COUNCIL Te Kaunihera

C20-10 Thursday, 2 July 2020 Council Chambers Barkes Corner, Tauranga 9:30am

Council Meeting Agenda 2 July 2020

Council

Membership Chairperson Mayor Garry Webber Deputy Chairperson Deputy Mayor John Scrimgeour Members Cr Grant Dally Cr Mark Dean Cr James Denyer Cr Murray Grainger Cr Anne Henry Cr Christina Humphreys Cr Monique Lints Cr Kevin Marsh Cr Margaret Murray-Benge Cr Don Thwaites Quorum 6 Frequency Six weekly

Role:

To ensure the effective and efficient governance and leadership of the District.

Power to Act:

 To exercise all non-delegable functions and powers of the Council including, but not limited to: - The power to make a rate; - The power to make a bylaw; - The power to borrow money, purchase, or dispose of assets, other than in accordance with the Long Term Plan; - The power to adopt a Long Term Plan, Annual Plan or Annual Report; - The power to appoint a chief executive; - The power to adopt policies required to be adopted and consulted on under the Local Government Act 2002 in association with the long-term plan or developed for the purpose of the local governance statement; - The power to adopt a remuneration and employment policy; - The power to approve a proposed policy statement or plan under clause 17 of Schedule 1 of the Resource Management Act 1991; - The power to make a final decision on a recommendation from the Ombudsman where it is proposed that Council not accept the recommendation.

 To exercise all functions, powers and duties of the Council that have not been delegated, including the power to compulsorily acquire land under the Public Works Act 1981.  To make decisions which are required by legislation to be made by resolution of the local authority.  To authorise all expenditure not delegated to officers, Committees or other subordinate decision-making bodies of Council, or included in Council’s Long Term Plan or Annual Plan.  To make appointments of members to Council Controlled Organisation Boards of Directors/Trustees and representatives of Council to external organisations;  To consider and make decisions regarding any matters relating to Council Controlled Organisations, including recommendations for modifications to CCO or other entities’ accountability documents (i.e. Letter of Expectation, Statement of Intent) recommended by the Policy Committee or any matters referred from the Performance and Monitoring Committee.

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 To approve joint agreements and contractual arrangements between Western Bay of Plenty District Council and Tauranga City Council or any other entity.  To consider applications to the Community Matching Fund (including accumulated Ecological Financial Contributions).  To consider applications to the Facilities in the Community Grant Fund.

Procedural matters:

 Approval of elected member training/conference attendance.

Mayor’s Delegation:

Should there be insufficient time for Council to consider approval of elected member training/conference attendance, the Mayor (or Deputy Mayor in the Mayor’s absence) is delegated authority to grant approval and report the decision back to the next scheduled meeting of Council.

Should there be insufficient time for Council to consider approval of a final submission to an external body, the Mayor (or Deputy Mayor in the Mayor's absence) is delegated authority to sign the submission on behalf of Council, provided the final submission is reported to the next scheduled meeting of Council or relevant Committee.

Power to sub-delegate:

Council may delegate any of its functions, duties or powers to a subcommittee, working group or other subordinate decision-making body, subject to the restrictions on its delegations and any limitation imposed by Council.

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Notice is hereby given that a Meeting of Council will be held in the Council Chambers, Barkes Corner, Tauranga on: Thursday, 2 July 2020 at 9:30am

Order Of Business

1 Present ...... 7 2 In Attendance ...... 7 3 Apologies ...... 7 4 Consideration of Late Items ...... 7 5 Declarations of Interest ...... 7 6 Public Excluded Items ...... 7 7 Public Forum ...... 7 8 Community Board Minutes for Receipt ...... 8 8.1 Minutes of the Waihi Beach Community Board Meeting held on 3 February 2020 ...... 8 8.2 Minutes of the Omokoroa Community Board Meeting held on 4 February 2020 ..... 24 8.3 Minutes of the Maketu Community Board Meeting held on 11 February 2020 ...... 37 8.4 Minutes of the Katikati Community Board Meeting held on 12 February 2020 ...... 47 8.5 Minutes of the Te Puke Community Board Meeting held on 13 February 2020 ...... 61 8.6 Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020 ...... 73 8.7 Minutes of the Omokoroa Community Board Meeting held on 9 June 2020 ...... 83 8.8 Minutes of the Katikati Community Board Meeting held on 10 June 2020 ...... 90 8.9 Minutes of the Maketu Community Board Meeting held on 16 June 2020 ...... 104 9 Council and Committee Minutes for Confirmation ...... 111 9.1 Minutes of the Extraordinary Council Meeting held on 12 May 2020 ...... 111 9.2 Minutes of the Council Meeting held on 21 May 2020 ...... 115 9.3 Minutes of the Audit and Risk Committee Meeting held on 21 May 2020 ...... 124 9.4 Minutes of the Performance and Monitoring Meeting held on 9 June 2020 ...... 132 9.5 Minutes of the Policy Committee Meeting held on 16 June 2020 ...... 140 10 Council and Committee Minutes for Receipt ...... 144 10.1 Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020 ...... 144 11 Reports ...... 151 11.1 Right of Way and Storm water Easement over Maruia Place to Perkins Drive Reserve in favour of proposed Lots 1 and 2 being a subdivision of Lot 7 DPS 34526 (RC 11495S) ...... 151 11.2 Stormwater Easement over Te Puna Estuary Esplanade Reserve - 76C Gill Lane ...... 160 11.3 Oropi Hall - Declaration that land is Reserve ...... 172 11.4 Live Well Waihi Beach ...... 180

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12 Information for Receipt...... 183 Nil 13 Monitoring/Information for Receipt ...... 183 Nil 14 Resolution to Exclude the Public ...... 184 14.1 Chief Executive Officer (CEO) Recruitment ...... 184

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Council Meeting Agenda 2 July 2020

1 PRESENT

2 IN ATTENDANCE

3 APOLOGIES

4 CONSIDERATION OF LATE ITEMS

5 DECLARATIONS OF INTEREST

6 PUBLIC EXCLUDED ITEMS

7 PUBLIC FORUM

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8 COMMUNITY BOARD MINUTES FOR RECEIPT

8.1 MINUTES OF THE WAIHI BEACH COMMUNITY BOARD MEETING HELD ON 3 FEBRUARY 2020 File Number: A3769815 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Waihi Beach Community Board Meeting held on 3 February 2020 be received.

ATTACHMENTS 1. Minutes of the Waihi Beach Community Board Meeting held on 3 February 2020

Item 8.1 Page 8 Waihi Beach Community Board Meeting Minutes 3 February 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL WAIHI BEACH COMMUNITY BOARD MEETING HELD AT THE WAIHI BEACH COMMUNITY CENTRE ON MONDAY, 3 FEBRUARY 2020 AT 6:30PM

1 PRESENT

Members R Goudie (Chairperson), M Roberts, D Ryan, and Councillors J Denyer and A Henry

2 IN ATTENDANCE

M Taris (Chief Executive Officer), A Hall (Roading Engineer West), and A Alty (Senior Governance Advisor) and 24 Members of the Public and others as named in the minutes.

3 APOLOGIES

Nil

4 CONSIDERATION OF LATE ITEMS

It was noted that Member B Hulme was on leave of absence.

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) There were no declarations declared in relation to this agenda.

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 Waihi Beach Community Board. Attending members of the public were invited to take part in the public forum.

COMMITTEE RESOLUTION 2020/1 Moved: Member Ross Goudie Seconded: Member Marilyn Roberts That the meeting adjourn for the purpose of holding a public forum. CARRIED

Page 9 Waihi Beach Community Board Meeting Minutes 3 February 2020

Waihi Beach Skate Park Society Pippa Coombes Secretary of the Waihi Beach Skate Park Society (Incorporated) provided a verbal update on the progress being made towards the development of a renovated skate park at Waihi Beach. It was advised that:  It was envisaged that an ‘Olympic Standard Skate Park would be developed  The skate park would be funded through three phases: Phase 1 – Renovation of the existing bowl Phase 2 – Olympic Standard Flow Park Phase 3 – Olympic Standard Street Course  The sum of $2.15 million would need to be raised to achieve the design brief. The Waihi Beach Skate Park Society was collating funding applications and sponsorship ideas to a number of potential funders and private businesses in their fund raising efforts. All funding would have to be in place before the project work was committed. The Board was advised that Council funding for the skate park upgrade was identified in the 2018- 2028 Long Term Plan and the Waihi Beach Reserve Management Plan 2018 (adopted 13 December 2018). The Waihi Beach Skate Park Group (Incorporated) must ensure that they liaise with the Reserves and Facilities Manager of Council to ensure Council was aware of the work and progress being made by the Skate Park group. The Reserves and Facilities Manager will advise the group of the requirements needed to progress any applications relating to the future skate park development.

Broadlands Block Development Ruth Parsons advised that she was the co-ordinator of the Broadlands Block Development Group who would be working to progress the on-going development of the Broadlands Block to:  Enhance the overall look and use of the area as a multi use community space  Further develop the pathways to enable better pedestrian access  Establish wetland plantings  Incorporate landscaping with the proposed development of the Waihi Beach Community Centre Reserve, with the current Community Centre building the proposed Menzshed and the skate park. The Broadlands Block Development Group had met with local iwi and discussed options with the Bay of Plenty Regional Council representatives, Council and other interested parties. The Group would like a summary of the monies available for development of the Broadlands Block both in the immediate and long term and any timeframes for committee projects across the immediate land area. The proposed planning for the Broadlands Block were ‘living plans’ and the work of the group in liaison with Council would be ongoing. It was reiterated that the Broadlands Block was a stormwater flood management area of land and not a designated reserve area.

Development on Browns Drive Don Fraser advised that there would be a public information meeting on Wednesday 5 February at the Waihi Beach RSA hosted by a company planning a 70 unit retirement village in Browns Drive at Waihi Beach.

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Dune Management and Restoration Helen Mieklejohn advised that Coastal Restoration Specialist Greg Jenks from Coastal Management Systems would be speaking at the Waihi Beach Surf Club on 7 March 2020 at 10.00am.

Vandalism at Waihi Beach Mike Hickey advised that dune rope fences in front of the Waihi Beach Surf Club had been damaged and a substantial length of rope stolen from a dune rope fence opposite Hillary Street.

Parking, Traffic Speed and Roaming Dogs at Waihi Beach Limited parking areas during the peak holiday period resulted in vehicles being parked on corners and inconsiderately which was dangerous and inhibited sight lines for pedestrian and traffic. Mr Hickey noted that the speed zone signs were generally being flouted. Speed on the main road into the Top 10 Motor Camp area were being ignored. Mr Hickey advised that there was a problem with roaming dogs throughout Waihi Beach, particularly around the shops and at the regular Sunday market day. It was also advised that there had been dogs constantly roaming around the school area. There was an increase in dog poos on private lawn and berm areas

Dog Day Out Events A member of the public questioned why Council was so focussed on holding events for Dogs – particularly noting a dog event at a public swimming pool. He asked why Council was spending money on these events when there were many things that could be developed and funded at Waihi Beach, such as a kerbside collection for recyclable rubbish. The upgrade of the Waihi Beach water and sewerage system was an ongoing cost and the event funding could be channelled into this. He noted that dogs were totally banned from the main Mount Maunganui beach area and this should be considered at Waihi Beach.

Intersection Marking The intersections of Jenkinson Street and Fyfe Road and Scarborough Road and Main Road intersections were not marked. These needed be clearly marked and should be included in the next traffic and parking bylaw review.

Island View Reserve – Playground Concept Sandra Littlejohn outlined her concern relating to the development of a playground on the Island View Reserve. She advised that she and other immediate property owners in the area wanted to keep the Island View Reserve in its natural state with no structures on the land area. She felt that the development of a playground and the growing presence of freedom campers there would result in no parking for others. The Board was advised that the Katikati/Waihi Beach Reserve Management Plan adopted in December 2018 included an action to prepare a concept plan in the 2019/20 Financial Year for the development of a playground and BBQ on Island View Reserve. Council were currently gathering ideas and thoughts from the public to begin the development of a concept plan. The process of collating feedback was currently underway and all submissions and comments would be considered. John Harrison sought assurance that the Board would not apply a bias or pre-determined view on the playground. It did seem like the development of a playground was a ‘done deal’. There were

Page 11 Waihi Beach Community Board Meeting Minutes 3 February 2020 many other things at Waihi Beach that could have monies spent on. There were seven other playgrounds in Waihi Beach and in his opinion, another was not needed. It was also noted that freedom campers caused extra rubbish, and some instances of campers filling up large containers of water for their personal use. It was suggested that as ratepayers had to pay for their water use, a metered/coin operated access to public water taps could be instigated to avoid abuse. Instances of campers flushing sewerage through the stormwater system at Anzac Bay was notified. It was not the duty of members of the public to monitor this type of behaviour. It was clarified that the installation of proposed playground equipment and a BBQ on Island View Reserve was a separate issue to Freedom Camping. The Chairperson gave assurance that the Board were listening to what the people were saying in regarding to the playground concept. Brian Comrie advised the Board that he had lived in the vicinity of Island View Reserve since 1958 and it was his opinion that the playground was welcomed and badly needed. There was not another playground in close vicinity. He extended congratulations to Council staff for the consultation process they had facilitated at the park. It was noted that the beach/sea front area immediately in front of Island View Reserve was not a beach/surf patrolled area. Allan Sole, the previous Waihi Beach Community Board Chairperson spoke in support of the development of a concept plan for the Island View Reserve in keeping with the adopted Waihi Beach Reserve Development Plan.

CCTV Mr Sole noted that the previous Community Board had supported the installation of a CCTV system subject to final costings which on first notice had been advised to be excessive as there was no easy power source close by to operate the cameras. Mr Sole issued an invitation to Board members to have a look at and consider a CCTV camera system that operated on an alternative power system. The Board advised that they would be interested in seeing the alternate system.

Old County Depot Jim Cowern advised that a proposal had been received to undertake some mural/art work on the old county depot building. The art work would not incur any cost to the community.

COMMITTEE RESOLUTION 2020/2 Moved: Cr Anne Henry Seconded: Member Don Ryan That the meeting be re-convened in formal session at 7.12pm. CARRIED

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8 PRESENTATIONS

8.1 PORTIA MCKENZIE, MINISTRY OF POTENTIAL - DEVELOPMENT OF WAIHI BEACH COMMUNITY PLAN The Board received the presentation from Portia McKenzie, of the Ministry of Potential regarding development of Waihi Beach Community Plan. Portia McKenzie advised the Board that the Community Plan before them was a culmination of 7 months work which was started in July 2019. She noted that a number of the connectors were present at this meeting and acknowledged the huge amount of work undertaken in the community to assist in bringing the Community Plan to this stage. The Plan had been through two rounds of community consultation, a number of multiple agencies had pulled together and developed partnerships in the interests of the future of the plan. Some of the projects already underway were the Broadlands Block development, the traffic speed review, and beautification of the Waihi Beach entranceway At this point Portia McKenzie introduced Peggy Koopman-Boyden who had been the co- chairperson of the connectors group. Professor Koopman-Boyden advised that she had been involved in a number of other community development plans throughout New Zealand. She had been impressed with the methodology and process undertaken by Portia and also acknowledged the work and input of the community connectors and community members at large. The Community Plan looked at social, environmental, economic and cultural aspects of the area. The most striking thing about Waihi Beach was that it was a unique environment, and there were many aspects of the social and cultural history and environment that would continue to be built on for the future. Professor Koopman-Boyden advised that she had been impressed with the stories and myths relating to Mayor Island and this was something that could be built on. John Ludlow representing Otawhiwhi Marae thanked the researchers for their positive words. The Community had come together and offered support for the forthcoming Matariki celebrations. A Community Board meeting would be arranged to be held at the Otawhiwhi Marae later in the year.

COMMITTEE RESOLUTION 2020/3 Moved: Member Marilyn Roberts Seconded: Member Don Ryan

That the presentation from Portia McKenzie and Peggy Koopman-Boyden in regard to the development of the Waihi Beach Community Plan be received.

CARRIED

9 REPORTS

9.1 MINUTES OF MEETING NO.WB1 OF THE WAIHI BEACH COMMUNITY BOARD HELD ON 18 NOVEMBER 2019 The Board considered the minutes no. WB1 of the Waihi Beach Community Board Meeting held on 18 November 2019 as circulated with the agenda.

Page 13 Waihi Beach Community Board Meeting Minutes 3 February 2020

COMMITTEE RESOLUTION 2020/4 Moved: Cr Anne Henry Seconded: Cr James Denyer That the minutes of meeting no.WB1 of the Waihi Beach Community Board held on 18 November 2019 as circulated with the agenda be confirmed as a true and accurate record.

CARRIED

9.2 INFORMATION REPORT FROM THE ANNUAL PLAN AND LONG TERM PLAN COMMITTEE ON BOARD RECOMMENDATIONS - FEBRUARY 2020 The Board considered a report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board Recommendations as circulated.

COMMITTEE RESOLUTION 2020/5 Moved: Member Don Ryan Seconded: Member Marilyn Roberts That the report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board recommendations – February 2020 be received.

CARRIED

9.3 ADOPTION OF WAIHI BEACH COMMUNITY BOARD STANDING ORDERS 2020 The Board considered a report from the Governance Advisor dated 3 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/6 Moved: Member Don Ryan Seconded: Member Marilyn Roberts 1. That the Waihi Beach Community Board receives the Adoption of Waihi Beach Community Board Standing Orders 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Waihi Beach Community Board, by a vote in support of not less than 75% of members present, adopts the Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments: (a) (i) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7:

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‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’. (b) Include Standing Order 19.3 as follows: (i) Chairperson has a casting vote ‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’ (c) Include Standing Order 22 iii. Option C (informal) as the default option for speaking and moving motions and amendments. (d) Add to Standing Order 15 – Public Forums ‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’ (e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections.

CARRIED

9.4 COMMUNITY BOARD MEMBERS' CODE OF CONDUCT 2020 The Board considered a report from Governance Advisor dated 3 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/7 Moved: Member Ross Goudie Seconded: Member Don Ryan 1. That the Waihi Beach Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That the Waihi Beach Community Board: a) adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2. b) That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction.

CARRIED

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9.5 CHAIRPERSONS REPORT - FEBRUARY 2020 The Board considered a report from the Chairperson for February 2020 as circulated with the agenda.

Waihi Beach Community Plan The Waihi Beach Community Plan had come a long way since our last meeting. The Plan was ready to be received and adopted at this meeting. The Community Plan was the result of a seven-month process of community consultation and engagement driven by the Connectors Group and supported by an independent facilitator. The Connectors Group was made up of 13 volunteer leaders within the community The process to develop the Community Plan began in July 2019, in which the Connectors Group was formed and began reviewing and researching some of the background detail. During September 2019 there were a number of public workshops in Waihi Beach, Bowentown and Athenree attended by over 100 people and over 240 pieces of feedback received. The workshops gave the public the chance to discuss what actions were required to achieve cultural, environmental, economic and social aspirations for 2029. Organisations had also identified what role they play in improving well-being for everyone who lives and works in the entire Waihi Beach Ward (including Bowentown and Athenree). Partnerships had also been discussed, including ways in which everyone can work together more efficiently with the resources available to achieve shared outcomes. The Draft Community Plan was released for public consultation over four weeks during the Christmas period to also capture out of town property owners. There were a number of public workshops held and also a pop-up stall at the Sunday Market. This gave a chance to test the action plan and refine it even further.

It is important to note that this was a community-led process, with no Council involvement, driven by interest group representatives within the community and sets out their vision and direction for Waihi Beach by 2029. The process had generated much discussion within the community and sought to empower the residents to deliver the plan. The Chairperson reiterated that the Waihi Beach Community Development Plan would be presented to the next Community Board meeting, working through the Stage 1 Action Plan. The following projects will be undertaken with priority: 1. Connection to Athenree area 2. Broadlands Block development (already started) 3. Entranceway and branding of Waihi Beach 4. Encouraging and helping Otawhiwhi Marae for the Matariki celebration.

COMMITTEE RESOLUTION 2020/8 Moved: Member Marilyn Roberts Seconded: Member Don Ryan That the Waihi Beach Community Board adopts the Waihi Beach Community Plan and agrees to developing an implementation plan inclusive of actions for Stage 1 to be undertaken this year. CARRIED Waihi Beach Community Board Meet and Greet Function On Wednesday 18 December 2019, the Board hosted a meet and greet function at the Waihi Beach RSA. The Waihi Beach Community Development Plan was also launched at this function.

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COMMITTEE RESOLUTION 2020/9 Moved: Member Don Ryan Seconded: Cr Anne Henry That the Waihi Beach Community Board authorise the expenditure for catering and refreshment for the Board’s meet and greet and launch of the Waihi Beach Community Development Plan held on 18 December 2019 – funded from the Waihi Beach Contingency Account.. CARRIED Wilson Road Vehicle Speed A lot of feedback and concern for pedestrian safety had been received. After asking on our local Facebook page about vehicle speeds the extensive feedback from 76 comments and support from many other people was received. This had also become an item in the action plan of the Community Plan and looking to be part of the Stage 1 implementation plan. The Waihi Beach Community Board propose that at the next review of traffic speed rules they would submit that Wilson Road speed be reduced to 30km per hour between Citrus Ave and Dillon Street corners, along with an overall submission for all roading changes in a month or so. The Roading Engineer (West) advised that he was happy to work with the Board to get a satisfactory and appropriate outcome here. The Waihi Beach Community Board was aware of the bylaw amendment process. The Board was assured that they would be involved in the consultation process and requested to make a submission relating to traffic speed through the Waihi Beach area when the period for submissions was advised.

North Athenree Harbour Reserve - Broken down jetties and creek towards Dr North Reserve The Waihi Beach Community Board had requested Council remove the broken down jetties in the North Athenree Harbour Reserve and a solution be found eliminate the accumulation of the black mud in the Harbour Reserve creek. The Board was advised that although Council do not own the old jetties, staff had been working with Bay of Plenty Regional Council over the removal of the old jetties as this was required in order for repairs to be made to the seawall. The repairs to the seawall form part of a wider contract a number of coastal and marine assets across the district. A wider investigation relating to the accumulation of black mud in the Harbour Reserve creek should be directed to the Bay of Plenty Regional Council.

Broadlands Block A Steering Group to drive the delivery of enhancing this site was agreed at the Community Board meeting on 17 November 2019. This group was led by Ruth Parsons as the Chairperson. This item has been identified in the Waihi Beach Community Plan as an action item and would be included in the Stage 1 implementation plan. The Steering Group would provide feedback of their progress and the process to develop a concept plan at the next Community Board meeting.

Waihi Beach MenzShed The Board was advised that a copy of the approved and registered trust deed had been received by Council. A representative of the Menzshed provided an update to the Waihi Beach Community Board advising of the progress of the establishment of the proposed MenzShed. The Board was advised that in July 2019(Waihi Beach Community Board Meeting WB22) it was resolved: “That the Waihi Beach Community Board allocate funding of $30,000 to the Waihi Beach

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Community Development Trust – Waihi Beach Menzshed funded from the Waihi Beach Community Board Reserve Account.” The Waihi Beach MenzShed had requested some of the initial funding allocation be released to pay for the registration of the trust and Council consent fees.

COMMITTEE RESOLUTION 2020/10 Moved: Member Ross Goudie Seconded: Cr James Denyer That the Waihi Beach Community Board advance the sum of $10,000 from the initial allocation of $30,000 to the Waihi Beach Community Development Trust - Waihi Beach Menzshed funded from the Waihi Beach Community Board Reserve Account. CARRIED Workshops in the future for Waihi Beach Community Board Dates for future Community Board workshops were advised to the Board. The Chairperson advised that there would also be additional workshops dealing with the Community Plan actions and other specific items as may be required throughout the year. Community Response Teams The Board was advised that all three (Waihi Beach, Athenree and Bowentown) Community Response Groups had current Community Response Plans, and the revised “Community Guide to Emergencies: Waihi Beach North, Bowentown and Island View, and Athenree” had been distributed to households, most businesses, with multiple copies delivered to camping grounds, information centres and other areas of public gatherings, by the end of January. The three Community Response Teams were undertaking a second desktop exercise on February 5th, facilitated by Emergency Management, with Katikati teams.

The Beautification of the Waihi Beach Road Entranceway The Board would discuss further options relating to the beautification of the Waihi Beach Road entranceway

Compliance Bylaws The public had expressed frustration and despair about people not following dog, freedom camping and parking compliance bylaws. It was felt that the contract compliance and monitoring staff had not been visible in the area. The Compliance Manager had advised that monitoring of freedom camping, parking and dogs on beaches had been undertaken by Watchdog Security with daily patrols from 21 December. Staff reported a further growth in the numbers of freedom campers from previous years (with increasing numbers year on year). Daytime dogs on beach patrols were being undertaken by staff at varying times, the number of patrols had increased from previous years and were trialling patrols with officers not in full uniform. Whether the incognito dress provided for further contact with dog owners if they could not identify officers from distance was yet to be measured. The seasonal contract period finishes at Easter. The Board looked forward to receiving the Compliance and Monitoring Report as soon as it was available.

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Skills based learning in a Learning Business Hub The Chairperson advised that one of the items discussed with the Connectors Group through the Community Plan was the option of a Learning/Business Hub. In this case, he had been liaising with John Clements of the Katikati Community Board with possible collaboration on this topic.

CCTV The Board was advised the Policy Committee’s work programme currently included the development of a CCTV policy, which recognised the need for clear ownership and operational models across the District. A discussion paper was due to be presented to Council in April 2020 detailing Council’s existing CCTV infrastructure, legislative context etc, seeking direction on creating a policy to manage Council’s future CCTV infrastructure. It should be noted that due to the number of projects on the work programme, the Policy Committee may choose to delay the development of a CCTV policy, therefore Council cannot commit to any particular timeframe at this point.

The Bay of Plenty Civil Defence uses Emergency Mobile Alerts and Red Cross Hazard app to alert the public There was some confusion across Waihi Beach Ward on the 19th January 2020 relating to the fire siren which was believed to be a tsunami warning, and misunderstanding by some that sirens would be the principle alert method. The Community Response Team confirmed that the emergency mobile alert was currently the key warming system and any siren malfunction would be accompanied by a text alert if the emergency was authentic.

Island View Playground and BBQ Project The Reserves and Facilities Manager had advised that the adopted Katikati/Waihi Beach Reserve Management Plan, included an action to prepare a concept plan in the 2019/20 Financial Year for the development of a playground and BBQ at Island View Reserve. Council were processing ideas and thoughts from the public to begin developing a concept plan for the proposed playground and BBQ on the Island View Reserve. A letter drop was made to a number of adjoining residents along Seaforth Road adjacent to the Island View Reserve. The ideas received from the feedback event would be analysed before a DRAFT concept plan was prepared and reported back to Council for consideration before any further public engagement on the proposal. Funding for the construction of any new play equipment and BBQ following the consultation process was scheduled for the 2020/21 financial year. The Board reiterated that they were listening to the views of members of the public.

Waihi Beach Village Footpath Upgrade The test for footpath cleaning prior to Christmas had appeared to be very successful and the Board was looking forward to the rest of the footpath upgrade in the first quarter of 2020. There were plans for consideration of replacement rubbish bins and alternative planting in the village area. The Roading Engineer (West) advised that future progress on the footpath upgrade would be dependent on costs.

Cycleways The Board requested an update as to the status and estimated time frame for all cycleway projects. Staff would arrange to attend a future Community Board Workshop to provide a broader update.

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Proposed Cell Phone Data Installation Waihi Beach Community Board had met with representatives from Spark and Spark had asked for suggestions for an alternate site.

Parking spaces for Coastguard Tractors and Trailers at Anzac Bay The Board had been approached by the local Bowentown Coastguard in relation to the development of a parking space for Coastguard vehicles and trailers on the waterline to the left of the boat ramp at ANZAC Bay. The Community Board was expecting a proposal and site plan from Coastguard in the near future. The Reserves and Facilities Manager advised that staff had been approached by the Bowentown Coastguard and were considering the proposal put forward. At this point in time there had been no discussion and Tangata Whenua about the proposal.

Kiwi Camp Facility The Kiwi camp Facility was operational before Christmas 2019. There had been good feedback to date on the facility. Going forward, usage number of the facility would be reported to the Community Board.

COMMITTEE RESOLUTION 2020/11 Moved: Member Ross Goudie Seconded: Cr Anne Henry That the Chairperson’s Report to the Waihi Beach Community Board for February 2020 be received.

CARRIED

9.6 COUNCILLORS REPORT The Board considered a verbal report from Councillors Denyer and Henry. Councillor Denyer advised that the interim Urban Form Transport Initiative (UFTI) report released in December 2019 did not feature Waihi Beach in any urban growth transport options and this was also the expectation in the final report to be released in April 2020. Councillor Henry advised that the summer holiday period in the Waihi Beach area had been very busy. The development of the community plan had brought the community together, and there was a very positive attitude within the area, associated with aspirations of the plan. It was obvious that Waihi Beach was a unique community, and that was what the community recognised and wanted to keep.

COMMITTEE RESOLUTION 2020/12 Moved: Cr James Denyer Seconded: Cr Anne Henry That the Councillor’s Report to the Waihi Beach Community Board for February 2020 be received.

CARRIED

Page 20 Waihi Beach Community Board Meeting Minutes 3 February 2020

9.7 WAIHI BEACH COMMUNITY BOARD - ANZAC DAY COMMEMORATION 2020 The Board considered a report from the Senior Governance Advisor dated 3 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/13 Moved: Cr James Denyer Seconded: Member Don Ryan 1. That the report from the Senior Governance Advisor dated 3 February 2020, titled Anzac Day Commemoration 2020 be received.

2. That the Waihi Beach Community Board provide a wreath for the ANZAC Day Service, to be paid from the Waihi Beach Community Board Contingency Account (up to the value of $200).

3. That Chairperson Ross Goudie and other board members who can attend represent the Waihi Beach Community Board at the ANZAC Day Service at Waihi Beach on 25 April 2020.

CARRIED

9.8 INFRASTRUCTURE SERVICES REPORT FEBURAY 2020 The Board considered a report from the Deputy Chief Executive dated 20 January 2020 titled Infrastructure Services Report Waihi Beach February 2020 as circulated.

Installation of Pedestrian Refuge Points on Seaforth Road The Roading Engineer (West) advised that estimates from alternate contractors had not provided competitive pricing or secured the availability of alternative contractors. The Roading Engineer (West) would provide the confirmed Westlink price for the installation of the pedestrian refuge points on Seaforth Road and the projected timeline for the work to the next Board meeting.

Kerbside Rubbish and Recycling Collection It was suggested that when a Waihi Beach kerbside collection was on a Monday and that day was a public holiday it should be considered that the kerbside rubbish and recycling collection be undertaken the immediate next day (after a public holiday).

Installation of Requested Signage The Board had discussed the installation of ‘Children Crossing’ signage on Tuna Avenue, Broadway Road and Island View Road with the Roading Engineer (West). The Board had discussed the installation of ‘Children Crossing’ signage on Tuna Avenue, Broadway Road and Island View Road with the Roading Engineer (West).

Page 21 Waihi Beach Community Board Meeting Minutes 3 February 2020

COMMITTEE RESOLUTION 2020/14 Moved: Member Ross Goudie Seconded: Member Don Ryan That the requested signage indicating ‘Children Crossing’ be installed at the agreed positions on Tuna Avenue, Broadway Road and Island View Road funded from the Waihi Beach Community Roading Account. CARRIED Brighton Road Reserve Footpath Alignment The Board requested a meeting with staff relating to the finalisation of the footpath alignment through Brighton Reserve.

COMMITTEE RESOLUTION 2020/15 Moved: Member Ross Goudie Seconded: Cr James Denyer That the Deputy Chief Executive’s Report, dated 20 January 2020 and titled Infrastructure Services Report Waihi Beach February 2020 be received.

CARRIED

9.9 FINANCIAL REPORT WAIHI BEACH - DECEMBER 2019 The Board considered a report from the Management Accountant dated 3 February 2020 titled Financial Report Waihi Beach – December 2019 as circulated.

