PROJECTS AND SERVICES COMMITTEE WEDNESDAY, 5 FEBRUARY 2020
AGENDA
Meeting to be held in the Council Chambers, Civic Centre, Commerce Street, Whakatāne at 9:00 am
Steph O'Sullivan CHIEF EXECUTIVE 31 January 2020
WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 Membership ...... 5
2 Delegations to the Projects and Services Committee ...... 5
3 Apologies ...... 6
4 Announcements ...... 6
5 Conflicts of Interest ...... 6
6 Public Forum ...... 6
7 Confirmation of Minutes ...... 7
7.1 Minutes - Projects and Services Committee 20 November 2019 ...... 7
8 Reports ...... 11
8.1 General Manager Community Services Report ...... 11
8.1.1 Appendix 1 – Lifelong Learning – visitor statistics ...... 36
8.1.2 Appendix 2 – Whakatāne Aquatic and Fitness Centre – visitor and programme statistics ...... 38
8.1.3 Appendix 3 – Solid Waste reporting charts ...... 41
8.1.4 Appendix 4 - Request for formal naming of the Lot 100 Playground Reserve ...... 44
8.2 General Manager Planning and Infrastructure Report ...... 48
8.2.1 Appendix 1 - Transportation Contracts (Operational) ...... 67
8.2.2 Appendix 2 - Transportation Contracts (Capex) ...... 69
8.3 General Manager Strategy and Economic Development Report ...... 73
9 Community Board Minutes ...... 76
9.1 Minutes - Rangitāiki Community Board 13 November 2019 ...... 76
9.2 Minutes - Rangitāiki Community Board 20 November 2019 ...... 81 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA
9.3 Minutes – Murupara Community Board 18 November 2019 ...... 87
9.4 Minutes - Tāneatua Community Board 19 November 2019 ...... 93
9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019 ...... 98
9.6 Minutes –Whakatāne-Ōhope Community Board 17 December 2019 ...... 106
10 Minutes of Other Organisations ...... 108
10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019 ...... 108 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 1 Membership
1 Membership
Mayor J A Turner
Deputy Mayor A V Iles
Councillor G F van Beek (Chairperson)
Councillor J W Pullar (Deputy Chairperson)
Councillor G L Dennis
Councillor L N Immink
Councillor W B James
Councillor J C Jukes
Councillor V Luca
Councillor A R Silcock
Councillor N S Tánczos
2 Delegations to the Projects and Services Committee
The Projects and Services Committee will meet on a seven weekly basis. The purpose of the Projects and Services Committee is to monitor and advise the implementation of Council’s Infrastructure Strategy, capital works programme and operational service delivery. The quorum for this committee is six Members.
Specifically the Projects and Services Committee will:
a. Monitor the operational performance of Council’s activities and services against approved levels of service
b. To have input and make decisions on the development of proposals, options and costs of projects and to monitor the progress of projects
c. Approval of tenders and contracts outside staff delegations
d. Progress the sale of properties as approved in the Long-term Plan and Annual Plan
e. Consideration of proposals to change the status or revoke the status of a reserve as defined in the Reserves Act 1977 (including the hearing of submissions)
f. Receive minutes of Community Boards
5 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 3 Apologies
g. Consider any recommendations from Community Boards and make a recommendation to the Council
h. Receive Minutes of the following Committees:
Funding Allocation and Young Achievers Special Committee,
Creative New Zealand and Local Communities Funding Assessment Fund Special Committee
Pride Whakatāne District Committee
3 Apologies
No apologies have been received at the time of writing the agenda.
4 Announcements
5 Conflicts of Interest
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected member and any private or other external interest they might have.
6 Public Forum
The Council has set aside time for members of the public to speak in the public forum at the commencement of each Council, Committee, Sub-committee and Community Board meeting (up to 30 minutes) when these meetings are open to the public. Each speaker during the public forum section of a meeting, may speak for five minutes. Permission of the Chairperson is required for any person wishing to speak at the public forum.
The public forum procedure does not apply in respect of any hearing, including the hearing of submissions where the local authority, committee or subcommittee sits in a quasi-judicial capacity.
With the permission of the chairperson, members may ask questions of speakers during the period reserved for public forum. If permitted by the chairperson, questions by members are to be confined to obtaining information or clarification on matters raised by the speaker.
6 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 7 Confirmation of Minutes
7 Confirmation of Minutes 7.1 Minutes - Projects and Services Committee 20 November 2019
Details of PROJECTS AND SERVICES COMMITTEE MEETING HELD IN Meeting: THE COUNCIL CHAMBER, CIVIC CENTRE, COMMERCE STREET, WHAKATĀNE ON WEDNESDAY, 20 NOVEMBER 2019 COMMENCING AT 9:00 AM Present: Her Worship the Mayor J A Turner, Councillors G F van Beek (Chairperson), J W Pullar, GL Dennis, L N Immink, W B James, J C Jukes, V Luca, A R Silcock and N S Tánczos In Attendance: S O’Sullivan (Chief Executive), D Bewley (General Manager Planning and Infrastructure), J Gardyne (General Manager Strategy and Economic Development), M Naude (General Manager Community Services), V Rawlings (General Manager People and Capability), B Elliott (Manager Corporate and Information Services) and S M French (Governance Support Advisor) Visitors: G Weston Apologies: Deputy Mayor A V Iles
1. APOLOGIES
RESOLVED
THAT the Committee receive the apology from Deputy Mayor Iles.
Her Worship the Mayor/Jukes CARRIED
2. ANNOUNCEMENTS
Previous chair of the Rangitāiki Community Board acknowledged Council for the timely installation of the Edgecumbe Christmas lights.
The Chief Executive was acknowledged for a successful first year at Council.
3. CONFLICTS OF INTEREST
No conflicts of interest were reported.
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4. PUBLIC FORUM
4.1. Mr Graeme Weston
Mr Weston spoke about the outdoor swimming pool enclosure project and he noted that the project was designed to use gas to back up solar water heating during the winter period. He raised concern that burning gas represented 7% of the Council carbon emissions, of which 85% was attributed to the Aquatic Centre and that burning gas conflicted with the Council Climate Change principles.
Mr Weston reported that heat pumps powered by renewable CarboNZero electricity was an affordable alternative to gas and solar. He questioned if a heat pump upgrade could be implemented in the short term and that it include capacity for the outdoor pool. He said this would rationalise and simplify the heating systems in use at the Aquatic Centre and suggested heat pumps had sponsorship appeal. Mr Weston then asked if Council had considered all the options to heat the Aquatic Centre swimming pools.
The history relating to the pool heating system was explained to Members. The tender had closed mid-November and it was reported those received were currently being evaluated.
The General Manager Community Services had invited Mr Weston to meet with him to hear what other opportunities he may wished to discuss.
5. REPORTS
5.1. General Manager Planning and Infrastructure
Refer to pages 39-63 of the agenda.
Places and Open Spaces staff were acknowledged for their work on the gardens.
In regard to future population growth and access in and out of Whakatāne, it was noted that even if a second bridge could not be delivered in the short to medium term by NZTA, an indication from them as to potential locations would aid with district planning. The Chief Executive advised that through the proposed PGF projects, there would be growth and job development in the region. At the Joint Committee and triennial meetings, she reported that it was agreed substantive work around housing, transportation, infrastructure and workforce development was required and that regions needed to think spatially across the Eastern Bay and the region.
The importance of surveyors and developers communicating to ensure subdivisions were well planned and structured was agreed; however, in the instance of the Bunyan Road development the ‘horse had largely bolted’. The District Plan set out how development in this location can occur and also the need to consider linkages between land parcels.
Clarification was given to Members as regards to the planned work for the SH2 Tāneatua pedestrian and speed management project. It was reported that over an 18-month period Council had worked with the Rangitāiki Community Board and other stakeholders. The proposed improvements had been discussed previously with both NZTA and the community and it was expected work would begin in the New Year.
RESOLVED:
THAT the General Manager Planning and Infrastructure Report be received.
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Pullar/Her Worship the Mayor CARRIED
5.2. General Manager Community Services Report
Refer to pages 6-38 of the agenda.
RESOLVED:
THAT the General Manager Community Services Report be received.
James/Dennis CARRIED
Attendance: The meeting adjourned at 10:40 am and reconvened at 10:45 am.
5.3. General Manager Finance and Corporate Services Report
Refer to pages 64-79 of the agenda.
Manager Corporate and Information Services was congratulated on his election to the board of ALGIM (Association of Local Government Information Management).
RESOLVED:
THAT the General Manager Finance and Corporate Services Report be received.
Jukes/Tánczos CARRIED
A discussion ensued regarding remediation of the tidal pool and members were advised it would go back out for consultation with the community and stakeholders and following this, options and costings would be bought back to Council. The maintenance schedule of the tidal pool was also explained. It was acknowledged that safety was paramount in both the design and purpose of the pool.
5.4. General Manager Strategy and Economic Development
Refer to pages 80-95 of the agenda.
Staff at the i-SITE were congratulated on continued growth in sales.
RESOLVED:
THAT the General Manager Strategy and Economic Development Report be received.
Immink/Tánczos CARRIED
5.5. General Manager People and Capability Report
Refer to pages 96-100 of the agenda.
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RESOLVED:
THAT the General Manager People and Capability Report be received.
Jukes/Dennis CARRIED
6. MINUTES FROM OTHER ORGANISATIONS AND COMMITTEES
6.1. Youth Council – 21 October 2019
Refer to pages 101-109 of the agenda.
RESOLVED:
THAT the minutes of the Youth Council meeting held on Monday, 21 October 2019 be received.
James/Her Worship the Mayor CARRIED
THE MEETING FINISHED AT 11.22 AM.
Confirmed this day of
CHAIRPERSON
10 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8 Reports
8 Reports 8.1 General Manager Community Services Report
Subject: GENERAL MANAGER COMMUNITY SERVICES REPORT To: PROJECTS AND SERVICES COMMITTEE Meeting Date: WEDNESDAY, 5 FEBRUARY 2020 Written by: GENERAL MANAGER COMMUNITY SERVICES
File Reference: A1657192
1. REASON FOR THE REPORT
This report covers the key highlights, business priorities and updates from the Community Services business group during November 2019 to January 2020. Activities included in this area are Lifelong Learning, Museum and Research Services, Aquatics and Recreation, Partnership Facilitation Fund, Reserves and Open Spaces, Buildings and Facilities, Procurement and Solid Waste.
2. KEY HIGHLIGHTS AND BUSINESS PRIORITIES
A number of the Community Services team were engaged in the response to the Whakaari White Island Event that occurred on 9 December 2019. Staff involvement included providing management to the various functions within the Emergency Operations Centre for the full response period. This has affected the work plans within a number of the team’s activities.
2.1. Highlights 2.1.1. Waimana Domain Upgrade
The installation of the sportsfield floodlighting and power upgrade on the Waimana Domain, the resurfacing of the all-weather courts and the carpark resurfacing were completed. The cost of the power upgrade and sportsfield lighting was funded by way of an $80,000 grant from Eastern Bay Energy Trust and the cost of the all-weather court resurfacing was funded by way of a $50,000 grant from The Lion Foundation to Te Waimana Kaaku Trust. They have also received a grant of $19,554 from Southern Trust towards the additional cost associated with the court extension and marking.
2.1.2. Te Hokianga Mai ki nga Taonga o Te Kohika
Staff were engaged in the return of the Te Kohika Taonga Collection which has been conserved for the past 10 years under the curatorship of Dilys Johns, Director Conservation Laboratory. Each Taonga was conserved and packed prior to being loaded for transport from Auckland back to Whakatāne. The Taonga were bought into the museum by the tamariki of Te Kura Kaupapa o Orini. The collection is owned by Te Rūnanga O Ngāti Awa and managed through the Kohika Trust. The collection has been formally receipted into the Taketake Collection for storage and research purposes.
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2.1.3. Stage 1 Whakatāne Skatepark Extension
The Whakatāne Skate Park extension has received a grant of $150,000 from the New Zealand Community Trust, a grant of $50,000 from Pub Charity Limited and $10,000 from the Whakatane-Ōhope Community Board. The total cost of the project is $415,000. Further funding applications are currently being prepared to secure the balance of the funding. The Skate Park Committee and the Designer/Builder are currently finalising design details and pricing for Stage 1 of the project. Stage 1 will include a 10x9m ramp and 31x 14m street skating facility and is scheduled for completion in April 2020.
2.1.4. External Funding Applications
The Ministry of Business Innovation and Employment (MBIE) administers the Tourism Infrastructure Fund which supports the provision of facilities for overnight camping. The Council secured $169,000 from the Round Four funding round. The grant was apportioned as $135,000 towards the cost of upgrading three public conveniences in Ōhope and upgrading the overnight camping facility at the Ōhope boat ramp. A further grant of $34,000 was approved towards the operational costs associated with the facilities for a period of two years.
2.2. Business Priorities 2.2.1. Civic Centre Seismic Strengthening and Betterment Project
The Council received three tenders in response to the tender invitation. Staff, consultant architects, engineers and quantities surveyors are currently working through the bill of quantities and pricing schedule presented by the preferred supplier. On completion of the evaluation, a full report on the pricing and components of the project will be presented to a future Council meeting.
2.2.2. Natural Burial Proposal
Staff are currently assessing the requirements and feasibility of conducting natural burials in the District. Part of this assessment has included a visit to three cemeteries/local councils in the Wellington, Kapiti and Carterton districts to discuss the practice and to ascertain how this may be included as a burial practice in the future. A decision to include natural burial will require a review of the Council Cemeteries and Crematoria Bylaw 2019. A full report outlining the process will be presented to a future meeting.
2.2.3. Heating Options for the Whakatāne Outdoor Swimming Pool
As part of the Outdoor Swimming Pool Enclosure project, staff have engaged EMSOL (Energy Management Solutions) to prepare a feasibility study to assist in the decision on the preferred option for the heating of the outdoor pool. The feasibility study will consider the economic benefits of installing the option of either heat pumps or solar heating as an alternative option to offsetting the energy requirements for operating the outdoor pool year round.
2.2.4. Wairaka Centennial Park - Safe Swimming Area
Boffa Miskell has been engaged to assist with progressing a review on the safe swimming area.
This work will include support for the following:
Development and implementation of an Iwi and community/ stakeholder engagement plan Technical review of tidal pool safety and amenity
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Assessment of issues and options.
Boffa Miskell will have this draft programme ready by mid-February 2020 with the programme commencing by late February and into March 2020. An options report will be presented to a future meeting for consideration.
3. BUSINESS UPDATES FOR THE COMMITTEE’S INFORMATION
The remainder of this report, Sections 4 to 12 and Appendices 1 to 3, include updates for the Committee’s information.
4. LIFELONG LEARNING – WHAKATĀNE LIBRARIES AND GALLERIES
Te Kōputu a te whanga a Toi - Whakatāne Library and Exhibition Centre
4.1. Library Projects
The Annual Volunteer Thank You event was held on 27 November 2019. Of the 78 Lifelong Learning volunteers, sixty attended the event hosted by the Lifelong Learning team. This event is an opportunity to show our appreciation to the volunteers for their help, committment and support.
Distribution of Life Long Learning Volunteers supporting the Activity
4.2. Public Programmes – Lifelong Learning: Libraries, Art and Heritage Galleries
A total of 261 children and their caregivers participated in public programmes and events offered by the Lifelong Learning team from November 2019 to mid-January 2020. These programmes included Twelfth Elf-a-bet Challenge, the Summer Activity booklet, Meccano and Lego STEM play, Summer Fayre Reading Challenge aimed at 12-year+; and the Great Reading Carnival Summer Reading Programme aimed at ages 5 to 12-year-olds.
The Library on the Lawn was set up to promote the library beyond the traditional walls by setting up a welcoming canopy with bean bags, books and refreshments encouraging a relaxed approach to social and solitary reading. The canopy space has been popular for reading, socialising and accessing Wi-Fi.
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4.3. Outreach - Te Mahoe School Visits – Summary of the Year 2019
This year-long activity wrapped up on 20November 2019. The Programmes and Outreach team began visiting Te Mahoe School in 2019 with a plan to reach out to District schools outside of Whakatāne to lift their reading through establishing a lifelong relationship with libraries. This has resulted in a ‘reading buddy system’, children engaging in reading during lunch and play breaks and general improvement in literacy.
4.4. Digital Programmes 4.4.1. Spark Jump
There has been a great uptake with almost 40 families and homes supplied with modems since April 2019. In the last quarter of 2019, Whakatāne Libraries were in the top five libraries nationally for the number of Spark Jump customers signed up.
4.4.2. Collections – Library
The review and update of the Collection Development Policy is still in progress to reflect the changes identified in the consultant’s report, changing trends in the industry and in the Whakatāne Libraries’ collections. The following infographic provides monthly and annual statistics on books issued, new purchases and budget spend.
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In early December 2019 staff trialled a movie streaming service to assess its suitability for inclusion in the collections. This service is available at other New Zealand public libraries and staff are in discussions with the US based supplier.
4.5. Murupara Library and Service Centre
A new Team Leader and Coordinator of the Murupara Library and Service Centre has been appointed and started at the centre in February 2020.
In total, 4,608 books were borrowed and returned through the Murupara Library during 2019, an increase of 13% on 2018.
4.5.1. Murupara Carols and Candles at the Pa
On 6 December 2019, the community gathered at the Rangitahi Marae to celebrate the end of the year and also to remember those who have passed on during 2019. The event, sponsored by the Murupara Community Board was attended by the Mayor, Councillor Silcock and Community Board members.
4.5.2. Digital Wellbeing Pilot - Murupara 19-27 November 2019
Whakatāne Libraries successfully participated in a national initiative out of the Digital Inclusion Alliance Aotearoa (DIAA), partnering with Te Aka Toitū Trust and Kawerau Library to deliver a Digital Wellbeing pilot programme in the Eastern Bay of Plenty. The programme is designed to lift competency around the challenges of staying safe in an online environment. The DIAA offered the pilot programme to four schools in the Kawerau District and one in the Whakatāne District (Murupara Area School).
The Murupara Library and Service Centre team were privileged to collaborate with the local Murupara Area School, the Digital Inclusion Alliance Aotearoa (DIAA), Te Aka Toitū Trust and supported by the Whakatāne staff to deliver the Digital Wellbeing Pilot in a small rural school and community. Two, one-hour sessions a day were run for three days for ten families chosen by the school. Each whānau worked toward obtaining a digital licence. Once they achieved it they were awarded a refurbished surface pro laptop donated by the Ministry of Education which will go a long way in their home to support their education and technology skills.
4.6. Edgecumbe Library (Te Tari Āwhina)
A total of 3,567 books were borrowed and returned through the Edgecumbe Library during 2019, a decrease of 26% on 2018.
The Digi-e-BoP programme wound up for the year on 12 November 2019 having enjoyed a steady attendance throughout the year of five to eight people each week coming along to learn new skills. The Edgecumbe Volunteers attended the annual volunteer celebration event and the library service took a break over the Christmas and New Year week.
4.7. Ōhope Community Library
A total of 7,291 books were borrowed and returned through the Ōhope Library during 2019, a decrease of 21% on 2018. More books were returned through the Ōhope Library than issued. It appears residents are happy to borrow books from the Whakatāne Library but choose to return items through the Ōhope facility for convenience. Ōhope Library has a current volunteer pool of 25 people who support the delivery of this service in the Ōhope community.
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4.8. Exhibitions and Public Programmes 4.8.1. PUNA: 7 December – 29 January 2020
In early December 2019, PUNA, Flat-pack Whakapapa and Pā Harakeke, three kaupapa Māori exhibitions were opened in Brookfields Lawyers Gallery.
Triple opening – Saturday, 7 December, 2019 – Attendees: 60
This opening celebrated contemporary Māori art in many forms. PUNA features emerging contemporary Māori artists from Ngāti Awa, Ngāi Tūhoe, Ngāti Porou, Ngāi Te Rangi, Te Arawa, Waikato, Ngāti Ruanui, Ngāti Kahungungu and Ngāpuhi. It was developed in-house to inspire local rangatahi to take up the fulfilling challenge of a career in the arts.
Rangatahi art + activism wānanga – Sunday, 8 December, 2019 – Attendees: 25
This was a hands-on kanohi ki te kanohi hui (face-to-face gathering) for rangatahi (young people) to speak to issues that affect the youth of our District. Passionate members of the community attended and engaged in rich discussion about agency, representation and governance.
Hands-on creative activities – 7 December – 29 January 2020 – Participants: 200+
The Exhibitions team have designed creative exercises responding to the artwork of Māia Abraham, Kauri Wharewera and Kahu Kutia.
4.8.2. Sheaff Family Gallery
The Endless Thread – 2 November to 27 November 2019
Bay of Plenty Fibre Crafter’s Awards Ceremony – Saturday, 2 November 2019 – Attendees: 60
The Whakatāne Fibre Crafters Society hosted fibre crafters from across the Bay of Plenty. It was a celebratory event with speeches, certificates and a book-launch.
Weekly Fibre Craft demonstrations – 9-10, 16-17 & 23-24 November 2019 – Attendees: 50
An array of spinners, weavers, knitters and felters worked in-situ from 10am-2pm every Saturday and Sunday. This built skills amongst the local fibre crafters and offered creative experiences for the public.
The Endless Thread showcased award-winning fibre crafts from around our region. Waikato weaver, Nynke Piebenga, had the challenging task of judging more than 150 entries and choosing winners across seven categories. There were 47 finalists and award-winners exhibited in the Sheaff Family Gallery and the Community Board Gallery throughout November 2019.
4.8.3. Maureen Lander – Flat-Pack Whakapapa – 7 December 2019 to 29 January 2020
Triple opening – Saturday, 7 December 2019 – Attendees: 60
Maureen Lander is a nationally and internationally regarded weaver. Weavers from around the Whakatāne District, and beyond travelled to attend this exhibition opening.
Artist Talk – Saturday, 7 December 2019 – Attendees: 30
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In a discussion led by Curator Exhibitions, Sarah Hudson, Maureen Lander walked the audience through her installation and gave an insight into her art career as a whole.
Flat-Pack Whakapapa is a touring exhibition presented by The Dowse Art Museum. This exhibition consists of three installations made from harakeke that explore the connections between whakapapa and raranga (Māori weaving).
4.8.4. Whakatāne Community Board Gallery
Pā Harakeke: 7 December 2019 to 29 January 2020
Curator Talk: Monday, 9 December 2019 – Attendees 15
The artists in Pā Harakeke are currently studying towards a Bachelor of Māori Art in raranga at Te Wānanga o Aotearoa in Whakatāne.
