AGENDA
Bay of Islands-Whangaroa Community Board Meeting
Monday, 9 December 2019
Time: |
10:00 am |
Location: |
Totara North Hall 4 Totara School Road Totara North |
Membership:
Chairperson Belinda Ward - Chairperson
Member Lane Ayr
Member Manuela Gmuer-Hornell
Member Bruce Mills
Member Frank Owen
Member Manuwai Wells
Cr Kelly Stratford
Bay of Islands-Whangaroa Community Board Meeting Agenda |
9 December 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;
(c) Maintain an overview of services provided by the territorial authority within the community;
(d) Prepare an annual submission to the territorial authority for expenditure within the community;
(e) Communicate with community organisations and special interest groups within the community;
(f) Undertake any other responsibilities that are delegated to it by the territorial authority
Council Delegations to Community Boards - January 2013
The "civic amenities" referred to in these delegations include the following Council activities:
· Amenity lighting
· Cemeteries
· Drainage (does not include reticulated stormwater systems)
· Footpaths/cycle ways and walkways.
· Public toilets
· Reserves
· Halls
· Swimming pools
· Town litter
· Town beautification and maintenance
· Street furniture including public information signage.
· Street/public Art.
· Trees on Council land
· Off road public car parks.
· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.
Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.
Set local priorities for minor capital works in accordance with existing strategies,
1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.
2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.
3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.
4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.
5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.
6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan, and make recommendations to the Council.
7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres.
8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.
9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977, and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.
10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.
11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.
12. Recommend new bylaws or amendments to existing bylaws.
13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.
14. Exercise the following powers in respect of the Council bylaws within their community:
a. Control of Use of Public Spaces – Dispensations on signs
b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.
c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2
d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.
e. Speed Limits – Recommend places and speed limits which should be imposed.
15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.
16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.
17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.
18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.
19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.
20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.
Terms of Reference
In fulfilling its role and giving effect to its delegations, Community Boards are expected to:
1. Comment on adverse performance to the Chief Executive in respect of service delivery.
2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.
3. Assist their communities to set priorities for Pride of Place programmes.
4. Have special regard for the views of Maori.
5. Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.
6. Actively participate in community consultation and advocacy and keep Council informed on local issues.
7. Seek and report to Council community feedback on current issues by:
a) Holding a Community forum prior to Board meetings
b) Varying the venues of Board meetings to enable access by members of the community
8. Monitor and make recommendations to Council to improve effectiveness of policy.
9. Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.
Protocols
In supporting Community Boards to fulfil their role, the Council will:
1. Provide appropriate management support for the Boards.
2. Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.
3. Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:
a. the disposal and purchase of land
b. proposals to acquire or dispose of reserves
c. representation reviews
d. development of new maritime facilities
e. community development plans and structure plans
f. removal and protection of trees
g. local economic development initiatives
h. changes to the Resource Management Plan
4. Organise and host quarterly meetings between Boards, the CEO and senior management staff.
5. Prepare an induction/familiarisation process targeting new members in particular early in the term.
6. Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.
7. Permit Board chairperson (or nominated member) speaking rights at Council meetings.
8. Help Boards to implement local community projects.
9. Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.
10. Provide information.
Bay of Islands-Whangaroa Community Board Meeting Agenda |
9 December 2019 |
Bay of Islands-Whangaroa Community Board Meeting
will be held in the Totara North Hall, 4 Totara School Road, Totara North on Monday 9 December 2019 at 10:00 am
Order Of Business
1 Apologies and conflicts of Interest
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
6.1 Bay of Islands-Whangaroa Community Board Calendar of Meetings 2020
6.2 Appointments to Management Committees
6.3 Statement of Community Board Fund Account as at 31 October 2019
6.4 Item Left to Lie on the Table - Road Naming Report - Waitete Heights Lane
6.5 Nomination of Far North Community Board Executive Committee
Representative Supplementary Agenda
7 Infrastructure and Asset Management Group
7.1 Paihia Village Green Market Day Guidelines 2019-20
7.2 Road Naming - 956 Puketona Road, Haruru
7.3 Road Naming - 43 Sandys Road, Waipapa
7.4 Roading Naming - 82 Rainbow falls Road, Kerikeri
7.5 Road Naming - Cottle Way, Kerikeri
7.6 Road Naming - Cottle Way, Kerikeri
8 Strategic Planning and Policy Group
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Governance Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
Doug Schmuck from Dougs Opua Boatyard to discuss the reserve adjoining his boat yard.
Time |
Organisation |
10.30 am |
Resilient Russell Charitable Trust |
10.35 am |
Kaeo Festival Group |
10.40 am |
Bay of Islands Community Centre Association |
9 December 2019 |
5 Confirmation of Previous Minutes
5.1 Confirmation of Previous Minutes
File Number: A2768582
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.
That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 4 November 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.
