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14 June 2021 |
MINUTES
OF Western Bay of Plenty District
Council
WaihĪ Beach Community Board Meeting
No. WB21-3
HELD IN THE Waihī Beach Community
Centre
ON Monday, 14 June 2021 AT 6.30pm
1 Present
Member R Goudie (Chairperson), Member B Hulme, Member D Ryan, Cr J Denyer and Cr A Henry
2 In Attendance
K Perumal (Group Manager Finance and Technology Services), A Hall (Roading Engineer – West) and P Osborne (Senior Governance Advisor)
24 Members of the public, including Councillor Sole
3 Apologies
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Resolution WB21-3.1 Moved: Cr A Henry Seconded: Member D Ryan That the apology for absence from Member Roberts be accepted. |
4 Consideration of Late Items
Nil
5 Declarations of Interest
The Chairperson reminded members of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.
Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table for the item.
(As per the Local Authorities (Members’ Interest) Act 1968)
· Councillor Denyer declared an interest in item 9.3 Waihī Beach Community Board Grant Applications
6 Public Excluded Items
Nil
7 Public Forum
The Chairperson outlined the protocols relating to the Public Forum section of the meeting as set out in the Standing Orders for the Waihī Beach Community Board. Attending members of the public were invited to take part in the public forum.
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Resolution WB21-3.2 Moved: Cr A Henry Seconded: Cr J Denyer That the meeting adjourn for the purpose of holding a public forum. |
Shoneen Dunning – Booking Clerk for the Waihī Beach Community Centre
Ms Dunning was in attendance to provide the Board with an update on the mezzanine renovations underway, creating two extra meeting rooms. The works were almost completed, with only the painting remaining.
The opening will be advertised to allow members of the public to attend.
Graeme McGregor – Waihī Beach to Athenree Crossing (Walkway/Cycleway)
Mr McGregor was in attendance to talk to the Board on behalf of ‘Friends of Athenree’, noting the below points:
· Athenree Creek walk/cycleway was installed to cross the spring, however the water seepage causing the original issue had seemed to vanish when a resident above the area repaired their spouting. Mr McGregor was of the belief that this walk/cycleway was no long required.
· Mr McGregor also noted that he had previously requested a copy of the feasibility study for ‘Friends of Athenree’ to review, which he had not received to date.
· ‘Friends of Athenree’ did not agree with the submission put forward by the Community Board to the Long Term Plan (LTP) Committee, as Mr McGregor was of the belief that the Community Board had overstated the benefits of the crossing. It was also noted that the Board had proposed an additional option that was felt to have ‘arisen at the eleventh hour’.
The Chairperson clarified that the Board has also requested to view the feasibility study, and noted that this is on the agenda for the upcoming meeting to be held 9 August 2021.
Peter Roy – Bowentown Footpath
Mr Roy was in attendance to discuss the parking issue residents were facing along Seaforth Road and Anzac Bay Reserve Road, noting the below points:
· When the Motor Camp was full, there were cars parked on both sides of Seaforth Road, resulting in pedestrians having to walk on the road to get to Anzac Bay; and
· The demographic using Anzac Bay is families, or elderly.
Mr Roy met with Council’s Roading Engineer (West) to discuss options that could be considered to try and remedy this issue, including the extension of the footpath by 70-80 metres. Crossing opportunities were also being considered as part of this discussion.
Councillor Allan Sole – Various Items
Councillor Sole was in attendance to speak to the Board on the below points:
· Thanked the Waihī Beach Community Hall for the work that they have undertaken so far;
· In regards to the ‘Information Signage Upgrade Proposal’, Councillor Sole was of the belief that the signs should not be corflute, and that the Board should consider digital signs that can be altered to advertise multiple events;
· Spoke in support of the additional pedestrian refuges on Beach Road;
· Noted that the CCTV Policy is due to be adopted by Council at the meeting to be held 29 June 2021. Councillor Sole encouraged the Board to make a thorough application when possible; and
· Athenree Action Group is in support of the installation of a Bike Rack by the Bus Shelter in Athenree.
