Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 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
Rachel Smith (Partner)	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member and Treasurer

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2020

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

File Number: A2991370

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 1 October 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. 2020-10-01 Bay of Islands-Whangaroa Community Board Minutes [A2967729] - A2967729 ⇩

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

5 November 2020

MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Baysport Pavillion, Harmony Lane, Waipapa
ON Thursday, 1 October 2020 AT 10.00 am

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

STAFF PRESENT: Shaun Clark, Kim Hammond, Kathryn Trewin

1 Karakia Timatanga – Opening Prayer

Lane Ayr opened the meeting with a karakia.

2 Apologies and conflicts of Interest

RESOLUTION 2020/81

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

That the apologies from Manuwai Wells, and Rachel Smith be accepted.

Carried

NOTE: Manuela Gmuer-Hornell and Lane Ayr declared potential conflict in relation to the Sailing Week Funding Application.

3 Public Forum

4 Deputations

Charlotte Boss spoke on behalf of Far North Environment Centre regarding item 7.4 Funding Applications.

Jaspal Singh spoke on behalf of Arogya Mantra regarding item 7.4 Funding Applications.

Mieke Ward spoke on behalf of Baysports Inc. regarding 7.4 Funding Applications.

5 Speakers

Jackie Matthews spoke on behalf of Bay of Islands Animal Rescue Trust item 7.4 Funding Applications.

Shirley Ayers spoke on behalf of Kerikeri Baptist Community Centre regarding item 7.4 Funding Applications.

Jenny Jackson spoke on behalf of Kairos Connection Trust, Busy Bees item 7.4 Funding Applications.

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A2957857, pages 9 - 16 refers.

Resolution 2020/82

Moved: Member Frank Owen

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 3 September 2020 are a true and correct record.

Carried

7 Reports

7.1 Chairperson and Members Report

Agenda item 7.1 document number A2957853, pages 17 - 29 refers.

Resolution 2020/83

Moved: Member Bruce Mills

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 Owen.

Carried

7.2 Statement of Community Board Fund Account as at 31 August 2020

Agenda item 7.2 document number A2952362, pages 30 - 31 refers.

motion

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 August 2020”.

Amendment

Moved: Chairperson Belinda Ward

Seconded: Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board request the funds not uplifted by Kerikeri Open Arts Studios be returned to the Community Board Fund Account.

Amendment

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board request the funds not uplifted by Resilient Russell Charitable Trust be returned to the Community Board Fund Account.

The amendments became the substantive motion.

RESOLUTION 2020/84

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board:

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

b) request the funds not uplifted by Kerikeri Open Arts Studios be returned to the Community Board Fund Account.

c) request the funds not uplifted by Kerikeri Open Arts Studios be returned to the Community Board Fund Account.

Carried

7.3 Project Funding Reports

Agenda item 7.3 document number A2861829, pages 32 - 38 refers.

Resolution 2020/85

Moved: Member Bruce Mills

Seconded: Member Dave Hookway

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

a) Kerikeri Baptist Church Busy Bees

b) Business Paihia – Christmas Parade

Carried

7.4 Funding Applications

Agenda item 7.4 document number A2861897, pages 39 - 125 refers.

motion

Moved: Chairperson Belinda Ward

Seconded: Member Lane Ayr

a) 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 Business Paihia for costs towards Paihia Christmas Parade 2020 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

b) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaeo Christmas Parade and Festival Committee for costs towards Kaeo Christmas Parade 2020 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

c) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Lions Club for costs towards Kerikeri Christmas Parade 2020 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

And note that this funding is granted subject to confirmation from Broadspectrum sponsorship of the road traffic management. If Broadspectrum do not cover the road traffic management then the Board will pay out a further $2,500.

d) That the Bay of Islands-Whangaroa Community Board approves the sum of $3,311 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Animal Trust for costs towards Bark in the Park 2021 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

e) 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 BaySports Inc for costs towards refurbishment of the stadium 2021 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

f) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,750 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Sailing Week for costs towards promotion of the event to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

g) 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 Kairos Connection Trust – Busy Bees for costs towards Busy Bees Knitting Group to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

h) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,100 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Sports Complex for costs towards CCTV installation to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

i) That the Bay of Islands-Whangaroa Community Board approves the sum of $4,982 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Baptist Community Centre for costs towards building extension and toilet upgrade to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

j) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Arogya Mantra for costs towards Diwali celebrations in Kerikeri to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

k) That the Bay of Islands-Whangaroa Community Board uplifts the updated report from the Far North Environment Centre that was left to lie on the table at the meeting in July 2020 and approves the sum of $3,337 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Environment Centre for costs towards 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

l) That the Bay of Islands-Whangaroa Community Board approves the sum of $1,174.41 (plus GST if applicable) remaining from funds granted in September 2019 be retained by the Eddie Trust and used towards a second eight-week course of New Zealand Sign Language Clases to be held in Kawakawa/Kerikeri/Kaeo from 19 October 2020 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

