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

The Chairperson advised there was one late item for the Board to consider for inclusion in the open section of the agenda, being the Katikati Community Board – Projects and Operations Report – April 2025.

The reason that this item was not included on the agenda was that the information was not ready in time and it could not be delayed to the next scheduled Board meeting because the updates were required at this time.

Resolution  KKC25-2.1

Moved:               Cr R Joyce

Seconded:         Chairperson J Clements

That, in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of open business:

·            10.5   Katikati Community Board - Projects and Operations Report - April 2025.

Carried

7.1            John Bothwell - Youth Park Proposal

Mr Bothwell was in attendance to provide an update on the Youth Park Proposal. He noted the below points:

·            An onsite visit had been held with Council staff on the project.

·            Three funding applications had gone in for the project and were awaiting an outcome.

·            It was noted that a basketball hoop would be installed.

·            Open Air Katikati were working collaboratively on the project. A graffiti wall would be installed to deter tagging.

7.2           Multiple Speakers - Highfield Pond

Sharon Olsen-Carson and Russell Squire, residents of Katikati,  were in attendance to discuss the issue of weeds in Highfield Pond. They noted the below points:

·            It had been suggested that the weeds be sprayed with a non-toxic herbicide for the pond.

·            They believed the species of plants that had been used around the pond edge were plants that were typically used for screen planting as they grew tall and were not suitable for planting around the pond.

·            More appropriate plantings would improve the amenity for wildlife.

·            There were concerns that one of the outlet pipes may be leaking, which was causing the level of water in the pond to lower. 

The Board advised the following:

·            A maintenance plan for the pond was being developed and would be provided to the Board for information.

7.3           Ross Goudie - Local Waters Done Well

Mr Goudie, a resident of Katikati, was in attendance to discuss the Local Waters Done Well proposal. He noted the below points:

·            Mr Goudie queried what the governance structure would be like for the Council-controlled organisation (CCO), as he did not believe it was clear in the proposal how the governance structure would work.

·            The water charges for Western Bay of Plenty were 2.2 per cent of a median household income ($105,000). Mr Goudie queried how it was affordable for lower income households like pensioners.

7.4          Keith Hay - Various Issues

Mr Hay, Chairperson of Katikati-Waihī Beach Residents and Ratepayers Association, was in attendance to discuss the refurbishment of Western Bay Museum and upcoming resource consent hearings. He noted the below points:

·            There was a proposal to spend $1 million on the Western Bay Museum, which was primarily being funded externally.

·            The Community Board had not seen any concept plans regarding the refurbishment. Mr Hay suggested that community engagement on the refurbishment take place.

·            The  resource consent hearings on rock revetment walls in Waihī Beach should be held at the Pātuki Manawa Digital Hub instead of in Tauranga to allow for local residents to easily attend the hearings.

The Board advised the following:

·            The Board would request that representatives from the Western Bay Museum present their proposal at a future Board meeting.

8.1           Katikati Community Sport and Recreation Centre

Ben Warren, was in attendance on behalf of the Katikati Community Sport and Recreation Centre to provide an update to the Board on the project. The below points were noted:

·            The Katikati Community Sport and Recreation Centre was a combined project with Council, the community and user groups.

·            The plans for the centre would be going to Council for building consent shortly, with an anticipated construction start date of August 2025. 

·            Nearly three quarters of the funding ($750,000) required to complete the build, had been raised. The project had a target of $1.2 million in funding, which included the total fit out cost.

·            The next building planned would be an indoor centre, which provided Katikati with a space for indoor sports and training.

9.1           Minutes of the Katikati Community Board Meeting held on 12 February 2025

Recommendation 

Moved:               Member T Sage

Seconded:         Cr R Joyce

1.        That the Minutes of the Katikati Community Board Meeting held on 12 February 2025      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.

10.1          Katikati Community Board - Workshop Notes

The Board considered the workshop notes from 5 March 2025 and no discussion was held.

10.2         Katikati Community Board - Chairperson's Report - April 2025

The Board considered a report from the Chairperson dated 2 April 2025. An overview of the report was provided and further discussion as below:

·            The anticipated start date for construction on Market Square was 28 April 2025.

·            The Board would look at putting out some communications regarding construction on Market Square.

·            Board Members would note areas of issue with mowing and raise a service request with Council.

·            Construction on the Landing upgrades would begin on 11 April 2025, the work would take approximately 11 weeks to complete.

Resolution  KKC25-2.2

Moved:               Member T Sage

Seconded:         Deputy N Mayo

That the Chairperson’s report dated 2 April 2025 titled ‘Katikati Community Board - Chairperson’s Report – April 2025’ be received.

Carried

10.3         Katikati Community Board - Councillor's Report - April 2025

The Board considered a report from Cr Henry dated 2 April 2025. An overview of the report was provided, with further discussion as below:

·            There would be no formal engagement on the Annual Plan 2025/26 as there was no material change to what was proposed in the Long Term Plan.

·            Council had chosen a preferred model for Local Waters Done Well to present to the community for consultation.

·            It was noted that the timeframe for Local Waters Done Well was compressed, however, this was set by Central Government.

Resolution  KKC25-2.3

Moved:               Cr A Henry

Seconded:         Member A Earl

That the Councillor’s report dated 2 April 2025 titled ‘Katikati Community Board - Councillor’s Report – April 2025’ be received.

Carried

10.4        Katikati Community Board - Grant Applications - April 2025

The Board considered a report from the Senior Governance Advisor dated 2 April 2025. The report was taken as read, with further discussion as below:

·            The Board felt the application was an appropriate use of funding for the community.

Resolution  KKC25-2.4

Moved:               Cr R Joyce

Seconded:         Member T Sage

1.        That the Senior Governance Advisor’s report dated 2 April 2025 titled ‘Katikati Community Board – Grant Applications – April 2025’ be received. 

2.       That the Katikati Community Board approves the grant application from Tanners          Point Residents & Ratepayers Association Incorporated for $1,500, towards funding        an Automatic External Defibrillator (AED) at Tanners Point Reserve, conditional on     approval for the location of the AED by Council’s Reserves and Facilities Team.

                                                                                                                                                                          CARRIED

10.5         Katikati Community Board - Projects and Operations Report - April 2025

The Board considered a report from the Senior Governance Advisor dated 2 April 2025. The report was taken as read, with further discussion as below:

·            It was important for the sport groups to invite the Reserves and Facilities Manager to their meetings to ensure there was clear communication about what could be achieved.

·            It was noted that Cr Henry was the Board’s liaison between the sport groups and the Board regarding the Moore Park proposal.

Resolution  KKC25-2.5

Moved:               Cr A Henry

Seconded:         Member T Sage

That the Senior Governance Advisor’s report dated 2 April 2025 titled ‘Katikati Community Board - Projects and Operations Report – April 2025’ be received.’

Carried

10.5         Reconciliation of Katikati Community Town Centre Development Fund

The Board considered a report from the Finance Manager dated 2 April 2025. The report was taken as read, with further discussion as below:

·            The resolutions had been circulated to the Board separately, noting that many of the resolutions were not included in the public agenda as they were passed in confidential and had never been resolved into the public. 

·            It was noted that the report would go to Council for consideration as recommendatory report.

Resolution  KKC25-2.6

Moved:               Chairperson J Clements

Seconded:         Member A Earl

1.        That the Finance Manager’s report dated 2 April 2025 ‘Reconciliation of Katikati Community Board Town Centre Development Fund’ 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 Katikati Community Board recommend to Council that the historic    overspend of the Katikati Town Centre Promotion Rate fund of $160,381.74 be offset by the Katikati Town Centre Development fund to avoid the need for a rates charge back to the community.

4.      That the opening balance of the Katikati Town Centre Development Reserve for 1         July 2024 is $619,458 AND that this reserve be allocated for the purpose of Katikati Town Centre Development scheduled as and when opportunities arise by way of          recommendation.

5.      That the Katikati Community Board recommend to Council that it be consulted      before funds from the Katikati Town Centre Development Fund are committed by Council.

Carried

10.6         Katikati Community Board - Financial Report - February 2025

The Board considered a report from the Finance Business Partner Lead dated 2 April 2025. The report was taken as read, with further discussion as below:

·            It was noted that the residual Town Centre Development funds would be split five ways between the Community Boards.

·            There was still approximately $140,000 left in uncommitted funds in the Roading Account.

Resolution  KKC25-2.7

Moved:               Deputy N Mayo

Seconded:         Member T Sage

That the Finance Business Partner Lead’s report dated 2 April 2025, titled ‘Katikati Community Board - Financial Report – February 2025’, be received.

Carried

7.1            Sam Edwards - DISC GOLF Course

Mr Edwards was in attendance to provide an update on the installation of a Disc Golf Course at Donovan Park. He noted the below points:

·            The group had been running a pop up course for the community to participate in. The layout of the pop up course was the same as what was proposed within the Board funded course design.

·            The pop up course had been useful in determining what minor changes needed to be made to the original course design.

·            To help with its progression, the project had been split into two stages. Implementation of Stage 1 would put an operational course into Donovan park using the $10,000 of funding from the Board. Stage 2 would include the more expensive aspects as funding became available such as the concrete Tee pads.

7.2           Trudy and Kevin Rowe - Tree Removal

Mr and Mrs Rowe were in attendance  to discuss the removal of a tree on Moehau Street. The below points were noted:

·            There was a protected tree on the property behind theirs and the landowner was wanting it to be removed.

·            The tree dropped leaves about 9 months of the year which caused the surrounding drains to become blocked. 

·            Mr Rowe noted that he would support the removal or relocation of the tree.

·            The tree was in need of an arborist. There were concerns about branches falling down.

·            The landowner had contacted Council to request the removal of the tree.

The Board provided the following tākupu:

·            The tree in question was scheduled in the District Plan as a category 1 Heritage Tree which recognised trees of such significance that their preservation was regarded to be of national importance.

·            The maintenance of the tree was the responsibility of the landowner.

·            The Board had provided staff with a Citizen Tree Report which had stated that the tree was in need of an arborist. Members were still awaiting staff feedback on the report.

The Governance Advisor would follow up regarding this issue and provide the Board with clarification around the advice that had been provided to Mr and Mrs Rowe.

7.3           Various Speakers - Landscape Road/McLoughlin Park Footpath

Mrs Hodge and Mr Rule were in attendance to seek a progress update on the McLoughlin Park footpath. They noted the below points:

Steve Rule

·            Mr Rule queried whether an engagement evening had taken place in regard to the McLoughlin Park footpath and the implementation of the wider concept plan.

·            Mr Rule requested clarification on whether or not a gravel footpath was planned to be installed along Landscape Road and if Council was aware of any developments planned/in the works in the Landscape Road area.

·            During kiwifruit season there was an increase in traffic and speeding on Landscape Road which jeopardised the safety of pedestrians. In Mr Rule’s opinion, a footpath along the roadside would not improve this.

The Board were yet to determine a date for the engagement evening but had planned to do so at the end of the meeting.

The General Manager Infrastructure Services made the following tākupu:

·            A concept plan for the McLoughlin Park area had been provided to the Board (Tabled Item 1), which included an option for a footpath along Landscape Road. This option was included within the concept plan for the purpose of completeness. 

