Unconfirmed Minutes Ordinary Meeting
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Attachment F
Unconfirmed Minutes
Ordinary Meeting: Whangamata Community Board
Date: 30 June 2020
Time: 10:00 AM
Venue: Whangamata Service Centre, 620 Port Road, Whangamata
[Please refer to https://www.youtube.com/watch?v=SE3U1xksJis to access the recording of the full meeting]
1. Meeting conduct
1.1 Attendance
Present
Ken Coulam (Chair), Dave Ryan, Kay Baker, Tamzin Letele, Terry Walker and Gary Gotlieb
In attendance
Bruce Hinson, Eileen Hopping and Jennifer Mahon
Ross Ashby via video link
1.2 Apologies
All members were present.
1.3 Public forum
The Incoming Whangamata Information Centre Manager Richard White introduced himself
to the Board. He noted his intention to develop the centre into a self-sustaining business
and acknowledged the good work completed by the previous management. The official start
date for Mr White and his team was noted to be 1 July 2020.
Lynda Dacey spoke to item 4.1 Williamson Park Platform Options on the order paper. She
raised concern about the date that the land status was first known by staff citing evidence
that it was in fact known earlier than what was noted it the report.
She also spoke to item 2.4 Community Plan on the order paper. She queried the level of
diversity in the focus groups involved in the preparation of the last version of the
Community Plan. She requested that the Whangamata Community Board support that the
plans go back out to the wider community for a further round of consultation before being
adopted.Unconfirmed Minutes
30 June 2020
The newly appointed Chair of the Whangamata Arts Collective Graeme Smith shared that
following the Collective’s AGM on 16 June 2020, a new executive was voted in and he
thanked the Whangamata Community Board for its continued support.
Resolved:
That the Whangamata Community Board receives Richard White, Lynda Dacey and
Graeme Smith as speakers in the public forum.
Moved/seconded by: Walker/Baker
1.4 Items not on the agenda
There were no items added to the agenda.
1.5 Conflict of interest
There were no conflicts of interest declared.
1.6 Minutes for confirmation
As per Council's Standing Orders, the Whangamata Community Board must confirm the
minutes of its previous meeting.
Resolved
That the Whangamata Community Board confirms the minutes from its meeting held on 19
May 2020 with the following amendment:
Board Member Letele noted she had been selected to the Local Government New
Zealand – Young Elected Members Governance Development Programme. She had
participated in a number of Local Government National meetings over lockdown. She
will be officially starting began her new role in April 2020.next year. Board Member
Letele also noted good feedback from her meetings as the Board Liaison for the two
local schools.
Moved/seconded by: Ryan/Baker
2. Community Management
2.1 Whangamata RSA Car Park Agreement and Discretionary Grant Request
The Board was asked to consider renewing a shared-use agreement for car parking at the
Whangamata Memorial Hall and the Whangamata RSA. It was also asked to consider a
Discretionary Grant towards the resealing of the Whangamata RSA car park.Unconfirmed Minutes
30 June 2020
Resolved
That the Whangamata Community Board:
1. Receives the 'Whangamata RSA Car Park Agreement and Discretionary Grant
Request' report, dated 11 May 2020.
2. Approves the agreement entered into with the Whangamata Returned Services
Assn. Inc. for the shared-use of the car park at 318 Port Road Whangamata for a
term of 3 years with two further rights of renewal of three (3) years each as
described in schedule 1 of the agreement attached to these minutes.
3. Approves a grant of $10,000 from the Whangamata Community Board's 2019/2020
discretionary budget to the Whangamata RSA as a contribution towards the sealing
of the RSA car park.
Moved/seconded by: Walker/Baker
2.2 Request to Retain 2019/2020 Whangamata Community Grant - Matariki Festival
Committee, Whangamata Blue Light and Whangamata RSA
The Whangamata Community Board considered approving the Matariki Festival
Committee, Whangamata Blue Light and Whangamata RSA requests to retain their
2019/2020 Whangamata Community Board Grant.
Resolved
That the Whangamata Community Board:
1. Receives the Request to Retain 2019/2020 Whangamata Community Grant -
Matariki Festival Committee, Whangamata Blue Light and Whangamata RSA report,
dated 12 May 2020.
2. Approves the retention of the Matariki Festival Committee $3,000 2019/20
community grant to be spent in the 2020/2021 financial year.
3. Approves the retention of the Whangamata Police Blue Light $1,500 2019/20
community grant to be spent in the 2020/2021 financial year.
4. Approves the retention of the Whangamata RSA Inc. $2,000 2019/20 community
grant to be spent in the 2020/21 financial year.
