RANGITĀIKI COMMUNITY BOARD WEDNESDAY, 11 JULY 2018

AGENDA

Meeting to be held in the Edgecumbe Community Library, College Road, Edgecumbe at 5:30 pm

Marty Grenfell CHIEF EXECUTIVE 4 July 2018

WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 Membership ...... 5

2 Apologies ...... 5

3 Conflict of Interest ...... 5

4 Public Forum ...... 5

5 Recovery Update ...... 6

6 Confirmation of Minutes ...... 7

6.1 Minutes - Rangitāiki Community Board 16 May 2018 ...... 7

7 Reports ...... 12

7.1 Rangitāiki Community Board Activity Report to 31 May 2018 ...... 12

7.2 Speed Indicator Device Report ...... 23

7.3 Request for Funding – Poroporo Rugby & Sports Club and Bike Whakatāne Trust ...... 26

7.3.1 Application for Funding – Poroporo Rugby & Sports Club ...... 27

7.3.2 Application for Funding - Bike Whakatane Trust ...... 56

8 Members Reports ...... 66

8.1 Chairperson Report – 2 July 2018 ...... 66

8.1.1 Appendix 1 - BOPRC River Advisory Panel Structure Feedback ...... 67

9 Minutes of Other Organisations ...... 71

9.1 E.D.I.T April 2018 Minutes ...... 71

9.2 E.D.I.T May 2018 Minutes ...... 76

9.3 Matata Residents Association May 2018 Minutes ...... 81

9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses ...... 83

9.4 Matata Residents Association June 2018 Minutes ...... 98 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA

9.5 Te Teko Residents Association April 2018 ...... 100

9.6 Edgecumbe Collective Minutes 19 June 2018 ...... 103 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 1 Membership

1 Membership

Board Member C T Stevenson - Chairperson

Board Member G E Bourk

Board Member K M Byrne - Deputy Chairperson

Board Member A M Clark

Board Member G L Dennis

Board Member E Harvey

Councillor G F van Beek

2 Apologies

No apologies were recorded at the time of compiling the agenda.

3 Conflict of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected member and any private or other external interests they might have.

4 Public Forum

The Board has set aside time for members of the public to speak in the public forum at the commencement of each meeting. Each speaker during the forum may speak for three minutes. Permission of the Chairperson is required for any person wishing to speak during the public forum. Applicants seeking funding from the Board are encouraged to speak in support of their application at this time.

Board Members may ask questions of the speaker but these should be confined to obtaining further information or clarification on matters raised by the speaker.

Councillor Mike van der Boom speaking on the following topics:

1. Whakatāne Bike Trust

2. Oxfam Trail Walker NZ

5 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 5 Recovery Update

5 Recovery Update

A verbal update will be given by Barbara Dempsey.

6 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 6 Confirmation of Minutes

6 Confirmation of Minutes 6.1 Minutes - Rangitāiki Community Board 16 May 2018

Details of RANGITĀIKI COMMUNITY BOARD MEETING HELD IN THE Meeting: EDGECUMBE LIBRARY, COLLEGE ROAD, EDGECUMBE ON WEDNESDAY, 16 MAY COMMENCING AT 5.30 PM

Present: Board Members C T Stevenson (Chairperson), K M Byrne, G L Dennis, E Harvey, A M Clark and Councillor G F van Beek

In Attendance: B Dempsey (Recovery Manager) and S French (Governance Support Advisor)

Visitors: Mrs C Barker

Apologies G E Bourk

1. CONFLICT OF INTEREST

No conflicts of interest were recorded.

2. PUBLIC FORUM

2.1. Chris Barker - Whakatāne Golf Course

Refer to page 4 of the agenda.

As the Ladies Club Captain of the Whakatāne Golf Course, Mrs Barker spoke to the club’s application for discretionary funds to support the Course Manager attend the Turfgrass conference in Wellington on 25-28 June 2018. She said the conference registration was expensive and as the club was under financial restraints, funding was essential if the Course manager was to attend.

Mrs Barker reported that it was in the best interests of the club, the district and of the Course Manager himself, to attend the conference. She said club events do attract overseas visitors to the area and that the Whakatāne and Ōhope golf clubs and the Council were running a promotion, targeted at Auckland, where visitors fly into Whakatāne, stay overnight and a day of golf at each course.

Mrs Barker concluded informing members that the Course Manager had worked for the Whakatāne Golf Course for 8-10 years.

3. RECOVERY UPDATE

3.1. B Dempsey - WDC Update

Refer to page 4 of the agenda and pages 4a-4b of the tabled item.

Mrs Dempsey advised members she was the new, interim Council representative for the Rangitāiki Community Board.

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In regards to recovery, Mrs Dempsey said that 20 percent of families were still not home and, where progress had stalled, the navigators were working with families to help. She noted that there would be an assessment on navigators shortly.

Mrs Dempsey reported, after 14 months of Recovery Newsletters the focus would change such that the Edgecumbe Collective would take the lead for the content and Council would support and resource the newsletter.

Mrs Dempsey attended the Community Representatives meeting on 8 May 2018 and said that the interaction with the representatives and Bay of Plenty Regional Council was very good, and the representatives were drilling down until satisfied with answers given.

A discussion ensued regarding the natural springs located in the red zone during the repair work and an update was requested regarding the canal widening north of Thornton Road.

Mrs Dempsey concluded reporting that the porta-building located by the Edgecumbe Library would be removed by the end of June 2018.

4. CONFIRMATION OF MINUTES: 26 MARCH 2018

Refer to pages 5-11 of the agenda.

RESOLVED:

THAT the minutes of the Rangitāiki Community Board meeting held on Wednesday, 28 March 2018 be confirmed as a true and correct record.

Van Beek/Harvey CARRIED

5. REPORTS

5.1. Activity Report to 30 April 2018

Refer to pages 12-19 of the agenda.

The following additional points were noted:

The Chairperson requested an update resulting from the Resource Consent hearing for the proposed water bottling plant at Otakiri.

Discussions ensured about the rationalisation of playgrounds in the area and regarding engagement with the Walking and Cycling Steering Group.

Concern was raised that there had been no community consultation about the LED Lighting Upgrade project and a schedule for the planned lighting work in the Rangitāiki ward was requested.

The Te Teko Residents Association acknowledged the removal of the three plain trees at Eivers Park, Te Teko however it was noted that at least one vehicle had been breached on the remaining stumps. It was suggested that the stumps be reduced or removed and further plain trees required removal due to concerns from falling branches and leaf litter on the tennis/basketball courts.

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It was suggested that residents at 21-25 Huia Crescent be contacted in regards to removal of the council trees on their boundaries.

The work completed on the disabled access at the Matatā Resource Centre was acknowledged.

RESOLVED:

THAT it be recommended to the Walking and Cycling Steering Group to engage regularly with the Rangitāiki Community Board, Te Teko and Matatā communities at appropriate times throughout the project, and that the Rangitāiki Community Board have the opportunity to feed into the plans.

Stevenson/van Beek CARRIED

RESOLVED

THAT it be recommended to the Council to engage and support the Edgecumbe Collective in regards to the strategic direction of playgrounds and open spaces in Edgecumbe.

Clark/Byrne CARRIED

RESOLVED

THAT the Activity Report to 28 February 2018 be received.

Dennis/Byrne CARRIED

5.2. Request for funding – Whakatāne Golf Course

Refer to pages 4–14 of the Supplementary Agenda.

RESOLVED:

1. THAT the Request for Funding – Whakatāne Golf Course report be received; and

2. THAT $1329.00 be allocated from the Rangitāiki Community Board Discretionary Fund to the Whakatāne Golf Course to assist with costs for the club’s Course Manager to attend the Turfgrass Conference and Trade Exhibition in Wellington on 25-28 June 2018.

Byrne/Clark CARRIED

6. MEMBERS REPORTS

6.1. Chairperson’s report – May 2018

Refer to page 20-23 of the agenda.

Chairperson Stevenson reported she had been invited to address the congregation of St David’s Church on 6 April 2018, the anniversary of the Edgecumbe flood.

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In regards to recovery, the Bay of Plenty Regional Council Communication Manager had made contact with Chairperson Stevenson and she was receptive to potential solutions. Ms Stevenson added that the issues with the Rata Avenue detour were ongoing, that the transport agencies had been contacted requesting them to use Gull Road and that the Community Representatives and two Councillors from the Bay of Plenty Regional Council were monitoring the situation.

In response to a query, the Edgecumbe Collective committee was explained and it was noted that the first draft of the Community Plan had been completed. Chairperson Stevenson said there was great collaboration and work was being carried out in the area of branding for Edgecumbe.

RESOLVED:

THAT the Chairpersons Report – 7 May 2018 be received.

Stevenson/Byrne CARRIED

7. MINUTES OF OTHER ORGANISATIONS

7.1. Minutes Combined Community Board 21 March 2018

Refer to page 24-27 of the agenda.

RESOLVED:

THAT the minutes of the Combined Community Board meeting held on 21 March 2018 be received.

Harvey/Dennis CARRIED

7.2. E.D.I.T 21 March 2018 Minutes

RESOLVED:

THAT the minutes of the Edgecumbe Development and Improvement Team (E.D.I.T) meeting held on 10 April 2018 be received.

Harvey/Dennis CARRIED

7.3. Matatā Resident’s Association April 2018

Refer to page 32-33 of the agenda.

RESOLVED:

THAT the minutes of the Matatā Resident’s Association meetings held on 10 April 2018 be received.

Harvey/Dennis CARRIED

7.4. Edgecumbe Collective Minutes – 17 April 2018

Refer to pages 34-37 of the agenda.

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RESOLVED:

THAT the minutes of the Edgecumbe Collective held on 17 April be received.

Harvey/Dennis CARRIED

8. OTHER BUSINESS

Board Member Harvey reported the 1XX Charitable Trust would be responsible for the disbursements of funds received from the SOS Edgecumbe Trust.

Board Member Clark attended the well-organised and informative Rangitāiki Floodway Project drop in clinic organised by the Bay of Plenty Regional Council. She also advised members that the Thornton Pioneer Committee were in charge of the historical implements and memorabilia relocation.

THE MEETING FINISHED AT 7.04 PM

Confirmed this day of

CHAIRPERSON

11 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7 Reports

7 Reports 7.1 Rangitāiki Community Board Activity Report to 31 May 2018

Subject: ACTIVITY REPORT TO 31 MAY 2018

To: RANGITĀIKI COMMUNITY BOARD

Meeting Date: WEDNESDAY, 11 JULY 2018

Written by: MANAGER PLANNING AND REGULATION

File Reference: A1301199

1. REASON FOR THE REPORT

The report provides the Community Board with an update on a number of projects and activities delivered within the Rangitāiki area during May 2018.

Transportation Three Waters Operations Library Services Recreational Services Reserves and Open Spaces Buildings and Facilities Solid Waste Strategy and Community Development Governance Recovery Planning Building

2. TRANSPORTATION

2.1. Capital Expenditure – Current Projects 2.1.1. LED Lighting Upgrade Project 2017-18

The LED accelerated renewal programme has commenced, with works being carried out in Edgecumbe, Tāneatua, Te Teko and Matatā by our lighting maintenance contractor, Broadspectrum. This work includes the replacement of defective streetlight columns. All new and replacement column installations have been completed in these areas, with only ducting and cabling required to complete the scheduled programme in these areas.

The LED programme also includes installation of a light point controller on the top of each LED, which will enable Council to communicate with and control each light. This central management system (CMS) supplied by Telensa will also enable a more accurate record of power consumption.

This project will be completed in 2019.

12 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.1 Rangitāiki Community Board Activity Report to 31 May 2018 (Cont.)

2.2. Emergency Works 2.2.1. February and July 2016 Storm Damage Repairs

The repair of storm-damaged parts of the road network from events in February and July 2016 saw small sites being repaired under the maintenance contract, with the balance packaged into three contracts as described below:

1. February 2016 – Matahī Valley Special Purpose Road under-slip – A section of the road slipped away and was repaired under contract by Tracks Concrete Ltd in November 2017. 2. July 2016 – Manawahe and Galatea under-slips – A contract was awarded to Grant Farms Ltd (GFL). The Manawahe Road under-slip works were completed in 2017, but works on the Galatea under-slip site have been delayed, due to the contractor losing a key staff member who was managing these works. The Galatea works recommenced in mid-April and are due to be completed in June 2018. 3. July 2016 – Manawahe Road and Herepuru Road scours – physical works on the Herepuru Road site are well underway and are due for completion in mid-June. These repairs were carried out through the existing road maintenance contract with Broadspectrum. Crossroads contractors were successful in securing the Manawahe Road scour repair work. This work commences in mid-June and is due for completion by the end of July.

2.2.2. April 2017 Cyclone Debbie Storm Damage Repairs 2.2.2.1. Manawahe Under-slips (x2)

Two sections of road in close proximity were undermined during Cyclone Debbie. The repair of these two under-slips has been packaged into one contract, which has now been awarded to Tracks Concrete. Works commenced in late April and are progressing well. The works are due to be completed by the end of July.

2.2.2.2. College Road, Edgecumbe

The Regional Council has awarded a contract to Waiotahi Contractors to reconstruct the stopbank where it breached in April last year. This contract includes reconstruction of the adjacent road and footpath and BOPRC staff are actively engaging with Council staff in regards to these design elements. The previous roadway had a wide, on-road cycleway, and the new design proposal is to integrate this into a 2.5 m wide, shared-use path in place of the old 1.5 m footpath. This is better suited to the current and expected future use of footpath assets, especially with the growing number of mobility scooter users and the need for safer cycle access to schools.

3. THREE WATERS OPERATIONS

3.1. Johnson Road Watermain Renewal

The 2017-18 budget for this project was $200,000. The original scope proposed renewal of 1000 m of 200 mm main that was installed following the Edgecumbe earthquake. In the past three months, three failures have occurred on the further section that extends from Johnson Road under the rail corridor and condition assessment indicates this section should also be replaced. With the additional section, the works were tendered and the revised project cost has been established at $395,000. This includes allowance for provisional cost items and a contingency amount of $82,000.

Council has approved the increase of the current year’s budget by $195,000 to complete the project.

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The project is underway and is expected to be completed mid-July 2018.

3.2. Three Waters planning – Water Safety Plans

After a teleconference with the drinking water assessor on 5 June, final corrections to Tāneatua, Rūātoki, Waimana, Te Mahoe, Murupara and Plains water safety plans were discussed. As a result, final versions of these documents will now be produced. Council is awaiting a Water Safety Plan for the newly developed Otumahi scheme from the consultant.

4. LIBRARY SERVICES

4.1. Edgecumbe Library (Te Tari Āwhina)

A volunteer recruitment drive was held in early May followed by an information morning on 9 May in the Edgecumbe Library. Six new volunteers are now in training, and their support contributes to the new opening hours of Monday to Friday: 10am – 12pm and 2 – 4pm.

The Lion’s Reading Room in the Edgecumbe Library is available for public use and the library has now returned to normal operation.

The Edgecumbe Library recorded over 300 Wi-Fi users and over 1,000 items were borrowed and returned through the Edgecumbe Library during April and May 2018, resulting in an increase of 50% compared with the same period in 2017.

5. RECREATIONAL SERVICES

5.1. Whakatāne Aquatic Centre Yearly Closure

Planning is underway for the yearly closure of the Whakatāne Aquatic Centre, which is scheduled from 2 July to 8 July 2018. There are a number of servicing and maintenance activities scheduled to be completed within this timeframe, particularly in the plant rooms. Design plans are being completed for the redesign of the reception area with the primary focus of opening up the counter area and managing public entry into the facility. Public and staff have identified this as a congestion issue for the last five years. The aim was to have this work completed in the July shutdown period, however as we are still waiting on design work, August 2018 may be a more realistic expectation.

14 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.1 Rangitāiki Community Board Activity Report to 31 May 2018 (Cont.)

5.2. Edgecumbe College Pool

The Edgecumbe College pool was closed for the season on 29 April. A total of 1,528 visits were recorded for the period 22 January to 29 April and 56 students completed a 9-week Learn To Swim programme over the same period.

6. RESERVES AND OPEN SPACES

6.1. Walking and Cycling Steering Group

Since the inaugural meeting, there has been some progress in respect of the Great Ride Western Coastal Extension and engagement with consultants to assist in the Walking and Cycling Strategy and Implementation review.

Engagement through the Long Term Plan 2018-28 process has opened discussion with advocates for a Whakatāne Mountain Bike Park.

