Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Bay of Islands-Whangaroa Community Board Meeting

 

Thursday, 3 February 2022

Time:

10:00 am

Location:

Virtually via TEAMs

 

 

Membership:

Member Belinda Ward - Chairperson

Member Frank Owen – Deputy Chairperson

Member Lane Ayr

Member Manuela Gmuer-Hornell

Member Bruce Mills

Member Manuwai Wells

Member Dave Hookway-Kopa

Member Rachel Smith

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

3 February 2022

 

The Local Government Act 2002 states the role of a Community Board is to:

A.        Represent, and act as an advocate for, the interests of its community.

B.        Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board.

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

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

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

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

Council Delegations to Community Boards - January 2013

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

·                Amenity lighting

·                Cemeteries

·                Drainage (does not include reticulated stormwater systems)

·                Footpaths/cycle ways and walkways.

·                Public toilets

·                Reserves

·                Halls

·                Swimming pools

·                Town litter

·                Town beautification and maintenance

·                Street furniture including public information signage.

·                Street/public Art.

·                Trees on Council land

·                Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12.      Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4.         Have special regard for the views of Māori.

5.         Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6.         Actively participate in community consultation and advocacy and keep Council informed on local issues.

7.         Seek and report to Council community feedback on current issues by:

a)         Holding a Community forum prior to Board meetings

b)         Varying the venues of Board meetings to enable access by members of the community

8.         Monitor and make recommendations to Council to improve effectiveness of policy.

9.         Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1.         Provide appropriate management support for the Boards.

2.         Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3.         Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a)         the disposal and purchase of land

b)         proposals to acquire or dispose of reserves

c)         representation reviews

d)         development of new maritime facilities

e)         community development plans and structure plans

f)          removal and protection of trees

g)         local economic development initiatives

h)         changes to the Resource Management Plan

4.         Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5.         Prepare an induction/familiarisation process targeting new members in particular early in the term.

6.         Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7.         Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8.         Help Boards to implement local community projects.

9.         Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10.      Provide information.

 


 

BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Belinda Ward

Ward Jarvis Family Trust

Trustee

 

 

Kenneth Jarvis Family Trust

Trustee

 

 

Residence in Watea

 

 

 

Belinda Ward (Partner)

Ward Jarvis Family Trust

Trustee and beneficiary

 

 

Kenneth Jarvis Family Trust

Trustee and beneficiary

 

 

Residence in Watea

Trustee

 

 

Lane Ayr

Retired

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Lane Ayr (Partner)

Riverview School

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Bruce Mills

Galloquine Trust / Galloquine Limited

Director

 

 

Whangaroa Community Trust

Trustee

 

 

Manuwai Wells

No form received

 

 

 

Frank Owen

Retired

 

.

Step aside from decisions that arise, that may have conflicts

House Property in Kerikeri

 

 

Step aside from decisions that arise, that may have conflicts

Frank Owen (Partner)

House Property in Kerikeri

 

 

 

Manuela Gmuer Hornell

Bay of Islands Sailing week Incorporated

Chair

Funding for events

Step aside from decisions that arise, that may have conflicts

Te Au Mārie 1769 Sestercennial Trust

Trustee

 

Step aside from decisions that arise, that may have conflicts

Chris Hornell and Manuela Gmuer-Hornell Partnership

Partner

 

Step aside from decisions that arise, that may have conflicts

Hornell-Gmuer Trust

Trustee and Beneficiary

 

Step aside from decisions that arise, that may have conflicts

Russell Contracting Limited

Family Business

 

Step aside from decisions that arise, that may have conflicts

Russell Volunteer Fire Brigade

Secretary

 

Step aside from decisions that arise, that may have conflicts

Dave Hookway-Kopa

Manu Hapori Hauora – Community Wellbeing Advisor Northland DHB

Employee

Possibility of joint working groups with FNDC

Consider each situation on merit and declare any potential conflict

Property on Waipapa West Road

Property owner

Issues to do with the street

Declare as appropriate

Rachel Smith

Friends of Rolands Wood Charitable Trust

Trustee

 

