WAIHI BEACH COMMUNITY BOARD Poari Hapori
WB20-4 Monday, 10 August 2020 Waihi Beach Community Centre 6:30pm
Waihi Beach Community Board Meeting Agenda 10 August 2020
Waihi Beach Community Board
Membership Chairperson Ross Goudie Deputy Chairperson Marilyn Roberts Members Bob Hulme Don Ryan Councillor James Denyer Councillor Anne Henry Quorum 3 Frequency Eight weekly / Workshops as required
Role and Purpose of Community Boards:
To represent, and act as an advocate for, the interests of their communities. To provide an effective mechanism for community feedback to Council. To consider and report on all matters referred by Council and its Committees, or any matter of interest or concern to the Community Board. To maintain an overview of services provided by Council within the community. To prepare an annual submission to Council for expenditure within the community. To communicate with community organisations and special interest groups within the community. To undertake responsibilities as delegated by Council or its Committees.
Delegated Functions:
Subject to compliance with Council strategies, policies, plans and legislation:
To maintain an overview of road works, water supply, sewage, stormwater, parks, recreational facilities, community activities and traffic management within the community and make recommendations to Council and its Committees in accordance with their delegated functions. To report and make recommendations to Council and its Committees in accordance with their delegated functions on issues facing the respective communities to promote public participation and communication within respective communities. To undertake tasks, powers and functions delegated by Council or its Committees in accordance with their delegated functions from time to time. To control, expend and monitor funds as allocated by Council. To allocate Community Board reserve funds to specific capital non-recurring projects for council assets on council land, or in accordance with allocations which have been approved through the annual plan process. To receive reports from Council appointees on Council matters relevant to the Community Board. To have input into Council and its Committees on issues and plans that affect communities within the Community Board area.
Page 2 Waihi Beach Community Board Meeting Agenda 10 August 2020
Notice is hereby given that a Waihi Beach Community Board Meeting will be held in the Waihi Beach Community Centre on: Monday, 10 August 2020 at 6:30pm
Order Of Business
1 Present ...... 5 2 In Attendance ...... 5 3 Apologies ...... 5 4 Consideration of Late Items ...... 5 5 Declarations of Interest ...... 5 6 Public Excluded Items ...... 5 7 Public Forum ...... 5 8 Minutes for Confirmation ...... 6 8.1 Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020 ...... 6 9 Reports ...... 16 9.1 Chairpersons Report WB20-4 August 2020 ...... 16 9.2 Waihi Beach Community Board Councillor Report WB20-4 August 2020 ...... 25 9.3 Waihi Beach Community Board Grant Applications - August 2020 ...... 27 9.4 Waihi Beach Seasonal Compliance Monitoring 2019-2020 ...... 29 9.5 Infrastructure Services Report Waihi Beach August 2020 ...... 35 9.6 Financial Report Waihi Beach - June 2020 ...... 47 9.7 Council, Standing Committees and Community Board Meetings ...... 50
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Waihi Beach Community Board Meeting Agenda 10 August 2020
1 PRESENT
2 IN ATTENDANCE
3 APOLOGIES
4 CONSIDERATION OF LATE ITEMS
5 DECLARATIONS OF INTEREST
Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.
6 PUBLIC EXCLUDED ITEMS
7 PUBLIC FORUM
A period of up to 30 minutes is set aside for a public forum. Members of the public may attend to address the Board for up to five minutes on items that fall within the delegations of the Board provided the matters are not subject to legal proceedings, or to a process providing for the hearing of submissions. Speakers may be questioned through the Chairperson by members, but questions must be confined to obtaining information or clarification on matters raised by the speaker. The Chairperson has discretion in regard to time extensions. Such presentations do not form part of the formal business of the meeting, a brief record will be kept of matters raised during any public forum section of the meeting with matters for action to be referred through the customer contact centre request system, while those requiring further investigation will be referred to the Chief Executive.
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8 MINUTES FOR CONFIRMATION
8.1 MINUTES OF THE WAIHI BEACH COMMUNITY BOARD MEETING HELD ON 8 JUNE 2020 File Number: A3816851 Author: Horowai Wi Repa, Governance Technical Support Authoriser: Jan Pedersen, Group Manager People And Customer Services
RECOMMENDATION 1. That the Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020 be received and the recommendations therein be adopted.
ATTACHMENTS 1. Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020
Item 8.1 Page 6 Waihi Beach Community Board Meeting Minutes 8 June 2020
MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL WAIHI BEACH COMMUNITY BOARD MEETING NO: WB20-3 HELD AT THE WAIHI BEACH COMMUNITY CENTRE ON MONDAY, 8 JUNE 2020 AT 6:30PM
1 PRESENT
Member R Goudie, Member M Roberts, Member B Hulme, Member D Ryan, Cr J Denyer and Cr A Henry
2 IN ATTENDANCE
M Taris (Chief Executive Officer), J Pedersen (Group Manager People and Customer Services), S Parker (Reserves and Facilities Projects and Assets Manager), V Davis (Landscape Architect), C Lim (Engagement Specialist), A Hall (Roading Engineer West), D Pearce (Community Manager), P Marshall (Executive Assistant People and Customer Services), 14 members of the public and others as named in the minutes
3 APOLOGIES
Nil
4 CONSIDERATION OF LATE ITEMS
The Chairperson requested that the Board consider the late item titled ‘Waihi Beach Community Board Grant Applications – June 2020’. The Chairperson also requested that the Board move the order of business, where the ‘Waihi Beach Community Board Grant Applications be addressed before the finance report.
COMMITTEE RESOLUTION WB20-3.1 Moved: Member R Goudie Seconded: Cr J Denyer That the following items be included in the agenda: 9.4 Waihi Beach Community Board Grant Applications - June 2020 CARRIED
COMMITTEE RESOLUTION WB20-3.2 Moved: Member D Ryan Seconded: Member M Roberts That the order of business is changed and the late item titled ‘Waihi Beach Community Board Grant Applications – June 2020’ is addressed before agenda item 9.6 titled ‘Financial Report Waihi Beach – April 2020’ CARRIED
Page 7 Waihi Beach Community Board Meeting Minutes 8 June 2020
5 DECLARATIONS OF INTEREST
The Chairperson reminded members of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have. Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table for the item. (As per the Local Authorities (Members’ Interest) Act 1968). Community Board member Marilyn Roberts declared a conflict in interest with regard to any discussions around historical panel. Community Board Member M Roberts is a member of the Waihi Beach Historical Society.
6 PUBLIC EXCLUDED ITEMS
Nil
7 PUBLIC FORUM
The Chairperson outlined the protocols relating to the Public Forum section of the meeting as set out in the Standing Orders for the Waihi Beach Community Board. Attending members of the public were invited to take part in the public forum.
PUBLIC FORUM ADJOURN MEETING
COMMITTEE RESOLUTION WB20-3.3 Moved: Cr A Henry Seconded: Member M Roberts That the meeting adjourn for the purpose of holding a public forum. CARRIED
Allan Sole - Live Well Waihi Beach Proposal Allan Sole provided a verbal updated discussing the ‘Live Well Waihi Beach’ proposal: The ‘Live Well Waihi Beach’ proposal objectives are largely great although he addressed concerns around the monetary costs required to complete the project and questioned the value this project would add to the community. A comparison was made between the Live Well Waihi Beach project outcomes versus the CCTV project’s outcomes. Mr Sole questioned the value this proposal adds to the community. Council staff advised that Council is currently reviewing their CCTV policy as part of Councils Long Term Plan process. Community Board Members advised it’s difficult to compare the two different projects.
Ruth Parsons - Broadlands Block Development Ruth Parsons read a report providing an update on Broadland Block restoration – this report is available on request. Ruth asked that: Waihi Beach Community Board provide an updated financial report regarding the Broadlands Block project.
Page 8 Waihi Beach Community Board Meeting Minutes 8 June 2020
The Board advised that approximately $15,000 - $20,000 is allocated for the continued work on Broadlands Block and advised that additional funding will be available through the Annual Plan process. Ruth Parsons requested an overall summary of how finances have been spent regarding Broadland Block’s and the status of the project.
