Agenda of Waihī Beach Community Board Meeting

Waihī Beach Community Board Meeting Minutes

17 June 2024

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Waihī Beach Community Board Meeting No. WBC24-3
HELD IN THE Waihī Beach Community Centre, 106 Beach Road, Waihī Beach
ON Monday, 17 June 2024 AT 5.30pm

1 Present

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

2 In Attendance

A Henderson (General Manager Corporate Services), D Elvin (Compliance and Monitoring Manager) and R Leahy (Governance Advisor).

17 members of the public; and

Mayor James Denyer

Councillor Rodney Joyce

Councillor Don Thwaites

Katikati Board Chairperson John Clements

3 Apologies

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

4 Consideration of Late Items

Nil.

5 Declarations of Interest

Nil.

6 Public Excluded Items

Nil.

7 Public Forum

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 Presentations

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 Minutes for Confirmation

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 Reports

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.

1. 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

The Meeting closed at 7.53pm.

Confirmed as a true and correct record at the Waihī Beach Community Board meeting held on 12 August 2024.

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

Chairperson R Goudie

CHAIRPERSON

Waihī Beach Community Board Meeting Agenda

12 August 2024

10.2 Waihī Beach Community Board Chairpersons Report - August 2024

File Number: A6412982

Author: Ross Goudie, Community Board Chairperson

Authoriser: Greer Golding, Governance Manager

Recommendation

1. That the Waihī Beach Community Board Chairperson’s Report dated 12 August 2024 be received.

2. That the Waihī Beach Community Board approve up to $1,056 from their Conferences Budget and $2,680 from the Miscellaneous Budget for costs relating to attending the 2024 LGNZ Community Board Executive Committee Conference.

Road exit safety from the carpark behind the Porch.

The Board asked staff how road safety could be improved for cars exiting Wilson Road, particularly the view south. Staff has recommended that two carparks be removed in front of the Porch to improve visibility.

Replanting of trees on the berms in Pio Shores.

The Board has requested information about where the trees have been planted, who is responsible for the operation, and whether this was discussed with Pio’s resident group.

Bus stop at the school

The Board is pleased that the Council is funding the school bus stop. A pedestrian refuge crossing across Beach Road for the children and other residents from the west side of Beach Road will need to be installed. The Board has requested costings for this project.

Renewal of the road south of Bowentown roundabout.

The Board has raised concerns about the road to Anzac Bay and flooding in the area. It is anticipated that rehabilitation of Seaforth Road between Pio Shores Roundabout and Anzac Bay will be scheduled for the 2025/26 summer.

Review of the Waihi Beach Community Plan.

The timing and assessment of the plan (Attachment 1) need to be started. The Board sees an opportunity to involve more people than the board in the discussion. Work will have to be undertaken on how far and how long the discussion needs to be. Options could be the next five years or out to 2050, considering that the last Town Centre Plan was done 16 years ago, in 2008, and the Community Plan is five years old.

Spatial Planning

It appears that Waihī Beach has only 160 sections left for the next 10 years. Planning is still at least 5 years away. Those 160 sections will have to pay financial contributions, a decision on how much these contributions will be decided by Council.

Fourth Friday Event

Outstanding events were well supported, particularly on Matariki weekend. I hope this type of activity grows to be bigger and brighter.

Welcome to Waihī Beach Signs

Progress is being made slowly. The locations of the two signs have been sorted, and the actual construction and positioning need to be costed.

Submission to Financial Contributions 2024/25

The Community Board made a submission to the Financial Contributions 2024/25. Included in the submission was a request to transfer some roading financial contributions to the Athenree walkway/cycleway. Please read our submission to the Financial Contributions 2024/25 (Attachment 2).

Local Government Conference

Dani, Heather and I will be attending the LGNZ Community Board Executive Committee Conference in August. The focus of the conference is on localism. We will report back to the Board following the conference.

Community Safety meeting

The Board is considering a Community Safety event. Further details and who would be involved are still to be worked out. If anyone is interested, please talk to Wayne.

Rubbish bins in Wilson Road

The present rubbish bins overflow frequently during the holiday period. The Community Board requests that the options to resolve this issue be investigated.

Stormwater at Waihī Beach

Preferred options are being investigated by the staff. The Board have briefings on all aspects. The staff will be presenting to the Council in the very near future as part of the LTP process. I hope the board will have some input into the final project list and timing. According to the FINCO consultation the cost will be $32m over 10 years.

