6 September 2011 - Mercury Bay Community Board Minutes · 1.2.1 Mercury Bay Community Patrol 2 1.3 Items not on the Agenda 3 1.4 Conflict of Interest 3 1.5 26 July 2011 - Mercury

Minutesof the

Mercury Bay Community Board

Ordinary MeetingDate 6 September 2011Venue Mercury Bay Community Board Room

10 Monk StreetWhitianga

PresentAM Henry (Chairperson) J Bennett LA Fox

AM Henry PW HopkinsMK McLean JP SA Webster

In Attendance

Name Item(s)Lesley McCormick (Area Manager) All itemsMerle Benson (Area Coordinator) All itemsMatt Busch 4.2Francois Pienaar 4.2, 4.3

Meeting Commenced 09:00

Adjournments and Absences

Adjournment Start Finish ReasonChairperson 10:19 10:35 Morning TeaChairperson 12:17 12:58 Lunch

Absences Start Finish ItemBoard member Hopkins 11:37 11:38 6.3Board member Webster 13:34 13:35 4.2

Area Manager - Mercury BayPOLICY AND PLANNING

Mercury Bay Community Board Members

Alison Henry (Chairperson)PO Box 292, Whitianga [email protected]

07 866 0020

027 482 4110

Sheree Webster (Deputy Chairperson)790 Hotwater Beach Road, RD 1, Whitianga 3591

[email protected]

June [email protected]

07 866 5996

Paul Hopkins892 Purangi Road, Cooks Beach, RD1, Whitianga [email protected]

027 234 8747

07 866 5786

Tony Fox (Councillor)[email protected] 866 4836

Murray McLean JP (Councillor)[email protected] 866 4158

027 457 0855

Full order paper and appendices are available on the TCDC website: www.tcdc.govt.nz/Council/Meetings-and-Minutes/Community-Boards

mailto:[email protected]






http://www.tcdc.govt.nz/Council/Meetings-and-Minutes/Community-Boards

Ordinary MeetingMercury Bay Community Board Order Paper 6 September 2011

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Table of Contents

Item Business Page No.

1 Meeting Conduct 21.1 Apologies 21.2 Public Forum 21.2.1 Mercury Bay Community Patrol 21.3 Items not on the Agenda 31.4 Conflict of Interest 31.5 26 July 2011 - Mercury Bay Community Board - Minutes for

Confirmation 42 Governance 52.1 6 September 2011 - Mercury Bay Community Board

Non Notified Consents 52.2 Hot Developments Ltd Structure Plan report to Mercury Bay

Committee 53 Local Activities: Policy/Levels of Service Operational 63.1 Mercury Bay Community Board 2011/2012 Community Grants 64 District Activities: Local Input Policy/Levels of Service 74.1 Speed Limit Review 2010/2011 - Mercury Bay 74.2 Whitianga Central Business District confirmation of Project de 74.3 Public Consultation - Making of Part 5 (Trade Waste) of Consol 74.4 Utilities Project Definitions 2011/2012 Mercury Bay 75 District Activities 86 Reports 96.1 Organisational Quarterly Report Chief Executives Overview - Re 96.2 2011-2012 Mercury Bay Community Board Work programme -

September 9Members' Reports 96.3 6 September 2011 - Mercury Bay Community Board - Members report 9

Ordinary MeetingMercury Bay Community Board Minutes 6 September 2011

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1 Meeting Conduct

In accordance with the Local Authorities (Members' Interests) Act 1968, members are reminded to declare an interest in items in which they have a direct or indirect pecuniary interest. In such circumstances, members are required to abstain from discussion and voting and ensure that the declaration is recorded in the Minutes of the meeting.

1.1 Apologies

All members were present

1.2 Public Forum

A period of up to 30 minutes was set aside for the public to raise matters falling within the terms of reference of the meeting. Each speaker may speak for three minutes but time extensions may be allowed on a vote of not less than 75% of members present at the meeting. Questions from members for information or clarification may be permitted by the Chairperson (Standing Orders Appendix F).

