Agenda of Extraordinary Council Meeting - Tuesday, 14 December 2021

Extraordinary Council Meeting Agenda

14 December 2021

COUNCIL MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Hon Mayor John Carter QSO	Board Member of the Local Government Protection Programme	Board Member of the Local Government Protection Program
Hon Mayor John Carter QSO	Carter Family Trust
Deputy Mayor Ann Court	Waipapa Business Association	Member		Case by case
	Warren Pattinson Limited	Shareholder	Building company. FNDC is a regulator and enforcer	Case by case
	Kerikeri Irrigation	Supplies my water		No
	District Licensing	N/A	N/A	N/A
	Ann Court Trust	Private	Private	N/A
	Waipapa Rotary	Honorary member	Potential community funding submitter	Declare interest and abstain from voting.
	Properties on Onekura Road, Waipapa	Owner Shareholder	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Property on Daroux Dr, Waipapa	Financial interest	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Flowers and gifts	Ratepayer 'Thankyou'	Bias/ Pre-determination?	Declare to Governance
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
	Staff	N/A	Suggestion of not being impartial or pre-determined!	Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair.
	Warren Pattinson	My husband is a builder and may do work for Council staff		Case by case
Ann Court - Partner	Warren Pattinson Limited	Director	Building Company. FNDC is a regulator	Remain at arm’s length
	Air NZ	Shareholder	None	None
	Warren Pattinson Limited	Builder	FNDC is the consent authority, regulator and enforcer.	Apply arm’s length rules
	Property on Onekura Road, Waipapa	Owner	Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development.	Would not submit. Rest on a case by case basis.
David Clendon	Chairperson – He Waka Eke Noa Charitable Trust	None		Declare if any issue arises
	Member of Vision Kerikeri	None		Declare if any issue arrises
	Joint owner of family home in Kerikeri	Hall Road, Kerikeri
David Clendon – Partner	Resident Shareholder on Kerikeri Irrigation
David Collard	Snapper Bonanza 2011 Limited	45% Shareholder and Director
David Collard	Trustee of Te Ahu Charitable Trust	Council delegate to this board
Felicity Foy	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight and Allen Bell Drive.
	Foy Farms Partnership	Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	112 Commerce Street Holdings Ltd	Owner of commercial property in Commerce Street Kaitaia.
	Foy Property Management Ltd	Owner of company that manages properties owned by Foy Farms Rentals and Flick Family Trust.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Director of Coastal Plumbing NZ Limited
Felicity Foy - Partner	Friends with some FNDC employees
Mate Radich	No form received
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
Kelly Stratford	KS Bookkeeping and Administration	Business Owner, provides book keeping, administration and development of environmental management plans	None perceived	Step aside from decisions that arise, that may have conflicts
	Waikare Marae Trustees	Trustee	Maybe perceived conflicts	Case by case basis
	Bay of Islands College	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Karetu School	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Māori title land – Moerewa and Waikare	Beneficiary and husband is a shareholder	None perceived	If there was a conflict, I will step aside from decision making
	Sister is employed by Far North District Council			Will not discuss work/governance mattes that are confidential
	Gifts - food and beverages	Residents and ratepayers may ‘shout’ food and beverage	Perceived bias or predetermination	Case by case basis
	Taumarere Counselling Services	Advisory Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	Sport Northland	Board Member	May be perceived conflicts	Should conflict arise, step aside from voting
	He Puna Aroha Putea Whakapapa	Trustee	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Kawakawa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	Whangaroa Returned Services Association	Member	May be perceived conflicts	Should conflict arise, step aside from voting should they apply for funds
	National Emergency Management Advisor Committee	Member		Case by case basis
	Te Rūnanga ā Iwi o Ngāpuhi	Tribal affiliate member	As a descendent of Te Rūnanga ā Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā Iwi o Ngāpuhi Council relations	Declare a perceived conflict should there appear to be one
	Te Rūnanga ā Iwi o Ngāti Hine	Tribal affiliate member	Could have a perceived conflict of interest	Declare a perceived conflict should I determine there is a conflict
	Kawakawa Business and Community Association	Member		Will declare a perceived conflict should there appear to be one
Kelly Stratford - Partner	Chef and Barista	Opua Store	None perceived
Kelly Stratford - Partner	Māori title land – Moerewa	Shareholder	None perceived	If there was a conflict of interest I would step aside from decision making
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest

Extraordinary Council Meeting Agenda

14 December 2021

MINUTES OF Far North District Council
Extraordinary Council Meeting
HELD AT THE Virtually via Microsoft Teams
ON Thursday, 21 October 2021 AT 1.00 pm

PRESENT: Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Member), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board), Dale Ofsoske (Electoral Officer), William J Taylor, MBE (Chief Executive Officer, Acting), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1 Karakia Timatanga / Opening Prayer

His Worship the Mayor commenced the meeting with a prayer.

2 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and Declarations of Interest

Nil

3 ngā tono kōrero / Deputation

Nil

4 NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS

Nil

5 Reports

5.1 Representation Review 2021 - Deliberation on Submissions

Agenda item 5.1 document number A3413095, pages 12 - 46 refers.

Resolution 2021/52

Moved: Mayor John Carter
Seconded: Deputy Mayor Ann Court

That Council:

a) note the 129 valid submissions received on the Representation Review Initial Proposal for the 2022 triennial local government elections;

b) in deliberating on submissions relating to the Representation Review Initial Proposal for the 2022 triennial local government elections makes the following amendments to its initial proposal:

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Nil

Carried

4.1 One general ward and one Māori ward with at large voting

motion

Moved: Cr Moko Tepania
Seconded: Deputy Mayor Ann Court

That Council amend the initial proposal to establish one general ward and one Māori ward for the 2022 Election.

In Favour: Deputy Mayor Ann Court, Rachel Smith and Moko Tepania

Against: Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Kelly Stratford and John Vujcich

lost 3/7

Motion

Moved: Cr Felicity Foy
Seconded: Cr Dave Collard

That Council amend the initial proposal to establish 3 Māori wards, following the general ward boundaries.

In Favour: Dave Collard and Felicity Foy

Against: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Abstained: Mate Radich

lost 2/7

3.15 Do you agree with Council’s proposal to increase the number of councillors from nine to ten?

Motion

Moved: Cr Mate Radich
Seconded: Cr Kelly Stratford

That Council amend the initial proposal to 12 councillors:

i. 8 General

ii. 4 Māori

In Favour: Dave Collard, Mate Radich and Kelly Stratford

Against: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Felicity Foy, Rachel Smith, Moko Tepania and John Vujcich

lost 3/7

Motion

Moved: Deputy Mayor Ann Court
Seconded: Cr Moko Tepania

That Council amend the initial proposal to 14 councillors:

i. 9 General

ii. 5 Māori

In Favour: Deputy Mayor Ann Court

Against: Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

lost 1/9

Motion

Moved: Cr Moko Tepania
Seconded: Cr John Vujcich

That Council amend the initial proposal to 20 councillors:

i. 12 General

ii. 8 Māori

In Favour: Deputy Mayor Ann Court, Rachel Smith, Moko Tepania and John Vujcich

Against: Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Mate Radich and Kelly Stratford

lost 4/6

Motion

Moved: Cr Felicity Foy
Seconded: Mayor John Carter

That Council amend the initial proposal to 9 councillors:

i. 6 General

ii. 3 Māori

In Favour: Dave Collard, Felicity Foy and Mate Radich

Against: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

lost 3/7

At 2:35 pm, Cr Mate Radich left the meeting.

At 2:41 pm, Cr David Clendon left the meeting due to technical difficulties.

3.1 Do you support all of Awanui being included in the Whatuwhiwhi subdivision?

Motion

Moved: Cr Felicity Foy
Seconded: Cr Dave Collard

That Council amend the initial proposal to move all of Awanui to North Cape subdivision.

In Favour: Dave Collard, Felicity Foy and John Vujcich

Against: Mayor John Carter, Deputy Mayor Ann Court, Rachel Smith, Kelly Stratford and Moko Tepania

lost 3/5

At 2:44 pm, Cr David Clendon returned to the meeting.

3.7 Do you support the establishment of a new Waipapa subdivision within the Bay of Islands-Whangaroa ward?

Resolution 2021/53

Moved: Mayor John Carter
Seconded: Cr Rachel Smith

That Council amend the initial proposal to adopt Option 1 - Alter Te Pēwhairangi-Whangaroa Community Board subdivision boundaries as follows:

a) Meshblocks 0044008 and 4010073 to be added to the Kerikeri Subdivision from the
Waipapa Subdivision.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Nil

Carried

Deputy Mayor Ann Court declared conflict of interest on item 3.8 in the agenda.

3.10 Do you support Maromākū and Waiomio moving to the Russell-Ōpua subdivision?

Resolution 2021/54

Moved: Cr Kelly Stratford
Seconded: Cr Rachel Smith

That Council amend the initial proposal to alter Te Pēwhairangi-Whangaroa Community Board subdivision boundaries as follows;

a) Meshblocks 0046100, 0046400, 0046700, 0046801, 0047801 to be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision.

to recognise Maromākū and Waiomio as communities of interest within the Kawakawa-Moerewa subdivision rather than the Russell-Ōpua subdivision and that Council note that it will be non-compliant with the +/- 10% rule but can be justified by not splitting communities of interest.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Nil

Carried

3.11 Do you support renaming the Bay of Islands-Whangaroa ward to its Māori name, Te Pēwhairangi-Whangaroa?

Resolution 2021/55

Moved: Cr Rachel Smith

Seconded: Cr David Clendon

That Council amend the initial proposal and Te Pēwhairangi-Whangaroa be changed to Bay of Islands-Whangaroa (retain the existing ward name).

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford and John Vujcich

Against: Moko Tepania

Carried

6 Karakia Whakamutunga / Closing Prayer

Cr Moko Tepania closed with a karakia.

7 Meeting Close

The meeting closed at 3:15 pm.

The minutes of this meeting will be confirmed at the Council Meeting held on 4 November 2021.

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

CHAIRPERSON

Extraordinary Council Meeting Agenda

14 December 2021

MINUTES OF FAR NORTH DISTRICT COUNCIL
ORDINARY COUNCIL MEETING
HELD AT THE VIRTUALLY VIA MICROSOFT TEAMS
ON THURSDAY, 4 NOVEMBER 2021 AT 10.00 AM

PRESENT: Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr David Clendon, Cr Dave Collard, Cr Felicity Foy, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr John Vujcich

IN ATTENDANCE: Mike Edmonds (Member), Adele Gardner (Te Hiku Community Board Chairperson), Belinda Ward (Bay of Islands-Whangaroa Community Board),

STAFF PRESENT: Shaun Clarke (Chief Executive Officer), William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1 Karakia Timatanga / Opening Prayer

His Worship the Mayor commenced the meeting with a prayer.

2 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and Declarations of Interest

2.1 Declarations of Interest and Apologies

Resolution 2021/56

Moved: Mayor John Carter

Seconded: Cr Rachel Smith

That Council accept apologies for lateness from Crs Moko Tepania and David Clendon

Carried

3 ngā tono kōrero / Deputation

· 10:10 am Jane Johnston – Government Reform Proposals

· 10:15 am Craig Hobson, Josh Port & Freda Riwai – Northland Basketball

· 10:20 am Steve Mutton (NTA) – 2021 – 24 NTLP Outcomes

Cr David Clendon joined the meeting at 10:21 am.

