Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

The Local Government Act 2002 states the role of a Community Board is to:-

(a) Represent, and act as an advocate for, the interests of its community;

(b) Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

(d) Prepare an annual submission to the territorial authority for expenditure within the community;

(e) Communicate with community organisations and special interest groups within the community;

(f) Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated stormwater systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.

7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres.

8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12. Recommend new bylaws or amendments to existing bylaws.

13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14. Exercise the following powers in respect of the Council bylaws within their community:

a. Control of Use of Public Spaces – Dispensations on signs

b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e. Speed Limits – Recommend places and speed limits which should be imposed.

15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1. Comment on adverse performance to the Chief Executive in respect of service delivery.

2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3. Assist their communities to set priorities for Pride of Place programmes.

4. Have special regard for the views of Maori.

5. Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6. Actively participate in community consultation and advocacy and keep Council informed on local issues.

7. Seek and report to Council community feedback on current issues by:

a) Holding a Community forum prior to Board meetings

b) Varying the venues of Board meetings to enable access by members of the community

8. Monitor and make recommendations to Council to improve effectiveness of policy.

9. Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1. Provide appropriate management support for the Boards.

2. Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3. Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

4. Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5. Prepare an induction/familiarisation process targeting new members in particular early in the term.

6. Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7. Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8. Help Boards to implement local community projects.

9. Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10. Provide information.

BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Terry Greening	Greening Family Trust	Beneficiary		Highly unlikely to interface with FNDC
	Bay of Islands Walking Weekend Trust		Potential of seeking funds	Step aside from any requests or decisions regarding requests
	Russell 2000 Trust (Chairman)			Trust is about to wind up.
	Russell Centennial Trust (ex-officio trustee)	Manages Russell Museum	Seeks funds from council	Step aside from any requests or decisions regarding requests
	Residence in Russell	Nil	Nil	N/A
Terry Greening (Wife)	Greening Family Trust	Beneficiary	N/A	N/A
Terry Greening (Wife)	Residence in Russell
Lane Ayr	Retired
	Home
	Residence in Kerikeri
Lane Ayr (Partner)	Riverview School
	Home
	Residence in Kerikeri
Martin Robinson	Self-employed
	Focus Paihia	Trustee
	Paihia Haven of History Trust	Trustee
	GE Tree Northland
	Own a Farm
Martin Robinson (Partner)	Home Maker
Martin Robinson (Partner)	Own Section, Lifestyle
Rachel Smith	Acura Accountants Director
	Self employed contractor- marketing and events
	Self employed
Rachel Smith (Partner)	Acura accountants Limited, Director
	Kerikeri Cruising Club	Treasurer
	Riverview School Board of Trustees	Treasury position.
Belinda Ward	Ward Jarvis Family Trust	Trustee
	Kenneth Jarvis Family Trust	Trustee
	Saltwater Trust	Trustee
Belinda Ward (Partner)	Ward Jarvis Family Trust	Trustee
	Kenneth Jarvis Family Trust	Trustee
	Saltwater Trust	Trustee
Bruce Mills	No form received
Manuwai Wells	No form received
Cr Kelly Stratford	Office manager at Kinghans.
	Denture assistant at Kawakawa denture Services self-employed as book keeper Kelly@ksbookkeeoing.net	None	None
	KS Bookkeeping and Administration	Business owner, bookkeeping and development of environment management plans for clients.	None perceived	I’d step aside from decisions that arise, that may have conflicts.
	Kinghans Accounting	Office Administration	None perceived	Step aside from decisions that arise, that may have conflicts.
	Waikare Marae Trustees	Trustee	May be perceived conflicts	Case by case basis
	Kawakawa Business & Community Association	Committee member/newsletter editor and printer	None perceived	If there was a perceived conflict, I will step aside from decision making
	Bay of Islands College	Parent elected trustee	None perceived	If there was a perceived conflict, I will step aside from decision making
	Karetu School Bay Cosmos Soccer	Parent elected trustee. Committee member and coach	None perceived	If there was a perceived conflict, I will step aside from decision making
	Property in Waikare and Moerewa			If there was a perceived conflict, I will step aside from decision making
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
Kelly Stratford (Husband)	Puketona Junction Café 39 Gillies Café	Barista & Chef Barista	N/A	N/A
Kelly Stratford (Husband)	Property in Moerewa		N/A	N/A

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

File Number: A2203826

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

The minutes are attached to allow the Bay of Islands-Whangaroa Community Board to confirm that the minutes are a true and correct record of the previous meeting.

Recommendation

That the Bay of Islands-Whangaroa Community Board agree that the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 24 September 2018 be confirmed as a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 Section 28A states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Discussion and Options

The minutes of the meeting are attached.

The Bay of Islands-Whangaroa Community Board Standing Orders Section 27.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision.

Attachments

1. Bay of Islands-Whangaroa Community Board Minutes dated 24 September 2018 - A2202308 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	None
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Not applicable
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications requiring input from the Chief Financial Officer
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

MINUTES OF Far North District Council
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Paihia War Memorial Hall, Williams Road, Paihia
ON Monday, 24 September 2018 AT 10.02 AM

PRESENT: Chairperson Terry Greening, Cr Kelly Stratford, Member Lane Ayr, Member Bruce Mills, Member Martin Robinson, Member Rachel Smith, Member Belinda Ward, Member Manuwai Wells

IN ATTENDANCE:

STAFF PRESENT: Alice Astell - Property Legalisation Officer; Kim Hammond – Meetings Administrator

1 Apologies and conflicts of Interest

Member Bruce Mills declared a conflict of interest in relation to item 8.9, Application for funding – Whangaroa Community Trust.

2 Public Forum

- Steve Cornwell spoke regarding the Kawakawa bridges and Paihia footpaths

- Antoinette Kenard and Dene Harrison (representing Paihia Football Club) spoke regarding Bledisloe Domain

- Jane Saunders representing Living Wall spoke regarding installing a succulent living wall on the Opua public toilets

- Angela Norman representing Whangaroa Community Trust spoke regarding a skatepath to be installed at the Kaeo Domain and future projects/programmes in Kaeo

- Inge Bremer representing Carbon Neutral Kerikeri (branch of Vision Kerikeri) spoke regarding reducing carbon output and increasing the sequestering (absorbing) planting

- Laurell Pratt representing Kawakawa Hundertwasser Park Charitable Trust provided an update on Kawakawa Hundertwasser Park Te Hononga build

- Don Mandeno representing Fore Shore for Sure spoke regarding Kings Road issues and upgrade of cameras installed

At 11:18 a.m., Cr Kelly Stratford left the meeting. At 11:19 a.m., Cr Kelly Stratford returned to the meeting.

3 Speakers

Waireti Paora representing Ngati Rahiri Maori Komiti regarding Item 8.8 - Application for funding - Ngati Rahiri Maori Komiti

4 Confirmation of Previous Minutes

4.1 Confirmation of previous minutes

Resolution 2018/13

Moved: Cr Kelly Stratford

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board agree that the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 13 August 2018 be confirmed as a true and correct record.

Carried

5 Infrastructure and Asset Management Group

Suspension of Standing Orders

Resolution 2018/14

Moved: Member Terry Greening

Seconded: Member Rachel Smith

That Standing Orders ‘3.5 Rules of Debate’ be suspended to enable Elected Members to speak more than once and enable Andy Nock, Far North Holdings Limited to speak to item - Lease of Part Kororipo-Kerikeri Basin Recreation Reserve - The Pear Tree Restaurant.

Carried

At 11:38 a.m., Member Terry Greening left the meeting. At 11:39 a.m., Member Terry Greening returned to the meeting.

Resumption of Standing Orders

Resolution 2018/15

Moved: Member Terry Greening

Seconded: Member Martin Robinson

That Standing Orders be resumed.

Carried

The meeting was adjourned from 12.15 pm to 12.50 pm

5.1 Road Naming - Rivercrest Way Report

Recommendation 2018/16

Moved: Member Terry Greening

Seconded: Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board name a private road Rivercrest Way addressed at 227 Kerikeri Inlet Road, Kerikeri, as per map A2141308.

Amendment

Moved: Member Rachel Smith

Seconded: Cr Kelly Stratford

That the item be left to lie on the table until confirmation from those who live on the road can be provided.

resolution

Moved: Member Rachel Smith

Seconded: Cr Kelly Stratford

That the item be left to lie on the table until confirmation from those who live on the road can be provided.

.Carried

5.2 Road Naming - Waterfall Lane

Resolution 2018/17

Moved: Member Belinda Ward

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board name a private road Waterfall Lane addressed at 130 Waipapa Road, Waipapa, as per map (A2141228).

Carried

5.3 Road Naming Report

recommendation 2018/18

Moved: Member Terry Greening

Seconded: Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board names the Right of Way currently addressed as Doel Road, Aqua Bella Rise:

Amendment

Moved: Member Terry Greening

Seconded: Cr Kelly Stratford

That this item is left to lie on the table until further consultation documents are provided to the Board for consideration.

Resolution

Moved: Chairperson Terry Greening

Seconded: Cr Kelly Stratford

That this item is left to lie on the table until further consultation documents are provided to the Board for consideration.

Carried

6 Corporate Services Group

6.1 Chairperson and Members Report

Resolution 2018/19

Moved: Member Terry Greening

Seconded: Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board note the reports from the Chairperson Greening and Members Ward, Wells, Ayr ,Smith and Mills.

