Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

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 Māori.

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 Sestercentennial 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
	Russell Volunteer Fire Brigade	Secretary		Step aside from decisions that arise, that may have conflicts
Dave Hookway-Kopa	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-Kopa	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

1 April 2021

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3126248

Author: Casey Gannon, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Te Take Pūrongo / 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.

ngĀ tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 4 March 2021 are a true and correct record.

1) te TĀhuhu kŌrero / 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) Te matapaki me NgĀ KŌwhiringa / 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”.

Te Take Tūtohunga / 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) NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

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

ngĀ Āpitihanga / Attachments

1. 2021-03-04 Bay of Islands-Whangaroa Community Board Minutes - A3103072 ⇩

Te Hōtaka Take Ōkawa / 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.

He Take Ōkawa / Compliance requirement	Te Aromatawai Kaimahi / 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

1 April 2021

MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Baysport Complex, Harmony Lane, Waipapa
ON Thursday, 4 March 2021 AT 10.18 am

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

IN ATTENDANCE: Councillor David Clendon

1 Karakia Timatanga – Opening Prayer

Chairperson Belinda Ward opened with a karakia.

2 Apologies and conflicts of Interest

Nil

3 Public Forum

Councillors Rachel Smith and Moko Tepania spoke in regard to The Mayors Task Force on Jobs – Outward Bound Scholarships.

3.1 RESOLUTION

Resolution 2021/11

Moved: Member Manuwai Wells

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board in partnership with the Mayor’s Task Force For Jobs receive and consider an application by a young person from our ward to cover up to the $749 cost toward the course fee and travel costs.

Carried

4 Deputations

Nil

5 Speakers

Nil

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3051626, pages 10 - 15 refers.

Resolution 2021/12

Moved: Chairperson Belinda Ward

Seconded: Member Frank Owen

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 4 February 2021 are a true and correct record with the following amendments:

a) Ray Hatch, Vice-chair, spoke on behalf of the Rangitane Recreation Association.

b) Tabled Document ‘Draft Kerikeri Peninsular Community Development Plan – Rangitane’ February 2021.

Carried

Abstained: Rachel Smith

7 Reports

7.1 Chairperson and Members Report

Agenda item 7.1 document number A3052231, pages 16 - 23 refers.

Resolution 2021/13

Moved: Member Lane Ayr

Seconded: Member Bruce Mills

a) That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Belinda Ward, Member Manuela Gmuer-Hornell with the following amendments correct spelling of Motumaire on Chairperson Ward’s report.

Carried

Abstained: Rachel Smith

7.2 RESOLUTION

Resolution 2021/14

Moved: Chairperson Belinda Ward

Seconded: Member Dave Hookway-Kopa

That the Bay of Islands-Whangaroa Community Board request a regular update on new liquor liscense, renewal of liquor liscense, and special liquor liscense within the Bay of Islands-Whangaroa ward.

Carried

Abstained: Rachel Smith

7.2 Funding Applications

Agenda item 7.2 document number A3086198, pages 24 - 33 refers.

Resolution 2021/15

Moved: Member Lane Ayr

Seconded: Member Dave Hookway-Kopa

That the Bay of Islands-Whangaroa Community Board approves the sum of $1,974 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Rotary Club for costs towards 2021 Duck Race to support community outcomes.

Carried

Abstained: Rachel Smith

7.3 Project Funding Reports

Agenda item 7.3 document number A3086619, pages 34 - 63 refers.

Resolution 2021/16

Moved: Chairperson Belinda Ward

Seconded: Member Manuela Gmuer-Hornell

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

a) Kawakawa Business Association – Christmas 2020 Event

b) Whangaroa Health Services Trust – Community Gym Fitness Equipment

Carried

Abstained: Rachel Smith

8 Information Reports

8.1 Community Funding and Reporting Review

Agenda item 8.1 document number A3085966, pages 64 - 65 refers.

Resolution 2021/17

Moved: Member Frank Owen

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board receive the report Community Funding and Reporting Review.

Carried

Abstained: Rachel Smith

At 12:05 pm, Member Rachel Smith left the meeting. At 12:08 pm, Member Rachel Smith returned to the meeting.

8.2 Community and Customer Service Report 1 July 2020 - 31 December 2020

Agenda item 8.2 document number A3081335, pages 66 - 81 refers.

Resolution 2021/18

Moved: Chairperson Belinda Ward

Seconded: Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board receive the report Community and Customer Service Report 1 July 2020 - 31 December 2020.

Carried

Abstained: Rachel Smith

Attachments tabled at meeting

Tabled Document - Rangitane Resident March 2021

9 Karakia

Dave Hookway-Kopa closed with a karakia.

10 Meeting Close

The meeting closed at 1:00 pm.

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board meeting held on 1 April 2021.

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

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

COMMUNITY BOARD MEMBER’S REPORT

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

Member Name: Belinda Ward

Subdivision: Paihia

Date: 15th February 2021 - 15th March 2021

REPORT

1) Meetings

Date:

16/02/21 Meeting re Pipi Patch renewal of on license - Virtual

17/02/21 FN2100 Preview prior to consultation - Kaikohe

17/02/21 LTP pre-consultation workshop - Kaikohe

18/02/21 District Plan workshop Integrated Draft Digital Plan - Kaikohe

19/02/21 BOI-W CB Agenda preview

20/02/21 Kerikeri Domain Working Group Concept Plan unveil

22/02/21 Maori Wards Workshop - Kaikohe

23/02/21 Extraordinary Council Meeting - Maori Wards - Kaikohe

25/02/21 Council Meeting - Kaikohe

04/03/21 BOI-W CB Meeting - Baysport Waipapa

05/03/21 Extraordinary Council Meeting - Adoption of LTP 2021-2031 Consultation

Document & Supporting Information - Virtual

08/03/21 Site Meeting re Redwood Trees - Kerikeri Retirement Village

08/03/21 Meeting with staff & MSD re Transitional Housing - JBC Kerikeri

08/03/21 Paihia War Memorial Hall committee meeting.

