31

MC1916.3.2 Spencer Avenue Agreed peat from Papamoa not suitable for Under Action Reserve Levelling fill.

MC417.3.5 Maintenance of Suggestion for follow up meeting with Under Action Main Stormwater Community Board Chairman to discuss the Drains and planned work. An update is provided each Culverts month against action points. Refer to the attached schedule, plan and photos.

MC417.3.7 Future Staff have reviewed the quotes received Under Action Development at and are approving a quote and will initiate No. 7 Little Waihi the work. Timing will be subject to Road contractor availability. Fencing will fully utilise the Community Board allocation of $15,000.

MC617.4.4.1 Lyndhurst Avenue Reserves and Facilities Manager still Under Action - MAS Reference waiting for Information on flow volumes MC417.3.6 from Member Cantlon.

MC617.4.4.2 Road Litter pickup on Maketu has been monthly COMPLETE but due to volume of litter; consideration being given to twice monthly. Situation is being monitored.

MC617 .4.4.3 Town Point Road Planned works are being managed by COMPLETE Network Engineer Drainage - Charles Tapsell. Charles will keep the Community Board updated on progress. Please refer to the attached spreadsheet.

MC617.4.4.4 Beach Road Staff have reviewed request and view Under Action consultation needs to be undertaken with landowners.

MC617.4.4.5 Arawa Avenue Overhanging branches on Arawa Avenue COMPLETE have been cut back to contract standards.

MC617.4.4.6 Park Road Potholes to be repaired with Cold Mix. Under Action Entire carpark area in the reserve to be resealed as part of District Wide Reserve Reseals Contract.

MC617.4.4.7 Little Waihi Road Wattle tree does not constitute an Under Action immediate danger. Arrangements are being made to have it removed.

MC617.4.4.8 Drains All issues raised in report supplied to COMPLETE Utilities Manager have been addressed; including vegetation in open drains, and the culvert on Wilson Road.

MC617.4.4.9 CBD Weekly Westlink to include extended street Under Action Cleaning cleaning as variation to existing contract. 32 Maketu Community Board- September 2017

MC617. 5.1 Town Point Road Response provided by Reserves and CO MPLETE Footpath Facilities Manager. Council protocol is representatives from Community Boards are to be invited. Operational site meetings handled by staff. Site blessing not previously organised this was an operational site project commencement meeting.

MC617.4.5.10 Proposed Mural Arrangements in place for murals to be COMPLETE Concept for the mounted on two buildings. Maketu Surf Club and Park Road Toilets MC617.4.5.2 Kohanga Reo - Issue sitting with CEO for progressing. Under Action Cars Parking on Issue is complex and not straightforward. the Footpath - MAS Reference MC517.6.8 MC6 17.4.5.4 Maketu Project Completed as duplicate of MC116.6.4 COMPLETE Team - Cycleway into Maketu - MAS Reference MC116.6.4 MC617.4.5.5 Future Completed as duplicate of MC417.3.7 COMPLETE Development at No 7 Little Waihi Road - MAS Reference MC417.3 .7 MC617.4.5.6 Kerb and Channel Completed as per report supplied to Utilities COMPLETE Williams Crescent Manager 27 July 2017. Erosion issues noted - MAS Reference on report. Issues discussed and to be MC417.3.5 considered as a Maketu Community Transportation project in LTP.

MC617.4.5.7 Renewal of Road Westlink checking quality of remarking of Under Action Markings in the text on the footpath. CBD MC617.4.5.8 Future Completed as duplicate of MC417.3.7 COMPLETE Development at No. 7 Little Waihi Road - MAS Reference MC417 3.7 MC617.4.5.9 Toilet Block New larger sign to be arranged and Under Action Signage installed.

MC6 17.6 Traffic and Parking No changes to parking bylaw are required. COMPLETE Enforcement Bylaw 2008 2017 Annual Review -July 2017

Gary Allis Deputy Chief Executive Group Manager Infrastructure Services

A2976692 Page 3 33 ATTACHM ENT A Community Board Report MAKETU COMMUNITY BOARD 6/12/2016

Remit Title Pampas Removed Remit Number MC11610.5 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution The Board recorded their frustrations in how the overall management relating to pampas removal at Maketu had been handled. A site inspection with Westlink staff and Western Bay District Council staff held in November identified sites that were to be sprayed, and then mulched. This had not yet been done. If spraying had been completed, it had been extremely ineffective. The large stumps of pampas that were to be ground down have not been touched. A map had been submitted that identified the plants by number that required action. This had been ignored and the overall eradication process of pampas at Maketu had had no effect at all.

Resolved: Members Beech I Cantlon

THAT the Deputy Chief Executive's Report dated 21 November 2016 and titled Infrastructure Services Report and Minute Action Sheet Report Maketu November 2016 be received. Actions 21 August 2017: The mulching programme will be undertaken within a month. Unfortunately, as wet pampas clogs the machinery, this will be dependent on whether it is dry or not. Due to the lack of bank stability, only the reachable plants will be mulched. The pampas that is higher on the bank will be left to deteriorate naturally.

28 July 2017: The contractor has been instructed to proceed with mulching. The process will create some debris, which will be cleared off the road when the job is complete.

7 July 2017: Follow up spraying of pampas has been completed. Mulching will follow once the pampas has died off.

16 May 2017: Follow up spraying of pampas has been completed. Mulching will follow once the pampas has died off.

4 April 2017: Pampas has died back due to the first round of spraying. A second round is required and will be completed when there is a break in the rain, with mulching to follow when it has died .

8 March 2017: Pampas has died back due to the first round of spraying. A second round is required and will be completed shortly, with mulching to follow before Winter.

13 January 2017: The spraying that took place after the November site inspection is showing results and a second round of spraying is required before the plants can be mulched . The whole process should be completed before winter.

