Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

1 August 2018

Kaikohe-Hokianga Community Board cid:image009.jpg@01D3701B.A45ECAE0

Photograph: Louis Toorengurg

AGENDA FOR MEETING

Date:

Wednesday, 1 August 2018

Time:

10.30 am

Location:

Horeke Hall

2105 Horeke Road

Horeke

FNDC Symbol Logo Far North District Council code of arms

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;

(d) Prepare an annual submission to the territorial authority for expenditure within the community;

(e) Communicate with community organisations and special interest groups within the community;

(f) Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

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

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Recommend new bylaws or amendments to existing bylaws.

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

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

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

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

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

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

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

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

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

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

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

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

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

Terms of Reference

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

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

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

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

4. Have special regard for the views of Maori.

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

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

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

a) Holding a Community forum prior to Board meetings

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

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

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

Protocols

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

1. Provide appropriate management support for the Boards.

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

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

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

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

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

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

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

8. Help Boards to implement local community projects.

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

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historical Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Shaun Reilly	No form received
Kelly van Gaalen	No form received
Robert Cassidy	No form received
Louis Toorenburg	No form received
Emma Davies	No form received
John Vujcich	No form received

Kaikohe-Hokianga Community Board Meeting Agenda

1 August 2018

MINUTES OF THE MEETING OF THE KAIKOHE-HOKIANGA COMMUNITY BOARD held AT Pioneer village kaikohe, 1a recreation road, KAIKOHE ON WEDNESDAY 04 July 2018 COMMENCING AT 10:32 am

PRESENT

Chairperson
Mike Edmonds
Members
Emma Davis (from 10:35 am)
Kelly van Gaalen
Shaun Reilly
Louis Toorenburg
John Vujcich Councillor
STAFF PRESENT
Tanya Nowell	Team Leader - Infrastructure & Asset Management
Ron Boyle	Project Manager - Water & Wastewater, Infrastructure & Asset Management
Maryn Ashby	Meetings Administrator
Kim Hammond	Meetings Administrator

1.0 public forum

Renee Reilly strongly expressed her frustration in the delay for the petition she submitted on 1 May 2018 to the Far North District Council to be processed. She gave an overview of the basketball project included in the petition and tabled a hard copy of the project outline.

Kim Wares and Vicki Brown spoke of their concern of the lack of signage on Horeke Road around Mokonuiārangi Marae and School. They also spoke on behalf of the Horeke Hall Committee in support of works to start on the hall with reference to Agenda Item 6.5.

Celia Henry spoke on behalf of the Kohukohu Hall Committee in support of works to begin on in reference to Agenda Item 6.6.

Trevor Kotlowski represented the Kohukohu Community and Hall Committee. He spoke of his frustration with the lack of progress on the restoration of the stone walls. He also spoke in support of works beginning on the Kohukohu Hall as soon as possible.

2.0 speakers

Janine McVeagh and Tohunga Riwai from Hokianga Community Educational Trust, Agenda Item 6.3 refers.

Julia Espinoza and Tohunga Riwai from Maranga Ake Expressive Arts, Agenda Item 6.4 refers.

The meeting adjourned at 11:33 am and reconvened at 11:46 am.

3.0 confirmation of previous minutes

Agenda item 5.0, document number A2077648, pages 1-5 refers.

That the Kaikohe-Hokianga Community Board confirm the minutes of the meeting held 6 June 2018 as a true and correct record.

Carried

4.0 CORPORATE SERVICES GROUP

4.1. Horeke Hall Refurbishment

Agenda item 6.5, document number A2034430, pages 79-83 refers.

Resolved Reilly/Vujcich

That the Kaikohe-Hokianga Community Board:

a) Confirms the carry forward of allocated funds for the Horeke Hall refurbishment.

b) Confirms the scope of works required to refurbish the Horeke Hall.

c) Confirms that the expenditure of $150,000 for 2018/19 will be prioritised to structural repairs.

Carried

4.2. Kohukohu Hall Refurbishment

Agenda item 6.6, document number A2035149, pages 85-89 refers.

Resolved Vujcich/Davis

That the Kaikohe-Hokianga Community Board:

a) Confirm carrying forward funding from 2017/18 to 2018/19 of $99,587.00

b) Confirm the summary scope of works as described in the Background section of this report

c) Confirm that structural repair works are the top priority and these works will precede all other works

Carried

The meeting adjourned at 12:28 pm and reconvened at 1:04 pm

4.3. Chairperson and Members Report

Agenda item 6.1, document number A2077652, pages 7-9 refers.

The Chairpersons report was tabled due to an administration error.

Resolved Vujcich/Davis

That the Kaikohe-Hokianga Community Board note the report from Member Cassidy and the tabled report from Chairperson Edmonds.