The Steering Group will provide strategic direction to a number of walking and cycling initiatives in the District including:

Review of the Walking and Cycling Strategy and Implementation Plan Safe Ways to Schools initiative Preparation of the feasibility study for the Western Coastal Extension Trail Community-led initiatives such as the proposed Mountain Bike Park.

A draft Terms of Reference has been prepared and will be reviewed by Executive and the Steering Group.

6.1.1. Cycle Trail Extension

The Council are preparing a Business Case to extend Mōtū Trails Great Ride to Whakatāne is progressing in two work streams including:

Selection of Route Business Development

The route selection aims for a Grade 2 (easy) ride as specified in the NZCT Design Guide.

For the Whakatāne section a preferred route has been identified as follows; cross Ōhiwa Harbour to Port Ōhope; traverse Ocean Road dunes; Maraetotora / Burma Road to Ōhope Road; Gorge Road / Commerce Street to CBD; Warren Cole to Landing Road Bridge; stopbanks to Bunyan Rd; along coast to dunes / or unformed road to airport; extend trail to Thornton east.

Most of the preferred route is on Council-owned land or where it is not, there is the option to be on Council land. While the majority of the route has scenic coastal appeal, some challenges are apparent such as crossing Ōhiwa Harbour; route access between Ōhope and Whakatāne (Gorge Road is steeper then Grade 2 specifications); Commerce Street is a high traffic zone with no dedicated off road option and; a preferred coastal route to the airport will require landowner approval.

Preliminary discussions with Te Rūnanga O Ngāti Awa about options to improve the Great Ride and support their business interests have been positive.

15 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.1 Rangitāiki Community Board Activity Report to 31 May 2018 (Cont.)

The Business Case is scheduled to be completed by end of June however; a workshop to inform the Business Development work stream will be scheduled and will engage with the Community Board.

The draft Business Case will be presented to Council for approval at the 2 August meeting.

6.2. District Reserve Policy Document

A Council Hearing was held on 24 May for those who wished to speak to their submission on the Draft District Reserve Policy Document. Councillors deliberated on these along with 189 written submission points and made recommendations for a small number of additional amendments for finalisation of the Plan. This is due to be presented back to Council at its Extraordinary Meeting on 28 June.

6.3. Edgecumbe Improvements

The following works have been completed in Edgecumbe:

Resealing of the Edgecumbe rugby and skatepark carparks including kerb replacement around the old toilet block was completed during May A picnic table with access for the disabled was installed outside the businesses on the corner of Bridge Street and College Road A new bin enclosure was installed adjacent to the pedestrian crossing on College Road Vegetation has been cleared along the fenceline with the neighbouring property at Ratahi Reserve in preparation for installation of a timber paling fence during June Relocation of the old playground adjacent to the Riverslea Mall (to the northern side of the footpath including the refurbishment and replacement of safety surfacing) is scheduled to commence during June.

6.4. Matatā Beach Carpark Upgrade

Reshaping of the beach carpark including re-metalling and forming of bunds to prevent vehicular access onto sensitive areas of the dunes has been completed by the contractor. Timber fencing to formalise the area will be installed during June.

6.5. Thornton Reserve Drainage

A cesspit with associated drainage was installed inside the turning circle at the beach carpark to alleviate flooding of this area following heavy rains.

6.6. Eivers Park Trees – Te Teko

Three large Plane trees were removed and the crowns on a further five mature trees reduced by 25% at the entrance to the pavilion alongside the netball courts to improve the light and reduce the amount of leaf fall onto the courts.

Staff are presently seeking quotations for the removal of a further six mature Plane trees along the boundary between the fields and the private houses along Huia crescent as these were initially planted too close to the houses and are now posing a risk to residents and causing significant shading and leaf drop onto sections.

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6.7. Playgrounds

Staff are working with Edgecumbe Collective to develop a community plan and identify playgrounds for possible rationalisation.

6.8. Matata Lagoon

Council staff attended the last Matata Residents Association meeting to engage with the Residents Association on the preferred future management of the lagoon and surrounding environment. Staff are now meeting with Department of Conservation to discuss the unsigned Memorandum of Understanding. Further engagement will occur with the Matatā community.

7. BUILDING AND FACILITIES

7.1. Awakaponga Hall

The Awakaponga Hall was affected by the April 2017 floods that resulted in damage to the hall’s floor. The Council holds the insurance policy for the structure and is therefore responsible for settling all claims with the insurers. The insurance assessors have now revised the scope of the work and reissued the document to the three original construction companies. The Council’s insurance company has now provided to the Council these quotes for its consideration.

A separate report detailing the additional works necessary to rectify the damage will be presented at a future meeting.

7.2. Otakiri Hall

The contract to replace the old and failing roof of the original hall has commenced. To provide for an all-weather work programme without weather interruptions, the hall has been fully wrapped. The construction of the new roof and relining of the walls is expected to be completed in the next four weeks. The kitchen area of the hall will also receive a makeover as part of the construction.

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7.3. Awakeri Scout Den

The Council is still confirming the possible costs in either relocating the existing Scout Den or the construction of a completely new structure. The Awakeri Primary School Board has been supportive to the Scouts in offering an alternative location on school grounds to site the Den. The Council-owned land area adjacent to the Awakeri Primary School and existing tennis courts is also a potential location. Both sites have advantages and challenges.

In the coming month, the Council will be finalising its discussions with all parties to settle on a preferred site.

7.4. Ministry of Tourism Fund Grant – Gateway Project

The Te Teko Gateway Toilet opening was held on 24 May with a community ceremony. The new toilet replaces the old 1970s facilities that had deteriorated in the last 40 years. The old facility is planned to be demolished in coming months.

Pricilla Morrison, Bobby and Charelle Stevenson opening the Toilet with the cutting of the ribbon.

The Te Teko Toilet at Eivers Park is one of three Permaloo public conveniences the Council has now installed in the District. A request has been made for a solar light to be installed at the gate of the pavilion.

8. SOLID WASTE

8.1. Solid Waste Overview

During April and May 2018, 3878 tonnes of solid waste was collected through kerbside collections, street litter bin lifts, private contractor deliveries and public deposits at the waste transfer station. A large portion of solid waste is still disposed of at landfill, but a significant percentage of material is being recycled (glass, paper, some plastics and metals), or reprocessed (greenwaste and construction materials).

8.2. Shared Waste Initiatives

As part of the steering group, the Council’s Solid Waste Manager continues to provide input to the Bay of Plenty Local Authority Shared Services (BOPLASS) and Waikato Local Authority Shared Services (WLASS) collaborative solid waste projects. The current status of these is listed below:

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A regional or cross-regional approach to waste operator licensing and data collection – project scoping is underway. Diverting putrescent waste from landfill – project scoping is underway. This is a BOPLASS project only with no involvement from WLASS. A regional facilities strategy – project is on hold.

8.3. Disaster Waste Management

The Bay of Plenty Regional Council, Waikato Regional Council, Environment Canterbury and associated CDEM teams have been collaborating on developing a Disaster Waste Management Plan (DWMP) tool. The intention of this tool is to assist local government bodies, CDEM groups and emergency response teams to plan for bulk waste recovery/management/disposal following disaster events. The Solid Waste Manager is part of the group involved in developing testing and implementing the template.

8.4. School Waste Education Programme

The current school waste education programme has been extended for another three years (2018-2021). There are currently about 30 schools throughout the District signed up for the programme. It is intended to expand the programme to also cover some early childhood centres. The programme is funded from the Ministry for the Environment Waste Levy Funding.

8.5. Waste Minimisation Information and Advice

Solid Waste information and advice has been provided to the community ‘Green Print’ group and Community Resources Whakatāne to aid implementation of waste minimisation projects.

9. STRATEGY AND COMMUNITY DEVELOPMENT

9.1. Long Term Plan Adoption

Development of Council’s Long Term Plan 2018-28 has been a 12-month project including the review of Council’s strategic direction, key policies, workplan and financial limits. The culmination of this project involves the adoption of the LTP by Council on 28 June 2018. Following adoption, the LTP Programme will enter its final phase; making the document available electronically and hard copies; replying to submitters directly regarding their submission points; and promotion to complete the engagement loop.

9.2. Whakatāne Ki Mua

The Whakatāne Ki Mua Cross sector Forum met on 11 May and identified an overarching objective for the forum, and five focus areas.

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Of these focus areas, the forum determined that the initial area of priority for all members is Drug and Alcohol Addiction. Work is underway already with a stock-take of this focus area in our community, to inform a forum discussion about the best course of action moving forward. An Action Plan will be developed to look at how the Forum partners can work together collaboratively on this issue.

Some of the key Ki Mua initiatives under way led by Council include; Street Art Festival; Safe Ways to Schools; further projects led by the community include; Whakatāne 0 Waste, Green Print and Project Taiao.

10. GOVERNANCE

10.1. Māori Wards Poll

A total of 10,831 (44.35%) electors voted in the Māori Ward poll with the result being:

4,801 (44.33%) voting for the wards 6,004 (55.43%) voting against 26 blank and informal votes

The result means Māori Wards will not be introduced for at least the next two triennial elections in 2019 and 2022.

11. RECOVERY

The number of displaced families returning home is steadily increasing, with 264 (87%) having returned to their repaired yellow-stickered homes, as at 30 June 2018. Welcome Home packs (a flexi-tub of household items) continue to be distributed by the Recovery Office to mark this important milestone.

The Community Navigators continue to work with vulnerable individuals and families, providing assistance to access the appropriate support needed from different agencies. The main issues continue to be health and wellbeing, temporary accommodation and insurance. Insurance support continues to be provided to flood-impacted residents by Canterbury Community Law Services, through the Residential Advisory Service (RAS). The number of families being supported has reduced, but both services have been well received.

Council continues to operate a Recovery Office under the CDEM legislation, managed by the Recovery Manager.As from 1 July the Recovery team reduced to four part time staff. Staff maintain connections with other partners to assist people as and when necessary.

12. PLANNING

12.1. Awatarariki Plan Change and Private Plan Change to BOPRC

Full public notification of the proposed changes to the Whakatāne District Plan and the private plan change request to the Regional Natural Resources Plan, to manage the debris flow risk on the Awatarariki Fanhead, occurred on 19 June 2018. Submissions on the proposed plan change will close at 5pm on Monday, 17 September 2018.

Documents incorporated by reference in the plan changes were made available for comment prior to notification, with comments being received from four parties.

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12.2. Notable resource consents

The decision of the Independent Commissioners delegated by the Whakatāne District Council and Bay of Plenty Regional Council to consider and decide the resource consents by Cresswell NZ Ltd was released on 12 June 2018. The independent commissioners, Rob Van Voorthuysen and Antoine Coffin, approved both the District and Regional consents subject to a significant number of conditions. Amongst the conditions was:

A reduction in the hours of operation from that originally proposed for transporting package goods outside the building in the evenings and during weekends A traffic monitoring programme is to be implemented to allow the traffic effects to be determined over time The establishment of a neighbourhood liaison group to enable issues that arise from the construction and operation of the plant to be discussed and resolved.

The decision is now open for appeal to the Environment Court by any submitters and/or the consent holder.

13. BUILDING

13.1. Claim against councils - Shadowclad

In 2013, the Ministry of Education (MOE) lodged High Court action against Carter Holt Harvey (CHH) for its supply of Shadowclad exterior cladding to 833 school buildings in New Zealand. MOE alleges that Shadowclad is a defective product and has made claims for remedial costs to repair buildings.

In 2013, CHH filed third-party proceedings against 54 councils. CHH alleged that the councils were responsible because defective building practices had been used during construction. CHH did not serve the councils with the third party claim until three years later. The reason for the delay was that CHH had sought to strike out the MOE claim. That strike out application was unsuccessful.

In December 2016, CHH served 54 councils with the claim; amongst them was Whakatāne District Council. In 2017, the council jointly brought a strike-out application which included the following;

That councils were prejudiced as a result of excessive delay in serving the MOE claim That some of the claims for schools in the MOE claim were more than 10 years after the issue of Code Compliance Certificate.

The court accepted that the councils had suffered some prejudice with the delay. However, as only 6% of the claims against the councils had become 10 year time-barred between the dates the MOE claim was filed and when it was served, the court considered that the prejudice fell well below the threshold required for a strike-out.

The councils did succeed in striking out those school buildings where the Code Compliance Certificate was issued more than 10 years prior to the MOE claim being filed in December 2013. This decision has not been appealed.

The Whakatāne District Council had a total of 35 school buildings in the claim originally, with that number now reducing to 33 because of the strike-out. The Council will now work to independently verify the extent of the claim in terms of buildings – we are currently unclear whether the claimed 35 buildings still exist or in some cases, whether Shadowclad was indeed used as the exterior cladding.

21 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.1 Rangitāiki Community Board Activity Report to 31 May 2018 (Cont.)

The Council’s defence is part of a coordinated effort by the councils involved.

RECOMMENDATION:

THAT the Rangitaiki Community Board Activity Report to 31 May 2018 be received.

Report Authorisation

Report writer: Barbara Dempsey Manager Planning and Regulation

Final Approval: David Bewley General Manager Planning and Infrastructure

22 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.2 Speed Indicator Device Report

7.2 Speed Indicator Device Report

There had been a number of concerns expressed by Edgecumbe residents about trucks speeding.

The Road Safety Programme installed the Speed Indicator Device on Rata Avenue, Edgecumbe. The results show a good outcome in that in a 50 km/h zone, the average speed was 46 km/h. The maximum speed recorded in this zone was 71 km/h.

23 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.2 Speed Indicator Device Report (Cont.)

Speed Indicator Device Report - Rata Avenue, Edgecumbe

1 Tuesday, 19 June – Wednesday, 20 June 2018

24 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.2 Speed Indicator Device Report (Cont.)

2 Wednesday, 20 June – Thursday, 21 June 2018

25 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3 Request for Funding – Poroporo Rugby & Sports Club and Bike Whakatāne Trust

7.3 Request for Funding – Poroporo Rugby & Sports Club and Bike Whakatāne Trust

REQUEST FOR FUNDING – POROPORO RUGBY & SPORTS Subject: CLUB AND BIKE WHAKATĀNE TRUST

To: RANGITAIKI COMMUNITY BOARD

Meeting Date: WEDNESDAY, 11 JULY 2018

Written by: GOVERNANCE SUPPORT ADVISOR

File Reference: A1286015

1. REASON FOR THE REPORT

Two applications have been received seeking funding from the Rangitāiki Community Board Discretionary Fund. The applications are attached to this report and the applicants have been advised of their option to attend the public forum at the commencement of the meeting.

2. DISCUSSION

The criteria for the Community Board Discretionary Fund are:

No retrospective funding applications will be considered. Supporting documentation on costs is required to justify the amount sought. The project must be held within the community board area you are seeking funding from. The Community Board has the option to collaborate with other Boards in the joint funding of major projects. Grants of up to $1,000 may be considered to support groups attending international or national events. Boards generally lean towards funding an annual or biannual event once, but reserves the right to consider each one on a case by case basis. A “guarantee against loss” may be offered to support an event that may require either seeding or back up finance – this is to give you confidence that funds up to the value offered will be available following the event if it runs at a loss. If successful, applicants will be required to use the Community Board logo on advertising material and other items associated with the event or project to acknowledge the grant made. A declaration of expenditure and project report is required once the project has been completed. Funds not uplifted within six months from allocation date will lapse.

2.1. Poroporo Rugby & Sports Club Inc

The Poroporo Rugby & Sports Club consists of the following teams; two senior rugby, five senior netball, four junior netball and two soccer. The club also caters for older members with one social darts team and with 8-ball facilities.

26 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club

In the off-season, income generating activities decrease for the club and hence the Club is seeking financial assistance of $1900.00 for their off-season 2018-2019 operating costs; specifically to assist with telephone costs.

2.2. Bike Whakatāne Trust

The Bike Whakatāne Trust is a newly formed charitable Trust formed to promote cycling as a healthy, sustainable and safe form of transport for the Whakatāne District.

The Trust wishes to employ a track builder to extend the existing tracks at the Onepū Mountain Bike Park and the project is estimated to cost $50,000. The Trust is seeking financial assistance of $3,000 to assist with costs for this project.

3. ASSESSMENT OF SIGNIFICANCE

The decisions or matters of this report are not considered significant in accordance with the Council’s Significance and Engagement Policy.

4. FINANCIAL

The current balance, as at the end of June 2018, of the Rangitāiki Community Board Discretionary Fund is approximately $7891.76.

5. CONCLUSION

Members now need to consider whether to support the application and if so, the amount of that support.

