Agenda of Ōmokoroa Community Board Meeting

Ōmokoroa Community Board Meeting Minutes

24 September 2024

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Ōmokoroa Community Board Meeting No. OMC24-5
HELD IN THE Ōmokoroa Library & Service Centre, Western Avenue, Ōmokoroa
ON Tuesday, 24 September 2024 AT 7.00pm

1 Present

Acting Chairperson A Hughes, Member B Bell, Member P Presland, Member C Dever, Cr M Grainger and Cr D Thwaites.

2 In Attendance

J Holyoake (Chief Executive Officer) and P Osborne (Senior Governance Advisor).

3 Apologies

Nil

4 Consideration of Late Items

Nil

5 Declarations of Interest

Member Bell declared an interest in items 9.6 Ōmokoroa Football Club Grant Application and 9.8 Recommendation to Lease – Ōmokoroa Sports Ground Recreation Reserve Building (renovated ex Old Pavilion).

6 Public Excluded Items

Nil

7 Public Forum

7.1 Julia Wharton, Michelle Casey and Murray Marshall - Ōmokoroa Policing Group Grant Application

Representatives from the Ōmokoroa Policing Group were in attendance to speak to their grant application. They noted the following points:

· The Ōmokoroa Policing Group needed a new patrol car. The group was seeking funds from the Community Board for a new hybrid vehicle.

· The group would be looking at additional grants as well, as they were aware that the Board did not have the funds to grant the full amount requested.

· The volunteers within the group worked hand in hand with the police.

It was noted that perhaps the Community Board could look at their Grants budget through the 2025/26 Annual Plan, noting that there was a higher demand for this fund now.

7.2 Rodger Goodman, Rob mitford-burgess and Stephen Wightman – Precious Family Reserve

Representatives from the Ōmokoroa Environmental Managers Incorporation were in attendance to speak to the proposed location of the toilet block and safety concerns in relation to Precious Family Reserve. They noted the following points:

· The location of the toilet block was different to where they had initially thought it would be placed.

· They had spent some time in the area to try and understand what the area was being used for. It was noted that there were very few cars using this road, and it was mostly used as a pedestrian accessway.

· They acknowledged that there was likely a need for a toilet, but hoped that it would be placed in a location that was less obvious and obstructive to the current houses.

· The current cycleway/walkway off Hamurana Road was shared with traffic, noting that the narrow accessway raised safety concerns, especially with the number of children that rode their bikes on it.

· They sought a speed limit to this road with clear signage, including signage to show that it was a shared pathway.

· Due to majority of the use of the pathway being in the weekend it would be wise to close the walkway when there were trucks working, noting that this often took place during the week.

The Board would look into the signage that they could provide in this area to help address some of these issues.

It was noted that Council was currently undertaking the Kaimai Ward Reserve Management Plan, and therefore issues like this would be useful to incorporate in these discussions.

Clarification would be sought from Council staff regarding the proposed location of the toilet block and what stage they were at.

7.3 Matt Groucott – Ōmokoroa Football Club

As the president of the Ōmokoroa Football Club, Mr Groucott was in attendance to speak to their grant application for a new line marker, noting the following points:

· They serviced a large number of residents within the community all year round.

· The current line marker was no longer able to be repaired and therefore they required to purchase a new one.

7.4 Margaret Murray-Benge – Acknowledgement of Peter Presland and Old Pavilion

Cr Murray-Benge was in attendance and spoke to the work that Member Presland contributed and the role he played in the establishment of Ōmokoroa Sports Pavilion. She also acknowledged the recommendation that the Board had on their agenda in relation to the use of the Old Pavilion, and the importance of ensuring that the building would be well utilised.

Member Presland acknowledged the many people who worked quietly in the background, noting that there were many that contributed to the establishment of the Ōmokoroa Sport Pavilion. Member Bell spoke to the new Ōmokoroa Sports Pavilion, noting the below points:

· Council managed the bookings of the Old Pavilion, and the new Sports Pavilion aligned their booking fees with the Old Pavilion as they never wanted to cause a competition between the two facilities;

· The usage of the Sports Pavilion was very high, however it was acknowledged that the operating costs for the Old Pavilion were a lot cheaper than the new. For this reason the Sport and Recreation Society rented out the upper spaces as a way to receive on-going income to help cover these costs;

· The 28 member groups of the Sport Pavilion were given preference of the facilities, noting that these were often booked in on a regular basis; and

· People were very impressed with the facility, noting that there were two weddings booked before the end of the year, as well as other events.

