Te Kaunihera o Tai Tokerau ki te Raki
AGENDA
Bay of Islands-Whangaroa Community Board Meeting
Thursday, 6 August 2020
Time: |
10.00 am |
Location: |
Baysport Pavillion, Harmony Lane, Waipapa |
Membership:
Chairperson Belinda Ward
Deputy Chairperson Manuwai Wells
Member Lane Ayr
Member Manuela Gmuer-Hornell
Member Dave Hookway
Member Bruce Mills
Member Frank Owen
Member Rachel Smith
Member Kelly Stratford
Bay of Islands-Whangaroa Community Board Meeting Agenda |
6 August 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 |
|
|
|
Property Owner |
Kerikeri |
|
|
|
Friends who work at Far North District Council |
|
|
|
|
Kerikeri Cruising Club |
Subscription Member and Treasurer |
|
|
|
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 |
6 August 2020 |
Bay of Islands-Whangaroa Community Board Meeting
will be held in the Baysport Pavillion, Harmony Lane, Waipapa on:
Thursday 6 August 2020 at 10.00 am
Order Of Business
1 Karakia Timatanga – Opening Prayer
2 Apologies and Conflicts of Interest
6 Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
7.1 Chairperson and Members Report
7.2 Statement of Community Board Fund Account as at 30 June 2020
8.1 Community and Customer Services Report 1 January – 30 June 2020
9 Karakia Whakamutunga – Closing Prayer
We ask that through the boards discussions and decisions the representatives elected may advocate on behalf of the bay of islands-whangaroa community with imagination, skill, wisdom, and aroha to achieve a fairer and more united community that enhances the wellbeing of the community and solves the community's problems efficiently and effectively.
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.
Phil Grimshaw - Healthy Families, Far North
Jeff Christensen - Rangitane Residents Association Inc.
Kevin Hoskin (project manager) - NZTA – Waipapa roundabout presentation
Jacman Entertainment - Hullabaloo Outreach (2 applications)
Kairos Connection Trust
Jeanette England – FNDC
6 August 2020 |
6 Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
File Number: A2902319
Author: Casey Gannon, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Purpose of the Report
The minutes are attached to allow the Bay of Islands-Whangaroa Community Board to confirm that the minutes are a true and correct record of the previous meeting.
That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 2 July 2020 are a true and correct record. |
1) Background
Local Government Act 2002 clause 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Discussion and Options
The minutes of the meeting are attached.
The Bay of Islands-Whangaroa Community Board Standing Orders Section 27.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.
Reason for the recommendation
The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.
3) Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision.
1. 2020-07-02 Bay of Islands-Whangaroa Community Board Minutes [A2911162] - A2911162 ⇩
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is a matter of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
This report complies with the Local Government Act 2002 Schedule 7 Section 28. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
This report is asking for the minutes to be confirmed as a true and correct record, any interest that affect other people should be considered as art of the individuals report. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications requiring input from the Chief Financial Officer. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
Bay of Islands-Whangaroa Community Board Meeting Agenda |
6 August 2020 |
MINUTES OF
Bay of
Islands-Whangaroa Community Board Meeting
HELD AT THE Baysport Pavillion,
Harmony Lane, Waipapa
ON Thursday, 2 July
2020 AT 10.00
am
PRESENT: Chairperson Belinda Ward, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Dave Hookway, Member Bruce Mills, Member Frank Owen, Member Manuwai Wells, Member Kelly Stratford, , Member Rachel Smith
IN ATTENDANCE:
1 Karakia Timatanga – Opening Prayer
Frank Owens opened with the Bay of Islands-Whangaroa Community Board opening prayer.
2 Apologies and Conflicts of Interest
At 10:02 am, Members Smith and Stratford left the meeting.
Ray Hatch provided a presentation on behalf of the Rangitane Recreation Association.
At 10:17 am, Members Smith and Stratford returned to the meeting.
Kui Croft spoke in regard to Revoke of Previous Decision - Road Renaming - New Road Name Waa Hoterene Road and Renaming to Karawhe Road, Matawaia. |
Attachments tabled at meeting 1 Presentation Rangitane Recreation Association1 2 Presentation Rangitane Recreation Association2 3 Presentation Rangitane Recreation Association3 4 Presentation Rangitane Recreation Association4 |
3.1 RESOLUTION |
Resolution 2020/32 Moved: Member Rachel Smith Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board request that the Road Naming and Property Numbering policy and process be reviewed. Carried |
nil
Annika Dickey and Jo Lumkong spoke on behalf of Our Kerikeri in regard to information report item 8.1 Our Kerikeri: Vision and Goals.
Roz Dennis spoke on behalf of National Street Rod Association in regards to funding application item 7.3.
Claire Gordon spoke on behalf of Be Free in regard to funding application item 7.3.
