Bay of Islands-Whangaroa Community Board Agenda Otiria Marae 7 Kingi

BAY OF ISLANDS-WHANGAROA

COMMUNITY BOARD AGENDA

OTIRIA MARAE

7 KINGI ROAD MOEREWA

WEDNESDAY 10 AUGUST 2016

COMMENCING AT 9:30 AM Members hip: Terry Greening (Chairperson) Florence Annison Bruce Mills Martin Robinson Kelly Stratford Douglas Turner Belinda Ward Councillor Willow-Jean Prime

Document number A1747007

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

Document number A1747007 14. Exercise the following powers in respect of the Council bylaws within their community: i) Control of Use of Public Spaces – Dispensations on signs ii) Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted. iii) 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 iv) Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited. v) 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: • Holding a Community forum prior to Board meetings • 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 Document number A1747007 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.

Document number A1747007

FAR NORTH DISTRICT COUNCIL BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD MEETING WEDNESDAY 10 AUGUST 2016 COMMENCING AT 9:30 AM OTIRIA MARAE 07 KINGI ROAD MOEREWA

A G E N D A Item

1.0 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 (Acting) 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.

2.0 PUBLIC FORUM 9:30 am - 10:00 am

3.0 CONFIRMATION OF PREVIOUS MINUTES Document number A1747013

4.0 SPEAKERS 10.30 am Representative from Bay of Islands Golf Club 10:35 am Representative from Church of St Thomas 10:40 am Representative from Whangaroa Community Trust

5.0 INFRASTRUCTURE AND ASSET MANAGEMENT 5.1 Request from Bay of Islands Swim Club for Reduction in Pool Access Charges Document number A1747560 5.2 Te Uenga Bay Reserve Name Change Document number A1741492

6.0 CORPORATE SERVICES GROUP 6.1 Chairperson and Members’ Reports Document number A1747150 6.2 Funding Project Reports Document number A1747152

Document number A1747011 6.3 Statement of Community Fund as at 30 June 2016 Document number A1749081 6.4 Statement of Hundertwasser Donations Account as at 30 June 2016 Document number A1749082 6.5 Item left to lie on the table from 29 June 2016 - Funding Application - Friends of Rolands Wood Charitable Trust Document number A1753246` 6.6 Funding Application - Whangaroa Community Trust - Rental of Office Space Document number A1748547 6.7 Funding Application - Whangaroa Community Trust - CCTV Document number A1749401 6.8 Funding Application - Church of St Thomas Document number A1748548 6.9 Funding Application - Bay of Islands Golf Club Document number A1748545 6.10 Road Naming for Approval by the Board Document number A1743069 6.11 Road Naming for Approval by the Board Document number A1743313

7.0 INFORMATION REPORTS Document number A1747060

8.0 PUBLIC EXCLUSION

8.1 Resolution to Exclude the Public THAT the public be excluded from the meeting pursuant to section 48 (1)(a) of the Local Government Official Information and Meetings Act 1987 on the grounds that the public conduct of the proceedings would be likely to result in the disclosure of information for which good reason for withholding exists, while the matter listed below is being dealt with for the reason as set out below: 1.1 Update on the Proposed Purchase of Additional Land for Sports Fields Reason: To enable the local authority holding the information to carry on without prejudice or disadvantage, negotiations (including commercial and industrial negotiation) 1.2 Acquisition of Property for Kerikeri CBD Ring Road Reason: To enable the local authority holding the information to carry on without prejudice or disadvantage, negotiations (including commercial and industrial negotiation)

9.0 CONFIRMATION OF DECISIONS AND INFORMATION IN OPEN MEETING THAT the Bay of Islands-Whangaroa Community Board confirms that the information and decisions contained in the part of the meeting held with the public excluded are not to be restated in public meeting:

Document number A1747011 10.0 CLOSE OF MEETING

Document number A1747011 Item: 3.0 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of item: CONFIRMATION OF PREVIOUS MINUTES Author: Melissa Wood - Meetings Administrator Date of report: 15 July 2016 Document number: A1747013 Executive Summary 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 minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 29 June 2016 be confirmed as a true and correct record.

1) Background Local Government Act 2002 Schedule 7 Section 28A 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 3.17.3 states that “no discussion may arise on the substance of the minutes at any succeeding meeting, except as to their correctness”.

3) Financial implications and budgetary provision There are no financial implications or the need for budgetary provision.

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

Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Bay of Islands-Whangaroa Community Board Minutes dated 29 June 2016 - Document number A1739029

Document number A1747013 Page 1 of 2 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.

Relationship with existing policies and Not applicable. Community outcomes.

Possible implications for the relationship None. of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

Views or preferences of persons likely to Not applicable. be affected by, or to have an interest in the matter, including persons with disabilities, children and older persons.

Does the issue, proposal, decision or other Not applicable. matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary There are no financial implications Provision. requiring input from the Chief Financial Officer. Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Document number A1747013 Page 2 of 2 UNCONFIRMED

MINUTES OF THE MEETING OF THE BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD HELD AT THE KAEO FIRE STATION, LEIGH STREET, KAEO, ON WEDNESDAY 29 JUNE 2016 COMMENCING AT 9.30 AM PRESENT Chairperson Terry Greening Members Florence Annison Bruce Mills Martin Robinson Kelly Stratford Douglas Turner

APOLOGIES Belinda Ward

STAFF PRESENT Mike Colebrook Manager Facilities Operations Ken Thomas Team Leader Animal Management Mark Osborne Asset Manager Facilities Gary Gabbitas Senior Research Analyst Logan Ashmore Research Analyst Neil Miller Policy Advisor Melissa Wood Meetings Administrator 1.0 APOLOGIES AND DECLARATIONS OF INTEREST Reason for the resolution The Community Board may grant leave of absence to a member from a meeting upon application by the member. If a member has not obtained a leave of absence an apology may be tendered on behalf of the member and the apology may be accepted or declined by the Community Board. Acceptance of the apology shall be deemed to be granting of a leave of absence for that meeting. Resolved Greening/Robinson THAT the apology from Member Ward be accepted. Carried Member Mills declared an interest in agenda item 6.5 however it was agreed among the members it was not a conflict of interest. 2.0 PUBLIC FORUM Agenda item 2.0 refers. Eljon Fitzgerald spoke about a community initiative to install security cameras in the main street, and indicated that a funding application would be presented to the Community Board. He also thanked Council for its support of a number of community events.

Document number A1739029 Page 1 of 7 UNCONFIRMED Bay of Islands-Whangaroa Community Board Meeting 29 June 2016 3.0 CONFIRMATION OF PREVIOUS MINUTES Agenda item 3.0, document number A1734017, pages 1-10 refers. Reason for the resolution 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. Resolved Greening /Annison THAT the minutes of the meeting of the Bay of Islands-Whangaroa Community Board held 18 May 2016 be confirmed as a true and correct record. Carried 4.0 DISTRICT SERVICES GROUP 4.1. Proposed Draft Dog Control Bylaw 2016 and Draft Dog Policy 2016 Agenda item 4.1, document number A1730820, pages 11-37 refers. Reason for the resolution Substantial changes have been proposed to the Dog Control Bylaw 2006 and Dog Policy 2006 both to improve dog control and to promote dog welfare. These changes include the areas where dogs are allowed to exercise, are restricted or are prohibited. The Community Board is asked to provide feedback and make any recommendations to Council prior to full public consultation. Resolved Greening/Robinson THAT the Bay of Islands-Whangaroa Community Board makes the following recommendation to the Regulatory and Environment Committee: THAT the proposed Draft Dog Control Bylaw 2016, and the proposed Draft Dog Policy 2016 be adopted by Council for public consultation; AND THAT the Committee consider comments from the Community Board made to staff at this meeting regarding changes to the proposed Draft Dog Control Bylaw 2016 and the proposed Draft Dog Policy 2016. Carried 5.0 SPEAKERS Agenda item 5.0 refers. Mr Geoff Hazelden, representative from Whangaroa County Museum and Archive Society spoke to the funding application, agenda item 6.6 refers. Ms Andrea Kingston, representative from Totara North Hall and Domain Committee spoke to the funding application, agenda item 6.5 refers. Mr Simon Upperton, representative from Friends of Roland’s Wood Charitable Trust spoke to the funding application, agenda item 6.8 refers. The meeting adjourned at 11:17 am and resumed at 11:32 am.

Document number A1739029 Page 2 of 7 UNCONFIRMED Bay of Islands-Whangaroa Community Board Meeting 29 June 2016 6.0 CORPORATE SERVICES GROUP 6.1. Chairperson and Members’ Reports Agenda item 6.1, document number A1734032, pages 39-47 refers. Reason for the resolution 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. Resolved Greening/Turner THAT the reports from the Chairperson and Members Ward, Turner, Mills, and Annison, and the verbal report from Member Stratford be noted. Carried The Chairperson adjourned the meeting at 12:00pm and resumed the meeting at 12:30pm 7.0 INFORMATION REPORTS Agenda item 7.0, document number A1734689, pages 137-139 refers. Reason for the resolution To provide the Bay of Islands-Whangaroa Community Board with a list of information only reports as provided for in the Council resolution of 12 March 2015. Resolved Greening/Mills THAT the following reports and documents entitled and dated: 1. “Community and Customer Services Activities”, dated 10 June 2016; 2. “Subdistrict Economic Data and Demographic Forecasting” dated 27 May 2016; 3. “Proposed Pou Herenga Tai - Twin Coast Cycle Trail Bylaw” dated 07 June 2016; and 4. “Draft Policy #5003 Community Facilities and Community Halls” dated 08 June 2016; be noted. Carried 8.0 CORPORATE SERVICES GROUP CONTINUED 8.1. Funding Project Reports Agenda item 6.2, document number A1704932, pages 49-54 refers. Reason for the resolution To receive the project reports from funding applicants in accordance with paragraphs 4.6.2 and 4.6.3 of Policy #3209 - Community Grant Fund - Local. Resolved Greening/Annison THAT the project report forms from: 1. Red Leap Theatre; 2. Towai Cemetery Committee; and 3. Whangaroa Armed Services Commemoration 2016; be noted. Carried

Document number A1739029 Page 3 of 7 UNCONFIRMED Bay of Islands-Whangaroa Community Board Meeting 29 June 2016 8.2. Statement of Community Fund as at 31 May 2016 Agenda item 6.3, document number A1734129, pages 55-59 refers. Reason for the resolution 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 Policy #3209 - Community Grant Funds - Local. Resolved Greening/Stratford THAT the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 31 May 2016” be noted. Carried 8.3. Funding Application - Towai Cemetery Committee Agenda item 6.7, document number A1728157, pages 95-107 refers. Reason for the resolution The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local. Resolved Greening/Robinson THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $5,400 (exempt of GST) to be paid from the Board’s Community Fund account to Crewcut Lawn and Garden on behalf of Towai Cemetery Committee; AND THAT the Board considers that the application for funding for the purpose of annual mowing and maintenance of Towai Cemetery for 2016/17 meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Ensure built environments are attractive, well designed, safe, and meet the needs of the community. ii) Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities. AND THAT the Board requests the Manager Facilities Operations to investigate other funding streams or options for future maintenance, and provide a report to a future Board meeting. Carried

