Western Bay of Plenty · WB2.2 WB2.2.1 WB2.2.2 WB2.2.3 WB2.2.4 WB2.2.5 Resolved: Councillor...

Western Bay of Plenty

Advice to Councillors on Use of Information Packs

Council has agreed that Information Packs will be supplied with the agendas for Council and its Committees as well as Community Boards as required. Members are to present questions in writing on contents, provided these are received 48 hours prior to the meeting (i.e. by S.OOpm on a Monday for a Thursday meeting). A copy of the questions and written replies will be made available to all Members and will be tabled at the meeting.

Any questions received later than the 48 hour deadline will be responded to within five days with copies of both questions and answers circulated to all Members.

All questions to be emailed to the relevant Democracy Advisor.

In addition, should a more detailed report or presentation be required on any specific item, Councillors are invited to make an e-mail request to the Chief Executive Officer. Reports or presentations requested will be given at the first available opportunity.

Council Community Committee Long Term and Annual Plan Committee Operations and Monitoring Committee Policy and Strategy Committee Rural Committee All Community Boards

Fleur Sweeney Michelle Parnell Fleur Sweeney Barbara Clarke Barbara Clarke Michelle Parnell Aileen Alty

Please include in any emailed questions and the following references from this Information Pack;

• Title of Item - Page reference for question.

Western Bay of Plenty

Te Kounihero a rohe moi i ngo Kuri-o-Whorei ki Otomarokou kite Uru

Open Items

Council No. C3 23 February 2017

Minute Index - Open

Minutes of Community Board Meetings (For Receipt)

Pages

1. Minute no. WB2 of the Waihi Beach Community Board held on 5-14 13 February 2017

2. Minute no. OM2 of the Omokoroa Community Board held on 7 February 2017 15-25

3. Minute no. K2 of the Katikati Community Board held on 1 February 2017 26-35

4. Minute no. MC2 of the Maketu Community Board held on 31 January 2017 36-43

5. Minute no. TP2 of the Te Puke Community Board held on 9 February 2017 44-52

Minutes of Council, Committee and Sub Committee Meetings (For Confirmation)

6. Minute no. C2 of the Western Bay of Plenty District Council held on 53-71 15 December 2016

7. Minute no. CC1 of the Community Committee held on 2 February 2017 72-75

8. Minute no. OP1 of the Operations and Monitoring Committee held on 14 February 2017 (to be circulated when available)

9. Minute no. RUR1 of the Rural Committee held on 14 February 2017 (to be circulated when available)

Minutes (For Receipt only)

10. Minute no. Dll of the District Licensing Committee held on 76-80 13 December 2016

Information Pack - Open

Pages

11. Minute Action Sheet Report for February 2017 81-85

12. Schedule of Payments for the Months of November and 86 December 2016

13. New Determination from the Remuneration Authority - Post 87 Election 2016

14. Key Financial Performance Indicators for the Six Months Ended 88-101 31 December 2016

15. Performance Report- 31 December 2016 102-176

16. Ward and District Development Trends Statistics October - 177-183 December 2016

17. New Zealand Local Government Funding Agency Quarterly report 184-205 for the period ended 31 December 2016 and Covenant Compliance and Council Borrowing as at June 2016

5

Present

Western Bay of Plenty District Council

Minutes of Meeting No. WB2 of the Waihi Beach Community Board held on 13 February 2017

at the Waihi Beach Community Centre commencing at 6.30pm

Members A Sole (Chairperson), M Roberts (Deputy Chairperson), B Hepenstall, R Parsons and Councillors D Marshall and M Williams

In Attendance M Patton (Chief Finance Officer), K Hill (Utilities Manager) and A Alty (Democracy Advisor)

Others His Worship the Mayor Garry Webber and ten members of the public

Public Forum

Resolved: Members Parsons I Roberts

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

Waihi Beach Cycle Trails

Anthony Thompson spoke to the Board advising that he felt that he was not informed about the development of cycle trails that would be developed through Waihi Beach.

Mr Thompson was advised that cycle and walking track proposals had been indicated in the previous 2015-2025 Long Term Plan and there had been numerous opportunities for public input and comment during the consultation process open at that time. A local cycling interest group had worked with the Board and staff to bring forward options for consideration for future development which would take a number of years to implement.

New Walkway to the Lookout

A question was asked about the cost of the new walkway up to the Lookout noting that perhaps monies could have been better spent if funding had been put towards levell ing some of the hills along the proposed Waihi to Waihi Beach cycle route.

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The Chairperson advised that the development of the track to the lookout was a completely independent project. Castings for the walkway would be provided at the next Board Meeting.

Waihi Beach Clean Up Days

Helen Meiklejohn advised the Board of the following beach clean-up days: • Saturday 18 February 9.00am to 11.00am from Tuna Avenue • Sunday 5 March 9.00am to 12.00pm from north end of Waihi Beach or Anzac

Bay (as part of the Sea Week project). Ms Meiklejohn advised that the beach/dune collection had been notified throughout the beach.

Two Mile Creek

In answer to an inquiry regarding the cost of safety fencing that had been erected for eight weeks now, the Utilities Manager advised that the safety fencing in the vicinity of Two Mile Creek was not incurring a direct cost to Waihi Beach ratepayers.

I n response to a comment from a resident that he hoped the construction area (associated with Two Mile Creek) on the corner of Dillon Street and Edinburgh Street would be returned to grass (as it used to be), the Utilities Manager advised that it was anticipated to install a low impact designed car park after the completion of the work. He would provide a schematic drawing showing the expected finish to the area.

