Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 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 Meeting Agenda

4 November 2019

5 Corporate Services Group

5.1 Making and Attesting of Declarations

File Number: A2715276

Author: Kim Hammond, Meetings Administrator

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

To set out the process for making and attesting of declarations.

Background

Clause 14(1) & (2) Schedule 7 of the Local Government Act 2002 (The Act) states that no person shall be capable of acting as a member of any local authority until he or she has made an oral and written declaration as set out in Clause 14 (3) Schedule 7 of The Act, as set out below. Section 54 (2) of the Act states that these parts of Schedule 7 apply to Community Boards.

Discussion and Next Steps

The Mayor will witness the declaration of the Bay of Islands-Whangaroa Community Board Members.

The declaration that each member is required to take is set out in Clause 14(3) Schedule 7 of the Act and reads:

DECLARATION BY MEMBER

I, ________________________________, declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Far North District the powers, authorities, and duties vested in, or imposed upon, me as Member of the Bay of Islands-Whangaroa Community Board by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

DATED at Kerikeri this 4th day of November 2019

Signature _________________________________

In the presence of: _________________________________

Financial Implications and Budgetary Provision

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

Attachments

Nil

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

5.2 Election of Chairperson

File Number: A2715316

Author: Kim Hammond, Meetings Administrator

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to explain the procedure for the election of the Chairperson of the Board and to elect a Chairperson.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) use System B as the preferred voting system to elect a Chairperson.

b) elect _______________ as Chairperson for the triennium October 2019 to October 2022, in accordance with Standing Orders.

1) Background

The first meeting of the Board will be presided over by the Mayor until the Chairperson is elected, as per Standing Orders 4.6.

2) Discussion and Options

Schedule 7, 21(5)(b) of the Local Government Act 2002 provides for the election of a Chairperson. Section 54 (2), states that Schedule 7 (excluding clauses 15 and 33 to 36) applies to Community Boards.

A Chairperson of a Community Board shall be elected from among its members at its first meeting following the election of the Community Board. When electing a Chairperson the Community Board must resolve to use one of the following two voting systems as set out in Standing Orders 5.2.

Option 1

System A -

The candidate will be elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee who are present and voting. This system has the following characteristics:

(a) there is a first round of voting for all candidates;

(b) if no candidate is successful in the first round, there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(c) if no candidate is successful in the second round, there is a third round, and if necessary subsequent rounds, of voting from which, each time, the candidate with the fewest votes in the previous round is excluded.

In any round of voting, if two or more candidates tie for the lowest number of votes, the person to be excluded from the next round is resolved by lot.

Option 2

System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any
other candidate; and

(b) has the following characteristics:

(i) there is only one round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

Option 2 is the recommended option. This is the system used by Council and Committees as per their Standing Orders.

Reason for the recommendation

To elect a chairperson in accordance with Standing Orders.

3) Financial Implications and Budgetary Provision

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

Attachments

Nil

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	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 (for example – youth, the aged and those with disabilities.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provision required as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

5.3 Election of Deputy Chairperson

File Number: A2715328

Author: Kim Hammond, Meetings Administrator

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to explain the procedure for the election of the Deputy Chairperson of the Board and to elect a Deputy Chairperson.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) use System B as the preferred voting system to elect a Deputy Chairperson.

b) elect _______________ as Deputy Chairperson for the triennium October 2019 to October 2022, in accordance with Standing Orders.

1) Background

The Chairperson of the Board will call for nominations for Deputy Chairperson, who will then be elected using the preferred voting system.

2) Discussion and Options

Schedule 7, 21(5)(e) of the Local Government Act 2002 provides for the election of a Deputy Chairperson. Section 54 (2), states that Schedule 7 (excluding clauses 15 and 33 to 36) applies to Community Boards.

A Deputy Chairperson of a Community Board shall be elected from among its members at its first meeting following the election of the Community Board. When electing a Deputy Chairperson the Community Board must resolve to use one of the following two voting systems as set out in Standing Orders 5.2.

