Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

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

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

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

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

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

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

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated stormwater systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Terry Greening	Greening Family Trust	Beneficiary		Highly unlikely to interface with FNDC
	Bay of Islands Walking Weekend Trust		Potential of seeking funds	Step aside from any requests or decisions regarding requests
	Russell 2000 Trust			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
Terry Greening (Wife)	Residence in Russell
Lane Ayr	Retired
	Home
	Residence in Kerikeri
Lane Ayr (Partner)	Riverview School
	Home
	Residence in Kerikeri
Martin Robinson	Self-employed
	Focus Paihia	Trustee
	Paihia Haven of History Trust	Trustee
	GE Tree Northland
	Own a Farm
Martin Robinson (Partner)	Home Maker
Martin Robinson (Partner)	Own Section, Lifestyle
Rachel Smith	Acura Accountants Director
	Self employed contractor- marketing and events
	Self employed
	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)	Puketona Junction Café 39 Gillies Café	Barista & Chef Barista	N/A	N/A
Kelly Stratford (Husband)	Property in Moerewa		N/A	N/A

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

File Number: A2404704

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

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 confirm the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 25 February 2019 are a true and correct record.

1) Background

Local Government Act 2002 clause 7 Section 28 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. 2019-02-25 Bay of Islands-Whangaroa Community Board Minutes [A2377106] - A2377106 ⇩

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

15 April 2019

MINUTES OF Far North District Council
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Baysport Pavilion, Harmony Lane, Waipapa
ON Monday, 25 February 2019 AT 10.00 am

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

IN ATTENDANCE:

STAFF PRESENT: Shaun Clarke - Chief Executive Officer, Glenn Rainham - Manager - Alliances, Kathryn Trewin - Corporate Planning Co-ordinator, Aaron Reilly - Lighting and Transport Operations Specialist, Jaco Cronje - Project Manager - Footpaths and Cycleways, Kim Hammond - Meetings Administrator

1 Apologies and conflicts of Interest

Nil

2 Public Forum

Barbara Ware and Kevin Hoskins representing New Zealand Transport Agency spoke in regards to the Waipapa roundabout and the upcoming events to take place.

June Pitman representing the Tūhono Kerikeri project introduced herself to the Community Board and provided an update on the Tūhono Kerikeri bicentennial event.

3 Deputations

Nil

4 Speakers

Claire Gordon representing Be Free spoke regarding Item 7.4 Application for Funding - Be Free Incorporated

Rod Brown representing Vision Kerikeri spoke regarding Item 7.9 Application for Funding - Vision Kerikeri

Bridget Hughes representing Russell Tennis Incorporated spoke regarding Item 7.8 Application for Funding - Russell Tennis Club

The meeting was adjourned from 10.51 am to 11.15 am to allow Kathryn Trewin – Corporate Planning Coordinator, to speak to the Community Board and for morning tea.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Resolution 2019/1

Moved: Member Belinda Ward

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 10 December 2018 are a true and correct record.

Carried

6 Infrastructure and Asset Management Group

6.1 Bay of Islands-Whangaroa Community Board 2018-19 Lighting Projects

RecommenDation

That the Bay of Islands-Whangaroa Community Board

a) approves the installation of one new amenity light in Nisbet Park, Moerewa to be funded from the 2018/19 Bay of Islands-Whangaroa New Amenity Light budget at an estimated cost of $5,995 excluding GST.

b) approves the removal of the following four lighting projects from the Strategic Plan:

1. James Street, Russell

2. Whangaroa Road, Whangaroa

3. Kawakawa Business Area

4. Main Street (SH10), Kaeo

Amendment

Moved: Cr Kelly Stratford

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board

b) approves the removal of the following four lighting projects from the Strategic Plan:

1. James Street, Russell

2. Whangaroa Road, Whangaroa

3. Kawakawa Business Area

4. Main Street (SH10), Kaeo

c) recommends to Council that if the Kawakawa Business and Community Association requests further financial assistance for the under veranda lighting in the future that the request be considered on its merits by the General Manager of Infrastructure and Asset Management, subject to available budget

The amendment became the substantive motion.

Resolution 2019/2

Moved: Cr Kelly Stratford

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board

b) approves the removal of the following four lighting projects from the Strategic Plan:

1. James Street, Russell

2. Whangaroa Road, Whangaroa

3. Kawakawa Business Area

4. Main Street (SH10), Kaeo

Carried

6.2 Bay of Islands-Whangaroa New Footpaths Programme 2018/2019

RECOMMENDATION

Moved: Member Lane Ayr

Seconded: Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board agrees the revised 2018/2019 footpath programme as follows:

- Cobham Road/Hone Heke Road to Mill Lane

- Landing Road Bridge to Skudders Beach Road

- Opua: Kellet Street at Opua School

- Riddell Road

- Wellington to Little Queen Street

- Mission Road - Design in 2018/2019, Construction 2019/2020

Amendment

Moved: Chairperson Terry Greening

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board

a) agrees the revised 2018/2019 footpath programme as follows:

- Cobham Road/Hone Heke Road to Mill Lane

- Landing Road Bridge to Skudders Beach Road

- Riddell Road

- Wellington to Little Queen Street

- Mission Road - Design in 2018/2019, Construction 2019/2020

b) approves the Long Beach Road footpath, from the corner to the carpark, design to be funded from the remaining balance of the 2018/2019 Footpath budget and for the construction of the Long Beach Road footpath, from the corner to the carpark, to be constructed in 2019/2020.

In Favour: Terry Greening, Lane Ayr, Bruce Mills, Martin Robinson and Manuwai Wells

Against: Cr Kelly Stratford, Rachel Smith and Belinda Ward

carried 5/3

The amendment became the substantive motion

Resolution 2019/3

Moved: Chairperson Terry Greening

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board

a) agrees the revised 2018/2019 footpath programme as follows:

- Cobham Road/Hone Heke Road to Mill Lane

- Landing Road Bridge to Skzudders Beach Road

- Riddell Road

- Wellington to Little Queen Street

- Mission Road - Design in 2018/2019, Construction 2019/2020

Carried

Crs Kelly Stratford, Rachel Smith and Belinda Ward requested their vote against be recorded.

7 Corporate Services Group

7.1 Chairperson and Members Report

Resolution 2019/4

Moved: Chairperson Terry Greening

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Greening and Member Ward and Mills.

