Te Kaunihera o Tai Tokerau ki te Raki

 

 

AGENDA

 

Bay of Islands-Whangaroa Community Board Meeting

 

Thursday, 31 March 2022

Time:

9:00 am

Location:

Virtual

 

 

Membership:

Chairperson Belinda Ward

Deputy Chairperson Frank Owen

Member Lane Ayr

Member Manuela Gmuer-Hornell

Member Bruce Mills

Member Manuwai Wells

Member Dave Hookway-Kopa

Member Rachel Smith

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

The Local Government Act 2002 states the role of a Community Board is to:

A.        Represent, and act as an advocate for, the interests of its community.

B.        Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board.

C.        Maintain an overview of services provided by the territorial authority within the community.

D.        Prepare an annual submission to the territorial authority for expenditure within the community.

E.        Communicate with community organisations and special interest groups within the community.

F.         Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

·                Amenity lighting

·                Cemeteries

·                Drainage (does not include reticulated stormwater systems)

·                Footpaths/cycle ways and walkways.

·                Public toilets

·                Reserves

·                Halls

·                Swimming pools

·                Town litter

·                Town beautification and maintenance

·                Street furniture including public information signage.

·                Street/public Art.

·                Trees on Council land

·                Off road public car parks.

·                Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1.         Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long Term Plan processes.

2.         Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3.         Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4.         Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5.         To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6.         To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long Term Plan and make recommendations to the Council.

7.         Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres.

8.         To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9.         To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10.      To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11.      Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12.      Recommend new bylaws or amendments to existing bylaws.

13.      Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14.      Exercise the following powers in respect of the Council bylaws within their community:

a)       Control of Use of Public Spaces – Dispensations on signs

b)       Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c)        Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d)       Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e)       Speed Limits – Recommend places and speed limits which should be imposed.

15.      To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16.      Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17.      To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18.      To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19.      In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20.      Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1.         Comment on adverse performance to the Chief Executive in respect of service delivery.

2.         Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3.         Assist their communities to set priorities for Pride of Place programmes.

4.         Have special regard for the views of Māori.

5.         Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6.         Actively participate in community consultation and advocacy and keep Council informed on local issues.

7.         Seek and report to Council community feedback on current issues by:

a)         Holding a Community forum prior to Board meetings

b)         Varying the venues of Board meetings to enable access by members of the community

8.         Monitor and make recommendations to Council to improve effectiveness of policy.

9.         Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1.         Provide appropriate management support for the Boards.

2.         Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3.         Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a)         the disposal and purchase of land

b)         proposals to acquire or dispose of reserves

c)         representation reviews

d)         development of new maritime facilities

e)         community development plans and structure plans

f)          removal and protection of trees

g)         local economic development initiatives

h)         changes to the Resource Management Plan

4.         Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5.         Prepare an induction/familiarisation process targeting new members in particular early in the term.

6.         Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7.         Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8.         Help Boards to implement local community projects.

9.         Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long Term Plan.

10.      Provide information.

 

 

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

Belinda Ward

Ward Jarvis Family Trust

Trustee

 

 

Kenneth Jarvis Family Trust

Trustee

 

 

Residence in Watea

 

 

 

Belinda Ward (Partner)

Ward Jarvis Family Trust

Trustee and beneficiary

 

 

Kenneth Jarvis Family Trust

Trustee and beneficiary

 

 

Residence in Watea

Trustee

 

 

Lane Ayr

Retired

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Lane Ayr (Partner)

Riverview School

 

 

 

Home

 

 

 

Residence in Kerikeri

 

 

 

Bruce Mills

Galloquine Trust / Galloquine Limited

Director

 

 

Whangaroa Community Trust

Trustee

 

 

Manuwai Wells

No form received

 

 

 

Frank Owen

Retired

 

.

Step aside from decisions that arise, that may have conflicts

House Property in Kerikeri

 

 

Step aside from decisions that arise, that may have conflicts

Frank Owen (Partner)

House Property in Kerikeri

 

 

 

Manuela Gmuer Hornell

Bay of Islands Sailing week Incorporated

Chair

Funding for events

Step aside from decisions that arise, that may have conflicts

Te Au Mārie 1769 Sestercennial Trust

Trustee

 

Step aside from decisions that arise, that may have conflicts

Chris Hornell and Manuela Gmuer-Hornell Partnership

Partner

 

Step aside from decisions that arise, that may have conflicts

Hornell-Gmuer Trust

Trustee and Beneficiary

 

Step aside from decisions that arise, that may have conflicts

Russell Contracting Limited

Family Business

 

Step aside from decisions that arise, that may have conflicts

Russell Volunteer Fire Brigade

Secretary

 

Step aside from decisions that arise, that may have conflicts

Dave Hookway-Kopa

Manu Hapori Hauora – Community Wellbeing Advisor Northland DHB

Employee

Possibility of joint working groups with FNDC

Consider each situation on merit and declare any potential conflict

Property on Waipapa West Road

Property owner

Issues to do with the street

Declare as appropriate

Rachel Smith

Friends of Rolands Wood Charitable Trust

Trustee

 

 

Mid North Family Support

Trustee

 

 

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member

 

 

Vision Kerikeri

Financial Member

 

 

Rachel Smith (Partner)

Property Owner

Kerikeri

 

 

Friends who work at Far North District Council

 

 

 

Kerikeri Cruising Club

Subscription Member and Treasurer

 

 

Vision Kerikeri

Financial Member

 

 

Town and General Groundcare Limited)

Director/Shareholder

 

 

 

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

Far North District Council

Bay of Islands-Whangaroa Community Board Meeting

will be held virtually via Microsoft TEAMs on

Thursday 31 March 2022 at 9:00 am

Te Paeroa Mahi / Order of Business

1          Karakia Timatanga / Opening Prayer. 9

2          Nga Whakapāha Me Ngā Pānga Mema / Apologies and Conflicts of Interest 9

3          Nga Kaikorero / Speakers. 9

4          Te Wāhanga Tūmatanui / Public Forum.. 9

5          Te Tono Kōrero / Deputation. 9

6          Confirmation of Previous Minutes. 10

6.1            Confirmation of Previous Minutes. 10

7          Reports. 17

7.1            Chairperson and Members Report 17

7.2            Relocation and Installation of Kerikeri Domain Playground to Totara North Hall Reserve  28

7.3            Statement of Community Board Fund Account as at 28 February 2022. 62

7.4            Funding Applications. 66

8          Information Reports. 107

8.1            Bay of Islands-Whangaroa Community Hall Annual Information update. 107

8.2            Reserve Management (Domain) Committee - Annual Returns. 175

8.3            Moerewa Traffic Calming Delivery Strategy. 193

8.4            Kerikeri Redwood - December 2021 Arborist Report 196

8.5            Moreton Bay Fig, Russell - 2021 Arborist Report 210

8.6            Wharau Road and Reserve - A Way Forward. 222

8.7            Bay of Islands-Whangaroa Community Board Action Sheet Update March 2022. 227

9          Karakia Whakamutunga / Closing Prayer. 234

10       Te Kapinga Hui / Meeting Close. 234

 

