Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

13 April 2023

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

13 April 2023

6 Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A4050675

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 16 March 2023 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. 2023-03-16 Bay of Islands-Whangaroa Community Board Minutes [A4121104] - A4121104 ⇩

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

13 April 2023

7 Reports

7.1 Chairperson and Members Reports

File Number: A4050709

Author: Joshna Panday, Democracy Advisor

Authoriser: Aisha Huriwai, Team Leader Democracy Services

TE TAKE PŪRONGO / Purpose of the Report

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

NGĀ TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board note the report for the:

· March 2023 Meeting from Chairperson Belinda Ward;

· March 2023 and April 2023 (combined report) from Member Jane Hindle; and

· April 2023 Meeting from Chairperson Belinda Ward and Members Bruce Mills, Amy Slack, Lane Ayr, Roddy Hapati-Pihema and Tyler Bamber.

TE tĀHUHU KŌRERO / Background

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

TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

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

The report from the Chairperson and members are attached.

Resource Consents are available on the Council’s website and when going through a public notification process will be emailed to community board members. Members have five days to send feedback in relation to a resource consent. Members will be expected to include these details in their member reports to provide transparency.

REASON FOR THE RECOMMENDATION

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

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

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

ngĀ Āpitihanga / Attachments

1. Chairperson Belinda Ward - March 2023

2. BOIWGCB-230328-Jane-Hindle-Feb-March ⇩

3. Chairperson Belinda Ward April 23 ⇩

4. Bruce Mills Report for April 23 ⇩

5. Amy Slack Report April 23 ⇩

6. Lane Ayr Report April 23

7. Roddy Hapati-Pihema Report April 2023 ⇩

8. Tyler Bamber Report April 23

Bay of Islands-Whangaroa Community Board Meeting Agenda

13 April 2023

7.2 Bay of Islands Off Leash Dog Park

File Number: A4068914

Author: Jeanette England, Assets Manager - District Facilities

Authoriser: Kevin Johnson, Group Manager - Delivery and Operations

Take Pūrongo / Purpose of the Report

Request the Bay of Islands-Whangaroa Community Board to decide a way forward with the proposed Bay of Islands off-leash dog park, following the public survey undertaken during November/December 2022.

WhakarĀpopoto matua / Executive Summary

· Summary of public survey which closed 15 December 2022.

· Letter received from residents of Waitotara Drive in opposition to the proposed site.

· Options provided for a way forward.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board recommend that staff do not proceed with the proposed location and undertake further research for an alternative location.

1) TĀhuhu kŌrero / Background

Council provided a budget in the Long-Term Plan 2021-2031 (LTP) for an off-leash dog park for Kerikeri and neighbouring areas.

Following a workshop held in March 2022 with the Bay of Islands-Whangaroa Community Board (BWCB) for a proposed dog park for the Kerikeri area, elected members for the Kerikeri subdivision were requested to take the lead on this project with the engagement and consultation.

Approval from the three BWCB members was obtained, and they agreed that staff proceed with the public survey for the proposed site at end of Waitotara Drive.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Staff engaged Vision Consultants to identify all council owned land within a 10km radius of Kerikeri town centre. They identified 236 pieces of land, and these were further assessed for size, access and terrain. Further assessment to remove stream esplanades and coastal reserve, and those less than 0.4ha, considered to be the optimal is size. That left only 5 areas to be considered. Of these, one stood out as the most suitable in land area, terrain and location for a designated off-leash dog park. This land is located at the end of Waitotara Drive (see below)

Details

Par Id 6709970

Appellation Lot 17 DP 333643

Parcel Intent Fee Simple Title

Statutory Actions

Title(s) 137900

Survey Area 23950.000000

Calc. Area 23934.00

GIS Area 23933.77

A full report from Vision Consultants is attached as Attachment 1. Council published a survey on our website in November and December 2022 to gauge the level of support for an off-leash dog park in the Kerikeri area. Feedback was sort for two draft concepts.

Option 1 covers minimum requirements while option 2 includes additional possibilities that are seen in popular dog parks across the country. To achieve either option, there would need to be additional funding for the project and possibly community volunteer support.

Draft concepts are attached (Attachments 2 & 3)

The FNDC Dog Management Policy 2018 states within:

· Off-leash areas – these areas have been identified for the wellbeing and recreational needs of dogs and their owners.

