand staff utilised support from contractors which was a resource that could be pulled in quickly when needed.

·                The evidence was submitted by the close out date and staff had received notification that Council had been reaccredited.

·                Staff ensured that a consistent approach from taken. There were no contractors in the inspection field, however, when contractors were brought it they were audited on a regular basis. Staff relied on contractors for expertise than could not be resourced in house or for work overflow. Contractors were usually only present in the consent process.

·                Staff kept Senior Leadership informed when escalations presented themselves. The legislation did not allow for Local Government  to stop work that was not up to standard. The Western Bay District housed a quality building community. Where there was less than adequate building being carried out by license building practitioners, Council had the ability to go directly through the Ministry of Business, Innovation and Employment to report the behaviour of those that were working within the field, from there action would be taken.

Resolution  ARF24-2.3

Moved:                         Cr A Henry

Seconded:         Deputy Mayor J Scrimgeour

That the Building Services Manager’s report dated 4 June 2024 and titled ‘IANZ Accreditation - Western Bay of Plenty District Council Building Consenting Authority Report’ be received.

Carried

10.2       Health and Safety Report

The Health, Safety and Wellbeing Lead introduced the report. The report was taken as read, with the discussion on the below. 

In response to questions, the following matters were noted:

·                Council had a flexible work arrangement policy that applied to all staff. However, the number of staff that worked from home fluctuated. The frequency of work from home days was role specific and co-ordinated by the People Leaders. Staff were not required to work home from.

·                Customer facing employees were more likely to receive aggressive behaviour from members of the public. Staff within these roles received de-escalation training and conflict management training. If staff encountered aggressive or unsafe behaviour, they were within their rights to remove themselves from the situation.

Resolution  ARF24-2.4

Moved:                         Cr A Henry

Seconded:         Cr A Sole

That the Health, Safety and Wellbeing Lead’s report dated 4 June 2024 titled ‘Health and Safety Report’ be received.

Carried

10.3       Independent Assurance Report of the Debenture Trust Deed for the year ended 30 June 2023

The Finance Manager introduced the report. The report was taken as read, with further discussion on the below.

Key points:

·                It was identified that on page 26 of the report there was an error in the total stock figure, the correct figure was 233.2 million. This error had been communicated to Audit New Zealand who would amend the error in due course.

·                It was noted that the breakdown presented by Audit New Zealand was insufficient. Staff would communicate this feedback through to Audit New Zealand.

In response to questions, the following matters were noted:

·                If Council was unable to repay its debt, the terms of the deed required Council to strike rates from ratepayers in order to repay that debt. In instances where payment was not paid, this amount could be added on to a ratepayers mortgage, and if needed, the reserve had the power to sell the property is the ratepayer was unable to pay. The Property owners guaranteed the total of Local Government debt that was issued with a charge over rates.

·                The Local Government Funding Agency (LGFA) was set up on the behalf of all Councils. The benefits of LGFA was that Council was getting the best ratings and therefore the cheapest borrowings. The Risk was mitigated through the debt to revenue ratio, which meant Council was not taking out large portions of debt that could not be managed by the Council itself. Western Bay of Plenty District Council had opted for a lower debt limit to moderate the risk.

·                The 10 million was the facility that Council had with Westpac in 2015. It was determined audit, with their technical team, that it was classed outside of the usual bank facilities and therefore was separate to the LGFA. The 10 million had been repaid.

Resolution  ARF24-2.5

Moved:                         Cr A Henry

Seconded:         Cr M Grainger

1.    That the Independent Assurance Report on the Debenture Trust Deed for the Year Ended 30 June 2023 be received.

Carried

10.5       Financial Performance Update Quarterly Report 31 March 2024

The Finance Manager introduced the report. The report was taken as read, with further discussion on the below.

In response to questions, the following matters were noted:

·                The expense spending was only operational spending. Council captured subsidy expenditure through income revenue.

·                The 55 million was the forecasted actual spend. The main contributor was the Ōmokoroa three wetlands that would need to be installed, Prole road to the rail, work at the Te Puke Treatment Plant and other minor reserves projects. The challenge Council was facing was that many of these projects were in motion or design but the forecast or cashflow was not being fazed, therefore, true predictions from a treasury perspective were not being provided. Council would need to be realistic about when it was forecasting this work. The finance reports would pull out monthly updates to feed through into the Projects and Monitoring report, which allowed for a live management forecasting.

·                The rates income level was related to the water accrual that was adjusted for in April 2024. The rate income was in fact on track with the budget as year to date.

·                Council was heading toward 2 million behind in fees and charges which was a result of the regulatory activity. Staff had re-budgeted those figures based on the most up to date material forecast in terms of consenting etc, it was not believed that this had a material impact on the LTP.

·                A full revenue forecast to year end had not been completed, this was something that Council’s Finance team was working through.

·                The delays in reserves and facilities consents came under the Regional BOP Council. It was in staffs control to respond and provide timely information. As part of the capital programme, staff had identified consenting being one of the workstreams that needed to be worked across the entire 2024/25 and 2025/26 programme. Staff were looking into engaging a programme manager to manage consents from end to end. A consenting strategy was being established to manage the entire LTP.

·                There was an interest rate breach that staff were aware of. Staff had decided to not enter into fixed rate options as the breach cost against the cost of interest differed. As of March 31 2024 it was still a minor breach, however, as of April 15 2024 Council was no longer in breach of policy.

Resolution  ARF24-2.6

Moved:                         Cr T Coxhead

Seconded:         Cr D Thwaites

That the Finance Manager’s report dated 4 June 2024 titled ‘Financial Performance Update Quarterly Report 31 March 2024’ be received.

Carried

10.6       Risk and Assurance Report June 2024

The Risk and Assurance Manager introduced the report. The report was taken as read, with further discussion on the below.