Document number A1739029 Page 4 of 7 UNCONFIRMED Bay of Islands-Whangaroa Community Board Meeting 29 June 2016 8.4. Statement of Hundertwasser Donations Account as at 31 May 2016 Agenda item 6.4, document number A1734110, pages 61-63 refers. Reason for the resolution The Council has delegated the allocation of funds from the Grants and Donations account to the Bay of Islands-Whangaroa Community Board. Resolved Greening/Stratford THAT the statement of the Hundertwasser Donations Account as at 31 May 2016 be noted. Carried 8.5. Funding Application - Totara North Hall and Domain Committee Agenda item 6.5, document number A1729881, pages 65-77 refers. Reason for the resolution The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local. Resolved Stratford/Mills THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $1,200.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to the Totara North Hall and Domain Committee; AND THAT the Board considers that the application for funding for the purpose of purchasing and installation of a heat pump meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities. Carried

Document number A1739029 Page 5 of 7 UNCONFIRMED Bay of Islands-Whangaroa Community Board Meeting 29 June 2016 8.6. Funding Application - Whangaroa County Museum and Archive Society Incorporated Agenda item 6.6, document number A1728667, pages 79-94 refers. Reason for the resolution The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local. Resolved Turner/Stratford THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local declines to support the funding application from the Whangaroa County Museum and Archive Society, due to concerns about whether the equipment requested has the ability to meet conservation protocol requirements. AND THAT the Board would consider an application provided it was based on professional advice of preservation of archival material in relation to the specific building. Carried 8.7. Funding Application - Friends of Roland’s Wood Charitable Trust Agenda item 6.8, document number A1734968, pages 109-122 refers. Reason for the resolution The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local. Resolved Annison/Robinson THAT the item entitled “Funding Application - Friends of Roland’s Wood Charitable Trust” dated 11 June 2016 be left to lie on the table; AND THAT the Board supports the application in principle and recommends Council works with Friends of Roland’s Wood Charitable Trust to investigate all options to ascertain if their aims can be achieved. Carried

Document number A1739029 Page 6 of 7 UNCONFIRMED Bay of Islands-Whangaroa Community Board Meeting 29 June 2016 8.8. Road Naming for Approval by the Board Agenda item 6.9, document number A1725081, pages 123-136 refers. Reason for the resolution The names have local significance as outlined in the attached spreadsheet / attached feedback and meet the criteria set down in the Council’s Road Naming and Property Numbering Policy and the Australian/New Zealand Addressing Standard - AS/NZS 4819.2011. Resolved Robinson/Turner THAT the Bay of Islands-Whangaroa Community Board, in accordance with Council’s Road Naming and Property Numbering Policy #2125 approve the names of the unnamed private roads: 1. Shared access off 238 Kerikeri Inlet Road to be named Peihana Rise (Road One) 2. Shared access off 238 Kerikeri Inlet Road to be named Manawa View (Road Two) 3. Shared access off 238 Kerikeri Inlet Road to be named Ruru Lane (Road Three) Carried 9.0 TABLED PAPERS Reason for the resolution That tabled items put forward at a meeting of the Bay of Islands-Whangaroa Community be noted. Resolved Greening/Stratford THAT the following tabled items: 1. Letter from Russell Landcare Trust; 2. Letter from Christine Aronson; 3. Friends of Roland’s Wood Charitable Trust background information; 4. Member’s report from Member Annison; 5. Letter from Kawakawa Reserves Domain Management Committee; 6. Annual Economic Profile Bay of Islands-Whangaroa Community; 7. Far North District Profile walkthrough of .ID Tools; and 8. Draft Statement of Proposal Pou Herenga Tai-Twin Coast Cycle Trail Bylaw 2016; be noted. Carried 10.0 CLOSE OF MEETING The meeting closed at 2:15 pm.

Chairperson

____/____/____

Document number A1739029 Page 7 of 7

Item: 5.1 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of item: REQUEST FROM BAY OF ISLANDS SWIM CLUB FOR REDUCTION IN POOL ACCESS CHARGES Author: Mike Colebrook - Manager Facilities Operations Date of report: 18 July 2016 Document number: A1747560 Executive Summary The purpose of the report is to inform the Board of the Bay of Islands Swim Club’s request for the reduction in lane charges at the Kawakawa Heated Pool. Recommendation THAT the Bay of Islands-Whangaroa Community Board makes the following recommendations to the Community Services and Development Committee; THAT the Bay of Islands-Whangaroa Community Board makes no reduction to user and lane charges at the Kawakawa Heated Swimming Pool; AND THAT the Board requests that Council’s Community Development officers make contact with the Bay of Islands Swim Club and provide assistance and advice to enable the Club to access alternative funding and grant options.

1) Background As a result of the Bay of Islands (BOI) Swim Club addressing the Board’s February 2015 meeting, and a follow-up email from the club written by Roger Ludbrook (refer attached), Mark Osborne, Council’s Asset Manager – Facilities, was requested to investigate the funding options and report to the August meeting of the Board.

2) Discussion and options Council officers held various meetings with both CBEC (Community Business and Environment Centre), who is Council’s pool management contractor, and Sport Northland to review options of alternative funding or the discounting of current user charges for the BOI Swim Club. Current Charges: Adult $3 Child (5+ years) $3 Child (under 5 years) Free 10 swim Concession Card $20 Sport Northland was unable to assist with advice on alternative funding streams. CBEC undertook a full review of pricing and compared this facility to other facilities. It was determined that rates were not excessive, and were in fact cheaper than Whangarei-based facilities. Current fees are set to cover costs, not make a profit. Fee reductions for this group would set a precedent for all user groups in this and other pools.

Document number A1747560 Page 1 of 3

A further option considered to affect a fee reduction was for the BOI Swim Club to provide one or more life guards at events. This was considered but excluded because of functionality and Health and Safety concerns. Council’s Community Development Officers may be able to assist the Bay of Islands Swim Club in sourcing alternative funding streams.

3) Financial implications and budgetary provision If user charges were to be reduced, there would need to be an equivalent increase in Council’s funding of swimming pool Operations budgets. There has been no provision for increased operational funding in the 2015/25 Long Term Plan. It should be noted that a contract for Swimming Pool Management for a five year period is intended to go out to public tender in August of this year.

4) Reason for the recommendation It is recommended that no change be made to pool user and lane charges at the Kawakawa heated pool, because of limited scope in reduction, due to current pool operational costs and the inability to increase Council’s level of funding. As the Facilities Technical Officers have exhausted all their avenues for fee reduction, it is recommended that the Community Development officers work with the BOI Swim Club to provide assistance and advice of other possible funding and grant options.

Manager: Jacqui Robson - General Manager Infrastructure and Asset Management

Attachment 1: BOI Swim Club Email Request - Document number A1747625 Attachment 2: Policy #5008 Swimming Pools - Document number A1748299

Document number A1747560 Page 2 of 3

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.

Relationship with existing policies and Policy #5008 – Swimming Pools (under Community outcomes. review)

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

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

Does the issue, proposal, decision or other No matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary Provision. Chief Financial Officer review.

Document number A1747560 Page 3 of 3 Document number A1747625 Page 1 of 1

Item: 5.2 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of item: TE UENGA BAY RESERVE - NAME CHANGE Author: Mike Colebrook - Manager Facilities Operations Date of report: 1 July 2016 Document number: A1741492 Executive Summary The purpose of the report is to inform the Community Board of a request received to change the name of the ‘Te Uenga Bay Reserve’ to the ‘Roy Hall Green’ and the process required to do so. Recommendation THAT the Bay of Islands-Whangaroa Community Board makes the following recommendation to the Community Services and Development Committee; THAT public notice is intended to be given pursuant to Section 16(10) of the Reserves Act 2003 for the name change of the Te Uenga Bay Reserve to the Roy Hall Green; AND THAT the prior to public notification of the proposed name change, full consultation be under taken local Iwi.

1) Background On 13 June 2016, an email was received via Chair Greening, from Roger Wyatt on behalf of the Te Uenga Bay community, to change the name of the Te Uenga Bay Reserve to the Roy Hall Green. Roy Hall was a long-term resident of Te Uenga Bay and was in effect, the caretaker of the reserve and a very helpful and supportive member of its community (refer attached).

2) Discussion and options To date, there has been no consultation undertaken by either the local community or Council with Tangata Whenua. This will need to occur before the process can proceed. Council’s Policy # 5016-13 Naming of Reserves or Walkways clearly states that consultation with Tangata Whenua, reserve users and neighbours, be undertaken.

3) Financial implications and budgetary provision There are no financial implications.

4) Reason for the recommendation It is recommended that subject to Tangata Whenua consultation, public feedback is sought on the proposal to change the name of the Te Uenga Bay Reserve to Roy Hall Green.

Document number A1741492 Page 1 of 2

Manager: Jacqui Robson - General Manager Infrastructure and Asset Management Attachment 1: Policy #5016-13 - Naming of Reserves or Walkways - Document number A1741512 Attachment 2: Email Request - Document number A1747701 Attachment 3: Extract from The New Zealand Gazette published Thursday 13 April 1961 - Document number A1752793

Relationship with existing policies and Policy 5016 - 13 : Naming of Reserves or Community outcomes. Walkways

Possible implications for the relationship Local Iwi have not been consulted as of Māori and their culture and traditions yet. with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

Views or preferences of persons likely to No community consultation has been be affected by, or to have an interest in undertaken. the matter, including persons with disabilities, children and older persons.

Does the issue, proposal, decision or other No matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary Provision. Chief Financial Officer review.

Document number A1741492 Page 2 of 2 Document number A1741512 Page 1 of 2 Document number A1741512 Page 2 of 2 Document number A1747701 Page 1 of 1 Extract from the New Zealand Gazette published Thursday 13 April 1961

Document number A1752793

Item: 6.1 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of item: CHAIRPERSON AND MEMBERS’ REPORTS Author: Melissa Wood - Meetings Administrator Date of report: 22 July 2016 Document number: A1747150 Executive Summary 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 reports from the Chairperson, Member Mills and Stratford be noted.

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.

3) Financial implications and budgetary provision There are no financial implications or the need for budgetary provision.

4) 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.

Manager: Caroline Wilson - Manager District Administration Services

Document number A1747150 Page 1 of 2 Attachment 1: Chairperson Greening’s report - Document number A1751574 Attachment 2: Member Mills’s report - Document number A1751571 Attachment 3: Member Stratford’s report - Document number A1754481

Relationship with existing policies and Not applicable Community outcomes.