A2977267 34 ATTACHMENT A MAKETU COMMUNITY BOARD 6/12/2016

Remit Title Maketu Project Team - Cycleway into Maketu Remit Number MC116 6.4 Owner RFM Status UNDER ACTION Complete Date Confidential Resolution The Board received a letter from the Chairperson of the Maketu Project Team suggesting that the proposed cycleway into Maketu be on the right-hand-side of the entrance road into Maketu. Board members concurred with the viewpoint put forward by the writer. The Chairperson advised that he had met with the group to discuss the Whakapoukorero Te Arawa Wetland Revised Work Plan 2016- 18 that set out the priority actions to be undertaken in terms of the biodiversity management of the wetland areas near Maketu.

The Biodiversity Management Plan showed future development of the wetland areas on the right-hand roadway entrance into Maketu. It was suggested that a cycle way be built on this side of the road would be more suitable rather that a cycleway negotiating around the power poles on the opposite side of the road.

Regular local cycle groups had been approached and asked if they would use a cycle trail on the left-hand side of the Maketu entrance roadway and they had indicated that they would not. It was noted that more experienced cyclists tended to use developed roadways while more recreational cyclists groups used designated cycleways.

The Deputy Chief Executive advised that designated cycleways were being developed across the district with more focus on recreational destination cyclists. The safety of cyclists using designated cycleways was paramount and the proposed route had been designed with this in mind.

The Deputy Chief Executive advised that he would liaise with Pim de Monchy from the Regional Council and representatives from the Maketu Projects Team regarding the proposed wetland future developments in the area. Actions 22 August 2017: A review of the cycleway route with a reassessment of the alignment. Following a predesign safety audit, it has been determined to pursue the LHS from Kaituna Road to Maketu. This will include assessment of environmental effects, power poles etc.

The safety audit has identified that the left hand side of the road is the safest side to establish the cycleway on.

7 July 2017: Staff have met on site with BoP Regional Council staff and a representative from Te Arawa Lakes Trust and looked at the options for a cycle route through or around the wetlands. The option to go around the back of the wetlands was not considered feasible, as there was considerable work ad cost required to upgrade a track through the boggy areas on this route. The best option would be to cycle along the proposed maintenance track just inside the wetlands, which runs parallel with the road . Staff will continue to work.

The Reserves and Facilities Manager advised at the previous Board meeting that he had met with Bay of Plenty Regional Council and Te Arawa Lakes Trust representatives on site and walked around proposed cycleway route options. The project was moving forward in a very positive manner and a Memorandum of Understanding outlining future management and maintenance of the proposed cycleway tracks was being developed.

A2977267 35 ATTACHMENT A

23 May 2017: Staff continue to work with Regional Council and Te Arawa Lakes Trust on cycleway options.

6 April 2017: The roadside section of the trail is being progressed by Westlink. The wetland section, including through Spencer Avenue Reserve is being progressed by Council and BOPRC as a jointly used path.

8 March 2017: Options - A route alongside Maketu Road and within the wetland area are under review. A meeting has been held with BoPRC to consider including a cycleway on the maintenance track in the wetlands area. Arrangements will need to be confirmed in writing with Te Arawa Lakes trust prior to any track development proceeding.

7 February 2017: Options -A route alongside Maketu Road and within the wetland area are under review.

17 January 2017: Initial discussions have been held with BOP Regional Council (BOPRC) who are involved through the biodiversity management plan in place with Te Arawa Lakes Trust. BOPRC believe the proposal has merit and have suggested a meeting be held between Council, BOPRC and a representative of the Te Arawa Lakes Trust in their capacity as the landowner. A meeting date/time is being scheduled.

A2977267 36 ATTACHMENT A MAKETU COMMUNITY BOARD 31/01/2017

Remit Title Graf Art Work in Maketu Remit Number MC217 5.3.6 Owner RFM Status UNDER ACTION Complete Date Confidential Resolution The Chairperson advised that he had spoken to a local youth co-ordinator in regard to various facilities throughout Maketu that could be complimented by Graf Art. The Chairperson would liaise with the Reserves and Facilities Manager when he had a firm proposal in place for this project.

Actions 22 August 2017: The Board considered a proposal from Maketu Ongatoro Wetlands Society and agreed for the two murals to go ahead on the basis that the mural on the Surf Club was mounted under the verandah.

7 July 2017- Staff have received a proposal for a mural on the Park Road Toilets and the Surf Club building. The proposal will be available for the Board to consider at its meeting.

22 May 2017: The chairperson to provide an update at the meeting.

19 April 2017: No further update to report.

16 February 2017: Board Chairman to liaise with Reserves and Facilities Manager once a firm proposal was in place. The Park Road Reserve Toilets have been refurbished and painted. These toilets have a high profile and wold be a good facility to place a mural.

A2977267 37 ATTACHMENT A MAKETU COMMUNITY BOARD 6/12/2016

Remit Title Future Car Parking Arrangements Remit Number MC116 6.2 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution The Deputy Chief Executive advised that parking arrangements for the Hauora building were being discussed with owner/occupiers of the building, which would see the development and enhancement of the corner site opposite the Hauora on Wilson Road by the roundabout providing parking for the users of the building and for the public. Two disability car park spaces would be identified and allocated within the Maketu Community Centre parking area. Actions 21 August 2017: The applicant is still working with local Te Arawa Lakes Trust towards securing the parking arrangement consistent with the original consent.

28 July 2017: The applicant is working with local iwi towards securing a parking arrangement that is consistent with the original consent. This will result in not having a new parking area at Wilson Road North.

7 July 2017: The applicant has not secured agreement with adjacent property owners on issues relating to property access and has tried to negotiate other options. Staff have instructed the applicant to go ahead with the parking and consult staff in relation to providing access for the adjacent section.

24 May 2017: The applicant is in the process of consulting with property owners affected by the proposed on-street parking. Once this is completed, the parking plan can be approved and construction occur.

4 April 2017: Arrangements have been agreed on and a variation to the consent is being processed .

8 March 2017: Parking arrangements are still in the process of being worked out between Council and the developers of the Hauora building to allow the consent issues to be addressed.

Staff are waiting for a final response from the Hauora on the detailed design and timing of the establishment of the required carparks. There is also the need for the Hauora to obtain a va riation to their Resource Consent to reflect the change in car parking provision. (Location).

