Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 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 Meeting Agenda

1 September 2022

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A3538449

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 4 August 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. 2022-08-04 Bay of Islands-Whangaroa Community Board Minutes [A3820126] - A3820126 ⇩

Te Hōtaka Take Ōkawa / Compliance schedule:

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

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

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

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

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

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

He Take Ōkawa / Compliance requirement	Te Aromatawai Kaimahi / Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the minutes to be confirmed as a true and correct record, any interest that affect other people should be considered as art of the individuals report.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications requiring input from the Chief Financial Officer.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

7.2 Bay of Islands Whangaroa Community Board Strategic Plan 2022-2025

File Number: A3845732

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

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

Take Pūrongo / Purpose of the Report

To present the Bay of Islands-Whangaroa Community Board with the Strategic Plan for adoption.

WhakarĀpopoto matua / Executive Summary

· The Bay of Islands-Whangaroa Community Board has developed a strategic plan.

· The plan captures Board and community aspirations.

· Plan content has been socialised with the community.

· The plan is a single source of truth and will be used to feed projects into Council’s Long-Term and Annual Planning processes, as well as assisting the Board in their own decision-making and grant allocation.

· The incoming BOIWCB will adopt this plan again in the new triennium to support them in their role.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) Adopt this strategic plan, and that,

i) this plan be presented for adoption by the new Bay of Islands-Whangaroa Community Board at its first meeting of the new triennium.

1) TĀhuhu kŌrero / Background

The Bay of Islands-Whangaroa Community Board have worked with staff to update their strategic plan. This work was completed via 3 online workshops and follow-up email/phone communications.

The plan provides a decision-making guide, as Board discussions/resolutions can be checked against the strategic objectives identified in the plan.

The document also includes community aspirations. These projects have been represented spatially, in a conscious shift away from asset-based place planning to place-based planning.

It is the Board’s intention that this plan be shared and adopted as a foundation document by the incoming Bay of Islands-Whangaroa Board at the end of this triennium. The data collected and insights shared will assist the new Board to begin their term well informed.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

While there is no legal requirement for a Community Board to have a strategic plan, there is immense value in any group or organisation taking the time to develop a strategic direction. Clearly articulating a vision allows the Board to be much more deliberate in its actions to achieving the vision. This focussed effort will help to effect long-term positive change in the Bay of Islands-Whangaroa Ward.

To “truth” the content of the plan and engage the wider community, the community maps were publicly shared on the Community Board webpage, hard copies were supplied to Far North libraries as well as being socialised with constituents by Community Board members from 8th-19th August 2022 (2 weeks). Staff also posted on the Bay of Islands-Whangaroa Community Board facebook page, linking to the website and encouraging people to view the maps and engage with their elected representatives with their feedback.

On adoption of this plan, staff will start work on developing businesses cases to help progress qualifying projects through the Long-Term/Annual Planning cycles.

Options

Option One: Do not adopt the Bay of Islands-Whangaroa Strategic Plan

Option Two: Do adopt the Bay of Islands-Whangaroa Strategic Plan

Take Tūtohunga / Reason for the recommendation

The primary purpose of this document is to present the aspirations of the communities in the Bay of Islands-Whangaroa ward. These have been collected via direct feedback to Community Board members or via Community Plans.

A secondary aim is to provide a foundation document to guide the incoming Bay of Islands-Whangaroa Board. With elections, representation may change but community aspirations endure long past an election cycle. It is hoped that this document can assist the new board by learning from experience, save on time gathering information and therefore speed up the delivery of these projects.

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

There are no immediate financial implications. Projects in the plan will be seeking funding via Council’s Long-Term/Annual Planning process, Community Board grant funding or other mechanisms.

Āpitihanga / Attachments

1. Bay of Islands_Whangaroa Strategic Plan FINAL August 2022 - A3863230 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low significance
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Connects to the following community outcomes; Proud vibrant communities Communities that are healthy, safe, connected and sustainable
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.	Ward relevance, not District wide
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.	Board members have considered implications for Māori in their plan and added principles that acknowledge and support better decision making in this space.
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).	All communities within the BOIW ward. The maps have been socialised with the wider community for feedback, and as this is a living document it will be updated regularly, so there is always an opportunity to contribute.
State the financial implications and where budgetary provisions have been made to support this decision.	No immediate financial implications.
Chief Financial Officer review.	CFO has reviewed.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

7.3 Paihia Heritage Trail Proposal

File Number: A3814220

Author: Ross Baker, Parks and Reserves Planner

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

Take Pūrongo / Purpose of the Report

This report recommends that the Bay of Islands - Whangaroa Community Board approve in principle the Paihia Heritage Trail project, subject to a number of conditions.

WhakarĀpopoto matua / Executive Summary

· The Paihia Historic Legacy Society Incorporated (the Society) has secured circa $600,000 of funding from the Lotteries Board to roll out a heritage trail at Paihia involving a combination of fixed signage and augmented reality technology, located primarily along Te Karuwha Parade and Marsden Road (State Highway 11).

· Most of the signs will be about 0.26m wide at the base and 1.3m high.

· The Society is seeking formal landowner approval for the physical signs to occupy footpath, road berm and reserve land in the locations more specifically identified later in this report. Funding cannot be released to the Society until the various landowner approvals have been secured.

· It is proposed that the signs be installed by January 2023.