Carried

The meeting was adjourned from 12.49 pm to 1.21 pm for lunch.

7.2 Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 December 2018

Resolution 2019/5

Moved: Member Martin Robinson

Seconded: Member Manuwai Wells

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 31 December 2018.

Carried

7.3 Statement of Community Fund Account as at 31 January 2019

Resolution 2019/6

Moved: Chairperson Terry Greening

Seconded: Member Bruce Mills

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 January 2019”.

Carried

7.4 Application for Funding - Be Free Incorporated

Resolution 2019/7

Moved: Member Martin Robinson

Seconded: Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board approve the sum of $4,353 (plus GST if applicable) to be paid from the Board’s Community Fund account to Be Free Incorporated for advertising, facilitator fees, administration, refreshments, travel, performance koha and public liability insurance, to support the following Community Outcomes:

i. Proud vibrant communities

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

Carried

7.5 Application for Funding - Kaeo Festival Group

Resolution 2019/8

Moved: Member Bruce Mills

Seconded: Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board approve the sum of $3,135 to be paid from the Board’s Community Fund account to Kaeo Festival Group for costs associated the logistical costs of running Nga Purapura 2019 as outlined in the application, for the following reason:

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

ii) Proud vibrant communities

Carried

7.6 Application for Funding - Midway Incorporated Northland Day Services Trust

Resolution 2019/9

Moved: Chairperson Terry Greening

Seconded: Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board approve the sum of $13,502 to be paid from the Board’s Community Fund account to Midway Incorporated Northland Day Services Trust for purchase of a moto-med machine and pool lifting device for the Kawakawa Pool, for the following reason:

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

Carried

Attachments tabled at meeting

1 Tabled Document – Additional Information for Funding Application – Midway Incorporated Northland Day Services Trust

7.7 Application for Funding - Pear Tree Paddlers

Resolution 2019/10

Moved: Member Martin Robinson

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,900 to be paid from the Board’s Community Fund account to Pear Tree Paddlers for the hireage of portaloos, microphones and public announcement system, 2 way radios, marquee and St Johns Ambulance for the New Zealand National and Regional School Champs Stand Up Paddle Boarding Championships 2019 for the following reason:

i) Proud vibrant communities

Carried

7.8 Item Left to Lie on the Table - Application for Funding - Russell Tennis Incorporated

Recommendation

Moved: Member Martin Robinson

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board

a) 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 court/s with astro-turf, for the following reasons:

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

ii. Proud vibrant communities.

b) notes that the astro-turf is not a Council asset and that Council will have no responsibility for its repair, maintenance or replacement.

Amendment

Moved: Member Martin Robinson

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board

a) approve the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Tennis Incorporated for the resurfacing of the tennis court/s with astro-turf, for the following reasons:

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

ii. Proud vibrant communities.

b) notes that the astro-turf is not a Council asset and that Council will have no responsibility for its repair, maintenance or replacement.

The amendment became the substantive motion

Resolution 2019/11

Moved: Member Martin Robinson

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board

a) approve the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Tennis Incorporated for the resurfacing of the tennis court/s with astro-turf, for the following reasons:

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

ii. Proud vibrant communities.

b) notes that the astro-turf is not a Council asset and that Council will have no responsibility for its repair, maintenance or replacement.

Carried

7.9 Item Left to Lie on the Table - Application for Funding - Vision Kerikeri

Resolution 2019/12

Moved: Member Martin Robinson

Seconded: Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board

a) uplift the report from the table

b) 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.

Carried

Attachments tabled at meeting

1 Tabled Document - Additional Information for Funding Application – Vision Kerikeri

8 Information Reports

8.1 Community and Customer Services Activity Report 1 July - 31 December 2018

Resolution 2019/13

Moved: Chairperson Terry Greening

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board receive the report Community and Customer Services Activity Report 1 July - 31 December 2018.

Carried

9 additional papers

Additional Papers

Resolution 2019/14

Moved: Chairperson Terry Greening

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board receives the thank you letter from Friends Rolands Wood and update pictures.

Carried

Attachments tabled at meeting

1 Tabled Document - Friends of Rolands Wood

10 Meeting Close

The meeting closed at 2.39 pm.

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board meeting held on 15 April 2019.

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

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

6 Infrastructure and Asset Management Group

6.1 Road Naming - Astrid Drive, Kerikeri

File Number: A2392442

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 public road.

Executive Summary

Council has received a road naming application to name a public road addressed at the Amsharlo Estate, Kerikeri. Community Boards have 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, name a public road Astrid Drive, addressed at the Amsharlo Estate, Kerikeri as per map (A2293434).

1) Background

Mr Peter Parrish of Parrish Developers Limited has advised that this is a sub-division addressed at the Amsharlo Estate, Kerikeri. Community Boards have delegated authority to name public roads. The suggested name is from a family boat name that holds NZ and World records.

The background for these names is given also as per the road naming application attached (A2293443).

Their suggestion is as follows:

1. Astrid Drive

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. Astrid Drive Application-Document no - A2293443 ⇩

2. Astrid Drive Map-Document no - A2293434 ⇩

3. Astrid Drive Schedule-Document no - A2305167 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is the naming of a private 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

15 April 2019

7 Strategic Planning and Policy Group

7.1 Sponsorship request for NZ Ocean Swim Series - Bay of Islands Classic 2019

File Number: A2425922

Author: Sheryl Gavin, Manager - Corporate Planning and Engagement

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

Purpose of the Report

To consider sponsorship funding for the NZ Ocean Swim Series – Bay of Islands Classic for 2019.

Executive Summary

· The NZ Ocean Swim Series is a Bay of Islands event that Council has supported for the past nine years.

· Because funding for 2018 was already secured, the event organiser Quantum Events did not make an application to the 2018 Events Investment Funding round which concluded in November 2018.

· Quantum Events are planning their 2019 series and have requested sponsorship of $25,000 (excluding GST).

· This request seeks funding from the Local Community Grant Fund. In accordance with policy 3209 (Community Grant Fund – Local), the maximum amount the Community Board can authorise is $20,000.

· Quantum Events have indicated that the event is not likely to go ahead without sponsorship.

Recommendation

That the Bay of Islands-Whangaroa Community Board approve funding of $20,000 plus GST for the NZ Ocean Swim Series – Bay of Islands Classic 2019 out of the Local Community Grant Fund.

