Agenda of Ōmokoroa Community Board Meeting

Ōmokoroa Community Board Meeting Minutes

19 November 2024

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Ōmokoroa Community Board Meeting No. OMC24-6
HELD IN THE Ōmokoroa Library & Service Centre, Western Avenue, Ōmokoroa
ON Tuesday, 19 November 2024 AT 7.00pm

Karakia

The Chairperson opened the hui with a karakia.

1 Present

Chairperson C Dever, Deputy A Hughes, Member B Bell, Cr M Grainger and Cr D Thwaites

2 In Attendance

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

3 Apologies

Apology

Resolution OMC24-6.1

Moved: Chairperson C Dever

Seconded: Deputy A Hughes

That the apology for absence from Member P Presland be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

7.1 Brian Ebbett - Ōmokoroa Artists Group

Mr Ebbett was in attendance to speak on behalf of the Ōmokoroa Artists Group. He noted the following points:

· Following the Settlers Hall Committee renovations, the shed that the Ōmokoroa Artists Group were using to store their exhibitions needed to be demolished.

· Now that the renovations had been completed, the group wished to have a new shed installed, noting that this was not something that the hall had the ability to fund.

· Permission had been sought from the Hall Committee and Council to have the shed placed on current land that the Hall Committee leased off Council.

· The placement had been approved and it was noted that this placement would help easy access during exhibitions.

· They were seeking funds to help with the purchase of a new shed.

He responded to pātai as follows:

· The group wished to have the entire shed funded, but did acknowledge that should they need to contribute, they had the means to do so.

· Previously the art group had stored equipment in the hall itself, but due to the increase in usage, this was no longer an option.

· The equipment required for the exhibitions would be stored in the shed, not the art itself.

8 Minutes for Confirmation

8.1 Minutes of the Ōmokoroa Community Board Meeting held on 24 September 2024

Resolution OMC24-6.2

Moved: Cr D Thwaites

Seconded: Cr M Grainger

1. That the Minutes of the Ōmokoroa Community Board Meeting held on 24 September 2024 as circulated with the agenda be confirmed as a true and correct record.

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

Carried

9 Reports

9.1 Ōmokoroa Community Board - Workshop Notes - 29 October 2024

The Board noted the notes from the workshop held 29 October 2024.

9.2 Ōmokoroa Community Board Chairperson's Report - November 2024

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

Resolution OMC24-6.3

Moved: Chairperson C Dever

Seconded: Deputy A Hughes

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

Carried

9.2.1 Tralee Street and Hamurana Road - Lighting Query

The Board raised concern over the ‘black hole’ on the corner of Tralee Street and Hamurana Road, and Hamurana Road itself. Due to this being a busy intersection, the Board were interested to understand whether the lighting was sufficient and met Councils current Levels of Service.

If the lighting did not meet Councils current Levels of Service, the Board noted that they would like to understand what options were available to address the issue.

The Senior Governance Advisor would raise an SR on behalf of the Board to progress this query.

9.3 Ōmokoroa Community Board Councillor's Report - November 2024

The Board considered a report from Councillor Grainger, who took the report as read. He responded to pātai as follows:

· Council would be considering the final representation arrangements at the hui scheduled 20 November 2024. All the information had been included in the agenda which could be found on Council’s website.

Resolution OMC24-6.4

Moved: Cr M Grainger

Seconded: Cr D Thwaites

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

Carried

9.4 Council Decision on Ōmokoroa Community Board Recommendation - Recommendation to Lease - Ōmokoroa Sports Ground Recreation Reserve Building (Renovated Ex Old Pavilion)

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

Resolution OMC24-6.5

Moved: Chairperson C Dever

Seconded: Cr D Thwaites

That the Senior Governance Advisor’s report dated 19 November 2024, titled ‘Council Decision on Ōmokoroa Community Board Recommendation – Recommendation to Lease – Ōmokoroa Sports Ground Recreation Reserve Building (Renovated ex Old Pavilion)’, be received.