Beach Access - 15 Shaw Road

An inquiry was made in regard to the beach access at 15 Shaw Road. The Utilities Manager advised that he would make inquiries regarding the state of the access and report back to the Community Board Chairperson.

Proposal to Re-Name Waihi Beach Surf Club Reserve

Denise Te Tai introduced herself and spoke to the proposal that was to be considered by the Board to re-name the Waihi Beach Surf Club Reserve in honour of her grandmother Norma Rosborough, who had been a well know identity throughout Waihi and Waihi Beach for her services to the public. She was described as selfless in her service to the public, firstly as a constable's wife, then as postmistress at Waihi Beach, and also holding a number of executive positions on community organisations. Norma Rosborough passed away in 1977 and was still widely remembered in the Waihi Beach community.

Events and Promotions

The Chairperson extended congratulations to the Waihi Beach Events and Promotions Society for the successful programme of events that had been organised during the summer holiday period.


Nick Mowat, Chairperson of the Waihi Beach Events and Promotions Society, advised the Board that the new Information Centre had been very busy over the summer period. At this point in time the Information Centre was operating with a skeleton crew and a call for volunteers to help run the Information Centre had gone out.

Ms Mowat noted that WiFi access had been difficult from the Information Centre site. She was advised to notify any problems experienced to the WiFi service provider in the first instance.

Waihi Beach Medical Centre Trust

The Board was advised that the Waihi Beach Medical Centre Trust would be holding a public open day in the near future on the development of a new medical centre at Waihi Beach.

Stormwater Run-Off

Concern was reported in regard to potential stormwater run-off from The Crescent subdivision across Citrus Avenue to the Two Mile Creek catchment and the Board was asked what stormwater management structures were in place. The Utilities Manager advised that he would pass this information onto the Community Board Chairperson.

Car Parking at Brighton Park

Thanks were extended to the Council staff for opening up the parking area at the north end of the beach during the recent surf carnival.

Bus Service for Waihi Beach

The Board was advised of a Friday bus service now servicing Waihi Beach. The service was operating as a trial and needed to be supported to ensure that it stayed. The Chairperson advised that the Bay of Plenty Regional Council was currently undertaking a review of public transport and members of the public should make direct contact with that Council if they had any particular issues in this regard.


THAT the meeting re-convene in formal session at 7.13pm.

WB2.1 Minutes of Meeting No. WBl of the Waihi Beach Community Board

The Board considered the minutes no. WBl of the Waihi Beach Community Board Meeting held on 28 November 2016 as circulated with the agenda.


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Resolved: Councillor Williams I Member Hepenstall

THAT the minutes of meeting no. WBl of the Waihi Beach Community Board held on 28 November 2016 as circulated with the agenda be confirmed as a true and accurate record.

Chairperson's Report

The Board considered a report from the Chairperson dated 25 January 2017 circulated with the agenda.

Request for a Footpath in Ayr Street

The Chairperson advised that he had received a request for a footpath along Ayr Street. This request would be further discussed at the Board's next workshop.

Wilson Road Pedestrian Refuge

The Board had been advised that the rehabilitation works programmed for Wilson Road had been delayed, therefore delaying the proposed installation of a pedestrian refuge on the same roadway, that was to be installed at the same time.

The Board would like to see the installation of the pedestrian refuge on Wilson Road undertaken as an independent project and request that the installation be brought forward to be undertaken as soon as possible.

Compliance Monitoring Report

The Board was advised that they would receive a report of the compliance monitoring activities undertaken during the designated period of operation f rom 16 December 2016 to 10 February 2017 at their next meeting.

Lookout Walkway

The Lookout walkway had been very popular since being developed and it was also noted that the Orokawa Bay track continued to have constant high visitor numbers.

Temporary Speed Signs

The installation of temporary 30 kmph speed signs on Beach Road had had good effect in warning people to slow down particularly in high pedestrian areas by the Top Ten Motor Camp and the Board would like to see the speed limit remain in place.


WB2.2.6 Correspondence from Western Ward Residents and Ratepayers Association - Tsunami Warning System Across the Western Bay

The Board received a letter from the Western Ward Residents and Ratepayers Association in regard to tsunami warnings in the Western Bay of Plenty district and Tauranga city.

Board Members noted that the current national message currently being aired on television was very effective. As the letter was addressed to the Chairperson of the Waihi Beach Community Board, and copied to the other Community Board Chairpersons in the Western Bay of Plenty District, the Chairperson advised that he would reply to the ratepayers' association outlining the following information provided by the Deputy Chief Executive:

Why are there no sirens in the Western Bay of Plenty? The Council had previously investigated installing warning sirens and decided not to install them. There were a number of reasons why they did not proceed with sirens. Firstly, their efficacy was dependent on a number of variables (wind direction, infrastructure, local terrain, noise pollution and others). People also needed to know that the delay in authorisation and activation of sirens could lose valuable life-saving minutes. Counci l use a range of alerting tools (including text, email, social media, radio, television and mobile vehicle mounted sirens (stingers)) since we know there is no one fail safe system.

The best warning sign is that from mother-nature, an earthquake that lasts longer than a minute or is strong enough to knock you off your feet. This was a sign to head immediately inland or to higher ground. The national advertising campaign for public safety in an earthquake stated 'If it's long and strong be gone'.

Future public alerting options The Bay of Plenty Civil Defence Emergency Management Group supports a nationally consistent warning system and we are working with the Ministry of Civil Defence and Emergency Management on the development of cell broadcasting capability. The Council will continue to monitor the need and efficiency of sirens and whether or not neighbouring councils install them. As stated above sirens are only one of many alerting tools.

