MAK~TU COMMUNITY BOARD Poari 1-/Apori

Nga Take

MAK~TU COMMUNITY BOARD Poari 1-/apori

MC4 Tuesday, 2 May 2017 Maketu Community Centre 7.00pm Notice of Meeting No MC4 Te Karere

Maketu Community Board Poari Hapori

Tuesday, 2 May 2017 Maketu Community Centre 7.00pm

Members: S Beech (Chairperson) G Cantlon (Deputy Chairperson) R Clark W Mcfadyen Councillor K Marsh Councillor J Scrimgeour

Media Staff

Miriam Taris Chief Executive Officer Western Bay of Plenty District Council

Western Bay of Plenty Maketu Community Board Mangai Te Kaunihera

Role and Purpose of Community Boards

• To represent, and act as an advocate for, the interests of their communities • 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 the 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 respective communities to promote public participation and communication within respective communities • To undertake tasks, powers and functions as may be 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 have input into Council and its Committees on issues and plans affecting the respective communities • To provide an effective mechanism for community feedback to Council • To receive reports from Council appointees on Council matters relevant to the Community Boards Agenda for Meeting No. MC4

Pages Present In Attendance Apologies

Public Forum (If Required)

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 three 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 ra ised 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.

Recommendation

THAT the meeting adjourn for the purpose of holding a public forum.

MC4. 1 Minutes of Meeting No. MC4 of the Maketu Community 6-12 Board held on 21 March 2017

A copy of the minutes is attached.

Recommendation

THAT the minutes of Meeting No. MC3 of the Maketu Community Board held on 21 March 2017 as circulated with the agenda be received and confirmed as a true and correct record.

MC4.2 Council Decisions on Board Recommendations- May 2017 13-14

Attached is a report from the Democracy Advisor dated 19 April 2017. MC4.3 Chairperson's Report 15-17

Attached is a report from the Chairperson dated 18 April 2017.

MC4.4 Councillor's Report 18

Attached is a report from Councillor Scrimgeour dated 19 Ap ril 2017.

MC4.5 Maketu Community Board Grant Applications - May 2017

Following advertising in the Te Puke Times during March 2017, calling for applications for Maketu Community Board Grant Funding for the 2016/17 financial year, the Board is advised that no applications have been received .

MC4.6 Infrastructure Services Report Maketu- May 2017 19-34

Attached is a report from the Deputy Chief Executive dated 13 April 2017.

MC4.7 Financial Report Maketu - February 2017 35-37

Attached is a report from the Management Accountant dated 7 April 2017.

MC4.8 Council, Standing Committee and Community Board 38 Meetings

Attached is a schedule of meetings for t he months of May and June 2017.

Recommendation

THAT the schedule of meetings for May and June 2017 be received. 6

Western Bay of Plenty District Council

Minutes of Meeting No. MC3 of the Maketu Community Board held on 21 March 2017 in the Maketu Community Centre commencing at 7.00pm

Present

Members S Beech (Chairperson), R Clark, and W McFadyen and Councillors K Marsh and J Scrimgeour

In Attendance

G All is (Deputy Chief Executive), P Watson (Reserves and Facilities Manager) and A Alty (Democracy Advisor)

Other

His Worship the Mayor, Councillor G Dally, one member of the press and one member of the press.

Apologies

An apology for absence was received from Member Cantlon .

Resolved: Members Beech I McFadyen

THAT the apology for absence from Board Member Cantlon be accepted.

Public Forum

Resolved : Counci llors Marsh I Scrimgeour

THAT the meeting adjourn for the purpose of holding a public forum.

Suggested Whiteware Collection

Christine Willis introduced herself as a resident from Little Waihi seeking interest and support for a whiteware collection throughout the Maketu area. The suggestion for a 7

Minutes of MC3 held on 21 March 2017 2 collection was prompted by the number of illegal dumping instances that had been noticed in the area at various times. Ms Willis said that she had spoken to the Western Bay of Plenty District Council Environmental Solid Waste Team Leader who had advised that Council did not undertake an in-organic or whiteware collection. There was a cost component associated with discarded refrigerators and freezer units in that they had to be de-gassed before being stripped and crushed .

The Board noted that there was a metal recycling business operating at Quarry Road in Te Puke that accepted whiteware. The problem for some people was getting the whiteware that needed to be disposed off to the recycling premises.

A whiteware drive may eliminate the illegal dumping of whiteware on the side of the road that had occurred during various times throughout the Little Waihi and Maketu area. It was clarified that whiteware was typically classed as fridges, freezers, stoves and washing/drying appliances, where computers, microwaves, printers were classed as electronic waste/recycling.

The Chairperson thanked Ms Willis for raising the item and asked if she would talk to the projects Team Co-Ordinator at the Maketu Information Centre in the first instance. The Board was also advised that there had been a person advertising in the local Te Puke Times that he was willing to pick up old whiteware free of charge so this would be an avenue that Ms Willis should follow up.

