Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

 

 

 

AGENDA

 

 

Bay of Islands-Whangaroa Community Board Meeting

 

Monday, 25 February 2019

 

Time:

10.00 am

Location:

Baysport Pavilion

Harmony Lane

Waipapa

 

 

Membership:

Chairperson Terry Greening - Chairperson

Cr Kelly Stratford

Member Lane Ayr

Member Bruce Mills

Member Martin Robinson

Member Rachel Smith

Member Belinda Ward

Member Manuwai Wells

 

 


 

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 Maori.

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.

 


 

BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name

Responsibility (i.e. Chairperson etc)

Declaration of Interests

Nature of Potential Interest

Member's Proposed Management Plan

Terry Greening

Greening Family Trust

Beneficiary

 

Highly unlikely to interface with FNDC

Bay of Islands Walking Weekend Trust

 

Potential of seeking funds

Step aside from any requests or decisions regarding requests

Russell 2000 Trust

 

 

Trust is about to wind up.

Russell Centennial Trust (Chairman)

Manages Russell Museum

Seeks funds from council

Step aside from any requests or decisions regarding requests

Residence in Russell

Nil

Nil

N/A

Terry Greening (Wife)

Greening Family Trust

Beneficiary

N/A

N/A

Residence in Russell

 

 

 

Lane Ayr

Retired

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Lane Ayr (Partner)

Riverview School

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Martin Robinson

Self-employed

 

 

 

Focus Paihia

Trustee

 

 

Paihia Haven of History Trust

Trustee

 

 

GE Tree Northland

 

 

 

Own a Farm

 

 

 

Martin Robinson (Partner)

Home Maker

 

 

 

Own Section, Lifestyle

 

 

 

Rachel Smith

Acura Accountants Director

 

 

 

Self employed contractor- marketing and events

 

 

 

Self employed

 

 

 

Kerikeri District Business Association

Board member

 

 

Rolands Wood Charitable Trust

Board member

 

 

Rachel Smith (Partner)

Acura accountants Limited, Director

 

 

Kerikeri Cruising Club

 Treasurer

 

 

Riverview School Board of Trustees

Treasury position.

 

 

Belinda Ward

Ward Jarvis Family Trust

Trustee

 

 

Kenneth Jarvis Family Trust

Trustee

 

 

Saltwater Trust

Trustee

 

 

Belinda Ward (Partner)

Ward Jarvis Family Trust

Trustee

 

 

Kenneth Jarvis Family Trust

Trustee

 

 

Saltwater Trust

Trustee

 

 

Bruce Mills

No form received

 

 

 

Manuwai Wells

No form received

 

 

 

Cr Kelly Stratford

Office manager at Kinghans.

 

 

 

Denture assistant at Kawakawa denture Services
self-employed as book keeper Kelly@ksbookkeeoing.net

None

None

 

KS Bookkeeping and Administration

Business owner, bookkeeping and development of environment management plans for clients.

None perceived

I’d step aside from decisions that arise, that may have conflicts.

Kinghans Accounting

Office Administration

None perceived

Step aside from decisions that arise, that may have conflicts.

Waikare Marae Trustees

Trustee

May be perceived conflicts

Case by case basis

Kawakawa Business & Community Association

Committee member/newsletter editor and printer

None perceived

If there was a perceived conflict, I will step aside from decision making

Bay of Islands College

Parent elected trustee

None perceived

If there was a perceived conflict, I will step aside from decision making

Karetu School

Bay Cosmos Soccer

Parent elected trustee. Committee member and coach

None perceived

If there was a perceived conflict, I will step aside from decision making

Property in Waikare and Moerewa

 

 

If there was a perceived conflict, I will step aside from decision making

Coffee and food

Ratepayers sometimes 'shout' food and beverage

Bias or pre-determination

Case by case

Kelly Stratford (Husband)

Property in Moerewa

 

N/A

N/A

 

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held in the Baysport Pavilion, Harmony Lane, Waipapa on:

Monday 25 February 2019 at 10.00 am

Order Of Business

1          Apologies and conflicts of Interest 11

2          Public Forum.. 11

3          Deputations. 11

4          Speakers. 11

5          Confirmation of Previous Minutes. 12

5.1            Confirmation of Previous Minutes. 12

6          Infrastructure and Asset Management Group. 25

6.1            Bay of Islands-Whangaroa Community Board 2018-19 Lighting Projects. 25

6.2            Bay of Islands-Whangaroa New Footpaths Programme 2018/2019. 37

7          Corporate Services Group. 42

7.1            Chairperson and Members Report 42

7.2            Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 December 2018. 49

7.3            Statement of Community Fund Account as at 31 January 2019. 52

7.4            Application for Funding - Be Free Incorporated. 55

7.5            Application for Funding - Kaeo Festival Group. 65

7.6            Application for Funding - Midway Incorporated Northland Day Services Trust 76

7.7            Application for Funding - Pear Tree Paddlers. 86

7.8            Item Left to Lie on the Table - Application for Funding - Russell Tennis Incorporated. 98

7.9            Item Left to Lie on the Table - Application for Funding - Vision Kerikeri 110

8          Information Reports. 122

8.1            Community and Customer Services Activity Report 1 July - 31 December 2018. 122

9          Meeting Close. 136

 

 


 

1            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 Team Leader Governance Support (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.

2            Public Forum

3            Deputations

No requests for deputations were received at the time of the Agenda going to print.

4            Speakers

10.30am     Representative from Be Free Incorporated

10.35am     Representative from Vision Kerikeri

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

5            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2326584

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

  

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.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 10 December 2018 are a true and correct record.

 

1) 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) 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”.

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) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision.

Attachments

1.       Bay of Islands-Whangaroa Community Board Minutes dated 10 December 2018 - A2295724  


 

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

Not applicable

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable

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 is a Community Board report

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.

None

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.

Not applicable

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

25 February 2019

 

   MINUTES OF Far North District Council
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE Totara North Hall, 4 Totara School Road, Totara North
ON Monday, 10 December 2018 AT 10:00 am

 

PRESENT:                   Chairperson Terry Greening, Member Lane Ayr, Member Bruce Mills, Member Martin Robinson, Member Rachel Smith, Member Belinda Ward, Member Manuwai Wells

IN ATTENDANCE:     

STAFF PRESENT:     Tanya Nowell (Team Leader – Infrastructure Programmes),        Gordon Deller (Assets Manager), Kim Hammond (Meetings Administrator)

 

1            Apologies and conflicts of Interest

That apologies from Cr Kelly Stratford be received and accepted.

Member Manuwai Wells declared a conflict of interest in relation to item 9.7 – He Iwi Kotahi Tatou Trust.

 

2            Public Forum

Wade Rowsell and Ian Pope from Kerikeri Men’s Shed spoke regarding upcoming projects and events for at the Kerikeri Men’s Shed.

Douglas Turner from Rangitane Residents Association spoke regarding ongoing funding of the  jetty.

Hannah Hunter from Kaeo Festival Group spoke regarding an upcoming funding application to be submitted to the Community Board requesting funding for the Nga Pura Pura event.

Darryl Francis from MINDS spoke regarding an upcoming funding application to be submitted to the Community Board requesting funding for the purchase of a portable hoist and motion med for Kawakawa pool.

3            Deputations

Nil

 

4        Major Items not on the Agenda

Resolution  2018/46

Moved:       Chairperson Terry Greening

Seconded:  Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board:

a)      resolves to consider the items “Application for Funding - Russell Tennis Club and         Application          for Funding – Vision Kerikeri” not on the agenda as a matter of urgent consideration as           provided in Section 46A(7) of the Local Government Official          Information and Meetings Act 1987.

b)      notes the items were not on the agenda because an administration error occurred in      collating           the Bay of Islands-Whangaroa Community Board agenda for 10 December    2018 meeting.

c)      notes the report’s cannot be delayed until a subsequent meeting because the funding    applications would be retrospective

Carried

 

Against:           Member Belinda Ward

 

5            Speakers

Antoinette Kennard spoke regarding Item 9.4 Application for Funding - Bledisloe Domain Committee.

Pamela-Anne Ngohe-Simon spoke regarding Item 9.7 Application for Funding - He Iwi Kotahi Tatou Trust.

John Stockely spoke regarding Item 9.5 Application for Funding - Cherry Park House Management Committee.

Chrissy Angell spoke regarding Item 9.12 Application for Funding - Russell Tennis Club.

Ruth Heta spoke regarding Item 9.8 Application for Funding - Hope Centre Northland Community Trust.

Sandy Myhre spoke regarding Item 9.10 Application for Funding - Resilient Russell Charitable Trust.

Sam Morgan spoke regarding Item 9.6 Application for Funding - Epilepsy Association New Zealand.

Geoff Hazelden spoke regarding Item 9.11 Application for Funding - Whangaroa County Museum and Archives.

Rolf Muller and Howard Smith spoke regarding Item 9.13 Application for Funding - Vision Kerikeri.

David Lawton and Jim Murdoch spoke regarding Item 9.9 Application for Funding - Reinga Road Reserve Incorporated.

The meeting was adjourned from 11.56 am to 12.30 pm.

6            Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Resolution  2018/47

Moved:       Member Lane Ayr

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board agree that the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 5 November 2018 be confirmed as a true and correct record.

Carried

 

7            Infrastructure and Asset Management Group

7.1         Road Renaming - New Road Name Waa Hoterene Road

Resolution  2018/48

Moved:       Member Manuwai Wells

Seconded:  Chairperson Terry Greening

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, rename “James Road” to “Waa Hoterene Road”.

Carried

 

7.2         Roading Naming - Appletree Lane

Resolution  2018/49

Moved:       Member Rachel Smith

Seconded:  Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a private right-of-way addressed at 7 Shepherd Road, Kerikeri as Appletree Lane as per map (A2268064).

Carried

 

8            Strategic Planning and Policy Group

8.1         Disability Action Group Annual Report 2017-2018

Resolution  2018/50

Moved:       Member Lane Ayr

Seconded:  Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board receives the report Disability Action Group Annual Report 2017-2018.

Carried

 

9            Corporate Services Group

9.1         Chairperson and Members Report

Resolution  2018/51

Moved:       Chairperson Terry Greening

Seconded:  Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Greening and Members Ward, Wells, Ayr and Mills.

Carried

At 12:51 p.m., Member Lane Ayr left the meeting. At 12:52 p.m., Member Lane Ayr returned to the meeting.

9.2         Statement of Community Fund Account as at 31 October 2018

Resolution  2018/52

Moved:       Member Martin Robinson

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 October 2018”.