·            He was not aware of any development that was being planned for the Landscape Road area.

Helen Hodge

·            The Te Puke Squash Club (the Club) had hosted a club vs club event the previous weekend. During this event, a Landscape Road resident had had a near miss going around the corner due to the amount of cars and lack of parking space.

·            The increase in freedom campers had left little parking spaces for the Club members.

·            The safety of members, especially at night, was becoming more of an issue than it had ever been.

·            Installing a new carpark area was going to be a huge undertaking for the Club. It was estimated that this project could cost around $100,000 to implement.

·            There had been a suggestion of building a pickle ball court on the land as the sport was becoming more popular.

The Board members provided the following tākupu:

·            The Club members were encouraged to submit to the Draft Te Puke Spatial Plan when it came time for consultation. Board members would request that staff inform the Club when the consultation opened.

·            Members would contact the relevant Club members regarding the date and time of the onsite hui once it had been confirmed.

·                 

The General Manager Infrastructure Services noted that there was an opportunity to extend out the carpark area at the bottom of the hill.

8.1           Minutes of the Te Puke Community Board Meeting held on 20 February 2025

Resolution  TPC25-2.1

Moved:                         Cr G Dally

Seconded:         Member K Summerhays

1.        That the Minutes of the Te Puke Community Board Meeting held on 20 February     2025 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

9.1           Te Puke Community Board - Workshop Notes - April 2025

The  workshop notes were received.

No further discussion was had.

9.2          Te Puke Community Board - Chairperson's Report - April 2025

The Board considered a report from the Chairperson dated 03 April 2025. The report was taken as read, with further discussion on the below.

Resolution  TPC25-2.2

Moved:                         Member N Chauhan

Seconded:         Cr A Wichers

1.        That the Chairperson’s report dated 03 April 2025 titled ‘Te Puke Community Board       – Chairperson’s Report – April 2025’ be received. 

Carried

Resolution  TPC25-2.3

Moved:                         Member K Summerhays

Seconded:         Chairperson K Ellis

That the Te Puke Community Board approves a budget of $2,500 from the Reserves Account to carry out an initial public engagement workshop on a community plan with residents of Te Puke.

Carried

9.2.1        COMMUNITY PLAN

·            Members questioned the value of holding a public workshop, considering it was the end of the triennium. 

·            It was noted that the purpose of the public workshop was to gain an understanding of the communities appetite for a Community Plan.

·            The outcome of the public workshop would be recorded on an advisory note for the incoming Elected Members.

·            There were various issues that would not be addressed through the Draft Te Puke Spatial Plan but could be addressed within a Community Plan.

·            The Board envisioned sourcing an  external person to facilitate the public workshop.

9.2.2       Town Centre Development Fund

·            Staff advised that the town centre was mapped out in the Te Puke Town Plan. However, because the Te Puke Town Plan was almost 20 years old, the determination of the town centre was flexible.   

9.2.4      TE PUKE Community charitable Trust MEMORANDUM OF UNDERSTANDING

·            A draft Memorandum of Understanding (MOU) for the Te Puke Community Charitable Trust  (the Trust) had been sent to Board members and Iwi representatives for confirmation.

·            There had been minor wording changes to reflect the potential change that could come from the Representation Review. The changes ensured that two Elected Members  from the Te Puke area be appointed on to the Trust.

9.3          Te Puke Community Board - Councillor's Report - April 2025

The Board considered a report from Councillor Dally dated 03 April 2025. The report was taken as read, with further discussion on the below.

Resolution  TPC25-2.4

Moved:                         Deputy D Snell

Seconded:         Chairperson K Ellis

1.        That the report from Councillor Dally dated 03 April 2025 titled ‘Te Puke Community         Board – Councillors Report – April 2025’ be received.

Carried

9.3.1        MUER PLACE

·            Staff were modelling flood events against the Tonkin + Taylor stormwater modelling. Work was being undertaken to drone and channel upstream to identify any changes that could have been the cause of the flooding.   

9.3.2       Local Waters Done Well

·            It was noted that all information about the potential options was available on the Council website.

·            Board members were encouraged to attend the community consultation session on 12 April 2025 at the Te Puke Memorial Hall.

9.4          Te Puke Community Board - Grant Applications - April 2025

The Board considered a report from the Governance Advisor dated 03 April 2025. The report was taken as read. Board members expressed the need for further advertising of the Community Board Grant Funding on the Community Noticeboard Facebook page.

Chairperson K Ellis and Deputy Chairperson D Snell declared a financial interest in the Made in Te Puke Trust Grant Application  and took no part in the discussion or voting on this application.

Resolution  TPC25-2.5

Moved:                         Cr G Dally

Seconded:         Member K Summerhays

1.        That the Governance Advisor’s report dated 03 April 2025 titled ‘Te Puke   Community Board – Grant Applications – April 2025’ be received.

2.       That the Te Puke Community Board approves the grant application from the Made        in Te Puke Trust (Charitable Trust) for $2,308.00, to contribute to the costs of           WasteWatchers for the Te Kete Matariki event. This grant will be funded from the Te         Puke Community Board Grants Account, subject to all accountabilities being met.

          Chairperson K Ellis and Deputy Chairperson D Snell abstained from voting.

                                                                                                                                              CARRIED

9.5          Te Puke Community Board - Heritage Plaza Project - April 2025

The Board considered a report from the Transportation Project Engineer dated 03 April 2025. The report was taken as read, with further discussion on the below.

Resolution  TPC25-2.6

Moved:                         Cr G Dally

Seconded:         Chairperson K Ellis

1.        That the Transportation Project Engineer's report dated 3 April 2025 titled ‘Te Puke          Heritage Plaza’ be received.

2.       That the Te Puke Community Board approves the Heritage Plaza improvement final     design (Attachment 1) and approves construction of phase 1 of the project.
                                                                                                                                              CARRIED

9.5.1       Heritage Plaza Funding Allocation

·            Board members raised a concern about the projects funding sources that were outlined in the report and requested further clarification on this. 

·            It was noted that the projects funding sources that were detailed in the report were incorrect.  

·            The Board requested that the funding source of the $100,000 be allocated from the Transportation Surplus and the remaining $52,000 from the Community Boards Roading Account, noting that this was the opposite to what was outlined in the report. 

·            This would allow for the remaining $40,000 (noting that $8,000 had already been spent) from the Community Boards Roading Account to be used for phase 2 of the project, which would include the lighting design.

·            It was requested that a report be brought to the Board outlining the costs of stage 2 of the project.

9.6          Te Puke Community Board - Priority Roading Projects - April 2025

The Board considered a report from the Transportation Project Engineer’s dated 03 April 2025. The report was taken as read, with further discussion on the below.

·            The General Manager Infrastructure Services noted that staff had planned to look into the Te Puke (East) Traffic Congestion as a potential Council project, therefore, it was not necessary for this to be added as a priority project for the Board.

·            The Board would discuss their potential funding contributions to the Waiāri Bridge Area Restoration Project at a workshop.

·            Staff would undertake further investigation of the prioritised projects and seek approval to progress the projects through formal resolution at the next meeting. 

·            It was noted that the detailed design of the roading priorities would not come at a financial cost to the Board.

Resolution  TPC25-2.7

Moved:                         Member K Summerhays

Seconded:         Chairperson K Ellis

1.        That the Transportation Project Engineer’s report dated 3 April 2025 titled ‘Te Puke          Community Board Priority Roading Projects’ be received.

2.       That the Te Puke Community Board approves the following project prioritisation list. 

3.       That the Te Puke Community Board approve for Transportation staff to complete       a detailed design on each of the prioritised roading projects and report back to           the Board with these detailed designs and cost estimates for approval at the next    Te Puke Community Board meeting on 29 May 2025.

                                                                                                                                              Carried

9.7           Te Puke Community Board - Projects and Operations Report - April 2025

The Board considered a report from the Executive Assistant Infrastructure Group dated 03 April 2025. The report was taken as read, with further information on the below.

Resolution  TPC25-2.8

Moved:                         Chairperson K Ellis

Seconded:         Member K Summerhays

1.        That the Executive Assistant Infrastructure Group‘s report dated 03 April 2025 titled         ‘Te Puke Community Board – Projects and Operations Report – April 2025’ be           received.

Carried

9.7.1        History Boards

·            The Governance Advisor would reach out to the Kaupapa Māori Team to gain an understanding of their capacity to facilitate engagement with Tapuika and Waitaha on the project.

9.7.2       Service Requests

·            Concern was raised about the uncompleted service requests regarding three drains.

·            The General Manager Infrastructure Services would take this issue back to the relevant staff  members and report the findings  back to the Board.

·            Within the budget available, staff were wanting to sweep fallen leaves once a week.

·            The Board requested further data on freedom camping including the number of freedom campers and the hotspots in the area. The General Manager Infrastructure Services would provide this to the Board.

9.8          Te Puke Community Board - Financial Report February 2025

The Board considered a report from the Financial Business Partner Lead. The report was taken as read. It was noted that the Board would carry-out an audit of its finances at its next workshop to ensure that all unspent committed funds were released back into the relevant accounts.

Resolution  TPC25-2.9

Moved:                         Deputy D Snell

Seconded:         Cr G Dally

1.        The Financial Business Partner Lead’s report dated 3 April 2025 titled ‘Te Puke    Community Board – Financial Report February 2025’ be received.

Carried

Apology

Resolution  WBC25-2.1

Moved:               Chairperson D Simpson

Seconded:         Deputy H Guptill

That the apology for absence from Cr A Sole be accepted.

Carried

7.1            Bob Hulme - Dog Control at Island View to Bowentown Track

Mr Hulme was in attendance to discuss issues with dog control at the Island View to Bowentown Track. He noted the below points:

·            There were ongoing issues with dogs off leash at the Island View to Bowentown track. The track was used by pedestrians and cyclists who frequently encountered dogs off leash in this area.

·            There needed to be greater education around dogs off leash in this area, however, it was noted that increased signage was not enough.

·            It was suggested some communication about dogs being on leads should go out to the public as a reminder.

7.2           Mike Hickey - Various Issues

Mr Hickey was in attendance to discuss various issues and provide an update on the MenzShed. He noted the below points:

·            In the past, Mr Hickey was an Honorary Dog Warden and Assistant Dog Registrar for dogs at Waihī Beach. Dog control on the beach was still an ongoing issue.

·            He believed that Council should consider going out for tender for the CEO position to attract a person who would accept a lower salary.

·            There had been two traffic accidents on Beach Road/Oceanview Road due to loose metal from the recent road works and speeding drivers.

·            The crossing by the Surf Club was becoming hazardous to pedestrians due to speeding drivers.

·            The kerb and channelling and tar sealing outside the MenzShed was now complete. The group was continuing to provide vegetables to the community. 

7.3           Keith Hay - Local Waters Done Well.

Mr Hay, Chairperson of the Katikati-Waihī Beach Residents and Ratepayers Association, was in attendance to discuss Local Waters Done Well. He noted the below points:

·            Council’s preferred option to comply with Local Waters Done Well legislation was to join Tauranga City Council in a Council-controlled organisation. The Katikati- Waihī Beach Residents and Ratepayers Association was opposed to this.

