Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 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.

C. Maintain an overview of services provided by the territorial authority within the community.

D. Prepare an annual submission to the territorial authority for expenditure within the community.

E. Communicate with community organisations and special interest groups within the community.

F. Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated stormwater systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan and make recommendations to the Council.

7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres.

8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12. Recommend new bylaws or amendments to existing bylaws.

13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14. Exercise the following powers in respect of the Council bylaws within their community:

a) Control of Use of Public Spaces – Dispensations on signs

b) Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c) Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d) Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e) Speed Limits – Recommend places and speed limits which should be imposed.

15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1. Comment on adverse performance to the Chief Executive in respect of service delivery.

2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3. Assist their communities to set priorities for Pride of Place programmes.

4. Have special regard for the views of 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 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
	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
	Vision Kerikeri	Financial Member
Rachel Smith (Partner)	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member and Treasurer
	Vision Kerikeri	Financial Member
	Town and General Groundcare Limited)	Director/Shareholder

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

CHERRY PARK HOUSE

MANAGEMENT COMMITTEE REPORT TO

BAY OF ISLANDS WHANGAROA COMMUNITY BOARD

November 2021.

INTRODUCTION

Cherry Park House was bequeathed to the Bay of Islands County Council in the mid 1980’s. The control of the house was delegated to the Kerikeri Community Council

Cherry Park House is located at 160 Landing Road; the house itself has a floor area of 310sq metres, and is situated on 9,141 sq. metre [2.2 acres] section which is officially described as Pt Lot 2 DP 37646 – RESERVE. It has a capital value of $244,000. Whereas this may seem low it has to be remembered that the land is subject to flooding and its uses are therefore limited.

The purpose of Cherry Park House is

“to provide a venue for the furtherance and culture of Arts and crafts and associated interests, for the residents of Kerikeri and immediate environs. To this end facilities are provided for the holding of meetings, symposiums, workshops, displays and exhibitions relating to the interests of the user tenants.”*

The day to day administration of the house was delegated by the Community Council to a Management Committee which was to be made up of

“a representative of each tenant group and two members of the Community Council.”

A copy of what is believed to be the original Constitution and Rules of the house is attached as Appendix One to this letter.

The house is now also used by the Croquet Club as its club rooms, an arrangement agreed by the Council and the Crocket Club at some stage in the past

THE CURRENT POSITION.

Cherry Park House has now been operating for close to 40 years since its establishment as an Arts Centre in the mid-1980s. There are 21 groups regularly using the facilities, a variety of one off users, and over 200 people using the facility on a regular basis.

During the past 40 years there have been changes to its operation and management. The facility is now owned by the Far North District Council, the control is now vested in the Bay of Islands Community Board. The Community Board has in turn delegated the management of the facility to the Cherry Park House Management Committee.

The Management Committee is now elected at an annual general meeting each year. One additional member of the Management Committee is appointed by the Bay of Islands Community Board.

CURRENT ISSUES

The constitution and management.

For some time there have been concerns expressed by Management Committee members as to the appropriate management and control of the property, its rules, its modus operandi, and responsibilities in respect of the property. At the 2018 Annual Meeting a new constitution was adopted. A copy of this constitution is attached as Appendix Two to this letter.

There is now some doubt as to the validity of the new constitution. It has been suggested that the new constitution should have been approved by Council before it could come into effect.

That aside, the FNDC has in place a policy for halls. This is set out in Appendix Three to this letter.

The policy is clear on the role of Council, Community Boards, and Hall Management Committees in the management and running of community halls. Cherry Park House is listed on the FNDC website as a hall. This would suggest that Cherry Park House does not need a constitution.

Procedures for Hall Committees

The Council policy provides that 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

In general it would seem the policies are being followed by the Management Committee.

Health and Safety - Legal liability

It is noted that the Council Policy in respect of Halls is silent on the question of Health and Safety. This is an issue for the Management Committee and centres on legal liability. As will be discussed later in this report there are a number of issues with Cherry Park House that have significant health and safety implications. Concern has been raised by Management Committee members as to their potential liability in the event of serious injury to any person using the House. Logic suggests that in terms of the respective roles of the Council, the Community Board, and the Management Committee as set out in the Policy, the responsibilities could be as follows :-

a. The safety of the building itself in a generic sense, - Council

b. Health and safety aspects relating to activities being carried out, - The Management Committee

The Committee would appreciate the Council clearly spelling out the responsibility(ies) the members of the Management Committee may, or may not, have in this respect.

Building Warrant of Fitness.

A secondary consideration in respect of the health and safety considerations is the question of a building Warrant of Fitness.

Building owners are required to issue a Building Warrant of Fitness once a year. The following requirements are set out on the FNDC website:-

A Building Warrant of Fitness (BWOF) is a certificate issued by the building owner confirming that all of the specified systems contained within the building have been inspected and maintained and are performing in accordance with the compliance schedule. A BWOF verifies that the inspection, maintenance and reporting procedures for all the specified systems within a building have been carried out in accordance with the compliance schedule for the previous 12 months.

Issuing of the BWOF certificate is the owner’s responsibility; this document must be issued annually. The owner is required to display a copy of the BWOF certificate in a visible location in the building where it can be seen and to which the public have access.

The building owner’s responsibilities are clear, whether or not the building is tenanted. A building owner may delegate his / her responsibility to a tenant. This does not alleviate the owner from liability if the tenant fails to fulfil obligations. A building owner or anyone acting on the building owner’s behalf in signing a BWOF may be liable if they make a false or misleading statement in the BWOF.

The Management Committee would appreciate Council clarification of the status of Cherry Park House in this respect, and clarification on any responsibilities the Committee or Council may have in this respect. In this context it is understood that Council has available a contractor who undertakes property inspections and provides reports on building warrant of fitness issues. This could be a first step in resolving this issue.

SPECIFIC REPAIRS, MAINTENANCE, HEALTH AND SAFETY ISSUES.

The Management Committee notes the following issues of concern:-

The kiln room

The kiln is located on the lower floor of the house. Access is by way of a steep and narrow staircase. This is not good for people with reduced mobility. The kiln reaches temperatures up to 1300 degrees. It has been installed by a registered electrician and the construction of the kiln means it poses no fire risk. The committee has also had the kiln inspected by the Fire Service and they have advised that they were satisfied that everything was in order. However, heat and fumes from firings do affect the windows – heat and fumes have affected the opacity of the kiln room windows – and the air quality within Cherry Park House while the kiln is operating. It is the view of the committee that there is a need for an adequate ventilation system for when the kiln is in operation.

Whereas the kiln itself seems not to pose a fire risk, in the event of fire in the building which prevented exit via the staircase the only exit from the kiln room would involve climbing out a window and walking up a set of steps.

An added issue is the fact that the kiln room is below ground level.

This raises a flooding issue. There has been flooding in the area in the past resulting in the loss of a kiln and other equipment. The risk of flooding has been mitigated in the past with an outside pump installed in the moat. The problem has been accentuated by the theft of the pump. The Committee has purchased a portable pump from its own resources but this is not an ideal situation however as it requires committee members to monitor the weather and if needed go to the property to activate the pump.

