32 Date 20 June 2017 Open Session Subject Infrastructure Services Report Maketu July 2017
Western Bay of Plenty District Council
Maketu Community Board
Infrastructure Services Report Maketu July 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 20 June 2017, and titled Infrastructure Services Report Maketu July 2017 be received.
Approved Gary Allis Deputy Chief Executive
A2924879 33 Date 20 June 2017 Open Session Subject Infrastructure Services Report Maketu July 2017
1.0 Utilities
1.1 Pongakawa Water Treatment Plant The Pongakawa water treatment plant has been taken offline while alterations are made to the chemical dosing components of the plant. The eastern supply area is currently being supplied water from the Muttons Water Treatment Plant in No. 1 Road, Te Puke . It is anticipated that the water treatment plant will be back up on line by the first week of August 2017.
1.2 Bledisloe Park Avenue and Arawa Avenue Water Main The new section of pipe from the pump at the reservoir into Arawa Avenue has been commissioned.
1.3 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 was completed in June 2017.
1.4 Maketu Wastewater Treatment Plant Desludging Structure Alterations to t he Maketu wastewater dewatering unit have been completed.
1.5 Maketu Pump Station Rehabilitation Works This project has been competed . The two main pump stations are operational.
1.6 Maketu Stormwater Catchment Areas A site tour was undertaken by staff and Community Board members to review the existing stormwater network at Maketu, in particula r to highlight a number of issues with existing drains and pipe network systems. Staff have agreed to provide a detailed map and associated works programme, including costs, back to the Community Board by the end of July 2017
1.7 Home Worm Composting Workshops The Waihi Beach workshop was held on 13 May, with 37 paying attendees receiving worm farms. The Omokoroa workshop took place on place on 27 May with 40 participants. A follow up workshop is planned for 29 July to accommodate the participants on the waiting list that missed 27 May 2017. Further workshops in Katikati and Te Puke are planned for September/October 201 7, and will be advertised on Council's website when venues and dates are confirmed. Please see: http://www. western bay .govt. nz/ our-services/rubbish-recycling-waste/Pages/Worm Composting.aspx
1.8 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 WMM P
A2924879 34 Date 20 June 2017 Open Session Subject Infrastructure Services Report Maketu July 2017
A decision was 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 our district. Feedback will be provided to Council, which will then be conveyed to the wider stakeholders.
2.0 Reserves
2.1 Dotterel Point Reserve Capital Development (Pukehina) BoPRC consent for the new revised design has been obtained and a contractor has been selected for the project. Implementation will be undertaken as soon as possible, dependent on other contractor commitments and the weather. It is expected that the project will be completed before the Christmas holiday season.
3.0 Strategic Property Nothing new to report this month.
4.0 Development Engineering and Projects
4.1 Te Puke Highways- Town Centre Upgrade No unexpected issues with traffic were experienced over the kiwi fruit season, with minor tail backs only at peak times as predicted.
The town centre upgrade contractor has been active repa1nng defects and maintaining vegetation in accordance with the contract. As built drawings of the new works and irrigation system have now been provided.
Road surfacing and maintenance contractor Westlink have inspected the works and identified areas for minor improvements (e .g. upgrade old seat bench slats). An improvement list of works will be prepared for discussion for funding. New parking signs and markings in the main street have been ordered for completion.
Outcomes from the independent Key Research survey will be available shortly.
4.2 Te Puke Highways- Northern Entrance (Raparapahoe Bridge to old Railway Station) Work on completing the vegetation landscaping will recommence once the hard infrastructure works are complete in the next two weeks. Some vandalism of the new beds has been observed.
4.3 Te Puke Highways - Pavement Works After discussions with NZTA, further pavement construction works and repairs will now be held over until a new construction season and improved weather. This affects road reconstruction section through Waitangi, from Strang Road to the School. Artuaroa section is now complete and ATP works have commenced .
A2924879 35 Date 20 June 2017 Open Session Subject Infrastructure Services Report Maketu July 2017
4.4 Te Puke Highways - Other Works Pah Roa d slip investigations have slowed with a design and funding review requested by NITA. Construction works will be delayed until these issues are resolved, however it has already been agreed that works can be held over until the new construction season .
