Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

19 September 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 Turner Centre, 43 Cobham Road, Kerikeri on:

Thursday 19 September 2024 at 10.00am

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 He Pānui Whakamōtini / Notice of Motion. 8

6.1 Notice of Motion - Delegation to Bay of Islands-Whangaroa Community Board for the Kerikeri Domain. 8

7 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes. 10

7.1 Confirmation of Previous Minutes. 10

8 Ngā Pūrongo / Reports. 16

8.1 New Road Name - 3 Clark Road, and 5 & 7 Clark Road, Kerikeri 16

8.2 New Road Name - 1597 Matauri Bay Road, Kaeo 0478. 21

8.3 Review of Community Grant Policy 2018. 25

8.4 Project Funding Reports. 48

8.5 Funding Applications. 63

8.6 Chairperson and Members Report 147

9 Ngā Pūrongo Taipitopito / Information Reports. 165

9.1 Bay of Islands-Whangaroa Community Board August Open Resolution Report 165

10 Karakia Whakamutunga / Closing Prayer. 167

11 Te Kapinga Hui / Meeting Close. 167

Bay of Islands-Whangaroa Community Board Meeting Agenda

19 September 2024

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

7.1 Confirmation of Previous Minutes

File Number: A4862038

Author: Maria Bullen, Democracy Advisor

Authoriser: Aisha Huriwai, 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 15 August 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. 2024-08-15 Bay of Islands-Whangaroa Community Board Minutes - A4832327 ⇩

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

19 September 2024

8 Ngā Pūrongo / Reports

8.1 New Road Name - 3 Clark Road, and 5 & 7 Clark Road, Kerikeri

File Number: A4848687

Author: Trinity Lane, Finance and Customer Services Administrator

Authoriser: Tanya Proctor, Head of Infrastructure Strategy

Take Pūrongo / Purpose of the Report

To seek approval from the Bay of Islands – Whangaroa Community Board to name two private roads.

WhakarĀpopoto matua / Executive Summary

· A Road Naming application to name two private roads addressed 3 Clark Road, and 5 & 7 Clark Road, Kerikeri was received.

· Community Boards have delegated authority to allocate names for previously unnamed local roads, reserves and other community facilities.

tŪtohunga / Recommendation

That the Bay of Islands – Whangaroa Community Board name two new private roads Te Taiao Lane and Te Tira Lane, currently addressed at 3 Clark Road, and 5 & 7 Clark Road Kerikeri, 0230.

1) TĀhuhu kŌrero / Background

An application was submitted by Gemscott King Limited on the 20^th of June 2024 to name the new private roads.

Gemscott King Limited proposed “Te Taiao Lane” and “Te Tira Lane.”

Te Taiao and Te Tira came from a Kōrero held with Ngāti Rēhia- “Te Tira tukuiho, hei oranga Taiao” was used to determine the names for this roading development. This translates to “Our Community is climate smart, secure and respectful”.

The proposed names were sent to Land Information New Zealand to obtain feedback. A response was received confirming both road names are acceptable for use for 3 Clark Road in this area and can be approved as per the Addressing Standards 2011 and all road names are acceptable for use for 5 & 7 Clark Road in this area and can be approved as per the Addressing Standards 2011 dependant on the use of the road name for 3 Clark Road.

Ngāti Rēhia chose the names for these private roads.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The Proposed names are as follows:

3 Clark Road, Kerikeri

· Preferred Choice: Te Taiao Lane

· Second Choice: Te Oranga Lane

5 & 7 Clark Road, Kerikeri

· Preferred Choice: Te Tira Lane

· Second Choice: Te Taiao Lane

· Third Choice: Oranga Lane

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

The road names recommended in this report are not duplicates of any other road names in the district, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011.

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

There will be no financial implications to Council relating to the installation of the road name signs (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.

Āpitihanga / Attachments

1. Map - A4851169 ⇩

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 the naming of a Private Road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	Ngāti Rēhia were consulted and chose the names for this development.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	These lots are owned by Housing New Zealand. There will be no implications.
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name signs (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer as not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

19 September 2024

8.2 New Road Name - 1597 Matauri Bay Road, Kaeo 0478

File Number: A4861544

Author: Trinity Lane, Finance and Customer Services Administrator

Authoriser: Tanya Proctor, Head of Infrastructure Strategy

Take Pūrongo / Purpose of the Report

That the Bay of Islands-Whangaroa Community Board name the Private Road currently addressed at 1597 Matauri Bay Road, Kaeo 0478.

WhakarĀpopoto matua / Executive Summary

· A road naming application to name a private road addressed at 1597 Matauri Bay Road, Kaeo was received on the 28^th of May 2024.

· Community Boards have the delegated authority to allocate road names for previously unnamed private roads, reserves and other community facilities.

tŪtohunga / Recommendation

That Bay of Islands-Whangaroa Community Board name a private road, “Pateretere Place” that is currently addressed at 1597 Matauri Bay Road, Kaeo.

1) TĀhuhu kŌrero / Background

A road naming application was submitted by Matauri X Inc. to name a private road in which 8 dwellings reside.

The applicant proposed “Pateretere Place” as this is the name of the stream that follows the length of the road by the site.

The proposed names were sent to Land Information New Zealand to obtain feedback. A response was received confirming that the 2 proposed road names are acceptable for use in this area and can be approved as per the Addressing Standards 2011.

Geraldine Baker from Kahukuraariki Iwi has been involved in this development and naming of this site.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

The proposed names are as follows:

· Preferred choice: Pateretere Place

· Second choice: Te Awa Awa Place

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

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

Āpitihanga / Attachments

1. Map - A4861539 ⇩

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 the naming of a private road and is of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.
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.	No district wide relevance and the Community Board have the delegated authority to approve road names.
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.	Iwi are involved in this development and were consulted in the name choices. Kahukurariki approve the proposed names.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	All dwellings in this area are owned by Matauri X Inc
State the financial implications and where budgetary provisions have been made to support this decision.	There will be no financial implications to Council relating to the installation of the road name signs (blue on white background name blade). The cost of the road signage and installation will be met by the applicant.
Chief Financial Officer review.	The Chief Financial Officer as not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

19 September 2024

8.3 Review of Community Grant Policy 2018

File Number: A4866454

Author: Lizzie Graham, Policy Advisor

Authoriser: Roger Ackers, Group Manager - Planning & Policy

Take Pūrongo / Purpose of the Report

To seek recommendation from the Bay of Islands-Whangaroa Community Board that Council revoke the Community Grant Policy 2018 and to adopt the Community Board Funding Policy.

WhakarĀpopoto matua / Executive Summary

· The Community Grant Policy 2018, which guides the allocation of community funding from Community Boards, is due for review.

· The current Policy has become outdated due to changes in available funds and evolving community needs.

· The proposed Community Board Funding Policy aims to address these changes and align with current funding structures and community needs.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board recommend that Council

a) revoke the Community Grant Policy 2018

b) adopt the Community Board Funding Policy

1) TĀhuhu kŌrero / Background

On 15 June 2016, Council resolved that a review of all Council external policies would be completed in 2016/17(Agenda item 8.3, document number A1726482, pages 53-57). During this review, four separate Policies were identified to be amalgamated into a single Policy covering Community Grants, namely the Community Grant Policy.

In 2017, amendments were proposed to the Policy to include the newly reinstated Infrastructure Grant Fund, and on 30 August 2017, the amended Community Grant Policy was adopted (Agenda item 4.2, document number A1888944, pages 33-54).

In 2018, further amendments were made to the Community Grant Policy following the 2018-2028 Long Term Plan deliberations where $33,333 for placemaking was granted to each Community Board (Resolution 2018/15). Amendments were made to enable Community Boards to distribute the placemaking funds.

The current Community Grant Policy 2018 contains guidance for the Local Grant Fund, the Infrastructure Grant Fund, and Community Facility Partnerships fund. However, changes in the available funds have occurred since the policy’s inception as both the Infrastructure Grant Fund and Community Facility Partnerships Fund have been discontinued, the Local Grant Fund has been rebranded as the Community Board Grant Fund, and the Pride of Place Fund has been created.

· The Pride of Place Fund is intended to support smaller communities enhance the look and feel of their communities. This fund provides support to help community projects with material, equipment, and other project expenditure. This can involve township beautification, new community assets, entranceways, cycle and walkways, river and streamside clean-up and landscaping, picnic tables and seats, signs, and artworks.

Given these changes, the Community Grant Policy needed to be reviewed.

Council’s role in providing community grants

In New Zealand, councils, as territorial authorities, play a pivotal role in facilitating community development through the provision of grants. These grants serve as crucial financial support mechanisms that empower local initiatives aimed at enhancing community wellbeing.

· Under Section 10 of the Local Government Act, the purpose of local government is to promote the social, economic, environmental, and cultural well-being of communities in the present and for the future. Councils fulfil this purpose by administering grants through various mechanisms, including specific grant programmes tailored to local needs and priorities related to the “four wellbeing’s”.

· Central government has recently announced that it may amend the Local Government Act, including the purpose of local government. If this occurs, staff will review all policies and make recommendations to Council to amend accordingly. Central Government has indicated they will provide further information by the end of 2024. Currently there is no Bill before parliament. Council must continue to adhere to existing legislation.

· Under section 52 of the Local Government Act 2002, roles of Community Boards that relate to community grants include:

· representing, and acting as advocates for, the interests of their communities

· communicating with community organisations and special interest groups within the community.

· The Community Boards in the Far North District have delegated authority from Council to make grants from their allocated Community Funds in accordance with the associated policy. By actively participating in the allocation of community funding, Community Boards help ensure that resources are distributed equitably, projects align with local priorities, and the needs of community members are effectively met.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Staff have completed a separate research report (attachment 1) reviewing the Community Grant Policy. A summary of the report is provided below; for more information, please refer to the full report.

The review has identified that the Community Grant Policy (attachment 2) is outdated and does not accurately reflect the available grant funds or address the issues and opportunities with allocating grants.

· The Community Grant Policy covers three main grant types: Local Grant Fund, Infrastructure Grant Fund, and Community Facility Partnerships Fund. However, several changes in available funds have rendered the policy outdated. The Infrastructure Grant Fund and Community Facility Partnerships Fund have been discontinued, and the Local Grant Fund has been rebranded as the Community Board Grant Fund. Additionally, the Pride of Place Fund has been introduced to support community enhancement projects.

· The Policy includes application and reporting guidelines for each grant type, but feedback from Community Boards and Council’s auditors has highlighted ambiguities in these guidelines, necessitating clearer and more transparent criteria. The policy also does not align with the strategic plans of the Community Boards, which outline their vision, mission, and priorities for three-year terms.

· Community Boards have played a crucial role in the review of the Community Grant Policy through workshops and feedback sessions. The Community Boards provided valuable insights into its issues and opportunities with the current policy and their feedback emphasised the importance of updating the policy.

· As part of this review the following changes are recommended which follow best practice guidelines and reflect the changes in available funds:

· Revoking the Community Grant Policy

· Making a new policy, the Community Board Funding Policy

· Revising the legislative context, strategic alignment, and objectives sections in the current policy to reflect current legislation and strategic priorities

· Updating the background section of the current policy to outline the funds available.

· Redrafting the policy wording for clarity

· Updating the definitions section with clear and concise definition

· Creating a new section for general policies covering guidelines on eligibility criteria, the application process and reporting and accountability requirements

· Adding sections for the Community Board Grant Fund and Pride of Place Fund.

· Staff have prepared a draft Community Board Funding Policy incorporating these changes (attachment 3).

· The Community Board Delegations will need to be updated following the adoption of the new Policy. This update will be incorporated into the general review of delegations scheduled to take place later this year.

Options:

Option One: Recommend that Council Revoke the Community Grant Policy 2018 and Adopt the Community Board Funding Policy (recommended option)

Revoking the Community Grant Policy 2018 and adopting the Community Board Funding Policy will reflect changes in available funds and ensure alignment with the Council's strategic objectives and community outcomes as outlined in the Long-Term Plan and Community Board Strategic Plans.

Advantages

Disadvantages

· Provides clear guidelines for funding applications and allocation

· Aligns funding decisions with strategic objectives and community outcomes

· Streamlines administrative processes and enhances transparency.

· None identified

Option Two: Recommend that Council Maintain status quo/ Do nothing

The Community Grant Policy 2018 will remain in place, with no changes made to current processes.

Advantages

Disadvantages

· None identified

· Existing policy is outdated and does not reflect available funds

· Lack of alignment with Community Board Strategic Plans

· Potential inefficiencies and inconsistencies in grant allocation processes.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

Revoking the Community Grant Policy and Adopting the proposed new Community Board Funding Policy will:

· Provide consistent and streamlined policy guidance for allocating community funding

· Ensure the Policy aligns with current available funds (including the new Pride of Place Fund) and community needs

· Enhance transparency and clarity in funding application and reporting guidelines.

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

Costs to implement the Community Board Funding Policy will be minimal (staff resourcing) and will be met from existing budgets. This resourcing is expected to remain consistent with what is currently required to implement the existing policy.

Also, the Community Board Funding Policy does not determine the available funds for the Community Boards, these amounts are decided through the Annual Plan and Long-Term Plan process.

Āpitihanga / Attachments

1. Attachment 1- Review Research Report Community Grant Policy 2018 - A4819917 ⇩

2. Attachment 2- Community Grant Policy 2018 - A4819921 ⇩

3. Attachment 3- Community Board Funding Policy - A4782400 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	In line with the Significance and Engagement Policy, the adoption of the policy will have little effect on financial thresholds, ratepayers, or levels of service. Therefore, the level of significance is low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Legislation: Local Government Act 2002, section 10 and 52. Long-Term Plan Community Outcomes: · Proud, vibrant communities. · Communities that are healthy, safe and connected. · Prosperous communities supported by a sustainable economy.
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 proposal has District-wide relevance as it affects the allocation of community funding by all Community Boards within the Far North District. To ensure that the views of the Community Boards were sought and incorporated in the review, workshops and feedback sessions were conducted with all three Community Boards. By engaging with the Community Boards at multiple stages of the review process, their perspectives have been thoroughly considered and incorporated into the proposed policy.
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 Community Board Funding Policy will have positive implications for Māori in the Far North district, by ensuring that funding proposals actively involve Tangata whenua in their development.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	The persons likely to be affected include community groups, local organisations, and residents who rely on community funding for their initiatives. Their views have been considered through the workshops and feedback sessions conducted with Community Boards, who represent a diverse range of community interests.
State the financial implications and where budgetary provisions have been made to support this decision.	Costs to implement the Community Grant Funding Policy will be minimal (staff resourcing) and will be met from existing budgets.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

19 September 2024

8.4 Project Funding Reports

File Number: A4866917

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) Brew of Islands 2024

b) Business Bay of Islands – Matariki 2024

c) Opua Hall

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. Brew of Islands 2024 - A4866899 ⇩

2. Business Bay of Islands - Matariki 2024 - A4866888 ⇩

3. Opua Hall - A4866897 ⇩

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

19 September 2024

8.5 Funding Applications

File Number: A4867126

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

· Nine new applications have been received, requesting $54,564.

· The Board has $198,804 to allocate for the Community Board Fund in the 2024/2025 financial year.

· The Board has $100,000 to allocate for the Placemaking Fund in the 2024/2025 financial year.

tŪtohunga / Recommendation

a) 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 the Bay of Islands Business Association towards 2024 Paihia Christmas Parade.

tŪtohunga / Recommendation

b) That Bay of Islands-Whangaroa Community Board approve the sum of $2,000 (plus GST if applicable) be paid from the Boards Community Fund account to the Foster Hope Northland towards costs of running An Evening of Style with Stacey Beatson.

tŪtohunga / Recommendation

c) 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 Graeme Dingle Foundation towards Ngā Ara Whetū at Bay of Islands College.

tŪtohunga / Recommendation

d) That Bay of Islands-Whangaroa Community Board approve the sum of $5,680 (plus GST if applicable) be paid from the Boards Community Fund account to Hidden Pocket Production towards the costs of the musical Flock!.

tŪtohunga / Recommendation

e) That Bay of Islands-Whangaroa Community Board approve the sum of $3,938 (plus GST if applicable) be paid from the Boards Community Fund account to Northern Community Family Services towards financial mentoring and whanau support.

TŪTOHUNGA / RECOMMENDATION

f) That Bay of Islands-Whangaroa Community Board approve the sum of $2,000 (plus GST if applicable) be paid from the Boards Community Fund account to Piri Wiremu Mokeno Games 2024 towards equipment hire.

TŪTOHUNGA / RECOMMENDATION

g) That Bay of Islands-Whangaroa Community Board approve the sum of $3,750 (plus GST if applicable) be paid from the Boards Community Fund account to Te Kāmura School towards equipment hire for the 2024 Whangaroa Arts Festival.

TŪTOHUNGA / RECOMMENDATION

h) 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 Centre, Kerikeri towards facilitation costs for This is Us Here Now community art project.

TŪTOHUNGA / RECOMMENDATION

i) 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 Waitangi Māori Committee the purchase of a basic laptop for administration and the establishment of community gardens in Rāwhiti.

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
Business Bay of Islands – 2024 Paihia Christmas Parade	$5,000	$5,000	The applicant is seeking funding towards the annual Paihia Christmas Parade. The Board’s Strategic Plan states that the Board will: “Fund one Christmas event or Parade in Kerikeri, Kaeo, Kawakawa, Moerewa, Paihia and Russell of up to $5,000 per annum for the event.” This meets community outcomes 1, 3, 6	Arts, Culture and Heritage/ Event
Foster Hope Charitable Trust – Style Evening with Stacey Beatson	$2,000	$2,000	The applicant supplies backpacks for children transitioning into care, frequently at short notice. They are holding a fundraising evening, which has been generously supported by the local community, and are seeking funding to cover some of the equipment hire costs they have not been able to have fully sponsored. This meets community outcomes 1, 3, 6	Arts, Culture and Heritage/ Event
Graeme Dingle Foundation – Ngā Ara Whetū	$5,000	$3,000	The applicant is seeking funding towards the costs of running a mentoring programme at Bay of Islands College. This meets community outcomes 1, 3, 6	Community Development
Hidden Pocket Production – Flock!	$5,680	$5,680	The applicant is seeking funding towards the costs of putting on a musical called Flock! This meets community outcomes 1, 3, 6	Arts, Culture and Heritage/ Event
Northern Community Family Service – financial mentoring and whanau support	$3,938	$3,938	The applicant provides budgeting and family support for families in the Bay of Islands are. They are requesting funding to assist in continuing to provide these services. This meets community outcomes 1, 2, 3	Community Development
Piri Wiremu Mokeno Games 2024	$4,931	$2,000	The applicant is seeking funding towards hosting the 2024 games. They have been supported by the Board in the past. This meets community outcomes 1, 3, 6	Arts, Culture and Heritage/ Event
Te Kāmura School – Whangaroa Arts Festival 2024	$5,220	$3,750	The applicant is seeking funding towards hosing the 2024 Whangaroa Arts Festival, an annual festival that has been supported by the Board in the past. The amount recommended would cover the marquee, chair and portaloo hire. This meets community outcomes 1, 3, 6	Arts, Culture and Heritage/ Event
The Centre – This is us here now	$6,500	$3,000	The applicant is seeking funding towards hosting a community-led art project with workshops (possibly outside of the Centre if transport is an issue). The funding is requested to help cover the facilitation fees of two local artists to lead the collaborative process. This meets community outcomes 1, 3, 6	Arts, Culture and Heritage/ Event
Waitangi Māori Committee – Computer and community gardens	$16,295	$3,000	The applicant, who is based in Rawhiti, is seeking funding for a computer for administration and also funding towards establishing community gardens in the Rawhiti area to help combat food insecurity in the community. They have undertaken similar projects in other areas, but are finding the challenges in the Rawhiti community to be more problematic, including connectivity to acquire quotes and make submissions. This meets community outcomes 1, 3, 6	Community Development

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. Business Bay of Islands - Paihia Christmas 2024 - A4866889 ⇩

2. Foster Hope Charitable Trust - A4866894 ⇩

3. Graeme Dingle Foundation - A4866895 ⇩

4. Hidden Pocket Productions - A4866898 ⇩

5. Northern Community Family Services - A4866891 ⇩

6. Piri Wiremu Mokeno Games 2024 - A4866892 ⇩

7. Te Kamura School - A4866890 ⇩

8. THe Centre - This Is Us Here Now - A4866896 ⇩

9. Waitangi Marae Committee - A4866893 ⇩

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.

Time:	10.00AM
Location:	Turner Centre, Kerikeri