Agenda of Waihī Beach Community Board Meeting

Waihī Beach Community Board Meeting Minutes

7 October 2024

MINUTES OF Western Bay of Plenty District Council
Waihī Beach Community Board Meeting No. WBC24-5
HELD IN THE Waihī Beach Community Centre, 106 Beach Road, Waihī Beach
ON Monday, 7 October 2024 AT 5.30pm

1 Present

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

2 In Attendance

A Henderson (General Manager Corporate Services), R Garrett (Governance Manager) and R Leahy (Senior Governance Advisor).

17 members of the public including;

Cr R Joyce

Katikati Community Board Chairperson J Clements

Unconfirmed 3 Apologies

Nil

4 Consideration of Late Items

Motion

Resolution WBC24-5.1

Moved: Member W Stevenson

Seconded: Member H Guptill

That the following item be included in the agenda as the last item of business:

a. Athenree Homestead Driveway Widening

Carried

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

7.1 Keith HAY - Various Issues

Mr Hay was in attendance on behalf of the Katikati-Waihī Beach Residents and Ratepayers Association to discuss the Representation Review and stormwater (Tabled Item 1). He noted the below points:

· The Katikati-Waihī Beach Residents and Ratepayers Association would hold a public meeting on the Representation Review at the Waihī Beach Community Centre on 8 October 2024.

· Council was considering removing the dam at Waihī Beach to comply with current dam safety guidelines.

· The overtopping of the dam did not pose a significant threat to dam failure and previous overtopping had resulted in only minor damage near the bollards and gravel track.

· Unconfirmed Council should release water from the dam sooner by opening the penstock valve when heavy rain was forecasted to prevent flooding downstream.

· According to calculations made by the Katikati-Waihī Beach Residents and Ratepayers Association, the dam would not have overtopped during the 29 May 2023 rain event if it had been cleared of silt and penstock valve opened.

Tabled Item 1 – Keith Hay Speaking Notes.

7.2 Sue Hope - Waihī Beach Stormwater Liaison Group

Mrs Hope, member of the Stormwater Action Team (SWAT), was in attendance to provide an update from the Waihī Beach Stormwater Liaison Group. She noted the below points:

· Council had formed the Waihī Beach Stormwater Liaison Group following the 29 May 2023 rain event. The group was made of Elected Members, Council staff and the SWAT members.

· The Waihī Beach Stormwater Liaison Group had been working with Tonkin&Taylor over the past year to model scenarios and find solutions to the stormwater issues in Waihī Beach.

· Council was now at the stage of fine-tuning concept plans before they would be presented to the community.

· As a measure to prevent flooding, the dam was now left continually open so the water could flow through.

· The dam and Darley drain catchment were complex areas that required further investigation.

· In the less complex areas work was progressing including checking critical points before predicted large weather events, clearing drains, keeping a low water level at the dam, installing scruffy domes at Browns Drive and Jenkinson Street, removing silt at Maranui Pond, completion of the rock revetment wall in 2 Mile Creek and installation of a floodgate and camera at 2 Mile Creek to monitor water levels.

Unconfirmed 7.3 Multiple Speakers - Island View Reserve Dump Station

Sandra Littlejohn, Deb Pilkington and John Alexander, residents of Waihī Beach, were in attendance to raise concerns about the dump station at Island View Reserve. They noted the below points:

· The dump station was located at Island View Reserve, a recreational area that was close to the beach front.

· The pump was installed approximately 12 years ago and residents from the area were not consulted about the installation of a dump station at Island View Reserve.

· The dump station was located at the entrance to the playground at the reserve. Children had been seen climbing over doors at the dump station and motorhome owners often left the gate open.

· The dump station frequently malfunctioned, could not cope with an increase of effluent and was located in a low-lying area that was prone to flooding.

· The Motorhome Association had agreed to part fund the relocation of the dump station and install signage, noting that the piece of land on Emerton Road that the group leased from Council may be a more appropriate location for a dump station.

· The dump station posed a road safety issue. Motorhome drivers had to manoeuvre in an area where there were families trying to visit the playground.

· There were hygiene and odour issues from the dump station. There had been instances where sewage overflowed which was a health hazard to children visiting the nearby playground.

· The pump station had an alarm to alert the public that there was a pump malfunction, however, there was no signage to show what the alarm was for or who to report it to.

· Motorhome owners had been seen using the dump station when the pump malfunction alarm was going off.

· There was a need to explore a more cost-effective and alternative location for the pump station.

The Board would seek advice from Council regarding whether the dump station at Island View Reserve could be relocated.

7.4 Ninette Rowland - Waihī Beach Mums Coffee Group

Ms Rowland was in attendance on behalf of the Waihī Beach Mums Coffee Group to speak to their grant application to hire the Play Centre, noting the below points:

· The Waihī Beach Mums Coffee Group had requested funding to hire the Play Centre so the group could meet once a week.

· The group was established for mums who could not commit to attending Playcentre every week.

· There were 67 members in the group, a portion of which attended the meeting weekly.

Unconfirmed 7.5 Jim Cowern - Raised Table on Dillon Street

Mr Cowern was in attendance to thank Council for installing a raised table on Dillion Street. He noted that the raised table had slowed down traffic in the area.

8 Presentations

8.1 Presentation - Te Whanāu ā Tauwhao Ki Otawhiwhi

Reon Tuanau was in attendance to provide an update from Otawhiwhi Marae. He noted the below points:

· Work would soon commence on the Hapū Management Plan, which would outline their aspirations for the environment. Once the plan was finalised there would be a public launch.

