AGENDA

 

 

Bay of Islands-Whangaroa Community Board Meeting

 

Monday, 20 May 2019

 

Time:

10.00 am

Location:

Russell Town Hall

17 The Strand

Russell

 

 

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

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

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)

Puketona Junction Café

39 Gillies Café

Barista & Chef

Barista

 N/A

 N/A

Property in Moerewa

 

N/A

N/A

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held in the Russell Town Hall, 17 The Strand, Russell on:

Monday 20 May 2019 at 10.00 am

Order Of Business

1         Apologies and conflicts of Interest 9

2         Public Forum.. 9

3         Deputations. 9

4         Speakers. 9

5         Confirmation of Previous Minutes. 10

5.1            Confirmation of Previous Minutes. 10

6         Infrastructure and Asset Management Group. 20

6.1            Cobham Road Bus Stop. 20

6.2            2019 Annual Assessment Report of the Kerikeri Redwood Trees. 53

6.3            Road Naming - Ploughmans Close, Kerikeri 62

6.4            Eastern Community Halls Financial and AGM reports. 75

7         Strategic Planning and Policy Group. 129

7.1            Kerikeri Domain Reserve Management Plan. 129

7.2            Towai-Maromaku Community Plan. 166

8         Corporate Services Group. 207

8.1            Chairperson and Members Report 207

8.2            Statement of Community Fund Account as at 31 March 2019. 221

8.3            Volunteer Project Management Agreement: Living Waters - Bay of Islands (Reserves Act 1977) 224

8.4            Rural Travel Funding Project Reports. 256

8.5            Rural Travel Fund Winter 2018/2019 Applications. 268

8.6            Funding Project Reports. 294

8.7            Application for Funding - Fundamental Force Enterprises Limited. 302

8.8            Application for Funding - Northern Flash Fiction Day. 314

8.9            Application for Funding - Northland Area of Floral Art Society New Zealand. 324

8.10         Application for Funding - Russell Birdman Trust 336

8.11         Application for Funding - Russell Bowling Club. 346

8.12         Application for Funding - Te Runanga o Ngati Rehia on behalf of Tuhono Kerikeri Partnership Project 356

9         Meeting Close. 370

 

 


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

10:30 am    Representative from Fundamental Force Enterprises Limited

10:35 am    Representative from Northland Area of FANZ

10:40 am    Representative from Russell Birdman Festival

10.45 am    Representative from Russell Bowling Club

10.50am     Representative from Te Rununga o Ngati Rehia


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

5          Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

File Number:           A2463581

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

  

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 15 April 2019 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.      2019-04-15 Bay of Islands-Whangaroa Community Board Minutes - A2438382  


 

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

20 May 2019

 

   MINUTES OF Far North District Council
Bay of Islands-Whangaroa Community Board Meeting
HELD AT THE PUNA WAI CENTRE, MOEREWA
ON
Monday, 15 April 2019 AT 10.03 am

 

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

IN ATTENDANCE:      

STAFF PRESENT:                Kathryn Trewin (Corporate Planning Coordinator), Robert Willoughby (Community Development Advisor), Rob Koops (Property Services), Kim Hammond (Meetings Administrator), Marlema Baker (Meetings Administrator)

 

1          Apologies and conflicts of Interest

Chairperson Terry Greening declared a conflict of interest in relation to item 8.9 Application for Funding – Russell Centennial Trust Board.

 

2          Confirmation of Previous Minutes

5.1         Confirmation of Previous Minutes

Agenda item 5.1 document number A2404704, pages 10 - 11 refers

Resolution  2019/15

Moved:       Member Bruce Mills

Seconded:  Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 25 February 2019 are a true and correct record.

Carried

3          Infrastructure and Asset Management Group

6.1         Road Naming - Astrid Drive, Kerikeri

Agenda item 6.1 document number A2392442, pages 20 - 21 refers

Recommendation

Moved:       Member Manuwai Wells

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public road Astrid Drive, addressed at the Amsharlo Estate, Kerikeri as per map (A2293434).

Amendment

Moved:       Member Manuwai Wells

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board agrees that the road naming – Astrid Drive, Kerikeri report be left to lie on the table until a correct report and evidence of consultation with property owners on the street can be provided to the Board.

Resolution  2019/16

Moved:       Member Manuwai Wells

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public road Astrid Drive, addressed at the Amsharlo Estate, Kerikeri as per map (A2293434).

 

.Carried

 

4          Public Forum

Pamela-Anne Ngohe-Simon spoke regarding Item 8.4 Funding Project Report – He Iwi Kotahi Tatou Trust.

Pamela-Anne Ngohe-Simon spoke regarding a Request for Service raised for 32 Leaity Street Moerewa regarding fencing between her daughters property and Simpson Park

5          Deputations

Nil

6          Speakers

Michele Wilson and Andy Greagor representing Fat Kina Publication spoke regarding Item 8.6 Application for Funding - Fat Kina Publication

Malcolm Francis representing Kawakawa Business and Community Association spoke regarding Item 8.7 Application for Funding - Kawakawa Business and Community Association

Jo David representing Northern Community Family Service spoke regarding Item 8.8 Application for Funding - Northern Community Family Service

Heather Lindauer and Caroline Pyne representing Russell Centennial Trust Board spoke regarding Item 8.9 Application for Funding - Russell Centennial Trust

Bart van der Meer representing Volunteering Northland spoke regarding Item 8.10 Application for Funding – Volunteering Northland

The meeting was adjourned from 11:43 am to 11:49 am.

Scott Rice representing Quantum Events NZ Ocean Swim Series spoke regarding Item 7.1 Sponsorship request for NZ Ocean Swim Series – Bay of Islands Classic 2019.

 

8.3         Lease Russell Town Hall Shop

Agenda item 8.3 document number A2404789, pages 131 - 134 refers

Resolution  2019/17

Moved:       Chairperson Terry Greening

Seconded:  Member Bruce Mills

That the Bay Of Islands Whangaroa Community Board

a)      Recommends that Council enters into a 3x3x3 year commercial lease of the Russell      Town Hall Shop to Bay of Islands Kayak Tours Ltd.

b)      Approves that the General Manager Infrastructure and Asset Management is          authorised to negotiate and agree to the terms and conditions of the lease on the    premises, in accordance with relevant Council policies and legislation.

c)      That Council agrees to the use of part of the greenspace in front of the premises to        park and display kayaks during business hours

d)      Approves that the General Manager Infrastructure & Asset Management is authorised          to negotiate and agree to the terms and conditions of the licence/permit to use the     greenspace, in accordance with relevant Council policies and legislation.

In Favour:       Terry Greening, Cr Kelly Stratford, Lane Ayr, Bruce Mills and Manuwai Wells

Against:           Rachel Smith and Belinda Ward

Abstained:       Martin Robinson

carried 5/2

.Carried

At 12:39 p.m., Cr Kelly Stratford left the meeting. At 12:41 p.m, Cr Kelly Stratford returned to the meeting.

7          Public Forum - continued

Wiremu Cherrington and Erana Brown spoke regarding initiatives that are taking place in Moerewa

- Flood mitigation

- Native nursery to be set up at Moerewa School

- Development of a Maori Pa site situated outside Otiria Marae

 

The meeting was adjourned from 12:57 pm to 1:35 pm.

 

8          Corporate Services Group

 

8.1         Chairperson and Members Report

Agenda item 8.1 document number A2423564, pages 115 - 116 refers

Resolution  2019/18

Moved:       Chairperson Terry Greening

Seconded:  Member Manuwai Wells

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

Carried

 

8.2         Statement of Community Fund Account as at 28 February 2019

Agenda item 8.2 document number A2401887, pages 128 - 129 refers

Resolution  2019/19

Moved:       Member Belinda Ward

Seconded:  Member Bruce Mills

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 28 February 2019”.

Carried

 

 

8.4         Funding Project Reports

Agenda item 8.4 document number A2365885, pages 137 - 138 refers

Resolution  2019/20

Moved:       Member Martin Robinson

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board note the project reports received from

a)   Busy Bee Knitting Group

b)   Cherry Park House Management Committee

c)   He Iwi Kotahi Tatou Trust

d)   Whangaroa Community Trust - Kaeo Map

e)   Whangaroa Community Trust - Mural and Sun Shade

f)    Whangaroa Community Trust – Rent and Wages

Carried

 

8.5         Application for Funding - Bay of Islands Country Rock Festival

Agenda item 8.5 document number A2417080, pages 153 - 155 refers

Resolution  2019/21

Moved:       Chairperson Terry Greening

Seconded:  Member Belinda Ward

That the Bay of Islands-Whangaroa Community approve the sum of $2,389 to be paid from the Board’s Community Fund account to Bay of Islands Country Rock Festival for bus shuttle costs for the 2019 Bay of Islands Country Rock Festival as outlined in the application, for the following reason:

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

         ii)      Proud vibrant communities

Carried

 

8.6         Application for Funding - Fat Kina Production

Agenda item 8.6 document number A2421048, pages 163 - 164 refers

Recommendation 

Moved:       Cr Kelly Stratford

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board declines the application received from Fat Kina Publication.     

