Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Bay of Islands-Whangaroa Community Board Meeting

 

Thursday, 4 June 2020

Time:

10.00 am

Location:

To be held electronically via TEAMS

 

 

Membership:

Chairperson Belinda Ward

Member Lane Ayr

Member Manuela Gmuer-Hornell

Member Bruce Mills

Member Frank Owen

Member Manuwai Wells

Member Kelly Stratford

Member Dave Hookway

Member Rachel Smith

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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

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

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

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

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

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

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

Council Delegations to Community Boards - January 2013

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

·         Amenity lighting

·         Cemeteries

·         Drainage (does not include reticulated stormwater systems)

·         Footpaths/cycle ways and walkways.

·         Public toilets

·         Reserves

·         Halls

·         Swimming pools

·         Town litter

·         Town beautification and maintenance

·         Street furniture including public information signage.

·         Street/public Art.

·         Trees on Council land

·         Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12.  Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4.    Have special regard for the views of Maori.

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

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

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

a)     Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1.    Provide appropriate management support for the Boards.

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

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

a.   the disposal and purchase of land

b.   proposals to acquire or dispose of reserves

c.   representation reviews

d.   development of new maritime facilities

e.   community development plans and structure plans

f.    removal and protection of trees

g.   local economic development initiatives

h.   changes to the Resource Management Plan

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

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

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

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

8.    Help Boards to implement local community projects.

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

10.  Provide information.

 


 

BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Belinda Ward

Ward Jarvis Family Trust

Trustee

 

 

Kenneth Jarvis Family Trust

Trustee

 

 

Residence in Watea

 

 

 

Belinda Ward (Partner)

Ward Jarvis Family Trust

Trustee and beneficiary

 

 

Kenneth Jarvis Family Trust

Trustee and beneficiary

 

 

Residence in Watea

Trustee

 

 

Lane Ayr

Retired

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Lane Ayr (Partner)

Riverview School

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Bruce Mills

Galloquine Trust / Galloquine Limited

Director

 

 

Whangaroa Community Trust

Trustee

 

 

Manuwai Wells

No form received

 

 

 

Frank Owen

No form received

 

 

 

Manuela Gmuer Hornell

Bay of Islands Sailing week Incorporated

Chair

Funding for events

Step aside from decisions that arise, that may have conflicts

Te Au Mārie 1769 Sestercennial Trust

Trustee

 

Step aside from decisions that arise, that may have conflicts

Chris Hornell and Manuela Gmuer-Hornell Partnership

Partner

 

Step aside from decisions that arise, that may have conflicts

Hornell-Gmuer Trust

Trustee and Beneficiary

 

Step aside from decisions that arise, that may have conflicts

Russell Contracting Limited

Family Business

 

Step aside from decisions that arise, that may have conflicts

Dave Hookway

Manu Hapori Hauora – Community Wellbeing Advisor Northland DHB

Employee

Possibility of joint working groups with FNDC

Consider each situation on merit and declare any potential conflict

Property on Waipapa West Road

Property owner

Issues to do with the street

Declare as appropriate

Cr Kelly Stratford

KS Bookkeeping and Administration

Business Owner, provides book keeping, administration and development of environmental management plans

None perceived

Step aside from decisions that arise, that may have conflicts

Waikare Marae Trustees

Trustee

Maybe perceived conflicts

Case by case basis

Bay of Islands College

Parent Elected Trustee

None perceived

If there was a conflict, I will step aside from decision making

Karetu School

Parent Elected Trustee

None perceived

If there was a conflict, I will step aside from decision making

Maori title land – Moerewa and Waikare

Beneficiary and husband is a shareholder

None perceived

If there was a conflict, I will step aside from decision making

Sister is employed by Far North District Council

 

 

Wil not discuss work/governance mattes that are confidential

Gifts - food and beverages

Residents and ratepayers may ‘shout’ food and beverage

Perceived bias or predetermination

Case by case basis

Kelly Stratford (Partner)

Chef and Barista

Opua Store

None perceived

 

Maori title land – Moerewa

Shareholder

None perceived

If there was a conflict of interest I would step aside from decision making

Rachel Smith

Friends of Rolands Wood Charitable Trust

Trustee

 

 

Mid North Family Support

Trustee

 

 

Bay of Islands Amateur Swimming Club

Committee Member

 

 

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

Rachel Smith (Partner)

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held electronicaly via TEAMS on:

Thursday 4 June 2020 at 10.00 am

Order Of Business

1          Karakia Timatanga – Opening Prayer. 9

2          Apologies and Conflicts of Interest 9

3          Public Forum.. 9

4          Deputations. 9

5          Speakers. 9

6          Confirmation of Previous Minutes. 10

7          Reports. 18

7.1            Chairperson and Members Report 18

7.2            Item Left to Lie on the Table - Right of Way Easement Over Reserve, Lot 3 DP 70169 NA26D/425, 69 Landing Road, Kerikeri 27

7.3            Name change for last section of Okura Bay Road to Gates Way. 33

7.4            Statement of Community Board Fund Account as at 30 April 2020. 47

7.5            Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 March 20. 51

7.6            Funding Applications. 53

7.7            Project Funding Reports. 83

7.8            Rural Travel Funding - Applications Winter Round 2019/20. 90

7.9            Rural Travel Funding Project Reports. 112

8          Information Reports. 136

8.1            Bay of Islands-Whangaroa Community Hall Annual Information Update. 136

9          Karakia Whakamutunga – Closing Prayer. 202

10       Meeting Close. 202

 

 


1            karakia timatanga – opening PRAYER

2            Apologies and conflicts of Interest

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

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

3            Public Forum

4            Deputations

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

5            Speakers


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

6            Confirmation of Previous Minutes

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

   MINUTES OF Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Baysport Pavillion, Harmony Lane, Waipapa
ON Thursday, 5 March 2020 AT 10.00 am

 

PRESENT:              Chairperson Belinda Ward, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Dave Hookway, Member Manuwai Wells, Cr Kelly Stratford, Cr Rachel Smith

1            Karakia/Prayer

Member Stratford opened the meeting with a karakia.

