TE PUKE COMMUNITY BOARD Komiti Taiwhenua

TP20-5 Thursday, 22 October 2020 Te Puke Library and Service Centre 7.00pm

Te Puke Community Board Meeting Agenda 22 October 2020

Te Puke Community Board

Membership Chairperson Richard Crawford Deputy Chairperson Tupaea Rolleston Members Kassie Ellis Dale Snell Councillor Grant Dally Councillor Monique Lints Quorum 3 Frequency Eight weekly / Workshops as required

Role and Purpose of Community Boards:

 To represent, and act as an advocate for, the interests of their communities.  To provide an effective mechanism for community feedback to Council.  To consider and report on all matters referred by Council and its Committees, or any matter of interest or concern to the Community Board.  To maintain an overview of services provided by Council within the community.  To prepare an annual submission to Council for expenditure within the community.  To communicate with community organisations and special interest groups within the community.  To undertake responsibilities as delegated by Council or its Committees.

Delegated Functions:

Subject to compliance with Council strategies, policies, plans and legislation:

 To maintain an overview of road works, water supply, sewage, stormwater, parks, recreational facilities, community activities and traffic management within the community and make recommendations to Council and its Committees in accordance with their delegated functions.  To report and make recommendations to Council and its Committees in accordance with their delegated functions on issues facing the respective communities to promote public participation and communication within respective communities.  To undertake tasks, powers and functions delegated by Council or its Committees in accordance with their delegated functions from time to time.  To control, expend and monitor funds as allocated by Council.  To allocate Community Board reserve funds to specific capital non-recurring projects for council assets on council land, or in accordance with allocations which have been approved through the annual plan process.  To receive reports from Council appointees on Council matters relevant to the Community Board.  To have input into Council and its Committees on issues and plans that affect communities within the Community Board area.

Page 2 Te Puke Community Board Meeting Agenda 22 October 2020

Notice is hereby given that a Te Puke Community Board Meeting will be held in the Te Puke Library and Service Centre on: Thursday, 22 October 2020 at 7.00pm

Order Of Business

1 Present ...... 4 2 In Attendance ...... 4 3 Apologies ...... 4 4 Consideration of Late Items ...... 4 5 Declarations of Interest ...... 4 6 Public Excluded Items ...... 4 7 Public Forum ...... 4 8 Minutes for Confirmation ...... 5 8.1 Minutes of the Te Puke Community Board Meeting held on 20 August 2020 ...... 5 9 Reports ...... 17 9.1 Chairpersons Report - Te Puke Community Board TP20-5 22 October 2020 ...... 17 9.2 Councillors Report Te Puke Community Board TP20-5 October 2020 ...... 20 9.3 Te Puke Community Board Grant Applications - October 2020 ...... 23 9.4 Infrastructure Services Report Te Puke Community Board October 2020 ...... 25 9.5 Draft Long Term Plan Budget - Te Puke Community Board ...... 36 9.6 Te Puke Community Board Financial Report - August 2020 ...... 38 9.7 Council, Standing Committees and Community Board Meetings ...... 41

Page 3 Te Puke Community Board Meeting Agenda 22 October 2020

1 PRESENT

2 IN ATTENDANCE

3 APOLOGIES

4 CONSIDERATION OF LATE ITEMS

5 DECLARATIONS OF INTEREST

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

6 PUBLIC EXCLUDED ITEMS

7 PUBLIC FORUM

A period of up to 30 minutes is set aside for a public forum. Members of the public may attend to address the Board for up to five minutes on items that fall within the delegations of the Board provided the matters are not subject to legal proceedings, or to a process providing for the hearing of submissions. Speakers may be questioned through the Chairperson by members, but questions must be confined to obtaining information or clarification on matters raised by the speaker. The Chairperson has discretion in regard to time extensions. Such presentations do not form part of the formal business of the meeting, a brief record will be kept of matters raised during any public forum section of the meeting with matters for action to be referred through the customer contact centre request system, while those requiring further investigation will be referred to the Chief Executive.

Page 4 Te Puke Community Board Meeting Agenda 22 October 2020

8 MINUTES FOR CONFIRMATION

8.1 MINUTES OF THE TE PUKE COMMUNITY BOARD MEETING HELD ON 20 AUGUST 2020 File Number: A3891438 Author: Horowai Wi Repa, Governance Technical Support Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION 1. That the Minutes of the Te Puke Community Board Meeting held on 20 August 2020 as circulated with the agenda be confirmed as a true and accurate record.

ATTACHMENTS 1. Minutes of the Te Puke Community Board Meeting held on 20 August 2020

Item 8.1 Page 5 Te Puke Community Board Meeting Minutes 20 August 2020

MINUTES OF WESTERN BAY OF PLENTY DISTRICT COUNCIL TE PUKE COMMUNITY BOARD MEETING NO. TP20-4 HELD AT THE TE PUKE LIBRARY AND SERVICE CENTRE ON THURSDAY, 20 AUGUST 2020 AT 7:00PM

1 PRESENT

Member R Crawford (Chairperson), Member T Rolleston (Deputy Chairperson), Member K Ellis, Member D Snell, Cr G Dally and Cr M Lints

2 IN ATTENDANCE

J Pedersen (Group Manager People and Customer Services), P Osborne (Senior Governance Advisor) and P Taylor (Year 12 Student Representative – Te Puke High School) 10 Members of the Public including 1 Member of the Press (Te Puke Times)

3 APOLOGIES

Nil

4 CONSIDERATION OF LATE ITEMS

The Chairperson advised there was one late item for the Community Board to consider for inclusion in the agenda, being a grant application for Hāpai Mama (Bright Vision Charitable Trust). The reason that this item was not included on the agenda was that the information was not received in time and it could not be delayed to the next scheduled Te Puke Community Board meeting due to a time restriction.

4.1 CONSIDERATION OF LATE ITEMS

RESOLUTION TP20-4.1 Moved: Cr M Lints Seconded: Member T Rolleston That, in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of open business:  Grant Application for Hāpai Mama CARRIED

5 DECLARATIONS OF INTEREST

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.  Councillor Dally declared an interest in item 10.3 of this agenda regarding the grant application for the Te Puke War Memorial Hall Society Inc.  Councillor Dally declared an interest in item 10.1 of this agenda regarding the Te Puke Cricket Club.  Councillor Dally declared an interest in item 9.1 of this agenda regarding Te Ara Kahikatea Pathway.