· 10:25 am Shirley Ayers, Julie Scott & Nora Rameka - Housing

4 NGĀ KŌRERO A TE KOROMATUA / MAYORAL ANNOUNCEMENTS

The Mayor advised he would provide brief updates throughout the meeting.

5 Confirmation of Previous Minutes

5.1 Confirmation of Previous Minutes

Agenda item 5.1 document number A3052395, pages 12 - 34 refers.

Resolution 2021/57

Moved: Mayor John Carter

Seconded: Cr Felicity Foy

That Council confirms as a true and correct record the minutes of the Council meetings as follows;

· 14 September 2021 (Extraordinary)

· 23 September 2021

· 21 October 2021 (Extraordinary)

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford and John Vujcich

Against: Nil

Carried

6 Reports

6.1 Committee Recommendations and Resolutions - October 2021

Agenda item 6.1 document number A3450795, pages 35 - 56 refers.

Resolution 2021/58

Moved: Mayor John Carter

Seconded: Cr Rachel Smith

That Council:

a) adopt the Far North 2100 Strategy.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, Dave Collard, Rachel Smith, Kelly Stratford and John Vujcich

Against: Crs David Clendon, Felicity Foy and Mate Radich

carried

b) approve the Road Speed Limit Policy continue without amendment.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford and John Vujcich

Against: Nil

carried

c) approve the Community Initiated Infrastructure – Roading Contributions Policy, and the Limits of Council Responsibility for Formation / Maintenance of Roads Policy be continued with amendment.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Rachel Smith, Kelly Stratford and John Vujcich

Against: Crs Felicity Foy and Mate Radich

carried

d) approve the Dust Management Policy, Private Roads and Rights of Way Policy, Road Maintenance Policy, and Road Mirrors – Private Crossings Policy be revoked.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard and Rachel Smith

Against: Crs Felicity Foy, Mate Radich, Kelly Stratford and John Vujcich

carried

e) approve to develop a new Naming Policy for roads, open spaces, and Council facilities.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford and John Vujcich

Against: Nil

carried

f) support in principle the Far North Spaces and Places Plan as the plan to implement Kōkiri ai Te Waka Hourua 2021-2030; and that an enablement plan be developed in support of the 2022 Annual Plan.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford and John Vujcich

Against: Crs David Clendon and Mate Radich

Carried

6.2 Representation Arrangements Review 2021 - Final Proposal

Agenda item 6.2 document number A3339414, pages 57 - 106 refers.

Resolution 2021/59

Moved: Mayor John Carter

Seconded: Deputy Mayor Ann Court

That the Far North District Council, pursuant to section 19N of the Local Electoral Act 2001 and having considered and deliberated on submissions received to the initial proposal for the 2021 review of representation arrangements, amends its initial proposal to the following final proposal for at least the 2022 triennial local government elections:

a) The Far North District Council to comprise the Mayor elected at large and 10 councillors elected under the ward system, specifically six general ward councillors and four Māori ward councillors.

b) The Far North District Council be divided into four wards, these being:

(i) Bay of Islands-Whangaroa General Ward (represented by three general ward councillors), comprising the area in the proposed Bay of Islands-Whangaroa General Ward map as shown on Attachment 1.

(ii) Kaikohe-Hokianga General Ward (represented by one general ward councillor), comprising the area in the proposed Kaikohe-Hokianga General Ward map as shown on Attachment 2.

(iii) Te Hiku General Ward (represented by two general ward councillors), comprising the area in the proposed Te Hiku General Ward map as shown on Attachment 3.

(iv) Ngā Tai o Tokerau Māori Ward (represented by four Māori ward councillors), comprising the whole of the district in the proposed Māori Ward map as shown on Attachment 4.

c) That Te Pēwhairangi-Whangaroa General Ward and Te Pēwhairangi-Whangaroa Community Board be changed to Bay of Islands-Whangaroa General Ward and Bay of Islands-Whangaroa Community Board (retain the existing names).

d) The Māori ward be named Ngā Tai o Tokerau.

e) The above general wards are the current ward areas with the exception of the Kaikohe-Hokianga and the Bay of Islands-Whangaroa ward boundaries to be altered as follows:

(i) Meshblock 0037202 be added to the Bay of Islands-Whangaroa General Ward from the Kaikohe-Hokianga General Ward.

(ii) Meshblock 0036401 be added to the Bay of Islands-Whangaroa General Ward from the Kaikohe-Hokianga General Ward.

(iii) Meshblocks 0034600, 0034800 be added to the Bay of Islands-Whangaroa General Ward from the Kaikohe-Hokianga General Ward.

f) The three general wards, the number of general councillors per ward, the ward populations (estimated at 30 June 2020) and the population ratio per general councillor are as follows:

Ward	General Electoral Population	Number of Councillors	Average	% Variation
Te Hiku General	13,260	2	6,630	-13.61%*
Bay of Islands-Whangaroa General	25,160	3	8,387	+9.27%
Kaikohe-Hokianga General	7,630	1	7,630	-0.58%
Total	46,050	6

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each councillor represents must be within the population range of 7,675 plus or minus 10% (6,907 – 8,442) unless particular community of interest considerations justify otherwise. The representation of the Te Hiku General Ward falls outside of the stipulated range.

g) The Far North District Council be divided into three subdivided communities, these being:

(i) Bay of Islands-Whangaroa Community subdivided into:

1. Kawakawa-Moerewa Subdivision comprising the area in the proposed Kawakawa-Moerewa Subdivision map as shown on Attachment 5.

2. Kerikeri Subdivision comprising the area in the proposed Kerikeri Subdivision map as shown on Attachment 6.

3. Paihia Subdivision comprising the area in the proposed Paihia Subdivision map as shown on Attachment 7.

4. Russell-Ōpua Subdivision comprising the area in the proposed Russell-Ōpua Subdivision map as shown on Attachment 8.

5. Waipapa Subdivision comprising the area in the proposed Waipapa Subdivision map as shown on Attachment 9.

6. Whangaroa Subdivision comprising the area in the proposed Whangaroa Subdivision map as shown on Attachment 10.

being the existing community board and subdivision areas with the exception of the following:

a. Meshblock 0047701 be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision

b. Meshblocks 0046100, 0046400, 0046700, 0046801, 0047801 be added to the Kawakawa-Moerewa Subdivision from the Russell-Ōpua Subdivision

c. Meshblocks 4009371, 4009372, 0043905, 0044701 be added to the Kerikeri Subdivision from the Whangaroa Subdivision

d. Meshblocks 0033600, 0033800, 0043902, 0043904, 0043905, 0043907, 0044003, 0044004, 0044005, 0044503, 0044504, 0044505, 0044506, 0044507, 0044508, 0044603, 0044604, 0044605, 0044606, 0044607, 0044608, 0044609, 0044701, 0044703, 0044801, 4007581, 4007583, 4008359, 4008360, 4008361, 4009371, 4009372, 4011285, 4011286, 4011319 be added to the Waipapa Subdivision from the Kerikeri Subdivision

e. Meshblocks 0044008 and 4010073 be added to the Kerikeri Subdivision from the Waipapa Subdivision

(ii) Kaikohe-Hokianga Community subdivided into:

1. Kaikohe Subdivision comprising the area in the proposed Kaikohe Subdivision map as shown on Attachment 11.

2. North Hokianga Subdivision comprising the area in the proposed North Hokianga Subdivision map as shown on Attachment 12.

3. South Hokianga Subdivision comprising the area in the proposed South Hokianga Subdivision map as shown on Attachment 13.

being the existing community board and subdivision areas with the exception of the following:

a. Meshblocks 0032600, 0033200, 0033100, 0032700, 0033000 be added to the Kaikohe Subdivision from the South Hokianga Subdivision

b. Meshblocks 0039200, 0039500, 0040501, 0040502, 0040601 and 0040602 to be added to the South Hokianga from the Kaikohe Subdivision.

(iii) Te Hiku Community subdivided into:

1. Doubtless Bay Subdivision comprising the area in the proposed Doubtless Bay Subdivision map as shown on Attachment 14.

2. Kaitāia Subdivision comprising the area in the proposed Kaitāia Subdivision map as shown on Attachment 15.

3. North Cape Subdivision comprising the area in the proposed North Cape Subdivision map as shown on Attachment 16.

4. Whatuwhiwhi Subdivision comprising the area in the proposed Whatuwhiwhi Subdivision map as shown on Attachment 17.

being the current community board and subdivision areas with the exception of the following:

a. Meshblock 0012701 be added to the Whatuwhiwhi Subdivision from the North Cape Subdivision

h) There be 19 community board members, being:

(i) seven members elected from the Bay of Islands-Whangaroa Community Board comprising:

1. Kawakawa-Moerewa Subdivision – one member

2. Kerikeri Subdivision – two members

3. Paihia Subdivision – one member

4. Russell-Ōpua Subdivision – one member

5. Waipapa Subdivision – one member

6. Whangaroa Subdivision – one member

and one member of the Council representing the Bay of Islands-Whangaroa General Ward appointed to the community board by Council

(ii) six members elected from the Kaikohe-Hokianga Community Board comprising:

1. Kaikohe Subdivision – three members

2. North Hokianga Subdivision – one member

3. South Hokianga Subdivision – two members

and one member of the Council representing the Kaikohe-Hokianga General Ward appointed to the community board by Council

(iii) six members elected from the Te Hiku Community Board comprising:

1. Doubtless Bay Subdivision – one member

2. Kaitāia Subdivision – three members

3. North Cape Subdivision – one member

4. Whatuwhiwhi Subdivision – one member

and one member of the Council representing the Te Hiku General Ward appointed to the community board by Council

i) The three subdivided community boards, the number of members per subdivision, the subdivision populations (estimated at 30 June 2020) and the population ratio per member are as follows:

Bay of Islands-Whangaroa Community Board
Subdivision	General Electoral Population	Number of Members	% Variation
Whangaroa	4,160	1	-11.54%
Kerikeri	10,390	2	+10.40%
Waipapa	4,590	1	-2.46%
Paihia	5,030	1	+6.89%
Russell-Ōpua	3,970	1	-15.63%
Kawakawa-Moerewa	4,800	1	+2.00.%

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each community board member represents must be within the population range of 4,705 plus or minus 10% (4,234 – 5,175) unless particular community of interest considerations justify otherwise. The representation of the Russell-Ōpua Subdivision, the Kerikeri Subdivision and the Whangaroa Subdivision falls outside of the stipulated range.

Kaikohe-Hokianga Community Board
Subdivision	General Electoral Population	Number of Members	% Variation
North Hokianga	2,490	1	+6.3%
South Hokianga	4,660	2	-12.35%
Kaikohe	8,800	3	+10.34%

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each community board member represents must be within the population range of 2,658 plus or minus 10% (2,392 – 2,923) unless particular community of interest considerations justify otherwise. The representation of the Kaikohe Subdivision and the South Hokianga Subdivision falls outside of the stipulated range.

Te Hiku Community Board
Subdivision	General Electoral Population	Number of Members	% Variation
North Cape	3,250	1	-12%
Whatuwhiwhi	3,620	1	-1.97%
Doubtless Bay	4,010	1	+8.58%
Kaitāia	11,280	3	+1.81%

In accordance with section 19V(2) of the Local Electoral Act 2001, the population that each community board member represents must be within the population range of 3,693 plus or minus 10% (3,323 – 4,062) unless particular community of interest considerations justify otherwise. The representation of the North Cape Subdivision falls outside of the stipulated range.

j) The reasons for the boundary alterations to the wards and community board subdivisions are:

(i) the adjustments ensure that communities of interest that were divided are now unified

(ii) the affected meshblocks are contiguous, have no physical divisions and are similar to the surrounding land.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford and John Vujcich

Against: Cr Mate Radich

Carried

6.3 2021-24 NLTP Outcomes

Agenda item 6.3 document number A3437397, pages 107 - 138 refers.