1. Bay of Islands-Whangaroa Community Board Unconfirmed Minutes 4 November 2019 - A2746575 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is 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. |
This report complies with the Local Government Act 2002 Schedule 7 Section 28. |
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 meeting to confirm their minutes therefore the views of another meeting are not relevant. |
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 minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes 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 minutes to be confirmed as a true and correct record, any interest that affect other people should be considered as art of the individuals report. |
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 |
9 December 2019 |
MINUTES OF Far North District
Council
Bay of Islands-Whangaroa Community Board
Meeting
HELD AT THE Cornerstone Church, Cnr
Kerikeri Road and Heritage Bypass, Kerikeri
ON Monday, 4 November 2019 AT 10:00 am
PRESENT: Chairperson Belinda Ward, Member Lane Ayr, Member Bruce Mills, Member Manuwai Wells, Member Manuela Gmuer-Hornell, Member Frank Owen, Councillor Kelly Stratford
IN ATTENDANCE: His Worship the Mayor John Carter, Deputy Mayor Ann Court, Councillor David Clendon, Councillor Rachel Smith,
The meeting opened with a powhiri.
1 Public Forum
Agenda item 2, page 7 refers
There was no public forum for this inaugural meeting.
2 Deputation
Agenda item 3, page 7 refers
There were no deputations for this inaugural meeting.
3 Corporate Services Group
3.1 Making and Attesting of Declarations Agenda item 5.1 document number A2715276, pages 8 - 8 refers |
His Worship the Mayor John Carter presided over the meeting and witnessed the attestment and declaration of the Bay of Islands-Whangaroa Community Board Members: Lane Ayr Frank Owens Manuela Gmuer-Hornell Belinda Ward Bruce Mills Manuwai Wells Councillor Kelly Stratford |
Shaun Clarke – Chief Executive Officer, addressed the meeting.
3.2 Election of Chairperson Agenda item 5.2 document number A2715316, pages 9 - 11 refers |
Resolution 2019/108 Moved: Member Lane Ayr Seconded: Member Frank Owen That the Bay of Islands-Whangaroa Community Board: a) use System B as the preferred voting system to elect a Chairperson. b) elect Member Belinda Ward as Chairperson for the triennium October 2019 to October 2020, in accordance with Standing Orders. Carried |
Chairperson Belinda Ward assumed the Chair.
The meeting was adjourned from 12.02 pm to 12.06 pm.
3.3 Election of Deputy Chairperson Agenda item 5.3 document number A2715328, pages 12 - 14 refers |
Resolution 2019/109 Moved: Member Bruce Mills Seconded: Member Lane Ayr That the Bay of Islands-Whangaroa Community Board: a) use System B as the preferred voting system to elect a Deputy Chairperson. b) elect Member Manuwai Wells as Deputy Chairperson for the triennium October 2019 to October 2020, in accordance with Standing Orders. Carried |
4 Speakers
Bruce Henderson spoke regarding funding Kerikeri Lions Club, Item 6.4 Local Community Grant Funding Applications.
Cr Kelly Stratford spoke regarding Kawakawa Business Association, Item 6.4 Local Community Grant Funding Applications.
Steph Godsiff spoke regarding Business Paihia, Item 6.4 Local Community Grant Funding Applications.
Nikki Wilson spoke regarding Waikare Marae Trustees, Item 6.4 Local Community Grant Funding Applications.
Kathy Derrick spoke regarding Pavlova Press, Item 6.4 Local Community Grant Funding Applications.
Season-Mary Downs spoke regarding Tukau Community Fund, Item 6.4 Local Community Grant Funding Applications.
Donna Adams spoke regarding Motatu School, Item 6.4 Local Community Grant Funding Applications.
Thomas Hinz spoke regarding Circability, Item 6.4 Local Community Grant Funding Applications.
Pamela-Ann Ngohe-Simon spoke regarding He Iwi Kotahi Charitable Trust, Item 6.4 Local Community Grant Funding Applications.
5 Corporate Services Group (continued)
5.4 Noting of Standing Orders Agenda item 5.4 document number A2715365, pages 15 - 88 refers |
Resolution 2019/110 Moved: Chairperson Belinda Ward Seconded: Cr Kelly Stratford That the Bay of Islands-Whangaroa Community Board note the Bay of Islands-Whangaroa Community Board Standing Orders. Carried |
5.5 Explanation of Laws Affecting Elected Members Agenda item 5.5 document number A2715433, pages 89 - 175 refers |
Resolution 2019/111 Moved: Member Manuwai Wells Seconded: Member Bruce Mills That the Bay of Islands-Whangaroa Community Board note the report “Explanation of Laws Affecting Elected Members”, and the advice provided at this meeting. Carried George Swanepoel – In-House Counsel presented to the Members. |
The meeting was adjourned from 1.57 pm to 2.23 pm.