Hot water facilities

The hot water system was gas. However the gas califont has been stolen. This was apparently reported to Council when the theft occurred about two to three years ago. Since then the only source of hot water is a zip in the kitchen. The committee has obtained quotes to replace the stolen hot water system, and has spoken to Andrew Cassell from FNDC in this regard The Management Committee would like to discuss this matter with Council with a view to ensuring a good supply of hot water.

Access

The Management Committee has concerns over access to the building.

Access from the car park on the road frontage is by way of a set of steps. There have been two known recent cases of a person slipping and falling on these steps. One of those incidents requiring ambulance attendance.

The entry from the rear of the building, not the street frontage, is via a path from the carpark around the side of the building and up a ramp. There have been issues around a ‘trip’ hazard in this doorway. Some work has been undertaken by Council on this hazard, but there are remaining issues and it is suggested that a ramp inside this door is also required.

SUMMARY

The Management Committee would appreciate the assistance of the Community Board in clarifying and resolving the issues raised above. The chair and other members of the Management Committee would be happy to attend a Board meeting to further discuss issues raised in this report.

For and on behalf of the Cherry Park Management Committee;

Richard Lawty Frank Owen

Chair Board appointee

Cherry Park House Management Committee Cherry Park House Management Committee

APPENDIX ONE

APPENDIX TWO

CONSTITUTION OF THE CHERRY PARK HOUSE MANAGEMENT COMMITTEE , KERIKERI. (July 2018)

1. Contents:

1. Description

2. Cherry Park House Management Charter

3. Definitions

4. Committee

5. Committee Meetings

6. Role of the Committee

3. 7. Annual General Meetings

4. 8. Special General Meetings

5. 9. Conduct of the Meetings

6. 10. Altering the Constitution

7. 11 . Money and other Property

8. 12. Finances

13 Winding Up

1. Description:

10.

11. 1.1 The name of the building shall be CHERRY PARK HOUSE

12. 1.2 The location is 160 Landing Road, Kerikeri, 0230.

13. 1.3 The legal description of the property is Part Lot 2 DP 37646.

14. 1.4 The property and House is owned by the FAR NORTH DISTRICT

15. COUNCIL.

16. 1.5 Control is vested in the BAY OF ISLANDS-WHANGAROA

17. COMMUNITY BOARD

18. 1.6 The community board has delegated the authority to oversee the house’s

19. operation to the CHERRY PARK HOUSE MANAGEMENT

20. COMMITTEE on behalf of the Far North District Council.

21.

22.

2. Cherry Park House Charter:

Cherry Park House is a learning and meeting facility, established as a venue to provide educational and activity programmes, for people with a wish to enlarge their horizons and to share with others.

23. The purpose of the CHERRY PARK HOUSE is to provide a venue for the furtherance and culture of Arts and Crafts and Associated interests, for the residents of Kerikeri and immediate environs.

24.

25. To this end, facilities are provided for the holding of Meetings, Symposiums, Workshops, Displays and Exhibitions relating to the interests of the community.

3. Definitions:

3.1 The end of the financial year is 31^st MARCH.

3.2 A business meeting is a Committee, Annual General or Special General meeting of CHERRY PARK HOUSE MANAGEMENT COMMITTEE

at which formal business is conducted that may require a vote.

3.3 For any of the voting entitlements at an AGM or Special General Meeting a member is defined as anyone who is a resident of Kerikeri or its immediate environs.

3.4 Majority vote means a vote made by more than half of the members who are present at the meeting and entitled to vote.

3.5 Written notice means any communication by post, electronic means (including email and website posting), and must include an advertisement in local periodical when notifying members about the AGM.

4.0Management Committee

4.1 The management of the operation of Cherry Park House shall be vested in a committee consisting of no less than 5 (five) or more than 7 (seven)

members, all of whom shall be elected annually.

4.2 The Officers of the Cherry Park House Management Committee shall be the Chair, the Secretary, and the Treasurer.

The officers shall be appointed from the elected members of the committee by a unanimous vote of that committee.

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, but has voting rights.

4.3 The appointed Chair shall hold that office for no more than four (4) consecutive years, and all members of the committee shall serve for no more than six (6) consecutive years.

4.4 The committee shall be elected at an AGM and shall hold office until the conclusion of the election of officers at the next succeeding AGM.

4.5 If a vacancy exists on the committee then a member can be co-opted by the committee to serve as a member of the committee with full voting rights and their term of service shall expire at the following AGM.

4.6 Nominations to the committee duly agreed by the nominee, when proposed and seconded shall be delivered in writing to the Returning Officer at least fourteen (14) days before the date specified for the AGM. The nominee, proposer and seconder must be anyone who is a resident of Kerikeri or it’s immediate environs.

4.7 Committee members may resign office by giving not less than twenty-one (21) days' written notice to the committee.

5. Committee Meetings

5.1 There shall be no fewer than four (4) committee meetings a year.

5.2 If any members of the committee absent themselves from two (2) consecutive committee meetings without prior notification to the committee, they shall be deemed to be no longer a committee member.

5.3 At committee meetings matters shall be decided by a simple majority of votes of the eligible committee members present.

5.4 In the absence of the Chair from a committee meeting, the Chair for

the meeting is to be elected by the committee members present.

5.5 Special committee meetings may be called at any time by the Chair or by any three (3) members of the committee upon seven (7) days' prior notice being given to all committee members with details of all matters proposed to be discussed.

5.6 A quorum for a Committee meeting is four (4) committee members.

6. Role of the Committee:

6.1 The Secretary shall ensure that minutes are kept of all annual general, special general and committee meetings.

6.2 The secretary shall maintain an Inventory of all furniture, fixtures and fittings which are the property of Cherry Park House , showing also date of purchase or acquisition, and the value.

6.3 The secretary shall post the minutes of all committee meetings on the Cherry Park House Notice Board for the benefit of all user groups.

6.4 The committee will be responsible for all bookings, fee collections and resolving any operational issues

6.5 The committee is responsible for all operational expenditure, including water, power and cleaning.

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

6.7 The committee is responsible for insurance (if needed) of the House committee’s chattels, such as chairs, tables, and crockery.

6.8 The committee shall ensure that a record is kept of all user groups,

with contact information, which shall be made available, if requested, from any other user groups.

6.9 All matters relating to the operation of Cherry Park House not otherwise provided for in this Constitution shall be dealt with by the committee in consultation with the Far North District Council.

Meetings

7. Annual General Meetings:

7.1 The Annual General Meeting (AGM) shall be held once in each year, not later than twelve weeks after the end of the financial year. At least twenty-eight (28) days’ written notice shall be given to all members.

7.2 The business of the AGM shall include:

· Confirming the minutes of the last AGM and of any special general meeting held after it;

· Receiving and approving the Annual Report of the Chair;

· Receiving and approving the Treasurer's reviewed accounts and reviewers report;

· Appointing a financial reviewer to check the accounts for the following financial year;

· Considering and approving the charges applied to user groups for the use of Cherry Park House;

· Considering and determining proposals to alter this Constitution.