7.5 Anna Kingston and Peter Goad – Community Fruit Tree Garden

Ms Kingston and Mr Goad were in attendance to speak to their ‘Community Fruit Tree Garden’ proposal. At the Community Board meeting held 13 February 2024 the initial proposal was presented to the Board, with the Board agreeing to workshop the proposal further, however it was noted that Ms Kingston never heard anything further on the matter.

There had been conflicting messages regarding the status of the vacant sections on McDonnell Street.

Ms Kingston and Mr Goad had already considered many of the aspects of this proposal in which Council staff would be required to assess.

The Senior Governance Advisor would follow up with Reserves and Facilities around the status of this reserve and the process for this going forward, to ensure that this proposal progressed and that those involved were well communicated with the timeline and outcome of the discussions.

7.6 Friends of Kaimai Views - Acknowledgement of thanks

Representatives of Friends of Kaimai Views were in attendance to thank and acknowledge the tidy up work that had been undertaken in Kaimai Views, including Member Presland and Council’s Road Safety Engineer for driving this particular piece of work.

The representatives were keen to understand if there was an on-going contract for this tidy-up work, to ensure that it remained this way going forward.

The Board noted that they would follow this up, as a big priority for the Board was ensuring the maintenance of these areas within the community.

7.7 Julie Wharton – Various Issues

Ms Wharton was in attendance to speak to some issues that she had come across through her roles in the both the Policing Group and as an admin to the community Facebook page. She raised the below points:

· Many people thought that the toilet block at Precious Reserve was not required as much as one would be at the Village. There was also a query around whether a toilet facility in the village should have been required through the resource consent, and if not, then why not?

· There was a fear that having a toilet block at Precious Reserve would increase the number of homeless to the area. Had considerations been made as to the measures required to help mitigate these perceived issues.

· There were serial offenders whose parking in the esplanade area were affecting local business owners and those with boats. Photos had been submitted through Antenno, but responses received noted that action could only be taking if the compliance officer was there at the time of the offence.

Council’s Team Leader – Consent Planning had advised that Council did have the discretion to consider a wide range of environmental effects when processing the resource consent for the Ōmokoroa Village Centre. However, Council could only impose conditions or design requirements on the applicant if those measures were required to avoid, remedy or mitigate any adverse environmental effects of the development. In this instance, the development would not generate any adverse effects that would warrant to provision of separate public toilet facilities as mitigation. The Building Code did however require a certain ratio of toilet facilities to be provided for staff, and in some instances, customers.

The CEO noted that if there were non-compliant activities taking place, these should be reacted to through Service Requests or Antenno, acknowledging that Council was not able to have compliance officers monitoring every area of the district at all times due to resourcing and size.

Staff would follow up to ensure that areas that were receiving regular complaints were being followed up to see what measures could be put in place.

The Parking Bylaw down by the Esplanade would be looked into to see if there was any time limits that could be implemented in this area.

7.8 Murray Marshall – Various Items

Mr Marshall was in attendance to speak to the following issues:

· The website search function did not pull through the most recent information first; and

· Residents were experiencing dust issues with the work taking place at Prole Road and the roundabout. Mr Marshall queried how often compliance monitoring was undertaken in these areas.

The CEO noted that there was a project taking place at the moment in relation to the website, as he acknowledged it was not functioning as it should.

Dust was a consenting issue, noting that this would be followed up to ensure that the areas were getting wet down as they were required to.

8 Minutes for Confirmation

8.1 Minutes of the Ōmokoroa Community Board Meeting held on 30 July 2024

Resolution OMC24-5.1

Moved: Cr M Grainger

Seconded: Member P Presland

1. That the Minutes of the Ōmokoroa Community Board Meeting held on 30 July 2024 as circulated with the agenda be confirmed as a true and correct record.

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

Carried

9 Reports

9.1 Ōmokoroa Community Board - Workshop Notes - 3 September 2024

The Board noted the notes from the workshop help 3 September 2024.

9.2 Ōmokoroa Community Board - Outgoing Chairperson's Report - September 2024

The Board considered a report from outgoing Chairperson Presland. The report was taken as read with acknowledgement and thanks to member Presland for his work and leadership as Chairperson.