Grant Process

The Community Board Grant Policy was adopted by Council and the eligibility criteria is based on two principles:

1. The Principle of Strategic Fit – Applications for Community Board Grants will only be considered if the funding relates to activities/projects that are in accord with Council’s Strategic Directions.

2. The Principle of Public Benefit – Applications for Community Board Grants will only be considered from community groups or individuals that can demonstrate that the activities/projects will results in a public benefit primarily for residents of the relevant Community Board area.

The Governance team have suggested the following:

1. That the Community Board have two meetings a year that they process grant applications. The first being the meeting before Christmas (October/November) and the second being the last meeting before the end of the financial year. This way the Council’s Communications team would be able to send out announcements regarding Community Board grant applications. This is looking to be implemented across all five Community Boards so the communications can be consistent.

2. The Board look at how their grants are dispersed in terms of amounts, perhaps consider a cap on the amount i.e. anything under $1,500.

Attachments

1. Waihī Beach Community Plan ⇩

2. Waihī Beach Community Board Submission to Financial Contributions 2024/25 ⇩

Waihī Beach Community Board Meeting Agenda

12 August 2024

10.3 Waihī Beach Community Board Councillors Report - August 2024

File Number: A6413044

Author: Anne Henry, Councillor

Authoriser: Greer Golding, Governance Manager

Recommendation

1. That Councillor Henry’s report dated 12 August titled ‘Waihī Beach Community Board Councillors Report - August 2024’ be received.

Long Term Plan (LTP) for 2024 -2034:

The Mayor and all Councillors sit on the Long Term Plan Committee. All submissions to the draft LTP have been presented to the LTP Committee and those that had requested an oral hearing have been heard by them. Staff have also provided reports on the submissions, so Councillors knew how many there were and what the main themes and comments were.

All the supporting information that has underpinned our draft consultation document is available on our Long Term Plan website. It included Community Outcomes, Strategic Priorities, and the Activity Plans to achieve those priorities. Following those were financial funding impact statements, prospective statements of financial position, changes in equity, reserve funds and schedules for growth related projects. The Final section had supporting Policies pertaining to the LTP development.

Your Elected Members do recognise any increase in rates over the next few years will be hard, and for many in our local communities this would be incredibly challenging. Your ward Councillors will strive to do our absolute best to find means to make a further deduction on the 13.6% rate strike we consulted on. No decision will be made lightly. However, Councils’ options to further reduce rates are also constrained within this current financial environment, with increased costs and the growing requirements from Central Government.

Final deliberations on the feedback Council received for next Long Term Plan is progressing and a final determination will be made and presented at the LTP Committee on 26 August 2024 for ratification and then onto to Council for adoption in September 2024.

Representation Review 2024:

The Local Government Act requires Councils to complete a Representation Review every 6 years for their district. This is to establish whether the Council’s current arrangements for fair and effective representation (number of Elected Members and structure of wards) meet our communities' needs and expectations. This review was last done in 2018.

The following review focus points covers aspects of our representation model and some other representation options.

· The total number of Councillors for the District and the way in which they are elected – this could be ‘at large’ (by everyone) or by ward (only people living in a ward can vote for a particular candidate).

· The boundaries of wards, as well as the number of Māori wards, our District should have.

· Whether we should keep community boards and what their boundaries are.

Some of you may have already provided feedback through community pre-engagement events. Council staff have received feedback from the Community Board’s and other community groups, and this feedback will feed into the draft proposal. Public notice of the initial proposal will be in September 2024. The community will have an opportunity to provide feedback on the proposal during the formal consultation stage. Following consultation, Council will make a decision on the final proposal.

Waihī Beach Library

Consultation for the new library ended in June. The community’s feedback is being considered with a final design going to Council for approval in September. Once the design has been finalised, Council will apply for building consent and go out for tender, with construction expected to take place in early 2025.

The costs for the library have been included in the draft Long Term Plan and will be spread out over three years: $775,000 in 2025, $4,340,336 in 2026 and $399,627 in 2027.

Athenree Jetty

Consultation on the Athenree Jetty has closed. Final detailed design is currently underway and will be presented to Council once complete.