13 January 2017: A parking arrangement has been worked out between Council and the developers of the Hauora building to allow the consent issues to be addressed.

A2977267 38 ATTACHMENT A

MAKETU COMMUNITY BOARD 31/01/2017

Remit Title Town Point Road Footpath Remit Number MC2175.3.11 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution The Board requested that the installation of a footpath along Town Point Road be included in the Minute Action Sheet Reports. The Board was aware that an Archaeological Authority application had been made to Heritage NZ.

The Board would like an indication of the expected start date for the footpath installation to show on the MAS under this item and that this project stay as an item UNDER Action until final construction was completed . Actions 21 August 2017: The footpath construction on Town Point Road is still in progress.

28 July 2017: Construction of the Town Point Footpath has commenced. A site briefing was held on site on 25 July to provide instruction to Downer Construction staff on protocols for reporting possible archaeological discoveries to iwi and archaeologists and to also confirm arrangements for monitoring.

16 May 2017: Staff have secured agreement with iwi and the Authority has been granted. The contractor is gearing up for the project.

16 May 2017: The application to Heritage NZ for Town Point Road footpath has been submitted and is being processed . The Koiwi have been identified and won't impact the alignment of the new footpath. A copy of the footpath plans will be tabled at the Board meeting.

11 April 2017: A positive meeting was held with iwi on 5 April and the application to Heritage NZ is expected to proceed without further delay.

1 March 2017: The Maketu Community Board has requested the construction of a footpath along Town Point Road . An Archaeological Authority is required from Heritage before construction can start. The application will require iwi consultation before it can be processed by Heritage NZ and this is underway.

A2977267 39 ATTACHMENT A MAKETU COMMUNITY BOARD 28/06/2016

Remit Title Maketu Projects Coordinator Remit Number MC21 . 16 3.1 Owner CEO Status UNDER ACTION Complete Date Confidential Resolution The Board had received a letter from the Chairperson of the Maketu Projects Team supporting the establishment of a full time coordinator based in the village, and the Board wished to fund and support this Maketu Projects Coordinator position.

Resolved: Members Beech I Cantlon

THAT the Maketu Community Board seek advice from the Chief Executive Officer in regard to providing funding support for the Maketu Projects Coordinator position. Actions 21 August 2017: No change.

22 June 2017: No change.

19 May 2017: No change.

3 May 2017: No change. Any proposal for a Maketu events coordinator needs to come from the Community Board and there is no request or discussion at this time.

7 April 2017: No change. Have discussed recently with Community Board Chair what his thoughts are.

9 February 2017: Community Board continuing discussions on the role and person sought. Funding arrangements still be agreed by the Board .

13 January 2017: Still awaiting further information before taking to new Board .

14 November 2016: No change Committee voted in last week. To discuss with new Board Chair.

14 October 2016: No change. Awaiting committee appointments.

8 September 2016: Awaiting outcome of local elections before any further discussion on this topic.

19 August 2016: CEO has advised Maketu Board chair of possible options.

13 July 2016: CEO is looking further into this request.

A2977267 40 ATTACHMENT A MAKETU COMMUNITY BOARD 17/05/2016

Remit Title Surf Club Car Park Reserve Rock Revetment Remit Number MC2016 2.1 Owner RFAM Status UNDER ACTION Complete Date Confidential Resolution The Board was advised that the Reserves and Facilities Projects & Assets Manager was awaiting design options from Tonkin & Taylor and those options would be presented to Tangata Whenua, which would be followed by a meeting at the Marae seeking feedback on the proposals put forward. Consent applications for the work would then be instigated.

The Reserves and Facilities Manager clarified that work involving moving existing rocks along with the introduction of new rocks would be undertaken under the current Resource Consent granted in 2007 as long as the original rock wall footprint was not altered . Actions 9 August 2017: No change from the previous report as we are waiting for the Resource Consent application to be processed.

28 July 2017: No change from the previous update because consent application has been lodged.

3 July 2017: The Board has acknowledged (remit MC517 6.3) that other projects have been taking priority over this one and that project risk from time delay is low. Note that this consent application is also seeking approval for future minor dredging of sand adjacent the Park Rd Boat ramp for the purposes of both improving navigable access to the ramp and as a sand resource for beach nourishment in front of the Surf Club carpark revetment. The area of dredging proposed (which was consulted with the Board Chairman indicated below:

A2977267 41 ATTACHMENT A

22 May 2017: No change from last month's update. The Resource Consent application process is under action by the consultant, noting that other projects have been taking priority over this one . Project risk from time delay is low.

24 April 2017: Detailed design plans and resource consent application for the erosion protection concrete steps, are being prepared by the consultant and will be submitted to BOPRC in due course. The current focus is on upgrading the Omokoroa and Opuereroa Boat Ramp for the new larger barge I ferry, which is due in June/July 2017.

9 February 2017: Detailed design plans and resource consent application for erosion protection concrete steps are being prepared by the consultant and will be submitted to BOPRC in due course.

12/1/2017: A revised concept design draft for the preferred concrete steps option was distributed to stakeholders (Community Board, Tangata whenua, Surf Club) for feedback by 16 December. The only feedback received was from Ngati Pikiao Hapu. Detailed design and a resource consent application is now being prepared for submission to the BOP Regional Council. Construction timing dependent on the consent process, construction pricing and budget.

8/12/2016: The revised Maketu Surf Club carpark seawall design based on the preferred option has been distributed to all stakeholders for feedback before detailed design and resource consent application process is undertaken.

17/11/2016: A revised concept design draft for the preferred concrete steps option has now been completed and will be distributed to stakeholders (Community Board, Tangata whenua, Surf Club) for feedback. Feedback and a price estimate will inform the final design which will then be priced and construction works scheduled from there, subject to consenting processes.

14/10/2016: Preferred concrete design and pricing underway which will be presented to the Board and Tangata whenua when available.

14/9/2016: The preferred concrete steps option has been referred back to the consultant for detailed design and construction price estimation. The Board, Tanagta whenua and community will be provided a copy of the detailed design to confirm as soon as it becomes available.