Teresa Qualtrough - Events and Promotions Teresa provided a presentation updating the Waihi Beach Community Board on Events and Promotions (this presentation is available on request): Outlined their vision, goals, strategies and four key messages. Four key messages: Reunite at Waihi Beach (now), Cosy Vibes at Waihi Beach (winter), It’s About Time (spring/summer), Village Life (all the time). The website redesign and quarterly ‘It’s About Time’ publication to replace ‘The Beach Book’. Content will consist of authentic advertising, positive local editorials, showcasing local produce, tide charts and so forth. Their focus is to work on the winter campaign, developing a database of videos and photos, and talking with social media ambassadors. The Board asked whether this project links in with Tourism Bay of Plenty. Teresa advised that the project hopes to feed into the Tourism Bay of Plenty website. This would be an itinerary of ‘what a day in Waihi Beach looks like’. Currently it’s challenging to find a link to tourism in Waihi Beach. The Board asked how the quarterly newsletter will be distributed. Teresa advised that 2000 copies would be distributed locally. They are also aiming to distribute the first copy in a local magazine, reaching the wider Bay of Plenty market.
PUBLIC FORUM MEETING RECONVENED
COMMITTEE RESOLUTION WB20-3.4 Moved: Cr J Denyer Seconded: Member D Ryan That the meeting reconvene in formal session at 7.04pm. CARRIED
8 MINUTES FOR CONFIRMATION
8.1 MINUTES OF THE WAIHI BEACH COMMUNITY BOARD MEETING HELD ON 3 FEBRUARY 2020 The Board considered the minutes no. WB2 of the Waihi Beach Community Board Meeting held on 3 February 2020 as circulated with the agenda.
COMMITTEE RESOLUTION WB20-3.5 Moved: Cr A Henry Seconded: Cr J Denyer 1. That the Minutes of the Waihi Beach Community Board Meeting held on 3 February 2020 be received and the recommendations therein be adopted. CARRIED
Page 9 Waihi Beach Community Board Meeting Minutes 8 June 2020
9 REPORTS
9.1 ISLAND VIEW RESERVE - PLAYGROUND AND BBQ DRAFT CONCEPT PLAN The Board considered a report from the Reserves and Facilities Manager dated 8 June 2020 titled ‘Island View Reserve - Playground and BBQ Draft Concept Plan’ as circulated with the agenda. Council’s Engagement Specialist provided the Community Board members with a map of the island view reserve. Board member discussed the plan fits the criteria of open space policies and has positive environmental aspects. Council’s Landscape Architect advised the playground does not have fencing, it will have visual barriers such as seating. The playground location is considerate of cyclists and other pedestrians who use the pathway. Council staff acknowledge the public do not want the BBQ near the freedom camping area. Questions were raised around the possibility of water pooling in the playground. Council staff advised the area could be sculpted to prevent water retention. The Board acknowledged there are limited playgrounds targeted at children of ages 8-12 years. This space is also a family space, for all ages.
COMMITTEE RESOLUTION WB20-3.6 Moved: Member R Goudie Seconded: Member M Roberts A. That the Island View Reserve - Playground and BBQ Draft Concept Plan report by the Reserves & Facilities Projects and Assets Manager be accepted. And B. That the Waihi Beach Community Board recommend to the Policy Committee that approval be given to publicly consult on the draft Island View Reserve Playground and BBQ concept plan. CARRIED
9.2 WAIHI BEACH COMMUNITY PLAN STOCKTAKE The Board considered a report from the Community Manager dated 8 June 2020 titled ‘Waihi Beach Community Stocktake’ as circulated with the agenda. The Waihi Beach Community Board requested that the Community Manager attends the next Community Board workshop to discuss progress in the community.
COMMITTEE RESOLUTION WB20-3.7 Moved: Member B Hulme Seconded: Member M Roberts That the Community Managers report dated 22 May 2020 regarding the “Waihi Beach Community Plan Stocktake” be received.
CARRIED
Page 10 Waihi Beach Community Board Meeting Minutes 8 June 2020
COMMITTEE RESOLUTION WB20-3.8 Moved: Member B Hulme Seconded: Member M Roberts That the Community Manager will attend the next Waihi Beach Community Board workshop so the Board can advise of their progress. CARRIED
9.3 CHAIRPERSONS REPORT - JUNE 2020 At 7:36 pm, Member M Roberts left the meeting.
The Board considered a report from Chairperson R Goudie dated 8 June 2020 as circulated.
At 7:39 pm, Member M Roberts returned to the meeting.
Community Plan – Public Meetings Member M Roberts discussed the need for funding to pay for additional items such as face masks. Members questioned how this would be managed, how would payments and invoices be recorded and managed. Council staff advised that the Board are required to plan for any expenditure in advance of a Board meeting to ensure Council receives appropriate receipts and information for reimbursement.
Interpretive Panels and Historical Trails The Board requested to meet with Reserves and Facilities Projects and Assets Manager to view the historical panels site, Pohutukawa Park. The Board queried whether the Events and Promotions group were interested in being a part of the discussions around the historical panels. Events and promotions have been invited to attend the next Community Board workshop for the opportunity to provide input regarding the historical panels.
Two Mile Creek Member A Henry requested further information updating the Community Board members of the progress of Two Mile Creek. Clarification was made that the Two Mile creek update was included in the infrastructure report.
Three Mile Creek A Three Mile Creek report was tabled by Community Board member D Ryan following discussions with the Utilities Manager (this presentation is available on request). A request was made for Member D Ryan to meet with Utilities manager and to review the works completed thus far.
Food Cart on Pio Shores/Bowentown area This food cart would be a sharing produce stall where the community can place items to give away/swap for other goods, rather than selling the produce for monetary gain. The Board will invite the Food Cart to the next meeting.
Live Well Waihi Beach Proposal This proposal focuses on the social aspects, bringing the community together in a community space which doesn’t cut across other groups such as Events and Promotions.
Page 11 Waihi Beach Community Board Meeting Minutes 8 June 2020
The Live Well proposal looks at the social and community space, bringing groups together through a facilitator. Benefits would include social and cultural connections, groups coming together to discuss issues at a round table, bringing local groups together to hear voices of a wider range the community and groups. Facilitation by external person is most desirable. The Board need to seek approval from Council to progress this project.
Mural on Utility Building at the Reservoir Member B Hulme would like the mural size specified and will request this information from Member M Roberts in her role in the Historical Society.
COMMITTEE RESOLUTION WB20-3.9 Moved: Member R Goudie Seconded: Cr J Denyer 1. That the Chairpersons report for June 2020 be received. 2. That the Waihi Beach Community Board allocate $3,000 from the Community Board Reserve Fund to enable meetings relating to the Community Plan to be held.
CARRIED
COMMITTEE RESOLUTION WB20-3.10 Moved: Member R Goudie Seconded: Member D Ryan That the Waihi Beach Community Board have a discussion with Council staff about the interpretive panels in the northern Pohutukawa Park and discuss the option of relocating the panels to the lower end of the Pohutukawa Park. CARRIED
COMMITTEE RESOLUTION WB20-3.11 Moved: Member R Goudie Seconded: Cr A Henry That the Waihi Beach Community Board develops a Live Well Waihi Beach proposal, which includes the scope of works to engage a contractor for a period of six months. The contractor will undertake the initial set up and delivery of the first six months of the ‘Live Well Waihi Beach’ programme. This is to be presented to Council for approval. CARRIED
9.4 COUNCILLOR REPORT – WAIHI BEACH COMMUNITY BOARD MEETING 8 JUNE 2020 The Board considered a report from Councillor Denyer as circulated in the agenda. Councillor Denyer highlighted: Council is currently working on a CCTV policy. There is a Community Resilience Fund available for post COVID-19 relief
Councillor A Henry congratulated the Waihi Beach Community Response group for their efforts in looking after the community throughout COVID-19 restrictions.
Page 12 Waihi Beach Community Board Meeting Minutes 8 June 2020
COMMITTEE RESOLUTION WB20-3.12 Moved: Cr J Denyer Seconded: Member R Goudie That the Councillor’s Report to the Waihi Beach Community Board for June 2020 be received CARRIED
9.5 INFRASTRUCTURE SERVICES REPORT WAIHI BEACH JUNE 2020 The Board considered a report from the Deputy Chief Executive dated 8 June 2020 as circulated.