Resolution 2021/60

Moved: Mayor John Carter

Seconded: Deputy Mayor Ann Court

That Council:

a) Receives the NTA Report dated 30^th September – 2021-24 NLTP Outcomes

b) Approves Option 3, to:

i) reinstate a portion of the original funding request Local Share ($3,282,622) into the Council’s 2021-31 Long Term Plan to enable full renewals subsidy uptake from Waka Kotahi, the reinstatement would be divided into the following portions:

1) Reinstate $1,094,207 of renewal funding into 2021/22 budget

2) Reinstate $2,188,415 of renewal funding into the Annual Plan, split evenly, for 2022/23 and 2023/24 and;

ii) redistribute the unsubsidised local share portion ($4,277,963) as follows:

1) $461,125 as unsubsidised work activities for maintenance activities

2) $578,753 as unsubsidised work activities for operational activities

3) $3,238,085 as unsubsidised work activities (New Footpaths programme and safety – pedestrian improvements) under the Low Cost-Low Risk Investment Activities.

c) Confirms the previously endorsed unsubsidised roading capital sealing budget included in the Long Term Plan ($2,060,000 FY2022/23), instead of reallocation to other unsubsidised roading activities.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford and John Vujcich

Against: Cr Mate Radich

Carried

6.4 Capital Carry Forwards June 2021

Agenda item 6.4 document number A3423563, pages 139 - 150 refers.

Resolution 2021/61

Moved: Mayor John Carter

Seconded: Cr Ann Court

That the Council approve the capital budgets identified in the report “Carry Forward for Capital Programme 2020-21” totalling $34,548,169 be carried forward to the 2021-22 financial year.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith and John Vujcich

Against: Nil

Abstained: Crs Mate Radich and Kelly Stratford

Carried

6.5 Lease 6 South Road Kaitaia to The Kaitaia Centre Nga Hoa Awhina Inc.

Agenda item 6.5 document number A3449918, pages 151 - 153 refers.

Resolution 2021/62

Moved: Mayor John Carter

Seconded: Cr Felicity Foy

That Council:

a) approves granting The Kaitaia People Centre Nga Hoa Awhina Inc a new nine-year lease on part of the building located at 6 South Road, Kaitaia, being Pt Section 20Blk V Takahue SD from 1 September 2021 at Market rent.

b) agrees that the General Manager Infrastructure & Asset Management is authorised to negotiate and agree to the terms and conditions of the lease.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford and John Vujcich

Against: Nil

Carried

6.6 Setting of 2022 Meeting schedule

Agenda item 6.7 document number A3430691, pages 158 - 164 refers.

An updated copy of the calendar was tabled – document number A3509482 refers.

Resolution 2021/63

Moved: Mayor John Carter

Seconded: Cr Rachel Smith

That Council adopt the 2022 calendar as tabled.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford and John Vujcich

Against: Nil

Carried

7 Information Reports

7.1 CEO Report to Council 01 July 2021 - 31 August 2021

Agenda item 7.1 document number A3407309, pages 165 - 199 refers.

Motion

Moved: Mayor John Carter

Seconded: Cr Rachel Smith

That the Council receive the report CEO Report to Council 01 July 2021 - 31 August 2021

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith, Kelly Stratford and John Vujcich

Against: Nil

carried

7.2 Three Waters Reform - Resident Survey

Agenda item 7.4 document number A3445060, Supplementary Agenda pages 4 - 31 refers.

Resolution 2021/64

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That the report Three Waters Reform - Resident Survey be deferred to the Public Excluded.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Mate Radich, Rachel Smith and John Vujcich

Against: Cr Kelly Stratford

Carried

7.3 Community Board Updates October 2021

Agenda item 7.2 document number A3400642, pages 200 - 219 refers.

Resolution 2021/65

Moved: Mayor John Carter

Seconded: Cr Dave Collard

That Council note the following Community Board minutes:

a) Te Hiku Community Board, 5 October 2021.

b) Kaikohe-Hokianga Community Board, 6 October 2021.

c) Bay of Islands-Whangaroa Community Board, 7 October 2021.

In Favour: Mayor John Carter, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Deputy Mayor Ann Court

Carried

Motion

Moved: Cr John Vujcich

Seconded: Mayor John Carter

That Council delegate the powers to negotiate the terms of the Okaihau Playcentre Lease to Chair Mike Edmonds, Member John Vujcich and Member Moko Tepania.

LEFT TO LIE

NOTE:

Staff will bring a report on the Okaihau Playcentre Lease to the December Council meeting.

7.4 Council Action Sheet Update November 2021

Agenda item 7.3 document number A3440738, pages 220 - 229 refers.

Resolution 2021/66

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That Council receive the report Action Sheet Update November 2021.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Nil

Carried

The meeting was adjourned from 12:39 pm to 1:05 pm.

8 te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2021/67

Moved: Mayor John Carter

Seconded: Cr John Vujcich

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
8.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.2 - Three Waters Reform – Resident Survey	s7(2)(c)(i) the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.3 - Extension of Solid Waste and Waste Minimisation Education Contracts	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.4 - Committee Public Excluded Recommendations and Resolutions - October 2021	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.5 - Infrastructure Acceleration Funding Update and Next Steps	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.6 - Kaitaia Warehouse Building - Renovation and Leasing	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.7 - Coopers Beach Youth Camp - Remission Request	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.8 - 8A Matthews Ave - Property for Sale	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.9 - Section 5 & 6 Kohukohu Road, Kohukohu - Property for Sale	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.10 - 68 Ngawha Springs Road - Property for Sale	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or 6.4 section 7
8.11 – Maintenance and renewals Contracts – Increases in sums	s7(2)(i) the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.12 - Matauri Bay Wastewater	s7(2)(f)(i) free and frank expression of opinions by or between or to members or officers or employees of any local authority. s7(2)(g) the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7.
8.13 - Taumarere to Opua Cycle Trail Relocation	s48(2)(a)(i) - the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Council to deliberate in private on its decision or recommendation where a right of appeal lies to any court or tribunal against the final decision of the Council in these proceedings	s48(2)(a)(i) - the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation
In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich Against: Nil

Carried

Confirmation of Information and Decisions to be released in public

Resolution 2021/68

Moved: Mayor John Carter

Seconded: Deputy Mayor Ann Court

That Council confirms the following decisions contained in the part of the meeting held with public excluded be restated in public meeting as follows:

1) 8.3 Extension Of Solid Waste And Waste Minimisation Education Contracts

That;

d ) officers to report quarterly to the Infrastructure Committee the progress being made to the proposed Solid Waste Strategic Programme.

2) 8.4 Committee Public Excluded Recommendations and Resolutions - October 2021

That Council endorse the decision of the Engineer to Contract to award the 2-year Contract Extension Period (Separable Portion 2) and delegates authority to the Chief Executive Officer to execute the extension within limits of associated approved 2021-2024 funding in the LTP budget.

3) 8.5 Infrastructure Acceleration Funding Update And Next Steps

That Council:

a) responds to Kainga Ora’s Request for Proposal for Infrastructure Acceleration Funding to enable three social housing developments in Kaikohe and one in Kawakawa

b) leads this RFP process, supported by Far North Holdings as development partner to other parties including Community Housing Providers, Kainga Ora, and iwi developers.

c) detailed responses to the RFP’s will be brought to Council on the 16^th December for approval prior to submission to Kainga Ora on 17^th December.

4) 8.6 Kaitaia Warehouse Building - Renovation and Leasing

a) approves unbudgeted expenditure of $REDACTED to remediate the ‘Old Warehouse’ building at 11 Matthews Ave, Kaitaia.

b) awards a lease to the Te Hiku Iwi Development Trust and Northland Basketball for the development of a community hub as proposed, with terms and conditions to be agreed with the General Manager Corporate Services.

5) 8.11 Maintenance and Renewals Contracts - Increases in Contract Sums

That Council:

a) approves the contract value for 7/18/100 North Area Road Maintenance and Renewals Contract to be increased to $REDACTED exclusive of GST, and

b) approves the contract value for 7/18/101 South Area Road Maintenance and Renewals Contract to be increased to $REDACTED exclusive of GST.

6) 8.10 68 Ngawha Springs Road - Property For Sale

That Council:

a) agree to the sale of the property Situated at 68 Ngawha Springs Road, legally described as containing more or less 2.2995 hectares being Lot 1 Deposited Plan 379089 contained in CT 317496.

b) accept Top Energy’s offer and agree to the sale price of $REDACTED.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Nil

Carried

7.2 Three Waters Reform - Resident Survey – continued

Supplementary agenda item 7.4 document number A3445060, pages 4 - 31 refers

Resolution 2021/69

Moved: Mayor John Carter

Seconded: Cr Ann Court

That Council receive the report Three Waters Reform - Resident Survey.

In Favour: Mayor John Carter, Deputy Mayor Ann Court, David Clendon, Dave Collard, Felicity Foy, Rachel Smith, Kelly Stratford, Moko Tepania and John Vujcich

Against: Nil

Carried

15 Karakia Whakamutunga / Closing Prayer

Cr. Kelly Stratford closed the meeting with a karakia.

16 Meeting Close

The meeting closed at 5:21 pm.

The minutes of this meeting will be confirmed at the Extraordinary Council Meeting held on 14 December 2021.

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

CHAIRPERSON

Extraordinary Council Meeting Agenda

14 December 2021

6 Reports

6.1 New Reserve Act Lease to Russell Tennis Club Incorporated

File Number: A3440072

Author: Kay Meekings, Property Legalisation Officer

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

Take Pūrongo / Purpose of the Report

To seek Council approval for a 33-year ground lease under Section 61 Reserves Act 1977 to the Russell Tennis Club Incorporated located at 27 York Street, Russell.

WhakarĀpopoto matua / Executive Summary

· Russell Tennis Club Inc has held an interest in the York Street site since 1922.

· The area of the current occupation is the proposed lease area.

· The site is classified Local Purpose (community activities) Reserve.

· The Act does not require public consultation on leasing a vested local purpose reserve.

· The Act does not require management plans for local purpose reserves

· Council can find no record of a previous lease to the Club.

· The Act requires the occupation of reserve land to be legalised by way of a lease, licence or permit.

· The Russell Tennis Club owns the existing assets and wishes to add a small clubhouse.

· This report was presented to the Bay of Islands-Whangaroa Community Board at the October 2021 meeting and the recommendation to Council is to approve the lease.

tŪtohunga / Recommendation

That Council:

a) Approve a new ground lease be issued to the Russell Tennis Club Incorporated over part of the Local Purpose (community activities) Reserve, for approximately 1,500.0 square metres, being part of Allotment 2A Section 6 Town of Russell held in Record of Title NA61/226, vested in Far North District Council as a local purpose reserve by Section 26A Reserves Act 1977. The terms of the proposed lease shall be:

I. Term 33 years – maximum allowed for under the Reserves Act 1977

II. Rental $110 pa – FNDC Fees and Charges Schedule 2021/22 – Community leases

b) With further conditions negotiated and agreed upon by the General Manager Infrastructure and Asset Management and the Russell Tennis Club Incorporated.