5.6 Bay of Islands-Whangaroa Community Board First Meeting Agenda item 5.6 document number A2715669, pages 176 - 177 refers |
Resolution 2019/112 Moved: Member Lane Ayr Seconded: Cr Kelly Stratford That the Bay of Islands-Whangaroa Community Board receive the report “Bay of Islands-Whangaroa Community Board First Meeting”. Carried Note: The meeting will be held on Monday 9th December 2019, 10.00 am at the Totara North Hall. |
5.7 Bay of Islands-Whangaroa Community Board Appointment to Disability Action Group Agenda item 5.7 document number A2701392, pages 178 - 182 refers |
Resolution 2019/113 Moved: Chairperson Belinda Ward Seconded: Member Frank Owen That the Bay of Islands-Whangaroa Community Board appoint Member Lane Ayr as its representative on the Disability Action Group. Carried |
5.8 Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 19 Agenda item 5.8 document number A2715695, pages 183 - 185 refers |
Resolution 2019/114 Moved: Member Bruce Mills Seconded: Cr Kelly Stratford 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. Carried |
5.9 Statement of Community Board Fund Account as at 30 September 2019 Agenda item 5.9 document number A2707902, pages 186 - 188 refers |
Resolution 2019/115 Moved: Member Lane Ayr 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 30 September 2019”. Carried |
6 Strategic Planning and Policy Group
6.1 Rural Travel Funding Project Reports Agenda item 6.1 document number A2718812, pages 189 - 196 refers |
Resolution 2019/116 Moved: Member Manuwai Wells Seconded: Member Manuela Gmuer-Hornell 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 Carried |
6.2 Rural Travel Funding - Applications Summer Round 2019/20 Agenda item 6.2 document number A2713194, pages 197 - 216 refers |
Resolution 2019/117 Moved: Member Manuwai Wells Seconded: Member Lane Ayr 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 Carried |
6.3 Funding Project Reports Agenda item 6.3 document number A2718808, pages 217 - 224 refers |
Resolution 2019/118 Moved: Member Bruce Mills Seconded: Member Manuela Gmuer-Hornell 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 Carried |
6.4 Local Community Grant Funding Applications Agenda item 6.4 document number A2718188, pages 225 - 233 refers |
Resolution 2019/119 Moved: Member Bruce Mills Seconded: Member Lane Ayr 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 – subject to confirmation from Broadspectrum sponsorship of the road traffic management. If Broadspectrum do not cover the road traffic management then the Board will pay out a further $2,500. $2,500 Kaeo Christmas Parade $2,500 Kawakawa Business Association – Kawakawa Christmas Parade $5,000 Abstained: Cr Kelly Stratford He Iwi Kotahi Tatou Trust – Meri Kirimete Moerewa $2,500 Business Paihia – Paihia Christmas Parade $4,466 Ngati Rahiri – Christmas Carols at Te Tii $2,500 Waikare Marae Trustees – Tuia 250 $5,000 Tukau Community Fund – Christmas Lunch $2,500 Motatau School – Resurfacing of the school swimming pool $5,000
Moved: Member Bruce Mills Seconded: Member Frank Owen Pavlova Press – Tūhono Kerikeri Book $0.00 Moved: Member Manuwai Wells Seconded: Member Lane Ayr Kerikeri Business Association – Kerikeri Street Party $0.00 Moved: Member Lane Ayr Seconded: Member Frank Owen Circability – Circus workshops and tour $0.00 Moved: Member Bruce Mills Seconded: Member Manuwai Wells Business Paihia – Summer Series Street Entertainers $0.00 Against: Cr Kelly Stratford Total $31,966 Carried |
7 Meeting Close
The meeting closed at 3.22 pm.
The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 9 December 2019.
...................................................
CHAIRPERSON
9 December 2019 |
6.1 Bay of Islands-Whangaroa Community Board Calendar of Meetings 2020
File Number: A2784070
Author: Kim Hammond, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
To propose the scheduled dates for the Bay of Islands-Whangaroa Community Board meetings for the 2020 calendar
Executive Summary
· Continuation of 6 weekly meeting cycle
· Community Board meetings frequency to follow 2019 pattern
That the Bay of Islands-Whangaroa Community Board: a) adopt the following meeting dates for 2020 at venues to be determined by the Board: · 12 March · 23 April · 4 June · 16 July · 27 August · 8 October · 19 November b) delegate the authority to amend the schedule of Community Board meetings, to the Chief Executive Officer. |
1) Background
The Local Government Act (LGA) requires a local authority (Board) to hold meetings that are necessary for the good government of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGOIMA or the LGA requires a Board to schedule meetings a year in advance it is considered good practise throughout New Zealand.
The Council and Committee meeting schedule for 2020 is not scheduled to be adopted until 19 December 2019, it is understood that their intent is to schedule meetings on a six-weekly cycle. Council has also historically held its meetings on a Thursday. Council have indicated that moving future Council meetings will be held on either a Tuesday or Wednesday. National and Regional events and meetings tend to occur on Monday, Thursday or Fridays, so avoiding these days enables Far North participation at such events.
At the end of every year, Council sets the formal meeting calendar for the coming year. The draft meeting calendar for Council / Committee meetings is scheduled to be adopted at the Council’s meeting on 19 December. Community boards are responsible for setting their own schedules.
2) Discussion and Options
In the previous triennium the Board’s meetings were scheduled on a 6-weekly cycle. The recommendation is to continue with this cycle. To effectively facilitate good government as required by the LGA, it is recommended that the Community Board meeting schedule align with the schedule of Council and Committee meetings. While that schedule is not intended for adoption by the time of the Board’s meeting, the recommendations contained in this report take the draft Council meeting schedule into consideration to avoid potential conflicts.