Key points:

·                It was noted that there was a high level of uncertainty coming from Central Government.

·                The Water Reforms would have an impact on the deliverability dependent on Central Government’s final decision.

In response to questions, the following matters were noted:

·                The information within the report was gathered through engaging with members of the community, Government Risk Forums, external Risk Managers and through the Senior Leadership Team workshop.

·                The project risks were prevalent, with the top risk being operational risks, including the management risks. Process and systems were put in place to control these risks.

Resolution  ARF24-2.7

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr A Sole

That the Risk and Assurance Manager’s report dated 4 June 2024 titled ‘Risk and Assurance Report June 2024’ be received.

Carried

11.1          Audit, Risk and Finance Committee Work Programme

The Risk and Insurance Manager introduced the report. The report was taken as read, no further discussion followed.

Apology

Resolution  CL24-5.1

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr M Murray-Benge

That the apologies for lateness from Cr G Dally and absence from Cr R Joyce be accepted.

Carried

It was noted that there was one late item for Council to consider for inclusion in the open section of the agenda, being Consultation on draft Financial Contributions 2024/2025.

The reason that this item was not included in the agenda was that the information included in the attachments was unavailable at the time of publish, and it could not be delayed to the next scheduled meeting, as consultation needed to take place to inform the Long Term Plan prior to adoption in September 2024.

Resolution  CL24-5.2

Moved:               Cr A Henry

Seconded:         Cr A Sole

That in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of open business:

·    10.4 Consultation on Draft Financial Contributions 2024/2025

Carried

9.1          Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 5 March 2024

Resolution  CL24-5.3

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr T Coxhead

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 5 March 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

9.2         Minutes of the Strategy and Policy Committee Meeting held on 15 May 2024

Resolution  CL24-5.4

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Henry

That the Minutes of the Strategy and Policy Committee Meeting held on 15 May 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.1        Western Bay of Plenty District Council adoption of the SmartGrowth Strategy

Council considered a report dated 13 June 2024 from the Strategic Advisor Resource Management. The report was taken as read.

Mayor J Denyer answered pātai as per below:

20.  Following the adoption of the strategy by the SmartGrowth Leadership Group, both Bay of Plenty Regional Council and Tauranga City Council adopted the strategy.

Resolution  CL24-5.5

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr D Thwaites

1.    That the Strategic Advisor Resource Management’s report dated 13 June 2024 titled ‘Western Bay of Plenty District Council Adoption of the SmartGrowth Strategy’ be received.

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

3.   That Council adopts the SmartGrowth Strategy 2024-2074 as recommended by the SmartGrowth Leadership Group at its meeting on 27 May, and as set out in Attachment 1.

Carried

10.2       Recommendation for Adoption of 2024-2025 Dog Control and Health Registration Fees

Council considered a report dated 13 June 2024 from the Compliance and Monitoring Manager, who provided a brief overview of the report.

Staff responded to pātai as per below:

·         It would be complicated to measure the cost of each dog registration as there were a number of operational activities alongside dog registrations that took place.

·         Operational costs were $1.17 million per year and the revenue that Council had obtained to date for this financial year was $769,000.

·         It was clarified that adoption of the dog registration fees was a separate decision to how the Dog Control Activity was funded through Revenue and Financing policy. If Councillors wished to change how the Dog Control Activity was funded this would need to happen through the next Annual Plan process.

·         The direct costs of the dog registrations were generally covered by the fees and charges.

·         Some of the funding for the Doggy Day Out event came out of the operational budget.

Resolution  CL24-5.6

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr G Dally

1.    That the Compliance and Monitoring Manager’s report dated 13 June 2024 titled ‘Recommendation for Adoption of 2024-2025 Dog Control and Health Registration        Fees’ be received.

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

3.   That Council adopts the 2024-2025 Dog Control and Health Registration Fees (Attachment 1 of this report) and note that the Dog Control Fees will be publicly notified in accordance with the Dog Control Act 1996.

Carried

10.3       Adoption of the Schedule of Fees and Charges 2024/2025

Council considered a report dated 13 June 2024 from the Finance Manager. The General Manager Corporate Services provided a brief overview of the report.

Staff responded to pātai as per below:

·                     It was not clear why there was a difference between the rural and urban fireworks fee. The General Manager Corporate Services would provide this information to Councillors once obtained.

Resolution  CL24-5.7

Moved:               Cr A Henry

Seconded:         Deputy Mayor J Scrimgeour

1.    That the Finance Manager’s report dated 13 June 2024 titled ‘Adoption of the Schedule of Fees and Charges 2024/2025’ be received.

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

3.   That Council adopt the Schedule of Fees and Charges 2024/2025 (excluding Dog and Health Fees and Charges and indicative financial contributions) as contained      in Attachment 1 of this report.

4.   That the Chief Executive Officer be delegated the authority to make editorial changes to the Schedule of Fees and Charges 2024/2025 as may be required.

Carried

10.4       Consultation on Draft Financial Contributions 2024/2025

Council considered a report dated 13 June 2024 from the Commercial Business Analyst. The General Manager Corporate Services provided a brief overview of the report.

Staff responded to pātai as per below:

·         A lot of work had been undertaken to determine the figures for CAPEX and what could be attributed to growth. Projects were based on a benefit or capacity formula, however in most cases it was based on a benefit formula.

·         A date had not been ascertained for consultation on the recovery of the residual debt, this would likely be separate to the Annual Plan process. It was acknowledged that some of the costs that attributed to Waihī Beach could not be put to the developer community.

·         The capacity for wastewater in Waihī Beach would be to accommodate for growth and seasonal changes.

·         The Katikati Outfall had failed before the anticipated asset life. The costs for a new outfall had been based on a formula split between financial contributions and rates.

·         Bay of Plenty Regional Council was not providing any financial contribution to the Katikati Outfall.