· Electing the members of the Cherry Park House Management Committee.

7.3 Quorum for an Annual General meeting is twelve (12) members

8. Special General Meetings

8.1 A Special General meeting may be convened at any time upon a resolution of the committee.

8.2 At least twenty-eight (28) days' notice of the meeting including details of

any proposed resolutions shall be given to all members.

8.3 Quorum for Special General Meeting is twelve (12) members

9. Conduct of the Meetings:

9.1 The Chair shall preside over all annual general, special general and general meetings. In the absence of the Chair, a chair shall be selected by and from those committee members in attendance.

9.2 Each member has the right to one vote on each motion that has been formally proposed and seconded at annual general or special general meetings.

9.3 All matters except for changes to the constitution shall be decided by a simple majority vote.

9.4 Voting on changes to the constitution is governed by Clause 10 Alterations to the Constitution.

9.5 At the discretion of the Chair, except where directed otherwise by a resolution of the meeting, voting at meetings shall be by voice, show of hands or secret ballot. There shall be no provision for proxy votes.

10. Alterations to the Constitution:

10.1 This Constitution may be amended with the assent of not less than two thirds (2/3) of those members present and voting at an annual general or special general meeting.

10.2 Twenty-eight (28) days' notice shall be given to members stating the intention to put forward such a resolution provided, however, that any alterations to the constitution of the Cherry Park Management Committee do not change the purpose of the facility.

10.3 No additions to or alterations of the aims, personal benefit clause or winding up clause shall be made which affect the non-profit body status of the organisation. The provisions and effect of this clause shall not be removed from this document and shall be included and implied in any document replacing this document.

11. Money and other Property:

11.1 Money or other assets means any real or personal property or any interest therein owned or controlled to any extent by the Cherry Park Management Committee.

11.2 All of the income and property of Cherry Park Management shall be applied solely towards the objectives of Cherry park House and none of it shall be paid or transferred in any way to its committee members, except as provided by the constitution.

11.3 Payment in good faith of reasonable expenses to any member (other than a

committee member) may be made and repayment may be made of out of pocket expenses properly incurred by members including committee members in the course of the work of Cherry Park House Management.

11.4 The organisation does not have the purpose of making a profit for the Far North District Council, or member and prohibits a distribution of property in any form to a member, and has a constitution that prohibits a distribution of property in any form to a member.

12. Finances:

12.1 All costs, charges and expenses authorised by the committee incidental to the management of Cherry Park House may be defrayed from the funds of the organisation.

12.2 The committee may use email or other electronic means to consult and make decisions by majority vote between committee meetings. Any decisions must be recorded, by resolution, in the minutes of the next regular committee meeting.

12.3 The Treasurer shall keep records of all money received and expended on behalf of the Cherry Park House Management Committee and shall prepare and publish the Financial Statement and the Reviewer’s report for discussion at the AGM. All monetary transactions shall be made through properly authorised accounts in accordance with the requirements and direction of the committee.

12.4 The treasurer will prepare statistical information on the usage of the House, income received and any investments made in the house.

12.5 The committee shall appoint three (3) of its members as the authorised signatories for all monetary transactions. Any two of the three must sign to authorise each transaction.

12.6 No committee member shall be held responsible for any loss caused by his or her action, or by the action of any agent employed by that member or other committee members on behalf of the committee, if such action is properly authorised, is carried out in good faith within the confines of the authorisation, and if no fraud or wrong doing on the part of the committee member, is involved.

12.7 Approval at an AGM or special general meeting is required for any expenditure for any item or group of items over the sum of $2000 (two thousand dollars).

13. Winding Up

13.1 The Cherry Park House Management Committee may at any time be wound up by a resolution to that effect carried by a simple majority of members present and voting at a special general meeting convened for that sole purpose.

26. 13.2 In the event that the Cherry Park House Management Committee is wound up, after all its liabilities have been met any surplus assets shall be handed over to the BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD.

APPENDIX THREE

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD VIRTULLY VIA MICROSOFT TEAMS, Harmony Lane, Waipapa
ON Thursday, 11 November 2021 AT 10.00 am

PRESENT: Chairperson Belinda Ward, Deputy Chairperson Frank Owen, Member Lane Ayr, Member Manuela Gmuer-Hornell, Member Bruce Mills, 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 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and conflicts of Interest

Apology

Resolution 2021/101

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Frank Owen

That the apology received from Member Mauwai Wells be accepted and leave of absence for Member Rachel Smith between 12:30-1:30pm be granted; and,

a) Manuela Gmuer Hornell notes conflict of interest for the Kororareka Marae funding application for Toitu Te Hohourongo – Toitu Te Whenua as she is a member of Te Au Marie Trust.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

3 Te wāhanga tūmatanui / Public Forum

Hannah Hunter, Matt Jordan, Paul Hayward spoke in regard to proposed Kaeo Pump Track.

Kath Keremete, Tawhi Tua, and Sophie McCarthy spoke in regard to Healthy Families Far North update.

4 Ngā Tono KŌrero / Deputations

Nil.

5 ngā kaikōrero / Speakers

1. Louise Irvine on behalf of Duffus Trust spoke in regard to item 8.4 Funding Applications.

2. At 10:46 am, Member Lane Ayr left the meeting. At 10:47 am, Member Lane Ayr returned to the meeting.

3. Jenny Jackson on behalf of Busy Bees (Kairos Trust) speaking in regard to item 8.4 Funding Applications.

4. Dame Jenny Shipley and Richard Robbins on behalf of Kororareka Marae speaking in regard to item 8.4 Funding Applications.

5. Cheryl Smith on behalf of Sport Northland item 8.5 Rural Travel Funding Applications.

6 Notice of Motion

6.1 Notice of Motion - Opito Bay Reserve

Agenda item 6.1 document number A3464218, pages 12 - 20 refers.

Resolution 2021/102

Moved: Member Frank Owen

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board receive the Opito Bay Visit report noting the request for a playground in the Bay of Islands-Whangaroa Community Boards Strategic Priorities under Community Recreational Space for public enjoyment.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A3452312, pages 21 - 32 refers.

Resolution 2021/103

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 7 October 2021 are a true and correct record with the following amendments:

· Item 7.6 - add Chairperson Belinda Ward left and returned to the meeting due to technical difficulties.

· Item 7.6 - spelling correction on Member Hooway-Kopa’s name.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

At 11:33 am, Member Frank Owen left the meeting. At 11:40 am, Member Frank Owen returned to the meeting.

8 Reports

8.1 Chairperson and Members Report

Agenda item 8.1 document number A3452304, pages 33 - 38 refers.

Resolution 2021/104

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Belinda Ward, Member Manuela Gmuer-Hornell, and Member Bruce Mills.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

8.2 Statement of Community Board Fund Account as at 30 September 2021

Agenda item 8.2 document number A3443075, pages 39 - 42 refers.

Resolution 2021/105

Moved: Member Dave Hookway-Kopa

Seconded: Member Lane Ayr

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 2021”.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

8.3 Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 2021

Agenda item 8.3 document number A3451325, pages 43 - 44 refers.