1.2.1 - Mercury Bay Community Patrol

Laurie Johnson on behalf of the above organisation tabled a report on the activities of the community patrol for the year ended 30 June 2011 and included an expression of thanks to the Board for its continued financial support to the organisation.The Area Manager explained to the Board that through the upcoming Ten Year Plan process, the Board will have the opportunity to increase funding for this organisation if it sees fit to do so and any increase would be effective from 1 July 2012.Sergeant Andrew Morrison (Police) advised the Police fully support the efforts of theCommunity Patrol and are a huge bonus to the Police.

1.2.2 - Signage Dispensation - Whiti Farm ParkRonnie James (owner) addressed the Board outlining her ongoing problem with signage on the State Highway for her farm park. Ronnie James drew a sketch on the white board outlining the problem of wanting to move her signage approximately 60 metres into her neighbours property to provide a better visual application for motorist. The Police, NZTA and TCDC Bylaw staff have all expressed support. The Board Chair advised Ronnie James the matter would be discussed by the Board later in the meeting.

1.2.3 - Youth DevelopmentPaula Davies who is employed by Coromandel Independent Living Trust (CILT) for 16 hours per week working with youth development, introduced three young people from the Mercury Bay School she is working with, Harry, Angel and Te Awhi. The group have been working together now for 6 months and will be carrying out a survey in the area in the next few weeks asking what the rest of youth both in school and outside of school want. An online service will be available for you to respond. The youth age group is considered to be 14-25, but Paula is mostly dealing with Year 9-13 age group. One of the objectives of the group is to offer Council a clearer picture of what youth want through the Ten Year Plan process. New Zealand signed up many years ago under the United Nations to promote global citizens and by 1 July 2012, Council must have in place a


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strategy to work with youth. The project will be funded by the Ministry of Youth Affairs until June 2012.The survey will seek out youth that may have fallen through the cracks of education.Funding is needed for youth events and opportunities which sometimes lead youth into new things they didn't know they could do. The Ten Year Plan needs to identify with youth development.The youth group will attend the Council meeting next week.On 30 September, the group will attend a Youth Hui in Waihi.18 October the group will report back to the Board.The environment, economic and social development are key topics for youth along with sustainability.

1.3 Items not on the Agenda

No items reported

1.4 Conflict of Interest

The Chairperson invited notice from members of:

1. Any interests that may create a conflict with their role as an elected member relating to the agenda item(s) for the meeting; and

2. Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968.

Board member Webster advised her conflict on interest in Item 2.2 - Hot Developments Ltd Structure Plan

1. 5 26 July 2011 - Mercury Bay Community Board -Minutes for Confirmation

ResolvedThat the Mercury Bay Community Board:

1. Confirmed the following Minutes:Mercury Bay Community Board - 26 July 2011

Moved/Seconded By: Fox/Webster

2 Governance

2. 1 6 September 2011 - Mercury Bay Community Board Non Notified Consents Comments

The Community Board was provided with a summary of resource consent applications referred to it by the Environmental Services department of Council and any comments made by its delegated members.


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1. Received the report.

Moved/Seconded By: Fox/Hopkins

2. 2 Hot Developments Ltd Structure Plan report to Mercury Bay Community Board

Plan Change 11 - Hot Developments Ltd Structure Plan - has been publicly notified for submissions. The Board was asked to decide if it wants to lodge a submission as any person may lodge a submission on a notified private plan change.

The plan change request relates to a site located at 790 Hot Water Beach Road, Hot Water Beach. The site is a rural parcel of land located between the existing residential area and the recently established camping ground. The site area is 34.76 hectares.

The proposed plan change seeks to insert a new structure plan into section 344 of the District Plan covering the entire lot. There will be no change to the existing zone of the land.

The plan change request was publicly notified on 5 August 2011. Submissions close on 9 September 2011.

Board Member Webster, Councillor McLean and Councillor Fox, left the meeting and took no part in the discussion.

Under Section 3.4.3 of Council standing Orders a quorum still existed as half of the members were present.

The application previously distributed to the Board was discussed and the following resolved:



2. Determines that it believes it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with the provisions of Section 79 of the Act determines that it does not require further information prior to making a decision on this matter.

