Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

 

 

 

AGENDA

 

 

Bay of Islands-Whangaroa Community Board Meeting

 

Monday, 10 December 2018

 

Time:

10:00 am

Location:

Totara North Hall

4 Totara School Road

Totara North

 

 

Membership:

Chairperson Terry Greening - Chairperson

Cr Kelly Stratford

Member Lane Ayr

Member Bruce Mills

Member Martin Robinson

Member Rachel Smith

Member Belinda Ward

Member Manuwai Wells

 

 


 

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;

(c)      Maintain an overview of services provided by the territorial authority within the community;

(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

 

 

Trust is about to wind up.

Russell Centennial Trust (Chairman)

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

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

 

 

 

Own Section, Lifestyle

 

 

 

Rachel Smith

Acura Accountants Director

 

 

 

Self employed contractor- marketing and events

 

 

 

Self employed

 

 

 

Kerikeri District Business Association

Board member

 

 

Rolands Wood Charitable Trust

Board member

 

 

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)

Property in Moerewa

 

N/A

N/A


 

 

 

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held in the Totara North Hall, 4 Totara School Road, Totara North on:

Monday 10 December 2018 at 10:00 am

Order Of Business

1          Apologies and conflicts of Interest 8

2          Public Forum.. 8

3          Deputations. 8

4          Speakers. 8

5          Confirmation of Previous Minutes. 9

5.1            Confirmation of Previous Minutes. 9

6          Infrastructure and Asset Management Group. 18

6.1            Road Renaming - New Road Name Waa Hoterene Road. 18

6.2            Roading Naming - Appletree Lane. 31

7          Strategic Planning and Policy Group. 40

7.1            Disability Action Group Annual Report 2017-2018. 40

8          Corporate Services Group. 47

8.1            Chairperson and Members Report 47

8.2            Statement of Community Fund Account as at 31 October 2018. 58

8.3            Bay of Islands-Whangaroa Community Board Calendar of Meetings for 2019. 61

8.4            Application for Funding - Bledisloe Domain Committee. 64

8.5            Application for Funding - Cherry Park House Management Committee. 74

8.6            Application for Funding - Epilepsy Association New Zealand. 85

8.7            Application for Funding - He Iwi Kotahi Tatou Trust 95

8.8            Application for Funding - Hope Centre Northland Community Trust 106

8.9            Application for Funding - Reinga Road Reserve Incorporated. 117

8.10          Application for Funding - Resilient Russell Charitable Trust 130

8.11          Application for Funding - Vision Kerikeri 140

8.12          Application for Funding - Whangaroa County Museum and Archives Society Incorporated  150

8.13          Application for Funding - Russell Tennis Incorporated. 163

9          Meeting Close. 172

 


 

1            Apologies and conflicts of Interest

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).

It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

2            Public Forum

Representative from Kerikeri Mens Shed

Representative from Rangitane residents Association

3            Deputations

No requests for deputations were received at the time of the Agenda going to print.

4            Speakers

10.30 am    Representative from He Iwi kotahi Tatou Trust

10.35 am    Representative from Cherry Park House Management Committee

10.40 am    Representative from Russell Tennis Club

10.45 am    Representative from Hope Centre Northland Community Trust

10.50 am    Representative from Resilient Russell Charitable Trust

10.55 am    Representative from Epilepsy Association New Zealand

11.00 am    Representative from Vision Kerikeri

11.05 am    Representative from Whangaroa County Museum and Archives

11.10 am    Representative from Reinga Road Reserve Incorporated

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2270831

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 5 November 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.       2018-11-05 Bay of Islands-Whangaroa Community Board Minutes - A2250244  


 

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

10 December 2018

 

   MINUTES OF Far North District Council
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Maromaku Hall, Maromaku School Road, Maromaku
ON Monday, 5 November 2018 AT 10:00 am

 

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

IN ATTENDANCE:     

STAFF PRESENT:     Melissa Parlane (Team Leader - Infrastructure Planning); Rachael Pull (Specialist Planner - Urban Design), Alice Hosted (Policy Planner), Robert Willoughby (Community Development Advisor), Kim Hammond (Meetings Administrator)

 

1            Apologies and conflicts of Interest

Member Bruce Mills declared a conflict of interest in relation to item 8.9 – Item Left to Lie on the Table – Whangaroa Community Trust.

2            Public Forum

Bruce McKee spoke regarding item 8.10 – Item Left to Lie on the Table – Road Naming Report

3            Deputations

Nil

4            Speakers

10.18 am  Mieke Ward representing Baysport Incorporated spoke regarding Item 8.6 – Application for Funding - Baysport Incorporated

10.34 am Ellen-noor Honing representing Dutch Community Group Bay of Islands spoke regarding Item 8.7 - Application for Funding – Dutch Community Group Bay of Islands

10.40 am Cathy Orevich representing Tukau Community Trust spoke regarding Item 8.8 - Application for Funding - Tukau Commuinity Trust

10.44 am Bruce Mills representing Whangaroa Community Trust spoke regarding Item 8.9 – Item Lef to Lie on the Table - Application for funding - Whangaroa Community Trust

10.47 am Antoinette Elizabeth representing Bledisloe Domain Committee spoke regarding a future application to be considered at the Community Board meeting on 10 December 2018

 

At 11:00 a.m., Cr Kelly Stratford left the meeting. At 11:03 a.m., Cr Kelly Stratford returned to the meeting.

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Resolution  2018/30

Moved:       Member Bruce Mills

Seconded:  Member Lane Ayr

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.

Carried

 

6            Infrastructure and Asset Management Group

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

Resolution  2018/31

Moved:       Member Belinda Ward

Seconded:  Member Bruce Mills

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.

The meeting was adjourned from 11.16 am to 11.28 am

.Carried

 

7            Strategic Planning and Policy Group

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

Resolution  2018/32

Moved:       Chairperson Terry Greening

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board:

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

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, and

Further priorities

Carried

At 11:43 a.m., Cr Kelly Stratford left the meeting. At 11:44 a.m., Cr Kelly Stratford returned to the meeting.

At 12:26 p.m., Chairperson Terry Greening left the meeting. At 12:28 p.m., Chairperson Terry Greening returned to the meeting.

 

7.2         Kerikeri Domain Reserve Management Plan - Intention to notify

Resolution  2018/33

Moved:       Chairperson Terry Greening

Seconded:  Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board accepts the draft intention to notify plan and supports this plan going to consultation.