Resolved: Member Clark I Councillor Scrimgeour

THAT the meeting be re-convened in formal session at 7.10pm.

MC3.1 Presentation - Emergency Management Bay of Plenty

The Board welcomed Naomi Luckett, Emergency Management Advisor (Community Resilience) who was in attendance to give a presentation to the Board in regard to Community Response Planning, the Community Response Planning toolkit, Community Guides and the potential role of Community Boards in supporting Community Response Planning and ensure that the community was up to date with information from Emergency Management Bay of Plenty.

The Emergency Management Adviser noted her availability to assist the Board and members of the wider community in the development of an emergency response plan for Maketu and the immediate surrounding area.

The planning toolkits would assist with the development of the response plan and there needed to be engagement in this project from the wider community. Ultimately a Community Response Plan was developed to assist and enable the people in a community to survive and manage without outside contact for at least three days following an emergency event. 8

Minutes of MC3 held on 21 March 2017 3

Emergency Management advisors had also been working with local Marae representatives to develop Marae Preparedness Plans that would link into the overall Maketu Community Response Plan .

The Chairperson thanked Ms Luckett for her presentation and noted that the Ministry of Youth Development YES (Youth in Emergency Service) programme at Maketu had been very successful.

Resolved: Mem bers McFadyen I Cla rk

THAT the presentation from Emergency Management Bay of Plenty be received.

MC3 .2 Minutes of Meeting No. MC2 of the Maketu Community Board held on 31 January 2017

The Board considered the minutes of meeting MC3 of the Maketu Community Board held on 31 January 2017 as circulated with the agenda.

Resolved: Member McFadyen I Councillor Scrimgeour

THAT the minutes of Meeting No. MC2 of the Maketu Community Board held on 31 January 2017 as circulated with the agenda be received and confirmed as a true and correct record.

MC3.3 Chairperson's Report

The Board considered a report from the Chairperson dated 7 March 2017 as circulated with the agenda.

MC3.3.1 Town Point Road Footpath

The Reserves and Facilities Manager advised that he had arranged a meeting to be held on Monday 27 March and invited the Maketu Community Board Chairperson to attend to discuss particular Tangata Whenua concerns in regard to the construction of the Town Point Road footpath.

MC3.3.2 Kerb and Channel

Board members advised that kerb and channel infrastructure was urgently requi red in the vicinity of Williams Crescent and Arawa Avenue. Some residents had experienced flooding into their properties and the roadway edges were being scoured out and broken down by free flowing water particularly after a heavy rainfall event.

The Reserves and Facilities Manager advised that he would check the area and report back to the Deputy Chief Executive. 9

Minutes of MC3 held on 21 March 2017 4

MC3.3.3 Upgrade to the Central Business District and Beach Road

The Chairperson acknowledged the work of staff in regard to the Central Business District and the Park Road, Beach Road reserve areas that had looked really good during the summer months.

MC3 .3.4 Training and Conferences for Elected Members

The Board was advised that the Local Government New Zealand (LGNZ) Community Boards 2017 Conference would be held in Methven from 11-13 May 2017.

The Board noted the value of professional development and networking at a national level in regard to Local Government knowledge and ascertained that there was funding available to send one member of the Maketu Community to the bi-annual conference.

Resolved: Councillors Scrimgeour I Marsh

THAT the Maketu Community Board approve the attendance of the Maketu Community Board Chairperson or his appointee (subject to confirmation of availability) at the Local Government New Zealand Community Board Conference to be held at Methven on 11-13 May 2017 funded from the Maketu Community Board Contingency Account.

MC3.3.5 Maketu Community Board Grant Funding

The Board was advised that an advertisement had been placed in the Katikati Advertiser calling for applications to the Maketu Community Board Grant Funding for 2017118. Applications were to be submitted by 31 March 2017 for consideration at the Maketu Community Board Meeting MC 4 to be held on 2 May 2017.

Resolved: Member Beech I Councillor Marsh

THAT the Maketu Community Board Chairperson's Report dated 7 March 2017 be received.

MC3.4 Councillor's Report

The Board considered a verbal report from Councillor Marsh who spoke to the following items: • Maketu Cycleway • Long Term Plan Discussions • Community Feasibility Study • Closing of Old Maketu Garage - future use of the building 10

Minutes of MC3 held on 21 March 2017 5

Councillor Marsh acknowledged the work of the Deputy Chief Executive, the Reserves and Facilities Manager and respective staff, in regard to the overall upgrade of Maketu township.

Resolved: Councillor Marsh I Member Beech

THAT the verbal report from Councillor Marsh be received.

MC3. 5 Maketu Community Board Grant Appl ication - March 2017

The Board considered a report from the Democracy Advisor dated 9 March 2017 as circulated with the agenda.

The Board considered an application from the Maketu Anzac Committee who were seeking funding assistance of $500.00 for the 2017 Anzac Day Dawn Service Commemorations to be held at the local Whakaue Marae.