Resolution OMC24-5.2

Moved: Member B Bell

Seconded: Cr M Grainger

That the report dated 24 September 2024 titled ‘Ōmokoroa Community Board – Outgoing Chairperson’s Report – September 2024’ be received.

Carried

9.3 Ōmokoroa Community Board Councillor's Report - September 2024

The Board considered a report dated 24 September 2024 from Councillor Thwaites. The report was taken as read with further information on the below.

Representation Review

The website had comprehensive detail of the initial representation review proposal, noting that there was a representation review table talk focus group session for the Kaimai Ward on 8 October 2024 in Council Chambers.

By-Election

Member Dever was congratulated on being elected as the new Ōmokoroa Community Board member.

Resolution OMC24-5.3

Moved: Cr D Thwaites

Seconded: Chairperson P Presland

That Councillor Thwaites’ report dated 24 September 2024 titled ‘Ōmokoroa Community Board Councillor’s Report – September 2024’ be received.

Carried

9.4 Election of Chairperson for the Ōmokoroa Community Board

The Board considered a report dated 24 September 2024 from the Senior Governance Advisor. The report was taken as read.

Resolution OMC24-5.4

Moved: Cr D Thwaites

Seconded: Member B Bell

1. That the Senior Governance Advisor’s report dated 24 September 2024 titled ‘Election of Chairperson for the Ōmokoroa Community Board’ be received.

Carried

Resolution OMC24-5.5

Moved: Cr M Grainger

Seconded: Member P Presland

2. That in accordance with Clause 25(4), Schedule 7 of the Local Government Act 2002, the Ōmokoroa Community Board adopts System B for the election of the Chairperson.

Carried

Resolution OMC24-5.6

Moved: Member B Bell

Seconded: Cr M Grainger

3. That the Ōmokoroa Community Board elects Chris Dever as the Chairperson of the Ōmokoroa Community Board.

Carried

Newly appointed Chairperson Dever asked Deputy Chairperson Hughes to continue to chair the remainder of the meeting.

9.5 Appointment of Ōmokoroa Community Board Members on outside bodies

The Board considered a report dated 24 September 2024 from the Senior Governance Advisor. The report was taken as read.

Resolution OMC24-5.7

Moved: Member B Bell

Seconded: Chairperson C Dever

1. That the Senior Governance Advisor’s report dated 24 September 2024 titled ‘Appointment of Ōmokoroa Community Board Members on Outside Bodies’ be received.

2. That the following Ōmokoroa Community Board Members be appointed as a representative to the following groups and organisations:

Ōmokoroa Community Policing Trust Member Hughes

Ōmokoroa Sports and Recreation Society Inc Member Presland

Ōmokoroa Public Art Group Member Bell

Ōmokoroa Environmental Managers Inc Member Dever

Ōmokoroa Community Response Team Member Hughes

Ōmokoroa Settlers Hall Inc Member Bell

Carried

9.6 Ōmokoroa Community Board Grant Applications - September 2024

The Board considered a report dated 24 September 2024 from the Senior Governance Advisor. The report was taken as read, and the Board worked through each of the applications.

Resolution OMC24-5.8

Moved: Member P Presland

Seconded: Chairperson C Dever

1. That the Senior Governance Advisor’s report dated 24 September 2024, titled ‘Ōmokoroa Community Board Grant Applications – September 2024’, be received.

Carried

9.6.1 Ōmokoroa Football Club - Grant Application

Member Bell declared an interest in this item, withdrew from the meeting and took no part in the discussions or voting thereon.

The Board felt as though this grant application met the criteria, however they did not feel that they needed to fund the maintenance or paint.

Resolution OMC24-5.9

Moved: Member P Presland

Seconded: Cr M Grainger

2. That the Ōmokoroa Community Board approves the grant application from the Ōmokoroa Football Club for $1,505.43 (plus GST) to contribute towards the purchase of a new line marker and battery for the club. This grant will be funded from the Ōmokoroa Community Board Grants Account, subject to all accountabilities being met.

Carried

9.6.2 Ōmokoroa Community Policing Group Charitable Trust - Grant Application

The Board acknowledged that they did not have the funds to be able to support this entire request, however wished to fund part of it. Due to the fact that the grants budget was for the remainder of the financial year, the Board did not wish to commit all remaining funds to this application.