2.26pm     Cr A Henry left the meeting

·                     The total cost of the Te Puke Wastewater Treatmant Plant project had increased from $31 million to $52 million, of which Financial Contribution attibrution to growth increased from $8.2 million to $13.9 million.

Resolution  CL24-5.8

Moved:               Cr M Grainger

Seconded:         Cr A Sole

1.    That the Commercial Business Analyst’s report dated 13 June 2024 titled ‘Consultation on draft financial contributions 2024/25’ be received.

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

3.   That Council adopts the draft statement of proposal (Attachment 1 of this report)

      and

      That Council adopts the draft financial contributions (Attachment 2 of this report)

      and

      That Council adopts the supporting disclosure tables (Attachment 3 of this report)

4.   That the Chief Executive Officer to delegated authority to make such minor editorial changes as may be required prior to consultation.

Carried

Apology

Resolution  CM24-2.1

Moved:                         Cr M Murray-Benge

Seconded:         Cr A Sole

That the apology for absence from Cr A Henry, Cr D Thwaites, Te Puke Community Board Chairperson K Ellis, and Ōmokoroa Community Board Chairperson P Presland be accepted.

Carried

Change order of business

That the Chairperson requested the next item of business be Natural Environmental and Sustainable Living Activity Update in order to release representatives from the meeting.

Resolution  CM24-2.2

Moved:                         Cr M Murray-Benge

Seconded:         Deputy Mayor J Scrimgeour

That in accordance with standing orders 9.4 the order of business be changed and that item 10.2 be dealt with as the next item of business.

Carried

10.2       Natural Environment and Sustainable Living Activity Update

The Committee considered a report dated 18 June from the Community Outcomes Advisor, who  introduced the report. The report was taken as read, with further discussion on the below.

·         Tauranga Moana Biosecurity Capital (TMBC), Manaaki Kaimai Mamaku Trust (MKMT) - Kaimai Makau Restoration Project, and Waikato University Professor Bruce Clarkson were in attendance to present to the Committee. 

·         Tauranga Moana Biosecurity was well aligned with the goals within the Council’s Long-Term Plan.

·         Following COVID-19 and the establishment of jobs for nature, a business case was put to the Government for the Kaimai Mamaku Restoration Project, this was approved to the value $19.4 million over three years. 

In response to questions, the following matters were noted:

Tauranga Moana Biosecurity Capital:

·         TMBC’s main area of protection was the Bay of Plenty Region. However, the organisation had members across regions such as Ōpōtiki that were also part of their network.

·         TMBC was part of the National Biosecurity Pledge. The organisation was engaging with not only businesses but individuals and the wider community in the awareness programmes it carried out around biosecurity.

·         The Brown Marmorated Stink Bug (BMSB) would have a large impact on industry sectors within the Bay of Plenty (BOP) region and was also a public nuisance. TMBC noted that it was important to raise awareness of the BMSB threat in the wider community beyond the industry groups.

·         TMBC received quarterly reports from the Ministry of Primary Industries (MPI) that showed a number of both male and female BMSB found alive at the boarder out of containment. There were occasionally occurrences where BMSB had been found past the border, however, in these cases, a known pathway was able to be identified.

·         Much of TMBC’s role regarding zoonotic diseases was to gather information from outside agencies and ensure it was shared with communities. Zoonotic diseases were not managed by TMBC.

·         There were mandatory fumigation requirements for containers that came from high-risk countries and mandatory treatment of containers that came from countries with BMSB. TMBC continued to advocate for better technology around surveillance.

·         The TMBC had a wide reach to a large number of stakeholders.

·         Ethanedinitrile (EDN) did not have the potential environment or worker health concerns that were present when methyl bromide was used.

At 10.08am, Cr T Coxhead left the meeting.

At 10.12am, Cr T Coxhead returned to the meeting.

Manaaki Kaimai Mamaku Trust - Kaimai Makau Restoration Project:

·         The Government saw biodiversity credit as a way to compensate farmers for the biodiversity they had retained, rather than for the improvement of biodiversity outcomes. The issue encountered with this was that businesses that invested in biodiversity credits were less likely to support conservation versus supporting active restoration.

·         Biodiversity investment was built on the premise that the community was aware that the environment was unable to sustain itself, its community or the economy, and that businesses were able to do more. However, businesses did not have an effective platform to provide further support. The establishment of this platform would mean that businesses would be able to support those projects that aligned with their organisation.

·         Mana Whenua teams predominately employed those who Whakapapa to their area. MKMT had not engaged with the Ministry for Social Development’s disengaged youth, as it needed wrap around pastoral support for these Tamariki. However, MKMT was exploring options for this.

·         MKMT had connected with Priority One, and looked to work through Priority One to undertake a business analysis around what was needed for businesses locally to invest in biodiversity.

·         MKMT, through the Joint Agency Committee (Bay of Plenty Regional Council, Department of Conservation, Waikato Regional Council and Manaaki Kaimai Mamaku Trust), was carrying out an economic evaluation of the entire Kaimai Mamaku area which would provide an economic thread for businesses. The Aotearoa Circle confirmed that the Bay of Plenty would be the location of an economic evaluation at scale across the region. The Bay of Plenty Regional Council (Regional Council) was on the steering group for this, and MKMT was involved as a case study.

·         Each team within MKMT determined what their activity areas were. Education requirements varied from place to place, and each team decided what they wanted to upskill. Bringing people together and sharing information and skills through professional contractors was critical. The ethic of learning and building competencies was important.

·         Community Conservation groups received funding from Regional Council and external fundings which included TECT and BayTrust. For the most part, funders funded collaboratively.

·         MKMT carried out standard monitoring that was expected for a conservation project.

·         MKMT had been working with Council’s Community Team on ways that Council could support the efforts of the organisation. It was suggested that there was an opportunity through Council’s Conservation Lots Programme that could extend the MKMT project teams with a contract that would help landowners with pest control.