How can I find out if I am at risk from a tsunami? Visit www.bopcivi ldefence.govt.nz and click on the 'Documents' tab (top right), select 'Tsunami Evacuation Maps' and then enter the word 'Maps' into the search bar. You will see a list of maps for the Bay of Plenty. Locate the suburb you live in and view the evacuation map.

Text alerts - How can I register for text alerts? If you would like to register for text alerts you can visit our website www.bopcivildefence.govt.nz or you can use your mobile phone to register. Simply text the two letters for the area you live to 2028 (i.e. text WB to 2028 if you live in the Western Bay of Plenty District Council area).


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Letter from Marion and Peter Robertson - Bus Shelter and Gateway to Athenree

The Board received a letter from Marion and Peter Robertson noting concerns about the untidy entranceway to Athenree and the old and dirty bus stop in the same area.

The Board was advised that the old bus stop/shed had been removed, the poles in the area had been removed and the area generally tidied. The mound of dirt had been left as children in the area were using this for a BMX bicycle jump play area. Council staff had contacted Mrs Robertson who was pleased with the outcome.

Letter from Waihi Beach Focus Group

The Board received a letter from Don Fraser on behalf of the Waihi Beach Focus Group that was set up a year ago. The group had a membership of 102 enthusiastic people who were wanting to make a positive contribution to the Waihi Beach Community. They had indicated that they would like undertake tasks to make the town centre look cleaner and also get involved in planting in the village area.

The Board was pleased to hear from the Group and representatives would be asked to provide a rough plan of their ideas and invited to present those to a Board workshop for consideration and referral to staff. The current Worksafe Health and Safety Guidelines by which Council must abide would prohibit members of the group working on public roadway areas but their willingness to be involved in the community should be applauded and encouraged.

Future Growth Directions at Waihi Beach

The Chairperson outlined that it was important that the Board give consideration to the future growth directions that were available in our community area. The Board needed to be talking to interested parties, groups and individuals to find out what they wanted for their future community.

Significant Council Processes

The Chairperson advised that work was about to start on the Long Term Plan and there would be some community engagement undertaken in the area. The review of the Reserves Management Plan and the Consent of the Waihi Beach Rock Revetment were also to be considered later this year.


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Attendance at LGNZ Community Board Chairs Workshop

The Chairperson advised that he had received notice regarding a workshop facilitated by LGNZ to provide guidance and advice to Community Board Chairs on topics such as Codes of Conduct, chairing meetings, and the new Community Board Guide to be held on Saturday 11 February at Taupo. The cost for attendance is $100.00.

Resolved: Councillor Marshall I Member Parsons

THAT the Waihi Beach Community Board approve the attendance of the Waihi Beach Community Board Chairperson at the LGNZ Workshop to be held on 11 February 2017 funded from the Waihi Beach Community Board Contingency Account.

Hanlen Avenue Speed Hump

The Chairperson advised that he had received a signature list from seven property owners supporting an earlier request to have the Hanlen Avenue Speed Hump removed. The removal of the speed hump had been supported by the Transport Operations Manager for the reasons the residents provided in the letter first presented to the Board within the Chairpersons Report WB1 11 November 2016.

A service request would be initiated for the removal of the speed hump.

Resolved : Members Sole I Roberts

THAT the Waihi Beach Community Board Chairperson's Report dated 25 January 2017 be received.

Councillor's Report

Councillors Marshall and Williams made a verbal report on the following:

Council had been in recess since the 15 December 2016, with the first formal business meeting being held on 2 February 2017. A number of policy and planning workshops had been held in regard to the process that would be adopted for the forthcoming 'roll out' of the Long Term Plan'.

Resolved : Councillors Williams I Marshall

THAT the verbal Report from Councillors Marshall and Williams be received.

Anzac Day Commemoration 2017

The Board considered a report from the Democracy Advisor dated 16 January 2017 as circulated with the agenda.


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It was noted that Councillor Marshall may attend the Anzac Service Commemoration Service at Katikati and if that was case then only one wreath would be laid on behalf of the Waihi Beach Community Board and the Western Bay of Plenty District Council at the Waihi Beach 2017 Anzac Day Commemoration Service.

Resolved: Member Parsons I Roberts

1. THAT the Democracy Advisors report dated 16January 2017 and titled Anzac Day Commemoration 2017 be received.

2. THAT the Waihi Beach Community Board provide a wreath for the 2017 ANZAC Day Service, to be paid from the Waihi Beach Community Board Contingency Account (up to the value of $200).

Infrastructure Services Report Waihi Beach - February 2017

The Board considered a report from the Acting Group Manager Infrastructure Services dated 20 January 2017 as circulated with the agenda.

Review of Waste Management and Minimisation Plan (WMMP)

The Board was advised that the adoption of the revised Waste Management and Minimisation Plan remained for mid 2017 with the milestone activities being: • Issues and Options to Council • Draft Waste Management and Minimisation Plan prepared and presented • Consultation with key stakeholders • Hearings, deliberations and adoption of Waste Management and

Minimisation Plan

It was noted that statistical records showed that there had been minimal increase in recycling over the years despite the availability and encouragement to recycle and in reality people say they do, but they do not do as well as they could.

Home Worm Composting Workshop

The Board noted that the Western Bay initiative for learning the basics of worm composting or 'vermi-composting' was scheduled to be held at the Katikati War Memorial Hall on 18 February from l.OOpm to 3.00pm. While the Worm Composting Workshops for the public had not been well advertised, they were quickly over subscribed and the Utilities Manager advised that there may be an opportunity to organise additional workshops later in the year.


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Townsman

The Board was advised that the expectation of the duties of the townsman by Council and the Board had not been met and staff would be giving focus on ensuring contract requirements, and if the level of service required amendment, the necessary changes would be made subject to financial considerations.