Resolution OMC24-5.10

Moved: Member P Presland

Seconded: Member B Bell

3. That the Ōmokoroa Community Board approves the grant application from the Ōmokoroa Community Policing Group Charitable Trust for $5,000 to contribute towards the purchase of a new patrol vehicle. This grant is time bound subject to additional funds being sought by 31 December 2024, noting that if these funds are not secured, the $5,000 will not be awarded. This grant will be funded from the Ōmokoroa Community Board Grants Account, subject to all accountabilities being met.

Carried

9.7 Ōmokoroa Esplanade Street Lighting Project

The Board considered a report dated 24 September 2024 from the Senior Governance Advisor. The report was taken as read.

Resolution OMC24-5.11

Moved: Member C Dever

Seconded: Member B Bell

That the Senior Governance Advisor’s report dated 24 September 2024 titled ‘Ōmokoroa Esplanade Street Lighting Project’ be received.

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

2. That the Ōmokoroa Community Board approves $80,000 from the Ōmokoroa Community Board Reserve Account for the Ōmokoroa Esplanade Street Lighting Project – Stage 1 and Stage 2 (as shown in Attachment 2 of this report).

Carried

9.8 Recommendation to Lease - Ōmokoroa Sports Ground Recreation Reserve Building (renovated ex Old Pavilion)

Member Bell declared an interest in this item, withdrew from the meeting and took no part in the discussions or voting thereon.

The Board considered a report dated 24 September 2024 from the Operations Manager. The report was taken as read.

Member Bell responded to the below questions of clarification:

· The Football Club would not apply for a liquor licence, as it was not the social environment that they were wanting to create.

· The Football Club would pay for the insurance on the building.

Resolution OMC24-5.12

Moved: Member P Presland

Seconded: Member C Dever

1. That the Operations Manager’s report dated 24 September 2024 titled ‘Recommendation to Lease – Ōmokoroa Sports Ground Recreation Reserve Building (renovated ex Old Pavilion)’ 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 Ōmokoroa Community Board recommends entering into a lease for up to 10 years for 132m² of land and building, more or less, being part of Lot 1 DPS 27322 (Recreation Reserve) and with either –

(a) Ōmokoroa Football Club (Attachment 4)

Carried

9.9 Ōmokoroa Community Board - Projects and Operations Report - September 2024

The Board considered a report dated 24 September 2024 from the Senior Governance Advisor. The report was taken as read with further discussion as below.

Hamurana Road / Tralee Street Intersection Safety Improvement Project

The Board queried why this particular project was not for a pedestrian crossing but a speed table. It was their understanding that a pedestrian crossing put the responsibility on the vehicle driver rather than the one crossing the road, noting that if this was for school children, they were interested to understand the rationale for not having a pedestrian crossing.

The Board requested a response in relation to this, also noting that there was a “dark spot” in regard to streetlighting at the top end of Tralee Street and Hamurana Road.

Resolution OMC24-5.13

Moved: Member B Bell

Seconded: Cr D Thwaites

That the Senior Governance Advisor’s report dated 24 September 2024 titled ‘Ōmokoroa Projects and Operations Report – September 2024’ be received.

Carried

9.10 Ōmokoroa Community Board Financial Report - August 2024

The Board considered a report dated 24 September 2024 from the Financial Business Advisor. The report was taken as read.

Resolution OMC24-5.14

Moved: Member B Bell

Seconded: Member C Dever

That the Financial Business Advisor’s report dated 24 September 2024 titled ‘Ōmokoroa Community Board Financial Report – August 2024’ be received.

Carried

The Meeting closed at 8.38pm.

Confirmed as a true and correct record at the Ōmokoroa Community Board meeting held on 19 November 2024.

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

Chairperson C Dever

CHAIRPERSON

Ōmokoroa Community Board Meeting Agenda

19 November 2024

9.2 Ōmokoroa Community Board Chairperson's Report - November 2024

File Number: A6536882

Author: Chris Dever, Chairperson

Authoriser: John Holyoake, Chief Executive Officer

Executive Summary

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

Recommendation

That the Chairperson’s report dated 19 November 2024 titled ‘Ōmokoroa Community Board Chairperson’s Report – November 2024’ be received.

updates

I look forward to presenting this, my first report to the Board and chairing my first Board meeting.