Option 1

System A -

(a) there is a first round of voting for all candidates;

(b) if no candidate is successful in the first round, there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

In any round of voting, if two or more candidates tie for the lowest number of votes, the person to be excluded from the next round is resolved by lot.

Option 2

System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any
other candidate; and

(b) has the following characteristics:

(i) there is only one round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

Option 2 is the recommended option. This is the system used by Council and Committees as per their Standing Orders.

Reason for the recommendation

To elect a Deputy Chairperson in accordance with Standing Orders.

3) Financial Implications and Budgetary Provision

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

Attachments

Nil

Compliance schedule:

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

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

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

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

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 (for example – youth, the aged and those with disabilities.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provision required as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

5.4 Noting of Bay of islands-whangaroa community board Standing Orders

File Number: A2715365

Author: Kim Hammond, Meetings Administrator

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

The purpose of the report is to present Elected Members with the Community Board’s current Standing Orders.

Recommendation

That the Bay of Islands-Whangaroa Community Board note the Bay of Islands-Whangaroa Community Board Standing Orders.

1) Background

Standing Orders are a set of rules of debate that apply to all meetings of Council and its committees and subcommittees, including Community Boards. Furthermore Standing Orders ensure the legal requirements of the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987 are met. They also provide clarity as to what is expected of the members within a meeting and generally cover procedures to enable meetings to be held in a fair and transparent manner.

2) Discussion and Options

In the 2013-2016 triennium the Bay of Islands-Whangaroa Community Board’s Standing Orders were based on the New Zealand Standards (NZS) which had developed model Standing Orders for meetings of local authorities. The current Standing Orders were last adopted by the Bay of Islands-Whangaroa Community Board on 02 March 2017 and were based on a newer version of Standing Orders revised by Local Government New Zealand.

Community Boards are required by the Local Government Act 2002 (Schedule 7, Clause 27) to have standing orders. The Community Board Standing Orders will be reviewed and updated where relevant, and presented to the Board for adoption at a future meeting. If new standing orders are not adopted, the current ones will stand.

Reason for the recommendation

To note the current Standing Orders for the Bay of Islands-Whangaroa Community Board.

3) Financial Implications and Budgetary Provision

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

Attachments

1. Bay of Islands-Whangaroa Community Board Standing Orders - A2715396 ⇩

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 (for example – youth, the aged and those with disabilities.	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provision as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

6.5 Explanation of Laws Affecting Elected Members

File Number: A2715433

Author: Aisha Huriwai, Team Leader Governance Support

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

At the first meeting after the three-yearly local election, elected members are required to receive a general explanation of the laws that affect them as elected members. This report outlines the core legislation affecting members supported by a presentation by Council’s In-House Counsel.

Recommendation

That the Bay of Islands-Whangaroa Community Board note the report “Explanation of Laws Affecting Elected Members”, and the advice provided at this meeting.

Background

It is a requirement to have the core legal requirements brought to the members’ attention at the first meeting following the triennial election, under Clause 21 (5)(c) of Schedule 7 of the Local Government Act 2002.

Discussion and Next Steps

There are a number of core legal requirements that elected members should be aware of when making decisions. These include the:

· Local Government Act 2002

· Local Government Official Information and Meetings Act 1987

· Local Authorities (Members’ Interests) Act 1968

· Health and Safety at Work Act 2015

· Crimes Act 1961

· Secret Commissions Act 1910

· Financial Markets Conduct Act 2013

· Council decision-making requirements

· Personal liability of elected members

· Public law decision-making principles.

In addition to these core legal requirements, there are many other statutes relevant to certain council decisions (for example the Resource Management Act 1991 and the Reserves Act 1977).

Elected members will receive advice from staff on a case-by-case basis to ensure that they understand their legal obligations when making decisions.

Financial Implications and Budgetary Provision

There are no financial implications or budgetary provision needed as a result of this report and presentation.