1) Background

For the past nine years the Bay of Islands Classic has operated with funding received from various sponsors, including FNDC. In December 2017 a multiple-year agreement for sponsorship of $25,000 per annum from FNDC came to an end. Council resolved in February 2018 to again sponsor the 2018 event with $25,000.

Organisers are now finalising plans for their 2019 events across the country, and are approaching all councils who have previously supported their regular events to request sponsorship so that they can finalise the schedule for this year.

Quantum Events, the series organisers, have advised that with the tightening commercial sponsorship market, they are reliant on continued support from councils around New Zealand to ensure these events are financially sustainable and continue to operate. Without FNDC support the Bay of Islands Classic is not likely to remain in the line-up for the series.

This application requires the Community Board to make a decision on funding outside of policy provisions in that this request has not been made by way of a Local Grant Application Form. Although Quantum Events requested $25,000, the Community Board is able to grant a maximum of $20,000 in accordance with policy 3209 (Community Grant Fund – Local).

The Community Board can make an out of policy decision to fund $25,000 to maintain continuity with the previous multi-year agreement, thus providing consistency of support. Given that this funding is outside of the Events Investment Fund, this decision could set a precedent that other event organisers might use to gain higher levels of funding.

2) Discussion and Options

The Bay of Islands Classic is one of seven events in the NZ Ocean Swim Series. It attracts participants are of varying ages (from 6 to 85), a significant online audience estimated in excess of 120,000 enthusiasts, and visitors with a higher than average discretionary spend. Participant and spectator numbers have continued to grow substantially every year. In 2018 swimmers and spectators numbered 508. For 2019 early interest indicates a likely forecast 1040.

The Series officially partners with the Sustainable Coastlines charity in a bid to do its part in keeping rivers, oceans and beaches clean. Beyond aligning its operations with the charity’s vision and objectives, Quantum Events supports the charity with a sizeable annual donation.

In past years the event has been funded through the Events Investment Funding, which assesses the value of an event partially on its forecast Return on District Investment (RODI). The event consistently exceeds its RODI expectations since its inception. Since the first event in 2009, Quantum Events estimate that the event has delivered over $6.3 million positive economic impact in the region with almost no community disruption or negative impacts.

Funding for the 2019 event, should it be approved, will be used to cover the following:

· Event consents and applications

· Council-owned venue hire, notifications

· Harbour authority fees

· Public space bookings

· Provision of power and water on event day

· Signage and banners at Far North swimming pools leading up to the event

· Traffic management costs

· Portable toilets

· Waste management

· Prize giving gifts.

As a sponsor for the next event FNDC can expect benefits such as finish archway branding, our logo on event signs and flags, scripted messages broadcast by the event MC, Elected Member involvement in the medal presentation and a public address opportunity, advertising in various mediums including web, social media and print and valuable public relations.

Attachments to this report are the event report for 2018 and the business case for sponsorship for 2019 which includes a full list of the estimated benefits, both financial and non-financial.

The alternative is to delay a decision about funding for the 2018 event until the Events Investment Funding round in May, but the delay may mean that the Bay of Islands event is taken off the Series schedule due to a lack of sponsorship.

· Option 1: Full funding – out of policy decision

Provide funding of $25,000 plus GST for the 2019 event.

· Option 2: Full funding – within policy decision (the preferred option)

Provide funding of $20,000 plus GST for the 2019 event.

· Option 3: Partial funding

The organiser’s request is for funding of $25,000. They have indicated that serious reconsideration of the sustainability of the event is likely to occur at a level of FNDC funding below $20,000.

· Option 4: Decline the request

With this option it is likely that the Bay of Islands will lose the event in 2019.

Reason for the recommendation

The Bay of Islands Classic continues to increase in popularity and has been recognised by Elected Members as a “cornerstone” event that brings significant financial and non-financial benefits to the Bay of Islands. Providing sponsorship of $20,000 (the preferred option) guarantees that the event will continue for 2019.

3) Financial Implications and Budgetary Provision

The Community Board could provide funding from its Community Grant Fund which carries a current balance of just over $90,000. The Community Grant Fund Policy allows the Community Board to allocate, by resolution, funding to a maximum amount of $20,000 in any financial year.

Attachments

1. 2018 Ocean Swim Quantum Events post event report - A2427551 ⇩

2. 2019 Ocean Swim Quantum Events Application - A2427548 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Fund – Local (Policy 3209)
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 Bay of Islands Classic does have some district-wide benefit in that it attracts local participants but the primary beneficiaries are the communities within the Bay of Islands.
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 relevant.
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.	Ratepayers within the Bay of Islands-Whangaroa ward are most likely to be affected by this decision as the fund to which the request is applied is the result of a targeted rate.
State the financial implications and where budgetary provisions have been made to support this decision.	Funding may be provided through the Community Grant Fund – Local.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

7.2 Funding provision for the maintenance of Okiato to Russell walkway

File Number: A2427772

Author: Sheryl Gavin, Manager - Corporate Planning and Engagement

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

Purpose of the Report

To consider providing a grant to the Bay of Islands Walkway Trust for the maintenance of the Okiato to Russell walkway.

Executive Summary

· The Bay of Islands Walkway Trust was set up to maintain and manage the walkway between Okiato and Russell.

· In 2017, the Trust asked Council to take over the maintenance of the track because the ageing volunteer base is no longer able to. If the Trust is unable to carry out regular maintenance the track could become unsafe. Maintenance requirements have been estimated at an annual cost of $10,500.

· No decision has been made by Council to accept ownership and ongoing maintenance of the track.

· This is a staff-initiated request seeking a one-year grant to the Bay of Islands Walkway Trust of $10,500 for maintenance and renewals on the track in the 2019/20 financial year. This gives Council and the Trust time to come to agreement on the future of the walkway and its maintenance.

· This request represents an out of policy decision in that the Trust would not be asked to provide 50% of the funding.

Recommendation

That the Bay of Islands-Whangaroa Community Board approve a grant to the Bay of Islands Walkway Trust of $10,500 to assist with renewals for the Okiato to Russell walkway.

1) Background

The community developed and owned walkway between Okiato and Russell, opened to the public in 2015, is an extension of the Council-owned Te Haumi to Opua walkway and is part of the loop walkway from Paihia to Opua to Russell.

The Bay of Islands Walkway Trust was formed to maintain and manage the walkway. To date Trust volunteers have carried out maintenance with the assistance of Rotary and other community members.