· There was an opportunity to install signage about the cultural heritage at Te Kura a Maia Pa site (Bowentown Heads). It was hoped that the signage would highlight the cultural history of the area and dissuade people from damaging the historic site.

· An emergency container had been installed, this included emergency supplies including a generator and communications equipment.

· The marae had partnered with Waikato University to undertake research on Great White sharks in the area.

· A mara kai (community garden) had been installed at the marae.

· The marae had launched a Pā Harakeke, neighbouring marae had different species of harakeke that had been shared with Otawhiwhi.

9 Minutes for Confirmation

9.1 Minutes of the Waihī Beach Community Board Meeting held on 12 August 2024

Resolution WBC24-5.2

Moved: Deputy Chair D Simpson

Seconded: Member H Guptill

1. That the Minutes of the Waihī Beach Community Board Meeting held on 12 August 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.

Unconfirmed Carried

change to the order of business

The Chairperson requested that the order of business be changed to allow the applicant to leave the meeting.

Resolution WBC24-5.3

Moved: Cr A Henry

Seconded: Cr A Sole

That in accordance with Standing Orders 9.4, the order of business be changed and that items 10.3 be dealt with as the next item of business.

Carried

10 Reports

10.1 Waihī Beach Community Board - Grant Applications - October 2024

The Board considered a report from the Senior Governance Advisor dated 7 October 2024. The report was taken as read, with further discussion as below:

· Concern was raised that there were limited funds in the Grants Account and that the application may not benefit the wider community. In the past grants generally funded an asset or ongoing project.

The applicant responded to pātai as below:

· The value of the coffee group was not only to the mums that attended but also to the children that attended and partners of the mums.

· The group had used the Play Centre space for the past month. It was not sustainable for Play Centre to provide the venue for free, if the group did not receive funding Play Centre would not be able to offer the venue for free going forward.

· There was an opportunity for the group to fundraise, however, as parents they had limited time and resources.

Staff provided the following advice to the Board:

· It was noted that the balance of the Community Board’s Grants Account was incorrect, and the Board should take this into account when making a decision on the grant application. The Finance Team would amend the balance in the Finance Report for the next meeting agenda.

· The Board was advised that if a group was less than a year old then financial statements were not required.

· Unconfirmed If the Board decided to fund the application then approval from Play Centre’s national body could be sought.

· As the group was not an established entity there was an option to pay the money directly to the Play Centre.

Resolution WBC24-5.4

Moved: Member H Guptill

Seconded: Member W Stevenson

1. That the Senior Governance Advisor’s report dated 7 October 2024 titled ‘Waihī Beach Community Board - Grant Applications – October 2024’ be received.

2. That the Waihī Beach Community Board approves the grant application from the Waihī Beach Mums Coffee Group for $750.00 to contribute towards the hireage of the Play Centre, noting this would be paid directly to the Play Centre Association. 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 - October 2024

The Board considered a report from the Chairperson dated 7 October 2024. The report was taken as read with further discussion as below:

· The Board would put together a submission to the Representation Review.

· The Board would look to review their Community Plan at their next workshop. It was noted that the Town Centre Plan should also be considered in the review.

· It was noted that Council was yet to determine how the residual funds from the Town Centre Development Fund would be dispersed.

· Council had a new contractor that would be clearing the town’s rubbish bins. It was hoped this would address the issues of overflowing bins during the busy summer period.

Resolution WBC24-5.5

Moved: Chairperson R Goudie

Seconded: Cr A Henry

That the Chairperson’s report dated 7 October 2024 titled ‘Waihī Beach Community Board - Chairperson’s Report – October 2024’ be received.

Unconfirmed Carried

Resolution WBC24-5.6

Moved: Chairperson R Goudie

Seconded: Cr A Sole

That the Waihī Beach Community Board hold a workshop to review their Community Plan.

Carried

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

The Board considered a report from Councillor Sole dated 7 October 2024. The report was taken as read with further discussion as below:

· The Board raised concerns that the Community Forum was not advertised enough. It was suggested that an advert be placed in the RSA newsletter.

Resolution WBC24-5.7

Moved: Cr A Sole

Seconded: Member H Guptill

That Councillor Sole’s report dated 7 October 2024 titled ‘Waihī Beach Community Board - Councillor’s Report – October 2024’ be received.

Carried

10.4 Waihī Beach Community Board - Projects and Operations Report - October 2024

The Board considered a report from the Senior Governance Advisor dated 7 October 2024. The report was taken as read, with further discussion as below:

· The Board would seek feedback from Waihī Beach School regarding Boffa Miskell’s recommendation on the location of the pedestrian refuge on Beach Road.

· The Board requested that expected completion dates for projects be included on the Projects and Operations Report and on Council’s ‘your place’ website.

· The Board queried when the carparks by the entry to Wilson Road carpark (outside the porch) would be removed.

· Members Heather Guptill and Wayne Stevenson had met with the Athenree Homestead regarding the placement of the entranceway signs.

· The Road Safety Engineer would send a letter to the Athenree Homestead to seek their approval to remove their sign and install the entranceway sign. The Athenree Homestead had requested that the entranceway sign include Athenree and Waihī Beach.

· Unconfirmed The entranceway sign on Waihī Beach Road required approval from the landowner and potentially a Geotech report.

Resolution WBC24-5.8

Moved: Chairperson R Goudie

Seconded: Member W Stevenson

That Member Dani Simpson liaise with the Waihī Beach School on the recommended location of the pedestrian refuge on Beach Road.