6 reports
6.1 Bay of Islands-Whangaroa Footpaths Programme 2020/21 Agenda item 7.5 document number A2896402, pages 92 - 97 refers. |
Resolution 2020/33 Moved: Member Lane Ayr Seconded: Member Bruce Mills That the Bay of Islands-Whangaroa Community Board: a) agree to the 2020/21 footpath programme as follows: - Length of Pa Road – Kerikeri - Te Tapui Road to Matauri Bay School link – Matauri Bay - Kaeo pedestrian bridge next to Main Street bridge – Kaeo b) agree to allocate the remaining funds towards: - SH11 - Kaipatiki Rise towards Yorke Road (Unfinished Section in Haruru Falls), completion of Shared Use Path dependent on Slip remediation work by NZTA. Carried |
7 Confirmation of Previous Minutes
7.1 Confirmation of Previous Minutes Agenda item 6.1 document number A2891262, pages 10 - 20 refers. |
motion Moved: Member Manuwai Wells Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 4 June 2020 are a true and correct record. Amendment Moved: Member Manuwai Wells Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board: a) confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 4 June 2020 are a true and correct record. b) request that report writers and those responsible for compiling reports are advised that the minimum font size on all documents being considered by the board be 11. c) and that the closing karakia be added to previous minutes. Carried The amendment became the substantive motion. RESOLUTION 2020/34 Moved: Member Manuwai Wells Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board: a) confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 4 June 2020 are a true and correct record. b) request that report writers and those responsible for compiling reports are advised that the minimum font size on all documents being considered by the board be 11. c) and that the Closing Karakia be added to previous minutes. Carried |
In lieu of written members reports the Chairperson invited members to provide a verbal update at the meeting.
The meeting was adjourned from 2:05 pm to 2:31 pm.
8 Reports continued
8.1 Statement of Community Board Fund Account as at 31 May 2020 Agenda item 7.1 document number A2896072, pages 21 - 24 refers. |
Resolution 2020/35 Moved: Chairperson Belinda Ward Seconded: Member Frank Owen 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 May 2020”. Carried
|
8.2 Project Funding Reports Agenda item 7.2 document number A2861823, pages 25 - 35 refers. |
Resolution 2020/36 Moved: Member Lane Ayr Seconded: Member Kelly Stratford That the Bay of Islands-Whangaroa Community Board note the project reports received from: a) Kaitaia Eco-Centre (Bay of Islands Timebank) b) Kawakawa Business Association c) Whangaroa Museum Carried |
8.3 Funding Applications Agenda item 7.3 document number A2900244, pages 36 - 68 refers. |
Resolution 2020/37 Moved: Chairperson Belinda Ward Seconded: Member Bruce Mills That the report and funding applications be received CARRIED At 2:55 pm, Member Rachel Smith left the meeting. Motion Moved: Member Kelly Stratford Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to National Street Rod Association for costs towards hosting the 2020 Nationals over Labour Weekend 2020 to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Amendment Moved: Member Bruce Mills Seconded: Member Kelly Stratford That the Bay of Islands-Whangaroa Community Board: a) approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to National Street Rod Association for costs towards hosting the 2020 Nationals over Labour Weekend 2020 to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities b) request that the vehicles do not access the domain through the basketball court as per the reserve management plan. carried The amendment became the substantive motion. resolution 2020/38 Moved: Member Bruce Mills Seconded: Member Kelly Stratford That the Bay of Islands-Whangaroa Community Board: a) approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to National Street Rod Association for costs towards hosting the 2020 Nationals over Labour Weekend 2020 to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities b) request that the vehicles do not access the domain through the basketball court as per the reserve management plan. In Favour: Belinda Ward, Bruce Mills and Kelly Stratford Against: Lane Ayr, Frank Owen and Dave Hookway Abstained: Manuela Gmuer-Hornell and Manuwai Wells Chairman Belinda Ward used her casting vote. CARRIED At 3:07 pm, Member Kelly Stratford left the meeting. Motion Moved: Member Manuela Gmuer-Hornell Seconded: Member Bruce Mills That the Bay of Islands-Whangaroa Community Board approves the sum of $1,410 (plus GST if applicable) be paid from the Board’s Community Fund account to Rangatahi Ora Roa Association for costs towards a traditional Māori practices retreat for teenagers to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities iii) A wisely managed and treasured environment that recognises the special role of tangata whenua as kaitiaki Amendment Moved: Member Dave Hookway Seconded: Member Lane Ayr b) request that the rangatahi attend the retreat for free. Carried At 3:12 pm, Member Kelly Stratford returned to the meeting. The amendment became the substantive motion. RESOLUTION 2020/39 Moved: Member Dave Hookway Seconded: Member Lane Ayr That the Bay of Islands-Whangaroa Community Board: a) approves the sum of $1,410 (plus GST if applicable) be paid from the Board’s Community Fund account to Rangatahi Ora Roa Association for costs towards a traditional Māori practices retreat for teenagers to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities iii) A wisely managed and treasured environment that recognises the special role of tangata whenua as kaitiaki b) request that the rangatahi attend the retreat for free. Carried