In 2017 the Trust approached Council to take over maintenance of the Trust, because their volunteer base is ageing and fast becoming unable to engage in the level of physical work required to keep the track safe and open to the public.

The issue was to have been presented to Council to consider a solution during the development of the 2018-28 Long Term Plan. This did not happen, and in a letter to the Trust dated 19 November 2018, staff apologised for the oversight and acknowledged that the issue still requires Council discussion. The letter confirmed that a condition assessment was carried out by FNHL to estimate the cost of maintaining the track in its current form, including materials and labour. The letter committed to a discussion by Council for its 2019/20 Annual Plan.

The issue was raised as a variance for the Annual Plan at a recent workshop. Councillors felt that assisting the Trust by way of a grant from the Community Board would be appropriate. It was suggested the Trust could use the grant to purchase materials and outsource maintenance. The idea of contacting volunteer organisations such as Volunteering Northland was taken on board as a potential way of assisting the Trust.

Council is still to have a principle-based discussion about its policy on accepting ownership of community-owned assets.

2) Discussion and Options

Although the Okiato to Russell walkway is not a Council-owned asset, it is part of the loop walkway from Paihia to Opua to Russell that is recognised by Council and the community as a valuable recreational asset. This type of asset may be able to attract Government funding in the future.

In the meantime, the most pressing issue is maintenance and renewals required on the track in the 2019/20 year, including cutting back vegetation, cleaning slippery structures and topping up metal in footpaths. Far North Holdings (FNHL) estimate that this will cost approximately $10,500 per annum. A copy of FNHL’s report is attached.

Option 1: Full funding – out of policy decision

Provide a grant of $10,500 to the Bay of Islands Walkway Trust for it to use to outsource the maintenance of the walkway for 2019/20.

Option 2: Partial funding

A grant of less than $10,500 may require prioritisation of maintenance activities for 2019/20. At the least this could inconvenience track users and at worst could render the track unsafe in parts.

Option 3: Decline the request

The Trust may not be able to maintain the track to a standard necessary for public use, resulting in the track being closed for safety reasons.

Reason for the recommendation

The reason for recommending the Community Board provide a grant to the Trust is to ensure the maintenance of the track for the 2019/20 financial year while Council comes to a conclusion as to whether it will assume ownership and maintenance of community-owned assets in situations where the community is no longer able to look after them.

3) Financial Implications and Budgetary Provision

The Community Board could provide funding from its Community Grant Fund which carries a current balance of just over $90,000.

Attachments

1. FNHL Okiato-Russell Walkway Assessment - A2427786 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Fund – Local (Policy 3209)
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 “ring” walkway between Paihia-Opua-Russell is an asset that is predominantly used by the local community and visitors to the area.
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.	Any implications for Maori are to be considered by the Trust which “owns” the asset and liaises with affected land-owners.
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.	Ratepayers within the Bay of Islands-Whangaroa ward are most likely to be affected by this decision as the fund to which the request is applied is the result of a targeted rate.
State the financial implications and where budgetary provisions have been made to support this decision.	Funding may be provided through the Community Grant Fund.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

8 Corporate Services Group

8.1 Chairperson and Members Report

File Number: A2423564

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

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 Member Ward, Wells, Ayr and Mills.

1) Background

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

2) Discussion and Options

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

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Chairperson Greening Members Report - A2423457 ⇩

2. Member Wards Community Board Members Report - A2423513 ⇩

3. Member Wells Community Board Members Report - A2425518 ⇩

4. Member Ayr Community Board Members Report - A2431613 ⇩

5. Member Mills Community Board Members Report - A2425626 ⇩

Compliance schedule:

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

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

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

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

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

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

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Manuwai Wells

Subdivision: Kawakawa Moerewa

Date: November 2018 – March 2019

Meetings

29/11/2018	Moerewa Christmas Planning hui, He Iwi Kotahi Tatou Trust, Moerewa
01/12/2018	Kawakawa Christmas Parade, Kawakawa
04/12/2018	Draft District Plan Consultation Road Show, Kawakawa
08/12/2018	Kawakawa Moerewa Community Christmas Dinner, Kawakawa
09/12/2018	Ngati Hine, Hui a Hapu, Vote on Crown proposed Evolved Mandate, Onerahi
10/12/2018	Bay of Islands-Whangaroa Community Board Hui, Totara North
12/12/2018	Moerewa Christmas Planning hui, Moerewa Christian Fellowship
15/12/2018	Moerewa Christmas Day, Moerewa
18/12/2018	Te Hononga Hundertwasser Centre 3D Model presentation, Kawakawa
19/12/2018	Ngati Hine Kuia and Kaumatua Hui, Otiria Marae
19/01/2019	Nga Puhi Whakatata mai Whakakotahi mai Hui, Kohewhata Marae, Kaikohe
01/02/2019	Te Hononga Mauri Stone Ceremony, Kawakawa
05/02/2019	Kawakawa Business Assn Hui, Baptist Church, Kawakawa
08/02/2019	Kawakawa Moerewa Community driven induction for Community board member, Kawakawa
13/02/2019	Simpson Park Hall and Reserve Hui, Moerewa Christian Fellowship
16/02/2019	Te Maara a Hineamaru Hui, Te Pokapu Centre, Kawakawa
22/02/2019	Te Hononga Hundertwasser Memorial Park Work-Training Evening, Te Pokapu Centre, Kawakawa
23/02/2019	Bark in the Park, Community Dog event, United Kawakawa Club, Taumarere
25/02/2019	Bay of Islands-Whangaroa Community Board Hui, Waipapa
03/03/2019	Moerewa Bars and Netball Courts Blessing and Opening, Simpson Park, Moerewa
15/03/2019	Kawakawa Moerewa Community driven induction for Community board member, Kawakawa
21/03/2019	Moerewa Community Hui, Moerewa

Issues

· Our community is processing the grief and aftermath of the Christchurch Shootings, and the reality of our experience and tolerance of racism within our own district and community.

· Our Community wants to be able to access our Kawakawa Library Services outside normal working hours, i.e. one late night during the week and a full/part day on the weekend. Response from council so far has been to wait until the new Te Hononga Centre is open- which could mean many more years of waiting. For a community that has already been waiting for too long, this is not good enough. We need access now, this year, 2019.

· Ratepayers and residents have been complaining about not receiving notice when the council turns the water off on their streets to carry out maintenance etc.

