Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 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;

(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
Bruce Mills	Whangaroa Community Trust	Trustee
Manuwai Wells	No form received
Frank Owen	Retired		.	Step aside from decisions that arise, that may have conflicts
Frank Owen	House Property in Kerikeri			Step aside from decisions that arise, that may have conflicts
Frank Owen (Partner)	House Property in Kerikeri
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
Dave Hookway	Property on Waipapa West Road	Property owner	Issues to do with the street	Declare as appropriate
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

3 September 2020

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A2938935

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.

Recommendation

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 6 August 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.

Attachments

1. 2020-08-06 Bay of Islands-Whangaroa Community Board Minutes [A2933510] - A2933510 ⇩

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

3 September 2020

MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Baysport Pavillion, Harmony Lane, Waipapa
ON Thursday, 6 August 2020 AT 10.00 am

PRESENT: Chairperson Belinda Ward, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Bruce Mills, Member Frank Owen, Member Manuwai Wells, Member Dave Hookway, Member Rachel Smith

APOLOGIES: Member Kelly Stratford

1 Karakia Timatanga – Opening Prayer

Frank Owens opened with the Bay of Islands-Whangaroa Community Board opening prayer.

2 Apologies and conflicts of Interest

Acknowledge and accept resignation from Councillor Stratford due to diary conflicts.

3 Public Forum

Phil Grimshaw presented on behalf Healthy Families Far North.

Attachments tabled at meeting

1 BWCB Healthy Families - Far North Presentation 06 Aug 2020

Jeff Christensen presented on behalf of Ranigtane Residents Association Incorporated.

Attachments tabled at meeting

1 BWCB 06-08 - Ranigtane Residents Association Presentation and Resource Consent

4 Deputations

Kevin Hoskin, Kerry Thomas – New Zealand Transportation Agency provided an update on the Waipapa Roundabout.

Attachments tabled at meeting

1 New Zealand Transportation Agency presentation

2 New Zealand Transportation Agency presentation

3 New Zealand Transportation Agency presentation

The meeting adjourned from 10:57 am to 11:10 am.

5 Speakers

Jackie Sanders representing Jacman Entertainment, spoke regarding Item 7.4 – Funding Applications.

Shirley Ayers and Erin Titmus representing Kairos Connection Trust, spoke regarding Item 7.4 – Funding Application.

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A2902319, pages 10 - 19 refers.

Resolution 2020/44

Moved: Chairperson Belinda Ward

Seconded: Member Frank Owen

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 with the following amendments:

a) Change placement of Rachel Smith’s return to correctly reflect the time she returned to the meeting.

b) Include Member Dave Hookway’s member report attachment

Carried

7 Reports

7.1 Chairperson and Members Report

Agenda item 7.1 document number A2891290, pages 20 - 32 refers.

Resolution 2020/45

Moved: Member Frank Owen

Seconded: Member Manuela Gmuer-Hornell

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, and a verbal report by Member Hookway.

Carried

Attachments tabled at meeting

1 Dave Hookway - Member Report 6 August 2020

2 Oakridge Residents Association Letter - Petition

At 12:15 pm, Member Rachel Smith left the meeting. At 12:18 pm, Member Rachel Smith returned to the meeting.

At 12:16 pm, Member Manuela Gmuer-Hornell left the meeting. At 12:17 pm, Member Manuela Gmuer-Hornell returned to the meeting.

7.2 Statement of Community Board Fund Account as at 30 June 2020

Agenda item 7.2 document number A2918969, pages 33 - 36 refers.

Resolution 2020/46

Moved: Member Manuwai Wells

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board agree the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 30 June 2020” be left to lie on the table until the font is increased to a minimum of 11.

Carried

7.3 Project Funding Reports

Agenda item 7.3 document number A2861824, pages 37 - 60 refers.

Resolution 2020/47

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Bruce Mills

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

Carried

Meeting adjourned 12:30 pm for lunch until 1:11 pm.

7.4 Funding Applications

Agenda item 7.4 document number A2861894, pages 61 - 105 refers.

MOTION

Moved: Member Bruce Mills

Seconded: Member Lane Ayr

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

AMENDMENT

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board decline the application.

CARRIED

The amendment became the substantive motion.

RESOLUTION 2020/48

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board decline the application from Jacman Entertainment for $5,000.

