Agenda of Bay of Islands-Whangaroa Community Board Meeting

Bay of Islands-Whangaroa Community Board Meeting Agenda

17 April 2025

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 17 April 2025 at 10:00 AM

Te Paeroa Mahi / Order of Business

1 Karakia Timatanga / Opening Prayer. 7

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

3 Te Wāhanga Tūmatanui / Public Forum.. 7

4 Ngā Tono Kōrero / Deputation. 7

5 Ngā Kaikōrero / Speakers. 7

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

6.1 Confirmation of Previous Minutes. 8

7 Ngā Pūrongo / Reports. 16

7.1 Winter 2025 Rural Travel Funding Applications. 16

7.2 Chairperson and Members Report 20

7.3 Project Funding Reports. 28

7.4 Funding Applications. 47

8 Ngā Pūrongo Taipitopito / Information Reports. 226

8.1 Bay of Islands-Whangaroa Community Board Open Resolution Report 226

8.2 Alfresco Dining Applications. 229

8.3 Bay of Islands - Whangaroa Community Hall Annual Information 2023-2024. 243

9 Te Wāhanga Tūmataiti / Public Excluded. 310

9.1 Lease request over 25 Homestead Road, Kerikeri - Northland District Health Board310

10 Karakia Whakamutunga / Closing Prayer. 310

11 Te Kapinga Hui / Meeting Close. 310

Bay of Islands-Whangaroa Community Board Meeting Agenda

17 April 2025

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

6.1 Confirmation of Previous Minutes

File Number: A5044375

Author: Marysa Maheno, 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 20 March 2025 and Extraordinary meeting held 10 April 2025 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. 2025-03-20 Bay of Islands-Whangaroa Community Board Minutes - A5119705 ⇩

2. 2025-04-10 Bay of Islands-Whangaroa Community Board Minutes - A5155382 ⇩

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

17 April 2025

7 Ngā Pūrongo / Reports

7.1 Winter 2025 Rural Travel Funding Applications

File Number: A5131367

Author: Kathryn Trewin, Funding Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

Take Pūrongo / Purpose of the Report

To allocate Rural Travel Funding for the 2025 winter sporting season.

tŪtohunga / Recommendation

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

a) Moerewa Tigers Rugby League $2,235

b) Kerikeri High School $1,235

c) Kerikeri Football Club $2,235

d) Bay of Islands Gymnastics $1,235

e) Bay of Islands College $2,235

f) Russell Marlins Football Club $1,250

$10,425

1) TĀhuhu kŌrero / Background

Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding. Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results. This funding round is the second of two funding rounds for the current financial year, for sporting activities taking place in winter, or until approximately September 2025 when the next round of funding is allocated.

Council advertises that funding is available approximately one month before applications close online (including on Council’s Facebook page), with the closing dates notified on the Rural Travel Funding page at the start of each calendar year (when the Community Board meetings dates are set). The Sport Northland representatives also forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

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

Project reports for any previous grants have been received from all the current applicants. The funding recommendation summary is attached, with applications being provided under separate cover to the Board.

	Sport New Zealand (Rural Travel)
What are the Objectives?	Subsidise travel for junior teams participating in local sport competition.
How much is available?	$29,363.00 across the Far North District
Funding is not available for	Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.
Who can apply?	Schools and clubs.
What age group is funding for?	Funding is available for youth/children aged 5 - 19 years of age.
Eligible Sports	Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

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

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

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

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

Council now receives one grant annually from Sport New Zealand. Sport Northland no longer offer Tū Manawa funding through Councils and undertake granting of this funding themselves.

The total budget for rural travel funding for the 2024/25 financial year is $29,363. The percentage of youth throughout the district is translated into percentages to calculate the percentage of funding each Board can allocate. $3,075 was allocated by the Board for the summer round of applications. The amount the board has available to grant for the Winter travel round is $10,432, which includes unallocated funding from the summer travel round.

Āpitihanga / Attachments

1. BOIWCB - Rural Travel Summary - A5131383 ⇩

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.	Sport New Zealand and Far North District Council Funding Agreement.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming the project reports.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

17 April 2025

7.3 Project Funding Reports

File Number: A5135534

Author: Kathryn Trewin, Funding Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

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) Fiona Craig – Barbed Wire on the Beaches

b) Kerikeri Business Association – Hanging Baskets

c) Bay of Islands Budgeting Services - Moerewa Christmas

d) Turner Centre – Harmonic Resonators

e) Wainui Marae – Piri Mokeno Tournament

f) Friends of Northland Dance – Welcome to the Circus

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. Barbed Wire on the Beaches - A5135515 ⇩

2. Kerikeri Business Association - A5135519 ⇩

3. Moerewa Christmas - A5135513 ⇩

4. Turner Centre - Harmonic Resonators - A5135527 ⇩

5. Wainui Marae - Piri Mokeno Games - A5135529 ⇩

6. Welcome to the Circus - A5135528 ⇩

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

17 April 2025

7.4 Funding Applications

File Number: A5135540

Author: Kathryn Trewin, Funding Advisor

Authoriser: Aisha Huriwai, Manager - Democracy Services

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

· Thirteen new applications have been received, as well as one that was left to lie at the end of the December meeting, requesting a total of $56.465.

· Funding was granted in November 2024 for a production that was unable to go ahead, and the Board is asked to rescind the resolution granting this funding, allowing the funding to be reallocated in this financial year.

· The Board has $62,050 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 rescind resolution 2024/133 of November 2024 granting the sum of $5,000 (plus GST if applicable) to the Northern Dance Academy for costs towards the show Enliven, as the show was unable to take place.

tŪtohunga / Recommendation

b) That Bay of Islands-Whangaroa Community Board approve the sum of $1,652 (plus GST if applicable) be paid from the Boards Community Fund account to Tania Pomana for costs towards running Matariki Printing Wananga in Bay of Islands-Whangaroa ward libraries.

tŪtohunga / Recommendation

c) That Bay of Islands-Whangaroa Community Board approve the sum of $3,333 (plus GST if applicable) be paid from the Boards Community Fund account to Jannine Pikari for costs towards running Matariki Rongoa Wananga in Bay of Islands-Whangaroa ward libraries.

tŪtohunga / Recommendation

d) That Bay of Islands-Whangaroa Community Board approve the sum of $1,706 (plus GST if applicable) be paid from the Boards Community Fund account to Korari Enterprises for costs towards running Matariki Papermaking Wananga in Bay of Islands-Whangaroa ward libraries.

tŪtohunga / Recommendation

e) That Bay of Islands-Whangaroa Community Board approve the sum of $1,585 (plus GST if applicable) be paid from the Boards Community Fund account to Medina Koni for costs towards running Matariki Raranga Wananga in Bay of Islands-Whangaroa ward libraries.

tŪtohunga / Recommendation

f) That Bay of Islands-Whangaroa Community Board approve the sum of $4,851 (plus GST if applicable) be paid from the Boards Community Fund account to The Dust Palace Trust for costs towards running the show Te Tangi a Te Tūi.

tŪtohunga / Recommendation

g) 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 Far North Resilient Communities for costs towards seed funding for kai resilience.

tŪtohunga / Recommendation

h) That Bay of Islands-Whangaroa Community Board approve the sum of $3,959 (plus GST if applicable) be paid from the Boards Community Fund account to Living Theatre Charitable Trust for costs towards running Matariki Glow Show 2025.

tŪtohunga / Recommendation

i) That Bay of Islands-Whangaroa Community Board approve the sum of $2,600 (plus GST if applicable) be paid from the Boards Community Fund account to The Centre for costs towards running Matariki Ngā Reha te reo Māori play performance.

tŪtohunga / Recommendation

j) That Bay of Islands-Whangaroa Community Board approve the sum of $2,898 (plus GST if applicable) be paid from the Boards Community Fund account to Vision Kerikeri for costs towards tree maintenance on the Wairoa Stream track.

tŪtohunga / Recommendation

k) That Bay of Islands-Whangaroa Community Board approve the sum of $2,521 (plus GST if applicable) be paid from the Boards Community Fund account to Whangaroa Health Services Trust for costs towards replacing gym equipment for community use.

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 Paua Trust/Maryann Connor for costs towards running Matariki movies in Moerewa.

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 Whangaroa RSA for costs towards running Whangaroa RSA Centenary Commemorations.

tŪtohunga / Recommendation

n) That Bay of Islands-Whangaroa Community Board approve the sum of $12,220 (plus GST if applicable) be paid from the Boards Community Fund account to the Kerikeri Football Club for costs towards mobile pitch floodlights.

tŪtohunga / Recommendation

o) 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 Road Safety Education Limited for costs towards running road safety education classes at Kerikeri High School.

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

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

3. Proud, vibrant communities;

4. Prosperous Communities supported by a sustainable economy;

5. Communities that are safe, connected and sustainable;

6. Communities that are prepared for the unexpected;

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Requested	Recommend	Comments	Type
Northern Dance Academy – Enliven	$5,000	Rescind	Funding was granted to Northern Dance Academy in November 2024 for their show Enliven, which was due to take place in December 2024. Due to unavailability of the director, it was unable to take place as applied for. The funds were not uplifted, but the resolution needs to be rescinded to allow the funds to be reallocated.	Event
Tania Pomana - Printing	$1,652	$1,652	These applications are for a series of workshops to be run at the FNDC libraries over Matariki, showcasing Māori art and culture. The Board supported similar applications in 2024, and applications have been made to all three Boards for wananga in their area. This application is only for wananga in Bay of Islands-Whangaroa. These applications meet community outcomes 1,2,3 and 5.	Art, culture and heritage
Jannine Pikari - Rongoa	$3,333	$3,333
Korari Enterprises - Papermaking	$1,706	$1,706
Medina Koni - Raranga	$1,585	$1,585
The Dust Palace Trust – Te Tangi a Te Tūi	$4,851	$4,851	This application is for a full immersion reo Māori circus theatre show. The applicant provides educational resources and whanaungatanga opportunities post-show, working with schools, kura Kaupapa Māori and wharekura within the region. This application meets community outcomes 2, 3 and 5	Event
Far North Resilient Communities – Seed funding for kai resilience	$3,000	$3,000	The applicant is working with a number of different groups and is seeking seed funding to help resource two community kai projects that will be selected at a strategy hui. This application meetings community outcomes 1, 3, 4, 5 and 6	Community
Living Theatre Charitable Trust – Matariki Glow Show	$3,959	$3,959	The applicant has received funding from this board previously for Bad Jelly the Witch and from the other community boards for a glow show (for students to attend). They have applied for funding from multiple funders and note that it is increasingly difficult in the current financial climate and that they have been unable to secure sponsorship or ongoing funding for their annual shows. This meets community outcomes 2, 3 and 5	Event
The Centre – Ngā Reha Matariki Performance	$5,740	$2,600	The applicant is seeking funding for a reo play performance called Ngā Reha for Matariki. The amount recommended would cover sound and lights, venue technician, lighting and design operating fee, costume/props and writers fee. The performers will also hold a workshop with Kerikeri High school, with education resources, and allow for whanaungatanaga after performances.	Event
Vision Kerikeri – Tree Trimming on Wairoa Stream track	$2,898	$2,898	The applicant has secured a quote at a lower than usual cost for the trimming and/or removal of trees. The amount requested is for the the full amount of the quote, but does not take into account the volunteer work that will be provided by the organisation. Confirmation from the District Facilities team that this work is approved to take place is being sought at the time this report is being written. This meets community outcomes 3 and 5	Environment
Whangaroa Health Services Trust – replacement of gym equipment	$2,521	$2,521	The trust has applied for funding to replace equipment to allow for community use, as well as for classes for rangitahi that allow them to engage and be involved within their community. While the application shows this being the full cost, it does not take into account the venue use (which is provided free of charge for classes) and the volunteer time of the personal trainer, which is provided free of charge. This meets community outcomes 3 and 4	Community
Paua Trust/Maryann Connor – Matariki movies in Moerewa	$5,000	$5,000	The applicant was part of the group that ran a similar event in Kaikohe last year, when the movie Moana was played in te reo at a free community event for Matariki. This year, they are planning on running the event at Simson Park in Moerewa. This meets community outcomes 2, 3 and 5	Event
Whangaroa RSA – Centenary Commemorations	$5,000	$5,000	The Whangaroa RSA is commemorating their centenary in 2025 and is asking for help with the costs to run the event. The amount requested could be used towards the preparation of a book about the history of the Whangaroa RSA and members, a plaque, flags for the building and the 2025 ANZAC day service. This meets community outcomes 2, 3, 5 and 6	Event
Kerikeri Football Club – Mobile pitch floodlights	$12,220	$12,220	The applicant has been fundraising for mobile pitch floodlights to allow for practices and games to take place when it is darker, particularly during the winter months. They have received a significant grant from Pub Charities and are seeking assistance from the Board for this project so they have the lights for the winter season. This meets community outcomes 2, 3 and 5
Road Safety Education – Education Classes	$3,000	$3,000	The applicant is seeking funding towards the costs of holding road safety education classes at Kerikeri High School. This was left to lie at the December 2024 and February 2025 meeting as the Board had questions to ask of the applicant. This meets community outcomes 1, 3 and 4	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. Tania Pomana - A5135517 ⇩

2. Jannine Pikari - A5135524 ⇩

3. Korari Enterprises - A5135516 ⇩

4. Medina Koni - A5135511 ⇩

5. The Dust Palace - A5135523 ⇩

6. Far North Resilient Communities - A5135514 ⇩

7. Living Theatre Charitable Trust - A5135521 ⇩

8. The Centre - Ngati Rehia Matariki - A5135512 ⇩

9. Vision Kerikeri - A5135518 ⇩

10. Whangaroa Health Services Trust - A5135509 ⇩

11. Maryann Connor/Paua Trust - A5135522 ⇩

12. Whangaroa RSA - A5135520 ⇩

13. Kerikeri Football Club - A5141685 ⇩

14. Road Safety Education Trust - A5009958 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Applications received are assessed against the Community Grants Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	There are no implications for Māori in relation to the applications received in relation to whenua and/or wai.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Bay of Islands-Whangaroa Community Board Meeting Agenda

17 April 2025

8.2 Alfresco Dining Applications

File Number: A5113688

Author: Harirewa Watene-Te Haara, Team Leader - Monitoring

Authoriser: Trent Blakeman, Acting Group Manager - Delivery and Operations

Take Pūrongo / Purpose of the Report

To allow the Bay of Islands-Whangaroa Community Board the ability to provide comment on the renewal alfresco dining applications from: CC’s Café Cinema, Kerikeri and Greens Thai Cuisine, Paihia, Kawakawa Bakehouse Café and Roast.

WhakarĀpopoto matua / Executive Summary

· CC’s Café Cinema has applied for renewal of their existing Alfresco Dining licences. Greens Thai Cuisine and Kawakawa Bakehouse Café and Roast have applied for a new licence.

· All businesses 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.

tŪtohunga / Recommendation

That the Bay of islands-Whangaroa Community Board:

a) Pursuant to the Council resolution passed on 30 June 2022, provide comment on the alfresco dining approval applications from:

i) CC’s Café Cinema, Kerikeri

ii) Greens Thai Cuisine, Paihia

iii) Kawakawa Bakehouse Café and Roast, Kawakawa

1) TĀhuhu kŌrero / Background

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

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

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

(a) vehicles; and

(b) stands, stalls or mobile shops; and

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

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

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

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

Copies of the two draft approvals for the period 1/7/24 – 30/6/25 are found in attachment A and B.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

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

The following 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

Āpitihanga / Attachments

1. Alfresco Dining - Kawakawa Bakehouse - A5157679 ⇩

2. Alfresco CC's Cafe Cinema Kerikeri - A5157682 ⇩

3. Greens Thai Cuisine Alfresco Licence - A5157687 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

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

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	The Alfresco Dining Policy 2014 was revoked on 30 June 2022. Regulation of alfresco dining is outlined in the Road Use Bylaw 2022. The rules around approvals for alfresco dining are essentially unchanged, and therefore the level of significance for the recommendation to comment on the renewal 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.
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.

Bay of Islands-Whangaroa Community Board Meeting Agenda

17 April 2025

8.3 Bay of Islands - Whangaroa Community Hall Annual Information 2023-2024

File Number: A5111137

Author: Michelle Rockell, Team Leader - Property Management

Authoriser: Ruben Garcia, Group Manager – Community and Engagement

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to present to the Bay of Islands -Whangaroa Community Board the 2023-2024 Annual General Meeting (AGM) minutes, financial statement and statistical data as provided by Kāeo (Whangaroa) Memorial Hall, Paihia Memorial Hall, Whangaroa Village Hall, Tōtara North Hall and Waipapa Hall Committees.

WHAKARĀPOPOTO MATUA / Executive SummarY

· The 2016 Community Halls Policy requires Community Hall Committees that occupy Council owned halls to provide annual accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

· This report presents the information received from those Community Hall Committees in response to letters sent from Council staff.

TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands - Whangaroa Community Hall Annual Information 2023-2024.

tĀHUHU KŌRERO / Background

Several Council owned community halls are managed by community committees as per the Hall and Facilities Strategy dated June 2015 (attached) and the Community Halls Policy dated September 2016 (attached).

The Hall and Facilities Strategy notes Councils vision for community halls is “A network of fit for purpose, affordable community facilities that connect and support resilient, healthy and vibrant communities.”

The Community Halls Policy includes the following key statements:

· Ensure that the communities current and future needs for halls or similar facilities are met.

· Ensure that communities take active roles in facilitating the provision of an appropriate number of accessible, safe and well-maintained facilities.

· Adopt preferred frameworks for Councils involvement in community halls and for partnership arrangements.

· Encourage and enhance the capability of communities to improve their facilities.

The Policy also outlines the responsibilities between Council, Community Board and that of the Hall Committee.

The following table identifies the ownership details of the community halls per Ward:

	Council owned on Council land	Council owned on Crown land	Community owned on Council land	Community owned on Community land
Kaikohe – Hokianga Ward	Kaikohe War Memorial Kohukohu South Hokianga War Memorial Kaikohe Senior Citizen’s Horeke Okaihau Rawene	Taheke Community Centre		Broadwood Ngawha Waimamaku Umawera
Te Hiku Ward	Herekino, Mangonui Oruru (remains closed)	Lake Ohia Kaingaroa	Whatuwhiwhi	Fairburn Waiharara Araiawa Takahue – no longer exists
Bay of Islands – Whangaroa Ward	Paihia Russell Tōtara North Waipapa Whangaroa Memorial (Kāeo) Whangaroa Village	Maromakū	Moerewa	Opua Pakaraka

In November each year, Council staff contact the various hall committees that occupy Council owned halls, reminding them of the need to provide Council with a copy of their AGM minutes, financial statements and usage data as per the letter and template attached.

It is the intention of Council staff to present the Community Hall Committee information to the appropriate Community Board around April/May annually.

At the time of writing this report, community hall information had not been received from Russell Town Hall or Maromakū Town Hall l. All other information reports are attached to this report.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Below is a breakdown of the annual reports received:

Kāeo (Whangaroa) Memorial Hall

• Total number of bookings: 180, including:

o 7 regular community bookings

o 2 casual bookings

o 4 commercial bookings.

• Improvements Completed: Purchase and installation of new curtains. Purchase of new carpets in the foyer. Installation of new spotlights for the stage. Replacement of lights in the two stage back rooms.

• Maintenance Completed: Repairs and painting of disabled access ramp. Clean up of storage area and cabinets. Clean up of stage storage cupboards. On going electrical problems continue to be addressed as they occur.

Paihia Memorial Hall

• Total number of bookings: 429, including:

o 8 regular community bookings

o 12 casual bookings

• Improvements Completed: All joinery replaced by FNDC.

• Maintenance Completed: Painting and cleaning.

Tōtara North Hall

• Total number of bookings: 208 community bookings.

• Maintenance Completed: Installation of drain to remove rainwater from concrete. New toilet seat.

• Chair AGM Report was emailed, due to file format we were unable to open. Alternate format not received at this time.

Waipapa Hall

• Total number of bookings: 480, including:

o 13 regular community bookings

o 9 casual bookings

o 1 commercial bookings.

• Improvements Completed: 2 x Heat Pumps installed.

• Maintenance Completed: All fluorescent and other light fixtures in working order.

Whangaroa Village Hall

• Total number of bookings: average 5 per week, including:

o 6 regular community bookings

o 7 casual bookings

• Improvements Completed: Tables replaced.

Next Steps

Community Board members will consider the content of the information received.

The Community Board will decide what steps to take with those Community Hall Committees who have yet to provide the information requested as per the 2016 Community Halls Policy.

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

The following asset information is current as of 16 October 2024.

Depreciation