· This report seeks the Bay of Islands – Whangaroa Community Board approval in principle to the project, subject upon a number of conditions first being satisfied.

tŪtohunga / Recommendation

That the Bay of Islands – Whangaroa Community Board approves the Paihia Historic Legacy Society Incorporated Paihia Heritage Trail project as outlined in this report, subject upon the following conditions first being satisfied, that:

a) The Far North District Council Disability Action Group approves the location of the structures.

b) The Northern Transport Alliance and Waka Kotahi NZ Transport Agency approve the location of the structures and confirms that potential associated walking tours will not impede pedestrian, cycle, and disability access.

c) Far North Holdings Limited approves the installation of the signage on its land.

d) The Paihia Historic Legacy Society Incorporated will enter an agreement with the Council that addresses obligations for it, at its costs to maintain the signage structures located on the Council’s land into the future, including provision of a long-term maintenance plan.

e) Heritage New Zealand Pouhere Taonga and local hapu approve the signage interpretation messaging as being both factually correct and appropriate.

f) The structures near the Historic Reserve of the Williams House & Stone Shed do not impact on the heritage of those structures, as described in the Salmond Report.

g) Heritage New Zealand Pouhere Taonga review the location of the signs and confirm whether any archaeology may be at risk and if so that appropriate processes be implemented to avoid such archaeology.

h) All necessary regulatory consents (if any) be obtained.

1) TĀhuhu kŌrero / Background

The Paihia Historic Legacy Society Incorporated has approached Council seeking landowner approval to roll out a heritage trail at Paihia that will involve a number of fixed signs and augmented reality technology structures, located primarily along Te Karuwha Parade and Marsden Road (State Highway 11). These signage structures are proposed to be located on a mix of local road and state highway footpaths, berms and fencing structures, plus on reserve structures as more specifically identifies later in this report.

This report addresses the landowner approval request.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Proposal

The Paihia Historic Legacy Society Incorporated has obtained approximately $600,000 of funding from the Lotteries Board to establish a heritage trail in Paihia (the Trail), primarily along the route of Te Karuwha Parade and Marsden Road (State Highway 11).

The Trail will entail installation of sign structures, being approximately 0.26m wide at the base and 1.3m high. Each of those signs would activate (through a QR code) a video set of graphics and in some cases some text based information explaining the history of what took place at the specific site in earlier times, extending back as far as 1,000 years in terms of Māori history, but back to 1823 for more recent colonial and postcolonial history.

The installation of the Trail is proposed to be completed by January 2023, to coincide with the 200-year anniversary of the establishment of the CMS Mission in Paihia by Henry Williams. The lead for the Society is a descendent of Henry Williams.

Signage Locations and Design

The proposed locations for the signage are outlined in the maps and montages shown at Attachment 1.

The proposed designs for the signs are shown in Attachment 2.

Land Ownership

The signs locations comprise a mix of underlying land status and ownership, with reference to Attachment 1 location maps, as briefly summarised as follows:

Far North District Council / Northern Transport Alliance:

· Te Karuwha Parade

· Te Tii Marae

· Tou Rangatira

· Williams House & Stone Shed

· Paihia School – either NTA or school (Ministry of Education).

Far North District Council – Reserve:

· Village Green

· Manukaihuia Hill

· Maiki Hill Bottom Sign – possibly on State Highway 11, depending on the exact location

· Maiki Hill Top Sign

Waka Kotahi NZ Transport Agency – State Highway 11/ Marsden Road:

· Horotutu Beach

· Joyce Boatshed (possibly also known as Hellaby’s Boat Shed)

· Joyce Boatshed Optional Extra

· St Pauls Church

· Mission Village

· Herald Launch Site

Far North Holdings Limited:

· Paihia Map

· Paihia Map Optional Extra

· I Site Optional Extra

Land Ownership Approvals

The Society has advised that it must obtain the landowner approvals before the Lotteries Board will release half of the allocated funding for the project.

The Society has been informed that it will need to separately approach the Northern Transport Alliance, Waka Kotahi NZ Transport Agency and also Far North Holdings Limited to secure their approvals which we understand is currently happening.

The Community Board’s conditional approval in principle is sought for the Trail project as a concept for Paihia as a whole and also as it applies to sites listed above under Council ownership.

Suggested Conditions of Approval

The conditions precedent suggested that should be linked to the Community Board approval in principle are as set out below:

a) The Far North District Council Disability Action Group approves the location of the structures.

c) Far North Holdings Limited approves the installation of the signage on its land.

d) The Paihia Historic Legacy Society Incorporated will enter an agreement with the Council that addresses obligations for it at its costs to maintain the signage structures located on the Council’s land into the future, including provision of a long-term maintenance plan.

e) Heritage New Zealand Pouhere Taonga and local hapu approve the signage interpretation messaging as being both factually correct and appropriate.

f) The structures near the Historic Reserve of the Williams House & Stone Shed do not impact on the heritage of those structures, as described in the Salmond Report.

h) All necessary regulatory consents (if any) be obtained.

Other Consultation

The Society has been closely working with Focus Paihia and Mana Whenua on this project. Furthermore, Heritage New Zealand Pouhere Taonga supported the Society’s funding application, but have not yet reviewed the content of the signage interpretation.

The Community Board resolving to support the project in principle, subject to the above noted conditions precedent will empower the Society to then advance the project under a clear directive. This is particularly relevant given the timing of the upcoming Triannual elections.

This conditional approval in principle process is supported by the Northern Transport Alliance.

Take Tūtohunga / Reason for the recommendation

Paihia has a rich history spanning over 1,000 years, from early Maori and later European arrival to current times. The Trail project proposes to provide interpretative signage in various locations from Waitangi to the end of the Marsden Road, Paihia foreshore to coincide with the 200-year anniversary of the establishment of the CMS Paihia Mission by Henry Williams.

The educational signage will convey the cultural and physical importance of Paihia in New Zealand Aotearoa’s history. Tourism benefits may also result from the Trail.

It is for the above reasons that it is recommended that the Bay of Islands-Whangaroa Community Board approves in principle the Paihia Historic Legacy Society Incorporated Paihia Heritage Trail project, subject to the conditions as outlined in the report Recommendation section being satisfied.

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

The costs of implementing and maintaining the Trail will be met by the Society.

