The community-owned Piha postal service has been operating for over 20 years and is one of only two of its kind in the country. It is proudly owned and managed by the Piha Ratepayers & Residents Association (R&R) and presently offers 120 PO Boxes and over-the-counter mail services to the community.
Due to the recent sale and development of the land accommodating the post office, a new location was required for the building and services.
PIHA POST MAKES ITS MOVE – November 2009
It has taken a few years but the R&R is delighted that, through good democratic debate and facilitation we finally have our community owned Post Office nestled into its new resting place, and doesn’t it look great.
Special thanks to Graham Cleghorn who facilitated the many meetings that ensured the project had the full support of the community. Following a marathon community working bee, the grand re-opening took place on Saturday 24 October where Jack Kingston cut the ribbon and post mistress Chris Warman took receipt over the new counter of the first parcel posted by Val Allison. The new system of internal boxes works well and is very popular with box holders. WCC Parks worked well with the committee on the legalities and over the winter months our postal services have run cosily out of the cabins on the camp ground. Thanks Fiona.
How much did it cost?
We started discussions with an estimate of $26,000.00 and some had said how ridiculous to spend this sort of money. It is great to be able to say the project has come in well under budget.
Our thanks go out to WCC for gifting $2000-00 towards the administrative cost, Jenkin Timber donated timber and weather boards, Winstone’s gave us the wall board. Expol donated the under floor insulation. Kelvin Louie used his machinery to prepare the site, dig foundations and the storm water soak pit. Boundary Rider Surveys have done the surveying at no cost. One Security Ltd donated the smoke detectors portion of our new security system. Marley Plastics donated a complete new rainwater system. Wave Electrical has been extremely conservative with its costs. Gary Pike donated towards the storm water work. Feltex donated the carpet. With underfloor insulation and carpet it will be much warmer next winter. Thanks to my friend Voytek of GVK Engineering who did the engineering for free and Jim Stephenson for his assistance with the drawings. All my labour is free to the community.
I could not have done this without the huge support from the committee and all of the volunteers who gave freely of their time for days and hours, it was bedlam at times but a lot of fun. Thanks so much to everyone for a job well done.
So the cost, by my calculations, totaled $19,765.82, but wait, thanks to a grant from The Trusts Charitable Foundation of $10,000.00, it has come in at under $10,000.00 to the R&R. We still have the gardens to put in and I am planning to build a seat at the front. If anyone would like to donate towards the costs of the gardens and seat, your contribution will be greatly appreciated. The mail boxes will be refurbished next year and painted red and then our Post Office will be complete.
The Post Office move has been recorded in a photograph slide show on www.piha.org.nz
Keith Franich, President of the Piha Ratepayers and Residents’ Association.
Update – August 2009
Outcome from SGM held 19th July 2009
Draft minutes of Piha Post Office SGM 19th July 2009.pdf
List of Proxy Votes for Post Office SGM 19th July 2009.pdf
The following resolutions were passed:
1. “That the meeting approves the R&R Committee’s recommendation for the relocation of the Piha Post Office building and Postal Services and instructs the R&R Committee to proceed with the implementation of the proposal.”
Jan O’Connor/Jude Morton Votes in favour: 112 Votes against: 17 CARRIED
2. “That authority is granted to the R&R Committee to spend up to $26,000 to relocate the Post Office services and that the Committee make every endeavour to reduce the total cost as much as possible by fundraising, community grants, donations, supplier discounts and utilising voluntary labour.” Jan O’Connor/Jude Morton Votes in Favour: 115 Votes against: 14 CARRIED
3. Further resolutions passed were: That this meeting congratulates the President and committee of the Piha R&R Assn. on the comprehensive and responsible way they have secured the future of the Piha Post Office. Sandra Coney/Elizabeth Franich CARRIED -Unanimously
4. That the meeting thanks Graham Cleghorn for the assistance he has given to the committee in reaching this happy conclusion. Sandra Coney/Elizabeth Franich CARRIED – Unanimously
Background
At an SGM in July 2008, the membership determined that it wanted the R&R to continue to provide full postal services and to retain ownership of the building. (See Key Resolutions Below)
Since the 2009 AGM, the Committee of the has worked with the guidance of independent mediator Graham Cleghorn through a detailed and objective process to investigate the options for the future of the Post Office, in the best interests of the Piha community.
