Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

20 June 2024

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.

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held in the on:

Thursday 20 June 2024 at 10.00

Te Paeroa Mahi / Order of Business

1 Karakia Timatanga / Opening Prayer. 7

2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest 7

3 Te Wāhanga Tūmatanui / Public Forum.. 7

4 Ngā Tono Kōrero / Deputation. 7

5 Ngā Kaikōrero / Speakers. 7

6 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes. 8

6.1 Confirmation of Previous Minutes. 8

7 Ngā Pūrongo / Reports. 15

7.1 Chairperson and Members Report 15

7.2 Project Funding Reports. 27

7.3 Funding Applications. 39

8 Ngā Pūrongo Taipitopito / Information Reports. 112

8.1 Bay of Islands-Whangaroa Community Board June Open Resolution Report 112

8.2 Statement of Community Board Fund Account as at 30 April 2024. 114

9 Karakia Whakamutunga / Closing Prayer. 121

10 Te Kapinga Hui / Meeting Close. 121

Bay of Islands-Whangaroa Community Board Meeting Agenda

20 June 2024

6 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes

6.1 Confirmation of Previous Minutes

File Number: A4728584

Author: Marysa Maheno, Democracy Advisor

Authoriser: Casey Gannon, Manager - 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 Bay of Islands-Whangaroa Community Board confirm the minutes of the meeting held on 16 May 2024 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. 2024-05-16 Bay of Islands-Whangaroa Community Board Minutes - A4697991 ⇩

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

20 June 2024

7.2 Project Funding Reports

File Number: A4735131

Author: Kathryn Trewin, Funding Advisor

Authoriser: Scott May, Manager - Stakeholder 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 Bay of Islands-Whangaroa Community Board note the project reports received from:

a) Kitted NZ

b) Ngā Kai a te Māori

c) Russell Christmas Parade

d) Tai Tokerau Festival 2024

e) Wainui Marae Trustees

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. Kitted NZ - A4735111 ⇩

2. Nga Kai a te Maori - A4735117 ⇩

3. Russell Christmas Parade - A4735118 ⇩

4. Tai Tokerau Festival - A4735119 ⇩

5. Wainui Marae Trustees - A4735108 ⇩

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

20 June 2024

7.3 Funding Applications

File Number: A4735282

Author: Kathryn Trewin, Funding Advisor

Authoriser: Scott May, Manager - Stakeholder 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

· One resolution is being rescinded as the applicant has not uplifted the funds and has not responded to any emails or phone calls to determine if the project is still going ahead.

· Including the rescinded funds noted above, the Board has $33,884.52 to allocate for the Community Board Fund in the 2023/2024 financial year.

· The Board has $90,575 to allocate for the Placemaking Fund in the 2023/2024 financial year.

· Nine new applications have been received, requesting $169,780.

· Councils auditors have advised that for any funding to be carried over to the new financial year, there must be complete and accurate backing documents (including relevant timeframes) and that a resolution cannot be passed “subject to a funding application being received”. This overrides section 13 of the current community grant policy as it is a statutory requirement.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board rescind resolution 2023/82 of 6 July 2023 approving the sum of $3,582 (plus GST if applicable) from the Boards Community Fund account to Russell Birdman Trust towards the costs of the 2023 Russell Birdman and directs that the funds be returned to the Community Grant Fund for reallocation.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $11,250 (plus GST if applicable) be paid from the Boards Community Fund account to the Conquer Caulerpa Trust towards education and promotion of exotic caulerpa.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $3,000 (plus GST if applicable) be paid from the Boards Community Fund account to the Click Happy towards running the Finding Venus body positivity programme and art workshops for rangitahi in the Bay of Islands-Whangaroa ward.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $5,000 (plus GST if applicable) be paid from the Boards Community Fund account to Toi Ngapuhi Ltd towards the costs of Te Toi Mahara Arts Summit.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $4,095 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Opua Hall Society towards rehabilitation and safety improvements outside the Opua Hall.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $8,000 (plus GST if applicable) be paid from the Boards Community Grant Fund account to Te Runanga o Whaingaroa towards Te Rā o Ngā Tamariki children’s day celebration of Matariki 2024.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $2,539.52 (plus GST if applicable) be paid from the Boards Community Grant Fund account and to $1,460.48 (plus GST if applicable) be paid from the Boards Placemaking Fund account (a total of $4,000) to Bay of Islands Waldorf Trust towards the completion of the project including whakiro carvings on the multi-use teepee.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $7,935 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Vision Kerikeri towards tree and track maintenance on the Wairoa Stream track.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $71,179.50 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Bay of Islands Walkways Trust towards the creation of additional sections of the Russell-Okiato Cycle Trail. It is noted that any signage on this part of the trail will remain the responsibility of the applicant and will not be maintained or repaired by Council.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the sum of $10,000 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Kerikeri Sports Complex towards Te Amo Pūtoro,

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board approve the request from Business Paihia to use the funds granted in resolution 2024/29 in the sum of $22,500 (plus GST if applicable) be used towards the costs of venue hire and event promotion for the wider festival, due to funding restraints cancelling the sound/light show.

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.