5. Recommends the retention of funds be taken into account when considering the
2020/2021 Community Grant applications.
Moved/seconded by: Coulam/Baker
2.3 Whangamata Community Board 2019/2020 Work Programme
The Whangamata was provided an update on the programme of capital and operational
projects for the 2019/2020 year.
Harbour renewals
The Whangamata wharf vehicle ramp accessway had a crack which had been investigated
and deemed not to pose any health and safety risk at this time; however, staff advised the
structure would still need to be replaced soon.Unconfirmed Minutes
30 June 2020
Parks & Reserves renewals
It was noted that the Island View Flying Fox playground equipment had been stolen. Staff
were asked to advise when the replacement would be installed.
Street furniture renewals
Staff would investigate repairs to the surfboard bench seats on the main CBD street.
Onemana toilets
Staff confirmed they were working closely with affected residents and that there was no
legal challenge against this project.
Proposed Addition to Surf Lifesaving Club Building at Onemana Beach
Councillor Gotlieb tabled a letter from Judy MacPherson and Group Manager of
Infrastructure Delivery agreed to investigate.
Streetlights
Community Manager Eileen Hopping was working to resolve the power outage issues with
stakeholders and would be meeting with Councillor Walker and others to discuss the
apparent failure of the battery back-up power supply.
Wentworth Valley
An update on the Wentworth Valley road seal project was provided. It was noted that
construction would halt from 2 July to September because of weather, with an expected
completion date for the project before Christmas.
Contractor issues had been raised by residents of the Valley. Staff undertook to ensure an
increased level of supervision for this project going forward.
The speed limit on the Wentworth Valley Road was once again raised as a concern and it
was noted this aspect of the project would be best considered after the sealing of the road
had been completed.
Nib/Kerb
Staff advised that the 2019/2020 nib/kerb programmed work was set to be completed very
shortly.
The Board reiterated the need for this project to be extended to include more roads.
Chartwell Avenue and Aberdeen Place were specifically noted by the Board as needing
some investigation.
Boardwalk (10m of trial boardwalk system)
Staff advised that a temporary concession was approved and that installation of 10m of the
trial boardwalk system was set to occur this week.
Staff provided a proposed schedule for the full Boardwalk project:
• In July, the trial boardwalk would be installed, and the Certificate of Compliance
approved.
• In August, Iwi engagement would be completed and a formal project update for the
Whangamata Community Board would be provided.Unconfirmed Minutes
30 June 2020
• In September, construction would begin.
Staff confirmed that an initial assessment of beach accessways had been done on the area
but that a further, more in-depth investigation would also need to take place.
Harbour Walkway
A hui on 17 July 2020 would take place and engagement undertaken with Ngati-Pu. The
Whangamata Community Board would have to ensure that funds were in the Long Term
Plan for this project.
CCTV Cameras
Spark had declined a proposed site and staff were investigating further location options.
Other
It was noted that the Mercury Bay Councillor Tony Fox was inviting the Thames -
Coromandel Community Boards to provide a list of proposed projects which he would lobby
the Waikato Regional Transport Committee for support on their behalf.
The Whangamata Community Board requested an update about the emergency sirens.
Resolved
That the Whangamata Community Board receives the ‘Whangamata Community Board
2019/2020 Work Programme report', dated 3 June 2019.
Moved/seconded by: Baker/Letele
2.4 Draft Whangamata Community Plan
The Whangamata Community Board was asked to provide direction on progressing the
final adoption of the Whangamata Community Plan.
Resolved
That the Whangamata Community Board:
1. Receives the 'Draft Whangamata Community Plan' report dated 3 June 2020.
2. Requests staff update and implement Board amendments to the Whangamata
Community Plan.
3. Requests that further engagement with the wider community be sought on the final
draft before presenting it back to the Whangamata Community Board for its
recommendation for adoption by Council.
Moved/seconded by: Baker/Letele
3. Finance
3.1 Rent Relief for Community Groups
The Whangamata Community Board was asked to consider providing rent relief forUnconfirmed Minutes
30 June 2020
Community Groups that occupy council property.
The Board raised that none of the groups listed in the report had approached Council about
hardship due to Covid-19 and that the current report failed to include enough details so that
proper analysis could be done.
Resolved
That the Whangamata Community Board:
1. Receives the ‘Rent relief for Community Groups’ report, 10 June 2020
2. Declines to allocate funding of $4,050.00 from its Discretionary fund for the
2020/2021 financial year to provide rent relief for Community Groups who occupy
council property.
3. Endorses that all groups who demonstrate hardship due to Covid-19 are invited to
apply to the Community Grants scheme for assistance.
Moved/seconded by: Coulam/Baker
4. Infrastructure
4.1 Williamson Park Platform Options
The Whangamata Community Board was asked to consider options for the future of the
Williamson Park platform.
Staff progressed the construction of this platform but failed to follow the correct work
approval process.
The financial implications of removing the platform, in full or in part (leaving only the
foundations in the event the platform was reinstated) were discussed.
It was noted that staff believed they were producing an accessible community asset but it
was agreed that Council needed to be a role model in good compliance and process.
Resolved
That the Whangamata Community Board:
1. Receives the ‘Williamson Park Platform Options’ report, dated 18 June 2020.
2. Recommends staff remove the platform and return the site to its natural state.
Moved/seconded by: Walker/Letele
Community Board Chair Coulam and Board member Baker abstainedUnconfirmed Minutes
30 June 2020
5. Reports
5.1 Members' Reports
The Chairperson invited members to provide a brief verbal report on activities undertaken
and meetings attended in the period since the last meeting.
Board Member Letele attended a meeting with the Opoutere Ratepayers Association where
a need for signage promoting visitor compliance and awareness of the historic value of the
area was noted. She also met with Opoutere School and Whangamata Area School
representatives to discuss priorities for Board support. The construction of a cover for the
Area School’s courts was noted, as was a request for an update on the Community Hub
project.
Board Member Ryan noted he would be attending the Community Patrol AGM next week
and mentioned the progress from the Menz Shed who were building a sensory garden at
Moana House.
Councillor Gotlieb noted he had been working through the rates issue with Council and was
also keen to ensure process was being followed across all Council activities.
Councillor Walker warned of the impending financial implications as a result of Covid-19
and he encouraged people to support local businesses. He spoke about the Annual Plan
process which was at the adoption stage. He spoke about the upcoming Long-Term Plan
process and urged his fellow Board members to engage with their community contacts to
ensure all proposals were on the table for consideration. He spoke about Enterprise
Whangamata’s signage and the whereabouts of local mascot Humphrey the whale. And he
also provided a short update on the Community Hub project.
Community Board Member Baker noted her 9 months managing the Whangamata
Information Centre and her attendance at the Whangamata Library meeting.
Board Chair Coulam attended the Whangamata Skatepark opening and noted he had been
approached by someone interested in hosting skatepark events.
Staff members were asked to report back on whether or not the proposed fencing and
seating part of the Skatepark project would be completed before Christmas.
Resolved
That the Whangamata Community Board receives the Members' reports.
Moved/seconded by: Baker/Ryan
5.2 Action Schedule for the Whangamata Community Board
The Whangamata Community Board was provided with an update on actions arising from,
and since, the last Whangamata Community Board meeting held 19 May 2020.Unconfirmed Minutes
30 June 2020
Resolved
That the Whangamata Community Board:
1. Receives the Action Schedule for Whangamata Community Board report, dated 23
June 2020.
Moved/seconded by: Letele/Baker
5.3 Report to exclude the public
Resolved
That the public be excluded from the following parts of the proceedings of this meeting
namely:
6.1 Public Excluded Minutes for confirmation
The general subject of each matter to be considered while the public is excluded, the
reason for passing this resolution in relation to each matter, and the specific grounds under
section 48(1) of the Local Government Official Information and Meetings Act 1987 for the
passing of this resolution are as follows:
General Subject of Each Matter Reason for Passing this Ground(s) Under Section 48(1)
to be Considered Resolution for the Passing of the
Resolution
6.1 Public Excluded Minutes 7(2)(b)(ii) – Protect 48(1)(a)(ii) – That the
for confirmation information where the public conduct of the
making available of the whole or the relevant part
information would be likely to of the proceedings of the
unreasonably prejudice the meeting would be likely to
commercial position of the result in the disclosure of
person who supplied or who information for which
is the subject of the good reason for
information. withholding would exist,
where the local authority
is named or specified in
the Second Schedule to
this Act, under section 6
or section 7 or section 9
(except section 9(2)(g)(i))
of the Official Information
Act 1982
Moved/seconded by: Walker/BakerUnconfirmed Minutes
30 June 2020
Resolved
That the public be re-admitted to the meeting and resolutions taken with the public excluded be
confirmed in the public sessions except for the following items which are to remain in the Public
Excluded minute book.
6.1 Public Excluded Minutes for confirmation
Moved/seconded by: Walker/Baker
The meeting closed at 12:33pm
The foregoing minutes were certified as being a true and correct record of the meeting of the
Whangamata Community Board held on 30 June 2020.
Chairperson DateYou can also read
