Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 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
Bruce Mills	Whangaroa Community Trust	Trustee
Manuwai Wells	No form received
Frank Owen	Retired		.	Step aside from decisions that arise, that may have conflicts
Frank Owen	House Property in Kerikeri			Step aside from decisions that arise, that may have conflicts
Frank Owen (Partner)	House Property in Kerikeri
Manuela Gmuer Hornell	Bay of Islands Sailing week Incorporated	Chair	Funding for events	Step aside from decisions that arise, that may have conflicts
	Te Au Mārie 1769 Sestercennial Trust	Trustee		Step aside from decisions that arise, that may have conflicts
	Chris Hornell and Manuela Gmuer-Hornell Partnership	Partner		Step aside from decisions that arise, that may have conflicts
	Hornell-Gmuer Trust	Trustee and Beneficiary		Step aside from decisions that arise, that may have conflicts
	Russell Contracting Limited	Family Business		Step aside from decisions that arise, that may have conflicts
	Russell Volunteer Fire Brigade	Secretary		Step aside from decisions that arise, that may have conflicts
Dave Hookway-Kopa	Manu Hapori Hauora – Community Wellbeing Advisor Northland DHB	Employee	Possibility of joint working groups with FNDC	Consider each situation on merit and declare any potential conflict
Dave Hookway-Kopa	Property on Waipapa West Road	Property owner	Issues to do with the street	Declare as appropriate
Rachel Smith	Friends of Rolands Wood Charitable Trust	Trustee
	Mid North Family Support	Trustee
	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member
	Vision Kerikeri	Financial Member
Rachel Smith (Partner)	Property Owner	Kerikeri
	Friends who work at Far North District Council
	Kerikeri Cruising Club	Subscription Member and Treasurer
	Vision Kerikeri	Financial Member
	Town and General Groundcare Limited)	Director/Shareholder

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3538440

Author: Joshna Panday, Democracy Advisor

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 on 5 May 2022 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. 2022-05-05 Bay of Islands-Whangaroa Community Board Minutes [A3696204] - A3696204 ⇩

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

2 June 2022

7 Reports

7.1 Amenity Lighting and Town Beautification Budgets

File Number: A3697518

Author: Jeanette England, Assets Manager - District Facilities

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

Take Pūrongo / Purpose of the Report

To seek confirmation from the Community Board that the use of the Amenity Lighting and Town Beautification budgets be allocated as listed.

WhakarĀpopoto matua / Executive Summary

· Each ward has Amenity Lighting and Town Beautification budgets allocated each financial year

· The Amenity Lighting budget is for new lighting within each ward

· The Town Beautification budget is for unplanned work identified by Staff and Community Boards that have no allocated funding.

· Staff have provided a list of projects, based on Community Plans and work requests, for the utilisation of budgets for the Community Boards to prioritise.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) Accepts the report outlining the allocation of the Amenity Lighting and Town Beautification budgets for financial year 2021/2022 and 2022/2023

b) Approves the allocation of the Amenity Lighting budget for financial years 2021/2022 and 2022/2023 as prioritised by the Community Board.

c) Approves the allocation of the Town Beautification budgets for financial years 2021/2022 and 2022/2023 as prioritised by the Community Board.

1) TĀhuhu kŌrero / Background

During the Long-Term Plan (LTP) process funding is allocated to each of the Community Board areas for new Amenity Lighting and Town Beautification projects.

Historically, these budgets have been underspent and there has been no clear plan for the spend of these budgets.

Asset Management have worked with the Community Development team to identify, through Community Plans where this funding should be allocated.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Staff are proposing that the Community Board review and prioritise the list of projects for the use of these budgets over the remainder of this financial year and for the next financial year.

Amenity Lighting

The amenity lighting budget is for the installation of new lights throughout the Bay of Island-Whangaroa ward as follows:

· Kerikeri Domain – two lights required following the Provincial Growth Fund (PGF) redevelopment

· Taumatamakuku Reserve – two lights as part of the reserve redevelopment

· Te Kemara Avenue – two lights for public safety

· Kaeo – Playground lighting for public safety

· Okiato Car Ferry – footpath lighting for public safety

· Lewer Street to Whangaroa Marina – Boardwalk/footpath lighting

· Pomare to Florance Avenue – Footpath lighting.