CARRIED

MOTION

Moved: Member Bruce Mills

Seconded: Member Rachel Smith

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

AMENDMENT

Moved: Member Lane Ayr

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board approve the sum of $1,955.

LOST

AMENDMENT

Moved: Member Dave Hookway

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $1,955 and that the funding be conditional on the participants being provided drinking water at the event.

CARRIED

The amendment became the substantive motion.

RSOLUTION 2020/49

Moved: Member Dave Hookway

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $1,955 and that the funding be conditional on the participants being provided drinking water at the event.

CARRIED

MOTION

Moved: Member Rachel Smith

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 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

AMENDMENT

Moved: Member Rachel Smith

Seconded: Member Manuela Gmuer-Hornell

CARRIED

The amendment became the substantive motion.

RESOLUTION 2020/50

Moved: Member Rachel Smith

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 Kairos Connect Trust to upgrade and extend their foodbank subject to grant not being received by Infrastructure Fund.

CARRIED

MOTION

Moved: Member Lane Ayr

Seconded: Member Manuwai Wells

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.

amendment

Moved: Member Lane Ayr

Seconded: Member Manuwai Wells

CARRIED

The amendment became the substantive motion.

RESOLUTION 2020/51

Moved: Member Lane Ayr

Seconded: Member Manuwai Wells

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 conditional on the participants being provided drinking water at the event.

CARRIED

MOTION

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Rachel Smith

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

AMENDMENT

Moved: Member Bruce Mills

Seconded: Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board agree that the funding application in the sum of $2,764 for Far North Environment Centre for Timebank membership support of the Kaipatiki Eco-hub be left to lie on the table until the applicant comes to speak to the application.

CARRIED

The amendment became the substantive motion.

RESOLUTION 2020/52

Moved: Member Bruce Mills

Seconded: Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board agree that the funding application in the sum of $2,764 for Far North Environment Centre for Timebank membership support of the Kaipatiki Eco-hub be left to lie on the table until the applicant comes to speak to the application.

CARRIED

8 Information Reports

8.1 Community and Customer Services Report 1 January – 30 June 2020

Agenda item 8.1 document number A2917676, pages 106 - 121 refers.

Resolution 2020/53

Moved: Chairperson Belinda Ward

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board receive the report Community and Customer Services Report 1 January – 30 June 2020.

Carried

SUPPORT FOR HEALTHY FAMILIES FAR NORTH

Resolution 2020/54

Moved: Member Rachel Smith

Seconded: Member Frank Owen

That the Bay of Islands-Whangaroa Community Board consider the presentation from Phil Grimshaw – Healthy Families Far North in the community board strategic plan and funding policies.

Carried

SUPPORT FOR COMMUNITY DEVELOPMENT PLANS

Resolution 2020/55

Moved: Member Rachel Smith

Seconded: Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board request Community Development staff:

a) work with the Rangitane community to finalise a community plan.

b) work with Kawakawa community to complete their plan for adoption by the Board in a timeframe that allows for the plans to be considered as part of the 2021/2031 Long Term Plan process.

Carried

9 KARAKIA WHAKAMUTUNGA

Dave Hookway closed with a karakia.

10 Meeting Close

The meeting closed at 2:50 pm.

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting to be held on 3 September 2020.

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

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

7 Reports

7.1 Chairperson and Members Report

File Number: A2938933

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.

Recommendation

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Belinda Ward, 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.

Attachments

1. Belinda Ward - Chairperson Report 3 September 2020 - A2939274 ⇩

2. Manuela Gmuer-Hornell - Member Report 3 September 2020 - A2939475 ⇩

3. Bruce Mills - Member Report 3 September 2020 - A2939451 ⇩

4. Frank Owens - Member Report 3 September 2020 - A2939265 ⇩

Compliance schedule:

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

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

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

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

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

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

3 September 2020

COMMUNITY BOARD MEMBER’S REPORT

Report to Community Board: Bay of Islands-Whangaroa Community Board

Member Name: Belinda Ward

Subdivision: Paihia

Date: 26th July 2020 - 14th August 2020

REPORT

1) Meetings

Date:

28/07/20 FNHL Briefing on PGF Paihia Waterfront Development - Zoom.

29/07/20 FNDC Kerikeri Domain Governance Meeting - Kaikohe.