Resolved: Councillor Marsh I Member McFadyen

1. THAT the report from the Democracy Support Officer Community dated 9 March 2017 titled Community Grant Application March 2017 be received.

2. THAT the Maketu Community Board approve the following grant to be funded from the Maketu Community Board Grants 2016/2017 Account subject to all accountabilities being met.

Maketu Dawn Service Committee $500.00

MC3.6 New Road Name - Maketu - March 2017

The Board considered a report from the Environmental Consents Manager dated 8 March 2017 as circulated with the agenda.

Councillor Marsh noted that it was particularly significant that an original settler of the area was recognised and acknowledged by attributing the stopped portion of Te Tumu Road new road name to Mr Mill Cruickshank.

Resolved: Councillors Scrimgeour I Marsh

1. THAT the Environmental Consent Manager's report dated 8 March 2017 and titled ''New Road Name- Maketu'' be received.

2. THAT it be recommended to the Regulatory Hearings Committee that pursuant to Section 319 and 319a of the Local Government Act 1974, the Regulatory Hearings Committee adopt the following road name for the stopped portion of Te Tumu Road, Te Puke arising from the construction of the Tauranga Eastern Link:

"Cruickshank Lane" 11

Minutes of MC3 held on 21 March 2017 6

MC3.7 Infrastructure Services Report Maketu- March 2017

The Board considered a report from the Deputy Chief Executive dated 28 February 2017 as circulated with the agenda.

MC3.7.1 Cycleway into Maketu

The Reserves and Facilities Officer advised that he had arranged a site meeting with a representative from the Bay of Plenty Regional Council to look at options using the embankments of the wetlands on the right-hand side of the entranceway into Maketu that would bring dual benefit to all users.

The Deputy Chief Executive advised that options for the safest crossover point for cyclist and walkers across Maketu Road would be looked at.

MC3.7.2 Future Car Parking Arrangements

The Deputy Chief Executive noted that the earlier advised parking arrangements for the Hauora building resulting in the development and enhancement of the corner site opposite the Hauora building on Wilson Road by the roundabout were being finalised.

The development would provide for up to 15 public car parking spaces within the corner site which was a good outcome for the community. Two disability car parks would be identified and allocated within the Maketu Community Centre parking area.

Resolved: Councillors Scrimgeour I Marsh

THAT the Deputy Chief Executive report dated 28 February 2017 and titled Infrastructure Services Report Maketu- March 2017 be received.

MC3.8 Financial Report Maketu - January 2017

The Board considered a report from the Financial Accountant dated 6 March 2017 as circulated with the agenda.

Resolved: Member Beech I Councillor Scrimgeour

THAT the Financial Accountant's report dated 6 March 2017 and titled Financial Report Maketu- January 2017 be received.

MC3.9 Council, Standing Committee and Community Board Meetings

The Board considered a schedule of meetings for the months of April and May 2017 as circulated with the agenda. 12

Minutes of MC3 held on 21 March 2017 7

Resolved: Members Clark I McFadyen

THAT the schedule of meetings for April and May 2017 be received.

The meeting concluded at 8.18pm.

Confirmed as a true and correct record. S Beech Chairperson Maketu Community Board

Date

MC3 13 Date 19 April 2017 Open Session Subject Council Decisions on Board Recommendations- May 2017

Western Bay of Plenty District Council

Maketu Community Board

Council Decisions on Board Recommendations -May 2017

Executive Summary

The following is a decision adopted by the Regulatory Hearings Committee based on the recommendation from the Maketu Community Board meeting MC3 held on 21 March 2017.

The report is provided for information purposes only.

Remit from the Regulatory Hearings Committee- April 2017

RH2.2 Recommendatory Report from the Maketu Community Board - March 2017 New Road Name

The Committee considered a report from the Democracy Advisor dated 22 March 2017 as circulated with the agenda.

Resolved: Mayor Webber I Williams

1. THAT the report from the Democracy Advisor dated 22 March 2017 and titled Recommendatory Report from the Maketu Community Board March 2017- New Road Name be received.

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

3. THAT pursuant to Section 319 and 319a of the Local Government Act 197~ the Regulatory Hearings Committee adopt the following road name for the stopped portion of Te Tumu Road, Te Puke arising from the construction of the Tauranga Eastern Link:

. "Cruickshank Lane"

.1\2883543 Page 1 14 Date 19 April 2017 Open Session Subject Council Decisions on Board Recommendations - May 2017

Recommendation

THAT the report of the Democracy Support Officer dated 19 April 2017 titled Council Decisions on Board Recommendations - May 2017 in regard to a new road name for the stopped portion of Te Tumu Road be received.