Ron Te Kawa and Kawerau South School: 21 October to 30 November 2019
An exhibition of a quilt created by Ngāti Porou artist Ron Te Kawa and the students of Kawerau South School. This project was developed by Eastbay REAP with help from the Kawerau Creative Communities Scheme.
5. MUSEUM AND RESEARCH SERVICES
Te Whare Taonga ō Taketake - Whakatāne District Museum and Research Centre
5.1. General
Te Whare Taonga ō Taketake has seen an increase in the number of visitors to the facility, in the past three months with researchers in particular utilising the large archive and manuscript collection.
Whakatōhea Trust Researchers have been busy collating historical data for their iwi, along with other people undertaking PhD research. The graph below outlines the number of visitors for October to December including key categories for Researchers, Collections Access, Schools / Tours.
Staff have received a request from Dr Taiarahi Black, Professor of Māori & Indigenous Development at Te Whare Wānanga o Awanuiārangi to facilitate PhD students in presenting their research to the public.
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5.2. Te Hokianga Mai ki nga Taonga o Te Kohika
Staff were engaged in the return of the Te Kohika Taonga Collection where it has been conserved for the past 10 years under the curatorship of Dilys Johns, Director Conservation Laboratory from the University of Auckland. Each Taonga was conserved and packed prior to being loaded for transport back to Whakatāne. The Taonga were bought into the museum by the tamariki of Te Kura Kaupapa o Orini. The collection is owned by Te Rūnanga O Ngāti Awa and managed through the Kohika Trust. The collection has been formally receipted into the Taketake Collection for storage and research purposes.
Arrival of the Te Kohika Taonga Collection at Te Whare Taonga ō Taketake
5.3. Photographic Collection
The main outcome of the Photographic Development Project will be in assisting to prioritise workstreams enabling improved documentation and development of finding aids throughout the collection (includes 10,000 photographs) to allow better access to this important collection. The project will also formulate clear policies, protocols and procedures for the management of the collection.
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5.4. Visit by Te Kura o Te Teko
On 3 December 2019, Te Kura o Te Teko tamariki came in to view the Taonga Collection (Taonga, archives, books and other resources) relating to their local area of Te Teko.
5.5. Visit Danny Mc Roberts, Te Whānau Apanui, Ngāti Awa. Tohunga Whakairo
Danny McRoberts, expert carver, has visited with staff and provided valuable information relating to different carving styles on several Taonga in the collection.
5.6. Collaboration between Artist’s work and Collections and Research materials.
Te Whare Taonga ō Taketake holds a small exhibition of Poi, by Tangimoe Clay, Whakatōhea. An exhibit ‘Poi Ika’ - poi made from fish skins - is currently on display. The kaupapa for the ‘Poi Ika’ came about through Tangimoe being involved with Te Matatini 2019, and observing poi being produced and used on stage made from plastic materials.
6. AQUATIC CENTRE AND RECREATIONAL SERVICES
6.1. General
The Whakatāne Aquatic and Fitness Centre has continued to see attendance growth into the second quarter with an increase of 8% across the community pools and 6% in gym membership. An action plan for 2020 includes additional fitness classes and a boot camp class as part of the strategy to attract new clients and to retain current members to increase net growth in membership. The new retention programme will focus on engaging more with members and focusing on those members who may not attend so regularly by encouraging them to be more active with the new programmes being offered.
6.2. Group Fitness Classes
Over the past two months the team have been working on growing the number of group fitness classes being offered. Seven new fitness classes will be available to members in 2020.
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6.3. Hydro Slide Operation
In November 2019, the Whakatāne Aquatic Centre’s hydro slide opening time was extended on request for use by the public to 5pm. This has resulted in a 50% increase in the number of customers using the hydro slide.
6.4. Edgecumbe Community Pool
The Whakatāne Aquatics team is continuing to support Edgecumbe College with the operation of the Edgecumbe Community Pool. As part of the Council’s Long Term Plan, a grant of $20,000 will be provided to offset the operating costs of the Edgecumbe College pool. The facility opened on Labour Weekend in October 2019 and will continue to operate during the summer season.
6.5. Murupara Swimming Pool
The Murupara swimming pool facility has seen a high usage since opening for the season and visitor statistics for this facility are now included in Appendix 2. The team continues to ensure high levels of service are provided to all customers.
Over the 2019 winter period a main power supply upgrade was completed and a new heat pump installed. This upgrade has seen the pool maintaining a comfortable pool temperature of 290C which has increased the usage at the facility. This project was part funded by way of a $48,937 grant from Eastern Bay Energy Trust.
6.6. Outdoor Pool Enclosure Project
To date the Whakatāne Aquatic Centre Outdoor Pool Enclosure has received Council funding of $213,000; external funding from Eastern Bay Energy Trust of $400,000 and BayTrust of $200,000. The total estimated cost of the project is $1,063,150.
The tender process for the solar heating and air circulation components of this project has closed. The tenders will be considered following a feasibility study by EMSOL on the option of installing a heat pump as an alternative option to offsetting the energy requirements for operating the outdoor pool. Staff are currently seeking additional external funding towards the installation of the heating (option to be confirmed) and the air circulation equipment. Grassroots Trust Limited requires a resolution of the Committee to accompany the funding application for $100,000 towards the installation of the heating and ventilation system section of the Outdoor Pool Enclosure project. The funding grant of $100,000 was approved by their Board of Trustees on 29 January 2020 subject to receipt of the resolution.
The foundations are scheduled to be constructed in February 2020. The steel structure and vinyl cladding is scheduled to be installed in April 2020. The works will cause minor inconvenience to the users of the outdoor pool.
7. PARTNERSHIP FACILITATION FUND
The Council approved a $50,000 per annum Partnership Facilitation Fund in the LTP period 2018-2021. The fund provides financial support to community initiatives through funding feasibility studies, initial and detailed design, legal advice and consenting to support funding applications for community facility development. Staff continue to work with members of the Whakatāne Skate Park Committee, the Bike Park Committee and the Whakatāne Swimming Club to deliver the projects to the community.
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The Whakatāne Skate Park extension received a grant of $150,000 from New Zealand Community Trust, a grant of $50,000 from Pub Charity Limited and $10,000 from Whakatāne-Ōhope Community Board. The total cost of the project is $415,000. Further funding applications are currently being prepared to secure the balance of the funding. The Skate Park Committee and the designer/builder are currently finalising design details and pricing for Stage 1 of the project. Stage 1 will include a 10x9m ramp and 31x 14m street skating facility and is scheduled for completion in April 2020.
To date the Whakatāne Aquatic Centre Outdoor Pool Enclosure has received Council funding of $213,000, external funding from Eastern Bay Energy Trust of $400,000 and Bay Trust of $200,000. The total estimated cost of the project is $1,063,150.
Staff have been working with the Whakatāne Mountain Bike Committee on investigating options for the development of a mountain bike park in Whakatāne. APR Consultants have been engaged to undertake an options report for the club and a draft report is scheduled for delivery by mid-February 2020. The report will also outline national and international trends, participation rates and the social and economic benefits of mountain biking facilities to a community.
The Projects and Services Committee will be updated on these initiatives as and when they progress.
8. WALKING AND CYCLING STEERING COMMITTEE
8.1. Ōpōtiki to Whakatāne Coastal Journey Extension - Mōtū Trails Great Ride
The project is to extend Mōtū Trails Great Ride cycle trail from Ōpōtiki to Whakatāne. Extension of Great Rides are subject to approval by NZ Cycle Trails Inc (NZCT) and construction costs for approved projects are co-funded by MBIE.
A revised business case for the project was submitted to MBIE in July 2019 for consideration. The Ōpōtiki and Whakatāne District Councils have recently been advised that approval has been given to proceed to the detailed design stage of this project. The total cost of the detailed design stage is $449,765 (50/50 share between the two Councils and MBIE) of which the Whakatāne District Council share would be $108,000. Staff will make a submission through the Annual Plan for the Council to approve the funding to complete the detailed design.
8.2. Active Whakatāne
Active Whakatāne is all about encouraging and enabling the Whakatāne District to increase their use of active travel as a form of transport and recreation. The Draft Active Whakatāne Strategy is being finalised with inputs from Council’s Communications and Graphics teams. This is expected to be finalised in early 2020.
A number of improvements have been carried out around the District in relation to the Active Whakatāne project such as:
Improvements to pram crossings and accessibility for larger wheeled devices such as wheel chairs, mobility scooters and prams along King Street and through to the Whakatāne town centre Improving accessibility to some of our existing pathways such as a new let down for cyclists from King Street into Warren Park, improved connection to Warren Park from Sullivan Street and Brabant Street, improved accessibility to Warren Cole by the Landing Road bridge and into the Awatapu Lagoon from Hinemoa Street
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New footpaths in Matatā as part of pavement rehabilitation works, and provision of important footpath links to the two schools and rugby fields, new pathways in Edgecumbe between Rata Ave and College Road, and designs being developed for safety improvements along the road frontage of the Murupara Area School.
These types of smaller scale Active Whakatāne projects will continue to be implemented for the remainder of the current LTP utilising existing NZTA funding, until further co-investment from NZTA can be obtained in the 2021-24 LTP,to be able to progress some of the larger scale Active Whakatāne Projects (such as new shared use path facilities, more small towns initiatives etc.).
9. RESERVES AND OPEN SPACES
9.1. Waimana Domain and Waimana Rugby Club
Staff are assisting an initiative by Te Waimana Kaaku Trust (The Trust) to upgrade Council facilities at Waimana Domain. The Trust are involved with hosting of the Tūhoe Ahurei festival in April 2020.
An application for external funding submitted by the Council to Eastern Bay Energy Trust was successful with $80,000 approved towards the installation of new floodlights and a power supply upgrade for the rugby field. The project is now completed and the lighting is operational.
The Trust received $50,000 from The Lion Foundation towards the resurfacing of the multi-purpose courts. This work was completed in December 2019. The Trust has recently received a grant of $19,554 from Southern Trust towards the additional costs associated with the court extension and marking. In addition, the Waimana Rugby and Sports Club is proposing upgrades to the clubroom and changing room facilities.
The unformed carpark adjacent to the Waimana Rugby Club has been upgraded. Timber edging now defines 850m2 of hardstand parking.
9.2. Eivers Park - Te Teko
Staff have assisted the Te Teko Rugby and Sports Club with plans for a comprehensive upgrade of the Council-owned facilities at Eivers Park. An application for external funding has been submitted to Eastern Bay Energy Trust (EBET) for new floodlights and a power supply upgrade. The proposed upgrade project also includes renewals works to the sports pavilion, resurfacing of sports courts and fencing the carpark. All work is subject to external funding support and various avenues are being considered for the project. EBET will reconsider the funding application in their new financial year commencing in April 2020.
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9.3. Red Conway Park, Whakatane
Timber fencing has been installed across the frontage of Red Conway Park to prevent vehicular access onto the rugby field following ongoing incidents of vandalism of the turf.
9.4. Playgrounds
Refreshes, including painting and replacement of selected components, have been completed on playgrounds at Maraetōtara Reserve, Mahy Reserve and The Glebe in Coastlands. Safety surfacing has also been repaired at Ocean Playground at River Edge Park.
9.5. Riverslea Park Upgrade, Puriri Crescent and Papa Taonga Reserve Development - Edgecumbe
External funding of $112,000 from The Lion Foundation will enable a significant upgrade of the playground and walkways in Riverslea Park in Edgecumbe. Stage one was completed late November 2019, where the existing walkways from Rata Ave to the Edgecumbe Library and Shopping Centre Carpark were uplifted and a new 2.5m wide walkway installed. Stage two, where the playground will be upgraded is scheduled for March 2020.
Construction of Papa Taonga Reserve on College Road, location of the stop bank breach, was completed in early December 2019 and the official opening was held on Saturday, 21 December 2019. Representatives of the District and Regional Councils, Rangitāiki Community Board, families displaced by the red zone, local Iwi and members of the wider Edgecumbe community were in attendance. Following a karakia a ceremonial ribbon was cut and the park declared open to all. The ownership of the land will be retained by Bay of Plenty Regional Council with management of the reserve being transferred to Whakatāne District Council.
The Puriri Crescent playground has undergone significant maintenance of the existing play structures and an additional ‘Cube and Climb’ structure has been installed. The work was completed in early December 2019.
These three projects will contribute to the Edgecumbe reserves revitalisation programme.
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9.6. Matatā Beach Carpark
Two picnic tables have recently been installed at the Matatā Beach carpark following the extension and upgrade of the fencing during August 2019.
9.7. Vehicles on Ōhope Spit and Harbour Reserves
Closing of informal track entrances with bollards along Harbour Road towards Ōhope Golf Club has been completed. Two large signs were installed on the beach and located beside the Ōhope Top Ten Holiday Park and further along the spit advising beach users of the dotterel nesting area and associated restricted activities. Advertisements were broadcast over Radio 1XX during December 2019 to further educate the public.
9.8. Request for Formal Naming of Reserve
The Council has received a request from PAG Enterprises Ltd – (Prue and Barney Gray) - developer of the Shaw Road subdivision – to officially name the playground reserve at Lot 100 on the corner of Kakariki Drive and Kotare Drive in honour of the late Joe Harawira. Further to engagement with the family of the late Joe Harawira and a number of other organisations that Joe supported, they have requested that the reserve be officially named “Jo Jo’s Playground”. The naming of the playground is in accordance with the objectives and policies as detailed in Section 4.15 – Naming of Reserves – of the District Reserves Management Plan 2019 (DRMP). Copies of the section from the DRMP and the letter of request (excluding support letters) are attached in Appendix 4. We are now completing all consultation with Te Rūnanga o Ngāti Awa on the formal naming of the reserve.
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9.9. Ngā Tapuwae o Toi
Over four weeks from the end of November 2019, the upgrade of Stage 2 of the Ngā Tapuwae o Toi walkway was completed. This year’s programme included the improvement of approximately 700m of track section from Kapu Te Rangi to Ōtarawairere Bay. This work builds on the 800m completed in the previous year. The works in this programme included the construction of staircases in difficult terrain areas, re-establishing barriers, improving water management off the track, shaping and metaling track surfaces. The work is completed under the supervision of staff and under the oversight of an archaeologist who has produced the archaeological report to support the Heritage Consent for the work.
9.10. Tree Removal – White Horse Drive
The owners of a property in White Horse Drive, Whakatāne approached the Council in February 2019 with safety concerns regarding a stand of exotic Japanese Cedar (Cryptomeria Japonica) trees on reserve land bordering their property. The owners’ concerns related to the size and height of the trees and their proximity to the property boundary. A site visit by senior Council staff was carried out in February to inspect the trees, as Council considers matters such as these on a case-by-case basis. The property owners were later advised by email that the Council could agree to the tree removal subject to specific conditions which included an approved safety plan, the engagement of a suitably qualified contractor, that mitigation and replanting of native species would be carried out and that the Council would not incur any costs.
The decision was made to approve the tree felling for a number of reasons which included improving safety, and because it would eliminate the potential requirement for the Council to manage even larger trees in future at ratepayer expense. It was also deemed the felling would have minimal visual or other impacts on other nearby properties.
The contractor’s safety management plan was approved by Worksafe NZ in November 2019 and the Whakatāne Kiwi Trust and other partners were subsequently notified of the project. The Kiwi Trust Operations Manager advised that there were no (known) occupied burrows in the area. Felling works were carried out in December 2019.
Erosion control measures including mulching of the area where the trees were removed are being implemented following consultation with Bay of Plenty Regional Council staff. The area will be planted in native vegetation at the beginning of the next planting season with assistance from the owners. To date, the owners have cleared a number of pest plant species around the boundary and undertaken a planting programme of Kanuka and other native species.
The felling works did not require resource consent, however it has been noted that consultation with neighbouring residents would have been beneficial prior to the works proceeding.
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9.11. Whakatāne Holiday Park
The popularity of the Whakatāne Holiday Park as a destination for tourists and visitors to the District is reflected by the increasing occupancy rates and pre bookings received.
9.11.1. Operations
Compared to the same period in 2018, revenue in October 2019 to December 2019 increased by an average per month of approximately 27% Guests continue to show a preference for online bookings, with pre-bookings received through to December 2020 Four cabins are being rented for the period November 2019 to end-April 2020. Bookings for these units have been popular with an average occupancy rate to date of 85% Guests have all been well behaved and positive comments were received from campers on the improvements completed to date and the level of service provided.
9.11.2. Occupancy
October 2019 November 2019 December 2019 (31 nights) (30 nights) (31 nights)
Number of Number of Number of Type of % % % nights nights nights Accommodation Occupancy Occupancy Occupancy rented rented rented 10 x Apartments 129 42% 173 58% 216 70% 12 x Units 160 43% 206 57% 243 65% 4 x Studios n/a n/a 103 86% 105 85% (summer) 40 x Powered 33 3% 625 52% 711 57% Sites 40 x Unpowered 42 3% 678 57% 639 52% Sites
9.12. Overnight Parking
Two student ambassadors started work in mid-December 2019 undertaking four hour-per-day monitoring of all overnight parking sites including Pikowai. The team are equipped with a laptop and the Responsible Camping App that enables them to log information for each individual site on each visit. ISCL have a staff member camping overnight at Pikowai from 20 December 2019. The security presence has resulted in positive feedback and reduced the number of complaints received at this time of year. ISCL have also inspected Aniwhenua Reserve every three days, which has assisted in minimising the usual annual complaints. The Council received $156,000 from the Responsible Camping Fund to assist in meeting the additional operating costs associated with overnight camping including costs for engaging additional staff and contractors, travel and general expenditure (waste removal and servicing of public conveniences).
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9.13. Reserve Bookings
Reserve bookings for the summer period were steady with a variety of events held as below:
Carols by Candlelight – 15 December 2019 Whakatāne Christmas in the Park – 15 December 2019 Whakatāne Christmas Parade – 14 December 2019 EPIC Late Night Shopping event, Whakatāne – 18 December 2019 Ōhope Lions Book Fair – 3-4 January 2020 Annual Touch Tournament, Whakatāne Rugby Park – 10-11 January 2020 Whakatāne Seafood Festival, The Heads – 18 January 2020 Tour of Duty, Destiny Church Man Up & Legacy Programme event – 17 January 2020 Sculpture Symposium, Whakatāne Rose Gardens – 16-26 January 2020 Lake Aniwhenua Community Water Sports Day – 25 January 2020 Creative Travellers Craft Fair, Rex Morpeth Park, Whakatane – 24-27 January 2020 Paul Bosauder Tierra y Mar concert, Whakatāne Little Theatre – 31 January 2020.
10. BUILDINGS AND FACILITIES
10.1. Ngā Awa Pūheke - Civic Centre Seismic Strengthening and Betterment Project
The tenders for the Ngā Awa Puheke project have been received by the Council and are currently being evaluated.
This project will be reported to the Council prior to the awarding of the tender.
10.2. Whakatāne District War Memorial Hall
The Seismic Strengthening works programme has now been completed. The works included additional bracing in the Little Theatre, reinforcing the stadium roof trusses, and better connecting the northern wall of the stadium to the roof support beams. The most significant strengthening work occurred in the lounge and kitchen area. A lattice work of steel beams have been installed to brace the stadium and exterior wall of the lounge together. This necessitated the removal of the existing suspended ceiling and addressing the hazard created by Asbestos Containing Material (ACM) found in the ceiling space. Further removal of ACM discovered as part of the works is scheduled to be completed in February 2020.
With the new steel reinforcing beams providing the necessary seismic strengthening, a new seismically restrained suspended ceiling and seismically restrained LED lighting has been installed. As a result of the strengthening work and the associated Engineering Assessment, the Whakatāne and District War Memorial Hall is now > 34% NBS. We are awaiting confirmation from the Building and Regulatory Department the works are as per the design plan specifications in order for the building to be certified.
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The ceiling stripped out of the lounge Steel reinforcing beams in place and ACM removed in the lounge area
During November 2019, the upper areas of the Little Theatre’s stage loft was cleared of years of debris and dust including ACM material. A new fire curtain was also installed allowing the old ACM curtain to be removed.
The old ACM fire curtain just prior to its removal
10.3. Ōhope Hall
Installation of LED lighting in the main stadium for the Ōhope Hall has been completed. The installation provides for better energy usage than the previous mercury vapour lights. These old lights were also sustaining damage through sports users hitting the light diffusers through their play. The new LED lights have been raised and are positioned against the ceiling to limit their exposure to future damage.
10.4. Edgecumbe War Memorial Hall
The Edgecumbe War Memorial Hall renewals programme is due to commence in February 2020.
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The targeted programme addresses:
The replacement of the existing roof and guttering Exterior repainting Replacement of rotted window frames in the stadium Double glazing of the lounge windows Replacement of ceiling grid tiles Installation of heat pumps and ceiling insulation Other internal painting will also be completed.
The Council has also been engaged with St John’s over the management of their neighbouring facility. St John’s has agreed to meet the costs of repainting their facility as part of the wider hall renewal work.
10.5. Manawahe Community Hall
The renewals work for the Manawahe Community Hall has progressed. The internal lounge area and kitchen have been repainted. The lounge has also been carpeted. The rotten window frames in the toilet areas have been completely replaced. The old vertical window blinds have been renewed with roller blinds.
Works for the remaining financial year include the repair of the portico area at the front of the hall which is suffering from timber rot and the replacement of the existing guttering and down pipe system to protect the hall from water intrusion and provide better drainage away from the site.
10.6. Waimana-Nukuhou North Memorial Hall
A resource consent has been granted to allow for the discharge of the storm water away from the site to the road kerb and channelling. A new stormwater system will be installed in February 2020 taking water away from the hall that is currently ponding under the building creating longer term maintenance issues.
10.7. Te Teko War Memorial Hall
A programme of work to repaint the exterior of the hall including the roof began in January 2020. The exterior painting programme is a culmination of work carried out in previous years to clear the hall boundaries of vegetation, with cooperation of the neighbouring property owner, and the spraying of lichen build up on the roof and exterior walls. The foyer roof of the hall has been replaced recently due to continual leaks.
It should be noted that it is intended for both the Waimana-Nukuhou North Memorial Hall and the Te Teko War Memorial Hall to be issued with Earthquake Prone Building notices by the end of February 2020. This allows the Council 15 years in which to address the outstanding earthquake strengthening works required. Preliminary designs for the work required and estimates of $80,000 per hall have been received and these costs may be included in future budgets and Long Term Plans.