Carried

 

9.3         Bay of Islands-Whangaroa Community Board Calendar of Meetings for 2019

Resolution  2018/53

Moved:       Chairperson Terry Greening

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board:

a)      adopt the following meeting dates for 2019 until the end of the triennium at venues to    be determined by the Board:

          25 February 2019 – Kerikeri

          15 April 2019 - Moerewa

          20 May 2019 - Russell

          01 July 2019 - Kaeo

          12 August 2019 - Kawakawa

          23 September 2019 - Paihia

b)      delegate the authority to amend the schedule of Community Board meetings from January 2019 until the end of the triennium to the Chief Executive Officer.

Carried

 

9.4         Application for Funding - Bledisloe Domain Committee

Resolution  2018/54

Moved:       Member Belinda Ward

Seconded:  Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board approve the sum of $3,897.41 to be paid from the Board’s Community Fund account to Focus Paihia on behalf of Bledisloe Domain Committee for six months of rubbish collection, installation of footpath, purchase and install blinds, rubber flooring, shipping container and for flood lighting, for the following reason:

i)       Proud vibrant communities

Carried

Attachments tabled at meeting

1     Tabled Document - Additional Information for Funding Application - Bledisloe Domain Committee

 

9.5         Application for Funding - Cherry Park House Management Committee

Resolution  2018/55

Moved:       Member Rachel Smith

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board approve the sum of $3,105 (plus GST if applicable) to be paid from the Board’s Community Fund account to Cherry Park House Committee for the installation and electrical work of heat pumps at Cherry Park House, for the following reasons:

          i. Proud vibrant communities.

Carried

Attachments tabled at meeting

1     Tabled Document - Additional Information for Funding Application - Cherry Park House Management Committee

 

9.6         Application for Funding - Epilepsy Association New Zealand

Resolution  2018/56

Moved:       Chairperson Terry Greening

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board

a)         approve the sum of $2,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Epilepsy New Zealand toward the purchase of a field service vehicle for providing services to the Northland region for the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

b)      request that the community board is identified on the car as a funding agency providing support

Carried

 

9.7         Application for Funding - He Iwi Kotahi Tatou Trust

motion

Moved:       Chairperson Terry Greening

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $5,400 (plus GST if applicable) to be paid from the Board’s Community Fund account to He Iwi Kotahi Trust for costs associated for the Christmas at the Marae event, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities

Amendment

Moved:       Member Belinda Ward

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board

a)      approve the sum of $2,500 as per the Bay of Islands-Whangaroa Strategic Plan Christmas      Events (plus GST if applicable) to be paid from the Board’s Community Fund account to He      Iwi Kotahi Trust for costs associated for the Christmas at the Marae event, for the following         reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities

b)      approve the sum of $2,900 as seed funding for a new event, (plus GST if applicable) to be       paid from the Board’s Community Fund account to He Iwi Kotahi Trust for costs associated         for the Christmas at the Marae event, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities

The amendment became the substantive motion

RESOLUTION  2018/57

That the Bay of Islands-Whangaroa Community Board

a)      approve the sum of $2,500 as per the Bay of Islands-Whangaroa Strategic Plan      Christmas Events (plus GST if applicable) to be paid from the Board’s Community   Fund account to He Iwi Kotahi Trust for costs associated for the Christmas at the     Marae event, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities

b)      approve the sum of $2,900 as seed funding for a new event, (plus GST if applicable) to be paid from the Board’s Community Fund account to He Iwi Kotahi Trust for costs           associated for the Christmas at the Marae event, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities

Carried

Attachments tabled at meeting

1     Tabled Document - Additional Information for Funding Application - He Iwi Kotahi Tatou Trust

 

9.8         Application for Funding - Hope Centre Northland Community Trust

MOTION

Moved:       Member Bruce Mills

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $4,700 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hope Centre Northland Community Trust towards costs associated as outlined in the application for Feast  in the Street on 15 December 2018, which support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Amendment

Moved:       Member Martin Robinson

Seconded:  Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hope Centre Northland Community Trust towards costs associated as outlined in the application for Feast  in the Street on 15 December 2018, which support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

The amendment became the substantive motion:

RESOLUTION  2018/58

Moved:       Member Martin Robinson

Seconded:  Member Belinda Ward

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hope Centre Northland Community Trust towards costs associated as outlined in the application for Feast  in the Street on 15 December 2018, which support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Carried

 

9.9         Application for Funding - Reinga Road Reserve Incorporated

Resolution  2018/59

Moved:       Chairperson Terry Greening

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,792 (plus GST if applicable) to be paid from the Board’s Community Fund account to Reinga Road Reserve Incorporated for the purchase of installing tree protection cages and the annual supply of plants, for the following reason:

i)       Proud vibrant communities

ii)      A wisely managed and treasured environment

Carried

 

9.10       Application for Funding - Resilient Russell Charitable Trust

motion

Moved:       Chairperson Terry Greening

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board approve the sum of $7,738 (plus GST if applicable) to be paid from the Board’s Community Fund account to Resilient Russell Charitable Trust towards the advertising/marketing, trophies, catering, travel/mileage, accommodation and Master of Ceremonies costs to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Amendment

Moved:       Member Martin Robinson

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Resilient Russell Charitable Trust towards the advertising/marketing, trophies, catering, travel/mileage, accommodation and Master of Ceremonies costs to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

The amendment became the substantive motion

Resolution 2018/60

Moved:       Member Martin Robinson

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Resilient Russell Charitable Trust towards the advertising/marketing, trophies, catering, travel/mileage, accommodation and Master of Ceremonies costs to support the following Community Outcomes

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

Carried

 

9.11       Application for Funding - Whangaroa County Museum and Archives Society Incorporated

Resolution  2018/62

Moved:       Member Belinda Ward

Seconded:  Member Rachel Smith

That the Bay of Islands-Whangaroa Community Board approve the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to administration and overhead costs for the Whangaroa County Museum and Archives Society Incorporated, for the following reasons:

          i. Proud vibrant communities.

Carried

Abstained:       Bruce Mills

 

9.12       Application for Funding - Russell Tennis Incorporated

motion

Moved:       Chairperson Terry Greening

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $20,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Tennis Incorporated for the resurfacing of the tennis courts, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities.

Amendment

Moved:       Chairperson Terry Greening

Seconded:  Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board agrees that the Application for Funding – Russell Tennis Incorporated report be left to lie on the table for consideration at a upcoming meeting and request that confirmation of the status and terms of the lease be provided to the Board.

The amendment became the substantive motion

Resolution  2018/63

That the Bay of Islands-Whangaroa Community Board agrees that the Application for Funding – Russell Tennis Incorporated report be left to lie on the table for consideration at a upcoming meeting and request that confirmation of the status and terms of the lease be provided to the Board.

Carried

Attachments tabled at meeting

1     Tabled Document - Report Application for Funding - Russell Tennis Incorporated

2     Tabled Document - Funding Application - Russell Tennis Incorporated

3     Tabled Document - Schedule of Supporting Documentation - Russell Tennis Club

 

9.13       Application for Funding - Vision Kerikeri

motion

Moved:       Member Bruce Mills

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $4,658 (plus GST if applicable) to be paid from the Board’s Community Fund account to Vision Kerikeri for the costs of tree felling and the purchase of timber for steps, for the following reasons:

          ii.       Proud vibrant communities.

Amendment

Moved:       Member Rachel Smith

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board agrees that the Application for Funding – Vision Kerikeri report be left to lie on the table for consideration at an upcoming meeting once approval of the easement for stages two and three have been granted.

The amendment became the substantive motion

Resolution 2018/64

That the Bay of Islands-Whangaroa Community Board agrees that the Application for Funding – Vision Kerikeri report be left to lie on the table for consideration at an upcoming meeting once approval of the easement for stages two and three have been granted.

Carried

Attachments tabled at meeting

1     Tabled Document - Report Application for Funding - Vision Kerikeri

2     Tabled Document - Funding Application - Vision Kerikeri

3     Tabled Document - Schedule of Supporting Documentation - Vision Kerikeri

 

10          Additional Papers

Committee Resolution  2018/65

Moved:       Chairperson Terry Greening

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board receive the following additional papers.

i.    Additional information for Item 9.4 – Application for Funding – Bledisloe Domain Committee

ii.   Additional information for Item 9.7 – Application for Funding - He Iwi Kotahi Trust

iii.  Additional information for Item 9.5 – Application for Funding – Cherry Park House Management Committee

Carried

Attachments tabled at meeting

1     Letter from Douglas Turner - repairs to the jetty in Kerikeri Inlet

2     Petition from Rangitane Residents Association - repairs to the jetty in Kerikeri Inlet

3     Resource Consent from Rangitane Residents Association

 

11          Meeting Close

The meeting closed at 2.44 pm

 

The minutes of this meeting were confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 25 February 2019.

 

 

 

...................................................

CHAIRPERSON

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

6            Infrastructure and Asset Management Group

6.1         Bay of Islands-Whangaroa Community Board 2018-19 Lighting Projects

File Number:           A2335714

Author:                    Aaron Reilly, Lighting & Transport Operations Specialist

Authoriser:             Andy Finch, General Manager - Infrastructure and Asset Management

 

Purpose of the Report

To seek the Board’s approval for the implementation of a revised Street and Amenity Lights Programme for the 2018/19 financial year. 

Executive Summary

·        Council has allocated $48,000 in the 2018/28 Long Term Plan on a district wide basis ($16,000 per ward) for the 2018/19 financial year for new amenity lights.

·        The Bay of Islands-Whangaroa Board’s Strategic Plan identifies the following five potential locations for new street and amenity lights across the ward this financial year:

-     Te Kemara Ave, Waitangi

-     James Street, Russell

-     Whangaroa Road, Whangaroa

-     Kawakawa Business Area

-     Main Street (SH10), Kaeo

·        Following a review of these projects, site visits and discussions held with Elected Members, Council Officers are recommending the removal of all but one of the projects from the plan. Te Kemara Ave, Waitangi is proposed to remain.

·        In addition, this report is seeking the approval for the installation of one amenity light in Nisbet Park, Moerewa.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board

a)      approves the installation of one new amenity light in Nisbet Park, Moerewa to be funded from the 2018/19 Bay of Islands-Whangaroa New Amenity Light budget at an estimated cost of $5,995 excluding GST.

b)      approves the removal of the following four lighting projects from the Strategic Plan:

1.   James Street, Russell

2.   Whangaroa Road, Whangaroa

3.   Kawakawa Business Area

4.   Main Street (SH10), Kaeo

 

1)   Background

Council has allocated $16,000 in the 2018/19 financial year to each of the Community Boards for new amenity lights within their wards. The Bay of Islands-Whangaroa Board also has a carry forward of $18,263 from the 2017/18 financial year.