MOTION Moved: Member Kelly Stratford Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board approves the sum of $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Tukau Community Trust for costs towards period underwear to low income women to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Amendment Moved: Member Kelly Stratford Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board left the item lie on the table and request Tukau Community Trust provide their latest financial report. carried The amendment became the substantive motion. RESOLUTION 2020/40 Moved: Member Kelly Stratford Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board left the item lie on the table and request Tukau Community Trust provide their latest financial report. carried At 4:12 pm, Member Rachel Smith returned to the meeting. MOTION Moved: Member Manuela Gmuer-Hornell Seconded: Member Kelly Stratford That the Bay of Islands-Whangaroa Community Board approves the sum of $1,475 (plus GST if applicable) be paid from the Board’s Community Fund account to Be Free Inc for costs towards the Battle of the Bands to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Amendment Moved: Member Manuela Gmuer-Hornell Seconded: Member Kelly Stratford That the Bay of Islands-Whangaroa Community Board decline the application received from Be Free Incorporated. carried
The amendment became the substantive motion. RESOLUTION 2020/41 Moved: Member Manuela Gmuer-Hornell Seconded: Member Kelly Stratford That the Bay of Islands-Whangaroa Community Board decline the application received from Be Free Incorporated. carried |
8.4 Item to Lie on The Table - Request for Focus Paihia to Install a Fitness Station on Lucy Elizabeth Williams Reserve, Paihia Agenda item 7.4 document number A2827638, pages 69 - 91 refers. |
motion Moved: Chairperson Belinda Ward Seconded: Member Kelly Stratford That the Bay of Islands–Whangaroa Community Board: a) uplifts the report “Request for Focus Paihia to Install a Fitness Station on Lucy Elizabeth Williams Reserve, Paihia. b) approve the installation of the fitness station consisting of 10 exercise pieces in Lucy Elizabeth Williams Scenic Reserve, Paihia subject to the following: i) Construction / installation be carried out by Focus Paihia at its own cost ii) That all engineering costs are met by Focus Paihia iii) That an archaeological assessment is carried out by Focus Paihia at its own expense, if required iv) That an agreement is signed by Far North District Council and Focus Paihia prior to the stations installation concerning future roles and responsibilities including repairs, upgrades, replacements and / or removal requirements c) receives the completed fitness station as a gift only when Council is satisfied that construction has been carried out in a manner that does not cause unreasonable liability to the Ratepayer. lost |
8.5 MEETING DURATION |
Resolution 2020/42 Moved: Chairperson Belinda Ward Seconded: Member Dave Hookway That the Bay of Islands–Whangaroa Community Board agree to extend the meeting duration for a further half hour Carried |
9 INFORMATION REPORTS
9.1 Our Kerikeri: Vision and Goals Agenda item 8.1 document number A2889095, pages 98 - 99 refers. |
motion Moved: Member Lane Ayr Seconded: Member Rachel Smith That the Bay of Islands-Whangaroa Community Board receive the report Our Kerikeri: Vision and Goals. Amendment Moved: Member Rachel Smith Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board: a) receive the report Our Kerikeri: Vision and Goals. b) consider action points from the report in the Community Board Strategic Planning process. c) recommend to Council that the report be considered as part of the Long Term Plan 2021-2031 process and other relevant processes. CARRIED The amendment became the substantive motion. resolution 2020/43 Moved: Member Rachel Smith Seconded: Member Manuela Gmuer-Hornell That the Bay of Islands-Whangaroa Community Board: a) receive the report Our Kerikeri: Vision and Goals. b) consider action points from the report in the Community Board Strategic Planning process. c) recommend to Council that the report be considered as part of the Long Term Plan 2021-2031 process and other relevant processes. Carried |
9 KARAKIA WHAKAMUTUNGA |
10 Meeting Close
The meeting closed at 4:47 pm.
.
The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board meeting to be held on 6 August 2020.
...................................................
CHAIRPERSON
6 August 2020 |
7.1 Chairperson and Members Report
File Number: A2891290
Author: Casey Gannon, 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.
That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Belinda Ward, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Bruce Mills and Member Frank Owens. |
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.
1. Belinda Ward - Chairperson Report 6 August 2020 - A2926707 ⇩
2. Lane Ayr - Member Report 6 August 2020 - A2928232 ⇩
3. Manuela Gmuer-Hornell Members Report 6 August 2020 - A2927544 ⇩
4. Bruce Mills - Member Report 6 August 2020 - A2927705 ⇩
5. Frank Owens - Member Report 6 August 2020 - A2928211 ⇩
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. |
6 August 2020 |
COMMUNITY BOARD MEMBER’S REPORT
Report to: Bay of Islands-Whangaroa Community Board
Member Name: Lane Ayr
Subdivision: Kerikeri
Date: April 2020 – July 2020
REPORT
Meetings
15/04/20 Waipapa Hall Committee Meeting
08/05/20 DAG Meeting Kerikeri
22/05/20 Coffee Community members
04/06/20 BOI – Whangaroa CB Meeting Bay Sports Kerikeri
09/06/20 Meeting re Rangitane Ramp and Rec. with Steve De Ruiter
02/07/20 BOI – Whangaroa CB Meeting Bay Sports Kerikeri
16/07/20 Combined Community Boards meeting Kaikohe
25/07/20 Meeting Aroha Island Trust &QE II re ramp and rec.
Issues:
Given events as of this report date the following needs repeating
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 in line 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 versus the number participating in other sports/activities which receive substantial financial support.
The FNDC needs to confirm (a) that it wishes to have community boards
(b) If the FNDC wishes to have community boards then they must allow them to perform their delegated tasks.
The FNDC need to establish their relationships with community groups in regard to their relationships with community groups e.g. CB members are restricted from speaking with staff this appears not to be the case from other groups.