Attachments

1. Guidance for members of local authorities about the Local Authorities (Members’ Interests) Act 1968 - A2715408 ⇩

2. A General Guide Through The Laws Affecting Elected Members - A2719397 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

5.6 Bay of Islands-Whangaroa Community Board First Meeting

File Number: A2715669

Author: Kim Hammond, Meetings Administrator

Authoriser: William J Taylor MBE, General Manager - Corporate Services

Purpose of the Report

To note the date and time of the first meeting of the Bay of Islands-Whangaroa Community Board.

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report “Bay of Islands-Whangaroa Community Board First Meeting”.

1) Background

The Local Government Act (2002) cl. 21(5), Schedule 7, sets out a number of requirements of business that must be conducted at the Inaugural Meeting. This includes:

(d) The fixing of the date and time of the first meeting of the local authority, or the adoption of a
schedule of meetings.

The Bay of Islands-Whangaroa Community Board’s first meeting has been scheduled for Monday 9 December 2019 at 10.00 am.

2) Discussion and Options

The schedule of formal meetings will be tabled to Council and the Community Boards at their meetings in December.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary provisions required as a result of this report.

Attachments

Nil

Compliance schedule:

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

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

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

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

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.	Local Government Act 2002.
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.	Proposal is of local importance.
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 (for example – youth, the aged and those with disabilities).	Not applicable.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial or budgetary implications.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

5.7 Bay of Islands-Whangaroa Community Board Appointment to Disability Action Group

File Number: A2701392

Author: Aya Morris, Community Development Advisor

Authoriser: Sheryl Gavin, Manager Corporate Planning and Community Development

Purpose of the Report

The purpose of the report is to give the Bay of Islands-Whangaroa Community Board the opportunity to appoint a member to the Disability Action Group.

Executive Summary

· The Disability Action Group includes a representative from Council and each of the community boards.

· The Bay of Islands-Whangaroa Community Board is able to appoint a member as their delegate to the group.

· Information about the 2018-2019 operation of the group is presented as an attachment to the report.

Recommendation

That the Bay of Islands-Whangaroa Community Board appoint ________________ as its representative on the Disability Action Group.

1) Background

The Disability Action Group is a stakeholder engagement group which was established by the Council and consists of elected members, representatives of external groups involved with people of various abilities, and people with a lived experience of disability.

In June 2013 the Council adopted Policy 3211 – Equity and Access for People with Disabilities. The Disability Action Group meets quarterly to assist the Council to meet the objectives of the policy, including building the capacity of disabled groups to take responsibility for advocating on their own behalf.

The Disability Action Group Annual Report 2018-2019 is presented as an attachment to this report in order to provide information to the Community Board on the operations of the group.

2) Discussion and Options

The Bay of Islands-Whangaroa Community Board can appoint one of its members to the Disability Action Group. The appointee would enable communication between the group and the board and ensure the Bay of Islands-Whangaroa community’s views are represented on the group.

Reason for the recommendation

To allow for appointment of a Community Board member to the Disability Action Group.

3) Financial Implications and Budgetary Provision

There are no financial implications.

Attachments

1. Disability Action Group Annual Report 2018-2019 - A2701397 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The proposal has a low level of significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Policy 3211 – Equity and Access for People with Disabilities
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 matter has District wide relevance and delegates from each of the community boards and Council are requested.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Māori are considered as part of the group’s operation.
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 (for example – youth, the aged and those with disabilities.	The group specifically seeks to engage with these people.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no additional financial implications.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

Disability Action Group Annual Report 2019

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

This report covers the period 30 June 2018-1 July 2019 and outlines key areas of advocacy and action for the DAG during this time.

DAG structure, strategy and operation

The DAG has held quarterly meetings and an annual strategic workshop as outlined in the recently developed Terms of Reference. A speaker with a wireless microphone has increased accessibility for those attending DAG meetings.

DAG engagement with Council and Community Boards

The DAG strategic goals developed through the annual strategic workshop have been presented to Council through a DAG deputation to a Council meeting.