Holding a meeting requires a high level of administrative support, and a six weekly cycle will support effective reporting processes, and therefore decision making.
In keeping with the Board’s role to advocate on behalf of its community, and considering the large geographical area of its community, the Board should consider holding meetings throughout the community. Members need to however also be mindful of logistical challenges that can arise from holding meetings at locations that are not Council owned and operated, and consideration should also be given to venue amenities and the likely prevailing weather conditions for the time of year.
Consideration should also be given to enable opportunity for community engagement with the Boards meetings. While the meetings are advertised in newspapers through public notices, and by staff on social media, public attendees to meetings often comment that community members were not aware meetings were being held in their vicinity. FNDC Communications Team can assist with this at the request of the Member, if required. Members play a role in advocating for their constituents to ensure that they are not only aware of the Boards meetings and activities but encouraged to engage.
Ultimately the Board are responsible for setting their own meeting schedule. If the Board are not in a position to be able to advise in advance the preferred locations of their meetings, confirmation will be required at least six weeks prior to meet advertising deadlines and allow staff sufficient time to make arrangements.
Reason for the recommendation
To schedule the formal meetings of the Te Hiku Community Board, for 2020 to ensure all Board Members are available for relevant meetings, and to ensure timely reporting to Committees and Council for those items referred to them by the Board.
3) Financial Implications and Budgetary Provision
There is a cost the Far North District Council in supporting Community Boards. These costs are covered within the operational budgets, set more than a year in advance, and based on prior year expenditure. Community Boards are ultimately funded through ratepayer income.
1. Bay of Islands-Whangaroa CB proposed 2020 Meeting Calendar - A2784024 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is 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. |
The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987. |
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. |
There are no particular implications for Māori. |
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. |
This report does not have any implications on persons identified in legislation. However as mentioned Board members should be mindful about enabling community engagement in board meetings. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Financial costs of holding Community Board meetings is budgeted for, based on a 6-weekly cycle. |
Chief Financial Officer review. |
The CFO has not reviewed this report. |
9 December 2019 |
6.2 Appointments to Management Committees
File Number: A2769275
Author: Kim Hammond, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Governance Support
Purpose of the Report
The purpose of the report is to facilitate the appointment of Board representatives to management committees in the Bay of Islands-Whangaroa Ward.
That the Bay of Islands-Whangaroa Community Board make appointments to Management Committees as detailed below: · Cherry Park House · Kawakawa Memorial Library Museum · Paihia War Memorial Hall · Russell Town Hall · Simson Park Hall · Totara North Hall · Waipapa Hall · Whangaroa Memorial Hall · Whangaroa Township Hall · Kaeo Domain · Kawakawa Domain and Reserves Management Committee · Maromaku Domain Board · Russell Sports Ground/Club · Onekura/Waipapa Cemetery · Towai Cemetery · Kaeo Swimming Pool Committee · Whangaroa Rivers/Kaeo Management Plan Liaison Committee
|
1) Background
The Bay of Islands-Whangaroa Community Board is entitled to appoint a representative to the management committees of each of the following community assets / organisations:
Community Halls:
· Cherry Park House
· Kawakawa Memorial Library Museum
· Paihia War Memorial Hall
· Russell Town Hall
· Simson Park Hall
· Totara North Hall
· Waipapa Hall
· Whangaroa Memorial Hall
· Whangaroa Township Hall
Reserves Committees:
· Kaeo Domain
· Kawakawa Domain and Reserves Management Committee
· Maromaku Domain Board
· Russell Sports Ground/Club
· Onekura/Waipapa Cemetery
· Towai Cemetery
Other:
· Kaeo Swimming Pool Committee
· Whangaroa Rivers/Kaeo Management Plan Liaison Committee
2) Discussion and Options
Board appointees would be expected to keep the Board updated of issues of relevance and to communicate the Board’s and Council’s views to the management committee when necessary.
The Community Halls Policy states that each Community Board has responsibility for community buildings that provide a space for social interaction, (i.e. Council owned halls), and delegated authority to oversee the halls’ operation. The hall committees are required to have a minimum of 5 members. In addition, a Community Board Member will be appointed to the committee to provide a liaison and advisory role, but shall not hold an office on the Committee.
There are 15 committee managed local cemeteries across the District. These committees are responsible for all aspects of operation and maintenance. The Community Board’s role is to oversee the operation of cemeteries within the Policy guidelines by:
· monitoring the need for future facilities and their likely location
· liaising with representatives of local cemetery committees to ensure compliance with Council policy
· monitoring the effectiveness of maintenance, in conjunction with staff
· recommending to Council on decisions related to capital expenditure
Reason for the recommendation
To provide a list of management committees to which Board representatives can be appointed.
3) Financial Implications and Budgetary Provision
There are no financial implications or budgetary provision requirements as a result of this report.