Each application must meet at least one community outcome from the Council’s Long-Term Plan. The six community outcomes are as follows:

1. Proud, vibrant communities;

2. Prosperous Communities supported by a sustainable economy;

3. Communities that are safe, connected and sustainable;

4. Communities that are prepared for the unexpected;

5. A wisely managed and treasured environment that recognises the role of tangata whenua as kaitiaki;

6. We embrace and celebrate our unique culture and heritage and value it as a source of enduring pride.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Requested	Recommend	Comments	Type
Everybody is a Treasure – youth arts wananga and body positivity project	$3,000	$3,000	The applicant is seeking funding to work with schools and run a body positive programme (Finding Venus) as well as running a wananga for Far North in association with local schools. The applicant has applied to all three Boards for funding. This meets community outcomes 1, 3 and 6	Arts, Culture and Heritage/ Event
Conquer Caulerpa Trust -promotion and education	$11,250	$11,250	The Trust has been working with NRC to promote awareness and educate the public about the issues around exotic Caulerpa in the Bay of Islands. NRC have provided funding in the past, but currently have no budget to fund them for this financial year. The trust is seeking funding from the Board for the first time.	Community Development
Opua Hall Society – rehabilitation and safety improvements	$4,095	$4,095	The Opua Hall was affected by sewerage and wastewater overflows, which have since been repaired by FNDC. The external area of the hall, which was severely impacted has had limited remediation provided, with no further funding or plans for remediation in any FNDC budget. The hall committee is seeking funding to undertake further works I this area, which is not opposed by the FNDC facilities team.	Infrastructure
Te Runanga o Whaingaroa – Te Rā o Ngā Tamariki	$8,000	$8,000	The applicant is seeking funding to run a comprehensive children’s day event in Kaeo celebrating Matariki 2024.	Arts, Culture and Heritage/ Event
Toi Ngapuhi Limited – Te Toi Mahara Arts summit	$10,000	$5,000	The applicant has also applied to Creative Communities for assistance towards the costs of holding the Te Toi Mahara Arts Summit, which focuses on Ngapuhi art and artists.	Arts, Culture and Heritage/ Event
Waldorf Education Trust – Whakiro carvings on multi-use tee-pee structure	$4,000	$4,000	The applicant is seeking funding for the completion of a project involving whakiro carvings and a multi-use teepee at their kindergarten. They have been working towards acquiring funding for this project and have previously secured $2,500 from the creative communities committee.	Arts, Culture and Heritage/ Event
Vision Kerikeri – Wairoa Stream Track repairs and maintenance	$7,935	$7,935	The applicant is seeking funding towards tree felling and track maintenance along the Wairoa Stream track. They have a volunteer agreement with Council to undertaken this work, and Council staff have confirmed that they are supportive of these works, but have no budget within Council to undertake the planned projects.	Infrastructure
Bay of Islands Walkways and Walking Trust – Russell-Opua Cycleway	$71,500	$71,179.50	The works planned are being done in association with the NTA. The proposal for the new sections is specifically for the cycle trail, and FNDC asset staff indicate it would not be (or become) an asset of FNDC. They do request that there needs to be an agreement that the signs planned for these works do not belong to Council and will not be maintained by Council.	Infrastructure
Kerikeri Sports Complex – Te Amo Pūtoro	$50,000	$10,000	The applicant is already working with FNDC towards this project and it is noted that staff time and support has been provided by Council towards this project, including an agreement in principal towards future maintenance.	Infrastructure
Business Paihia – Matariki 2024	$22,500	$22,500	The applicant was granted funding at the Board meeting of 18 April 2024 (2024/t29) towards costs of the lighting and sound for the show that was to take place on Matariki evening. This show is now unable to go ahead as sufficient funds have not been secured. The applicant is asking if they can use the funds towards venue hire and promotion of the wider festival, as an expanded programme of workshops and events have been added on in place of the single show.	Arts, Culture and Heritage/Event

Take Tūtohunga / Reason for the recommendation

The applicants were 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. Click Happy - A4735112 ⇩

2. Conquer Caulerpa - A4735114 ⇩

3. Opua Hall Society - A4735120 ⇩

4. Te Runanga o Whaingaroa - A4735109 ⇩

5. Toi Ngapuhi - A4735113 ⇩

6. Waldorf Educational Trust - A4735116 ⇩

7. Vision Kerikeri - A4735110 ⇩

8. Bay of Islands Walkway Trust - A4735115 ⇩

9. Kerikeri Sports Complex - A4735107 ⇩

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

20 June 2024

8.2 Statement of Community Board Fund Account as at 30 April 2024

File Number: A4732298

Author: Segun Rotimi, Accounting Support Officer

Authoriser: Jonathan Slavich, 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 receive the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 30 April 2024”.

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 Board	Placemaking Fund
Community Fund Account balance as at 01 July 2023	$201,549.00	$100,000.00
· Plus, unused funds from 2021-23	$61,790.35	$93,360.86
Less funds granted and uplifted to 30 April 2024	$187,404.83	-
· Less funds not uplifted from previous community meetings (committed to projects)	$39,132.00	$102,785.86
Community Fund Account balance as at 30 April 2024	$36,802.52	$90,575.00

2) Discussion and Options

Board members will consider the applications on the agenda and decide on what level of funding to allocate. The balance as at 30 April 2024 in the Community Fund account is $36,802.52 and the balance in the Placemaking Fund account is $90,575.00.

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

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of relevant community board funds to the Bay of Islands-Whangaroa Community Board. The statement of the Community Fund account as at 30 April 2024 is attached.

Attachments

1. Statement of Community Fund Account BOI-Whangaroa as at 30 April 2024 - A4732126 ⇩

Time:	10.00AM
Location:	Turner Centre, Kerikeri