Carried

At 12:53 p.m., Member Bruce Mills left the meeting. At 12:55 p.m., Member Bruce Mills returned to the meeting.

The meeting was adjourned from 1.00 pm to 1.32 pm.

7.3         Events Investment Funding Decisions for 2018/19 Financial Year

Resolution  2018/34

Moved:       Chairperson Terry Greening

Seconded:  Member Rachel Smith

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

Carried

 

8            Corporate Services Group

8.1         Chairperson and Members Report

Resolution  2018/35

Moved:       Member Rachel Smith

Seconded:  Member Martin Robinson

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

Carried

 

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

Resolution  2018/36

Moved:       Member Belinda Ward

Seconded:  Member Bruce Mills

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 Strategic Plan 2018/2019 that $2,500 (plus GST if applicable) be allocated to the following groups for their 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

c)    approves that the above groups submit a copy of the quote/invoice  for their Traffic Management costs for their 2018 Santa Parades and be reimbursed up to $2,500 each, to be paid out of the Board’s Community Fund

Carried

 

8.3         Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 2018

Resolution  2018/37

Moved:       Chairperson Terry Greening

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 2018.

Carried

 

8.4         Rural Travel Funding Project Reports

Resolution  2018/38

Moved:       Member Bruce Mills

Seconded:  Member Rachel Smith

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

Carried

 

8.5         Rural Travel Fund Summer 2018/2019 Applications

Resolution  2018/39

Moved:       Member Martin Robinson

Seconded:  Member Bruce Mills

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

Carried

 

8.6         Application for Funding - Baysport Incorporated

Resolution  2018/40

Moved:       Member Martin Robinson

Seconded:  Member Rachel Smith

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.

Carried

 

8.7         Application for funding - Dutch Community Group Bay of Islands

motion

Moved:       Member Belinda Ward

Seconded:  Cr Kelly Stratford

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.

Amendment

Moved:       Member Martin Robinson

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,000 (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.

The amendment became the substantive motion

Resolution  2018/41

Moved:       Member Belinda Ward

Seconded:  Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,000 (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.

Carried

 

8.8         Application for Funding - Tukau Community Fund

Resolution  2018/42

Moved:       Member Rachel Smith

Seconded:  Member Manuwai Wells

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

          i. Proud vibrant communities.

Carried

 

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

Resolution  2018/43

Moved:       Cr Kelly Stratford

Seconded:  Member Rachel Smith

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 facilitator’s fees for the following reason:

i) Proud vibrant communities

c)   notes that 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.

Carried

 

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

Resolution  2018/44

Moved:       Chairperson Terry Greening

Seconded:  Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board:

          a) uplift the report “Road Naming Report”

          b) decline to name the Right of Way currently addressed as Doel Road, Aqua Bella         Rise

Carried

 

10          Additional papers

Resolution  2018/45

Moved:       Chairperson Terry Greening

Seconded:  Cr Kelly Stratford

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

          a) Opposition to Proposed Name Change of Doel Road to Aqua Bella Road

          b) Baysport Budget Planned Maintenance 2018

          c) Dutch Community Group Bay of Islands application and attachments

Carried

11          Meeting Close

The meeting closed at 2.40 pm.

 

The minutes of this meeting were confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 10 December 2018.

 

 

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

CHAIRPERSON

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

6            Infrastructure and Asset Management Group

6.1         Road Renaming - New Road Name Waa Hoterene Road

File Number:           A2264715

Author:                    Ngawiki Cooper, 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 rename a public road, James Road in Matawaia, to Waa Hoterene Road.

Executive Summary

·      Council has received a Road Naming application to rename a public road addressed James Road, Matawaia, (Attachment A2264922 and Attachment A2264955). Community Boards have the delegated authority to name public roads.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, rename “James Road” to “Waa Hoterene Road”.

 

 

1) Background

Council has received a Road Renaming application from Dr Richard Shortland Cooper, on behalf of the Huria Whanau Kotahi Trust, requesting to rename a road in Matawaia, currently known as “James Road”, to “Waa Hoterene Road”.

This road was previously named “Waa Hoterene Road”, after Dr Cooper’s father.

After his father died in the 1960’s, his mother remarried and her new husband changed the road name to “James Road”, which is his last name.

The Huria Whanau Kotahi Trust would like it changed back to the original name as “James” has no ties to the whenua.

The Trust has approached representatives of the owners on James Road and have their consent to change to the name back to “Waa Hoterene Road”  Please see attachment A2264924.

The suggestions are:

1.   Waa Hoterene Road

2.   Hoterene Road

3.   Peita Waa Hoterene Road

In 2002 a request was presented to the Kawakawa Community Board, requesting that the road name be changed from James Road to Hoterene Road (Attachment A2264965 report). This request was declined (Attachment A2264971 minutes).

2) Discussion and Options

Property owners and 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 Roading Team have no objections.

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.

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 applicant.

Attachments

1.       Consents from property owners copy - A2264924

2.       Map - James Road, Matawaia copy - A2264955

3.       Road Renaming Application copy - A2264922

4.       Kawakawa CB Agenda Item - James to Hoterene 1st July 2002 copy - A2264965

5.       Kawakawa CB Resolution - James to Hoterene 1st July 2002 copy - A2264971

6.       Road Renaming Schedule - James Road to Waa Hoterene Road, Matawaia copy - A2264972  


 

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

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.

This request has come from a Whanau Trust on the land.

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.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

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6.2         Roading Naming - Appletree Lane

File Number:           A2268874

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 right-of-way.

EXECUTIVE SUMMARY

Council has received a Road Naming application to name a private right-of-way addressed at 7 Shepherd Road, Kerikeri. 

 

Recommendation

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way addressed at 7 Shepherd Road, Kerikeri as per map (A2268064).

 

 

1) Background

Mr Ray Knowles of AM2PM Ltd has advised that this is a private right-of-way created by a sub-division addressed at 7 Shepherd Road, Kerikeri.  Community Boards have delegated authority to name private right-of-ways. The property plus the one next door were originally an apple tree orchard.

The background for these names is given also as per the Road Naming application attached (A2261272). 

Their suggestions are as follows:

1.   Appletree Lane

2.   Appletree Grove

3.   Appletree Way

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.       Map - Addressed at 7 Shepherd Rd, Kerikeri - Document number - A2268064

2.       Road Naming application - Mr Ray Knowles - Document number - A2261272

3.       Road Naming Schedule - Addressed at 7 Shepherd Rd, Kerikeri - Document number - A2077650  

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

This is the naming of a private right-of-way 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.

