Chairperson

Mayor James Denyer

Deputy Chairperson

Deputy Mayor John Scrimgeour

Members

Cr Tracey Coxhead

Cr Grant Dally
Cr Murray Grainger

Cr Anne Henry

Cr Rodney Joyce

Cr Margaret Murray-Benge

Cr Laura Rae

Cr Allan Sole

Cr Don Thwaites

Cr Andy Wichers

Quorum

Six (6)

Frequency

Six weekly

7.1          Multiple Speakers - Resignation of Waihī Beach Community Board Chairperson

Trisha Coates, Peter Roy (Chairperson Pio Shores Sports and Community Association), Shoneen Dunning, Rose Fox, Councillor Don Thwaites, Keith Hay (President of the Katikati Resident’s and Ratepayer’s Association), Sarah Kaye, Nikki Moat, Reon Tuanau and Brett Waterhouse (Member Maketu Community Board) were in attendance to discuss the resignation of Ross Goudie as Chairperson of the Waihī Beach Community Board. Comments made on this topic included:

·                Mr Goudie had been elected by the community and had served the community faithfully as both a Councillor and Community Board member.

·                Concerns were raised that the Board was nearly two-thirds of the way through the triennium and had now decided to make changes to the leadership.

·                Chairperson Goudie’s resignation was disappointing to those that elected him.

·                The next Chairperson should ensure that they make themselves as available as Chairperson Goudie had.

·                The Waihī Beach Community Centre would not be the great centre it was without the help and assistance from Chairperson Goudie.

·                As a Councillor, Mr Goudie chaired the District Plan Committee and undertook a large piece of work for the district. Legacies that came through that piece of work included the Rangiuru Business Park, Minden Lifestyle Zone and establishment of Kiwifruit Zones.  

·                Chairperson Goudie had received 809 votes in the 2022 Local Body Election, second only to former member Alan Kurtovich. He was elected Chairperson of the Board because of his extensive experience in local body politics.

·                It was a tribute to Chairperson Goudie’s leadership and determination to give everyone fair hearing, that more people attended the Waihī Beach Community Board meetings than any other Community Board in the District.

·                There was a question of good governance for those that remained on the Board. Chairperson Goudie was dynamic in bringing people together and it was hoped that kaupapa would continue.

·                It was queried why there was an urgency to change the leadership less than 12 months before the next election.

·                Otawhiwhi had worked well with the whole Board on a variety of community issues. It was important to reflect on what the Board had achieved together.

·                It was clear that Chairperson Goudie was a very experienced elected member.

It was clarified that Mr Goudie would remain as a Member of the Waihī Beach Community Board as he was elected by the community to be, noting that he was elected as Chairperson of the Board by the Board at its inaugural meeting. Resignation as Chairperson was not resignation from the Community Board.

7.2         Mike Hickey - Multiple Issues

Mr Hickey, a resident of Waihī Beach was in attendance to discuss multiple issues. He noted the below points:

·                In regards to the decision on Community Boards through the Representation Review, it was felt that Waihī Beach had more affinity to Waihī township rather than Katikati.

·                There were young drivers doing ‘wheelies’ on quad bikes on the beach. This was a safety issue for those that frequent the beach.

·                There was a recent dog control incident in Whakamarama, that Council had chosen not to progress with prosecution. 

7.3         anthony Thompson - Extension of Protection Works Applications

Mr Thompson, member of the Waihī Beach Environmental Protection Society, was in attendance to discuss the resource consent applications for the extension of protection works at Waihī Beach. He noted the below points:

·                Two groups had lodged resource consent applications to extend protection works at Waihī Beach.

·                Mr Thompson noted that the applicants should engage with the Waihī Beach Environmental Protection Society as it was an interested party.

General Manager Corporate Services noted that Council’s Significance and Engagement Policy determined what level of engagement was required with the community. The significance determined for an issue did not disregard environmental impacts.

The Community Board requested information regarding the notification and resource consent applications in relation to Glen Isla Place and Shaw Road.

7.4         Bob Hulme - Footpath Bowentown Boulevard

Mr Hulme was in attendance to discuss building a footpath at Bowentown Boulevard. The below points were noted:

At the end of Bowentown Boulevard was a walkway through to the recreational area. The walkway was quite narrow, so he believed a concrete footpath should be built to improve the safety of pedestrians and cyclists in the area.

The Board requested a diagram from Mr Hulme showing where the footpath would go, which would be discussed at their next Board workshop.

Mr Hulme would liaise with the Pio Shores Sports and Community Association over this matter.

7.5         Wade Norton - Rock Climbing Routes in Waihī Beach

Mr Norton, a resident of Waihī Beach, was in attendance to discuss establishing rock climbing routes in Waihī Beach. The below points were noted:

·                Mr Norton was working with Council and local iwi about the possibility of establishing some more rock climbing routes in the area.

·                Mr Norton wanted to seek feedback from the community about establishing rock climbing routes in Waihī Beach.

·                It would be a benefit to work with local iwi as a proposed climbing route was in an area of cultural significance.

Deputy Chairperson Dani Simpson clarified that that the proposal was before Council’s Reserves and Facilities team for approval and funding for the project had been obtained by Aotearoa Climbing Access trust.

8.1          Edinburgh Street to Wilson Road Two Mile Creek Footbridge

The Operations Manager was in attendance to present on the Edinburgh Street to Wilson Road Two Mile Creek Footbridge concept plans, and rubbish bins in Waihī Beach.

Wilson Road Two Mile Creek Footbridge

·                A footbridge was included in the Waihī Beach Town Centre Plan and would now be installed using structure plan funding.