 

Mid North Family Support

Trustee

 

 

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

Vision Kerikeri

Financial Member

 

 

Rachel Smith (Partner)

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member and Treasurer

 

 

Vision Kerikeri

Financial Member

 

 

Town and General Groundcare Limited)

Director/Shareholder

 

 

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

3 February 2022

 

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held in the Virtually via TEAMs on:

Thursday 3 February 2022 at 10:00 am

Te Paeroa Mahi / Order of Business

1          Karakia Timatanga / Opening Prayer. 9

2          Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest 9

3          Te Wāhanga Tūmatanui / Public Forum.. 9

4          Te Tono Kōrero / Deputation. 9

5          Nga Kaikorero / Speakers. 9

6          Confirmation of Previous Minutes. 10

6.1            Confirmation of Previous Minutes. 10

7          Reports. 18

7.1            Chairperson and Members Report 18

7.2            Statement of Community Board Fund Account as at 31 December 2021. 27

7.3            Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 December 2021. 31

7.4            Project Funding Reports. 34

8          Information Reports. 46

8.1            Community and Customer Services Activities - 6 Monthly Report 46

8.2            Bay of Islands-Whangaroa Community Board Action Sheet Update February 2022. 58

9          Karakia Whakamutunga / Closing Prayer. 68

10       Te Kapinga Hui / Meeting Close. 68

 

 


1            Karakia Timatanga / Opening Prayer

We ask that through Council discussions and decisions the representatives we have elected may govern the Far North District with imagination, skill and wisdom to achieve a fairer and more united Community that enhances the wellbeing of our district and solves the District’s problems efficiently and effectively.

Ka tuku mātou kia kaha mai ngā māngai kua whiriwhirihia mō Te Kaunihera o Tai Tokerau ki te Raki ki te mahi me te ngākau auaha me te whakamahi i ngā pūkenga me te mātauranga i roto i ngā wānanga me ngā whakataunga kia whakatūria ai tētahi Hapori e matatika ana, e tū kotahi ana ka mutu ka whakapiki anō i te oranga o tō tātou rohe, ka whakatau anō i ngā take o te rohe i runga i te tika me te pono.

2            Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).

It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

3            Te Wāhanga Tūmatanui / Public Forum

4            Te Tono Kōrero / Deputation

Representatives from Rainbow Rangatahi

5            NGA kaikorero / Speakers


Bay of Islands-Whangaroa Community Board Meeting Agenda

3 February 2022

 

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

File Number:           A3538421

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Te Take Pūrongo / Purpose of the Report

The minutes are attached to allow the Bay of Islands-Whangaroa Community Board to confirm that the minutes are a true and correct record of the previous meeting.

ngĀ tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 2 December 2021 are a true and correct record.

 

1) te TĀhuhu kŌrero / Background

Local Government Act 2002 clause 7 Section 28 states that a local authority must keep minutes of its proceedings.  The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meeting are attached.

The Bay of Islands-Whangaroa Community Board Standing Orders Section 27.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Te Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.

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

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

ngĀ Āpitihanga / Attachments

1.       2021-12-02 BOIW Meeting Minutes - A3512093  


 

Te Hōtaka Take Ōkawa / Compliance schedule:

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

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

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

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

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

He Take Ōkawa / Compliance requirement

Te Aromatawai Kaimahi / Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This is a matter of low significance.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

This report complies with the Local Government Act 2002 Schedule 7 Section 28.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

This report is asking for the minutes to be confirmed as a true and correct record, any interest that affect other people should be considered as art of the individuals report.

State the financial implications and where budgetary provisions have been made to support this decision.