· Off-leash and under control areas are:

o Roland’s Wood, Kerikeri Inlet Road, Kerikeri

o 240 Kerikeri Inlet Road, Kerikeri

o Sammaree Place Reserve, Kerikeri

o Waitotara Freehold land, Waipapa Road, Kerikeri

o Old landfill at Lindvart Park, Recreation Road, Kaikohe

Support

Analysis of the survey showed overwhelming support for this dog park (Attachment 4). In addition to submitting via the online survey and emailing written submissions, residents of Waitotara Drive also provided a letter in opposition (Attachment 5). All submissions are included in the summary below, those who submitted multiple times were only counted once.

· 210 were in support.

· 26 were opposed.

· Neutral or unknown totalled 8 respondents.

Objections

A letter received, from 18 residents of Waitotara Drive, in opposition outlined several concerns summarised below:

· The proposed site is not a reserve and would require resource consent to allow for a dog park in this location

· Council did not take into account the conditions of the resource consent for Te Puawaitanga located next to this site.

o Land is subject to covenants which apply to all properties in Waitotara Drive.

o Provision for dog exercise area at Te Puawaitanga

o No access to the sports ground is allowed from Waitotara Drive to prevent increase traffic on Waitotara Drive

· No detail provided of other reserves considered for a dog park in the Kerikeri area

· Costs associated with creating the proposed dog park and suggest that the existing dog walking park in Roland’s wood should be supported with this budget

· Suggest all other options be considered as part of a wider consultation process

· Adverse effects.

o Increased traffic and noise, currently only used by residents, not designed for increased traffic volumes

o No footpaths and safety concerns for resident road users, congestion, and wildlife

o Even if access is changed to State Highway 10, users would still use the end of Waitotara Drive

o Verges on Waitotara Drive are boggy after rain and not suitable for parking

o Proposed parking directly adjoins private residences and will seriously impact on the amenity of those properties for privacy, noise, and security

o Carpark is likely to attract anti-social behaviours

o No infrastructure to accommodate suggested amenities in Option 2 i.e., electric car charging, drinking fountains, wastewater, and power to the site

o No information provided on fencing to contain dogs

o No faith in Council to properly maintain the site

Residents at Waitotara Drive were notified of the proposal via letter drop after the survey was published. The residents have outlined several concerns that will need to be considered as part of this decision.

Objections from the residents at Waitotara Drive do need to be considered as part of this development as they will be directly affected by this off-leash dog park in this location.

Options for consideration

Staff suggest that a meeting with elected members and residents be held to discuss the proposal further. Following this meeting the BWCB can decide the appropriate option as outlined below.

Option 1

The BWCB recommend proceeding with the site at the end of Waitotara Drive based on the overall support received from the survey undertaken in November and December 2022. This will provide access to an off-leash dog park for both large and small dogs with appropriate fencing and an initial formed carpark.

This option will need to have a resource consent and will undoubtedly receive objections from the affected neighbouring properties on Waitotara Drive. It is suggested that this option will proceed to hearings which will also incur further costs which have not been allowed for in the budget for this project.

Option 2 – Recommended

The BWCB recommend not proceeding with the site at the end of Waitotara Drive and instruct staff to undertake further investigations to incorporate the off-leash park within the Te Puawaitanga site. This option is likely to be the most popular for the residents on Waitotara Drive and would comply with the existing resource consent for that site. This is the recommended option by staff.

Take Tūtohunga / Reason for the recommendation

Option 2 considers the adverse effects to the residents of Waitotara Drive, some of which were not previously considered. It also considers the limited budget for this project which is currently not sufficient for either of the draft concepts.

Other considerations are that there is an off-leash exercise facility at Roland’s Wood. The proposed future development of Te Puawaitanga includes an area for dog training and competitions; however, including an off-leash area here could be considered. This option also provides for existing parking as part of the Te Puawaitanga development. Staff believe that this would benefit both the public, who support an off-leash park and the residents of Waitotara Drive.

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

Financially, this project does not have sufficient funding to build Stages 1 or 2. The funding provided is $72,110. This will need between $60,000 and $141,000 (depending on fencing materials Attachment 4) of additional funding to deliver Stage 1 of the build.