29/07/20 Meeting re Container & structure road reserve Waitangi - JBC

30/07/20 PGF announcement Paihia Waterfront proposal - Zane Greys

31/07/20 FNDC Regulatory & Compliance Committee Meeting - Kaikohe.

Extraordinary Council Meeting - Kaikohe.

03/08/20 Bledisloe Domain Committee Meeting.

04/08/20 FNDC LTP Roading & Footpath workshop - Kaikohe.

Draft Integrated Transport Strategy & Plan - Kaikohe.

05/08/20 PGF site visit Landing Road Kerikeri.

06/08/20 BOI-W CB Meeting - Baysport Waipapa.

07/08/20 Events & Infrastructure Grant Deliberations - virtual.

10/08/20 FNHL public briefing on PGF Paihia Waterfront - Paihia Pacific Resort.

10/08/20 AGM Friends of Williams House & Library Inc. - Paihia War Memorial Hall.

11/08/20 FNDC LTP workshop - Prioritisation & Shovel Ready Projects - Kaikohe.

12/08/20 FNDC District Plan workshop Tangata Whenua - virtual.

13/08/20 FNDC Meeting -virtual.

2) Issues

Back to COVID-19 - 12/08/2020 & concern from businesses & tourist operators as to

what next.

Community concerns as to where all the full-time ongoing employment is going to

come from?

Reverse sensitivity issues surrounding the temporary emergency housing

accommodation around the BOI area, particularly Paihia Motels & Backpackers.

Accessibility issues to the doorsteps of both rear meeting rooms at the Paihia War

Memorial Hall need remedying prior to Election Referendums 5th Sept. RFS lodged.

3) Resources Consents

NIL

4) Requests for Service

11/02/20 Deep troughs in the seaward end of Puketona Road in the 50km zone after the new seal job on 1st February. Not actioned

18/12/19 3975787 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

All residents advised how to lodge themselves.

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! 01/10/15 3717930 Pedestrian safety issues & parking in front of Heritage

Boutique Hotel (The Waterfront) Marsden Road Paihia - Pending NZTA response.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Manuela Gmuer-Hornell

Subdivision: Opua – Russell

Date: 17 August 2020

Meetings

Date	Meeting
29/07/2020	Workshop Governance FNDC – Kerikeri Domain PGF Fund
05/08/2020	Committee Meeting Russell Sports Club
06/08/2020	Community Board Meeting – Kerikeri/Waipapa

Issues/Feedback

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

Jobs getting started (from RFS) and then not finished for weeks.

I have received a report from BOI Watchdog with pound data tracking over the last two years. Data suggest there are fewer dogs been put down and a lot more rescues by BOI Animal Rescue. This makes the effort to rehome dogs positive, but unfortunately, BOI Animal Rescue receives zero financial help for the rehoming of pound dogs from FNDC, this issue should be adequately considered with urgency especially in light of the external funding for Far North Pounds.

The RFS process seems to have stalled since the first lockdown and then again after/during the floods. Hence no RFS lodged! Please sort this process out and if needed, involve more contractors as soon as possible.

It intrigues me that Community Board Members can’t contact FNDC staff, but community groups are welcome to meet with staff at Council Meetings.

Roading Issues seem to get the cone treatment and are justified as a “fix” – this is totally unacceptable and dangerous as well as very unsightly – we have several of these around my subdivision, and we get zero replies on followups .

Resource Consents

NIL

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
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	Never received a reply
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 – since 2016	No reply
24/06/2020	RFS-4012199	Errosion by Long Beach Road Side	Long Beach Road	Cones placed!

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 – cost to be carried by petitioners?

· 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.

· Walls Bay, Opua – to be occupied by local hapu.

· Seat Bench by Russell Cemetry to be donated by a local group (the seat was demolished by a speeding car a couple of months ago).

· Speed Limit Review.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

7.2 Item Left to Lie on the Table - Request to Name Private Right of Way off Okura Bay Road

File Number: A2935430

Author: Elbie Serfontein, Customer Service Administrator

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

Purpose of the Report

To seek approval from the Bay of Islands–Whangaroa Community Board to officially name a private right-of-way.

Executive Summary

· Council received a Road Naming Application on 18 August 2019 to name the private right-of-way addressed at 147 Okura Bay Road, Totara North.