3. Delegated Community Board member, Alison Henry to lodge a submission on the proposed Private Plan Change on behalf of the Community Board.

Moved/Seconded By: Bennett/Hopkins


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3 Local Activities: Policy/Levels of Service Operational

3. 1 Mercury Bay Community Board 2011/2012 Community Grants

The Community Board was asked to confirm the minutes and ratify the recommended grant allocation of funding of its workshop meeting held on 19 August 2011.




3. Confirmed the annual grants assessment workshop minutes of 19 August 2011 and ratified the recommended allocation of funding to organisations who have applied for a community grant from the 2011-2012 Annual Plan community grant budget in line with the Community Grants policy as noted below.

Organisation $

Cooks Beach Tennis Club 1750

Ferry Landing Library Replacement 7000

Hot Water Beach Lifeguard Services 5000

Kuaotunu Land Search and Rescue 1477

Matarangi Ratepayers Association Inc 1800

Mercury Bay Art Escape Inc 1750

Mercury Bay Community Bus Society Inc 250

Mercury Bay Community Choir Inc 500

Mercury Bay Community Support Trust Inc 1725

Mercury Bay Swimming Pool Trust 4000

Mercury Bay Cooperating Parish 3000

Mercury Bay Museum Trust Board 5760

SeniorNet Whitianga Inc 200

Whenuakite Kiwi Group Care 2225

Whitianga Bike Club Inc 1600


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Whitianga Toy Library 2000

Moved/Seconded By: Fox/Webster

4 District Activities: Local Input Policy/Levels of Service

4. 1 Speed Limit Review 2010/2011 - Mercury Bay




3. Reviewed and agreed on the proposed speed limit changes within in the Mercury Bay ward as noted below:

• Purangi Road Cooks Beach East of Resolution Drive for 100 metres reduce the current speed limit from 100 km/h to 70 km/h

• Racecourse Road WhitiangaFrom SH25 to the end of the road reduce the current speed limit from 100 km/h to 80 km/h.

• Joan Gaskell Drive WhitiangaFrom the Joan Gaskell bridge to Campbell Street the speed limit is unchanged at 70 km/h.

Moved/Seconded By: Bennett/Fox

4. 2 Whitianga Central Business District confirmation of Project definition

The Board received concepts plans for the Board's consideration. A concept plan from Boffa Miskell for the CBD was presented as a draft design for consultation. Also presented was a proposed parking layout.


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Matt Busch, (Roading Manager) and Francois Pienaar (Capex Programme Manager) joined the meeting at 13:26.

The following was noted:

Matt Busch advised the Board he required clarity around the project definition. His worship Mayor Leach is keen to trial parking in the centre of Albert Street. And

parallel parking on the side. The Opus report indicated that approximately 34 carparks would be lost with central

parking and roundabouts as recommended in the TPC Traffic Management report prepared in 2008.

The concept plan tabled by Boffa Miskell reflects the Board's long term plan/vision.

Board Member Webster left the meeting at 13:34Board Member returned to the meeting at 13:35

Two stages to the development - the long term vision and the short term improvements.

A trial of central parking for 6 months. Need to agree on parking options before marking the road as it needs to tie in with

the long term vision. Need consultation and suggest setting up a focus group of business people. Agree on the principles of "why doing this," parking being one option. Would not like to lose 34 carparks, so Opus option is probably not acceptable

although carparks could be replaced in the side streets. Could 'one way' Blacksmith Lane Tidy up Campbell Street which is to be widened before Christmas. Develop a communications plan




3. Adopts a revised Project Definition for the Whitianga CBD upgrade as follows:

Approve a concept for draft CBD layout that offers 2 parking options for consultation

Adopt detailed items such as street furniture, streetlights, vegetation.

Develops a combined streetscape project scope which includes water reticulation, storm water, waste-water and other infrastructure requirements to create a unified project programme with appropriate cost phasing.

Completes the cost estimates to sufficient detail to provide for budget allocation in the 2012/22 Ten Year Pan. These cost estimates include time and resource allocation for the project; Business Case.