Possible implications for the relationship Not applicable of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

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

Does the issue, proposal, decision or other Not applicable matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary There are no financial implications or the Provision. need for budgetary provision. Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Document number A1747150 Page 2 of 2 COMMUNITY BOARD CHAIRPERSON’S REPORT

Report to Community Board Bay of Islands-Whangaroa Community Board

Member Name Terry Greening

Subdivision Russell-Opua

Date May 2016 - June 2016

REPORT 1) Meetings

02/05/16 Met District Facilities Manager in Russell to discuss various issues

02/05/16 Attended Annual Plan presentation to Paihia Ratepayers and Residents Association, Paihia War Memorial Hall

04/05/16 Visited proposed site for new Kerikeri Wastewater Plant

05/05/16 Council Ordinary meeting and Hearings for Solid Waste Bylaw, Council Chambers, Kaikohe

05/05/16 Agenda preview meeting, Council offices, Kaikohe

10/05/16 Workshop in Russell Town Hall with Community Development officer to progress Russell Community Plan

10/05/16 Duffus Memorial Trust monthly meeting, Russell

16/05/16 Russell Centennial Trust meeting, Russell

16/05/16 Russell Town Hall committee meeting, Russell

17/05/16 Met ‘Love Opua’ chairman and Council District Facilities staff at Opua to discuss Opua issues

18/05/16 Bay of Islands – Whangaroa Community Board meeting, Town Hall, Russell

19/05/16 Maromaku Domain committee meeting, Maromaku Hall

23/05/16 Meeting with CEO and GMs (Strategic Policy, District Services) also attended by Deputy Mayor to hear proposal from Kororareka Group

24/05/16 Workshop in Russell Town Hall with Community Development officer to progress Russell Community Plan

26/05/16 Deliberations on Annual Plan, Council Chambers, Kaikohe

Document number A1751574 Page 1 of 3

26/05/16 Dog Control Bylaw workshop, Council Chambers, Kaikohe

26/05/16 Attended Trustpower Community Awards ceremony, Turner Centre, Kerikeri

30/05/16 Visited District Plan Review ‘Pop up shop’ in Paihia

01/06/16 Community Services and Development committee, Council Chambers, Kaikohe

01/06/16 Visited District Plan Review ‘Pop up shop’ in Kawakawa

03/06/16 Met with DoC staff, Dame Jenny Shipley, Paul Quinlan ad Community Development staff member on Maiki (Flagstaff) Hill in Russell to discuss potential landscape management plan

07/06/16 Workshop in Russell Town Hall with Community Development officer to progress Russell Community Plan

07/06/16 Site meeting with Living Waters Working Group at Pipiroa Bay with District Facilities staff member to view progress on restoration project

08/06/16 Met District Facilities staff member in Russell to discuss further projects on The Strand

09/06/16 Visited District Plan Review ‘Pop up shop’ in Russell

1) Issues

Nil

2) Resource Consents

2160402 Remove a single storey dwelling and garage/sleepout and erect a two storey dwelling with garage in Hope Avenue, Russell

2160407 Demolish an existing building and construct a new dwelling in its place at Te Huruhi Bay, Russell

2160424 Extensions to heritage building on Opua waterfront

2160434 Additions to a dwelling on Te Wahapu Road, Russell

3) Requests for Service

3754505 Moss on roadway, Parekura Bay

3755613 Levels of Service for Russell public toilets, particularly on cruise ship days

Document number A1751574 Page 2 of 3

3759428 Various street light outages in Russell

3758006 Maintenance required on Lemon Tree Track, Russell

3758877 Pohutukawa tree branches striking roof of Russell Town Hall

Document number A1751574 Page 3 of 3

COMMUNITY BOARD MEMBER’S REPORT

Report to Community Board Bay of Islands-Whangaroa

Member Name Bruce Mills

Subdivision Whangaroa

Date June-July 2016

REPORT 1) Meetings

10/06/16 Whangaroa Hall AGM, Great friendly meeting, 17 attended

10/06/16 Whispers Copy

10/06/16 Whangaroa Community Trust Finance

15/06/16 Whangaroa Memorial Hall

16/06/16 Community Board Strategic Plan at Kerikeri

17/06/16 Totara North Hall

21/06/16 Met with Kerikeri Irrigation at FNDC Facilities at Lake Manawai to discuss damage to grass area by hoons

29/06/16 Community Board

30/06/16 Kaeo Fire Station

04/07/16 AB Trees Arborist to maintain trees by Memorial Hall

05/07/16 Kaeo River Liaison NRC in Kaeo

13/07/16 Whangaroa Community Trust, Kaeo Hall

19/07/16 Combined Community Board - Chambers

20/07/16 Whangaroa Memorial Hall (Kaeo): Investigate a name change to solve confusion Whangaroa/Kaeo meeting agreed to approve lettering / signage promoting the values of Kaeo to be put on Southern side of the Hall (refer attached)

2) Issues

NIL

Document number A1751571 Page 1 of 3 3) Resource Consents

Nil

4) Requests for Service

14/06/16 RFS 3762226 Bollards to Lake Manawai

27/07/16 RFS 3765031 School Road Totara North needs grading

27/06/16 RFS 3645902 14/07/16 still not actioned

28/06/16 RFS 3765215 Culvert 4230

15/07/16 RFS 3769018 Various water tables not cleaned to satisfactory from RFS 3754273

Document number A1751571 Page 2 of 3 Kaeo Focus Fund project: ‘Value Words’ on Hall.

Small Town, Big Spirit KAEO Kainga iti, He Wairua Nui

(Love) (Hope) (Faith)

Not to DocumentScale. number A1751571 Alistair PageKay. 3 of 24-VII-16 3 COMMUNITY BOARD MEMBER’S REPORT

Report to Community Board Bay of Islands-Whangaroa

Member Name Kelly Stratford

Subdivision Kawakawa-Moerewa

Date April 2016 - July 2016 ______REPORT 1) Meetings 10/05/16 Kawakawa Hundertwasser Park Charitable Trust 10/05/16 Moerewa Safer Roads working group, Moerewa Youth Centre 11/05/16 Civil Defence Forum, Whangarei 13/05/16 KBCA meeting with Police Area Commander, BOIVR 13/05/16 Opening Kings Creative latest exhibition 16/05/16 Kawakawa Youth Committee Meeting, KV Baptist Church 17/05/16 Kawakawa Public Meeting, St John Ambulance Hall 18/05/16 Bay of Islands - Whangaroa Community Board Meeting, Russell Town Hall 19/05/16 Hundertwasser Project Working Group, FNHL Opua 24/05/16 St Andrews Church Meeting, Taumarere 26/05/16 Kawakawa Domain Board Meeting, Kawakawa Bowling Club 31/05/16 Kawakawa Youth Committee Meeting, KV Baptist Church 01/06/16 Kawakawa District Plan pop up shop, Kings Creative Theatre 05/06/16 St Andrews Church, Special service & meeting with Waimate/Taumarere Pastorate 14/06/16 Kawakawa Hundertwasser Park Charitable Trust Meeting 16/06/16 Community Board Strategic Planning Workshop, JB Centre 17/06/16 Cycle Trail & Business Tourism Workshop, Kings Creative Theatre 30/06/16 Moerewa Recycling Centre, working group meeting 30/06/16 Kawakawa Electric Vehicle, site meeting re parking 04/07/16 Kawakawa Bowling Club, site meeting re Mowing/Freedom camping site 05/07/16 Moerewa Recycling Centre, Site Visits

Document number A1754481 Page 1 of 4

05/7/16 Kawakawa Business & Community Association, AGM 19/7/16 Combined Community Board workshop, FNDC Chambers, Kaikohe

2) Issues 29 April 2015 Waiomio speed reduction, 4/6/15 communication from NZTA received, not priority. 12 May 2015 - Wahamiti Lane flood mitigation issue with wetland. 15/11/15 Still communicating. 14 May 2015 Kawakawa amenity lighting. 13/11 Excellent breakthrough thank you FNDC staff. 19 May 2015 Kawakawa Community Response Plan - 30/5/16 plan mapping to be updated and then a hui with community and confirmation with named persons, training to happen for response team & Taumarere Flood Liaison committee a step in the right direction. 20 May 2015 June 2016 Illegal Dumping ongoing. Ruapekapeka, Whangae, Cycle Trail, Pakaru Road, Ngaiotonga Saddle, Matawaia Road. Communities want to help clean it up, raise awareness and prevent. FNDC to lead this. 20 May 2015 Simson Park & Moerewa Netball Project: Progressing. 20 May 2015 Street lighting (Willowbrook Moerewa, Station Rd Kawakawa) 2 x specific - crime, health & safety & senior citizens concern. Understand running cost and installation are the constraints here. Still not resolved. 1 July 2015 Kawakawa Community Development Plan, finding more champions to drive this. Developing a timeline. 11 July 2015 Email from concerned resident referred re Safer Roads. Council, Police & NZTA working with community to address concerns. 22/6/16 Pedestrian on Otiria has been moved. Working towards some roads going from thoroughfare to culdesacs. Still a work in progress. 29 Oct 2015 Ngapipito Road Sealing, response received from Transport Minister. Jan 2016 concerns increased with the weather conditions increasing the dust nuisance and hazard. 10 Nov 2015 KHPCT: positive development. Presentation coming up at 19/11/15 Council meeting. 6 Jan 2016 Kawakawa Christmas Parade - debrief meeting Feb 2016 Kawakawa Cycle Trail signage. FNDC working with sign and marketing specialist with suggestions from Kawakawa Police Advisory Group to install signs around the town to ensure people disembark bicycle to walk through town rather than cycle on footpath. Landlord consent will be required for some of the signs.

Document number A1754481 Page 2 of 4

Feb 2016 Noise control and Animal control issue of dogs barking on Church Street, Kawakawa. Unable to locate dog owners at this stage. Resident that raised issue with FNDC is getting response but not action. 6 Feb 2016 Toots Road, Kawakawa. Paper road outside of FNDC maintenance but FNDC access required for contractors to maintain town water supply. Residents seek a fair solution. 15 Feb 2016 Waiomio Waterways concerns over water quality (RFS 3741159) 9 March 2016 Kaka Road, Pokapu. Requesting action re speeding trucks and water truck to dampen down the road to prevent dust. Residents called meeting to discuss FNDC and forestry contractor response, and formulate an action plan to move forward. Have been advised a dust suppressant will be laid on Tuesday 15th March. 23 April 2016 Update on slip issue at back of shops. 25 April 2016 Kawakawa tennis club lawns & future. Not Council owned land. 24 May 2016 Update with concerned resident regarding some issues in Moerewa. Updated resident with the Safer Roads Hui and Moerewa Flood Mitigation. Resident excited to see things are planned. And Moerewa not forgotten. 3) Resource Consents Nil 4) Request for Service 3706571 6 Aug 2015 Sir William Hale Ave bumpy uneven road surface. Needs to be put in a plan. 3710747 14 Sep 2015 Local church crime prevention & public access through. Congregation have plan for public access to be available but shouldn't be expected to pay for it. Plan and application for funding to come from church. 3724940 28 Oct 2015 Cycle trail needs signage and a sweeper machine to clear broken glass 3739030 5 Feb 2016 as at 3 July 2016 maintenance of Toots Road has occurred. This paper road doesn't meet criteria to be added to the maintenance schedule but ongoing discussions as it's the road to the Kawakawa water treatment tank. 3745314 10 Mar 2016 Kaka Road Dust concerns14 Mar 2016 Derrick Landing Freedom Camping closure sign has been removed. Non compliant campervans present, toilet paper scattered all around. Reinstatement of sign necessary. Resolved. 3746695 17 Mar 2016 Moerewa Pump Track: Otiria Road reserve permissions sought 3748962 3 Apr 2016 Church Street trees needing pruning, completed. 3750243 10 April 2016 Waikino Road, traffic management and weather conditions, no metal on road.