Carried

At 12:51 p.m., Member Martin Robinson left the meeting. At 1:07 p.m., Member Martin Robinson returned to the meeting.

At 1:30 p.m., Member Manuwai Wells left the meeting. At 1:32 p.m., Member Manuwai Wells returned to the meeting.

6.2 Statement of Community Fund Account as at 31 July 2018

Resolution 2018/20

Moved: Member Martin Robinson

Seconded: Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board note the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 July 2018”.

Carried

6.3 Statement of Community Fund Account as at 31 August 2018

Resolution 2018/21

Moved: Member Martin Robinson

Seconded: Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board note the report entitled “Statement of Community Fund Account as at 31 August 2018”.

Carried

6.4 Funding Project Reports

Resolution 2018/22

Moved: Member Rachel Smith

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board note the project reports received from

a) Bay Sport Incorporated

b) Pear Tree Paddlers

c) Puketi Forest Trust

d) Russell Centennial Trust Board

e) Whangaroa County Museum and Archives Society Incorporated

Carried

6.5 Application for funding - Bay of Islands-Kaikohe Photography Club

Resolution 2018/23

Moved: Member Rachel Smith

Seconded: Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board approve the sum of $563 (plus GST if applicable) to be paid from the Boards Community Fund account to the Bay of Islands-Kaikohe Photography Club for the costs of administration and printing, purchase of consumables and hireage of a drone to record the history of Kerikeri, for the following reasons:

i) Proud vibrant communities.

Carried

6.6 Application for funding - Friends of Springbank Charitable Trust

Resolution 2018/24

Moved: Member Martin Robinson

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,375 (plus GST if applicable) to be paid from the Boards Community Fund account to Friends of Springbank Charitable Trust for the hireage of the buses for the Fireworks Extravaganza 2018, for the following reason:

i) Proud vibrant communities.

Carried

6.7 Application for funding- Kerikeri Baptist Church (Busy Bee Knitting Club)

Resolution 2018/25

Moved: Member Belinda Ward

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,000.00 (plus GST if applicable) to be paid from the Boards Community Fund account to Kerikeri Baptist Church on behalf of Busy Bees Knitting Club for the community knitting project to purchase of yarn/wool for the following reason:

i) Proud vibrant communities.

Carried

6.8 Application for funding - Ngati Rahiri Maori Komiti

Recommendation 2018/26

Moved: Member Martin Robinson

Seconded: Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,000.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngati Rahiri Maori Komiti for advertising, administration, equipment hire, MC koha, mileage and purchase of food and consumables for the following reason:

i) Proud vibrant communities.

Amendment

Moved: Member Belinda Ward

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $4,276.80 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngati Rahiri Maori Komiti for advertising, administration, equipment hire, MC koha, mileage and purchase of food and consumables for the following reason:

i) Proud vibrant communities.

LOST

Resolution

Moved: Member Martin Robinson

Seconded: Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,000.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Ngati Rahiri Maori Komiti for advertising, administration, equipment hire, MC koha, mileage and purchase of food and consumables for the following reason:

i) Proud vibrant communities.

Carried

The meeting was adjourned from 2.05 pm to 3.02 pm.

6.9 Application for funding - Whangaroa Community Trust

Recommendation 2018/27

Moved: Member Belinda Ward

Seconded: Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board:

a) approve the sum of $2,466.75 (plus GST if applicable) to be paid from the Boards Community Fund account to Whangaroa Community Trust for rent at Kaeo Library for the following reason:

i) Proud vibrant communities.

b) payment will not be paid to the Whangaroa Community Trust until outstanding project reports are submitted to the Community Board for approval.

Amendment

Moved: Member Belinda Ward

Seconded: Cr Kelly Stratford

That the Application for Funding – Whangaroa Community Trust item be left to lie on the table until a completed application form and outstanding project reports have been submitted.

Resolution

That the Application for Funding – Whangaroa Community Trust item be left to lie on the table until a completed application form and outstanding project reports have been submitted.

Carried

7 Information Reports

7.1 Statement of Financial Performance to 30 June 2018

Resolution 2018/28

Moved: Member Terry Greening

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community note the report “Statement of Financial Performance to 30 June 2018”.

Carried

At 3:16 p.m., Member Martin Robinson left the meeting. At 3:16 p.m., Member Martin Robinson returned to the meeting.

5 Infrastructure and Asset Management Group continued

5.4 Lease of Part Kororipo-Kerikeri Basin Recreation Reserve - The Pear Tree Restaurant

Committee Recommendation

Moved: Member Martin Robinson

Seconded: Member Terry Greening

That the Bay of Islands-Whangaroa Community Board recommends that the Far North District Council, pursuant to its powers under sections 53(1)(h) and 54(1)(d) of the Reserves Act 1977, grants a new lease of part of the Kororipo-Kerikeri Basin recreation reserve comprising approximately 2054m2 of the land contained in CFR NA836/15 to the existing tenant Pear Tree Kerikeri Limited and that the terms of the lease shall be:

a) Term: 5 years

Rent: Commercial rate to be determined by valuation

Right of Renewal: One further terms of 5 years if no alternative need identified

Area: To be approximately 2054m2 of the land contained in CFR NA836/15 as shown on the attached aerial Plan

b) The Blacksmith Cottage be excluded or is excluded from the area if required by Heritage New Zealand

c) legal vehicular access from the Pear Tree Restaurant be provided to Kerikeri Road

d) request that Council prioritise the development of a Reserve Management Plan in partnership with the Kororipo Heritage Park Management Group

In Favour: Chairperson Terry Greening, Cr Kelly Stratford, Member Martin Robinson, Member Rachel Smith and Member Manuwai Wells

Against: member Lane Ayr, Member Bruce Mills and Member Belinda Ward

carried 5/3

At 3:43 p.m., Cr Kelly Stratford left the meeting. At 3:45 p.m., Cr Kelly Stratford returned to the meeting.

At 4:01 p.m., Cr Kelly Stratford left the meeting.

Additional Papers

Resolution 2018/29

Moved: Member Terry Greening

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board receive the following additional papers:

a) Letter and photos received from Steve Cornwall

b) Te Hononga Kawakawa Hundertwasser Park Community Board Update 24.09.2018

c) Letter received from Kororipo-Kerikeri Basin Management Group in regards to Item 5.3 – Lease of part of Kororipo-Kerikeri Basin Recreation Reserve – The Pear Tree Restaurant.

d) Letter received from Te Runanga o Ngati Rehia in regards to Item 5.3 – Lease of part of Kororipo-Kerikeri Basin Recreation Reserve – The Pear Tree Resturant.

e) Waitangi Catchment Plan Expo

f) LGNZ Community Board Executive Committee meeting report

Carried

8 Meeting Close

The meeting closed at 4.02 pm.

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting on 5 November 2018.

...................................................

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

6 Infrastructure and Asset Management Group

6.1 Item Left to Lie on the Table - Road Naming - Rivercrest Way Report

File Number: A2162378

Author: Selina Topia, Roading Support Officer

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Purpose of the Report

To seek approval from the Bay of Islands-Whangaroa Community Board to officially name a private road.

Executive Summary

· Council has received a Road Naming application to name a private road addressed at 227 Kerikeri Inlet Road, Kerikeri (Attachment 1 and Attachment 2). Community Boards have delegated authority to name private roads.

· This report was presented to the Board at their meeting on 24 September 2018. The Board requested that evidence of consultation with effected landowners be brought back to the meeting on 5 November 2018 to enable the Board to make a decision (Attachment 3).

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) Uplift the report “Road Naming – Rivercrest Way report”

b) name a private road Rivercrest Way addressed at 227 Kerikeri Inlet Road, Kerikeri, as per map A2141308.

1) Background

David Broomfield from Woodlot Properties Ltd has advised that this is a new private road created by Subdivision. The private road, addressed at 227 Kerikeri Inlet Road, Kerikeri was originally the Rivercrest Orchard which was established on this site in 1977, so a long history is associated with the Rivercrest name on this property.

The background for these names is given also as per the Road Naming application attached (A2141304).

Their suggestions are as follows:

1. Rivercrest Way

2. Northward View Rise

3. Rivercrest Rise

There are currently two property owners on the subdivision. Both property owners have agreed they would like to honour the history of the site by using the name Rivercrest which has been associated with the site for over 40 years.

2) Discussion and Options

The Roading team has no objections.

Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

There are no financial implications to Council. The costs for road signage and installation will be met by the developer.

Attachments

1. Rivercrest Way Map - A2217281 ⇩

2. Rivercrest Way Application - A2217273 ⇩

3. Rivercrest Way Landowner Consultation - A2217483 ⇩

4. Rivercrest Way Schedule - A2217295 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is the naming of a private road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	No district wide relevance and the Community Board have the delegated authority to approve road names.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Property owners that share that same access. 75% of the landowners must approve the road name before the Road Naming application is submitted for approval.
State the financial implications and where budgetary provisions have been made to support this decision.	Costs associated with the erection of road name signs will be met by the developer.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

7 Strategic Planning and Policy Group

7.1 Adoption of the Bay of Islands-Whangaroa Community Board Strategic Plan

File Number: A2216062

Author: Robert Willoughby, Community Development Advisor

Authoriser: Sheryl Gavin, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report

The purpose of this report is to for the Bay of Islands-Whangaroa Community Board to adopt the strategic plan. The plan is the continuance of community development within the ward to inform councils planning processes.