Āpitihanga / Attachments

1. Sign Locations Maps - A3822649 ⇩

2. Proposed Design of Signs - A3822650 ⇩

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	In line with the Significance and Engagement Policy the recommendation to conditionally approve the Trail project will have little effect on financial thresholds, ratepayers, specific demographics, or levels of service. We acknowledge that there is a high level of interest in the topic of street and reserve infrastructure, however the recommendation of this report refers to minor structures and is conditional upon interested party approvals being secured, including from local hapu and Heritage New Zealand Pouhere Taonga. Therefore, the level of significance is low, and Council is not obliged to publicly consult.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Local Government Acts 1974 and 2002, Reserves Act 1977, Resource Management Act 1991, Regional Land Transport Plan, Operative and Proposed District Plans, Parks and Reserves Policy apply to the decision recommended in this report.
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 decision does not have District wide relevance. The Community Board has delegated authority for civic amenities as they relate to reserves, footpaths/cycle ways and walkways, but excludes the roading network.
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.	The Paihia Historic Legacy Society Incorporated advise that it has engaged and is working closely with local hapu on this project and that this is mana whenua lead. The recommendation is conditional upon local hapu approving the signage interpretation messaging as being both factually correct and appropriate. The cultural significance of the messaging and the location of the proposed signs needs to be approved by local iwi.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The following affected or interested people or parties are likely to be affected by this proposal: · Far North District Council Disability Action Group. · Northland Transport Alliance. · Waka Kotahi NZ Transport Agency. · Local hapu. · Heritage New Zealand Pouhere Taonga. The recommendation is conditional upon the Society obtaining approvals from the above people or parties prior to the Trail installation occurring.
State the financial implications and where budgetary provisions have been made to support this decision.	The cost of implementing and maintaining the Heritage Trail is to be met by funding secured by the Paihia Historic Legacy Society Incorporated.
Chief Financial Officer review.	This report has not been reviewed by the Chief Financial Officer.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

7.4 Alfresco Dining Applications

File Number: A3830556

Author: Rochelle Deane, Manager - Environmental Services

Authoriser: Dean Myburgh, General Manager - District Services

Take Pūrongo / Purpose of the Report

To allow the Bay of Islands-Whangaroa Community Board the ability to provide comment on the renewal alfresco dining applications from the Duke of Marlborough and 39 Gillies St Café.

To consider the request from the Duke of Marlborough that the Bay of Islands-Whangaroa Community Board approve the following:

· That the Duke of Marlborough furniture is able to remain in the alfresco dining area on public space at all times and that the furniture must be secured after hours to prevent public sitting on this furniture and consuming alcohol in an alcohol ban area

· That the stage on public land is to remain

· That the Board reconsider their decision regarding the removal of the public seating located on the public land directly outside of the Duke of Marlborough.

WhakarĀpopoto matua / Executive Summary

The Duke of Marlborough and 39 Gillies St Café have paid have renewed their alfresco dining approvals which were due for renewal by 30 June 2022.

The Bay of Islands-Whangaroa Community Board has delegation over activities on reserves and is able to comment on alfresco dining applications.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) Provide comment on the renewal alfresco dining applications from the Duke of Marlborough and 39 Gillies Café;

b) Permit the Duke of Marlborough alfresco dining furniture located on public land to remain in that area at all times, with a requirement that the furniture is secured once trading has ceased for the day to prevent the public from using the furniture after hours (should alfresco dining approval be revoked in the future, the furniture will need to be removed);

c) Agree that the stage located on public land directly opposite the Duke of Marlborough is to remain in place and not be removed;

d) Approve the relocation request of 3 public seats situated in front of the Duke of Marlborough following consultation with the relevant parties.

1) TĀhuhu kŌrero / Background

On the 30 June 2022, Council passed a resolution that delegates authority to Community Boards to comment on alfresco dining applications.

Prior to 30 June 2022, alfresco dining applications were assessed against the “Alfresco Dining Policy 2014”, and only applications that were declined were considered by the relevant Community Board. This Policy was revoked by Council on 30 June 2022.

On 19 May 2022, Council adopted the “Road Use Bylaw 2022”. The purpose of this bylaw is to regulate or control the use of roads and adjoining land by –

(a) vehicles; and

(b) stands, stalls or mobile shops; and

(d) structures, vegetation or other things that may affect road safety or the environment.

Part 4, clause 13 of the “Road Use Bylaw 2022” requires a person to obtain written approval from Council to allow them to occupy any part of a road with structures for providing food or beverage services.

Part 7 of the “Road Use Bylaw 2022” outlines the application, assessment and approval process. In particular, clause 20 outlines the conditions that can be imposed on all approvals granted under Part 7 of the Bylaw.

Alfresco dining approvals expire 30 June each year. Approval holders are required to renew their approval before it expires each year. If an approval holder renews their approval before the approval expires, their approval will continue to have effect until such time a decision is made on the renewal application.

At present there are 19 alfresco dining approval holders. Of these, 13 are held within the Bay of Islands – Whangaroa area.

The following table provides a list of all alfresco dining approval holders:

	Approval Number	Description	Expiry	Ward
1	ALF-96	Burger Fiasko	2023	Bay of Islands-Whangaroa
2	ALF-93	29 THE STRAND LIMITED T/A SEASIDE	2023	Bay of Islands-Whangaroa
3	ALF-92	25 The Strand, Russell T/A Butterfish Limited	2023	Bay of Islands-Whangaroa
4	ALF-83	39 GILLIES CAFE	2022	Bay of Islands-Whangaroa Note: Pending decision on renewal application
5	ALF-65	KERIKERI LUNCHBOX	2023	Bay of Islands-Whangaroa
6	ALF-63	AVO SUSHI	2023	Bay of Islands-Whangaroa
7	ALF-50	SUSHI GALLERY	2023	Bay of Islands-Whangaroa
8	ALF-49	DUKE OF MARLBOROUGH BUSINESS LIMITED	2022	Bay of Islands-Whangaroa Note: Pending decision on renewal application
9	ALF-48	CC'S CAFE CINEMA	2023	Bay of Islands-Whangaroa
10	ALF-39	THE GABLES RESTAURANT	2023	Bay of Islands-Whangaroa
11	ALF-37	JIMMY JACKS RIB SHACK	2023	Bay of Islands-Whangaroa
12	ALF-3	FISHBONE CAFE	2023	Bay of Islands-Whangaroa
13	ALF-98	Letz Café	2023	Bay of Islands-Whangaroa
14	ALF-88	Kaikohe Bakehouse Cafe	2023	Kaikohe-Hokianga
15	ALF-99	A New Era Cafe	2023	Kaikohe-Hokianga
16	ALF-97	Awanui Hotel	2023	Te Hiku
17	ALF-68	Mussel Rock Cafe and Bar	2023	Te Hiku
18	ALF-6	WATERFRONT CAFE & BAR	2023	Te Hiku
19	ALF-85	Beach Box Coffee and Gelato	2023	Te Hiku

11 alfresco dining approvals in the Bay of Islands–Whangaroa area were renewed and issued before 30 June 2022. These approvals met the conditions of the revoked “Alfresco Dining Policy 2014” and the Northland Transportation Alliance (NTA) had no objection to these renewal applications, so the approvals were renewed and issued without the need for the Community Board approval.

Duke of Marlborough

On 5 August 2021, the Bay of Islands–Whangaroa Community Board passed the following resolution in relation to the Duke of Marlborough:

The Duke of Marlborough renewed their alfresco dining approval on 20 June 2022.

As the Duke of Marlborough renewed their approval before the approval expired on 30 June 2022, their approval will continue to have effect until such time a decision is made on the renewal application.

The Duke of Marlborough currently occupies an area of public land which measures 44m x 3m. Within this area is three public seats and a stage. A copy of the approval which expired 30 June 2022 can be found at Attachment A.

The Duke of Marlborough has requested the following in relation to their alfresco dining renewal application:

· The Duke of Marlborough furniture remains in the alfresco dining area on public land at all times but that the furniture is secured after hours to prevent public sitting on this furniture and consuming alcohol in an alcohol ban area

· The stage within the alfresco dining area on public land is allowed to remain

· The Board reconsider their decision around the removal of the public seating located on the public land directly outside of the Duke of Marlborough.

The alfresco dining area located on public land is also licensed under the alcohol ON licence held by the Duke of Marlborough. Alcohol and food can be served in this area on Monday – Sunday from 8am – 10pm. A copy of the ON licence held by the Duke of Marlborough can be found at Attachment B. Council does not have a local alcohol policy, nor is it required to have one.

However, Council does have in place an Alcohol Control Bylaw 2018, adopted by Council on 13^th December 2018 and commenced 19^th December 2018. The consumption of alcohol is prohibited along The Strand, however the bylaw states that Alcohol control areas do not apply to licensed premises, These include situations where a special license has been issued for a specific event. Licensed premises can include areas of public places such as footpaths.

In respect of the renewal application from the Duke of Marlborough the NTA expressed the following concerns:

· Consideration is given to the placement of the dining furniture away from the public seats to prevent “overcrowding” in this area as NTA have advised that there have been some instances where it has been congested in this area with people using the alfresco dining area and public wanting to sit on one of the public seats or take a photo of the beach

· Trip hazard in regard to the cord crossing for the stage

· The area between the bollards and the benches is meant to be the pedestrian walkway at this location, Currently pedestrians often use the roadway however this has not been designated a shared space zone

In discussion with the Duke of Marlborough on 8 August 2022, Duke of Marlborough confirmed that the cover over the cord leading to the stage on public land is to act as a speed hump to slow traffic. If this was removed it would lead to the possible risk of a pedestrian being hit by a vehicle. The Duke of Marlborough would like the area developed in to a shared zone or the speed limit reviewed.

Placemaking discussions will be facilitated by the Strategic Planning and Policy team and these are expected to commence in early to mid-2023.

In respect of the renewal application from the Duke of Marlborough the District Facilities team have some concerns over the layout of the Strand in Russell, in particular the coastal erosion on land in this area. There are also concerns about pedestrian vs traffic issues, however these concerns may be addressed through the placemaking discussions.

Approval for installation of the stage in the public space occupied by the Duke of Marlborough was provided by the District Facilities team on 30 August 2022, refer to Attachment C.

The Environmental Health Services team have not received any concerns or complaints from the Public in regard to the use of this public area by the Duke of Marlborough.

A copy of the draft renewal approval for the approval period 1 July 2022 – 30 June 2023 is found at Attachment D.

39 Gillies Café

39 Gillies Café renewed their alfresco dining approval on 28 June 2022.

39 Gillies Café were issued an interim approval which expired 31 July 2022 because they did not meet the requirements of the revoked “Alfresco Dining Policy 2014”.

As the 39 Gillies Cafe renewed their approval before the approval expired on 31 July 2022, their approval will continue to have effect until such time a decision is made on the renewal application.

39 Gillies Cafe currently occupies an area of public land which extends beyond their premises front boundary points and also part of the neighbouring Hospice shop. In close proximity is a pedestrian crossing and bike rack. The bike rack is owned by the local Business Association and is 3.99m from the pedestrian access. Users of the pedestrian crossing are not affected by the alfresco dining carried out by 39 Gillies Café.

A copy of the approval which expired 31 July 2022 can be found at Attachment E.

NTA have no issues with 39 Gillies Café using the public land for alfresco dining. The Environmental Health Services team have not received any Public concerns or complaints in regard to the use of this public area by 39 Gillies Cafe.

A copy of the draft renewal approval for the approval period 1 July 2022 – 30 June 2023 is found at Attachment F.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

On 30 June 2022, Council delegated to Community Board authority to comment on alfresco dining applications.