· Experiencing faster responses to RFS. Thank you to our council staff for the improvements so far.

Resource Consents

Nil

Requests for Service/Information

RFS-3898617	RFS submitted on behalf of May Martin, Kawakawa. Request for maintenance of hedge blocking safe view to oncoming traffic from Whiteman’s road onto North Road, Kawakawa- No response (Unresolved since July 2018). Forwarded the RFS on to Zane Wright in March 2019, awaiting response.
RFS-3939616	Request that Library hours for the Kawakawa Library include one late week day night and one weekend day(or part day) so that whanau can use the library services outside of regular working hours. Nicole Wooster referred this on to Dean Myburgh (GM of District Services). In Progress.
RFS-3942687	RFS submitted on behalf of Gail Polwart, Kawakawa. Vegetation Maintenance needed along new wooden boardwalk on Greenacres Drive. Assigned to Roading Alliance Team by Nicole Wooster. In progress.
RFS-3942686	Kawakawa Pool Sign repair needed on North Road. In progress.
RFS-3937623	RFS submitted on behalf of Albert Cash, Kawakawa. Asking for a street light to be installed at the Pedestrian Crossing beside Kawakawa Primary School. Response received from Nicole Wooster on behalf of Andy Finch (GM of Infrastructure and Asset Management): The pedestrian is 1/85 unlit crossings in the district. Due to the low volume of traffic, this Pedestrian Crossing is not considered a priority for the next 3 years. Unresolved.
RFS-3942689	RFS submitted on behalf of Lilly Allsopp, Moerewa. Requested that the parking spaces on either side of the Moerewa township Pedestrian Crossing be removed, so that people waiting to cross can be seen by oncoming traffic. Response received. Redirected to NZTA.
RFS-3942693	RFS submitted on behalf of Lilly Allsopp, Moerewa. Requested a speed reduction on the 3 bridges in Kawakawa. Response received. Redirected to NZTA.
RFS-3942684	Johnson Park Foot paths covered in mud from recent mowing. Nicole Wooster assigned this to District Operations to follow up. Clean up completed on 28 March 2019. Emailed to thank the team and to ask that when mowing this area in the future, more care is taken to ensure footpaths are not left muddy. Resolved.
RFS-3942681	Vegetation maintenance on throughway footpath between Johnson Park and Derrick Road. Referred to District facilities by Janie Little. Work completed on 25 March 2019. Footpath left clean and tidy. Resolved.
RFS-3895736	Following up on RFS submitted by Peter Woods, Kawakawa on 20 June 2018, regarding Dangerous overhanging trees on Mill Road. Contacted by Rachelle Packer that this work was scheduled for action on 11 March 2019. Resolved.
RFS-3895590	Following up on RFS submitted by Peter Woods, Kawakawa on 21 June 2018, regarding blocked gutters and culverts on Settlement and Noy Roads. No response.
RFS-3929205	Fallen Trees in Johnson Park. Forwarded to Andy Finch by Nicole Wooster. Resolved.
RFS-3937092	Simpson Park Hall Urgent Roof Repairs. Zane Wright to determine who owns the Simpson Park Hall Building. In Progress.
RFS-3939613	RFS submitted on behalf of George and May Martin, Kawakawa. Whiteman’s Road Cemetery Tree leaves are blowing onto their property and creating problems. Referred to District Facilities. Zane Wright to organise pruning and maintenance of the trees to reduce leaf litter on to neighbouring properties. In Progress.
RFS – no number issued yet	RFS submitted on 27 March 2019, on behalf of Johnson Davis, Kawakawa. Request that any further development of Johnson Park (and/or the State highway), Council ensures that the Kauri trees planted within the boundary of the park, are preserved. No response.

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

8.3 Lease Russell Town Hall Shop

File Number: A2404789

Author: Rob Koops, Property Services

Authoriser: Janice Smith, General Manager - Corporate Services (Acting)

Purpose of the Report

To seek a recommendation from the Bay Of Islands Whangaroa Community Board to Council to entre into a commercial lease of the Russell Town Hall Shop to Bay of Islands Kayak Tours Ltd and agree to the use of the green space in front of the premises to park and display kayaks during business hours.

Executive Summary

· FNDC owns a number of properties that are available for lease or rent on commercial terms.

· The retail premise at the rear of the Russell town hall has been leased on commercial terms since (at least) 2009.

· Bay of Islands Kayak Tours Ltd wishes to enter into a 3 x 3 x 3 year lease on commercial terms.

· In addition to the lease they have requested permission to park and display kayaks on the greenspace in front of the premises.

Recommendation

That the Bay Of Islands Whangaroa Community Board

a) recommends that Council enters into a 3x3x3 year commercial lease of the Russell Town Hall Shop to Bay of Islands Kayak Tours Ltd.

b) approves that the General Manager Infrastructure and Asset Management is authorised to negotiate and agree to the terms and conditions of the lease on the premises, in accordance with relevant Council policies and legislation.

c) that Council agrees to the use of part of the greenspace in front of the premises to park and display kayaks during business hours

d) approves that the General Manager Infrastructure & Asset Management is authorised to negotiate and agree to the terms and conditions of the licence/permit to use the greenspace, in accordance with relevant Council policies and legislation.

1) Background

Far North District Council owns a number of properties that are available for lease or rent on commercial terms. Rental income helps reduce the burden on ratepayers. Where tenants are charitable or not for profit organizations Community Boards have the ability to grant grants to assist such organizations to pay market rent as they would in non Council owned premises.

The retail premise at the rear of the Russel town hall facing York Street has been leased on commercial terms to several tenants since (at least) 2009. The most recent tenant vacated the premises unexpectedly early November 2018, two years before the expiry of the first lease term.

Over the summer period a pop-up clothing retailer has occupied the premises. This has now come to an end and Council staff has been approached by established local business ”Bay of Islands Kayak Tours Ltd” to enter into a 3 x 3 x 3 year lease on commercial terms. Bay of Islands Kayak Tours currently operates a kayak hire and associated retail business from premises in Cass Street in Russell.