Town Beautification

For clarity, the capital programme titled Town Beautification is not associated with Community Board funding. This budget was put in place several years ago to provide District Facilities a source of funding to enable completion of small capital pieces of work requested by elected members and/or the community. It was typically used for additional rubbish bins on streets to keep the area tidy or for street furniture to improve the look and function. The purpose of this funding line has become vague over the years due to staff changes. Most recently, it has become apparent that the community boards believe that this capital works item is a fund at their disposal as town beautification is listed as a delegated authority. However, this is not the case. The reason the funding was put in place has not changed; there are often situations where small pieces of work where it would be beneficial to improve the form and function of a town or area as opportunities or needs arise.

The town beautification funds available will be allocated to the following activities in this priority order:

· New bins (including recycling) in Kerikeri Domain as part of the PGF project

· Bins/Shade/Drinking fountains as part of the Taumatamakuku reserve redevelopment

· Renewal and tidy up of Kawakawa footpaths within the township

· Provide coloured tables, shade umbrellas and drinking fountains in parks/reserves:

o Russell foreshore

o Church Street playground, Kawakawa

o Haruru Falls playground

o Paihia playground

o Johnson Park

o Kaeo playground

o Whangaroa Marlin reserve

o Towai/Maromaku Domain

o Nisbet Park reserve

o Rangitane reserve

o Tauranga Bay reserve

o Taupo Bay reserve

As much of this list will be executed as is possible within the existing funds available. Any outstanding items will transfer to future years priority.

Take Tūtohunga / Reason for the recommendation

The proposed areas recommended are based on work programmes identified following meetings with community groups, community plans, community board priorities and requests from public.

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

There are no additional funding requirements for these two budgets as these are already included in the LTP. Unspent funding from 2021/22 financial year has already been transferred to the 2022/2023 financial year.

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	This is of low significance as it is approved through the LTP process
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This work delivers on all of Council’s community outcomes.
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.	Community Board views have been considered through community plans, requests for services and other source gathering forums.
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 significant cultural impacts would occur as part of this project.
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).	These projects will benefit the communities in which they are delivered. Where applicable community plans have formed the main source of information
State the financial implications and where budgetary provisions have been made to support this decision.	There are no additional budgetary provisions required as these budgets are approved via the LTP and subsequent Annual Plans.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

7.3 Funding Applications

File Number: A3710418

Author: Kathryn Trewin, Funding Advisor

Authoriser: Sheryl Gavin, Manager - Corporate Planning & Community Development

Take Pūrongo / Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Bay of Islands-Whangaroa Community Board to determine which application/s will receive funding at the 5 May 2022 meeting.

WhakarĀpopoto matua / Executive Summary

· Nine new applications for funding have been received, requesting $137,596.

· Business Paihia has also asked the Board reconsider their funding application for the 2022 Matariki Festival.

· The Board has $46,458 available to allocate.

· The Board also has $85,000 for placemaking funding to grant in the 2021/22 financial year and a separate report has been provided for consideration of this allocation.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

a) approves the sum of $15,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Business Paihia Inc for costs towards inaugural Matariki Festival 2022 to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

b) approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Aroha Island Music for costs towards 2022 concert series to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

c) approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Singers for costs towards 2022 concert series to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

d) Tables the request for the sum of $21,000 (plus GST if applicable) from the Board’s Community Fund account to Bay of Islands Animal Rescue for costs towards animal desexing to be considered in the new financial year.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

e) approves the sum of $4,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Community Centre Association for costs towards installation of heat pumps to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

f) approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North Land Search and Rescue for costs towards club venue lease to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

g) approves the sum of $7458 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Business Association for costs towards main street irrigation replacement to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

h) Tables the request for the sum of $25,000 (plus GST if applicable) from the Board’s Community Fund account to Bay of Islands Gymnastic Club for costs towards community van to be considered in the new financial year.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

i) Tables the request for the sum of $20,000 (plus GST if applicable) from the Board’s Community Fund account to Kerikeri Rifle and Pistol Club for costs towards building a new shelter to be considered in the new financial year.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

j) approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Stage Door for costs towards Beauty and the Beast to meet the following Community Outcomes:

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

ii) Proud, vibrant communities

1) TĀhuhu kŌrero / Background

Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
Business Paihia	Matariki 2022	$48,357 (28%)	$15,000	This is part of a wider Matariki Festival being held in Paihia for the inaugural Matariki holiday in June. The Board has granted $5000 towards this event and it is recommended that this be increased to $20,000 in total.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Aroha Islands Music	2022 Concert series	$14,031	$5,000	This applicant has not requested funds from the Board for at least the past five years. They have struggled to find alternative funding at this time due to Covid.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Bay of Island Singers	2022 Concert series	$5,894	$5,000	This applicant has not requested funds from the Board for at least the past five years. They have struggled to find alternative funding at this time due to Covid.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Bay of Islands Animal Rescue	Desexing programme	$21,000	Leave to lie until new financial year	As the Board has limited funds to allocated at the last meeting of this financial year, it is recommended that this application be left to lie on the table and reconsidered at the July 2022 meeting.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community
Bay of Islands Community Centre Assoc	Installation of heat pumps and operating costs	$31,256	$4,000	The majority of this application is for general operating costs for the association, which would require an out of policy decision from the Board.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Far North Land Search and Rescue	Assistance with costs of venue lease	$5,000	$5,000	The applicant has been sub-leasing the venue at a low rate from Coastguard, which has now relocated to new premises. The applicant serves the entire Far North District and has applied for one third of the costs of the lease from each of the Boards. The applicant is actively attempting to secure funding for future years from alternative sources, but has been left with little time to find the current year.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community
Kerikeri Business Association	Replacement of the main street irrigation system	$10,131	$7,458	This is the first application from the revitalised Kerikeri Business Association, who are attempting to secure funds to replace the irrigation system along the street shopfronts of the main street of Kerikeri.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Kerikeri Gymnastics Club	Purchase of a transport van	$25,000	Leave to lie until new financial year	As the Board has limited funds to allocated at the last meeting of this financial year, it is recommended that this application be left to lie on the table and reconsidered at the July 2022 meeting.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community
Kerikeri Rifle and Pistol Assoc	Shelter Construction at new site	$20,000	Leave to lie until new financial year	As the Board has limited funds to allocated at the last meeting of this financial year, it is recommended that this application be left to lie on the table and reconsidered at the July 2022 meeting.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Stage Door	Beauty and the Beast	$5,284	$5,000	The applicant has applied for funding in the past for other events, which have been supported by the Board.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event

Take Tūtohunga / Reason for the recommendation

The applicant was required to complete a standard application form and provide supporting information.

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

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

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

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

7.4 Statement of Community Board Fund Account as at 30 April 2022

File Number: A3713402

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Janice Smith, Chief Financial Officer

Purpose of the Report

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

Recommendation

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 March 2022”.

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
· Rescinded Resolution Bay of Islands Rotary Club for costs towards 2021 Duck Race back to Placemaking Fund	$1,974.00
· Less funds granted and uplifted to 30 April 2022	$114,361.00
· 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	$77.00
· Less funds not uplifted from 11 November 2021 for Kerikeri Community Cadet Unit costs towards 2021 Regimental Dinner	$1,000.00
· Less funds not uplifted from 03 February 2022 for Procurement of concept drawings for The Strand, Russell	$15,000.00
· Less funds not uplifted from 3 March 2022 for Rangitane Residents Association for costs towards CCTV replacement	$5,149.00
· Community Fund Account balance as at 30 April 2022	$229,513.87

2) Discussion and Options

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The uncommitted balance in the Community Fund account as at 30 April 2022 is $229,513.87.

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 30 April 2022 is attached.

Attachments

1. Statement of Community Fund Account BOI-Whangaroa as at 30 April 2022 - A3713338 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

7.5 Commitment of placemaking funding for 2021-22

File Number: A3714834

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

Authoriser: Janice Smith, Chief Financial Officer

Take Pūrongo / Purpose of the Report

To commit remaining placemaking funding for 2021-22.

WhakarĀpopoto matua / Executive Summary

· The Community Board recently committed $15,000 to initial placemaking concept design for The Strand in Russell.

· When this work has been completed and the community has agreed on the form, function and amenity of the area within scope detailed design work will be required.

· It is expected that design work will consume the remaining $85,000 in the Board’s placemaking fund for 2021-22 should the Board consent to allocating it to that purpose.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board commits $85,000 from its Placemaking Fund for 2021-22 to detailed design work at The Strand, Russell.

1) TĀhuhu kŌrero / Background

A placemaking activity in Russell, driven by the community, has resulted in a collection of ideas for improvements along the waterfront, specifically on and around The Strand. The aspiration of the community is to improve the form, function and amenity of the place.

At the Community Board meeting of 3/2/2022 $15,000 from the 2021-22 Placemaking Fund was allocated to developing these ideas into initial concept drawings that could be used for further collaboration to reach consensus on a general design.