It’s been a busy month. I attended both the AGMs for the Ōmokoroa Environment Management Inc. (ŌEMI) and the MenzShed. Both organisations seem to be going from strength to strength. Lots of people looking forward to the official opening of the Bird Hide at Cooney Reserve on 10 November 2024. Our MP Scott Simpson is doing the official opening at around 1:00pm.

I am presenting to the Ōmokoroa Business Network next week. We need to promote the work that we do within the community.

It is good to see people in our community putting time into voluntary activities that are aimed at building stronger communities. The upcoming Godwits (Kauka) ‘Welcome Home’ festival and the beginning of a ‘TEDx Ōmokoroa’ are examples of this, and signal that our community is maturing.

With that said, there is still much to be done in our community. At our last meeting, we approved a lighting solution for The Esplanade terminus to bring it to modern urban lighting standards.

Another area of lighting that needs attention is the area around The Village Centre. Currently, the developer funded lighting finished at the bus stop in Tralee Avenue. The stretch from that bus stop to the corner of Hamurana Road and down to the entrance/exit of The Village has very few lighting elements and the light poles are shorter and probably poorer lighting elements. I believe that the Community Board should push to have this lighting brought to modern urban lighting standards.

With the opening of The Village, the corner of Tralee and Hamurana Road is one of the busiest in Ōmokoroa.

The street lighting along Ōmokoroa Road has high poles, high powered lighting elements and are spaced around 50 metres apart – I understand that this is the quality of lighting that meets the Urban Lighting Standards. Along Tralee and for Hamurana from Owen Place intersection down to the church, poles appear to be over 100 metres apart. What poles exist are shorter and the lighting elements appear to be not as bright.

I will be pushing for this to be addressed.

Community Groups

Public Art Ōmokoroa – Member Bell

Following the Western Avenue Sportsgrounds mural opening, Public Art Ōmokoroa is now turning attention to several new projects, including possible collaboration with the Ōmokoroa Settlers Hall committee and identifying potential opportunities with the Council (as part of the Kaimai Ward Reserve Management Plan), alongside upcoming developments at Precious Reserve.

The group recently welcomed a presentation from Arohanoa Matthews of Creative Bay of Plenty, who outlined her work with local Iwi and Hapū and provided advice on funding opportunities for proposed projects. Public Art Ōmokoroa will also be present at the Kuaka Festival on November 10, supporting the event and selling prints and cards featuring local art.

Ōmokoroa Settlers Hall – Member Bell

Ōmokoroa Settlers Hall refurbishments continue, with some further work on the Hall (sanding floors and new external door onto the new deck area) scheduled for the new year.

Ōmokoroa Community Response Team – Deputy Chair Hughes

The Team is working very hard to have in place a Community Hub that can effectively support the Ōmokoroa Community in the event of a Natural Disaster:

· We have adopted the Community Hub model that has been adopted in other parts of the country.

· The Team has excellent support and guidance from Council staff Jo Lynskey and Kurt Waugh. We are very grateful for all the work they put in supporting the team.

· We have a training day on 25 November, where we will role play supporting the community in the event of a disaster.

· We are applying to the Ōmokoroa Community Policing Group for membership, so that we can access funding, and make necessary purchases, such as several radio telephones (already purchased for us by Ōmokoroa Lions), generator(s) and much needed supplies.

· We are planning on how to set up a group of Surge Volunteers, to provide backup to our core team where this would be needed.

· Our team is a group of committed, very talented and experienced volunteers committed to providing a Community Hub that will be here for our Community, if and when disaster strikes. Its role is to support this Community, and supplement and support the work of the Emergency Operations Centre, and Emergency Services, but not to replace their responsibilities in any way.

We very much welcome Council’s support for the work of the Team.

Ōmokoroa Community Policy Group – Deputy Chair Hughes

This group is made up of Community Patrol, Neighbourhood Support, and Graffiti management and elimination.

· All three of these groups play a significant and active role in Ōmokoroa – high and active membership of Neighbourhood Support (now over 1200 members), a fully staffed group of committed and skilled Community Patrol Volunteers, and virtually complete elimination of graffiti on the Peninsula.

· There has been some change in the Committee. A number of Committee members stepped down at the recent AGM, including Pat Harrison (Chair) – grateful thanks for all the sterling work that these former members had contributed to the Policing Group. Murray Marshall has ably stepped into the Chair role.

· The Community Patrol is in the process of replacing their existing patrol vehicle, with a new vehicle, and is grateful for the Community Board’s part funding of this purchase.