An additional footpath and drainage improvement works nea r Ohineaanga Bridge are yet to commence.
New white on blue signs (replacing white on green signage) are program med for completion in June 2017.
Guardrail and slip repairs at Rangiuru overbridge are reprogrammed for repair in July 2017.
4.5 Waitangi Improvements Construction works on the paths, kerbs, parking area and urupa are 80% complete.
Threshold signs are now ready for installation.
Va riable 40kph speed signs at the school are in place and operational.
5.0 Emergency Management
5.1 Maketu Staff continue to liaise with Clester Eru, co-ordinator of the MaketO YES programme. EM BOP will be delivering a component of the programme on 2 August at the MaketO Fire Station. The session will ensure students have a basic overview of CDEM (who we are and what we do), hazards in their area and how they can be ambassadors from preparedness in their community.
Emergency Management Bay of Plenty continue to engage with the MaketO Community Board on the development of a Community Response Plan and a Community Guide to Emergencies.
5.2 General Emergency Management Activities A public alerting systems test was scheduled for 3 July. This involved the deployment of vehicle mounted public warning systems in WaihT Beach, Bowentown, Athenree and Pukehina . These were successfully deployed around Omokoroa during the last test, so we will look to familiarise some more Western Bay of Plenty communities with the systems this time around.
Feedback was gathered from those WBOPDC staff who had participated in the EOC response to the April weather events of ex tropical cyclones Debbie and Cook. This feedback has been included in the Post Event Report and will help inform the further development of the emergency operations centre.
I nvites to WBOPDC Emergency Operations Centre staff will be sent out shortly for Exercise Taukiri - 22 August, which will incorporate learnings from Exercise Tangaroa and other recent events. The objective of Exercise Taukiri is to provide ro le clarity during the initial phase of a response .
A2924879 36 Date 20 June 2017 Open Session Subject Infrastructure Services Report Maketu July 2017
EOC Induction training was held on 6 July, 9am-10am for new WBOPDC staff.
Pukehina On 13 May, Emergency Management Bay of Plenty undertook radio training with members of the Pukehina Beach Ratepayers Association, which will ensure there is communication during an event between the Western Zone EOC and the Community Response Team. Further training will be undertaken with members of the Community Response Team.
Emergency Management Bay of Plenty have been engaging with the Community Response Team to develop a banner that will be used to promote preparedness and community response planning in the area. The banner has been delivered to the community.
On Monday 3 July a vehicle mounted public warning system was deployed through Pukehina as part of the alerting systems test. To mitigate any community concerns, a letter drop was completed to inform the community of the alerting systems test. Electronic roadside signage was also in place.
On 11 July, staff attended the Pukehina Beach Ratepayers Association meeting to support the continued role of the Ratepayers Association in the Community Response Team and community response planning process.
6.0 Roading
6.1 District Pre-Seal Repairs Westlink have commenced pavement pre-seal repairs required for the coming summer sealing programme.
6.2 Community Roading Maketu - Town Point Road Footpath The Town Point Road footpath project is progressing. Heritage NZ have approved our application and the contractor is gearing up for work to proceed. The various iwi concerned are yet to appoint a monitor as required in the Heritage NZ authority.
6.3 Maketu Road Cycleway Railway Crossing Westlink have commenced construction, which is expected to be completed prior to the end of July.
6.4 Community Roading Account This sets out the community roading 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.
A2924879 37 Date 20 June 2017 Open Session Subject Infrastructure Services Report Maketu July 2017
Current Account Opening Balance 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 Footpath $15,354 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.
A2924879 38 ATTACHMENT 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 2016 be received. Actions 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.
A2788015 39 ATTACHMENT A MAKETU COMMUNITY BOARD 6/12/2016
Remit Title Maketu Project Team- Cycleway into Maketu Remit Number MC116 6.4 Owner RF M Status UN DER 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 fo rward 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 ri ght-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 wou ld 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 road ways 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 cycl ists 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 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 Regional Council and Te Arawa Lakes Trust representatives.
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.
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 bein g progressed by Council and BOPRC as a jointly used path.
A2943698 40 ATTACHMENT A
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.
A2943698 41 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 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.