1) TĀhuhu kŌrero / Background

The Russell Lawn Tennis Club acquired the site by transfer from private landowners in 1922. In 1947 the Club then transferred the land to HMTK to form part of the Kororareka Domain, administered by the Kororareka Domain Board. A 1984 classification action under the Act classified the site as Local Purpose (community activities) Reserve, vesting in the Bay of Islands County Council. Far North District Council is the current vested authority.

The Act provides for the vested authority to lease all or part of a local purpose reserve for the purpose for which it is classified, in this case community activities. The Act does not require public consultation on leasing vested local purpose reserves.

The Club owns the existing assets and wishes to add a 40 square metre clubhouse to the site. The clubhouse will provide a small kitchenette, two toilets, a common area and storage. Currently the Club patrons use the toilets at the adjoining St Johns Ambulance/Medical Centre and seek shelter in under the Centre’s veranda. The clubhouse proposal cannot be progressed until the Clubs occupation of the reserve has been formalised. Letters of support for the proposed addition of a clubhouse to the site are attached to this report.

The Russell Tennis Club has a long-standing occupation of the reserved land at York Street Russell. Over the years the Club has been well managed and maintained. The facility is supported by the community with senior and junior memberships continuing to grow. The Club aspires to provide the local community with a progressive family orientated recreation facility.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Option 1:

Enter into a 33-year ground lease, the maximum allowed for under the Reserves Act 1977.

Option 2:

Enter into a 10 + 10 year lease.

Option 3:

Retain the status quo.

Take Tūtohunga / Reason for the recommendation

The recommendation reflects Option 1 which is to enter into a ground lease of 33 years which gives the Club security of tenure and reflects the Club’s longevity in the community. The lease will enable the Club to seek external funding and to apply for resource and building consents as will be defined within the proposed lease.

Option 2 does not provide the long-term security that option 1 does. Note the intention to build additional facilities.

Option 3 maintaining the status quo is untenable given that the Reserves Act requires occupation of reserved land by lease, licence or permit.

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

Currently Council does not collect a ground rental fee from the Club.

With the granting of the lease the standard community fee of $110 per annum will be invoiced.

There will be no cost to Council for the ongoing maintenance nor the upgrading of the Clubs assets.

Āpitihanga / Attachments

Nil

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	Under Council’s Significance and Engagement Policy the proposed lease is considered to be 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 Reserves Policy notes sporting groups wanting a permanent base on a reserve will be offered a longer term lease if a significant financial investment in facilities is required by the group.
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 lease proposal is of local community interest therefore this report is presented to the Bay of Islands - Whangaroa Community Board for consideration and recommendation.
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.	Te Taiao Kororareka Marae have provided a letter of support to the Club’s proposal to add a clubhouse to the site. The land the club occupies is not Crown derived nor subject to a treaty of Waitangi claim.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The local community would be surprised to learn this long-standing sports club has not had security of tenure through the years.
State the financial implications and where budgetary provisions have been made to support this decision.	The Club maintains the courts and fencing. Currently the Club has no access to Council water and sewage amenities.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Extraordinary Council Meeting Agenda

14 December 2021

6.2 Appointment of a Council Steering Group to Discuss the Future of the Kauri Dam with the Ngakahu Whenua Trust.

File Number: A3512603

Author: George Swanepoel, In-House Counsel

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

Take Pūrongo / Purpose of the Report

The appointment of an Elected Member Steering Group to enter into discussions about the future of the Kauri Dam with the Ngakahu Ngakohu Whanau Ahuwhenua Trust (the Trust).

WhakarĀpopoto matua / Executive Summary

o The Kauri dam is an earth dam built in the late 60s early 70s that holds approximately 6 to 8 weeks supply of water for Kaitaia and is currently a part of the Kaitaia water supply.

o The Dam is accessed through a right of way easement over Ngakahu land and Council also has a pipeline easement over Ngakahu land.

o The retirement of the Dam is part of the Kaitaia Water Project and is dependent on the successful commissioning of Sweetwater bore

o An exit from Kauri Dam needs to be managed in a prudently, risk and financial cost managed responsible manner

o As Ngakahu land borders the dam and has Council easements over it, it is important and necessary to obtain The Ngakahu Whenua views and aspirations and take those into consideration in developing its exit strategy.

o This report recommends the appointment of an Elected Member steering group to enter discussions with the Trust

tŪtohunga / Recommendation

That Council:

a) establish a steering group named Future of Kauri Dam Steering Group,

b) appoint Crs Radich, Vujcich and Collard to the steering group,

c) request the steering group enter into discussions with Ngakahu/Ngakohu Whanau Ahuwhenua Trust to obtain and understand their aspirations and concerns regarding the future of the dam and surrounding land,

d) request the Steering Group report back to Council before providing information to Council staff.

1) TĀhuhu kŌrero / Background

The Kauri dam is an earth dam built in the late 60s early 70s that holds approximately 6 to 8 weeks supply of water for Kaitaia and is currently a part of the Kaitaia water supply. The Kauri dam is situated on a Council water conservation reserve vested in Council. Its Spillway is also on Council land acquired through the PWA process. The Dam is accessed through a right of way easement over Ngakahu land and Council also has a pipeline easement over Ngakahu Land.

The retirement of the Dam is part of the Kaitaia Water Project and is dependent on the successful commissioning of Sweetwater bore as a second, alternate water source.

The dam’s current importance is that it is a part of Kaitaia’s emergency backup system, but because of the problem with algae bloom in summer, during a time of drought, it justifies NRC granting Council an exemption to go below the Awanui flow limits stipulated in its resource consent.

For the Kauri Dam Council holds consent AUT.002835.01.03, AUT.002835.02.04 and AUT.002835.03.022. The consents allow Council to dam and divert the Kauri Stream as well as take a maximum of 5,190 cubic metres of water in any consecutive 24-hour period. The consent is due to expire in November 2032.

The Council holds consent AUT.002837.01.023 for abstraction from the Okahu Stream (lower take). The consent allows Council to take a maximum of 455 cubic metres of water in any 24 consecutive hours so long as the rate of abstraction does not exceed 5.3 litres per second and the residual flow in the stream is greater than 11 litres per second. The consent is due to expire in November 2032. The ability to access this water has some strategic value for emergency planning particularly given the climate change uncertainty.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

It is anticipated that Sweetwater will be commissioned in or about May 2022 as the second alternate water source for Kaitaia. It is therefore prudent to start developing an exit strategy for FNDC from Kauri Dam by planning for it and managing the foreseeable risks. The risks being legal, financial, political and reputational.

· Legal Risk

The dam land and easements are all classed as strategic assets and the above consents have value. Therefore, any decision or proposal to dispose of a strategic asset will trigger the threshold for public consultation in terms of the significance and engagement policy and LGA 2002.

Further as the dam is on reserve land this would also require public notice and consultation requirements under the Reserves Act 1977.

In terms of the Public Works Act 1981 the disposal provisions only apply to land no longer required for public works. It is anticipated that those provisions may be triggered by Council if it decides that it no longer requires access to the land for public works. This would also require an application to the Maori Land Court. (Refer s40, 41, 42 of the PWA 1981).

In discussions with the Trustees of the Trust it will be important to obtain and understand their aspirations and concerns surrounding the dam and land surrounding it. But the working party must ensure that it does not agree or bind Council in any way.

· Financial Risk

There are numerous financial risks that may arise with exiting the Kauri Dam that will need to be identified and examined in order to determine the best or most viable exit strategy for Council.

Each option will need to be identified and costed. This may vary, for example the dam may be decommissioned by simply breaching the dam wall and making it safe and could cost between $60 000 - $100 000. If the dam wall is required to be removed and the land behind the dam re-instated then that could cost in excess of $700 000. Alternatively, the option of Bellingham quarries placing its overburden in front of the dam as previously considered, thus removing the risk of a dam wall breach in the future, may be of little cost to council.

It is anticipated that there may be other issues such as the removal of asbestos pipes over Ngakahu land. The recent decision of the District Court finding in FNDC’s favour (currently awaiting the outcome of appeal) is something that will be at the forefront of the Trust’s mind. While the easements are in place the pipes buried in the ground pose no threat according to the experts and Council cannot be compelled to remove them.

The cost of removal of the pipe and a dam wall breach may be a major expense and is not something to be agreed by the working party, unless approved by Council resolution.

Political and Reputational Risk

The main political and reputational risk lies with the manner with which the decommissioning is approached. This is a community asset and although it is necessary and appropriate to engage with the Trust first, it will be just as important to engage with the community and other interested parties to obtain views and expectations. There may be different needs that can be met by the dam e.g., firefighting and irrigation. Therefore, Council needs to approach its exiting from the dam with an open mind.

Recommendation

It is therefore recommended that Council appoint Crs Mate Radich, John Vujcich and Dave Collard to form a steering group to enter into discussions with the Trust to obtain and understand their aspirations and concerns regarding the future of the dam and land surrounding it, and to report back to Council with their findings.

Take Tūtohunga / Reason for the recommendation

To appoint an elected member working party to enter into discussions about the future of the Kauri Dam with the Trust and set out the parameters of the working parties authority to achieve the above.

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

Nil

Āpitihanga / Attachments

Nil

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	Low at this stage - simply obtaining the Trust’s views to develop the strategy going forward.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Kaitaia Water scheme
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.	Not at this stage but the CB may have a role to play in consultation with the broader community regarding the strategy
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.	Consultation is starting with the Trust as it is impacted by any council decision.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The Trust and the current users of the dam water
State the financial implications and where budgetary provisions have been made to support this decision.	Nil report is only creating a working party
Chief Financial Officer review.	The CFO has reviewed this report.

Extraordinary Council Meeting Agenda

14 December 2021

MINUTES OF Far North District Council
Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 1 December 2021 AT 1.30 pm

PRESENT: Chairperson John Vujcich, Member Bruce Robertson, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

IN ATTENDANCE: Shaun Clarke (Chief Executive Officer), William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

1 Karakia TimatAnga – Opening Prayer

Motion

Resolution 2021/1

Moved: Chairperson John Vujcich

Seconded: Cr Rachel Smith

That Councillor David Clendon be permitted speaking rights.

Carried

2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest

Apology

Resolution 2021/24

Moved: Chairperson John Vujcich

Seconded: Deputy Chairperson Bruce Robertson

That the apology received from His Worship the Mayor, Deputy Mayor Ann Court, and Councillor Moko Tepania be accepted and leave of absence granted.

Carried

3 Ngā Tono Kōrero / Deputation

There were no deputations for this meeting.

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A3051559, pages 12 - 18 refers.

Resolution 2021/25

Moved: Member Adele Gardner

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 20 October 2021 as a true and correct record.

Abstained: Rachel Smith

Carried

5 Reports

5.1 Request Decision on Climate Change Risk Recommendations

Agenda item 5.1 document number A3475964, pages 19 - 52 refers.

Resolution 2021/26

Moved: Cr Rachel Smith

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee:

a) Removes ARF001 Climate Change risk from the top organisational dashboard.

b) Adopts four climate change risks onto the top organisational risk dashboard. The four risks are:

i) ARF015 Climate Change Organisation Transition Risk

ii) ARF016 Climate Change Community Transition Risk

iii) ARF017 Climate Change Direct Risk to Council Physical and Natural Assets

iv) ARF018 Failure to understand and capture climate-related opportunities.

c) Establishes regular risk progress reports, for each risk, to the Assurance, Risk and Finance Committee.

d) Rescores risks and reports, at least annually, a climate change risk management overview to the Assurance, Risk and Finance Committee on the management and progress to treat the climate change risks.