The Board supported the 'townsman' concept and hoped that this aspect of town centre management could be factored into future service contract arrangements.

Resolved: Members Sole I Parsons

THAT the Acting Group Manager Instructure Services Report dated 20 January 2017 and titled Infrastructure Services Report Waihi Beach -February 2017 be received.

Proposal to Re-Name Waihi Beach Surf Club Reserve

The Board considered a report from the Legal Property Officer Reserves and Facilities dated 25 January 2017 as circulated with the agenda.

The Board received the background information in regard to the proposal to re-name the Waihi Beach Surf Club Reserve. The Board supported the proposal and recognised the contribution that Norma Rosborough had made to the Waihi Beach community.

Resolved: Members Hepenstall /Parsons

1. THAT the Legal Officer Reserves and Facilities report, dated 25 January 2017, and titled ''Proposal to Re-name Waihi Beach Surf Club Reserve" be received.

2. THAT the Waihi Beach Community Board is in favour of the proposal to change the name of Waihi Beach Surf Club Reserve land.

3. That the Waihi Beach Community Board support the name change of the Waihi Beach Surf Club Reserve to be the Norma Rosborough Reserve.

Financial Report Waihi Beach - December 2016

The Board considered a report from the Financial Accountant dated 16 January 2017 as circulated with the agenda.

Resolved: Members Parsons/ Roberts

THAT the Financial Accountant's report dated 16 January 2017 and titled Financial Report Waihi Beach- December 2016 be received.


WB2.8 Council, Standing Committee and Community Board Meetings

The Board considered a schedule of meetings for the months of February and March 2017 as circulated with the agenda.


That the schedule of meetings for February and March 2017 be received.

The meeting concluded at 8.16pm.

Confirmed as a true and correct record.

WB2

A Sole Chairperson Waihi Beach Community Board

Date

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Present


Minutes of Meeting No. OM2 of the Omokoroa Community Board held on 7 February 2017

at the Omokoroa Community Church Hall commencing at 7 .OOpm

Members M Grainger (Chairperson), T Sage (Deputy Chairperson), P Presland and D Sage and Councillors M Murray-Benge and J Palmer

In Attendance

R Davie (Group Manager Policy, Planning and Regulatory Services) and P Watson (Reserves and Facilities Manager) and A Alty (Democracy Advisor)

Others

His Worship the Mayor Garry Webber, Councillors Mackay and Thwaites and four members of the public

Public Forum

Resolved: Members Grainger IT Sage


Precious Family Reserve

Shirley Dunford read from a prepared statement in regard to the Precious Family Reserve with a request that the reserve area be kept car free and noted the following: • Suggestions had been made for car parking locations outside the reserve at the end of

Hamurana Road and near the Anderley Avenue access. • Permitting cars on the reserve would disrupt the safety of young adults and families. • Wildlife would also be affected. • To avoid cars parking on the reserve- it had been requested that bollards be placed at

the Hamurana Road and Anderley Avenue ends of the area. • Vehicles had been observed driving through the Goldstone Housing development to the

pump station. The Anderley Avenue gate used to be locked and it was suggested that a

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Minutes of OM2 held on 7 February 2017 2

combination lock be used on the gate for those with approved access. Council staff would be able have the combination to get to the pump station.

• The new sign near the pinch point stating No Vehicles Permitted on the Reserve was misleading and in the wrong place. The Reserve beginning at the end of Hamurana Road and by the bend in Anderley Avenue is where the 'No Vehicles' sign should be.

• It was suggested that another seat be installed on the Precious Reserve. • The growth at Omokoroa would continue to bring more vehicles to the peninsula so it

was important that the Precious Reserve remain car free now and for the future. • It was pleasing to note that Council had agreed to re-naming the walking track the

Mabs Kelly Walkway. • Future population growth at Omokoroa would bring more vehicular traffic in the

immediate area which was all the more reason to keep Precious Reserve vehicle free.

Rats at the Precious Reserve Pond

Mrs Dunford advised that there was a serious problem with rats in vicinity of the Precious Reserve Pond area. The pond was surrounded by overgrown flax and bushes and had become a haven for rats and these needed to be eradicated.

A service request would be initiated for this item.

Cleaning out Precious Reserve Stormwater Pond

Mrs Dunford noted her earlier request to have the Precious Reserve Pond cleaned out as it was in a poor state with rampant growth clogging and stagnating the water, which was, in turn, not encouraging to bird life in the area.

A service request would be initiated for this.

The Chairperson thanked Mrs Dunford for her address to the Board.

Cycle Track between Cooney Reserve and Tinopai Reserve at Omokoroa

Fran Ashley advised that she had met with the Reserves and Facilities Asset Manager, the Community Relationship Advisor, the Board Chairperson and a contracting consultant who explained the Cooney Reserve/Tinopai Reserve cycle track route. She noted that some large pine trees along with one unhealthy Macrocarpa tree adjacent to the route were to be removed. She would like to see the large pine tree (next to the leaning Macrocarpa tree) left standing as it provided shade to the immediate beach area.

While she felt that the development of the track was excellent she suggested an alternative to the boardwalk section of the route be a gravel pathway, and noted that Council staff were to be congratulated on the work being undertaken in the development of the cycleway.

The Board was advised that through Project Crimson and public donations a number of pohutukawa seedling trees were to be planted along the cycle track route which while slow growing would give an impressive glade effect in the future.

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Resolved: Councillors Murray-Benge I Palmer

THAT the meeting reconvene in formal session at 7.15pm.