There are currently no property owners as this is a new subdivision

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

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

7            Strategic Planning and Policy Group

7.1         Disability Action Group Annual Report 2017-2018

File Number:           A2268107

Author:                    Aya Morris, Community Development Advisor

Authoriser:             Darrell Sargent, General Manager - Strategic Planning and Policy

 

Purpose of the Report

The purpose of the report is to receive the Disability Action Group Annual Report 2017-2018.

Executive Summary

The report supports the following information from the Disability Action Group, for consideration by the Community Board:

·    Disability Action Group Annual Report 2017-2018

·    Disability Action Group Annual Strategic Goals 2018-2019

·    Disability Action Group Terms of Reference 2018

Recommendation

That the Bay of Islands-Whangaroa Community Board receives the report Disability Action Group Annual Report 2017-2018.

 

 

1)   Background

The Disability Action Group works with the Far North District Council, under the Council Policy: Equity and Access for People with Disabilities, to advocate for a more accessible environment for Far North residents and visitors with disabilities.

The group includes people with disabilities, representatives from associated organisations, and Councillors from the Far North District Council and Community Boards.

2)   Discussion and options

The Disability Action Group has developed a set of Strategic Goals (2018-19), a Terms of Reference (2018) and an Annual Report (2017-2018).  Copies of these documents are attached to this report.

The key points are:

·    The Disability Action Group Annual Report (2017-2018) covers the period 1 November 2017 to 31 October 2018 and outlines key areas of advocacy and action by the Disability Action Group during this time.

·    The Disability Action Group Strategic Goal 1 outlines an aspiration to increase the effectiveness of Disability Action Group engagement with the Far North District Council.

·    The Disability Action Group Terms of Reference states that the group will produce an annual report on its activities, achievements, and concerns to the three Community Boards. 

For future strategic planning work, the Community Board can consider information provided by the Disability Action Group.

3)   Financial implications and budgetary provision

There are no financial implications as the Disability Action Group Annual Report will inform future iterations of the Bay of Islands-Whangaroa Community Board Strategic Plan.

4)   Reason for the recommendation

So the Bay of Islands-Whangaroa Community Board can receive the Disability Action Group Annual Report 2017-2018

 

Attachments

1.       Disability Action Group Annual Report 2017-2018 - A2267310

2.       Disability Action Group Strategic Goals 2018-2019 - A2267309

3.       Disability Action Group Terms of Reference 2018 - A2267311  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Disability Action Group Annual Report 2018

The Disability Action Group (DAG) works with the Far North District Council (FNDC) to advocate for a more accessible environment for Far North residents and visitors with disabilities.

This report covers the period 1 November 2017-31 October 2018 and outlines key areas of advocacy and action for the DAG during this time.

DAG structure and strategy

The DAG has developed and adopted a new Terms of Reference document to guide their activity.

The DAG has developed strategic goals through an annual strategic workshop and presented these to Council.

DAG promotion

The DAG has developed content for a new page on the FNDC website, made a media release, and recruited new members with a lived experience of disability.

DAG engagement with the Office for Disability Issues (ODI)

The DAG has sent representatives to a regional meeting where feedback was provided to representatives from the ODI on behalf of Northland’s disability community.

Accessible parking

The DAG has engaged with the FNDC Transport Planner to provide feedback on the process to create new accessible car parking spaces, to recommend new spaces, and to recommend improvements for existing spaces.

Accessible transport

The DAG has engaged with a range of agencies to advocate for improvements in accessible transport. These have included Barrier Air, Air NZ, Northland Regional Council, FNDC, and local Members of Parliament, Matt King and Kelvin Davis.

Accessible foothpaths

The DAG has advocated for improvements to footpaths and road crossings in the Far North by presenting specific concerns to staff and by supporting a community-led petition.

Disability Awareness Training

The DAG has successfully advocated to FNDC to provide disability awareness training for staff in line with the Equity and Access for People with Disabilities policy.

Accessible Public Spaces and Community Facilities

The DAG has given feedback on Reserve Management Plans for Lindvart Park and Kerikeri Domain, and has advocated for improvements in community facilities and the future development of an app or map to support accessible tourism.


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Far North Disability Action Group Strategic Goals 2018-2019

1.    Increase the Effectiveness of Disability Action Group Engagement with the Far North District Council

i.              DAG to take advisory role in FNDC infrastructure work to advocate for accessibility in all its forms.

ii.             DAG to make annual submissions to Annual Plan/Long Term Plan as appropriate.

iii.            Elected members delegated to DAG to report back to Council/Community Boards on DAG matters. Mechanism to be developed to enable this to happen, such as an agenda item on Community Board agendas.

iv.           DAG to engage directly with CEO office to progress the DAG strategic priorities.

2.    Increase Disability Action Group Engagement Across Multiple Agencies

i.              DAG to engage with Northland Regional Council, New Zealand Transport Agency, Northland Transportation Alliance, Office for Disability Issues & Northland District Health Board on accessibility issues.

ii.             DAG to advocate for cross-agency partnerships on accessibility issues such as infrastructure, transport, and information shared via apps/maps.

iii.            DAG to advocate for a cross-agency application to the Provincial Growth Fund with a focus on increased accessibility to boost tourism in partnership with Tiaho Trust.

3.    Participate in Policy Review – Equity and Access for People with Disabilities

i.              DAG to advocate for a broader view of equity and access in the policy review – including proposed change to ‘Equity and Access for All.’

ii.             DAG to advocate for stronger implementation of the policy by FNDC.

iii.            DAG to allocate one full DAG meeting in 2019 to policy review.

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Disability Action Group Terms of Reference

1.   Constitution
The Disability Action Group (DAG) is established as a stakeholder liaison group within the Far North District to provide advice to the Far North District Council, Government and its Agencies, Disability Service Providers; and to engage with the community on issues of disability/impairment.

The DAG operate under the Policy on Equity and Access for People with Disabilities

2.   Purpose
The purpose of DAG is:

To identify and take up opportunities to advocate for equity and access for people with disabilities/impairments

To provide ongoing communication and advice to Council, Government Agencies and Service Providers on behalf of people with disabilities/impairments

To provide  opportunities for people with disabilities/impairments to engage with elected representatives

To build the capacity of disability groups to take responsibility for advocating on their own behalf

To advocate for policies, programmes, practices, and procedures that guarantee equal opportunity for all people with disabilities/impairments

To encourage the portrayal of persons with disabilities/impairments by the media in a positive way, including in the Council's own publications and publicity material

3.   Membership
The membership of DAG shall be comprised of the following:

1 appointee from each of Council, Te Hiku Community Board, Kaikohe-Hokianga Community Board, and the Bay of Islands-Whangaroa Community Board

Representatives from stakeholder and advocacy bodies for people with disabilities/impairments  across the Far North District

Interested residents of the Far North District

4.   Meetings

A quorum of members of DAG shall be two.