Executive Summary

· The report compliments the work put in by the Community Board to develop this plan in order to prioritise how the board allocates its Community Grant Funds and Place Based initiatives.

· The plan also gives an outline of the planning processes that will feed into the 2019/20 Annual Plan.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) adopts the draft Bay of Islands-Whangaroa Community Board Strategic Plan with additions or adjustments if required

b) agrees the following priorities be considered at an Annual Plan workshop for inclusion in the 2019/20 Annual Plan

· Community Empowerment

· Youth

· Senior Citizens

· Economic priorities

· Community Pride

· Safety

· Facilities

· Walkways and Cycle Way Development

· Recreation and Waterways Development

1) Background

Community Boards were given a mandate to develop their own Strategic Plans for consideration at each Annual Plan and LTP. The attached draft BOI-Whangaroa Community Board Strategic Plan builds on the 2017/18 Strategic Plan in re-setting the Community Board’s priorities for 2019/20.

2) Discussion and Options

Community Development staff have supported workshops with the Bay of Islands-Whangaroa Community Board to develop the attached draft Strategic Plan. The purpose of the plan is to highlight community priorities.

While priorities are identified in the plan it also informs how the board will allocate it’s Community Grant Funding and engages in the Ward priorities for 2018/19.

The Strategic Plan contains both the Board’s and communities’ priorities and this provides a mechanism for the Board to agree the priorities that will inform the Board’s input into the 2019/20 Annual Plan Process through an Annual Plan workshop.

Reason for the recommendation

In producing this draft Strategic Plan, the Bay of Islands-Whangaroa Community Board has updated their 2017/18 Strategic Plan to reset ward and community priorities. This report now seeks approval from the board to formally adopt the attached Strategic Plan and agree the priorities for an Annual Plan workshop.

3) Financial Implications and Budgetary Provision

Financial implications and budgetary provisions are in the 2018-28 Long Term Plan and any additional funding or change in funding will be determined in the 2019/20 Annual Plan.

Attachments

1. Draft Bay of Islands-Whangaroa Strategic Plan - A2216057 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	No significant
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Local Government Act 2002 sets out the role of community boards. Annual plans are a specific requirement for the 2018-28 Long Term Plan
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Report is to Community Board
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Maori are considered as part of the Annual Plan process and strategy
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered as part of the strategy
State the financial implications and where budgetary provisions have been made to support this decision.
Chief Financial Officer review.	CFO has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

7.2 Kerikeri Domain Reserve Management Plan - Intention to notify

File Number: A2210699

Author: Rachael Pull, Specialist Planner - Urban Design

Authoriser: Sheryl Gavin, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report

To inform the Bay of Islands-Whangaroa Community Board of the intention to notify the draft Reserve Management Plan for the Kerikeri Domain.

Executive Summary

· On 22 June 2017 Council resolved to notify the draft Kerikeri Domain Reserve Management Plan (KDRMP) for community consultation. Written suggestions on the KDRMP were received and consultation was undertaken with interested parties.

· Based on the information gathered, Beca (Councils consultant) in conjunction with Council staff, drafted the KDRMP. The KDRMP is now ready for public notification.

· The KDRMP contains provisions relating to the future uses and potential changes to the pavilion on the Kerikeri Domain. The immediate future of the pavilion is a matter that has already been determined by Council; therefore the provisions relating to it provide a future vision for the building only.

Recommendation

That the Bay of Islands-Whangaroa Community Board accepts this information report.

1) Background

In June 2017, Council gave public notice, in accordance with the Reserves Act 1977, of its intention to develop a Draft Reserve Management Plan for the Kerikeri Domain. Suggestions received from the public formed the basis for creating a concept plan and for producing a draft management plan for further consultation.

The Draft Kerikeri Reserve Management Plan (KDRMP) has been completed and is ready to be publicly notified for submissions.

2) Discussion and Options

Legislative Framework

The Reserves Act 1977 (the Act) requires Councils to prepare reserve management plans for all gazetted reserves. Reserve management plans must be reviewed every 10 years. There is no existing reserve management plan for the Kerikeri Domain, which was gazetted in sections from 1953 onwards. A summary of the process required under the Act is set out in Table 1 below.

	Reserves Act requirements	Where we are at
1	Before preparing a management plan Council shall— (a) give public notice of its intention to do so; and (b) in that notice, invite persons and organisations interested to send written suggestions on the proposed plan within a time specified in the notice; and (c) in preparing that management plan, give full consideration to any such comments received.	Completed
2	Prepare a draft reserve management plan (RMP)	Completed
3	Give public notice that a draft RMP is available for inspection, for at least two months, and call for written objections or suggestions on the draft plan.	We are here – proposed to occur from December 2018 until March 2019
4	Provide the opportunity for those persons who have submitted suggestions or objections to be heard in support of their submission.	Proposed for March/April 2019
5	Elected members to deliberate on the submissions received.	Proposed for April 2019
6	Make further changes to the draft RMP.	Proposed for April/May 2019
7	Adopt the amended RMP as the final document.	Proposed for Council meeting in June 2019.

Council staff recommend giving public notice of the draft Kerikeri Domain Reserve Management Plan and proceeding in accordance with the timeline outlined in Table 1 above.

Council delegations

In its resolution dated January 2013, Council set out its delegations to Community Boards. Those delegations include authority for community boards “To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.”

Some reserves considered to be of district-wide significance have been specifically excluded from Community Board delegations. Kerikeri Domain is one of these, meaning that the reserve management plan can only be considered by Council.

In line with the Local Government Act 2002, the role of Community Board members includes communicating with community organisation and special interest groups. As part of the consultation for the KDRMP the Bay of Islands-Whangaroa Community Board set up a Community Reference Group as part of the September 2017 meeting to engage with the Kerikeri Domain stakeholders, users and wider community.

The KDRMP has incorporated the information provided by the Community Reference Group into the pre-engagement and consultation plans. Further engagement with the elected members was held at a workshop on the KDRMP Plan on 17 September 2018 and members of the group have attended all pre-engagement stakeholder sessions.

Work undertaken to prepare the draft reserve management plan

In February 2018, officers engaged consultants from Beca to draft the reserve management plan based on the written suggestions received, the survey and workshops with Iwi representatives, the public, domain stakeholders and users.

Implications for Māori

The KDRMP aspires to create a stronger cultural identity and sense of place for the reserve. To assist with this goal, a number of the action points include incorporating cultural markers such as architectural design, sculptures, and signposts.

Consultation with local iwi, hapu and marae will continue during the call for submissions on the KDRMP. It is anticipated that developing specific details around reflecting areas of cultural identity will be an on-going process between Council and local iwi/hapu that will continue through the term of the KDRMP.

Reason for the recommendation

This item is for information only and does not contain any options for consideration.

3) Financial Implications and Budgetary Provision

Public notification of the KDRMP does not have any financial implications. Once the final management plan is approved, implementation of aspects of the plan that require significant financial expenditure will be addressed through the relevant financial planning instruments as required under the Local Government Act 2002.

To that end, it is relevant to note that future works to the Pavilion have already been considered during the October 2018 Council meeting and accounted for. In addition, Council will work in partnership with the community to design, fund raise, and develop the facilities as outlined in the reserve management plan.

Attachments

1. Draft Kerikeri Reserve Management Plan - A2217165 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The proposal is considered to have a low degree of significance. The proposed reserve management plan will facilitate the development and enhancement of a large recreational area to the benefit of the local community and wider district residents and be consistent with existing plans and policies.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Reserves Act 1977 – outlines process for writing and adopting reserve management plans.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The Community Board’s views have been considered by the establishment of the Community Reference Group to determine who the stakeholders were and the workshop that the Community Board members were invited to on 17 September 2018.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Māori have been, and will continue to be, consulted on the issues outlined in the reserve management plan.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The users and stakeholders of the reserve have been consulted on various occasions as part of drafting the reserve management plan.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no immediate financial implications associated with the recommended resolutions, as outlined in Section 3 of this report.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

7.3 Events Investment Funding Decisions for 2018/19 Financial Year

File Number: A2231478

Author: Kathryn Trewin, Corporate Planning Co-ordinator

Authoriser: Sheryl Gavin, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report

To inform the Community board of the decisions of allocation of Events Investment Funding by the Chairs of the Community Board at their meeting on 8 October 2018.

Executive Summary

· In the 2018-28 Long Term Plan (LTP), Council delegated the authority to the Community Boards to allocate the annual Events Investment Fund of $80,000.

· Each Ward was allocated a portion of the funding on a population basis.

· The Community Boards decided that a panel including each of the Board Chairs and up to one additional representative from each Board would consider applications and make the decisions on awarding the fund on behalf of all Community Board members.

· The Community Board Panel (the Panel), consisting of the three Chairs and two nominated representatives from Kaikohe-Hokianga, Te Hiku and Bay of Islands-Whangaroa Community Boards met on 8 October and made the following funding allocations:

Blues-Chiefs Pre-Season Rugby Game	$12,000 underwrite funded in full
Tux Sheep Dog Championships	$10,000
Snapper Bonanza	$10,000
Te Houtaewa	$6,000
Sanitarium Weetbix Kids Tryathlon	$11,000
Kerikeri Half Marathon	$8,000
Bay of Islands Waka Festival	$7,000
Breca Swim Run	$2,500
Bay of Islands Walking Weekend	$6,000
Russell Birdman Festival	$7,500

· And that if the Auckland Blues game does not require the funding, the balance of $12,000 to be held in reserve for use in the 2019/20 funding round.