A2788015 42 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 general public. Two disability car park spaces would be identified and allocated within the Maketu Community Centre parking area. Actions 7 Ju ly 2017: The applicant has not secured agreement with adjacent property owners on issues relating to property access and has tried to negoti ate other options. Staff have instructed the applicant to go ahead with th e 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 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 requ ired 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.
A2788015 43 ATTACHMENT A
MAKETU COMMUNITY BOARD 31/01/2017
Remit Title Town Point Road Footpath Remit Number MC217 5.3.11 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 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 New Zealand before construction can start. The application will require iwi consultation before it can be processed by Heritage NZ and this is underway.
A2788015 44 ATTACHMENT A MAKETU COMMUNITY BOARD 28/06/2016
Remit Title Maketu Projects Coordinator Rem it 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 T earn 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 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 Apri l 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 Comm ittee 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 th is topic.
19 August 2016: CEO has advised Maketu Board chair of possible options.
13 Ju ly 2016: CEO is looking further into th is request.
A2788015 45 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 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 ch was consulted with the Board Chairman indicated below:
A2788015 46 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.
A2788015 47 ATIACHMENTA
MAKETU COMMUNITY BOARD 9/08/2016
Remit Title Water Tank Face Lift Remit Number MC2216 3.11 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 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
A2788015 48 ATIACHMENTA MAKETU COMMUNITY BOARD 2/05/2017
Remit Title Lyndhurst Avenue Stormwater Remit Number MC417 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 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 will 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.
A2788015 49 ATTACHMENT A MAKETU COMMUNITY BOARD 2/05/2017
Remit Title Te Puke Town Centre Upgrade Remit Number MC417 6.2 Owner OEM Status COMPLETED Complete Date Confidential Resolution Member Cantlon made comment in regard to the Te Puke Highway Town Centre Upgrade and Roadways stating that in his opinion :
While substantial completion of the contract was given on 24 March - road markings had not yet been done.
The car parking areas were 'disgusting'
The overall quality of workmanship for the contract was disgusting
The resurfacing between Jocelyn and Belvedere Street took three months and the quality and finish was extremely poor.
He stated that to see a summary like that included in the Infrastructure Services Report relating to the upgrade was laughable. He also noted that the construction of the roundabouts at Quarry and No 3 Roads, said to be completed by mid April , had not yet started . The bark and planting work was a joke and he could not agree with the comments in this item within the Infrastructure Services Report
Maketu Community Board members noted that while this was a report about Te Puke Development and Engineering Projects, Te Puke was the service town for Maketu and area residents so comments regarding the rehabilitation work was being made in that context. Members noted that a lot of people were now shopping in Papamoa rather than going into Te Puke township. Actions 7 July 2017 - The Development Engineering Manager has met with Member Cantlon and worked through the issues that had been raised.
22 May 2017: Development Engineering Manager is seeking a meeting with Gus Cantlon to further discuss.
A2788015 50 ATTACHMENT A MAKETU COMMUNITY BOARD 31/01/2017 Remit Title Ngaparaoa Drive Reserve - Playground Proposal Remit Number MC217 5.3.4 Owner RF02 Status COMPLETED Complete Date Confidential Resolution The Board was advised that pricing and plans for the new playground were being finalised . Decisions relating to the additional play equipment were yet to be made. Construction was dependent on equipment supply and delivery timeframes along with the availability of a certified play equipment installer.
The Board requested that the Pu riri tree in the centre of the Ngaparaoa Drive Reserve be removed and transplanted to another location if possible. The tree removal would allow an open playing field area that would compliment the future development of the reserve. Actions 3 July 2017: The playground has been completed and is in use.
22 May 2017: The play equipment has been ordered and will be installed when it arrives. There is no need for an Archaeological Authority for the earthworks. Work is underway on the installation of the new play equipment.
10 April 2017: Tree has been removed. Playground preparation is in the final stages.
A2788015 51 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 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
22.08.2016: Colin Amrein Contracting has been asked to commence the levelling asap. No date has been set.
12/7/16 - New quote received ($5K). Purchased order issued and work will be undertaken when ground conditions are suitable.
15/6/16 -Still waiting additional quotes.