Amendment

Moved:       Cr Kelly Stratford

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $2500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Fat Kina Publication for seed funding.

Resolution 2019/22

Moved:       Cr Kelly Stratford

Seconded:  Member Manuwai Wells

That the Bay of Islands-Whangaroa Community Board approve the sum of $2500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Fat Kina Publication for seed funding.

.Carried

 

8.7         Application for Funding - Kawakawa Business and Community Association

Agenda item 8.7 document number A2417958, pages 172 - 174 refers

Recommendation

Moved:       Member Martin Robinson

Seconded:  Member Bruce Mills

That the Bay of Islands-Whangaroa Community Board approve the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kawakawa Business and Community Association for the purchase and installation of a CCTV system,  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

a)   Approve the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kawakawa Business and Community Association for the purchase and installation of a CCTV system,  to support the following Community Outcomes:

         i. Proud vibrant communities

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

b)   Provided that the CCTV footage is monitored only by the New Zealand Police

c)   Provided that the CCTV footage is only released publicly by the New Zealand Police

Resolution  2019/23

That the Bay of Islands-Whangaroa Community Board

a)   Approve the sum of $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Kawakawa Business and Community Association for the purchase and installation of a CCTV system,  to support the following Community Outcomes:

         i. Proud vibrant communities

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

b)   Provided that the CCTV footage is monitored only by the New Zealand Police

c)   Provided that the CCTV footage is only released publicly by the New Zealand Police

.Carried

At 3:02 p.m., Member Bruce Mills left the meeting. At 3:04 p.m., Member Bruce Mills returned to the meeting.

At 3:05 p.m., Chairperson Terry Greening left the meeting. At 3:07 p.m., Chairperson Terry Greening returned to the meeting

 

8.8         Application for Funding - Northern Community Family Service

Agenda item 8.8 document number A2429489, pages 182 - 184 refers

Resolution  2019/24

Moved:       Cr Kelly Stratford

Seconded:  Member Manuwai Wells

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 Northern Community Family Service for venue hire to support the following Community Outcomes:

     i. Proud vibrant communities

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

Carried

 

8.9         Application for Funding - Russell Centennial Trust Board

Agenda item 8.9 document number A2407111, pages 192 - 194 refers

At 3.13 pm Chairperson Terry Greening declared a conflict of  interest in relation to Item 8.9 and removed himself from the discussion. Deputy Chairperson Belinda Ward took the chair.

3:23 pm Chairperson Terry Greening returned to the Chair after the motion was carried.

Resolution  2019/25

Moved:       Member Manuwai Wells

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve the sum of $5,754 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Centennial Trust Board for administration costs, to support the following Community Outcomes:

     i. Proud vibrant communities

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

Carried

 

8.10       Application for Funding - Volunteering Northland

Agenda item 8.10 document number A2417638, pages 203 - 205 refers

Resolution  2019/26

Moved:       Cr Kelly Stratford

Seconded:  Member Martin Robinson

That the Bay of Islands-Whangaroa Community Board in considering the provisions of the Community Grant Policy authorise the sum of $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Volunteering Northland to assist with their annual operational costs, to support the following Community Outcomes:

     i. Proud vibrant communities

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

Carried

 

9          Strategic Planning and Policy Group

 

7.2         Funding provision for the maintenance of Okiato to Russell walkway

Agenda item 7.2 document number A2427772, pages 97 - 99 refers

Resolution  2019/27

Moved:       Member Bruce Mills

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board approve a grant to the Bay of Islands Walkway Trust of $10,500 to assist with renewals for the Okiato to Russell walkway.

Carried

 

 

7.1         Sponsorship request for NZ Ocean Swim Series - Bay of Islands Classic 2019

Agenda item 7.1 document number A2425922, pages 28 - 96 refers

Resolution  2019/28

Moved:       Chairperson Terry Greening

Seconded:  Member Lane Ayr

That the Bay of Islands-Whangaroa Community Board decline the funding of $20,000 plus GST for the NZ Ocean Swim Series – Bay of Islands Classic 2019 out of the Local Community Grant Fund.

Carried

Against:           Cr Martin Robinson

 

Additional Papers

Resolution  2019/29

Moved:       Chairperson Terry Greening

Seconded:  Cr Kelly Stratford

That the Bay of Islands-Whangaroa Community Board receives the following papers

i)          Additional documentation for 32 Leaity Street, Moerewa

ii)         Fat Kina Production

iii)        Additional documentation for Northern Communnity Family Services

iv)        Presentation from Volunteering Northland

Carried

Attachments tabled at meeting

1     Tabled Document - Email and communication for 32 Leaity Street, Moerewa

2     Tabled Document - Fat Kina Production

3     Tabled Document - Volunteering Northland presentation

 

10        Meeting Close

The meeting closed at 3:49 pm.

 

The minutes of this meeting will be confirmed at the Bay of Islands-Whangaroa Community Board Meeting held on 20 May 2019.

 

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

CHAIRPERSON

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

6          Infrastructure and Asset Management Group

6.1         Cobham Road Bus Stop

File Number:           A2446740

Author:                    Mike Fox, Project Manager - Transport and Roading

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

 

Purpose of the Report

To identify the Community Board’s preferred bus stop layout for Cobham Road, Kerikeri.

Executive Summary

·        After a fire in May 2016, the Cobham Road bus stop was temporarily relocated to outside 13 and 15 Cobham Road;

·        There have been complaints about the location of the bus stop and reports of unsafe use of the bus stop by the bus companies (double parking);

·        In response to the above, feedback has been sought for a trial layout consisting of a double bus park outside the library.  Mixed results have been received;

·        The Community Board is asked to consider this feedback and determine what layout they support.

 

Recommendation

That the Community Board:

a)      Note the double bus park layout concept, the road safety audit and the feedback received; and

b)      Recommend that Council

i)       return to the original layout; or

ii)      adopt the current layout and amend the Traffic and Parking Bylaw; or

iii)     adopt a new twelve month trial layout consisting of a double bus park outside the library and amend the Traffic and Parking Bylaw to reflect the adopted new layout.

 

1) Background

The Cobham Road bus stop historically was located outside numbers 9 and 11 Cobham Road, Kerikeri.  This layout was formally adopted under the Parking and Traffic Control bylaw, so is enforceable.  This layout is shown on Attachment 1.

After a fire in May 2016, the bus stop was temporarily re-located to its current location outside numbers 13 and 15 Cobham Road.  This was to avoid bus passengers being exposed to construction hazards during repair of the buildings.  This layout was not formally adopted under the Parking and Traffic Control bylaw, and is therefore not enforceable.  This layout is shown on Attachment 2.

Since then, complaints by businesses relating to the loss of car parking spaces outside their premises have been received and safety concerns have been raised regarding the manner in which some bus companies are using the bus-stop, particularly the practice of double parking buses.  Some bus companies have also advised that at both this and the original layout, their vehicles are unable to park close enough to the kerb to use disabled access ramps because of the shop awnings.

Far North District Council has written to bus companies to reinforce that they are responsible for safe use of the bus stop.  The companies were reminded that double parking of vehicles is not permitted in the Road Code, and were asked to review their procedures to ensure that their operations are safe, legal and appropriate at the Cobham Road bus stop.

Council representatives also met with some of the parties involved at the site, and mapped out a trial layout consisting of a double bus park outside the library.  This layout is shown on Attachment 3.  The trial layout was subject to a Road Safety Audit, and directly affected parties were asked for feedback.

Facilities for public transport in Kerikeri will be reviewed in the District Transport Strategy, so the bus facilities on Cobham Road may be changed when the strategy is adopted.  This is anticipated to be in about twelve months’ time, which would provide an opportunity to trail the double bus park layout.

This report is to present information and ask the Board whether the layout should remain as current (do nothing), be returned to the original layout, or be changed to a new trial double bus park outside the library. 

2) Discussion and Options

Original and Current Layouts

The components of the original and current layouts as shown in Attachments 1 and 2 are relatively straight forward.  Changes that would be required to revert to the original layout would include:

a)         Reinstatement of the original bus stop and loading zone outside numbers 9 and 11 Cobham Road.

b)         The reinstated bus stop and loading zone would be in place of four parking spaces, though three parking spaces would be reinstated outside 13 and 15 Cobham Road.  There would therefore be a one less car parking space provided than currently.

c)         As the original layout is the current enforceable layout, no bylaw change would be necessary.