Document number A1754481 Page 3 of 4

3751027 13 April 2016 Marshall Road, Moerewa blocked drain. Work programmed to remedy. Awaiting start date. As at 17 June 2016 work had not commenced. 3752193 20 April 2016 Greenacres Drive boardwalk path: safety issues resolved with a special matting, awaiting confirmation from resident regarding this successfully solving the issue. 3752572 29 April 2016 Marshall Road cesspit blockage & Cycle trail drainage in relation & 3752576 to flood mitigation not ideal. Response received follow up with AY & ND when works are completed (17/6/16); 3747630 lodged by local resident. Derrick Road light still not replaced. 21 April 2016 (my query as to why it's not been replaced yet - no response) 3757995 20 May 2016 1030 - 1145 Ngapipito Road, Dusty Road. Do NOT grade this section of the road. The grading makes the road dangerously dusty. 3760775 2 June 2016 Towai Road culverts, Roading response very quick. 3760748 3 June 2016 Delays in street lights getting replaced. Reply received 30 June 2016 Council in process of changing lighting Maintenance Contractors - there may be some delays finishing off backlog of faults around the district. 3767684 9 July 2016 Kawakawa River Catchment Survey - What action has FNDC taken. Response, NRC responsibility. 3760759 2 June 2016 Matawaia Road has been renamed to Matawaia - Maromaku Road. Has been referred to road naming team but not able to tell us when it will be dealt with and who changed it. 3762025 3 July 2016 Kawakawa Bowling Club, mowing area/freedom camping area. AC working through proposal on this. Look for this to be switched in as the Kawakawa freedom camping site advertised by FNDC in the review of the by-law instead of the carpark behind the Hundertwasser building. July 2016 - Moerewa Dog Control issue. Need collaborative action to achieve solution.

Document number A1754481 Page 4 of 4

Item: 6.2 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: FUNDING PROJECT REPORTS Author: Melissa Wood - Meetings Administrator Date of report: 15 July 2016 Document number: A1747152 Executive Summary Recipients of funds from the Community Board Council Community Fund must complete and submit a project report no later than two months after the completion of their project. A project report has been received from Summit Events (Paihia Half Marathon), Tuahine Charitable Trust, and Totora North Hall and Domain Committee. Recommendation THAT the project report from; 1) Summit Events - Paihia Half Marathon; 2) Tuahine Charitable Trust (Taumarere River Festival); and 3) Totara North Hall and Domain Committee; be noted.

4) Background Policy #3209 - Community Grant Fund - Local paragraph 4.6.2 states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report for the Community Board. These reports are to be received no later than two months after the completion of the project”, and paragraph 4.6.3 states, “Applicants who fail to provide a project report within the required time will not be considered for future funding”.

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.

3) Financial implications and budgetary provision There are no financial implications or budgetary requirements.

4) Reason for the recommendation To receive the project reports from funding applicants in accordance with paragraphs 4.6.2 and 4.6.3 of Policy #3209 - Community Grant Fund - Local.

Document number A1747152 Page 1 of 3 Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Project Report - Summit Events - Paihia Half Marathon - Document number A1747158 Attachment 2: Project Report - Tuahine Charitable Trust - Document number A1749245 Attachment 3: Project Report - Totara North Hall and Domain Committee - Document number 1749317

Document number A1747152 Page 2 of 3 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.

Relationship with existing policies and Paragraph 4.6.2 and 4.6.3 of Policy Community outcomes. #3209 - Community Grant Fund - Local.

Possible implications for the relationship No of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

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

Does the issue, proposal, decision or other No matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary There are no financial implications or the Provision. need for budgetary provision. Chief Financial Officer Review. The Chief Financial Officer has not reviewed this report.

Document number A1747152 Page 3 of 3 Document number A1747158 Page 1 of 1 Document number A1749245 Page 1 of 1 Document number A1749317 Page 1 of 1 Item: 6.3 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: STATEMENT OF COMMUNITY FUND AS AT 30 JUNE 2016 Author: Melissa Wood - Meetings Administrator Date of report: 20 July 2016 Document number: A1741081 Executive Summary 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 Policy #3209 - Community Grant Funds - Local. Recommendation THAT the report entitled “Statement of the Bay of Islands-Whangaroa Community Board Community Fund account as at 30 June 2016” be noted.

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 Policy #3209 - Community Grant Funds - Local, section 4.3.5, “Applications in excess of $3,000 may require the applicant to attend a Board meeting, subject to the Chairperson’s discretion”. Applications to the current meeting are summarised as follows and are listed on the agenda as separate items for consideration.

Applicant Funding Sought For Amount Total Requested

Community Fund Account balance 1 July 2016 $161,239.00 (plus unexpended funds from 2014/15 $4500.33)

Bay of Islands Golf funding for the purpose of $6,487.00 Club Course preparation and improvements for hosting two national golf tournaments in 2016

Whangaroa Rental of office space $2,466.75 Community Trust #1

Whangaroa Costs towards a CCTV $5,000.00 Community Trust #2 security camera system in Kaeo township

Church of St Thomas Public access pathway from $7,180.00 Wynyard Street to Church Street Kawakawa

Document number A1734129 Page 1 of 3 Friends of Roland’s Contribution towards cost of $30,000 Wood Charitable purchasing a further 5.4ha of Trust land

Total of funding applications listed as above $51,133.75

Community Fund Account balance less listed funding $110,105.25 applications

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 30 June 2016 was $0.00 plus the unexpended funds from 2014/15 financial year: $4,500.33, a total of $4,500.33. It was resolved at the meeting of 29 July 2015 of the Bay of Islands-Whangaroa Community Board that the unexpended funds as at 30 June 2015 be retained for redistribution to applications from the Community. Recent amendments to Policy #3209 - 2015 - Community Grant Fund - Local 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. The allocation Grants and Donations annual budget for the financial year 2015/16 for the Bay of Islands-Whangaroa Community Board is $161,239.00.

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 30 June 2016 is attached.

4) Reason for the recommendation 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 Policy #3209 - Community Grant Funds - Local.

Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Statement of the Bay of Islands-Whangaroa Community Board Community Fund as at 30 June 2016 - Document number A1751851

Document number A1734129 Page 2 of 3

Relationship with existing policies and A Community funding framework has Community outcomes. been adopted.

Possible implications for the relationship None of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

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

Does the issue, proposal, decision or other This matter is of low significance as their matter have a high degree of significance financial consequences are budgeted for. or engagement as determined under the Council's Policy #2124?

If the matter has a Community rather The Community Board has delegated than a District wide relevance has the authority to allocate this funding. Community Board's views been sought?

Financial implications and budgetary Budgetary provision has been made and provision. is allocated in accordance with the Policy #3209 - Community Grant Funds - Local. Chief Financial Officer Review. The Chief Financial Officer has reviewed this report.

Document number A1734129 Page 3 of 3 Far North District Council Bay of Islands - Whangaroa Community Board Community Fund Account as at 30 June 2016 Allocation Grants & Donations Annual Budget 2015-16 120,930.00 Add: Refund Prior Year Unspent Grant payments: Bay of Islands Vintage Railway - Puff & Pull Carnival 2015 costs 2,210.91 2,210.91 123,140.91 Less Expenditure 2015/16 (Funds Uplifted) Aug'15 Kaeo Rugby Union Football Club Inc. - Mowing and maintenance of fields and the immediate surrounds 3,000.00 Bay of Islands Walking Weekend Charitable Trust - Administration, advertising and promotional costs 3,700.00 Bay of Islands Jazz and Blues Festival - Costs associated with providing a shuttle bus for festival 2,320.00 Sept'15 Vision Kerikeri and Environs Inc. - Bridge design fees 5,688.00 Oct'15 Whangaroa Community Trust - Kaeo Welcome to Summer Festival Committee - Costs associated with Summer Festival 2,415.00 Brain Food For Better Learning; for producing a promotional video documentary and setting up a website 1,445.00 Nov'15 Kawakawa Business and Community Association; for re-painting and re-carpeting the aerobics room in the Bay of Islands recreation centre 7,313.58 Kerikeri Tennis Club Incorporated; for planting of native shrubs and ground cover around the perimeter of the tennis courts 1,765.00 Business Paihia Inc.; for annual community Christmas Parade 2,500.00 Aroha Island Charitable Trust; for installing an Ultra Violet light in reticulation system 1,000.00 Bay of Islands Maritime Park Inc. Living Waters Working Group; for a comprehensive protection and restoration plan for the Pipiroa and Te Wahapu Reserves 7,546.00 Kerikeri Lions Club; for annual Kerikeri Christmas Parade 6,300.00 Dec'15 Te Ruapekapeka Pa Management Trust for provision of a marquee, superloos and cleaning 3,162.50 Jan'16 Kaeo Christmas Parade Organising Committee for the annual Kaeo Christmas Parade 2,023.00 Maromaku Reserves Board Inc. - Park Committee for seed funding to establish a permanent toilet at the Maromaku Reserve 5,000.00 Feb'16 Kawakawa Business and Community Association for the Kawakawa Christmas Parade 2,500.00 He Iwi Kotahi Tatou Trust for hiring equipment, refreshments and Maori Wards for Christmas in the Park 3,600.00 Mar'16 Be Free Incorp. For Volunteer expenses, travel/mileage, advertising/promotions and equipment hire 10,600.00 Apr'16 Tuahine Charitable Trust for catering, drinks for kids, Waka and boat rides, St John Ambulance Services and Maori Wardens 3,750.00 Bay of Islands Maritime Park for advertising and venue hire 2,340.00 Focus Paihia Community Charitable Trust for Waitangi Mountain Bike Park 6,997.00 May'16 Red Leap Theatre Charitable Trust for rent and travel/mileage costs 1,800.00 Business Paihia Incorporated for costs involved in putting on the Community Street Party in Paihia 7,000.00 Whangaroa Armed Services Commemorations 2016 for costs involved in putting on a free public exhibition to commemorate the 28th Maori Battalion and its Commander 2,000.00

Jun'16 BOI Maritime Park Inc. Living Waters for restoring the riparian margins of the Wairoa Stream 5,000.00 Kerikeri Steam Trust for restoring the SS Minerva 1,825.15 Kerikeri Community Patrol Incorporated for vehicle operating costs 4,500.00 Bay of Islands Community Centre Association Incorporated for covering costs of rent 2,600.00 109,690.23 Balance as at 30 June 2016 13,450.68

Document number A1751851 Page 1 of 2 Far North District Council Bay of Islands - Whangaroa Community Board Community Fund Account as at 30 June 2016

Balance as at 30 June brought forward 13,450.68

Less Commitments 2015/16 (Funds not yet uplifted) Meeting 06.04.16 Bay of Islands Vintage Railway for costs involved in putting on the Puff and Pull Carnival 4,400.00 Meeting 18.05.16 Paihia Half Marathon for holding a half marathon or 12 kilometre walk/run for all ages 2,500.00 Russell Birdman Charitable Trust for vehicle operating costs 2,000.00

Meeting 29.06.16 Crewcut Lawn and Garden for annual mowing and maintenance of Towai Cemetery 3,350.68 (Refer Note 1) Totara North Hall and Domain Committee for purchasing and installation of a heat pump 1,200.00

13,450.68 Balance 30 June 2016 Uncommitted/(Overcommitted) $0.00

Prior Year Commitments (Funds not yet uplifted) 2012/13 Meeting 17.04.13 Walls Bay Esplanade Reserve landscape plan 1,500.00