 


1            Karakia Timatanga / Opening Prayer

“Ka tuku mātou kia kaha mai ngā māngai kua whiriwhirihia mō Te Kaunihera o Tai Tokerau ki te Raki ki te mahi me te ngākau auaha me te whakamahi i ngā pūkenga me te mātauranga i roto i ngā wānanga me ngā whakataunga kia whakatūria ai tētahi Hapori e matatika ana, e tū kotahi ana ka mutu ka whakapiki anō i te oranga o tō tātou rohe, ka whakatau anō i ngā take o te rohe i runga i te tika me te pono”.

We ask that through the boards discussions and decisions the representatives elected may advocate on behalf of the Bay of Islands-Whangaroa community with aroha, imagination, skill and wisdom to achieve a fairer and more united community that enhances the wellbeing of the community and solves the community's problems efficiently and effectively.

 

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

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Community Board and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy 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.

3            NGA kaikorero / Speakers

·           Brendon Francis from Kerikeri Scouts Group regarding the ANZAC day dawn service

·           Rhonwen Mansell from Far North Life Education Trust regarding the annual visits to Northland primary schools

·           Jo Lynch from R Tucker Thompson Sail Training Trust regarding the Youth Development Voyage

·           Jane Newton from Russell Tennis Club Inc. regarding the construction of a tennis pavilion and relocation of current practice wall

4            Te Wāhanga Tūmatanui / Public Forum

·           Hillary Sumpter on Redwoods

·           Ruth Kerr and John Dunn for the Wharau Raod report

5            Te Tono Kōrero / Deputation

·                Paul Condrun and Phillip Grimshaw representing Healthy Families Far North


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

6            Confirmation of Previous Minutes

6.1         Confirmation of Previous Minutes

File Number:           A3538431

Author:                    Joshna Panday, Democracy Advisor

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

Te Take Pūrongo / Purpose of the Report

The minutes are attached to allow the Bay of Islands-Whangaroa Community Board to confirm that the minutes are a true and correct record of the previous meeting.

ngĀ tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board confirm the minutes of the Bay of Islands-Whangaroa Community Board meeting held on 3 March 2022 are a true and correct record.

 

 

1) te TĀhuhu kŌrero / Background

Local Government Act 2002 clause 7 Section 28 states that a local authority must keep minutes of its proceedings.  The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options

The minutes of the meeting are attached.

The Bay of Islands-Whangaroa Community Board Standing Orders Section 27.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

Te Take Tūtohunga / Reason for the recommendation

The reason for the recommendation is to confirm the minutes as a true and correct record of the previous meeting.

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

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

ngĀ Āpitihanga / Attachments

1.       BIWCB_20220303_MIN_2557 - A3633374  


 

Te Hōtaka Take Ōkawa / Compliance schedule:

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

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

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

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

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

 

He Take Ōkawa / Compliance requirement

Te Aromatawai Kaimahi / Staff assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This is a matter of low significance.

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

This report complies with the Local Government Act 2002 Schedule 7 Section 28.

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

It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.

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

There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

This report is asking for the minutes to be confirmed as a true and correct record, any interest that affect other people should be considered as art of the individuals report.

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

There are no financial implications requiring input from the Chief Financial Officer.

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

7            Reports

7.1         Chairperson and Members Report

File Number:           A3640027

Author:                    Joshna Panday, Democracy Advisor

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TE TAKE PŪRONGO / Purpose of the Report

The report provides feedback to the community on matters of interest or concern to the Community Board.

 NGĀ TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board note the reports from Chair Belinda Ward, Deputy Chair Frank Owen and Members Lane Ayr and Bruce Mills.

 

TE tĀHUHU KŌRERO / Background

The Local Government Act 2002 Part 4 Section 52 states that the role of a Community Board is to represent, and act as an advocate for the interests of its community. 

Resource Consents for the Bay of Islands-Whangaroa Ward have been emailed to members.

TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

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 report from the Chairperson and members are attached.

Resource Consents have been emailed to community board members. Members have five days to send feedback in relation to a resource consent. Members will be expected to include these details in their member reports going forward. For example, see below.

2220242-RMALUC - (40 McKenzie Road, Kerikeri 0294)

To construct a single-story residential dwelling in the Coastal Zone and Vary a Consent Notice Condition.

2220245-RMASUB - (156 Stanners Road, Kerikeri 0295)

To subdivide two titles to create 5 lots, in the Rural Production Zone as a non-complying activity.

2220252-RMALUC - (81 Ruapekapeka Road, Towai)

To widen the carriageway of Ruapekapeka Road and includes excavation/fill and retaining wall construction outside of road designation. Land use consent is sought in lieu of alteration to design in the Rural Production Zone as a Discretionary Activity.

2220259-RMALUC - (3 Tikitiki Lane, Russell 0272)

Proposed relocated dwelling in the Coastal Living Zone, breaching rules for vehicle access, fire risk to residential unit, earthworks and visual amenity as a Discretionary Activity.

2220233-RMALUC

The application is to re-open an establish cafe and to create commercial offices in the Rural Living Zone breaching the residential intensity rule as a Restricted Discretionary Activity.

 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. 

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

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

ngĀ Āpitihanga / Attachments

1.       Chairperson Belinda Ward Report - A3633290

2.       Deputy Chair Frank Owen Report - A3633293

3.       Member Lane Ayr Report - A3633292

4.       Member Bruce Mills Report - A3633291   


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7.2         Relocation and Installation of Kerikeri Domain Playground to Totara North Hall Reserve

File Number:           A3605085

Author:                    Shayne Storey, Community Development Advisor

Authoriser:             Darren Edwards, General Manager - Strategic Planning and Policy

 

TAKE PŪRONGO / Purpose of the Report

To seek approval from the Bay of Islands-Whangaroa Community Board for the relocation and installation of the Kerikeri domain playground to the Totara North Hall reserve.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      The current playground located at the Kerikeri Domain is earmarked for removal.