Carried

9.5 Ōmokoroa Community Board Grant Application - November 2024

The Board considered a report from the Senior Governance Advisor. The report was taken as read, noting the below points:

· Due to the proposed shed being placed on the Settlers Hall Lease, and Council land, this particular request was eligible to be funded from the Ōmokoroa Community Board Reserve Account.

· Any unallocated operational budgets get transferred to the Reserve Account at the end of the financial year. The Reserve Account then has a stricter criteria to be eligible.

Resolution OMC24-6.6

Moved: Cr M Grainger

Seconded: Deputy A Hughes

1. That the Senior Governance Advisor’s report dated 19 November 2024, titled ‘Ōmokoroa Community Board Grant Applications – November 2024’, be received.

2. That the Ōmokoroa Community Board approves the grant application from the Ōmokoroa Artists Group for $4,935 (GST inclusive) to contribute towards the purchase of a new fully assembled shed. This grant will be funded from the Ōmokoroa Community Board Reserve Account.

Carried

7.24pm Member Bell entered the hui.

9.6 Ōmokoroa Community Board - Projects and Operations Report - November 2024

The Board considered a report from the General Manager Infrastructure Services. The report was taken as read with further discussion on the below points.

The Board noted that they wanted ensure value for money for all their projects going forward.

Resolution OMC24-6.7

Moved: Member B Bell

Seconded: Deputy A Hughes

That the General Manager Infrastructure Services’ report dated 19 November 2024 titled ‘Ōmokoroa Projects and Operations Report – November 2024’ be received.

Carried

9.6.1 Gane Place Urbanisation Final Cost

The Board noted that the ‘Gane Place Urbanisation Project’ had disappeared from the Roading Account, noting that the last time it showed was in November 2023, where it was awaiting final cost. The Board requested to see the final cost and ensure that the financials reflected this correctly.

9.6.2 Cooney Reserve - Bird Hide

Councillor Grainger confirmed that Council had been sent through the Ōmokoroa Environmental Managers Inc (OEMI) draft agreement.

The Board were also advised that the bird hide was now fully operational, nicely painted and louvre windows had been installed. There was still a need to discuss ‘wheel stop’ on boardwalk with the group, which was part of Stage 2.

9.7 Ōmokoroa Community Board - Financial Report - October 2024

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

Councillor Grainger requested for some information regarding the ‘rate income’ numbers, and the rationale for these changes taking place.

The Senior Governance Advisor would raise an SR on behalf of the Board to follow this up.

The Board were informed that the Town Centre Development Reserve was new to the financial report, and that this was a fund that the Board could begin to utilise should the appropriate project come up.

Resolution OMC24-6.8

Moved: Member B Bell

Seconded: Deputy A Hughes

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

Carried

The Meeting closed at 7.36pm.

Confirmed as a true and correct record at the Ōmokoroa Community Board meeting held on 11 February 2025.

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

Chairperson C Dever

CHAIRPERSON

Ōmokoroa Community Board Meeting Agenda

11 February 2025

9 Reports

9.1 Ōmokoroa Community Board - Chairperson's Report - February 2025

File Number: A6628034

Author: Chris Dever, Community Board Chairperson

Authoriser: John Holyoake, Chief Executive Officer

Executive Summary

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

Recommendation

That the Chairperson’s report dated 11 February 2025 titled ‘Ōmokoroa Community Board – Chairperson’s Report – February 2025’ be received.

updates

2025 is election year and we have the pressure on to ‘get stuff done’ before the end of the triennium. The structure of the Ōmokoroa Community Board may change next year subject to the outcome of the Local Government Commission Hearing for the Representation Review in March 2025. If Councils decision is upheld, it would mean just two Ōmokoroa members on the Kaimai Community Board and the need to collaborate with the other two Community groups in our Kaimai Ward. This brings pressure on the existing board to complete projects and get ready for the new environment.

Over the next few weeks, we should see work commencing on improving the street lighting at the end of The Esplanade near the Boat Club. Geo-tech planning was underway before Christmas, and I understand the project will now start in the last week of January.

In November 2024, the Board requested that the Council review the streetlighting near The Village shopping centre. The review will cover Tralee Street and Hamurana Road (from Owens Place to Tory Way).