09/03/21 Quarterly CB Chairs update meeting with FNHL - Kaitaia

11/03/21 Navigating Our Course consultation - Paihia Village Green

11/03/21 CB Working Party Group Meeting - Virtual

2) Issues

07/03/21 Received quotes for 3 x replacement window joinery on the northern side

of the Paihia War Memorial Hall. The old wooden casement windows are leaking &

do not close properly. They are beyond repair.

12/03/21 Communication regarding the deadline to remove the container & deck

from the road reserve area at Te Karuwha Parade Waitangi.

15/13/21 Email & ongoing complaints re unrest in Kings Road due to noise & bad

behaviour. This has now become a social & community problem. A petition has been

circulated to man the Paihia Police Station & a public meeting is scheduled for April

1st 5-30pm at the Paihia War Memorial Hall.

15/03/21 Cr Clendon has requested an independent arborist to do a 'level 3'

comprehensive assessment of the Redwood Trees condition, with the emphasis on

public safety. This is a result of our on-site visit 08/03/21.

3) Resources Consents

NIL

4) Requests for Service

RFS: 4049510 Footpath slip hazard on renewed wooden sections of Marsden Rd footpath Paihia.

RFS: 4049520 Removal of vegetation & large poplar tree branches required around the Paihia Village Green & bordering properties due to placement by lawn mowing contractor.

No response to date

18/12/19 3975787 Bledisloe Domain Lighting - Renewal works programmed for this financial year end June 2020. Maybe stalled due to Waitangi Estate Future Plan underway. $ for lights not carried over to this year’s budget?

I will follow up.

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. Closed but not resolved - I will follow up.

01/10/15 3717930 Pedestrian safety issues & parking in front of Heritage Boutique Hotel (The Waterfront) Marsden Road Paihia - Pending NZTA response. Closed but not resolved - I will follow up.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Lane Ayr

Subdivision: Kerikeri

Date: Dec 31/20 MAR 12/21

REPORT

Meetings

18/01/21 KDWG Kerikeri

25/01/21 KDWG Kerikeri

27-29/01/21 Bay Sailing Week Opua

02/02/21 KDWG Kerikeri

04/02/21 BOI-W Workshop Waipapa

04/02/21 Bay of Islands-Whangaroa Community Board meeting Waipapa

05/02/21 Meeting re Press Release Kerikeri Domain

09/02/21 KDWG kerikeri

12/02/21 DAG Meeting Paihia

17/02/21 KDWG Kerikeri

20/02/21 Kerikeri Domain Community BBQ and Plan unveiling

04/03/21 BOI-W Workshop Waipapa

04/03/21 Bay of Islands-Whangaroa Community Board meeting Waipapa

05/03/21 Sub Committee KDWG re Consultation Kerikeri

08/03/21 Meeting with potential bidder re consultation Kerikeri

11/03/21 Meeting J English (ass mg) re Domain Toilets

Resource Consents

NONE

To reiterate last months comments

Either there is a massive decline in Resource Consents or the process of sending them to Community Boards has changed, it would be a courtesy if RC’s are not to be sent to CB that we be notified of change.

Requests for Service/information

None submitted.

Re: Mission Road

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

In progress

Windsor Landing.

Rangitane launching Ramp proposal now with Project Management Company who will review all objections to the proposed project.

Kerikeri Domain Working Group Continues and has produced the plan for the first stage of the project. A sub Committee has been formed to establish a process so that the Community can identify the perceived needs of a building/facility on the Domain.

There was general agreement when the plan was presented at the Community BBQ.

The recent e-mail exchange between elected members and FNDC in regard to the Water shortage and the “lack” of communication certainly identified “short comings” in both our delivery of service and our ability to effectively communicate.

The water issues in Kerikeri over the Xmas period, the lack of water the summer before last in Paihia, and the most recent “boil water” order for Waipapa, would suggest that these are not new or unique issues. Please note I have made no reference to the water and sewerage challenges in Russell, not because of any animosity towards Russell, rather as I lived in Russell for a brief period 24 years ago and these were topics of concern then, I could fill several pages.

What concerned and saddened me was to see the inclusion of a "quoted" korero regarding Paihia and Kerikeri. There is of course no empirical data to suggest that this is true, in fact quite the opposite, the repeating of this "talk" only serves to create divisions within the District and gives the false narrative substance.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

COMMUNITY BOARD MEMBER'S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Manuela Gmuer-Hornell

Subdivision: Opua – Russell

Date: 15 March 2021

Meetings

Date

Meeting

04/03/2021

09/03/2021

11/03/2021

15/03/2021

Community Board Meeting – Kerikeri/Waipapa

Duffus Estate Meeting/Walkabout – Russell

Resilient Russell Meeting

Community Consultation – Russell

Russell Town Hall Committee Meeting – Russell

Issues/Feedback

The Draft District Plan was not available for the first week of the community engagement programme. Please revisit Russell with the appropriate staff to answer any questions for the District Plan Proposal prior to the consultation deadline.

Projects being put on hold even after they had funding allocated – most recently a concise piece of the footpath by Opua School. A staff member left, and this project got passed over to FNHL; irresponsible and not transparent.

Jobs getting started (from RFS) and then not finished for weeks or months, been almost a year for some blocked culverts to be cleared!

This is what the FNDC customers – the ratepayers – are after, prompt replies and action to everyday needs. FNDC's average customers – the ratepayers – is not overly interested in how quick the turnaround is for building and resource consents. The average customer – the ratepayers – want their basic needs looked after, rubbish, water, sewage and roads. Time to look at the customers' – the ratepayers – view (not the property developers from out of our region)!

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, more spills happened in Matauwhi Bay in November, and in December, a spill occurred at the Tapeka pump.

Issues with our 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.