Resolution 2021/106

Moved: Chairperson Belinda Ward

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 30 September 2021.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

8.4 Funding Applications

Agenda item 8.4 document number A3450842, pages 45 - 100 refers.

Staff advised that the following applicants had been in contact since the printing of the agenda to advise that their applications were withdrawn:

1. 8.4c Kaeo Christmas Parade And Festival Organising Committee

2. 8.4g Toi Ngāpuhi Ltd for costs towards Te Toi Mahara Ngāpuhi Arts Summit

Resolution 2021/107

Moved: Chairperson Belinda Ward

Seconded: Member Manuela Gmuer-Hornell

a) That the Bay of Islands-Whangaroa Community Board approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Business Paihia for costs towards 2021 Paihia Christmas Celebrations to meet Community Outcomes.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

8.4b Funding Applications

motion

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Dave Hookway-Kopa

b) That the Bay of Islands-Whangaroa Community Board approves the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Duffus Memorial Trust for costs towards exterior maintenance of pensioner housing at Long Beach Road to meet Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Amendment

Moved: Chairperson Belinda Ward

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board approves the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Duffus Memorial Trust for costs towards exterior maintenance of pensioner housing at Long Beach Road subject to further confirmation that Council will not be funding the refurbishment in the next 12 months.

In Favour: Belinda Ward and Manuela Gmuer-Hornell

Against: Lane Ayr, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Abstained: Rachel Smith

lost

ReSOLUTION

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Dave Hookway-Kopa

b) That the Bay of Islands-Whangaroa Community Board approves the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Duffus Memorial Trust for costs towards exterior maintenance of pensioner housing at Long Beach Road to meet Community Outcomes.

In Favour: Manuela Gmuer-Hornell

Against: Lane Ayr, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Abstained: Belinda Ward and Rachel Smith

lost

8.4d Funding Applications

Resolution 2021/109

Moved: Member Dave Hookway-Kopa

Seconded: Member Lane Ayr

d) That the Bay of Islands-Whangaroa Community Board approves the sum of $4,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kairos Connection Trust – Busy Bees costs towards knitting for newborns and those in need to meet Community Outcomes, subject to the project report received being verified.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

At 12:21 pm, Member Rachel Smith left the meeting.

The meeting adjourned for lunch from 12:21 pm to 1:00 pm.

8.4e Funding Applications

Resolution 2021/110

Moved: Member Dave Hookway-Kopa

Seconded: Member Bruce Mills

e) That the Bay of Islands-Whangaroa Community Board approves the sum of $1,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Community Cadet Unit costs towards 2021 Regimental Dinner to meet Community Outcomes.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Carried

8.4f Funding Applications

MOTION

Moved: Member Manuela Gmuer-Hornell

Seconded: Chairperson Belinda Ward

f) That the Bay of Islands-Whangaroa Community Board approves the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kororareka Marae costs towards Toitu Te Hohourongo – Toitu Te Whenua to meet Community Outcomes.

In Favour: Belinda Ward

Against: Lane Ayr, Bruce Mills and Dave Hookway-Kopa

Abstained: Manuela Gmuer-Hornell and Frank Owen

lost

NOTE: Member Manuela Gmuer-Hornell abstained due to conflict of interest with Te Au Marie Trust.

8.4h Funding Applications

MOTION

Moved: Member Lane Ayr

Seconded: Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board:

h) acknowledges that COVID-19 has affected applicants who received funding for events from the Community Board and that events may have been unable to run as scheduled and:

i) grants an extension for events to be rescheduled to take place prior to 30 June 2023 if the applicant is able to reschedule or alter their event to run (with no additional funding application being made).

ii) agrees if the applicant is unable to reschedule or restructure their event to take place before 30 June 2023, or do not wish to do so, applicants must return any unspent funds and provide a project report outline the expenditure made.

iii) agrees any applicant affected by this resolution must notify the Funding Advisors of their decision by 31 December 2021.

Amendment

Moved: Chairperson Belinda Ward

Seconded: Member Dave Hookway-Kopa

That the Bay of Islands-Whangaroa Community Board:

h) acknowledges that COVID-19 has affected applicants who received funding for events from the Community Board and that events may have been unable to run as scheduled and:

i) grants an extension for events to be rescheduled to take place prior to 30 September 2022 if the applicant is able to reschedule or alter their event to run (with no additional funding application being made).

ii) agrees if the applicant is unable to reschedule or restructure their event to take place before 30 September 2022, or do not wish to do so, applicants must return any unspent funds and provide a project report outline the expenditure made.

iii) agrees any applicant affected by this resolution must notify the Funding Advisors of their decision by 28 February 2022.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

carried

The amendment became the substantive motion.

resolution 2021/111

Moved: Chairperson Belinda Ward

Seconded: Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board:

h) acknowledges that COVID-19 has affected applicants who received funding for events from the Community Board and that events may have been unable to run as scheduled and:

i) grants an extension for events to be rescheduled to take place prior to 30 September 2022 if the applicant is able to reschedule or alter their event to run (with no additional funding application being made).

ii) agrees if the applicant is unable to reschedule or restructure their event to take place before 30 September 2022, or do not wish to do so, applicants must return any unspent funds and provide a project report outline the expenditure made.

iii) agrees any applicant affected by this resolution must notify the Funding Advisors of their decision by 28 February 2022.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Carried

8.5 Summer 2021/22 Rural Travel Funding Applications

Agenda item 8.5 document number A3440112, pages 101 - 133 refers.

Resolution 2021/112

Moved: Chairperson Belinda Ward

Seconded: Member Bruce Mills

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

a) Bay of Islands College	$1,070.00
b) Kerikeri High School	$918.00
c) Mid North United Sports Incorporated	$570.00
d) Motatau Bilingual Primary School	$3,500.00
e) Taitokerau Rugby League	$1,850.00
f) Special Olympics – Bay of Islands	$500.00

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Carried

8.6 Rural Travel Funding Project Reports

Agenda item 8.6 document number A3452691, pages 134 - 145 refers.

Resolution 2021/113

Moved: Chairperson Belinda Ward

Seconded: Member Manuela Gmuer-Hornell

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

a) Bay of Islands Amateur Swimming Club

b) Kerikeri Cricket Club

c) Kerikeri High School

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Carried

9 Information Reports

9.1 Bay of Islands-Whangaroa Community Board Action Sheet Update November 2021

Agenda item 9.1 document number A3379221, pages 146 - 162 refers.

Resolution 2021/114

Moved: Member Manuela Gmuer-Hornell

Seconded: Member Lane Ayr

At 1:33 pm, Member Rachel Smith returned to the meeting.

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Community Board Action Sheet Update November 2021;

And formally note the following comments in the minutes for staff consideration:

· RESOLUTION 2021/65 – do not remove action until evidence that unbudgeted funds for Tree Management is not effecting levels of services;

· RESOLUTION 2021/33 - request urgent follow up with Redwood Trees;

· RESOLUTION 2021/88 – remove as action is complete;

· request “community board member recommendations” be included as part of member reports;

· request font on financial reports is increased;

· request ongoing lack of expediency and compliance related to health and safety concerns throughout the ward be rectified as a matter of urgency;

· request timeframes of response be closely monitored in the RFS system and captured as part of Customer Service reporting.