RECOMMENDATIONS:

1. THAT the Request for Funding – Poroporo Rugby & Sports Club and Bike Whakatāne Trust Report be received; and 2. THAT $_____ be allocated from the Rangitāiki Community Board Discretionary Fund to the Poroporo Rugby & Sports Club Incorporated to assist with 2018/2019 off-season operating costs; specifically telephony costs; and 3. THAT $_____ be allocated from the Rangitāiki Community Board Discretionary Fund to the Bike Whakatāne Trust to assist with costs for the track extension at the Onepū Mountain Bike Park.

Attached to this report:

Application for Funding – Poroporo Rugby & Sports Club Application for Funding – Bike Whakatāne Trust

Report Authorisation

Report writer: Susan French Governance Support Advisor

Final Approval: Julie Gardyne General Manager Strategy and Economic Development

7.3.1 Application for Funding – Poroporo Rugby & Sports Club

27 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

WHAKATANE '4":•01." District Council Discretionary Funds

Application Form − Organisation

n All sections must be completed and supporting material attached to the back of the form (see section 8 Checklist).10−7:3,−;−; "I More information can be found on our website www.whakatane.govt.nz or by contacting Janie Storey or Susan French CT iNc'i (Governance Support Advisors) on (07) 306 0500. IREG. −

3 No. • • ......

• r. • It ...... • • Completed applications must be sent to: Chief Executive 2 8 Whakatane District Council JUN 2018 2ACTIONED 1161ALET..,.. Private Bag 1002 DATE 1 Whakatane 3158 ...... P 4 ...... 1 _ ...... I WHICH COMMUNITY BOARD ARE YOU APPLYING TO? , •, ...... ,:ii;;'..

For each project or service you may apply to ONE of the following discretionary funds only: Rangitaiki Community Board IITaneatua Community Board [I Murupara Community Board Whakatane−Ohope Community Board

HELPFUL INFORMATION BEFORE FILLING OUT THE FORM

• No retrospective funding applications will be considered • Supporting documentation on how you calculated your costs is required to justify the amount sought • Applications will be considered at the next appropriate Community Board meeting • The project must be held within the community board area you are seeking funding for • The Community Board has the option to collaborate with other Boards in the joint funding of major projects • Grants of up to $1,000 may be considered to support groups attending international or national events • Boards generally lean towards funding an annual or biannual event once, but reserve the right to consider each one on a case by case basis • A "guarantee against loss" may be offered to support an event that may require either seeding or back up finance — this is to give you confidence that funds up to the value offered will be available following the event if it runs at a loss • Applicants will be invited to attend the Public Forum at the commencement of the Board meeting the application will be considered at to provide a brief overview of the application. You will be notified of the time and date prior to the meeting.

• If successful, applicants will be required to use the relevant Community Board logo on advertising material and other items associated with the event or project to acknowledge the grant made • A declaration of expenditure and project report is required once the project has been completed

• Funds not uplifted within six months from the allocation date will lapse • Applications are accepted throughout the year subject to funding availability

A463034

28 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

WHAKATANE "...... 9 District Council Discretionary Funds

1 CONTACT DETAILS eoropc 1.1 Name of your organisation: ccJ s CLA..fic) Phone: OO7g 32 Fax: Email: pc1roisck)s,rui.wre, Website:

Postal address for correspondence:

ec go−A vi−−uak:ci+CA−−te a_c)

1.2 Name of principal contact: e,....,:t , „i, ..... 1—v.e...a, ..._„ Position held in group: −− LA f 4a..4'− Phone (day): cya−−i 1 g I c−c−\−1, S.−−−Fax: Cr−t."−−1' 5 19−..A.11 Le) eiry−NCAA I. Mobile: 0)7161 t Email: • tO p....i C.' t'l)

contact:0L.A. 1.3 Name of secondary − I C,

ace,4 L'cLeivi Position held in group:

Phone (day): Fax:

Mobile: 0 )..... 1 231 o (,) ic.„ Email: r13 .V.u.....t:( oi 1.3cit.,,, 1 fid,sr"

ABOUT YOUR ORGANISATION

108d 2.1 How long has your organisation been operating? ,.is

2.2 What are your group's main objectives and activities?

a 0 , pv− ft,−k−v−0

n 17r z 1 1.4 2.3 Is your group GST registered? No Yes Yes, GST No*: / /

A463034

29 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

k WHAKATANE District Council Discretionary Funds

3 ABOUT YOUR FUNDING REQUEST

3.1 Please provide a title for the project, service, event proposal for which you are seeking funding (approx 8 words):

feNe.,,c..te5J A Ccy 0 c

Give a brief description of the project, service, event proposal for which you are seeking funding (if you have a separate 3.2 project plan or require more space, please list the key points here and attach a full description of your proposal to the back of this form):

%.ji Oc c C.A3−e−4.1 ,ib.G.r −4e:,−*;rNS ct,6) 0.—/− eA..,t`− t ..:S.,' , i

Se.l.'cileveJt−_,c'.11 −−t,ea..−e−−6. j−L−−−.−−− ,−−‘e−4 t.A.114−−ede.... J i 4 −y. , s−c.−x.?.7 ,−;c,c,..cj +g be−A cw−l−ceS −Cc( c.,, cAcvi ; −−viii, ry,acta ...4−Q,,) G et ,!,) ii,−.2.. C.,LA−its .a.,.(7ey− c−1− 1,−,t cci si−−=− ..',4,k‘d er,4,2k−− CIL(' L .k. −−−tx. trnc−c,k−v−,e coj −cr, yvv2, ( 4.,.(e_ "Lite:− _,. . ,

'16 3.3 How long does the project, service or proposal run? Starts:

Finishes: Ongoing:

3.4 Funding Description — tick the appropriate boxes

Provision of seeding funding for a community event

Support for a Community Project

Purchase of works of art for public reserves

Project associated with youth or the elderly

Facility development or upgrade − including property owned by community organisations

Pride and beautification project within the community

Board generated project, event or initiative

Promotion and advertising

Attendance at National or International Competition

A463034

30 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

WHAKATANE 5•""'""...... 9 District Council Discretionary Funds

MEASURING THE SUCCESS YOUR PROJECT, SERVICE OR EVENT PROPOSAL

Show how will that project, service or event proposal is successful by outlining the benefits to the 4.1 us you measure your community

or.4 440 ,ccaS ,rott,

(−−"N −4>irce)−−A.eitcdo

c,c),,−4te.AA.rdo 440

Lks 4 ii,r(\sv−v.tuteto

4.2 Which of the following of the Council's Community Outcomes applies? — tick the appropriate boxes

Effective Leadership − Striving for our Future Wellbeing

Community Needs — A caring community

EliQuality Services — Excellent Value for Money

Valuing our Environment − Sustaining for future generations

Reliable and Affordable Infrastructure — Meeting current and future needs

Sustainable Economic Development — Working in partnership

What will happen to the project if: this funding application is unsuccessful or, 4.3 • • only a portion of the funds are received or, • a guarantee against loss is provided rather than a grant? r3The project will proceed as outlined The project will be delayed (please specify expected length of delay): ErThe project will be downgraded 171 The project will be prevented from being carried out

A463034

31 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

' POROPORO RUGBY & SPORTS CLUB FORECAST BUDGET MARCH 2018/19

INCOME Bar Trading 40,000.00 Gate 2,700.00 Club Hireage 1,500.00 Merchandise $ 1,000.00 Subscriptions $ 3,000.00 Wananga $ 15,000.00 Fundraising $ 13,000.00 Sponsorship $ 5,000.00 Code Funding $ 20,000.00 Operations Grant $ 24,000.00 Whakatane District Council Discretionary $ 1,900.00 $ 127,100.00

EXPENSE ACC 800.00 Accountancy Fees $ 2,000.00 Advertising $ 500.00 Bank Charges 40.00 Catering Expenses $ 3,200.00 Cleaning Supplies & Services $ 1,800.00 Netball $ 5,000.00 Codes − Wananga Codes− Rugby Wananga $ 2,500.00 $ 5,000.00 Code − Rugby Cost Wananga $ 20,000.00 Codes − Funding Depreciation $ 9,000.00 'Electronic Monitoring Sys Costs $ 900.00 General Expenses $ 500.00 I−Interest $ 12,000.00 ,. IRD Interest & Penalties $ 2,000.00 Legal Fees $ 1,000.00 Licence & Regisration 1,000.00 Light Powr & Heating S 6,000.00 Operations Funding $ 24,000.00 PO Box Rental 140.00 Printing & Stationery $ 250.00 R & M Buildings $ 5,000.00 I−R − 1,400.00 & M − Grounds $ 5,000.00 & M − Plant & Equipment Rates $ 2,500.00 [Pi Security $ 500.00 Sponsorship $ 5,000.00 Telephone $ 1,900.00 Wages 8,000.00 Westpac Merchant Fee 240.00 127,170.00

32 .. plcto o udn ooooRgy&Sot lb(Cont.) Club Sports & Rugby Poroporo – Funding for Application 7.3.1 AGENDA - Board Community Rangitāiki COUNCIL DISTRICT WHAKATĀNE

‘k.# WHAKATANE Discretionary Funds District Council Application Form

FINANCIAL DETAILS OF YOUR PROJECT SERVICE OR PROPOSAL

Note: All figures to include GST (if any).

Please provide a breakdown of the budget for the project, service or proposal for which you are seeking assistance:

PROJECT COSTS PROJECT INCOME

Description of cost* Amount Income source Amount

Salaries / wages Applicant organisation's contribution

Postage / telephone / administration Fundraising

Advertising / promotion Donations / sponsorship

Professional fees Entry fees

Travel costs Value of donated material

Project materials Other Grants applied for (please specify):

Labour cost

Venue / equipment hire

Other costs (please specify):

Other income (please specify):

TOTAL ESTIMATED COST TOTAL INCOME (b) $ ENSA,1 UY2018 JULY 11 WEDNESDAY,

TOTAL FUNDING SHORT FALL (i.e. 'a' minus 'b')

A463034 33 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

WHAKATANE Discretionary Funds 4"−−3"...9 District Council Application Form

6 OTHER COUNCIL FUNDING Note: All figures to include GST (if any).

and/or What funding assistance has your group/organisation applied for received from the Council over the past 3 years — either by way of a grant or "in kind" support:

Year Amount received Purpose

......

We the undersigned do solemnly and sincerely declare and acknowledge that:

• The details we have given in all sections of this application are true and correct to the best of our knowledge. • We have the authority to commit our group to this application. • All information contained in this application is subject to the Local Government Official Information and Meetings Act 1987, and will be included in a publicly available agenda.

• The Council may collect from third parties any information it deems necessary about the applicant or the application.

Name: R,1 t ‹,c), c)

Position held in I tr−eASLA.( 42.(1 group:

Signature:

Date: elto t (or 1 l

t'k.A.t: .6,−")01,−−' Name: CI

Position held in ClS group: v ......

Signature: , 4 001/4−−−−.....i

,..t.t)/ t 8− Date: k43, t •

A463034

34 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

WHAKATANE Discretionary Funds District Council Application Form

8 CHECKLIST

Please complete the following checklist to ensure you have completed the application process and attached all necessary information:

rillAll sertinnc of this form have been completed

ding description and ticked the appropriate category

iched a bank generated deposit slip verifying your bank account details

1)Ce ched a separate copy of your project plan where one has been developed

lied quotes for expenses for your project, service or event proposal where these have been

.,,,,Lhed a copy of your latest audited accounts or balance sheet or, if you are a new group, a statement of estimated income and expenditure for your first year 0 The declaration form has been signed by two members of your organisation that have the authority to do so nYou have made a copy of this application for your future reference

A463034

35 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2017

Contents Page

Directory

Auditor's Report 2

Statement of Financial Position 4

Bar Trading Account Financial Performance 5

Gaming Machine Account Financial Performance 6

Statement of Financial Performance 7

Statement of Movements in Equity 9

Notes to the Financial Statements 10

Schedule of Property, Plant and Equipment Appendix

21 February 2018 Goldsmiths Chartered Accountants

36 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

DIRECTORY AS AT 30 SEPTEMBER 2017

1RD Number: 57−315−741

Nature ofBusiness: Sports Club

Location ofBusiness: 364 Te Rahu Road Poroporo Whakatane, 3158

Registered Office: Rewatu Road Poroporo Whakatane

President: Ngahilia Brown

Secretary: Lyn Rua

Treasurer: Lyn Rua

Bankers: ANZ Bank New Zealand Ltd The Strand Whakatane 3120

Accountants: Goldsmiths Chartered Accountants Level 1 189 The Strand Whakatane, 3120

Auditors: Glenn Sullivan Chartered Accountant 23 Appleby Rise Whakatane, 3120

Goldsmiths Chartered Accountants 1

37 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

23 Appleby Rise, Whakatanc NN SULL1 N Phone: (07) 308 9444 Ci I.TD. Fax: (07) 308 9448 LARI'[R[OUNCA, NZIM Cert, CM Inst ft IAN I glennsullivanqi!xtra.co.nz Audit & Business Specialist Web: wv,/w.glennsullivanca.co.nz INDEPENDENT AUDITOR'S REPORT To the Members ofPoroporu Rugby and Sports Club Incorporated

Opinion We have audited the financial statements ofPoroporu Rugby and Sports Club Incorporated (the society) on pages 4 to 12, which comprise the statement offinancial position as at 30 September 2017, and the trading accounts, the statement offinancial performance, statement ofmovements in equity for the year then ended, and notes to the financial statements, including a summary of significant accounting policies. In our opinion, apart from the matter referred to in the basis for qualified opinion paragraph, the accompanying financial statements give a true and fair view of the financial position ofthe society as at 30 September 2017, and ofits financial performance for the year then ended in accordance with Special Purpose Financial Reporting Framework for use by For−Profit Entities (SPFR for EPEs)

Basis for Opinion We conducted our audit in accordance with International Standards on Auditing (New Zealand) (1SAs (NZ)). Our responsibilities under those standards are further described in the Auditor 's Responsibilities forthe Audit ofthe Financial Statements section ofour report. We are independent ofthe Society in accordance with Professional. and Ethical Standard 1 (Revised) Code qfEthics forAssurance Practitioners issued by the New Zealand Auditing and Assurance Standards Board and the international Ethics Standards Board for Accountants' Code ofEthics,fbr Professional Accountants (IESBA Code) and we have fulfilled our other ethical responsibilities in accordance with these requirements and the IESBA Code. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Other than in our capacity as auditor we have no relationship with, or interests in, the society.

Emphasis of Matter — Basis ofAccounting We draw attention to the basis ofaccounting used, which is disclosed in the accounting policies found in the notes to the financial statements, as being SPFR for FPEs as required by Chartered Accountants ofAustralia and New Zealand (CAANZ). The SPFR for FPE framework was designed for taxation purposes, hut currently fills a gap in the accounting framework set by the External Reporting Board ofNew Zealand below NZ 1FRS RDR, and is available as a choice for Not for Profit entities who are not Charities. These standards are not Generally Accepted Accounting Principles (GAAP) Standards. As a result, the financial statements may not be suitable for another purpose. Our opinion is not modified in respect ofthis matter.

Emphasis of Matter — Going Concern draw attention to note 9 in the financial statements which shows that as ofthat date, the society's current liabilities exceeded its total assets by $38,748 ($55,683 in 2016). While a surplus of$19,457 was achieved this was insufficient to allow the scheduled some scheduled and overdue loan repayments. The club is addressing this with engaging an external fund raiser to raise funds to repay the loan it is having difficulty with and hopes to be able to reverse this situation. These conditions, along with other matters as set forth in note 9, indicate the existence ofa material uncertainty that casts significant doubt about the society's ability to continue as a going concern.

CHARTERED ACCOUNTANT'S

38 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

Other Matter The financial statements ofthe Poroporu Rugby and Sports Club Incorporated for the year expressed ended 30 September 2016, were audited by another auditor; Peter Reid who a qualification the basis qualified opinion on those statements on 2 November 2016. This was on insufficient form that control over income was limited and that audit procedures were to an recorded. opinion over whether income had been completely or correctly

Committee's Responsibilities for the Financial Statements preparation offinancial The committee are responsible on behalf ofthe society for the Financial Reporting statements that give a true and fair view in accordance with Special Purpose internal control the Framework Ibr use by For−Profit Entities (SPFR for FPEs), and for such as free committee determine is necessary to enable the preparation offinancial statements that are from material misstatement, whether due to fraud or error. In preparing the financial statements, going the committee are responsible for assessing the society's ability to continue as a concern, the going basis of disclosing, as applicable, matters related to going concern and using concern accounting unless the committee either intend to liquidate the society or to cease operations, or have no realistic alternative but to do so.