The Board needs to make sure that management doesn't forward difficult decisions to the community boards without consulting or informing us in an appropriate timeframe. The no-surprises policy has to be both ways!

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
03/02/2020	CB tabled 3/20	Petition Opua SOS Kellet St
03/02/2020	CB tabled 3/20	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-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
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
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
10/09/2020	RFS-4025200	Arcadia Lodge Lemon Track eroding
21/09/2020	RFS-4026086	Russell Sewage Plant Issues
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
20/05/2020	RFS-4005808	Please mark the diesel tank intake at Russell Wharf
19/11/2020	RFS-4034886	Fire Hydrant Marking RSA Russell
30/11/2020	RFS-4035403	Excessive roadside spraying
01/12/2020	RFS-4030727	Level of service for long-term carpark by Bowling Club
15/12/2020	RFS-4038783	Fire danger from dead bushes after roadside spray
18/12/2020	RFS-4038166	Flame Tree Fallen across long beach track
06/01/2021	RFS TBA	Eroded track to Opua Beach
07/01/2021	RFS-4040743	Okiato footpath overgrown
15/01/2021	RFS-4046623	Drain and footpath maintenance Wellington/Prospect St
20/01/2021	RFS-4047561	Seat in memory
21/01/2021	CE Office	Picnic Table Long Beach
21/01/2021	CE Office	advert for roadside spray starting 22/1
16/02/2021	RFS-4037894	No Litter Road Signs - made by Russell School
21/02/2021	RFS-4047367	Nuisance Wattle Trees - Constitution Hill
12/03/2021	RFS-4050605	Removal of vegetation - Long Beach

In progress

· Robertson Street Stormwater Project to be completed – 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

· 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 and as per this report, this is now FNHL project – I am opposing this decision.

· 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

· 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

· Mark boundaries at the "Walls Bay" Opua reserve cleary with bollards

· Lack of vision after excessive roadside spraying and cleaning up the aftermath.

· A newspaper advert for roadside spraying is starting 22/1- the job will go ahead as this is an existing contract! The previous round of spraying was paid for by Central Government as part of the COVID-19 recovery. Not sure why we need to carry on with the existing contract if FNDC wants to save money (gain from the covid recovery program)

· Flooding of the upstairs level at Russell Town Hall on Sunday 14/2/2021

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

7.2 Totara North Community Plan

File Number: A3088976

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

Authoriser: William J Taylor MBE, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report

That the Bay of Islands–Whangaroa Community Board receives the Totara North Community Plan from the Totara North Working Party (The Working Party).

Executive Summary

The Working Party has created the Totara North Community Plan on behalf of the Totara North community through a series of well attended community meetings (January-March 2021). It expresses their communities’ visions and hopes for the future in the following four focus areas;

· People & Community

· Natural Environment

· Heritage

· Built Environment & Infrastructure

Economic wellbeing is a fifth focus area, this is woven through the document.

Once received, this document will provide a pathway to inform community and Council planning, budgeting and activity in the future.

Recommendation

That the Bay of Islands-Whangaroa Community board receives the Totara North Community Plan from the Totara North Working Party.

1) Background

In late January, the Far North District Council invited the Totara North community to enter into a streamlined community development planning process. The process was considered by staff to be an opportunity to address issues previously raised to Council and improve existing relationships.

A series of well attended community meetings, held between January and March 2021, led to the completion of a draft document that was socialised with the wider community at a ‘community fun day’ on Sunday 21^th March 2021. People were encouraged by the Working Party to provide feedback on the draft document. The document was then updated to create the final version of the Totara North Community Plan.

2) Discussion and Options

Reason for the recommendation

The Totara North Community has completed the Totara North Community Development Plan to address changing community needs and wants, and now seeks endorsement for the plan from the Bay of Islands-Whangaroa Community Board.

3) Financial Implications and Budgetary Provision

There are no immediate budgetary implications for the Community Plan. Any projects identified would be considered from existing budget or through Annual Plan or Long Term Plan development.

Attachments

1. Totara North Community Plan March 2021 - A3127950 ⇩

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
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.
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.
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.
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).	Persons likely to be affected or have an interest include those who live within, and have a connection to the Totara North community. A great deal of effort has gone into the plan to capture the thoughts and aspirations of everyone affected.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications.
Chief Financial Officer review.	The Chef Financial Officer has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

7.3 Paihia EV Charging Station

File Number: A3101327

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

Authoriser: William J Taylor MBE, General Manager - Strategic Planning and Policy (Acting)

Purpose of the Report / Te Take Pūrongo

Executive Summary / Te whakarĀpopoto matua

· Other than the 7kW AC Tesla charger on the waterfront, Paihia does not have a multipurpose EV charger.

· This is a notable gap in the Crimson Coast EV Highway in one of our most popular visitor destinations.

· Craig Salmon (EV advocate and Paihia resident) has been successful in receiving funding from the Government’s Low Emission Vehicles Contestable Fund administered by the Energy Efficiency & Conservation Authority (EECA) to install a 25kW DC EV charging station in Paihia. This funding must be uplifted before the end of this financial year (30 June 2021). Craig project managed the build of the Crimson Coast EV Highway.

· Placement of EV chargers is dependent on Top Energy’s infrastructure, as stations put a significant load on the electricity network.

· A feasible location has been identified on Williams Road. This site would require three public carparks be removed from general parking, using Council’s Parking and Traffic Control Bylaw 2010, to ensure the carparks are available exclusively for EV, and only when charging.

· Supporting EV infrastructure helps to support Focus Paihia Community Charitable Trust’s aim of seeing Paihia become an exceptional place to live, work and visit, Council’s climate change goal of ‘Reducing Our Carbon Emissions Together’ and the District vision He Whenua Rangatira - A District of sustainable prosperity and well-being.

Recommendation / ngĀ tŪtohunga

That the Bay of Islands-Whangaroa Community Board recommend that Council make the three identified adjoining parking spaces on Williams Road, Paihia, exclusively available for electric vehicles (EV) while charging.