23/5/16 - Staff are currently waiting for a second quote for the levelling work before reporting back to the Board .
18.04.2016: 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.
A2788015 52 ATTACHMENT A
MAKETU COMMUNITY BOARD 21/03/2017
Remit Title Kerb and Channel Remit Number MC317 3.2 Owner TOM Status COMPLETE Complete Date 7 July 2017 Confidential Resolution Board members advised that kerb and channel infrastructure was urgently required 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. Actions 7 July 2017: The Utilities section are investigating stormwater improvements in Williams Avenue and Town Point Road. See MC417 3.5
22 May 2017: Westlink are investigating the options to manage the edge break and stormwater issues before reporting to the Board.
A2788015 53 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 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.
A2788015 54 ATTACHM ENT 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 7 July 2017- Staff to foll ow 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.
A27880 15 55 ATTACHMENT A
MAKETU COMMUNITY BOARD 13/06/2017
Remit Title Maketu Project Team- Cycleway into Maketu- Minute Acton Reference MC116 6.4 Remit Number MC517 6.1 Owner RFM Status COMPLETE Complete Date 7 July 2017 Confidential Resolution The Reserves and Facilities Manager advised 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. Actions 7 July 2017: Noted and referenced in MC116 6.4
A2788015 56 ATTACHM ENT A MAKETU COMMUNITY BOARD 13/06/2017
Remit Title Kerb and Channel Will iams Crescent and Arawa Avenue- Minute Action Reference MC317 3.2 Remit Number MC5176.10 Owner TOM Status COMPLETE Complete Date 7 July 2017 Confidential Resolution The Reserves and Facilities Manager advised that Westlink were investigating options to manage the edge breaks and stormwater issues in the vicinity of Williams Crescent and Arawa Avenue and would report back to the Board.
Actions 7 July 2017: This MAS is covered in MC417 3.5.
A2788015 57 ATTACHMENT A MAKETU COMMUNITY BOARD 13/06/2017
Rem it Title Surf Club Car Park Reserve Rock Revetment -Minute Action Sheet Reference MC2016 2.1 Remit Number MC517 6.3 Owner RFAM Status COMPLETE Complete Date 3 July 2017 Confidential Resolution The Reserves and Facilities Manager advised that the Resource Consent application process for the Surf Club Car Park Reserve Rock Revetment was under action by the consultant. The Board was advised that other district projects had taken priority over this project with the Omokoroa and Opuereroa Boat Ramps being given current focus. Any risk relating to time delay for the Surf Club Car Park Rock Revetment was low at this time. Actions 3 July 2017: Board acknowledgement noted. All further updates will be via remit MC2016 2.1
A2788015 58 ATTACHMENT A MAKETU COMMUNITY BOARD 13/06/2017
Remit Title Entrance to Kohunga Reo- Minute Action Reference MC217 5.3.10 Remit Number MC517 6.8 Owner RFM Status COMPLETE Complete Date 7 July 2017 Confidential Resolution The Reserves and Facilities Manager advised that he had left messages for the contact person for the Maketu Kohanga Reo to discuss options for safe management of the designated car parking area for the Kohanga Reo users. At present many Kohanga Reo users were illegall y parking their vehicles on the footpath immediately in front of the entrance to the building.
Board members advised their frustration that they had not been able to resolve the issue and the Kohanga Reo users continued to park their vehicles on the footpath that caused danger to other road and footpath users, as well as putting children in danger when they were getting out of and into veh icles that were illegally parked.
The Board would like to see the issue resolved as soon as possible as it was a matter of concern throughout the Maketu community. Actions 7 July 2017 - Staff have discussed the matter with Council's enforcement team who have advised that 'Parking on the footpath is a breach of the Land Transport (Road User) Rule 2004 (s.6.14) and is an infringement offence ($40 fine). This does not however mean that Council must enforce.'