Village Area Refurbishment Roading Engineer West has made contact with the contractor who indicated that their commitment to this project is still valid. However, the project will not be able to commence until the night temperatures have increased somewhat. These works can only be undertaken after shops have closed so as to minimise disruption to the neighbouring business. The sealant will not set adequately in these cold temperatures. The quote excludes rubbish bin refurbishments. The Board agreed to continue with the footpath rejuvenation but to put the replacement of the rubbish bins on hold until the wider branding has been decided on. Roading Engineer West will attend the next Waihi Beach Community Board workshop to present options and costings of the rubbish bin replacement or refurbishment.
Two x Pedestrian Refuge on Seaforth Road, Waihi Beach Roading Engineer West advised that it was resolved last year to install two pedestrian refuges on Seaforth Road – One adjacent to the “Yellow Dairy at the Emerton Road Roundabout and the other adjacent to the Seaforth Road recreational reserve. The pedestrian Refuges at the recreational reserve site will be at the expense of a number of car parking bays and space and parallel parking spaces. There will be no loss of carparks in front of the yellow dairy. Carparks to be removed are at the end of the reserve crossing site only. Roading Engineer West will send a detailed report advising the Community Board members of the changes previously agreed in on regarding the parking spaces.
COMMITTEE RESOLUTION WB20-3.13 Moved: Member M Roberts Seconded: Cr A Henry 1. That the Deputy Chief Executive’s Report, dated 8 June 2020 and titled Infrastructure Services Report Waihi Beach June 2020 be received.
2. That the coloured concrete footpath in the business area be refurbished and sealed at an estimated cost of $90,000 funded from the Waihi Beach Community Roading Budget. CARRIED
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9.4 WAIHI BEACH COMMUNITY BOARD GRANT APPLICATIONS - JUNE 2020 The Board considered three Community Board grant applications from ‘A Friends Place’, ‘Freedom Church’ and ‘Mainly Music’. The Board advised that ‘A Friends Place’ are not able to receive funding as the grant does not fund operational costs. The Board will invite ‘Freedom Church’ to attend the next Community Board workshop as additional information regarding their request is required. The Board approved ‘Mainly Music’s’ application for signage and a tear drop flag to the total of $780.00 .
COMMITTEE RESOLUTION WB20-3.14 Moved: Member R Goudie Seconded: Member B Hulme (a) That the report from the Governance Advisor dated 22 May 2020 and titled Waihi Beach Community Board Grant Application – June 2020 be received. (b) That the Waihi Beach approve the following grant to be funded from the Waihi Beach Community Grants 2019/2020 account subject to all accountabilities being met. 1. Mainly Music – approved funding for new signage and a tear-drop flag $780.00 CARRIED
9.6 FINANCIAL REPORT WAIHI BEACH - APRIL 2020 The Board Considered a report from the Management Accountant dated 9 June titled ‘Financial Report Waihi Beach – April 2020’. Questions were raised by the Board as to what payments had or had not been made. Perhaps the attached report had not been updated due to COVID-19 period. The Board also requested that the Reserve Account and the Roading Account information be made available to Board Members.
COMMITTEE RESOLUTION WB20-3.15 Moved: Member R Goudie Seconded: Member D Ryan That the Management Accountant’s report dated 9 June 2020 and titled “Financial Report Waihi Beach – April 2020” be received. CARRIED
COMMITTEE RESOLUTION WB20-3.16 Moved: Member R Goudie Seconded: Member D Ryan That the Board accept the report with the proviso that the Reserve Account be updated with actual payments and be amended and the Community Roading account be added for all Community Board meetings going forward. CARRIED
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9.7 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS The Board considered a schedule of meetings for the month of June, July and August 2020 as circulated in the agenda. The Chairperson advised the Annual Plan workshop has been reschedule from 11 June and is now being held on Tuesday 16 June.
COMMITTEE RESOLUTION WB20-3.17 Moved: Member R Goudie Seconded: Cr A Henry That the Schedule of Meetings for June, July and August 2020 be received .CARRIED
The Meeting closed at 8.58pm.
The minutes of this meeting will be confirmed at the Waihi Beach Community Board held on 10 August 2020.
...... CHAIRPERSON
Page 15 Waihi Beach Community Board Meeting Agenda 10 August 2020
9 REPORTS
9.1 CHAIRPERSONS REPORT WB20-4 AUGUST 2020 File Number: A3811774 Author: Ross Goudie, Community Board Member Authoriser: Miriam Taris, Chief Executive Officer
RECOMMENDATION 1. That Chairpersons report to the Waihi Beach Community Board for August 2020 be received. 2. That the Waihi Beach Community Board adopt the Live Well Waihi Beach proposal and recommend that funding be allocated from the Waihi Beach Community Board Reserve account be approved by Council to engage an external contractor to facilitate the Live Well Waihi Beach programme.
BACKGROUND 1. Live Well Waihi Beach On 8 June the Waihi Beach Community Board Meeting expressed their wish to adopt and implement the ‘’Live Well Waihi Beach’’ proposal with immediate affect following Council’s adoption. That “Live Well Waihi Beach” is to be adopted to ensure that the contract can be advertised through the Community Board. The Waihi Beach Community Board proposes that funding come from the Waihi Beach Community Board Reserve account. The Waihi Beach Community Board will endeavour to work with other groups within our community to for fill the objectives of this project. At the Council meeting held on 02 July 2020 Council received the Live Well Waihi Beach report as a late item and recommended that the Waihi Beach Community Board prepare a proposal to come before Council.
The Live Well Waihi Beach initiative proposal and contractor brief is attached. (Attachment 1)
Recommendation That the Waihi Beach Community Board adopt the Live Well Waihi Beach proposal and recommend that funding be allocated from the Waihi Beach Community Board Reserve Account be approved by Council to engage an external contractor to facilitate the Live Well Waihi Beach programme.
2. Waihi Beach Events and Promotions – Request for Funding Attached is a letter from the Waihi Beach Events and Promotions seeking $5,000.00 funding for two planned community events. (Attachment 2)
Item 9.1 Page 16 Waihi Beach Community Board Meeting Agenda 10 August 2020
Staff Comment: The Board is advised that the Waihi Beach Events and Promotions Society received annual funding as part of their current Service Level Agreement (SLA) with Western Bay of Plenty District Council. The current SLA (2018-2021) for the Waihi Beach Community Events and Promotions group is noted below: Year 1 (2018/19) = $51,000 +gst Years 2-3 (2019/20 -2020/21) = $51,00 + gst + CPI adjustment Total value $153,000 + gst.
The Waihi Beach Events and Promotions therefore cannot receive additional Community Board grant funding.
Past funding assistance (of $3,000 for 2014, 2016 and 2018) for the combined Waihi Beach / Katikati Biannual Business Award function has been allocated from the Waihi Beach Community Board Contingency Account.
The Boards current contingency account balance for the 20/21 financial year is $2,000.
3. Rubbish Bins in Wilson Road
The Waihi Beach Community Board in liaison with the Roading Engineer (West) are looking at the design, size, number, colour and placement of rubbish bins along Wilson Road. Now that we have stainless steel bands on the posts, bins could be similar colour.
The Board need to discuss and confirm with the Roading Engineer (West) the material and shape they are wanting. Costings and strategic positioning of the replacement bins will then be advised.
4. Interpretive Panels The Waihi Community Board liked the designs presented from the Reserves and Facilities Projects and Asset Manager. The costings for the size, colour and materials will be provided when the Board has made a final design choice. Staff Comments: Staff will meet with the Board to finalise the design, following which progress can be made towards getting the signage constructed and installed.
5. Waihi Beach Historic trails and Points of Interest Trail maps and costings have been researched with more information being gathered in the next few weeks to finalise the draft proposal.
Item 9.1 Page 17 Waihi Beach Community Board Meeting Agenda 10 August 2020
6. Waihi Beach Market Location The Waihi Beach Community Board are looking for a permanent location for the local Waihi Beach market. The Reserves and Facilities Officer (West) is speaking to the Market organiser about location options. Staff Comments: Once a preferred permanent site is identified, staff will work with the Market organiser on and consent requirements that might be required.