It is also great to see the new speed table on Tralee Street to ensure that the Point School students can safely cross this very busy road.

The long awaited stairs at the back of the Sports Pavillion down to the tennis court has commenced and should be completed by the time you read this.

Progress also seems to be good on the bridge from Heartwood Avenue through to Tui Glen. This link will open a walking & cycling path for kids to travel from those suburbs to Ōmokoroa Point School. I have had several discussions with constituents with respect to a pedestrian crossing at Kayelene Place which would make it safer for students from around Kaimai Place to walk/bike to the point school.

Its all go! I was also pleased to see that we have once again attracted lots of holiday makers. It’s great to share our little bit of paradise with them and hopefully, the local businesses picked up some holiday revenue.

As chair, I have formally lodged a couple of fairly simple questions regarding Ōmokoroa specific rates. It took 10 weeks for a response to be received. The whole point of having a Community Board is to have a well-informed group in the community that can communicate with the community.

Looks like 2025 is going to be a busy year!

Community Groups

Ōmokoroa Community Response Team – Member Hughes

The Team is going very well, with excellent support from Kurt Waugh and Jo Lynskey from Council’s Emergency Management. It is great to see that Kurt is back full time on the job, after a period of time on leave.

The Team ran an emergency exercise at the Library on 25 November – with strong support from Lions, Rotary, and Community Patrol members. The team, with help from these service group volunteers, set up a trial welfare hub on that date, with all of us taking on different welfare hub roles, or playing the part of members of the public impacted by a disaster. It was a great exercise which has helped us to refine and strengthen what we are putting in place. The Team is in the process of setting up a system of surge volunteers to support the core Community Response Team in the event of a disaster.

Lions and Lizard News have generously provided our team with handheld radios to use in the event of a disaster. We are continuing to look at possible purchases of: an emergency generator, needed welfare hub supplies, and the welfare hub having access to potable water in the event of disruption to water supply, plus accessing funding to enable these purchases.

The Team is working to strengthen our engagement with the Community, with a presence at public events (for instance the planned Doggy Day Out, plus a planned public event later in the year), as well as recent meetings with FENZ and Ōmokoroa Country Estate, and organising signage publicising the presence and the role of our welfare hub in the event of a disaster.

All in all, we have a great team bringing a wide range of relevant and significant experience to their task and their roles, with all members working together to do the best for the community in the event that a disaster strikes.

Ōmokoroa Community Policing Group – Member Hughes

There has been a recent change in leadership and membership of the Policing Group Trust. Murray Marshall has taken over from Pat Harrison as the Trust Chair, and Graffiti Busters is in the process of appointing a new coordinator.

The Ōmokoroa Community Response Team has applied for and been accepted as a new member of the Policing Group Trust.

The Trust Team is working on refocussing their direction to have their component subgroups (Neighbourhood Support, Graffiti Busters, Community Patrol, and the Community Response Team) work more closely together, and to also align more closely to each of their parent organisations.

The Community Patrol recently purchased a new vehicle (with funding in part from the Ōmokoroa Community Board) to replace an older vehicle. The older vehicle has been on-sold to another Community Patrol, which then helped fund the purchase of the new vehicle. The Community Patrol are currently working through setting up the new vehicle, including discussions with Community Patrol NZ, regarding an appropriate decal, purchasing and installation of a light bar, setting up an appropriate radio for the vehicle that can link to the Police, setting up dashcams that can do front and back of the car, and working on accessing funding to support what is needed for the community patrol vehicle.

The Policing Group Trust is putting in a lot of valuable work to strengthen what they do in supporting, and connecting with, the Ōmokoroa Community – a real credit to the special talents that their members bring, and to their individual and joint commitment, to this community.

Ōmokoroa Sport and Recreation Society (OSRS) – Member Presland

The OSRS held their AGM on November 11, 2024. Andrew Dallas was elected Chair, Treasurer Joan Wei, Secretary to be confirmed. The Treasurer reported on the Financial Year as being stable, with some non-member Pavilion bookings balancing the increased costs the Society has had to budget for.