In preparation for procuring the relevant services a site visit identified a few issues that could be included in the scope to consider solutions within the context of placemaking. These include considering pedestrianisation or shared lanes on the roadway, root protection for the Morton Bay Fig tree, improved alfresco dining amenity, rubbish management on The Strand end of the wharf, parking, and road marking.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

A supplier has been identified to provide the first phase of work (referred to as the Concept or “imagine” phase). Deliverables will include materials that can be used for further community collaboration and one-to-one discussions with the businesses and visitor destinations along The Strand. We expect this work to cost $15,000. Funding has been allocated from the Board’s Placemaking Fund.

Once all parties agree the generally aspired look and feel we will need to move into the Design phase to develop the ideas that matter to the community collectively and translate them into a design and project plan. From here the Board can confidently propose that the project be funded in the 2024-34 Long Term Plan.

We expect the Design phase to consume most, if not all, of the remaining $85,000 in this year’s Placemaking Fund. This an estimate that we will be better able to confirm once the concept phase has completed. Should there be any funding left over the Board can pass a further resolution to commit it elsewhere.

Should the Board pass a resolution today to commit the funds for this purpose the Finance team will accrue the funds into the new financial year.

If the Board does not wish to commit these funds placemaking aspirations in Russell will remain in concept only until such time as funding is allocated to further work.

The Finance team can only accrue the remaining funding if it is a result of a Board resolution. If a resolution is not passed the $85,000 will not be available after 30 June 2022.

Take Tūtohunga / Reason for the recommendation

The Russell community have initiated some placemaking along The Strand. The $15,000 allocated from Placemaking to do concept drawings is not sufficient to take the concepts into the Design phase. The recommendation in this report is to commit further funding to enable placemaking for Russell to be properly planned.

The end of the financial year is 30 June 2022. The Board’s Placemaking Fund has $85,000 unallocated. A decision to commit the funding is required at this last meeting of the Board before the end of the financial year.

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

The Placemaking Fund for the Bay of Islands-Whangaroa Community Board has $85,000 uncommitted.

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	Not significant at this stage.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Placemaking contributes to community wellbeing.
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.	Most of the amenities considered in placemaking are of interest to and within the delegated authority of the Board.
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.	Kororareka/Russell is a historic place, and any placemaking is of interest to iwi, hapu and whanau, all of whom are consulted as a part of this project.
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).	Various businesses on the waterfront will be affected, as will visitor destinations. Iwi, hapu, whanau, the aged and disabled, youth, will all have an interest in the matter, hence the placemaking programme is community driven and collaborative.
State the financial implications and where budgetary provisions have been made to support this decision.	Sufficient funding is available in the Board’s placemaking fund to cover the recommendation.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

7.6 Project Funding Reports

File Number: A3715929

Author: Kathryn Trewin, Funding Advisor

Authoriser: Sheryl Gavin, Manager - Corporate Planning & Community Development

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 report received from:

a) Bay of Islands Community Centre Association

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. Bay of Islands Community Centre Association - A3715781 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district-wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

8 Information Reports

8.1 Update on Kerikeri/Waipapa Spatial Plan

File Number: A3658714

Author: Roger Ackers, Manager - Strategy Development

Authoriser: Darren Edwards, General Manager - Strategic Planning and Policy

TAKE PŪRONGO / Purpose of the Report

To provide an update to the Community Board on the Kerikeri/Waipapa Spatial Plan.

WHAKARĀPOPOTO MATUA / Executive SummarY

This report provides an update on the activity and progress on the Kerikeri/Waipapa Structure Plan Review. The review of the Kerikeri/Waipapa Structure Plan, now called the Kerikeri/Waipapa Spatial Plan follows the requirements of a Future Development Strategy as per Subpart 4 of the National Policy Statement on Urban Development 2020.

TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Update on Kerikeri/Waipapa Spatial Plan.

tĀHUHU KŌRERO / Background

Staff initiated a project to review the 2007 Kerikeri/Waipapa Structure Plan as an outcome of the Far North 2100 workshop on 10 August 2021 with elected members and community board chairs.

After consideration of the engagement requirements of section 3.15 of National Policy Statement and completing a rescoping exercise because of this review staff reported back to the Strategy and Policy Committee on 22 March 2022 with revised project scope.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

As part of a continual engagement approach to the development of the Kerikeri/Waipapa Spatial Plan Staff lead a series of internal and then external hui and workshops with partners and stakeholders in February and March 2022. A key outcome of these initial engagements is the forming of a hapū governance group.