Carried

Resolution WBC24-5.9

Moved: Cr A Sole

Seconded: Cr A Henry

That the Senior Governance Advisor’s report dated 7 October 2024 titled ‘Waihī Beach Community Board - Projects and Operations Report – October 2024’ be received.

Carried

10.5 Waihī Beach Community Board - Financial Report - August 2024

The Board considered a report from the Financial Business Advisor dated 7 October 2024. The report was taken as read and no further discussion was held.

Resolution WBC24-5.10

Moved: Chairperson R Goudie

Seconded: Member W Stevenson

That the Financial Business Advisor’s report dated 7 October 2024 titled ‘Waihī Beach Community Board – Financial Report - August 2024’, be received.

Carried

10.6 Athenree Homestead Driveway Widening

Members Heather Guptill and Wayne Stevenson tabled cost estimates for the Athenree Homestead Driveway Widening (Tabled Item 2). The following discussion was held:

· There were road safety concerns with the driveway at the Athenree Homestead. The Road Safety Engineer had provided cost estimates to Members Heather Guptill and Wayne Stevenson to widen the driveway.

· Unconfirmed While it was expressed that there was no issue with the project, however, it had not been through the normal process for this type of project. It was felt that firm costings and a concept design should be presented at the next Board workshop and a recommendation for consideration brought to the December Board meeting.

· Members expressed that it would be useful to have an overview of their project priorities and costings for consideration at the December Board meeting. This would include costings for the Athenree Homestead driveway widening, the entranceway signs project and pedestrian refuge on Beach Road.

Tabled Item 2 – Athenree Homestead Driveway Widening Costings.

Resolution WBC24-5.11

Moved: Deputy Chair D Simpson

Seconded: Chairperson R Goudie

That the Waihī Beach Community Board requests a decision report and costings for their roading project priorities to be considered at the December 2024 meeting.

Carried

The Meeting closed at 8.12pm.

Confirmed as a true and correct record at the Waihī Beach Community Board meeting held on 2 December 2024.

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

Chairperson R Goudie

CHAIRPERSON

Waihī Beach Community Board Meeting Agenda

2 December 2024

10.2 Waihī Beach Community Board - Outgoing Chairperson's Report - December 2024

File Number: A6552884

Author: Ross Goudie, Community Board Chairperson

Authoriser: John Holyoake, Chief Executive Officer

Recommendation

That the Chairperson’s report dated 2 December 2024 titled ‘Waihī Beach Community Board - Outgoing Chairperson’s Report – December 2024’ be received.

This is my last Chairperson's Report. At the end of this meeting, there will be an election for the new Chairperson.

While I am not happy my resignation has been forced upon me (and I will talk to this in the meeting), I will not take the disappointment into the next 10 months, as I will be staying on the Community Board and will continue to advocate for the Waihī Beach Community as I was elected to do.

Here are some of the projects the Community Board and I have ticked off over the last five years. I emphasise that our success is not about me; it is about the collective actions and decisions of the Waihī Beach Community Board:

· Working with Council to get a solution for Two Mile Creek.

· Advocating successfully for an updated library. This is happening now, and the challenge set out in our community plan is to create a community hub around this facility.

· Finally, after 17 years, we will have a bridge and walkway across the Two Mile Creek in our village centre in the new year.

· Continue the dialogue with the leadership of Ōtawhiwhi Marae. Working together, sharing ideas for the benefit of all of the Waihī Beach community.

· The creation of Live Well Waihī Beach and the huge success that it has had working with all parts of the community.

· The Community Plan 2020. I was part of the Connectors group that led the background work for this plan and, on being elected to the Community Board in 2019, continued to work for the implementation of its directions.

· Improvements to our beach facilities on lots of levels to improve safety and well-being for our residents and visitors alike.

· The walkway/cycleway to Athenree is being advanced to having a resource consent.

· The Community Board has consistently advocated for improvements to the stormwater system. This was brought into sharp focus on May 29, 2023. We now have a better present system, and with cooperation between SWAT2, the Community Board and the Council, a future plan has begun for stormwater.

· The Community Board has been a strong advocate for roading improvements within the Ward, including the rebuilding of the road south of the Bowentown roundabout towards Anzac Bay. This has been further delayed.

· As in the 2007 plan, item 62, there was a need for a Town Centre Development Plan, and also included in our Community Plan 2020, to update the town centre. The Community Board has constantly advocated for this to proceed, but the council has recently told us to wait till 2029. Over the last 10-12 years past and present Community Boards have worked to establish a Town Centre Fund, so when we get a plan we will consult with the community and work out what steps are needed to achieve a long-term goal. Now that access across Two Mile Creek has been achieved, we need to discuss what is next.

· Another achievement has been the establishment of the Te Mata Block restoration project.

· Through Live Well, the Community Board has helped and supported a very active Predator Free programme.

Community Plan

The Community Plan was adopted by the Board in February 2020 and has had two reviews in the past three years. This Plan sets out a vision and direction for where we wanted to be by 2029. The Plan has identified the key issues and objectives we want to see achieved; this is only the start of a long process. Next, an implementation plan will be delivered, which will set specific targets and timeframes. There are four connected objectives within the plan:

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As this Plan is a living document, it will need to be revisited often so that it remains current and aligned with community aspirations. As such, the Action Plan will be reviewed and revised over the lifetime of the Plan. The Plan was last reviewed in August 2022. Moving forward, the Community Board would like to have a discussion with the wider community about where to go to from here.