AMENDMENT

i. and that the Bay of Islands-Whangaroa Community Board is recognised in the public advertising, leading up to and on the day, of the event with the use of the community board logo.

ii. and that Kerikeri Lions Club must provide a second signatory

e) That the Bay of Islands-Whangaroa Community Board leave the item to lie on the table until a report from Council is received, and that a letter is drafted by the Bay of Islands-Whangaroa Community Board to Council highlighting the current model at BaySports Inc. as originally designed by Council is flawed, and recommend to Council that a review of the current funding model, which includes infrastructure and operating expenses, is required

h) That the Bay of Islands-Whangaroa Community Board decline the sum of $2,100 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Sports Complex for costs towards CCTV installation and recommend they apply for funding in the Long Term Plan as it is a Council owned asset.

Against: Frank Owen, Belinda Ward

i) That the Bay of Islands-Whangaroa Community Board decline the sum of $4,982 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Baptist Community Centre for costs towards building extension and toilet upgrade to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

j) That the Bay of Islands-Whangaroa Community Board approves the sum of $1,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Arogya Mantra for costs towards Diwali celebrations in Kerikeri to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

k) That the Bay of Islands-Whangaroa Community Board:

i. uplifts the updated report from the Far North Environment Centre that was left to lie on the table at the meeting in July 2020.

ii. and decline the sum of $3,337 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Environment Centre for costs towards Timebank Membership Support of the Kaipatiki Eco-Hub to support Community Outcomes.

Dave Hookway left the meeting at 2:38.

The amendments became the substantive motion.

RESOLUTION 2020/86

a) 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 Business Paihia for costs towards Paihia Christmas Parade 2020 to support Community Outcomes.

i. and that the Bay of Islands-Whangaroa Community Board is recognised in the public advertising, leading up to and on the day, of the event with the use of the community board logo.

b) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaeo Christmas Parade and Festival Committee for costs towards Kaeo Christmas Parade 2020 to support the following Community Outcomes:

i. and that the Bay of Islands-Whangaroa Community Board is recognised in the public advertising, leading up to and on the day, of the event with the use of the community board logo.

c) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Lions Club for costs towards Kerikeri Christmas Parade 2020 to support the Community Outcomes.

i. and that the Bay of Islands-Whangaroa Community Board is recognised in the public advertising, leading up to and on the day, of the event with the use of the community board logo.

ii. and that Kerikeri Lions Club must provide a second signatory

e) That the Bay of Islands-Whangaroa Community Board leave the item to lie on the table until a report from Council is received, and that a letter is drafted by the Bay of Islands-Whangaroa Community Board to Council highlighting the current model at BaySports Inc. as originally designed by Council is flawed, and recommend to Council that a review of the current funding model, which includes infrastructure and operating expenses, is required.

f) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,750 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Sailing Week for costs towards promotion of the event to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

Abstained: Manuela Gmuer-Hornell

g) 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 Kairos Connection Trust – Busy Bees for costs towards Busy Bees Knitting Group to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

h) That the Bay of Islands-Whangaroa Community Board decline the sum of $2,100 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Sports Complex for costs towards CCTV installation and recommend they apply for funding in the Long Term Plan as it is a Council owned asset.

