Agenda of Ōtaki Community Board Meeting - Tuesday, 26 November 2024

Ōtaki Community Board Meeting Agenda

26 November 2024

8 Pūrongo | Reports

8.1 Road Naming - 55 Riverbank Road, Otaki

Kaituhi | Author: Jeffrey Clement, Information Management Team Leader

Kaiwhakamana | Authoriser: Mark de Haast, Group Manager Corporate Services

Te pūtake | Purpose

1 This report asks the Ōtaki Community Board to approve a new road name for the subdivision at 55 Riverbank Road, Ōtaki.

He whakarāpopoto | EXecutive summary

2 An Executive Summary is not required for this report.

Te tuku haepapa | Delegation

3 The Ōtaki Community Board has the delegated authority to consider this matter under ‘Part D Community Boards’ of the Governance Structure and Delegations 2022-2025 Triennium:

Accepting or rejecting officer recommendations in respect of names for local roads (excluding the former State Highway) and any reserves, structures and commemorative places, in accordance with existing council policy.

Taunakitanga | RECOMMENDATIONS

A. That the Ōtaki Community Board approves the name …………………… for road to vest shown in appendix 1 of this report.

Tūāpapa | Background

4 Under the Kāpiti Coast District Council’s policy, developers are required to submit three name suggestions, in preferential order, for each road to be named, whether it is public or private.

5 Supplementary information in support of the names is to be provided by the developer and this may be consistent themes, historical connections of previous owners.

6 The Ōtaki Community Board may accept one of the proposed names within the report or reject all the suggested names and request the staff to provide alternative names in a subsequent report.

7 The developer is Otaki Riverbank Properties Limited.

8 The subdivision at 55 Riverbank Road, Ōtaki will create 12 new lots and a new road which will be vested to the Council.

9 The Council Road Naming and Street Numbering Policy 2011 states that to ensure that road names reflect the objectives, developers (or residents of private rights-of-way) shall provide three suitable names for each road on their plans when submitting their engineering survey drawings, in order of preference with the rationale behind each name.

10 Proposed names should avoid the names of kin unless they have strong historical links to the geographical area.

11 Throughout the process Nga Hapu-o-Otaki and Otaki Historical Society have been consulted.

He kōrerorero | Discussion

12 55 Riverbank Road is part of the land known as Moutere that was claimed in the Maori Land Court ["MLC"] circa 1884 by Rota Te Tahiwi, Te Manihera Te Rau3\ and Rawiri Rota Te Tahiwi.

13 The biggest shareholder of the land was Hohepa Te Hana (1846-1904). He was a clerk of the course at OMRC. On his headstone in Rangiatea Church yard his name is recorded as Hohepa Te Hana Tapu.

14 Nga Hapu-o-Otaki would prefer his name to be recognised.

15 Moutere was a "kumara" growing area that sustained the whanau/hapu/iwi of Ngati Raukawa from the late 1820's through to 1850's.

16 Nga Hapu-o-Otaki proposed the following options for the road name.

16.1 Hohepa Te Hana Way – Named after Hohepa Te Hana, an important ancestor and the largest shareholder of the original land.

16.2 Te Hana Way – A shorter variation that still honours this significant ancestor.

16.3 Kumara Way – Reflecting the historical and cultural connection of the kumara plant to the region.

17 The developer proposed the following options for the road name.

17.1 Taha Awa Way - Acknowledging the importance of the location alongside the river.

17.2 Riverside Way*

17.3 Te Awa Way - Acknowledging the importance of the river to the development of the way of life of the people that lived here.

* Riverside Way is not an acceptable option for the road name as it is too close in sounding to “Riverbank Road”. Land Information NZ would not accept this option.

He take | Issues

18 It is proposed that the road is named after people who have had a connection to the land or features of the land.

19 After discussions with the developer and Nga Hapu-o-Otaki the following options were agreed to.

Ngā kōwhiringa | Options

20 The four names provided for the road are as follows:

Option 1

Taha Awa Way - Acknowledging the importance of the location alongside the river.

Option 2

Te Hana Awa Way - A shorter version of the name of important ancestor of original land provided by Iwi, as well as acknowledging the river.

Option 3

Te Awa Way - Acknowledging the importance of the river to the development of the way of life of the people that lived here.

Option 4

Te Hana Way - Named after Hohepa Te Hana, an important ancestor and the largest shareholder of the original land

Mana whenua

21 Ngā Hapū-o-Ōtaki have been consulted and their views have been incorporated into this report.

Panonitanga Āhuarangi me te Taiao | Climate change and Environment

22 There are no climate change considerations required within this report.

Ahumoni me ngā rawa | Financial and resourcing

23 The cost of signage is borne by the developer as per usual conditions of the Resource Consent.

Tūraru ā-Ture me te Whakahaere | Legal and Organisational Risk

24 The Council and its Community Boards can name roads, pursuant to Sections 319 and 319A of the Local Government Act 1974.