COMMITTEE RESOLUTION 2020/16 Moved: Member Ross Goudie Seconded: Cr Anne Henry That the Management Accountant’s report dated 3 February 2020 and titled “Financial Report Waihi Beach – December 2019” be received.

CARRIED

Page 22 Waihi Beach Community Board Meeting Minutes 3 February 2020

9.10 COUNCIL, STANDING COMMITTEE AND COMMUNITY BOARD MEETINGS

The Board considered a schedule of meetings for the month of February, March, April 2020 as circulated.

COMMITTEE RESOLUTION 2020/17 Moved: Member Ross Goudie Seconded: Cr James Denyer That the Schedule of Meetings for February, March and April 2020 be received.

CARRIED

The Meeting closed at 9.05pm.

The minutes of this meeting were confirmed at the Waihi Beach Community Board held on 8 June 2020.

R Goudie Chairperson Waihi Beach Community Board

8 June 2020

Page 23 Council Meeting Agenda 2 July 2020

8.2 MINUTES OF THE OMOKOROA COMMUNITY BOARD MEETING HELD ON 4 FEBRUARY 2020 File Number: A3769819 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Omokoroa Community Board Meeting held on 4 February 2020 be received.

ATTACHMENTS 1. Minutes of the Omokoroa Community Board Meeting held on 4 February 2020

Item 8.2 Page 24 Omokoroa Community Board Meeting Minutes 4 February 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL OMOKOROA COMMUNITY BOARD MEETING HELD AT THE OMOKOROA COMMUNITY CHURCH HALL ON TUESDAY, 4 FEBRUARY 2020 AT 7:00PM

1 PRESENT

Members T Sage (Chairperson), P Presland (Deputy Chairperson), J Evans, D Sage, Councillor M Grainger and Councillor D Thwaites

2 IN ATTENDANCE

R Davie (Group Manager Policy Planning and Regulatory Services), A Hall (Roading Engineer West), R Sumeran (Engineering and Special Projects Manager), L Arrowsmith (Governance Support Administrator) and A Alty (Senior Governance Advisor), Mayor Webber and Seven Members of the public.

3 APOLOGIES

An apology for lateness was received from Councillor Thwaites.

APOLOGY

COMMITTEE RESOLUTION 2020/16 Moved: Member Derek Sage Seconded: Cr Murray Grainger That the apology for lateness was received from Cr Thwaites be accepted. CARRIED

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) There were no declarations declared in relation to this agenda.

6 PUBLIC EXCLUDED ITEMS

Nil

Page 25 Omokoroa Community Board Meeting Minutes 4 February 2020

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 Omokoroa Community Board. Attending members of the public were invited to take part in the public forum.

COMMITTEE RESOLUTION 2020/17 Moved: Member Peter Presland Seconded: Member Derek Sage That the meeting adjourn for the purpose of holding a public forum. CARRIED Dust Concerns on The Esplanade Three members of the public expressed concerns relating to dust being generated from the parking area on the foreshore of the Esplanade at Omokoroa. Recent hot, dry weather and constant south west winds had exacerbated dust coming off the Esplanade car park. Residents spoke of their frustration that their homes in the vicinity of the foreshore were constantly inundated with dust. It was also noted that the dust was constantly building up in stormwater drains and driveways and if property owners did not clear the dust away, when it did rain this would be washed down the stormwater drain – which was detrimental to keeping the stormwater system clear flowing. Residents advised that in some instances, property owners had cleared away numerous bucket loads of dust from the drains. The problem with the dust had been first reported in August 2019 and nothing had been done. It was disappointing that nothing had been done and the problem had seemed to be ignored. It was understood that if a developer took topsoil off a section of land, they were required to keep any resultant dust down by watering, why was Council not undertaking management of the dust problem coming from Council land. The residents asked that immediate action be undertaken to alleviate the dust problem.

Car Park on The Esplanade A member of the public advised that Board that when vehicle owners parked their car in the designated car parks on the Esplanade and then went to the boot of their vehicle to take out (picnic, fishing, swimming) equipment they were actually standing on the roadway in the line of traffic. This was a complete design fault that needed rectifying as soon as possible.

Bark Area from Walkway to the Wall on The Esplanade Car Park Area A member of the public advised the Board that before the area was barked, it was in grass and was ably maintained by Council Contractors. Now contractors must come and weed the bark area, which takes time and manpower. The area was now untidy, and the overall effect ruined by the unkempt weeds growing up through the bark. The bark also gets spread around the immediate area, if grass was re-laid it would take less time and money to maintain and give an improved aesthetic outlook.

Vehicle Speed on The Esplanade Concern had been raised by residents regarding the vehicle speed on The Esplanade area and it was suggested that the speed be reduced and signposted at 30 kmph.

Page 26 Omokoroa Community Board Meeting Minutes 4 February 2020

It was noted any signage indicating a reduced speed limit would not reduce speeding driver behaviours. The Board was aware that a reduction of the speed limit along The Esplanade needed to reflect the compact nature of the immediate area. Councillor Thwaites advised that at this time there were no firm timelines relating to the pending NZTA Speed Limit Review. It was suggested that a request be made to Council to look at Western Bay of Plenty District urban areas as a partial review (as a stand-alone process) that was not bogged down by the NZTA progress. This would be suggested to staff.

Request for CCTV Cameras at Omokoroa Jim Boyes spoke to his request for CCTV cameras at Omokoroa, suggesting the installation cost, monitoring and maintenance be funded by local ratepayers. Tauranga Northern Link Announcement Mayor Webber clarified the recent Government announcement confirming $478 million Tauranga Northern Link (TNL) project included in the new investments in road and rail. The new TNL would connect State Highway 29 Takitimu Drive through to State Highway 2 near Loop Road west of Te Puna. Alongside this a further $455 million was programmed to be spend on State Highway 2 from Te Puna to Omokoroa to support urban and economic growth to the north of Tauranga. The Te Puna to Omokoroa section would consist of a new 7km, four lane-corridor to carry two lanes of traffic and provide two dedicated lanes for bus priority, freight and vehicles carrying multiple people. The project also would include a separated shared path for walking and cycling along the entire length. The new four-lane corridor will be an extension of the Tauranga Northern Link, responding to regional growth that now extended to Omokoroa. An interchange overbridge with ramps in each direction will be built at the intersection with Omokoroa Road. Other overbridges will take local traffic over the highway helping improve safety. The Chairperson thanked the Mayor for clarification of the Government announcement associated with the State Highway Two upgrade work.

Western Avenue Sport and Recreation Association – New Pavilion Progress Richard Gerrish, representing the Western Avenue Sport and Recreation Society gave a verbal update of the progress of the new sports pavilion being constructed on the Western Avenue Reserves. Mr Gerrish outlined the contractors associated with the project and advised that the projected early completion date was August 2020. Steel beams and columns for level one on the build will be installed in the next few weeks and the roof would be installed in early April. Fund raising was continuing and an open-air concert was scheduled to be held in March. The total project build would be completed as one build rather than a phased project. The Western Avenue Sport and Recreation representatives continue to maintain close liaison with the Council Strategic Property Manager in relation to the progress of the build.

COMMITTEE RESOLUTION 2020/18 Moved: Member Teresa Sage Seconded: Member Peter Presland That the meeting be re-convened in formal session at 7.26pm. CARRIED

Page 27 Omokoroa Community Board Meeting Minutes 4 February 2020

8 REPORTS

8.1 MINUTES OF MEETING NO.OM1 OF THE OMOKOROA COMMUNITY BOARD HELD ON 19 NOVEMBER 2019

The Board considered the minutes of OM1 of the Omokoroa Community Board held on 19 November 2019 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/19 Moved: Cr Don Thwaites Seconded: Member Derek Sage That the minutes of meeting no. OM1 of the Omokoroa Community Board held on 19 November 2019 as circulated with the agenda, be confirmed as a true and accurate record.

CARRIED

8.2 INFORMATION REPORT FROM THE ANNUAL PLAN AND LONG TERM PLAN COMMITTEE ON BOARD RECOMMENDATIONS - FEBRUARY 2020 The board considered a report from the Senior Governance Advisor dated 3 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/20 Moved: Member Derek Sage Seconded: Member Teresa Sage That the report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board recommendations – February 2020 be received.

CARRIED

8.3 ADOPTION OF OMOKOROA COMMUNITY BOARD STANDING ORDERS 2020 The Board considered a report from the Governance Advisor dated 3 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/21 Moved: Cr Murray Grainger Seconded: Member Derek Sage 1. That the Omokoroa Community Board receives the Adoption of Omokoroa Community Board Standing Orders 2020 report dated 3 February 2020.

Page 28 Omokoroa Community Board Meeting Minutes 4 February 2020

2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Omokoroa Community Board, by a vote in support of not less than 75% of members present, adopts the Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments: (a) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7: ‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’. (b) Include Standing Order 19.3 as follows: Chairperson has a casting vote ‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’ (c) Include Standing Order 22 Option C (informal) as the default option for speaking and moving motions and amendments. (d) Add to Standing Order 15 – Public Forums ‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’ (e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections. CARRIED

8.4 COMMUNITY BOARD MEMBERS' CODE OF CONDUCT 2020 The Board considered a report from the Governance Advisor dated 4 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/22 Moved: Member Derek Sage Seconded: Member Teresa Sage 1. That the Omokoroa Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That the Omokoroa Community Board: a) adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2.

Page 29 Omokoroa Community Board Meeting Minutes 4 February 2020 c) That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction.

CARRIED

8.5 CHAIRPERSONS REPORT - OMOKOROA COMMUNITY BOARD FEBRUARY 2020

The Board considered a report from the Chairperson for February 2020 as circulated.

COMMITTEE RESOLUTION 2020/23 Moved: Member Peter Presland Seconded: Cr Don Thwaites That Chairpersons Report for the Omokoroa Community Board for February 2020 be received.

CARRIED CCTV Cameras at Omokoroa The Board received correspondence from Mr Jim Boyes suggesting that CCTV cameras be installed at Omokoroa funded by a targeted rate. The Board was advised that Council’s Policy Committee’s work programme currently includes the development of a CCTV policy, which recognises the need for clear ownership and operational models across the District. A discussion paper is due to be presented to Council detailing Council’s existing CCTV infrastructure, legislative context etc., and seek direction on creating a policy to manage Council’s future CCTV infrastructure. It was noted that due to the number of projects on the work programme, the Policy Committee may choose to delay the development of a CCTV policy, therefore Council cannot commit to any timeframe at this point. In discussion Board members noted that while acknowledging that a group of people wanted CCTV installed at Omokoroa now, the Board did not know the feeling of the wider community on the future placement of CCTV cameras. Questions need to be asked and answered regarding who would pay for the initial installation and the ongoing cost of monitoring and repairs of a CCTV system and who would monitor the system. The Board needed to be advised of the initial installation and potential on going costs for a CCTV system. The Board was aware that people who wanted a CCTV system installed may feel frustrated by having to wait for the outcome of the Policy Review for CCTV. At this point in time the Board did not have a firm view of the matter. The Group Manager advised that the request was not an isolated issue across the district and at this point in time Council did not have a firm policy position as to whether it was in the business of owning CCTV cameras or not. There had been an increase in Community Board requesting CCTV systems in their own respective areas. Council was yet to progress a policy with options developed for the community to provide feedback on this topic. It was also noted that technology changes happen within a very quick timeframe, and updates to existing camera system would be an ongoing expense.

Page 30 Omokoroa Community Board Meeting Minutes 4 February 2020

In the first instance the Board would like to know more about available systems, cost and possible location sites. It was noted that cameras do not stop crime but were able to assist in the identification of offenders if the event was captured on CCTV

COMMITTEE RESOLUTION 2020/24 Moved: Member Peter Presland Seconded: Member Derek Sage 1. That the Omokoroa Community Board receive the correspondence from Mr Boyes requesting consideration of CCTV at Omokoroa. 2. That matter lie on the table until such time as the proposed policy on CCTV the Omokoroa Community Board has been considered by Council. 3. That the Board seek advice from the Council approved CCTV provider in regard to the type of cameras required for placement at specific points in Omokoroa, and the initial instalment and ongoing monitoring and maintenance cost of any installed units. CARRIED Vandalism The Chairperson advised that there had been a recent spate of vandalism in Omokoroa. This not only cost the community financially to repair the damage but was also potentially dangerous to the public by the nature of the damage inflicted. The best method of monitoring and options for required repairs were being investigated by staff.

Request For Facility For Duty Constable And Ambulance Facilities For Omokoroa The Chairperson outlined an email request she had received that asked if a small NZ Police base and St John ambulance station could be based at Omokoroa or Te Puna. Board member Derek Sage advised that he had spoken to a representative from the St John Ambulance organisation and asked if there was plans to set up a satellite ambulance station (in Te Puna or Omokoroa) in the future.

He was advised that statistical reviews were undertaken on an annual basis, with consideration of growing population areas applied across the district. At this point in time the Omokoroa/Te Puna area had not reached the required threshold for consideration of a satellite service. Currently first responder units were within the response time standard set for New Zealand. Ambulances were generally based in a district at a point that was central to the region, with a large base able to send individual vehicle units to all and varying points of that district at any one time.

Civil Defence Due to the recent fault in the system the Civil Defence alarm was sounded. While this was a false alarm it highlighted the community’s lack of understanding or response to a potential life-threatening situation. We need to investigate why there was such a lack of response from the community including the lack of audible clarity of the siren to some members of the community. The Board needed to get underway with the update of the Omokoroa Community Response Plan and ask that the Emergency Management and Community Resilience Advisor with the Bay of Plenty Civil Defence Organisation to assist the Board in bring the Omokoroa Community Response Plan up to date.

Omokoroa Policing Group The Chairperson advised that the Omokoroa Policing Group had reiterated the importance of reporting crime in the immediate area. At this point in time referring to statistics, it was reported

Page 31 Omokoroa Community Board Meeting Minutes 4 February 2020 that not much was happening throughout Omokoroa when in fact there had been an increase in crime and vandalism. Members of the community must be proactive and report any crime events to ensure they were registered in the statistics for the district. Reports should be made to 111 (if a crime was happening and 105 (if a crime had happened – but still needed to be reported). If Board members were aware of any vandalism to Council property it should be directly report to Council in the first instance. Council staff do report known acts of vandalism to the local police.

Parking Bays The parking bays outside Omokoroa Point School had been completed. It was noticed that there were cars parking incorrectly and these cars may potentially be from neighbouring residences. The Roading Engineer (East) advised that the problem may solve itself once school hours were operating regularly. If the problem of residents parking cars in the school parking area persisted the Roading Engineer (West) would investigate other options which could include the placement of hot sticks (to indicate specific parking) and putting a bylaw in place to prohibit vehicles other than those visiting the school from parking in the designated area. The traffic and parking bylaw would be reviewed in two years time.

Railway Bridge It has come to the attention of the Board that the railway bridge remains an extreme concern for the public in regard to foot traffic access across the main Omokoroa Road. The Community Board reiterated that they had given the railway bridge the highest priority and at this point had not seen evidence that this had progressed however this created an opportunity to review and match the design for the required outcome. The design of Omokoroa’s main arterial road crossing at the bridge should give strong consideration to pedestrian movements and safety to both sides of the road and bridge. The Engineer and Special Projects Manager advised that the scope of the railway bridge crossing was still under consultation, with the design and budget to be approved later in the year. Construction on the bridge was due to start in September 2020. At this point the design showed access for only one side of the road. The Board maintained their view that there must be crossing points on both sides of the highway for all pedestrian to be able to cross the road safely. If Council was looking at only having a crossing point on one side of the road – it was paramount that crossing points be accessed from both side of the road. The Board stressed that this item had been under discussion for some time, and it was paramount for the safety of all pedestrians to have access to cross the road from both sides of the road. This is an extreme safety issue, and if needed the budget must be re-looked at to achieve access on both sides of the road.

Other Community Groups Community Policing Group Concern had been raised in regard to the future housing for the Community Policing Group that currently used shared space at the Omokoroa Library and Service Centre at McDonnel Street Omokoroa. The Board asked for clarification from the Strategic Property Manager in regard to the Community Policing Group being able to continue having a shared space arrangement at the new Library and Service Centre building (Western Bay Sport and Recreation Pavilion) currently under construction.

Page 32 Omokoroa Community Board Meeting Minutes 4 February 2020

Community Art Group The Community Art Group have contacted the Board and asked how they can have a closer working relationship. It has been decided as a Board that we will provided a representative of the Board to attend Community Art Group meetings to build a closer working relationship. The Board member representative will be John Evans.

COMMITTEE RESOLUTION 2020/25 Moved: Member Teresa Sage Seconded: Member Derek Sage That Community Board Member John Evans be appointed as the Board representative to the Omokoroa Community Art Group. CARRIED Settlers Hall Member Derek Sage reported that the large hall had just had a refurbishment of its floor with polyurethane coating. The demand for use of the hall was increasing and even acknowledging the utility of the new pavilion the committee had indicated that they would be prepared to annex to their jurisdiction, the old pavilion if the Council would assist in bringing it up to standard through the necessary repairs, and assist in its funding the same way as the other 2 halls. The committee regard the old pavilion as a potential 3rd Hall to meet the demands of an ever- increasing population growth and its associated demand for such facilities. Current demand has required an increase in the cleaning schedule for the Settlers Hall. The Settlers Hall Committee were keen to meet with Council over the siting of the bike racks and also expressed concern over the rail bridge safety with regard to pedestrian traffic. They commented on the need for pedestrian access across both sides of the bridge because crossing from the other side of a busy road is difficult when the hall facility was so well used. The Settlers Hall Committee continued to be financially sound.

8.6 COUNCILLOR'S REPORT The Board received a verbal report from Councillors Grainger and Thwaites. Councillor Thwaites reported that New Zealand Transport Agency Representative had made a presentation to the Performance and Monitoring Committee of Council on 4 February 2020. The proposed highway improvements were good news for Omokoroa, even though the timing for the actual work was not immediate, it was positive to see an ultimate solution put forward. The Councillors advised that regular Council and committee meetings were now underway.

COMMITTEE RESOLUTION 2020/26 Moved: Member Derek Sage Seconded: Member Peter Presland That the Councillor’s Report to the Omokoroa Community Board for February 2020 be received.

CARRIED

Page 33 Omokoroa Community Board Meeting Minutes 4 February 2020

8.7 OMOKOROA COMMUNITY BOARD - ANZAC DAY COMMEMORATION 2020 The Board considered a report from Senior Governance Advisor dated 4 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/27 Moved: Member Peter Presland Seconded: Cr Don Thwaites 1. That the report from the Senior Governance Advisor dated 4 February 2020, titled Anzac Day Commemoration 2020 be received.

2. That the Omokoroa Community Board provide a wreath for the ANZAC Day Service, to be paid from the Omokoroa Community Board Contingency Account (up to the value of $200).

3. That Peter Presland and other Board members represent the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2020 .CARRIED

8.8 INFRASTRUCTURE SERVICES REPORT OMOKOROA FEBRUARY 2020 The Board considered a report from the Deputy Chief Executive’s Report dated 21 January 2020 titled Infrastructure Services Report Omokoroa February 2020 as circulated.

COMMITTEE RESOLUTION 2020/28 Moved: Member Derek Sage Seconded: Member Peter Presland That the Deputy Chief Executive’s Report, dated 21 January 2020 and titled Infrastructure Services Report Omokoroa February 2020 be received.

CARRIED The report was taken as read, with the following points noted:

Esplanade Parking The table of Committed projects – Proposed Projects – Extra Parking at The Esplanade was shown as a Priority 3 Item with a funding allocation of $20,000 from the Omokoroa Community Roading Account. The Board felt that options should be looked at to increase the parking on The Esplanade where possible. The Roading Engineer (West) advised that there had been some opposition to any parking being extended in the area that would give the area a bland concrete look. The challenge was that during the peak holiday period vehicle users wanted to park in one area, so the lack of parking spaces available was exaggerated. During off peak holiday times there were generally enough free car parks. The Roading Engineer (West) would keep the Board informed of any options that would be considered in regard to this item.

Page 34 Omokoroa Community Board Meeting Minutes 4 February 2020

Concerns Raised relating to Walkway/Cycleways at Omokoroa The Chairperson advised the Board of an email received from David Riley who outlined concerns relating to pathways that were to be shared between cyclist and pedestrians. He also felt that the gradient of a section of Omokoroa from the Western Avenue end enabled bicycle speeds up to 40km/hr which in his opinion was dangerous for both cyclists and pedestrians. The Engineering and Special Projects Manager advised that walkway/cycleways predominantly 2.5m wide and this was sufficient for both pedestrian and cyclist. Share use signage would be installed at appropriate points along the walkway/cycleway routes. The Chairperson asked that the Engineer and Special Projects Manager reply to Mr Riley in relation to the concerns raised in his email, with a copy of the reply forwarded to the Chair.

8.9 FINANCIAL REPORT OMOKOROA - DECEMBER 2019 The Board considered a report from the Management Accountant dated 4 February 2020 titled Financial Report Omokoroa – December 2019 as circulated.

COMMITTEE RESOLUTION 2020/29 Moved: Cr Murray Grainger Seconded: Member Peter Presland That the Management Accountant’s report dated 4 February 2020 and titled “Financial Report Omokoroa – December 2019” be received.

CARRIED

8.10 COUNCIL, STANDING COMMITTEE AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the month of February, March and April 2020 as circulated.

COMMITTEE RESOLUTION 2020/30 Moved: Member Derek Sage Seconded: Member Peter Presland That the Schedule of Meetings for February, March and April 2020 be received.

CARRIED

Page 35 Omokoroa Community Board Meeting Minutes 4 February 2020

The Meeting closed at 8.38pm.

The minutes of this meeting were confirmed at the Omokoroa Community Board held on 9 June 2020.

T SAGE CHAIRPERSON OMOKOROA COMMUNITY BOARD

9 June 2020

Page 36 Council Meeting Agenda 2 July 2020

8.3 MINUTES OF THE MAKETU COMMUNITY BOARD MEETING HELD ON 11 FEBRUARY 2020 File Number: A3769821 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Maketu Community Board Meeting held on 11 February 2020 be received.

ATTACHMENTS 1. Minutes of the Maketu Community Board Meeting held on 11 February 2020

Item 8.3 Page 37 Maketu Community Board Meeting Minutes 11 February 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL MAKETU COMMUNITY BOARD MEETING HELD AT THE MAKETU COMMUNITY CENTRE ON TUESDAY, 11 FEBRUARY 2020 AT 7:00PM

1 PRESENT

Members S Beech (Chairperson), L Rae (Deputy Chairperson), S Simpson and Councillors K Marsh and J Scrimgeour

2 IN ATTENDANCE

J Pedersen (Group Manager People and Customer Services), S Harvey (Roading Engineer East), L Arrowsmith (Governance Support Administrator) and A Alty (Senior Governance Advisor) and two members of the public

3 APOLOGIES

An apology for absence was received from Member Anaru.

COMMITTEE RESOLUTION 2020/1 Moved: Member Laura Rae Seconded: Member Stephan Simpson That the apology for absence from Member Anaru be accepted. CARRIED

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) There were no declarations declared in relation to this agenda.

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 Maketu Community Board. Attending members of the public were invited to take part in the public forum.

Page 38 Maketu Community Board Meeting Minutes 11 February 2020

COMMITTEE RESOLUTION 2020/2 Moved: Member Stephan Simpson Seconded: Cr John Scrimgeour That the meeting adjourn for the purpose of holding a public forum. CARRIED State of Council Berms, Crossings and Roadways after Fibre Installation A resident from Town Point Road expressed concern about the state of the berms, crossings and roadways after fibre cables had been laid by private contractors. The fibre laying had been completed in December and no reinstatement work had been undertaken. It was advised that contractors were required to undertake any reinstatement work within a reasonable time of completion of works and the Roading Engineer (East) will follow this item up to ensure the required reinstatement was undertaken.

Dangerous Parking of Logging Trucks Concern was registered about the dangerous manner that logging trucks were being parked on the footpath, and encroaching onto the roadway in the vicinity of Ngapararoa Drive and Arawa Avenue. The manner in which the trucks were being parked blocked the footpath which put children, pedestrian, mobility scooter uses and other road users at risk. The Board was advised that a similar situation at Pukehina had been remedied after a direct approach had been made to the truck drivers. There were other areas of private land in the township where logging trucks could be parked that would not create and health and safety or traffic risk. It was suggested that a direct approach be made to the truck drivers and the property owners. Maketu residents had approached the truck drivers, but had been verbally abused in reply to their request to have the large trucks parked in a safe manner. Community Board Members advised that would undertake talk to the truck drivers in the first instance. The Roading Engineer (East) advised that it was illegal to park on the footpath and any offending should be reported to the police.

Levels of Service (Mowing) at Maketu Max Johnston voiced his concerns that regular mowing had not been kept up at Maketu. Every year mowing was undertaken in December then areas left for weeks at a time. The entrance area to the township (on Wilson Road North) from the 100 kmph sign to Arawa Avenue and the intersection at Arawa Avenue needed to be regularly mown. It was stressed that both entrances on Maketu Road and Wilson Road North were the gateways into the Maketu community and needed to be maintained to a higher standard. There were many more tourists and visitors coming to the area now and it was disappointing to see the area looking untidy. It was also noted the local Fire Chief had mentioned the danger of long dry overgrown grass on roadsides in the area particularly during the hot dry summer period. The Roading Engineer (East) advised that there was a comprehensive management plan for specific level of service for the area and he would check to ensure that the required levels of service for mowing were being adhered to.

Sewerage Grinder Pumps at Maketu It was reported that a sewerage grinder pump had overflowed into a neighbouring property and instances of similar problems were also reported. It was suggested that the seals on the grinder pumps needed to be checked. The Network Engineer Drainage would be advised of the incidents and asked to visit the property owner who registered the concerns. A CCR would be initiated for this item.

Page 39 Maketu Community Board Meeting Minutes 11 February 2020

Spencer Avenue Road Edge Break The Board was advised that sections of Spencer Avenue were becoming narrow due to road edge breakages following flooding in December. Weeds were also encroaching over the roadway. A CCR would be initiated to have the overgrown grass and weeds trimmed off Spencer Avenue and road edge breaks assessed.

Traffic Congestion on Spencer Avenue The Chairperson advised that there was often traffic congestion on Spencer Avenue when funerals were held at the Spencer Avenue Cemetery and some locals had requested that the road be ‘opened-up’. This idea was currently being canvassed by local residents in the community with the outcome to be reported to the Community Board.

Water Restrictions – Policy on Filling Swimming Pools It was asked that in view of the current water restrictions, was there a policy that restricted the topping-up (re-filling) of swimming pools. As there was a ban on the use of hoses during the current water restriction the Board asked if there was there a specific reference that banned the use of a hose to top-up swimming pools. A CCR for this question would be initiated.

COMMITTEE RESOLUTION 2020/3 Moved: Member Laura Rae Seconded: Cr John Scrimgeour That the meeting reconvene in formal session at 7.28pm CARRIED

8 REPORTS

8.1 MINUTES OF MEETING NO.MC01 OF THE MAKETU COMMUNITY BOARD HELD ON 26 NOVEMBER 2019

The Board considered the minutes of MC1 of the Maketu Community Board Meeting held on 26 November 2019 as circulated.

COMMITTEE RESOLUTION 2020/4 Moved: Cr Kevin Marsh Seconded: Member Stephan Simpson That the minutes of Meeting No. MC1 of the Maketu Community Board held on 26 November 2019 as circulated with the agenda be received and confirmed as a true and correct record.

CARRIED

Page 40 Maketu Community Board Meeting Minutes 11 February 2020

8.2 INFORMATION REPORT FROM THE ANNUAL PLAN AND LONG TERM PLAN COMMITTEE ON BOARD RECOMMENDATIONS - FEBRUARY 2020 The Board considered a report from the Senior Governance Advisor dated 11 February 2020 titled Information Report from the Annual Plan and Long Term Plan Committee on Board Recommendations as circulated.

COMMITTEE RESOLUTION 2020/5 Moved: Member L Rae Seconded: Cr J Scrimgeour That the report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board recommendations – February 2020 be received. CARRIED

8.3 ADOPTION OF MAKETU COMMUNITY BOARD STANDING ORDERS 2020 The Board considered a report from the Governance Advisor dated 11 February 2020 titled Adoption of Standing Orders 2019-2022 Triennium as circulated.

COMMITTEE RESOLUTION 2020/6 Moved: Member S Simpson Seconded: Member L Rae 1. That the Maketu Community Board receives the Adoption of Maketu Community Board Standing Orders 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Maketu Community Board, by a vote in support of not less than 75% of members present, adopts the Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments: (a) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7: ‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’. (b) Include Standing Order 19.3 as follows: Chairperson has a casting vote ‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’ (c) Include Standing Order 22 Option C (informal) as the default option for speaking and moving motions and amendments. (d) Add to Standing Order 15 – Public Forums

Page 41 Maketu Community Board Meeting Minutes 11 February 2020

‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’ (e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections. CARRIED

8.4 COMMUNITY BOARD MEMBERS' CODE OF CONDUCT 2020 The Board considered a report from the Governance Advisor dated 11 February 2020 titled Community Board Members Code of Conduct 2019-2022 as circulated.

COMMITTEE RESOLUTION 2020/7 Moved: Member L Rae Seconded: Member S Simpson 1. That the Maketu Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That the Maketu Community Board adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2. 4. That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction.

CARRIED

8.5 CHAIRPERSON'S REPORT - FEBRUARY 2020

The Board considered a report from the Chairperson for February 2020 as circulated.

Summer Season With the large influx of visitors over the holiday period Maketu had handled the increase population well. The BBQs at Maketu were being well used, playgrounds full of kids playing and family enjoying the green areas, and it had been a pleasure seeing the people chilling out and enjoying the sunshine.

It was suggested that some signage be placed by the BBQ’s requesting that users clean the BBQ units after use.

Emergency Services The Maketu local volunteer emergency services had been extremely busy during the summer season. There had been a number of vegetation fires and motor accidents and the Coastguard and Surf Club had been involved in a significant number of lifesaving boating rescues.

Page 42 Maketu Community Board Meeting Minutes 11 February 2020

Anti-Social Behaviours There have been a few localised anti social behaviours such as cars on reserves, a flash mob party in the car park, vandalism to vehicles, illegal freedom camping, isolated dumping of rubbish and cars blocking the boat ramp.

Boating Channel The Community Board supported any action undertaken to ensure Maketu boating channel was clear of silt and enable access by local boaties and water rescue service craft. A number of residents, had spoken to the Bay of Plenty Regional Council Coastal Catchments Manager and requested that options that may be available to clear the channel be given consideration.

Spencer Avenue Drains At a recent walk around the lower laying storm drains in Maketu highlighted a large build-up of weeds and grass blocking free access of the waterways. Local had reported that some weed spraying had been undertaken some months ago. It was felt that the drains needed to be mechanically cleared of the overgrown vegetation.

The Utilities Manager had advised that a one page flyer would be produced that would be provide information to the general public, highlighting the key levels of service provided and what checks were undertaken in terms of in terms of water flows. A stream being covered with vegetation does not necessary correlate to the stream or creek not flowing.

Both the Utilities Manager and the Network Engineer Drainage advised that they were happy to meet with Board Members to future discuss this matter and a time and date will be advised for this.

Kaituna Re Diversion The new boat ramp operating at Ford Road was very busy over the Christmas period. The opening of the completed culvert works on 12th February 2020 would be well attended by members of the public and the area, will receive huge benefits from the changes.

Surf Club Building Power Metering At the last Board meeting the Chairperson advised that he would meet with members of the Maketu Surf Club (and Coastguard), to discuss the suggested options for separating the power supply charges at the Surf Club building, that had included power consumption incurred by the public toilets, lighting and sewerage grinding pumps and the car park lighting.

The Surf/Coastguard advised that they would like to see Option 1 (that the lessee installs a separate check meter at the switchboard to identify the power consumption of the lessee versus the power used for community assets (toilets, lights grinder pump).