Carried

Suspension of Standing Orders

Resolution 2021/27

Moved: Chairperson John Vujcich

Seconded: Cr Rachel Smith

A motion was moved that Assurance, Risk and Finance suspend standing order number 20.2 Time Limits on Speakers.

Carried

Resumption of Standing Orders

Resolution 2021/28

Moved: Chairperson John Vujcich

Seconded: Cr Rachel Smith

A motion was moved that Assurance, Risk and Finance Committee resume standing order 20.2 Time Limits on Speaks.

Carried

6 Information Reports

6.1 December 2021 Risk Management Report

Agenda item 6.1 document number A3472394, pages 53 - 113 refers.

Resolution 2021/29

Moved: Cr Rachel Smith

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report December 2021 Risk Management Report.

Carried

6.2 People and Capability Quarterly Update: 1 July - 30 September 2021

Agenda item 6.2 document number A3475610, pages 114 - 118 refers.

Resolution 2021/30

Moved: Member Bruce Robertson

Seconded: Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 July - 30 September 2021.

Carried

6.3 Council Financial Report for the Period Ending 31 October 2021

Agenda item 6.3 document number A3480782, pages 119 - 138 refers.

Resolution 2021/31

Moved: Cr Rachel Smith

Seconded: Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 31 October 2021.

Carried

6.4 Level of Service KPI Quarter 1 Performance Report for 2021-2022

Agenda item 6.4 document number A3481087, pages 139 - 163 refers.

Resolution 2021/32

Moved: Cr Rachel Smith

Seconded: Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the Level of Service KPI Quarter 1 Performance Report for 2021-2022.

Carried

6.5 Elected Members Sensitive Expenditure

Agenda item 6.5 document number A3430657, pages 164 - 165 refers.

Resolution 2021/33

Moved: Cr Kelly Stratford

Seconded: Member Bruce Robertson

That the Assurance, Risk and Finance Committee receive the report Elected Members Sensitive Expenditure.

Carried

6.6 Sustainable Procurement Update - December 2021

Agenda item 6.6 document number A3452628, pages 166 - 168 refers.

Resolution 2021/34

Moved: Chairperson John Vujcich

Seconded: Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Sustainable Procurement Update - December 2021.

Carried

At 3:12 pm, Cr Kelly Stratford left the meeting. At 3:15 pm, Cr Kelly Stratford returned to the meeting.

6.7 Assurance, Risk and Finance Committee Action Sheet Update November 2021

Agenda item 6.7 document number A3400608, page 169 refers.

Resolution 2021/35

Moved: Member Adele Gardner

Seconded: Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Action Sheet Update November 2021.

Carried

7 Te Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Recommendation

Moved: Chairperson John Vujcich

Seconded: Member Bruce Robertson

That the public be excluded from the following parts of the proceedings of this meeting.

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
7.1 - Confirmation of Previous Minutes	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
7.2 - Tender Panel Report June - November 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
7.3 - Technology Update Report	s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
7.4 - Far North District Council Current Legal Action and Potential Liability Claims as at 15 November 2021	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

CARRIED

Confirmation of Information and Decisions to be released in Public

Resolution 2021/27

Moved: Cr Kelly Stratford

Seconded: Cr Rachel Smith

That the Assurance, Risk and Finance Committee confirms the information and decisions contained in the part of the meeting held with public excluded remain in public excluded.

Carried

Resolution to Readmit the Public

Resolution 2021/28

Moved: Cr Kelly Stratford

Seconded: Member Adele Gardner

That the Assurance, Risk and Finance and Committee moves out of Public Excluded and into Ordinary Committee meeting.

Carried

8 Karakia Whakamutunga – Closing Prayer

9 tE kAPINGA hUI / Meeting Close

The meeting closed at 4:13 pm.

The minutes of this meeting were confirmed at the Assurance, Risk and Finance Committee Meeting held on 2 February 2022.

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

CHAIRPERSON

Extraordinary Council Meeting Agenda

14 December 2021

7.2 External borrowing review

File Number: A3486034

Author: Janice Smith, Chief Financial Officer

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

TAKE PŪRONGO / Purpose of the Report

This report reviews the external borrowing situation of Council and provides a basis from which to determine a debt ceiling that is prudent for the future

WHAKARĀPOPOTO MATUA / Executive SummarY

This report will provide information relating to:

· The definition of a credit rating

· The impact a credit rating can have on borrowing limits

· Council’s that set targets that are lower than the hard ceilings set by the LGFA

· The 2021/31 Long Term Plan borrowing profile

· The adjustments that have arisen post 30 June 2021 when the final borrowing figure has been calculated

· The borrowing per capita under the 2021/31 Long Term Plan and the adjusted figures

TŪTOHUNGA / Recommendation

That the Council receive the report External borrowing review.

tĀHUHU KŌRERO / Background

Council has a very ambitious approach to capital investment, and this is reflected in the proposed capital works programme in the 2021/31 Long Term Plan. Council borrows funds to provide the infrastructure and other assets proposed in the plan so that the ratepayer of today is not faced with the burden of paying for them all at once when the assets purchased benefit not only today’s ratepayers but future ratepayers. The impact of this is that borrowing capacity established by the benchmarks set in the Financial Strategy would be exhausted in 2025/26. Council would essentially have “maxed out the credit card” and to continue to borrow would need to either pull back on planned work or obtain a credit rating to move to a higher limit.

The Local Government Act 2004 requires Council to prepare a 10-year Financial Strategy as part of the Long-Term Plan. The Local Government (Financial Reporting and Prudence) Regulations 2014 requires Council to set a quantified limit on borrowing. For Council this is currently 175% of revenue (excluding capital subsidies).

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Credit rating

The definition of a credit rating is:

Text

Description automatically generated

An assessment for a credit rating from Standard & Poors, Fitch or Moodys would cost approximately $60k per annum. It can be a very time intensive process to apply for a rating, requiring significant documentation and interviews with the chosen provider, staff and elected officials. If a rating is obtained, LGFA would lend to Council at a slightly lower rate – approximately 0.1% per annum - on borrowings drawn once the rating is in place.

Council does not currently have a credit rating as borrowing levels have been around the $50m mark for the last two to three years. This indicates that the savings that would arise from lower interest rates, once the borrowing had been re-financed, would not offset the cost of obtaining a rating. It is generally accepted that borrowing needs to be consistently at $100m or more for a credit rating to be economical.

It is not possible for a Local Authority to hold a credit rating that is higher than the State rating.

Council borrows almost all funds from the Local Government Funding Agency (LGFA). The LGFA impose a set of criteria on Council’s that borrow from them and these include a “cap” or ceiling that Council can borrow up to. The LGFA covenants differ slightly in how they are calculated when compared to the benchmarks set by the Local Government (Financial Reporting and Prudence) Regulations 2014.

Table

Description automatically generated

In 2020 it became clear that some Councils wanted to respond to the economic impact of COVID 19 by accelerating infrastructure could not do so because they would breach the LGFA borrowing ceiling covenant. To accommodate this, the LGFA raised the borrowing level covenant for those with a credit rating from 250% to 300% from 2020/21. This covenant reduces by 5% per annum from 2022/23 until it reaches 280%, which will become the new limit for Councils with a credit rating.

Acceptable level of borrowing

There are some classes of assets that are not subject to depreciation. Where the asset is land, such as the Waipapa Sports Hub and land for disposal to land of wastewater, these are not depreciated which means that these are essentially permanent debt that will never reduce. Careful thought needs to be given to how Council will provide for debt repayment on these assets in the future.

Given that Council will always need to borrow funds to achieve capital intergenerational equity, what should the borrowing ceiling for planned work be set at? Is it acceptable to have 175% of revenue (excluding capital subsidies) as a cap or should a lower limit be set to ensure that there is sufficient headroom for emergency events?

Research into other Council’s borrowing strategies in the 2021-31 Long Term Plans indicates that several Councils set a limit on borrowing that is lower than the limit set by benchmarks or the LGFA.

Council	Target	Ceiling/Cap	“headroom”
Central Hawkes Bay District Council	150%	175%	25%
Horowhenua District Council	225%	280%	55%
Kaipara District Council	250%	280%	30%
Gisborne District Council	130%	175%	25%
Rotorua Lakes District Council	250%	280%	30%
Whanganui District Council	200%	280%	80%
Western Bay OF Plenty District Council	180%	280%	100%

The amount of headroom built into the borrowing profiles varies across Council’s. The only commonality between the Council’s is that they all include headroom for emergency events and unforeseen changes.

At present Council does not have a “cap” set that is lower than the LGFA target, and that is clear from the Financial Strategy as the limit set using the benchmark criteria is breached in 2024/25.

The next Financial Strategy will need to assess whether a limit that is lower than the ceiling is prudent to provide headroom for emergency events, such as the major weather event s in 2007. A lower limit would provide a cushion for unexpected events but would also allow Council to move beyond that limit if needed. It would be possible for Council to rate in future years to recover the amount that the limit was exceeded by to bring the borrowing level back down the lower limit if that was the agreed course of action.

The main change in the provision of services that will impact the discussion on a prudent target for borrowing is the 3 waters reform programme. At present the detail associated with this change is being modelled and information from the Government in terms of transition is not yet clear.

Council needs to be mindful that the Long-Term Plan timeframe is 10 years and in the case of the current plan, borrowing is expected to increase by 108% and is steadily increasing each year. If borrowing continues “unchecked” then the ability of future Council’s to spread the cost of infrastructure on an inter-generational basis will diminish and the burden will fall to “current” ratepayers to provide the funding for capital work.

The other aspect impacted by borrowing levels is the borrowing per capita. In the Long-Term Plan this ranged from $2,719 per head of population for 2021/22 to $4,457 in 2030/31. This is an increase of 63.9% over the 10-year period.

The Taxpayers Union publish an annual report on Council’s that includes borrowing costs (interest) per household. The latest information published for Council for 2018/19 was:

Chart, bar chart, funnel chart

Description automatically generated

This shows Council in a very favourable position, but this will change as borrowing increases and the impact of higher interest rates comes into play. Forecasts are already indicating a 1% increase in interest rates for the coming year and rates are expected to continue to increase.

The cost of borrowing is an operational cost that impacts on the affordability of rates as it will form a significant part of future rate increases. The costs associated with borrowing will almost always bring the need to fund future renewals and interest into future planning and can make any future planning conversations difficult as these costs can’t be avoided and become the first call on future rate increases.

FNDC Financial Strategy position – 2021/31 Long Term Plan

(Note – the above chart assumes a credit rating is obtained in 2024/25 to increase the ceiling to 280%)

The above table shows that borrowing would commence at 123% of revenue (excluding subsidies) and peak at 195%. Council would breach the 175% of revenue borrowing ceiling using the benchmark criteria in 2025/26 therefore a credit rating would be required in 2024/25 to enable a ceiling to be based on 280% of revenue. That is what is planned in the Financial Strategy from 2025/26 and is reflected in the change of headroom identified.

Available headroom against the borrowing ceiling reduces to $18m in 2024/25, which may not be sufficient should there be an emergency that requires unplanned borrowing.