Thank you to members of the Board for their input into the plan. The Board are looking to have an open day early in the new year to seek feedback from the community about the plan. The Board will also engage with community groups to get their feedback. A copy of the Community Board Plan review is attached to this report.

Two-Mile Creek/Edinburgh Street Bridge

In 2007, the Waihī Beach Community went through a planning project, “Defining Our Future”. One of those outcomes was to enhance connectivity across Two Mile Creek in the village centre. After 17 years, this is going to achieved and will open up more opportunities in the future.

Roading Project Priorities

The Community Board has been progressing roading projects in our area. A decision-making report on these projects and recommendations to allocate funding are included in the agenda.

The Entranceway Signs have been ongoing for five years, sites and designs have finally been agreed to.

Dump Station at Island View Reserve

The issue of the dump station at the Island View Reserve has been brought to the attention of the Community Board. Staff are investigating this issue and will report back to the Board.

Rubbish Bins on Wilson Road

The Community Board has been advocating for a better service for rubbish bins on Wilson Road over the busy summer period. Staff have been investigating options and a verbal update will be provided at the meeting.

Memorial on Bowentown heads.

Ōtawhiwhi Marae is looking at installing some signage about the history of Bowentown Heads. Ōtawhiwhi is leading this project and the Board will assist in any way it can.

New Library at Waihī Beach

Council awarded the contract for the new library at Waihī Beach on 20 November Council meeting. I attended the breaking ground ceremony at the library site on 21 November 2024.

Signs in the Pohutukawa Park.

In 2020, staff undertook a project to have a history display in Pohutukawa Park. The archaeologist has recently received some carbon dating from archaeological finds in the area. This information and feedback from Tangata Whenua will be reflected in the content of the display boards.

Stormwater Discussion.

Work in the stormwater space is ongoing. Council is holding a public information day on Saturday, 15 February 2025, 10am-1pm at the RSA.

Wilson Park Upgrades

The Wilson Park project was approved in the Annual Plan 2023/24. The upgrade to the toilets, power supply for events, amenity seating and landscaping will be delivered this financial year. Work is expected to begin after the summer period.

The corner of Steele Road and Emerton Road

It has been brought to the Board’s attention that this corner is dangerous for cyclists. There is an informal cycle track/walkway in the bush nearby. The informal track was not formed by Council, and it is unclear whether part of the track is on road reserve or private property. There are currently no plans from Council to formalise this track.

Representation Review 2024

On 20 November, Council passed a variation of their initial proposal concerning Community Boards. In our area, the new proposal is to combine Waihī Beach and Katikati Community Boards. The board would have six members, three from Waihī Beach and three from Katikati.

This new proposal has not been discussed or consulted on with the community.

The only way ratepayers and the Board can have a say is to appeal or submit an objection to the Local Government Commission by 13 Dec 2024. A written submission has to be provided to WBOPDC by the same date. All details of your previous submissions on this subject should be included.

The submission should include what clauses of the Act you want to draw the Commission's attention to and why.

The Waihī Beach Community Board may wish to make an appeal to this process and oppose the ward-based Community Boards. At the meeting on 2 December, a decision will have to be made to make an appeal about this new proposal.

Future Challenges

Following the Council decision on 20 November to reorganise Community Boards, the Waihī Beach Community Board will need to decide what path they are going to go down.

The change in the distribution of commercial shops on Wilson Road will need to be considered in terms of connections, parking, etc.

The discussion on the community's options regarding climate change has to begin.

Finally, I wish to thank all those people who have supported me and the Community Board to achieve great things for the area.

The next election will be interesting.

Attachments

1. Waihī Beach Community Board Plan ⇩

Waihī Beach Community Board Meeting Agenda

2 December 2024

10.3 Waihī Beach Councillor's Report - December 2024

File Number: A6552886

Author: Anne Henry, Councillor

Authoriser: Adele Henderson, General Manager Corporate Services

Recommendation

1. That Councillor Henry’s report dated 2 December 2024 titled ‘Waihī Beach Councillors Report – December 2024’ be received.

Representation Review for 2024: The Final Decision

Change happens within communities and a variety of factors can influence this, such as growth. The demographics of a community often become more diverse with an influx of new residents, in terms of age, income, interests and background. Over time a community’s needs and expectations do change. To keep abreast of our community’s needs, it is required by the Local Government Act 2002 that local authorities administer a Representation Review every 6 years. This is to ensure that we retain effective and fair representation across the district we serve.

Council staff began consultation on the Representation Review very early on this year. There has been a variety of approaches with the engagement held, face to face consulting, workshops with Community Boards, community Table Talk workshops, talks with subject experts and online surveys across the district. Staff presented that feedback to Elected Members to determine whether the current representation arrangements still fit or needed a change.

By the middle of this year, we had gained direction from that consultation to approve the First Past the Post electoral system to be used for the 2025 and 2028 local body elections and resolved that Council would establish a Māori Ward for the 2025 Local Body Elections. An early decision by the incoming National-led Government required this decision to be revisited. Our Council was one of forty-five councils around New Zealand to have established or resolved to establish a Māori Ward/s since Labour’s law change in 2021. This change removed a provision that had previously allowed communities to vote in support or veto Māori Wards through a referendum.

Elected Members had to revisit their earlier decision to create a Māori Ward. The result of that work altered the initial vote by one. Continuing with a Māori Ward passed with 4 votes against and 8 to include a Māori Ward. The name for this new Ward would be Waka Kai Uru Ward.