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 |
This matter 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. |
Community Halls Policy; Cemeteries 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. |
There are no implications specific to Māori. |
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 does not impact on any identified persons. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or budgetary provisions required as a result of this report. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
9 December 2019 |
6.3 Statement of Community Board Fund Account as at 31 October 2019
File Number: A2761221
Author: Sam Chapman, Accounting Support Officer
Authoriser: Angie Thomas, Chief Financial Officer (Acting)
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.
That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 October 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 31 October 2019 |
$64,988.00 |
· Less funds not uplifted from 01 July 2019 for Kerikeri Business Association |
$6,000.00 |
· Less funds not uplifted from 12 August 2019 for Kerikeri Open Art Studios Trail and Te Runanga o Ngati Rehia |
$2,600.00 |
· Less funds not uplifted from 23 September 2019 for Bay of Islands Animal Rescue Trust, Bay of Islands Festival Trust, Be Free Incorporated, Kawakawa Hundertwasser Park Charitable Trust, Kerikeri Sports Complex Incorporated, Living Waters Bay of Islands, Russell Centennial Trust Board and Te Runanga o Ngati Rehia |
$55,490.00 |
Community Fund Account balance as at 31 October 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 31 October 2019 is $65,880.09.
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 31 October 2019 is attached.
1. 2019-12-09 Statement of Bay of Islands-Whangaroa Community Board Fund Account as at 31 October 19 - A2762743 ⇩
9 December 2019 |
6.4 Item Left to Lie on the Table - Road Naming Report - Waitete Heights Lane
File Number: A2756739
Author: Marie Boyd, Addressing Improvement Officer
Authoriser: William J Taylor MBE, General Manager - Corporate Services
Purpose of the Report
To seek approval from the Bay of Islands-Whangaroa Community Board to name the following private roads.
Executive Summary
· Council is required to ensure accurate road naming and property addressing in accordance with the Australian/New Zealand Addressing Standard – AS/NZ 4819.2011.
· Community Boards have the delegated authority to name previously unnamed roads.
· This report was presented to the Bay of Islands-Whangaroa Community Board for consideration at their meeting on 12 August 2019. The Community Board resolved to leave the report to lie on the table until consultation and approval with land owners and Ngāti Rēhia could be provided.
That the Bay of Islands-Whangaroa Community Board: a) uplifts the report “Road Naming Report” from the table for consideration. b) approves the naming of the private road currently addressed as 236A-E Redcliffs Road as Waitete Heights Lane.
|
1) Background
Far North District Council is required to ensure accurate road naming and property addressing is carried out in accordance with the Australian/New Zealand Addressing Standard – AS/NZ 4819.2011.
The property listed in this report has now met the property numbering threshold, and ongoing development of both areas will require the road to be named to meet Council’s policy and the standard.
2) Discussion and Options
Property owners and, where appropriate, iwi/hapu have been consulted and have provided input into the new road names.
Reason for the recommendation
The name has local significance as outlined in the attached spreadsheet and meets the criteria set down in the Council’s Road Naming and Property Numbering Policy #2125 and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.
3) Financial Implications and Budgetary Provision
This work will be met from within existing budgets.
1. Waitete Heights Lane Road Naming Schedule - A2756764 ⇩
2. Waitete Heights Lane Map - A2756777 ⇩
3. Waitete Heights Lane Iwi Approval - A2756857 ⇩
4. Waitete Heights Lane Submissions - A2756872 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Australian/New Zealand Addressing Standard – AS/NZ 4819.2011. Council Policy # 2125 - Road Naming and Property Numbering 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. |
Community Boards are delegated the authority to name previously unnamed private roads. |
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. |
Where names in Te Reo have been proposed, local iwi have been consulted. No issues have been raised.
|
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. |
Consultation has been undertaken with persons likely to be affected by, or to have an interest, in this matter. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Financial Implications have been assessed and budgetary provision has been made. |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
9 December 2019 |
7 Infrastructure and Asset Management Group
7.1 Paihia Village Green Market Day Guidelines 2019-20
File Number: A2690626
Author: Zane Wright, Senior Facilities Technical Officer
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
That the Bay of Islands-Whangaroa Community Board approves the 2019/2020 Focus Paihia Village Green Art & Craft Market Guidelines.
Executive Summary
· The Green is managed in accordance with the Paihia Village Green Management Plan which includes the market guidelines as an appendix.
· In 1999 Council adopted the Paihia Village Green Management Plan.
· In 2004 the Council adopted the Paihia Village Green Market Guidelines as recommended by the Bay of Islands-Whangaroa Community Board.
· The Bay of Islands-Whangaroa Community Board is required to adopt the Paihia Village Green Art and Craft Market each year.
That the Bay of Islands-Whangaroa Community Board approve the Paihia Village Green Art & Craft Market 2019-2020.
|
1) Background
The Paihia Village Green is located at the corner of Marsden Road and School Road Paihia. It is the key open space that links the wharf and maritime area with the commercial and car parking areas of Paihia. The green is often used for events or activities that “add to the festive atmosphere of a seaside resort”.