Page 6 Te Puke Community Board Meeting Minutes 20 August 2020

 Councillor Lints declared an interest in item 8.1 of this agenda regarding the presentation on the Waiāri Water Scheme Project.  Councillor Lints declared an interest in item 10.3 of this agenda regarding the grant application for Made in Te Puke Trust.  Member Rolleston declared an interest in item 10.1 of this agenda regarding CCTV Cameras  Member Rolleston declared an interest in item 10.3 of this agenda regarding the grant application for Made in Te Puke Trust.  Member Snell declared an interest in item 10.3 of this agenda regarding the grant applications for the Te Puke War Memorial Hall Society Inc and Made in Te Puke Trust.  Member Ellis declared an interest in item 10.2 of this agenda regarding Friends of Te Puke Memorial Pool Society.  Member Ellis declared an interest in item 10.3 of this agenda regarding the grant applications for Made in Te Puke and Hāpai Mama.

6 PUBLIC EXCLUDED ITEMS

Nil

7 PUBLIC FORUM

The Chairperson outlined the protocols relating to the Public Forum section of the meeting as set out in the Standing Orders for the Waihi Beach Community Board. Attending members of the public were invited to take part in the public forum.

PUBLIC FORUM ADJOURN MEETING

RESOLUTION TP20-4.2 Moved: Member R Crawford Seconded: Member T Rolleston That the meeting adjourn for the purpose of holding a public forum. CARRIED

Ngati Moko – Darlene Dinsdale Ms Dinsdale was in attendance to speak to the Board on behalf of Ngati Moko, specifically around wastewater and infrastructure issues that the Marae currently have. Ngati Moko would like to know how the Council can help with these issues, as it was noted that without a retaining wall the Marae is only a couple of metres away from the slope. Another issue was around the District Plans and Long Term Plans where Ms Dinsdale asked Council for some clarification around where the deed of settlement sits. Councillor Dally asked for some more information on the wastewater issues that Ngati Moko have. Ms Dinsdale advised the Board that the waste water tank sits between the two buildings and is also close to the slope, therefore it was clarified that two retaining walls would be required. Ngati Marukeikare – Raiha Biel Ms Biel spoke to the Board on behalf of Ngati Marukeikare inviting the Council to the Marae to discuss issues that they are having. Councillor Lints confirmed with Ms Biel that she would be the contact person for the Council. Fairhaven School Parking Issue – Sally Bentley Ms Bentley gave the Board some background around the parking issues that the school neighbours are having during school drop off and pick up hours. The Board were advised that previously the Community had managed to get yellow lines placed on the surrounding streets of Fairhaven school

Page 7 Te Puke Community Board Meeting Minutes 20 August 2020 to clarify to the wider community where they could and couldn’t park. It was noted that these lines were removed during the last school holidays without any consultation with the residents. Council was asked why these yellow lines were removed, and why there was no consultation with the affected residents. There are health and safety issues occurring due to the illegal parking. Boucher Avenue Speed Issues – Tara Jones Ms Jones noted the accidents that have occurred due to speeding from No2 Road onto Boucher Avenue. Ms Jones highlighted options that may be useful in helping monitor and resolve this issue including a speed laser or camera. Ms Bentley and Ms Jones advised that they had not noticed any difference in traffic speed following the installation of a 40km/h speed limit sign in the vicinity. The Chairperson noted that the Draft Speed Limits Bylaw 2020 is out for consultation until 4 September 2020. This is an opportunity for Council to respond to community requests for speed limit changes across the District. Ms Jones was advised that No2 Road is listed as part of this review, and the Community are encouraged to provide feedback during this time. Ngati Moko – Darlene Dinsdale Ms Dinsdale requested some support and assistance from the Community Board regarding a seat being placed on Brown Road in memory of her late uncle. Ms Dinsdale had been in communication with the Roading Engineer (East) who expressed his support in helping the family to facilitate this, noting that the Council would be unable to help fund this project. The family of Ngati Moko are wanting to hold a ceremony on 27 November 2020 and would like the support and consent from the Community Board, as requested from the Roading Engineer (East).

PUBLIC FORUM MEETING RECONVENED

RESOLUTION TP20-4.3 Moved: Member T Rolleston Seconded: Member D Snell That the meeting reconvene in formal session at 7.30pm. CARRIED

8 PRESENTATIONS

8.1 WAIARI WATER SCHEME PROJECT PRESENTATION TO THE TE PUKE COMMUNITY BOARD - AUGUST 2020

Councillor Lints declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

The Project Representative (Richard Conning) of Waiāri Water Scheme introduced the powerpoint presentation giving the Board an overview and update on the Waiāri Water Scheme.

The following works are in progress:

 Access track and intake facility  Waiāri Trunkmains Part A (No1 Road) mains  Waiāri Trunkmains Part B (Farm Route/Poplar Lane)  Waiāri Trunkmains Part B (Te Puke Highway/Welcome Bay Road)

Page 8 Te Puke Community Board Meeting Minutes 20 August 2020

 The water treatment plant design is complete and the contract has been awarded. Commencement onsite for 19 August.

It was noted that there is on-going engagement with the community and residents affected.

The Project Representative also advised the Board that they are currently managing resource consent conditions through;

 Waiāri Kaitiaki Advisory Group (WKAG) meeting quarterly, with the next meeting 9 September  Mauri monitoring model is being developed  Water catchment plan being developed  Ecological Monitoring – February 2020 had been completed

A summary of results from the ecological monitoring are as follows;

 Waiāri Stream diverse range of native fish species and macroinvertebrates  Variation between the upper and lower stream sites most likely due to difference in sampling methodology and habitat changes, rather than significant changes in water quality.  Results generally consistent with previous surveys.

The Project Representative gave the Board a summary around the water sector reform highlighting the following points;

 Taumata Arowai – the Water Services Regulator Bill establishes the Water Regulator as a new Crown agent  The new Water Services Bill, gives Taumata Arowai the legislative tools to regulate the sector  Government had recently announced a $761 million investment in drinking water infrastructure  The allocation of funding available to Tauranga City Council and Western Bay of Plenty District Council are $7.46 million and $3.46 million respectively  In addition there is regional allocation to the Bay of Plenty of around $21 million to encourage territorial authorities to have collaborative three waters investment conversations with their neighbouring councils, and to advance collective participation by councils in the reform programme At the conclusion of the presentation Councillor Dally asked for some clarification around the regional allocation to the Bay of Plenty of around $21 million. Councillor Dally asked if there was any modelling on the affect of the biodiversity once the plant is operating. The Project Representative noted that the surveys that are undertaken each year will help to highlight any negative affects. This will also come through the Mauri monitoring model that is currently being developed. The Board was advised that the current budgeted cost is $177 million at this point in time.

The Chairperson asked for some updates regarding the timeframe that the piping works around the affected Te Puke area would take. The Project Representative noted that the Te Puke Highway works will be done October-November 2020 and No1 Road contract runs through to mid 2021. The No1 Road works affects the walk/cycleway that the Community Board have an interest in, and it was noted that Tauranga City Council have been in contact with the Roading Engineer (East) and other Council staff around the potential of assisting in the facilitation of the walkway/cycleway where appropriate. The Project Representative advised the Board that the Engineering team look at the different ways to undertake projects that will have the least amount of impact on the public, which includes consultation within the Community. It was also noted that traffic management plans for this pipeline were written in conjunction with Western Bay of Plenty District Council and NZTA so the Roading Engineer (East) would have more information on this.