Mike Hickey – Various Items
Mr Hickey was in attendance to speak to the Board on the below points:
· Thanked Councillor Henry and Councillor Sole on behalf of the Waihī Beach Surf Club for their presence and support cleaning up damage caused by the recent high tides;
· Suggested a community working bee to help clean up the foreshore;
· Clarification on whether Council will provide feedback on written submissions, to which the Board noted this will happen;
· Was of the belief that there should be more transparency around the Edinburgh Street apartments in regards to consents and advertising; and
· Informed the Board that debris from the Pohutakawa tree is blocking drains and gutters, to which Mr Hickey was encouraged to raise a CCR. The Roading Engineer (West) noted that he will check the levels of service for street sweeping in Waihī Beach.
Stuart Cann – Erosion Events
Mr Cann was in attendance to speak to the Board about the erosion events that had occurred due to the recent weather. The below points were noted:
· Significant dune erosion had occurred, which effected the dune planting that had already taken place;
· Risk of potential collapsing of the dune itself, so believes it is critical that action is taken urgently;
· Highlighted the need for sand to be put at the foot of the dunes to minimise the potential of collapsing, and to save remaining plants from destruction. It was noted that damp sand from Two Mile Creek and Three Mile Creek could be moved to achieve this.
Mr Cann asked the Board what Council had planned to help clean up the beach and prevent further destruction of dunes and plants, also questioning when was this likely to happen?
Member Ryan and member of the public, Jim Cowen, spoke in support of Mr Canns’ concerns, reiterating the need to take action quickly.
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Resolution WB21-3.3 Moved: Member R Goudie Seconded: Cr A Henry That the meeting reconvene in formal session at 7.07pm. |
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Resolution WB21-3.4 Moved: Cr A Henry Seconded: Member D Ryan That the Chairperson requested the next item of business be 9.3 ‘Waihī Beach Community Board Grant Applications’, in order to allow members of the public to answer any questions of clarification from the Board. |
Minute Note:
Due to the change to order of business, item 9.3 ‘Waihī Beach Community Board Grant Applications’ will now show as item 7.1.
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The Board considered a report from the Senior Governance Advisor. The report was taken as read with further discussion on each of the applications submitted. Councillor Denyer declared an interest in this item and took no part in voting.
A Friends Place (Waihī Beach Community Centre) There was some clarification provided around the ownership of the assets, noting that this sits with ‘A Friends Place’, but this group falls under the overarching ‘umbrella’ of the Waihī Beach Community Centre.
ECHO Walking Festival Incorporated Ms Austin was in attendance to reiterate the goal of being the best walking festival in New Zealand. There was also some clarification provided around potential options for recovering marketing costs, however it was noted that they would like to continue to offer the walks for free, with only seeking donations from walkers.
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Resolution WB21-3.5 Moved: Member B Hulme Seconded: Member D Ryan 1. That the Senior Governance Advisor’s report dated 14 June 2021, titled ‘Waihī Beach Community Board Grant Applications’, be received. |
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Resolution WB21-3.6 Moved: Member B Hulme Seconded: Member D Ryan 2. That the Waihī Beach Community Board approve the Grant application from the Waihī Beach Indoor Bowling Club for $2,500.00 to be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met. |
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Resolution WB21-3.7 Moved: Member B Hulme Seconded: Member D Ryan 3. That the Waihī Beach Community Board approve the Grant application from the Waihī Beach Community Centre (A Friends Place) for $1,500.00 to be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met. |
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Resolution WB21-3.8 Moved: Member B Hulme Seconded: Member D Ryan 4. That the Waihī Beach Community Board approve the Grant application from the ECHO Walking Festival Incorporated for $1,000.00 to be funded from the Waihī Beach Community Board Grants Account, subject to all accountabilities being met. |
8 Minutes for Confirmation
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8.1 Minutes of the Waihī Beach Community Board Meeting held on 19 April 2021 |
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Resolution WB21-3.9 Moved: Cr J Denyer Seconded: Member D Ryan That the Minutes of the Waihī Beach Community Board Meeting held on 19 April 2021, as circulated with the agenda, be confirmed as a true and accurate record. |
9 Reports
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9.1 Waihī Beach Community Board Chairpersons Report - June 2021 |