Due to changes to car parking rules in Cass Street the movement and storage of kayaks between tours has become challenging and has the potential to cause collisions and frustration between pedestrians and motorist on the one hand and the business operator, its staff and clients on the other. Bay of Islands Kayak Tours has requested that, in addition to the lease of the retail premises, they are allowed to use a small part of the greenspace between the Russell town hall, the public toilets and York Street to park and display kayaks during business hours. The maximum number of kayaks on the grass in front of the premises at anyone time would be 3 x combo (see photo attached) and 2 singles on trolleys. These are moved between the premises and the beach by hand (no vehicle movements). The total area required is approximately 4 x 5 meters.

During site visits Council staff observed the greenspace is not actively used by the public and the presence of kayaks on the grassed area would not hinder the public moving between York Street and The Strand, or hinder access to the public toilets. Bay of Islands Kayak Tours will not use the grass area if Council or Community events require the space (for instance for the annual Russell to Paihia Swim) and they will clear the area for regular lawn mowing and other maintenance that may be required.

Council staff propose that in addition to (but independent from), a formal Deed of Lease on the retail premises a Licence or Permit to Use is put in place outlining the terms and conditions for the use of the green space.

2) Discussion and Options

Option 1 (recommended):

That Council enters into a 3 x 3 x 3 year lease with Bay of Islands Kayak Tours Ltd on the retail premises that form part of the Russell town hall. Doing so secures a long term tenant with a proven business track record, able and willing to move into the premises on relatively short notice. Agreeing to the use of the greenspace for parking of kayaks between tours alleviates potential frustration and collisions as a result of movement of kayaks in Cass Street.

Option2:

Council could advertise for expressions of interest to ascertain if other businesses or organizations are interested in taking on the lease. Doing so is unlikely to benefit Council in terms of an increase in rental income; in fact, it would delay the establishment of a new tenant at the premises and thereby delay income being generated.

Reason for the recommendation

Bay of Islands Kayak Tours Ltd have a proven business track record. They provide a valuable contribution to the local tourism industry. Relocating from the current premises on Cass Street alleviates pressure on the business operator, its staff and clients and motorists and pedestrians as a result of kayak movements.

3) Financial Implications and Budgetary Provision

The market rent for the premises was established in 2017 at $15,920.00+GST per annum. Council has not been able to attract a (reliable) tenant at this level. The rent on offer for the first term is $13,000.00 +GST per annum with annual CPI increases and the first rent review to Market Rent on renewal of the lease.

To combat the lack of ventilation and heating within the premises Council will have to agree to the installation of an air-conditioning/heat pump unit (cost approximately $3,500.00 +GST). The cost to run this is for the tenant as is further fit-out of the premises to suite the business.

Attachments

1. Aerial Russell - town hall shop and green space in front - A2410944 ⇩

2. Photo of kayaks on trolley - A2417617 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Reserves Act 1977, FNDC Reserve Bylaws
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.	A recommendation from the relevant Community Board is sought through this 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.	Implications for Maori are the same as the implications for the general ratepayer.
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.	Motorist and pedestrians using Cass Street as well as the business owner, his staff and clients would all benefit.
State the financial implications and where budgetary provisions have been made to support this decision.	Rental income to Council for the first 3 year term is $13,000 +GST per annum. An air-conditioning /heat pump unit of approximately $3,500 +GST will be installed at Council cost.
Chief Financial Officer review.	The Chief Financial Officer (Acting) has reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

8.4 Funding Project Reports

File Number: A2365885

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

Recommendation

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

a) Busy Bee Knitting Group

b) Cherry Park House Management Committee

c) He Iwi Kotahi Tatou Trust – awaiting the original of the project form to attach

d) Whangaroa Community Trust - Kaeo Map

e) Whangaroa Community Trust - Mural and Sun Shade

f) Whangaroa Community Trust – Rent and Wages

1) Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) Discussion and Options

Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. Project Report - Busy Bee Knitting Group - A2398919 ⇩

2. Project Report - Cherry Park House Management Committee - A2365876 ⇩

3. Project Report - He Iwi Kotahi Tatou Trust - A2425360 ⇩

4. Project Report - Whangaroa Community Trust - Kaeo Map - A2413286 ⇩

5. Project Report - Whangaroa Community Trust - Mural and Sun Shade - A2411490 ⇩

6. Project Report - Whangaroa Community Trust - Rent and Wages - A2411523 ⇩

Compliance schedule:

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

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

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

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

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

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

15 April 2019

8.5 Application for Funding - Bay of Islands Country Rock Festival

File Number: A2417080

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with the information on an application received from Bay of Islands Country Rock Festival for advertising and shuttle bus costs for the 2019 Bay of Islands Country Rock Festival, 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 $2,889 to be paid from the Board’s Community Fund account to Bay of Islands Country Rock Festival for advertising and bus shuttle costs for the 2019 Bay of Islands Country Rock Festival as outlined in the application, for the following reason:

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

ii) Proud vibrant communities

1) Background

This will be the 30^th Bay of Islands Country Rock Festival. The festival will take place 10^th – 12^th May 2019. The festival will consist of over 50 acts from New Zealand and Australia who will perform at multiple venues. Ticket costs for the weekend are $80 for a weekend ticket or $60 for a day pass. Venues for the festival include Waitangi, Paihia and Russell.

The Bay of Islands Country Rock Festival received $2,389 from the Bay of Islands-Whangaroa Community Board for advertising and bus shuttle costs in 2018.

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 41% 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. Funding Application - Bay of Islands Country Rock Festival - A2417068 ⇩

2. Schedule of Supporting Documentation - Bay of Islands Country Rock Festiival - A2417279 ⇩

Compliance schedule:

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

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

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

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

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

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

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

8.6 Application for Funding - Fat Kina Production

File Number: A2421048

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with the information on an application received from Fat Kina Production for printing costs of the Fat Kina Publications, and to assist members in determining whether to approve or decline the application.

Recommendation

That the Bay of Islands-Whangaroa Community Board decline the application received from Fat Kina Publication.

1) Background

The Fat Kina is a weekly publication that is distributed to 32 locations and aims to connect the local community to participate in local events, workshops, gigs and places to eat. Currently Fat Kina reaches 2,500 people through Facebook, Fat Kina is hoping to expand this reach by also providing a printed publication.

Fat Kina Production has not applied to the Bay of Islands-Whangaroa Community Board previously for funding.

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 50% of the project cost is requested.

Option 2 Authorise partial funding.

Option 3 Decline funding

Businesses that advertise in this publication are charged a small fee. This publication has the potential to be able to cover costs.

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, however the project has the potential to cover its costs.