Resource Consents
2200598 Landing Road
2200490 15 Doonside Road
2200454 57c Hall Road
Requests for Service/information
RFS- submitted re footpaths on Mission Road Responses still not received.
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
Windsor Landing (Current information obtained from newspaper) no formal response to CB from FNH or FNDC.
The Kerikeri Domain continues to be a mystery, if this process is in any way indictive of the Councils effectiveness then I am sincerely concerned about our ability to get anything done.
6 August 2020 |
COMMUNITY BOARD MEMBER’S REPORT
Report to: Bay of Islands-Whangaroa Community Board
Member Name: Manuela Gmuer-Hornell
Subdivision: Opua – Russell
Date: 25 July 2020
Meetings
Date |
Meeting |
02/04/2020 |
Committee Meeting Russell Sports Club – facilitate Zoom Meeting |
07/05/2020 |
Committee Meeting Russell Sports Club – facilitate Zoom Meeting |
02/07/2020 |
Community Board Meeting – Kerikeri/Waipapa |
Issues/Feedback
Projects being put on hold even after they had funding allocated
Letter from Mayor sent out with rates invoice – feedback from the communities: that not applying depreciation isn’t saving money, only just pushing the inventible out and holding meetings online can’t be much of a saving. Not the best information sharing.
Jobs getting started (from RFS-) and then not finished for weeks.
Swift response and pick up of reported abandoned vehicles
Resource Consents
Great to receive a couple of emails from FNDC with RC details:
RC2300002 - 35C Te Akau Drive, Russell
RC2200510 and extension of time to RC2160414 - 38 Long Beach Road, Russell
Requests for Service/Information
11/02/2020 |
RFS-3995322 |
extra street light Pomare/Florance |
||
11/02/2020 |
RFS-3878599 |
York Street and long term park next to Bowler |
ongoing - raised with IAM through CE Office - 24/2 |
|
Footpath Opua School Kellet St |
to be done by September |
|||
21/02/2020 |
RFS-3997123 |
Footpath Damage York St |
RFS-:3997109 - Broadspectrum 23/3 |
|
21/02/2020 |
Drains Russell Township |
now flooding by ferry lane (after a little of rain) 5/3 |
||
21/02/2020 |
RFS-3997144 |
Drains Franklin Street |
||
11/02/2020 |
RFS-: 4001000 |
Clean up carpark nex to bowling club |
Notes left on cars 18/3 |
Cars removed but weeds need still clearing |
11/02/2020 |
RFS- 4001004 |
Mark Car Parks outside of Tennis Club |
no money in budget for this 23/3/2020 |
|
25/08/2019 |
RFS- 3970317 |
Drive Way damage by contractors |
75 Long Beach Road - photos in email |
|
05/05/2020 |
RFS- 4004054 |
Dog Shot - been at pound for several days and has not been diagnosed |
||
29/05/0202 |
RFS-4008433 |
Barrier Smashed by culvert at boat ramp |
Work approved but not done |
|
16/06/2020 |
RFS- 4010838 |
several roads in Russell need drains cleaned out after first heavy downpour |
Matauwhi Bay Road Chruch Street (behind Traders Mall and Four Square and outside the school) Chapel Street (corner Baker Street) outside Russell Cottages Tapka - Du Fresne Place |
Still not done |
17/06/2020 |
RFS-4010977 |
Sign and barrier smashed by car |
Crn Florance and Pomare |
|
17/06/2020 |
RFS-4011092 |
drain blocked |
Crn Pitt & The Strand |
work started but culvert needs unblocking |
17/06/2020 |
RFS-4011525 |
colapsed drains etc |
Brind Road - ongoing for years |
No reply |
24/06/2020 |
RFS-4012199 |
errosion by Long Beach Road Side |
Long Beach Road |
No reply |
In progress
· Robertson Street Stormwater Project to be completed – now a big slip has developed
· 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 – property has sold – July 2020
· 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
6 August 2020 |
COMMUNITY BOARD MEMBER’S REPORT
Report to: Bay of Islands-Whangaroa Community Board
Member Name: Bruce Mills
Subdivision: Whangaroa
Date: 08 January 2020 - 25 July 2020
Meetings
Date |
Meeting |
08/01/2020 |
Runanga Healthy Homes re: Kaheka Pt. |
05/01/2020 |
Coffee meet with Lane Ayr |
22/01/2020 |
Community walk exploring Kaheka Pt. |
28/01/2020 |
Whangaroa Development Group |
31/01/2020 |
Kevin Herewini R.S.A and Kaheka Pt. support |
03/02/2020 |
CB BaySport Waipapa |
15/02/2020 |
Iron Mahoe support at Mahinepua |
22/02/2020 |
Support group with DOC Kaheka Pt. |
26/02/2020 |
“Annual” road trip Stewart Island – it was great |
|
LOCKDOWN |
24/04/2020 |
Staff member made contact re: RFC from Dec 2019 |
28/04/2020 |
Phone meeting Greg Wilson re: access to Kaheka Pt. |
14/05/2020 |
Catch up at Kaeo Service Centre |
20/05/2020 |
Whangaroa Community Trust |
04/06/2020 |
CB Zoom – YUK! Please no more |
10/06/2020 |
Whangaroa Whispers copy |
24/06/2020 |
Follow up from Ken Ross emails – residence Totara North |
26/06/2020 |
Met with DOC Kerikeri |
02/07/2020 |
CB BaySport Waipapa |
03/07/2020 |
Meeting R.S.A. re: rates |
10/07/2020 |
NRC Kaeo River Catchment Group |
16/07/2020 |
Combined CB meeting Kaikohe |
22/07/2020 |
Whangaroa Community Trust |
25/07/2020 |
R.S.A. AGM – main issue FNDC rates remission |
Issues/Feedback
Kaeo Lighting – McKays trying their best.