12/8/2016: assessment report was presented to Tangata whenua with the preferred option identified to extend the concrete steps down below beach level. The Community have recently agreed with this so on that basis, staff will now proceed with detailed design, pricing and consenting processes. Timing of works will depend on consenting process and cost. Construction is unlikely to occur before Christmas .

13/7/2016: Erosion assessment report is being present to the Maketu Community on the 14th July. Feedback from this meeting will inform the preferred option/resource consent and detailed design. Implementation of preferred option is subject to consent process. 15/6/2016: Maketu Surf Club car-park erosion options assessment report has been sent out to MCB and Tangata whenua for comment. A date is yet to be set for a community meeting to discuss and conclude preferred option .

23/5/2016: Maketu Surf Club car-park erosion options assessment report draft has been reviewed by staff. The final report will be forwarded to the Community Board and Tangata whenua then prepared for presentation to the Maketu community at a date yet to be advised .

A2977267 42 ATTACHMENT A

MAKETU COMMUNITY BOARD 9/08/2016

Remit Title Water Tank Face Lift Remit Number MC22163.11 Owner RFM Status UNDER ACTION Complete Date Confidential Resolution The Chairperson advised that he would contact a local graffiti artist, and liaise with the Community Engagement Team to see if some designs could be applied to Council's water tank, subject to funding being made available for the work to be undertaken.

Actions 22 August 2017: The Chai rperson will provide a progress update at the Community Board meeting in September.

7 July 2017: The Chairperson will provide a progress update at the Community Board meeting in July.

22 May 2017: The Chairperson will provide a progress update at the Community Board meeting in June.

13 April 2017: The Chairperson will provide a progress update at the Community Board meeting in May.

27 February 2017: The Chairperson will provide a progress update at the Community Board Meeting in March.

13 January 2017 - No change. Chairperson to contact local graffiti artist. Utilities Manager has been advised about the proposal to paint the council owned water tank.

1/12/16- No change

17/11/16- No change.

15/1 0/16 - No Change

14/9 16 - No change, Chairperson to contact local graffiti artist. Utilities Manager has been advised about the proposal to paint the council owned water tank

A2977267 43 ATTACHM ENT A MAKETU COMMUNITY BOARD 2/05/2017

Remit Title Lyndhurst Avenue Stormwater Remit Number MC41 7 3.6 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution Board members were aware of flooding that had occurred through homes in Lyndhurst Avenue during the last storm event.

The Board requested that Westlink confirm that the proposed improvements at the inlet to the culvert directing water across the bottom of Bledisloe Park into the old quarry had been undertaken and that the regular maintenance and inspection of the discharge drain were also being undertaken.

The Board noted that the road was formed the wrong way and a stormwater culvert needed to be installed, with the road realigned to alleviate the stormwater flow and flood problems . The required roading work would be included in the Long Term Plan.

A Service Request would initiated for this item . Actions 21 August 2017: The improvement of the entry to the culvert and repairs to the pipe has been approved. Timing of the works to be confirmed.

28 July 2017: Westlink have been instructed to upgrade the inlet to the pipe, which leads into the quarry and to attach a sock on the discharge end to reduce erosion .

7 July 2017: Alex Finn has investigated, noting that the pipe into the quarry is broken and will be repaired . The inlet tends to be blocked quickly and wil l be cleared and improved with a small inlet structure.

16 May 2017: Maintenance issues have been dealt with and the culvert on Bledisloe Park Avenue has been cleared . The major road improvements will need to be considered in the Maketu Community Roading programme.

A2977267 44 ATTACHMENT A MAKETU COMMUNITY BOARD 5/04/2016

Remit Title Spencer Avenue Reserve Levelling Remit Number MC1916 3.2 Owner RF02 Status UNDER ACTION Complete Date Confidential Resolution In discussion of the Spencer Avenue Reserve levelling, the Board considered that the proposed cost of up to $10,000, comprising of $2,000 for one site and $8,000 for the other site, was unacceptably high for the work required. Following advice from the Group Manager Customer and Community Services, it was agreed that three further quotes could be obtained for the Board's consideration

Resolved: Members Beech I Cantlon

THAT the Maketu Community Board commits to funds from the Maketu Community Board Reserves Account to undertake levelling work on two sites of the Spencer Avenue Reserve, subject to an acceptable quote for the work being provided, and noting that three quotes would be obtained and provided to the Maketu Community Board for their consideration. Actions 22 August 2017: It was agreed that peat from Papamoa was not a suitable fill for this site. If there were local truckloads of clean fill then they could be deposited in the reserve on the basis that the quality of fill was closely monitored

7 July 2017: No change.

22 May 2017: To be progressed as and when resources permit.

10 April 2017: No changes to comments below.

8 March 2017: No change due to other unexpected staff resources.

12 January 2017: A resource consent application to add fill to the site is being prepared . Construction timing dependent on the resource consent and funding.

8 December 2016: Resource Consent is still required

17 November 2016: Initial levelling is completed and grass sown . The next step involves import of fill to increase the surface height. The timing of this dependent on Resource Consent application preparation and processing, which is unlikely to be completed until early 2017.

25 October 2016: Processing resource consent.

15 September 2016: Levelling is completed and grass seed sown. Staff are also in the process of obtaining the appropriate consents for additional fill in the future

22 . August 2016: Colin Amrein Contracting has been asked to commence the levelling asap. No date has been set.

12 July 2016 - New quote received ($5K). Purchased order issued and work will be undertaken when ground conditions are suitable.

15 June 2016 -Still waiting additional quotes.

23 May 2016 - Staff are currently waiting for a second quote for the levelling work before reporting back to the Board .

A2977267 45 ATTACHMENT A

18 April 2016: The Reserves and Facilities Manager met with the Chair, Shane Beech and Gus Cantlon on 13 April regarding other matters. This was discussed at the meeting. Meeting scheduled with CB Chair to clarify scope of works for Spencer Ave.