7. Dune Work On Sunday 26th an estimated fifty locals and local supporters planted 1400 Spinifex and Pingoa at North End of Waihi Beach within 2 hours. This was part of a Coast Care and Regional Parks project to dig up the unhealthy areas and to replant afresh. If this results in a healthier and resilient dune system, then there are plans to do the same for other patches alongside in the future. Below is a link to an article in the NZ Herald about the work undertaken. https://www.nzherald.co.nz/waihi-leader/news/article.cfm?c_id=1504656&objectid=12351231
8. BMX Track The Reserves and Facilities Officer (West) is investigating the maintenance cost to fix the local BMX track. Staff Comments: Staff have met with a local contractor to scope out the maintenance requirements and cost. Savings can be made by using local building site surplus clay/fill to resurface the track.
9. Dog Signage The Waihi Beach Community Board request that bigger signs be installed at the entrance to Orakawa Bay and at the trig walkway. Staff Comment: Council do not manage Orokawa Scenic Reserve as this is a DOC reserve. The request fro signage can be forwarded to DOC for consideration. Staff will consider the options for improving signage of more signs vs bigger signs, placement of signs etc. for the Trig Walkway.
10. Compliance Reports The Waihi Beach Seasonal Compliance Monitoring 2019-2020 report is attached as a separate item to this agenda.
11. Two Mile Creek At the last Waihi Beach Community Board meeting the Board was advised that following the hearings process the resource consent was granted by Western Bay of Plenty District Council. An implementation plan for progress is being prepared. Engagement with affected property owners will be undertaken. Construction drawings and layout plans were being finalised for the tender process.
Item 9.1 Page 18 Waihi Beach Community Board Meeting Agenda 10 August 2020
Information relating to this item is on page 1 of the Infrastructure Services Report included in this agenda.
12. CCTV Consultation relating to CCTV is still underway.
13. Speed Limit Review The Policy Committee has adopted the Speed Limit Review bylaw for consultation.
14. Walkway / Cycleway to Athenree The walkway / cycleway to Athenree is listed in the Infrastructure services report under current roading priority projects as a priority two item. The Board would like a progress update on this item.
15. Athenree Jetty Removal / Renovation The Board is advised that the removal of the old jetty forms part of the 2020/21 Coastal and Marine work programme. Work is planned to take place later this calendar year.
16. Bowentown Fruit and Vegetable Exchange Stall The organisers of this project now have a sketch of the fruit and vegetable exchange stall and are awaiting a quotation for construction. Permission from the Reserves and Facilities Manager is required for the positioning of this stall. Staff Comment: Staff are happy to meet with the organisers to consider site options.
17. Community Reports a) Welcome to Waihi Beach Discussion 25 July – Board Member Hulme b) Broadlands Block Project – Ruth Parsons c) Waihi Beach Menzshed Report – Menzshed representatives
18. Annual Plan 20/21 and Subjects/Projects for LTP The Waihi Beach Community Board has recommended that a Library/community Hub to be part of LTP process.
19. Roading Projects for the next 12 months in Waihi Beach Welcome to Waihi Beach projects. Walkway /Cycleway across Brighton Park, new alignment needs consent. Dillion Street parking needs harder surface. Plus other places need to be looked at for future parking.
Item 9.1 Page 19 Waihi Beach Community Board Meeting Agenda 10 August 2020
Note these items are listed in the Infrastructure Services Report under Forecasted Community Board Roading Current Account information.
20. Waihi Beach Pio Shores Stormwater Information relating to this item is on page 4 of the Infrastructure Services Report included in this agenda.
ATTACHMENTS 1. Live Well Waihi Beach Initiative Proposal and Contractor Brief- Chairpersons Report Attachment 1 ⇩ 2. WBCB Funding Application July 2020 - Chairpersons Report Attachment 2 ⇩
Item 9.1 Page 20 Waihi Beach Community Board Meeting Agenda 10 August 2020
Live Well Waihi Beach Initiative
1. Rationale LIVE WELL WAIHI BEACH is a project that has arisen in response to widespread change and upheaval due to the COVID-19 epidemic and the subsequent economic and community consequences. As the ward enters the recovery stage it is important that we include a stronger framework of communication structures to move our ward forward in better ways. Waihi Beach has a number of local groups and services providing much needed support to the Waihi Beach community, yet there currently lacks a point of cohesion to provide support for these groups or far reaching communication channels. We have identified that there is need for a more cohesive connection between community groups in the Waihi Beach Ward and for them to contribute to projects and decisions which impact on the social, mental and physical well being needs of our population, as we enter out of COVID 19. This critical need to be supported through a round table model, which is managed initially by the contractor and then by community. We have identified a need to provide a ground-up approach to support these groups to further connect with the community while helping community members to better understand and access the resources that are available to them. The provision of a comprehensive digital space aims to elevate the existing groups and services in the Waihi Beach community and encourages connections that promotes individual and community resilience. The Waihi Beach Community Plan released in 2020 clearly identifies that Waihi Beach is identified as a significant population growth area in the regional Smart Growth strategy, and as a result health and community services must also expand to meet the diverse needs of Waihi Beach residents. One of the Community Plan’s key objectives targets supporting a connected and safe community. Feedback identified a desire by residents for a central hub that supports better community connection and services, free information and a place to gather. Our community experience of COVID-19 has only shown an even greater need for this to occur within the heart and interests of Waihi Beach. While community interaction remains limited, we propose that this project begins to pave the way for a community hub initiative, working together with local facilities to provide face-to-face interaction where possible, to ultimately support a connected community at Waihi Beach
2. Scope and Contractor Brief To establish and deliver a community-centered initiative that aims to support and elevate the existing work of community groups and services in Waihi Beach, using digital platforms and a community round table approach to increase connection, support and resources for community needs that promotes thriving together. • To listen to the needs of our community through community group round table activities and through active engagement with community groups and service providers • To enhance the existing skills, resources and contributions of community groups and services by elevating voices, access and communication networks
Item 9.1 - Attachment 1 Page 21 Waihi Beach Community Board Meeting Agenda 10 August 2020
• To link members of the Waihi Beach Ward Community to available services and groups for connection and support through digital and in person platforms • To provide Waihi Beach specific information. Establish an easy to understand digital directory specific to Waihi Beach residents • To promote the power of community with good news stories, invitations to bring people together and to highlight the good work already being done; includes promoting volunteerism • To support community groups to access resources such as funding applications and skilled volunteers, and to alleviate some of the demands on local businesses where possible
3. Key Deliverables Digital Platform: • To create a website that serves as a digital platform directory of Waihi Beach community groups and services specific to the Waihi Beach community • To develop an active social media presence that supports the work of community groups and services and is of interest to members of the Waihi Beach community • To develop a monthly newsletter that is neutral, inclusive and promotes community engagement. This is not a replica of that proposed by Events and Promotions but will stand beside it. • To develop an email database to share news and important communications • To create regular digital content that is fresh, relevant and useful.
Community Groups and Services Engagement • To develop a digital and physical round table where community groups can bring their concerns, requirements and ideas to a central hub for discussion, dissemination and support • To establish a cohesive connection with key stakeholders and community groups, as well as wider services such as Non-Government Organisations and government organisations, to provide excellent and relevant information for the Waihi Beach community • To compliment existing programs and resources available to Waihi Beach residents by listening to the needs of community groups and seeking resources and solutions • To develop a social services and community group resource library that can be applied to future events e.g. post-civil defence emergency • To establish a database of new volunteers in Waihi Beach, promoting youth and family engagement in community group activities while supporting the needs of community services
4. Execution Strategy We propose that this project be implemented for an initial period of six months. Due to this initiative being in response to pressing changes in the community due to COVID-
Item 9.1 - Attachment 1 Page 22 Waihi Beach Community Board Meeting Agenda 10 August 2020
19. It is recommended that this project examine the needs of the community six months after inception and review guiding strategies and goals to ensure it continues to meet the ever-changing needs of the community and continues to support longer term visions within the Waihi Beach Ward Community Plan. PHASE ONE- Set Up PHASE TWO- Engage and Implement a programme by December 2020. Proposal and deliverables to be negotiated with the contractor, subject to expertise and experience available to the applicant.
As Community Boards are not able to directly engage in the services of contractors or suppliers, the Board are seeking the guidance and assistance of Council staff to manage the procurement process and contract payments on behalf of the Board. Once approvals have been provided by Council, the Board will seek two quotes from suitable and qualified independent contractors.