DOC funding – rather lack thereof, South Island gets it all.
Kingfish Lodge – No riparian rights bu development gives the impression they own the foreshore.
Omaunu Rd Hill – Trucks still losing traction on the steep portion.
Resource Consents
NIL
Requests for Service/Information
RFS-4007668 |
Pampas grass along roadsides |
No satisfactory reply |
RFS-4008568 |
Change of usage of building used by Broadway Health |
|
RFS-3981940 |
Pedestrian crossing in Kaeo |
I’m personally not in favour |
RFS-4007692 |
Kaeo playground carpark huge puddles |
Hopefully in progress |
RFS-4015084 |
School Gully Rd resident encroaching on to road with rubbish and dead cars |
Working on it |
RFS-4007683 |
Omaunu Rd. flood markers again |
In addition to RFS-4008568 17/07 – Fulton Hogan have done nothing. Floods and broken markers. FNDC could be liable should someone go off the road. HELP!!! |
In progress
· As above
6 August 2020 |
COMMUNITY BOARD MEMBER’S REPORT
Report to: Bay of Islands-Whangaroa Community Board
Member Name: Frank Owen
Subdivision: Kerikeri
Date: Period ended 28th July 2020
Meetings
Date Meeting
24 Jan 2020 Meeting with member Lane Ayr.
28 January 2020 Meeting with Men’s Club members.
3 February 2020 Community Board Meeting
11 February 2020 Cherry Park House Committee meeting
26 February 2020 Community Board meeting.
28 February 2020 Meeting with Councillor Stratford & Member Lane Ayr.
19 May 2020 Cherry Park House Committee meeting.
4 June 2020 Community Board Zoom Meeting.
24 June 2020 Cherry Park House AGM
29 June 2020 Cherry Park House Committee meeting
2 July 2020 Community Board meeting
10 July 2020 Convened meeting Kerikeri Daffodil Day Committee.
16 July 2020 Community Boards combined workshop
23 July 2020 Cherry Park House Committee meeting.
24 July 2020 PGF announcement Shane Jones Turner Centre..
Issues
CHERRY PARK HOUSE
There are a number of issues surrounding the Cherry Park House Committee. At the AGM the Chair resigned from the committee. The new Chair is Richard Lawty.
There are a number of issues around security that I am taking up with Council on their behalf.
I will comment further on the committee at our meeting on 6 August.
DAFFODIL DAY 2020
For my sins I am the Kerikeri co-ordinator for the Cancer Society’s Daffodil Day fund raising activities. This involves street collection points, fund raising lunches and dinners, and various other activities around the town on the day. It may be a chance for members to be seen assisting on the day. All good for local PR.
BOY RACERS
I have had an approach about “boy racers” in the Inlet Road and Shepherd Road areas. There is not a lot we can do as the problem is largely a “noise control” issue, and the local security people can never get there before the “boys” move on.
Resource Consents
Nil
Requests for Service/Information
Nil
Frank Owen
28 July 2020
6 August 2020 |
7.2 Statement of Community Board Fund Account as at 30 June 2020
File Number: A2918969
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.
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 June 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 June 2020 |
$175,689.57 |
· 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 05 March 2020 for Te Ohanga Reo O Matangirau |
$2,000.00 |
· Less funds not uplifted from 04 June 2020 for Life Education Trust, Tai Huri Films and Volunteering Northland |
$8,900.00 |
Community Fund Account balance as at 30 June 2020 |
$3,738.09 |
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 June 2020 is $3,738.09.
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 June 2020 is attached.
1. Statement of Bay of Islands-Whangaroa Community Board Fund Account as at 30 June 2020 - A2918990 ⇩
6 August 2020 |
File Number: A2861824
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.
That the Bay of Islands-Whangaroa Community Board note the project reports received from: a) Bay of Islands Animal Rescue Trust b) Matangirau Ohonga Reo c) Northland Community Family Service
|
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.
1. BOIWCB - Project Report - Bay of Islands Animal Rescue Trust - A2922038 ⇩
2. BOIWCB - Project Report - Matangirau Ohonga Reo - A2922043 ⇩
3. BOIWCB - Project Report - Northland Community Family Service - A2922042 ⇩
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. |
6 August 2020 |
File Number: A2861894
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 6 August 2020 meeting.
Executive Summary
· The Bay of Islands-Whangaroa Community Board has $156,829 unallocated funding available for the 2020/21 financial year. This does not include funding carried over from the 2019/20 funding year.
· Bay of Islands-Whangaroa Community Board has an additional $33,333 place making funding available for the 2020/21 financial year.