~Democracy Advisor

A2883543 Page 2 15 Date 18 April 201 7 Open Session Subject Chairperson s Report Maketu Community Board MC4 May 2017

Western Bay of Plenty District Council

Maketu Community Board

Chairperson's Report- May 2017

1. April Weather Events

The past few weeks have been very wet and windy and wild in the Western Bay of Plenty with Maketu taking its fair share of what Mother Nature has thrown at it. This affected some areas of Maketu much more than others. With cyclone Cook hammering hard down on Maketu causing trees to be blown over, flooded houses and storm drains blocking- maybe some lessons can been learnt from these conditions for future storm events. The following is a summary of affected areas:

Top end of Arawa road saw several trees blown over and blocking the road. Lower Little Waihi road experienced many slips and trees down blocking the road . Little Waihi Road Bledisloe Park end, trees down, slips, flooding to houses, road completely blocked off. Lower end of Arawa Ave, several big gum trees down causing a serious motor vehicle accident. Maketu Road, storm drains blocked causing flooding to low lying homes. Town Point (Okurei) large slips causing concern to land owners. No power throughout Maketu. Evacuation safe point not clearly identified.

2. Current Work on Reserves at Maketu

The Board is looking forward to seeing some upgrading of fences, and bollards around the green area of No. 7 Little Waihi Road.

It's good to see the carousel back at the park on the village green a favourite piece of playground equipment for our kids .

The new playground planned for Ngaparaoa drive will be installed shortly.

A2883024 Page 1 16 Date 18 April 2017 Open Session Subject Chairpersons Report Maketu Community Board MC4 May 2017

3. Points for discussion

• Removal of gum trees on Arawa Ave • Kerb and channelling Williams Cres • Stabilising cliff face on Town Point Road • Straighten slip areas on Little Waihi Road at the Maketu Road end • Regular clearing of drain culverts Maketu Road • Better access road to Little Waihi

4. Lyndhurst Avenue Stormwater

At the Maketu Community Board meeting MC2.5.2 held on 31 January 2017, the following was reported in regard to Lyndhurst Avenue Stormwater :

"The Board received a report from the Transport Operations Manager in regard to Council's response to stormwater problems experienced by residents of Lyndhurst Avenue.

The report advised that Westlink Engineers had investigated the cause of stormwater flooding that had affected the identified properties on the accompanying map and arranged improvements at the inlet to the culvert at point "B" (shown on the map) which directed water across the bottom of Bledisloe Park, into the old quarry.

It had been established that a drain had been previously blocked off and this had caused the accumulated stormwater to flood onto properties along Lyndhurst Avenue. Westlink had been instructed to keep the discharge drain open.

A copy of the report would be forwarded to the Chairperson for him to pass onto residents of Lyndhurst Avenue."

During the most recent heavy rain events, properties again experienced flooding.

The Board would like confirmation that Westlink had undertaken the proposed improvements and would also like assurance that regular maintenance and inspections of the discharge drain were being undertaken.

A2883024 Page 2 17 Date 18 April 2017 Open Session Subject Chairpersons Report Maketu Community Board MC4 May 2017

5. Long Term Plan - Community Conversations

As part of the Long Term Plan community conversation process the following dates to meet the public at Maketu have been scheduled:

Maketu Sunday 21 May 8 am to 12 pm Village Green Beach Road Maketu Market Day - Event stall with displays

Maketu Tuesday 13 June 4.30 pm to 6.30 pm Maketu Community Centre Drop-in session with display stalls before main community board meeting.

Recommendation

THAT the Chairperson~ Report to the Maketu Community Board for May 2017 be received.

Shane Beech Chairperson Maketu Community Board

A2883024 Page 3 18 Date 20 April 2017 Open Session Subject Councillors Report- Maketu Community Board MC4 May 2017

Western Bay of Plenty District Council

Maketu Community Board

Councillors Report- May 2017

Long Term Plan

Planning and discussions have been happening to facilitate community conversations that are to be put in place regarding the Long Term Plan. An initial series of meetings will take place right around the district over the next couple of months. These dates are highlighted in the Chairpersons Report.

Extreme Weather Events

The two recent tropical cyclone weather events have delivered a huge amount of rainfall to the district and some low lying properties have been underwater for extended periods. V\/f.:> stlink contractors have been busy dealing with a lot of flooding and tree fal l events. Whi le there have been a large number of issues to deal with we seem to have avoided major Individua l problems. Issues at Edgecumbe and surrounding areas have highlighted the need to be prepa red and have functional Emergency Management Plans for all communities in our dist rict in place.

Inner Harbour and Coastal Erosion Plan

Council has been considering feedback on the draft Inner Harbour and Coastal Erosion Plan. There seems to be a mix of opinions but overall support for the thrust of the policy.

Tauranga City Council Water Consent Process

Tauranga City Council is undertaking preparation work with a view to activating their consent to take water from the Waiari Stream to supply their needs in in the rapidly growing Papamoa area.

Joh n Scrimgeour ,Councillor Maketu Community Board

Page 1 A2884340 19 Date 13 April 2017 Open Session Subject Infrast ructure Services Report Maketu May 2017

Western Bay of Plenty District Council

Maketu Community Board

Infrastructure Services Report Maketu May 2017

Purpose and Summary

This report provides specific information on infrastructure activities of interest to the Board.