In Favour: Belinda Ward, Lane Ayr, Manuela Gmuer-Hornell, Bruce Mills, Frank Owen and Dave Hookway-Kopa

Against: Nil

Abstained: Rachel Smith

Carried

Member Hookway-Kopa closed with a karakia.

8 tE kAPINGA hUI / Meeting Close

The meeting closed at 2:09 pm.

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 2 December 2021.

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

CHAIRPERSON

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Frank Owen

Subdivision: Kerikeri

Date: Period 22 June 2021 to 15 November 2021

Meetings

Date Meeting

23 June Representation Review meeting

24 June Kerikeri Domain Business case interviews

28 June Kerikeri Domain Working Group

29 June Community Board Working Group Meeting

1 July Council Meeting Kaikohe

5 July Cherry Park House AGM

7 July Cancer Society Daffodil Day Committee Meeting

8 July BOIW Community Board Meeting

9 July Meeting with Community Board Working Group Chair

12 July Kerikeri Domain Working Group

13 July Northland Manufactures and Employers Meeting Kerikeri.

15 July Cancer Society Daffodil Day Committee Meeting

22 July Meeting with Kerikeri Rotary re assistance required

23 July Meeting with Chair re Board Agenda

26 July Kerikeri Domain Working Group

27 July Russell Meeting with Board Chair & Russell Opua Member

28 July Kerikeri Ratepayers Association AGM

4 August Cherry Park Committee Meeting

5 August Community Board Meeting

9 August Kerikeri Domain Working Group

12 August Council Meeting Kaikohe

16 August Kerikeri Domain blessing

20 August Meeting with Chair re Board Agenda

23 August Kerikeri Domain Working Group meeting

2 September Community Board Meeting

17 September Opito Bay meeting with member Ayr at Opito Bay

21 September Council Meeting

24 September Meeting with Chair re Board Agenda

27 September Kerikeri Domain Working Group meeting

28 September Community Board Working Group meeting

27 October Meeting with Cr. Court re ‘issues’

1 October Discussion with Stephen Findlay re Local Government Reform.

7 October Community Board Meeting

11 October Council zoom meeting

12 October Kerikeri Domain Working Group meeting

26 October Hosted Daffodil Day Lunch

27 October Hosted Daffodil Day Lunch and Dinner

28 October Kerikeri Domain Working Group elected members meeting

29 October Meeting with Chair re Board Agenda

8 November Kerikeri Domain Working Group meeting

11 November Community Board meeting

Cherry Park House.

As members will be aware I am of the view that Cherry Park House is not fit for purpose and in fact, is a significant Health and Safety issue given its current use. The council owns a significant piece of land where Cherry Park House is located and I believe there needs to be a robust discussion on the future needs of the current tenants and thought given to a more appropriate use for the land

A Report is being finalised by the Management Committee for submission to the Board. Given my concern over significant health and safety issues, I plan to give notice of a motion at the next meeting that the Board note the report, and that it be forwarded to Council staff for them to consider and report back to the Board on the issues raised.

Kerikeri Domain Working Group

This has been a frustrating exercise at times and it needs to be placed on record the time and effort member Lane Ayr as Chair of the group has put into this project. Despite the frustrations there is no doubt that the Domain will be a better place as a result of the work being carried out.

Daffodil Day 2021

As members are aware for my sins I have been the Kerikeri Convenor for the Cancer Society’s Daffodil Day for the past two years. This year Daffodil Day on 27August was cancelled due to lockdown. Despite that the local organising committee managed to run two fund raising lunches and a dinner after they were rescheduled three times. A great example of what our community can achieve with strong participation by enthusiastic volunteers.

FRANK OWEN

15 November 2021

COMMUNITY BOARD MEMBER’S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Lane Ayr

Subdivision: Kerikeri

Date: AUG 13/21 NOV12/21

REPORT

Meetings

16/08/21 Blessing for start of skate park Kerikeri

18/08/21 Waipapa Hall AGM

20/08/21 Opito Bay re playground

23/08/21 Teams meeting of KDWG

02/09/21 BOI-Whangaroa Community Board Workshop (9-10)

02/09/21 BOI-Whangaroa Community Board Meeting Teams (10-3)

06/09/21 ByLaw Discussion via Teams

15/09/21 Waipapa Hall

17/09/21 Community Catch Up kerikeri

20/09/21 Meeting at Kerikeri Domain re Top Soil

27/09/21 KDWG via Teams

29/09/21 Kerikeri Domain Re RSA wall

07/10/21 BOI-Whangaroa Community Board Workshop (9-10)

07/10/21 BOI-Whangaroa Community Board Meeting Teams (10-3)

12/10/21 KDWG teams

15/10/21 KDWG budget meeting

20/10/21 Waipapa Hall

08/11/21 KDWG teams

11/11/21 BOI-Whangaroa Community Board Workshop (9-10)

11/11/21 BOI-Whangaroa Community Board Meeting Teams (10-3)

Resource Consents

As noted in several of my previous reports, it appears that the process of supplying RC’s to the CB has changed, to save all parties time and energy I will cease any further comments on RC’s.

Requests for Service/information

I submit few RFS, while encouraging community members to do so directly, several that I did submit have not, in my opinion elicited any real action the following are the last two.

Re: Mission Road and Landing Road Parking still an issue additional photo supplied.

Re: Repainting parking lot directions signs Kerikeri Parking lot no action.

I would not like to see RFS’s become the default inspection process, for instance the vegetation on the roundabout at the Bypass and Waipapa now restricts view of traffic turning (If your proceeding now on Waipapa you cannot see traffic turning right to go down the bypass) This should not require an RFS.

In progress

Kerikeri Domain Working Group

As most will be aware construction has started on the Skate Board Park. Basketball Court and Playground which form the major module of the project

The project may be over budget, and that to provide the project as presented to the community, the Working Group may be required to seek additional funding.

The KDWG is currently awaiting detailed to-date costs so that we can prioritize outstanding items in the design, within budgetary limits.

There is little purpose at this time in analyzing the cause of any “over run” but it may well be of assistance in future projects.

I had promised a presentation to the Board which has not proved possible at this time. WG’s recent meeting minutes and pic’s are attached.

Comments

Given the current COVID restrictions I believe that the staff and in general the organization are to be congratulated on maintaining services.

I admit to a general naivety regarding both Politics and Cronyism, both of which I find distasteful.

A colleague and I were delegated to provide a report on a submission to the Board, which we did.

Given the parties making the submission and the topic, one would have had to been credulous not to observe the potential for interference.

But as stated I’m naive, suffice it to say I strongly object to having my time wasted, also the waste of resources in re wording the report.

As Chairman of the KDWG I was made aware that the “Ramps” being removed from the Domain had been constructed in a modular method which lent itself to being disassembled. In contact with a fellow Board member from one of our other communities, there was an interest in having the “Ramps”

It was arranged to disassemble the ramps and transport to the other community this was achieved despite Covid lockdowns/restrictions etc. no small feat.