No road safety audit has been completed for either of these layouts, nor has feedback been sought from the community.

Trial Double Bus Park outside the Library

As shown in Attachment 3, this layout involves the following changes:

a)         A new double bus park is provided outside the library. The provision of a double bus park with a P30 time limit is in response to the current issue of double parking by coaches transferring passengers on Cobham Road.

b)         The new double bus park is in place of one disability parking space, two other parking spaces, and one loading zone.

c)         A replacement disability parking space is located on the Kerikeri-centre side of the current loading zone, with a lowered kerb to facilitate better accessibility.

d)         Three parking spaces are provided in the current location of the bus stop outside numbers 13 and 15 Cobham Road.  These replace the two parking spaces taken up by the new double bus park and the parking place taken up by the relocated disability parking space.  There is therefore no reduction in the number of parking spaces provided.

e)         The loading zone will not be replaced.

It is envisaged that this layout would be trialled for twelve months, and if successful adopted as part of the District Transport Strategy.

The double bus park layout has been subject to an independent road safety audit by Northern Civil Consulting (Attachment 4). The audit found that:

•           both the location and the proposed layout are fit for purpose;

•           the proposed double length bus park should eliminate the existing ‘double parking’ of buses that is currently occurring in the majority, if not all circumstances;

•           there are no significant safety implications of the use of the one-way system by a relatively small number of buses;

•           The raised crossing point immediately east of the proposed bus park and the zebra crossings at the intersection of Cobham Road and Kerikeri Road make good provision for bus passengers to cross the road and change to alternative modes of transport.

The audit did not recommend any changes to the layout.

There has been a considerable amount of local interest in the Cobham Road bus stop.  A range of interested parties were therefore asked for written feedback on the trial double bus park layout.

A total of sixteen feedback responses were received.  Ten of these were against this proposal, four supported this proposal and two were neutral.  However, a simple majority count to determine support is not appropriate.  This is because feedback has been obtained from a mix of individuals and representative organisations, and the various parties have or represent differing interests which must be interpreted.

A table with all of the responses is included as Attachment 5.

Options

Taking into account the trial double bus park layout concept, the road safety audit and the feedback received, the Community Board may recommend that:

1)         No changes are made to the current layout (do nothing, but recommend that the Parking and Traffic Control bylaw be changed); or

2)         The layout is changed back to the original layout (complete works, no Parking and Traffic Control bylaw change necessary); or

3)         The trial layout consisting of a double bus park outside the library is adopted for twelve months (complete works and recommend that the Parking and Traffic Control bylaw be changed).

Reason for the recommendation

The Community Board is asked to recommend a layout for Council to adopt because:

a)         whilst the trial double bus park layout is technically sound and safe, mixed feedback was received; and

b)         the trial double bus park layout is a change in the level of service provided by Council that will advantage a particular group (provision of a double bus space with 30 minute parking, which will benefit bus companies and their passengers); and

c)         the trial double bus park layout is a change in the level of service provided by Council that will dis-advantage a particular group (removal of a loading zone outside the library, which may require changes to library operations);

d)         the choice between layouts involves consideration of public interests better represented by the board than by staff.

The Community Board is asked to recommend that Council, through the Infrastructure Network Committee, make any necessary change to the Traffic Control and Parking bylaw as this is required to make any selected layout enforceable.  No bylaw change is required if the recommendation is to return to the original layout, as this is already included in the bylaw.

3) Financial Implications and Budgetary Provision

The work involves placement of signs, line marking and minor civil engineering works, so the financial implications of this work are not significant.  The work will be funded as minor safety works under the Low Cost Low Risk category.

Attachments

1.      Original Bus Stop Layout - A2446508

2.      Current Temporary Bus Stop Layout - A2446503

3.      Trial Double Bus Park Layout - A2446505

4.      Road Safety Audit - A2446502

5.      Summary of Feedback - A2446509  


 

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

High due to community interest (though this is only to local or directly affected parties).

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

Parking and Traffic Control bylaw must be changed if necessary to make the selected layout enforceable.

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 matter is of interest to the Bay of Islands-Whangaroa Community Board.  The decision required is within the delegation of the Board to recommend amendments to existing bylaws.

A resolution by Council will be required if the bylaw is to be amended.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

There are no special implications for Māori.

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.

Local groups, businesses and bus companies have been asked for feedback.  Bus passengers are considered to be represented by the bus companies and the wider public by the Kerikeri Residents and Ratepayers Association, Vision Kerikeri and the Community Board itself.

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

If required, there is capacity in the Low Cost Low Risk funding category.

Chief Financial Officer review.

The Chief Financial Officer (Acting) has reviewed this report


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

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6.2         2019 Annual Assessment Report of the Kerikeri Redwood Trees

File Number:           A2450621

Author:                    Nina Gobie, Team Leader - Facilities Operations

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

 

Purpose of the Report

To present to the Bay of Islands-Whangaroa Community Board the 2019 Arborist assessment of the Redwood Trees, Kerikeri.

Executive Summary

·    There are two stands of Redwood’s consisting of approx. 300 trees located on Hawkins Crescent and Wendy Wood Lane, Kerikeri.

·    Far North District Council has been carrying out annual assessments on these trees for a number of years due to health and safety concerns.

·    The latest Arborist reports carried out in March 2019 have found the Kerikeri Redwood’s are generally in good health and sound form.

·    Due to the nature and size of these trees, monitoring of the trees continue on an annual basis.

Recommendation

That the Bay of Islands-Whangaroa Community Board receive the 2019 Arborist Assessment reports concerning the Kerikeri Redwood Trees.

 

 

Background

There are two stands of Redwood’s, consisting of approx. 300 trees located on Hawkins Crescent and Wendy Wood Lane, Kerikeri. It is said these trees were planted by George Alderton in 1929 to provide windbreaks.

Far North District Council has been carrying out annual assessments on the trees to closely monitor their health due to health and safety concerns for a number of years following a severe weather event which caused a branch to damage a neighbouring property.

Discussion and Next Steps

The recent Arborist report has found the Kerikeri Redwood’s are generally in good health and sound form.

There are no signs or evidence of disease or structural defects within the crowns of the trees inspected which would cause a concern especially during a storm event.

Due to the nature and size of these trees, monitoring of them continues on an annual basis.

Financial Implications and Budgetary Provision

For an Arborist to undertake the annual assessment of these trees costs approx $1,000 incl. GST.

Attachments

1.      Treeskills Tree Report Hawkins Street, Kerikeri, 21 March 2019 - A2451618

2.      Treeskills Tree Report Wendywood Lane Kerikeri 21 March 2019 - A2451635  

 


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6.3         Road Naming - Ploughmans Close, Kerikeri

File Number:           A2453887

Author:                    Selina Topia, Roading Support Officer

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

 

Purpose of the Report

To seek approval from the Bay of Islands-Whangaroa Community Board to officially name a public road.

Executive Summary

Council has received a Road Naming application to name a public road addressed at 86 Landing Road, Kerikeri.  Community Boards have delegated authority to name public roads.

 

Recommendation

That the Bay of Islands-Whangaroa Community Board, pursuant to Council’s Road Naming and Property Addressing Policy #2125, name a public road Ploughmans Close addressed at 86 Landing Road, Kerikeri as per map (A2453781).

 

 

1) Background

Mr Jared Milne of Back Row Investments Limited has advised that this is a public road created by a sub-division addressed at 86 Landing Road, Kerikeri.  Community Boards have delegated authority to name public roads.

The background for these names is given also as per the Road Naming application attached (A2453802). 

Their suggestions are as follows:

1.   Ploughmans Close – The plough was first used in Kerikeri and in fact New Zealand by Reverend John G Butler when he drove a team of six bullocks on 3 May 1820.  Butler wrote “I trust that this day will be remembered with gratitude, and its anniversary kept by ages yet unborn.  Each heart rejoiced in this auspicious day and said, I may God speed the plough”.

2.   Huakiwi Place – Maori name for kiwifruit, one of the most thriving horticultural products of Kerikeri.  Vast orchards are in adjacent to these properties and also the surrounding area.

2) Discussion and Options

The local iwi, hapu have no objections. 

The Roading team has advised that the applicant’s first preference, Ruatara Road has not been accepted as there is already a road named Ruatara in Kerikeri which is the private road through the Kerikeri Retirement Village.

Reason for the recommendation

The road names recommended in this report are not duplicates of any other road names in the District, therefore meeting the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.20113).