On 4 May 2022 Staff lead a workshop with elected members and Bay of Islands/Whangaroa Community Board Members on the following topics;

• Difference between Area/Spatial Plans and Precinct/Masterplans

• The Engagement Activities to date and what we have heard

• Project Governance

• A visioning exercise

• Constraint mapping

Following an evidence based approach to Spatial Planning and following the advice, direction and working alongside key government agencies (Waka Kotahi, Ministry of Housing and Urban Development and Kainga Ora as three examples) staff are working towards a Foundation Document to take to the Strategy and Policy Committee on 6 September 2022 for approval to take out for public consultation. Key pieces of evidence to inform the Foundation Document are;

• A population projection. This will be reported to the 14 June 2022 Strategy and Policy and will be published to the Council’s website

• A Development Feasibility Study. This report will test the market sentiment and uptake for potential development that will be enabled by the draft District Plan. This includes the rezoning of land and light and heavy industrial under District Plan

• A current state functionality assessment. This report will measure where the Kerikeri/Waipapa urban area is under policy one of National Policy Statement Urban Development - planning decisions contribute to well-functioning urban environments, the Regional Policy Statement and the New Zealand Urban Design Protocol for which the Far North District Council is a signatory to.

Following public consultation on the Foundation Document and taking onboard the feedback staff will work towards statutory consultation on a draft Spatial Plan for Kerikeri/Waipapa in May 2023 in alignment with the requirements for a Future Development Strategy under the National Statement Urban Development.

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

There are no financial implications or budgetary provisions that result from the Community Board receiving this report.

Āpitihanga / Attachments

Nil

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

8.2 Cherry Park House Update

File Number: A3673964

Author: Darren James, Asset Manager - District Facilities

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

TAKE PŪRONGO / Purpose of the Report

To provide an update on the Cherry Park House facility, initial investigations and provide concepts for further discussion and consideration following commitment from Request for Service (RFS) response 4089926.

WHAKARĀPOPOTO MATUA / Executive SummarY

· Cherry Park House (CPH) is an ex-residential property that has evolved into a centre for 22 community groups, with 480 members undertaking various activities.

· Reclassify the Facility from Community Centre to Community Hall and add to schedule in Community Halls Policy 2016. As a hall CPH will be managed as defined in the Community Halls Policy.

· Currently the facility does not require a Building Warrant of Fitness (BWOF).

· Unbudgeted funds required to provide safe egress from the lower floor in event of a fire.

· Building not suitable for all activities being undertaken within it.

· Concepts provided for consideration are dependent on wider Kerikeri and Waipapa Spatial Plan and Boat Ramp Study implementation plan.

TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Cherry Park House Update.

tĀHUHU KŌRERO / Background

Cherry Park House is an ex-residential property which came into the Council Portfolio of properties in 1983. CPH has a floor area of approximately 280m2 (Floor plan at Appendix A) which is now being used by numerous community groups primarily centred around the Arts and includes the Kerikeri Croquet Club. It supports 23 user groups, with the combined membership of approximately 480 members age ranging from school children to pensioners, along with ad hoc bookings from other organisations.

In response to Request for Service (RFS) 4089926 (Appendix B), Council Staff committed to undertaking an assessment of the building to determine its current condition and suitability for the primary centre of Arts and Croquet for Kerikeri Community groups. This information report gives an update on progress of that assessment and offers early visibility of options being considered by Staff. It is important to note that renewal funding for Cherry Park House is in Financial Year 2024/25.

A member of the Building Compliance Team undertook an inspection of the property on 15 February 22 with the CPH Chair. The Building Compliance team confirmed there was no requirement for the building to hold a Building Warrant of Fitness (BWOF) though did recommend installing an approved fire escape to the basement level and install emergency strip lighting to mark stair evacuation route. The conclusion from the Building Compliance Team regarding the facility not requiring a BWOF was down to the building not having a schedule for specified systems^{^[1]}. CPH is a residential building and therefore does not currently trigger a requirement to hold a schedule of specific systems and subsequent monitoring regime through the BWOF.

There are 22 community groups that routinely use CPH and therefore no one entity to enter a lease arrangement with. With this number of groups the facility is open and available to the public and as such, falls into the definition of a hall under the current Community Halls Policy (Policy) adopted in 2016. For clarity, a community centre usually is associated with one community group who has sole occupation over the facility and enters a lease with FNDC. No lease is currently in effect.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

CPH is no longer being used as a residential dwelling though it is occupying Reserve land. The proposed inclusion of the fire escape along with the existing sprinkler system does invoke the requirement to undertake a BWOF as these items are within the definition of systems requiring a compliance schedule. Additionally, it is proposed that as a public building, FNDC has the responsibility under the Building Act 2004, Local Government Act 2002 and Health and Safety at Work Act 2015 to ensure safe facilities and environments for the public to enjoy.