The future for establishment of a Māori Ward is still in jeopardy. The Māori Ward’s future for the next 6 years in WBOPDC will be settled by a binding poll during the 2025 Local Body Election. If the community’s answer in the poll is no, then Māori wards will be removed from the 2028 election process.

The final decisions for future direction for WBOPDC 2025 elections and District representation were formed from our community’s preferred options, gathered during the review process. Those decisions were made at the Council meeting on 20 November and are as follows.

1. Communities will elect their Councillors within the current three general ward-based structure of Katikati-Waihī Beach, Kaimai and Maketu-Te Puke, with the proposed addition of Waka Kai Uru Ward, that will cover the whole district with one Councillor. There will be two minor ward boundary adjustments, which will enable both general ward and Māori ward members to represent a similar amount of the population which meets the fair representation requirement (+/- 10% rule).

2. The number of Councillors across the district will be reduced, Katikati-Waihī Beach Ward will have 2, Kaimai Ward and Maketu-Te Puke Ward will have 3 each. Reducing the number of councillors in each of the old Wards by 1 and including a new Councillor in a Māori ward, results in a smaller governance team, comprised of 9 Councillors and the Mayor making 10.

3. The following has been the greatest challenge in my view. It has been the result of a huge effort by Councillors and Staff, who have worked through many scenarios to create a model where Community Boards will have representation across all communities of the district.

The new option is to disestablish the current five Community Boards, being Waihī Beach, Katikati, Ōmokoroa, Te Puke and Maketu Community Boards and establish three new Community Boards, each to cover one of the three wards.

These Boards would be known as the Maketu-Te Puke Community Board, Kaimai Community Board and Katikati-Waihī Beach Community Board (excluding Matakana and Rangiwaea Islands). The new Community Boards would comprise six elected Community Board members and two councillors appointed from their respective wards.

This new option responds to some of our community’s earlier feedback and submissions received but has not been subject to consultation by being included as an option in the initial and subsequent proposals for our representation review. The timeframe to consult on a new option had come to an end. Elected Members resolved to put a new representation model developed from what we received during the second consultation to be reviewed by the Local Government Commission. Despite lack of consultation on this option, it was narrowly passed on 20 November by the Council as the future representation model. Appeals and objections on any part of the process or decision making are to be directed to the Local Government Commission.

Any person who made a submission on the Council’s initial proposal may lodge an appeal against the Council’s decision. This opportunity runs for a limited time from Friday 22 November and until Friday 13 December. In accordance with sections 19O and 19P of the Local Electoral Act 2001, written appeals/objections can be lodged at the Western Bay of Plenty District Council principal office (Barkes Corner - 1484 Cameron Road, Tauranga).

If required, the next stage in the process will be a Local Government Commission hearing in February 2025.

I found it very frustrating that due to legislative timeframes we were unable to extend the time frame to explore this final option within Council and then with our communities.

Annual Plan July 2024 – June 2025:

Councillors have begun the initial project discussion scoping on Year 2 of the Long-Term Plan, which is the Annual Plan for 2025-2026. A decision will be made soon, whether Council needs to go out for consultation on Annual Plan 2025-2026 so soon after completing the adoption of the LTP in September.

The LTP together with the Representation Review has informed and provided much data from across the district. Whether there is a need to consult on the work programme for Year 2 depends on the assessment of changes in the revised plan for Year 2 and whether the degree of change brings significance or material changes to what was consulted on. Whether there is a requirement to consult for the Year 2 work programme should be become apparent early into 2025 as Council works through issues and options papers on what was proposed in the LTP.

CCTV Camera Fund:

Council’s CCTV Community Fund was an outcome of Council’s Long-Term Plan 2021-2031, with our five Community Boards showing strong support for this initiative. Due to demand, the $50,000 annual fund it was extended for another three years in the Long-Term Plan 2024-34.

Three Councillors, one from each of the three Wards of Western Bay District Council form the CCTV Community Fund Committee. Cr Margaret Murray-Benge, Kaimai Ward, Cr Rodney Joyce Katikati -Waihī Beach Ward and Cr Laura Rae from Maketu-Te Puke Ward form that committee.

The Committee will consider the applications on 24 November 2024. The new CCTV camera locations will be made available on Council’s website.

Election of a New Chair:

I would like to acknowledge Ross Goudie for his contribution as Chair of Waihī Beach Community Board and his wide reach into the Beach community over the past two trienniums. Ross was also Councillor for the Western Bay District of Plenty Council. He has provided a range of historical context of our district and a wealth of experience to his role as Board Chair. Ross will remain on the Board as a Community Board Member and a new Chair will be elected by the Board during this meeting.

Season Greetings:

This is our last report from your Councillors for the 2024. On behalf of Allan, Rodney and myself, I wish you all Season’s Greetings and best wishes for the New Year.

Waihī Beach Community Board Meeting Agenda

2 December 2024

10.4 Waihī Beach Community Board Roading Project Priorities

File Number: A6525606

Author: Ashley Hall, Road Safety Engineer

Authoriser: Calum McLean, Director Transportation

Executive Summary

The purpose of this report is to provide an overview of the Waihī Beach Community Board’s roading project priorities and allocate funding to these projects.

Recommendation

1. That the Road Safety Engineer’s report dated 2 December 2024 ‘Waihī Beach Community Board Roading Project Priorities’ be received.

2. That Waihī Beach Community Board allocate up to $55,000 from the Waihī Beach Community Board Roading Account for costs related to the design of Beach Road Pedestrian Refuge.