·                A compacted rolled metal carpark would be installed at 37A Edinburgh Street, which was adjacent to the new footbridge across Two Mile Creek.

·                The footbridge would be in the style of the footbridge installed on Dillon Street; another footbridge of the same design would also be installed further up stream.

·                It was hoped that the connection would encourage more people to walk or cycle into the township.

·                There was scope for additional bike stands if required.

·                There was an opportunity for signage to be installed that could highlight the history and significance of Two Mile Creek.

Rubbish Bins

·                The rubbish bins on Wilson Road were visually appealing, however, they were not fit for purpose. This was evident based on the number of service requests received in relation to the rubbish bins.

·                Council had proposed, that in the short term, two additional bins would be installed over the summer period to deal with the influx of rubbish.

·                Signage to discourage commercial or household rubbish dumping would also be installed on the bins.

·                Staff proposed delivering a letter to shopkeepers in Waihī Beach about not using the bins for commercial rubbish and providing some guidance for shopkeepers from the council’s Waste Minimisation Team.

·                After the busy summer period, staff would engage with the Community Board about getting more fit for purpose rubbish bins in the township.

8.2         Waihī Beach Lifeguard Services

Waihī Beach Lifeguard Services representative Donna Pfefferle was in attendance to provide an update on Lifeguard Services. The below points were noted:

·                Groundworks for the Bowentown Lifeguard Services building would commence after Waitangi weekend in 2025.

·                The work on the BMX track would commence at the same time as the ground works. To fit within budget, volunteers had assisted their expertise with the design of the track.

·                Lifeguard Services had voted as a Board to support the sand dune push up project. The project had helped to mitigate flooding in the Lifeguard Services building.

Lifeguard Services had submitted a proposal to Council regarding the installation of safety signage at the beach. The Board would follow this matter up with the Council’s Reserves and Facilities Team.

8.3         Te Whanaū ā Tauwhao Ki Otawhiwhi

Matua Tuanau spoke on behalf of Te Whānau ā Tauwhao ki Otawhiwhi during public forum.

9.1          Minutes of the Waihī Beach Community Board Meeting held on 7 October 2024

Resolution  WBC24-6.1

Moved:               Member H Guptill

Seconded:         Cr A Henry

That the Minutes of the Waihī Beach Community Board Meeting held on 7 October 2024 as circulated with the agenda be confirmed as a true and correct record.

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

Carried

10.1        Waihī Beach Community Board - Workshop Notes - 4 November 2024

The workshop notes from 4 November 2024 were received and no further discussion was held.

Change to the order of business

Resolution  WBC24-6.2

Moved:               Chairperson R Goudie

Seconded:         Cr A Henry

That in accordance with Standing Order 9.4 the order of business be changed to consider agenda item 10.4 ‘Waihī Beach Community Board Roading Project Priorities’ as the next item of business.

Carried

10.2       Waihī Beach Community Board Roading Project Priorities

Councillor Sole declared an interest in this item, in relation to Recommendation 3.

When the Board considered recommendation 3, Councillor Sole withdrew from the meeting and took no part in the discussion or voting thereon.

The Board considered a report from the Road Safety Engineer dated 2 December 2024. The report was taken as read, with further discussion as below:

·                A footpath extension, kerb and channel, drainage enhancement and road widening would all be required for the pedestrian refuge on Beach Road. This work would need to be funded through the Waihī Beach Community Board Roading Account.

·                The price reflected a large amount of surveying, as well as other work involved, as this would all be required through the design phase of the pedestrian refuge on Beach Road.

·                The Board needed to be strategic with their Roading Account budget, as they did not receive an allocation for this financial year. It was noted that the Community Board could use their Reserves Account to fund Council assets.

Resolution  WBC24-6.3

Moved:               Chairperson R Goudie

Seconded:         Member H Guptill

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

Carried

Resolution  WBC24-6.4

Moved:               Deputy Chairperson D Simpson

Seconded:         Member W Stevenson

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

Carried

Resolution  WBC24-6.5

Moved:               Member H Guptill

Seconded:         Member W Stevenson

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

Cr A Sole abstained from voting.

Carried

Resolution  WBC24-6.6

Moved:               Member H Guptill

Seconded:         Deputy Chairperson D Simpson

That the Waihī Beach Community Board progress the Entranceway Signs project.

Carried

Resolution  WBC24-6.7

Moved:               Member H Guptill

Seconded:         Member W Stevenson

That Waihī Beach Community Board allocates up to $95,000 from the Waihī Beach Community Board Roading Account in the first instance and/or if required the Waihī Beach Community Board Reserves Account for costs related to the Entranceway Signs.

Carried

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

The Board considered a report from the Chairperson dated 2 December 2024. Chairperson Ross Goudie provided a statement regarding his resignation and thanked the community for their support. An overview of the report was also provided, with further discussion as below:

·                The Board would look to engage with the community on the Community Plan in the new year.

·                The issue regarding the dump station at Island View Reserve was being investigated by staff and an answer would be provided to the Board in due course.

·                The Board hoped that the signs at Pohutukawa Park would be installed before the end of the triennium.  

A solution was required for cyclists on the corner of Steele Road and Emerton Road to improve sightlines and overall safety of the area. The Board requested further information on this for their next workshop.

Feedback from the community showed that Waihī Beach and Katikati were very different communities and should be represented separately by way of individual Community Boards.

It was clarified that the decision on the Representation Review proposal sat with the Local Government Commission.