Live Well Waihi Beach Project - Contractor Brief Waihi Beach Community Board are looking for an independent contractor to establish and deliver a community centred initiative that aims to support and elevate the existing work of the community groups and services in Waihi Beach. The initiative title is ‘Live Well Waihi Beach’. The contract involves: Development of round table discussions between community groups and individuals to benefit the needs of a community that promotes thriving together. Establishment of digital platforms to increase connectivity within Waihi Beach community.
Provide Waihi Beach specific information. Establish an easy to understand digital directory specific to Waihi Beach residents
Promote the power of community with good news stories, invitations to bring people together and to highlight the good work already being done; includes promoting volunteerism
Support community groups to access resources such as funding applications and skilled volunteers, and to alleviate some of the demands on local businesses where possible
Inclusivity and respect for diversity. A project guideline that honours the diversity within our community
Enhance the existing skills, resources and contributions of community groups and services by elevating voices, access and communication networks
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Waihi Beach Community Events and Promotions 26 Wilson Road Waihi Beach
29 July 2020
Waihi Beach Community Board c/- [email protected]
Dear Board Members,
Waihi Beach and Community Events and Promotions (WBCEP) is committed to bringing together the community of Waihi Beach, promoting our iconic assets and nurturing relations with our neighbouring towns. All things we feel are so important, especially in the post Covid-19 environment.
WBCEP is respectfully seeking funds for 2 events, both of which bring our community together and showcase our resilience and community spirit.
The Katikati and Waihi Beach Community Awards are an acknowledgement of excellence in all sectors of the community within the Katikati and Waihi Beach region. We are seeking $3000 which will cover the costs of publishing nomination forms, information about nominees and then voting papers in the Katikati Advertiser and Waihi Leader, something we know many members of the community appreciate, especially those not confident using computers. We noted during the 2018 event, a very large number of people preferred to hand in a physical form into our voting boxes which were positioned at both towns’ Information Centres. Now, more than ever before, we need to celebrate organisations who go above and beyond to benefit our community. The total project cost of this event is $9000 with the balance coming from grants and sponsors.
Waihi Beach Community Events and Promotions is aware of the desire by the community to come together and celebrate, whether it be celebrating what we collectively achieved in lockdown or the fact that summer is coming, feedback from the community is telling us that people want excuses to come together and enjoy each other’s company. The Anzac Bay Beach Picnic at the beautiful and iconic Anzac Bay will allow us to do just that. Part of this event will be live music, to create a party atmosphere and showcase local talent. Therefore we are seeking $2000 which will contribute towards costs involved with providing live music and sound equipment. The total project cost of this event is $5000 with the balance coming from grants and sponsors.
If the Covid-19 lockdown showed us one thing, it was how much we missed being able to be together as a community. These 2 events bring an opportunity to do just that.
We appreciate your consideration with this funding application,
Yours sincerely,
Nicky Austin Community Coordinator
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9.2 WAIHI BEACH COMMUNITY BOARD COUNCILLOR REPORT WB20-4 AUGUST 2020 File Number: A3813703 Author: Anne Henry, Councillor Authoriser: Miriam Taris, Chief Executive Officer
RECOMMENDATION That the Councillor’s Report to the Waihi Beach Community Board for August 2020 be received.
BACKGROUND 1. Waihi Beach Community Plan Around 40 gathered to explore and focus on Economics for Waihi Beach, one of the four agreed objectives of the Waihi Beach Community plan completed in 2019. The other three objectives are Social, Environment and Cultural.
This session focussed on ideas that would create welcoming gateway entrances, that identify the Beach’s unique environment and give locals and visitors an inviting and attractive approach on route to the Beach. We divided into groups and rotated round 5 key questions arriving with a general view that ‘Our Place’ was special. It has much to offer, with its long beach, it’s steeped in history, was relaxing and friendly, had great surf, with Tuhua on the horizon, it has beautiful bush, and a developing network of cycleways and walkways. Watch out for more community workshops coming up soon.
2. Coast Care and Community Planting On Sunday 25 July with beautiful weather, about 50 volunteers from Waihi Beach Community and Katikati planted 1250 plants in a section of the dunes in front of the Surf Club carpark. This was an initiative of Coast Care, an arm of Bay of Plenty Regional Council. Coast Care is supported with funding from Bay of Plenty City and District Councils. The North Team (CC) envisage this area to be an exemplar of dune planting for the public to view close up. This is the 3rd time this section has been stripped back and restoration planting done. With maintenance support from Council’s Parks and Reserves Department, hopes are high that weeds will not grasp hold of this plot. At a later date more dunes can be restored to be weed free at the north end.
3. Elder Housing Review Council owns 70 elder housing units across the District, with 19 units being at Stafford Clark Court in Waihi Beach. These units were built pre 1980 and given their age and running costs, the Council was keen to see how we could improve them to give present and future tenants a higher standard of living that remains affordable. A Council staff member, an independent facilitator and myself visited 16 of the 19 tenants last month. The units have had heat pumps installed and are currently receiving extractor fans for their kitchens and bathrooms, supplied under the Healthy Homes Scheme. The tenants were happy with their units and the level of service they are currently receiving from the Council, with off street parking and crossing Beach Road being their major concerns. All tenants across the District will be kept fully informed of the findings and future options gleaned from this review.
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4. Island View to Athenree Cycleway / Walkway Update Information to be provided at the meeting. This work is expected to begin early in Council’s 2021-2022 financial year.
5. New Playground and Toilets installed at Albacore Avenue Island View Playground Opening - Wednesday 19 August 10:30 pm -11:30 pm.
6. Katikati – Waihi Beach Ward Forum Meeting On Tuesday 8 September at 7pm. This Ward forum is to be held at Waihi Beach, with the venue yet to be confirmed.
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9.3 WAIHI BEACH COMMUNITY BOARD GRANT APPLICATIONS - AUGUST 2020 File Number: A3811943 Author: Pernille Osborne, Governance Advisor - Community Boards Authoriser: Jan Pedersen, Group Manager People And Customer Services
EXECUTIVE SUMMARY 1. The Waihi Beach Community Board is required to make a decision regarding an application for Community Board Grant Funding. Two applications have been received. The applications for the Freedom Church (six separate items) is re-presented at this meeting. 2. The applications and supporting information relating to the Community Board Grant have been forwarded to members separate to this agenda.
RECOMMENDATION (a) That the report from the Governance Advisor dated 10 August 2020 and titled Waihi Beach Community Board Grant Application – August 2020 be received (b) That the Waihi Beach Community Board approve / not approve the following grant to be funded from the Waihi Beach Community Grants 2020/2021 account subject to all accountabilities being met.
BACKGROUND 3. The Waihi Beach Community Board has funding of $5,000 available for disbursement to community organisations for the 2020/2021 financial year. 4. Waihi Beach Lifeguard Services has submitted an application for funding of $10,300 (+GST) towards a beach trailer. 5. Freedom Church has submitted a covering letter that summarises six separate grant applications for various activities for a total amount of $10,097 (excl. GST). 6. Funding / Budget Implications Budget Funding Relevant Detail Information Community Board The Community Board will consider applications for the distribution of Grants Funds the funding before the end of the financial year.
Waihi Beach Annual Budget $5,000 Community Board Current Balance $5,000 Grants Fund
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CONSULTATION AND COMMUNICATION
Completed/Planned Engagement/Consultation/Communication Interested/Affected Parties Or Insert/refer to/attach to report Engagement Plan The applicant will be advised of the outcome of their respective grant Waihi Beach application. Lifeguard Services
The applicant will be advised of the outcome of their respective grant Freedom Church application.
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9.4 WAIHI BEACH SEASONAL COMPLIANCE MONITORING 2019-2020 File Number: A3806817 Author: Alison Curtis, Compliance and Monitoring Manager Authoriser: Rachael Davie, Group Manager Policy Planning And Regulatory Services
EXECUTIVE SUMMARY 1. The purpose of this paper is to provide feedback to Council on the compliance monitoring service for freedom camping and the seasonal monitoring activity provided to the Waihi Beach community during the 2019/20 monitoring period, and update on future compliance monitoring activities.
RECOMMENDATION 1. That the report titled ‘Waihi Beach Seasonal Compliance Monitoring 2019-2020’ be received.