Against: Frank Owen, Belinda Ward

i) That the Bay of Islands-Whangaroa Community Board decline the sum of $4,982 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Baptist Community Centre for costs towards building extension and toilet upgrade to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

j) That the Bay of Islands-Whangaroa Community Board approves the sum of $1,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Arogya Mantra for costs towards Diwali celebrations in Kerikeri to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

k) That the Bay of Islands-Whangaroa Community Board:

i. uplifts the updated report from the Far North Environment Centre that was left to lie on the table at the meeting in July 2020.

ii. and decline the sum of $3,337 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Environment Centre for costs towards Timebank Membership Support of the Kaipatiki Eco-Hub to support Community Outcomes.

l) That the Bay of Islands-Whangaroa Community Board approves the sum of $1,174.41 (plus GST if applicable) remaining from funds granted in September 2019 be retained by the Eddie Trust and used towards a second eight-week course of New Zealand Sign Language Clases to be held in Kawakawa/Kerikeri/Kaeo from 19 October 2020 to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable
ii) Proud, vibrant communities

Carried

7.5 Rural Travel Funding - Applications Summer Round 2020/21

Agenda item 7.5 document number A2862170, pages 126 - 154 refers.

Resolution 2020/87

Moved: Member Lane Ayr

Seconded: Member Manuela Gmuer-Hornell

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

a) BOI Amateur Swimming Club $2000

b) Russell Bowling Club $450

c) Bream Bay Swimming Club Northern Squad $1500

d) Kerikeri Cricket Club $2000

e) Kerikeri High School $1500

f) Russell Sports Club $575

Total $8025

Carried

7.6 Long Beach Road Seat Donation

Agenda item 7.6 document number A2935072, pages 155 - 157 refers.

Resolution 2020/88

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Bruce Mills

That the Bay of Island-Whangaroa Community Board:

a) accepts the donation of a seat from Russell Review, subject to completion of the Public Art and Memorial Application Form.

b) approves the installation of the seat outside the Russell Cemetery, Long Beach Road, Russell.

Carried

8 Meeting Close

9 KARAKIA WHKAMUTUNGA – CLOSING PRAYER

Manuela-Gmuer-Hornell closed the meeting with a karakia.

The Meeting closed at 2:57 pm.

The minutes of this meeting were confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 5 November 2020.

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

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2020

8 Reports

8.1 Chairperson and Members Report

File Number: A2991924

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 Owen.

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 5 November 2020 - A2992026 ⇩

2. Manuela Gmuer-Hornell - Member Report 5 November 2020 - A2992098 ⇩

3. Bruce Mills - Member Report 5 November 2020 - A2992128 ⇩

4. Frank Owen - Member Report 5 November 2020 - A2992137 ⇩

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

5 November 2020

COMMUNITY BOARD MEMBER’S REPORT

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

Member Name: Belinda Ward

Subdivision: Paihia

Date: 17th September 2020 - 18th October 2020

REPORT

1) Meetings

Date:

17/09/20 FNDC LTP Depreciation Workshop (am) - Kaikohe

FNDC DP Rural Environment Soils & Mapping Workshop (pm) - Kaikohe

18/09/20 BOIW-CB Strategic Plan Workshop (am) - Te Putahitanga Kerikeri.

FNDC Big Ideas Lab (pm) - Virtual.

21/09/20 BOI-W CB Agenda Preview October Meeting - Virtual

22/09/20 Organizing Election Signage/ booths etc - Paihia War Memorial Hall

23/09/20 FNDC LTP Workshop - Kaikohe

24/09/20 FNDC Council Meeting - Kaikohe

01/10/20 BOI-W CB Meeting - Baysport Waipapa.

07/10/20 Destination Management Workshop Summary - Paihia War Memorial Hall

08/10/20 FNDC LTP Workshop Infrastructure & Financial Strategies - Kaikohe

09/10/20 Attended Te Hononga opening - Kawakawa

13/10/20 FNDC LTP Workshop - Kaikohe

14/10/20 FNDC DP Workshop Capital - Kaikohe

15/10/20 FNDC Big Ideas Lab (am) - Kaikohe

FNDC LTP Workshop Statement of Service Provision (pm) - Kaikohe

16/10/20 Met with Kerikeri landlord re tree issues in Kerikeri CBD - Cathay Cinema

Coffee catch up with CB members Owen & Gmuer-Hornell

2) Issues

CEO Shaun Clarke attended BOI-W CB October meeting. A lengthly discussion took

place with all members present expressing their frustrations with the current

processes. As a result, a number of virtual meetings have taken place with the 3 CB

Chairs, Cr reps on CB's, Mayor & Deputy Mayor. A 10 point Community Board

Enabling Plan is underway in conjunction with Democracy Services & this will form

part of the discussion at the combined CB meeting on 22nd October.

Trip issues for visually impaired in front of Paihia war memorial Hall. Complainant to

lodge RFS.