·         It was noted that a contract with Council would build social cohesions within communities. There was potential for Council’s Reserves Team to work collaboratively with the MKMT project teams. Collectivism and strategy was extremely important.

Bruce Clarkson, University of Waikato – Bringing Indigenous Nature Back into NZ Urban Centres:

·         First step was to build connection and relationships with those who owned land adjoining the gully or part of the gully, and gaining a shared understanding of the projects purpose. Council had to build a model example and provide communities with information to build the confidence and support in projects.

·         A tree canopy was beneficial to buffering and heating of sites. There was an official method that was used across most of New Zealand’s cities that produced calculations and estimates of tree cover, which was one of the criteria used to assess how well a city was doing at looking after the environment. This information was critical to understand how to reverse the degradation and decline that was ongoing.   Especially as housing and intensification of urban areas increased, there was a radical and significant loss of tree cover which had impacts on the heating of the city.

·         Ten percent of the species in the area had to be dominated by indigenous species otherwise there was not a built independency of native plants, native animals, and the retention of the community’s native species that would be hoped to retain in the long term.

·         Ecologists were not interested in the administrative boundary between the Western Bay of Plenty and Tauranga City. For a system to work it needed a bioregional approach, which would include co-ordinated and integrated planning at a landscape scale. It was noted that administrative boundaries should not be a barrier for work.

At 11.16am, Cr T Coxhead left the meeting.

9.1          Community Forums Outcomes

The Committee considered a report from the Governance Advisor. The report was taken as read, with further discussion on the below.  

·         It was noted that Cr Wichers recommended that the CCTV Panel look at installing as CCTV camera at the intersection of No.1 and No.2 Road and on Pongakawa Station Road, and that Council’s roading team investigate options to reduce the boy racing activities at the No.1 and No.2 Road intersection.

·         The General Manager Strategy and Community suggested that the above recommendations be moved through the appropriated channels, which would be to directly present them to the CCTV Panel and Council’s roading staff, rather than a formal recommendation being resolved.

·         It was suggested that the Te Puke Community Board could fund the installation of a CCTV camera at the No.1 and No.2 Road intersection out of its own budget. It was noted that it would be best practice to progress this issue through the CCTV Panel.

·         Community-forum convenors would encourage those in attendance at the public forums to sign up to Council’s monthly newsletter as a mechanism to provide further communication on the location of the forums.

·         It was suggested that Council staff attend the public forums to allow the notes to be reflective of the meeting.

In response to questions, the following matters were noted:

·         There was a rationalised framework around the investment of CCTV, due to their short shelf life and the operational costs that were associated with them. Investment to fund the capital of a CCTV from the Te Puke Community Board, meant that Council would have to fund the operating expense and renewals. All conversations that regarded this issue, whether at the CCTV panel or the Te Puke Community Board, had to involve Council’s Operations Team from a strategic property perspective.

·         It was suggested that a service request be raised in relation to the establishment of new locations for the speed indications device camera in Te Puke in order to formally close the loop.

·         Staff would investigate a different mechanism that could be used to better communicate the location of public forums.

The wire cutting along the roads on the westside of the district was not a Council project or decision, this was a NZTA Waka Kotahi decision. Council had expressed its dissatisfaction to the Minister of Transport.

Resolution  CM24-2.3

Moved:                         Cr M Murray-Benge

Seconded:         Maketu Community Board Chairperson L Rae

That the Governance Advisor’s report dated 18 June 2024 titled ‘Community Forum Outcomes’, be received.

Carried

9.2         Community Matching Fund - Environmental Fund Options

The Committee considered a report from the Community Outcomes Advisor. The report was taken as read, with further discussion on the below.

In response to questions, the following matters were noted:

·         The Community Matching Fund opened on 1 July 2024, the budget used would be for the financial year of 2024/25.

·         Staff wanted to ensure money was set aside for the Sub-Regional fund that would allow for Council to contribute to the fund once it was established. The fund was to be set up in the 2024/25 financial year, however, at the time of the meeting, the fund had not been set up.

·         Staff were working through the mechanics of the programme alongside funding partners.

·         The joint fund was able to be leveraged through other funders and establish easier pathways for funding for community groups by engaging with one fund but leveraging all of them together.

·         Staff wanted to ensure the Community Matching Fund was available to launch and allocate, while also having the funding set aside for the Sub-Regional fund once it was established.

·         For the 2024/25 financial year staff suggested that the Community Matching Fund ran with a slightly lower budget to allow Council to contribute to the Sub-Regional Fund.

Resolution  CM24-2.4

Moved:                         Cr M Murray-Benge

Seconded:         Cr R Joyce

1.    That the Community Outcomes Advisor’s report dated 18 June 2024 titled ‘Community Matching Fund – Environmental Fund Options’ 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 Community Committee agrees to set the Community Matching Fund – Environmental Fund at $40,000 for the July 2024 funding round, out of the total allocated budget of $60,000.

4.   That the Community Committee agrees to investigate contributing $20,000 to potential joint funds with other funding partners for community-led environmental initiatives, allocated from the Community Matching Fund – Environmental Fund budget of $60,000.

Carried

9.3         Delegation of Decision Making for 2024 Community Matching Fund

The Committee considered a report from the Community Outcomes Advisor. The report was taken as read, with further discussion on the below.  

·         To maintain consistency and representation across the district. It was suggested that the same members as 2023 were put forward.