A2788015 59 Date 9 June 20 17 Open Session Subject Financial Report Maket u - May 2017
Western Bay of Plenty District Council
Maketu Community Board
Financial Report Maketu - May 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 31 May 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 [MC1.8] j_1,l32 ANZAC Day Commemoration Service Whakaue Marae rMC3.5l $500 Total grants to date $1,632
Committed- Operational expenditure
$ ANZAC Day Commemoration Service [MC2.4] $200 Total outstanding operational commitments $200
2016/17 reserve analysis:
2016/17 Opening balance $1 54 564 Spencer Avenue Reserve Levelling r19.3.2l $(5,000) New Bike Stands in the CBD and vicinity of the Maketu Surf $(2,770) Club Reserve [MC19.3.3] 2016/17 Closing balance $146 794
A2917721 Page 1 60 Date 9 June 2017 Open Session Subject Financial Report Maketu- May 2017
Committed reserves expenditure
New Bike Stands in the CBD and vicinity of the Maketu Surf Up to $(2,230) Club Reserve [MC19.3.3]. Maketu Community Hub Feasibility Study [MC14.3.5] Up to $(20 000) Maketu Information Centre Courtyard enhancement Up to $(5,000) [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 $(15,000) Equipment [MC14.3.6l Entrance siqns into Maketu [MC14.3.6l Up to $(5 000) 2016/ 17 Closing balance $64,564
Recommendation
THAT the Management Accountant's report dated 9 June 2017 and titled "Financial Report Maketu- May 2017" be received.
-······························ ~-::::: --······· ChristiEtflomans Management Accountant
Approved
A2917721 Page 2 61
Western Bay of Plenty District Council Income and Expenditure Statement For the period ended 31 May 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)02 9,000 3,898 0 17,000 5,579 Grants 1,632 5,000 2,868 0 5,000 2,800 Mileage Allowance 384 913 529 0 1,000 0 Salaries 11,667 14,494 2,827 0 15,688 12,098 Security 0 0 0 0 2,000 0 Inter Department Charges 30,822 30,822 0 0 33,627 33,624 Total Operating Costs 49,607 60,229 10,622 0 74,315 54,101
Interest Expense 0 0 0 0 (3,000) (7,429) Total Direct Costs 49,607 60,229 10,622 0 71,315 46,672
Total Costs 49,607 60,229 10,622 0 71,315 46,672
Income Rate Income 69,611 68,123 1,488 0 74,315 66,1 60 Total Direct Income 69,611 68,123 1,488 0 74,315 66,160
Net Cost of Service 20,004 7,894 12,110 0 3,000 19,488
Contingency- breakdown
Spencer Aven ue Reserve Levelling [MC19.3.2] 5,000 Community Board Advertising - Local Newspapers 102 Year to date contingency costs 5,102
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 62 Date 3 July 2017 Open Session Subject Draft Financial Report Maketu- June 201 7
Western Bay of Plenty District Council
Maketu Community Board
Draft Financial Report Maketu -June 2017
Purpose and Summary
This report provides the Community Board with a six-weekly monitoring of its operational budget.
Attached are the draft financial statements for the period up to 30 June 2017 (Attachment A}. The financials are currently in a draft state until Audit NZ sign off the accounts. However, there is an expectation that operating costs will not change.
Total operational costs are under budget for the year and include contingency expenses, grants, mileage allowance, salaries, security and inter department charges.
Grant payments made to date:
_t Kotukutuku Gully Project Team Grant [MC1.8] $1132 ANZAC Day Commemoration Service Whakaue Marae [MC3.5] $500 Maketu Volunteer Coastguard [MC5.2] $1645 Total grants to date $3,277
Committed- Operational expenditure
$
Total outstanding operational commitments $0
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 [MC19.3.3] Development of other Playground Areas and Furnish with $(31,772) Equipment [MC14.3 .6] 2016/17 Closing balance $115,022
A2934184 Page 1 63 Date 3 July 2017 Open Session Subject Draft Financial Report Maketu- June 2017
Committed reserves expenditure
New Bike Stands in the CBD and vicinity of the Maketu Surf Up to $(21 230) Club Reserve [MC19.3.3l. Maketu Community Hub Feasibility Study [MC14.3.5l Up to $(20 000)
Maketu Information Centre Courtyard enhancement Up to $(5 1000) [MC20.3.2] Upgrade work at No. 7 Little Waihi Road [MC1.6.1] Up to $(15 000) Entrance signs into Maketu [MC14.3.6] Up to $(5 000) 2016/17 Closing balance $67,792
Recommendation
THAT the Management Accountant's report dated 3 July 2017 and titled "Draft Financial Report Maketu- June 2017" be received.