Ōmokoroa Community Board Meeting Agenda

11 February 2025

9.3 Ōmokoroa Domain Scout Shed - Registration of interest

File Number: A6623489

Author: Peter Watson, Reserves and Facilities Manager

Authoriser: Cedric Crow, General Manager Infrastructure Services

Executive Summary

To provide a recommendation to Council regarding the leasing of the Ōmokoroa Domain Ex- Sea Scouts building to allow a recreationally focused community group to operate in the building.

Staff undertook public consultation as required under Section 119 of the Reserves Act 1977. The public consultation sought expressions of interest for proposals to lease the building and sought any submissions or objections to Council leasing the building as required by the Reserves Act 1977. There were no submissions or objections relating to Council’s intention to lease the building.

The following three organisations applied: Pirirākau Incorporated Society, Ōmokoroa Boat Club Incorporated, and Ngā Hau Whā Whānau Hoe Incorporated.

The Submissions/Expression of interest proposal to lease the building that were received are attached.

Recommendation To Council

1. That the Reserves and Facilities Manager’s report dated 11 February 2025 titled ‘Ōmokoroa Domain Scout Shed – Registration of Interest’ be received.

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

3. That Ōmokoroa Community Board recommends to Council to exercise the powers conferred on it as the administrating body of the reserve by delegation from the Minister of Conservation under the Reserves Act 1977 and grant a lease for up to 10 years for 112.5m² of land and building, more or less, being part of Section 3 SO 506747 (Recreation Reserve) with either:

a. Pirirākau Tribal authority – Incorporated; or

b. Ōmokoroa Boat Club Incorporated; or

c. Ngā Hau Whā Whānau Hoe Incorporated.

Background

1. The old Sea Scout building transferred into Council’s ownership when the local division of the Sea Scouts became defunct, and their lease was surrendered. There has been a number of interested groups and organisations wanting to use the building. However, the building had an outstanding Certificate of Code Compliance that needed to be resolved before it could be made available for another group to use. Staff subsequently arranged for the necessary work required to obtain a code compliance certificate to be done.

2. Given the interest from a number of local groups, staff sought to seek expressions of interest from recreationally focused community groups to lease the building for their activity.

3. The lease term offered will be up to 10 years. The lease will be subject to the Section 54(1)(b) of the Reserves Act 1977 and so requires the area leased to be used for sports, games or other recreational activities (both outdoor and indoor). See Attachment 4 for site location and application criteria.

4. The building is available for lease to a recreational focused community group as determined by the classification of the reserve or activities permitted on a recreation reserve that align with Council’s Recreation and Open Spaces Strategy outcomes. To apply the applicant must have a recreational and community-based objective to their activity.

Significance and Engagement

5. The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy. In making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

6. The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

7. The significance of this issue is considered low as there were no submissions received about the lease and there are no adverse affects to ratepayers.

Engagement, Consultation and Communication

8. A public advert calling for registrations of interest and advising of Council’s intent to enter a lease for the old Sea Scouts Building was undertaken late last year. There were three formal expressions of interest received about using the building and no submissions/objections relating to the intention to lease.

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication
Name of interested parties/groups	Groups who had shown an interest in the past were advised about the advertising for registrations of interest.	Planned	Completed
Tangata Whenua	Tangata whenua (Pirirākau Hapū) have submitted a proposal.
General Public	Public consultation was undertaken pursuant to section 119 of the Reserves Act 1977.

Issues and Options Assessment

9. Staff have assessed the proposals received and provided a summary of the advantages and disadvantages of each proposal received in the options below. More detail is available in the attached proposals that were received.

10. Staff recommend that the application from Pirirākau Hapū Incorporated be granted the lease as this application offers the best use of the building that provides for better community outcomes for the hapu and for a number of existing volunteer groups.

Option A

Pirirākau Tribal authority – Incorporated

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Advantages:

· Provides a dedicated space(hub) for cultural, environmental, and recreational activities in Ōmokoroa.

· Helps build capacity and capability of hapū members involved in reserve related activities e.g. planting in reserves.

· Fosters collaboration with local art group, MenzShed and environmental groups (refer to letters of support).

