Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 December 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

3 December 2020

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3010690

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 5 November 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. 2020-11-05 Bay of Islands-Whangaroa Community Board Minutes - A3001122 ⇩

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 December 2020

MINUTES OF
BAY OF Islands-Whangaroa Community Board Meeting
HELD AT Baysport Pavillion, Harmony Lane, Waipapa
ON Thursday, 5 November 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

IN ATTENDANCE: Councillor David Clendon, Councillor Kelly Stratford

1 Karakia Timatanga – Opening Prayer

All members opened with the opening prayer.

2 Apologies and conflicts of Interest

Nil

3 Public Forum

Hone Mihaka spoke on behalf of Taimai Tours Heritage Journeys in regard to Item 8.6 - Ti Point Reserve, Waitangi Removal of Container.

Hinewhare Harawira spoke on behalf of Ngati Rahiri Maori Komiti in regard to Item 8.6 - Ti Point Reserve, Waitangi Removal of Container.

Waireti Paora spoke on behalf of Ngati Rahiri Maori Komiti in regard to Item 8.6 - Ti Point Reserve, Waitangi Removal of Container.

Wiremu Tane spoke in regard to Item 8.6 - Ti Point Reserve, Waitangi Removal of Container.

Dr. Mary-Anne Baker spoke in regard to Item 8.6 - Ti Point Reserve, Waitangi Removal of Container.

Attachments tabled at meeting

1 Tabled Document - Ti Point Map and Pictures

The meeting was adjourned for a break from 11:10 am to 11:25 am.

motion – spreaking rights for Councillor David Clendon

Resolution 2020/109

Moved: Chairperson Belinda Ward

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board welcome Councillor Clendon and that he be permitted to speak during member debate.

Carried

NOTE: Rachel Smith will abstain from voting until the role of councillors on community boards is more clearly defined.

4 Deputations

Eljon Fitzgerald spoke on behalf of Future Whangaroa.

5 Speakers

Hannah Hunter spoke on behalf of Nga Purapura, Item 8.4 Funding Applications.

Rachel Palmer spoke on behalf of KOAST, Item 8.4 Funding Applications.

Andrew Crerghton and Jan Kennedy spoke on behalf of Northland Coastguard Air Petrol, Item 8.4 Funding Applications.

Morgan Horsford spoke on behalf of Towai/Maromaku Vision Group, Item 8.4 Funding Applications.

Olive Sheperd spoke on behalf of Whangaroa Museum, Item 8.4 Funding Applications.

6 Reports

6.1 Ti Point Reserve, Waitangi - Removal of Container

Agenda item 8.6 document number A2985895, pages 113 - 118 refers.

resolution 2020/110

Moved: Member Lane Ayr

Seconded: Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board:

a) receive the report, and;

b) request an update from staff at the next meeting with progress and/or resolution on this matter.

carried

Abstained: Rachel Smith

The meeting was adjourned from 1:35 pm to 2:16 pm.

Member Rachel Smith left the meeting at 2:15pm.

7 Notice of Motion

7.1 Notice of Motion - Public Access to Tapu Point Okiato

Agenda item 6.1 document number A2991064, pages 10 - 17 refers.

Resolution 2020/111

Moved: Manuela Gmuer-Hornell

Seconded: Lane Ayr

That Bay of Islands-Whangaroa Community Board recommend that Council:

a) reviews the public access to Tapu Point, Okiato via unformed paper road, and;

b) identify the boundaries by survey and erect appropriate signage to officially mark the public access to Tapu Point, Okiato via unformed paper road.

carried

Abstained: Rachel Smith

Attachments tabled at meeting

Tabled Document - Item 6.1 Notice of Motion Okiato Petition Map

Rachel Smith returned to the meeting returned at 2:26 pm.

8 Confirmation of Previous Minutes

8.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A2991370, pages 18 - 27 refers.

resolution 2020/112

Moved: Chairperson Belinda Ward

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 1 October 2020 are a true and correct record with amendments.

carried

Abstained: Manuwai Wells and Rachel Smith

9 Reports continued

9.1 Chairperson and Members Report

Agenda item 8.1 document number A2991924, pages 28 - 36 refers.

resolution 2020/113

Moved: Chairperson Belinda Ward

Seconded: Member Bruce Mills

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.

carried

Abstained: Rachel Smith

motion – acceptance of Member Dave Hookway Report

resolution 2020/114

Moved: Member Manuwai Wells

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board receive Member Dave Hookway’s member report.

carried

Abstained: Rachel Smith

Attachments tabled at meeting

Tabled Document - Member Dave Hookway Report

9.2 Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 20

Agenda item 8.2 document number A2981057, pages 37 - 38 refers.

resolution 2020/115

Moved: Member Manuwai Wells

Seconded: Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board let the report Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 20 lie on the table as per preference of the community board to include minimum font size 11 and include zero’s to differientiate from thousands, tens of thousands.

carried

Abstained: Rachel Smith

9.3 Statement of Community Board Fund Account as at 30 September 2020

Agenda item 8.3 document number A2976894, pages 39 - 41 refers.

resolution 2020/116

Moved: Member Dave Hookway

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 30 September 2020”.

carried

Abstained: Rachel Smith

9.4 Funding Applications

Agenda item 8.4 document number A2861898, pages 42 - 106 refers.