Resolution  CM24-2.5

Moved:                         Mayor J Denyer

Seconded:         Cr A Wichers

1.    That the Community Outcomes Advisor report dated 18 June 2024 titled ‘Delegation of decision making for 2024 Community Matching Fund’ 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 pursuant to clause 32 schedule 7 of the Local Government Act 2002, Council delegates to Deputy Mayor J Scrimgeour, Councillor M Grainger, Councillor A Sole, together with the Chief Executive Officer, or his nominee(s), the power to make decisions in respect of applications to the Community Matching Fund 2024, including but not limited to the following powers:

      a)   To award grants according to the purposes and guidelines of the             Community Matching Fund 2024, within the allocated budget of $160,000.

      And

b)  To make payments to grant recipients as soon as practicable after the award decisions have been made.

4.   That recommendations 3a and 3b will form the terms of reference for the Community Matching Fund working party.

Carried

10.1        2024 Western Bay Community Awards

The Community and Strategy Relationships Manager introduced the report. The report was taken as read.

Apology

Resolution  SPC24-4.1

Moved:                         Cr M Murray-Benge

Seconded:         Deputy Mayor J Scrimgeour

That the apology for absence from Cr Henry and Cr Coxhead be accepted.

Carried

8.1          Rex McDonald - Proposed Ōmokoroa Dog Park

Mr McDonald was in attendance to speak on behalf of affected residents in relation to the proposed Ōmokoroa Dog Park on Links View Drive. He noted the following points:

·         He originally brought half of Links View Reserve from Council and developed it into 10 sections;

·         One of the sections had been kept for himself, however if the proposed Dog Park at Links View Reserve went ahead he would not be keeping it;

·         He believed it was unreasonable to put a dog park in area near residential houses; and

·         He felt as though the dog parks were not a good use of ratepayers money.

He responded to pātai as below:

·         He did not feel that it was necessary to have a fenced in area for dogs.

·         There were many options that already existed for owners to take their dogs for a walk. He did not believe that any reserve should be fenced off for the purposes of a dog park.

·         The area identified at the end of Prole Road seemed more appropriate than the other proposed options.

·         He felt as though through this process Council had pinned the community against each other in regard to Precious Reserve and Links View Reserve, reiterating his views that no proposal next to residential homes was appropriate.

10.1        Proposed options for the Ōmokoroa dog exercise area

The Committee considered a report dated 20 June 2024 from the Senior Recreation Planner. The report was taken as read, and a brief overview of the consultation and the options was provided. 

Staff responded to pātai as below:

·         The threshold in the Local Government Act, in relation to those that could submit, was for ‘interested persons’ noting there was no geographical restrictions on where a person could be interested from.

·         The Levels of Service for reserves did not change due to dog parks, noting that the ‘mowing’ cost included was in relation to the additional time required to mow around the additional vegetation/obstacles.

·         The Ōmokoroa Community Board had the opportunity to make a submission through the consultation process, noting that there were Councillors around the Council table that also sat on the Community Board.

·         One of the delegations of the Community Board was in relation to the overview of services.

·         It was clarified that Council endorsed the engagement approach for this consultation. 

·         There was an error in the report in relation to the numbers, however it was confirmed that the split was 80% dog registration fees and 20% general rates.

·         There were processes in place to prevent duplicate submissions from appearing.

·         The exact statistics in relation to the number of anonymous submissions was not known.

·         The number of anonymous submissions received through consultation processes was not collected or known by staff as it would differ from topic to topic.

MOTION

Moved:               Cr Murray-Benge

Seconded:         Cr Thwaites

          That the Senior Recreation Planner’s report dated 20 June 2024 titled ‘Proposed Options for the Ōmokoroa Dog Exercise Area’ be received.

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

          That the Strategy and Policy Committee receives all feedback received from the consultation period held between 23 February and 17 March 2024, as set out in the document titled ‘Submission Pack’ (Attachment D of this report)

          That in relation to the proposed dog exercise area in Ōmokoroa the Strategy and Strategy and Policy Committee approves the following option:

             Option 2 – That the Strategy and Policy Committee agrees to not provide a level of service for a dog exercise area in Ōmokoroa and cease any further planning for sites in Ōmokoroa.

          That the Strategy and Policy Committee notes the indicative costs for implementation of the concept plans in relation to [Option 3] or [Option 4] are already budgeted for with the balance being sought from external funding sources.

          That the Strategy and Policy Committee requests the Chief Executive to direct staff to prepare a decision story in general accordance with resolutions of this meeting for approval by the Mayor, as the formal response to submitters and for dissemination to those that provided feedback as the response to their feedback, and to be published on the Council’s website.

The motion was voted on and declared lost.

A division was called as follows:

For:             Cr Murray-Benge, Cr Thwaites and Cr Sole

Against:    Mayor Denyer, Cr Dally, Deputy Mayor Scrimgeour, Cr Wichers, Cr Joyce and             Cr Grainger

                                                                                                                                              LOST 3/6

The second option explored by the Committee was:

Option 5 – That the Strategy and Policy Committee defers its decision on a dog exercise area in Ōmokoroa until such a time it can be considered through concept planning of the proposed future ‘Ōmokoroa Active Reserve’ at the corner of Prole Road and Ōmokoroa Road.

Due to comments previously raised it was suggested that Option 5 be amended to read:

Option 5 – That the Strategy and Policy Committee defers its decision on a dog exercise area in Ōmokoroa until such a time it can be considered through concept planning of the proposed future ‘Ōmokoroa Active Reserve’ at the corner of Prole Road and Ōmokoroa Road, or other opportunities that might be identified.

MOTION

Moved:               Deputy Mayor Scrimgeour

Seconded:         Cr Wichers

1.        That the Senior Recreation Planner’s report dated 20 June 2024 titled ‘Proposed Options for the Ōmokoroa Dog Exercise Area’ be received.