3) Financial Implications and Budgetary Provision

There are no financial implications to Council.  The costs for road signage and installation will be met by the developer.

 

Attachments

1.      Road Naming application - Document number - A2453802

2.      Map - Document number - A2453781

3.      Iwi Consultation - A2454592

4.      Schedule - Document number - A2454086  


 

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 is the naming of a public road and is of low significance.

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

Road Naming and Property Numbering Policy #2125 and Australia/New Zealand Urban and Rural Addressing Standards 4819.2011.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

No district wide relevance and the Community Board have the delegated authority to approve road names.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

Hapu representatives of Ngati Rehia were consulted and were asked to provide their input.  They are happy with the names requested. (A2454465)

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.

There are currently no property owners as this is a new subdivision

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

Costs associated with the erection of road name signs will be met by the developer

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


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6.4         Eastern Community Halls Financial and AGM reports

File Number:           A2441671

Author:                    Ngawaiata Harris, Support Officer

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

 

Purpose of the Report

The purpose of the report is to present to the Bay of Islands-Whangaroa Community Board the Minutes of the Annual General Meeting, Financial Statements and / or usage data as provided by the respective Hall Committees being: Cherry Park House, Maromaku Hall, Okaihau Hall, Paihia War Memorial Hall, Simpson Park Hall, Totara North Hall, Waipapa Hall and Whangaroa Memorial Hall.

 

RECOMMENDATION

That the Bay of Islands-Whangaroa Community Board receive the minutes of the Annual General Meeting, Financial Statement and / or usage data from Hall Committees from the following halls:

a)           ·      Cherry Park House

b)          ·      Maromaku Hall

c)           ·      Okaihau Hall

d)          ·      Paihia War Memorial Hall

e)           ·      Simpson Park Hall

f)            ·      Totara North Hall

g)          ·      Waipapa Hall

h)          ·      Whangaroa Memorial Hall

 

 

Background

Rural Domain/Reserve Management committees were established to provide administration and basic maintenance to specific domains/reserves. These domains/reserves were generally remote and it was therefore considered more efficient for them to be managed locally.

Rural Domain/Reserve Management committees are not decision-making bodies; the overall management of the reserve rests with Council or their delegated authority, the local Community Boards.

The onus on the management committees is to ensure that the land they administer is used in the first instance, to foster and promote sport and recreation.

Discussion and Next Steps

The Hall Committees are community elected committees which manage the halls and reserve operation on behalf of the Bay of Islands-Whangaroa Community Board.  This includes all operational charges, unless expressly remitted by the Community Board and the Community Board has budgeted for these amounts annually. 

The Committee, as a delegated body on behalf of the Community Board, is responsible for producing annual audited accounts and statistical information in regard to the use and numbers of users.  The Committee is also responsible for all operational expenditure including water, pan charges, power, phone and cleaning.

Going forward it is planned that letters will be sent to all Hall Committees in September / October annually requesting copies of their AGM Minutes, Financial Statements and usage data for the previous year. Two further reminder letters will follow at which time, early in the New Year an Information Report will be presented to each of the Community Board’s providing the information as provided, noting which Committees have not responded.

As such, letters were sent to the Eastern Hall Committees on 8th February 2019, with a reminder email sent 4th March 2019. Information has not been received from the following hall committee in time to present in this report: Russell Hall

 

Financial Implications and Budgetary Provision

There are no financial implications and budgetary provisions.

 

Attachments

1.      Cherry Park House - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated 10th July 2018 - Document no - A2447352

2.      Maromaku Hall - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated 31st March 2018 - Document no - A2447358

3.      Okaihau Hall - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated 6th August 2018 - Document no - A1900167

4.      Paihia War Memorial Hall - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated - 14th August 2018 - Document no - A2447362

5.      Simpson Park Hall - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated 9th August 2018 - Document no - A2290449

6.      Totara North Hall - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated 2nd August 2018  - Document no - A2447366

7.      Waipapa Hall - Minutes of the Annual General Meeting, Financial Statement and Usage Statistics - dated 8th July 2018 - Document no - A2290451

8.      Whangaroa Memorial; Hall - Financial Statement and Usage Statistics - dated Year Ended 31 March 2018 - Document no - A2447343  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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.

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 significance

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

Policy #5011 - 13 Reserve Management Committees

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.

Not applicable.

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

There are no financial implications and budgetary provisions.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 

 


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7          Strategic Planning and Policy Group

7.1         Kerikeri Domain Reserve Management Plan

File Number:           A2451923

Author:                    Rachael Pull, Specialist Planner - Urban Design

Authoriser:              Darrell Sargent, General Manager - Strategic Planning and Policy

 

Purpose of the Report

·    To provide an overview on the recommended changes to the Draft Kerikeri Domain Reserve Management Plan (Management Plan) following the 9 April 2019 hearing of submissions; and

·    Obtain a recommendation from the Bay of Islands-Whangaroa Community Board (Community Board), that the Draft Kerikeri Domain Management Plan, including any changes, be adopted by Council.  

Executive Summary

 

Administration, with the support of the Community Board, consultants, key stakeholders, iwi and the public have created a Management Plan for Kerikeri Domain to meet obligations under Section 41 of the Reserves Act 1977.  The Management Plan has now gone through a public notification process and submissions have been heard.  The Community Board now must deliberate on submissions and make a recommendation to Council.  It is recommended that the Community Board supports the Management Plan subject to the following amendments:

·    Amended and include additional actions to improve/increase how the Kerikeri Domain is developed;

·    Amend the Concept Plan to be more flexible in its future implementation;

·    Minor changes to improve clarity;

 

These amendments have been recommended to the Community Board as they will provide for a more integrated Management Plan and reflect the communities’ aspirations and needs for the development and management of the Kerikeri Domain.

Recommendation

a. THAT the Bay of Islands-Whangaroa Community Board recommends that Council, pursuant to its powers under section 41 of the Reserves Act 1977, adopts the Draft Kerikeri Domain Reserve Management Plan 2019 subject to the amendments recommended at the deliberation workshop held on 8 May 2019.

OR

b. THAT the Bay of Islands-Whangaroa Community Board recommends that Council pursuant to its powers under section 41 of the Reserves Act 1977, adopts the Draft Kerikeri Domain Reserve Management Plan 2019 subject to changes made at the 20 May 2019 community board meeting.

 

1) Background

In June 2017, Council gave public notice of its intention to create a Management Plan for the Kerikeri Domain.  One of Council's responsibilities under the Reserves Act 1977 is to prepare Management Plans for all of its reserves.  A Management Plan sets out how Council intends to provide for the use, enjoyment, maintenance, protection, preservation and, when appropriate, development of a reserve. The Community Board is required to take into account this legislation when deciding on a recommendation. 

The Management Plan was written by administration, with support from the Community Board and consultants, following consultation with key stakeholders, iwi and the public. 

The Management Plan was publicly notified on 17 December 2018, with submissions closing on 15 March 2019.  A total of 151 submissions were received, with 32 submitters requesting to be heard.  The submissions were in general support of having a Management Plan, with the majority requested changes to the Management Plan as they wanted to have additional facilities and references to certain groups and activities provided at the Kerikeri Domain.  Some of the submissions also related to matters out of scope, which can’t be controlled by the Management Plan and are better managed by Council’s Bylaws and the Long Term Plan.

At the 13 December 2018 Council meeting it was resolved that the Community Board would hear the submissions received on the Management Plan, and that they would deliberate on whether to make any changes to the Management Plan as a result of consultation. The resolution therefore enables the Community Board to amend the Management Plan and put forward a recommendation to Council to adopt the amended Management Plan.

The public hearing was held by the Community Board on 9 April 2019.  The Community Board held a workshop on 8 May 2019 to inform the deliberations.

2) Discussion and Options

Submissions on the Management Plan were heard on 9 April 2019; a workshop was attended by the Community Board on 8 May 2019, and decisions on submissions can now be made, followed by a recommendation to Council for adoption.

Options

The available options include recommending that the Council either adopts the Management Plan subject to the amendments recommended in this report, or adopts the Management Plan subject to further changes made at the Community Board meeting.

Option 1

Administration have reviewed the submissions made by the public and consider that there should be some changes made to the Management Plan to achieve a more integrated document, which also addresses concerns raised by the community. The following changes are recommended:

a)   Amended/additional action points to improve/increase how the Kerikeri Domain is developed

Submissions were received suggesting to expand the actions in the Management Plan to provide more facilities and to more specifically address concerns about implementation.  It is considered that the following action points be amended:

Action Point

Amendment

Short Term

Council develop a maintenance and management plan for the Domain

Expand action point to include the following within the maintenance plan:

- community planting/weeding days.