The Bay of Islands-Whangaroa Board’s Strategic Plan identifies a list of potential locations for new street and amenity lights across the ward.

Street Lighting

The Bay of Islands-Whangaroa Board’s Strategic Plan identified street lighting in the following locations, as a priority in the 2018/19 financial year:

-     Te Kemara Ave, Waitangi

-     James Street, Russell

-     Whangaroa Road, Whangaroa

 

i.     Te Kemara Ave, Waitangi

During the consultation process in 2012 for the new water line to the Copthorne Hotel, Te Tii  A Marae requested that Council install additional streetlights. Council gave an undertaking to assess the existing number of streetlights with a view to installing additional streetlights to improve lighting.


This assessment resulted in the installation of three new streetlights between Tahuna Road and State Highway 11. This section of road had the most significant gaps between existing lights and Council had a planned footpath extension in this location.  The lighting work was completed in October 2014 in conjunction with the upgrade of existing lights to LED, within the budget constraints at that time.

 

ii.  James Street, Russell

The Board’s Strategic Plan recommends the installation of a streetlight outside the Top 10 Holiday Park entrance. The Holiday Park is under new management, the original request for additional lighting was made some years ago by previous management.

 

A site visit was completed with Board Chair on Monday 17th December 2018. We were advised by staff present at the time, that the current operators have installed private lighting on the premises and that the operators and staff have concerns around the potential negative impact (obtrusive glare) that additional lighting may have on their customers.

 

iii. Whangaroa Road, Whangaroa

The Board’s Strategic Plan recommends the installation of street lighting along the Boardwalk /Footpath extension from Lewer Road to Whangaroa Marina.

 

A site visit was completed with Member Bruce Mills on Mon 19th November 2018, it was noted that this section of Whangaroa Road does not have a footpath so it was concluded that this item may be in the incorrect section of the plan and the item should appear under the footpaths section of the plan.

 

Amenity Lighting

Bay of Islands-Whangaroa Board’s Strategic Plan has identified amenity lighting in the following locations, as a priority in the 2018/19 financial year:

-     Kawakawa Business Area

-     3 more strings of decorative blue lights - Main Street (SH10) Kaeo

 

i.     Kawakawa Business Area – Under Veranda Lighting (UVL)

There is an existing community lighting scheme that consists of 29 under veranda lights (UVL) on State Highway 1 in the Kawakawa Community Business District. The system provides light outside shop fronts and for pedestrians using the footpath. The Kawakawa Business and Community Association (KBCA) collects funds from its members who benefit from the lighting to pay for operational costs (maintenance and electricity) associated with the system.

 

The KBA requested financial assistance from Council specifically for the cost of the electricity for the system. This was approved by the GM of Infrastructure and Asset Management in the form of a two year grant totalling $6,720 and a Memo of Understanding was signed between Council and the KBCA in April 2016.

 

Refer to attachment 1 for the information report which went to the Bay of Islands-Whangaroa Board’s meeting on 6th April 2016.

 

Council’s 2015/25 Long Term Plan (LTP) specifically excludes UVL; this position is however not currently covered within Street Lighting Policy #4110.

 

ii.  Blue Decorative Lights Leigh Street (SH10), Kaeo

There are currently approximately 9 strings of decorative blue lights mounted on existing street lights on SH10 Kaeo. Each string consists of approximately 17 blue decorative bulbs.

The brackets and street lights that the existing blue lights are attached to are owned by the New Zealand Transport Agency (NZTA). The poles are power poles owned by Top Energy. The lights perform a decorative function. 

 

Maintenance is costly and timeframes for repair of these lights can be lengthy (up to 15 working days). The main reason for this is this is because the lights are on State Highway and this requires a high level of traffic management compliance.  

 

New Amenity Light - Nisbet Park, Moerewa

Council received RFS 3836711 from a resident in July 2017. The resident requested the installation of a new path from the state highway footpath, to the public toilets in Nisbet Park and pointed out the lack of lighting for the route. A path has since been installed and this item is to consider the request for lighting.

2)   Discussion and Options

Council Policy #4110 – Street lighting

This policy states that Non NZTA subsidised lights shall be funded from the community rate and prioritised by the relevant Community Board. This policy is under review.

 

Street lighting - Te Kemara Ave, Waitangi

This project will require consultation with Maori to ensure the proposed installation of lights (including location and potential impact of works) is supported and viewed as beneficial as the proposed location is outside the Te Tii a Marae.

 

The project will also require an archaeological assessment prior to works being commenced. Council intends to engage Northern Archaeological Research Ltd who carried out the archaeological assessment and survey for the recent repair to a seawall repair at the southern end to the Waitangi Bridge on Te Karuwha Parade.

 

Once these key pieces of work have been completed, a report with a recommendation will be put up to the Bay of Islands-Whangaroa Board for approval.

 

James Street, Russell

Option one - Do nothing (preferred)

James Street is a low speed environment, there are no known traffic safety issues (night crashes) at this location and the road carries relatively low traffic volumes.

The current operators have advised that they do not wish to have a new streetlight at this location.

 

Option two - Install a new light outside the Top 10 Holiday Park

The current operators of the Holiday Park felt there was no longer a need for a new light at this location as they have installed new lighting within their premises. They also expressed concerns regarding obtrusive light.

 

Whangaroa Road, Whangaroa

 

Option one – Do Nothing (preferred)

This section of Whangaroa Road is very narrow with no berm to install lighting in.

There is no footpath/boardwalk in the location to light and it appears that inclusion of this project under the lighting section of the Board’s Strategic Plan may have been an error.

 

Kawakawa Business Area – Under Veranda Lighting

 

Option one – Do nothing (preferred)

Council’s 2015/25 LTP specifically excluded UVL, therefore in the absence of UVL in Council policy, option one is consistent with Council’s current position on UVL.

 

We understand that the KBCA is still collecting funds from their members for the upkeep of the lighting system and Council has not been approached for further financial assistance in the 2018/19 financial year.

 

Option Two – Provide financial assistance to the KBCA for operational costs associated with the lighting system

Option 2 a) If Council was approached for further financial assistance in the future from the KBCA, then the request would be considered on its merits by the General Manager  of Infrastructure and Asset Management, subject to available budget.

 

Option 2 b) The Bay of Islands-Whangaroa Board may wish to consider providing assistance (subject to the application process) to the KBCA for operational costs associated with the system.

 

Blue Decorative Lights - Leigh Street (SH10), Kaeo

 

Option one - Do nothing (preferred).

There are approximately 9 strings of blue decorative lights already installed in Kaeo.  The lights do not add any significant safety benefits for residents and the existing streetlighting scheme is designed primarily for road users.

 

Option two – Install three additional strings of decorative blue lights.

Council could install additional blue lights in Kaeo but the total cost of doing so (capital and ongoing operational) of this option is considered to outweigh the benefits of doing so.

 

New Amenity Light - Nisbet Park, Moerewa

 

Option one – Do nothing

Council could do nothing and rely on the small of light generated from the adjacent streetlight owned by the NZTA.

 

Option two – Install a new amenity light over the path leading to the Public Toilets (preferred).

Option two will provide light and an increased feeling of safety and security for people walking to the Council owned toilets during the hours of darkness.

 

The existing adjacent streetlight will not provide significant light on the path to the toilets as the design of the State Highway street lighting scheme will be primarily focussed on lighting the road only. 

If we do rely on the adjacent streetlight to provide light for the path, Council has no input or control around fault repair times because the light is owned by the NZTA and is not maintained by Council’s current lighting Contractor.

Reason for the recommendation

James Street, Russell

Option one is preferred as there are no known traffic safety issues to be addressed with the installation of new lighting and the current operators of the Holiday Park do not want a new light at this location.

Whangaroa Road, Whangaroa

Option one was the only option considered as there is currently no footpath or berm width to install lighting in and it appears that this item should be under the footpaths section of the plan. 

Kawakawa Business Area – Under Veranda Lighting

Option one is preferred as it is consistent with Council’s existing district wide position on UVL.

We understand that the system is operating at present and the members of the KBCA are still contributing to the upkeep of the system which helps maintain a sense of ownership of the system.

Blue Decorative Lights - Leigh Street (SH10), Kaeo

Option one is preferred as the lights perform a decorative function and do not provide any significant public safety benefits.

The cost (both capital and ongoing operational) of new lights is estimated to be relatively high.

New Amenity Light - Nisbet Park, Moerewa

Option two will enhance safety for people walking to the Council owned toilets from the State Highway during the hours of darkness.

 

Summary of 2018/19 Recommended Revised Programme

New Amenity Light - Nisbet Park, Moerewa

Approval subject to this report

New Streetlights – Te Kemara Ave, Waitangi

Approval subject to future report

 

3)   Financial Implications and Budgetary Provision

James Street, Russell

There is no cost implication with the recommended option (do nothing).

The estimated financial implication of Option two (one new streetlight on a Top Energy power pole) is as follows:

Capital Cost of Installation

$2,750 excl GST

Ongoing operational Cost

Electricity $175 p/annum excl GST Maintenance $250 p/annum excl GST

 

The estimated maintenance cost is an allowance for one visit per annum to investigate and repair one streetlight.

The maintenance costs for any new streetlights is expected to be minimal, particularly early in the life of the asset as all new lights are now quality LED’s.

Whangaroa Road, Whangaroa

There is no cost implication with the recommended option (do nothing).

Option one was the only option considered for the reasons outlined in this report. Lighting this section of Whangaroa Road would require a site specific design and the construction costs would be significant. Street lighting should only be considered as part of an overall improvement project.

Kawakawa Business Area – Under Veranda Lighting

There is no cost implication with the recommended option (do nothing).

The estimated financial implication of Option two would depend on the nature of the request to Council, however using the previous agreement for financial contribution as a basis, the estimated annual cost would be approximately $3,360.

Blue Decorative Lights - Leigh Street (SH10), Kaeo

There is no cost implication with the recommended option (do nothing).

The estimated implication of option two is as follows:

 

Capital Cost of Installation per string of lights

$3,358 excl GST

Ongoing operational Cost per string of lights

Electricity $182 p/annum excl GST

Maintenance $730 p/annum excl GST

 

The estimated maintenance cost is based on one visit to p/annum to investigate repair one string of lights which includes an allowance for plant, labour and traffic management.

New Amenity Light - Nisbet Park, Moerewa

 

The total estimated cost for the installation of one amenity light over the new path in Nisbet Park, Moerewa is as follows:

Capital Cost of Installation

$5,995 excl GST

Ongoing operational Cost

Electricity $175 p/annum excl GST Maintenance $250 p/annum excl GST

 

The estimated maintenance cost is an allowance for one visit p/annum to investigate and repair one amenity light.