· The Bay of Islands-Whangaroa Community Board, at their meeting on 04 June 2020, asked for the item to lie on the table.

· The Bay of Islands-Whangaroa Community Board requested approval from the property owner at number 225 and iwi consultation.

· Approval from owner of property 225 Okura Bay Road has been received.

· Iwi consultation has not been undertaken as it is not required with the use of a non- Māori name in accordance with current policy and application guidelines.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) agree to uplift the report - Request to Name Private Right of Way off Okura Bay Road.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

b) approve the request to name the private right-of-way ‘Gates Way’, currently addressed at 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 Totara North, to be named ‘Gates Way’ on 18 August 2019. This section starts from 147 to 225 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.

At the June 2020 Bay of Islands-Whangaroa Community Board this report was left to lie on the table. The Community Board members requested consultation with iwi/hapu and approval from the owner of property 225 Okura Bay Road, Totara North.

Approval from owner of property 225 Okura Bay Road, Totara North has been received.

This application has fulfilled Council obligation under the current policy and application process.

The application process has a guideline that applicants liaise with the iwi when using Māori names and provide supporting document of their approval. Because this request is not for a Māori name approval or consultation with iwi would be outside of Council policy.

While the Community Board have requested a review of the current policy the Board can only assess the application based on the current policy and the merits of the application.

2) Discussion and Options

Option 1: Approve the request in accordance with the current policy.

The family have submitted a request that the private right of way be named ‘Gates Way’, after the late descendant Raymond Gates.

The private right of way provides access to 4 properties all of whom have provided written approval for the road to be known as ‘Gates Way’.

The four properties were previously all owned by the Gates family – for a century.

If this application is approved, the address points, 147, 190, 207 and 225 Okura Bay Road will be re-numbered and form part of ‘Gates Way’.

Option 1 is recommended by staff.

Option 2: Decline the request to name the private right of way ‘Gates Way’.

If the request was declined the private right of way will remain without a formal name.

Option 3: Decline the request until the applicant can provide evidence that they have iwi support for the private right of way to be named ‘Gates Way’.

An initial conversation with iwi/hapu indicates their preference for further community consultation.

Nevertheless, this requirement for iwi consultation has not been undertaken as it is not required with the use of a non- Māori name in accordance with current policy and application guidelines.

If the application is declined the applicant would need to re-apply.

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.

3) Financial Implications and Budgetary Provision

If approved, there will be no financial implications to Council. The installation of the road name sign (blue on white background name blade) and associated costs will be met by the applicant.

There would be a financial implication to Council in undertaking community consultation as there are limited resources and no budgetary provision to undertake this outside of Council policy, it could be consultation that the applicant volunteers to do, in order to further their request to name the private right of way.

Attachments

1. Application Form - Document number - A2875679 ⇩

2. Map - Document number - A2875682 ⇩

3. Affected Properties Consent - Document number - A2905043 ⇩

4. Roading Team approval - Document number - A2940145 ⇩

5. LINZ approval - Document number - A2940153 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is the naming of a private right-of-way (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.	Iwi consultation has not been undertaken as it is not required with the use of a non- Māori name in accordance with current policy and application guidelines. An initial conversation with iwi/hapu indicated that further community consultation should be undertaken. This is not required under the current policy.
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 147, 190, 207 & 225 Okura Bay Road, Totara North 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 viewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

7.3 Road Renaming Request Waa Hoterene Road to Karawhe Road, Matawaia

File Number: A2938885

Author: Ngawiki Cooper, Support Officer

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

Purpose of the Report

To consider a request to rename a road in Matawaia, currently recorded as Waa Hoterene Road, Matawaia.

Executive Summary

· Council received a Road Naming application to rename a public road addressed James Road, Matawaia, (Attachment A2264922 and Attachment A2264955).

· The Bay of Islands-Whangaroa Community Board at their meeting on 10 December 2018 agreed to rename James Road, Matawaia to Waa Hoterene Road, Matawaia as requested.

· Since this decision Council has received updated information from challenging the process and requesting the road be renamed to Karawhe Road, Matawaia.

· Delegation to rename a road currently sits with Council.

Recommendation

That the Bay of Islands-Whangaroa Community Board recommends:

That Council:

a) agree to rename ‘Waa Hoterene Road’, Matawaia to ‘Karawhe Road’, Matawaia.