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

3.      That the Strategy and Policy Committee receives all feedback received from the consultation period held between 23 February and 17 March 2024, as set out in the document titled ‘Submission Pack’ (Attachment D of this report)

4.      That in relation to the proposed dog exercise area in Ōmokoroa the Strategy and Strategy and Policy Committee approves the following option:

5.      Option 5 – That the Strategy and Policy Committee defers its decision on a dog exercise area in Ōmokoroa until such a time it can be considered through concept planning of the proposed future ‘Ōmokoroa Active Reserve’ at the corner of Prole Road and Ōmokoroa Road, or other opportunities that might be identified.

6.      That the Strategy and Policy Committee notes the indicative costs for implementation of the concept plans in relation to [Option 3] or [Option 4] are already budgeted for with the balance being sought from external funding sources.

7.       That the Strategy and Policy Committee requests the Chief Executive to direct staff to prepare a decision story in general accordance with resolutions of this meeting for approval by the Mayor, as the formal response to submitters and for dissemination to those that provided feedback as the response to their feedback, and to be published on the Council’s website.

AMENDMENT

Moved:               Mayor Denyer

Seconded:         Cr Sole

Recommendations 1,2,3,5 and 6 remained unchanged. Recommendation 4 proposed as per below:

1.        That in relation to the proposed dog exercise area in Ōmokoroa the Strategy and           Strategy and Policy Committee approves the following option:

        Option 5 – That the Strategy and Policy Committee defers its decision on a dog exercise area in Ōmokoroa until such a time it can be considered through concept planning of the proposed future ‘Ōmokoroa Active Reserve’ at the corner of Prole Road and Ōmokoroa Road, or other opportunities that might be identified, noting that this excludes Options 3 and 4 being; Links View Drive and Precious Reserve.

The amendment was put, voted on and declared carried.

The amendment as follows became the SUBSTANTIVE MOTION and was put and carried.

Resolution  SPC24-4.2

Moved:                         Mayor J Denyer

Seconded:         Cr A Sole

1.        That the Senior Recreation Planner’s report dated 20 June 2024 titled ‘Proposed Options for the Ōmokoroa Dog Exercise Area’ be received.

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

3.      That the Strategy and Policy Committee receives all feedback received from the consultation period held between 23 February and 17 March 2024, as set out in the document titled ‘Submission Pack’ (Attachment D of this report).

4.      That in relation to the proposed dog exercise area in Ōmokoroa the Strategy and Strategy and Policy Committee approves the following option:

5.      Option 5 – That the Strategy and Policy Committee defers its decision on a dog exercise area in Ōmokoroa until such a time it can be considered through concept planning of the proposed future ‘Ōmokoroa Active Reserve’ at the corner of Prole Road and Ōmokoroa Road, or other opportunities that might be identified, noting that this excludes Options 3 and 4 being; Links View Drive and Precious Reserve.

6.      That the Strategy and Policy Committee notes the indicative costs for implementation of the concept plans in relation to [Option 3] or [Option 4] are already budgeted for with the balance being sought from external funding sources.

7.       That the Strategy and Policy Committee requests the Chief Executive to direct staff to prepare a decision story in general accordance with resolutions of this meeting for approval by the Mayor, as the formal response to submitters and for dissemination to those that provided feedback as the response to their feedback, and to be published on the Council’s website.

Carried

Cr Grainger abstained from voting.

10.2       Public Art Policy adoption

The Committee considered a report dated 20 June 2024 from Senior Policy Analyst – Consultant. The report was taken as read with a brief overview provided to the Committee, including the proposed changes.

Staff responded to pātai as below:

·         Public Art would be treated the same as any asset added to Council Reserve in regard to risk management. It was acknowledged that there was an importance in managing this as the asset deteriorated over time.

·         In order to help mitigate risk in relation to public liability, Council required structural sign off or building consents for public art on Council Reserves.

·         The intent of the Public Art registry was to only capture public art throughout the district, rather than private artwork.

·         An amendment would be made to Section 5 (Other Matters) bullet point 5, to read: This would be through contacting the property owner to discuss what is proposed and working through any implications this might have on the public space and those who use it.

The Mayor suggested the addition of Recommendation 7 to allow minor editorial changes, like the one raised, to be made prior to publishing.

Resolution  SPC24-4.3

Moved:                         Cr M Murray-Benge

Seconded:         Cr A Sole

1.        That the Senior Policy Analyst – Consultant’s report dated 20 June 2024 titled ‘Public Art Policy Adoption’ 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 Strategy and Policy Committee receives feedback from the consultation period on the draft Public Art Policy, held from 2 to 30 April 2024, as shown in Attachment 3 of this report.

That the following responses are provided to the key themes from this feedback as shown in Attachment 2 and summarised below:

a.   Issue 1 - Council’s roles and responsibilities: include amendments to actively consider public art in Council projects, recognise a range of organisations can be       involved in public art, consider local community art group input, recognise the role         of local community boards, support partnership opportunities, and facilitate     funding connections.

b.   Issue 2 – Private artworks: no change and continue with policy direction.

c.   Issue 3 – Public art definition: include amendments to outline Council’s expectations for early involvement in public art initiatives and how oversight of private artworks fronting public areas will be achieved.

d.   Issue 4 – Policy statements: include an amendment to reflect wider culture and diversity in communities.

e.   Issue 5 – Key components: no change and continue with policy direction.

f.    Issue 6 – Other feedback: no change and continue with policy direction.

That the Strategy and Policy Committee adopt the final Public Art Policy as shown in Attachment 1, noting that this incorporates amendments from Resolution 4.

That the Strategy and Policy Committee approves the Decision Story text, as shown in Attachment 4, as a response to submissions made to the Draft Public Art Policy.

That the Chief Executive Officer be delegated the authority to make minor editorial changes to the Public Art Policy and the Decision Story as may be required.

Carried

10.3       Adoption of Beach Road Boat Ramp & Surrounds Draft Concept Plan

The Committee considered report dated 20 June 2024 from the Senior Recreation Planner. The report was taken as read with an overview of the project and the recommendations for consideration provided.