·      The Totara North Community Development Plan 2021 states the desire to install a playground in the Totara North Hall reserve. The Bay of Islands-Whangaroa received this plan in March 2021.

·      The Bay of Islands-Whangaroa Community Board has previously passed a Resolution to support in principle that the old Kerikeri Domain playground be repurposed to Totara North.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board approve the Relocation and Installation of Kerikeri Domain Playground to Totara North Hall Reserve.

 

tĀHUHU KŌRERO / Background

Council has received Provincial Growth Fund (PGF) funding to develop the Kerikeri Domain in accordance with the Kerikeri Domain Reserve Management Plan. This project includes upgrading the existing playground with the current playground planned for removal in May 2022. The opportunity to repurpose the playground and relocate it to the Totara North Hall reserve was identified by the Kerikeri Domain working group.

The Totara North Community Development Plan 2021 states the desire by the community to install a playground in the reserve next to the Totara North Hall. The Bay of Islands-Whangaroa received this plan in March 2021.

The Bay of Islands-Whangaroa Community Board passed a Resolution to support in principle that the current Kerikeri Domain playground be repurposed to the Totara North Hall reserve at their December 2021 meeting.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

There are currently no recreation areas with playground facilities for children and their whanau in Totara North.

This project contributes to Council’s community outcomes in respect to “Communities that are healthy, safe, connected and sustainable” and “Proud, Vibrant Communities”. As outlined in Council’s new Sustainable Outcomes Strategy, the playground installation embraces all aspects of wellbeing (social, economic, environmental, and cultural).

If approved, the playground will remain a Council asset and will be included in Council’s asset management maintenance program. All necessary Council staff have been consulted in this proposal and are fully supportive.

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

The removal of the playground from the Kerikeri Domain will be funded through the PGF resources in place for the upgrade to the Domain. The reinstallation costs are yet to be funded. However, the Totara North Community has agreed to contribute $5,000 towards the costs, as well as voluntary hours towards the beautification of the area. Playgrounds are ward rated, and as such the ongoing maintenance of the playground is to be covered by its current renewals budget, which will stay attached to this asset.

Āpitihanga / Attachments

1.       Totara-North_Community_Plan_FINAL_22_March_2021 - A3149484

2.       Sustainable Outcomes for Community Development - A3619880  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

Far North District Council have adopted a Sustainable Outcomes Framework and Strategy to deliver value to our communities beyond the goods and services we buy. The potential outcomes include job creation, supplier diversity, ensuring reuse and ethical supply of materials, and connecting with impactful organizations in our community including community groups, social enterprises, local and or Maori owned business to address social and economic inequalities. We are also targeting improved environmental stewardship across our region.

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Collaboration and innovation is key! We will draw on the experience and passion of our communities. The Sustainable Outcomes Framework exists as a living platform and is supported by our Principal Advisor Suzy McCall.

 

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

7.3         Statement of Community Board Fund Account as at 28 February 2022

File Number:           A3628641

Author:                    Segun Rotimi, Accounting Support Officer

Authoriser:             Janice Smith, Chief Financial Officer

 

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 December 2021”.

 

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 2021

$301,549.00

·    Plus unused funds from 2020/21 – BOI Rotary Club 2021 Duck Race

$1,974.00

·    Plus unused funds from 2020/21 – Kerikeri FC Storage Facilities

$3,000.00

·    Plus unused funds from 2020/21 – Kerikeri Gym Club Fitout Facility

$2,958.00

·    Plus unused funds from 2020/21 – Kerikeri Sports Complex for community playground equipment

$15,000.00

·    Plus unused funds from 2020/21 – Russell to Okiato Shared pathway Signage

$3,000.00

·    Plus unused funds from 2020/21 – Kaeo Playground Shade Structure

$30,000.00

·    Plus unused funds from 2020/21 – Kawakawa Community Development Plan

$10,000.00

·    Plus unused funds from 2020/21 – Te Hononga Hub Old Bank Vault Renovation

$3,077.00

·    Refund of unused grant – Guardians of the Bay of Islands Inc – Te Ra nga Tamariki Day 2021

$360.87

·    Rescinded Resolution Russell Baptist Church back to Placemaking Fund

$8,000.00

·    Plus unused funds from 2020/21 – Ngati Rahiri Maori Komiti – Te Tii Carols in the Park

$2,397.00

·    Less funds granted and uplifted to 28 February 2022

$111,361.00

·    Less funds not uplifted from 4 March 2021 for Bay of Islands Rotary Club for 2021 Duck Race

$1,974.00

·    Less funds not uplifted from 3 June 2021 for Kerikeri Football Club for costs towards storage facilities for equipment

$3,000.00

·    Less funds not uplifted from 2 September 2021 for Kerikeri Sports Complex Management Group for costs towards construction of a playground at the complex

$5,189.00

·    Less funds not uplifted from 7 October 2021 for Kawakawa Hundertwasser Charitable Trust for costs towards facilitate development community plan

$10,000.00

·    Less funds not uplifted from 7 October 2021 for Kawakawa Hundertwasser Charitable Trust for costs towards Te Hononga Booking Office project

$3,077.00

·    Less funds not uplifted from 11 November 2021 for Kerikeri Community Cadet Unit costs towards 2021 Regimental Dinner

$1,000.00

·    Community Fund Account balance as at 28 February 2022

$245,714.87

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 28 February 2022 is $245,714.87.

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 relevant community board funds to the Bay of Islands-Whangaroa Community Board.  The statement of the Community Fund account as at 28 February is attached.

Attachments

1.       Statement of Community Fund Account BOI-Whangaroa as at 28 February 2022 - A3627392  

  


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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31 March 2022

 

7.4         Funding Applications

File Number:           A3624939

Author:                    Kathryn Trewin, Funding Advisor

Authoriser:             Ana Mules, Team Leader - Community Development and Investment

 

Take Pūrongo / Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Bay of Islands-Whangaroa Community Board to determine which application/s will receive funding at the 31 March 2022 meeting.