Auditor's Responsibilities for the Audit of the Financial Statements financial Our objectives are to obtain reasonable assurance about whether the statements as a and issue auditor's whole are free from material misstatement, whether due to fraud or error, to an but is report that includes our opinion. Reasonable assurance is a high level ofassurance, not a always detect material guarantee that an audit conducted in accordance with ISAs (NZ) will a misstatement when it exists. Misstatements can arise from fraud or error and are considered influence the material if, individually or in the aggregate, they could reasonably be expected to description economic decisions ofusers taken on the basis ofthese financial statements. A further the audit ofthe financial ofour responsibilities, which form part ofour auditor's report, for statements is located at External Reporting Boards website at:

t.tr−ilstandards−for−assuraner−practitionersit−report− h t − go%

Restriction on the Auditor's Responsibilities This report is made solely to the members ofthe society, as a body, in accordance with the Financial Reporting Act 2013. Our audit work has been undertaken so that we might state to the society's members those matters we are required to state to them in an auditor's report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the society and the society's members as a body, for our audit work, for this report, or for the opinions we have formed.

Glenn Sullivan Chartered Accountant Ltd, Whakatane, 21 February 2018

3

39 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

STATEMENT OF FINANCIAL POSITION AS AT 30 SEPTEMBER 2017 Note This Year Last Year il .., !,1 Equity 1 33,130 9,769 g Accumulated Surplus ;.! Asset Revaluation Reserve 5 678,546 604,636 .4'4 711676 614,405 , 1 .:,4 1 Current Liabilities .. : Accounts Payable19204 19 790 it , 1 064 .„• GST Payable 17258 , Development Bonds − Omataroa Interest Free Loan 10,148 20 148 1 284_ 13 Current portions on Loans 4 19,284 • 48,636 61,545 :, i Non Current Liabilities Loans 4 238,131 248,397 $998,444 $924,346 Total Funds Employed Current Assets Cash Float 600 1,000 Cash at Bank 2 3,910 4,862 GST Refund Due 3,108 2,270 Stock on Hand 9,888 5,862 Non Current Assets Property, Plant arid Equipment 988,556 918,485 As per Schedule (at Book Value) 3

$998,444 $924,346 Total Assets

President Date

Treasurer Date

Goldsmiths The accompanying notes form part ofthese financial statements. Chartered Accountants 4

40 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPOF?0 RUGBY & SPORTS CLUB

STATEMENT OF FINANCIAL PERFORMANCE FOR THE YEAR ENDED 30 SEPTEMBER 2017 This Year Last Year

Bar Trading Account

Sales 73,088 92,721

Cost OfSales Bar Purchases • 33 070 41,933 Closing Stock 2 270 800 41,933 CostofSales 30 288 50,788 Gross Margin 42 54.8 Gross Margin % 57.9

Expenses Licences & Registrations 140 363 $50,425 Net Surplus $42,148

The accompanying notes form part ofthese financial statements. Goldsmiths Chartered Accountants 5

41 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPOF?0 RUGBY & SPORTS CLUB

STATEMENT OF FINANCIAL PERFORMANCE FOR THE YEAR ENDED 30 SEPTEMBER 2017 This Year Last Year

Gaming Machine Account

Expenses Depreciation 504 $(504) Net Surplus (Deficit)

Goldsmiths The accompanying notes form part of these financial statements. Chartered Accountants 6

42 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

STATEMENT OF FINANCIAL PERFORMANCE FOR THE YEAR ENDED 30 SEPTEMBER 2017

Note This Year Last Year

Income Net Surplus from Bar Trading Account 42,148 50,425 Net Surplus (Deficit) from Gaming Machine Account 42,148 49,921 Investment AndOther Income Gate Takings 3,683 Subscriptions 2,830 2,987 Omataroa Grant − 1,000 Development Bonds 7,258 − Grants 22,758 9,525 Interest Received 7 39 Fundraising 2,300 4,746 29,161 Fijian Rugby Contract − Koha from VVananga at affiliated Marae Income 19,700 Community Grants 22,366 10,000 81,401 57,457 rota! Income 123,549 107,378

Tho accompanying notes form part ofthese financial statements. Goldsmiths Chattered Accountants 7

43 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPOR0 RUGBY & SPORTS CLUB

STATEMENT OF FINANCIAL PERFORMANCE FOR THE YEAR ENDED 30 SEPTEMBER 2017 Note This Year Last Year

Expenses ACC Levies 717 887 3,166 Accountancy Fees 1,335 Advertising 424 640 Audit Fees 3200, Bank Charges 42 39 Catering Expenses 1,835 114 Cleaning Supplies & Services 1,870 1,800 Consultancy Fee 7,588 Depreciation 7,457 8,595 Eftpos Rental Charges 784 870 3,558 Fundraising Expenses − General Expenses 2,149 63 Insurance 3,780 3,780 Interest 11,637 11,845 1,572 1RD Interest & Penalties Koha 800 2,266 Legal Fees − Licenses & Registrations 883 − 5,658 Light Power and Heating 6,025 Netball Expenses 15,468 8,022 139 PO Box Rental 139 341 Printing & Stationery 55 155 R& M − Buildings R & M Grounds 1,299 480 − 1,039 R & M Plant & Equipment 3,398 − 2,155 Rates 2,006 Rugby Expenses 19,871 7,110 Security 416 794 490 Sponsorship − 1,986 Telephone 1,616 Wages 8,290 8,439 27,325 Wages Fijian Rugby Contract − 240 Westpac Merchant fee 240 103,324 103,568 Total Expenses Non Cash Expenses 768 Loss on Sale of Non−current Assets 768

19,457 3,810 Net Surplus Before Tax

Goldsmiths The accompanying notes form part ofthese financial statements. Chartered Accountants 8

44 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

STATEMENT OF MOVEMENTS IN EQUITY FOR THE YEAR ENDED 30 SEPTEMBER 2017 Note This Year Last Year

19,457 3,810 Net Profit for the Year 19,457 3,810 Total Recognised Revenue andExpenses

614,405 603,438 Equity AtStart OfPeriod Write off penalties and interest tax owing 3,200 7,156 Prior Period Adjustment GST 704 637,766 614,405

Movements in Reserves Asset Revaluation Reserve 73,910 $711,676 $614,405 Total Equity AtEnd Of Period

The accompanying notes form part of these financial statements. Goldsmiths Chartered Accountants 9

45 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2017

1 Statement OfAccounting Policies Club. These are the financial statements of Poroporo Rugby & Sports Incorporated Poroporo Rugby & Sports Club is an Incorporated Society established under the Societies Act 1908. These financial statements are a special purpose report for internal management purposes only. The accounting policies adopted are not in conformity with generally accepted accounting practice. Accordingly the financial statements should only be relied on for the expressly stated purpose. The accounting principles recognised as appropriate for the measurement and reporting of of earnings and financial position on a historical cost basis have been used, with the exception certain items for which specific accounting policies have been identified.

Property, Plant, Equipment andDepreciation Property, plant and equipment are included at cost less aggregate depreciation provided at the Buildings maximum rates allowed by the Inland Revenue Department, except for Land and depreciation where applicable. which are valued at current Government Rateable valuation less The depreciation rates used are shown in the Schedule of Property, Plant and Equipment. Valuation ofInventories been assigned to inventories are valued at the lower of cost and net realisable value. Cost has inventory items on hand at balance date using the first−in first−out basis. Income Tax The Business has charitable status and is therefore exempt from income tax. Fundraising and Grants conditions attached to Grants received are included in operating revenue. If particular are a grant that would require it to be repaid if these conditions are not met, then the grant is recorded as a liability until the conditions are satisfied. Goods and Services Tax Financial information in these accounts is recorded exclusive of GST with the exception of receivables and payables, which include GST. GST payable or receivable at balance date is included in the appropriate category in the Balance Sheet; Changes in Accounting Policies applied bases There have been no changes in accounting policies. All policies have been on consistent with those of previous years.

2 Cash at Bank This Year Last Year

3,017 ANZ Bank New Zealand Ltd 00 Account 1;683 − 1,607 1,652 ANZ Bank New Zealand Ltd − 05 Account 620 193 ANZ Bank New Zealand Ltd − 46 Account $3,910 $4,862 _ _

Goldsmiths Chartered Accountants 10

46 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2017

3 Property, Plant AndEquipment Summary Book Value 2017 Cost ACCUM Depn 81,088 Land 81,088 − 678,546 Revaluation Land & Buildings 678,546 − ' Land & Buildings 390,474 175,808 214,666 Plant & Equipment 74,545 65,403 9,141 Motor Vehicles 3,043 66 2,977 Gaming Machines − − − Furniture & Fittings 32,892 30,755 2,137 $1,260,588 . $272,032 $988,556 , − 2016 Land 81,088 − 81,088 Revaluation Land & Buildings 604,636 − 604,636 Land & Buildings 390,474 170,108 220,366 Plant & Equipment 73,202 64,067 9,134 Motor Vehicles − − Gaming Machines 90,171 89,403 768 Furniture & Fittings 32,892 30,400 2,492 $1,272,463 $353,978 $918,485

Maturity Remaining Interest This Year Last Year Date Term Rate 4 Loans (Months)

226,131 230,397 Omataroa Trust − 12,000 18,000 Puranga Trust − Current Portion 19,284 13,284 $257,416 $261,681 . . .. _ .

Current Portion breakdown is as follows This year Last year Ornataroa Trust 4284 4284 Puranga Trust 15000 9000 19284 13284

5 Reserves 2017 2016

AssetRevaluation Reserve Opening Balance 604,636 604,636 Movement 73,910 _ $678,546 $604,636 _

6 Contingent Liabilities There are no contingent liabilities at year end (30 September 2016: $Nil).

Goldsmiths Chartered Accountants 11

47 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY 8, SPORTS CLUB

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2017

7 Capita/ Commitments There are no capital commitments at year end (30 September 2016: $1\111),

8 Related Parties There are no related party transactions at year end (30 September 2016: Zip.

9 Going Concern This Year Last Year Current Assets 9,888 5,862 Current Liabilities ('18,636) (61,545) Currently the Club has incurred substantial debt that exceeds its resources and its working capital is in a deficit situation due to the current liabilities being higher than the current assets, The Club was also unable to meet scheduled repayments to the Puranga Trust of $6,000 plus previous arrears of $3,000 during the year. The committee is confident that they can manage their way out of this situation. The committee have been in discussion with the Pukeko Fundraising Committee who are willing to raise funds to repay the $27,000 Puranga Trust loan. This arrangement is still to be finalised with the Puranga Trust. The Poroporo Rugby & Sports Club will still be liable to repay any portion that the Pukeko Fundraising Committee is unable to pay, $(38,748) $(55,683)

Goldsmiths Chartered Accountants 12

48 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

p7,.,,v.T$1;wy:rg 4 'A−'a.'WW;91, •

Sparkn2 oe,,Ak” \VN 4 \s\N <1 k • *.7 at\, , •

for help call us on 126 visit www.spark.co.nz ATTN FINANCE COMMITTEE or PORO PORO RUGBY AND SPORTS CLUB INC Your account name: PORO PORO RUGBY AND SPORTS P0BOX 346 CLUB INC WHAKATANE 3158 Your account number: 106174776 Your phone number: 07 308 7332

This is a tax invoice and debit/credit note

COPY−ONLY Your bill − 17 February 2018 Previous charges Current charges The total you need to pay is:

A direct debit of $113.88 will be processed on 06.03.18. To change this, please contact us at least two days in advance of the due date.

Previous charges Previous balance $114.56

Payment received 01 Feb − thank you −$114.56 Previous charges are $0.00 Current charges Monthly Charges $92.44 Usage (eg. Calls, Data, Text) $6.59 Subtotal $99.03 Plus there's GST of $14.85 Current charges are $113.88 „ The total need to pay is $113.88 C−22H−B!D−CMS!E−N00!1−000000000you (This invoice includes GST of $14.85)

II hihi TELAC59106174776011338

Spark New Zealand Trading Ltd Private Bag 4742 Christchurch GST number 50−852−911 Page 1 of 3

To YOUR p" • OTHE;c,': tist−−•:;−.,...11 Spark. Pvioble Apo t−c p,,vyoI 1s21, difAinloaci at r)pari..co171sparkapp payi,−Icil−y). chrque or at Post. Shop. .)lease remc.mber v )dude PI take vodi payment slip (overleaf). 1 a SI, .50 Over−Counter Pee for every r−ivoce you pay. Send cheq,ies Spark l\;evy Zealand Trading Ltd, Private Bag 4742. Chstc..−hurch. Please allow 7 utorratii:−_,:illy even,' month t,,:rr, your t.,31k account. Set th,s Up at to ,„,orking days to iPare sure ‘.,,oui (Med tie vocesed •,)y th,−? doe date. MEMBER 1)1(let due late −Fee sr−.)a,.co.,−q.,11atepayrnent 1.−−>anks id ready h..−−we set..−,..1r, as a Payee othe•rivbe our account ir you. to pay by ,;−ne ,:2te, we rriziy scarce a wiymer t − is 01 820 (000123 000. Fc)I rnciie inforrt,,Kor: the different ways to nay go to ',pa rk.co.hz/vv3;stopay ',park Ac riturb;.−i 106174776 Ule 01 v'. (our: aS Terms and conditions apply to all Spark prod LAC.S and sevices. You cal get copies at ..REDT OR DE srr. cp:, RD sprk.cariz7te,ns bv c,e;ttr.)eNt card at cFirk.c,...;.nz/payabill. ejrDeb,r surcharges welcorr e f€−:!ecl back. If you rtav,.,? a cornplant, please ocntact :at spark.canzicomplaints. If we cannot tesolye 'c'ur complEint, ycu C n contact −Felecommunicatior Dispute Pesolur.b1 for inde,‘,−)entilent, conslciention of the in.aner at tdr.org.rtz

49 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

Your account name: PORO PORO RUGBY AND SPORTS CLUB INC COPY−ONLY Your account number: 106174776 Spark− Bill date: 17 February 20'18

Monthly Charges

Your monthly plan prices and other monthly charges, plus any one−off charges for new services or plan changes.

The Telecommunications Development Levy (TDL) supports an industry−wide fund, set by the Government, used to invest in better Broadband and Mobile networks and other services across New Zealand. The plan price for each of your eligible Broadband and Pay Monthly Mobile lines below includes a $0.99 contribution towards this development fund ($0.85 GST excl. for Business specific plans).

.\''isNs‘\‘‘le% ktw\*`\‘‘N‘NNwo\:\,4,itt• 07 308 7332 − MAIN TELEPHONE LINE Business Bundle 60GB ADSL − 24.02.18 − 23.03.18 $82.85 wire maintenance contract 24.02.18 − 23.03.18 $4.30 call restriction 24.02.18 − 23.03.18 $3.99 Subtotal for 07 308 7332 $91.14 0106174776 Paper Invoice fee PAPERINVOICE 17.02.18 $1.30

Subtotal for 0106174776 $1.30

Total for Monthly Charges $92.44

30 days notice of cancellation of services is required. You can elect to stop the services earlier, hut charges still apply during the 30 day notice period. Early termination fees may also apply if you terminate before the end of any fixed term. Any adjustments (money owed or owing) will show in your final bill. To understand billing go to spark.co.nz/bill

For more information on Spark Terms & Conditions you can get copies at spark.co.nziterrns

Usage (eg. Calls, Data, Text)

All charges related to usage that aren't part of your monthly plan(s). \\\\\

07 308 7332 − MAIN TELEPHONE LINE 16.02.18 67:00 67 local calls DD OPK $2.85

16.02.18 88:00 83 local calls DD PK $3.74 Subtotal for 07 308 7332 $6.59

Total for Usage (eg. Calls, Data, Text) $6.59

Page 2 of 3

50 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

4 • ark , • • , .*Ns 11

for help call us on 126 visit www.spark.coinz ATTN FINANCE COMMITTEE or PORO PORO RUGBY AND SPORTS CLUB INC Your account name: PORO PORO RUGBY AND SPORTS P0BOX 346 CLUB INC WHAKATANE 3158 Your account number: 1061 747 76 Your phone number: 07 308 7332

This is a tax invoice and debit/credit note

COPY−ONLY Your bill − 17 March 2018 Previous charges Current charges The total you need to pay is:

A direct debit of $114.71 will be processed on 03.04.18. To change this, please contact us at least two days in advance of the due date.