However, no good deed goes unpunished, as I was to discover, an unrequested press release elicited some negative comments from the community, these were handled by my Board colleague, I’m also informed that the community has raised significant funds for the re assembly of the “ramps”.

I received various communications from senior staff and am aware of other senior members all finding fault in the “process” used, I received no comments regarding assistance with the project. They were FNDC assets on FNDC property moved to another FNDC property, probably fully depreciated and I would be surprised to see any expenditure on maintenance.

It is extremely sad when our emphasis is placed on process rather than an objective.

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

COMMUNITY BOARD MEMBER'S REPORT

Report to: Bay of Islands-Whangaroa Community Board

Member Name: Manuela Gmuer-Hornell

Subdivision: Opua – Russell

Date: 15 November 2021

Meetings

Date

Meeting

26/10/2021

11/11/2021

15/1/2021

Russell Community Town Hall Committee Meeting

Community Board Meeting - Online

Russell Community Town Hall Committee Meeting

Issues/Feedback

Our Community 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!

Reports tabled at our meetings need to be more in-depth, and if there are geographical issues, staff will benefit from site visits. Online maps hardly ever tell the whole story.

A lack of communication seems to get in the way of positive interaction between ratepayers and FNDC. A personal acknowledgement (after the automatic reply) is seldomly sent out and gets the interaction off on the wrong foot.

There is big angst and uncertainty in all communities over imminent arrival of Covid-19 Delta and the business community is rallying for a busy and prosperous summer season.

Resource Consents

RC2220259-RMALUC - (3 Tikitiki Lane, Russell 0272)

RC2220239-RMALUC – (1 Ashby Street, Russell 0272)

Requests for Service/Information

09/12/2019	RFS-3996575	Petition Okiato Boundary for paper road
11/02/2020	RFS-4001004	Mark Car Parks outside of Tennis Club
21/02/2020	RFS-3997123	Footpath Damage York St
20/05/2020	RFS-4005808	please mark the diesel tank intake at Russell Wharf
10/07/2020	RFS-4014411	two small slips - been semi tidied and cone placed
21/09/2020	RFS-4026086	Russell Sewage Plant Issues
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
19/11/2020	RFS-4034886	Fire Hydrant Marking RSA Russell
06/01/2021	RFS-4046814	eroded track to Opua Beach
22/03/2021	RFS-4052859	Duffus Estate Land - driveway
02/06/2021	RFS-4063234	Russell Hall - birds nesting inside
02/06/2021	RFS-4063241	Washout Long Beach (far end)
08/08/2021	RFS-4073578	Unconsented structures Russell Strand
29/10/2021	RFS-4084238	Wash out under Aucks Road

In progress

· Opua Resource Consent non-notified for development Franklin St/Kellet St – petition tabled at CB Meeting 3/2/2020 – this has now gone to a full (over 100 attendees) community meeting 8/3/2020 – and we have just been told FNHL has sold the land to a private developer. The land is now occupied by hapu and locals. This is a community being pushed out of their town.

· Footpath Kellet Street – Opua School – been approved but not carried out – after being promised to be finished by September, it is now "scheduled" for January 2021. 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 2020 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

· Speed Limit Review

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

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

· Placemaking Russell The Strand

· Smart Bins and Free Public WiFi is coming to Russell

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

8.4 Project Funding Reports

File Number: A3456739

Author: Kathryn Trewin, Funding Advisor

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

Take Pūrongo / 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.

tŪtohunga / Recommendation

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

a) Bay of Islands Canine Association

b) Kairos Connection Trust (Busy Bees Group)

1) TĀhuhu kŌrero / 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) matapaki me NgĀ KŌwhiringa / 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.

It is noted that the Board requested further information regarding the report from Te Ruapekapeka Trust, as when the funding was granted, the applicant indicated that they were anticipating funding from another source that would mean that the Boards funding would not be required. The applicant has still not responded to emails or phone calls at time of report writing to advise of the actual situation. The Funding Advisor will continue in efforts to get a response for the Board.

Take Tūtohunga / Reason for the recommendation

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

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

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Project Report - Kairos Connection Trust (Busy Bees Group) - A3456736 ⇩

2. Pages from BOIWCB - Project Report - Bay of Islands Canine Association - A3468316 ⇩

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	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.	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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	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

2 December 2021

8.5 ROAD NAMING - 59 Hall Road, Kerikeri

File Number: A3482378

Author: Selina Topia, Roading Support Officer

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

Take Pūrongo / Purpose of the Report

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

WhakarĀpopoto matua / Executive Summary

Council has received a Road Naming application to name a private road addressed at 59 Hall Road, Kerikeri. Community Boards have delegated authority to name private roads.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name thirteen private roads, Samba Way, Monterey Place, Camarosa Lane, Duncan Way, Sylvie Lane, Doris Lane, Duffy Place, Heirloom Avenue, Seville Place, Clementine Lane, Serrana Way, Rosie Lane and Mordilona Avenue that are currently addressed at 59 Hall Road, Kerikeri as per maps (A3482080).

1) TĀhuhu kŌrero / Background

Monique Hawker from Te Puna Waiora has advised that these are private roads created by a sub-division addressed at 59 Hall Road, Kerikeri.

The names Samba, Monterey, Camarosa, Duncan, Sylvie, Doris, Duffy, Heirloom, Seville, Clementine, Serrana, Rosie, and Mordilona are several varieties of fruit commonly grown in the Kerikeri region.

The background for these names is given also as per the Road Naming application attached (A3482077).

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Their suggestions are as follows:

1. Samba Way

2. Monterey Place

3. Camarosa Lane

4. Duncan Way

5. Sylvie Lane

6. Doris Lane

7. Duffy Place

8. Heirloom Avenue

9. Seville Place

10. Clementine Lane

11. Serrana Way

12. Rosie Lane

13. Mordilona Avenue

The Roading team and Land Information New Zealand (LINZ) have no objections to the names suggested above.

Take Tūtohunga / Reason for the recommendation

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

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

There will be no financial implications to Council relating to the installation of the road name signs (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.