1) Background / te TĀhuhu kŌrero

In 2017, FNDC and partners were successful recipients of the Government’s Low Emission Vehicles Contestable Fund administered by the Energy Efficiency & Conservation Authority (EECA) to establish the Crimson Coast EV Highway. The project was a partnership of the Far North District Council, Northland Regional Council, Top Energy and ChargeNet. The highway opened in 2018, and includes charging stations in Kawakawa, Kaikohe, Kerikeri, Coopers Beach, Kaitaia, Houhora/Pukenui, Waipapa and Waitiki Landing. While providing excellent network charging infrastructure, there are still gaps in the Crimson Coast EV Highway network. Along with Mangamuka and Rawene on the west coast, Paihia is a noticeable omission.

To address this, Paihia resident and EV advocate Craig Salmon of The EV Collective has applied for and successfully received funding from EECA to install a charging station in Paihia. Craig is experienced in station installation having previously project managed the Crimson Coast build.

Craig has been working with Top Energy Limited (TEL) to find a feasible site for installation in Paihia. Two initial sites (outside the main Countdown and in the Far North Holdings Limited (FNHL) Williams Road carpark) were considered but the cost to connect to the power grid was more than the EECA funding available, as TEL would need to be funded to upgrade their infrastructure to deliver the power necessary.

There is a section of diagonal parks on Williams Road [ATTACHMENT ONE], just past the entrance to the FNHL carpark. These carparks provide a favourable location for an EV charger being close enough to walk to Paihia’s main shopping area, while also providing the required power infrastructure with a transformer on the adjacent roadside. Installation would require three public carparks be taken out of public rotation to ensure the spaces are always available for charging. Due to the charger’s roadside position, three carparks are required to have the space to allow for two 90degree charging spaces. 90degree access is required to permit all EV types to charge, i.e. many car charge points require reverse angle parking. [ATTACHMENT TWO].

Paihia has limited free general parking spaces, but has no multipurpose EV charging. The Northland Transport Alliance (NTA) offered the following comment for this report on Paihia’s parking, “international/national best practise is for parking occupancy to be at 90% about 100% of time. Paihia is not close to that parking occupancy. Even in peaks times, there are parks available, however, people may need to walk a little further. Specialty parks, including EV spaces, are recommended to be close to village centres.”

Supporting EV infrastructure helps to deliver on Council’s climate change goal of ‘Reducing Our Carbon Emissions Together’. The EECA funding is for this financial year only and will be withdrawn if a suitable site cannot be secured before 30 June 2021. The EV Collective will own the station with any profits going towards installing more stations across the Far North District.

2) Discussion and Options / Te matapaki me NgĀ KŌwhiringa

When the Kawakawa EV charging station was installed (2015/16), Council discussed the extension of an EV charging network in the Far North and agreed to support the establishment of further charging stations across the district. At the 11 February 2016 meeting, Council also resolved that:

· an amendment is proposed to Council’s Parking and Traffic Control Bylaw (2010) to enable restricted parking on the parking space allocated for electric vehicle charging.

The proposed amendment has not yet been undertaken, with the current Parking and Traffic Control Bylaw (2010) scheduled for review June 2020. However, the current Bylaw already allows Council to by resolution, publicly notify:

· Declare any public place to be a parking space and where any such public place has been declared a parking space, provide for the following:

(a) Specify the particular class or classes of vehicles

which shall be permitted to park in such place

(b) State the days and hours within which parking

shall be permitted in such place.

The proposed William’s Road site will impact on general public parking, taking three carparks out of public rotation. The reasons for selecting this site are that a charger in this location is economically feasible, being adjacent to the required power source with room for upgrading the size of the unit to meet future demands. Once installed the charger will provide a convenient service, filling a gap in current infrastructure while supporting local business by encouraging EV station users to explore Paihia’s central business district while charging. The station to be installed is a Delta 25kW DC EV Charger Pedestal, the same unit as in Kaikohe and Hauhora/Pukenui^{^[1]}.

Facilitating EV uptake has environment, economic and social implications. Electric vehicles have become much more affordable in recent years. An entry level, second hand electric car costs around $7000 to purchase. EV’s cost about one-third of the price to run as a regular car at around $6 to travel 100km as opposed to $18 for a petrol-fuelled car. With our power sourced locally from geothermal sources, the Paihia charging station will use 100 per renewable energy while supporting sustainable tourism.

The NTA, as well as Council’s General Manager Infrastructure & Asset Management and Manager Infrastructure Operations are all supportive of the proposal and see no adverse impacts or obstructions from a roading and parking perspective. The site’s current parking zoning is adequate and does not need to be adjusted (i.e. 60min parking from 15 October to 15 April). Council has a climate change goal of reducing our emissions and has started the process of ‘greening our fleet’ now owning two hybrid vehicles.

From a community perspective, EV technology provides strong alignment to the strategic direction sought by Far North communities in providing for a sustainable future. The EV network aligns with the Focus Paihia Community Charitable Trust’s aim of seeing Paihia become an exceptional place to live, work and visit and the District Vision He Whenua Rangatira - A District of sustainable prosperity and well-being.

On approval of this recommendation, Council officers will draft a no-cost License to Occupy, as per delegations allowed to staff in Section 4 the Reserves Policy 2017 that allows for minor encroachments onto public roads. This is consistent with Erection of monuments, etc, and provision of facilities on or under roads section 334.1(d) of the Local Government Act that states that Council may construct or provide on, over, or under any road facilities for the safety, health, or convenience of the public.

It is Council’s role to meet the current and future needs of communities for good-quality local infrastructure, local public services and performance of regulatory functions in a way that is most cost-effective for households and businesses (Local Government Act 2002, section 10 (1)).