- recognition of additional maintenance requirements for sports (e.g. turf management).

- the ethics of ako (teaching and learning), manaakitanga (hospitality/teamwork), whanaungatanga (relationships) and Kotahitanga (unity).

Action items to be designed, costed and approved by Council

Expand the design criteria to include the Crime Prevention Through Environmental Design principles.

Add landscaping and an interactive water play area to the list.

 

New short term action point:

Within six month Council design a horticultural landscape plan for the Kerikeri Domain in accordance with the Management Plan.

 

New short term action point:

Develop a shared use arrangement with Kerikeri High School regarding shared infrastructure and the use of the Kerikeri Domain and adjoining Ministry of Education land.

Medium Term

Water fountains and rubbish bins

Expand to specifically reference human and dog water fountains and rubbish bins.

Lighting

Expand reference to lighting to include feature and security lighting.  Remove reference to excluding sport lighting.

Upgrade footpaths

Amend to consider new footpath connections.

New multi-use facility

Amend to be subject to community engagement on position and design.

 

New Medium term action point:

Provide CCTV cameras in appropriate locations to enhance safety.

 

New Medium term action point:

Establish barbeque areas around the domain outside the perimeter pathway.

 

New Medium term action point:

Establish small fenced exercise areas for dogs and children outside the perimeter pathway.

 

New Medium term action point:

Upgrade the parking next to the library to provide space for people with accessibility concerns and parents.

 

A general amendment to remove reference to ‘FNDC’ by each action point (except those specific to Council) will mean that any group can fundraise or develop these facilities as long as they are in accordance with the Management Plan.

It is considered that amending/adding these action points will meet the vision and objectives of the plan and provide more clarity to Council and groups using and developing the Kerikeri Domain.

b)   Amend Concept Plan to be more flexible

Several submitters provided alternative concept plans.  All are based on a similar theme of infrastructure and planting surrounding a green space.  Where they differ is regarding the amount of green space, activities outside the scope of the Management Plan and some specific activities within the Kerikeri Domain.  It is considered that adopting elements from each of these plans will create a more comprehensive plan that reflects the vision for the Kerikeri Domain and the submissions. 

c)   Changes to improve clarity

Submissions were received to make minor changes to the document to better reflect users, facilities onsite, cultural history, policies, action points and the concept plan.  As these changes enhance the usability of the management plan it is considered that these changes will enhance the outcomes of the document.

Option 2

The Community Board may consider that additional changes are required, or that they do not agree with all or some of the recommendations made in Option 1.  Therefore the Community Board has the option of recommending other changes to the Management Plan.

Reason for the recommendation

Option 1 is recommended to the Community Board.  The proposed amendments address the majority of concerns raised in submissions (with the exception of changes sought that are outside the scope of what should or can be managed by a management plan) and create a more integrated management plan.

3) Financial Implications and Budgetary Provision

Associated administrative tasks and costs.  These costs will be met through the existing 2018/19 operational budget for the development of the management plan. 

There are no financial implications for the Community Board in relation to the resolution.

Attachments

1.      Draft Kerikeri Reserve Management Plan 08052019.1 - A2477749  


 

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 will have low level of significance as it is a legislative requirement and has already been consulted on. The Management Plan will facilitate the development and enhancement of a large recreational area to the benefit of the local community and wider district residents and be consistent with existing plans and policies.

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

Reserves Act 1977 – outlines process for writing and adopting reserve management plans.

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

The Community Board’s views have been considered through the establishment of the Community Reference Group to determine who the stakeholders were and the workshop that the Community Board members were invited to on 17 September 2018.

The Community Board’s view are further considered through the delegation given to hear and deliberate on submissions.

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.

Māori have been, and will continue to be, consulted on the issues outlined in the Management Plan.

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.

As part of the legislative process, the Management Plan was open to the public for three months for submissions, which were heard by the Board.

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

There are no immediate financial implications associated with the recommended resolutions, as outlined in Section 3 of this report.

Chief Financial Officer review.

The Chief Financial Officer will review this report.

 

 


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7.2         Towai-Maromaku Community Plan

File Number:           A2441891

Author:                    Alice Hosted, Community Development & Projects

Authoriser:              Darrell Sargent, General Manager - Strategic Planning and Policy

 

Purpose of the Report

That the Bay of Islands–Whangaroa Community Board receives the Towai-Maromaku Community Plan from the Towai–Maromaku Working Party (The Working Party)

Executive Summary

The Working Party has created the Towai-Maromaku Community Plan on behalf of the Towai-Maromaku community through a series of well attended community meetings (February–April 2019). It expresses their communities’ visions and hopes for the future for the following five focus areas;

·    People & Community

·    Natural Environment 

·    Heritage

·    Built Environment & Infrastructure

·    Economy

Once received, this document will provide a pathway to inform community and Council planning, budgeting and activity in the future.

 

Recommendation

That the Bay of Islands-Whangaroa Community board receives the Towai-Maromaku Community Plan from the Working Party

 

1) Background

In mid-February 2019, the Far North District Council invited the Towai-Maromaku community to enter into a streamlined community development planning process. The process was considered by staff to be an opportunity to address issues previously raised to Council and improve existing relationships.

A series of well attended community meetings, held between February and April 2019, led to the completion of a draft document that was socialised with the wider community at a ‘fun day’ on the 6th April 2019. The event was attended by approximately 70 people who were encouraged by the Working Party to provide feedback on the draft document.

2) Discussion and Options

Council encourages communities to engage in a community led planning process to highlight and prioritise the aspirations for the community. The process provides an opportunity for communities to engage in meaningful dialogue on issues that are of interest to them, and empowers them to prioritise local issues and identify solutions.

 

The Towai-Maromaku Community Plan highlights the communities aspirations to build community spirit by identifying goals for the five focus areas identified. It indicates potential projects that will help achieve these goals and suggests funding and support opportunities to help ensure that the projects are achievable and sustainable.

 

While the document has been identified as being of ‘low significance’ in terms of the Council’s Significance and Engagement Policy, it is of high significance to the community. The document is considered a valuable resource for the community and will help to ensure the community continues to be a sustainable, livable and vibrant environment.

 

There are no perceived conflicts with Council policies and strategies and working with communities to create Community Plans is consistent with Council’s approach to community development.

 

Council staff supported the development of the plan.  Hapū input and participation has been encouraged.

Reason for the recommendation

The Towai-Maromaku Community has completed the Towai-Maromaku Community Development Plan to address changing community needs and wants, and now seeks endorsement for the plan from the Bay of Islands- Whangaroa Community Board. 

3) Financial Implications and Budgetary Provision

There are no immediate budgetary implications for the Community Plan.  Any projects identified would be considered from existing budget or through Annual Plan or Long Term Plan development

Attachments

1.      Attachment 1:Towai-Maromaku Community Plan - A2441951  


 

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

The level of significance is considered to be low for the following reasons;

·        minimal financial implications

·        the document is not a statutory requirement

·        it is consistent with council policies.

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

Council’s community development frame work are relevant as they define the work we do in developing Far North communities. The framework includes;

·    Increasing opportunities for communities to determine the things they care about

·    Providing communities a chance to have their say and engage in meaningful dialogue on the things that affect them

·    Empowering communities to design, prioritise and engage on local initiatives

·    Building community spirit

The following Long Term Plan community outcomes are also considered to be of relevance

·    A safe and healthy district,

·    A sustainable and liveable environment,

·    A vibrant and thriving economy

State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.

This plan has ward relevance and is now being presented to the Community Board for their endorsement and consideration for alignment with the Whangaroa-Bay of Islands Community Board Strategic Plan.

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.

Hapū engagement is provided for in the plan and their participation is a critical component of the Towai-Maromaku Community Plan success.

 

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.

Person likely to be affected or have an interest include those who live within, and have a connection to the Towai-Maromaku community.

A great deal of effort has gone into the plan to capture the thoughts and aspirations of these people

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

There are no financial implications

Chief Financial Officer review.

The Chef Financail Officer has reviewed this report

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

8          Corporate Services Group

8.1         Chairperson and Members Report

File Number:           A2471921

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

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’s Ward, Ayr, Smith 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 - A2475391

2.      Member Wards Community Board Members Report - A2479329

3.      Member Ayr Community Board Members Report - A2477764

4.      Member Smith Community Board Members Report - A2471861

5.      Member Mills Community Board Members Report - A2479346  


 

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

20 May 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

8.2         Statement of Community Fund Account as at 31 March 2019

File Number:           A2460485

Author:                    Ajay Kumar, Management Accountant

Authoriser:              Angie Thomas, Chief Financial Officer (Acting)

 

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 March 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 March 2019

$73,379.80

·    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 Whangaroa County Museum

$5,000.00

·    Less funds not uplifted from 25 February 2019 for Be Free Incorporated, Kaeo Festival Group, Midway Incorporated Northland Day Services Trust, Pear Tree Paddlers, Russell  Tennis Incorporated and Vision Kerikeri

$35,413.00

Community Fund Account balance as at 31 March 2019

$90,787.00

 

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 March 2019 is $90,787.00.