Āpitihanga / Attachments

1. Application - Document number - A3482077 ⇩

2. Map - Document number - A3482080 ⇩

3. Schedule - Document number - A3482301 ⇩

4. LINZ approval - Document number - A3482085 ⇩

5. Iwi/ Hapu Feedback - A3486109 ⇩

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	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 thirteen private roads 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. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	Hapu representatives of Ngati Rehia were consulted with no objection received as per email received (A3486109).
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.	There will be no financial implications to Council relating to the installation of the road name signs (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

Application for Road Naming/Renaming

GENERAL INFORMATION
· Proposed names are to be submitted for new roads in subdivisions to Infrastructure & Asset Management Department with the application for resource consent. · Proposed names are to be submitted (in writing) for existing legal but unnamed roads, to the Administration Officer, Infrastructure & Asset Management Department. · Proposed road renamings are to be submitted in writing. Requests from outside of Council must provide information and background as to why the road should be renamed. Written consent from affected residents and owners must be obtained. · The proposed names will be checked against Council’s Roading database to avoid duplication. · Liaise with the iwi when using Maori names and provide supporting document of their approval. · Several names (3 are recommended) should be submitted for each road or accessway, in order of preference in case of rejection · A background to the names, their origins and their link with the area is to be supplied · Personal names are to be discouraged unless the name submitted has a historical connection with the property being subdivided, or are that of a well-known identity or prominent Far Northerner, or New Zealander · It is Councils prerogative under Section 319(j) Local Government Act 1974 to name streets and the Council may refuse to approve names considered unsuitable · Where more than one road is being created in a subdivision, a common theme is recommended for road names · Private road names are considered by Council. They will need to meet Council’s Signage Guidelines (white background with blue lettering. · Names are to be chosen in proportion to the type of road, and in accordance with the Naming Guide at the end of the form · If you are unsure if the road you want to name is a Council maintained road or private road, please contact the Infrastructure & Asset Management Department.
APPLICANT DETAILS
Applicant/Developer Name: _____Arvida Limited Organisation: ____ Te Puna Waiora RV Limited __________________________________________________________________ Postal Address: __59 Hall Road _____________________________________________ Phone: 0211846179 Email: manager@tepunawaiora.co.nz
ROAD LOCATION
Address: 59 Hall Road, Kerikeri Legal Description: _Te Puna Waiora RV LTD _________________________________________________________________ Resource Consent Application Number: ______________________ *Please supply a scheme plan map that clearly indicates the location of the Road, Private Road or Right-Of-Way when submitting your application.*
TYPE OF ROAD (Please tick) - Public Road Private Road Right-of-Way
PROPOSED ROAD NAMES
Road 1	First Choice:
	Second Choice:
	Third Choice:
Road 2	First Choice:
	Second Choice:
	Third Choice:
Road 3	First Choice:
	Second Choice:
	Third Choice:
BACKGROUND A background to the names, their origins and their link with the area is to be supplied
The theme at Te Puna Waiora in the current street names in stage one has been fruit that can be grown locally in the region. The attached road names continue this theme on.

ROAD RENAMING

Please state the current road name and your reason for requesting the name change below then complete the rest of the form. Also, please ensure you attach the written consents of at least 85% of affected residents and attach to the application form.

GENERAL INFORMATION AND GUIDELINES

Ensure that road names are not duplicated in the Far North District (both spelling and pronunciation to be considered); this includes same road names with different suffix. To do this, please use www.google.co.nz/maps and search “proposed road name (excl suffix) Northland” to check if proposed names may be duplicates.

Ensure that road type appropriately matches the definition of the suffix, such as ‘road’, ‘avenue’ etc. Road names without a suffix are now strongly discouraged (e.g. Broadway). The following definitions provide a guide, but please note that other appropriate suffixes that are not in this list may be used.

Suffix	Definition
Avenue	A generally broad straight roadway planted on each side with trees
Boulevard	A wide roadway well paved usually with trees and grass
Circle	A roadway that generally forms a circle or a short enclosed roadway bounded by a circle
Close	A short enclosed road.
Court	A short enclosed road usually surrounded by buildings
Crescent	A crescent or half-moon shaped street rejoining the road from which it starts
Drive	Wide main roadway without many cross streets - an especially scenic road or street
Esplanade	Level roadway along the seaside, lake or a river
Glade	Roadway usually in a valley of trees
Green	Roadway often leading to a grassed public recreation area
Grove	A road that often features a group of trees standing together
Lane	A narrow way, path, country road or street. A narrow passage between hedges or buildings, an alley
Loop	Roadway that diverges from and then rejoining a main thoroughfare
Mews	Roadway in a group of houses
Suffix	Definition
Parade	Public roadway or promenade
Place	A short sometimes narrow enclosed roadway
Quay	A roadway alongside or projecting into water
Rise	A roadway going to a higher place or position
Road	Route or way between places. General usage. Defined in Local Government Act 1974, Section 315
Terrace	Roadway on a hilly area that is mainly flat
Vale	A roadway along low ground between hills
Way	A winding or curved track or path for passing along

The following are suitable suffixes for particular road types:

Road Type	Suffix
Cul-de-sac (short dead-end street with turnaround at the end)	Close, Court, Place
Wide spacious street	Avenue, Boulevard, Parade

The following are suitable suffixes for private roads and private ways categorised into particular road types:

Road Type	Suffix
Narrow road and right of way	Lane, Way
Associated with high ground	Rise,
Associated with low ground	Vale
Tree lined road	Avenue, Glade, Grove

Applicants Signature: _______________________________ Date:____________________________

Return Application to Postal: Far North District Council or Email: selina.topia@fndc.govt.nz

Private Bag 752

KAIKOHE 0440

Attention: Selina Topia

Appendix - Guidelines for Choosing a Road Name

Road names should be chosen from the following categories provided they meet the criteria in clause 5.5 and 5.6 of this policy.

7.1 History – Weighting 3

7.1.1 The name of a historical person, event, industry or activity associated with the area. Such names may include early settlers and early notable people such as conservationists or naturalists.

7.1.2 The family name of the former owner of a farm or property or the name of the farm or property may be used if a historical context is established.

7.2 Culture – Weighting 3 (Cultural significance to Maori or culture other than Maori)

7.2.1 This category includes the name of a Maori heritage precinct, site or track or traditional appropriate Maori name for the area.

7.2.2 All Maori names are to be submitted to an Iwi representative to ensure that they are appropriate, spelt correctly, interpreted correctly and are not offensive to Maori.

7.2.3 Maori should be consulted as to whether they have an interest in the land on which the road is to be constructed and asked if they wish to contribute names at the beginning of the Resource Consent process.

7.2.4 Joint non-Maori/Maori names will not generally be considered.

7.3 Geography – Weighting 2

7.3.1 This category includes local geographical, topographical, geological and landscape features.

7.3.2 Local flora and fauna also fall into this category e.g. trees, plants and animals that are widespread and plentiful in the area.

7.3.3 Views must be readily identifiable.

7.4 Theme – Weighting 2 (Common or established themes in the area)

7.4.1 Where more than one road is being created in a development, a common theme is recommended for the names.

7.4.2 Where there is an established theme in an area, new road names should reflect this theme.

7.4.3 Proposed themes for a new subdivision must be submitted to council for approval.

7.4.4 When all the roads in a development or suburb fit a theme, the road layout of the development is easier to remember. The area will stand out on a map.

7.4.5 A theme may contribute to a sense of community within the area. A well chosen theme with the roads named accordingly can leave a lasting impression long after the development process has been completed.

7.5 Noteworthy Person – weighting 1 (Personal name for special service to the District or community)

7.5.1 Persons who have made a notable contribution to the area or the District fall into this category. The contribution which can be duly recognised may be in conservation, community service, sport, arts, military, commerce, local government or other sphere of activity.

7.5.2 Names from local war memorials will be considered where appropriate. Permission of surviving relatives should be obtained where appropriate.

7.6 Weighting the Names

7.6.1 Names may fit more than one category. The weighting reflects the relative importance of the categories and enables names to be ranked in order of merit - with the highest scored being the highest ranked.