1) Background

In 2002 a request was presented to the Kawakawa Community Board, requesting that the road name be changed from James Road to Waa Hoterene Road (Attachment A2264965 report). This request was declined.

In 2018 another request was received from Dr Richard Shortland Cooper, on behalf of the Huria Whanau Kotahi Trust, again requesting the road name be changed from “James Road”, to “Waa Hoterene Road”. As part of this process the applicant explained that the road was previously named “Waa Hoterene Road”, after Dr Cooper’s father. After his father died in the 1960’s, his mother remarried and her new husband changed the road name to “James Road”, which was his last name. The new husband did not have any other links to the area which was given as the reason to request it be changed back.

The suggestions in this application at the time were:

1. Waa Hoterene Road

2. Hoterene Road

3. Peita Waa Hoterene Road

In considering the request the Bay of Islands-Whangaroa Community Board agreed to change the name as requested on 10 December 2018.

When this decision was notified to the public the current applicant Norma (Kui) Croft made contact and raised the following points.

· The 11 residents that live on James Road did not consent to the renaming of the road.

· One of the signatories did not understand what she was signing at the time and thought she was signing a document to agree that she lived on the road, not that the road was to be renamed.

· Waa Hoterene Road is inconvenient when filling out forms.

· The family that applied to have the road name changed to ‘Waa Hoterene Road’, do not live on the road and have limited access to their property.

Norma (Kui) Croft has also requested that the Bay of Islands-Whangaroa Community Board consider naming the road ‘Karewha Road’ and has provided evidence of why this name has been chosen and evidence of those living on the road agreeing to the road naming change.

2) Discussion and Options

Option 1: Approve the request in accordance with the current policy.

The applicants letter provides explanation of why this name is proposed and demonstrates significant history related to the area.

Option 2: Decline the request to rename the road ‘Karawhe Road’

If the Board do not agree with the request in the current application the Board should recommend to Council that the request be declined and the road remain as ‘Waa Hoterene Road’ Matawaia.

Option 3: Leave the request to lie on the table

If the Board felt there was insufficient information to make a decision it could leave the report to lie on the table while awaiting further detail. If this was the view of the Board, it would need to articulate what additional information it would find useful to make a recommendation to Council.

The recommendation of staff in this report is Option 1.

Reason for the recommendation

The proposed name is not a duplicate of an existing road within the district. Land information New Zealand and Northland Transport Alliance staff have no objection to the proposed name. It is a unique name to the district and recognises heritage of the area and meets the requirements of the police and New Zealand Addressing Standards.

3) Financial Implications and Budgetary Provision

There are no financial implications to Council. The costs for road signage and installation will be met by the applicant.

Attachments

1. Letter from Kui Croft, Karawhe Road, Matawaia - A2890602 ⇩

2. Application for Road Renaming - Karawhe Road, Matawaia - A2890634 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This report is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Council’s Road Naming and Property Numbering Policy #2125.
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 local issue hence the report being before the Bay of Islands-Whangaroa Community Board for consideration. The report asks the Board to make a recommendation to Council though as they have the delegation to rename a road.
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.	This request has come from a Whanau Trust on the land.
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.	The Roading team have been informed and have no objections.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications have been assessed and budgetary provision has been made.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

7.4 Request to Name Private Road off 82 Rainbow Falls Road Kerikeri

File Number: A2936488

Author: Selina Topia, Roading Support Officer

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

Purpose of the Report

To seek approval from the Bay of Islands-Whangaroa Community Board to officially name a private road.

Executive Summary

Council has received a road naming application to name a private road addressed at 82 Rainbow Falls Road Kerikeri. Community Boards have delegated authority to name private roads.

Recommendation

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Leatham Terrace that is currently addressed at 82 Rainbow Falls Road Kerikeri as per map (A2936420).

1) Background

Sally Cottle from the Quail Ridge Country Club has advised that this is a private road created by a sub-division addressed at 82 Rainbow Falls Road Kerikeri.

Community Boards have delegated authority to name private roads.

The name Leatham is after Mr. Allen Raymond Leatham who was a war hero who survived a failed escape from the Nazi's and then survived the 'thousand-mile forced march' from Poland to Germany in appalling winter conditions during the second world war. Don and Jill Cottle who are the owners of the Country Club where this road is situated, named their son after Mr. Allen Leatham.