· Fosters Pirirākau’s relationship with volunteer groups, the wider community and Council.

· Supports volunteer groups working in Council’s reserves.

· The application offers the best utilisation of the building for a wider community benefit.

· Financial ability to meet lease costs.

Disadvantages:

· No clear disadvantages.

Costs (including present and future costs, direct, indirect and contingent costs).

All costs relating to the activity are borne by the applicant.

Option B

Ōmokoroa Boating Club Incorporated

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Advantages:

· Supports boating safety initiatives provides a space for the club to store and maintain their boats.

· Financial ability to meet lease costs.

· Would be using the building regularly.

· Willing to share building space with the Ōmokoroa Pest Control Group.

Disadvantages:

· Boating Club already leases a large building on the Domain for their activity, therefore their needs are met to some extent.

· Community benefit is primarily limited to the boating fraternity.

· If successful with this application, they would be leasing all available building space in the Domain.

Costs (including present and future costs, direct, indirect and contingent costs).

All costs relating to the activity are borne by the applicant.

Option C

Ngā Hau Whā Whānau Hoe Incorporated

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Advantages:

· Financial ability to meet lease costs.

· Provides well being opportunity for at risk youth.

· Potential to share building with others.

Disadvantages:

· Waka ama operates eight months of the year.

Costs (including present and future costs, direct, indirect and contingent costs).

All costs relating to the activity are borne by the applicant.

Statutory Compliance

11. The proposal to lease the building to a community group is consistent with the Reserves Act 1977 and Council’s Kaimai Ward Reserve Management Plan.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
	The estimated annual rent under Council’s rental Policy is approximately $300.00

Attachments

1. Ngā Hau Whā Whānau Hoe Inc Response ⇩

2. Pirirākau Response ⇩

3. Ōmokoroa Boating Club response ⇩

4. Site location and application criteria ⇩

Ōmokoroa Community Board Meeting Agenda

11 February 2025

9.4 Ōmokoroa Community Board - Projects and Operations Report - February 2024

File Number: A6627763

Author: Cedric Crow, General Manager Infrastructure Services

Authoriser: John Holyoake, Chief Executive Officer

Executive Summary

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

Recommendation

That the General Manager Infrastructure Services’ report dated 11 February 2025 titled ‘Ōmokoroa Community Board - Projects and Operations Report – February 2025’ be received.

roading Account

Ōmokoroa Community Board Roading Current Account		$
Current Account Opening Balance 1 July 2024		$136,321
Allocation for 2024/25		-
Interest for 2024/2025		-
Subtotal		$136,321
Completed Projects	Status	$
Goldstone Road Car Park	Complete	$11,067
Gane Place Urbanisation (Confirmed Final Cost)	Complete	$250,000
Ōmokoroa Boat Club Embankment Fencing	Complete	$4,864
Ōmokoroa McDonnell Cycle Racks	Complete	$4,978
Bollards installation at end of Esplanade	Complete	$3,601
Subtotal Completed Projects 2025		$24,510
Forecasted Current Account Closing Balance 30 June 2025		$111,811

Ōmokoroa Community Board Meeting Agenda

11 February 2025

Project Updates – Roading

BOAT CLUB ADDITIONAL STREET LIGHTING

Project Description

Staff Comment/Update

Progress Level

That staff investigate and provide indicative costings for a lighting solution in the vicinity of the Ōmokoroa Boat Club and report back to the Board.

At the meeting held 24 September 2024 the Board resolved to fund Stage 1 & 2 of the project (being $80,000) from the Reserve Account.

Physical works are projected to commence first week of February 2025.

In progress.

minute action sheets – roading

TRALEE AVENUE AND HAMURANA STREET – LIGHTING QUERY

Meeting Date

Description

Latest Update

November 2024

The Board raised concern over the ‘black hole’ on the corner of Tralee Avenue and Hamurana Street and Hamurana Street itself. Due to this being a busy intersection, the Board were interested to understand whether the lighting was sufficient and met Councils current Levels of Service.

If the lighting did not meet Councils current Levels of Service, the Board noted that they would like to understand what options were available to address the issue.