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 March 2019 is attached.

Attachments

1.      2019-05-20 BWCB Statement of Bay of Islands-Whangaroa Community Board Community Fund Account as at 31 March 2019 - A2460432  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

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8.3         Volunteer Project Management Agreement: Living Waters - Bay of Islands (Reserves Act 1977)

File Number:           A2419207

Author:                    Detlef Davies, Local Government Lawyer

Authoriser:              Glenn Rainham, General Manager - Infrastructure Asset Management (Acting)

 

Purpose of the Report

To seek approval for a Project Management Agreement that provides for the Living Waters Bay of Islands Volunteer Group to undertake ecological restoration work on a number of Council reserves and unformed roads around the Bay of Islands and to obtain authority for Council staff to execute the attached Agreement.

It is proposed this draft Agreement be used as a basis for other volunteer groups who apply to do voluntary work on Council parks, reserves and other community properties.

Executive Summary

·        Far North District Council accepts the important role of volunteers to carry out work not required of a contractor that adds value and enhances Council property.

·        This Agreement permits the ‘Living Waters - Bay of Islands’ volunteer group to carryout work in locations as prescribed that do not result in the creation of assets e.g.: boardwalks.

 

Recommendation

That the Bay of Islands – Whangaroa Community Board:

a)      approves the Project Management Agreement with Living Waters – Bay of Islands, Bay of Islands Maritime Park Incorporated (“Living Waters”)

b)      authorises the General Manager – Infrastructure & Asset Management to sign the agreement on behalf of Council

 

1) Background

Council is regularly approached by the public and community organisations to carry out voluntary work on Council property mainly parks, reserves and unformed roads. 

Areas where community groups tend to work are unmanaged or outside of the current Community Services and Maintenance contract.

Previously, Council declined such offers and / or volunteers continued to carry out work without Council’s involvement / approval which has created a number of non-compliant assets.

So Council can manage volunteers, this Agreement is being utilised in conjunction with the Health and Safety Volunteer Induction programme and other improvement processes. This is also  includes the need to obtain Council approval not only as Landowner but also as the Regulatory Authority, if necessary especially when an voluntary group applies for funding from Council as part of their volunteer programme of works and services.

2) Discussion and Options

The Agreement identifies key roles, responsibilities and locations specific to the work that the ‘Living Waters - Bay of Islands’ volunteer group wish to continue to carry out across the Bay of Islands.

 

The type of work to be carried out includes; weed control, planting, predator control, recording, Kiwi call counts, five minute bird counts and care of the environment components.

 

‘Living Waters’ volunteers are limited by the work they should be permitted to carry out as it must take into account people’s abilities and expertise. However, it is acknowledged that volunteers do add value which ultimately benefits the environment, the local community and the people involved.

 

Many of the locations volunteer work in are unmanaged.

 

By introducing this Agreement and authorising its use with Living Waters, Council staff can start to request all other volunteer organisations also enter into a similar arrangement, in which case this agreement could serve as a template for future use.

 

Council is obliged by the Reserves Act 1977 to manage and maintain its reserves.  Similarly under the Local Government Act 1974 the Council has responsibility to manage its roading network including unformed (“paper”) roads. To do this, the use of volunteers and more specifically in this instance, Living Waters is important.

This agreement with Living Waters, provides consideration to health and safety matters with full information in a schedule. Going forward it is proposed all voluntary organisations ensure their Managers / Supervisors attend Council approved HAS training.

Maori culture and traditions relating to their ancestral land, waahi tapu and valued native flora and fauna should be preserved as a condition of the work by volunteers.

Although the work being carried out is by its very nature voluntary, costs will be incurred in the supply and use of equipment and the engagement of specific expertise but is not part of this Agreement. 

Reason for the recommendation

To enable important ecological restoration work to be carried out on Council reserves and unformed roads by the Living Waters volunteers while ensuring appropriate health and safety requirements are met and the roles and responsibilities executed as scheduled.

3) Financial Implications and Budgetary Provision

The Community Board has already provided some funds for specific purposes and further applications will be submitted as work progresses.

Attachments

1.      Draft agreement March 2019 - A2420936

2.      Living Waters v2 Health & Safety Plan for FNDC agreement - A2420945

3.      2HS007 B_Volunteer Health, Safety and Wellbeing Induction Checklist - A2420948  


 

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.

Volunteers on Reserves 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 Agreement with Living Waters is specific to the BOI-Whangaroa Community Board however it has the potential to have district-wide relevance as the agreement with minor adaptions could be used for future work on other reserves throughout the District.

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.

Maori culture and traditions relating to their ancestral land, waahi tapu and valued native flora and fauna shall be respected as a condition of the work by volunteers.

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.

The approval of the general community for the use of volunteers to undertake the proposed restoration work is assumed.

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

No OPEX or CAPEX implications.

Budgetary provisions come via Council applications for funding and other funding sources.

Chief Financial Officer review.

The Chief Financial Officer has reviewed this report

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

HS007B - Volunteer Health, Safety & Wellbeing Induction Checklist

 

Instructions: A Far North District Council Representative will complete the following health and safety induction with volunteers and/or community group coordinators to enable them to confidently manage the group’s health and safety requirements on site.

 

Name of FDNC contact responsible for the  induction:

 

Date:

 

Name of Community Group Coordinator:

 

Designation/Task:

 

Health and Safety Checklist

#

Item

Yes

No

NA

1

Given an overview of the FNDC Health & Safety Policy as a guide to working safely.

 

 

 

2

Given copy and explanation of current Volunteer Health, Safety & Wellbeing Handbook

 

 

 

3

Given an overview of the hazards and controls associated with the activity, including where applicable a job safety analysis and any interface issues with other work groups.

 

 

 

4

Name of person at FNDC to contact if you have any questions or issues.

 

 

 

5

Given an overview of what to do in the event of an incident, accident, unsafe act and unsafe equipment.

 

 

 

6

Given an overview of emergency procedures, including evacuation assembly point and first aid requirements.

 

 

 

7

Given an overview of any security and or access procedures or requirements.

 

 

 

8

Given an overview of PPE or other equipment requirements. Also any particular clothing requirements.

 

 

 

9

Any relevant: smoking, drug and alcohol rules

 

 

 

 

Other:

 

 

 

 

 

I acknowledge that the above has been received and understood:

 

 

 

 

Signature of Volunteer: ___________________________________________

 

 

I acknowledge that the induction has been completed:

 

 

Signature of FNDC Representative: ______________________________________________

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

8.4         Rural Travel Funding Project Reports

File Number:           A2407151

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

Executive Summary

·        Recipients of funds from the Rural Travel Funding must complete and submit a project report form within two months of funding being spent to subsidise travel for youth to participate in sporting activity and or competition

·        Project reports have been received from Bay of Islands Swimming Club

 

Recommendation

That the Bay of Islands-Whangaroa Community Board note the Rural Travel Project Reports from:

a)      Bay of Islands College

b)      Bay of Islands Swimming Club

c)      Kerikeri High School

d)      Northland Inline Skating Club

e)      Northwave Amateur Swim Club Incorporated

 

 

1) Background

The Far North District Council, as part of its agreements with Sport New Zealand and Sport Northland to administer Rural Travel funding, is required to submit an annual report on how the funding was allocated.  To assist the Council in compiling this report and to ensure accountability from applicants a project report form for funding is requested.  The Community Boards have in the past indicated a preference to support applicants that have returned a completed project report form for previous funding.

2) Discussion and Options

A copy of the project report forms are attached for the Board to receive.  If Board members have concerns or issues with any of these reports, they should be discussed at this point of the meeting.

Reason for the recommendation

To receive the project reports from previous funding applicants to the Rural Travel Funding Scheme.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

 

Attachments

1.      Rural Travel Fund Project Report - Bay of Islands College - A2415491

2.      Rural Travel Project Report- Bay of Islands Swimming Club - A2407025

3.      Rural Travel Project Report - Kerikeri High School - A2441036

4.      Rural Travel Project Report - Northland Inline Skating Club - A2430134

5.      Rural Travel Project Report - Northwave Amateur Swim Club Inc - A2411589  


 

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

N/A

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

N/A

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.

N/A

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.