Page 9 Te Puke Community Board Meeting Minutes 20 August 2020

RESOLUTION TP20-4.4 Moved: Member D Snell Seconded: Member R Crawford That the presentation from the Project Representatives of the Waiari Water Scheme Project be received.

CARRIED

9 MINUTES FOR CONFIRMATION

9.1 MINUTES OF THE TE PUKE COMMUNITY BOARD MEETING HELD ON 18 JUNE 2020 That the Minutes of the Te Puke Community Board Meeting held on 18 June 2020 be received and the recommendations therein be adopted, noting the amendment to the resolution on the bottom of page 13 that should read: Youth Encounter Ministries Trust $720

RESOLUTION TP20-4.5 Moved: Member T Rolleston Seconded: Member R Crawford That the Minutes of the Te Puke Community Board Meeting held on 18 June 2020 be received and the recommendations therein be adopted with the advised amendment noted. CARRIED

10 REPORTS

10.1 CHAIRPERSONS REPORT TE PUKE COMMUNITY BOARD TP20-4 - AUGUST 2020 The Board considered a report from the Chairperson as circulated with this agenda. The Board took this item as read with further discussion on the below topics. Te Puke Cricket Club

Councillor Dally declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon. The Board had advised that the Te Puke Cricket Club had a funding shortfall in relation to the cricket club upgrade currently underway and the required installation of a Type 2 Fire Alarm system. Recommendation That the Te Puke Community Board fund up to $5,000 from the Te Puke Community Board Reserve Account to the Te Puke Cricket Club for the installation of a Type 2 Fire Alarm as required in association with the cricket club building upgrade. Youth Representation on the Community Board The Community Board Chair met with three students from Te Puke High School who were keen to attend the Community Board meetings and be a voice for the youth in the Te Puke Region. The student representative in attendance was Paul Taylor, a year 12 student from Te Puke High School. It was noted that the students will take turns in attending the Community Board meetings.

Page 10 Te Puke Community Board Meeting Minutes 20 August 2020

Councillor Dally highlighted that even though the student representative had no voting rights it was important that they feel confident to share their voice and opinion in the discussions. Recommendation That at least one student would attend our formal meetings with no voting rights. They would have a voice at the end of the table and will also be invited to attend our workshops where applicable. Main Street Flags The Board will consider the designs put forward to new street flags. The design of the flags will be discussed and approved at the Board’s next workshop. To ensure the order is expedited in a timely manner before the Christmas period a recommendation for the funding is put forward at this time subject to unanimous approval of the flag design. Recommendation That the Te Puke Community Board allocate funding up to $4,000 from the Te Puke Community Board Street Decoration Account subject to the unanimous approval, through a workshop, of the street flag designs for installation along Te Puke Main Street. Reimbursement of Expenses The Board hosted two community meetings with community meetings with community groups and light refreshment were served at these events. The cost of the refreshment were met by Board members and approval of reimbursement is sought. The Board asked for some clarification around who should be paying for Community Board Memorial Hall hireage fee, as this was the Community Board engagement rather than a Council initiative. Recommendation a) That reimbursement to the value of $18.46 for the cost of refreshments be made to Board Member Ellis and the accounts from The Daily Café for food ($45.00) and the Te Puke War Memorial Hall ($64.00) for hireage for the meeting held on Thursday 9 July be made from the Te Puke Community Board Contingency Account. b) That the Community Board grant funding of up $150 from the Te Puke Community Board Contingency Account towards the Long Term Plan Submission day on Saturday 5 September.

Page 11 Te Puke Community Board Meeting Minutes 20 August 2020

RESOLUTION TP20-4.6 Moved: Member T Rolleston Seconded: Cr M Lints 1. That the Chairpersons Report of the Te Puke Community Board for August 2020 be received. CARRIED

RESOLUTION TP20-4.7 Moved: Cr M Lints Seconded: Member T Rolleston 2. That the Te Puke Community Board fund up to $5,000 from the Te Puke Community Board Reserve Account to the Te Puke Cricket Club for the installation of a Type 2 Fire Alarm as required in association with the cricket club building upgrade. CARRIED

RESOLUTION TP20-4.8 Moved: Member D Snell Seconded: Member T Rolleston 3. That at least one student would attend our formal meetings with no voting rights. They would have a voice at the table and will also be invited to attend our workshops where applicable. CARRIED

RESOLUTION TP20-4.9 Moved: Member K Ellis Seconded: Member D Snell 4. That the Te Puke Community Board allocate funding up to $4,000 from the Te Puke Community Board Street Decoration Account subject to the unanimous approval, at a workshop, of the street flag designs for installation along Te Puke Main Street. CARRIED

RESOLUTION TP20-4.10 Moved: Member R Crawford Seconded: Cr M Lints 5. a) That reimbursement to the value of $18.46 for the cost of refreshments be made to Board Member Ellis and the accounts from The Daily Café for food ($45.00) and the Te Puke War Memorial Hall ($64.00) for hireage for the meeting held on Thursday 9 July be made from the Te Puke Community Board Contingency Account.

b) That the Community Board grant funding of up $150 from the Te Puke Community Board Contingency Account towards the Community Board hosted Long Term Plan Submission day on Saturday 5 September. CARRIED

10.2 TE PUKE COMMUNITY BOARD COUNCILLOR REPORT TP20-4 AUGUST 2020 The Board considered a combined report from Councillor Dally and Councillor Lints. The Board took the report as read.

Page 12 Te Puke Community Board Meeting Minutes 20 August 2020

RESOLUTION TP20-4.11 Moved: Member R Crawford Seconded: Member D Snell That the Councillor’s Report to the Te Puke Community Board for August 2020 be received. CARRIED

10.3 TE PUKE COMMUNITY BOARD GRANT APPLICATIONS - AUGUST 2020

The Board considered a report from the Governance Advisor dated 20 August 2020.

Made in Te Puke Trust

Councillor Lints declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

Member Rolleston declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

Member Snell declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

Member Ellis declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

The Board considered an application from Made in Te Puke Trust.

House of Science Tauranga Charitable Trust

The Board considered an application from House of Science Tauranga Charitable Trust.

The Chairperson advised the Board of the Te Puke Schools that will be involved, which consisted of Te Puke Intermediate School, Te Puke Primary School, Te Ranga School and Te Matai School.