Resolved Vujcich/Toorenburg

That the Board thank Rob Cassidy for his service with the Kaikohe-Hokianga Community Board

Resolved Reilly/Davis

That the agenda of the August meeting include an item regarding the nomination of a community board member to the board of Kaikohe and District Sportsville.

Carried

4.4. Funding Project Reports

Agenda item 6.2, document number A2077653, pages 11-58 refers.

Resolved Edmonds/Vujcich

That the Kaikohe-Hokianga Community Board:

a) note the project report forms from Okaihau Community Association, Volunteering Northland, Kaikohe Community Arts Council and Kaikohe Pioneer Village.

b) That the Kaikohe-Hokianga Community accept the tabled receipt for the Kaikohe Community Arts Council project report.

Carried

4.5. Hokianga Community Educational Trust

Agenda item 6.3, document number A2058650, pages 59-68 refers.

Moved Davis/Toorenburg

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of _______ (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Community Educational Trust to assist with cost involved in The Hokianga Book Festival 2018 for the following reasons:

i) Support and value all people, especially the young, the elderly, and people with disabilities.

ii) Build strong relationships, common vision, values and purpose to create cohesive communities.

Carried

Amendment moved Toorenburg/Reilly

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Hokianga Community Educational Trust to assist with cost involved in The Hokianga Book Festival 2018 for the following reasons:

i) Support and value all people, especially the young, the elderly, and people with disabilities.

ii) Build strong relationships, common vision, values and purpose to create cohesive communities.

Carried

The amendment became the substantive motion.

Resolved Toorenburg/Reilly

i) Support and value all people, especially the young, the elderly, and people with disabilities.

ii) Build strong relationships, common vision, values and purpose to create cohesive communities.

Carried

4.6. Maranga Ake Expressive Arts

Agenda item 6.4, document number A2080597, pages 69-78 refers.

Resolved Davis/Toorenburg

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $2,500 (plus GST if applicable) to be paid from the Board’s Community Fund account to Maranga Ake Expressive Arts Group to assist with the cost involved in running workshops for the following reasons:

i) Support and value all people, especially the young, the elderly, and people with disabilities.

ii) Build strong relationships, common vision, values and purpose to create cohesive communities.

Carried

5.0 information reports

5.1. Information Reports

Agenda item 7.0, document number A2091715, pages 91-102 refers.

Resolved Vujcich/Reilly

That the Kaikohe-Hokianga Community Board receive the following report, titled and dated:

a. “Community and Customer Services Activities” dated 14 June 2018.”

Carried

6.0 ADDITIONAL INFORMATION

Resolved Vujcich / Reilly

That the Board notes the following additional information tabled at the meeting:

1. Chairpersons Report

2. Receipt for the Kaikohe Community Arts Council project report.

3. Outline of the Basketball Court project

Carried

7.0 Close of meETING

The meeting closed at 2:04 pm

Chairperson

____/____/____

Kaikohe-Hokianga Community Board Meeting Agenda

1 August 2018

6 Corporate Services Group

6.1 Chairperson and Members Report

File Number: A2127538

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

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

Recommendation

That the Kaikohe-Hokianga Community Board note the report from the Chairperson and Member Reilly.

1) Background

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

2) Discussion and Options

Community Boards are required to consider and report on any matters of concern or interest to the Community Board, maintain an overview of services provided to the community and communicate with community organisations and special interest groups within the community.

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

The reports from the Chairperson and Members are attached.

Reason for the recommendation

The reason for the recommendation is to provide information to the Community on the work that has been undertaken by the Chairperson and Members on its behalf.

3) Financial Implications and Budgetary Provision

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

Attachments

1. Chairperson Edmond's Report - Document number - A2128050 ⇩

2. Members S Reilly's Report - Document number - A2125289 ⇩

Compliance schedule:

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

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

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

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

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Not applicable
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Not applicable
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a Community Board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	Not applicable
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Yes
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

1 August 2018

6.2 Funding Project Reports

File Number: A2127734

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

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

Executive Summary

· Recipients of grants from the Community Fund must complete and submit a project report within two months of completion of their project. A project report has been received from:

a) Omanaia Marae

Recommendation

That the Kaikohe-Hokianga Community Board note the project report form from Omanaia Marae.

1) Background

The Community Grant Policy - Section 1, Clause 15 states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years”.