Council’s planned performance against the LGFA covenants based on the 2021-31 Long Term Plan would be:

Based on the 2021-31 Long Term Plan data, the debt per capita would be:

Adjusted strategy post 30 June 2021

All the above data was prepared based on the estimated end of year borrowing position for 30 June 2021 of $98.3m. The actual end of year borrowing position was only $63.5m, a difference of $34.8m. A total of $20.9m has been added into 2021/22 by carried forward budgets and previously unexpected borrowing requirements. The chart now looks like this:

Whilst this appears to be a better position in the earlier years, a credit rating would no longer be necessary in 2024/25 it would be necessary in 2026/27.

Council’s adjusted performance against the LGFA covenants based on the 2021-31 Long Term Plan would be:

Based on the adjusted data, borrowing per capita would be:

Next steps

In the first quarter of 2022, a further paper will be brought to the Assurance, Risk & Finance Committee that will:

1. Outline the impact of the 3 Water Reform on borrowing projections

2. Review any borrowing implications from the preparation of the 2022/23 Annual Plan

3. Update on any further information that has been identified that impacts future borrowing projections.

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

These are included in the report.

Āpitihanga / Attachments

Nil

Extraordinary Council Meeting Agenda

14 December 2021

Meeting: Infrastructure Committee 14 December 2021

Name of item: FNDC 21/22 to 23/24 Capital and Renewals Programme

Author: Greg Monteith – Capital and Procurement Manager

Date of report: 19 November 2021

Purpose of the report

Provide elected Member with the FNDC 21/22, 22/23 & 23/24 capital and renewal programme.

Discussion

At the Council meeting on the 4^th November 2021 the NTA presented on the 2021-24 NLTP outcomes. The report set out funding requests, approved requests and options on how best to utilise the remaining unallocated local share. It also provided a list of the approved and declined projects.

It is noted the while all categories were lower than the original request it was Low-Cost Low Risk (LCLR), being Capital Projects valued <$2M, that did have the biggest reduction from what was applied.

The declined activities were mainly made up of

• Various New footpaths / Shared Use paths and recreation tracks

• Various Pedestrian access upgrades in urban areas and Safety improvements

• Twin Coast Discovery Walking tracks

• Various cycleways: improvements and linkages, including destination facilities

• Bus stops and shelters, Ride shares and Parking facilities

• Lighting Improvements

• New Road traction seals

• 3-Year planning for next NLTP for HRRI and resilience programmes

The FNDC Capital and Renewal 3-year programme totals $62,444,037.00.

It is noted the programmes provided within this paper relates to what the NTA Capital and Renewal team have been tasked to deliver. There will be items that form part of the overall Capital and Renewals programme that will sit with the maintenance team and or strategy team that have not been included within this report. These include but not limited heavy metalling activities, drainage renewals, traffic services renewals and business cases.

Year	Budget
2021-22	$19,065,157.00
2022-23	$21,404,624.00
2023-24	$21,974,255.00
Total	$62,444,037.00

A breakdown of the delivery risk to complete the 21/22 (year 1) programme within this financial year is set out below. Noting the delivery risk for years 22/23 (year 2) and 23/24 (year 3) is expected to be green for all projects. All individual projects and risk rating are set out in the attached appendices.

It is noted the programme is a three-year programme and any projects not completed in year 1 will be carried over and completed in year 2. It is expected the complete 3-year programme will be delivered.

	Risk Description	21/22 programme
3	No Delivery risks identified that would result in non-delivery this financial year	$11,169,520.00
2	Delays experienced in programme approval resulting in risk of this project not being completed fully this financial year	$4,353,520.00
1	Delays experienced in programme approval resulting in risk of design only this year with construction possibly deferred to next financial year.	$3,542,000.00

Report Approval

Approved by:

Calvin Thomas – NTA General Manager

26^th November 2021

Attachments

· Appendix 1: FNDC Capital and Renewal Programme 21/22

· Appendix 2: FNDC Capital and Renewal Programme 22/23

· Appendix 3: FNDC Capital and Renewal Programme 23/24

Appendix 1: FNDC Capital and Renewal Programme 21/22

FNDC Capital and Renewal Programme 21/22	Budget & Delivery Risk
212 – Sealed Road Resurfacing	$4,191,320.00
Sealing Chip Seal 21/22	3
213 – Drainage Renewals	$722,700.00
Culvert renewals	3
Kerb & channel renewal	3
Various locations – Sealed Rd Pavement Rehab drainage renewal	3
214 – Sealed Road pavement rehabilitation	$3,250,520.00
KERIKERI ROAD	2
KINGS ROAD	2
KOHUKOHU ROAD	2
NGAWHA SPRINGS ROAD	2
ORURU ROAD	2
SUMMERVILLE AVENUE (KAITAIA)	2
WAIKARE ROAD	2
WAIMATENUI / MATARAUA ROAD	2
215 – Structures Component Replacement	$1,177,500
Heavy Bridge renewals (full network)	2
Scour Protection Works (Full Network)	2
216 – Bridge and Structures Renewals	$1,145,000.00
Kaitaia-Awaroa Road(Kaitaia-Awaroa Road Culvert D41 )	2
Puhata Road (Puhata Road Bridge D50)	2
341 – Low-Cost Low Risk
Low Risk Improvements – Barriers	$235,000.00
Installation of safety barriers (guardrails) at high priority sites	3
Low Risk Improvements – Bridges and structures	$270,000.00
West Coast Road Bridge	3
Low Risk Improvements – High Risk Rural Roads	$180,000.00
Reef View/Foreshore Road	1
Tokerau Beach Road/ Inland Road	1
Pukepoto Road/Lake Road	1
Uncontrolled Intersections Implementation	1
Low Risk Improvements – Lighting / Signals	$100,000.00
Boardwalk extension Whangaroa Marina	1
Low Risk Improvements – Lighting improvements	$30,000.00
Scope and locations to be considered on various locations across the District on the roading network	1
Low Risk Improvements – Other	$950,000.00
Scope and locations to be considered on various locations across the District on the roading network	1
Prioritised projects include – Waitangi, Paihia, Haruru Falls, Opononi, Kohukohu, Horeke	1
Associated Improvements (rehabs)	3
Low Risk Improvements – Pedestrian Improvements	$15,000.00
More disability and Pensioner parking in towns	1
Mobility Access, including Car Park design Improvements	1
Low Risk Improvements – Resilience improvements	$902,000.00
Aucks Road, Okiato – Russell	3
Beach Road, Mangonui	3
Gills Road, Awanui	1
Hupara Road	1
Kaitaia Awaroa	1
Kohukohu Road	1
Manawaora Road	1
Pawarenga Road	1
Powell Road RP209	3
WAIKARE ROAD	1
Low Risk Improvements – Sight Rails	$30,000.00
Various Sites in FNDC area.	3
Low Risk Improvements – Stock effluent facilities	$100,000.00
SH1 opposite 3 Fryer Rd Kaitaia and SH15 at the Saleyards 87 Mangakahia Rd Kaikohe	1
Low Risk Improvements – Traffic management systems	$100,000.00
District wide	1
Road 2 Zero – High Risk Rural Intersections	$80,000.00
Kaitaia (Need a RAB_RSAP/DL requirements)	2
Road 2 Zero – High Risk Rural Roads	$843,000.00
Rawene (SH12 to SH1 via Car Ferry) (SSI)	2
Te Ahu Ahu Rd Route (SSI)	2
Kaitaia-Awaroa Ahipara-Mangamuka (Hokianga Harbour) SNP	2
Ahipara Sandhills SNP	2
Road 2 Zero – School Zones	$205,000.00
Riverview School (10)	1
School Zones Springbank, to support Speed Limit Review Program	1
School Zones Kaikohe East, to support Speed Limit Review Program	1
School Zones Kaitaia, to support Speed Limit Review Program	1
School Zones Kaikohe Christian, to support Speed Limit Review Program	1
School Zones Kerikeri Primary, to support Speed Limit Review Program	1
School Zones Okaihau, to support Speed Limit Review Program	1
Road 2 Zero – Speed Management	$1,230,000.00
BOIW Community Board Plan – Town Safety and beautification	1
LATM – Kaikohe Nth Urban Area, to support Speed Limit Review Program	1
North Hokianga & Kaitaia	1
Bay of Islands & Kerikeri	1
Threshold Treatment Signage, to support Speed Management Program.	1
Walking & Cycling – BOIW Community Board	$10,000.00
Connect cycle and pedestrian pathways to parks and reserves around Kawakawa	1
Better Cycle Trail signage needed for route connections & safety	1
Walking & Cycling – Cycle ways	$74,000.00
Paihia to Waitangi – Shared Path to Te Ti	1
W&C – Walking improvements	$226,000.00
SH11 Kaipatiki Road to York Road	3
Road 2 Zero – Pedestrian Improvements	$5,000.00
Raised Table Zebra Crossings – Upgrade existing	3
LR Imp – Signage / pavement marking	$18,000.00
District wide	1
Seal Extension – Unsubsidised	$1,365,000.00
Brass Road, Ahipara	3
Parapara Road, Taipa	3
New Footpath – Unsub	$1,600,000.00
Footpath Loop Te Ahu – Te Hiku Sports Hub Unsubsidised	3
Te Hiku Ward - New footpaths 2021/22 programme presently being confirmed	1
Kaikohe – Hokianga Ward - New footpaths 2021/22 programme presently being confirmed	1
BOI – Whangaroa Ward - New footpaths 2021/22 programme presently being confirmed	1
Grand Total	$19,065,157.00

Appendix 2: FNDC Capital and Renewal Programme 22/23

FNDC Capital and Renewal Programme 22/23	Budget & Delivery Risk
212 - Sealed Road Resurfacing	$4,293,074.00
Sealing Chip Seal 22/23	3
213 - Drainage Renewals	$670,500.00
Various locations - Sealed Rd Pavement Rehab drainage renewal	3
214 - Sealed Road pavement rehabilitation	$3,058,000.00
AUCKS ROAD	3
CUMBER ROAD	3
KAPIRO ROAD	3
MIDGELEY ROAD	3
NGAPIPITO ROAD	3
TAKAHE ROAD	3
TAUPO BAY ROAD	3
WAIMATE NORTH ROAD	3
215 - Structures Component Replacement	$1,201,050
Programme to be confirmed	3
216 - Bridge and Structures Renewals	$1,055,000.00
Bridge programme to be confirmed	3
341 - Low-Cost Low Risk
Low Risk Improvements - Freight	$100,000.00
Scope and locations to be considered on various locations across the District	3
Low Risk Improvements – High Risk Rural Intersections	$250,000.00
Tokerau Beach Road/ Inland Road	3
Uncontrolled Intersections Implementation	3
Low Risk Improvements - Lighting / Signals	$100,000.00
Kerikeri car parks, Heritage By Pass	3
Low Risk Improvements - Other	$2,000,000.00
various locations across the District on the roading network	3
Prioritised projects include - Waitangi, Paihia, Haruru Falls, Opononi, Kohukohu, Horeke	3
144142 - Associated Improvements	3
Low Risk Improvements - Pedestrian Improvements	$15,000.00
More disability and Pensioner parking in towns	3
Marine boat parking at boat ramps inadequate. Site needs assessment required. Design review (FN Holdings?)	3
Low Risk Improvements - Resilience improvements	$2,220,000.00
Gills Road, Awanui	3
Kaitaia Awaroa	3
Manawaora Road	3
WAIKARE ROAD	3
Low Risk Improvements - Seal extensions	$1,475,000.00
Arawhata Road RP285-1329	3
Kaimaumau Road RP8759-9933	3
Low Risk Improvements - Sight Rails	$30,000.00
Various Sites in FNDC area. Refer list in SharePoint.	3
Low Risk Improvements - Stock effluent facilities	$300,000.00
SH1 opposite 3 Fryer Rd Kaitaia and SH15 at the Saleyards 87 Mangakahia Rd Kaikohe	3
Low Risk Improvements - Traffic management systems	$400,000.00
District wide	3
Road 2 Zero – High Risk Rural Roads	$922,000.00
Kaitaia-Awaroa Ahipara-Mangamuka (Hokianga Harbour) SNP	3
Road 2 Zero - School Zones	$130,000.00
School Zones Kaitaia, to support Speed Limit Review Program	3
School Zones Okaihau, to support Speed Limit Review Program	3
Road 2 Zero - Speed Management	$1,290,000.00
BOIW Community Board Plan - Town Safety and beautification	3
SH10 Kerikeri/Waipapa Catchment Speed Limit Review; Local feeder roads in conjunction with NZTA program	3
Russell / Kawakawa	3
Bay of Islands & Kerikeri	3
Walking & Cycling - BOIW Community Board	$65,000.00
Install 2nd pedestrian crossing North end of Kawakawa Town	3
Connect cycle and pedestrian pathways to parks and reserves around Kawakawa	3
Better Cycle Trail signage needed for route connections & safety	3
Cycle Trail diversion to Te Hononga & connecting trails to Kawiti Caves, Opua, Te Rito Marae, Ngawha Marae	3
Walking & Cycling - Cycle ways	$800,000.00
Paihia to Waitangi - Shared Path to Te Ti	3
Road 2 Zero – Pedestrian Improvements	$70,000.00
Raised Table Zebra Crossings - Upgrade existing	3
New Footpath – Unsub	$960,000.00
Te Hiku Ward - New footpaths programme to be confirmed following Community Board consultation	3
Kaikohe – Hokianga Ward - New footpaths programme to be confirmed following Community Board consultation	3
BOI – Whangaroa Ward - New footpaths programme to be confirmed following Community Board consultation	3
Grand Total	$21,404,624.00