················· ······ ··························· · ···· ····· ·········· · ~ ········· Christie TrorrladS Management Accountant
...... ~ ~·····~ ······· ~ ··········· · Approved Ian Butler Finance Ma er
A2934184 Page 2 64
Western Bay of Plenty District Council Draft Income and Expenditure Statement For the period ended 30 June 2017
Maketu Community Board Year to Date Full Year Last Year
Variance Actual Budget (Unfav)/Fav Budget Actual $ $ $ $ $ Direct Costs
Contingency - [see breakdown below] 5,276 17,000 11,724 0 17,000 5,579 Grants 3,277 5,000 1,723 0 5,000 2,800 Mileage Allowance 384 1,000 616 0 1,000 0 Salaries 12,732 15,688 2,956 0 15,688 12,098 Security 0 2,000 2,000 0 2,000 0 Inter Department Charges 30,822 33,627 2,805 0 33,627 33,624 Total Operating Costs 52,491 74,315 21,824 0 74,315 54,101
Interest Expense 0 (3,000) (3,000) ® (3,000) (7,429) Total Direct Costs 52,491 71,315 18,824 0 71,315 46,672
Total Costs 52,491 71,315 18,824 0 71,315 46,672
Income Rate Income 69,611 74,315 (4,704) ® 74,315 66,160 Total Direct Income 69,611 74,315 (4,704) ® 74,315 66,160
Net Cost of Service 17,120 3,000 14,120 0 3,000 19,488
Contingency - breakdown
Spencer Avenue Reserve Levelling [MC19.3.2] 5,000 Community Board Advertising - Local Newspapers 102 Wreath for ANZAC Day Service 174 Year to date contingency costs 5,276
Communitv Board Reserves Opening Balance - Surplus (Deficit) 154,564 Spencer Avenue Reserve Levelling [MC19.3.2] (5,000) New Bike Stands in the CBD [MCl9.3.3] (2,770) Ngaparaoa Reserve Playground [MC14.3.6] (31,772)
(Decrease) Increase in year (39,542)
Closing Balance - Surplus (Deficit) 115,022 65
Western Bay of Plenty District Council Formal Meeting Schedule 2017 - Schedule A*
AUGUST 2017
Meeting Date Time Venue
Rural Committee 1 August 9.30 am Chambers
Operations and Monitoring 3 August 9.30am Chambers Committee BOP Mayors I Civil Defence 4 August 12.30 pm Rotorua Lakes Council Emergency Management Group Joint Committee (DCEMG) Joint Road Safety Committee 8 August 10.00 am Chambers
Council 10 August 9.30am Chambers
Te Maru o Kaituna River Authority 11 August 10.30 am BOPRC Tauranga
SmartGrowth Implementation 16 August 9.00 am TBC Committee Public Transport Subcommittee 25 August 9.30 am BOPDC Whakatane
Waihi Beach Community Board 28 August 6.30 pm Waihi Beach Community Centre Omokoroa Community Board 29 August 7.00 pm Omokoroa Community Church Hall Katikati Community Board 30 August 7.00 pm Katikati Library and Service Centre Community Committee 31 August 10.00 am Te Puke War Memorial Hall Settlers Lounge Te Puke SEPTEMBER 2017
Regulatory Hearings Committee 5 September 9.30 am Chambers
Maketu Community Board 5 September 7.00 pm Maketu Community Centre Regulatory Hearings Committee 6 September 9.30 am Chambers (If required) Policy Committee 7 September 9.30am Chambers
Te Puke Community Board 7 September 7.00 pm Te Puke Library and Service Centre SmartGrowth Implementation 13 September 9.00 am TBC Committee Operations and Monitoring 14 September 9.30am Chambers Committee Rural Committee 14 September TBC TBC 66
SEPTEMBER 2017 continued Meeting Date Time Venue
Regional Transport Committee 15 September 9.30am BOPRC Whakatane
Council 21 September 9.30am Chambers
Rural Committee 26 September 9.30am TBC