The following options are proposed for the Bay of Islands-Whangaroa Community Board to consider in regard to the Duke of Marlborough renewal alfresco dining application:

Option No.

Option Description

Advantages

Disadvantages

Provide comment on the Duke of Marlborough renewal alfresco dining which includes conditions as per Attachment D. Should alfresco dining approval be revoked the Operator (Duke of Marlborough) is required to return the road reserve back to its original state at their own expense. Furniture is permitted to stay in this area at all times and after hours it must be secured to prevent the Public from using the furniture.

Approve the request that the stage remains within the public space currently occupied by the Duke of Marlborough. Should any issues arise in relation to the stage and there is a need for the stage to be removed that the District Facilities consult with the Duke of Marlborough.

Approve the request to consider relocating the 3 public seats within the area occupied by the Duke of Marlborough to another area along the Strand in Russell. The District Facilities team will consult with the relevant parties including the Duke of Marlborough to determine the best location to relocate the public seats to along the Strand in Russell.

Application complies with the “Road Use Bylaw 2022”.

All expenses to develop the road reserve for alfresco dining activity should be borne by the Operator (Duke of Marlborough).

Placemaking discussions are being led by the Strategic Planning & Policy team which will improve the area to enable a thriving and safe environment for all.

Sets a precedent that other alfresco dining approval holders may want to develop road reserve or public land for alfresco dining activity.

Inconsistency across alfresco dining approval holders.

Public are impacted by the relocation of the public seats.

Decline the request that the stage remains within the public space currently occupied by the Duke of Marlborough.

Decline the request to consider relocating the 3 public seats within the area occupied by the Duke of Marlborough to another area along the Strand in Russell.

Application complies with the “Road Use Bylaw 2022”.

Perceived road safety concerns.

The following options are proposed for the Bay of Islands-Whangaroa Community Board to consider in regard to 39 Gillies Cafe:

Option No.

Option Description

Advantages

Disadvantages

Provide comment on the 39 Gillies Café renewal alfresco dining which includes conditions as per Attachment F. Should alfresco dining approval be revoked the Operator (39 Gillies Cafe) is required to return the road reserve back to its original state at their own expense.

Application complies with the “Road Use Bylaw 2022”.

There are no disadvantages.

Take Tūtohunga / Reason for the recommendation

Option 1 is considered the most appropriate option for the Duke of Marlborough renewal alfresco dining application for the following reasons:

· The Duke of Marlborough agrees to return the road reserve to its original state at their own expense, should alfresco dining approval be revoked in the future. This will involve removing the furniture in the alfresco dining area

· Placemaking discussions will be led by the Strategic Planning & Policy team with the intention to re-design the Strand, Russell to enable a thriving and safe environment for all

· The Road Authority – Northland Transportation Alliance support the renewal alfresco dining application from Duke of Marlborough

· The renewal alfresco dining application from Duke of Marlborough complies with the “Road Use Bylaw 2022” requirements.

The Option to support the 39 Gillies Cafe renewal alfresco dining application enables the Bay of Islands–Whangaroa Community Board to provide comment on the renewal application.

3) 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. The Duke of Marlborough and 39 Gillies Cafe have paid the required application fee for the alfresco dining renewal application and the Duke of Marlborough is prepared to pay for any relocation costs at a reasonable price (if approval is granted to relocate the three public seats that are located on public land to another area along the Strand in Russell).

Āpitihanga / Attachments

1. Attachment A - DOM Alfresco Dining Approval Expired 30 June 2022 - A3838377 ⇩

2. Attachment B - DOM ON Licence - A3838378 ⇩

3. Attachment C - DOM Stage Approval - A3838376 ⇩

4. Attachment D - DOM Renewal Alfresco Dining Expires 30 June 2023 - A3838375 ⇩

5. Attachment E - 39 Gillies Cafe Alfresco Dining Approval Expired 31 July 2022 - A3838373 ⇩

6. Attachment F - 39 Gillies Cafe Renewal Alfresco Dining Approval Expires 30 June 2023 - A3838374 ⇩

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	The Alfresco Dining Policy 2014 was revoked on 30 June 2022. Regulation of alfresco dining is outlined in the Road Use Bylaw 2022. The rules around approvals for alfresco dining are essentially unchanged, and therefore the level of significance for the recommendation to comment on the renewal alfresco dining applications from Duke of Marlborough and 39 Gillies Cafe is considered low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Use Bylaw 2022 – Part 4 clause 13 and Part 7.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	The Bay of Islands-Whangaroa Community Board have delegation over activities on reserves but also has delegation to comment on alfresco dining applications.
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.	Māori had an opportunity to contribute during the consultation process on the new Road Use Bylaw 2022. The Road Use Bylaw 2022 was adopted on 19 May 2022.
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).	Regulation of alfresco dining is of relevance to hospitality businesses, their employees, and all community members and visitors to the Far North District. However, the rules around licenses for alfresco dining have not changed in their effect, and therefore the level of significance of this decision is low.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications to this decision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

7.5 Project Funding Reports

File Number: A3850148

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 report received from:

a) Lonsdale Park

b) Te Puna Aroha – Moerewa Christmas 2021

1) TĀhuhu kŌrero / Background

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

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

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

Take Tūtohunga / Reason for the recommendation

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

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

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Project Report - Lonsdale Park - A3850086 ⇩

2. Project Report - Te Puna Aroha - A3850087 ⇩

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

1 September 2022

7.6 Funding Applications

File Number: A3835341

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 1 September 2022 meeting.

WhakarĀpopoto matua / Executive Summary

· Seven new applications have been received, requesting $74,324.

· The Board has $154,277 available to allocate.