As this will be the last Community Board meeting for 2024. I’d like to thank the Board and those providing the great support we get from the council and wish all of you a happy and safe Christmas break.

Ōmokoroa Community Board Meeting Agenda

19 November 2024

service requests

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

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

· Animal Services - Dog Barking (address of dog required)

· Building Admin - Code Compliance Certificate enquiries

· Customer Service Planning - Natural Hazards Enquiries

· Customer Service Planning - Property queries

· Reserves & Facilities - Accidents on Reserves and Facilities

· Reserves & Facilities - Plumbing: Toilets/Taps/Waitui/Irrigation

· Wastewater - Pumpstation Issue or Blockage

· Wastewater - Sewer pipe block/damaged/broke

· Building Act Compliance - Certificate of Compliance applications

· Customer Service Planning - Minor dwellings

· Kerbside Collective - Payt Tag Issue

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

· Local Road - Vegetation (not trees)/mowing Local Roads

· Stormwater - Flooding open drain/culvert-raining only

· Stormwater - Urban Stormwater General/Info Request

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

· Compliance & Enforcement - Abandoned Vehicle

· Kerbside Collective - Kerbside General Enquiry

· Wastewater - Odour Complaint

· Compliance & Enforcement - Compliance & Enforcement General

· Local Road - Lighting - Replacement/Maintenance Asset Requests

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
Animal Services – Dog Roaming	Reports from Ōmokoroa Road, Beach Grove and Pioneer Crescent	3	0
Animal Services – Lost Dog	Reports from Moss Lane, McDonnell Street and Sentential Avenue	2	1
Building Act Compliance - Pool Barrier Inspection Outcomes	Enquiries from across the Ōmokoroa Community	6	2
Building Admin	General enquiry or call back from The Esplanade and Koheru Place	2	0
Building Counter Enquiry	General enquiry or call back from Ōmokoroa Road	2	0
Complaints about Freedom Camping affecting Reserves or Roads	Reports from The Esplanade	2	1
Noise Complaint (After Hours - Watchdog)	Noise complaints from across the Ōmokoroa Community	6	0
Customer Service Planning	General enquiry or call back from across the Ōmokoroa Community	11	2
Kerbside Collective - Damaged Bin	Repair or replace reports from Holyoake Terrace and Waterview Terrace	2	0
Kerbside Collective – Lost/Stolen Bins	Reports from Gane Place and Selina Way	2	0
Kerbside Collective - Missed Collection	Reports from across the Ōmokoroa Community	4	0
Local Roads - Footpaths	Reports from Ruamoana Place and Hamurana Road	0	2
Local Roads – General	General enquiry or call back from across the Ōmokoroa Community	12	4
Local Roads - Non-Urgent tree requests	Requests from Holyoake Terrace, Tralee Street and Kayelene Place	5	1
Local Road Signs (damaged/graffiti)	Replacement or Maintenance Asset Requests from Tory Way and Josephine Place	1	1
Vegetation(not trees)/mowing Local Roads	Requests from across the Ōmokoroa Community	8	0
Rates – General	General enquiries from across the Ōmokoroa Community	12	2
Cycleways on Reserves not Roads	General enquiries from across the Ōmokoroa Community	8	0
Mowing and Vegetation/Gardens (NOT Trees)	Reports from across the Ōmokoroa Community – Multiple from Holyoake Avenue	6	2
Reserves General	General enquiries from across the Ōmokoroa Community	12	4
All water leaks	Reports from across the Ōmokoroa Community	13	1
Water - Meter/Toby issue (not leak)	Reports from Holyoake Terrace, Margaret Drive and Anderley Avenue	3	0
Water Revenue – General	General enquiries from across the Ōmokoroa Community	5	2
Water connection application	Multiple connection applications made in the Ōmokoroa Community	1	1
Water leak remission application	Multiple water leak remission application made in the Ōmokoroa Community	2	1

minute action sheets

This section related to any Minute Action Sheets that are currently outstanding, as well as completed Minute Action Sheets since the last Community Board meeting.