·            Mr Hay was of the opinion that no due diligence had been done on the proposal and there had been a lack of consultation and explanation as to why the status quo was not acceptable.

·            Mr Hay felt, that because Tauranga City Council had a larger population and more revenue, it would make it the dominant entity in the partnership. 

·            Mr Hay raised concerns about the Tauranga City Council’s debt levels and the impact it could have on Western Bay of Plenty.

8.1           Minutes of the Waihī Beach Community Board Meeting held on 17 February 2025

Resolution  WBC25-2.2

Moved:               Member W Stevenson

Seconded:         Chairperson D Simpson

1.        That the Minutes of the Waihī Beach Community Board Meeting held on 17 February      2025 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

9.1           Waihī Beach Community Board - Workshop Notes

The Board considered the workshop notes from 10 March 2025 and no discussion was held.

9.2          Waihī Beach Community Board - Chairperson's Report - April 2025

The Board considered a report from the Chairperson dated 7 April 2025. An overview of the report was provided, with further discussion as below:

·            The Board would discuss the Wilson Road Park upgrades at their next workshop.

Resolution  WBC25-2.3

Moved:               Deputy H Guptill

Seconded:         Cr A Henry

1.        That the Chairperson’s report dated 7 April 2025 titled ‘Waihī Beach Community          Board - Chairperson’s Report – April 2025’ be received.

Carried

9.3          Waihī Beach Community Board - Councillor's Report - April 2025

The Board considered a report from Councillor Henry dated 7 April 2025. An overview of the report was provided, with further discussion as below:

·            Council was holding an expo for the Katikati-Waihī Beach Community Forum which would be held in Katikati.

·            Concerns had been raised about the omission of lifts in the Heron Crescent elderly housing units.

Resolution  WBC25-2.4

Moved:               Chairperson D Simpson

Seconded:         Member R Goudie

1.        That the Councillor’s report dated 7 April 2025 titled ‘Waihī Beach Community          Board - Councillor’s Report – April 2025’ be received.

Carried

9.4          Waihī Beach Community Board - Projects and Operations Report - April 2025

The Board considered a report from the General Manager Infrastructure Services dated 7 April 2025. The report was taken as read.

·            It was noted that the MenzShed would manufacture the cycle racks.

Resolution  WBC25-2.5

Moved:               Member R Goudie

Seconded:         Chairperson D Simpson

1.        That the General Manager Infrastructure Services’ report dated 7 April 2025 titled    ‘Waihī Beach Community Board - Projects and Operations Report – April 2025’ be         received.

2.       That the Waihī Beach Community Board allocates up to $6,000 from the Waihī       Beach Community Board Roading Account for costs related to the manufacture and installation of three cycle racks to be located by the entrance to Wilson Road carpark (by The Porch) and rotation of the existing seat.

Carried

9.5          Beach Road Pedestrian Refuge Project

The Board considered a report from the Project Engineer Transportation dated 7 April 2025. The report was taken as read, with further discussion as below:

·            The Board was pleased to able to progress the project, noting they would use the remainder of their uncommitted Roading Account for the project and fund any remaining costs from their Reserves Account.

Resolution  WBC25-2.6

Moved:               Member R Goudie

Seconded:         Deputy H Guptill

1.        That the Transportation Project Engineer’s report dated 7 April 2025 titled ‘Beach   Road Pedestrian Refuge 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 the Waihī Beach Community Board approves the proposal to construct a     pedestrian refuge on Beach Road at an estimated cost of up to $203,500, to first be funded from the uncommitted funds in the Waihī Beach Community Roading    Account with the remainder of the project costs to be funded from the Waihī Beach       Community Board Reserves Account.

Carried

9.6          Wilson Road car park lighting

The Board considered a report from the Project Engineer Transportation dated 7 April 2025. The report was taken as read, with further discussion as below:

·            The Board was concerned about the cost of the lighting options and queried how many lights would be required.

·            The Board queried if the lights in the vicinity of the new library, that were being decommissioned, could be repurposed for the Wilson Road Car Park.

·            The Board would consider options for lighting at Wilson Road car park at their next workshop.

Resolution  WBC25-2.7

Moved:               Chairperson D Simpson

Seconded:         Deputy H Guptill

1.        That the Wilson Road Car Parking Lighting report dated 7 April 2025 lie on the table        until further advice and options are obtained from staff.

Carried

9.7           Waihī Beach Community Board - Financial Report - February 2025

The Board considered a report from the Finance Business Lead dated 7 April 2025. The report was taken as read, with further discussion as below:

·             The Board would review their committed expenditure at their next workshop.

Resolution  WBC25-2.8

Moved:               Member W Stevenson

Seconded:         Cr A Henry

1.        That the Finance Business Partner Lead’s report dated 7 April 2025 titled ‘Waihī       Beach Community Board – Financial Report - February 2025’, be received. 

Carried

7.1            Tim Dunn  - President Ōmokoroa Community Tennis Club

Mr Dunn was in attendance to seek support on behalf of the Ōmokoroa Community Tennis Club with their proposal for new tennis courts. He provided some history for the club and highlighted the below points:

·            They were wanting to create a hub for tennis within Ōmokoroa.

·            They were seeking to install two courts with flexipave surfaces (an approved Tennis New Zealand surface).

·            They were proposing two new tennis courts and one multi-use court, acknowledging that the Kaimai Reserve Management Plan specified that the Community Board would work with the community to install a hard court. 

·            Tennis New Zealand guidelines suggested the number of courts based on population, however it was noted that many areas had a greater amount due to the strong tennis activity within the Western Bay of Plenty.

He responded to pātai as follows:

·            Tennis New Zealand introduced an online booking system which provided those booking with a pin code. This allowed the public to use the courts. There was a sign regarding this, however, it could be relocated to help with visibility.

·            It cost $10 per person for members of the public to use the courts for 30 minutes, noting that there could be an opportunity to review this. Due to member costs being so low it was used as an incentive for people to become members.

·            They were trying to provide facilities for the community and members during peak times/seasons.

·            The Ōmokoroa Community Tennis Club were planning on submitting to the Kaimai Reserve Management Plan, as it was noted that this was still out for consultation.

·            The membership fee for a senior was $170 which worked out to be $3 a week. It was noted that $35 was given to Tennis New Zealand for their affiliation fees.

8.1           Minutes of the Ōmokoroa Community Board Meeting held on 11 February 2025

Resolution  OMC25-2.1

Moved:                         Cr M Grainger

Seconded:         Deputy A Hughes

1.        That the Minutes of the Ōmokoroa Community Board Meeting held on 11 February       2025 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

9.1           Ōmokoroa Community Board - Workshop Notes - 11 March 2025

The Board noted the notes from the workshop held 11 March 2025.

9.2          Ōmokoroa Community Board - Chairperson's Report - April 2025

The Board considered a report dated 8 April 2025 from the Chairperson. The report was taken as read.

Resolution  OMC25-2.2

Moved:                         Chairperson C Dever

Seconded:         Member B Bell

That the Chairperson’s report dated 8 April 2025 titled ‘Omokoroa Community Board – Chairperson’s Report – April 2025’ be received.

Carried

9.3          Ōmokoroa Community Board - Councillor's Report - April 2025

The Board considered a report dated 8 April 2025 from Councillor Grainger.

Representation Review

Councillor Grainger provided an overview of the Representation Review outcome following the determination from the Local Government Commission, which was released earlier in the day.

The Commission determined a hybrid structure that combined key aspects of Council’s proposed model, but retained and slightly reshaped the current community board setup to ensure more balanced and inclusive representation.

Under the new structure three community boards were retained with limited change:

·            Maketu Community Board would continue to represent the township and surrounding area, with a slightly expanded area compared to the current community board boundary to better reflect the community of interest.

·            Katikati Community Board was retained with its existing boundary.

·            Waihī Beach Community Board was retained with its existing boundary.

Two Community Boards were extended to cover their respective wider wards, with electoral subdivisions to ensure representation from across the wards:

·            A new Ōmokoroa-Kaimai Community Board would be established, covering the full Kaimai Ward.

·            Ōmokoroa–Kaimai Community Board

o      2 elected community board members from the Ōmokoroa Subdivision

o      2 elected community board members from the Kaimai West Subdivision

o      2 elected community board members from the Kaimai East Subdivision

o      2 appointed councillors from the Kaimai General Ward

·            A new Te Puke-East Community Board would represent Te Puke and the neighbouring eastern communities of Paengaroa, Pongakawa, and Pukehina.

·            Te Puke–Eastern Community Board

o      3 elected community board members from the Te Puke Subdivision

o      2 elected community board members from the Eastern Subdivision

o      2 appointed councillors from the Maketu-Te Puke General Ward

Councillors responded to pātai as follows:

·            An overview of the determination could be found here.

·            A copy of the determination on the Commission’s website could be found here.

Resolution  OMC25-2.3

Moved:                         Cr M Grainger

Seconded:         Cr D Thwaites

That Councillor Grainger’s report dated 8 April 2025 titled ‘Ōmokoroa Community Board – Councillor’s Report – April 2025’ be received.

Carried

9.4          Streetlight Upgrades - Tralee Street/Hamurana Road

The Board considered a report dated 8 April 2025 from the Transportation Director. The Chairperson provided an overview of the report and the rationale for the recommendations therein.

Resolution  OMC25-2.4

Moved:                         Member B Bell

Seconded:         Chairperson C Dever

1.        That the Transportation Director’s report dated 8 April 2023 titled ‘Streetlight        Upgrades – Tralee Street/Hamurana Road’ 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  OMC25-2.5

Moved:                         Chairperson C Dever

Seconded:         Cr D Thwaites

3.       That the Ōmokoroa Community Board approve the proposal to install three new streetlights at the following locations at an estimated cost of $30,000, to be funded from the Ōmokoroa Community Board Roading Account.

·        Adjacent to 14 Tralee Street (opposite the entrance to the ‘Village’).

·        Adjacent to the side entrance to CHT Acacia Park, 134 Hamurana Road (opposite the entrance to the ‘Village’).

·        Adjacent to 112 Hamurana Road (opposite 67 Hamurana Road)

                                                                                                                                              CARRIED

9.5          Request for CCTV at the Tralee Street and Margaret Place intersection, Ōmokoroa

The Board considered a report dated 8 April 2025 from the Operations Manager. The Chairperson provided the rationale for the report, which came from a request from the Ōmokoroa Community Policing Group. A representative from the group was in attendance and provided the below rationale for a CCTV camera at this particular location:

·            The Police were finding that Margaret Place was being used as a ‘cut-through’ where they had previously lost vehicles;

·            The camera would allow coverage for this end of the peninsula;

·            Feedback from local street coordinators and the community patrol was that a camera would be beneficial for this intersection;

·            A CCTV camera at this particular location was recommended and supported by the Police.

The Chairperson noted that the recommendation was that the CCTV camera be funded by the Town Centre Development Fund, which was now reported through the Financial Report within the agenda. It was clarified that in order to use this fund the Board required approval from Council.