 

2            Making and attesting of declarations

2.1         Making and Attesting of Declarations

Agenda item 1.1 document number A2851879, pages 9 - 11 refers.

Chairperson Belinda Ward, witnessed the attestment and declaration of Dave Hookway and Rachel Smith.

 

3            Apologies and conflicts of Interest

Resolution  2020/9

Moved:       Chairperson Belinda Ward

Seconded:  Cr Kelly Stratford

That apologies from Member Bruce Mills and Member Frank Owen be received and accepted.

Carried

 

4            Public Forum

Mike Pratt spoke requesting the Board to consider providing support for the completion of the unfinished footpath on the left-hand side of Robertson Street going up the hill from Christ Church in Russell.

Tim Crawley representing the Bay of Islands Watchdogs, ask the Board to request:

-     a copy of the formal procedures that are in place for Council to measure the temperature in a dog kennel or run in the two current pounds, in Horeke and Kaitaia.

-     records of temperatures being measured.

-     what formal or informal training has been provided to staff on how to recognise heat stress in dogs.

Attachments tabled at meeting

1     Tabled Document - Mike Pratt

2     Tabled Document - Tim Crawley (Bay of Islands Watchdogs)

 

5            Deputations

There were no deputations for this meeting.

6            Speakers

Tim Crawley spoke regarding funding for Stage Door, Item 7.6 – Funding Application.

Hiria Hona spoke regarding funding for Te Ohanga Reo o Matangirau, Item 7.7 – Funding Application.

Teresa Wakelin spoke regarding funding for Tai Huri Films, Item 7.6 – Funding Application.

7            Confirmation of Previous Minutes

7.1         Confirmation of Previous Minutes

Agenda item 6.1 document number A2848663, pages 12 - 20 refers.

Resolution  2020/10

Moved:       Chairperson Belinda Ward

Seconded:  Member Kelly Stratford

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 3 February 2020 are a true and correct record with the following amendment:

Item 7.4 Te Hononga Hundertwasser Carpark Smartlights – Members Ayr and Gmuer-Hornell requested their votes against the resolution be recorded.

Carried

Abstained:       Members Dave Hookway and Rachel Smith

Note: Member Hookway suggested that a tally/record be kept of the number of public that attend the Community Board meetings. Member Smith suggested that this be recorded with a voluntary register – the Community Board agreed to this. 

8            Reports

8.1         Amendment of Resolution electing Belinda Ward as Chairperson from October 2019 to October 2020

Agenda item 7.1 document number A2854480, pages 21 - 23 refers.

Recommendation

Moved:       Chairperson Belinda Ward

Seconded:  Member Lane Ayr

That the resolution 2019/108 electing Belinda Ward as Chairperson for the Bay of Islands-Whangaroa Community Board from October 2019 to October 2020 be amended as follows:

a)      Belinda Ward is elected as of the Bay of Islands-Whangaroa Community Board Chair.

b)      The Bay of Islands-Whangaroa Community Board records that they would like to consider sharing the Chairperson role during the term.

Amendment

Moved:       Chairperson Belinda Ward

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board agrees that the report Amendment of Resolution Electing Belinda Ward as Chairperson from October 2019 to October 2020 be left to lie on the table for consideration until the April meeting.

CARRIED

The amendment became the substantive motion.

Resolution  2020/11

Moved:       Chairperson Belinda Ward

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board agrees that the report Amendment of Resolution Electing Belinda Ward as Chairperson from October 2019 to October 2020 be left to lie on the table for consideration until the April meeting.

Carried

 

8.2         Chairperson and Members Report

Agenda item 7.2 document number A2848759, pages 25 - 34 refers.

Resolution  2020/12

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Ward and Member Gmuer-Hornell and Member Manuwai Wells.

Carried

Notes:

-     Chairperson Belinda Ward provided a hard copy of the Far North Holdings 2018/2019 Annual Report.

-     The Community Board requests that the process of feedback for Resource Consents be discussed at the next Combined Community Board meeting.

-     The Community Board requests that the seasonality issues of litter, rubbish and public toilets be discussed at the next Combined Community Board meeting.

Attachments tabled at meeting

1     Tabled Document - Member Wells Members Report - English Version

 

At 11:40 am, Member Kelly Stratford left the meeting. At 11:44 am, Member Kelly Stratford returned to the meeting.

At 11:52 am, Member Rachel Smith left the meeting. At 11:54 am, Member Rachel Smith returned to the meeting.

The meeting was adjourned from 11:54 am to 12:28 pm.