In 1999 The Paihia Memorial Hall Committee managed the Village Green. The Paihia Memorial Hall Committee received any payment for the use of the Village Green and made any decisions regarding who or what activity could use the Village Green.
Also, in 1999 the Kerikeri Community Board resolved that a Community Board member and Councillor be appointed to work with staff to determine an up to date policy and/or management plan for the village green. Council adopted the Paihia Village Green Management Plan. The plan provided for a craft market to be held on the green when cruise ships are in the bay which was managed by the local Art and Craft Society. The management plan in 1999 stated that the management plan would be reviewed every five years if necessary and the scale of fees and charges would be reviewed yearly.
As part of this plan the Paihia I-Site would take bookings for both the Paihia Village Green and Craft market and would retain 10% of the income.
A report was presented to the Bay of Islands-Whangaroa Community Board in June 2011, recommending that the Community Board discuss with Focus Paihia the potential for Focus Paihia to manage the Village Green, including the craft market. The discussion included - how the management of the Village Green might work, changes to the way that it is managed and what payment arrangement is appropriate. The reason for this report was that over 2010/2011 there were higher number of complaints. A summary of the complaints included:
· There is a perception that the stall holders have an unfair commercial advantage over the retailers in the “high” street.
· The quality or quantity of the art and craft market is not managed
· There is no official point of contact for managing site allocation, collecting fees and managing cancelations
· Charging of fees is inconsistent – Farmers Market stall holders don’t pay and It Festival did not pay any significant amount.
One of the options provided to the community was to appoint Focus Paihia to manage the Village Green- including the craft market which was ratified.
In 2014 the day to day management of the Green continued to be managed by Focus Paihia, as part of this agreement Focus Paihia worked collaboratively with market stall holders and the business community developed new market guidelines to ensure a successful and vibrant market. The Council adopted the Focus Paihia Village Green Market Guidelines and amended the Paihia Village Green Management Plan.
2) Discussion and Options
Attached are 2019/2020 guidelines for the market from the Focus Paihia website. These guidelines are required to be presented to the Bay of Islands-Whangaroa Community Board and attached to the management plan.
Reason for the recommendation
Focus Paihia have worked collaboratively with the market stall holders and the business community as per the market guidelines to ensure a successful and vibrant market is held on the Village Green on cruise ship days.
1. Paihia Art and Craft Market Guidelines 2019-2020 - A2762482 ⇩
2. Guidelines for the Paihia Village Green Art & Craft Market 2014-2015 - A2762515 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low significance. |
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. Focus Paihia Community Improvement Programme Agreement with Far North District Council. Paihia Village Green Management Plan. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
This matter has been referred to the Community Board as ‘reserves’ are one of the "civic amenities" referred to in the delegations of the Community Board and is noted as being one of Council’s listed activities. |
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. |
Possible implications for Māori have been considered as part of the Paihia Village Green Management Plan. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities. |
Focus Paihia have worked in consultation with stall holders and local businesses in developing the guidelines. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Nil. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
9 December 2019 |
7.2 Road Naming - 956 Puketona Road, Haruru
File Number: A2682418
Author: Elbie Serfontein, Customer Service Administrator
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 right-of-way.
Executive Summary
Council has received a Road Naming application to name a right-of-way, addressed at 956 Puketona Road, Haruru. Community Boards have delegated authority to name a right-of-way.
That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a right-of-way, Walnut Lane that is currently addressed at 956 Puketona Road, Haruru as per map (A2667688).
|
1) Background
Micah Donaldson from Donaldson Surveyors Ltd has advised that this is a right-of-way addressed at 956 Puketona Road, Haruru.
Community Boards have delegated authority to name a right-of-way. The reason of the name choice is outlined below:
- Walnut is from the large Walnut tree at the end of the lane that was planted by a local resident, Sally Taylor, many years ago.
- Ridley is a small turtle and reflects the nature of the small access
The backgrounds for these names are given also as per the Road Naming application attached (A2667702).
2) Discussion and Options
Their suggestions are as follows:
1. Walnut Lane
2. Ridley Lane
The Infrastructure and Asset Management team has no objections to the two names suggested above.
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 relating to the installation of the rod name sign (blue-on-white name blade). The costs for road signage and installation will be met by the developer.
1. Road Naming Application - A2667702 ⇩
2. Road Naming Map - A2667688 ⇩
3. Road Naming Schedule - A2682267 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is the naming of a 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 (for example – youth, the aged and those with disabilities. |
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 not reviewed this report. |
9 December 2019 |
7.3 Road Naming - 43 Sandys Road, Waipapa
File Number: A2713555
Author: Elbie Serfontein, Customer Service Administrator
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To seek approval from the Bay of Islands-Whangaroa Community Board to officially name a private road.
Executive Summary
Council has received a Road Naming application to name a private road addressed at 43 Sandys Road, Waipapa. Community Boards have delegated authority to name private roads.