Previous charges Previous balance $113.88 Payment received 06 Mar − thank you −$113.88 Previous charges are $0.00 Current charges Monthly Charges $92.44 Usage (eg. Calls, Data, Text) $7.31 Subtotal $99.75 Plus there's GST of $14.96 Current charges are $114.71 The total need $114.71 C−22H−B!D−CMS!E−N00!1−000000000you to pay is (This invoice includes GST of $14.96)

II 1111111 TELAC59106174776011471

Spark New Zealand Trading Ltd Private Bag 4742 Christchurch GST number: 50−852−911 Page 1 of 3

PAY YOUR ',SILL WAYSAP P To OT I.)Se Otil Spark Mobile Apo to pay your hill, dciwnload at '−>park.co.rzsparkapr) If 1,−,aying by chF..que or at Post Shop, ,−..)leasererrcaio,.r V rdude 0c take var payment slip (overleaf). Inert". is a S1.50 Over−Counter PeefOr every rivoice you pay. and cheques Spark New Zealand Trading Private (11−1,stchurch. Please allow T)!.1 "3,tarn all' ally evory ciorih 1' ono Pank account. Set th,s up at to Ltq, Bag 4742, working ciays Ira'; sLre YOUr cheque ,s procestied We due (kite.. B.:ANY:11'4.G if Forget He due date; late Most banks al 'cud; have as a Payee otir.,,ybe our :iCCount: you to pay by t we rnay caar:e a i.v,yrnerr fee − Foi inforrnaon the different nu −nber is 31 820 CX100123 ono. rn err oa ways t•,−, oay go to spa rk.co.nLl.A3',:stopay ',park A: 106174776 tne v. cc car' rltirr −fts Ten−as and 'conditions apply to all Spark products and sevices. You can get copies at DEBVii card (rect./Deb,: cal surcharges We welcoire f.eedback.11y0LA have a ecynplaint, plea5,2 Contact Lis at spark.cc,nzicarnplaints. It we canr,ot cecolue /our contact irielecommu,−licatior Dispute Resolu,:on for independer of the male' at tdwrg,nz

51 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

Your account name: PORO PORO RUGBY AND SPORTS CLUB INC COPY−ONLY Your account number: 106174776 Spark− Bill date: 17 March 2018

Monthly Charges

Your monthly plan prices and other monthly charges, plus any one−off charges for new services or plan changes.

The Telecommunications Development Levy (TDL) supports an industry−wide fund, set by the Government, used to invest in better Broadband and Mobile networks and other services across New Zealand. The plan price for each of your eligible Broadband and Pay Monthly Mobile lines below includes a $0.99 contribution towards this development fund ($0.85 GST excl. for Business specific plans). NN:NNikoNNWINNANs:\•.\\\NIA,,i•Wa***1

07 308 7332 − MAIN TELEPHONE LINE Business Bundle 60GB − ADSL 24.03.18 − 23.04.18 $82.85

wire maintenance contract 24.03.18 − 23.04.18 $4.30

call restriction 24.03.18 − 23.04.18 $3.99 Subtotal for 07 308 7332 $91.14 0106174776 Paper Invoice fee PAPERINVOICE 17.03.18 $1.30 Subtotal for 0106174776 $1.30

Total for Monthly Charges $92.44

30 days' notice of cancellation of services is required. You can elect to stop the services earlier, but charges still apply during the 30 day notice period. Early termination fees may also apply if you terminate before the end of any fixed term. Any adjustments (money owed or owing) will show in your final bill. To understand billing go to spark.co.nz/bill

For more information on Spark Terms & Conditions you can get copies at spark.co.nz/terms

Usage (eg. Calls, Data, Text)

All charges related to usage that aren't part of your monthly plan(s).

07 308 7332 − MAIN TELEPHONE LINE 16.03.18 60:00 60 local calls DD OPK $2.55

16.03.18 112:00 99 local calls DD PK $4.76 Subtotal for 07 308 7332 $7.31

Total for Usage (eg. Calls, Data, Text) $7.31

Page 2 of 3

52 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

Spark

for help call us on 126 visit www.spark.co.nz ATTN FINANCE COMMITTEE or PORO PORO RUGBY AND SPORTS CLUB INC Your account name: PORO PORO RUGBY AND SPORTS P0BOX 346 CLUB INC WHAKATANE 3158 Your account number: 106174776 Your phone number: 07 308 7332

This is a tax invoice and debit/credit note

COPY−ONLY Your bill − 17 May 2018 Previous charges Current charges The total you need to pay is:

A direct debit of $113.13 will be processed on 01.06.18. To change this, please contact us at least two days in advance of the due date.

Previous charges Previous balance $112.88 −$112.88 Payment received 02 May − thank you Previous charges are $0.00 Current charges Monthly Charges $91.14 Usage (eg. Calls, Data, Text) $7.23 Subtotal $98.37 Plus there's GST of $14.76

Current charges are $113.13 The total need to $113.13 C−22!H−B!D−CMST−NONI−000000000you pay is (This invoice includes GST of $14.76)

IH 1110II 11 TELAC59106174776011313

Spark New Zealand Trading Ltd Private Bag 4742 Christchurch GST number: 50−852−911 Page 1 of 2

isçyWAYS TO 1"ANY YOUR BILL .H:PAaa OTHER Use o L]r Spark Mobile App to pay ,./our bill, ciciwnload at spark.co.nzisparkapp If paying by cirque ot at− Post Shop; ..)lease remember to include GI take youi payment slip (civerleaf.). Over−Counter for D DE−a new a 51.50 Tee every in voce you pay. Send cheques Spark New Zealand Tr,s;ding Ltd, Private B3g 4742, Ch,−stchurch. Please allow 7 Pay .v.ou, bill −:;utorratic.31Iy every or 1,09I your .oa7rk account. Set th a up at to spat v‘iorking (jays to rr.a'e cue your cheoue 5 procesed try che dci Uric. 'N7ERNET P, REMEMBER (yes forget to by the due date, charge late payment− fee sc.,ak.co.,12liatepayrrent MosA banks al Tady have Spark ii Air as a Payee otirerwise pay we may a − nun−iber is 01 ", 8200000123000. For rnore inforrn;,itHon Ofl tire different Way.; 0 oay go to spark.co,n711,3,.:stopay spark A. 106174776 Use voui ,ir rum:e, the Terms and conditic.ms apply to all Spark products and sources You can get copies at ,C•IEBIT" g() P.:37' by r*Ecttn,−I..)−t raid C_Lecjit./Deh',. (=aid sxcharges Il apply. We ,:velc.otre feec.11:"ack„ If you have a ayripLnt. please contact uc us spark.co.nzkomplaintA If wc cannot !erotic yOUr complair,t, ycc :=%_,n contact. Telecommunication Dispute Pesol L5 3r for independent conside,ation of the roaster as tdrorp.ar

53 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

Your account name: PORO PORO RUGBY AND SPORTS CLUB INC COPY−ONLY Your account number: 106174776 Spark− Bill date: 17 May 2018

Monthly Charges

Your monthly plan prices and other monthly charges, plus any one−off charges for new services or plan changes.

The Telecommunications Development Levy (TDL) supports an industry−wide fund, set by the Government, used to invest in better Broadband and Mobile networks and other services across New Zealand. The plan price for each of your eligible Broadband and Pay Monthly Mobile lines below includes a $0.99 contribution towards this development fund ($0.85 GST excl. for Business specific plans). \''N7'N\\\\,\,\,.\\N's‘—'\\\\\\X\\\\\\\\\\\\\N\\\\\\,\,\−N\\\\\\\\\\°\\\\,.\\,,,, ‘\‘‘\—\\•%"4−4*,Avi,,−\\ t...,*−tvw.".N,, 07 308 7332 − MAIN TELEPHONE LINE Business Bundle 60GB − ADSL 24.05.18 − 23.06.18 $82.85

wire maintenance contract 24.05.18 − 23.06.18 $4.30

call restriction 24.05.18 − 23.06.18 $3.99 Subtotal for 07 308 7332 $91.14

• • • • ••• • • •• ••• •• • ••• • •• • ••• • .•• • •• •••,•• • •• • •••••••••••• •• • •••••••,••• • •• • •••••• •• ••••,,•• • ••••• •• Total for Monthly Charges $91.14

30 days' notice of cancellation of services is required. You can elect to stop the services earlier, but charges still apply during the 30 day notice period. Early termination fees may also apply if you terminate before the end of any fixed term. Any adjustments (money owed or owing) will show in your final bill. To understand billing go to spark.co.nz/bill

For more information on Spark Terms & Conditions you can get copies at spark.co.nz/terms

Usage (eg. Calls, Data, Text)

All charges related to usage that aren't part of your monthly plan(s). \\7\\,\M\\\\.\\\,.‘74N7ATM•mwmi.w,\ ,g1 ‘N\N X\ smiv , 07 308 7332 − MAIN TELEPHONE LINE 16.05.18 72:00 72 local calls DD OPK $3.06

16.05.18 98:00 90 local calls DD PK $4.17 Subtotal for 07 308 7332 $7.23

•••• •••• Ss. •••••• ••• 1.•• • ••••••• s.•SS.•• ••••••• • ••• •• • • • ••• Ss ••••••• ••• • • • . Total for Usage (eg. Calls, Data, Text) $7.23

Page 2 of 2

54 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.1 Application for Funding – Poroporo Rugby & Sports Club (Cont.)

POROPORO RUGBY & SPORTS CLUB INC.

364 Te Rahu Rd Whakatane

RIXillY 4, SPORTS CUM Phone: 07 308 7332 WHAPKATANE

Tena koutou katoa

I write this letter on behalf of the Poroporo Rugby & Sports club, which is situated within a small rural community approximately 7kms outside of Whakatane. Within this area we have three 'hapu' marae and two 'whanau' marae and we collectively all belong to Ngati Pukeko.

The Poroporo Rugby & Sports Club is 108 years old and is integral to the community as a whole. We boast a membership of approximately 160 adult members plus 80 junior members.

Our club includes a senior rugby team, five senior netball teams, five junior netball teams and two soccer teams. We also have a darts and 8−ball club which cater mostly, for our older club members

We are a proud club and are pleased to be able to still field teams, particularly rugby teams given the climate and culture of rugby at this time, where small country clubs struggle to survive financially and struggle to field teams.

This application is being made to support our Poroporo Rugby & Sports Club application to assist its operational costs. Regardless of the outcome we would like to acknowledge the support that is available through Whakatane District Council — Discretionary Fund. Tenei te mihi.

Current Committee Members

President: Ngahuia Brown Secretary: Mei Winitana Treasurer: Puti Koopu Club Captain: Atawhai Hakiaha Committee Members: Eru Merit°, Hemi Williams, Kataraina Cossey, Violet Hape, Nellie Hape, Kerry Heitia, Nikora Heitia, Tipene Smith, Raiha King, Des Moeke

Please feel free to contact me Puti Koopu, newly elected treasurer on email puti.koopu©gmail.com, mb 0279318545 or Huia Brown, president on email .ngahuia.paulcimaii.com, mb 0212570662.

Yours sincerely

WHAKATANC5ISTRICT COUNCIL

28 JUN 2018 Puti Koopu

55 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust

7.3.2 Application for Funding - Bike Whakatane Trust

56 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

57 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

58 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

59 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

60 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

61 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

62 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

63 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

64 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 7.3.2 Application for Funding - Bike Whakatane Trust (Cont.)

65 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 8 Members Reports

8 Members Reports

8.1 Chairperson Report – 2 July 2018

Subject: CHAIRPERSON REPORT – 2 JULY 2018

To: RANGITĀIKI COMMUNITY BOARD

Meeting Date: WEDNESDAY, 11 JULY 2018

Written by: C STEVENSON

File Reference: A1309892

1. PURPOSE OF THIS REPORT

The purpose of this report is to create a sense of transparency of the activity the chair has undertaken between meetings that is of interest to the members.

2. MEETINGS

June 12 Matata Residents Attended meeting to support Matata residents Matata Fire Station Association meeting and member Gavin Dennis. Outcomes and desires from this meeting were emailed through to WDC via myself for Council to follow up via the activity report at the next RCB meeting.

June 12 Mayoral Coffee Morning Supported Tony and Martin with the coffee St Davids ‘Meet the Mayor’ morning held in Edgecumbe. Low ratepayer turn out but key concerns raised around the delay in supermarket opening. WDC was asked if they could help stimulate the re-opening in anyway as it was having a huge burden on aged community members.

Also Mr Hunter was present asking for an update on previous requests to RCB members around the renaming or return of Tane Kaha Street to original name of Hunters Road? I have followed up this was WDC for historic information etc.

19 June Edgecumbe Collective Discussion around Parks and Reserves in Meeting Edgecumbe. Collective drafted ideas and suggestions of each parks focus within Edgecumbe which was to be presented to WDC Mike Naude on 3 July 2018 by collective representative Vicky Richards. See minutes.

66 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 8.1.1 Appendix 1 - BOPRC River Advisory Panel Structure Feedback

3. ACTIVITY / ENGAGEMENT

BOP Regional Council – Engagement / Communication Concerns Meeting / 31 June 2018

As the chairperson I called for an emergency meeting with BOPRC managers to express huge concerns about the lack of support for staff to give real community engagement in current and future engineering/repair works. Some key actions were put in place and a commitment to try ensure public were consulted and dealt with personally.

Key concerns remain that the BOPRC has limited resource to participate in real community engagement to ensure all affected parties have an understanding of works and potential issues that may arise as remedial works commence. I see this as an on-going issue if BOPRC does not respond to our requests.

BOP Regional Council – River Advisory Panel Structure Feedback – Hosted and invited by Colin Holmes. 26 June 2018

Attended private meeting hosted by Colin Holmes. Fellow member Graeme Bourk was in attendance as well as approximately 16 other farm owners. Refer to Appendix 1, attached to this report.

4. ENQUIRIES / CONCERNS – RECOVERY

4.1. Edgecumbe Pool – College Board of Trustees

A request was made by myself to present at the Edgecumbe College Board of Trustees meeting to outline the importance of good operations as part of the joint venture to ensure its successful continuation in the community. Unfortunately, the board administrator asked if I could present at the next meeting as they had too many guest speakers.

4.2. CCTV Update

Watchu Security (WDC Suppliers) have advised they expect cameras to be up and operating in July. As soon as confirmation is received that they are operating I will email board members to advise.

4.3. Supermarket Building owner invitation

An attempt was made, unsuccessfully, to get the building owner to our scheduled Community Board meeting. I will request an official progress update from David Grindley as it has become a great concern to the community.

RECOMMENDATION::

THAT the Chairperson Report – 2 July 2018 be received.

Attached to this report:

Appendix 1 - BOPRC - River Advisory Panel Structure Feedback

Report Authorisation

Report writer: Charelle Stevenson Rangitāiki Community Board Chairperson

8.1.1 Appendix 1 - BOPRC River Advisory Panel Structure Feedback

67 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 8.1.1 Appendix 1 - BOPRC River Advisory Panel Structure Feedback (Cont.)

68 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 8.1.1 Appendix 1 - BOPRC River Advisory Panel Structure Feedback (Cont.)

69 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 8.1.1 Appendix 1 - BOPRC River Advisory Panel Structure Feedback (Cont.)

70 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9 Minutes of Other Organisations

9 Minutes of Other Organisations 9.1 E.D.I.T April 2018 Minutes

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E.D.I.T MINUTES APRIL 11TH 2018 Meeting open: 7:15pm Present: Kathryn Davis, Matthew Bryson, Lee Heappey, Vicky Richards, Gary Forrester, Gillian Amies, Pat Ratahi, Helen Morris, Eunice Silvester, Jim Roberts, and Sandra Thomas. Apologies: Kathe Davey-Emms, Don Gorrie, Alison Clark, Vivian Bedő, Leanne Waaka and Sharon Walker. Correspondence in: Received Letter from Susan French – Governance Support Advisor (WDC) acknowledging Helen for her work on the Willow Tree Embankment Project. Correspondence out: None March 2018 Minutes: Read true and correct by Kathryn and seconded by Vicky. ______March Minutes Amendments: 1. Don’s apologies to be entered. 2. Matt to be taken out of present. Amendments will be viewed at May meeting. ______Treasurers Report: Due to Matt not being present at E.D.I.T March meeting, the February report is read on this date, at this meeting. 1. February report read true and correct by Matt and seconded by Lee. 2. March report read true and correct by Matt and seconded by Vicky. Main Agenda 1. Oversight Committee – Kathryn  The Oversight Committee represents 10 Edgecumbe Organisations for the purpose of uniting and networking within the implementation of rendered community vision plans.