There are no financial implications requiring input from the Chief Financial Officer.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

3 February 2022

 

   MINUTES OF
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE
Baysport Complex, Harmony Lane, Waipapa
ON
Thursday, 2 December 2021 AT 10.00 am

 

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

STAFF PRESENT Kathryn Trewin – Funding Advisor, Kirsty Farrow – Manager Asset Management, Warren Ure – Contract Specialist

1            Karakia Timatanga / Opening Prayer

Chair Belinda Ward opened with an opening prayer.

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

Apology

Resolution  2021/114

Moved:       Chairperson Belinda Ward

Seconded:  Member Manuwai Wells

That the apology received from Member Dave Hookway-Kopa, and apology for lateness received from Member Rachel Smith be accepted and leave of absence granted.

Carried

3            Te wāhanga tūmatanui / Public Forum

Richard Lawty, Cherry Park House committee chair.

4            Ngā Tono KŌrero / Deputations

Waka Kotahi – Kerry Thomas And Kathryn O'Reilly update on current and new projects.

5            ngā kaikōrero / Speakers

Kerikeri Croquet Club Inc speaking in regard to Item 8.3 Funding Applications.

At 10:26 am, Member Rachel Smith arrived to the meeting.

The Magic Playhouse speaking in regard to Item 8.3 Funding Applications.

Russell Tennis Club Inc speaking in regard to Item 8.3 Funding Applications.

6            Notice of Motion

6.1         Notice of Motion - Cherry Park House

Agenda item 6.1 document number A3492143, pages 10 - 25 refers.

Committee Resolution  2021/115

Moved:       Member Frank Owen

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands – Whangaroa Community Board receive the Cherry Park House Management Committee report and refer it to Council staff requesting their advice as to steps that can be taken to address the issues raised in the report.

 

Abstained:       Rachel Smith

carried

7            Confirmation of Previous Minutes

7.1         Confirmation of Previous Minutes

Agenda item 7.1 document number A3489027, pages 26 - 36 refers.

Resolution  2021/116

Moved:       Chairperson Belinda Ward

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held 11 November 2021 are a true and correct record.

Abstained:       Manuwai Wells and Rachel Smith

carried

8            Reports

8.1         Chairperson and Members Report

Agenda item 8.1 document number A3489034, pages 37 - 81 refers.

Resolution  2021/117

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Belinda Ward, Deputy Chair Frank Owen, Member Lane Ayr, Member Manuela Gmuer-Hornell, and Member Bruce Mills; and that,

 

a)   support the porposed beautification plan of the Paihia War Memorial Hall forecourt area,

b)   recommend that Focus Paihia consider the irrigation and ongoing maitenance costs,

c)   support the installation of skateboard ramps at Simpson Memorial Park by writing a letter of support to Simpson Park Hall and Park Committee,

d)   supporting principle the relocation of the playground from Kerikeri Domain to Totara North.

Abstained:       Rachel Smith

Carried

At 11:49 am, Member Frank Owen left the meeting. At 11:53 am, Member Frank Owen returned to the meeting.

Meeting adjourned from 12:34 pm to 1:05 pm.

8.2         Statement of Community Board Fund Account as at 31 October 2021

Agenda item 8.2 document number A3484387, pages 82 - 85 refers.

Resolution  2021/118

Moved:       Member Manuwai Wells

Seconded:  Member Frank Owen

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 October 2021”.

Abstained:       Rachel Smith

carried

 

8.3         Funding Applications

Agenda item 8.3 document number A3468332, pages 86 - 118 refers.

Resolution  2021/119

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Lane Ayr

a)      That the Bay of Islands-Whangaroa Community Board approves the sum of $2446 (plus GST if applicable) be paid from the Board’s Community Fund account to Kawakawa Business and Community Association for costs towards Christmas in the Park 2021 subject to the event happening prior to Christmas 2021.