Options

Option No.	Option Description	Advantages	Disadvantages
1	Make the three identified parking spaces on Williams Road, Paihia exclusively available for electric vehicles using the adjacent EV charging station.	Local charging infrastructure is developed, as is the Crimson Coast EV Highway tourism product. Sustainable tourism is encouraged.	Three carparks will be excluded from general public parking in Paihia.
2	Do not support the installation of an EV charging station at the identified location.	Three carparks will not be excluded from general public parking in Paihia.	Local charging infrastructure is not developed, and expansion of the Crimson Coast EV Highway tourism product is stalled. EECA funding is put at risk if another suitable site cannot be found urgently.
3	Do not support the installation of an EV charging station in Paihia.	No carparks will be excluded from public rotation.	Local charging infrastructure is not developed. The expansion of the Crimson Coast EV Highway tourism product is not supported. EECA funding is lost. Council will lose an opportunity to support the district’s vision and climate change goals.

Reason for the recommendation / Te Take Tūtohunga

To further open the Far North to EV tourism and facilitate electric vehicle uptake, EV charging infrastructure that allows vehicles to “re-fuel” needs to be expanded. EV technology provides strong alignment to the strategic direction sought by both Council and Far North communities to build a sustainable future.

3) Financial Implications and Budgetary Provision / NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua

There is no installation or ongoing operational costs to Council, as this will be covered by the owner (The EV Collective) at their cost or through other funding sources (i.e. EECA). This is a public good initiative and any profits made from the station will go towards installing more stations across the Far North District.

Attachments / ngĀ Āpitihanga

1. Paihia EV Charging Station Williams Road - Plan - A3115201 ⇩

2. Paihia EV Charging Station Williams Road - Perspective - A3115202 ⇩

Compliance schedule / Te Hōtaka Take Ōkawa:

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	The decision 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 matters and recommendations support Council’s climate change goal of ‘Reducing Our Carbon Emissions Together’, the District Vision He Whenua Rangatira and Community Outcomes; · Communities that are healthy, safe, connected and sustainable · Proud, vibrant communities · Prosperous communities supported by a sustainable economy · A wisely-managed and treasured environment that recognises the special role of tangata whenua as kaitiaki
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The Crimson Coast EV Highway has 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.	In He Tangata, He Whenua, He Oranga, the economic growth strategy for the Tai Tokerau Māori economy produced by the Te Taitokerau Iwi Chief Executives’ Consortium, a ‘genuine commitment by all levels of government to reprioritise investment in infrastructure to make it viable to do business and live in the region’ is one of the eight key factors identified to transform the region’s Māori economy. Facilitating EV uptake has positive environment, economic and social implications.
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.	EV technology provides strong alignment to the strategic direction sought by Far North communities to provide for a sustainable future.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

7.4 Revoke Previous Decision - Road Naming, 11 Greenway Drive, Kerikeri

File Number: A3117505

Author: Selina Topia, Roading Support Officer

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

Te Take Pūrongo / Purpose of the Report

To revoke a previous road-naming decision made by the Bay of Islands-Whangaroa Community Board and to name 11 Greenway Drive, Kerikeri.

Te WhakarĀpopoto matua / Executive Summary

· Council received a road naming application to name a private road addressed at 11 Greenway Drive, Kerikeri.

· The Bay of Islands-Whangaroa Community Board, at their meeting on 03 December 2020, agreed to name 11 Greenway Drive, Kerikeri to Kerikeri Heights.

· Since this decision Council has received updated information from Land Information New Zealand (LINZ) which states that ‘Heights’ is not accepted as per the AS/NZ Addressing Standards. Therefore, the applicant suggested to use the name Highland Way which is accepted by Land Information New Zealand (LINZ).

ngĀ tŪtohunga / Recommendation

That the Bay of Island-Whangaroa Community Board:

a) revokes the following resolution of the Bay of Islands-Whangaroa Community Board made on 3 December 2020, item 7.5 Road Naming – 11 Greenway Drive, Kerikeri;

“That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Kerikeri Heights that is currently addressed at 11 Greenway Drive, Kerikeri as per maps (A3013756 and A3013757)” and that;

b) resolves to name 11 Greenway Drive, Kerikeri, Highland Way.

1) te TĀhuhu kŌrero / Background

In 2020, Council received a Road Naming/Renaming application from Mr David McClelland of Kerikeri Heights Ltd, to name a private road created by a sub-division addressed at 11 Greenway Drive, Kerikeri.

This request was presented to the Bay of Islands-Whangaroa Community Board at their meeting on 3 December 2020 where the Community Board made the following resolution:

“That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private road, Kerikeri Heights that is currently addressed at 11 Greenway Drive, Kerikeri as per maps (A3013756 and A3013757).

Since this decision, Council has received updated information from Land Information New Zealand (LINZ) which states that ‘Heights’ is not accepted as per the AS/NZ Addressing Standards. LINZ does not dispute the use of Kerikeri Heights, they dispute the word Heights.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

While Keri Heights was the first choice of the applicant, Mr David McClelland noted down one other possible road name for consideration.

Option 1: Revoke the decision previously made and name the private road Highland Way

The name Highland Way has a Scottish connection to the developer.

Te Take Tūtohunga / Reason for the recommendation

Due to the road naming decision that the Bay of Islands-Whangaroa Board made and now having to be revoked based on the information provided, the new road name suggested by the applicant and mentioned in this report are not duplicates of any other road names in the district therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy# 2125 and the Australian/New Zealand Addressing Standards – AS/NZS 4819.2011.

3) NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

Since the Bay of Islands-Whangaroa Community Board decision was made on 3 December 2020, Council has received updated information from Land Information New Zealand (LINZ) which states that ‘Heights’ is not accepted as per the AS/NZ Addressing Standards. Therefore, because the applicant has paid for the previous new sign, Kerikeri Heights, there will be financial implications (est. $250 + GST) to Council relating to the installation of the new private road name sign (blue on white background name blade).

ngĀ Āpitihanga / Attachments

1. Application - Document number - A3013754 ⇩

2. Map 1 - Document number - A3013756 ⇩

3. Map 2 - Document number - A3013757 ⇩

4. Schedule - Document number - A3014601 ⇩

5. Resource Consent - A3016392 ⇩

6. LINZ approval - Document number - A3117503 ⇩

Te Hōtaka Take Ōkawa / 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.