Minute Action Sheets

The current Board Minute Action Sheets are attached to this report. The resolution to receive this report includes receipt of the Minute Action Sheets. Attachment A

Recommendation

1. THAT the Deputy Chief Executive Officer's Report dated 13 April 2017, and titled Infrastructure Services Report Maketu May 2017 be received.

-6f!IL_____ ··················································-····· .. ···· · ·········· · ··· · · · ·~····· · ·· ·· ········ - · · - ································ ···-·-·········... ·-·- ····- ·······-···-········ Approved Gary Allis Deputy Chief Executive

A2872011 20 Date 13 April 2017 Open Session Subject Infrastructure Services Report Maketu May 2017

1.0 Utilities

1.1 Maketu Pump Station Rehabilitation Works Works to be undertaken on the internal surfaces of the pump station chamber to replace protective coating. The existing coating has failed prematurely. Work is scheduled to start end of April. These maintenance works will not effect the levels of service for wastewater, as a bypass system will be used to convey wastewater around the pump station.

1.2 Bledisloe Park Avenue and Arawa Avenue Water Main The 450-metre section of pipe from the pump at the reservoir into Arawa Avenue requires replacement. Archaeological Authority has been approved. Construction to be completed by June 2017.

1.3 Home Worm Composting Workshops The next workshops will be held in Waihi Beach (13 May) and Omokoroa (27 May). Upcoming workshops are advertised on Council's website with information regarding registration and payment. Please see: http://www.westernbay.govt.nz/our-services/rubbish-recyclinq-waste/Pages/Worm Composting.aspx

1.4 SWAP (Solid Waste Analysis Protocol) The second SWAP for the WBOPDC, to analyse the content of rubbish bags and wheelie bins, was undertaken during 22 - 28 February 2017. Three hundred and fifty green bags and bins were analysed, equal to 600kg/day. The audit report has been received and is currently being produced into a report that will be provided to all stakeholders. Expected to be out by the end of April.

1.5 Review of Waste Minimisation Management Plan (WMMP) The timeline for adopting a revised WMMP remains for mid-2017. The milestone activities are as follows:

- Issues and Options to Council - Draft WMMP prepared and presented - Consultation with key stakeholders - Hearings, deliberations and adoption of WMMP

Feedback has been provided to Council. A decision has been taken to consult with the wider community as part of the Long Term Plan community conversation events that will be running during the months of May and June across the District.

1.6 Water Meter Installation Project- ESZ (Eastern Supply Zone) Urban and rural domestic customer meter installations are complete. The final stage of this project is to upgrade a number of commercial meter and 'backflow prevention devices' this work is expected to be completed by end of April 2017

1.7 Maketu Wastewater Treatment Plant Desludging Structure Alterations to the Maketu dewatering unit have been commissioned and will be undertaken in the next few month.

A2872011 21 Date 13 April 2017 Open Session Su bject I nfrastructure Services Report Maketu May 201 7

2.0 Reserves

2.1 Dotterel Point Reserve Capital Development (Pukehina) Obtaining Bay of Plenty Regional Council consent for the new revised design is taking substantially longer than anticipated due to some cultural concerns. Once obtained, it will be repriced for construction as soon as possible. The timing of the future new surf club building does not affect this project.

3.0 Strategic Property

Nothing new to report this month.

4.0 Development Engineering and Projects

4.1 Te Puke Highways - Town Centre Upgrade Substantial completion of Contract given on 24 march 20 17. Security cameras still to be installed . Minor defects list is being addressed .

Asphalt resurfacing, signs and marking proposed to be installed by the end of the March. Currently being held up by inclement weather.

4.2 Te Puke Highways - Northern Entrance (Raparapahoe Bridge to old Railway Station)

1. Footpath from the railway station to Cameron Road substantially complete. An additional length of footpath across the Ohineangaanga Bridge is under consideration due to the number of people who use this route informally.

2. Several currently vacant gardens will be completed once footpath works are complete.

4.3 Te Puke Highways - Pavement Works Key works to complete are:

1. Construction of roundabouts at Quarry and No 3 Road, together with road reconstruction to Atuaroa Road . Approximately completion date by mid April.

2. Waitangi Village road reconstruction and safety improvements. Estimated completion late May.

3. Installation of rumble strips on the rural sections of the highway. Complete by 30 June. Designs are complete and estimates provided for approval.

4.4 Waitangi Improvements Further consultation is underway on the speed reduction proposal for Waitangi Village. A report to Council is expected to be produced after consultation.

A2872011 22 Date 13 April 2017 Open Session Subject Infrastructure Services Report Maketu May 2017

5.0 Emergency Management

5.1 Cyclone Cook Civil Defence advised self-evacuations of the following low lying coastal areas due to storm surge.

• Waihi Beach • Bowentown inner harbour • Athenree • Tuapiro • Ongare pt • Little WaihT • Pukehina Beach • MaketO

In Waihi Beach the RSA was activated as a Community Led Centre (CLC). A few evacuees showed up but no one remained No evacuees presented themselves.