Abstained:       Rachel Smith

Carried

 

8.3b       Funding Applications

Resolution  2021/120

Moved:       Member Bruce Mills

Seconded:  Member Lane Ayr

b)      That the Bay of Islands-Whangaroa Community Board approves the sum of $3000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Croquet Club Inc for costs towards assistance with upkeep of greens to meet the following Community Outcomes:

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

iv)     Proud, vibrant communities

Abstained:       Rachel Smith

Carried

 

8.3c       Funding Applications

Resolution  2021/121

Moved:       Chairperson Belinda Ward

Seconded:  Member Manuwai Wells

c)      That the Bay of Islands-Whangaroa Community Board approves the sum of $6000 (plus GST if applicable) be paid from the Board’s Community Fund account to The Magic Playhouse for costs towards MORPH! Puppet Festival to meet the following Community Outcomes:

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

vi)     Proud, vibrant communities

Abstained:       Rachel Smith

Carried

 

8.3d       Funding Applicaitons

motion 

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Chairperson Belinda Ward

d)      That the Bay of Islands-Whangaroa Community Board approves the sum of $20,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Russell Tennis Club Inc for costs towards construction of a new tennis pavilion to meet the following Community Outcomes:

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

viii)   Proud, vibrant communities

In Favour:       Belinda Ward and Manuela Gmuer-Hornell

Abstained:       Rachel Smith

lost 2/4

 

 

8.4         Project Funding Reports

Agenda item 8.4 document number A3456739, pages 119 - 126 refers.

Resolution  2021/122

Moved:       Member Bruce Mills

Seconded:  Member Lane Ayr

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

a)      Bay of Islands Canine Association

b)      Kairos Connection Trust (Busy Bees Group)

Abstained:       Rachel Smith

Carried

 

8.5         ROAD NAMING - 59 Hall Road, Kerikeri

Agenda item 8.5 document number A3482378, pages 127 - 130 refers.

Resolution  2021/123

Moved:       Member Lane Ayr

Seconded:  Member Bruce Mills

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

Abstained:       Rachel Smith

Carried

 

8.1         Setting of 2022 Meeting schedule

Agenda item 8.1 document number A3499894, pages 4 - 6 refers.

Resolution  2021/124

Moved:       Member Manuela Gmuer-Hornell

Seconded:  Member Manuwai Wells

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

·    Thursday 3 Feb 2022 – 10:00 am

·    Thursday 3 March 2022 – 10:00 am

·    Thursday 31 March 2022 – 10:00 am

·    Thursday 5 May 2022 – 10:00 am

·    Thursday, 2 June 2022 – 10:00 am

·    Thursday, 7 July 2022 – 10:00 am

·    Thursday, 4 August 2022 – 10:00 am

·    Thursday, 1 September 2022 – 10:00 am

Abstained:  Rachel Smith

Carried

9            Information Reports

9.1         Levels of Service and Operational Service Contracts

Agenda item 9.1 document number A3485429, pages 142 - 144 refers.

Resolution  2021/125

Moved:       Chairperson Belinda Ward

Seconded:  Member Frank Owen

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

Abstained:  Rachel Smith

Carried

At 2:07 pm, Member Manuwai Wells left the meeting. At 2:08 pm, Member Manuwai Wells returned to the meeting.

At 2:08 pm, Member Manuela Gmuer-Hornell left the meeting. At 2:09 pm, Member Manuela Gmuer-Hornell returned to the meeting.

9.2         Bay of Islands-Whangaroa Community Board Action Sheet Update December 2021

Agenda item 9.2 document number A3379223, pages 145 - 155 refers.

Resolution  2021/126

Moved:       Member Bruce Mills

Seconded:  Member Manuela Gmuer-Hornell

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Community Board Action Sheet Update December 2021.

Abstained:  Rachel Smith

Carried

 

10               KARAKIA WHAKAMUTUNGA / CLOSING PRAYER

 

Member Manuwai Wells closed with a karakia.

11          tE kAPINGA hUI / Meeting Close

The meeting closed at 2:35 pm.

 

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 3 Feb 2022.

 

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

CHAIRPERSON

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

3 February 2022

 

7            Reports

7.1         Chairperson and Members Report

File Number:           A3555637

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TE TAKE PŪRONGO / Purpose of the Report

The report provides feedback to the community on matters of interest or concern to the Community Board.

