TĀNEATUA COMMUNITY BOARD MONDAY, 3 SEPTEMBER 2018
AGENDA
Meeting to be held in the Te Komiti o Rūnanga Tribal Authority, 16 Mission Road, Rūātoki at 6:00 pm
Marty Grenfell CHIEF EXECUTIVE 28 August 2018
WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 Membership ...... 4
2 Apologies ...... 4
3 Announcements ...... 4
4 Conflict of Interest ...... 4
5 Public Forum ...... 4
6 Confirmation of Minutes ...... 5
6.1 Minutes - Tāneatua Community Board 23 July 2018 ...... 5
7 LTP 2018-28 Submission Response ...... 8
8 Reports ...... 11
8.1 Tāneatua Community Board Activity Report to 31 July 2018 ...... 11
9 Members Reports ...... 18 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 1 Membership
1 Membership
Board Members D S Yalden - Chairperson
Board Member G Chater - Deputy Chairperson
Board Member L J Knowles
Board Member H McLean
Board Member M A Robert
Board Member L A Ruiterman
Councillor A V Iles
2 Apologies
No apologies have been received at the time of compiling the agenda.
3 Announcements
Acknowledgement of past Tāneatua Community Board member Boy Biddle who passed away recently.
4 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.
5 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.
4 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 6 Confirmation of Minutes
6 Confirmation of Minutes 6.1 Minutes - Tāneatua Community Board 23 July 2018
Details of Meeting: TĀNEATUA COMMUNITY BOARD MEETING HELD AT TĀNEATUA HALL, MORRISON STREET, TĀNEATUA ON MONDAY, 23 JULY 2018 COMMENCING AT 6.00 PM
Present: Board Members D S Yalden (Chairperson, L A Ruiterman, G Chater, L Knowles and Councillor A V Iles
In Attendance: A Glynn (Operations Engineer) and S French (Governance Support Advisor)
Visitors:
Apologies: M A Robert and H McLean
1. APOLOGIES
RESOLVED
THAT the Tāneatua Community Board accept the apologies from Board Members M A Robert and H McLean.
Iles/Chater CARRIED
2. CONFLICT OF INTEREST
No conflicts of interest were recorded.
3. CONFIRMATION OF MINUTES 28 MAY 2018
Refer to pages 5-8 of the agenda.
RESOLVED:
THAT the minutes of the Tāneatua Community Board meeting held on Monday, 28 May 2018 be confirmed as a true and correct record.
Iles/Chater CARRIED
4. REPORTS
4.1. Activity Report to 31 May 2018
Refer to pages 9-13 of the agenda.
5 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 6.1 Minutes - Tāneatua Community Board 23 July 2018 (Cont.)
The Operations Engineer explained features of the new LED lighting system. A base station for the lights would be installed in Tāneatua in August 2018 and this would enable lights within a 25km radius to be remotely monitored and controlled.
The following additional points were noted:
Two requests were made regarding the new right-turn bay at the intersection of State Highway 2/Waimana Road West; removal of loose metal on the road and installation of a site barrier to reduce vehicles cutting the corner from Waimana Road onto State Highway 2 north. Regarding the approach to Nukuhou School on State Highway 2, it was requested if speed-calming options could be investigated. Tree removal from the roadside was also discussed which would improve sight visibility when exiting the school carpark. There were streetlight faults on Tūhoe Street, outside the Tāneatua Police Station. Member Ruiterman had not yet received a response in regards to his correspondence dated 7 July 2018 concerning Reid Road flood protection. Concern was raised regarding logging debris in the gullies from Rūātoki onwards and the potential issue this would cause if another flood event occurred. There was concern that the scouring of the river upstream of the Waimana West Bridge was worsening. It was questioned why a ‘Gateway to White Island’ sign had been implemented on Valley Road when leaving Whakatāne towards Tāneatua. A copy of the report was requested regarding the State Highway 2 Pedestrian and Speed Management Open Day held in Tāneatua in April 2018. An update was requested regarding the three bus shelter locations in the Wainui area. It was requested the trees were trimmed and the dead tree removed at the Tāneatua Rugby and Football Club adjacent to Reid Road.
RESOLVED:
THAT the Tāneatua Community Board Activity Report to 31 May 2018 be received.
Iles/Chater CARRIED
5. MEMBERS REPORTS
5.1. Chairperson’s Report – July 2018
Refer to page 14 of the agenda.