Problems with trees around the CBD of Kerikeri are being addressed by staff with 2 requiring urgent removal. One is outside the Fire Station & the other outside REAL. Further reports will be coming to the CB relating to other trees in the area.

3) Resources Consents

RC 2300228 - RMACOM
Proposal for a new 4 level mixed-use commercial building, associated earthworks, services & access & unit title subdivision 30,32,34 Selwyn Road Paihia.

4) Requests for Service

RFS: 4022696 28/08/20 Erosion & surface water on Te Haumi foreshore. In Progress

RFS: 3975787 18/12/19 Bledisloe Domain Lighting - Renewel works programmed for this financial year end June 2020. In Progress

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

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

RFS: 3717930 01/10/15 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

5 November 2020

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Manuela Gmuer-Hornell

Subdivision: Opua – Russell

· Date: 19 October 2020

Meetings

Date	Meeting
19/10/2020	Workshop Strategic Plan
01/10/2020	Community Board Meeting – Kerikeri/Waipapa

Issues/Feedback – nothing has changed since last month!

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

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

The community board has commenced the review of its Strategic Plan; it seems this process is pushed and lead by management. As a new member of the board, I find this process intimidating and inappropriate. It shows how little influence a community board has as part of FNDC.

The contract for the Russell Transfer Station has been extended instead of being advertised and renewed. It is disappointing as the community shows strong interest to implement a different model for the Russell transfer station.

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 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

RC2300143 – 38 Russell Heights Road, Russell

Requests for Service/Information

11/02/2020	RFS-3995322	extra street light Pomare/Florance	Added to strategic plan
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
16/06/2020	RFS- 4010838	several roads in Russell need drains cleaned out after first heavy downpour	Matauwhi Bay Road 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	collapsed drains etc	Brind Road - ongoing for years – since 2016	No reply
24/06/2020	RFS-4012199	erosion by Long Beach Road Side	Long Beach Road	Cones placed!
10/07/202	RFS- 4014411	Slips	Te Wahapu	Cones placed!
24/08/202	RFS-4021868	Matauwhi Bay	Pohutukawa eroded	Referred to NRC????
24/08/2020	RFS-4021868	Zig Zag Walk Way	Tree Fallen	Waiting for the next big wind?
08/09/2020	RFS-4024491	Beach access eroded	Jacks Bay	Referred IA
10/09/2020	RFS-4025200	Arcadia Lodge	Lemon Track erosion	Referred to roading and added to 4011525
21/09/2020	RFS-4026086	Sewage Plant Russell	Overflows	Awaiting urgent reply
6/10/2020	RFS-4028271	Russell Township Maintance

In progress

· Robertson Street Stormwater Project to be completed – now a big slip has developed and the retaining wall to stop more private land slipping is now work in progress.

· 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) and this is still NOT solved, and here comes the summer season again

· House build planning breach – Chapel St Russell – property has sold – July 2020 – work has restarted

· Footpath Kellet Street – Opua School – been approved but not carried out – after been promised to be finished by September it is now “scheduled” for January 2021

· Petition Okiato Boundary for paper road RFS-3996575 – tabled at CB meeting 9/12.19 – cost to be carried by petitioners? Several Police interference and still no result from FNDC

· 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

· Speed Limit Review

· Contract for Russell Transfer Station to be officially tendered

· Maintenace in Russell Township to be outsourced to a local community group

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2020

8.4 Funding Applications

File Number: A2861898

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 5 November 2020 meeting.

Executive Summary

1. The Bay of Islands-Whangaroa Community Board has $132,101 unallocated funding available for the 2020/21 financial year.

2. Bay of Islands-Whangaroa Community Board has an additional $33,333 place making funding available for the 2020/21 financial year.

3. Eight applications have been received, requesting a total of $44,205.

Recommendation

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 Kaeo Festival Group for costs towards Nga Purapura 2021 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 $3,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Tennis Club for costs towards resurfacing the tennis courts 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 declines to fund the application from KOAST for the outfitting of a public art gallery.