The Chairperson advised that the check meter was installed on 11 February 2020.

Boat Ramp ‘No Parking’ Signage The Board requested that signage be installed next to the boat ramp would advising vehicle owners not to park on the ramp unless launching or retrieving water craft. A CCR for this item would be instigated.

COMMITTEE RESOLUTION 2020/8 Moved: Member S Beech Seconded: Cr K Marsh That the Chairperson’s report to the Maketu Community Board for February 2020 be received. .CARRIED

Page 43 Maketu Community Board Meeting Minutes 11 February 2020

8.6 COUNCILLOR'S REPORT The Board received a verbal report from Councillor Marsh and Councillor Scrimgeour.

Maketu Historical Monument Councillor Marsh advised that he had attended a Dawn Service on Waitangi Day held on the Te Arawa Reserve adjacent to the historical Maketu monument.

He had been advised that a carving for the monument had been completed but the monument foundations and main stone work needed repair.

It was clarified that Board had earlier agreed that this should be a project undertaken by Te Arawa iwi. The Maketu Community Board supported the restoration project and wished to see the monument repaired but this needed led by local iwi.

Councillor Scrimgeour advised that the Council meeting cycle had begun and a number of meetings and workshops had been held in the previous week. The Annual Plan and Long Term Plan processes were underway.

COMMITTEE RESOLUTION 2020/9 Moved: Cr K Marsh Seconded: Member S Beech That the Councillor’s Report to the Maketu Community Board for February 2020 be received. CARRIED

8.7 INFRASTRUCTURE SERVICES REPORT MAKETU FEBRUARY 2020

The Board considered a report from the Deputy Chief Executive dated 11 February 2020 titled Infrastructure Services Report Maketu Community Board February 2020 as circulated. The Roading Engineer (East) spoke to the report.

Minute Action Sheet Reporting The Chairperson expressed his disappointment that the Infrastructure Services Report did not contain the Minute Action Sheet updates for a number of items that the Board wished to be advised of. The Board found the Minute Action Sheet a valuable tool that tracked progress of special items from the time they had been first instigated, and the history of the project/proposal to the current reporting date.

Full Minute Action Sheet Update Reports on the following items were required in the agenda for the next Board meeting.

The Board was advised of updates for the following items:

Arawa Avenue Footpath – Iwi/Hapu consultation was now complete. Construction works were due to commence February/ March 2020.

Beach Road Kerb and Channel – The Community Board is to engage in discussion with iwi/hapu on the positioning of timber bollards. The kerb and channel work was due to commence February/March 2020. The Roading Engineer (East) would send a map of the proposed Beach Road works to the Chairperson for reference.

Page 44 Maketu Community Board Meeting Minutes 11 February 2020

Maketu Cycleway - The Archaeological Application was complete. Work would begin in February/March 2020.

Rauporoa Road Kerb and Channel - Consultation with Iwi/Hapu was now complete. Work would begin in February/March 2020.

Loose Gravel from Hapimana Road The Board was advised that loose gravel coming down from a private driveway on Hapimana Road onto Little Waihi Road was dangerous to vehicles travelling along Little Waihi Road.

Loose Gravel on Town Point Road from Rauporoa Road and Williams Crescent It was also reported that there was loose gravel coming down from Williams Crescent and Rauporoa Road onto Town Point Road.

The Roading Engineer (East) will inspect the areas and arrange any mitigating work as required.

Spencer Avenue – General Development The Board was advised that the flood assessment for the Spencer Avenue Reserve was being reviewed under the general resource consent process for the area.

The Board understood that clean fill could be deposited outside the flood-zone area, but they needed a map showing the exact areas of the reserve to be able to pass on advice of what was a flood zone area and what was not.

The Board would like to see a copy of the Tonkin and Taylor Report on the whole area and asked that maps indicating the floodable areas of the Spencer Avenue Reserve be made available to the Board.

COMMITTEE RESOLUTION 2020/10 Moved: Member L Rae Seconded: Member S Simpson That the Deputy Chief Executive’s Report, dated 21 January 2020 and titled Infrastructure Services Report Maketu February 2020 be received. CARRIED

8.8 FINANCIAL REPORT MAKETU – DECEMBER 2019

The Board considered a repot from the Deputy Chief Executive dated 11 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/11 Moved: Cr K Marsh Seconded: Member S Simpson That the Management Accountant’s report dated 11 February 2020 and titled “Financial Report Maketu – December 2019” be received.

CARRIED

Page 45 Maketu Community Board Meeting Minutes 11 February 2020

8.9 MAKETU COMMUNITY BOARD - ANZAC DAY COMMEMORATION 2020 The Board received a report from the Senior Governance Advisor dated 11 February 2020.

COMMITTEE RESOLUTION 2020/12 Moved: Member L Rae Seconded: Member S Simpson 1. That the report from the Senior Governance Advisor dated 11 February 2020, titled Anzac Day commemoration 2020 be received. 2. That the Maketu Community Board provide a wreath for the ANZAC Day Service, to be paid from the Maketu Community Board Contingency Account (up to the value of $200.00). 3. That the Chairperson Shane Beech and Deputy Chairperson Laura Rae represent the Maketu Community Board at the ANZAC Day Service at Maketu on 25 April 2020.

CARRIED

8.10 COUNCIL, STANDING COMMITTEE AND COMMUNITY BOARD MEETINGS

The Board considered a schedule of meetings for the months of February, March and April 2020.

COMMITTEE RESOLUTION 2020/13 Moved: Member L Rae Seconded: Cr K Marsh That the Schedule of Meetings for February, March and April 2020 be received. CARRIED

The Meeting closed at 8.33pm.

The minutes of this meeting were confirmed at the Maketu Community Board held on 16 June 2020

SHANE BEECH CHAIRPERSON MAKETU COMMUNITY BOARD

16 June 2020

Page 46 Council Meeting Agenda 2 July 2020

8.4 MINUTES OF THE KATIKATI COMMUNITY BOARD MEETING HELD ON 12 FEBRUARY 2020 File Number: A3769823 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Katikati Community Board Meeting held on 12 February 2020 be received.

ATTACHMENTS 1. Minutes of the Katikati Community Board Meeting held on 12 February 2020

Item 8.4 Page 47 Katikati Community Board Meeting Minutes 12 February 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL KATIKATI COMMUNITY BOARD MEETING HELD AT THE CENTRE PĀTUKI MANAWA ON WEDNESDAY, 12 FEBRUARY 2020 AT 7:00PM

1 PRESENT

Members B Warren (Chairperson), N Harray (Deputy Chairperson), J Clements and K Sutherland and Councillors J Denyer and C Humphreys

2 IN ATTENDANCE

G Allis (Deputy Chief Executive Officer), A Hall (Roading Engineer West), Te Rina Ruru (Governance Advisor), A Alty (Senior Governance Advisor), 28 Members of the public and others as named in the minutes

3 APOLOGIES

Nil

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) Member Clements declared an interest in the item for Reimbursement of Expenses within the Chairpersons Report.

6 PUBLIC EXCLUDED ITEMS

Nil

7 PUBLIC FORUM

The Chairperson advised the protocols relating to the Public Forum section of the meeting as set out in the Standing Orders for the Katikati Community Board. Attending members of the public were invited to take part in the public forum.

COMMITTEE RESOLUTION 2020/1 Moved: Member J Clements Seconded: Member N Harray That the meeting adjourn for the purpose of holding a public forum. CARRIED

Page 48 Katikati Community Board Meeting Minutes 12 February 2020

Future Community Plan Brian Anderson spoke about the history of previous community plans developed for Katikati and the importance of developing a future community plan for the township and immediate area from this point on. He stressed that consultation relating to the development of a new comprehensive Town Centre Development Plan must involve all sectors of the community and must give consideration to any impact on future infrastructure and rating costs.

Safety Sign at Fairview Road and the ‘Kaiway’ and Vesey Stewart Reserve Anne Bowling outlined her concern relating to pedestrian safety when crossing Fairview Road between the ‘Kaiway’ and Vesey Stewart Reserve. There was a ‘blind’ corner along the route on Beach Road travelling from the main highway. The area was used a lot by children going to the reserve and the local swimming pool. Trucks and heavy vehicles used this area of Fairview Road as a through road within the township and it was a busy general traffic route.

Mrs Bowling presented the Board with a sign that said “LOOK B4U +” (Look before you cross). She also provided written permission from two adjacent property owners who were happy to have the proposed signage attached to their property fences. Costs for the signage was indicated at: 450 x 350 $40.00 + GST 600 x 400 $62.00 + GST Mrs Bowling was seeking support from the Board for the installation of the signage, and funding for the signage.

Mobility Scooter Access Mrs Bowling advised that the following kerb crossings were difficult to access by mobility scooter users:  Driveway at 34B Fairview Road  Blundell Place North  Cnr Carisbrooke and Fairview Road  Cnr Fairview Road and Kea Street  SH2 from Hammer Hardware to the roadway

The Chairperson advised that the items raised by Mrs Bowling would be further discussed at the next Community Board workshop.

Suspected ‘Dieback’ of Silver Birch Mrs Bowling reported that a silver birch tree seemed to be dying on the Council berm outside 36 Fairview Road. A CCR for this item would be instigated.

Francis Drive Reserve – Walkway/Cycleway Francis Young of Francis Drive advised that he and other residents had submitted concerns relating to aspects of the proposed works in association with the development of a walkway/cycleway in the Francis Drive Reserve area as part of the development of the walkway/cycleway network.

Mr Francis was advised that Council had a process to work through to determine whether specific walkway/cycleway areas for development were feasible and, if so, further consultation should be undertaken with adjoining residents and other interested parties.

Mr Francis was advised that he would be notified of any future discussion relating to this item.

Katikati Trails Group – Footpath from Uretara bridge to Mulgan Street Jacqui Knight advised that the Katikati Trails Group had requested that the footpath from the Uretara Bridge to Mulgan Street be upgraded and widened to accommodate mobility scooter users/pedestrians and cyclists. The Roading Engineer (West) advised that he would arrange a site meeting with Ms Knight to discuss options for a multi–use pathway.

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Diggleman Park – Request for Vehicle Accessibility Tony Hall advised that he was involved with a number of groups that undertook the set-up and take- down process for a number of displays that were held on Diggleman Park. At the moment there were two large pieces of steel laid down by the approach kerb to enable access for vehicles. The large steel pieces used to create a mountable kerb were very heavy and difficult to manoeuvre.

He would like to have an accessible mountable kerb crossing installed and removable bollard installed to allow for easy access by vehicles onto the park area. The Roading Engineer (West) advised that he would discuss the request with the Reserves and Facilities Manager.

Council Requirements for Volunteer Community Events Roger Stiles gave an outline of the history of concerts and food and wine festivals that had been organised by community volunteers in Katikati since 2004. The events had been run on a ‘shoe- string’ and as the years have gone on, they had become nationally recognised events. All work had been undertaken by specific committees for specific events.

A couple of years ago, it was advised that Council now required a Resource Consent’ for each event. This was questioned why when the groups had provided all the required resource and run in excess of 15 very successful and growing events with no problems.

There was now a 14 Page Management Plan setting out what can and cannot be done – it seemed that if it was not in the plan it could not be done. There was a requirement that stated the Domain had to be cleared within two hours of any event finishing. In practical terms it was impossible to remove 30 portaloos and 50 rubbish bins in that time frame on a Saturday evening.

Instead of having community volunteers running the events, Council employees with little or no interest in the community or the event now dictated what had to happen.

There seemed to be no common sense in some of the requirements – dictating that no food or water allowed – then requiring liquor stalls to have free water available.

The message from Mr Stiles was that community volunteer group must be wary of losing control of their traditional community events due to over-riding Council involvement, which may lead to death by regulation. The successful community run events had become a victim of their own success.

Don Mossop spoke in support of the statement by Mr Stiles and noted that the Katikati Avocado Food and Wine Festival had been running very successfully for the past 15 years and had donated in excess of $220,000 to assist local community groups and voluntary organisations.

Relating to recent events - two Council requirements particularly stood out:  The event organisers were required to employ a security service to monitor the entrance and age of festival goers – their approach to this task was confrontational and more appropriate for a rock concert rather a country event with an average age of 60+.  Glass was not permitted in the venue – the organisers had to supply plastic containers at considerable extra expense (conservatively at $10,000).

It was felt that the Western Bay of Plenty District Council needed to step back from micro-managing well run community events and applying a one-size-fits-all approach. This current approach put the viability of the range of events at risk that can be run in a community and would limit the number of volunteers coming forward who had operated extremely successfully in the past. The Chairperson noted that the Board was aware of the constraints now applied for community run events and suggested that was why more and more concerts and festivals were being held on private property.

Page 50 Katikati Community Board Meeting Minutes 12 February 2020

Questions from Mr Norm Mayo Ward Forums Norm Mayo asked if the Terms of Reference and Delegations for the three Western Bay of Plenty District Council Ward Forums had been set? 1. Why is the forum required and has the forum scope been discussed by Council? - Councillor Denyer advised that the Terms of Reference for each of the three Ward Forums had been approved at the Council meeting held on 5 December 2019. The Western Ward Ratepayers Association had received an invitation to the first Katikati- Waihi Beach Ward Forum to be held on 19 March 2020.

2. Can some insight be provided in relation to the recent Community Development Plan process undertaken at Waihi Beach? - The Waihi Beach Community Board Chairperson advised that the recent Waihi Beach Community Development Plan consultation had been undertaken by the people for the people and the most important part of the development of the plan was comfort in the community, knowing that the views of the people had been listened to.

3. Recent Environment studies in the Katikati area gave strong focus on Maori and Mr Mayo asked that the wider community be included in any future environmental and community development plans.

Kotahi Lane Carpark Paula Gaelic asked if half round bollards could be laid to clearly delineate parking bays on Kotahi Lane.

It was explained to Ms Gaelic that half round bollards could be slippery in wet weather and bollards to indicate parking bays were not favoured.

Parking Signage by Museum Approach Ms Gaelic asked if the small ‘P’ parking sign could be increased in size to clearly indicate where parking for the Western Bay Heritage Museum was available.

Lighting in the Vicinity of the New Library Thys Polstra advised the Board that he had had a very bad fall in the yard area outside the new library. Sensor lights were needed to be placed in strategic positions to light dark and uneven surfaces of the immediate area. He also noted that some of the brick work paving had sunk and was now an uneven trip hazard. This was a health and safety issue and needed to be attended to as soon as possible.

The Strategic Property Manager would be advised of this item and asked to look at options for sensor lighting and ensure the uneven paving around the library building be checked and fixed as soon as possible.

COMMITTEE RESOLUTION 2020/2 Moved: Member N Harray Seconded: Cr J Denyer That the meeting be re-convened in formal session at 7.33 pm CARRIED

Page 51 Katikati Community Board Meeting Minutes 12 February 2020

8 PRESENTATIONS

8.1 PRESENTATIONS New Zealand Transport Agency Chris Farnsworth (Senior Project Manager), Nigel D’Arth (Journey Manager), Alister McCaw (SH2 W20 Project Manager (Beca)) and Justin Rae (Engagement Manager) were in attendance and spoke to the New Zealand Roading Upgrade Programme, the Katikati Trial, Estimated Journey Time data and the Waihi to Omokoroa Safety Programme.

Chris Farnsworth summarised the recent Government announcement confirming $478 million Tauranga Northern Link (TNL) project included in the new investments in road and rail. The new TNL would connect State Highway 29 Takitimu Drive through to State Highway 2 near Loop Road west of Te Puna.

Alongside this a further $455 million was programmed to be spend on State Highway 2 from Te Puna to Omokoroa to support urban and economic growth to the north of Tauranga. The Te Puna to Omokoroa section would consist of a new 7km, four lane-corridor to carry two lanes of traffic and provide two dedicated lanes for bus priority, freight and vehicles carrying multiple people. The project also would include a separated shared path for walking and cycling along the entire length. The new four-lane corridor will be an extension of the Tauranga Northern Link, responding to regional growth that now extended to Omokoroa.

An interchange overbridge with ramps in each direction will be built at the intersection with Omokoroa Road. Other overbridges will take local traffic over the highway helping improve safety. The recent Katikati SH2 Trial did not achieve the expected outcome and there were no further trials to be carried out in Katikati.

NZTA were working with Council on options for a future bypass, but this had not been included in the recent Government Roading announcement.

The Estimated Journey Times (EJT) programme running since December 2018 was being used more widely by drivers who were making decisions on routes to use depending on the notified EJT. The State Highway 2 to Omokoroa safety improvements were progressing with the scope of work and sequencing of construction order considering crash history, complexity and planned or significant maintenance along the highway. The approximate safety improvement to 40km of the highway was split into 10 working sections with each section expected to take between 12-18 months to complete with the whole project expected to be completed in 2023.

It was noted that there were 10 bridges along the State Highway 2 route and there was no funding available to widen any of the bridges.

Katikati Taiao The Chairperson of Katikati Taiao Jenny Hobbs outlined the background of the Hearts and Minds of Katikati research project conceived by the Katikati Taiao and supported with funding from the Lotteries Commission. The research aimed to provide an understanding of the social connections in Katikati showing how various communities in Katikati live and work together.

Jenny Hobbs introduced Tessa McKenzie, the lead researcher in the project who explained the main ‘five limbs’ of the research being:  Mana Whenua  Youth Well-being  Intercultural Connections  Connections to Taiao – the Natural Environment  Service to Community

Page 52 Katikati Community Board Meeting Minutes 12 February 2020

In conclusion it was reiterated that there were many organisations in Katikati such as the Community Centre, Katch Katikati, Service and Fatih groups, Katikati Taiao and Uretara Estuary Manager who had the capacity to support and facilitate community-led developments.

Ms Hobbs acknowledge the work of researchers and committee members of Katikati Taiao Tiki Bluegum, Paul O’Neil, Mike Williams, Kaye Robinson, Ian House and Kate Loman-Smith.

The Chairperson thanked members of the Katikati Taiao for their in-depth presentation.

Park Road / Beach Road Reserve Development

Western Bay of Plenty District Council staff - Caroline Lim (Engagement Specialist) and Vanessa Davis (Landscape Architect) outlined the concept plan for the Park Road and Beach Road Reserve.

It was outlined that the upgrade for the Park Road/Beach Road Reserve had been identified within the Katikati/Waihi Beach Reserve Management Plan adopted in December 2018 to be funded in the 2019/20 financial year.

Community Engagement had been undertaken to bring the concept plan to its current stage. The Draft plan was in keeping with the following suggestions:  Maintain the area as a passive reserve  Ensure the reserve was visible and open to the public  The reserve must be easy to maintain and have a higher level of service to ensure it was always tidy  The natural beauty of the area was maintained  There were rubbish bins and park benches within the reserve  The reserve was not fenced in and had connectivity for the community  There was community ownership of the reserve

The next steps relating to the concept plan would be to send out letters to property owners directly affected by the draft plan, as well as advising key stakeholders such as the Katikati School, the Katikati Primary School, the Katikati Community Centre, the local diary owner, police and local iwi for their feed-back.

A concern was noted that it had been very frustrating that signage or speed reducing measures (installation of speed humps) had not been able to be progressed for the school area and the opening up of the reserve could encourage children and other pedestrian to cross an already very busy road. Had allowances for safe road crossing to and from the reserve been considered?

The Roading Engineer (West) advised that pedestrian safety and speed calming options had been submitted to the school and he would approach the school again for feed-back now that the new school year had settled in.

COMMITTEE RESOLUTION 2020/3 Moved: Member J Clements Seconded: Member K Sutherland That the New Zealand Transport Agency, Katikati Taiao and Park Road / Beach Road Reserve Development presentations be received.

CARRIED

Page 53 Katikati Community Board Meeting Minutes 12 February 2020

9 REPORTS

9.1 MINUTES OF MEETING NO. K1 OF THE KATIKATI COMMUNITY BOARD HELD ON 20 NOVEMBER 2019 The Board considered the minutes of K1 of the Katikati Community Board held on 20 November 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/4 Moved: Member K Sutherland Seconded: Cr J Denyer That the minutes of meeting no. K1 of the Katikati Community Board held on 20 November 2019 as circulated with the agenda be confirmed as a true and accurate record.

CARRIED

9.2 INFORMATION REPORT FROM THE ANNUAL PLAN AND LONG TERM PLAN COMMITTEE ON BOARD RECOMMENDATIONS - FEBRUARY 2020 The Board considered a report from the Senior Governance Advisor dated 3 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/5 Moved: Member N Harray Seconded: Member J Clements That the report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board recommendations – February 2020 be received.

CARRIED

9.3 ADOPTION OF KATIKATI COMMUNITY BOARD STANDING ORDERS 2020 The Board considered a report from the Governance Advisor dated 3 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/6 Moved: Member J Clements Seconded: Member K Sutherland 1. That the Katikati Community Board receives the Adoption of Katikati Community Board Standing Orders 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Katikati Community Board, by a vote in support of not less than 75% of members present, adopts the

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Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments: (a) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7: ‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’. (b) Include Standing Order 19.3 as follows: Chairperson has a casting vote ‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’ (c) Include Standing Order 22 Option C (informal) as the default option for speaking and moving motions and amendments. (d) Add to Standing Order 15 – Public Forums ‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’ (e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections. CARRIED

9.4 COMMUNITY BOARD MEMBERS' CODE OF CONDUCT 2020 The Board considered a report from Governance Advisor dated 3 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/7 Moved: Member N Harray Seconded: Member J Clements 1. That the Katikati Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That the Katikati Community Board: a) adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2. b) That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction .CARRIED

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9.5 CHAIRPERSONS REPORT - FEBRUARY 2020

The Board considered a report from the Chairperson as circulated.

COMMITTEE RESOLUTION 2020/8 Moved: Cr C Humphreys Seconded: Member N Harray That the Chairperson’s Report to the Katikati Community Board for February 2020 be received.

CARRIED Katikati Town Centre Plan At the last Katikati Community Board Meeting, the Board asked if a proposed future Katikati Town Centre Plan review could be combined with a review of the Katikati Community Development Plan.

The Board was advised on 28 November 2019 following discussion with the Chief Executive, they could proceed with a combined Katikati Town Centre and Community Development review.

The Board sought clarification of the level of funding that would be available with the combination of both plans. The Community Board would seek expressions of interest from various parties to provide a brief on whether they were interested in being contracted as the project manager for the Katikati Community Development Plan before making any specific appointments.

The Strategic Property Manager would meet with the Community Board Members at their workshop to be held on Friday 28 February 2020 to discuss funding options for future development plans.

Appointment of Community Board Member to the Katikati Community Emergency Response Team The Board was advised that member Clements had already attended a meeting of the Katikati Emergency Response Team and rather than take a formal approach, would attend as and when available. The Board had always felt that that they had an open and transparent relationship with the Emergency Response Team and wished to see that continued.

Petition for the extension of the No Parking Zone on Park Road Katikati A petition has been received from Mr Jack Ripley requesting an Extension of the No Parking Zone at the end of Park Road Katikati. The petition was signed 24 co-signees.

Staff had advised that the Traffic and Parking Enforcement Bylaw was reviewed in 2019. Mr Ripley made a submission on this matter and Council declined the request to install yellow ‘no parking’ lines for the following reason:

”Parking over driveways is already illegal and can be monitored using the road code. Parking demand is likely driven by the playcentre and Summerset Village, which are in the immediate vicinity. Park Road is sufficiently wide to accommodate parking of vehicle on both sides of the road, with the berm providing additional parking space.” Cars were parking along the roadway too close to driveway entrances and prohibiting sight lines for car existing driveways in a safe manner.

The Chairperson advised “that the previous Council reasoning appeared to be inaccurate as the road is not wide enough to safely accommodate traffic as well as parking on both sides. The situation had occurred due to the poor planning in regards to the development approvals for Somerset Retirement Village. What appears to be unanimous support from the affected residents and ratepayers for further yellow lines should be considered seriously by Council and as Chair of the Community Board, he and members of the Board supported the residents views.”

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The Roading Engineer (West) advised that he would undertake a site visit and consider other options that may alleviate the parking concerns at this location.

Reimbursement of Expenses for Meet and Greet Function On 13 December 2019 the Katikati Community hosted a meet and greet function. The costs of refreshments were met by Member Clements and approval of reimbursement of those costs is sought.

COMMITTEE RESOLUTION 2020/9 Moved: Member K Sutherland Seconded: Member N Harray That the reimbursement of funds to the value of $392.32 for costs of refreshments served at the Katikati Community Board meet and greet function held on 13 December 2019 be made to Member John Clements from the Board’s Contingency Account.. CARRIED Appointment of Community Board Member to the Katikati Community Emergency Response Team At the last Community Board meeting, the Board did not appoint a member to the Katikati Community Emergency Response Team. The Board may choose to make an appointment to this group at the February meeting.

The Board was advised that Board Member Clements had attended a recent meeting of the Katikati Community Response Team and was happy to attend future meeting to ensure close liaise with the community response group and the Board was maintained.

The Renaming of Highfield’s Detention Pond A submission was been received from Jim Davison requesting that consideration be given to changing the name of the Highfield’s Detention Pond.

The Deputy Chief Executive advised that the trial of raising the water level in the Highfields Detention Pond had commenced. The trial would take up to 12 to 18 months and the outcome would determine the future of the detention pond. Until the outcome of the trial was known it was premature to consider changing the name of the detention pond.

The Board noted that was a topic that could be added to the forthcoming Community Development Plan.

Freedom Camping Concerns at Tuapiro Point Concerns relating to the number of freedom campers at Tuapiro Point had been received.

The Western Bay of Plenty District Council Compliance Manager advised that additional freedom camping monitoring for Tuapiro Point and other popular freedom camping locations was secured by funding from Central Government for the peak 2019-20 holiday period. This monitoring was undertaken twice a day- late in the evenings and early mornings to identify vehicles preparing to camp overnight and campers that may have stayed overnight. Overnight campers only must be in the marked freedom camping area and be in self-contained vehicles.

Parking during the day was not restricted, motorhomes and campers can park and use reserves in the same manner as other users during the day.

The seasonal monitoring had been undertaken daily from 20 December and finished on 9 February, when this changed to weekend only monitoring through to Easter. Any complaints over the peak period and throughout the year were responded to 24/7 through Councils call centre. The Board

Page 57 Katikati Community Board Meeting Minutes 12 February 2020 was advised if there were any concerns relating to camping in the area a complaint should be made directly to Council so that contractors could respond.

The Board Chairperson clarified that the concerns were around monitoring rather than seeking a review of the bylaw.

Future Vision for Digital Learning Hub at the Katikati Library and Service Centre A presentation would be made to the next Katikati Community Board Meeting relating to the development of a digital learning hub at the Katikati Library and Service Centre.

Road Signage for School Zone The Board would like an update relating to road signage in the vicinity of the school zone along Beach Road/ Park Road in Katikati.

The Roading Engineer (West) advised that he would be talking to the local schools in regard to formalising options for pedestrian safety and speed in the immediate area.

NZTA Announcement The Chairperson noted that the recent Government announcement of funding for Western Bay of Plenty District roading projects and the Tauranga Northern Link had left Katikati out in the cold as far as a future bypass was concerned. It was suggested that a Bypass Project Team as per previous years be re-established to continue the fight with NZTA, Council and Central Government. Given that congestion would only increase dramatically at this end of the district and the fact that the proposed Katikati Community Development Plan would revolve around a more accessible, socially friendly and safer designed central town zone, it was essential this happened.

9.6 COUNCILLOR'S REPORT The Board considered a verbal report from Councillors Denyer and Humphreys.

Councillor Denyer reported that the interim Urban Forum Transport Initiative (UFTI) report released in December 2019 did not feature Katikati in any urban growth transport scenarios for Katikati and this was also the expectation for the final report to be released in April 2020.

Councillor Denyer advised that invitations to the first Katikati/Waihi Beach Ward Forum meeting to be held on 19 March 2020 from 7.00 to 9.00pm at The Centre Pātuki Manawa had been sent out.

Councillor Humphreys advised that Annual Plan workshops were underway at Council. Council would adopt the draft Annual Plan on 25 February 2020. Submissions to the Annual Plan needed to be received by 4 May 2020. The Chairperson advised that specific workshops formalizing submissions from the Katikati Community Board to the Annual Plan process would be held.

Councillor Humphreys noted that following the presentation from Katikati Taiao it was good to know that there were many reference groups that could be included in the input for a proposed Community Development Plan.

COMMITTEE RESOLUTION 2020/10 Moved: Member J Clements Seconded: Member N Harray That the Councillor’s Report to the Katikati Community Board for February 2020 be received.

CARRIED

Page 58 Katikati Community Board Meeting Minutes 12 February 2020

9.7 KATIKATI COMMUNITY BOARD - ANZAC DAY COMMEMORATION 2020

The Board considered a report from the Senior Governance Advisor dated 12 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/11 Moved: Cr J Denyer Seconded: Member K Sutherland 1. That the report from the Senior Governance Advisor dated 12 February 2020, titled Anzac Day Commemoration 2020 be received. 2. That the Katikati Community Board provide a wreath for the ANZAC Day Service, to be paid from the Katikati Community Board Contingency Account (up to the value of $200). 3. That Chairperson Ben Warren represent Katikati Community Board at the ANZAC Day Service at Katikati on 25 April 2020.

CARRIED

9.8 INFRASTRUCTURE SERVICES REPORT KATIKATI - FEBRUARY 2020 The Board considered a report from the Deputy Chief Executive dated 22 January 2020 as circulated.

COMMITTEE RESOLUTION 2020/12 Moved: Cr C Humphreys Seconded: Member N Harray That the Deputy Chief Executive’s Report, dated 22 January 2020 and titled Infrastructure Services Report Katikati February 2020 be received.

CARRIED Water Quality of Uretara Stream It was advised that the water quality of the Uretara Stream had dropped. As a result of the long dry summer season the water follow had been reduced. The Board was advised that any concerns relating to the stream should be directed to the Bay of Plenty Regional Council.

Uretara Stream/Yeoman Walkway Erosion The Board was advised that the Resource Consent for remediation to the Bird Walk erosion had been received from the Bay of Plenty Regional Council.

Katikati Bypass Investigation The Deputy Chief Executive advised the Board that Council staff were working with New Zealand Transport Agency representative in regard to options for the possible construction of a (local road) bypass for Katikati. This was not a simple process, with considerations to be given to the scope of a proposal being worked through. It was expected that an update report would be available in April 2020.

It was recognized that the heavy traffic through Katikati would continue, and the ultimate goal of a bypass would be to make the route through town less attractive to heavy and passing through traffic, thereby encouraging that traffic to use a bypass route.

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The Deputy Chief Executive advised that he would arrange for a communication statement relating to discussion with the New Zealand Transport Agency to confirm the possibility and viability of constructing a Katikati Bypass as a Council Road to be circulated to the local press and Board Members.

9.9 FINANCIAL REPORT KATIKATI – DECEMBER 2019 The Board considered a report from the Management Accountant dated 12 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/13 Moved: Member K Sutherland Seconded: Member N Harray That the Management Accountant’s report dated 12 February 2020 and titled “Financial Report Katikati – December 2019” be received.

CARRIED

9.10 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the months of February, March and April 2020.

The Board was advised that workshop scheduled to be held on 28 February would start at 4.00pm.

COMMITTEE RESOLUTION 2020/14 Moved: Member N Harray Seconded: Member J Clements That the Schedule of Meetings for February, March and April 2020 be received.

CARRIED

The Meeting closed at 9.26pm

The minutes of this meeting were confirmed at the Katikati Community Board held on 10 June 2020.

BEN WARREN CHAIRPERSON KATIKATI COMMUNITY BOARD

10 June 2020

Page 60 Council Meeting Agenda 2 July 2020

8.5 MINUTES OF THE TE PUKE COMMUNITY BOARD MEETING HELD ON 13 FEBRUARY 2020 File Number: A3769827 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Te Puke Community Board Meeting held on 13 February 2020 be received.