It is proposed that CPH be administered as a Community Hall with the relevant Policy updates to reflect that. With so many groups utilising this property there is no one group to enter into a lease with and therefore classification as a community centre is not possible. For clarity, a community centre usually is associated with one community group who has sole occupation over the facility and enters a lease with FNDC.

Building Suitability

The building was a residential property which came into Council ownership and subsequently evolved into a community facility. Today the facility offers 22 groups a hub for their activities but does not necessarily meet the groups requirements. A survey was conducted by the CPH Chair of the 22 groups requesting the requirements each group felt they needed to undertake their activities. Detailed analysis of these requirements still needs to be undertaken but initial indications are revealing insufficient space and layout to undertake proposed activities.

Case Study

The Pottery group (total membership 40) meet most frequently (up to 4x per week) and can have up to 15 members on site. The group requires a large space to house and safely operate equipment associated with pottery including sperate areas for processes and kiln firing. The current floor space occupied by the pottery group is around 55m2 on the lower floor of the building, comprising of a Kiln Room and Workshop room. To accommodate their requirements there is a conservative estimate of 117m2 for a similar layout as in Figure 1, excluding the gallery area and toilet:

Figure 1: Indicative Pottery room layout

The Kiln room is unventilated and protected by a sprinkler system of unknown serviceability. When in operation the fumes released from firing pottery are not extracted by external exhaust, the uncontrolled fumes permeate through the remainder of the facility. The only access and egress to the lower floor area is via a stairwell, in event of a fire the group have established an ad-hoc escape through a lower floor window opening. The current configuration for the pottery group is unsafe and engineering control measures for processes are not adequately implemented.

The remainder of the groups all have individual requirements, and these will be further analysed, aligned with Industry standards to fully understand and develop the requirement set.

Considerations

A number of ideas are being considered by staff and it is recommended that future definition of these concepts is conducted during a workshop session and this subject then becomes business as usual.

1. Establish the recommendations from the Building Compliance team with the introduction of a fire escape in the lower floor area and egress lighting to the stairwell. Delivered through unbudgeted funds. The facility will remain in its current configuration and status quo remain.

Issue with this approach is it does not address all potential issues with the engineering control measures associated with the activities undertaken in the facility. Mitigations for this activity may involve ceasing certain activities within the facility that are deemed unsafe or control practices.

2. Find suitable alternative facilities for the groups, fragmenting the hub of arts into facilities that can furnish their requirement and suited to the processes involved.

Issue with this approach is Council may not have sufficient facilities to enable groups to undertake their activities and we may introduce hazards to the identified alternative facility. This also fragments the community arts group to disparate locations.

3. Demolish CPH and establish a suitable facility onsite to meet the needs of the current user groups and prospective future user community. The facility would meet current standards and be co-designed with the user community and Council to deliver compliant and useable space.

Issue with this approach is it is costly, and no budget has been identified to undertake the feasibility or delivery of a new facility. Additionally, the user groups would need to find alternative facilities during the delivery of a new facility to undertake meetings and storage of equipment.

4. Establish new site and new facility to meet requirements of user group community. The new facility would meet current standards and be co designed with user community.

Issue with this approach is like concept 3 is costly and requires new site. The concept would still look to undertake demolition of CPH if no further use for the building be established. It also assumes there is a suitable site already within the Council Land ownership portfolio.

This also looks to develop the reserve at Waipapa Landing and introduce alternative amenities such as a playground, boat trailer parking and better linkages to Charlies Rock Track. These ideas will be dependent on the outcomes from the Kerikeri and Waipapa spatial plan and Boat Ramp study implantation plan.

Conclusion

There is an immediate requirement to address the fire escape requirement for the lower floor area through unbudgeted funds now.

Further analysis and effort are required to determine concept cost outcomes and further engagement with the community required to establish final requirement set or determine alternatives.

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

Full budgetary implications on proposed concepts are yet to be established and ratified. There is a requirement for unbudgeted funds to meet the Level of Service requirement for the introduction and establishment of a fire escape to the lower floor, the estimate for undertaking this activity is expected not to exceed $8k. Budget could be provisioned within Annual Plan FY24 to prevent need for unbudgeted expenditure, however this delay is likely to be untenable as current egress in event of a fire from lower floor area is via stairwell or window. The request for funds will be made once the plan and costing are finalised.