A2977267 46 ATTACHMENT A MAKETU COMMUNITY BOARD 2/05/2017

Remit Title Maintenance of Main Stormwater Drains and Culverts Remit Number MC417 3.5 Owner UM Status UNDER ACTION Complete Date Confidential Resolution The Chairperson had sought advice and confirmation that regular maintenance and clearing programme to ensure that drainage and main stormwater culverts were kept clean and clear of debris to prevent blockages and subsequent flooding during heavy rain events.

The Utilities Manager had advised that he was happy to meet with the Chairperson to further discuss the maintenance programme currently in place for checking and cleaning open drainage channels and culverts at Maketu. The Utilities Manager would be asked to organise a meeting with the Chairperson in the near future.

The Reserves and Facilities Manager advised that there was a district wide process whereby all main stormwater drains were inspected immediately prior to any notified storm/heavy rain events. Actions 15 August 2017: Suggested follow up meeting with Community Board Chair to discuss the planned work. Update provided each month against action points. Refer to the attached schedule, plan and photos.

28 July 2017: Final copy of Maintenance Plan and associated action plan provided to Community Board Chair. Items detailed with pricing and timeframe.

27 June 2017: Site visit completed with Community Board members. Action plan with milestone dates agreed . Maintenance clearing planned for July, weather dependent. Weed spraying of open drains completed . Plans for rock wall , concreting drain, etc. being drawn up. Price estimates to be obtained as soon as plans complete.

23 May 2017: Utilities Manager to arrange a site meeting with the Community Board Chair during May/June 2017 to look at drainage systems at Maketu and levels of service currently in place.

A2977267 47 ATTACHMENT A MAKETU COMMUNITY BOARD 2/05/2017

Remit Title Future Development at No. 7 Little Waihi Road Remit Number MC417 3.7 Owner RFM Status UNDER ACTION Complete Date Confidential Resolution The Reserves and Facilities Manager advised that tenders had been advertised for the suggested fencing and bollards to be installed at No.7 Little Waihi Road. To-date two tender prices had been received.

The Board was advised that the corrugated iron would be moved to the Information Office side of the section and re-erected. Actions 22 August 2017: Staff have reviewed the quotes received and are approving a quote and will initiate the work. Timing will be subject to contractor availability.

The fencing will fully utilise the Community Board allocation of $15,000.

7 July 2017: Staff to follow up on fencing contractors with the Chairman.

23 May 2017: Further quotes to be sought for fence/bollards, once the local fencer's details have been provided to staff.

A2977267 48 ATIACHMENTA MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Lyndhurst Avenue- MAS Reference MC417.3.6

Remit Number MC617 4.4.1 Owner TOM Status UN DER ACTION Complete Date Confidential Resolution The Community Board had been assured that the existing culvert had been cleaned and this was not the case.

The Reserves and Facilities Officer advised that he had recently inspected the site with the Utilities Manager and Transportation Operations Manager. The Transportation Manager had reported that Westlink had been requested to remove the broken (and blocked) end of the pipe and construct an entry structure on the inlet. He advised that the work should be done within the next two months.

Board Member Cantlon stated that a bigger pipe need to be put in and there was no sense in fixing the broken pipe that was too small to cope with the stormwater flows of the area. Councillor Marsh agreed that the size of the pipe for this specific water catchment was inadequate. Member Cantlon advised that he had a record of the flow volumes and he would send these to the Reserves and Facilities Manager. Actions 21 August 2017: Member Cantlon's information on the flow volumes on Bled isloe Park Road has not yet been received by the Reserves and Facilities Manager.

A2977267 49 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Maketu Road Remit Number MC617 4.4.2 Owner TOM Status COMPLETE Complete Date 21 August 2017 Confidential Resolution The Board requested that litter removal along Maketu Road be done on a more regular basis. It was noted that the dropping of rubbish seemed to be seasonal and rubbish pickups should be done another four to six times in response to rubbish being dropped.

Actions 21 August 2017: The litter pickup has been on a monthly cycle on Maketu Road. Due to the quantity of rubbish collected, consideration is being given to increasing the cycle to twice per month. The quantity of litter is being monitored.

A2977267 50 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Town Point Road Remit Number MC617 4.4.3 Owner UM Status COMPLETE Complete Date 15 August 2017 Confidential Resolution The Chairperson had commented that mowing was mismatched and not done to standard and drains were full of weeds.

In reply the Board was advised that the mowing contractors now had two long reach mowers operating which would see an improvement to the mowing standard.

The Utilities Manager and Infrastructure Drainage Engineer had met with Board members on site and advised that clearing the drain and cutting vegetation would be organised. Actions 15 August 2017: Planned works are being managed by Network Engineer Drainage - Charles Tapsell. Charles will keep the Community Board updated on progress. Please refer to the attached spreadsheet.

A2977267 51 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Beach Road Remit Number MC617 4.4.4 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution The Board requested that the road berm opposite Maketu needed tidying and re­ sealing and a barrier installed to stop vehicles destroying the berm area. The Westlink representative had advised that the resealing wou ld be done before Christmas.

Actions 22 August 2017: Staff have reviewed this request and are of the view that consultation needs to be undertaken with the landowner on the proposal to install barriers along the boundary of their property.

A2977267 52 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Arawa Avenue Remit Number MC617 4.4.5 Owner TOM Status COMPLETE Complete Date 21 August 2017 Confidential Resolution Large tree branches were hanging over the roadway causing restricted vehicle access. It was advised that the overhanging branches had been cut. Board members reported that some of the cut limbs had been left beside the road. The Reserves and Facilities Manager noted that often this was done to enable members of the public to collect the cut tree limbs for firewood.

Board members advised that tree branches were still hanging over the roadway and a large cut tree limb was beside the roadway and needed to be taken away. Actions 21 August 2017: The overhanging branches on Arawa Avenue have been cut back to the Contract standard. As per normal practice, branches have been left on the roadside for local residents to collect for use of firewood.