Date raised	Issue	Comment
24 September 2024	Anna Kingston and Peter Goad followed up the proposal they had provided the Board at the hui on 13 February 2024. It was acknowledged that this action was missed during a change over in staff but would be followed up to ensure Ms Kingston was put in touch with Reserves and Facilities Team Leader Operations to understand the next steps.	The Reserves and Facilities Team Leader Operations has been liaising with Ms Kingston to provide information and guidance around Councils Community Gardens Policy. It has been noted that once the information required is supplied the full proposal can be presented to the Reserves and Facilities Manager for final approval. Staff have meet onsite with Ms Kingston and Mr Goad to talk through the considerations that the group will need to outline and address in their final proposal. Staff will continue to work alongside to help where they can. It was noted that if there was anything that was required from the Board, they would be approached separately.
24 September 2024	Rodger Goodman, Rob Mitford-Burgess and Stephen Wightman sought consideration from Council in relation to the proposed location of the toilet block on Precious Family Reserve. They spoke to the Board and to Council. The CEO committed to having staff look into the possibility of this happening.	Staff looked into the possibility of relocating the proposed toilet facility at Precious Reserve to a different site, following the concerns raised by adjoining property owners at both the Ōmokoroa Community Board and Council hui. The project cost for the consented location is currently $80,000. Relocating the toilet facility would add approximately $50,000 to the project (totalling $130,000 - a 40% increase) and potentially delay the project by 1 year to allow for preloading settlement to occur due to marine sediments. Some of the points/issues raised through the submission can be mitigated by using a recessive colour paint on the facility and screen planting (eg dark green). For these reasons, the direction from both the CEO and GM Infrastructure Services was to progress with the original proposed toilet location, noting that this was included in the Precious Reserve Concept Plan, which underwent significant public consultation at the time. The Ōmokoroa Chairperson informed Roger Goodman and Rob Mitford-Burgess of the outcome and rationale of the decision on 31 October 2024.
24 September 2024	Representatives of ‘Friends of Kaimai Views’ thanked Council for the work that had been undertaken in Kaimai Views and sought clarification on if there was an on-going contract for this tidy-up work going forward.	There is no scheduled return time for vegetation maintenance in Kaimai Views. Maintenance works will be scheduled on an “On demand” basis, when concerns are raised by the residents and as Transport team inspectors deem necessary. Whilst the transport team acknowledge the Boards interest in this area, works will be completed as resources become available and funding allows, based on all other priorities across the network.
24 September 2024	Julie Wharton spoke to multiple issues. The first query regarding a resource consent requirement for a toilet facility at the village was responded to. The CEO noted that Council staff would follow up to ensure that areas that were receiving regular complaints regarding non-compliant activities should be followed up to see what measures could be put in place. The Park Bylaw down by the Esplanade would be looked into to see if there were any time limits that could be implemented in the area.	Staff have investigated and found four SR’s raised in relation to parking in the esplanade area. In all instances the customer has been contact and informed that a parking warden was sent out to monitor the area for a period of time and was issuing infringement notices during the period that they were there. Staff acknowledged that this was an ongoing issue and noted that they would endeavour to have warden monitor randomly for the remainder of the Summer (compliant raised early January 2024). It was noted that if this was an area that the community felt should be monitored regularly, this would need to be considered by Councillors through the next Parking Bylaw Review process. The Traffic and Parking Enforcement Bylaw Review process is up for review imminently. The plan is to have a draft bylaw and consult on it within the first half of 2025, for final decision and adoption by August 2025. At the moment this is just a plan, as the work programme is yet to be approved by Council. The Road Safety Engineer will add all esplanade parking to the list for consideration, noting that this does not mean it will change.
24 September 2024	Murray Marshall expressed frustration that the website did not pull through the most recent information first. The CEO acknowledged it was not functioning as it should and there was a project taking place at the moment that related to the website. Mr Marshall expressed concern over the dust issues in relation to the work taking place on Prole Road.	Information on the new ‘Your Place Tō Wāhi’ website has been provided at the beginning of this report. Project Manager updated on dust complaints and asked to remind contractors of consent obligations.

Ōmokoroa Community Board Meeting Agenda

19 November 2024

9.7 Ōmokoroa Community Board - Financial Report - October 2024

File Number: A6536862

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 31 October 2024 (Attachment 1).

Total operational costs are under budget YTD for 2024/25.

Recommendation

That the Financial Business Advisor’s report dated 19 November 2024 titled ‘Ōmokoroa Community Board Financial Report – October 2024’ be received.