72 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.1 E.D.I.T April 2018 Minutes (Cont.)

 As discussed unofficially in our E.D.I.T March meeting, the most common suggested theme within E.D.I.T is ‘The Heart of the Rangitaiki Plains’. This has also been acknowledged at the Oversite Committee meetings as a community suggestion.  Kathryn made a suggestion and outlined how the theme, with connectivity and simplicity, can become a strong thread and visual statement throughout our business, school and community organisations. By all parties creating their personal symbolic heart - The Heart of the Rangitaiki Plains has potential to stand with collective strength as Edgecumbe community identity and theme.  Kathryn moves that E.D.I.T votes for The Heart of the Rangitaiki Plains theme, and all committee attendees on this date voted in favour.

2. Edgecumbe Welcome Signs  Kathryn suggests E.D.I.T consider the idea of relocating the small Welcome to Edgecumbe signs located at Main Street and near the rugby club/Thornton entrance to more user-friendly locations and in turn replace them with larger and more font friendly versions. General Business Intersection Signs for Edgecumbe – Gillian  The lack of signage for Edgecumbe at key intersections Matata and Awakeri are a let-down to anyone traveling in the area and looking for directions while driving. Can we revisit pushing for signage to be placed in these areas especially with the positive growth and changes taking place in the town?  Kathryn will contact Charelle to see if this old issue can be readdressed through the Rangitaiki Community Board. Anzac Recognition in Edgecumbe – Helen Where are our Anzac Flags? As this is a community Board matter Vicky will look into it. Edgecumbe Bridge – Vicky  Finally, thanks to all Charelle’s hard work, the Bridge is scheduled for a repaint. As yet, no start date has been indicated.

73 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.1 E.D.I.T April 2018 Minutes (Cont.)

Pedestrian Crossing Light – Matt  This particular light (at College Road intersection) has been broken for quite some time and although Matt has contacted WDC on several occasions, and while it has been pointed out that a new circuit/system will be put in place, there is still no indication of when this will happen.  In the mean-time pedestrians have no light when crossing at night. Does this pose a health and safety risk? Xmas Hunt – Matt  Since we were too late in getting our Christmas project up and running for 2017, it is a good idea to look at getting organised early.  Matt suggests a Xmas Hunt which is based on community kids being given clues which will lead them to different areas of Edgecumbe, in order to solve the puzzle for a prize.  Vicky suggested introducing phone app technology to keep it simple and make it exciting for the kids and adults to join and play. Sports BOP have used this successfully in the past. The app registers and automatically tracks the person right through to the site where the clue is and records the results. This system will be easy to set up and will be more manageable for this project.  Sponsorship can be sorted locally and further afield, with the added idea of doing grocery hampers through super markets.  Vicky offered to team up with Matt for this project.  Tepapa: Matt will also inquire about whether there is an outcome with regards to the earthquake building yet. Spud in a Bucket & Sunflower Event – Gillian  Spud in a Bucket will need to start in September and Sunflowers in a bucket also to be introduced in October.  Gillian is to work out what items will be required and buckets will be purchased with last season’s balance of the budget. Picnic Table & Rubbish Bin – Gary  A new picnic table will be installed on the Bakehouse side of College Road with a full bench-seat on one side and a half seat opposite to accommodate people in wheel chairs.

74 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.1 E.D.I.T April 2018 Minutes (Cont.)

 The old rubbish bin by the crossing will finally be removed and replaced by a new bin. Suppa Market – Lee  Helen and Lee are working toward finishing painting at the front of the Suppa Market Building below the eaves. This area is earmarked for a mural although it is not part of the Te Toi o Patutātahi framework, the windows have been measured up by Bruce Chappell in order to cover the windows with painted board. This cost will come from The Arts Edge budget.  This will be done in order to have a nice balanced look at the building front, while a mural plan is put in place.  It is also great to see local youth jumping on board to help with the painting. If you are a member of Te Toi o Patutātahi FB page you will see photos of them helping. Plant Day – Vicky  Plant day will be held at the Library car park on Saturday the 21st of April at 10am. The site will be closed to the public until 10am. Next Meeting: Wednesday 9th May.

Meeting closed: 7:53pm

75 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.2 E.D.I.T May 2018 Minutes

9.2 E.D.I.T May 2018 Minutes

76 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.2 E.D.I.T May 2018 Minutes (Cont.)

E.D.I.T MINUTES MAY 9TH 2018 Meeting open: 6:35pm Present: Kathryn Davis, Matthew Bryson, Lee Heappey, Vicky Richards, Gary Forrester, Gillian Amies, Helen Morris, Jim Roberts, Sandra Thomas, Kathe Davey- Emms, Don Gorrie, Liz Sides, Robyn Hendel and Alison Clark. Apologies: Vivian Bedő, Leanne Waaka, Pat Ratahi, Eunice Silvester and Sharon Walker. Correspondence in:  Janine Holt – Networking Meeting – 73 Main Street.  Trust Power – Nomination for E.D.I.T again. Correspondence out: None Minutes:  Read true and correct by Kathryn and seconded by Vicky. Treasurers Report: Read true and correct by Matthew and seconded by Gary. Main Agenda 1. Heritage Roses New Zealand (Society) – Liz Sides (Convener) Heritage Rose Society foster an appreciation of heritage roses, encourages their cultivation in public and private gardens and would like to offer roses to be placed in a community garden for Edgecumbe.  Make a small bed of 6 donated roses which will be maintained by members of the rose society.  This opportunity can also be utilised as an educational experience for community at various stages of plant maintenance.  Is it possible to add to an existing garden? Or take a walk around Edgecumbe to look at potential sites?  Gary Forrester can provide compost for setup.  The garden can be planned 1 year in advance starting now.  Keep in touch with Liz to plan the project.

77 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.2 E.D.I.T May 2018 Minutes (Cont.)

2. New Rubbish Bins – Helen

 Someone in the community is using the new bins as an advertising surface for flyers which makes the area look very untidy. If this continues to happen, other people will follow suit and will also make the bins a target for tagging.  Please pass the word around that the bins are not to be used for advertising events.

3. Willow Embankment Shrubs – Helen

 Have emailed Jane Wright to remind her about ordering/putting aside plants for the embankment.  There is time to order the most suitable plants for the area we are focused on.

4. Trust Power Awards – Kathryn

 The Awards have now been linked up with Rotorua.  E.D.I.T can submit for the Willow Embankment and look at the Mural Project for next year.  Kathryn will look online for a format to follow and will work on a draft with Helen.

5. Edgecumbe Village – The Heart of the Plains – Kathryn

 The official name of the Oversight Committee will be Edgecumbe Collective.  The official theme of Edgecumbe will be Edgecumbe Village - Heart of the Plains.  Charelle’s idea is to have an old school village theme with stylised street and business signage to enrich the village theme and atmosphere.  Kathryn presented a series of images with heart themed garden/ landscaping to support the idea of how a heart theme can work throughout the community.

6. Oho Ake – Rise Up Concert Donation – Lee

78 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.2 E.D.I.T May 2018 Minutes (Cont.)

 Funds raised will be distributed to the following recipients:  Edgecumbe Primary School.  Patutaatahi Kohanga.  Edgecumbe Blue light.  The Day the Wall Broke (Book).  $2594.00 will be divided based on individual group requirements.

7. Te Toi o Patutātahi Youth Workshops – Lee

 Deputy Principal Anthony Murphy is assisting with gathering a team of 6 students for artist workshops. He will work from a referral list and will update as he works through it.  Mr Murphy is very supportive of this workshop section of the mural project and looks forward to seeing it come to fruition.

8. Redwood Slabs – Lee

 Viv Barr has made contact with regards to a placement/storage of 3 more redwood slabs. As they are sitting in weather after the barn they were stored in collapsed.  Is there anywhere the slabs can go to as a temporary measure until a use has been found for them?  Suggestions:  The timber is not ideal to be used for long term outdoor carved pieces or artistic installation. Time, cost and effort v’s lifespan.  They could all be treated and sliced/shaped to be utilised as bench seats in our local reserves?

9. E.D.I.T Supporting Small Art Projects – Lee

 In acknowledgment of Valerie Jenner commissioning a private mural in contribution ‘an artwork addition’ to beautification at Tui Adventure Playground, can E.D.I.T support her by Lee priming the next section of the mural before the continuing scene is painted?  Also, at no extra cost and as part of the mural project, small additional art pieces will appear at Suppa Market (on double door step entry) and

79 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.2 E.D.I.T May 2018 Minutes (Cont.)

Maria Murray’s old Coffee Shop signage between Riverslea Motors and Regan’s Mural.

10. Mini Bill Boards – Matt

 Four new business signs have been made and are ready to be put up.  One business is struggling to catch up with MBB payment arrears. Due to this, can a payment plan be worked out to support the business?

11. Spud in a Bucket – Matt

 Can members of E.D.I.T jump on board to support Gillian in the marketing and promotion of the project?  Can we do a community door knock with buckets, in order to get people to sign up?

12. Spud in a Bucket – Gillian

 Starting earlier so all spuds will be ready for Christmas.  RD1 are supplying spuds.  Still need a trailer for the event.  Will be promoting on Facebook: Kia Kaha and E.D.I.T pages.

13. Yellow Lines – Gillian

 Bus drivers and general traffic using Rata Ave find it difficult to get through due people who park their cars on the first bend down from College Road entry.  Contact Martin Taylor and Regional Council.

14. Community Garden Donations – Vicky  Anyone wanting to make donations of fruit, vegetables, seedlings and plants, place in box at library or contact Vicky. Meeting closed at 7:47pm Next meeting is on Wednesday 13th June.

80 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3 Matata Residents Association May 2018 Minutes

9.3 Matata Residents Association May 2018 Minutes

81 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3 Matata Residents Association May 2018 Minutes (Cont.)

Minutes of the Matata Residents Association Monthly Meeting Held at the Matata Fire Station, Minutes of the Meeting 9th May, 2018

Chairman: G. Dennis CC: WDC Councilor Gerard van Beek WDC Staff Susan French Rangitaiki Community Board Graeme Bourk, G. Dennis, E Harvey

Present H. Hill, P.&R. Whalley, G.& A. Dennis, G. Nicholson, G. Paterson,. L. & E Schlichting, G. van Beek, L.&E. Tioke ,G.& J. Stuckey, D. Bowden, L Semmens, A. Semmens, F. Savage, R. Dawson, G.& P. Fahey,J. McGregor, P. & M. O’Brien, T. Thatcher, I. Lockett, L. King, I. McDonald, K. Falwasser, R. Welsh, Karen and James C.

Council Staff, M. Grenfell (WDC CEO), T. Bonne Whakatane Mayor, J. Turner deputy mayor.

Apologies R & R Meharry, T. McGregor

General Business: 1. The MRA did not have their normal monthly meeting as we had Tony Bonne, Judy Turner and M. Grenfell come out to discuss and answer the questions put to Tony Bonne prior to the meeting, held with the local residents at the Matata Fire Station on the 9th May. Questions and answers as per attachment. 2. Council to get back to us with a break down of costs so far, for the desilting of the Lagoon. 3. We are going to invite John Mandemaker to our June meeting, he would be consulting with us about the future of the Lagoon which would include maintenance etc. 4. The next meeting will be held at the Fire Station.

Meeting closed at 8.30pm, next meeting Tuesday 12th June, 2018, 6.00pm, everyone welcome.

82 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses

9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses

83 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

Matatā Resident’s Association Meeting May 9th 2018

TO: Matatā Resident’s Association FROM: Tony Bonne, Mayor – Whakatāne District Responses to questions provided to DATE: 3 MAY 2018 Mayor Tony Bonne by the Matatā Resident’s Association

April 2018 April

30 OBJECTIVE: OBJECTIVE:

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CONTENTS

QUESTION 1 ...... 4

QUESTION 1.1: ...... 4

QUESTION 1.1 – COUNCIL RESPONSE ...... 4

QUESTION 1.2: ...... 5

QUESTION 1.2 – COUNCIL RESPONSE ...... 5

QUESTION 1.3: ...... 5

QUESTION 1.3 – COUNCIL RESPONSE ...... 5

QUESTION 1.4: ...... 6

QUESTION 1.4 – COUNCIL RESPONSE ...... 6

QUESTION 2 ...... 6

QUESTION 2.1: ...... 6

QUESTION 2.1 - COUNCIL RESPONSE ...... 6

QUESTION 2.2: ...... 6

QUESTION 2.1 - COUNCIL RESPONSE ...... 7

QUESTION 3: ...... 7

QUESTION 3 - COUNCIL RESPONSE ...... 7

QUESTION 4: ...... 7

QUESTION 4 - COUNCIL RESPONSE: ...... 7

QUESTION 5: ...... 8

QUESTION 5 -COUNCIL RESPONSE: ...... 8

QUESTION 6: ...... 8

QUESTION 6 - COUNCIL RESPONSE ...... 8

Matatā Lagoon maintenance review ...... 9 April 2018 April

30 Resource Consents ...... 9 OBJECTIVE: OBJECTIVE:

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85 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

Physical Works ...... 9

On-going maintenance ...... 9

QUESTION 7: ...... 10

QUESTION 7 - COUNCIL RESPONSE ...... 10

Key themes ...... 10

Actions ...... 11

QUESTION 8: ...... 12

QUESTION 8 - COUNCIL RESPONSE ...... 12

APPENDIX 1 ...... 13

April 2018 April

30 OBJECTIVE: OBJECTIVE:

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86 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

BACKGROUND

The following questions were provided by the Matatā Residents Society to Mayor Tony Bonne on Sunday 15th April, in preparation for the Matatā Resident’s Association Meeting to be held Wednesday 9th May 2018 at the Matatā Fire Station. The responses have been provided and collated by Whakatāne District Council and are circulated back to the Matatā Residents Association via email on Thursday 3rd May 2018.

QUESTION 1

Question 1 was provided in four parts, outlined below. Supporting commentary provided for questions can be found in Appendix 1.

QUESTION 1.1:

What (if any) actions were taken by Council in respect of those Ōhope residents being allowed to rebuild or, not allowed to rebuild or, being subjected to a “managed retreat”

QUESTION 1.1 – COUNCIL RESPONSE

Following major landslides at Ōhope in 2004, the Council, together with EQC and DOC, commissioned Tonkin and Taylor Ltd to assess the landslips, to comment on the potential for future instability, and to mitigate against future landslip risks. A local resident, Dr David Kear of 34 West End, Ōhope, collaborated with the Tonkin & Taylor study team. Tonkin and Taylor produced a report in 2005 titled “West End Escarpment Geotechnical Overview”. The report concluded that: Landslides along the West End escarpment are a naturally occurring event that is cyclic in nature The cycles are likely to increase in frequency as a consequence of climate change Uncontrolled stormwater and foulwater discharges from properties above the escarpment influence the extent and scale of the landslides

As a consequence of that report, and following consultation with residents and Long Term Plan submissions, the Council approved a project for a comprehensive reticulated stormwater and wastewater system to be installed for those areas of Cliff Road, Brown Road and for properties in the Otarawairere subdivision that discharge stormwater to the Escarpment. The system was designed to collect building roof, driveway and road stormwater in a controlled manner and be discharged to a suitable outfall location. The system was completed in 2007.

In addition, all new developments below the cliff and all developments above the cliff were required to undertake site specific geotechnical/geological assessments to determine the landslide risk relevant both to the particular property and the effect of development on adjacent (particularly downslope) properties. Landslide mitigation works were then required to be installed based on the recommendation contained within those assessments. Subsequently, several properties along West

End have constructed debris detention structures to mitigate the risk as part of new development.

Details of landslide risk are recorded on land information memoranda issued by the Council for April 2018 April

properties within the landslide risk zones. 30

OBJECTIVE: OBJECTIVE:

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In 2010 and 2011 the District experienced several rainfall events that were of an intensity that exceeded an estimated 1 in 100 year annual exceedance probability. One of the events in 2011 resulted in a landslide fatality at West End. Following the fatality, the Council commissioned a Quantitative Landslide Risk Assessment of the Ōhope and Whakatane escarpments. This project was subsequently extended to the Matatā escarpment including debris flow risk at the Awatarariki fanhead following the Council resolution to move from an engineering option to reduce risk to a planning option.