ATTACHMENTS 1. Minutes of the Te Puke Community Board Meeting held on 13 February 2020

Item 8.5 Page 61 Te Puke Community Board Meeting Minutes 13 February 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL TE PUKE COMMUNITY BOARD MEETING HELD AT THE TE PUKE LIBRARY AND SERVICE CENTRE ON THURSDAY, 13 FEBRUARY 2020 AT 7:00PM

1 PRESENT

Members R Crawford (Chairperson), T Rolleston (Deputy Chairperson), K Ellis and D Snell, and Councillors G Dally and M Lints

2 IN ATTENDANCE

K Perumal (Group Manager Finance and Technology Services), T Ruru (Governance Advisor) and A Alty (Senior Governance Advisor), 18 members of the public and one member of the press.

3 APOLOGIES

Nil

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)

 Community Board Member Rolleston declared an interest in an item in the Chairperson’s Report relating to the installation of CCTV units for traffic monitoring.

 Chairperson Crawford and Councillors Dally and Lints all declared an interest in an item in the Chairperson’s Report relating to the Te Ara Kahikatea Pathway.

 Councillor Lints and Member Snell declared an interest in a discussion in the public forum relating to the Te Puke Centre.

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 Te Puke Community Board. Attending members of the public were invited to take part in the public forum.

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COMMITTEE RESOLUTION 2020/1 Moved: Member K Ellis Seconded: Member T Rolleston That the meeting adjourn for the purpose of holding a public forum. CARRIED Te Manawa Te Puke Centre Karen Summerhayes representing The Te Puke Centre extended congratulations to the Board on the success of their election, noting that it was great to see such a vibrant group of people as leaders in the Te Puke community.

Ms Summerhayes outlined the progress of the Te Puke Centre since opening in October 2019. The Te Puke Centre Charitable Trust was the sole shareholder of the subsidiary company, the Te Puke Centre Limited which now operated as the NZ Postal and Payment services. The Centre was very much a focal point of the community. The goal was to be fiscally sustainable in three years.

Funding for refurbishment of the premises and centre activation (for staffing in an interim period) was currently being canvassed for by way of a donation campaign. The group would make a submission to the Annual Plan process, seeking a funding contribution by way of a grant

The Chairperson thanked Ms Summerhayes for her address to the Board and advised that he would be in touch to advise a workshop date for the Board to meet with members of the Te Puke Centre.

Request for Reduction of Speed Limit on No.3 Road Tui Atkinson spoke to the Board on behalf of a residents on No.3 Road requesting a reduction in the current speed limit from 70 kmph to 50kmph. It was requested that the change in speed limit commence from the Jellicoe Street intersection and continue along No.3 Road to property no. 106. The reasons for the speed reduction requested were:  Safety of motorist particularly exiting McLoughlin Drive into traffic on No.3 Road often travelling in excess of 70kmph.  Exiting McLoughlin Drive at intersection on No.3 Road was close to a blind corner.  Road-side parking was at maximum use but users of the Centennial/Te Puke Sports fields, users of the Orchard Church facility and the Sikh temple as well as an increasing number of private driveways.  Carparking often blocked visibility for vehicles exiting Centennial Park  The expanding residential area in the immediate vicinity of McLoughlin Drive contributed to the urgent need for a reduction in speed along the roadway.

Ms Atkinson tabled a letter signed by 29 people requesting an urgent reduction in the No.3 Road speed limit.

Councillor Dally advised that during the 2016/2019 triennium, the previous Community Board had put forward submissions requesting a reduction in the speed limit along this and other Te Puke roads. The Community Board found that the delay to any speed limit changes, put on hold pending results from the NZTA national speed limit review to be extremely frustrating.

The Chairperson thanked Ms Atkinson for her address to the Board.

Speed Limit Change on No.2 Road and Extension to Footpath Karen Hooper and Jill Heaney addressed the Board with a request to extend the current 50 kmph speed limit along No.2 Road to approximately 100 metres past the Dudley Vercoe Drive intersection. The reason for extending the 50kmph speed zone were:  A new housing development in the Tynan Street area was underway  An increase in heavy vehicles and trucks travelling along No.2 Road caused homes to shake  There was an increase in young families and children in the area

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 A walking school bus for young children was now in place to try and ensure children did not walk to school on their own next to the busy roadway.  There was an increase in vehicles using the No.2 Road Dudley Vercoe Drive intersection  There was an increase in walkers and cyclist in the area  The primary reason for the request to the extension of the 50kmph speed zone on No.2 Road was for safety.

An extension to the footpath from No.2 Road around the corner and into Dudley Vercoe Drive was urgently needed. The current footpath ended two houses before the Dudley Vercoe Drive. The Tynan Street housing development now connected with Dudley Vercoe Drive.

Karen Hooper and Jill Heaney tabled a letter co-signed by six other signatories and Councillor Lints advised that she had received in excess of 25 emails from the period of 7 February up to the morning of 13 February 2020 in support of the extension of the 50kmph speed zone along No.2 Road and the extension of the footpath.

The Chairperson thanked Karen and Jill for their address.

The attending Group Manager advised that he would refer the requests for changes to speed zones to the Deputy Chief Executive. The Group Manager was aware that other Community Boards had expressed frustration in the time it was taking to implement any speed zone change/requests and asked if a stand-alone Council initiative for speed zone changes could be instigated.

Leaia Pelesala (JP) – Nesian Pride Leaia Pelesala from Te Puke Intermediate School and leader of the Pasifika group at the school and in the community spoke to the meeting. Mr Pelesala advised the Board that a combined group of Pasifika students from the Te Puke Intermediate School and Te Puke High School had been invited to perform at the ASB Polyfest in Auckland in March 2020.

‘This was a great honour for the students, their whanau and the Te Puke School community and the overall Te Puke Pasifika community.’ It was outlined that:  The festival was the largest Maori & Pacific Islands festival in the world  Traditional dance, music and speeches were featured  Participation by the Te Puke Pasifika students would instil pride in Pasifika culture and heritage

The ‘Nesian Pride Pasifika Group were fund raising for costs incurred the festival, that included uniforms (group T Shirts), transport, food and accommodation.

Leaia Pelesala thanked the Board for the opportunity to address them at their Community Board Meeting.

Friends of Te Puke Memorial Pool Inc. Peter Miller thanked the Board for the opportunity to update the Board on the work of the (now named) Friends of the Te Puke Memorial Pool that was formed after a group of interested people spoke at a Te Puke Community Board Forum held in July 2019. The Friends of the Te Memorial Pool saw their role to provide strategic direction and leadership to ensure that the Te Puke Community had an efficient, heated and safe public swimming pool that was open on a daily basis between Labour Weekend and Easter of each year for the benefit of the wider Te Puke community.

The Chairperson introduced Jo Page the Secretary of the group who read the achievements the group hoped to have in place by 2022, the Terms of Reference, Membership and meeting frequency of the group.

The Chairperson thanked Peter Miller and Jo for their update and advised that the Board looked forward to meeting with the friends of the Te Puke Memorial Pool at a Board workshop in the future.

Page 64 Te Puke Community Board Meeting Minutes 13 February 2020

COMMITTEE RESOLUTION 2020/2 Moved: Member K Ellis Seconded: Member T Rolleston That the meeting be re-convened in formal session at 7.38pm. CARRIED

8 REPORTS

8.1 MINUTES OF MEETING NO.TP1 OF THE TE PUKE COMMUNITY BOARD HELD ON 14 NOVEMBER 2019

The Board considered the minutes no. TP1 of the Te Puke Community Board for the meeting held on 14 November 2020 as circulated.

COMMITTEE RESOLUTION 2020/3 Moved: Member K Ellis Seconded: Member D Snell That the minutes of meeting no. TP1 of the Te Puke Community Board held on 14 November 2019 as circulated with the agenda, be confirmed as a true and accurate record.

CARRIED

8.2 INFORMATION REPORT FROM THE ANNUAL PLAN AND LONG TERM PLAN COMMITTEE ON BOARD RECOMMENDATIONS - FEBRUARY 2020 The Board considered a report from the Senior Governance Advisor dated 3 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/4 Moved: Member K Ellis Seconded: Member T Rolleston That the report from the Senior Governance Advisor dated 3 February 2020 titled Decision Report from the Annual Plan and Long Term Plan Committee on Board recommendations – February 2020 be received.

CARRIED

8.3 ADOPTION OF TE PUKE COMMUNITY BOARD STANDING ORDERS 2020 The Board considered a report from the Governance Advisor dated 3 February 2020 as circulated.

Page 65 Te Puke Community Board Meeting Minutes 13 February 2020

COMMITTEE RESOLUTION 2020/5 Moved: Member T Rolleston Seconded: Member D Snell 1. That the Te Puke Community Board receives the Adoption of Te Puke Community Board Standing Orders 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy. 3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Te Puke Community Board, by a vote in support of not less than 75% of members present, adopts the Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments: (a) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7: ‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’. (b) Include Standing Order 19.3 as follows: Chairperson has a casting vote ‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’ (c) Include Standing Order 22 Option C (informal) as the default option for speaking and moving motions and amendments. (d) Add to Standing Order 15 – Public Forums ‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’ (e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections. CARRIED

8.4 COMMUNITY BOARD MEMBERS' CODE OF CONDUCT 2020 The Board considered a report from Governance Advisor dated 3 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/6 Moved: Member K Ellis Seconded: Member R Crawford 1. That the Te Puke Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020. 2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy.

Page 66 Te Puke Community Board Meeting Minutes 13 February 2020

3. That the Te Puke Community Board: a) adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2. b) That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction.

CARRIED

8.5 CHAIRPERSON’S REPORT – FEBRUARY 2020 The Board considered a report from the Chairperson as circulated.

COMMITTEE RESOLUTION 2020/7 Moved: Cr M Lints Seconded: Member D Snell That the Chairperson’s report to the Te Puke Community Board for February 2020 be received. CARRIED Jellicoe Street Rubbish Tin Refurbishment The 18 main street rubbish bins were being refurbished with the Te Puke MenzShed striping them back and putting primer on them four at a time. The first four bins were picked up 11th February and reinstalled the same day. Another four bins would be removed for the same process until all bins had been refurbished.

Te Ara Kahikatea Pathway Declaration of Interest As members of the Te Ara Kahikatea Pathway Committee Councillors Dally and Lints took no part in discussions on the following item. Chairperson Crawford also declared an interest in the item.

Due to the railway bridge construction and Waiari water pipe installation the Te Ara Kahikatea pathway had been partly closed off and bridge work was not expected to be completed until April / May 2020. This was well over the projected time advised and had upset a lot of our community who use the track.

The Board was advised that the local community was keeping up with the maintenance of the track and were waiting for the maintenance contract to be finalised.

The Reserves and Facilities Officer (East) will be requested to provide an update on the progress of the maintenance contract for the Te Ara Kahikatea Walkway.

Jellicoe Heritage Walkway The Roading Engineer (East) had advised that there have been 3 test samples trialled on walkway and it was now a matter of choosing which one was the best option to remedy the problem of the slippery surface.

Community feed-back on the trial was requested through the Te Puke Times edition published on 6 February 2020.

Roading and Parks The Te Puke Community Board met with Western bay Roading Engineer (East) on 23rd February 2020 for a walk-through town identifying roading programme ideas. This was productive and

Page 67 Te Puke Community Board Meeting Minutes 13 February 2020 provided the Board with a focus for the future. The Board had identified the difference between what was CCR (Customer Care Request), maintenance items and capital works items. The Roading Engineer (East) had created a list of proposed works.

Safer Communities – Crime Prevention Declaration of Interest As an approved provider of CCTV systems to Council, Community Board Member Rolleston, declared an interest in the following item and took no part in the discussion or voting thereon.

There had been an increase in criminal activity in our community especially amongst the gangs. Over recent weeks there had been major police operations involving 2 rival gangs which had threatened our community. There had also been incidents of criminal activity and social misbehaviour in some of our public parks which had some of our surrounding communities feeling very concerned.

The Board was advised that Council’s Policy Committee’s work programme currently included the development of a CCTV policy, which recognised the need for clear ownership and operational models across the District. A discussion paper was due to be presented to Council detailing Council’s existing CCTV infrastructure, legislative context etc, and would seek direction on creating a policy to manage Council’s future CCTV infrastructure. It should be noted that due to the number of projects on the work programme, the Policy Committee may choose to delay the development of a CCTV policy, therefore Council cannot commit to any timeframe at this point.

Traffic Monitoring Declaration of Interest As an approved provider of CCTV systems to Council, Community Board Member Rolleston, declared an interest in the following item and took no part in the discussion or voting thereon.

With the instalment of extra CCTV cameras (1 Automatic Number Plate Recognition (ANPR) camera and 1 CCTV camera) at No.3 road roundabout and (1 Automatic Number Plate Recognition (ANPR) camera and 1 CCTV camera) to be installed at No1 road) there is the ability to monitor what comes in and out of town with valuable information for the police and council. The four cameras will support the traffic monitoring required under the review of the main street upgrade and assist future planning.

COMMITTEE RESOLUTION 2020/8 Moved: Member K Ellis Seconded: Member D Snell That the Te Puke Community Board approve the installation of two ANPR (Automatic Number Plate Recognition) and two CCTV cameras near the intersections of No.1 Rd and Te Puke Highway and No.3 Rd and Te Puke Highway funded from the Te Puke Community Board Roading budget estimated at $20,000. CARRIED

Page 68 Te Puke Community Board Meeting Minutes 13 February 2020

Purchase of ‘Tear-Drop’ Banner The Board undertook an opportunity to purchase a Western Bay tear-drop flag with a ground stake and spindle. The Board will use the flying banner to signal the presence of Te Puke Community Board members at future community events.

COMMITTEE RESOLUTION 2020/9 Moved: Cr M Lints Seconded: Member T Rolleston That the Te Puke Community Board approve the purchase of a Western Bay logo tear-drop banner at a cost of $316.25 funded from the Te Puke Community Board Contingency Account. CARRIED

8.6 COUNCILLOR'S REPORT The Board considered a verbal report from Councillors Dally and Lints.

COMMITTEE RESOLUTION 2020/10 Moved: Member T Rolleston Seconded: Member D Snell That the Councillor’s Report to the Te Puke Community Board for February 2020 be received.

CARRIED Councillor Dally advised the Board that Annual Plan Workshops had been held with the Draft Annual Plan being adopted on 25 February 2020. Submission to the Annual Plan needed to be received by 4 May 2020.

Councillor Lints report that a number of Policy Committee workshops had been held and the work programme for the Policy Committee had been advised.

Fairhaven Park Over the last couple of months residents in the vicinity of Fairhaven Park had complained about anti- social behaviours in the park. A meeting with the Reserves and Facilities Manager had been arranged to reinstate and secure two bollards, remove the graffiti from the BBQ and have the trees pruned and sight lines along the driveway of the park improved.

A request for CCTV and painting a mural on the toilet block in the park would be further discussed. Councillor Lints advised that she had been talking to residents of the Te Puke Pensioner Flats and was aware of the concerns voiced by the occupants.

Water Restrictions at Te Puke Councillor Lints noted that the community needed to be clearly informed of the imposed water restrictions in the district and advised what they meant for the community at large. Council needed to ensure that clear information relating to water use and how conservation measures could be put in place was made available to all people in the community.

At this time of the year rural properties were suffering from water shortages and water tankers were running day and night to try and provide some relief for those most in need.

Page 69 Te Puke Community Board Meeting Minutes 13 February 2020

Te Puke Emergency Response Group There had been a good response to a meeting of the Te Puke Emergency Response Group and an update of the community response plan was underway.

8.7 TE PUKE COMMUNITY BOARD - ANZAC DAY COMMEMORATION 2020 The Board considered a report from the Senior Governance Advisor dated 12 February 2020 as circulated.

COMMITTEE RESOLUTION 2020/11 Moved: Member D Snell Seconded: Member K Ellis 1. That the report from the Senior Governance Advisor dated 12 February 2020, titled Anzac Day Commemoration 2020 be received. 2. That the Te Puke Community Board provide a wreath for the ANZAC Day Service, to be paid from the Te Puke Community Board Contingency Account (up to the value of $200). 3. That the Chairperson Richard Crawford and all Te Puke Community Board members represent Te Puke Community Board at the ANZAC Day Service at Te Puke on 25 April 2020.

CARRIED

8.8 APPOINTMENT OF TE PUKE COMMUNITY BOARD MEMBERS ON OUTSIDE BODIES The Board considered a report from the Senior Governance Advisor dated 8 November 2019 as circulated.

RECOMMENDATION 1. That the report from the Senior Governance Advisor dated 8 November 2019 and titled “Appointment of Te Puke Community Board Members on Outside Bodies” be received. 2. That Te Puke Community Board members be appointed to outside bodies as follows: Te Puke Anzac Day Memorial Service Committee Member Kassie Ellis Coalition of Learning (COL-MOE) Member Dale Snell Co-Lab – Community Cohesion & Connections Member Kassie Ellis Co-Lab Housing Chair Richard Crawford Creative Te Puke Member Kassie Ellis Dr Leonard Randall Memorial Scholarship Trust Chair Richard Crawford EPIC Te Puke Member Tupaea Rolleston Friends of the Te Puke Memorial Pool Councillor Grant Dally - Member Kassie Ellis Te Ara Kahikatea Pathway Councillor Grant Dally – Chair Richard Crawford Te Puke Community Hub Member Tupaea Rolleston Te Puke Economic Development Group (TPEDG) Chair Richard Crawford Te Puke Emergency Response Group Chair Richard Crawford Te Puke War Memorial Hall Committee Member Dale Snell

Page 70 Te Puke Community Board Meeting Minutes 13 February 2020

Western Bay of Plenty Safer Communities Forum Member Tupaea Rolleston

8.9 INFRASTRUCTURE SERVICES REPORT TE PUKE FEBRUARY 2020 The Board considered a report from the Deputy Chief Executive’s Report dated 21 January 2020 and titled “Infrastructure Services report Te Puke February 2020” as circulated.

COMMITTEE RESOLUTION 2020/12 Moved: Member T Rolleston Seconded: Cr M Lints That the Deputy Chief Executive’s Report, dated 21 January 2020 and titled Infrastructure Services report Te Puke February 2020 be received. CARRIED Refurbishment of Main Street Rubbish Bins Clarification of the payment of the costs to the local artist undertaking the artwork of the refurbished rubbish bins along Jellicoe Street was requested.

The Board was advised that at the Board Meeting held on 8 August 2019 (TP22) the Roading Engineer (East) advised that the refurbishment cost of the rubbish bins would be minimal and would be paid from the Te Puke Community Roading Account. The Board requested that the artist who had undertaken artwork on the refurbished bins be reimbursed for work undertaken to-date

Street Lighting - Washer Road New Footpath The Board asked if there were any plans to have street lighting installed along the new Washer Road Footpath route. The pathway was very dark and used by orchard workers who walked the route to and from work in early morning or late at night.

Te Puke Memorial Swimming Pool The Board was advised that a full report with costings on the flood damage at the Te Puke Memorial Swimming Pool after a heavy rain event in December 201would be included in the next Infrastructure Services Report.

The Board would like to see an investigation of the viability having of flood sensors installed at the pool.

8.10 FINANCIAL REPORT TE PUKE – DECEMBER 2019 The Board considered a report from Management Accountant’s dated 13 February 2020 and titled “Financial Report Te Puke – December 2019” as circulated.

COMMITTEE RESOLUTION 2020/13 Moved: Member T Rolleston Seconded: Cr M Lints That the Management Accountant’s report dated 13 February 2020 and titled “Financial Report Te Puke – December 2019” be received.

Page 71 Te Puke Community Board Meeting Minutes 13 February 2020

CARRIED

8.11 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the month of February, March and April 2020 as circulated.

Grant Dally why only seven meetings per year.

COMMITTEE RESOLUTION 2020/14 Moved: Member R Crawford Seconded: Cr M Lints That the Schedule of Meetings for February, March and April 2020 be received.

CARRIED

The Meeting closed at 8.43pm.

The minutes of this meeting were confirmed at the Te Puke Community Board held on 18 June 2020.

RICHARD CRAWFORD CHAIRPERSON TE PUKE COMMUNITY BOARD

18 June 2020

Page 72 Council Meeting Agenda 2 July 2020

8.6 MINUTES OF THE WAIHI BEACH COMMUNITY BOARD MEETING HELD ON 8 JUNE 2020 File Number: A3771689 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020 be received.

ATTACHMENTS 1. Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020

Item 8.6 Page 73 Waihi Beach Community Board Meeting Minutes 8 June 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL WAIHI BEACH COMMUNITY BOARD MEETING HELD AT THE WAIHI BEACH COMMUNITY CENTRE ON MONDAY, 8 JUNE 2020 AT 6:30PM

1 PRESENT

Member R Goudie, Member M Roberts, Member B Hulme, Member D Ryan, Cr J Denyer and Cr A Henry

2 IN ATTENDANCE

M Taris (Chief Executive Officer), J Pedersen (Group Manager People and Customer Services), S Parker (Reserves and Facilities Projects and Assets Manager), V Davis (Landscape Architect), C Lim (Engagement Specialist), A Hall (Roading Engineer West), D Pearce (Community Manager), P Marshall (Executive Assistant People and Customer Services), 14 members of the public and others as named in the minutes

3 APOLOGIES

Nil

4 CONSIDERATION OF LATE ITEMS

The Chairperson requested that the Board consider the late item titled ‘Waihi Beach Community Board Grant Applications – June 2020’. The Chairperson also requested that the Board move the order of business, where the ‘Waihi Beach Community Board Grant Applications be addressed before the finance report.

COMMITTEE RESOLUTION 2020/21 Moved: Member R Goudie Seconded: Cr J Denyer That the following items be included in the agenda: 9.4 Waihi Beach Community Board Grant Applications - June 2020 CARRIED

COMMITTEE RESOLUTION 2020/22 Moved: Member D Ryan Seconded: Member M Roberts That the order of business is changed and the late item titled ‘Waihi Beach Community Board Grant Applications – June 2020’ is addressed before agenda item 9.6 titled ‘Financial Report Waihi Beach – April 2020’ CARRIED

Page 74 Waihi Beach Community Board Meeting Minutes 8 June 2020

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). Community Board member Marilyn Roberts declared a conflict in interest with regard to any discussions around historical panel. Community Board Member M Roberts is a member of the Waihi Beach Historical Society.

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 Waihi Beach Community Board. Attending members of the public were invited to take part in the public forum.

PUBLIC FORUM ADJOURN MEETING

COMMITTEE RESOLUTION 2020/23 Moved: Cr A Henry Seconded: Member M Roberts That the meeting adjourn for the purpose of holding a public forum. CARRIED

Allan Sole - Live Well Waihi Beach Proposal Allan Sole provided a verbal updated discussing the ‘Live Well Waihi Beach’ proposal:  The ‘Live Well Waihi Beach’ proposal objectives are largely great although he addressed concerns around the monetary costs required to complete the project and questioned the value this project would add to the community.  A comparison was made between the Live Well Waihi Beach project outcomes versus the CCTV project’s outcomes.  Mr Sole questioned the value this proposal adds to the community.  Council staff advised that Council is currently reviewing their CCTV policy as part of Councils Long Term Plan process.  Community Board Members advised it’s difficult to compare the two different projects.

Ruth Parsons - Broadlands Block Development Ruth Parsons read a report providing an update on Broadland Block restoration – this report is available on request. Ruth asked that:  Waihi Beach Community Board provide an updated financial report regarding the Broadlands Block project.

Page 75 Waihi Beach Community Board Meeting Minutes 8 June 2020

 The Board advised that approximately $15,000 - $20,000 is allocated for the continued work on Broadlands Block and advised that additional funding will be available through the Annual Plan process.  Ruth Parsons requested an overall summary of how finances have been spent regarding Broadland Block’s and the status of the project.

Teresa Qualtrough - Events and Promotions Teresa provided a presentation updating the Waihi Beach Community Board on Events and Promotions (this presentation is available on request):  Outlined their vision, goals, strategies and four key messages. Four key messages: Reunite at Waihi Beach (now), Cosy Vibes at Waihi Beach (winter), It’s About Time (spring/summer), Village Life (all the time).  The website redesign and quarterly ‘It’s About Time’ publication to replace ‘The Beach Book’. Content will consist of authentic advertising, positive local editorials, showcasing local produce, tide charts and so forth.  Their focus is to work on the winter campaign, developing a database of videos and photos, and talking with social media ambassadors.  The Board asked whether this project links in with Tourism Bay of Plenty. Teresa advised that the project hopes to feed into the Tourism Bay of Plenty website. This would be an itinerary of ‘what a day in Waihi Beach looks like’. Currently it’s challenging to find a link to tourism in Waihi Beach.  The Board asked how the quarterly newsletter will be distributed. Teresa advised that 2000 copies would be distributed locally. They are also aiming to distribute the first copy in a local magazine, reaching the wider Bay of Plenty market.

PUBLIC FORUM MEETING RECONVENED

COMMITTEE RESOLUTION 2020/24 Moved: Cr J Denyer Seconded: Member D Ryan That the meeting reconvene in formal session at 7.04pm. CARRIED

8 MINUTES FOR CONFIRMATION

8.1 MINUTES OF THE WAIHI BEACH COMMUNITY BOARD MEETING HELD ON 3 FEBRUARY 2020 The Board considered the minutes no. WB2 of the Waihi Beach Community Board Meeting held on 3 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/25 Moved: Cr A Henry Seconded: Cr J Denyer 1. That the Minutes of the Waihi Beach Community Board Meeting held on 3 February 2020 be received and the recommendations therein be adopted. CARRIED

Page 76 Waihi Beach Community Board Meeting Minutes 8 June 2020

9 REPORTS

9.1 ISLAND VIEW RESERVE - PLAYGROUND AND BBQ DRAFT CONCEPT PLAN The Board considered a report from the Reserves and Facilities Manager dated 8 June 2020 titled ‘Island View Reserve - Playground and BBQ Draft Concept Plan’ as circulated with the agenda. Council’s Engagement Specialist provided the Community Board members with a map of the island view reserve. Board member discussed the plan fits the criteria of open space policies and has positive environmental aspects. Council’s Landscape Architect advised the playground does not have fencing, it will have visual barriers such as seating. The playground location is considerate of cyclists and other pedestrians who use the pathway. Council staff acknowledge the public do not want the BBQ near the freedom camping area. Questions were raised around the possibility of water pooling in the playground. Council staff advised the area could be sculpted to prevent water retention. The Board acknowledged there are limited playgrounds targeted at children of ages 8-12 years. This space is also a family space, for all ages.

COMMITTEE RESOLUTION 2020/26 Moved: Member R Goudie Seconded: Member M Roberts A. That the Island View Reserve - Playground and BBQ Draft Concept Plan report by the Reserves & Facilities Projects and Assets Manager be accepted. And B. That the Waihi Beach Community Board recommend to the Policy Committee that approval be given to publicly consult on the draft Island View Reserve Playground and BBQ concept plan. CARRIED

9.2 WAIHI BEACH COMMUNITY PLAN STOCKTAKE The Board considered a report from the Community Manager dated 8 June 2020 titled ‘Waihi Beach Community Stocktake’ as circulated with the agenda. The Waihi Beach Community Board requested that the Community Manager attends the next Community Board workshop to discuss progress in the community.

COMMITTEE RESOLUTION 2020/27 Moved: Member B Hulme Seconded: Member M Roberts That the Community Managers report dated 22 May 2020 regarding the “Waihi Beach Community Plan Stocktake” be received.

CARRIED

Page 77 Waihi Beach Community Board Meeting Minutes 8 June 2020

COMMITTEE RESOLUTION 2020/28 Moved: Member B Hulme Seconded: Member M Roberts That the Community Manager will attend the next Waihi Beach Community Board workshop so the Board can advise of their progress. CARRIED

9.3 CHAIRPERSONS REPORT - JUNE 2020 At 7:36 pm, Member M Roberts left the meeting.

The Board considered a report from Chairperson R Goudie dated 8 June 2020 as circulated.

At 7:39 pm, Member M Roberts returned to the meeting.

Community Plan – Public Meetings  Member M Roberts discussed the need for funding to pay for additional items such as face masks.  Members questioned how this would be managed, how would payments and invoices be recorded and managed.  Council staff advised that the Board are required to plan for any expenditure in advance of a Board meeting to ensure Council receives appropriate receipts and information for reimbursement.

Interpretive Panels and Historical Trails  The Board requested to meet with Reserves and Facilities Projects and Assets Manager to view the historical panels site, Pohutukawa Park.  The Board queried whether the Events and Promotions group were interested in being a part of the discussions around the historical panels.  Events and promotions have been invited to attend the next Community Board workshop for the opportunity to provide input regarding the historical panels.

Two Mile Creek  Member A Henry requested further information updating the Community Board members of the progress of Two Mile Creek. Clarification was made that the Two Mile creek update was included in the infrastructure report.

Three Mile Creek  A Three Mile Creek report was tabled by Community Board member D Ryan following discussions with the Utilities Manager (this presentation is available on request).  A request was made for Member D Ryan to meet with Utilities manager and to review the works completed thus far.

Food Cart on Pio Shores/Bowentown area  This food cart would be a sharing produce stall where the community can place items to give away/swap for other goods, rather than selling the produce for monetary gain.  The Board will invite the Food Cart to the next meeting.

Live Well Waihi Beach Proposal  This proposal focuses on the social aspects, bringing the community together in a community space which doesn’t cut across other groups such as Events and Promotions.

Page 78 Waihi Beach Community Board Meeting Minutes 8 June 2020

 The Live Well proposal looks at the social and community space, bringing groups together through a facilitator.  Benefits would include social and cultural connections, groups coming together to discuss issues at a round table, bringing local groups together to hear voices of a wider range the community and groups.  Facilitation by external person is most desirable.  The Board need to seek approval from Council to progress this project.

Mural on Utility Building at the Reservoir  Member B Hulme would like the mural size specified and will request this information from Member M Roberts in her role in the Historical Society.

COMMITTEE RESOLUTION 2020/29 Moved: Member R Goudie Seconded: Cr J Denyer 1. That the Chairpersons report for June 2020 be received. 2. That the Waihi Beach Community Board allocate $3,000 from the Community Board Reserve Fund to enable meetings relating to the Community Plan to be held.

CARRIED

COMMITTEE RESOLUTION 2020/30 Moved: Member R Goudie Seconded: Member D Ryan That the Waihi Beach Community Board have a discussion with Council staff about the interpretive panels in the northern Pohutukawa Park and discuss the option of relocating the panels to the lower end of the Pohutukawa Park. CARRIED

COMMITTEE RESOLUTION 2020/31 Moved: Member R Goudie Seconded: Cr A Henry That the Waihi Beach Community Board develops a Live Well Waihi Beach proposal, which includes the scope of works to engage a contractor for a period of six months. The contractor will undertake the initial set up and delivery of the first six months of the ‘Live Well Waihi Beach’ programme. This is to be presented to Council for approval. CARRIED

9.4 COUNCILLOR REPORT – WAIHI BEACH COMMUNITY BOARD MEETING 8 JUNE 2020 The Board considered a report from Councillor Denyer as circulated in the agenda. Councillor Denyer highlighted:  Council is currently working on a CCTV policy.  There is a Community Resilience Fund available for post COVID-19 relief

Councillor A Henry congratulated the Waihi Beach Community Response group for their efforts in looking after the community throughout COVID-19 restrictions.

Page 79 Waihi Beach Community Board Meeting Minutes 8 June 2020

COMMITTEE RESOLUTION 2020/32 Moved: Cr J Denyer Seconded: Member R Goudie That the Councillor’s Report to the Waihi Beach Community Board for June 2020 be received CARRIED

9.5 INFRASTRUCTURE SERVICES REPORT WAIHI BEACH JUNE 2020 The Board considered a report from the Deputy Chief Executive dated 8 June 2020 as circulated.