The Community Board has delegated authority to allocate funding.

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

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8.5         Rural Travel Fund Winter 2018/2019 Applications

File Number:           A2399129

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To allocate Rural Travel Funding for the 2018/2019 winter sporting season.

 

Recommendation

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

a)      Bay of Islands College                                                                                   $1,000.00

b)      Kaikohe Amateur Football Club Inc                                                               $658.51

c)      Kaikohe Rugby and Football Sports Club Inc                                              $1,000.00

d)      Kerikeri High School                                                                                      $1,000.00

e)      Moerewa Rugby Club                                                                                     $1,900.00

f)       Moerewa Tigers Rugby League Club                                                            $1,700.00

g)      Northland Inline Skating Club                                                                       $1,700.00

h)      Northwave Amateur Swim Club Inc                                                               $400.00

i)       Otiria Rugby Union and Football Sports Club                                             $1,000.00

j)       Russell Soccer and Netball Club                                                                   $1,700.00

 

1) Background

The Rural Travel Fund was developed in response to concerns raised by Councils throughout the country about the lack of participation in sport by young people living in rural communities. The Fund was introduced as an interim measure until a rural participation strategy was fully developed and implemented. The strategy is still yet to be developed.

Kiwisport was launched in 2009 by Prime Minister John Key and funding is given to Sport Northland to achieve three objectives. One of the barriers that have been identified in Northland is the cost of travel.  Sport Northland agreed to give part of its funding to the Far North District Council to add to its Rural Travel Fund to overcome the travel barrier and help achieve their three objectives.

Council receives funding based on a per capita basis and gave the three Community Boards delegated authority to allocate the funding.  Each Board receives a sum based on the number of people between ages five and nineteen living in their respective areas. Figures are based on the 2013 census results.  This funding round is the first of two funding rounds for the current financial year, for sporting activities taking place in winter, or until November 2019 when the next round of funding is allocated.

Council advertises that funding is available approximately one month before applications close in local newspapers and on Council’s Facebook page. The Sport Northland representatives also forward information of the fund to clubs and schools that they work with as a more targeted approach to advertise the funding is available.

2) Discussion and Options

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

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

 

Sport Northland (Kiwisport)

Sport New Zealand (Rural Travel)


What are the Objectives?

1.  Increase the number of children participating in sport

2.  Increase the availability and accessibility of sport for children

3.  Support the development of skills to enable effective participation.

Subsidise travel for junior teams participating in local sport competition.

How much is available?

$25,000.00 across the Far North District.

$25,080.30 across the Far North District.

Funding is not available for

Coaches, referees, children playing in Regional or District rep teams, club/school sport administration.

Activities taking place during school hours, coaches, referees, club/school sport administration, travel to training.

Who can apply?

Schools, clubs or individuals.

Schools, clubs or individuals.

What age group is funding for?

Funding is available for school aged children. This is understood to be ages 5 - 18 years of age.

Funding is available for youth/children aged 5 - 19 years of age.

Eligible Sports

Team or individual organised sporting activities such as volleyball, netball, rugby; hockey, football, orienteering, waka ama, basketball, ki-o-rahi, shooting, athletics, swimming.

Sports that have regular grass roots competitions such as netball, hockey, rugby, rugby league, softball, football, touch rugby, basketball.

 

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

As Sport Northland has a vested interest, the Community Sport Advisor has made recommendations to the Board. The following is a list of applicants and the amounts they are requesting.

1

Bay of Islands College

$1,700.00

2

Kaikohe Amateur Football Club Inc

$2,470.00

3

Kaikohe Rugby Football and Sports Club Inc

$1,600.00

4

Kerikeri High School

$1,955.00

5

Moerewa Rugby Club

$3,000.00

6

Moerewa Tigers Rugby League Club

$2,200.00

7

Northland Inline Skating Club

$2,695.00

8

Northwave Amateur Swim Club Inc

$1,939.00

9

Otiria Rugby Union and Football Sports Club

$5,000.00

10

Russell Soccer and Netball Club

$3,200.00

 

Total:

$25,759.00

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

Council receives two grants annually that make up this funding budget - $25,080.30 from Sport New Zealand and $25,000 from Sport Northland.  

At the start of the financial year it is recommended that no more than 40% of the available budget be spent on summer activities, to leave the majority of funding available for winter activities. The table below shows how this is broken up between the wards for each funding round.

%

Board

40% Summer

60% Winter

Total

40.5%

Bay of Islands-Whangaroa Community

$8,029.81

 $12,044.70

 $20,074.51

28%

Kaikohe-Hokianga Community

$5,551.47

 $8,327.20

 $13,878.67

31.5%

Te Hiku Community

$6,245.40

 $9,368.10

 $15,613.50

 

At the Boards November 2018 meeting the Board allocated a total of $8,016 to help assist youth to travel to sporting activities over the summer period.

This leaves an available balance of $12,058.51 available for allocation this funding round.

 

Attachments

1.      Rural Travel Fund Eastern Ward Winter 2019 recommendations - A2430355

2.      Rural Travel Application - Bay of Islands College - A2417698

3.      Rural Travel Application - Kaikohe Amateur Football Club Incorporated - A2436531

4.      Rural Travel Application - Kaikohe Rugby Football and Sports Club In - A2430384

5.      Rural Travel Application - Kerikeri High School - A2399174

6.      Rural Travel Application - Moerewa Junior Rugby - A2415869

7.      Rural Travel Application - Moerewa Tigers Rugby League Club - A2432900

8.      Rural Travel Application - Northland Inline Skating Club - A2430234

9.      Rural Travel Application - Northwave Amateur Swim Club Inc - A2436549

10.    Rural Travel Application - Otiria Rugby Union and Football Sports Club - A2468662

11.    Rural Travel Application - Russell Soccer and Netball Association - A2436540  


 

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 is of low significance.

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

The Council promotes a vibrant and thriving economy that encourages a wide range of sporting activities and a safe a healthy district where young people are valued.

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 delegated to Community Boards to consider.

State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.

There are no implications that affect Maori any greater than other residents of the District.

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.

Anyone in the district participating in organised sporting activities could be eligible for funding. To try and capture everyone the funding is advertised a month in advance in newspapers, social media and word of mouth.

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

Funding is provided by Sport Northland (Kiwisport) and Sport New Zealand (Rural Travel).

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 

 


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Bay of Islands-Whangaroa Community Board Meeting Agenda

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8.6         Funding Project Reports

File Number:           A2439780

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project. 

 

Recommendation

That the Bay of Islands-Whangaroa Community Board note the project reports received from

a)   Hope Centre Northland Community Trust

b)   Resilient Russell Charitable Trust

c)   Tukau Community Trust

 

 

1) Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) Discussion and Options

Copies of the project reports are attached for the Board’s information.  Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements. 

Attachments

1.      Project Report - Hope Centre Northland Community Trust - A2439786

2.      Project Report - Resilient Russell Charitable Trust - A2443159

3.      Project Report - Tukau Community Fund - A2456048  


 

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 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.

N/A

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.

N/A

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

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Bay of Islands-Whangaroa Community Board Meeting Agenda

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8.7         Application for Funding - Fundamental Force Enterprises Limited

File Number:           A2478076

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Fundamental Force Enterprises Limited for rent, 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 $10,000 (plus GST if applicable) to be paid from the Board’s Community Fund Placemaking account to Fundamental Force Enterprises Limited for rent support the following Community Outcome:

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

 

 

1) Background

Fundamental Force Enterprises Limited aim to engage whanau to move by providing a safe and inviting platform for families and communities to learn healthy options for everyday living.

The applicant is renting both the Kreikeri Sports Complex and Northtec Kerikeri. Both facilities are not built for purpose and bookings have had to be cancelled at short notice as either the Kerikeri Sports Complex or Northtec Kerikeri are needed by those that manage the facilities. The applicant wants to hire Unit C, 55 Cobham Road, Kerikeri to be able to set up a permanent community hub. 

Fundamental Force Enterprises Limited has not applied for funding previously from the Bay of Islands-Whangaroa Community Board.

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 $25,000 (6% of the cost of the project).

Option 2    Authorise partial funding of the amount requested

This is the last round of funding for the 2018/2019 financial year with limited budget available and several applications to consider. Due to this partial funding is recommended.

Option 3    Decline funding

Option 2 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 - Fundamental Force Enterprises Limited - A2478059

2.      Schedule of Supporting Documentation - Fundamental Force Enterrise Limited - A2475794  


 

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 a 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.