Resolution  OMC25-2.6

Moved:                         Member B Bell

Seconded:         Deputy A Hughes

1.        That the Operations Manager’s report dated 8 April 2025 titled ‘Request for CCTV     at the Tralee Street and Margaret Place intersection, Ōmokoroa’ 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  OMC25-2.7

Moved:                         Chairperson C Dever

Seconded:         Deputy A Hughes

3.       That the Ōmokoroa Community Board recommends that Council approves up to      $25,000 from the Ōmokoroa Town Centre Development Fund for costs relating to         the installation of a CCTV camera at the Tralee Street and Margaret Place          intersection.

AND

          That Council agrees to cover the ongoing monitoring and maintenance costs for       the camera.

                                                                                                                                              CARRIED

9.6          Ōmokoroa Community Board - Projects and Operations Report - April 2025

The Board considered a report dated 8 April 2025 from the General Manager Infrastructure Services. The report was taken as read.

Cooney Reserve Bird Hide

The Board acknowledged the photos that were on display at the Cooney Reserve Bird Hide, noting they were local birds, taken by local people.

Leasing the Ōmokoroa-Pahoia Scout Den

It was noted that this particular project could now be completed, as the lease had been awarded to Pirirākau Authority Inc.

Resolution  OMC25-2.8

Moved:                         Member P Presland

Seconded:         Cr D Thwaites

That the General Manager Infrastructure Services’ report dated 8 April 2025 titled ‘Ōmokoroa Projects and Operations Report – April 2025’ be received.

Carried

9.7           Ōmokoroa Community Board - Financial Report - February 2025

The Board considered a report dated 8 April 2025 from the Finance Business Partner Lead. The report was taken as read, noting that the Town Centre Development Fund was now shown on the Income and Expenditure Statement.

Staff would get a progress update on the committed projects, noting that if any of these projects were completed, the remaining funds could get released. 

Resolution  OMC25-2.9

Moved:                         Chairperson C Dever

Seconded:         Member B Bell

That the Finance Business Partner Lead’s report dated 8 April 2025 titled ‘Ōmokoroa Community Board Financial Report – February 2025’, be received.

Carried

7.1            Councillor Andy Wichers - Representation Review Outcome

Cr Wichers was in attendance to discuss the Representation Review outcome. He extended his congratulations to Maketu for retaining its Community Board.

8.1           Minutes of the Maketu Community Board Meeting held on 4 March 2025

Resolution  MKC25-2.1

Moved:                         Deputy R Corbett

Seconded:         Member B Waterhouse

1.        That the Minutes of the Maketu Community Board Meeting held on 4 March 2025 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

9.1           Maketu Community Board - Chairperson's Report - April 2025

The Board considered a report from the Chairperson dated 15 April 2025. The report was taken as read, with further discussion of the below.

Resolution  MKC25-2.2

Moved:                         Deputy R Corbett

Seconded:         Member B Waterhouse

1.        That the Chairperson’s report dated 15 April 2025 titled ‘Maketu Community Board        – Chairperson’s Report – April 2025’ be received.

Carried

9.1.1         Maketu Projects List

Members queried when the Maketu Project list information would be made publicly available, noting that there was a strong desire within the community to receive this information.

The General Manager Regulatory Services would discuss this with staff, noting that the most appropriate place for this information would be on Councils Your Place Tō wāhi website.

9.1.2        Spencer Avenue Culvert Upgrade

The Board expressed an interest in paying for the Spencer Avenue Culvert Upgrade (Council-led Project)  with the remainder of their Roading Account to ensure that the project was completed.

Resolution  MKC25-2.4

Moved:                         Cr L Rae

Seconded:         Member D Walters

1.            1.       That the Maketu Community Board approve up to $150,000 from the Maketu          Community Board Roading Account as a contribution for the completion of the   Council-led project ‘Culvert Upgrade on Spencer Avenue’.

          And

          That the Maketu Community Board request for a provision to be included in the project that ensures access to the existing shared pathway on Spencer Avenue.

Carried

9.2          Maketu Community Board - Councillor's Report - April 2025

The Board considered a report from Deputy Mayor Scrimgeour dated 15 April 2025. The report was taken as read, with further discussion on the below.

Resolution  MKC25-2.5

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Member B Waterhouse

1.        That Deputy Mayor Scrimgeour’s report dated 15 April 2025 titled ‘Maketu    Community Board – Councillors Report – April 2025’ be received.

 Carried

9.2.1        Local Waters Done Well

It was noted that the reason Council’s preferred option was to create a joint Council-Controlled Organisation (CCO) was based on the projections within the Long-Term Plan (LTP), as Council would not be able to meet the legislative parameters that had been put in place by Central Government to continue with an inhouse model.

9.2.2       Easter Trading By-Law

Council had reviewed the Easter Trading By-Law and were not expecting any changes to be made.

9.2.3       Community Matching Fund

·            The Community Matching Fund (CMF) would be open for applications between 1-31 July 2025.

·            The CMF was available for community groups and organisations in the district with $140,000 ($100,000 general fund and $40,000 environmental fund) available.

·            The CMF was ‘matched’ on a 50/50 basis. Council’s half was in a cash grant, most commonly between $1,000 - $10,000. The community group contribution could be made up of any combination of volunteer labour, donated professional services, funds raised through other means and/or donations of materials.

·            Further information could be found on Council’s website.

9.2.4      District Plan - Te puke spatial plan

·            The Te Puke Spatial Plan Sub-Committee were approaching the final stages of discussion.

·            Staff were in the process of preparing a Draft Te Puke Spatial Plan that would be presented to the community for consultation.

9.3          Maketu Community Board - Projects and Operations Report - April 2025

The Board considered a report from the General Manager Infrastructure Services dated 15 April 2025. The report was taken as read, with further discussion on the below.

Resolution  MKC25-2.6

Moved:                         Member D Walters

Seconded:         Deputy R Corbett

2.          1.       That the General Manager Infrastructure Service’s report dated 15 April 2025 titled          ‘Maketu Community Board – Projects and Operations Report – April 2025’ be    received.

                                                                                                                             Carried

9.3.1        Mural Project

Board members raised concerns regarding the lack of progress on the mural project, noting that it was important to have this completed before the end of the triennium.

9.4          Maketu Community Board - Financial Report - February 2025

The Board considered a report from the Financial Business Partner Lead dated 15 April 2025. The report was taken as read.

Resolution  MKC25-2.7

Moved:                         Cr L Rae

Seconded:         Member B Waterhouse

3.          That the Financial Business Partner Lead’s report dated 15 April 2025 titled ‘Maketu Community Board – Financial Report – February 2025’ be received.

                                                                                                                                                       Carried

10.1          People and Wellbeing Report

·            The Committee considered a report from the People and Capability Manager, who provided a brief overview of the report.

·            Staff responded to pātai as below:

·       Council’s Executive Leadership Team (ELT) reviewed internal vacancies weekly, with the organisation looking at ways to optimise internal vacancies. As a result, Council was making some good savings.

·       ELT was consistently looking at the organisation from a savings lens; looking at what projects or operations Council could halt or delay by 6-12 months, while still with a focus on key deliverables and priorities, in order to make savings. 

·       The increase in the number of Councils employees was due to thirteen additional fix-term roles that we in place over the summer. Majority of these fix-term positions had concluded.

·       Council’s People Leaders played a key role in ensuring that the activities that staff were focused on were the ones that were contributing the most to the organisation and were aligned with delivering Councils strategic priorities. 

·       Staff were having to adapt, reprioritise and shift resources to respond to the level of reform that was coming down the pipeline.

·       In relation to the gender pay gap, it was noted that Council had a large number of community facing services that had front facing customer roles. These roles often sat within the lower pay band and there was a tendency for these roles to be filled by women. It was noted that this could be one of the elements that contributed to the gender pay gap. Staff were in the process of investigating this further.

·       Staff were trying to move into a more proactive space in regard to Health and Safety systems and frameworks.

·       Staff were wanting to drive the Maturity Scale within the organisation higher.

·       Council reported on ethnicities as a way to understand its workforce and the diversity that was at play.

·       Staff had identified the top critical risks; aggressive interaction being one of them. The majority of incidents were being reported against these critical risks. This was a space that staff monitored and reviewed extremely closely.

·       Councils fleet was GPS tracked which meant, by default, the vehicles speed could be monitored. Through monitoring information and communication to staff, there had been a positive change in driver behaviour.

·       At the end of 2024 Councils Roading Engineers had spoken with staff regarding the consequence of speed, which had also led to an improvement in driver behaviour within the organisation.

Resolution  ARF25-1.1

Moved:                         Cr A Sole

Seconded:         Cr T Coxhead

That the People and Capability Manager’s report dated 13 March 2025 titled ‘People and Wellbeing Report’ be received.

Carried

10.2         Financial Performance Update Quarterly Report - 31 December 2024

The Committee considered a report from the Chief Financial Officer. A brief overview of the report was provided, noting that column two of the ‘2023/24 Rates Funded Deficit - Solutions Tracking’ table (Attachment 2) read 1.1, the correct number was 1.1 All other numbers in the table were correct.

Staff responded to pātai as below:

·       The plan for the entire Capital Programme was targeting 107% for the end of the 2024/25 financial year.

·       The ultimate inhouse transport saving that had been identified was a result of the work that WestLink was doing for Council being brought inhouse.

·       The bad debt write off was $700,00 lower than what was budgeted for the full financial year and it was expected that there would be more still to come.

·       Council had a dedicated resource in the bad debt space that was able to follow up with overdue debts on a quicker basis.

·       Rates was the larger area of overdue debts, however, this was present across the board.

·       Council offered a 3% discount for the early payments of rates, there was a budget of $400,000 for this. There had been a higher uptake of individuals paying their rates early which had led to the budget being unfavourable as this was not allowed for.

·       The Capital Project and the Income both net off, which meant that there had not been a budget provision. However, the income would ultimately cover the costs of the Capital Project.

·       Staff were working through closely to monitor each activity and cost centre to ensure there was no rates funded/other impacts.

·       Staff would split out the actual borrowings to the interest rates swaps in the ‘counter party limits’ table of the report, and noted when the numbers were debit oppose to credit.

·       Further gains in the interest rate space were expected, however, it was anticipated that these would not be as high as what had been achieved so far.

·       In regard to volumetric water, during the review process, staff had looked at the dollars rather than total volumetric. When staff had referred back to the volumetric in the Annual Plan, they had found that volumetric had been behind.

·       There was a complicated factor in 2024 where the per cubic metre rate had changed which meant there was a GST issue. The rate was a $1.24 versus $1.42 which had muddied the water.  

Resolution  ARF25-1.2

Moved:                         Cr R Joyce

Seconded:         Cr T Coxhead

That the Chief Financial Officer’s report dated 13 March 2025 titled ‘Financial Performance Update Quarterly Report - 31 December 2024’ be received

.Carried

10.3         Audit of Western Bay of Plenty District Council's Long Term Plan 2024-34

The Committee considered a report from the Risk and Assurance Manager. The report was taken as read.

Resolution  ARF25-1.3

Moved:                         Cr R Joyce

Seconded:         Cr A Sole

That the Risk and Assurance Manager’s report dated 13 March 2025 titled ‘Audit of Western Bay of Plenty District Council's Long Term Plan 2024-34’ be received.

Carried

10.4        Risk and Assurance Report - March 2025

The Committee considered a report from the Risk and Assurance Manager. The report was taken as read.