Chairperson Yalden and Councillor Iles attended the Matariki Tree Planting Day at the Tāneatua Skate Park.
On behalf of the Tāneatua Community Board, a congratulatory letter was sent to Mr and Mrs Slade for recognition in the Queen’s Birthday Honours List 2018; both were awarded the Queen’s Service Medal (QSM) for services to conservation.
6 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 6.1 Minutes - Tāneatua Community Board 23 July 2018 (Cont.)
It was reported that Leo Read, a recipient of discretionary funds, retained his title as New Zealand’s junior trombone champion and the band placed third in the ‘A grade’ competition. A discussion ensued regarding recognition of these types of achievements with the suggestion of a presentation evening and supper.
Chairperson Yalden suggested fruit trees could be planted on the footpath berms. Pride Whakatāne still had ‘giveaway’ fruit trees available and it was suggested any proposed addresses be forwarded to Councillor Iles. It was noted that the Council would need to be consulted for appropriateness and to service cabling locations.
All present stood for a moments silence in respect for the young child in a neighbouring ward, who had recently drowned at Lake Matahina.
RESOLVED:
THAT the Tāneatua Community Board recognise members of the community who had received and utilised the discretionary funds granted by the Board within the 2016-2019 triennium, to assist them representing at a national or international level in their chosen field.
Iles/Ruiterman CARRIED
RESOLVED:
THAT the verbal report from the Tāneatua Community Board Chairperson be received.
Yalden/Iles CARRIED
6. OTHER ITEMS
A request was made to trim the large pine tree on Howells Road Reserve. Its close proximity and size resulted in the property at 8 Hughes Place being shaded by the tree.
THE MEETING CLOSED AT 7.08 PM
Confirmed this day of
CHAIRPERSON
7 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 7 LTP 2018-28 Submission Response
7 LTP 2018-28 Submission Response
8 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 7 LTP 2018-28 Submission Response (Cont.)
Submission number: 89
8 August 2018
Diane Yalden Tāneatua Community Board 1 Amokura Road Tāneatua
Dear Diane Yalden
DECISIONS ON THE LONG TERM PLAN 2018-28
Thank you for making a submission on the Long Term Plan 2018-28 (LTP). We received 194 written submissions and heard from 45 submitters at the hearing in Whakatāne on 15 May 2018. Council gave full consideration to all submissions received, and on 28 June 2018 Council adopted the LTP.
Here are the three main areas consulted on, along with Council’s decision:
Equalising the costs of Murupara water and wastewater
Council’s equalisation policy for water and wastewater schemes across the District means that all properties connected to these schemes are paying the same cost for the same service. It also means that all connected ratepayers share the costs of any upgrading required on any one scheme. This helps to ensure that water and wastewater rates remain affordable for everyone.
It was proposed that Murupara’s water and wastewater be equalised to avoid huge rates increases in Murupara to pay for required upgrades. While the long term benefits of equalisation outweigh other options, greater clarity around level of service needs and costs of planned upgrading projects are needed. The decision to equalise Murupara’s water and wastewater schemes has been postponed to allow time for further investigation of all options.
Providing more funding for tourism and events
Through the Annual Residents Survey and Whakatāne Ki Mua, the community asked Council for increased funding to be provided for economic development, tourism, and events.
In response to this request, Council proposed to put an additional $150,000 towards tourism and events. This proposal was supported and has been confirmed in the LTP. This increased funding will be used to encourage more international and domestic tourists to visit our District, and to stay longer and spend more.
Getting our priorities right OBJECTIVE: DATE: 01/08/2018 REF: A1325040 REF: 01/08/2018 DATE: OBJECTIVE:
9 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 7 LTP 2018-28 Submission Response (Cont.)
Providing the right level of service to the community is always a balance between delivering more and doing it faster, and keeping our communities rates at an affordable level. Our Financial Strategy sets the average rates increase for any one year, the maximum level of Council debt, and the portion of rates that can be used to pay these debts.
Rates affordability is a key concern for Council. For this reason, we have incorporated as many community priorities as possible, while ensuring we stay within the levels detailed in the Financial Strategy.
The LTP is available on the council website at https://www.whakatane.govt.nz/ltp-2018
Once again, I would like to thank you for your input into this process. If you have any queries, please call the Strategic Policy team on 07 306 0500 and quote your submission number at the top of this letter.