Āpitihanga / Attachments

1. Cherry Park House Plan - A3673986 ⇩

2. 20220113-Cherry Park House RFS4089926 - A3673988 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

8.3 Bay of Islands Sports Complex Project Update

File Number: A3694091

Author: Tanya Heath, Project Administrator

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

TAKE PŪRONGO / Purpose of the Report

This is to provide the Community Board an update on the Bay of Island Sports Complex and provide background on the name Te Puāwaitanga.

WHAKARĀPOPOTO MATUA / Executive SummarY

· SH10 works/entrance are complete.

· The resource consent application is currently underway. A council hearing is scheduled for 17th May.

· The name ‘Te Puāwaitanga’ has been adopted for the sports complex through a workshop held between Ngāti Rehia and the Working Group.

· Stage 1 construction is expected to commence early 1st quarter of the 22/23 FY. Completion Mid 2023.

· The budget is currently forecast with $8.758 Million coming from the LTP and $2 Million funding from MBIE as part of the Shovel Ready Infrastructure Reference Group (IRG) funding.

· Further planned Stages are subject to additional LTP funding.

TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands Sports Complex Project Update.

tĀHUHU KŌRERO / Background

There is an ongoing need for Far North District Council (FNDC) to address the shortage of sports fields in the Kerikeri area. This issue dates to 2012 when FNDC undertook a football field capacity study. This study indicated that more fields were required to accommodate the needs of the local community. From this study it was recommended to acquire a 10ha site to develop a multi sports hub.

In July 2019, a Field Needs Assessment report was done by Global Leisure Group Limited. The report confirmed that demand for fields had already outstripped the capacity of existing grounds and recommended at least 10 hectares of new fields be developed.

In May 2020, FNDC purchased a 46.77-hectare site on State Highway 10 in Waipapa to develop the Bay of Islands Sports Hub. This followed a multi-Criteria Analysis conducted with FNDC staff and elected members.

Far North District Council (FNDC) received $2 million funding contribution from Crown Infrastructure Partners, Infrastructure Reserve Fund, to go towards the Bay of Islands Sports Hub. This is in addition to existing FNDC Long-Term Plan (LTP) budget allocations. A working group was formed to determine the brief for the site.

The future development envisages a Sports Hub that caters for football, rugby league, cricket, gymnastics, hockey, croquet, softball, and dog training facilities. A building concept provides for competitive gymnastics, clubrooms and changing facilities, as well as parking for coaches and visitors, two entrances from State Highway 10 and servicing infrastructure.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Bay of Island Sports Hub Working Group was established in October 2020. This group includes representatives from FNDC elected members, staff, iwi, sporting codes and consultants, and have met regularly to consider the brief for the future concept plan for the development. During this time, the project team have also engaged with neighbours and interested stakeholders on the future for the site.

In December 2021, a special workshop, facilitated by Ngāti Rehia, was held with the working group to develop a name that would help carry the role that the complex has across the different sporting codes and how it will serve the community. Out of this workshop the name Te Puāwaitanga was formed. The name represents, ‘A home of belonging, play and growth’.

The resource consent applications were submitted in November 2021, and a council hearing is scheduled for Tuesday 17th May. Five submissions have been received, two in support - one from a neighbour and one from NZTA, and three opposing - two from neighbours and one from the public. This low response represents the commitment to consultation that the project team has undertaken with the community throughout the design of Te Puāwaitanga.

The project is programmed to be delivered in multiple stages.

Entrance: The SH10 works were completed in December 2021 with access now provided to the site for the development and future parking.

Stage 1: Following the approval of the Resource Consent (expected outcome around time of this update being issued), construction is planned to commence early 1st quarter of the 22/23 FY with stage 1 to be completed Mid 2023. Completion of Stage 1 will see 4 sports pitches, changing rooms, stormwater and wastewater treatment, and part of the carparking. Futureproofing and contingencies to support the larger buildings and additional fields for future stages have been included in the detailed civil designs for Stage 1.

Stage 2: Future Stages are still dependent on LTP funding, with additional fields, a large permanent building to house clubrooms, changing and training facilities and additional carparking to support the increased use.

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

Te Puāwaitanga is currently funded with $8.758 Million coming from the LTP and $2 Million funding from MBIE as part of the Shovel Ready Infrastructure Reference Group (IRG) funding.