Councillor Dally asked for some background around this Charitable Trust and what exactly they provide to the schools. Councillor Lints spoke to this item as it was noted that her son attends a school where these packs are provided. The Board received some background into what the packs consist of and how they benefit the kids in the schools that are involved.

Councillor Lints asked whether this grant application was just coming to Te Puke Community Board or whether other Community Boards were being approached. The Board noted that it would be worthwhile writing a letter to House of Science Tauranga Charitable Trust to encourage applying to other Community Boards, as it was believed that they are a worthwhile cause.

Councillor Dally moved that half of the requested amount be approved for funding.

That the Te Puke Community Board approve grant funding of $1,000.00 to House of Science Tauranga Charitable Trust to be funded from the Te Puke Community Board Grants 2020/2021 Account subject to all accountabilities being met.

A division was called.

Voting on the motion was as follows:

Page 13 Te Puke Community Board Meeting Minutes 20 August 2020

For the Motion: 4

Against the Motion: 2

The motion was carried.

Te Puke War Memorial Hall Society Incorporated

Councillor Dally declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

Member Snell declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

The Board considered an application from Te Puke War Memorial Hall Society Incorporated.

Councillor Lints recommended that the Board approve half of the requested amount application.

That the Te Puke Community Board approve grant funding of $1,052.30 to Te Puke War Memorial Hall Society Incorporated to be funded from the Te Puke Community Board Grants 2020/2021 Account subject to all accountabilities being met.

A division was called.

Voting on the motion was as follows:

For the Motion: 3

Against the Motion: 1

The motion was carried.

Hāpai Mama (Bright Vision Charitable Trust)

Member Ellis declared an interest in this item, withdrew from the meeting and took no part in the discussion or voting thereon.

The Board considered an application from Hāpai Mama (Bright Vision Charitable Trust).

The Board will invite ‘Hāpai Mama (Bright Vision Charitable Trust)’ to attend the next Community Board workshop as additional information regarding their request is required.

Page 14 Te Puke Community Board Meeting Minutes 20 August 2020

RESOLUTION TP20-4.12 Moved: Member R Crawford Seconded: Member T Rolleston 1. That the report from the Governance Advisor dated 20 August 2020 titled Te Puke Community Board Grant Applications - August 2020 be received. CARRIED

RESOLUTION TP20-4.13 Moved: Cr G Dally Seconded: Member R Crawford 2. The Te Puke Community Board approve grant funding of $1,000.00 to Made in Te Puke Trust to be funded from the Te Puke Community Board Grants 2020/2021 Account subject to all accountabilities being met. CARRIED

RESOLUTION TP20-4.14 Moved: Cr G Dally Seconded: Member K Ellis 3. The Te Puke Community Board approve grant funding of $1,000.00 to House of Science Tauranga Charitable Trust to be funded from the Te Puke Community Board Grants 2020/2021 Account subject to all accountabilities being met. CARRIED

RESOLUTION TP20-4.15 Moved: Cr M Lints Seconded: Member R Crawford 4. The Te Puke Community Board approve grant funding of $1,052.30 to Te Puke War Memorial Hall Society Incorporated to be funded from the Te Puke Community Board Grants 2020/2021 Account subject to all accountabilities being met. CARRIED

10.4 INFRASTRUCTURE SERVICES REPORT TE PUKE COMMUNITY BOARD AUGUST 2020 The Board considered a report from the Deputy Chief Executive dated 20 August 2020 as circulated with this agenda. Tactile Paving - MAS The Board questioned the minute action relating to Tactile Paving (TP19.4.6) as it was noted that the Board had decided to cancel this project. The Board questioned this as they were under the impression that this was still going ahead. The Board requested for the Roading Engineer (East) attend the next Community Board workshop to be held on 17 September, for further discussion on this project.

Page 15 Te Puke Community Board Meeting Minutes 20 August 2020

Review of Te Puke Main Street – Soft-scaping The Board noted that Councillor Dally and Member Ellis will follow up with what flowers have been planted in the medium strip outside BNZ, as they would organise a walk-over with the Roading Engineer (East). Amendment: Under Engineering and Special Projects on page 27 it should read ‘Description: Replenish the soft-scaping’

RESOLUTION TP20-4.16 Moved: Member T Rolleston Seconded: Cr M Lints That the Deputy Chief Executive’s Report, dated 20 August 2020 and titled Infrastructure Services Report Te Puke Community Board August 2020 be received. CARRIED

10.5 TE PUKE COMMUNITY BOARD FINANCIAL REPORT - JUNE 2020 The Board considered a report from the Management Accountant dated 20 August 2020 as circulated with this agenda.

RESOLUTION TP20-4.17 Moved: Cr M Lints Seconded: Member K Ellis That the Management Accountant’s report dated 20 August 2020 and titled “Financial Report Te Puke – June 2020” be received. CARRIED

10.6 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS

The Board considered a Schedule of Meetings for August, September and October 2020.

RESOLUTION TP20-4.18 Moved: Member T Rolleston Seconded: Cr G Dally That the Schedule of Meetings for August, September and October 2020 be received.

CARRIED

The Meeting closed at 8.39pm. The minutes of this meeting were confirmed at the Te Puke Community Board meeting held 22 October 2020.

...... Member R Crawford CHAIRPERSON

Page 16 Te Puke Community Board Meeting Agenda 22 October 2020

9 REPORTS

9.1 CHAIRPERSONS REPORT - TE PUKE COMMUNITY BOARD TP20-5 22 OCTOBER 2020 File Number: A3882800 Author: Richard Crawford, Community Board Member Authoriser: Miriam Taris, Chief Executive Officer

RECOMMENDATION That the Chairpersons report for the Te Puke Community Board for October 2020 dated 22 October 2020 be received.

BACKGROUND 9.1.1 Operational Matters – Projects Pending or in Progress 9.1.1.1 Tactile Pavers on Pedestrian Crossings The Board is yet to remedy the tactile pavers on our pedestrian crossings and want to work with the Roading Engineer (East) to come up with a solution and costings. (This item is referred to in the Infrastructure Report as a MAS) 9.1.1.2 Accessibility Te Puke Community Board recently received an estimate from Council’s Roading department to remove the steel bollards from the Boucher Avenue/Fenton Terrace alleyway and have safety fencing installed in a way which makes it safe and easy for wheelchairs, bikes and prams to access. See reference item 007921-01 for the concept design. (This item is referred to in the Infrastructure Report within the Roading Account) 9.1.1.3 CCTV To fund the installation of the last two CCTV Cameras within the main street area to assist with traffic monitoring and crime prevention measures at a reduced price of $3,976.00 (+GST). The locations are proposed for Queens Street, where an increase of fly tipping has occurred, and Jellicoe Street. 9.1.1.4 Boucher Avenue In response to the feedback received by Boucher Avenue residents. Te Puke Community Board asks for proposals / estimates to install a “SLOW DOWN NOW” LED flashing sign board which is laser activated to encourage drivers to slow down.