8.3         Right of Way Easement Over Reserve, Lot 3 DP 70169 NA26D/425, 69 Landing Road, Kerikeri

Agenda item 7.3 document number A2851484, pages 35 - 40 refers.

recommendation

Moved:       Chairperson Belinda Ward

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board recommends to Council:

a)      In its role as administering body of the reserve and pursuant to its powers under Section 48 of the Reserves Act 1977, grants a vehicular right of way easement over the reserve held in NA26D/425 being Lot 3 DP 70169; and

b)      In its role as the Minister of Conservation’s delegate, consents to the granting of the aforementioned easement.

Amendment

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board agree that the report Right of Way Easement Over Reserve, Lot 3 DP 70169 NA26D/425, 69 Landing Road, Kerikeri be left to lie on the table for consideration until the April meeting and request a staff member attend the meeting to speak to the report.

CARRIED

The amendment became the substantive motion.

Resolution  2020/13

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board agree that the report Right of Way Easement Over Reserve, Lot 3 DP 70169 NA26D/425, 69 Landing Road, Kerikeri be left to lie on the table for consideration until the April meeting and request a staff member attend the meeting to speak to the report.

Carried

 

8.4         Statement of Community Board Fund Account as at 31 January 2020

Agenda item 7.4 document number A2847716, pages 41 - 44 refers.

Committee Resolution  2020/14

Moved:       Chairperson Belinda Ward

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 January 2020”.

Carried

 

8.5         Project Funding Reports

Agenda item 7.5 document number A2851162, pages 45 - 52 refers.

Resolution  2020/15

Moved:       Member Rachel Smith

Seconded:  Member Lane Ayr

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

a)      Kerikeri Open Art Studio Trust (KOAST)

b)      Mai Lyfe

c)      Youthline

Carried

 

8.6         Funding Applications

Agenda item 7.6 document number A2851208, pages 53 - 84 refers.

motion

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board:

a)      approves the sum of $1,500.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Chris Penny for costs towards Opera Picnic 2020 to support the following Community Outcomes:

i)        Proud Vibrant Communities

ii)       Communities that are healthy, safe, connected and sustainable

LOST

resolution

Moved:       Member Lane Ayr

Seconded:  Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board decline the application from Chris Penny for costs towards Opera Picnic 2020.

Carried

RESOLUTION

Moved:       Member Lane Ayr

Seconded:  Member Rachel Smith

b)      approves the sum of $2,500.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Stage Door Theatre Group for costs towards the Wizard of Oz stage show to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable

Carried

Member Manuwai Wells declared a conflict of interest in relation to this item and abstained from voting.

MOTION

Moved:       Member Lane Ayr

Seconded:  Member Manuwai Wells

c)      approves the sum of $2,000.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Tai Huri Films for costs towards the short film screening to support the following Community Outcomes:

i)        Proud Vibrant Communities

lost

RESOLUTION

Moved:       Cr Kelly Stratford

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board agree that the application from Tai Huri Films be left to lie on the table and request that full financial accounts be provided, a second signature to be included on the application form and confirmation from Cathay Cinema be provided that tickets can be sold be $7.00 each.

Carried

 

MOTION

Moved:       Cr Kelly Stratford

Seconded:  Member Dave Hookway

d)      approves the sum of $1,598.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Whangaroa Health Services Trust for costs towards two portable water tanks for the local pā to following Community Outcomes:

i)        Proud Vibrant Communities

ii)       Communities that are healthy, safe, connected and sustainable

lost

RESOLUTION

Moved:       Member Lane Ayr

Seconded:  Member Manuwai Wells

d)      approves the sum of $799.00 (plus GST if applicable) be paid from the Board’s Community Fund account to Whangaroa Health Services Trust for costs towards two portable water tanks for the local pā to following Community Outcomes:

i)        Proud Vibrant Communities

ii)       Communities that are healthy, safe, connected and sustainable

Carried

 

 

8.7         Supplementary Funding Application - Te Ōhanga Reo O Mātangirau

Agenda item 7.7 document number A2853445, pages 85 - 94 refers.

Resolution  2020/17

Moved:       Member Rachel Smith

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board, in considering the provisions of the Community Grant Policy, authorise the sum of $2,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Ohanga Reo O Matangirau for Whangaroa Purapura, to support the following Community Outcomes:

i. Proud vibrant communities.

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

Carried

 

9            Meeting Close

The meeting closed at 1:39 pm.

 

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board meeting to be held on 4 June 2020.

 

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

CHAIRPERSON

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

7            Reports

7.1         Chairperson and Members Report

File Number:           A2863406

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Purpose of the Report

The report provides feedback to the community on matters of interest or concern to the Community Board.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Ward and Member Ayr and Member Gmuer-Hornell

 

1) Background

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

2) Discussion and Options

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

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

The report from the Chairperson and members are attached.

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1.       Chairperson Wards report - March 2020 - A2864955

2.       Member Ayr report - March 2020 - A2864928

3.       Member Gmuer-Hornell's report - A2863416  


 

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).

Yes.

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

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Belinda Ward

Subdivision:                Paihia Subdivision

·                Date:                             13th February – 12th March 2020

·                 

Meetings

Date

Meeting

18/02/2020

FNDC Indigenous Biodiversity Workshop – Kaikohe

District Transport Strategy Programme Delivery Workshop

19/02/2020

FNDC Northland Inc. Presentation - Kaikohe

Drought Management Workshop - FNDC Kaikohe

26/02/2020

FNDC Meeting - Kaikohe

02/03/2020

Bledisloe Domain Committee Meeting

05/03/2020

Bay of Islands-Whangaroa CB Meeting - Baysport Waipapa

10/03/2020

FNDC Extraordinary Council Meeting - Kaikohe

 

Issues

-     09/03/20 Letter of complaint re occupation of Shippeys Reserve & Island & Waitangi.