Ngā pānga ki ngā kaupapa here | Policy impact

25 This matter has a low level of significance under the Council’s Significance and Engagement Policy.

TE whakawhiti kōrero me te tūhono | Communications & engagement

26 Consultation has been made with local iwi and recommendations are noted within this report for Board Members’ decision.

Te mahere tūhono | Engagement planning

27 An engagement plan is not needed to implement these decisions.

Whakatairanga | Publicity

28 There are no publicity issues arising from this report.

Ngā āpitihanga | Attachments

1. Road to Vest ⇩

Ōtaki Community Board Meeting Agenda

26 November 2024

8.2 Consideration of Applications for Funding

Kaituhi | Author: Anna Smith, Team Leader Governance

Kaiwhakamana | Authoriser: Kris Pervan, Group Manager Strategy & Growth

Te pūtake | Purpose

1 This report details funding applications that have been received by the Ōtaki Community Board for consideration for the 2024/2025 year.

He whakarāpopoto | EXecutive summary

2 The Ōtaki Community Board has received four applications for funding for consideration at this meeting, and one application which was left to lie on the table at the 15 October 2024 meeting has also been brought back for consideration. The Board has also received two accountability reports.

Te tuku haepapa | Delegation

3 The Ōtaki Community Board has the authority to consider this matter under part D point 7 of the Governance Structure and Delegations for the 2022-2025 Triennium.

Taunakitanga | RECOMMENDATIONS

A. That the Ōtaki Community Board approves a grant of $_____ to Kokoro Frost to assist with the cost of attending the 2024 World Short Course Championships in Budapest, Hungary.

B. That the Ōtaki Community Board approves a grant of $_____ to Emma Whiterod to assist with the costs of seven Ōtaki children competing in the National competition in February of next year in Auckland as part of the Horowhenua Kapiti Under 16 touch rugby team.

C. That the Ōtaki Community Board approves a grant of $_____ to the Kapiti Coast Harness Racing Club to assist with the costs of providing free face painting as part of the community family race day on Sunday 19 January 2025.

D. That the Ōtaki Community Board approves a grant of $_____ to Cara Guy to assist with the costs of representing New Zealand on the Global Development Tour organised by United Nations Youth.

E. That the Ōtaki Community Board approves a grant of $_____ to the Ōtaki Presbyterian Church to assist with costs in purchasing a table tennis table to expand their weekly sausage sizzle for local rangatahi.

F. That the Ōtaki Community Board notes the accountability reports received as attachment 7-10.

Tūāpapa | Background

4 This is the fourth Ōtaki Community Board meeting of the 2024/2025 financial year.

5 Grants are allocated in accordance with specific evaluation criteria (at Attachment 1).

6 All applicants have been advised by email of the meeting day, time, and venue.

He kōrerorero | Discussion

7 Four applications for funding have been received and are attached to this report (under separate cover) as Attachments 2-5. One application was left to lie on the table at the October meeting so that members’ questions could be answered and is appended as Attachment 6. The applications are summarised below.

8 Kokoro Frost has applied for an Ōtaki Community Board Grant of $750 to assist with the cost of attending the 2024 World Short Course Championships in Budapest, Hungary.

9 Emma Whiterod has applied for an Ōtaki Community Board Grant of $750 to assist with the costs of seven Ōtaki children competing in the National competition in February of next year in Auckland as part of the Horowhenua Kapiti Under 16 touch rugby team.

10 Mary Coleman, on behalf of Kapiti Coast Harness Racing Club, has applied for an Ōtaki Community Board Grant of $750 to assist with the cost of providing free face painting as part of the community family race day on Sunday 19 January 2025.

11 Cara Guy has applied for an Ōtaki Community Board Grant of $750 to assist with the costs of representing New Zealand on the Global Development Tour organised by United Nations Youth.

12 Margie Upson, on behalf of the Ōtaki Presbyterian Church, has applied for an Ōtaki Community Board Grant of $700 to purchase a table tennis table in order to expand their weekly sausage sizzle activity for college age rangatahi.

He take | Issues

13 There are no issues to be considered.

Ngā kōwhiringa | Options

14 There are no options to be considered.

Mana whenua

15 There has been no direct engagement with mana whenua regarding this report.

Panonitanga Āhuarangi me te Taiao | Climate change and Environment

16 There are no climate change matters to be considered.

Ahumoni me ngā rawa | Financial and resourcing

17 Budget allocations for the 2024/2025 financial year for the Ōtaki Community Board Grant Fund are as follows in the table.