3. That Waihī Beach Community Board allocate up to $15,000 from the Waihī Beach Community Board Roading Account for costs related to the Athenree Homestead Driveway.

4. That Waihī Beach Community Board allocate up to $95,000 from the Waihī Beach Community Board Roading Account OR Waihī Beach Community Board Reserves Account for costs related to the Entranceway Signs.

5. That Waihī Beach Community Board do not progress with the Beach Road Pedestrian Refuge, Athenree Homestead Driveway or Entranceway Signs projects.

Background

Beach Road Pedestrian Refuge

Further to numerous and on-going requests for pedestrian facilities on Beach Road, The Waihī Beach Community Board have requested that a design for a refuge be presented for consideration for funding.

Options for the refuge location were noted by the previously funded Boffa Miskell Bus Bay design technical notes addendum. This addendum noted and balanced the pedestrian desire lines with the need for Safe Crossing site distance.

An onsite workshop between Waihī Beach School Principal, Rachel Coll, Waihī Beach School BOT member Micah Appleton, Waihi Beach Community Board member Dani Simpson and WBOPDC Road Safety Engineer Ashley Hall.

Of the two options presented in the Boffa Miskell Report, a preferred site was agreed on site - adjacent to 91 Beach Road.

This site would work as a refuge location, however, there would be some requirement to widen the road to allow the appropriate wide refuge placement. This would include road widening, kerb and channel extension, potential drainage enhancement and foot path extension.

Should the Board wish to pursue the refuge placement, the Board would accept all costs associated with the refuge construction.

Boffa Miskell was approached for a quote for design of the refuge and associated works. The quote provided was for $55,000 including contingency.

Should the board wish to accept this design fee, the design works would likely commence in January 2025, with the expectation the design would be presented in an early 2025 workshop.

Entranceway Signs

The previous community board had elected to consider options for “Welcome to Waihi Beach Signs” since first being raised in the Waihī Beach Community Plan.

Rose Fox, a local architect has designed a pair of signs in the striking silhouette shape of Tuhua/Mayor island. The signs are expected to add character and rustic charm to the entry points of Waihi Beach, fitting with the beach focused lifestyle that Waihi Beach presents.

Council and the Community Board are aware that Tuhua is taonga around the Tauwhao Rohe.

Ōtawhiwhi Marae Trust were consulted during the conceptual phase of this project. Riki Nelson, an uri (descedent) of Urungawera hapu of Te Whanau a Tauwhao, (the original and last inhabitants of Tuhua) endorsed the concept design in January 2022.

Accurate cost estimate is yet to be finalised. All associated costs would be met by the board including any necessary variations. Final costs would be by a measure and value contract agreement.

It is expected that this project will be funded through the Community Board Reserves account rather than the Roading account.

The Entranceway Signs can be funded from the Community Board’s Roading Account or Reserves Account. The expected costs of the design, manufacturing and installation would be in the order of $76,000 and itemised as follows:

Item	Cost
Existing Athenree homestead sign relocation	$1,000
Welcome sign x 2 manufacture and install	$45,000
Geotech and structural Engineering inputs	$20,000
Private land agreement potential expenses	$5,000
Utilities expenses.	$5,000
Estimated total	$76,000
20% Contingency	$15,000
Total estimated costs	$80k -$95k

Once the Board have resolved to accept all costs associated with the manufacturing and installation of these signs, Road safety Engineer will engage with a Structural engineer to site and approve (or otherwise) the current drawing set.

Once the drawings have been approved, the drawings can be passed to a manufacturer to commence construction.

With consideration to supply chains slowing down over the festive season, it is expected that the approval phase can practically commence around mid January.

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A blueprint of a sign

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Athenree Homestead Driveway

The Athenree Homestead Committee have identified that the accessway is shaped in a manner that is difficult for two-way access and as such, considered unsafe for the surrounding high-speed environment.

It has been requested that the accessway be widened to allow safe two-way flow from Athenree Road.

It was also discussed that a yellow directional / guide sign could be added to highlight the access point from Athenree Road.

The estimated costing for this work is $15,000 including contingency. Once the Board resolve to fund the access widening, the contractor has advised works could commence early 2025, sometime soon after the supply chain reopens after the Christmas holiday shut down period.

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Funding/Budget Implications

Include how much is in their Roading Account and include Reserves Account.

Budget Funding Information	Relevant Detail
$167,167	Waihī Beach Community Board Reserves Account
$318,488	Waihī Beach Community Board Roading Account