Village Area Refurbishment  Roading Engineer West has made contact with the contractor who indicated that their commitment to this project is still valid. However, the project will not be able to commence until the night temperatures have increased somewhat. These works can only be undertaken after shops have closed so as to minimise disruption to the neighbouring business. The sealant will not set adequately in these cold temperatures.  The quote excludes rubbish bin refurbishments.  The Board agreed to continue with the footpath rejuvenation but to put the replacement of the rubbish bins on hold until the wider branding has been decided on.  Roading Engineer West will attend the next Waihi Beach Community Board workshop to present options and costings of the rubbish bin replacement or refurbishment.

Two x Pedestrian Refuge on Seaforth Road, Waihi Beach  Roading Engineer West advised that it was resolved last year to install two pedestrian refuges on Seaforth Road – One adjacent to the “Yellow Dairy at the Emerton Road Roundabout and the other adjacent to the Seaforth Road recreational reserve. The pedestrian Refuges at the recreational reserve site will be at the expense of a number of car parking bays and space and parallel parking spaces.  There will be no loss of carparks in front of the yellow dairy. Carparks to be removed are at the end of the reserve crossing site only.  Roading Engineer West will send a detailed report advising the Community Board members of the changes previously agreed in on regarding the parking spaces.

COMMITTEE RESOLUTION 2020/33 Moved: Member M Roberts Seconded: Cr A Henry 1. That the Deputy Chief Executive’s Report, dated 8 June 2020 and titled Infrastructure Services Report Waihi Beach June 2020 be received.

2. That the coloured concrete footpath in the business area be refurbished and sealed at an estimated cost of $90,000 funded from the Waihi Beach Community Roading Budget. CARRIED

Page 80 Waihi Beach Community Board Meeting Minutes 8 June 2020

9.4 WAIHI BEACH COMMUNITY BOARD GRANT APPLICATIONS - JUNE 2020 The Board considered three Community Board grant applications from ‘A Friends Place’, ‘Freedom Church’ and ‘Mainly Music’. The Board advised that ‘A Friends Place’ are not able to receive funding as the grant does not fund operational costs. The Board will invite ‘Freedom Church’ to attend the next Community Board workshop as additional information regarding their request is required. The Board approved ‘Mainly Music’s’ application for signage and a tear drop flag to the total of $780.00 .

COMMITTEE RESOLUTION 2020/34 Moved: Member R Goudie Seconded: Member B Hulme (a) That the report from the Governance Advisor dated 22 May 2020 and titled Waihi Beach Community Board Grant Application – June 2020 be received. (b) That the Waihi Beach approve the following grant to be funded from the Waihi Beach Community Grants 2019/2020 account subject to all accountabilities being met. 1. Mainly Music – approved funding for new signage and a tear-drop flag $780.00 CARRIED

9.6 FINANCIAL REPORT WAIHI BEACH - APRIL 2020 The Board Considered a report from the Management Accountant dated 9 June titled ‘Financial Report Waihi Beach – April 2020’.  Questions were raised by the Board as to what payments had or had not been made. Perhaps the attached report had not been updated due to COVID-19 period.  The Board also requested that the Reserve Account and the Roading Account information be made available to Board Members.

COMMITTEE RESOLUTION 2020/35 Moved: Member R Goudie Seconded: Member D Ryan That the Management Accountant’s report dated 9 June 2020 and titled “Financial Report Waihi Beach – April 2020” be received. CARRIED

COMMITTEE RESOLUTION 2020/36 Moved: Member R Goudie Seconded: Member D Ryan That the Board accept the report with the proviso that the Reserve Account be updated with actual payments and be amended and the Community Roading account be added for all Community Board meetings going forward. CARRIED

Page 81 Waihi Beach Community Board Meeting Minutes 8 June 2020

9.7 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the month of June, July and August 2020 as circulated in the agenda. The Chairperson advised the Annual Plan workshop has been reschedule from 11 June and is now being held on Tuesday 16 June.

COMMITTEE RESOLUTION 2020/37 Moved: Member R Goudie Seconded: Cr A Henry That the Schedule of Meetings for June, July and August 2020 be received .CARRIED

The Meeting closed at 8.58pm.

The minutes of this meeting will be confirmed at the Waihi Beach Community Board held on 10 August 2020.

...... CHAIRPERSON

Page 82 Council Meeting Agenda 2 July 2020

8.7 MINUTES OF THE OMOKOROA COMMUNITY BOARD MEETING HELD ON 9 JUNE 2020 File Number: A3769869 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Omokoroa Community Board Meeting held on 9 June 2020 be received.

ATTACHMENTS 1. Minutes of the Omokoroa Community Board Meeting held on 9 June 2020

Item 8.7 Page 83 Ōmokoroa Community Board Meeting Minutes 9 June 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL OMOKOROA COMMUNITY BOARD MEETING HELD AT THE OMOKOROA COMMUNITY CHURCH HALL ON TUESDAY, 9 JUNE 2020 AT 7:00PM

1 PRESENT

Member T Sage, Member P Presland, Member J Evans, Member D Sage, Cr M Grainger and Cr D Thwaites

2 IN ATTENDANCE

G Webber (Mayor), J Denyer (Councillor), R Davie (Group Manager Policy Planning and Regulatory Services), A Hall (Roading Engineer West), L McEwan (Executive Assistant Policy, Planning and Regulatory Services) and 5 members of the public.

3 APOLOGIES

Nil.

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 a 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). There were no declarations declared in relation to this agenda.

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 Ōmokoroa Community Board. Attending members of the public were invited to take part in the public forum.

PUBLIC FORUM ADJOURN MEETING

COMMITTEE RESOLUTION 2020/31 Moved: Cr D Thwaites Seconded: Member T Sage That the meeting adjourn for the purpose of holding a public forum. CARRIED

Page 84 Ōmokoroa Community Board Meeting Minutes 9 June 2020

Save the old library building on McDonnell (STOLBOM)

A member of the public read out a letter she sent to Chair T Sage via email on 5 June 2020. A copy of this letter can be found on Stellar Library or provided to you on request.

The speaker will hold a meeting on Saturday 13 June with interested parties to discuss this. Seven people are expected to attend.

An article relating to this was posted in The Lizard Magazine (March edition) – The feedback received so far is has been that the community is on the right track. The building has been identified as “perfect, kitted out, carpeted and ready to use”.

Councils’ intention for the building was questioned and it was asked that why should the ratepayers buy something that they already have and will use in the community? It was explained that part of the funding agreement was to sell McDonnell Street library building and use the revenue to pay for the new library building. Alternatively, the cost could be on charged to ratepayers through targeted rates, which would also cover ongoing maintenance costs. If that’s what the community wants.

It was advised that LTP consultation is the time to ask the community – do they want to keep it and how would they want to pay for it? It was felt by one of the Councillors that the LTP is to long to wait. The library will be ready in September and the community will want to use it then.

Concerns regarding cyclists using walkways

A member of the public referred to the Myrtle Drive section of the Chairpersons report (page 22 in agenda OM20-3) and thanked the Chair for taking the time to speak with him on this matter prior to this board meeting.

More and more people are using the walkway as a cycle track and the edge of the walkway has been reported as dangerous. There have been many slips, this being exacerbated by the heavy use of bicycles and motorbikes in the wet weather making matters worse.

There are pinched (narrow) areas of the walkway and after some rain there is now a furrow of cycle tracks on the path seen to the left of Cooney’s car park. This is unsightly and has been asked that, as a matter of urgency, the signs are removed to stop cyclists using the walkway. The speaker also enjoys cycling, but this situation is getting worse and needs to be addressed - now.

The COVID lockdown period has made matters worse as more people were using the walkway as a cycle path. The walkway does not include the cycleway, so why are there signs asking cyclists to “give way” to walkers? It is felt that the current signs encourage a misuse of the walkway by cyclists. He recorded 140 bikes using this daily and fears that when this is joined with the Tauranga cycleway, it will be even worse.

It has been requested that cyclists are discouraged from using the path. The fence that has already been put up is well received though.

It has also been noted that up from the boat club, there is already a lot of mud and this too is unsightly. There is a feel for the need to keep this area attractive for both users and residents. To get rid of mud from a path would be expensive so perhaps bollards could be installed at both ends to force the cyclists around the walkway instead as well as educating the public such as new signage at the bottom of the steps and to use another route e.g. the road.

It was suggested by another member of the public forum that the Board makes plans for a cycleway to fringe the entire coastline around the peninsular. New signs could direct cyclists along the esplanade, harbour view and then back onto the cycleway.

Page 85 Ōmokoroa Community Board Meeting Minutes 9 June 2020

A member of the Board has requested that this matter is raised at a workshop and that the Board is kept in touch with Council staff regarding the developments with this matter as winter is upon us and more wet weather along with more cyclists will ruin the walkways. Council’s Roading Engineer (West) has offered to review the current signage and liaise with Chair T Sage on his findings.

PUBLIC FORUM MEETING RECONVENED

COMMITTEE RESOLUTION 2020/32 Moved: Cr M Grainger Seconded: Member J Evans That the meeting reconvene in formal session at 7.28pm CARRIED

8 MINUTES FOR CONFIRMATION

8.1 MINUTES OF THE OMOKOROA COMMUNITY BOARD MEETING HELD ON 4 FEBRUARY 2020 The Board considered the minutes of the Ōmokoroa Community Board held on 4 February 2020 as circulated in the agenda.

COMMITTEE RESOLUTION 2020/33 Moved: Cr D Thwaites Seconded: Member D Sage 1. That the Minutes of the Ōmokoroa Community Board Meeting held on 4 February 2020 be received and the recommendations therein be adopted. CARRIED

9 REPORTS

9.1 CHAIRPERSONS REPORT - JUNE 2020

The Board considered a report from Chair T Sage dated 9 June 2020 as circulated.

COMMITTEE RESOLUTION 2020/34 Moved: Cr M Grainger Seconded: Member D Sage 3. That the Chairpersons Report for the Ōmokoroa Community Board for June 2020 be received. 4. That the Board support the esplanade playground draft concept plan presented to them in the workshop by Council staff immediately prior to this Community Board meeting.

CARRIED Esplanade Playground Prior to the Community Board Meeting held 9 June, the board discussed the Ōmokoroa Domain Playground Draft Concept Plan in a workshop with Council staff. A copy of this Draft Concept Plan

Page 86 Ōmokoroa Community Board Meeting Minutes 9 June 2020 can be found on Stellar Library or provided to you on request. In principle, the Board support the draft concept plan.

CCTV Councillors raised that there doesn’t seem to be any ongoing cost identified, just one upfront cost. Chair T Sage offered to follow up on if there will indeed be any ongoing charges for CCTV.

Esplanade Parking Area Members refer to the staff comment in this section of the Chairperson’s report and raise the recent seeding of this area. It is unclear on who has put this seed on the parking area, but it is anticipated that this was carried out by a local resident. Board Members would like to see this area cordoned off to allow the grass to grow by preventing use of cars and boats etc. The maintenance budget will be used to find vegetation that will last. A Hall has sourced established Kikuyu that will also withstand the heavily salted soil issue. This is due to be laid in the near future (2 weeks approx.).

Western Avenue Sport and Recreation Fund Raising Concert Successful fundraising from the concert was in excess of $10k (had hoped for $14k approx.). Unfortunately, extra costs were incurred from the contractor, nevertheless, Board members are pleased with the outcome and are looking forward to holding another concert next year.

New Pavilion Building The building site was closed during COVID. The new completion date is 11 September 2020 with nothing foreseen to derail this.

Old Settlers Hall The old settlers hall is now fully open under Alert Level 1. The income was balanced during the lockdown (no significant loss or gain). Nothing more to report.

Ōmokoroa Arts Group Still in conversation with Pirirakau for plans with lizard sculpture, Council for sculptures along Ōmokoroa Road and Council’s Engagement Specialist regarding the mural at new playground. Nothing more to report.

In This Together This group was set up during the COVID pandemic and is currently working on connecting with the community and a way to move forward post COVID.

9.2 CCTV PROPOSAL As discussed in conjunction with the Chairpersons report, this does not require to be reported on separately. Policy, Planning and Regulatory Services Group Manager confirmed that Council has had only had one scoping workshop from Policy Committee and is still investigating.

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COMMITTEE RESOLUTION 2020/35 Moved: Cr M Grainger Seconded: Member D Sage That the CCTV Proposal report dated 26 May 2020 be received.

CARRIED

9.3 COUNCILLORS REPORT - JUNE 2020 The Board considered a report from Councillor Grainger as circulated in the agenda.

COMMITTEE RESOLUTION 2020/36 Moved: Cr M Grainger Seconded: Cr D Thwaites That the Councillor’s Report to the Ōmokoroa Community Board for June 2020 be received

CARRIED

9.4 INFRASTRUCTURE SERVICES REPORT OMOKOROA JUNE 2020 Members say that the parking is contentious at the esplanade and options should be reconsidered. The draft plan has been approved by Council and healthy Kikuyu will be used on the parking area and cordoned off when planted to allow it to become established. Council staff are aware of the salty soil issues and hope to roll out the new grass in next week or two. The “what’s next, what’s happened” format of this report is well liked by Chair T Sage and the rest of the Community Board. They say it makes for good, easy reading and they really like the layout. It shows that we are following up and taking action on particular issues. There was some confusion around the wording on page 52 of the OM20-3 agenda. The draft playground concept plan has been received by the Board at today’s workshop (9 June 2020) and should be ready for feedback consolidation discussion at the next Ōmokoroa Community Board Committee (not “workshop” as stated on page 52).

COMMITTEE RESOLUTION 2020/37 Moved: Member D Sage Seconded: Member P Presland That the Deputy Chief Executive’s Report, dated 9 June 2020 and titled Infrastructure Services Report Ōmokoroa June 2020 be received. That the additional parking bay on the Esplanade is approved in accordance with the Domain Concept Plan, at an estimated cost of $80,000 funded from the Ōmokoroa Community roading budget.

CARRIED

Page 88 Ōmokoroa Community Board Meeting Minutes 9 June 2020

9.5 FINANCIAL REPORT OMOKOROA - APRIL 2020 The Board considered a report from the Management Accountant dated 9 June 2020 titled Financial Report Ōmokoroa – April 2020 as circulated in the agenda.

COMMITTEE RESOLUTION 2020/38 Moved: Cr M Grainger Seconded: Member D Sage That the Management Accountant’s report dated 9 June 2020 and titled “Financial Report Ōmokoroa – April 2020” be received.

CARRIED

9.6 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the month of June, July and August 2020 as circulated in the agenda.

COMMITTEE RESOLUTION 2020/39 Moved: Member P Presland Seconded: Member T Sage That the Schedule of Meetings for June, July and August 2020 be received.

CARRIED

The Meeting closed at 7.45pm.

The minutes of this meeting will be confirmed at the Ōmokoroa Community Board held on 11 August 2020.

...... CHAIRPERSON

Page 89 Council Meeting Agenda 2 July 2020

8.8 MINUTES OF THE KATIKATI COMMUNITY BOARD MEETING HELD ON 10 JUNE 2020 File Number: A3775460 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Katikati Community Board Meeting held on 10 June 2020 be received.

ATTACHMENTS 1. Minutes of the Katikati Community Board Meeting held on 10 June 2020

Item 8.8 Page 90 Katikati Community Board Meeting Minutes 10 June 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL KATIKATI COMMUNITY BOARD MEETING HELD AT THE CENTRE PĀTUKI MANAWA ON WEDNESDAY, 10 JUNE 2020 AT 7:00PM

1 PRESENT Member B Warren, Member N Harray, Member J Clements, Member K Sutherland, Cr J Denyer and Cr C Humphreys

2 IN ATTENDANCE G Allis (Deputy CEO/Group Manager Infrastructure Services), Barbara Whitton (Customer Experience Manager), L Arrowsmith (Governance Support Administrator), Ashley Hall (Roading Engineer West) Kim Rahiri (Human Resources Advisor) and members of the public.

3 APOLOGIES Nil

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)

6 PUBLIC EXCLUDED ITEMS Nil

7 PUBLIC FORUM The Chairperson advised the protocols relating to the Public Forum section of the meeting as set out in the Standing Orders for the Katikati Community Board. Attending members of the public were invited to take part in the public forum.

COMMITTEE RESOLUTION 2020/15 Moved: Cr J Denyer Seconded: Member J Clements That the meeting adjourn for the purpose of holding a public forum. CARRIED

Western Bay Museum Paula Gaelic informed the Board that:  The Western Bay Museum has re-opened and entry would be free to the public for June.  From July onwards the Museum would be free for walk ins for Western Bay of Plenty District Council ratepayers and residents.  The Museum was aiming to attract more visitors through this initiative.

Katch Katikati Jacqui Knight gave an update post Covid 19:

Page 91 Katikati Community Board Meeting Minutes 10 June 2020

 Katch Katikati have offered local businesses a free listing on their website, and thirty four businesses have taken up this offer.  Retailers are pleased to see people making an effort to support businesses by shopping locally.  A new bike rack has recently been installed at the entrance of Western Bay Museum, designed by artist Keith Lewis the rack won first prize in a competition, which was run in conjunction with the NZ Mural Contest and Arts Festival.  Katch Katikati are applying to the Street Decoration Budget for funds of approximately $2,000 towards the purchase of a new set of street flags.

Katikati Taiao – Mike Williams Mike Williams spoke on behalf of Katikati Taiao and referred to the upcoming development of a new Katikati Community Plan:  It is important that the Board work closely with Katikati Taiao and groups such as the Community Centre, Katch Katikati, etc, and the wider community to develop a robust Plan.  Katikati Taiao have recently received funding from the Department of Internal Affairs (DIA) of around $200,000, and they are willing to assist where possible eg. consultation planning such as workshop facilitation etc.  Katikati Taiao feel it is important that the Board use locals to undertake research for the Plan as opposed to outsiders who are not familiar with the local community.  When developing the Community Plan there may be an opportunity to use templates developed by Portia McKenzie who worked on the Waihi Beach Community Plan.  People tend to focus on the urban region of Katikati and forget about the rural areas.  It is important the Board include the rural areas in the Community Plan process.

Development of Lake Adjacent to Haiku Pathway Reserve Submission by Sandra Simpson, Kate Loman-Smith (both members of the Haiku Pathway Focus Committee), and Margaret Beverland (Highfields resident and conservationist), development of lake adjacent to Haiku Pathway Reserve: The submission relates to a Council feasibility study to create a lake in the area.

Key issues: 1. Economic slowdown  Council allocation of funds for further investigations and spending to date totalling $140,000.  Council commissioned a Tonkin and Taylor report in 2015, which contained recommendations and options that may become redundant.  Suggest pausing the project in the wake of the Covid-19 pandemic.  Concern that Council has not investigated widely enough eg; creation of wetlands, consultation with residents.

2. Requirement for Regional Council Resource Consents  Using a stop bank as a dam changes the function of the pond, which would require a new consent, and this may have been overlooked.

3. Threat of flooding  Low-lying properties adjacent to the area as well as properties downstream could be at risk.

4. Risk of failure to existing stop bank  Concern about increased pressure and uncontrolled seepage in relation to the stop bank.

5. There are no reports on the protection of existing biodiversity or environmental effects.

6. Concerns about modifying the natural environment to an entirely man-made one.  This will have an effect on bird, animal and insect life in the area. The submitters would also like to see natural amenity features prioritised and weighted more highly than man- made additions.

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7. Potential for standing water to fill with sediment.  There are concerns the water will become fouled with weed, and that sediment settlement would increase Council’s storm water operating budget in regard to sediment removal.

8. Climate change  climate change and potential impacts on the area (eg; flooding risk) is of concern.

Sandra concluded by saying they are not against development of a lake, but they believe there has not been enough consideration given to this proposed development. They would like to see the project paused subject to an environmental/ ecological report. They also believe it is opportunity to consider the wider community’s views, and to see the project in the wider context of current and future community projects.

The Chairperson received the report and advised it would be referred on to Council.

Katikati Taiao - Jenny Hobbs  Recent AGM appointment of Paul O’Neil as the chair of Katikati Taiao.  A reminder, that the Hearts and Minds of Katikati research was completed last year and contained a lot of up-to-date information from Katikati locals, please refer to this work throughout the community planning process.  A reminder that the Katikati Taiao EnviroKatikati Charitable Trust was formed in the belief that being an Enviro town could be useful in leveraging Government assistance in relation to bypass development.  The relationship with Central Government is now formalised, giving the group access to Government departments and ministers on behalf of the people of Katikati.

Rates and Council Contracts - Norm Mayo Norm Mayo spoke to the Board. He noted:  Council is now sitting on $29.6 million as at the end of the last financial year with external debt down 20 percent, and he applauded the Mayor and Council for this.  Concern that many people are hurting with recent events, and that Council might like to consider returning some of the gain back to ratepayers like some other Councils.  Council had awarded big contracts for mowing, roading and water services etc, to foreign owned businesses where the profits are sent off shore, and the majority of the workers are from outside the District where they spend their wages and pay their rates, and he would like to see the Council supporting local businesses.  Katikati once had a local townsman and he would like to see Katikati return to that scenario eg. use local people.  In regard to rubbish collection, Council should keep in mind that there are many local companies that could do this work rather than big contractors.  Planned rate rises are an issue. The New Zealand Taxpayers Union confirmed that Western Bay had the dearest rates in the Country.  Auckland was slightly dearer, but being a unitary Council that also have a transport levy, was probably not a good comparison.  The provincial average for urban rates is $2,381, the NZ average is $2,361 and WBOP $3,192.  Concern raised that the Council revaluation could mean a small drop in rates for urban people and an increase for rural people. In response to Covid-19 and economic pressure, some councils agreed to freeze rates and some have reduced rates, with more changes to come.

Mr Mayo thanked Council for changes that have already been made but, he said he is looking for more, and asked that the Board show some strong empathy for the local people.

Page 93 Katikati Community Board Meeting Minutes 10 June 2020

COMMITTEE RESOLUTION 2020/16 Moved: Member B Warren Seconded: Member K Sutherland That the meeting reconvene in formal session at 7.21pm CARRIED

7.1 PRESENTATION - KATIKATI BOATING CLUB Don Wallis outlined the details of a Katikati Boating Club proposal to increase the beach area at Beach Road. The club has been in existence since the 1930s and in those days, its members were mainly launch owners. Over the years, this has changed, and today the majority of members are yacht owners.

Because of the growing population and an increase in water sports, the cub recognise the need for more beach space.

In the past the Club have tried other venues, however, Beach Road is the site of choice because it:  has a large sailing area with excellent wind direction.  has currents that are safer than other areas.  is close to Katikati and local schools for student training days.  is a short sail from the Uretara River for larger yachts.

Community Support The Club see this project benefitting the community year round. Local Iwi would be keen to use the area for waka ama training and racing. The Katikati Fishing Club is also supportive of the project.

The Club have undertaken initial investigations, which include:  drawing a plan for the widening of the ramp.  a quote for rocks, sand and re-grassing to a mowable condition from Fotheringhame Contractors.  engaging the assistance of a geomorphologist (former club member, Jeremy Gibbs).

The Club believe they can fund the majority of the project at zero cost to ratepayers. To achieve this they plan to sell the section they own.

What the Club require from Council:  a modification to the existing consent for the rock wall to the north of the ramp to include the rock wall and ramp work on the south side.  a perpetual consent to replace sand on the beach to include taking sand from the jetty area in the town centre.

The Club would keep funds in reserve to keep the beach in sand.

The Club do not know the exact costs of the consents.

Questions Chair Warren asked what local groups the Club had consulted with. The spokesperson replied they had spoken with local Iwi, Chris Jacobs from the local marae, the Uretara Estuary Managers Group, and the local kayak group to name a few.

Page 94 Katikati Community Board Meeting Minutes 10 June 2020

Member Clements asked if the Club had purchased a valuation for their land. The spokesperson advised Council’s Reserves and Facilities Manager, Peter Watson has offered to purchase a valuation.

The Club asked that the Katikati Community Board support this project with a view to putting it forward to be considered through Council’s Annual Plan process.

COMMITTEE RESOLUTION 2020/17 Moved: Member B Warren Seconded: Cr J Denyer That the Katikati Boat Club presentation by Don Wallis be received. CARRIED

7.2 PRESENTATION - DIGITAL HUB The Customer Experience Manager, Barbara Whitton, outlined the history of The Centre – Pātuki Manawa, from the building approval in 2015 through to the opening in 2018.

In 2019, a joint application with Priority One was made to the Ministry of Business, Innovation, and Employment. Provincial Growth Fund for a grant towards the Digital Hub at – Pātuki Manawa. The application was successful, and the digital hub will be enhanced with a grant of $400,000 over a five-year period. This grant will support the delivery of digital and technology services to the local community. The first payment of $150,000 was applied for in April/May 2020. It was noted that the funds must be spent at the Digital Hub as per contract conditions.

Aspects of the project include:  Co-funding – existing Digital Enablement Plan funding and Digital Co-ordinator position.  Installation of an operable wall and technology fit-out (including broadband services).  Working with ‘The Venture Centre’, an independent community led organisation to develop services and programmes for the community.  Engaging with local businesses, Iwi leaders, schools, education providers, wider community on potential future partnerships.  Providing services to the community eg. training trainers, workshops, coaching clinics, mentoring, etc.

The benefits to the community are expected to include:  Digital services and space.  Interaction and participation across the sub-region.  Capability building – local workforce.  Opportunities for local digital service providers and industry providers.  Convenience for locals to access services and programmes.

The Board noted that there was much interest in the project, and asked that the following be kept in mind:  Employment for locals.  Need for increased security.  Collaboration with learning institutions.  Community engagement.  Will we work with Katikati College.  Funding in the future.

Page 95 Katikati Community Board Meeting Minutes 10 June 2020

COMMITTEE RESOLUTION 2020/18 Moved: Member J Clements Seconded: Member K Sutherland That the Digital Hub presentation by Barbara Whitton be received. CARRIED

8 MINUTES FOR CONFIRMATION

8.1 MINUTES OF THE KATIKATI COMMUNITY BOARD MEETING HELD ON 12 FEBRUARY 2020 The Board considered the minutes of the Katikati Community Board held on 12 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/19 Moved: Member B Warren Seconded: Cr C Humphreys That the Minutes of the Katikati Community Board Meeting held on 12 February 2020 be received and the recommendations therein be adopted. CARRIED

9 REPORTS

9.1 CHAIRPERSONS REPORT - JUNE 2020 The Board considered a report from the Chairperson as circulated.

COMMITTEE RESOLUTION 2020/20 Moved: Member B Warren Seconded: Cr C Humphreys That the Chairpersons Report of the Katikati Community Board for June 2020 be received CARRIED

COMMITTEE RESOLUTION 2020/21 Moved: Member N Harray Seconded: Member K Sutherland That the Katikati Community Board appoints John Clements as a Board member on Katikati Open Air Art. CARRIED

COMMITTEE RESOLUTION 2020/22 Moved: Member B Warren Seconded: Cr C Humphreys That the Katikati Community Board appoints John Clements as a Board member on the Community Emergency Response Team. CARRIED

Page 96 Katikati Community Board Meeting Minutes 10 June 2020

COVID-19 and the Local Economy The Chairperson thanked the community groups that took care of those in need over the time of the pandemic lockdown, especially the Katikati Community Resource Centre and the Katikati Christian Foodbank. The Chair mentioned that it was pleasing to see the community supporting local businesses.

Katikati Town Centre and Katikati Community Plans The Board were in the process of working through tenders for this project, but progression slowed during the Covid-19 lockdown. The Board has now resumed this process and will announce the successful tenderer once details are confirmed.

An amendment was noted: Background No 2. Katikati Town Centre and Kati Community Plans, page 21, Last paragraph, change from, ‘Council is aware that one quote, from a consultant, has been gained’, to ‘Council is aware that three quotes from consultants have been gained’.

Annual Plan Katikati Community Board Submissions The Board recently submitted to Council’s Annual Plan.

In summary, submissions included: a) Katikati Bypass – Continuance of lobbying Central Govt for a Bypass solution by Council - Establishment of a new Bypass Committee. b) Safety development of Katikati School Zone. c) Review of Rural Road speed limits in accordance with Council plans. d) Uretara Bridge Pedestrian access issues. e) Pedestrian Crossings – SH2 and School zone. f) Town Pavement Review and Upgrades. g) Rates – KKCB recommended a zero (0%) rates increase for the next 12mth cycle. h) KKCB raised concerns re the disproportionate increase rates for rural landowners. i) KKCB recommended a review of all land valuations specifically rural properties given the impact COVID-19 will have on properties and hence rates for the next three years. j) KKCB recommended more Council focus on local developments for Recreation and Sport. k) KKCB submitted a process for better distribution of Council Matching Funds. l) KKCB submitted on a Digital hub before the recent announcement was made.

Digital Hub Funding Announcement An amendment was noted: Page 21, No 4. Digital Hub Funding Announcement. paragraph 2 change from ‘.... at the next meeting’, to, ‘at this meeting’.

Katikati Community Board development of strategy to attract visitors Staff comment: Staff commented that a coordinated plan makes sense and they are investigating a campaign that will assist and work in tandem with local campaigns.

Request for a Covid-19 lockdown report from Council and the Emergency Management Response Team Staff comment: Staff will meet with Peter Mackay from Red Cross to discuss the Katikati response and learnings that may be applied in other areas.

Waste Management

Page 97 Katikati Community Board Meeting Minutes 10 June 2020

The Chair referred to the information in his report and the request for an explanation as to why some No 1 and 2 plastics are now non-recyclable, and any future strategies on increasing the types of recyclables that can be taken through the recycling centres. Staff comment: Staff presented a detailed answer to this question. In summary, for Council’s recycling centres to be financially viable on the disposal of product to landfill Council need to be open that they only collect products that have currently have value and end markets.

Establishment of Katikati District Community Sport and Recreation Users Forum Staff comment: Staff suggest the Community Board Chair meets with Sport BOP and Council staff to investigate the proposal.

Recognition of former Community Board Governance Advisor, Aileen Alty The Chair recognised Aileen Alty who had recently retired after working at Council as a Senior Governance Advisor for approximately 10 years. The Board have sent Aileen flowers and thanked her for her assistance over the years.

The Chair also thanked the Governance Team for their commitment and provision of services to the Community Board.

Beach Road Park Road – park development update This has been reported on, 9.3 Katikati Community Board Report Infrastructure Services, Park Road, Beach Road, Katikati Reserve Upgrade (page 32).

Moore Park – Development Update This has been reported on, 9.3 Katikati Community Board Report Infrastructure Services, Moore Park New Sports Field 2020 (page 30).

An amendment was noted: Page 23, Moore Park – Development Update, No 8 Add an additional paragraph at the end, ‘Katikati Community Board wish to be consulted on site with any TravelSafe meetings re the School zone as the board represents the community. National strategy on speed is that speed reduction increases safety and creates less risk of accidents/near misses etc. It appears somewhat short sighted that the Katikati Community Board who receive considerably feedback on this school zone issue are being left out of the loop when discussions are being had.’

School Safety Developments – Request for roading and speed bylaw updates The Council is undertaking a Speed Bylaw review. This may include consideration of variable speed limits at all Western Bay schools.

Council have been on site on several occasions with TravelSafe to consider pedestrian safety options.

Council have agreed to fund new ‘stayput’ crossing signs, paddles and ‘Children Crossing’ signs to replace the worn infrastructure.

Katikati Primary School have been approached by TravelSafe on behalf of Council to provide written support and commitment towards monitoring of an additional ‘Kia’ crossing on Park Road.

Page 98 Katikati Community Board Meeting Minutes 10 June 2020

Bird walk bridge – update This has been reported on, 9.3 Katikati Community Board Report Infrastructure Services. Remit Title Bird Walk Erosion, Remit Number – KK17-8.3.4, Owner RFM, completed, 21 May 2020, (pages 37-39).

Library External Lighting and Paving Brick Work This matter is being investigated now that New Zealand is out of Covid-19 Level 3 rules, and the paving has been levelled out.

Local Roading Issues A) Uretara footpath Kaimai side SH2 Staff Comment: Staff will meet with NZTA to view the site, discuss the project and determine area of responsibility. There will be a subsequent report to the Board.