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Minutes of Meeting No. OMl of the Omokoroa Community Board held on 29 November 2016

The Board considered the minutes of OM1 of the Omokoroa Community Board held on 29 November 2016 as circulated with the agenda.

The Chairperson requested an amendment to the minutes for clarification to Item OM1.6.4.

Resolved: Members Grainger IT Sage

THAT the minutes of meeting No. OM2 of the Omokoroa Community Board held on 29 November 2016 as circulated with the agenda, be confirmed as a true and accurate record with the following amendment.

OM1.6.4 to read:

The Board received a letter from Alison Badger outlining concerns as a regular user of the Omokoroa - Tauranga commuter bus that Council had not provided bus shelters for commuters on the south side of Omokoroa, particularly by the hot pools, Lynley Park and opposite the 'gravel pit' park and ride area.

Resolved: Members Grainger I T Sage

THAT the minutes of meeting No. OM2 of the Omokoroa Community Board held on 29 November 2016 as circulated with the agenda, be confirmed as a true and accurate record with the noted amendment.


The Board considered a report from the Chairperson dated 19 January 2017 as circulated with the agenda.

Future Focus Meetings

The Chairperson noted that Future Focus meetings would address a number of items at Omokoroa such as parking by the boat ramp, the Domain and Omokoroa reserves, the re-working of the Structure Plan and a number of other local issues and, in liaison with the Omokoroa Community Development Plan Review Group, will set up a day (or days) where these issues would be presented for engagement with the community for discussion, feedback and review.

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The attending Group Manager Policy, Planning and Regulatory Services advised that the timeframe and process to address community issues would be discussed at a Council workshop to be held on 8 February 2017. The discussion would give direction on how to manage one community conversation meeting to address many topics. The Future Focus meetings at Omokoroa may be in addition to the community discussion process.

Correspondence from Western Ward Residents and Ratepayers Association- Tsunami Warning System Across the Western Bay

The Board received a letter from the Western Ward residents and Ratepayers Association in regard to tsunami warnings in the Western Bay of Plenty including Tauranga city.

The Deputy Chief Executive had provided the following response:

Why are there no sirens in the Western Bay of Plenty? The Council had previously investigated installing warning sirens and decided not to install them. There were a number of reasons why they did not proceed with sirens. Firstly, their efficacy was dependent on a number of variables (wind direction, infrastructure, local terrain, noise pollution and others). People also needed to know that the delay in authorisation and activation of sirens could lose valuable life-saving minutes. Council use a range of alerting tools (including text, email, social media, radio, television and mobile vehicle mounted sirens (stingers)) since we know there is no one fail safe system.

The best warning sign is that from Mother Nature; an earthquake that lasts longer than a minute or is strong enough to knock you off your feet. This was a sign to head immediately inland or to higher ground. The national advertising campaign for public safety in an earthquake stated 'If it's long and strong be gone'.

Future public alerting options The Bay of Plenty Civil Defence Emergency Management Group supports a nationally consistent warning system and we are working with the Ministry of Civil Defence and Emergency Management on the development of cell broadcasting capability. The Council will continue to monitor the need and efficiency of sirens and whether or not neighbouring councils install them. As stated above sirens are only one of many alerting tools.

How can I find out if I am at risk from a tsunami? Visit www.bopcivi ldefence.govt.nz and click on the 'Documents' tab (top right), select 'Tsunami Evacuation Maps' and then enter the word 'Maps' into the search bar. You will see a list of maps for the Bay of Plenty. Locate the suburb you live in and view the evacuation map.

Text alerts - How can I register for text alerts? I f you wou ld like to register for text alerts you can visit our website www.bopcivildefence.govt.nz or you can use your mobile phone to

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register. Simply text the two letters for the area you live to 2028 (ie text WB to 2028 if you live in the Western Bay of Plenty District Council area).

Councillor Murray-Benge advised the Board that she was aware of a Tsunado system that had been developed to provide a public messaging/alerting mechanism using existing broadcast infrastructures to distribute activation, and informational messages, gee-targeted to any region and any desired audience. She provided an information brochure on the system that would be passed on to the Western Bay of Plenty District Counci l Emergency Management Manager.

Precious Family Reserve - Car Parking

The Board noted the address from Mrs Shirley Dunford in public forum that outlined her thoughts on car parking and access to the Precious Family Reserve.

Community Organisations

Omokoroa Environmental Managers Group

The Chairperson advised that the Omokoroa Environmental Managers Group had raised the following concerns at their meeting held on 31 January 2017: • Irresponsible behaviour of dog owners had been highlighted with used

doggie-bags being dumped in the bushes along the current Tinopai -Cooney walkway. There was the potential for this behaviour to worsen when the new walkway was completed.

• Dog owners were often seen flouting the 'Dogs on a lead' edict. • The long term effects of equipment using the foreshore below the t ide

line for access purposes for the construction of the walkway. • Motorbikes and horses using the pedestrian walkway at Cooney

Reserve to access the dog-exclusion bird area. • It was apparent that dogs were accessing the Peach Point bird roost

area and the Environmental Managers asked if a Dog Ban sign should be erected in this area.

• Rats were leaving the developing subdivision land areas and posing problems for property owners in adjoining established areas throughout Omokoroa.

The History Group were keen to have signs about the history of Lynley Park erected in the reserve.

Omokoroa Sport and Recreation Society

Board Member Presland advised that the Omokoroa Sport and Recreation Society would be submitting an account for payment as outlined in Omokoroa Community Board Resolution OM22.7.2 August 2016 "approving drawing down up to $7,000 (of $100,000) committed towards the cost of

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architectural plans for the new sports pavilion on the Western Avenue Sports Ground subject to the Council approving the site of the pavilion on the Western Avenue Sport Ground."