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Events Investment Funding Decisions for 2018/19 Financial Year.

Background

Events Investment Funding applications are received once per calendar year and are funded from the Economic Development budget.

Applications were received from 19 organisations for planned events in the next 12-18 month period. Additionally, a proposal to underwrite the Blues/Chiefs Pre-Season game at Lindvart Park, Kaikohe in the sum of $12,000 was considered.

The report detailing the background to Events Investment Funding, assessments of the applications and recommendations of staff is attached for reference.

Discussion and Next Steps

A number of the events are of District-wide importance, so were able to be considered for funding by all the Community Boards, not just the host Board. Of these events, the Sestercentenniel was referred back to Strategic Planning and Policy to consider alternative funding arrangements and the Panel funded (either in part or in full) the remaining events. These events were:

Sanitarium Weetbix Kids Tryathlon Bay of Islands-Whangaroa

Blues-Chiefs Pre-Season Rugby Game Kaikohe-Hokianga

Tux Dog Trial Championships Kaikohe-Hokianga

Kerikeri Half Marathon Bay of Islands-Whangaroa

Bay of Islands Waka Ama Bay of Islands-Whangaroa

Te Au Marie Sestercentenniel Nationwide

Bay of Islands-Whangaroa Ward Events

As in previous years, the bulk of applications and events are in the Bay of Islands-Whangaroa Ward.

Specific to the benefit for the Bay of Islands-Whangaroa area, the following events were funded by the Bay of Islands-Whangaroa Community Board from their allocation:

Breca Swim Run	$2,500
Bay of Islands Walking Weekend	$6,000
Russell Birdman Festival	$7,500

The Bay of Islands Ocean Swim event is likely to be in December 2019, which is outside of this financial year. The Panel decided to postpone consideration of this application until the 2019/20 application round and to discuss funding with Council, as they have previously had $25,000 of funding per annum.

Under previous Long Term Plans, funding was set aside for the Bay of Islands Arts Festival (Upsurge). This funding was not allocated in the 2018-28 LTP, and their application now comes under Event Funding. As opposed to previous years, the total amount funded was $15,000 pa, they requested $109,125 from this years fund. The Panel discussed this application and recommended it be referred back to the Community Board for discussion and consideration of funding from the Community Board Grant Fund.

The Kerikeri Bowling Club requested $500 towards a ladies fours bowling tournament. The Panel discussed this application and recommended it be referred back to the Community Board for discussion and consideration of funding from the Community Board Grant Fund.

The Far North Go Green awards application was considered and the Panel recommended it be referred back to the Community Board for discussion and consideration of funding from the Community Board Grant Fund.

The application for the Reggae by the River event was considered and due to the high quality of applications and limited amount of funding available, the Panel declined to fund this event.

Financial Implications and Budgetary Provision

Budget of $80,000 was allocated in the 2018-28 Long Term Plan – there are no further financial implications.

Attachments

1. 2018-10-08 COMBINED COMMUNITY BOARDS Events Investment Funding Panel report 8 October 2018 (FINAL) - A2231453 ⇩

2. 2018-11-05 Bay of Islands-Whangaroa Community Board - Copy of Signed minutes - A2231585 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low significance
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does consider both district wide events and local events
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered as part of the Community Grant Policy
State the financial implications and where budgetary provisions have been made to support this decision.	Budget of $80,000 was allocated in the 2018-28 Long Term Plan – there are no further financial implications
Chief Financial Officer review.	Chief Financial Officer has not reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

MEETING: COMMUNITY BOARDS EVENTS INVESTMENT FUNDING PANEL – 8 OCTOBER 2018

Name of item: EVENTS INVESTMENT FUNDING

Authors: Sheryl Gavin, GM Strategic Planning & Policy (Acting) and Bill Lee, Manager Community Policy & Development

Date of report: 2 October 2018

(a) Document number: A2231453

(b)

1) Background

The purpose of this meeting is to determine which events will receive investment from Council for the 2018/19 financial year.

For the past four years Council has allocated funding to a contestable Events Investment Fund, inviting community groups to apply for money to help them run their events. In previous years the fund was supported by an Events Strategy designed to bring outstanding events and festivals to the District that are fun and that connect, contribute to and celebrate our communities, create pride and showcase our District. While this remains the purpose of the fund, the Events Strategy has been substituted with a new process following a decision of Council to delegate distribution of the fund to the three Community Boards, allocated to each Board on a population basis.

The Community Boards have decided that a panel including each of the Board Chairs and one additional representative from each Board will consider applications and make the decisions on awarding the fund on behalf of all Community Board members.

2) Events Investment Fund

The Events Investment Fund totals $80,000.

Allocation on a population basis is as follows:

Bay of Islands-Whangaroa Ward 45% $36,000

Kaikohe-Hokianga Ward 23% $18,400

Te Hiku Ward 32% $25,600

Total fund $80,000

Auckland Blues Pre-Season Game

Council’s Audit, Risk and Finance Committee meeting of 27 September 2018 resolved to underwrite a Super Rugby preseason game at Lindvart Park on 2 February 2019.

The purpose of the report is to seek the Committee’s approval to underwrite a Super Rugby preseason game between the Blues and Chiefs franchises on 2 February 2019.

Two locations, Kerikeri Domain and Lindvart Park, were considered. The Committee agreed that the game be hosted at Lindvart Park because it was judged most likely to break even, largely due to the availability of sufficient grandstand facilities.

The Northland Rugby Union will take the lead for delivering the event. The Committee consented to Council underwriting 80% of a potential loss to a maximum of $59,568; the Kaikohe-Hokianga Community Board offered up $12,000 of their event funding as a contribution.

Community Board representatives allocated to distribution of the Events Investment Fund are therefore asked to resolve reserving $12,000 of the Events Investment Fund, and if it is not required (i.e. the event breaks even) the $12,000 will be held over to the 2019/20 funding round). This could be divided equally between the three Boards ($4,000 each).

This would reduce the amount of money available for distribution out of the Events Investment Fund to $68,000, allocated as follows:

Bay of Islands-Whangaroa Ward $32,000

Kaikohe-Hokianga Ward $14,400

Te Hiku Ward $21,600

Total fund $68,000

Recommendation: That Community Board representatives on this panel agree that $12,000 of the Events Investment Fund be allocated to underwrite the February 2019 Super Rugby Blues/Chiefs preseason game at Lindvart Park.

3) Assessment of applications

Each applicant was required to complete a standard application form and provide a business plan and financial information.

The application was then scored on its proposed economic, cultural and social benefits, and the expected environmental effects of each event.

Since the intention is to invest in events that are high profile and that bring visitors and economic benefit to the District, it makes sense that the key assessment criteria is the Return on District Investment (RODI), which is calculated using an economic modelling tool supplied by Infometrics.

In order to carry out a RODI assessment, applicants are asked to provide an estimate of:

· The number of people from outside of the district likely to travel to the event.

· The average daily spend for all attendees at the event location and surrounds. Ministry of Business, Innovation and Employment have provided expected expenditure per visitor at $118 for domestic visitors from outside the District and $183 for international visitors. (Stats NZ http://nzdotstat.stats.govt.nz/wbos/Index.aspx?DataSetCode=TABLECODE7573)

· The duration of the event (days).

The RODI report estimates the turnover total effect (an estimate of the total value of goods and services, and the earnings effects), and the direct effect value added (an estimate of the Gross Domestic Product based on increased spending directly in each industry associated with the event).

The RODI is calculated by dividing the direct effect value add by the amount of funding requested by the applicant.

e.g.

Direct effect value add $170,000

Council investment $10,000

RODI as assessed $170,000 ÷ $10,000 = a RODI of $17

In other words, for every dollar Council invests in the event, $17 of economic benefit is returned to the District.