The outcome from this process is that the Committee has unanimously agreed on the best location and the Committee is recommending this proposal be adopted by the community at a Special General Meeting (SGM) called for this purpose.
Key Resolutions
At a Special General Meeting (SGM) of the R&R held on 27 Jul 08, the following 2 key resolutions were passed:
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“That the R&R Assn. continues to provide a full postal service in Piha” and
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“That the Piha R&R tries to retain ownership of the Post Office building….”
Then at an SGM of the R&R held on 16 Nov 08 the following resolution was passed:
“That the Piha R&R investigate the following options for permanent location of the postal service:
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Private Land
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Extension to the Library
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Campground Office Area”
Proposal: Download Proposal (380Kb)
The Proposal is that the Post Office building presently being stored on the Domain be permanently relocated on the Domain at Seaview Road immediately East of the Camp ground Entrance and opposite the Piha Store. 
The Waitakere City Council (WCC) would negotiate an amendment to the Camp Ground Lease, and lease the necessary area to the R&R.
The R&R will continue to own and manage the Postal Services and this will ensure the retention of the contract with NZ Post. The building will be refurbished in the process with a new wall separating the box access area from the rest of the Post Office. This will enable box holders to have 24/7 access to the boxes completely out of the weather.
The Committee has plans to seek financial support from suppliers and community grants, and as much of the refurbishment as possible will be done with voluntary labour. In addition, the Committee will investigate extending the opening hours and increasing the range of products and services on offer.
Read the Full Proposal and Details of Decision making here…
The Main Features of the Proposal are:
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The historic Post Office building continues to be utilised
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The location is central to the Piha village hub and is a high profile location eminently suitable for a Post Office
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The location will continue to enable the Post Office to provide significant social value as a central meeting place where local information is made available
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At least the present level of services will be retained and may be enhanced
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The contract with NZ Post will be retained ensuring the net income from the Post Office continues to substantially enhance the R&R funds, and enabling the R&R to provide more value to the community than it otherwise could
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The building will be refurbished and properly insulated Box holders will have 24/7acess out of the weather
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The proposal is achievable in the required timeframe and affordable by the R&R Both the WCC and the Camp Ground Lessee support the proposal
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The area surrounding the building will be landscaped and wheelchair access will be provided
Related Documents:
Update – May 2009
The Committee has successfully found temporary homes for both the storage of the Post Office Building and for the continuation of the Counter and Post Office Box services. The Post Office is back in business as usual and is operating from two cabins near the entrance to the Piha Domain Camping Ground, opposite the Camp Office. It will remain here in the short term until the final solution is implemented.
You may be aware or have been notified by the Council in relation to a public notification of the 20th May 2009 about a proposal to relocate the Piha Post Office. This was initiated by WCC in error as a result of miscommunication between Council staff and Keith Franich.
The Old Post Office Building has been removed from the new Café site and is being stored on the Piha Domain. One of the options under review is to utilise the historic building as part of the final solution. The R&R will also investigate extended opening hours and additional services. 
The Post Office Counter Services are located in the Piha Domain Campground opposite the Camp Office. One cabin houses the PO Boxes and the other will offer the counter services as usual.
The management of the postal service remains with the Piha R&R Association and with employee Chris Warman.
We are fortunate to have had the voluntary help of Graham Cleghorn and Keith Franich- members of the community experienced in project management, the building trade and obtaining consents from the WCC, many thanks to them.
POSTAL SERVICES NEED NEW LOCATION
The Piha postal service and boxes are owned and managed by the Piha Residents and Ratepayers Association Inc and is one of only 3 community owned Post Offices in NZ. Presently the postal services are under review as the site of the existing post office has been sold to private ownership. 
“… one of only 3 community owned Post Offices in NZ”
The Piha P.O needs a new location as it’s present site has been sold by Telecom and is up for development as a cafe since the Environment Court approved the Cafe Application in February 2009.
After a majority vote from the Association Special General Meeting in July 2008 for the R&R to retain full postal services at Piha the next stage is to agree on the best location for the community owned Post Office.
Representatives of Preserve Piha Ltd addressed the 2008 General Meeting and declared that Piha R&R could continue its postal services from the Post Office building until the Environment Court Decision in approximately November 2009. The Association has since been paying a negotiated monthly lease.