The maintenance costs for any new streetlights is expected to be minimal, particularly early in the life of the asset as all new streetlights are now quality LED’s.

The capital cost of installation will be met from the Bay of Islands-Whangaroa New Amenity Light budget.

The available budget is as follows:

2017/18 Carry Forward Budget

2018/19 Budget

2018/19 Total Available Budget

$18,263

$16,000

$34,263

 

The ongoing operational cost will be met from the Eastern Parks and Reserves budget.

The available budget is as follows:

 

 

 

Parks and Reserves Eastern – External Services

$45,184

Parks and Reserves Eastern – Power

$13,275

Attachments

1.       Attachment 1 - Copy of 2016-04-06 BWCB 8.0a Information Report for Grant to Kawakawa Business Association for Interim Solution for Operating Costs Under Veranda Lighting - A2343384  


 

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

Low

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Policy #4110 – Street Lighting

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 is a Community Board report

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.

The issue regarding new lighting on Te Kemara Avenue, Waitangi has been discussed and will be the subject of consultation with effected parties. There are no implications specific to Maori in this report as no recommendation/decisions have yet been made. 

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.

Residents of the Bay of Islands-Whangaroa wad will have an interest. The Community Board represents the views of the community.

State the financial implications and where budgetary provisions have been made to support this decision.

Refer to the financial implications section of this report.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

                                      Attachment Item: 8.0a

MEETING:                   BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD
06 APRIL 2016

Name of item:              GRANT TO KAWAKAWA BUSINESS ASSOCIATION FOR ELECTRICITY COSTS FOR THE EXISTING COMMUNITY LIGHTING SCHEME INSTALLED WITHIN PRIVATELY OWNED VERANDAS

Author:                          Aaron Reilly - Lighting Technician

Date of report:              14 March 2016

1)                                              Document number:       A1693022

Executive Summary

The purpose of this information report is to:

Inform the Bay of Islands-Whangaroa Board of some of the issues surrounding Under Veranda Lighting (UVL) in Kawakawa, and to;

Inform the Bay of Islands-Whangaroa Board that a grant has been offered to the Kawakawa Business Association as an interim solution to cover the electricity costs for the Community Lighting scheme installed within businesses verandas.

 

1)         Background

Council has been approached by the Kawakawa Business Association (BA) for financial assistance for the existing Community Lighting scheme, installed in privately owned verandas.  The basis of the request is that the scheme is costly for business owners and time consuming for the BA to administer.

The lights not only provide security type lighting to privately owned shop fronts, but also provide lighting for pedestrian traffic using the footpath within the CBD which the BA views as a public amenity function paid for by businesses. 

The scheme consists of approximately 29 x 58w fluorescent bulbs, and is controlled (switched on and off) by the streetlight circuit.  The balance of the under veranda lights that are not part of the scheme, are presumably wired into the individual buildings and the electricity is paid for by each business owner with their standard monthly electricity bill.

Under Veranda Lighting (UVL) is not unique to Kawakawa, it is a district wide issue. To date, Council has maintained the position that the lights are not a Council owned asset, and therefore will not pay for operating costs associated with the lighting. 

Councils Long Term Plan (LTP) 2015/25 specifically excludes UVL (see attachment 1); this position is however not currently covered within Councils Street Lighting Policy #4110.

Currently, public lighting on the main street (SH1) of Kawakawa is provided for in two ways:

a)      Via a small number of Streetlights on the main street (State Highway) which are owned and maintained by the New Zealand Transport Agency (NZTA). These streetlights primarily light the road (carriageway) and offer little in terms of lighting the footpath.

b)      Via the UVL lights installed in privately owned veranda’s which form part of the building.

The Community Lighting scheme is unmetered, which means the electricity is billed based on an estimate of electricity consumption. This estimate is worked out by the number and wattage of the lights multiplied by the number hours the lights are on.

Currently, the BA administers the scheme collecting funds annually from each business owner who is signed up to the scheme.

 

2)         Discussion

An audit was carried out by Richard Duley from the BA in conjunction with the current electricity retailer (Trust Power).  This resulted in an agreement for electricity supply for the scheme between the two parties which is paid for up until 31 March 2016.

a)         Cost of Operation

The agreement for Electricity supply for the scheme is approximately $280 p/month ($3,360 p/annum) excluding GST including fixed daily charges.

A total of $150 per 58w light p/annum is charged to the businesses that are signed up to the scheme. This results in a total of $4,350 excluding GST per annum being generated.  The surplus ($990) is used for maintenance of the lights.

A summary of the annual cost is as follows:

Approximate Cost for Electricity Supply p/annum ($280 p/month)

 $3,360.00

Total Amount generated by the scheme p/annum ($150 p/58w light)

 

$4,350.00

Surplus used to maintain the scheme

$990.00

b)  Advantages of the Scheme:

·   Certainty that a fixed number lights will be switched on and functioning year round;

·   Unforeseen circumstances such as change of ownership and financial strife have minimal impact as the costs are settled via an annual fee;

·   Provides security lighting to business owners shop fronts and a public safety and amenity function to the community.

 

c)    Issues associated with the Scheme:

·   Who should pay for lighting, which provides security to shop fronts and a benefit to the public using the footpath;

·   The time associated with administering the scheme (collecting payments from individual business owners);

·   Affordability for businesses in the scheme.

There were two options considered in response to BA’s request for assistance.

Option 1):

Do nothing. This would result in the electricity bills not being paid; eventually the electricity supply to the lights would be cut-off and an immediate potential public safety issue for the community.

Option 2):

Offer a short term (two year) grant to the BA to enable them to pay for the electricity of the lights subject to the following conditions:

·    A Memorandum of Understanding (MoU) would need to be signed requiring the BA to report back to Council on how the grant was spent;

·    The grant is to be allocated and administered by the BA;

·    The lights would remain in the ownership of the businesses;

·    Maintenance costs for the existing scheme will continue to be met and coordinated by the BA.

 

3)         Financial implications and budgetary provision

The grant offered to the BA to cover the electricity costs for the scheme is for two years and is a total of $6,720 ($3,360 p/annum) excluding GST.

This amount is within the General Manager of Infrastructure and Asset Management’s financial delegation.

The grant is able to be met from the Eastern Amenity Development Levy Fund, which has a balance of $82,176.79.

 

4)         Reason for the decision

This report is to inform the Board that a grant of $6,720 excluding GST has been offered to the BA to cover the electricity costs for the Community Lighting scheme for a period of two years, subject to the conditions outlined in section two of this report being met.

This option would enable the existing Community Lighting Scheme to keep functioning in Kawakawa, thus avoiding a potential community safety issue.

The two year timeframe would enable Council to undertake a detailed review of its current Street Lighting Policy #4110, involving workshopping and consulting with affected parties with a goal to finalising its position on UVL on a district wide basis.

 

Manager:   Jacqui Robson - General Manager - Infrastructure and Asset Management Group

Attachment 1: Exclusion of Under Veranda Lighting within Councils Long Term Plan (LTP) 2015/25 - Document number A1693024


 

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 Maori 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.

 

Relationship with existing policies and Community outcomes.

Policy # 4110 - Street Lighting

Possible implications for the relationship of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

None known.

Views or preferences of persons likely to be affected by, or to have an interest in the matter, including persons with disabilities, children and older persons.

Communication with Kawakawa Business Association around the issue. 

Does the issue, proposal, decision or other matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

No

If the matter has a Community rather than a District wide relevance has the Community Board's views been sought?

This is a Community Board report.

Financial Implications and Budgetary Provision.

Chief Financial Officer review.

Financial implications and budgetary provisions have been met.

The Chief Financial Officer has reviewed this report.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

6.2         Bay of Islands-Whangaroa New Footpaths Programme 2018/2019

File Number:           A2348929

Author:                    Jaco Cronje, Project Manager - Footpaths & Cycleways

Authoriser:             Andy Finch, General Manager - Infrastructure and Asset Management

 

Purpose of the Report

To seek approval for the 2018/2019 year footpath programme for the Bay of Islands-Whangaroa Ward.

Executive Summary

·        There is $150,000 allocated in the Long Term Plan for new footpaths in the Bay of Islands-Whangaroa Ward.

·        NZTA have elected to fund new footpath projects from the 2018/2019 financial year at the current Funding Assistance Rate of 66% (i.e. FNDC have to contribute a 34% local share).

·        NZTA will fund the highest ranked footpaths in order of priority, though other footpaths may be put forward on a business case basis.

·        FNDC have therefore prepared a 2018/2019 footpath programme that maximise NZTA funding subsidy. This programme partly aligns with that previously agreed by the Community Board.

Recommendation

That the Bay of Islands-Whangaroa Community Board agrees the revised 2018/2019 footpath programme as follows:

          i.             Cobham Road/Hone Heke Road to Mill Lane

         ii.             Landing Road Bridge to Scudders Beach Road

        iii.             Opua: Kellet Street at Opua School

        iv.             Riddell Road

         v.             Wellington to Little Queen Street

        vi.             Mission Road - Design in 2018/2019, Construction 2019/2020

 

1.       Background

NZTA Footpath Funding

Prior to this financial year, new footpath construction did not attract funding subsidy from NZTA. However, this has now changed and NZTA have advised that they will now fund the construction of new footpaths under the Low Cost – Low Risk programme. This allows for a streamlined funding approval for projects valued at less than $1M, which would include the footpaths routinely constructed by FNDC. It also means that new footpaths funding through this mechanism would attract NZTA funding subsidy at 66% of total project cost.

NZTA’s requirement is that the application for subsidy for new footpaths is not excessive compared to the remainder of the roading programme, and that prioritisation is aligned to the Government Policy Statement on Land Transport.  This has four strategic priorities:

•        Safety – a safe system, free of death and serious injury;

•        Access – a system that provides increased access to economic and social opportunities, enables transport choice and access, and is resilient;

•        Environment – a system that reduces greenhouse gas emissions, as well as adverse effects on the local environment and public health;

•        Value for money – a system that delivers the right infrastructure and services to the right level at the best cost.

Potential new footpaths in the Bay of Islands-Whangaroa Ward have been identified through a blend of resident, FNDC Staff and community board requests. The schedule of new footpaths produced has been prioritised against the above criteria.

This methodology has been accepted by NZTA who have also agreed that they will provide funding subsidy for the highest ranking projects on a Ward rather than a District basis.

The highest ranking projects in each Ward will therefore attract subsidy from NZTA.