9.1.2 Community Issues 9.1.2.1 Te Manawa Centre The Board acknowledges the closure of the Te Manawa Centre but happy to see that the Post Office contract has been taken up by others, so the Post Office remains in business.

Item 9.1 Page 17 Te Puke Community Board Meeting Agenda 22 October 2020

9.1.2.2 Lunches in the school’s contract It is good to see that the contract to provide lunches in five of our local schools has been awarded to The Search Party Charitable Trust which will create new jobs for up to 14 people and keep the money earned circulating locally. The contract with Ministry of Education (MOE) will provide 1500-1800 lunches per day, five days a week. This is good news for our community and schools who will receive this service. 9.1.2.3 EPIC Te Puke The “Clean up the Streets” event that worked in with “Keep NZ Beautiful” annual campaign went really well with many corporate and community groups along with many individuals joined in to picking up rubbish dumped around the CBD area. Everything that was collected was taken to the Te Puke Recycling Centre where there was found to be 102kg of rubbish to the landfill, 68kg of mixed glass, 3.5kg of clear plastic, 25kg of steel cans, 3.5kg of cardboard and 8kg of alloy cans. Well done EPIC and all those volunteers. The next step in the town centre clean up is to provide 100 town centre businesses with buckets and window washing gear sponsored by Western Bay of Plenty District Council. 9.1.2.3.1 Residents and visitors survey As part of research for EPIC Te Puke, a survey is being conducted to capture the experience people have when they visit our main street area. This will be useful information for Council to know how our residents and visitors view our town. 9.1.2.4 Youth Representation on the Community Board The Board is happy to report that we had one Te Puke High School student attend our Board meeting and will continually have a youth representative attend all Board meetings in the future.

9.1.3 Future Directions 9.1.3.1 Main Street Flags  Going forward the Board has asked Councillor Dally for an asset register and stocktake of the current stock.  The Board would like to survey the community in future, and Councillor Dally has offered to conduct this on Facebook. The outcomes of the survey are to see if the flags are still being seen, are relevant, and design ideas for future purposes.  The Board would like to explore other avenues for the street decoration budget including: #LOVETEPUKE or #TEPUKE sign Special LED street lighting Events board accessible by the community

9.1.3.2 Cycle/Walkways At the last Te Ara Kahikatea Pathway meeting the members communicated their keenness to see the cycle/walkway from the Te Puke to Maketu Road via the railway line corridor proceed sooner rather than later. The railway route is their preferred option. The group do not want this to drag on and have the desire to see how they can assist in any way to make this happen. The Community Board is

Item 9.1 Page 18 Te Puke Community Board Meeting Agenda 22 October 2020

supportive of this group and seeing cycle/walkways connect us up to surrounding areas providing safe access and more recreational options. We acknowledge the importance of working with local iwi and landowners together designing and coming up with the right route for all to benefit.

9.1.4 Recommendations to the Long Term Plan  Look at all options to access the 25% joint consent with Waiari Water Supply Scheme for our communities and needs in the Eastern side of the Western Bay of Plenty District.

 Progress options of alternative wastewater discharge and remove any discharges going into the Waiari Stream within the next 10 years.

 Evaluate all Marae infrastructure on the Eastern side of the district including Waitaha, Tapuika and Te Arawa to enable a picture of needs and potential for Papakainga development.

 Establish esplanade strips and reserves along waterways to allow Tangata Whenua and public access for cultural practices and sites of significance.

 Support and resource where possible the Te Tini a Tuna Kaituna Action plan to restore and rejuvenate the Kaituna River and other feeder water bodies. Along with this, work with Tauranga City and Bay of Plenty Regional Council to develop and preserve catchment management plans with emphasis on better promotion for landowner buying such as fencing contributions, riparian planting, pest management and ecological corridor protection.

 Develop dual signage of European and Te Reo place names, review sites of significant as indicated in Hapu and Iwi management plans for reserve and road names across the district.

 Establish main street signage that supports our local economy, culture, environment and tourism.

 Support the community to be resilient with the re-establishment of neighborhood support, community patrols and further development of the community response plans.

 Develop an action plan to make our town and facilities accessible to all members of the community.

 Progress all possible options for a temporary and permanent bypass of the township to reduce traffic congestion problems and future-proof traffic management.

 Ensure adequate public reserves and green space are provided through development and growth. Protect and refrain from plans to build on current public green space reserves.

 Create an action plan to deal with all waterways in Te Puke township to look at rehabilitating and reinstating the natural kaitiaki and mauri.

Item 9.1 Page 19 Te Puke Community Board Meeting Agenda 22 October 2020

9.2 COUNCILLORS REPORT TE PUKE COMMUNITY BOARD TP20-5 OCTOBER 2020 File Number: A3887760 Author: Monique Lints, Councillor Authoriser: Miriam Taris, Chief Executive Officer

RECOMMENDATION That the joint report from Councillor Lints and Councillor Dally to the Te Puke Community Board dated 22 October 2020 be received.

BACKGROUND 9.2.1 Council Chambers News Here is a summary of what we have been discussing and doing:-  Government-proposed 3 Waters Reform Programme. The Bay of Plenty regional sub-group (which includes: - Kawerau DC, Opotiki DC, Rotorua DC, Tauranga CC, WBOPDC and Whakatane DC) have all signed up to a joint MoU and therefore will receive stimulus funding from the government which may be applied to operating or capital expenditure on 3 waters service delivery that: - support the reform objectives and support economic recovery through job creation and maintaining, increasing and/or accelerating investment in core water infrastructure delivery, renewals and maintenance. (WBOPDC’s allocation is $6.92m)  Long Term Plan 2021-2031 Workshops. We are up to workshop #18 at the time of this meeting.

 Policy Committee

o On 8/9/20 the committee adopted a level of service to provide 4 new designated dog exercise areas in the District. The 4 dog exercise areas will be developed in a phased manner over a 4-year period with the order of rollout starting with Te Puke on Lawrence Oliver Park in the 2021/22 year, Omokoroa, Katikati, and finally Waihi Beach (2024/25). The basic spec of the areas will be: - Fully fenced with double gates; Access to drinking water; Some natural land contouring; Some shade trees; Dog poo bag dispenser; Rubbish bin; and Basic bench seating.

o Speed Limits Bylaw Review. Consideration of the 220 submissions received before councillor deliberations on 20/10/20.