DAG meetings shall be held quarterly.

The chair of the DAG may request additional meetings as necessary. 

At these meetings DAG may invite staff from the Far North District Council or other organisations as necessary to provide appropriate information and to receive feedback from stakeholders as to how people with disabilities/impairments can be supported to fully participate in the life of their communities.

Minutes of all meetings shall be kept. 

Meeting decisions that require a response from Council will be lodged using either the DAG action sheet or the Report Request Form.

5.   DAG Structure

DAG shall elect a Chairperson and Deputy Chairperson once each triennium.

Prospective members of DAG must gain the approval of DAG members to join the group.

Voting members of DAG shall be the DAG members but not Council staff.

6.   Principles

Advocacy – representing the interests of  people with disabilities/impairments with fairness and equity

Inclusiveness – a wide range of views are sought

Openness – communicating clearly and providing as much information as possible to facilitate open and free exchange of information within the group

Honesty and respect – treating people with courtesy, observing their rights and recognising the different roles that others play in management and decision making

Responsiveness – dealing with issues within agreed timeframes

Accountability – issues raised are followed up as appropriate

7.   Planning

DAG will develop annual strategic goals through an annual workshop. Staff members may support this workshop if requested.

8.   Reporting Procedures

DAG will produce an annual report on its activities, achievements, and concerns to the 3 Community Boards. 

9.   Staff support

Subject matter expertise shall be provided by relevant staff members from within the Far North District Council, with sufficient notice and the approval of their General Manager.

10.  Administration

Support for administration of the DAG, including the agenda, invitations, meeting venues (cost for non-Council venues will be met from the DAG budget), meeting minutes, claim form distribution will be undertaken by the Community Policy & Development Department

The Chair of DAG or delegate will be responsible for lodging Report Request Forms to the Manager Community Policy & Development regarding DAG issues

Approval of funds from the DAG budget is the responsibility of Manager Community Policy & Development and DAG will recommend expenditure via meeting resolutions.

 

11.  Resourcing for DAG operation

Funding for the DAG through the Long Term Plan shall be used to assist the DAG to meet its strategic goals and operational costs, such as travel expenses, reimbursement of costs for accessibility assistance and meeting venues for the DAG.

Individual DAG expenses must be submitted via the claim form.

12.  Definition

People with Disabilities are “…those who have long-term physical, mental, intellectual or sensory impairments which in interaction with various barriers may hinder their full and effective participation in society on an equal basis with others…”

This definition draws on the social model of disability and is used in the NZ Disability Strategy, and is sourced from the UN Convention on the Rights of Persons with Disabilities, Article 1.

 


8            Corporate Services Group

8.1         Chairperson and Members Report

File Number:           A2271239

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 Chairperson Greening and Members Wards, Wells, Ayrs 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 Greening Community Board Members Report - A2272998

2.       Member Wards Community Board Members Report - A2274849

3.       Member Wells Community Board Members Report - A2275704

4.       Member Ayrs Community Board Members Report - A2274881

5.       Member Mills Community Board Members Report - A2273129  


 

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.

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

10 December 2018

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Terry Greening - Chairperson

Subdivision:                Russell-Opua

·                Date:                             October 2018 – November 2018

·                 

Meetings

15/10/2018 

Russell Centennial Trust meeting and AGM

15/10/2018

Russell Town Hall monthly meeting

23/10/2018  

Council offices Kaikohe – 1:1 meeting with CEO

23/10/2018 

Council Chambers Kaikohe – Powhiri to welcome new GM SPP

25/10/2018

Council Chambers Kaikohe – Council meeting

26/10/2018

Tane Mahuta room JBC Kerikeri – meeting with stakeholders to discuss Lake Manuwai

30/10/2018

Russell Sports Club meeting

05/11/2018

Maromaku Hall, Maromaku – Community Board meeting

11/11/2018

Laid wreath on behalf of FNDC at Russell Cenotaph to mark 100th anniversary of WW1 Armistice

12/11/2018

Meeting in Russell with Russell Business Association Chairperson and District Facilities staff member regarding Town Maintenance Contract issues

12/11/2018

Meeting in Opua with Jane Saunders and District Facilities staff member regarding ‘Living Wall’ proposal

14/11/2018

Council Chambers Kaikohe – workshops on

a.     Opinion Survey/Reputation survey, and

b.    Review of Committee Structure

15/11/2018

Council Chambers Kaikohe – workshops on:

a.      Annual Plan 2019/20, and

b.      Elected Members responsibilities under the Health and           Safety Act

16/11/2018

Meeting in Russell with members of the Resilient Russell Charitable Trust and FNDC staff regarding recycling options

17/11/2018

Kerikeri Packhouse Market – attended District Plan Roadshow

19/11/2018

Russell Town Hall monthly meeting

20/11/2018

Infrastructure Network Committee bus trip with Northern Transport Alliance staff and Council staff

 

 

 

 

 

Projects

FNDC/BroadSpectrum Ltd will be carrying out major maintenance on York Street and Cass Street in Russell over the nights of 26, 27, 28, 29 November.  This will involve removing the current hot mix by milling etc. on the first night, and relaying with new hot mix over the next two subsequent nights, followed by road marking on the fourth night.  Although these roads will be open during the day they will be closed to all traffic and parking from 6 p.m.to 6 a.m. the following day on the nights of operation.  Because of this major disruption I have been working closely with BSL and FNDC staff to provide as much early warning and notification to affected businesses, residents etc. as possible.  This has involved firstly personally visiting these affected parties once I had confirmation of the dates and times and following up with a letter to these same people a week later.  The one business not happy with the activity (an accommodation provider) wrote to me and I worked with FNDC communications staff to provide them with a response that ‘calmed troubled waters’.