BACKGROUND 2. Council’s response to freedom camping issues and seasonal monitoring has changed progressively since starting a trial service in December 2015. 3. Seasonal monitoring of freedom camping was introduced in 2015 following updates to Council’s Freedom Camping Bylaw. The focus was on monitoring freedom campers and seeking compliance with the Bylaw, monitoring parking and dogs on beaches, specifically over the peak holiday season. 4. The service has expanded since this time to include freedom camping monitoring at further identified freedom camping areas across the wider District (including Te Puke, Paengaroa, Maketu, Pukehina, Ōmokoroa, and Te Puna). 5. Funding for the seasonal monitoring service is from general rates and more recently this has been supplemented, for the 2018-19 and 2019-20 season, by Government funding from the Ministry of Tourism.
SEASONAL MONITORING REQUIREMENTS 6. All compliance monitoring undertaken for freedom camping and seasonal monitoring is currently delivered by Watchdog Security Ltd. The freedom camping service is supported by Council’s reserves team patrols as part of their normal reserve management activities. Parking and dog control activities are supported by Council’s compliance and monitoring team. 7. The Council contract for service with Watchdog Security Ltd also includes after hours noise control and after hours dog control. 8. The freedom camping and seasonal service is currently delivered as follows: Freedom camping : complaint response - District wide - 24/7, throughout the year, response to freedom camping complaints (service requests)
Freedom camping monitoring - East and West reserves - see Appendix 1 - Weekend patrols from (and including) Labour Weekend to Easter Monday - Daily patrols from the third Friday in December to 6 February 2020 (inclusive)
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Freedom camping Waihi Beach - Weekend patrols from (and including) Labour Weekend to Easter Monday - Daily patrols from the third Friday in December to 6 February 2020 (inclusive)
Freedom camping : Te Puke - seasonal workers/accommodation - Daily patrols Easter through early June (dependent on picking season) - see Appendix 1
Waihi Beach : parking and dogs on beaches - Daily patrols from the third Friday in December to 6 February 2020 (inclusive)
Seasonal other 2019/2020 - Dog and horse compliance patrols as required
MONITORING – RECORDING SYSTEM TICKETOR 9. Council has introduced a specialised compliance warning and infringement system “Ticketor” for compliance staff and contractors. This system is managed by way of an app on the staff or contractors mobile device and records information in an easily recoverable format. 10. This system captures all warning and infringements electronically and has been employed by the contractor staff since October 2019.
COMPLIANCE OVERVIEW AND TRENDS 11. Due to the change in recording of information, there is very little comparison that can be done effectively in terms of degree of compliance for freedom camping and dogs on beach activities monitored. 12. Freedom camping infringement numbers have increased for the 2019/2020 season. This is due to the changed monitoring times where campsites have been monitored during the night rather than in the early morning, mitigating disputes where campers may argue that they have “just arrived” at sites. Infringement details have also been easier to enter for officers in the field with the introduction of Ticketor. 13. Recording of dogs on the beach has changed and the decrease in numbers reflects these changes. For every warning, full dog details are added with photo records to ensure that a history is recorded, with any second offences receiving an infringement. 14. Waihi Beach, Pukehina and Te Puke show the highest degree of non- compliance with freedom camping requirements based on infringement data.
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15. Table 1- Compliance monitoring activities comparison
compliance activity volumes 2017/18-2019/2020
300 285
250
195 200 165
150
100 71 60 60 52 50 30 25 23 29 24 12 18 0 0 5 6 0 2 2 0 freedom freedom freedom Waihi beach Waihi Beach camping Waihi Beach Waihi Beach camping camping parking dog control warnings- parking dog control warnings- infringement infringement infringement outside core warnings warnings core period s s s period 2017/18 195 60 23 12 6 18 0 2018/19 165 0 5 60 30 285 2 2019/20 25 0 52 29 24 71 2
2017/18 2018/19 2019/20
16. Table 2. Freedom camping infringements by area 2019/2020
26 October 2019 – 20 20 December 2019 12 February 2020 – 26
December 2019 – 12 February 2020 March 2020
Katikati 0 2 2 Maketu 4 3 0 Ōmokoroa 1 0 0 Paengaroa 2 0 0 Pukehina 9 3 0 Te Puke 7 2 0 Te Puna 1 1 0 Waihi Beach 13* updated data 4 0 Total 37 15 2
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17. The Waihi Beach area recorded 17 infringements for the seasonal contract period. Waihi Beach infringements were issued at Brighton Reserve- 6, Island View Esplanade Reserve-4, Seaforth Road-5, Waihi Beach Surf Club- 1, The Esplanade-1. CONTRACTOR FEEDBACK 18. This year was the first time that the Ticketor app was utilised by staff. 19. This Summer (2019/2020), guards issued written warnings using Ticketor for all dogs encountered on the beach outside of permitted times. The guards also carried scanners to check the microchips on any dogs dealt with. This appears to have had the flow on effect of creating (anecdotally) a much higher level of compliance. People were advised that once details were in the system a second offence would result in an infringement being issued. 20. 71 warnings were issued and photographs taken of all dogs. There were two incidents where uncooperative owners meant that dog details could not be recorded, however photographs taken were passed on to the animal services team for further follow up. 21. Lack of signage regarding dog policy around the surf club end of the beach was a source of complaint from members of the public. 22. The Ticketor app worked very well for the issuing of parking tickets. More time was spent monitoring parking than previous years and this reflected in the number of infringements with 47 being issued. 23. Freedom camping enforcement had a lot more time focussed on it this season with a change to the times for the morning checks. Targeting offenders at 3 or 4 am in the morning meant greater detection was achieved. Compliance at Anzac Bay was much improved on the previous year. Guard staff did advise of heavy usage in the designated areas and a number of people were referred to areas outside of Waihi Beach due to the loading on these areas. 24. The functioning of the app for freedom camping made the process of recording camping compliance quite long winded and changes have been suggested.
ON-GOING MONITORING CONSIDERATIONS Funding 25. Specific funding has been provided in Council’s Long Term Plan for compliance monitoring at Waihi Beach ($35,000 - based on historic levels). 26. Monitoring district wide service request response is included in the Long term Plan ($20,000 - based on historic levels). East and West monitoring and for Te Puke seasonal worker monitoring is currently not included in the LTP (2018-2028). 27. A wider service level discussion will be required for the LTP for freedom camping. Options for future monitoring will be workshopped with Councillors at this time. It is anticipated that with pressure on Government funding associated with response to COVID-19 that the Ministry of Tourism funding pool for freedom camping monitoring in the future may be reduced or cease altogether.
Service 28. The current Watchdog contract is due to expire on 1 March 2022.
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Cost Table 2- Monitoring costs 2018-20
Freedom Freedom camping Waihi Parking and Te Puke seasonal camping Year seasonal Beach dog control workers freedom CCR East and Seasonal Waihi Beach camping response response West
2018/2019 $13,750 $34,226 $15,067 $10,683 $14,465
COVID lockdown 2019/2020 $7,969 $72,529 $13,901 $7,128 period response
Cost analysis 29. Costs associated with freedom camping CCR (complaint response) have dropped. This is due to the more extensive patrolling/monitoring of seasonal hot spots in 2019/2020. East and west monitoring in 2018/2019 was only over the peak period December, Waitangi weekend, and for 2019/2020 was from Labour weekend to 25 March (start of Level 4 lockdown). 30. Waihi Beach monitoring costs show they have reduced, however this is a discrepancy due to information from Watchdog regarding western freedom camping patrols including Waihi Beach patrols. 31. East and West monitoring costs increased due to an extended monitoring period. 32. Te Puke seasonal monitoring was not undertaken for the 2019/2020 period, due to COVID-19 lockdown. Freedom camping monitoring was suspended on 25 March 2020. Specific site monitoring was picked up by Watchdog Security on instruction from the Emergency Operations Command for the two designated freedom camping sites; Jubilee Park, Te Puke, and Uretara Domain, in Katikati. Separate billing for this service occurred.
ATTACHMENTS 1. Appendix 1 Waihi Beach Seasonal Compliance Monitoring ⇩
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9.5 INFRASTRUCTURE SERVICES REPORT WAIHI BEACH AUGUST 2020 File Number: A3806675 Author: Gary Allis, Deputy Chief Executive Authoriser: Gary Allis, Deputy Chief Executive
EXECUTIVE SUMMARY This report provides specific information on Infrastructure activities of interest to the Board.