Waihī Beach Community Board Meeting Agenda

2 December 2024

roading Account

WAIHĪ BEACH COMMUNITY BOARD ROADING CURRENT ACCOUNT
As at 31 August 2024	Waihī Beach Community Board 2025 $			Status
Current Account Opening Balance 1 July 2024	339,600			Pending finalisation of 2024 financial results. No allocation for the 2025 financial year
Completed Projects	Total committed:	Total project spent:	Spent in 2025 financial year:	Balance remaining:	Status:
WBC23-7.6 Approve up to $40,000 from the Waihī Beach Community Board Roading Account, for costs relating to the detailed design of the Beach Road Double Bus Bay and confirmation of the pedestrian refuge positioning, noting that this is part of the Safety Enhancement Project.	$40,000	$38,387.50	-	$1,613	Complete
WBC23-6.11 Approve funding of up to $45,000 from the Waihī Beach Roading Account, toward Stage 1 of the Wilson Road Carpark Extension project, noting that this project will happen in parallel with the stormwater upgrade.	$45,000	$25,935.95	-	-	The $19,064 was repurposed for Wilson Road Carpark Extension
Completed Projects	Total committed:	Total project spent:	Spent in 2025 financial year:	Balance remaining:	Status:
WBC24-1.8 Approve an additional $20,000 from the Waihī Beach Community Board Roading Account for the completion of the Wilson Road Carpark Extension project (Stage 2).	$20,000	$10,607	-	$9,393
WBC24-1.8 Approve for the remaining funds committed to resolution WBC23-6.11, being $19,064, to be reallocated to the Wilson Road Carpark Extension project (Stage 2).	$19,064	-	-	$19,064
Current Account Closing Balance					$336,100
Approved Projects	Total committed:	Total project spent:	Spent in 2025 financial year:
WBC24-2.5 Approve up to $15,000 from the Waihi Beach Roading Account for costs relating to the footpath extension and removal of two carparks at the entrance of Wilson Road carpark (behind the porch).	$15,000		($15,000)
Total Commitments	($15,000)
Less: Committed funds unspent			($2,613)
Add: Balance remaining of completed projects			-
Total uncommitted funds available for future projects			$318,488

Waihī Beach Community Board Meeting Agenda

2 December 2024

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 Council’s 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 is currently being scheduled into the work programme; the Board will be advised of the timeframe for this project when it is available.

The Board has been advised that the pedestrian refuge on Beach Road would need to be funded from the Community Board Roading Account. A location for the refuge had previously been determined by Boffa Miskell. The Road Safety Engineer met onsite with Member Dani Simpson and the representatives from Waihī Beach School to discuss the location on the pedestrian refuge. Costings for this project have been included in the ‘Waihī Beach Community Board Roading Project Priorities’ for consideration.

In progress

Project delivery target date – TBC

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 has arranged with the contractor to commence works. The contractor is expected to complete the works prior to the Christmas period.

In progress-

Anticipated completion by Christmas 2024

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 sign layout proposal is progressing with the Architect and Structural Engineer.

A full decision report that includes the cost estimates for this work has been included in the agenda for consideration by the Board.

In progress – requires funding allocation by Board.

Project delivery target date -TBC

COUNCIL-LED PROJECTS INVOLVING COMMUNITY BOARD ENGAGEMENT

WILSON ROAD TO EDINBURGH STREET PEDESTRIAN LINK

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 concept plans for the footbridge across Two-Mile Creek are complete (Attachment 1) and were presented to the Board on 6 November 2024. It is expected that the design phase will be complete by December 2024. Following this, staff will apply for consent in January 2025.

Engagement:

A workshop was held on 9 February 2024 and 16 September 2024 with appropriate staff to further discuss options relating to this project.

In progress – design phase. Anticipated completion by April 2025

OPERATIONAL UPDATES

EMERGENCY MANAGEMENT

Project Description

Staff Comment/Update

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

Emergency Management Staff are continuing to support the Community Response Team in Waihī Beach and have attended the latest Community Response Team meeting.

Council staff supported and attended a community event 2 November 2024. The event was attended by the Waihī Beach Community Response Team, FENZ, Coastguard, Waihi Beach Surf Club, St Johns, Police, WBOPDC Civil Defence and our partners from Hauraki Civil Defence. The event was an opportunity to enhance local profile of emergency services, support organisational relationships and to bring further awareness of hazards and preparedness to the community. Stava data was collected for tsunami evacuation timings also.

Council staff also attended a public meeting in Bowentown to support the promotion of the Waihī Beach Community Response Team and to offer household preparedness material. There is planned engagement at the Waihī Beach Summer Fair in January 2025 to further promote household readiness.

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.

· Animal Services – Found/Pick Up

· Building Admin – CCC Enquiries

· Building Counter Enquiry - General enquiry/Call back

· Compliance & Enforcement - District Plan Compliance

· Compliance & Enforcement - TRADING in PUBLIC PLACES APPLICATIONS

· Customer Service Planning - Natural Hazards Enquiries

· Properties - General enquiry

· Rates - Notice of change of ownership

· Reserves & Facilities - Dumping Organic Material/Dirt

· Reserves & Facilities - Graffiti in Reserve ONLY

· Reserves & Facilities - Pests - Insect/Animal

· Reserves & Facilities - Trees (only)

· Roads Network Management - Road Network Compliments

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

· Water - Connection/Meter/Toby (Location) Enquiry

· Water - Reinstatement after works

· Water Revenue - General enquiry/call back

· Water Revenue - Water leak remission application

· Animal Services - PERSON - Dog attacked (and made contact)

· Building Admin - Old/historic Building Consents

· Building Counter Enquiry - PIM Enquiries

· Compliance & Enforcement – Signs

· Customer Service Planning - Fences/Walls

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

· Properties - Pensioner Housing - Stafford Crt. 55 Beach Road Waihi Beach

· Refuse - Illegal Dumping + Carcasses

· Reserves & Facilities - General enquiry/Call-back

· Reserves & Facilities - Park and Playground Equipment

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

· Roads Network Management - Local Rds-NON-URGENT tree requests - Request for removal

· Stormwater - Flooding open drain/culvert-raining only

· Water - All water leaks - Known Issue

· Water - Meter/Toby issue (not leak)

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

· Consents Administration - General enquiry/call-back

· Engineering - Engineering General

· Local Road - Local Rds-NON-URGENT tree requests - Request for trimming or removal of fallen tree/branch