He Take Ōkawa / Compliance requirement	Te Aromatawai Kaimahi / Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is the naming of a public road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	No district wide relevance and the Community Board have the delegated authority to approve road names.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	There are currently no property owners as this is a new subdivision
State the financial implications and where budgetary provisions have been made to support this decision.	Since the Bay of Islands-Whangaroa decision made on 3 December 2020, Council has received updated information from Land Information New Zealand (LINZ) which states that ‘Heights’ is not accepted as per the AS/NZ Addressing Standards. Therefore, because the applicant has paid for the previous new sign, Kerikeri Heights, there will be financial implications to Council relating to the installation of the new private road name sign (blue on white background name blade).
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

7.5 Statement of Community Board Fund Account as at 28 February 2021

File Number: A3117284

Author: Ajay Kumar, Management Accountant

Authoriser: Janice Smith, Chief Financial Officer

Purpose of the Report

The Community Fund account provides information on financial matters relating to the Bay of Islands-Whangaroa Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

Recommendation

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 28 February 2021”.

1) Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2020	$194,572.00
· Plus uncommitted funds from 2019-20 carried forward	$3,738.09
· Plus unused funds from 2019-20 (KOAST and Resilient Russell)	$2,130.43
· Plus Unspent from 2018/19 - Russell Baptist Church - Development of carport outside church	$8,000.00
· Plus Unspent from 2018/19 - Mai Lyfe - Resurfacing of the basketball court at Kerikeri Domain	$25,333.00
· Plus Unspent from 2018/19 - Volunteering Northland Operational Costs	$5,000.00
· Plus Unspent from 2018/19 - Kaeo Christmas Parade Organising Committee for Kaeo Christmas Parade and Traffic Management	$5,000.00
· Plus Unspent from 2018/19 - Lions Club of Kerikeri for Traffic Management of Kerikeri Santa Parade	$2,228.62
· Plus Unspent from 2018/19 - Kawakawa Santa Parade for Kawakawa Santa Parade and Traffic Management	$2,500.00
· Plus Unspent balance 2019/20	$5,130.00
· Plus Unused Grant - Ngati Rahiri Māori Komiti for costs Carols in the Park from 6 Aug 2020	$1,000.00
· Less funds granted and uplifted to 28 February 2021	$98,838.80
Community Fund Account balance as at 28 February 2021	$155,793.34

2) Discussion and Options

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 28 February 2021 is $155,793.34.

Recent amendments to the Community Grant Fund Policy allow the Community Board to allocate, by resolution, funding directly to key projects identified in their strategic plan to the maximum amount of $20,000 in any financial year.

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Bay of Islands-Whangaroa Community Board. The statement of the Community Fund account as at 28 February 2021 is attached.

Attachments

1. Statement of Bay of Islands-Whangaroa Community Board Fund Account as at 28 February 2021 - A3117273 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

7.6 Funding for Kerikeri Basketball Court from Placemaking Funds 2018/19

File Number: A3116693

Author: Kathryn Trewin, Funding Advisor

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

Purpose of the Report

This report is for the Board to consider rescinding their resolution to grant placemaking funding to resurface the Kerikeri basketball court, as this funding is now no longer required.

Executive Summary

· Funding was granted by the Board (in the name of Mai Lyfe) from placemaking funds to resurface the Kerikeri Basketball Court in the amount of $25,333.

· Provincial Growth Fund (PGF) monies received for the development of the Kerikeri Domain includes a new, full-sized and professionally surfaced basketball court and the funding from the Community Board is no longer required.

Recommendation

That the Bay of Islands-Whangaroa Community Board rescind the resolution 2019/51 of 20 May 2019 (to allocate $25,333 from the Placemaking Fund 2018/2019 to Mai Lyfe for the resurfacing of the basketball court at the Kerikeri Domain as identified in the Bay of Islands-Whangaroa Community Board Strategic Plan) and direct the funds be returned to the Bay of Islands-Whangaroa Community Board account for reallocation.

1) Background

This funding was initially granted from placemaking funding on 20 May 2019 in the name of Mai Lyfe, to enable the Kerikeri basketball court to be resurfaced at the same time as the Kaikohe basketball court. This work did not take place due to delays caused by limited access to the area for the demolition of the pavilion. Since then, PGF funding was received to deliver on the Domain Management Plan, which includes a new, full-sized, and professionally surfaced basketball court, meaning the placemaking funding is no longer required.

2) Discussion and Options

As this funding is no longer required to resurface the current basketball court, it is recommended the Board rescind their resolution to fund the resurfacing of the basketball court and the funding be returned to the Boards budget for reallocation.

Reason for the recommendation

This funding was granted by the Board from their placemaking funding at the end of the 2019 financial year. Due to the PGF funded Domain project, this funding is no longer required and can be reclaimed by the Board to be reallocated.

Reason for the recommendation

To allow the Board to reclaim funding to reallocate within their ward in this financial year.

3) Financial Implications and Budgetary Provision

Any funding resolutions rescinded will be returned to the Board in that financial year for reallocation.

Attachments

Nil

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

1 April 2021

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. Pages from BOIWCB - Application - BOI Country Music Festival - A3117116 ⇩

2. Pages from BOIWCB - Application - Waka Atea Wananga - A3117139 ⇩

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

1 April 2021

7.8 Project Funding Reports

File Number: A3116338

Author: Kathryn Trewin, Funding Advisor

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

Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

Recommendation

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

a) Mohinui Marae

b) Russell Baptist Church

c) Bay of Islands Sailing Week

1) Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) Discussion and Options

Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Attachments

1. Pages from BOIWCB - Project report - Mohinui Marae - A3116363 ⇩

2. Pages from BOIWCB - Project Report - Russell Baptist Church - A3116352 ⇩

3. Pages from BOIWCB - Project Report - Sailing Week Inc - A3116365 ⇩

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.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

8 Information Reports

8.1 FNDC Contracts

File Number: A3110785

Author: Warren Ure, Contract Management Specialist

Authoriser: Jaime Dyhrberg, General Manager - Corporate Services (Acting)

TE TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to provide information regarding FNDC Contracts that give effect to Levels of Service in the Bay of Islands – Whangaroa Ward.