Balance Commitments 2012-13 $1,500.00

2013/14 Uncommitted balance Community Board Fund Account be committed towards capital projects in the Board's strategic plan adopted by the Board at its meeting of 27.05.14 Meeting 29.07.15 item 7.2 resolved to commit the unexpended funds from the 2013-2014 Financial Year to the cost of a Shade Sale for Johnson Park play-ground area. 24,697.58 Less May 2016 budgeted provision for Monotec Hip Roof shade sail as Capital Project as confirmed meeting 6.06.16. (23,995.00) Balance Commitments 2013-14 $702.58 2014/15 Meeting 30.7.15 Unexpended funds be retained for redistribution to applications from the Community 6,549.56 (Refer Note 1) $6,549.56 Balance Prior Year Commitments $8,752.14

NOTE 1: Crewcut Lawn has been granted $5,400.00 which is made up of $3,350.68 from the 2015/16 available balance and $2,049.32 from Unexpended funds retained from 2014/15

Note: Future funding commitments: Meeting 9 September 2015: Bay of Islands Maritime Park Inc. Living Waters Working Group, for a comprehensive protection and restoration plan for the Pipiroa and Te Wahapu Reserves $1,500 for each of the three following years 2016-17 1,500.00 2017-18 1,500.00 2018-19 1,500.00 $4,500.00

Document number A1751851 Page 2 of 2 Item: 6.4 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: STATEMENT OF HUNDERTWASSER DONATIONS ACCOUNT AS AT 30 JUNE 2016 Author: Melissa Wood - Meetings Administrator Date of report: 14 July 2016 Document number: A1749082 Executive Summary The Statement of the Hundertwasser Donations account provides information on financial matters relating to the Bay of Islands-Whangaroa Community Board’s Hundertwasser Donations Account from which funding is allocated in accordance with Policy #5104 - Use of the Hundertwasser Fund. Recommendation THAT the statement of the Hundertwasser Donations Account as at 30 June 2016 be noted.

2) Discussion and options Board members will consider the applications on the agenda and make decisions. No applications have been received this month.

3) Financial implications and budgetary provision The Far North District Council has delegated the allocation of funds from the Hundertwasser Donations account to the Bay of Islands-Whangaroa Community Board. The uncommitted balance at 30 June 2016 is $19,969.91.

4) Reason for the recommendation The Council has delegated the allocation of funds from the Grants and Donations account to the Bay of Islands-Whangaroa Community Board.

Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Statement of the Hundertwasser Donations Account as at 30 June 2016 - Document number A1751767

Document number A1749082 Page 1 of 2 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.

Relationship with existing policies and Not applicable. Community outcomes.

Possible implications for the relationship Not applicable. of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

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

Does the issue, proposal, decision or The matter is of low significance as the other matter have a high degree of financial consequences are budgeted for. significance or engagement as determined under the Council's Policy #2124?

If the matter has a Community rather The Community Board has delegated than a District wide relevance has the authority to allocate funding. Community Board's views been sought?

Financial Implications and Budgetary Budgetary provision has been made and Provision. is allocated in accordance with the Use of the Hundertwasser Fund Policy #5104. Chief Financial Officer Review. The Chief Financial Officer has reviewed this report.

Document number A1734110 Page 2 of 2 Document number A1751767 Page 1 of 1

Item: 6.5 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of item: ITEM LEFT TO LIE ON THE TABLE FROM 29 JUNE 2016 - FUNDING APPLICATION - FRIENDS OF ROLANDS WOOD CHARITABLE TRUST Author: Aisha Huriwai - Meetings Administrator Date of report: 01 August 2016 Document number: A1753246 Executive Summary The purpose of the report is to resume debate on the motion at a subsequent meeting to consider an item of business that was left to lie on the table at meeting of 29 June 2016. Recommendation THAT the question from the meeting of 29 June 2016: “THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $30,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Friends of Roland’s Wood Charitable Trust; AND THAT the Board considers that the application for funding for the purpose of contributing to purchase of a further 5.4ha of land meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities.” be uplifted from the table.

1) Background The Tabling Motion “THAT the motion lie upon the table” is intended to terminate debate on a substantive motion, but in a way that allows the assembly to resume the debate on a subsequent occasion The motion is debated in a similar way to the original tabling motion. If passed, debate resumes on the original motion as if the debate had never been interrupted.

Document number A1753246 Page 1 of 4

2) Discussion and options Where a member wants to defer further discussion or any decision on a substantive motion this procedural motion may be moved. Although its effect is only temporary, once a motion is tabled in practice it is unlikely to be uplifted for further debate. If someone wants to debate this topic again a new motion is likely to be moved. The rules relating to tabling this motion are that: • it does not interrupt a speaker; • the chairperson can refuse to accept it; • it does not require a seconder; • it is not amendable; • a previous speaker to the substantive motion may not move it; • if lost, it cannot be moved again; • where another procedural motion has already been moved it is out of order; • where an amendment to a substantive motion is being debated both the substantive motion and it’s amendment would “lie upon the table” if it is passed; • if carried, the meeting proceeds to the next business on the agenda; and • if lost, the interrupted debate resumes. 3.12.3 Procedural motions to terminate or adjourn debate take precedence over other business, other than points of order, and shall, if seconded, be put to the vote immediately without discussion or debate. 3.12.8 Debate on items previously adjourned The debate on adjourned items of business is to be resumed with of such adjournment being entitled to speak first in the debate. Members who have already spoken in the debate may not speak again. 3.12.9 Adjourned items taken first Adjourned items are to be taken first at the subsequent meeting in the class of business to which they belong.

3) Financial implications and budgetary provision There are no financial implications.

4) Reason for the Recommendation To allow debate to resume on an item “left to lie upon the table’ from a previous meeting

Document number A1753246 Page 2 of 4

Manager: Caroline Wilson - Manager District Administration Services

Attachment 1: Funding Report Friends of Roland’s Wood Charitable Trust (copy of agenda item 6.8 from meeting of 29 June 2016 document number A1734968) Document number A1753249 Attachment 2: Funding Application Friends of Roland’s Wood Charitable Trust (copy of agenda item 6.8a from meeting of 29 June 2016 document number A1736517) Document number A1753250 Attachment 3: Schedule of Supporting Documentation (copy of agenda item 6.8b from meetingof 29 June 2016 document number A1736528) Document number A1753251

Document number A1753246 Page 3 of 4

Relationship with existing policies and The item was left to lie on the table in Community outcomes. accordance with Standing Order 3.12(e).

Possible implications for the relationship Not applicable of Māori and their culture and traditions with their ancestral land, water, site, waahi tapu, valued flora and fauna, and other taonga.

Views or preferences of persons likely to Not applicable be affected by, or to have an interest in the matter, including persons with disabilities, children and older persons.

Does the issue, proposal, decision or other This matter does not have a high degree matter have a high degree of significance of significance or engagement. or engagement as determined under the Council's Policy #2124?

If the matter has a Community rather Community Boards delegations are not than a District wide relevance has the included in the report as they are Community Board's views been sought? unchanged.

Financial Implications and Budgetary There are no financial implications or Provision. requirements for budgetary provision. Chief Financial Officer review. The Chief Financial Officer has reviewed this report.

Document number A1753246 Page 4 of 4

Item 6.8 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 29 JUNE 2016 Name of Item: FUNDING APPLICATION - FRIENDS OF ROLAND’S WOOD CHARITABLE TRUST Author: Melissa Wood - Meetings Administrator Date of Report: 11 June 2016 Document Number: A1734968 Executive Summary The purpose of this report is to include an application to the Community Grant Fund - Local against Policy #3209 - Community Grant Fund - Local to assist Community Board Members with their decision to approve or decline the application. Recommendation THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $30,000 (plus GST if applicable) to be paid from the Board’s Community Fund account to Friends of Roland’s Wood Charitable Trust; AND THAT the Board considers that the application for funding for the purpose of contributing to purchase of a further 5.4ha of land meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities.

1) Background Preliminary assessment of the application The application has been assessed by staff for completeness and compliance with Policy #3209 - Community Grant Fund - Local and their comments are provided in the following table.

Policy requirements Comments Is the application complete? Yes the application is complete. The supporting documents have been sent under separate cover.

Does the applicant indicate at least a 50%Yes contribution (in financial value) towards the total costs stated in the application?

Document number A1753249 Page 1 of 6

Has the applicant received funding since 31 No October 2013?

Has a Project Report Form been received for No funding previously allocated?

Is the application for any purpose contrary to No the policy?

Is the application retrospective? No

Is the application of a commercial nature or No purpose? If it is, does it effectively demonstrate that associated profits will be of direct benefit to the community? Will the funds be used for purposes on Yes private property? If they are, does the application effectively Yes demonstrate that the project/event will be of direct benefit to the community?

Does the application include disclosure of Yes funding received for the project/event from other sources?

Does the application concern an activity or Yes project that Council also delivers?

Is the initiative likely to succeed? No Does it have a high degree of local input and benefit?

Does the initiative duplicate an existing No project/event/programme?

Does the application demonstrate that the Yes applicant has the appropriate capability and capacity to deliver to the level as agreed?

Is the project/purpose for which the grant is No made normally provided or funded by an organisation outside the Council?

2) Discussion and options Matters for Board Assessment The Board needs to decide whether the application will: • further the promotion and development of good quality infrastructure and local public services for the Far North communities; • enhance access to facilitates for the general public (if the project is to support/develop a facility); • broaden the range of activities and experiences available to the general public;

Document number A1753249 Page 2 of 6

• enhance community/volunteer capability to provide services; • supplement the resources of Council from external sources and community participation (a minimum of 50% funding for the project from sources other than Council); and • enhance access to services or projects that align with Council’s strategic priorities. Community Outcomes Prudent financial management • Achieve effective stewardship of our resources within long term strategic and assets and take a long term strategic planning approach to their use. • Ensure information is accurate and up to date so that financial decisions are strategic, consistent, affordable, and achieve an acceptable level of service, now and in the future.

Our environment is protected, • Protect, maintain and enhance unique landscapes, enhanced and wisely natural features and indigenous biodiversity. managed • Access to the coast, rivers and natural areas is maintained and improved. • Protect and improve the Mauri of water, water quality and water quantity. • Encourage development and population growth, but avoid compromising the District’s natural and social environment. • Reduce waste along with increased recycling to decrease the use of landfills and promote the sustainable management of resources. • Historic and archaeological sites and buildings of significance are recognised and protected.