Staff responded to pātai as below:

·         It was acknowledged that the aspiration of the Boating Club was to have the storage shed located closer to the shoreline however, following consideration of future needs of the space, Council staff suggested maintaining the current location of the storage shed and providing an indication of where it could be relocated to in the future.

·         Previously the Committee had requested for the proposed speed bump to be removed from the plan due to noise issues that it may cause. Staff clarified that it was a raised platform as opposed to a speed bump to help slow traffic entering the carpark and help delineate the area for pedestrians. Committee Members felt that this was not necessary and requested for it to be removed. 

Resolution  SPC24-4.4

Moved:                         Cr R Joyce

Seconded:         Cr A Sole

1.        That the Senior Recreation Planner’s report dated 20 June 2024 titled ‘Adoption of Beach Road Boat Ramp & Surrounds Concept Plan’ 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 Strategy and Policy Committee receives all feedback from the consultation period held between 1 March and 1 April 2024, as set out in the document titled ‘Beach Road Boat Ramp & Surrounds Full Submission Pack’ (Attachment B of this report).

4.      That in relation to Option 1, the Strategy and Policy Committee adopts the final concept plan for ‘Beach Road Boat Ramp & Surrounds’ (Attachment A of this report), with the removal of the proposed speed bump (raised table).

5.      That the indicative costs for implementation of the concept plan (as set out at Attachment E of this report) be referred to future Council planning processes.

6.      That the Strategy and Policy Committee requests the Chief Executive to direct staff to prepare a decision story in general accordance with resolutions of this meeting for approval by the Mayor, as the formal response to submitters and for dissemination to those that provided feedback as the response to their feedback, and to be published on the Council’s website.

Carried

10.4       Proposed Draft Concept Plan for Tahawai Reserve

The Committee considered report dated 20 June 2024 from the Senior Recreation Planner. The report was taken as read with an overview of the project and consultation process provided.

Resolution  SPC24-4.5

Moved:                         Cr A Sole

Seconded:         Cr R Joyce

1.        That the Senior Recreation Planner’s report dated 20 June 2024 titled ‘Proposed Draft Concept Plan for Tahawai Reserve’ be received.

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

3.      That the Strategy and Policy Committee approves the release of the Statement of Proposal and draft concept plan (Attachment 1 of this report) for community consultation under Section 83 of the Local Government Act 2002, from 15 July to 11 August 2024. 

AND

4.      That the Strategy and Policy Committee note the indicative costs for implementation of the concept plan (as set out at Attachment 1 of this report).

Carried

10.5       Housing Action Plan 2024

The Committee considered a report dated 20 June 2024 from the Strategic Housing Programme Lead. The report was taken as read, with an brief overview of the report provided.

Staff responded to pātai as below:

·         The statement on page 1214 under ‘Build to Rent (BTR) should say: In March 2024, the restoration of interest deductibility for that asset class was enacted.

·         Council had not yet made any decisions or framed up any ideas in relation to the Council-owned land in Kotahi Lane. The Committee was advised that staff would need to develop a decision-making matrix to consider the scope of what considerations would need to be made.

·         The diagram on page 1195 would be amended to say: Housing Quality: Warm Dry, Healthy Homes.

Resolution  SPC24-4.6

Moved:                         Cr A Sole

Seconded:         Cr R Joyce

1.        That the Strategic Housing Programme Lead’s report dated 20 June 2024 titled ‘Housing Action Plan 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 Strategy and Policy Committee adopt the Housing Action Plan 2024, included as Attachment 1 to this report.

4.      That the Strategy and Policy Committee request the Chief Executive Officer to provide updates on the Housing Action Plan, implementation at six monthly intervals.

5.      That the Chief Executive Officer be delegated the authority to make minor editorial changes to the Housing Action Plan 2024 as may be required.

Carried

10.6       Submission on Local Government (Electoral Legislation and Māori Wards and Māori Constituencies) Amendment Bill

The Committee considered a report dated 20 June 2024 from the Senior Policy Analyst. The report was taken as read.

Resolution  SPC24-4.7

Moved:                         Mayor J Denyer

Seconded:         Cr D Thwaites

1.        That the Senior Policy Analyst’s report dated 20 June 2024 titled ‘Submission on Local Government (Electoral Legislation and Māori Wards and Māori Constituencies) Amendment Bill’ be received.   

2.      That the submission, shown as Attachment 1 to this report, be received by the Strategy and Policy Committee and the information noted.

Carried

Apology

Resolution  DP24-2.1

Moved:               Cr M Murray-Benge

Seconded:         Cr M Grainger

That the apology for absence from Cr A Henry be accepted.

Carried

6.1          Appointment of Independent Hearings Commissioners for Resource Consent Applications

The Committee considered a report from the Team Leader Consent Planning dated 27 June 2024.  A brief overview of the report was provided, with the following comments made:

·                The purpose of the paper was to approve delegation for commissioners to hear upcoming resource consent applications. Independent Commissioners were required for applications where Western Bay of Plenty District Council (WBOPDC) was involved or were the applicant. Other applications that had the potential to be notified resource consents, would require an  Independent Commissioner hearing.

·                It was noted that there was an error in the report on Resource Consent Application 10 (RC13963). The applicant for that resource consent was WBOPDC and the address was 109 Clarke Road.

·                It was clarified that a number of the applications could be limited or fully notified, however, that work had not been pre-determined. Those applications had been included in the event they went down that path. There was a possibility that those applications may not be notified.

Staff responded to pātai as below:

·                It was clarified that Amanda Leyong had renewed her qualification in 2022.

·                Resource Consent Application 8 (RC14321) may potentially be limited notified. If the consent was limited notified then it would require an Independent Commissioner hearing. In the event that the application was not notified, then it could be heard by the Committee. 