The Chairperson advised that he had received an invitation to the LGNZ Community Boards Executive Committee workshop to be held at Taupo on 11 February 2017. The registration fee for the workshop was $100.00. The Chairperson advised that he was unable to attend this workshop and Deputy Teresa Sage would attend in his absence.

Resolved: Councillors Palmer I Murray-Benge

THAT the Omokoroa Community Board approve the attendance of the Deputy Chairperson of the Omokoroa Community Board at the LGNZ Workshop to be held on 11 February 2017 funded from the Omokoroa Community Board Contingency Account.

Resolved: Member Grainger IT Sage

THAT the Chairpersons Report to the Omokoroa Community Board for February 2017 be received.

Councillor's Report

The Board considered the list of topics from Councillors Murray-Benge and Palmer as circulated with the agenda. Councillors Murray-Benge and Palmer reported the following:

Annual Plan 2017 - 18

Councillor Palmer noted that this year there would be no formal consultation meetings in regard to the Annual Plan but there would be information meetings as earlier referred to in the Chairperson's Report.

It was imperative that the Community Board and the Community Development Plan Review Committee work together to ensure community involvement to bring the review up to completion .

Omokoroa Road Upgrade

Councillor Palmer asked for clarification regarding the installation of underground power lines between Prole Road and the East Coast Main Trunk Railway that was confirmed by Council at meeting C2 on 15 December 2016. The Reserve and Facilities Manager advised that he would circulate the respective Council Minute (C2 15 December 2016) to Board members for information.

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Community Committee - Community Matching Fund

Councillor Murray-Benge advised that the Community Committee had met and discussed the process that would be applied to Community Matching Fund Applications. There would be public notification calling for applications to the Community Matching Fund (most likely in July - with the date yet to be confirmed). She advised that a Working Group had been established to consider the applications received, with recommendations then put forward to the Community Committee for decisions.

Resolved: Members Grainger I D Sage

THAT the verbal report from Councillors Murray-Benge and Palmer be received

Omokoroa Community Board Grant Application

The Board received a report from the Democracy Advisor dated 19 January 2017 as circu lated with the agenda.

The Board considered a Community Board Grant Application from the Omokoroa Anzac Commemoration Committee, with the additional advice that an opportunity had arisen to bring the 'Unexpected Heroes Exhibition' to Omokoroa during March/April 2017, subject to confirmation of a suitable location for the display. There was a cost associated in the packing, travel and unpacking the exhibition (up to $800.00) and the Anzac Commemoration Committee had requested that the grant application before the Board at this time, include this cost to bring the exhibition to Omokoroa.

A question was raised that if an application for funding support was made by the same organisation each year, why was a line item not created for such a recurring cost. It was pointed out that each funding application was put forward to the Board on an individual basis for considerat ion for allocation from the grant fund and there was no a guarantee that applications would be successful each year.

The Group Manager Policy, Planning and Regulatory Services clarified that the Boards Budget line items were for operational expenditure and the grants budget was in place within that operational budget (with a specific allocation set by the Board) to be applied to grant applications received throughout the financial year.

Resolved: Councillor Murray-Benge I Member Grainger

1. THAT the report from the Democracy Advisor dated 19 January 2017 and titled Omokoroa Community Grant Application - February 2017 be received

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2. THAT the Omokoroa Community Board approve the following grant to be funded from the Omokoroa Community Grants 2016/2017 account subject to all accountabilities being met and a suitable location for the 'Unexpected Heroes Exhibition' being confirmed.

Omokoroa Anzac Commemoration Committee

Anzac Day Commemoration 2017

The Board considered a report from the Democracy Advisor dated 19 January 2017 as circulated with the agenda.


1. THAT the Democracy Support Officer's report dated 16 January 2017 and titled Anzac Day Commemoration 2017 be received.

2. THAT the Omokoroa Community Board provide a wreath for the ANZAC Day Service, to be paid from the Omokoroa Community Board Contingency Account (up to the value of $200).

3. THAT Members of the Omokoroa Community Board represent the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2017.

Infrastructure Services Report Omokoroa- February 2017

The Board considered a report from Action Group Manager Infrastructure Service dated 18 January 2017 as circulated with the agenda.

Update on Omokoroa Sportsground -Tennis Court 3 and 4

The Reserves and Facilities Manager advised that a progress report on the proposed tennis courts 3 and 4 would be provided to the next Board meeting.

Omokoroa Road Construction: Future Landscaping - Tree Planting Along Omokoroa Road

A question was asked if suitable landscaping and planting was proposed for the Omokoroa Road from the State High Two entrance to Prole Road in light of the extensive earthworks and land development being undertaken at the moment.

The Reserves and Facilities Officer advised that landscaping and tree scaping had been identified in the Omokoroa Structure Plan indicating that avenue tree planting and landscaping would be done when that section of road was upgraded.

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Omokoroa Road - Suggestion for Bus Shelter

The Chairperson advised that information had been received from Alison Badger with suggestions to address the lack of facilities for outbound bus passengers opposite the current gravel pit Park and Ride. Ms Badger had also been in contact with a Bay of Plenty Regional Council representative in this regard.

The suggestion for a 'shed-type' construction that would sit on a base of compacted gravel that would be removable for relocation when improvements were made to the State Highway Two I Omokoroa Road intersection. It was also suggested that the shed could be painted by local artists to give a mural effect. An indication of cost (for a similar sized shed including a wooden floor from a nationwide building store) was given at less than $1,000.00.


THAT the information be included in the Chairpersons Report for the next Board meeting with a request that a report on the feasibility of the installation of a removable shed for a bus shelter with castings and a timeline for possible installation if the suggestion was a workable solution.