WhakarĀpopoto matua / Executive Summary

·        Three new applications and a resubmitted application for funding have been received, requesting $54,303.

·        The Board has $135,357 available to allocate.

·        The Board also has $85,000 for placemaking funding to grant in the 2021/22 financial year.

·        In October 2021, the Board confirmed a resolution granting $10,000 to Hundertwasser Community Trust for the development of a Kawakawa Community Plan.  The Board stipulated the Trust must report back to Bay of Islands-Whangaroa Community Board with a project brief including timeline and deliverable commitments before funds are uplifted. This report is attached for the Boards approval.

 

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

a)      approves the sum of $5,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kerikeri Scout Group for costs towards 2022 Kerikeri ANZAC Service to meet the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

b)      approves the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Life Education Trust for costs towards School Visits to meet the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

c)      approves the sum of $2,461 (plus GST if applicable) be paid from the Board’s Community Fund account to R Tucker Thompson Sail Training Trust for costs towards participation costs for one trainee from the Bay of Islands-Whangaroa Community Board area to meet the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

d)      approves the sum of $20,000 (plus GST if applicable) be paid from the Board’s Placemaking Community Fund account to Russell Tennis Club Inc for costs towards building a new pavilion to meet the following Community Outcomes:

i)       Communities that are healthy, safe, connected and sustainable

ii)      Proud, vibrant communities

tŪtohunga / Recommendation

That the Bay of Islands-Whangaroa Community Board;

e)      confirm their resolutions of 3 June 2021 and 7 October 2021 to approve the sum of $10,000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kawakawa Hundertwasser Charitable Trust with the following conditions and authorise the release of the funds:

i)          Kawakawa Hundertwasser Charitable Trust work with Bay of Islands-Whangaroa Community Board Kawakawa - Moerewa subdivision representative, Kawakawa business association, iwi/hapu representatives and other interested community groups.

ii)         report back to Bay of Islands-Whangaroa Community Board with a project brief including timeline and deliverable commitments before funds are uplifted.

 

 

1) TĀhuhu kŌrero / Background

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


2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant

Project

Requested

Recommended

Comments

Community Outcome(s)

Type

Kerikeri Scout Group

Kerikeri ANZAC Services 2022

$5,000

$5,000

The Kerikeri Scout Group has stepped in at the last minute to try and ensure there is an ANZAC service in Kerikeri following the closure of the RSA.  They are still finalising costs, and the incomplete application has been provided as this is the last meeting prior to ANZAC day.  They have confirmed they will be able to provide final costs prior to the meeting on 31 March 2022.  Due to the late timeframe they have been unable to secure funding from other sources.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Event

Life Education Trust

School Visits

$10,000

$10,000

Life Education Trust are requesting $10,000 from each of the three Community Boards to carry out school visits in the Far North District.  They received funding from the Board towards costs of the refit of the mobile classroom in June 2020, which they advise has been delayed due to covid and will now be done in May 2022.

i)   Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Community Development

R Tucker Thompson Sail Training Trust

Sponsorship for one student to attend

$2,461

$2,461

The Trust is requesting each of the three Boards to sponsor the attendance of one student on a training voyage.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Community Development

Russell Tennis Club Inc

Pavilion Construction

$36,842

$20,000

The applicant has resubmitted their application.  Since the initial application was made, they have secured just over $32,000 from other funding applications and are requesting a contribution from Board for this project.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Infrastructure

Hundertwasser Community Trust

Kawakawa Development Plan

 

 

The Board allocated $10,000 towards this project at their meeting in June 2021.  They confirmed this grant at their meeting in October with the condition that the Trust had to report back to Bay of Islands-Whangaroa Community Board with a project brief including timeline and deliverable commitments before funds are uplifted.  This brief is attached for the Boards approval.

i)   Communities that are healthy, safe, connected and sustainable

ii)  Proud, vibrant communities

Community Development

Take Tūtohunga / Reason for the recommendation

The applicant was required to complete a standard application form and provide supporting information. 

For each application, the Board has three options.

Option 1    Authorise funding for the full amount requested

Option 2    Authorise partial funding

Option 3    Decline funding

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

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

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


 

Āpitihanga / Attachments

1.       BOIWCB - Funding Application - Kerikeri ANZAC service - A3634333

2.       Pages from BOIWCB - Funding Application - Life Education Trust - A3634336

3.       Pages from BOIWCB - Funding Application - R Tucker Thompson - A3634335

4.       Pages from BOIWCB - Funding Application - Russell Tennis (Resubmission) - A3634337

5.       Kawakawa Development Plan - A3634334  


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

Hōtaka Take Ōkawa / Compliance Schedule:

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

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

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

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

c)      If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

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

He Take Ōkawa / Compliance Requirement

Aromatawai Kaimahi / Staff Assessment

State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy

This is a matter of low significance.

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

Community Grant Policy.

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

This report does not have district-wide relevance.

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

State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.

No implications for Māori in relation to land and/or water.

Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).

Considered in the application.

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

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

Chief Financial Officer review.

The Chief Financial Officer has not reviewed this report.

 


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8            Information Reports

8.1         Bay of Islands-Whangaroa Community Hall Annual Information update

File Number:           A3603245

Author:                    Nina Gobie, Team Leader - Facilities Operations

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

 

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to present to the Bay of Islands – Whangaroa Community Board the 2021 AGM minutes, financial statement and statistical data as provided by the Maromaku, Paihia War Memorial, Totara North, Waipapa and Whangaroa Village Community Hall Committees.

WHAKARĀPOPOTO MATUA / Executive SummarY

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

·      This report presents the information received from those Community Hall Committees in response to various letters, emails and phone calls from Council Officers.

 TŪTOHUNGA / Recommendation

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

 

tĀHUHU KŌRERO / Background

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

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

The Community Halls Policy includes the following key statements:

1.    Ensure that communities’ current and future needs for halls or similar facilities are met.

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

3.    Adopt preferred frameworks for the Council’s involvement in community halls and for partnership arrangements.

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

The policy also identifies the ‘Procedures for Hall Committees’ including:

c)    Committee will produce annual audited accounts and statistical information on the usage of the hall, income received, and any investments made in the hall.