4. Endorses the five objectives for development of the Whitianga CBD as outlined in the draft concept plan prepared by Boffa Miskell of:

a) Put people first (Pedestrians)


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b) A quality Place (Where people want to stay)

c) Connection (Easy to get around)

d) Supporting activity (Outdoor dining, relaxation spaces)

e) A greener street (Shelter, shade, safe)

Moved/Seconded By: Fox/Hopkins


5. Recommends the Board applies to Council to transfer $180,000 from retained earnings to under-ground the power lines on Campbell Street and for this work to coincide with the street widening process.

Moved/Seconded By: McLean/Fox

4. 3 Public Consultation - Making of Part 5 (Trade Waste) of Consolidated Bylaw 2004

The Thames-Coromandel District Council, during its meeting held on 10 August 2011 resolved to release its Statement of Proposal in respect of the review of the Thames-Coromandel Consolidated Bylaw 2004 and the making and adding of Part 5 (Trade Waste) for public consultation, in accordance with section 83 and 148 of the Local Government Act 2002.

Francois Pienaar (Capex Programme Manager) joined the meeting at 11:09 and spoke to the report.

The following was noted: The Trade Waste Bylaw was approved by Council Submissions period is from 26 August to 21 October. Hearings will be held on 24 November TCDC staff has been in discussion with OPC as the Trade Waste Bylaw and

associated costs will have a major impact on this business. There is a need to get untreated Trade Waste out of the wastewater treatment plant in

order to obtain efficiencies in the treatment plant. Businesses will apply for Trade waste discharge consent. Regular monitoring of the

consent will be carried out, by the Utilities staff. The Trade Waste Bylaw is a Bylaw under the LGA.

Further discussion took place on the waste from the Marina Society boat maintenance wash down area with the Board expressing concern that if the waste products from this area are not pre-treated before entering the wastewater system. There could be an impact on the bio solids composting plant.

Francois Pienaar advised that the Marina Society has an application for disposal of Trade Waste with TCDC, but at present has a stormwater discharge consent from WRC. This will expire in 2 years time. New consent conditions will be more stringent and the Society will have to have pre-treatment in place when the current consent expires.

Storm events will trigger monitoring


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Councillor McLean enquired if the activity carried out at the marina Society was considered to be "normal definition" of Trade Waste? If not, then is this considered to be part of Council's responsibility and should the Marina Society be made to dispose of its own Trade Waste once the consent runs out?




3. Agreed to make a submission to Council.

Moved/Seconded By: Bennett/Fox

Francois Pienaar left the meeting at 11:31

4. 4 Utilities Project Definitions 2011/2012 Mercury Bay

The Community Board was asked to review and comment on the Utilities project definitions for the 2011/12 financial year.

The Area Manager advised that the following project needs to be added to the report. Matarangi Water Metres Installation which is programmed for February/March 2012

with a budget cost of $284,000. Clearer reporting for next year was requested with the report to contain the location

and more detail about each project.




3. Reviewed the Utilities project definitions for the 2011/2012 financial year and requested that the reporting for next year be improved to include the location of each project and more detail on each project.

DISTRICT

Project Name Project Type Annual Plan Budget

Cooks Beach Renewals Wastewater $29,000.00

Coromandel Renewals Wastewater $40,000.00

Matarangi Renewals Wastewater $21,050.00

Oamaru Bay Renewals Wastewater $8,000.00


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Pauanui Pumpstation Upgrades Wastewater $78,863.00