There was some debate over the question of ownership of the P.O building. The Piha R&R is in possession of a letter from Telecom gifting them the building in 1987 to which the Association agreed. Before the sale in 2006, Telecom also offered the Association $5000 to assist in moving the building. Subsequently Telecom has sold the land and buildings to Preserve Piha Ltd – the developers of the Cafe. 
Recently the developers of the Cafe’ Preserve Piha Ltd wrote to the Association and offered to gift the building to the Association with a deadline for the building to be removed by the end of March 2009, so the committee is removing the building to storage and looking at options to include it in the future plans for the P.O.
Related Documents:
Minutes of the Piha Post Office SGM July 2008.pdf
Minutes of the Piha Post Office SGM November 2008.pdf
2008 AGM Minutes.pdf
Draft 2009 AGM Minutes.pdf
TelecomGiftingLetter.pdf
R&RAcceptenceLetter.pdf
Brief History of the Piha Post Office.pdf
Chronology of Events in Relation to the Piha Post Office
Background
Telecom owned the land on which the Piha Postal Centre stands. It was taken under the Public Works Act in 1968 for telecommunication purposes. The underlying designation is Residential. Land taken under the Public Works Act which is no longer required must be offered for purchase back to the original owner if the owner is still alive. If the owner doesn’t want to repurchase it or is not alive, then the current owner may sell it.
2004
February Fire in exchange building burns it out. Telecom decides not to repair it but to install roadside boxes.
21 April Letter from John Goulter, Public Affairs and Government Relations Manager, Telecom, to inform us about the cabinets and that it is considering options for the site.
Late April President, Graham Caley , in phone conversation with John Goulter,explains post boxes have been let for 12 months from 1 April.
30 May. Letter sent to Telecom giving history of Post Office requesting status quo be maintained and offering to meet with Telecom.
29 June. Letter from Telecom saying it will look at options. “We will keep the Association fully informed of any decisions.”
19 November. Letter to Telecom asking for information on progress on proposals for AGM.
December. Phone calls to Helen Pearce from Rhys Harvey Telecom’s property consultants, who is going to prepare a feasibility study on land, and Kerry Hickey, NZ Post, Post Centre Business Manager, to discuss postal service provision in the event of sale of the land.
2005
9 January AGM resolution for Committee to do everything possible to retain Post Office land. Bob Harvey says WCC will buy the land.
4 February. Letter to Telecom with copy to Rhys Harvey with information on AGM resolution and photo of Post Office.
14 February. Letter to Bob Harvey thanking him for attending AGM and referring to his concern about retention of land.
17 February. Graham Caley and Helen Pearce meet with Kerry Hickey NZ Post to discuss postal services at Piha.
24 February. Kerry Hickey visits Piha Post Office and view area.
11 March. Letter to Theresa Gattung of Telecom putting arguments for retention of land.
23 March. Letter from John Goulter of Telecom saying Telecom ghas decided to sell the land and NZ Post has found location for boxes.
9 April. Letter to Telecom saying boxes let for another year and that from conversation with NZ Post, it does not confirm that it has told Telecom a location for the boxes has been found.
4 May. Letter from Bob Harvey saying the land is Telecom’s to do with what it will.
5 May. Graham Caley and Helen Pearce meet with Kerry Hickey NZ Post to discuss options for continuation of postal services if Telecom sells the land. Telecom has threatened NZ Post with trespass notice if boxes not removed by end of May.
6 May. Committee decides to hold public meeting on 22 May.
Week beginning 16 May. Media contacted. News stories. John Goulter phones Helen Pearce, says Telecom will pay for relocation of the building.
20 May. Kerry Hickey NZ Post informs Helen Pearce that Telecom has extended date for box removal to 26 July. He has not yet found an alternative location for boxes or way of continuing counter postal services at Piha.
At the June 2008 meeting several resolutions from our “in committee section” of the meeting were:
Resolution # 6 Monique/Claire
Committee authorise Tony to negotiate rent with Preserve Piha Ltd and he will report back to the committee.
Resolution # 7 Tony/Geoff
Approach council for approval to move current postal services on a temporary basis to a suitable location in a portable building subject to costs. If agreed the services to be moved to a location subject to cost approval by the committee.
Resolution # 8 Tony/Simon
Public meeting to be held to see if community wants this temporary situation to be continued permanently or if they want services to be discontinued.
Association Committee 20/5/05