A2977267 53 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Park Road Remit Number MC617 4.4.6 Owner RFM Status UNDER ACTION Complete Date Confidential Resolution The Chairperson reported that there were pot holes at the end of Park Road. It had been ascertained that this was a reserve area and the Reserves and Facilities Manager had been advised of the required maintenance. Park Road needed to be resealed and this would be done before Christmas.

Actions 22 August 2017: The potholes will be repaired with cold mix. The entire carpark area in the reserve at the end of Park Road will be resealed as apart of the District Wide reserve reseals contract.

A2977267 54 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017 Remit Title Little Waihi Road Remit Number MC617 4.4.7 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution Cleaning of water tables was required. There was a concern that bits of the bank continued to break away and fall down. One large Wattle Tree on the bank was causing concern and needed looking at to ascertain its safety with any required action undertaken as soon as possible.

Actions 21 August 2017: The Wattle tree does not constitute an immediate danger, however, arrangements are being made to have it removed.

A2977267 55 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Drains Remit Number MC617 4.4.8 Owner U2 Status COMPLETE Complete Date 15 August 2017 Confidential Resolution It had been agreed that the drain running towards the Maketu Fire Station and the drain under the road needed cleaning and a headwall built. All the other drains throughout Maketu needed spraying. This work would be scheduled with Council's maintenance contractor.

It was noted that the Utilities Manager agreed that a map and a detailed report from the site visit would be made available to the Community Board. Actions 15 August 2017: The report was completed and supplied to the Utilities Manager on 27 July 2017. All issues raised have been addressed in the report. The open drains with overgrown vegetation will be attended to during the next maintenance spray round. The culvert on Wilson Road North near the Maketu Fire Station has been cleared of debris. A rock wing wall structure has been placed to promote flow through the culvert and protect the eroding banks.

A2977267 56 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title CBD Weekly Cleaning Remit Number MC617 4.4.9 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution It had been agreed to extend the weekly CBD cleaning to the Fire Station on Wilson Road north and to the sports field entrance on Maketu Road. The Transportation Operations Manager would ensure this variation was added to the Westlink contract.

Actions 3 August 2017: Westlink will include extended street cleaning as part of a variation to the existing maintenance contract. The extension to sweeping in Maketu CBD is being priced by the sub-contractor to Westlink.

A2977267 57 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Town Point Road Footpath Remit Number MC617 4.5.1 Owner GM1 Status COMPLETE Complete Date 14 August 2017 Confidential Resolution The Chairperson expressed his absolute disgust that there had been a site blessing at Town Point Road , on the morning of this day (25 July 2017) and no Community Board representatives or local people had been invited to attend the blessing. The Chairperson expressed his extreme anger saying that in all his time as a Board representative this was the biggest 'kick in the guts' and to him it emphasised the inadequacies of staff. He was disgusted in the way the whole project had been handled and that the Community Board had been misinformed and they felt that they had been shut out and played off against iwi, and the local community and this was very disappointing.

He noted that when he and the Maketu Community Board Deputy Chairperson met with the Chief Executive Officer and the Deputy Chief Executive on 10 July 2017 they had voiced their continuing frustration that the Town Point Road footpath work had not yet been started . They had asked for an update on the status of the proposed work requesting a timeline and completion date. At this time no further information had been received .

It was ironic that when he got home from the meeting with the Chief Executive Officer that same day he received an email not addressed to him but forwarded to him about the blessing but he nor any of the Board members received any other information or an invite to the blessing. He received no information from Council about this. For the Community Board to not be invited to the blessing was appalling.

The Reserves and Facilities Manager advised that he had only been advised of the blessing earlier today and had no knowledge of the blessing beforehand.

The Reserves and Facilities Manager apologised unreservedly to Community Board members and stressed that Council did involve elected members and local community members to similar events and he could only again extend an apology in good faith that this had not happened in this case. He assured the Board that it was highly unlikely that they had purposely been excluded from the blessing and it was most likely an oversight by the organiser of the blessing.

It was noted that with the blessing now taken place, this signaled that Heritage New Zealand had granted an archaeological authority and the fifteen-day appeal period had lapsed, with no appeals, and the work was now underway. The Reserves and Facilities Manager would pass the comments and disappointment of the Chairperson and Board members to the Chief Executive Office and senior management staff. Actions 14 August 2017: A response was provided at the meeting by the Reserves and Facilities Manager.

The Council protocol is that Community Board representatives are invited to formal sod turning, openings and site blessings.

Operational site meetings related to a project are handled by staff.

Further investigation of this event is that it was planned as an operational site project commencement meeting, but on the day iwi representatives included a site blessing.

A2977267 58 ATTACHMENT A

The Board was not specifically excluded from the site blessing.

If it acknowledged that the notification of the intention to commence work on Town Point Road should have been provided to the Board.

A2977267 59 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Proposed Mural Concept for the Maketu Surf Club and Park Road Toilets Remit Number MC617 4.5.10 Owner RFM Status COMPLETE Complete Date 22 August 2017 Confidential Resolution The Board had received a presentation in the Publ ic Forum section of the meeting from Tania Garborit in regard to the installation of two murals on the Maketu Surf Club and the Park Road public toilet block.

Community Board members commended the local children who had contributed to the mural project and endorsed that it would be great for them to see what they have made for the community.

The Reserves and Facilities Manager advised that the murals were subject to Council's Public Art Policy and he had been in liaison with Ms Garborit in this regard.

The Board agreed that the design concepts put forward be accepted and that the murals be installed on the Maketu Surf Club wall under the veranda and on the wall of the Park Road public toilet block facing the playground . The installation of the murals would be undertaken in liaison with and under the supervision of the Reserves and Facilities Manager. Actions 22 August 2017: Arrangements have been put in place for the murals to be mounted on the two bu ildings.

A2977267 60 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Kohanga Reo- Cars Parking on the Footpath- MAS Reference MC517 6.8 Remit Number MC617 4.5.2 Owner CEO Status UNDER ACTION Complete Date Confidential Resolution The Board reiterated their frustration that the illegal car parking in front of the Kohanga Reo was still continuing. This should have been solved months ago and the Board was concerned regarding the health and safety aspects for the children getting in and out of vehicles as well as for pedestrians who had walk on the road to negotiate their way around vehicles parked on the footpath.