Āpitihanga / Attachments

1. Dog Park Site Selection Assessment - A4131780 ⇩

2. Dog Park - Draft concept plan - Stage 1 - A4117806 ⇩

3. Dog Park - Draft concept plan - Stage 2 - A4117807 ⇩

4. 20221220 - Stage 1 Cost Estimates - A4117809 ⇩

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
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Animal management policy lists existing off leash parks
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.	Nil
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 implication for Māori is considered low although no formal consultation has ben undertaken.
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).	Landowners in Waitotara Drive, a public survey has been undertaken
State the financial implications and where budgetary provisions have been made to support this decision.	Insufficient budget to undertake full consultation proposals
Chief Financial Officer review.	The CFO has reviewed this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

13 April 2023

7.3 Alfresco Dining Applications

File Number: A4106366

Author: Christina Rosenthal, Team Leader - Environmental Health Services

Authoriser: Kevin Johnson, Group Manager - Delivery and Operations

Take Pūrongo / Purpose of the Report

To allow the Bay of Islands-Whangaroa Community Board the ability to provide comment on the new alfresco dining application from the Spice Grill in Kaeo.

WhakarĀpopoto matua / Executive Summary

The Spice Grill has filed a new alfresco dining application and paid the necessary application fee of $238.65.

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 alfresco dining application from Spice Grill.

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 current 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	Konnie’s Kafe Limited	2023	Bay of Islands-Whangaroa
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	2023	Bay of Islands-Whangaroa
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	Jesse’s on the Waterfront Café & Bar	2023	Te Hiku
19	ALF-85	Beach Box Coffee and Gelato	2023	Te Hiku

Spice Grill Alfresco Dining Application

The Spice Grill has filed a new alfresco dining application and paid the necessary application fee of $238.65. The Spice Grill in Kaeo would like approval to occupy an area of public land which measures 18.6m2. Within this area they wish to place two tables with chairs for the purpose of alfresco dining. A copy of the alfresco dining application can be found at Attachment A.

All new alfresco dining applications are sent through to the Northland Transportation Alliance (NTA) and in some instances Waka Kotahi to obtain their comment in relation to road safety matters that may be impacted by alfresco dining taking place within the road corridor.

NTA have no issues with this application as it appears that the application meets the requirements for clear width required for alfresco dining.

Waka Kotahi also have no issues with this application as long as the tables for alfresco dining do not impede on footpath users i.e. mobility scooters and prams.

As the new application has been filed part way through the current approval period of 1 July 2022 – 30 June 2023, should the Spice Grill be granted the approval to occupy public land, they will be required to renew their approval for the period commencing 1 July 2023 – 30 June 2024.

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

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 option proposed for the Bay of Islands-Whangaroa Community Board to consider in regard to the Spice Grill alfresco dining application:

Option No.

Option Description

Advantages

Disadvantages

Provide comment on the Spice Grill alfresco dining application which includes conditions as per Attachment B.

Application complies with the “Road Use Bylaw 2022”.

There are no disadvantages.

Take Tūtohunga / Reason for the recommendation

There is only one option to enable the Bay of Islands–Whangaroa Community Board to provide comment on the new alfresco dining 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 applicant has paid the required application fee for the alfresco dining application.

Āpitihanga / Attachments

1. Attachment A - Spice Grill Alfresco Dining Application - A4119383 ⇩

2. Attachment B - Draft Spice Grill Alfresco Dining Approval - A4119428 ⇩

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 new alfresco dining application from Spice Girll 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

13 April 2023

7.4 New Lease to FENZ - 721 Taupo Bay Road

File Number: A4131722

Author: Tania Steen, Property Officer

Authoriser: Angie Thomas, Acting Chief Financial Officer

Take Pūrongo / Purpose of the Report

To obtain a recommendation from the Bay of Islands - Whangaroa Community Board to Council on the granting of a new 30-year (15+15) ground lease and transfer of assets to Fire & Emergency New Zealand (FENZ) at:

· 721 Taupo Bay Road, Mangonui, being Lot 1 DP 200100 – Fee simple

WhakarĀpopoto matua / Executive Summary

· FENZ has approached Council staff with a request of transferring ownership for four separate rural fire stations buildings and assets to FENZ along with the granting of new long-term ground leases. One of these sites is located in the Bay of Islands - Whangaroa ward.

· FENZ currently have a Licence to Use for the 4 sites which expired in June 2022.

· FENZ has made significant capital investment in all four sites and advises that it requires long-term tenure of the land to justify future investment with preference to own the land and buildings.

· This matter was last before the Bay of Islands - Whangaroa Community Board on 2^nd June 2022 when the Board recommended initiation of the public consultation process to Council.

