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RĀRANGI TAKE AGENDA
Poari ā-Hapori o Ōtaki | Ōtaki Community Board Meeting |
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I hereby give notice that a Meeting of the Poari ā-Hapori o Ōtaki | Ōtaki Community Board will be held on: |
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Te Rā | Date: |
Tuesday, 29 April 2025 |
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Te Wā | Time: |
7.00pm |
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Te Wāhi | Location: |
Gertrude Atmore Supper Room, Memorial Hall, Main Street, Ōtaki |
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Kris Pervan Group Manager Strategy & Growth |
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Ōtaki Community Board Meeting Agenda |
29 April 2025 |
Kāpiti Coast District Council
Notice is hereby given that a meeting of the Poari ā-Hapori o Ōtaki | Ōtaki Community Board will be held in the Gertrude Atmore Supper Room, Memorial Hall, Main Street, Ōtaki, on Tuesday 29 April 2025, 7.00pm.
Poari ā-Hapori o Ōtaki | Ōtaki Community Board Members
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Mr Cam Butler |
Chair |
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Mr Simon Black |
Deputy |
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Mrs Jackie Elliott |
Member |
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Ms Christine Papps |
Member |
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Cr Shelly Warwick |
Member |
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29 April 2025 |
Te Raupapa Take | Order Of Business
4 He Wā Kōrero ki te Marea | Public Speaking Time
5 Ngā Teputeihana | Deputations
6 Ngā Take a ngā Mema | Members’ Business
8.1 Consideration of Applications for Funding
9 Te Whakaū i ngā Āmiki | Confirmation of Minutes
10 Ngā Take e Mahia ana | Matters Under Action
11 Karakia Whakamutunga | Closing Karakia
1 Nau mai | Welcome
3 Te Tauākī o Te Whaitake ki ngā Mea o te Rārangi Take | Declarations of Interest Relating to Items on the Agenda
Notification from Elected Members of:
3.1 – any interests that may create a conflict with their role as an elected member relating to the items of business for this meeting, and
3.2 – 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
4 He Wā Kōrero ki te Marea | Public Speaking Time
5 Ngā Teputeihana | Deputations
6 Ngā Take a ngā Mema | Members’ Business
(a) Leave of Absence
(b) Matters of an Urgent Nature (advice to be provided to the Chair prior to the commencement of the meeting)
(c) Community Board Members’ Activities
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29 April 2025 |
7 He Kōrero Hou | Updates
Kaituhi | Author: Andrew Torr, Project Manager Peka Peka to Ōtaki (PP2Ō)
Kaiwhakamana | Authoriser: Sean Mallon, Group Manager Infrastructure and Asset Management
Te pūtake | Purpose
1 To update the Ōtaki Community Board on progress and upcoming civil works in Ōtaki.
2 There are several civil works projects underway impacting on parts of Ōtaki:
a) SH1 Revocation – an NZTA project converting old State Highway 1 into a fit-for-purpose local road before it is revoked to Council. NZTA is leading the communications activities for this work with Council support.
b) Ōtaki Wastewater – upgrading the wastewater network along Aotaki Street and Mill Road
c) SH1/Mill Rd Roundabout – rebuilding the roundabout for both the wastewater project and revocation works.
d) Riverbank Rd Shared Path – extending the shared path along Riverbank Road.
e) Reservoir – construction is near completion and the reservoir will come on stream in late May or early June.
He take | issues
3 We’re aware of the scale and extent of work across Ōtaki over the next two years and the potential disruption the works could cause.
4 We’re working to ensure stakeholders, and the community are kept informed and to mitigate the impact of the work where possible.
ngā Mahi panuku | next steps
6 Ongoing engagement and communications activities are planned.
Ngā āpitihanga | Attachments
1. Ōtaki
Civil Works Update Presentation to Ōtaki Community Board ⇩ 
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29 April 2025 |
8 Pūrongo | Reports
8.1 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 three applications for funding for consideration at this meeting and three 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 Mallery Henderson to assist with the cost of travelling to officiate at the 2025 Roller Derby World Cup in Austria.