Staff advise that the lighting in this area met Councils current Levels of Service. It was noted that Councillor’s accepted Central Government funding to replace all the halogen heads across the district, which was implemented.

This was to reduce energy use as well as reduce the light spill/light pollution. The LED lights provide very direct areas of illumination, resulting in dark spots in between.

If Council was developing this area, then they would likely see an enhanced street lighting arrangement. There is no current funding set aside for streetlight enhancement in established areas.

The Board could fund through their roading account if they were concerned about safety.

GANE PLACE URBANISATION – FINAL COST

Meeting Date

Description

Latest Update

November 2024

The works have been undertaken and will be reflected accordingly in the Roading Account Summary above.

ESPLANADE PARKING – BYLAW QUERY

Meeting Date

Description

Latest Update

September 2024

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

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

Council is pleased to advise that we are currently reviewing the Traffic and Parking bylaw which governs the placement of “no parking” and time restricted parking areas across the district.

We have made note of this concern and will add this location to the database of locations that will be considered as part of the bylaw consultation process.

All “ no parking” sign location requests will be considered on their own merits by a panel of Engineers and planners who will consider safety merits and general benefits for each site.

The recommendations are then forwarded to the elected members for their approval and sign off.

initial public consultation will run in February 2025 to seek any other parking restriction requests to consider for inclusion in the draft bylaw. The formal public consultation period is then expected to commence in May or June 2025, which will outline proposed changes and seek any additional feedback. Please keep a look out on Councils Have your say engagement hub Your Place Western Bay of Plenty or the other media forums for details. We expect that the final bylaw will be adopted by Council August 2025 and the changes implemented over a brief time period there after.

project updates - Reserves

COONEY RESERVE – BIRD HIDE

Project Description

Staff Comment/Update

Progress Level

Installation of board walk, and bird hide at Cooney Reserve.

Written agreement is still being finalised. The ‘fall height’ of the boardwalk is less that one metre so meets the standard without a ‘wheel stop’. Consideration still under discussion, no decision made yet.

Issues with public vandalism, graffiti, defecation and evidence left of sexual activity in the hide is requiring further consideration of how to combat these inappropriate behaviours for this site.

In progress.

LEASING THE ŌMOKOROA-PAHOIA SCOUT DEN
Project Description	Staff Comment/Update	Progress Level
There are multiple groups interested in leasing the Ōmokoroa-Pahoia Sea Scout Den. However, since the building lacks necessary facilities such as toilets and running water, it does not meet current building code standards for club meetings.	A report in relation to the Expressions of Interest to lease the Ōmokoroa-Pahoia Sea Scout Den building has been included in this agenda.	In progress.

ŌMOKOROA PAVILION – CONCRETE STEPS AND HANDRAILS

Project Description

Staff Comment/Update

Progress Level

At the 21 November 2023 hui, the Board approved to fund $30,530.50 to construct the concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion.

At their June 2024 hui the Board approved an additional $5,000 due to the increase in costs.

The steps have now been completed. Note that we have created a new garden area between the steps and the building, which will match the entrance area garden off the main carpark.

Reserve budget is funding the installation of a handrail to assist users of the steps.

Completed.

Ōmokoroa Community Board Meeting Agenda

11 February 2025

service requests

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

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

· Animal Services - Dog attacked (and made contact)

· Consents Administration - Resource Consents

· Customer Service Planning - Minor dwellings

· Local Roads - ALL Cesspit/Grill/Gutters & Drains (sealed road) - Replacement/Maintenance Asset Requests

· Reserves and Facilities - General enquiry/Call-back

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

· Road Network Management - Lighting - New Asset Requests

· Wastewater - Pumpstation Issue or Blockage

· Water - Hydrant/Valve issue (not leak)

· Water - No Water

· Water - Reinstatement after works

· Water Revenue - Water leak remission application

· Building Act Compliance - Swimming Pool Enquiries

· Customer Service Planning - Certificate of Compliance applications

· Customer Service Planning - Resource Consent Enquiries

· Customer Service Planning – Subdivision

· Properties – General Enquiry

· Reserves and Facilities - Erosion/Damage to Grounds

· Reserves and Facilities - Harbour Structures

· Road Network Management - Bridges/Structures - New Asset Requests

· Stormwater - Flooding open drain/culvert-raining only

· Water - Meter/Toby issue (not leak)