B) Meeting 12 February – Pedestrian Safety re crossing Fairview Road private property Staff Comment: The Fairview Road crossing site has been previously investigated. Councils Roading Engineer considers this site provides sufficient visibility and that additional signs are not required. The pedestrian crossing highlighted on site by Mrs Bowling was also inspected. The change in grades were well within the expected tolerances. Notwithstanding this, it is appreciated that the use of mobility scooters is becoming more widespread. An area wide review of pedestrian crossing grades may be scheduled throughout Katikati.

C) Footpath Upgrade – Uretara Bridge to Mulgan Street – Site Meeting with MS Knight Staff Comment: Staff will be meeting with NZTA to view the site, discuss the project and determine area of responsibility. There will be a subsequent report to the Board.

D) Diggleman Park – Kerb crossing Staff Comment: Staff are happy to meet on site with the Chairman of the Board understand the problem and identify possible solutions. A date/time is to be organised.

E) Re - Petition for the extension of the No Parking Zone on Park Road Katikati Staff Comment: Council contractors have been requested to arrange the parking bays to highlight parking availability. Council’s Traffic and Parking Bylaw is not due for review and hence, yellow additional ‘no parking’ lines will not be enforceable.

Katikati Bypass Investigation – update/ explanation re ceasing any further investigation This has been reported on, 9.3 Katikati Community Board Report Infrastructure Services. Katikati Bypass Investigation (page 33).

Further Items - Dave Hume Pool The Chair advised that the Dave Hume Pool Trust is currently in discussions with Council in relation to their written feedback to the draft feasibility study and the processes.

An amendment was noted: Dave Hume Pool, page 25 1st paragraph, second to last sentence add in the word ‘not’. Should read: ‘The Trust is concerned that Council is taking advice from a study that has not been endorsed by the Trust.’

Page 99 Katikati Community Board Meeting Minutes 10 June 2020

Further Items - Cemetery Toilets Staff comment: Water is available in the Katikati Cemetery. In regard to the provision of a toilet, Council’s level of service does not involve providing public toilets at cemeteries. Most people attending a burial use the amenities available at the Church before heading to the cemetery.

Further Items - Te Rereatukahia Marae Development update The Board requested an update from the Mayor or staff on how many properties have access to Council water, wastewater/sewage, status of road, who owns that, maintenance of paper roads etc. Staff comment: Due to timeframes this will be addressed at a future meeting.

Further Items - Spade Ready Projects Staff comment: Council has been advised that the Crown Infrastructure Partners (CIP) application for the Katikati bypass was unsuccessful. The other 14 applications have proceeded to the next stage.

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9.2 COUNCILLOR REPORT – KATIKATI COMMUNITY BOARD MEETING 10 JUNE 2020 The Board considered a report from Councillor Denyer as circulated.

Cr Denyer mentioned:  The inaugural Katikati - Waihi Beach Ward Forum.  Council’s submission to the draft National Policy Statement on Indigenous Biodiversity.  Long Term Plan community engagement process.  Speed limits in Katikati.  CCTV in Katikati.  The Provincial Growth Fund (digital hub) for The Centre – Pātuki Manawa.

Cr Denyer highlighted the Council’s new Community Resilience fund. The fund has $300,000 to distribute across the District to local groups seeking project funding in the wake of the Covid-19 pandemic.

Cr Denyer recently achieved accreditation to sit on Resource Management Act Hearings panels and District Plan hearings. He was also appointed to the District Plan Committee. The Committee congratulated Cr Denyer on his achievement.

Late item, Katikati bypass included in Long Term Plan consultation. Cr Denyer advised the Committee that the Katikati Bypass might be considered by Council as part of the 2021-2031 Long Term Plan (LTP) consultation.

At Council’s Performance and Monitoring Committee Cr Denyer advised that he moved for the bypass to be considered as a local road to the Long Term Plan process for financial analysis and public consultation. He also said that Cr Humphreys seconded this.

Mayor Webber also asked that it be referred for consideration in relation to the Regional Land Transport Plan.

In the end, received unanimous support from all of the other councillors. Cr Denyer looked forward to discussing this further during the Long Term Plan process.

Council distributed a media release today, 10 June 2020 outlining the local road bypass idea.

The Group Manager Infrastructure/ Deputy CEO advised that Council would need to look at a process on how this would be formed etc. and said a lot of work will be required on this project.

COMMITTEE RESOLUTION 2020/23 Moved: Member B Warren Seconded: Member N Harray That the Councillor’s Report to the Katikati Community Board for June 2020 be received. CARRIED

Page 101 Katikati Community Board Meeting Minutes 10 June 2020

9.3 KATIKATI COMMUNITY BOARD REPORT INFRASTRUCTURE SERVICES The Board considered a report from the Deputy Chief Executive dated 10 June 2020 as circulated.

Items highlighted by Mr Allis: a) Katikati Primary School Pedestrian Safety Review (page 28) The Roading Engineer West, Ashley Hall advised Council are looking at this issue with TravelSafe in conjunction with the school. Staff are currently looking at options for a crossing on Park Road. Member Warren enquired as to when the intersection at Park Road/Beach Road be resealed? Mr Hall said he will look into this and email the Board. b) Highfields Stormwater Pond Development Trial (page 30) Pond constructed and ready for the trial. c) Yeoman Walkway/ Culvert/ Erosion Protection (page 32) Mr Allis updated the Committee on the resource consent application process. As at today, 10 June 2020, the resource consent has been approved. As part of this process, there is a small amount of paperwork to be completed. Council is organising a contractor to deliver the works. d) Park Road, Beach Road, Katikati Reserve Upgrade Cr Denyer enquired as to when the Park Road/ Beach Road Reserve upgrade would be completed. Staff advised that the works on the reserve are nearing completion. The power box mural is currently under discussion.

Closed Circuit Television (CCTV Member Warren enquired as to where the next CCTV might be installed. Staff advised that that the CCTV bylaw/policy is under review. Once it is approved by Council it will be clearer on how to proceed with CCTV purchase, location, and installation.

Mr Allis reminded the Community Board that it is useful to take photos and send them with service requests to assist staff.

COMMITTEE RESOLUTION 2020/24 Moved: Member B Warren Seconded: Member N Harray That the Deputy Chief Executive’s Report, dated 10 June 2020 and titled Infrastructure Services Report Katikati February 2020 be received. CARRIED

9.4 FINANCIAL REPORT KATIKATI - APRIL 2020

The Board considered a report from the Management Accountant dated 10 June 2020 as circulated.

COMMITTEE RESOLUTION 2020/25 Moved: Member B Warren Seconded: Cr J Denyer That the Management Accountant’s report dated 10 June 2020 and titled “Financial Report Katikati – April 2020” be received.

CARRIED

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9.5 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS

The Board considered a schedule of meetings for the months of June, July and August 2020.

The Board was advised that Annual Plan workshop scheduled to be held on 11 June had was now being held on 16 June at 3.00pm.

COMMITTEE RESOLUTION 2020/26 Moved: Member B Warren Seconded: Member K Sutherland That the Schedule of Meetings for June, July and August 2020 be received.

CARRIED

The Meeting closed at 8.24pm.

The minutes of this meeting will be confirmed at the Katikati Community Board on 12 August 2020.

...... CHAIRPERSON

Page 103 Council Meeting Agenda 2 July 2020

8.9 MINUTES OF THE MAKETU COMMUNITY BOARD MEETING HELD ON 16 JUNE 2020 File Number: A3776538 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Maketu Community Board Meeting held on 16 June 2020 be received.

ATTACHMENTS 1. Minutes of the Maketu Community Board Meeting held on 16 June 2020

Item 8.9 Page 104 Maketu Community Board Meeting Minutes 16 June 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL MAKETU COMMUNITY BOARD MEETING HELD AT THE MAKETU COMMUNITY CENTRE ON TUESDAY, 16 JUNE 2020 AT 7:00PM

1 PRESENT

Member S Beech, Member L Rae, Member W Ra Anaru, Member S Simpson, Cr K Marsh and Cr J Scrimgeour

2 IN ATTENDANCE

K Perumal (Group Manager Finance and Technology Services), S Harvey (Roading Engineer East), C Bennett-Ouellet (Team Leader Customer Service Central), P Marshall (Executive Assist), one member of the press, six members of the public including those named in public forum.

3 APOLOGIES

Nil

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). Chairperson S Beech declared a conflict in interest regarding the community board grant applications. He has a relationship with the Maketu Volunteer Fire Brigade and the Maketu Volunteer Coastguard.

6 PUBLIC EXCLUDED ITEMS

Nil

7 PUBLIC FORUM

PUBLIC FORUM ADJOURN MEETING

COMMITTEE RESOLUTION 2020/14 Moved: Cr K Marsh Seconded: Member S Simpson That the meeting adjourn for the purpose of holding a public forum. CARRIED

Page 105 Maketu Community Board Meeting Minutes 16 June 2020

The following residents spoke regarding Spencer Ave: Jim Russell  Provided an introduction as to why Spencer Ave residents attended the Community Board meeting, noting that residents had not been approached regarding a petition to re-open Spencer Ave. Max Johnston  Advised that, in his opinion this road as a ‘through road,’ is very dangerous  Is unsure of why the petition had been started, or why they wished to have the road re-opened  Requests that the Community Board and Council consider traffic issues associated with opening the road, the narrow nature of the road and issues of rubbish being dumped.  In the past, the road has been opened purely for reasons such as a tangi at the local marae.  Presented an option involving roundabouts (two cul-de-sacs), but don’t make it a through road.

Colin Waterhouse  Has been a resident of Spencer Ave for many years, including when the road used to be open.  The road had been known to be used as a short-cut, used by large vehicles and trucks (the road is narrow) and often by people using excessive speed.  The road is very dangerous for cars and pedestrians e.g. school children.  The residents of Spencer Ave had not been consulted on this petition.

Lauri Russell  Provided a report on Spencer Ave – reasons for keeping the road closed, report is available on request.  In the past Spencer Ave was opened so that those who were not a part of a tangi at the marae, could drive home without passing the marae.  Has experienced the road when it was open and witnessed people using excessive speed.  Asks that when or if the Board is required to consider the re-opening of Spencer Ave, that the Board considers whether their decision is in the best interest of the community as a whole (kids, families, residents).

Wendy McFadyen  Attended the meeting to support the residents of Spencer Ave.  The road needs significant works before it’s suitable for public use.  View is that there are other projects and areas in the community that are more important. Chairperson S Beech advised that, at this time, the Community Board have no intention to reopen Spence Ave. However, the Board is unable to commit to a future decision being made contrary to this. The Board is not a part of this petition.

PUBLIC FORUM MEETING RECONVENED

COMMITTEE RESOLUTION 2020/15 Moved: Cr K Marsh Seconded: Member L Rae That the meeting reconvene in formal session at 7.30pm. CARRIED

Page 106 Maketu Community Board Meeting Minutes 16 June 2020

8 MINUTES FOR CONFIRMATION

8.1 MINUTES OF THE MAKETU COMMUNITY BOARD MEETING HELD ON 11 FEBRUARY 2020 The Board considered the minutes no. MK2 of the Maketu Community Board Meeting held on 11 February 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/16 Moved: Member S Simpson Seconded: Cr J Scrimgeour 1. That the Minutes of the Maketu Community Board Meeting held on 11 February 2020 be received and the recommendations therein be adopted. CARRIED

9 REPORTS

9.1 CHAIRPERSONS REPORT - JUNE 2020 The Board considered a report from the Chairperson titled ‘Chairpersons Report - June 2020’ as circulated with the agenda.

The Board requested to allocate money from their reserve account to purchase flowers for Aileen Alty to say thank-you for her incredible support to the Board over the last 10 years. The Board would like to hand-deliver these.

Feasibility Study  The feasibility study had now been completed – a 60 page document, available on request.  The main question the feasibility study addressed was whether Maketu requires a community hub.  A presentation on the feasibility study will be given at the Maketu-Te Puke Ward Forum on Tuesday 23 June 2020.  A detailed account was provided to the Board to approve final payment of the study.

CCTV Cameras  The Board discussed purchasing two new CCTV cameras and relocating two existing cameras.  Council is currently developing a CCTV policy through the Annual Plan process. Therefore, The Board will hold off on making any decisions around purchasing two new cameras. The Board continued to address relocating the two existing cameras.  The Board discussed the relocation of one existing camera from the east side of the Surf Club to a central light pole in the middle of the carpark.  The Board discussed the relocation of the other existing camera - Park Road from the playground to the first light pole on the footpath, adjacent to the boat ramp.  The relocation of these two cameras mean they will overlap consisting of full view of locations from the roundabout to the boat ramp.

COMMITTEE RESOLUTION 2020/17 Moved: Member S Beech Seconded: Cr J Scrimgeour That the Chairpersons Report of the Maketu Community Board for June 2020 be received. CARRIED

Page 107 Maketu Community Board Meeting Minutes 16 June 2020

COMMITTEE RESOLUTION 2020/18 Moved: Member S Simpson Seconded: Cr J Scrimgeour That the Maketu Community Board approve the final payment of $15,000 excluding GST for the feasibility study of the Community Hub. CARRIED

COMMITTEE RESOLUTION 2020/19 Moved: Member S Simpson Seconded: Member L Rae That the Maketu Community Board approve up to the value of $6,331.97 from the Maketu Community Board reserve account, for the relocation of two CCTV camera’s. CARRIED

COMMITTEE RESOLUTION 2020/20 Moved: Member S Simpson Seconded: Member W Ra Anaru That the Maketu Community Board allocate up to $80 from the Reserve Account to purchase flowers to say thank you to Aileen Alty for her governance support over the years. CARRIED

9.2 COUNCILLORS REPORT - JUNE 2020

The Board considered a report from Councillor K Marsh titled ‘Councillors Report – June 2020’ dated 16 June 2020 as circulated with the agenda.

Councillor Marsh thanked Aileen Alty for her extensive knowledge of the community and invaluable assistance with the Community Board.

COMMITTEE RESOLUTION 2020/21 Moved: Cr K Marsh Seconded: Cr J Scrimgeour That the Councillors Report for June 2020 be received.

CARRIED

9.3 MAKETU COMMUNITY BOARD GRANT APPLICATIONS - JUNE 2020 The Board considered the report titled ‘Maketu Community Board Grant Applications – June 2020’ as circulated with the agenda. Chairperson S Beech declared a conflict of interest with regard to both grant applications. S Beech refrained from participating in the discussion. The Board agreed both the Maketu Volunteer Fire Brigade and the Maketu Volunteer Coastguard hold valuable roles within the community. The Board accepted both applications for:

Page 108 Maketu Community Board Meeting Minutes 16 June 2020

1. Maketu Volunteer Coastguard $1,000 for the purpose of purchasing a set of winter and summer safety footwear for volunteers. 2. Maketu Volunteer Fire Brigade $1,500 for the purpose of purchasing a new suction unit for the new medical vehicle.

COMMITTEE RESOLUTION 2020/22 Moved: Cr K Marsh Seconded: Member S Simpson (a) That the report dated 16 June 2020 titled Maketu Community Board Grant Application – 2020 be received. (b) That the Maketu Community Board approved the following grants to be funded from the Maketu Community Grants 2019/2020 account subject to all accountabilities being met. Maketu Volunteer Coastguard $1,000 Maketu Volunteer Fire Brigade $1,500

CARRIED

9.4 MAKETU COMMUNITY BOARD INFRASTRUCTURE SERVICES REPORT JUNE 2020 The Board considered a report from the Deputy Chief Executive titled ‘Infrastructure Services Report Maketu June 2020’ dated 16 June 2020 as circulated. Arawa Avenue Footpath  The Board raised concerns that the driveway is utilising reserve space  There are bollards missing which may cause further issues  The Board requested an onsite meeting with Roading Engineer East to discuss the restriction of vehicle access into the reserve Beach Road Kerb and Channel  The bollard design required adjustments due to archaeological findings on site.  Another discussion is required regarding iwi consolation in relation to archaeological findings. Maketu Road Cycleway  Roading Engineer East advised there is a slight delay due to COVID-19, will go to market if the right price for the works is not presented to Council. Rural Recycling Drop off Point  The rural recycling trial has been extended until the end of July, dates are inclusive of 6th and 20th of June and 4th and 18th of July 2020.

Surf Club Car Park Reserve Rock Revetment  The Board had requested an update on the consent application process with Bay of Plenty Regional Council regarding the sand bags and steps.

COMMITTEE RESOLUTION 2020/23 Moved: Member L Rae Seconded: Member S Simpson That the Deputy Chief Executive’s Report, dated 16 June 2020 and titled ‘Infrastructure Services Report Maketu June 2020’ be received.

CARRIED

Page 109 Maketu Community Board Meeting Minutes 16 June 2020

9.5 MAKETU COMMUNITY BOARD FINANCIAL REPORT - APRIL 2020 The Board considered a report from the Management Accountant titled ‘Maketu Community Board Financial Report – April 2020’ dated 16 June 2020 as circulated with the agenda.

The Board requested the Roading Engineer East to continue to source metal gates and suggested sourcing the product from a local engineering supplier.

COMMITTEE RESOLUTION 2020/24 Moved: Member L Rae Seconded: Member W Ra Anaru That the Management Accountant’s report dated 16 June 2020 and titled “Financial Report Maketu – April 2020” be received.

CARRIED

9.6 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the months of June, July and August 2020 as circulated with the agenda.

COMMITTEE RESOLUTION 2020/25 Moved: Cr J Scrimgeour Seconded: Member S Simpson That the Schedule of Meetings for June, July and August 2020 be received.

CARRIED

The Meeting closed at 8.40pm. The minutes of this meeting will be confirmed at the Maketu Community Board held on 18 August 2020...... CHAIRPERSON

Page 110 Council Meeting Agenda 2 July 2020

9 COUNCIL AND COMMITTEE MINUTES FOR CONFIRMATION

9.1 MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON 12 MAY 2020 File Number: A3769829 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Extraordinary Council Meeting held on 12 May 2020 be received and the recommendations therein be adopted.

ATTACHMENTS 1. Minutes of the Extraordinary Council Meeting held on 12 May 2020

Item 9.1 Page 111 Extraordinary Council Meeting Minutes 12 May 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL EXTRAORDINARY COUNCIL MEETING NO. C20-6 HELD VIA ZOOM AUDIO-VISUAL LINK ON TUESDAY, 12 MAY 2020 AT 9:30AM

1 PRESENT

Mayor G Webber (Chairperson), Deputy Mayor J Scrimgeour, Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Lints, Cr M Murray-Benge and Cr D Thwaites

2 IN ATTENDANCE

M Taris (Chief Executive Officer), J Pedersen (Group Manager People and Customer Services), C Watt (Environmental Consents Manager), G Payne (Strategic Advisor), M Vermeulen (IT Service Analyst), L Arrowsmith (Governance Support Administrator) and B Clarke (Senior Governance Advisor)

3 APOLOGY

APOLOGY

RESOLUTION C20-6.1 Moved: Deputy Mayor J Scrimgeour Seconded: Cr M Grainger That the apology for absence from Cr Marsh be accepted. CARRIED

4 CONSIDERATION OF LATE ITEMS

NIL

5 DECLARATIONS OF INTEREST

Members were reminded of the need to be vigilant and to stand aside from decision making should a conflict arise 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 nonpecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on the item under the Local Authorities (Members’ Interest) Act 1968, and were advised to withdraw from the meeting during the item.  No declarations of interest were received in relation to any items on the agenda.

6 PUBLIC EXCLUDED ITEMS

NIL

7 PUBLIC FORUM

NIL

Page 112 Extraordinary Council Meeting Minutes 12 May 2020

8 REPORTS

8.1 APPOINTMENTS TO DISTRICT PLAN COMMITTEE AND REGULATORY HEARINGS COMMITTEE

RESOLUTION C20-6.2 Moved: Mayor G Webber Seconded: Deputy Mayor J Scrimgeour (a) That the Governance Manager’s report dated 12 May 2020 and titled ‘Appointments to District Plan Committee and Regulatory Hearings Committee’ be received. (b) That the report relates to an issue that is not considered to be significant in terms of Council’s policy on significance (c) That pursuant to Clause 31(1) Schedule 7 of the Local Government Act 2002 Council appoints Councillors J Denyer, M Grainger, A Henry and M Lints as members of the District Plan Committee. (d) That pursuant to Clause 31(1) Schedule 7 of the Local Government Act 2002 Council appoints Councillors J Denyer, M Grainger, A Henry and M Lints as members of the Regulatory Hearings Committee.

CARRIED

8.2 APPOINTMENT OF AN INDEPENDENT HEARINGS COMMISSIONER - RC11484L AT 491 OMOKOROA ROAD, OMOKOROA

RESOLUTION C20-6.3 Moved: Mayor G Webber Seconded: Cr M Dean 1. That the Environmental Consent Manager’s report dated 21 April 2020 and titled Appointment of Independent Hearings Commissioner – May 2020 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 Committee appoints the following Independent Hearings Commissioner to consider and determine the land use consent RC11484L at 491 Ōmokoroa Road/ 1245 State Highway 2, Ōmokoroa: • Commissioner Alan Withy.

CARRIED

Page 113 Extraordinary Council Meeting Minutes 12 May 2020

8.3 APPOINTMENT OF AN INDEPENDENT HEARINGS COMMISSIONER - RC1780L – 24 JAMES ROAD, TE PUNA

RESOLUTION C20-6.4 Moved: Mayor G Webber Seconded: Cr M Grainger 1. That the Environmental Consent Manager’s report dated 21 April 2020 and titled Appointment of Independent Hearings Commissioner – May 2020 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 appoints the following Independent Hearings Commissioner and Panel to consider and determine the land use consent RC11780L at 24 James Road, Te Puna: • Commissioner Russell De Luca (Chair) and qualified Elected Members as a Panel

CARRIED

COVID-19 Update The Chief Executive and Mayor provided a brief update to Councillors in relation to how Council meetings would operate under COVID-19 Level 2 restrictions and guidelines.

The meeting closed at 9:45am.

The minutes of this meeting were confirmed at the Ordinary Meeting of the Western Bay of Plenty held on 21 May 2020.

...... CHAIRPERSON

Page 114 Council Meeting Agenda 2 July 2020

9.2 MINUTES OF THE COUNCIL MEETING HELD ON 21 MAY 2020 File Number: A3769831 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Council Meeting held on 21 May 2020 be received and the recommendations therein be adopted.

ATTACHMENTS 1. Minutes of the Council Meeting held on 21 May 2020

Item 9.2 Page 115 Council Meeting Minutes 21 May 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL COUNCIL MEETING C20-7 HELD AT THE COUNCIL CHAMBERS, BARKES CORNER, TAURANGA AND VIA ZOOM ON THURSDAY, 21 MAY 2020 AT 9:30AM

1 PRESENT

Mayor G Webber (Chairperson), Deputy Mayor J Scrimgeour, Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Lints, Cr K Marsh, Cr M Murray-Benge and Cr D Thwaites

2 IN ATTENDANCE

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), K Perumal (Group Manager Finance and Technology Services) and T Ruru (Governance Advisor).

3 APOLOGIES

APOLOGIES

RESOLUTION C20-7.1 Moved: Mayor G Webber Seconded: Cr M Dean That the apologies for lateness from Councillors Dally and Henry be accepted. CARRIED

9:31am Cr Dally entered the meeting.

4 CONSIDERATION OF LATE ITEMS

Nil

5 DECLARATIONS OF INTEREST

6 PUBLIC EXCLUDED ITEMS

9:34am Cr Henry entered the meeting.

7 PUBLIC FORUM

PUBLIC FORUM ADJOURN MEETING

RESOLUTION C20-7.2 Moved: Mayor G Webber Seconded: Cr M Dean That the meeting adjourn for the purpose of holding a public forum. CARRIED

Page 116 Council Meeting Minutes 21 May 2020

7.1 DAVID MARSHALL – 2020/21 ANNUAL PLAN AND PUBLIC PARTICIPATION IN COUNCIL MEETINGS David Marshall’s presentation was circulated in an email to the Elected Members regarding the following topics: 2020/21 Annual Plan  Urged Council to consult with the community on the progressive plans for the 2020-21 Annual Plan due to the economic impact on the district as a result of COVID-19. Public participation in Council Meetings  Requested that all future Council meetings be streamed live for public participation and viewing to ensure true democratic and open local government.

PUBLIC FORUM MEETING RECONVENED

RESOLUTION C20-7.3 Moved: Cr M Murray-Benge Seconded: Cr M Dean That the meeting reconvene in formal session. CARRIED

CHANGE TO THE ORDER OF BUSINESS

RESOLUTION C20-7.4 Moved: Mayor G Webber Seconded: Cr M Murray-Benge That item 9.2 Application for Rates Remission on 06881 048 00 41 Harbour View Road, Omokoroa be discussed in confidential. CARRIED

8 COUNCIL AND COMMITTEE MINUTES FOR CONFIRMATION

8.1 MINUTES OF THE COUNCIL MEETING HELD ON 27 FEBRUARY 2020

RESOLUTION C20-7.5 Moved: Mayor G Webber Seconded: Cr M Murray-Benge That the Minutes of the Council Meeting held on 27 February 2020 be received and the recommendations therein be adopted. CARRIED

Page 117 Council Meeting Minutes 21 May 2020

8.2 MINUTES OF THE COUNCIL MEETING HELD ON 24 MARCH 2020

RESOLUTION C20-7.6 Moved: Mayor G Webber Seconded: Cr M Dean That the Minutes of the Council Meeting held on 24 March 2020 be received and the recommendations therein be adopted. CARRIED

8.3 MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON 29 APRIL 2020

RESOLUTION C20-7.7 Moved: Cr M Murray-Benge Seconded: Cr J Denyer That the Minutes of the Extraordinary Council Meeting held on 29 April 2020 be received and the recommendations therein be adopted. CARRIED

8.4 MINUTES OF THE AUDIT AND RISK COMMITTEE MEETING HELD ON 27 FEBRUARY 2020

RESOLUTION C20-7.8 Moved: Mayor G Webber Seconded: Cr M Dean That the Minutes of the Audit and Risk Committee Meeting held on 27 February 2020 be received and the recommendations therein be adopted. CARRIED

8.5 MINUTES OF THE DISTRICT PLAN COMMITTEE MEETING HELD ON 11 FEBRUARY 2020

RESOLUTION C20-7.9 Moved: Cr M Murray-Benge Seconded: Deputy Mayor J Scrimgeour That the Minutes of the District Plan Committee Meeting held on 11 February 2020 be received and the recommendations therein be adopted. CARRIED

8.6 MINUTES OF THE DISTRICT PLAN COMMITTEE MEETING HELD ON 26 FEBRUARY 2020

RESOLUTION C20-7.10

Page 118 Council Meeting Minutes 21 May 2020

Moved: Cr M Dean Seconded: Cr M Murray-Benge That the Minutes of the District Plan Committee Meeting held on 26 February 2020 be received and the recommendations therein be adopted. CARRIED

8.7 MINUTES OF THE PERFORMANCE AND MONITORING MEETING HELD ON 17 MARCH 2020

RESOLUTION C20-7.11 Moved: Mayor G Webber Seconded: Cr J Denyer That the Minutes of the Performance and Monitoring Meeting held on 17 March 2020 be received and the recommendations therein be adopted. CARRIED

8.8 MINUTES OF THE POLICY COMMITTEE MEETING HELD ON 24 MARCH 2020

RESOLUTION C20-7.12 Moved: Cr M Murray-Benge Seconded: Cr M Dean That the Minutes of the Policy Committee Meeting held on 24 March 2020 be received and the recommendations therein be adopted. CARRIED

8.9 MINUTES OF THE KAIMAI WARD FORUM MEETING HELD ON 12 MARCH 2020

RESOLUTION C20-7.13 Moved: Cr J Denyer Seconded: Cr M Murray-Benge That the Minutes of the Kaimai Ward Forum Meeting held on 12 March 2020 be received and the recommendations therein be adopted with the following amendments: 1. Replace “George” with “Gorge” CARRIED

8.10 MINUTES OF THE KATIKATI - WAIHI BEACH WARD FORUM MEETING HELD ON 19 MARCH 2020

RESOLUTION C20-7.14 Moved: Cr J Denyer Seconded: Cr A Henry

Page 119 Council Meeting Minutes 21 May 2020

That the Minutes of the Katikati - Waihi Beach Ward Forum Meeting held on 19 March 2020 be received and the recommendations therein be adopted. CARRIED

8.11 MINUTES OF THE MAKETU - TE PUKE WARD FORUM MEETING HELD ON 17 MARCH 2020

RESOLUTION C20-7.15 Moved: Cr K Marsh Seconded: Cr M Lints That the Minutes of the Maketu - Te Puke Ward Forum Meeting held on 17 March 2020 be received and the recommendations therein be adopted. CARRIED

9 REPORTS

9.1 MINUTES OF THE ANNUAL PLAN & LONG TERM PLAN COMMITTEE FOR CONFIRMATION

RESOLUTION C20-7.16 Moved: Deputy Mayor J Scrimgeour Seconded: Cr A Henry That the minutes of the Annual Plan and Long Term Plan Committee Meeting APLTP1 held on 17 December 2019 be received and the recommendations therein be adopted.

CARRIED

Item 9.2 Application for Rates Remission on 06881 048 00 41 Harbour View Road, Omokoroa was discussed in the confidential section.

9.3 DELEGATION OF DECISION MAKING ON APPLICATIONS TO THE COMMUNITY RESILIENCE FUND 2020

RESOLUTION C20-7.17 Moved: Cr M Dean Seconded: Cr M Murray-Benge (a) That the Group Manager Finance and Technology’s report dated 11 May 2020 and titled ‘Delegation of Decision-Making on Applications to the Community Resilience Fund 2020 be received. (b) That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy. (c) That pursuant to Clause 32 Schedule 7 of the Local Government Act 2002 Council delegates to Deputy Mayor Scrimgeour, Councillors Dean and Denyer, together with

Page 120 Council Meeting Minutes 21 May 2020

the Chief Executive Officer, the power to make decisions in respect of applications to the Community Resilience Fund 2020, including but not limited to the following powers: (i) To award grants according to the purposes and guidelines of the Community Resilience Fund 2020, within the allocated budget of $300,000. (ii) To make payments to grant recipients as soon as practicable after the award decisions have been made. (d) That the Chief Executive Officer reports to Council at each subsequent meeting, the allocation of grants, and details of successful applications.

CARRIED

9.4 MAKING PLAN CHANGE 85 - CLEANFILL ACTIVITIES IN THE RURAL, FUTURE URBAN, LIFESTYLE AND RURAL-RESIDENTIAL ZONES OPERATIVE

RESOLUTION C20-7.18 Moved: Cr M Murray-Benge Seconded: Deputy Mayor J Scrimgeour (a) That the Senior Policy Analyst Resource Management’s report dated 15 May 2020 and titled “Making Plan Change 85 - Cleanfill Activities in the Rural, Future Urban, Lifestyle and Rural- Residential Zones Operative be received. (b) That pursuant to the relevant provisions of the Resource Management Act 1991: - Plan Change 85 – Cleanfill Activities in the Rural, Future Urban, Lifestyle and Rural- Residential Zones be approved. - Plan Change 85 be made operative on 30 May 2020. - The public be notified of the operative date on 23 May 2020 (at least five working days before the date on which the Plan Change will become operative).