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The Board considered a report from the Chairperson. The report was taken as read with further discussion on the below items. Information Signage Upgrade Proposal Cindy Clare spoke to the Board on behalf of Waihī Beach Events and Promotions, providing the Board with an overview of the proposal within the agenda. The below points were highlighted: · A digital sign had been considered, but Events and Promotions did not believe this was in line with the ambience of the village. However, there could be an option of the installation of small, subtle LED lights above the structure to help it stand out at night; · Currently there are no maps in Anzac Bay, Island View or Athenree, therefore the proposal includes new map structures in these areas. It was noted that these signs could be double sided to allow for local community messaging or dedicated cycleway maps. The Board spoke in support of this proposal, with Member Ryan noting that the Board was looking at introducing signage at Anzac Bay for the cycleway, so recommended liaising to ensure they were aligned with each other. Ms Clare advised the Board that they would be seeking funding for this project from the Community Board. Quotes for both the signs and map structures would be presented at the next Community Board meeting, to be held 9 August 2021. Live Well Waihī Beach Report Anna Schroeder provided the Board with a brief update in addition to her report, noting that she had delivered the information to the focus club meeting last week, alongside a report in the Katikati Advertiser. Ms Schroeder had also produced a ‘one-pager’ that will go out to stakeholders, as part of the community accountability. COVID-19 Vaccinations Councillor Denyer advised the Board on the discussion relating to this item, that occurred at the Katikati Community Board meeting, noting the below points: · Council had been in contact with the Bay of Plenty District Health Board (BOPDHB) to offer assistance where needed; and · Jacqui Knight (Katikati resident) noted that members of the Katikati Health Trust are in negotiations with the DHB about providing COVID-19 vaccinations at the Katikati RSA. Welcome to Waihī Beach Entranceway Project Member Hulme provided the Board with a brief update on the Waihī Beach Entranceway Project, noting that the proposal is nearly complete and will be available shortly, for public consultation. Wilson Road Ground Plants and Tree Pruning The Board made a resolution for funding towards the tree pruning, ground planting and an additional pedestrian barrier fence on Wilson Road, noting that this would be Stage One of the project. It was also noted that all plans would need to be approved by Councils’ Roading Engineer (West), and that these plans would be made available at the next Community Board workshop. Sign at Athenree Corner The Board had a discussion around the signs that are currently at the Athenree intersection, that were non-consented. Member Hulme noted that this intersection will be included in the ‘Welcome to Waihī Beach Entranceway Project’. The Board agreed that, during this project, they would consult with the current sign owners.
The Board noted that the non-consented signs at the Athenree Corner would need to be removed due to beautifying the area through the ‘Welcome to Waihī Beach Entranceway Project’. District Plan and Village Update for the next 20 Years Councillor Denyer noted that, as part of the Long Term Plan (LTP) discussion, he suggested the District Planning Team work with the Community Board to ensure that the District Plan and Town Centre Plan processes can work together. Two Mile Creek At the Performance and Monitoring meeting held 8 June 2021, the Committee was presented a new option relating to Two Mile Creek. The option was to change to a rock armouring methodology, noting that this would result in a great reduction in costs.
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Resolution WB21-3.10 Moved: Member R Goudie Seconded: Cr J Denyer 1. That the Chairperson’s report dated 14 June 2021, titled ‘Waihī Beach Community Board Chairpersons Report – June 2021’, be received. |
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Resolution WB21-3.11 Moved: Cr J Denyer Seconded: Member D Ryan 2. That the Waihī Beach Community Board approve funding of $260.98 from the Waihī Beach contingency account to the Waihī Beach Community Development Charitable Trust, for the creation and installation of the “No Dogs” signs at Orokawa Bay. |
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Resolution WB21-3.12 Moved: Cr A Henry Seconded: Cr J Denyer 3. That the Waihī Beach Community Board approve the payment of $45.00 from the Waihī Beach Contingency Account to the Waihī Beach Community Centre for the room hire cost for the Emergency Management meeting held 18 May 2021. |
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Resolution WB21-3.13 Moved: Member B Hulme Seconded: Cr A Henry 4. That the Waihī Beach Community Board approve up to $30,000.00 from the Community Board Roading Account for the tree pruning, ground planting and an additional pedestrian barrier fence on Wilson Road (Stage One), subject to all plans receiving approval from Council staff. |
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9.2 Waihī Beach Community Board Councillor's Report - June 2021 |
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The Board considered a report from Councillor Denyer. The report was taken as read, with further updates on the Long Term Plan (LTP) as below, noting that this was subject to adoption on 29 June 2021. · Consultation on the location for an upgraded Library will be in 2021/22, with construction in 2024/25; · The timing for the public toilets at the Skate Park has been brought forward to 2021/22; · CCTV funding structure; · Re-development and continuation of Elder Housing; · No approval for funding the History Panels; · Increase to the walking and cycling budget; · Cover for the Dave Hume Pool in Katikati, to allow year round swimming; and · $25,000 of funding will be brought forward to 2021/22 to review the Wilson Park concept plan. There was clarification around the “Put Back Service” fee, noting that this would be an annual charge. Councillor’s reminded the Board that people had to apply for this service online. The Board noted that they would like to send the new Chief Executive Officer (CEO) a letter, and invite him along to a Community Board workshop following the 9 August 2021 meeting. The Board noted the administration error within the recommendation of the report, as it should read ‘Councillor’s Report’.