 NGĀ TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board note the reports from Chair Belinda Ward and Members Manuela Gmuer-Hornell, and Dave Hookway-Kopa.

 

TE tĀHUHU KŌRERO / Background

The Local Government Act 2002 Part 4 Section 52 states that the role of a Community Board is to represent, and act as an advocate for the interests of its community. 

Resource Consents for the Bay of Islands-Whangaroa Ward have been emailed to members.

TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Community Boards are required to consider and report on any matters of concern or interest to the Community Board, maintain an overview of services provided to the community and communicate with community organisations and special interest groups within the community. 

The reports from the Chairperson and Members provide information to community on these requirements.  They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised. The report from the Chairperson and members are attached.

Resource Consents have been emailed to community board members. Members have five days to send feedback in relation to a resource consent. Members will be expected to include these details in their member reports going forward. For example, see below.

2220242-RMALUC - (40 McKenzie Road, Kerikeri 0294)

To construct a single-story residential dwelling in the Coastal Zone and Vary a Consent Notice Condition.

2220245-RMASUB - (156 Stanners Road, Kerikeri 0295)

To subdivide two titles to create 5 lots, in the Rural Production Zone as a non-complying activity.

2220252-RMALUC - (81 Ruapekapeka Road, Towai)

To widen the carriageway of Ruapekapeka Road and includes excavation/fill and retaining wall construction outside of road designation. Land use consent is sought in lieu of alteration to design in the Rural Production Zone as a Discretionary Activity.

2220259-RMALUC - (3 Tikitiki Lane, Russell 0272)

Proposed relocated dwelling in the Coastal Living Zone, breaching rules for vehicle access, fire risk to residential unit, earthworks and visual amenity as a Discretionary Activity.

2220233-RMALUC

The application is to re-open an establish cafe and to create commercial offices in the Rural Living Zone breaching the residential intensity rule as a Restricted Discretionary Activity.

 Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf. 

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

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

ngĀ Āpitihanga / Attachments

1.       Chairs Report - Belinda Ward - January 2022 - A3562528

2.       Members Report - Dave Hookway-Kopa - January 2022 - A3555612

3.       Members Report - Manuela Gmuer-Hornell - January 2022 - A3555613   


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7.2         Statement of Community Board Fund Account as at 31 December 2021

File Number:           A3555754

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Angie Thomas, Manager - Accounting Services

 

Purpose of the Report

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

Recommendation

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 December 2021”.

 

1) Background

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

Community Fund Account balance as at 01 July 2021

$301,549.00

·    Plus unused funds from 2020/21 – BOI Rotary Club 2021 Duck Race

$1,974.00

·    Plus unused funds from 2020/21 – Kerikeri FC Storage Facilities

$3,000.00

·    Plus unused funds from 2020/21 – Kerikeri Gym Club Fitout Facility

$2,958.00

·    Plus unused funds from 2020/21 – Kerikeri Sports Complex for community playground equipment

$15,000.00

·    Plus unused funds from 2020/21 – Russell to Okiato Shared pathway Signage

$3,000.00

·    Plus unused funds from 2020/21 – Kaeo Playground Shade Structure

$30,000.00

·    Plus unused funds from 2020/21 – Kawakawa Community Development Plan

$10,000.00

·    Plus unused funds from 2020/21 – Te Hononga Hub Old Bank Vault Renovation

$3,077.00

·    Refund of unused grant – Guardians of the Bay of Islands Inc – Te Ra nga Tamariki Day 2021

$360.87

·    Rescinded Resolution Russell Baptist Church back to Placemaking Fund

$8,000.00

·    Plus unused funds from 2020/21 – Ngati Rahiri Maori Komiti – Te Tii Carols in the Park

$2,397.00

·    Less funds granted and uplifted to 31 December 2021

$111,361.00

·    Less funds not uplifted from 4 March 2021 for Bay of Islands Rotary Club for 2021 Duck Race