· Water – No Water Known Issue

· Water Revenue - General enquiry/call back

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

· Building Act Compliance - Certificate of Compliance applications

· Water - Water General

· Animal Services - Dog Aggressive/Rushed towards

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

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 Barking	Reports from across Ōmokoroa	4	0
Animal Services – Dog Roaming	Reports from Ridge Drive and The Esplanade	2	0
Animal Services – Other Enquiries	Enquiries from Prole Road and Harbour View Road	2	0
Building Act Compliance – General	Enquries from Hamurana Road and Astelia Drive	2	0
Building Admin – General Enquiry	Enquiries and Callback from across the Ōmokoroa Community	10	0
Building Counter Enquiry	Enquiries and Callback from Snapper Crescent and Margaret Drive	2	0
Building Processing	Multiple enquiries from Prole Road	8	0
Compliance and Enforcement – Abandoned Vehicles	Reports from The Esplanade	2	0
Compliance and Enforcement – Bylaw Issues Smell/Smoke/Vermin/Insect	Reports from Heartwood Avenue and Lakeside Terrace	3	0
Compliance and Enforcement – Freedom Camping	Complaints about freedom Camping affecting roads or reserves across Ōmokoroa	5	0
Noise Complaint	Complaints made across the Ōmokoroa Area	3	0
Customer Service Planning	General enquiries or callback requests from across the Ōmokoroa Community	22	0
Health – Liquor Licenses	Request for a liquor license across Ōmokoroa	3	0
Application For Food Business Registration	Requests from Ōmokoroa Road and Lakeside Terrace	0	2
Kerbside Collective - Damaged Bin	Repair or Replace requests from across Ōmokoroa	10	1
Kerbside Collective – General	Enquiries from across the Ōmokoroa Community	6	1
Kerbside Collective – Lost/Stolen	Reports from across Ōmokoroa	6	0
Kerbside Collective - Missed Collection	Reports from across the Ōmokoroa Community	9	0
Land Development Engineering	General enquiries from Western Avenue and Harbour View Road	1	1
Legal Property	General Enquiry from across the Ōmokoroa Community	2	2
Local Roads – Detritus	Reports of Loose Chips/Sand/Dead Animal across Ōmokoroa	2	2
Footpaths on Local Road	Replacement or Maintenance Requests from Ruamoana Place and Harbour View Road	2	0
Local Roads – General	General enquiries and reports across the Ōmokoroa Community	12	0
Local Roads – Lighting	Replacement or Maintenance Requests from Harbour View Road and Vista Close	1	1
Local Roads - Tree Request	Request for trimming or removal of fallen tree/branch from across the Ōmokoroa Community	6	1
Local Road Signs - Damaged/Graffiti	Replacement or Maintenance Requests from across the Ōmokoroa Community	4	0
Road Surface Defects	Reports from Prole Road, Ōmokoroa Road and Western Avenue	3	0
Local Roads – Vegetation/Mowing	Reports from across the Ōmokoroa Community not including trees	20	0
Rates – General	Enquiries from across the Ōmokoroa Community	7	2
Refuse - Illegal Dumping / Carcasses	Reports from Ōmokoroa Road and Hamurana Road	1	1
Reserves and Facilities – Cycleways on Reserves only	Reports from across the Ōmokoroa Community	2	1
Reserves and Facilities – Graffiti in Reserves only	Reports from Ōmokoroa Road, Magaret Drive and Anderley Avenue	3	0
Reserves and Facilities - Litter/Litter Bins or dumping in Reserve	Reports from across the Ōmokoroa Community	10	0
Reserves and Facilities - Mowing and Vegetation/Gardens	Reports from across the Ōmokoroa Community	8	5
Reserves and Facilities - Park and Playground Equipment	Reports from Western Avenue and The Esplanade regarding replacement or maintenance	3	3
Reserves and Facilities - Public Toilets	Reports from The Esplanade	2	0
Reserves and Facilities – General	Enquiries and reports from across the Ōmokoroa Community	10	0
Reserves and Facilities – Trees Only	Reports from across the Ōmokoroa Community	9	1
Stormwater – General	Enquiries and reports from Links View Drive and Anderley Avenue	2	0
Wastewater – Odour Complaint	Complaints from Stingray Drive and Ōmokoroa Road	3	0
Wastewater – General	Enquiries and reports from Snapper Crescent and Sentinel Avenue	1	1
Water – Leak	Reports from across the Ōmokoroa Community	17	2
Water – Known Leak	Reports from Ruamoana Place	2	0
Water – Emergency Shutdown	Shutdown reports from Ruamoana Place, Ōmokoroa Road and Links View Drive	3	0
Water Revenue – Application	Request for water connection applications from Western Avenue	2	0