Spoke with the Otawhiwhi Marae (Bowentown) representative advising him that the RSA was available should they wish to go, he spoke about Tuapiro Marae being up high and would be a good refuge and were activated as a CLC.

The Katikati War Memorial Hal l was also activated as a CLC. Spoke with the Manager of the Katikati Backpackers as their premises was close to the Uerata river that could possible fl ood advising them of the nearest CLC, who would advise residents accordingly.

Hearing that Snodgrass Road residents (at the end of the peninsular at Te Puna) were given a verbal evacuation notice, Paparoa Marae was set up as a CLC. The Maketii Fire Chief and local Principal were contacted and Maketu School was set up at a Community Led Centre.

Contacted Pukehina Beach Rate Payers Association and prior messaging had gone out via mail drop, email and social media warning residents of the impending storm. The Pongakawa Hall was set up as a CLC and 22 people gathered there.

Key people from Motiti Island (Te Patuwai) were contacted, and we were advised that flights scheduled for 12/4 ceased because of the weather. People can come over to the Island for an unveiling yesterday at the Marae. The Marae was used to accommodate these people during the storm (as was effectively set up as a CLC) as there was power and still plenty of food. Efforts were made via CD radi o to communicate with the Island, however no transmission was returned . There was a suggestion made that the CD radio be stowed somewhere the CD contact people could grab it (in close proximity to the Marae) and operate it. All attendees were medication compliant and did not require oxygen or respirators during this time. The morning after the storm flights occurred to transport people back to the mainland. A comment was made 'living over here we're using to this kind of terrible weather!'

Dept. of Internal Affairs was also notified of the status on Motiti Island during this time, being the Island is under no council authority.

A2872011 23 Date 13 April 2017 Open Session Subject Infrastructure Services Report Maketu May 2017

• Omokoroa- Omokoroa Community Church; (no evacuees) • Katikati- Memorial Hall (no evacuees). Team Leader at KK was at the on the CLC team at the hall. • MaketO- Maketu School (no evacuees) • Pukehina- Pukehina Hall I Pongekawa School (22 evacuees) • Te Puke- Orchard church ( no evacuees) • Te Puna - Paparoa Marae (no evacuees) • Antenree packing shed- (no evacuees) • Matua Hall (no one)

6.0 Roading

6.1 Community Road Maketu The Maketu Community Board has requested the construction of a footpath along Town Point Road. An Archaeological Authority is required from Heritage New Zealand before construction can start. An application has been made to Heritage NZ and we are waiting for approval.

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. This will be completed before the onset of winter.

6.2 Community Roading Account This sets out the community reading budget for the year, completed projects, committed and approved projects, debt payments and projects approved for future years. This section will only be updated when a project is typed, deleted or completed.

Current Account Opening Ba lance 1 July 2016 $11,615 Allocation for 2016/17 $65,322

Sub total $76,937

Less Projects to be completed during year - Town Point Road $15,354 Footpath Funding Debt funding for year $26,695

Projected Current Account 30 June 2017 Balance $34,888

Note: Loan balance 30 June 2016 $(112,450) The loan will be repaid June 2021.

A2872011 24 ATTACHM ENT A Community Board Report MAKETU COMMUNITY BOARD 6/12/2016

Remit Title Pampas Removed Remit Number MC1 16 10.5 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 20 16 be received . Actions 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.

A2884251 25 ATTACHMENT A MAKETU COMMUNITY BOARD 6/12/2016

Remit Title Maketu Project Team - Cycleway into Maketu Remit Number MC1166.4 Owner GM1 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 Bay of Plenty Regional Council and representatives from the Maketu Projects Team regarding the proposed wetland future developments in the area. Actions 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.

A2884251 26 ATTACHMENT A MAKETU COMMUNITY BOARD 31/01/2017

Remit Title Entrance to the Kohanga Reo

Remit MC217 5.3.10 Number Owner RFM

Status UNDER ACTION

Complete Date Confidential

Resolution Member McFadyen advised that she visited the Kohanga Reo and made an approach to encourage users of the Kohanga Reo to park in the off road parking area next to the building rather than parking on the roadway.

Board members recognised the risk to children and other road users when vehicles were parked on the roadway at the entrance to Kohanga Reo.

The Reserves Facilities Manager will liaise with the Community Relationships Advisor to arrange a meeting with the Kohanga Reo personnel and discuss options to encourage better use of the designated car parking area for the Kohanga Reo users. Member McFadyen would be advised of the meeting date and time and attend . Actions 19 April 2017: Staff are awaiting a response from the Kohanga Reo.

7 February 2017: Meeting being co-ordinated .

A2884251 27 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 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.