Yours sincerely,
Tony Bonne MAYOR WHAKATĀNE DISTRICT COUNCIL
OBJECTIVE: DATE: 01/08/2018 REF: A1325040 REF: 01/08/2018 DATE: OBJECTIVE:
10 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8 Reports
8 Reports 8.1 Tāneatua Community Board Activity Report to 31 July 2018
Subject: ACTIVITY REPORT TO 31 JULY2018
To: TĀNEATUA COMMUNITY BOARD
Meeting Date: MONDAY, 3 SEPTEMBER 2018
TEAM LEADER NETWORK OPERATIONS - Written by: TRANSPORTATION
File Reference: A1329615
1. REASON FOR THE REPORT
The reason for this report is to provide the Community Board with a report on infrastructure and other activities during May and covers the following:
Roads and Footpaths Three Waters Solid Waste Reserves and Open Spaces Recreation Services Strategy and Community Development Governance Recovery
2. ROADS AND FOOTPATHS
2.1. Signs Maintenance
The destination signage project through Whakatāne has commenced and installation of the first batch of signs is underway. Once implemented, this will provide more informative signage for tourists and other visitors. Council transportation staff and staff from Councils Business Development and Graphics teams have incorporated a ‘Gateway to White Island/Whakaari’ theme on some of the larger signs and a cultural pattern on the larger threshold signs. When leaving the Whakatāne/Ōhope urban areas, the White Island symbol will be used, rather than the words ‘Gateway to…’ These signs will not be installed on the state highways, as Council does not manage those roads.
2.2. Bridge Maintenance
This contract has been extended for three months to allow the two remaining work items to be completed - repairs on Ohotu Bridge and Matahī Valley Bridge 131.
2.3. LED Lighting Upgrade Project
A new Base Station is planned for Tāneatua to enable monitoring through the Central Management System. The Base Station is expected to arrive in NZ in September and be installed shortly thereafter.
11 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8.1 Tāneatua Community Board Activity Report to 31 July 2018 (Cont.)
2.4. Bus Shelters
Due to budgetary constraints, staff have had to look for cost effective sites with little to no additional work required to install. The following three locations have been identified by staff as suitable for potential bus shelter sites:
386 Wainui Road – widened area already exists. Te Kooti Rd – at the Wainui Road intersection where children are currently dropped off. 100 Stanley Road – near the forestry entrance.
Staff will await confirmation from Mrs Chater that bus shelters have been sourced before any further work will be undertaken. Discussions with adjacent landowners will be undertaken at any proposed sites, prior to installing bus shelters.
2.5. Rūātoki Resilience Investigations – Reid Road Culvert
Opus Consultants have been engaged to investigate options to improve resilience for the Rūātoki Community where access along Awahou and Reid Roads is often blocked due to severe flooding during heavy rain events. The investigations so far have determined that the main cause of flooding in severe rain events, is backwater effects from the adjacent Waimana/Tauranga River. The Waiwherowhero Stream (which flows under Reid Road) discharges into the adjacent Waimana/Tauranga River, however in severe weather events the river level is higher than the stream outlet, preventing discharge and causing the water to backflow towards Reid and Awahou Roads.
There is concern from adjacent landowners that this is not always the cause of flooding to Reid and Awahou Roads, and that improvements to the stream channel would assist in reducing the flooding impacts. Further investigation is being carried out to determine this possibility, and to also look at the option of identifying sections of Reid Road or Awahou Road to raise above the current flood level to improve resilient access.
2.6. Storm Damage Repairs 2.6.1. Lowe Road under-slips
There are three under-slips along Lowe Road, where the river has eroded away the roadside verge and is threatening to encroach into the road carriageway. The Council is working with the Bay of Plenty Regional Council to find a suitable repair method. This work is currently in the investigation and design phase. Works are expected to be carried out in spring 2018.
2.6.2. Waimana Road West Flooding
Some isolated flooding issues west of the reinstated road section have arisen since repair works were completed. The water table has been reshaped but it still ponds water, so further work is planned to see if this can be drained away more effectively. Drone technology has been used to identify where the water travels from, and we are working with the adjacent landowner to address this in the form of a trial earth bund to block the water from exiting onto Waimana Rd. Further works will likely be required on the private property.
2.6.3. Waimana Road West Bridge #121 Scour
Upstream of the bridge the river is eroding the LH bank, which is of concern given its proximity to the bridge. A geotechnical engineer will insect the site shortly to assess any risk to the bridge and to advise if some intervention work is required.