Pauanui Renewals Wastewater $31,574.08

Tairua BioSolid Infrastructure Wastewater $463,311.00

Tairua Paku Hill

Grinder Pumpstations Wastewater $55,570.00

Tairua Pumpstation Upgrades Wastewater $112,424.00

Tairua Renewals Wastewater $31,574.08

Tairua-Pauanui Treatment and

Disposal Improvements Wastewater $60,000.00

Thames Renewals Wastewater $92,412.67

Thames Reticulation Upgrades Wastewater $39,393.00

Thames Treatment Plant Upgrade Wastewater $462,074.00

Whangamata Pumpstation Upgrade Wastewater $265,033.00

Whitianga Disposal Upgrade Wastewater $1,220,089.65

Whitianga Pumpstation Upgrade Wastewater $235,311.00

Whitianga Renewals Wastewater $63,148.17

LOCAL

Project Name Project Type Annual Plan Budget

Cooks Beach Improvements Stormwater $13,102.00

Hahei Water Renewals Water $30,070.44

Hahei Water System Improvements Water $30,395.17

Matarangi Improvements Stormwater $368,656.00

Matarangi Water Renewals Water $30,070.44

Matarangi Water System

Improvements Water $23,531.00

Mercury Bay Stormwater Renewals Stormwater $58,354.00

Whitianga Stormwater Renewals Stormwater $123,000.00

Whitianga Water Renewals Water $60,140.89

Whitianga Water

System Improvement Water $17,648.00

Moved/Seconded By: Hopkins/Bennett

The Board requested the Area Manager requests the project definitions from the Asset Managers for the Parks and Reserves and Solid Waste activities respectively as the Board has not seen these definitions for this year and it is already September.

The Board was concerned it had not seen any project definition for the upgrade of the Bull Paddock at Hot Water Beach, which it understood was going to be improved before the Rugby World Cup event. This has not happened, but would like to now see improvements carried out before Christmas to enable the area to be used for overflow


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parking. The Board had previously been advised by the Community Services Manager, John Rich that a budget figure of $30,000 had been allowed for this work.

The Board recommended writing to the Community Services Manager, John Rich requesting an update on progress of improvements to the Bull Paddock and that if a project definition is available for the Service Delivery Committee meeting on, 8 November 2011, then the Board delegates Councillor's McLean and Fox to approve the project definition on behalf of the Mercury Bay Community Board.


4. Delegates Councillor's McLean and Fox to approve the project definition for the bull paddock at Hot Water Beach on behalf of the Mercury Bay Community Board at the next Service Delivery Committee meeting on 8 November 2011.

Moved/Seconded By: McLean/Hopkins

5 District Activities

No items received.

6 Reports

6. 1 Organisational Quarterly Report Chief Executives Overview - Report to Mercury Bay Community Board

The Thames-Coromandel District Council’s organisational performance monitoring from 1 April 2011 to 30 June 2011 was presented to the Board for their information.

His Worship Mayor Leach joined the meeting at 11:34, offering the Chief Executive, Steve Ruru's apologies. His Worship spoke to the report.

The following was noted:Ten Year Plan meetings are coming up this month and October.Aquaculture - the Wilson Bay area has been opened up for an increase in area to be used for aquacultureFreedom Camping - Need to be sure that for any areas made available, the Boarddistinguishes between who they want there and don't want there i.e responsible campers as opposed to not responsible campers.Building Control - Building consents via the website will be accepted by TCDC on a trial basis for 6 months. Local Government Collaboration - will result in more local funding being made available for economic development.Hauraki Rail Trail - TCDC has a good MOU in place with Hauraki DC.Organisation Review - is progressing with staff submission closing on 2 September.


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Elected Member Remuneration - his worship thanked the Board members for their continued good work.



Moved/Seconded By: McLean/Fox

6. 2 2011-2012 Mercury Bay Community Board Work programme - September 2011 update

The Community Board's Work Programme which forms the priorities for the Community Board in the coming year was presented to the Board. The Programme has been primarily developed by staff based on known priorities, for example through community plans, and is presented to the Community Board for their information and comment.

The Board Chair reviewed the work programme and then asked members for their thoughts on the request for signage dispensation request in Item 1.2.

Board Member Webster left the meeting and took no part in the discussion:

The Area Manager advised the Board could either request a further report with further information for the next meeting or remain with its earlier decision for no dispensation.The Board decided to remain with its earlier decision for no dispensation and for the Area Manager to advise Ronnie James accordingly.


1. Received the report. Moved/Seconded By: Hopkins/Webster

Members' Reports

The Chairperson invites members to provide a brief verbal report on activities undertaken and meetings attended in the period since the last meeting.

Written reports and Minutes of meetings attended are presented below.