The DAG annual report has been presented to each of the three community boards, gaining support for the DAG request to reinstate a community board agenda item about disabilities.

DAG engagement with FNDC staff

The DAG chairperson has met directly with the FNDC CEO to discuss the work of the DAG.

The DAG has given feedback on Reserve Management Plans for Lindvart Park and Kerikeri Domain.

The DAG has made a submission on the Draft District Plan to advocate for increased accessibility across all zones.

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

The DAG chairperson attended a workshop about the FNDC Integrated Transport Strategy.

The DAG has provided feedback to the Strategy & Policy team regarding the future review of the Equity and Access for People with Disabilities policy.

DAG promotion

The FNDC has issued a DAG media release which generated two articles in local newspapers, been featured in a social media post on the FNDC Facebook page, and recruited new members.

Accessible transport

The DAG has engaged with a range of agencies to advocate for improvements in accessible transport. These have included Northland DHB, Northland Regional Council, FNDC, and local Members of Parliament, Matt King and Kelvin Davis. The DAG has advocated for the allocation of FNDC funding to support accessible transport through schemes such as Total Mobility.

Disability Awareness Training

The DAG has successfully advocated to FNDC to provide disability awareness training for staff in line with the Equity and Access for People with Disabilities policy. The next round of training has been scheduled for 2019.

Equity and Access

The DAG has advocated for equity and access in matters other than accessibility for people with mobility or sensory impairments. For example the DAG has advocated for the needs of people with intellectual disabilities, mental health conditions and respiratory disabilities in their work.

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

5.8 Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 19

File Number: A2715695

Author: Sam Chapman, Accounting Support Officer

Authoriser: Janice Smith, Chief Financial Officer

Purpose of the Report

The purpose of the report is to provide the Bay of Islands – Whangaroa Community Board with financial statements for the period ended 30 September 2019.

Executive Summary

The financial report is ward-specific, covering the activities in the Bay of Island - Whangaroa ward only.

Understanding the report

Variances in excess of $100k and significant “%” variances will be commented on.

The financial year runs from 01 July 2019 to 30 June 2020.

The “Year to date” columns reflect income and expenses for the period 01 July 2019 to 30 September 2019.

The variances column highlights the difference between the budget set in the 2019/20 Annual Plan and actual income and expenses as at 30 September 2019.

The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2019 to 30 June 2020.

The full year forecast column shows the best estimate for the actual year end position as advised by Managers.

Unfavourable variances will represent expenses higher than budget or income less than budget.

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 2019.

Background

This is the first quarterly financial report for 2019-2020 detailing the financial performance of community activities to be provided to the Bay of Islands-Whangaroa Community Board.

Discussion and Next Steps

Refer to the commentary in the attached statement

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1. 2019-11-04 BWCB Statement of Financial Performance Activities by Ward for the period ending 30 September 19 - A2715259 ⇩

5.9 Statement of Community Board Fund Account as at 30 September 2019

File Number: A2707902

Author: Sam Chapman, Accounting Support Officer

Authoriser: Janice Smith, Chief Financial Officer

Purpose of the Report

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

Recommendation

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 30 September 2019”.

1) Background

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

Community Fund Account balance as at 01 July 2019	$194,572.00
· Plus Community grant refund from Be Free Incorporated	$386.09
· Less funds granted and uplifted to 30 September 2019	$38,277.00
· Less funds not uplifted from 01 July 2019 for Kerikeri Business Association and Mai Lyfe Incorporated	$8,145.00
· Less funds not uplifted from 12 August 2019	$20,600.00
· Less funds not uplifted from 23 September 2019	$62,056.00
Community Fund Account balance as at 30 September 2019	$65,880.09

2) Discussion and Options

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 30 September 2019 is $62,880.09.

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

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Bay of Islands-Whangaroa Community Fund account to the Bay of Islands-Whangaroa Community Board. The statement of the Community Fund account as at 30 September 2019 is attached.