 On 24/9/20 Council adopted the: - Stormwater Bylaw 2020; Trade Wastes Bylaw 2020; Wastewater Drainage Bylaw 2020; and Water Supply System Bylaw 2020. They all came into force on 5/10/20.  Presentation from Waka Kotahi ‘Bay of Plenty Mode Shift Plan’. Three main areas of focus: o Shaping urban form; o Making shared transport more attractive; o Influencing travel demand and transport choices. The current Government Policy Statement directs Waka Kotahi (NZTA) to work with Councils in high profile centres, like the Tauranga/Western Bay sub-region, to develop mode shift plans. The Urban Form and Transport Initiative (UFTI) plan developed and signed off by the BOP Smartgrowth partners had already identified and developed some initiatives that have been incorporated into the Bay of Plenty Mode Shift Plan.

Item 9.2 Page 20 Te Puke Community Board Meeting Agenda 22 October 2020

9.2.2 Community Groups and Meetings  The Community Board had community engagement meeting #3 at the Te Puke High School on 27/8/20 about the proposed Speed Limit Bylaw changes. We also heard about some other issues of concern to residents and had further endorsement of our increased adoption of CCTV to catch criminal offenders and prevent further crime in Te Puke.  Well-being place-based community workshops. In each Ward, invitations were extended to many local community groups and organisations to come together for a facilitated workshop discussion to firstly consider what community well-being looks and feels like. And secondly, to try and identify initiatives and projects where Council may be able to assist to improve cultural, economic, environmental and social well-being outcomes. The Te Puke/Maketu Wellbeing workshop was held on 14/10/20 at the Te Puke Memorial Hall.  Councils have a broad mandate to consider these matters after the 4 well-beings were reinstated into the Local Government Act in May 2019. At the time LGNZ President Dave Cull said, “The resinstatement of the four well-beings is formal recognition that councils have a significant role to play in lifting the quality of life of our people, and the health of our environment… …local government has a broader role in fostering liveable communities, than simply providing core services.”  KiwiRail (via HEB Construction Ltd) have now completed the Bridge 91 rebuild so normal service should resume on Te Ara Kahikatea Pathway once Smythe Contractors Ltd complete the Waiari water pipeline thrusting under the Te Puke Highway and connect their No.1 Rd pipeline to the HEB section of pipe on Lawrence Oliver Park.  KiwiRail’s own maintenance team kicked off some relatively minor upgrade work to rail bridge 92 over the Waiari Stream on 12/10/20, the work will take about a month to complete. There will be some disruption to users of the Te Ara Kahikatea Pathway during this time. But the good news is these works will extend the life of the bridge for many years and we won’t be faced with another 12-month+ total bridge rebuild like we have endured with Bridge 91 at Lawrence Oliver Park.  Work is in full swing on construction of Te Puke Sports’ new 400 seat covered grandstand beside the No.1 rugby field in Atuaroa Ave. The opening celebration is set down for 4/12/20.  Having completed their cricket pavilion extensions, Te Puke Cricket Club will be having an opening celebration on 10/12/20 in conjunction with a BOP T20 match between Te Puke and Mount Maunganui followed by an after match function.  Site investigation works have begun on the Rangiuru Business Park interchange after receiving a PGF grant of $18m. We look forward to a speedy roll-out of infrastructure by BOPRC’s investment subsidiary Quayside Properties now that the ball is rolling.

9.2.3 Tangata Whenua Matters  Concern has been raised by Tangata whenua from Waitaha and Tapuika in regards to the Waiari water take and accessing supply for hapu across the district.  There are several marae having issues that need addressing  All hapu visited during the Te Ara Mua review have asked for us to revisit including some marae and hapu that were left out.

9.2.4 Word on the street  Complaints are coming in regularly about the grasses in the main street obscuring vision of the pedestrian crossing

Item 9.2 Page 21 Te Puke Community Board Meeting Agenda 22 October 2020

 Tree maintenance is a re-occuring theme and needs addressing  Events are restarting post covid19 allowing a return to normality and also reuniting our community. 9.2.5 Coming up  Panepane/Purakau Point - Proposal to return 167Ha to 5 Matakana Island/Rangiwaea Island Hapu. Consideration of 7381 submissions before an extraordinary Council meeting on 29/10/20 at Bay Park to discuss further and make a decision.

Item 9.2 Page 22 Te Puke Community Board Meeting Agenda 22 October 2020

9.3 TE PUKE COMMUNITY BOARD GRANT APPLICATIONS - OCTOBER 2020 File Number: A3883296 Author: Pernille Osborne, Senior Governance Advisor Authoriser: Jan Pedersen, Group Manager People And Customer Services

EXECUTIVE SUMMARY 1. The Te Puke Community Board is required to make a decision regarding an application for Community Board Grant Funding. Three applications have been received. 2. The application and supporting information relating to the Community Board Grant have been forwarded to members separate to this agenda.

RECOMMENDATION 1. That the report from the Governance Advisor dated 22 October 2020 and titled Te Puke Community Board Grant Application – October 2020 be received. 2. That the Te Puke Community Board approve/not approve the grant application from Te Puke Gymsport Incorporated for $... to be funded from the Te Puke Community Grants 2020/2021 account subject to all accountabilities being met. 3. That the Te Puke Community Board approve/not approve the grant application from Te Kura Kaupapa Māori o Te Matai for $... to be funded from the Te Puke Community Grants 2020/2021 account subject to all accountabilities being met. 4. That the Te Puke Community Board approve/not approve that grant application from Hāpai Mama (Bright Vision Charitable Trust) for $... to be funded from the Te Puke Community Grants 2020/2021 account subject to all accountabilities being met.

BACKGROUND 3. The Te Puke Community Board has funding of $11,000 available for disbursement to community organisations for the 2020/2021 financial year. 4. Te Puke Gymsport Incorporated have submitted an application for funding of $600.00 for the assistance with the coaching education expenses. 5. Te Kura Kaupapa Māori o Te Matai have submitted an application for funding of $7,200 for the purchase of rugby posts and basketball hoops for the school and community. 6. Hāpai Mama (Bright Vision Charitable Trust) have submitted an application for funding of $1,016 for storage fees.

FUNDING/BUDGET IMPLICATIONS Budget Funding Relevant Detail Information

Community Board The Community Board will consider applications for the distribution of the Grants Funds funding before the end of the financial year.

Annual Budget $11,000

Current Balance $7,947.70

Item 9.3 Page 23 Te Puke Community Board Meeting Agenda 22 October 2020

CONSULTATION AND COMMUNICATION

Completed/Planned Engagement/Consultation/Communication Interested/Affected Parties Or Insert/refer to/attach to report Engagement Plan The applicant will be advised of the outcome of their respective grant Te Puke Gymsport application. Incorporated

The applicant will be advised of the outcome of their respective grant Te Kura Kaupapa application. Māori o Te Matai

The applicant will be advised of the outcome of their respective grant Hāpai Mama (Bright application. Vision Charitable Trust)

Item 9.3 Page 24 Te Puke Community Board Meeting Agenda 22 October 2020

9.4 INFRASTRUCTURE SERVICES REPORT TE PUKE COMMUNITY BOARD OCTOBER 2020 File Number: A3844973 Author: Gary Allis, Deputy Chief Executive Authoriser: Gary Allis, Deputy Chief Executive

EXECUTIVE SUMMARY This report provides specific information on Infrastructure activities of interest to the Board.