Staff responded to pātai as below:

·       Feedback received through the Audit New Zealand Report to Management on the Annual Plan and Long-Term Plan (LTP) was taken on board. A review of the Internal Audit Deep Dive work programme was carried out annually as things changed and feedback was received, despite it being a three year cycle.

·       Staff had received the letter from Audit New Zealand on the Annual Report 2023/24 and were in the process of responding. This would be brought to the next Committee meeting in June 2025, along with any changes that needed to be made to the Audit work programme to reflect feedback received.

Resolution  ARF25-1.4

Moved:                         Cr L Rae

Seconded:         Cr A Sole

That the Risk and Assurance Manager’s report dated 13 March 2025 titled ‘Risk and Assurance Report - March 2025’ be received, including the Strategic Risk Register and the Internal Audit Work Plan.

Carried

10.5         Audit, Risk and Finance Committee Work Programme

The Committee considered a report from the Risk and Assurance Manager. The report was taken as read.

10.45am    Cr Henry entered the hui via zoom.

Resolution  ARF25-1.5

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

That the Risk and Assurance Manager’s report dated 13 March 2025 titled ‘Audit, Risk and Finance Committee Work Programme’ be received.

Carried

10.6         Monitoring Investment Audit Report - March 2025

The Committee considered a report from the Risk and Assurance Manager. The report was taken as read.

Staff responded to pātai as below:

·       Council had a dedicated Road Safety Engineer which gave staff total ownership in this space.

·       The Audit was conducted by staff and New Zealand Transport Association Waka Kotahi (NZTA).

·       Stormwater drainage was always an issue. One of its challenges was that it was a low value activity, which often caused contractors to be less inclined to this work because they often wanted to focus of their key KPIs parameters.

·       It was important to keep drains as clean as possible because stormwater underpinned the integrity of pavements. Staff had inspected all culverts across the district and had created a robust programme that was being worked through.

·       The geometrics of a road determined the roads speed limit. As part of the new inhouse roading structure, Council had three network inspectors inhouse which meant that staff we able to control the maintenance programme and constantly look at areas that had high accident rates.

·       Staff had a positive relationship with NZTA, especially the maintenance and operations team, and often met with both them and Tauranga City Council (TCC). However, Council had no input into the work that was led by NZTA.

·       Council had a list, prioritisation and budget within the LTP that staff would continue to deliver until a different direction from Elected Members was received.

·       The utility Code of Practice was effectively like for like. Generally, best practice when doing rehabilitations, or new pavements, was to seal back to the boundary.

·       Staff carried out high speed data annually. However, due to the change over from the WestLink contract, staff had not carried out this testing within the previous twelve months.

·       Staff notified NZTA when repairs on the State Highways needed to be undertaken. However, this was an on-going challenge.

·       The costs to bring older roads up to the new standards would not attract subsidy, therefore, this would be a significant cost to put into the LTP. 

·       Road markings were dependant on the volume of traffic and determined by the Traffic Control Devices (TCD) Manual to create consistency across the country.

·       It was noted that if Council decided to stop its Sealing Programme, it could not charge that rate and use the budget elsewhere without undergoing a process to approve that.

Resolution  ARF25-1.6

Moved:                         Cr A Sole

Seconded:         Cr M Murray-Benge

That the Risk and Assurance Manager’s report dated 13 March 2025 titled ‘Monitoring Investment Audit Report - March 2025’ be received.

                                                                                                                                                                          CARRIED

10.7         Outstanding Recommendations Register - February 2025

The Committee considered a report from the Risk and Assurance Manager. A brief overview of the report was provided by the People and Capability Manager.

The following tākupu were made by Committee Members:

·            Concern was raised regarding the content of the report and whether it met the requirement to be within the confidential agenda. It was noted that the removal of cash handling was a public interest, therefore, it was important for it to be within the public agenda.

Resolution  ARF25-1.7

Moved:                         Cr M Murray-Benge

Seconded:         Cr L Rae

1.            That the Risk and Assurance Manager’s report dated 13 March 2025 titled ‘Outstanding Recommendations Register - February 2025’ be received.

Carried

Resolution  ARF25-1.8

Moved:                         Cr R Joyce

Seconded:         Cr A Sole

2.          That the Audit, Risk and Finance Committee approve that the ‘OutstandingRecommendations Register – February 2025’ report be included in the minutes of the public agenda 

Carried

Apology

Resolution  PMC25-1.1

Moved:               Cr R Joyce

Seconded:         Cr M Murray-Benge

That the apology for lateness from Cr L Rae be accepted.

Carried

8.1           Multiple Speakers - Muir Place Stormwater and Flooding Issues

Bev Steenson and Roy Ogle were in attendance to raise concerns about stormwater and flooding issues on Muir Place. They noted the below points:

·            Logs had been jamming the Ohineanganga Stream upstream to the affected houses. Residents had submitted multiple complaints about the issue.

·            On 28 January 2023, a rain event caused flooding in the area, which resulted in one horse being washed down stream and killed and another two requiring veterinary treatment, who ultimately succumbed to their injuries.

·            The clean up following the rain event took residents 12 weeks and involved cleaning up mud and logs that had been swept downstream.

·            There had been an increase in stormwater run off from a new housing development on Dunlop Road.

·            The affected residents were facing the possibility of their properties being uninsurable. 

·            Muir Place residents queried why the alternative stormwater solution for the Dunlop Road development, which involved moving the water into a different stream, was considered but never implemented.

·            Muir Place residents requested regular drone monitoring of the stream to ensure there were no log jams upstream that could add to the effects of flooding.

Staff responded to pātai as below:

·            Tonkin & Taylor were commissioned to look at the consent for the stormwater  retention pond for the Dunlop Road development to understand the impact on the area of interest. Staff also looked at the maintenance to ensure the stormwater retention pond was operating efficiently. The investigation showed that the contribution from the pond to the stream was only 0.5%, which was independently peer reviewed.

·            There had been an increase in significant rain events which had pushed logs downstream. Council needed to liaise with Regional Council to ensure measures were put in place upstream to prevent flooding downstream.

8.2          Multiple Speakers - Public Toilet in Precious Family Reserve

Roger Goodman, Rob Mitford-Burgess Denis Moller and Anderley Middleton were in attendance to speak in opposition to the proposal to install a public toilet in Precious Family Reserve, Ōmokoroa. They noted the below points:

·            A recent petition showed that the public did not want a toilet installed at the location that it was currently proposed.

·            Presenters felt the location of the proposed toilet was in an area that should not be developed for recreational use, it was more appropriate to have facilities at the Domain.

·            Residents felt the toilet was not a good use of council funds.

·            A memorial seat had been installed at Precious Family Reserve nearby to the proposed location of the toilet. They felt it was insensitive to install a toilet in close proximity to the memorial seat. 

·            Nearly 400 people had signed a petition to halt the construction of a public toilet in the Precious Family Reserve.

·            It was felt that nearby the beach was a more appropriate location for a toilet.

Staff responded to pātai as below:

·            The location of toilet was more than 3-4 metres away from the memorial seat. If required, there was an opportunity for the seat to be moved to a different location.

·            The land for Precious Family Reserve was purchased by Council for the primary purpose of stormwater.

9.1           Petition to halt the construction of a public toilet in the Precious Family Reserve, Ōmokoroa

Bruce McCabe, president of the Ōmokoroa Residents and Ratepayers Association, was in attendance to present his petition to the Committee. He noted the below points:

·            379 people had signed the petition objecting to the construction of a public toilet at Precious Family Reserve.

·            Mr McCabe requested that the construction of the toilet be halted and that the location of the toilet be determined through the Kaimai Reserve Management Plan which was currently being consulted on.

·            It was suggested that staff consult with residents and neighbouring property owners as the most recent consultation on this reserve plan was in 2017.

·            There was a difference in opinion on whether a toilet was required at Precious Family Reserve at all.

Staff provided the following advice:

·            Under Standing Orders no decisions on a petition could be made at the meeting. The matter could be referred to staff for advice and reported back to the Committee.

Resolution  PMC25-1.2

Moved:               Cr L Rae

Seconded:         Deputy Mayor J Scrimgeour

1.        That the petition to halt the construction of a public toilet in the Precious Family        Reserve, Ōmokoroa dated 10 March 2025 be received and the matter be referred    to staff for advice and reported back to the Committee.

                                                                                                                                              CARRIED

11.1           Operational risk and scorecard report quarterly update ending 31 December 2024

The Committee considered a report from the Transportation Administrator dated 20 March 2025. General Manager Infrastructure Services provided a brief overview of the report.

Staff responded to pātai as below:

·            There had been a four-week delay in the No. 4 Road bridge project. The project was still anticipated to be complete by June 2025, however, if there was significant rainfall this could create further delays.

·            The proposed schedule for road rehabilitations and seal extensions would be presented at the next Projects and Monitoring Committee workshop.

·            A solution had been found to address the Hall Committee’s concerns with the Waihī Beach Library project.

·            A work programme was being developed to manage autumnal leaf fall on roads. The Transportation Team had identified roads of interest where additional sweeping may be required during autumn.

·            The Te Puna Industrial Limited resource consent hearing had been adjourned awaiting additional information. The information had since been provided and staff were awaiting a minute from the Commissioners regarding next steps.

·            One of the sections at 109 Clarke Road had been sold, staff were awaiting purchase agreements for two more sections. 

·            There were no fines or penalties for non-compliance of drinking water systems with the protozoa requirement. The Water Services Authority – Taumata Arowai were satisfied with Council’s approach to achieving compliance, noting the last UV system would be installed in January 2026.

·            Vercoe/Zest Development had a stormwater retention pond in their consent, which would be built by the developer.

·            Council was currently meeting its level of service for stormwater in Muir Place. A level of service review would be required to assess whether the level of service should be lifted for this area. The zoning of the area should also be considered through the Te Puke Spatial Plan. 

·            Staff planned to install lifts into Heron Crescent when they were needed. Council could install lifts once the Code Compliance Certificate had been issued, noting that not every resident in the units would require a lift.

Resolution  PMC25-1.3

Moved:               Cr A Sole

Seconded:         Cr R Joyce

That the Transportation Administrator’s report, dated 20 March 2025 titled ‘Operational Risk and Scorecard Report Quarterly Update Ending 31 December 2024’ be received.

Carried

11.2          2025/26 Procurement Strategy

The Committee considered a report from the Capital Delivery Manager dated 20 March 2025. A brief overview of the report was provided.

Staff responded to pātai as below:

·            The proposed procurement strategy would provide staff with additional time to enable a more competitive tender process.

·            Staff had identified the Te Puke Wastewater Treatment Plant, Katikati Wastewater Future Directions and Waihī Beach Earth Dam as being high profile projects that would come to Elected Members for decision.

Resolution  PMC25-1.4

Moved:               Mayor J Denyer

Seconded:         Cr L Rae

1.            That the Infrastructure Capital Delivery Manager report dated 20 March 2025 titled ‘2025/26 Procurement Strategy’ 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 Projects and Monitoring Committee supports the Infrastructure Capital Projects Procurement Strategy.