· The Board also has $100,000 for placemaking funding to grant in the 2022/23 financial year.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

a) approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Business Paihia for costs towards 2022 Paihia Christmas Parade 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 $9,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Duffus Memorial Trust for costs towards painting and repair of two pensioner housing units 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 $4,920 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North EcoCentre for costs towards Bay of Islands Te Tai Tokerau Timebank 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) approves the sum of $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Heritage Northland for costs towards school students attending a heritage tour 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;

e) approves the sum of $1,000 (plus GST if applicable) originally allocated to the Kerikeri Cadet Unit on 11/11/2021 for the 2021 Regimental Dinner be used instead for costs towards the Mangakaretu base relocation project 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 $48,250 (plus GST if applicable) be paid from the Board’s Placemaking Fund account to Our Kerikeri for costs towards landscaping of the SH10/Kerikeri Road Intersection 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 $2,500 (plus GST if applicable) be paid from the Board’s Community Fund account to Bay of Islands Jazz and Blue Festival for costs towards shuttle bus for the festival to meet the following Community Outcomes:

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

iv) Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

h) approves that the funds granted on 2/06/2022 of $7,458 (plus GST if applicable) for the renewal of the Kerikeri mainstreet irrigation system be instead used for the purchase and installation of hanging baskets to meet the following Community Outcomes:

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

vi) 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	2022 Paihia Christmas Parade	$5,000	$5,000	The Board’s Strategic Plan states that the Board will: “Fund one Christmas event or Parade in Kerikeri, Kaeo, Kawakawa, Moerewa, Paihia and Russell of up to $2500 per annum for the event, plus traffic management costs up to a maximum of $2500.”	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Duffus Memorial Trust	Maintenance of Long Beach pensioner housing	$9,500	$9,500	The applicant has secured funding from other sources to undertake a large part of the work they applied for in 2021 (which was declined by the Board). The Trust is now applying for the costs for the work required to paint and repair two houses.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Far North Eco Centre	Te Tai Tokerau Timebank (BOI)	$4,920	$4,920	The applicant is looking for funding for workshop facilitators and equipment to allow community sewing workshops to take place.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Heritage Northland	Heritage Tour with Dame Anne Salmond	$2,500	$2,500	Heritage Northland is hosting a tour of Northland with Dame Anne Salmond to historic voyaging sites. They are looking for funding to allow students from local schools to participate.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Kerikeri Cadet Unit	Mangakaretu Base Project	$1,050	$1,000	The Kerikeri Cadet Unit was granted $1000 towards their 2021 graduation dinner at the meeting on 11 November 2021. It was unable to take place due to Covid. It is recommended this funding be reallocated to allow the unit to use it for items that are currently unfunded in their move to a new unit base.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure.
Our Kerikeri Community Trust	Kerikeri SH10 Roundabout	$48,250	$48,250	This funding could come from the $100,000 placemaking budget held by the Board. The applicant has resubmitted their application with a reduced request for funding (down from $75,000) and with written confirmation that once the work is complete, Waka Kotahi will take responsibility for the ongoing maintenance.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
Bay of Islands Jazz and Blues Festival	2022 Jazz and Blues Festival.	$3,154	$2,500	This application was initially submitted over the counter at the Kaikohe Service Centre at the start of July, but was not passed on to the funding team and efforts to locate it have so far been unsuccessful. The applicant has resubmitted the application for the Board to consider as an out of policy decision (as it would have been considered prior to the event if received by the Funding Advisor).	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
Kerikeri Business Association	Mainstreet Hanging Baskets	$7,428	$7,428	At the meeting of 2 June 2022, the Board granted funding to the Kerikeri Business Association to repair the irrigation system on the Kerikeri Main Street to automatically water hanging baskets that the Association plans to install. At the time of their application, Kerikeri Business Association believed they owned the irrigation system but we have since confirmed the assets are owned by FNDC and that sufficient funds are held in depreciation reserves to undertake the necessary repairs by Council. The applicant asks that the Board consider amending the resolution to allow them to use the funds to purchase and install the hanging baskets. The plan is to install 165 baskets. Plant Zone have agreed to contribute $5000 towards a total cost of $16,500. The Association is raising funds for the remaining $11,500. The original application is provided in the supporting information, showing the quote from PlantZone, as well as an email from Nola Blainey confirming the updated costs.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure.

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

8.2 Community and Customer Services Activity Report 1 January - 30 June 2022

File Number: A3838076

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 is provided by way of 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 Activity Report 1 January - 30 June 2022.

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 January to June 2022 for the Bay of Islands-Whangaroa area.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Contact Centre

Customer interactions district-wide for the six months ending June 2022 totalled 55,172 which is a 25.9% decrease (down from 74,513) for the same six months in the previous year. These interactions included Phone calls: 33,320, AskUs emails: 6,115, Requests for Service: 13,266, and Booking Building Inspections: 3,677. The improving information available on Council’s website has contributed to a decrease in the number of contacts via other channels.

There has been a 118% increase (297 up from 136) in Online Registrations. 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.

Service Centres

Libraries

Paihia Library

There has been a change to the leadership structure within Libraries. Nicola Smith has now assumed the role of Team Leader – Libraries – Procter and Paihia. Nicola has previously been in the role of Senior Librarian and has significant experience with library services and projects.

Customer use of Paihia Library has begun to grow again after a challenging first few months of the year. There has been an uptick in the use of services by the growing number of families who are using emergency housing in the town, with the free Wi-Fi and public computers particularly useful for this group.

A successful Robots programme was run in partnership with the local primary school during term two. This programme was delivered by the library Outreach Librarian and Digital Services librarian. Often, they had up to 30 students attending the afterschool programme, learning about coding, robotics and STEAM, all of which tie in with the new, New Zealand Digital Curriculum.

Kawakawa Library

There has been a change to the leadership structure within Libraries. Megan Hindmarsh has now assumed the role of Team Leader – Libraries – Kawakawa and Kaikohe. Megan has been with the team for over eight years and has worked her way up into this leadership role.