-     FNDC Drought Management Information updates.

-     COVID - 19 updates & cruise ships.

-     FNHL sale of Opua property

 

Resource Consents

Nil

 

Requests for Service/Information

 

05/03/2020 - Williams House footpath - too narrow needs redoing - In Progress

RFS 3993119

31/01/2020 - Te Haumi Beach strong effluent smell for days, particularly morning & evening. In progress

 

11/02/20 Deep troughs in the seaward end of Puketona Road in the 50km zone after the new seal job on 1st February.

 

11/02/20 Trip hazard on the Waitangi Foot Bridge with nails rising due to the heat. This is an annual issue around Waitangi Day!

RFS - 3975787

18/12/19 Bledisloe Domain Lighting - Renewel works programmed for this financial year end June 2020. In Progress

 

08/01/20 Footpath repairs, trip hazards in Williams Road particularly dangerous with all the wooden inserts either missing or rotten. No RFS number received to date. In progress

RFS's are either work in progress or outstanding.

RFS - 3795613

18/04/18 Follow up on flooding issues in front apron of Paihia           War Memorial Hall. IN PROGRESS awaiting rain to photograph issue!

RFS - 3717930

01/10/15  Pedestrian safety issues & parking in front of Heritage Boutique Hotel (The Waterfront) Marsden Road Paihia - Pending NZTA response.

 

All residents advised how to lodge themselves.

 

In progress

Nil


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Lane Ayr

Subdivision:                Kerikeri Subdivision

·                Date:                             January – March 2020

·                 

Meetings

Date

Meeting

15/01/2020

Meeting with several Board Members

21/01/2020 – 23/01/2020

Bay of Islands Sailing week OPUA

24/01/2020

Meeting Kerikeri Board Members

03/02/2020

BOI – Whangaroa CB Meeting Bay Sports Kerikeri

07/02/020

Meeting Bruce Mills

14/02/2020

Meeting with Mr Green re RC through Vision Consulting

19/02/2020

Waipapa Hall Committee Meeting

21/02/2020

DAG meeting Paihia 

28/02/2020

Coffee with Kelly

02/03/20020

Meeting David Clendon

02/03/2020

Community meeting with Cricket and League

03/03/2020

Bay of Islands – Whangaroa CB Meeting Waipapa

 

Issues

How many times can I write about “continued concerns” in regard to the impact of Cruise Ships and the potential damage to the core tourist income sectors e.g. Accommodation, Food. It may be interesting to note current occupancy rates.

 

The impact of bus tours on public facilities including traffic with little or no benefit for local communities. Previous Council installed a tourist parking area including bus parking on the north side of the river and constructed a bridge to provide access to the Stone Store area, signs were removed directing traffic from town, the access can be made from Waipapa Road which connects to HWY 10. Even those who do not reside in Kerikeri are well aware of the traffic congestion in the town, so it is extremely disappointing when a wholly owned entity of FNDC installs 3 / 4 bus stops at the Stone store and runs tourist buses through town Tour buses that provide no true income should be direct up the highway to Waipapa Rd  

 

Continued lack of any provision of marine facilities to service the massive growth in trailer boats in the Bay area. FNH appears to only be interested in funding commercial activities, which is inline with their mission statement.

 

There has and continues to be significant growth in the Kerikeri/BOI area and a large proportion of these new residents move here to participate in marine/boating activities, it appears that there have been no new facilities provided in the past 30 years, some older facilities have been upgraded. Marine facilities should be treated no differently than any other infrastructure. The

 

Council may wish to compare the number of ratepayers participating in Marine activities visa the number participating in other sports/activities which receive substantial finical support. 

 

Resource Consents

Still very few RC received responded to one from a Council sub contactor within 24hrs I was called direct by the applicant not sure of what my response should be.

 

Requests for Service/Information

RFS submitted re footpaths on Mission Road

Have received verbal response re part of the RFS.

Have receive a few brief reply “Our footpaths are to spec” this of course does not answer the question(s) I was attempting to raise e.g. Did FNDC strengthen the footpath to provide for non-permitted activity, did FNDC approve the actions of a subcontractor in charging ratepayers additional funds for strengthening their driveways??

 

In progress

-     Basketball Court It appears 50% of the court has been uplifted during the demo of the Pavillion.

-     Windsor Landing (Current information obtained from newspaper no formal response to CB from FNH or FNDC.

-     Ross Kemp Place re reserve.

 

The Kerikeri Domain appears to be a mystery, if this process is in any way indictive of the Councils effectiveness then I am sincerely concern about our ability to get anything done.

 

If my report appears to be negative, I apologise, however I may be left with the impression that there is little, or no regard given to the opinions of the Board or its members by the Council and its staff. And if I was really synodical, I might suggest this was the consideration given to regular ratepayers.