10.8. Te Teko Sports Pavilion
The Sport Pavilion at Eivers Park in Te Teko has seen the first elements in this year’s work programme addressed. The polycarbonate windows that were clouded over and scratched have been replaced with toughened glass. The sliding doors and windows on the balcony areas have also had their flashing
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reinstalled correctly and the surrounding cladding tidied up. The deck railing has been replaced and the upper balcony areas repainted. The attempt to treat the internal wood panelling with a stain has not been as successful as first hoped and will now be repainted. The internal storage area upstairs will be relined in January 2020.
10.9. 4 Commerce Street
Work continues on the fit out of 4 Commerce Street, the building next to the Civic Centre. These premises will be housing Council staff during the seismic strengthening of the Civic Centre.
10.10. Whakatāne Airport Terminal
The renewals programme for the Whakatāne Airport Terminal is ongoing. The new double glazed windows for the Control Tower have been manufactured and are planned for installation in January 2020. The tower window installation may also expose decay in the surrounding timber. This repair work has been anticipated and will be completed at the same time as the windows installation.
The rust treatment of the steel entrance canopy is planned for February 2020. A full external re-paint is also planned.
All works undertaken on the terminal will comply with the heritage provisions giving effect to the airport terminal’s heritage status.
10.11. Public Conveniences
The Council was successful in its funding application to the MIBE Tourism Infrastructure Fund. The successful bid of $135,000 has allowed the Ōhope Beach toilets renewal programme to be further extended to include the Mahy West toilet. Funds have also been made available to install extra showers along the beach front and extend disability services to beach users.
The Aniwhenua toilet block damaged in October 2019 as a result of a vandalism attack was reconstructed prior to the Christmas holidays. Painting of the block is awaiting contractor availability. While an insurance claim will be lodged by the Council, the policy excess of $25,000 will have to be funded. The total damage to the facility will amount to approximately $27,000.
The internal repairs completed at Aniwhenua toilet
Another attack on a public toilet occurred on 30 November 2019 when the Matahina Dam toilet was burnt down. The site has now been cleared of all debris and the concrete block building secured. Staff are now costing a possible replacement toilet for the site. The incident has been lodged with the Police.
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Matahina Dam toilet destroyed by fire
10.12. Awakeri Scout Den
Just prior to Christmas 2019, the Council received from the Ministry of Education, through the Awakeri School Board, the necessary authority to proceed with the utilisation of the new proposed location for the Awakeri Scout Den. The Ministry has issued a 10yr/10yr lease for the site.
The Council is now preparing a revised resource consent application under section 127 of the Resource Management Act. It is not anticipated the change in location will impact to any great degree on the existing conditions of the original consent.
10.13. Whakatāne District Council Energy Performance
The Council has engaged Energy Management Solutions Ltd (Emsol), as part of the climate change project, to undertake an Energy Management Programme over the next two years. Monthly energy use baselines have been established for the Council’s major facilities and the associated carbon generation. Energy usage is monitored and reviewed monthly with Emsol and the Council’s management staff involved from each facility.
The Properties and Facilities team are participating in the programme and it has already started to produce benefits with energy usage of the Council HVAC systems signalling issues that require further investigation. The efficiencies of the HVAC system at Te Kōputu a te Whanaga a Toi (Library and Exhibition Centre) and the effectiveness of the Building Management System (BMS) that controls the HVAC plant and equipment is currently being reviewed.
11. PROCUREMENT AND ADMINISTRATION
11.1. Contracts out for tender
20-021 Whakatāne Aquatic Centre Solar Panels 20-036 Hinemoa Stormwater Pump Station Design SP19-035 Herepuru Mimiha Culvert Replacement.
11.2. Contracts currently being evaluated
20-021 Whakatāne Aquatic Centre Solar Panels. 20-031 Civic Centre Earthquake Strengthening 20-035 Awatarariki Site Clean-up Stage Two.
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11.3. Contracts recently awarded
20-030 Tāneatua and Waimana Water Metering Project 2019-20 to Draintech for the sum of $265,756.49 20-028 Wainui Road Safety Improvements to WSP NZ Ltd for the sum of $193,182.00.
12. SOLID WASTE
12.1. Solid Waste Overview
A total of 4,065 tonnes of solid waste was collected in November 2019 (1,941 tonnes) and December 2019 (2,124 tonnes) through kerbside collections, street litter bin lifts, private contractor deliveries and public deposits at the waste transfer station.
12.2. Residual Waste
A total of 2,219 tonnes of refuse was disposed of to landfill in November 2019 (1,041 tonnes) and December 2019 (1,178 tonnes).
12.3. Recycled Waste
A total of 813 tonnes of recyclable waste was diverted in November 2019 (375 tonnes) and December 2019 (438 tonnes). During this time, kerbside recycling collections resulted in 668 tonnes of mixed recyclables (consisting of plastic, paper, cardboard and metal cans) and glass.
12.4. Reprocessed Waste
A total of 956 tonnes of greenwaste was diverted for composting in November 2019 (502 tonnes) and December 2019 (454 tonnes). Kerbside collections accounted for 687 tonnes. The remainder was made up of greenwaste deliveries to the transfer station by the general public, gardening contractors and businesses.
12.5. Christmas/New Year Waste
The Christmas/New Year period always produces a significant increase in waste volumes, however, it appears to have been even more so this year. Extra trucks were brought in to run the increased residual waste to landfill. A typical Ōhope kerbside refuse collection would normally produce around 10 tonnes and during this New Year period one collection resulted in 18.5 tonnes. Contractors have worked extremely hard and extra hours to keep on top of the increased waste and recycling.
12.6. Refuse Transfer Stations
The Te Tahi Street Refuse Transfer Station buildings had an annual clean in November 2019 and this included roofs being treated with moss/lichen prevention. The fencing is currently been repaired and investigations into upgrading the wastewater pump are also underway.
12.7. Keepa Road Greenwaste Processing Facility
Greenwaste is currently being hogged (shredded) at the Keepa Road site, and then transported to Kawerau for composting with kiwifruit farm waste and pulp from the paper mill.
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At the request of the Council, changes were made to the site consent conditions in September 2019. This will allow for more accurate monitoring of any contamination for the Keepa Rd site. New groundwater monitoring bores were installed in December 2019.
12.8. Waikato and Bay of Plenty Waste Liaison Group
On 10December 2019 the Council hosted the Waikato and Bay of Plenty Waste Liaison Group meeting. This was attended by representatives from Waikato and Bay of Plenty regional and local councils and Bay of Plenty Local Authority Shared Services.
Discussions included:
Round-table – current waste projects and issues Container deposit scheme Waste levy consultation Product stewardship Re-useable menstrual products Regional waste operator licensing and data collection Regional waste infrastructure – a hui is planned for further discussions and workshop end February/beginning March 2020.
The meeting concluded with visits to Community Resources Whakatāne and Ecocast composting operations in Kawerau.
12.9. Event Waste Management
In November and December 2019, the Council provided waste minimisation advice in support of a number of events. The Council’s event waste stations were used at the Apanui School Gala and Whakatāne’s Christmas in the Park.
12.10. Recycling Contamination
Despite a media campaign in September 2019 contamination of recycling in yellow-lid kerbside bins continues to be a concern. The contamination does not appear to be from specific areas, recently highly contaminated loads have originated from Ōhope and Matatā (this load was rejected by the materials recovery facility and landfilled).
A further media campaign was issued in December 2019 highlighting the need to be extra vigilant over the Christmas/New Year period. The campaign also advised that an on-street audit of yellow-lid recycling bins would take place early in 2020. Any bins identified as containing non-recyclable items will be stickered and left unemptied. The audit will take place around February to March 2020.
12.11. Waste Levy
Central Government is currently consulting on the Waste Levy and proposed legislative changes. The levy is currently $10 per tonne and has remained constant since 2008. Proposals include increasing the levy and applying it to other waste sites other than Class 1 landfills. This will probably result in a significant increase in landfill disposal costs but will also create increased revenue for waste minimisation initiatives.
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The Council will contribute to submissions through both the ‘Waste Management Institute of NZ Territorial Authority Forum’ and the ‘Waikato and Bay of Plenty Waste Liaison Group’.
The proposals also include increased responsibilities for councils in reporting waste data to Central Government – see 12.12 below.
12.12. Waste Data
The Manager of Solid Waste has started work on implementing the National Waste Data Framework (NWDF) into waste data reporting. This work involves changes to weighbridge data recording and internal reporting to match protocols from the framework.
The NWDF is the proposed framework under the Waste Levy consultation – 12.11 above.
Data from this work and documents relating to 12.11 above have so far resulted in some positive results as outlined below:
Measure National Average WDC Waste per capita to Class 1 734Kg (2017) 370Kg (2018/19) municipal landfills Average landfill commercial $79 per tonne $53.02 per tonne gate fee charges (including ($76.50 per tonne North Island) Waste Levy and Emissions Trading Scheme charges, excluding GST) Recovered waste (diverted from 28% (2015) 48.1% (2018/19) landfill) 45.3% current year
RECOMMENDATIONS:
1. THAT the General Manager Community Services Report be received; and 2. THAT the Committee approved and resolved to apply to Grassroots Trust Limited for funding towards the Whakatāne Aquatic Centre Outdoor Pool Enclosure Project for the amount of $100,000 (excluding GST) for heating equipment supply and installation.
Attached to this report:
Appendix 1: Lifelong Learning – visitor statistics. Appendix 2: Whakatāne Aquatic and Fitness Centre – visitor and programme statistics. Appendix 3: Solid Waste reporting charts. Appendix 4: Request for formal naming of the Lot 100 Playground Reserve.
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Report Authorisation
Report writer: Mike Naude General Manager Community Services Final Approval: Steph O’Sullivan Chief Executive
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8.1.1 Appendix 1 – Lifelong Learning – visitor statistics
1. Visitors to Te Kōputu (Facility)
2014/15 2015/16 2016/17 2017/18 2018/19 2019/20
July 21,399 19,803 21,132 19,781 17,931 19,036
August 18,264 16,455 17,085 16,498 15,808 16,265
September 17,474 17,498 18,426 22,646 14,835 15,390
October 19,474 17,704 17,606 17,501 17,508 17,549
November 17,573 16,955 16,995 15,474 16,717 15,892
December 18,966 17,781 17,938 13,837 15,339 14,823
January 20,910 21,963 20,237 17,627 17,169
February 16,230 18,533 17,465 15,860 15,371
March 17,814 16,873 18,028 16,488 16,358
April 17,257 18,062 15,936 17,112 15,325
May 15,741 17,155 16,164 15,732 16,423
June 13,705 16,739 16,908 16,065 14,884
TOTAL 214,807 215,521 213,920 204,621 193,668 98,955
2. Visitors to Galleries (Art and Heritage)
2018/19 2019/20
July No data 1,968
August 1,228 1,530
September 1,454 1,930
October 2,103 1,995
November 1,652 1,971
December 1,405 1,704
January 2,306
February 1,919
36 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.1 Appendix 1 – Lifelong Learning – visitor statistics (Cont.)
March 2,172
April 1,650
May 1,568
June 1,558
TOTAL 19,015 11,098
37 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.2 Appendix 2 – Whakatāne Aquatic and Fitness Centre – visitor and programme statistics
8.1.2 Appendix 2 – Whakatāne Aquatic and Fitness Centre – visitor and programme statistics
1. Visitor Statistics
The Whakatāne District Network Facilities have seen a total of 84,271, though their facilities in the first half of 2019/2020. This is a total of 78,105 visits for the Whakatāne Aquatic & Fitness Centre and 6,166 through the Murupara Community Pool. We are on target for the LTP goal of 135,000 visits. The team is continuing to develop some key strategies to further develop the Whakatāne Aquatic Centre into a busy community facility which will support getting more people, more active, more often, whilst ensuring levels of service are at exceptional levels.
2. Admissions – Whakatāne Aquatic & Fitness Centre
38 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.2 Appendix 2 – Whakatāne Aquatic and Fitness Centre – visitor and programme statistics (Cont.)
3. Admissions – Murupara Community Pool
39 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.2 Appendix 2 – Whakatāne Aquatic and Fitness Centre – visitor and programme statistics (Cont.)
4. Swim Programmes and Attendees – Whakatāne Aquatic & Fitness Centre
2019 2019 Jul JanDecNovOctSepAug AprMarFeb May Jun
Learn to Swim (registered Term 1 - 395 Term 2 - 490 Term 3 Term 4 swimmers per term)
Full Facility Membership 611604578575 611627 (gym) (current members)
Aquasize (number of 109192173178198116 entries per month)
Hydroslide (number of 536 613 514 1385 784 1486 passes/entry combo)
Green Prescription 986622 887 588878921 (entries into centre)
School Bookings (number of 89537026518555 students)
Clubs participation 312650 10191767 1269 588 (number of entries)
Rehab clients (number of 1088710511512671 entries)
40 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.3 Appendix 3 – Solid Waste reporting charts
8.1.3 Appendix 3 – Solid Waste reporting charts
1. Solid Waste Overview
1.1. Solid Waste Fractions
The chart below shows the solid waste fractions to date for the 2019/20 financial year. The previous year is also provided for comparison.
1.2. Residual Waste
The graph below shows volumes and sources of refuse for the last 12 months. Total volumes for the previous 12 months have also been added (purple line) for comparison.
41 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.3 Appendix 3 – Solid Waste reporting charts (Cont.)
1.3. Recycled Waste
The graph below shows the recycling diverted from landfill for the past calendar year, with the previous 12 months added (purple line) for comparison.
42 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.3 Appendix 3 – Solid Waste reporting charts (Cont.)
1.4. Reprocessed Waste
The graph below shows the greenwaste volumes diverted for the past calendar year, with the previous 12 months added (purple line) for comparison.
43 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.4 Appendix 4 - Request for formal naming of the Lot 100 Playground Reserve
8.1.4 Appendix 4 - Request for formal naming of the Lot 100 Playground Reserve
44 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.4 Appendix 4 - Request for formal naming of the Lot 100 Playground Reserve (Cont.)
Extract from District Reserve Management Plan – Page 28
4.15 Naming of Reserves
From time to time the Council acquires reserves and open spaces either through purchase, vesting through subdivision, gifting or other legal processes. Each reserve should be formally named to ensure ease of identity. Council also receives public submissions for the naming of reserves that have not previously been formally named. The naming of reserves is an issue that often creates debate and in some instances conflict within the community and therefore effective community consultation is required prior to the formal naming of a reserve. The final choice of name is made by resolution of the Council following consideration of the Community Board and public input.
Objective
(i) To officially name reserves through formal resolution of the Council, after consulting with tangata whenua, the public, and other interested parties.
(ii) To celebrate traditional Māori place names and whakapapa though the naming of reserves.
Policies
(i) All reserves and open spaces vested in or administered by the Council will be formally named.
(ii) Public consultation and consultation with tangata whenua and other interested parties will be undertaken as part of the reserve naming process.
(iii) Reserve names will be one mechanism to recognise ancestral names, to honour tūpuna, historical narratives and customary practises, as well as to enhance sense of place connections.
(iv) Reserve names will be officially adopted by way of Council resolution.
(v) Reserve name signs will be installed at the primary entrance to reserves where appropriate and within available resources.
45 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.4 Appendix 4 - Request for formal naming of the Lot 100 Playground Reserve (Cont.)
46 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.1.4 Appendix 4 - Request for formal naming of the Lot 100 Playground Reserve (Cont.)
47 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report
8.2 General Manager Planning and Infrastructure Report
Subject: PLANNING AND INFRASTRUCTURE REPORT To: PROJECTS AND SERVICES COMMITTEE Meeting Date: WEDNESDAY, 5 FEBRUARY 2020 Written by: GENERAL MANAGER PLANNING AND INFRASTRUCTURE
File Reference: A1658479
1. REASON FOR THE REPORT
This report updates and informs the Council on performance in the Planning and Infrastructure Business Group for November and December 2019, and highlights the business priorities for the next two months. This group comprises resource management, building, environmental health, liquor licensing, emergency management, animal control, parking enforcement, community regulation, Three Waters (water, wastewater, stormwater) and transportation activities.
2. KEY HIGHLIGHTS AND BUSINESS PRIORITIES
2.1. Key Highlights 2.1.1. Whakaari Response and Recovery
As part of the Group response to the Whakaari/White Island eruption on the 9 December 2019, the Emergency Operations Centre (EOC) was activated with Whakatāne District Council staff fulfilling EOC roles in support of the Police search and rescue efforts in the aftermath of the eruption. Council staff once again showed commitment and capability in undertaking their roles in very testing circumstances.
2.1.2. Awatarariki Fanhead, Matatā
The $15.02M natural hazard Managed Retreat Programme for the Awatarariki Fanhead is ongoing in accordance with the Council’s Awatarariki Fanhead Acquisition Strategy. The strategy provides the formula for calculating acquisition offers to individual property owners and is complemented with a Navigator service aimed at supporting affected landowners by facilitating access to financial, legal and psychosocial support services.
As at 28 January, 30 of the 32 landowners have signed consent forms for the valuation process to be undertaken. A summary of the process is shown in the table below:
Description Number % Properties in the High Debris Flow Risk Policy Area 34 Properties that have entered the Programme 32 94% Properties that have not entered the Programme 2 6% Properties settled 4 12%
48 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
Properties with unconditional Agreements of Sale and Purchase 12 35% Properties considering acquisition offers 15 44% Properties with acquisition offers pending 0 0% Properties with other arrangements 1 3%
Of the 16 properties sold to or with unconditional sale and purchase agreements with the Council, 9 had or have a house. The remainder are vacant. Three of the four properties that are now owned by Council had houses that have now been removed and final site clearance will be completed soon. Stage 2 for house removal and site clearance is scheduled to begin to align with the next settlement date of 31 January 2020.
All evidence from the Council supporting the Proposed Plan Changes to the Whakatāne District Plan and the Regional Natural Resources Plan has been completed. The s42A report providing recommendations to the Independent Commissioners and prepared by an independent planning consultant, has also been completed and circulated to all parties. No evidence appears to have been prepared by submitters. The hearing commences on the 2 March 2020.
2.1.3. Residential Development
The Kāinga Ora (Housing New Zealand) projects to rebuild and intensify residential development throughout Whakatāne were nearly all completed to allow tenants to occupy them prior to Christmas. There is one project that was delayed due to Stanley Construction going into receivership; however Kāinga Ora appointed a new project manager and construction is now nearing completion.
Several building consents have been issued and construction is proceeding at pace within the first stage of subdivision in Shaw Road, with the Council also signing off the remaining stages of subdivision to allow a further 60 titles to be issued. A steady number of building consents are also being issued for subdivisions along Bunyan Road.
An application for a 42 lot townhouse development at 6 to 8 Stewart Street and 122 King Street (Old Countdown site) in Kopeopeo has been received.
The subdivision of land at 77 Bunyan Road adjoining the Opihi Whanaunga kore urupa has been resubmitted in an amended form for processing. The revised proposal complies with the Structure Plan in the District Plan and will provide for 175 residential lots and an 8.76 ha area for a retirement village. Development is proposed over 8 stages.
2.1.4. Transportation
The Transportation team completed a generally positive procedural audit with NZTA. The full audit, with its recommendations, will be presented to the Risk and Assurance Committee.
Tenders were awarded for the Wainui Road Safety Improvements Pre-Implementation (design work) Contract, and the Whakatāne Access Business Case development work.
49 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
2.2. Business Priorities 2.2.1. Three Waters Review
The Government continues to develop a suite of regulatory reforms to help ensure safe drinking water, and deliver improved environmental outcomes from New Zealand’s water, wastewater and stormwater systems.
Staff continue to work on completing a road map to identify the key issues of these reforms in anticipation of what will be required. This will include the obvious need to invest in aging infrastructure, obtain new resource consents in a structures manner, and link investment to anticipated growth and other demands. We also need to consider other influences such as climate change, Te Mana o Te Wai, natural hazard risks, rising community expectations around environmental impacts, and the reviews relationship with Actions for Healthy Waterways that aims to improve the quality and health of freshwater.
The completion of the Matatā Water Safety Plan is a priority over the next few months.
2.2.2. Emergency Management
Following the Whakaari response, a number of debrief sessions are being held for EOC staff and with other agencies, including the Police. The purpose of each debrief is to reflect on what went well and what lessons can be learnt from this event. While we have a very experienced core team in the EOC, there is a need to build our capacity and capability to enable 3 x 8 hour shifts to operate, rather than rely on two 12 hour shifts.
An independent review of the level of service delivery by Emergency Management Bay of Plenty (EMBOP) has been completed. The result is a clearer definition of the roles between Group Delivery (EMBOP), the Bay of Plenty Regional Council and territorial authorities in the region. The District Council will be responsible for roles that have a focus on community resilience and welfare, and be heavily based on strong community engagement and relationships, and that this is more appropriately undertaken by the Council. The Annual Plan process will include proposals around how we respond to these changes.
The public alerting sirens we currently have installed in the District will be redundant in July 2020 due to a 2014 change in the technical requirements for alerting sirens becoming mandatory. As with the majority of the region, the District Council has not planned to replace its existing analogue sirens, recognising that other technology and other methods to respond to the threat of an emergency are generally more effective. This will require a strong communication and education plan in order to ensure a smooth transition.
2.2.3. Delivery of the Capital Works Programme
In the Transportation Activity, the reseals programme is substantially complete as are the outstanding storm damage reinstatement works following the April 2017. To date, two thirds of the pavement rehabilitation programme has also been completed.
In terms of the Three Waters activity:
Planned renewals of older asbestos cement and galvanised water pipes in Whakatāne, Matatā and Edgecumbe are underway; The installation of water meters in Waimana and Tāneatua has commenced;
50 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
A project to design a new stormwater pumping station in Barry Avenue to relocate the existing pumping station away from the stopbank has now been awarded; The relocation of the access point to the Hinemoa Street sewerage station is underway to provide safer access to the sewer for cleaning. This work is in response to a health and safety incident and further investigation as a result. The condition and seismic assessment of our water reservoirs is underway to better understand the investment required to provide resilience following an earthquake or similar natural hazard event. Investigations continue on finding an alternative water supply for Whakatāne and Ōhope that will be more sustainable than the current river supply with test drilling being proposed for a number of sites on both sides of the Whakatāne River.
3. BUSINESS UPDATES FOR THE COMMITTEE’S INFORMATION
The balance of the report includes updates for the Committee’s information.
