AGENDA
Bay of Islands-Whangaroa Community Board Meeting
Thursday, 21 November 2024
Time: |
10.00AM |
Location: |
Turner Centre, Kerikeri |
Membership:
Chairperson Belinda Ward
Deputy Chairperson Lane Ayr
Councillor Ann Court
Member Bruce Mills
Member Amy Slack
Member Roddy Hapati-Pihema
Member Jane Hindle
Member Tyler Bamber
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 21 November 2024 at 10.00am
Te Paeroa Mahi / Order of Business
1 Karakia Timatanga / Opening Prayer
2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest
3 Te Wāhanga Tūmatanui / Public Forum
4 Ngā Tono Kōrero / Deputation
6 Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes
6.1 Confirmation of Previous Minutes
7.1 Setting of 2025 Meeting Schedule
7.2 Alfresco Dining Application
7.5 Chairperson and Members Report
8 Ngā Pūrongo Taipitopito / Information Reports
8.1 Bay of Islands-Whangaroa Community Board Open Resolution Report
9 Karakia Whakamutunga / Closing Prayer
10 Te Kapinga Hui / Meeting Close
ki te mahi me te ngākau auaha me te whakamahi i ngā pūkenga me te mātauranga i roto i ngā wānanga me ngā whakataunga kia whakatūria ai tētahi Hapori e matatika ana, e tū kotahi ana ka mutu ka whakapiki anō i te oranga o tō tātou rohe, ka whakatau anō i ngā take o te rohe i runga i te tika me te pono.
We ask that through the boards discussions and decisions the representatives elected may advocate on behalf of the Bay of Islands-Whangaroa community with aroha, imagination, skill and wisdom to achieve a fairer and more united community that enhances the wellbeing of the community and solves the community's problems efficiently and effectively.
2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Manager - Democracy Services (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
3 Te Wāhanga Tūmatanui / Public Forum
· To be confirmed on the day.
4 Ngā Tono Kōrero / Deputation
· No requests for deputations were received at the time of the Agenda going to print.
5 Ngā Kaikōrero / Speakers
· Shirley May representing Bay of Islands Country and Rock Festival in relation to item 7.4a page 36.
· Kellie Hull representing Friends of Dance Northland Charitable Trust in relation to item 7.4b page 36.
· Sarah Curtis representing Kerikeri Business Association in relation to item 7.4c page 36.
· Liz Russell representing Northern Dance Academy Trust in relation to item 7.4d page 36.
· Amy Crisp representing Amy Crisp speaking in relation to item 7.4e page 36.
· Craig Seuseu representing SMC Events speaking in relation to item 7.4f page 36.
· Tana Apiata representing Te Ti a Māori Reserve Waitangi Marae speaking in relation to item 7.4g page 37.
· Gerry Paul representing Turner Centre speaking in relation to item 7.4h page 37.
· Jackie Matthews representing Paihia Christian Community Church speaking in relation to item 7.4n page 37.
6.1 Confirmation of Previous Minutes
File Number: A4956725
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 24 October 2024 are a true and correct record.
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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.
1. 2024-10-24 Bay of Islands-Whangaroa Community Board Minutes - A4938896 ⇩
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.
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7.1 Setting of 2025 Meeting Schedule
File Number: A4960773
Author: Maria Bullen, Democracy Advisor
Authoriser: Aisha Huriwai, Manager - Democracy Services
Purpose of the Report
To allow the Community Board to set their meeting dates for the 2025 calendar year.
Executive Summary
· Each Community Board is responsible for setting their own meeting dates.
· The report recommends that the Bay of Islands-Whangaroa Community Board meet 4-weekly.
· The Community Board meetings will be held on Thursdays.
That the Bay of Islands-Whangaroa Community Board: a) adopt the following meeting dates for the 2025 calendar year: · 20 February 2025 · 20 March 2025 · 17 April 2025 · 15 May 2025 · 12 June 2025 · 10 July 2025 · 7 August 2025 · 4 September 2025 b) and delegates to Chair Belinda Ward authority to change the meeting dates. |
1) Background
The Local Government Act (LGA) requires a local authority to hold meetings that are necessary for the good governance of its region or district. The Local Government Official Information and Meetings Act (LGOIMA) promotes the open and public transaction of business at meetings. Neither the LGA or LGOIMA requires a local authority to schedule meetings a year in advance, however it is considered good practise throughout New Zealand.
Council reserve 28 October of each year, as a non-Council meeting day, in recognising the signing of He Whakaputanga o te Rangatiratanga o Nu Tireni – Declaration of Independence of the United Tribes of New Zealand.
Community Boards are required to set their own meeting dates.
2) Discussion and Options
This report recommends that Bay of Islands-Whangaroa Community Board meet on Thursdays, 4 weekly when possible.
The 2025 formal meeting calendar proposed to Council is that Council and Committee meetings would be held on a 4 weekly rotation and that Te Miromiro – Assurance, Risk and Finance would be held 6 weekly. As part of the Formal Meeting Calendar adoption by Council reserve dates have been set aside for workshops.
The proposed Community Board meeting dates are considered in the Council 2025 formal meeting calendar. The proposed meeting dates ensures minimal meeting event conflicts and sufficient time for report escalation to the following Council meeting.
Please note, additional time may be required from time to time for unexpected or unanticipated matters. This should however be minimal. Staff are committed to providing as much notice as possible and making sure that business where possible, is restricted to the days adopted as part of this schedule.
Community Boards are also encouraged to meet informally outside of the formal meeting schedule to touch base or conduct workshops to discuss various matters.
Reason for the recommendation
To adopt a schedule of Bay of Islands-Whangaroa Community Board meetings for the 2025 calendar year.
3) Financial Implications and Budgetary Provision
There is a cost in supporting meetings, and these are covered within operational budgets.
Nil
Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
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.
Compliance requirement |
Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This matter 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. |
The relevant legislation as referenced in the report is the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
Community Boards are responsible for setting their own meeting schedule. Similar reports will be written suggesting alignment with Council and Committee meetings. |
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 particular implications for Māori. Meetings are not scheduled on significant dates ie Waitangi Day, Matariki or He Whakaputanga. |
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 does not have any implications on persons identified in legislation. |
State the financial implications and where budgetary provisions have been made to support this decision. |
Financial implications are covered within operational budgets. |
Chief Financial Officer review. |
The CFO has not reviewed this report. |
File Number: A4951249
Author: Ken Ward, Team Leader - Monitoring
Authoriser: Trent Blakeman, Manager - Building Services
Take Pūrongo / Purpose of the Report
To allow the Bay of Islands-Whangaroa Community Board the ability to provide comment on the renewal alfresco dining application from Bakery Café plus.
WhakarĀpopoto matua / Executive Summary
The above-named business has applied for an Alfresco Dining licence.
They have paid the necessary application fee.
The Bay of Islands-Whangaroa Community Board has delegation over activities on reserves and can comment on alfresco dining applications.
That the Bay of islands-Whangaroa Community Board: a) Pursuant to the Council resolution passed on 30 June 2022, provide comment on the renewal of alfresco dining approval applications from: i) Bakery Café plus, Kerikeri. |
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
(c) animals; 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.
Bakery Café plus initially applied for approval for six tables and 12 chairs together with two retainers with café branding. Team Leader Monitoring has required that they limit the application to 4 tables with eight chairs and no retainers. The café owner is happy with that compromise.
Copy of the draft approval for the period 1/7/24 – 30/6/25 can be found in attachment A.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
On 30 June 2022, Council delegated to Community Board authority to comment on alfresco dining applications.
The following options proposed for the Bay of Islands-Whangaroa Community Board to consider in regard to the alfresco dining approvals:
Option no. |
Option Description |
Advantages |
Disadvantages |
1 |
Provide comment on the alfresco dining renewal approval applications from |
Applications comply 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 renewal of alfresco dining approval and new alfresco dining approval which will contribute towards the final decision on the alfresco dining applications.
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 applicants have paid the required application fee for the renewal of alfresco dining approval.
1. Bakery cafe plus Kerikeri - A4964604 ⇩
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 |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
The Alfresco Dining Policy 2014 was revoked on 30 June 2022. Regulation of alfresco dining is outlined in the Road Use Bylaw 2022. The rules around approvals for alfresco dining are essentially unchanged, and therefore the level of significance for the recommendation to comment on the renewal of alfresco dining applications or new alfresco dining application 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. |
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.
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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 reviewed this report. |
File Number: A4939858
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.
That Bay of Islands-Whangaroa Community Board note the project reports received from: a) Bad Jelly the Witch b) Kerikeri Theatre Co – Little Shop of Horrors c) Te Pokapu Tiaki Taiao o Te Tai Tokerau Trust – Timebank Workshops d) Vision Kerikeri |
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.
1. Bad Jelly the Witch - A4939838 ⇩
2. Kerikeri Theatre Co - A4939835 ⇩
3. TPTToTTTT - A4939840 ⇩
4. Vision Kerikeri - A4939844 ⇩
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 |
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.
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File Number: A4939868
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
· Fourteen applications have been received requesting $93,964.
· The Board has $169,904 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.
a) That Bay of Islands-Whangaroa Community Board approve the sum of $3,154 (plus GST if applicable) be paid from the Boards Community Fund account to the 2025 Bay of Islands Country Rock Festival for costs towards hosting the 2025 event. |
tŪtohunga / Recommendation b) That Bay of Islands-Whangaroa Community Board approve the sum of $5,750 (plus GST if applicable) be paid from the Boards Community Fund account to the Friends of Northland Dance for costs towards running Welcome to the Circus. |
tŪtohunga / Recommendation c) That Bay of Islands-Whangaroa Community Board approve the sum of $5,000 (plus GST if applicable) be paid from the Boards Placemaking Fund account to the Kerikeri Business Association for costs towards main street hanging baskets. |
tŪtohunga / Recommendation d) 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 Northern Dance Academy for costs towards running the show Enliven. |
tŪtohunga / Recommendation e) That Bay of Islands-Whangaroa Community Board approve the sum of $8,407 (plus GST if applicable) be paid from the Boards Placemaking Fund account to Amy Crisp for costs towards installing shade sails at the Ōpua Playground. |
tŪtohunga / Recommendation f) 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 SMC Events for costs towards running the Kids Tryathlon at Waitangi. |
tŪtohunga / Recommendation g) 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 the Te Ti a Māori Reserve Waitangi Marae for costs towards electrical replacement at the Marae. |
tŪtohunga / Recommendation h) 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 Turner Centre for costs towards hosting the Harmonic Resonators and Kapa Haka Community Classes. |
tŪtohunga / Recommendation i) 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 Kawakawa Business Association for costs towards Kawakawa Christmas 2024 event. |
tŪtohunga / Recommendation j) 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 Budgeting Services for costs towards hosting the Moerewa Christmas 2024 event. |
tŪtohunga / Recommendation k) 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 Te Runanga o Whaingaroa for costs towards hosting the 2024 Kāeo Christmas event. |
tŪtohunga / Recommendation l) 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 Our Kerikeri for costs towards hosting the 2024 Kerikeri Christmas event. |
tŪtohunga / Recommendation m) 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 Tracey Cadogan for costs towards hosting the 2024 Russell Christmas event. |
tŪtohunga / Recommendation n) That Bay of Islands-Whangaroa Community Board approve the sum of $3,690 (plus GST if applicable) be paid from the Boards Community Fund account to the Paihia Christian Community Church for costs towards hosting the Carols on the Green in Paihia. |
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 |
2025 Bay of Islands Country Rock Festival |
$3,154 |
$3,154 |
The applicant is seeking funding towards costs of hosting the 2025 Bay of Islands Country Rock Festival. It is noted that the applicant has taken on help with making applications and is seeking external funding. The Board has supported this applicant previously. This meets community outcomes 1, 3 and 6. |
Art, Culture and Heritage/Event |
Friends of Northland Dance – Welcome to the Circus |
$5,750 |
$5,750 |
The applicant is seeking funding towards the costs of putting on a dance show at the Turner Centre called Welcome to the Circus. This meets community outcomes 1, 3 and 6. |
Art, Culture and Heritage/Event |
Kerikeri Business Association – Hanging Baskets |
$7,840 |
$5,000 |
The applicant previously received funding towards this project, which was very well received in 2023/24/ They are working towards becoming self-sustaining, but have fallen short on the amount required for the 2024/25 year, and have had to come to the Board to request assistance this year. This meets community outcomes 1, 3 and 6. |
Infrastructure |
Northern Dance Academy – Enliven |
$10,000 |
$5,000 |
The applicant is seeking funds towards putting on a show at the Turner Centre. This meets community outcomes 1, 3 and 6. |
Art, Culture and Heritage/Event |
Amy Crisp – Ōpua Playground Shadesails |
$8,407 |
$8,407 |
The applicant has worked with FNHL and local organisations to secure funding towards this project. The amount requested is the final total necessary to install the shade sails at this well-utilised park. This meets community outcomes 1, 3. |
Infrastructure |
SMC Events – Kids Tryathlon |
$5,000 |
$5,000 |
The applicant is returned to Waitangi with a traditional kids triathlon event and is seeking assistance from the Board. |
Art, Culture and Heritage/Event |
Te Ti A Māori Reserve Waitangi Marae – Electrical work |
$18,973 |
$10,000 |
The applicant is seeking funding for stage 2 of their marae upgrade project. They have also lodged applications with other funders and secured the full amount of funding stage 1 elsewhere. This meets community outcomes 1, 3, 5 and 6. |
Infrastucture |
Turner Centre – Harmonic Resonators |
$6,150 |
$5,000 |
The applicant is seeking funding for a concert by the Harmonic Resonators, as well as another round of Kapa Haka lessons for the community. This meets community outcomes 1, 3 and 6. |
Art, Culture and Heritage/Event |
|
$5,000 |
$5,000 |
The Board’s Strategic Plan states that the Board will: “Fund one Christmas event or Parade in Kerikeri, Kāeo, Kawakawa, Moerewa, Paihia and Russell of up to $5,000 per annum for the event.” This meets community outcomes 1, 3 and 6. |
Art, Culture and Heritage/Event |
Bay of Islands Budgeting – Moerewa Christmas |
$5,000 |
$5,000 |
Art, Culture and Heritage/Event |
|
Te Runanga o Whaingaroa – Kāeo Christmas |
$5,000 |
$5,000 |
Art, Culture and Heritage/Event |
|
Our Kerikeri – Kerikeri Christmas |
$5,000 |
$5,000 |
Art, Culture and Heritage/Event |
|
Tracy Cadogan – Russell Christmas |
$5,000 |
$5,000 |
Art, Culture and Heritage/Event |
|
Paihia Christian Community Church – Carols on the Green |
$3,690 |
$3,690 |
The Board has already funded the Paihia Christmas Parade for 2024, so this application is for an additional Christmas event in Paihia. This meets community outcomes 1, 3 and 6. |
Art, 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.
1. 2025 Bay of Islands Country Rock Festival - A4939846 ⇩
2. Friends of Northland Dance - Enliven - A4939852 ⇩
3. Kerikeri Business Association - Hanging Baskets - A4939842 ⇩
4. Northern Dance Academy Trust - Welcome to the Circus - A4939824 ⇩
5. Ōpua Playground - A4939830 ⇩
6. SMC Events - Kids Tryathlon - A4939826 ⇩
7. Te Ti A Maori Reserve Waitangi Marae - A4939836 ⇩
8. Turner Centre - Harmonic Resonators - A4939832 ⇩
9. Kawakawa Christmas - A4939850 ⇩
10. Moerewa Christmas - A4939854 ⇩
11. Kāeo Christmas - A4939860 ⇩
12. Kerikeri Christmas - A4939821 ⇩
13. Russell Christmas - A4939829 ⇩
14. Paihia Christian Community Church Carols on the Green - A4939822 ⇩
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 |
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.
|
File Number: A4957133
Author: Kim Hammond, Community Board Coordinator
Authoriser: Scott May, Manager - Stakeholder Relationships
Take Pūrongo / Purpose of the Report
The report provides feedback to the community on matters of interest or concern to the Community Board.
That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Ward and Members Lane Ayr and Jane Hindle. |
1) 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.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
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.
TAKE TŪTOHUNGA / 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.
3) 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.
1. Chairperson Report - Belinda Ward - A4959932 ⇩
2. Members Report - Lane Ayr - A4970265 ⇩
3. Members Report - Jane Hindle - A4956961 ⇩
8.1 Bay of Islands-Whangaroa Community Board Open Resolution Report
File Number: A4956737
Author: Maria Bullen, Democracy Advisor
Authoriser: Aisha Huriwai, Manager - Democracy Services
TAKE PŪRONGO / Purpose of the Report
To provide the Bay of Islands-Whangaroa Community Board with an overview of outstanding decisions from 1 January 2021.
WHAKARĀPOPOTO MATUA / Executive SummarY
· Council staff have reintroduced open resolution reports as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.
· Open resolution reports are in place for Council, Committees and Community Boards.
That Bay of Islands-Whangaroa Community Board receive the Bay of Islands-Whangaroa Community Board November Open Resolution Report. |
tĀHUHU KŌRERO / Background
Open resolution reports provide regular updates on progress against decisions made at meetings.
Open resolution reports have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
The Democracy Services staff are working with staff to ensure that the project completion times are updated so that open resolution reports provided to members differentiate between work outstanding and work in progress.
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.
1. Open Resolution Report - A4970745 ⇩