Community Board Project List

The Community Board have previously notified staff of their highest priority new footpath projects:

- Landing Road Bridge to Scudders Beach Rd

- Te Tapui Road to Matauri Bay School link

- Opua: Kellet Street at Opua School

- Long Beach Road footpath corner to car park

Two of these projects are included within the 2018/2019 footpaths programme assessed using the NZTA prioritisation methodology described above.

Relationship to the Walking and Cycling Strategy

The Walking and Cycling Strategy is currently under development and is not available to inform this paper. However, the approach detailed in this report will be superseded by the outcomes of the Walking and Cycling Strategy.

2.       Discussion and Options

The proposed 2018/2019 footpath programme partly aligns with the previously stated wishes of the Community Board.

The Community Board has two options:

Option One:

To complete the currently programmed works and receive limited if any subsidy;

-     Landing Road Bridge to Scudders Beach Rd

-     Te Tapui Road to Matauri Bay School link

-     Opua: Kellet Street at Opua School

-     Long Beach Road footpath corner to car park

Option Two:

To complete the recommended 2018/2019 footpath programme and receive maximum subsidy.

Recommendations

It is recommended that the Community Board approve the 2018/2019 footpath programme as follows:

-     Cobham Road/Hone Heke Road to Mill Lane

-     Landing Road Bridge to Scudders Beach Road

-     Opua: Kellet Street at Opua School

-     Riddell Road

-     Wellington to Little Queen Street

-     Mission Road - Design in 18/19, Construction 19/20

 

Reason for the recommendation

The adoption of this recommendation will maximise the size of the 2018/2019 new footpath programme as each individual footpath project will attract 66% funding subsidy from NZTA.

3.       Financial Implications and Budgetary Provision

There is $150,000 per Ward available for footpath construction included in the Long Term Plan this financial year.

NZTA have provisionally approved a $450,000 funded new footpath programme across the District.

 

Attachments

1.       Bay of Islands-Whangaroa Community Board- New Footpaths Programme - A2333942  


 

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 report has a low degree of significance as the outcome will comply with current policy regardless of whether or not subsidy is obtained.

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

The following Policy is relevant:

- Footpaths Policy #5004

The recommendations align with this 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.

As a project involving FNDC headquarters, this project has district wide significance.

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 is no impact on Māori aside from the benefits of adopting the recommendation to maximise benefits.

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.

Customers: Interest in how money is spent, and how much subsidy is gained.  Interest in local work to them;

FNDC Staff: Direction on what to build this year.

State the financial implications and where budgetary provisions have been made to support this decision.

This has been covered under:  3. Financial implications and budgetary provision.

Chief Financial Officer review.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

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7            Corporate Services Group

7.1         Chairperson and Members Report

File Number:           A2326625

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support (Acting)

 

Purpose of the Report

The reason for the recommendation is to note the reports from the Chairperson and Members.  The reports provide feedback to the community on matters of interest or concern to the Community Board and how the Community Board has communicated with community organisations and special interest groups within the community.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board note the reports from Chairperson Greening and Member Ward and Mills.

 

1) 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) 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 reports from the Chairperson and Members provide information to community on these requirements.  They also provide Request for Service (RFS) information on issues of interest or concern to the Community Board, providing a reference for further enquiry on the progress of the matters raised.

The reports from the Chairperson and Members are attached.

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) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1.       Chairperson Greening Members Report - A2357656

2.       Member Ward Community Board Members Report - A2358021

3.       Member Mills Community Board Members Report - A2356866  


 

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

Not applicable

State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.

Not applicable

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 is a Community Board report

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.

Not applicable

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.

Yes

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

25 February 2019

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Terry Greening - Chairperson

Subdivision:                Russell-Opua

·                Date:                             November 2018 – January 2019

·                 

Meetings

Date

Meeting

21/11/2018

Combined Community Boards workshop, Waipapa

26/11/2018

Russell Town Hall  - District Plan Roadshow

27/11/2018

Council Chambers Kaikohe – Council Meeting (Deliberations on Dog Bylaw and Alcohol; in Public Places Bylaw)

27/11/2018

Council Chambers Kaikohe – NTA Review Workshop

28/11/2018

Te Ahu Kaitaia – Extraordinary Council meeting

28/11/2018

Te Ahu Kaitaia – Infrastructure Network Committee meeting

29/11/18

Council Chambers Kaikohe – Audit, Risk and Finance Committee meeting

29/11/2018

Council Chambers Kaikohe – Long Term Asset Funding update

29/11/2018

Council Chambers Kaikohe – Risk Management workshop

03/12/2018

Thirty30 Bar Paihia -  Hospitality NZ meeting to discuss Paihia alcohol issues

06/12/2018

Council Chambers Kaikohe – Annual Plan workshop

06/12/2018

Council offices Kaikohe – meeting with District Facilities Team Leader to discuss various issues

06/12/2018

Council Chambers Kaikohe – Workshop on Swimming Pools and Hokianga Ferry

10/12/2018

Community Board meeting at Totara North Hall

13/12/2018

Council Chambers Kaikohe – Council meeting

17/12/2018

Met with Council staff member in Russell to discuss street lighting requests

17/12/2018

Russell Town Hall committee monthly meeting

19/12/2018

Russell Centennial Trust Board monthly meeting

21/01/2019

Kaingahoa Marae Rawhiti – Te Tangi o Te Ata meeting

22/01/19

Meeting with Council staff at Russell Sports Ground

23/01/2019

Kerikeri Domain – Reserve Management Plan public consultation

24/01/2019

St John Building Kaikohe – FNDC Annual Plan workshop

29/01/2019

Maromaku Hall – Maromaku Reserves Committee meeting

01/02/2019

Hundertwasser Memorial Park, Kawakawa – Mauri blessing for Te Hononga

01/02/2019

John Butler Centre Kerikeri – CEO 1:1 meeting

 

Issues

Nil

 

Resource Consents

Nil

 

Requests for Service/Information

 

 

 

In progress

-     The Cobham Road bus stop continues to provide issues.  I have requested a meeting of all parties to which the CEO agreed.  This is due to occur in the week commencing 11 February 2019.

-     Resolving the toilet issue at Lake Manuwai has now reached its one year anniversary without a satisfactory solution.  I have asked that this issue be addressed ASAP.

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Belinda Ward

Subdivision:                Paihia

·                Date:                             November 2018 – January 2019

·                 

Meetings

22/11/2018 

Bledisloe Domain Committee Meeting

28/11/2018 

Release of Draft DP Consultation Roadshow - Paiha War Memorial Hall

01/12/2018 

Friends of the Williams House Paihia Library Xmas function

03/12/2018 

Paihia Community Group Meeting hosted by Hospitality NZ to address Kings Road safety issues - Thirty30

03/12/2018 

Paihia War Memorial Hall Committee Meeting

03/12/2018 

Focus Paihia AGM - Scenic Circle

05/12/2018 

Focus Paihia Op Shop Fashion Parade fundraiser - BOI Yacht Club

05/12/2018 

Ngati Rahiri Maori Komiti - Carols on the Green - Paihia Village Green

07/12/2018 

Paihia Christmas Parade - Judge

10/12/2018 

Bay of Islands-Whangaroa Community Board Meeting - Totara North Hall

11/12/2018 

Bledisloe Domain Committee Meeting

12/12/2018 

Kerikeri Retirement Village Tour - Bus

31/01/2019 

Bledisloe Domain Meeting with FNDC staff to discuss proposed lighting plan for the Domain.

Issues

-     11/01/19 FNDC staff did "condition assessment" on Paihia War Memorial Hall.

-     Discussions with staff re Strategic Plan & the placement of street lights in Te Kemara Ave near pensioner flats.

-     The number of complaints regarding incidents in the Kings Road area has reduced this summer so far. A positive result from the community, Maori wardens, police & council working together.

-     After hours Police attendance & response has been an issue throughout the 2nd week of January.

-     Much criticism surrounds the heavy day time Police presence on Cruise Ship days only.

-     Residents continue to complain about the disruption within the community on Cruise Ship days.

-     The town maintenance litter & rubbish service has been excellent but parking remains an ongoing challenge.

Outstanding:

-     Still working with District Facilities Manager to remedy the drainage & flooding issues in front of Paihia War Memorial Hall. PROGRESS with the hole being repaired & evidence photo required to put a case for the works.

-     Have received numerous emails for Craft Market Guidelines to be updated in "Paihia Village Green Management Plan". There is an urgency to resolve this prior to the summer season. Chair has requested a report.

Some progress on this issue but no questions answered to date.

 

Resource Consents

RC2190390

RMASUB

 

Still having issues with opening & identifying the Resource Consents forwarded to me.

 

Requests for Service/Information

I am focusing on educating people to submit their own RFS's & request a number so they can follow up without coming through me all the time & it appears to be working!!

 

3927466

Relating to a number of activities at 30-32 Bayview Road. This RFS has been replied to & closed unsatisfactorily.

3913233

Numerous re Paihia War Memorial Hall. Some partially resolved. Mowing around Hall to look at reinstating the work to the contract & schedule.

RESPONSE: Have requested reinstatement in the mowing schedule & awaiting action

3916024

Paiha Pony Club requesting safety signage on Haruru Falls Road.

RESPONSE: Council are unsure of the signage required to slow traffic? Whether horse signs are required OR a speed reduction?

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

COMMUNITY BOARD MEMBER’S REPORT

Report to:           Bay of Islands-Whangaroa Community Board

Member Name:  Bruce Mills

Subdivision:                Whangaroa

·                Date:                             November 2018 – January 2019

·                 

Meetings

21/11/2018

Combined Community Board meeting – Waipapa

28/11/2018

Whangaroa Community Trust – Runanga Kaeo

05/12/2018

Meeting with staff regarding RFS 3925010

10/12/2018

Bay of Islands-Whangaroa Community Board meeting – Totara North

19/12/2018

Whangaroa Community Trust – Runanga Kaeo

10/01/2019

Whangaroa Development Group – Union Church, Kaeo

29/01/2019

Whangaroa Memorial Hall Committee, Kaeo

30/01/2019

Whangaroa Community Trust – Runanga Kaeo

Issues

-     Lengthy time for Community Board funding to be paid out to recipients

-     Whangaroa car park – ongoing issues

-     Logging traffic on Omaunu Road

 

Resource Consents

2190331

Mahinepua – change to title, no objections

 

Requests for Service/Information

3923787

Omaunu Road flood markers – no action

3925058

Old poles to be removed in Kaeo – in progress

3925070

Car bodies and horses on Pupuke Road - sensitive

3932320

Otangaroa Road – flood markers in progress

3923787

Resubmit – temporary markers have ben put in place

3932324

NZTA safety priority 2078 year 16/17 logging on Omaunu Road. Making this urgent

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.2         Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 December 2018

File Number:           A2327941

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

Purpose of the Report

The purpose of the report is to provide the Bay of Islands – Whangaroa Community Board with financial statements for the period ended 31 December 2018.