CARRIED

10 INFORMATION FOR RECEIPT

Nil

11 MONITORING/INFORMATION FOR RECEIPT

Nil

Page 121 Council Meeting Minutes 21 May 2020

12 RESOLUTION TO EXCLUDE THE PUBLIC

RESOLUTION C20-7.19 Moved: Mayor G Webber Seconded: Cr M Dean

That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter Reason for passing this Ground(s) under section 48 for to be considered resolution in relation to each the passing of this resolution matter 12.1 - Confidential Minutes of s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct the Council Meeting held on 27 information is necessary to of the relevant part of the February 2020 protect the privacy of natural proceedings of the meeting persons, including that of would be likely to result in the deceased natural persons disclosure of information for which good reason for s7(2)(g) - the withholding of the withholding would exist under information is necessary to section 6 or section 7 maintain legal professional privilege s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) 12.2 - Confidential Minutes of s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct the Performance and the information is necessary to of the relevant part of the Monitoring Meeting held on 17 protect information where the proceedings of the meeting March 2020 making available of the would be likely to result in the information would be likely disclosure of information for unreasonably to prejudice the which good reason for commercial position of the withholding would exist under person who supplied or who is section 6 or section 7 the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on,

Page 122 Council Meeting Minutes 21 May 2020

without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) 9.2 – Application for Rate s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct of Remission on 06881 048 00 41 information is necessary to the relevant part of the Harbour View Road, Omokoroa protect the privacy of natural proceedings of the meeting would persons, including that of be likely to result in the disclosure deceased natural persons of information for which good reason for withholding would exist under section 6 or section 7 CARRIED

The Meeting closed at 9:53am.

The minutes of this meeting were confirmed at the Council Meeting held on 2 July 2020.

...... CHAIRPERSON

Page 123 Council Meeting Agenda 2 July 2020

9.3 MINUTES OF THE AUDIT AND RISK COMMITTEE MEETING HELD ON 21 MAY 2020 File Number: A3769844 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Audit and Risk Committee Meeting held on 21 May 2020 be received and the recommendations therein be adopted.

ATTACHMENTS 1. Minutes of the Audit and Risk Committee Meeting held on 21 May 2020

Item 9.3 Page 124 Audit and Risk Committee Meeting Minutes 21 May 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL AUDIT AND RISK COMMITTEE MEETING AR20-2 HELD AT THE COUNCIL CHAMBERS, BARKES CORNER, TAURANGA AND VIA ZOOM ON THURSDAY, 21 MAY 2020 AT 1.00PM

1 PRESENT

Mayor G Webber (Chairperson), Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Lints, Cr M Murray-Benge, Cr J Scrimgeour and Cr D Thwaites

2 IN ATTENDANCE

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), K Perumal (Group Manager Finance and Technology Services), R Davie (Group Manager Policy Planning and Regulatory Services), I Butler (Finance Manager), D Jensen (Senior Financial Planner), G Payne (Strategic Advisor), D Shewan (Contracts and Procurement Team Leader) L Arrowsmith (Governance Support Administrator) and B Clarke (Senior Governance Advisor)

Others Maree Proctor and Clarence Susan (Audit NZ)

3 APOLOGIES

APOLOGY

COMMITTEE RESOLUTION AR20-2.1 Moved: Mayor G Webber Seconded: Cr J Denyer That the apology for absence from Cr Marsh be accepted. CARRIED

4 CONSIDERATION OF LATE ITEMS

Nil

5 DECLARATIONS OF INTEREST

Nil

6 PUBLIC EXCLUDED ITEMS

Nil

7 PUBLIC FORUM

Nil

Page 125 Audit and Risk Committee Meeting Minutes 21 May 2020

8 PRESENTATIONS

Nil

9 REPORTS

9.1 SUMMARY OF AUDIT AND RISK AGENDA TOPICS

The Group Manager Finance and Technology Services presented the report and gave an overview of the purpose and content of the reports included on the agenda.

Mayor Webber welcomed Maree Proctor and Clarence Susan from Audit NZ to the meeting.

COMMITTEE RESOLUTION AR20-2.2 Moved: Mayor G Webber Seconded: Cr J Denyer That the Group Manager Finance and Technology Services‘ report dated 21 May 2020 and titled ‘Summary of Audit and Risk Agenda Topics’ be received.

CARRIED

SUSPENSION OF STANDING ORDERS

The Chairperson advised that standing orders would now be suspended for a brief workshop discussion on Council’s risk profile.

COMMITTEE RESOLUTION AR20-2.3 Moved: Cr J Denyer Seconded: Cr M Dean A motion was moved that Council suspend standing orders at 1.10pm. CARRIED

A workshop discussion on Council’s risk profile was held.

RESUMPTION OF STANDING ORDERS

COMMITTEE RESOLUTION AR20-2.4 Moved: Mayor G Webber Seconded: Cr J Denyer A motion was moved that Council resume standing orders at 1.35pm. CARRIED

Page 126 Audit and Risk Committee Meeting Minutes 21 May 2020

9.2 COUNCIL'S RISK PROFILE

The Group Manager Finance and Technology Services presented the report. The Chairperson advised that, following workshop discussion just held, the Committee was ready to consider the recommendation. Elected Members indicated that they agreed with each of the top ten risks and that they were comfortable with “COVID-19’ and ‘Climate Change’ being incorporated into the existing risk list for reporting where applicable. They agreed that ‘Fraud’ be included as an additional key organisational risk in part (d) of the recommendation. The motion was put.

COMMITTEE RESOLUTION AR20-2.5. Moved: Cr M Dean Seconded: Cr J Scrimgeour (a) That the Risk Specialist’s report dated 21 May 2020 and titled “Council’s Risk Profile’ be received. (b) The Committee reviews each of the top ten risks identified below. (c) The Committee agrees which existing risks should be retained and reported on a quarterly basis. (d) The Committee considered that ‘Fraud’ be included as an additional key organisational risk.

CARRIED

9.3 TREASURY UPDATE

The Group Manager Finance and Technology Services noted that he had previously provided an overview of the treasury update during the presentation of item 9.1. He requested that the report be taken as read.

COMMITTEE RESOLUTION AR20-2.6 Moved: Cr G Dally Seconded: Cr D Thwaites That the Senior Financial Planner’s report dated 21 May 2020 and titled ‘Treasury Update’ be received.

CARRIED

9.4 AUDIT NEW ZEALAND ENGAGEMENT 2020-22

The Group Manager Finance and Technology Services presented the report.

He advised that Maree Proctor and Clarence Susan of Audit NZ were in attendance (via Zoom) to respond to questions.

Mr Susan responded to a question providing the following perspective:

Page 127 Audit and Risk Committee Meeting Minutes 21 May 2020

 In relation to why Audit NZ spent more hours auditing Council than they had budgeted for last year and why they considered it would take less time this year, the extra 90 hours spent last year was due to inefficiencies caused by internal staff changes, which had resulted in additional unrecoverable costs for Audit NZ in that year. The hours budgeted for this year’s audit reflected the directive from central government who had informed Audit NZ that due to the disruption caused by Covid-19, it must keep its fees static for the current year.

COMMITTEE RESOLUTION AR20-2.7 Moved: Cr M Murray-Benge Seconded: Cr A Henry a) That the Audit and Risk Committee receive the Senior Financial Planner’s report dated 21 May 2020 and titled “Audit New Zealand Engagement 2020-22”. b) That the Audit and Risk Committee approve the signing of the Audit Engagement Letter (Attachment 1). c) That the Audit and Risk Committee approve the signing of the Audit Proposal Letter (Attachment 2). d) That the Audit and Risk Committee receive the Audit Plan (Attachment 3).

CARRIED

9.5 AUDIT NEW ZEALAND INTERIM MANAGEMENT REPORT 2019/20

The Group Manager Finance and Technology Services presented the report. Staff responded to questions:  As part of the LGFA foundation document, there was an arrangement that each council ‘cross- guaranteed’ the debt of every other council within the sector. This enabled Council to borrow money at reasonable cost and spread risk. Within that arrangement there were limitations on the amount of borrowing that councils could do. Those foundation documents were repeatedly reviewed by legal firms and the shareholders’ council. Council deemed that risk to be acceptable.

 As New Zealand was in Covid-19 level 4 lockdown during this particular audit period, a number of documents that Audit NZ required to see to verify their findings were in the building and not physically able to be accessed at that time. As a result, Audit NZ has carried through those matters not able to be completed to the next interim audit which will be in June 2020, and the documents will then be considered by Audit NZ for confirmation.

Mr Susan responded to a question of clarification:  Audit NZ considered it a positive step that Council had formed the Audit & Risk Committee. It was important to ensure that appropriate skills and an independent view were available to the Committee and for that reason Audit NZ recommended that an independent member be included on the committee, so this was something for the Committee to consider.

In relation to an independent view, the Group Manger Finance and Technology Services advised that part of the Audit & Risk Committee work programme included a review of how the committee performed over a period of time. Council would enter into a procurement process seeking an appropriate provider to provide that service and this would be reported back to the Committee.

Page 128 Audit and Risk Committee Meeting Minutes 21 May 2020

COMMITTEE RESOLUTION AR20-2.8 Moved: Cr J Denyer Seconded: Cr M Murray-Benge That the Senior Financial Planner’s report dated 21 May 2020 and titled “Audit New Zealand Interim Management Report 2019/20’ be received.

CARRIED

9.6 ANNUAL AUDIT AND LTP MONITORING REPORTS

The Group Manager Finance and Technology Services presented the report, and noted a typo in relation to the Annual report which was the 2018/19 Annual Report, not 2018/29. The Mayor agreed to take the report as read.

COMMITTEE RESOLUTION AR20-2.9 Moved: Cr A Henry Seconded: Cr M Murray-Benge That the Finance Manager and Senior Financial Planner‘s report dated 21 May 2020 and titled ‘Annual Audit and LTP Monitoring Reports’ be received.

CARRIED

9.7 KPMG ASSET MANAGEMENT REVIEW

The Group Manager Finance and Technology Services presented the report. Staff responded to a question:  In relation to KPMG rated council controls no.3 Asset Data Management processes, systems and analytics (page121) rated as a high priority; that particular item was reported to the previous council shortly after the review was carried out last year and the response to that piece of work was underway before the review. It was the introduction and implementation of the asset management system, a new system introduced in 2017. Two key asset data staff had been appointed to provide the data quality improvement as raised by KMPG in response to that finding.

COMMITTEE RESOLUTION AR20-2.10 Moved: Cr M Murray-Benge Seconded: Mayor G Webber That the Asset Management Systems Specialist’s report dated 4 May 2020 and titled ‘KPMG Asset Management Review’ be received.

CARRIED

9.8 KPMG INTERNAL AUDIT MONITORING REPORT

Page 129 Audit and Risk Committee Meeting Minutes 21 May 2020

The Group Manager Finance andTechnology Services presented the report.

COMMITTEE RESOLUTION AR20-2.11 Moved: Cr M Grainger Seconded: Cr M Lints 1. That the Group Manager Finance and Technology Service’s report titled “KPMG Internal Audit Monitoring Report” 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

9.9 REVIEW OF PROCUREMENT POLICY

The Group Manager Finance and Technology Services presented the report. Staff responded to questions:  The proposed spend for any particular project was signalled and approved by Council through the LTP process and was reconfirmed through subsequent Annual Plan processes. Council had oversight of those spends before they occurred. Staff must adhere to requirements in conducting procurements. There was a sequence of processes that occurred to give Council an oversight, but the Procurement Policy and processes were a management function.

 During a procurement process all factors were considered, including local opportunities, but criteria must be met. It was about the capacity to be able to deliver.

 In terms of contractors that Council used, it depended on the scale of the project and whether it was within a larger contract. Council had three larger contracts, being the Western contract, the Downers Reserve contract and the Three Waters contract. They do the routine maintenance. Council frequently did utilise local contractors in certain areas for small to medium projects wherever possible. Volunteer groups worked around estuary margins.

 WestLink contract required approximately 26% of the work had to go to local contractors and standards must be met. At the moment this was running at around 35%.

COMMITTEE RESOLUTION AR20-2.12 Moved: Cr M Murray-Benge Seconded: Cr A Henry That the Procurement Team Leader’s report dated 21 May 2020 and titled ‘Review of Procurement Policy’ be received.

CARRIED

10 INFORMATION FOR RECEIPT

10.1 HEALTH AND SAFETY INFORMATION REPOT The Group Manager Finance and Technology Services requested that the information be taken as read.

Page 130 Audit and Risk Committee Meeting Minutes 21 May 2020

COMMITTEE RESOLUTION AR20-2.13 Moved: Mayor G Webber Seconded: Cr J Scrimgeour That the Health and Safety information provided to the Audit and Risk Committee on 21 May 2020 be received. CARRIED

11 RESOLUTION TO EXCLUDE THE PUBLIC

COMMITTEE RESOLUTION AR20-2.14 Moved: Mayor G Webber Seconded: Cr J Denyer That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter Reason for passing this Ground(s) under section 48 for to be considered resolution in relation to each the passing of this resolution matter 11.1 - Litigation Updates s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct the information is necessary to of the relevant part of the protect information where the proceedings of the meeting making available of the would be likely to result in the information would be likely disclosure of information for unreasonably to prejudice the which good reason for commercial position of the withholding would exist under person who supplied or who is section 6 or section 7 the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

CARRIED

The Meeting closed at 2.32pm.

Confirmed as a true and correct record by Council on:

...... MAYOR

Page 131 Council Meeting Agenda 2 July 2020

9.4 MINUTES OF THE PERFORMANCE AND MONITORING MEETING HELD ON 9 JUNE 2020 File Number: A3769855 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Performance and Monitoring Meeting held on 9 June 2020 be received and the recommendations therein be adopted.

ATTACHMENTS 1. Minutes of the Performance and Monitoring Meeting held on 9 June 2020

Item 9.4 Page 132 Performance and Monitoring Meeting Minutes 9 June 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL PERFORMANCE AND MONITORING MEETING HELD AT THE COUNCIL CHAMBERS, BARKES CORNER, TAURANGA ON TUESDAY, 9 JUNE 2020 AT 9:30AM

1 PRESENT

Cr D Thwaites (Chairperson), Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Lints, Cr M Murray-Benge, Deputy Mayor J Scrimgeour and Mayor G Webber

2 IN ATTENDANCE

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), K Perumal (Group Manager Finance and Technology Services), R Davie (Group Manager Policy Planning and Regulatory Services), A Price (Senior Consents Planner), K Hill (Utilities Manager), D Pearce (Community Manager), I Butler (Finance Manager), P Clark (Development Engineering Contractor), P Watson (Reserves and Facilities Manager), B Williams (Strategic Property Manager), P Martelli (Resource Management Manager), J Paterson (Transportation Manager), A Curtis (Compliance and Monitoring Manager), D Jensen (Senior Financial Planner), A Denton (Research and Monitoring Analyst), C Bennett- Ouellet (Customer Relationship Team Leader), R Woodward (Communications Specialist), and S McDowell (Governance Support)

Others Western Emergency Operating Area CDEM Controller Eric Newman Western Emergency Operating Area CDEM Response Manager Kerry Little

3 APOLOGIES

APOLOGIES

COMMITTEE RESOLUTION PM20-3.17 Moved: Cr M Murray-Benge Seconded: Cr A Henry That the apologies for absence from Cr Marsh and for late arrival from Mayor Webber be received. CARRIED

4 CONSIDERATION OF LATE ITEMS

Nil

5 DECLARATIONS OF INTEREST

Nil

6 PUBLIC EXCLUDED ITEMS

As listed in the agenda

Page 133 Performance and Monitoring Meeting Minutes 9 June 2020

7 PUBLIC FORUM

PUBLIC FORUM ADJOURN MEETING

COMMITTEE RESOLUTION PM20-3.18 Moved: Cr J Denyer Seconded: Cr G Dally That the meeting adjourn for the purpose of holding a public forum. CARRIED

Katikati Bypass – Jenny Hobbs, Chairperson of Katikati Taiao

Noted that she had advocated in the past for the bypass and that councillors and the community board had advocated for $200,000 for a feasibility study to be included in the annual plan. Any change to the annual plan should be considered a significant change and should therefore be referred back to the community.

Ms Hobbs asked the council to complete the feasibility study, costings and a financial analysis for presentation to the community. Ms Hobbs requested that the road be built as a local road.

In response to questions Ms Hobbs noted:

 The community should know the cost of building a local road.  Clarification was needed on how much land was owned by New Zealand Transport Agency.  Was the designation wide enough for the proposed road?  Public ownership of the land would be ideal.

The Chairperson thanked Ms Hobbs for her presentation.

Goodall Road – Colin Hewens

Spoke in support of the proposed recommendation under item 8.6 and noted that residents had indicated support for council ownership of the road with a 10 metre width.

The Chairperson thanked Mr Hewens for his presentation.

PUBLIC FORUM MEETING RECONVENED

COMMITTEE RESOLUTION PM20-3.19 Moved: Cr A Henry Seconded: Cr M Lints That the meeting reconvene in formal session. CARRIED

Page 134 Performance and Monitoring Meeting Minutes 9 June 2020

8 REPORTS

8.1 CIVIL DEFENCE EMERGENCY MANAGEMENT PRESENTATION The Western Emergency Operating Centre (WEOC) CDEM Controller Eric Newman and the Response Manager Kerrie Little attended the meeting and provided a briefing and a presentation on the WEOC response actions undertaken in response to the Covid-19 Emergency. Discussion and questions following the presentation covered:  Freedom campers in lock down were mainly fruit pickers  Road checks required approval by Civil Defence and Police (Police were present at most checks) – checks were made for travel plans and Covid related issues.  At level two of the lock down Ministry for Social Development (MSD) took over homeless cases  Civil Defence implemented security at motels where people were accommodated  On going use of motels for homeless was under the control of MSD for a further six months.  Foodbanks were vital – Civil Defence ensured they were restocked and reimbursed for stock used.

Key learnings:

 Establish home offices faster  The extent of vulnerable people and homeless people in the community  Community response teams were invaluable

COMMITTEE RESOLUTION PM20-3.20 Moved: Cr M Murray-Benge Seconded: Cr C Humphreys That the presentation from CDEM Controller Eric Newman on the Western Emergency Operating Area response to the Covid 19 Emergency be received.

CARRIED

8.2 GROUP MANAGER FINANCE AND TECHNOLOGY SERVICES EXCEPTION REPORT MARCH 2020 The Group Manager Finance and Technology Services presented his report and responded to questions as follows:

 Government will reimburse costs incurred by Council for its response to the Covid pandemic.  Financial contributions are impacted by less growth, forecasts are based on knowledge at the time of setting budgets but that the budget balances over a longer term  The capital budget was not impacted by a reduction in financial contributions  Debt is made up of tranches that mature at different times – the principle being to give certainty to debt funding

COMMITTEE RESOLUTION PM20-3.21 Moved: Cr M Grainger Seconded: Cr J Scrimgeour

Page 135 Performance and Monitoring Meeting Minutes 9 June 2020

1. That the report titled ‘Group Manager Finance and Technology Services Exception Report March 2020’ be received.

CARRIED

8.3 CIVIC FINANCIAL SERVICES LTD ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2019 The Group Manager Finance and Technology Services introduced the Civic Financial Services Limited annual report

COMMITTEE RESOLUTION PM20-3.22 Moved: Cr M Lints Seconded: Cr A Henry That the Civic Financial Services Limited Annual Report be received. CARRIED

8.4 FREEDOM CAMPING AND SEASONAL MONITORING The Compliance and Monitoring Manager noted:

 Teething problems with the new technology impacted the statistics particularly the capability to take photographs at night of freedom camper vehicle details.  Ministry of Tourism funding for monitoring freedom camping may not be available in the future and will be considered as part of the Long Term Plan service levels budget.  Parking monitoring at McLaren Falls and Omanawa Falls was not provided for.

It was noted that the report was to be provided to the Community Boards.

11.06am Mayor Webber entered the meeting.

COMMITTEE RESOLUTION PM20-3.23 Moved: Cr M Lints Seconded: Cr A Henry That the report titled “ Freedom Camping and Seasonal Monitoring” be received. CARRIED

8.5 KATIKATI BYPASS - LOCAL ROAD INVESTIGATION Mr Peter Clark (Development Engineering Contractor), spoke to the report.

Financial issues regarding impact on rates, debt, cost of borrowing, and potential road tolling were raised as part of a discussion on the scope of financial analysis for the project and the need for detailed financial information.

COMMITTEE RESOLUTION PM20-3.24 Moved: Cr J Denyer Seconded: Cr C Humphreys

Page 136 Performance and Monitoring Meeting Minutes 9 June 2020

1. That the report Katikati Bypass – Local Road Investigation, of 9 June 2020 be received. 2. That the Committee notes that for the Katikati Bypass Local Road Option: - The expected cost is $68.7M - The 95%ile cost is $79.9M - That NZTA engagement on the design and funding has not occurred - That the minimum Council share for a local road bypass would be 49% or $33.7M - That NZTA financial assistance has not been approved 3. That Council proceed with a financial analysis for the local road bypass and that the matter be referred to the Long Term Plan and to the Regional Transport Plan for consideration and subsequent public consultation. 4 That Council investigate promoting the purchase of the land corridor to enable the project to be developed to a ‘shovel ready’ state.

5. That this report and the Committees direction be provided to the Katikati Community Board for their information. CARRIED

8.6 GOODALL ROAD

COMMITTEE RESOLUTION PM20-3.25 Moved: Cr M Murray-Benge Seconded: Mayor G Webber 1. That Council resolves to support an application to the Maori Land Court for the land known as Whakamarama 1B1A, 1B1 and 1C1A5 roadway to be declared legal road vested in Council for the purpose of allowing Council to use public funds to upgrade services and improve access to adjoining properties. 2. That Council follows the Maori Land Court direction and process to have Goodall Road vested in Council as legal road, including any consultation requirements with Tangata Whenua. CARRIED

8.7 OPERATIONAL RISK REPORT JUNE 2020

COMMITTEE RESOLUTION PM20-3.26 Moved: Mayor G Webber Seconded: Cr M Murray-Benge That the Deputy Chief Executive’s Report dated9 June 2020 and titled Operational Risk Report June 2020 be received.

CARRIED

8.8 INFRASTRUCTURE SERVICES REPORT PERFORMANCE & MONITORING COMMITTEE JUNE 2020

COMMITTEE RESOLUTION PM20-3.27

Page 137 Performance and Monitoring Meeting Minutes 9 June 2020

Moved: Mayor G Webber Seconded: Cr M Murray-Benge That the Deputy Chief Executive’s report dated 9 June 2020 and titled Infrastructure Services Report June 2020 be received.

CARRIED

9 INFORMATION FOR RECEIPT

There were no items for receipt.

10 RESOLUTION TO EXCLUDE THE PUBLIC

COMMITTEE RESOLUTION PM20-3.28 Moved: Cr A Henry Seconded: Cr J Scrimgeour That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter Reason for passing this Ground(s) under section 48 for to be considered resolution in relation to each the passing of this resolution matter 10.1 - Council Contracts s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct Awarded or Renegotiated for the information is necessary to of the relevant part of the the Month of March and April protect information where the proceedings of the meeting 2020 making available of the would be likely to result in the information would be likely disclosure of information for unreasonably to prejudice the which good reason for commercial position of the withholding would exist under person who supplied or who is section 6 or section 7 the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities 10.2 - Operational Risk Report s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct June 2020 Confidential the information is necessary to of the relevant part of the protect information where the proceedings of the meeting making available of the would be likely to result in the information would be likely disclosure of information for unreasonably to prejudice the which good reason for commercial position of the withholding would exist under person who supplied or who is section 6 or section 7 the subject of the information

CARRIED

Page 138 Performance and Monitoring Meeting Minutes 9 June 2020

The Meeting closed at 1.35pm.

...... MAYOR

Page 139 Council Meeting Agenda 2 July 2020

9.5 MINUTES OF THE POLICY COMMITTEE MEETING HELD ON 16 JUNE 2020 File Number: A3773042 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Policy Committee Meeting held on 16 June 2020 be received and the recommendations therein be adopted.

ATTACHMENTS 1. Minutes of the Policy Committee Meeting held on 16 June 2020

Item 9.5 Page 140 Policy Committee Meeting Minutes 16 June 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL POLICY COMMITTEE MEETING HELD AT THE COUNCIL CHAMBERS, BARKES CORNER, TAURANGA ON TUESDAY, 16 JUNE 2020 AT 9:30AM

1 PRESENT

Mayor G Webber (Mayor), Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Lints, Cr K Marsh, Cr M Murray-Benge, Cr J Scrimgeour and Cr D Thwaites

2 IN ATTENDANCE

M Taris (Chief Executive Officer), R Davie (Group Manager Policy Planning and Regulatory Services), E Watton (Policy and Planning Manager), S Stewart (Policy Analyst), P Watson (Reserves and Facilities Manager), J Rauputu (Recreation Planner), L Balvert (Senior Communications Specialist), C Nicholson (Building Services Manager ), R Woodward (Communications Specialist), (Steve McDowell (Governance Advisor)

3 APOLOGIES

Nil

4 CONSIDERATION OF LATE ITEMS

Nil

5 DECLARATIONS OF INTEREST

Nil

6 PUBLIC EXCLUDED ITEMS

Nil

7 PUBLIC FORUM

Nil

8 PRESENTATIONS

Nil

Page 141 Policy Committee Meeting Minutes 16 June 2020

9 REPORTS

9.1 CONSULTATION ON THOROUGHFARES IN RELATION TO EARTHQUAKE-PRONE BUILDINGS

COMMITTEE RESOLUTION PP20-2.12 Moved: Cr M Dean Seconded: Cr M Lints 1. That the Policy Analyst’s report dated 16 June and titled Consultation on Thoroughfares In Relation to Earthquake-Prone Buildings be received 2. That the report related to an issue that is considered to be of medium significance in terms of Council’s Significance and Engagement Policy 3. That the proposed draft Statement of Proposal, Submission Form and Consultation Maps are adopted for public consultation

CARRIED

9.2 CONWAY ROAD RESERVE CONCEPT PLAN

COMMITTEE RESOLUTION PP20-2.13 Moved: Cr J Scrimgeour Seconded: Cr K Marsh 1. That the Policy Committee adopts the draft Conway Road Reserve concept plan (Attachment A) 2. That the Policy Committee refers the Conway Road Reserve costings to the 2021 – 2031 Long Term Plan for consideration (Attachment B). 3. That the Policy Committee directs that the Te Puke / Maketu Ward Reserve Management Plan be updated to incorporate the adopted concept plan for Conway Road Reserve. 4. That the Policy Committee approves the decision story for dissemination to those that provided feedback as the response to their feedback (Attachment C), and to be posted on Council’s website.

CARRIED

Page 142 Policy Committee Meeting Minutes 16 June 2020

10 INFORMATION FOR RECEIPT

10.1 SUBMISSION ON THE REVIEW OF THE BURIAL AND CREMATION ACT 1964 AND RELATED LEGISLATION

COMMITTEE RESOLUTION PP20-2.14 Moved: Cr M Murray-Benge Seconded: Cr M Dean 1. That Council receive the submission from Western Bay of Plenty District Council on the Review of the Burial and Cremation Act 1964 and Related Legislation, signed by Mayor Webber on 13 March 2020 under the Mayor’s Delegation

CARRIED

10.2 SUBMISSION ON THE BAY OF PLENTY REGIONAL COUNCIL'S DRAFT FLOOD PROTECTION AND DRAINAGE BYLAW

COMMITTEE RESOLUTION PP20-2.15 Moved: Cr A Henry Seconded: Cr J Denyer 1. That the Committee receive the submission from Western Bay of Plenty District Council on the Bay of Plenty Regional Council’s Draft Flood Protection and Drainage Bylaw, signed by Mayor Webber on 28 April 2020 under the Mayor’s delegation.

CARRIED

The Meeting closed at 9.36am

Confirmed as a true and correct record by Council on 2 July 2020.

...... MAYOR

Page 143 Council Meeting Agenda 2 July 2020

10 COUNCIL AND COMMITTEE MINUTES FOR RECEIPT

10.1 MINUTES OF THE TAURANGA MOANA / TE ARAWA KI TAKUTAI PARTNERSHIP FORUM MEETING HELD ON 10 FEBRUARY 2020 File Number: A3775472 Author: Letesha Arrowsmith, Governance Support Administrator Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020 be received.

ATTACHMENTS 1. Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020

Item 10.1 Page 144 Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting 10 February 2020 Minutes

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL TAURANGA MOANA / TE ARAWA KI TAKUTAI PARTNERSHIP FORUM MEETING HELD AT THE OPUREORA MARAE, MATAKANA ISLAND, TAURANGA ON MONDAY, 10 FEBRUARY 2020 AT 10:08AM

1 PRESENT

Chairperson Reon Tuanau - Tauranga Moana (Ngai te Rangi), Mayor G Webber, and Councillors G Dally, M Dean, J Denyer, M Grainger, A Henry, C Humphreys, M Lints, M Murray-Benge, J Scrimgeour and D Thwaites K Tohiariki (Te Whānau o Tauwaho (Otawhiwhi)), M Pene (Ngati Whakaue ki Maketu), R Biel (Tapuika), M Wihapi (Tuhourangi), B Leef (Ngati Taka), T Bluegum (Ngai Tamawhariua), S Hema (Ngati Tuheke), N Kuka (Ngai Tuwhiwhia), Julie Shepherd (Pirirakau), R Nelson (Ngati te Wai), Te Uta Rolleston (Ngai Tamawhariua ki Matakana), and T Wihapi (Te Arawa ki Takutai), and C Bidois (Ngati Ranginui).

2 IN ATTENDANCE

M Taris (Chief Executive Officer), G Allis (Deputy Chief Executive), R Davie (Group Manager Policy, Planning and Regulatory Services), K Elder (Governance Manager), P Tapsell (Workforce Development and Cultural Advisor), C Nepia (Maori Relationships and Engagement Advisor) and T Ruru (Governance Advisor).

Reon Tuanau opened the meeting with a mihi followed by a karakia from M Samuels. C Bidois (Ngati Ranginui) greeted the hapu and presented a koha (gift) to the haukainga on behalf of the Western Bay of Plenty District Council.

Reon Tuanau (Chairperson)  Acknowledged the first partnership forum meeting to be held on marae.  Honoured and privileged to hold the meeting at Opurerua Marae, Matakana Island.  Welcomed the Partnership Forum and congratulated the successful Elected Members.  Highlighted the important topics on the horizon for tangata whenua, such as: Panepane, Hauraki cross claims, Marine Area Coastal Act discussions, Oranga Tamariki, and the Mana Wahine kaupapa.

3 APOLOGIES

APOLOGY

COMMITTEE RESOLUTION 2020/1 Moved: Mayor Garry Webber Seconded: Cr Margaret Murray-Benge That the apology for absence from Cr K Marsh be accepted. CARRIED

Page 145 Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting 10 February 2020 Minutes

4 DECLARATIONS OF INTEREST

Nil

5 PUBLIC EXCLUDED ITEMS

Nil

6 REPORTS

7.1 TE ARA MUA REVIEW

C Nepia (Maori Relationships and Engagement Advisor) presented the report and responded to questions. Key Points  Te Ara Mua was a strategic plan developed by the Partnership Forum 3 years ago.  Outlined issues of significance for Māori in the Western Bay district.  The report outlined a number of completed matters and prioritised the revised actions moving forward.  Central Government had proposed legislation regarding the rating issues of Māori land and how Council processes could free up Māori land for development.  Council had more discretion as to how it addressed rating issues within the District. Western Bay was involved in a joint agency working group with WBOPDC, Bay of Plenty Regional Council (BOPRC), Tauranga City Council (TCC), Hapū and whānau who were wanted to develop land for housing.  Council had supported two members from the Partnership Forum to attend the Making Good Decisions and Chairs training.

Staff in response to questions: Meetings on marae  Holding partnership forum meetings on Marae wasn’t a focus over the last triennium, mostly because of the workload implications for the marae community hosting the hui. However on this occasion the haukainga invited Council to Opurerua Marae to discuss topics of importance for the hapū.  It was highlighted that tikanga (Māori custom) would always take precedence over meetings, in times of tangihanga (funerals). The meeting would need to be postponed or venue moved. Making Good Decisions Programme  Council had historically committed to funding two Partnership Forum members each year to go through the Making Good Decisions Programme. This was about building capacity within Iwi and hapū.

Papakainga  Staff clarified that Council had worked hard over the years to remove as many regulatory barriers as it could in order to encourage papakainga. However, there is still the requirement to apply for building consents and/or resource consents.