B. That the Ōtaki Community Board approves a grant of $_____ to the Ōtaki & Districts Memorial RSA & Community Club to assist with the cost of purchasing a replacement Battery Powered Portable Sound system for the Otaki RSA to be used at outdoor occasions.
C. That the Ōtaki Community Board approves a grant of $_____ to the Kapiti Loss and Grief Support Trust to assist with the cost of running the WAVES Bereaved by Suicide Support Group.
D. That the Ōtaki Community Board notes the accountability reports received as attachment 5-7.
Tūāpapa | Background
4 This is the sixth 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 Three applications for funding have been received and are attached to this report (under separate cover) as Attachments 2-4. These applications have been attached ‘Under a Separate Cover’ and ‘Public Excluded’ due to the attachments containing personal information. The applications are summarised below.
8 Mallery Henderson has applied for an Ōtaki Community Board Grant of $500 to assist with the cost of travelling to officiate at the 2025 Roller Derby World Cup in Austria.
9 Trist Reweti, on behalf of Ōtaki & Districts Memorial RSA has applied for an Ōtaki Community Board Grant of $750 to assist with the cost of purchasing a replacement Battery Powered Portable Sound system for the Ōtaki RSA to be used at outdoor occasions.
10 Libby Davis on behalf of Kapiti Loss and Grief Support Trust, has applied for an Ōtaki Community Board Grant of $750 to assist with the cost of running the WAVES Bereaved by Suicide Support Group.
He take | Issues
11 There are no issues to be considered.
Ngā kōwhiringa | Options
12 There are no options to be considered.
Mana whenua
13 There has been no direct engagement with mana whenua regarding this report.
Panonitanga Āhuarangi me te Taiao | Climate change and Environment
14 There are no climate change matters to be considered.
Ahumoni me ngā rawa | Financial and resourcing
15 Budget allocations for the 2024/2025 financial year for the Ōtaki Community Board Grant Fund are as follows in the table.
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Fund |
2024/25 budget allocation |
Total allocated to date |
Grant Money returned |
Total unallocated to date |
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Ōtaki Community Board Grant Fund |
$27,979 |
$20,124.00 |
$0 |
$7,855 |
16 Community Board Grants approved for the 2024/2025 are as follows:
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Date |
Recipient |
Purpose of Grant |
Amount
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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
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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
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23 July 2024 |
Community Coffee and Chat |
To assist with venue hire costs. |
$750 |
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23 July 2024 |
Moahuia Goza |
To assist with the cost of travelling to China for Kapa Haka performances. |
$650
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23 July 2024 |
Jacinta Patten |
To assist with the cost of venue hire for the homeschool co-op’s weekly meetings. |
$724 |
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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 |
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23 July 2024 |
Kāpiti Crop Swap |
To assist with venue hire costs and event promotion. |
$750 |
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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 |
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27 Aug 2024 |
Rāhui Māreikura |
To assist with the costs of running the Rāhui Māreikura Girls Rugby programme. |
$750 |
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27 Aug 2024 |
Ōtaki Sports Club |
To assist with the costs of purchasing tennis balls for junior interclub tennis matches programme. |
$750 |
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15 Oct 2024 |
Wellington Area Trail Riding Club |
To assist with the cost of holding two club riding events within the Ōtaki area. |
$750 |
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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 |
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15 Oct 2024 |
Kapiti Concert Orchestra |
To assist with the costs of holding their annual concert in Ōtaki. |
$750 |
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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 |
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15 Oct 2024 |
Ōtaki Volunteer Fire Brigade |
To assist with ongoing maintenance and compliance costs of the two vintage fire engines. |
$750 |
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26 Nov 2024 |
Ōtaki Presbyterian Church
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To assist with the costs in purchasing a table tennis table to expand their weekly sausage sizzle for local rangatahi |
$700 |
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26 Nov 2024 |
Kokoro Frost |
To assist with the cost of attending the 2024 World Short Course Championships in Budapest, Hungary. |
$750 |
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26 Nov 2024 |
Suzane Duker/ 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. |
$1500 |
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26 Nov 2024 |
Mary Coleman |
To assist with the cost of providing free face painting as part of the community family race day on Sunday 19 January 2025. |
$750 |
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26 Nov 2024 |
Cara Guy |
To assist with the cost of representing New Zealand on the Global Development Tour organised by United Nations Youth. |
$750 |
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11 March 2025 |
Amicus Club of Ōtaki |
To assist with the cost of bus trips for members.