Executive Summary

The financial report is ward-specific, covering the activities in the Bay of Island - Whangaroa ward only.

Understanding the report

Variances in excess of $100k and significant “%” variances will be commented on.

The financial year runs from 01 July 2018 to 30 June 2019.

The “Year to date” columns reflect income and expenses for the period 01 July 2018 to 31 December 2018.

The variances column highlights the difference between the budget set in the 2018/19 Long Term Plan (year 1) and actual income and expenses as at 31 December 2018.

The full year columns show the budgeted income and expenses for the full 12 months from 01 July 2018 to 30 June 2019.

The full year forecast column shows the best estimate for the actual year end position as advised by Managers.

Unfavourable variances will represent expenses higher than budget or income less than budget.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Statement of Financial Performance Activities by Ward for the period ending 31 December 2018.

 

 

Background

This is the second financial report for 2018-2019 detailing the financial performance of community activities to be provided to the Bay of Islands-Whangaroa Community Board.

Discussion and Next Steps

Public Toilets are behind budget:

Contract Work Annual is behind budget due to December contract fees not being paid in December

Grants and donations are behind due to budget timings

Contingency budget is unutilised to date

External services is tracking behind budget due to this budget being for reactive works, therefore is difficult to budget accurately

Financial Implications and Budgetary Provision

There are no specific financial implications for this report.

Attachments

1.       2019-02-25 BWCB Statement of Financial Performance Activities by Ward for the period ending 31 December 2018 - Document Number - A2327926  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.3         Statement of Community Fund Account as at 31 January 2019

File Number:           A2358015

Author:                    Jolene Graham, Accounting Support Officer

Authoriser:             Angie Thomas, Manager - Accounting Services

 

Purpose of the Report

The Community Fund account provides information on financial matters relating to the Bay of Islands-Whangaroa Community Board’s Community Fund which is allocated in accordance with the Community Grant Fund Policy.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board receives the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 January 2019”.

 

1) Background

The statement is attached for the Board’s information and to provide sufficient information to enable the Board to allocate funds in accordance with the funds available. In accordance with the Community Grant Policy, section 10, “applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”.

Community Fund Account balance as at 01 July 2018

$194,572.00

·    Plus CB Retained Earnings returned – Relates to 2010 CB Capital Commitment Gen Rate Funded Balance Remaining

$22,507.80

·    Less funds granted and uplifted to 31 January 2019

$61,257.39

·    Less funds not uplifted from 05 November 2018 for Kaeo Christmas Parade, Lions Club of Kerikeri and Kawakawa Santa Parade

$12,500.00

·    Less funds not uplifted from 10 December 2018 for Focus Paihia, Hope Centre Northland Community Trust, Resilient Russell Charitable Trust and Whangaroa County Museum

$13,897.41

Community Fund Account balance as at 31 January 2019

$129,425.00

 

2) Discussion and Options

Board members will consider the applications on the agenda and make a decision on what level of funding to allocate.  The uncommitted balance in the Community Fund account as at 31 January 2019 is $126,320.00.

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

3) Financial Implications and Budgetary Provision

The Far North District Council has delegated the allocation of funds from the Bay of Islands-Whangaroa Community Fund account to the Bay of Islands-Whangaroa Community Board.  The statement of the Community Fund account as at 31 January 2019 is attached.

Attachments

1.       2019-02-25 BWCB Statement of Community Fund Account as at 31 January 2019 - Document Number - A2357996  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.4         Application for Funding - Be Free Incorporated

File Number:           A2343417

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with information received from Be Free Incorporated for costs associated to the Be Free Youth Space at the Mangonui Festival 2019 (as outlined in the application form), and to assist members in determining whether to approve or decline the application.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $4,353 (plus GST if applicable) to be paid from the Board’s Community Fund account to Be Free Incorporated for advertising, facilitator fees, administration, refreshments, travel, performance koha and public liability insurance,  to support the following Community Outcomes:

     i. Proud vibrant communities

          ii. Liveable communities that are healthy, safe, connected and sustainable

 

1) Background

Be Free Incorporated promotes freedom from addictions by providing support for youth through music and performance.  Mangonui Waterfront Festival will be held on 30 March 201 from 12 pm – 6 pm.

The total project cost is $18,306 – this includes $9,600 of volunteer value that the applicant has not included in the total budget cost. The volunteer hours that have been included are made up of work that has already taken place, including preparing youth for the event, attending meetings, completing funding applications. The volunteer hours also include a portion of the volunteers that will be there on the day.

The project cost does not reflect any financial contribution from Be Free Incorporated. Be Free Incorporated will be running a free event on 16 February 2019 with koha and funds raised at this event will go towards the costs of the Be Free stage at the Mangonui Festival 2019.

Be Free Incorporated has also submitted an application to the Te Hiku Community Board, requesting $4,353 and will be considered at their meeting in March 2019.

2) Discussion and Options

Preliminary assessment of the application:

The application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

Option 1    Authorise the full amount requested

This application is for 50% of the cost of the event.

Option 2    Authorise partial funding of the amount requested

Previously the Bay of Islands-Whangaroa Community Board resolved that they would make up the balance of the amount requested and allocated by the Te Hiku Community Board. The balance was $1,322.61.

Option 1 is recommended by staff as it complies with the Community Grant Policy.

Reason for the recommendation

This application has been checked by staff for completeness and complies with all conditions of the Community Grant Policy, Community Outcomes as stated in the 2018-28 LTP, and all provisions listed on the application form.

3) Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.

Attachments

1.       Funding Application - Be Free Incorporated - A2343397

2.       Schedule of Supporting Documentation - Be Free Incorporated - A2343488  


 

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

Low

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.

No implications for Maori 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.

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

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

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Schedule of Supporting Documentation

BE FREE INCORPORATED

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Covering Letter

2

Budget Table

3

Quote - Bread and Butter (Advertising and Administration)

4

Quote - Claire Gordon Consultancy (Facilitator Fees)

5

Quote - Playrockguitar (Facilitator Fees)

6

Quote - LCT Accounting (Financial Review)

7

Quote – Music Workshop (Equipment Hire)

8

Quote - Keri Party Hire (Marquees)

9

Quote - Playrockguitar (Equipment Hire)

10

Quote - Be Free Incorporated (Equipment Hire)

11

Quote - Broker Web Risk Services (Other – Insurance)

12

Bank Statement - ANZ

13

Performance Report – Whitelaw Weber

14

Programme Outline

15

Business Plan

16

Report of 2018 Event

17

Letter of supports – Hon John Carter, Northland District Health Board, Turner Centre, Illumination Workshop, The Stage Door, Kerikeri Theatre Company

18

Email explain volunteer hours and financial contribution

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.5         Application for Funding - Kaeo Festival Group

File Number:           A2330870

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with the information on an application received from Kaeo Festival Group for costs associated the logistical costs of running Nga Purapura 2019 as outlined in the application, and to assist members in determining whether to approve or decline the application.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $3,135 to be paid from the Board’s Community Fund account to Kaeo Festival Group for costs associated the logistical costs of running Nga Purapura 2019 as outlined in the application, for the following reason:

i)       Liveable communities that are healthy, safe, connected and sustainable

ii)      Proud vibrant communities         

 

1) Background

Nga Purapura 2019 run by the The Kaeo Children’s Festival is a free one day event organised with the main aim of providing access to inspirational experiences for local children. The event will be an explosion of colour and sound, workshops and participatory events and performances.

The Kaeo Festival Group is collaborating with local organisations and individuals with the aim of involving the whole community.

The Kaeo Festival Group received funding from the Community Board $2,796 for Nga Purapura 2018. The Kaeo Festival Group has submitted their project report form for the funding received. The Kaeo Festival Group has also received $2,839 from the Creative Communities Assessment Committee.

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness against the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

Option 1    Authorise funding for the full amount requested

Funding of 41% of the project cost is requested and could be funded in full.

Option 2    Authorise partial funding

Option 3    Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy, the Community Outcomes and provisions listed on the application form. 

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1.       Funding Application - Kaeo Festival Group - A2316911

2.       Schedule of Supporting Documentation - Kaeo Festival Group - A2330951  


 

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

Low

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 project is of local benefit

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.

Considered in the application

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.

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

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

Schedule of Supporting Documentation

KAEO FESTIVAL GROUP

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Budget breakdown

2

Quote - Liability Insurance, AON New Zealand

3

Quote - Safety Net, Mitre 10

4

Quote - St John

5

Quote - AV requirements, AVIT

6

Quote - Brochures

7

Bank statement - ANZ

8

Draft Programme, Nga Purapura 2019

9

Health and Safety plan

10

Letter of Reference – Far North REAP and Whangaroa Community Trust

11

Feedback from 2018

12

Budget vs Actual costs for 2018

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.6         Application for Funding - Midway Incorporated Northland Day Services Trust

File Number:           A2330463

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with the information on an application received from Midway Incorporated Northland Day Services Trust (MINDS) for the purchase of a moto-med machine and pool lifting device, and to assist members in determining whether to approve or decline the application.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $13,502 to be paid from the Board’s Community Fund account to Midway Incorporated Northland Day Services Trust for purchase of a moto-med machine and pool lifting device, for the following reason:

i)       Liveable communities that are healthy, safe, connected and sustainable.       

 

 

1) Background

MINDS purpose is to empower and enrich adults with disabilities with day based activities to enable them to achieve. To help achieve this purpose, MINDS wants to purchase a moto-med machine and pool lifting device to be used at the Kawakawa community pool.

The Kawakawa community pool is run by Sport Northland. Sport Northland has confirmed that they cannot allocate funds to the purchase of the equipment, but will cover the cost of the ongoing maintenance.

MINDS have not received funding from the Bay of Islands-Whangaroa Community Board previously.

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness against the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

Option 1    Authorise funding for the full amount requested

Funding of 50% of the project cost is requested and could be funded in full.

Option 2    Authorise partial funding

Option 3    Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy, the Community Outcomes and provisions listed on the application form. 

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1.       Funding Application - Midway INC Northland Day Services Trust - A2316958

2.       Schedule of Supporting Documentation - Midway INC Northland Day Services Trust - A2330443  


 

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

Low

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 project is of local benefit

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.

Considered in the application

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.