 

Resource Consents

Nil

 

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)

3904640

16/08/2018 - Request for drain connection for Russell tennis courts (progressing)

 

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

10 December 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

05/11/2018

Bay of Islands-Whangaroa Community Board meeting - Maromaku

14/11/2018

Attended QRC meet the board members – Paihia

15/11/2018

Attended QRC Tai Tokerau Graduation Ceremony – Waitangi Golf Club

20/11/2018

Paihia Community Group meeting hosted by Hospitality NZ to address Kings Road safety issues and lack of policing – Thirty30

21/11/2018

Combine Community Board workshop - Waipapa

Issues

-     Window restrictors need replacing in PWM Hall toilets – in progress

-     QRC have assisted the Paihia community with funding to enable security cameras in the Kings Road area to be fed back to Kerikeri Police Station for monitoring. This is a generous donation to help keep our people safe.

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.

-     Some progress on the issues but no questions answered to date

 

Resource Consents

Nil

 

Requests for Service/Information

RFS 3913233

Numerous re Paihia War Memorial Hall. Some partially resolved. Mowing around hall to look at reinstating the work to the contract and schedule

RESPONSE – The mowing contractor has to be registered on Council Health and Safety site to enable direct payment and continue doing the job.

RFS 3916024

Paihia Pony Club requesting safety signage on Haruru Falls Road

All RFS's are either work in progress or outstanding.

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 2nd carpark to the east of the playground on Marsden Road. Unresolved

Older Outstanding RFS

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

10 December 2018

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Manuwai Wells

Subdivision:                Kawakawa Moerewa

·                Date:                             September – November 2018

·                 

Meetings

22/09/2018

Te Maara a Hineamaru hui, Te Pokapu Centre Kawakawa

24/09/2018

Bay of Islands-Whangaroa Community Board Hui, Paihia

05/10/2018

Meet the Police Open day, Kawakawa Police Station

11/10/2018

Powhiri for Northland Regional Council hui with Ngati Hine, Otiria Marae

18/10/2018

NRC Taumarere Flood Committee hui, Te Pokapu Centre Kawakawa

19/10/2018

FNDC Free Microchipping and De-sexing for dogs, Simpson Park Moerewa

23/10/2018

Far North Youth Council hui, FNDC Kaikohe

03/11/2018

Kawakawa/Moerewa Community led board member induction

05/11/2018

Bay of Islands-Whangaroa Community Board Hui, Maromaku

06/11/2018

Kawakawa Business Assn hui, Kawakawa

09/11/2018

Opening of Te Wharau, Tukau Community Charity Kawakawa

11/11/2018

Armistice Day Service, Johnson Park Kawakawa

17/11/2018

Ngati Hine Maori Wardens Whanau day, Simpson Park, Moerewa

21/11/2018

Combined Community Board workshop, Kerikeri

Issues/Of Note

-     Our community is struggling with the recent shifting of crown process to redress Te Tiriti o Waitangi grievances- while maintaining the assertion that Nga Puhi never ceded sovereignty.

-     Our community is continuing to address the multi-layered reality of wide spread poverty with grass roots based kaupapa like Pataka kai (Moerewa township and Mill road in Kawakawa) and free Sunday dinners over the winter months.

-     Our community focus is currently on preparation for December events like the Kawakawa Christmas Parade, Tukau Community Christmas dinner and the Moerewa Christmas Whanau day.

-     Community interface with Council has prompted feedback noting frustration with the cutting down of a tree in the Bob Thomas Reserve in Kawakawa on the 14th of November, without notice or explanation to residents; Long standing unresolved RFS in both Moerewa and Kawakawa and; Gratitude for the free De-sexing, Microchipping and SPCA checks at Simpson Park recently.

 

Resource Consents

-     Nil

 

Requests for Service/Information

RFS 3898617

Request for maintenance of hedge blocking safe view to oncoming traffic from Whiteman’s road onto North Road, Kawakawa- No response (Unresolved)

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Lane Ayr

Subdivision:                Kerikeri

·                Date:                             October – November 2018

·                 

Meetings

 

17/10/2018

Spoke with bus drivers regarding bus stop issues in Kerikeri

05/11/2018

Bay of Islands-Whangaroa Community Board meeting – Maromaku

09/11/2018

Kerikeri Sub-division meeting

09/11/2018

Meeting with Vision Kerikeri

13/11/2018

Disability Action Group meeting – Coopers Beach

15/11/2018

QSO graduation – Waitangi

17/11/2018

Consultation presentation regarding District Plan - Packhouse market, Kerikeri

Issues

-     Actions re RFS on Rarere Terrace after ratepayer contacts CEO office

-     Still no response re RFS on Mission Road

-     Awaiting notification re Winsor Landing. Is FNH proceeding, when will it be completed

-     Concerns that we as Community Board are not being provide with all information re some of our deliberations. Various parties, when not in agreement with Boards decisions, appear to undertake “lobbying” to achieve a different result

-     Despite staff and elected officials agreeing on resolution of bus stop and parking it again appears that contact by interested parties will place the issue on the table again

-     Growing concern as to WHO is controlling various tourism issues in Northland??

-     Continued concern in regard to the income from Cruise Ships and the potential damage to the core tourist income sectors e.g. Accommodation, Food.

Cruise Ships paying well below NZ minimum wage not fair competition for local business 

Will make formal request for information as to income from Cruise Ship industry ( not estimated spent of passangers)

-     Bus tours should be reviewed as to income, jobs created and the use of public funded facilities.

-     I believe that various parties are making decisions based solely on commercial interests that effect our communities, and we should take a more holistic view of proposals.

 

Resource Consents

-     Only three consents reviewed, the process still appears to be less than effective from the point of view of Community Board review

-     Note interest in consent regarding Kerikeri Cruising Club

 

Requests for Service/Information

Email send to the CEO’s office regarding RFS system

 

In progress

-     The Domain Plan Management Plan

-     Bus Stop and Parking Kerikeri

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Bruce Mills

Subdivision:                Whangaroa

·                Date:                             October - November 2018

·                 

Meetings

26/10/2018

Lake Manuwai Users meeting – toilet replacement at JBC

05/11/2018

Bay of Islands-Whangaroa Community Board meeting – Maromaku Hall

06/11/2018

Fielding numerous phone calls regarding Kaeo Water

13/11/2018

Issues with Whangaroa Residents with over hanging vegetation. At Whangaroa Motel

14/11/2018

Whangaroa Health Services Trust regarding DHB proposals for future funding

19/11/2018

Whangaroa lighting with staff at Whangaroa

20/11/2018

Pop up District Plan in Kaeo Memorial Hall

Issues

-     Kaeo Water Supply. Major concerns for users of the private water scheme. It is most unsatisfactory that the media can publish outcomes without Elected Members being informed - very embarrassing. 

-     Kaeo Township Lights. Historical issues with the wiring of street/amenity lighting. Staff following this up.