minute action sheets

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

Date raised

Issue

Comment

24 September 2024

Anna Kingston and Peter Goad followed up the proposal for a Community Fruit Tree Garden at the Bramley Neighbourhood Reserve that they had provided the Board at the hui on 13 February 2024.

It was acknowledged that this action was missed during a change over in staff but would be followed up to ensure Ms Kingston was put in touch with Reserves and Facilities Team Leader Operations to understand the next steps.

The draft proposal has been received and is being assessed to enable staff feedback.

Ōmokoroa Community Board Meeting Agenda

11 February 2025

9.5 Ōmokoroa Community Board - Financial Report - December 2024

File Number: A6629473

Author: Allan Carey, Finance Business Partner Lead

Authoriser: Sarah Bedford, Finance Manager

Executive Summary

This report provides the Community Board with a two-monthly monitoring of its operational budget. Attached are the financial statements for the period ended 31 December 2024 (Attachment 1).

Total operational costs are over budget year to date for 2024/25 by $608 (but still within the full year budget). Noted that all conference expenses have now been grouped and reported under Conference Expenses (some was previously split into Contingency).

Recommendation

That the Finance Business Partner Lead’s report dated 11 February 2025 titled ‘Ōmokoroa Community Board Financial Report – December 2024’, be received.

Grant payments made to date:

Resolution	Description	$
OMC24-5.9	Ōmokoroa Football Club for $1,505.43 (plus GST) to contribute towards the purchase of a new line marker and battery for the club.	1,505
OMC24-5.10	Ōmokoroa Policing Group for $5,000 to contribute towards the purchase of a new patrol vehicle.	5,000
	2024/25 Grants to date	6,505

Committed - Operational expenditure:

Resolution	Description	$
	No current outstanding commitments	0
	2024/25 Outstanding operational commitments	0

2024/25 Reserve analysis:

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

Committed - Reserve expenditure:

Resolution	Description	$
	Opening balance before committed expenditure	226,793
OMC23-7.6 OMC24-3.6	Approve $30,530.50 to fund the construction of concrete steps with stainless steel handrails, on the north side of the Ōmokoroa Pavilion, to link the top and bottom fields. Approve an additional $5,000 toward the ‘Ōmokoroa Pavilion Concrete Steps and Handrail’ project (OM23-7.6), from the Ōmokoroa Community Board Reserve Account.	(35,531)
OMC24-2.7	Approve the grant application from the Ōmokoroa Settlers Hall Incorporated for $40,650 to contribute to the building of a large deck area at the back of the hall. (Spent: $26,370)	(14,280)
OMC24-5.11	Approves $80,000 from the Ōmokoroa Community Board Reserve Account for the Ōmokoroa Esplanade Street Lighting Project – Stage 1 and Stage 2 (as shown in Attachment 2 of this report).	(80,000)
OMC24-6.6	Ōmokoroa Community Board approves the grant application from the Ōmokoroa Artists Group for $4,935 (GST inclusive) to contribute towards the purchase of a new fully assembled shed. This grant will be funded from the Ōmokoroa Community Board Reserve Account.	(4,291)
	2024/25 Balance after the committed expenditure	92,691

Attachments

1. Ōmokoroa Community Board Financial Statements period ended 31 December 2024 ⇩

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

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