· Stormwater - Urban Stormwater General/Info Request

· Consents Administration - Resource Consents

· Kaupapa Maori - General Enquiry

· Reserves & Facilities - CYCLEWAYS ON RESERVES NOT ROADS

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

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 Palm Grove and Beach Road	0	2
Building Compliance	Enquiries from Wilson Road and Beach Road	2	1
Building Admin – General	Enquiries from across the Waihī Beach Community	6	1
Building Inspectors – General	Enquiries from across the Waihī Beach Community, Multiple enquiries from The Crescent	8	1
Compliance & Enforcement General	General enquiries from The Esplanade and Wilson Road	2	1
Complaints about Freedom Camping affecting Reserves or Roads	Multiple reports from Seaforth Road	3	1
Compliance and Enforcement - Parking Query	Queries from across the Waihī Beach Community	4	0
Consents Administration – LIMS	Requests from Moet Crescent and Glen Isla Place	2	0
Consents - Call back for specific planner	Call back requests from Dillion Street, Glen Isla Place and Beach Road	3	0
Customer Service Planning – General	Enquiries and call back requests from across the Waihī Beach Community	11	0
Minor dwellings	Enquiries from Shaw Road, Wilson Road and Hanlen Avenue	3	0
Property queries	Enquiries from Emerton Road, Ian Plan and Reel Road	3	0
Kerbside General Enquiry	Enquiries from Ocean Breeze Drive, Seaforth Road and Wilson Road	2	1
Kerbside Collective - Lost/Stolen Bins	Reports of lost or stolen bins from across the Waihī Beach Community	3	2
Missed Collection – Investigation	Reports from The Esplanade and Wilson Road	1	1
Footpaths on Local Road	Replacement or maintenance asset requests from The Esplanade and Wilson Road	1	1
Local Roads – General	Enquiries from across the Waihī Beach Community	3	2
Local Road Signs (damaged/graffiti)	Replacement or maintenance asset requests from Hanlen Avenue	3	0
Road Surface Defects - SEALED LOCAL RD	Reports from Beach Road and Waihī Beach Road	2	0
Vegetation (not trees)/mowing Local Roads	Reports from Seaforth Road and The Terrace	2	0
LGOIMA Request	Requests from Farm Road and Seaforth Road	0	2
Rates – General	Enquiries from across the Waihī Beach Community	10	4
Litter/Bins-Shopfront/Carpark/Rest Area	Replacement or maintenance asset requests from Wilson Road	2	0
Litter/Litter Bins or dumping in Reserve	Reports from across the Waihī Beach Community	5	0
Mowing and Vegetation/Gardens (NOT Trees)	Requests from Seaforth Road and The Esplanade	2	0
Public Toilets (Hygiene/Paper ONLY)	Requests for Wilson Road and Broadway Road	2	0
Reserves General	Enquiries from across the Waihī Beach Community	7	3
Local Road Signs	Request for new or additional signs for The Terrace	2	0
Wastewater General	Enquiries from Citrus Avenue	2	0
All water leaks	Water leak reports from across the Waihī Beach Community	10	2
Water General	Enquiries from Ralph Lane, Waihi Beach Road and Edinburgh Street	2	1
Water connection application	Applications from Citrus Avenue	1	1

Waihī Beach Community Board Meeting Agenda

2 December 2024

10.6 Waihī Beach Community Board - Financial Report - October 2024

File Number: A6555569

Author: Sarah Bedford, Finance Manager

Authoriser: Adele Henderson, General Manager Corporate Services

Executive Summary

This report provides the Community Board with regular monitoring of its operational budget. Attached are the financial statements for the period ended 31 October 2024 (Attachment 1).

Noted total operational costs are under budget year to date.

Recommendation

1. That the Financial Manager’s report dated 2 December 2024 titled ‘Waihī Beach Community Board – Financial Report - October 2024’, be received.

2. That the Waihī Beach Community Board approve for the remaining funds from the below resolutions, to be released back into the Reserve Account:

a. WBC22-1.3 with remaining funds of $250;

b. WBC22-1.6 with remaining funds of $300; and

c. WB17.5.3 with remaining funds of $2,000.

Grant payments made to date:

Resolution	Description	$
	No transactions year to date	0
	2025/26 Total grants paid to date	0

Committed – Operational expenditure:

Resolution	Description	$
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
WBC24-5.4	Approve grant application for the Waihī Beach Mums Coffee Group for $750 towards the hireage of the playcentre. (Note: this was paid in November 2024)	750
	2024/25 Total operational commitments	1,300

2025/26 Reserve analysis:

Resolution	Description	$
	2025/26 Opening balance	167,167
	No transactions year to date	0
	2024/25 Closing balance	167,167

Committed – Reserves expenditure:

Resolution	Description	$
	2025/26 Closing balance before committed expenditure	167,167
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)
WB22-2.5	Fund up to $23,045.75 (incl. GST) for costs relating to the purchase and installation of water refill stations in Waihī 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)
WBC24-3.11	Approve up to $4,500 from the Waihī Beach Reserves Account for costs relating to consultant advice for the Entranceway Signs project.	(4,500)
	2024/25 Closing balance after committed expenditure	128,978

Waihī Beach Town Centre Development Reserve Account

Resolution	Description	$
	Opening balance 24/25	483,846
	No transactions year to date	0
	2024/25 Closing balance after committed expenditure	483,846

Attachments

1. Waihi Beach Financial Report - October 2024 ⇩

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

Date raised	Matter/Issue	Comment
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.