Appendix 3: FNDC Capital and Renewal Programme 23/24

FNDC Capital and Renewal Programme 23/24	Budget & Delivery Risk
212 - Sealed Road Resurfacing	$4,392,184.00
Sealing Chip Seal 23/24	3
213 - Drainage Renewals	$594,000.00
Various locations - Sealed Rd Pavement Rehab drainage renewal	3
214 - Sealed Road pavement rehabilitation	$3,394,000.00
KAITAIA-AWAROA ROAD	3
OPITO BAY ROAD	3
REDAN TERRACE	3
TE AHU AHU ROAD	3
WAIARE ROAD	3
WAIMATE NORTH ROAD	3
215 - Structures Component Replacement	$1,225,071
Programme to be confirmed	3
216 - Bridge and Structures Renewals	$1,110,000.00
Bridge programme to be confirmed	3
341 - Low-Cost Low Risk
Low Risk Improvements - Freight	$500,000.00
Scope and locations to be considered on various locations across the District on the roading network	3
Low Risk Improvements – High Risk Rural Roads	$370,000.00
Pukepoto Road/Lake Road	3
Uncontrolled Intersections Implementation	3
Low Risk Improvements - Lighting / Signals	$100,000.00
Te Kemara Ave & Tohitapu Rd Paihia	3
Low Risk Improvements - Other	$2,400,000.00
Scope and locations to be considered on various locations across the District on the roading network	3
Prioritised projects include - Waitangi, Paihia, Haruru Falls, Opononi, Kohukohu, Horeke	3
144142 - Associated Improvements	3
Low Risk Improvements - Pedestrian Improvements	$15,000.00
More disability and Pensioner parking in towns	3
Mobility Access, including Car Park design Improvements	3
Low Risk Improvements - Resilience improvements	$1,294,000.00
Beach Road, Mangonui	3
Hupara Road	3
Kohukohu Road	3
Pawarenga Road	3
WAIKARE ROAD	3
Low Risk Improvements - Seal extensions	$1,275,000.00
Aurere Beach Road RP0-543	3
Kokohuia Road RP164-1560	3
Low Risk Improvements - Sight Rails	$30,000.00
Various Sites in FNDC area. Refer list in SharePoint.	3
Low Risk Improvements - Speed Management	$50,000.00
Wayfinding Signage, TTNEAP	3
Low Risk Improvements - Stock effluent facilities	$600,000.00
SH1 opposite 3 Fryer Rd Kaitaia and SH15 at the Saleyards 87 Mangakahia Rd Kaikohe	3
Road 2 Zero – High Risk Rural Roads	$745,000.00
Rawene (SH12 to SH1 via Car Ferry) (SSI)	3
Te Ahu Ahu Rd Route (SSI)	3
Road 2 Zero - School Zones	$395,000.00
Riverview School (10)	3
School Zones Springbank, to support Speed Limit Review Program	3
School Zones Kaikohe East, to support Speed Limit Review Program	3
Road 2 Zero - Speed Management	$1,320,000.00
BOIW Community Board Plan - Town Safety and beautification	3
LATM - Moerewa - Otiria & side roads, to support Speed Limit Review Program	3
Kaikohe (mid-north)	3
South Hokianga	3
Russell / Kawakawa	3
LATM - Kaitaia Urban Area, to support Speed Limit Review Program	3
Walking & Cycling - BOIW Community Board	$135,000.00
Install 2nd pedestrian crossing North end of Kawakawa Town	3
Connect cycle and pedestrian pathways to parks and reserves around Kawakawa	3
Better Cycle Trail signage needed for route connections & safety	3
Cycle Trail diversion to Te Hononga & connecting trails to Kawiti Caves, Opua, Te Rito Marae, Ngawha Marae	3
Walking & Cycling - Cycle ways	$1,000,000.00
Paihia to Waitangi - Shared Path to Te Ti	3
Road 2 Zero - Pedestrian Improvements	$70,000.00
Raised Table Zebra Crossings - Upgrade existing	3
New Footpath – Unsub	$960,000.00
Te Hiku Ward - New footpaths programme to be confirmed following Community Board consultation	3
Kaikohe – Hokianga Ward - New footpaths programme to be confirmed following Community Board consultation	3
BOI – Whangaroa Ward - New footpaths programme to be confirmed following Community Board consultation	3
Grand Total	$21,974,255.00

Extraordinary Council Meeting Agenda

14 December 2021

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Rawene Community Hall, 9 Parnell Street, Rawene
ON Monday, 8 November 2021 AT 10:30 am

PRESENT: Chairperson Mike Edmonds, Member Emma Davis, Member Louis Toorenburg, Member Alan Hessell, Member John Vujcich.

STAFF PRESENT: Aisha Huriwai (Team Leader – Democracy Services), Kathryn Trewin (Funding Advisor) Cheryl Smith (Sport Northland), Marlema Baker (Meetings Administrator).

1 Karakia Timatanga / Opening Prayer

Deputy Chair Emma Davis commenced the meeting and invited kaumatua Steve Morunga to open with a karakia.

2 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and conflicts of Interest

2.1 Apologies and declarations of interesT

Resolution 2021/73

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board receive apologies from Members Moko Tepania and Kelly Van Gaalen.

Carried

3 Te wāhanga tūmatanui / Public Forum

· Manaaki Tinana Trust – Seeking support to have the gym roof fixed as it is a Council building.

· Aranne Donald and Lorene Royal would like Council:

· to engage an urban designer to help with the town square.

· to engage better traffic movement system to and from the Ferry.

· drains need to be fixed, not with white concrete, use aggregate.

· Steve Morunga

· potholes slowing traffic down.

· Climate change and rising tides.

· Mike Albrecht – Rawene Town Hall Toilet upgrade.

· Asking Community Board for opex budget to also provide a second disabled access ramp.

· Janet Nixon – Communications and Hokianga Spraying Committee.

· Lorene Royal

· RAD unresolved for the Tenancy of the Council building in Rawene.

4 Ngā Tono KŌrero / Deputations

None

5 ngā kaikōrero / Speakers

· Manaaki Tinana Trust – Funding Applicant.

· Gwen Freese - Funding Applicant, new chairs for Rawene Town Hall (Consider applying for funding)

· Linda Bracken – Funding Applicant, Christmas Event.

· Kirsty Joiner -

The meeting was adjourned from 11:20 am to 11:34 am.

· Cheryl Smith – Rural Travel Funding

6 Notice of Motion

6.1 Notice of Motion - Revocation of Decision - Item 6.4 (d) Upgrade Memorial Park, Kaikohe

Agenda item 6.1 document number A3447438, pages 12 - 17 refers.

MOTION

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board revokes part (d) of the resolution passed as part of item 6.4 (6 October 2021) and replaces it with;

'Reserves the final approval of the playground portion of the design to the board, which must be given separately before any money is spent on purchase and civil works for the playground.'

Amendment

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That Members Moko Mike John be delegated final that approval to Chair Edmonds John, Moko and Kelly.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried

The amendment became the substantive motion.

Resolution 2021/74

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board:

a) revokes part (d) of the resolution passed as part of item 6.4 (6 October 2021) and replaces it with;

'Reserves the final approval of the playground portion of the design to the board, which must be given separately before any money is spent on purchase and civil works for the playground.'

b) and that Chair Mike Edmonds and members Moko Tepania, John Vujcich and Kelly Van Gaalen be delegated that final approval.

In Favour: Crs Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A3052598, pages 18 - 25 refers.

Resolution 2021/76

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 6 October 2021 as a true and correct record with amendments to item 6.9 (b); adding mover/seconder surnames.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

8 Reports

8.1 Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 September 2021

Agenda item 8.1 document number A3442818, pages 26 - 29 refers.

Resolution 2021/77

Moved: Member John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 30 September 2021.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

8.2 Summer 2021/22 Rural Travel Funding Applications

Agenda item 8.2 document number A3440064, pages 30 - 53 refers.

Resolution 2021/78

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board allocates Rural Travel Grant funding in accordance with the recommendations received from Sport Northland, to be released on confirmation of sporting event as follows:

a) Mid North United Sports Incorporated	$1,700.00
b) Rawene School	$840.00
c) Special Olympics - Bay of Islands	$500.00
d) Taitokerau Rugby League	$2,100.00
e) Te Kura o Ōmanaia	$1,000.00

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

8.3 Funding Applications

Agenda item 8.3 document number A3442801, pages 54 - 83 refers.

Resolution 2021/79

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe Hokianga Community Board:

a) approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe Business Association for costs towards 2021 Christmas Festival to support the following Community Outcomes:

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

ii) Proud, vibrant communities

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried

Resolution 2021/80

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

b) approves the sum of $1300 (plus GST if applicable) be paid from the Board’s Community Fund account to Ngapuhi Hokianga Ki O Rahi for costs towards 2021 Christmas event to support the following Community Outcomes to be distributed on evidence that the event is being held:

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

ii) Proud, vibrant communities

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried

Resolution 2021/81

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

c) approves the sum of $1,559 (plus GST if applicable) be paid from the Board’s Community Fund account to Okaihau Residents Association for costs towards the replacement of community hall lights to support the following Community Outcomes:

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

ii) Proud, vibrant communities

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried

Resolution 2021/82

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

d) approves the sum of $2,475 (plus GST if applicable) be paid from the Board’s Community Fund account to Rawene Residents and Ratepayers for costs towards reprinting “Rawene: A past in pictures” to support the following Community Outcomes:

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

ii) Proud, vibrant communities

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

8.4 Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2021

Agenda item 8.4 document number A3450590, pages 84 - 85 refers.