It is intended to introduce provisions into the District Plan around landslide risk management in the future. These provisions will recognise that the landslide risk can be managed on a site-by-site basis by landowners, as has been proven in the works already undertaken that have been tested. There is no viable option to reduce debris flow risk on a site-by-site basis by owners of properties within the high debris flow risk area on the Awatarariki fanhead, and this is the key point of difference between properties at the base of the Ōhope and Whakatāne escarpments. As a consequence of this point of difference, the Council has not pursued, for owners of Ōhope and Whakatāne properties with a high landslide risk, a managed retreat package that incentivises property owners to relocate away from an area of high natural hazard risk.

QUESTION 1.2:

In view of the fact that there appears to be a very high risk to both life and infrastructure in the event of 1] an earthquake of moderate size and, 2] an extreme rainfall event, what (if any) action(s) have been taken by Council in respect of Whakatane residents this zone being subjected to a “managed retreat”?

QUESTION 1.2 – COUNCIL RESPONSE

See Question 1

QUESTION 1.3:

Why has the Council not acted in respect of both Ōhope & Whakatane risk zones, given that there is an inherent risk to life and property ((possibly catastrophic)) from TWO possible types of event (rain and earthquake induced) but, is acting in what appears to be an extremely heavy handed manner in respect of the Awatarariki residents, particularly in light of the fact that it appears the risk factor at Awatarariki is of a much lesser nature and, does not include land slide events ?

QUESTION 1.3 – COUNCIL RESPONSE

In addition to the answer to Question 1, the Council has acted in respect of the Ōhope and Whakatāne landslide risk zones. It has provided stormwater and wastewater reticulation above the West End escarpment. It has completed an assessment of the risk. It has identified that landslide risk mitigation measures can be achieved on individual sites. It has ensured that risk mitigation measures are incorporated in new development.

The Plan Changes for the Awatarariki fanhead are heavy handed. However they Council is required to April 2018 April

fulfil its statutory functions and the plan changes are the only legislative route available to the Council

which is required to comply with provisions of the Resource Management Act, the Bay of Plenty 30 Regional Policy Statement, and the Building Act. OBJECTIVE: OBJECTIVE:

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88 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

The Council’s preferred solution is that of managed retreat. It has invested a considerable amount of ratepayers money in trying to deliver a debris flow risk reduction solution to Awatarariki property owners through a range of options and, in the absence of any viable solution, is endeavouring to assist these members of our community by providing a managed retreat solution that will enable them to move away from a high natural hazard risk area to a safe place where they can move on with their lives.

QUESTION 1.4:

Is the Whakatane District Council, together with the BoP Regional Council, attempting to make the Awatarariki matter a Test Case of National Significance ?

QUESTION 1.4 – COUNCIL RESPONSE

The Government is faced with managing a range of current and future natural hazard risks and there are no guidelines or established procedures on how this may be done. The Council’s focus has always been on trying to provide a solution to the debris flow risk to a group of Whakatāne District property owners that own properties on the Awatarariki fanhead. To deliver a solution requires funding support from the Government and Bay of Plenty Regional Council. As there are no established protocols or guidelines for these situations, the Council has had to highlight this case nationally in order to try to get the support of Government.

QUESTION 2

QUESTION 2.1:

Can you give us an update on the sewerage scheme and the costings to date?

QUESTION 2.1 - COUNCIL RESPONSE

The wastewater scheme is held up pending funding. The Government is reviewing the funding arrangements for 3 Waters infrastructure with a report due out within the next month. This review will provide some direction moving forward.

In the interim, one of the Medical Officers of Health for Toi Te Ora Public Health has written to BOPRC asking that Matatā be included as a Maintenance Zone in the review of the On-Site Effluent Treatment Regional Plan which is currently under review.

The cost of the Integrated wastewater scheme is $32M of which the Matatā component is $17M

(plus the $3.2M spend on the project to date). April 2018 April

QUESTION 2.2: 30

What is the council doing to promote the scheme? OBJECTIVE: OBJECTIVE:

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QUESTION 2.2 - COUNCIL RESPONSE

The Council has actively engaged with Government agencies as well as with Members of Parliament from previous and current Government and Opposition. The Minister of Local Government has agreed to meet once the Government’s review of the 3 Waters Infrastructure funding has been released.

QUESTION 3:

Can you give us an update on the Councils programme of curbing and channelling in Matata? Are we able to have all future curbing done as the ride over type for cycles etc?

QUESTION 3 - COUNCIL RESPONSE

Council does not have any plans to progressively install kerb and channel through the streets of Matatā, year on year.

However, individual projects are identified from time to time and new kerbing installed. Examples of recent works are Division Street and St Johns Street. These projects are identified through renewal programmes and safety and condition inspections and audits.

There are also a couple of improvements planned in the next financial year, i.e. after 1 July 2018. These works are;  Heale Street Culdesac ends  Wilson Street widening and kerbing

QUESTION 4:

What is the Council doing to reduce/ decrease the Matata rates? Can we have an easily understood breakdown on what makes up the 2018/2019 rate increase of 11%?

QUESTION 4 - COUNCIL RESPONSE:

Matatā Rate Increases (Year 1 of the Proposed 2018-2028 Long Term Plan)

The forecast rate increases for Matatā for year one of the Proposed 2018 -2028 LTP in the Rate Modelling Indicative Rating Examples for 2018/19 are between 9.1 and 11.25%.

The predominant drivers of these rates increases are as follows:

 An additional $40k has been budgeted per annum in the Stormwater activity operational budgets for desilting and clearing vegetation from stormwater drains and streams. This additional cost is borne by the Matatā Community alone, approximately 325 properties, so contributes significantly to the overall rate increase for Matatā ratepayers. For an average April 2018 April property, the Stormwater rate increase is $121.48 or 95%. 30  Costs for desilting the Lagoon are not included within the Stormwater activity, these costs are budgeted in the Parks and Reserves activity and are funded by the General Rate. OBJECTIVE: OBJECTIVE:

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90 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

 Increases in depreciation funding requirements for the Equalised Water schemes contribute significantly to the forecast rate increases for Water in the first year. The increased funding requirements relate to renewing our water related consents. The average increase in the Equalised Water Rate is $58.85 or 12.8%, this increase is borne by all ratepayers connected to a water scheme excluding Plains and Ruatāhuna.  An increase in the General Rate; with the main drivers being depreciation funding requirements and debt servicing costs across General Rated activities. Included in the increased debt servicing costs are a repayment of the deficit in the Matatā Wastewater Operating Reserve ($3m); interest costs of $64k are budgeted in year one, with full debt servicing costs of $507k (interest and principal repayments) budgeted from year two for the ten year life of the loan. All ratepayers contribute to the cost of this wastewater debt based on the capital value of the property, along with a fixed charge (the UAGC).

QUESTION 5:

What are the long-term plans for metering water in Matatā

QUESTION 5 -COUNCIL RESPONSE:

WDC is committed to the most efficient management of its water supplies. Matatā is one of the last two townships which remain unmetered and pay a flat water charge based on average use across the District. Council bulk metering shows a very high use per capita and Matatā system during summer periods struggles to keep up with the demand. The installation of water meters will help with locating all leaks both on private properties as well as along supply mains as well as provide properties with low water use with financial benefits. This issue is going to be put forward for community consultation in the near future. The proposed LTP provides for a budget to install water meters in Matatā during 2020/21 financial year subject to Council approval.

QUESTION 6:

Can you tell us what is happening about the Memorandum of Understanding between Whakatane District Council and D.O.C. regards to the upkeep and maintenance of it. i.e., desilting of the main body of water, mowing of surrounding walkways and weed control etc.

Why has it taken so long to produce?

When will the community be consulted on it? Can we have a map showing who has stewardship over what parts of the Lagoon and surrounding areas?

QUESTION 6 - COUNCIL RESPONSE

The MOU between the Council and the Department of Conservation (DOC) although in draft has been April 2018 April

implemented through coordinated management of the reserve and the lagoon. The Council and DOC recently commenced discussions on the long-term management of the lagoon and as reported in 30 recently are inviting public views on the long-term future management of the waterbody. The OBJECTIVE: OBJECTIVE:

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following is an extract from the General Manager Community Services Report to the Projects and Services Committee Meeting held on 19 March 2018.

Matatā Lagoon maintenance review

Following the May 2005 debris flow events in Matatā, and at the request of the local community, the Whakatāne District Council resolved to undertake restoration works which focused on the stabilisation of the Awatarariki Stream, the reinstatement of the Te Awa O Te Atua Lagoon (the Western Matata Lagoon) and the disposal of debris material. The works are described in detail in the Boffa Miskell report: “Matatā Regeneration Projects – Awatarariki Stream and Te Awa O Te Atua Lagoon Restoration Works – Debris Disposal Areas”. This report deals with:  The restoration work in the area generally referred to as the Western Lagoon;  The disposal of debris in the area generally referred to as the Far Western Lagoon.

Resource Consents

On 22 December 2006, five consent applications were lodged with the District Council and the Bay of Plenty Regional Council seeking consents for the infrastructure and continued use of these restoration works. The applications were granted consent subject to a number of conditions. However, appeals against these decisions were lodged with the Environment Court. Following the hearing of the appeals, the Environment Court upheld the original decision by the Commissioners, subject to a number of modifications. The Court issued its decision in 23 July 2009. The Court’s decision contains appendices, recording the detailed decisions, including conditions, for each of the five consents. Consent BOPRC 64965 grants consent to the continued use of the infrastructural works established by the District Council in accordance with consent BOPRC 64474. Consent BOPRC 64965 will expire on 31 July 2042. Consent BOPRC 64965 authorises “… the ongoing use of in-stream structures and erosion protection works associated with the stabilisation of the Awatarariki Stream and restoration of the Awa-0-te- Atua Lagoon”. The conditions of BOPRC 64965 place binding requirements on the ongoing management of the established infrastructure on the consent holder.

Physical Works

The capital works associated with the restoration of the Lagoon have now been completed. The Lagoon forms part of a Reserve administered by the Department of Conservation. The Department has not accepted any financial responsibility for the restoration works. In March 2012, Council and the Department of Conservation worked towards the preparation of a draft Memorandum of Understanding in respect of the maintenance work. That document was not

adopted by either party. In 2015, Council staff made some further changes to the draft document, to reflect the need to discuss alternative maintenance regimes. This amended document has not been April 2018 April adopted either. 30

On-going maintenance OBJECTIVE: OBJECTIVE:

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Since 2015, concerns have been raised about the high cost of the ongoing maintenance works, particularly with regard to the desilting of the siltation ponds between the stream and the western part of the Lagoon. According to Council records, between 2007 and 2016, some $742,000 was spent on de-silting activities. The Council and various representatives of Matatā community have expressed the view that on-going works associated with removal of sediment from the sediment basins in the Western Matatā Lagoon, as well as ongoing wetland enhancement work, impose a financial burden on the District. Council wishes to investigate the options available to reduce the ongoing costs of continued de-silting. These investigations are likely to include initial professional engineering and planning advice on the alternative maintenance regimes which might be available. Such advice will also deal with any environmental effects of the possible changes and their likely costs, both in capital and future maintenance. However, before commencing these investigations, Council wishes to discuss this matter with the various stakeholders, in particular the Department of Conservation, Rangitāiki Community Board, local iwi and hapū, the Matatā Residents Association and the wider Matatā community. This report is a first step towards initiating these discussions. The feedback from the community on the proposal should form the basis of a more detailed proposal to develop a new master plan for the management of the Lagoon, taking into account the stakeholder consultation outcomes, and expert advice covering geology, hydro-geology, flood engineering, landscape design, ecology, biodiversity etc. A resource consent application to the Regional Council, and possibly the District Council (as the Consent Agency), may be required to seek a new or amended consent for an alternative maintenance regime.

The maintenance of the reserve are between Arawa Road and the southern side of the lagoon is maintained by the Council, whilst the maintenance of the northern side of the lagoon is undertaken by DOC.

QUESTION 7:

Can you give the meeting an update on the meeting between Kelvin Davis and the large group of Mayors that was held recently in regards to freedom camping and how it affects us.

Why, on the council website is there no mention of maximum length of stay allowable for freedom campers, or any mention of an infringement amount?

QUESTION 7 - COUNCIL RESPONSE

Twenty Mayors attended a meeting with the Minister for Tourism the Hon. Kelvin Davies in Wellington on 03 March 2018 to discuss Freedom Camping in New Zealand. A number of key themes and actions have resulted. These are summarised as follows (Extracted from: Ministry Business, Innovation and

Employment –Notes from Freedom Camping Meeting 08 March 2018) April 2018 April Key themes 30 OBJECTIVE: OBJECTIVE:

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 We welcome responsible campers, and if managed well freedom camping can contribute to the local economy, society and culture. Freedom camping is also part of New Zealand culture  The two main problems o the small number of people who are exhibiting poor behaviour o the volume in some locations, including where the increase in volume this season was unexpected  Freedom campers are both domestic and international visitors. Both can behave well or behave poorly. It is also not clear if poor behaviour is always freedom campers – it can be day- trippers and other visitors  With the growth in the number of visitors freedom camping, whether we need to consider the place of freedom camping in New Zealand  Strong support for a working party, as a collaboration of local government, central government and the tourism industry  Acknowledgement of the work done so far by councils, the New Zealand Motor Caravan Association (NZMCA), and the Responsible Camping Forum (lead by Tourism Industry Aotearoa)  The Freedom Camping Act is not working well enough everywhere, and there was strong but not unanimous support for reversing the underlying principles of the act. It is important to recognise different councils have different issues – some welcome freedom camping and some struggle to manage.  Non-self-contained vehicles are causing a lot of issues in some places, including the fact there is no body that over-sees the certification of self-contained vehicles. There was a view that self-contained should mean a flushable toilet  Enforcement is a significant issue for councils, with the cost of enforcement not being met by infringements issued, and many infringements not being paid. Levels of enforcement vary across councils  As much consistency as possible is desired, but there is a need for local variations to occur.  A view that attention needs to be given to how freedom camping happens on other public land (LINZ, DOC, NZTA), and that this is another area of inconsistency to address. The flow on effects (to this land, and to other districts) also need to be considered  Technology is both an enabler of behaviour, and a challenge. It can push people to certain sites quite quickly, so working with app providers is desired  Local government wants more investment in infrastructure to support camping. It is a struggle to both build (funding, and provision in remote locations), and to fund the operation of this infrastructure. Ratepayers can struggle to meet the costs of infrastructure in some communities and question why it is their role to do so  Acknowledgement that there is no one simple answer  Unclear what freedom camping means – camping is not defined in the FCA, and ‘freedom’ camping is not a useful term  Data, insights and evidence into freedom camping are limited, and more information is desired

Actions

 Minister of Tourism to set up a working group of local government, central government, tourism industry o MBIE to develop terms of reference, in conjunction with other agencies

LGNZ to nominate local government representatives (Mayoral and LGNZ) 2018 April o  MBIE to look at the TIF criteria 30  MBIE and LGNZ to consider how best to use the symposium being organised for April OBJECTIVE: OBJECTIVE:

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94 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

QUESTION 8:

In the Beacon dated 6th Sept 2017 there was an article written by Karla Akuhata talking about managing the cost of retreat of 34 properties from the Awatarariki area would cost 14 million dollars. On an inside page the article continued to say that the Matata Debris flow had caused $20 million worth of damage in the Matata area. This figure has been quoted elsewhere as well.

Can you provide a breakdown on what made up the $20 million?

QUESTION 8 - COUNCIL RESPONSE

The figure of $20M appears in a published article titled The Matatā debris flows, 18 May 2005 by Tom Basset of Tonkin and Taylor Ltd. The article doesn’t provide a breakdown and Tom is not available to provide further detail. Our assumption is that this will include private insurance claims for property damage and known costs for major mitigation projects like the Waiteperu Stream debris flow detention/diversion structure and the work undertaken at Te Awa o Te Atua (Matatā Lagoon).

April 2018 April

30 OBJECTIVE: OBJECTIVE:

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95 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

APPENDIX 1

The below comments were provided in support to questions 1.1; 1.2; 1.3, 1.4 by Ian McDonald & Lesley King – Matata Resident’s Association

Supporting Commentary for question 1.1

In 2013, WDC commissioned hazard and risk assessments for landslides and debris flows at Ōhope, Whakatāne and Matatā. This work identified the risk to life and property on the Awatarariki Fanhead as being high.

OHOPE: In undertaking an assessment of land-sliding on the Ohope Escarpment after the 2004 landslide event, Tonkin &Taylor (2005) predicted that future landslides could damage or demolish houses located towards the base of the Ohope Escarpment and that there was a high risk of injury or death. This prediction has unfortunately proven accurate in light of the outcomes of the 2010-2011 landslides.