$1,974.00

·    Less funds not uplifted from 3 June 2021 for Kerikeri Football Club for costs towards storage facilities for equipment

$3,000.00

·    Less funds not uplifted from 2 September 2021 for Kerikeri Sports Complex Management Group for costs towards construction of a playground at the complex

$5,189.00

·    Less funds not uplifted from 7 October 2021 for Kawakawa Hundertwasser Charitable Trust for costs towards facilitate development community plan

$10,000.00

·    Less funds not uplifted from 7 October 2021 for Kawakawa Hundertwasser Charitable Trust for costs towards Te Hononga Booking Office project

$3,077.00

·    Less funds not uplifted from 11 November 2021 for Kerikeri Community Cadet Unit costs towards 2021 Regimental Dinner

$1,000.00

·    Community Fund Account balance as at 31 December 2021

$245,714.87

2) Discussion and Options

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate.  The uncommitted balance in the Community Fund account as at 31 December 2021 is $269,954.87.

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

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Bay of Islands-Whangaroa Community Board.  The statement of the Community Fund account as at 31 December 2021 is attached.

Attachments

1.       Statement of Community Fund Account BOI-Whangaroa as at 31 December 2021 - A3555746  

  


Bay of Islands-Whangaroa Community Board Meeting Agenda

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7.3         Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 December 2021

File Number:           A3555769

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Angie Thomas, Manager - Accounting Services

 

Purpose of the Report

The purpose of the report is to provide the Bay of Islands – Whangaroa Community Board with financial statements for the period ended 31 December 2021.

Executive Summary

The financial report is ward-specific, covering the activities in the Bay of Island - Whangaroa ward only.

Recommendation

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 31 December 2021.

 

Background

This is the second quarterly financial report for 2021-2022 detailing the financial performance of community activities to be provided to the Bay of Islands-Whangaroa Community Board.

Discussion and Next Steps

Refer to the commentary in the attached statement.

Understanding the report

Variances in excess of $100k and significant “%” variances will be commented on.

The financial year runs from 01 July 2021 to 30 June 2022. The “Year to date” columns reflects income and expenses for the period 01 July 2021 to 31 December 2021.

The variances column highlights the difference between the budget set in the 2021/31 Long Term Plan and actual income and expenses as at 31 December 2021.

The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2021 to 30 June 2022.

The full year forecast column shows the best estimate for the actual year end position as advised by Managers. Unfavourable variances will represent expenses higher than budget or income less than budget.

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1.       BWCB Statement of Financial Performance Activities by Ward for the period ending 31 December 2021 - A3555762  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

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7.4         Project Funding Reports

File Number:           A3555148

Author:                    Kathryn Trewin, Funding Advisor

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

 

Take Pūrongo / Purpose of the Report

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

tŪtohunga / Recommendation

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

a)      Jacman Entertainment – Hullaballoo Outreach, Totara North

b)      Paihia Red Cross

c)      Towai Makers Market

 

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

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

Take Tūtohunga / Reason for the recommendation

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

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

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1.       Pages from BOIWCB - Project Report - Hullabaloo Outreach Totara North - A3555136

2.       Pages from BOIWCB - Project Report - Paihia Red Cross - A3555134

3.       Pages from BOIWCB - Project Report - Towai Makers Market - A3555135  


 

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

He Take Ōkawa / Compliance Requirement

Aromatawai Kaimahi / Staff Assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This is a matter of low significance.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Community Grant Policy.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This report does not have district-wide relevance.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

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

No implications for Māori in relation to land and/or water.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

Considered in the application.

State the financial implications and where budgetary provisions have been made to support this decision.