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

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

Schedule of Supporting Documentation

MIDWAY INCORPORATED NORTHLAND DAY SERVICES TRUST

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Pool Accessibility Hoist - Pool Stuff

2

Quote – Motomed – Acutech

3

Information on Motomed and Pool Accessibility Hoist

4

MINDS Annual Report

5

Deposit slip

6

Certificate of Incorporation and Charities Commission

7

Bank statement – dated 30 September 2018 and 31 October 2018

8

Letters of support – Bay Physio, Northland District Health Board, Isobel Finlayson (Physiotherapist), MINDs, Special Olympics Bay of Islands and Corrin Harnett (Personal Trainer)

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.7         Application for Funding - Pear Tree Paddlers

File Number:           A2346391

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Kate Barnes, Governance Support Team Leader

 

Purpose of the Report

To present the Community Board with the information on an application received from Pear Tree Paddlers for the costs associated with the New Zealand National and Regional School Champs Stand Up Paddle Boarding Championships 2019, and to assist members in determining whether to approve or decline the application.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board approve the sum of $2,900 to be paid from the Board’s Community Fund account to Pear Tree Paddlers for the hireage of portaloos, microphones and public announcement system, 2 way radios, marquee and St Johns Ambulance for the New Zealand National and Regional School Champs Stand Up Paddle Boarding Championships 2019  for the following reason:

i)       Proud vibrant communities

 

 

1) Background

Pear Tree Paddlers have previously run the Triple Crown event over the last few years. This year Pear Tree Paddlers submitted a bid and were successful to host the Stand Up Paddleboard National Championships. On the 13 and 14 April 2019 paddleboarders from all over New Zealand and internationally will partake in this competition. At the same time, Pear Tree Paddlers will also run the 2019 Regional Secondary Schools SUP Championships.

Pear Tree Paddlers has made the following applications to the Bay of Islands-Whangaroa Community Board:

Year

Amount allocated

Project

Project report received

2017

$494.50

Bay of Islands Triple Crown 3 – 5 June 2017

Yes

2018

$980.00

Bay of Islands Triple Crown 2 - 4 June 2018

Yes

 2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness against the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

Option 1    Authorise funding for the full amount requested

Funding of 19% of the project cost is requested and could be funded in full.

Option 2    Authorise partial funding

Option 3    Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy, the Community Outcomes and provisions listed on the application form. 

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1.       Funding Application - Pear Tree Paddlers - A2346385

2.       Schedule of Supporting Documentation - Pear Tree Paddlers - A2350632  


 

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

Low

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.

Local issue

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.

Considered in the application

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.

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

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

Schedule of Supporting Documentation

PEAR TREE PADDLERS

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Additional Information for event

2

Budget breakdown

3

Operations and Safety Management Plan

4

Quote - Mobile Systems Limited (Radios and PA)

5

Quote - Keri Party Hire (Marquee)

6

Quote - Kerikeri Hire (Portaloos)

7

Quote - St John (Ambulance Cover)

8

Proof of bank accounts - ASB

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.8         Item Left to Lie on the Table - Application for Funding - Russell Tennis Incorporated

File Number:           A2313534

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support (Acting)

 

Purpose of the Report

To present the Community Board with the information on an application received from Russell Tennis Incorporated (Attachment 1 and 2) for the resurfacing of the tennis courts, and to assist members in determining whether to approve or decline the application.

This report was presented to the Bay of Islands-Whangaroa Community Board at the meeting on 10 December 2018. The Board resolved to leave the item to lie on the table until the conditions of lease of the Russell Tennis Club be confirmed and what is the responsibility of the Far North District Council and what is the responsibility of the Russell Tennis Club.

Recommendation

That the Bay of Islands-Whangaroa Community Board

a)   approve the sum of $20,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Tennis Incorporated for the resurfacing of the tennis court/s with astro-turf, for the following reasons:

          i.        Liveable communities that are healthy, safe, connected and sustainable

          ii.       Proud vibrant communities.

b)   notes that the astro-turf is not a Council asset and that Council will have no responsibility for its repair, maintenance or replacement.

 

1) Background

Russell Tennis Incorporated is a community tennis club with 16 single memberships, four corporate memberships and 26 household/family memberships.

Russell Tennis Incorporated has not applied to the Bay of Islands-Whangaroa Community Board for funding previously.

The Russell Tennis courts are located on a Council owned recreation reserve which are managed and maintained by the Russell Tennis Club (Attachment 3). As part of the agreement Russell Tennis Club is responsible for upgrading and managing the courts, nets, lights and a small addition to the St Johns Building.

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP, and all provisions listed on the application form.

Option 1    Authorise funding for the full amount requested

Funding of 38% of the project cost is requested and could be funded in full.

Option 2    Authorise partial funding

Option 3    Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes. 

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1.       Funding Application - Russell Tennis Incorporated - A2266029

2.       Schedule of Supporting Documentation - Russell Tennis Club - A2266211

3.       Property agreement for Russell Tennis Club - A2313526  


 

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

Low.

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.

Local issue.

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.

Considered in the application.

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.

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

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

Schedule of Supporting Documentation

RUSSELL TENNIS CLUB

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Quote - Tiger Turf

2

Project outline – courts refurbishment project

3

Bank statement

4

Russell Annual Accounts 2017-2018

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

7.9         Item Left to Lie on the Table - Application for Funding - Vision Kerikeri

File Number:           A2339335

Author:                    Kim Hammond, Meetings Administrator

Authoriser:             Aisha Huriwai, Team Leader Governance Support (Acting)

 

Purpose of the Report

To present the Community Board with the information on an application received from Vision Kerikeri for the clearance of 70 meters for Stage One – track extension to Mill Lane, and to assist members in determining whether to approve or decline the application.

This report was presented to the Bay of Islands-Whangaroa Community Board at the meeting on 10 December 2018. The Board resolved to leave the item to lie on the table until approval of the easement for stages two and three have been granted.

Recommendation

That the Bay of Islands-Whangaroa Community Board

a)      uplift the report from the table

b)      approve the sum of $4,658 (plus GST if applicable) to be paid from the Board’s           Community Fund account to Vision Kerikeri for the costs of tree felling and the           purchase of timber for steps, for the following reasons:

          i. Proud, vibrant communities.

 

1) Background

The funding application is for Stage One – track extension to Mill Lane, which includes clearance of 70 meters from the Wairoa Stream bank to the new bridge site on Sammaree Reserve. The contractor will fell up to 14 large eucalyptus trees and clear banks of vegetation. Friends of Wairoa Stream will spray low vegetation, complete the track, mulch the bank, plant native species in autumn and maintain the track.

At the meeting on 10 December 2018, the Board requested that proof of the easement for stages two and three be provided. The applicant is currently working with landowners, who are consulting with their business partners and waiting to meet with Walking Access Commission before approving the easement over their property for stage two and three of this project. The applicant is only requesting costs for the first stage of this project.

Vision Kerikeri has submitted the following funding applications for consideration to the Bay of Islands-Whangaroa Community Board

Year

Amount allocated

Project

Project report received

2014

$2,000.00

Wairoa Stream Waterfall Track

Yes

2015

$5,688.00

Bridge Design Fees

Yes

2017

$3,449.00

Wairoa Stream Restoration – linking projects

Have provided project update – but not project report as projects are ongoing

2017

$2,242.50

Fees for bridge design

2018

$5,000.00

Bridge construction materials

2) Discussion and Options

Preliminary assessment of the application:

This application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP, and all provisions listed on the application form.

Option 1    Authorise funding for the full amount requested

Funding of 42% of the project cost is requested and could be funded in full.

Option 2    Authorise partial funding

Option 3    Decline funding

Option 1 is recommended by staff as it complies with the Community Grant Policy and the Community Outcomes. 

Reason for the recommendation

The application meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

3) Financial Implications and Budgetary Provision

The Board allocates funding in accordance with the Community Grant Policy and considers applications received against available funds as reported in each meeting’s agenda.

Attachments

1.       Funding application - Vision Kerikeri - A2269835

2.       Schedule of supporting documentation - Vision Kerikeri - A2269457

3.       Vision Kerikeri - Esplanade Strip agreement - A2339472  


 

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

Low

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.

Local issue

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.

Considered in the application

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.

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

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

Schedule of Supporting Documentation

VISION KERIKERI

The following supporting documentation has been provided in support of the grant application and is emailed under separate cover.

1

Covering letter and project update

2

Permission from land owners

3

Quote – Northland Treeworks

4

Quote – Orang Otang Tree Trimmers

5

Quote – Northland Excavators Limited

6

Bank Statement – ANZ

7

Financial Performance – 31.03.2018

8

Friends of Wairoa Stream Health and Safety (Operating Procedures)

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

8            Information Reports

8.1         Community and Customer Services Activity Report 1 July - 31 December 2018

File Number:           A2346628

Author:                    Jacine Warmington, Manager - Community & Customer Services

Authoriser:             Dean Myburgh, General Manager - District Services

 

Purpose of the Report

The purpose of the report is to provide information to the Bay of Islands-Whangaroa Community Board for the community and customer service activities.

Executive Summary

This information only report is provided as an update to Community Boards.

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Community and Customer Services Activity Report 1 July - 31 December 2018.

 

 

Background

Statistical information in relation to the Community and Customer Service Department (District Services Group) is provided to the Bay of Islands-Whangaroa Community Board providing an overview of activity and performance for the period 1 July to 31 December 2018 for the Bay of Islands-Whangaroa area.

Discussion and Next Steps

Contact Centre

·    The Community and Customer Services Department functional review was completed in November and changes took effect 1 December 2018. The key changes to note were the creation of two new Management positions, Manager - Customer Care (yet to be appointed) who will oversee the Contact Centre and Service Centres ensuring people and process alignment; and Manager – Libraries and Museum (appointed and will commence in this role in  March 2019) overseeing the Libraries and Museum functions, ensuring people and process alignment and implementing the Library Strategy approved by Council.

·    Staff shortages (due to annual and sick leave) negatively impacted the Contact Centre statistics in November and December. The abandoned calls statistics increased to 24% for both months. Further training of staff that would be able to assist in other areas of Contact Centre and Service Centres is underway to address this and a Casual staff member has been employed to assist. Further recruitment to fill vacancies will be underway late January / early February 2019.

 

The graphs on the next page depict some of the activity in the Contact Centre.

 

 

 Libraries

Kerikeri, Procter

Procter Library enjoys a consistently high level of community use, with all statistics remaining steady over the last six months compared with the same month last year.  One exception is the increase in Wi-Fi use; this is probably due to extended hours of availability combined with high numbers of non-residents in the area over the holiday period. Overall, customers continue to express high satisfaction with staff interactions and the library’s collections.  Staff have found that the surveying tool is a useful opportunity to have conversations regarding what we could improve on.