In past years additional weighting has been granted to any event outside of the Bay of Islands. This year, however, Community Boards will place a higher weighting on events that support the Tuia 250 commemorations. The weightings below were therefore used to score each application:

Item	Weight
Aligned with Tuia 250	20 points
Economic Benefits
RODI	20 points maximum
Visitor Numbers	10 points maximum
Overnight Visitors	5 points maximum
Event Potential	10 points maximum
Organiser Capabilities	10 points maximum
Cultural Benefits
Showcases the Far North	10 points maximum
Uniqueness of Event	10 points maximum
Cultural Highlight	10 points maximum
Social Benefits
Event outside of high season	5 points maximum
Enhances existing events	10 point maximum
Community Involvement	10 point maximum
Environmental Effects	20 point maximum

4) Applications for 2018

Applications for this year’s funding round totalled requests for $378,973 as follows:

Bay of Islands-Whangaroa Ward $272,400

Kaikohe-Hokianga Ward $26,000

Te Hiku Ward $80,573

Total fund $378,973

Bay of Islands-Whangaroa ward applications

Event	Event Date	Requested	Score	Previous funding 17/18*
Bay of Islands Waka Festival	16/Mar/19	$ 12,310	120	$ 4,300
Bay of Islands Walking Weekend	13/Sep/19	$ 9,600	112
Kerikeri Half Marathon	17/Nov/18	$ 10,000	105	$ 6,450
Sanitarium Weekbix Kids Tryathlon	7/Apr/19	$ 8,000	101	$ 6,450
Upsurge Bay of Islands Arts Festival - Pompallier Mission	2/Apr/19	$ 102,125	98
Russell Birdman	13/Jul/19	$ 10,000	90	$ 2,795
Upsurge Bay of Islands Arts Festival - Two Worlds	6/Apr/19	$ 7,000	88
Breca Swim/Run	13/Apr/19	$ 50,000	86	$ 2,500
Bay of Islands Classic Ocean Swim	1/Dec/19	$ 25,000	86	$25,000
Far North Go Green Awards	28/Mar/19	$ 10,865	77
Reggae By the River	26/Jan/19	$ 20,000	73
Kerikeri Bowling Club	13/Feb/19	$ 500	35

Kaikohe-Hokianga ward applications

Event	Event Date	Requested	Score	Previous funding 17/18*
Tux North Island & NZ Sheep Dog Trial Championships	27/May/19	$ 14,000	76

Te Hiku ward applications

Event	Event Date	Requested	Score	Previous funding 17/18*
Snapper Bonanza	11/Mar/19	$ 10,823	103	$ 5,000
Te Houtaewa Challenge	16/Mar/19	$ 20,000	80	$ 5,629
Kaitaia Santa Parade and Christmas in the Park	14/Dec/19	$ 13,750	79
Tamariki Day	3/Mar/19	$ 6,000	70
Matariki Festival Ball	21/Jun/19	$ 30,000	59

District-wide applications

Event	Event Date	Requested	Score	Previous funding 17/18*
Te Au Marie Sestercentennial Maritime Events	Dec/18	$ 7,000	115

Note: if the panel chooses to support this event the funding should be allocated on a ward basis.

5) Suggested decision-making process

Given the small size of the allocation for Kaikohe-Hokianga of funds and only two events to consider, staff suggest that this Board’s allocation be considered first, followed by Te Hiku and then Bay of Islands-Whangaroa. Bay of Islands-Whangaroa has the bulk of the applications and there will need to be considerable consideration given to how their funding is allocated.

As an initial consideration, staff would like the Boards to consider giving greater support to events that are both cornerstone and attract a wide section of the community as well as external visitors.

District-Wide

While there are applications across a diverse range of events, the panel should keep in mind that the following are or have District-wide importance. The panel may want to consider how they might share the funding of these events before considering how they might support more localised events. Staff have noted that the application from Te Au Marie Trust is for a feasibility study and that the event does not take place until October 2019. Staff suggest that the event funding is for the running of specific events and not for a feasibility study. The flotilla event is being funded by Central Government.

These events are:

Kids Tryathlon Bay of Islands-Whangaroa

Blues-Chiefs Rugby Game Kaikohe-Hokianga

Tux Dog Trial Championships Kaikohe-Hokianga

Kerikeri Half Marathon Bay of Islands-Whangaroa

Bay of Islands Waka Ama Bay of Islands-Whangaroa

Te Au Marie Sestercentenniel Nationwide

Kaikohe-Hokianga

If the decision was previously made to underwrite the Blues-Chiefs rugby game in February, this would leave the Board with $14,400. The Tux Dog Trial Championships are requesting $14,000. This would mean that the Board could fully fund this event. There are no other event applications for events in this Ward, however, there remains $400 that could be allocated from the Kaikohe-Hokianga Board to another event that has District-wide benefit.

Te Hiku

There are only four events for consideration of funding allocation, as the Kaitaia Santa Parade and Christmas in the Park will be in December 2019 and staff will carry this over into next years funding application run and inform the applicant.

The Matariki Festival Ball is for ticket holders only and staff believe this would only attract a limited participation audience. The amount shown for Te Houtaewa is $20,000, however the application requests between $10 - $20,000. It is noted that all of the Te Hiku (except Snapper Bonanza) events do not score highly on return of district investment. If the Board agrees, then the events below are the ones to consider apportioning the $21,600 to.

These events are:

Snapper Bonanza

Te Houtaewa Challenge

Tamariki Day

Matariki Festival Ball

Bay of Islands-Whangaroa

As in previous years, the bulk of applications and events are in the Bay of Islands-Whangaroa Ward.

Under previous Long Term Plans, funding was set aside for the Bay of Islands Arts Festival (Upsurge). This funding was not allocated in the 2018-28 LTP, and their applications now come under Event Funding. As opposed to previous years, the total amount funded was $15,000 pa, they have requested $109,125.

The Bay of Islands Ocean Swim event is likely to be in December 2019, which is outside of this financial year. Previously, they have received $25,000 per year, and were on a three year contract. This contract has now expired. They have requested a three-year contract. It is possible to agree to a contract and to start the funding in the 2019/20 funding round.

The Kerikeri Bowling Club has requested $500 towards a ladies fours bowling tournament. Staff recommend this request be passed back to the Bay of Islands-Whangaroa Board for consideration more appropriately from their Community Grants funding. Participation is low and limited to club members and invitees only.

The Sanitarium Weetbix Kids Tryathlon is a cornerstone event and is asking for a three year contract. The funding they receive from Council is match-funded with a Sanitarium staff trust and the monies used for students in the Te Hiku and Kaikohe-Hokianga Wards to cover participation fees.

The Breca Swim/Run was a new event in 2018 and is only the second event in New Zealand (the other is in Wanaka) for this international series. It is noted that the RODI is not high for this event.

Additionally, Russell Birdman, the Bay of Islands Walking Weekend, Kerikeri Half Marathon and the Bay of Islands Waka Ama Festival have received funding since inception.

Other events requesting funding are the Far North Go Green Awards and the Reggae by the River.

Recommendation:

That greater consideration should be given to District-Wide and cornerstone events that have a higher rate of Return on District Investment (RODI).

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

8 Corporate Services Group

8.1 Chairperson and Members Report

File Number: A2230964

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members. The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

Recommendation

That the Bay of Islands-Whangaroa Community Board note the reports from the Chairperson Greening and Members Ward, Smith, Ayr and Mills.

1) Background

The Local Government Act 2002 Part 4 Section 52 states that the role of a community board is to represent, and act as an advocate for the interests of its community.

2) Discussion and Options

Community Boards are required to consider and report on any matters of concern or interest to the Community Board, maintain an overview of services provided to the community and communicate with community organisations and special interest groups within the community.

The reports from the Chairperson and Members provide information to community on these requirements. They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised.

The reports from the Chairperson and Members are attached.

Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1. Chairperson Greenings Community Board Members Report - A2230908 ⇩

2. Member Wards Community Board Members Report - A2237312 ⇩

3. Member Smiths Community Board Members Report - A2235682 ⇩

4. Member Ayrs Community Board Members Report - A2234384 ⇩

5. Member Mills Community Board Members Report - A2234646 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Yes
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Terry Greening - Chairperson

Subdivision: Russell-Opua

· Date: September 2018 – October 2018

Meetings

11/09/2018	Council Chambers Kaikohe – Combined Community Boards meeting
14/09/2018	Te Tii Marae Waitangi – meeting to bless foreshore restoration works project
17/09/2018	Site meeting in Robertson Street Russell with local residents and Council staff re stormwater issues
18/09/2018	Copthorne Hotel Waitangi – Trustpower Community Awards
19/09/2018	Kerikeri Retirement Village briefing to Community Board on future plans
19/09/2018	Council offices Kaikohe – CEO 1:1 meeting
20/09/2018	Council Chambers Kaikohe – Audit Risk and Finance Committee workshops on Risk Management and Finance Carry Forwards
24/09/2018	Paihia War Memorial Hall – Community Board meeting
27/09/2018	Council Chambers Kaikohe – Audit Risk and Finance Committee meeting followed by Infrastructure Network Committee meeting
08/09/2018	Council offices Kaikohe – Events Fund deliberations

Projects

Nil

Resource Consents

2190177	Caretakers cottage and site works at 300 Rawhiti Road, Rawhiti
2190180	Retrospective consent for dwelling and terrace at 245 Kempthorne Road, Manawaora
2190183	New dwelling at 48 du Fresne Place, Tapeka

Requests for Service/Information

3878599	09/03/2018 - Request for ‘blank sheet’ parking plan for Russell township (progressing)
3884112	20/04/2018 - Warning signs for Play Centre in Church Street Russell (with roading staff for action)
3884602	23/04/2018 - Historical slip repair on Florance Avenue, Russell (progressing)
3880778	06/06/2018 - State of footpaths in Paihia for mobility scooter access (raised by Betty Chapman with me as monitor - this is now with Mike Fox for action)
3908439	Request for a report on Paihia Village Green management arrangements (nil report to date)
N/K	Request for a report on status of a request for a concrete ramp at the beach end of Te Wahapu Road (RFS 3852704 raised on 25 October 2017) (advice received at odds with previous advice given by IAMS)
N/K	Request for a report on the status of a request by the Bay of Islands Walkways Trust for Council to consider assisting with the maintenance of the Okiato – Russell walkway (RFS 3837936 raised on 29 September 2017. (Council has ‘lost’ the letter! - letter has been found and report promised)
3896772	26/08/2018 - Request for list of streetlights planned 2018 – 2021 (nil response)
3837441	10/07/2018 - J MacInnes requested I monitor his RFS on stormwater issues on Matauwhi Road, Russell
3904640	16/08/2018 - Request for drain connection for Russell tennis courts (progressing)
3908970	03/09/2018 - Request for overdue Lake Manuwai meeting (Mayor will host meeting on 26 November)
3843508	04/09/2018 - Ongoing issue with stormwater discharge to private land (Duffus Estate, Russell) elevated to GM IAMS
3908500	18/09/2018 - Request by Mr Bone of 311/313 Kerikeri Road to have road name removed. (Mr Bone declined invitation to attend Community Board meeting)
3912812	24/09/2018 - Request on behalf of B Morgan to have ‘missing’ rates payment located
3913691	02/10/2018 - Jane Saunders request to erect ‘Living Wall’ on Opua toilets