	Actual Spend 2020-21	Forecast Budget 2021-22	Budget 2022-23 (incl reforecast amounts)	Total Project Budget
Summary Waipapa Sports Hub	$ 601,372	$1,660,630	$ 8,496,628	$10,758,630

Entrance:

The SH10 works have been completed under the current FNDC Annual Plan (budget of $1 mil) allowances for this year.

Stage 1:

The IRG Funding - Construction of 4 fields, a carpark, a small changing room/toilet, and related civils works necessary.

We know that the current funding will not be enough to fully realise all the above. The scope of Stage 1 will be broken up further (i.e effectively carpark establishment, (less asphalt), erosion and sediment control and stormwater infrastructure to start off with). FNDC will look at contributing funding from their LTP to top up completion of Stage 1.

Stage 2:

Future phase to complete the remainder of the development as per the concept layout done by 106 Architects will be done in future phases as other external funding becomes available.

Graphical user interface, application

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Āpitihanga / Attachments

1. Copy of Presentation Around Bay of Islands Complex Naming Workshop - A3704674 ⇩

Bay of Islands-Whangaroa Community Board Meeting Agenda

2 June 2022

8.5 2022 Kerikeri Redwoods Update

File Number: A3711840

Author: Nina Gobie, Team Leader - Facilities Operations

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

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to present the latest tree report by Complete Tree Care who felled six Redwood trees on 2 and 3 May 2022 along Hawkings Crescent, Kerikeri.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The Kerikeri Redwoods are a significant feature in Kerikeri. There are 108 trees located on Wendywood Lane and prior to this work, 132 trees on Hawkings Crescent, Kerikeri.

· The 2021 Arborist report identified that Council could carry out an inspection of the trees every 2 years.

· As a result of this report, the Kerikeri Retirement Village raised concerns about the level of assessment and frequency of inspection.

· A decision was made to not carry out a Level 3 assessment but instead to fell six redwoods located on Hawkings Crescent, Kerikeri.

· The trees chosen had shown signs of previous damage, were sheltered, along the edge of the property and were of varying sizes.

· The six chosen trees were felled by Complete Tree Care Ltd on 2 and 3 May 2022.

TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board

(a) receive the report 2022 Kerikeri Redwoods Update; and

(b) note that an annual inspection will continue to be undertaken to assess the health and condition of the trees

tĀHUHU KŌRERO / Background

The discussion concerning the stand of Redwood trees in Hawkings Crescent, Kerikeri has continued for a significant period of time. As a result, Council has continued to arrange for an annual Arborist report concerning the condition and remediation work required.

There continues to be concern should damage to property or life occur as a result of any of these trees falling.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

In April 2022, Complete Tree Care Ltd was engaged to randomly select and fell six Redwood trees.

The report is attached.

It was found that all of the decay was found in the heart wood of the trees.

Sap wood did not show signs of fungi or fruit bodies and that the decay did not smell, pointing to the trees natural defence was in place working to resist any fungal infection.

The tree mostly affected (number 26) showed large pockets of decay but did not show any externals signs of stress and visually looked healthy.

Smaller pockets of decay were found in two of the trees, but they also showed great sap wood and no signs of root decay in the stumps.

There are three options that can be considered:

Option 1 – Annual sectional fell of randomly selected trees

Annually, select an agreed number of trees and fell as a means of checking their condition.

Option 2 – Carry out a Level 3 assessment

Annually, select an agreed number of trees and carry out an advanced inspection that would include an aerial inspection, an audible decay test and where necessary a Picus tomography assessment that involves using sound waves to create a 3D image of the tree stem that should indicate wood quality. Air-spading could also be carried out to show the rootzone health and strength.

Option 3 – Remove the trees

As per previous advice provided to Council from legal and insurance experts is that Council take the necessary steps to mitigate any risk by felling the trees.

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

It would depend on the action agreed.

Option 1 – Annual sectional fell of randomly selected trees

The cost to fell a tree is approximately $1500 - $2000 per tree.

Option 2 – Carry out a Level 3 assessment

The cost of this is approximately $5000 - $7500.

Option 3 – Remove the trees

To remove all of the Redwoods The estimated cost of this would be in the vicinity of $350,000 for both the Hawkings and Wendywood Crescent stands.

Āpitihanga / Attachments

1. Redwood Tree Report - Hawkings Crescent by CompleteTree Care May 2022 - A3713185 ⇩