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 Northland Coastguard Air Patrol Inc for costs towards refurbishment of the operations base at Kerikeri airport 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 $2,000 (plus GST if applicable) be paid from the Board’s Community Fund account to New Zealand Red Cross for costs towards Paihia volunteer knitting group 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 $3,900 (plus GST if applicable) be paid from the Board’s Community Fund account to Towai-Maromaku Vision Group for costs towards community road signage 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 $1,739 (plus GST if applicable) be paid from the Board’s Community Fund account to Whangaroa Health Services Trust for costs towards fitness equipment for a community gym 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 Whangaroa County Museum and Archives for costs towards annual operating expenses 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.

2) Discussion and Options

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Kaeo Festival Group	Nga Purapura 2021	$6832 (30%)	$3000	The Board has previously assisted with the costs in 2017 ($2796), 2018 ($3135) and 2019 ($3100).	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Kerikeri Tennis Club	Tennis court surface replacement	$3000 (4%)	$3000	The facilities are well-used and supported by the wider community. This is the first application received from the club.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
KOAST	Outfitting of a public gallery	$5439 (19%)	It is recommended the Board decline to fund this application	The artists collective KOAST has the opportunity to establish a permanent gallery at the Old Packhouse Market for artists to sell their works. The Community Grant Policy (page 5, section 12) states commercial activities and projects on private property are not eligible for funding, unless of direct benefit to the community. This gallery is of direct benefit to the contributing artists, not the wider community at large, and this application is therefore ineligible.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Northland Coastguard Air Patrol Inc	Operations Room refurbishment	$5000 (48%)	$5000	The current facilities were established 15 years ago and require upgrading, including kitchen, toilet and meeting room facilities for the volunteers to use.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
NZ Red Cross Inc	Paihia volunteer knitting group	$2000 (50%)	$2000	The Paihia volunteer knitting group provide knitted goods for babies and children in the Paihia area.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development
Towai-Maromaku Vision Group	Community road signage	$3900 (48%)	$3900	The Towai-Maromaku Community Plan Vision Group are working together to improve their community, including establishing a market to showcase local talents, particularly for those who have lost employment because of Covid-19. They have also agreed to host at least one official America’s Cup FanZone in 2021. These signs will help with the visibility of their community to passers-by and help lift local morale post Covid.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Whangaroa Health Services Trust	Fitness equipment for community gym	$1739 (8%)	$1739	This equipment will be used by local residents to improve their physical health.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Whangaroa County Museum and Archives	Museum operating expenses	$16,295 (100%)	$5,000	The Board has previously assisted with operating expenses in 2017 and 2018 ($5000 each year).	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 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 - Kaeo Festival Group - A2982541 ⇩

2. BOIWCB - Application - Kerikeri Tennis Club - A2982549 ⇩

3. BOIWCB - Application - KOAST - Creative Gallery - A2982563 ⇩

4. BOIWCB - Application - Northland Coastguard Air Patrol Inc - A2982570 ⇩

5. BOIWCB - Application - Red Cross Knitting - A2982580 ⇩

6. BOIWCB - Application - Towai - Maromaku Vision Group - A2982601 ⇩

7. BOIWCB - Application - Whangaroa Health Services Trust - A2982625 ⇩

8. BOIWCB - Application - Whangaroa County Museum & Archives - A2982680 ⇩

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.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2020

8.5 Setting of 2021 Meeting schedule

File Number: A2990807

Author: Casey Gannon, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

To allow the Community Board to set their meeting dates for the 2021 calendar year.

Executive Summary

· Each Community Board is responsible for setting their own meeting dates.

· The Community Board have previously held meetings on the first Thursday of each month.

· Council adopted its formal meeting calendar 29 October 2020.

· This report recommends the Board meet, continuing their meeting pattern of 2020.

Recommendation

That the Bay of Islands-Whangaroa Community Board adopt the following meeting dates:

· 4 February 2021

· 4 March 2021

· 1 April 2021

· 6 May 2021

· 3 June 2021

· 8 July 2021

· 5 August 2021

· 2 September 2021

· 7 October 2021

· 11 November 2021

· 2 December 2021

1) Background

The Local Government Act (LGA) requires a local authority to hold meetings that are necessary for the good governance of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGA or LGOIMA requires a local authority to schedule meetings a year in advance, however it is considered good practise throughout New Zealand.

Council reserve 28 October of each year, as a non-Council meeting day, in recognising the signing of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand, as the National day set aside to observe New Zealand Wars.

Community Boards are required to set their own meeting dates, so long as they are not in conflict to Council meetings.