In progress

Project to ensure supply of water to short list of customers in Russell currently connected to Top 10 campground bore is being managed by Fred Terry on behalf of FNDC. Customers are to set up a Management Company and Fred has liaised with current Top 10 lessee to enable monitored connection to storage tank. Customers will be responsible for their own purification of the received water.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Belinda Ward

Subdivision: Paihia

· Date: September – October 2018

Meetings

17/09/2018	Paihia War Memorial Hall Committee meeting, Paihia
17/09/2018	Kerikeri Domain Management Plan Workshop, Kerikeri
24/09/2018	Bay of Islands-Whangaroa Community Meeting, Paihia
04/10/2018	Bledisloe Domain meeting for interested user groups
07/10/2018	Bledisloe Domain meeting to establish a new committee

Issues

- Window restrictors need replacing in PWM Hall toilets.

- Issue with FNDC contractors entering the Paihia WM Hall during a yoga session & commencing work on the ceiling - unacceptable behavior.

- A meeting has been called in late November by Hospitatily NZ at the Kings Road bars to discuss how to progress issues in the area over summer & in the future.

- October has seen the completion of the revetment at Waitangi & reinstatement of the footpath.

- Enthusiastic progress is being made with the formation of a new committee for the Bledisloe Domain user groups.

Outstanding

- Still working with District Facilities Manager to remedy the drainage & flooding issues in front of Paihia War Memorial Hall. RESPONSE to this is that there is now no money to carry out the job & photos will be required to prove there is a flooding issue.

- Have received numerous emails for Craft Market Guidelines to be updated in "Paihia Village Green Management Plan". There is an urgency to resolve this prior to the summer season. Chair has requested a report. Some progress on this issue but no questions answered to date.

Resource Consents

Nil

Requests for Service/Information

RFS 3795613	18/04/2018 – follow up on flooding issues in front apron on Paihia War Memorial Hall. In progress
RFS 3886721	04/05/2018 – 2 x huge potholes in 2^nd carpark to the east of the playground on Marsden Road. Unresolved
RFS 3717931	01/10/2015 - Formation of driveway & parking on road reserve Marsden Close Apts cnr Marsden & School Roads - Response & now work in progress. Unresolved
RFS 3717930	01/10/2015 - Pedestrian safety issues & parking in front of Heritage Boutique Hotel (The Waterfront) Marsden Road Paihia - Pending NZTA response. Bollard destroyed again, noted 10/12/2016. Crudely repaired some weeks later & replaced. Pending NZTA & FNDC response re ownership of bollards. Bollard destroyed in April 2018 yet again & repaired.
	14/11/2017 - Noted more damage to bollards & rope now completely missing. This allows pedestrians to walk directly between the bollards on to SH11 with their backs to oncoming traffic travelling north as there is no curb & channel. Pending AS ABOVE.
	28/01/18 - More bollards have been removed or damaged. Pending Bollard destroyed in April 2018 yet again & repaired. ONGOING damage to bollards. RFS has been referred to NZTA still awaiting a response.

Projects

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Rachel Smith

Subdivision: Kerikeri

· Date: September – October 2018

Meetings

11/09/2018	Combined Community Board Workshop (Chambers, Kaikohe)
11/09/2018	Meeting with operational staff re Kerikeri Domain Reserve Management Plan
13/09/2018	Meeting with operational staff re Kerikeri Domain Reserve Management Plan
17/09/2018	Kerikeri Domain Reserve Management Plan Elected Member Workshop
17/09/2018	Kerikeri Domain Reserve Management Plan Community Engagement Workshop
18/09/2018	Cherry Park House Committee meeting
18/09/2018	Trustpower Community Awards
19/09/2018	Hilary Sumpter and Peter Heath re Kerikeri Retirement Village planning
24/09/2018	Bay of Islands - Whangaroa Community Board meeting (Paihia War Memorial Hall)
24/09/2018	Baysport committee meeting
08/10/2018	Events Fund deliberations

Projects

- Community Speed dating; concept pitched via Combined Community Board Workshop has been met with enthusiasm, and will be progressed with an aim of developing for rollout later this year. This concept will be a CB hosted engagement event that aims to deliver term-round two way engagement between governance/operations and the community. In Progress

- Investigation of Pump Track facilities in Kerikeri including location, costings of permanent vs modular In progress

- Kerikeri Domain Reserve Management Plan In progress

- Improvements to the Kerikeri entrance roundabout in response to constant vehicular damage

- BAYSPORT issues with drainage, flooding of facilities etc In progress

- Blacksmiths Shed community restoration project investigations In progress

Resource Consents

2190198	20A Aranga Road, Kerikeri
2190162	SH10, Waipapa

Requests for Service/Information

RFS 3907877	Safety issues arising from buses double parking across Cobham Road in response to the removal of Bus Park
RFS 3916220	Kerikeri Domain Basketball Court continuing to be used as parking with Domain bookings No response at date of report
RFS 3911281	Landscaping budget for Baysport in LTP 2018-28 Awaiting information Mission Road STILL NO RESPONSE, ACKNOWLEDGEMENT OR RFS # ALLOCATION Smokefree signage required for Kerikeri Domain NO RESPONSE (note that signage exists around playground area)
RFS 3900374	information requested regarding heating facilities in Waipapa Hall Progressed
RFS 3908632	Blacksmiths Shed in the Kororipo Basin In progress
RFS 3908970	Lake Manuwai user group and addressing need for infrastructure In progress
RFS: 3908546	Signage on SH10/Kerikeri Road roundabout. Referred to NZTA
RFS: 3880798	Rainbow Falls Road - extreme roading issues, traffic movement issues, safety concerns In progress
RFS:3886574	Kerikeri Bus stop/park issues

Issues/of note

- Increasing traffic congestion at Waipapa Road/SH10 intersection, road condition worsening daily especially on edges of Waipapa Road between the bus shelter and SH10

- Concern at the condition of the Blacksmiths Shed on the Pear Tree property, community wanting to engage and discuss ensuring the preservation of this building for historic reasons. Have now been advised that there is budget scope for a community led restoration project, awaiting assessment from Far North Holdings Ltd

- Discussions with residents around footpath development scheduling, specifically when we can expect to see a start on Landing Road footpath as identified by the Board for the 2018/19 financial year

- Issues raised re ROW access between Fairway Drive and the Briscoes carpark. Carpark owner would like to see this ROW enforced as a one way entry only due to safety concerns, and repetitive damage to surrounding buildings

- Bus movements within the CBD, private operators parking for long periods of time to transfer passengers. Conversations around where else these activities could occur.

- Discussions around District Plan process, encouraging residents to submit to the process

- Concerns of strain on infrastructure leading in to the 2018/19 cruise ship season, especially on public toilet facilities when passengers are on bus tours

- Reserve easements not being applied to secure Queens Chain access in private developments, enabling higher asking prices for blocks of land and hindering public access

- Concern over the need to complete the Maritime Facilities bylaw

- Rangitane Reserve need for public toilet

- Kerikeri Cricket wanting certainty over possibility of use of Domain for 2018/19 season

- Basketball Court surface patching substandard completion (only 2 out of 3 patches repaired)

- Need for further sporting facilities in the area highlighted with commencement of winter sport

- Kerikeri Bus Stop/Parking; there have been numerous traffic blockages due to too many buses scheduled by Intercity for the same arrival time in Kerikeri CBD. This has caused major traffic and pedestrian safety issues, as it results in buses stopping in the middle of Cobham Road. Buses have become too big for the Kerikeri CBD, and investigations need to be made to relocate the bus stop outside of the immediate Kerikeri CBD. This could be expanded into a transport hub investigation on a District wide level. Waiting to hear when the Network Strategy project for Kerikeri will begin.