TE WHAKARĀPOPOTO MATUA / Executive SummarY

Bay of Islands – Whangaroa Community Board Resolution 2021/5 requested that FNDC identify FNDC Contracts that give effect to Levels of Service in the Bay of Islands – Whangaroa Ward.

FNDC has identified ten contracts that fall into the category contained in the resolution.

NGĀ TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report FNDC Contracts.

TE tĀHUHU KŌRERO / Background

The contracts identified cover the major service provisions that FNDC provide to the ratepayers and citizens of the Far North district.

TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The ten contracts identified have differing initial terms and contract extension provisions as set out below:

Contract	Provider(s)	Contract Term (yrs)	Final Contract End Date
Solid Waste and Recycling	Waste Management and Northland Waste	5+2	30 September 2022
Russell Landfill	Ventia	5+1	30 June 2021
Town and Open Spaces Maintenance	Recreational Services	5+2	30 June 2022
3 Waters Operations and Maintenance	Far North Waters Alliance (Ventia and FNDC)	6+2+2	31 July 2029
Roading through the Northland Transportation Alliance	Fulton Hogan and Ventia	4+2+1+1	30 June 2026
Aquatic Facilities Operations and Maintenance	Harpori Consortium	3+3+2+2	30 June 2030
Hokianga Ferry	Fullers BOI	3+3+2+2	30 April 2030
Street Lighting	McKay Electrical	3+1+1	30 June 2021

The Final Contract End Date takes into account all of the contract extension provisions. This date may change if there are significant performance issues with any of the contractors which result in termination of a contract or non-extension of the contract.

A summary of the proposed procurement approach for contracts expiring within the next two years is below:

Contract	Commentary
Solid Waste and Recycling	New contracts will be developed following a Section 17A service review planned to be undertaken in 2021. A new contract will be developed that will include the agreed scope of services and be in place before 29 September 2022.
Russell Landfill	This contract is planned to go to market through an open market tender in late March 2021 following an expression of interest for the landfill operation on the Government Electronic Tenders Service (GETS). Contract to be in place before 30June 2021.
Town and Open Spaces Maintenance	A new contract will be developed following a Section 17A service review planned to be undertaken in 2021. A new contract will be developed that will include the full scope of services.
Street Lighting	A Request for Tender was issued on GETS in early March. A new contract is to be in place by 30 June 2021.

NGĀ PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

This report is for information only, there are no financial implications or budgetary provisions required.

ngĀ Āpitihanga / Attachments

Nil

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

8.2 Kerikeri Redwoods - 2020 Arborist Reports

File Number: A3123723

Author: Nina Gobie, Team Leader - Facilities Operations

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

TE TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to present the Treeskills Tree Report dated 1 September 2020 concerning the Kerikeri Redwoods located on Wendywood Lane and Hawkings Crescent, Kerikeri.

TE WHAKARĀPOPOTO MATUA / Executive SummarY

· The Kerikeri Redwoods are a significant feature and asset in Kerikeri.

· The arborist reports noted:

o concerns regarding the on-going health and stability of the trees especially those stand of trees located along Wendywood Lane, Kerikeri.

o a neighbouring fence built in 2020, caused significant damage to the roots of the largest trees at the northern end of Hawking Crescent grove.

· Subsequent to the arborist reports, work has been undertaken (and some programmed) to address the concerns raised.

NGĀ TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the Kerikeri Redwoods - 2020 Arborist Reports and note the work completed and underway.

TE tĀHUHU KŌRERO / Background

The stand of Redwood trees located at Wendywood Lane and Hawkings Crescent, Kerikeri are a significant feature and asset in the Kerikeri area.

Redwoods are not native to New Zealand and as such the trees suffer from New Zealand’s environmental conditions and tend to fail from the inside out making them an extreme health and safety risk if not carefully monitored.

There have been several reports requesting Council remove these trees due to the potential harm they could cause should they fail but these have been declined.

An annual inspection is completed, and the reports are then forwarded to the Chief Financial Officer for insurance purposes and works carried out, as recommended and applicable.

Council’s insurance would be invalid if a tree were to cause harm especially if the issue is noted in the annual Arborist report and not actioned.

Development work in and around the Redwood stands over recent years have also caused concern regarding the health and stability of these trees.

Wendywood Lane

This stand of trees has had a good layer of wood chip applied to the base of all the trees to try and minimise root compaction.

The two dead trees and hanging branches were removed as recommended in the 2020 Arborist report.

The tree that had root damage has been air spaded, corrective root pruning carried out and mulch applied.

Hawkings Crescent

This stand of trees covers approximately 2500m2 and is a bit longer and much wider than the stand along Wendywood Lane.

Although there is a layer of leaf litter in place, a top-up of mulch especially to the bare areas of this site should increase the root health and vigour of the trees.

This work was being programmed at the time of writing this report.

Two Tarata and a Pohutukawa tree were severely pruned as well and will require remedial care later this year.

TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

That the Bay of Islands-Whangaroa Community Board receive this report and note the work completed and underway to address the concerns highlighted within the arborist reports.