Grant payments made to date:Resolution	Description	$
OMC24-5.9	Ōmokoroa Football Club for $1,505.43 (plus GST) to contribute towards the purchase of a new line marker and battery for the club.	1,505
	2024/25 Grants to date	1,505

Committed - Operational expenditure:

Resolution	Description	$
OMC24-4.8	Approve $2,688 from the Conference Account for Chairperson Presland to attend the 2024 Local Government New Zealand Conference. (Spent $2286)	402
OMC24-4.8	Approve $257 from the Contingency Account for Chairperson Presland to attend the 2024 Local Government New Zealand Conference.	121
OMC24-5.10	Approves the grant application from the Ōmokoroa Community Policing Group Charitable Trust for $5,000 to contribute towards the purchase of a new patrol vehicle. This grant is time-bound and subject to additional funds being sought by 31 December 2024, noting that if these funds are not secured, $5,000 will not be awarded. This grant will be funded from the Ōmokoroa Community Board Grants Account	5,000
	2024/25 Outstanding operational commitments	5,523

2024/25 Reserve analysis:

Resolution	Description	$
	2024/25 Opening Balance	253,163
OMC24-2.7	Approve the grant application from the Ōmokoroa Settlers Hall Incorporated for $40,650 to contribute to the building of a large deck area at the back of the hall.	(26,370)
	2024/25 Closing reserve balance	226,793

Committed - Reserve expenditure:

Resolution	Description	$
	Opening balance before committed expenditure	226,793
OMC23-7.6 OMC24-3.6	Approve $30,530.50 to fund the construction of concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion, to link the top and bottom fields. Approve an additional $5,000 toward the ‘Ōmokoroa Pavilion Concrete Steps and Handrail’ project (OM23-7.6), from the Ōmokoroa Community Board Reserve Account.	(35,531)
OMC24-2.7	Approve the grant application from the Ōmokoroa Settlers Hall Incorporated for $40,650 to contribute to the building of a large deck area at the back of the hall. (Spent: $26,370)	(14,280)
OMC24-5.11	Approves $80,000 from the Ōmokoroa Community Board Reserve Account for the Ōmokoroa Esplanade Street Lighting Project – Stage 1 and Stage 2 (as shown in Attachment 2 of this report).	(80,000)
	2024/25 Balance after the committed expenditure	96,982

Attachments

1. Ōmokoroa Community Board Financial Report – October 2024’ be received. ⇩

Chairperson	Chris Dever
Deputy Chairperson	Allan Hughes
Members	Ben Bell Peter Presland Councillor Murray Grainger Councillor Don Thwaites
Quorum	3
Frequency	Eight weekly / Workshops as required

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
Ōmokoroa Artists Group	The applicant will be advised of the outcome of their respective Grant Application.	Planned

Ōmokoroa Community Board Roading Current Account		$
Current Account Opening Balance 1 July 2024		$136,321
Allocation for 2024/25		-
Interest for 2024/2025		6,816
Subtotal		$143,137
Completed Projects	Status	$
Goldstone Road Car Park	Complete	$11,067
Ōmokoroa Boat Club Embankment Fencing	Complete	$4,864
Ōmokoroa McDonnell Cycle Racks	Complete	$4,978
Bollards installation at end of Esplanade	Complete	$3,601
Subtotal Completed Projects 2025		$24,510
Forecasted Current Account Closing Balance 30 June 2025		$111,811

Projects	Priority	$	Funding
Esplanade Street Lighting (Stage 1+2)	1	$80,000	Reserve
Sports Pavillion Steps	1	$35,530.50	Reserve

COONEY RESERVE – BIRD HIDE
Project Description	Staff Comment/Update	Progress Level
Installation of board walk, and bird hide at Cooney Reserve.	The bird hid structure is complete. Waiting on OEMI for their draft of an agreement for ongoing maintenance, management, and liability to ensure longevity of the asset and assign ownership and responsibilities between OEMI and Council. Discussion in the group regarding interpretive story board. Considering the need for a ‘wheel stop’ along the edge of the boardwalk for wheelchair safety.	In progress.

LEASING THE ŌMOKOROA-PAHOIA SCOUT DEN
Project Description	Staff Comment/Update	Progress Level
There are multiple groups interested in leasing the Ōmokoroa-Pahoia Sea Scout Den. However, since the building lacks necessary facilities such as toilets and running water, it does not meet current building code standards for club meetings.	Advertisement placed on council website for the offer of a lease for the now compliant building as work has been completed and signed off.	In progress.