Fund

2024/25

budget

allocation

Total allocated

to date

Grant Money returned

Total unallocated

to date

Ōtaki Community Board Grant Fund

$27,979

$11,824

$ 0

$16,155

18 Community Board Grants approved for the 2024/2025 are as follows:

Date	Recipient	Purpose of Grant	Amount
23 July 2024	Nourish Trust	To assist with the cost of providing Christmas hampers for families in the Ōtaki community doing it tough at Christmas.	$750
23 July 2024	Jeana Bevan	To assist with the costs associated with an exchange student visit to Spain for two months in November 2024.	$750
23 July 2024	Community Coffee and Chat	To assist with venue hire costs.	$750
23 July 2024	Moahuia Goza	To assist with the cost of travelling to China for Kapa Haka performances.	$650
23 July 2024	Jacinta Patten	To assist with the cost of venue hire for the homeschool co-op’s weekly meetings.	$724
23 July 2024	OC Kohatu: Ōtaki College	To assist with the cost of attending the 2024 Lower North Island Secondary Schools Netball winter tournament in Taradale.	$750
23 July 2024	Kāpiti Crop Swap	To assist with venue hire costs and event promotion.	$750
27 Aug 2024	Michelle Deerheart	To assist with the costs of buying wool for volunteer knitters to provide hand knitted singlets to whānau that come through antenatal education at Bumps to Babies.	$750
27 Aug 2024	Rāhui Māreikura	To assist with the costs of running the Rāhui Māreikura Girls Rugby programme.	$750
27 Aug 2024	Ōtaki Sports Club	To assist with the costs of purchasing tennis balls for junior interclub tennis matches programme.	$750
15 Oct 2024	Wellington Area Trail Riding Club	To assist with the cost of holding two club riding events within the Ōtaki area.	$750
15 Oct 2024	Home 4 All	To assist with the costs of buying a trailer for their Duo-bike which will enable cycling with three of their visitors instead of one	$750
15 Oct 2024	Kapiti Concert Orchestra	To assist with the costs of holding their annual concert in Ōtaki.	$750
15 Oct 2024	Friends of the Ōtaki Foodbank	To assist with the costs of their annual collection for the Ōtaki Foodbank to be held on Saturday 30 November	$750
15 Oct 2024	Ōtaki Volunteer Fire Brigade	To assist with ongoing maintenance and compliance costs of the two vintage fire engines.	$750

19 Attached to this report as Attachments 7-8 (under a separate cover) are two accountability reports received since the last Ōtaki Community Board meeting.

Tūraru ā-Ture me te Whakahaere | Legal and Organisational Risk

20 There are no legal or risk matters to be considered.

Ngā pānga ki ngā kaupapa here | Policy impact

21 As noted previously, grants are allocated in accordance with established criteria (attached to this report as Attachment 1).

TE whakawhiti kōrero me te tūhono | Communications & engagement

22 Board members actively engage with the community to promote the various grants available.

23 Information on grants and the application process are also available via the Council’s website.

24 All applicants will be contacted via email once decisions around funding have been made.

Te mahere tūhono | Engagement planning

25 This matter has a low level of significance under the Council’s Significance and Engagement Policy.

Whakatairanga | Publicity

26 Successful grants are communicated through the Council’s usual communication channels.

Ngā āpitihanga | Attachments

1. Ōtaki Community Board Grant Criteria and Application Form ⇩

2. Kokoro Frost - Application for funding - Public Excluded (under separate cover)

3. Emma Whiterod - Application for funding - Public Excluded (under separate cover)

4. Kapiti Coast Harness Racing Club - Application for funding - Public Excluded (under separate cover)

5. Cara Guy - application for funding - Public Excluded (under separate cover)

6. Ōtaki Presbyterian Church - Application for funding - Public Excluded (under separate cover)

7. Ōtaki Kohatu - Accountability Report - Public Excluded (under separate cover)

8. Ōtaki Sports Club - Accountability Report - Public Excluded (under separate cover)

Ōtaki Community Board Meeting Agenda

26 November 2024

10 Ngā Take e Mahia ana | Matters Under Action

10.1 Matters Under Action

Author: Anna Smith, Team Leader Governance

Authoriser: Kris Pervan, Group Manager Strategy & Growth

Te pūtake | Purpose

The purpose of this report is to present the Ōtaki Community Board with the updated matters under action (as at November 2024) to review and note.