NGĀ PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

At this stage, there is no financial implications other than the requirement to apply mulch and remediate action to the pruned trees.

ngĀ Āpitihanga / Attachments

1. Tree Report Redwoods Hawkings Crescent Kerikeri 2020 - A2954407 ⇩

2. Tree Report Redwoods Wendywood Lane Kerikeri 2020 - A2954405 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

8.3 Bay of Islands-Whangaroa Community Hall Annual Information Update

File Number: A3120677

Author: Ngawaiata Harris, Support Officer

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

Purpose of the Report

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

Recommendation

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

Background

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

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

The Community Halls Policy includes the following key statements:

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

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

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

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

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

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

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

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

	Council owned on Council land	Community owned on Council land	Council owned on Crown Land	Community owned buildings on community owned land
Kaikohe – Hokianga Ward	Kaikohe, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene		Taheke	Ngawha, Waimamaku and Umawera
Te Hiku Ward	Herekino and Mangonui	Whatuwhiwhi	Lake Ohia and Kaingaroa	Broadwood, Fairburn, Waiharara and Araiawa
BOI – Whangaroa Ward	Paihia, Russell, Totara North, Waipapa and Whangaroa Memorial Hall (Kaeo)	Moerewa	Maromaku	Opua and Pakaraka
Notes:	Oruru is closed			Takahue – no longer exists

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

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

At the time of writing this report, community hall information had not been received from Totara North and Waipapa Hall Committees.

However, reports have been received from Paihia, Russell and Whangaroa (Kaeo) Committees which have been attached.

Discussion and Next Steps

Board members will consider the content of the information received.

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

Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

Attachments

1. Russell Hall Report - A3120601 ⇩

2. Paihia Hall Report - A3120596 ⇩

3. Whangaroa Hall Report - A3120593 ⇩

4. Halls and Facilities Strategy 2015 - A2925940 ⇩

5. Community Halls Policy 2016 - A2125076 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 April 2021

Background

Each Community Board has delegated responsibility for community buildings that provide a space for social interaction. These facilities (hereafter referred to as ‘halls’) may be used for leisure, arts, cultural, educational, sporting and other community activities. They may accommodate community groups and organisations.

The policy gives effect to the Far North District Council - Halls and Facilities Strategy 2015. It provides additional guidance on the management of community halls either owned by the Council or situated on Council land.

As at May 2016, there were 16 Council owned halls on Council land, 4 Council owned halls on Crown land and 2 community owned halls on Council land. See Appendix 1 for a schedule of facilities.

Objective

A network of fit for purpose affordable community facilities that connect and support resilient, healthy and vibrant communities.

Policies

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

a. Council aims to have a network of community venues across the district so people can meet and participate in the life of their communities. The network consists of both Council and non-Council owned facilities. It is important that the community has access to a variety of spaces and venues. Who owns those facilities is secondary to their existence and function.

b. Halls will not be acquired unless it can be demonstrated that they are fit for purpose, with affordable facilities to meet current and projected community needs.

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

a. Community Boards support communities in achieving their goals for facilities by providing expertise, supporting establishment of a Community Trust, and, if appropriate, contributing funds. Ownership of new facilities may remain with the community, usually managed by a community not-for-profit entity.

b. Council will actively encourage and support organisations to provide community access to existing venues, such as school halls and church meeting spaces.

c. Council will consider innovative types of facilities in response to diverse community needs and to changing trends in community and leisure activities. These could include multi-purpose facilities and facilities as part of commercial, retail, or residential developments.

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

a. The Council leases land, buildings, or land and buildings to community groups for a wide range of activities. It may transfer ownership of a hall to a community not-for-profit organisation where the community wants to take a greater role.

b. Council has a partnership approach to community facilities consistent with the Community Grant Policy .

c. If Council is building a new facility or developing an existing facility, it will actively seek opportunities to do so in partnership with other organisations, such as schools or churches.

d. Where no community organisation or committee can be formed within the community, the facility may be managed by the Community Board (or by the Council in exceptional instances, such as the Kaikohe Memorial Hall).

e. Community Boards, through consultation with their community, may retain ownership and have a Hall Committee under delegated authority to oversee the hall’s operation.

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

a. The Council will consider community-empowered management and community-led divestment.

b. Communities will be encouraged to upgrade halls by their own resources, including through seeking external funding and voluntary work.

Procedures for Hall Committees

1. When Community Boards have a Hall Committee under delegated authority to oversee the hall’s operation, the following procedures will apply:

a. The Committee will have a minimum of 5 elected members. In addition, a Community Board Member will be seconded to the committee to provide a liaison and advisory role, but shall not hold an office on the Committee.

b. The Committee will hold an Annual General Meeting every 12 months; this meeting must be publicly notified. Elections will take place at the Annual General Meeting. As Council’s financial year starts in July, this is the suggested month for elections.

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

d. The Committee is responsible for all bookings, fee collections and resolving any operational issues.

e. The Committee is responsible for all operational expenditure, including water, pan charges, power, phone, and cleaning.

f. Public halls owned by Council are non-rateable, except for water and sewerage charges.

g. The Committee is responsible for internal maintenance, refurbishments, and purchase of replacement equipment, but not for building renewals.

h. The Committee is responsible for insurance of the hall committee’s chattels, such as chairs, tables, and crockery. Council will insure the facility, which will include fixtures such as stoves and zip water heaters.

i. Where fee income does not meet expenses, an approach can be made through the Community Board for a one-off grant or for the Community Board to fund a specific shortfall each financial year. The Committee’s Community Board Member will advise if fees may need to be increased or if a hall may no longer meet the community’s needs.

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Council Responsibility	Community Board Responsibility	Hall Committee Responsibility
Asset management	Governance	Operation
Delegations	Appointment of Committee Advisor	AGM & appointment of Committee and Officers
Renewals and upgrades planning and delivery	Reporting of income, expenditure & usage	Bookings management
To maintain the external building envelope		Internal maintenance of building and equipment
Water & wastewater infrastructure provision and maintenance		Replacement of internal equipment
Insurance payments		Water & wastewater rates
Car park & grounds control, maintenance and upgrades		Services & utilities payments
Fences control, maintenance and upgrades		Cleaning