Attachments

1. 2019-11-04 BWCB Statement of Bay of Islands-Whangaroa Community Board Fund Account as at 30 September 19 - A2709512 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

4 November 2019

6 Strategic Planning and Policy Group

6.1 Rural Travel Funding Project Reports

File Number: A2718812

Author: Kathryn Trewin, Funding Advisor

Authoriser: Sheryl Gavin, Manager Corporate Planning and Community Development

Purpose of the Report

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

Executive Summary

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

Recommendation

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

a) Bay of Islands College

b) Kerikeri High School

c) Moerewa Tigers

1) Background

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

2) Discussion and Options

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. Rural Travel Fund Report - Bay of Islands College - A2718810 ⇩

2. Rural Travel Fund Report - Kerikeri High School - A2718811 ⇩

3. Rural Travel Fund Report - Moerewa Tigers - A2718809 ⇩

Compliance schedule:

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

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

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

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

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

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

6.2 Rural Travel Funding - Applications Summer Round 2019/20

File Number: A2713194

Author: Kathryn Trewin, Funding Advisor

Authoriser: Sheryl Gavin, Manager Corporate Planning and Community Development

Purpose of the Report

To allocate Rural Travel Funding for the 2019/20 summer sporting season.

Recommendation

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

a) Bay of Islands College $450

b) Bay of Islands College Amateur Swimming Club $1000

c) Bream Bay Swimming - Northern Branch $610

d) Kerikeri Gymnastics $1000

e) Kerikeri High School $2456

f) Matauri Bay School $1000

g) Russell Sports Club $500

h) Bay of Islands Special Olympics $1013

Total $8029

1) Background

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

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

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

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

2) Discussion and Options

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

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

Project reports for any previous grants have been received from all the current applicants. Further detailed information provided by Sport Northland regarding their recommendations has been distributed to Board Members separately.

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

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

1	Bay of Islands College	$450.00
2	Bay of Islands Amateur Swimming Club Inc	$1000.00
3	Bream Bay Swimming - Northern Branch	$610.00
4	Kerikeri Gymnastics	$1000.00
5	Kerikeri High School	$2456.00
6	Matauri Bay School	$1000.00
7	Russell Sports Club	$500.00
8	Bay of Islands Special Olympics	$1013.00

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

The total budget for rural travel funding for the 2019/20 financial year is $50,080.30. The percentage of youth throughout the district is translated into percentages to calculate the percentage of funding each Board can allocate. It is recommended that only 40% of the total funding be allocated for summer activities and the remainder allocated for the busier winter sporting season.

The total available funds for the summer season is to $8,029.80.

%	Board	40% Summer	60% Winter	Total
40.5%	Bay of Islands-Whangaroa Community	$8,029.80	$12,044.70	$20,074.50
31.5%	Te Hiku Community	$6,245.40	$9,368.10	$15,613.50
28%	Kaikohe-Hokianga Community	$5,551.47	$8,327.20	$13,878.67

Attachments

1. Rurual Travel Fund Bay of Islands College Application - A2690857 ⇩

2. Rurual Travel Fund Bay of Islands Swimming Club Application - A2690946 ⇩

3. Rurual Travel Fund Bream Bay Swimming - Northern Branch Application - A2690781 ⇩

4. Rurual Travel Fund Kerikeri Gymnastics Application - A2690839 ⇩

5. Rurual Travel Fund Kerikeri High School Application - A2690899 ⇩

6. Rurual Travel Fund Matauri Bay School Application - A2690920 ⇩

7. Rurual Travel Fund Russell Sports Club Application - A2698504 ⇩

8. Rurual Travel Fund Special Olympics Application - A2690853 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Council promotes a vibrant and thriving economy that encourages a wide range of sporting activities and a safe a healthy district where young people are valued.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is delegated to Community Boards to consider.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are none that affect Maori any greater than other residents of the District.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Anyone in the district participating in organised sporting activities could be eligible for funding. To try and capture everyone the funding is advertised a month in advance in newspapers, social media and word of mouth
State the financial implications and where budgetary provisions have been made to support this decision.	Funding is provided by Sport Northland (Kiwisport) and Sport New Zealand (Rural Travel).
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