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 - Fat Kina Productions - A2420633 ⇩

2. Schedule of Supporting Documentation - Fat Kina Publication - A2421039 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the	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

8.7 Application for Funding - Kawakawa Business and Community Association

File Number: A2417958

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information received from Kawakawa Business and Community Association for the purchase and installation of a CCTV system, and to assist members in determining whether to approve or decline the application.

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kawakawa Business and Community Association for the purchase and installation of a CCTV system, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Kawakawa Business and Community Association is made up of area residents and businesses are concerned with promoting and growing Kawakawa as a service town and tourist destination in the Bay of Islands. The CCTV system will centralise cameras – public amenities/businesses/schools/hospital to the local police station who will be able to monitor activity. Pub Charities has allocated $20,000 towards this project, Kawakawa Business and Community Association will use $7,000 of their own funds.

Kawakawa Business and Community Association has submitted the following funding applications for consideration to the Bay of Islands-Whangaroa Community Board

Year	Amount allocated	Project	Project report received
2016	$4,683.00	Christmas Parade	Yes
2017	$3,800.00	Kawakawa Bike Racks	No

2) Discussion and Options

Preliminary assessment of the application:

The 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 the full amount requested

This application is for 51% of the cost of the project. Under the Community Grant Policy – only up to 50% of the project cost should be applied for and funded.

Option 2 Authorise partial funding of the amount requested

As the applicant has applied for more than 50% of the project cost, it is recommended that no more than $28,321 should be allocated.

The Bay of Islands-Whangaroa Community Board has previously considered an application from the Kerikeri District Business Association who requested $28,500. The Community Board allocated the applicant $10,000. The recommendation of $10,000 aligns with the decision previously made by the Community Board.

Option 2 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 - Kawakawa Business Community Association - A2417834 ⇩

2. Schedule of Supporting Documentation - Kawakawa Business and Community Association - A2419254 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This 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.

8.8 Application for Funding - Northern Community Family Service

File Number: A2429489

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information received from Northern Community Family Service for rent, advertising, administration costs, utilities and travel and mileage 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 Northern Community Family Service for venue hire to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Northern Community Family Service provides advocacy service including mentoring, guidance, support and representation in courts and government agencies. Northern Community Family Service offer debt recovery, saving plans, debt payment plans and preparation of bankruptcy procedures.

Northern Community Family Services has not applied for funding previously from the Bay of Islands-Whangaroa Community Board.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

This application is for 20% of the cost of the project.

Option 2 Authorise partial funding of the amount requested

The applicant has requested a substantial amount of funding and there is still one further round of funding to be considered.

Option 3 Decline funding

Option 2 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

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 - Northern Community Family Service - A2431889 ⇩

2. Schedule of Supporting Documentation - Northern Community Family Service - A2429461 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This 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.

8.9 Application for Funding - Russell Centennial Trust Board

File Number: A2407111

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information received from Russell Centennial Trust Board for operational costs, 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 $5,754 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Centennial Trust Board for administration costs, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

The Russell Museum is administered by the Russell Centennial Trust Board who collect and preserve artefacts and natural history objects, exhibit and interpret, undertake research on the social and natural history of Russell.

2) Discussion and Options

Preliminary assessment of the application:

Option 1 Authorise the full amount requested

This application is for 50% of the cost of the event.

Option 2 Authorise partial funding of the amount requested

The applicant has requested a substantial amount of funding and there is still one further round of funding to be considered.

Option 3 Decline

Option 2 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

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 - Russell Centennial Trust Board - A2407066 ⇩

2. Schedule of Supporting Documentation - Russell Centennial Trust Board - A2429511 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This 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.

Bay of Islands-Whangaroa Community Board Meeting Agenda

15 April 2019

8.10 Application for Funding - Volunteering Northland

File Number: A2417638

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Governance Support

Purpose of the Report

To present the Community Board with information on Volunteering Northland’s application for a grant to assist members in determining whether to approve or decline the application.

Recommendation

That the Bay of Islands-Whangaroa Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Volunteering Northland to assist with their annual operational costs, to support the following Community Outcomes:

i. Proud vibrant communities

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

1) Background

Volunteering Northland is one of 17 volunteer centres in New Zealand. It is a non-profit organisation providing a recruitment and referral service for volunteers, and facilitates and enhances volunteering in general. The volunteer centre supports and provides training for the volunteer coordinators, raising the level of professionalism as well as providing advice, advocacy and recognition for the volunteer.

2) Discussion and Options

Preliminary assessment of the application:

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 LTP, and all provisions listed on the application form.

The applicant has received funding from the Board previously in 2017, a project report has been received.

Volunteering Northland have also applied to the Kaikohe-Hokianga Community Board and the Te Hiku Community Board for grants of $5,000.

The total costs listed on page 3 of the application form are future estimates based on their budget and previous financial year’s income and expenditure, as provided for in their financial performance report for the year ended 31 July 2018 (refer to additional information). The amount requested is based on these estimates.

Option 1 Authorise the full amount requested

The applicant seeks a grant of $5,000 - 2.8% of the total annual operating cost

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 the application aligns with the community policy and community outcomes of the LTP and aligns with previous funding allocated.

Reason for the recommendation

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 - Volunteering Northland - A2417610 ⇩

2. Schedule of Supporting Documents - Volunteering Northland - A2417616 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report is to 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.	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.

Date	Meeting
05/02/2019	Waitangi Treaty Grounds - Waitangi National Trust Function
12/02/2019	Russell Sports Ground – Russell Sports Club committee meeting
14/02/2019	Cobham Road Kerikeri – meeting regarding location of bus stop
18/02/2019	Russell Town Hall – committee meeting
20/02/2019	Council Chambers Kaikohe – Annual Plan workshop
25/02/2019	Bay Sport Waipapa – Community Board meeting
28/02/2019	Council Chambers Kaikohe – Council meeting
02/03/2019	Major Bridge Drive, Te Wahapu, Russell – meeting with Mayor Carter and Kiwi Protection Group
04/03/2019	John Butler Centre, Kerikeri – meeting of Community Board chairs with Mayor Carter regarding Halls and Reserves
04/03/2019	John Butler Centre, Kerikeri – meeting with Mayor Carter regarding Lake Manuwai (lack of progress)
18/03/2019	John Butler Centre, Kerikeri – 1;1 meeting with CEO
20/03/2019	Russell Sports Ground – Russell Sports Club committee meeting
21/03/2019	Council offices Kaikohe – meeting with Council staff regarding Maromaku Domain project
21/03/2019	Council Chambers Kaikohe – Infrastructure Network Committee meeting and workshop of Road Speed Limit setting
21/03/2019	Council offices Kaikohe – Infrastructure Grant Funds deliberations panel
25/03/2019	Council Chambers Kaikohe – Northland Forward Together Strategic workshop