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Resolution WB21-3.14 Moved: Cr J Denyer Seconded: Member B Hulme That the Councillor’s report dated 14 June 2021, titled ‘Waihī Beach Community Board Councillor’s Report’, be received. |
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The Board considered a report from the Roading Engineer (West). The report was taken as read with further discussion where needed. The Board sought clarification that the costing for the Pedestrian Refuges on Beach Road (North of the pensioner units at 55 Beach Road) would include the footpath extension, to which the Roading Engineer confirmed that it would. Member Hulme questioned whether the footpath was wide enough to cater for mobility scooters. The Roading Engineer (West) agreed to query this. The Roading Engineer (West) advised the Board that he would bring cycle rack options to a Community Board workshop. In regards to the cycle rack facilities at the yellow dairy, the Board noted that the existing cycle rack will remain, and the resolution would be altered to include additional features at Tuna Avenue Carpark. The budget for this will also need to be increased. The Board noted the below proposed projects would be Stage One.
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Resolution WB21-3.15 Moved: Member R Goudie Seconded: Member D Ryan 1. That the Roading Engineer (West)’s report dated 14 June 2021, titled ‘Waihī Beach Community Board Roading Programme 2021’, be received. 2. That the Waihī Beach Community Board approve the Community Roading Programme, in whole of the projects listed. Proposed Projects (Stage One)
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9.4 Infrastructure Services Report Waihī Beach Community Board June 2021 |
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The Board considered a report from the Deputy Chief Executive. The report was taken as read with further discussion on the below items. Pio Shores & Bowentown Lighting Column Concerns The Board was advised that the poles that have been purchased to replace the existing, were very similar to what was being replaced. Stormwater – Waihī Beach Pio Shores Member Ryan noted that the Board had previously spoken about the need for a Waihī Beach Stormwater review, highlighted by recent weather events. The Group Manager Finance and Technology Services advised the Board that this should be captured within the Infrastructure Strategy that has been recommended for Council adoption on 29 June 2021. The Board would like to seek further information from the Deputy Chief Executive around the potential work required to be done on the Waihī Beach Stormwater system, that is not envisaged through the Long Term Plan (LTP), noting that this is something that could also be reviewed through the Annual Plan or District Plan process.
Waihī Beach Island View Playground The Board raised concerns over the potential health and safety issues at the Island View playground, due to the small space between the edge of the playground and the cycleway. Councillor Henry also noted that it would be useful for a project board to be installed around the district, showing projects under construction, as this would allow community members to understand what was happening. The Board was advised that the artist who completed the ‘Dragon’ at Te Puna Quarry Park, is creating a ‘Tuatara’ out of concrete for the new playground. |
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Resolution WB21-3.16 Moved: Cr A Henry Seconded: Member D Ryan That the Deputy Chief Executive’s Report, dated 14 June 2021 and titled ‘Infrastructure Services Report Waihī Beach Community Board June 2021’, be received. |
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The Board considered a report from the Management Accountant. The report was taken as read with an amendment required to Resolution WB20-5.11. The description should read ‘Fund up to $10,000 for the Historical Trails project subject to content approval by the Community Board, prior to going live’.
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Resolution WB21-3.17 Moved: Member D Ryan Seconded: Cr J Denyer That the Management Accountant’s report dated 14 June 2021 and titled ‘Financial Report Waihī Beach – April 2021’, be received. |
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9.6 Council, Standing Committees and Community Board Meetings |
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Resolution WB21-3.18 Moved: Member R Goudie Seconded: Cr A Henry That the draft schedule of meetings for June, July and August 2021, be received. |
The Meeting closed at 8.30pm.
The minutes of this meeting were confirmed at the Waihī Beach Community Board held on 9 August 2021.
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Member R Goudie
CHAIRPERSON