6.3 Funding Project Reports

File Number: A2718808

Author: Kathryn Trewin, Funding Advisor

Authoriser: Sheryl Gavin, Manager Corporate Planning and Community Development

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) Kaikohe Photography Club

b) Living Waters

c) Paihia Christmas Parade

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. Community Grant Project Report - Kaikohe Photography Club - A2718805 ⇩

2. Community Grant Project Report - Living Waters - A2718807 ⇩

3. Community Grant Project Report - Paihia Christmas Parade - A2718806 ⇩

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 a matter 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.	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.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report.
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 (for example – youth, the aged and those with disabilities.	This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
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

4 November 2019

6.4 Local Community Grant Funding Applications

File Number: A2718188

Author: Kathryn Trewin, Funding Advisor

Authoriser: Sheryl Gavin, Manager Corporate Planning and Community Development

Purpose of the Report

The purpose of this report is to summarise applications for Local Community Grant funding to enable the Bay of Islands-Whangaroa Community Board to determine which application/s will receive funding at the 4 November 2019 meeting.

Executive Summary

· The Bay of Islands- Whangaroa Community Board has $65,880 unallocated funding available for the 2019/20 financial year.

· Thirteen applications for funding have been received requesting a total of $70,137.

· Five applications are for Christmas events that meet the Boards strategic priority to: “Fund one Christmas event or Parade in Kerikeri, Kaeo, Kawakawa, Moerewa, Paihia and Russell of up to $2500 per annum for the event, plus traffic management costs up to a maximum of $2500.”

Recommendation

That the Bay of Islands-Whangaroa Community Board, in considering the provisions of the Community Grant Policy, authorise funding (plus GST if applicable) be paid from the Board’s Community Fund as follows:

Kerikeri Lions Club – Kerikeri Christmas Parade $5,000

Kaeo Christmas Parade $2,500

Kawakawa Business Association – Kawakawa Christmas Parade $5,000

He Iwi Kotahi Tatou Trust – Meri Kirimete Moerewa $2,500

Business Paihia – Paihia Christmas Parade $4,466

Waikare Marae Trustees – Tuia 250 $5,000

Tukau Community Fund – Christmas Lunch $2,500

Pavlova Press – Tūhono Kerikeri Book $2,500

Ngati Rahiri – Christmas Carols at Te Tii $2,500

Motatau School – Resurfacing of the school swimming pool $5,000

Kerikeri Business Association – Kerikeri Street Party $1,000

Circability – Circus workshops and tour $1,000

Business Paihia – Summer Series Street Entertainers $1,000

Total $39,966

1) Background

Each 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.