4.          That the Projects and Monitoring Committee delegates the approval and signing of contracts included in the procurement strategy and funding provided for in the Long Term Plan to the Chief Executive Officer.

5.          That the Projects and Monitoring Committee provides specific approval to the Chief Executive Officer to enable the Procurement and Contractual Commitments (per contract) for Goods/Services works that are budgeted within the Long Term Plan or Annual Plan greater than $1,000,000 included within Appendix A of the draft procurement strategy (Attachment 1).

6.          That the Projects and Monitoring Committee approves the procurement of professional services required to enable the 2025/26 capital works programme in advance of the 2025/26 annual plan adoption.  Noting, the projects are approved in the Long Term Plan.

Carried

change to the Order of business

Resolution  PMC25-1.5

Moved:               Cr R Joyce

Seconded:         Cr A Henry

That that in accordance with Standing order 9.4 the order of business be changed with agenda item 11.4 being the next item on the agenda.

Carried

11.4          Proposal to name the Waihī Beach Library and Community Hub

The Committee considered a report from the Operations Manager dated 20 March 2025. The report was taken as read.

Resolution  PMC25-1.6

Moved:               Cr A Henry

Seconded:         Mayor J Denyer

1.        That the Operations Manager’s report dated 20 March 2025 titled ‘Proposal to      name the Waihī Beach Library and Community Hub’ 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 Project and Monitoring Committee approves the Te Reo name of the new      Waihī Beach Library and Community Hub to be Te Ara Mātauranga - Waihī Beach           Library and Community Hub.

Carried

Cr Murray-Benge vote against the motion and asked for her vote to be recorded.

11.3          Residual Town Centre Development Funds

The Committee considered a report from the Acting Policy and Planning Manager dated 20 March 2025. An overview of the report was provided.

Staff responded to pātai as below:

·            The funds were collected for the purpose of town centre development to be distributed across the District’s four main town centres being Te Puke, Katikati, Ōmokoroa and Waihī Beach.

·            Consultation on the initial proposal to split the fund between the four town centres would not be required as the decision would be consistent with the original intention of the fund.

·            If the fund were to be split five ways amongst the existing Community Board areas then it would be best practice to consult on the new proposal. However, if Council felt they sufficiently understood the views of the community to make the decision then Council could decide not to consult.

MOTION

Moved:               Cr M Grainger

Seconded:         Cr R Joyce

1.        That the Acting Policy and Planning Manager’s report dated 20 March 2025 titled        ‘Residual Town Centre Development Funds’ 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.

3A.  That the Projects and Monitoring Committee distribute the $402,000 held in the    General Town Centre Development reserve equally between the following:

·        Katikati Town Centre Development reserve

·        Ōmokoroa Town Centre Development reserve

·        Waihī Beach Town Centre Development reserve 

·        Te Puke Town Centre Development reserve.

AMENDMENT

Moved:               Cr D Thwaites

Seconded:         Cr L Rae

1.        That the Acting Policy and Planning Manager’s report dated 20 March 2025 titled        ‘Residual Town Centre Development Funds’ 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.

3B.  That the Projects and Monitoring Committee distribute the $402,000 held in the    General Town Centre Development reserve equally between the following:

·        Katikati Town Centre Development reserve

·        Ōmokoroa Town Centre Development reserve

·        Waihī Beach Town Centre Development reserve 

·        Te Puke Town Centre Development reserve.

·            Maketu Town Centre Development reserve

The amendment was put and declared carried 7/5 by show of hands.

SUBSTANTIVE MOTION:

Resolution  PMC25-1.7

Moved:               Cr D Thwaites

Seconded:         Cr L Rae

1.        That the Acting Policy and Planning Manager’s report dated 20 March 2025 titled        ‘Residual Town Centre Development Funds’ 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.

3B.  That the Projects and Monitoring Committee distribute the $402,000 held in the    General Town Centre Development reserve equally between the following:

·        Katikati Town Centre Development reserve

·        Ōmokoroa Town Centre Development reserve

·        Waihī Beach Town Centre Development reserve 

·        Te Puke Town Centre Development reserve.

·            Maketu Town Centre Development reserve

CarrieD

11.5          Development Trends Report 2024 Overview

The Committee considered a report dated 20 March from the Research and Monitoring Analyst, who provided an overview of the report.

Staff responded to pātai as below:

·            It was noted that the report was published onto council’s website and would be circulated to the Katikati and Te Puke housing networks.

Resolution  PMC25-1.8

Moved:               Cr M Murray-Benge

Seconded:         Cr A Sole

1.        That the Research and Monitoring Analyst’s report dated 20 March 2025 titled          ‘Development Trends Report 2024 Overview’ 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 Projects and Monitoring Committee receives the Development Trends   Report 2024 as set out in Attachment 1 and receives the Summary Report as set    out in Attachment 2 of the agenda report.

Carried

4.1           APOLOGIES

Resolution  CM25-1.1

Moved:                         Cr L Rae

Seconded:         Cr A Sole

That the apology for absence from Maketu Community Board Chairperson Hopping, Te Puke Community Board Chairperson Ellis be accepted.

Carried

9.1           Pest Free Parks

The Committee considered a report dated 26 March 2025 from the Community Outcomes Advisor, who introduced the report and spoke to a PowerPoint Presentation.

Staff responded to pātai as below:

·            Council handled progressive containment species (gorse, ginger, wallabies etc) in house. Species such as rats, mustelids and moth plants were covered by a strong network of volunteers within Council’s Reserves.

·            The Pest Free Parks were not about increasing funds, but instead utilising the current budget in a more strategic and effective manner.

·            Within the Reserves and Facilities budget, less than 1% was spent on animal management. The Action Plan suggested the use of budgets from across the organisation.

·            The Pest Free Parks Action Plan  would not impact the services that Council was already providing.

·            Staff would follow up with the Bay of Plenty Regional Council (BOPRC) in regard to the gorse that was growing between Island View and Bowentown.

·            The Regional Plan contained every pest weed and pest animal that was known, and that was a potential threat to the Bay of Plenty.

·            The contract for day to day maintenance on Council reserves only covered progressive containment weeds and animals. Full eradication response to these species would be carried out by BOPRC or the Ministry of Primary Industries.

·            Staff had carried out five workshops across the district with volunteer groups known to Council. Through these workshops, groups had expressed their support for the Action Plan.

·            The Action Plan allowed for increase in volunteers within areas that had been identified as areas in need of further support.

·            The hope with ‘Pest Free Parks’ was that it would bring attention to pest issues in the Bay of Plenty and encouraged other agencies to bring focus to these issues as well.

·            The point of developing a Mātauranga Māori approach to pest management was to work with iwi/hapū in identifying the connection with reserves that were sights of cultural significance. It was about how Council partnered and created positive connections for those spaces, allowing them to contribute even more to the surrounding communities.

·            A large majority of  reserves that were not labelled a “reserve” but used as such, were covered within Council’s Reserves Management Plan. Council had management plans in place for 222 reserves across the district.

·            There was a small amount of feedback indicating that the slogan ‘Pest Free Parks’ could be seen as negative. However, in the end it was decided that the slogan was understandable and quite tangible.

·            There was already a lot of planting and native vegetation that needed to be protected, which involved high costs. Adding additional planting and native vegetation would only further increase the costs involved in the management of those sites. The goal was to look after and protect what was already there as much as possible. 

·            Volunteer Groups had communicated that if there was a Pest Free Park’s platform to work from, they would have the ability to leverage from that to gain external funding for their work.

·            A draft policy on ‘Pest Free Parks’ had been included in the Kaimai Reserve Management Plan that was out for consultation.

·            Council’s Volunteer Co-ordinator had strong relationships with the reserve volunteers. Part of the Volunteer Co-ordinator’s role had been to ensure  that these volunteers were carrying out work on Council reserves that was appropriate to their role.

·            The Action Plan was led by Council’s Community and Strategic Relationships Team as it was a Council and community led initiative. The Reserves and Facilities Team had been heavily involved in the development of the Action Plan and would continue to be heavily involved in the delivery of it.

·            Staff would monitor the progress of the Action Plan delivery. The first objective was to build a baseline of the reserves prior to the delivery of the Action Plan, to help measure the progress.

·            TECT, Bay Trust and other external funders were aware that staff were scoping the Action Plan but were not across the full detail of it as it was yet to be adopted by the Committee. Staff would present the Action Plan to relevant parties following its adoption.

·            Staff had discussed the Action Plan with Regional Council staff, and had identified various actions that could be aligned with their work programmes to provide further efficiency and clarity around roles and responsibilities.

·            One of the actions with the Action Plan was to carry-out a mapping exercise to identify the amount of native biodiversity on Council’s Reserves.

·            A Green Waste and Illegal Dumping Programme, and a Behaviour Change in Education Programme was being established within Reserves. Staff believed that it was crucial to provide education regarding the impacts of dumping green wastes into reserves, and how these acts could cause the growth of weeds.

·            Council had looked into the pesticides that were used within its reserves. The Reserves and Facilities team was consistently working with Council’s contractors to ensure they were working to best practice in this area. The Reserves Volunteer Co-ordinator was working closely with volunteer groups to ensure they were also working to best practice and had the qualifications required to use pesticides. 

·            Often green waste facilities made compost from the green waste. Weed seedlings would compromise this compost, make it unusable and therefore unsellable.

Resolution  CM25-1.2

Moved:                         Cr A Henry

Seconded:         Cr M Grainger

1.        That the Community Outcomes Advisor’s report dated 26 March 2025 titled Pest Free Parks 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 Community Committee agrees to adopt Pest Free Parks Strategy and    Action Plan.

4.       That the update on the progress of the Pest Free Park’s Strategy and Action Plan be reported on annually to the Community Committee.

                                                                                                                                              CARRIED

10.1          Community Match Fund - Environmental Fund redirection

The Committee considered a report dated 26 March 2025 from the Community Outcomes Advisor, who provided an overview of the report.

Staff responded to pātai as below:

·            Applications had closed. 57 applications from schools across the Bay of Plenty Region (13 from the Western Bay of Plenty District) had been received.

·            The School Sustainability and Resilience Fund  accepted applications for anything that increased resistance or sustainability which included projects such as gully restoration, stream erosion projects, building wetlands and school gardens.

·            Schools had often collaborated with community volunteer groups to help deliver projects.

·            Staff would report to the Committee in June 2025 on the funding outcomes. This would allow the Committee to decide if it wanted to continue contributing to the fund.

·            The fund was a participatory budget model, which meant that the general public voted on which projects it wanted to fund. Those projects that did not receive funding within the first round then went to a youth panel. This youth panel had its own portion of funding to allocate.

·            The total funding available was $165,000 within the 2024/25 financial year. BOPRC matched 50% of the budget for the projects.

Resolution  CM25-1.3

Moved:                         Cr M Murray-Benge

Seconded:         Cr M Grainger

That the Community Outcomes Advisor’s report dated 26 March 2025 titled ‘Community Matching Fund – Environmental Fund Redirection’, be received.

                                                                                                                                               Carried

10.1          Submission on Resource Management Act Reform Amendment Bill  (Consenting and Other System Changes)

The Committee considered a report from the Resource Management Strategic Advisor dated 27 March 2025. The report was taken as read.