20/02/2019	Attended Draft Kerikeri Domain Reserve Management Plan Consultation.
21/02/2019	Participated in Kickstart mentoring - Turner Centre
25/02/2019	BOI-W Community Board Meeting - Baysport Waipapa
25/02/2019	Paihia War Memorial Hall Committee Meeting
28/02/2019	Bledisloe Domain Committee Meeting

2170428 RMALUC	School Road Properties Ltd, 14 School Road Paihia - Proposed private infrastructure servicing Residential 4 Dwelling Development.
20190486 RMASUB	99 York Road Haruru Falls - Subdivision to create 4 additional titles.

RFS3936268	Lodged 14 February 2019 1. Private "House for Sale" sign on SH11 outside Countdown - still there. 2. Car burnouts at Garden Court Haruru Falls & also on SH 11 destroying road surface & major safety issue.
RFS3939588	3 x dripping outlet pipes on southern side of Hall wall. Met with Councils Plumber & awaiting quote for Hall Committee approval.
RFS3913233	Numerous re Paihia War Memorial Hall. Some partially resolved. Mowing around Hall to be reinstated on the works contract & schedule. RESPONSE: Have requested reinstatement in the mowing schedule & awaiting action.
RFS3795613	8/04/2018 - Follow up on flooding issues in front apron of Paihia War Memorial Hall. IN PROGRESS awaiting rain to photograph issue!
RFS3717930	01/10/2015 - pedestrian safety issues & parking in front of Heritage Boutique Hotel (The Waterfront) Marsden Road Paihia - Pending NZTA response.

12/02/2019	Meeting of the DAG committee Kingston House, Kerikeri
13/02/2019	Meet Kerikeri sub Committee general items – Mission Road
14/02/2019	Meeting regarding Bus Stop in Kerikeri
20/02/2019	Waipapa Hall meeting 7 pm
25/02/2019	Meeting Bay of Islands-Whangaroa Community Board, Bay sports, Waipapa
12/03/2019	“Focus” Kerikeri meeting
21/03/2019	Community Funding meeting, Kaikohe
29/03/2019	Christchurch Memorial service, The Centre, Kerikeri

#2190390	Puketona Road – no direct interest
#2190405	5 Amuhitu Rd – no direct interest
#2180508	1188 State Hwy 10 – no direct interest
#2190480	258 Waipapa Rd – no direct interest
#2190486	Haruru Falls – forwarded to B Ward

15/02/2019	Whangaroa Development Group, Union Church
19/02/2019	Kaeo Township Water, Kaeo Memorial Hall
20/02/2019	Whispers Copy
22/02/2019	RSA Kaeo – rates concession with Cr Stratford
23/02/2019	Ironmahoe, Mahinepua – excellent event
25/02/2019	Bay of Islands-Whangaroa Community Board meeting
26/02/2019	Whangaroa Health and Future Plans, Kaeo Hall
28/02/2019	Whangaroa Memorial Hall Committee meeting
13/03/2019	Whangaroa Community Trust meeting
13/03/2019	Painted the playground
20/03/2019	Whangaroa Memorial Hall Committee meeting
22/03/2019	Memorial Service for Christchurch
23/03/2019	Ngapurapra Festival – great again

RFS3934990	Payment for community pool
RFS3935736	Damage to Omaunu Road corner by logging trucks
RFS3936275	Culvert at 552 Omaunu Road
RFS3937250	Metal for Omaunu Road – spread but not satisfactory
RFS3937253	Need to seal steep hill Omaunu Road
RFS3938129	Silt on footpath State Highway 10. Not satisfied with the reply
RFS3938132	Footpath by Kaeo Primary need repaid – in progress
RFS3940864	Pot holes in playground carpark – acknowledged but not actioned
RFS3940839	Ratepayers sent CEO letter regarding logging on Omaunu Road
RFS3940833	Ratepayers sent Mayor letter regarding logging on Omaunu Road
RFS3943661	Pruning of trees along State Highway 10 outside Kaeo Primary and parking at Whangaroa Village the marina.

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 28 February 2019	$70,244.80
· Less funds not uplifted from 05 November 2018 for Kaeo Christmas Parade, Lions Club of Kerikeri and Kawakawa Santa Parade	$12,500.00
· Less funds not uplifted from 10 December 2018 for Whangaroa County Museum	$5,000.00
· Less funds not uplifted from 25 February 2019 for Be Free Incorporated, Kaeo Festival Group, Midway Incorporated Northland Day Services Trust, Pear Tree Paddlers, Russell Tennis Incorporated and Vision Kerikeri	$38,548.00
Community Fund Account balance as at 28 February 2019	$90,787.00

1	Covering letter
2	Financial reports for year ended 30 September 2018
3	Bank statement – Kiwi Bank
4	Covering letter for quotes
5	Quote – Clarks of Northland
6	Quote – Calders Design and Print Company
7	Flyer

1	Cover Letter
2	Advertising costs
3	Quote – Copy That
4	Background information and research

1	Quote - Leamy Enterprise Limited
2	Quote - Kawakawa Cultural Junction of the North
3	Support Letter - Kawakawa Memorial Library and Museum Inc
4	Support Letter - Bay of Islands Vintage Railway Trust
5	Support Letter - Kawakawa volunteer Community Patrol Committee
6	Support Letter - Hundertwassser Park Charitable Trust
7	Support Letter - New Zealand Police
8	Kawakawa Business and Community Association Inc Financial Statements

1	Covering letter
2	Quote (Invoice) – Spark
3	Quote – Halvo Signs
4	Quote – Kerikeri Baptist Church
5	Performance Report
6	Certificate of Incorporation
7	Westpac Bank Deposit Slip
8	Westpac Bank Statement
9	Business Case 2019

1	Checklist of Paperwork provided
2	Statement of Financial Performance
3	Bank Reconciliation Summary’s

1	Budget 2018-2021
2	Performance Report for Year ended 31 July 2018
3	Output recruitment and referral services date Jan 2014 to Dec 2018