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$800 |
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11 March 2025 |
Ōtaki & Districts Memorial RSA & Community Club |
To give koha to our servicemen that contribute to RSA events and pay for the breakfast at the RSA after the Dawn Service. |
$750 |
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11 March 2025 |
Ōtaki Foodbank |
To assist with the cost of providing food parcels to the community as demand is increasing. |
$750 |
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11 March 2025 |
Ōtaki Toy Library |
To assist with purchasing new toys for the Toy Library. |
$750 |
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11 March 2025 |
Jahvahn Kepa |
To assist with the cost of attending his Muay Thai NZ Title Fight in Gisborne. |
$750 |
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11 March 2025 |
Ōtaki Scouts |
To assist with the cost of repainting the Ōtaki Scout Hall roof. |
$750 |
17 Attached to this report as Attachments 5-7 (under a separate cover) are three accountability reports received since the last Ōtaki Community Board meeting. These reports have been attached ‘Under a Separate Cover’ and ‘Public Excluded’ due to the attachments containing personal information.
Tūraru ā-Ture me te Whakahaere | Legal and Organisational Risk
18 There are no legal or risk matters to be considered.
Ngā pānga ki ngā kaupapa here | Policy impact
19 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
20 Board members actively engage with the community to promote the various grants available.
21 Information on grants and the application process are also available via the Council’s website.
22 All applicants will be contacted via email once decisions around funding have been made.
Te mahere tūhono | Engagement planning
23 This matter has a low level of significance under the Council’s Significance and Engagement Policy.
Whakatairanga | Publicity
24 Successful grants are communicated through the Council’s usual communication channels.
Ngā āpitihanga | Attachments
1. Ōtaki
Community Board Grant Criteria and Application Form ⇩ 
2. Mallery Henderson - Application for funding - Privacy, Section 7(2)(a) - Public Excluded (under separate cover)
3. Ōtaki and Districts Memorial RSA - Application for funding - Privacy, Section 7(2)(a) - Public Excluded (under separate cover)
4. Kāpiti Loss and Grief Support Trust - Application for funding - Privacy, Section 7(2)(a) - Public Excluded (under separate cover)
5. Accountability Report - Jacinta Patten - Privacy, Section 7(2)(a) - Public Excluded (under separate cover)
6. Accountability Report - Moahuia Goza - Privacy, Section 7(2)(a) - Public Excluded (under separate cover)
7. Accountability Report - Ōtaki Golf Club - Privacy, Section 7(2)(a) - Public Excluded (under separate cover)
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29 April 2025 |
9 Te Whakaū i ngā Āmiki | Confirmation of Minutes
Author: Anna Smith, Team Leader Governance
Authoriser: Kris Pervan, Group Manager Strategy & Growth
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Taunakitanga | Recommendations That the minutes of the Ōtaki Community Board meeting of 11 March 2025 be accepted as a true and correct record.
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1. Ōtaki
Community Board minutes - 11 March 2025 ⇩ 
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29 April 2025 |
10 Ngā Take e Mahia ana | 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 of 4 March 2025) to review and note.
That the Ōtaki Community Board notes the following matters under action.