· Council resolved to initiate Public Consultation at the Council meeting held on 30^th June 2023

· Public consultation for all 4 sites ran from 30 January – 27 February 2023.

o A total of 15 submissions were received.

o 13 submissions were in support of the proposals.

o One member of the Rangiputa community wished to be heard and required further information. Council staff have consulted with the community member and provided further information as requested which has resulted in the community member no longer wishing to be heard.

o One member from the Broadwood community was against and requested more information which Council staff have provided.

o See summary of submissions attached

tŪtohunga / Recommendation

That the Bay of Islands - Whangaroa Community Board recommends that Council:

a) Approves a new ground lease to be issued to Fire & Emergency New Zealand over 721 Taupo Bay Road, Mangonui, being Lot 1 DP 200100.

The terms of the proposed lease shall be:

i. Term: 30 (15+15) years.

ii. Rental: $113 + gst pa – FNDC Fees and Charges Schedule 2022/2023 - Community leases.

b) Approves further conditions to be negotiated and agreed upon by the Group Manager Delivery and Operations and Fire and Emergency New Zealand.

c) Approves transferring ownership of buildings and improvements to fire & Emergency New Zealand for $1.00.

1) TĀhuhu kŌrero / Background

Fire & Emergency NZ provides a highly valued service to the rural communities of the district and in some instances are a focal point for certain communities.

Fire and Emergency New Zealand occupy established rural fire stations at the following location:

· 721 Taupo Bay Road, Mangonui. – Fee Simple

The establishment of rural fire stations throughout the Far North was through a mix of local community and Council support.

· Existing tenure is by way of Licence to Use that expired in June 2022.

· Since its creation under the Fire and Emergency New Zealand Act 2017, Fire & Emergency NZ has undertaken considerable capital investment in the fire station.

· Fire & Emergency NZ has informed Council that it wants secured tenure to support future investment in the fire station.

· It is proposed that the licence to use currently in place is replaced with a long term ground lease.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Fire & Emergency NZ has invested considerably into the building and advised if the ownership of the buildings does not transfer into their ownership, that it will only maintain the assets in their current condition and would look to Council to fund future CAPEX expenditure, e.g., re-roofing, exterior painting, rewiring, recladding etc.

Option 1: Recommended

a) Enter into a 15-year ground lease with a further 15-year right of renewal at community rent ($113 + gst pa, FNDC Fees and Charges Schedule 2022/2023 - Community leases) for the site.

b) Transfer ownership of all existing buildings and improvements to Fire & Emergency NZ for $1.00 and write off the book value against retained earnings for the site.

Option 2:

a) Enter into a 15-year ground lease with a further 15-year right of renewal for the site.

b) Council retains ownership of the buildings and improvements

Council would be responsible for all building maintenance and capital expenditure.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

Transferring the ownership of the building and improvements accompanied with a 30-year (15+15) ground lease, will provide Fire & Emergency NZ with its required security of tenure to enable it to undertake building and facility improvements in confidence, while relieving Council of ongoing maintenance requirements.

Council retention of land ownership provides the next generations of ratepayers with options for alternative uses for these lands in the future.

Fire & Emergency NZ expressed any existing arrangements involving shared space, access and occupancy with community groups would continue unabated.

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

Under the Licence to Use FNDC does not charge rent for the use of the land and buildings.

If the recommendation to transfer the ownership of the building assets to Fire & Emergency NZ is adopted by Council and the associated lands are subject to ground leases, then a nominal ground rental of 113.00 + GST per annum is proposed for each site.

The current “book value” of improvements is $99,470.51, It is proposed that the improvements will be disposed of, and the value written off to retained earnings. This is an accounting entry only and has no financial impact on rates.

Āpitihanga / Attachments

1. Engagement FENZ 2023 - A4157120 ⇩

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
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.	Delegation to the relevant Community Board enables them to hear submissions and make a recommendation to Council.
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.	Local Iwi were included in the public consultation process.
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).	Public consultation provides for the community as individuals and groups to make submissions which will form part of the deliberations prior to a recommendation to Council being made.
State the financial implications and where budgetary provisions have been made to support this decision.	All upgrade and maintenance costs fall to the lessee. A nominal rent for the land of $113.00 + GST per annum is proposed. FENZ responsible for all outgoings. Existing improvements with a book value of $99,470.51 will be written off.
Chief Financial Officer review.	The CFO has review this report

Bay of Islands-Whangaroa Community Board Meeting Agenda

13 April 2023

7.5 Project Funding Reports - March 2023

File Number: A4147925

Author: Kathryn Trewin, Funding Advisor

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

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) VertJam 2023

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.