Waihī Beach Community Board Meeting Agenda

12 August 2024

10.4 Waihī Beach Projects and Operations Report - August 2024

File Number: A6404396

Author: Rosa Leahy, Governance Advisor

Authoriser: Greer Golding, Governance Manager

Executive Summary

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

Recommendation

1. That the Governance Advisor’s report dated 12 August 2024 titled ‘Waihī Beach Projects and Operations Report – August 2024’ be received.

council led projects

Council led projects are reported on the Projects and Monitoring Committee. The next meeting is on 3 September 2024. If the Community Board wishes to have a timely update on any particular project in the list below they can do that by entering a service request or emailing the Governance team.

· Anzac Bay Road Upgrade

· Dillon Street Raised Table

· Two Mile Creek Stormwater Enhancement

· Community Mara Kai

· Waihī Beach – Athenree Crossing

· Shared Path within Catchment Reserve

· Waihī-Waihī Beach Shared Path Connection

· Shared Path Citrus Avenue-Seaforth Road

· Waihī Beach Library

· Resource Recovery Trial

roading Account

Waihī Beach Community Board Roading Current Account	$
Current Account Opening Balance 1 July 2023	174,718
Allocation for 2023/24	157,020
Interest for 2023/24	7,862
Subtotal	339,600
Completed Projects
Wilson Road car park - rolled metal extension - Stage 1 (WBC23-6.11)	25,936
Wilson Road car park – rolled metal extension Stage 2	$10,607
Dillon Street shared path bridge and footpath extension	163,155
Beach Road Double Bus Bay detailed design and pedestrian Refuge positioning.	38,388
Total	238,085
Committed Projects
Albacore Reserve Path - in design stage and on hold	-
Wilson Road kerb build out and footpath extension (car park access)	15,000
Total	15,000
Non Committed Projects
Waihī Beach gateways project – Design stage	TBA
Total Non Committed Projects	-
Forecasted Current Account Closing Balance 30 June 2024	86,515

Project Updates – Roading

BEACH ROAD SAFETY ENHANCEMENT PROJECTS

Project Description

Staff Comment/Update

Progress Level

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

The bus bays will be funded by Council and delivered by the Transportation Team. This project will be scheduled into their work programme.

The Board has been advised that the pedestrian refuge on Beach Road would need to be funded from the Community Board Roading Account. A concept design had been produced for this previously, however, a detailed design for this project would be required. The Road Safety Engineer will obtain a cost estimate for the detailed design and construction details. Once these costings are obtained, they will be passed on to the Board for consideration.

With consideration to the Speed Management Plan, the Road Safety Engineer advises there is potential for the pedestrian refuge on Beach Road to be installed at an alternative position. This is currently being investigated.

In progress – on track.

TOWN CENTRE DEVELOPMENT – WILSON ROAD TO EDINBURGH STREET

Project Description

Staff Comment/Update

Progress Level

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

The memorial has been removed off the title for 24 Wilson Road and has been vested into road. The Operations Manager would like to workshop with the Board aspirations for this area their next workshop on 16 September 2024.

Engagement:

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

On hold

WILSON ROAD CARPARK (BEHIND THE PORCH)
Project Description	Staff Comment/Update	Progress Level
Extend the gravel carpark on Wilson Road (behind The Porch) to create more carparks.	The Wilson Road Carpark extension works have been completed. Staff are awaiting additional wheel stops to be installed.	Complete

WILSON ROAD CARPARK (BEHIND THE PORCH) ENTRY/EXIT

Project Description

Staff Comment/Update

Progress Level

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

The Road Safety Engineer and Board met on site regarding the entry/exit to Wilson Road Carpark. The Road Safety Engineer recommends that two carparks be removed to improve the visibility for drivers exiting the carpark. Removing two carparks would provide up to 35m of visibility for drivers exiting the carpark compared to only 15m of visibility if one carpark was removed. The Board has previously allocated $15,000 towards the project. There is potential to widen the scope of the project and include a seat outside The Porch. The Road Safety Engineer has advised that the $15,000 allocated to the project would cover the cost of removing both the carparks and installing a seat.

In progress

WAIHĪ BEACH ENTRANCEWAY SIGNS PROJECT

Project Description

Staff Comment/Update

Progress Level

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

The physical sign design is currently being reviewed by a Structural Engineer. The Road Safety Engineer and Board Members will approach the Athenree Homestead about the location of the entranceway sign.