RECOMMENDATION 1. That the Deputy Chief Executive’s Report, dated 10 August 2020 and titled Infrastructure Services Report Waihi Beach August 2020 be received.
ROADING LED Lighting Conversion Description: Completion of the LED Lighting Conversion What's Happened The LED lighting conversion will install a uniform lighting option throughout the District. WBOPDC and WestLink are consulting with TCC, PowerCo and Horizons to identify areas where there is bespoke lighting in some subdivisions. Once these areas are identified, a report will be prepared for Council.
What's Next Identify all areas with bespoke lighting and prepare report for Council seeking direction. LED luminaries are currently in transit from Italy. WestLink to provide a programme of works in August.
Two x Pedestrian Refuge on Seaforth Road, Waihi Beach Description: Construct two designated pedestrian refuges on Seaforth Road
What's Happened As requested by the Board, two pedestrian refuges were designed by the Council contractor. WestLink.
Alternative estimates were requested by other local contractors but for a variety of reasons, other contractors were unable to submit a price or commit to the project.
WestLink have sufficient resources to undertake the works and hence have been awarded the project.
Wilson Road, Waihi Beach Pedestrian Bridge Description: Construction of a pedestrian only bridge at Two Mile Creek Bridge, Wilson Road, Waihi Beach
What’s Happened The Board raised concerns about pedestrian and cyclist safety, across the “two Mile Bridge, at the northern end of Wilson Road.
A number of options were considered to enhance the existing infrastructure and it was concluded that an additional bridge, located parallel to the existing structure would provide a safe and cost effective option.
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What’s Next The Project has now been completed and the bridge is open for public use.
Waihi Beach Village Footpath Renewals- Grind and Sealant Project What’s Happened The Board have identified that the coloured footpath surface through the Village retail precinct has become worn and discoloured.
A Contractor has been awarded the task to Grind and seal the coloured surface further to the favourable results of a small test strip application.
What’s Next Council’s Contractor has been tasked to undertake some preconstruction maintenance in the area, which will enhance the Grind and Seal results.
The Concrete grinding contractor will commence work on site in late August to mid September. These works will be undertaken at night-time after the usual business hours, so as not to unduly interrupt the local businesses.
Works are scheduled for completion prior to the Labour weekend in late October 2020.
Restricted intersection sight lines - Dillon Street and Edinburgh Street, Waihi Beach What's Happened Elected members were advised of four traffic calming options through this intersection:
Raised Table: This is not ideal in residential areas for a number of reasons including noise and vibration issues.
Three way stop: This option would reduce speed and be a low cost option to mitigate the visibility splay concerns.
A pimple roundabout: This option would help reduce the speeds by way of traffic calming. Desktop analysis suggests that it would fit but we may require some kerb lines adjustments.
Close the exit out of Edinburgh Street: This option is very unlikely to be implemented. Vehicles would be required to travel around the block, thus totally eliminating the visibility issues at the intersection.
What’s Next The project options and cost implications will be discussed at a forthcoming Community Board Workshop
Waihi Beach Community Roading Description: Community Roading Allocation for improvement works
What's Happened since 20 Jul 2020 The community board prioritised projects delivered during 2019/20 included; pedestrian bridges on Wilson Road and Seaforth Road, Wilson Road vegetation removal near the Waihi Beach Road intersection and the construction of the Emerton Road shared path cycleway. What's Next The Seaforth Road pedestrian refuges at Island View and the Recreational Reserve have been designed. The Wilson Shopping Centre footpath refurbishment and sealant application has been procured. These projects are expected to be completed prior to Labour weekend.
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Waihi Beach Community Roading Projects Description: Projects prioritised by the Board
Current Account Opening Balance 1 July 2019 $554,399 Allocation for 2019-20 $144,901 Current Account Interest 2020 $30,492 Subtotal $729,792
Forecasted Community Board Roading Current Account $58,985 Closing Balance 30 June 2020 Committed Projects Emerton Road to Café works completed - awaiting final costs. $60,000 Wilson Road Pedestrian Bridge nearing completion $114,206 Wilson Road Footpath Kerb Extension - Fish Shop $20,000 Bike Racks - Wilson Rd Footpath Extension $3,887 Seaforth Road - Pedestrian Refuge Islands $20,000 Waihi Beach Road Entranceway Vegetation Renewal Project $102,278 Parking Sign - Wilson Rd / Edinburgh St / Dillon St $1,108 Broadway Signs $1,108
Priority Projects Brighton Road to Reserve (priority 1) $130000 Waihi Beach to Athenree Linkage - investigate (priority 2) $20,000 Emerton to Waiiti Road (part existing) (priority 3) $20,000 Dillon Street Edinburgh Street Carpark Surfacing (priority 4) $40,000 Waihi Beach Village Footpath Renewal (priority 5) $180,000 Total Priority Projects (for 2019-20) $390,000
Project Cost NZTA Funding MIP Completed Project $ LC/LR $ Car Park to Plom Roundabout to Gypsy Park $80,152 $40,878 Island View Reserve to the Loop $100,000 $51,000 Total: 180,152 $91,878
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ASSET & CAPITAL Waihi Beach Pio Shores Stormwater Description: Finding solution for reducing flooding events within Bowentown / Pio Shores.
What’s Happened Council Utilities engaged Tonkin & Taylor to investigate stormwater improvement options. Two community workshops have been held to date. A report from Tonkin & Taylor and a final community workshop was held October 2019 to discuss options to implement.
The Tonkin & Taylor stormwater management report was provided to the Pio Shores/Bowentown care group for circulation and a community workshop was held in November 2019 to present and discuss the findings of the report. At the workshop, Council outlined what improvement options and finances were available to implement in the 2020/21 financial year.
Staff were unable to complete the physical works for the basin investigation due mostly to the Covid 19 Lockdown situation.
Staff have since had discussions with the consultants to re-engage them to complete the groundwater study after the Covid 19 Lockdown period when work came to a halt.
What’s Next The ground water study at Bowentown/Waihi Beach will be finalised. The sand dune modelling will assist to complete the investigation phase.
The study will lead to options for upgrading of the stormwater pump stations and potential locations of a new harbour drain.
Stormwater Network Upgrade Description : Obtain comprehensive Stormwater Consents for the District
What's Happened Central CSC: The conditions have been agreed and it is expected for BOPRC to grant the consent in the next few weeks.
Eastern CSC: The Commissioner has granted the consent, but there is an appeal period until 29 July.
What's Next Once granted the CSCs will be implemented. Any appeals will postpone implementation.
UTILITIES District Solid Waste Description: Waste management that meets the needs of the community and protects the environment for present and future generations.
What's Happened The evaluation team are in the process of assessing tender submissions and having supplier presentation meetings on non-price attributes. The tender process is behind due to Covid-19 and timeframes for tender programme have changed significantly. What's Next A decision report will be presented to Council on 13 August 2020 for approval.
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RESERVES Broadlands Block Path, Boardwalks and Environmental Development Description: Upgrading of existing tracks to meet community demand.
What's Happened No Change since last report.
What's Next Council's Reserves and Facilities Manager, along with an independent consultant will assist the Waihi Beach Community Board and Broadlands Block Committee to develop the block further.
The project implementation plan (inclusive of all previous concepts and the RMP outcomes) was updated and reprioritised to incorporate the BOP Regional Council Ecological report findings in early June. The steering group are providing their response to this as the primary action of the project to occur. The Chair of the Steering Group has confirmed iwi engagement, which has indicated no significant issues arising from tangata whenua, to be formally confirmed. When work does commence on site (i.e., planting, etc.) it has been requested that an iwi representative be based on site at all times during any work.
The Archaeologist has confirmed that there is a presence of significant archaeology on site, (i.e., a PA site). Therefore, a more detailed investigation prior to determining the scope of the site works for potential impact is being undertaken. It has been agreed that site revegetation works will initially commence in area 7 of the BOP Regional Council Ecological report, though formal confirmation of this by the steering group is yet to be acknowledged or commented on in the project implementation plan (which is in progress).
Island View Reserve (Albacore Ave) Upgrade Toilet/ Carpark Description: Replace toilet
What's Happened The toilet has been installed on site. Trenching for the power has also been completed with connection scheduled for 6 July. Final concrete apron and concrete path connection to the playground to be completed by 10 July.
What's Next An opening ceremony for the playground and toilet facility is confirmed for 19 August.