 

 


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8.8         Application for Funding - Northern Flash Fiction Day

File Number:           A2467981

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Northern Flash Fiction Day for rent, advertising, facilitator/professional fee and refreshments, 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 $694 (plus GST if applicable) to be paid from the Board’s Community Fund account to Northern Flash Fiction Day for rent, advertising and facilitator/professional fee to support the following Community Outcome:

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

 

1) Background

National Flash Fiction Day organises annual, national flash fiction writing competition with categories for adults and young people aged up to 18 Years. Events are held throughout the country to celebrate the winners and allow local writers to present their works.  The National Flash Fiction Day Celebration is to take place on 23 June 2019 in Kawakawa.

National Flash Fiction Day has not applied for funding previously from the Bay of Islands-Whangaroa Community Board.

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 $1,188 (86% of the cost of the project).

Option 2    Authorise partial funding of the amount requested

The Community Grant Policy states that only 50% of the total project can be applied for ($694). The applicant has applied for 86% of the total project cost.

Option 3    Decline funding

Option 2 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 - National Flash Fiction Day - A2467873

2.      Schedule of Supporting Documentation - National Flash Fiction Day - A2467897  


 

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.

 

 


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Schedule of Supporting Documentation

NORTHERN FLASH FICTION DAY

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

1

City Chair Responsibilities

2

Quote - NZA Recommended Rates for Writers

3

Quote - Katherine Derrick (Professional Facilitator)

4

Quote - Soda Creek Kitchen (Catering)

5

Quote - Design and Print Kerikeri (Advertising)

6

Quote - Kings Theatre (Venue Hire)

7

National Flash Fiction Day Accounts 2018

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

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8.9         Application for Funding - Northland Area of Floral Art Society New Zealand

File Number:           A2468122

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Northland Area of FASNZ for costs associated with the Floral Designer of the Year 2019 event, 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 $2,963 (plus GST if applicable) to be paid from the Board’s Community Fund account to Northland Area of Floral Art Society New Zealand for costs associated with the Floral Designer of the Year 2019 to support the following Community Outcome:

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

 

1) Background

Northland Area of FASNZ aims to encourage, stimulate and promote participation in the art of floral design. The 2019 Floral art Designer of the year will be hosted in Kerikeri in October 2019. Entrants will come from Whangarei, Kerikeri, Doubtless Bay and Kaitaia. 

Northland Area of FASNZ has not applied for funding previously from the Bay of Islands-Whangaroa Community Board. The applicant did apply to the Te Hiku Community Board for the 2017 event and were allocated $680. A project report for the funding received was been completed and returned.

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 ($5,926) 100% of the cost of the project.

Option 2    Authorise partial funding of the amount requested

The Community Grant Policy states that only 50% ($2,963) of the total project can be applied for. The applicant has applied for 100% of the total project cost.

Option 3    Decline funding

Option 2 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 - Northland Area of FASNZ - A2468109

2.      Schedule of Supporting Documentation - Northland Area of FASNZ - A2468114  


 

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

20 May 2019

 

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wSchedule of Supporting Documentation

NORTHLAND AREA OF FASNZ

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

1

Floral Art Northland Designer of the Year Budget

2

Covering letter

3

Quote – Tuner Center (Venue Hire)

4

Entry Form for 2018

5

Bank Statement – ANZ

6

Designer of the year booklet - 2010

 

 

 


8.10       Application for Funding - Russell Birdman Trust

File Number:           A2468283

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Russell Birdman Trust for advertising, Facilitator Fees, equipment hire, purchase of hardware and refreshments for volunteers for the 2019 Russell Birdman Festival, 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 $2,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Birdman Trust for advertising, facilitator fees, equipment hire, purchase of hardware and refreshments for volunteers for the 2019 Russell Birdman Festival, to support the following Community Outcomes:

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

ii.         Proud, vibrant communities

 

 

1) Background

Russell Birdman Trust organises and promotes the Russell Birdman Festival. The 13th Russell Birdman Festival will take place in Russell over two days, as well as Waitangi is looking at hosting a one day event.

Russell Birdman Trust has applied to the Bay of Islands-Whangaroa Community Board previously and received funding.

Year

Project

Amount allocated

Project report received

2015

Russell Birdman 2015

$7,192.00

Yes

2016

Russell Birdman 2016

$2,000.00

Yes

2017

Russell Birdman 2017

$5,657.00

Yes

2018

Russell Birdman 2018

$6,200.00

Yes

 

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 32% of the cost of the project.

Option 2    Authorise partial funding of the amount requested

The applicant was allocated $7,500 from the 2018/2019 Events Investment Fund for this project. This is the last round of funding for the 2018/2019 financial year with limited budget available and several applications to consider. Due to this, partial funding is recommended.

Option 3    Decline funding

Option 2 is recommended by staff as the applicant has received funding from the Far North District Council and there is limited budget left to allocate for the 2018/2019 financial year.

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 - Russell Birdman Trust - A2468233

2.      Schedule of Supporting Documentation - Russell Birdman Trust - A2468241  


 

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

20 May 2019

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

8.11       Application for Funding - Russell Bowling Club

File Number:           A2468547

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Russell Bowling Club for the costs of re-roofing the clubhouse and equipment shed, 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 $5,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Russell Bowling Club for the costs of re-roofing the clubhouse and the equipment shed, to support the following Community Outcome:

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

 

1) Background

Russell Bowling Club has 83 members, which is up on the previous year with only 43 members. Russell Bowling Club is developing an asset management plan to modernise the club facility and attend to several years of deferred maintenance.

The Russell Bowling Club has not previously applied to the Bay of Islands-Whangaroa Community Board for funding. 

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 $20,000 (48% of the cost of the project).

Option 2    Authorise partial funding of the amount requested

This is the last round of funding for the 2018/2019 financial year with limited budget available and several applications to consider. Due to this partial funding is recommended.

Option 3    Decline funding

Option 2 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 - Russell Bowling Club - A2468430

2.      Schedule of Supporting Documentation - Russell Bowling Club - A2468457  


 

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.

 

 


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wSchedule of Supporting Documentation

RUSSELL BOWLING CLUB

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

1

Russell Bowling Club Profile

2

Youth Development Scheme

3

Quote – Roof BOI Ltd

4

Deposit slip

5

Bank Statement – April 2019

6

Financial Statements – March 2018

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

8.12       Application for Funding - Te Runanga o Ngati Rehia on behalf of Tuhono Kerikeri Partnership Project

File Number:           A2474362

Author:                    Kim Hammond, Meetings Administrator

Authoriser:              Aisha Huriwai, Team Leader Governance Support

 

Purpose of the Report

To present the Community Board with information received from Te Runanga o Ngāti Rēhia on behalf of Tūhono Kerikeri Partnership Project for advertising and equipment hire costs for the Tūhono Kerikeri Bicentennial Celebrations from October 2019 to April 2020, 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 $2,654 (plus GST if applicable) to be paid from the Board’s Community Fund account to Te Runanga o Ngāti Rēhia (on behalf of Tūhono Kerikeri Partnership Project) for advertising and equipment hire costs to support the following Community Outcomes:

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

ii.         Proud, vibrant communities

 

1) Background

Tūhono Kerikeri is being organised by the Kororipo Heritage Park Management group made up of Department of Conservation, Heritage New Zealand Pouhere Taonga, Northland Incorporated, Far North Holdings Limited, Bay of Islands-Whangaroa Community Board, Far North District Council and Te Runanga o Ngāti Rēhia

The Tūhono Kerikeri Bicentennial Celebrations will consist of a programme of events and activities that aim for the Kerikeri community to develop a greater understanding of New Zealand’s shared heritage in Kerikeri from pre-European times to early encounters between Māori and Pakeha.

Te Runanga o Ngāti Rēhia received $9,000 from the Bay of Islands-Whangaroa Community Board in 2014 to be able to undertake a structural engineering/geotechnical survey for a proposed sculpture at the southern entrance to Kerikeri.

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 $20,000 (6% of the cost of the project).

Option 2    Authorise partial funding of the amount requested

This is the last round of funding for the 2018/2019 financial year with limited budget available and several applications to consider. Due to this partial funding is recommended.

Option 3    Decline funding

Option 2 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 - Tuhono Kerikeri Partnership Project - A2474107

2.      Schedule of Supporting Documentation - Te Runanga o Ngati Rehia - A2474319  


 

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

20 May 2019

 

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Schedule of Supporting Documentation

TE RUNUNGA O NGĀTI RĒHIA ON BEHALF OF TŪHONO KERIKERI PARTNERSHIP PROJECT

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

1

Additional application information

2

Complete budget breakdown

3

Contact details

4

Performance report for year ended 31 March 2017

5

Quote - Benefitz

6

Quote – Designs Print Kerikeri

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

20 May 2019

 

9          Meeting Close