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. VertJam 2023 - A4147921 ⇩

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

13 April 2023

7.6 Rural Travel Funding Applications 2022/23

File Number: A4145810

Author: Kathryn Trewin, Funding Advisor

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

Take Pūrongo / Purpose of the Report

To allocate Rural Travel Funding for the 2022/23 financial year

tŪtohunga / Recommendation

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

a)	Bay of Islands College (Summer)	$2000
b)	Bay of Islands Swimming (Summer)	$2000
c)	Bay of Islands College (Winter)	$1400
d)	Bay of Islands Swimming (Winter)	$2000
e)	Kaeo Rugby and Sports Club	$2200
f)	Kapotai Kubs Netball	$1000
g)	Kerikeri High School	$1645
h)	Moerewa Juniors Rugby	$1000
i)	Moerewa Rugby	$1000
j)	Moerewa Tigers	$2200
k)	Northland Inline Skating Club	$1370
l)	Paihia Football Club	$1880
m)	Russell Sports Club	$1000
	Total	$20,695

1) TĀhuhu kŌrero / Background

The Rural Travel Fund was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is yet to be developed.

Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives. One of the barriers that has been identified in Northland is the cost of travel. Sport New Zealand give funding to the Far North District Council for Rural Travel Funding to overcome the travel barrier and help achieve their three objectives.

Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. There are usually two funding rounds (Summer and Winter), however the summer round was overlooked in 2022. Two funding applications were received for this round and have been included in this report..

Council advertises that funding is available approximately one month before applications close online and through Sport Northland representatives, who forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.

Sport Northland recently restructure their strategic plans and direction and the funding now comes from Tū Manawa Active Aotearoa programme which provides funding for programmes or projects delivering:

· Tākaro/play

· Ngā mahi a te rēhia/active recreation; and

· Hākinakina/sport opportunities.

Priority for the Tū Manawa Active Aotearoa will go to those that can show their funding will be used for:

· Children and young people in higher deprivation communities

· Girls and young women (5-18); and

· Disabled children and young people.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

It is each Community Board's role to determine which applications best meet the criteria and will have the most positive broad effect in their communities. The following table is a guide to the funding criteria.

Funding is available for activities taking place within the district. It is understood, that in some cases, competitions do not exist within the district and travel is required in which case the Community Boards may use their discretion.

Project reports for any previous grants have been received from all the current applicants. Further detailed information provided by Sport Northland regarding their recommendations has been distributed to Board Members separately.

	Sport New Zealand (Rural Travel)
What are the Objectives?	Subsidise travel for junior teams participating in local sport competition.
How much is available?	$39,637.50 across the Far North District.
Funding is not available for	Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.
Who can apply?	Schools, clubs or individuals.
What age group is funding for?	Funding is available for youth/children aged 5 - 19 years of age.
Eligible Sports	Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

Applicants are advised, when granted funds, that the funds are to be uplifted within three months and that a project report form is required if they wish to be eligible to apply for future funding.

Take Tūtohunga / Reason for the recommendation

To fulfil the requirements of the Sport NZ Rural Travel Fund agreement with Sport New Zealand to increase participation in sport by young people living in rural communities.

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

In previous years, Council has received from both Sport New Zealand and Sport Northland towards Rural Travel Funding.

Unfortunately, Sport Northland is undergoing a funding restructure and were unable to contribute funding for the 2022/23 financial year.

Council received $29,251.50 from Sport New Zealand as part of a three-year funding agreement and an additional $10,275 as payment one of an additional two-year agreement.

The total funding received for rural travel funding for the 2022/2023 financial year is $39,637.50.

Allocations for each ward were made in consultation with the Sport Northland Community Connectors who are based in the ward where the funding is granted.

Based on information from Statistics New Zealand, the amount of youth throughout the district is translated into percentages to calculate the amount of funding available in each ward.

The total funding received for rural travel funding for the 2022/2023 financial year is $39,637.50.

There was a small amount of funding remaining from the previous financial year as funds were not allocated or uplifted by recipients, which allowed the amount able to be granted by the Board to be $20,695.

Staff are working with Sport Northland to reinstate funding for the new 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 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.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
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 the project reports. Any implications on Māori arising from matters included in project reports 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 project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

13 April 2023

7.7 Funding Applications - March 2023

File Number: A4140636

Author: Kathryn Trewin, Funding Advisor

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

Take Pūrongo / Purpose of the Report

The purpose of this report is to allow the Bay of Islands-Whangaroa Community Board (the Board) to consider the application/s received for the Community Grant Fund/Placemaking Fund.