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

The following table identifies the ownership details of the community halls, the various and complex circumstances per Ward:

 

Council owned on Council land

Community owned on Council land

Council owned on Crown Land

Community owned buildings on community owned land

BOI – Whangaroa Ward

Paihia, Russell, Totara North, Waipapa, Whangaroa Village Hall and Whangaroa (Kaeo) Memorial Hall 

Moerewa

Maromaku

Opua and Pakaraka

Kaikohe – Hokianga Ward

Kaikohe, Kohukohu, South Hokianga War Memorial, Kaikohe Senior Citizen’s Hall, Horeke, Okaihau and Rawene

 

Taheke

Broadwood, Ngawha, Waimamaku and Umawera

Te Hiku Ward

Herekino and Mangonui

Oruru remains closed

Whatuwhiwhi

Lake Ohia and Kaingaroa

Fairburn, Waiharara and Araiawa

Takahue – no longer exists

Towards the end of the year annually, Council staff contact the various hall committees reminding them of the need to provide Council with a copy of their AGM minutes, financial statements and usage data as per the letter and template attached.

Numerous attempts are made to contact the hall committees by way of letters, emails and phone calls as a reminder and means to obtain this information.

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

At the time of writing this report, community hall information had not been received from the Russell, Whangaroa Memorial Hall (Kaeo) and Moerewa Hall Committees.

Letters / emails of thanks have been sent to those Hall Committees who have provided their information.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Board members will consider the content of the information received.

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

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

There are no financial implications and budgetary requirements as a result of this report.

Āpitihanga / Attachments

1.       2021 Maromaku Hall Annual Information - A3641064

2.       2021 Paihia War Memorail Hall Inforamtion - A3640910

3.       2021 Totara North Hall AGM Minutes - A3641070

4.       Totara North Hall Annual Information - A3641073

5.       2021 Waipapa Community Hall Information - A3640918

6.       2021 Whagaroa Community Hall Annual Information - A3640920

7.       Annual Hall Letter, Information and Statistics TEMPLATE - A3640932

8.       Community Halls Policy 2016 - A3640937

9.       Halls and Facilities Strategy 2015 - A3640939

10.     2021 Russell Hall Annual Information - A3640914

11.     Opua Hall facilities - A3643404  

 


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8.2         Reserve Management (Domain) Committee - Annual Returns

File Number:           A3611606

Author:                    Nina Gobie, Team Leader - Facilities Operations

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

 

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to present to the Bay of Islands – Whangaroa Community Board the annual information required from the Domain Management Committees as per Section 3 of the 2017 Reserves Policy before the Committee can uplift their annual maintenance grant.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      The Reserves Policy 2017, Section 3 – Reserve Management Committees identifies the Maromaku Domain Board, Russell Sports Club Inc. and Kawakawa Domain as receiving a $5000 annual grant towards the cost of maintenance.

·      In addition, Kaeo and Simson Reserve Committees have also received an annual maintenance grant of $5000.

·      Payment of the grant is made after a Letter of Agreement has been signed by both parties and the annual report information presented to the relevant Community Board.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Reserve Management (Domain) Committee - Annual Returns, noting receipt of the annual information from the Russell Sports Club and the Kawakawa Domain committee.

tĀHUHU KŌRERO / Background

As per the Reserves Policy 2017, Section 3 – Reserve Management Committees, the role of rural domain committees is primarily to provide basic maintenance of rural domains e.g.: mowing, rubbish collection, toilet cleaning and to advise Council on domain management. Reserve Management Committees have also been set up to manage some reserves, such as Lindvart Park and Russell Sports Ground.

Community Boards provide funding to these committees to carry out these works. The arrangement is beneficial to Council as the domains are generally remote and are more efficient to manage locally. The arrangement also provides local employment and provides input into the ongoing management of these reserves. The following Reserve or Domain Management Committees have been appointed by Council:

·    Simson Park

·    Maromaku Domain

·    Russell Sports Ground

·    Kawakawa Domain

·    Kaeo Domain

·    Lindvart Park

As per the Policy, the Maromaku Domain Board, Russell Sports Club Inc. and Kawakawa Domain receive an annual maintenance grant of $5000.

In addition, Kaeo and Simson Reserve Committees have also received an annual maintenance grant of $5000 subject to the same provisions as Maromaku, Russell and Kawakawa. This arrangement has not been formalised as per the current Policy but has been provided upon receipt of the necessary information.

Payment of the grant is made after a Letter of Agreement is signed and presentation of the annual information is presented to the Community Board.

The Agreements with each Board has been completed and the key annual information as received by Council is attached.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The main issues over the 2020/21 period includes the ongoing impact of COVID, reduced incomes and increasing costs.

This has been highlighted by the Russell Sports Club who have requested a review of the grant in light of increasing cleaning, maintenance and insurance costs. Discussions are being had with the Club President regarding this matter. Council has requested evidence to support this request, which at the time of writing this report was not available.

As such, the Community Board members are requested to consider the content of the information received and decide what, if any steps should be taken next with those Domain Committees who have not provided their annual information as requested. Noting that numerous attempts have been made to receive this information over a number of months.

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

The annual grant of $5000 per Domain Committee has been budgeted for in the District Facilities 2021/22 operating budget.

Āpitihanga / Attachments

1.       2020-21 Russell Sports Club Annual Information - A3619909

2.       2020-21 Kawakawa Domain Annual Information - A3619926  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

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8.3         Moerewa Traffic Calming Delivery Strategy

File Number:           A3627320

Author:                    Elizabeth Stacey, NTA Road Safety and Traffic Engineer

Authoriser:             Glenn Rainham, Manager - Infrastructure Operations

 

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is present the project strategy for the Local Area Traffic Management (LATM) program in Moerewa.

WHAKARĀPOPOTO MATUA / Executive SummarY

The LATM project in Moerewa is directed towards slowing speed in specific targeted areas, noting there is not enough funding in the current project to address every street.  Through LATM planning, proposed treatments can be weighted and prioritised in terms of reported crashes, crash costs, nearby assets, traffic data, and street width to determine the need for speed reduction treatments. This enables effective, informed decision making within the budgetary allocation.  A variety of permanent and quick build alternatives are available to the project team. We are recommending a hybrid delivery model which allows the maximum benefit to the community with the proposed plan of  a rolling program of treatments during each LTP period focusing on both permanent and quick build solutions.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Moerewa Traffic Calming Delivery Strategy.