6. 3 6 September 2011 - Mercury Bay Community Board - Members report

The Members' Reported to the Community Board with the following noted:

Board Member Webster reported the following: Will be chairing the Recreation and Leisure Facilities planning Committee meeting

with sporting codes on Thursday 8 September at 17:30 in the Community Board room. The meeting will focus on what Council will build and what Council won't be


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building at the complex. It will also look at the formation of a community trust and the avenues for funding.

The Area Manager added that she will provide a report to the Board in October on the application to SPARC seeking support for funding to establish the coordination and management of the multi-sport complex and the school pool.

Board member Webster continued her report noting that David Stones (NZ Community Trust) addressed the Rec and Leisure Committee with funding options available at the last meeting.

Attended the Youth Steering Committee meeting. Expressed her concern about the funding of $100K Council provided to Tourism

Coromandel for the RWC. The RWC has published a "bible" with all the features and events available in NZ while the cup is on. Only 1 page has been dedicated to the Coromandel Peninsula and that is advertising the Scallop Festival at a cost of $5,000 for the page. There is no mention of any other towns or attractions for the Peninsula and is very disappointing. We don't even have our town displaying any bunting or welcoming banners on our main street.

Informed the Board of a new water taxi business to operate from Hahei to Cathedral Cove. A concession licence is presently being processed by DoC.

Board Member Hopkins left the meeting at 11:37 and returned at 11:38

Board Member Bennett spoke to her report as follows: Attended the forum to set up the Youth and Development Steering Committee. Requested some sort of access from the boating club area to the beach be arranged

as young children are trying to access the beach from that area with difficulty. Thank you to staff.

Expressed her displeasure at the process in which a plaque was installed at Soldiers Memorial in recognition of community members who donated the Cherry Trees in the park. The Area Manager advised she would provide information to Board Member Bennett.

Councillor Tony Fox reported the following: Met with Moewai Park citizens on 31 August. Is making good progress on the boat ramp issues and outlined his process for

progressing the matter further.

Councillor McLean reported the following: Met with commercial fishermen at the Rugby Clubrooms Chaired a Wharf users meeting on Friday 2 September; there are a number of

issues facing the wharf users around anomalies in charging and management of the wharf.

Suggest funding be put into the Ten Yea Plan for a pier to be built out off the Northern Reclamation for small charter boats and ultimately the Ferry to operate from.

Looking at the Buffalo Beach Rock wall as we head into the Ten Year Plan process; $1.5m on remedial work already spent on the wall, I am now in favour of trialling groynes or to make application for geo tech sandbags as clearly the rock wall is not working.

Board Member Hopkins reported the following: Apologised for missing recent meetings Concur with Councillor McLean on the management of the wharf and suggested trial

for a groyne along the Buffalo Beach rock wall area. Would it be possible for Council to provide a porta loo at the Ohuka Park Tennis

Courts over the summer period as there is no facility at all.


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The Area Manager would investigate the possibility.

Chair Henry reported the following: The Ferry Landing Library replacement is taking place. The steps to the front beach will be completed before labour weekend. It is great to see the parks and Reserves improvements continuing around town. A meeting has been arranged to bring together the people affected by coastal

erosion at Cooks Beach and Buffalo Beach. The memorandum for the affected Cooks beach property owners is progressing.

A community meeting is to be held on Sunday 25 September to discuss the placement of a BBQ on the reserve at Hahei.A resource consent has been received from the Kuaotunu Store which may result

in the loss of the fuel supply from the store to establish a cafe. Will be attending the Council meeting on 7 September and the Tsunami Working

group meeting on 8 September 2011.



Moved/Seconded By: Henry/McLean

Meeting Closed at 14:40

The foregoing Minutes were certified as being a true and correct record of the meeting of the Mercury Bay Community Board held on 6 September 2011.

Chairperson ______________________________________ Date____________________

Documents

6 September 2011 - Mercury Bay Community Board Minutes · 1.2.1 Mercury Bay Community Patrol 2 1.3 Items not on the Agenda 3 1.4 Conflict of Interest 3 1.5 26 July 2011 - Mercury