 

E.g. When the Board is asked to pass a recommendation, and is given two options

1 Passed the item              

2 Not pass the item, “but there would-be no-good reason not to”

This is just seeking a rubber stamp

 

While I’m on a roll the recent water shortage raises a number if questions that would suggest a lack of practical thinking. There will always be droughts, be they 5 year 10 year or more frequently. Storage in the “rainy” season would appear to the most effective method of lessening the impact. I note new ¼ or ½ acre sections are required to have 3 large tanks 2 for the house1 for the fire brigade, four gated/retirement villages were occupancy is 5 times normal subdivisions and they have no storage.  This I believe is another example of where commercial developers are setting the infrastructure requirements of the community who then has to pay the penalty for poor planning. 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Manuela Gmuer-Hornell

Subdivision:                Opua – Russell   

·                Date:                             12 March 2020

·                 

Meetings

Date

Meeting

14/2/2020

Cuppa with the councillor at Butterfish Russell

25/2/2020

Committee Meeting Russell Sports Club

5/3/2020

Community Board Meeting - Kerikeri

11/3/2020

175th Anniversary Battle of Kororareka – Te Maiki

Ko Te kuini e hiahia ana kia whakaritea te Kawanatanga,kia kaua ai nga kino e puta mai ki te tangata  Maori ki te Pakeha e noho  ture korero ana

The Queen wants the Government to be organized so that no harm will be done to the Maori people, by the Pakeha, who are legally speaking.

 

Issues

Projects being put on hold even after they had funding allocated.

Covit-19 Virus keeping the local communities informed – mainly about visiting Cruiseships.

Dire situation at the FNDC pound – short-staffed (offers from volunteers have been turned down), several breaches of the Animal Welfare Act (again).

 

Resource Consents

Searching under “Russell” on  https://www.fndc.govt.nz/Our-Services/Resource-Consents/View-resource-consent-applications Brings up 15 pending Resource Consent Application. Searching under Towai = 1 pending Resource Consent Application. Searching under Opua shows 1 pending Resource Consent Application. Both Motatau and Maromaku return 0.

I am reiterating: It is impossible to locate all resource consents for my region – if the marae and other interested parties can receive these from FNDC, then we (community board) should too.

 

Requests for Service/Information

RFS 3988901

Russell’s Rubbish Woes – ongoing

RFS 3990249

Coastal Track - Te Araroa - Opua to English Bay Closure

RFS-3995322

Street Lighting Pomare Rd/Florance Ave Russell – pending

RFS-3878599

 

 

Parking in York Street Russell short term

Council Carpark in Church Street Russell to be maintained better (weeds, abandoned cars, signage) add parking slot markings on carpark outside of Tennis Court to maximise parking spots.

RFS-3997123

 

Footpath Damage York Street – a major trip hazard in a highly frequent area

NO NUMBER YET

Lodged 21/2/2020 Clean out drains in Russell Township before heavy rain

RFS-3997144

Clean out culverts on Franklin Street before heavy rain

RFS-3997168

Footpath blocked by overgrown bushes – right by the pedestrian crossing to Opua School

RFS-3998398

Local community member asking for financial assistance for his ongoing roadside clean up (to dispose of the rubbish picked up)

 

In progress

·    2200223-RMALUC – proposal for helicopter landing site non-notified – petition tabled at CB Meeting 3/2/2020

·    Robertson Street Stormwater Project to be completed

·    Opua Resource Consent non-notified for development Franklin St/Kellet St – petition tabled at CB Meeting 3/2/2020 – this has now gone to a full (over 100 attendees) community meeting 8/3/2020 – and we have just been told FNHL has sold the land to a private developer!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

·    Carpark for Oasis Community Centre – this has been ongoing since 2018

·    Lack of rubbish collection point and recycling collection during peak season around Russell Wharf (owned by FNHL)

·    House build planning breach – Chapel St Russell

·    Footpath approaching Long Beach – been approved but not carried out

·    Footpath Kellet Street – Opua School – been approved but not carried out

·    Petition Okiato Boundary for paper road RFS-3996575 – tabled at CB meeting 9/12.19

·    to include re-doing the FNHL terms of reference/objective in their comments about what the next annual plan and long term plan should cover. – tabled at CB Meeting 3/2/2020

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

7.2         Item Left to Lie on the Table - Right of Way Easement Over Reserve, Lot 3 DP 70169 NA26D/425, 69 Landing Road, Kerikeri

File Number:           A2863461

Author:                    Kaye Lethbridge, Property Legalisation Officer

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

 

Purpose of the Report

This report seeks a recommendation from the Bay of Islands-Whangaroa Community Board to grant an easement over a reserve (segregation strip) adjoining 69 Landing Road, Kerikeri.

Executive Summary

·        This 5 square metre reserve acts as a segregation strip between Landing Road and the applicant’s property at 69 Landing Road. The purpose of the strip is to limit access onto Landing Road. 

·        This easement proposal is to legalise the existing formed driveway from Landing Road across the strip to the applicant’s property.

·        This report was presented to the Bay of Islands-Whangaroa Community Board for consideration at their meeting on 5 March 2020. The Community Board resolved to leave the report to lie on the table and requested a staff member to come and provide further information.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board recommends to Council:

a)      Uplifts the report “Right of Way Easement over Reserve, Lot 3 DP 70169 NA26D/425, 69 Landing Road, Kerikeri” for consideration.

b)      In its role as administering body of the reserve and pursuant to its powers under Section 48 of the Reserves Act 1977, grants a vehicular right of way easement over the reserve held in NA26D/425 being Lot 3 DP 70169; and

c)      In its role as the Minister of Conservation’s delegate, consents to the granting of the aforementioned easement.

 

1) Background

The applicant, Mr John Henderson has obtained consent for a non-complying subdivision of his land at 69 Landing Road, Kerikeri.  Subdivision consent RC 2190722-RMACOM has been issued on the basis of alternative access to the existing house being provided as a condition of that consent. Mr Henderson would prefer to minimise costs and retain the current safe and functional access to the existing house, hence this easement application.