- Drainage issues at Baysport due to lack of stormwater drainage through carpark etc. Resulting in repetitive flooding of Football Club gear storage area, soakage through concrete block walls, and erosion of retaining banks surrounding the stadium building. This is progressing.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

8.2 Bay of Islands-Whangaroa Statement of Community Fund Account as at 30 September 2018

File Number: A2221488

Author: Jolene Graham, Accounting Support Officer

Authoriser: Sharon Ryan, Manager - Management Information

Purpose of the Report

The Community Fund account provides information on financial matters relating to the Bay of Islands-Whangaroa Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

Requests from Business Paihia Incorporated, Kaeo Christmas Parade Organising Committee, Lions Club of Kerikeri and Kawakawa Santa Parade have been received for the 2018 Santa Christmas Parades. Under the Community Grant Policy, it states that ‘the Community Board may, by resolution, allocate funding directly to key projects identified in their strategic plans or to annual community events in their Ward’.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) note the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 30 September 2018”.

b) approve as per the Community Grant Policy that $2,500 (plus GST if applicable) be allocated to the following groups for the 2018 Santa Parades

i. Business Paihia Incorporated for the Paihia Christmas Parade on 07 December 2018

ii. Kaeo Christmas Parade Organising Committee for the Kaeo Christmas Parade on 08 December 2018

iii. Lions Club of Kerikeri for the Kerikeri Santa parade on 24 November 2018

iv. Kawakawa Santa Parade for the Kawakawa Santa Parade on 01 December 2018

Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2018	$194,572.00
· Less funds granted and uplifted to 30 September 2018	$1,500.00
· Less funds not uplifted from 02 July 2018 for Bay of Islands Jazz & Blues Festival	$2,077.39
· Less funds not uplifted from 13 August 2018 for Rotary Club of Kerikeri Incorp.	$7,093.00
· Less funds not uplifted from 24 September 2018 for Bay of Islands Photography Club, Friends of Springbank Charitable Trust, Kerikeri Baptist Church and Ngati Rahiri Maori Komiti	$6,938.00
Community Fund Account balance as at 30 September 2018	$176,963.61

Discussion and Next Steps

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 30 September 2018 is $176,963.61.

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.

Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Bay of Islands-Whangaroa Community Fund account to the Bay of Islands-Whangaroa Community Board. The statement of the Community Fund account as at 30 September 2018 is attached.

Attachments

1. 2018-11-05 BWCB Statement of Community Fund Account as at 30 September 2018 - A2221403 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

8.4 Rural Travel Funding Project Reports

File Number: A2233020

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

Executive Summary

· Recipients of funds from the Rural Travel Funding must complete and submit a project report form within two months of funding being spent to subsidise travel for youth to participate in sporting activity and or competition

· Project reports have been received from Bay of Islands Amateur Swim Club, Bay of Islands College, Kerikeri High School, Moerewa Rugby Club, Russell Soccer and Netball Association and Russell Sports Club Incorporated

Recommendation

That the Bay of Islands-Whangaroa Community Board note the Rural Travel Project Reports from:

a) Bay of Islands Amateur Swim Club

b) Bay of Islands College

c) Kerikeri High School

d) Moerewa Rugby Club

e) Russell Soccer and Netball Association

f) Russell Sports Club Incorporated

1) Background

The Far North District Council, as part of its agreements with Sport New Zealand and Sport Northland to administer Rural Travel funding, is required to submit an annual report on how the funding was allocated. To assist the Council in compiling this report and to ensure accountability from applicants a project report form for funding is requested. The Community Boards have in the past indicated a preference to support applicants that have returned a completed project report form for previous funding.

2) Discussion and Options

A copy of the project report forms are attached for the Board to receive. If Board members have concerns or issues with any of these reports, they should be discussed at this point of the meeting.

Reason for the recommendation

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. Bay of Islands Amateur Swim Club Rural Travel Project Report - A2232937 ⇩

2. Bay of Islands College Rural Travel Project Report - A2236897 ⇩

3. Kerikeri High School Rural Travel Project Report - A2232882 ⇩

4. Russell Soccer and Netball Assoication Rural Travel Project Report - A2232915 ⇩

5. Russell Sports Club Incorporated Rural Travel Project Report - A2232907 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	N/A
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	N/A
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a community board report
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	N/A
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The Community Board has delegated authority to allocate funding.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

8.5 Rural Travel Fund Summer 2018/2019 Applications

File Number: A2203776

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To allocate Rural Travel Funding for the 2018/2019 summer sporting season.

Recommendation

That the Bay of Islands-Whangaroa Community Board allocates funding in accordance with the recommendations received from Sport Northland as follows:

a) Bay of Islands College $660.00

b) Bay of Islands Swimming Club $3,000.00

c) Kerikeri High School $2,556.00

d) Northwave Amateur Swim Club Incorporated $1,800.00

1) Background

The Rural Travel Fund was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is still yet to be developed.

Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives. One of the barriers that have been identified in Northland is the cost of travel. Sport Northland agreed to give part of its funding to the Far North District Council to add to its Rural Travel Fund to overcome the travel barrier and help achieve their three objectives.

Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. This funding round is the first of two funding rounds for the current financial year, for sporting activities taking place in summer, or until April/May 2019 when the next round of funding is allocated.

Council advertises that funding is available approximately one month before applications close in local newspapers and on Council’s Facebook page. The Sport Northland representatives also forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.

2) Discussion and Options

It is each Community Board's role to determine which applications best meet the criteria and will have the most positive broad effect in their communities. The following table is a guide to the funding criteria.

Funding is available for activities taking place within the district. It is understood, that in some cases, competitions do not exist within the district and travel is required, in which case the Community Boards may use their discretion.

	Sport Northland (Kiwisport)	Sport New Zealand (Rural Travel)
What are the Objectives?	1. Increase the number of children participating in sport 2. Increase the availability and accessibility of sport for children 3. Support the development of skills to enable effective participation.	Subsidise travel for junior teams participating in local sport competition.
How much is available?	$25,000.00 across the Far North District.	$25,080.30 across the Far North District.
Funding is not available for	Coaches, referees, children playing in Regional or District rep teams, club/school sport administration.	Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.
Who can apply?	Schools, clubs or individuals.	Schools, clubs or individuals.
What age group is funding for?	Funding is available for school aged children. This is understood to be ages 5 - 18 years of age.	Funding is available for youth/children aged 5 - 19 years of age.
Eligible Sports	Team or individual organised sporting activities such as volleyball, netball, rugby; hockey, football, orienteering, waka ama, basketball, ki-o-rahi, shooting, athletics, swimming.	Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

Applicants are advised, when granted funds, that the funds are to be uplifted within three months and that a project report form is required if they wish to be eligible to apply for future funding.

As Sport Northland has a vested interest, the Community Sport Advisor has made recommendations to the Board. The following is a list of applicants and the amounts they are requesting.

1	Bay of Islands College	$660.00
2	Bay of Islands Swimming Club	$5,000.00
3	Kerikeri High School	$2,556.00
4	Northwave Amateur Swim Club Incorporated	$1,800.00

Reason for the recommendation

To fulfil the requirements of the Sport NZ Rural Travel Fund agreement with Sport New Zealand and the Kiwisport agreement with Sport Northland to increase participation in sport by young people living in rural communities.

3) Financial Implications and Budgetary Provision

Council receives two grants annually that make up this funding budget - $25,080.30 from Sport New Zealand and $25,000 from Sport Northland.

At the start of the financial year it is recommended that no more than 40% of the available budget be spent on summer activities, to leave the majority of funding available for winter activities. The table below shows how this is broken up between the wards for each funding round.

%	Board	40% Summer	60% Winter	Total
40.5%	Bay of Islands-Whangaroa Community	$8,029.81	$12,044.70	$20,074.51
28%	Kaikohe-Hokianga Community	$5,551.47	$8,327.20	$13,878.67
31.5%	Te Hiku Community	$6,245.40	$9,368.10	$15,613.50

Attachments

1. Rural Travel Fund East Summer 2019 recommendations - A2230334 ⇩

2. Bay of Islands College Rural Travel Fund Application - A2212069 ⇩

3. Bay of Islands Swimming Club Rural Travel Aplication - A2208170 ⇩

4. Kerikeri High School Rural Travel Application - A2201037 ⇩

5. Northwave Amateur Swim Club Inc Rual Travel Application - A2212330 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Council promotes a vibrant and thriving economy that encourages a wide range of sporting activities and a safe a healthy district where young people are valued.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is delegated to Community Boards to consider.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications that affect Maori any greater than other residents of the District.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Anyone in the district participating in organised sporting activities could be eligible for funding. To try and capture everyone the funding is advertised a month in advance in newspapers, social media and word of mouth.
State the financial implications and where budgetary provisions have been made to support this decision.	Funding is provided by Sport Northland (Kiwisport) and Sport New Zealand (Rural Travel).
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

8.6 Application for Funding - Baysport Incorporated

File Number: A2225965

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on an application received from Baysport Incorporated for the upgrade of the changing rooms - purchase and installation of a roller door shower heads, washbasins and toilet seats, and to assist members in determining whether to approve or decline the application.

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $10,452 (plus GST if applicable) to be paid from the Board’s Community Fund account to Baysport Incorporated for the upgrade of the changing rooms - purchase and installation of a roller door, shower heads, washbasins, and seats, for the following reasons:

i. Proud vibrant communities.

1) Background

Baysport Incorporated provides and maintains the grounds and buildings at the Waipapa Sports Grounds. The football pavilion is due to for maintenance and upgrade to the changing rooms.

Baysport Incorporated has made the following applications to the Bay of Islands-Whangaroa Community Board:

Year	Amount allocated	Project	Project report received
2016	$890.00	Website and first year operating costs	Yes
2017	$1,030.00	Purchase and installation of road sign	Yes

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP, and all provisions listed on the application form.

Option 1 Authorise funding for the full amount requested

Funding of 50% of the project cost is requested and could be funded in full.

Option 2 Authorise partial funding

Option 3 Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes.