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

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8            Information Reports

8.1         Community and Customer Services Activities - 6 Monthly Report

File Number:           A3554072

Author:                    Jacine Warmington, Manager - Community and Customer Services

Authoriser:             Dean Myburgh, General Manager - District Services

 

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to provide information to the Bay of Islands-Whangaroa Community Board for the community and customer service activities including Libraries and Museum, i-SITEs, Customer Care (Service Centres, Contact Centre), Housing for Elderly tenancy, Event applications and Cemeteries plots and burials.

WHAKARĀPOPOTO MATUA / Executive SummarY

This information-only report provides an update to Community Boards every six months.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Community and Customer Services Activities - 6 Monthly Report.

 

tĀHUHU KŌRERO / Background

Statistical information in relation to the Community and Customer Service Department (District Services Group) is provided to the Bay of Islands-Whangaroa Community Board giving an overview of activity and performance for the months of July – December 2021 for the Bay of Islands-Whangaroa area.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Contact Centre

When comparing statistics against the same time last year it needs to be recognised that, the Far North was in full lockdown due to Covid-19 for 23 working days over August, September and October, halting building inspections and reducing customer contact. Te Ahu experienced a further seven days in lockdown in November.

Customer interactions district wide for the six months ending December 2021 totalled 61,542 which is a 27.2% decrease (down from 84,526) for the same six months in the previous year. These interactions included Phone calls: 34,686, AskUs emails: 7,659, Requests for Service: 13,339, and Booking Building Inspections: 4,120.

Online Registrations are now part of our regular reporting. This data indicates the number of customers who have registered on FNDC’s online portal which enables them to track and view details of their properties, see the status of applications, licences and make payments online. 

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Service Centres

The Covid-19 lockdowns halted face-to-face interactions for 23 workdays over August, September and October 2021. During this down-time, the service centre staff affected assisted with administrative work for other teams in Council.

The position of ‘Multi-skilled CSO’ was assessed and deemed at high risk of transmission or infection of COVID-19, resulting in this customer facing role requiring a Vaccination Pass from January 2022.

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Libraries

All library services were affected by a number of Covid-19 lockdowns in the second half of 2021.

Libraries have had to implement reduced levels of service during this period in response to Covid-19 guidelines classifying libraries as public gathering spaces, including restrictions on programmes, events, and school visits. Mask-wearing and sign-in requirements were also in place. This combination of factors led to lower physical borrowing and usage numbers than in previous reporting periods. However, digital borrowing continues to grow as customers adapt to the Covid-19 environment.

Self-check machines were installed across Far North District Libraries in December. These units will enable customers to have more freedom in their journey through the library and will provide staff with more time to be involved in value-added library work.

A local history database project has begun at Procter Library. The intent of this work is to provide digital access to archival records, so that customers in the district and across the world can view local history information without having to visit the archive room. This work supports Future Libraries strategy goals and New Zealand history education curriculum changes.

 

 

 

 

 

 

 

 

Procter Library

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 Kawakawa

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Paihia

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Kaeo

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Digital Library Use

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Bay of Islands i-SITE

Visitor numbers have been down due to Covid and Northland being in the ‘red’ under the traffic light system.  Auckland’s lockdown has effectively closed Northland off to the rest of New Zealand resulting in very few visitors to the region.  Cruise ships and international visitors are, of course, not able to enter New Zealand and therefore the lack of this large number of visitors has affected visitor numbers.


With the lack of visitors, a number of operators chose to go into hibernation with their tours thus reducing the availability of sales we were able to make however once summer kicked off Russell has been a popular destination with a high number of ferry tickets sold.  Island Getaway and Parasailing are also strong sellers. There is a new fast boat with a glass bottom which goes to the Hole in the Rock together with an Extreme Jet Boat experience that visitors have been enjoying. Explore Great Sights have changed their iconic Cream Trip and don’t go to the Hole in the Rock or offer boom netting.   They also did not offer this cruise July through December.  The only boat trips they did offer were the half day cruises which also affected sales as these trips were either cancelled or full (purchased online). Bookings for the Department of Conservation were steady although Maitai Bay was closed.