2) Discussion and Options

Applicant	Project	Requested	Recommended	Purpose	Community Outcome	Type
Kerikeri Lions Club	Kerikeri Christmas Parade	$5,000	$5,000	The Strategic Plan for the Bay of Islands Community Board resolved to fund one Christmas event or Parade in Kerikeri, Kaeo, Kawakawa, Moerewa, Paihia and Russell of up to $2500 per annum for the event, plus traffic management costs up to a maximum of $2500. The application for the Kerikeri Christmas Parade notes that in 2018 the traffic management plan was sponsored by Broadspectrum. As this has not yet been confirmed for the 2019 year, $2500 has been allocated as a precaution in accordance with the resolution. The Kaeo and Moerewa events have not indicated a requirement for a traffic management plan for their events.	Proud, vibrant communities	Event
Kaeo Christmas Parade	Kaeo Christmas Parade	$2,500	$2,500		Proud, vibrant communities	Event
Kawakawa Business Association	Kawakawa Christmas Parade	$5,000	$5,000		Proud, vibrant communities	Event
He Iwi Kotahi Tatou Trust	Meri Kirimete Moerewa	$2,500	$2,500		Proud, vibrant communities	Event
Business Paihia Inc	Paihia Christmas Parade	$4,466	$4,466		Proud, vibrant communities	Event
Waikare Marae Trustees	Tuia 250	$5,000	$5,000	Waikare Marae will be hosting a ceremony to commemorate their encounter with Captain Cook and his crew when they landed at Motuarohia Island as part of the Tuia 250 commemorations.	i) Proud, vibrant communities ii) A wisely managed and treasured environment that recognises the special role of tangata whenua as kaitiaki	Event
Tukau Community Fund	Christmas Lunch in Kawakawa	$6,400	$2,500	This application is a second Christmas event in Kawakawa and has been considered in alignment with the previous resolution of the Board regarding Christmas events.	Proud, vibrant communities	Event
Pavlova Press	Tūhono Kerikeri Book	$7,740	$2,500	This application is for a book that will be prepared using contributions from local poets and authors (to be called for) as part of the Tūhono Kerikeri (200^th anniversary of the establishment of the Kerikeri Mission Station) commemorations	Proud, vibrant communities	Event

Applicant	Project	Requested	Recommended	Purpose	Community Outcome	Type
Ngati Rahiri	Christmas Carols at Te Tii	$4,559	$2,500	This application is a second Christmas event in Paihia and has been considered in alignment with the previous resolution of the Board regarding Christmas events.	Proud, vibrant communities	Event
Motatau School	Swimming Pool Resurfacing	$14,775	$5,000	This application is for half the costs of resurfacing and painting the Motatau school swimming pool. The school has also applied to Oxford Trust for funding.	i) Proud, vibrant communities ii) Communities that are healthy, safe, connected and sustainable	Infrastruc-ture
Kerikeri Business Association	Kerikeri Street Party	$3,737	$1,000	This is an annual event that follows the Kerikeri Half Marathon. The Kerikeri Business Association have also received funding from the Events Investment Fund in the amount of $5000 for this event.	Proud, vibrant communities	Event

Applicant	Project	Requested	Recommended	Purpose	Community Outcome	Type
Circability	Circus workshops and tour	$5,560	$1,000	This organisation is based outside of the district and is seeking funds to run workshops for participants with special needs (eg wheelchair/sight impaired etc), followed by a tour of the region.	Proud, vibrant communities	Event
Business Paihia	Summer series street entertainers	$2,900	$1,000	Business Paihia Inc is requesting assistance to pay for street entertainers to run workshops and performances on the Paihia Village Green over the Christmas season.	Proud, vibrant communities	Event

Assessment of Applications

Each applicant was required to complete a standard application form and provide supporting information.

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

Reason for the recommendation

Each application has been assessed and 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 - Kerikeri Lions Christmas Parade - A2717310 ⇩