That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Rockspring Lane which is addressed at 43 Sandys Road, Waipapa as per map (A2637889).
|
1) Background
Natalie of William & King Surveyors has advised that this is a private road created by a sub-division addressed at 43 Sandys Road, Waipapa. The reason for the name choice is outlined below:
- Rockspring Lane is from a small spring at the head of the gully near the lot of volcanic rocks on the land.
- Blackberry Lane is because the property is covered in them.
- Winter Brook Lane is because there is a small stream/ brook that needs to be crossed to access the property
The background for these names are given also as per the Road Naming Application attached (A2637680).
2) Discussion and Options
Their suggestions in order of preference are as follows:
1. Rockspring Lane
2. Blackberry Lane
3. Winter Brook Lane
The Infrastructure and Asset Management team has no objections to the three (3) names suggested above.
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 the installation of the road name sign (blue-on-white name blade). The costs for road signage and installation will be met by the developer.
1. Road Naming Application - A2637680 ⇩
2. Road Naming Map - A2637889 ⇩
3. Road Naming Schedule - A2637865 ⇩
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.
This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is the naming of a private road and is of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
No district wide relevance and the Community Board have the delegated authority to approve road names. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Not applicable. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities. |
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 not reviewed this report. |
9 December 2019 |
7.4 Roading Naming - 82 Rainbow falls Road, Kerikeri
File Number: A2623614
Author: Elbie Serfontein, Customer Service Administrator
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 decline a request to officially name a private road.
Executive Summary
Council has received a Road Naming application to name a private road addressed at 82 Rainbow Falls Road, Kerikeri. Community Boards have delegated authority to name private roads.
That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, decline the request to name a private road, Cottle Way that is currently addressed at 82 Rainbow Falls Road, Kerikeri as per map (A2600549).
|
1) Background
Sally Cottle from Quail Ridge Country Club has advised that this is a private road created by a sub-division addressed at 82 Rainbow Falls Road, Kerikeri.
Community Boards have delegated authority to name private roads.
The name Cottle is the family name of Don and Jill Cottle who have owned this property for 40 years and are currently developing Quail Ridge Country Club.
The background for these names is given also as per the Road Naming application attached (A2558088).
2) Discussion and Options
Their suggestions are as follows:
1. Cottle Way.
The Roading team objects to this name as there is:
· A road name Cottle Hill Drive and various business names e.g. Cottle Hill Winery, Cottle Hill Creek, Cottle Storage. The applicant was asked to provide another preferred name, but this request was refused by the applicant.
· Guidance on the application form “Personal names are to be discouraged unless the name submitted has a historical connection with the property being subdivided or are that of a well-known identity or prominent Far Northerner, or New Zealander.”
Reason for the recommendation
The road name recommended in this report is not a duplicate 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.
However, the name proposed is a repetition of the name Cottle as indicated above.
The road naming map can be found with the last road naming report for Cottle Way, Kerikeri.
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.
1. Road Naming Application - A2558088 ⇩
2. Road Naming Schedule - A2558111 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is the naming of a private road and is of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
No district wide relevance and the Community Board have the delegated authority to approve road names. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Not applicable. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities. |
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 does not need to review this report. |
9 December 2019 |
7.5 Road Naming - Cottle Way, Kerikeri
File Number: A2623706
Author: Elbie Serfontein, Customer Service Administrator
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To seek approval from the Bay of Islands-Whangaroa Community Board to officially name a private road.
Executive Summary
Council has received a Road Naming application to name a private road addressed at Cottle Way, Kerikeri. Community Boards have delegated authority to name private roads.
That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Roser Ave that is currently addressed at Cottle Way, Kerikeri as per map (A2600559).
|
1) Background
Sally Cottle from Quail Ridge Country Club has advised that this is a private road created by a sub-division addressed at Cottle Way, Kerikeri.
Community Boards have delegated authority to name private roads.
The name Roser is the maiden name of Jill Cottle who with her husband Don Cottle have owned this property for 40 years and are currently developing Quail Ridge Country Club.
The background for these names is given also as per the Road Naming application attached (A2600557).
2) Discussion and Options
Their suggestions are as follows:
1. Roser Ave
It is noted that the Guidelines on the application form includes:
· “Personal names are to be discouraged unless the name submitted has a historical connection with the property being subdivided or are that of a well-known identity or prominent Far Northerner, or New Zealander.”
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.
The road naming map can be found with the last road naming report for Cottle Way, Kerikeri.
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.
1. Road Naming Application - A2600557 ⇩
2. Road Naming Schedule - A2600656 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is the naming of a private road and is of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
No district wide relevance and the Community Board have the delegated authority to approve road names. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Not applicable. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities. |
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 not reviewed this report. |
9 December 2019 |
7.6 Road Naming - Cottle Way, Kerikeri
File Number: A2623751
Author: Elbie Serfontein, Customer Service Administrator
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To seek approval from the Bay of Islands-Whangaroa Community Board to officially name a private road.
Executive Summary
Council has received a Road Naming application to name a private road addressed at Cottle Way, Kerikeri. Community Boards have delegated authority to name private roads.