Document number A1753249 Page 3 of 6

• Support, protect and preserve those Waahi Tapu sites valued by Māori. Sustainable, affordable, • Achieve sustainable communities through services, equitable infrastructure that facilities, infrastructure, and technology solutions. contributes to the economic • Provide the right services delivered in the right places, progress and social wellbeing to an agreed standard. of District • Achieve more efficient use of existing infrastructure, including managing demand, to deliver value for money services and that infrastructure is planned and affordable. • Ensure people, goods and services can move safely and efficiently within the District and Region by making steady improvement to the transport network and infrastructure. • Promote the strategic value of the District’s state highways. • Protect the environment and people and enable sustainable development through provision of water, stormwater, and wastewater infrastructure. • Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities. Enabling Māori Development • Work with Māori to align strategies and policies that provides for social, economic and environmental growth. • Support the development and implementation of sustainable hapū management plans to enable Marae and Hapū to develop their potential. • Assist hapū to build their capacity to develop iwi/hapū environmental management plans. • Support a collaborative economic development strategy that enables the growth of a sustainable economic base with whānau, hapū and iwi. • Attain increased wealth and self-determination for hapū and iwi through sustainable economic growth and social development. • Actively promote Māoritanga to enhance development of positive social outcomes. • Support Whānau, hapū and iwi to exercise mana and kaitiakitanga over their sacred sites and other taonga to sustain and protect resources for current and future generations. • Strengthen Marae, hapū and/or iwi capacity and skills to participate in natural resource management; and opportunities to share and promote mātauranga Māori and kaitiakitanga are increased. • Protect the environment to sustain all our communities. • Support positive and effective relationships through Council’s communications strategy.

Document number A1753249 Page 4 of 6

the applications received against the amount of funding available in the Community Fund account a report on which is included on the agenda for each meeting.

4) Reason for the recommendation The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local.

Manager: Caroline Wilson - Manager District Administration Services Attachment 1:Funding Application - Friends of Roland’s Wood Charitable Trust - Document number A1736517 Attachment 2: Schedule of Supporting Documentation - Friends of Roland’s Wood Charitable Trust - Document number A1736528

Document number A1753249 Page 5 of 6 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.

Relationship with existing policies and Considered in the application. Community outcomes.

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

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

Does the issue, proposal, decision or No other matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary Budgetary Provision has been made and Provision. the grant is allocated in accordance with Policy #3209 Community Grant Fund - Local. Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Document number A1753249 Page 6 of 6 Document number A1753250 Page 1 of 7 Document number A1753250 Page 2 of 7 Document number A1753250 Page 3 of 7 Document number A1753250 Page 4 of 7 Document number A1753250 Page 5 of 7 Document number A1753250 Page 6 of 7 Document number A1753250 Page 7 of 7 Schedule of Supporting Documentation

FRIENDS OF ROLAND’S WOOD CHARITABLE TRUST

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

1 Applicant’s Cover letter

2 Bank Statements

Document number A1753251 Page 1 of 1 Item: 6.6 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: FUNDING APPLICATION - WHANGAROA COMMUNITY TRUST - RENTAL OF OFFICE SPACE Author: Melissa Wood - Meetings Administrator Date of Report: 20 July 2016 Document Number: A1748547 Executive Summary The purpose of this report is to include an application to the Community Grant Fund - Local against Policy #3209 - Community Grant Fund - Local to assist Community Board Members with their decision to approve or decline the application. Recommendation THAT the Bay of Islands Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $1233.38 (plus GST if applicable) to be paid from the Board’s Community Fund account to Whangaroa Community Trust; AND THAT the Board considers that the application for funding for the purpose of rental of office space meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Improve community participation, which creates pride and resilience, in Community based planning; and iii) Build strong relationships, common vision, values and purpose to create cohesive communities.

Policy requirements Comments Is the application complete? Yes the application is complete. The supporting documents have been sent under separate cover. Does the applicant indicate at least a 50%No. The applicant seeks a grant of contribution (in financial value) towards the$ 2466.75 - 100% of the total cost. total costs stated in the application?

Document number A1748547 Page 1 of 6 Has the applicant received funding since 31 Yes. 25/03/15 - $7,086.50 - formal October 2013? dinner and celebrations (ANZAC)

Has a Project Report Form been received for Yes funding previously allocated?

Is the application for any purpose contrary to No the policy?

Is the application retrospective? No

Is the application of a commercial nature or No purpose? If it is, does it effectively demonstrate that associated profits will be of direct benefit to the community? Will the funds be used for purposes on No private property? If they are, does the application effectively demonstrate that the project/event will be of direct benefit to the community?

Does the application include disclosure of Yes funding received for the project/event from other sources?

Does the application concern an activity or No project that Council also delivers?

Is the initiative likely to succeed? Yes Does it have a high degree of local input and benefit?

Does the initiative duplicate an existing No project/event/programme?

Does the application demonstrate that the Yes applicant has the appropriate capability and capacity to deliver to the level as agreed?

Is the project/purpose for which the grant is No made normally provided or funded by an organisation outside the Council?

Document number A1748547 Page 2 of 6 • enhance community/volunteer capability to provide services; • supplement the resources of Council from external sources and community participation (a minimum of 50% funding for the project from sources other than Council); and • enhance access to services or projects that align with Council’s strategic priorities. Community Outcomes Prudent financial management • Achieve effective stewardship of our resources within long term strategic and assets and take a long term strategic planning approach to their use. • Ensure information is accurate and up to date so that financial decisions are strategic, consistent, affordable, and achieve an acceptable level of service, now and in the future.

Strong partnerships with • Maintain or enter into effective partnerships to increase Māori, communities, knowledge and capacity, co-ordinate scarce resources businesses, government, and avoid duplication, thus enabling action to improve Northland councils, non-profit, quality of life in our communities. voluntary groups and • Achieve agreed partnership goals and objectives. communities that improve • Attain high levels of satisfaction with partners working quality of life and maximise with us. community benefit Safe, healthy, resilient places • Improve community participation, which creates pride and people and resilience, in Community based planning. • Improve health and safety for our people through regulation, support, or advocate on their behalf. • Ensure built environments are attractive, well designed, safe, and meet the needs of the community. • Support and value all people; especially the young, the elderly, and people with disabilities. • Protect the environment and people with well designed, fit for purpose, Council infrastructure. • Enhance community awareness, and preparedness for emergencies. • Build strong relationships, common vision, values and purpose to create cohesive communities. Our environment is protected, • Protect, maintain and enhance unique landscapes, enhanced and wisely natural features and indigenous biodiversity. managed • Access to the coast, rivers and natural areas is maintained and improved. • Protect and improve the Mauri of water, water quality and water quantity. • Encourage development and population growth, but avoid compromising the District’s natural and social environment. • Reduce waste along with increased recycling to decrease the use of landfills and promote the sustainable management of resources. • Historic and archaeological sites and buildings of significance are recognised and protected. • Support, protect and preserve those Waahi Tapu sites valued by Māori.

Document number A1748547 Page 3 of 6 Sustainable, affordable, • Achieve sustainable communities through services, equitable infrastructure that facilities, infrastructure, and technology solutions. contributes to the economic • Provide the right services delivered in the right places, progress and social wellbeing to an agreed standard. of District • Achieve more efficient use of existing infrastructure, including managing demand, to deliver value for money services and that infrastructure is planned and affordable. • Ensure people, goods and services can move safely and efficiently within the District and Region by making steady improvement to the transport network and infrastructure. • Promote the strategic value of the District’s state highways. • Protect the environment and people and enable sustainable development through provision of water, stormwater, and wastewater infrastructure. • Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities. Enabling Māori Development • Work with Māori to align strategies and policies that provides for social, economic and environmental growth. • Support the development and implementation of sustainable hapū management plans to enable Marae and Hapū to develop their potential. • Assist hapū to build their capacity to develop iwi/hapū environmental management plans. • Support a collaborative economic development strategy that enables the growth of a sustainable economic base with whānau, hapū and iwi. • Attain increased wealth and self-determination for hapū and iwi through sustainable economic growth and social development. • Actively promote Māoritanga to enhance development of positive social outcomes. • Support Whānau, hapū and iwi to exercise mana and kaitiakitanga over their sacred sites and other taonga to sustain and protect resources for current and future generations. • Strengthen Marae, hapū and/or iwi capacity and skills to participate in natural resource management; and opportunities to share and promote mātauranga Māori and kaitiakitanga are increased. • Protect the environment to sustain all our communities. • Support positive and effective relationships through Council’s communications strategy.

3) Financial implications and budgetary provision The Bay of Islands-Whangaroa Community Board allocates funding in accordance with the Policy #3209 Community Grant Fund - Local. At each meeting it considers the applications received against the amount of funding available in the Community Fund account a report on which is included on the agenda for each meeting.

Document number A1748547 Page 4 of 6 4) Reason for the recommendation The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local.

Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Funding Application - Whangaroa Community Trust - Document number A1748544 Attachment 2: Schedule of Supporting Documentation - Whangaroa Community Trust - Document number A1748550

Document number A1748547 Page 5 of 6 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.

Relationship with existing policies and Considered in the application. Community outcomes.

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

Does the issue, proposal, decision or No other matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary Budgetary Provision has been made and Provision. the grant is allocated in accordance with Policy #3209 Community Grant Fund -

Local. Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Document number A1748547 Page 6 of 6 ! ! Community Funding Application Form - Local ! ! Read Carefully • All applications are to be submitted to any office of the Far North District Council 15 working days prior to the Community Board meeting where the application will be considered. • Incomplete or non-complying applications are not eligible for funding. • Applicants who have failed to complete a Project Report Form for previous funding granted are not eligible for funding. • Please see application guidelines, Policy #3209 Community Grant Fund - Local, to ensure you are eligible. • Ask if you are unsure. - know what information is required for the grant provider to make a decision. Call us - we are happy to assist. ! What is your organisation’s name? (Organisations applying for funding should generally be registered as an incorporated society or under the umbrella of one. If you are a local branch of a national organisation, please specify). Full name of organization Whangaroa Community Trust 1 What is your organisation’s address? Postal address P. O. Box 64 2 2 City\Town Kaeo, 0448 3 Physical address (if different from above) 180 Omaunu Road, RD1, Kaeo, 0479 4 What are your organisation’s contact details? Phone number Email 09 405 0573 5 [email protected] 6 Which Community Board is your organization applying to? ! Bay of Islands- 7 Te Hiku ! Kaikohe-Hokianga √ Whangaroa ! Clearly describe the project or event. The project involves a 3 year-long position for a full-time Community Coordinator 8 or for Whangaroa. This funding application is for the full rental cost of one of the vacant office spaces above the Far North District Council’s Service Centre & Library (formerly known as the Old Post Office) in Kaeo. Additional funding applications for the salary and running costs of this position have been submitted to the D.I.A.’s Lottery Community fund; Pub Charity Ltd; and to Foundation North. All 3 of these potential funders have indicated a favourable response to the application, as it fulfills their funding criteria. (It was a Dept of Internal Affairs advisor who suggested an office above the Kaeo Service Centre). The rental cost of this office space is $2,466.75 per annum (including electricity and GST).

! Page | 1 of 6

Document number A1748544 Page 1 of 6 ! Community Funding Application Form

! Provide a detailed costs estimate for your project or event for which you are applying for funding. Column 1 - provide the total amount of the estimated cost or quoted cost against the appropriate item. Add your own item if those shown are not appropriate. Column 2 - provide (against the item) the amount the Board is being requested to contribute. Expenditure Column 1 Column 2 9 (Total cost) (Amount requested) ! Wages/Salary ¹ ! ! ! ! ! Facilitators Fees ! ! ! Professional Fees ! ! ! Volunteer expenses reimbursement ! ! Volunteer Value ²! ! ! ! Administration ! ! ! Travel/Mileage ! ! ! Stationery ! Photocopying ! ! ! Advertising/Promotion ! ! ! Rent $2,466.75 $2,466.75! ! ! ! Telephone/Internet/Power/Water ! ! ! Venue Hire ! Food/Refreshments ! ! ! Equipment Hire ! ! ! ! ! Equipment Purchase (describe) ³

! ! ! Consumable materials (e.g. craft supplies, tapes, books) ! ! ! Hardware (e.g. Cement, timber, nails, paint) ³ ! Other (describe) ! !