-     Car parking at boat ramps.

-     Whangaroa Sewerage Plant. Shocking odour as tanks are pumped out.

 

Resource Consents

Nil

 

Requests for Service/Information

3914191

Flood markers on Omanau Road – no action

3917040

Kent Bay car park no response

3921265

Vegetation over hanging across road to house/church and motel. Good result

3922735

Sewerage odour at Whangaroa - no action

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.2         Statement of Community Fund Account as at 31 October 2018

File Number:           A2251418

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.

 

Recommendation

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

 

1) 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

·    Plus CB Retained Earnings returned – Relates to 2010 CB Capital Commitment Gen Rate Funded Balance Remaining

$22,507.80

·    Less funds granted and uplifted to 31 October 2018

$2,063.00

·    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 Friends of Springbank Charitable Trust, Kerikeri Baptist Church and Ngati Rahiri Maori Komiti

$6,375.00

Community Fund Account balance as at 31 October 2018

$199,471.41

 

2) Discussion and Options

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 31 October 2018 is $199,471.41.

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.

3) 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 31 October 2018 is attached.

Attachments

1.       2018-12-10 BWCB Statement of Bay of Islands-Whangaroa Community Board Community Fund Account as at 31 October 2018 - Document Number - A2251326  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.3         Bay of Islands-Whangaroa Community Board Calendar of Meetings for 2019

File Number:           A2203771

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To propose dates for the Bay of Islands-Whangaroa Community Board meetings for the 2019 calendar year.

Executive Summary

·        Continuation of 6 weekly meeting cycle

·        Community Board frequency to follow the 2018 pattern

·        Cycle built around Council reporting cycle

 

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a)   adopt the following meeting dates for 2019 until the end of the triennium at venues to be determined by the Board:

          25 February 2019

          8 April 2019

          20 May 2019

          01 July 2019

          12 August 2019

          23 September 2019

b)   delegate the authority to amend the schedule of Community Board meetings from January 2019 until the end of the triennium to the Chief Executive Officer.

 

1) Background

At the end of every year, Council sets the formal meeting calendar for the coming year. The draft meeting calendar for Council / Committee meetings is scheduled to be adopted at the Councils meeting on 13 December 2018. Community boards are responsible for setting their own schedules.

2) Discussion and Options

In 2017 and 2018 the Board’s meetings were scheduled on a 6 weekly cycle. The recommendation is to continue with this cycle. Holding a meeting requires a high level of administrative support, and a 6 weekly cycle also supports effective reporting processes. Report writing staff plan their work predominantly on the basis of the 6 weekly schedule, and deadlines are calculated on this basis.

It is recommended that the scheduling of Board meetings considers these factors.

Reason for the recommendation

To schedule the formal meetings of the Bay of Islands-Whangaroa Community Board, for the remainder of the triennium, until October 2019 to ensure all Board and Committee Members are available for relevant meetings, and to ensure timely reporting to Committees and Council for those items referred to them by the Board.

3) Financial Implications and Budgetary Provision

Current budgets are set based on the current 6 weekly cycle.

Attachments

Nil


 

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The meeting schedule as proposed will support the Council / Committee meeting calendar

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.

Community Boards decide their own meeting schedule independent of Council

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.

No significance in regards to the relationship of Māori with land and/or any body of water.

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.

Operational priorities have contributed to the proposal, and the schedule reflects Council’s preference from 2018

State the financial implications and where budgetary provisions have been made to support this decision.

Budgets are set for each financial year based on the current 6 weekly cycle

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.4         Application for Funding - Bledisloe Domain Committee

File Number:           A2227049

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 Bledisloe Domain Committee for the costs associated with the refurbishment of Bledisloe Domain, 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 $3,518 to be paid from the Board’s Community Fund account to Focus Paihia on behalf of Bledisloe Domain Committee for six months of rubbish collection, installation of footpath, purchase and install blinds, rubber flooring, shipping container and for flood lighting, for the following reason:

i)       Proud vibrant communities

 

1) Background

Bledisloe Domain users and the local community wish to restore and improve the facilities at Bledisloe Domain. Bledisloe Domain and the pavilion is available for public bookings and is predominantly currently used for winter sports games.

Bledisloe Domain is owned by Waitangi National Trust and only leased to Council for recreation purposes.

Bledisloe Domain Committee have not received funding from the Bay of Islands-Whangaroa Community Board previously.

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness against 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 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, the Community Outcomes and provisions listed on the application form. 

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.       Bledisloe Domain Committee - Funding Application - A2226771

2.       Bledisloe Domain Committee - Funding Schedule - A2226959  


 

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

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

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

BLEDISLOE DOMAIN COMMITTEE

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Links and quotes for supplies requested  to be funded for Bledisloe Domain

2

Quote - Concrete Specialist Northland

3

Quote - Blinds n Screens

4

Quote - Gym and Fitness

5

Quote - Northland Waste

6

Quote - ITM Bay of Islands

7

Quote – BOI Electrical

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.5         Application for Funding - Cherry Park House Management Committee

File Number:           A2266078

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 Cherry Park House Management Committee for the installation of heat pumps in Cherry Park House, 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 $3,105 (plus GST if applicable) to be paid from the Board’s Community Fund account to Cherry Park House Committee for the installation and electrical work of heat pumps at Cherry Park House, for the following reasons:

          i. Proud vibrant communities.

 

1) Background

Cherry Park House Management Committee manages Cherry Park House Centre. This facility is owned by the Far North District Council, but run and managed by Cherry Park House Management Committee.

Cherry Park House Management Committee has not applied to the Bay of Islands-Whangaroa Community Board previously.

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.       Funding Application - Cherry Park House - A2265237

2.       Schedule of Supporting Documentation - Cherry Park House Management Committee - A2266111  


 

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

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

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

CHERRY PARK HOUSE MANAGEMENT COMMITTEE

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Robert Gibson Electrical

2

Quote - Smart Energy

3

Quote - Keri Refrigeration

4

Quote - Above Zero Limited

5

Cherry Park House Statement of Financial Position as at 31 March 2018

6

Cherry Park House Bank Statement

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.6         Application for Funding - Epilepsy Association New Zealand

File Number:           A2258926

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with information received from Epilepsy Association New Zealand for a grant to purchase a field service vehicle 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 $3,000.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Epilepsy New Zealand toward the purchase of a field service vehicle for providing services to the Northland region  to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

 

1) Background

Epilepsy New Zealand offers direct support to people and families living with epilepsy, education for professionals, such as teachers, and community awareness through speaking engagements.  Northland DHB statistics indicate 1750 people with epilepsy live in the region. In 2017 the association’s Northland educator helped 526 individuals living with epilepsy. Providing this service to this region requires significant long distance travel, and their current vehicle is aging and in need of replacement.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board. The application has also been submitted and considered by the Kaikohe-Hokianga and Te Hiku Community Board. The Kaikohe-Hokianga Community Board allocated $1,000 and Te Hiku Community Board allocated $3,000. 