Staff responded to pātai as below:

·            Staff were anticipating more legislative reform around the Resource Management Act. It was expected that there would be a transition period before moving to a new legislative framework.

·            Council was undertaking place-based spatial planning which enabled WBOPDC to prepare for a new resource management system.

Resolution  SPC25-3.3

Moved:               Cr D Thwaites

Seconded:         Cr M Murray-Benge

1.        That the Strategic Advisor: Resource Management report dated 27 March 2025      titled ‘Submission on Resource Management Act Reform Amendment Bill           (Consenting and Other System Changes), be received.

2.       That the submission, shown as Attachment 1 to this report, is received by the Strategy and Policy Committee and the information is noted.

Carried

13.1          Appointment of Independent Commissioners for Resource Consent Applications

The Committee considered a report from the Environmental Consents Planner dated 8 April 2025. The Principal Planner provided an overview of the report and the resource  consent applications.

Staff responded to pātai as below:

·            As some of the hearings may occur during the election period, staff would seek legal advice around whether Elected Members could still be on a resource consent hearing panel if they were not re-elected at the 2025 Local Body Elections. 

·            The costs of commissioners across the country were reasonable and generally standard. Using a commissioner from a different region would not usually result in additional costs.

·            A longer list of commissioners than what would be required was provided in the recommendation to allow for flexibility around availability when it came to the hearings.

Resolution  DP25-1.1

Moved:               Mayor J Denyer

Seconded:         Cr M Murray-Benge

1.        That the Environmental Consents Manager’s report dated 8 April 2025 titled    ‘Appointment of Independent Commissioners for Resource Consent Applications’ 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 District Plan Committee delegates the authority to Independent          Commissioners to conduct hearings and/or decide on the resource consent    applications outlined in this paper.

4.      That the District Plan Committee approves that for recommendation 3, this    authority can be carried out either independently or in collaboration with an          Elected Member who holds a current Making Good Decisions certification.

5.      That the District Plan Committee appoints the following accredited Commissioners       to conduct hearings and/or decide on the resource consent applications outlined      in this paper (either independently or collaboratively), subject to their availability:

a.      Amanda de Jong

b.      Greg Hill

c.      Rob Van Voorthuysen

d.      Alan Withy

That the District Plan Committee delegates to its Chairperson the ability to appoint Elected Members as appropriate to the Resource Consent Hearings where elected members are proposed to be included on the hearing panels.

Carried

Apology

Resolution  CL25-4.1

Moved:                         Cr D Thwaites

Seconded:         Deputy Mayor J Scrimgeour

That the apology for absence from Cr Sole be accepted.

Carried

9.1           Minutes of the Ōmokoroa Community Board Meeting held on 11 February 2025

Resolution  CL25-4.2

Moved:                         Cr D Thwaites

Seconded:         Cr M Grainger

That the Minutes of the Ōmokoroa Community Board Meeting held on 11 February 2025 be received.

Carried

9.2          Minutes of the Katikati Community Board Meeting held on 12 February 2025

Resolution  CL25-4.3

Moved:                         Cr A Henry

Seconded:         Cr R Joyce

That the Minutes of the Katikati Community Board Meeting held on 12 February 2025 be received.

Carried

9.3          Minutes of the Waihī Beach Community Board Meeting held on 17 February 2025

Resolution  CL25-4.4

Moved:                         Cr A Henry

Seconded:         Cr R Joyce

That the Minutes of the Waihī Beach Community Board Meeting held on 17 February 2025 be received.

Carried

9.4          Minutes of the Te Puke Community Board Meeting held on 20 February 2025

Resolution  CL25-4.5

Moved:                         Cr A Wichers

Seconded:         Cr G Dally

That the Minutes of the Te Puke Community Board Meeting held on 20 February 2025 be received.

Carried

9.5          Minutes of the Maketu Community Board Meeting held on 4 March 2025

Resolution  CL25-4.6

Moved:                         Cr L Rae

Seconded:         Deputy Mayor J Scrimgeour

That the Minutes of the Maketu Community Board Meeting held on 4 March 2025 be received.

Carried

10.1          Minutes of the Strategy and Policy Committee Meeting held on 13 February 2025

Resolution  CL25-4.7

Moved:                         Mayor J Denyer

Seconded:         Cr M Grainger

That the Minutes of the Strategy and Policy Committee Meeting held on 13 February 2025 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.2         Minutes of the Council Meeting held on 18 February 2025

Resolution  CL25-4.8

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Minutes of the Council Meeting held on 18 February 2025 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 Annual Plan and Long Term Plan Committee Meeting held on 26 February 2025

Resolution  CL25-4.9

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr A Henry

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 26 February 2025 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.4        Minutes of the Council Meeting held on 3 March 2025

Resolution  CL25-4.10

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Minutes of the Council Meeting held on 3 March 2025 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

10.5         Minutes of the Strategy and Policy Committee Meeting held on 3 March 2025

Resolution  CL25-4.11

Moved:                         Mayor J Denyer

Seconded:         Cr M Grainger

That the Minutes of the Strategy and Policy Committee Meeting held on 3 March 2025 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.6         Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 12 March 2025

Resolution  CL25-4.12

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr A Henry

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 12 March 2025 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.7         Minutes of the Council Meeting held on 18 March 2025

Resolution  CL25-4.13

Moved:                         Mayor J Denyer

Seconded:         Cr L Rae

1.        That the Minutes of the Council Meeting held on 18 March 2025 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           Proposal to officially name Paeahi Wanakore Reserve (currently unofficially known as Park Road and Beach Road Reserve) Katikati

Council considered a report dated 8 April 2025 from the Reserves and Facilities Manager, who provided an overview of the proposal and recommendations therein. Acknowledgement was made to the Wanakore whānau who were in attendance to see the closing of the process.

Resolution  CL25-4.14

Moved:                         Cr R Joyce

Seconded:         Cr A Henry

1.        That the Reserves and Facilities Manager’s report dated 8 April 2025 titled ‘Proposal        to officially name Paeahi Wanakore Reserve (currently unofficially known as Park           Road and Beach Road Reserve) Katikati” 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, pursuant to s16(10) of the Reserves Act 1977 approves the naming of   Lot 8 DP 36285, South Auckland Land District, being 1475m², a recreation reserve,       and by notice in the New Zealand Gazette, declare that the reserve shall be known by Paeahi Wanakore Reserve. 

Carried

11.2          Easement to drain sewage over part of Seaforth Road Local Purpose Drainage Reserve (Lot 248 DPS 76118) in favour of Council (in gross)

Council considered a report dated 8 April 2025 from the Reserves and Facilities Manager, who provided an overview of the report and the recommendations therein.

Resolution  CL25-4.15

Moved:                         Cr M Murray-Benge

Seconded:         Cr A Henry

1.        That the Reserves and Facilities Manager’s report dated 8 April 2025 titled       ‘Easement to drain sewage over part of Seaforth Road Local Purpose Drainage     Reserve (Lot 248 DPS 76118) in favour of Council (in gross)’ 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, pursuant to the authority delegated by the Minister of Conservation to    Western Bay of Plenty District Council, and the provisions of Section 48 of the      Reserves Act 1977, Council hereby consents to the creation of an easement shown       on the attached plan (Attachment 1) to allow Council in gross to discharge   sewage over Lot 248 DPS 76118.

                                                                                                                                              CARRIED

11.3          Waikato Local Authority Shared Services (CoLAB) Ltd Draft Statement of Intent 2025 - 2028 and Half Year Report as at 31 December 2024

Council considered a report dated 8 April 2025 from the Financial Analyst. The General Manager Corporate Services provided an overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·            Staff did not feel that there were any amendments required to the Statement of Intent, noting a good level of engagement by CoLAB in working with Council in their service offerings.

·            One director represented multiple councils; following the resignation of John Holyoake, David Speirs (Chief Executive Hauraki District Council) would be the representative.

·            Council paid a membership fee of approximately $60,000 and staff felt that Council received value for money, particularly through the procurement panel, noting that there was nothing similar that was offered through BOPLASS.

·            The CoLAB Board determined the appointments and replacements.

Resolution  CL25-4.16

Moved:                         Cr M Murray-Benge

Seconded:         Deputy Mayor J Scrimgeour

1.        That the Financial Analyst’s report dated 8 April 2025 titled ‘Waikato Local Authority   Shared Services (CoLAB) Ltd Draft Statement of Intent 2025 - 2028 and Half Year           Report as at 31 December 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 CoLAB’s Half Year Report to Shareholders 31 December 2024 (Attachment 1)        be received.

4.      That CoLAB’s Draft Statement of Intent 2025-2028 (Attachment 2) be received.    Feedback, comments and recommended changes are to be provided to CoLAB no           later than 1 May 2025, so that this can be considered for inclusion in their final         Statement of Intent due to Council by 30 June 2025.

5.      That the Board of the CoLAB be advised of any comments on their Draft Statement of Intent within two months from 1 March 2025.

Carried

11.4          Bay of Plenty Local Authority Shared Services Limited Draft Statement of Intent 2025 - 2028 and Half Year Report as at 31 December 2024

Council considered a report dated 8 April 2025 from the Financial Analyst. The General Manager Corporate Services provided an overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·            The Statement of Intent, laid out in Attachment 2 of the report, set out what BOPLASS would be progressing. Their Annual Report spoke to their current initiatives.

·            In relation to ‘Aerial Photography’, this was carried out over a number of years, therefore having a separate budget line for this allowed money to be ring-fenced and to ensure they could keep track over time.

·            The Aerial mapping became part of Council’s GIS, which became available to the public.

·            Interim CEO Miriam Taris would now be on this Board, as part of the CE delegations.

·            Council’s annual membership fee was approximately $38,000, noting that additional costs were invoiced on a case by case basis depending on project involvement.

·            BOPLASS secured a ‘Group Insurance Cover’ which saved Council a significant amount of money per year, by allowing Council to purchase insurance at a much lower rate.

·            BOPLASS worked closely with the markets in London to ensure that Council received the best value, as well as understanding the risks of Council’s current market.

·            There were global changes and challenges, which was why Council had received presentations from AON in the past, to understand what was happening in the global market and to  outline risk factors for Council, to ensure that this was understood and the best premium could be sought.

The following tākupu were made by Councillors:

·            Page 5 of the Statement of Intent was provided as an example of the use of unquantified statements. There was a query around ‘The company is committed to operating in an environmentally responsible way and will embed sustainability considerations (including ethical considerations)’. Due to “ethical considerations” being a broad statement, clarification was sought on how this was interpreted by BOPLASS.

·            It was suggested that Council encourage its valuers to use the aerial photographs to enable a more accurate reflection on what was seen on those photos within the valuations.

Resolution  CL25-4.17

Moved:                         Deputy Mayor J Scrimgeour

Seconded:         Cr T Coxhead

1.        That the Financial Analyst’s report dated 8 April 2025 titled ‘Bay of Plenty Local   Authority Shared Services Limited Draft Statement of Intent 2025 – 2028 and Half          Year Report to 31 December 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 BOPLASS’s Half Year Report to Shareholders as at 31 December 2024         (Attachment 1) be received.