The roading engineers have advised they have no issues with legalising the current driveway. 

2) Discussion and Options

Reserves Act 1977

This strip is subject to the Reserves Act 1977 (s 48 Grants of rights of way and other easements) which supersedes the repealed Reserves and Domains Act 1953.

Council has the power, by way of a ministerial delegation (under certain criteria), to approve the granting of an easement over a reserve and to set conditions providing these are consistent with the Reserves Act and Council policy.

Council has delegated to the Community Board, the authority to make recommendations in regard to the use of reserves which are not contemplated by an existing reserve management plan.  This delegation extends to existing uses of a reserve where effects of the use will be the same or similar in character, intensity or scale.

Public notification is a requirement under the Reserves Act 1977 however this can be waived if certain criteria are met i.e. if the reserve is vested in the territorial authority, if the reserve is not likely to be materially altered and the rights of the public in respect of the reserve will not be permanently affected.  In this case the existing driveway meets all these requirements therefore public notification is not required.

Option 1:  This is the recommended option: That the Bay of Islands-Whangaroa Community Board recommends that the Far North District Council grants a vehicular easement across Lot 3 DP 70169 NA26D/425 (the segregation strip).

Option 2: The Board declines the easement request.  However there appears to be no good reason for declining the request.

Reason for the recommendation

The easement proposal is to legalise the current driveway from Landing Road across a segregation strip (the reserve) to Mr Henderson’s property at 69 Landing Road.  No traffic or other issues have been identified with this access. 

3) Financial Implications and Budgetary Provision

There are no financial implications for the Council with this easement proposal as the applicant will meet all costs associated with creating and registering the easement.

Attachments

1.       Record of Title Under Land Tansfer Act 2017 NA26D/425 - A2875720

2.       69 Landing Road Existing Access - A2875732  


 

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.

The easement proposal has been considered under the Reserves Act 1977 and Council’s Reserves 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.

The easement proposal is of limited interest to the wider community; a Community Board recommendation in support of the proposal is sought.

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 is no specific cultural significance attached to this easement proposal.

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.

A subdivision application has been approved RC2190722-RMACOM.

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

No costs to Council, applicant to cover all costs.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

7.3         Name change for last section of Okura Bay Road to Gates Way

File Number:           A2844726

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 the private right-of-way. 

Executive Summary

·        Council has received a Road Naming application to name the private right-of-way addressed at 190 Okura Bay Road, Totara North.  Community Boards have delegated authority to name private right-of-way (ROW).

 

Recommendation

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name the private right-of-way, Gates Way that is currently addressed after 147 Okura Bay Road, Totara North as per map A2844382.

 

 

1) Background

Brenda Frear contacted Council and requested for the last section of unmaintained road, that is a private right-of-way off Okura Bay Road, to be named Gates Way. This section starts from 147 to 255 Okura Bay Road, Totara North. The reason for the name choice is outlined below:

Gates Way – the Gates family has owned the property for a century before the subdivision, the last descendant, Raymond Gates, lived here until he passed away in June 2019.

 

The reason for the name is given in the road name application attached (A2844380).

2) Discussion and Options

No more options were provided.  The Family would like it to be named Gates Way after the late descendant, Raymond Gates.

The Infrastructure and Asset Management team has no objections to the name suggested above.

 

Reason for the recommendation

The road name recommended in this report is not a duplicate of any other road names in the district.  It therefore 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.

LINZ has no objection to the suggested name, Gates Way.  This does not conflict with existing names in the district. The address points, 190, 207 and 225 Okura Bay Road will need to be changed upon the outcome of the meeting.

3) Financial Implications and Budgetary Provision

There will be no financial implications to Council relating to the installation of the road name sign (blue on white background name blade).  The cost of the road signage and installation will be met by the applicant.

Attachments

1.       Application Form - Okura Bay Rd to Gates Way - Totara North - A2875679

2.       Okura Bay Rd to Gates Way - Totara North - LINZ response copy - A2875681  


 

Compliance schedule:

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

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

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

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

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

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

 

Compliance requirement

Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This is the naming of a private right-of-way (ROW) and 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 the Australian/New Zealand Addressing Standard – AS/NZS 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 has 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.

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 address points, 190, 207 & 225 Okura Bay Rd need to be changed upon the outcome of the meeting.

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

Cost associated with the erection of the road name sign (blue-on-white) will be met by the applicants.

Chief Financial Officer review.

The Chief Financial Officer has not viewed this report.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

7.4         Statement of Community Board Fund Account as at 30 April 2020

File Number:           A2875195

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 April 2020”.

 

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 April 2020

$169,701.57

·    Less funds not uplifted from 12 August 2019 for Kerikeri Open Art Studios Trail

$2,000.00

·    Less funds not uplifted from 04 November 2019 for Tukau Community Fund

$2,500.00

·    Less funds not uplifted from 09 December 2019 for Resilient Russell Charitable Trust

$130.43

·    Less funds not uplifted from 03 February 2020 for Te Tai Tokerau Access Arts Trust

$4,256.00

·    Less funds not uplifted from 05 March 2020 for Te Ohanga Reo O Matangirau

$2,000.00

Community Fund Account balance as at 30 April 2020

$14,370.09

 

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 April 2020 is $14,370.09.

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 relevant community board funds to the Bay of Islands-Whangaroa Community Board.  The statement of the Community Fund account as at 30 April 2020 is attached.