· Four applications for funding have been received, requesting a total of $20,173.
That the Bay of Islands-Whangaroa Community Board approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Jacman Entertainment Ltd for costs towards Hullabaloo Children’s Arts Festival (Paihia Movies) to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Recommendation That the Bay of Islands-Whangaroa Community Board approves the sum of $1,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Jacman Entertainment Ltd for costs towards Hullabaloo Children’s Arts Festival (Totara North Show) to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Recommendation That the Bay of Islands-Whangaroa Community Board approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kairos Connect Trust to upgrade and extend their foodbank to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Recommendation That the Bay of Islands-Whangaroa Community Board approves the sum of $3,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Ngati Rahiri Māori Komiti for costs Carols in the Park to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities Recommendation That the Bay of Islands-Whangaroa Community Board approves the sum of $2,764 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Environment Centre for Timebank membership support of the Kaipatiki Eco-hub to support the following Community Outcomes: i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities |
1) Background
Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.
Applicant |
Project |
Requested |
Recommended |
Comments |
Community Outcome(s) |
Type |
Jacman Entertainment Ltd |
Hullabaloo Children’s Arts Festival Movies |
$8,732 (33%) |
$5,000 |
This is for the Paihia section of the wider festival. Funding applications have also been made to Kaikohe-Hokianga CB for Kaikohe events and the Events Investment fund for district-wide portions |
i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities |
Event |
Jacman Entertainment Ltd |
Hullabaloo Festival Outreach – Totara North |
$1,955 (51%) |
$1,500 |
This is for a concert at Totara North and is part of a wider festival programme. |
i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities |
Event |
Kairos Connection Trust |
Foodbank extension and upgrade |
$6,222 (34%) |
$5,000 |
This is for a foodbank based in the Kerikeri Baptist Church. The group would like to upgrade the access to the area with a ramp and update the storage area. |
i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities |
Infrastructure |
Ngati Rahiri Māori Komiti |
Carols in the Park |
$3,500 (49%) |
$2,500 |
This is an annual Christmas event that has been supported by the Board previously. The Board’s Strategic Plan states that the Board will: “Fund one Christmas event or Parade in Kerikeri, Kaeo, Kawakawa, Moerewa, Paihia and Russell of up to $2500 per annum for the event, plus traffic management costs up to a maximum of $2500.” The applicant has not requested funding for traffic management. |
i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities |
Event |
Far North Environment Centre |
Timebank membership support – Kaipatiki Eco-hub |
$2,764 (15%) |
$2,764 |
The timebanks in the Far North area have recently amalgamated. This application is for the branch located at Kaipatiki for support to operate. A funding application for branches at Kohukohu and Kaikohe has been made to the Kaikohe-Hokianga CB. |
i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities |
Social |
Bay of Islands-Whangaroa Community Board Meeting Agenda |
6 August 2020 |
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.
1. BOIWCB - Application - Hullabaloo Movies - A2922010 ⇩
2. BOIWCB - Application - Hullabaloo Totara North - A2922523 ⇩
3. BOIWCB - Application - Kairos Connection Trust - A2922015 ⇩
4. BOIWCB - Application - Ngati Rahiri Maori Komiti - A2922015 ⇩
5. BOIWCB - Application - Far North Environment Centre - A2922017 ⇩
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. |
6 August 2020 |
8.1 Community and Customer Services Report 1 January – 30 June 2020
File Number: A2917676
Author: Jacine Warmington, Manager - Community and Customer Services
Authoriser: Dean Myburgh, General Manager - District Services
Purpose of the Report
The purpose of the report is to provide information to the Bay of Islands-Whangaroa Community Board for the community and customer service activities.
Executive Summary
This information only report is provided by way of an update to Community Boards.
That the Bay of Islands-Whangaroa Community Board receive the report Community and Customer Services Report 1 January – 30 June 2020.
|
Background
Statistical information in relation to the Community and Customer Service Department (District Services Group) is provided to the Bay of Islands-Whangaroa Community Board to provide an overview of activity and performance for the six month period to the end of June 2020 for the Bay of Islands-Whangaroa area.
Discussion and Next Steps
Contact Centre
Customer interactions district-wide for the 6 months ending June 2020 totalled 67,392 (which was less than the same 6 months in the previous year at 90,658.) This is directly attributed to the COVID-19 lockdown when calls dropped significantly in April and there were no walk-ins at service centres. These interactions included Phone calls: 38,713, Ask Us emails: 10,528, Requests for Service: 12,382, Booking Building Inspections: 1,981.
In comparison to previous years, incoming calls are gradually decreasing. This may be attributed to customers using other channels to engage with council such as email and website. Incoming emails have significantly increased over the past 12 months which reflects a change in customers preferred channel when contacting council.
The average rate of abandoned calls (12.6%) has decreased since the last report (16.5%) – but still above the 7% target. However, the same period for last year averaged 25%. During the COVID-19 lockdown while the contact centre staff were able to work from home, technical and connectivity issues were a constant challenge.
District-wide the top two issues that customers contacted Council about were Rates: 29,205 (including payments, account balances and direct debits) and Building: 19,743 (including booking Building inspections).