Community engagement efforts continue to be built upon, with the last six months seeing the following weekly or monthly events being offered and enthusiastically attended: Storytimes, JP clinic, Bibbliobabble, Knitting group, and regular primary school visits by many local schools including Oromahoe and Pakaraka. Other community events or promotions over this period included: Hell Pizza reading challenge and caravan visit, DOC week, Maori Language week, in-school support services and visits, ongoing 1:1 technology assistance for customers, Shine Your Light project, local home schoolers art display, Daffodil Day display using artwork of local children, Save the Kiwi month, summer holiday Book Bingo, and a bid to host an upcoming author tour (slated for Northland touring in mid-April).

Graphs below show generally consistent statistics in the past two years at the Procter Library. Note that due to an upgrade to the Wifi service, no statistics were available from June 2018 until October 2018. Once the upgrade was completed, Wifi usage rose.

 

 

Kawakawa

Changes in service delivery over the last three months are thought to have had an impact upon both doorcount and checkout figures for Kawakawa Library. Customers continue to verbally express satisfaction with the service; however staff are currently working on refreshing this library’s materials and offering increased services alongside more proactive survey promotion to fully understand the causes and then effect some positive change in these statistics. Wi-Fi statistics, as expected, trended upward with the commencement of warmer weather and increased tourist numbers in the region. Te Hononga and the library’s eventual relocation to this site continues to be a source of excitement for locals, with site works having commenced and foundations to be laid in February.

Many events and promotions have been successfully offered  in Kawakawa Library over the last six months, including: supporting the local Gateway program by hosting Bay of Islands College students for work experience, storytimes in both English and Te Reo Maori when the local preschool can attend, drug and alcohol rehab group whakapapa training sessions (including the use of the paid Ancestry database alongside resources available via the APNK free internet service); Hell Pizza reading challenge and caravan visit, DOC week, Maori Language week, NZ Music month promotion where guitars and i-pod touches were made available for public use,  ongoing 1:1 technology assistance sessions, Maori Land sessions teaching groups how to use Maori Land online resources and FNDC support services, and informal sessions on Generosity NZ’s funding database.

WiFi usage statistics were not available at Kawakawa during August and September 2018 due to the upgrade to the Wifi service. Once the upgrade was completed, Wifi usage rose.


 

Paihia

Paihia Library continues to be well patronised, with increased summer tourism activity (including cruise ships docking) adding to general library enquiries, foot traffic and digital usage over the last three months. The book club continues to meet monthly and has a strong core group. Paihia School visits regularly, with an average of at least two visits per month. Step by Step (an agency assisting people into the workforce) has an ongoing arrangement to meet with clients at the library which is working well. Displays of material from local groups including the RSA and BOI Rotary have been available on request over the last six months. Customer feedback over the counter indicates customers are very pleased with their local service and particularly enjoy the profile displays. Friends of the Library continue to support the Paihia Library through a variety of activities including garden maintenance and hanging Christmas lights. In December, Paihia Library supported the National Library Outreach Service’s stall promoting digitized services at the Village Green through use of the library’s Wi-Fi service.  

Other community engagement activities or promotions that Paihia Library was involved in over this time include: Maori Language week, Hell Pizza reading promotion and DOC week.

Note that due to an upgrade to the Wifi service, no statistics were available from June 2018 until October 2018. Once the upgrade was completed, Wifi usage rose.

 

 

 

 

Kaeo

The refresh of the adult fiction room is progressing well. Feedback from customer experience surveys are being taking into account to bring positive changes. Wi-Fi statistics are always higher over the summer months and this year is no different. Due to an upgrade to the Wifi service, no statistics were available from June 2018 until October 2018. Once the upgrade was completed, Wifi usage rose.

Kaeo Library participated in the National event with story-times in both English and Te Reo Maori, Conservation week, Maori Language week and in the NZ Music month promotion where i-pod touches were made available for public use. The 125 years of Woman’s suffrage was celebrated with the help of a local historian who kindly compiled a list of the local woman in Kaeo who supported the petition and were the first to vote in NZ. This was displayed together with books from the library’s collection of some famous NZ Ladies. A successful book launch with morning tea was held for local author Sylvia Guest and Whangarei based Evelyn Manley.

eResources

The increase in eResources shown in the following graph is largely due to the newly introduced eAudiobooks in July 2018 and the creation of the Te Tai Tokerau consortium with Whangarei and Kaipara Libraries which results in an increased pool to borrow from.

Specific eResources related staff training means staff are able to assist customers better to download resources. This is most noticeable in the uptake of downloading eMagazines.

 

Museum@Te Ahu Report July – December 2018

Exhibitions / Collaborative Exhibitions

·    Tuia te kaakaa, whatu te kakahu exhibition Stories woven into cloaks – Te Rarawa and Ngati Kuri weavers showcased traditional and contemporary cloaks inspired by the 1897 feathered cloak held by the museum.

·    Matariki Event in June extended to August 2018. Nga Tohu o Te Hou, signs of the New Year. An exhibition of new works from emerging Maori artists in the Te Hiku region.

·    November 2018 – January 2019 Armistice Day Remembrance Exhibition: Nga Rau Aroha stories of Love, Honour and Sacrifice from the Far North to the Western Front. A collaboration between the Museum and Kaitaia College History department.

·    December 2018 – February 2019 (summer). All Dolled up: doll collection - Lois Masters.

 

Visits – Schools (Graph: Number of children who visited with school groups).

 

Educational Programmes

·    An in-house programme designed by the Curator called “The Great Museum Hunt” for children between 5 – 14 years working as a team to discover treasures on exhibition.

·    An in-house programme designed by the curator for young adults between 15 – 18 years “Connecting with taonga” a hands-on interactive programme behind the scenes to discover hidden treasures.

 

Hosting Archive Visitors / Archival Research Requests

Due to the staff changes, there is little statistical information available on the hours or numbers concerning the Archive operation.  Seventy nine [79] researchers accessed museum collections and research facilities in 2017/2018, mostly family/local history. Regular requests are made for information from the Archives. The new museum curator is aware that better data is needed and a more comprehensive set of figures will be available for the next report.

Events\media and promotion

·      Matariki exhibition/ events launched with an early morning karakia and kai.

·      Blessing of the museum exhibition space and offices

·      3 articles on the museum published in the Northland Age

·      Relaunch of the Museum @ Te Ahu face book page

·      Rebranding of the museum

 

Care of the collection

·    The draft Museum at Te Ahu Collection Policy July 2018 adopted by the Trust and Council

·    Expert Knowledge Exchange – Specialist Conservator, Vicki-Anne Heikell and Sally August as a follow up for the photographic collections expert exchange with Mark Strange. A conservation plan to coincide with Museum Offsite Storage project

·    15 items were donated by community to the museum

 

Grants / Donations

·    Shelving was purchased following a successful funding application to Foundation North for $10k

·    Funding for Museum Offsite Storage (Pioneer House) Project was successful ($149k)

·    Peace and Disarmament Funding ($4k) for the Armistice Day exhibition

·    Matariki Exhibition/events ($500) - Te Reo o Te Rarawa – Te Runanga o Te Rarawa.

·    A funding application has been made to Foundation North for cataloguing and digitising of all items

 

Regional and National

·      There have been many positive comments captured in the Visitor Book and surveys. 

·      Tuhonohono Taonga Conference Te Ahu was co-hosted by Te Papa/Te Runanga o Te Rarawa

·      Curator attended and spoke at National Archives of New Zealand conference, Rotorua

·      Curator article on indigenous collection management of taonga was published in NZ Archives Journal Archifacts (August 2018 issue)

 

Pioneer House Project

The task of upgrading quality of storage and accessibility began early December with a blessing of project spaces by Kaumatua. The project is a collaboration between Council and Far North Regional Museum Trust to ensure collections are maintained in optimum condition. Museum Trustees, Council staff and volunteers were supported by 4 contract workers for Phase 1 which was completed before Christmas. Phase 1 involved cleaning of Pioneer House where the collections have been stored, and relocation to the upgraded ‘Sanctuary’ on the same site. High quality, industry-standard environmental controls were installed to control temperature and humidity, eliminating the threat of dampness and mould.  Phase 2 starts on 21st January 2019, focusing on maintenance and preservation.  A team of 4 contract workers will commence on Monday 4th February for a week of training prior to start.  All items will be cleaned, catalogued and stored in appropriate cases, shelves, and containers, ready for display at the Museum and throughout the Te Ahu Centre. Collections will be made available to historians, researchers who apply for access. Phase 2 will be completed by April 2019.

Museum Door Statistics 2018-2019

Bay of Islands i-SITE

·     Consistently the top sales agent for Fullers Greatsights and Explore Group

·     Processed nearly 1 million more sales than any of the Auckland i-SITE ‘s or Whangarei i-SITE

·     Excellent Fixed Term staff appointed for the summer season and good sales being made

·     Very busy with cruise ships and selling Russell ferry tickets especially over the December period

·     Good sales training course under taken by all sales staff

·     Retail sales are down and retail operation will be reviewed, with creation of another desk for ticketing, primarily selling Russell ferry tickets

·     Chosen as one of the 9 i-SITEs throughout New Zealand to have a Freedom Camping app where people learn about camping responsibly.  Visitors receive a kete once they have looked at a 45 second video and entered their email address.

 

 

Cemeteries - Sexton Services

Council manages the Kaeo, Kawakawa, Kerikeri, Russell and Paihia public cemeteries under the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

In total, there were ten burials and twelve ash interments in the Bay of Islands-Whangaroa ward for the last 6 months. 

The number of enquiries are similar to previous years with an average of 22 per month but there has been a decrease in the number of plots purchased and certificates of title issued. 

There has been an increase in the number of burials carried out by the family of the deceased, without using of the services of a Funeral Director across the District.  Council staff have to ensure that the requirements of the Burial and Cremations Act 1964 (usually administered by the Funeral Director) are strictly adhered to before such a burial can take place.  They also need to deal directly with the family of the deceased to make sure the burial is carried out with the dignity and care required.  Council’s contracted gravediggers also work with the family at the graveside, to supervise the placement and the lowering of the casket.  Council often receives communication from families expressing their appreciation for these services and the assistance that is provided.

 

 

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall.

In the Bay of Islands-Whangaroa area there are Villages at:

Location

One- bedroom

Bed-sit

Vacancies

Kerikeri

4

3

1

Kawakawa

6

-

0

 

During the period 1 July – 31 December 2018 one tenancy ended in Kerikeri, and there was one new tenancy in Kawakawa.

 

Financial Implications and Budgetary Provision

There are no financial implications.

Attachments

Nil

  


Bay of Islands-Whangaroa Community Board Meeting Agenda

25 February 2019

 

9            Meeting Close