4. ROADS AND FOOTPATHS
4.1. Transportation Contracts and NZTA Contracts
A summary of the Council’s operational and capital contracts is provided in Appendices 1 and 2. In addition, the key projects underway by NZTA in the Whakatāne District are:
0.3. NZTA Procedural Audit SH2 Tāneatua pedestrian and speed management improvements. This project will be implemented in February 2020 following positive feedback from the community open day held in December. Installation of an underpass on The Hub side of the Whakatane Bridge for pedestrians and cyclists, has been approved to progress and is proposed to be constructed this year. This is a positive short-medium term solution to the access issues pedestrians and cyclists face crossing the Whakatāne Bridge. The preferred long term solution is for a wider shared use path to be provided, and this will be considered further as part of the Whakatāne Access Business Case work.
As required under the Land Transport Management Act 2003, a procedural audit is carried out on a Road Controlling Authority every 2 to 4 years, and this ensures the procedures required to be followed as part of the government’s investment through NZTA’s funding assistance, are being adhered to.
The Councils transport team underwent a procedural audit in December 2019 which resulted in an overall positive result, especially significant improvements in the areas identified in the previous audit (August 2017) and the successful implementation of the in-house professional services business unit and Supplier Panel Contract. Some improvements were recommended and these have largely been put in place by staff already or are underway. The audit will be presented formally to the Risk and Assurance Committee.
51 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
4.4. Wainui Road – Safe Roads Alliance – Funding Approval and TEFAR
Further detail about the project can now be found in the Appendix for Capital Works as this project has now been awarded as a design contract.
The transport team continues to work with NZTA to maximise the benefits from the $1.2M of local share funding that was released through this project through the Targeted Enhanced Funding Assistance Rate (TEFAR) of 84%. Part of the $1.2M is sought to be used to increase the 2019/20 and 2020/21 Council Low Cost Low Risk Budgets to match the NZTA budget amounts for those years, with the balance carried forward into the new 2021-24 LTP period where further funds from NZTA will become available to co-invest in transport projects related to Active Whakatāne. A report will be presented to the Committee detailing this.
4.5. Whakatāne Access Project
The Whakatāne Access Project seeks to improve access for all modes of transport into and through the Whakatāne Township. This project is closely aligned with the Active Whakatāne Strategy, which seeks to improve access for active travel users across the Whakatāne District.
The Strategic Case has been approved by NZTA to progress to the next phase and this further work has been awarded in collaboration with NZTA as detailed below:
Developing a Network Operating Framework (NOF) - detailed analysis of impacts on all modes of transportation from current and projected growth (GHD Consultants); Further evidence gathering (WSP Consultants); Options that will inform Council decision makers for appropriate and necessary investment in transportation in the short, medium and long term (WSP Consultants).
Due to NZTA’s over-commitment of funds for improvement projects within the current 2018-21 National Land Transport Programme (NLTP), the immediate improvement projects that will come out of the business case (such as improvements to the Landing Road roundabout) are unlikely to be funded in 2020/21 as proposed in Councils Long-term Plan. However the delay is only likely to be a year or so, as the new NLTP period begins in July 2021 and completion of the investigation and programming phase will put the improvements in the best possible position to secure funding in the next NLTP period.
4.6. Further Pedestrian and Parking Improvements in Ōhope
Following the pedestrian improvements completed in Ōhope in 2019, a further site for crossing improvements in the vicinity of Mahy Reserve was proposed in the original scope of works, but the physical works were put on hold due to the feedback received about the proposal’s impact on car parking. The recommendation was to carry out further design analysis of improvement options in this area, and seek further feedback through the Community Board and the Ōhope community. This further conceptual design work has been carried out and the initial ideas discussed with the Whakatāne Ōhope Community Board (WOCB). The proposals will be formally presented to the WOCB at their meeting in February and then consulted on with the wider Ōhope community.
The West End Car Park (at the western end of West End Road) is due for resurfacing this year. Prior to resurfacing, changes are proposed to the layout of the car park to improve its functionality and to improve pedestrian access across the car park between the toilets and the beach front. It is also proposed to adjust the current line marking along West End Road to allow for parking on the northern (beach) side of the road rather than the current southern side of the road, following numerous
52 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
requests from residents and the public. These proposals have been discussed with the Community Board. The improvements to the carpark are proposed to take place in February to allow for the resurfacing works. The change in parking to the northern side of West End Road will be further consulted on with the community in the coming months.
4.7. Muriwai Drive Speed Management
Concerns from residents along Muriwai Drive about the speed of vehicles traveling along the road has led to the investigation of speed management solutions in the area. The original speed humps along Muriwai Drive between the Fishing Club and the boat ramp were removed during the 2017 Muriwai Drive pavement renewal project after extensive consultation with the wider road users (e.g. Wharf and boat ramp users).
The transport team is having further discussions with the WOCB and residents about a proposal which sees additional speed humps proposed past the boat ramp, in the vicinity of the playground where the speed limit is designated to 30kph. Further investigation is also being undertaken to look at ways to manage speed in the wider Wairaka community.
53 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
4.8. Parking: Ōtarawairere and Gateway Drive
The transport team continues to work with residents in Ōtarawairere to find solutions to safety concerns related to on street parking, and with the business owners/operators in Gateway Drive with regards to parking capacity.
4.9. Seal Extension Policy and Prioritisation Review
This project is on track to deliver information to inform the development of the 2021-2031 LTP. Further work is being undertaken in terms of finding viable funding options for seal extensions with NZTA and to investigate how other district councils approach this issue.
4.10. Te Urewera Route Improvements (Natures Road)
This project has been developing for a number of years, with only slow progress being made since the approval of the Strategic Case in February 2018. However a new project team has been established, led by Simon Barnett from NZTA in Napier and supported by external consultants and the Whakatāne District Council. Funding to progress the Indicative Business Case (IBC) has been formally approved by NZTA and the IBC is now progressing well. A road trip hui was held on the 22 and 23 January 2020 and attended by staff from Whakatane District Council, NZTA, Tuhoe and the external consultants assisting with the business case development. The outcome of the hui was very positive and a draft IBC is expected to be produced in the first half of this calendar year. What this will result in, in terms of physical improvements along the route is still unknown at this stage. However it will involve a range of progressive options that cater to the problems identified in the strategic case - improving the journey experience in terms of road condition, resilience and appreciation of the cultural aspect of Te Urewera.
54 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
5. THREE WATERS OPERATIONS
5.1. Water Supply 5.1.1. Water Safety Plans
The Council has completed eight Water Safety Plans (WSP) approved by the Drinking Water Assessor (DWA). They are for the following supplies: Whakatāne/Ōhope, Rūātoki, Tāneatua, Waimana, Plains (Braemar/Johnson), Murupara, Te Mahoe and Otumahi (Edgecumbe and Te Teko).
The one remaining Water Safety Plan due for review is for Matatā. This will be completed by May 2020 for approval.
There are a number of improvement actions within each Water Safety Plan that Council is required to address, and report to the DWA on. These actions will form the basis for Annual Plan and Long Term Plans going forward. An immediate action is to provide information to the Rangitāiki Plains customers about elevated arsenic levels, and what options there are to reduce the level of risk exposure.
A number of refinements in the management of our water supplies have been gradually implemented over the last year, resulting in noticeable improvements in our systems reliability during the peak holiday season. This year we have not experienced any low pressure or water shortages in Ōhope, Awakeri or Matatā although water use was comparable with previous years.
So far there has been no need to switch to the alternative water intake (“Nessie”) for the Whakatāne Water Treatment Plant. The Whakatāne River flows are currently at 20m3/sec and the salinity creep usually requires the deployment of Nessie when river flows fall below 15 m3/sec.
5.1.2. Wastewater
Routine jetting of known problematic areas and preventative chemical dosing of some stations in Whakatāne in Ōhope prior to the holiday season has resulted in no sewer or pump station blockages or odour complaints during the peak holiday period.
The biology of the Whakatāne Oxidation ponds is being closely monitored in order to provide an early warning of any imminent “crash”, as experienced in the last two years. This information is also providing necessary data for future upgrading options. It is believed that increased monitoring of trade waste discharges is a strong contributing factor in keeping the ponds in good condition. Staff work in close co-operation with BOPRC personnel effectively enforcing much better standards of wastewater and stormwater discharges from various commercial facilities.
Following the construction of the filter dam around the Whakatāne Ponds outlet, the work on desludging the immediate area around the outlet has recently commenced. An odourless technology similar to that used during the desludging of the Ōhope Ponds and Sullivan Lake has been developed by a local contractor who has been engaged for this work.
55 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
5.1.3. Resource Consents – Council Infrastructure 5.1.3.1. Comprehensive Stormwater Consent
Work continues on the development of the Catchment Management Plan and the Monitoring Plan for our application for a Comprehensive Stormwater consent from BOPRC. The lodgement of the application will be in 2020 following the completion of the pre-application consultation programme. Iwi consultation needs to be completed and the results taken into account before finalising a consent application.
5.1.3.2. New Resource Consents
Staff are putting together a project team comprising a wastewater specialist, scientist, planner, and lawyer to support the development of a wastewater solution for Matatā, either as part of an integrated solution involving Edgecumbe and Whakatāne, and possibly other settlements such as Tāneatua or Te Teko, or not. The Project Team is intended to be used for all our required wastewater consents, including Murupara in the forthcoming year.
As part of this project, Council staff have also been meeting regularly with BOPRC, who continue to work on a change to the Regional Natural Resources Plan that may include a maintenance zone for Matatā. At the most recent of these meetings, BOPRC staff stated that a resolution from Council confirming an intention to develop a wastewater solution for Matatā would potentially lead to a relaxation of a future maintenance zone for that community, which would otherwise be imposed through Plan Change 14 (OSET) to the Regional Natural Resources Plan. Such a resolution is proposed at the end of this paper.
5.1.3.3. Compliance
For the period November and December 2019, non-compliances were identified on two resource consents:
56 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
5.1.3.3.1.Te Mahoe Water Treatment Plant
The Te Mahoe Water Treatment Plant is authorised to draw up to 50 m3 per day of groundwater under resource consent 64943. This services Te Mahoe village, Te Mahoe School and facilities at the Matahina Dam.
The consent limit was exceeded on 13 days between 1 November and 31 December. Whakatāne District Council staff visited Te Mahoe on 10 January 2020 to check for any leaks or significant over usage that may be contributing to exceedances. This included a check of the reservoir, all meters and the main to identify any leaks, and a check of the school swimming pool which had not been refilled. Staff found no evidence of leaks or over usage and it is assumed the exceedances are due to hot weather increasing demand. If the exceedances continue, further investigation will be undertaken. It is worth noting that this consent is for a relatively small allocation of 50m3 per day. This can be exceeded by leaving a single garden hose running through the night. Staff continue to remind residents to stay vigilant.
5.1.3.3.2.Edgecumbe Wastewater Treatment Plant
The Edgecumbe Wastewater Treatment Plant discharges treated wastewater to the Omeheu Canal (a tributary of the Tarawera River) under resource consent 20702, which was granted in 1980. Under condition 2 of this resource consent, the daily quantity of treated wastewater discharged is not to exceed 500 m3 per day. This limit was exceeded on four days during the reporting period, due to wet weather inflows to the treatment plant.
5.2. Trade Waste
Staff continue the annual audit of premises holding trade waste consents from Council. Approximately 90% of all premises have now been visited. Sites where remedial works were identified have received follow up visits.
The BOP Regional Council has been auditing resource consents issued to the Whakatāne District Council in respect to the Hub development regarding stormwater discharges received from this site. Concerns have been expressed about the quality of the stormwater Council is receiving into its network due to the lack of maintenance of components of the privately owned infrastructure. This is specifically the privately owned enviropods installed in the receiving catchpits. These enviropods act to filter contaminates out of the stormwater and require regular servicing and maintenance. We are working with the property owners in Auckland to have appropriate pollution prevention plans developed which will document all of the maintenance requirements required of the owners going forward to address this. This approach has been received favourably by BOPRC and should satisfy compliance requirements with the conditions contained in the relevant resource consents.
6. THREE WATERS CAPITAL WORKS
6.1. Stormwater 6.1.1. Barry Ave stormwater pump station renewal
The Barry Avenue stormwater pump station was identified as a priority for upgrading and relocation following the Cyclones in April 2017, given its layout and proximity within the toe of the stopbank. A contract has been awarded to GHD engineering consultants to undertake a detailed design to renew the pump station. This work is underway and design options are being worked through with input from the BOPRC engineering team. The reference design is planned for completion by late
57 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
February with the tendering for the subsequent stages (design and build contract) proceeding thereafter, subject to Council approval for addition of the construction project in the 2020/21 Annual Plan. The project is estimated to cost $950,000.
6.1.2. Hinemoa stormwater pump station upgrade
The Hinemoa stormwater station is under capacity to remove overland flows from the catchment when the river levels close the gravity outlet. There are also issues with the configuration of the pump station inlet that restricts efficient operation of the current station. The station is nearing the end of its useful life and the current location impedes future plans underway for any road widening in the future as the station occupies a large part of the road reserve. Therefore, in the long-term, it is proposed that the existing station will be decommissioned and a new station built to the west (adjacent to an existing gravity outlet to the river). The location of this would be on land currently managed by the Ministry of Education. Council staff have asked the Ministry to assess options for long-term easements/leases for the proposed new facility. Preliminary design work is planned to start on this site in March this year.
6.2. Water supply 6.2.1. Water mains renewal project
This project involves the decommissioning and replacement of approximately 1.4 km of ageing asbestos cement pipes and/or corroding galvanised water pipes in Whakatāne, Matatā and Edgecumbe. The replacement includes valves, hydrants, water connections and meters attached to these pipes. These projects are budgeted in the 2019/20 year with a total budget of $750,000 consisting of $500,000 for Whakatāne, $150,000 for Edgecumbe and $100,000 for Matatā. The contract for design has been awarded to Pattle, Delamore Partners Ltd. following a competitive procurement process. The calling for tenders for the physical works is underway.
Once complete, the benefits of the project will include a more reliable water supply for customers in those areas and reduced risk of contamination.
For Matatā, the 350m water main at Richmond Street was programmed for renewal but had to be replaced last December following another pipe break, being the fourth time in the current year. This work was completed before Christmas.
6.2.2. Water Meter Installation – Waimana and Tāneatua
The project was budgeted for in the 2019-20 Annual Plan. It involves installing water meters in all the domestic connections in Waimana and Tāneatua to enable better management of the water network. This means that the operators would have a better understanding of the usage versus leaks in the system. The contract has been tendered and now let to Draintech Contractors 2018. Physical works area planned to commence before the end of January 2020. Pamphlets have been delivered to all affected homeowners, with some expected feedback being received. The reason behind the work is to improve our demand management by being able to find and fix leaks and to better monitor water usage. It is part of these communities Water Safety Plans and is intended to encourage community ownership of the wise use of water, recognising it costs to treat, store and reticulate water, and leaks only add to that cost.
58 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
6.2.3. Rangitāiki River water pipe crossing (Westbank Road-East Bank Road)
In mid-November 2019, reports of low water pressure in the Thornton area were investigated resulting in a leak being found in the 100mm water pipe that crossed under the Rangitāiki River from Westbank Road to Eastbank Road. Given the potential cross-contamination from the Rangitāiki River and potential adverse effects on the Rangitāiki River banks and stop banks, a valve was installed to immediately stop the flow and an emergency project to replace the pipe under the river bed was carried out. The BOPRC required that the old pipe be capped/plugged at the connection points which unfortunately are located under the stop banks. Due to the urgency, BOPRC agreed for the work to be divided in two stages: Stage 1 being the installation of the replacement pipe by directional drilling; and Stage 2, to cap/plug the river crossing at the connection points. Bylaw authority for the first stage was approved on 2 December 2019 and the project was completed on 10 December 2019. Stage 2 will be carried out in January/February 2020 following further investigation to determine the location of the connections at the stop bank through a CCTV inspection and approval under the Bylaw.
6.2.4. Whakatāne District Water Reservoir Condition and Seismic Assessment
Reservoirs provide a reliable source of stored safe drinking water to the District, and also provide operational, firefighting, and emergency water storage. Typically reservoirs hold around one to two days storage under normal use. Following an earthquake the district will rely on reservoirs to initially provide safe drinking water. For this reason, reservoirs need to be seismically resilient.
The Council has 35 reservoirs across the district serving 9 water supply schemes (Whakatāne and Ōhope, Matatā, Murupara, Tāneatua, Rūātoki, Waimana, Rangitāiki Plains, Otumahi and Te Mahoe).
Most of the reservoirs are more than 30 year old concrete tanks (pre-stressed and in-situ) with three recently constructed steel tanks and five polyethylene tanks.
The Project aims to:
Establish seismic compliance and verify structural integrity of the concrete reservoirs - with inspection and condition assessment programmes that could be implemented in 5 yearly intervals (alternatively propose intervals); Identify any other capital/renewal works required to maintain the reservoirs in good condition with a time line (if any) to be included in the capital works programme for the next ten years; Provide preliminary cost estimates for all identified works.
GHD Consultants was awarded the contract in November 2019 and is progressing now with the assessment of all reservoirs. A report is due in March/April 2020.
6.2.5. Whakatāne New Water Source Investigation
Investigations are continuing to identify alternative/new source(s) of drinking water for Whakatāne and Ōhope to improve the resilience of the supply and to reduce the chance of contamination from the current river supply.
Aquatronic Solutions International (ATS) using electro-seismic methods have completed the initial field work, assessed findings and have now identified defined drilling sites. Drilling rates have been provided and work is underway to obtain owner and BOPRC consents. Sites have been identified on both sides of the river with the assumption that a source on the eastern side will require lower capital investment (utilising existing infrastructure) and can supply water in the short to medium time. Possible underground sources on the western side are being investigated as a supply for longer term
59 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
needs, following geological assessment indicating water quality is expected to be better and in recognition that future possible urban development may trend in that direction. While dependent on Executive approval, it is anticipated drilling could commence in March 2020.
The analyses in conjunction with the test drilling will include quality and quantity assessments with the target to find source(s) which will minimise treatment requirements, have acceptable transmission distance and identify whether there are multiple offerings to provide back- up/secondary source water to improve resilience of supply.
7. PLANNING
7.1. Resource Management – Policy 7.1.1. Future Development Strategy
This project involves developing a strategy that enables Whakatāne District Council to respond to growth in the District by guiding where and how future development takes place.
Council staff are undertaking an initial district wide review of possible future growth locations. While commercial and industrial needs are being considered within the scope of the development strategy, the specific immediate focus is on identifying areas for residential development. It is noted that while growth is anticipated across the District, most pressure is for land close to the coast and close to Whakatāne/Ōhope.
Council staff have held an internal workshop to discuss the initial review and corresponding infrastructure implications. The next steps involve a report to Council to identify a range of possible development locations and a community engagement plan.
The outcome of this work will also inform the projects investigating alternative water sources for Whakatāne and Ōhope, and an Integrated Wastewater Scheme should that proceed.
7.1.2. Plan Change 9 to the Bay of Plenty Regional Natural Resources Plan
This is a Plan Change to the BOPRC’s Regional Natural Resources Plan and relates to water allocation. There are fourteen appeals to the decisions made in relation to the Plan Change. The Whakatāne District Council is an appellant, and our appeal is focussed on our role as a municipal water supplier, and in particular seeks to amend the definition of municipal water supply and preserve the ability to meet existing and future municipal water requirements. This is particularly relevant for our water schemes on the Rangitaiki Plains where the schemes provide water for both domestic use but the largest volume is consumed for stock (but not irrigation).
Staff attended a constructive mediation session at Tauranga with all parties to work towards resolving the appeals. Although two days were set aside for the mediation, only some of the appeals were ratified so an additional two days are planned for 11 and 12 of February 2020 to resolve, where possible, the remainder of the appeal points.
7.1.3. Ngāti Awa Environmental Management Plan
Te Runanga o Ngāti Awa has adopted its Environmental Management Plan. These plans have significance in terms of the Resource Management Act 1991 where regard must be given to the content of an Iwi Management Plan when making resource management decisions, both in terms of resource consents and District Plan making.
60 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
7.1.4. High Court Appeal – Creswell NZ Ltd
Two appeals have been received by the Whakatāne District Council and Bay of Plenty Regional Council to the Environment Court decision to grant consent (subject to conditions being finalised) to the proposed expansion of the water bottling plant at Johnson Road, Otakiri. The two appellants are Sustainable Otakiri Incorporated and Te Runanga o Ngāti Awa. The appellant’s appeals need to be based on points of law in terms of a High Court judicial review. The points being argued are:
Failure to have regard to a relevant consideration – whether the Court had scope to prohibit the use of plastic bottles and exporting bottled water; or as the second appellant describes it as “the end use of the water take”; Error in determining the activity status as a discretionary activity (rural processing activity) rather than non-complying (Industrial activity); Error is determining the activity was an expansion of an existing activity under s127 of the RMA rather than a new activity; Erred in concluding that the Regional Plan addressed issues relating to the taking of water from acquifers comprehensively; Failure to assess the application under Part 2 of the RMA based on erroneous conclusion with respect to the regional plan and planning framework.
7.1.5. Resource Consents - Statutory Compliance
A total of 29 consents were issued during November and December 2019, of which fourteen were land use consents and twelve were subdivision consents. The statutory timeframe over this period was met in almost 50% of cases, but this was impacted by planning staff being an integral part of the Emergency Operations Centre (EOC) during December 2019.
Two senior planning roles remain vacant in the consents team and therefore the team continue to engage consultant planners to assist with workload.
The team remain cognisant of Councils and applicants expectations around compliance, and focus is therefore on:
Recruitment – two planning roles (senior planner and manager planning) remain vacant with an ongoing recruitment drive in place; Quality control - a consultant planner remains on contract to assist with guidance and quality control for our in-house planners; Process improvement – this project is creating a more efficient work system for consents processing.
7.2. Notable Consents
Notable consents received during this period include:
An application for the development of 42 three bedroom residential units (and subdivision) at 6 to 8 Stewart Street and 122 King Street. An application to operate a quarry on Manawahe Road. An application to operate a quarry in Tāneatua was received and granted. A land use application for a 120 person wedding venue on Mangaone Road.
61 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
7.3. Monitoring
Staff have been working closely with Mercury Energy on their well drilling projects in Park Rd and Tamarangi Drive near Kawerau. Mercury Energy has provided good updates and kept Council in touch at each stage of the project. There have been no complaints received to date.