 

tĀHUHU KŌRERO / Background

Moerewa’s wide streets and lack of pedestrian facilities do not promote safe traffic speeds. Community members have raised concerns about excessive speed around the marae, along Ōtiria Road, and in the town centre along Main Road (SH1). Although most crashes are along SH1 (Main Road), traffic calming treatments to reduce speed are likely to address the midblock and minor intersection crashes occurring in the rest of the township. LATM/traffic calming will aid in addressing these issues in a cost effective and time efficient manner.

As the project team evaluated a variety of traffic calming treatments, we investigated three different delivery model options.

Option A “quick build” is an implementation approach that uses low-cost materials such as paint, delineator posts, and concrete planter boxes. Also known as an “interim” approach, these materials have a durability of about five years – although with proper maintenance they can last longer. The quick build approach enables the testing of changes to the street environment and the treatment layout can be easily modified if need be. Stormwater drainage is typically unaffected with a quick build approach, so obtaining surveyed road levels and digging out the road surface is not needed. Therefore, the design and construction costs are much lower than conventional road works resulting in more areas being able to be treated.

Option B uses more traditional permanent materials such as concrete kerb realignment, concrete platforms and pavers, and in-ground landscaping. Within the budgetary constraints, only some of the high priority locations can be addressed through this method. 

Option C applies the permanent treatments where they are most needed (the truck-compatible raised safety platforms along Ōtiria Road, especially at the school zebra crossing) and lower cost quick build treatments at other high priority locations. Option C treats more streets than Option A but less than Option B striking a balance between safety benefits, costs and achieving a long term, permanent solution.

A map of proposed treatment locations and types can be are included as an attachment to this report and can also be found here.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Given the needs of the community and the number of requests received for traffic calming, the project team proposes to use Option C, a hybrid delivery option.  Using both traditional materials and quick build alternatives will provide an increased benefit for the budget allocated to the project and is in line with the national Road to Zero strategy. 

Part of the strategy of using a hybrid model allows us to test treatments in locations prior to a permanent build and inform a rolling program of improvements for future works planning.  During each LTP period of number of quick build locations would be formalised with permanent builds and new locations would be installed as part of the quick build program.  Coupled with the speed limit reviews in the Moerewa, this strategy is envisage to have a positive outcome for safety, public health, active transport choices and increased sense of community.

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

There are no budget implications as a result of this project.

Āpitihanga / Attachments

1.       ArcGIS - Moerewa LATMv2 - A3640191  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

8.4         Kerikeri Redwood - December 2021 Arborist Report

File Number:           A3617652

Author:                    Rob Stewart, Senior Faciltiies Technical Officer

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

 

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to present the Arborlab Tree Report dated 28 February 2022 concerning the Kerikeri Redwoods located on Wendywood Lane and Hawking’s Crescent, Kerikeri.

WHAKARĀPOPOTO MATUA / Executive SummarY

·           The Kerikeri Redwoods are a significant feature and asset in Kerikeri.

·           Arborlab are qualified and registered to carry out a risk assessment using the Quantified Tree Risk Assessment (QTRA) method.

·           Arborlab carried out an initial Level 1 and some trees, a Level 2 assessment.

·           It was noted the trees have a reduced level of vigour and vitality and the level of risk associated with both stands of trees is assessed as being within the Broadly Acceptable range and for Council to continue to add well aged tree mulch to the trees root zone.

·           Upon further investigation, it has been recommended a root investigation be undertaken to a sample of trees to confirm the health of the trees root systems by way of an audible decay test including a Picus tomography assessment. 

·           The outcome of this additional assessment will determine what will happen next.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Kerikeri Redwood - December 2021 Arborist Report.

tĀHUHU KŌRERO / Background

The stand of Redwood trees located at Wendywood Lane and Hawking’s Crescent, Kerikeri are a significant feature and asset in the Kerikeri area.

Redwoods are not native to New Zealand and as such the trees suffer from New Zealand’s environmental conditions and tend to fail from the inside out making them an extreme health and safety risk if not carefully monitored.

There have been several reports requesting Council to remove these trees due to the potential harm they could cause should they fail but these have been declined.

As such, Council continues to carry out an annual inspection of the trees and the subsequent report is forwarded to Council’s Chief Financial Officer for insurance purposes and the CE, Kerikeri Retirement Village.

Council’s insurance would become invalid should a tree cause damage / harm especially if there is anything untoward identified in the report that is not actioned.

As such, recommendations in the report are generally actioned as soon as practical.

 

 

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Arborlab was engaged to carry out an inspection of the trees in 2021 but were delayed due to the various COVID lockdowns. An inspection was carried out December 2021 based on visual assessments with the initial findings being:

·    Both groups of trees indicate signs of decreased vigour and vitality, indicated by twiggy dieback at the outer extent of trees’ canopies.

·    Some trees in the group have suffered tip dieback to the extent that dead tops have been removed and the presence of epicormic shoots developing on trees’ main stems. 

·    Since the previous assessment in October 2020, mulch has been applied to the root zones of the trees in accordance with previous recommendations.

·    Council staff to continue to apply well-aged tree mulch to as much of the permeable root zone as possible to a maximum depth of 100mm and to ensure the mulch does not come into contact with the tree trunks.

·    That staff reactively attend to any other tree matters such as removing pruning, as needed.

·    In addition, work continues to add numbered tags to each individual tree to help identify and therefore attend to / report on specific trees.

Due to these recommendations being based on a Level 1 and for some trees Level 2, the following information was received from Arborlab.

The risk assessment involved walking through and visually inspecting every tree which is an industry accepted method when addressing risk where there is a large tree population and a means of identifying any gross signs of structural weakness or declining health.  There were several occasions where a Level 2 assessment was undertaken requiring a closer look of individual trees.

That their finding that the trees have a reduced level of vigour and vitality should not be interpreted as an increase in tree failure potential, i.e. generally, tree health does not automatically link to tree stability.  Tree health can change due to periods of stress over their lifetime and can fluctuate seasonally.   Further, the reduced vitality is more likely to do with pest attack, rather than a root zone disturbance issue and that there were no visual indicators to suggest that the reduced vitality of the trees is associated with decay within the stem. 

As such, further recommendations from Arborlab include:

·      Collecting foliage samples from the canopy and send to a laboratory to confirm presence of any pests - best carried out in Spring.