A2884251 28 ATTACHMENT A MAKETU COMMUNITY BOARD 6/12/2016

Remit Title Future Car Parking Arrangements Remit Number MC1166.2 Owner TOM Status UNDER ACTION Complete Date Confidential Resolution The Deputy Chief Executive advised that parking arrangements for the Hauora building were being discussed wi th owner/occupiers of the building which would see the development and enhancement of the corner site opposite the Hauora on Wilson Road by the rou ndabout providing parking for the users of the building and for the general public. Two disability car park spaces would be identified and allocated within the Maketu Community Centre parking area. Actions 4 April 2017: Arrangements have been agreed on and a variation to the consent is being processed.

8 March 201 7: 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 variation 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.

A2884251 29 ATTACHM ENT A MAKETU COMMUNITY BOARD 31/01 /2017

Remit Title Maketu Sports Ground Reserve - Entrance I Footpath Remit Number MC217 5.3.2 Owner RF02 Status COMPLETE Complete Date 12 April 2017 Confidential Resolution While this project was listed as completed, the Board felt that an extra load of 'scalpings' was required at the entranceway. The Reserves and Facilities Manager advised that this would be programmed to be undertaken in the Autumn when it was a more suitable time to sow grass seed.

Actions 10 April 2017: Work has been scheduled to be completed by the end of April.

7 February 2017: To be undertaken during the Autumn months.

A2884251 30 ATTACHMENT A MAKETU COMMUNITY BOARD 31/01/2017

Remit Title Town Point Road Footpath Remit Number MC217 5.3 .1 1 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 li ke 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 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 New Zealand before construction can start. The application will require iwi consultation before it can be processed by Heritage NZ and this is underway.

A2884251 31 ATTACHMENT A MAKETU COMMUNITY BOARD 21/03/2017

Remit Title Presentation - Emergency Management Bay of Plenty Remit Number MC317 1 Owner RFM Status COMPLETE Complete Date Confidential Resolution The Board welcomed Naomi Luckett, Emergency Management Advisor (Community Resilience) who was in attendance to give a presentation to the Board in regard to Community Response Planning, the Community Response Planning toolkit, Community Guides and the potential role of Community Boards in supporting Community Response Planning and ensure that the community was up to date with information from Emergency Management Bay of Plenty.

Emergency Management advisors had also been working with local Marae representatives to develop Marae Preparedness Plans that would link into the overall Maketu Community Response Plan.

The Chairperson thanked Ms Luckett for her presentation and noted that the Ministry of Youth Development YES (Youth in Emergency Service) programme at Maketu had been very successful.

Resolved: Members McFadyen I Clark

THAT the presentation from Emergency Management Bay of Plenty be received . Actions 19 April 2017: Following the recent two cyclones and the declaration of a state of emergency by Civil Defence, it is a timely reminder for the community to focus on preparedness for future emergency events. Bay of Plenty Emergency Management is undertaking a debrief of the recent cyclone events and to see what areas can be improved in future responses to such events.

A2884251 32 ATTACHMENT A MAKETU COMMUNITY BOARD 21/03/2017

Remit Title Kerb and Channel

Remit Number MC317 3.2 Owner RFM Status UNDER ACTION Complete Date Confidential Resolution Board members advised that kerb and channel infrastructure was urgently required near Williams Crescent and Arawa Avenue. Some residents had experienced flooding into their properties and the roadway edges were being scoured out and broken down by free flowing water particularly after a heavy rainfall event.

The Reserves and Facilities Manager advised that he would check the area and report to the Deputy Chief Executive. Actions 19 April 2017: Westlink will be investigating the options to manage the edge break and stormwater issues before reporting to the Board.

A2884251 33 ATTACHMENT A MAKETU COMMUNITY BOARD 21/03/2017

Remit Title Cycleway into Maketu Remit Number MC317 7.1 Owner RFM Status COMPLETE Complete Date Confidential Resolution The Reserves and Facilities Officer advised that he had arranged a site meeting with a representative from the Bay of Plenty Regional Council to look at options using the embankments of the wetlands on the right-hand side of the entranceway into Maketu that would bring dual benefit to all users.

The Deputy Chief Executive advised that options for the safest crossover point for cyclist and walkers across Maketu Road would be looked at. Actions 19 April 2017: This MAS has been signed off as complete as it duplicates MC 116 6.4

A2884251 34 ATIACHMENT A MAKETU COMMUNITY BOARD 28/06/2016

Remit Title Maketu Projects Coordinator Remit Number MC21 . 163.1 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 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.

A2884251 35 Date 7 April 2017 Open Session Subj ect Financial Report Maket u - February 2017

Western Bay of Plenty District Council

Maketu Community Board

Financial Report Maketu - February 2017

Purpose and Summary

This report provides the Community Board with a six-weekly monitoring of its operational budget.

Attached are the financial statements for the period up to 28 February 2017 (Attachment A} .

Total operational costs are under budget year-to-date and include contingency, grants, mileage allowance, salaries, security and inter department charges.