! Totals $2,466.75 $2,466.75!

1. If the application is for wages or salary a job description must be attached. 2. The Community Board recognises volunteer value at $20.00 per hour. If a different value is attached (ie engineer providing advice/drawings etc) please explain. 3. Two quotes for purchases must be provided with the grant. Attach a programme outline if applying for operating costs.

! Page | 2 of 6

Document number A1748544 Page 2 of 6 ! Community Funding Application Form ! Clearly describe how your project or event will benefit the community. !!A Whangaroa Community Coordinator will benefit the community by working to 10 enhance!!enhance the social, cultural, environmental and economic well being of Whangaroa and its !!people through a variety of initiatives. Since June 2007 consultations with all active local groups and with iwi/hapū have been undertaken with the specific outcome of producing Althoughthe Whangaroa some Longof the Term goals Community of the plan Plan, are publishedslowly being in September met in a piece-meal 2011. Although manner, some !realof the progress goals in isthe possible plan are only being with met a infull-time a piece -dedicatedmeal manner, coordinator. real progress is only possible !with a full time dedicated coordinator.!Some of the initiatives to be undertaken by the new Coordinator include developing and staging an annual!festival or tourism event for the off- seasonseason months; developing local cultural tourism enterprises; administering a volunteer! !group responsible for increased pest eradication on Whangaroa’s conservation estate and !! surrounding private land; undertake a campaign to promote Whangaroa as an eco and !!culturaltourism! destination with heritage and nature trails; publish a free map and brochures of local local attractions for distribution thru-out Northland; apply to NZ Cycle Trails for funding for Wherea series and when of will this project or event take place. The Whangaroa Community Coordinator will be based in office space ‘B’ – which is 11 upstairs in the Old Post Office (above the FNDC Service Centre and Library at 30

Leigh Street, Kaeo). FINANCIAL INFORMATION Please provide information regarding your organisation's finances. Is your organisation registered for GST? ! ! ! ! ! ! ! ! ! √ No !!! Yes - give number 12 Please Note!! If your organisation is GST registered all requested amounts must be GST exclusive. If you are not GST registered all requested amounts must be GST inclusive. Financial Update 1) Attach your most recent relevant financial accounts that show your current financial position. This would be your organisation’s Treasurer’s most recent approved report. 2) Provide a bank account statement with account name and number shown. What are your organisation’s current financial resources? (For all accounts, including savings and investments). Amount $21,268.89 13 How much of this (if any) is tagged or committed for specific purposes? All of Whangaroa Community Trust’s funds are committed to various local projects. 14 List the purpose and amounts of money already tagged or committed. Purpose $ Amount 15 ! ! ! ! ! ! ! ! ! ! TOTAL !

! Page | 3 of 6

Document number A1748544 Page 3 of 6 ! Community Funding Application Form ! FINANCIAL INFORMATION …..continued ! Tell us about other funding sources your organization has applied to in relation to the project or event applied for in this application. The Board will look favourably on applicants who have applied for funding elsewhere. Funder description Amount applied Decision Date Amount Granted 16 for Lottery Community Fund $20,000 October 2016 ! Pub Charity Ltd $20,000 August 2016 ! Foundation North $20,000 August 2016 ! ! ! !

TOTAL $60,000 ! ! ! CONTACT INFORMATION What are your organisation’s contact details? Phone number Email address 09 405 0573 17 [email protected] 18

Who is your organisation’s main local contact for this application? First name Last name Alistair 19 Kay 20 Position Day time phone number Secretary, Whangaroa Community Trust 21 09 405 0573 22 Alternative phone number Email address 021 685 884 23 [email protected] 24 ! Who is your organisation’s second local contact for this application? First name Last name !!!!!Yvonne !!!!!!!!!!!!!Robinson 26 Position Day time phone number !!!!!Chairperson 27 !!!!!!!!!!!!!09 405 0688 28 Alternative phone number Email address ! 29 [email protected] 30 ! ! CHECKLIST (please tick appropriate boxes). ! Application form completed in full and easy to read ! Applicant declaration signed ! A job description / quotes x 2 / programme outline attached (if applying for this costs) as per section 9, page 2 ! A bank account statement with account name and number attached. ! Financial update such as approved Treasurer’s report showing current financial position as requested under Financial Information, page 3

! Page | 4 of 6

Document number A1748544 Page 4 of 6 ! Community Funding Application Form

Important Information: Privacy Information: The information you have provided on this form is required so that your application for funding can be processed. Once this application is lodged with the Council it becomes public information and may be made available on the Council’s website. If there is sensitive information in the proposal or personal details you wish to be withheld please advise. These details are collected to inform the general public and community groups about all funding applications which have been submitted to the Far North District Council. APPLICANT DECLARATION This declaration must be signed by two people from your organisation who are 18 years of age or older with the authority to sign on behalf of the organisation. Signatories cannot be an undischarged bankrupt, not be immediately related, cannot be partners and cannot live at the same address. They must have a daytime contact phone number and be contactable during normal business hours. On behalf of: (full name of organisation)

We the undersigned declare the following: In submitting this application - 1 We have the authority to commit our organisation to this application and we have been duly authorised by our governing body. 2 The organisation we represent, acknowledges and agrees that the Far North District Council and its Community Boards may disclose to or obtain from any other government department or agency, private person or organisation, any information about the organisation we represent for the purpose of gaining or providing information related to funding 3 We have attached our organisations most recent statement of income and expenditure, annual accounts or other financial documents that demonstrate its ability to manage a grant. 4 We will not receive a salary or any other pecuniary gain from the proceeds of any grant money arising from this application. 5 The details given in all sections of this application are true and correct to the best of our knowledge, and reasonable evidence has been provided to support our application. ! We agree to the following conditions if we are funded by a Community Board: 1 To spend the funding within 12 months of the date of grant approval unless written approval for an extension is obtained from the Community Board before that 12 month period ends. 2 To spend the funding only for the purpose(s) approved by the Community Board unless written approval for a change of purpose(s) is obtained in advance from the Community Board. 3 To return to the Far North District Council any portion of the funding that we do not spend. If our payment includes GST we will return the GST component of the amount to be returned. 4 To acknowledge the receipt of Community Board funding as a separate entry in our accounts, or in a note to our accounts, in our organisation's annual report and in any media publicity arising from the funding. 5 To make available any files or records that relate to the expenditure of this funding for inspection if requested by the Far North District Council or its auditors. 6 To complete and return a Project Report Form within two months of the funding being fully spent. 7 To inform the Far North District Council of significant changes in our organization before this application has been considered, or the funding has been fully used and accounted for. (For example, change in contact details, office holders, financial situation, and intention to wind up or cease operations, or any other significant event.) ! !

Page | 5 of 6

Document number A1748544 Page 5 of 6 ! Community Funding Application Form

8 To lay a complaint with the Police and notify the Far North District Council immediately if any of the funding is stolen or misappropriated. 9 Our organisation has declared its GST status. If our GST status changes we will notify the Far North District Council immediately. 10 Our organisation has the following set of internal controls in place ! • Two signatories to all bank accounts • A regularly maintained and current cashbook or electronic equivalent • A person responsible for keeping the financial records of the organisations • A regularly maintained tax record (if applicable) • A regularly maintained PAYE record (if applicable) • The funding and its expenditure shown as separate entries in the cash book or as a note to the accounts • Tracking of different funding, e.g. through a spreadsheet or journal entry • Regular financial reporting to every full meeting of the governing body

! Signatory One First name Last name Alistair Kay Postal Address City/Town/Postcode P. O. Box 265 Kaeo, 0448 Daytime phone number Alternative phone number 09 405 0573 021 685 884 Position Secretary, Whangaroa Community Trust Signature Date 18 July 2016 ! Signatory Two First name Last name Yvonne Robinson

Postal Address City/Town/Postcode P. O. Box 212 Kaeo, 0448

Daytime phone number Alternative phone number 09 405 0688

Position Chairperson, Whangaroa Community Trust

Signature Date 18 July 2016 In submitting this application you and\or the organisation you represent (hereinbefore referred to as the 'applicant’), acknowledge and agree that the Far North District Council may disclose or obtain from any other government department or agenda, private person or organisation, and information about the applicant for the purposes of gaining or providing information related to the funding of the applicant.

Page | 6 of 6

Document number A1748544 Page 6 of 6 Schedule of Supporting Documentation

WHANGAROA COMMUNITY TRUST (Rental of Office Space)

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

1 Bank Statement - 30 June 2016

2 Quote - rental office space - FNDC

3 Quote - office space - Te Runanga o Whaingaroa

Document number A1748550 Item: 6.7 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: FUNDING APPLICATION - WHANGAROA COMMUNITY TRUST - CCTV Author: Melissa Wood - Meetings Administrator Date of Report: 20 July 2016 Document Number: A1749401 Executive Summary The purpose of this report is to include an application to the Community Grant Fund - Local against Policy #3209 - Community Grant Fund - Local to assist Community Board Members with their decision to approve or decline the application. Recommendation THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $5,000 00(plus GST if applicable) to be paid from the Board’s Community Fund account to Whangaroa Community Trust AND THAT the Board considers that the application for funding for the purpose of costs towards a CCTV security camera system in Kaeo township meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Achieve sustainable communities through services, facilities, infrastructure, and technology solutions.

Policy requirements Comments Is the application complete? Yes the application is complete. The supporting documents have been sent under separate cover. Does the applicant indicate at least a 50%Yes The applicant seeks a grant of contribution (in financial value) towards the$ 5,000.00 - 41.85% of the total cost. total costs stated in the application?

Document number A1749401 Page 1 of 6 Has the applicant received funding since 31 Yes. 25/03/15 - $7,086.50 - formal October 2013? dinner and celebrations (ANZAC)

Has a Project Report Form been received for Yes funding previously allocated?

Is the application for any purpose contrary to No the policy?

Is the application retrospective? No

Is the application of a commercial nature or No purpose? If it is, does it effectively demonstrate that associated profits will be of direct benefit to the community?

Will the funds be used for purposes on No private property? If they are, does the application effectively demonstrate that the project/event will be of direct benefit to the community?

Does the application include disclosure of No funding received for the project/event from other sources?

Does the application concern an activity or No project that Council also delivers?

Is the initiative likely to succeed? Yes Does it have a high degree of local input and benefit?

Does the initiative duplicate an existing No project/event/programme?

Does the application demonstrate that the Yes applicant has the appropriate capability and capacity to deliver to the level as agreed?

Is the project/purpose for which the grant is No made normally provided or funded by an organisation outside the Council?

Document number A1749401 Page 2 of 6 • broaden the range of activities and experiences available to the general public; • enhance community/volunteer capability to provide services; • supplement the resources of Council from external sources and community participation (a minimum of 50% funding for the project from sources other than Council); and • enhance access to services or projects that align with Council’s strategic priorities. Community Outcomes Prudent financial management • Achieve effective stewardship of our resources within long term strategic and assets and take a long term strategic planning approach to their use. • Ensure information is accurate and up to date so that financial decisions are strategic, consistent, affordable, and achieve an acceptable level of service, now and in the future.