·      Identify a sample of trees that the Rest Home is most concerned about and conduct a root investigation to confirm the health of the trees root systems by way of an audible decay test carried out including a Picus tomography assessment.  Picus technology uses sound waves to create a 3d image of the tree stem, which in turn indicates wood qualities as per a Level 3 assessment.  

The Kerikeri Retirement Village have provided information concerning 5 trees that required removal from 127 Kerikeri Road back in 2016. This has been forwarded to Arborlab to review.

While these additional recommendations could be considered disproportionate to the level of risk posed, they could also give a level of reassurance to both the council and affected parties.

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

At this stage, there will be additional financial implications if Council proceeds with the Level 3 assessment. It is expected this will cost approximately $5,000 including labour and equipment based on a sample selection of approx. 20 trees.

The cost of which will be found within the Parks and Reserves operating budget.

Āpitihanga / Attachments

1.       2021 Kerikeri Redwoods Annual Risk Assessment Report - A3622075  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

8.5         Moreton Bay Fig, Russell - 2021 Arborist Report

File Number:           A3624377

Author:                    Rob Stewart, Senior Faciltiies Technical Officer

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

 

TAKE PŪRONGO / Purpose of the Report

The purpose of this report is to present the Arborlab Tree Report dated 28 February 2022 concerning the Historical Moreton Bay Fig located on The Strand, Russell.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      The Moreton Bay Fig is a notable tree listed in the Far North District Council schedule of notable trees.

·      This tree is a significant feature on the Russell’s waterfront landscape.

·      Arborlab are qualified and registered to carry out a risk assessment using the Quantified Tree Risk Assessment (QTRA) method.

·      Arborlab report notes the tree has a low level of vigour and vitality with the canopy density being thinner on its southern aspect.

·      The level of risk associated with this tree is assessed as being within the Broadly Acceptable range.

·      Council to continue to improve the soil health within the root zone as prescribed in the report.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the Moreton Bay Fig, Russell - 2021 Arborist Report.

tĀHUHU KŌRERO / Background

The Moreton Bay Fig located on The Strand, Russell is a notable tree listed in the Far North District Council schedule of notable trees and is a significant feature of the Russell landscape.

As per the 2021 report, this tree was planted in 1870 – 1871 approx.

In 2017, some of the dead and dying limbs were removed.

The tree is located mainly on the carriageway where it has incurred layers of asphalt over a number of years.

The two buildings in the dripline of the tree include the Duke of Marlborough Hotel and the historic Police Station.

Council is required to provide ‘continued protection’ of this tree given its notable status.

Arborlab carried an assessment in October 2020 and January 2021. The report back then identified the following recommendations:

·    Assessing the tree annually by a suitably qualified arborist

·    Monitoring for infestations of fig psyllid

·    Monitoring for and removing deadwood as required

·    Discourage use of chemical sprays within the vicinity of the tree

·    Improving the soil health within the root zone of the tree

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The current report noted the tree was re-inspected in December 2022. It noted there were no visible changes between January and December 2021. Although the canopy density is thinner on its southern aspect.

The surface roots and trunk were examined and the area of decay on the eastern aspect of the trunk was probed with no discernible changes identified.

Fallen leaves were inspected for Fig psyllid and only minor amounts were noted. 

The tree has a low level of vigour and vitality, likely due to a variety of biotic and abiotic factors over a long period of time.

From a risk remediation perspective, the tree’s sparse foliar cover will reduce the loading to lateral branches and branch unions.  Over time, the reduced vigour and vitality will affect the tree’s ability to continue wood development and respond to decay, leading to an increase in the probability of failure and an increased risk of harm. 

It has been assessed that the most likely failure event at this point in time has an Annual Risk of Harm (ARoH) in the Broadly Acceptable range.

Recommendations and next steps outlined within the report include;

·      Assessing annually by a suitably qualified arborist.

·      Monitor for infestations of Fig psyllid and if severe, consider the use of injected systemic insecticide.

·      Monitor for deadwood and remove as required.

·      Continue to discourage the use of chemical sprays within the vicinity of the tree.

·      Continue to improve soil health within the root zone of the tree by, adding high fungal content compost, humates and aged tree mulch to as much of the root zone areas as possible.

·      Consider the installation of an irrigation line to enable watering of the Fig during dry periods.

 

Another option to consider is the inclusion of this tree and its future as part of the Russell Placemaking exercise.

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

At this stage, there are minimal financial implications. The main focus will be the cost associated with a suitable dripper / soaker line, water source, monitoring and reacting to outcomes of any findings.

The cost of this work is unknown at the time of writing this report.

Āpitihanga / Attachments

1.       2021 Russell Moreton Bay Fig Annual Risk Assessment Report - A3622080  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

8.6         Wharau Road and Reserve - A Way Forward

File Number:           A3624042

Author:                    Carla Ditchfield, Legal Services Officer

Authoriser:             William J Taylor MBE, General Manager - Corporate Services

 

TAKE PŪRONGO / Purpose of the Report

Wharau Road and Reserve is a popular public space in the Bay of Islands. The Esplanade Reserve and Road provide the public with access to water and public spaces to enjoy recreational activities that a reserve and coastline inspires. Maximising the public space in this area is of interest to residents of the District and Council itself. This report deals with balancing those interests and provides a road map for the betterment of the area moving forward. 

WHAKARĀPOPOTO MATUA / Executive SummarY

§ Council recognises the wonderful public spaces that Wharau Road and the Esplanade Reserve provides.

§ The area encompasses a sandy beach, green space on both Esplanade Reserve and Road corridor as well as space for parking.

§ The area is enjoyed by many with a keen interest in preserving it for future enjoyment.

§ In 2020, members of the public brought to Council’s attention structures, evidenced by a boundary survey, that have encroached on portions of the public space.

§ Work has been undertaken in the area, without Council consent.

§ Not all interested parties who have voiced their interest in the area are aligned.

§ Council has listened.

§ Council through its staff now advises the Community Board on its plan to open up public space in the area, demarcate the space for use by the public and its intention for ongoing maintenance of the area.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Wharau Road and Reserve - A Way Forward.

tĀHUHU KŌRERO / Background

Wharau Road and Esplanade Reserve is a popular area and one of interest to the public given its location and access to the Kerikeri River and coastline. Users of the area have brought to Council’s attention encroachments on Wharau Road and Esplanade Reserve. This report outlines those encroachments and provides a way forward for the betterment of the area in the use of its public encroachments along Wharau Road. Council’s current Reserves Policy provides the necessary guidance for encroachment on Reserve.