Attachments

1.       Statement of Bay of Islands-Whangaroa Community Board Fund Account as at 30 April 2020 - A2885174  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

7.5         Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 March 20

File Number:           A2876785

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 31 March 2020.

Executive Summary

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

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 31 March 20.

 

 

Background

This is the third 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.

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 31 March 2020.

The variances column highlights the difference between the budget set in the 2019/20 Annual Plan and actual income and expenses as at 31 March 2020.

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.

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1.       BWCB Statement of Financial Performance Activities by Ward for the period ending 31 March 2020 - A2876769  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

7.6         Funding Applications

File Number:           A2861881

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

Purpose of the Report

This report summarises 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 2 April 2020 meeting.

Executive Summary

·        The Bay of Islands-Whangaroa Community Board has $14,990 unallocated funding available for the 2019/20 financial year.

·        Three applications for funding have been received, requesting a total of $11,882.

·        A fourth application from Tai Huri films for $2,496 was left to lie on the table at the 5 March 2020 meeting pending further information and is returned for reconsideration.

·        The total requested for all four applications is $14,378.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a)      approves the sum of $1,882 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Canine Association for costs towards community dog training classes to support the following Community Outcomes:

i)          Communities that are healthy, safe, connected and sustainable

ii)         Proud, vibrant communities

 

b)      approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Life Education Trust for costs towards refurbishment of the mobile classroom to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

 

c)      approves the sum of $2,496 (plus GST if applicable) be paid from the Board’s Community Fund account to Tai Huri Films for costs towards short film screening to support the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

d)      approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Volunteering Northland for costs towards their volunteer centre, recruitment and promotion to support the following Community Outcomes:

i)       Proud Vibrant Communities

ii)      Communities that are healthy, safe, connected and sustainable

 

 

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

Comments

Community Outcome(s)

Type

Bay of Islands Canine Association

Community Dog-Training Classes

$1882
(24%)

$1882
(24%)

This applicant has run classes at their own expense previously and now requires funding assistance to continue.  An application has also been made to the Kaikohe-Hokianga Community Board as this activity involves residents across both wards.

·    Communities that are healthy, safe, connected and sustainable

·    Proud, vibrant communities

Community Development

Life Education Trust

Mobile Classroom Refurbishment

$5000
(9%)

$5000
(9%)

The Life Education Trust will also apply to the Kaikohe-Hokianga and Te Hiku Community Boards for funding as they cover the entire Northern region.

·    Communities that are healthy, safe, connected and sustainable

·    Proud, vibrant communities

Community Development

Tai Huri Films

Short Film Screening

$2496
(31%)

$2496
(31%)

The applicant has responded with the further information requested by the Board at the meeting of 5 March 2020.  Te Hiku Community Board granted the applicant $1000 towards the expenses of screening these films in their ward.

·    Communities that are healthy, safe, connected and sustainable

·    Proud, vibrant communities

Event

Volunteering Northland

Volunteer centre, recruitment and promotion

$5,000

(2%)

 

$5,000

(2%)

 

This is an annual request for the work Volunteering Northland does in the community recruiting volunteers for community projects and organisations.  The Board may wish to make a multi-year grant resolution.

·    Communities that are healthy, safe, connected and sustainable

·    Proud, vibrant communities

Community Development


Bay of Islands-Whangaroa Community Board Meeting Agenda

4 June 2020

 

Reason for the recommendation

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

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

 

Attachments

1.       Bay if Islands Canine Association Funding Application - A2864175

2.       Life Education Trust Funding Application - A2864176

3.       Tai Huri Films Funding Application - A2864286

4.       Tai Huri Films - Application Supplementary Response - A2864286

5.       Volunteering Northland Funding Application - A2886373  


 

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.

 

 


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7.7         Project Funding Reports

File Number:           A2861750

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

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)   Bay of Islands Vintage Railway

b)   Whangaroa Health Services Trust

 

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.       Bay of Islands Vintage Railway Project Report - A2864172

2.       Whangaroa Health Services Trust Project Report - A2886374  


 

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.

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

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Bay of Islands-Whangaroa Community Board Meeting Agenda

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7.8         Rural Travel Funding - Applications Winter Round 2019/20

File Number:           A2862166

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

Purpose of the Report

To allocate Rural Travel Funding for the 2019/20 winter 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 Amateur Swimming Club Inc                                                   $4420.00

b)      Paihia Football Club                                                                                            $2096.85

c)      Russell School                                                                                                            $884

d)      Northland Inline Skating Club                                                                           $2382.38

e)      Kaikohe Rugby Football and Sports Club                                                         $530.40

f)       Kerikeri High School                                                                                           $1728.22

Total                                                                                                                             $12041.85

 

That this funding is allocated subject to:

·    If the season does not take place, or is shortened, the Funding Advisor, on the advice of Sport Northland, is authorised to reduce or decline the funding granted, with any monies not paid out to be carried over to the next financial year.

·    The Funding Advisor will report back to the Community Board on any funding that is declined or reduced on the advice of the Sport Northland Community Connector.

 

 

1) Background

The Rural Travel Fund (RTF) 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 (More Kids; more Opportunities; Better Skills). One of the barriers identified in Northland was the cost of travel.  Sport Northland therefore agreed to give part of its Kiwisport funding to the Far North District Council to combine with the Rural Travel Fund to help address the travel barrier and achieve the three Kiwisport objectives.