Resolution  WBC24-6.8

Moved:               Member H Guptill

Seconded:         Cr A Sole

1.        That Waihī Beach Community Board include the ‘Community Plan’ as an item at their next workshop.

Carried

Resolution  WBC24-6.9

Moved:               Member W Stevenson

Seconded:         Member H Guptill

2.       That the Waihī Beach Community Board supports the Operations Manager’s approach to rubbish bins in Wilson Road.

Carried

Resolution  WBC24-6.10

Moved:               Deputy Chairperson D Simpson

Seconded:         Member W Stevenson

3.       That the Waihī Beach Community Board makes an objection to the Representation Review proposal.

Cr A Sole and Cr A Henry abstained from voting.

Carried

Resolution  WBC24-6.11

Moved:               Chairperson R Goudie

Seconded:         Cr A Sole

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

Carried

10.4       Waihī Beach Councillor's Report - December 2024

The Board considered a report from Councillor Henry dated 2 December 2024. A brief overview of the report was provided.

Councillor Henry acknowledged Chairperson Goudie for his contribution to the Community Board, highlighting that he had a wide reach within Waihī Beach, a wealth of knowledge and worked tirelessly for the community.

Resolution  WBC24-6.12

Moved:               Cr A Henry

Seconded:         Cr A Sole

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

Carried

10.5       Waihī Beach Community Board - Projects and Operations Report - December 2024

The Board considered a report from the General Manager Infrastructure Services. The report was taken as read.

Resolution  WBC24-6.13

Moved:               Cr A Sole

Seconded:         Cr A Henry

That the General Manager Infrastructure Services’ report dated 2 December 2024 titled ‘Waihī Beach Community Board - Projects and Operations Report – December 2024’ be received.

Carried

10.6       Waihī Beach Community Board - Financial Report - October 2024

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

Resolution  WBC24-6.14

Moved:               Cr A Sole

Seconded:         Member W Stevenson

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 approves that the remaining funds from   the below resolutions 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.

Carried

10.7        Election of Chairperson for the Waihī Beach Community Board

The Board considered a report from the Senior Governance Advisor. The report was taken as read and an overview of the voting systems provided.

Nominations for the position of Chairperson were called for. Deputy Chairperson Dani Simpson was nominated unopposed for the position of Chairperson and accepted the nomination.

Nominations for the position of Deputy Chairperson were called for. Member Heather Guptill was nominated unopposed for the position of Deputy Chairperson and accepted the nomination.

Resolution  WBC24-6.15

Moved:               Cr A Henry

Seconded:         Member W Stevenson

1.        That the Senior Governance Advisor’s report dated 2 December 2024 titled ‘Election of Chairperson for the Waihī Beach Community Board’ be received.

Member Ross Goudie abstained from voting.

Carried

Resolution  WBC24-6.16

Moved:               Member H Guptill

Seconded:         Member W Stevenson

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

Member Ross Goudie abstained from voting.

Carried

Resolution  WBC24-6.17

Moved:               Member W Stevenson

Seconded:         Member H Guptill

3.       That the Waihī Beach Community Board elects Dani Simpson as the Chairperson of the Waihī Beach Community Board.

Member Ross Goudie abstained from voting.

Carried

Resolution  WBC24-6.18

Moved:               Member W Stevenson

Seconded:         Chairperson D Simpson

4.       That the Waihī Beach Community Board elects Heather Guptill as the Deputy Chairperson of the Waihī Beach Community Board.

Member Ross Goudie abstained from voting.

Carried

4.1          APOLOGIES

Resolution  ARF24-4.1

Moved:                         Cr D Thwaites

Seconded:         Cr A Sole

That the apology for lateness from Cr A Wichers be accepted.

Carried

9.1          AON Insurance Renewal Update

The Chief Financial Officer introduced the report. The report was taken as read, with further discussion as noted below:

An AON Representative was present to speak to the PowerPoint Presentation.

1.44pm      Cr A Wichers arrived.

1.44pm      Cr A Henry left the hui.

1.49pm      Cr A Henry returned to the hui.

·         The General Manager Corporate Services provided further information in regard to the declared value decreases and explained that staff had undertaken a deep dive into Council’s infrastructure assets to understand the replacement values.

In response to questions, the following matters were noted:

·         No changes had been made to the exclusions and, excess, nor any significant changes to the terms and conditions. The reduction in premium was a result of the prudent work that had been done on Council’s infrastructure assets, as well as the underlying rating reduction that had taken place within the market.

·         The largest single claim was roughly $13 million. The issues within the building space had historically come from either large commercial properties, or multi-unit flats. It was uncommon for provincial councils to be consenting on multi-million dollar properties. The common trend was that provincial councils consented on a large number of small properties.

·         Systemic type issues that impacted multiple Councils could trigger top up cover. 

·         Council had its own policy for an amount of $15 million of public liability and an amount of $15 million for professional indemnity. This was rated on Councils claims history, experience and performance, and a premium was calculated specifically for Council. 

·         The aggregate cap that related to building act claims was spread across the 37 Councils within the group. Often these claims were for values less than $1 million.

·         Staff were monitoring the changes in the building consents area within Council.

2.18pm      Cr T Coxhead left hui.

2.21pm       Cr T Coxhead returned to hui.

·         It was a three month process to go through Councils premiums with the global insurers, which meant these were effective from 1 November. Council would look at what it wanted to do differently in the early stages of 2025 before it went to market. 

·         The forecasted premiums within the Long-Term Plan (LTP) had been identified by staff as an area of potential savings.

Resolution  ARF24-4.2

Moved:                         Cr R Joyce

Seconded:         Cr A Sole

That the presentation provided by AON Insurance on 3 December 2024, be received.

Carried

10.1        Draft Annual Report 2023/24

The General Manager Corporate Services introduced the report, provided a brief overview and spoke to the key financial highlights. Further discussion took place on the below:

 External representatives from Audit New Zealand were present to discuss the report.