The two areas of encroachment on Wharau Road:

1.      456 Wharau Road, Kerikeri being Lot 1 DP 61328 - a fence and gate enveloping a portion of road. 

2.      457 Wharau Road, Kerikeri being Lot 1, DP 103192 – fence along formed road.spaces. Council’s roading authority (NTA – Northern Transport Alliance) has provided a decision on

 

 

The area of encroachment on Esplanade Reserve:1.

457 Wharau Road, Kerikeri – Lot 1, DP 103192 - a deck, eave and concrete pad (fronting a garage).

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456 Wharau Road 
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457 Wharau Road 
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1.       Wharau Road

 

Wharau Road navigates from Kerikeri Inlet Road and weaves its way to water’s edge, the Marine Coastal Area. There are numerous properties along Wharau Road with 456 and 457 at its coastal end.

 

The NTA are the Far North’s authority on roads and have issued a decision on encroachments at 456 and 457 Wharau Road.

 

At 456 Wharau Road, a large grassy area (currently enclosed by fence and gate) is to be made available to the public. An adjustment of the fence line at 456 will be made to align with the surveyed boundary. This will open up significant usable space for the public. Due to the topography of a portion of the road corridor, the fence line will not be able to follow the surveyed boundary in its entirety but will provide the public with an increase in usable green space. The remainder of space encroached due to topography will be accepted and legalised by a Licence to Occupy (which is being finalised with the landowner at the time of writing this report).

 

Further, NTA have issued a decision on encroachment of a fence line at 457 Wharau Road. The encroachment follows the formed road and is accepted, considerations included road width, public safety, formed road alignment, road contour/topography.

 

The matters of encroachment on Road will continue to be managed by the NTA. For completeness we have included the information in this report.

 

2.       Esplanade Reserve

 

The Esplanade Reserve available to the public encompasses a sandy beach (Marine Coastal Area) plus a green space adjacent to the beach. 457 Wharau Road is the contiguous property to the Esplanade Reserve.

 

Historical encroachment as well as recent additional encroachment of structures exist at 457 Wharau Road. The historical encroachment includes a deck, eave, and garden. New structures include a concrete pad in front of a garage and a slight extension of the existing deck.

 

In considering these encroachment types on Esplanade Reserve we refer to Council’s Reserves Policy which states:

 

Encroachments on Council Owned Land

 

There are some encroachments by private landowners onto Council administered land.  This land may be formed or unformed legal road, public reserves held pursuant to the Reserves Act 1977, or other pieces of land acquired for utility purposes under the Public Works Act provisions.

 

Encroachments and private uses usually arise from the adjoining properties and vary from private access ways (permanent, semi-permanent, or casual) to building or other permanent structures, including walls, decks, garages, carports, patios, or just garden extensions with landscaping.  In some instances, the encroachments are substantial.

 

More minor encroachments onto public roads for such things as retaining walls or underground tanks are managed under a staff delegation by requiring the property owner to enter into a Licence to Occupy agreement for the structure. 

 

Landowners sometimes contact Council staff and request that these encroachments be formalised by Council.  To enable the requests to be actioned there is a need for a Council policy to be in place, which will ensure consistency and provide support to Council staff in the stance taken.  It will also aid in ensuring a balance between resolving the issue in a way that will positively discourage encroachment but that is also not too heavy-handed in the eyes of the public.

 In this instance the following considerations are relevant:

§ Whether removal of encroachments involving partial demolition of a dwelling would significantly impair the privacy and security of occupants.

§ Whether public access can be maintained to the Reserve.

§ Legalisation of other encroachments in the area (Road at 456), equitable approach.

§ Contextually, the effect of the encroachment on members of the public.

§ Minor uses on Esplanade Reserves (which include decks, gardens, pads) can be approved by Council officers and legalised by Licence to Occupy.

§ Appropriate demarcation of areas to establish boundaries and available usable public space.

§ Signage for public safety and identification of requisite areas.

A licence to occupy will be issued to legalise the minor encroachments on the Esplanade Reserve and accepted space between the Reserve (demarcated by bollards) and private property. Terms and conditions will be imposed by Council and for adherence by the landowner.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Ongoing maintenance of the Esplanade Reserve

Council will demarcate the Esplanade Reserve with bollards, this is for the benefit of the public and the security and privacy of the adjacent landowner. Signage will be erected pointing to the Reserve and the public’s right to use it. All and any unconsented boats/structures or other on the Road or Reserve will be removed.

The Esplanade Reserve will be maintained by Council henceforth. Any future works on the Reserve or Road will be performed by Council or its contractors only. In the immediate future, no consent will be given to any persons outside of Council to perform works in the Wharau Road and Reserve area, contravention of which will be met with enforcement where appropriate.  

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

Council will acquire budget to maintain the Reserve, erect appropriate signage and remove structures where necessary. Costs to remediate any contravention will be recouped where necessary.

Āpitihanga / Attachments

Nil

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

8.7         Bay of Islands-Whangaroa Community Board Action Sheet Update March 2022

File Number:           A3636005

Author:                    Joshna Panday, Democracy Advisor

Authoriser:             Aisha Huriwai, Team Leader Democracy Services

 

TAKE PŪRONGO / Purpose of the Report

To provide the Bay of Islands-Whangaroa Community Board with an overview of outstanding decisions from 1 January 2020.

WHAKARĀPOPOTO MATUA / Executive SummarY

·      Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.

·      Action sheets are also in place for Council, Committees and Community Boards.

 TŪTOHUNGA / Recommendation

That the Bay of Islands-Whangaroa Community Board receive the report Bay of Islands-Whangaroa Community Board Action Sheet Update March 2022.

 

tĀHUHU KŌRERO / Background

The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.

Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.

Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The outstanding tasks are multi-facet projects that take longer to fully complete.

The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress. 

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

There are no financial implications or need for budgetary provision in receiving this report.

Āpitihanga / Attachments

1.       Action Sheet as at 23 March 22 - A3644277  

 


Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

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Bay of Islands-Whangaroa Community Board Meeting Agenda

31 March 2022

 

 

9            Karakia Whakamutunga / Closing Prayer

 

10          Te Kapinga Hui / Meeting Close