8. BUILDING
8.1. Building and Monitoring 8.1.1. Building System Legislative Reform
Following the consultation document issued by the Ministry of Building Innovation and Employment (MBIE) regarding changes to the Building Act 2004, a workshop has been scheduled for the end of January to discuss proposed changes. The proposed changes relate to Building Products and Methods, Occupational Regulation, Risk and Liability Offences Penalties and the Building Levy. The proposed change to the MBIE Building Levy has been approved and will be reduced from $2.01 to $1.75 per $1,000 of building work and the cost of work that this level is charged against increases to $20,444 where previously it was $19,999.
8.1.2. Seismic assessment - Council buildings
Engineering assessment summary reports have been received for Council owned public buildings. There are 5 buildings affected by the assessments, and the building team, in its regulatory capacity, will be deeming these buildings earthquake prone. It is intended that Earthquake Prone Building notices will be placed on these buildings by the end of February. A communications media release is being prepared. The buildings affected are the Rugby Park Grandstand, Waimana/Nukuhau War Memorial Hall, Te Teko War Memorial Hall and properties at 2 The Strand and 58 The Strand. The legislation will then require the buildings to be strengthened or demolished within 15 years. The Whakatane War Memorial Hall is currently being seismically upgraded and will not require an EQP building notice once a new rating assessment is provided now the physical strengthening work has been completed.
8.1.3. Building Consents Processing
The number of consents received saw an increase in November 2019 from the previous month but with December being a little quieter. Of the 62 consents received in November, 58 were residential consents and 4 commercial consents, including the refurbishment of the Council building. The residential consents included 9 new dwellings.
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During December 2019, the 34 building consents included 6 commercial applications, including the alterations to the Commercial Hotel and alterations to the New World supermarket, including seismic strengthening, new drainage work, new exterior signage and refurbishment of the front cafe.
8.1.4. Building consents issued
In November, 52 building consents were issued including 11 new dwellings. In December, there were 37 consents issued including several amendments for the Kāinga Ora projects. There continues to be a number of consents issued for the new subdivisions at Shaw Road and Piripai Rise.
8.1.5. Building Inspections
Inspections rose slightly in November compared to the previous month. While processing consents is being completed within statutory timeframes (with 2 exceptions during the period where processing was completed on day 21), the demand for inspections during November and December meant some inspections waited for up to 2 weeks. Where possible, the two inspectors are working additional inspections at short notice to meet expectations. Recruitment is underway for an experienced inspector or for a processing staff member so existing staff can assist with inspections to reduce this backlog.
Code Compliance Certificates (CCC)
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The number of Code Compliance Certificates (CCC’s) issued did slow down over the period, with 32 issued in November and 34 issued in December.
8.1.6. Fencing of Swimming Pool Inspections
14 Swimming Pools inspections were carried out during November and December of which 13 inspections were compliant and one needing some remedial work. Of 861 registered pools, 406 have been inspected since the beginning of the project and 180 have been declared as removed. The Council is required to inspect all swimming pool fences on a three yearly basis.
8.1.7. Land Information Memorandum (LIM) Reports
52 LIM reports were processed in November 2019, while 30 were processed in December 2019. This is typical in terms of volume for the time of year.
8.2. Environmental Health 8.2.1. Registrations and Verifications
There were a total of 32 applications for registrations made for food premises and 4 for health premises (such as hairdressers and funeral parlours) received in November and December 2019. There are 195 food premises and 45 other premises needing to be registered each year for health related reasons:
November December Registration Totals Renewal New Renewal New Food Control Plan 12 2 10 3 National Programme 1 2 1 1 Health Premises 2 2
Total 19 17
8.3. Liquor License Applications
The number of licenses issued during November and December was steady for this time of year with a combined total of 51 licences issued in November and 15 in December 2019.
64 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
9. COMMUNITY REGULATION
9.1. Dog Registration
As at 15 January 2020, 5,809 dogs had been registered for the current financial year. However, 191 dogs have subsequently died or left the district since first being registering leaving 5,708 currently registered.
Of the dogs currently registered:
3,314 (58%) are de-sexed and 2,394 (42%) are entire. 2,701 (47%) are rural based, and 3,007 (53%) are urban based. Of those rural-based, 257 are now classified as farm working dogs.
There are currently:
20 dogs classified as dangerous (24 last year) 177 dogs classified as menacing by breed (193 last year) of which 167 are predominantly pit-bull terriers and 10 are predominantly Dogo Argentino. 38 are classified as menacing by their threatening behaviour (38 last year).
9.2. Dog Complaints
The team responded to 227 complaints during November and December 2019, compared to 313 during the same period last year. The majority of complaints relate to lost and roaming dogs.
9.3. Dog Impounding
There were 75 dogs, including 10 in Murupara, that were impounded from November 2019 - December 2019 of which 36 dogs were collected by their owners, 28 were euthanised, 10 rehomed, 1 was stolen and 4 remain in the pound.
9.4. Stock Complaints
For the reporting period, 24 complaints were responded to during this period compared to 25 in the same period last year. They all related to roaming cattle or horses.
9.5. Parking Enforcement Stationary Vehicle Infringements
The Council enforces parking time limits within the Whakatāne town centre and compliance of stationary vehicles (including warrants of fitness and registration). 1,224 stationary vehicle infringement notices were issued during the period from November to December 2019, compared to 806 for the same period last year. The majority of these infringements were for parking over time limits (52%), having no current warrant of fitness (12%) or no current registration of a vehicle (28%).
9.6. Regulation Monitoring
A total of 45 complaints were actioned during November and December 2019, of which the majority related to abandoned vehicles and fly tipping.
65 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2 General Manager Planning and Infrastructure Report (Cont.)
RECOMMENDATIONS:
1. THAT the General Manager Planning and Infrastructure Report be received; and 2. THAT it be recommended to Council to agree to commit to a project that results in a wastewater solution for Matatā; and to actively plan, fund and implement a solution as soon as practically feasible, recognising community, legislative and funding requirements and possible constraints.
Attached to this report:
Appendix 1: Transportation Contracts (Operational) Appendix 2: Transportation Contracts (Capex)
Report Authorisation
Report writer: David Bewley General Manager Planning and Infrastructure Final Approval: Steph O’Sullivan Chief Executive
66 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2.1 Appendix 1 - Transportation Contracts (Operational)
8.2.1 Appendix 1 - Transportation Contracts (Operational)
Contractor Start Date End Date Term Value per Annum
14-044 - Eastern Bay of Plenty Streetlight Maintenance and Renewal (WDC, KDC, NZTA):
Broadspectrum (NZ) Ltd 1/07/2014 30/09/2019 2+2+1 years $1.05M + 3 months
Comment: This contract expired on the 30 September 2019 after offering the contractor a further 6 month extension until 31 March 2020. The extension was approved by NZTA (sole partner now that Kawerau DC will carry out their own contract activities) as they wanted more time to assess their options. The contractor did not accept the 6 month extension, and at this stage we are engaging them on an interim basis using the current contract conditions, until a temporary contract is setup. A temporary contract is being written.
A meeting is being held with NZTA in March 2020 to discuss contract options and if a combined contract is still worth pursuing together or not.
15-001 - Street Sweeping Services:
Intergroup Ltd 1/09/2014 30/11/2019 3+2 years + $195K 3 months
Comment: The contractor is performing well. This contract expired on the 30 November 2019 and will re-tendered on a similar basis to the existing contract. This contract has been extended while the new contract is written and tendered.
19-010 - Annual Road Marking Contract 2018-20:
Coastline Markers Ltd 1/10/2018 30/06/2020 2+3 years $380k
Comment: The contractor is well underway with the urban remarking. Rural remarking will commence once the urban network is completed.
SP Footpath Maintenance
Mac Civil Construction Ltd 1/05/2019 June 2020 Project $190K
Comment: Edgecumbe, Tāneatua and Coastlands areas are now complete. The contractor is expected to commence in Murupara in February 2020, with Whakatāne/Ōhope areas to follow.
19-046 – Cyclic Maintenance Contract 2019-2024
Waiotahi Contractors Ltd 1/10/2019 30/09/2024 5+2+2 years $726K
Comment: The new contract has commenced with new ‘dual branded’ Cyclic Trucks now servicing the network. The contractor and Council are working together to provide the required training to staff to meet our requirements and expectations.
SP19-053 – Unsealed Pavement Maintenance Grading 2019
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Contractor Start Date End Date Term Value per Annum
Hubbard Contracting Ltd 1/07/2019 30/06/2020 1+1+1 years $440K
Comment: The contractor is completing work to a high standard with no justified complaints over the last quarter. Additional work has been added to the scope of works including increasing the frequency of grading in the Ruatāhuna area and isolated metalling of roads in other areas. This reduced the need for a spring metalling programme. Road shape and road width improvements continue which is providing longevity of the surface and assisting with the grading cycles.
20-003 – Rural Vegetation Control Contract 2019-2022
Inline Group Ltd 1/09/2019 31/08/2022 3+2 years $475K
Comment: The new contract has commenced, with mowing and chemical control for the season now well underway. The contractor is currently behind schedule, but staff are proposing to engage a 2nd team / contractor to assist with the workload.
The contractor may undertake urban chemical control of footpaths and kerb and channel, but we are waiting to ensure the contractor can undertake the contract works to the standards required, before adding to the scope of works.
20-010 – Signs Maintenance Contract 2019-2022
Waiotahi Contractors Ltd 1/10/2019 30/09/2022 3+2 years $160K
Comment: The contractor and Council are working together to provide the required training to staff to meet our requirements and expectations.
68 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2.2 Appendix 2 - Transportation Contracts (Capex)
8.2.2 Appendix 2 - Transportation Contracts (Capex)
Contractor Start Date End Date Term Value
18/047 - Reseals Programme 2018-21:
Fulton Hogan Ltd 01/09/2018 31/06/2021 3 Year $7.1M
Comment:
The 2019/20 programme is underway and Fulton Hogan have completed approx. 95% of their chipseal programme and a small amount of AC (Asphalt concrete) work. AC sites within the Whakatāne town CBD are currently programmed for March 2020 and will be completed at night.
The annual resurfacing programme is determined through the forward work plan (FWP) review process. Every three years as part of the Long Term Plan (LTP) and Activity Management Plan (AMP) process, the 10 year FWP is indicated. Each year the indicative FWP is reviewed to confirm the annual resurfacing programme. Sites are selected based on a number of factors, namely age and condition of seal, age and condition of the underlying pavement, number of seal layers, skid resistance of the existing seal, previous maintenance costs, associated project works (e.g. second coat seals the year following a pavement rehabilitation or major project) and available budget. The appropriate treatment is indicated in the FWP, (e.g. asphalt concrete mix type and chip seal design), based on the factors stated above. The indicative treatment type is then reviewed following inspection by the reseal contractor and the execution of existing texture testing to confirm the final resurfacing design.
14/044, 17/056, 18/035, 18/040 - LED Lighting Upgrade Project 2017-19
Broadspectrum Ltd 1 Jul 17 31 Dec 19 2 years + 6 $2.3M (Installations) / Advanced mths Lighting Technologies (LED supplier) / Horizon (Installations and Power connections) / Telensa (CMS Supplier)
Current status: Of a final count of 130 new lights that were awaiting inspection and livening by Horizon, 120 have now been connected. The remaining 10 lights will be connected shortly. A number of rural lights were also missing from the programme which are now being actively replaced with LED, which upon completion of both these tasks will fully complete the LED project.
19/013 - Road Pavement Renewals
Waiotahi Contractors Ltd 15/10/2018 31/05/2019 7 Months $914k
Comment: These projects represent the completion of the 2018/19 works programme. All programmed 19/013 works were completed by the end of March 2019, and included McGee Road, Westbank Road, Shaw Road and Wilson Street.
BOPRC associated work (not included in Contract 19/013).
69 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2.2 Appendix 2 - Transportation Contracts (Capex) (Cont.)
Contractor Start Date End Date Term Value
Thornton Hall Rd: This pavement renewal project has been completed by BOPRC’s contractor, Tracks Concrete, in conjunction with the Te Rahu Canal Bifurcation project.
Comment: The work was monitored by District Council staff during the construction of the pavement and associated works.
20/013 – 2019/20 Road Pavement Renewals
Waiotahi Contractors Ltd 15/10/2019 31/03/2020 7 Months $650k
The contract has been awarded to Waiotahi Contractors for a contract value of $608,050. Two sites are included in this year’s rehabilitation programme - Putiki Road and Rata Avenue.
Putiki Rd: 100% Complete Rata Ave: The Contractor established on site in early January 2020.
All works are expected to be complete by the end of March 2020.
April 2017 Cyclone Debbie Storm Damage Repairs
Multiple Contractors Continuing By 27 March 2020 N/A $8.95M from previous year
Comment:
Te Whāiti / Ruatāhuna Rds, Contract 19/020
The work was organised into four separate contracts. The scope of work for these sites involves construction of retaining walls and associated earthworks and river protection.
Package A was awarded to Tracks Concrete and is complete.
Package B was awarded to Waiotahi Contractors and commenced in late February 2019. The work is practically complete. Inclement weather and large slips during the construction period impacted upon the original programme.
Package C was awarded to Waiotahi Contractors and commenced in April 2019. The work is practically complete. Inclement weather and large slips during the construction period impacted upon the original programme.
With agreement from NZTA package D was deferred and commenced in September 2019.
Package D was awarded to Tracks Concrete and the work is 70% complete.
Package B, C and D programmed the pavement works to be completed together.This was proposed as it is expected to reduce inconvenience to road users in this area and remove the need for construction traffic travelling over new sections of pavement. Also this meant that the pavement will be constructed in spring/summer rather than winter.
70 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2.2 Appendix 2 - Transportation Contracts (Capex) (Cont.)
Contractor Start Date End Date Term Value
The entire works (Package A-D) is expected to be complete in full by 27 March 2020.
Troutbeck Road Horomanga Bridge Reinstatement, Contract 19-027
This Contract was awarded to Waiotahi Contractors for $670,475.
The physical works commenced in March 2019 and incurred delays with the sheet piling taking longer than anticipated to complete, and inclement weather. The works are now 95% complete with about 1 weeks’ worth of Groyne installation left to construct.
The balance of the work is expected to be complete by the end of January 2020.
Galatea Rd, Waiōhau Culvert Washout
The design work for this project is complete. The project incurred delays during the resource consent process and this led to the project being deferred until September 2019.
The works are now 95% complete.
During the guardrail installation a design issue was found. The design consultant has now remedied this issue and the installation of the guard rail can be completed.
The balance of the work is expected to be completed by February 2020.
Lowe Rd River scouring
Physical works are complete.
Matahī Valley SPR Lions hut underslip
This contract was awarded to Waiotahi Contractors in the sum of $342,071.
The works are now 99% complete.
At the practical completion inspection minor finishing works were identified. This work is expected to be complete by 31 January 2020.
Inclement weather did impact upon the original programme.
Liaison with the Lions Hut, local iwi and TUT was ongoing throughout the project and WDC received no complaints regarding access during the works.
19/037 – Ōhope pedestrian crossing improvements
Crossroads Construction 8 April 2019 22 November 2020 N/A $141,780
Comment:
This contract was awarded to Crossroads Construction in the sum of $141,780.
The work is now 100% complete.
71 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.2.2 Appendix 2 - Transportation Contracts (Capex) (Cont.)
Contractor Start Date End Date Term Value
A post construction safety report is being arranged and will be complete by 28 February 2020
20/028 – Wainui Road Safety Improvements – Pre-Implementation
WSP Opus 23 December 3 July 2020 N/A $400,000 2019
Comment: The pre-implementation phase covers the design and the preparation of the physical works contract documentation. The contract was openly tendered in 2019 with three high calibre respondents (Beca, GHD and WSP). This contract was awarded to WSP Opusin December 2019.
The contract has commenced well and is on track.
The timely delivery of this pre-implementation phase is critical to the delivery of the physical works phase (programmed for the 2020/21 financial year) which must be fully complete by June 2021 to meet the requirements of the Targeted Enhanced Funding Assistance Rate (TEFAR).
72 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.3 General Manager Strategy and Economic Development Report
8.3 General Manager Strategy and Economic Development Report
GENERAL MANAGER STRATEGY AND ECONOMIC Subject: DEVELOPMENT REPORT To: PROJECTS AND SERVICES COMMITTEE Meeting Date: WEDNESDAY, 05 FEBRUARY 2020 GENERAL MANAGER STRATEGY AND ECONOMIC Written by: DEVELOPMENT File Reference: A1666644
1. REASON FOR THE REPORT
This report covers the key updates from the Strategy and Economic Development business group during November and December 2019, as related to the Projects and Services Committee. Other functions included in this area are Strategy and Community Development, Governance, Economic Development, Visitor Economy and Tourism, and Communications and Engagement, which will be reported to the Strategy and Policy Committee.
2. STRATEGIC PROPERTY 2.1. Whakaari eruption event
During the Whakaari eruption event both the port and airport infrastructure was utilised during the response and recovery phases of the emergency operation. This highlighted and reminding us of the importance of these critical pieces of infrastructure in being able to adequately respond to emergency events.
Extra equipment was provided by the Emergency Operations Centre to ensure that each facility was up to the task and extra security was required to keep the media and public away from the emergency staging points at both the port and the airport.
2.2. Whakatāne Airport 2.2.1. Air Chathams SAAB 340 introduction
Following completion of the Runway End Safety Area (RESA) works, an event celebrating the introduction of the SAAB 340 by Air Chathams was held on the evening of 27 November 2019. The event was jointly hosted and well attended by Ngāi Taiwhakaea, Air Chathams and Council. Attendees included local businesses, media and invited guests who were all given the opportunity to board and view the SAAB 340.
The SAAB service can cater for up to 34 passengers, almost doubling the existing Metroliner service at 19 seats. Higher levels of customer service will also be provided with a flight attendant on board serving tea, coffee and refreshments as they do on other regional flights. The SAAB’s also have toilet facilities on board unlike the smaller Metroliner.
Air Chathams began operating its SAAB service, during peak demand Friday – Monday flight times, at the end of November in the lead up to Christmas and is due to recommence the service on 14 February 2020.
73 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.3 General Manager Strategy and Economic Development Report (Cont.)
2.2.2. Building upgrade
Initial assessments as part of the planned maintenance and repairs to the Airport terminal building started in October 2019. The budget of $150,000 for this project has been prioritised to address the replacement of the tower windows with double glazing, and replacing external roofing, guttering and flashings to prevent leaking. Works are due to begin in mid-January 2020.
2.2.3. Runway Reseal
Planned runway reseal works are due to start on the evening of 19 January 2020 for nine nights. The budget also allows for part of the carpark to be resealed.
2.3. Ports 2.3.1. Whakatāne River Bar Harbour Dredging
Dredging of the Whakatāne River bar was delayed due the rāhui following the Whakaari event. Dredging is currently underway, weather dependant. The Senior Maritime Officer has reported that the current depths at the bar entrance are very good for this time of year.
2.3.2. Whakatāne Wharf and Port Ōhope Wharf
Beca Consultants completed a condition assessment to identify structural elements of the Port Ōhope wharf requiring maintenance repair in October 2019. This required the consultants and specialist contractor staff to access under the structure using mobile staging. We plan to tender out prescribed works for a contract to commence after the high-use summer season in April 2020. The works will involve strengthening some of the corroded precast concrete piles and some of the pier beams as well as replacing the necessary timber decking.
Beca Consultants have also been engaged to undertake a condition assessment on the underside of the Whakatāne Commercial Wharf on 23 January 2020. The assessment will involve the erection of mobile staging underneath the wharf. Funding to complete the recommended works will be sought and considered through the Annual Plan 2020/21 process.
2.4. Capital Works 2.4.1. Whakatāne Boat Trailer Park Upgrade
Tenders have been requested for works to improve the current electrical and water services at the Whakatāne Boat Trailer Park. Further planned upgrades to the facilities will also take place in stages. The works include:
1. Installing a new vacuum unit which will enable vessels to remove waste water safely from their boats. 2. Installing new waste water tanks 3. Installing a new boat wash facility 4. Upgrading the northern end of the current wharf structure 5. Upgrading and improving the existing compound facilities 6. Upgrading hardstand surface.
Council staff are liaising directly with Te Rūnanga o Ngāti Awa and Ngāti Hokopū hapu representatives regarding the upgrade works.
74 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 8.3 General Manager Strategy and Economic Development Report (Cont.)
RECOMMENDATION:
THAT the General Manager Strategy and Economic Development Report be received.
Report Authorisation
Report writer: Julie Gardyne General Manager Strategy and Economic Development Final Approval: Steph O’Sullivan Chief Executive
75 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9 Community Board Minutes
9 Community Board Minutes 9.1 Minutes - Rangitāiki Community Board 13 November 2019
Details of INAUGURAL RANGITĀIKI COMMUNITY BOARD MEETING Meeting: HELD IN THE EDGECUMBE LIBRARY, COLLEGE ROAD, EDGECUMBE ON WEDNESDAY, 13 NOVEMBER 2019 COMMENCING AT 5.32 PM
Present: Board Members G E Bourk, K M Byrne, A M Clark, E Harvey, P Ngaropo, L Waaka and Councillor G L Dennis
In Attendance: Her Worship the Mayor J A Turner, S O’Sullivan (Chief Executive), J Gardyne (General Manager Strategy and Economic Development) and S M French (Governance Support Advisor) Councillors James and van Beek
Visitors: K Boreham (BOPRC) and supporters of new Members
Apologies: Board Member Waaka (lateness)
The meeting was opened at 5:32 pm by the Chief Executive, followed by a karakia given by Member Ngaropo.
It was reported Member Waaka would arrive late due to personal circumstances and that the thoughts and prayers of the Board were with them and their whānau.
The Chief Executive expressed her pleasure to chair the meeting and welcomed members, whānau and friends to the meeting. The courage of all who stood for election was acknowledged and the Members were congratulated on their election. The Chief Executive challenged the Members as to how they could use their role for a broader vision for the ward.
The Bay of Plenty Regional Council Communications Advisor was welcomed to the meeting and her skills and close association with the Board was recognised.
Attendance: Board Member Waaka joined the meeting at 5:45 pm.
1. CONFLICTS OF INTEREST
No conflicts of Interest were recorded.
2. DECLARATION OF 2019 ELECTION RESULTS
Refer to page 5-6 of the agenda.
The Electoral Officer’s Declaration of Result for the election for the Whakatāne District Council 2019 was received.