Grant payments made to date:

$ Kotukutuku Gully Project Team Grant rMC1.8l $1132 Total grants to date $1,132

Committed- Operational expenditure

$ ANZAC Day Commemoration Service [MC2.4] $200 ANZAC Day Commemoration Service Whakaue Marae [MC3.5] $500 LGNZ Community Board Chairs Workshop rMC2.2.4l $100 Total outstanding operational commitments $800

2016/17 reserve analysis:

2016/17 Opening balance $154 564 Spencer Avenue Reserve Levelling [19.3.2] $(5 000) New Bike Stands in the CBD and vicinity of the Maketu Surf $(2,770) Club Reserve [MC19.3.3l 2016/17 Closing balance $146,794

A2878528 Page 1 36 Date 7 April 2017 Open Session Subject Financial Report Maketu- February 2017

Committed reserves expenditure

New Bike Stands in the CBD and vicinity of the Maketu Surf Up to $(21 230) Club Reserve [MC19.3.3]. Maketu Community Hub Feasibility Study fMC14.3.5] Up to $(20 000)

Maketu Information Centre Courtyard enhancement Up to $(5 1 000) [MC20.3.2] Upgrade work at No. 7 Little Waihi Road [MC1.6.1] Up to $(15 000) New BBQ and Seating [MC14.3.6] Up to $(20 000)

Development of other Playground Areas and Furnish with Up to $(15 1 000) Equipment [MC14.3.6] Entrance signs into Maketu [MC14.3 .6] Up to $(5 000) 2016/17 Closing balance $64,564

Recommendation

THAT the Management Accountant's report dated 7 April 2017 and titled "Financial Report Maketu - February 2017" be received.

- - et;; Christie Tromans \] Management Accountant

Approved Ian Butler

A2878528 Page 2 37

Western Bay of Plenty District Council Income and Expenditure Statement For the period ended 28 February 2017

Maketu Community Board Year to Date Full Year Last Year

Variance Actual Budget (Unfav)/Fav Budget Actual $ $ $ $ $ Direct Costs

Contingency- [see breakdown below] 5,000 5,000 0 0 17,000 5,579 Grants 1,132 2,000 868 0 5,000 2,800 Mileage Allowance 384 664 280 0 1,000 0 Salaries 8,474 10,282 1,808 0 15,688 12,098 Security 0 0 0 0 2,000 0 Inter Department Charges 22,416 22,416 0 0 33,627 33,624 Total Operating Costs 37,406 40,362 2,956 0 74,315 54,101

Interest Expense 0 0 0 0 (3,000) (7,429) Total Direct Costs 37,406 40,362 2,956 0 71,315 46,672

Total Costs 37,406 40,362 2,956 0 71,315 46,672

Income Rate Income 50,627 49,544 1,083 0 74,315 66,160 Total Direct Income 50,627 49,544 1,083 0 74,315 66,160

Net Cost of Service 13,222 9,182 4,040 0 3,000 19,488

Contingency - breakdown

Spencer Avenue Reserve Levelling [MC19.3 .2] 5,000

Year to date contingency costs 5,000

Communitx Board Reserves Opening Balance - Surplus (Deficit) 154,564

Spencer Avenue Reserve Levelling [MC19.3.2] (5,000) New Bike Stands in the CBD [MC19.3.3] (2,770)

(Decrease) Increase in year (7,770)

Closing Balance - Surplus (Deficit) 146,794 38

Western Bay of Plenty District Council Formal Meeting Schedule 2017- Schedule A*

MAY 2017

Policy Committee 4 May 9.30am Chambers

Public Transport Committee 5 May 9.30 am BOPRC Whakatane

Operations and Monitoring 11 May 9.30am Chambers Committee Joint Road Safety Committee 16 May 10.00 am Chambers

Council 18 May 9.30am Chambers

JUNE 2017 Meeting Date Time Venue

Queen's Birthday - Monday 5 June 2017

Long Term and Annual Plan 6 June 9.30am Chambers Committee Omokoroa Community Board 6 June 7.00 pm Omokoroa Community Church Hall Katikati Community Board 7 June 7.00 pm Katikati Library and Service Centre Community Committee 8 June 10.00 am TBC

Waihi Beach Community Board 12 June 6.30pm Waihi Beach Community Centre Maketu Community Board 13 June 7.00 pm Maketu Community Centre Te Maru o Kaituna River Authority 14 June 10.30 am BOPDC Rotorua

Policy Committee 15 June 9.30am Chambers (Coastal Erosion Decisions) Te Puke Community Board 15 June 7.00 pm Te Puke Library and Service Centre SmartGrowth Leadership Group 21 June 9.00 am TCC Chambers

Operations and Monitoring 22 June 9.30am Chambers Committee Rural Committee 22 June TBC TBC

Council 29 June 9.30am Chambers

Regional Transport Committee 30 June 9.30am BOPRC Tauranga