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Date Raised |
Matter |
Progress |
Reporting Responsibility |
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March 2025 |
Ōtaki Civic Theatre
Vandalism Update |
The Council Property Team over the past months have gained all the required consents, completed all the required Otaki Civic Theatre Strengthening Project documentation, and advertised the project on the GETZ NZ open tender market portal. After gaining 6 x interested parties, the Tender evaluation panel carried out the evaluation of the individual Tenders to a proscribed format, this process was carried out and the successful contractor was notified. The construction contract has now been signed to carry out the scheduled works. The project is programmed to start in March 2025 and completion is set for the end of January 2026. Since the Christmas holiday period the amount of vandalism that is being incurred within the Kapiti area has increased, unfortunately the Councils Otaki facilities have had severe costs incurred especially over the past 3 weeks. The new Exeloo at Ashford Park will cost approx $49K to repair once replacement parts for those stolen arrive, along with the installation of extra security measures on site The Otaki i Site Toilets facility had the spouting ripped down and graffiti sprayed on the walls throughout, and the toilet paper holders smashed, approx costs $3K The Otaki Skateboard Park toilet facility is awaiting a new door and parts etc after finally being ripped off by the vandals after several failed attempts, as we have been repairing the ongoing vandalism, trying to keep the facility open and working, a new door, and parts etc approx repair cost of $10K, The Otaki River Mouth Toilet sustained vandalism with the toilet seats ripped off, the toilet pan smashed, water and waste pipes broken and ripped out, the toilet paper holder and sanitary bin smashed and paper and faeces thrown about, approx repair costs of $5K The Otaki Beach Pavilion Toilets had the doors damaged and heavily graffitied with bright red oil-based paint prior to the Kite festival, this required 3 x coats of undercoat to stop the red pigment bleeding through the paint, and then we repainted in white topcoat for the Kite festival. approx repair cost $10K At the Kite Festival the men’s hand basin was wrenched from the wall and the cold-water feed to the basin ripped of the wall spraying water everywhere which meant the facility had to be closed for a short time, with Call out fees and subsequent visit to finalise the repair the costs approx of $3K The Property Unit are constantly reviewing the current Long-Term Plan budgets and revise the estimated costs in line with the ongoing Capex and Opex budget pressures due to unexpected works that unfold, and installing security measures to prolong the life of a facility, In summary, there has been an increase in vandalism within the Property Portfolio throughout the Kapiti region in the past 12 months, an example of this is over the past 3 weeks in the Otaki area alone, Council Property have sustained just over $80K worth of unbudgeted works due to theft and vandalism.
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Staff |
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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. Cr Warwick recommended the board provide feedback on proposed Freedom Camping Policy review in relation to the beach front carparks. |
Staff |
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March 2024 |
Revocation Updates |
Waka Kotahi brought an update to the October meeting. Revocation works have begun around Te Horo Beach road, Mr Butler has asked for timing and project information to be provided. Mr Butler provided a brief update on the cycle lane, and Te Horo Beach Road. |
Board |
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4 |
May 2024 |
Problem areas - CCTV |
Problem areas to be nominated. Mrs Elliott, Mr Black and Mr Butlerpresented on this issue at the Strategy, Operations and Finance Committee meeting. |
Board |
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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. Mr Butler 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. The board have identified a need for signage on that side of Riverbank to say where toilets are. The Manager, Parks Open Space and Environment has agreed that there is a possibility that council could work with Greater Wellington Regional Council to support this. The Ōtaki river corridor is Greater Wellington’s responsibility to manage and control. |
Staff Board Members |
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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. Cr Warwick has requested that Greater Wellington add this to their Annual Plan. |
Board - Cr Warwick |
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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 |
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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 |
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9 |
March 2025 |
Parking on Te Roto Road |
Cr Warwick has met with Chief Executive, Darren Edwards regarding investigating potential Council owned land that could be used for parking. Ōtaki Community Board to ask Rob McIndoe if he could supply photos for evidence. |
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