RECOMMENDATIONS

That the Ōtaki Community Board notes the following matters under action.

Item	Date Raised	Matter	Progress	Reporting Responsibility
1	April 2019	Ōtaki Civic Theatre	Councils Property Team have been in regular contact and updating the Otaki Players Society since they have moved out of the Theatre. The earthquake strengthening work at the Otaki Theatre has progressed to the stage now with the Structural and Construction drawings completed. Along with the structural and building drawings finalised, scoping works completed, and the construction budget costs peer reviewed, and approved. The Resource Consent was lodged in early September and the Building Consent applied for mid-September and planned to go out to Tender in early December. Staff have reviewed the Long-Term Plan budgets and have set a revised reduced plan of Capital projects, in line with the Capex and Opex budget cuts that have been made. The Property Team now sit within the Infrastructure and Asset Management Division and are constantly reviewing the total Capex renewal and Opex maintenance works budgets.	Staff
2	September 2014	Ōtaki Beach Open Space Development	The Road stopping is not feasible; however, work will continue around the future of the management of the natural open space area at Ōtaki Beach. An update regarding the future of this space has been requested sometime over the next few months (September or October 2024). The team have advised that: 1. The budget for the development of the Ōtaki Beach area is included in the LTP through to 2026. 2. The majority of budget (>$300k) is signalled for the 2025/26 FY, but concept design work and consultation will be kicking off this FY. Procurement of a service provider for this Development Plan is underway. 3. Complimentary budgets i.e. for Ōtaki Educational Signage and Beach accessway renewals are also being factored into a wholistic ‘One’ project approach for this location. The Board have raised the refurbishment of Pavilion as an issue to be considered during the development.	Staff
3	March 2024	Revocation Updates	No updates at the present time, although on track for lane closure on the bridge in May for 4 – 6 months. Bridge lane closure has been put back and Waka Kotahi are looking at applying for consent to building scaffolding on riverbed to avoid long term lane closure. Andrew Torr – at this time consultants are working on the design. Contract will follow, work expected to be completed 2025. Bridge update from Cam – given up on working on the riverbed. Going to lane closures starting in August. August – December lane closures one lane at a time. January/February lane closures during working hours only. Waka Kotahi brought an update to the October meeting.	Board (Cam)
4	May 2024	Problem areas - CCTV	Problem areas to be nominated. Jackie, Simon and Cam presented on this issue at the Strategy, Operations and Finance Committee meeting.	Board
5	July 2024	Clifton Cottage	Clifton Cottage is scheduled to be made weathertight and left as is. Cr Warwick has requested signage for toilets on the south bank. Community Board requests a report back on Clifton Cottage, consultation highlighted a request for restoration and that the building be made useable. Is this Waka Kotahi? What commitment was made during the process regarding this building? Is there heritage status? Request for public toilets on south bank. Staff advise that no formal commitment for this work can be found. Cam will follow up with former Ōtaki Ward Councillor to confirm board members recollection of the consultation. Cr Warwick has forwarded to the board the response to her OIR regarding the building. Land will be surplus and offered to council or back to owner or sold. Signage on that side of Riverbank to say where toilets are – check with Gareth Eloff?	Staff Board Members
6	July 2024	Paper road off Te Roto Road	Cr Warwick has organised a meeting with Greater Wellington regarding the issues – access and parking. Cr Warwick updated the board, a management plan is to be implemented. Water quality is a major issue. Cr Warwick followed up with Darren. Discussions are ongoing.	Board - Cr Warwick
7	August 2024	Railway Station Safety & Upgrade	Safety concerns regarding lighting at the Ōtaki Railway Station. Board member to canvas station users over safety concerns. Greater Wellington are currently looking into this and liaising with LINZ.	Board – Jackie Elliott
8	August 2024	Railway Station Repairs & Maintenance	Paint has been gifted to paint the railway station building – potential for a community working bee to re-paint the building. Greater Wellington are currently looking into this and liaising with LINZ.	Board


RĀRANGI TAKE AGENDA Poari ā-Hapori o Ōtaki \| Ōtaki Community Board Meeting
I hereby give notice that a Meeting of the Poari ā-Hapori o Ōtaki \| Ōtaki Community Board will be held on:
Te Rā \| Date:	Tuesday, 26 November 2024
Te Wā \| Time:	7:00pm
Te Wāhi \| Location:	Gertrude Atmore Supper Room, Memorial Hall, Main Street, Ōtaki
Kris Pervan Group Manager Strategy & Growth

Mr Cam Butler	Chair
Mr Simon Black	Deputy
Mrs Jackie Elliott	Member
Ms Christine Papps	Member
Cr Shelly Warwick	Member