In progress

ALBACORE RESERVE TO ESTUARY SHARED PATH

Project Description

Staff Comment/Update

Progress Level

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

There is no further update to what was previously reported in the 17 June 2024 agenda. At the 22 April 2024 meeting, the Board decided against funding an archaeological application as there was no clear timeframe for the Athenree-Waihī Beach crossing. Any council funding for this project is dependent on Long Term Plan submissions and decisions (the cycleways budget is proposed to reduce).

On hold

EMERGENCY MANAGEMENT
Project Description	Staff Comment/Update
Support the Waihī Beach Community to be resilient in the event of an emergency	Emergency Management Staff continue to support the new Community Response Team Leader and new Community Response Team members in Waihī Beach. There are no significant updates at this time.

service requests

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

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

· Building Act Compliance - Building Warrant of Fitness Enquiries

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

· Local Road - Slip /Flood /Crash /Spill /Trees Down on Local Road- Urgent

· Policy & Planning - Freedom Camping Bylaw Review

· Reserves & Facilities - Dumping Organic Material/Dirt

· Reserves & Facilities - Mowing and Vegetation/Gardens(NOT Trees)

· Reserves & Facilities - Reserve Signs

· Stormwater - Urban S/W Reinstatement after works

· Customer Service Planning - Natural Hazards Enquiries

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

· Local Road - Barriers and Rails - Replacement/Maintenance Asset Requests

· Refuse - Refuse General (NOT BINS OR DUMPING)

· Reserves & Facilities - Pests - Insect/Animal

· Reserves & Facilities - Reserve Buildings/Roads/Tracks/Furniture

· Water - Emergency Shutdown

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

· Governance Services - General enquiry from the public

· Reserves & Facilities - General enquiry/Call-back

· Wastewater - Sewage overflow/spill on ground/dump stn

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

Service Request Subtype	Notes	Completed	Under Investigation/Scheduled for Completion
ALL Cesspit/Grill/Gutters & Drains (sealed road)	Replacement or Maintenance Asset Requests across the Waihī Beach Community	2	0
All water leaks	Reports of water leaks across the Waihī Beach Community	14	0
ANIMAL - Dog attacked (and made contact)	Reports from Pohutukawa Drive	2	0
Compliance & Enforcement General	General enquiries from Seaforth Road, Steele Road and Shaw Road	3	0
Damaged Bin - Replace/Repair	Reports of damaged bins across the Waihī Beach Community	6	1
Dog Barking (address of dog required)	Reports from Athenree Road	5	2
Dog Roaming	Reports of wandering dogs on The Cresent and Beach Road	2	1
Flooding open drain/culvert-raining only	Reports from Wilson Road and Queen Street	2	0
Footpaths on Local Road	Replacement or Maintenance Asset Requests from across the Waihī Beach Community	5	1
Animal Services - Other Animal Enquiries	Enquiries from across the Waihī Beach Community	4	0
Building Admin – General Enquiries	Enquiries from across the Waihī Beach Community	10	0
Building - Inspection - Book, Cancel or Query	Enquiries from Reel Road and Sandy Place	2	0
Noise Complaint (After Hours - Watchdog)	Reports from Patterson Place and Pohutukawa Drive	2	0
Customer Service Planning – General Enquiries	Enquiries from across the Waihī Beach Community	10	2
Resource Consent Enquiries	Requests from across the Waihī Beach Community	4	0
Kerbside General Enquiry	Enquiries from across the Waihī Beach Community	6	0
Kerbside - Lost/Stolen Bins	Reports from Hillview Road, Pacific Road and The Crescent	4	0
Missed Collection - Investigation	Reports from Shaw Road, Koutunui Road and Citrus Avenue	3	0
General/Miscellaneous - Local Roads	General Enquiries from across the Waihī Beach Community	10	4
Local Roads-NON-URGENT tree requests	Replacement or Maintenance Asset Requests from Steele Road and Ocean View	2	0
Road Surface Defects - SEALED LOCAL RD	Requests from Waihī Beach Road, Beach Road and Koutunui Road	3	0
Rates - General enquiry/call back	Enquiries from across the Waihī Beach Community	14	0
Litter/Litter Bins or dumping in Reserve	Reports from across the Waihī Beach Community	6	0
Plumbing: Toilets/Taps/Waitui/Irrigation	Reports from Seaforth Road, Shaw Road and Broadway Road	12	0
Reserves General	Reports from across the Waihī Beach Community	11	2
Reserves - Trees (only)	Reports from Athenree Road and Beach Road	2	0
Urban Stormwater General/Info Request	General Requests from across the Waihī Beach Community	6	4
Meter/Toby issue (not leak)	Reports from Seaforth Road and Wilson Road	2	0
No Water	Reports from Koutunui Road	3	0
No Water - Known Issue	Reports from across the Waihī Beach Community	32	4
Water General	Enquiries from Shaw Road and Dillon Street	2	0
Water pressure too high or low	Reports from Seaforth Road, Arden Road and Surfers Avenue	4	0

Matters arising from previous community board meetings

This section relates to any matters arising from prior Community Board meeting where a Minute Action Sheet was not raised.