The concerns of the Board had been recorded numerous times and nothing had happened and the Board was in disbelief that the illegal parking was still happening. This was an illegal activity and it should not be allowed to continue.

The Reserves and Facilities Manager had discussed the matter with Council's enforcement team who had advised that 'Parking on the footpath was a breach of the Land Transport (Road User) Rule 2004 (s.6.14) and was an infringement offence carrying a $40 fine. It was pointed out that this did not mean that Council must enforce an infringement.

The Board was united in their stance that where there was an illegal activity infringements notices should be given. While it was pointed out that the traffic and parking wardens were able to apply discretion, the continuing illegal parking behaviour needed to be ticketed. The traffic and parking wardens employed to do a job and in this case they were not. It was noted that traffic and parking wardens were not necessarily on duty at Maketu for long or regular times as they may be in the busier area of .

The Board requested that Council's traffic and parking warden visit Maketu on a more regular basis and that any illegal parking that was regarded as an infringement offence be ticketed and enforced.

The Reserves and Facilities Manager advised that he would inform the Chief Executive Officer of the Board's position in this regard. Actions 22 August 2017: This matter is complex and not straight forward. It is still with the Chief Executive Officer for progress.

A2977267 61 ATIACHMENTA MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Maketu Project Team- Cycleway into Maketu- MAS Reference MC116 6.4 Remit Number MC617 4.5.4 Owner RFM Status COMPLETE Complete Date 22 August 2017 Confidential Resolution The Board noted their dissatisfaction with the time it was taking to complete the proposed cycleway into Maketu. The Board reiterated their recommendation that the cycleway be constructed on the original course running from Kaituna Road down along Maketu Road into the township

The safest crossing into Maketu Road would be from Kaituna Road that provided good open visibility. The cycleway should be on the right hand side of the roadway heading into Maketu - then cross to the left hand side of the road at the Pou at the entrance into Maketu.

It was felt that to wait for the development of the wetlands would delay up the proposal and the Board wished to see the cycleway in place as soon as possible. The Reserves and Facilities Manager advised that he had discussed the alignment of the cycleway with the Deputy Chief Executive Officer who was amenable for the cycleway to be outside of the wetland area and go down the right hand side of the road pass the wetlands, however there would need to be some encroachments removed as the cycleway exited Kaituna Road. Actions 22 August 2017: This Minute Action Sheet has been signed off as complete as it duplicates Minute Action Sheet MC166 6.4.

A2977267 62 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Future Development at No.7 Little Waihi Road- MAS Reference MC417 3.7 Remit Number MC617 4.5.5 Owner RFM Status COMPLETE Complete Date 22 August 2017 Confidential Resolution The Board was advised that the Chairperson had handed a quote from a local contractor to the Reserves and Facilities Officer (East). The Chairperson noted that the Board wanted to have involvement in the design for the development work at Little Waihi Road and did not want any unexpected surprises coming up . The Reserves and Facilities Manager noted that the pricing had been undertaken on the design put forward by the Chairperson, and there were some options that could be further considered. Actions 22 August 2017: Refer to comments on Minute Action Sheet MC417 3.7.

A2977267 63 ATIACHMENTA MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Kerb and Channel Williams Crescent- MAS Reference MC417 3.5 Remit Number MC617 4.5.6 Owner U2 Status COMPLETE Complete Date 15 August 2017 Confidential Resolution It was extremely frustrating to the Board that nothing had been done to resolve the road edge breaks and stormwater issues in the vicinity of Williams Crescent and Rauporoa Road.

The Board was advised that the Infrastructure Engineer Drainage was preparing an overall report that included this area. Actions 15 August 2017: The report has been completed and was provided to the Utilities Manager on 27 July 2017. Erosion on Williams Crescent and Rauporoa Road has been noted in the report. This has been discussed with Transportation Operations Manager to be considered as a Maketu Community Transportation project in the LTP.

A2977267 64 ATIACHMENTA MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Renewal of Road Markings in the CBD Remit Number MC617 4.5.7 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution The Chairperson advised that the request to have the road marking repainted had been done but workmanship of the finished repaint was not good in that smaller wording had just been written over the original painted markings.

Actions 21 August 2017: Westlink are checking the quality of remarking of text on the footpath in Maketu.

A2977267 65 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Future Development at No.7 Little Waihi Road- MAS Reference MC417 3.7 Remit Number MC617 4.5.8 Owner RFM Status COMPLETE Complete Date 22 August 2017 Confidential Resolution The Board was advised that the Chairperson had handed a quote from a local contractor to the Reserves and Facilities Officer (East). The Chairperson noted that the Board wanted to have involvement in the design for the development work at Little Waihi Road and did not want any unexpected surprises coming up . The Reserves and Facilities Manager noted that the pricing had been undertaken on the design put forward by the Chairperson, and there were some options that could be further considered. Actions 22 August 2017: This Minute Action is complete. Please refer to comments made under Minute Action Reference MC417 3.7.

A2977267 66 ATTACHMENT A MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Toilet Block Signage Remit Number MC617 4.5.9 Owner RF02 Status UNDER ACTION Complete Date Confidential Resolution The Chairperson advised that it had come to notice that the current toilet block signage indicating the ladies and men's toilet blocks needed to be renewed and needed to bigger so the designated cubicles were more clearly identifiable.

Actions 22 August 2017: New larger signage is being arranged and will be installed by the Reserves Maintenance Contractor.

A2977267 67 ATIACHMENTA MAKETU COMMUNITY BOARD 25/07/2017

Remit Title Traffic and Parking Enforcement Bylaw 2008 2017 Annual Review- July 2017 Remit Number MC617 6 Owner TOM Status COMPLETE Complete Date 3 August 2017 Confidential Resolution 1. THAT the Transportation Operations Manager's report dated 10 July 2017 and titled Traffic and Parking Enforcement Bylaw 2008 - 2017 Annual Review - July 2017 be received.