2) Discussion and Options

This report recommends that the Bay of Islands-Whangaroa Community Board continue to meet on the first Thursday of each month with the exceptions of July and November when there is Council meetings on the first Thursday.

The formal meeting calendar adopted by Council was that Council and Committee meetings would be held on 6 weekly rotation and that Executive Review Committees would be held monthly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops. A copy of this calendar is attached for information.

Discussion was had with the Chairperson to gauge interest of the Boards intent for 2021 meetings. It was understood that while there were discussions about holding meetings 6 weekly, the majority would like to see meetings continue to be held monthly.

Community Board meeting dates were included in the calendar adopted by Council, not for adoption but to signal the dates that meetings might be scheduled for.

Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.

Boards are also encouraged to meet informally outside of the formal meeting schedule to touch base or conduct workshops to discuss various matters.

Reason for the recommendation

To adopt a schedule of meetings for the 2021 calendar year.

3) Financial Implications and Budgetary Provision

There is a cost in supporting meetings, and these are covered within operational budgets.

Attachments

1. 2021 Proposed Meeting Calendar - Bay of Islands - Whangaroa Community Board - A2994938 ⇩

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 matter is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no particular implications for Māori.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	This report does not have any implications on persons identified in legislation.
State the financial implications and where budgetary provisions have been made to support this decision.	Financial implications are covered within operational budgets.
Chief Financial Officer review.	The CFO has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

5 November 2020

8.6 Ti Point Reserve, Waitangi - REMOVAL OF CONTAINER

File Number: A2985895

Author: Nina Gobie, Team Leader - Facilities Operations

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

Purpose of the Report

To request the Bay of Islands-Whangaroa Community Board endorse the request to remove the 20-foot container and deck illegally placed on Ti Point, Waitangi by Mr. Hone Mihaka.

Executive Summary

· In January 2020, a 20-foot shipping container was placed on unformed legal road on Ti Point, Waitangi without Council’s approval or consent.

· The site is a raised grass area of unformed legal road, and is used annually, as applied for and approved to host Waitangi events every February.

· The container has been fitted out for commercial purposes and was to house the Taiamai Tours business operated by Mr. Hone Mihaka.

· Several complaints have been received concerning the container.

· Numerous discussions have been had to try and resolve this issue, including consideration of alternative sites and the involvement of Far North Holdings Limited, without success.

· The Local Government Act s163 authorises the Council to request the removal of works in breach, while s164 gives Council the right to seize property not on private land.

· A letter dated 6 August 2020 requesting the container be removed by 1 September 2020 was disregarded.

· The container remains on site.

Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) endorse the removal of the 20-foot shipping container and deck from Ti Point, Waitangi by 27 November 2020.

1) Background

Early January 2020, Council received notification that a 20-foot container was placed on Ti Point (road reserve), Waitangi by Mr. Mihaka without Council approval.

Correspondence with Mr. Mihaka indicated there may have been previous discussions in 2019 concerning this request; however, a copy of this correspondence has not been provided. Also, correspondence has identified the intention to continue to use Ti Point for the purpose of operating the waka tours business from the container and that Mr. Mihaka believed he had registered his interest and that the application was approved. This approval was also not confirmed.

Mr. Mihaka has also stated that initially his intention was to place the container on the reserve short-term for the storage of equipment and as a booking office over the 2019/20 Summer season. However, as a result of discussions with others from the Maori tourism sector, opportunities were identified with the idea to develop a Maori tourism hub that would support and celebrate existing tourism businesses and promote the development and growth of new Maori tourism ventures, working alongside Waitangi (Te Tii) Marae Maori Markets who were focused on the economic benefits of the cruise ship visits.

Mr. Mihaka has indicated he has the support of the local Hapu, Ngati Rahiri and Ngati Kawa.

However, during the 2020 Waitangi events, as a result of the container a situation occurred between Mr. Mihaka and representatives from Ngati Rahiri Maori Komiti that required the intervention of Council staff and the Police. The outcome was that the container did not open for business while the event organisers held events around the container.

Further, there have been several complaints received by Council concerning the placement of this container.

Should the container remain on site a temporary ‘Licence to Occupy’ (LTO) will be required. The appropriateness of which will still need to be assessed and, as this is deemed a commercial operation, the cost would be valued on current market values.

However, the container remaining on site continues to be of concern and discussions to date have involved the Bay of Islands-Whangaroa Community Board Chair, representatives from Far North Holdings Ltd (FNHL), and Council staff including Legal Services, IAM and Te Hono.