Document number A1749401 Page 3 of 6 • Support, protect and preserve those Waahi Tapu sites valued by Māori. Sustainable, affordable, • Achieve sustainable communities through services, equitable infrastructure that facilities, infrastructure, and technology solutions. contributes to the economic • Provide the right services delivered in the right places, progress and social wellbeing to an agreed standard. of District • Achieve more efficient use of existing infrastructure, including managing demand, to deliver value for money services and that infrastructure is planned and affordable. • Ensure people, goods and services can move safely and efficiently within the District and Region by making steady improvement to the transport network and infrastructure. • Promote the strategic value of the District’s state highways. • Protect the environment and people and enable sustainable development through provision of water, stormwater, and wastewater infrastructure. • Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities. Enabling Māori Development • Work with Māori to align strategies and policies that provides for social, economic and environmental growth. • Support the development and implementation of sustainable hapū management plans to enable Marae and Hapū to develop their potential. • Assist hapū to build their capacity to develop iwi/hapū environmental management plans. • Support a collaborative economic development strategy that enables the growth of a sustainable economic base with whānau, hapū and iwi. • Attain increased wealth and self-determination for hapū and iwi through sustainable economic growth and social development. • Actively promote Māoritanga to enhance development of positive social outcomes. • Support Whānau, hapū and iwi to exercise mana and kaitiakitanga over their sacred sites and other taonga to sustain and protect resources for current and future generations. • Strengthen Marae, hapū and/or iwi capacity and skills to participate in natural resource management; and opportunities to share and promote mātauranga Māori and kaitiakitanga are increased. • Protect the environment to sustain all our communities. • Support positive and effective relationships through Council’s communications strategy.

Document number A1749401 Page 4 of 6 the applications received against the amount of funding available in the Community Fund account a report on which is included on the agenda for each meeting. 4) Reason for the recommendation The Bay of Islands-Whangaroa Community Board has evaluated the application and determined its eligibility for Community Funding under Policy #3209 - Community Grant Fund - Local.

Manager: Caroline Wilson - Manager - District Administration Services Attachment 1: Funding Application - Whangaroa Community Trust- Document number A1749399 Attachment 2: Schedule of Supporting Documentation - Whangaroa Community Trust - Document number A1749403

Document number A1749401 Page 5 of 6 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.

Relationship with existing policies and Considered in the application. Community outcomes.

Views or preferences of persons likely to Considered in the application. be affected by, or to have an interest in the matter, including persons with disabilities. Does the issue, proposal, decision or No other matter have a high degree of significance or engagement as determined under the Council's Policy #2124? If the matter has a Community rather This is a Community Board report. than a District wide relevance has the Community Board's views been sought?

Financial Implications and Budgetary Budgetary Provision has been made and Provision. the grant is allocated in accordance with Policy #3209 Community Grant Fund -

Local. Chief Financial Officer review. The Chief Financial Officer has not reviewed this report.

Document number A1749401 Page 6 of 6 Document number A1749399 Page 1 of 6 Document number A1749399 Page 2 of 6 Document number A1749399 Page 3 of 6 Document number A1749399 Page 4 of 6 Document number A1749399 Page 5 of 6 Document number A1749399 Page 6 of 6 Schedule of Supporting Documentation

WHANGAROA COMMUNITY TRUST (CCTV)

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

1 Bank Statement as at 30 June 2016

2 Quote - Northland CCTV - 17 May 2016

Quote - A1 Security Installations Ltd - 17 June 2016

Document number A 1749403 Page 1 of 1

Item: 6.8 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: FUNDING APPLICATION - CHURCH OF ST THOMAS Author: Melissa Wood - Meetings Administrator Date of Report: 17 July 2016 Document Number: A1748548 Executive Summary The purpose of this report is to include an application to the Community Grant Fund - Local against Policy #3209 - Community Grant Fund - Local to assist Community Board Members with their decision to approve or decline the application. Recommendation THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $3190.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Church of St Thomas. AND THAT the Board considers that the application for funding for the purpose of Public access pathway from Wynyard Street to Church Street Kawakawa meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Ensure built environments are attractive, well designed, safe, and meet the needs of the community. iii) Achieve sustainable communities through services, facilities, infrastructure, and technology solutions.

Policy requirements Comments Is the application complete? Yes the application is complete. The supporting documents have been sent under separate cover. Does the applicant indicate at least a 50%No. The applicant seeks a grant of contribution (in financial value) towards the$ 6,380- 88.85%.of the total cost. total costs stated in the application?

Document number A1748548 Page 1 of 6 Has the applicant received funding since 31 No October 2013?

Has a Project Report Form been received for Not applicable funding previously allocated?

Is the application for any purpose contrary to No the policy?

Is the application retrospective? No

Is the application of a commercial nature or No purpose? If it is, does it effectively demonstrate that associated profits will be of direct benefit to the community?

Will the funds be used for purposes on No private property? If they are, does the application effectively demonstrate that the project/event will be of direct benefit to the community?

Does the application include disclosure of No funding received for the project/event from other sources?

Does the application concern an activity or No project that Council also delivers?

Is the initiative likely to succeed? Yes Does it have a high degree of local input and benefit?

Does the initiative duplicate an existing No project/event/programme?

Does the application demonstrate that the Yes applicant has the appropriate capability and capacity to deliver to the level as agreed?

Is the project/purpose for which the grant is Yes made normally provided or funded by an organisation outside the Council?

Document number A1748548 Page 2 of 6 • broaden the range of activities and experiences available to the general public; • enhance community/volunteer capability to provide services; • supplement the resources of Council from external sources and community participation (a minimum of 50% funding for the project from sources other than Council); and • enhance access to services or projects that align with Council’s strategic priorities. Community Outcomes Prudent financial management • Achieve effective stewardship of our resources within long term strategic and assets and take a long term strategic planning approach to their use. • Ensure information is accurate and up to date so that financial decisions are strategic, consistent, affordable, and achieve an acceptable level of service, now and in the future.

Document number A1748548 Page 3 of 6 • Historic and archaeological sites and buildings of significance are recognised and protected. • Support, protect and preserve those Waahi Tapu sites valued by Māori. Sustainable, affordable, • Achieve sustainable communities through services, equitable infrastructure that facilities, infrastructure, and technology solutions. contributes to the economic • Provide the right services delivered in the right places, progress and social wellbeing to an agreed standard. of District • Achieve more efficient use of existing infrastructure, including managing demand, to deliver value for money services and that infrastructure is planned and affordable. • Ensure people, goods and services can move safely and efficiently within the District and Region by making steady improvement to the transport network and infrastructure. • Promote the strategic value of the District’s state highways. • Protect the environment and people and enable sustainable development through provision of water, stormwater, and wastewater infrastructure. • Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities. Enabling Māori Development • Work with Māori to align strategies and policies that provides for social, economic and environmental growth. • Support the development and implementation of sustainable hapū management plans to enable Marae and Hapū to develop their potential. • Assist hapū to build their capacity to develop iwi/hapū environmental management plans. • Support a collaborative economic development strategy that enables the growth of a sustainable economic base with whānau, hapū and iwi. • Attain increased wealth and self-determination for hapū and iwi through sustainable economic growth and social development. • Actively promote Māoritanga to enhance development of positive social outcomes. • Support Whānau, hapū and iwi to exercise mana and kaitiakitanga over their sacred sites and other taonga to sustain and protect resources for current and future generations. • Strengthen Marae, hapū and/or iwi capacity and skills to participate in natural resource management; and opportunities to share and promote mātauranga Māori and kaitiakitanga are increased. • Protect the environment to sustain all our communities. • Support positive and effective relationships through Council’s communications strategy.

Document number A1748548 Page 4 of 6 3) Financial implications and budgetary provision The Bay of Islands-Whangaroa Community Board allocates funding in accordance with the Policy #3209 Community Grant Fund - Local. At each meeting it considers the applications received against the amount of funding available in the Community Fund account a report on which is included on the agenda for each meeting.

Manager: Caroline Wilson - Manager District Administration Services Attachment 1: Funding Application - Church of St Thomas - Document number A1748546 Attachment 2: Schedule of supporting documentation - Church of St Thomas - Document number A1748551

Document number A1748548 Page 5 of 6 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.

Relationship with existing policies and Considered in the application. Community outcomes.

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

Does the issue, proposal, decision or No other matter have a high degree of significance or engagement as determined under the Council's Policy #2124?

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

Financial Implications and Budgetary Budgetary Provision has been made and Provision. the grant is allocated in accordance with Policy #3209 Community Grant Fund -

Local. Chief Financial Officer review. The Chief Financial Officer has not reviewed this report

Document number A1748548 Page 6 of 6 Document number A1748546 Page 1 of 6 Document number A1748546 Page 2 of 6 Document number A1748546 Page 3 of 6 Document number A1748546 Page 4 of 6 Document number A1748546 Page 5 of 6 Document number A1748546 Page 6 of 6 Schedule of Supporting Documentation

CHURCH OF ST THOMAS

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

1 Bank Statement

2 Statement of Financial Position as at 31 May 2016

3 Quote - Perry’s Landscaping Services -743241

4 Quote - Whangarei Paving Co (1990) Ltd - 1 March 2016

5 Letter of support - Kawkawa Primary School - 27 May 2016

6 Letter of support - Kawakawa Business Association

Document number A1748551 Page 1 of 1

Item: 6.9 MEETING: BAY OF ISLANDS-WHANGAROA COMMUNITY BOARD 10 AUGUST 2016 Name of Item: FUNDING APPLICATION - BAY OF ISLANDS GOLF CLUB Author: Melissa Wood - Meetings Administrator Date of Report: 20 July 2016 Document Number: A1748545 Executive Summary The purpose of this report is to include an application to the Community Grant Fund - Local against Policy #3209 - Community Grant Fund - Local to assist Community Board Members with their decision to approve or decline the application. Recommendation THAT the Bay of Islands-Whangaroa Community Board, after considering the matters set out within this report, and the provisions of Policy #3209 - Community Grant Fund - Local authorises the sum of $6,487.00 (plus GST if applicable) to be paid from the Board’s Community Fund account to Bay of Islands Golf Club. AND THAT the Board considers that the application for funding for the purpose of Course preparation and improvements for hosting two national golf tournaments in 2016 meets the requirements of Policy #3209 and will further the promotion and development of good quality infrastructure and local public services for the Far North Communities, for the following reasons: i) To support and value all people; especially the young, the elderly, and people with disabilities; ii) Maintain or improve the quality of the District’s public recreation, leisure, amenities and facilities appropriate to their locations and the needs of communities; and iii) Improve community participation, which creates pride and resilience, in Community based planning.

Policy requirements Comments Is the application complete? Yes the application is complete. The supporting documents have been sent under separate cover.

Document number A1748545 Page 1 of 6 Does the applicant indicate at least a 50% Yes, the applicant seeks a grant of contribution (in financial value) towards the $6,487.00 - 23.60% of the total cost total costs stated in the application? There is a significant voluntary input.

Has the applicant received funding since 31 Yes. $3,000.00 July 2014 - engaging a October 2013? professional tournament director for Masters Golf Tournament in November 2014.