WhakarĀpopoto matua / Executive Summary

· Six applications were received, requesting a total amount of $70,161.

· The Board has $64,780 remaining to allocate for the Community Board Fund in the 2022/2023 financial year.

· The Board also has $22,967 for the Placemaking Fund to allocate in the 2022/2023 financial year.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) approves the sum of $2,265 (plus GST if applicable) be paid from the Boards Community Fund account to Bald Angels Charitable Trust, for the costs of the Angel Wings Project, 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 Boards Community Fund account to Bay of Islands Country Music Festival, for the costs of shuttle buses and promotion, 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 $3,992 (plus GST if applicable) be paid from the Boards Community Fund account to Meraki Paihia, for the costs of marquee hire for Matariki Puanga 2023, 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 $22,967 (plus GST if applicable) be paid from the Boards Placemaking account to Our Kerikeri, for the costs of a Kerikeri CBD masterplan, 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 $4,000 (plus GST if applicable) be paid from the Boards Community Fund account to R Tucker Thompson Sailing Training Trust, for the costs of youth development voyages (for Bay of Islands-Whangaroa ward students), 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 $720 (plus GST if applicable) be paid from the Boards Community Fund account to Bay of Islands Young Farmers Club, for the costs of marquee and equipment hire for the Northern Young Farmers Regional final evening show, 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 Long-Term Plan and all provisions listed on the application form.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Requested	Recommend	Comments	Type
Bald Angels Charitable Trust	$2,265	$2,265	This is a project to paint a large angel wing mural at Kerikeri Domain, symbolising diversity, equity and inclusion.	Arts, Culture and Heritage
Bay of Islands Country Music Festival	$8,329	$5,000	This is an annual request from this applicant. They are asking for support with publicity and shuttle-buses for their event in May.	Event
Meraki Paihia	$3,992	$3,992	This application is for Matariki Puanga 2023, a series of free events and workshops showcasing Te Ao Māori alongside the rest of the matariki events being run in 2023. This is for the hire of a marquee, so while this shows as a 100% funding request, it is actually for significantly less, as the applicant has sourced (or is sourcing) additional funding for the actual activities.	Event
Our Kerikeri	$50,000	$22,967	Our Kerikeri is asking for funding to develop a Kerikeri CBD masterplan. This is a placemaking activity and the Board currently has $22,967 left of their placemaking for the 2022/23 financial year.	Community Development
R Tucker Thompson Sailing Training Trust	$4,000	$4,000	The trust is asking for $4,000 towards the costs of a youth from the Bay of Islands-Whangaroa ward to attend a sailing training on the R Tucker Thompson. This is a grant the Board has made in previous years.	Community Development
Bay of Islands Young Farmer Club – Regional Finals evening	$1,575	$620	The organisation is hosting the Regional Finals and is asking for funding for the final evening. The amount recommended is for marquee and equipment hire. They have also asked for funding for refreshments, which is not usually covered by the Board.	Events

Take Tūtohunga / Reason for the recommendation

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

For each application, the Board has three options.

Option One: Authorise funding for the full amount requested.

Option Two: Authorise partial funding.

Option Three: Decline funding the application.

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.

Āpitihanga / Attachments

1. Bald Angels - Angel Wings - A4148649 ⇩

2. Bay of Islands Country Rock Festival - A4147922 ⇩

3. Meraki Paihia - Matariki Puanga - A4147917 ⇩

4. Our Kerikeri - A4147919 ⇩

5. R Tucker Thompson Sailing Training Trust - A4148648 ⇩

6. Bay of Islands Young Farmers Club - A4147921 ⇩

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.	Applications received are assessed against the Community Grants 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.	There are no implications for Māori in relation to the applications received in relation to whenua and/or wai.
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

13 April 2023

8.3 Statement of Community Board Fund Account as at 28 February 2023

File Number: A4150087

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Angie Thomas, Acting 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 28 February 2023”.

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 2022	$301,549.00
· Plus, unused funds from 2020-22	$171,631.83
Less funds granted and uplifted to 28 February 2023	$240,361.64
· Less funds not uplifted from previous community meetings (committed to projects)	$128,382.00
Community Fund Account balance as at 28 February 2023	$104,437.19

2) Discussion and Options

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The committed balance in the Community Fund account as at 28 February 2023 is $104,437.19.

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 28 February 2023 is attached.

Attachments

1. Statement of Community Fund Account BOI-Whangaroa as at 28 February 2023 - A4150084 ⇩