12 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8.1 Tāneatua Community Board Activity Report to 31 July 2018 (Cont.)
2.7. State Highway 2.7.1. Waimana Rd / SH 2 Intersection
The NZ Transport Agency recently installed a new Solar-Powered Streetlight at this intersection.
They are also looking at options to reduce the cutting of the corner from Waimana Rd onto SH2. This may include signage changes.
Sweeping of the intersection has been completed as requested. A second coat seal is planned this summer, which will potentially include improved road markings and delineation.
2.7.2. Nukuhou School / SH 2 Intersection
Requests from the TCB to investigate safety improvements was passed on the NZ Transport Agency for their consideration. We await their reply.
2.7.3. SH2 Pedestrian and Speed Management Open Day, Tāneatua
Requests from the TCB to receive a copy of the report following the Open Day in Tāneatua in April 2018, has been passed onto the NZ Transport Agency. We await their response.
2.7.4. Waimana Gorge Closures
Requests from the TCB to ensure that signage is provided in Whakatāne, near Gorge Rd to indicate that Waimana Gorge receive a copy of the report following the Open Day in Tāneatua in April 2018, has been passed onto the NZ Transport Agency. We await their response.
3. THREE WATERS
3.1. Water Safety Plans
In accordance with the Health (Drinking Water) Amendment Act 2007, the Council as a public water supplier, is obliged to take all practicable steps to comply with the NZ Drinking Water Standards and introduce and implement Water Safety Plans. The Plans show how we will achieve compliance, water safety and operational aspects of the District water supply schemes, so that any existing contamination and continuity of supply risks are understood and managed.
13 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8.1 Tāneatua Community Board Activity Report to 31 July 2018 (Cont.)
Water Safety Plans for Tāneatua, Waimana and Te Mahoe expired in 2013 with Rūātoki expiring in 2016. Staff and consultants have been actively working to prepare new Water Safety Plans for the expired schemes, with revised plans being completed this month for submission to the Drinking Water Assessor.
4. SOLID WASTE
4.1. 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 was part of the group involved in developing testing and implementing the template. The template is now complete and will be released in the near future.
4.2. Plastic Free July
Through collaboration with the Community Group Waste Zero Whakatāne, the Council has been supporting the “Plastic Free July” campaign. Funding for various activities has been supported from the Council’s MfE Waste Levy Funding. Activities have included radio, internet and newspaper education, school competitions, supporting community events such as beach clean-ups, movie screenings, boomerang bags and a children’s shopping bag sewing bee.
5. RESERVES AND OPEN SPACES
5.1. Cycle Trail Extension
The Business Case to extend Mōtū Trails Great Ride to Whakatāne has been completed.
In summary, the extension proposes a 60km Grade 2 coastal trail from Ōpōtiki to Rangitāiki River mouth.
Total estimated cost is $19.8M. $14M of the total cost will be involved in the Whakatāne extension assuming the proposed new pedestrian bridge will be included.
An independent Cost Benefit Analysis (CBA), undertaken by Martin-Jenkins for MBIE, highlighted very positive results for the Eastern Bay of Plenty. Key findings of the CBA using midway assumptions were:
110,000 users per year, 71,000 of whom are visitors to the district (with sectional variation) Deliver net economic benefits (NPV) of $4.89M per year Benefit to cost ratio of 1.5 Internal rate of return of 15%
Further dialogue with MBIE can be expected over the next few months to answer any questions and as a result, some minor amendments can be expected. Subject to MBIE approval, the proposal will advance to Stage 3 Implementation Phase.
14 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8.1 Tāneatua Community Board Activity Report to 31 July 2018 (Cont.)
5.2. Matariki Tree Planting
The Government announced Matariki Tu Rākau on Anzac Day 2018 as an opportunity for communities to plant trees to recognise the service of men and women of the New Zealand Defence Forces past and present. The Council was successful in obtaining a $10,000 grant from the Ministry of Primary Industries (MPI) to plant trees on public reserves. Open Spaces staff, along with members of the community, assisted in planting 121 trees across the District. Three larger specimen native trees were each planted at Murupara, Waimana Domain, Tāneatua Skate park, Edgecumbe/Ratahi Reserve, Matatā Domain and at Te Teko (Golf Club). 100 smaller native trees were planted at Port Ōhope Recreation Reserve on Ōhope Spit between the 6 and 9 July. Members of the RSA, iwi representatives, community groups, schools/kura and kohanga attended the various events. Commemorative plaques mounted on timber will be erected at each location in recognition of the plantings.