Service Centres
The results from the Customer Experience Programme indicates that the service centres district-t wide are consistently obtaining positive feedback and meeting the needs of customers. The staff are engaged with customers and strive to deliver the best service possible.
The Kaeo office continues to book a high number of building inspections.
Libraries
Kerikeri, Procter
Although Procter Library was closed during the COVID-19 lockdown, two significant bits of work were able to be delivered before the return to Alert Level 1. These were the installation of air conditioning units throughout the library space, a long anticipated project which will ensure the library remains effectively heated in winter and cooled during summer; and the library service as a whole joining the Kotui consortium of 40 other public libraries, an initiative which has improved library systems and increased connections with other library services.
Since re-opening from lockdown, a number of programming initiatives have restarted included Crafternoons, Robot Fridays and Storytime; genealogy and 0-2 sessions are due to start in the next month, as the team broadens the range of services to children and adults.
A significant book collection project is also underway. This has resulted in the deselection of older books, a focus on adding new collections including adult graphic novels and rejuvenated classics, and the consolidation of local history books from across the district into Procter Library.
Online delivery of books and services grew sharply during lockdown, with the Procter Library team heavily involved in selecting digital content for customers, and delivering programming through social media channels, including virtual story times and enhanced access to genealogy databases. Statistics for the half year should be read with the 7-week COVID-19 closure in mind.
Refurbishment is planned for Procter Library over the next two years, and the next six months will see planning towards this begin. This will include the opportunity for the public, community organisations and the Community Board to have input. Other focus areas include the development of early literacy and robotics programmes.
Kawakawa
Progress on the construction of the Te Hononga centre in Kawakawa resumed when lockdown was lifted across New Zealand. Although this has resulted in a delay to the centre opening, building is again tracking well, and the library component of the space is likely to be open in September 2020.
The pop-up library in the Kings Theatre reopened when Alert Level 2 was reached, with limited customer numbers allowed inside, a physical contact tracing system in place as well as a click and collect service which enabled customers to pre-order books for contactless pickup.
During the closure, Kawakawa Library staff contributed to community services by creating online programming and events for customers, calling residents of FNDC housing for the elderly, and helping deliver meals on wheels.
The library service as a whole saw a sharp increase in use of online content, including eBooks and other databases, and active community engagement through social media channels. Statistics for the half year should be read with the COVID-19 lockdown in mind.
The primary focus of the next six months will be developing services and programmes to support the opening of the new library to ensure the community receives full benefit from this space.
NB: No door count statistics available at temporary Kawakawa location (Kings Theatre)
Paihia
Paihia Library had a busy start to 2020 with a large number of cruise ships leading to ongoing high use of the library and the Wi-Fi in particular. Library staff joined up with the newly-appointed Outreach Librarian to deliver robotics and literacy programming to local schools including Paihia Primary and Oromahoe School. Other new programmes and events included book talks by two visiting authors, and an extended exhibition by the Bay of Islands Art Group. Numbers of New Zealand tourists were lower than usual during the summer, but the library did maintain reasonable levels of use.
This library was affected like all others during the COVID-19 lockdown, with a 7-week closure. However, during the closure period the library team provided access to an increased set of digital resources including new eBook collections, and a dynamic range of programming that was delivered via social media. Paihia staff contributed to the delivery of this programming, which ensured that local residents could access quality content, and a range of activities to help keep them active and entertained during lockdown.
As a result, library statistics should be read carefully in reporting during the first part of 2020. The lockdown obviously affected visitor numbers and book issues, but there was compensating use in the digital area.
Over the next six months focus areas for Far North District Libraries include development of outreach services to rural and remote communities, the opening of the new library in the Te Hononga centre in Kawakawa and embedding of programmes for early literacy, robotics and digital support.
Kaeo
The Kaeo library team played a significant role in keeping digital library services going over the COVID-19 lockdown period. They led work that delivered a new library system to Far North customers, putting the service on a level playing field with 40 other public libraries across New Zealand.
The team also played a major role in ensuring customers had access to a wide range of digital content during lockdown, having responsibility for access to new content databases, and adding books to our eCollections. These digital forms of delivery increased use by 90% during lockdown, as customers enjoyed new content and easier access.
Online programmes and services delivered through social media channels were also successful. The Kaeo team led delivery of May Music Month programming and contributed to a range of other new programmes aimed at both children and adults.
Post-lockdown, the library has returned to being a busy space. Customer numbers are steadily returning towards pre-lockdown figures. Statistics for the half year should however be read with the closure period in mind.
Finally, the library has implemented a new computer system as Far North District joined the Kotui consortium which also includes 40 other local body libraries across New Zealand.
District – wide eResources
Museum@Te Ahu
Services continued for the Museum@Te Ahu during the COVID-19 lockdown period. However, these services went online, with the museum Facebook page being heavily used by local residents and people outside the area alike, with initiatives such as the posting of old photos of local sites, online jigsaws of museum artefacts and locally focussed crosswords helping people get through the lockdown.
