PROJECTS AND SERVICES COMMITTEE THURSDAY, 4 FEBRUARY 2021 AGENDA Meeting to be held in the Council Chambers, Civic Centre, Commerce Street, Whakatāne at 9:00 am Steph O'Sullivan CHIEF EXECUTIVE 29 January 2021 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 4 FEBRUARY 2021 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 26 November 2020 ................................................. 7 8 Reports ................................................................................................... 11 8.1 Shaw Road Stormwater Ponds - Intention to Vest as Reserve ................................................... 11 8.1.1 Appendix 1 - Plan of Shaw Road Subdivision ................................................................... 15 8.2 General Manager Infrastructure Report ................................................................................... 17 8.2.1 Appendix 1 - Transportation Contracts (Operational) ..................................................... 28 8.2.2 Appendix 2 - Transportation Contracts (Capex) ............................................................... 31 8.2.3 Appendix 3 - Solid Waste ................................................................................................. 37 8.3 General Manager Community Experience Report .................................................................... 42 8.3.1 Appendix 1 - Lifelong Learning statistics and Exhibitions update .................................... 64 8.3.2 Appendix 2 – Aquatic and Fitness Centres ...................................................................... 68 9 Community Board Minutes ...................................................................... 71 9.1 Minutes - Whakatāne-Ōhope Community Board 23 November 2020 ....................................... 71 9.2 Minutes - Rangitāiki Community Board 25 November 2020 ..................................................... 76 9.3 Minutes - Tāneatua Community Board 30 November 2020 ...................................................... 82 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 4 FEBRUARY 2021 Projects and Services Committee - AGENDA 9.4 Minutes - Murupara Community Board 30 November 2020 ..................................................... 87 10 Minutes of Other Organisations ............................................................... 94 10.1 Creative NZ Funding Assessment Committee 3 December 2020 ............................................... 94 10.2 Pride Whakatane District Committee 7 December 2020 ........................................................... 99 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 4 FEBRUARY 2021 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 THURSDAY, 4 FEBRUARY 2021 Projects and Services Committee - AGENDA 3 Apologies g. Consider any recommendations from Community Boards and make a recommendation to the Council h. Receive Minutes from 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 THURSDAY, 4 FEBRUARY 2021 Projects and Services Committee - AGENDA 7 Confirmation of Minutes 7 Confirmation of Minutes 7.1 Minutes - Projects and Services Committee 26 November 2020 Details of PROJECTS AND SERVICES COMMITTEE MEETING HELD IN Meeting: THE COUNCIL CHAMBER, CIVIC CENTRE, COMMERCE STREET, WHAKATĀNE ON THURSDAY, 26 NOVEMBER 2020 COMMENCING AT 1:00 PM Present: Her Worship the Mayor J A Turner, Deputy Mayor A V Iles, 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 Development and Environmental Services), J Gardyne (General Manager Strategy and Transformation), E Hatch (General Manager People and Engagement), R Stokes (General Manager Infrastructure), G Hamilton (CFO and General Manager Business Partnering), G Fletcher (General Manager Community Experience, H Severinsen (Manager 3 Waters), B Fraser (Manager Properties and Facilities Assets), N Broughton (Assets and operations – Ports and Airport), A Reynolds (Team Leader – Strategy and Asset Management) and S M French (Governance Support Advisor) Visitors: Apologies: The Chairperson opened the meeting and welcomed members of the public and staff. 1. CONFLICTS OF INTEREST No conflicts of interest were reported. 2. CONFIRMATION OF MINUTES Refer to pages 7-13 of the agenda. RESOLVED: THAT the public and public excluded minutes of the Projects and Services Committee meeting held on Thursday, 8 October 2020 be confirmed as a true and correct record. Councillor James/Councillor Pullar CARRIED 7 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 4 FEBRUARY 2021 Projects and Services Committee - AGENDA 7.1 Minutes - Projects and Services Committee 26 November 2020 (Cont.) 3. REPORTS 3.1. Wairaka Safe Swimming Area Refer to pages 14-30 of the agenda. A discussion ensued regarding the buoys directly out from the boat ramp. Council staff responsible for Assets and Operations – Ports and Airport clarified that these buoys were not navigational buoys but marked the chains where the mussel boards anchored and that the Bay of Plenty Regional Council had advised the buoys were at the correct placement. The Chairperson acknowledged the General Manager Community Experience for a well written report. RESOLVED: 1. THAT the report Safe Swimming Area – Wairaka Centennial Park be received; and 2. THAT the Committee acknowledge receipt of a written update on the feedback received from tangata whenua and the wider community in relation to the Safe Swimming Area at Wairaka Centennial Park following a workshop at Wairaka Marae and a Community Open Day; and 3. THAT the Committee endorses staff carrying out immediate works prior to Christmas 2020 to the Safe Swimming Area to address matters of safety at the safe swimming area pool and bombing platform area including allowing natural sediment accretion processes to occur within the safe swimming area pool therefore meaning it will not be maintained as a pool; and 4. THAT the Committee supports Council staff proceeding to establish a project design group,