3. DECLARATIONS OF OFFICE
Refer to page 7-9 of the agenda.
76 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.1 Minutes - Rangitāiki Community Board 13 November 2019 (Cont.)
Each of the following Members read aloud the statutory declaration pursuant to Clause 14 of Schedule 7 of the Local Government Act 2002 and signed the written declarations, which were witnessed by Mayor Turner:
Board Member G E Bourk Board Member K M Byrne Board Member A M Clark Board Member E J Harvey Board Member P N H Ngaropo Board Member L Waaka Councillor G L Dennis
4. ELECTION OF CHAIRPERSON AND DEPUTY CHAIRPERSON
Refer to pages 10-11 of the agenda.
RESOLVED:
1. THAT the Determination of Chairperson and Deputy Chairperson report be received; and 2. THAT System B be used to determine the election process for the position.
Harvey/Dennis CARRIED
Board Members Kris Byrne and Evan Harvey were nominated for the position of Chairperson. The nominees was asked to provide a summary of their motivation to hold the position of Chairperson.
Member Byrne said she was passionate about the area, had been involved in number of groups and schools within the community, and reported she had helped form the group EDIT. She noted she had raised their children here, the community had given to her family and now she wanted to give back to the community. She added the community deserved positive leadership and she was committed to working with, and supporting all on the Board. Member Byrne concluded that she had been mentored via previous chairpersons and now wanted to lead the Board forward.
Member Harvey noted it was great to see the representation of Members right across the ward and this assisted with getting a voice and understanding of the wider communities. He reported it was a large ward and that it was imperative to listen to all. Member Harvey said this area was paradise, and he mentioned a number of events he had experienced during his time in Edgecumbe. After 18 years on the Board, Member Harvey had a great understanding of the area and of the people and he concluded saying he was looking forward to working with all.
A vote was held with member Byrne receiving 5 votes and Member Harvey receiving 2 votes. The Chief Executive declared Member Byrne elected to the position of Chairperson of the Rangitāiki Community Board.
Board Member Byrne took the Chairperson’s Oath of Office and took over the Chair.
RESOLVED:
THAT Board Member Waaka be appointed as Deputy Chairperson of the Rangitāiki Community Board for the triennium.
77 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.1 Minutes - Rangitāiki Community Board 13 November 2019 (Cont.)
Clarke/Harvey CARRIED
Attendance: Her Worship the Mayor, Deputy Chair Waaka and supporting visitors left the meeting at 6:18 pm.
5. RESOLUTION OF THANKS TO RETIRING RANGITĀIKI BOARD MEMBERS
Refer to page 13 of the agenda.
RESOLVED:
THAT a vote of appreciation be passed on to retiring Board Members in appreciation of their service to the Council on the Rangitāiki Community Board:
Charelle Stevenson = 2016 - 2019 Gavin Dennis = 2007 - 2019 Gerard van Beek - Councillor appointee 2010-2019
Ngaropo/Harvey CARRIED
6. LEGISLATIVE ADVICE FOR COMMUNITY BOARD MEMBERS
Refer to pages 14-25 of the agenda.
The Chief Executive presented the report and highlighted the sections relating to contracts with the Council, conflicts of interest and the implications of the Health and Safety Act. She advised Members that they had a primary duty of care and when working as a Board Member to be vigilant to look after others, just as Council looked after them.
RESOLVED:
THAT the Legislative Advice to the Incoming Board report be received.
Bourk/Clark CARRIED
7. MEETING DAY, TIME AND VENUE
Refer to page 27 of the agenda.
The idea of holding the meetings throughout the ward was raised. It was agreed initially to hold the next meeting at the Edgecumbe Library and that it be tabled for further discussion regarding future meeting locations.
RESOLVED:
1. THAT the meetings continue on a Wednesday evening, commencing at 5:30 pm at Edgecumbe Community Library and
2. THAT it be tabled and the next meeting to discuss future meeting locations.
78 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.1 Minutes - Rangitāiki Community Board 13 November 2019 (Cont.)
Harvey/Ngaropo CARRIED
8. REPORTS
8.1. Inaugural Meeting Briefing Paper
Refer to pages 28-37 of the agenda.
The Chief Executive provided an overview of the report and noted the specific issues relating to the ward. She explained there was ongoing engagement regarding the Awatarariki Managed Retreat programme and navigators were interacting with the property owners to meet specific and individual needs. It was acknowledged the focus was on the effected landowners however, there was awareness communication was important to the broader community.
It had since been confirmed that Council staff had assisted the Te Teko Residents Association with plans for a comprehensive update of the Council-owned facilities at Eivers Park.
RESOLVED:
THAT the Inaugural Briefing Paper be received.
Dennis/Harvey CARRIED
9. MINUTES OF OTHER ORGANISATIONS
9.1. Matata Resident’s Association – 10 September 2019 and 8 October 2019
Refer to pages 38-41 of the agenda.
RESOLVED:
THAT the minutes of the Matatā Resident’s Association meetings held on 10 September and 8 October 2019 be received.
Dennis/Ngaropo CARRIED
10. OTHER ITEMS
10.1. End of Year Function
It was agreed that the End of Year function be held at the Little Goose Eatery on preferably Friday, 13 December and if that date was not suitable, on Wednesday, 18 December 2019.
10.2. Appointments to Groups
The following appointments were made:
Matatā Resident’s Association Member Ngaropo and Councillor Dennis as support.
79 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.1 Minutes - Rangitāiki Community Board 13 November 2019 (Cont.)
Te Teko Resident’s Association Chairperson Byrne and Councillor Dennis. Member Waaka EDIT Member Harvey and Chairperson Byrne Manawahe Hall committee Member Clark and Councillor Dennis to investigate Awakaponga Hall Member Ngaropo Business Network Support as and when advised of the Business Network meetings.
10.3. Distribution of agenda
To reduce paper, and mitigate the time delays experienced regarding the delivery of physical agendas, it was suggested all Board Members to receive only an electronic version of the agenda which could be viewed on their own device.
THE MEETING CLOSED WITH A KARAKIA BY MEMBER NGAROPO AT 7:43 PM
Confirmed this day of
CHAIRPERSON
80 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.2 Minutes - Rangitāiki Community Board 20 November 2019
9.2 Minutes - Rangitāiki Community Board 20 November 2019
Details of RANGITĀIKI COMMUNITY BOARD MEETING HELD IN THE Meeting: EDGECUMBE LIBRARY, COLLEGE ROAD, EDGECUMBE ON WEDNESDAY, 20 NOVEMBER 2019 COMMENCING AT 5.30 PM Present: Board Members K M Byrne (Chairperson), G E Bourk, A M Clark, E Harvey, L Waaka and Councillor G L Dennis In Attendance: S M French (Governance Support Advisor) Visitors: N Burgess and K Fort (WDC), K Boreham and T Briggs (BOPRC), R Otto, J Galbraith, K Raines, V Peka and S Shand Apologies: Member P N Ngaropo, Member G E Bourk (lateness)
1. APOLOGIES
RESOLVED:
THAT the Rangitāiki Community Board accept the apology from Councillor P N Ngaropo and an apology for lateness from Member Bourk.
Byrne/Harvey CARRIED
2. CONFLICTS OF INTEREST
Chairperson Byrne declared an interest in two discretionary grant applications items within the agenda: items 7.1.3 and 7.1.5.
Attendance: Member Bourk joined the meeting at 5:33 pm.
3. PUBLIC FORUM
Refer to page 5 of the agenda.
3.1. Council Events team - Nicola Burgess and Kim Fort
Refer also to pages 5a-d of the tabled items.
Ms Fort spoke about the Oxfam Trailwalker 2020 event and explained that during the race, teams of four stayed together, either walking or running across 50km or 100km, around the Whakatāne District. She said it was a great event and attracted many competitors and tourists to the area. She requested the Board’s support in running the start line of the race.
Ms Burgess elaborated that the Board had been involved in this same support role in the 2019 event and that the Council Events team would help facilitate. She concluded saying the Oxfam Trailwalker event would move to another district in 2021.
81 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.2 Minutes - Rangitāiki Community Board 20 November 2019 (Cont.)
In response to a query about the level of involvement, members were advised the role would mainly consist of co-ordination of volunteers for the day, running start line, checking in teams and registration. It was also noted that it was an opportunity for community groups to be involve by assisting with marshalling around the course.
Attendance: N Burgess and K Fort left the meeting at 5:38 pm.
3.2. Waterwheel Historical Trust - John Galbraith
As co-chair of the Waterwheel Historical Trust, Mr Galbraith introduced himself and asked the Board to support the fourth ‘Farming like Grandad’ event to be held in January 2020.
Mr Galbraith said the event began as an open day and, each year, had developed to include a wider range of exhibits and attractions. He said a draw card for the younger visitors was the craft activities and this year these would be held undercover in one of the large sheds on the farm. He added that a wide range of machinery would be on display; both vintage and modern, and that the event would have stalls, music, displays and numerous activities for all the family.
In response to a question, Mr Galbraith confirmed that the number of visitors attending the event were increasing and that over 1500 people attended the event in 2019. He added there was a $5.00 entry charge for adults and that it was free entry for children.
Attendance: Mr Galbraith left the meeting at 5:44 pm.
3.3. Rotorua Fishing and Casting Club - Steven Shand
Mr Shand had been a member of the Rotorua Fishing and Casting Club for nine years, and was currently president of the club. He said the annual fishing competition had been running for 51 years and that over time it had become harder to organise and run events with the numerous laws and rules in place.
Mr Shand reported that the fishing competition was a great event and that this year they had refined the prize categories including reintroducing the heaviest fish weight.
In response to a query about numbers, Mr Shand advised 400-500 people attended the competition and that the club were looking to expand the areas in which they advertised to help increase numbers. He also explained that for the Bonanza event on Auckland Anniversary weekend 2020, the format would be the fishing competition only and hence there would not be any stalls.
Attendance: Chairperson Byrne declared a conflict of interest in the following two applications, left the table and took no further part in the discussion or voting on these items. She vacated the chair at 5:49 pm and the Deputy Chairperson chaired the meeting from this point.
3.4. Edgecumbe College Athletics Academy - Rene Otto
Mr Otto ran the Athletics Academy at Edgecumbe College and said the Academy was a ‘success story’. A number of students had previously travelled to competitions overseas and Mr Otto advised that in 2020, a development team would be travelling to the South Australia State Athletics Championship in Adelaide. He added it was a great way for these children to broaden their horizons and to compete at an international level.
Mr Otto said that a number of fundraising events had taken place and the trips were economically planned.
82 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.2 Minutes - Rangitāiki Community Board 20 November 2019 (Cont.)
In response to a question, Mr Otto reported the development team consisted of three students; one under 17 years of age and two students under 15 years of age.
Attendance: Mr Otto left the meeting at 5:55 pm.
3.5. Edgecumbe Bluelight Ventures Inc. – Vanessa Peka and Kevin Raynes
Ms Peka reported that the Edgecumbe Christmas in the Park and Parade had been running for nine years and that it was originally held in the Reserve and was later moved to the Edgecumbe Domain to cater for the larger numbers attending.
The Christmas Parade travelled from the Cosmopolitan Club carpark to the Domain and it was estimated up to 1500 people from across the Rangitāiki Plains attended. Ms Peka said the Edgecumbe Lions provided great support with marshalling and security.
Ms Peka explained a number of activities and opportunities that the Blue Light offered to the local youth and said she was proud of the Edgecumbe branch.
Mr Raynes reported that there were a number of hidden costs and regulations to meet when running events. He added that the community support in relation to the event was good and that Blue Light wanted to run the event with the least cost impact to the people of Edgecumbe.
Attendance: Mr Shand left the meeting at 5:58 pm.
3.6. Matata Blue Light Ventures Inc.
Mr Raynes, Chairperson of Matata Blue Light Ventures Inc., advised that a Christmas in the Park and Float Parade occasion had been held in Matatā annually since 2007.
As a drug-free, alcohol-free and attitude-free event, Mr Raynes said it was a great community day for all to enjoy. He added that the event highlighted local talent (entertainment and stalls) and advised that a sausage sizzle and drinks were supplied free for the children.
Each year Matatā Blue Light were finding it harder to obtain funding and Mr Raynes explained a lot of work was carried out in the background and there were a number of costs to cover.
Mr Raynes again acknowledged the Board for a previous discretionary grant received by Matatā Blue Light Ventures Inc.; which assisted them to run a Youth Learner Driver Licence Programme and he explained how this successful start had helped the programme expand to a national level.
Attendance: Chairperson Byrne returned to the table and took over the chair from 6:05 pm.
4. PRESENTATION – Bay of Plenty Regional Council
Refer to page 6 of the agenda and pages 6a-i of the tabled items.
Ms Briggs advised members that the Floodway and Drainage Bylaw 2008 was being reviewed and explained that the bylaw helped protect BOPRC scheme assets that had been constructed to safeguard communities from river flooding and problems associated with a lack of drainage. She noted that the bylaw was not a well-known document and as part of the review, BOPRC were building a supporting education programme.
83 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.2 Minutes - Rangitāiki Community Board 20 November 2019 (Cont.)
The bylaw applied to land adjoining the flood protection and drainage assets and it outlined when landowners needed to talk to the BOPRC, and when an application for a Bylaw Authority was necessary. Ms Briggs added that under the Local Government Act 2002 the bylaw was due for its 10-year review.
The Bylaw contained three parts:
1. Detailed what the Bylaw applied to; drains, defences against water and erosion protection works. It contained basic rules around how land adjacent to drains should be managed. 2. Proposed additional clauses for pumiceous soils. The lower reaches of the Kaituna, Rangitāiki and Tarawera Rivers have layers of pumiceous soils that were more susceptible to piping failures beneath the stopbanks during flood events. The purpose of these specific clauses was to minimise the risk of creating piping that could lead to failures occurring. 3. Proposed additional clauses applying to floodways, spillways and ponding areas.
Ms Briggs reported BOPRC were currently carrying out informal engagement, with formal consultation scheduled for March and April 2020. She said the full document was available on the BOPRC website for the public to view. She add that open days would be held and the BOPRC would be at the Farmers Market in Edgecumbe on 23 November 2019.
Ms Boreham explained that the bylaw provisions were not retrospective; the proposed changes would only come into effect when the Bylaw review was adopted. She asked members to pass on information to their networks about the drop in sessions.
When asked an unrelated matter concerning progress on the Rangitāiki Floodway Project to prevent Edgecumbe flooding, Ms Boreham offered that BOPRC Engineering staff could provide a progress update at the Board’s first meeting of 2020.
Attendance: Ms Boreham, Ms Briggs, Mr Raynes and Ms Peka left the meeting at 6:33 pm.
5. REPORTS
5.1. Request for Funding – Five Applications
Refer to pages 7-62 of the agenda.
RESOLVED:
1. THAT the Request for Funding – Five Applications report be received; and 2. THAT $750.00 be allocated from the Rangitāiki Community Board Discretionary Fund to the Rotorua Fishing and Casting Club to assist with radio, press and community advertising for the Matata Fishing Bonanza in January 2020 and;
Dennis/Bourk CARRIED Member Harvey requested his vote against the motion be recorded.
RESOLVED:
THAT $1612.52 be allocated from the Rangitāiki Community Board Discretionary Fund to the Waterwheel Historical Trust to assist with costs for the ‘Farming like Grandad’ event to be held on Sunday, 26 January 2010.
84 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.2 Minutes - Rangitāiki Community Board 20 November 2019 (Cont.)
Harvey/Bourk CARRIED
RESOLVED:
THAT $1132.28 be allocated from the Rangitāiki Community Board Discretionary Fund to assist three Edgecumbe College Athletic Academy students attend the South Australia State Athletics Championships in Adelaide, Australia, from 26 February through to 2 March 2020.
Bourk/Harvey CARRIED
A motion was proposed by Board Member Bourk. Seconded by Board Member Harvey.
THAT $1500.00 be allocated from the Rangitāiki Community Board Discretionary Fund to Matatā Blue Light Ventures Inc. to assist with the annual Matatā Christmas in the Park and Float Parade to be held on Sunday, 8 December 2019.
The motion was put and lost.
A further motion was proposed by Board Member Waaka. Seconded by Board Member Clarke.
THAT $2500.00 be allocated from the Rangitāiki Community Board Discretionary Fund to Matatā Blue Light Ventures Inc. to assist with the annual Matatā Christmas in the Park and Float Parade to be held on Sunday, 8 December 2019.
The motion was put and carried Board Member Burke requested his vote against be recorded.
RESOLVED:
THAT $2850.00 be allocated from the Rangitāiki Community Board Discretionary Fund to Edgecumbe Bluelight Ventures Inc. to assist with the annual Edgecumbe Christmas Parade and Christmas in the Park to be held on Saturday, 30 November 2019.
Dennis/Harvey CARRIED
6. DISCUSSION ITEM
Refer to page 63 of the agenda.
6.1. Meeting Schedule
A discussion ensued regarding potentially holding meetings at various locations throughout the ward. The importance of advanced planning was noted and further discussions would occur in the New Year.
RESOLVED:
85 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.2 Minutes - Rangitāiki Community Board 20 November 2019 (Cont.)
THAT the Rangitāiki Community Board meetings continue on a Wednesday evening, commencing at 5:30 pm; with the first meeting to be held at the Edgecumbe library, College Street, Edgecumbe.
Byrne/Waaka CARRIED
7. MINUTES OF OTHER ORGANISATIONS
7.1. Te Teko Resident’s Association – 5 November 2019
Refer to pages 64-67 of the agenda.
RESOLVED:
THAT the minutes of the Te Teko Resident’s Association meetings held on Tuesday, 5 November 2019 be received.
Harvey/Clark CARRIED
8. OTHER ITEMS
The Board agreed to support the Oxfam Trailwalker 2020 event and Member Waaka offered to be the Board’s liaison person. The 2016-2019 Board Members were commended by the NZ Police for the implementation of the CCTV cameras. An update was requested on the implementation of the last camera. Chairperson Byrne attended the joint Community Board training in Rotorua on 17 November 2019 and encouraged members to attend future sessions.
THE MEETING FINISHED AT 7.30 PM
Confirmed this day of
CHAIRPERSON
86 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.3 Minutes – Murupara Community Board 18 November 2019
9.3 Minutes – Murupara Community Board 18 November 2019
INAUGURAL MURUPARA COMMUNITY BOARD MEETING Details of HELD AT THE MURUPARA SERVICE CENTRE ON MONDAY, Meeting: 18 NOVEMBER 2019 COMMENCING AT 12.00 NOON Board Members O K Hynes, M M N Jenner, A W O’Brien J Present: K Te Amo and Councillor A R Silcock Her Worship the Mayor J A Turner, D Bewley (Acting Chief In attendance: Executive) and H J Storey (Governance Support Advisor) Visitors: K Snedden, W Wright, A Jenner, M Te Pania, B Iraia, J Tupe, Apologies: Nil
The meeting was opened with a Karakia from B Iraia
1. CONFLICTS OF INTEREST
Board Member Jenner declared an interest in the Youth Leadership Project Team Discretionary Fund application and Board Member Hynes in the application from Karamuramu Kindergarten.
2. DECLARATION OF ELECTION RESULTS
Refer to pages 4-6 of the agenda.
The declarations were received.
3. DECLARATIONS OF OFFICE
Refer to pages 7-9 of the agenda.
Each of the following Councillors read aloud the statutory declaration pursuant to Clause 14 of Schedule 7 of the Local Government Act 2002 and signed the written declarations. These were witnessed by e Mayor Turner.
Board Member O K Hynes Board Member M M N Jenner Board Member A W O’Brien Board Member J K Te Amo Councillor A R Silcock
4. EXTRAORDINARY VACANCIES AND DETERMINATION OF CHAIRPERSON AND DEPUTY CHAIRPERSON
Refer to pages 10-13 of the agenda.
87 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.3 Minutes – Murupara Community Board 18 November 2019 (Cont.)
RESOLVED:
1. THAT the Extraordinary Vacancies and Determination of Chairperson and Deputy Chairperson report be received; and 2. THAT System B be used to determine the election process for the positions.
Hynes/Silcock CARRIED
RESOLVED:
THAT Board Member Te Amo be appointed as Chairperson of the Murupara Community Board for the triennium.
Jenner/Silcock CARRIED
The Chairperson took the declaration of office and took over the Chair from the Acting Chief Executive.
The Chairperson welcomed Mayor Turner to the meeting and congratulated Councillor Silcock on her appointment noting that she looked forward to working with Members and the Council for the benefit of the communities within the ward. She said that the thoughts of all were with Hinerangi Goodman for being the unsuccessful candidate following the vote recount.
RESOLVED:
THAT Board Member O K Hynes be appointed as Deputy Chairperson of the Murupara Community Board for the triennium.
Jenner/Silcock CARRIED
5. RESOLUTION OF THANKS TO RETIRING MEMBER
Refer to page 14 of the agenda.
RESOLVED:
THAT Board Member T V Rangiwai be thanked for her service to the Board from 2017-2019.
O’Brien/Hynes CARRIED
6. LEGISLATIVE ADVICE FOR THE INCOMING BOARD
Refer to pages 15-26 of the agenda.
The Acting Chief Executive presented the report and highlighted the sections relating to contracts with the Council, conflicts of interest and the implications of the Health and Safety Act. He asked that if anyone saw contractors using unsafe practices that they report it to the Council so that any issues could be addressed.
88 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.3 Minutes – Murupara Community Board 18 November 2019 (Cont.)
RESOLVED:
THAT the Legislative Advice for the Incoming Board report be received.
Hynes/Silcock CARRIED
7. PUBLIC FORUM
7.1. Wai Wright, Adrianna Jenner and Makarini Te Pania– Youth Leadership Development Project
Ms Jenner noted that the project team had commenced in 2015 as a result of members being on the Whakatāne District Youth Council and participating in events such as a movie night at Murupara. She noted that the 2020 event would be the third water sports day to be held and noted that they hoped to improve on the 400 people that had attended in January 2019. The group showed a video of the 2019 event and a poster advertising the 2020 event.
It was noted that the repairs to the vandalised toilet block on Aniwhenua Reserve should be completed prior to Christmas and the lake weed would be sprayed by the Bay of Plenty Regional Council in the near future.
Attendance: the Youth Leadership Development Project representatives left the meeting at 12.27 pm
7.2. K Snedden – Murupara Area School
Ms Snedden noted that she was the support person for education needs for the tamariki at the area school and also worked with a number of agencies. She said that this year a group of students had worked hard and had seen a purpose in their learning noting that she was impressed with their attitude to learning. Ms Snedden said that she watched the children learn their passion and develop skills for moving forward with the fishing programme and now they wanted to encompass a hands on experience and to teach them to prepare what they needed to do to go fishing for the day. Ms Snedden said that although the students had moved on to another project it was still important for them to be able to have the Go Fishing experience.
In response to a question relating to other fundraising being undertaken, Ms Snedden advised that the students had not had the opportunity to raise any funds, an application had been made to an education programme and if they were successful in both applications the education funds could be used towards another programme.
Attendance: Ms Snedden left the meeting at 12.33 pm
7.3. J Tupe – Speeding Traffic along Pine Drive
Mr Tupe expressed concern at the amount of traffic speeding throughout all of the streets around the town, and was especially worried for the safety outside the Murupara Area School. He asked that traffic humps similar to those in Civic Square be installed outside the school to make the area safer for the students.
89 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.3 Minutes – Murupara Community Board 18 November 2019 (Cont.)
Discussion ensued and Members considered that the pedestrian crossing and road layout outside the school was not safe by the users and measures would need to be put in place so that the traffic would be forced to slow down as school lights would not deter drivers and the police were not able to be present all of the time. It was noted that staff had visited the school recently to talk to teachers and the Acting Chief Executive advised that he would follow up this up with staff.
Mr Tupe noted that the Murupara Māori wardens group had reconvened in the town.
Attendance: Mr Tupe and Mr Iraia left the meeting at left 12.43 pm
8. MEETING DAY, TIME AND VENUES
Refer to page 28 of the agenda.
It was agreed that the Murupara Community Board meetings be held at 10 am on a Monday and that the venue for the next meeting be set at each meeting.
9. REPORTS
9.1. Inaugural Meeting Briefing Paper
Refer to pages 29-37 of the agenda.
The Acting Chief Executive provided an overview of the report and noted the specific issues relating to the ward included the three waters including the Murupara waste water consent renewal and the sealing of Ruatāhuna Road.
Mayor Turner noted that the preference for community engagement in this term was to get each of the boards more connected and make use of the local government tools of engagement to connect the Council and the boards with their communities. She noted that the a combined community board meeting would take place in the new year and said that it was important for the Council to work with the boards at an earlier stage so they had input into the decision making process.
It was noted that the Murupara swimming pool had not opened until Friday, 1 November 2019 and the early morning temperature was 26 andnot 27 aspromised. It was also noted that there was no heating in the toddlers pool which made it uncomfortable for the younger children.
The meeting was also advised that the local plumber had indicated that some of the repairs he had carried out on properties in the town recently were as a result of the backflow valves being installed.
RESOLVED:
THAT the Inaugural Briefing Paper be received.
Jenner/Hynes CARRIED
9.2. Requests for Funding – Four Applications
Refer to pages 38-80 of the agenda.
RESOLVED:
90 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.3 Minutes – Murupara Community Board 18 November 2019 (Cont.)
1. THAT the Requests for Funding – Four Applications report be received; and 2. THAT $1,000 be allocated from the Murupara Community Board Discretionary Fund to the Rangitahi Marae Committee towards the cost of the Carols by Candlelight at the Pā.
Silcock/Hynes CARRIED
RESOLVED:
THAT $600 be allocated from the Murupara Community Board Discretionary Fund to the Murupara Area School towards the cost of students attending a Go Fishing trip.
Silcock/O’Brien CARRIED
Attendance: Board Member Jenner declared an interest in the following item and left the room at 1.20 pm.
RESOLVED:
THAT $1,500 be allocated from the Murupara Community Board Discretionary Fund to the Youth Leadership Projects Team towards the cost of the Water Sports 2020 event.
Silcock/Hynes CARRIED
Attendance: Board Member Jenner returned to the meeting and Board Member Hynes declared an interest in the following item and left the meeting at 1.25 pm
RESOLVED:
THAT $768.44 be allocated from the Murupara Community Board Discretionary Fund to the Kāramuramu Kindergarten towards the cost of the Children’s Christmas party.
O’Brien/Jenner CARRIED
Attendance: Board Member Hynes returned to the meeting at 1.28 pm
The meeting was advised that two late applications had been received for funding and it was agreed that they not be considered at this meeting.
10. OTHER ITEMS
The meeting was advised that the annual Kaumatua Christmas function would be held on 11 December 2019 at the Murupara Golf Club and Members were welcome to assist with the event again this year. A toy drive would also be undertaken to distribute to local children at Christmas time.
The garden competition had a number of entries being judged and had wound up with the prize giving taking place on 15 November 2019.
Members were reminded of the Over 80 year olds morning tea that would take place in Whakatāne on Tuesday, 3 December 2019.
91 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.3 Minutes – Murupara Community Board 18 November 2019 (Cont.)
THE MEETING CLOSED WITH A KARAKIA BY J TE AMO AT 1.40 PM
Confirmed this day of
CHAIRPERSON
92 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.4 Minutes - Tāneatua Community Board 19 November 2019
9.4 Minutes - Tāneatua Community Board 19 November 2019
Details of TĀNEATUA COMMUNITY BOARD MEETING HELD AT Meeting: TĀNEATUA HALL, MORRISON STREET, TANEATUA ON TUESDAY, 19 NOVEMBER 2019 COMMENCING AT 6.00 PM Present: Board Members D S Yalden, T O Boynton, M M Falkner, L Knowles, Y R LeSueur, L A Ruiterman, and Councillor A V Iles In Attendance: Her Worship the Mayor J A Turner, M Naude (General Manager Community Services) and S M French (Governance Support Advisor) Visitors: T Iti, B and D Teepa, S Lillas (Horizon Networks), J Lethaby and C Metz (Rural Connectivity Group) and supporters of new members Apologies:
The Meeting was opened by the General Manager Community Services and he conveyed the apology from the Council’s Chief Executive. Members were congratulated on their election to the Board and this was then followed by a karakia from Mr Toi Iti.
1. CONFLICT OF INTEREST
No conflicts of interest were recorded.
2. DECLARATION OF 2019 ELECTION RESULTS
Refer to pages 5-6 of the agenda.
The Electoral Officer’s Declaration of Result for the election for the Whakatāne District Council 2019 was received.
3. MEMBER DECLARATIONS
Refer to pages 7-9 of the agenda.
Each of the following Councillors read aloud the statutory declaration pursuant to Clause 14 of Schedule 7 of the Local Government Act 2002 and signed the written declarations, which were witnessed by the Mayor.
Board Member T O Boynton Board Member M M Falkner Board Member L J Knowles Board Member L A Ruiterman Board Member D S Yalden Councillor A V Iles
93 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.4 Minutes - Tāneatua Community Board 19 November 2019 (Cont.)
4. DETERMINATION OF CHAIRPERSON AND DEPUTY CHAIRPERSON
Refer to pages 10-11 of the agenda.
RESOLVED:
1. THAT the Determination of Chairperson and Deputy Chairperson report be received; and 2. THAT System B be used to determine the election process for the positions
Yalden/Boynton CARRIED
RESOLVED:
THAT Board Member Yalden be appointed as Chairperson of the Tāneatua Community Board for the 2019-2022 triennium.
Ruiterman/Iles CARRIED
The Chairperson took the declaration of office and took over the chair from the General Manager Community Services.
RESOLVED:
THAT Board Member Boynton be appointed as Deputy Chairperson of the Tāneatua Community Board for the 2019-2022 triennium.
Iles/Falkner CARRIED
5. RESOLUTION OF THANKS TO RETIRING BOARD MEMBERS
Refer to pages 13 of the agenda.
RESOLVED:
THAT a vote of appreciation be passed on to retiring Board Members in appreciation of their service to the Council on the Tāneatua Community Board:
Geoff Chater = 2007 - 2019 Hohepa McLean = 2016 – 2019
Iles/Ruiterman CARRIED
6. LEGISLATIVE ADVICE FOR COMMUNITY BOARDS
Refer to pages 14-25 of the agenda.
On behalf of the Chief Executive, the General Manager Community Services presented Legislative Advice report and highlighted the sections relating to contracts with the Council, conflicts of interest, LGOIMA and the implications of the Health and Safety Act.
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Her Worship the Mayor also advised Members that they had a primary duty of care to be vigilant to look after others and that it was important to be proactive around the community and report any potential issues to the Council so that they could be addressed.
RESOLVED:
THAT the Legislative Advice to the Incoming Community Board report be received.
Iles/Ruiterman CARRIED
Attendance: Member Knowles left the meeting at 6:33 pm.
7. PUBLIC FORUM
Refer to page 26 of the agenda.
7.1. Rural Connectivity Group – Caitlin Metz and Jessica Lethaby
Mr Lillas from Horizon Networks was introduced. He reported that Horizon were involved in setups for broadband and mobile services and that details were being discussed regarding a potential location for a 4G broadband tower at the Tāneatua Rugby Club site. He said moving into the New Year, it was important the community was aware and that he hoped for the Board’s support.
Ms Metz noted the Rural Connectivity Group (RCG) had been working in the Whakatāne District for a number of years and was now back working on phase 2, which included bringing broadband services to the wider area of Tāneatua.
To give new members some background to the RCG, Ms Metz explained that they had been established in 2017 and the RGB was an independent entity tasked to bring mobile and wireless broadband coverage to rural New Zealand. She said Central Government had identified 521 sites where the RCG had been tasked to build, operate and maintain the infrastructure to deliver connectivity systems from New Zealand’s three mobile networks (Spark, Vodaphone and 2degrees). To date, 51 sites were in the build phase, of which 40 were connected and providing services.
It took time to secure the right location with viable electricity supply and Ms Lethaby reported that the RCG were actively working on site acquisition. It was noted there were 30 proposed sites in the Bay of Plenty and that the Minginui site was currently in the build phase.
Attendance: Member LeSeuer entered the meeting at 6:46 pm.
In response to a query, it was reported wider communications would occur once certain matters had been worked through.
When asked for clarification about site acquisitions, Ms Metz noted that all negotiations were in good faith and a key factor to the success of the project would be the support and help of landowners, rural communities and their local Councils.
Attendance: S Lillas, C Metz and J Lethaby left the meeting at 6:58 pm.
95 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.4 Minutes - Tāneatua Community Board 19 November 2019 (Cont.)
7.2. Bonnie and Dallas Teepa
Dallas introduced himself and acknowledged that the Board had previously supported his sporting achievements. He explained he had finished his current year at Trident High School and gained NCEA Level 3.
Dallas advised he had represented the Bay of Plenty in touch rugby for both Under 18 and Open Men’s teams. He was privileged to play for the first ever NRL Warriors Touch team and said this was one of his goals. In October 2019, Dallas reported that he was presented the Mataatua Junior Māori Sportsman award and was recently advised he was one of the top three finalists for the NZ Māori Sportsman award.
Late November 2019, Dallas would be playing in the finals for the Premiere Touch League for the Barbarians and he said he was selected for the NZ Under 20 years men’s team and would be travelling to Australia with the team to compete in the Trans-Tasman competition.
The Board congratulated Dallas on all his achievements, including his nomination for the NZ Māori Sportsman of the year award.
8. MEMBER DECLARATIONS (continued)
Board Member Y R LeSueur read aloud the statutory declaration pursuant to Clause 14 of Schedule 7 of the Local Government Act 2002 and signed the written declaration, which was witnessed by Mayor Turner.
9. MEETING DAY, TIME AND VENUE
Refer to pages 27 of the agenda.
RESOLVED:
THAT the Tāneatua Community Board meetings continue to be held at 6:00 pm on a Monday evening, excluding the third Monday of the month where it would be transferred to a Tuesday evening, at the following venues within the ward:
Tāneatua War Memorial Hall Waimana Hall, Cheddar Valley Pottery Te Komiti o Runga Office at Ruatoki.
Ruiterman/Iles CARRIED
10. REPORTS
10.1. Inaugural Meeting Briefing Paper
Refer to page 28-36 of the agenda.
The General Manger Community Services provided an overview of the report and noted the specific issues relating to the ward.
96 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.4 Minutes - Tāneatua Community Board 19 November 2019 (Cont.)
Mayor Turner spoke about the Central Government three waters services review and reported that new requirements to improve the quality of the freshwater environment had been announced and that further announcements were expected regarding the review.
An update was also given regarding the safety improvements and parking changes proposed by NZTA for the section of State Highway 2 within Tāneatua. Members were advised that a public drop-in session was to be held at the Tāneatua War Memorial Hall on 5 December 2019 from 2:30pm to 5pm. Concern was raised that this had been a protracted project, and varied communications were important to ensure the wider community was kept informed of updates.
RESOLVED:
THAT the Tāneatua Community Board Inaugural Meeting Briefing paper be received.
Iles/Boynton CARRIED
10.2. Request for Funding – Dallas Teepa
Refer to pages 37-47 of the agenda.
RESOLVED:
1. THAT the Request for Funding – Dallas Teepa report be received; and 2. THAT $500.00 be allocated from the Tāneatua Community Board Discretionary Fund to assist Dallas Teepa attend the Youth Trans-Tasman Campaign in Newcastle, Australia from 21-27 January 2020.
Ruiterman/Iles CARRIED
10.3. Other items
The Board had previously supported Master Leo Read through discretionary grants and Members were advised he had won a scholarship to assist with his music studies.
Chairperson Yalden was congratulated being bestowed a Kiwibank Local Hero award.
THE MEETING CLOSED AT 7:32 PM.
Confirmed this day of
CHAIRPERSON
97 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019
9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019
Details of WHAKATĀNE-OHOPE COMMUNITY BOARD MEETING HELD Meeting: IN THE ŌHOPE FIRE STATION, HARBOUR ROAD, OHOPE ON MONDAY, 25 NOVEMBER 2019 COMMENCING AT 5.30 PM Present: Board Members L A G Hall, C L Hamill, M J Hanna, C G A Howard, M Inman, C Lee, J B Manning and Councillors L N Immink and J W Pullar In Attendance: M Naude (General Manager Community Services) and H J Storey (Governance Support Advisor) Visitors: W Haldane, T Sisson, A Winter, S Hutchings, G Clarke, K Violich, J Lenne, W Short, K Hunia, J McLean, J Wilson, S Hermansen Apologies: Board Member L J Bonne
1. CONFLICTS OF INTEREST
The following conflicts of interest were noted:
Councillor Pullar – Rotary Club of Whakatane Mark Inman – Classics at Ōhope Moira Hanna - Trident High School Tony Hall and Carolyn Hammill – Apanui Salt Marsh Care Group
2. PUBLIC FORUM
2.1. Warner Haldane – Apanui Salt Marsh Care Group
Mr Haldane advised that the care group had been in existence since 2005 and were a small group of volunteers who cleaned up the Apanui salt marsh along the Whakatāne riverbank the second Saturday of every month where they gathered at least one shopping trolley full of rubbish each time. He said that they were a well-run group of volunteers who did not ask for money very often. He noted that they received support from the Council with the supply of rubbish bags.
In response to a query, Mr Haldane said that he had no problem with placing the care group name and community board logo on the vest if additional funding was provided. He noted that the care group had 50 members and said that the average turn out each month was between 16-20 volunteers. He invited Members to turn up on a Saturday morning if they wished to participate.
Attendance: Mr Haldane left the meeting at 5.36 pm
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2.2. Tracy Sisson – EBOP Triathlon and Multisport Club
Ms Sisson advised that the triathlon was the club’s main fund raising event and they were seeking funding to hire the electronic timer as athletes would come from Tauranga and Rotorua to compete. She said that Hayden Wilde would be competing at this event to show his support for the Whakatāne-Ōhope area.
In answer to a question relating to the cost of purchasing their own timer so that they and other local clubs did not have to hire one, Ms Sisson said that it was expensive for their small club to purchase and noted that if they were a bigger club it would definitely be worth it. She noted that the monthly triathlons were recorded on a web scorer through a tablet, but with the February 2020 event because of the calibre of the athletes, they needed to record the split times for each section so had to hire better equipment to do so.
Ms Sisson said that the club were struggling to get members in the high school range and said that they were trying to build this up and hoping to attract a number of young people from the Mount to compete for this event. She noted that they were aiming to get 100 participants and said that advertising had begun on social media, through the cycle centre and by going to other events around the Bay of Plenty.
Ms Sisson indicated that she would gain feedback from the club committee as to whether they would consider purchasing a timer with assistance from the Board and sharing it amongst the local clubs. She advised that if the club gained funding they would display the board logo on their social media sites and display the board flags at the event.
Attendance: Ms Sisson left the meeting at 5.42 pm
2.3. Stephen Hermansen and Mark Inman – Classics at Ōhope Beach
Mr Hermansen advised that the Retro Caravan and Classic Car Show had been running for the past three years and had increased in size with 400 vehicles on show and 8,000 people attending the event earlier this year. He said that with increased growth each year and it now becoming a calendar event, the cost to run it had also increased with the need to provide a traffic management plan due to the volumes of people visiting the site.
Mr Hermansen noted that last year the gold coin entry raised $10,000 for Ronald MacDonald House and they hoped to do the same this year. He said that 64 local families had used the facility in the past year and noted that the total cost for these families to stay at the hospital to support their children was around $150,000.
Board Member Inman advised that they were able to host a further 300 cars on the site, and said that when it reached its natural limit, they would limit the number of vehicles participating. He noted that a new rule had been implemented in 2020 whereby cars would be unable to leave the site until the event had finished so that vehicles would not be driven around the crowded site. Board Member Inman said that the event had the scope to become a beach hop similar to Whangamata and noted that for 2020 they had added a classic car cruise, a show and shine, best theme dressed man, woman and child and a dine and dance function at night. He indicated that in the future they may also look at an auction which would turn it into a weekend event.
Mr Hermansen advised that the media coverage and marketing had begun and the event had been included in classic car and caravan magazines, on social media sites and at Top 10 venues throughout the North Island. He noted that a website page would be created with a sponsors and partners page
99 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019 (Cont.)
and there was potential to purchase naming rights for the event. Board Member Inman noted the Board logo and banners would be used to acknowledge any sponsorship received and said that it was important that cost did not run the event and that anyone could attend and have a good day out.
Attendance: Mr Hermansen left the meeting at 5.53 pm
2.4. Allen Winter and Sue Hutchings – Lions Club of Ōhope Beach
Ms Hutchings advised that it was the first the club was holding a book fair and making an application for funding to the board. She said that all funds raised go back into the community with an emphasis placed on youth and helping people in general. Ms Hutchings noted that $12,000 in proceeds from their garage sales had been donated back to the community and said that if they raised $5,000 from the book fair, it would also be returned as donations to sectors of the community. She said that the Club would acknowledge the board on their social media pages and fly the banners during the event.
In response to a question as to whether the book fair could be held inside the shed or the play centre rather than hiring a marquee, Mr Winter noted that that their building was full with garage sale items and the other sheds at the wharf were rented out. He said that the Yacht club was too small and with five vendors coming to support the event there was not enough room to put them if they moved from the current site. Ms Hutchings advised that the public response for books had resulted in 100 boxes being donated.
Attendance: The Ōhope Lions Club representatives left the meeting at 6.00 pm
2.5. Gil Clarke and Kevin Violich– Menz Shed
Mr Violich tabled information on the Menz Shed noting that the group brought together men in a community space to share their skills, have a laugh and work on practical tasks individually or as a group. He said that they worked on community projects including playgrounds, planter boxes repairing the toy library stock, restoring old bikes for distribution into the community. He noted that the shed was a great place to de-stress and learn new skills from members willingly shared their skills with others in the group. Information was also provided by health professionals who were also able to carry out basic health checks in an informal environment where men felt more relaxed.
Mr Violich noted that they were a group of 35 members and had to focus on getting money from coffin making and stoat traps to pay the commercial rent on the premises before they were able to help the community. He said that they had asked the Council for a building, but nothing was available to meet their requirements. He noted that the Council did support the group and in return, the Menz Shed helped the Council.
In answer to a query regarding the suitability of the current premises, Mr Violich advised that, with two sheds and two containers being available the area was fit for purpose.
Attendance: The Menz Shed representatives left the meeting at 6.10 pm
2.6. Judi Lenne and Warren Short – Ōhope Village Evening
The meeting was advised that a group of businesses from within the Ōhope Village were promoting the area as a place to come to for the evening with the presence of surf lifesaving club members and the local park being incorporated into helping create a Christmas theme. There was an opportunity
100 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019 (Cont.)
for Hospice to circulate with donation buckets, a collection point set up for presents to be donated, the fire brigade would carry out training, the school choir performing and young entrepreneurs given space to market shade sails.
Ms Lenne noted that last year the businesses promoted the evening themselves, but this year they wanted to continue with the Christmas theme, but it came at a cost so they were seeking funding to create more of an atmosphere. She said that they would also need to compile a traffic management plan when it grew bigger.
Mr Short said that Ōhope people like the evening because they often missed out and although they did not collect any data on attendance numbers last year, they could relate to increased sales and staff numbers on the evening. He noted that all businesses would have maximum staff on board, but said that the collecting of numbers attending was difficult.
Mr Short noted that they had considered promoting Ōhope while many visitors were in the area, but they would be open 7 days a week over the holiday period anyway. He said that they would look at a similar event towards the end of the holidays but at this stage they wanted to hold a pre-Christmas event. Mr Short noted that the events such as kiwi walks, the recent wonder women event were good for the community and said that they wanted to get out of towners to focus on Ōhope this year.
Mr Short advised that the labour costs and promotional giveaways would mostly be paid for by the local businesses, but they would like to give a gift to anyone who purchased goods over $20. He indicated that sponsorship money would subsidise the gifts and noted that 1XX had provided a competitive rate to advertise the evening and would have announcers and a sound system on site.
In reply to a query as to the outcome if the funding sought was not forthcoming, the meeting was advised that the event would still proceed, but they would be unable to do as much as they wanted to do to create an atmosphere. Mr Short noted that it was being held at a busy time of the year and said that they had selected the date so that it did not clash with any other event.
Attendance: Ms Lenne and Mr Short left the meeting at 6.21 pm
2.7. Keld Hunia – Te Parahia Trust
Mr Hunia advised that the 2018 Christmas in the Park organisers had decided in October not to run this years event and then pressure was put on him to take on the role which meant that he was late putting in applications for funding to the major funding providers. He noted that he had received two replies to his applications to date and others would not be known until just prior to the event. Mr Hunia said that EBET had provided $4,500 for the sound but noted that the cost of the stage was $6,900 as well as the cost of entertainment, lighting, security, waste management, volunteer tee shirts and the like that would be incurred as part of hosting the event.