RESOLUTION 2020/117

Moved: Member Bruce Mills

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board receive the funding applications.

CARRIED

Abstained: Rachel Smith

RECOMMENDATION

Moved: Member Bruce Mills

Seconded: Member Lane Ayr

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 Community Outcomes.

AMENDMENT

Moved: Member Lane Ayr

Seconded: Member Manuwai Wells

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 Kaeo Festival Group for costs towards Nga Purapura 2021 to support Community Outcomes.

The amendment became the substantive motion.

RESOLUTION 2020/118

CARRIED

Abstained: Rachel Smith

RESOLUTION 2020/119

Moved: Member Lane Ayr

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board decline the application from the Kerikeri Tennis Club for costs towards resurfacing the tennis courts.

CARRIED

Abstained: Rachel Smith

RESOLUTION 2020/120

Moved: Member Dave Hookway

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board decline the application from KOAST for the outfitting of a public art gallery.

CARRIED

Abstained: Rachel Smith

RESOLUTION 2020/121

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Dave Hookway

That the Bay of Islands-Whangaroa Community Board decline the application from Northland Coastguard Air Patrol Inc for costs towards refurbishment of the operations base at Kerikeri airport.

CARRIED

Abstained: Rachel Smith

RECOMMENDATION

Moved: Member Bruce Mills

Seconded: Member Lane Ayr

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 Community Outcomes.

AMENDMENT

Moved: Member Dave Hookway

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board leave the application from New Zealand Red Cross for costs towards Paihia volunteer knitting group to lie on the table pending more information from the applicant.

The amendment became the substantive motion.

RESOLUTION 2020/122

Moved: Member Dave Hookway

Seconded: Member Manuwai Wells

CARRIED

Abstained: Rachel Smith

RESOLUTION 2020/123

Moved: Member Manuela Gmuer Hornell

Seconded: Member Dave Hookway

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 Community Outcomes, and;

a) request that bi-lingual sinage be considered,

b) request acknowledgement of support from Bay of Islands-Whangaroa Community Board by including the Bay of Islands-Whangaroa Community Board logo on the signage.

CARRIED

Abstained: Rachel Smith

RESOLUTION 2020/124

Moved: Member Bruce Mills

Seconded: Member Dave Hookway

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 Community Outcomes.

CARRIED

Abstained: Rachel Smith

NOTE: That the community board, in considering future applications, request applicants better demonstrate community partnerships.

RESOLUTION 2020/125

Moved: Member Dave Hookway

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board leave the application from Whangaroa County Museum and Archives for costs towards annual operating expenses to lie on the table until further information is received from applicant regarding administration costs.

CARRIED

Abstained: Rachel Smith

Motion – meeting duration

Resolution 2020/126

Moved: Chairperson Belinda Ward

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board agree that the meeting be extended for a further 15 minutes.

Carried

Abstained: Cr Rachel Smith

9.5 Setting of 2021 Meeting schedule

Agenda item 8.5 document number A2990807, pages 107 - 111 refers.

resolution 2020/127

Moved: Chairperson Belinda Ward

Seconded: Member Lane Ayr

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

carried

Abstained: Rachel Smith

10 Information Reports

10.1 BOI/Whangaroa Ward halls budget information for 2020-21

Agenda item 9.1 document number A2984215, pages 119 - 120 refers.

resolution 2020/128

Moved: Member Manuwai Wells

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board receive the report BOI/Whangaroa Ward halls budget information for 2020-21.

carried

Abstained: Rachel Smith

11 KARAKIA WHAKAMUTUNGA – CLOSING PRAYER

Manuwai Wells closed with a karakia.

12 Meeting Close

The meeting closed at 4:17pm.

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

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

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 December 2020

7 Reports

7.1 Resignation of Deputy Chairperson

File Number: A3011318

Author: Casey Gannon, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

That the Bay of Islands Whangaroa Community Board consider filling the Deputy Chair vacancy.

Executive Summary

· Manuwai Wells was elected as Deputy Chairperson at the Inaugural Bay of Islands Whangaroa Community Board meeting on 4 November 2019.

· Manuwai Wells resigned as Deputy Chairperson, on 15 November 2020, from the Bay of Islands Whangaroa Community Board, which has created a vacancy for the Deputy Chairperson.