Island View Reserve - BBQ and Playground Description: Planning and preparation for BBQ and playground
What's Happened Council staff has presented the concept to the Community Board. The Board has recommended to Council and the Policy Committee that the concept be adopted.
What's Next Council and Committee discussions will guide if the concept is ready to go out for public feedback. Staff are preparing documents needed for the Archaeologist to file for an authority with Heritage New Zealand. Discussions with Tangata whenua are ongoing.
Athenree South Foreshore Reserves - Landscape Development Description: Landscape Development
What's Happened Three rendezvous seats have been ordered and staff are awaiting delivery. Once received, the seats will be placed into relevant locations where users can either sit to observe a view or take rest near a playground.
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What's Next Once Council receives the new seats, these seats will then be placed into locations that either provide a view or place to rest.
Athenree south Foreshore Reserves - Seating, Bollards etc. Description: Seating, bollards etc.
What's Happened The Rendezvous seats have arrived. Council are to consider shelter options over the existing BBQ.
What's Next Council will identify suitable positions around Athenree where these seats can be installed.
Waihi Beach Dam Carpark and Toilet Description: Waihi Beach Dam Car Park and Toilet
What's Happened In preparation for the car-park extension, storm-water improvements are being constructed on the vehicle access track to the water tank (this is not a public track).
What's Next Complete the carpark extension in spring when the weather warms up.
ATTACHMENTS 1. 2020-07-24 - MAS Waihi Beach Community Board Report August 2020 - ATTACHMENT A PDF ⇩
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9.6 FINANCIAL REPORT WAIHI BEACH - JUNE 2020 File Number: A3786124 Author: Sarah Bedford, Management Accountant Authoriser: Kumaren Perumal, Group Manager Finance and Technology Services
EXECUTIVE SUMMARY This report is a draft financial report for the year ended 30 June 2020 and is subject to Audit sign off in September 2020.
This report provides the Community Board with a two-monthly monitoring of its operational budget. Attached are the financial statements for the year ended 30 June 2020 (Attachment 1). Total operating costs were under full year budget across all budget lines with the exception of Miscellaneous Expenses. This is made up of the $10,000 payment made to MenzShed which will be funded from the Community Board Reserve Account at year end.
Grant payments made to date: Resolution Description $ WB22.5 Waihi Beach Environment Society – purchase of traps 500 WB1.3.5 ECHO Walking Festival – 2020 event 500 WB20-3.14 Mainly Music – new signage and tear-drop flag 780 2019/20 grants to date 1,780
Commitments – Operational expenditure $ No outstanding commitments 0 Total outstanding operational commitments 0
2019/20 Reserve payments analysis: Resolution Description $ 2019/20 Opening balance 281,622 WB22.3.8 Review and development of detailed project plan for Waihi Beach (10,823) Community plan review. WB1.3.14 Broadlands Block paths contribution. (20,000) WB20.2.6 Funding for the installation of a sprinkler system in the new (10,332) extension of the Athenree Homestead Trust building. 2019/20 Closing Reserve balance 240,467
Item 9.6 Page 47 Waihi Beach Community Board Meeting Agenda 10 August 2020
Committed – Reserve expenditure yet to be spent Resolution Description $ Opening balance before commitments 240,467 C10.4 Up to $50,000 for Broadlands Block Reserve Concept Plan. (30,000) This amount includes $5,000 for an engineering report on the C39.2 mixed development of Broadlands Block approved by WB1.3.14 Council. (Note:$20,000 paid for pathways as at 29-Oct-19) WB17.2.3 Funding up to $25,000 for engagement of a facilitator to (9,777) undertake research for an updated community/town centre plan for the Waihi Beach area. (Note: $15,222.74 paid as at 30-Oct-19) WB22.3.8 Further funding up to $27,000 for engagement of the same (27,000) facilitator to undertake research to collate an updated community/town centre plan for the Waihi Beach area. WB22.3.9 Fund up to $30,000 to the Waihi Beach Community (20,000) Development Trust – Waihi Beach MenzShed from the Waihi Beach Community Board Reserve Account. (Note: $10,000 paid as at 10-Jun-20). WB17.5.3 Funding for engagement of local landscaper to provide (2,000) assessment of Waihi Beach Road entranceway on current conditions and to provide recommendations. WB20-3.9 Fund up to $3,000 for meetings in relation to the Community (3,000) Plan. 2019/20 Closing balance after committed expenditure 148,690
RECOMMENDATION That the Management Accountant’s report dated 10 August 2020 and titled “Financial Report Waihi Beach – June 2020” be received.
ATTACHMENTS 1. Waihi Beach Community Board - Financial Report June 2020 ⇩
Item 9.6 Page 48 Waihi Beach Community Board Meeting Agenda 10 August 2020
Item 9.6 - Attachment 1 Page 49 Waihi Beach Community Board Meeting Agenda 10 August 2020
9.7 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS File Number: A3814968 Author: Pernille Osborne, Governance Advisor - Community Boards Authoriser: Jan Pedersen, Group Manager People And Customer Services
RECOMMENDATION 1. That the Schedule of Meetings for August, September and October 2020 be received.
ATTACHMENTS 1. WB20 - 04 Meeting Schedule August-October 2020 ⇩
Item 9.7 Page 50 Waihi Beach Community Board Meeting Agenda 10 August 2020
Western Bay of Plenty District Council Draft Meeting Schedule 2020
The schedule includes joint meetings administered by other authorities where meeting dates are known. Some venues for meetings proposed to be held in the community will be confirmed at a later date. Meetings that have a start time of 9.30am / 10.00am will start at one or the other depending on where the meeting is located (9.30am if in Chambers, 10.00am if in the community)
AUGUST 2020
Meeting Date Time Venue Mataatua Room, BOP Regional Transport Committee 7 August 9.30am Regional Council, Whakatāne Waihi Beach Community Waihi Beach Community Board 10 August 6.30pm Centre Omokoroa Community Omokoroa Community Board 11 August 7.00pm Church The Centre. Pātuki Katikati Community Board 12 August 7.00pm Manawa Council 13 August 9.30am Chambers
Audit and Risk Committee 13 August 1.00pm Chambers Maketu Community Maketu Community Board 18 August 7.00pm Centre Te Puke Library and Te Puke Community Board 20 August 7.00pm Service Centre Public Transport Committee 21 August 9.30 am BOPRC Tauranga
Te Maru o Kaituna River Authority 28 August 9.30am BOPRC Tauranga
SEPTEMBER 2020
Meeting Date Time Venue
Performance and Monitoring Committee 1 September 9.30am Chambers
Policy Committee 8 September 9.30am Chambers The Centre. Pātuki Waihi Beach/ Katikati Ward Forum 8 September 7.00pm Manawa Kaimai Ward Forum 10 September 7.00pm TBC
Maketu / Te-Puke Ward Forum 17 September 7.00pm TBC
Item 9.7 - Attachment 1 Page 51 Waihi Beach Community Board Meeting Agenda 10 August 2020
Cruise Deck, Club Mount Tauranga Moana Advisory Group 18 September 9.30am Maunganui Tauranga Moana / Te Arawa Ki Takutai 23 September 10.00am Chambers Partnership Forum Council 24 September 9.30am Chambers
Civil Defence Emergency Management Group 25 September 10.30 pm TBC
Regulatory Hearings Committee (if required) 29 September 9.30am Chambers
Regulatory Hearings Committee (if required) 30 September 9.30am Chambers
OCTOBER 2020
Meeting Date Time Venue
District Plan Committee (if required) 6 October 9.30am Chambers
District Plan Committee (if required) 7 October 9.30am Chambers Waihi Beach Community Waihi Beach Community Board 12 October 6.30pm Centre Performance and Monitoring Committee 13 October 9.30am Chambers Omokoroa Community Omokoroa Community Board 13 October 7.00pm Church The Centre. Pātuki Katikati Community Board 14 October 7.00pm Manawa Policy Committee 20 October 9.30am Chambers Maketu Community Maketu Community Board 20 October 7.00pm Centre SmartGrowth Leadership Group 21 October 9.30am BOPRC Tauranga
Te Puke Community Board 22 October 7.00pm Te Puke Board Room
Labour Day – 26 October
Zone 2 30 October 9.30am TBC
Item 9.7 - Attachment 1 Page 52