In response to a query regarding the predicted shortfall in funding, Mr Hunia said that it was likely to be approximately $1,500 but because he had not received confirmation from some of the major funders, he was unsure at this stage. He advised that he based his confidence on the funding provided over the past 5 years from the Lion Foundation, noting that the organisers during that time had received what they had asked for. Mr Hunia noted that he had saved costs by using some of the equipment and entertainers from the Kawerau Christmas in the Park being held the day prior and was confident that many people would attend both events.
101 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019 (Cont.)
2.8. Jimmy McLean - Trident High School Girls Rugby 7’s
Mr McLean advised that the U15 girls 7’s rugby team was the only Bay of Plenty team that had qualified for the Condor tournament being be held in Auckland the following week. He said that the team was proud to represent the area and he was passionate about giving the girls an opportunity to put themselves in front of coaches who may identify them as future New Zealand players. Mr McLean said that of the 12 girls at least 5 would play for New Zealand at some stage.
Mr McLean said that the dilemma facing the team was that most of the money raised at the school was used on the winter sporting codes and noted that they had been unsuccessful with an application to Pub Charities for assistance. He advised that the cost was $100 per student and some of the whānau were struggling to raise this amount as half of the team were also in the touch nationals, which was being held two weeks after this event.
Mr McLean said that they would appreciate any assistance they could be given to help with the cost and indicated that if they did not receive funding they would still go but would need to cut down on food and parents would need to take their vehicles instead of hiring vans. He noted that the team would be accommodated at a Kura Kaupapa while in Auckland and said that they may have to come home a day early if they did not have the funds to stay. In response to a query, Mr McLean noted that the school vans were unavailable because the volleyball teams were using them at that time.
Attendance: Mr McLean left the meeting at 6.42 pm
2.9. Jude Wilson – Rotary Club of Whakatāne
Ms Wilson advised the Rotary Club had taken over the running of the Christmas parade once the Chamber of Commerce were no longer able to do it. She said that the club, along with several other groups, would carry out the marshalling duties at no cost this year which would keep the costs down. Ms Wilson noted that the event was being marketed and there were a number of floats registering to participate on the day. Waiotahi Contractors had provided the traffic management plan free of charge and would also be providing staff to assist with the setting up and manning of barriers to minimise disruption for the floats and the public.
Ms Wilson noted that the three focuses for the day were youth, community wellbeing and the environment and said that schools, pre-schools, community organisations and businesses were expected to register floats. She said that the event was a great feel good day and as the main sponsor, 1XX were providing promotion and prizes and would lead the parade.
In response to a question relating to the timing of the parade. Ms Wilson noted that it needed to be when the children had nearly finished school and said that when the date was set, they were not aware of the Kawerau event being held on the same day. She noted that there was an opportunity for the Board to have their logo on the winning float signage.
Attendance: Ms Wilson left the meeting at 6.53 pm
3. REPORTS
3.1. Requests for Funding 10 Applications
Refer to pages 6-112 of the agenda and pages 112a-b of the tabled items
Attendance: Board Members Hall and Hamill declared an interest in the following item and left the table at 6.58 pm
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RESOLVED:
1. THAT the Request for Funding – Ten Applications report be received; and 2. THAT $187.95 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Apanui Salt Marsh Care Group towards the cost of purchasing Hi-Viz vests; and 3. THAT additional funding be provided to include the Apanui Salt Marsh Care Group and the Whakatāne-Ōhope Community Board logo on the vests.
Inman/Manning CARRIED
Attendance: Board Members Hall and Hamill returned to the table and Board Member Inman declared an interest in the following item and left the table at 7.01 pm
RESOLVED:
THAT $2,500 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Ōhope Classics towards the running the 2020 event.
Hamill/Hall CARRIED
Attendance: Board Member Inman returned to the meeting at 7.03 pm
RESOLVED:
1. THAT $412 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the EBOP Tri and Multisport Club towards the annual event at Ōhope; and 2. THAT the EBOP Tri and Multisport Club be invited consider providing costings to purchase a suitable timing device that could be used to share with other local sporting organisations.
Howard/Inman CARRIED
RESOLVED:
THAT $694 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Lions Club of Ōhope Beach towards the marquee and trestle hire for the annual book fair.
Inman/Manning CARRIED
RESOLVED:
THAT $5,000 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Whakatāne Menz Shed towards the cost of rental for the premises for one year and that the group be invited to reapply again next financial year.
Hall/Pullar CARRIED
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Discussion ensued on the application from the Ōhope Village and it was considered that the commercial premises would benefit and they had not offered a “pay it forward” scheme whereby a small percentage of their takings be offered to a local community organisation.
RESOLVED:
THAT no funding be allocated from the Whakatane-Ohope Community Board Discretionary Fund to J Lenne towards the cost of running the Ōhope Village Evening.
Immink/Hall CARRIED
Councillor Pullar and Board Member Manning wished their vote against the motion be recorded.
RESOLVED:
THAT $2,700 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Te Parahia Trust towards the cost of running the 2019 Christmas in the Park with a guarantee against loss of $2,300
Inman/Lee CARRIED
Attendance: the Chairperson declared an interest in the following item and left the table. The deputy Chairperson took over the Chair at 7.43 pm.
RESOLVED:
THAT $500.94 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Trident High School Girls Rugby 7’s team towards the cost of attending the Condor 7’s tournament in Auckland.
Hamill/Hall CARRIED
Attendance: the Chairperson re-entered the meeting and resumed the Chair and Councillor Pullar declared an interest in the following item and left the table at 7.46 pm
RESOLVED:
THAT $1,866.50 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Rotary Club of Whakatane towards the cost of running the 2019 Christmas Float Parade
Inman/Howard CARRIED
Attendance: Councillor Pullar returned to the table at 7.49 pm
RESOLVED:
THAT $500 be allocated from the Whakatane-Ohope Community Board Discretionary Fund to the Whakatāne Touch Charitable Trust towards the running the 2020 annual tournament.
104 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.5 Minutes –Whakatāne-Ōhope Community Board 25 November 2019 (Cont.)
Manning/Hall CARRIED
4. STRATEGIC PLANNING SESSION
It was noted that a strategic planning session would be held early in 2020. Topics for consideration and discussion including:
reviewing the criteria for Discretionary Funding reviewing the previous triennium’s strategic plan considering at least 12 objectives for the triennium and a plan to work through them liaison with community groups with a focus on youth, environmental, thriving communities, community well being
It was considered that the response that had been circulated to Members addressing the queries raised from the previous triennium be discussed in more detail at the next meeting. The Chairperson requested that pre-meeting questions be provided to her before the meetings so that the information sought could be given to the meeting.
THE MEETING FINISHED AT 8.27 PM
Confirmed this day of
CHAIRPERSON
105 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.6 Minutes –Whakatāne-Ōhope Community Board 17 December 2019
9.6 Minutes –Whakatāne-Ōhope Community Board 17 December 2019
Details of WHAKATĀNE-OHOPE COMMUNITY BOARD MEETING HELD Meeting: AT 81 MURIWAI DRIVE, WHAKATANE ON TUESDAY, 17 DECEMBER 2019 COMMENCING AT 5.30 PM Present: Board Members L A G Hall (Chairperson), L J Bonne C G A Howard, J B Manning and Councillors L N Immink and J W Pullar In Attendance: H J Storey (Governance Support Advisor) Visitors: M Fruish Apologies: Board Members M Hanna, C L Hamill, M Inman and C Lee
1. Acting Chairperson
RESOLVED:
THAT Board Member Hall be appointed as acting Chairperson for the meeting.
Immink/Howard CARRIED
2. CONFLICTS OF INTEREST
Board Member Manning declared a conflict of interest in item 4.1.
3. PUBLIC FORUM
3.1. M Fruish and J Manning – The Events Network Trust
Ms Fruish advised that the community Christmas lunch had commenced 11 years ago and had grown in popularity with 40 people at the first lunch and topped to nearly 300 two years ago. She noted that last year the bad weather had stopped some from coming but they expected up to 250 guests and 70 plus volunteers to attend. Ms Fruish said that a number of the volunteers were alone at Christmas time and came to assist at the event, which becomes a massive family lunch where people have an amazing time. She said having just had a new baby, she was unable to run it this year and was happy to pass it on to an amazing group of people.
In response to a query regarding challenges faced organising the event, Ms Fruish said that apart from the weather last year, it always ran smoothly as so many businesses, organisations and members of the community pulled together to make it happen. She noted that any shortfall in past years had been provided by the Curate Church and said that organisations and individuals donated funds to the cost and local businesses provided goods and services free or at a reduced cost. Ms Fruish advised that people were able to provide a gold coin donation at the door and noted that people often put in more and brought gifts along for distribution.
106 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 9.6 Minutes –Whakatāne-Ōhope Community Board 17 December 2019 (Cont.)
Board Member Manning advised that there were currently 90 volunteers on the list to assist with the preparation and at the event, donations of $3,200 and 80 gifts had been received to date. She noted that three chefs were donating their time and the menu would be similar to what had been done in the past. Board Member Manning said that $6,000 was needed to make the event happen and noted that any funding provided by the Board that was not required would be refunded.
Attendance: Board Member Manning and M Fruish left the meeting at 5.47 pm
4. REPORTS
4.1. Request for Funding – The Events Network Trust
Refer to pages 5-18 of the agenda and page 18a of the tabled items.
A copy of a letter was tabled to support the application.
RESOLVED:
1. THAT the Request for Funding – Community Christmas Lunch report be received; and 2. THAT $2,800 be allocated from the Whakatāne-Ōhope Community Board Discretionary Fund to the Events Network Trust towards the cost of the Community Christmas lunch.
Hall/Bonne CARRIED
THE MEETING FINISHED AT 5.50 PM
Confirmed this day of
CHAIRPERSON
107 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 10 Minutes of Other Organisations
10 Minutes of Other Organisations 10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019
Details of CREATIVE NEW ZEALAND FUNDING ASSESSMENT Meeting: COMMITTEE MEETING HELD IN COMMITTEE ROOM 1, CIVIC CENTRE, WHAKATĀNE ON TUESDAY, 3 DECEMBER 2019 COMMENCING AT 1.30 PM Present: Councillor J W Pullar, Community Board Member T Boynton, W Geddes, A Melville, D Poole In Attendance: H J Storey (Governance Support Advisor) Visitors: Applicants Apologies: Nil
The Governance Support Advisor opened the meeting and called for nominations for the position of Chairperson.
1. APPOINTMENT OF CHAIRPERSON
RESOLVED:
THAT Councillor John Pullar be appointed as Chairperson of the Creative New Zealand Local Funding Assessment Committee until the new committee is appointed in early 2020.
Poole/Geddes CARRIED
The Chairperson took over the Chair.
2. PUBLIC FORUM
2.1. Mary Transom – Eastbay Quilters
Ms Transom advised that she was applying on behalf of textile artists, which was a sub group of Eastbay Quilters, as they had managed to get Judy Perez from the USA to come to Whakatāne and run a weekend workshop. She said that Judy usually only goes to the main centres and while there may not be many participants, they were a very dedicated group that wanted to learn the techniques of painting on fabric. Ms Transom said that this was different to other forms of painting and users were taught how to control bleeding of fabric, the use of glazes and dealing with masks. She said it was a form of quilting in art rather than patchwork.
Ms Transom said that they would be holding a two day workshop in February and would show it in the bi-annual exhibition planned for March 2021 or sooner if the Arts Society had a gallery exhibition. She advised that there were 4 spare spaces at the workshop and they would advertise through the Arts Society and on social media to fill them.
Attendance: Ms Transom left the meeting at 1.36 pm
108 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019 (Cont.)
2.2. Ebony Whitaker and Elizabeth McGougan
Ms McGougan said that Ebony was planning an outdoor visual exhibition of photography to bring the natural environment into the urban area. She advised that they would be putting the photographs on vinyl then onto the shop wall at Wharaurangi and noted that natural frames would be created on the concrete wall. Ms McGougan said that they hoped to link younger people with the photographs, get them to take selfies and to actually look at the landscape that they live in. She said that the photographs would be accessible and not stuck behind walls and by bringing them into public spaces they would be available for everyone to see.
Mr Whitaker said that bringing nature into the city and getting people to consider art outside of the gallery environment was what he was trying to achieve and noted that art should not be something separate but should be made more accessible to a wider demographic of people. Mr Whitaker advised that the photographs would be placed on adhesive vinyl and because the wall had been painted for a long time it would likely peel, so the framing structure was needed to take the wear and tear and would also suit the works.
Mr Whitaker advised that Council staff were in discussions with the building owner who had indicated that they did not want any damage caused to the walls. He said that the walls were blank and begging for the art and the worst case scenario was that they would repaint the walls if there was any damage. Mr Whitaker noted that there would be six frames, each with a different image in it.
In response to a query as to what would happen with the vinyl photographs once the exhibition was over, Mr Whitaker replied that would depend on the condition of them when they came off the wall. He noted that as they had not done this medium before, they were unsure of the outcome of the photographs at the end of the exhibition. Ms McGougan said that the idea was to create a large image so that if you walked through the area at midnight you would see the works.
Attendance: Ms McGougan and Mr Whitaker left the meeting at 1.44 pm
2.3. Jade Adams and Sue Gould– Heart Space Studio
Ms Adams said that she had opened a workshop studio in Merritt Street as a place where the community could come to do art, have fun and find a healing space. She said that it had long been her dream to create a safe art space for our diverse community and to offer kids art classes in all manner of forms. Ms Adams said that she had the space to offer workshops and the time to help those that were shy to create. She noted that she would collaborate with other pop-up artist to teach children to become a pop-up artist, realise their own natural ability and capture it in their own way by using different techniques over the summer months.
Ms Adams advised that they would donate their time, water and a gazebo for shade in holiday areas over the summer months and said that they hoped to get between 30 and 50 kids each day.
Ms Gould advised that they aimed to take art out to the public spaces and they had sourced a location at West End, Ōhope where people would already be so they could just walk in the area sit down and paint. She said that if it was wet they would offer the sessions at the studio and said that the sessions would be great for families to create something together to take home. Ms Gould said that everyone had creativity in them and this was a way to provide them with an opportunity to get it out.
In response to a question as to whether she had considered taking the idea out to the rural communities, Ms Adams said that while she would like to get out to places like Murupara, Galatea and Waimana, she wanted to start small at this stage and get it right before expanding.
109 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019 (Cont.)
Attendance: Ms Adams left the meeting at pm
2.4. Joanne Black
Ms Black said that she has been approached to make the print making workshops part of the summer arts programme and she hoped that would be the case. She said that she would be workshopping in Murupara, Galatea, Whakatāne and Edgecumbe and would be targeting beginners to get new and fresh artists who want to learn a new skill and have exposure to modern artists. Ms Black said that it taught people to make things from their kitchen and utilise stuff that they had in their environment.
Ms Black said it was hard to get art into rural communities and when she did, she saw the value in what it did for these people. She advised that there would be a workshop in each of the communities which would be held both indoors and outdoors with a gazebo set up where needed. Ms Black said that she had access to Māori artists and got a lot of inspiration from Shane Cotton’s work as he specialised in print making. She advised that she would consider going to other rural communities as time permitted.
Attendance: Ms Black left the meeting at 1.55 pm
2.5. Matt Bryson and Julie Collins – Kagutai Drumming Group
Mr Bryson advised that he had hosted Japanese Taiko drummer Kenji for the past 4 years and that he continued to teach his craft to many student during his visit. He said that they were seeking funding to assist with the cost of venue hire at Edgecumbe and Whakatāne for the community concerts and noted that there were 300 people at the liberty centre last year. Mr Bryson advised that they included new elements into the concerts each year and would be hiring a choreographer to create a dance section for this one. He noted that the Hamilton drumming group would also be joining the concerts as the local group did not have enough equipment for the type of concert they would be doing.
Mr Bryson said that last year they had visited six schools in a week and each year they go to different schools to provide the experience. He said that Kenji always visited Trident High, Whakatāne High and Edgecumbe College as they all had students learning Japanese. He concluded by noting that there was a busy week planned with school visits and two community concerts and said that Kenji also wanted to visit a Kohanga Reo while here.
Attendance: Mr Bryson left the meeting at 2.02 pm
2.6. Claire House and Trace Tidd – Stage Door Performing Arts Academy
Ms Tidd advised that they planned on having a second youth production with a cast of 50 and crew of 40 young people in 2020 and said that there were no restrictions on the school the students attended or whether they were a student at Stage Door. She said that everyone would be supported by an expert mentor who would build a positive relationship with the student. Ms Tidd noted that the results were seen on and off stage from the 2018 show with the enjoyment and appreciation from the students before, during and after the show. She said that the relationships formed did not finish with the show and it was pleasing to see that many went on to act in other productions.
Ms Tidd and Ms House read letters of appreciation from some of the students involved in the 2018 production of The Little Mermaid who said it was an amazing experience and the value of the mentors to assist with learning and gaining as much knowledge and skills as possible in all facets of the show. She said that it was important for the actors to understand the character they were portraying and
110 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019 (Cont.)
said that the mentors engaged with the students going into the depth of the character with them. Ms Tidd indicated that their first preference was to perform Moana, but if they did not get permission for that, they would do Peter Pan as they already had the permission for that show.
Ms House advised that the total expenditure for was $37,000 and that they would be chasing a number of avenues to source funding to be able to do the show, including the offering of naming rights. Ms Tidd said that the production was secondary to the growth in confidence and self-belief, social connection and fun and said that there was nothing better than having family members tell them how great they were.
Attendance: Ms House and Miss Tidd left the meeting at 2.14 pm
2.7. Sarah Brebner and Sarah Hudson
Ms Brebner advised that she was a mother of three living in Ōhope and had been photographically documenting her children’s lives over the past 11 years and now had an opportunity to exhibit these at Te Koputu Exhibition centre in May and June 2020. She said that the work captures all of family life including sensitive moments and noted that it was not all beauty, but was about watching little people grow and seeing their parents grow with them.
Ms Hudson advised that the Exhibition Centre had put a call out for a local exhibitors slot and Sarah’s work had stood out from the rest of the entries. She said that it showed that Sarah had been practicing her craft for the past 11 years and the funding sought would go towards printing and framing of the photos.
In response to a query as to where this type of exhibition would lead, Ms Hudson noted that there had been an exhibition called Mother earlier in the year and it had attracted a huge audience reaction from mothers and the wider sector of society which had sealed it into the gallery space. Ms Brebner advised that she had spoken with her children regarding them being on display and the reaction was that they would feel really proud to be there. She said that the exhibition gave her more control over protecting the images rather than putting them on line.
Ms Hudson advised that they had built up a roopu group in the gallery and organisations like Plunket would also reach out during this show with many parents being able to relate to the space.
Attendance: Ms Brebner left the meeting at 2.23 pm and jade and Sue
2.8. Tina Ferguson – Tina Tangiweto and Sara Hudson
Ms Ferguson advised that she had travelled and studied overseas since leaving school and wanted to make art in the community. She said that since being home she had been able to work with community groups and paint murals in Whakatāne, Waimana and Paroa and this was an opportunity to facilitate her own workshop. Ms Ferguson said that the gourd had huge significance to Māori and contemporary art and said that holding workshops for 15-25 year old youth would provide an opportunity for her to talk the them about Māori knowledge and contemporary art.
Ms Hudson advised that the work would be exhibited at Te Koputu and that it would be good to have an emerging Māori artist show her work in this way. She said that Tina needed specific materials to run the free workshops and asked that the committee support the marketing and venue space to allow these to be held.
Attendance: Ms Ferguson left the meeting at 2.29 pm
111 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019 (Cont.)
3. CONFIRMATION OF MINUTES
3.1. Creative NZ Funding Assessment Committee 27 May and 4 June 2019
Refer to pages 7-16 of the agenda.
RESOLVED:
THAT the minutes of the Creative NZ Funding Assessment Committee meeting held on Monday, 27 May and 4 June 2019 be confirmed as a true and correct record.
Geddes/Pullar CARRIED
4. APPLICATIONS
Refer to pages 17-180 of the agenda.
Conflict of Interests were noted by
J Pullar – Eastbay Quilters
The meeting was advised that there was $18,000 available to allocate and the following applicants still had uncompleted project forms from previous applications:
RESOLVED:
1. THAT the November 2019 Creative NZ funding applications be received; and 2. THAT $17,495 be allocated from the Creative Communities fund as follows:
Eastbay Quilters Judy Coates Perez Class 700 Ebony Whitaker #mylandscapephotography 1,200 Heart Space Studio – Jade Adams Pop Up Art Space 940 Joanne Black Silk screen and geli plate printmaking – 1,500 adult workshops Kagutai Drumming Group Japanese drumming workshop and concert 605 Sarah Brebner Eleven – documentary photography 500 exhibition Stage Door Performing Arts Academy 2020 Junior Broadway Production 2,500 Tina Tangiweto Hue calabash gourd painting workshop 800 Hiyoko Japanese Playgroup Natsu matsuri – summer festival 500 celebrating Japanese culture Music Whakatane Music concerts by local and visiting 1,200 musicians
112 WHAKATĀNE DISTRICT COUNCIL WEDNESDAY, 5 FEBRUARY 2020 Projects and Services Committee - AGENDA 10.1 Minutes – Creative NZ Funding Assessment Committee 3 December 2019 (Cont.)
Patutaatahi Kohanga Reo Pakeke Matatini/Mokotini 450 Paul Bosauder Flamenco tour 1,000 Te Kiriwera Hana Kohanga Reo Ngā atua Māori me ihu karaiti – celebrating 450 our Māori Tipuna Gods Theatre Whakatāne Phantom of the Opera 2,400 Tony Lemalie “Its OK” Music Video Production Project 1,500 Soka Gakkai International NZ Tumanako Whakatāne Children’s world 1,250 peace flags
Puller/Boynton CARRIED
5. OTHER ITEMS
5.1. Youth of Kopeopeo feedback
The meeting was advised that feedback had been received from the Youth of Kope on the application process when seeking funding earlier in the year for a mural project. Ms Boynton noted that one of the initial concerns for applicants was knowing how to approach the application process and said that the Kia Mua programme co-ordinator had provided the information and took the mystery away.
It was noted that the form was developed by Creative New Zealand and included questions they needed for their information and was unable to be amended. It was suggested that the results of this meeting be placed on social media.
THE MEETING CLOSED AT 3.45 PM
Confirmed this day of
CHAIRPERSON
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