2. Schedule of Supporting Documents - Kerikeri Lions Christmas Parade - A2717780 ⇩

3. Funding Application - Kaeo Christmas Parade and Festival Committee - A2717476 ⇩

4. Schedule of Supporting Documents - Kaeo Christmas Parade - A2718804 ⇩

5. Funding Application - Kawakawa Business and Community Association (Kawakawa Christmas Parade) - A2717480 ⇩

6. Schedule of Supporting Documents - Kawakawa Business and Community Association - A2717785 ⇩

7. Funding Application - He Iwi Kotahi Tatau Trust - A2717353 ⇩

8. Schedule of Supporting Documents - He Iwi Kotahi Tatou Trust - A2717779 ⇩

9. Funding Application - Business Paihia Incorporated (Paihia Christmas Parade) - A2717186 ⇩

10. Schedule of Supporting Documents - Paihia Christmas Parade - A2717781 ⇩

11. Funding Application - Waikare Marae Trustees - A2717410 ⇩

12. Schedule of Supporting Documents - Waikare Marae Trustees - A2717788 ⇩

13. Funding Application - Tukau Community Fund - A2717318 ⇩

14. Schedule of Supporting Documents - Tukau Community Fund - A2717783 ⇩

15. Funding Application - Pavolva Press - A2717232 ⇩

16. Schedule of Supporting Documents - Pavlova Press - A2717787 ⇩

17. Funding Application - Ngati Rahiri Maori Komiti - A2717196 ⇩

18. Schedule of Supporting Documents - Ngati Rahiri Maori Komiti - A2717782 ⇩

19. Funding Application - Motatau School - A2717323 ⇩

20. Schedule of Supporting Documents - Motatau School - A2717784 ⇩

21. Funding Application - Kerikeri Business Association - A2717215 ⇩

22. Schedule of Supporting Documents - Kerikeri Business Association - A2717786 ⇩

23. Funding Application - Circability Trust - A2718138 ⇩

24. Schedule of Supporting Documents - Circability Trust - A2718144 ⇩

25. Funding Application - Business Paihia Incorporated - A2717280 ⇩

26. Schedule of Supporting Documents - Business Paihia Incorporated - A2717778 ⇩

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 a matter 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.	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 Māori 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 (for example – youth, the aged and those with disabilities.	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.

1	Quote for rides
2	Quote for Sound System
3	Quote for safety vests
4	Background of event
5	Costs for road closure for 2018 parade
6	Accounts for 2018 parade
7	Copy of bank statement

1	Budget
2	Quote – Brass Band
3	Quote – Sound System
4	Quote - Portaloos
5	Quote - Insurance
6	Bank Statement
7	Financial Statement
8	Event Programme
9	Health and Safety Plan

1	Background
2	Annual (Performance) Report
3	Plan for Moerewa Christmas 2019
4	Evacuation Plan
5	Building Warrant of Fitness
6	Bank Statement

1	Breakdown of Costs
2	Bank Account Details
3	Quote from Blah Blah Marketing
4	Annual Report for Business Paihia Inc
5	Quote for Traffic Management Plan
6	Bank Statement

1	Copy of Accounts
2	Budget
3	Bank statement
4	Hapū development plan
5	Quote from Cowleys
6	Health and Safety Plan
7	Quote from Salt Air

1	Background
2	Bank details
3	Quote from Countdown
4	Performance Report
5	Quote from Hotprintz

1	Background
2	Budget
3	Quote from Design&Print
4	Quote from Fast Fibres Poetry
5	Quote from Michelle Elvy
6	Quote from Editline
7	Quote from CVD Limited
8	Quote from Your Books
9	Bank Statement

1	Quote from Arthurs Emporium
2	Copy of resolution to apply for funding
3	Quote from Churchills Butchery
4	Quote from Countdown
5	Advertising poster
6	Quote for sound system
7	Bank Statement

1	ID for applicant
2	Letter to explain no competitive quote
3	Letter from applicant providing background
4	Quote from Eastern Recreation Ltd
5	Annual Report
6	Safety Plan for Pool Users
7	Copy of bank account details

1	Audited Financial Statements
2	Bank Statement
3	Quote for Security
4	Quote for Traffic management
5	Bank Account details
6	Copy of Event Investment Funding Application

1	Budget
2	Poster
3	Project Details
4	Strategic Plan
5	Letter from Circability
6	Bank Statement
7	Quote from IntoFrame Ltd
8	Quote – Mode Car and Camper Rentals
9	Quote – Arts Access Aotearoa
10	Letter of Support - L’Arche
11	Letter of Support – Auckland Council
12	Letter of Support – Manu Tukutuku
13	Letter of Support – Middle School West Auckland
14	Health and Safety Policy

1	Bank Statement
2	Annual Report
3	Letter regarding comparative quote
4	Quote from Colossal
5	Insurance Coverage Summary from AON
6	Health & Safety Plan from Colossal
7	Application to Use Village Green – Focus Paihia
9	Bank account details (Deaf Action NZ)