Discussions with FNHL involved possible opportunities with the Paihia Waterfront development.

As a result of there being no progress concerning the container, Mr. Mihaka was sent a letter dated 6 August 2020 requesting the container be removed by 1 September 2020.

In response to this letter Mr. Mihaka replied by email on 7 October 2020 highlighting concerns he had with “a number of businesses in and around the Bay of Islands that have set up illegally on the foreshore and council reserve over the last 25 years and they have been able to stay where they are.”

2) Discussion and Options

An application has not been approved for the siting of the container in its current location.

The Local Government Act as per s163 gives Council the right to request the removal of works in breach of bylaws and s164, the right to seize property not on private land.

As per the letter dated 6 August 2020 requesting the container and deck be removed, it is still Council’s intention to enforce this, however, extend the ‘by date’ to 27 November 2020.

This matter has several risks mainly associated with how current ‘Licenses to Occupy’ (LTO) and illegal occupation of Council land / reserves have been processed and approved previously.

It is acknowledged the issues raised by Mr. Mihaka in his email dated 7 October 2020 and that some of these are being worked through.

However, the placement of the container on Ti Point, Waitangi was not approved. Council has received several complaints concerning this situation and that there are options being discussed concerning the Paihia Waterfront development.

Ngati Rahiri Maori Komiti has also applied to use this site again to host 2021 Waitangi events and requested the container be removed.

Therefore, the options are:

Option 1:

Approve the container on site for the purpose of the Taiamai Tours business by way of a License to Occupy (LTO) based on a commercial rental for a specified period or until a site has been allocated as part of the Paihia Waterfront development.

Inform Ngati Rahiri Maori Komiti that their event application (and any other event organisers requesting use of Ti Point, Waitangi) that they will be approved based on the container and deck staying in place and operating as approved.

Complainants informed of this decision.

Option 2:

Request the removal of the container by 27 November 2020.

Reason for the recommendation

To endorse the removal of the container and deck from Ti Point (road reserve), Waitangi as has been supported by those involved to date as per the letter to Mr. Mihaka dated 6 August 2020.

3) Financial Implications and Budgetary Provision

At this stage there are no financial implications. However, should Mr. Mihaka agree to remove the container, Council has offered to assist with the cost of relocating the container to an approved site within the Bay of Islands catchment – estimated to be no more than $2000.

Attachments

1. Letter - Hone Mihaka - container Ti Point Waitangi (August 2020) - A2992704 ⇩

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Local Government Act s163 – Removal of works in breach of bylaws
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.	Interest specific to the BOI-Whangaroa Community Board. The Chair has been involved in the discussions and correspondence to date.
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.	Te Hono staff have been involved in the discussions with key stakeholders and negotiations with Mr. Mihaka.
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.	As above including Far North Holdings Ltd and the Chair of the Community Board
State the financial implications and where budgetary provisions have been made to support this decision.	Maximum $2000 should Council need to assist with the container’s removal costs.
Chief Financial Officer review.	Acting Chief Financial Officer has reviewed this report in the absence of Chief Financial Officer.

Date	Meeting
30/09/2020	Phone discussion with DHB re: Kaeo water supply – pump out previous day
01/10/2020	CB Waipapa
07/10/2020	Phone discussion with FNHL Chris Galbraith re: car parking at boat ramps
08/10/2020	Hullaballoo at Totara North Hall, children and grandparents loved it!
09/10/2020	Phone discussion with NZTA Tim Elliot re: submissions for proposed pedestrian crossing in Kaeo.
14/10/2020	Whangaroa Whispers copy
14/10/2020	Update on Whangaroa issues with Eljon Fitzgerald

Community Fund Account balance as at 01 July 2020	$194,572.00
· Plus uncommitted funds from 2019-20 carried forward	$3,738.09
· Less funds granted and uplifted to 30 September 2020	$5,500.00
· Less funds not uplifted from 2 July 2020 for Rangatahi Ora Roa	$1,410.00
· Less funds not uplifted from 6 August 2020 for Jacman Entertainment Ltd and Ngati Rahiri Māori Komiti	$2,955.00
· Less funds not uplifted from 3 September 2020 for Russell Baptist Church	$3,450.00
Community Fund Account balance as at 30 September 2020	$184,995.09

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