Council receives RTF funding based on a per capita basis. The three Community Boards have delegated authority to allocate RTF 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. It is for sporting activities taking place in winter, or until November 2020 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. Sport Northland representatives also target the fund to clubs and schools that they work.

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.

a

Bay of Islands Amateur Swimming Club Inc

$4420.00

b

Paihia Football Club

$2096.85

c

Russell School

$884

d

Northland Inline Skating Club

$2382.38

e

Kaikohe Rugby Football & Sports Club - Jnr Women

$530.4

f

Kerikeri High School

$1728.22

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.

The Community Connector for Sport Northland has been in contact with all applicants and the recommendations above are based on revised seasons and programmes that are likely to take place in the current Covid-19 situation. 

Sport Northland have requested a resolution be passed to allow funding to be declined/decreased should the situation change and seasons either not take place or be reduced further.

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 $12,045.50.

%

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.       Bay of Islands Swimming Club Funding Application - A2886370

2.       Paihia Football Club Funding Application - A2886365

3.       Russell School Funding Application - A2886372

4.       Northland Inline Skating Funding Application - A2886361

5.       Kaikohe Rugby - Women Funding Application - A2886360

6.       Kerikeri High School Funding Application - A2886368  


 

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 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.

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.

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.

 

 


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7.9         Rural Travel Funding Project Reports

File Number:           A2862149

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

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 Swimming Club Inc

b)      Bream Bay Swimming Club

c)      Kerikeri Gymnastics (1/2)

d)      Kerikeri Gymnastics (2/2)

e)      Northwave Swim Club

f)       Russell Soccer and Netball

g)      Northland Inline Skating (Stingrays)

 

1) Background

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

2) Discussion and Options

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

Reason for the recommendation

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

 


 

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1.       Bay of Islands Swimming Club Report - A2886367

2.       Bream Bay Swimming Northern Squad Report - A2886362

3.       Kerikeri Gymnastics Report - A2886371

4.       Kerikeri Gymnastics BOIW Report - A2886366

5.       Northwave Swim Club Report - A2886364

6.       Russell Soccer and Netball Report - A2886363

7.       Northland Inline Skating Report - A2886369  


 

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

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.

 

 


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8            Information Reports

8.1         Bay of Islands-Whangaroa Community Hall Annual Information Update

File Number:           A2850800

Author:                    Ngawaiata Harris, Support Officer

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

 

Purpose of the Report

The purpose of the report is to present to the Bay of Islands-Whangaroa Community Board the Minutes of the AGM minutes, financial statement and statistical data as provided by Russell Town Hall, Maromaku Community Hall, Paihia War Memorial Hall, & Waipapa Hall.

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Community Hall Annual Information Update.

 

 

Background

Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 (as attached) and the Community Halls Policy dated September 2016 (as attached). 

The Hall and Facilities Strategy notes Council’s vision for community halls is: "A network of fit for purpose, affordable community facilities that connect and support resilient, healthy and vibrant communities.”

The Community Halls Policy includes the following key statements:

1.    Ensure that communities’ current and future needs for halls or similar facilities are met.

2.    Ensure that communities take active roles in facilitating the provision of an appropriate number of accessible, safe ad well maintained facilities.

3.    Adopt preferred frameworks for the Council’s involvement in community halls and for partnership arrangements.

4.    Encourage and enhance the capability of communities to improve their facilities.

The policy also identifies the ‘Procedures for Hall Committees’ including:

c)    Committee will produce annual audited accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

The Policy also outlines the responsibilities between Council, Community Board and that of the Hall Committee.

The following table identifies the ownership details of the community halls, the various and complex circumstances per Ward:

 

Council owned on Council land

Community owned on Council land

Council owned on Crown Land

Community owned buildings on community owned land

Kaikohe – Hokianga Ward

Kaikohe, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene

 

Taheke

Ngawha, Waimamaku and Umawera

Te Hiku Ward

Herekino and Mangonui

Whatuwhiwhi

Lake Ohia and Kaingaroa

Broadwood, Fairburn, Waiharara and Araiawa

BOI – Whangaroa Ward

Paihia, Russell,  Totara North, Waipapa and Whangaroa Memorial Hall (Kaeo)

Moerewa

Maromaku

Opua and Pakaraka

Notes:

Oruru is closed

 

 

Takahue – no longer exists

Around September / October annually, Council requests hall committees to provide a copy of their AGM minutes, financial statements and usage data. Further reminders are sent to the hall committees around November / December and January / February.

It is the intention of Council staff to present Community Hall Committee information April / May annually.

At this time of writing this report, community hall information had not been received from halls in Totara North, Whangaroa, Opua and Pakaraka.

Reports have been received from Paihia, Russell, Waipapa and Marokmaku (as attached).

Discussion and Next Steps

Board members will consider the content of the information received.

The Community Board to decide what steps to take next with those Community Hall Committees who have yet to provide a basic level of information required as per the 2016 Community Halls Policy.

Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

Attachments

1.       Russell Town Hall Bookings and Financials report - A2823679

2.       Maromaku Community Hall Bookings and Financials - A2823630

3.       Paihia War Memorial Hall Bookings and Financials - A2823666

4.       Waipapa Hall Bookings and Financials - A2823678

5.       Community Halls Policy 2016 - A2881727

6.       Halls and Facilities Strategy 2015 - A2881733  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

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9            karakia whakamutunga – closing prayer

10          Meeting Close