2) Discussion and Options

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements

Attachments

1. Omanaia Marae - Document number - A2118868 ⇩

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	The Community Grant Policy applies to this matter and relevant sections are included in the content of the report.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This is a community board report
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	None
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	The Community Board has delegated authority to allocate funding.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for Budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

1 August 2018

6.3 Funding Application - The Kaikohe Community Arts Council

File Number: A2130924

Author: Maryn Ashby, Meetings Administrator

Authoriser: Kate Barnes, Governance Support Team Leader

Purpose of the Report

To present the Community Board with the information on the application from Hokianga Bowling Club to assist members in determining whether to approve or decline the application

Recommendation

That the Kaikohe-Hokianga Community Board in considering the provisions of the Community Grant Policy, authorise the sum of $831.75 (plus GST if applicable) to be paid from the Board’s Community Fund account to The Kaikohe Community Arts Council to assist with the cost involved in hosting The Silk Purse event aimed at showcasing affordable clothing for the following reasons:

i) Support and value all people, especially the young, the elderly, and people with disabilities.

ii) Build strong relationships, common vision, values and purpose to create cohesive communities.

1) Background

The Kaikohe Community Arts Council are seeking assistance with the cost involved in hosting The Silk Purse event to be held at the RSA in Kaikohe. The event will showcase preloved clothing from local second hand shops.

Year	Amount allocated	Project
2017	$1000	Santas Grotto - Rent
2017	$945.52	Spirit of Kaikohe
2017	$600.00	Santas Grotto

All project reports have been submitted and processed.

2) Discussion and Options

Preliminary assessment of the application:

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

As this report has been prepared prior to the adoption of the 2018-28 Long Term Plan the Community Outcomes are referenced against the 2015-25 LTP.

Option 1 Authorise the maximum amount allowed by policy

Funding of 29.3% of the project cost is requested and could be funded in full.

Option 2 Authorise partial funding

Option 3 Decline funding

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

Reason for the recommendation

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

3) Financial Implications and Budgetary Provision

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

Attachments

1. Funding Application Form - The Kaikohe Community Arts Council - Document Number - A2130174 ⇩

2. Schedule of Supporting Documents - The Kaikohe Community Arts Council - Document Number - A2130619 ⇩

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report is to the Kaikohe-Hokianga Community Board.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report

Kaikohe-Hokianga Community Board Meeting Agenda

1 August 2018

6.4 Petition of Renee Reilly - Basketball Court at Memorial Park

File Number: A2130878

Author: Kate Barnes, Governance Support Team Leader

Authoriser: Samantha Edmonds, General Manager - Corporate Services

Purpose of the Report

To seek the board’s endorsement of a proposal to gift and install a basketball court at Memorial Park, Kaikohe.

Executive Summary

· Petitioner wishes to gift a basketball court installation to the Kaikohe community

· Seeks initial support of proposal

· Court to be at no cost to Council

Recommendation

That the Kaikohe-Hokianga Community Board:

a) Supports, in principle, the proposal to install a basketball court to Memorial Park, Kaikohe at no cost to Council (excepting potential funding grants), subject to

i) All funds for the project being secured by 1 December 2018

ii) The final location and design being approved by the board and subject matter Council staff

iii) Funds for maintaining the court until the next Long Term Plan budget (2021-31) is set are provided by the petitioner

b) Notes that the petitioner will work with Council staff to meet legal and safety requirements regarding this project

1) Background

Renee Reilly has presented a petition proposing the installation of a full sized basketball court at Memorial Park, Kaikohe. The petitioner plans to raise the funds for the project and donate the court to Council. The petition has received 871 signatures.

2) Discussion and Options

The installation of a court at Memorial Park will require legal permissions as the land is a recreational reserve. Consents may need to be sought for works, and health and safety requirements must be met as well. Before this work is undertaken, the board is asked for initial endorsement of this project.

Staff will also need to assess the ongoing costs of a new asset on Council land – for example, maintenance and repairs. There is currently no budget allocated for this possible new asset.

Under the Council’s community board terms of reference, changes in service level or provision of amenities regarding parks and reserves need to be approved by the board.

Reason for the recommendation

To allow the community board to determine its view on receiving a gifted basketball court at Memorial Park, Kaikohe.

3) Financial Implications and Budgetary Provision

The petitioner intends to raise the full costs of the court and install. The asset will create ongoing costs and the responsibility for these would need to be determined before installation.

She has indicated she may apply to Council’s existing funding schemes, which have allocated budgets.

Attachments

1. Petition from Renee Reilly to KHCB Document number - A2132355 ⇩

2. Updated schedule of costings - A2132625 ⇩

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

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

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	Low.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Reserves Act 1977
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	Will impact the community of Kaikohe. This is a community board report.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	None beyond those for wider community.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences.	Petitioner has indicated a level of support in Kaikohe community. Park facility will retain green space for other users. Court will be open to public.
State the financial implications and where budgetary provisions have been made to support this decision.	None anticipated at this stage.
Chief Financial Officer review.	The Chief Financial Officer has reviewed this report

1	The Silk Purse - Flyer
2	Kaikohe and Districts Memorial RSA (Inc) - Hire Contract Agreement
3	Quote - Lighting/Equipment
4	Quote - Bunnings Kaikohe
5	The Kaikohe Community Arts Council - Minutes
6	Financials
7	Bank Statement