4.      That BOPLASS’s Draft Statement of Intent 2025-2028 (Attachment 2) and          accompanying cover letter (Attachment 3) be received.  Feedback, comments           and recommended changes are to be provided to BOPLASS no later than 1 May      2025, so that this can be considered for inclusion in their final Statement of Intent due to Council by 30 June 2025.

5.      That the Board of the BOPLASS be advised of any comments on their Draft Statement of Intent within two months from 1 March 2025.

Carried

11.5          Western Bay of Plenty District Council's Rating from Standard and Poor's - March 2025

Council considered a report dated 8 April 2025 from the Financial Analyst. The Chief Financial Officer provided an overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·            Through the Long Term Plan it was projected that the rating would be downgraded, therefore retaining an AA rating meant that there was additional budget, which would be reflected in the actuals.

·            Staff did not know at this stage what the ratings were for neighbouring councils, noting that Tauranga City Council (TCC) was part of a group of councils who were still having their rating reviewed.

·            Staff had received indications that the CCOs in relation to Local Waters would be rated ‘BBB’.

Resolution  CL25-4.18

Moved:                         Cr M Grainger

Seconded:         Cr R Joyce

1.        That the Financial Analyst’s report dated 8 April 2025 titled ‘Western Bay of Plenty District Council’s Rating from Standard and Poor’s - March 2025, be received.

Carried

11.6          Local Government Funding Agency Draft Statement of Intent 2025 - 2028 and Half Year Report as at 31 December 2024

Council considered a report dated 8 April 2025 from the Financial Analyst. The General Manager Corporate Services provided an overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·            In relation to Green Loans, Council was looking at options for applying for these with large future projects.

·            There was no progress in relation to LGFA seeing Council as a high growth council. It was noted that this was not an application process, but rather a matter of proving that Council met the criteria.

·            Council received updates in relation to maturity matching for borrowing, noting that the report stated that LGFA’s borrowing insurance went from 5.9 (3 years) to 6.8%. Under a CCO model it was anticipated that the length of life of the borrowings would get longer in terms of matching the debt life to the asset life.

·            A council’s debt requirement was determined by how far they were with their asset replacement and life cycle.

·            Staff would require more information and feedback from LGFA to comment on extra debt capacity should Western Bay of Plenty District Council and Tauranga City Council form a CCO.

·            Council did not currently have climate change disclosure reporting requirements, as this was just Auckland and Christchurch currently. Staff were aware these requirements were coming and therefore were keeping up to date with what these might look like, and how Council may respond.

Resolution  CL25-4.19

Moved:                         Mayor J Denyer

Seconded:         Cr M Murray-Benge

1.        That the Financial Analyst’s report dated 8 April 2025 titled ‘Local Government   Funding Agency Draft Statement of Intent 2025 – 2028 and Half Year Report as at   31 December 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 LGFA’s Half Year Report as at 31 December 2024 (Attachment 1) be    received.

4.      That the LGFA’s Draft Statement of Intent 2025-2028 (Attachment 2) and          accompanying cover letter (Attachment 3) be received.  Feedback, comments           and recommended changes are to be provided to LGFA no later than 1 May 2025,   so that this can be considered for inclusion in their final Statement of Intent due to       Council by 30 June 2025.

5.      That the Board of the LGFA be advised of any comments on their Draft Statement   of Intent within two months from 1 March 2025.

Carried

11.7          Independent Assurance Report of the Debenture Trust Deed for the year ended 30 June 2024

Council considered a report dated 8 April 2025 from the Financial Manager. The Chief Financial Officer provided an overview of the report and the recommendations therein.

Resolution  CL25-4.20

Moved:                         Cr M Grainger

Seconded:         Deputy Mayor J Scrimgeour

That the Financial Manager’s report dated 8 April 2025 titled ‘Independent Assurance report of the Debenture Trust Deed for the Year ended 30 June 2024’ be received.

Carried

11.8          Recommendatory Report - Strategy and Policy Committee - Animals (Excluding Dogs) and Public Places Bylaws

Council considered a report dated 8 April 2025 from the Senior Policy Analyst, who took the report as read.

Resolution  CL25-4.21

Moved:                         Mayor J Denyer

Seconded:         Cr M Grainger

1.        That the Senior Policy Analyst’s report dated 8 April 2025 titled ‘Recommendatory   Report – Strategy and Policy Committee – Animals (Excluding Dogs) and Public Places Bylaws’, be received.

2.       That Council adopts the Animals (Excluding Dogs) Bylaw (included at Attachment 1 of the agenda), to come into force on 8 May 2025.

3.       That Council adopts the Public Places Bylaw (included at Attachment 2 of the     agenda), to come into force on 8 May 2025.

4.      That Council directs the Chief Executive to publicly notify the adoption of the   Animals (Excluding Dogs) Bylaw 2025 and the Public Places Bylaw 2025 in accordance with section 156(2) of the Local Government Act 2002.

Carried

11.9          District Hall and Community Centre Leases 2025-2055

Council considered a report dated 8 April 2025 from the Operations Manager, who took the report as read.

Staff responded to pātai as follows:

·            Staff did not see any need to keep the halls for Council use, noting that they were working well as they were. 

·            Not all of the halls were included in this recommendation due to the leases being up for renewal at different times.

Resolution  CL25-4.22

Moved:                         Cr M Murray-Benge

Seconded:         Cr M Grainger

1.        That the Operations Manager’s report dated 8 April 2025 titled ‘District Hall and           Community Centre Leases 2025-2055’, 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, in its capacity as administrating body of the following lots, grants the           named hall/community centre committees listed in Table 1 below a land lease for           5 years with the ability to renew the lease five more times each for the purpose of           a community hall/community centre:

Table 1 *Building footprint only

Carried

11.10        Appointment of alternate local controller and alternate local recovery manager

Council considered a report dated 8 April 2025 from the Team Lead Emergency Management. 

Due to Cedric Crow no longer being available to be the Alternate Local Controller/Alternate Local Recovery Manager for Western Bay of Plenty District Council, recommendation 3b was not considered.

Resolution  CL25-4.23

Moved:                         Cr A Wichers

Seconded:         Cr D Thwaites

1.        That the Team Lead Emergency Management’s report dated 8 April 2025 titled    ‘Appointment of Alternate Local Controller and Alternate Local Recovery Manager’    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, in accordance with the Civil Defence Emergency Management Act 2002, and      the Bay of Plenty Emergency Management Group Policy for selection and     appointment of Local Controllers and Local Recovery Managers, Western Bay of        Plenty District Council: 

a)  Acknowledges the retirement of Gary Allis and recommends that his appointment to the position of Local Controller be rescinded.

Carried

11.11         Order of candidate names for the 2025 Triennial Elections

Council considered a report dated 8 April 2025 from the Governance Manager, who provided an overview of the report and the recommendations therein.

Staff responded to pātai as follows:

·            While Council resolved for the order of the candidate names to be random prior to the last elections, there was an error by the elections services provider at the time, which meant that this did not happen.

Resolution  CL25-4.24

Moved:                         Mayor J Denyer

Seconded:         Cr D Thwaites

1.         That the Governance Manager’s report dated 8 April 2025 and titled ‘Order of candidate names for the 2025 Triennial Elections’ 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 determines that the order of candidate names on the voting papers for the 2025 triennial elections, and any subsequent by-elections until October 2028, be:

·      The random order of candidate names.

        Carried

11.12        Mayor's Report to Council

Council considered a report dated 8 April 2025 from the Senior Executive Assistant – Mayor/CEO. The Mayor acknowledged and welcomed Miriam Taris as Interim Chief Executive and introduced Gia Nelson who was the recipient of the 2025 Tuia Mentoring Programme.

The Mayor responded to pātai as follows:

·            Regional Deals had to be approved by Council after negotiations took place by a smaller group.

·            Development Levies through Regional Deals would replace Development Contributions, which created an entirely different regime. The CE believed this regime would be more permissive, encompassing and standardised, however Council did not have any further information at this stage.

·            The Mayor was still invited to LGNZ meetings, and would still be attending meetings as he saw fit.

·            The Mayor and Councillor Murray-Benge were invited to attend a presentation from the Port and Cruise Ship industry followed by a tour of the cruise ship, noting that this was fascinating.

·            Film Bay of Plenty had a Service Delivery Contract with Council, noting that they encouraged filming across the Bay of Plenty.

·            There were currently no updates on the alternative options for the Mayors’ Taskforce for Jobs.

·            The radio interviews that the Mayor undertook regarding LGNZ resignation were with ‘The Platform’ and ‘Radio New Zealand’.

·            In relation to the Place Brand workshop this would be coming back to Council as an Issues and Options Paper. It was noted that Council would try to resolve this in time for the Annual Plan 2025/26, however it could be included in the next Annual Plan if more appropriate.

The following tākupu were made by Councillors:

·            It was requested that the Local MPs did not just meet with the Mayor, but with the Council as a whole, particularly now that Council was not a member of LGNZ.

Resolution  CL25-4.25

Moved:                         Mayor J Denyer

Seconded:         Cr L Rae

That the Senior Executive Assistant - Mayor/CEO’s report dated 8 April 2025 title ‘Mayor’s Report to Council’ be received

Carried

13.1          Confidential Minutes of the Council Meeting held on 18 February 2025

Resolution  CL25-4.26

Moved:                         Mayor J Denyer

Seconded:         Deputy Mayor J Scrimgeour

That the Confidential Minutes of the Council Meeting held on 18 February 2025 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

13.2         Confidential Minutes of the Council Meeting held on 18 March 2025

Resolution  CL25-4.27

Moved:                         Cr T Coxhead

Seconded:         Cr M Grainger

That the Confidential Minutes of the Council Meeting held on 18 March 2025 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.1          Submission on the Regional Speed Limit Review - Te Moana a Toi-te-Huatahi - SH2 Katikati to Te Puna

The Committee considered a report from the Senior Policy Analyst dated 8 May 2025. The report was taken as read.

Resolution  SPC25-4.1

Moved:               Cr M Grainger

Seconded:         Cr M Murray-Benge

1.        That the Senior Policy Analyst’s report dated 8 May 2025 titled ‘Submission on the   Regional Speed Limit Review – Te Moana a Toi-te-Huatahi – SH2 Katikati to Te Puna    be received.

2.       That the following submission, shown as Attachment 1 to this report, be received          by the Strategy and Policy Committee and the information noted.

a.      Submission on the Regional Speed Limit for SH2 Katikati to Te Puna dated 13 March 2025.

Carried

Resolution  KKC25-2.1

Moved:               Chairperson J Clements

Seconded:         Member A Earl

1.        That the Finance Manager’s report dated 2 April 2025 ‘Reconciliation of Katikati Community Board Town Centre Development Fund’ 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 Katikati Community Board recommend to Council that the historic overspend of the Katikati Town Centre Promotion Rate fund of $160,381.74 be offset by the Katikati Town Centre Development fund to avoid the need for a rates charge back to the community.

4.      That the opening balance of the Katikati Town Centre Development Reserve for 1 July 2024 is $619,458 AND that this reserve be allocated for the purpose of Katikati Town Centre Development scheduled as and when opportunities arise by way of recommendation.

5.      That the Katikati Community Board recommend to Council that it be consulted before funds from the Katikati Town Centre Development Fund are committed by Council.

Carried