Date raised	Matter/Issue	Comment
June 2024	The Board requested information on whether the pedestrian refuge on Beach Road would be funded in conjunction with the bus bays.	The Board has been advised that the pedestrian refuge would need to be funded by the Community Board Roading Account. Costs for this project are currently being sought.
April 2024	A member of the public provided a proposal for carparking outside the Waihī Beach Chemist (Wilson Road). The Board requested the proposal be sent to the Transportation Team for consideration.	The proposal has been forwarded to the Transportation Team for consideration, noting the Community Board has limited roading budget.
February 2024	The Board requested a new group photo of the Community Board.	A photographer will be arranged for a time suitable to the Board.
December 2023	The Board requested to meet with the Athenree Action group to discuss priorities and a path forward for their desired projects.	The Community Board visited Waione Reserve with staff to discuss potential upgrades to the Reserve. The Chair will arrange an appropriate time to meet with the group once the projects have been finalised.

Waihī Beach Community Board Meeting Agenda

12 August 2024

10.5 Waihī Beach Community Board - Financial Report June 2024

File Number: A6407230

Author: Ezelle Thiart, Financial Business Advisor

Authoriser: Allan Carey, Finance Business Partner Lead

Executive Summary

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

Noted total operational costs are under budget year to date.

Recommendation

1. That the Financial Business Advisor’s report dated 12 August 2024 titled ‘Waihī Beach Community Board – Financial Report June 2024’, be received.

2. WBC20-11.7 to release back the unspent $288 from outstanding reserve commitment.

Grant payments made to date:

Resolution	Description	$
WB23-5.7	Sustainable Waihi Beach More Info	1,500
WB24-3.5	Fourth Fridays Volunteer Group	3,888
	2023/24 Total grants paid to date	5,388

Committed – Operational expenditure:

Resolution	Description	$
WBC24-1.6	Approve the purchase of a wreath for the ANZAC Day Service from the Contingency Account.	350
WBC22-1.3	Approve the purchase of a fold out gazebo from the Contingency Account.	250
WBC22-1.6	Approve from the Contingency account for venue hireage costs relating to the Te Mata Care Group meetings for the next 12 months.	300
WBC24-3.8	Approve up to $2,160.00 from the Conferences Budget for costs related to attending the 2024 LGNZ Community Board Executive Committee Conference	2,160
	2023/24 Total operational commitments	3,060

2023/24 Reserve analysis:

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

Committed – Reserves expenditure:

Resolution	Description	$
	2023/24 Closing balance before committed expenditure	150,623
WB17.5.3	Funding for engagement of local landscaper to provide assessment of Waihī Beach Road entranceway on current conditions and to provide recommendations.	(2,000)
WB20-3.9	Fund up to $3,000 for meetings in relation to the Community Plan. (In progress)	(3,000)
WBC20-11.7	Funding for ‘Live Well Waihī Beach’ up to $30,000 be funded from Waihī Beach Community Board Reserve Account. (Note: $29,712 paid as at 30 June 2021).	(288)
WB22-2.5	Fund up to $23,045.75 (incl. GST) for costs relating to the purchase and installation of water refill stations in Waihi Beach. (Note: $6,357 paid as at 30 June 2023)	(16,689)
WB22-3.10	Funding up to $12,000 for additions to the Broadlands Block Shared path project, from the Waihī Beach Community Board Reserve Account.	(12,000)
WBC24-1.4	Approve up to $2500 from the Waihī Beach Reserve Account towards a push button shower at Tuna Avenue (Roadside of Toilet Block)	(2,500)
WBC24-3.11	Approve up to $4,500 from the Waihī Beach Reserves Account for costs relating to consultant advice for the Entranceway Signs project.	(4,500)
	2023/24 Closing balance after committed expenditure	109,646

Attachments

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

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