Recommendation

That the Bay of Islands Whangaroa Community Board:

a) use System ____ as the preferred voting system to elect a Deputy Chairperson, and;

b) elect _________________ as Deputy Chairperson for the remainder of the triennium, in accordance with Standing Orders.

1) Background

Manuwai Wells was appointed as the Deputy Chairperson of the Bay of Islands Whangaroa Community Board at the Inaugural Bay of Islands Whangaroa Community Board meeting on 4 November 2020.

2) Discussion and Options

Schedule 7, 21(5)(e) of the Local Government Act 2002 provides for the election of a Deputy Chairperson. Section 54 (2), states that Schedule 7 (excluding clauses 15 and 33 to 36) applies to Community Boards.

A Deputy Chairperson of a Community Board shall be elected from among its members at its first meeting following the election of the Community Board. When electing a Deputy Chairperson, the community board must resolve to use one of the following two voting systems as set out in Standing Orders 5.2.

The Chairperson of the Board will call for nominations for Deputy Chairperson, who will then be elected using the preferred voting system.

Option 1

System A -

The candidate will be elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee who are present and voting. This system has the following characteristics:

(a) there is a first round of voting for all candidates;

(b) if no candidate is successful in the first round, there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(c) if no candidate is successful in the second round, there is a third round, and if necessary subsequent rounds, of voting from which, each time, the candidate with the fewest votes in the previous round is excluded.

In any round of voting, if two or more candidates tie for the lowest number of votes, the person to be excluded from the next round is resolved by lot.

Option 2

System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any
other candidate; and

(b) has the following characteristics:

(i) there is only one round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

Option 2 is the recommended option. This is the system used by Council and Committees as per their Standing Orders.

Reason for the recommendation

To consider filling the Deputy Chairperson vacancy in accordance with Standing Orders.

3) Financial Implications and Budgetary Provision

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

Attachments

1. Deputy Chair Resignation - Manuwai Wells - A3017973 ⇩

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.	Bay of Islands Whangaroa Community Board Standing Orders.
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 is of local 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.	This decision does not relate to land and/or any body of 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.	The youth, the aged and those with disabilities will be considered throughout the decision making process for the Bay of Islands Whangaroa Community Board Ward.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or budgetary provision required as a result of this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 December 2020

7.2 Chairperson and Members Report

File Number: A3010694

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.

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 December 2020 - A3011570 ⇩

2. Manuela Gmuer-Hornell - Member Report 3 December 2020 - A3011562 ⇩

3. Bruce Mills - Member Report 3 December 2020 - A3011700 ⇩

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 December 2020

COMMUNITY BOARD MEMBER’S REPORT

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

Member Name: Belinda Ward

Subdivision: Paihia

Date: 18th October 2020 - 15th November 20

REPORT

1) Meetings

Date:

19/10/20 BOI-W CB Strategic Plan Workshop - Te Putahitanga Kerikeri

Paihia Waterfront Development PGF Steering Group Meeting - Paihia WM Hall

20/10/20 Strategy & Policy Committee Meeting - Kaikohe

Regulatory Compliance Committee Meeting - Kaikohe

21/10/20 FNHL CB Chairs quarterly update - CBK Paihia

Focus Paihia Inc update with Grant Harnish re deputation to FNDC & BOI-W CB

22/10/20 Combined CB workshop - Kaikohe

27/10/20 Cultural Awareness Workshop - Bridging the Gap - Kaikohe

28/10/20 Tahuna Road resealing engagement hui - Paihia WM Hall

29/10/20 FNDC Council Meeting - Kaikohe

04/11/20 LTP Workshop - FNDC Kaikohe

05/11/20 BOI-W CB Meeting - Baysport Waipapa.

09/11/20 Paihia Waterfront Development PGF Steering Group Mtg - Paihia WM Hall

1011/20 LTP Workshop - Kaikohe

11/11/20 Mayoral Combined CB Chat - Virtual

BOI-W CB Strategic Plan workshop - Te Putahitanga Kerikeri

Focus Paihia Inc AGM - Scenic Circle Paihia

12/11/20 Representations Arrangements Workshop - Kaikohe

LTP Workshop - Financial Strategies, opex & infrastructure - Kaikohe

13/11/20 Combined CB Working group - Where to from here - Virtual

2) Issues

Ongoing discussion around definition of Community Board roles & terms of reference.

3) Resources Consents

2300266 RMALUC Linita Developments Ltd, The Anchorage East, Haruru.

Earthworks (cut & fill). Southern & eastern bounds, retaining walls & fences, construction of a bridge for access.

4) Requests for Service

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

No response to date

18/12/19 3975787 Bledisloe Domain Lighting - Renewal 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 & now urgently requires remedying.