·         It was raised by Committee members that the report needed to be edited to contain plain English and further transparency. 

In response to questions, the following matters were noted:

·                In regard to the water meter revenue, there was an accrual that was taken into the prior year, which meant the last year was overstated and the current year was understated, but rates revenue across the two years was correct to fund the activity.

·                The difference in surplus year on year was not a determination of Council’s financial performance. There had been challenges within the economic environment as a result of inflation and decline in building activity. However, the aim of a Council was to have a balanced budget, not to make a surplus. Items such as revaluation undertaken every three years impacted the bottom line performance annually.

Resolution  ARF24-4.3

Moved:                         Cr G Dally

Seconded:         Cr M Murray-Benge

1.               That the Chief Financial Officer’s report dated 3 December 2024 titled ‘Draft AnnualReport 2023/24’ be received.

2.       That the Audit, Risk and Finance Committee recommends that Council adopt the ‘Annual Report 2023/24’ (Tabled Item 1), subject to any further and final      audit changes.

AND

That the Audit, Risk and Finance Committee notes that the verbal audit clearance from Audit NZ is expected to be provided at the Council meeting scheduled 12 December 2024.

3.       That the Audit Risk and Finance Committee delegates to the Chief Executive Officer any minor editorial changes.

 Carried

10.2       People and Wellbeing Report

The People and Capability Manager introduced the report. The report was taken as read, with further discussion on the below:

·                It was raised that there was benefit in providing Elected Members with    specific training in regard to managing confronting situations, considering they were also on the front line. 

In response to questions, the following matters were noted:

·                The primary driver around staff exercising their due diligence was to go onsite and ensure that the agreed upon safety standards were being met by Councils contracting partners.

·                Staff were looking to increase the number of proactive engagements in regard to not only safety checks with contractors, but everything that Council did.

·                In regard to staff turn over, there were no specific hot spots within the organisation. There were areas of the business that were expected to have a slightly more regular turn over of staff due to the nature of those roles. These areas were often customer facing roles, which was not uncommon.

·                Conversations around health and safety began during the procurement stage to ensure that Council staff and community members were kept safe.

·                Performance management was the responsibility of all staff, but first and foremost it was within the relationship of People Leaders and their staff.  

Resolution  ARF24-4.4

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr A Sole

1.               That the People and Capability Manager’s report dated 3 December 2024 titled ‘People and Wellbeing Report’ be received.

 Carried

10.3       Risk and Assurance Report October 2024

The Chief Financial Officer introduced the report. The report was taken as read. 

In response to questions, the following matters were noted:

·                Council had a contract with Water Care, however, Water Care was no longer supporting Council systems. Staff had been looking for an alternative asset management system and GIS system, which had been a joint contract with Tauranga City Council. There had been confirmation that Council could continue with the existing product for a further two years, however, the risk with continuing with this was that moving forward, the product might no longer be supported due to potential changes within that space.

·                Council had not outsourced anything to Water Care, rather it had borrowed and paid to rent part of its system. Water Care had stated that it was no longer going to rent part of its system to other Councils, which meant that Council needed to find a replacement system.

3.22pm      Cr L Rae left hui.

3.25pm      Cr L Rae returned to hui.

·            There were a limited number of Local Government IT systems that were available in the waters space.

Resolution  ARF24-4.5

Moved:                         Cr M Murray-Benge

Seconded:         Cr A Sole

1.               That the Risk and Assurance Manager’s report titled ‘Risk and Assurance Report October 2024’ be received.

 Carried

10.4       Financial Performance Update Quarterly Report 30 September 2024

The Chief Financial Officer introduced the report. The report was taken as read. 

In response to questions, the following matters were noted:

·                There were milestones placed through the Transport Subsidy and staff expected that there would be a large claim in February or March 2025. The application for funding needed to be done well in advance of the procurement and the development of the programme.

·                To ensure savings could be made, staff had reclassified $2 million of the personnel budget for the year. The Executive Leadership Team would decide whether to reuse the money or not. A rating deficit from 2023/24 was being monitored and tracked through the quarterly report.

·                Staff were doing work in preparation for future conversations about the Annual Plan with Elected Members including in relation to the regulatory function, its income, and what was happening nationally and what that meant locally.

·                Staff were looking into slowing down the turnover of the vehicle fleet as one of the potential operational savings.

3.45pm     Cr T Coxhead left hui.

·                The discussions that staff had had with Bancorp New Zealand were around    what the debt   picture would look like moving forward. A significant amount   of the debt           belonged within the water services space.

·                Over the three months, Council had picked up $45 million of extra cover as     the rates had come down.

3.51pm      Cr T Coxhead returned to hui.

Resolution  ARF24-4.6

Moved:                         Cr M Grainger

Seconded:         Cr T Coxhead

That the Finance Manager’s report dated 3 December 2024 titled ‘Financial Performance Update Quarterly Report 30 September 2024 be received.

Carried

Apology

Resolution  PMC24-4.1

Moved:               Cr M Grainger

Seconded:         Cr A Henry

That the apologies for lateness from Deputy Mayor J Scrimgeour and absence from Cr Wichers be accepted.

Carried

10.1        Te Puna Day Hospital Wastewater Servicing

The Committee considered a report from the Team Lead Asset Manager dated 3 December 2024.  A brief overview of the report was provided, with further discussion as below:

·                It was not clear what flows would go into the Te Puna springs area as a result of Plan Change 93.

·                It was not anticipated that Council would need to undertake any upgrades to Council’s network in the Te Puna springs area to enable the Te Puna Day Hospital connection.

·                One of the main limitations for the Te Puna Springs area was that the pumps were uncontrolled and pumped when the tanks were high. If approved, one of the conditions imposed would be that the pump would be controllable and could only pump during certain periods.

·                The properties within the Te Puna commercial area were connected or had been allowed to connect to Council’s wastewater system.

9.41am      Deputy Mayor J Scrimgeour entered the hui.

·                Every connection outside of the Te Puna commercial area came to council for consideration. Property owners who inquired about connecting were provided with the capital and ongoing user costs.

·                As the system was currently set up it was not possible for all property owners outside of the Te Puna commercial area to connect to the wastewater system.

·                Regarding the Resource Consent application for Te Puna Day Hospital, staff had a pre-application meeting with the developer, however, council had not yet received a formal application. Once the application was received, it would follow the normal process to determine if it was a notifiable consent.

Resolution  PMC24-4.2

Moved:               Cr D Thwaites

Seconded:         Cr A Henry

1.        That the Team Lead Asset Management’s report dated 3 December 2024 titled ‘Te Puna Day Hospital Wastewater Servicing’ 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.

Carried

Resolution  PMC24-4.3

Moved:               Cr M Murray-Benge

Seconded:         Cr R Joyce

3.       That the Projects and Monitoring Committee approve a potential connection, subject to Resource Consent conditions, to the Te Puna wastewater system for a private day hospital with the following conditions:

Trade Waste Management:

a.      The hospital must enter a trade waste agreement to monitor effluent quality and provide treatment if required by the Council.

Discharge and Flow Management:

b.      The system be owned and operated by the hospital.

c.       Install a telemetry system, which council have visibility over to measure pressure at the transfer line connection and optimise operations Limit discharges to low-flow periods only.

d.      Approve only one discharge location to reduce impacts on the LPSS.

e.       Work with Council staff to select an appropriate pump and discharge location to avoid impacts on the Te Puna Village LPSS.

f.        The hospital to provide an emergency management procedure in the event the tanks cannot be pumped down.

Storage and Overflow Containment:

g.      Ensure allowance is made for additional storage if required.

h.      Provide overflow containment measures if required by the Council.

In Favour:      Cr A Sole, Cr T Coxhead, Cr G Dally, Cr J Denyer, Cr M Grainger, Cr R Joyce, Cr M Murray-Benge, Cr L Rae and Deputy Mayor J Scrimgeour

Against:         Cr D Thwaites and Cr  A Henry

carried 9/2

10.2       Operational Risk and Status Update

The Committee considered a report from the Executive Assistant Infrastructure Group dated 3 December 2024. The report was taken as read, with further discussion as below:

·                In relation to the Ōmokoroa Roundabout project, it was noted that there would be a break with construction over the Christmas period, however, there would likely be speed limits in place during that time.

·                Negotiations with landowners for stormwater on No. 1 Road were ongoing. It was anticipated that negotiations would be complete by Christmas.

·                There were no changes to the timeframe for Council’s portion of the Ōmokoroa Roundabout project, however, NZTA’s portion would be delayed by two months.

·                Council were finalising the plan for the Wilson Road North project, it was likely that construction would begin next construction season. 

·                Based on cost and available technology, installing a sleeve over the Katikati Outfall pipe had not been considered as a viable option. All viable solutions were being discussed at the Te Ohu Waiora group.

·                Targeted consultation on the Te Puke Wastewater Treatment Plant would be undertaken with developers.

·                Council had been working to build confidence with iwi on the Te Puke Wastewater Treatment Plant project. Council were engaging with three iwi on this; Tapuika, Waitaha and Ngāti Whakaue.

·                A communications plan was being worked on for leaks from the Katikati Outfall.

·                Part of the work underway on the Katikati Outfall pipe was to look at if only the affected section of the pipe could be replaced, noting that there would be challenges with replacing that section as it was under water and buried.

·                Council met the minimum standards for drinking water compliance, the upgrades were in line with the Ministry of Health’s updated standards.

·                Council had set up a governance group with Elected Members along with iwi and hapū representatives for the Te Puke Wastewater Treatment Plant, however, the group never materialised.

·                Due to the condition of the existing buildings at the water treatment plants, it was determined to be cheaper to build a new building for the dosing plants, resulting in a 4 month delay to the fluoridation upgrade project.

·                Council had requested an extension from the Ministry of Health to the deadline for fluoridation. Council had received verbal agreement from the Ministry of Health for the extension, however, were awaiting written confirmation.

·                Tauranga City Council (TCC) had requested a water connection to a common area where people can get unfluoridated water. Council was doing due diligence to determine if the application was allowed and would work with TCC on the matter.

·                At this stage, Council were unable to get approval for stair lifts at Heron Crescent because the building was currently being considered as a public building. Staff were continuing to work through these issues.

·                The entirety of the Bluehaven (Bell Road) project was on the list for the Fastrack Approvals Bill.

Resolution  PMC24-4.4

Moved:               Cr A Sole

Seconded:         Cr R Joyce

1.        That the Executive Assistant Infrastructure Group’s report dated 3 December 2024 titled ‘Operational Risk and Status Update’ be received.

Carried

10.3       Scorecard Report Quarterly Update ending 30 September 2024

The Committee considered a report dated 3 December 2024. An overview of the report was provided, with further discussion as below:

·                Building consent had not been issued for the Abbeyfield development yet, the application had been received and it was in process.

·                Council’s role in enabling housing was to understand the barriers created by Local Government and work to mitigate these, which was why Council decided to progress the Papakāinga Plan Change.

·                The dog enrichment obstacles at the new Katikati dog park would not be funded by rates.

·                Staff were working with the individual motorsport clubs at TECT Park on their individual leases. Council was also looking at a memorandum of understanding to manage the common areas.