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1. BaySport Incorporated Funding Application - A2225921 ⇩

2. Baysport Incorporated - Funding Schedule - A2227057 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Local issue.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Considered in the application.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

8.7 Application for funding - Dutch Community Group Bay of Islands

File Number: A2221645

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on an application received from Dutch Community Group Bay of Islands, for costs associated with the Dutch Festival 2019 event, and to assist members in determining whether to approve or decline the application.

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $4,570 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Dutch Community Group Bay of Islands for the associated costs, as outlined in the funding application, of the Dutch Festival 2019, for the following reason:

i) Proud vibrant communities.

1) Background

The Dutch Festival 2019 is a community event being held at the Kingston House, Kerikeri. This is a community event for all ages. Entry fee is a gold coin donation of $2.00 per adult and $1.00 for children.

The Dutch Community Group Bay of Islands has not received funding from the Bay of Islands-Whangaroa Community Board previously.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise funding for the full amount requested

Funding of 36% of the project cost is requested and could be funded in full.

Option 2 Authorise partial funding

Option 3 Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes.

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1. Dutch Community Group Bay of Islands - Funding Application - A2221608 ⇩

2. Dutch Community Group Bay of Islands - Funding Schedule - A2221712 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This has district wide relevance as members of the public as a whole will benefit from a far north based facility.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Considered in the application.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

8.8 Application for Funding - Tukau Community Fund

File Number: A2212316

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on an application received from Tukau Community Fund for the purchase of goods for hampers and Christmas lunch, and to assist members in determining whether to approve or decline the application.

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $5,400 (plus GST if applicable) to be paid from the Boards Community Fund account to Tukau Community Fund for the purchase of goods for hampers and Christmas lunch:

i. Proud vibrant communities.

1) Background

The Christmas Community Lunch will be held on 8 December 2018 at Kawakawa Primary School. Community agencies (Churches, budgeting agencies and foodbanks) have invited 300 people. Children will be provided with a present and family hampers/kaumatua baskets (hampers) will be distributed.

Tukau Community Trust has made the following applications to the Bay of Islands-Whangaroa Community Board:

Year	Amount allocated	Project	Project report received
2017	$4,000.00	Community Christmas Dinner	Yes
2017	$6,250	Menstrual Cup Kaupapa	Yes

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise funding for the full amount requested

Funding of 45% of the project cost is requested and could be funded in full.

Option 2 Authorise partial funding

Option 3 Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes.

Reason for the recommendation

The application meets the criteria of the Community Grants Policy and the Community Outcomes as listed in the LTP and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1. Tukau Community Fund Funding Application - A2212236 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This project is of local benefit.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Considered in the application.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

8.9 Item Left to Lie on the Table - Application for Funding - Whangaroa Community Trust

File Number: A2241918

Author: Kim Hammond, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on an application received from the Whangaroa Community Trust for the cost of office rent at the Kaeo Library and facilitator fees and to assist members in determining whether to approve or decline the application.

This report was presented to the Board at their meeting on 24 September 2018. The Board requested that a completed funding application and outstanding project reports be submitted by the Whangaroa Community Trust before the application for funding be considered.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) Uplift the report ‘Application for funding – Whangaroa Community Trust’

b) approve the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whangaroa Community Trust for rent at Kaeo Library and facilitators fees for the following reason:

i) Proud vibrant communities

c) payment will not be made to the Whangaroa Community Trust until the outstanding project report for the playground and toilet block improvements has been submitted to the Community Board for approval.

1) Background

Whangaroa Community Trust’s mission is to act as an umbrella organisation that promotes, supports and assists the local community to seek funding and create community initiatives that realise the community’s visions and ongoing socio-economic development.

Whangaroa Community Trust has made the following applications to the Bay of Islands-Whangaroa Community Board:

Year	Amount allocated	Project	Project report received
2016	$3,545.00	Whangaroa Armed Services Commemorations	Yes
2016	$5,000.00	CCTV for Kaeo	Yes
2016	$2,466.00	Rent for office space	Yes
2017	$5,000.00	Playground and toilet block improvements (sun shade purchase and installation	Outstanding, project is still underway
2017	$5,000.00	Community Coordinator position	Yes
2018	$1,053.00	Whangaroa map print	N/A
2018	Declined	Redesign and upgrade to the website	N/a

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness and complies with the Community Outcomes of the LTP and all provisions listed on the application form.

Whangaroa Community Trust still has an outstanding project report for previous funding – playground and toilet block improvements. This has been taken into account in the recommendation, if funding is allocated – payment will not be made until completed project reports are signed off by the Community Board at their meeting.

Option 1 Authorise partial funding upon receipt of outstanding project reports

Up to 50% of the project costs could be funded by the Board.

Option 2 Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes.

Reason for the recommendation

The application meets the criteria of the Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1. Whangaroa Community Trust Application Form - A2241861 ⇩

2. Whangaroa Community Trust Funding Schedule - A2241927 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Application does not have district wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Considered in the application
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary provision has been made and the grant is allocated in accordance with the Community Grant Policy
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2018

8.10 Item Left to Lie on the Table - Road Naming Report

File Number: A2178478

Author: Marie Boyd, Addressing Improvement Officer

Authoriser: Samantha Edmonds, General Manager - Corporate Services

Purpose of the Report

To seek approval from the Bay of Islands-Whangaroa Community Board to name the following private road.

Executive Summary

· The Addressing Improvement Project seeks to fix historical addressing issues where there is duplication, confusion or error under the Australian/New Zealand Addressing Standard – AS/NZ 4819.2011.

· This report was presented to the Bay of Islands-Whangaroa Community Board at the meeting on 24 September 2018 for consideration.

· The Community Board resolved that the item will lie on the table and requested that evidence showing residents of Doel Road have been consulted and agree with the road name (Attachment 4).

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) uplift the report “Road Naming Report”

b) names the Right of Way currently addressed as Doel Road, Aqua Bella Rise:

1) Background

Far North District Council passed a resolution on 05 June 2015 to fix historical addressing issues in the Far North District where there was duplication, confusion or error.

2) Discussion and Options

Property owners and, where appropriate iwi / hapu have been consulted and have provided input into the new road name. The road name recommended in this report is not a duplicate of any other road name in the district.

The name has local significance as outlined in the attached spreadsheet and meets the criteria set down in the Council’s Road Naming and Property Numbering Policy #2125 and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

Budget has been allocated for this work as part of the Council resolution on 05 June 2015.

Attachments

1. Aqua Bella Rise Approved Plan - A2206899 ⇩

2. Road Naming Schedule - A2132312 ⇩

3. Map of Aqua Bella Rise - A2132330 ⇩

4. Confirmation for Aqua Bella Rise - Road Naming Report - A2234013 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Council’s Road Naming and Property Numbering Policy #2125
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The report is before the Bay of Islands/Whangaroa Community Board
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications to Maori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The Roading team have been informed and have no objections.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial Implications have been assessed and Budgetary Provision has been made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

07/09/2018	Meeting Kerikeri Sub Division
11/09/2018	Combined Community Bard Workshop, Kaikohe
14/09/2018	Meeting Kerikeri Sub Division
17/09/2018	Kerikeri Domain Reserve Management Plan, Kerikeri Sports
19/09/2018	Meeting re Kerikeri Retirement Village Plans, Kerikeri
19/09/2018	Meeting Waipapa Hall, Waipapa
21/09/2018	Meeting with Mayor re Pavilion, Kerikeri
24/09/2018	Meeting for Bay of Islands-Whangaroa Community Board, Paihia
26/09/2018	Meeting with St Johns and Spar Pool re bus stop

29/08/2018	Whangaroa Development Group Sub Business Group - tourist tear off pads to be finalised
11/09/2018	Moana Fisheries Consultants - water quality in Whangaroa
12/09/2018	Whangaroa Recreational Trust AGM – Whangaroa Swimming Pool. Doing a great job with lifeguards and support to run the community pool
13/09/2018	Whangaroa Health Services Trust. Huge attendance regarding the future of our health services with the District Health Board
18/09/2018	Whangaroa Memorial Hall Committee, Kaeo
19/09/2018	Whangaroa Community Trust meeting, Kaeo
24/09/2018	Bay of Islands-Whangaroa Community Board meeting, Paihia
28/09/2018	Reopening of the Marlin Hotel – stood in for the Mayor to cut the ribbon for the new owners and after renovations
04/10/2018	Whangaroa Development Group meeting for the playground
17/10/2018	Whangaroa Community Trust

3914191	03/10/2018 - Omaunu Road flood markers haven been bowled over at 2 am. Police are following up
3914198	03/10/2018 - Lake Manuwai Bollards - have been rammed loose or pushed over. Actioned

1	Covering letter - Baysport Inc
2	Support letter - Kerikeri Football Club
3	Quote - AT Plumbing and Gas
4	Quote - Bay of Islands Garage Door Co
5	Quote - Smart Gas Limited
6	Quote – Water Wizards Plumbing Limited
7	Bank Statement
8	Performance Report – year ended 31 December 2017
9	Health and Safety Plan

1	Programme for the event
2	Bank account details
3	Budget for the event
4	Quote - Kingston House (venue hire)
5	Quote - Northern Advocate (advertising)
6	Quote - Ellen Knippers (Professional Fees)
7	Quote - NUR Dance Group (Professional Fees)
8	Quote - Stationary
9	Quote - DJ (Professional Fees)
10	Quote - Equipment hire
11	Quote – Costume
12	Quote – The Warehouse, Great Northern Traders and Vista Print