Projected over the 70 year period of the Ohope Escarpment risk assessment (1941 to 2011), it would be expected that this level of risk would have resulted in three (3.1) deaths. In fact, three deaths and one near death injury are known to have occurred over this period. (Recently, a severe injury in 2010 and a fatality in 2011).

A four year old girl is reported to have been killed in 1959 by a boulder that hit the tent in which she was sleeping (Beetham, 2012). This fatality occurred at 54 West End Road, the neighbouring property to one where the 2011 fatality occurred. A second fatality is reported to have occurred on West End Road in the 1960’s. Neither the location nor date are of this second incident is known, although the victim was reportedly in the rear of his property rather than in the dwelling. [Tonkin & Taylor-June 3013]

Supporting Commentary for question 1.2

WHAKATANE:

*Comment: The following question is in respect of the Whakatane escarpment, where, in the 2010 – 2011 period, five residential dwellings were damaged by debris and Muriwai Drive was closed to traffic on several occasions.

The area is within the Whakatane Fault, which is the only known active fault in immediate proximity to the area. That fault is located within the central Whakatane urban area to the west of the Whakatane Escarpment, although it’s exact location is unknown. The spate of landslides above Muriwai Drive & in particular, the property at 33 Muriwai Drive, in 2010 and 2011 clearly indicates that the Whakatane Escarpment is susceptible to landsliding during periods of high rainfall. It is primarily the frequency of such landsliding events that is not well known. Properties located on Muriwai Dr, Muriwai Tce and Wairaka Rd, are located within the high hazard zone.

Supporting Commentary for question 1.3 April 2018 April

30

WHAKATĀNE AND ŌHOPE: OBJECTIVE: OBJECTIVE:

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96 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.3.1 Matata Residents Association 9 May 2018 - Questions and Responses (Cont.)

*Comment: For both Ohope & Whakatane,[ notwithstanding the abovementioned deaths] it appears that assessment of seismically-induced landslides has not been undertaken, as any contribution they would make to the total risk profiles of either escarpment would be less than the uncertainty Associated with the rain--fall induced landslides..

April 2018 April

30 OBJECTIVE: OBJECTIVE:

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97 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.4 Matata Residents Association June 2018 Minutes

9.4 Matata Residents Association June 2018 Minutes

98 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.4 Matata Residents Association June 2018 Minutes (Cont.)

Minutes of the Matata Residents Association Monthly Meeting Held at Matata Fire Station, Minutes of the Meeting 12th June, 2018

Chairman: G. Dennis CC: WDC Councilor Gerard van Beek WDC Staff Susan French Rangitaiki Community Board Graeme Bourk, G. Dennis, E Harvey

Present H. Hill, G. Dennis, G. Nicholson, G. Paterson, L. & E Schlichting, G. van Beek, L.& E. Tioke, G. Stuckey ,C. Stevenson, A&L. Semmens, K. Falwasser, J. McGregor

Council Staff - J. Mandermaker, M. Naude, T. Krawczyk Apologies L. King, I. Mcdonald, R & R. Meharry

Moved: G. Dennis Seconded : G. Paterson Minutes of previous meeting: The minutes of the previous meeting were read and confirmed Moved: G. Dennis / Seconded : G. Paterson Matters Arising: 1. Matata Sewerage scheme : Council are preparing a new application. Could be two years away, Hopefully we can have the maintenance zone put on hold in the mean time. 2. Still waiting to see any maintenance plan for the Matata Streams. Are the Council monitoring the Awatarariki creek. No updates. 3. Awatarariki team are hoping for a meeting with Central Govt. 4. Transit NZ : Re speed limit in Pakeha St. and perhaps K&C on Arawa St. to Richmond St. Martin will have his staff assess and consider the request. I received a phone call from Alex Jeffcott (Transit) saying he will work with Martin regarding these issues. The Council roading group will come and talk to us re K&C and other matters. E-mail back to Martin and Transit re speed limit on Pakeha Street. 5. The additional $40K budgeted in the consultation document for maintaining the stormwater streams in Matata was reduced to $25K in the final version of the LTP forecast.

Financials: $1758.95 Correspondence: Rangitaiki Community Bd. Agenda.

Inwards and outwards accepted, Moved G. Dennis / Seconded G. Paterson

General Business: 1. E-mail to DOC. inviting them to come to our next meeting 2. Reserve management plan – requirement to renew every ten years, but this hasn’t been done, slow process going on now, by Council, covering all Council reserves. 3. Future maintenance of the Lagoon – Council will get back to us on this issue, they are not wanting to spend too much money maintaining the Lagoon, they certainly heard our views at this meeting. Sediment traps are extremely full, desilting needs to be done more often and now !!!! The Lagoon is where our stormwater ends up, also we need to think about our wildlife and the environment. 4. Council have the resource consent for any maintenance on the Lagoon. 5. We will be inviting Council and DOC. to come to our October meeting regarding the Lagoon

Meeting closed at 8.00pm, next meeting 10th July, 2018, 6.00pm, everyone welcome.

99 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.5 Te Teko Residents Association April 2018

9.5 Te Teko Residents Association April 2018

100 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.5 Te Teko Residents Association April 2018 (Cont.)

Te Teko Residence Association

Chairperson: Te Whetu Waretini – Secretary Yvonne Gardiner—Treasurer Priscilla Morrison

Karakia Timi TIME 6.15.pm Venue Te Teko Pavilion Date 10/04/2018 ACTION WHO CARRIED Apologise Clarence Gerard, Hariata Cilla / Timi Ae Present Cilla, Bobby, Kris, Jodi, Timi and Mac

Minutes Distributed and read minutes 13/03/2018

Discussion

Cilla nominates Bobby as Chairperson Kris seconds Carried nomination Bobby accepts committee agrees

Discussion

2 sets of keys out Nick has one for seniors Cilla well remove up stairs key Iraia and Clarence with Cilla have full set of keys

Bulldogs may not be playing in comp this year to late to register team.

Still awaiting final quotes

Submit minutes to Kris

Xmas in the park hiring of grounds through WDC Vendor costs Activity costs

No further discussions on minutes Cilla / Kris Accepted Carried.

Financial Report.

As per financial Sheet

101 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.5 Te Teko Residents Association April 2018 (Cont.)

Inward/Out ward Correspondence

Inward Accounts

Outward Acounts for payment

GENERAL BUSINESS

Omataroa may wish to use the pavilion for there wild boar function plus have their meetings here.

5 New homes these are emergency housing at pahipoto papakainga

Toilets official opening when and by whom to ring to council for conformation.

Kris to follow up with Gerard with rubbish bins for grounds.

Ring Transit N Z Roading Signs in community obscuring traffic movement.

Council Contractor re lawn mowing along road edges

Speed limit sign knocked over by the bridge has been like that for awhile

Recommendations

Sorry Kris never sent minutes to you earlier holidays threw me

Rung Transit on 12/4/18 They going to look into obscuring road sign and speed limit post knocked down.

Karakia Whakamutunga. Timi Peri

Signed Chairperson

Date

102 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.6 Edgecumbe Collective Minutes 19 June 2018

9.6 Edgecumbe Collective Minutes 19 June 2018

103 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.6 Edgecumbe Collective Minutes 19 June 2018 (Cont.)

Meeting Minutes Edgecumbe Collective

Date and time of meeting Tuesday 19 June 2018 @ 5.30pm Location Te Tari Awhina (Edgecumbe Library) Attendees Tracey Lloyd (Fire Brigade); Alison Clark (Community Board); Val Jenner & Gloria Boult (Womens Institute); Kris Bryne (Edgecumbe College); Jim Roberts (Lions); Ria Davis (Kaumatua Representative); Cheyne Walker & Michelle Richardson (Youth Representative); Kathryn Davis (EDIT); Janine Holt (DIA); Kay Boreham (BOPRC); Charelle Stevenson (Business) Apologies Tania Bryson (Edgecumbe Primary) Chair Vicky Richards (Edgecumbe Plan Coordinator)

AGENDA ITEMS:

1.1 Introduction of new communications person for BOPRC

- Kay Boreham attended the meeting and introduced herself to the group and her current role of comm’s person for BOPRC, Kay’s background was with WDC Project Recovery Team, which included producing the Project Recovery newsletter. Kay confirmed she is still interested in supporting the Collective with the continuation of the community newsletter through her role with BOPRC, which could include cost if needed.

- Kay also confirmed that they have received complaints from community re: trucks and speeding down Rata Ave, and as a result arranged for speed monitoring to be set up on Rata Ave. (Noting Waiotahi trucks have a GPS in them which they can navigate when they are going the wrong way and their speed).

- Queries regarding water pooling at the red zone have also been received from community and Kay advised that she has been told it is a sediment pond, which has been put in place as part of the development. This is definitely not the message that has gone out to community who have heard it is a spring or tomo, Kay asked the group if it would be beneficial to provide this information to the wider community by way of a letterbox drop. Everyone agreed that a letterbox drop would be good and to include updates on where the project is currently at (stages) and an update on Reid’s canal.

- BOPRC will be holding an info drop in session at Cosmopolitan Club for community and would like to advertise this in the newsletter. This will be an information day where different working groups within the BOPRC working in Edgecumbe will have workshops to share information.

- There will also be a field trip day to the spillway where engineers will give an explanation. An expression of interest will be circulated at the info day.

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- Charelle acknowledged Kay’s work in the recovery space and her transition to the regional council, which reflects her work in communications under the Whakatane District Council. It is a bonus with Kay being in this space and her knowledge of the recovery. Vicky agreed with recognition of Kay’s role with WDC Project Recovery was hugely beneficial to our community and it is great to still be able to work with her in her new role with BOPRC.

- Kay mentioned she is available any time and Vicky will email Kay’s contact details to everyone. Kay is also looking to come out to TTA at a regular day and time, which she hopes to confirm shortly.

1.2 Parks & Reserve Strategic Plan

Vicky shared with the group the map of Edgecumbe with highlighted green spaces that are Council spaces (Parks & Reserves). Break out groups discussed what each space/park could best be utilised for, these ideas will be put forward as recommendations to Council.

 Edgecumbe Domain: Given this is an exercise hub with sport clubs, skate park and fitness stations it would be good to extend this space to include the following: - A barbeque area and seating - Shading (also over the skate park) - Allocated area for self-contained campers - BMX Track - Upgraded toilet - Cycle Track - Basketball Hoop

 Tui Adventure Park (Puriri Cres): This is a very wet area with poor drainage that needs to be corrected, with further investigation needed the following are suggested: - A fruit forest area - Community garden that is raised garden beds, which will attract elderly residents, and a track to back of school to encourage the school kids to be involved. - Ideal pallet fence for paintings (murals) as a backdrop to the trees

 War Memorial Hall (Bill Orr Park): This park has boggy areas with poor drainage that is open with no fencing. However, the playground itself is raised and well utilised by local kids who use the basketball court and playground. Another positive is that is has access to toilets. Suggested enhancements for this space: - The boggy area would be a good area to do a mini wetlands with a boardwalk which can be utilised by the kindergarten to use as a discovery area. - Adding to the playground could be painted games like hop scotch and four square - An outdoor permanent white wall and staging area for youth or community to have outdoor movie nights or music shows (If weather is bad take the event into the hall) - Raised mounds to sit on which could work with the area that is boggy

 Riverslea Mall Park: This is a good park to support businesses, as it is a central location, turning it into a family friendly park where parents can do shopping and the kids can use a safe, simple area where families can be used (low risk park). All agreed this needs to be a new park not the old park re-located to somewhere else in this space. Suggestions: - Foot lighting along the pathway - Modern playground, family and event orientated - More seating and shaded areas for people to sit and have a coffee or family picnics

105 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.6 Edgecumbe Collective Minutes 19 June 2018 (Cont.)

 Other Suggestions to support our strategy plan: include the following: - An extension of a walkway - Drinking Fountains in all parks & reserves - Toilet facility in CBD area (Discuss options) - Funding: Fruit Forests are popular and could get funding from a collective of funders i.e. Bird & Game, BOPRC and other funders.

 The New Green Space: This currently sits with BOPRC and community are not sure what the plan is from the council, once confirmed we can look to re-submit community ideas. The community board have also requested a report from BOPRC on what their plans are.

- The idea of having a destination playground has also been put forward as an idea for the new green space, this however needs to be confirmed as to what is a destination playground? - Ideas to be considered as part of for the new green space/or other spaces: - Climbing rock - Exercise fitness stations for the elderly - Dog park (There is one already in place at the end of Konini Place) Action: Everyone to bring ideas to the next meeting on what a destination playground could be.

1.3 Newsletter update

 Vicky confirmed Sally is the new comm’s person at Council who will help produce our community newsletter on our behalf. We will provide info. for the newsletter with the first one to feature introducing our collective group, with a historical timeline and how our collective has formed. Kay will provide regional council feedback and the district council will include in the newsletter any recovery information.

 Charelle suggested having a theme of being connected/Promoting everyone to be a part of what is happening. Letting the community know that everyone has a representative in one way or another and promoting community activities in the newsletter.

1.4 Community Plan Update:

 Vicky gave an update to confirm a few final add in’s which is our local Kaumatua Group will put forward a Whakatauki (History of the area) which will be added into the plan and endorsed by the Kaumatua Group.

1.5 Update of Youth Strategy:  Cheyne, Vicky and Lee Heapey meet to talk about a strategic plan for youth in Edgecumbe, by first starting with reviewing what is happening in currently for youth i.e. College Gateway program, Youth art murals and Driver programmes through Bluelight. The best approach decided was to look at the gaps for youth and develop a strategy to connect with young people and provide them with new opportunities. Cheyne and Michelle have come up with the idea to create a monitoring programme and gave a brief on what they are proposing; 1. The Programme will run for the duration of each school term with a different theme’s i.e. Music / Health & Fitness / Arts etc. Having a theme is a way of getting youth there, but they will be also learn through listening to guest speakers, teaching them new skills and active participation. At the end of each programme, an opportunity to show-case what the group has been doing to family, friends and community.

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2. Suggestion of venue would be the Memorial Hall and advertising to youth through the youth events page Cheyne has created, radio station, community newsletter & school newsletters. 3. Cheyne and Michelle will look further into confirming their programme, guest speakers, address any barriers such as transport, and look at possible partnerships with other community groups or sponsors that could support. They will also visit the school to promote their initiative. 4. Vicky and Charelle can follow up by asking for support for the venue from Council re: Memorial Hall usage. And Vicky to look at providing support by helping them to development a health, fitness and wellbeing programme, which could include grooming, interview prep etc. 5. Another idea suggested for next year is to look at media & radio, and as Cheyne suggested is a great skill to have as learning to do up a CV video could be created for youth (a new way of doing CV’s)

1.5 Update of Business Strategy:  Charelle gave an update to confirm the businesses have been busy and the signage theme for the town probably needs a separate forum with them all (Charelle will look to do this in the near future).  Priority for everyone is to look at the opening of the supermarket, which has also seen the Rangitāiki Community Board looking to stimulate action by inviting David Grindley to a community board meeting in two weeks’ time. Also supporting is the Council Building Team who are helping to rectify some building issues. Charelle will give us an update at the next meeting.

1.6 Other/General:  Vicky confirmed that Council have been sponsoring the administration of the Kia Kaha Page, and they are wondering is the page still required. Everyone felt it is still a good form of information and communicating to community. A suggestion put forward is to retain the page but to get another administrator or a new page could be created with a new name, but before this can happen suggestions of possible administrators needs to be confirmed first.  Tracey let everyone know she has contacted NZTA to say the bridge is looking great but we also need our bridge re-sealed and the potholes keep being a reoccurring issue.  Regional council have confirmed we will receive a response to our submission by the end of the month.

Meeting closed at 7.30pm

Next meeting Tuesday 17 July 2018 at 5.30pm

107 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 11 JULY 2018 Rangitāiki Community Board - AGENDA 9.6 Edgecumbe Collective Minutes 19 June 2018 (Cont.)

Action Points

Item Action Who Actioned

1. Cheyne and Michelle to confirm their Youth Cheyne/Michelle Mentoring Programme (Vicky/Charelle to fup with venue)

2. Māori Translation for name for the new reserve to Charelle / Vicky be confirmed - 3. Vicky and Charelle to meet with WDC re; response to Vicky/Charelle our request for a Recreational Strategy 4. A final copy of the community plan will send out to Vicky our collective once all info has been added in from Kaumatua 5. Everyone to provide feedback re: ideas for Everyone destination playgrounds at next meeting 6. Community Newsletter – first copy to be developed Vicky to work with under the collective by early July Council

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