RECOMMENDATION That the Deputy Chief Executive’s Report, dated 22 October 2020 and titled Infrastructure Services Report Te Puke Community Board October 2020 be received.

ROADING Transportation - Road Improvements LED Lighting Description: Council owns and operates 2,500 streetlights on local roads. Close to 100 of these are LED. Installation of LED lights reduces power consumption by 60%. Cost reduction is on the energy charges as line charges are a fixed fee. NZTA are offering an 85% subsidy to invest in the streetlight conversion, conditional upon it being completed by June 2021. Council has decided to participate in this.

What's Happened The LED lighting conversion will install a uniform lighting option throughout the District. WBOPDC and WestLink are consulting with TCC, PowerCo and Horizons to identify areas where there is bespoke lighting in some subdivisions. Once these areas are identified, a report will be prepared for Council.

What's Next WestLink have commenced the installation of the replacement LED lighting attached to the standard streetlight poles or on outreach arms attached to power poles.

The work has commenced in Omokoroa, which involves removing the old luminaires and replacing them with the new LED units.

A few local residents are raising concerns about the changes in the level of light being emitted, the light colour, concern over the angle of light spill into properties, and the existing poles are not being upgraded with decorative styles.

Some of the light spill issues are being addressed by WestLink as they arise.

Item 9.4 Page 25 Te Puke Community Board Meeting Agenda 22 October 2020

Transportation - Te Puke Community Roading Funding Description: Funding for the development and implementation of the community roading plan approved by the Te Puke Community Board.

Current Account: Cost $: Status: Current Account Opening Balance 1 July 2018 $137,778 Allocation for 2017/18 $283,564 Subtotal $421,342 Committed Projects 2018/19 Palmer Place Parking Area $6,300 Project Complete Washer Avenue Footpath (2.5m width) $60,000 Project Complete Washer Avenue Footpath (2.5m width) $60,000 Project Complete Beatty Avenue Footpath $42,000 Design in progress (School to Brown Terrace - 1.5m width) Subtotal $328,300 Proposed Projects 2018/19 Station Road Footpath $88,000 WestLink request postponement until 2019/20 due to road rehabilitation Te Puke Quarry Road – Jellicoe Street to EastPack $68,000 Under review Jellicoe Street – Industrial Service Lane $ TBC Under review Landscape Road to King Street $ TBC Under review Accessibility to Boucher Avenue / Fenton Terrace $ TBC Under review Sub Total $156,000 Total ($62,958) Loan Information 2002 Main Street Upgrade – Repaid end of 2018 $0 2011 Heritage Walkway – Repaid end of 2017 $0

Transportation - Te Puke Community Roading Develop and implement the community roading plan approved by the Te Puke Community Board. Station Road Footpath is currently in design phase by WestLink. Construction works will occur in combination with the planned rehabilitation of Station Road carriageway in early 2020.

Station Road Footpath Description: New pedestrian footpath from the corner of Jocelyn Street to George Street

What's Happened Footpath has been designed in conjunction with Station Road carriageway rehabilitation.

What's Next Works on Station Road have been delayed by WestLink due to design changes and high workload. WestLink will attempt to construct Station Road footpath and road rehabilitation by Autumn 2020.

The project was delayed due to design works in conjunction with road rehabilitation. The project is now programmed to begin in late 2020.

Item 9.4 Page 26 Te Puke Community Board Meeting Agenda 22 October 2020

ASSET & CAPITAL Stormwater - Comprehensive Stormwater Consents Description: Obtain comprehensive Stormwater Consents for the District

What's Happened Bay of Plenty Regional Council have granted part of the consent. We are now waiting for BOP Regional Council to issue the full consent documents.

The Eastern Comprehensive Stormwater Consent has been appealed. Te Puke is located in the eastern area of BOP Regional Council and is included in the Eastern Comprehensive Stormwater Consent.

What's Next The appeal may be heard at the Environment Court for a decision. Council are awaiting further instruction relating to this. Te Puke Wastewater Treatment Plant - Resource Consent Description: Renewal of resource consent for Te Puke Wastewater Treatment Plant

What’s Happened Consent has been granted and no appeals received. Staff are currently working through the alternative discharge options assessment. Meetings with the working group were put on hold until February 2020 to enable engineering assessments to be undertaken.

Wastewater - Te Puke Treatment Plant Upgrade Upgrade Te Puke Wastewater Treatment Plant for consent compliance and capacity increase to cater for growth and RBP. Multi year project, timing to be determined

Wastewater - Te Puke Renewals and Capital Upgrades Description: Asset renewals and capital upgrades for the Te Puke Wastewater Treatment Plant and water reticulation network.

What's Happened Te Puke WWTP: The draft review report has been received for comments. Staff have provided our comments and await the final review report.

Te Puke Wastewater Pumpstation Renewals and Access: The Scope of Work may be changed as the existing PS at Station Rd can be accessed across an industrial site on agreement with the owner.

What's Next Te Puke WWTP: The next step is to procure consultants to undertake the design of the upgrades. As this will be a major capital works programme for WBOPDC, the procurement process will be carefully set up to ensure a good outcome to Council.

Te Puke Wastewater Pumpstation Renewals and Access: Once agreement has been reached on access to the pumpstation, the scope will be finalised, e.g. upgrading of a rising main.

UTILITIES KiwiRail Bridge 91 ECMT Replacement - Access to the Site Description: Regular Update for KiwiRail Bridge 91 ECMT Replacement - Access to the Site to Community Boards and the Operations & Monitoring Committee.

What’s Happened Project is tracking along with slight construction delay. While this project is not Council’s, the works has required the pathway / walkway to be closed for a number of months. Feedback from KiwiRail indicates completion date is still later this year.

Item 9.4 Page 27 Te Puke Community Board Meeting Agenda 22 October 2020

What’s Next The works on the Bridge 91 have been completed with the only remaining item is the reinstatement of the site area used by the contractor and also repairs to the access sealed road into the wastewater plant. A site meeting is planned this week with the KiwiRail to resolve these matters.

RESERVES Reserves - Pools Te Puke Aquatic Centre Description: Undertake painting as well as the replacement and upgrade of equipment.

What's Happened Winter off-season plant system repairs have been carried out including replacement of the filter sand media. The toddlers pool and all of the upper concrete surrounds have been repainted (the main pool and dive pool did not need repainting and has been funding has been deferred for two years). The pool service delivery contract was tendered and has now been awarded to a new contractor – Tony & Cathy Shaw What's Next Council staff will liaise and assist the new pool contractor to establish and prepare for the new swim season commencing 12 October 2020.