Resolved: Counci llor Palmer I Member T Sage

THA T the Acting Group Manager Infrastructure Services Report dated 18 January 2017 and titled Infrastructure Services Report and Minute Action Sheet Report Omokoroa February 2017 be received.

Proposed Western Avenue Parking Bays

The Board considered a report from the Deputy Chief Executive dated 24 November 2016 as circulated with the agenda.

Councillor Palmer expressed concerns in regard to the report advising that there had been no prior notice or opportunity to discuss the recommendat ions to fund $60,000 from the Omokoroa Community Roading Account for this work. He noted that the report was dated 24 November, which was prior to the last Board Meeting in 2016 and, therefore, there had been plenty of opportunity to provide the information to the Board before this meeting.

Councillor Palmer stated that the original Long Term Plan (LTP Reference 294507) seemed to show a conflict with the proposed parking bays and the entrance to the Skate Path on the Western Avenue Sport Ground. The car park in the Long Term Plan was to be fully funded by Council but this proposal was to be funded by the Board. A comparison of both the Long Term Plan for the sports ground and the plan attached to the proposed Western Avenue Parking Bays Report needed to be checked.

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Board Members noted the following: • There were parking problems in the immediate vicinity of the Skate

Path and these needed to be managed to address safety for children using the park, parking vehicles and through traffic.

• There needed to be specific signage indicating children at play in the reserve a rea.

• Further development of the children's play area were about to begin and the need for safe off street parking in the immediate area was urgent. The grass berms were already scuffed out and would become dusty throughout the summer and would then become boggy with autumn and winter rain and any rehabilitation should be undertaken sooner rather than later.

• Urgency should be applied in the construction of the carpark and if the application of a chip seal could be undertaken when contractors were in the area this would be timely and cost effective.

The Reserves and Facilities Manager advised that staff recommended the application of a chip seal surface for the installation of formed parking bays on Western Avenue adjacent to the Skate Path that would formalise the parking, reduce the potential boggy areas and provide an alternative to parking on Omokoroa Road.

It was proposed that the resolutions be taken in parts:

Resolved: Councillors Palmer I Murray-Benge

1. THAT the Deputy Chief Executives report dated 24 November 2016 and titled ''Proposed Western A venue Parking Bays" be received.

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

3. THAT the installation of sealed parking bays on Western Avenue proceed at an estimated cost of $60,000 funded from the Omokoroa Community Roading account lie on the table at this time.

Resolved: Member Preston I Councillor Murray-Benge

THAT the Omokoroa Community Board request a further report be presented to the next Community Board meeting on the Proposed Western A venue Parking Bays addressing the listed concerns of the Board and the way forward for a decision to be reached in regards this item.

Financial Report Omokoroa - December 2016

The Board considered a report from the Financial Accountant dated 16 January 2017 as circulated with the agenda.

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Councillor Pa lmer asked if the Community Reading Account figu res could be reported within the Board's Financial Report.

Resolved: Members Grainger I T Sage

THAT the Financial Accountant's report dated 16 January 2017 and titled "Financial Report Omokoroa - December 2016" be received.

Council, Standing Committee and Community Board Meetings

The Board considered a schedule of meetings for the months of February and March 2017 as circulated with the agenda .


THAT the schedule of meetings for February and March 2017 be received.

The meet ing concluded at 8.31pm.

Confirmed as a true and correct record.

OM2

M Grainger Chairperson Omokoroa Community Board

Date

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Present

Minutes of Meeting No. K2 of the Katikati Community Board held on 1 February 2017

in the Katikati Library and Service Centre commencing at 7.00pm

Members J Hobbs (Chairperson), B Gibbs (Deputy Chairperson), N Mayo and B Warren and Councillors P Mackay and M Williams

In Attendance G Allis (Deputy Chief Executive) and A Alty (Democracy Advisor)

Others His Worship the Mayor Garry Webber, Councillor David Marshall and seven members of the public.

The Chairperson welcomed all to the first Katikati Community Board meeting for the 2017 year, noting the attendance of His Worship the Mayor Garry Webber, Councillor David Marshall and six members of the public.

Public Forum

Resolved: Members Hobbs I Gibbs


Chairpersons Request to the Mayor and Chief Executive Officer - Katikati Bypass

His Worship the Mayor spoke at the meeting in regard to the comment within the Chairpersons Report requesting that he and the Chief Executive Officer, on behalf of the Katikati community work with the Ministry and associated Government agencies in support of a State Highway Two bypass at Katikati.

The Board was advised that representatives of NZTA and Safe Roads Alliance would be attending the next Community Board Meeting and giving a presentation on the Proposed Road Safety Improvements on State Highway 2 for Waihi to Tauranga. The Board was also

27Minutes of K2 held on 1 February 2017 2

advised that NZTA representatives would be making a public presentation in the Katikati township in March/April.

It was suggested that Board provide a summary of issues with an order of priority relating to State Highway 2 through Katikati and the surrounding area to submit to the Safe Alliance Team and NZTA as part of their overall information gathering in support of a proposal for a safer highway and bypass.

Councillor Marshall spoke about the following items:

• Katikati Town Centre Plan • State Highway Two and associated traffic congestion • Open communication with the community.

Councillor Marshall provided a full written four page summary that included some of the items he raised in the public forum section of the meeting to the Democracy Advisor.