Library use has grown in the second quarter of the year, with families and school students returning to the space. There were well attended school holiday events, and children are particularly happy to see the return of robots, virtual reality and Minecraft programmes.

Use of the new customer self-check machines continue to grow, with over 50% of all customers now issuing their own books. This is providing the team at Kaikohe with more opportunity to deliver a wider range of programmes and services. This includes restarting the Skinny Jump programme, which delivers no-cost modems and low-cost internet into Kaikohe homes, in partnership with the Digital Inclusion Alliance of Aotearoa.

Procter Library

At Procter Library, a new Makerspace area opened in May. This area incudes access to 3D printing, arts and crafts materials, vinyl cutting, sewing machines and robotics kit. Use of the area is growing, and there will be access in weekends during the second half of the year.

Programming for children and adults has restarted after being paused during Covid-19 lockdown and red settings. The range of programming includes Crafternoons, Minecraft, Lego club, Robot Thursdays, Writers Club, as well as Storytime. Public response has been high, with most programmes now operating at capacity.

Kaeo Library

New Library Team Leader Ange Simonsen started in May 2022. Ange has previous experience working in Hurunui District Council and comes with strengths in programming and working with schools and young people. She is Team Leader for the Kaitaia and Kaeo libraries.

Kaeo Library and Service Centre continues to deliver valuable services into the community, including the reintroduction of the Skinny Jump programme. In partnership with the Digital Inclusion Alliance of Aoteaora, Skinny Jump provides no-cost modems and low-cost internet into the homes of people across the district.

Floating collections have recently been introduced into our library service. This means that when a book is requested by a customer at Kaeo library from one of the other Far North District Libraries, it will now stay at Kaeo after the customer has finished with it. This has reduced the number of books being transferred across the district, and has helped refresh Kaeo library collections, so that customers feel like they have access to a continually evolving collection.

Combined with our new books, which are now arriving directly at the branch from our supplier rather than transferring through Kerikeri on the way, the Kaeo book collection does look modernized and appealing for customers.

Library Statistics

Bay of Islands i-SITE

Covid and the cost of fuel continue to affect visitor numbers which are down on the same period last year. Retail sales have also slumped as fewer visitors spend time in the i-SITE.

The i-SITEs are working closely with the Department of Conservation and staff have participated in a number of famils to ensure everyone is building on their knowledge and able to provide good information about DOC trails and activities in the Bay of Islands area.

The Section 17A Service Delivery Review of i-SITEs commenced in May after Morrison Low were awarded the contract to complete the review. A workshop of internal stakeholders and discussions with some external stakeholders have taken place. An information report summarising future options is scheduled to be presented to the Strategy and Policy Committee in September.

The Bay of Islands i-SITE continues to process Council payments for rates, mobile licenses, managers license’s along with dog registrations etc. The i-SITEs have been very busy with dog registrations.

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 January to the end of June, 29 events were successfully held across the district. COVID19 level changes meant 6 events were cancelled with 2 postponed to until 2023.

Most of the event organisers have taken advantage of Councils 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 remained 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. Now the borders are open families are able to come from overseas to carry out ash burials of loved ones who died during the pandemic. Ash burials are treated with great care as they are often the only farewell families have been able to hold.

There were 18 full burials and 18 ash burials in the Eastern Ward during this period.

There has been an average of 31 enquiries per month during the January to end of June 2022

Housing for the Elderly

Council owns and rents out 144 Housing for the Elderly units and bedsits overall. In the Bay of Islands-Whangaroa ward there are villages in:

*Location*	*1- bedroom*	*Bed-sit*	*Vacancies*	*Ready to tenant*	*With District Facilities*
Kerikeri	4	3	0	N/A	N/A
Kawakawa	6	-	0	N/A	N/A
*Total*	10	3	0	*N/A*	*N/A*

During the period from 1 January – 30 June 2022

· 1 tenancy ended in Kawakawa

· 3 tenancies began (2 x Kawakawa and 1 x Kerikeri)

· There are currently no vacant units in the BOI-Whangaroa villages

There are currently 31 people on the waitlist for the Bay of Islands-Whangaroa ward

*Location*	*Number of people on waitlist:*
Kerikeri	27
Kawakawa	4
*Total*	31

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

No financial implications

Āpitihanga / Attachments

Nil

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

8.3 Petition - Paihia Cruise Ship Market

File Number: A3855752

Author: Joshna Panday, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

For the Board to consider the petition requesting for Focus Paihia Community Charitable Trust to

refrain from having the Paihia Cruise Ship Craft Market stalls on the Paihia Village Green.

Executive Summary

· This petition was presented to the Council by Rex Wilson on 20 July 2022.

· The petition is made up of a digital copy of signatories.

· There is a total of 80 signatures on the petition.

· All signatories are in favour to have Focus Paihia Community Charitable Trust refrain from having Paihia Cruise Ship Craft Market stalls on the Paihia Village Green.

· The associated RFS for the petition is RFS number (removed).

· There are currently expressions of opposition to the petition presented to Council under RFS number (removed) and via email correspondence.

Recommendation

That Bay of Islands-Whangaroa Community Board:

a) formally receive the petition from Rex Wilson on behalf of all signatories on the petition; and

b) determine an outcome that meet the following Community Outcomes:

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

ii) Proud, vibrant communities

1) Background

This petition was received from Rex Wilson on behalf of the 80 signatories on 20 July 2022 via the Far North District Council (FNDC) but was originally requested via a request for service (RFS) with Council on 14 June 2022.

Attached hereto:

a) a copy of the petition and supportive correspondence from:

· Names removed for privacy rights

b) a copy of received correspondence against the petition from:

· Names removed for privacy rights

c) a copy of the MOU – Focus Paihia FY21-22

Council’s petitioning guidelines state that a petition:

· may be presented to the Council, a Committee or a Community Board.