·                Limited notified consents generally used an Independent Commissioner or panel for those decisions. Limited notified was where there was one party affected and had not given sign off. This presumes that the affected party wants to participate in a hearing.

·                Central Government had indicated that they would review the National Policy Statement for Highly Productive Land.

·                It was clarified that Resource Consent Application 4 (RC13697) required an  independent hearings panel not a hearings panel.

Resolution  DP24-2.2

Moved:               Cr M Murray-Benge

Seconded:         Cr M Grainger

1.    That the Team Leader Consent Planning’s report dated 27 June 2024 titled ‘Appointment of Independent Hearings Commissioners for Resource Consent Applications’ be received.

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

3.   That Council delegates the necessary functions to conduct hearings and determine the resource consent applications set out in this paper. 

4.   That Council appoints the below accredited Commissioners to consider and determine the resource consent applications set out in this paper. Unless otherwise stated, delegation is provided for the applications to be considered by any of these independent commissioners, as availability allows.

a.   Rob Van Voorthuysen

b.   Alan Withy

c.   Amanda de Jong

Cr G Dally abstained from voting

Carried

Apology

Resolution  SPC24-5.1

Moved:                         Cr M Murray-Benge

Seconded:         Cr A Henry

That the apology for lateness from Cr Dally and an apology for absence from Cr Joyce be accepted.

Carried

8.1          Keith Pyle - Development at Beach Road, Katikati

Mr Pyle was in attendance on behalf of the Katikati Boating Club, to speak to the Committee regarding the development at Beach Road, Katikati. He noted the below points:

·                The Boating Club was happy with the raising and extension of the ramp.

·                The Long Term Plan (LTP) included a provision for the development of a deep water ramp, however the Club did not feel there was a suitable site for this.

·                He highlighted concerns that the Boating Club had with the current concept plan.

·                The Club was disappointed that they were not consulted with on the proposed relocation of the storage shed.

9.37am      Cr Dally entered the hui.

The Mayor noted that there was definitely an opportunity to meet with staff to address some of the Boating Club’s concerns with the Beach Road Boat Ramp and Surrounds draft Concept Plan.

It was also clarified that the deep water ramp project was removed from the draft LTP, as Councillors recognised that it was not a priority within the next 10 years.

Mr Pyle responded to pātai as below:

·                The raising and extending of the ramp would increase the timeframe of accessibility for all users.

·                He believed that there was an opportunity to address the erosion by creating a beach.

·                He was not aware of any photos showing the presence of a beach being there previously (1970/1980s).

10.1        Review of Easter Sunday Shop Trading Policy 2024

The Committee considered a report dated 25 July 2024 from the Senior Policy Analyst. The report was taken as read, with a brief overview provided. 

Staff responded to pātai as below:

·                The Ōmokoroa Business Network were included on the consultation list.

Resolution  SPC24-5.2

Moved:                         Cr M Murray-Benge

Seconded:         Cr M Grainger

1.    That the Senior Policy Analyst’s report dated 25 July 2024 titled ‘Review of Easter Sunday Shop Trading Policy 2024’ be received.

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

3.   That the Draft Easter Sunday Shop Trading Policy 2024 and Statement of Proposal, as set out in Attachment 1 of this report, shall be adopted for the purpose of consultation from 5 August 2024 – 6 September 2024.

4.   That the Chief Executive is authorised to make any required editorial changes to the draft Easter Sunday Shop Trading Policy or Statement of Proposal.

Carried

10.2       Submission on the International Visitor Conservation and Toursim Levy 2024

The Committee considered a report dated 25 July 2024 from the Strategic Advisor: Legislative Reform and Special Projects. The report was taken as read.

Resolution  SPC24-5.3

Moved:                         Cr A Henry

Seconded:         Cr T Coxhead

1.    That the Strategic Advisor: Legislative Reform and Special Projects report dated 25        July 2024 titled ‘Submission on the International Visitor Conservation and Tourism        Levy 2024’ be received.

2.   That the submission, shown as Attachment 1 to this report, is received by the Strategy and Policy Committee and the information is noted.

Carried

10.3       Submission on the Local Government (Water Services Preliminary Arrangements) Bill, June 2024

The Committee considered a report dated 25 July 2024 from the Strategic Advisor: Legislative Reform and Special Projects. The report was taken as read.

Resolution  SPC24-5.4

Moved:                         Cr A Henry

Seconded:         Mayor J Denyer

1.    That the Strategic Advisor: Legislative Reform and Special Projects report dated 25        July 2024 titled ‘Submission on the Local Government (Water Services Preliminary Arrangements) Bill, June 2024’ be received.

2.   That the submission, shown as Attachment 1 to this report, is received by the Strategy and Policy Committee and the information is noted.

Carried

10.4       Submission on the draft Land Transport Rule - Setting of the Speed Limits 2024

The Committee considered a report dated 25 July 2024 from the Senior Policy Analyst. The report was taken as read.

Resolution  SPC24-5.5

Moved:                         Cr M Grainger

Seconded:         Cr D Thwaites

1.    That the Senior Policy Analyst’s report dated 25 July 2024 titled ‘Submission on the Draft Land Transport Rule – Setting of Speed Limits 2024’ be received.

2.   That the submission, shown as Attachment 1 to this report, be received by the Strategy and Policy Committee and the information noted.

Carried

(f)     Rural Roading x 1.0 HHE

$19,551.00 + GST

(g)    Transportation (District Wide) x 1.0 HHE

$1,441.00 + GST

(h)    Water (Central) x 1.0 HHE

$4,806.00 + GST

(i)      Ecological x 1.0 HHE

$501.00 + GST

(j)      Recreation and Leisure x 1.0 HHE 

$10,100.00 + GST

Total per dwelling

$36,399.00 + GST ($41,858.85 incl.)

Total payable for dwellings 11 to 22

$436,788.00 + GST ($502,306.20)