Thys Poulstra - Newly appointed Chairperson of the Western Ward Residents and Ratepayers Association

Mr Thys Poulstra introduce himself as the newly appointed chairperson of the Western Ward Residents and Ratepayers Association and acknowledged the value that David Marshall, the immediate past president had brought to this position. Mr Poulstra stated that he looked forward to a positive relationship between the Western Ward Residents and Ratepayers Association, the Community Board and Council in future decision making. Mr Poulstra also spoke about the following items:

• Planting of Maples Trees on Fairview Road • Remediation of the footpath along Beach Road outside the College • Concerns regarding traffic negotiation in Carisbrooke Street now that it had been

designated as an industrial area • Speed Zones along highway approaches into Katikati township • Narrowness and camber of State Highway Two bridges between Katikati and Te Puna.

State Highway 2

In reply, Board members advised that they had previously raised concerns about speed zones along the approaches into the Katikati Township and the narrowness of the state highway bridges with the New Zealand Transport Agency and these would again feature in their submission to the agency.

Vehicle Negotiation along Carisbrooke Street

The Board acknowledged that there needed to be some discussion on options that may be available to improve traffic flows and safer roadway negotiation along Carisbrooke Street and they would further discuss this at a workshop.


Jim Davidson spoke to the following items:

• Diggleman Park Toilets • Enhancement of the Highfields Stormwater Pond • Katikati Memorial Hall.

In regard to the Diggleman Park toilets he asked Council to 'just get on with it' and do what was necessary to get a new public toilet block constructed as soon as possible.

The Deputy Chief Executive advised that the Infrastructure Services Report included reference to the Highfields Subdivision Stormwater Pond Conversion Feasibility.

The Board extended congratulations to the Katikati War Memorial Hall Committee for the effective and efficient improvements that had been undertaken at the hall over recent months.

Resolved: Members Hobbs /Gibbs

THAT the meeting reconvene in formal session at 7.37pm.

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Minutes of Meeting No. Kl of the Katikati Community Board held on 30 November 2016

The Board considered the minutes of K1 of the Katikati Community Board held on 30 November 2016 as circulated with the agenda.

The Board was advised that the Minutes of the Katikati Community Board (Meeting K1 held on 30 November 2016) received at Council on 15 December 2016 contained an alignment error in the item K1.12 Draft Annual Budget 2017/2018. This had been corrected.

Resolved: Councillors Mackay I Williams

THAT the minutes of meeting no. Kl of the Katikati Community Board held on 30 November 2016 as circulated with the agenda, be confirmed as a true and accurate record with notified amend as advised


The Board considered a report from the Chairperson dated 16 January 2017 as circulated with the agenda.

Historic Plunket Rooms

The Board was advised that no further updates had been received.


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Beach Road Replacement Water Main

The Beach Road replacement water main had been completed.

EnviroKatikati

The Chairperson advised that the EnviroKatikati Group was currently developing their terms of reference and would be writing a social impact statement to support the case for a bypass.

Lindemann Road Signage

The Chairperson advised that the requested signage on Lindemann Road had been approved and would be installed by the end of February.

Katikati Community Board Facebook Page

The Chairperson noted that she had met with the Community Engagement Manager and he had provided advice on the correct branding, social media guidelines and management of the suggested Katikati Community Board Facebook page. This item would be further discussed at a future workshop.

Katikati Township I State Highway Traffic Impacts on the Community

The Board supported the statement within the Chairperson's Report in regard to the Katikati township traffic impacts on the community. It was very frustrating that meetings with the New Zealand Transport Agency tended to focus on data which was crucial in reporting traffic volumes, acknowledgement of past, immediate and ongoing social and economic impacts on the people of Katikati and the surrounding area also needed to be heard.

The Deputy Chief Executive stressed again, that in progressing discussion with the New Zealand Transport Agency it was imperative the Board put together a documented chronological summary (including dates, photographs/visuals etc) outlining the history of a proposed bypass. This would provide another evidence base to support the Board's position.

It was important to establish a historical trail of the proposed bypass history that included the original land that had been set aside for a bypass, what had happened in the ensuing years, and what options were available for land for the construction of a bypass now.


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Signage Supporting the Construction of a Katikati Bypass

Board Member Warren raised idea of putting up signage requesting commuters stuck in traffic to call the New Zealand Transport Agency 0800 number. Any call made to the New Zealand Transport Agency direct 0800 number would then be registered.

The Deputy Chief Executive advised that the Board should not be involved with the placement of any signage that was in contravention of New Zealand Transport Agency bylaws. It was suggested that this proposal should be passed onto the Bypass Action Group to work through.

Dave Hume Pool Upgrade

Board Member Warren advised that Dave Hume Pool Committee improvement proposals were still in the planning stage and they would undertake small upgrades in the future depending on available funding.


The Chairperson advised that she had received an invitation to the LGNZ Community Boards Executive Committee workshop to be held at Taupo on 11 February 2017. The registration fee for the workshop was $100.00.

Resolved: Member Gibbs I Councillor Mackay

THAT the Katikati Community Board approve the attendance of the Chairperson of the Katikati Community Board at the LGNZ Workshop to be held on 11 February 2017 funded from the Katikati Community Board Contingency Account.

Diggleman Park Toilet Block

The Board reiterated the Chairperson's frustration that a new toilet block had still not been built on Diggleman Park. The design and build proposals put forward included the minimum requirements of one unisex fully disabled access cubicle, three normal (ambulant) unisex access cubicles, with feedback sought from the Board on the proposals before any final decisions were made. Staff would evaluate the concept design proposals before Council made the final decisions to award a contract to the preferred contractor.

The Deputy Chief Executive noted that the funding was in place for the project, and advised that some of the delay had been attributed to workloads and work prioritization in the district. There were specifications that needed to be included in the construction of the public toilet block that ensured vandal proofing as much as possible for fittings, low maintenance and ease of cleaning. In wanting a kauri log clad facade, to

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