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

3 December 2020

COMMUNITY BOARD MEMBER'S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Manuela Gmuer-Hornell

Subdivision: Opua – Russell

Date: 16 November 2020

Meetings

Date	Meeting
22/10/2020	Combined Community Boards Workshop – Kaikohe
05/11/2020	Community Board Meeting – Kerikeri/Waipapa
11/11/2020	Strategic Planning – Kerikeri
11/11/2020	Resilient Russell Committee Meeting - Russell
14/11/2020	Russell vs Waitangi Sports Day – Russell Sports Ground

Issues/Feedback

Projects have been 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. Still, 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

The too-frequent sewage spills in Russell get the silent treatment from FNDC, reason? The staff member in charge of this has left.

Issues with the small town water supply in Russell, and yet again, staff need time to go through the historic agreements. This is a working system, and FNDC has no idea how and who is drawing water from a council-owned bore?

Time to pull your socks up, FNDC, and face the hard facts! You are letting communities down with their very basic needs of a sound sewage system and freshwater. FNDC needs to stop being risk-averse and start fixing aging assets, AND maybe it would help to allocate funds to EVERY town in your district, to keep up with the maintenance. An 80-year plan won't fix our needs today.

Resource Consents

NIL received

Requests for Service/Information

22/04/2019	RFS-3975374	Oasis Car Park
30/10/2019		Robertson Street Strom Water
30/11/2019	24 Chapel St	Breach of building code
01/12/2019	RFS-3988901	Russell's Rubbish Woes
09/12/2019	RFS-3996575	Petition Okiato Boundary for paper road
15/12/2019	RFS-3990249	Coastal Track Closure
03/02/2020	CB	Petition Opua SOS Kellet St
03/02/2020	CB	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.
11/02/2020	RFS-3995322	Extra street light Pomare/Florance
	RFS-3997961	Car parking in Russell
11/02/2020	RFS-3878599	York Street and long term park next to Bowler
		Footpath Opua School Kellet St
21/02/2020	RFS-3997123	Footpath Damage York St
21/02/2020		Drains Russell Township
11/02/2020	RFS 4001004	Mark Car Parks outside of Tennis Club
25/08/2019	RFS 3970317	Drive Way damage by contractors
17/06/2020	RFS-4010977	Sign and barrier smashed by car
17/06/2020	RFS-4011092	Drain blocked
17/06/2020	RFS-4011525	Collapsed drains etc
24/06/2020	RFS-4012199	Erosion by Long Beach Road Side
01/07/2020	RFS-3986005	Florance Ave Speed reduction
10/07/2020	RFS-4014411	Peter Sharpe Te Wahapu Slips
01/08/2020	RFS-4016222	Terry Greening flooding of drive
24/08/2020	RFS-4021868	Errosion by Matauwhi Bay (tree)
04/09/2020	RFS-4023639	Tree Fallen on ZigZag
08/09/2020	RFS-4024491	Beach access track Jack Bay, Kempthorne's
10/09/2020	RFS-4025200	Arcadia Lodge Lemon Track eroding
21/09/2020	RFS-4026086	Russell Sewage Plant Issues
22/09/2020	RFS-4026379	Russell Tennis Club Clubhouse
23/09/2020	RFS-4026450	Rubbish bins at wharf overflowing again
05/10/2020	RFS-4028183	Russell Museum Sister City
06/10/2020	RFS-4028271	Russell township maintenance
19/10/2020	RFS-4029293	Tree to be removed Wellington St
27/10/2020	RFS-4031104	Water Mains Breach Russell
28/04/2017	RFS-4025987	Opua, old sewage pipes exposed over a walking track

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. A retaining wall has been built, with an ugly, unnecessary fence on top. Residents are not impressed (maybe the wrong word).

· 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. The land is now occupied by hapu and locals. This is a community being pushed out of their town.

· 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 – the cost to be carried by petitioners. Motion passed in November CB meeting.

· 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.

· The contract for Russell Transfer Station to be officially tendered.

· Maintenance in Russell Township to be outsourced to a local community group.

Request: Can we please look into supplying our reports a week closer to the meeting to make the information more accurate. I hope there is not too much work for governance support to include our reports on the agenda. And maybe they can be added very close to the printing deadline?

Bay of Islands-Whangaroa Community Board Meeting Agenda

3 December 2020

7.4 Funding Applications

File Number: A2861900

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 December 2020 meeting.

Executive Summary

· The Bay of Islands-Whangaroa Community Board has $121,462 unallocated funding available for the 2020/21 financial year.

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

· Five new applications for funding have been received, requesting a total of $52,997.

· Two previous applications that were left to lie on the table at the November meeting are also returned for consideration.

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 Be Free Inc Cross for costs towards Mangonui Waterfront Festival 2021 Youth Stage to support the following Community Outcomes: