Agenda of Extraordinary Bay of Islands-Whangaroa Community Board Meeting

Extraordinary Bay of Islands-Whangaroa Community Board Meeting Agenda

27 June 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

Extraordinary Bay of Islands-Whangaroa Community Board Meeting

will be held in the Virtual via Microsoft Teams on:

Friday 27 June 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 Ngā Pūrongo / Reports. 8

6.1 Allocation of Remaining Community Board Grants and Budgets 2024/2025. 8

7 Karakia Whakamutunga / Closing Prayer. 17

8 Te Kapinga Hui / Meeting Close. 17

Extraordinary Bay of Islands-Whangaroa Community Board Meeting Agenda

27 June 2025

6 Ngā Pūrongo / Reports

6.1 Allocation of Remaining Community Board Grants and Budgets 2024/2025

File Number: A5239221

Author: Kim Hammond, Community Board Coordinator

Authoriser: Jacine Warmington, Group Manager - Strategic Relationships

Take Pūrongo / Purpose of the Report

The purpose of this report is to allow the Bay of Islands-Whangaroa Community Board (the Board) to consider the allocation of the remaining budgets for 2024/2025 from the Community Grant Fund Placemaking Fund and future use of the Eastern Town Beautification budget 2024/2025.

WhakarĀpopoto matua / Executive Summary

· Staff have been advised by Te Whare Pora o Whangaroa that, due to funding received from the Creative Communities Fund and original project costs being discounted, the previously allocated funding of $1,460 from the Board is no longer required.

· The Board currently has an unallocated budget of $17,629.49 available under the Community Grants / Pride of Place 2024/2025 fund.

· Staff have been approached by Our Kerikeri Charitable Trust regarding several projects that are ready to proceed, contingent upon funding allocation.

· The 2024/2025 Eastern Town Beautification budget of $57,000 remains unspent. The Board has identified potential capital projects that could utilise this funding effectively.

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board:

a) Rescind resolution 2025/8 of 20 February 2025 approving the sum of $1,460 (plus GST if applicable) from the Boards Community Fund account to Te Whare Pora o Whangaroa for the costs towards Heti and Hope concert.

b) Approve the sum of $14,843 (plus GST if applicable) to be paid from the Eastern Town Beautification Budget to Our Kerikeri Charitable Trust for the purchase and installation of six lights, four located outside of Harcourts Bay of Islands on the corner of Kerikeri Road and Homestead Road and two located outside of ANZ 90 Kerikeri Road and Fairway Drive.

Noting that this work is to be undertaken once Council approval has been acquired and in conjunction with Council.

c) Approve the sum of $1,095 (plus GST if applicable) to be paid from the Board Community Fund Account to Our Kerikeri Charitable Trust for the purchase and installation of string LED’s for the four main trees on Kerikeri Road.

Noting that this work is to be undertaken once Council approval has been acquired.

d) Approve the sum of $5,000 to be paid from the Board Community Fund Account to Our Kerikeri Charitable Trust for the purchase of Christmas Street Decorations.

e) Approve the sum $8,679 (plus GST if applicable) to be paid from the Board Community Fund Account to Our Kerikeri Charitable Trust for delivery of a mural on 5 Fairway Drive, Kerikeri.

f) Approve the sum of $4,315 (plus GST if applicable) to be paid from the Board Community Fund Accounts to Far North Holdaings Limited to be used for the production of the Erosion Report or implementation of works that fall from the Erosion Report as part of the Russell Placemaking Project.

g) Recommend to Council the Carry Forward of the 2024/2025 Eastern Town Beautification Budget of $42,157, in September 2025.

1) TĀhuhu kŌrero / Background

The requests made by Our Kerikeri and Russell Working Group has been checked by staff for completeness and complies with the conditions of the Community Grant Policy and Community Outcomes as stated in the Long-Term Plan.

The projects 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: Our Kerikeri Charitable Trust – Reinstating of the main streetlights

Requested: $14,843

Recommend: $14,843

Comments: Ten years ago, beautification efforts were undertaken on Kerikeri’s main street, including the installation of up lights to enhance the streetscape. However, the original lighting was not sealed properly and has since deteriorated, necessitating replacement.

Currently, the lighting includes:

· 4 up lights outside Harcourts

· 2 up lights outside ANZ

· 10 up lights outside the John Butler Centre

The proposed upgrade will feature sealed, durable lighting fixtures with the capability to change colours to mark special occasions—such as red for ANZAC Day and yellow for Daffodil Day. This enhancement will not only elevate the aesthetic appeal of the main street at night but also contribute to improved safety and visibility for pedestrians and drivers.

This initiative continues the commitment to making Kerikeri a vibrant, welcoming, and safe community hub.

This request meets community outcomes 3, 4 and 5.

Type: Infrastructure

Applicant: Our Kerikeri Charitable Trust – lighting of trees (fairy lights)

Requested: $1,095

Recommend: $1,095

Comments: In addition to the up lights, Our Kerikeri propose installing commercial-grade fairy lights in the trees along the main street. These lights will add warmth and charm to the streetscape, creating a welcoming atmosphere for locals and visitors alike. Shops adjacent to the trees have agreed to share the cost of operating the fairy lights in partnership with Our Kerikeri, demonstrating strong community support for the initiative.

This request meets community outcomes 3, 4 and 5.

Type: Town Beautification

Applicant: Our Kerikeri Charitable Trust – Christmas decorations

Requested: $5,000

Recommend: $5,000

Comments: Over the past few years, Our Kerikeri has partnered with The Magic Playhouse to create and store large outdoor Christmas decorations for the business district of Kerikeri. These decorations have become a cherished part of the town’s festive season, bringing joy and vibrancy to the main street.

Key Benefits:

· Festive Atmosphere: The decorations create a joyful and welcoming environment that lifts community spirit and celebrates the holiday season.

· Boosts Local Business: The festive streetscape draws more visitors to the area, increasing foot traffic and supporting local shops and eateries.

· Community Pride: Residents take pride in the beautifully decorated town, which strengthens local identity and engagement.

This request meets community outcomes 3, 4 and 5.

Type: Town Beautification

Applicant: Our Kerikeri Charitable Trust - Mural

Requested: $8,679

Recommend: $8,679

Comments: A new large-scale mural is set to be installed on the side of the building at 5 Fairway Drive, Kerikeri, continuing the town’s commitment to public art and beautification.

Renowned local artist Erika Pearce—whose work can be seen throughout the district on buildings, playgrounds, utility boxes, and rock walls—will lead the project. Known for her vibrant, nature-inspired designs and community-focused themes, Erika’s murals have become iconic features across the Bay of Islands.

This upcoming mural will be:

· Visually striking, adding colour and character to the streetscape

· A celebration of Kerikeri’s identity, culture, and creativity

· A continuation of the town’s beautification efforts, enhancing the visual appeal of public spaces

The installation will contribute to Kerikeri’s growing reputation as a hub for public art, encouraging community pride and attracting visitors to the area.

This request meets community outcomes 3, 4 and 5.

Type: Town Beautification

Applicant: Russell Placemaking Project (beach access and erosion) – Far North Holdings Limited

Requested: $$4,315

Recommend: $$4,315

Comments: At the June 2025 meeting, the Board agreed to endorse the Kororāreka Russell Placemaking Plan, which includes a key focus on improving beach access. This component of the plan aims to:

· Preserve the historic pōhutukawa trees

· Prevent further erosion

· Encourage safe and sustainable use of the beach

However, recent weather events have significantly exacerbated erosion along the waterfront, making this part of the plan increasingly challenging to implement. An erosion report is currently underway, which will provide expert recommendations on how to remedy the issue.

In the meantime, interim measures are urgently needed to limit further erosion and protect this environmentally and culturally significant area. These actions are essential to ensure the long-term viability of the beach access improvements and the preservation of the natural landscape.

This request meets community outcomes 1, 2, 3, 4, 5 and 6.

Type: Environment and heritage

In Te Pae Tata (Three-Year Long-Term Plan 2024–2027), Elected Members deliberated and agreed to reinstate Town Beautification funding allocated to Community Boards. This decision reflects a recognition of the valuable contributions made by Community Boards in enhancing the well-being of communities across the district.

Elected Members specifically noted in Te Pae Tata that this funding plays a vital role in supporting local initiatives that improve public spaces and foster community pride.

However, to date, staff have not approached the Community Board to recommend how this funding should be allocated. It is essential that the Community Board be provided the opportunity to guide and allocate this funding toward projects that reflect local priorities and community needs.

Empowering the Community Board to make these decisions ensures that beautification efforts are locally driven, responsive, and impactful.

TAKE TŪTOHUNGA / REASON FOR THE RECOMMENDATION

Our Kerikeri and the Russell Placemaking Project are and will be working closely with staff to complete these projects.

For each request the Board has three options.

Option One: Authorise funding for the full amount requested.

Option Two: Authorise partial funding.

Option Three: Decline the request for funding.

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

Budgetary provision has been made, and the grants will be allocated in accordance with the Community Grant Policy.

Āpitihanga / Attachments

1. Our Kerikeri - Quotes for Projects - A5241725 ⇩

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 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 requests submitted have been 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 requests received.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	All proposed initiatives have been developed with consideration for a wide range of community members who are likely to be affected by or have an interest in these matters e.g. providing a more engaging town environment for all, enhancing beach access to make natural spaces more inclusive and accessible.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary provision has been made and the requests will be allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	Reviewed by CFO.

Time:	10:00 AM
Location:	Virtual via Microsoft Teams