Resolution 2021/83

Moved: Member John Vujcich

Seconded: Member Louis Toorenburg

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Financial Performance Activities by Ward for the period ending 30 September 2021.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

8.5 Rural Travel Funding Projects

Agenda item 8.5 document number A3453009, pages 86 - 97 refers.

Resolution 2021/84

Moved: Member Louis Toorenburg

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board note the project reports received from:

a) Mid North United Sports

b) Rawene School

c) Te Kura Omanaia

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

9 Information Reports

9.1 Hokianga Ferry Liaison Group Report

Agenda item 9.1 document number A3347859, pages 98 - 103 refers.

Resolution 2021/85

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the Hokianga Ferry Liaison Group Information report.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

9.2 Kaikohe-Hokianga Community Board Action Sheet Update November 2021

Agenda item 9.2 document number A3447350, pages 104 - 104 refers

Resolution 2021/86

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board receive the report Kaikohe-Hokianga Community Board Action Sheet Update November 2021.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

The meeting was adjourned from 12:24 to 1:15 pm.

Major Item not on the Agenda:

Resolution 2021/87

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That Kaikohe-Hokianga Community Board:

a) resolves to consider the item not on the agenda the Rawene FNDC Building Lease and Far North Holdings Omapere Wharf Stairs.

b) notes the item was not on the agenda because the Community Board had no prior notice of these urgent community issues.

c) notes the report cannot be delayed because these are health and safety issues.

Carried

10.1 ITEMS NOT ON THE AGENDA: Council Building 11 Parnell Street, Rawene Lease and Far north holding Ltd - Omapere Wharf Stairs.

Resolution 2021/85

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

Whereas with regard to Far North Holdings Limited Omapere Wharf:

a) the coast guard use the wharf for unloading victims into ambulance and unloading equipment and crew members at all tides.

b) The wharf is used for recreation and fishing despite restrictions and a strong rip and steps are required for health and safety.

c) Recreation and commercial boats are launched at the boat ramp at all tides, and transfer crew members gear and catch from the wharf.

It is resolved

d) to affirm the resolution at the last meeting where it was strongly recommended that the design of Omapere wharf include inter-tidal staris.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

carried

Resolution 2021/86

Moved: Chairperson Mike Edmonds

Seconded: Member Alan Hessell

Whereas with regard to Lease Council Building 11 Parnell Street, Rawene:

a) at the 27 June, 2019 meeting Council resolved to:

a) offers a new lease to Rawene and Districts Community Development Inc (RAD) at nominal (peppercorn) rent, still allowing RAD to sub-let part of the premises to other groups and organisations

b) approves that $62,000 of available renewal funding is put towards the internal fit-out proposed by RAD.

b) a lease has not been finalised as of 8 November 2021.

It is resolved

a) that the community board requests delegation to negotiate the Council Building 11 Parnell Street, Rawene Lease.

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2021/87

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the public be excluded from the following parts of the proceedings of this meeting.

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
9.1 - Confirmation of Previous Minutes - Public Excluded	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

In Favour: Mike Edmonds, Emma Davis, Louis Toorenburg, Alan Hessell and John Vujcich

Against: Nil

Carried

8 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:05 pm.

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 8 December 2021.

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

CHAIRPERSON

Extraordinary Council Meeting Agenda

14 December 2021

MINUTES OF
Te Hiku Community Board Meeting
HELD AT THE Virtually via Microsoft Teams
ON Tuesday, 9 November 2021 AT 10:03 am

PRESENT: Chairperson Adele Gardner, Member Jaqi Brown, Member Darren Axe, Member Sheryl Bainbridge, Member John Stewart, Member William (Bill) Subritzky, Member Felicity Foy

IN ATTENDANCE:

STAFF PRESENT: Aisha Huriwai (Team Leader – Democracy Services), Glenn Rainham (Manager – Infrastructure Operations), Shayne Storey (Community Development Advisor), Kathryn Trewin (Funding Advisor). Kim Hammond (Funding Advisor), Yvonne Tamihana (Cadet), Marlema Baker (Meeting Administrator).

1 Karakia Timatanga / Opening Prayer

Chairperson Adele Gardner commenced the meeting and Member Sheryl Bainbridge opened with a prayer.

2 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and conflicts of Interest

Member John Stewart declared a conflict regarding the Te Ahu Museum/Far North Regional Museum Trust funding application and will not participate in the discussion or decisionmaking. Item 8.3a refers.

3 Te wāhanga tūmatanui / Public Forum

Nil

4 Ngā Tono KŌrero / Deputations

· Kerry Shanta – Footpath from Kaitaia to Ahipara.

· Kath Keremete. Sophie McCarthy and Tawhi Tua – Healthy Homes Update.

5 ngā kaikōrero / Speakers

· Linda Wigley - Te Museum Curator Te Ahu Funding Application. Item 8.3a refers.

6 Notice of Motion

6.1 Notice of Motion - Allocation of Placemaking Funding 2021/2022.

Agenda item 6.1 document number A3461393, pages 12 - 13 refers

Resolution 2021/69

Moved: Member Sheryl Bainbridge

Seconded: Member Darren Axe

That Te Hiku Community Board:

a) allocate a total of $100,000 from its 2021/22 Placemaking fund for concept plans to assist in understanding community priorities and guide further Board decisions for funding, as identified in Te Hiku Community Board Strategic Plan;

b) agree the following communities be engaged for the development of concept plans with the 2021/22 Placemaking funding:

1. Te Kao

2. Houhora Heads/Pukenui

3. Karikari Peninsula

4. Doubtless Bay

5. Taipa

6. Hihi

c) request staff to engage the appropriately qualified vendors to carry out the work on behalf of the Far North District Council.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart and William (Bill) Subritzky

Against: Nil

Abstained: Cr Felicity Foy

Carried

7 Confirmation of Previous Minutes

7.1 Confirmation of Previous Minutes

Agenda item 7.1 document number A3281927, pages 14 - 20 refers

Resolution 2021/70

Moved: Chairperson Adele Gardner

Seconded: Member William (Bill) Subritzky

That Te Hiku Community Board agrees that the minutes of the meeting held 5 October 2021 be confirmed as a true and correct record.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

8 Reports

8.1 Chairperson and Members Reports

Agenda item 8.1 document number A3451465, pages 21 - 36 refers

Resolution 2021/71

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That Te Hiku Community Board;

a) note the reports from Chairperson Adele Gardner and Members Darren Axe, Sheryl Bainbridge and Bill Subritzky.

b) request information from the Council on what steps will be taken to acknowledge and address widespread community concern regarding the Heritage Area proposal and process.

c) expresses disappointment at the lack of a footpath subsidy from He Waka Kotahi, and for reasons of pedestrian safety requests the Far North District Council to look at areas where cost efficiencies can be made so that a realistic footpath programme can be achieved.

d) request advice as to when work will start of the footpaths identified in the current allocation of $150,000 i.e. Ahipara School to the new subdivision, and a portion of Cable Bay Block Road; and

e) having identified the routes between Awanui and Kaitaia and between Kaitaia and Ahipara in its strategic plan and in its submission to the Regional Land Transport Plan notes as being of concern in terms of safety of pedestrians and cyclists, requests the Infrastructure Manager to investigate options towards funding the construction of shared paths (walkway/cycleways) for these areas from within Council budgets and/or from external funding providers.

f) requests the CEO to arrange a meeting between interested parties including DOC, NRC, Whatuwhiwhi Ratepayers Chair and Deputy Chair, Council staff and THCB representatives to seek a resolution to the flooding issues at Marienne Place, Tokerau Beach.

g) support the removal and donation of Korora Park equipment to Roma Marae.

h) support the Awanui equipment being offered to Awanui Primary.

i) support the two pieces around the court (monkey bars and a low climbing net) being moved down to the existing playground at the northern end of the Allen Bell Park.

j) agree that the Seat Report Letter and the Magnolia Trees in the main street of Kaitaia be left to lie until the December meeting.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

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

Agenda item 8.2 document number A3442994, pages 37 - 39 refers

Resolution 2021/72

Moved: Member William (Bill) Subritzky

Seconded: Member John Stewart

That Te Hiku Community Board receive the report Te Hiku Statement of Community Board Fund Account as at 30 September 2021.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

8.3 Funding Applications

Agenda item 8.3 document number A3435487, pages 40 - 50 refers

Resolution 2021/73

Moved: Member Sheryl Bainbridge

Seconded: Chairperson Adele Gardner

That Te Hiku Community Board:

a) approves the sum of $8,034 (plus GST if applicable) be paid from the Board’s Community Fund account to Te Ahu Museum/Far North Regional Museum Trust for the purchase of display walls, exterior signs and a donations box, to support the following Community Outcomes:

i) Proud, vibrant communities

b) 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.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, William (Bill) Subritzky and Felicity Foy

Against: Nil

Abstained: John Stewart

Carried

8.4 Summer 2021/2022 Rural Travel Funding Applications

Agenda item 8.4 document number A3439718, pages 51 - 72 refers

Resolution 2021/74

Moved: Member Darren Axe

Seconded: Member John Stewart

That Te Hiku Community Board allocates Rural Travel Grant funding in accordance with the recommendations received from Sport Northland as follows:

a) Ahipara Boardriders Club	$1,000.00
b) Pamapuria School	$1,500.00
c) Taitokerau Rugby League	$2,000.00
d) Te Whanau O Te Aroha Waka (Waka Atea)	$1,200.00

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

9 Information Reports

9.1 Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2021

Agenda item 9.1 document number A3451183, pages 73 - 74 refers

Resolution 2021/75

Moved: Chairperson Adele Gardner

Seconded: Member William (Bill) Subritzky

That Te Hiku Community Board receives the report Te Hiku Statement of Financial Performance Activities by Ward for the period ending 30 September 2021.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

9.2 Te Hiku Community Board Action Sheet Update November 2021

Agenda item 9.2 document number A3451467, pages 75 - 83 refers

Resolution 2021/76

Moved: Member William (Bill) Subritzky

Seconded: Member Darren Axe

That Te Hiku Community Board receive the report Te Hiku Community Board Action Sheet Update November 2021.

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

9.3 Resolution to Exclude the public

Resolution 2021/77

Moved: Chairperson Adele Gardner

Seconded: Member Darren Axe

That the public be excluded from the following parts of the proceedings of this meeting.

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

10.1 - Confirmation of Previous Minutes - Public Excluded

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.2 - Purchasing of land at 1 Wharo Lane Ahipara - Pohutukawa Tree

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

10.3 Confirmation of Information and Decisions to be Released in Public

Resolution 2021/71

Moved: Chairperson Adele Gardner

Seconded: Member Jaqi Brown

That Te Hiku Community Board confirms the following decisions contained in the part of the meeting held with public excluded not be restated in public meeting as follows:

In Favour: Adele Gardner, Jaqi Brown, Darren Axe, Sheryl Bainbridge, John Stewart, William (Bill) Subritzky and Felicity Foy

Against: Nil

Carried

Member Sheryl Bainbridge closed the meeting with a karakia.

11 tE kAPINGA hUI / Meeting Close

The meeting closed at 12:03 pm.

The minutes of this meeting will be confirmed at the Te Hiku Community Board Meeting held on 7 December 2021.

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CHAIRPERSON

Extraordinary Council Meeting Agenda

14 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:

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.

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CHAIRPERSON

Time:	10:00 am
Location:	Virtually via Microsoft Teams

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications for 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 minutes to be confirmed as true and correct record, 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 arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.