Police and Te Tai Tokerau Border Control check points widely advertised on social media created lots of enquiries from visitors asking about whether they would be safe to visit the region and whether they would be welcome. The enquiries were handled professionally, and staff reassured visitors that they were most certainly welcome in Te Tai Tokerau, reiterating Ministry of Health guidelines for Covid-19.

 

Over the lock-down period when i-SITEs were not able to operate, staff undertook other administration and customer contact tasks such as contacting the Housing for Elderly tenants regularly, updating contact details of ratepayers on Council’s database and checking the dog registration database to ensure information was up to date and accurate.

i-SITEs offer Council services such as general Council enquiries, dog registrations, receipt payments for rates, etc. While transaction volumes are not high, residents, ratepayers and visitors do appreciate having access to a local facility for Council business.

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Events on Council Reserves and other Council Managed Spaces

Permits are issued to applicants for the use of Councils open spaces for many kinds of activities such as weddings, family picnics, sporting events, circuses, fairs and large community events.

From July to the end of December 2021, 11 events were successfully held across the district.  COVID-19 level changes meant 12 events were cancelled with one postponed to March 2022.  Unfortunately, the Kerikeri Half Marathon, the Coastal Classic and Christmas Parades were among the events that had to be cancelled. 

Most of the event organisers have taken advantage of Council’s online application process, and all event organisers are encouraged to use this process https://www.fndc.govt.nz/Our-Facilities/Parks-playgrounds-and-reserves/Book-a-Park-Reserve-or-Open-Space

Cemeteries - Sexton Services

Council manages the Kaeo, Kerikeri, Russell, Paihia and Kawakawa public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

Plans remain in place for the management the Council-run cemeteries during the COVID 19 pandemic. 

Families have struggled to arrange burials under Covid 19 restrictions with many choosing ash burials. After 15 December 2021, when Aucklanders were able to travel outside of their district, there was a notable increase in the number of ash burials as families were able to gather together.  There are still many ash burials on hold until overseas family members can return.

 

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There were 15 full burials and 5 ash burials in the Eastern Ward during this period.

 

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There has been an average of 20.5 enquiries per month during the July to end of December 2021.

Housing for the Elderly

The total number of units across the district, available to be tenanted has been reduced from 147 to 144. This is due to a block of three units in the Oxford Street village in Kaitaia being structurally compromised and the need for them to be demolished, this is currently underway and set to be completed by the end of January 2022. The three tenants that were in this block have been re-tenanted in other Housing for the Elderly villages.

In the Bay of Islands-Whangaroa area there are villages in:

Location

One- bedroom

Bed-sit

Vacancies

Kerikeri

4

3

1

Kawakawa

6

-

1

During the period from 1 July – 31 December 2021, one tenancy ended in Kawakawa and one ended in Kerikeri. One tenancy began in Kerikeri and one existing tenant in Kerikeri transferred from a bedsit unit to the vacated 1-bedroom unit. One unit in both Kerikeri and Kawakawa remain vacant whilst undergoing refurbishment. This work is currently with the District Facilities team.

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

There are no financial implications.

Āpitihanga / Attachments

Nil

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

3 February 2022

 

8.2         Bay of Islands-Whangaroa Community Board Action Sheet Update February 2022

File Number:           A3559342

Author:                    Marlema Baker, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TAKE PŪRONGO / Purpose of the Report

To provide the Bay of Islands-Whangaroa Community Board with an overview of outstanding decisions from 1 January 2021.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.

·      Action sheets are also in place for Council, Committees and Community Boards.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Community Board Action Sheet Update February 2022.

 

tĀHUHU KŌRERO / Background

The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.

Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.

Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The outstanding tasks are multi-facet projects that take longer to fully complete.

The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress. 

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

There are no financial implications or need for budgetary provision in receiving this report.

Āpitihanga / Attachments

1.       BOIW Action Sheet - January 2022 - A3561977  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

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9            Karakia Whakamutunga / Closing Prayer

10          Te Kapinga Hui / Meeting Close