This application is for 29% of the cost of the vehicle.

Option 1    Authorise the full amount requested

Funding of 29% of the total cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Attachments

1.       Funding Application - Epilepsy Association New Zealand - A2258921

2.       Schedule of supporting documentation - Epilepsy Association New Zealand - A2258924  


 

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

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 report 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.

No implications for Maori in relation to land and / or water

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.

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

EPILEPSY ASSOCIATION NEW ZEALAND

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Chris Verry Cars

2

Quote - Turners Used Cars

3

Annual report YE 31 March 2018

4

Independent Auditors Report July 2018 - Owen Mcleod & Co

5

Bank account statement

6

Health & Safety Policy

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.7         Application for Funding - He Iwi Kotahi Tatou Trust

File Number:           A2258944

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with information on an application received from He Iwi Kotahi Tatou Trust for the costs of the Christmas at the Marae event on 15 December 2018, 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 Board’s Community Fund account to He Iwi Kotahi Trust for costs associated for the Christmas at the Marae event, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities

 

1) Background

Hi Iwi Kotahi Tatou Trust aims to create a positive future for the people of Moerewa and the outlying areas. The event will take place on 15 December 2018 at Otiria Marae. This event is free to whanau.

He Iwi Kotahi Tatou Trust has not previously applied to the Community Board for funding.

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.

The Bay of Islands-Whangaroa Community Board approved an application for a Christmas Lunch to be held in Kawakawa, the weekend before this event, at their meeting on 05 November 2018. The Community Board allocated $5,400 towards this project.

Option 1    Authorise funding for the full amount requested

Funding of 38% of the project cost is requested and could be funded in full.

Option 2    Authorise partial funding

Allocate $5,400 towards this project so that it aligns with previous funding allocated to similar events and projects.

Option 3    Decline funding

Option 2 is recommended by staff. 

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.       Funding Application - He Iwi Kotahi Trust - A2258930

2.       Schedule of Supporting Documentation - He Iwi Kotahi Tatau Trust - A2258968  


 

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

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

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

HE IWI KOTAHI TATAU TRUST

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Task sheet for Moerewa Christmas at the Marae

2

Quote - Trail Blazers

3

Quote - Little Wheels Toy Car Hire

4

Quote - Bunnings Warehouse

5

Quote - Cowleys Hire Centre Limited

6

Quote - Thunder Trike Tours

7

Quote – Toiariki Contemporary Ta Moko

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.8         Application for Funding - Hope Centre Northland Community Trust

File Number:           A2269185

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with information received from Hope Centre Northland Community Trust for costs associated with Feast in the Street on 15 December 2018 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 $4,700 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hope Centre Northland Community Trust towards costs associated as outlined in the application for Feast  in the Street on 15 December 2018, which support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

 

1) Background

Feast in the Street is sharing a meal that will be held on Cobham Road and Kerikeri Domain on 15 December 2018. This is an annual event that promotes and encourages unity in the community with a strong focus on families.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board. This application is for 47% of the cost of the event.

Option 1    Authorise the full amount requested

Funding of 47% of the total cost of the event could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Attachments

1.       Funding Application - Hope Centre Northland Community Trust - A2269125

2.       Schedule of Supporting Documentation - Hope Centre Northland Charitable Trust - A2269140  


 

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

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 report 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.

No implications for Maori in relation to land and / or water

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.

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

HOPE CENTRE NORTHLAND COMMUNITY TRUST

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Certificate of Incorporation

2

Advertising/Marketing

3

Information on Feast in the Street

4

Minutes for Feast in the Street

5

Application budget

6

Full project budget

7

Quote - Traffic Management

8

Quote - Traffic Management

9

FNDC - Works Access Permit

10

Quote - Cowleys Hire Centre Limited

11

Quote - Kerikeri Hire

12

Quote - Northland Waste

13

Quote - Countdown (Cutlery)

14

Quote - Cowleys Hire Centre Limited

15

Quote - Signworx

16

Example of uniform

17

Quote - Vistaprint

18

Quote - Saffron Business Insurance

19

Letter from Hope Centre Church

20

Decline letter from Fonterra Grass Roots Fund

21

Westpac bank statement

22

Financial Statement

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.9         Application for Funding - Reinga Road Reserve Incorporated

File Number:           A2224612

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 Reinga Road Reserve Incorporated for the purchase of installing tree protection cages and the annual supply of plants, 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 $2,792 (plus GST if applicable) to be paid from the Board’s Community Fund account to Reinga Road Reserve Incorporated for the purchase of installing tree protection cages and the annual supply of plants, for the following reason:

i)       Proud vibrant communities

ii)      A wisely managed and treasured environment

 

1) Background

Reinga Road Reserve Incorporated purpose is the remediation and planning of Reinga Reserve. The project is broken down into two parts:

·    Two stages to cover the costs of installing tree protection cages

·    Supply and planting of plants

The reserve is legally vested in Far North District Council. Pre 2012 the reserve was inaccessible due to weed growth. In 2012 the community collected funds to pay for a digger to be able to access the reserve.

Reinga Road Reserve Incorporated has not received funding from the Bay of Islands-Whangaroa Community Board through their Community Grants budget previously.

2) Discussion and Options

Preliminary assessment of the application:

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

Option 1    Authorise partial funding

Under the Community Grant Policy retroactive applications that are for retroactive funding are not eligible. The total amount requested in the application is $6,786 for the purchase of plants and two stages of tree protection cages. The first stage of installing the tree protection - $3,994, cages has already taken place making this part of the application retroactive.

Funding of $2,792 will cover the costs of the project that have not yet taken place and will align the application with the Community Grant Policy.

Option 2    Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy, the Community Outcomes and provisions listed on the application form. 