That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Watson Lane that is currently addressed at Cottle Way, Kerikeri as per map (A2600569).
|
1) Background
Sally Cottle from Quail Ridge Country Club has advised that this is a private road created by a sub-division addressed at Cottle Way, Kerikeri.
Community Boards have delegated authority to name private roads.
The name Watson is named after Ernest and Leah Watson, respected long term residents of Kerikeri, instrumental in building the Turner Centre amongst other contributions to the community. Ernest and Leah are in support of the development of the Quail Ridge Country Club.
The background for these names is given also as per the Road Naming application attached (A2600571).
2) Discussion and Options
Their suggestions are as follows:
1. Watson Lane
It is noted that the guideline for applications identifies that:
· “Personal names are to be discouraged unless the name submitted has a historical connection with the property being subdivided or are that of a well-known identity or prominent Far Northerner, or New Zealander.”
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.
1. Road Naming Application - A2600569 ⇩
2. Map - A2600571 ⇩
3. Road Naming Schedule - A2600644 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is the naming of a private road and is of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
No district wide relevance and the Community Board have the delegated authority to approve road names. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
Not applicable. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities. |
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. |
9 December 2019 |
8 Strategic Planning and Policy Group
File Number: A2762194
Author: Kathryn Trewin, Funding Advisor
Authoriser: Ana Mules, Community Development Advisor
Purpose of the Report
This report summarises Local Community Grant funding applications to enable the Bay of Islands-Whangaroa Community Board to determine which application/s will receive funding at the 10 December 2019 meeting.
Executive Summary
· The Bay of Islands-Whangaroa Community Board has $33,914 unallocated funding available for the 2019/20 financial year.
· Three applications for funding has been received, requesting a total of $15,477
That the Bay of Islands-Whangaroa Community Board, in considering the provisions of the Community Grant Policy, authorise (plus GST if applicable) be paid from the Board’s Community Fund as follows: Resilient Russell Charitable Trust $5000 Bay of Islands Community Centre Association $5000 Nga Purapura Festival 2020 $2500 |
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.
Applicant |
Project |
Requested |
Recommended |
Purpose |
Community Outcome |
Type |
Resilient Russell Charitable Trust |
Go Green Awards 2020 |
$6471 (35%) |
$5000 |
Go Green charity dinner awards, to specifically acknowledge the Far North’s innovate and determined waste minimisation and environmental support practices. |
Proud, vibrant communities Communities that are healthy, safe, connected and sustainable |
Event |
Bay of Islands Community Centre Association |
Bay of Islands Waste Minimisation Project |
$5300 (15%) |
$5000 |
Development and implementation of a waste minimisation strategy for Paihia. |
Proud, vibrant communities Communities that are healthy, safe, connected and sustainable |
Social |
Kaeo Festival Group |
Nga Purapura 2020 |
$3706 (31%) |
$2500 |
Nga Purapura 2020 children’s festival in Kaeo |
Proud, vibrant communities |
Event |
Bay of Islands-Whangaroa Community Board Meeting Agenda |
9 December 2019 |
The 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.
1. Funding Application - Resilient Russell - A2761886 ⇩
2. Schedule of Supporting Documents - Resilient Russell - A2762223 ⇩
3. Funding Application - Bay of Islands Community Centre Association - A2762795 ⇩
4. Schedule of Supporting Documents - Bay of Islands Community Centre - A2762794 ⇩
5. Funding Application - Nga Purapura 2020 - A2763812 ⇩
6. Schedule of Supporting Documents - Nga Purapura - A2763834 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is 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. |
9 December 2019 |
Schedule of Supporting Documentation
RESILIENT RUSSELL CHARITABLE TRUST – GO GREEN AWARDS 2020
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Event Outline |
2 |
Bank Statements |
3 |
Quote from Duke of Marlborough Hotel for Catering |
4 |
IRD Mileage Rates Information |
5 |
Quote from My Word Media |
6 |
Opua/Okiato Ferry Information |
7 |
Quote from Dylan Te Puke for Supreme Award Sculpture |
9 December 2019 |
Schedule of Supporting Documentation
BAY OF ISLANDS COMMUNITY CENTRE ASSOCIATION – WASTE MINIMISATION PROJECT
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Objects of the Bay of Islands Community Centre Association Inc Soc |
2 |
Expected Project Outcomes |
3 |
Project Milestones |
4 |
Health and Safety Policy and Plan |
5 |
Bank Statement |
6 |
Balance Sheet |
7 |
Quote from Jane Johnston for Strategy and Feasibility Study |
8 |
Quote from Halvo Signs |
9 December 2019 |
Schedule of Supporting Documentation
KAEO FESTIVAL GROUP – NGA PURAPURA 2020
The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.
1 |
Whole Project Budget |
2 |
Letters of Support – REAP, Whangaroa Papa Hapū, |
3 |
2019 Festival Programme |
4 |
Quote from St John |
5 |
Quote from North Hire Marquees |
6 |
Quote for Insurance |
7 |
Quote from AVIT Solutions |
8 |
Quote from Northland Waste |
9 |
Bank Statements and 2019 Final Project budget/account |
10 |
Nga Purapura Operations Plan |