6. RECREATION SERVICES
6.1. Sport Bay of Plenty Contract
The KPIs for the service agreement between the Council and Sport Bay of Plenty for the 2018/19 year have been finalised.
The Aquatics and Recreation Manager has participated in the initial discussions regarding the Water Safety and Drowning Prevention initiative for the Bay of Plenty. The group comprised key stakeholders within the community including harbour masters, Sport Bay of Plenty, Regional Surf Lifeguard managers, diving instructors, Council staff, and Wellington representatives from the Water Safety and Drowning Prevention Team. The purpose of the meeting was to establish local issues and concerns to provide direction into the Water Safety and Drowning Prevention Strategy for the region. As part of the next stage, consultants have been engaged to summarise the findings to inform the strategic framework of the strategy.
The regional strategy will provide funding for water safety programmes including a water skills programme targeted primarily for the 8-13 age group and practical training programmes in association with Maritime New Zealand.
15 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8.1 Tāneatua Community Board Activity Report to 31 July 2018 (Cont.)
7. STRATEGY AND COMMUNITY DEVELOPMENT
7.1. Annual Report 2017/18
The project to develop Council’s Annual Report 2017/18 is well underway, with support from staff across the organisation. The Annual Report presents an opportunity to reflect back on the 2017/18 year and take stock of the projects delivered, services provided, and budgets spent. The annual all-of-staff debrief of the year will take place on 28 August and provides management and staff the opportunity to acknowledge the achievements for the year and highlight the priorities for the year ahead. The Audit and Risk Committee will oversee the development of the Annual Report and Airport Annual Report, with AuditNZ auditing the documents. The Airport Annual Report is due to be adopted by Council on 19 September and the Council Annual Report on 31 October 2018.
7.2. Whakatāne Ki Mua
The focus for Whakatāne Ki Mua partners this month has been on Plastic-free July and the establishment of Waste Zero Whakatāne. This has included a large social media campaign, cinema viewings, workshops, hui, working bees and traditional media campaigns. There has been a large amount of community support for this initiative, which has been driven by a core group of passionate people, supported by Whakatāne Ki Mua. A number of other initiatives are also being progressed, including working closely with Bike Whakatāne on cycle initiatives; progressing opportunities for a youth mural initiative at Clifton Road Carpark; and a hui on the Carbon Zero Bill.
Progress has been made on the Cross-sector Forum Drug and Alcohol Addiction project. At the Eastern Bay Joint Committee meeting on 3 July 2018, Ōpōtiki and Kawerau District Councils signalled that they would like the initiative to be extended across the Eastern Bay of Plenty. Staff have been seeking expressions of interest to carry out a thorough stocktake and action plan to progress this collective impact project.
8. GOVERNANCE
8.1. Community Support
Applications for annual grant funding from community organisations who provide a social service to residents of the district will be considered on 17 August 2018.
Applications for Young Achiever Awards close on 21 September 2018. This is for any student who has achieved a very high standard in sporting or academic fields from 1 October 2017 to 30 September 2018. Visit the Council website for further details and the application form.
9. RECOVERY
The number of displaced families returning home is steadily increasing, with 268 (88%) having returned to their repaired yellow-stickered homes as at 14 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.
16 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 8.1 Tāneatua Community Board Activity Report to 31 July 2018 (Cont.)
Council continues to operate a Recovery Office under the CDEM legislation, managed by the Recovery Manager. As from 1 July, the Recovery team reduces to three part-time staff, one Navigator, one staff member responding to general issues and the Community Plan coordinator. Staff maintain connections with other partners to assist people as and when necessary.
RECOMMENDATION:
THAT the Tāneatua Community Board Activity Report to 31 July 2018 be received.
Report Authorisation
Team Leader Networks Operations - Report writer: Aidan Glynn Transportation First Approval: Martin Taylor Manager Transportation Final Approval: David Bewley General Manager Planning and Infrastructure
17 WHAKATĀNE DISTRICT COUNCIL MONDAY, 3 SEPTEMBER 2018 Tāneatua Community Board - AGENDA 9 Members Reports
9 Members Reports
A verbal report will be given by Chairperson Yalden at the meeting.
18