The background for these names is given also as per the road naming application attached (A2936418).

2) Discussion and Options

Their suggestion is as follows:

1. Leatham Terrace

The Roading team has no objections.

Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

3) Financial Implications and Budgetary Provision

There 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 - Document number - A2936418 ⇩

2. Map - Document number - A2936420 ⇩

3. Schedule - Document number - A2936443 ⇩

4. LINZ approval - Document number - A2937882 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is the naming of a private road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	No district wide relevance and the Community Board have the delegated authority to approve road names.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	There are currently no property owners as this is a new subdivision.
State the financial implications and where budgetary provisions have been made to support this decision.	Costs associated with the erection of road name signs will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

7.5 Item Left to Lie on the Table - Statement of Community Board Fund Account as at 30 June 2020

File Number: A2935392

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 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.

Attachments

1. Statement of Bay of Islands-Whangaroa Community Board Fund Account as at 30 June 2020 - A2937930 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 2020

7.7 Funding Applications

File Number: A2861896

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 3 September 2020 meeting.

Executive Summary

· The Bay of Islands-Whangaroa Community Board has $152,374 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.

· Three applications for funding have been received, requesting a total of $10,682.

· One of the three applications is a resubmission (Jacman Entertainment Ltd – Hullabaloo Children’s Festival, Paihia Movies), as the applicant has further information, they would like the Board to consider.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) approves the sum of $3,450 (plus GST if applicable) be paid from the Board’s Community Fund account to Russell Baptist Church for costs towards new water tank 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:

a) approves the sum of $2,232 (plus GST if applicable) be paid from the Board’s Community Fund account to Whangaroa Health Services Trust for costs towards community garden seating 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:

a) 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 Festival – Paihia Movies 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.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 September 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. BOIWCB - Application - Russell Baptist Church - A2938176 ⇩

2. BOIWCB - Application - Whangaroa Health Services Trust - A2938178 ⇩

3. BOIWCB - Application - Hullabaloo Movies (resubmission) - A2938173 ⇩

Compliance schedule:

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

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

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

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

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

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

Date	Meeting
29/07/2020	Kerikeri Domain Governance Workshop – Chambers
30/07/2020	Kaheka Point – Interested Hapu
30/07/2020	Matariki Celebrations (postponed) Kaeo Primary School
04/08/2020	Kaeo Sports Domain/Rugby AGM
05/08/2020	Kaheka Point with interested Hapu – Whangaroa Viliage Hall
05/08/2020	Whangaroa Villiage Hall AGM – great meeting
06/08/2020	CB BaySport Waipapa
10/08/2020	Phone with staff ongoing issue with residents encroachment on Council road
12/08/2020	Whispers Copy
12/08/2020	Whangaroa Memorial Hall (kaeo) Committee
13/08/2020	Kaeo Service Centre RFS replies etc
14/08/2020	Kaeo Service Centre meet with locals and more RFS

RFS-4027683	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!!!
RFS-4020659	Lake Manuwai bollards	Hoons have removed one.
RFS-4020669	Slipage on Omaunu Rd. taking	Slipage on Oamaunu Rd. taking fence with it

Community Fund Account balance as at 01 July 2020	$194,572.00
· Less funds granted and uplifted to 31 July 2020	$0.00
· Less funds not uplifted from 2 July 2020 for National Street Rod Association and Rangatahi Ora Roa	$4,410.00
Community Fund Account balance as at 31 July 2020	$190,162.00

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Russell Baptist Church	Water supply for community centre	$3,450 (53%)	$3,450	The current water supply to the community centre, which is well-used is non-potable – the church would like to replace it to ensure security of supply and reduce costs incurred buying in potable water for events.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Whangaroa Health Services Trust	Picnic table & seating for community garden	$2,232 (31%)	$2,232	The Trust would like to provide seating in the community garden, particularly for the elderly and mobility impaired.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Jacman Entertainment Ltd	Hullabaloo Movies - Paihia	$5,000 (19%)	$5,000	This is a resubmission of an application from last month – the applicant has supplied further background information about their event. (refer to page 3 in the application).	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event

Time:	10.00 am
Location:	Baysport Pavillion, Harmony Lane, Waipapa