·                The current programme for Prole Road was tracking to be completed by May-June 2025.

·                Under the Resource Management Act, council had an obligation to understand the natural hazards that exist within the subregion. Council collaborated with BOP Regional Council and TCC in the natural hazards space and jointly commissioned modelling for this work.

·                Some costs associated with private Plan Changes were recoverable.

·                In the Resource Consent space, consultant costs were generally on charged to the applicant.

·                Council rarely dealt with judicial reviews for Resource Consents. Depending on the outcome of the review, council may seek to recover costs.

·                The nitrogen treatment at the Katikati Wastewater Treatment Plant was under construction and was expected to completed in mid 2025.

·                The Levels of Service and the Long Term Plan were the key strategies behind stormwater activity in Te Puke. Council were working with Regional Council on modelling to assess the impact of development and climate change on flooding. The output of this work would be to create a comprehensive plan for stormwater infrastructure in Te Puke, however, this would still be linked to levels of service.

Resolution  PMC24-4.5

Moved:               Cr M Murray-Benge

Seconded:         Cr A Sole

That the Corporate Performance Managers report dated 3 December 2024 titled ‘Scorecard Report Quarterly Update ending 30 September 2024’ be received.

Carried

Apology

Resolution  SPC24-8.1

Moved:               Deputy Mayor J Scrimgeour

Seconded:         Cr A Sole

That the apologies for absence from Cr L Rae, Cr M Murray-Benge and Cr D Thwaites be accepted.

Carried

10.1        Deliberations and Adoption of the Dangerous, Affected and Insanitary Buildings Policy 2024

The Committee considered a report from the Policy Analyst. The report was taken as read, with further discussion as below:

·                In the past three years, Council had used the policy for three buildings; two were following the impact of the cyclone and one under the insanitary clause of the policy.

·                It was noted that the policy was not widely used by Council.

Resolution  SPC24-8.2

Moved:               Cr A Sole

Seconded:         Cr T Coxhead

1.        That the Policy Analyst’s report dated 5 December 2024 titled ‘Deliberations and adoption of the Dangerous, Affected and Insanitary Buildings Policy 2024’ be received.

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

3.       That the Strategy and Policy Committee receives all submissions received through the consultation period, which ran from 16 September to 16 October 2024 and is set out in Attachment A to this report.

4.       That the Strategy and Policy Committee adopts the Dangerous, Affected and Insanitary Buildings Policy, shown as Attachment B to this report.

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

6.      That the Chief Executive is authorised to make any required editorial changes to the final Dangerous, Affected and Insanitary Buildings Policy.

Carried

4.1          APOLOGIES

Resolution  CM24-3.1

Moved:                         Ōmokoroa Community Board Chairperson C Dever

Seconded:         Cr M Grainger

That the apology for absence from Cr Joyce, Maketu Community Board Chairperson T Hopping, Te Puke Community Board Chairperson K Ellis and the apology for lateness from Katikati Community Board Chairperson J Clements be accepted.

Carried

9.1          Priority One Annual Report 2024

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

External Presenters from Priority One were present to speak to the report.

In response to questions, the following matters were noted:

·       Priority One had a concept called ‘Work Life Tauranga’ that was used with businesses to attract potential employees. This was predominately carried out through social media platforms.

·       There was a demand for land to be purchased for more housing.

·       The equation around affordability of housing within the District was for individuals to earn higher incomes which Priority One was working hard on by trying to attract and grow higher value businesses.

·       In Step was a subsidiary of Priority One. It was run as a semi separate entity that worked with secondary schools. The connections with secondary schools enabled Priority One to run events such as the Canvas Expo and In Step Young Leaders.

9.51am      Katikati Community Board Chairperson J Clements arrived.

·       Priority One covered the entirety of the Western Bay of Plenty District Council (WBOPDC) district and Tauranga City Council (TCC) district. The organisation looked at economic statistics based on the sub-region because the economy does not reflect the difference between territorial boundaries.

·       The new Marine Research Education Facility would be an extension of the existing facility at the University of Waikato. It was hoped that the new facility would attract further international research and funding. The future thinking in regard to this extension was that this facility would be a large contributor to the economy.

·       Priority One was supportive of the Blue Haven Housing Development proposal because the district needed to unlock land for further housing. However, it was noted that the proposed location of the development was not the easiest location to develop but it was not Priority One’s area to get involved in the details.

·       Stormwater and wastewater were covered within the SmartGrowth Spatial Plan.

·       The region was well below the national average of incomes due to factors such as the lack of maturity of business within the area and the types of industries in the region. Priority One was encouraging growth of high value industries which would in turn create high value jobs for people within the region.  The earnings of the region had been improving and parity was expected in 2034, however, the organisation was attempting to accelerate this projection.     

Resolution  CM24-3.2

Moved:                         Cr M Murray-Benge

Seconded:         Cr A Henry

1.        That the Community and Strategic Relationship Manager’s report dated 10 December 2024, titled ‘Priority One Annual Report 2024, be received.

 Carried

9.2         Welcoming Communities Programme Accreditation 2024-2027

The Community and Strategic Relationships Manager provided a brief overview of the report. The report was taken as read, with further discussion as shown below:

·                The Committee extended its gratitude and thanks to Ms Neena Chauhan (Member of the Te Puke Community Board) for the work she had done to translate high level Council documents to Hindi and Punjabi. Ms Chauhan had carried out an significant amount of work that had enabled Council to engage with the Indian community within Te Puke and the wider district. 

In response to questions, the following matters were noted:

·                 WBOPDC had previously worked in partnership with TCC on the Welcoming Communities Programme. However,  both Council’s had reached a new level of maturity with their communities and were now working separately. TCC was hoping to also receive advanced accreditation. 