· must contain at least 20 signatures and the request must consist of fewer than 150 words (not including signatures).

· must be received by the Chief Executive (or his representative) at least five working days before the date of the meeting at which it will be presented.

· must not use offensive language or include malicious statements

· may be written in English or te reo Māori.

· may be delivered by electronic means.

Council’s process around petitions currently mean that any petition received will be presented to a formal meeting for endorsement and to raise awareness of potentially larger issues with our elected representatives.

Elected members need to be mindful when making decisions that they have sufficient information to satisfy the following decision-making provisions of the Local Government Act s77-82.

1. All reasonably practicable options with advantages/disadvantages

2. The views of the community

3. Compliance with legislation including Resource Management Act

4. That the resolution will be consistent with existing policies or plan (if not provided there is an explanation)

5. That the options take into consideration opportunities for māori engagement and views.

6. The potential impacts and views of affected persons.

2) DISCUSSION AND OPTIONS

Staff do not undertake any vetting processes. To enable Community Boards to advocate for their communities, petitions with an impact or focus on a particular community will be presented to Community Board’s to formally consider.

In receiving a petition, keeping in mind the decision-making requirements under the Local Government Act, the Board are asked to either:

1. Endorse the petition and request staff to investigate.

2. Or simply receive the petition noting the concerns.

Endorsing the petition formally agrees that the issue is a true representation of the concerns, and requests staff to investigate options. In some instances, the options may be straightforward and within staff delegation to action.

In other instances, the matter might require a further report to be prepared to seek resolution.

Receiving a petition doesn’t necessarily mean that the Board doesn’t agree with the petitioner’s request. It might be that it is not a priority at present or that the Board would like to consider it via another process such as their strategic plan, or advocate for community through an external party.

If the Board simply note the petition it is recommended that the Board be clear on the reasoning why, so the minutes provide clear direction back to the petitioners.

Regardless of the Board outcome, if a petition is endorsed by the Community Board progress will be reported back to the Board via their action sheet.

Reason for the recommendation

To allow the community board to formally receive the petition and provide a mechanism for the Board to advocate on behalf of its constituents where appropriate.

3) Financial Implications and Budgetary Provision

There are no financial implications or need for budgetary provision in requesting a report. The report when provided will need to articulate and financial implications in the options including speedbumps.

Attachments

Nil

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is 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.
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.	Will impact the community of Paihia. This is a Community Board report.
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.	None beyond those for wider community.
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.	Paihia community.
State the financial implications and where budgetary provisions have been made to support this decision.	None anticipated at this stage.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

1 September 2022

8.4 Petition - Market Petition

File Number: A3852216

Author: Joshna Panday, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

For the Board to consider the market petition request to restrict the Paihia Art and Craft Cruise Ship Market solely to artisans that are residents in the Bay of Islands.

Executive Summary

· This petition was presented to the Council by Julie Cunningham on 15 August 2022.

· The petition is made up of a digital copy of signatories.

· There is a total of 134 signatures on the petition.

· All signatories are in favour to have the Paihia Art and Craft Cruise Ship Market continue with a restriction that only residents to the Bay of Islands are permitted to display and sell their wares.

· There is no associated RFS for this petition.

· There is an associated petition against the continuation of the Paihia Art and Craft Cruise Ship Market that is currently before this Board with an associated RFS number (removed).

Recommendation

That Bay of Islands-Whangaroa Community Board:

a) formally receive the petition from Julie Cunningham on behalf of all signatories on the petition; and

b) determine an outcome that meet the following Community Outcomes:

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

ii) Proud, vibrant communities

1) Background

This petition was received from Julie Cunningham on behalf of the 134 signatories on 15 August 2022 via email to the Far North District Council (FNDC).

Attached hereto:

a) copy of the Market Petition

b) copy of received correspondence from Julie Cunningham

Council’s petitioning guidelines state that a petition:

· may be presented to the Council, a Committee or a Community Board.

· must contain at least 20 signatures and the request must consist of fewer than 150 words (not including signatures).

· must be received by the Chief Executive (or his representative) at least five working days before the date of the meeting at which it will be presented.

· must not use offensive language or include malicious statements

· may be written in English or te reo Māori.

· may be delivered by electronic means.

Elected members need to be mindful when making decisions that they have sufficient information to satisfy the following decision-making provisions of the Local Government Act s77-82.

1. All reasonably practicable options with advantages/disadvantages

2. The views of the community

3. Compliance with legislation including Resource Management Act

4. That the resolution will be consistent with existing policies or plan (if not provided there is an explanation)

5. That the options take into consideration opportunities for māori engagement and views.

6. The potential impacts and views of affected persons.

2) DISCUSSION AND OPTIONS

In receiving a petition, keeping in mind the decision-making requirements under the Local Government Act, the Board are asked to either:

1. Endorse the petition and request staff to investigate.

2. Or simply receive the petition noting the concerns.

In other instances, the matter might require a further report to be prepared to seek resolution.

If the Board simply note the petition it is recommended that the Board be clear on the reasoning why, so the minutes provide clear direction back to the petitioners.

Regardless of the Board outcome, if a petition is endorsed by the Community Board progress will be reported back to the Board via their action sheet.

Reason for the recommendation

To allow the community board to formally receive the petition and provide a mechanism for the Board to advocate on behalf of its constituents where appropriate.

3) Financial Implications and Budgetary Provision

Attachments

1. MARKET PETITION_ - A3852419

2. Email from Julie Cunningham - A3852415

Compliance schedule:

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is 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.	Agreement with Focus Paihia
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.	Will impact the community of Paihia. This is a Community Board report.
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.	None beyond those for wider community.
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.	Paihia community.
State the financial implications and where budgetary provisions have been made to support this decision.	None anticipated at this stage.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report