Reason for the recommendation

The application meets some of 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.       Reinga Road Reserve Incorporated - Funding Application - A2224509

2.       Reinga Road Reserve Incorporated - Funding Schedule - A2224510  


 

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

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

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

REINGA ROAD RESERVE INCORPORATED

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Royal Forest and Bird Protection Society

2

Quote - Fulton Landscaping

3

Invoice – Fulton Landscaping

4

Map of Reinga Reserve

5

Charities Annual Return Summary 2018

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.10       Application for Funding - Resilient Russell Charitable Trust

File Number:           A2269588

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with information received from Resilient Russell Charitable Trust for a grant for the Far North ‘Go Green’ awards to be held on 28 March 2019 at the Duke of Marlborough, Russell, 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 $7,738 (plus GST if applicable) to be paid from the Board’s Community Fund account to Resilient Russell Charitable Trust towards the advertising/marketing, trophies, catering, travel/mileage, accommodation and Master of Ceremonies costs to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

 

1) Background

Resilient Russell Charitable Trust purpose is to benefit the community by promoting, educating and facilitating waste diversion. This will be the first event of its kind in the Far North and will hopefully become an annual event. The event will help build a more resilient community that encourages sound environmentally sustainable practices.

2) Discussion and Options

Preliminary assessment of the application:

The applicant has not been funded previously by the Board. This application is for 36% of the cost of the event.

Option 1    Authorise the full amount requested

Funding of 36% of the total cost could be considered.

Option 2    Authorise partial funding of the amount requested

Partial funding of the amount requested could be considered.

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

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Attachments

1.       Funding Application - Resilient Russell Charitable Trust - A2269365

2.       Schedule of Supporting Documentation - Resilient Russell Charitable Trust - A2269403  


 

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

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 report 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.

No implications for Maori in relation to land and / or water

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.

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

RESILIENT RUSSELL CHARITABLE TRUST

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Project Plan

2

Advertising / Nomination information

3

Quote - My Word Media (Advertising)

4

Quote - Celebrity Speakers (Master of Ceremonies)

5

Quote - Duke of Marlborough  (Catering and Accommodation)

6

Quote – The Duke Motel (Accommodation)

7

Booking information for The Duke of Marlborough

8

Quote – Dilon Te puke (Trophies)

9

Balance sheet

10

Westpac Bank Statement

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.11       Application for Funding - Vision Kerikeri

File Number:           A2269855

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 Vision Kerikeri for the clearance of 70 meters for Stage One – track extension to Mill Lane, 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 $4,658 (plus GST if applicable) to be paid from the Board’s Community Fund account to Vision Kerikeri for the costs of tree felling and the purchase of timber for steps, for the following reasons:

          i. Proud vibrant communities.

 

1) Background

Application is for Stage One – track extension to Mill Lane which includes clearance of 70 meters from the Wairoa Stream bank to the new bridge site on Sammaree Reserve. The contractor will fell up to 14 large eucalyptus trees and clear banks of vegetation. Friends of Wairoa Stream will spray low vegetation, complete the track, mulch the bank, plant native species in autumn and maintain the track.

Vision Kerikeri has submitted the following funding applications for consideration to the Bay of Islands-Whangaroa Community Board

Year

Amount allocated

Project

Project report received

2014

$2,000.00

Wairoa Stream Waterfall Track

Yes

2015

$5,688.00

Bridge Design Fees

Yes

2017

$3,449.00

Wairoa Stream Restoration – linking projects

Have provided project update – but not project report as projects are ongoing

2017

$2,242.50

Fees for bridge design

2018

$5,000.00

Bridge construction materials

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 42% 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.       Funding application - Vision Kerikeri - A2269835

2.       Schedule of supporting documentation - Vision Kerikeri - A2269457  


 

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

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

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

VISION KERIKERI

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Covering letter and project update

2

Permission from land owners

3

Quote – Northland Treeworks

4

Quote – Orang Otang Tree Trimmers

5

Quote – Northland Excavators Limited

6

Bank Statement – ANZ

7

Financial Performance – 31.03.2018

8

Friends of Wairoa Stream Health and Safety (Operating Procedures)

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.12       Application for Funding - Whangaroa County Museum and Archives Society Incorporated

File Number:           A2266398

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 Whangaroa County Museum and Archives Society Incorporated for administration and overhead costs for the Whangaroa County Museum and Archives Society Incorporated, 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 $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to administration and overhead costs for the Whangaroa County Museum and Archives Society Incorporated, for the following reasons:

          i. Proud vibrant communities.

 

1) Background

The Whangaroa County Museum and Archives Society Incorporated acquire, collate, preserve, record and display items of historical significance and interest for the benefit of the residents of the Whangaroa County.

Whangaroa County Museum and Archives Society Incorporated has made the following applications to the Bay of Islands-Whangaroa Community Board:

Year

Amount allocated

Project

Project report received

2016

$10,000

Heat pump / air con unit

Yes

2017

$5,000

Administration and Overhead costs

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 53% of the project cost is requested. Under the Community Grants Policy, the Community Board can only fund up to 50% of total cost.

Option 2    Authorise partial funding

Funding of $5,000 to align with funding allocated in the previous year for the same costs.

Option 3    Decline funding

Option 2 is recommended by staff as it aligns with the amount of funding allocated in the previous year.

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.       Funding Application - Whangaroa County Museum and Archives Society Incorporated - A2266305

2.       Schedule of Supporting Documentation - Whangaroa County Museum and Archives Society Incorporated - A2266342  


 

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

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

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

WHANGAROA COUNTY MUSEUM AND ARCHIVES SOCIETY INCORPORATED

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Invoice showing amounts from previous years (Quotes)

2

Performance report – year ended 30 June 2018

3

Budget breakdown

4

Whangaroa County Museum – Committee resolution and minutes to apply for funding

5

ANZ bank statement

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

8.13       Application for Funding - Russell Tennis Incorporated

File Number:           A2293389

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 Russell Tennis Incorporated for the resurfacing of the tennis courts, 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 $20,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Tennis Incorporated for the resurfacing of the tennis courts, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities.

 

1) Background

Russell Tennis Incorporated is a community tennis club with 16 single memberships, four corporate memberships and 26 household/family memberships.

Russell Tennis Incorporated has not applied to the Bay of Islands-Whangaroa Community Board for funding previously.

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 38% 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.       Funding Application - Russell Tennis Incorporated - A2266029

2.       Schedule of Supporting Documentation - Russell Tennis Club - A2266211  


 

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

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.

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

Schedule of Supporting Documentation

RUSSELL TENNIS CLUB

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Tiger Turf

2

Project outline – courts refurbishment project

3

Bank statement

4

Russell Annual Accounts 2017-2018

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

10 December 2018

 

9            Meeting Close