ATTACHMENTS 1. Te Puke Community Board MAS October 2020 ⇩

Item 9.4 Page 28 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 29 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 30 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 31 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 32 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 33 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 34 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.4 - Attachment 1 Page 35 Te Puke Community Board Meeting Agenda 22 October 2020

9.5 DRAFT LONG TERM PLAN BUDGET - TE PUKE COMMUNITY BOARD File Number: A3875302 Author: Sarah Bedford, Management Accountant Authoriser: Kumaren Perumal, Group Manager Finance and Technology Services

EXECUTIVE SUMMARY The Community Board is required to review its Long Term Plan budget and make a recommendation on what the Board considers its operational budget should be for the upcoming ten years. The Board is aware that the Long Term Plan forecast will be subject to Council review and consultation. The Board should give consideration to their work programmes going forward and commitment of any Reserve funding for future projects.

RECOMMENDATION 1. THAT the report from the Management Accountant dated 22 October 2020 titled Draft Long Term Plan Budget be received. 2. THAT this report relates to issues which are not considered significant in terms of Council’s Policy on Significance. 3. THAT it be recommended to the Long Term and Annual Plan Committee that the Te Puke Community Board Draft Long Term Plan Operating Budget be as follows:

Operating 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 Costs Budget LTP LTP LTP LTP LTP LTP LTP LTP LTP LTP Conference 2,000 Contingency 5,000 Grants 11,000 Security 7,560 Street 8,500 Decorations Anzac Day 1,500 Service Salaries Determined by Remuneration Authority Inter Departmental Charges Determined by Overhead Cost Allocation

Item 9.5 Page 36 Te Puke Community Board Meeting Agenda 22 October 2020

TOTAL OPERATING COSTS

BACKGROUND Under the role and purpose of Community Boards, subject to compliance with Council strategies, policies, plans and legislation, the Community Board has the delegated function to: - Control, expend and monitor funds as allocated by Council. The salary component of all Community Boards has been determined by the Remuneration Authority and the Board has no control over this figure. Under the new process used by the Remuneration Authority the increment will be assessed annually.

The Te Puke Community Board set their 2019/20 Budget in October 2018 (TP16.9) as outlined below. The actual totals for 2019/20 are shown below along with the 2019/20 Budget.

2019/20 Actual 2019/20 Budget

Conference Expenses 0 2,000 Contingency 933 5,000 Grants 1,149 11,000 Mileage allowance 1,338 1,000 Security 11,061 7,560 Street Decoration 3,450 10,000

STATUTORY COMPLIANCE The Local Government Act 2002 required that Community Board prepare an annual submission to Council for expenditure within their community.

Budget Funding Relevant Detail Information

Council The Te Puke Community Board does not have the delegated authority to make funding allocations outside of the adopted budget. The Community Board may make recommendations to Council.

CONSULTATION AND COMMUNICATION

Interested/Affected Completed/Planned Notes Parties Consultation/Communication

General Public The public may comment on Board’s budget during the Annual Plan/Long Term Plan consultation process.

Item 9.5 Page 37 Te Puke Community Board Meeting Agenda 22 October 2020

9.6 TE PUKE COMMUNITY BOARD FINANCIAL REPORT - AUGUST 2020 File Number: A3871564 Author: Sarah Bedford, Management Accountant Authoriser: Ian Butler, Finance Manager, Finance and Technology Services

EXECUTIVE SUMMARY This report is a financial report for the period ended 31 August 2020. This report provides the Community Board with two-monthly monitoring of its operational budget. Attached are the financial statements for the period ended 31 August 2020 (Attachment 1). Total operational costs are under budget year to date, with the exception of Security. This is still under the full year budget.

Grant payments made to date: Resolution Description $ No transactions to date 0 2020/21 Total grants paid to date 0

Committed – Operational expenditure Resolution Account Description $ TP20-4.9 (4) Street Allocate up to $4,000 from the Street Decoration 4,000 Decoration account for street flag designs and installation. TP20-4.13 Grants Approve grant funding of $1,000 to Made in Te 1,000 Puke Trust subject to all accountabilities being met. TP20-4.14 Grants Approve grant funding of $1,000 to House of 1,000 Science Tauranga Charitable Trust subject to all accountabilities being met. TP20-4.10 (5)a Contingency Payments for the following; 127.46 - Reimburse Board member Ellis $18.46 for cost of refreshments. - The Daily Café account of $45 for food. - Te Puke War Memorial Hall of $64 for hireage. TP20-4.10(5)b Contingency Approve up to $150 to the Community Board 150 hosted Long Term Plan submission day. TP20-4.15 Grants Approve grant funding of $1,052.30 to Te Puke 1,052.30 War Memorial Hall subject to all accountabilities being met. 2020/21 Total operational commitments 7,329.76

Item 9.6 Page 38 Te Puke Community Board Meeting Agenda 22 October 2020

2020/21 Reserve analysis: Resolution Description $ 2020/21 Opening balance 146,019 No transactions to date 0 2020/21 Closing balance 146,019

Committed – Reserves expenditure Resolution Description $ 2020/21 Opening balance before committed expenditure 146,019 TP6.6.4 Fund up to $45,000 required for Jubilee Park Skate Park (19,099) development. (Note:$25,901 funded in 2017-18) C22.5 Fund up to $60,000 for Te Puke Sports and Recreation (60,000) Grandstand project. TP20-4.7 Fund up to $5,000 for the installation of a Type 2 Fire Alarm at (5,000) the Te Puke Cricket Club 2020/21 Closing balance after committed expenditure 61,920

The decision by the Te Puke Board to retain a minimum reserve balance of $50,000 [TP1.11] now no longer applies [TP8.5.1].

RECOMMENDATION That the Management Accountant’s report dated 22 October 2020 and titled “Financial Report Te Puke – August 2020” be received.

ATTACHMENTS 1. Te Puke Community Board - Financials August 2020 ⇩

Item 9.6 Page 39 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.6 - Attachment 1 Page 40 Te Puke Community Board Meeting Agenda 22 October 2020

9.7 COUNCIL, STANDING COMMITTEES AND COMMUNITY BOARD MEETINGS File Number: A3883382 Author: Pernille Osborne, Senior Governance Advisor Authoriser: Jan Pedersen, Group Manager People And Customer Services

RECOMMENDATION That the schedule of meetings for October, November and December 2020 be received.

ATTACHMENTS 1. Meeting Dates for Community Board Agendas - October ⇩

Item 9.7 Page 41 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.7 - Attachment 1 Page 42 Te Puke Community Board Meeting Agenda 22 October 2020

Item 9.7 - Attachment 1 Page 43