·                It was critical that there was staff support and engagement within the Welcoming Communities Programme. There were multiple teams within Council that had been involved in different parts of the programme.

·                There was no additional financial support from central government agencies if Council successfully moved through the accreditation process to the next stage. However progress through the accreditation process was a credit to the maturity of the Council, and helped to imbed the practices of the Welcoming Communities Programme into the organisation. 

·                There were a number of organisations that provided support to those new to the district. Ensuring that those new comers were aware of the organisations that provided support was a continuous challenge. However, having as many avenues available as possible was a strategy that was used to try and combat this challenge.

·                Council libraries were an important first point of contact for those new to the region.

·                The ethnic diversity of the communities within the district was increasing and had been increasing for a long time.

Resolution  CM24-3.3

Moved:                         Cr L Rae

Seconded:         Cr A Henry

1.        That the Community Outcomes Advisor’s report dated 10 December 2024 titled ‘Welcoming Communities Programme Accreditation 2024-2027’ be received.

 Carried

10.1        Housing Action Plan 2024: Progress report

The Strategic Housing Programme Lead introduced the report and spoke to the presentation. The report was taken as read, with further discussion as shown below.

In response to questions, the following matters were noted:

·                The Accessible Properties development at Seddon Street, Te Puke, was made up of one-bedroom units. All units had been built to accessibility standards which meant, although the development was not tagged as elder housing,  it was primarily older people who lived there.

·                The housing development at 24 Middlebrook Drive in Katikati was made up of 18  units of social housing with a mix of size of dwellings of one, two and three bedrooms.

·                The process for the feasibility studies for papakāinga was managed under Te Arawa Ke Tai which was a sub group that was set up from the Te Ihu o Te Waka o Te Arawa Partnership Forum. Feasibility studies were reported back to this forum.

·                Staff had completed internal work on the Kotahi Lane site and what the constraints and opportunities were, and were having discussions with private developers to get their perspective. This information would be fed back to Council’s Executive    Leadership Team to discuss the way forward for that site.

10.58am    Cr L Rae left hui.

·                There were a number of support services across the district that supported the homeless. The approach that most of these support services took was working with individuals long-term.

11.01am      Cr L Rae returned to hui.

·                There was a men’s homeless shelter in Tauranga called Takitimu House that was funded by the Ministry of Social Development.

·                A homeless shelter was beneficial for certain cohorts; however, for those individuals with complex needs, homeless shelters were not the best solution. Having access to housing and services that were able to provide wrap around support immediately was vital. 

·                The 20 Degrees programme was funded by a variety of sources which included WBOPDC, Te Whatu Ora, TECT, Bay Trust and more. The variety of funding sources ensured that the programme provided service to the Bay of Plenty wide region. Council provided funding to the programme.

9.1          Minutes of the Katikati Community Board Meeting held on 13 November 2024

Resolution  CL24-13.1

Moved:                         Cr A Henry

Seconded:         Cr R Joyce

That the Minutes of the Katikati Community Board Meeting held on 13 November 2024 be received.

Carried

9.2         Minutes of the Ōmokoroa Community Board Meeting held on 19 November 2024

Resolution  CL24-13.2

Moved:                         Cr T Coxhead

Seconded:         Cr M Grainger

That the Minutes of the Ōmokoroa Community Board Meeting held on 19 November 2024 be received.

Carried

9.3         Minutes of the Maketu Community Board Meeting held on 19 November 2024

Resolution  CL24-13.3

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr L Rae

That the Minutes of the Maketu Community Board Meeting held on 19 November 2024 be received.

Carried

9.4         Minutes of the Te Puke Community Board Meeting held on 21 November 2024

Resolution  CL24-13.4

Moved:                         Cr A Wichers

Seconded:         Cr G Dally

That the Minutes of the Te Puke Community Board Meeting held on 21 November 2024 be received.

Carried

10.1        Minutes of the Strategy and Policy Committee Meeting held on 24 October 2024

Resolution  CL24-13.5

Moved:                         Mayor J Denyer

Seconded:         Cr M Grainger

That the Minutes of the Strategy and Policy Committee Meeting held on 24 October 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.2       Minutes of the Council Meeting held on 30 October 2024

Resolution  CL24-13.6

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Minutes of the Council Meeting held on 30 October 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

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

Carried

10.3       Minutes of the Council Meeting held on 7 November 2024

Resolution  CL24-13.7

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Minutes of the Council Meeting held on 7 November 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

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

Carried

10.4       Minutes of the District Plan Committee Meeting held on 20 November 2024

Resolution  CL24-13.8

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr M Grainger

That the Minutes of the District Plan Committee Meeting held on 20 November 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.5       Minutes of the Council Meeting held on 20 November 2024

The Mayor noted that, as per the Deputy CEO/General Manager Strategy and Community’s email, the transcription error that occurred in relation to Attachment 3 had been corrected in the minutes for confirmation.

Resolution  CL24-13.9

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Minutes of the Council Meeting held on 20 November 2024 be confirmed as a true and correct record and the recommendations therein be adopted.

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

Carried

11.1          Tourism Bay of Plenty Annual Report 2024

Council considered a report dated 12 December 2024 from the Community and Strategic Relationships Manager.

Oscar Nathan (General Manager) and Richard Faire (Head of Strategy and Insights) were in attendance on behalf of Tourism Bay of Plenty (TBOP) to present their Annual Report through a PowerPoint presentation.

Presenters responded to pātai as follows:

·                TBOP had been working with entity partners (e.g. Bay Venues) to erect digital information boards, noting that once Western Bay of Plenty were ready, there was every intention to have these available across the district. It was clarified that TBOP could not fund the boards themselves and would continue to look for partnerships.