2. THAT the report relates to an issue that is considered to be of low significance in terms of Council's Significance and Engagement Policy.

3. That the Maketu Community Board, having considered the Maketu Traffic and Parking Restrictions, recommends that the Operations and Monitoring Committee adopts the schedule with no changes. Actions 3 August 2017: Noted that no changes to the parking bylaw are requ ired.

A2977267 68

Maketu Stormwater Issues and Remedial Actions

ID Area Street Issues Remedial actions for system improvement Type of work Cost estimate Timing

1 Little Waihi Bledisloe Park Ave Runoff from Bledisloe Park Ave flows onto Lyndhurst 1. Design and install an inlet structure concrete bund to direct the water to discharge to the Little Capital works -Transportation The work to replace the broken pipe and install a discharge "sock" and the new Ave causing surface flooding . The stormwater pipe Waihi Quarry Reserve and reduce the volume of runoff flowing down to Lyndhurst Dr. culvert entry has been approved. on the corner of Bledisloe Park Ave and Lyndhurst 2. GPS pipe inlet and outlet locations and inverts, and update GIS. Maintenance - Utilities Completed. Ave is undersized and does not effectively divert the flow towards the Little Waihi Quarry Reserve . 3. Flush out pipe to remove any blockages. Captial works - Transportation

2 Maketu Williams Crescent Runoff from the road follows the steep grounds and 1. Install kerb and channel along a short section of the road (between 2 and 8 Williams Crescent) Capital works - Transportation Project would normally be funded from the Maketu Community Roading budgety flow towards the houses on the eastern side of to prevent runoff from the road flowing onto these properties. which is fully committed. The proposed kerb and channel will be designed and Williams Cres. There is no kerb and channel on this estimatged in the next few months. street. Approximately four properties affected by 2. Install catchpits on this street to intercept road runoff and pipe them to reticulation . Capital works -Transportation erosion and flooding .

3 Maketu Rauporoa Road Road is eroding away along Rauporoa Rd . Worst at 1. Install concreted swale to prevent erosion of the benn and maintain the beach feel, or kerb Capital works -Transportation This project would nonnally be funded from the Community Roading Budget the corner of Williams Cres and Rauporoa Rd . and channelling (approximately 150 m). which is fully committed. The issue is being assesssed by Westlink as to remedial options and estimate of costs.

2. Assess the size of the catchpit at the bottom of Rauporoa Rd to ensure it has capacity to Capital works -Transportation accommodate the flow. Upgrade if necessary. 3. Design and install energy dissipaters at the bottom and/or along Rauporoa Rd to reduce the Capital works -Transportation speed of the runoff and prevent scouring.

4 Maketu Town Point Road Overgrown vegetation in the banks of the open 1. Inspect and spray the vegetation in the next 6 monthly maintenance schedule. Dredge out silt Maintenance - Utilities n/a Scheduled for 2017-18. This is ongoing. Open drain mechanical clearing is drain. if determined necessary. under way now. To be complete by the end of August 2017.

5 Maketu Town Point Road Overgrown vegetation within the opern drain and 1. Clear out the vegetation and expose the outlets. Maintenance - Utilities n/a Scheduled for 2017-18. blocking the pipe inlets, outlets and culverts. Erosion 2. Install concrete drain (approximately 60 m). Capital works - Utilities $ 10,000 Works started July 2017. Incorporated with Town Point Road footpath project. at the pipe inlet. 3. Design and install energy dissipater to prevent erosion by the flow at the outlet. Capital works- Utilities $ 2,000 Works started July 2017. Incorporated with Town Point Road footpath project.

6 Maketu Beach Road Discharge outlet often gets blocked by debris from 1. Clear out the outlet. Maintenance - Utilities n/a Completed the ocean . Water backs up and bubbles out the 2. Place rocks at the front of the pipe with clearance to prevent debris going into the pipe from Maintenance- Utilities n/a Scheduled for 2017-18. catchpit on Beach Road . 3. Increase the frequency of inspection to ensure the pipe is not blocked. Maintenance - Utilities n/a Under investigation.

7 Maketu Little Waihi Road Overgrown vegetation in the banks of the open 1. Inspect and spray the vegetation in the next 6 monthly maintenance schedule. Dredge out silt Maintenance - Utilities n/a Scheduled for 2017-18. The next round of spraying ofTe Puke, Maketu and drain. if determined necessary. Pukehina will take place in during September and October.

8 Maketu Wilson Road North Culvert is blocked and the banks show signs of 1. Clear debris blocking the culvert. Maintenance - Utilities n/a Completed. erosion. 2. Protect the banks from erosion using rocks . Maintenance - Utilities $ 3,500 Completed .

9 Maketu Spencer Avenue Overgrown vegetation in the banks of the open 1. Inspect and spray the vegetation in the next 6 monthly maintenance schedule. Dredge out silt Maintenance - Utilities n/a Completed. drain. if determined necessary.

10 Maketu Maketu Road The open drain behind the culvert with grill has been 1. Further investigate this issue raised by the residents. A second high level culvert may ease the Captial works $ 50,000 Awaiting decisions from BOPRC. Not dug out over the years as requested by the Maketu flooding issues experienced at this location. This work depends on the wider flood management Funded. residents. The tidal gate does not perform as decisions by BOPRC. Will be followed up by a WBOPDC staff to expedite an outcome. intended and water does not flow out to the sea at low tide. The fish passage installed by BOPRC is not working as intended.

11 Maketu Ma ketu Road Overgrown vegetation in the open drain and inlets. 1. Concrete the inlet area. Maintenance - Utilities $ 5,000 Completed. 2. Clear out the vegetation. Maintenance - Utilities n/a Scheduled for 2017-18. Ongoing . Open drain mechanical clearing underway now, to be completed by end of August.

Prepared by: Su Young Ko Charles Tapsell Infrastructure Engineer Drainage Network Engineer Drainage Date: 21/07/2017

Checked by: Alex Finn Kelvin Hill Transportation Operations Manager Utilities Manager Date: 27/07/2017