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 December 2021

9 Information Reports

9.1 Levels of Service and Operational Service Contracts

File Number: A3485429

Author: Warren Ure, Contract Management Specialist

Authoriser: William J Taylor MBE, General Manager - Corporate Services

TAKE PŪRONGO / Purpose of the Report

To provide information to the Community Boards regarding FNDC contracts that give effect to the delivery of Levels of Service across the District. The report will also provide Community Board Members a mechanism to have input into the future scope and specifications of FNDC operational service contracts to ensure Levels of Service are being met.

WHAKARĀPOPOTO MATUA / Executive SummarY

The report will identify contracts that impact on levels of service for the Community Board and a mechanism for Community Board review and consultation.

TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Levels of Service and Operational Service Contracts.

tĀHUHU KŌRERO / Background

The Bay of Islands-Whangaroa Community Board Meeting resolved to receive a report regarding upcoming contracts and levels of service that affect the Bay of Islands-Whangaroa Community Board.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

This report identified seven major service provision contracts across the district.

The key contracts are:

Contract	Supplier	Term	Expiry Date
Solid Waste and Recycling	Waste Management and Northland Waste	5+2	30 September 2022. Possible contract extension after December Council decision
Russell Landfill	Northland Waste	2+2+2	30 July 2028
Town and Open Spaces Maintenance	Recreational Services	5+2	30 June 2022 Possible contract extension after December Council decision
3 Waters Operations and Maintenance	Far North Waters Alliance (Ventia and FNDC)	6+2+2	1st Extension 01.08.2025 2nd Extension 01.08.2027 End Date 31 July 2029
Roading through the Northland Transportation Alliance	Fulton Hogan and Ventia	4+2+1+1	1st Extension 01.07.2022 2nd Extension 01.07.2024 3rd Extension 01.07.2025 End Date 30 June 2026
Aquatic Facilities Operations and Maintenance	Hapori Consortium	3+3+2+2	1st Extension 01.07.2023 2nd Extension 01.07.2026 3rd Extension 01.07.2028 End Date 30 June 2030
Street Lighting	McKay Electrical	2+2+1	End Date 30 June 2026

Proposed Reporting Frequency

It is proposed that the Contract Management Specialist report to the Community Board initially on a 6 monthly basis or as required. Additional reports will be provided as required around contract extensions or procurement market exercises that fall outside the 6 monthly reporting regime.

Proposed Community Board Feedback/Consultation Mechanism

Feedback from Community Boards regarding issues from the community, contractor performance and levels of service, could be channelled through these meetings via FNDC Contract Management Specialist, Officers would then report back to the Community Boards on outcomes.

The most beneficial time for Community Boards to be involved in reviewing and giving input to setting levels of service, contract scope and deliverables is the Long-Term Plan process and contract development stage prior to tender.

A further opportunity is prior to extension of any major contract.

It is proposed that the Contract Management Specialist (together with other FNDC key stakeholders) facilitate those contract discussions with the Community Board.

Contract Register

An FNDC Contract Register has been built on the intranet site TK3 in SharePoint. The register contains general contract information such as start date end date, contract value etc. It will also contain some analysis tools such as the category of the contract i.e. whether the contract is categorised as Transactional, Routine, Strategic or Critical to FNDC.

Other analytical tools are:

Contract Concentration Risk

Business Continuity requirement

Contract Health Check requirement

This will provide valuable insights into contract performance and management at FNDC.

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

There are no Financial or Budgetary implications to this information report.

Āpitihanga / Attachments

Nil

Date	Meeting
29/10/2021	Sod turning for SH10 Kaeo Bridge (again)
2/11/2021	Lake Manuwai site visit for the placement of new toilet block (at last)
2/11/2021	Shade sail at Kaeo Playground. Installers hit 2 water pipes. Guess who had to run around fixing them.
5/11/2021	Patrick Crawshaw – Discussing projects for Kaeo township
07/11/2021	Kericell – again donated a substantial amount of flowers plants for Kaeo township.
10/11/2021	Planted our gardens with my new neighbours
11/11/2021	CB virtual
15/11/2021	Whispers copy. First edition since the long-standing editor left town

Community Fund Account balance as at 01 July 2021	$301,549.00
· Plus unused funds from 2020/21 – BOI Rotary Club 2021 Duck Race	$1,974.00
· Plus unused funds from 2020/21 – Kerikeri FC Storage Facilities	$3,000.00
· Plus unused funds from 2020/21 – Kerikeri Gym Club Fitout Facility	$2,958.00
· Plus unused funds from 2020/21 – Kerikeri Sports Complex for community playground equipment	$15,000.00
· Plus unused funds from 2020/21 – Russell to Okiato Shared pathway Signage	$3,000.00
· Plus unused funds from 2020/21 – Kaeo Playground Shade Structure	$30,000.00
· Plus unused funds from 2020/21 – Kawakawa Community Development Plan	$10,000.00
· Plus unused funds from 2020/21 – Te Hononga Hub Old Bank Vault Renovation	$3,077.00
· Refund of unused grant – Guardians of the Bay of Islands Inc – Te Ra nga Tamariki Day 2021	$360.87
· Less funds granted and uplifted to 31 October 2021	$93,415.00
· Less funds not uplifted from 4 March 2021 for Bay of Islands Rotary Club for 2021 Duck Race	$1,974.00
· Less funds not uplifted from 3 June 2021 for Kerikeri Football Club for costs towards storage facilities for equipment	$3,000.00
· Less funds not uplifted from 2 September 2021 for Kerikeri Sports Complex Management Group for costs towards construction of a playground at the complex	$5,189.00
· Less funds not uplifted from 7 October 2021 for Kawakawa Hundertwasser Charitable Trust for costs towards facilitate development community plan	$10,000.00
· Less funds not uplifted from 7 October 2021 for Kawakawa Hundertwasser Charitable Trust for costs towards Te Hononga Booking Office project	$3,077.00
· Community Fund Account balance as at 31 October 2021	$254,263.87

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Kawakawa Business and Community Association	Christmas in the Park 2021	$2446 (50%)	$2446	The Board’s Strategic Plan states that the Board will: “Fund one Christmas event or Parade in Kerikeri, Kaeo, Kawakawa, Moerewa, Paihia and Russell of up to $2500 per annum for the event, plus traffic management costs up to a maximum of $2500.”	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Kerikeri Croquet Club Inc	Assistance with upkeep of greens	$3000 (32%)	$3000 (32%)	The Kerikeri Croquet club has previously received assistance from the Board to maintain their greens so they can host inter-club competitions. The amount they have requested is half the amount granted for their 2018 application.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
The Magic Playhouse	MORPH! Puppet Festival	$6000 (3%)	$6000 (3%)	This is for an event to be hosted during the quieter winter season. Funding will help cover venue hire.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Russell Tennis Club Inc	Construction of a new tennis pavilion	$40,000 (40%)	$20,000 (20%)	This project will provide a social hub that the wider community will be able to utilise, as well as providing facilities that will enable the club to host more tournaments. The club is actively fundraising for the balance of funds required.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure

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.