·                There were multiple factors that led into lower cruise numbers, noting that the cost of living and the repercussions of this was the main reason.

·                TBOP was focusing on the areas it could influence, noting that this was around ensuring there were “products” and events for those tourists coming in off the cruise ships.

·                In relation to decreasing administration costs, TBOP had pulled back on some of the normal campaigning that it would have undertaken.

·                TBOP was confident that it would be out of deficit by the 2025/26 financial year.

·                If funding was available there was an opportunity to erect i-sites throughout the district; however, the intention of the digital kiosks was to lessen the need for i-sites, by having the information available to download on a mobile phone.

·                Feedback from cruise ships operators was that the decrease in tour companies going to Hobbiton and Rotorua had not affected Tauranga or the desire for visitors to come. It was noted that there was a real opportunity to ensure there were local “products” available for those visiting the Bay of Plenty who were not purchasing packages on board.

Resolution  CL24-13.10

Moved:                         Cr A Sole

Seconded:         Cr A Henry

1.        That the Community and Strategic Relationships Manager’s report dated 12 December 2024 titled ‘Tourism Bay of Plenty Annual Report 2024’ be received.

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

3.       That Council receives the Tourism Bay of Plenty Annual Report 2023-2024, included as Attachment 1 to this report, to be published on Council’s website.

Carried

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

Council considered a report dated 12 December 2024 from the Operations Manager who provided an overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·                Enhanced vehicle access had been created to allow better space to load in and load out of the northern side of the Memorial Hall. Along with moving the accessible carpark slightly, these were the only changes made following the consultation with the Hall Committee.

·                The Market Square itself would be concrete only.

Resolution  CL24-13.11

Moved:                         Cr R Joyce

Seconded:         Cr A Henry

1.        That the Operations Manager’s report dated 12 December 2024 titled ‘Request for Funds from the Katikati Town Centre Development Fund - Katikati Market Square Development Project’ be received.

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

3.       That Council approves funding of up to $480,000 from the Katikati Town Centre Development Fund for costs relating to the construction of the Katikati Market Square as per the engineers detailed design (Attachment 1 of this report).

 Carried

11.3         2025 Council, Committees and Community Boards Meeting Schedule

Council considered a report dated 12 December 2024 from the Governance Manager, who provided a brief overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·                All the Council meetings included on the schedule had now been sent out to Elected Members through Outlook.

Resolution  CL24-13.12

Moved:                         Cr M Grainger

Seconded:         Cr M Murray-Benge

1.        That the Governance Manager’s report dated 12 December 2024 titled ‘2025 Council, Committees and Community Boards Meeting Schedule’ be received.

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

3.       That Council adopt the 2025 Meeting Schedule (Attachment 1 of this report), as the meeting programme for 2025, noting that this programme is subject to change depending on legislative requirements and changing business needs of Council.

4.       That Council delegates authority to the Governance Manager to make amendments to the meeting schedule should Council business require such amendment throughout the year, subject to appropriate notification to both elected members and the public.

Carried

11.4        Mayor's report to Council

Council considered a report dated 12 December 2024 from the Senior Executive Assistant – Mayor/CEO on behalf of the Mayor. The Mayor spoke to the report and responded to pātai as follows:

·                Western Bay of Plenty District Council, Tauranga City Council, Bay of Plenty Regional Council, along with Tangata Whenua, were currently writing a letter expressing their interest in seeking a regional deal. Following this, a full proposal would come back to Council for approval late February 2025.

·                The proposals had already been to Council, noting that following some changes from central government, these were being amended slightly.  

·                Prior to the full proposal coming to Council for approval, staff intended to hold a workshop that would update the Councillors on the proposal and ensure there was a level of comfort prior to approval.

Resolution  CL24-13.13

Moved:                         Mayor J Denyer

Seconded:         Cr A Henry

That the Senior Executive Assistant - Mayor/CEO’s report dated 12 December 2024 titled ‘Mayor’s Report to Council’ be received.

Carried

11.5        Annual Report 2023-2024

Council considered a report dated 12 December 2024 from the Chief Financial Officer.

Due to the Annual Report not being ready for adoption, the following recommendations were moved by the Mayor.

Resolution  CL24-13.14

Moved:                         Mayor J Denyer

Seconded:         Cr G Dally

1.        a.      That the Chief Financial Officer’s report dated 12 December 2024 titled ‘Annual                   Report 2023-2024’ be received and be left to lie on the table until the                           Extraordinary Council meeting detailed in Part B.

          b.      That Council calls an Extraordinary Council meeting to be held Tuesday 17                 December 2024 at 9.30am to consider the adoption of the Annual Report                  2023-2024.

Carried

Apology

Resolution  CL24-14.16

Moved:                         Cr R Joyce

Seconded:         Cr A Henry

That the apology for absence from Cr Thwaites be accepted.

Carried

Apology

Resolution  CL24-14.17

Moved:                         Cr M Grainger

Seconded:         Cr R Joyce

That the apologies for absence from Cr Coxhead, Cr Murray-Benge, Cr Henry and Cr Thwaites be accepted.

Carried

 8.1         Annual Report 2023-2024

Council considered a report dated 17 December 2024 from the Chief Financial Officer.

Due to Council not yet receiving the Audit Opinion from Audit New Zealand, the following recommendation was proposed by the Mayor.

Resolution  CL24-14.18

Moved:                         Cr M Grainger

Seconded:         Cr G Dally

That the Chief Financial Officer’s report dated 17 December 2024 titled ‘Annual Report 2023-2024’ be received and be left to lie on the table until the Audit Opinion from Audit New Zealand is received in 2025.

Carried