Page 146 Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting 10 February 2020 Minutes

 Council was only one part of the papakainga development process. Successful papakainga projects focussed on developing partnerships and collaboration across all stakeholders in the process, including banks when looking to secure finance.  It is encouraging that Central Government is focussing closely on housing, including the development of Māori land for housing.  In Western Bay of Plenty District marae were located in Rural Zones. The two councils (Western Bay of Plenty District Council and Tauranga City Council) had collaborated to align District/City Plan provisions around papakainga a number of years ago. The Joint Agency Group (JAG) helps to ensure that land trusts/whanau had the same supportive experience whether trying to develop papakainga within Tauranga City or Western Bay of Plenty District.  The Bay of Plenty Regional Council, when drafting its Onsite Effluent Treatment Plan, did so to encourage the efficient development of Māori land for papakainga. Points from Partnership Forum Members  Members were interested in exploring papakainga within a workshop.  Highlighted the need for a system of 10 key performance indicators as they were concerned about deliverables. They should be applied to all Māori projects to demonstrate how they were progressing.  Concerned that tangata whenua were not involved in the decision making process regarding papakainga.

COMMITTEE RESOLUTION 2020/2 Moved: Riki Nelson Seconded: Nessie Kuka 1. That the Māori Relationships and Engagement Advisor’s report titled “Te Ara Mua Review” dated 10 February 2020 be received; and 2. That the Partnership Forum approve the revised actions and the priorities identified for Te Ara Mua in this report.

CARRIED

Elected Members and Partnership Forum members introduced themselves.

2 PRESENTATION BY HAPŪ OF MATAKANA ISLAND

Members of the hapū presented on the importance of Panepane. Key Points  Hapū had been in discussions with Council about Panepane for 20 years. They were fortunate that Council Kaimahi (staff) and Elected Members had permitted them to talk about Panepane at the meeting.  Panepane (180 hectares approximately) was taken under the Public Works Act in 1923 for the navigational aids.  The land was significant to the hapū as it was next to their maunga and tupuna were buried there. The hapū were the kaitiaki of Matakana Island so it was their responsibility to look after it.  A member was employed by a local forestry company for the past 15 years. He worked with the Department of Conservation undergoing summer patrols monitoring native birds nesting in the sand dunes. Changes to Panepane had been identified as the dredging had caused a shift in the sand. Panepane was a breeding area for dotterels, however they had

Page 147 Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting 10 February 2020 Minutes

seen a decrease in bird life due to the impact of boats, jet skis and public access. Members of the public would track through the bush, tamper with traps, relieve themselves and litter. The current toilet could not cater for the amount of people accessing Panepane point.  Members were concerned with the fire risks as people were lighting BBQ’s and gas burners on the island.  A resident of Rangiwaea Island shared his perspective on the importance of Panepane and Purakau. It was a significant kai gathering area and many tupuna were buried there. He believed it was important to get the whenua back to further entrench their history for future generations.  Hapu of Matakana Island o Ngati Tauaiti, Ngai Tamawhariua, Ngai Tuwhiwhia, Te Ngare, Tauwhao  Members of the hapū highlighted various activities and projects on the island: o Fishing and hunting o Sailing and waka ama  Highlighted the importance of restoration on the island. A member had been involved in the community for 15 years doing various restoration projects on Matakana Island, Waikato and Napier. Developed strategies to look after taonga (treasures). Marae often depicted aspects of nature, animals, tuna and plants as it was important to pass on stories of the environment to future generations. Creating diversity and job opportunities stemmed from the restoration projects.  Hapū aspirations could not be achieved alone as they needed financial support from BOPRC and WBOPDC to carry out positive initiatives.  Paikea was one of the tupuna who ownership of Panepane and Purakau was vested in, their descendants wanted the land returned.  A member used sustainable energy (solar panels) to generate power for his cow shed. Power was monitored on an application with surplus energy powering three extra houses.  Rangiwaea considered sustainable housing for whānau, kaumatua and kuia and looked at opportunities for younger generations. Papakainga was built on the island with four 2- bedroom flats for kaumatua and kuia, along with one 3-bedroom house for whānau.  Considered sustainable sewerage systems to service the marae and papakainga in the future. Looking to build houses in areas with sewerage, power and wastewater access for families that would like to return home.  Five new orchards were developed on the island. Increased employment opportunities and future proofed opportunities for future generations.  Hapū considered themselves as kaitiaki of the whole island. They worked together as a community to build passion amongst their people to care and look after nature.  Concerned with erosion and the impact on significant urupā.  Discussed the impact of Rena and the hurt and trauma their people still carried. The experience imprinted the passion and love for nature into the younger generation.  Hapū aspirations: o Waited patiently for the return of Panepane for many generations o Panepane title to be placed into hapū trust in perpetuity o Register Panepane as Māori reservations o Plant native trees o Strengthen relationship with other land owners including the port of Tauranga o Kaitiakitanga o Co-management arrangement of the wharf, barge, ramp, toilets and access areas for health and safety.  Issues for the Hapū o Erosion o Water o Threat of fires during the summer seasons o Climate change; storms; rising seas o Panepane wharf health and safety issues, signage o Wandering boaties

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o Rubbish.  32 children were enrolled at Matakana Island Primary School. Taught children to hold fast and stand strong in their identity. Focused on traditional methods of looking after taiao (environment), fishing, reading tides and instilling the importance of kaitiakitanga. School exposed the children to different kaupapa (topics) such as the occupation of Ihumatao.  Younger generations knew how to grow māra (plant) in accordance with the moon. They learnt about what was important to them at Matakana Island.  Hapū representatives were on iwi boards. It was important to keep strong connections with home. Next generation were fighters.  Concerned that developers were looking at housing/land development on the island with a prospectus of 30 – 130 houses. The current community had 70 houses on Matakana. Concerned that developers did not have tangata whenua in mind when proceeding with developments.  Panepane/Purakau was taken in 1923 under the Public Works Act (97 years ago). No record of any compensation paid. The land was no longer required for the use for which it was taken. Believed that Council had an obligation to hand it back at the cost they paid for it.  Council had leased the land to forestry companies for a profit. Questioned the use of that money since 1923.  R Rolleston recited the whakapapa (genealogy) of the hapū and historical connection to Panepane and Purakau.  Panepane stood for heads bobbing in the water after the battle.  The right tikanga/kawa was to return the land to the hapū as they were the kaitiaki of the land and all ancestors that were buried there.  C Bidois as vice Chair of te Rūnanga o Ngāti Ranginui (iwi) strongly supported the request of the hapū. This despite the history of battle between Ngāti Ranginui and Ngai te Rangi, who the hapū of Matakana Island belong to.  Ownership was a crown/pakeha terminology.  Council had the power to right a Crown wrong. It would be a decision that would be remembered for the right reasons. Councillors aren’t often presented with that type of opportunity. Highlighted the importance of learning the history of the whenua (land).  The return of Panepane and Purakau was about two things: 1. Ownership, 2. Return of the mana to the hapū (kaitiakitanga over that land).  Hapū needed tino rangatiratanga (sovereignty) to survive on the island.  Trust established in 2016 and was registered in name of the 5 hapū.  Palmer family were among the first generation of the original owners. Mayor G Webber thanked the hapū for their presentation and advised the following:  Outlined the process moving forward.  In December 2015, Council unanimously agreed to consider discussing the return of Panepane/Purakau on the condition that they could negotiate with an entity that represented all hapū of Matakana Island.  Hapū had worked together to form the Trust. Council would now follow a robust process to respect different parties.  If Council was to return the land, then it would be returned to a Trust of the hapū of Matakana and Rangiwaea islands. If disagreements continued within the different factions on the island then the issue may continue for generations to come.  Council would attempt to do what was right, but were bound by legislation and accountable to the wider public. The Chairperson acknowledged the kōrero centred on Panepane in terms of the historical connection and future aspirations for preservation. Acknowledged how the name Panepane came about. The spiritual albatross would collect the wairua (spirit) of the person who passed away at the marae from the bottom of Mauao.

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All tangata whenua highlighted the importance of the severing that took place and how it still had an impact on people today. Acknowledged all kaikōrero. Ka mau te wehi kia koutou katoa.

COMMITTEE RESOLUTION 2020/3 Moved: Cr Kevin Tohiariki Seconded: Cr Monique Lints That the presentation from the representatives of hapū of Matakana island be received. CARRIED

COMMITTEE RESOLUTION 2020/4 Moved: Cr Tiki Bluegum Seconded: Cr Monique Lints That the Tauranga Moana/Te Arawa Ki Takutai Partnership Forum recommend to the Policy Committee that it commence the process to effect the transfer of Panepane/Purakau as broadly outlined in the resolution of Council dated 15 December 2015.

Abstained: Cr Christina Humphreys CARRIED

The Chairperson thanked the Partnership Forum Members, Elected Members, attendees and specially thanked the haukainga for sharing their kaupapa and kōrero with everyone.

The Chairperson declared the meeting closed with karakia whakamutunga (closing prayer) from R Rolleston.

The Meeting closed at 12:16pm.

The minutes of this meeting wil be confirmed at the next Tauranga Moana / Te Arawa ki Takutai Partnership Forum

...... CHAIRPERSON

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11 REPORTS

11.1 RIGHT OF WAY AND STORM WATER EASEMENT OVER MARUIA PLACE TO PERKINS DRIVE RESERVE IN FAVOUR OF PROPOSED LOTS 1 AND 2 BEING A SUBDIVISION OF LOT 7 DPS 34526 (RC 11495S) File Number: A3719913 Author: Joanne Hin, Legal Property Officer Reserves & Facilities Authoriser: Gary Allis, Deputy Chief Executive

EXECUTIVE SUMMARY 1. This report seeks Council’s consent under its delegated authority in respect of the granting of rights of easements in accordance with Section 48(1) of the Reserves Act 1977, for a right of way and storm water easement over part of Maruia Place to Perkins Drive Reserve (Lot 16 DPS 34526) in favour of proposed Lots 1 and 2 being subdivided from Lot 7 DPS 34526.

On the basis of Council’s existing Policy on Private Access over Reserve land, it is recommended that a Right of Way pursuant to Section 48 of the Reserves Act 1977, be granted subject to an appropriate easement fee being agreed and all statutory requirements being met. .

RECOMMENDATION

1. That the Legal Property Officer – Reserves and Facilities’ report dated 31 March 2020 and titled right of way and storm water Easement over Maruia Place to Perkins Drive Reserve in favour of proposed Lots 1 and 2 being a Subdivision of Lot 7 DPS 34526 (RC11495S) be received. . 2. That the report relates to an issue that is not considered significant in terms of Council’s Policy on Significance

3. That having considered the provisions of Section 48 (3) of the Reserves Act 1977, Council, in its capacity as administrating authority, does not require public notification of its intention to grant a right-of-way easement for the reasons contained in Section 2 of the report.

4. That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of a right of way and storm water easement shown on the attached plan (Attachment 1) to allow proposed Lots 1 and 2 being subdivided from Lot 7 DPS 34526 the ability to provide access and discharge storm water over Lot 16 DPS 34526 (the reserve) subject to:.

(a) The applicant paying compensation to Council for the value of the easement as assessed by a registered valuer; and

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(b) the Easement agreement includes conditions that protects Council against future maintenance; and

(c) the costs associated with the granting of an Easement are borne by the applicant.

BACKGROUND 2. Council is in receipt of a request from the owners of Lot 7 DPS 34526 (25 Perkins Drive) to obtain a Right of Way and storm water discharge easement pursuant to Section 48 of the Reserves Act 1977, in order to gain legal access over a small area of Council Reserve land. The landowner is proposing to subdivide their current parcel of land into 2 lots (RC11495S). Currently Lot 7 is accessing Perkins Drive over the local purpose accessway reserve. In order to legalise the use of the reserve for access and to satisfy the requirements for the subdivision an easement for a right a way and storm water discharge is sought by the owner of 25 Perkins Drive for the proposed Lots 1 and 2. A survey plan will be required to be created to detail the proposed easement’s location.

Easement Council has an existing policy for private access over reserve land, which is covered in Attachment 3. Based on Council’s existing policy, it is recommended that a Right of Way easement pursuant to Section 48 of the Reserves Act 1977 be granted subject to an appropriate easement fee being agreed and all statutory requirements being met.

Advertising One point Council needs to consider under the statutory process is whether or not there is a need to publicly advertise the intention to grant a right-of-way as required under Section 48 (2) of the Reserves Act 1977.

Section 48 (2) does not apply in any case where:

a. The reserve is vested in an administering body (Council) and is not likely to be materially altered or permanently damaged; and

b. The rights of the public in respect of the reserve are not likely to be permanently affected.

Staff are of the opinion that if a driveway was constructed across part of the accessway reserve that there would be no loss of rights for the public using the reserve for access between Maruia Place and Perkins Road.

Given the above, it is highly unlikely that the public’s rights would be permanently affected should a right-of-way for access purposes be established. A right of way easement is not an exclusive right, and Council, along with members of the public, would retain access rights. Council is unaware of any complaints with regard to the existing driveway. Granting a right of way easement over part of the reserve would not permanently affect the rights of the public in respect of the reserve nor would the reserve’s values be diminished. On this basis, it is not deemed necessary to publicly advertise the proposed right of way easement in this instance; however, Council may choose to do so at its discretion.

The Department of Conservation require that in terms of the delegation of the Minister's powers under the Reserves Act 1977, this is to be made by Councils and recorded as such.

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Sale of reserve land Although potentially an option, the sale of reserve land would require a more rigorous statutory process involving the revocation of the reserve status over the subject area of land, public advertising under both the Reserves Act 1977 and the Local Government Act 2002 as Council has identified the sale of reserve land subject to the Reserves Act 1977 to be an issue of significance in its Long Term Plan.

The sale of reserve land can trigger an emotive response from communities who become quite involved in the process on an issue of principle which can lose focus on the actual issue being resolved. The sale process is a protracted and costly process to implement.

SIGNIFICANCE AND ENGAGEMENT 3. This item does not trigger Council’s policy on significance.

ISSUES AND OPTIONS ASSESSMENT

4. Option A Recommendation

That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of section 48 of the Reserves Act 1977, Council hereby consents to the creation of a right of way and storm water easement shown on the attached plan (Attachment 1) to allow proposed lots 1 and 2 being subdivided from Lot 7 DPS 34526 the ability to provide access and discharge storm water over Lot 16 DPS 34526 (the reserve) subject to:.

(a) the applicant paying compensation to council for the value of the easement as assessed by a registered valuer; and

(b) the easement agreement includes conditions that protects council against future maintenance; and

(c) the costs associated with the granting of an easement are borne by the applicant.

This option is consistent with Council’s Policy on this issue. Assessment of advantages and Staff assess applications on a case by case basis disadvantages including impact on each with the assistance of the criteria contained in the of the four well-beings policy.  Economic On this basis, staff consider that the  Social establishment of a Section 48 right-of-way  Cultural easement pursuant to the Reserves Act 1977 is  Environmental the most practical option. This option would require due statutory process to be followed.

Costs (including present and future costs, Costs for the creation of the easement are borne direct, indirect and contingent costs). by the landowner/Applicant.

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The easement instrument protects Council from further maintenance or replacement costs of the easement facility and provides legal rights to the adjoining land owner. The value of the easement will be payable to Council by the applicant. A before and after valuation of the adjoining property with or without a legal ROW easement in place forms part of a valuation assessment for compensation for an easement.

Option B Status Quo This option is not in keeping with Council’s policy Assessment of advantages and on private access across reserve land and does disadvantages including impact on each of not legalise the historic situation which is what the the four well-beings landowner/applicant wishes to achieve.  Economic  Social  Cultural  Environmental N/A Costs (including present and future costs, direct, indirect and contingent costs).

STATUTORY COMPLIANCE 5. Section 48 (1) and 48 (3) of the Reserves Act 1977 provides Council with the Statutory authority to grant easements over reserves.

FUNDING/BUDGET IMPLICATIONS

6. Budget Funding Relevant Detail Information An application fee of $807 ($500 ROW and $307 SW) is required from the No funding required applicant to allow the processing of the consent.

The value of the easement will be payable to Council by the applicant. A before and after valuation of the adjoining property with or without a legal ROW easement in place forms part of a valuation assessment for compensation for an easement.

The easement instrument protects Council from further maintenance or replacement costs of the easement facility.

Costs associated with installing driveway are to be borne by the applicant.

ATTACHMENTS 1. Aerial showing plan of subdivision and ROW and Stormwater easement area over Reserve ⇩

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2. Application for a ROW over Council Reserve ⇩ 3. Policy for Private Access over Reserve Land ⇩

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11.2 STORMWATER EASEMENT OVER TE PUNA ESTUARY ESPLANADE RESERVE - 76C GILL LANE File Number: A3705402 Author: Joanne Hin, Legal Property Officer Reserves & Facilities Authoriser: Gary Allis, Deputy Chief Executive

EXECUTIVE SUMMARY 1. This report seeks Council’s consent under its delegated authority in respect of the granting of rights of easements in accordance with Section 48(1) of the Reserves Act 1977, for a storm water easement over part of Te Puna Estuary Esplanade Reserve (Lot 5 DPS 28412) in favour of 76C Gill Lane being Lot 2 DP 502495 to allow the discharge of storm water to Tauranga Harbour. .

RECOMMENDATION 1. That the Legal Property Officer – Reserves and Facilities’ report dated 21 May 2020 and titled Storm Water Easement Over Part of Te Puna Estuary Esplanade Reserve be received. 2. That the report relates to an issue that is not considered significant in terms of Council’s Policy on Significance. 3. That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of a storm water easement shown on the attached plan (Attachment 1) to allow Lot 2 DP 502495 to discharge stormwater over Lot 5 DPS 28412.

BACKGROUND 2. The landowner of Lot 2 DP 502495 (76C Gill Lane) is proposing to build a residential house on the property and requires to discharge storm water from the site via an approved outlet over Te Puna Estuary Esplanade Reserve to Tauranga Harbour. In order to proceed an easement is required over the adjacent esplanade reserve as shown in attachment 1.

The owners have formally applied for the Western Bay of Plenty District Council’s consent to the storm water easement as per attachment 2.

A survey plan will be required to be created to detail the proposed easement’s location.

The land over which the storm water easement is to be created is part of the Te Puna Estuary Esplanade Reserve, being an esplanade reserve and is subject to the provisions of the Reserves Act 1977. The storm water pipe is proposed to be underground on a small portion of Te Puna Estuary Esplanade Reserve, and does not affect the public’s rights to access across the reserve.

The easement document ensures the protection of the Te Puna Estuary Esplanade Reserve and provides the necessary legal right for the adjoining property owner to discharge stormwater across the esplanade reserve.

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The Department of Conservation require that in terms of the delegation of the Minister's powers under the Reserves Act 1977, this is to be made by Councils and recorded as such.

SIGNIFICANCE AND ENGAGEMENT 3. This item does not trigger Council’s policy on significance.

ISSUES AND OPTIONS ASSESSMENT Option A THAT pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of a storm water easement shown on the attached plan (Attachment 1) to allow Lot 5 DP 456267 to discharge stormwater over Lot 5 DPS 28412. Assessment of advantages and In order for the landowner to be able to effectively disadvantages including impact on each discharge storm water they are required to of the four well-beings discharge into Tauranga Harbour via the  Economic esplanade reserve.  Social  Cultural  Environmental Costs for the creation of the easement are borne by the landowner. Costs (including present and future costs, The easement instrument protects Council from direct, indirect and contingent costs). further maintenance or replacement costs of the easement facility and provides legal rights to the adjoining land owner. N/A Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

Option B Status Quo If Council declines the easement, the only option Assessment of advantages and for the landowner is to release storm water to a disadvantages including impact on each of soak pit. While this option is available it is not a the four well-beings preferred option as Council wants to ensure that  Economic storm water runoff from all house roofs and  Social driveways are directed away from soakage to an  Cultural approved point, in this case the Tauranga  Environmental Harbour.

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

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

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STATUTORY COMPLIANCE 4. Section 48 (1) of the Reserves Act 1977 provides Council with the Statutory authority to grant easements over reserves.

FUNDING/BUDGET IMPLICATIONS Budget Funding Relevant Detail Information An application fee of $307 is required from the applicant to allow the No funding required processing of the consent. No further costs will be sort from the applicant for the benefit of the easement as Council is encouraging connection into approved storm water points.

The easement instrument protects Council from further maintenance or replacement costs of the easement facility.

Costs associated with installing the storm water pipe and reinstatement of the site are to be borne by the applicant.

ATTACHMENTS 1. Aerial showing location of proposed easement ⇩ 2. Application for Easement with accompanying project details ⇩

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11.3 OROPI HALL - DECLARATION THAT LAND IS RESERVE File Number: A3764359 Author: Corey Stevens, Legal Property Officer Authoriser: Gary Allis, Deputy Chief Executive

EXECUTIVE SUMMARY 1. Council completed an agreement with the adjoining landowner to acquire land for the Oropi Hall carpark through subdivision. The existing Oropi Hall land is held under the repealed Counties Act 1956. Council is required to declare the existing land to be reserve so that it can be amalgamated in to one Record of Title with the land for the Oropi Hall carpark.

RECOMMENDATION 1. That the Legal Property Officer’s report dated 10 June 2020 and titled “Oropi Hall – Declaration that Land is Reserve” be received.

2. That Council resolve to declare Lot 1 DPS 710 to be a reserve within the meaning of the Reserves Act 1977; and

3. That Council resolve to follow the process under section 16 of the Reserves Act 1977 to classify Lot 1 DPS 710 to be a Local Purpose Reserve (Community Use) in accordance with Section 23 of the same Act.

BACKGROUND 2. Council owns the land on which the Oropi Settlers Hall (“Oropi Hall”) sits at 1295 Oropi Road. Council holds the Oropi Hall land, Lot 1 DPS 710, under section 319(a) the Counties Act 1956. 3. In 2015, Council identified that the Oropi Hall required additional car parking space. Council entered in to an agreement with the adjoining landowner (“the Browns”) to acquire a section of land for the car park through a community benefit lot subdivision. 4. Subdivision resource consent was granted, and practical completion occurred at the end of 2019. 5. The section of land to be acquired by Council for the carpark is shown as Lot 3 Deposited Plan 539566 (Attachment 1) as Local Purpose Reserve (Community Use). The section is to be amalgamated with the current title for the Oropi Hall. 6. Land Information New Zealand (“LINZ”) advised Council that the Oropi Hall land and the land for the carpark cannot be amalgamated as they are held under two different pieces of legislation. 7. The Counties Act 1956 has been repealed. As such, Council is required to bring the Oropi Hall Land under the Reserves Act 1977 (“the Act”) so that the land can be amalgamated on to one title. It is not possible for the car park land to be held in a separate title. 8. Section 14 of the Act allows the local authority to declare land vested in it to be reserve. A resolution to this effect may not be passed before the expiration one month after notice of intention to declare the land is published.

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9. Council is not required to publish this notice if the district plan makes provision for the use of the land as a reserve under the operative district plan. 10. District Plan map I07 (Attachment 2) shows the Oropi Hall land as a reserve. As such, no notice is required to be published before Council resolves to declare the land to be held as a reserve under the Act. 11. If the recommended resolutions are made, Council will be able to gazette the Oropi hall Land as reserve and complete the transaction to have the car park land amalgamated. This will enable LINZ to issue the new titles for the Browns, completing the signed sale & purchase agreement.

SIGNIFICANCE AND ENGAGEMENT 12. The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy in order to guide decision on approaches of engagement and degree of options analysis. In making this formal assessment it is acknowledged that all reports have a high degree of importance to those affected by Council decisions. 13. In terms of the Significance and Engagement Policy this decision is considered to be of low significance because there is only a small portion of the community affected, little-no financial risk and is an action that is required to be completed in order to meet Council’s obligations under a previously approved and signed sale and purchase agreement.

ENGAGEMENT, CONSULTATION AND COMMUNICATION 14.

Completed/Planned Interested/Affected Engagement/Consultation/Communication Parties

Inform Oropi Settlers Hall committee and adjoining land Name of interested owners (the Browns) that the matter has been completed. parties/groups

N/A Tangata Whenua

Planned

Completed N/A General Public

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ISSUES AND OPTIONS ASSESSMENT 15. Option A Status Quo – Do not declare Oropi Settlers Hall land to be reserve under the Reserves Act 1977 Advantages  No further action required  No need to comply with Reserves Act 1977 Assessment of advantages and Disadvantages disadvantages including impact on each of the four well-beings  Unable to complete sale & purchase  Economic agreement  Social  Possible legal risk for breach of contract  Cultural  Bad public image – not doing what we  Environmental agreed we would under a contract  Reserves Act 1977 Bylaws cannot be applied

 Potential legal costs for breach of contract Costs (including present and future costs, direct, indirect and contingent costs).

Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

Option B Declare Oropi Settlers Hall land to be reserve under the Reserves Act 1977 Advantages Assessment of advantages and disadvantages including impact on each of  Reserves Act 1977, and any bylaws can the four well-beings be applied to the land.  Economic Disadvantages  Social  Cultural  Additional work to be completed by staff  Environmental that was not initially envisioned.  Legal costs for gazetting reserve (less Costs (including present and future costs, than $1,500.00 incl. GST) direct, indirect and contingent costs).

Other implications and any assumptions N/A that relate to this option (Optional – if you want to include any information not covered above).

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STATUTORY COMPLIANCE 16. Recommendation complies with Reserves Act 1977 requirements.

FUNDING/BUDGET IMPLICATIONS 17. Type here Budget Funding Relevant Detail Information

Strategic property To be completed within existing budgets. legal budget

ATTACHMENTS 1. Attachment 1 ⇩ 2. Attachment 2 ⇩

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Item 11.3 - Attachment 2 Page 179 Council Meeting Agenda 2 July 2020

11.4 LIVE WELL WAIHI BEACH File Number: A3768052 Author: Ross Goudie, Community Board Member Authoriser: Miriam Taris, Chief Executive Officer

EXECUTIVE SUMMARY On 8 June the Waihi Beach Community Board Meeting expressed their wish to adopt and implement the ‘’Live Well Waihi Beach’’ proposal with immediate affect following Council’s adoption. That “Live Well Waihi Beach” is to be adopted to ensure that the contract can be advertised through the Community Board. The Waihi Beach Community Board proposes that up to $26,000 (excl GST) funding comes from the Waihi Beach Community Board Reserves. Other funding will be applied for using extra community grants to supplement or reduce the reliance of Community Board funding for the Project. The Waihi Beach Community Board will endeavour to work with other groups within our community to for fill the objectives of this project.

RECOMMENDATION 1. That the report from Community Board Chairperson Ross Goudie dated 2 July and titled ‘Live Well Waihi Beach’, be received.

2. That $26,000 (excl GST) is approved by Council to engage an external contractor to facilitate the Live Well Waihi Beach programme.

1. Rationale LIVE WELL WAIHI BEACH is a project that has arisen in response to widespread change and upheaval due to the COVID-19 epidemic and the subsequent economic and community consequences. As the ward enters the recovery stage it is important that we include a stronger framework of communication structures to move our ward forward in better ways. Waihi Beach has a number of local groups and services providing much needed support to the Waihi Beach community, yet there currently lacks a point of cohesion to provide support for these groups or far reaching communication channels. We have identified that there is need for a more cohesive connection between community groups in the Waihi Beach Ward and for them to contribute to projects and decisions which impact on the social, mental and physical well being needs of our population, as we enter out of COVID 19. This critical need to be supported through a round table model, which is managed initially by the contractor and then by community. We have identified a need to provide a ground-up approach to support these groups to further connect with the community while helping community members to better understand and access the resources that are available to them. The provision of a comprehensive digital space aims to elevate the existing groups and services in the Waihi Beach community and encourages connections that promotes individual and community resilience. The Waihi Beach Community Plan released in 2020 clearly identifies that Waihi Beach is identified as a significant population growth area in the regional Smart Growth strategy, and as a result health

Item 11.4 Page 180 Council Meeting Agenda 2 July 2020 and community services must also expand to meet the diverse needs of Waihi Beach residents. One of the Community Plan’s key objectives targets supporting a connected and safe community. Feedback identified a desire by residents for a central hub that supports better community connection and services, free information and a place to gather. Our community experience of COVID-19 has only shown an even greater need for this to occur within the heart and interests of Waihi Beach. While community interaction remains limited, we propose that this project begins to pave the way for a community hub initiative, working together with local facilities to provide face-to-face interaction where possible, to ultimately support a connected community at Waihi Beach

2. Scope and Contractor Brief To establish and deliver a community-centered initiative that aims to support and elevate the existing work of community groups and services in Waihi Beach, using digital platforms and a community round table approach to increase connection, support and resources for community needs that promotes thriving together. • To listen to the needs of our community through community group round table activities and through active engagement with community groups and service providers • To enhance the existing skills, resources and contributions of community groups and services by elevating voices, access and communication networks • To link members of the Waihi Beach Ward Community to available services and groups for connection and support through digital and in person platforms • To provide Waihi Beach specific information. Establish an easy to understand digital directory specific to Waihi Beach residents • To promote the power of community with good news stories, invitations to bring people together and to highlight the good work already being done; includes promoting volunteerism • To support community groups to access resources such as funding applications and skilled volunteers, and to alleviate some of the demands on local businesses where possible

3. Key Deliverables Digital Platform: • To create a website that serves as a digital platform directory of Waihi Beach community groups and services specific to the Waihi Beach community • To develop an active social media presence that supports the work of community groups and services and is of interest to members of the Waihi Beach community • To develop a monthly newsletter that is neutral, inclusive and promotes community engagement. This is not a replica of that proposed by Events and Promotions but will stand beside it. • To develop an email database to share news and important communications • To create regular digital content that is fresh, relevant and useful.

Community Groups and Services Engagement • To develop a digital and physical round table where community groups can bring their concerns, requirements and ideas to a central hub for discussion, dissemination and support

Item 11.4 Page 181 Council Meeting Agenda 2 July 2020

• To establish a cohesive connection with key stakeholders and community groups, as well as wider services such as Non-Government Organisations and government organisations, to provide excellent and relevant information for the Waihi Beach community • To compliment existing programs and resources available to Waihi Beach residents by listening to the needs of community groups and seeking resources and solutions • To develop a social services and community group resource library that can be applied to future events e.g. post-civil defence emergency • To establish a database of new volunteers in Waihi Beach, promoting youth and family engagement in community group activities while supporting the needs of community services

4. Execution Strategy We propose that this project be implemented for an initial period of six months. Due to this initiative being in response to pressing changes in the community due to COVID-19. It is recommended that this project examine the needs of the community six months after inception and review guiding strategies and goals to ensure it continues to meet the ever-changing needs of the community and continues to support longer term visions within the Waihi Beach Ward Community Plan. PHASE ONE- Set Up PHASE TWO- Engage and Implement a programme by December 2020. Proposal and deliverables to be negotiated with the contractor, subject to expertise and experience available to the applicant.

As Community Boards are not able to directly engage in the services of contractors or suppliers, the Board are seeking the guidance and assistance of Council staff to manage te procurement process and contract payments on behalf of the Board. Once approvals have been provided by Council, the Board will seek two quotes from suitable and qualified independent contractors.

Item 11.4 Page 182 Council Meeting Agenda 2 July 2020

12 INFORMATION FOR RECEIPT

Nil

13 MONITORING/INFORMATION FOR RECEIPT

Nil

Page 183 Council Meeting Agenda 2 July 2020

14 RESOLUTION TO EXCLUDE THE PUBLIC

RECOMMENDATION That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter Reason for passing this Ground(s) under section 48 for to be considered resolution in relation to each the passing of this resolution matter 14.1 - Chief Executive Officer s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct (CEO) Recruitment information is necessary to of the relevant part of the protect the privacy of natural proceedings of the meeting persons, including that of would be likely to result in the deceased natural persons disclosure of information for which good reason for s7(2)(f)(i) - free and frank withholding would exist under expression of opinions by or section 6 or section 7 between or to members or officers or employees of any local authority

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