Museum Facebook Statistics 2020
Month |
Page views |
Post reach |
Post engagement |
New followers |
Weekly page likes |
Total page likes |
January |
242 |
18,614 |
3,333 |
23 |
112 |
1,522 |
February |
722 |
41,577 |
7,697 |
64 |
115 |
1,634 |
March |
1,127 |
73,943 |
10,576 |
168 |
386 |
1,749 |
April |
12,346 |
192,947 |
50,394 |
997 |
589 |
2,135 |
May |
1,083 |
82,594 |
16,219 |
397 |
238 |
2,373 |
June |
228 |
21,423 |
7,043 |
51 |
60 |
2,433 |
A high number of queries from researchers wanting information about significant taonga held by the museum were also received, and the team were able to fulfil those queries remotely.
Once lockdown ended, work began on the significant Vernon project. This project will result in the museum holdings being catalogued and available online for researchers around the world to access. Supporting this will be a digitization project, capturing in images of the collection that will support the catalogued items.
Work on a museum strategy is about to begin, and this will include a cycle of public consultation. Input is welcomed from iwi, the Community Board, and from community groups as well as the general public.
Visitor numbers are slowly building post-lockdown. Notably these include a higher than usual number of bookings from school groups, wanting to utilize the museum as a space to bring local history to live as they begin to implement the new History curriculum. Statistics for the year should however be read with the lockdown in mind.
Bay of Islands i-SITE
Visitor numbers began dropping in January as COVID-19 became more prevalent in the world. The i-SITE was closed in April and part of May.
June has seen numbers increasing with New Zealanders travelling domestically, together with a number of overseas visitors that were in lockdown in New Zealand. These overseas visitors took advantage of all there is to offer in the Bay, once lockdown was over.
Cruise ship numbers also dropped with 15 ships cancelling between March and June. This was a total 33,733 passengers who did not visit.
Retail sales are recovering with New Zealanders and locals purchasing product. i-SITEs are continuing to identify retail products that customers want and that sell well.
i-SITEs are scheduled for a service delivery review this coming financial year (2020-21). Local authorities are under an obligation to review the cost-effectiveness of current arrangements for meeting community needs for good quality infrastructure, local public services and local regulation.
Where a review is undertaken local authorities must consider options for the governance, funding and delivery of infrastructure, local public services and local regulation that include, but are not limited to:
· a) in-house delivery
· b) delivery by a CCO, whether wholly owned by the local authority, or a CCO where the local authority is a part owner
· c) another local authority
· d) another person or agency (for example central government, a private sector organisation or a community group).
Events on Council Reserves and other Council Managed Spaces
Community and Customer Services (CCS) deal with enquiries and administer permits for the use of Council’s open spaces for many kinds of activities such as weddings, sporting events, circuses, fairs and large community events. When an application for use of a Reserve has been received, they are reviewed and approved / declined by relevant council departments in the Infrastructure and Asset Management group. On approval CCS issues the permit.
From January to mid-March, 30 events were successfully held across the district. Unfortunately, 13 scheduled events had to be cancelled or postponed because of the COVID-1919-19 19 pandemic lockdown.
Cemeteries - Sexton Services
In the Bay of Islands-Whangaroa area Council manages the Kaeo, Kawakawa, Kerikeri, Russell and Paihia public cemeteries under the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.
When the Civil Defence National State of Emergency was declared on 25 March 2020 more assistance became available. The Northland District Health Board Public Health Protection Officers were ready to help when required. The New Zealand Police set up regional COVID-1919-19 19 Fatalities Units, the Northland unit being based in Whangarei. Both agencies were prepared to call in the New Zealand Defence Force to assist Councils gravediggers had there been a need to do so.
The New Zealand Funeral Directors Association provided guidance and the New Zealand Cemetery and Crematoria Collective held webinars to address concerns and assist in operational processes and planning.
The Ministry of Health set the lockdown levels for COVID-1919-19 19 with very clear restrictions on what could or could not be done at burials. Councils contracted gravediggers worked with the Funeral Directors to ensure the health and safety measures of social distancing and personal and equipment sanitisation were adhered to at all burials.
One of the major concerns during COVID-1919-19 19 levels 4 and 3, was the health and wellbeing of the 7 Funeral Directors in our district (due to age). But during that time the number of burials decreased, and the number of cremations increased as families decided to hold ash burial at a later date.
There were 16 full burials and 8 ash burials in the Eastern Ward from 1st January 2020 to 30 June 2020. There were also 3 sets of Koiwi (ancient bones, pre-European) re-buried in the Russell Cemetery prior to COVID-1919-1919 lockdown.
Housing for the Elderly
Council owns and rents out 147 Housing for the Elderly units and bedsits overall.
In the Bay of Islands-Whangaroa area there are villages in:
Location |
One- bedroom |
Bed-sit |
Vacancies |
Kerikeri |
4 |
3 |
0 |
Kawakawa |
6 |
- |
1 |
During the period from 1 January – 30 June 2020, no tenancies started or ended in the Bay of Islands – Whangaroa area. There is currently 1 unit undergoing refurbishment in Kawakawa.
There is continued focus around the Healthy Homes regulations that are set to take effect on 1 July 2021. Units require heating, ventilation and extraction methods to be installed in the next 12 months to comply with the regulations. With insulation already completed, heating will be installed next.
Reason for the recommendation
This is an information only report.
Financial Implications and Budgetary Provision
There are no financial implications.